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City Council Packet - 10/22/2024 INCity of Tigard Tigard Workshop Meeting—Agenda TIGARD � TIGARD CITY COUNCIL&TOWN CENTER DEVELOPMENT AGENCY MEETING DATE AND OCTOBER 22, 2024- 6:30 p.m. Workshop TIME: 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. 11111 City of Tigard Tigard Workshop Meeting—Agenda TIGARD TIGARD CITY COUNCIL & TOWN CENTER DEVELOPMENT AGENCY MEETING DATE AND TIME: OCTOBER 22, 2024 - 6:30 p.m. Workshop MEETING LOCATION: Meeting will be held in Town Hall, 13125 SW Hall Boulevard,Tigard 6:30 PM 1. WORKSHOP MEETING A. Call to Order—City Council&Town Center Development Agency B. Roll Call C. Pledge of Allegiance D. Call to Council and Staff for Non-Agenda Items 2. PROCLAMATIONS AND RECOGNITION 6:35 p.m. estimated time A. PROCLAIM CRITICAL INFRASTRUCTURE SECURITY AND RESILIENCE MONTH 3. PUBLIC COMMENT 6:40 p.m. estimated time A. Follow-up to Previous Public Comment B. Public Comment—Written C. Public Comment—In Person D. Public Comment—Phone-In 4. BUDGET COMMITTEE MEETING 6:55 p.m. estimated time 5. PUBLIC HEARING: CONSIDER RESOLUTION TO ADOPT THE CITY OF TIGARD Q1 BUDGET SUPPLEMENTAL 7:55 p.m. estimated time 6. PUBLIC HEARING: CONSIDER TOWN CENTER DEVELOPMENT AGENCY (TCDA) FY25 1ST QUARTER SUPPLEMENTAL BUDGET 8:10 p.m. estimated time 7. HOUSELESSNESS TASK FORCE WORKSHOP 8:15 p.m. estimated time 8. AN ORDINANCE REPEALING AND REPLACING TIGARD MUNICIPAL CODE 2.04 REGARDING THE CITY MANAGER 8:55 p.m. estimated time 9. CITY MANAGER RECRUITMENT 9:00 p.m. estimated time 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 9:30 p.m. estimated time AIS-5644 2.A. Workshop Meeting Meeting Date: 10/22/2024 Length (in minutes): 5 Minutes Agenda Title: Proclaim Critical Infrastructure Security and Resilience Month Authored By: Rebecca Hathaway Presented By: Mayor Heidi Lueb Item Type: Proclamation Public Hearing No Legal Ad Required?: Publication Date: Information EXPLANATION OF ISSUE Critical Infrastructure are those assets, systems, and networks that provide functions necessary for our way of life. There are 16 critical infrastructure sectors that are part of a complex,interconnected ecosystem and any threat to these sectors could have potentially debilitating national security, economic, and public health or safety consequences. Weather is becoming more extreme,physical and cyberattacks are a persistent threat, and technology is advancing in ways that will change our future very quickly. We must prepare by accepting that it's our responsibility to strengthen critical infrastructure and protect the vital services it provides. We can do this by embracing resiliency and building it into our preparedness planning—and then exercising those plans. The safety and security of the nation depends on the ability of critical infrastructure to prepare for and adapt to changing conditions and to withstand and recover rapidly from disruptions. ACTION REQUESTED City teammates are requesting that the mayor proclaim November as Critical Infrastructure Security and Resilience Month BACKGROUND INFORMATION Dates of Previous and Potential Future Considerations This is the first time that the Critical Infrastructure Security and Resilience Month proclamation has been issued. ALTERNATIVES & RECOMMENDATION The mayor could choose not to make this proclamation,but it is the recommendation of teammates to make the proclamation to support continued public awareness about critical infrastructure. ADDITIONAL RESOURCES http s://www.cis a.gov/topics/critical-infrastructure-security-and-resilience https://www.cisa.gov/topics/critical-infrastructure-security-and-resilience/critical-infrastructure-security-and- resilience-month Attachments Critical Infrastructure and Resilience Month Proclamation oo ""`" w a ' y x' '''{�V(Jt�:"'< r' z 'W.!'''.•'•••••:•: wVW1' .1''''Iti n,.•^ .,: i na3-: � ,i',.•,:::;:;•.;•:,'':4� ' €'s 8 ?E 4 F sC<;�,'' •. a t,. a eab o 000a f7 .�..y-. - � ' Pit rg4;5 rr it ft.--,-; -5x rt ai.fi v r �� ..yrs �•'�' �x 1 -„,...24...._..m,..,::;:;., f ■.... .....m.............. 1. ..... 000 m .... daa000.....a�s0000n0000..m... ....a..... .... maa.... a ,5�ti I` yk rvx}Fa� "4n.m s� x 5 4,./. c..,,,.„.„.. ,. ,,,,,, ‘.,,,,,,,,„., A ) , '0)(11F(Nrritircr*Lion ..„. .," ...,,, viift .?..:.(4,.44y,4,. 15' l City of Tigard ' t )1;O&N„ •i ,,,-I, • . t .gin - CRITICAL INFRASTRUCTURE SECURITY & RESILIENCE MONTH --s,:-.'.:., ' E � 1 ; NOVEMBER 2024 ' WHEREAS, "Critical Infrastructure Security and Resilience Month" creates an important t.'1,I.il opportunity for every resident of Tigard, Oregon to recognize that infrastructure matters and to i -acknowledge the importance of protecting our Nation's infrastructure resources and enhancing 3: , - our national security and resilience; and . Le 1,7!3g *.! WHEREAS, critical infrastructure is the backbone of our Nation's economy, security, and ilvtl.Al. E health, and requires a unified whole-of-Nation, whole-of-community effort to maintain secure, functioning, and resilient critical infrastructure; and !j ',�'"-:::- q 6 tip WHEREAS, the frequency of critical infrastructure incidents, whether from terrorism, cyber V, threats, extreme weather, or aging infrastructure, highlights the need for communities to , ` €11h17$ ; recognize risks relevant to their jurisdiction and foster resilience to minimize adverse consequences; and i,'. _ WHEREAS, partnerships between State, local, tribal, and territorial governments and Federal g - agencies and with the private sector empower these partners to make communities more AMPI�z =10- secure and resilient; andi-..!!,......-..?.:.„„„, t ,! �i' tiw! = 4pa ri fr,�1:-,I sF - WHEREAS, making critical infrastructure secure and resilient is a shared national responsibility and all citizens of Tigard can get involved and do their part at home, at work in the many ' businesses and industries that make up the critical infrastructure community, and in their local , communities by being prepared for all hazards, reporting suspicious activities, and learning `: ' m more about critical infrastructure security and resilience by visiting www.dhs.gov/critical- tr g f , ! infrastructure. ,,,, '711;7; "''IL, 1 f NOW THEREFORE, BE IT RESOLVED that I, Heidi Lueb, Mayor of the City of Tigard, Oregonr) , . do hereby proclaim November 2024 as $Sty 433 f SS kftI ti CRITICAL INFRASTRUCTURE SECURITY & RESILIENCE MONTH t. L.--!:7-'',',7,:_,'::::',1,'::';':, and encourage communities to support the national effort to strengthen critical infrastructure • security by engaging in partnerships together toward creating a more resilient society. ggi¢ tlit9kiDated this 12th day of November, 2024 `f r _•'2: P ? 4 rk 1 a IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the City of t 1 Tigard to be affixed. 4 o gpWilIV55 p. @r,' g 41 @ ' : Heidi Lueb, Mayor • x City of Tigard i',Oraii Attestl.;1-..14:1s):1.: : y 1 "`ry : Jesse B. Raymundo, Deputy City Recorder f d „, C ..a,,s.. n. n..n,, ..., P ..... .... ..DOODa06Ot]�iPPObitl ....PP@®ii.O®OPI....Qa OG......a DYO9a. ODOOPG......9 41041 _-.Y ;'%1_,.=;'..t,,,:,,5'',-,-4' ra jYr,,,:,, �r i T ,.> } l 4 i.,,, a -:w, � R .. - ti S-.' .t e -7m' 9 5w yt”, .r 'h i4 4, '-a r ,S' f 14'' 15 f� a X i �' 3V '� 'I��F ti ..: _` ,i 6m y,, r/ 3tt$i 11 �3 , l-4l 1:i x7pr_t8 *v y>r ns�rJ si� /j ii. ? , ,, s i q 1 : r t�" s„r< td 3 ft s x, 3 r i 1' l ni�i g "' '-' . .Y ..�",0'4' . T& F�� 1`y� �"�t :�a�et , ' �d�=4l��r�as��,„' `ls' a:Fet_�' ti_�� a� .�aaf�_.�s�`a a, • TIGARD Public Comment for the October 22, 2024 Tigard City Council meeting Name Topic 1. Mike Antonelli City Manager Recruitment Process Jesse Raymundo From: Carol Krager Sent: Thursday, October 17, 2024 9:47 AM To: Jesse Raymundo Subject: FW: Public Comment - City Manager Recruitment process From: Mike Antonelli Sent: Monday, October 14, 2024 9:47 PM To:#Councilmail<councilmail@tigard-or.gov> Cc:Shelby Rihala <shelbyr@tigard-or.gov>; Carol Krager<carolk@tigard-or.gov> Subject: Public Comment-City Manager Recruitment process Some people who received this message don't often get email from Learn why this is important Dear Mayor and City Councilors, I plan on calling in Public Comment at tomorrow's City Council meeting.As a courtesy, I'm providing a written copy of my testimony in advance: Dear Mayor and City Council, I want to comment on last week's city council discussion on hiring a new city manager. I was concerned about the appearance that Mayor Lueb and Councilor Wolf had prepackaged a proposal to form a subcommittee to expedite the early phases of hiring a new city manager in advance of last week's city council meeting. According to Oregon Revised Statute(ORS 192.620), "The Oregon form of government requires an informed public aware of the deliberations and decisions of governing bodies and the information upon which such decisions were made. It is the intent of[the Public Meetings Law]that decisions of governing bodies be arrived at openly." Further, ORS goes on to state, "We have acknowledged that strict compliance with the substantive requirements of the Public Meetings Law frequently may "sacrifice speed and spontaneity for more process and formality." Nonetheless, we believe that the law's requirements generally will not interfere with a public body's administration." Clearly, expediency(or efficiency)is not a suitable reason to skirt Oregon Public Meeting law. Hiring a City Manager is a crucial decision that should be made with the full involvement(from beginning to end) of the entire City Council and, perhaps more importantly, the public, ensuring transparency and accountability. Finally, I'd like to express my gratitude to Councilor Shaw and Councilor Schlock for their commitment to a transparent process and Councilor Hu for his insistence on learning more before making a decision on this matter. 1 Sincerely, Michael Antonelli ffir DISCLAIMER: E-mails sent or received by City of Tigard employees are subject to public record laws. If requested, e-mail may be disclosed to another party unless exempt from disclosure under Oregon Public Records Law. E-mails are retained by the City of Tigard in compliance with the Oregon Administrative Rules "City General Records Retention Schedule." 2 AGENDA ITEM NO. 3C. - PUBLIC COMMENT DATE: October 22, 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 L Name C V i ��I City 11 } 4-1k 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 .J;,zej et)vAV , ) (�� contact information:\ Check one: Phone or email C, 6 k"k 5 CD 1M S [n , e o y11 For Et'" Against ❑ Neutral❑ Name G-Ct b r'i e) j` w h k( City ie arc 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: t45.(�`SS 1 u5. +-p e- 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 D 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 0 Against 0 Neutral 0 AIS-5624 4. Workshop Meeting Meeting Date: 10/22/2024 Length (in minutes): 60 Minutes Agenda Title: Budget Committee Meeting Authored By: Eric Kang Presented By: Finance Director Eric Kang and Budget Manager Kalena Plath Item Type: Update,Discussion,Direct Staff Joint Meeting-Board or Other Juris. Public Hearing No Legal Ad Required?: Publication Date: Information EXPLANATION OF ISSUE The Budget Committee will receive an update on the City's financial status and follow-up on previous discussion topics. •Presentation of FY24 unaudited fiscal results •Presentation of fiscal results through September 30, 2024 •Discussion of Participatory Budgeting •Discussion of Q1 Supplemental Budget ACTION REQUESTED 1. Provide direction and input on participatory budgeting 2. Provide input on the Q1 Supplemental Budget that Council will take action on. BACKGROUND INFORMATION Dates of Previous and Potential Future Considerations The Budget Committee held its last meeting on May 20, 2024. The meeting agenda was developed from Budget Committee discussions during the Fiscal Year 2025 budget development. Public Involvement The Budget Committee plays a key role in providing community input for the City's budget development process. It also serves as a venue for public comment. ALTERNATIVES & RECOMMENDATION Not applicable ADDITIONAL RESOURCES Attachments Budget Committee Presentation ,. . , _ , , . . 4 , „. . 4:449k.2.4. . • i., , kms . 1, ,, . it ,...__� � 7- ..,,,..1• ADOPTED st1 ,... _ . A i e---, BUDGET . ic, .. • FY 2024-2025 t. .....e.- 11 ' '' ' Pr' 1, . . •' ' 4411 • f. i' I t f • - d :4 a CITY OF " Tigard Budget Updates October 22, 2024 Today's Agenda • Welcome the Budget Committee members to Council Workshop • FY24 Unaudited Year End Financial Update • FY25 Q1 Financial Update • Participatory Budgeting • Q1 Budget Supplemental — FY24 Unaudited Year End Financial Update YTD Revenue & Expense Summary June 30,2024-100%of Year Complete • Overall, revenues and expenses were within Percent of Actual to Budget budget. General Fund • Expenses for Special Revenue Enterprise, and Capital Projects Funds are well below budget Enterprise Fund primarily due to the timing of capital project delivery. Special Revenue Fund • Revenues in Special Revenue Funds and Internal Service Fund Internal Service Funds exceeded budget due to higher-than-expected development related Debt Service Fund revenue SDC and Engineering Plan Review. Town Center Development Agency • Capital Project revenues were below budget due to the timing of grants for capital Capital Project Fund projects • Interest earnin s totaled $10.6M exceeding Total for all Funds budget by $2.n4. 0% 20% 40% 60% 80% 100% 120% 140% 160% •Revenues •Expenses CITY OF 111 Tigard — FY24 Unaudited Year End Financial Update Historical GF Revenues 50 • For FY24, total general fund revenue increased by 5.0% from 40 - the prior year. • Revenue sources are consistent = 30 year-over-year, with the exception of intergovernmental revenue that 20 consists of one-time grants. 10 • Interest earnings continue to be strong over the last two years. _ FY21 FY22 FY23 Unaudited FY24 Budget FY24 YTD FY25 •Property Tax •Franchise Fee •License and Permits•Intergovernmental •Charges for services•Fines&Forfeitures •Interest Earnings ■Miscellaneous CITY OF Tigard — FY24 Unaudited Year End Financial Update YTD General Fund Revenues June 30, 2024 - 100%of Year Complete Percent of Actual to Budget • Overall, budgeted general fund ' revenue was fairly accurate with a Taxes , variance of only 1 % below budget. Franchise Fees Licenses&Permits s • The largest shortfall primarily due ' Intergovernmental to a decrease in fines & forfeitures Charges for Services i with a budget variance of 44% or Fines&Forfeitures I 1 $872k. Investment Earnings I • Franchise Fees and Interest Other Revenue l; Earnings exceeded budget by Transfers In I $1 .1M. Total Revenue Is I 0% 20% 40% 60% 80% 100% 120% 140% 160% 180% CITY OF Tigard — FY24 Unaudited Year End Financial Update YTD General Fund Expenditures June 30, 2023 - 100%of Year Complete Percent of Actual to Budget • Overall General Fund expenses were 91 % within budget. Note, Policy&Administration 10% expense savings assumption - was used in FY25 budget. Community Development • Budget savings primarily in Policy Police & Administration and Transfers. - Library Transfers Out Total Expenditures 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% - " CITY OF Tigard — — FY25 Q1 Financial Update YTD Revenue & Expense Summary September 30, 2024 - 25%of Year Complete • Transfers Out below Percent of Actual to Budget budget due to timing. General Fund ---1 M 1 Enterprise Fund I I I • Property tax received in Special Revenue Fund I S November/December Internal Service Fund I 1 will increase revenues for Debt Service Fund General Fund, Debt Town Center Development Agency • Service, and TCDA in Q2. • Capital Project Fund I • Total for all Funds • Expenses are tracking • within budget. 