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City Council Packet - 06/20/1983 TIGARD CITY COUNCIL PUBLIC NOTICE: Anyone wishing to speak on an agenda item needs to sign on the appropriate SPECIAL MEETING AGENDA JUNE 20, 1983, 7:30 P.M. ask pbe rlsheetf no£ ecognizedby the Nona � Non-agenda FOULER JUNIOR HIGH LECTURE ROOM items are asked to be kept to 2 minutes or less f and are heard at the discretion of the Chair. i 1 1. SPECIAL MEETING: 1.1 Call To Order and Roll Call 1.2 Pledge of Allegiance i Audience For Non-Agenda Items Under Open 1.3 Call To Staff, Council & € Agenda t 2. CONSENT AGENDA: These items are considered to be routine and may be separate discussion. Anyone may request enacted in one motion without for discussion and separate action. that an item be removed by motion Motion to: 2.1 Approve RESOLUTION NO. 83- 48 Transferring Funds 2.2 Receive and File: • LCDC Extension Memo (6/2) and Letter (6/8) • Memo re: Pygmalion Flowers • Jadeo Status Report t e City Attorney's Memo Re: LID #38 0 7CYS - Monthly Report } 2.3 Approve & Authorize Signatur-as: f e 72nd Avenue - Ident 51 Fenwick, Street Dedication & Easement For } Utilities - $9,314.00 • 72nd Avenue - Ident 36 SPIDC, Street Dedication, Easement For Utilities & Construction Easement - $4.00 • 72nd Avenue - Ident 38 SPIDC, Construction Easement - $1.00 ; • 72nd Avenue - Ident 45 Peterson, Street Dedication, Easement for utilities & Construction Easement - $3,145.30 • 72nd Avenue - Ident 117 Russel, Burdsall & Ward, Street Dedication & Construction Easement - $16,211.00 • 72nd Avenue - Ident 114 Subotnick, Street Dedication & Construction Easement - $2.00 • 724u Avenue - Ident 52 Pac Trust & Washington County, Easement for Utilities - $1.00 2.4 Approve Public Works Equipment Call-For-Bid FY 83-84 2.5 Receive Department Monthly Reports and Update 4 2.6 Approve OLCC Application Barley Mil? Pub, Greenway Shopping Center, RMB Application i 3. NO PARKLNG AREA ORDINANCES: 3.1 66th Avenue 3.2 Landmark Land j Director of Public Works i N O 4. T.U.R.A. BOARD WORKSHOP • Consultant Lyle Strand and Director of Planning & Development w 5. PERSONNEL POLICY AND RULES, DISCUSSION • Administrative Assistant Linda Sargent j 6. SEWER AND STORM DRAINAGE BILLING DISCUSSION • Finance Director 7. COUNCIL CALENDAR AND COUNCIL RULES, DISCUSSION • City Administrator 8. OPEN AGENDA: Consideration of Non-Agenda Items identified to the Chair under item 1.3 will be discussed at this time. All persons are encouraged to contact the City Administrator prior to the meeting. 9. EXECUTIVE SESSION: The Tigard City Council will go into Executive Session under ORS 192.660 (1)(e) and ORS 192.660 (1)(f) to consider issues relating to Requisition of Real Property and pending Litigation. i 10. ADJOURNMENT COUNCIL AGENDA - JUNE 20, 1983 - SPECIAL MEETING (0316A) TIGARD CITY COUNCIL f' REGULAR MEETING MINUTES - JUNE 20, 1983 - 8:30 P.M. 1. ROLL CALL: Present: Mayor Wilbur Bishop (leaving at 9:00 P.M. ) ; Councilors: Tom Brian, John Cook; Kenneth Scheckla and Ima Scott; City Staff: Frank Currie, Director of Public Works; Doris Hartig, City Recorder; Bob Jean, City Administrator; Bill Monahan, Director of Planning & Development; Linda Sargent, Administrative Assistant; Ed Sullivan, Legal Counsel; and Jerri Widner, Finance Director. 2. CALL TO STAFF, COUNCIL & AUDIENCE FOR NON-AGENDA ITEMS UNDER OPEN AGENDA o Councilor Scheckla requested discussion on voting by mail and landscaping at the Senior Citizens Center. 0 JB Bishop, Suite 303, 10505 SW Barbur Blvd. requested an opportunity to speak if Council was going to discuss agenda item 2.2(d) "City Attorney Memo re: LID #38". If Council has concerns regarding the LID, he would like to know the issues so he can respond. Council noted item had been tabled to July 11, 1983 and discussed whether to remove or wait until July 11, 1983. Consensus of Council was to discuss on July 11, 1983. 0 Councilor Scott requested the following agenda items be pulled from the Consent Agenda: 0 2.1 Approve Resolution no. 83-48 to approve transfer of funds 0 2.2(c) Jadco Status Report 0 2.5 Monthly Report - Attorney Bill 3. RECEIVE AND FILE o LCDC Extension Memo (6/2) and Letter (6/8) o Memo Re: Pygmalion Flowers o City Attorney's Memo Re: LID #38 o TCYS Monthly Report (a) Motion to receive and file by Councilor Brian, seconded by Councilor Scott. Approved by unanimous vote of Council. 4. APPROVE AND AUTHORIZE SIGNATURES 0 72nd Avenue - Ident 51 Fenwick, Street Dedication & Easement For Utilities - $9,314.00 0 72nd Avenue - Ident 36 SPIDC, Street Dedication, Easement For Utilities & Construction Easement - $4.00 0 72nd Avenue - Ident 38 SPIDC, Construction Easement - $1.00 0 72nd Avenue - Ident 45 Peterson, Street Dedication, Easement For Utilities & Construction Easement - $3,145.30 0 72nd Avenue - Ident 117 Russel, Burdsall & Ward, Street Dedication & Construction Easement - $16,211.00 0 72nd Avenue - Ident 114 Subotnick, Street Dedication & Construction Easement - $2.00 B PAGL 1 - COUNCIL MINUTES - JUNE 20, 1983 0 72nd Avenue - Ident 52 Pac Trust & Washington County, Easement For Utilities - $1.00 (a) Motion to approve and authorize signatures by Councilor Brian, seconded by Councilor Scott. Approved by unanimous vote of Council. 5. APPROVE PUBLIC WORKS EQUIPMENT CALL FOR BID FY 83-84 (a) Motion by Councilor Brian, seconded by Councilor Scott to approve. Approved by unanimous vote of Council. 6. RECEIVE AND FILE DEPARTMENTAL MONTHLY REPORTS AND UPDATE (a) Motion by Councilor Brian, seconded by Councilor Scott, to receive and file all reports except City Attorney. Approved by unanimous vote of Council. 7. APPROVE OLCC APPLICATION: Barley Mill Pub, Greenway Shopping Center, RMB Application (a) Motion by Councilor Brian, seconded by Councilor Scott, to approve and forward to OLCC. Approved by unanimous vote of Council. 8. ORDINANCE NO. 83-28 AN ORDINANCE AMENDING AND SUPPLEMENTING CHAPTER 10.28 OF THE TIGARD MUNICIPAL CODE BY ADDING 1'O SECTION 10.28.130 TO PROHIBIT PARKING ON SW 66TH AVENUE DECLARI1IG AN EMERGENCY AND FIXING AN EFFECTIVE DATE. (a) Motion by Councilor Cook, seconded by Councilor Scheckla to adopt. .Approved by unanimous vote of Council. 9. ORDINANCE NO. 83-29 AN ORDINANCE AMENDING AND SUPPLEMENTING CHAPTER 10.28, OF THE TIGARD MUNICIPAL CODE BY ADDING TO SECTION 10.28.130 TO PROHIBIT PARKING ON SW LANDMARK LANE, DECLARING AN EMERGENCY AND FIXING AN EFFECTIVE DATE. (a) Motion by Councilor Scheckla, seconded by Councilor Brian to adopt. Approved by unanimous vote of Council. 7:55 P.M. COUNCIL RECESS AND RECONVENED AS TURA BOARD 10. TURA BOARD WORKSHOP t. (a) Lyle Stewart, Consultant, discussed his report and what can be expected from property taxes. He commented on 2 different growth scenarios based on 3 different tax rates and what could happen to the PAGE 2 - COUNCIL MINUTES - JUNE 20, 1983 property over the next 20 years. He noted the plan as adopted is f only a framework plan and a broad outline with rough estimates of cost and what the tax increment might yield. He requested direction to proceed in developing a specific plan. He commented the $5,680,000 cap over a 10 year period could do a limited number of projects but something has to be eliminated. The alternative would be to secure other funding sources. City Administrator commended the plan is not fiscally sufficient to sell bonds and TURA must have an itemized plan. Council members and staff discussed process for amending the plan, specific improvements in the plan, methods of financing and seeking assistance from Public Works staff in preparing documents for projects. i Lyle Stewart felt he had received sufficient direction and will work j with staff and report back to Council. c RECESS: 9:00 Y.M. MAYOR BISHOP LEFT MEETING - 9:00 P.M. 't MEETING RECONVENED AS CITY COUNCIL MEETING - 9:23 P.M. s f 11. PERSONNEL POLICY AND RULES DISCUSSION i (a) Administrative Assistant Sargent highlighted the manual and discussed significant new policies. She suggested Council bring items of concern to her attention so they may be incorporated before re-editing the manual. LGPI and City Attorney's office are currently reviewing manual prior to adoption. 12. SEWER AND STORM DRAINAGE BILLING DISCUSSION i (a) Finance Director Widner noted her memo to Council and discussed her z concerns and problems staff is experiencing in processing the sewer and storm drainage billing. Councilor Brian suggested staff go forward and draft ordinance incorporating items discussed and bring z back for Council consideration. a Consensus of Council was to proceed. 13. COUNCIL CALENDAR AND COUNCIL RULES DISCUSSION s (a) City Administrator suggested Council hold workshop on August 15, 1983 _ study session at City Hall, to discuss Council rules. City Administrator to submit sample copies for Council consideration. Consensus of Council was to hold workshop. 14. OPEN AGENDA: Consideration of Non-Agenda Items identified to the Chair under item 1.3 were discussed at this time. 14.1 VOTE BY MAIL - Chairman Scheckla noted article in Oregonian on September 20, 1983 election regarding vote by mail and anted to clarify the fact that the City did not want to do so. Council concurred with his comments. PAGE 3 - COUNCIL MINUTES - JUNE 20, 1983 Motion by Councilor Brian, seconded by Councilor C „k to direct staff to communicate with. Washington County Election Department with copy to Secretary of State stating th- City is interested in the process but objects as this is the initial effort and for a wide variety of other reasons. Motion approved by unanimous vote of Council present. 14.2 SENIOR CENTER LANDSCAPING - Council expressed concern regarding the condition and maintenance of the Senior Center campus. Director of Public Works gave status report and reaffirmed the City will be responsible for maintenance of the grounds when the landscaping has been completed. 14.3 72ND AVENUE LID - Councilor Scott reported she and Councilor Scheckla had taken a tour of the project and noted some problems and concerns. City Administrator requested if other Council members were interested in a tour of the project. Council expressed some interest. 14.4 JADCO STATUS REPORT - Councilor Scott inquired if staff had done everything possible to make them conform to City code. City Administrator replied they had been cited into Municipal Court. Council and staff discussed the issue further as to the status of the site. 14.5 RESOLUTION NO. 83-48 A RESOLUTION OF THE TIGARD CITY COUNCIL AUTHORIZING TRANSFER OF FUNDS. Motion by Councilor Cook, seconded by Councilor Brian to adopt. Approved by unanimous vote of Council present. 14.6 VIRGINIA STONE ASSESSMENT - STAFF REPORT - Councilor Scott inquired as to procedure in handling collection of assessments. City Attorney replied this was a unique situation as this particular property is in bankruptcy proceedings. Motion by Councilor Cook, seconded by Councilor Brian to receive and file. Motion approved by unanimous vote of Council present. 15. EXECUTIVE SESSION: Motion by Councilor Cook, seconded by Councilor Brian to go into executive session. Approved by unanimous vote of Council present. COUNCIL RECESSED AT 10:24 P.M. and went into executive session at 10:27 P.M. under ORS 192.660 (1)(e) and ORS 192.660 (1)(f) to consider issues relating to acquisition of real property and pending litigation. 16- ADJOURNMENT: 11:00 P.M. City Recorder - City igard ATTEST: /7 Mayor - City of Tigard PAGE 4 - COUNCIL MINUTES - JUNE 20, 1983 �T.i✓'� TIMES PUBLISHING COMPANY Legal 07_6902 ` P.O.BOX 370 PHONE(503)664-0360 1 BEAVER'S ON,OREGON 97075 necz�,V60 t Legal Notice Advertising 'J"'V 0 ❑ Tearsheet Notice OF F 19 r City of Tigard 0 0 P .O . Box 23397 G Duplicate Affidavit Tigard, Oregon 97223 0 0 AFFIDAVIT OF PUBLICATION STATE OF OREGON, )ss. COUNTY OF WASHINGTON, I.- being first duly sworn, depose and say T att I a m the.Advvertising Director, or his principal clerk, of the a newspaper of general circulation as defined in ORS 193-01 -in the and '193.020; published at Tigard aforesaid county and slate; that the Legal Notice a printed copy of which is hereto annexed, was published in the entire issue of said newspaper for successive and consecutive in the following issues: ( J 1 _ r Subscribed and s., o before me this Notary Public for Oregon May Co.....i ,.isSion E.,.,•. /16/87 P. a oma. AFFIDAVIT jWg PITT ' �lies4tet !ar your ico ��t V�ot�ned iitema the Cttyt� pher lnfor�ratiaa�`� � t f�[JP1cIf.RES:20. L(` i*_ _6 ti �.a5n�.3`a i { t t June 16, 1983 i MEMoRANDUR t i TO: mayor and City Council FROM: Loreen Wilson, Deputy Recorder SUBJECT: Council Packet Information For 6-20-83 meeting Pleasz bring the following information from your 6-13-83 packet for the tweeting of June 20: � 3 agenda item 2.2 (1st three items) t 2.3 2.4 3 3 4 Thank you for helping us control copy costs. s. 3 {. e LW t E r s t t MEMORANDUM DATE: June 16, 1983 TO: Mayor & City Council FROM: Mary Strickland, Accounting Manager I?S SUBJECT: Resolution 83-48, Transfer of Funds This was before you last week and tabled. I assume you have the following concerns: FUND DOLLAR AMOUNT PURPOSE General $15,000 Police Investigation Cars Federal Revenue Share 1,000 Word Processing Supplies Storm Drainage 2,000 Repairs & Maintenances Storm Drainage Lines County Gas Tax 4,000 Street-Operating Expenses General Fund 2,000 Court, Indigent Defense 2,000 Contractual Services (Laundry, Janitor & etc.) 700 Printing & Office Supplies 2,000 Taxes-Old City Hall 500 Settlement-Senior Center- Thompson 1,800 Attorney 15,000 Unemployment Insurance 3,000 Postage-Sewer, Misc. 2,000 Mayor & Council-Insurance PM ( 0458A ) 1 CITYOFTIGARD WASHINGTON COUNTY,OREGON MEMORANDUM TO: Members of the City Council FROM: William A. Monahan, Director of Planning & Development DATE: June 2, 1983 SUBJECT: L.C.D.C. Extension Attached please find a memorandum from James F. Ross, Director of the Department of Land Conservation and Development which notes that Tigard will receive another 90-day extension on its comprehensive plan. The extension is due to LCDC's need for additional time to review pending applications. I expect that we will be in a position to make formal submittal of our full comprehensive plan and development code sometime within the new ninety day extension. You should be aware that upon formal submission it is entirely likely that LCDC will again grant an extension for their review. I am, however, optimistic that our documents will be reviewed prior to the end of the year. Copies of our completed documents have been delivered t^ LCDC field v l7 our LV L representative, Jim Sitzman, in order that initial reviews may begin prior to formal submittal. Again, due to potential delays at LCDC's level, it could be some time before the review is complete. No Council action is necessary at this time. 12755 S.W.ASH P.O. BOX 23397 TIGARD, OREGON 97223 PH:639-4171 ygY' 2: r e. c o N Department of Land Conservation and Development p r vicTOR �T,�E,. 1175 COURT STREET N.E., SALEM, OREGON 97310 PHONE (503) 378-4926 s 0�x t M E M O R A N D U M Mav 26, 1933 TO: Land Conservation and Development Commission FROM: James F. Ross, Directo -:if/ SUBJECT: ITEM 11.0: EXTENSIONS OF TIME FOR ACKNOWLEDGMENT REQUESTS I. ACTION NEEDED Adoption of appropriate time extension orders for the jurisdictions listed below. II. SITUATION A. Bevond 90-Day Extensions A time extension will be needed for the following jurisdiction(s) t because more than 90 days will again elapse between the date of submission and Commission review: Ashland Philomath Canyon City Seneca Columbia City Sum ter Lane County T Mt. Vernon Troutdale Pendleton "d'ien�ton' B. Extension of Continuance Periods Ending Date of New Date of Continuance Contuance Jurisdiction s) -- in --- Brookings 05/13/83 10/10/83 Coos Bay 05/27/83 06/30/83 Curry County 05/13/83 10/10/83 Gold Beach 05/13/83 10/10/83 Hillsboro 05/13/83 03/11/83 10/25/82 09/0 Hood River County 1-/03 La Grande 03/30/83 09/01/83 Tangent 02/14/83 07/14/83 Tillamook 05/27/83 08/27/83 Tillamook County 05/27/83 08/27/83 Vale 04/06/83 08/04/83 (*Letters requesting extensions of continuance periods are attached. Length of extension in memo may differ from the request.) Time Extension Memo May 26, 1983 (+ Paae 2 C. Lane County/Eugene/Springfield Metropolitan General Plan In August 1982, the Commission acknowledged the Lane County/Eugene/Springfield Metropolitan General plan for the area within the regional UGB. As part of its action the Commission also continued these three jurisdictions for the portion of the Metro Plan lying outside the UGB out to the Metro Plan's jurisdictional houndary. While the acknowledgment order was properly provided, due to an oversight, the Department failed to issue the continuance order. In February of this year, the Lane County Coordinator wrote (see attached) the Department inquiring as to the status of the continuance order. Review of the files by Department staff confirmed that the continuance order had never been issued for this area of the Metro Plan outside the UGB. Because of the interval since the Commision's Auoust 1982 action, the Department requests that the Commission: 1. Reconfirm its previous continuance action for Lane County/Eugene/Sprinafield for Goals 3, 4, 5, 11 and 15 for the area between the UGB and the Metro Plan's jurisdictional boundary and 2. Authorize a continuance extension from August 23, 1982 to a date 150 days beyond the June 2-3, 1983 meeting. It is the Department's understanding that additional time beyond this new 150-day period may be necessary to allow the County to incorporate revisions for this portion of the Metro Plan into the time frame for compliance revisions for the rural area plan. Any such request for more time would have to be authorized by the Commission at a future meeting. III. RECOMMENDATION A. Beyond 90-Day Extensions For jurisdictions listed under II.A. above, adopt necessary time extensions pursuant to 197.251(1) based upon the following extenuating circumstance finding: The Commission finds that extensions of time for the above . listed jurisdictions are necessary because of the following extenuating circumstances. Due to the significant amount of staff time necessary to process the numerous acknowledgment requests and the time required to obtain needed compliance revisions, the Department is unable to review the requests and prepare staff recommendations within the required 90-day time period. Time Extension Memo Mav 26, 1983 Page 3 B. Extension of Continuance Periods For jurisdictions listed under II.B. above, adopt necessary continuance extension orders pursuant to Section 6 of OAR 660-03-025 based upon the following finding: The jurisdictions have requested (see attached letters) additional time under the continuance orders. Approval of extensions of the continuance periods is appropriate and will facilitate the jurisdictions' efforts to complete their compliance corrections to receive acknowledgment. C. Lane County/Eugene/Springfield Metropolitan General Plan 1. For these three jurisdictions, reaffirm the continuance action of August 1982 adopted for the area between the Metro UGB and Metro Plan's jurisdictional boundary for Goals 3, 4, 5, 11 and 15. 2. Issue appropriate continuance order pursuant to Section 6 of OAR 660-03-025 (see proposed order attached). The Department will prepare and execute the above extension orders under authority qranted pursuant to OAR 660-02-010(7). Attachments JFR:JBK:tmc 41458-1/6B Department of Land Conservation and Development VICTOR RTIVEH 1175 COURT STREET N.E., SALEM, OREGON 97310-0590 PHONE 1503) 378-4926 00M*x June 8, 1983 The Honorable Wilbur Bishop Mayor, City of Tigard PO Box 23397 Tigard, OR 97223 Dear Mayor Bishop: On June 3, 1983, the Commission approved the enclosed order allowing the Commission to consider your acknowledgment request beyond the 90-day statutory review period. Please contact your Field Representative, Jim Sitzman at 229-6068, if you have any questions concerning the enclosed order or the review of your acknowledgment request. Sincerely, JamesRoss Direc r JFR:JBK:di 4275B/8B Enclosure cc: Washington County Board of Commissioners City Planning Director Coordinator Field Representative Lead Reviewer DLCD Library Objectors and Commentors BEFORE THE LAND CONSERVATION AND DEVELOPMENT COMMISSION OF THE STATE OF OREGON IN THE MATTER OF ) COMPLIANCE ACKNOWLEDGMENT THE CITY OF TIGARD'S REQUEST ) REVIEW POSTPONEMENT FOR ACKNOWLEDGMENT OF COMPLIANCE ) ORDER 83-EXT-121 On July 1, 1980, the City of Tigard, pursuant to ORS 197.251 (1981 Replacement Part), requested that their Comprehensive Plan and Land Use Regulations be acknowledged by the Land Conservation and Development Commission to be in compliance with the Statewide Planning Goals. Oregon Law, specifically ORS 197.251(1), requires that the Commission review and approve or deny the request within 90 days. The Commission finds, however, that pursuant to ORS 197.251(1) (1981 Replacement Part) the following extenuating circumstance(s) will necessitate a delay in Commission review of the Comprehensive Plan and Land Use Regulations of the City of Tigard. Due to the significant amount of staff time necessary to process the numerous acknowledgment requests and the time required to obtain needed compliance revisions, the Department is unable to review the requests and prepare staff recommendations within the required 90-day time period. DATED THIS 8TH DAY OF JUNE, 1983. FOR THE COMMISSION: ti Jam s F. Ross, Director, De rtment of Land nservation and Development JFR:JBK:dl 4276B/8B O'DONNELL. DATE June 15 , 1983 � SULLIVAN Bic RAMIS ATTORNEYS AT LAW TO 1727 N.W. HOYT STREET BOb Jean, City Administrator PORTLAND. OREGON 97209 (503) 222-4402 FROM J� RE City of Tigard - City Council Inquiry on 38th LID — You indicated that you had a question from Councilwoman Scott. She wanted to know if two bankruptcy proceedings had been filed with .respect to J.B. Bishop' s financial concerns. She also wanted to know what impact that would have on the proposed LID. I spoke to J.B. Bishop ' s attorney, Rob Ball, regarding this matter. He indicated that two bankruptcy proceedings have been piled. One is for J.B. Bishop personally. The other is for Main Street Development Corporation. The latter is the owner of the property involved in the Ash - Pacific LID #38 . Because our recourse on that LID financing is only through the land, we are only concerned about the bankruptcy proceeding with respect to Main Street Development Corporation. SKS:dn 6/15/83 TIGARD COMMUNITY YOUTH SERVICES MONTHLY SERVICE REPORT MAY,1983 I . Number of Youth Referred This Month: 57 Re-referrals : Case Load TOTAL: 57 Cancellan-tion 2 Leslie 15 No Show 3 Linda 20 2. Living Status : Miriam 5 Ann 8 _23_Both Parents _Father 6 mot:ier/Stepfather _ 3 Relatives _Father/Stepmother Unknown __ELMother 4 Independent 'y 1 3 1983 Other (Specify) 3. School Status : 46 Full-Time Suspended 1 Unknown Part-Time 1 Expelled 5 Discontinued 1 High School Grad. 1 Irregular Attendance 2 GED ti4. Sex: 34 Male 23 Female 5. Ethnicity: 56 White Native American 1 Hispanic Black Asian Other- 6. Prior Court Contact: 21 Yes 36 No 7. Residence: 40 Tigard 11 Tualatin 2 Other Incorporated Unincorporated R. Source of Referral : .5 School 17 Parent 1 Self 6 Juvenile Department CSD 17 Other Individual 2 Other Agency 3 Police 9, Reason for Referral : _ 4 Family Problems Educational Assistance Activities/Recreation 1 School Problems 51 Employment Law Violation -__I_Personal Problems Drug/Alcohol Problems MONTHLY REPORT s Page Two i 10. Age: } _Under 12 _10 16 4_ 13 _g_ 17 _13 14 18 9 15 —1_ Over 18 11 . TCYS SERVICES PROVIDED THIS MONTH: HOURS: NUMBER SERVED: 32.75( 1) Individual Counseling. . . . . . . . . . . . . . . . . . 8 (2) Group Counseling. . . . . . . . . . . . . . . . . . . . . . . 19 30 (3) Family Counseling. . . . . . . . . . . . . . . . . . . . . . 57 (4) Educational Counseling. . . . . . . . . . . . . . . . . (5) Drug Counseling. . . . . . . . . . . . . . . . . . . . . . . . (6) Alcohol Counseling. . . . . . . . . . . . . . . . . . . . . (8) Needs Asseszt. . . . . . . . . . . . . . . . . . . . . . . 6 SERVICES: _1653-. (7) Employment Counseling. . . . . . . . . . . . . . . . . . 126 57 (9) Job Placement-Kids for Hire. . . . . . . . . .. . 90 17 (10) Job Placement- Permanent. . . . . . . . . . . . . . 17 14 (11 ) Job Readiness. . . . . . . . . . . . . . . . . . . . . . . . . 313 (12 ) Recreation. . . . . . . . . . . . . . . . . . . . . . . . . . . . (13 ) Big Brother/Big Sister. . . . . . . . . . . . . . . . 4 (14 ) Support Services. . . . . . . . . . . . . . . . . . . . . . 9 2_(151 On-Going Follow-Up. . . . . . . . . . . . . . . . . . . . 17 (16 ) 3-Month Follow-Up. . . . . . . . . . . . . . . . . . . . . 17 (17 ) Tutoring/GED. . . . . . . . . . . . . . . . . . . . . . . . . . (18 ) Transportation. . . . . . . . . . . . . . . . . . . . . . . . _ 6 (19 ) Agency Coordination. . . . . . . . . . . . . . . . . . . (20 ) Parent Education. . . . . . . . . . . . . . . . . . . . . . (21 ) Community Education. . . . . . . . . . . . . . . . . . . i (Specify) i 11 (22) Other. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6____-- f 3 Job Orders Received: Kids For Hire 61 25 Kids Applying for Work Permits f Permanent: 25 _Kids Applying for Social Security TOTAL : 86 MONTHLY REPORT page Three 13. Volunteers : Active This Month Hours Donated 14. Big Sister/Brother Program: Matched Pairs Kids Pending Volunteers Pending 15. Information/Referral Contacts : 495 Total Contacts 15 Youth 18 Phone 19 Information 428 Phone en-ployment related 7 Adults 4 Person 4 Referrals 16. Consultation Hours : 21 Program Consultation 8 Other Service Agencies Non-Client Consultation 18 Training 7 Community Relations 6 Miscellaneous 7. Parent Education Program: # In Group # Sessions Service Units Pre-STEP STEP Stress Management — Communication/Adolescent Self-Esteem Single Parents Step Parents Adolescent Sexuality Workshops TOTALS: __ i i CIT f OF TWARD WASHINGTON MEMORANDUM TO: Members of the City Council FROM: William A. Monahan, Director of Planning & Development 's DATE: June 6, 1983 SUBJECT: Pygmalion Flowers - Conditional Use CU 4-82 Councilor John Cook recently requested a report on the conditions placed on Pygmalion Flowers in 1982 upon issuance of a conditional use. In April my staff researched the conditions and attempted to notify the owner of record of the failure of the applicant to meet the conditions. I have been advised by Attorney Fred Anderson that the former owner, Mrs. May S. Vincent is now deceased. The property in question is now part of the Vincent estate. The conditions placed on the property run with the land. We hope to receive clarification from the representatives of Mrs. Vincent's estate in the near future concerning the actions which will be taken to meet the conditions placed upon them. Copies of the pertinent documents are attached. 12755 S.W.ASH P.O. BOX 23397 i IGARD,OREGON 97223 PH:639-4171 CITYOFTIGARD WASHINGTON COUNTY,OREGON April 22, 1983 May S. Vincent P.O. Sox 2971 Portland, Oregon 97208 Dear Mrs. Vincent, The City of Tigard Planning'Department has received a complaint regarding the conditions placed on approval of Conditional Use CU 4-82 approved on March 22, 1982 by the Tigard City Council. The staff has made an inspection of the site and found that none of the conditions of approval has been met. A copy of the required conditions has been attached for your information. Please submit an outline to the City Planning Department outlining a program for the completion of the conditions. All conditions must be met within thirty (30) days. A copy of this letter has been forwarded to the City's Code Enforcement Officer. If all the conditions have not been met in thirty (30) days, we will have no choice but to direct the Code Enforcement Officer to issue a citation. Please contact me if there are any questions regarding this matter. Sincerely; k,Vewton Associate Planner LN:pjr 12755 S.W. ASH P.O. BOX 23397 TIGARD. OREGON 97223 PH: 639-4171 r CITY OF TIGAEZD, OREGON RESOLUTION No.. 82-28 IFS N RE APPEAL OF PYGMALION FLOWERS. I WHEREAS, on March 8, 1982, per Resolution No. 82-24 , the Tigard. City ouncil called up the decision of the Tigard Planning Commission in Conditional se CU 4-82. This case involved the application of Tim Aer�ettarb, doing usiness as Pygmalion Flowers, for a florist shop on property d y addressed as 12035 SW Pacific Highway, Tigard, Oregon, and Vincent, T * Lot 1000; and Iso described as Washington County Tax Map 2S1 2AA, ! t for review were set forL•h in Council Resolution No WHEREAS, the grounds . 