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City Council Packet - 10/15/2024 IICity of Tigard TIGARD Tigard Business/Workshop Meeting -Agenda TIGARD CITY COUNCIL & TOWN CENTER DEVELOPMENT AGENCY Revised 10/14/2024 - Item No. 9 City Manager Recruitment moved to 10/22/2024 meeting. MEETING DATE AND OCTOBER 15, 2024 - 5:00 p.m. Executive Session & 6:30 p.m. TIME: Business/Workshop Meeting MEETING LOCATION: Meeting will be held in Town Hall, 13125 SW Hall Boulevard,Tigard. See PUBLIC NOTICE below. PUBLIC NOTICE: In accordance with Oregon House Bill 2560, this will be a hybrid meeting where some Council, staff or public will participate in person and some will participate remotely. How to comment: •Written public comment may be submitted electronically at www.tigard-or.gov/Comments by noon the day before the meeting date. • If attending the meeting in person, please fill out the public comment sign-in sheet at the front of the room and come to the microphone when your name is called. • If you prefer to call in, please call 503-966-4101 when instructed to be placed in the queue. We ask that you plan on limiting your testimony to two minutes. Upon request, the City will endeavor to arrange for the following services: • Qualified sign language interpreters for persons with speech or hearing impairments; and • Qualified bilingual interpreters. Since these services must be scheduled with outside service providers,it is important to allow as much lead time as possible. Please notify the City of your need by 5:00 p.m. on the Thursday preceding the meeting by contacting: City Recorder Carol Krager at 503-718-2419 (voice) / carolk@tigard-or.gov, or Deputy City Recorder Jesse Raymundo at 503-718-2417 (voice) / jesse.raymundo@tigard-or.gov, or 503-684-2772 (TDD -Telecommunications Devices for the Deaf). SEE ATTACHED AGENDA VIEW LIVESTREAM ONLINE: https://www.tigard-or.gov/boxcast Workshop meetings will be shown live on Channel 21 at 7 p.m. The meeting will rebroadcast at the following times on Channel 28: •Every Monday at 1 p.m. •Every Wednesday at 3:30 a.m. •Every Thursday at 12 p.m. • Every Friday at 12:30 p.m. IIICity of Tigard Tigard Business/Workshop Meeting—Agenda TIGARD TIGARD CITY COUNCIL&TOWN Revised 10/14/2024 - Item No. 9 City Manager CENTER DEVELOPMENT AGENCY Recruitment moved to 10/22/2024 meeting. MEETING DATE AND TIME: OCTOBER 15, 2024- 5:00 p.m. Executive Session& 6:30 p.m. Business/Workshop Meeting MEETING LOCATION: Meeting will be held in Town Hall, 13125 SW Hall Boulevard,Tigard 5:00 PM 1. EXECUTIVE SESSION: The Tigard City Council will go into Executive Session to discuss the performance review of a public official, under ORS 192.660(2) (i). All discussions are confidential and those present may disclose nothing from the Session. Representatives of the news media are allowed to attend Executive Sessions, as provided by ORS 192.660(4), but must not disclose any information discussed. No Executive Session may be held for the purpose of taking any final action or making any final decision. Executive Sessions are closed to the public. 6:30 PM 2. BUSINESS/WORKSHOP MEETING A. Call to Order— City Council B. Roll Call C. Pledge of Allegiance D. Call to Council and Staff for Non-Agenda Items 3. PUBLIC COMMENT A. Follow-up to Previous Public Comment B. Public Comment-Written C. Public Comment-In Person D. Public Comment-Phone-In 4. COUNCIL LIAISON REPORTS 6:45 p.m. estimated time 5. UTILITY BILLING DEMONSTRATION 6:55 p.m. estimated time 6. COMMUNITY SERVICE ORGANIZATION UPDATE - TUALATIN RIVERKEEPERS AND MEALS ON WHEELS PEOPLE 7:15 p.m. estimated time 7. BOARD, COMMITTEE AND COMMISSION APPOINTMENTS 7:35 p.m. estimated time 8. TOWN CENTER DEVELOPMENT AGENCY (ICDA) CONSIDERATION OF A DEVELOPMENT ASSISTANCE AGREEMENT 8:15 p.m. estimated time 9. " .' ' ' - • '. ' _ ENT 8:30 p.m. eatimatcd time This agenda item has been rescheduled to the 10/22/2024 Council Meeting 10. NON-AGENDA ITEMS 11. EXECUTIVE SESSION: The Tigard City Council may go into Executive Session. If an Executive Session is called to order, the appropriate ORS citation will be announced identifying the applicable statute. All discussions are confidential and those present may disclose nothing from the Session. Representatives of the news media are allowed to attend Executive Sessions, as provided by ORS 192.660(4), but must not disclose any information discussed. No Executive Session may be held for the purpose of taking any final action or making any final decision. Executive Sessions are closed to the public. 12. ADJOURNMENT 8:45 p.m. estimated time IIC ;4 SUPPLEMENTAL PACKET FOR TIGARD (DATE OF MEETING) Public Comment for the October 15, 2024 Tigard City Council meeting Name Topic 1. Lindsey Voorhees Family Promise of Tualatin Valley Agreement with City of Tigard — Questions and Concerns Family Promise of Tualatin Valley 2. Lindsey Voorhees Parking Lot & Shelter Program Prioritization Carol Krager From: City of Tigard, OR <webteam@tigard-or.gov> Sent: Monday, October 14, 2024 8:43 AM To: Carol Krager;Jesse Raymundo; Webteam Subject: *NEW SUBMISSION* City Council Public Comment Form City Council Public Comment Form Submission#: 3549032 IP Address: 73.96.138.219 Submission Date: 10/14/2024 8:43 Survey Time: 54 seconds You have a new online form submission. Note:all answers displaying"*****"are marked as sensitive and must be viewed after your login. Name Lindsey Voorhees Email Complete Address ,97224 Which agenda item or topic are you commenting on? (Comments are due by Monday at noon) FPTV Agreement w/COT-Questions and Concerns Comments We would like clarification on timelines and whether we have missed anything regarding the FPTV Agreement with the City of Tigard: 3/21/23:Council discusses awarding$1M in TIF to Family Promise of TV.The memo from Sean Farlley included in the council pack(attached)says that if funded,the program would "prioritize families in need who are in the Tigard-Tualatin school district; and make available a portion of the property's parking lot for the City of Tigard to facilitate additional shelter opportunities".The resolution to allow funding was approved at the council meeting and in reviewing the minutes and audio,we cannot find any place where these terms or understandings were changed, prior to the vote for approval.A Development Assistance Agreement was entered into by the City of Tigard and FPTV on 6/6/23 with an allocation $1M in TIF funding. Section 2.2.1 and 2.2.2 outlines that FPTV will "continue to advocate for geographic and school enrollment-based shelter placement to meet family needs" and "participate in good faith discussions regarding partnering with other non-profits or agencies to use the property to address gaps in the provision of homeless services." While we recognize the wording here is subjective and somewhat vague,the intent is quite clear. It is this intent Council understood ahead of approving the funding.Tigard shelter projects utilizing local funding should prioritize residents in need. It appears some time after FPTV received City TIF funding,they also accepted County funding,and with that came new operational terms which directly conflict with the terms in the agreement with the COT.We find this concerning and in opposition to Council's goal to reduce local homelessness.We would like to see the City advocate and insist that projects they fund prioritize local homeless concerns v. aim to serve broader WA County. Attachment Supporting Documents/Images FPTVDevelopmentAssistanceAgreement6-6-23 Executed.pdf TCDAFamily PromiseDevelopmentAssistanceAgreementl(1).pdf 1 DEVELOPMENT ASSISTANCE AGREEMENT THIS DEVELOPMENT ASSISTANCE AGREEMENT ("Agreement") is made this 6th day of _June_2023 ("Effective Date") by and between the Town Center Development Agency, an ORS Chapter 457 urban renewal agency ("TCDA") and Family Promise of Tualatin Valley, an Oregon nonprofit corporation ("FPTV").TCDA and FPTV may be referred to in this Agreement jointly as the "Parties" and individually as a "Party." RECITALS A. FPTV intends to purchase property located at 11460 SW Pacific Highway,Tigard, OR 97223 ("Property") for use as emergency shelter and transitional housing for families and adults ("Project"). B. TCDA has determined that the Project furthers many of its goals for the Tigard Triangle area because the Tigard Triangle Urban Renewal Plan includes Objective 5.4 to assist in the development of affordable and workforce housing and the implementation strategy for the Tigard Triangle Urban Renewal Plan,lists support for affordable housing as a top priority. C. TCDA has identified funds it will make available to developments like the Project and FPTV qualifies for the receipt of such funds. D. The Parties desire to enter into the Agreement for TCDA to provide development assistance to FPTV for the purchase and rehabilitation of the Property to support the Project. E. The completion of the Project according to the terms of this Agreement is a material inducement to TCDA to enter into this Agreement. NOW,THEREFORE,in consideration of the public benefits to be created by the development of the Project and for other good and valuable consideration,the receipt and sufficiency of which are hereby acknowledged, the Parties hereby agree as follows: AGREEMENT 1. FPTV PROJECT 1.1 FPTV has submitted a proposal to Washington County to utilize capital from the Supportive Housing Service funds from Oregon Metro for the purposes of gap financing in the purchase, construction, or rehabilitation of the Property to be used for sheltering services. The execution of a contract between Washington County and FPTV for the Project ("Washington County Supportive Housing Services Program Partner Agency Contract" or"SHS Contract") and the good standing of those parties to the SHS Contract is a condition precedent to TCDA's Financial Assistance. 1.2 This Agreement is not intended to be a contract providing for construction, development,or operation of the Project by TCDA either directly or through a contractor and FPTV is not acting for or on behalf of TCDA or the City. FPTV is solely responsible for selecting any construction contractor or developer for the Project or for operating the Project. Client Documents\4886-8827-4482.v6-10/24/22 2. TCDA FINANCIAL ASSISTANCE 2.1 Subject to the provisions of this Section 2,TCDA will pay to FPTV$1,000,000 ("Financial Assistance"). Funds will be disbursed to the project according to the milestones below: 2.1.1 $650,000 will be paid upon FPTV providing proof to TCDA that 90% of the Supportive Housing Service funds as outlined in the Washington County Supportive Housing Services Program Partner Agency Contract have been disbursed. 2.1.2 $350,000 will be paid to FPTV upon FPTV obtaining building permits for the modification of the Property's current kitchen galley and breakfast room into a commercial kitchen or other construction-related projects or materials. 