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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