madras redevelopment commission · 2019-03-07 · front remodel $ 79,425 $ 79,425 rear remodel ......

February 13, 2019 Madras Redevelopment Commission Meeting

of 2

Madras Redevelopment Commission

125 SW “E” Street Madras, OR 97741 Phone: 541-475-2344 Fax: 541-475-7061

City Hall Council Chambers February 13, 2019 Regular Meeting (Council Chambers) 5:30 PM

Agenda 1. Open Meeting

2. Visitors Comments 3. Annual Appointment of MRC Vice-Chair

Nicholas Snead, Community Development Director 4. The Stag Façade Improvement Funding Request

Nicholas Snead, Community Development Director Delita Cordes, The Stag

5. Madras Downtown Association Report on Future Downtown Events

Rebecca Keegan, Madras Downtown Association

6. MRC 2nd Quarter Financial Report

Kristal Hughes, Finance Director 7. Budget Resolution No. MRC 2019-01

A Resolution Authorizing an increase in appropriation to recognize unanticipated revenues, and expenses and the transfer of appropriations within funds for FY 2018-2019.

Kristal Hughes, Finance Director

8. Recommendation of Budget Committee Members & Report on Budget Calendar

Kristal Hughes, Finance Director

February 13, 2019 Madras Redevelopment Commission Meeting

of 2

9. Authorization of Chair and Vice-Chair as Signers for the MRC at the First Interstate Bank.

Nicholas Snead, Community Development Director Kristal Hughes, Finance Director

10. Always Improving Madras Downtown Project Update

Nicholas Snead, Community Development Director

11. Additional Discussion 12. Adjourn Meeting Pursuant to ORS 192.640, this agenda includes a list of the principal subjects anticipated to be considered at the above referenced meeting; however, the agenda does not limit the ability of the Madras Redevelopment Commission to consider additional subjects. Meetings are subject to cancellation without notice. This meeting is open to the public and interested citizens are invited to attend. This is an open meeting under Oregon Revised Statutes, not a community forum; audience participation is at the discretion of the Madras Redevelopment Commission. Anyone wishing to address the Commission will need to register prior to the meeting. The meeting will be audio taped; minutes of this and all public meetings are available for review at the Madras City Hall. The meeting place is handicapped accessible; those needing assistance please contact the City of Madras Community Development two (2) days in advance of the meeting.

Page -1- Request for Madras Redevelopment Commission Action

MADRAS REDEVELOPMENT COMMISSION Request for Action

Date Submitted: January 31, 2019 Agenda Date Requested: February 13, 2019 To: Madras Redevelopment Commission From: Nicholas Snead, Community Development Director Subject: The Stag Façade Improvement Funding Request. TYPE OF ACTION REQUESTED: (Check One)

[ ] Resolution [ ] Ordinance

[ X ] Formal Action/Motion [ ] Other [ ] No Action - Report Only

MOTION FOR COMMISSION ACTION: That the MRC approve The Stag Façade Improvement grant and loan funding as proposed and direct staff to prepare the necessary grant and loan document upon Ms. Cordes taking title to the subject properties. OVERVIEW: Delita Cordes of The Stag building has $145,464 (see Table 1 below) requested funding from the MRC to remove asbestos and renovate the exterior front and rear building façades. At the February 13, 2019 MRC meeting Ms. Cordes will present the proposed façade improvement plans and funding request. At this same meeting, staff will request the MRC to conceptually approve funding for the project and direct staff to prepare the necessary grant and loan agreements for MRC formal approval at a future MRC meeting. DISCUSSION:

Property Information: Property Address: 65 SE 5th Street

Map & Tax Lot: 11-13-12BB-2100 } Collectively referred to as the “subject properties”. 11-1312BB-2200 }

Current Property Owner: Galbraith Family Trust. Ms. Cordes anticipates to take title to the property on February 5, 2019.


