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Springfield Economic
Development Agency
Agenda

City Hall

225 Fifth Street
Springfield, Oregon 97477
541-726-3700
Online at www.springfield-or.gov

Chair: Kori Rodley
Vice Chair: Victoria Doyle

Board Members

Sean VanGordon
Michelle Webber
Steve Moe
Beth Blackwell
Joe Pishioneri
David Loveall

City Manager:

Nancy Newton
City Recorder:

Allyson Pulido
541-726-3700

These meetings will be available via phone, internet using Zoom and in person. Members of the public wishing to attend these meetings electronically can call in or attend virtually by following the directions below. This information can also be found on the City's website.

The meeting location is wheelchair-accessible. For the hearing-impaired, an interpreter can be provided with 48 hours' notice prior to the meeting.
Meetings will end prior to 10:00 p.m. unless extended by a vote of the Board.

These proceedings before the Springfield Economic Development Agency are recorded.

November 25, 2024
Monday
_______________________________
7:00 p.m. Regular Meeting
City Council Meeting Room
or
Virtual Attendance
Registration Required:
Attend from your computer, tablet or smartphone:
Zoom
Meeting ID: 891 6892 2998
https://us06web.zoom.us/webinar/register/WN_4wpugohWRFGaSX5Kfu3tXw
To dial in using your phone in Listen Only Mode:
Dial 1 (971) 247-1195
Toll Free 1 (877) 853-5247
Oregon Relay/TTY: 711 or 800-735-1232

CALL TO ORDER

ROLL CALL – Board Members: VanGordon___, Webber___, Moe___, Rodley____, Blackwell___, Doyle ___, Pishioneri ___and Loveall_____.

CONSENT CALENDAR

Minutes

October 14, 2024 SEDA Meeting Minutes

November 12, 2024 SEDA Meeting Minutes

Resolutions

SEDA Contracts Over Winter Recess

COMMUNICATIONS

Business from the Audience: Please limit comments to 3 minutes. Request to Speak cards are available at the entrance. Please present cards to City Recorder. Speakers may not yield their time to others and the Board cannot engage in discussion/conversation with the individual providing comment/testimony.

Correspondence

Business from the Staff

REPORT OF CHAIR

REPORTS OF COMMITTEES

PUBLIC HEARINGS -

Please limit comments to 3 minutes. Request to speak cards are available at the entrance. Please present cards to City Recorder. Speakers may not yield their time to others.

NEW BUSINESS

OLD BUSINESS

ADJOURNMENT

AGENDA ITEM SUMMARY

Meeting Date:

11/25/2024

Meeting Type:

Springfield Economic Development Agency-Regular Meeting

SPRINGFIELD ECONOMIC
DEVELOPMENT AGENCY

Estimated Time:

Consent Calendar

ITEM TITLE:

October 14, 2024 SEDA Meeting Minutes

Attachments

1. October 14, 2024 SEDA Meeting Mintues

AGENDA ITEM SUMMARY

Meeting Date:

11/25/2024

Meeting Type:

Springfield Economic Development Agency-Regular Meeting

SPRINGFIELD ECONOMIC
DEVELOPMENT AGENCY

Estimated Time:

Consent Calendar

ITEM TITLE:

November 12, 2024 SEDA Meeting Minutes

Attachments

1. November 12, 2024 SEDA Meeting Minutes

AGENDA ITEM SUMMARY

Meeting Date:

11/25/2024

Meeting Type:

Springfield Economic Development Agency-Regular Meeting

Staff Contact/Dept:

Jessica Mumme, Budget & Procurement Manager/Finance

SPRINGFIELD ECONOMIC
DEVELOPMENT AGENCY

Staff Phone No:

Estimated Time:

Consent Calendar

ITEM TITLE:

SEDA Contracts Over Winter Recess

ACTION REQUESTED:

Adopt/Not Adopt the following Resolution: A RESOLUTION AUTHORIZING THE CITY MANAGER TO AWARD CONTRACTS EXCEEDING $100,000 AND APPROVE AMENDMENTS TO PUBLIC CONTRACTS EXCEEDING LEVELS IN SPRINGFIELD MUNICIPAL CODE SECTION 2.706(3) IN CONFORMANCE WITH ALL OTHER APPLICABLE REQUIREMENTS OF THE SPRINGFIELD MUNICIPAL CODE AND OREGON PUBLIC CONTRACTING LAW DURING THE PERIOD COMMENCING NOVEMBER 26, 2024 AND CONTINUING THROUGH JANUARY 5, 2025 WHILE THE BOARD IS IN RECESS.

ISSUE STATEMENT:

The City of Springfield conducts sourcing activities for SEDA and follows the City of Springfield's Municipal Code Chapter 2, Public Contracts, Section 2.704 "Public Contracts for Goods and Services," and Purchasing Guidelines unless otherwise stated.

During the SEDA Board's winter recess, SEDA may need to award contracts that exceed the City Manager's signature authority and may need to approve amendments to public contracts where the amendment cost exceeds the limits imposed by Springfield Municipal Code Section 2.706 (3). These actions are normally approved by the Board. To allow City business to proceed as usual during the recess, the Board may want to authorize the City Manager to approve such actions.

DISCUSSION/FINANCIAL IMPACT:

Per Article VII, Section 2 of the SEDA Bylaws, SEDA disbursement of funds must follow the rules and regulations adopted by the City Council. Specifically, procurement by SEDA must adhere to the public contracting code in Springfield Municipal Code Chapter 2. SMC 2.704 allows the City Manager to enter into contracts only up to $100,000 without SEDA Board authorization. SMC 2.706(3) prohibits amendments to public contracts where the amendment cost exceeds certain limits imposed by the Code without SEDA Board approval.

For the duration of the SEDA Board's winter recess, staff recommends that the Board 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 Board approval. 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 SEDA's exposure.

Attachments

1. SEDA Contracts Over Winter Recess

2. Resolution SEDA Contracts Over Winter Recess