HomeMy WebLinkAbout2013-11-25 SEDA Meeting Minutes �•, MINUTES OF THE MEETING OF THE
SPRINGFIELD ECONOMIC DEVELOPMENT AGENCY
HELD MONDAY,NOVEMBER 25,2013
The Springfield Economic Development Agency met in the Jesse Maine Meeting Room,225
Fifth Street, Springfield,Oregon on Monday,November 25,2013 at 7:30 p.m.,with Board Chair
Hillary Wylie presiding.
ATTENDANCE
Present were Board Chair Hillary Wylie and Board Members Sean VanGordon, Sheri Moore,
Christine Lundberg,Marilee Woodrow,Bob Brew and Dave Ralston. Also present were City
Manager Gino Grimaldi,Attorneys Mary Bridget Smith and Lauren King,and City Recorder
Amy Sowa.
Board Member Sid Leiken was absent.
APPROVAL OF MINUTES
a. Minutes of June 24,2013.
IT WAS MOVED BY BOARD MEMBER RALSTON WITH A SECOND BY BOARD
MEMBER WOODROW TO APPROVE THE JUNE 24,2013 MINUTES.THE MOTION
�.. PASSED WITH A VOTE OF 7 FOR AND 0 AGAINST(1 ABSENT—LEIKEN).
COMMUNICATIONS
a. Business from the Audience -None
b. Correspondence -None
c. Business from the Staff-None
REPORT OF CHAIR -None
REPORT OF COMMITTEES -None
PUBLIC HEARINGS-None
NEW BUSINESS
1. Resolution Authorizing City Manager to Award Competitive Bids, Requests for
Proposals, Other Personal Services Contracts Exempt from Bidding Requirements Under
the City Purchasing Regulations,and to Approve Amendments to Public Contracts
During Winter Recess.
RESOLUTION NO. SEDA2013-08—A RESOLUTION AUTHORIZING THE CITY
MANAGER TO AWARD COMPETITIVE BIDS EXCEEDING THE INTERMEDIATE
PURCHASING THRESHOLD,REQUESTS FOR PROPOSALS,OTHER PERSONAL
SERVICES CONTRACTS EXEMPT FROM BIDDING REQUIREMENTS UNDER
Springfield Economic Development Agency Minutes
November 25,2013
Page 2
THE PURCHASING REGULATIONS, AND APPROVE AMENDMENTS TO
PUBLIC CONTRACTS DURING THE PERIOD OF DECEMBER 3, 2013 THROUGH
JANUARY 5,2014 WHILE SEDA BOARD IS IN RECESS.
Procurement Officer Jayne McMahan presented the staff report on this item. The Municipal Code
sets administratively limits on the City Manager's signature authority to make purchases and
award contracts. The SEDA board authorization was required for amounts greater than the
intermediate threshold. Section 2.706(3)of the Springfield Municipal Code prohibited
amendments to public contracts where the amendment cost exceeded certain limits imposed by
the Code except in certain cases of SEDA board approval. For the duration of the SEDA's 2013
winter recess, staff suggested that SEDA authorize the City Manager to approve competitive bid
contracts that exceed the intermediate procurement threshold,Requests for Proposals,other
personal services contracts exempt from bidding requirements under the purchasing regulations,
and to approve amendments to public contracts where the amendment cost exceeds the limits
imposed by Section 2.706(2)(c)without SEDA board approval, including, but not limited to,the
projects and contracts,as well as purchases. All expenditures had been budgeted and all
purchasing provisions of the Municipal Code were to be followed.
Although there were currently no contracts pending, authorizing the City Manager to sign would
allow a project to move forward if needed.
IT WAS MOVED BY BOARD MEMBER RALSTON WITH A SECOND BY BOARD
MEMBER WOODROW TO ADOPT RESOLUTION NO. SEDA2013-08. THE MOTION
PASSED WITH A VOTE OF 7 FOR AND 0 AGAINST(1 ABSENT—LEIKEN).
OLD BUSINESS-None.
ADJOURNMENT
The meeting was adjourned at approximately 7:32 p.m.
Minutes Recorder—Amy Sowa
eri Moore
Secretary