06-14-2010 URA Agenda PacketCITY OF WOODBURN
URBAN RENEWAL AGENCY
JUNE 14, 2010 - 7:00 P.M.
KATHRYN FIGLEY, MAYOR
DICK PUGH, COUNCILOR WARD 1
J. MEL SCHMIDT, COUNCILOR WARD II
PETER MCCALLUM, COUNCILOR WARD III
JAMES COX, COUNCILOR WARD IV
FRANK LONERGAN, COUNCILOR WARD V
ERIC MORRIS, COUNCILOR WARD VI
CITY HALL COUNCIL CHAMBERS - 270 MONTGOMERY STREET
CALL TO ORDER
2. ROLL CALL
3. CONSENT AGENDA
A. Urban Renewal Agency minutes of June 8, 2009
Recommended Action: Approve the minutes.
4. PUBLIC HEARINGS
A. Public Hearing to Consider the Woodburn Urban Renewal
Agency's 2010-11 Budget
Recommended Action: Conduct a public hearing and
receive public comment on the Budget Committee's recom-
mendation, including allowable budget adjustments that do
not change the tax levy requirement.
5. GENERAL BUSINESS
A. Resolution adopting a budget for fiscal year 2010-11, making
appropriations and levying taxes
Recommended Action: Adopt the resolution.
B. Reimbursement Agreement for Services, Materials and
Projects
Recommended Action: Approve and authorize the Chair of
the Agency to execute the attached reimbursement
agreement between the Woodburn Urban Renewal Agency
and the City of Woodburn for fiscal year 2010-11.
6. PUBLIC COMMENT
7. ADJOURNMENT
June 14, 2010 Urban Renewal Agency Page i
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URBAN RENEWAL AGENCY MEETING MINUTES
JUNE 812009
0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN,
COUNTY OF MARION, STATE OF OREGON, JUNE 89 2009.
CONVENED. The Urban Renewal Agency meeting convened at 6:20 p.m. with Chair
Figley presiding.
ROLL CALL.
Chair
Figley
Present
Member
Berkey
Absent
Member
Cox
Present
Member
Lonergan
Present
Member
McCallum
Present
Member
Pugh
Present
Member
Schmidt
Present
Staff Present: City Administrator Derickson, Asst. City Attorney Stuart, Finance
Director Gillespie, Public Works Director Brown, Community Development Director
Hendryx, City Recorder Tennant
0020 CONSENT AGENDA.
A) approve the Urban Renewal Agency minutes of June 9, 2008.
McCALLUM /LONERGAN .... adopt the Consent Agenda as presented. The motion
passed unanimously.
0057 PUBLIC HEARING TO CONSIDER THE WOODBURN URBAN RENEWAL
AGENCY'S FISCAL YEAR 2009-10 BUDGET.
Chair Figley declared the public hearing open at 6:22 p.m..
Finance Director Gillespie stated that following the April 18, 2009 budget meeting, the
Urban Renewal Budget Committee recommended a budget for fiscal year 2009-10 in the
amount of $2,031,000. Revenues consist of beginning fund balance, property taxes, and
interest income. The recommended budget will fund the Front Street improvement
project from Cleveland Street to Highway 214, pay the debt service due on the bank loan,
reimburse the City for special administrative, legal, and auditing services, and provide for
adequate reserves for bond indebtedness.
No one in the audience spoke either for or against the proposed Urban Renewal Agency
budget.
Chair Figley declared the public hearing closed at 6:24 p.m.
0176 RESOLUTION 09-01 ADOPTING A BUDGET FOR FISCAL YEAR 2009 -
MAKING APPROPRIATIONS, AND LEVYING TAXES.
LONERGAN/COX.... adopt Resolution 09-01 as presented.
On roll call vote, the motion passed unanimously. Chair Figley declared Resolution 09 -
Page 1 - Urban Renewal Agency Minutes, June 8, 2009
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URBAN RENEWAL AGENCY MEETING MINUTES
JUNE 812009
01 duly passed.
0215 REIMBURSEMENT AGREEMENT FOR SERVICES, MATERIALS, AND
PROJECTS FOR FISCAL YEAR 2009-10.
