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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: Victoria Doyle
Vice Chair: Kori Rodley

Board Members

Sean VanGordon
Michelle Webber
Steve Moe
Beth Blackwell
Alan Stout
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. For meetings in the Council Meeting Room, a "Personal PA Receiver" for the hearing impaired is available, as well as an Induction Loop for the benefit of hearing aid users.
To arrange for these services, call 541-726-3700.
Meetings will end prior to 10:00 p.m. unless extended by a vote of the Board.

All proceedings before the Springfield Economic Development Agency are recorded.

March 10, 2025
Monday
_______________________________
7:30 p.m. Regular Meeting
City Council Meeting Room
or
Virtual Attendance
Registration Required:
Attend from your computer, tablet or smartphone:
Zoom
Meeting ID: 821 8849 7313
https://us06web.zoom.us/webinar/register/WN_zel22Qq_QAiPaYoqtL0gzQ
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Dial 1 (971) 247-1195
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CALL TO ORDER

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

CONSENT CALENDAR

Minutes

Resolutions

SEDA contracts over spring recess

MOTION: APPROVE/REJECT THE CONSENT CALENDAR

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

Downtown Leased Property

[Allie Camp]

(5 minutes)

ADJOURNMENT

AGENDA ITEM SUMMARY

Meeting Date:

03/10/2025

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 spring 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 March 11, 2025, and continuing through April 13, 2025, while the Board is in spring 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 spring 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. Springfield Municipal Code section 2.704 allows the City Manager to enter into contracts only up to $100,000 without SEDA Board authorization. Springfield Municipal Code section 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 spring 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 service 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 Springfield 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 Spring Recess

2. Resolution SEDA Contracts Over Spring Recess

AGENDA ITEM SUMMARY

Meeting Date:

03/10/2025

Meeting Type:

Springfield Economic Development Agency-Regular Meeting

Staff Contact/Dept:

Allie Camp, Economic Development Manager/City Manager's Office

SPRINGFIELD ECONOMIC
DEVELOPMENT AGENCY

Staff Phone No:

Estimated Time:

5 Minutes

ITEM TITLE:

Downtown Leased Property

ACTION REQUESTED:

To authorize the City Manager to negotiate a tenant improvement allowance up to a specified amount for leasing of SEDA-owned property.

ISSUE STATEMENT:

Upon offering 236 and 240 Main Street for lease a tenant improvement allocation was not discussed by the Board.

DISCUSSION/FINANCIAL IMPACT:

The Springfield Economic Development Agency (SEDA) offered for lease two properties in June 2024, 236 and 240 Main Street (ATT 1). The Board provided the direction to seek a tenant that brings a positive use to downtown and to utilize Campbell Commercial as the experts on terms. The Board also indicated that they would like to know the proposed use prior to establishing a lease. Any future leases will come to the Board for review and decision.

Campbell Commercial, SEDA's property management company, has heard from prospective tenants that the storefronts will need some degree of improvement to meet the needs of the current tenant market. Tenant improvements are dependent on the proposed use- a retail facility would likely have fewer tenant improvements than a specialty office/service facility or a restaurant. Tenant improvements are a standard negotiating point between owners and potential tenants.

Providing the City Manager the authority to negotiate tenant improvements up to a certain value will offer more information to Campbell Commercial to assist in finding viable tenants for SEDA's properties. The Downtown Urban Renewal Plan identifies that tax increment can be utilized to improve the building stock, increase vitality, and support public/private investments. Improvements to the building will improve the quality of SEDA's asset. A consideration for the Board will be to understand the potential return on investment of costs towards a tenant improvement balanced with rent over time.

Because the properties are owned by SEDA, any improvements to the building over $50,000 are subject to prevailing wage. Funds of a public agency contributed over $750,000 also subject a project to prevailing wage.

Attachments

1. Listing Flyer