2-24. After review of the record, it is Final Order of the Tigard Planning Commission, together ions, and Conditions be , and the same a ith the Findings, Conclusre hereby ORDERED that the ; affirmed in all respects with 1i i the following exceptions to the Conditions of approval: i' 1. Siybsitute for Planning Commission Condition No. 1, the following: i . "All curb cuts onto Pacific Highway shall conform to City of Tigard E i! street improvement standards. In addition, all curb cuts onto i roved with speed bumps for the le ngth Pacific Highway shall be imp i of each curb cut." I 2. Eliminate the first sentence from Condition No. 2. and it is further ORDERED that the Planning Director be, and he h=-eby is , authorized and 2 directed to file this final order in his files and those of the City Recorder f and to give notice of this final order as prescribed by Section 18.84 .130 u...,;..;"Al Code. of the TigarCIL r-- DATED: this 22nd day of March, 1982. President of CO,;n •1 - City of Tigard~ a11FSr: L. y r.ocder - City of and .r i 4 STAFF REPORT AGENDA 5. 5 TIGARD PLANNING COMMISSION March 2, 1982 - 7:30 p.m. Fowler Junior High - Lecture Room 10865 SW Walnut, Tigard February 18, 1982 No submission of additional material by applicant shall be made at this Public Hearing unless the applicant is requested to do so. Should this occur, unre- quested, the item will be tabled until the following hearing. DOCKET: Conditional Use, CU 4-82 (Tim Settlemire) NPO #2 APPLICANT: Tim A. Settlemire OWNER: May S. Vincent 306 S. Chehalem St. P.O. Box 2971 Newberg, Oregon 97132 Portland, Oregon 97208 REQUEST: For a Conditional Use permit to locate a florist shop in a C-3 General Commercial Zone. APPLICATION DATE: February 5, 1982 SITE LOCATION: 12035 SW Pacific Highway (Washington County Tax Map 2S1 2AA, lot 1000) . PREVIOUS ACTION: none FINDINGS OF FACT: 1. The site is zoned C-3 and is designated General Commercial on the .JPO #2 Plan Map and the City of Tigard Comprehensive Plan. 2., The City of Tigard Municipal Code allows any conditional or permitted use in a C-4 zone excepting mobile home parks as a conditional use in a C-3 zone. Florist or flower shops are permitted in the C-4 zone. 3. The applicant proposes to locate the flower shop in an existing building. There is water and sewer available. Adequate parking is available. 4. The current access from Greenburg Road to the site is within five feet of the intersection of Greenburg and Pacific Highway. City Code requires that access drives he located at least 30-fee4- from the property line at the inter- section of two streets. (Reference Code Section 15-04-080) 5. Currently, there are two accesses to the site from SW Pacific Highway. One of the access points is located within five feet of the intersection of Pacific Highway and Greenburg. 6. Applicable policies from the NPO #2 Plan are as follows: (� Policy 28: In the interest of safety and efficiency, the number of highway access points must be kept to a minimum. Wherever possible, businesses on Pacific Highway should be clustered and share common parking facilities and r CU 4-82 Page 2 i driveways. As new development occurs, the number of access points should not exceed the number necessary for property on-site traffic circulation and, where possible, should be combined with access to adjacent businesses. CONCLUSIONS: 1. The site is zoned in conformance with the NPO #2 Plan Map and the City of Tigard Comprehensive Plan. conditional use in the C-3 zone under the i 2. Florist shops are allowed as a Code. (Reference Code Sections 18.28.020; 18.32.010) provisions of the Tigard Municipal 3. Adequate parking and services are available to serve the site. 4. The current access from Greenburg Road to the site presents a potentially dangerous traffic situation. After careful review, it is staff's opinion that k the access from Greenburg Road to the site shouted be eliminated. f 5. Currently, there are two access points from Pacific Highway serving the site. The access point nearest the intersection with Greenburg Road should be eliminated. The remaining access will provide adequate access to the site and will allow on- site traffic circulation and access to SW Center Street at the rear of the pro- perty. STAFF RECOMMENDATIONS: Staff recommends approval of Conditional Use, CU 4-82. Staff suggests findings as follows to support approval: 1. The Planning Commission finds the proposed florist shop is appropriate for this location after evaluating services available, site access and traffic im- pacts. 2. A florist shop is allowed 8.28 Cond,t18n32.Q1�)�n a C-3 done. (Reference g Tigard Municipal Code Sectio z i Staff recommends the following conditions be attached to approval of CU 4-82: 3 1. The access from Greenburg Road to the site shall be eliminated. A standard 4 street curb shall be constructed along Greenburg Road the length of the property. , 2• ��������_ U;�h� •rrtersect�vrr-Frith-Greenburg--shall A standard curb shall be constructed to align with the existing curb along Pacific Highway. 3. Construction plans. for the curb improvements shall be submitted to and approved by the City of Tigard Engineering Division. Site drainage plans shall be submitted with the curb improvement plans to insure adequate on site drainage. 4. The parking spaces in front of the existing building shall be restriped to indicate head-in parking rather than angle parking. r_ F page 3 5. Potholes in the existing parking area shall be patched with asphalt. g rk i � d Prepared by: � Approved by: PFrank A. Currie Vli'ybetfA. Newt n Planning Director ¢ Associate Planner t MIM MEMORANDUM f TO: CITY COUNCIL / r FROM: Elizabeth A. Newton, Associate Flanner SUBJECT: Jadco At May 23, 1983, City Council meeting, Mayor Bishop pointed out that he noticed street improvements and new fill at Jadco that morning. He asked staff if permits had been issued for approvals. Staff indicated that no permits had been issued. The Mayor asked, and Council concurred, that the staff take some immediate action in the situation. On Tuesday, May 24, 1983, I spoke with Fred Anderson, John Duncan's attorney. I told Fred of the Council meeting the previous evening and that Frank, Brad and I would be inspecting the site the next morning. On Wednesday morning, May 25, 1983 at approximately 8:30 A.M. , Brad, Frank and I visited the site. We found that apprxoimately 150 cu. yd. of fill had been placed on the property, some of it on top of the fill previously placed without a permit. Upon returning to City Hall, we discussed the matter and determined that a citation should be issued. On Wednesday afternoon, I spoke with Dave larson of McKenzie Engineering and explained the situation to him. I also left a message for Fred Anderson to call me. On Thursday, May 26, 1983, I asked the Code Enforcement Officer to cite Jadco for violation of Chapter 14 and 18 of the Tigard Municipal requested See which to I Brad Roast from myself dated May 26, submitted to him. Around noon on Thursday, May 26, 1983, I called John Duncan to explain the situation to him. Shortly after 1 P.M. , Mrs. Duncan returned the call. I �.. to her and told tier I was instructing Brad to cite explained the John by 1:00 P.M. on Friday, May 27, 1983. She was quite upset. Sometime after 3:00 P.M. on Thursday, I spoke with Fred Anderson and explained I told him I had written a memo to Brad requesting the situation to him. issuance of a citation and what the violations were for. I also told Mr. Anderson that I had talked to Mrs. Duncan and Dave Larson. On Thursday, June 9, 1983, at 8:30 A.M. Brad Roast, Frank Currie, Bill Monahan and myself visited the site again Although some grading had been done to the most recent fill it was evident that the fill had been placed in violation of City Ordinances. A citation has been issued and an arraignment has been Scheduled for June 28, 1983. RD CITYOFTIGA WASIHINGION CCXJKN.OREGO" MEN DRANDUM TOCode Enforcement Of€icer sem* tolx. iii aa�et? . ``Dlemttni 3�seocmat a-Play a )�Y•.Z� � 19g.8 •' SUBJECT: Jadco Fill As was discussed on May 25, 1983, with Frank Currie, you and myself { and evidenced ',by ,our .field investigation, Jadco Chemical is in viclation of too Catp,Coc3e't6ctions as follows.. h t , z e «Appro 1 '1 b�51 ►adl�� a `fillmaterial .has been placed ' ; progs � 't' e `cequirec�" foz axore`t�iian 50 Cu. yard isatural ground 0iolatican: TMC ChaptesfEY4,�0�S.a20., ,gam ® Some of they aesa.fi11 Lias. been.placed; on .€ilZ reviousl Zaced, ' ly P y P x ;aiihex�4`u3pZaiux. x lstioa, TMG�Chater 18.57.060 aad ?, C'ompreti'eulsYve Plan Fo'licy "2.; Please issue citation by 1:00 P.M. on Friday May 27, 1983. 12765 S.W.ASH P.O.BOX 23397 TIGARD,OREGON 97223 PH:639-4171 CITY OF TIGARD, OREGON Q COUNCIL AGENDA ITEM SUMMARY AGENDA OF: July 11, 1983 AGENDA ITEM h: r - DATE SUBMITTED: July 6, 1983 PREVIOUS ACTION: None ISSUE/AGENDA TITLE: Right-of-Flay Acquisition REQUESTED BY: Frank Currie Public Works Director DEPARTMENT HEAD OK• CITY ADMINISTRATOR: _ INFORMATION SUMMARY Attached is a Street Dedication for a parcel of land on McDonald Avenue. The cost of this dedication is $785.00. A' t ALTERNATIVES CONSIDERED �. Reject this dedication. SUGGESTED ACTION Staff recommends Council accept the Street Dedication for recording and authorize the Mayor and City Recorder to sign the acceptance. s STREET DEDICATION KNOW ALL MEN BY THESE PRESENTS, that Paul R. & Barbara J. Amens hereinafter called grantor(s), for the sum of $ grant and dedicate to the Public a perpetual right-of-way for street, bad and utility purposes on, over, across, under, along and within the following described real property in Washington County, Oregon: See Attached Exhibit A To have and to hold the above-described and dedicated rights unto the Public for the uses and purposes hereinabove stated. The grantor(s) hereby covenants that he (she) (they) is (are) the owner(s) in fee simple and have good and legal right to grant his (her) (their) rights above-described. IN WITNESS WHEREOF, the grantor(s) has (have) hereunto set his (her) (their) hand(s) and (s) this 2.3 day of%JLA-n e—. (SEAL) (SEAL) (SEAL) (SEAL) 1 STATE OF OREGON ) ss. COUNTY OF WASHINGTON) BE IT REMEMBERED, that on this .23 day of _ 1993, before me the undersigned Nota y Public in and fate of Oregon personally appeared the within.named `T�YGt�.�.�ovr��r 5 ,�fid{ ��✓��r4 �.J• 'r"T vrs1..G K S who is (are) known to me to be the identical individual(s) described in and who executed the within instrument and acknowledged to me that he (she) (they) executed the same frnnly and voluntarily. N TESTIMONY WHEREOF, I have hereunto set my hand and seal this o`1 3 day of JIF Notary Public tor Oregon My Commission expires: © 2 l Approved as to form this day of 19��. 8y: •� i City t/t'orn - City o lgar Approved as to_legal_d�scriotion this_43__.day_of• //; J01 r Approved this �_ day of CITY COUNCIL, CITY IOF_ TTIGARD, OREGON \ V LEGAL DESCRIPTION FOR STREET RIGHT-OF-WAY DEDICATION PURPOSES "EXHIBIT A" A strip of land located in the N.W. 4 of Section 11 and the S.W. Ik of Section 2, -, T.2 S. , R. 1 W. , W.M. , City of Tigard, Washington County, Oregon, being more particularly described as follows: Beginning at the S.E. corner of the George Richardson Donation Land Claim No. 38, said corner being also the N.W. corner of Lot 26, TIGARDVILLE HEIGHTS, a recorded plat, thence, on the west line of said Lot 26 S 00' 45' 11" W 30.01 feet; thence on a line parallel with and 30 feet from (when measured at right angles) the centerline of S.W. McDonald Street (County Road 430) S 88° 19' 11" E 80.00 feet, thence on a 20 foot radius curve to the right (the long chord of which bears S 430 51' 22" E 28.51 feet) 31.74 feet to its point of tangentry with the east line of that tract of land conveyed to Paul R. Amens and Barbara J. Amens, husband & wife, as recorded in document No. 78-049728, Washington County deed records; thence on said east line N 000 45" 11" E 50.01 feet to the centerline of S.W. McDonald Street; thence on said centerline N 88* 19' 11" W 100.00 feet to the point of beginning. (Refer to C.S. 20,1.78) s 1`\A r -Loc Ae a oMt-Aw C vF.o:�,ic-o"r d o cv �R1Q, ll �V SEE MAP \�J 5 E. CORNER -b � 2S I 2C0 �� GEO. R104ARDSON �• r���� O.L.C. No 38 �• l SOUTH LINE GEORGE SOUTH DSON D.L.C. Ne. 38 — DOUI N ii%/,%///%//•:i /(/.0/.%/'/. ///// 8 • .90 CA 63.91 84-7— 116.29 1 94 94 W 800 803 804 700 602' I 500 400 s 1.42 sic. 0 " I .56 4c. .56 Ac .36 Ac. )c 55 Ac. ;5 Ac. lr o .23 4 c. ., • 0 A p O of oO N I r N 69.52,w 100 O f V1 N Y 12 "' ol 49 I 600 1 0 a' 1 3.28 Ac. 1 N 89.36 10"w L a 118.34 9 4 4 4 �. ' N •pJ 306.34 I 606 1 I C N A I g I N I a r# I W N es*Sfi30,w 307.59 41Z' I 81.91 84 ' 1 33 `? I 1000 73 Ac. 1 hS c j 2 6 2.90 Ac. 1De.e4� 1 N 69.36 30`av � I 602 i W 73 AC* o n 1 � o 901 • Q 99 4c. i 72.4 110.09 I m 133.98 I m n 301 807 m 564c. ! 57 Ac. s 601 I 1 I 1 .47Ac I 1 s I I I r^ 1 INITIAL POINT g I I 5 INGEGRAND HEIGHTS ,5: 312.12 1 13604 128. .. 3 _ 3: 165 - 86.25 N 890 31•w Iy01 10'46 5B9•S1E 1800 ---1 1900 1903 900 1 : !.!6 Ac. W .B! 4c. ; o . o ' 3 u 10 2 ^ e N I N � 3 -74_ a 'y N 0y31 w 185 I 86.23 t� 6371 •� 120 0 j Tj sr•11, 2 300 n� 2 200, �e s4 • %.. CITY OF TIGARD, OREGON ` COUNCIL AGENDA ITEM Date: June 6 1983 Item No. : Description: Right-of-way _ Agenda Of: June 13, 1983 acquisition. _ Previous Action: Action -required: Council If Dept. Head: acceptance and authorization De p to sign. City Adm. : SUMMARY Attached is a summary of street dedications, utility and construction easements for four parcels on S.W. 72nd Avenue L.I.D. #21. The cost of these dedications is $12,472.30, compared to the original (.- appraisal of $32,025.00 representing a savings of $19,552.70. The City Recorder has the original documents. RECOMMENDATION Staff recommends council accept the street dedications and utility easements for recording and authorize the mayor and city recorder to sign the acceptance. ALTERNATIVES CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM Date: dune 3, 1983 Item No. : Consent Description: Let out bids for new Agenda Of: June 13, 1983 equipment. Previous Action: Action required: Minute Order Dept. Head: l City Adm. : SUMMARY NEW EQUIPMENT FOR BID: 1. 3-4 yard Street Patching Truck . . . . . . . . . . $ 38,000 2. Roller, walk behind, vibratory type with lift hooks . $ 9,500 � Total $ 47,500 4 t These items were budgeted for in 1982-83 and appropriations are available for purchasing these items. r"1 t --------------------------- RECOMMENDATION Recommend that items 1 & 2 be put out for bids in June, 1983. a s= ----------------- ALTERNATIVES 1 MEMORANDUM i s TO: City council FROM: Willaim A. Monahan, Director of Planning and Development i E s DATE: June 16, 1983 a F SUBJECT: Departmental Report - April and May f Attached for your review are the following monthly updates from the Department of Planning and Development: 1. Building Activities for April and May 2. Approval Authority Action update for April and May 3. Annexation Report - May 4. Code Enforcement - May 5. Comprehensive Plan - Community Development Code public hearing schedule. During April and May Building activities increased greatly. Permits for construction valued at $1,570,897.00 were taken out for April and $2,880.193.00 were taken out for May. Fees generated for April were $ 22,577,58 and $ 30,904.52 for May. i The Comprehensive plan was ratified by the City Council on May 9, 1983. Attached for the Comprehensive Plan Report is a memo, which is being distributed with the Community Development Code, giving the schedule for the public hearings. 4 ¢Z K �y F }5 i 4 MEMORANDUM TO: CITY COUNCIL FROM: PLANNING AND DEVELOPMENT DEPARTMENT DATE: June 16, 1983 SUBJECT: Monthly Report for month of APRIL April's building acitivities includes permits for 5 signs, 17 single family residential, 7 residential additions or remodels, 5 commercial alter/repair, for a total valuation 1,570,897.00. Fees for 29 permits 14,528.08 Fees for 5 signs 170.00 Plumbing Acitivity - 21 1,882.50 Mechanical Activity - 19 322.00 Business Licenses - 98 5,675.00 i TOTAL. . . . . . .$ 22,577.58 s 3 4 Certo Connections - 99 1Z. z.nn,nn [ Sewer Inspections - 22 700.00 King City Activity 1 Residential Alter/Repair for a total valuation of $4,000.00 and fees of $73.43. z 1 t 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 eo 0 0 0 0 0 s N C O 1-4 w to O O M 0 0 0 r+ a O w O O 00 d O to r.. 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Aj r-) s V r-+ td 1ro O O 4J o .a r+ O O O O O 4J ra U ?+ CM O D CO U 0 a U W r4 Pa6i cc 6 cd 9 U O LA 0 -.+ 01 0 0 0 0 O ..+ M Dig 1-1 P4 1.4 4) D -4 {{ 4) a w 3 0 w 4y' .n .0 J] .0 .0 U � W at Dr •r+ w x F cl W w A 0 4) O 0 0 0 0 .t-) . 4 w Cs 4) U 0 r 4 r1 L, H i +) W C: -0 U -0 w .0 t)0 9y N N w N .0 � [� 0 39 C7 = Ad U S r1 r4 0 U !i (` v aHAV � Sxnah � xbd � WEc axh .°°7h OOUP1a `s s x H O 1 dd co Cd O C) ra W A O d 0 0 y _ O O O A O N Ln I tLMr! r4 M cn 1 i1� 'Y+ co H P r4 H r4 H � H '� H tpa d C9 5 cu : ta 'T. ..�.� ..vi rye .vi H C) wwr4Im r Q+ co V 46 N .� ad ay. v, �• � H 0202 y C9 W Ch ca ca CO W r Aq R y Aq r 4 Cn N r-1 OD � H C 1-4 d r+ ra r-4 f-4 r+ �r V C,9 N H � bd �s R+ d m A ri �4. a bo 4 92, �s PSOd r04 02 QA A O w A d c3 1 U !!+ V .fir C~j v MEMORANDUM TO: CITY COUNCIL FROM: PLANNING AND DEVELOPMENT DEPARTMENT DATE: May 16, 1983 SUBJECT: Monthly Report for month of MAY May's building acitiviLies includes permits for 6 signs (3 with construction permits), 34 single family residential, 5 multi-family permits, 7 residential additions or remodels, 1 Commercial, 4 commercial alter/repair, 1 site work permit for a total valuation 2,880.193.00. Fees for 55 permits 22,591.02 Fees for 6 signs 280.00 Plumbing Acitivity - 34 3,470.00 Mechanical Activity - 35 683.50 Business Licenses - 51 3,880.00 TOTAL. .. . . . .$ 30,904.52 Sewer Connections - 39 47,675.00 Sewer Inspections - 39 1,530.00 King City Activity There were no permits issued for King City for the Months of May, 1983. 1 f OI O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O [�{ O• N00 Cl O O O• S Opo N O O �T O �D M O+ O N �D O �D M O O 3 d Oo N N t• 00 O O N tf f u7 f` N aft O Cr; tT r+ ra M ra N S O a� r+ O -7 r �D S W r< t!i T4 A p 00 tD %D M f r` U t %D %V %a a0 to to 1R !� of+ tom. ufi r` %D an .D VD r` cD p p �D 1 M� 1 �md �m+i r.ad-+i �.+l r+ ri rl 1 r- co r-4 rt ra r4 v-4 ri rr4 f-4 rI m mmdtfmm m p r+ .+ .+ .+ .+ +. W G G G G G G G G G G G G C G G G G G C G G G G G G G G G G G � � y OGi aGi ca d 0) 01 N 01 Oi 0� O 01 47 d 01 01 N d d 01 Ot G1 d 01 67+ o •v o •v v 'o 'O 'o ro •o 'O o •o c� •o V V 1 N N c • • • •o •o •o •v t! 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V ..+ .Q ..+ i• � caC R+ JA E �. r .+ ..+ 0 r+ 40 -4 053r X3 s u a44 H f t MONTHLY REPORT - April and May, 1983 PLANNING AND DEVELOPMENT DEPARTMENT APPROVAL AUTHORITY ACTIONS The following projects were acted on by the Planning Commission in April and May. SIGN CODE EXCEPTIONS SCE 1-83 Sign Craft - 9033 S.W. Burnham - Withdrawn at public hearing SCE 2-83 Luminite Sign Company - 9350 S.W. Tigard St. REQUEST: For an additicnal sign on S.W. Hall Blvd, for Tigard Plaza, back entrance. ACTION: April 5, 1983, Planning Commission Denied. May 3, 1983, Planning Commission reheard, applicant claimed never notified. Approved eight to one, Commissioner Moen voting no. SUBDIVISIONS S 2-83 Paul & Judy Deemie - Applicant and Owner 9740 SW McDonald St. REQUEST: For approval to subdividide two lots totaling .71 acres into four lots of approximately 7,500 sq. ft. each. Location: 9740 S.W. McDonald (Wash. Co. Tax Map 2S1 11BA lots 300 and 302) ACTION: Approved, April 5, 1983 by unanimous vote of Commissioner present, with conditions. S 3-83 Century 21 Homes - Applicant and Owner 7412 S.W. Beaverton Hillsdale Hwy. 5-112 Portland, Or. 97223 REQUEST: For detailed plan approval and approval of a 33 lot subdivision on 2.93 acres to build 11-2 story single-family residential homes. Located: 11900 SW 98th Ave. (Wash Co. Tax Map ISI 35CD tax lots 2200 & 2300) ACTION: Approved May 3, 1983, eight to one, with conditions, Commissioner Moen voting no. S 4-83 The Robert Randall Company - Applicant and Owner 9500 S.W. Barbur Blvd. 5-300 Portland, Or. 97219 REQUEST: For approval of a 22 lot subdivision on 3.46 acres with a minimum lot size of 5,000 sq. ft. . LOCATED: 15280 S.W. 100th (Wash. Co. Tax Map 2S1 11CA tax lots 5700 thru 7100. ACTION: Approved for 21 lots with conditions by unanimous vote of Commissioner present. MONTHLY REPORT - Page 2 TIME EXTENSION CPR 8-81 J B Bishop - Main Street Land Corp. Applicant and Owner CPR 9--81 10505 SW Barbur Blvd. 5-303 Portland, Or. 97219 REQUEST: For a one year time extension for the PD District. ACTION: Approved by unanimous vote of Commissioners present May 3, 1983. NEIGHBORHOOD PLANNING ORGANIZATION APPOINTMENTS NPO # 7 James Monroe - 11330 SW 108th Tigard NPO # 5 John Smets - 6830 SW Bonita Tigard ACTION: May 3, 1983 the Planning Commission recommended James Monroe's name be forward to City Council with recommendation for appointment. John Smets has been requested to appear before the Commission to address concerns raised at the public hearing. He his scheduled for June 21 , 1983. STUDY SESSION ITEMS May 24 Urban Planning Area Agreement Tigard Community Development Code (Three sections) The following projects were acted upon by the Hearings Officer. CONDITIONAL USES CU 1-83 Kathy's Home for the aged OWNER: May/Church Paul & I:atalin Ratkai 6328 SW Haines Rd. 12533 SW Grant Ct. Tigard REQUEST: To operate a home for the elderly in an R-10 zone. Located: 12533 S.W. Grant St. (Wash. Co. Tax Map 2S1 2BB lot 1802) ACTION: Approved April 20, 1983 with conditions. F r e SENSITIVE LANDS PERMITS M 2-83 City of Beaverton OWNER: Richard & Delores Galbraith r 4950 S.W. Hall Blvd. REQUEST: To construct a sanitary sewer trunk line within the 100 year floodplain. LOCATED: [Jest of SW 130th, south of SW Scholls Ferry Rd. (Wash. Co. Tax Map ISI 33D lot 200) ACTION: Approved May 20, 1983 with conditions. i� MONTHLY REPORT - Page 3 The following projects were acted upon by the Planning Director SITE_ DESIGN REVIEWS O14NER: Hyster Corporation SDR 2-83 Wiegel-Kuehl Invest. 7000 S.W. Sandburg Rd. 6229 S.W. Canyon Ct. Tigard, Or. 97223 Portland, Or. 97221 a three story steel framed, professional office building REQUEST: To construct of 31 ,496 sft. LOCATED: 7000 SW Sandburg Rd. (Wash. Co. Tax Map 2S1 IDD tax lot 100) ACTION: Approved April 4, 1983 with conditions. SDR 3_-83 The Corp. of the Presiding Bishop of the - Applicant and Owner E MLP 3-83 Church of Latter Day Saints 50 East North Temple Salt Lake City, Utah 84150 provide for separate ownership of property REQUEST: To partition 4.66 acres to now occupied by the church building and the ball field site. Also, a rooms and site design review for 3000CATEDst . for class 15555tSWn98th (Wash. Co. Tax Maplces to the Tigard LDS chapel. 2SI 11CA lot 1000) - A CTION: 000) .ACTION: Approved with conditions May 6, 1983. -SDR 4-83 Fred Cooper 01-I1ER: Erhardt Steinborn 11675 S.W. 66th 19255 S.W. Pacific Hw. Tigard, Or. 97223 Tigard, Or. REQUEST: To construct a two story, 11,070 sq. ft. addition to an existing ;y 2,700 sq. ft. single story office building. LOCATED: 11675 SW 66th Ave. (Wash. Co. Tax Map ISI 36DD lot 3800, 4300 & 4400) • z i ACTION: Approved May 6, 1983 with conditions. i SDR 5--83 Oregon Pole Structure Inc. OWNER: 144101S.W.c72nd Corp. , 13015 S.W. Pacific Hw. Tigard, Or. 97223 Tigard, Or. 97223 . REQUEST: To construct a 46' x 61' addition with 20' eave height, to an existing structure. LOCATED: 14410 S.W. 72nd (Wash. Co. Tax Map 2S1 IDD lot 800) . � u ACTION: Approved May 4, 1983 with conditions. Applicant & Owner � SDR 6-83 David & Mary Savory (Southwest Office Supply) - Ap P 12245 S.W. Main St. Tigard, Or. 97223 REQUEST: To LOCATED AT: 12245 S.W. ainaSt.additito on Tax1ng Map32S01 2AB lot 3700)1 outlet. LOC ACTION: Apprc ,:d with conditions May 12, 1983. MONTHLY REPORT Page 4 Planning Director approval continued. SDR 8-83 E. Lee Robinson - Applicant and Owner i 15305 NW West Union Rd. Portland, Or. 97229 REQUEST: To construct a 20,400 sq. ft. office building. LOCATED: 7165 SW Fir Loop (Wash. Co. Tax Map 2S1 IDA tax lots 1200 and 1300) . ACTION: Approved May 31 , 1983 with conditions. MINOR LAND PARTITIONS MLP 3-83 Siemens-Allis, Inc. - Applicant and Owner 10385 SW Cascade Blvd. Tigard, Or. REQUEST: To partition 190,955 sq. ft of raw land from an existing 532,783 sq. ft. lot. LOCATED: 10385 SW Cascade Blvd. (Wash. Co. Tax Map ISI 35BB tax lot 500) . ACTION: Approved May 26, 1983 with conditions. TEMPORARY USES TU 5-83 Dougb Auto Parts Applicant/Owner 12175 S.W. Main St. Tigard, or. 97223 REQUEST: To close Main St. from Commercial to Scoffins on Sunday, June 12, 1983 from 7:00 A.M. to 10:00 A.M. to film a commercial. ACTION: Approved by the City Administrator on May 26, 1983. TU 2-83 ` TU 4-87 PET PREVENT-A-CARE 10010 SW Beaverton Hillsdale Highway Portland, Or. 97005 5 REQUEST: To conduct a low-cost mobile vaccination clinic for dogs and cats. LOCATED s AT: Tigard Thriftway - Canterbury Square 14365 SW Pacific Hwy. on April 15 and June 4, 1983. ACTION: Arproved April 7, 1983 and May 9, 1983. TU 3-83 GINGER`S GARDEN SPOT, Inc. : 22400 SW Lois Beaverton, Or. 97005 REQUEST: Operate a retail sale of Bedding plants and Nursery stock from April 8, 1983 to July 8, 1983. LOCATED: Schoolhouse Antiques Reproductions 11875 S.W. Pacific Hwy, ACTION: Approved April 7, 1983 c >,G >1 O L •. 1 C t L c C L 1 � 7 7 U t V•u U+U t` Z W W M y E b 4J'S7 LM M c0 rn M m i M M o ! 17 co 00 a, C7,•.I M M M y a) OJ 67 O� OD •, V a T T T Z U 2 U w w p w w L t ci U u u u u 111 u u V u u u cc m co m A q A r' M C1 CIM CS Cl Cl cn C N N N N o � 00 a0 aD CD m Ln m 00 o c0 i til •--� t u U U U U U W CU i• w v O C O 3•'7 H i• S VI � t N N N M M QJ M M CI M M �7 m o co 00 .0 ^' M 00 c0 00 CO m M 0 ro L 0% C% Q� O� C o O� D\ W E- 10 C1 M M M M p p b CO r r r E•- �/ 1 L t Z ro'-t u u s N u 4 u O .Li y U V U E y 3 6 F. 'E� S E E y I O Ocli O < ; z z co m m W co M M O� T Qi O, M M M M M .� ,4 ,4 ,..1 CO 00 0o co ao co �` 4 -J VI M O, M 0o 3+ V 7 O � • C ro •0 Id V CI V e L L 0I. 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M en 00 m 10 gyp,, OO OD .-I eCD ° u th e�+1 O en U O = r U co U d to O O A '1 t+y m m m 4 00 w CL, as 01 ee w 0 6 w C eT d C 41 +� W W W 'o P. a W v U X m mw a O O .+ to > to w d d ° my Cl u w enm .0 60 E m d O' a~i OCyi ° k pp FF ca $ O C 4 V m O O O In qq ..� W n Go .0) 0) a ..m. m .wi d .w+ ..w+ w+ .w+ w+ V co (D N .ti d �j ♦.c H < x 0 .d7 M Z � .Z° Z cd.P 0 q m cu y IsD 0 u m y 0 w w y w u m m eL m d ro m d C-0 a acs a 0 0 m .. as V M •�' �+ .tea tl d > > 14 Pd •C fCJ 'Cd ba bo n C C .Ca q 0 t+ .+ .+ C N % V co A C p' 0 Y q w U U 7 B O O N V O r4 (.e y V C R p eu A d H ... ... ... m m as O i C •�-� H C m9 m O °7 Pa° V 0 o a V d C m m ... � � N rmi O O r4 ,� re H N ca y w t b N y y 0 (Cj y IA N O UY Q OD qCl r4 rl 'O a V e-� A A � e•+ � fs7 M en en m en m cn en e0 co OD co e0 w 00 OD C. A t%f p � N N N t 6 3 CITYOFTIGARD �. WASHINGTON COUNTY,OREGON y TO: ALL INTERESTED MaTIES FROM: William A. Monahan, Director of Planning and Development 7 r: DATE: June 14, 1983 E RE: Tigard Draft Community Develop:cent Code Attached please find a draft copy of Tigard's Development Code. ' Your comments are encouraged as we review and finalize this document prior to submittal to LCDC. The Code will be considered at the e 5 following public hearings: June 21, 1983 - Tigard Planning Commission i. July 12, 1983 - Tigard Planning Commission R s July 19, 1983 - Tigard Planning Commission July 21, 1983 - Tigard Planning Commission (if needed) July 25, 1983 - Tigard City Council F Should have have any question, please contact Jeremy Coursolle or Bill Monahan at Tigard City Hall 639-4171. We look forward to your comments. 1, 12755 S.W.ASH P.O. BOX 23397 TIGARD, OREGON 97223 PH:639-4171 M E M O R A N D U M TO: MAYOR AND CITY COUNCIL FROM: BOB JEAN, CITY ADMINISTRATOR DATE: JUNE 2 , 1983 SUBJECT: MACC CABLE TV REPORT At the June 1 , 1983 MACC Board, there were several items of interest o Construction Report -- As you can see from the attached monthly report summary, a lot of cable is in place now throughout the MACC area. Storer is well on its way towards the July 1, 1983 goal of 39% completion. May was the busiest month yet, with most of the activity in Tigard. Portland State has been hired by MACC to survey construction schedules to households served. A consultant has been hired by MACC to test the technical system. So far, everything is back on schedule and to standard. We did have one contractor in Tigard who took major short-cuts on Storer and us, but the combined effort of Storer, MACC and City inspectors caught and corrected these problems. e Financial Reports -- As per the contract, Storer ' s financial reports are attached for our file and your review. e FCC Waiver -- We have received our Federal Communications Commission waiver which allows us through MACC to collect the full 5% franchise fee. Otherwise we would be limited to just the 3% share, including any costs to us for franchise administration. w Wilsonville has applied for MACC membership and Storer has agreed to extend service under the franchise. A formal resolution will be coming to you for consideration in the near future. 