Proposed Project Budget & Financing Overview:

Table 1. The Stag Building Renovation Budget The Stag Building Renovation

ExpenseProposed MRC Costs Total Cost

Architectural Services $ 6,600 10,000$ Building Façade Renovation

Front Remodel $ 79,425 79,425$ Rear Remodel $ 15,785 15,785$ New ADA Bathroom for Restaurant $ 26,090 26,090$ Interior Remodel $ -

Asbestos AssessmentAssessment $ 1,130 1,130$ Abatement $ 16,434 32,868$

$ 145,464 $ 165,298

TOTAL COSTS $ 165,298 MRC TOTAL COSTS $ 145,464 PROPERTY OWNER COSTS $ 19,834

Total MRC Grant Funding $ 72,732 Total MRC Loan Funding $ 72,732

• The MRC will provide a $72,732.00 grant to Delita Cordes • The MRC will provide a $72,732.00 loan to Delita Cordes with the following terms:

o Principal: $72,732.00 o Term: 10 Years o Interest: Payments 1-24 = 0.0% interest

Payments 25-60 = 2.50% interest Payments 61-120 = 5.50% interest

o First payment due: December 10, 2019

Concerns: At the time this staff report was prepared, Ms. Cordes does not own the subject properties. Staff recommends that any action by the MRC to approve any amount of funding is to be contingent up Ms. Cordes obtaining title to the subject properties.


SUMMARY:

A. General Coordination:

Department Review Reviewed By Date

Not Required

City Administrator Gus Burril 2/1/19 City Attorney Alan Dale Consultation will occur after MRC

approves funding for the project

Finance Kristal Hughes 1/30/19 Police Tanner Stanfill X Public Works Jeff Hurd X

B. Fiscal Impact:

$72,732.00 in grant funding $72,732.00 in loan funding:

Principal: $72,732.00 Term: 10 Years Interest: Payments 1-24 = 0.0% interest

Payments 25-60 = 2.50% interest Payments 61-120 = 5.50% interest

First payment due: December 10, 2019

C. Funding Source: Grant Funding:

• MRC Project Fund, Redevelopment – Rehabilitation Assistance/Grants • 704-704-545-6350

Loan Funding:

• MRC Program Income, Loan Distributions • 705-705-545-6200

D. Supporting Documentation: Attachment A: Front & Rear Building Elevation Concepts Attachment B: Project Cost Estimates

STAFF RECOMMENDATION: That the MRC approve The Stag Façade Improvement grant and loan funding as proposed and direct staff to prepare the necessary grant and loan document upon Ms. Cordes taking title to the subject properties. MOTION FOR COMMISSION ACTION: That the MRC approve The Stag Façade Improvement grant and loan funding as proposed and direct staff to prepare the necessary grant and loan document upon Ms. Cordes taking title to the subject properties.

ATTACHEMENT A

– 1 – November 29, 2018

DISRUPTING AND SIMPLIFYING THE WAY YOU EXPERIENCE ARCHITECTURE

PROJECT ARCHITECTURAL DESIGN & CONSTRUCTION DOCUMENT FEE PROPOSAL

ATTENTION: Delita Cordes, PC

D&D Realty Group 60 SE 6th St. Madras, OR 97741

PROJECT LOCATION: 65 SE 5th St.

Madras, OR 97741

Dear Delita, It was a pleasure meeting you and seeing your project. I think its an exiting next step not only for D&D Realty Group but also for Madras in general. We would love to work with you to create a space that is uplifting for everyone in your life.

INTRODUCTION:

Tekneek Architecture was created in 2005 by Larry Wright to provide a…”where the rubber hits the road”…building design service for people frustrated with corporate architects. Being a native rural Oregonian (and proud Duck), we strive to improve upon and make our home not only inspiring but also a great place to just simply…”BE”. We think its our job to question “the norm” and find solutions that are in the best interest of our clients. Awesome spaces can be created on a shoestring budget. All it takes is an intention and a desire to make great things happen.

The office of Tekneek would love to be a part of the NEW and improved D&D Realty Group space as I think it will create a benchmark for the community at large for years to come. Plus, it looked like a fun design challenge and it seemed like a great personality fit.