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ■Revenue ■Expenses CITY OF Tigard — FY25 Q1 Financial Update YTD General Fund Revenues September 30,2024-25%of Year Complete Percent of Actual to Budget • Total YTD revenue of $3.0M. Taxes ] s • Property tax received in Franchise Fees November/December. Licenses&Permits I 8 • Uptick in fines in the first Intergovernmental quarter, but still lower than ' projected. Anticipate further Charges for Services I shortfalls this fiscal year due Fines&Forfeitures I • to vendor transition. Investment Earnings I • Other revenue appears high, Other Revenue but only $20K ahead of ' Transfers In budget. ' Total Revenue S 0% 10% 20°A 25% 30% 40% 50% 60% 70% 80% 90% 100% CITY OF Tigard — FY25 Q1 Financial Update YTD General Fund Expenditures September 30, 2024 - 25% of Year Complete Percent of Actual to Budget • General fund programs — , are tracking within Policy&Administration ; budget. Community Development s • Transfers Out over - budget due to timing. Police • _ • Library • Transfers Out I Total Expenditures j 0% 10% 20'rM'. 0% 40% 50% 60% 70% 80% 90% 100% CITY Ti and g Participatory Budgeting — What is Participatory Budgeting? Participatory budgeting is a democratic process in which community members decide how to spend part of a public budget. — What are examples of other cities using participatory budgeting? Some City's have democratic process in which community members have a direct say in how to allocate a set amount of funds for a capital project ranging from $ 100K - $ 1M . — Common Themes • A specific pool of money must be allocated, potentially taking funds away from other programs or projects. • Well defined criteria for selecting projects. • Only 1 outcome can be selected from a "menu " of options. How could Tigard incorporate Participatory Budgeting? • Social services/community grant. • Budget committee or Council could allocate a specific amount of funds to go through a participatory selection process where one not-for- profit agency is awarded a grant. • One grantee selected through a voting process. — Things to consider • Participatory budgeting can turn into popularity contest rather than aligning to Council goals and priorities • Trade-offs would need to be considered to divert funding from existing programs. • City teammate capacity to administer and oversee program. Q1 Budget Supplemental eTi,,,,, - Carryforwards from FY24 to FY25 Budget ■ Community Development • Information Technology ■ Tigard HOME • ISF Replacements ■ TYLER Consultant • GIS Professional Services ■ Arborist Services • Library/PW Auditorium A/V Upgrade ■ City Management ■ Community Events transfer • Public Works ■ Emergency Services Transition ■ Finance plan ■ Cost allocation plan Capital Improvement Program - Carryforward CIP 91024 Library HVAC system CIP 92059 Universal Plaza CIP 92064 Steve Street Park CIP 92065 Lasich Park Property Development Plan CIP 92067 Bagan Park CIP 93061 Cured in Place Pipe CIP 94046 Kruger Creek Stabilization CIP 94049 Red Rock Creek Stabilization CIP 94053 Environmental Compliance & Mitigation Bank Program CIP 95071 Murdock Street Sidewalk and Stormwater Improvements CIP 95079 Safe Streets and Roads for All (SS4A) CIP 96060 Generator Replacement at Canterbury Pump Station CIP 96066 Water Treatment Plant & RIPS Generator CITY OF it Tigard - Capital Improvement Program - Carryforward Plus New CIP 92063 River Terrace Community Parks • FY24 Fund transfer: $23,955 CIP 92068 Cook Park Accessible Boat Ramp • New Request: $40,000 CIP 95072 72nd Avenue Pre-Design • New Request: $25,000 CIP 95080 Power to the Pedal Pilot Project • New Request: $1 ,020 - New requests for Budget Appropriation ■ Library ■ On-call staff increase ($27.7k) ■ Friends of Library Contributions ($10k) ■ CIP 93003 Sanitary Sewer Major Maintenance Program ($200k) ■ Anticipated extensive repair was found and will require additional external contractor assistance for replacement. — Q1 Budget Supplementals • Total Appropriations increase of $ 10,790, 599- of which $3,015,493 are transfers of funding . • Q1 : Carryforwards of $7,447, 504, new requests $327,602. • Includes correction of $ 1 ,708,507 with a net zero effect to reappropriate pandemic fund expenses in the General Fund. a Tiga°rd • A 116. • • 'I.&. ../A111111111116k. • Questions? --„. •,,.,...„., .,. •;,;__,_ 1/4,4.13 i. 4..7 1..'....i ' . -—- '..-'..4%illit, •' .4 - ''. .r• : .,Sistg..._t. 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SUPPLEMENTAL PACKET FOR OCTOBER 22, 2024 ITEM NO. 4 YTD Revenue& Expense Summary June 30,2024-100%of Year Complete Percent of Actual to Budget 100% General Fund 1 1 1 1 Enterprise Fund 1 1 Special Revenue Fund 1 1 Internal Service Fund 1 1 Debt Service Fund 1 Town Center Development Agency =mmlim I Capital Project Fund I I I Total for all Funds 0% 20% 40% 60% 80% 100% 120% 140% 160% ■Revenue ■Expenses REVENUES EXPENSES % % FUND TYPE Actual BUDGET ACTUAL BUDGET General Fund General $ 40,895,857 98% $ 40,731,969 i 91% Enterprise Fund Enterprise 53,850,466 102% 100,029,406 79% Special Revenue Fund Special Revenue 44,565,279 144% 29,706,825 64% Internal Service Fund Internal Service 32,637,597 110% 30,692,602 83% Debt Service Fund Debt Service 2,851,642 92% 2,653,185 100% Town Center Development Agency TCDA 2,821,840 116% 3,047,342 27% Capital Project Fund Capital Project 12,565,210 45% 28,507,599 61% Total for all Funds $ 190,187,890 108% $ 235,368,928 75% Historical GF Revenues 50 40 30 0 c 0 20 10 FY21 FY22 FY23 Unaudited FY24 Budget FY24 YTD FY25 ■Property Tax ■Franchise Fee •License and Permits•Intergovernmental ■Charges for services■Fines&Forfeitures •Interest Earnings •Miscellaneous Unaudited Revenues FY21 FY22 FY23 FY24 Budget FY24 YTD FY25 Property Tax 17,778,222 18,404,753 19,024,176 19,808,254 19,931,900 99,483 Franchise Fee 6,980,858 7,272,781 7,883,123 8,199,638 7,570,700 554,477_ License and Permits 1,404,096 1,393,954 1,269,212 1,363,360 ' 1,903,200 127,867_ Intergovernmental 10,289,174 14,578,046 7,371,863 7,775,227 7,737,600 1,485,184_ Charges for services 316,752 312,240 309,128 471,365 275,200 25,714_ Fines& Forfeitures 1,363,215 1,872,103 1,726,596 1,131,186 2,003,000 320,472_ Interest Earnings 169,221 (535,135) 1,112,799 1,684,956 1,247,100 251,021_ Miscellaneous 140,282 454,721 66,032 272,871 280,000 158,170 Transfers In 193,091 309,000 189,000 189,000 823,217 -_ 38,634,911 44,062,463 38,951,929 40,895,857 41,771,917 3,022,388 YTD General Fund Revenues June 30,2024-100%of Year Complete Percent of Actual to Budget Taxes 1 Franchise Fees 1 Licenses&Permits 1 1 Intergovernmental 1 Charges for Services 1 Fines&Forfeitures 1 1 1 Investment Earnings Other Revenue Transfers In Total Revenue 1 0% 20% 40% 60% 80% f®®% 120% 140% 160% 180% REVENUE CATEGORY BUDGET ACTUAL %OF BUDGET Taxes 19,931,900.00 19,808,253.60 99% Franchise Fees 7,570,700.00 8,199,637.92 108% Licenses & Permits 1,903,200.00 1,363,359.61 72% Intergovernmental 7,737,600.00 7,775,227.40 100% Charges for Services 275,200.00 471,365.40 171% Fines & Forfeitures 2,003,000.00 1,131,185.93 56% Investment Earnings 1,247,100.00 1,684,956.04 135% Other Revenue 280,000.00 272,870.88 97% Transfers In 823,217.00 189,000.00 23% TOTAL REVENUES 41,771,917.00 740,895,856.78 98% YTD General Fund Expenditures June 30,2023-100%of Year Complete Percent of Actual to Budget r Policy&Administration Community Development Police Library Transfers Out Total Expenditures 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% i®®% EXPENDITURE CATEGORY BUDGET ACTUAL % OF BUDGET Policy&Administration 2,546,101.08 2,079,472.16 82% Community Development 4,976,001.08 4,657,139.44 94% Police 23,712,399.12 21,870,654.22 92% Library 8,822,179.65 8,638,792.22 98% Transfers Out 4,754,049.00 3,485,911.40 73% TOTAL EXPENDITURES 44,810,729.93 40,731,969.44 91% YTD Revenue & Expense Summary September 30,2024-25%of Year Complete Percent of Actual to Budget 250 General Fund Enterprise Fund Special Revenue Fund Internal Service Fund =MP Debt Service Fund ' Town Center Development Agency • Capital Project Fund I Total for all Funds I I 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% •Revenue •Expenses REVENUES EXPENSES %OF %OF FUND TYPE Actual BUDGET ACTUAL BUDGET General Fund General $ 3,167,401 7% $ 11,803,710 25% Enterprise Fund Enterprise $ 12,171,275 23% $ 9,902,426 16% Special Revenue Fund Special Revenue $ 8,417,309 23% $ 5,886,525 14% Internal Service Fund Internal Service $ 8,547,940 25% $ 8,207,939 22% Debt Service Fund Debt Service $ 33,235 1% $ - 0% Town Center Development Agency TCDA $ 63,419 2% $ - 0% Capital Project Fund Capital Project $ 18,840 0% $ 3,359,592 16% Total for all Funds $ 32,419,418 17% $ 39,160,193 18% YTD General Fund Revenues September 30,2024-25%of Year Complete Percent of Actual to Budget Taxes I Franchise Fees _ Licenses&Permits Intergovernmental Charges for Services Fines&Forfeitures Investment Earnings Other Revenue 1 Transfers In I 1 1 Total Revenue _ I 1 0% 10% 20°Elm 0% 40% 50% 60% 70% 80% 90% 100% REVENUE CATEGORY BUDGET ACTUAL % OF BUDGET Taxes 20,606,000.00 99,482.87 _ 0% Franchise Fees 8,920,000.00 554,477.27 6% Licenses & Permits 1,259,200.00 127,867.09 10% Intergovernmental 8,781,991.00 1,573,272.24 18% Charges for Services 102,500.00 _ 25,714.40 25% Fines & Forfeitures 1,502,000.00 320,471.77 21% Investment Earnings 1,214,452.00 251,020.97 21% Other Revenue 50,000.00 70,081.55 140% Transfers In 303,525.50 - 0% TOTAL REVENUES 42,739,668.50 3,022,388.16 7% YTD General Fund Expenditures September 30,2024-25%of Year Complete Percent of Actual to Budget Policy&Administration Community Development Police I Library 1 _ I Transfers Out 1 Total Expenditures 1 0% 10% 20%25/:0% 40% 50% 60% 70% 80% 90% 100% EXPENDITURE CATEGORY BUDGET ACTUAL % OF BUDGET Policy&Administration 3,120,850.78 533,330.23 17% Community Development 6,237,226.92 1,114,531.48 18% Police 25,582,834.76 6,298,205.57 25% Library 10,553,973.49 2,828,803.04 27% Transfers Out 1,284,840.08 1,028,840.00 80% TOTAL REVENUES 46,779,726.03 11,803,710.32 25% AIS-5589 5. Workshop Meeting Meeting Date: 10/22/2024 Length (in minutes): 15 Minutes Agenda Title: Public Hearing: Consider Resolution to Adopt the City of Tigard Q1 Budget Supplemental Authored By: Kalena Plath Presented By: Eric Kang, Finance Director and Kalena Plath,Budget Manager Item Type: Resolution Public Hearing Public Hearing Yes Legal Ad Required?: Publication Date: 10/17/2024 Information EXPLANATION OF ISSUE Presenting the FY 2025 First Quarter Budget Supplemental to the City Council for review and adoption. ACTION REQUESTED Finance recommends that City Council adopt the FY 2025 First Quarter Budget Supplemental. BACKGROUND INFORMATION Dates of Previous and Potential Future Considerations This is the first time the City Council has been presented with this information. Public Involvement Impacts (Community, Budget, Policies and Plans/Strategic Connection) KEY FACTS AND INFORMATION SUMMARY The following is the summary of items that require council action for FY 2025 First Quarter Budget Supplemental: Carryforwards from FY24 Budget: Q1CD01 Tigard HOME- Lack of personnel delayed the creation and adoption of new city ordinance related to housing and associated code changes. ($40k) Q1 CD02 Tyler implementation consultant services- Consult services to support the TYLER/EPL transition. ($7.5k) Q1 CD03 Arborist Services- Previous arborist contract expired and requires informal RFP; this service is utilized on an as-needed basis. ($7.2k) Q1FIN01 Cost Allocation Plan Study- External consultant to conduct an indirect cost allocation study plan; department staff turnover delayed the plan. ($50k) Q1IT01 IT ISF Replacements- Carryforward part of the unused balance from the internal service replacement IT funds, as planned IT inventory was not replaced per the schedule due to staffing changes. ($1.75M) Q1IT02 GIS Professional Services- Consultant to assist with Equity mapping toolkit to support the City's Racial Equity Action Plan- was not done in FY24. ($16k) Q1IT03 GIS Professional Services- Need identified in FY24 for consultant to design and configure upgrades needed for City's main web mapping and proof of concept for the Automatic Vehicle Location services. Planned to reallocate from other FY24 planned project appropriations, but was unable to get project started, so requesting to carryforward unspent appropriation with this purpose in mind. ($70k) Q1IT04 Library& PW A/V Upgrade- Needed update of both the Library's Burgess Room and the Public Works Auditorium that did not occur in FY24. ($100k) Q1PW01 Emergency services transition plan development& assistance- Succession planning for upcoming transition of critical long-tenured staff. Originally planned and budgeted half of this transition in FY24,with half in FY25 but moving all into FY25. ($65k) CIP 91024 Library HVAC System- Construction has been delayed- staff intends to re-bid this project,which might require an additional request on a future supplemental. Currently carrying forward FY24 funds. ($548.5k) CIP 92059 Universal Plaza- Carryforward of the final funding for project closeout and asphalt testing. ($47k) CIP 92064 Steve Street Park and Trail- Project was delayed awaiting IGA and Metro grant. Carryforward of funds to FY25. ($218k) CIP 92065 Lasich Park Property Development Plan—Due to staffing availability issues, this project was delayed and will resume in FY25. ($101k) CIP 92067 Bagan Park- Project was delayed awaiting IGA and Metro grant. Carryforward of funds to FY25. ($90k) CIP 93061 Cured in Place Pipe- Initial project was delayed and is now carrying forward into FY25. ($59k) CIP 94046 Kruger Creek Stabilization- Project contractor was delayed in FY24, but this project is on track to be completed in FY25. ($540k) CIP 94049 Red Rock Creek Stabilization and Enhancement- Easement negotiations moved the project schedule out, carrying forward FY24 expenditure available. ($1.390M) CIP 94053 Environmental Compliance & Mitigation Bank Program- Delayed project due to VCEF fee-in-lieu was not paid as anticipated. Pushing the start of project into FY25. ($420k) CIP 95071 Murdock Street Sidewalk and Stormwater Improvements- Right of way acquisition delays and unanticipated design issues delayed project. ($118k) CIP 95079 Safe Streets and Roads for All (SS4A)- Project was delayed due to contracting and IGAs across jurisdictions taking longer than anticipated. ($87.5k) CIP 96060 Generator Replacement at Canterbury Pump Station- Unanticipated delays pushed project construction out. ($87k) CIP 96066 Water Treatment Plant & RIPS Generator- Project is managed by City of Lake Oswego, carrying forward unspent appropriation to be available at project completion. ($660k) Carryforwards (CF) from FY24 Budget with additional Appropriation (or fund transfer) requests: CIP 92063 River Terrace Community Parks- Original purchase agreement was amended to full amount due at substantial completion. Amount originally budgeted for FY24 needs to carryforward. Transfer of funding resources reducing Parks SDC and increasing funding from the remaining balance in the Parks Bond fund- to deplete this fund. *Note total project is not increasing just changing funding source. (CF: $951,045, plus fund transfer: $23,955) CIP 92068 Cook Park Accessible Boat Ramp —Funding change from State Marine Board to OR Dept of Fish and Wildlife, has increased the City's match portion by$40k. Carryforward the unexpended funds from FY24. (CF: $60,000, plus $40,000) CIP 95072 72nd Avenue Pre-Design- Project had a prior consultant expense that was not correctly accounted for,with this correction the project budget requires an increase of$25,000 to