2.2 In consideration for the Financial Assistance,TCDA requests FPTV: 2.2.1 Continue to advocate for geographic and school enrollment-based shelter placement to best meet family needs; and 2.2.2 Participate in good faith discussions regarding partnering with other non-profits or agencies to use the Property to address gaps in the provision of homeless services. 2.3 This Agreement expires on December 31, 2024, after which time TCDA has no financial obligation to FPTV unless the Parties extend the term of this Agreement in writing. 3. REPRESENTATIONS,WARRANTIES,AND COVENANTS OF FPTV To induce TCDA to enter into this Agreement, FPTV represents,warrants,and covenants as follows: 3.1 Existence. FPTV is a nonprofit corporation, duly organized and validly existing under the laws of the State of Oregon. FPTV will keep in force all licenses and permits necessary to the proper conduct of its ownership and operation of the Project. 3.2 Compliance with Laws. FPTV will comply with,or cause the Project to comply with, all laws, ordinances, statutes, rules,regulations, orders,injunctions, or decrees of any government agency or instrumentality applicable to FPTV, the Project,or the operation thereof,including (a) all applicable health and safety, environmental,and zoning laws, (b) all federal and state tax laws, and (c) all restrictions on the use, occupancy or operation of the Project. 3.3 Authority. FPTV has full power and authority to conduct all of the activities that are now conducted by it or proposed to be conducted by it in connection with the Project and as contemplated by this Agreement, and to execute, deliver, and perform all obligations under this Agreement; and the person executing this Agreement on behalf of FPTV has the legal power, right and actual authority to bind FPTV to the terms and conditions of this Agreement. Page 2 Development Assitance Agreement 3.4 Binding Agreement. This Agreement and all documents required to be executed by FPTV are and shall be valid,legally binding obligations of and enforceable against FPTV in accordance with their terms. 3.5 No Conflict with Other Agreements. Neither the execution and delivery of this Agreement and documents referred to herein,nor the incurring of the obligations set forth herein, nor the consummation of the transactions herein contemplated, nor compliance with the terms of this Agreement and the documents referred to herein conflict with or result in the material breach of any terms, conditions, or provisions of, or constitute a default under any bond, note or other evidence of indebtedness, or any contract,indenture, mortgage, deed of trust,loan,partnership agreement,lease, or other agreements or instruments to which FPTV is a party. 3.6 Indemnity. FPTV shall indemnify and hold TCDA,its directors, officers, employees and agents harmless from and against any and all liabilities, claims,losses, damages, or expenses (including attorney fees and title costs and expenses) which any of them may suffer or incur in connection with (a) the inaccuracy of any of the representations and warranties made herein, (b) any transaction contemplated by this, and (c) the construction or operation of the Project, except to the extent such liabilities, claims,losses, damages, or expenses arise solely from the gross negligence or willful misconduct of TCDA. 3.7 Additional Acts. From time to time, FPTV will execute and deliver all such instruments, provide such additional information, and perform all such other acts as TCDA may reasonably request to carry out the transactions contemplated by this Agreement. 4. EVENTS OF DEFAULT The occurrence of any one or more of the following shall be an event of default ("Event of Default") under this Agreement: 4.1 Failure to Disclose Material Facts. FPTV deliberately fails to disclose any fact material to TCDA's provision of financial assistance, or upon discovery by TCDA of any misrepresentation by, or on behalf of, or for the benefit FPTV. 4.2 Non-Compliance with Governmental Regulations. FPTV fails to show evidence of full or substantial compliance with any lawful, material requirement of any governmental authority having jurisdiction over the Project or the Property within thirty days after notice in writing of such requirement is given to FPTV by TCDA or,if such compliance cannot be completed within such thirty(30)-day period through the exercise of reasonable diligence, the failure by FPTV to commence the required compliance within such thirty (30)-day period and thereafter to continue such compliance with diligence to completion. 4.3 Other Material Breach. FPTV otherwise materially breaches any term, covenant, condition, provision,representation, or warranty of under this Agreement and fails to cure such breach within thirty (30) days after notice in writing of such breach is given to FPTV by TCDA or,if such breach cannot be cured within such thirty (30)-day period through the exercise of IPage 3 Development Assitance Agreement reasonable diligence, the failure by FPTV to commence the required cure within such thirty (30)- day period and thereafter to continue such cure with diligence to completion. 4.4 Failure to Pay. TCDA fails to make payments as and when required by Section 2 of this Agreement. 5. DISPUTE RESOLUTION AND REMEDIES 5.1 If a dispute arises under this Agreement,including an Event of Default, the Party claiming the existence of a dispute or Event of Default will provide written notification of the dispute or Event of Default to the other Party.A meeting will be held promptly between the Parties, attended by representatives of the Parties with decision making authority regarding the dispute or Event of Default to attempt in good faith to negotiate a resolution of the dispute or Event of Default. If the Parties are not successful in resolving a dispute or Event of Default within twenty-one (21) days, the Parties may pursue relief in a court of competent jurisdiction. Venue will be in the Washington County Circuit Court. 5.2 The Parties expressly understand and agree that the Financial Assistance will be used exclusively for the Project, consistent with the terms of this Agreement and as provided in the SHS Contract. Failure to adhere to these uses, as evidenced termination for cause or a finding that FPTV is in breach of the SHS Contract, may result in the clawback of the Financial Assistance. 6. MISCELLANEOUS 6.1 Counterparts. This Agreement may be executed in any number of counterparts, and any single counterpart or set of counterparts signed,in either case,by all the parties hereto will constitute a full and original instrument, but all of which will together constitute one and the same instrument. 6.2 Notice. Any notice required or permitted under this Agreement will be in writing and deemed effective; (1) when actually delivered in person, (2) one business day after deposit with a commercial courier service for "next day" delivery, (3) two business days after having been deposited in the United States mail as certified or registered mail, or (4) when transmitted by facsimile answer back or receipt confirmed), addressed to the parties as follows: If to FPTV: Rose Money Executive Director, Family Promise of Tualatin Valley 20425 SW Stafford Road Tualatin, OR 97062 IPage 4 Development Assitance Agreement with a copy to: Julia Clark Lane Powell clarkjo@lanepowell.com If to TCDA: Town Center Development Agency of the City of Tigard 13125 SW Hall Blvd Tigard, Oregon 97223 with a copy to: City Attorney City of Tigard 13125 SW Hall Blvd Tigard, Oregon 97223 6.3 Successors and Assigns. This Agreement shall be binding upon and shall inure to the benefit of the Parties and their respective permitted successors and assigns. 6.4 Governing Law. This Agreement will be governed by and construed under Oregon law. 6.5 Modification; Prior Agreements;Headings. This Agreement may not be modified or amended except by an instrument in writing signed by the Parties. This Agreement reflects and sets forth the entire agreement and understanding of the Parties with respect to the subject matter hereof, and supersedes all prior agreements and understandings relating to such subject matter. The headings in this Agreement are for the purpose of reference only and will not limit or otherwise affect any of the terms hereof. 6.6 Validity; Severability. If any provision of this Agreement is held to be invalid, such event will not affect,in any respect whatsoever, the validity of the remainder of this Agreement, and the remainder will be construed without the invalid provision so as to carry out the intent of the parties to the extent possible without the invalid provision. 6.7 Time of Essence. Time is of the essence of this Agreement. 6.8 Waivers. No waiver made by either Party with respect to the performance, or manner or time thereof, of any obligation of the other Party or any condition inuring to its benefit under this Agreement will be of any force or effect unless in writing,will be construed to be a continuing waiver, and will be considered a waiver of any other rights of the Party making the waiver. 6.9 No Partnership. Nothing contained in this Agreement or any acts of the Parties hereby will be deemed or construed by the Parties,or by any third person, to create the relationship of Page 5 Development Assitance Agreement principal and agent, or of partnership, or of joint venture, or any association between any of the Parties other than that of independent contracting parties. 6.10 Non-Waiver of Government Rights. Subject to the terms and conditions of this Agreement, by making this Agreement,TCDA is specifically not obligating itself, the City, or any other agency with respect to any discretionary action relating to development or construction of the Project,including,but not limited to,permits or any other governmental approvals which are or may be required, except as expressly set forth herein. 