Staff recommended the approval and authorization to sign a reimbursement agreement
with the City for payments made out of City funds for urban renewal projects and
miscellaneous expenses in an amount not to exceed $778,407 for fiscal year 2009-10.
Under Urban Renewal law, tax receipt revenues received are to be used for debt
retirement such as bonds, loans from public or private agencies, or by contractual
arrangement.
COX /PUGH ... approve and authorize the Chair of the Agency to execute the attached
reimbursement agreement between the Woodburn Urban Renewal Agency and the City
of Woodburn for fiscal year 2009-10.
The motion passed unanimously.
250 ADJOURNMENT.
McCALLUM/LONERGAN ... meeting be adjourned. The motion passed
unanimously.
The meeting adjourned at 6:27 p.m..
ATTEST
Recorder
City of Woodburn, Oregon
APPROVED
KATHRYN FIGLEY, CHAIR
Page 2 - Urban Renewal Agency Minutes, June 8, 2009
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June 14, 2010
TO: Urban Renewal Agency Board through City Administrator
FROM: Ignacio Palacios, Finance Director
SUBJECT: Adoption of Woodburn Urban Renewal Agency's 2010/11 Budget
RECOMMENDATION:
The Urban Renewal Agency Board consider testimony during the public hearing
and adopt the attached resolution setting the City of Woodburn Urban Renewal
Agency budget for the fiscal year 2010-2011.
BACKGROUND:
On May 15, 2010 the Woodburn Urban Renewal Agency Budget Committee
approved the proposed Woodburn Urban Renewal Agency 2010-2011 Budget
and approved its forwarding to the Board of the Woodburn Renewal Agency for
a hearing as required by State of Oregon Budget Law.
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The attached resolution is consistent with the budget policies adopted by the
Woodburn Urban Renewal Agency Budget Committee in January 2009.
FINANCIAL IMPACT:
The resolution adopts the fiscal year 2010-2011 annual budget of $1,545,000.
Agenda Item Review: City Administrator x
KI
City Attorney x Finance x
URBAN RENEWAL RESOLUTION NO. 10-01
A RESOLUTION ADOPTING THE CITY OF WOODBURN URBAN RENEWAL
BUDGET FOR THE FISCAL YEAR 2010-2011
WHEREAS, the Woodburn Urban Renewal Agency Budget
Committee met and approved the Proposed Budget on May 15, 2010;
and
WHEREAS, the Notice of Budget Hearing and Financial Summary
were published in the "Woodburn Independent" on June 2, 2010 as
required by ORS 294.416; and
WHEREAS, a public hearing was held on June 14, 2010; NOW,
THEREFORE,
THE WOODBURN URBAN RENEWAL AGENCY RESOLVES AS FOLLOWS:
Section 1. The Woodburn Urban Renewal Agency Board adopts the
budget for the fiscal year 2010-11 in the sum of $1,545,000. A copy of the
budget document is now on file at City Hall, 270 Montgomery Street,
Woodburn, Oregon.
Section 2. The amounts for the fiscal year beginning July 1, 2010
and for the purposes shown below are hereby appropriated as follows:
General Fund
Materials & Services $ 227,750
Contingency 1,317,250
Total $1,545,000
Section 3. That the Woodburn Urban Renewal Agency Board
hereby resolves to certify to the county assessor for the City of Woodburn
Urban Renewal Agency Plan Area a request for the maximum amount of
revenue that may be raised by dividing the taxes under section 1 c,
Article X1, of the Oregon Constitution, and none of the amount to be
raised through the imposition of a special levy.
Approved as to Form:
City Attorney Date
Page 1- RESOLUTION NO. 10-01
APPROVED:
Kathryn Figley, Chair
Passed by the Agency
Submitted to the Chair
Approved by the Chair
ATTEST:
Christina Shearer, City Recorder
City of Woodburn, Oregon
Page 2 - RESOLUTION NO. 10-01
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W�QODBURN
I a C L! F p 0 F a P e. 21 d 3 d5 9
June 14, 2010
TO: Woodburn Urban Renewal Agency
Honorable Mayor and City Council
FROM: Ignacio Palacios, Finance Director
SUBJECT: Reimbursement Agreement for Services, Materials and Projects
RECOMMENDATION:
It is recommended that the Urban Renewal Agency and the City Council
approve and authorize, respectively, the Chair of the Agency and the City
Administrator to execute the attached reimbursement agreement between the
Woodburn Urban Renewal Agency and the City of Woodburn for fiscal year
2010/11.