In light of efficiency I think it makes the most sense to look at this project in two phases. Phase 1 is the conceptual design and grant submittal piece. Phase 2 would be the construction documents for the approved conceptual design. The reason to break this in two is mostly to keep the keep the architectural and engineering fees as low as possible. Because we don’t have any idea yet where we will end up with the design, the fees at this stage are educated guesses. Professional fees are pretty similar amongst the various firms in the area, but the usual difference in cost usually comes back to differences in the perceived scope of work, so by breaking that down into smaller chunks the project cost can be managed better. Better management of both soft and hard costs yields a better project that in turn is a better for all of us involved. In light of this, we are proposing a fee for the conceptual design aspects listed below and holding back construction document costs until we define the design.

Again, the Tekneek crew is jazzed about your project and look forward to the opportunity to make a difference in your office / community quality of life.

ATTACHMENT B

– 2 – November 29, 2018


ABREVIATED SCOPE OF WORK PHASE 1:

5TH ST. façade design: Provide conceptual design for the 5th st. storefront that sets a precedent for the downtown revitalization effort.

Alley façade design: Provide conceptual design for the Alley building face that is fresh and attractive.

Interior design for D&D Realty tenant improvement: Provide layout, special and finish design drawings for a fresh, modern and inspiring work space for D&D that the whole community can enjoy.

Building grant program submittal: Tekneek will submit all required drawings and documents to the City of Madras for expense reimbursement and work with city staff and owner to create a win / win design.

Design / Build project cost coordination: Tekneek will work with the builder throughout the design process to be sure the cost is in line with the project budget.

ABREVIATED SCOPE OF WORK PHASE 2:

Consulting engineer selection: Tekneek will reach out to appropriate consulting engineers to get accurate construction document engineering costs.

Construction drawings: Tekneek will generate detailed construction drawings based on the approved conceptual designs.

Consulting engineer coordination: Oversee the engineering design process to be sure the design is inline with the design and project budget.

Building permit submittal: Tekneek prefers to handle the building permit submittal process as it can be a complex and confusing process.

Construction administration: We are available on an ongoing basis throughout the construction process to handle any revisions, or problems that may arise during construction.

PHASE 2 CONSULTANT TEAM: [likely not required]

1. CIVIL: Hayes McCoy Engineering

2. STRUCTURAL: Ashley & Vance engineering (John Fischer)

3. Mech, Elect, Plumb: Colebreit Engineering or CEA consulting engineers

ATTACHMENT B

– 3 – November 29, 2018


FEE STRUCTURE:

Invoices are emailed at the end of the month based on time incurred on the project at the hourly rates listed

below. The fee amounts listed are not to exceed amounts based on the abbreviated scope of work above.

You will only be invoiced for the time we spend on the project up to the amount listed below. Overages will

be on us unless we mutually agree upon a change in the scope of work.

RE-IMBERSIBLES

1. Printing costs 2. Mileage from Redmond. 3. Consultant fees. 4. Permitting & related city fees.

PHASE 1 FEES

Fee

i) 5th St. façade $3,600 ii) Alley exterior upgrades $2,400 iii) Interior office tenant improvement design $4,000

Total $10,000

HOURLY RATES

Staff Categories Hourly Rate Principal Architect $150 Project Manager $100 Drafting $70 Administrative $50

APPROVAL

BY DATED

Sincerely

Larry Wright Principal

ATTACHMENT B

Delita Cordes 65 SE 5th St Madras Or 97741 Date: 1/30/19

Project Title: old stag Project Description: Exterior Front Remodel Estimate:67890

Description

Front remodel per drawing by Tekneek dated 1/29/19

$ 79,425

Total $ 79,425

!1

ESTIMATE

541-390-4094 hayesconstruction@ gmail.com

P.O. Box 118 Sisters Or 97759

HAYES BUILDING AND DESIGN LLC

ATTACHMENT B

Delita Cordes 65 SE 5th Street Madras, Or 97741 Date: 1/30/19

Project Title: Old Stag Project Description: Rear exterior remodel Invoice Number: 67891

Description

Rear exterior remodel per drawing by Tekneek dated 1/29/19

$ 15,785

Total $ 15,785

!1

ESTIMATE

541-390-4094 hayesconstruction@ gmail.com

P.O. Box 118 Sisters Or 97759


ATTACHMENT B

Delita Cordes 65 SE 5th St Madras, Or 97741 Date: 1/30/19

Project Title: Old Stag Project Description: old stag ADA bathroom addition Invoice Number: 67892