6.11 No Third-Party Beneficiary Rights. No person other than a Party is an intended beneficiary of this Agreement,and no person other than a Party may have any right to enforce any term of this Agreement. [Signature page follows] Page 6 Development Assitance Agreement IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their duly authorized representatives as of the date first above written. Executed in multiple counterparts as of the day and year above written. TOWN CENTER DEVELOPMENT AGENCY, an ORS 457 Urban Renewal Agency, By: Steve Rymer, Executive Director of the Town Center Development Agency of the City of Tigard Signed: S i� f. APPROVED AS TO FORM: By: Shelby Rihala, City Attorney FAMILY PROMISE TUALATIN VALLEY, an Oregon nonprofit corporation By: Family Promise Tualatin Valley, an Oregon nonprofit corporation, By: ,� — Name: Rose Money Title: Executive Director IPage 7 Development Assitance Agreement AIS-5161 5. Workshop Meeting Meeting Date: 03/21/2023 Length (in minutes): 10 Minutes Agenda Title: TCDA: Consideration of a Development Assistance Agreement Authored By: Sean Farrelly Presented By: Sean Farrelly Item Type: Motion Requested Resolution Town Center Development Agency Public Hearing No Legal Ad Required?: Publication Date: Information EXPLANATION OF ISSUE The Board of the Town Center Development Agency (ICDA) will consider a resolution authorizing the City Attorney and Executive Director to negotiate and sign a Development Assistance agreement with Family Promise of Tualatin Valley (FPTV). The agreement will set the terms for$1,000,000 in TIF funding toward FPTV's purchase and improvement of the Quality Inn property in the Tigard Triangle for use as transitional housing,with 70 rooms to serve family and adult-only households experiencing homelessness. The funds will be used to acquire the property and for building renovations. ACTION REQUESTED Staff requests the Board approve the resolution. BACKGROUND INFORMATION Dates of Previous and Potential Future Considerations The project was discussed in executive sessions with the TCDA Board on February 14, 2023, and March 7, 2023. Public Involvement The Town Center Advisory Commission received a presentation on FPTV's development assistance application at their February 8 meeting and deliberated and recommended the funding at their March 8 meeting. Impacts (Community, Budget, Policies and Plans/Strategic Connection) Family Promise of Tualatin Valley (FPTV) is an affiliate of the national Family Promise organization and operates as a separate 501c3 organization. FPTV was formed in 2017 and started serving clients in March of 2019. Its mission is to "equip vulnerable families and individuals to end the cycle of homelessness through a community-based response." It accomplishes this by providing emergency shelter, food, clothing,and services including case management, housing navigation, mentoring, financial literacy classes and job-readiness support to homeless and at-risk families. The total purchase price of the property is $12.5 million. $10 million towards the purchase of the property is funded through a state of Oregon Project Turnkey grant, administered by the Oregon Community Foundation and $2.1 million from Washington County's Supportive Housing Services program. FPTV is applying for$1 million from the Tigard Town Center Development Agency's Redevelopment assistance program to assist with the acquisition and to fund necessary improvements to the property. The development assistance addresses the local and regional emergency of houselessness and implements several City and TCDA goals and policies: • City Council 2021-2023 Goals, Goal 1: Implement an actionable,person-centric, and regional response to homelessness and the outcome of"A community that offers safe housing options for all." • City of Tigard Strategic Plan 2020-2025, Objective 3.3: Understand the effects of development on vulnerable Tigard residents and mitigate these impacts within projects and over time. •Tigard Triangle Urban Renewal Plan, Objective 5.4 to assist in the development of affordable and workforce housing. •A New Tigard Triangle: Planning for Equitable Development, the implementation strategy for the Tigard Triangle Urban Renewal Plan, prioritization of funding for affordable housing. •The Town Center Advisory Commission adopted an area of emphasis for Affordable Housing and Houselessness for 2023. The Town Center Development Agency budget for FY 2022-23 includes $1 million in funding for the Affordable Housing Development Fund to make grants and loans that support affordable housing. The Development Assistance Agreement will state the TCDA's intentions to have FPTV ensure long-term use of the property for sheltering people experiencing houselessness, provide for emergency shelter beds for first responders; prioritize families in need who are in the Tigard-Tualatin school district; and make available a portion of the property's parking lot for the City of Tigard to facilitate additional sheltering opportunities. ALTERNATIVES & RECOMMENDATION The Board can request to negotiate additional terms, but that would delay the project timeline. ADDITIONAL RESOURCES N/A Fiscal Impact Cost: $1,000,000 Budgeted (yes or no): Yes Where Budgeted (department/program): TCDA -Affordable Housing Development Assistance Additional Fiscal Notes: The FY22-23 TCDA Budget includes $1M in the Affordable Housing Development Fund. Attachments Resolution Carol Krager From: City of Tigard, OR <webteam@tigard-or.gov> Sent: Monday, October 14, 2024 8:53 AM To: Carol Krager;Jesse Raymundo; Webteam Subject: *NEW SUBMISSION* City Council Public Comment Form City Council Public Comment Form Submission#: 3549068 IP Address: 73.96.138.219 Submission Date: 10/14/2024 8:52 Survey Time: 8 minutes,59 seconds You have a new online form submission. Note:all answers displaying"*****"are marked as sensitive and must be viewed after your login. Name Lindsey Voorhees Email Complete Address ,97224 Which agenda item or topic are you commenting on? (Comments are due by Monday at noon) FPTV Parking Lot&Shelter Program Prioritization Comments We've provided an annotated map as an attachment related to this inquiry.The parking lot at Bridge to Home is rather large.Given the space,and the FPTV Agreement with COT which outlines the parking lot as an option for shelter projects, it seems this site should have been prioritized to host the Safe Parking program.We now understand that it is being used for ongoing construction staging/needs and is"unavailable." If expanded shelter programming is such a critical need for Tigard,this site should be have been utilized as it was originally intended. Council should look at this option again and consider what may be needed to allow it to fulfill the intention outlined in the original agreement.This space should certainly be prioritized over residential locations for Safe Parking. Attachment Supporting Documents/Images FPTV Parking Lot.pdf Thank you, City of Tigard This is an automated message generated by Granicus.Please do not reply directly to this email. 1 i - • Ili 41 4. iiriv77: - . - - - . t , -, • ` Zone A(-19 spaces) i Zone B(ADA StaLls) F�Promise a 111 Valley , r , ' ;',r • Zone C (5 spaces) "s r ' Y' m` d } 1. Zone D (17 spaces) -, r . i • • . Parking Zone E (13 spaces) k II lb Q r Zone F(13 spaces) IF — ..,. 5 . , 4.--ir ,,,, . , . Zone 0 (15 spaces) ^4 AGENDA ITEM NO. 3-C. - PUBLIC COMMENT DATE: October 15, 2024 (Limited to 2 minutes or less,please) This is a City of Tigard public meeting, subject to the State of Oregon's public meeting and records laws. All written and oral testimony becomes part of the public record. The names and cities of persons who attend or participate in City of Tigard public meetings will be included in the meeting minutes,which is a public record. Please review the "Tigard City Council Protocol for Public Comment." NAME & CITY YOU LIVE IN TOPIC Please Print Name City Please spell your name as it sounds if it will help the presiding officer pronounce: Optional: If you want a response from staff,please leave your contact information: Check one: Phone or email For ❑ Against ❑ Neutral ❑ Name City Please spell your name as it sounds if it will help the presiding officer pronounce: Optional: If you want a response from staff,please leave your contact information: Check one: Phone or email For ❑ Against ❑ Neutral ❑ Name City Please spell your name as it sounds if it will help the presiding officer pronounce: Optional: If you want a response from staff,please leave your contact information: Check one: Phone or email For ❑ Against ❑ Neutral ❑ Name City Please spell your name as it sounds if it will help the presiding officer pronounce: Optional: If you want a response from staff,please leave your contact information: Check one Phone or email For❑ Against ❑ Neutral ❑ AIS-5647 5. Workshop Meeting Meeting Date: 10/15/2024 Length (in minutes): 20 Minutes Agenda Title: UTILITY BILLING DEMONSTRATION Authored By: Eric Kang Presented By: IT Director Keri Anderson and Utility Billing Supervisor Darren Black Item Type: Update,Discussion, Direct Staff Public Hearing No Legal Ad Required?: Publication Date: Information EXPLANATION OF ISSUE The utility billing module (UBM) from Tyler is the next go-live ERP implementation for the City of Tigard. UBM will be the City's first customer facing module of the Tyler implementation, impacting all households who receive water, sewer, and stormwater services.This presentation will focus on the resident access portal that customers will utilize to set up their accounts for service. It will include a hands-on walk-through of the process focusing on the user experience. Specifically, staff will be displaying to the Council how to sign in, review statements,review consumption history, submit requests for service, and setup payment options. Staff will also present user-friendly materials that will be available to walk customers through the resident access portal process. Staff are presenting this information to highlight the new functionality this module brings to the City's residents, much of which has been manual in nature or not available in the past. In addition, this information is being presented as a preview to all stakeholders to build the awareness and confidence for a smooth transition on October 28, 2024. ACTION REQUESTED Provide feedback on the resident access module from Tyler. Feedback to include ease of use, presentation of data, and materials generated for Tigard residents. BACKGROUND INFORMATION Dates of Previous and Potential Future Considerations N/A Public Involvement The public is welcome to comment and ask questions during and after the presentation. Impacts (Community, Budget, Policies and Plans/Strategic Connection) The impact to the Community is substantial as the utility billing module will be the system utilized to facilitate city-wide water utility services. The adoption of Tyler's utility billing module is an integral part of the City's strategic initiative to modernize city services. ALTERNATIVES & RECOMMENDATION N/A ADDITIONAL RESOURCES N/A Attachments Presentation 1 7%, 1 �lf44Lit:„....1 ` 017:4 � s��4if 4 i , �-J r / .frS w ,i ,, ., w �yf% .,-,' , ,t I4,., F -I. 7,,w, ., . . Ifi *14 O ® . 1 \ . •V , , aR 1.4 E It J 1 ��;.. 1F-4, - , P.. 111,,,"' - iv �. rt, r .t4 4.4 wf ../t , 41 �r � ; , y t 4:14-1,-.,- ,,. rip , .....„.... . , r , L.L V 11111 • I CO V NCD r : 4mmO) V) 11 cu o q >, ,:u U O —c, . 