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Home My WebLink About2014-11-24 SEDA Meeting Minutes MINUTES OF THE MEETING OF THE SPRINGFIELD ECONOMIC DEVELOPMENT AGENCY HELD MONDAY NOVEMBER 24,2014 The Springfield Economic Development Agency met in the Council Meeting Room,225 Fifth Street, Springfield,Oregon on Monday November 24,2014 at 8:12 p.m.,with Board Chair Hilary Wylie presiding. ATTENDANCE Present were Board Chair Hillary Wylie,Board Vice-Chair Sean VanGordon and Board Members Sheri Moore,Christine Lundberg, Marilee Woodrow, Dave Ralston and Joe Pishioneri. Also present were City Manager Gino Grimaldi,Attorney Mary Bridget Smith,and City Recorder Amy Sowa. Commissioner Leiken was absent(excused). APPROVAL OF MINUTES a. Minutes of July 21, 2014 IT WAS MOVED BY BOARD MEMBER WOODROW WITH A SECOND BY BOARD MEMBER LUNDBERG TO APPROVE THE JULY 21,2014 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 the 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. SEDA2014-03 —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 THE Springfield Economic Development Agency Minutes November 24,2014 Page 2 PURCHASING REGULATIONS, AND APPROVE AMENDMENTS TO PUBLIC CONTRACTS DURING THE PERIOD OF DECEMBER 2,2014 THROUGH JANUARY 4, 2015 WHILE SEDA BOARD IS IN RECESS. Procurement Office 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 is required for amounts greater than the intermediate threshold. Section 2.706(3)of the Springfield Municipal Code prohibits amendments to public contracts where the amendment cost exceeds certain limits imposed by the Code except in certain cases of SEDA board approval. For the duration of the SEDA's 2014 winter recess, staff suggests that the SEDA authorize the City Manager to approve competitive bid contracts greater 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 have been budgeted and all purchasing provisions of the Municipal Code are to be followed. City Manager authorization will allow projects to stay on schedule,public service to continue uninterrupted,and limit the SEDA's exposure. IT WAS MOVED BY BOARD MEMBER WOODROW WITH A SECOND BY BOARD MEMBER PISHIONERI TO ADOPT RESOLUTION NO. SEDA2014-03. THE MOTION PASSED WITH A VOTE OF 7 FOR AND 0 AGAINST(1 ABSENT—LEIKEN). OLD BUSINESS ADJOURNMENT The meeting was adjourned at approximately 8:14 p.m. Minutes Recorder—Amy Sowa —SheriMc c,re Marilee Woodrow Secretary