0 North Plains has asked to join MACC and MACC has asked for a written response by Storer prior to any additional action. ® �1iscellaneous -- Rates and warranties for purchase as well as rental of convertors and remote control units have been developed. MACC administrative policies have been developed by the Board. • Budget -- MACC has adopted the attached budget for FY 1983-84 . A 10•-year forecast is also shown. RWJ : dkr Attachments METROPOLITAN AREA COMMUNICATIONS COMMISSION A4-E CONSTRUCTION_ REPORT ~ MONTH OF May, 1983 ® CAKI MTMCTION SYSTEM TOTALS _ ® RESIDENTIAL" Aul iad Issued Permits. This Month Total to Date Total. Required Underciround Total Cable Placed This Month 46.65 9.92 -,.57 Total to Date 184.13 12th 310.63 Total Required 424.38 1 233.08 657.46 43.3% 54.27% 47.2% Aerial Under round Total Cable Energized This Month 5.17 9.52 14.69 Total to Date 31 .87 34.1 65.97 Total Required 1424.38 233.0846. 657 INSTITUTIONAL 7.5% 14.6°0 10.0% ® Aerial Under round Total Cable Placed This Month 0 0 0 Total to Date 96.74 2.99 99.43 Total Required 140 29 169 Aerial Under round Total Cable Energized This Month Total to Date Total Required MACC CONSTRUCTION REPORT Page 2 HEME10 AT HUBS (F May, 1983 1. Beaverton: Administrative Offices and Hub Site. 11 ,200 sq. ft. , single story SW. Brigadoon (near 141st and Millikan) Hub operational ; building occupied. Access studio not operational - no equipment. 2. Forest Grove: Hub Site. 1 ,600 sq. ft. , single story. 24th between Quince and Yew Streets. Hub interconnected and operational . Access studio is operational . It is located at Pacific University. 3. Hillsboro: Hub Site. 2,000 sq. ft. , single story. Main Street Extension near 12th Hub operational . Access studio not operational - no equipment. 4. Tigard: Hub Site. 2,000 sq. ft. , single story. SW. 85th (south of the intersection of Hall Blvd. and Durham Road). Hub operational . Access studio equipment is on order. 5. Washington County: Main Headend. 3,600 sq. ft. ,- single s.tory. SW. 173rd south of Cornell Road on the proposed Quadrant Business Campus. Headend is operational . Local origination studio not operational - no equipment. h;ETROPOLITAN AREA CO""iU!!ICATIn';S C�M''.ISSION CONSTRUCTION REPORT ME( MONTH OF May, 1983 A CABLE CONSTRUCTION TI GARD e RESIM TIAL ADolied Issued Permits This Month Total to Date Total Required Aerial Underaround Total Cable Placed This Month E47.04 4.18 6.49 Total to Date 15.23 62.27 Total Required ( Aerial Underaround Total Cable Energized This Month 4.72 4.62 9.34 Total to Date Total Required o ID IST IT!T I TAL A.e-i al Underaround Total Cable Placed This t1onth Total to Date Total Required Aerial Underaround Total Cable Energized This Month Total to Date I Total Required t i S f ST0r%F---K CABLE commitment to Excellence � i r 4 t s Y t X Mr. William T. Tierney 4 Administrator t Commission Metropolitan Area Communications P.O. Box 1957 4950 S .W. Hall Blvd. Beaverton, Oregon 97075 F Dear Bill, t: The .financial statements presented should meet the franchise requirement for a "Quarterly Reports endAsdb March 31 , 1983 as referenced in Section 13 . 3 ouF nvenience. if any questions arise please call at y These financial statements fairly toonrcounty andresent the conformfinancial position of our operation in Washington Y generally accepted accounting principles . Sincerely, e Dan Murrell , CPA Regional Business Manager e D'P'I/kd Encl. 2621 East Camelback Road • Suite 150 Phoenix,Arizona 85016 • (6^?)955.3311 1 •• 6 STORER COMgUNICATIONS , INC . WASHINGTON COUNTY STATEMENT OF OPERATIONS QUARTER ENDED MARCH 31 , 1983 E t 4 t REVENUES $ 16 ,714 E Basic 22 ,763 Premium 265 Installation $ 39 ,742 ; Total t EXPENSES 58 , 959 Operating 5 ,455 Selling 28 ,161 Administrative & General 1,788 Home Office Allocation 130 , 890 Depreciation 6 $ 225 ,253 t Total $ (43 , 502) LESS FASB 51 DEFERRED COST $ (14-2 ,009) INCOi'IE (LOSS) BEFORE TAXES _ t INCOME TAXES $ (142 , 009) NET INCOME (LOSS) ( STORER COMMUNICATIONS , INC. WASHINGTON COUNTY DETAIL OF EXPENSES QUARTER ENDED PARCH 31 , 1983 OPERATING EXPENSE Salaries (Net of Capitalized) $ 35 , 385 Vehicle Expense 1 , 531 Premium Program Rentals 9 , 105 Pole Rentals 1 , 062 Repairs & Maintenance 1 , 229 System Power 1 , 235 Special Programming 995 Other Costs 6 ,417 Local Origination 2 , 000 Total Operating Expense $ 58 , 959 SELLING EXPENSE Salaries & Commissions $ 2 , 739 Promotion & Advertising 2 , 202 Other Selling 514 Total Selling Expense $ 5 , 455 ADMINISTRATIVE & GENERAL Salaries $ 7 , 484 Payroll Taxes 1 , 166 Franchise, Copyright Fees 2 , 380 Insurance 3 , 638 Building Cost 5 , 501 Allowance for Doubtful Accounts 800 Data Processing 2 , 745 Other 4 , 452 Total A & G Expense $ 28 , 166 STORER COrtMUNICATIONS , INC. WASHINGTON COUNTY BALANCE SHEET MARCH 31 , 1983 ASSETS G-LTRRE'NT ASSETS $ 200 Cash Accounts Receivable , Net of Allowance 3 , 655 Total Current Assets $ 3 , 855 PLANT, PROPERTY & EQUIPMENT At Cost $ 5 , 913 , 098 6 , 651 , 102 Construction-In-Progress 275 , 095) Less : Accumulated Depreciation ( Net Plant , Property & Equipment $12 , 289 , 105 OTHER ASSETS $ 103 , 341 Deposits 484 , 605 Franchise Acquis . Costs , Net of Amort . 93 , 000 Deferred Franchise Fees 85 , 601 Prepaid Operating Costs 43 , 502 FASB 51 Deferred Costs Total Other Assets $ 810 , 049 TOTAL ASSETS $13 , 103 , 009 LIABILITIES & EQUIPME'NT CURRENT LIABILITIES , 646 Accounts Payable , Trade $ 2211 , 646 733 Accrued Expense 3 , 500 Payroll Tax Liabilities 1 , 184 ,457 Construction Retention Total Current Liabilities $ 1 , 237 , 336 _STOCKHOLDERS EQUITY Intercompany Balances $12 , 323 , 137 Common Stock 100 , 000 (415 ,455) Retained Earnings (142 , 009) YTD Net Income !, Total Stockholders Equity $11 ,865 , 673 TOTAL LIABILITIES & EQUITY S13 , 103 . 009 STORER COI-ZT-UNICATIONS , INC. WASHINGTON COUNTY PLANT, PROPERTY & EQUIPMENT LARCH 31 , 1983 Land $ 989 , 199 Land Improvements 170, 304 Building and Building Improvements 1, 118 , 585 Towers and Antennas 60 , 949 Headend Electronics 975 , 283 Plant and Systems 1 , 278 , 091 Vehicles 206 , 648 Shop , Test & Other Equipment 122 , 852 Converters 412 , 743 Local Origination Equipment 126 , 748 Tap-Off Installations 3-05 , 151 Furniture & Fixtures 42 , 577 Office Equipment $ 13 , 968 $ 5 , 913 , 098 STORER COMP?UNICA'T'IONS , INC. WASHINGTON COUNTY ( NOTES TO THE FINANCIAL STATEMENT BASIS FOR ALLOCATING CORPORA'T'E OVERHEAD Corporate overhead is allocated to each system based on a percentage of each system' s revenues to the total revenues of the region. Other costs , such as health and property insurance , which are identifiable by system, are charged directly to each system. BASIS OF ACCOUNTING FOR NEW BUILD * Capitalization - Direct operating costs specifically associated with the construction of the system are capitalized and depreciated over the life of the system. These costs do not appear on a profit/loss statement as "Operating Costs" . Deferral - FASB #51 requires that the programming costs and other system costs that are incurred in anticipation of servicing a fully operational system and that will not vary significantly regardless of the number of subscribers shall be allocated between current and future operations . At the request of the administrator , this treatment was followed in the preparation of the attached profit/loss statement . The effect to this statement during the lst Quarter of 1983 was the deferral of $40 , 972 in operating expenses and $2 , 530 in administrative and general expenses net of amortization. %• Interest Costs - Interest costs of funding the construction of the Washington County system have not been recognized. If they were , in accord- ance with FASB 434 , they would be capital- ized. * Franchise Costs - Costs of successful franchise applications shall be capitalized and amortized in accordance with APB Opinion Board #17 . SITOKER 12000 61SCAYNF_ eOULEVARD, MIAMI, FLORIDA 33181-2710 (305) 899-1000 COMMUNIC-,TTONS•INC MAILING ADDRESS: PETER STORER P.O. 00X 61-8000 CHAIRMAN OF THE BOARD MIAMI, FL 33161-8000 (305) 756-3700 April 27, 1983 Fellow Stockholders and Debenture Holders: Enclosed you will find tabular information and explanatory notes that will update you as to your Company's operating results for the first three months in 1983. Although Storer Communications during the first quarter sustained its first net loss in many years, there were a number of operating factors which we feel were definitely encouraging. The 26 percent growth in revenues, particularly pronounced in the Cable Division, continues an uptrend that has been evident for several years. We expect that trend to continue during the balance of this year in both our cable and television station operations. The Cable Division, in a sharp turn-around from the preceding quarter, recorded an operating profit -- after depreciation -- of $1,125,000 for the three-month period, an increase of 21 percent over that of the first 1982 quarter, and a signi- ficant improvement over the Division's $1,877,000 operating loss in the fourth 1982 quarter. Moreover, the Division's operating margins improved substantially over the year-ago level. When the 1983 depreciation figure is added to the operating profit, the Cable Division experienced a positive cash flow in the amount of $19,844,000 for the first quarter of 1983, as opposed to $12,475,000 in the first quarter of 1982 and $15,614,000 in the fourth 1982 quarter. Also encouraging were the continued increases in the number of basic subscribers to Storer's cable systems, the number of premium subscriber units and the average monthly revenue per subscriber. The Television Stations Division, though still feeling the impact of recession in four of its seven markets, nevertheless set a new high for first quarter reve- nues. It experienced a minor decline in operating profit after depreciation, however. S The mayor factor contributing to the first quarter's net loss was the sharp in- crease in net interest expense, which was up 63 percent on a year-to-year basis. While interest rates have declined in recent months, our outstanding debt in- creased by nearly one-half over year-ago levels. And, unlike the first 1982 quarter, this year we had no income tax benefits to offset our pre-tax loss. April 27, 1983 Page 2 Clearly, the rapid expansion of our cable operations, which entailed capital spending of more than $300,000,000 in 1982 alone, has been the principal reason for our debt surge and attendant high interest expense. Although our cash flow continues to grow at a fast pace, it is still insufficient to meet our capital needs for the remaining cable construction program, and we shall have to borrow additional funds later in 1983 and in 1984. However, we are now past the peak of our cable building activity, and consequently our capital expenditures have begun to decline. Internally-generated cash is starting to catch up with capital requirements, and we can see the time aheadduce our -- probably in 1985 --ue to rise as startur to plant grows, ofcoubt rse Depreciation ataalde- re charges will continue creasing rate. As we have informed you previously, we expected that the first quarter would produce unsatisfactory results at the bottom line, and we anticipate that the balance of 1983 also will be difficult. However, we expect continuing improvement in both our cable and broadcasting 4c+;vitiPs as this and subsequent years progress. We are certain that the pro- ems that are currently so evident will be overcome, and that the bllonger-term outlook for Storer Communications continues to be very encouraging. Cordially yours, Peter Storer PS/dar { E M t f i r E x f: ( FROM: John Bonner FOR IMMEDIATE RELEASE i i STORER REPORTS FIRST QUARTER RESULTS 3 Miami, Florida - April 26, 1983 - Storer Communications, Incorporated today reported a net loss of $11,012,000, or $.67 per share, versus a net income of $492,000, or $.03 per share, in 1982. The 1982 amounts included a $3,306,000, or $.20 per share, after-tax gain ($3,811,000 pre-tax) on the sale of the Company's last radio station. y F Total revenues were $101,476,000, up 26% over the $80,514,000 attained in t 1982. Operating profit for the Broadcast stations was $7,530,000 on revenues of $34,182,000 compared to $7,890,000 on revenues of $32,610,000 in 1982. Cable operating profit was $1,125,000 on revenues of $67,294,000 compared to a profit of $930,000 on revenues of $47,904,000 in the first quarter of 1982 and a loss of $1 ,877,000 on revenues of $63,262,000 in the fourth quarter of 1982. Net interest expense, almost exclusively related to financing of construction of new cable systems, was $13,884,000 versus $8,504,000 in 1982, an increase of 63%. 5 a Operating profit for the Cable Division was 21% over that for 1982; and, according to Company officials, full year 1983 results are expected to show a E significant improvement over that for 1982. Additionally, the division's operating ( profit before depreciation increased to $19,844,000, or 29% of revenues in 1983, from $12,475,000, or 26% of revenues in 1982. Average monthly revenue per basic subscriber was $18.75 in the 1983 period versus $18.02 for the 1982 period. Although certain of the Company's broadcast stations showed improvement, officials attributed the decline in the division's operating profit to the effect of the continuing adverse economic conditions in its mid-west markets . The Company continues to generate significant amounts of investment tax credits related to its cable communications expansion program. However, the benefits of these credits will only be recognized to the extent that a provision for Federal income tax on book income is required in a future period. The Company anticipates a basic subscriber gain in 1983 of approximately 335,000 to 1,495,000 and a premium subscriber unit gain of approximately 375,000 to 1 , 658,000, each gain representing an increase of 29% over the 1982 subscriber counts . At i?arch 31, 1983, the Company had 1 ,229,000 basic subscribers and 1,300,000 premium subscriber units. The Storer television stations are: WAGA-TV, Atlanta; WSBK-TV, Boston; WJKW-TV, Cleveland; WJBK-TV, Detroit; WITI-TV, Milwaukee; KCST-TV, San Diego and WTVG, Toledo. Storer also owns and operates cable television systems in Alabama, r Arizona, Arkansas, California, Colorado, Connecticut, Delaware, Florida, Georgia, Kentucky, Maryland, Minnesota, Missouri, New Jersey, Oregon, Pennsylvania, South Carolina, Texas and Virginia. i Financial table attached. f f f i i STORER COMMUNICATIONS, INCORPORATED AND SUBSIDIARIES COMPARATIVE FINANCIAL RESULTS First Quarter, 1983 and 1982 1983 1982 NET REVENUES Broadcast Stations $ 34, 182,000 $ 32,610,000 Cable Communications 67,294,000 47,904,000 101,476,000 80,514,000 EXPENSES BEFORE DEPRECIATION Broadcast Stations 25,281,000 23,367,000 Cable Communicatfons 47,450,000 35,429,000 General Corporate 3,449,000 2,471,000 Other Operations 316,000 660,000 76,496,000 61,927,000 OPERATING PROFIT BEFORE DEPRECIATION Broadcast Stations 8,901,000 9,243,000 Cable Communications 19,844,000 12,475,000 General Corporate (3,449,000) (2,471,000) Other Operations (316,000) (660,000) 24,980,000 18,587,000 DEPRECIATION Broadcast Stations 1,371,000 1,353,000 Cable Communications 18,719,000 11,545,000 General Corporate 325,000 145,000 20,415,000 13,043,000 PROFIT FROM OPERATIONS Broadcast Stations 7,530,000 7,890,000 Cable Communications 1,125,000 930,000 General Corporate Expense (3,774,000) (2,616,000) Other Operations (316,000) (660,000) 4,565,000 5,544,000 OTHER INCOME (EXPENSE) Interest - Net (2) (13,884,000) (8,504,000) Gain on Sale of Broadcast Facility (3) - 3,811,000 { Amortization of Intangibles (945,000) (748,000) Franchise Acquisition Expense (20,000) (495,000) Other - Net (151,000) 454,000 { (15,000,000) (5,482,000) (LOSS) INCOME BEFORE INCOME TAXES (10,435,000) 62,000 t PROVISION (CREDIT) FOR INCOME TAXES (4) 577,000 (430,000) NET (LOSS) INCOME S(].14012,000) 492,000 s i NET (LOSS) INCOME PER SHARE (1) S( .67) S .03 i NOTES: (1) Net (loss) income per share is computed based on the weighted average number of common shares outstanding. Common stock equivalents were not included in the computations as their effect would be to decrease net loss per share in 1983 and to increase net income per share in 1982. The average number of shares used in the computations was 16,387,716 and 16,288,357 for the three months ended March 31, 1983 and 1982, respectively. (2) During the three months ended March 31, 1983 and 1982, total interest costs of $17,344,000 and $13,222,000 were incurred, of which $3,225,000 and $3,600,000 have been capitalized. (3) In the first quarter of 1982, the Company sold its radio station, WIAK-FM Chicago, Illinois for $8,000,000 in cash, resulting in an after-tax gain of $3,306,000 or $.20 per share. (4) In the first quarter of 1983, the provision for income taxes arises from state income taxes. Tax benefits for Federal income taxes from the carryback of operating losses and utilization of investment tax credits were realized to the extent available for book purposes in the year ended December 31, 1982. (5) During the first quarter of 1983, the Company increased its bank borrowings by $38,000,000 principally for the continued expansion of its Cable Communications operations. i- s E i I k FEDERAL COtAMUNIC:ATIONS COtMMiSSION WASHINGTON. D.C. 2055+ May 23, 1983 IN REPLY REFER TO: 4620-PP Jack Nelson, Chairman William J. Tierney, Administrator Metropolitan Area Communications Commission P.O. Bog 1957 4950 S.W. Hall Boulevard Beaverton, Oregon 97075 In re: Metropolitan Area Communications Commission Beaverton, Oregon CSR-2279 Dear Chairman Nelson and Mr. Tierney: On March 8, 1983, you submitted a "Petition for Special Relief," on behalf of the Metropolitan Area Communications Commission (herinafter MACC) and thirteen member jurisdictions, l/ requesting that the Commission approve a franchise fee of 5% of gross revenues for each of the member communities to be levied against Storer - Metro Communications, Inc. As justification for the 5% fees, you state that the thirteen concerned jurisdictions and the MACC have joined together to form an intergovernmental cooperation commission which will supervise a coordinated approach to cable television. Each of the thirteen jurisdictions have identical franchises which will be jointly supervised by the MACC whose responsibilities include administrative oversight and regulatory enforcement. You maintain that the additional 2% fees are necessary in order to effectively operate the MACC°s planned local regulatory program and to implement access programming in the various communities. The MACC will share regulatory responsibility with the local governments involved who will utilize the initial 3% of the franchise fee for that purpose. Further, in support of your request, you submit financial projections for the first three years, which indicate that the total expected annual franchise revenue of the thirteen cable systems will range from $12,900 in 1982-1983 to $297,000 in 1984-1985, while the total operating expenses of the MACC for the. same period will range from $219,978 to $456,978. In addition, you submit information which clarifies the use of l/ The member jurisdictions of the Metropolitan Area Communications Commission include the following, all located in Oregon: City of Banks City of Rivergrove City of Beaverton City of Sherwood City of Cornelius City of Tigard City of Durham City of Tualatin City of Forest Grove Unin. Areas of Washington County City of Hillsboro City of Lake Oswego City of Ring City Jack Nelson, Chairman, and William J. Tierney, Administrator 2• r' - funds delegated for the institutional networks discussed in your petition. Finally, you submit a statement from Storer - Metro Communications, Inc. , t._ which asserts that the payment of the additional amounts will not interfere i' with the achievement of regulatory goals. E We find the above fee arrangements to be acceptable under the current the showing made by the MACC and Storer. regulatory framework, in view of Metro Communications, Inc. . Zn General Television of Minnesota: Inc. (Fridley, Minnesota),-.FCC 74-518_47,FCC. 24:.50 (1970 a accepted a simiLlar sta,1.1- Eros,_ ttad.granchisoanc$ the franch�t�ee_ �*emonstrating the reasonableness;n a _ fee:of five"pereeut;of gross revenues:` The" showing 3n the inotant case`has _- s been detailed and"well documented and consistent with our precedent. In view- of the foregoing, pursuant to Section 0.283 of the Commission's Rules, we find that a grant of the above-captioned special relief petition would be in the public interest. Sincerely, Roy J. Stewart ( Chief, Video Services Division Mass Media Bureau ` i METROPOLITAN AREA COMMUNICATIONS COMMISSION May 11 , 1983 A public hearing on the Metropolitan Area Communications Commission budget was called to order by C. Herald Campbell , Chairman of the Budget Committee, at 12:30 p.m. in the City of Beaverton Council Chambers, 4950 SW. Hall Blvd. Present were Tim Erwert, Hillsboro; Bill Tierney, Administrator, MACC; Bob Jean, Tigard; Herb Lindner, King City; Denis Bomman, King City. The Administrator outlined the major budget divisions as follows: Administration $ 90,165 -Community Programming 59,260 Institutional Network 13,100 Contingency 24,300 Total $186,825 There being no persons present who wished to comment on the budget, the meeting was adjourned at 12:40 p.m. Respectfully submitted, t s Gaye Peterson, for Herald Campbell g Secretary-Treasurer r f 3. f Fc A Ey% i C 5 C sSA� FfFf P S METROPOUITAN AREA A4t COMMUNICATIONS COMMISSION (` P.O. Box 1957 • 4950 S.W. Hall Blvd. Beaverton. Oregon 97075 Phone: 641-0218 E F May 19, 1983 A TO: Board of Commissioners FROM: Bill Tierney SUBJ: 1983-84 Recommended Budget Enclosed for your review is the 1983-84 budget as recommended by the Finance and Budget Committee. Members of the Committee include C. Herald Campbell , Chairman; Jack Nelson, Tim Erwert, Bob Jean and Mike McCloskey. The recommended budget anticipates expenditures Of $162,525 and a $24,300 contingency for a total bud et of $186,825. This is an increase from the 1982-83 budget of expenditures of 80,955 and a $19,715 contingency for a total budget of Q0,6 0. option o the budget will be on the June 1 meeting agenda. New activities account for the majority of the increases including: -- Development of a Community Programming Activity to promote and develop governmental , public and educational access. 1 . Hiring a Community Programming Coordinator on September 1 ($24,730). 2. Contracting with a media specialist from the Beaverton School District who will be on a sabbatical . Starting September 1 ($10,000). 3. Purchase of portable video production equipment ($10,000). 4. Purchase of office furniture ($2,900). 4 t • t MACC Board -2- May 19, 1983 � i 1 -- Establish permanent clerical support 1. Hire a secretary on November 1 , to be shared with ether public agencies or to work part time ($12,500). s 2. Purchase office furniture and machines ($810 . E Another major increase will be thiz leasing of permanent office space. The addition of personnel mandates a move to larger office space. Discussions are proceeding with the City of s Beaverton to relocate to their new community center. This facility is planned to house the Library and other public agencies such as the Arts Council and youth services. It will be located in the former Albertson's grocery store at the intersection of Hall Blvd. and Allen Blvd. and should be ready for occupancy on November 1 ($5,800). Revenueshise fee of 0,000, hi5ewfee of $111 ,500, and emiscellaneous s on the crevenues of $10the ill come from 3,140. franc fran The budget is divided into three programs or activities. 1 . Administration 2. Community Programming 3. Institutional Network The Budget Document contains MACC projections for the first ten years of the franchise term. This shows that MACC expects to receive advances from Storer-Metro in years 1 and 2 totalling $193,000 and to pay them. back in years 3, 4 and 5. In year 3, franchise fees will exceed MACC expenditures for the first time and the member jurisdictions will start to receive payments. The funds available are less than the full 3% owed to the member jurisdictions until year 5. In years 6 through 10, money available to members will exceed the 3% so that by year 10, money owed to the member .jurisdictions will be paid back in full . All member juris- dictions will have received their full 3% franchise fee by year 10 for the cumulative period of the franchise. The projections are followed by a five year manpower plan. A total budget page as well as budget pages for each of the programs is included. Explanations of the line items are included. WJT:gp Enclosures MACC BUDGET t 1983 - 1984 TOTAL Budget Estimated Proposed Recommended Adopted Expenditures 1982-83 1982-83 1983-84 1983-84 1983-84 Personnel Administrator $30,000 $30,750 $34,000 $34,000 Community Program Coord. 14,700 20,000 Secretary 10,000 10,000 Secr.-City of Beaverton 3,300 3,300 3,400 3,400 Extra help 5,000 0 2,000 2,000 Fringes 11 ,220 6,700 14,515 17,225 Total 49,520 40,750 78,615 86,625 Materials & Services Office supplies 1 ,000 800 1 ,000 1 ,100 Video supplies 350 500 Membership fees 500 400 400 400 Publications 200 500 400 400 Reprographic charges 1 ,000 1 ,750 2,000 2,150 Advertising, recording 1 ,000 500 500 500 Travel and subsistence 1 ,750 2,400 2,500 2,500 Training 1 ,175 1 ,470 2,400 2,400 Meals and related expenses 500 600 1 ,200 1 ,200 Vehicle expense 1 ,500 1 ,400 2,250 2,250 Communication expense 600 1 ,900 2,200 2,200 Equipment expense 200 0 200 200 Building expense 1 ,200 1 ,200 7,000 7,900 Liability insurance 1 ,300 1 ,460 2,050 2,050 Unemployment insurance 1 ,200 1 ,200 Worker's compensation 250 250 Professional services 14,055 16,055 16,000 26,000 Total 25,980 30,435 41 ,900 53,200 Relocation Relocation expense 1 ,000 1 ,000 Capital Expense Office machines 550 550 1 ,500 1 ,500 Office furniture 1 ,600 1 ,500 3,700 5,200 Video equipment 10,000 10,000 Vehicle 51000 5,000 Total 2,150 2,050 20,200 21 ,700 Contingency Contingency 18,920 7,720 12,500 24,300 TOTAL 596,570 $80,955 5154,215 $186,825 MACC BUDGET 1983 - 1984 Manpower Plan i F 1982-83 1983-84 1984-85 1985-86 1986-87 e Administrator 1 1 1 1 1 Secretary .4 1 1 1 1 i Community Program Coordinator 0 1 1 1 1 Media Specialist 0 1 0 0 0 r Institutional Network Coordinator* 0 0 1 1 1 E *Funded through demonstration project budget r. 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Z LU 00 cr r G7' t17 N N d to m CO EM: LnI O N M CT r- N tO J- MLO ct r- d y — d C71 N CO cd- Ld") L.C) Cl) M d' d' r d C7l O M `.. a N r. Ln O d- t0 LC) n L� i!-T to ps r co N Ln LC) d' M O cf W r d N LO O N O r- �r � ko CYI O r0 000 0 H (� M N 00 n N N Wit( M CO r- M N 00mm 00 C0 O r O r- N LJ LON r- r- Al LOO CT O 00 m M ctLC) M N M N M r eD t- 4>4 r M N r to N n :o r• ct Lr) M to 00 O CO C7 C:r 00 r tO r- r Ln CT tO 00 ; r,� r- U2 tM 00CT 00 c1- r- t0 M O CT CT m M O LA ct m � to LO t0 Q� to --r LCA t0 O M r LA r LLQ t� N r CV LO r N \0J1 tM 00 CT N C V r r d r kf3 L CV � L O U r" O ( O C O N 7 C7 OL "C t= 4 3 O •r- CT N L L r E +-) -0 U O -0 4J c O cm Ln CU CU 10 Ln N 3 i to •r L .Y > C t a) r Q) L P r L a) O C t0 L L- L r C CU M M Ln -G c0 CU O O O t0 t0 m m U C3 EL S .' N F- F- 3 -j M E M O R A N D U M DATE: June 10, 1983 TO: Mayor and Council FROM: Jerri L. Widner, Finance Director SUBJECT: DEPARTMENTAL REPORT FOR THE MOUTH OF-MAY,-1983--------------------- ---------- Highlights--The checking account with U.S. National Bank of Oregon has been changed from regular checking to a Money Market checking. This change will allow the City to be earning interest on its funds even while sitting in the savings account was opened at the same checking account. A Money Market time. This account will allow us to transfer small amounts of money to the of interest. These savings from the checking to earn at a higher rate transfers will be amounts that were too small for other investment instruments. During the month of May, 673 checks and 278 receipts were processse . doThe word processing and support services division processed 4,447 page This figure includes copies as well as machine operation. The records division of the department has moved the Central files to their ing up to implement a records management system. new location and are gear This process is to be an ongoing project for the next fiscal year C83-84). The Municipal Court report is attached for your information. The codification updates were received this month and have been issued to you for your code book. The separation of the Finance Director from the City Recorder position is working as planned. There have been some changes in processes in the divisions and separation of duties. Additional changes will be implemented after July 1, to keep the records consistent for the 1982-83 fiscal year. If you have any questions, please let me know. JLW:ms t 00 >. c 9, .,4 .b >., -4 w 94i u F '^ p P, d -4 -4 o 0 00 Ln ON b I ,a. � u d La fn u' 0 o >,6 :F. •� N v r. ca }+�' o O ,J w A L V• J�.,I m d O 'T iJ m cu Q d O C9 b O O ISL ICS. �4 $,I +' a•of d F •� R: 0 W U• y Op 4j O! G U P W '0 O p. ,+ a H N H p �. Aj U ,`4 to O 1-4 1 H ca 00 41 P+ y +J x rn p p,U w r+ z da) K O O O H o O p F 41O .� rn P4. 3 z A W m O m O W O O ^ o ^ O4 M O OQ a p r I a cn o z W 0 H H }x., Ln �' �' N1-4 O U .