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Workshop Meeting Meeting Date: 10/15/2024 Length (in minutes): 20 Minutes Agenda Title: Community Service Organization Update -Tualatin Riverkeepers and Meals on Wheels People Authored By: Lindsay Bartholomew Presented By: Finance Confidential Executive Assistant Bartholomew Item Type: Update, Discussion, Direct Staff Public Hearing No Legal Ad Required?: Publication Date: Information EXPLANATION OF ISSUE Community organizations serving the Tigard area are invited to give presentations before Council and share their program offerings and a brief overview of what they provide for the community. This month we are featuring Tualatin Riverkeepers and Meals on Wheels People. ACTION REQUESTED This is an update only. No action is requested. BACKGROUND INFORMATION Tualatin Riverkeepers - Presenter: Glenn Fee The City of Tigard awarded this organization $5,000 towards their "Explore the Tualatin" events. Tualatin Riverkeepers planned a series of three events between June and October intended to engage Tigard residents with the Tualatin River. By hosting this series of paddles, they expose residents to the river during various seasons and conditions,while highlighting history and new access points. They feel that the events are an opportunity to both showcase the Tualatin River in Tigard and create a sense of pride in this regional amenity. Meals on Wheels People - Presenter: Bee Davis The City of Tigard awarded this organization $24,300 for Social Services. Meals on Wheels People enriches the lives of seniors and assists them in maintaining independence by providing nutritious food, human connections, and social support. They use their expertise and capacity to serve other nutritionally at-risk populations. They engage local volunteers of all ages to assist with meal delivery, congregate dining, and Friendly Chat wellness calls for participants needing nutritional and/or social support. ALTERNATIVES & RECOMMENDATION N/A ADDITIONAL RESOURCES N/A AIS-5527 7. Workshop Meeting Meeting Date: 10/15/2024 Length (in minutes):40 Minutes Agenda Title: Board, Committee, and Commission Appointments Authored By: Nicole Hendrix Presented By: Mayor Heidi Lueb Item Type: Motion Requested Resolution Public Hearing No Legal Ad Required?: Publication Date: Information EXPLANATION OF ISSUE The City of Tigard has ten standing boards, committees, and commissions. Nine of the ten will have member openings in January 2025. Those boards are: Audit Committee, Budget Committee, Committee for Community Engagement, Library Board, Park and Recreation Advisory Board, Planning Commission,Town Center Advisory Commission,Tigard Transportation Advisory Committee, and Tigard Youth Advisory Council. The recommendations being considered by City Council will aim to fill those openings by appointing new or reappointing existing members. Board members are key to informing the development of Tigard's programs and policies.These volunteers dedicate time and expertise to serve as an important link to community needs and represent community values. ACTION REQUESTED City Council is asked to consider passing nine separate resolutions to appoint new or reappoint existing members for each board, committee, and commission; these appointments are recommended by the Mayor. BACKGROUND INFORMATION Applications to serve on a City board are open year-round for anyone to apply. The application timeline was extended from July 31, 2024 to August 11, 2024 to focus on more recruitment. Tigard Mayor Heidi Lueb reviewed applications and interviewed applicants in August, September, and October 2024. Of those who are being recommended for appointment, 68%identify as female and 32% male. When asked their racial/ethnic identity, 14%indicated they were Caucasian, 6%Two or More Races, and 80% did not respond. ALTERNATIVES & RECOMMENDATION The Mayor recommends approving the attached resolutions to appoint board and committee members.The Council may decide to not appoint some or all of the recommendation. This would require recruiting new applicants to fill vacancies. ADDITIONAL RESOURCES N/A Attachments 2024 Recommended Appointee List Resolution Audit Board Resolution Budget Committee Resolution Committee for Community Engagement Resolution Library Board Resolution Parks and Recreation Advisory Board Resolution Planning Commission Resolution Town Center Advisory Committee Resolution Tigard Transportation Advisory Committee Resolution Tigard Youth Advisory Council Presentation SUPPLEMENTAL P FOR 2024 Recommended Appointments (DATE ®� MEETING) Boards,Committees,Commissions ,�}6£N1O4 l 7 The following individuals are being recommended for appointment by the Mayor. There was a total of thirty-two open positions plus TYAC openings. Forty people applied, one did not respond,thirty-seven were interviewed,and two are still scheduling an interview. Of those who are being recommended for appointment, 68% identify as female and 32% male. When asked their racial/ethnic identity, 14%indicated they were Caucasian, 6%Two or More Races, and 80% did not respond. Audit Committee Gabriel Velasquez—Voting 3 year Byron Scott—Voting 3 Year Sarah Erickson—Voting 3 year Nicci Walker—Voting 3 Year Karen Marello—Voting 2 Year(effective immediately) Fiona Earle—Voting 3 Year Kelli Pement Alternate 1 year Tigard Transportation Advisory Committee Shawne Martinez—Voting 3 year Budget Committee Michael Hendrickson—Voting 3 year Ethan Postrel—Voting 3 Year Mick Stevens—Voting 3 year Lauren Poling—Voting 3 Year David (Jerry) Hahn—Voting 3 year Amber Wilke—Voting 2 Year Kerry Campbell—Voting 3 year Gregory Brown—Voting 1 Year Shar Banerjee—Alternate 1 year Tigard Youth Advisory Council Committee for Community Engagement Madi Vogel—Voting 1 year Maria Rue—Voting 2 Year Kailani Rue—Voting 1 year Rafael Palacios—Voting 2 Year Scarlett Vincente Xiloj—Voting 1 year Kim Vargas—Voting 1 year Library Board Faith Ly—Voting 1 year Helen Allen—Voting 4 year Ayla Leniger—Voting lyear Park and Recreation Advisory Board Chloe Wilson—Voting 1 year Skip Haak—Voting 4 year Samantha Jensen—Voting 1 year Denise Stephens—Voting 4 year Sam Laubach—Voting 1 year Veronica Johnson—Alternate 4 year Planning Commission April Sabbe—Voting 4 year Craig Schuck—Voting 1 year Elizabeth Sprague—Alternate 1 year Town Center Advisory Commission CITY OF TIGARD, OREGON TIGARD CITY COUNCIL RESOLUTION NO. 24- A RESOLUTION RE-APPOINTING BYRON SCOTT AS A VOTING MEMBER, RE-APPOINTING NICCI WALKER AS A VOTING MEMBER, RE-APPOINTING FIONA EARLE AS A VOTING MEMBER, AND APPOINTING KELLI PEMENT AS AN ALTERNATE TO THE AUDIT COMMI1TEE. WHEREAS,Tigard City Council established the Audit Committee to manage the audit contract with the city's outside audit firm and oversee the city's internal control management;and WHEREAS,four vacancies were created on the Audit Committee when the terms expired for Nicci Walker, Fiona Earle,Byron Scott and Heather Robbins;and WHEREAS,Mayor Lueb recommends re-appointing Bryon Scott,Nicci Walker and Fiona Earle and appointing Kelli Pement to the city's Audit Committee. NOW,THEREFORE,BE IT RESOLVED by the Tigard City Council that: SECTION 1: Byron Scott is reappointed to Audit Committee as a voting member for a 3-year term, effective January 1,2025 through December 31,2027. SECTION 2: Nicci Walker is reappointed to Audit Committee as a voting member for a 3-year term, effective January 1,2025 through December 31,2027. SECTION 3: Fiona Earle is reappointed to Audit Committee as a voting member for a 3-year term, effective January 1,2025 through December 31,2027. SECTION 4: Kelli Pement is appointed to Audit Committee as a non-voting member alternate for a 1-year term,effective January 1,2025 through December 31,2025. SECTION 5: This resolution is effective immediately upon passage. PASSED: This 15th day of October 2024. Mayor- City of Tigard A I hST: City Recorder-City of Tigard RESOLUTION NO.24- Page 1 CITY OF TIGARD, OREGON TIGARD CITY COUNCIL RESOLUTION NO. 24- A RESOLUTION APPOINTING ETHAN POSTREL, LAUREN POLING, AMBER WILKE, AND GREGORY BROWN AS VOTING MEMBERS AND APPOINTING SHAR BANERJEE AS AN ALTERNATE MEMBER TO THE BUDGET COMMITTEE. WHEREAS, Tigard City Council established the Budget Committee to deliberate on the proposed budget submitted by the City Manager and send an approved budget to City Council for adoption; and WHEREAS,ORS 294.412(2) states that the budget committee should consist of the members of the governing body and a number, equal to the number of members of the governing body, of electors of the municipal corporation appointed by the governing body,and; WHEREAS,vacancies were created on the Budget Committee when terms expired,and; WHEREAS,Mayor Lueb recommends appointing Ethan Postrel,Lauren Poling,Amber Wilke,Gregory Brown and Shar Banerjee to the city's Budget Committee. NOW,THEREFORE,BE IT RESOLVED by the Tigard City Council that: SECTION 1: Ethan Postrel is appointed to Budget Committee as a voting member for a 3-year term, effective January 1,2025 through December 31,2027. SECTION 2: Lauren Poling is appointed to Budget Committee as a voting member for a 3-year term, effective January 1,2025 through December 31,2027. SECTION 3: Amber Wilke is appointed to Budget Committee as a voting member for a 2-year term,effective January 1,2025 through December 31,2026. SECTION 4: Gregory Brown is appointed to Budget Committee as a voting member for a 1-year term, effective January 1,2025 through December 31,2025. SECTION 5: Shar Banerjee is appointed to Budget Committee as an alternate for a 1-year term, effective January 1,2025 through December 31,2025. SECTION 6: This resolution is effective immediately upon passage. PASSED: This 15th day of October 2024. Mayor-City of Tigard ATTEST: City Recorder-City of Tigard RESOLUTION NO. 23- Page 1 CITY OF TIGARD, OREGON TIGARD CITY COUNCIL RESOLUTION NO. 24- A RESOLUTION APPOINTING MARIA RUE AND RAFAEL PALACIOS AS MEMBERS TO THE COMMI'11'EE FOR COMMUNITY ENGAGEMENT. WHEREAS,Tigard City Council established the Committee for Community Engagement to inspire active two- way community engagement, broad participation of diverse community members and encourage shared responsibility and ownership to use knowledge,skills and experience to improve the community and advance the city's strategic vision;and WHEREAS, Mayor Lueb recommends appointing Maria Rue and Rafael Palacios to the Committee for Community Engagement. NOW,THEREFORE,BE IT RESOLVED by the Tigard City Council that: SECTION 1: Maria Rue is appointed to Committee for Community Engagement as a member for a 2-year term,effective January 1,2025 through December 31,2026. SECTION 2: Rafael Palacios is appointed to Committee for Community Engagement as a member for a 2- year term, effective January 1,2025 through December 31,2026. SECTION 3: This resolution is effective immediately upon passage. PASSED: This 15th day of October 2024. Mayor- City of Tigard Al'1'EST: City Recorder- City of Tigard RESOLUTION NO. 24- Page 1 SUPPLEMENTAL PACKET FOR `3--� CITY OF TIGARD, OREGON (DATE OF MEETING) TIGARD CITY COUNCIL RESOLUTION NO. 24- A RESOLUTION RE-APPOINTING HELEN ALLEN AS A VOTING MEMBER OF THE LIBRARY BOARD. WHEREAS, Tigard City Council established the Library Board to communicate with the City Manager and Council about Tigard Public Library's policies, budget, facilities, and other needs of the community to provide