BACKGROUND:
Urban Renewal law requires tax receipts received by an urban renewal agency
to be used primarily to retire debt. Indebtedness can be established by issuing
bonds, through loans from public or private agencies, or by contractual
arrangement.
In April 2005 the City Council and Urban Renewal Agency authorized the
execution of a reimbursement agreement for fiscal years 2004-06. Subsequent
annual extensions have extended the agreement to June 30, 2010.
DISCUSSION:
Tax receipts of $540,000 and interest of $5,000 are estimated to be received in
2010/11, and Beginning Fund Balance is forecast to be $1,000,000 providing total
resources of $1,,545,000 for FY 2010/11. Of that amount, $342,000 must be
reserved for debt service. The balance ($1,203,000) can be used only to retire
debt and reasonable administrative costs - the proposed reimbursement
amount represents 2.70 of the total adopted budget.
Agenda Item Review: City Administrator x City Attorney x Finance x
Honorable Mayor and City Council
June 14, 2010
Page 2
The attached agreement facilitates the Agency's reimbursement of costs
advanced by the City for the 2010-2011 fiscal year and are consistent with the
agreements adopted in prior fiscal years.
FINANCIAL IMPACT:
Total administrative costs reimbursed to the City of Woodburn are $40,920 (or
2.7% of the 2010-2011 adopted budget).
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AGREEMENT FOR SERVICES BETWEEN WOODBURN URBAN RENEWAL
AGENCY AND CITY OF WOODBURN
This Agreement for Services (Agreement) is entered into between the City of Woodburn
(City), an Oregon municipal corporation, and the Woodburn Urban Renewal Agency
(the Agency), the urban renewal agency of the City of Woodburn, created pursuant to
ORS 457.035 through ORS 457.460.
Recitals
Whereas, by Ordinance No. 2283 the City activated its urban renewal agency pursuant
to ORS 457.055, and designated the City Council of the City of Woodburn to exercise
the urban renewal powers pursuant to ORS 457.045 (3); and
Whereas, by Ordinance No. 2298 the City Council adopted the Woodburn Urban
Renewal Plan (Plan), Section 1100 of which states, in part:
"...the Agency may borrow money from, or lend money to a public agency in
conjunction with a joint undertaking of a project authorized by this plan."; and
Whereas, Section 600 of the Plan identifies as projects which may be undertaken
pursuant to the Plan in the urban renewal area: A) Public Improvements including
construction and repair of parks, streets, and sidewalks; and C) Plan Administration
including personnel and other administrative costs incurred in management of the
renewal plan; and
Whereas, the City and the Agency work in partnership to accomplish the provisions of
the Plan adopted by the City Council and put before the Agency for implementation, and
Whereas, the City and the Agency wish to clarify the relationship between the City and
the Agency with respect to services to be provided by the City to the Agency, and the
Agency's obligation to pay the City for those services, and
NOW THEREFORE, the City and the Agency agree as follows:
Terms of Agreement
In consideration for reimbursement for the costs of services and materials and projects
according to the terms of this Agreement, the City will provide the following services and
materials to the Agency according to the terms of this Agreement:
1. Personnel Services.
1.1 City staff to provide all staff services required to implement and
administer the Plan and any other Agency activities. Staff assigned
to perform functions in support of the Agency will continue to be
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L
employees of the City and will provide services to implement Plan
as directed by the Agency.
1.2 The City Administrator has final and exclusive authority over
decisions to hire, fire and discipline the City employees assigned to
perform functions in support of the Agency, under the City's
personnel rules and policies.
1.3 Except as specifically provided in other sections of this Agreement
or as set out in a future written agreement of the parties, charges to
the Agency for materials will be the same as any inter -departmental
City charge.
2. Insurance.
2.1 The City will procure and maintain property and liability insurance
covering the Agency's activities at such levels as the Agency
deems necessary and appropriate. The City will not charge the
Agency for insurance premiums pursuant to this Agreement.