-4 O U 41 G � Ra W CV 3 O bo O W M 41 mm N � p a0� >,b N o m 4J G R, s .o rn W ami .' O 14N 0 6a 4) 34 Cis O la •O a� N ,�+ '� W Q 09 A ua F r, m b y N • 001 � �3 W •, 4J C u G• pA� W m �QQO0 SA - En a.+ y to p ..w CA 00 y rE r: C+] 44 .d 04 C W O 04.4 C y G co 0 cd 6 C L 0 0) U 49 bo •'4 y }� Cd m aJ 4� L NCl) y w w � C U a+ a� O 05 Co U W cd U) c! A N N � � 6 vLi u cd b Cd O .+ F N M N cn TO CITY OF TIGARD, OREGON _ COUNCIL AGENDA ITEM SUMMARY AGENDA OF: June 20, 2983 AGENDA ITEM k: DATE SUBMITTED: June 15, 1983 PREVIOUS ACTION: May LID Update ISSUE/AGENDA TITLE: June LID Update REQUESTED BY: DEPARTMENT HEAD OK: CITY ADMINISTRATOR: INFORMATION SUMMARY Attached is the LID update for June, 1983. ALTERNATIVES CONSIDERED SUGGESTED ACTION Recommend Council receive and file. ti L. I. D. SUMMARY # 21 - 72nd Ave: Underway, curbs to Carmen_ Have Southern Pacific easement to allow the contractor space to work in. Should have Killian prop. 6/27/83. Expect mid summer/Late summer completion. r i # 25 McDonald: Essentially complete, some odds and ends to clean up, final report and final assessment due in July. # 27 74th Avenue: Paving during week of June 13th. Final report in July, final assessments in August_ i # 30 135th/Walnut: Feasibility study almost ready to present to City Council and County Commission, determine process of public hearing. # 24 68th Avenue ( Hampton to Franklin: Contacted property owners regarding their interest. r Resolution of intent & engineers report due 7/25/83. # 35 68th Parkway Atlanta to Pacific: Feasibility study 4/25/83; public hearing 5/23/83, continued to 6/13/83 continued to 6/27/83. # 36 McKenzie: Complete - need final report and final assessment, due in July. k # 37 Main at Pacific: South end State to install lights and mark pavement. # 38 Main St. Dev. Ash to Pacific: Continued public hearing 4/25/83; continued to 5/9/83; con- tinued to 5/16/83; tabled 45 days to 7/11/83. # 39 Durham Road l Sewer: In the process of calling for informal meeting with pro- perty owners. Developer has submitted partial proposal s for private contractor construction. # 40 Dartmouth: (68th to Pacific Hwy at 78th) Proposals to Council 4/25/83. Agreements with property owners and consultant to Council 5/16/83. Property owners have agreement in hand, staff If for signatures. # 41 SW 100th Ave Sewer Ext. : Engineers report to council 5/23/83. Public hearing 5/13/83 continued to 5/20/83. # 42 68th Ave. Sewer: Franklin to Atlanta) Engineers Report and Study to Council June 27, 1983. z Property owner informal meeting held 6/8/83. n o OD D U O N O Z z O O $ � r o CO CO O N fl Kz z N %.Q z w a r' o 'n cn o z yr N rl V ao O r N r 1 OD r I O OD O o I I I 1 N 01) OO I I O O O v' �O � ON O I I I Ey .-i Ln OD N N N I O r I .--I C LnM ON Ln rq Lr) OD M 1.0 OD O M p Ol � O 1 1 I m H M O 00 1 O O O 1 H ri I 1 o r0 m t 1 I O CO d' O C N I 01 0) h H N ID N Q r O t0 N O E�,r N NN �, I I I I 1 1 x W W O r 1:31O N N O O O O O O Ey En W N00 d' I O 1 I I I I I .E: U) � O N N Ol r1 M 1 U Z W W E of Q M z o 'ITv HO r+ rn O, 4 A H N1 I m �� I I I 1 I I • � OD CO O O -4 co O O O o O O H Q: Ln E4 'Ir o V V o 00 CN O `N U u} V v} vl- 00 O1.l1 F' rnr U) Inr 11 CD=V� OU-) O O O O O O O O OI O REIMH H I I.flo M O I I O O O Ul a. C to O M 1 N C' tf1 .--I O a W N 01 O I .-i 1 al i° v} v} co co v} v} v} ur v} rn N U a-1 •'•� Sa N C W +) 01 W �4 C\ w 3 4J 4-) -•-+ 3 -W C+� aJ � 3 4 -A 3 r0 Z Q1 Oi a) U 0)0) 0) •'1� U ai Si Cn x +/ Ol U) (1) (0 Olin (1) 0) .-1 N N W 3 0:4 Cn 11 'k +) 41 >4-J4-3 a)41 \.1.3 .-141 a a) +) W > m C a) \ O) E-1 > cn >U) <cn (a U) 1 cn OU) U W U) :5 a) < -I > C > 41 N H r0 E 0 3 I Fr. O ry caw c c a a w a r0 a a, C �e �1 W O til r 1� o C ro to a, �O -H r \ OD 01 N (no 1! _4 C N a.� fn [-� H O C N I [7 N 4-) N Ln M M -4 M .Y. M U M I ,.0 M }4 M w \C' O V' (0 4-) CN E a..1 V' 4 a N U C M 4_1 U r0 N m O 74 o ra OD a .a a r ar x ip sc I z r s i CITY OF TI,"ARD, OREGON } COUNCIL AGENDA ITEM SUMMARY t 6 AGENDA ITEM #: AGENDA OF: June 20, 1983 ? DATE SUBMITTED: June 1511983 PREVIOUS ACTION: N/A ISSUE/AGENDA TITLE: Public Woks Monthly report REQUESTED BY: FAC s 4 { DEPARTMENT HEAD OK: CITY ADMINISTRATOR: INFORMATION SUMMARY Attached are monthly division reports for Public Works Operations and Engineering Services. e r ALTERNATIVES CONSIDERED SUGGESTED ACTION Recommend Council recieve and file. i; 4� r l CITY OF TIGARD S. E PUBLIC WORKS OPERATIONS r June 14 , 1983 May Report OPERATIONS OFFICE : time workers through Green Thumb program. 1 . Hired three partcheck list . 2 . Set up a D .E .Q . 3 . Worked with Cindy Cranston on schedule for requisitions k en complaints with memorandum 4 . Responding to citizi i WASTE WATER: 1 . 6 hrs T .V . inspection 2 . 15 hrs sanitary sewer cleaning 3 . 39 hrs storm drain cleaning 4 . 36 hrs sanitary repairs 5 . 57 hrs catch basin 6 . 21 hrs flooding 7 . 10 hrs ditching 8 . 17 hrs storm drain repairs STREETS: 1 . 611 hrs street cleaning 2 . 95 hrs patching 3 . 124 hrs painting & street marking 4 . 221� hrs sign maintenance 5 . 4 hrs brushing & limbing 6 . 11 hrs bike path maintenance 7 . 16 hrs culvert maintenance PARKS : 1 . 241 hrs mowing 2 . 5411 hrs irrigation 3 . 53 hours restroom maintenance 4 . 1 hr building maintenance 5 . 28 hrs landscaping SUPPORT SERVICES : 1 . 2411 hrs PM on equipment 2 . 78 hrs scheduled repairs 3 . 471hrs unscheduled repairs 4 . 511 hrs tire service 5 . 33 hrs fabrication 6 . 1 hr road service 7 . 3311 hrs building maintenance 8 . 2611 hrs general support services M E M O R A N D U M TO: Frank Currie, Director of Public Works FROM: John Hagman, Supt. Engineering Services SUBJECT: Monthly Report - May, 1983 I. Existing Street Reconditioning Program A. 85% completion of final location drawings for SW O'Mara Street project. II. Collector Street Centerline Monumentation Program A. 60% completion of SW Bonita Road project (this project is being per- formed by a consultant, however, our field crew was involved with some of the monument location work) . NOTE: To date, 12 of the City's 23 major collectors have been centerline monumented, 5 by the City, 3 by the County and 4 by city consultants_ III. Secondary Control Net A. Five more government corners were tied to the Ctiy's control network this month. This puts the total number of corners tied to date at 22 out of approximately 60 in Tigard planning area. IV. Other A. 60% completion of topographical location work on Bonita Road "slide" area (awaiting R/W centerline location by consultant before completing drawings) . B. Continued field work on Fanno Creek Park. Field control is now being established for lwo-level aerial photography flights. C. Routine office work. V. Engineering Service Department has been working on addressing new subdivision; (Winterlake Phase la and lb, and London Square Phase 1 and 2. Also worked on L.I.D. #42 drawing for Police Department and late project files. Sent a letter to the developer of Engelwood III on late project. Sent letter to Gordon Kutch (Genesis III) about the fill that has been placed in the green- way. Also sent letter to the developer of Kevington Subdivision to repair the two driveways at 15905 SW 98th. Took care of complaint from resident regarding Cable TV Company. Have re- ceived approximately 20 complaints on clean up throughout the City this month. Our inspection department has been working on the street overlay drawings and making spot inspections on Winterlake Phase 1A. The contractor has placed curbs and some rock there. Work has also started again on SW 74th Avenue and on SW 72nd aVenue. Our inspector has also been baking his regular t field inspections. POLICE DEPARTMENT MONTHLY REPORT MAY, 1983 TO: City Administrator/City Council FROM: Chief of Police I. Personnel: The department continues to be down one from full strength this month, with 28 employees. The average daily department strength was 16.0 as compared to 16.3 of May, 1983. By division the breakdown is as follows: Administration 1.2; Services Division 4.2; Patrol Division 8.1; Investigation Division 1.6; and Traffic, .8 II. Service Delivery: The department responded to 545 non-criminal calls for service this month in contrast to 525 calls in 1982; year-to-date, 3,262. Patrol Division's obligated time was 1,618.4 hours vs. 691.6 non-obligated hours. III. Crime: There were 117 Part I crimes reported this month; and 104 were reported in May last year. Of the Part I crimes reported, 42 were cleared, or 35.9%. The department responded to 61 Part II crimes and 37 were cleared. There were 96 persons charged this month as compared to 51 for this same time period last year. Part I crimes increased 12.5% this month over May of 1982. The Investigative Division worked 20 active cases this month; and cleared 8, or 400/, of the active cases. The property loss was $67,839.14, and $8,297.63 was recovered, or 12.2% IV. Traffic: Patrol Division responded to 43 accidents, of that number 14 were injury. There were 182 citations issued, as compared to 101 for this same time period last year. In addition, 29 warnings were given. The enforcement index was 8.92 V. Police Reserves: The Reserve Unit worked 257 hours this month assisting the department in policing the community. The majority of this time was spent out in the community on patrol and assisting citizens. See attached monthly report from the Reserves for a complete breakdown of their activities. VI. Special Programs: (See attached reports for breakdown of activity on each program listed) . fG • ! SS r Y F 4 A. K-9 program ' i S, B. Motorcycle activity C. Alarm and Permit recap VII. Training: A. Motorcycle training. On May 5, Officer Featherston instructed a class for 8 hours on proper use of a motorcycle. This class was held in Vancouver, Washington. 4 B. Civilian Motorcycle Riding School. On May 21, Officer Featherston, in f conjunction with Hillsboro and Beaverton Police Departments, presented an 8 hour class on civilian motorcycle riding procedures. C. First Aid Training. On May 24, 12 members of the department received z their standard multi-media first aid card, after receiving 8. hours of instruction. This class was instructed by Lt. Wheeler. VIII. Community Relations: ii A. Home Security Checks: Officer Peterson contacted two homes this month, and made home security checks on same. Both residences were on Genesis Loop. s: B. Crime Watch Programs were held this month as follows: 1. Phil Lewis School on May 10. 4 people attended, and it lasted 1 hour. Chief Adams, Sgt. Martin and Officer Ober represented the department. 2. Summerfield Club House on May 3. 50 people attended, and it lasted 2 hours. Sgt. Martin represented the department. 3. Phil Lewis School on May 24. 15 people attended, and it lasted 1-112 hours. Chief Adams and Sgt. Martin represented the department. 4. Trinity Evangelical Church, Englewood, on May 12. 85 people attended, and it lasted 2-1/2 hours. Chief Adams, Sgt. Martin, and Reserve Lt. Royse represented the department. C. Drug Education Talk. On May 10, a parental drug education program was presented to 88 adults at Tigard High School. This program lasted 3 hours, and Chief Adams, Lt. Wheeler and Officer Grisham attended. D. Blue Jay Tour. On May 3, Officer Grisham gave six Blue Jays a tour of our police department. E. Marijuana Education Program. On May 10, Officer Grisham presented a program on marijuana to 34 sixth graders at Fowler Jr. High School. This presentation lasted 1 hour. F: F. 911 Central Dispatch. On May 26, Chief Adams and Services Manager Carrick attended a follow-up meeting on 911 Central Dispatch. This meeting lasted 1-112 hours. (2/ Respectfully submitted, R.B. Adams Chief of Police POLICE DEPARTMENT CONSOLIDATED MONTHLY REPORT FOR l MONTH OF MAY 19 83 DISTRIBUTION OF PERSONNEL AVERAGE NUMERICAL STRENGTH DAILY ABSENCE `) AVERAGE EFFECT_I_VE STRENGTH End of Same This Same f This Last Same this Month Month Month Month Month Month Month Last Last Last Year Year Year TOTAL PERSONNEL 28 29 12.0 12.7 16.0 16.6 16.3 CHIEF'S OFFICE 3 3 1.8 1.8 1.2 1.4 1.2 SERVICES DIVIS. 7 7 2.8 2.7 4.2 4.3 4.3 PATROL DIVISION 13 16 4.9 6.5 8.1 8.5 9.5" TRAFFIC DIVIS. 2 0 1.2 0 .8 I.2 0 INVEST. SECTION 3 3 1.4 1.8 1.6 1.9 1.2 FORCE ONE 13 13 6.1 6.1 �I 6.9 7.7 6.9 FC E TWO 8 9 3.3 3.7 4.7 5.1 5.j FORCE THREE 7 7 L 2.6 2.9 4.4 3.8 4.1 CHANGES IN PERSONNEL j DAILY AVER_4GE PATROL STRENGTH 1. Present for duty end of last month 28 ' This Same Month Month Last Year 2. Recruited during month 0 3. Reinstated during month 0 I, Total number field ------ officers 15 16 Total to account for 28 _ 2. Less Agents Assig- 4. Separations from the service: ned to Investigat. 0 0 (a) Voluntary resignation 0 3. Average daily abs- (b) Retirement 0 ences of field off- icers owing to: (c) Resigned with charges pending 0 (a) Vacation, susp- 0 I ension, days off, (d) Dropped during probation .� I! 5.5 6.4 cornu. time, etc. (e) Dismissed for cause 0 I (b) Sick _S Injured .3 1 .1 (f) Killed in line of duty 0 (c) Schools, etc. .3 (g) Deceased 0 Total average daily absences- 6.1 •6.5 Total separations 0 4. Available for duty 8.9 9.5 3( 'resent for duty at end of month ' 28 Paee one TIGARD POLICE DEPARTMENT Monthly Report I. Calls for Service: This Month 723 Year to Date 3,262 A. Obligated Time 1,618.4 R. Non-Obligated Time 691.6 II. PART I CRIMES No. Cleared Arrests A. Homicide B. Rape C. Robbery 3 3 3 D. Assault 16 12 10 E. Burglary 34 5 9 F. Larceny 58 22 2 G. Auto Theft 6 Totals 117 42 48 III. PART II TOTALS 61 37 48 TOTAL - Part I and II 178 79 96 IV. TOTAL PERSONS CHARGED: 96 a. Adult Male 40 C. Juvenile Male 35 { + -b: - -Adult Female 14 d. Juvenile Female 7 - - V. WARRANTS SERVED 8 VI. TOTAL PROPERTY LOSS $ 67,839.14 TOTAL PROPERTY RECOVERED $ 8,297.6 VII. TRAFFIC a. Accidents Investigated 43 Injury Accidents 14 Fatal 0 b. Citations: VBR (Speeding) 22 Yield Right of Way___6__ Following too Close 2 Red Light 31 Stop Sign 3 Improper Turn 3 Reckless Driving-2- Careless riving0Careless Driving 13 Driving Under the Influence 9 Driving While Suspended 8 Other Hazardous 28 Non-Hazardous 57 Total Hazardous 125 C. Enforcement Index 8.92 d. Traffic Enforcement Totals Citations: This Month This Year 182 Year to Date 1,349 This Month Las.t Year 101 Last Year to Date 12 Warnings: This Month This Year 29 Year to Date 190 This Month Last Year 5T Last Year to Date 39 t. NOTE: % -- Part I Crimes (Major Crimes) Clearance Rate 35.9;0 %:%r .. Part II Crimes (Minor Crimes) Clearance Rate 60.10/. /,o lol vS U M V-6 �- h O o /c� Np/lids stv -t/C6, il Zllvl O r''J1bdS/O - bt/d�pOt/ � SS �a 4119oJ it O�dbo' aJ � QN N®11% p `� �ded 0 pal Vol s `. v4 pe i C MEMORANDUM TO: Chief R. B. Adams DATE: June 3, 1983 FROM: Sgt. C.G. Martin SUBS: K-9 Monthly Re-cap May, 1983 Sir; During the past month the K-9 team responded to twenty-three calls for service. Fourteen calls involved tracks for persons or evidence; seven buildings were checked and cleared; one explosive search made; and one area check after complaints of a suspicious noise. Ten of the tracks performed involved searches for suspects involved in criminal acitivity. Five suspects were apprehended as a result of K-9 tracks, two others were taken into custody by containment officers before the completion of the track. One person was located in an agency assist in locating a man doom in a field: The agency assisted was Portland P.B. Three tracks were searches for evidence: Two were successful. One search for evidence in a burglary was successfully concluded twenty-two hours after the occurrence of the burglary. Training for the month included a joint building search and protection exercise with Sweethome P.D. and Washington Square Security. Officer Deveny has been training one night a week with Chief Vickery at Mt. Angel P.D. to obtain a trainers' certificate. We have concentrated on protection work during the past. month making use of our newly accrued sleeve and attack suit. Respectfully submitted, Sgt. C.G. Martin 1 CGM/jb TIGARD POLICE DEPARTMENT Patrol Division { Motorcycle Traffic Unit May, 1983 1983 there were 43 traffic accidents, 14 injury, During the month of May, 29 non-injury. This is an increase over May, 1982 which had 36 total traffic accidents, of which 12 were injury and 24 non-injury. Of the 43 accidents this month, 14 were investigated by the Traffic Unit. Enforcement index this month is 8.92 compared to 5.33 for same period last year. st One motor officer was on vacationan anresidential jured for ofemonth. areaforanon- The other was assigned directed p going burglary problem. 18 non-hazardous, for a total of 79 Traffic unit issued 61 hazardous, citations. t� * ALARMS AND PERMIT RE-CAP B Month of May, 1983 s F d F ti THIS SAME MONTH % TOTAL T07AL °k MONTH LAST YEAR CHANGE THIS YEAR LAST YEAR CHANGE TOTAL ALARMS. .. .. . . 54 75 - 28% 510 N/A N/A B a. False. . ... . .. 52 74 - 29.7% 497 N/A N/A b. Bonafide... . . 2 1 + 100% 13 N/A I=N/=Ap 99 Permits Issued. . .. . 8 N/A I N/A 200 N/A N/A. Permit Fees...... .. $110 N/A N/A $3,280 N/A N/A Permits Revoked. . . . 2 N/A N/A 15 N/A N/A Revoked Fees.... . .. $550 N/A N/A $1,135 N/A N/A MONTHLY SUMMARY STATEMENT: 9 * Revoked fees include $250 from four (4) bank alarms As is shown above, there was a significant reduction in false alarms. This is believed to be a result of the alarm ordinance, as alarm users are more cognizant of the proper operations of their alarm systems. • V �S- ," .d�WARDLIBRAWY PUBLICPhone 639-9511 12568 SW Main•Tigard, Or. 97223 MONTHLY REPORT May 1983 TO: LIBRARY BOARD CITY COUNCIL FROM: CITY LIBRARIAN COMPUTER GRANT: The grant submitted to the State Library requesting funds to purchase an Apple II computer in order to participate in an electronic mail pilot project proposed by Washington County Cooperative Library Services (WCCLS) was turned down. POLAROID CAMERAS: Polaroid, in a national program, has given Tigard Public Library 4 Sun Instant cameras with carrying cases. These will be checked out to library users in the same way as other materials. Film will not be furnished. Materials to publicize the availability of the cameras has been furnished and user statistics will be kept and reported three months of the year. WCCLS: Work on the 5-year plan has been suspended pending agreement on the new 3-year operating serial levy. Meetings between the city managers, public librarians and other interested persons continue to be held in an effort to decide on the amount of the levy and an equitable distri- bution of the funds. Primary areas of concern are: (1) Funding of county-wide services; (2) Ratios of out-of-city usage -- the great disparity between libraries and varying impacts; (3) Added cost vs. average costs; (4) Which services (in public libraries) should be reim- bursed; (5) Quantification of those services; (6) Differential formula for collecting tax to avoid double taxation for library services; (7) Better sampling technique to determine ut-of-city use. VOLUNTEERS: Twenty-five volunteers worked 207.5 hours for a daily average of 8.3. YOUTH SERVICES -- John Henshell A puppet show performed by volunteer Jeanne Jenkins on May 14 was attended by 39 persons. Orientations and stories were presented to 2 pre-school groups and 2 elementary school groups. Circulation was 13% over May 1982. WORK INDICATORS: May 1983 May 1982 Adult Books 6329 5919 Juvenile Books 2325 1945 Interlibrary Loan 65 90 Magazines 442 488 Records/Cassettes 90 161 Other 70 32 Total Circulation 9321 8635 Days of Service 20 21 Average Daily Circulation 466 411 Increase in Circulation 8% Reference/Readers' Advisory 497 434 Materials Added 601 302 Materials Withdrawn 25 84 Story Time Total 84 60 Borrowers: new/renewal 161/80=241 163/87=250 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY r AGENDA OF: June 2A 1983 AGENDA ITEM #: DATE SUBMITTED: June 14 1983 PREVIOUS ACTION: None ISSUE/AGENDA TITLE: REQUESTED BY: Applicants named below O.L.C.C. Application -Recommendation Q d ✓� CITY ADMINISTRATOR: DEPARTMENT HEAD OK: �&7 � l INFORMATION SUMMARY New Business: Greenway Pub Address: 12272 S.W. Schblls•Ferry Rd. (Greenway Shopping Center) 122nd & Scholls Ferry Rd. License: R.M.B. (Retail sale of beer and wine) Applicants: McMenamin, Michael Robert _ i 1135 S.W. 57th Portland, Oregon McMenamin, Robert William 4435 S.W. 75tt, Portland, Oregon NOTE: See attached report of Lt. Branstetter. ALTERNATIVES CONSIDERED R t 1 N/A ---------------- -----------=-=------------------- SUGGESTED ACTION Recommend approval of the application and forwarding to O.L.C.C. CITY OF TIGARD To: Chief o£ Police From: �et. Lt. Asanstet e Subject: Liquor License Applicant Dater 613-83 APPLICANT: McMENIAMIN,Michael Robert 1135 S,h. 57th Pwrtland, DOR 4-20-510 ....DBA,Gree�way Pub 12272 S.W. Scholls Ferry Rd. McMFNAMIN, Robert William Tigard, Oregon 4435 S.W. 75th Portland, .DOB 11-26-26 Criminal checks show uo record for either subject applicants. The business will . be in the Greenway shopping centers- however construction has just started and the premise is not open for, inspection a'. this time. Writer talked to Michael McMenamin wh6 indicated they wanted the liquor License for beer and wine to go with their sandwich menu. He stated that they would be serving on the premise and they were not going to get involved with package sales. OLCC shows they are currently licensed as the McMenamin Pub in Hillsboro, and tLey are kttempting to purchase the Rarley Mill pub in Portland, ,mss . TO: TURA ^ FROM: WILLIAM A. MONAF.AN, DIRECTOR OF PLANNING AND DEVELOPMENT DATE: JUNE 9, 1983 RE: TURA Progress Report Attached you will find copies of five working papers prepared by Lyle Stewart, TURA Consultant, as preliminary information for use in revising the TURA Plan. The information includes: 1. History of the twelve taxing bodies affected by TURA. 2. Estimated assessed value growth for the twelve taxing bodies. 3. The impact of area urban renewal programs on affected tax body tax rates. 4. Two scenarios of estimated growth in TURA. 5. Annual debt service amounts to retire potential bonds. The TURA Advisory Committee has proposed a joint meeting with TURA on June 20, 1983, to discuss prelimary information with Lyle Stewart. 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N M to 1- oo a - `^ `t t2 N Q J �. 9' I O O O = oopp f 1oQ I 1 1 f { 1 fco 1 f _ `-- ^` Cc GOI aG0 P O- V 0' 0- OT O' c- o. 4 0• c- Qr O' 0' P C v- r,. M E M O R A N D U M TO: MAYOR AND COUNCIL MEMBERS FROM: LINDA SARGENT, ADMINISTRATIVE ASSISTANT DATE: JUNE 15, 1983 RE: DRAFT PERSONNEL POLICIES AND PROCEDURES EMPLOYEE HANDBOOK Attached please find a draft copy of the Personnel Policies and Procedures Handbook. The draft is largely an update addressing problem areas which have arisen since the first manual was written in 1979. The handbook is scheduled as a discussion item at the June 20 Council meeting. Attachment f i t � � P DRAFT r i PERSONNEL POLICIES AND PROCEDURES EMPLOYEE HANDBOOK i mu"'RolmUT t f l r x 1 c P E E p� i t f t f E e f i f — i I rr tt f I f fjr i TABLE OF CONTENTS 1. General Guidelines And Restrictions 1 1.1 Relatives 1 1.2 Legal Liability 1 1.3 Patents/Copyrights 2 1.4 Outside Employment 2 1.5 Attendance 3 1.6 Conflict Of Interest 3 1.7 Soliciting 3 1.8 City Vehicles 3 1.9 Political Activity 4 1.10 Inclement Weather 4 2. Employment Policies 4 2.1 Policy Statement 4 2.2 Variances To Policies 4 2.3 Administration Of The Personnel System 4 2.4 Recruitment, Selection, Hire, And Orientation 7 3. Employment Information 16 3.1 Equal Opportunity Policy 16 3.2 Sexual Harassment 16 3.3 Shared Positions 16 3.4 Job Safety 17 3.5 Employee Status 21 3.6 Work Schedule 23 3.7 Hours Of Work 23 3.8 Breaks 24 3.9 Shift Changes 24 3.10 Time Sheets 24 3.11 Appearance, Conduct, And Discipline 25 3.12 Grievance Procedures 29 3.13 Acting Appointment 31 3.14 Probationary Period 31 3.15 Permanent Status 32 3.16 Seniority 32 3.17 Merit Increases 32 3.18 Position Reclassification 32 3.19 Salary Range Adjustments 32 3.20 Exceptional Increases 32 3.21 Promotion 32 3.22 Transfer 33 3.23 Demotion 33 3.24 Suspension 34 3.25 Separation 34 3.26 Layoff 34 3.27 Resignation 35 3.28 Termination For Medical Reasons 35 3.29 Dismissal 36 3.30 Classification Plan 36 3.31 Compensation, Pay Plan And Administration 37 3.32 Performance Reviews 39 3.33 Leave Benefits & Regulations 40 3.34 Holidays 40 3.35 Vacation 41 f � TABLE OF CONTENTS Continued 42 3.36 Sick Leave 43 3,.37 Maternity Leave 44 3.38 Compassionate Leave 44 3.39 Military Leave 44 3.40 Civil Leave 44 3.41 Religious Leave 44 3.42 Voting Leave 45 3.43 Leave Of Absence Without Pay 4. Education And Training 4545 4.1 Policy Statement 46 4,2 Education Reimbursement 47 4.3 Personal Education & Training 47 4.4 Educational Incentive 47 4.5 Longevity 48 4.6 Lodging 48 4.7 Per Diem 48 4.8 Clothing And Uniform 49 4.9 Mileage Reimbursement 49 4.10 Out Of Town Travel 49 4.11 Insurance Benefits Appendix A Authorization Memo B Letter of Agreement — Moving Expenses C Time Sheet D Vacation Accrual E Monthly Reimbursement Form F Petty Cash G Performance Review H Classification Designations I Personnel Action Form i Request For Training R Payroll Advance L Employee StQrtig Review t � WELCOME The City Council, City Administration and the employees of the City of Tigard welcome you to the staff. We hope you find the City of Tigard a pleasant place to work. Our goal as City employees is to provide efficient and effective services to the community to the best of our ability. This document has been prepared to help answer the questions you may have regarding the regulations, policies and procedures of City employment. Any actions which appear to be inconsistent with the policies and procedures outlined in this handbook should be brought to the attention of the City Administrator. This manual is considered to be a living document - changing to meet the needs of the City and its employees. Any suggestions received from employees regarding changes in policies or procedures will be willingly considered by the City. 1. GENERAL GUIDELINES AND RESTRICTIONS 1.1 RELATIVES Policy Statement: Two relatives may not be employed by the City when one has the other such as wage and salary personnel responsibilities over administration, evaluation, trans€er, promotion, supervision, discipline, adjustment of grievances, or effective recommendations of any personnel action, or when such employment is not in the best interest of the City. If any of these conditions exist, one of the employees must accept transfer to another department or work unit, provided openings exist for which the individual is qualified. In the event no such opening exists or job transfer does not rectify the situation, one of the employees must resign within 60 days. If the individuals involved do not agree as to who will resign, the City will decide based on merit and seniority. 1.2 LEGAL LIABILITY Policy Statement: Laws regarding responsibility and liability of cities and their employees are complex. Generally, decisions regarding liability for accidents and injuries are based on proven negligence. The City carries blanket liability to cover accidents and injuries and to protect and defend the employee while in the course of their normal duties. In the event personal property is stolen or damaged from the work station, the City will reimburse the employee for the replacement of the article provided the article was necessary to the performance of the employee's duties. The City, however, discourages employees from bringing property such as tools, calculators, and equipment to work for their personal convenience. Items stolen or damaged that are not necessary for job performance are not covered by the City's blanket coverage. Specific questions regarding amounts of coverage should be brought to the attention of the Personnel Officer. e 1 - r � 1,3 PATENTS/COPYRIGHTS Policy Statement: The City reserves the right to patent or copyright without charge or penalty any idea, resultant products, or applications which are developed by a City employee on City time using City resources. Products developed by a City employee on their own time using City resources are not subject to this provision. If the City decides not to pursue a patent or copyright, the employee will be notified of such decision. In the event an employee desires to apply for a patent, the City Administrator must be informed in writing prior to applying for the patent and upon final disposition of the application. The City shall retain all licenses to the invention or publication even though it assigns to an employee rights to the patents or copyrights. Any patents or copyrights resulting from the use of City resources may be made available to other public agencies at the discretion of the City on the ights being respected and protected by the guarantee of patent rights or copyr other agencies. 1.4 OUTSIDE EMPLOYMENT Policy Statement: In the event employees wish to accept additional employment e while in the City's employ, employees shall request permission of their immediate supervisor, department head and City Administrator to do so. Temporary work or work as a representative or consultant on an irregular basis (e.g. Amway or Avon) are not subject to this provision. outside employment shall meet the following In order to be approved, the conditions: 1. Such outside employment 'gall not have any conflict, real or implied, with the official dutieL .f the employee. 