Description

New ADA bathroom in restaurant space per drawing by Tekneek dated 1/29/19

$ 26,090

$ 26,090

!1

ESTIMATE

[email protected]

P.O. Box 118 Sisters, Or 97759


ATTACHMENT B

Madras Redevelopment Commission No Action- Report Only

Date Submitted: January 23, 2019 Agenda Date Requested: February 13, 2019 To: Madras Redevelopment Commission Board of Commissioners Through: City Administrator, Gus Burril From: Finance Director, Kristal Hughes

Subject: Summary of July through October 2018 Financial Report

TYPE OF ACTION REQUESTED: (Check One)

[ X ] No Action - Report Only [ ] Consent Agenda

DESCRIPTION: Attached is a Snapshot of the Financial Operations illustrating the current year to date financial results as of December 31, 2018. Overall fund levels expended are less than appropriation and budgeted revenue, has come in as expected. At the end of second quarter of the year, fifty percent (50%) is the general rule to measure progress against and the attached illustrates that in a red or green format. STAFF ANALYSIS: Refer to the attached snapshot for a detail of fund analysis. SUMMARY: As identified on the report, 50% is reflective of six months of the year and is the appropriate percentage to compare revenues and expenditures. Secondly, staff requested a revised valuation of the two properties held by the MRC. That analysis was completed in November. We have not pulled from the Line of Credit, yet. Borrowing will be reflective of the actual timing of approved project expenditures throughout the year. DuJour financing has been used consistent with budget expectations for all materials & services expenditures. To date, Loan Distributions have been made for Madras Vision Source in the amount of $75,000. All expenditures are under the 50% target for the first four months of the year.

RECOMMENDATION: None- this is informational only. Feedback would be appreciated if there are additional materials Commission would like to have reported.

1/23/2019

Quarter:

Progress Level Key: Meets Target Monitoring Needs Attention

2018-19 2nd Quarter % of ProgressBudget Actual Budget Level

Revenues Beginning Fund Balance 526,483$ 538,130.31$ 102%Property Taxes 391,400$ 400,057.48$ 102%Shared Revenues (Proceeds of Borrowing) 673,425$ 81,748.46$ 12%Charges for Service 10$ -$ 0%Money & Property 41,943$ 9,103.10$ 22%Total Revenues 1,633,261$ 1,029,039.35$ 63%

Expenses Materials & Services 82,425$ 38,599.82$ 47%Special Payments 636,000$ 174,326.79$ 27%Interfund Transfers -$ -$ -Capital -$ -$ -Debt Service 479,213$ 117,605.93$ 25%Contingency 70,000$ -$ 0%Total Expenditures 1,267,638$ 330,532.54$ 26%Total Ending Balance in all funds 365,623$ 698,507$

2018-19 2nd Quarter Total Budget Actual Adj.

SE 5th Street (0.57 acres) 125,000$ 125,000$ -$ 228 SW 4th Street 82,309$ 62,500$ (19,809)$ Total Valuation 207,309$ 187,500$

2018-19 2nd Quarter % of ProgressBudget Actual Budget Level

Public Open Spaces & Parks $ 31,000 $ 31,000.00 100%Streets & Infrastructure $ 10,000 $ - 0%Streetscape, Landscape, Lighting & Gateway $ 5,000 $ - 0%Downtown Flowers* $ 20,000 $ 4,648.64 23%Redevelopment - New Construction Assistance (Private/Public) $ 240,000 $ - 0%Redevelopment - Rehabilitation Assistance Grants & Loans $ 255,000 $ 26,178.15 10%Business & Economic Development (Private/Public) $ 75,000 $ 37,500.00 50%Total Expenditures 636,000$ 99,327$ 16%

Madras Urban Renewal DistrictQuarterly Financial Report

Observations/Highlights

Quarter 2 (July 1, 2018 through December 31, 2018)

Special Payments

UR Plan Category

~ 50% is reflective of six months of the year and is the appropriate percentage to compare revenues and expenditures. ~ Staff requested a revised valuation of the two properties held by the MRC. That analysis was completed Novemver 26, 2018; one of the properties was adjusted based upon the recommendation. ~ Property taxes are currently in excess of budget expectations. DuJour financing has been used for all materials & services expenditures. ~ Loan Distributions have been made for Madras Vision Source in the amount of $75,000. ~ All expenditures are under the 50% target for the first six months of the year.