Nothing in this Agreement, however, shall prevent the City from
requiring the Agency to pay for this coverage in future written
agreements.
3. Professional and Consulting Services.
3.1 The City and the Agency will consult with one another regarding
selection of independent contractors providing professional and
consulting services, including bond counsel and the financial
advisor for debt issuance for the Agency, if any; general or
specialized urban renewal consulting, and audit services for the
Agency.
4. Legal Services.
The Agency may obtain legal services from the City Attorney and/or
outside legal counsel as the Agency determines, in consultation
with the City, best meets the needs of the project or issue at hand.
The Agency shall not reimburse the City for legal services
requested of the City Attorney for the period of this Agreement.
Nothing in this Agreement, however, shall prevent the City from
requiring reimbursement from the Agency for these services in
future written agreements. The Agency shall be responsible for the
cost of legal services provided to the Agency by outside legal
counsel.
PAGE 2 - CITY/AGENCY REIMBURSEMENT AGREEMENT, 2010-11
061
4.2 If legal services are provided jointly to the City and the Agency, the
City and the Agency will agree on a cost allocation for such
services prior to such services being rendered.
5. Accounting Services.
5.1 The City shall provide all accounting services related to the
Agency's debt service fund and investment of funds pursuant to this
Agreement. Nothing in this Agreement, however, shall prevent the
City from requiring reimbursement from the Agency for these
services in future written agreements. The City will not charge the
Agency for these accounting services pursuant to this Agreement.
6. Financial Matters.
6.1 Except as specifically provided herein, the City agrees that it will
not make any charge against any Agency account without first
obtaining the approval of the Agency.
6.2 The Agency will cooperate with providing all necessary financial
information to the City for the City to include in its annual financial
statements.
6.3 The Agency's financial records will be available for inspection by
City at all reasonable times.
7. Public Improvements.
7.1 The City will act as the lead agency for the purpose of constructing
projects in the urban renewal area, and will be responsible for
project design and engineering, obtaining any planning approvals
and permits, for forwarding payment of any standard fees, and for
construction management for construction projects.
7.2 Projects that will be constructed in the urban renewal area during
the term of this Agreement, consistent with those shown on Exhibit
A, are joint projects of the City and the Agency. The Agency and
the City shall share the costs of these projects according to the
reimbursement schedule in Exhibit A.
7.3 All public improvements constructed by the City and Agency during
the term of this Agreement shall be accepted, owned, and
maintained the City after construction is complete.
8. Compensation. Agency shall pay to the City an amount not -to -exceed
$42,000 for the services and projects described in this Agreement during
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10
the term of the Agreement. Payment shall be for the amounts actually
expended by the City for the services and projects listed on the schedule
for Agency's payment for such services and projects, which is attached
hereto and incorporated as Exhibit A. Exhibit A may be amended by
mutual agreement of the parties.
9. Term and Termination.
9.1 The term of this Agreement shall be effective July 1, 2010 and shall
continue through June 30, 2011, unless terminated pursuant to this
section.
9.2 Either party may terminate this Agreement at any time by giving the
other party written notice not less than ninety (90) days prior to the
proposed termination date.
DATED this 14th day of June, 2010.
WOODBURN URBAN RENEWAL AGENCY CITY OF WOODBURN, OREGON
Chair
City Administrator
PAGE 4 - CITY/AGENCY REIMBURSEMENT AGREEMENT, 2010-11
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Exhibit A
CITY of WOODBURN
SCHEDULE of SERVICES, MATERIALS, and PROJECTS REIMBURSED by the
WOODURN URBAN RENEWAL AGENCY
2010-11
PAGE 5 — CITY/AGENCY REIMBURSEMENT AGREEMENT, 2010-11
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Maximum
Reimbursable
Reimbursement
Personal Services -City Administrator
97300 5.0%
Personal Services -Finance Director
77400 5.0%
Personal Services -Comm Dev
Director
67720 5.0%
Overhead
117000
Audit Services
67500
TOTAL
$407920
PAGE 5 — CITY/AGENCY REIMBURSEMENT AGREEMENT, 2010-11
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