2. Outside employment shall not require such a degree of commitment that it would tend to prevent an employee from rendering primary (effective) service to the City. 3. Employees may volunteer their off duty time to assist in any specified and prior approval is granted department provided hours are by the supervisor and department head. 4. The work shall not reflect discredit or derogation upon the employee or the City. 5. It shall be understood that the City has prior call upon the services of its employees whenever the public interest demands it regardless of any impingement upon secondary employment. 6. Police Service: Employees wishing to engage in off-duty employment with another employer must obtain approval from the Chief of Police. Employees who engage in off-duty police related activities for the City (in uniform and within City limits) shall be subject to the established chain of command and prescribed procedures. These assignments shall be offered on a voluntary basis. 2 i e 1.5 ATTENDANCE Policy Statement: Tardiness and absenteeism adversely affect the efficiency and service level of City departments. If an employee cannot report to work at the designated starting time, the individual shall notify the immediate supervisor within the first half hour of the scheduled work day. Failure to report and/or excessive tardiness or absences are grounds for disciplinary action. 1.6 CONFLICT OF INTEREST Policy Statement: City employees shall not serve on City policy boards or committees except as specifically provided by ordinance or as required to perform official City duties. City employees may not use City time to participate in matters of personal interest. When giving testimony unrelated to their assigned City responsibilities, City employees should recognize themselves as private citizens and not use information or facts that have come to them by virtue of their employment and are not subject to disclosure to the public. In matters of personal interest, employees should conduct themselves so as not to impair their working relationship with other employees or with public officials. The City Administrator will determine whether a conflict exists when a question arises regarding a conflict of interest. 1.7 SOLICITING Policy Statement: No peddling, solicitation, or sale for charitable or other purposes is allowed on City property during working hours. 1.8 CITY VEHICLES Policy Statement: In the event a work assignment requires the use of a City vehicle, the immediate supervisor will insure that the employee is instructed in the operation of the vehicle. City vehicles are to be used only in the performance of official City business. No employee shall use a City vehicle for personal business such as transportation to and from lunch or to conduct personal errands. On duty police personnel are subject to call. Procedure: An employee must obtain permission from their immediate Vehicles are reserved through the Public Works Operations supervisor. Superintendent. A City credit card or the City pumps will be used for fuel• Any out of pocket expenses such as parking or tolls shall be reimbursed upon presentation of receipts (See Section 4.7). Police vehicles are assigned by the Watch Commander. - 3 - 1.9 POLITICAL ACTIVITY Policy Statement: Employees may not use official authority or influence to further the cause of any political party or candidate for nomination or election to political office. Oregon law forbids any City employee, while on the job, from soliciting money, influence, service or other article of value or otherwise aiding and promoting any political cause or the nomination or eleccion of any person or public office. However, this restriction is not intended to restrict your right to express personal political views while you are off the job. 1.10 INCLEMENT WEATHER Policy Statement: In the event of extraordinarily inclement weather, where circumstances prohibits the safe transport of employees to work, the City may allow a grace period of up to two hours with pay in order to accommodate employees. Beyond the first two hours of the scheduled starting time, the employee will only be paid for hours worked. Upon approval of the supervisor, the employee may use compensatory or vacation time or elect to adjust the work schedule to make up lost time. The City Administrator may use his discretion in deciding whether employees may leave early without loss of pay due to impending weather conditions. Public Works and Police Department employees are advised to consult individual department policy regarding the provision of emergency services during inclement weather. 2. EMPLOYMENT POLICIES 2.1 POLICY STATEMENT E This handbook sets forth policies and rules which apply to City employees. Its purpose is to insure that all employees understand what is expected of them and what t:iey can expect from the City as an employee. If you are a permanent City employee covered by a bargaining unit, employment policies which apply to you are set forth in a separate document. Policies addressed in this handbook apply to all appointed permanent employees so long as its provisions are not in conflict with other agreements with the City, including labor contracts. Supervisors will acquaint you with departmental rules and practices which also apply. 2.2 VARIANCES TO POLICIES The City Administrator may vary or modify the strict application of the rules, policies or provisions listed in this document in any case where strict application would result in practical difficulties or unnecessary hardship. 2.3 ADMINISTRATION OF THE PERSONNEL SYSTEM 2.3.1 CITY COUNCIL The City Council shall exercise control over personnel only through the adoption of the City budget, pay plan, or ordinances and resolutions. - 4 - F 2.3.2 CITY ADMINISTRATOR 1 The City Administrator shall be responsible for insuring the effective administration of these policies and procedures and may delegate such functions as deemed necessary for the implementation of the system. The City Administrator may establish, amend, or rescind written administrative procedures consistent with these rules and procedures. The City Administrator shall advise the City Council on any changes. The City Administrator or the designated Personnel Officer shall be responsible for directing and coordinating the personne?. activities of the City including the following: (a) Preparation of position classification and pay plans and directing the administration of these plans. (b) Computation of a budget for Personal Services for all Departments. (c) Recruiting, testing, selecting and hiring of all City employees, provided that the City Administrator shall consult with the Mayor and the City Council prior to hiring department heads. (Res. 81-95; Ord. 81-52) (d) Approve the appointment, promotion, demotion, transfer, discipline, discharge, and other actions affecting persons employed by the City, provided that the City Administrator shall consult with the Mayor and City Council prior to discharging a department head. (Res. 81-95; Ord. 81-52) (e) Supervise, develop and maintain the personnel system including written forms, procedures and records. (f) Maintain a current roster of all persons employed by the City. (g) Direct employee orientation, training, counseling and career development in conjunction with Department Heads. (h) Administer the employee benefits program. (i) Approve performance reviews for all employees. (j) Administer the Personnel Policies and Procedures including the employee Grievance Procedures. (k) Perform any other lawful acts which are considered necessary or desirable to carry out the purpose of the personnel system and the provisions outlined in this Manual. (1) Promote and maintain harmonious relations with the labor unions ; negotiate and administer collective bargaining agreements. (m) Administer the City's Affirmative Action Plan and Safety programs. 2.3.3 DEPARTMENT HEADS Department heads will establish such written rules and standard operating procedures as deemed necessary for the efficient and orderly administration of the department. Such rules are subject to the approval of the City Administrator before they become effective, and must be consistent with the guidelines established in this Manual. Copies of department rules shall be provided to each employee in the department and be filed with the City Administrator. 2.3.4 PERSONNEL RECORDS The City Administrator, or his appointee, shall ma - .ain a personnel record for each employee. The personnel record shall show the employee's name, title, job description, department, salary, change in employment status, training received, disciplinary actions, and other such information as may be considered pertinent. All employee records shall be considered "CONFIDENTIAL", and shall be accessible only in the following manner: (a) Contents of an employee's file shall not be opened by anyone except the City Administrator, Personnel Officer or staff assigned to the personnel function, department: head, supervisor, the employee or their specially authorized representatives, or as may be required by a court order. (b) No material of any kind shall be placed in an employee's personnel file unless the employee has been allowed to read it and has indicated, by affixing their signature, that they have knowledge of that which is being placed in their file. Upon refusal to sign the document, such action will be noted and placed in the file. (c) The employee may place in the file comments regarding material whic:, they consider to be derogatory. (d) No portion of any employee's file shall be reproduced by any person for use outside of the personnel function without the written consent of the employee. (e) No information from the personnel file shall be released to outside parties for use outside of the personnel function except verification of employment, employment dates, and title without prior written authorization from the employee. (f) Upon termination, an employee shall retain the right to obtain copies of his/her entire personnel file for a period of two years following termination. Requests should be made in writing to the City Administrator. (g) Employee will be required to prepare and sign a statement regarding future release of information from their personnel file at the time of their termination. 6 - 2.3.5 REFERENCE CHECK PROCEDURES FOR EMPLOYMENT BY OTHER EMPLOYERS It is City policy to provide reference check information in a matter that is consistent with law. Unless there is a written waiver, only public information (starting date, termination date, and salary range) may be tendered. Liability waivers are available from the Personnel Officer. Upon receipt of a written liability waiver, department or division heads may personally release employment-related reference information. 2.3.6 PRODUCTIVITY The City shall recognize that delivery of essential municipal services in the most efficient and effective manner is of paramount importance. Optimum productivity is recognized to be the mutual obligation of both the City and it's employees. Work procedures, schedules and assignments, or any other means of increasing productivity, may be established and/or revised at the discretion of the City Administrator, so long as no right guaranteed an employee under their respective contracts is violated. The City and employees may agree to meet at mutually convenient times to discuss means of increasing departmental productivity. 2.4 RECRUITMENT, SELECTION, HIRE AND ORIENTATION 2.4.1 POLICY STATEMENT Appointment and promotion to positions in the City shall be based upon merit and fitness. Selection methods will be based solely on the job-related knowledge, skills, abilities, experience, education, and, when appropriate, prior demonstrated performance, aptitude and adaptability. Selection factors will be weighed as determined through position classification and analysis. Regardless of the number of competitors, selection methods shall be deemed competitive when: (a) the qualifications required are based upon education, experience, and personnel standards established by the City Administrator; (b) a reasonable opportunity is afforded for qualified persons to apply; and (c) all persons being considered compete against common standards. For the purpose of this policy, "selection" and 'hiring" are defined as employment of both internal and external applicants, including transfers, promotions, and demotions. 2.4.2 AUTHORITY AND RESPONSIBILITY Selection to fill the City's position vacancies is a complex, shared management responsibility. A variety of operational concerns in the hiring department or division must be satisfied as well as the requirements of City salary and budget policy, collective bargaining agreements, the City's Affirmative Action objectives, and other policy and legal guidelines. 7 - In order to assure selection of qualified candidates, the roles and procedural responsibilities of management personnel in the selection process must be carefully followed. The hiring department represented by the first-line supervisor, division head, or department head has the primary responsibility to assure the work unit, the department, and the City that a technically competent candidate is selected to perform City services. Correspondingly, the Personnel Officer has primary responsibility to screen out unqualified job applicants, to assure all legal obligations pertinent to the employment decision are met, to actively solicit a sufficient number of qualified applicants, and to protect the integrity of overall City employment policies. The following recruitment and selection procedures clarify managerial responsibilities and authority in the selection process. All managers involved in this critical function are expected to know their respective authority and responsibilities and perform them at a level sufficient to meet the requirements of the City's best interests. 2.4.3 RECRUITMENT PROCEDURES All vacancies shall be filled by transfer, promotion, call back from layoff, or original appointment. Prior to recruitment to fill a vacancy or to create a new position, a department head will review the requests to recruit with the immediate supervisor and obtain approval from the City Administrator. Budget and position authorization is reviewed by the Finance Director. A job audit is then completed by the Personnel Officer which delineates the duties and responsibilities, level of skill and proficiency and minimum qualifications. The immediate supervisor and the department head reviews the job description with the Personnel Officer. A recruitment notice containing the job description, salary range and application procedure is generated by the Personnel Officer and reviewed by the department head. The selection process and recruitment method is then reviewed by the supervisor and approved by the City Administrator. The Personnel Officer is also responsible for compliance with the City's equal opportunity and employment policies throughout the recruitment and selection process. An authorization memo (Appendix A) is prepared for the City Administrator's approval containing the budget authorization, recruitment notice, advertising, method of recruitment, application evaluation criteria, responsible party for test administration and application screening, and the timetable employed to complete the recruitment process. The authorization memo is forwarded to the Executive Secretary to complete the advertising and to handle billing details. Requests for applications and telephone inquiries, along with maintaining an application file are processed through the Executive Secretary's office. Recruitment notice shall be posted on all City bulletin boards five days prior to external recruitment. Any job classification identified as under-utilizing women and/or minorities shall be advertised as specified in the City's Affirmative Action Plan. - 8 - In cases where there is a current eligibility roster as established through earlier recruiting, advertising or testing, no further recruitment is necessary. It is the policy of the City to not retain or to respond to unsolicited resumes or applications. If a known vacancy is to occur in the near future, an application or resume may be kept on file. The recruitment process may be waived for part time or temporary employees subject to approval by the City Administrator. 2.4.4 APPLICATION PROCEDURES a. Internal Applicants Within Hiring Department. Employees desiring to be considered for a vacancy in their department must submit a written request to their immediate supervisor. This written request should include a full statement of the employee's qualifications for the vacancy. The hiring department will review the request(s) and, if not already done, draft a formal evaluation of the employee's present duties and performance, commenting, if possible, on any skills or abilities pertinent to the vacant position. The hiring department will discuss the evaluation with the employee, who will then be given an opportunity to respond in writing to the evaluations. The employee will then transmit all materials to the Personnel Officer within the specified posting period. b. Applicants From Other City Departments. If an employee in another department wishes to be considered, he/she and the sending department should follow the same procedure as for applicants within the hiring department. The employee's department should transmit the request along with evaluation materials to the Personnel Officer. No materials should be transmitted to the hiring department. The Personnel Officer will review the request and decide if a screening interview is appropriate. If the interview is granted and successfully completed, the application will be referred to the hiring department along with all other referrals. If an interview is not granted if a referral is not made, the Personnel Officer will notify the employee in a timely manner. If an employee is applying for a position similar to what he/she is currently doing, a direct referral by the Personnel Officer to the hiring department may be made without a screening interview. C. Outside Applicants. The outside applicant must submit an application for the vacant position with the Personnel Officer. The Personnel Officer will eliminate from competition all applicants except for a reasonable number whose applications suggest they may potentially serve in the City's best interest. City staff who have acquaintances whom they feel may be qualified for vacant positions should refer such individuals to the Personnel Officer to fill out an application. All applications and employment records, both internal and external, will be kept confidentially in the Administration Department. — 9 — d. Applicability Of Prior Interviews. In some cases it may serve the { City's best interest to consider for selection an individual(s) who has been recently interviewed for a substantially similar position within the hiring department without holding a new interview. In such cases, the hiring department and the Personnel Officer will decide if such a procedure would be appropriate. 2.4.5 INTERVIEWING BY SUPERVISORS AND/OR PANEL a. Control Questions And Response Evaluation. All candidates will be asked predetermined control questions during departmental interviews, based upon job-ralated criteria. If, during the course of the interview, a member of the panel wishes to pose a job-related follow-up question not found in the control questions, it may be asked. The evaluation of a candidate(s) will only be based upon job-related criteria. Prior to the holding of departmental interviews, the hiring department will send a list of control questions (and prewritten control answers whenever feasible) to the Personnel Officer for review, along with a proposed hiring date. Upon receipt of these questions/answers, the Personnel Officer will review each question/answer for validity in respect to job performance requirements. If the Personnel Officer's finding is positive, a copy of these questions/answers will be retained on file and the original copy will be returned to the hiring department. If the Personnel Officer has any concerns regarding the job-relatedness of questions/answers, it will contact the hiring department to work out the details and make mutually acceptable changes, if necessary. These questions will be kept secure and confidential at all times. When vacancies occur in positions for which control questions/answers have been previously used (and no change in job duties or requirements has occurred), such questions/answers may be used by the hiring supervisor/panel to conduct the current interviews. b. Consultation With The Personnel Officer. The hiring department and the Personnel Officer will mutually determine whether it is appropriate to have the Personnel Officer present for the hiring department's interview(s). C. Timing Of Interviews. When the hiring department has completed all preliminary procedural steps and is ready to interview, it will promptly s�_= a seasonable time for interviews with those qualified individuals. Whenever a selection panel is engaged to make advisory recommendations on selection(s), the timing of interviews should accommodate the schedules of panel members whenever possible to assure that all candidates are interviewed and evaluated by substantially the same panel. d. Selection Panels. Especially in the case of a professional opening, the supervisor may wish to invite an outside professional expert to sit on the selection panel to advise. Panel members from the City I staff should be limited to management, professional, or supervisory employees. Any other inclusion should be discussed with and approved s 10 - by the Personnel Officer. No person, however, may sit on the panel who has any interest other than professional assistance in the selection decision. Prior to appointment of panel members, the appointing supervisor will notify the Personnel Officer for approval of the panel's tentative composition and how the panel will operate throughout the selection process. Before proceeding, the panel members who have not previously been briefed will be informed orally or in writing on interview procedures and techniques. The hiring supervisor and the Personnel Officer will mutually decide how and through whom the briefing is delivered. It should be recognized that selection panels are advisory in nature. They are designed solely to aid the hiring supervisor in making a selection decision. They are optional, not mandatory. e. Supplemental Application Form. A supplemental application form may be developed and used as a screening device. Supplemental forms shall be developed in coordination with the Personnel Officer. Timing of the response by the applicant and the questions used on the supplemental are to be incorporated in the authorization memo prior to recruitment. f. Assessment Centers. Assessments Centers are groups of exercises which simulate on the job duties. Coordination of Assessment Center exercises are to be developed in coordination with the Personnel Officer. g. Compensation And Employee Benefits Information. The hiring supervisor shall review all compensation and benefit questions with the Personnel Officer prior to conducting interviews with job applicants. If questions arise during the interview process regarding compensation policy or benefit program eligibility, the hiring supervisor should be certain that responses given are fully accurate. 2.4.6 PRE-APPOINTMENT REFERENCE CHECKS When the departmental interviews have been completed, the Personnel Officer is advised of which candidate(s) the department is considering for the position based on the City's best interest. At this time, the Personnel Officer and the hiring department confer to determine if there are details (e.g. , physical agility test, medical pre-employment examination, etc.) needing preselection attention. After tentative agreement on the final selection has been reached, the hiring supervisor will make necessary reference checks. Reference checks will only be made on the final candidate and must to completed before the job is offered to that individual. Occasionally, the technical skills and responsibilities of a position may necessitate joint reference checking. The Personnel Officer and hiring department must agree on the details of any modified procedure prior to contacts being made by either department. - 11 - 2.4.7 PRE-EMPLOYMENT REQUIREMENTS a. Medical Examination Prior To Appointment. If the position requires it, the candidate is scheduled by the Personnel Officer for a pre-employment physical with a physician of the City's selection before being offered the position. In some instances, current employees transferred or promoted will be required to update physical health or other background information. Any medical examination required prior to original appointment shall be conducted by a licensed physician approved by the City prior to the examination. Cost for this examination shall be incurred by the City. If the physician deems any candidate medically unable to perform the duties of the position, the report shall state the reason(s) for the inability and the reason for rejection. The City Administrator shall make all final decisions in this regard. All medical examinations required before promotional appointments are made shall be paid for by the City. Any person who refuses to submit to such an examination may be rejected for employment. b. Background Check. Candidates for police positions may be photographed, fingerprinted and a background check investigation completed prior to appointment. Any person who refuses to submit to such an examination may be rejected for employment. 2.4.8 REJECTION OF APPLICANTS Any applicant may be rejected if that person: (a) Is found to lack the job-related qualifications prescribed in the job description. (b) Is physically unfit to perform the duties of the position. (c) Has a recent history of untreated excessive use of alcohol, or use of narcotics, or other drugs which may affect work performance. (d) Has a record of unsatisfactory employment. (e) Has been convicted of a zrime which would bar the applicant from effective performance of the duties of the specific position applied for (time limits for consideration are 5 years for felonies, and 2 years for misdemeanors). A record free of criminal history is a bona fide occupational qualification for public personnel. (f) Has used or attempted to use political pressure or bribery to secure an advantage in being considered for a position. (g) Has practiced or attempted to practice deception or fraud in the application or testing process. (h) Has otherwise violated policy or procedures relating to the application process. 12 - 2.4.9 SELECTION When a vacancy is filled, the Supervisor completes a Personnel Action Form to be approved by the department head and the City Administrator. 2.4.10 EMPLOYMENT RECORDS All selection records including the application, interview notes, control questions/answers, written examination materials, etc. , are to be maintained on file for at least one year in accordance with Federal statutory requirements. All applications will be maintained by the Administration Department. Each department is responsible for sending records to the Administration Department, which document all material aspects of its involvement in the selection process including (but not limited to) participants in selection, judgmental evaluations of candidates and the basis for such determinations, date and location of interviews, etc. Such records will be stored in a manner which affords retrieval. All such records are to be kept in complete confidentiality. Examinations developed and scored by outside parties will be retained by the test administrator. 2.4.11 HIRE A written offer of employment shall be generated by the hiring supervisor specifying the terms of employment including compensation and special allowances, if any, prior to appointment. Written acceptance of the offer of employment must be received within 10 days or the offer will be considered invalid. During the first month of employment, an orientation of program priorities and a goal setting review will be conducted. After the third month of employment, the supervisor and the employee complete a progress review of the employee's performance. The supervisor initiates a performance review with the employee after six months of employment. The recommendation of merit increase and/or extension of probation, or termination, is summarized in a Personnel Action Form and routed to the department head for approval. The Personnel Officer then reviews the Personnel Action Form and routes to the City Administrator. The Executive Secretary retains a copy of the Personnel Action Form for the new employee's personnel file, routes a copy to Accounting and a copy to the employee. In the event disciplinary action is needed to correct substandard performance, the supervisor confers with the Personnel Officer and the Department Head before initiation of such action. Progressive discipline is administered in accordance with the City's Personnel Policies and union contracts. If a grievance cannot be resolved between the supervisor and the employee, the department head attempts to adjust the grievance. If no remedy is found, the complaint is processed at the City Administrator level. If a transfer, promotion or reclassification is recommended by the supervisor, the request is processed through the department head, Personnel Officer and City Administrator. If a salary adjustment is requested, upon approval of the City Administracor, a copy of the Personnel Action Form is retained for the employee's personnel file and a copy is routed to Accounting. A copy is also sent to the employee. 