bring the correct available budget. (CF: $16,000 plus $25,000) CIP 95080 Power to the Pedal Pilot Project- Reducing FY25 budget to reconcile FY24 spending, also adding new microgrant from ODOT Innovative Mobility program. (CF: $-4,241 plus $1,020) New Requests: Q1LIB01 On-call staffing needs- Consistently higher (143% calendar year to date) leave usage has left the library's circulation division with un-staffed hours that require additional on-call staffing to maintain daily operations. ($27.7k) Q1LIB02 Library Contributions- Materials are purchased during the year utilizing funding from Friends of the Library, adding this expenditure to match revenue which is already budgeted for FY25. ($10k) CIP 93003 Sanitary Sewer Major Maintenance Program- City crews have located a hole in a sewer line; however, they were unable to fully diagnose the extent of the damage and are anticipating an extensive replacement. This, in addition to the need for external contractor assistance due to the location of the line,will require additional funding not planned for. ($200k) Correction of Funding: Q1CM01 Community Events- Originally budgeted in Diversity Equity Inclusion &Belonging, moving into Strategic Initiatives ($20k; net zero) Q1FIN02 Transfer Pandemic Relief Fund Appropriations - Funds originally budgeted in its separate funds to be re-appropriated into the General Fund, $790K towards Climate Resiliency and $620K for Library HVAC Project. ALTERNATIVES & RECOMMENDATION Finance recommends the City Council adopts this Supplemental budget resolution, to ensure that projects are able to be completed and planned operations that were delayed can continue. ADDITIONAL RESOURCES r - Fiscal Impact Cost: $10,790,599 Budgeted (yes or no): No Where Budgeted (department/program): N/A Additional Fiscal Notes: The FY 2025 First Quarter Supplemental will increase the overall city budget by$10,790,599 across 16 funds. Capital improvements total$5,631,779. Please note this also includes transfers between funds of $3,015,493. The increase in the expenditures is supported from a combination of unanticipated beginning fund balances from the carryforward of FY24 budget,grants, and reserves for future expenditures. Please refer to Exhibit C which summarizes the fiscal impact of this supplemental budget by fund. Attachments Exhibit A- Supplemental Requests Exhibit B - CIP Supplemental Requests Exhibit C -Appropriation Changes Resolution Presentation CITY OF TIGARD - BUDGET SUPPLEMENTAL 10/14/2024 FY 2025 Supplemental Budget Request Quarter: 1 Item# Dept Fund Division Request Title Request Increase(+)/ Amount Detailed Description Reason Decrease(-) Q1CD01 388-Community 100-GENERAL FUND 3000-Community Development Carry forward for Tigard HOME CARRYFORWARD Increase(+) $ 40,000.00 Fund to write and adopt new citywide Start of code development(HOME)was delayed due to Development Planning ordinance related to housing and lack of personnel to complete the work. associated code chances. Q1CD02 388-Community 100-GENERAL FUND 3000-Community Development Carry forward for Tyler CARRYFORWARD Increase(+) $ 7,500.00 Consultant services to support Tyler/EPL Development Plannina transition Q1CD03 388-Community 100-GENERAL FUND 3000-Community Development Carry forward Arborist Services CARRYFORWARD Increase(+) $ 7,200.00 Contract for professional arborist services Both arborist contracts expired and needed to go back Development Planning for use on a case-by-case basis for an informal RFP Q1CM01 403-City 100-GENERAL FUND 1800-Strategic Initiatives Change of Acctg-Community Events TRANSFER Increase(+) $ 20,000.00 Remove City Community Events from These events are charging all City depts,including Management Central Services and place into the Strateoic Initiatives division Enterprise funds. Q1CM01 403-City 600-CENTRAL 1700-Diversity Equity Inclusion Change of Acctg-Community Events TRANSFER Decrease(-) $ (20,000.00)Remove City Community Events from These events are charging all City depts,including Management SERVICES FUND &Belonging Central Services and place into the Enterprise funds. Strateaic Initiatives division Q1FINO1 390-Finance& 600-CENTRAL 2000-Finance&Info.Services Cost allocation plan study CARRYFORWARD Increase(+) $ 50,000.00 The funds will be used to conduct a Court SERVICES FUND Admin. indirect cost allocation plan study using Work was unable to begin in FY24 due to staff turnover. an external consultant. Q1FINO2 XXX-Multiple 290-PANDEMIC 0000-Fund Level Rev&Exp Transfer Pandemic Relief Fund Appropriations TRANSFER Decrease(-) $ 1,708,507.00 To eliminate appropriations in pandemic RELIEF FUND relief fund due to error in prior year budget.Funds weren't moved from General Fund to Pandemic Fund in FY24. Transfer appropriations from Pandemic Relief to General Current Year appropriations in Pandemic Fund Funds will be added to General Fund and close out the Pandemic Relief Fund. Q1FINO2 XXX-Multiple 100-GENERAL FUND 1800-Strategic Initiatives Transfer Pandemic Relief Fund Appropriations TRANSFER Increase(+) $ 790,000.00 Reappropriate pandemic relief expenses Transfer appropriations from Pandemic Relief to General related to Climate to General Fund. Fund Q1FINO2 XXX-Multiple 100-GENERAL FUND 8000-CIP/Contingency Transfer Pandemic Relief Fund Appropriations TRANSFER Increase(+) $ 620,000.00 Reappropriate transfer of Pandemic Transfer appropriations from Pandemic Relief to General Funds for Library HVAC project to be Fund paid from General Fund Q1FINO2 XXX-Multiple 100-GENERAL FUND 0000-Fund Level Rev&Exp Transfer Pandemic Relief Fund Appropriations TRANSFER Decrease(-) $ 298,507.00 Remove transfer-in to the General Fund Transfer appropriations from Pandemic Relief to General from Pandemic Relief Fund Fund Q1ITO1_ISF 398-Information 605-INFORMATION 2310-ISF Information Carryforward FY24 ISF Replacements CARRYFORWARD Increase(+) $ 1,750,000.00 Replacement of hardware and IT IT inventory was not replaced on schedule,but still Technology TECH REPLACEMENT Technology inventory requires replacement-so moving forward the FY24 appropriation to allow for replacement in FY25. Q1ITO2 398-Information 600-CENTRAL 2300-Information Technology GIS Professional Services CARRYFORWARD Increase(+) $ 16,000.00 GIS Professional technical services for The GIS team staffing resources are presently maxed out Technology SERVICES FUND the Equity Mapping Toolkit Project. and will continue to be for the next 12 months in order to ensure successful design and configuration supporting GIS modules in Tyler applications as the overall project schedule is pushed out into 2025. The Equity Mapping Toolkit Project is also a priority as it supports the City's Racial Equity Action Plan implementation and will require professional services to completely in a timely manner. Exhibit A 1 of 3 CITY OF TIGARD - BUDGET SUPPLEMENTAL 10/14/2024 FY 2025 Supplemental Budget Request Quarter: 1 Item# Dept Fund Division Request Title Request Increase(+)/ Amount Detailed Description Reason Decrease(-) Q1ITO3 398-Information 600-CENTRAL 2300-Information Technology GIS Professional Services CARRYFORWARD Increase(+) $ 70,000.00 GIS Professional technical services for It was identified in FY2024 the need for web mapping Technology SERVICES FUND upgrades to the city's main web mapping pp g applications and AVL proof of concept application upgrade,which is a priority to due pending project. legacy framework deprecations and poses a risk for support browser environments. Additionally proof of concept is needed for the GIS Automatic Vehicle Location (AVL)project to prove the business case for future GIS augmentation and analysis of fleet using AVL.The GIS team does not have the ability to complete this internally and requires external support to successfully design and configure this project.Due to its priority-expense appropriation was reallocated from other projects to allow for the completion of this,however,the work was unable to be completed in FY24 and is requested to be carryforward into FY25 for this new purpose. Q1ITO4 403-City 100-GENERAL FUND 1800-Strategic Initiatives Carryforward of Library&PW A/V Update CARRYFORWARD Increase(+) $ 100,000.00 Upgrade Burgess Room&PW Auditorium Management Audio/Video Equipment.Originally appropriated in Pandemic Funds, Not started in FY24,need to move to FY25. carryforward and reappropriate in General Fund. Q1LIB01 408-Library 100-GENERAL FUND 5300-Circulation Increase to On-call budget NEW(A) Increase(+) $ 27,627.00 Circulation has had 143%more leave usage this calendar year which was an unanticipated increase after the FY25 budget was already submitted.On-call employee coverage of planned and unplanned absences are the The request is for an additional$27,627 only way to maintain daily operations.Based on the to the PT-Temporary/On-call Budget. current trend,this will require an additional$15,442.Due to a PCN error,Circulation was left with an unfillable 0.4 FTE that is needed for daily operations,and will require on-call coverage costing$12,185.This portion will be offset by savings in the PT-Regular salary line since the unfillable 0.4 FTE was funded in the FY25 Budget. Q1LIB02 408-Library 100-GENERAL FUND 5000-Library Administration Library Contributions-from FOL NEW(A) Increase(+) $ 10,000.00 Library materials purchases utilizing The account has not been budgeted for expenditures in a Friends of Library(FOL)donations few years,however revenues were budgeted for the past 2 years-which causes General Fund to show extra revenue that is unavailable.This entry will offset the income already entered. Exhibit A 2 of 3 CITY OF TIGARD - BUDGET SUPPLEMENTAL 10/14/2024 FY 2025 Supplemental Budget Request Quarter: 1 Item# Dept Fund Division Request Title Request Increase(+)/ Amount Detailed Description Reason Decrease(-) Q1PW01 405-Public Works 630-PUBLIC WORKS 6000-Public Works Emergency services transition plan CARRYFORWARD Increase(+) $ 65,000.00 The Emergency Services Coordinator in ADMIN FUND Administration development and assistance. Public Works will be retiring in FY25 after nearly 2 decades with Tigard. Due to the critical nature of this position and the long tenure served by the incumbant teammate,the department is seeking a transition plan for the position. This work was to begin in FY24 but was delayed due to unforseen circumstances. The PW Administration division ended FY24 with$92,498 available in the Professional/Contractual line(out of a $182,000 budget)due to this work not starting on time. Overall the division Work was unable to begin in FY24 due to unforeseen ended the year with just over$203k of available budget left. As such,Public circumstances. Works is asking to move$65,000 of unanticipated beginning fund balance in the Public Works Administration Fund into the PW Admin's Professional/Contractual line to fully cover this work. The work is estimated at$130,000(via a consulant)and the department already has the other half- $65,000-budgeted for FY25. This move would make the division whole for the needed work. Q1TCDA01 391-TCDA- 945-TRIANGLE 9000-Urban Renewal Carryforward Development Assistance awarded CARRYFORWARD Increase(+) $ 565,000.00 Family Promise of Tualatin Valley was Triangle CAPITAL FUND to Family Promise of Tualatin Valley awarded$1 million in development assistance in FY23 to help purchase a hotel property and pay for renovations to establish a transitional housing project. Recipient was unable to begin construction in FY24 due $565K was planned to be expended in to unforeseen circumstances. FY24 on the renovations,but the project was delayed until FY25 Q1TCDA02 392-TCDA-City 940-CITY CENTER 9000-Urban Renewal Carry forward TIF Improvement Grants CARRYFORWARD Increase(+) $ 164,600.00 To cover improvement grants approved Center CAPITAL FUND in FY23/24 but have not been expended. Awarded by TCDA but not expended by applicant Exhibit A 3 of 3 CITY OF TIGARD - BUDGET SUPPLEMENTAL CIP 10/14/2024 FY 2025 Supplemental Budget Request Quarter: 1 Item# Dept Fund Division Expense Object Request Title Request Increase(+)/ Amount Detailed Description Reason Code/Account Decrease(-) Q1CIP01 406-Capital 400-FACILITIES 8000-CIP/Contingency 56005 Work in Progress CIP 91024 Library HVAC System CARRYFORWARD Increase(+) $548,500.00 Carryforward$548,500 from 100-General Fund.Staff Construction has been delayed until the required Improvement FUND intends to rebid construction;if bids received are higher staging area located at the Tigard Library is no Program than anticipated,there will be a new ask in a future budget longer in use by CIP 92046 Fanno Creek Trail supplemental. Q1CIP02 406-Capital 940-CITY CENTER 8000-CIP/Contingency 56005 Work in Progress CIP 92059 Universal Plaza CARRYFORWARD Increase(+) $47,000.00 Carryforward$47,000 from 940-Urban Renewal Downtown The$47,000 will be used primarily for asphalt Improvement CAPITAL FUND testing and project closeout Proaram Q1CIP03 406-Capital 420-PARKS CAPITAL 8000-CIP/Contingency 56005 Work in Progress CIP 92063 River Terrace Community Parks CARRYFORWARD Increase(+) $951,045.00 Carryforward$801,045 from 425-Parks SDC Fund and The Purchase and Sale Agreement was Improvement FUND $150,000 from 421-Parks Bond Fund.The purchase of this originally set up with half of the purchase price Program park will use the remaining balance of Fund 421-Parks due at time of purchase and half due at Bond substantial completion,so the budget was split between FY2024 and FY2025.This agreement changed to 100%due at substantial completion. It is anticipated substantial completion will be the middle of September and the entire purchase amount of$1,925,000 will be paid at that time Q1CIP03 406-Capital 420-PARKS CAPITAL CIP 92063 River Terrace Community Parks NEW(A) Increase(+) $23,955.00 In addition to carryforward from 421-Parks Bond Fund, Same as above-(addtl interest earned) Improvement FUND adding the total amount remaining in beginning fund Program balance in order to use 100%of the 2010 Parks Bond.This resulted in a lower amount of carryforward from 425-Parks SDC Fund Q1CIP04 406-Capital 420-PARKS CAPITAL 8000-CIP/Contingency 56005 Work in Progress CIP 92064 Steve Street Park and Trail CARRYFORWARD Increase(+) $218,000.00 Carryforward$25,000 from 425-Parks SDC Fund and Project needed to wait for the award of the Improvement FUND $193,000 from the Metro Local Share Grant Metro grant and the execution of an IGA before Program design work could begin.This action moves the unspent appropriated funds to FY2025 Q1CIP05 406-Capital 420-PARKS CAPITAL 8000-CIP/Contingency 56005 Work in Progress CIP 92065 Lasich Park Property Development Plan CARRYFORWARD Increase(+) $101,000.00 Carryforward$101,000 from 425-Parks SDC Fund This project was delayed due to staff Improvement FUND availability.This action moves unspent Proaram aoorooriated funds to FY2025 Q1CIP06 406-Capital 420-PARKS CAPITAL 8000-CIP/Contingency 56005 Work in Progress CIP 92067 Bagan Park CARRYFORWARD Increase(+) $90,000.00 Carryforward$90,000 from the Metro Local Share Grant Project needed to wait for the award of the Improvement FUND Metro grant and the execution of an IGA before Program design work could begin.This action moves the unspent appropriated funds to FY2025 Q1CIP07 406-Capital 420-PARKS CAPITAL 8000-CIP/Contingency 56005 Work in Progress CIP 92068 Cook Park Accessible Boat Ramp CARRYFORWARD Increase(+) $60,000.00 Decrease the Oregon State Marine Board Grant by The Oregon State Marine Board transferred a Improvement FUND $165,500 and add$220,500 from the newly-awarded large portion of the grant to Oregon Program Oregon Department of Fish and Wildlife grant,carrying Department of Fish and Wildlife.This action forward the remaining$55k from FY24 and