quality library service;and WHEREAS,Mayor Lueb recommends appointing Helen Allen to the city's Library Board. NOW,THEREFORE,BE IT RESOLVED by the Tigard City Council that SECTION 1: Helen Allen is re-appointed to Library Board as a voting member for a 4-year term, effective January 1,2025 through December 31,2028. SECTION 2: This resolution is effective immediately upon passage. PASSED: This 15`x' day of October 2024. Mayor-City of Tigard A ITEST: City Recorder-City of Tigard RESOLUTION NO. 24- Page 1 CITY OF TIGARD, OREGON TIGARD CITY COUNCIL RESOLUTION NO. 24- A RESOLUTION RE-APPOINTING SKIP HARK AND DENISE STEPHENS AS VOTING MEMBERS AND APPOINTING VERONICA JOHNSON AS AN ALTERNATE MEMBER TO THE PARK AND RECREATION ADVISORY BOARD. WHEREAS,Tigard City Council established the Park and Recreation Advisory Board to advise the Public Works Director and City Council regarding park and recreation policies,budget, facilities,programs,and other needs of the community to provide quality park and recreation services;and WHEREAS,there are current vacancies on the Park and Recreation Advisory Board;and WHEREAS, Mayor Lueb recommends appointing Skip Haak, Denise Stephens, and Veronica Johnson to the city's Park and Recreation Advisory Board. NOW,THEREFORE,BE IT RESOLVED by the Tigard City Council that: SECTION 1: Skip Haak is appointed to Park and Recreation Advisory Board as a voting member for a 4- year term,effective January 1,2025 through December 31,2028. SECTION 2: Denise Stephens is appointed to Park and Recreation Advisory Board as a voting member for a 4-year term,effective January 1,2025 through December 31,2028. SECTION 3: Veronica Johnson is appointed to Park and Recreation Advisory Board as an alternate member for a 4-year term,effective January 1,2025 through December 31,2028. SECTION 3: This resolution is effective immediately upon passage. PASSED: This 15th day of October 2024. Mayor-City of Tigard ATTEST: City Recorder- City of Tigard RESOLUTION NO. 24- Page 1 CITY OF TIGARD, OREGON TIGARD CITY COUNCIL RESOLUTION NO. 24- A RESOLUTION RE-APPOINTING CRAIG SCHUCK AND APRIL SABBE AS VOTING MEMBERS, AND APPOINTING ELIZABETH SPRAGUE AS AN ALTERNATE NON-VOTING MEMBER OF THE TIGARD PLANNING COMMISSION. WHEREAS, Tigard City Council established the Planning Commission to review land use and transportation policy proposals; to advise City Council on updates to the Tigard Comprehensive Plan, Tigard Community Development Code,and Tigard Zoning Map;and WHEREAS,there are two vacancies for voting members,and one vacancy for alternate non-voting members on the Planning Commission;and WHEREAS,the Mayor recommends that Council re-appoint Craig Schuck as a voting member; and re-appoint April Sabbe as a voting member and Elizabeth Sprague as an alternate non-voting member. NOW,THEREFORE,BE IT RESOLVED by the Tigard City Council that: SECTION 1: Craig S chuck is re-appointed to Planning Commission as a full voting member for a 1-year term, effective January 1,2025 through December 31,2025. SECTION 2: Former non-voting Alternate April Sabbe is re-appointed to Planning Commission as a full voting member for a 4-year term,effective January 1,2025 through December 31, 2028. SECTION 3: Elizabeth Sprague is appointed to Planning Commission as non-voting alternate member for a 1-year term,effective January 1,2025 through December 31,2025. SECTION 4: This resolution is effective immediately upon passage. PASSED: This day of 2024. Mayor- City of Tigard ATTEST: City Recorder-City of Tigard RESOLUTION NO. 24- Page 1 CITY OF TIGARD, OREGON TIGARD CITY COUNCIL RESOLUTION NO. 24- A RESOLUTION RE-APPOINTING GABRIFI VELASQUEZ AS A VOTING MEMBER, AND APPOINTING SARAH ERICKSON AND KAREN MARELLO AS VOTING MEMBERS TO THE TOWN CENTER ADVISORY COMMISSION. WHEREAS,Tigard City Council established the Town Center Advisory Commission to make recommendations to the Town Center Development Agency and the City Council on Tax Increment Financing(TIF)policy,budget, and implementation to improve Tigard's TIF districts;and WHEREAS, the Mayor recommends that Council reappoint Gabriel Velasquez and appoint Sarah Erickson and Karen Marello as voting members. NOW,THEREFORE,BE IT RESOLVED by the Tigard City Council that: SECTION 1: Gabriel Velasquez is re-appointed to Town Center Advisory Commission as a voting member for a 3-year term, effective January 1,2025 through December 31,2027. SECTION 2: Sarah Erickson is appointed to Town Center Advisory Commission as a voting member for a 3-year term,effective January 1,2025 through December 31,2027. SECTION 3: Karen Marello is appointed to Town Center Advisory Commission as a voting member for a 2-year term,effective immediately through December 31,2026. SECTION 4: This resolution is effective immediately upon passage. PASSED: This 15th day of October 2024. Mayor-City of Tigard An EST: City Recorder-City of Tigard RESOLUTION NO. 24- Page 1 CITY OF TIGARD, OREGON TIGARD CITY COUNCIL RESOLUTION NO. 24- A RESOLUTION RE-APPOINTING SHAWNE MARTINEZ AND MICHAEL HENDRICKSON AS VOTING MEMBERS, AND APPOINTING MICK STEVENS,DAVID (JERRY) HAHN,AND KERRY CAMPBELL AS VOTING MEMBERS TO THE TIGARD TRANSPORTATION ADVISORY COMMI FLEE. WHEREAS, Tigard City Council established the Tigard Transportation Advisory Committee to serve as an advisory body to Council and City team members.The Committee provides a venue for community involvement opportunities in transportation matters and increases community awareness of transportation issues that affect the City of Tigard;and WHEREAS, there currently exists five vacancies for voting members of the Tigard Transportation Advisory Committee;and WHEREAS, after reviewing applications and interviewing applicants, Mayor Heidi Lueb recommends that Council re-appoint Shawne Martinez and Michael Hendrickson and appoint Mick Stevens, David Gerry) Hahn, and Kerry Campbell as voting members of the Tigard Transportation Advisory Committee. NOW,THEREFORE,BE IT RESOLVED by the Tigard City Council that: SECTION 1: Shawne Martinez is re-appointed to Tigard Transportation Advisory Committee as a voting member for a 3-year term,effective January 1,2025 through December 31,2027. SECTION 2: Michael Hendrickson is re-appointed to Tigard Transportation Advisory Committee as a voting member for a 3-year term,effective January 1,2025 through December 31,2027. SECTION 3: Mick Stevens is appointed to Tigard Transportation Advisory Committee as a voting member for a 3-year term, effective January 1,2025 through December 31,2027. SECTION 4: David (Jerry) Hahn is appointed to Tigard Transportation Advisory Committee as a voting member for a 3-year term,effective January 1,2025 through December 31,2027. SECTION 5: Kerry Campbell is appointed to Tigard Transportation Advisory Committee as a voting member for a 3-year term, effective January 1,2025 through December 31,2027. SECTION 6: This resolution is effective immediately upon passage. PASSED: This 15th day of October 2024. Mayor-City of Tigard A'I'1'EST: City Recorder-City of Tigard RESOLUTION NO. 24- Page 1 CITY OF TIGARD, OREGON TIGARD CITY COUNCIL RESOLUTION NO. 24- A RESOLUTION RE-APPOINTING MADI VOGEL,AYLA LENIGER,SCARLETT VICENTE XILOJ, KIMBERLY VARGAS, KAILANI RUE, FAITH LY AND CHLOE WILSON AND APPOINTING SAMANTHA JENSEN AND SAM LAUBACH AS MEMBERS TO THE TIGARD YOUTH ADVISORY COUNCIL. WHEREAS,Tigard City Council established the Tigard Youth Advisory Council in 2003 as a,"student volunteer group whose mission is to empower,improve, and connect the lives of Tigard youth";and WHEREAS, the Tigard Youth Advisory Council acts as an advisory board to the Tigard City Council to create civic engagement opportunities for local youth; and WHEREAS,Mayor Lueb recommends the following individuals to city's Youth Advisory Council. NOW,THEREFORE,BE IT RESOLVED by the Tigard City Council that: SECTION 1: Madi Vogel is re-appointed to Tigard Youth Advisory Council as a member for a 1-year term, effective immediately through December 31,2025. SECTION 2: Ayla Leniger is re-appointed to Tigard Youth Advisory Council as a member for a 1-year term, effective immediately through December 31,2025. SECTION 3: Scarlett Vicente Xiloj is re-appointed to Tigard Youth Advisory Council as a member for a 1- year term,effective immediately through December 31,2025. SECTION 4: Kimberly Vargas is re-appointed to Tigard Youth Advisory Council as a member for a 1-year term,effective immediately through December 31,2025. SECTION 5: Kailani Rue is re-appointed to Tigard Youth Advisory Council as a member for a 1-year term, effective immediately through December 31,2025. SECTION 6: Chloe Wilson is re-appointed to Tigard Youth Advisory Council as a member for a 1-year term, effective immediately through December 31,2025. SECTION 7: Faith Ly is re-appointed to Tigard Youth Advisory Council as a member for a 1-year term, effective immediately through December 31,2025. SECTION 8: Samantha Jensen is appointed to Tigard Youth Advisory Council as a member for a 1-year term,effective immediately through December 31,2025. SECTION 9: Sam Laubach is appointed to Tigard Youth Advisory Council as a member for a 1-year term, effective immediately through December 31,2025. RESOLUTION NO. 24- Page 1 SECTION 10: This resolution is effective immediately upon passage. PASSED: This 15th day of October 2024. Mayor- City of Tigard ATTEST: City Recorder- City of Tigard RESOLUTION NO. 24- Page 2 Piti.E.=VI' CFI:1\11 5.t LU A, dilliminnik or . 