13 - If a supervisor or employee desires to attend a particular class or seminar, the employee completes a Request for Training Form and submits the form to the supervisor and the department head for approval. The Personnel Officer approves/denies requests under $100. Any request over $100 is forwarded to the City Administrator for approval. In the event an employee leaves the City service either voluntarily or involuntarily, the supervisor initiates a Personnel Action Form which is processed through the department head, Personnel Officer and City Administrator before being routed to Accounting. Layoffs are processed in accordance with appropriate union contracts and the City's Personnel Policies. 2.4.12 NEW EMPLOYEE ORIENTATION Orientation of all new employees will be given by the Executive Secretary on an individual basis the morning the employee begins work, schedules permitting. The Executive Secretary provides the initial orientation of fringe benefits and policies of the City to the employee (Appendix L, Employee Status Review). If questions arise regarding benefit coverage options, these questions are referred to the Personnel Officer. The employee has approximately two weeks to decide on benefit options. Completed enrollment forms are then forwarded to Accounting. Departments are responsible for supplementing the employee orientation. The supervisor provides the employee with a job description and explains the role, responsibilities and work program priorities to the employee. The employee is also provided with a timesheet and instructions on completion of the timesheet. The supervisor gives the employee a tour of the City and introduces the individual to co-workers. During the first month of employment, the City Administrator arranges to meet with the new employee. 2.4.13 MOVING POLICY a. Policy Statement. The City of Tigard may pay partial or total moving expenses for newly hired employees, as outlined below: b. Eligibility. Moving expenses are normally paid for newly hired employees for department heads only. However, the City may also pay partial or total expenses of employees in other positions, as determined jointly by the City Administrator and department dead. Factors taken into consideration will be moving distance, availability of funds, availability of local qualified applications, and ability of the City to attract desirable candidates. Moving expenses must be determined and approved by the City Administrator prior to the offer of employment. C. Allowable Expenses. This policy allows up to full payment (minimum of $100 and maximum of $2500) for reasonable moving services, including: 1. Complete packing and unpacking of household goods 2. Transportation of household goods 3. Appliance connection and disconnection (but not extensive plumbing and wiring) 14 - 4. Insurance for the vehicle used to transport household possessions. 5. Necessary accessorial charges (toll bridges, ferries, hoisting, etc. ) The City will not pay for the following services: 1. Shipment of dangerous or illegal items 2. Shipment of frozen foods, pets or livestock, or bulky items, such as autos, agricultural machinery, boats, trailers, airplanes, sheds, firewood, building materials, shrubs, etc. 3. Expedited service and/or exclusive use of van 4. Overtime loading and unloading 5. Extra labor and third-party services 6. Cleaning or maid service 7. Storage in transit 8. Extra pickup or delivery 9. Special electrical, plumbing, or carpentry services to connect (or disconnect) , vent, or install water softeners, air conditioners, water heaters, draperies, clothes dryers, refrigerator ice makers, etc. 10. Rail-substituted service d. Procedure. In the case of total payment of expenses, the City's Finance Director will handle all details of the move. In the case of partial payment, the employee will submit at least two estimates of the expected cost of the move. The department head will then determine the amount of the moving allowance to be granted by the City. The allowance will be paid to the employee a `er the move has been completed and expense statements have been submitted to the City. This procedure applies both to employees who move themselves and those who contract with moving companies. e. Responsibility. Coordination of the move is handled by the Finance Department. The Purchasing Agent, or his/her designee, will make all arrangements directly with the selected van line. Employees should not make the initial contact with the moving company. Purchasing will notify the employee of the carrier selected and will arrange to have the moving company representative contact the employee for an estimate or pre-move survey. f. Letter Of Agreement. The employee is asked to sign an agreement to repay moving expenses in the event he/she resigns employment within the first 12 months (see Appendix B). - 15 - 3. EMPLOYEE INFORMATION f 3.1 EQUAL EMPLOYMENT OPPORTUNITY POLICY It is the policy of the City of Tigard to provide equal employment opportunities to all without regard to race, color, religion, national origin, political ideology, marital status, sex, age, and mental or physical handicap, occupational qualification. except where it is based upon a bona fide cation. lois policy applies to recruiting, hiring, placement, compensation, promotion, transfer, layoff, dismissal, seniority, benefits, training, and all other terms and conditions of employment. To implement this program, the City has developed an Affirmative Action Program. The goal of this program is to insure that equal employment opportunity becomes a fact as well as an ideal. This program outlines effects of past discrimination, to insure specific action steps to redress the that no discrimination occurs in the future, and to establish parity of representation of women and minorities in all departments and classifications. All employees are expected to cooperate and participate in the implementation of this program. The ultimate success of the Affirmative Action Program will depend upon the commitment of every employee of the City of Tigard. 3.2 SEXUAL HARASSMENT Policy Statement: Sexual harassment is contrary to acceptable standards of conduct between individuals and is prohibited by EEOC regulations. Sexual harassment constitutes a violation of City policy. The City will take corrective action where an employee is determined to have violated this policy. Such action shall result in disciplinary measures including discharge. Definition. Sexual harassment shall be defined as unwelcome sexual advances, requests for sexual favors and other verbal and physical conduct of a sexual nature when such conduct is made explicitly or implicitly a term or condition of employment, is used as a basis for employment decisions, or has the purpose or effect of interfering with work performance or creating an otherwise offensive working environment. Procedure. Complaints of sexual harassment will be handled through the City's grievance procedure identified in Section 3.12 of this handbook. In the event the alleged violator is a supervisor or department head, the employee shall appeal directly to the City Administrator. 3.3 SHARED POSITIONS Polices Statement: A position may be shared if, in the supervisor's judgment, the position lends itself to a job sharing arrangement without decreasing the efficiency of City services. Requests to share a position shall be initiated by the employee and are subject to approval by the immediate supervisor, department head, the Personnel Officer and the City Administrator. Job sharing arrangements are typically on a half day or half week basis. Job sharing employees are defined as permanent part time employees for purposes of classification and benefits administration. 16 - In th` event a permanent full time employee job shares for a period of time and then seeks reinstatement as a full time employee, efforts shall be made to reinstate the most senior employee provided that merit and ability are equal and transition the employee into another available position. If no position is available, the policies and contractual obligation governing lay off shall prevail. 3.4 JOB SAFETY 3.4.1 Policy Statement. It is the City's desire to provide a safe work place, safe equipment, proper materials, and to establish and insist upon safe methods and practices at all times. No job will be considered performed properly unless the worker has followed every precaution and accident prevention rule to protect himself/herself and his/her fellow workers. No employee, supervisor, or department head may ever be relieved of any part of responsibility for accident prevention. When a person takes a job with the City of Tigard, he/she has a right to expect that he/she will be provided with a hazard free work environment and proper tools and equipment with which to do his/her job, so that he/she will be able to perform his/her work with no danger to his/her life or health. It is a basic responsibility of management to make the safety of human life a part of its daily concern. This responsibility must also be accepted by every employee of the City. 3.4.2 City Of Tigard Safety Program. The City of Tigard is dedicated to the establishment and maintenance of a work environment that has minimum potential of endangering human life or good health. This can only be accomplished if there is a good, ongoing safety program and full cooperation of both management and employees. Management is responsible for making every effort to maintain a work environment that is in compliance with state and Federal safety laws. Employees are responsible for using safety methods, practices, and equipment relevant to the job being performed. Employees are also responsible for reporting faulty equipment, unsafe practices of fellow employees or management, and/or unsafe conditions of work areas. Authority And Responsibility 3.4.3 City Administrator and Department Heads o Determine and budget funds necessary to bring the City into compliance with the established legal minimum OSHA safety standards, particularly insuring that an adequate number of staff are certified in CPR and other life-saving techniques. o Review serious accidents and discuss the corrective actions that have been taken. If necessary, recommend additional corrective actions that need to be taken to minimize reoccurrence. o Review accident trends and costs quarterly. e Establish city-wide safety objectives and goals. 17 - fi o Develop general safety rules. o Assure the development of specific job-related safety rules and procedures. o Monitor safety training activities. o Monitor emergency treatment procedures. o Develop and monitor awards and discipline policies for all levels of responsibility. o Monitor all disciplinary actions taken against subordinate employees for safety violations. Include safety performance as a factor in salary/performance reviews. 3.4.4 Division Heads o Have a working knowledge of applicable health and safety codes. o Implement a complete safety program within the division. o Monitor the inspection of equipment and facilities. o Review accident and injury trends. Take additional corrective actions when it is necessary. o Review safety meeting reports from line supervisor(s). Make recommendations on areas of emphasis. o Monitor/administer all disciplinary actions taken against subordinate employees for safety violations. Include safety performance as a factor in merit reviews. 3.4.5 Supervisors o Have a working knowledge of health and safety codes. o Conduct safety meetings regularly. o Conduct safety inspection of equipment and facilities monthly. o Investigate all accidents immediately. Determine cause and take corrective actions when applicable. Report to division head. o Take immediate action to correct any known hazardous condition. o Consult with the division head on all safety problems that cannot be corrected at the line supervisor level. o Take disciplinary action against all subordinate employees for safety violations. 18 - 3.4.6 Employees o Become familiar with established safety rules. o Comply with established safety rules, practices, and procedures. O Report unsafe work conditions, practices, or methods to their immediate supervisor. 3.4.7 Personnel Officer o Assist each department in the administration of their safety program. o Serve as a resource to each department for program development and consultation regarding specific hazards. o Provide statistical data to each department and assist in monitoring the progress of all programs. o Meet with both management and union representatives to discuss safety issues. O Respond to any notification of a hazardous job condition and resolve the issue satisfactorily. O When a hazardous condition or work procedure creates an "imminent danger" to the health and safety of any City employee, the Personnel Officer is delegated the City Administrator's authority to issue a "stop work" order until the condition or procedure is corrected. 3.4.8 Vehicular And Occupational Accident Reporting. (City vehicles or employee's vehicle used on City business. ) When an accident occurs it must be reported immediately to the employee's supervisor. The supervisor investigates all accidents as soon as possible and completes a report to the City Administrator. The Tigard Police Department will investigate all vehicular accidents involving City vehicles. After a thorough investigation has been completed, the supervisor must take appropriate action to minimize the possibility of a similar accident occurring again and any appropriate counseling or disciplinary action with the employee. The accident must also be reported to the Tigard Police Department. Officers investigating accidents involving City—owned vehicles will file a complete investigative report in each case. The report will contain information as to any traffic violation committed by either driver where there are sufficient witnesses or facts to make this judgment with reasonable certainty. The employee shall complete an incident report within 24 hours of the accident, if it is an occupational injury, detailing the time and date, nature of the injury and how the injury was sustained. The state and city insurance reports are completed by the employee if it is a vehicular accident. The reports are passed on to the supervisor who will fill out the portion(s) of the form(s) to be completed by management. Incident reports are then routed to the division supervisor and department head. When the reports are reviewed and no further action is deemed necessary, the form is routed to the Personnel 19 - Officer within 48 hours of the injury/accident. The state and city insurance { forms are routed to the Finance Department within 48 hours of occurrence of the accident. The Personnel Officer will initiate a Workman's Compensation form, if needed, upon receiving a completed Incident Report. 3.4.9 Vehicular Accident Reporting. In the event of a vehicular accident, the following procedures are to be followed: 1. The Tigard Police Department must be contacted to investigate the accident (providing the accident occurs within the city limits)- Otherwise, contact the appropriate enforcement agency, e.g. , county, state. 2. The accident must be reported to the employee's supervisor immediately. 3. A Vehicular Accident Report must be completed by the supervisor and a copy forwarded to the Personnel Department. 4. An estimate of the damage to the vehicle(s) must be done. (This is the responsibility of the department in which the employee involved in the accident works. ) 3.4.10 Safety Meetings/Training. Safety meetings and training will be conducted on a regularly scheduled basis. The topic and length of the meeting/training should be determined on the basis of need. 3.4.11 Safety Committees. Safety committees shall be organized to assist the departments in improving the effectiveness of their program. Committees should function in a staff or advisory capacity only. Responsibility and accountability for creating and maintaining a safe work environment and review of employee accidents for corrective action including work evaluation and discipline considerations will remain the responsibility of supervisors. General responsibilities of a safety committee are as follows: 1. Identify and monitor departmental accident trends. 2. Assist in identifying program needs, e.g• , training, improved inspections, first aid, etc. 3. Conduct general safety inspections and make recommendations to correct hazardous work conditions and procedures. This does not supersede the line responsibility for job site or work station inspections. 4. Review major accidents occurring within the department to evaluate what can be done to avoid similar incidents in the future, particularly through different procedures or training efforts. 5. Request clarification of departmental safety policy where issues arise. 6. Serve as a resource to line supervisors in providing support for monthly safety meetings. 20 - 3.4.12 Safety Inspections. An inspection of all facilities and equipment will be conducted monthly by a management employee to monitor and to identify any potential safety hazards. i 3.4.13 Posting Safety Information. I. Compliance (Citation Per Safety Violation). Each citation, or copies of the citation, will be posted in such locations in the place of employment as to reasonably inform the affected employees. Each citation will remain posted until conditions causing it to be issued have been corrected. 2. Rules And Procedures. General and specific safety rules and procedures will be posted permanently in such locations as to be readily accessible to all employees. 3. Meeting/Training Dates. Meeting/training dates will be long enough in advance to allow all employees to become aware of the date, time, and place of meeting/training (at least three working days) . 4. Warning Signs. Warning signs, danger signs, warning flags, warning lights, or similar devices will be conspicuously posted at all locations where existing conditions warrant their use as referenced by OSHA guidelines. 3.4.14 Discipline. In accordance with established City procedures, ! disciplinary action will be taken in the event of safety violations. 3.4.15 Safety Equipment. Employees will be responsible for providing any safety equipment not provided by the City that is essential to doing a job safely. Employees must use all safety equipment required necessary for their assigned work. A clothing allowance is available to defray the expense of safety related work clothing. 3.4.16 A joint management labor committee shall meet regularly to evaluate the safety and risk factors associated with exposure to VDTs, CRTs and other potential safety hazards and will recommend action to the City Administrator. Employees who have direct exposure to a potential safety hazard (e.g. , noise levels or VDT's) shall serve on the committee. 3.5 EMPLOYEE STATUS 3.5.1 Definitions. 1. Regular Full Time employees fill budgeted positions, are salaried, and work full time (40 hours per week, 12 months per year). 2. Regular Part Time employees fill budgeted positions, are salaried on a prorated basis, but their work schedule is at least 20 hours but less than 40 hours ner week_ 3. Temporary Hourly employees are normally paid the hourly equivalent of the first step in the appropriate compensation plan salary range. They work either part time or full time, but their length of employment is of a temporary nature (up to 12 months). 21 - 4. Seasonal/Casual Hourly employees are not salaried. They may work up to full time capacity, but only on a seasonal (such as summer) or casual (such as on-call) basis up to 6 months per year. Hourly rates for these employees are established by the hiring supervisor in conjunction with the Personnel ( tficer. 5. Exempt employees are bona fide executive, administrative, professional (project managementi or supervisory. 6. Non-Exempt employees are those in a position represented by a bargaining unit. 7. Probationary (new employee) are either newly hired or newly promoted i or reclassified employees who have not completed a six months probationary period. Police personnel should refer to Section 3.14. E 8. Probationary (disciplinary action) employees who are serving during a re-evaluation period in which behavior is being corrected or the employee faces discharge. 9. Independent Contractors do not qualify as employees but rather perform according to the terms and conditions set forth in a professional services agreement. Independent contractors are distinguished from employees by the criterion established by IRS. i Anyone who performs services that can be controlled by an employer (what will be done and how it will be done) is an employee. This is so, even when the employer gives the employee freedom of action. What matters is that the employer has the legal right to control the method and result of the services. If an employer-employee relationship exists, it does not matter what it is called. The employee may be called an independent contractor. It does not matter how payments are measured or paid, what they are called, or whether the employee works full time or part time. 3.5.2 Student Intern Employment. The City will place student interns on projects of limited duration. The recruitment and selection process for student interns is defined as follows: 1. Interns must submit either a full resume or complete an employment application when interviewing. This application or resume should be retained in the department's personnel files. 2. Selection interviews are to be conducted similar to that of a regular employee. 3. Intern programs are to a vital link in the City's affirmative action efforts. Efforts should be made to recruit interns from any of the ,._..__,_ tzrgct =f f;—nt;vP action classes. 4. A personnel record including time sheets should be kept on file in each department on its interns. This information is needed for Federal and local reports. An evaluation of the intern's performance versus duty assignment expectation should also be maintained. Reference checks on interns are subject to the same restrictions as for any other City employee. 22 - 5. The supervisor will insure the student intern possesses a valid { driver's license if needed prior to placement. 6. If the student intern is to be compensated for services, a personnel action form is to be processed and the intern shall be placed as an temporary employee. 7. The City shall assume liability coverage for student interns in the event of on—the—job injury. 8. The City may contract with other agencies to place student interns. 3.5.3 Green Thumb, CE29 Community Service And Volunteers. The City participates in a number of programs which act as a work experience for youth, individuals over 55, court referrals and citizens wishing to volunteer their time for public service. Such individuals shall be recruited and selected using the following guidelines: 1. A representative from the sponsoring agency or the individual shall contact the Personnel Officer regarding placement. 2. Placement will be coordinated with the immediate supervisor. 3. Hours of work, job responsibilities, qualifications, and extent of supervision shall be determined prior to placement. 4. The sponsoring agency shall provide liability coverage for program participants. 5. The City shall provide liability coverage for volunteers. 3.6 WORK SCHEDULE Policy Statement. Employees shall perform the duties and responsibilities as deemed necessary to carry out the business of assigned by their supervisors of a different nature from that which the the City even though the work may be employee is normally engaged. 3.7 HOURS OF WORK The work week, consistent with the operating requirements of the City, shall be regular, irregular or flexible. A regular work schedule is a work schedule with the same starting and stopping time on five 8 hour days. An irregular work schedule (4/40) is a work schedule with the same starting and stopping time on four 10 hour days. A flexible work schedule is a work schedule which varies the number of hours necessarily, each day, or a work schedule in worked on a drily basis, but not which starting and stopping times vary on a daily basis, but does not exceed 40 hours within a one week period. 23 - r. ti Irregular and flexible work schedules must be approved by the department head ( and City Administrator prior to implementation. Adjustments to the work schedule to allow for holidays or to substitute personnel are made on a departmental basis. 3.8 BREAKS A regular work schedule of eight hour days shall. include two IS-minute breaks and one lunch break to be scheduled by the supervisor. Employees working a 10 hour schedule shall receive an additional 15-minute break during the work day (during the last 2 hours of the shift). 3.9 SHIFT CHANGES Employees shall normally be given adequate advance notice of any change in regular hours of work, except when an emergency exists. Notice will not be given less than two weeks prior to the employee's change in work schedule. 3.10 TIME SHEETS Policy Statement. As an employee, your primary responsibility is to record the arrival_ and departure from work. A sample time sheet can be referenced in Appendix C. Date, Time In/Out. Record the number of regular hours worked. If you have not charged hours to leave taken, this column will register 8. Sick Leave Taken. Record the number of hours of sick leave taken. Note in the Explanation column whether the leave was an illness, doctor's/dentist 's appointment or an injury along with the actual time off. Vacation Taken. Record the hours off charged against vacation. Compensatory Time Taken. Record the hours taken off as comp. time. Floating Holiday Taken. Record the hours charged to Floating Holiday. I Other. Record the number of hours charged to Compassionate, Military or other paid or unpaid leaves. Note in the Explanation column the time off. Compensatory Time Earned. Indicate the number of hours to be credited to your account. Note in the Explanation column the time and event in which hours were earned. Remember that department heads accrue on a like-time basis; professional and division heads on an hour-for-hour basis; section managers, confidential and non-exempt employees on a time-and-a-half basis. The number of hours in the Comp. Time Earned column should reflect the number of hours to be credited, not the number of hours worked. Overtime Earned. Record the number of overtime hours worked. The computer will calculate the time-acid-a-half rate. Indicate in the Explanation column the time and event when overtime was earned. Total Hours To Be Paid. This column should always be 8 since employees are on a salary schedule instead of an hourly rate. If you are being paid for comp. time, then the number of hours will exceed 8. 24 - Paid Holidays. Record an "H" in the Regular Hours column for days the City observed as official holidays. Totals. Add the total number of hours for each column. Please double-check your addition. The timekeeper records the hours as indicated. Signatures. Fill in your signature. Your supervisor will check the time sheet for accuracy and route the form to the timekeeper. Due Dates. Time sheets are due to Payroll the day following the pay period, either the 16th or the 31stllst. Requests For Leave And Other Forms. Department policy will dictate whether Request For Leave slips and other forms are to be filled out. Check with your supervisor regarding this policy. However, only the time sheets are forwarded to Payroll. 3.11 APPEARANCE, CONDUCT AND DISCIPLINE 3.11.1 Policy Statement. Public relations is an integral part of each City employee's job. Employees should take pride in providing friendly, efficient service and should strive to do the best job possible for the citizens of Tigard. Neat appearance, appropriate conduct, and a helpful attitude are of the utmost importance in gaining favorable public opinion. As many employees are recognized as employees of the City, care should be taken that off the job conduct not impair effectiveness as City employees. Employees shall not accept special favors, gifts or gratuities resulting from or related to employment with the City. In this regard, the appearance of impropriety can be as damaging as actual impropriety and is equally to be avoided. Department heads may allow acceptance of non-monetary gifts of nominal value at holidays or special occasions which are available to be shared by all employees in a non-biased or non-discriminatory manner or on behalf of an area non-profit public service agency. 