the remaining removes the amount that is no longer from the $5k from SDC FY24 funding OR State Marine Board,and accepts the Federal money from the Oregon Department of Fish and Q1CIP07 406-Capital 420-PARKS CAPITAL 8000-CIP/Contingency 56005 Work in Progress CIP 92068 Cook Park Accessible Boat Ramp NEW(A) Increase(+) $40,000.00 Increase the project by$40,000 from 425-Parks SDC Fund Timing of the grants has forced a larger match Improvement FUND for the increased match requirement requirement from 425-Parks SDC Fund Program Q1CIP08 406-Capital 500-SANITARY 8000-CIP/Contingency 56005 Work in Progress CIP 93061 Cured in Place Pipe(CIPP)Project CARRYFORWARD Increase(+) $59,000.00 Carryforward$44,000 from 500-Sanitary Sewer Fund and Project started later in FY2024 than anticipated Improvement SEWER FUND $15,000 from 510-Stormwater Fund due to staff availability.This action moves the Program unspent appropriated funds to FY2025 Q1CIP09 406-Capital 510-STORMWATER 8000-CIP/Contingency 56005 Work in Progress CIP 94046 Kruger Creek Stabilization CARRYFORWARD Increase(+) $540,000.00 Carryforward$178,000 from 500-Sanitary Sewer Fund and The contractor was not able to complete all of Improvement FUND $362,000 from 510-Stormwater Fund the work scheduled for FY2024.The project is Program on track to be completed in FY2025.This action moves the unspent appropriated funds to FY2025 Q1CIP10 406-Capital 510-STORMWATER 8000-CIP/Contingency 56005 Work in Progress CIP 94049 Red Rock Creek Stabilization and CARRYFORWARD Increase(+) $1,390,000.00 Carryforward$500,000 from 500-Sanitary Sewer Fund and Easement negotiations have taken longer than Improvement FUND Enhancement $890,000 from 510-Stormwater Fund expected,delaying the project schedule.This Program action moves the unspent appropriated funds to FY2025 1 of 2 CITY OF TIGARD - BUDGET SUPPLEMENTAL CIP 10/14/2024 FY 2025 Supplemental Budget Request Quarter: 1 Item# Dept Fund Division Expense Object Request Title Request Increase(+)/ Amount Detailed Description Reason Code/Account Decrease(-) Q1CIP11 406-Capital 510-STORMWATER 8000-CIP/Contingency 56005 Work in Progress CIP 94053 Environmental Compliance&Mitigation CARRYFORWARD Increase(+) $420,000.00 Carryforward$420,000 from 510-Stormwater Fund The VCEF fee-in-lieu payment to Clean Water Improvement FUND Bank Program Services was not paid as anticipated in FY2024. Program This action moves the unspent appropriations to FY2025 Q1CIP12 406-Capital 460- 8000-CIP/Contingency 56005 Work in Progress CIP 95071 Murdock Street Sidewalk and Stormwater CARRYFORWARD Increase(+) $118,000.00 Carryforward$103,000 from 205-City Gas Tax Fund and Unanticipated conflicts with high-pressure gas Improvement TRANSPORTATION Improvements $15,000 from 510-Stormwater Fund line delayed final design efforts.In addition Program CIP FUND Right-of-way acquisition started later than anticipated.This action moves the unspent appropriations to FY2025 Q1CIP13 406-Capital 460- 8000-CIP/Contingency 56005 Work in Progress CIP 95072 72nd Avenue Pre-Design CARRYFORWARD Increase(+) $16,000.00 Carryforward$16,000 from 405-Transportation During the FY2025 budget process,the Project Improvement TRANSPORTATION Development Tax Fund Manager estimated the amount needed in Program CIP FUND FY2024 and the remainder was moved to FY2025 at that time.There is$16,000 remaining from FY2024;this action moves the unspent appropriations to FY2025 Q1CIP13 406-Capital 460- 8000-CIP/Contingency 56005 Work in Progress CIP 95072 72nd Avenue Pre-Design NEW(A) Increase(+) $25,000.00 Increase the project budget by$25,000 from 405- A design consultant was hired in FY2023 with a Improvement TRANSPORTATION Transportation Development Tax small scope for $20,000.When budgeting the Program CIP FUND project in FY2024,the prior expense was not accounted for correctly,leaving a shortfall in budget to cover the existing design contract. This action corrects the available budget to complete the required work Q1CIP14 406-Capital 460- 8000-CIP/Contingency 56005 Work in Progress CIP 95079 Safe Streets and Roads for All(SS4A) CARRYFORWARD Increase(+) $87,500.00 Carryforward$20,500 from 100-General Fund as required Contracting process and IGA's with multiple Improvement TRANSPORTATION match for the Federal Highway Administration Grant. jurisdictions took longer than anticipated.This Program CIP FUND actions moves the unspent appropriations to Carryforward$67,000 from Federal Highway FY2025 Administration Grant Q1CIP15 406-Capital 460- 8000-CIP/Contingency 56005 Work in Progress CIP 95080 Power to the Pedal Pilot Project CARRYFORWARD Decrease(-) -$4,241.00 Decrease the amount remaining in the PGE Drive Change There was more spent against this grant in Improvement TRANSPORTATION Fund Grant FY2024 than anticipated.This deduction in Proaram CIP FUND FY2025 corrects the remainina aoorooriation Q1CIP15 406-Capital 460- 8000-CIP/Contingency 56005 Work in Progress CIP 95080 Power to the Pedal Pilot Project NEW(A) Increase(+) $1,020.00 Increase the project by$1,020 from the ODOT Innovative The city was awarded an ODOT Innovative Improvement TRANSPORTATION Mobility Program(IMP)Microgrant Mobility Program(IMP)Microgrant.This action Proaram CIP FUND recoanizes the arant Q1CIP16 406-Capital 532-WATER CIP 8000-CIP/Contingency 56005 Work in Progress CIP 96060 Generator Replacement at Canterbury Pump CARRYFORWARD Increase(+) $87,000.00 Carryforward$87,000 from 530-Water Fund Land Use requirements have taken longer than Improvement FUND Station anticipated.This action moves the unspent Proaram aoorooriations to FY2025 Q1CIP17 406-Capital 532-WATER CIP 8000-CIP/Contingency 56005 Work in Progress CIP 96066 Water Treatment Plant&RIPS Generator CARRYFORWARD Increase(+) $660,000.00 Carryforward$660,000 from 530-Water Fund This project is managed by the City of Lake Improvement FUND Oswego.Lake Oswego will bill the City of Tigard Program at project completion.This action moves the ansnent annronriationc to FY7n75 2 oft Q1CIP01-CIP 91024-Library HVAC System Project Need:An engineering review completed in 2021 confirmed that the heating and cooling system has reached the end of its useful life. Project Description:The recommendation is a complete redesign that would provide adequate cooling for the next 20 years;replacing the RTUs with the addition of an air-cooled chiller to ensure adequate cooling.The primary benefits include cooling derived from air cooling as opposed to refrigerant which makes the system more environmentally friendly throughout its life;and the ability to control to ramp up or down depending on the cooling load. Actuals Adopted Revised Revised Revised Revised Revised Revised through Budget This Budget Projected Projected Projected Projected Projected Project FY 2024 FY 2025 Change FY 2025 2026 2027 2028 2029 2030 Total Internal Expenses Project Management - - Total - - - - - - - - - - External Expenses Public Involvement - - Land/Right of Way Acquisition - - Design and Engineering 87,000 45,000 44,000 89,000 176,000 Environmental Permit Comp. - - Construction 665,000 1,700,000 504,500 2,204,500 2,869,500 Contingency 200,000 200,000 200,000 Total 752,000 1,945,000 548,500 2,493,500 - - - - - 3,245,500 Total Project Expense 752,000 1,945,000 548,500 2,493,500 - I - - - - I 3,245,500 Revenue Funding Source 100-General Fund 752,000 726,000 548,500 1,274,500 2,026,500 290-Pandemic Relief Fund - - - - - 615-Facilities ISF Fund 119,000 119,000 119,000 980-Library Fund 600,000 600,000 600,000 Other Revenue Source Federal CDS Earmark 500,000 500,000 500,000 Total Project Revenues 752,000 1,945,000 548,500 2,493,500 - - - - - 3,245,500 Q1CIP03-CIP 92063 River Terrace Community Parks Project Description:This project is a placeholder for land acquisition,design,and construction of community park facilities at two sites.One site is likely to be located southwest of River Terrace on land purchased by the City in 2015.The location of the second site is proposed to be in the northern portion of River Terrace and will require land acquisition. The proposed funds are for land acquisition and funds for further park development will be needed as part of future CIP Development. Actuals Adopted Revised Revised Revised Revised Revised Revised through Budget This Budget Projected Projected Projected Projected Projected Project FY 2024 FY 2025 Change FY 2025 2026 2027 2028 2029 2030 Total Internal Expenses Project Management - - Total - - - - - - - - - - External Expenses Public Involvement - - Land/Right of Way Acquisition 6,000 725,000 725,000 1,450,000 1,456,000 Design and Engineering - - Environmental Permit Comp. - - Construction - - Contingency 250,000 250,000 500,000 500,000 Total 6,000 975,000 975,000 1,950,000 - - - - - 1,956,000 Total Project Expense 6,000 975,000 975,000 1,950,000 - I - - - - I 1,956,000 Revenue Funding Source 425-Parks SDC Fund 6,000 325,000 801,045 1,126,045 1,132,045 421-Parks Bond 650,000 173,955 823,955 823,955 Other Revenue Source Total Project Revenues 6,000 975,000 975,000 1,950,000 - - - - - 1,956,000 Note: Parks Bond amount is slightly higher than the carryforward to use remaining bond entirely Q1CIP04-CIP 92064 Steve Street Park and Trail Project Description:A concept plan was developed for the park in 2014.This project will construct a trail through the park connecting Steve Street and SW 84th Avenue.Development of the park includes a community garden,a play structure,and an open lawn area.The turnaround at the end of 84th Avenue will be improved providing better visibility into the park.This supports the vision statement in the City of Tigard's Strategic Plan:"Tigard:an equitable community that is walkable,healthy,and accessible for everyone." Actuals Adopted Revised Revised Revised Revised Revised Revised through Budget This Budget Projected Projected Projected Projected Projected Project FY 2024 FY 2025 Change FY 2025 2026 2027 2028 2029 2030 Total Internal Expenses Project Management 123,000 35,000 35,000 35,000 193,000 Total 123,000 35,000 - 35,000 35,000 - - - - 193,000 External Expenses Public Involvement - - Land/Right of Way Acquisition - - Design and Engineering 33,000 120,000 120,000 50,000 203,000 Environmental Permit Comp. - - Construction 800,000 218,000 1,018,000 300,000 1,318,000 Contingency 200,000 200,000 100,000 300,000 Total 33,000 1,120,000 218,000 1,338,000 450,000 - - - - 1,821,000 I I I I I Total Project Expense 156,000 1,155,000 218,000 1,373,000 485,000 I - I - I - 1 - I 2,014,000 Revenue Funding Source 425-Parks SDC Fund 130,000 343,000 25,000 368,000 150,000 648,000 Other Revenue Source Metro Local Share 26,000 812,000 193,000 1,005,000 335,000 1,366,000 Total Project Revenues 156,000 1,155,000 218,000 1,373,000 485,000 - - - - 2,014,000 Q1CIP05-CIP 92065 Lasich Park Property Plan and Boat Launch Feasibility Study Project Description:This project will develop a site plan for a community park at the Lasich Property.The project includes public outreach to critical stakeholder groups to identify the recreational facilities needed at the park. Concurrently,the Lasich Property will also provide public access to the Tualatin River.The slope down to the river is unstable.This project will complete a feasibility study providing options for river access and identifying the construction methodologies and estimated costs.This project as currently budgeted includes the site development plan and the river access feasibility study. Actuals Adopted Revised through Budget This Budget Projected Projected Projected Projected Projected Project FY 2024 FY 2025 Change FY 2025 2026 2027 2028 2029 2030 Total Internal Expenses Project Management 52,000 20,000 20,000 72,000 Total 52,000 20,000 - 20,000 - - - - - 72,000 External Expenses Public Involvement - - Land/Right of Way Acquisition - - Design and Engineering 142,000 135,000 91,000 226,000 368,000 Environmental Permit Comp. - - Construction - - Contingency 20,000 10,000 30,000 30,000 Total 142,000 155,000 101,000 256,000 - - - - - 398,000 I I I I Total Project Expense 194,000 I 175,000 I 101,000 I 276,000 I - I - I - I - - 470,000 Revenue Funding Source 425-Parks SDC Fund 194,000 175,000 101,000 276,000 470,000 Other Revenue Source Total Project Revenues 194,000 175,000 101,000 276,000 - - - - - 470,000 Q1CIP06-CIP 92067 Bagan Park Project Description:This project involves the design,construction,and installation of a neighborhood park off Greenburg Road in an area lacking a park within a ten-minute walk of its residents.This park is being developed ahead of other gap areas to promote equity city-wide as the neighborhood residents are more racially diverse and have a lower income than the City of Tigard as a whole.The property was purchased in 2013 with funding from the 2010 Park Bond.A site plan update will be completed to incorporate a new property that was donated to the city adjacent to the current property. Actuals Adopted Revised Revised Revised Revised Revised Revised through Budget This Budget Projected Projected Projected Projected Projected Project FY 2024 FY 2025 Change FY 2025 2026 2027 2028 2029 2030 Total Internal Expenses Project Management 90,000 30,000 30,000 30,000 150,000 Total 90,000 30,000 - 30,000 30,000 - - - - 150,000 External Expenses Public Involvement - - Land/Right of Way Acquisition - - Design and Engineering 25,000 200,000 90,000 290,000 140,000 455,000 Environmental Permit Comp. - - Construction 1,000 200,000 200,000 980,000 1,181,000 Contingency 15,000 15,000 315,000 330,000 Total 26,000 415,000 90,000 505,000 1,435,000 - - - - 1,966,000 I I I I I Total Project Expense 116,000 445,000 90,000 535,000 1,465,000 I - I - I - 1 - I 2,116,000 Revenue Funding Source 425-Parks SDC Fund 116,000 62,000 62,000 199,000 377,000 Other Revenue Source Metro Local Share 383,000 90,000 473,000 1266,000 1,739,000 Total Project Revenues 116,000 445,000 90,000 535,000 1,465,000 - - - - 2,116,000 Q1CIP07-CIP 92068 Cook Park Accessible Boat Ramp Project Need:The existing boat ramp and boarding dock was rebuilt in 1997 following the 1996 floods.The boarding docks have aged well beyond useful life and are in need of replacement.There is also a demand for a handicap accessible small craft boat launch. Project Description:This project will replace the obsolete wooden boarding docks with new technology using recycled plastic materials.The new docks will also incorporate a handicap accessible boat launch.Design,engineering,and permitting will be required before construction and installation with some requirement for sediment removal. Actuals Adopted Revised Revised Revised Revised Revised Revised through Budget This Budget Projected Projected Projected Projected Projected Project FY 2024 FY 2025 Change FY 2025 2026 2027 2028 2029 2030 Total Internal Expenses Project Management 80,000 30,000 30,000 20,000 20,000 150,000 Total 80,000 30,000 - 30,000 20,000 20,000 - - - 150,000 External Expenses Public Involvement - - Land/Right of Way Acquisition - - Design and Engineering 201,000 15,000 15,000 30,000 15,000 15,000 261,000 Environmental Permit Comp. 5,000 - 10,000 15,000 Construction 275,000 85,000 360,000 330,000 470,000 1,160,000 Contingency 20,000 20,000 20,000 30,000 70,000 Total 206,000 310,000 100,000 410,000 365,000 525,000 - - - 1,506,000 I I I I I Total Project Expense 286,000 I 340,000 I 100,000 I 440,000 I 385,000 I 545,000 I - I - I - I 1,656,000 Revenue Funding Source 425-Parks SDC Fund 208,000 101,000 45,000 146,000 60,000 72,000 486,000 Other Revenue Source OR State Marine Board-1 78,000 - 78,000 OR State Marine Board-2 239,000 (165,500) 73,500 73,500 OR Dept of Fish and Wildlife 220,500 220,500 220,500 Prop.OR State Marine Board-3 100,000 249,000 349,000 Prop.OR Parks and Rec Grant 225,000 224,000 