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Workshop Meeting Meeting Date: 10/15/2024 Length (in minutes): 15 Minutes Agenda Title: TCDA Consideration of a Development Assistance Agreement Authored By: Sean Farrelly Presented By: Redevelopment Project Manager Sean Farrelly Item Type: Resolution Town Center Development Agency Public Hearing Legal Ad Required?: Publication Date: Information EXPLANATION OF ISSUE The Board of the Town Center Development Agency (ICDA) will consider a resolution authorizing the City Attorney and Executive Director to finalize and sign a Development Assistance agreement with Community Partners for Affordable Housing. The agreement will set the terms for $500,000 in development assistance towards the Woodland Hearth project with 63 affordable apartments. ACTION REQUESTED Staff requests the Board consider approval of the Town Center Advisory Commission's recommended development assistance and agreement contained in the attached resolution. BACKGROUND INFORMATION The Board of the Town Center Development Agency (TCDA) will consider a resolution authorizing the City Attorney and Executive Director to finalize and sign a Development Assistance agreement with Community Partners for Affordable Housing. The agreement will set the terms for $500,000 in development assistance towards the Woodland Hearth project with 63 affordable apartments. The funds will pay for a portion of the Systems Development Charges incurred by the project. Community Partners for Affordable Housing (CPAH), a non-profit affordable housing developer, is applying for $500,000 in development assistance to construct affordable housing in the Tigard Triangle TIF District. The Woodland Hearth site is a currently vacant 1.46-acre property. CPAH intends to begin construction of 63 affordable units in November. The project will consist of units serving a range of households at 60% of AMI or below, including twenty-six deeply affordable units for households earning 30% Area Median Income (AMI) or below. Forty units (63.5%) are family-sized (2-plus bedrooms), including nineteen 3-bedroom units and four 4-bedroom units. There will be twenty-two units of permanent supportive housing. These units will remain affordable for a minimum of 60 years. Total project costs are estimated at $47.4 million. This is the second request for development assistance for the project. On April 27, 2021, the TCDA Board approved the TCAC recommended $500,000 in development assistance for the project. This award was in the form of a forgivable loan and was used to help CPAH acquire the property. The development assistance agreement specified the loan would be forgiven upon completion of the project. If the new application is approved, the total amount of development assistance would be $1 million for this project. Since 2021, CPAH acquired the property and has been working on planning, design and engineering the project. In 2021, CPAH had originally planned to build 42 units, but they will now build 63 units. The project has faced an unusually difficult path to bring infrastructure to the building. The site was created from a partition of a larger tax lot, and it does not have close access to sewer or stormwater facilities. Connecting to existing infrastructure requires obtaining easements from neighboring properties and two of the adjacent neighbors declined to sell an easement. The only feasible path is to connect 900 feet to the south to Highway 99W. Factors that have increased the financial gap in the project since 2021 include general construction industry cost escalation (14.6%); and a decrease in the value of Low-Income Housing Tax Credit (LIHTC) pricing (which resulted in a decrease of$986,199 in private funding available to the project). Additionally, the new infrastructure needed to bring utilities to the site has increased the project costs by$2.7 million. The city successfully advocated for $1.5 million in state funding to help defray these costs. The TCDA's real estate advisor reviewed the project's pro forma and confirmed that a $500,000 gap exists in the project's finances. Public Involvement The TCAC reviewed the funding request and recommended approval of$500,000 in development assistance to the Board of the TCDA at their meeting on September 11. The project will significantly add to the supply of much-needed, deeply-affordable and family-sized apartments in Tigard. One community member made a public comment that new affordable housing development can impact the school district with new student enrollment. CPAH later responded that they coordinated early in this project with Tigard-Tualatin School District. A New Tigard Triangle equitable development strategy identified affordable housing funding as a top priority. The FY24-25 TCDA Triangle budget includes $1.5 million for affordable housing assistance. Impacts (Community, Budget, Policies and Plans/Strategic Connection) City of Tigard Strategic Plan 2020-2025 Strategic Priority 3: Ensure development and growth support the vision. Objective 3.3: Understand the effects of development on vulnerable Tigard residents and mitigate these impacts within projects and over time. Tigard Triangle Urban Renewal Plan Goal 5: Provide financial and technical assistance to new and existing businesses and housing developments that contribute to the Area's diversity and vitality and help it transform into a mixed-use and pedestrian-oriented district. Objective 5.4: Assist in the development of affordable and workforce housing. A New Tigard Triangle: Planning for Equitable Development (the implementation strategy for the Tigard Triangle Urban Renewal Plan) Prioritization of funding for affordable housing. Tigard Comprehensive Plan Housing Goal 10.1 Provide opportunities for a variety of housing types at a range of price levels to meet the diverse housing needs of current and future City residents. Town Center Advisory Commission 2023-2024 Strategic Plan: Area of Emphasis: Affordable Housing and Houselessness ALTERNATIVES & RECOMMENDATION Staff recommends the Board approve the resolution. ADDITIONAL RESOURCES N/A Attachments TCDA Resolution PowerPoint CITY OF TIGARD, OREGON TOWN CENTER DEVELOPMENT AGENCY RESOLUTION NO. 24- A RESOLUTION AUTHORIZING THE EXECUTIVE DIRECTOR OF THE TOWN CENTER DEVELOPMENT AGENCY TO SIGN A DEVELOPMENT ASSISTANCE AGREEMENT WITH COMMUNITY PARTNERS FOR AFFORDABLE HOUSING FOR THE WOODLAND HEARTH AFFORDABLE HOUSING PROJECT WHEREAS, the City of Tigard Strategic Plan 2020-2025 includes Objective 3.3 "Understand the effects of development on vulnerable Tigard residents and mitigate these impacts within projects and over time;" and WHEREAS, the Tigard Triangle Urban Renewal Plan includes Objective 5.4 to assist in the development of affordable and workforce housing; and WHEREAS, "A New Tigard Triangle: Planning for Equitable Development," the implementation strategy for the Tigard Triangle Urban Renewal Plan,lists support for affordable housing as a top priority; and WHEREAS, the Town Center Development Agency budget for FY 2024-25 includes an Affordable Housing Development Fund to make grants and loans that support affordable housing; and WHEREAS, Community Partners for Affordable Housing submitted an application for$500,000 in funding to assist in the development of the Woodland Hearth project with 63 regulated apartments affordable to those making 60% of Area Median Income (AMI) and below; and WHEREAS, the application meets the criteria for Development Assistance funding; and WHEREAS, the Town Center Advisory Commission has recommended approval of the assistance to the Board of the Town Center Development Agency; and WHEREAS, the Development Assistance Agreement sets out the terms and conditions for the Agency to make a$500,000 grant to pay for certain Systems Development Charges that the project will incur. NOW,THEREFORE,BE IT RESOLVED,by the Tigard Town Center Development Agency that: SECTION 1: The Executive Director is authorized to execute the Agreement,in substantially the form attached as Exhibit A, subject to final legal review. SECTION 2: The Executive Director may approve editing or similar changes to Exhibit A that do not materially alter the rights or responsibilities of the parties. TCDA Resolution No. 24- Page 1 SECTION 3: This resolution is effective immediately upon passage. PASSED: This day of , 2024. Chair—City of Tigard Town Center Development Agency ATTEST: Recorder—City of Tigard Town Center Development Agency TCDA Resolution No. 24- Page 2 Exhibit A SUPPLEMENTAL PACKE1 FOR _ .:fir �a(DATE --- (DATE OF MEETING) DEVELOPMENT GRANT AGREEMENT THIS DEVELOPMENT GRANT AGREEMENT ("Agreement") is made this day of 2024 ("Effective Date") by and between the Town Center Development Agency, an ORS Chapter 457 urban renewal agency ("TCDA") and Community Partners for Affordable Housing, an Oregon nonprofit corporation ("CPAH"). TCDA and CPAH may be referred to in this Agreement jointly as the "Parties" and individually as a "Party." RECITALS A. CPAH intends to develop property located at 7595 SW Torchwood Street ("Property") with the Woodland Hearth project ("Project"). CPAH will be the developer of the project and the general partner of a limited partnership (the "Partnership") that will own the Project. B. The Project will include a total of 63 units, which shall be affordable to those making 60% or below the Area Median Income (AMI). This affordability requirement will remain in place for 60 years from certificate of occupancy. C. TCDA has determined that the Project furthers many of its goals for the Tigard Triangle area because it provides deeply affordable and family sized apartments, provides equitable economic opportunities, and mitigates environmental issues. D. TCDA has identified funds it will make available to developments like the Project and CPAH qualifies as the receipt of such funds. E. The Parties desire to enter into the Agreement for TCDA to provide development assistance to CPAH for the development of the Project. F. The completion of the Project according to the terms of this Agreement is a material inducement to TCDA to enter into this Agreement. NOW, THEREFORE, in consideration of the public benefits to be created by the development of the Project and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties hereby agree as follows: AGREEMENT 1. CPAH PROJECT DEVELOPMENT 1.1 Subject to events and circumstances outside of CPAH's reasonable control, CPAH will use commercially reasonable efforts to begin construction of the Project no later than June 30, 2025. 1.2 This Agreement is not intended to be a contract providing for construction of the Project by TCDA either directly or through a contractor and CPAH is not developing the Project for or Development Assistance Agreement- 1 on behalf of TCDA or the City. CPAH is solely responsible for selecting a construction contractor for the Project. The rights and responsibilities of CPAH, the general construction contractor and any subcontractors, shall be provided for in separate contracts to which TCDA is not a party. 2. TCDA FINANCIAL ASSISTANCE 2.1 Subject to the provisions of this Section 2,TCDA will pay to CPAH $500,000 to cover costs of the Project ("Financial Assistance") within ten business days of CPAH meeting the conditions of payment. 2.2 As a condition to payment, CPAH will provide TCDA with evidence of the following: 2.2.1 That CPAH will enter into a regulatory agreement with the State of Oregon Housing and Community Services Department ("OHCS") to ensure that the apartments in the Project will be affordable to those making 60% or below the Area Median Income, as adjusted for household size, as determined by OHCS for a period of at least sixty years from certificate of occupancy. 2.2.2 That the Project will include the following mix of unit sizes: five studios, eighteen 1- bedroom units, seventeen 2-bedroom units,nineteen 3-bedroom units, and four 4-bedroom units. Any change in this allocation requires approval of the TCDA. 2.2.3 That the Project has met the goal of 35% MWESB/SDVBE COBID certified and non-certified firm participation and professional services for the project, the city in its reasonable discretion will determine that this condition has been met. 2.2.4 The building has received final certificate of occupancy from the city. 2.3 Subject to Section 1.1 above, this Agreement expires on December 31, 2027, after which time TCDA has no financial obligation to CPAH unless the Parties extend the term of this Agreement in writing. Parties agree to use commercially reasonable efforts to extend this Agreement if unforeseen conditions outside of CPAH's control delay construction beyond 2027. 