3.11.2 Personal Appearance. City employees are expected to be dressed and groomed in a clean and neat manner according to current social standards. In addition, employees should dress and groom in a manner which will not impair or restrict their movements in cases where this might cause safety problems. Personal appearance may be grounds for disciplinary action, but this action shall not exceed an Oral Reprimand (on the first occasion) except in cases where the safety of the employee or others is a factor. 3.11.3 General Conduct. It is recognized to be the obligation of all employees to be courteous and efficient in the performance of their duties. Employees are expected to establish and maintain harmonious and effective working relationships with other employees and departments. A friendliness and willingness to help should be exhibited during telephone calls, in letters, and in person-to-person conversations, while at the same time being as brief and concise as possible. In addition, employees should always strive to reduce costs of supplies and services in every practical manner, and to be as careful with public property as with their own. - 25 - 3.11.4 Grounds For Disciplinary Action - Conduct. Employee conduct as ( stated below will be grounds for disciplinary action up to and including discharge. Causes for disciplinary action relating to conduct include job related conduct contrary to the employee's or public's best interest but are not limited to: a. Improper use of position as an employee for personal gain, or to solicit a contribution, response or action designed to further a political or charitable cause. b. Use of intoxicants or drugs while on the job, or use of prescription drugs which impair ability to perform endangering either the employee or the employer, or arriving on the job under the influence of such substances. C. Insubordination or di.sreapect towards a supervisor, department head, City Administrator or City Councilor. d. Gambling during the work day. e. Disrespectful or offensive conduct or language towards the public or other employees. f. Being adjudged guilty of a crime which brings discredit to the City or hinders the employee's ability to perform in job capacity. g. Refusal to seek treatment or resolution of personal problems which affect work performance (including but not limited to: emotional or family problems, drug abuse or addiction, alcoholism). h. Disregard for employee's own safety or the safety of others. i. Acceptance of gratuities or pressure designed to affect the City's response to the public or special interest groups (e.g. taking bribes for action), whether or not an effect or influence actually occurred or resulted. j. Taking City equipment or property off City premises for personal use, or taking City equipment or property off City premises for City use without specific prior knowledge and approval by supervisor. 3.11.5 Grounds For Disciplinary Action - Work Performance. The following are examples of grounds for disciplinary action based on work performance: a. Failure to follow orders from the supervi.or or Department Head. b. Failure to perform assigned work, or to apply reasonable judgment or discretion in performance of the job assignment. C. Abusing or being wasteful of materials, property or working time. �- d. Failing to report to the Department Head when absent, or being absent without permission. e. Habitual absence or tardiness even if excused, authorized or non-authorized. — 26 — f. Discussion of confidential City business with unauthorized persons, or providing unrequested of unnecessary information contrary to an efficient use of the employee's time. g. Refusal to report in an official emergency, or knowingly leaving a safety hazard unreported. 3.11.6 Disciplinary Actions. Disciplinary actions include and are limited to the following: Oral Reprimand, Written Reprimand, Delaying an Advancement, Extension of Probation, 30 Day Disciplinary Probation, Reduction in Pay or Other Monetary Assessment, Demotion, Suspension, and Discharge. Employees may be subjected to only those disciplinary actions specified by contract or as prescribed in this Manual. All disciplinary actions are to be completed in private. 3.11.7 Procedures For Disciplinary Actions. a. Oral Reprimand. Formal or informal interview between the employee and the supervisor or Department Head. This must always be private. Oral Reprimands are not documented in the employee's personnel file. b. Written Reprimand. Must be presented to the employee and discussed between the employee and their Department Head. The employee must affix a signature to the Written Reprimand before it is placed in the personnel file. Refusal to sign is addressed in Section 3.11.5. C. Delaying an Advancement. This should be explained in the Performance Review. in no instance will the Performance Review be delayed as a technique of delaying a merit advancement. Employee must affix a signature before it is placed in their personnel file. d. Extension of Probation_. This must be explained on the Performance Review completed at the time the probationary period is scheduled to end. Extension shall not exceed three (3) months. This must be approved by the City Administrator and signed by the employee. e. 30 Day Disciplinary Probation. This is a "last chance" period for an employee to correct repetitive problems. This action will be subject to a Performance Review. The notification must be provided to the employee in writing and approved by the City Administrator. If the specific behavior or problem is not corrected within the 30 day period, harsher disciplinary actions will be undertaken. f. Reduction in Pay or Other Monetary Assessment. Notice must be given to the employee in writing from the Department Head with the approval of the City Administrator. If a reduction in pay occurs, a special Performance Review shall be completed after three (3) months to determine if the pay should be re-elevated. No reduction in pay shall exceed one pay step. No monetary assessment shall exceed a pay back rate of more than 5% of the employee's net pay per pay period. g. Demotion. An employee may be demoted for work performance falling below the established standards. All demotions must be approved by the City Administrator. All demotions will be subject to a Performance Review. Pay will be set at the same pay step in the lower classification. - 27 - f , L h. Suspension 1. Disciplinary Suspension. Employees may be suspended without pay for up to 30 calendar days for disciplinary reasons. Notice must be given to the employee in writing from the department head with the i approval of the City Administrator. Employees must be p ut on Administrative Suspension (below) for 5 working days pending investigation prior to a disciplinary suspension. 2. Administrative Suspension. When an employee is subject to a disciplinary suspension or discharge they must first be placed on administrative suspension for 5 F3orking days pending investigation (without pay). Notice must be given in writing from the department he City Administrator. Investigations, at head with the approval of t a minimum, must include a Performance Review and statements from all concerned parties (public complainants, supervisors, other employees and/or witnesses). The result of the investigation and the action to be taken must be prepared in writing and provided to the employee before the end of the 5 day suspension. If the investigation clears the employee of the charges, they will receive retroactive pay for the period of suspension and all references to the incident will be removed from the employee's personnel file. In situations of conduct violations where it is deemed necessary to remove the employee immediately from the situation (work site) , they may be suspended by oral command of the department head or person in charge in the department head's absence, or the City Administrator. Suspensions of this type shall be with pay and limited to the remainder of the employee's current shift plus one day. If the action was taken by someone other than the department head, that person must provide a written report of the incident to the department head ro later than 8:00 a.m. the following day. The department head must make a decision on further investigation or disciplinary action to be taken and inform the employee of their decision no later than 5:00 p.m. that day. i. Discharge/Dismissal. An employee may be discharged for a major conduct violation, repetition of minor conduct violations, or for work performance falling below the established standards.employee mmust Notice must be given to the employee in writing. P Y suspended for 5 working days pending investigation (see Administrative Suspension). Discharges must be approved by the City h action must be well documented on a Administrator. Grounds for suct Performance Review. When an employee is discharged they will be E required to hold an exit interview with their choice of their supervisor, department head or the City Administrator to further understand the reasons for the action. 3.11.8 Refusal to Sign a Disciplinary Action. Every employee has the right to refuse to sign a disciplinary action. If this occurs, the employee must either file a Disciplinary Appeal or resort to the Grievance Procedure. 28 - 3.11.9 Disciplinary Appeals. A disciplinary appeal is a statement in writing from the employee explaining their objection to the disciplinary action. It should be attached to the written action in question, in Lieu of a signature. The appeal should be submitted to the department head, or to the City Administrator (if the action was taken by the department head). The department head or City Administrator will review these appeals and render a written decision within 5 working days. If the employee is not satisfied with the decision they may resort to the Grievance Procedures at Step II (if the appeal was made to the department head) or Step IV (if the appeal was made to the City Administrator). The employee may be represented as specified in the Grievance Procedures. Employees shall have freedom from reprisal for use of Disciplinary Appeals. 3.12 GRIEVANCE PROCEDURES 3.12.1 Policy Statement. A grievance may arise from any real or imagined dissatisfaction of any employee regardless of their appointive status with the City. a. Step I. The employee shall first bring the complaint to the attention of the supervisor and review the issue on an informal basis prior to official notice of the grievance. b. Step II. An aggrieved employee shall then refer the grievance to the immediate supervisor within ten (10) working days of the occurrence of the action from which the grievance stems, or the employee's knowledge of such action. This notice must be in writing and include: (1) a statement of the grievance and relevant facts; (2) remedy sought; and (3) provision of the contract or Personnel Manual violated (if applicable). The supervisor shall respond to the grievance in writing, within 5 working days. th t__, C. Step Ill. if the employee does not feel that the 2 grievance:8nCe has been resolved, the employee may, within 5 days, appeal the grievance to their department head. The department head shall respond in writing to the grievance within 5 working days. d. Step IV. If the employee is dissatisfied with the decision of the department head, they may, within 5 working days, appeal to the City Administrator. The City Administrator shall render a decision in writing within 10 working days. (Grievances related to breach of bargaining agreements should follow the process described in the contract from this point on.) The following procedures relate only to those employees not covered by contracts or grievances not related to contract provisions. e. Step V. If the employee is dissatisfied with the decision of the City Administrator, they may appeal, in writing, to the Grievance Committee. An employee appeal must be submitted in writing within 5 working days of their receipt of the decision of the City Administrator. - 29 - e. Grievance Committee. The Grievance Committee shall be an OShof t! committee appointed by the City Administrator for the puree providing a due process hearing. It shall be composed by members who have neither witnessed nor investigated the incident in question. Membership of the Committee shall include, as a minimum, the following: City Attorney - Chairman One Department Head One Employee - (peer relationship) When an appeal is submitted to the City Administrator, the Administrator shall within 48 hours nominate 5 employees as Grievance Committee candidates. The aggrieved party must within 24 hours after receiving notice of nominees, challenge two of the candidates, resulting in a three member board. If the accused fails to challenge two of the Grievance Committee members, two shall be removed by random selection by the City Administrator. An aggrieved employee may be represented by any person in an advisory capacity, to assist in presenting all facts relevant to the grievance, and necessary to the equitable solution of the grievance. A grievance hearing before the Grievance Committee shall be an administrative hearing wherein the reasonable rules of evidence and court procedure need to be followed. The Chairman is responsible for the disclosure and evaluation of all factors relevant to the inquiry without prejudice to either party in the dispute. c Generally, a court reporter will not be used, but if either side demands a transcript of the proceedings, the side so demanding shall bear the full expense of the court reporter and the transcript preparation. Within three (3) days following the close of the grievance hearing before the Grievance Committee, the Chairman shall submit a written recommendation to the City Administrator. At a minimum this report shall include a digest of the proceedings, a brief statement of the facts presented by each side, and a conclusive decision which shall be binding upon the City and the employee. f. Implementation of an action shall take effect as of the effective date of the action regardless of the grievance procedure. g. Appeal From the Grievance Committee. There shall be no appeal from the decision of the Grievance Committee except where the grievance is a charge of unfair employment practices. In this type of case, the employee/applicant may pursue further legal action. h. General Ground Rules for Grievances. All employee grievances must follow this chain of appeal (or chain specified by contract). At no time will an employee bypass a supervisor or department head, or t approach a City Council member with a grievance. - 30 - All references to number of days will be understood as working days ( rather than calendar days. Time limits may be waived upon consent of both parties. In any meetings or hearings, the employee has the right to have a representative (union business agent, attorney, counsel, etc.) in attendance. Employees shall have freedom from reprisal for use of the Grievance Procedures. 3.13 ACTING APPOINTMENT Appointment of personnel to a higher classification on an acting basis to fill a vacancy may be made. Appointments shall be made for a minimum of 30 days up to a limit of 120 days. Temporary assignments of less than 30 days may be made at the employee's current rate of pay. An employee holding an acting appointment of more than 30 days shall receive a pay increase not to exceed a total of 10% from their current pay step for the duration c the acting appointment. Decisions regarding these appointments will be m3ue by the City Administrator within two weeks of the day that the :,p_oyee LSsume. the responsibility of the higher classification, and pay increases shall become effective on the date of appointment. Non-supervisory employees who are appointed to fill supervisory positions on an acting basis shall remain in the bargaining unit, if a member, during the period of acting appointment. 3.14 PROBATIONARY PERIOD City Positions Except Police Service Positions. The probationary period shall be six (6) months for all new employees. Prior to completion of this probationary period, employees may be dismissed by written notice stating the date of dismissal and cause. At the discretion of the Supervisor, probation may be extended by three additional months. All promotions, transfers and reclassifications will be subject to a six-month probationary period. During the probation of a promoted, transferred or reclassified employee, the employee may be returned to the form classification to which an employee held without any reason or cause being shown. The employee shall not be discharged, however, without cause. During the probationary period, employees will continue to be classified as permanent employees in the determination of seniority, leaves, vacation accrual and insurance benefits. Police Service Positions. a. For a new employee with less than 24 months satisfactory experience with a State, County or municipal law enforcement agency, the probationary period shall be 18 months. b. For a new employee with at least 24 months satisfactory experience with a State, County or municipal law enforcement agency, the probationary period shall be 12 months. 31 - C, For a newly appointed clerk dispatcher, clerk specialist or cadet, the probationary period shall be 12 months. d. Probation may be extended in exceptional circumstances for a period not to exceed three (3) months. e. All promotions, transfers and reappointments shalf be subject tiono a six-month probationary period. During this typeP period, employees will continue to be considered permanent employees, will accrue seniority and shall be protected in discharge procedures as other permanent employees. 3.15 PERMANENT STATUS When an employee successfully completes the probation period, the employee shall be advanced to the next pay step in the employee's pay range. 3.16 SENIORITY mployee's length of service with the City Seniority is defined as being the e since last date of hire. The City shall post the seniority list on January 1 and July 1 of each year. 3.17 MERIT INCREASES l be Upon successful completion of goals and prioritiesrobationary periodan employee onan ases eligible hereaftereuntil atop rstep pletion of is reached.the p 3.1E POSITION RECLASSIFICATION occurs in the lexity Of tial increase or deres In the event, a subsn as signedctoaaeposition, the positionx may be duties and level ofresponsibility reclassified to a higher o= m t ons and demotions will apply- 3.19 occurs, the procedures regarding p 3.19 SALARY RANGE ADJUSTMENTS If an employee's classification is moved to a higher or lower salary range as a result of a change in the market rates for that classnt work, an a mployee's salary will be adjusted to the nearest step or eq uivtion within minimum and maximum ranges on the new range. 3.20 EXCEPTIONAL INCREASES If a supervisor determines that an employ progress is outstanding ger performance review, the supervisor may authorize exceptional salary increases within the salary range for the employee's classification. 3.21 PROMOTION fill job vacancies by promotion from within the The City shall endeavor to organization. I - 32 - A newly promoted employee will be subject to a probation period of six months and will become eligible for a merit increase, and every 12 months thereafter in the new classification. Promotions will be made from the employee's current pay step to the nearest higher pay step in the new range. Any promotion resulting in more than a 10% increase must be specifically authorized by the City Administrator. Employees must serve at least three months with the City before they are eligible for promotions. Police personnel are subject to the restrictions on promotions as outlined in the department manual. 3.22 TRANSFER Such requests shall be given consideration when a suitable vacancy occurs. Requests, including a resume of qualifications from employees for transfers from one department to another, shall be made in writing and shall be directed to the employee's immediate supervisor with copies to the appropriate department head and the City Administrator. Transferred employees will have their pay set at the nearest higher pay Step or relative pay position in the new pay range. A newly transferred employee will be subject to a probation period of six months. 3.23 DEMOTION When an employee is demoted, the rate of pay shall be determined as follows: a. In Lieu of Layoff 1. If the salary received in the higher range falls within the pay range of the class to which demoted, the rate of pay shall remain the same. 2. If the salary received in the higher range is greater than the top stop of the class to which demoted, the salary shall be reduced to the top step of the lower pay range. b. Other Reasons for Demotion 1. Following Original Appointment. When an employee is demoted during the probationary period following original appointment, pay rate shall be the minimum of the pay range of the class to which demoted. 2. Following Promotion. When an employee is demoted during the probationary period following promotion, pay shall be set at the step in effect prior to the promotion. At the discretion of the City Administrator, any permit increases that the employee would have been eligible for may be allowed, subject to a Performance Evaluation. 3. Disciplinary Demotion. When a disciplinary demotion occurs, pay will be set at the same pay step in the lower class. z - 33 - t I �- 3.24 SUSPENSION Disciplinary Suspension. An employee may be suspended from duty for disciplinary reasons for a period not to exceed 30 days. Disciplinary suspensions shall be without pay. Administrative Suspension. An employee may be suspended without pay for five days for the purpose of investigating grounds for suspension or dismissal. If the investigation clears the employee of the charges, they will receive retroactive pay for the period of suspension. 3.25 SEPARATION Upon separation of any employee for any reason, the employee shall be paid a Jump sum payment within 24 hours for all earned but unused compensatory, holiday, vacation credits and other unused accrued benefits. Before separation, all employees must complete an exit interview with their supervisor. The purpose of this interview is to clarify the factors leading to the separation for the benefit of both the employee and employer. A summary of this interview shall be prepared on the form provided, signed by both parties, and placed as the final document in the employee's personnel file. Before an employee's termination date, they must complete the separation clearance and return all equipment and keys. In addition, they must complete a form relating to she future release of information from their personnel file. If the employee's termination date does not coincide with the last day of a pay period, the employee will receive compensation for time worked based on an hourly pay schedule. In the event the employee leaves the City voluntarily prior to completion of the first month of service, the individual shall not accrue vacation, holiday or leave credits. 3.25 LAYOFF If there are changes in the organization, lack of sufficient work or changes adversely affecting City finances or funds, the City Administrator may lay off employees. a. Employees shall be given not less than ten working days written notice and shall be laid off based on seniority where merit and ability are equal. b. Any employee who is to be laid off who had advanced to their present classification from a lower classification in which they held a permanent appointment shall fill a vacant position, if funds are budgeted and authorized in a lower classification in the same department. C. Seniority in the lower classification shall be established according to the date of original appointment to that class. If two or more employees start on the same date, their order of seniority shall be determined by lot. - 34 - J t d. Employees shall be called back from layoff according to seniority in f the class from which the employees were laid off within the E. department. e. No new employees shall be hired in any class until all employees on Y layoff status in that class have had the opportunity to return to work. nir f. An employee on layoff status shall accept or decline an ng within 3 working days following notice of an available position. of They must be prepared to return to work within 5 working Y accepting a position. g, In the event of layoff, employees shall receive pay based upon their current rate of pay as follows: Amount Of Pay t, Time Worked For The City 2 weeks pay 6 months but less than 2 years 3 weeks pay 2 years but less than 3 years 4 weeks gay ~ 3 years but less than 4 years 4 years plus 5 weeks pay r In the event the City provides notice of at least 3 months, severance pay may be reduced by 50%. s_ h. If the employee has a break in service due to layoff, and that break q does not exceed six months, all previous seniority, leave and ward eligibility of insurance benefits vacation accrual, and time to will be restored. 3,27 RESIGNATION If circumstances make it necessary for° then employee department t head ther1City ! resignation should be submitted Administrator. This should state the reason for resigning and give at least 10 working days notice. Failure to submit a timely written resignation will result in a delayed processing of the employee's final check and separation from the City not in good standing. 3,28 TERMINATION FOR MEDICAL REASONS When it is determined, on the basis of a medical examination, that an employee is incapable of performing the duties of their position satisfactorily because of a physical or mental disability which may beely to terminated lafternd6f months of nitely or to recur frequently, the appointment incapacitation. During the 6 months period of disability, the employee receives no pay (unless sick leave, vacation credits, or other accrued benefits) or benefits but remains on act-U- --„iryPP statuswith ahthe p siti.ontwithinwtheir every effort will be made to reas2%s6- "�- - physical and mental capabilities. Final decisions in this area will be made by the City Administrator. - 35 - i 3.29 DISMISSAL An employee may be dismissed only for conduct contrary to the employer's interest or for work performance falling below the established standards. All discharges are subject to the approval or denial of the City Administrator. Grounds for such action must be documented in a Performance Review. 3.30 CLASSIFICATION PLAN 3.30.1 Policy Statement. The classification plan is comprised of a list of classes of positions supported by written specifications setting forth the duties and responsibilities of each class and the qualifications necessary for appointment to a position within that class. Purpose: The purpose of the classification plan shall be to: a. Provide like pay for like work. b. Establish qualification standards for recruiting and testing purposes. C. Provide the appointing authority with a means of analyzing work distribution, areas of responsibility, lines of authority, and other relationships between positions. d. Assist the appointing authority in determining budget requirements. e. Provide a basis for developing standards of work performance. f. Establish lines of promotion. g. Indicate training needs. 3.30.2 Class A class shall be comprised of one or more positions that are similar in the basic character of their duties and responsibilities so that the same pay scale, title and qualification requirements can be applied. 3.30.3 Job Description The Personnel Officer shall be responsible for establishing and keeping current job descriptions for positions throughout the City. The position description shall state the characteristic duties, responsibilities, and qualifications for a position. 3.30.4 Administration of the Classification Plan The classification plan shall be established and maintained through recommendations of the department head to the City Administrator. The City Administrator shall have final authority, and may establish a new class, create a new position within a class, or reclassify a position. — 36 — -7 3.30.5 Classification Designation All positions shall be designated as either Exempt, Non-Exempt or Police Service Classification listings are set forth in Appendix H. 3.31 COMPENSATION, PAY PLAN AND ADMINISTRATION The pay plan shall prescribe the pay range for each classification. The City maintains a pay range for each class of positions indicating a minimum and maximum pay rate. These ranges and the classes assigned to them are reviewed and adjusted annually to reflect changes in the labor market. 3.31.1 Appointment Rate The entry step for a position shall normally be paid to any person whether full or part time for original appointment to a class. Original appointment, other than the entry step, shall be made only with the approval of the City Administrator. 