Type Category

Property Valuation

Property Address

MADRAS REDEVELOPMENT COMMISSION Request for Commission Action

Date Submitted: February 1, 2019 Agenda Date Requested: February 13, 2019 To: Madras Redevelopment Commission Through: Nicholas Snead, Community Development Director Gus Burril, City Administrator From: Kristal Hughes, Finance Director

Subject: Budget Resolution No. MRC 2019-01: A Resolution

Authorizing an increase in appropriation to recognize unanticipated revenues, and expenses and the transfer of appropriations within funds for FY 2018-2019.

TYPE OF ACTION REQUESTED:

[ X ] Resolution [ ] Ordinance [ ] Report/No Action

DESCRIPTION: This supplemental budget resolution modifies the fiscal year 2018-2019 budget, and makes appropriations.

STAFF ANALYSIS:

Transfer of resources are needed to facilitate the ongoing objectives for the Madras Redevelopment Commission.

SUMMARY: See attached budget resolution for full details and descriptions of the budget adjustment needed to be in compliance with Oregon Budget Law.

RECOMMENDATION: Staff recommends the Commission approve and adopt Resolution No. MRC 2019-01, as proposed.

Page - 1 - Request for Action

of 3 RESOLUTION NO. MRC 2019-01

RESOLUTION NO. MRC 2019-01 A RESOLUTION AUTHORIZING AN INCREASE IN APPROPRIATION TO RECOGNIZE UNANTICIPATED REVENUES, AND EXPENSES, AND THE TRANSFER APPROPRIATIONS WITHIN FUNDS FOR FISCAL YEAR 2018-2019.

WHEREAS, in accordance with ORS 294.456 and 294.463, Madras Redevelopment Commission (MRC), the governing body of the Urban Renewal District of Madras, Oregon may transfer appropriations within funds for Fiscal Year 2018-2019 that were authorized by the MRC Board of Commissioners pursuant to Resolution No. 2018-03; and

WHEREAS, expenditures for the 2018-2019 Fiscal Year were not well known at the time of the budget; and WHEREAS, the MRC continues to prioritize resources for the revitalization of the downtown corridor; and

NOW, THEREFORE, BE IT HEREBY RESOLVED by the Madras Redevelopment Commission of the City of Madras as follows:

SECTION 1: Because of the circumstances stated below by fund level, the MRC Board of Commissioners of the Urban Renewal District of Madras determines that it is necessary to transfer appropriations as follows for the 2018-2019 MRC Budget;

SECTION 2: The Finance Director is hereby authorized and directed to execute the following changes to appropriated budget amounts on behalf of the MRC:

704-704

Original Budget

Increase

Decrease

Revised Budget

MRC- Project Fund Materials & Services 82,425

35,000 - 117,425

Special Payments 541,000 35,000 506,000

REASON: Transfer resources between categories to capture expenditures related to Downtown Revitalization Project with Civilis Consultants/AIM Downtown.

SECTION 3: This resolution shall become effective on February 13, 2019

of 3 RESOLUTION NO. MRC 2019-01

APPROVED by the Madras Redevelopment Commission of the City of Madras and signed by the Chair this 13th day of February 2019.

Ayes: Nays: Abstentions: Absent: Vacancies:

Royce Embanks, Interim Vice Chair ATTEST:

Nicholas Snead, Community Development Director


MADRAS REDEVELOPMENT COMMISSION Request for Commission Action

Date Submitted: December 21, 2018 Agenda Date Requested: February 13, 2019 To: Madras Redevelopment Commission Through: Nick Snead, Community Development Director From: Kristal Hughes, Finance Director Subject: Review of MRC Budget Calendar: TYPE OF ACTION REQUESTED: [ X ] Information Only [ ] Ordinance DESCRIPTION: Fiscal Year 2019-20 Budget Calendar STAFF ANALYSIS: Attached is the Budget Calendar for the Madras Redevelopment Commission. The Budget Calendar is not required under Oregon’s Local Budget Law, but is a tool for managing the budget process and ensuring maximum participation from community members. It is also a tool to ensure the Budget Committee can plan accordingly for meetings. A quorum is required to hold Budget Committee Meetings. SUMMARY: See attached Budget Calendar for FY 2019-20 RECOMMENDATION: For information only.