2.4 CPAH may use the Financial Assistance to make a loan to the Partnership to help finance the development of the Project. 3. REPRESENTATIONS,WARRANTIES,AND COVENANTS OF CPAH To induce TCDA to enter into this Agreement, CPAH represents,warrants, and covenants as follows: IPage 2 Development Assitance Agreement 3.1 Existence. CPAH is a nonprofit corporation, duly organized and validly existing under the laws of the State of Oregon. CPAH will keep in force all licenses and permits necessary to the proper conduct of its ownership and operation of the Project. 3.2 Compliance with Laws. CPAH and/or the Partnership will comply with, or cause the Project to comply with, all laws, ordinances, statutes, rules, regulations,orders, injunctions, or decrees of any government agency or instrumentality applicable to CPAH, the Partnership, the Project, or the operation thereof, including (a) all applicable health and safety, environmental, and zoning laws, (b) all federal and state tax laws, and (c) all restrictions on the use, occupancy or operation of the Project. 3.3 Authority. CPAH has full power and authority to conduct all of the activities that are now conducted by it or proposed to be conducted by it in connection with the Project and as contemplated by this Agreement, and to execute, deliver, and perform all obligations under this Agreement; and the person executing this Agreement on behalf of CPAH has the legal power, right and actual authority to bind CPAH to the terms and conditions of this Agreement. 3.4 Title. The Partnership owns and holds good and marketable fee simple title to the Property. 3.5 Development Issues. CPAH is aware of no identifiable issue(s) that would preclude development of the Project or CPAH's ability to obtain sufficient financing for the construction or the Partnership's permanent ownership of the Project. 3.6 Binding Agreement. This Agreement and all documents required to be executed by CPAH are and shall be valid, legally binding obligations of and enforceable against CPAH in accordance with their terms. 3.7 No Conflict with Other Agreements. Neither the execution and delivery of this Agreement and documents referred to herein, nor the incurring of the obligations set forth herein, nor the consummation of the transactions herein contemplated, nor compliance with the terms of this Agreement and the documents referred to herein conflict with or result in the material breach of any terms, conditions, or provisions of, or constitute a default under any bond, note or other evidence of indebtedness, or any contract, indenture,mortgage, deed of trust,loan, partnership agreement, lease, or other agreements or instruments to which CPAH is a party. 3.8 Indemnity. CPAH shall indemnify and hold TCDA,its directors, officers, employees and agents harmless from and against any and all liabilities, claims,losses, damages, or expenses (including attorney fees and title costs and expenses) which any of them may suffer or incur in connection with (a) the inaccuracy of any of the representations and warranties made herein, (b) any transaction contemplated by this, and (c) the construction or operation of the Project, except to the extent such liabilities, claims,losses, damages, or expenses arise from the negligence or misconduct of TCDA. Page 3 Development Assitance Agreement 3.9 Additional Acts. From time to time, CPAH will execute and deliver all such instruments, provide such additional information, and perform all such other acts as TCDA may reasonably request to carry out the transactions contemplated by this Agreement. Notwithstanding the foregoing,in no event shall CPAH be required to execute or deliver any instrument or perform any act required pursuant to this Section to the extent such instrument or act imposes a material additional obligation or liability on CPAH or materially adversely affects CPAH or the Project. 4. EVENTS OF DEFAULT The occurrence of any one or more of the following shall be an event of default ("Event of Default") under this Agreement: 4.1 Failure to Disclose Material Facts. CPAH deliberately fails to disclose any fact material to TCDA's provision of financial assistance, or upon discovery by TCDA of any material misrepresentation by CPAH with respect to the Project or TCDA's provision of financial assistance. 4.2 Non-Compliance with Governmental Regulations. CPAH fails to show evidence of full or substantial compliance with any lawful, material requirement of any governmental authority having jurisdiction over the Project or the Property within thirty days after notice in writing of such requirement is given to CPAH by TCDA or,if such compliance cannot be completed within such thirty (30)-day period through the exercise of reasonable diligence, the failure by CPAH to commence the required compliance within such thirty (30)-day period and thereafter to continue such compliance with diligence to completion. 4.3 Other Material Breach. CPAH otherwise materially breaches any term, covenant, condition, provision, representation, or warranty of under this Agreement and fails to cure such breach within thirty (30) days after notice in writing of such breach is given to CPAH by TCDA or, if such breach cannot be cured within such thirty(30)-day period through the exercise of reasonable diligence, the failure by CPAH to commence the required cure within such thirty (30)-day period and thereafter to continue such cure with diligence to completion. 4.4 Failure to Pay. TCDA fails to pay the grant as and when required by Section 2 of this Agreement. 5. DISPUTE RESOLUTION AND REMEDIES If a dispute arises under this Agreement, including an Event of Default, the Party claiming the existence of a dispute or Event of Default will provide written notification of the dispute or Event of Default to the other Party. A meeting will be held promptly between the Parties, attended by representatives of the Parties with decision making authority regarding the dispute or Event of Default to attempt in good faith to negotiate a resolution of the dispute or Event of Default. If the Parties are not successful in resolving a dispute or Event of Default within twenty-one (21) days, the Page 4 Development Assitance Agreement Parties may pursue relief in a court of competent jurisdiction. Venue will be in the Washington County Circuit Court. 6. ASSIGNMENT AND TRANSFER PROVISIONS 6.1 Restrictions on Assignments. Except as provided in this Section 6, CPAH may not partially or wholly transfer CPAH's interest in this Agreement without the prior written approval of the TCDA,which may be withheld in TCDA's reasonable discretion. 6.2 Approved Transfers. Notwithstanding Section 6.1 above, and provided that CPAH provides TCDA with copies of all agreements related to the transfer,TCDA hereby consents to: 6.2.1 An assignment of CPAH's rights under this Agreement to any entity in which CPAH or an affiliate thereof owns a direct or indirect interest. 6.2.2 An assignment of CPAH's rights under this Agreement to any person or entity upon substantial completion of Project construction, and subject to CPAH's satisfaction of the conditions in Section 2.3 of this Agreement. 6.2.3 The collateral assignment of rights under this Agreement to any mortgagee. For purposes of this Section 6.2.2, "Mortgagee" means the holder of any mortgage, deed of trust, or instrument securing debt or equity obtained to finance the construction of the Project, together with any successor or assignee of such holder. TCDA will cooperate with CPAH and enter into commercially reasonable amendments to this Agreement if and as required by any lender, equity provider or financier providing equity or debt to the Project. 7. MISCELLANEOUS 7.1 Counterparts. This Agreement may be executed in any number of counterparts, and any single counterpart or set of counterparts signed, in either case,by all the parties hereto will constitute a full and original instrument, but all of which will together constitute one and the same instrument. 7.2 Notice. Any notice required or permitted under this Agreement will be in writing and deemed effective; (1) when actually delivered in person, (2) one business day after deposit with a commercial courier service for"next day" delivery, (3) two business days after having been deposited in the United States mail as certified or registered mail, or (4) when transmitted by facsimile answer back or receipt confirmed), addressed to the parties as follows: If to CPAH: Community Partners for Affordable Housing 6380 SW Capitol Hwy Portland, OR 97239 IPage 5 Development Assitance Agreement If to TCDA: Town Center Development Agency of the City of Tigard 13125 SW Hall Blvd Tigard, Oregon 97223 with a copy to: City Attorney City of Tigard 13125 SW Hall Blvd Tigard, Oregon 97223 7.3 Successors and Assigns. This Agreement shall be binding upon and shall inure to the benefit of the Parties and their respective permitted successors and assigns. 7.4 Governing Law. This Agreement will be governed by and construed under Oregon law. 7.5 Modification; Prior Agreements; Headings. This Agreement may not be modified or amended except by an instrument in writing signed by the Parties. This Agreement reflects and sets forth the entire agreement and understanding of the Parties with respect to the subject matter hereof, and supersedes all prior agreements and understandings relating to such subject matter. The headings in this Agreement are for the purpose of reference only and will not limit or otherwise affect any of the terms hereof. 7.6 Validity; Severability. If any provision of this Agreement is held to be invalid, such event will not affect, in any respect whatsoever, the validity of the remainder of this Agreement, and the remainder will be construed without the invalid provision so as to carry out the intent of the parties to the extent possible without the invalid provision. 7.7 Time of Essence. Time is of the essence of this Agreement. 7.8 Waivers. No waiver made by either Party with respect to the performance, or manner or time thereof, of any obligation of the other Party or any condition inuring to its benefit under this Agreement will be of any force or effect unless in writing, will be construed to be a continuing waiver, and will be considered a waiver of any other rights of the Party making the waiver. 