449,000 Total Project Revenues 286,000 340,000 100,000 440,000 385,000 545,000 - - - 1,656,000 This is a new ask and a carryforward Q1CIP08-CIP 93061 Cured in Place Pipe(CIPP)Project Project Description:A cured-in-place pipe(CIPP)will be used to repair the pipes;this is a trenchless rehabilitation process. The CIPP method involves a resin type liner that is placed and cured within the pipe.The liner will also increase the structural integrity of the pipe which will extend its service life.This rehabilitation method will limit the traffic disruption compared to traditional dig and replace pipe repair methods which are also more expensive. Actuals Adopted Revised through Budget This Budget Projected Projected Projected Projected Projected Project FY 2024 FY 2025 Change FY 2025 2026 2027 2028 2029 2030 Total Internal Expenses Project Management 14,000 20,000 6,000 26,000 40,000 Total 14,000 20,000 6,000 26,000 - - - - - 40,000 External Expenses Public Involvement - - Land/Right of Way Acquisition - - Design and Engineering 17,000 50,000 20,000 70,000 87,000 Environmental Permit Comp. - - Construction 70,000 70,000 70,000 Contingency 240,000 33,000 273,000 273,000_ Total 17,000 360,000 53,000 413,000 - - - - - 430,000 I I I Total Project Expense 31,000 I 380,000 I 59,000 I 439,000 I - I - I - I - - 470,000 Revenue Funding Source 500-Sanitary Sewer Fund 23,000 757,500 44,000 801,500 824,500 510-Stormwater Fund 8,000 252,500 15,000 267,500 275,500 Other Revenue Source Total Project Revenues 31,000 1,010,000 59,000 1,069,000 - - - - - 1,100,000 Q1CIP09-CIP 94046 Kruger Creek Stabilization Project Description:Based on recommendations from the 2018 Stormwater Master Plan and results of the Kruger Creek Pre- Design project,this will provide for design,permitting and construction of needed stream improvements.This project implements two high-priority projects in the 2018 Stormwater Master Plan(projects 304 and 308),addressing eroding stretches of Kruger Creek from the headwaters near Bull Mountain Park to Gaarde Street. Actuals Adopted Revised through Budget This Budget Projected Projected Projected Projected Projected Project FY 2024 FY 2025 Change FY 2025 2026 2027 2028 2029 2030 Total Internal Expenses Project Management 206,000 20,000 40,000 60,000 266,000 Total 206,000 20,000 40,000 60,000 - - - - - 266,000 External Expenses Public Involvement - - Land/Right of Way Acquisition - - Design and Engineering 808,000 50,000 80,000 130,000 938,000 Environmental Permit Comp. 1,000 50,000 50,000 51,000 Construction 2,207,000 740,000 390,000 1,130,000 3,337,000 Contingency 150,000 30,000 180,000 180,000_ Total 3,016,000 990,000 500,000 1,490,000 - - - - - 4,506,000 I I I I Total Project Expense 3,222,000 1,010,000 540,000 1,550,000 I - I - I - I - - 4,772,000 Revenue Funding Source 500-Sanitary Sewer Fund 1,063,000 333,000 178,000 511,000 1,574,000 510-Stormwater Fund 2,159,000 677,000 362,000 1,039,000 3,198,000 Other Revenue Source Total Project Revenues 3,222,000 1,010,000 540,000 1,550,000 - - - - - 4,772,000 Q1CIP10-CIP 94049 Red Rock Creek Stabilization and Enhancement Project Description:Based on recommendations from the 2018 Stormwater Master Plan,and results of the completed Tigard Triangle Stormwater Implementation Plan(CIP#94044),this project is first priority to implement from a series of projects needed along the full length of Red Rock Creek in Tigard.The project will create a sustainable creek,floodplain,and vegetated corridor cross section that can withstand and contain current and future predicted storm flows while providing habitat and shading for native fish and other species.It will protect and re-bury exposed sanitary sewer lines.Excess sediment deposited in the vicinity of SW Dartmouth will be removed and the stream and wetlands restored to reduce flooding and improve stream function.Some piped creek sections will be day lighted.The new creek corridor cross section will be designed to also accommodate as possible a future Red Rock Creek Trail. Actuals Adopted Revised Revised Revised Revised Revised Revised through Budget This Budget Projected Projected Projected Projected Projected Project FY 2024 FY 2025 Change FY 2025 2026 2027 2028 2029 2030 Total Internal Expenses Project Management 167,000 15,000 15,000 30,000 15,000 100,000 40,000 10,000 362,000_ Total 167,000 15,000 15,000 30,000 15,000 100,000 40,000 10,000 - 362,000 External Expenses Public Involvement - - Land/Right of Way Acquisition 7,000 1,100,000 1,100,000 1,107,000 Design and Engineering 1,239,000 50,000 100,000 150,000 50,000 175,000 100,000 1,714,000 Environmental Permit Comp. 1,000 - 50,000 50,000 101,000 Construction 150,000 75,000 225,000 100,000 4,200,000 2,925,000 200,000 7,650,000 Contingency 60,000 100,000 160,000 50,000 1,000,000 700,000 50,000 1,960,000 Total 1,247,000 260,000 1,375,000 1,635,000 200,000 5,375,000 3,775,000 300,000 - 12,532,000 I I I I I Total Project Expense 1,414,000 I 275,000 I 1,390,000 I 1,665,000 I 215,000 I 5,475,000 I 3,815,000 I 310,000 I - I 12,894,000 Revenue Funding Source 500-Sanitary Sewer Fund 507,000 99,000 500,000 599,000 77,400 1,642,500 1,144,500 93,000 4,063,400 510-Stormwater Fund 907,000 176,000 890,000 1,066,000 137,600 2,737,500 1,907,500 155,000 6,910,600 Other Revenue Source 945-Urban Renewal Triangle - 1,095,000 763,000 62,000 1,920,000 Total Project Revenues 1,414,000 275,000 1,390,000 1,665,000 215,000 5,475,000 3,815,000 310,000 - 12,894,000 Q1CIP11-CIP 94053 Environmental Compliance and Mitigation Bank Program Project Need:Capital Projects often trigger environmental permitting requirements.These requirements include the development of mitigation sites.Each of those sites triggers a mandatory establishment and monitoring period.The required timeframes to establish an environmental mitigation site range from two to ten years.This timeframe extends beyond the life of the capital project that triggered the requirement.With certain agencies,Tigard is allowed to develop mitigation banking sites for future impacts from capital projects. Project Description:This program will manage the establishment and monitoring of mitigation sites triggered by capital projects.It will also develop a 7+acre mitigation bank to be utilized on future capital projects that impact Clean Water Services(CWS)vegetated corridors. Actuals Adopted Revised Revised Revised Revised Revised Revised through Budget This Budget Projected Projected Projected Projected Projected Project FY 2024 FY 2025 Change FY 2025 2026 2027 2028 2029 2030 Total Internal Expenses Project Management 30,000 10,000 40,000 30,000 30,000 30,000 30,000 30,000 190,000 Total - 30,000 10,000 40,000 30,000 30,000 30,000 30,000 30,000 190,000 External Expenses Public Involvement - - Land/Right of Way Acquisition 100,000 390,000 490,000 100,000 100,000 100,000 100,000 100,000 990,000 Design and Engineering - - Environmental Permit Comp. 100,000 20,000 120,000 100,000 100,000 100,000 100,000 100,000 620,000 Construction - - Contingency - - Total - 200,000 410,000 610,000 200,000 100,000 200,000 200,000 200,000 1,610,000 I I I I I Total Project Expense - 230,000 420,000 650,000 230,000 I 130,000 I 230,000 I 230,000 I 230,000 I 1,800,000 Revenue Funding Source 510-Stormwater Fund 230,000 420,000 650,000 230,000 230,000 230,000 230,000 230,000 1,800,000 Other Revenue Source Total Project Revenues - 230,000 420,000 650,000 230,000 230,000 230,000 230,000 230,000 1,800,000 Q1CIP12-CIP 95071 Murdock Street Sidewalk and Stormwater Improvements Project Description:This project will construct a sidewalk and minor roadway widening where required along one side of the street from 103rd Avenue to Templeton Elementary School.The project will also construct a new storm drainage system. Some additional right-of-way will be necessary and topographic and stormwater drainage issues will add complexity to the project.Upon completion,the project will provide a safer route to and from the school for this neighborhood.This supports the vision statement in the City of Tigard's Strategic Plan:"Tigard:an equitable community that is walkable,healthy,and accessible for everyone. Actuals Adopted Kevised through Budget This Budget Projected Projected Projected Projected Projected Project FY 2024 FY 2025 Change FY 2025 2026 2027 2028 2029 2030 Total Internal Expenses Project Management 192,000 60,000 60,000 252,000 Total 192,000 60,000 - 60,000 - - - - - 252,000 External Expenses Public Involvement - - Land/Right of Way Acquisition 19,000 118,000 118,000 137,000 Design and Engineering 588,000 50,000 50,000 638,000 Environmental Permit Comp. - - Construction 2,550,000 2,550,000 2,550,000 Contingency 535,000 535,000 535,000_ Total 607,000 3,135,000 118,000 3,253,000 - - - - - 3,860,000 I I I I Total Project Expense 799,000 I 3,195,000 I 118,000 I 3,313,000 I - I - I - I - - 4,112,000 Revenue Funding Source 205-City Gas Tax Fund 656,000 2,051,000 103,000 2,154,000 2,810,000 510-Stormwater Fund 143,000 480,000 15,000 495,000 638,000 Other Revenue Source SRTS-ODOT Grant 664,000 664,000 664,000 Total Project Revenues 799,000 3,195,000 118,000 3,313,000 - - - - - 4,112,000 Q1CIP13-CIP 95072 72nd Avenue Pre-Design Project Description:The 72nd Avenue pre-design project will develop up to a 10%engineered design building off of the preferred alignment from the 72nd Avenue Transportation Corridor Study for 72nd Avenue between Pacific Highway and Highway 217.The project will further develop the north section of 72nd Avenue between Pacific Highway and Dartmouth Street to a 30%engineered design.Included in the design considerations is the future Red Rock Creek Trail Crossing. Actuals Adopted Revised through Budget This Budget Projected Projected Projected Projected Projected Project FY 2024 FY 2025 Change FY 2025 2026 2027 2028 2029 2030 Total Internal Expenses Project Management 16,000 30,000 30,000 46,000 Total 16,000 30,000 - 30,000 - - - - - 46,000 External Expenses Public Involvement - - Land/Right of Way Acquisition - - Design and Engineering 172,000 526,000 41,000 567,000 739,000 Environmental Permit Comp. - - Construction - - Contingency - - Total 172,000 526,000 41,000 567,000 - - - - - 739,000 I I I I Total Project Expense 188,000 I 556,000 I 41,000 I 597,000 I - I - I - I - - 785,000 Revenue Funding Source 405-Transportation Dev Tax 188,000 456,000 41,000 497,000 685,000 Other Revenue Source 945-Urban Renewal Triangle 100,000 100,000 100,000 Total Project Revenues 188,000 556,000 41,000 597,000 - - - - - 785,000 Q1CIP14-CIP 95079 Safe Streets and Roads for All(SS4A)Action Plan Project Description:The City of Tigard,in coordination with Oregon Metro,will complete a comprehensive SS4A Action Plan. The plan will include a robust public engagement process.Tigard's SS4A Action Plan will develop a prioritized project list using performance as well as equity-based criteria and systemic risk factors;this combination will ensure Tigard is prioritizing safety-focused projects based on science and empirical evidence and making best use of available funding sources to prevent roadway deaths and serious injuries. Actuals Adopted Revised through Budget This Budget Projected Projected Projected Projected Projected Project FY 2024 FY 2025 Change FY 2025 2026 2027 2028 2029 2030 Total Internal Expenses Project Management 20,500 35,000 35,000 55,500 Total 20,500 35,000 - 35,000 - - - - - 55,500 External Expenses Public Involvement - - Land/Right of Way Acquisition - - Design and Engineering 9,500 250,000 87,500 337,500 347,000 Environmental Permit Comp. - - Construction - - Contingency - - Total 9,500 250,000 87,500 337,500 - - - - - 347,000 I I I I Total Project Expense 30,000 I 285,000 I 87,500 I 372,500 I - I - I - I - - 402,500 Revenue Funding Source 200-Gas Tax Fund 20,500 112,000 112,000 132,500 100-General Fund 9,500 20,500 20,500 30,000 Other Revenue Source Federal Highway Admin. 173,000 67,000 240,000 240,000 Total Project Revenues 30,000 285,000 87,500 372,500 - - - - - 402,500 Q1CIP15-CIP 95080 Power to the Pedal Project Description:This project will purchase six e-bikes and miscellaneous accessories with the intent of storing them at affordable housing communities and letting residents use the bikes for free.The project will include the design,fabrication, and installation of an outdoor storage module where three of the e-bikes will be stored(the other three e-bikes will be stored in an indoor location).There is a one-year pilot program to collect data to inform potential program expansion in the future. Actuals Adopted Revised through Budget This Budget Projected Projected Projected Projected Projected Project FY 2024 FY 2025 Change FY 2025 2026 2027 2028 2029 2030 Total Internal Expenses Project Management - - Total - - - - - - - - -External Expenses Public Involvement - - Land/Right of Way Acquisition - - Design and Engineering 61,770 10,000 (3,221) 6,779 68,549 Environmental Permit Comp. - - Construction 38,271 - 38,271 Contingency - - Total 100,041 10,000 (3,221) 6,779 - - - - - 106,820 I I I I Total Project Expense 100,041 10,000 (3,221)1 6,779 I - I - I - - - 106,820 Revenue Funding Source -4,241 95,800 - 95,800 Other Revenue Source PGE Drive Change Fund 100,041 10,000 (4,241) 5,759 105,800 ODOT IMP Grant 1,020 1,020 1,020 Total Project Revenues 195,841 10,000 (3,221) 6,779 - - - - - 202,620 Q1CIP16-CIP 96060 Generator Replacement at Pump Station 1 Project Description:Critical electrical equipment will be replaced and moved to a new seismically-resilient location adjacent to the ASR-1 wellhouse,including switchgear,automatic transfer switch,and generator.This will enhance reliability and ensure this critical equipment is able to operate in case of emergency. Actuals Adopted Revised Revised through Budget This Budget Projected Projected Projected Projected Projected Project FY 2024 FY 2025 Change FY 2025 2026 2027 2028 2029 2030 Total Internal Expenses Project Management 28,000 15,000 10,000 25,000 15,000 68,000 Total 28,000 15,000 10,000 25,000 15,000 - - - - 68,000 External Expenses Public Involvement - - Land/Right of Way Acquisition - - Design and Engineering 151,000 20,000 20,000 20,000 191,000 Environmental Permit Comp. - - Construction 11,000 480,000 77,000 557,000 200,000 768,000 Contingency 150,000 150,000 65,000 215,000_ Total 162,000 650,000 77,000 727,000 285,000 - - - - 1,174,000 I I I Total Project Expense 190,000 I 665,000 I 87,000 I 752,000 I 300,000 I - I - I - - 1,242,000 Revenue Funding Source 530-Water Fund 190,000 665,000 87,000 752,000 300,000 1,242,000 Other Revenue Source Total Project Revenues 190,000 665,000 87,000 752,000 300,000 - - - - 1,242,000 Q1CIP17-CIP 96066 Water Treatment Plant&RIPS Generator Project Need:During an extensive winter storm event in early 2021,the Water Treatment Plant and River Intake Pump Station lost their respective dual power feeds because of regional electrical outages. Project Description:The project will provide the ability for the Water Treatment Plant and River Intake Pump Station to have a back-up emergency power supply. Actuals Adopted Revised Revised through Budget This Budget Projected Projected Projected Projected Projected Project FY 2024 FV 2025 Change FY 2025 2026 2027 2028 2029 2030 Total Internal Expenses Project Management - - Total - - - - - - - - -External Expenses Public Involvement - - Land/Right of Way Acquisition - - Design and Engineering 250,000 250,000 500,000 100,000 600,000 Environmental Permit Comp. - - Construction 900,000 350,000 1,250,000 400,000 1,650,000 Contingency 460,000 60,000 520,000 200,000 720,000 Total - 1,610,000 660,000 2,270,000 700,000 - - - - 2,970,000 I I Total Project Expense - 1,610,000 I 660,000 I 2,270,000 I 700,000 I - - 2,970,000 Revenue Funding Source 