125 SW “E” Street, Madras, OR 97741 Telephone (541)475-2344 – Fax (541)475-1038

FY 2019-2020 CITY OF MADRAS BUDGET CALENDAR

DATE DESCRIPTION

2/7/2019 Community Grant Application Open House 6:30 - 7:00PM

3/1/2019 Community Grant Applications due to Finance Dept. at City Hall

4/9/2019

Proposed City Budget binders ready for Budget Committee and available for pickup at City Hall 4:00 p.m. Budget binder will include Community Grant Applications.

4/10/2019 Proposed MRC Budget binders ready for Budget Committee and available for pickup at City Hall 4:00 p.m.

4/12/2019 5:30 p.m. City Budget Committee Orientation

4/12/2019 6:30 p.m. MRC Budget Committee Orientation

4/18/2019 5:30 p.m. 1st City Budget Committee Meeting - CITY ONLY (election of officers, public hearing for use of state revenue sharing, public input/community grant requests)

4/25/2019 5:30 p.m. MRC Budget Committee Meeting (Election of officers, public input/community requests)

4/25/2019 7:00 p.m. 2nd City Budget Committee Meeting

5/9/2019 5:30 p.m. 3rd City Budget Committee Meeting (if needed)

5/9/2019 7:00 p.m. MRC Budget Committee Meeting (if needed)

6/11/2019 City Council Meeting - Budget Hearing

6/12/2019 MRC Meeting - Budget Hearing


MADRAS REDEVELOPMENT COMMISSION Request for Action

Date Submitted: February 1, 2019 Agenda Date Requested: February 13, 2019 To: Madras Redevelopment Commission From: Nicholas Snead, Community Development Director Cc: Gus Burril, City Administrator Kristal Hughes, Finance Director Subject: Authorization of MRC Chair and Vice-Chair as Signers for the

MRC at the First Interstate Bank. TYPE OF ACTION REQUESTED: (Check One)

[ ] Resolution [ ] Ordinance

[ X ] Formal Action/Motion [ ] Other [ ] No Action - Report Only

MOTION FOR COMMISSION ACTION: That the MRC authorize Chair Bartt Brick and the forthcoming Vice-Chair as the authorized signers for the MRC for their account at First Interstate Bank. OVERVIEW: At the December 12, 2018 MRC meeting Chair Tom Brown notified the MRC that he would resign from the MRC effective immediately. On January 9, 2019 the MRC appointed Commissioner Bartt Brick as Chair and Commissioner Royce Embanks as Interim Vice-Chair. With Tom Brown no longer being a member of the MRC, staff needs formal authorization from the MRC to change the designated Commissioner signers of checks for the MRC for the MRCs account at the First Interstate Bank. Staff recommends that the MRC take formal action to authorize Chair Bartt Brick and the forthcoming Vice-Chair as the authorized signers for the MRC for their account at First Interstate Bank.


SUMMARY:

A. General Coordination:

Department Review Reviewed By Date

Not Required

City Administrator Gus Burril 2/1/19 X City Attorney Alan Dale X Finance Kristal Hughes 1/29/19 Police Tanner Stanfill X Public Works Jeff Hurd X

B. Fiscal Impact:

N/A

C. Funding Source: N/A

D. Supporting Documentation: None

STAFF RECOMMENDATION: That the MRC authorize Chair Bartt Brick and the forthcoming Vice-Chair as the authorized signers for the MRC for their account at First Interstate Bank. MOTION FOR COMMISSION ACTION: That the MRC authorize Chair Bartt Brick and the forthcoming Vice-Chair as the authorized signers for the MRC for their account at First Interstate Bank.

madras redevelopment commission · 2019-03-07 · front remodel $ 79,425 $ 79,425 rear remodel ......

Documents