7.9 No Partnership. Nothing contained in this Agreement or any acts of the Parties hereby will be deemed or construed by the Parties, or by any third person, to create the relationship of principal and agent, or of partnership, or of joint venture, or any association between any of the Parties other than that of independent contracting parties. IPage 6 Development Assitance Agreement 7.10 Non-Waiver of Government Rights. Subject to the terms and conditions of this Agreement, by making this Agreement,TCDA is specifically not obligating itself, the City, or any other agency with respect to any discretionary action relating to development or construction of the Project,including, but not limited to,permits or any other governmental approvals which are or may be required, except as expressly set forth herein. 7.11 No Third-Party Beneficiary Rights. No person other than a Party is an intended beneficiary of this Agreement, and no person other than a Party may have any right to enforce any term of this Agreement. 7.12 Administrative Convenience. For administrative convenience, if the Project owes fees in excess of the grant amount to the City of Tigard,TCDA may make the payment directly to the City. Notwithstanding the foregoing, the payment made to the City will be considered a grant to CPAH for the benefit of the Project. [Signature page follows] Page 7 Development Assitance Agreement IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their duly authorized representatives as of the date first above written. Executed in multiple counterparts as of the day and year above written. TOWN CENTER DEVELOPMENT AGENCY, an ORS 457 Urban Renewal Agency, By: Steve Rymer, Executive Director of the Town Center Development Agency of the City of Tigard Signed: APPROVED AS TO FORM: By: Shelby Rihala, City Attorney Community Partners for Affordable Housing an Oregon nonprofit corporation By: Rachael Duke, Executive Director Page 8 Development Assitance Agreement " '- • 1-• - • -, ; . , ,, — I 1, 11 .,,,•-• 1 -- ,::22,?I's - •?,.... ' "so s'-....-ik, ' ..; el.,',,,,,, ' ,' 4 ' ____] I 1 . At> I ... .' . ii• 4 , ... , 0 , .‘'•. Lial Aj i 0 1 C).., mui inti L—..11 CL`J - ' EN MN MI RN Cis) _ IMil I NMI Mil 77— . 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NI MI WI MI 1115 a IN um EN EN li SEEEN NE i . . MI MI MI (s) c 8j® 0 E 1000 0 N o io 0 coo 0;o a r CD 0 ;ID000 . . . . . MI MI H s � - MI t a r _ - i i - s WI WI WI al MI WI MI . . . . I WI WI I II I FM .. a MI11 0b 4�.. 111 1111 1111 1111 CI o' o'o C7 J 0 O DOO v . . NI MI . N Q a a . . . VI _ I f I I 'n n Do T co rn D Oz C m to �v (/' Gl AIS-5651 Air 1 /e/i4 m a Ved 9. Workshop Meeting 74r) 71- 2 i Da Y Meeting Date: 10/15/2024 eaten G/l WlGh Length (in minutes): 15 Minutes I Agenda Title: City Manager Recruitment Presented By: HR Director Gomez Item Type: Update, Discussion, Direct Staff Public Hearing No Legal Ad Required?: Publication Date: Information EXPLANATION OF ISSUE City Manager Steve Rymer has given notice of his retirement effective February 8, 2025. This is a continued discussion from the October 8th Council meeting on the process for hiring a new city manager. ACTION REQUESTED Council will determine next steps for their involvement. BACKGROUND INFORMATION At the October 8th Council meeting Mayor Lueb initiated a discussion on the city manager hiring process. HR Director Gomez spoke about the recruitment process and her handouts, a Draft Scope of Work and Memo on City Manager recruitment are attached to this Agenda Item Summary. Additional information will be provided in advance of the meeting by Human Resources Director Gomez to assist with Council's decision-making. ALTERNATIVES & RECOMMENDATION Council will discuss next steps in the hiring process. ADDITIONAL RESOURCES N/A Attachments 10/08/2024 HR Director Gomez Memo to Council 10/08/2024 Draft Scope of Work- City Manager Recruitment and Selection Process 1,1 . . City of Tigard TIGARDMemorandum To: Mayor and Council From: Laura Gomez, Human Resources Director Re: City Manager Recruitment and Selection Process Date: October 8, 2024 As you know, City Manager Rymer has provided notice that he is retiring and his final day as Tigard City Manager will be February 8, 2025. As a result,we will need to initiate a recruitment and selection process to find Tigard's next City Manager. As the City Manager is a direct report to Council,we will need to discuss the level of involvement that Council wants to have in each phase of the process. Below are some of the steps that will be involved and some recommendations around how Council might want to participate/direct the process. The outline below is based on a recommendation by staff that an executive search firm will be contracted to provide expertise, assistance, and access to a network of top potential candidates. • Open Public Session Tuesday October 15, 2024 (20 minutes)—In this session, we will briefly open the topic of the recruitment process for City Manager. o Hiring standards and selection criteria: Review highlights of the City Manager class specification including minimum qualifications and a brief overview of some of the knowledge, skills, and abilities. Staff recommend use of the existing qualifications and criteria, together with information gathered through the process as noted in the draft scope of work attached. o Hiring policy directives: Staff recommend the use of an executive search firm for their expertise and assistance. Staff also recommend consideration of an interim appointment beginning February 2025 until the start of a new City Manager. o Process overview, possible phases of a recruitment and selection process: • Development of a scope of work, see attached draft scope of work • Sending out informal request for proposals (IRFP) with the final scope of work • Evaluating responses to the informal request for proposals • Selecting and finalizing a contract with the successful search firm o Public input: Open the hearing for input from the community about any of the above. o Close of public session: Council direct staff to proceed with the executive search firm and process. • Optional Discussion for either session or both—Council may want to discuss some of their involvement open session. o Council involvement: Council input will be needed for the various phases of the recruitment and selection process. Council may want to assign one or two Councilors to act as part of an initial City/Council Selection Team to enable a more nimble and rapid preparation of initial phases such as finalizing the informal request for proposal (IRFP) and evaluating responses to select a search firm. Guidance about Council's desired role in the process will enable a more successful process. • Executive Session— following the public comment session, the Council in executive session, can discuss in more detail and provide direction to staff regarding the following: o Specific areas of focus Council will be looking for in the next City Manager, there will be additional opportunities later, but some key areas early will help staff complete the scope of work and think further about process design. o Consideration of Council touch points in the process. How much involvement will Council want at each phase of the process. For instance,will Council want to have one on ones with the search firm consultant (or perhaps in pairs, etc.), areas where the full Council wants to be involved, prior to the interview/selection from the finalist candidate group, etc. Review of the scope of work could help determine phases and level of involvement desired by Council. o Staff would recommend a community component for the process, and while we would want input from a search firm as to options, some direction to staff early may help direct the scope of work development. o Staff would also recommend that the search firm have expertise in successfully filling other City Manager/County Administrator level positions, in addition to experience working with Councils/Boards. • Timeline expectations for the process will include two weeks to prepare a scope of work and informal request of proposal (IRFP) and include Council feedback. Then two weeks as a minimum for obtaining informal bids,it could take a month depending on how busy the firms are at the time. Purchasing rules require a minimum of three informal bids. Additional timeline aspects will be more detailed following the selection of a firm, as we have included a timeline as part of the scope of work. • Potential Components of a Process —these are noted on the draft scope of work attached. Draft Scope of Work— City Manager Recruitment and Selection Process The following areas are to be performed by the Search Firm Consultant including, but not limited to: 1. Develop a timeline a. Prepare a realistic timeline to accomplish each phase of the recruitment and selection process with clarity between search firm/City roles and responsibilities at each phase. Recommendations can include modification to what is proposed in the scope and changes to the order of the phases, etc. 2. Candidate profile development a. Survey,interviews or other input options to determine desired attributes (Leadership Team, designated external city partners, department/city staff and community.) Potential one on one meetings with Council to ensure their needs and expectations are addressed in the profile. b. From data collected, develop a candidate profile (possible review with City/Council search team before finalizing.) 3. Develop a selection and sourcing process a. Aspects of the selection process could include a community component (including external city partners), a city staff component, a Leadership Team component and a Council component. Staff will work with the search firm to design a process to meet Council and community needs. b. A candidate presentation component will need to be incorporated into the selection process. c. Cultural competency questions will also need to be built into the process. 4. Develop an advertising outreach plan a. Advertising campaign: complete an on-line outreach to a variety of sources. b. Direct mail: distribute a mailer/emailer to prospective candidates. c. (Social) Networking campaign: conduct an outreach to prospective candidates. 5. Evaluation/screening of candidates a. Using a system based on the candidate profile, search firm will conduct an initial screening of candidates. b. Conduct screening interviews to confirm the qualifications and eligibility of finalist prior to forwarding to the City. c. Finalist list of approximately 8-12 top candidates sent for City/Council selection committee consideration. 6. City/Council Interview and Selection Process a. Search firm will assist in the logistics of the finalist selection process,including candidate coordination,process fine tuning, advise to City/Council, etc. b. Conduct Council interviews c. Open house/meet-and-greets or alternative process with staff,leadership team, community members 7. Complete Comprehensive Background a. Conduct a full reference and background check as appropriate for a municipal administrator. 8. Finalize Offer and Hire (Search Firm may provide some assistance) a. Negotiations of employment agreement including start date.