530-Water Fund 1,610,000 660,000 2,270,000 700,000 2,970,000 Other Revenue Source Total Project Revenues - 1,610,000 660,000 2,270,000 700,000 - - - - 2,970,000 Q1-A CIP01-CIP 93003 Sanitary Sewer Major Maintenance Program Project Description:This program is used for urgent projects to renew,repair,or replace sections of the sanitary sewer system that have failed or are near failure.Normal operations and maintenance includes work on the system to keep it functioning;however,this does not result in renewing or replacing the pipe or other appurtenances.Projects included in the Major Maintenance Program exceed normal maintenance and operations and typically replace pipe and add a renewed service life. Actuals Adopted I Revised Revised Revised Revised Revised Revised through Budget This Budget Projected Projected Projected Projected Projected Project FY 2024 FV 2025 Change FY 2025 2026 2027 2028 2029 2030 Total Internal Expenses Project Management 20,000 16000 35,000 25,000 26000 25,000 25,000 30,000 165,000 Total - 20,000 15,000 36000 25,000 26000 25,000 25,000 30,000 165,000 External Expenses Public Involvement - - Land/Right of Way Acquisition - - Design and Engineering 20,000 20,000 25,000 25,000 25,000 25,000 25,000 145,000 Environmental Permit Comp. - - Construction 80,000 150,000 230,000 100,000 100,000 125,000 125,000 150,000 830,000 Contingency 35,000 36000 36000 Total - 100,000 185,000 286000 125,000 125,000 150,000 150,000 175,000 1,010,000 Total Project Expense - 120,000 I 200,000 I 320,000 I 150,000 I 150,000 I 175,000 I 175,000 I 205,000 I 1,176000 Revenue Funding Source 500-Sanitary Sewer Fund 120,000 200,000 320,000 150,000 150,000 175,000 175,000 205,000 1,175,000 Other Revenue Source Total Project Revenues - 120,000 200,000 320,000 150,000 150,000 175,000 175,000 205,000 1,175,000 Exhibit C ADJUSTED APPROPRIATIONS 10/22/2024 Fund Program Adopted Item Request 1 Revised Budget 100 General Fund 1 Mayor&City Council 624,628 624,628 Q1CM01,Q1LIB01,Q1HR01, 4 Engagement&Innovation 11,293,388 Q1FIN02,Q11T04 947,627 12,241,015 5 Investment&Infrastructure 7,994,035 Q1CD01,Q1CD02,Q1CD03 54,700 8,048,735 6 Police 25,582,835 25,582,835 8 Transfer 1,284,840 Q1FIN02,CIP91024,CIP95079 1,189,000 2,473,840 10 Contingency 1,381,115 1,381,115 TOTAL 48,160,841 $ 2,191,327 50,352,168 205 City Gas Tax Fund 8 Transfer 3,296,893 CIP95071 103,000 3,399,893 TOTAL 3,296,893 $ 103,000 3,399,893 290 Pandemic Relief Fund 4 Engagement&Innovation 790,000 Q1FIN02 (790,000) 0 5 Investment&Infrastructure 0 0 8 Transfer 918,507 Q1FIN02 (918,507) 0 TOTAL 1,708,507 $ (1,708,507) 0 400 Facilities Capital Projects Fund 7 Capital Improvements 2,945,000 CIP91024 548,500 3,493,500 8 Transfer 0 - 0 TOTAL 2,945,000 $ 548,500 3,493,500 405 Transportation Development Tax 8 Transfer 1,952,991 CIP95072 41,000 1,993,991 TOTAL 1,952,991 $ 41,000 1,993,991 420 Parks Capital Fund CIP92063,CIP92064,CIP92065, 7 Capital Improvements 5,138,895 CIP92067,&CIP92068 1,484,000 6,622,895 TOTAL 5,138,895 $ 1,484,000 6,622,895 421 Parks Bond Fund 8 Transfer 650,000 CIP92063 173,955 823,955 TOTAL 650,000 $ 173,955 823,955 425 Parks SDC Fund CIP92063,CIP92064,CIP92065,& 8 Transfer 3,301,336 CIP920685 972,045 4,273,381 TOTAL 3,301,336 $ 972,045 4,273,381 460 Transportation CIP Fund CIP95071,CIP95072,CIP95079,& 7 Capital Improvements 15,572,000 CIP95080 243,279 15,815,279 TOTAL 15,572,000 $ 243,279 15,815,279 500 Sanitary Sewer Fund 5 Investment&Infrastructure 3,112,739 3,112,739 7 Capital Improvements 1,400,000 CIP93061&CIP93003 259,000 1,659,000 8 Transfer 695,663 CIP94046&CIP94049 678,000 1,373,663 10 Contingency 155,372 155,372 TOTAL 5,363,774 $ 937,000 6,300,774 510 Stormwater Fund 5 Investment&Infrastructure 4,214,469 4,214,469 7 Capital Improvements 3,779,000 CIP94046,CIP94049,&CIP94053 2,350,000 6,129,000 8 Transfer 955,451 CIP93061&CIP95071 30,000 985,451 10 Contingency 271,727 271,727 TOTAL 9,220,647 $ 2,380,000 11,600,647 Exhibit C ADJUSTED APPROPRIATIONS 10/22/2024 Fund Program Adopted Item Request 1 Revised Budget 530 Water Fund 5 Investment&Infrastructure 12,077,450 12,077,450 8 Transfer 19,587,182 CIP96060&CIP96066 747,000 20,334,182 10 Contingency 730,037 730,037 TOTAL 32,394,669 $ 747,000 33,141,669 532 Water CIP Fund 7 Capital Improvements 20,567,000 CIP96060&CIP96066 747,000 21,314,000 TOTAL 20,567,000 $ 747,000 21,314,000 600 Central Services Fund 2 City Attorney 386,920 - 386,920 3 City Recorder 530,789 - 530,789 4 Engagement&Innovation 6,706,222 Q1CM01 (20,000) 6,686,222 5 Investment&Infrastructure 10,850,106 Q1FIN01,Q11T02,&Q11T03 136,000 10,986,106 8 Transfer 0 - 0 TOTAL 18,474,037 $ 116,000 18,590,037 605 Information Technology Replacement Fund 4 Engagement&Innovation 1,579,930 1,579,930 5 Investment&Infrastructure 0 Q11T01 1,750,000 1,750,000 10 Contingency 157,993 157,993 TOTAL 1,737,923 $ 1,750,000 3,487,923 630 Public Works Admin Fund 5 Investment&Infrastructure 2,915,002 Q1PW01 65,000 2,980,002 8 Transfer 916 TOTAL 2,915,918 $ 65,000 2,980,002 * TOTAL BY PROGRAM * 1 Mayor&City Council 350,253 - 350,253 * 2 City Attorney 452,670 - 452,670 * 3 City Recorder 503,440 - 503,440 * 4 Engagement&Innovation 26,758,723 137,627 26,896,350 * 5 Investment&Infrastructure 56,859,270 2,005,700 58,864,970 * 6 Police 25,986,330 - 25,986,330 * 7 Capital Improvements 87,269,156 5,631,779 92,900,935 * 8 Transfer 85,506,227 3,015,493 88,521,720 * 9 Debt Service 9,895,133 - 9,895,133 * 10 Contingency 900,000 - 900,000 * TOTAL 294,481,202 $ 10,790,599 $ 305,271,801 CITY OF TIGARD, OREGON TIGARD CITY COUNCIL RESOLUTION NO. 24- A RESOLUTION TO ADOPT THE FY 2025 FIRST QUARTER BUDGET SUPPLEMENTAL. WHEREAS,the city acknowledges those items that were unknown at the time the FY 2025 budget was adopted; and WHEREAS, the city recognizes approximately $10,790,599 of unanticipated budget in capital improvements, operations and transfers;and WHEREAS, the increase in budget is offset by unanticipated fund balance from prior year budget now being carried forward,miscellaneous revenue,and reserve for future expenditures. NOW,THEREFORE,BE IT RESOLVED by the Tigard City Council that: SECTION 1: The FY 2024-25 Budget is hereby amended as detailed in Exhibit C. SECTION: 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 :".1111111111111.4.4 . , -th, . ,,, 0%44 ! fr 4 i , W _ ADOPTED . „.; , 4. -.---_ 1 ..,----,40 , - -.-.4 . & :,...„1., BUDGET . : , ..„,,-_ . , , , , ,iiN,......., ;.. rte'.: '.. ' -- V ' f.r y r • sT �, 11111111111111101't" ' 1-. °ill. : 11 F t it Ti CITY OF g p Budget Updates October 22, 2024 g FY 2024-2025 Budget Supplemental 10/22/2024 - ��' Tiga°r`d - Carryforwards from FY24 to FY25 Budget ■ Community Development • Tigard HOME • Information Technology • TYLER Consultant • ISF Replacements • Arborist Services • GIS Professional Services ■ Library/PW Auditorium A/V • City Management Upgrade • Community Events transfer • Public Works • Finance • Emergency Services Transition • Cost allocation plan plan • Pandemic Fund adjustment mu ' Tic'a grd Capital Improvement Program — Carryforward CIP 91024 Library HVAC system CIP 92059 Universal Plaza CIP 92064 Steve Street Park CIP 92065 Lasich Park Property Development Plan CIP 92067 Bagan Park CIP 93061 Cured in Place Pipe CIP 94046 Kruger Creek Stabilization CIP 94049 Red Rock Creek Stabilization CIP 94053 Environmental Compliance & Mitigation Bank Program CIP 95071 Murdock Street Sidewalk and Stormwater Improvements CIP 95079 Safe Streets and Roads for All (SS4A) CIP 96060 Generator Replacement at Canterbury Pump Station CIP 96066 Water Treatment Plant & RIPS Generator ' Ti g c'a rd Capital Improvement Program - Carryforward Plus New CIP 92063 River Terrace Community Parks • FY24 Fund transfer: $23,955 CIP 92068 Cook Park Accessible Boat Ramp • New Request: $40,000 CIP 95072 72nd Avenue Pre-Design • New Request: $25,000 CIP 95080 Power to the Pedal Pilot Project • New Request: $1 ,020 ' Ti g c'a rd New requests for Budget Appropriation • Library • On-call staff increase ($27.7k) • Friends of Library Contributions ($10k) • CIP 93003 Sanitary Sewer Major Maintenance Program ($200k) • Anticipated extensive repair was found and will require additional external contractor assistance for replacement. vu ' Ti CITY AGENDA ITEM No. 5 Date: October 22, 2024 TESTIMONY SIGN-UP SHEETS Please sign on the following page(s) if you wish to testify before the City Council on: Public Hearing: A RESOLUTION TO ADOPT THE FY 2025 FIRST QUARTER BUDGET SUPPLEMENTAL. 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 and is openly available to all members of the public. The names and city of persons who attend or participate in City of Tigard public meetings will be included in the meeting minutes, which is a public record. Due to Time Constraints City Council May Impose A Time Limit on Testimony AGENDA ITEM No. 5 Date: October 22, 2024 PLEASE PRINT 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 become part of the public record and is openly available to all members of the public. The names and addresses of persons who attend or participate in City of Tigard public meetings will be included in the meeting minutes, which is a public record. Proponent—(Speaking In Favor) Opponent—(Speaking Against) Neutral Name,Address-&Phone No. Name,Address&Phone No. Name,Address&Phone No. NO At Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. AIS-5652 6. Workshop Meeting Meeting Date: 10/22/2024 Length (in minutes): 5 Minutes Agenda Title: PUBLIC HEARING: CONSIDER TCDA FY25 1ST QUARTER SUPPLEMENTAL BUDGET Authored By: Kalena Plath Presented By: Kalena Plath,Budget Manager Item Type: Resolution Public Hearing Town Center Development Agency Public Hearing Yes Legal Ad Required?: Publication Date: 10/17/2024 Information EXPLANATION OF ISSUE Presenting the FY 2025 First Quarter Budget Supplemental to the Board for review and adoption. ACTION REQUESTED Finance recommends the Board adopt the FY 2025 First Quarter Budget Supplemental. BACKGROUND INFORMATION Dates of Previous and Potential Future Considerations This is the first time the Board has been presented with this carryforward information. Public Involvement Impacts (Community, Budget, Policies and Plans/Strategic Connection) KEY FACTS AND INFORMATION SUMMARY The following is the summary of items that require board action for FY 2025 First Quarter Budget Supplemental: Carryforwards from FY24 Budget: Q1TCDA01 Development Assistance- $1M was awarded to Family Promise of Tualatin Valley to renovate a hotel and establish transitional housing. Portion of the project planned for FY24 was delayed due to unforeseen circumstance until FY25. ($565k) Q1TCDA02 TIF Improvement Grants- Carryforward request for grants that were awarded in FY23/24, but have not yet been expended/reimbursed to applicant. ($164.6k) CIP 92059 Universal Plaza- Project closeout and asphalt testing still outstanding, carryforward remaining FY24 balance to cover. ($47k) ALTERNATIVES & RECOMMENDATION Finance recommends the Board adopt the FY 2025 First Quarter Budget Supplemental. Alternatively,if the board decided not to adopt the FY 2025 Budget Supplemental, most of these funds have already been obligated to the grant recipients, so they would need to be rescinded. ADDITIONAL RESOURCES Fiscal Impact Cost: $988,200 Budgeted (yes or no): No Where Budgeted (department/program): N/A Additional Fiscal Notes: The FY 2025 First Quarter Supplemental will increase the overall TCDA budget by$988,200. The increase in the expenditures is supported from carryforward of FY24 grants and unspent prior year funds. Please refer to the exhibit C which summarize the fiscal impact of this supplemental budget by fund. Attachments Exhibit A - Supplemental Request Exhibit B - CIP Supplemental Request Exhibit C -Appropriation Changes Resolution TCDA - BUDGET SUPPLEMENTAL 10'10'2024 FY 2025 Supplemental Budget Request Quarter: 1 Item# Dept 1 Fund Division Request Title Request Increase(+)/ Amount Detailed Description Reason Decrease(-) Q1TCDA01 391-TCDA- 945-TRIANGLE 9000-Urban Renewal Carryforward Development Assistance awarded CARRYFORWARD Increase(+) $565,000.00 Family Promise of Tualatin Valley was Triangle CAPITAL FUND to Family Promise of Tualatin Valley awarded$1 million in development assistance in FY23 to help purchase a hotel property and pay for renovations to establish a transitional housing project. Recipient was unable to begin construction in FY24 due $565K was planned to be expended in to unforeseen circumstances. FY24 on the renovations,but the project was delayed until FY25 Q1TCDA02 392-TCDA-City 940-CITY CENTER 9000-Urban Renewal Carry forward TIF Improvement Grants CARRYFORWARD Increase(+) $164,600.00 To cover improvement grants approved Center CAPITAL FUND in FY23/24 but have not been expended. Awarded by TCDA but not expended by applicant Q1CIP02 406-Capital 940-CITY CENTER 8000-CIP/Contingency 92059 Universal Plaza CARRYFORWARD Increase(+) $ 47,000.00 Carryforward$47,000 from 940-Urban The$47,000 will be used primarily for asphalt testing and Improvement CAPITAL FUND Renewal Downtown project closeout. Proaram Exhibit A 1 of 1 TCDA - BUDGET SUPPLEMENTAL 10/10/2024 Q1CIP02-CIP 92059 Universal Plaza Project Description:The Universal Plaza will provide an important public space amenity in downtown Tigard.It will be constructed on Town Center Development Agency-owned land and will provide a venue for large events like the Tigard Farmer's Market,Concerts in the Park,and Movies in the Park.The plaza may also feature a splash pad,interpretive artwork and installations,and a connection to the Fanno Creek Park. Actuals Adopted Revised Revised Revised Revised Revised Revised through Budget This Budget Projected Projected Projected Projected Projected Project FY 2024 FY 2025 Change FY 2025 2026 2027 2028 2029 2030 Total Internal Expenses Project Management 5,000 - 5,000 Total 5,000 - - - - - - - - 5,000 External Expenses Public Involvement - - Land/Right of Way Acquisition 450,000 - 450,000 Design and Engineering 1,807,000 - 1,807,000 Environmental Permit Comp. - - - Construction 6,314,000 47,000 47,000 6,361,000 Contingency - - Total 8,571,000 - 47,000 47,000 - - - - - 8,618,000 I I Total Project Expense 8,576,000 - 47,000 47,000 - - I - - I - 8,623,000 Revenue Funding Source 425-Parks SDC Fund 2,978,000 - 2,978,000 Other Revenue Source 940-Urban Renewal Downtown 5,598,000 47,000 47,000 5,645,000 Total Project Revenues 8,576,000 - 47,000 47,000 - - - - - 8,623,000 1 of 1 10/22/2024 Item Request 1 Revised Budget Fund Program Adopted City Center Capital Improvements City Center URA 739,185 Q1TCDA02 164,600 903,785 Capital Improvements 200,000 CIP 92059 47,000 247,000 939,185 1,150,785 City Center Debt Service - Debt Service 679,000 679,000 Transfer 939,185 Q1TCDA02, CIP92059 211,600 1,150,785 1,618,185 1,829,785 Tigard Triangle Capital Improvements - Tigard Triangle URA 3,579,674 Q1TCDA01 565,000 4,144,674 Capital Improvements 3,900,000 3,900,000 7,479,674 8,044,674 Tigard Triangle Debt Service - Debt Service 746,000 746,000 Transfer 1,600,000 1,600,000 2,346,000 2,346,000 All Funds - City Center URA 739,185 739,185 Tigard Triangle URA 3,579,674 3,579,674 Debt Service 1,425,000 1,425,000 Transfer 2,539,185 2,539,185 Capital Improvements 4,100,000 4,100,000 $ 12,383,045 $ 988,200 $ 13,371,245 CITY OF TIGARD, OREGON TIGARD TOWN CENTER DEVELOPMENT AGENCY RESOLUTION NO. 24- A RESOLUTION TO ADOPT THE FY 2025 FIRST QUARTER BUDGET SUPPLEMENTAL TO TOWN CENTER DEVELOPMENT AGENCY(ICDA) URBAN DEVELOPMENT. WHEREAS, the TCDA acknowledges those items that were unknown at the time the FY 2025 budget was adopted;and WHEREAS, the TCDA recognizes approximately $988,200 of unanticipated budget in operations and capital improvements;and WHEREAS, the increase in budget is offset by unanticipated fund balance from prior year budget now being carried forward. NOW,THEREFORE,BE IT RESOLVED by the Tigard Town Center Development Agency that: SECTION 1: The FY 2024-25 Budget is hereby amended as detailed in Exhibit C. SECTION: This resolution is effective immediately upon passage. PASSED: This day of 2024. Chair-TCDA A'1'1'LST: TCDA Recorder-TCDA RESOLUTION NO. 24- Page 1 AGENDA ITEM No. 6 Date: October 22, 2024 TESTIMONY SIGN-UP SHEETS Please sign on the following page(s) if you wish to testify before the City Council on: Public Hearing: A RESOLUTION TO ADOPT THE FY 2025 FIRST QUARTER BUDGET SUPPLEMENTAL TO TOWN CENTER DEVELOPMENT AGENCY (TCDA) URBAN DEVELOPMENT. 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 and is openly available to all members of the public. The names and city of persons who attend or participate in City of Tigard public meetings will be included in the meeting minutes, which is a public record. Due to Time Constraints City Council May Impose A Time Limit on Testimony AGENDA ITEM No. 6 Date: October 22, 2024 PLEASE PRINT 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 become part of the public record and is openly available to all members of the public. The names and addresses of persons who attend or participate in City of Tigard public meetings will be included in the meeting minutes, which is a public record. Proponent—(Speaking In Favor) Opponent—(Speaking Against) Neutral Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. No Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. AIS-5618 7. Workshop Meeting Meeting Date: 10/22/2024 Length (in minutes):40 Minutes Agenda Title: Houselessness Task Force Workshop Authored By: Kim Ezell Presented By: Strategic Initiatives Program Manager Kim Ezell Item Type: Update,Discussion,Direct Staff Public Hearing No Legal Ad Required?: Publication Date: Information EXPLANATION OF ISSUE Council workshop will be an opportunity to review and provide direction on the City creating a Houselessness Task Force. ACTION REQUESTED City Council, Community Homelessness Assessment and Response Team (CHART), and Committee for Community Engagement (CCE) discuss and direct teammates on the creation of the proposed Houseless Task Force. BACKGROUND INFORMATION Over the last several years houselessness has become a greater and more pressing issue in the Portland metro area. As a result, more action has been needed at every level of government to address affordable housing availability, camping in public spaces, addiction and mental health support, emergency shelter, and more. In 2022 the Tigard City Council adopted the Council Goal to `Reduce Houselessness'. Since the Goal was adopted,Tigard has created and updated a public camping ordinance, invested in local houseless shelters, begun a program for people who are sleeping in their cars, created a grant program for local businesses impacted by houselessness, and more. Through this time, the Community Homelessness Assessment and Response Team (CHART) has advised City teammates on policy and program questions related to homelessness. The membership of CHART has evolved over time but has always been composed of institutional partners who either work directly with houseless community members or are directly affected by houselessness in Tigard. Current member organizations include Tigard Chamber of Commerce, Tigard Downtown Alliance,Just Compassion of East Washington County, Project Homeless Connect, Family Promise of Tualatin Valley, Good Neighbor Center,Tualatin Valley Fire & Rescue, Tigard Police Department, Tigard Town Center Advisory Commission, and Community Partners for Affordable Housing. In 2024, the Council directed City teammates to consider developing a task force that would act in a more formal capacity than CHART to advise the Council on policy and program questions involving houselessness. Council also directed teammates to include the Tigard Committee for Community Engagement (CCE) in the conversation to help build awareness and education of houseless conversations with community. The idea was selected members of CCE could act as community representatives along with the institutions represented by CHART to form a cohesive and diverse Task Force. ALTERNATIVES & RECOMMENDATION Council can amend the staff recommendations for the formation of the Houselessness Task Force ADDITIONAL RESOURCES Attachments WorkshopFramework Powerpoint- Houseless Task Force • CITY OF 1r(! Tigard Houselessness Task Force Workshop Framework The Big Question Is there an opportunity to formalize how the City Council receives advice on houselessness policy from institutional partners and community members? If that opportunity exists, could the existing CHART work group and Committee for Community Engagement be used to advise Council on houselessness policy? Background Over the last several years houselessness has become a greater and more pressing issue in the Portland metro area. As a result, more action has been needed at every level of government to address affordable housing availability, camping in public spaces, addiction and mental health support, emergency shelter, and more. In 2022 the Tigard City Council adopted the Council Goal to 'Reduce Houselessness'. Since the Goal was adopted,Tigard has created and updated a public camping ordinance, invested in local houseless shelters, begun a program for people who are sleeping in their cars, created a grant program for local businesses impacted by houselessness, and more. Through this time,the Community Homelessness Assessment and Response Team (CHART) has advised City teammates on policy and program questions related to homelessness.The membership of CHART has evolved over time but has always been composed of institutional partners who either work directly with houseless community members or are directly affected by houselessness in Tigard. Current member organizations include Tigard Chamber of Commerce,Tigard Downtown Alliance,Just Compassion of East Washington County, Project Homeless Connect, Family Promise of Tualatin Valley, Good Neighbor Center,Tualatin Valley Fire & Rescue,Tigard Police Department,Tigard Town Center Advisory Commission, and Community Partners for Affordable Housing. In 2024,the Council directed City teammates to consider developing a task force that would act in a more formal capacity than CHART to advise the Council on policy and program questions involving houselessness. Council also directed teammates to include the Tigard Committee for Community Engagement (CCE) in the conversation to help build awareness and education of houseless conversations with community.The idea was selected members of CCE could act as community representatives along with the institutions represented by CHART to form a cohesive and diverse Task Force. Proposed Houselessness Task Force Purpose The Houselessness Task Force will: • Advise Council and City team on public camping regulations efficacy, impacts, and possible improvements • Review monthly Safe Parking Progress Reports and offer suggestions for program improvements • Utilize their lived experiences in the Tigard community to advise City staff on any other houselessness-related policy and program questions that arise during their tenure • Build education and awareness of Tigard houseless programs and initiatives within community Membership The Task Force will be composed of both existing CHART organizations and CCE members • Representatives for(italicized represent non-current CHART members): o Tigard Chamber of Commerce o Tigard Downtown Alliance o Just Compassion of East Washington County o Project Homeless Connect o Family Promise of Tualatin Valley o Good Neighbor Center o Tualatin Valley Fire & Rescue o Tigard Police Department o Tigard Town Center Development Agency o Community Partners for Affordable Housing o Community Warehouse o Tigard Tualatin School District • 2-6 CCE Members • Council Liaison Timeline The Task Force will be convened for one year as a pilot program.At the end of the year,Task Force representatives and teammate liaisons will report back to Council on the Task Force's work. Meeting Frequency The Task Force will meet once a month, at a time to be determined. Leadership The Task Force will be co-Chaired by one institutional representative and one community representative who will share responsibility for creating the agenda and facilitating the meetings. The City/County Houselessness Liaison will serve as the Task Force's Teammate Liaison and assist the co- chairs in their responsibilities. City of Tigard Houselessness Task Force Workshop October 22, 2024 Tigard:An equitable community that is walkable, healthy, and accessible for everyone. TIIgkawd The Big Questions Council directed teammates to consider: Is there an opportunity to formalize how the City Council receives advice on houselessness policy from institutional partners and community members? If that opportunity exists, could the existing CHART work group and Committee for Community Engagement be used to advise Council on houselessness policy? Tigard:An equitable community that is walkable, healthy, and accessible for everyone. Tigard — Background Institutional partners convened monthly who CHART II advise City Teammates on houselessness policy Council appointed committee composed of CI community members asked to bring forwar items of community interest and concern e Tigard:An equitable community that is walkable, healthy, and accessible for everyone. Tiga°r`d Pro osed Houselessness Task Force: Purposep • Advise Council and City team on public camping regulations efficacy, impacts, and possible improvements • Review monthly Safe Parking Progress Reports and offer suggestions for program improvements • Utilize their lived experiences in the Tigard community to advise City teammates on any other houselessness-related policy and program questions that arise during their tenure • Build education and awareness of Tigard houseless programs and initiatives within community Tigard:An equitable community that is walkable, healthy, and accessible for everyone. Tiga°r`d Proposed Houselessness Task Force: Membership •Representatives from: • Tigard Chamber of Commerce • Tigard Downtown Alliance • Just Compassion of East Washington County • Project Homeless Connect • Family Promise of Tualatin Valley • Good Neighbor Center • Tualatin Valley Fire & Rescue • Tigard Police Department • Tigard Town Center Development Agency • Community Partners for Affordable Housing • Community Warehouse_ ird..An equitable community that is walkable, healthy, and accessible for everyone. Tig'a°r`d • Tigard Tualatin School District •2-6 CCE Members Proposed Houselessness Task Force: Timeline, Meeting Frequency and Leadership Timeline: One-year pilot program Meeting Frequency: Monthly Leadership: Co-chaired by institutional representative and community representative Tigard:An equitable community that is walkable, healthy, and accessible for everyone. Tigard Question for Discussion Does the proposed structure for the Houselessness Task Force meet the needs of the Council and community? Tigard:An equitable community that is walkable, healthy, and accessible for everyone. Tigard AIS-5637 8. Workshop Meeting Meeting Date: 10/22/2024 Length (in minutes): 5 Minutes Agenda Title: An Ordinance Repealing and Replacing Tigard Municipal Code 2.04 Regarding the City Manager Authored By: Shelby Rihala Presented By: City Attorney Shelby Rihala Item Type: Motion Requested Ordinance Public Hearing-Legislative Public Hearing No Legal Ad Required?: Publication Date: • Information EXPLANATION OF ISSUE This proposed ordinance repeals and replaces the existing Tigard Municipal Code (TMC) Chapter 2.04 regarding the City Manager. The proposed language makes updates to improve clarity, streamline processes, and conform with the recently approved City Charter. ACTION REQUESTED Staff recommends approval of the ordinance. BACKGROUND INFORMATION The proposed ordinance makes several updates regarding the city manager. In addition to numerous revisions to improve clarity and readability, key substantive changes include: •Amends language around appointment and removal of the city manager. This is consistent with the new City Charter and also mirrors the language in code for the city attorney and municipal court judge. •Clarifies the duties of the city manager and clearly delegates authority where necessary. This section had not been reviewed in over twenty years and was not always consistent with current practice. •Streamlines the rulemaking processes to be more flexible and responsive. For example, instead of requiring newspaper notice, the notice will now be posted on the City's website. ALTERNATIVES & RECOMMENDATION Council could propose additional amendments or revisions. ADDITIONAL RESOURCES Attachments Ordinance Exhibit A CITY OF TIGARD, OREGON TIGARD CITY COUNCIL ORDINANCE NO. 24- AN ORDINANCE REPEALING AND REPLACING TIGARD MUNICIPAL CODE 2.04 REGARDING THE CITY MANAGER WHEREAS, Tigard Municipal Code (TMC) 2.04 relates to the appointment, removal, and duties of the city manager and establishes a process for administrative rulemaking;and WHEREAS,TMC 2.04, first adopted in 1965,is in need of updating to address the evolving responsibilities of the office,including clarifications made in the recently adopted City Charter. NOW,THEREFORE,THE CITY OF TIGARD ORDAINS AS FOLLOWS: SECTION 1: Tigard Municipal Code 2.04 is hereby repealed and replaced with the language in Exhibit A. SECTION 2: If any provision of this ordinance or the application thereof to any person or circumstances is held invalid, such invalidity will not affect other provisions or applications of the ordinance which can be given effect without the invalid provision or application, and to this end the provisions of this ordinance are severable. This City Council hereby declares that it would have adopted this ordinance irrespective of the invalidity of any particular portion thereof and intends that the invalid portions should be severed and the balance of the ordinance be enforced. SECTION 3: This ordinance is effective 30 days after its passage by the council, signature by the mayor, and posting by the city recorder. PASSED: By vote of all council members present after being read by number and title only,this day of ,2024. Carol A.Krager, City Recorder APPROVED: By Tigard City Council this day of ,2024. Heidi Lueb,Mayor Approved as to form: City Attorney Date ORDINANCE No. 24- Page 1 Exhibit A 2.04.010 Appointment and Removal The City Manager is appointed solely on the basis of qualifications and experience without regard to political considerations. Appointment and removal of the City Manager requires the consent of a majority of the full Council recorded at a public meeting. Cause is not required for removal of the City Manager. 2.04.020 City Manager Discretionary Authority. A. The City Manager is authorized to adopt administrative regulations,policies, and guidelines to implement the City Manager's authority under the Charter or as delegated by the City Council. B. The City Manager's authority under subsection (A) of this section includes but is not limited to the authority to adopt regulations,policies, and guidelines relating to: 1. Hiring, discipline, termination, supervision, and control of City staff other than Council appointees; 2. Employee benefits and conditions; 3. Any authority conferred upon the City Manager by the City of Tigard's Charter or Municipal Code; and 3. Any authority delegated to the City Manager by the City Council. C. Regulations adopted by the City Manager and made available by posting on a City website, by posting at the facility subject to the regulations, or by being made available at City offices are enforceable and binding on members of the public. The City Manager will notify Council of any rules proposed. The Council may review any regulation adopted by the City Manager on its own motion, or on petition of any person filed within 30 calendar days of the first public posting of the regulation. D. City employees must comply with all regulations,policies and guidelines adopted by the City Manager. E. All regulations,policies and guidelines adopted by the City Manager must be consistent with the City of Tigard Charter and Tigard Municipal Code. 2.04.030 City Manager Discretionary Authority. A. The City Manager has the discretion to make all administrative decisions for the City relating to all functions of the City.The City Manager's authority is limited to administrative matters and does not extend to legislative decisions. B. The City Manager's authority under subsection (A) of this section extends to all administrative matters of the City, except to the extent that decision-making authority is granted to another under 1 Exhibit A applicable law. "Administrative matters"is to be interpreted broadly to encompass all decisions other than legislative decisions or other decisions expressly reserved to a decision-maker other than the City Manager. 2.04.040 Authority and Duties of the City Manager. A. The City Manager is authorized to: 1. Organize and exercise control and supervision of all activities, departments, and offices of City government, except the office of municipal judge and the office of city attorney, and appoint to and remove from established positions, subordinate employees of the City. 2. Be the chief budget officer of the City and perform the functions of budget officer as prescribed by Oregon Local Budget Law, ORS Chapter 294. 3. Supervise the administration and be responsible for the enforcement of all laws and ordinances in effect within the City and administer and enforce the policies, rules,procedures, and resolutions duly adopted by the City Council. 4. Approve and sign any intergovernmental agreement if the City Manager has the authority to approve and sign a similar agreement with a nongovernmental entity. This includes amendments of intergovernmental agreements originally approved by the City Council. 5. Approve the acquisition of real property, or an interest in real property such as an easement,if the property or interest in the property is acquired by the City through the private development approval process;if the compensation paid by the City is less than $25,000; or if the property is donated to the City. Dedication of property for public right-of-way is not considered an acquisition by the City for purposes of this section and may be accepted by the City Manager. 6. Approve the grant of an easement,leasehold, or other interest in real property if the value of the interest is less than $25,000 and the City Manager determines that the action is not contrary to the public interest. 7. Perform such other and further duties as from time to time may be directed to be performed by resolution or motion of the City Council. 2 AGENDA ITEM No. 8 Date: October 22, 2024 TESTIMONY SIGN-UP SHEETS Please sign on the following page(s) if you wish to testify before the City Council on: Public Hearing: AN ORDINANCE REPEALING AND REPLACING TIGARD MUNICIPAL CODE 2.04 REGARDING THE CITY MANAGER 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 and is openly available to all members of the public. The names and city of persons who attend or participate in City of Tigard public meetings will be included in the meeting minutes, which is a public record. Due to Time Constraints City Council May Impose A Time Limit on Testimony AGENDA ITEM No. 8 Date: October 22, 2024 PLEASE PRINT 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 become part of the public record and is openly available to all members of the public. The names and addresses of persons who attend or participate in City of Tigard public meetings will be included in the meeting minutes, which is a public record. Proponent—(Speaking In Favor) Opponent—(Speaking Against) Neutral Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Noe Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. AIS-5656 9. Workshop Meeting Meeting Date: 10/22/2024 Length (in minutes): 15 Minutes 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 2024 1008 Scope of Work to Council City of Tigard - Class Specification CITY MANAGER CM Recruitment Tasks and Workflow Process 10/08/2024 HR Director Gomez Memo to Council 10/08/2024 Draft Scope of Work- City Manager Recruitment and Selection Process 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. City of Tigard Tigard City Manager CLASS CODE M110 SALARY $0.00 Monthly $0.00 Annually REVISION DATE August 26,2020 Class Description Definition Under policy direction, plans, organizes, and provides administrative direction and oversight for all City functions and activities; provides policy guidance and program evaluation to the City Council and management staff; encourages and facilitates provision of services to City residents and businesses;fosters cooperative working relationships with intergovernmental and regulatory agencies and various public and private groups; pursues appropriate avenues of economic and community development; and performs related work as required. Supervision Received and Exercised Receives policy direction and oversight from the City Council. Exercises general direction and supervision to the entire City staff through subordinate levels of management and supervision. Class Characteristics The City Manager serves as the Chief Executive Officer of the City, accountable to the City Council and responsible for enforcement of all City codes and regulations,the conduct of all financial activities and the efficient and economical performance of the City's operations. Essential Job Functions O Plans, organizes, and administers operations of the City, either directly or through subordinate management and supervisory staff; coordinates and evaluates the work of the City in accordance with applicable laws, codes, and regulations, and adopted policies and objectives of the City Council. O Collaborates, communicates, and seeks input from stakeholders to ensure effective implementation of significant city initiatives. O Provides visionary leadership and guidance in setting clear culture and direction for city departments and staff. O Directs and coordinates the development and implementation of goals, objectives, and programs for the City; develops administrative policies, procedures, and work standards to ensure goals and objectives are met, staff are held accountable, and programs provide mandated services in an effective, efficient, and economical manner. O Oversees the preparation of the annual budget for the City; authorizes directly or through staff, budget transfers, expenditures, and purchases; provides information regarding the City's financial condition and needs to the City Council. • Advises the City Council on issues, programs, and financial status; prepares and recommends long-and short-range plans for City service provision, capital improvements, and funding; and directs the development of specific proposals for action regarding current and future City needs. • Oversees the administration, construction, use and maintenance of all City facilities and equipment, including buildings, parks,facilities, and other public property. • Represents the City and the Council in meetings with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations; acts as the City liaison with the media. • Provides for the timely investigation and resolution of complaints regarding the administration of and services provided by the City government and proactively communicates resolutions to stakeholders. • Provides for contract services and ensures proper performance of obligations to the City; has responsibility for enforcement of all City codes and regulations. o Oversees the selection,training, professional development, and work evaluation of City staff; oversees the implementation of effective employee relations and related programs; provides policy guidance and interpretation to staff. • Directs the preparation of and prepares a variety of correspondence, reports, policies, procedures, and other written materials. • Ensures that the Council is kept informed of City functions, activities, and programs, and of legal,social, and economic issues affecting City activities. • Monitors changes in laws, regulations, and technology that may affect City operations; implements policy and procedural changes as required. • Performs other duties as assigned. Minimum Qualifications Education and Experience: Any combination of training and experience which would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be: Equivalent to graduation from a four-year college or university with major coursework in public or business administration, public policy,finance, or a field related to the work;AND Ten (10)years of management or administrative experience in a municipal agency setting, including at least five (5) years of management and supervisory experience; experience in working with an elected Council or Board is highly desirable. Knowledge,Skills,&Abilities Knowledge of: • Administrative principles and practices, including goal setting, program development, implementation, and evaluation and supervision of staff, either directly or through subordinate levels of supervision. • Principles, practices, and procedures of public administration in a municipal setting. • Principles, practices, and processes for effective change management. • Functions, services, and funding sources of a municipal government. • Functions, authority, responsibilities, and limitations of an elected City Council. • Applicable federal, state, and local laws, codes, and regulations. o Principles and practices of municipal budget development, administration, and accountability. • Principles, practices, and legal elements of economic and community development and redevelopment. • Current social, political, and economic trends affecting City government and service provision. • Modern office practices, methods, and computer equipment. • Computer applications related to the work. o English usage, grammar,spelling,vocabulary, and punctuation. • Techniques for effectively representing the City in contacts with government agencies, community groups, and various business, professional, regulatory, and legislative organizations. • Techniques for dealing effectively with the public,vendors, contractors, and City staff, in person, online, and over the telephone. • Techniques for providing a high level of customer service to the public and City staff, in person, online, and over the telephone. Ability to: • Plan, administer, coordinate, review, and evaluate the functions, activities, and staff of the City. • Work cooperatively with, provide staff support to and implement the policies of the City Council. o Develop and implement goals, objectives, policies, procedures,work standards, and internal controls. • Oversee all City financial activities, including administering investments,the development and implementation of the City budget and the control of all expenditures and purchases. • Interpret, apply, and ensure compliance with federal, state, and local policies, procedures, laws, and regulations. • Conduct effective negotiations and effectively represent the City in meetings with governmental agencies, community groups, and various business, professional, educational, regulatory and legislative organizations and the media. o Direct the preparation of and prepare clear and concise reports, correspondence, policies, procedures, and other written materials. • Analyze problems, identify and use data to inform alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals. • Present information to Council using data analytics as appropriate to display issues and solutions. • Use sound independent judgment within general legal, policy, and procedural guidelines. • Organize own work, coordinate projects, set priorities, and meet critical time deadlines. • Operate modern office equipment, including computer equipment and specialized software applications programs. • Comprehend and use English effectively including producing all forms of communication in a clear, concise, and understandable manner to intended audiences. • Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines. Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work. Licenses and Certifications Possession of a valid driver's license with satisfactory driving history. Working Conditions Physical Demands Must possess ability to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various City and meeting sites; ability to read printed materials and a computer screen; and to communicate in person, before groups, on video and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, or calculator, and to operate standard office equipment. The incumbent in this classification occasionally bends, stoops, kneels, reaches, pushes, and pulls drawers open and closed to retrieve and file information. Incumbent must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds. Environmental Elements Incumbent works in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures. CITY MANAGER (CM) RECRUITMENT TASKS AND WORKFLOW TASK EST STAFF NOTES TIME RECOMMENDATION SURVEY Collect survey data and distribute to Council 2 wks Laura Review survey results and ID considerations for 2-5 days Council recruitment process and scope of work Share survey results with staff 1 day Laura/TBD IDENTIFY AND SECURE AN EXECUTIVE SEARCH FIRM Outline scope of work for a search firm for the 1 day Council approve drafted Informal Request for Proposals (IRFP) scope ID and gather contact information for 1 day Use Raftelis (approx. potential/preferred executive search firms $23k available towards services) in lieu of IRFP Extend IRFP invitations to executive search firms and 4-6 wks Procurement team gather proposals Reference checks and proposals scoring 3-5 days Procurement team CM POSITION SPECIFICATIONS Review CM minimum qualifications and class specs 1-2 days Use current criteria and (knowledge, skills, abilities,etc.) qualifications; Plan for interim CM appointment beginning TBD Council/HR February 2025 SEARCH FIRM (EXPECTATIONS AND DELIVERABLES) Develop realistic timeline to complete each phase of TBD the recruitment and selection process clarifying search firm/City roles and responsibilities (potential 1:1 meetings with Council,staff, etc.) Candidate profile development using surveys, TBD interviews, other input options, etc. Develop a selection and sourcing process TBD Develop an advertising outreach plan (mail, TBD brochures, social media/network) Candidate evaluation/screening and provide a TBD finalist list for City/Council selection committee City/Council interview and selection process TBD logistics, scheduling, candidate coordination, community Complete comprehensive references and TBD background checks Finalize offer and hire date (employment agreement TBD negotiations) CITY MANAGER (CM) RECRUITMENT TASKS AND WORKFLOW 'NI 7 Search Firm1 Search Firm •Gather and review •Review qualifications Deliverables data - and job specs •Note considerations • •Plan on interim CM •Establis ime in- •Share results •II D • and contract a beginning February •Source candidates Search Firm 2025 •Support selection process mil Iii Survey CM Position Specs I 4 A IM City of Tigard TIGARD Memorandum 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.