3.31.2 Pay Periods Pay periods shall cover the time between the 1st and the 15th and the 16th and the 31st of each month. Pay day shall generally fall on the 5th and the 20th of each month. When the 5th or 20th falls on a Saturday, Sunday or holiday, pay checks shall be issued on the previous workday. Changes in the Accounting Department may necessitate alteration in the above scheduled pay day. Individuals wishing to receive their pay checks earlier than on a scheduled pay day must receive written approval by the City Administrator. 3.31.3 Merit System Merit increases are contingent upon an employee's ability to meet established goals set forth in a performance review. Employees are eligible for merit review upon successful completion of their probationary period and every 12 months thereafter until they reach the top step of the pay range for their classification. 3.31.4 Overtime For time worked over forty (40) hours in one week all Non-Exempt employees must be granted compensatory time or be paid overtime at one and one half the hourly rate of pay. a. Overtime is that time worked in excess of eight hours in one day, or on any day in addition to a scheduled 40 hour shift week. b. Overtime must be authorized prior to working overtime by the employee's immediate supervisor. C. Overtime shall be computed to the nearest half hour. , 37 - r d. Compensation for overtime shall be granted at one and one half the regular rate of pay or compensatory time off to be scheduled at the mutual convenience of the employer and employee. Employees shall not be allowed to accrue more than 40 hours of compensatory time. Time in excess of 40 hours will be paid as overtime until the accumulation of compensatory time is reduced. oper or e. Time spent by an employee called back to ktouring normalrrect working incomplete work that should have been performed hours, shall not be compensated for. An employee shall not be called back to perform work that does not require immediate attention before 's next scheduled shift. If it is determined that the the employee reasons for the improper or incomplete work were beyond the employee's control, they will receive overtime compensation. f. Authorized call back overtime shall be a minimum of two hours. 3.31.5 Exempt Personnel - Compensatory Time week Exempt personnel may be expected and supportbeyond conductthe normal and supervise40 hour work the work in order to render the servivics programs which hav useecompensatoryetime tin mtheUfollowing ma ner allowednclassified stafwill be been assind to (Resolution No. to accrue 82-75): a. Department Heads will be allowed to take time off as workload permits on an exchange or like-tiiebatity Administr for is fr work in excess of a normal work cycle, subject to approva byhe c b. Division Managers and Professional emp'-ogees will be allowed to ad permits accrue and take off accumulated compensatory rti 1 by me as w the lo employee's on an hour-for-hour basis subject to app immediate supervisor. es ll C. Section Ma na ers <Su eraesgrrateaof timend fandnonelhalfptheenumbesaof accrue compensatory time hours worked. Compensatory time taken off is to be scheduled as al by the workload permits and is subject to approvemployee's immediate supervisor. Accumulation of compensatory trme inopriateexcesrates of 40 hours shall be taken as overtime pay a PP 3.31.6 Part-Time Employees - Overtime working less than 40 hours) will receive Past-time employees (or employees compensation at straight time fathe t alit'worked worked areless ofhforty hours hours la any one-week period. Overtime week shall be compensated at one and one half the regular rate of pay or compensatory time off. i 3.31.7 Emergency Overtime The City Administrator may declare an emergency during periods of disruption r resulting from accidents, acts of God, or events of crisis proportions. He shall notify department heads by any means available and may instruct them to job, or any other place for the purpose deploy their subordinates from home, J Failure to report to duty under of alleviating such emergency situations. � action. In cases of these circumstances will be groundswell disciplinve overtime compensation in emergency overtime, the employee accordance with Section 3.31.4 of this manual. 3.31.8 Salary Advance An advance in salary should be requested only in the case of an emergency. A completed form requesting the advance (see Appendix K) should be submitted to the City Administrator for approval. A salary advance shall not be issued for an amount in excess of 25% of an employee's monthly net pay. No more than 2 salary advances shall be issued within a six month period. In the event an employee is scheduled to go on vacation leave, arrangements the individual's payroll check. may be made to deposit 3.32 PERFORMANCE REVIEWS 3.32.1 Policy Statement. Performance reviews are evi n eSsenti prow de co poen tiion the administration o€ a personnel system. relating to merit and promotional opportunities, identifies needed training, limitations of performance targets the strengths and and measures the oals and productivity. relationship between Council g 3.32.2 Scheduling Performance Reviews the six month probationary period, employees will be evaluated. During occur every 12 months. Evaluations will 3.32.3 Special Evaluations Special evaluations should occur: a. Prior to any promotion or transfer. b. When an employee is subject to any disciplinary action exceeding an Oral or Written Reprimand. C. At the employee's request. When an employeerequests performance time, the immediate evaluation, at a scheduled time, or any supervisor will be obligated to complete the evaluation within two weeks of the request. 3.32.4 Procedures Performance Reviews are to be completed cooperatively by the employee and their immediate supervisor. They are to be completed by the scheduled due date and may be initiatedediate by either supervisor tareemrequiredployee r to sign immediate the supervisor.forms- All employee and immediate the department head and the City evaluations will be reviewed by personnel file Administrator. All reviews will be placed in the employee's and the employee will be provided with a copy• forms and instructions available from the City please refer to specific Administrator's office as identified_i39Appendix G. In addition, reviews for police personnel are completed monthly on BPST forms. ` 3.33 LEAVE BENEFITS AND REGULATIONS Policy Statement. All employee benefits and leaves provided to employees shall be offered without regard to race, religion, national origin, sex, age, marital status, or mental or physical handicap. Authorization for Leave. No payment for any leave of absence shall be made until the leave has been properly approved by the department head and the City Administrator. Absence Without Authorized Leave. Unauthorized absence of an employee from duty shall be grounds for disciplinary action uy the immediate supervisor with the approval of the City Administrator. Any employee who is absent for three (3) or more days without authorization shall be deemed to have resigned. When extenuating circumstances are found to have existed, however, such absence may be authorized by the immediate supervisor with the approval of the City Administrator. 3.34 HOLIDAYS There shall be nine (9) paid City holidays which shall coincide with existing official State holidays as to the date of observance. In addition, there shall be one (1) other holiday which shall consist of a "floating holiday" to be observed at the mutual convenience lholiday, for am total rofneleveno(11) holidays days , and the day after Thanksgiving shall per year. Exempt and Non-Exempt Employees. Employees authorized to work on any one of the holidays listed below (not part of work schedule) shall be compensated at the rate of one and one half times their regular rate of pay for each of the first eight hours and at the rate of two times regular pay for any hours At the discretion of the City Administrator, worked in excess of eight hours. holiday compensation may be taken in the form of time off (compensatory . Police Service Employees. In lieu of holidays, employees shall receive twelve eight hour days of compensatory time off to h scheduled event of termination of tthe mutual convenience of the employee and employer. In the employment, compensatory holiday time will be prorated on the basis of one holiday per month between July 1st and the date of termination. Part Time Employees. Holiday benefits for permanent part time employees shall be granted on a prorated basis (hours per week divided by 40). For example, a permanent part time employee working 20 hours a week would be eligible for 4 hours holiday leave for observed holidays. Employees will not be allowed to carry over to the next calendar year more than three (3) holiday compensatory days. Any days in excess will be paid unless the employee requests and receives permission from the City Administrator to carry over such days. Scheduled Holidays: New Years Day Lincoln's Birthday - 40 - 's l Washington's Birthday Memorial Day Independence Day Labor Day s Veteran's Day Thanksgiving & Friday after Christmas Day ved at the mutual convenience of the Floating Holiday: To be obser employee and employer. f 3.35 VACATION FinanceThe Computation of Vacation Leave Time compute vacation leave time for each em Ployeeredesigneector or andpost updated1 is allOf accumulated leave time monthly. s Accumulation of Vacation Time. Please refer to Appendix D. x. ermanent part time employee shall accrue vacation Part Time Employees. A P week divided by 40). Temporary employees leave on a prorated basis (hours per are not eligible for vacation leave. Additional Vacation Day. One additional vacation day shall be added to the ee who completes 12 consecutive months of vacation accumulation of any employ service without absence due to illness or injury. shall be credited as earned vacation for Accrued Vacation. Accrued vacation each month of service, or prorated for each fractional month, expressed to the half-month of service, in accordance with Appendix D. A vacation award of 6 t days shall be granted after the employee completes the first 6 months of continuous service. r Maximum Vacation Accumulation. If, on the first working day of each calendar i year, an employee's earned but unused vacation credits exceeds one year's :p yee shall be responsible accumulation as established in Appendix D, the emplo he City Administrator for authorization to carry for initiating a request to t such credits into the next year. The maximum vacation accumulation shall be 192 hours accrued as established in Appendix D with the following exception: a. The City Administrator authorizes carry-over due to extenuating circumstances. Scheduling Your Vacation. The City will provide copies of seniority lists on January 1 and July 1 of each year and shall post the list in a conspicuous place available to the employees. Preference in vacation scheduling shall be by seniority, provided that requests are made before April 15th of each year. Vacation requests must be submitted to the appropriate department head and approval obtained prior to taking vacation. leave. { Vacation Leave Accumulated at Time of Termination. Upon separation of an �. paid a Lump sum payment for al employee for any reason, the employee shall be earned but unused vacation credits. The employee will also be paid for an - 41 - i unused floating holiday on the follow irg schedule: 1/2 pay if the termination date occurs during the first six months of the fiscal year; or full day paid if the termination occurs during the last six months of the fiscal year. 3.36 SICK LEAVE The purpose of sick leave is to allow continuation of pay while an employee recuperates from an illness, or other approved reason causing absence. It is also intended to provide employees with the assurance of pay in order that they may be away from the job to avoid exposing others to illness. t (1) day (8 hours) of accumulated sick Employees shall be credited with one leave for each full calendar month actively employed by the City. All permanent employees and all probationary employees (after 30 days employment) € are allowed sick leave for non-occupational disability. Sick leave accumulation shall be unlimited. Sick leave benefits for permanent part time employees (20 hours per week or more) shall be granted on a prorated basis (hours per week divided by 40) . Accumulated sick leave shall be payable at the employee's regular straight time rate in an amount equal to the time the employee would have worked, to a maximum of eight (8) hours per day. Employees may utilize their allowance for sick leave whenever they are unable to perform their work duties by reason of their illness, non-occupational injury. In the event an employee is absent from work because of sickness or injury, the employee shall notify the supervisor within the first half-hour of the scheduled start time of the expected absence and the nature and expected length thereof. Such notice shall in no event be given later than the first half hour of the regular work shift.. However, should an employee fail to call within the first half hour of the regular work shift due to extreme illness, a physician's statement may be required by the supervisor and shall be paid for by the City when so required and in the event the employee's health insurance does not cover the cost. Employees may use sick leave where there is an illness in their family which necessitates making arrangements for the ill relative. Members of an employee's family is defined as relatives and dependents domiciled in the employee's household. Variances to this policy are to be approved by the City Administrator prior to authorization of sick leave. In the case of on-the-job injuries covered by Workers' Compensation, the City will provide to the employee an amount equal to the difference between the payments received for Workers' Compensation time loss benefits and regular net salary, for a period not to exceed ninety (90) calendar days. Whenever an employee receives a check for Workers' Compensation time loss benefits, he/she shall report to the Finance Director of the City in writing the amount of the check and the period for which it represents payment. Sick leave will not be charged to the employee for injuries covered by Workers' Compensation. An employee may, upon separation from the City, cash out no more than 96 hours of accumulated sick leave at the employees regular straight time rate. - 42 - 3.38 COMPASSIONATE LEAVE In the event of death in the employee's immediate family (spouse, parent, child, sibling, grandparent, grandchild, immediate in-law, or any other person who is significant to the employee) the City Administrator may grant time off _ with pay, not to exceed five (5) working days. The City Administrator may allow additional paid time off at his discretion. 3.39 MILITARY LEAVE Any employee who is a member of the National Guard, National Guard Reserve or any reserve component of the Armed Forces of the United States is entitled, upon request, to a leave of absence from his duties for a period not exceeding 15 days in any one calendar year, without loss of time, pay, or regular leave in accordance with ORS 408.210 - 408.290 (Resolution No. 82-75). a. Request Procedure. A copy of orders must be presented to the department head, subject to the approval of the City Administrator. b. Reimbursement of Pay to the City. Employees receiving allowances from the National Guard, National Guard Reserve or any reserve component of the Armed Forces of the United States must submit the allowance to payroll if the employee is on paid leave during military active duty or training. C. Volunteer Service. Employees volunteering for service shall be granted leave without pay in accordance with ORS 408.290 for the duration of volunteer military service. 3.40 CIVIL LEAVE Employees shall be granted leave with pay for service on a jury or upon being subpoenaed as a witness, provided the employee seeks all fees due him for jury or witness duty, except mileage reimbursement and turn said fees over to the City. 3.41 RELIGIOUS LEAVE A leave of absence may be granted for the purpose of observing or attending religious services for holidays of major theological importance. a. Request Procedure. A written request must be made to the immediate supervisor, subject to the approval of the City Administrator, prior to taking such leave. 3.42 VOTING LEAVE When an employee's work schedule is such that they would not be able to vote prior to or after their regular work hours, they will be granted a reasonable time off duty to vote without loss of pay. a. Request Procedure. A verbal request should be made to the immediate supervisor and is subject to their approval. - 44 - 3.43 LEAVE OF ABSENCE WITHOUT PAY A permanent employee may be granted leave of absence without pay up to twelve months when the work of the Department will not be seriously handicapped by their absence. Vacancies created by such leave, if filled, will be by temporary or conditional appointment. a. Request Procedure. A written request, establishing reasonable justification and duration of leave, must be submitted to the department head and the City Administrator. b. Benefits While On Leave Of Absence. Health insurance is available for 90 calendar days at the employee's expense (group rate) if such coverage is desired. All other benefits and accruals shall be discontinued during leaves of absence without pay longer than 30 calendar days. C. Reinstatement Of Employee Benefits Following A Leave Of Absence. In a leave of absence less than 30 calendar days, vacation accrual, seniority, and time towards performance evaluation will accrue without interruption. Also, health, dental and other insurance benefits will continue without interruption. In a leave of absence longer than 30 calendar days, vacation, seniority and time towards performance review will not accrue during the leave, but shall begin accruing again when the employee returns from leave, without loss of previous accrual (unless vacation and compensatory time have been used to supplement the leave). Health and other insurance benefits will be reinstated after the leave, but will be subject to the regular waiting periods for new enrollment. 4. EDUCATION AND TRAINING 4.1 POLICY STATEMENT Any employee is encouraged to take advantage of education and training benefits to improve their job skills and to qualify for transfers and promotions. These benefits are limited to training and education which is relevant to the employee's current position or "reasonable" transfer and promotion opportunities. "Reasonable" is defined as attaining the minimum qualifications for promotion or transfer with no more than two years of additional education or training. These benefits will be available to all employees on a first come first served basis, subject to the availability of budgeted funds. Requests for education and training (Appendix J) may be initiated by either the employee or the immediate supervisor. Training requests and training completed Sh311 be identified on ntuc Performance Re.d. . farms. Finl decisions on requests for education and training will be made by the City Administrator (see Section 2.4.11). - 45 - 4.2 EDUCATION REIMBURSEMENT a. Request Procedure. Employees must submit a written request, with a proposed curriculum of study, to the Personnel Officer, at least 15 days prior to the registration deadline for such classes. Request will be considered for attendance at accredited colleges, universities, and business and technical schools for single courses or programs leading to a degree or certificate. The City shall not reimburse an employee for any course which qualifies the employee for additional pay in the form of education and training incentive increments. As used in the proceeding sentence the term "qualifies" includes a course which, on its own, qualifies the employee for the described benefits, or, together with another course or other courses, leads to such qualification. (Resolution No. 80-119) b. Amount Of Tuition Reimburseable. If a written request is approved by the City Administrator, the employee shall receive reimbursement for 100% of the cost of registration, tuition and books, upon successful completion of the course(s) with a grade of "C" or better, or "Passing" where no grade is used. Employees are prohibited from receiving double funding for education; e.g. , from the City and from another source such as the Veterans Administration. Employees will be required to sign a statement verifying that the City is the sole source of funding. C. Reimbursement Request. When the employee completes a class for which a reimbursement request has been submitted and approved, the employee shall provide an official transcript or report card and an itemization of reimbursable expenses (with receipts if possible) to the City Administrator. (Resolution No. 80-119) d. Request For An Advance. An employee may request an advance for tuition and books provided the request for approval of the course was submitted to the immediate supervisor prior to the registration deadline. The employee must demonstrate satisfactory completion of the course or must reimburse the City of all costs advanced to the employee. e. At Time Of Separation. 1. If the class taken was related to the employee's current position, and the employee is separated from the City service for any reason except lay off within one year of the date of reimbursement, it shall cause 50% of the amount reimbursed within such year to be deducted from the employee's final paycheck. 2. If the class taken was related to reasonable promotion or transfer opportunities, and the employee is separated from City { service for any reason except lay off within one year, it shall cause 100% of the amount reimbursed within such year to be deducted from the employee's final paycheck. If the employee terminates for any reason except lay off dismissal within two years, it shall cause 50% of the amount reimbursed to be E deducted from the employee's final paycheck. m - 46 - t €. Release Time Policy. In cases where employees have special 3 scheduling problems, every effort will be made to allow the employee release time from their work schedule to attend classes (subject to Department scheduling and workloads). In situations of this type the employee must make arrangements to make up the release time on a weekly basis (e.g. : taking two hours off on Tuesday afternoons and working two extra hours on Thursdays, or taking 1/2 hour lunches four days of the week). The employee must receive written authorization from their immediate supervisor. g. Training. 1. Authorization To Attend Function. The City may authorize or require employee attendance at conferences, seminars, workshops, or other functions of a similar nature that are intended to improve or upgrade the employee's job skills. 2. Request Procedure. Requests to attend training sessions should be made to the immediate supervisor at least 15 days prior to the deadline for registration (Appendix J). The Personnel Officer will approve or deny employee attendance subject to the final approval of the City Administrator. All requests for training are to be forwarded to the Personnel Officer even if the request is denied by the Department Head. The Personnel Officer may approve requests under $100. Requests over $100 are reviewed by the Personnel Officer and approved or denied by the City Administrator. 3. Costs Covered. When a request for training is approved, the employee's cost of registration, tuition and publications, transportation, lodging and per diem will be covered by the City. The employee shall be compensated at their regular rate of pay and shall receive no overtime compensation for extra hours incurred by the employee attendance at such training. 4.3 PERSONAL EDUCATION AND TRAINING Employees who desire to further themselves through education or training not related to their work for the City are encouraged to do so. The City may be unable to provide financial assistance for this type of education and training. Employees may be granted, upon written request, permission to take time away from their job for training (conferences or workshops) when such time is taken without pay, as compensatory time or as vacation time, and only so long as their absence will not cause hardship for their Department. 4.4 EDUCATIONAL INCENTIVE Police Service employees may be eligible for educational incentive as identified in the TPOA collective bargaining agreement. 4.5 LONGEVITY Police Service employees (except the Chief of Police and Captain) may be eligible for longevity as indicated in the TPOA collective bargaining agreement. - 47 - I 4.6 LODGING i Employee's lodging expenses will be covered while traveling on City business. Employees are expected to be reasonable in selection of accommodations. 4.7 PER DIEM Any employee traveling on City business shall receive in addition to transportation and lodging expenses, a per diem allowance of $15.00 per day for each day of a conference, meeting, etc. , plus no more than one day's per diem for travel each way. The purpose of per diem is to cover ordinary expenses such as meals, refreshments, tips, etc. The total allowance will be granted to the employee before they leave. Upon return, the employee will be required to account for the use of per diem (receipts or a statement of expenses) and return any unused portion. The City Administrator will determine the reasonableness of the accounting for the use of the per diem. A monthly reimbursement (Appendix E) or a petty cash form (Appendix F) may be used to account for per diem expenses. 4.8 CLOTHING AND UNIFORM Police Service a. If an employee is required to wear a uniform, such uniform shall be furnished by the City, and the City shall pay for the initial tailoring. Any required leatherware and personal firearm is specifically excluded from this provision and shall be the responsibility of the employee. The employee shall make restitution to the City for loss or damage to any City supplied uniform, unless such loss or damage occurred in the line of duty and was not caused by negligence on the part of the employee. Proper maintenance of a required uniform is the responsibility of the employee (see TDOA contract for uniform cleaning). b. The City will provide a clothing allowance for employees assigned to the Investigative Division for periods exceeding 30 days on a reimbursement basis as specified by contract. C. The City shall reimburse employees for personal property reasonably and necessarily worn or carried when such property is stolen, damaged, or destroyed as a direct result of the employee;s performance of official duties. Reimbursement shall not be granted if negligence or wrongful conduct of the employee was a substantial contributing factor to the theft, damage, or destruction. Other Employees Each July 1, employees in the following classifications receive a $70 credit for clothing allowance. Upon presentation of a receipt, employees will be reimbursed for clothing. Utility Worker I, II, III Engineering Technician I, II, III Building Inspector A, B, C Foreman Laborer Mechanic Auto Service Worker Crew Chief 4.9 MILEAGE REIMBURSEMENT Whenever an employee is authorized to use a personal vehicle in the performance of official City duties, the employee shall be compensated at the IRS rate per mile, if such mileage meets the following conditions. a. All mileage compensation shall be as a result of authorized personal vehicle use. "Authorized" means approved by the employee`s Department Head or the City Administrator. b. Driving to and from the usual work site is the employee's responsibility and is not reimburseable. C. Reimburseable uses include; the use of a personal vehicle to attend out-of-town functions, training sessions, and meetings, when such functions are a requirement of the employee's job or are deemed desirable by their Department Head or the City Administrator. d. When an employee is required to have more than one work site, or is required to travel in the normal course of work, mileage will be reimbursed for all trips which occur during the work day except for the original reporting to work and the final departure from work. e. When an employee is required to attend night meetings they will be reimbursed for mileage from their point of departure to the meeting and from the meeting to their home. f. For work sites, meetings, etc. , located in Tigard, compensation shall not exceed 8 miles from the point of departure to work site or meeting location. For meetings, work sites, etc. , outside Tigard, mileage will be measured from City Hall to the location in question, or from the employee's point of departure to the location in question, whichever is the shorter. g. Employees must request reimbursement claims for mileage within 30 days, either on petty cash or monthly reimbursement forms. 4.10 OUT OF TOWN TRAVEL All travel on City business outside of an area of 300 miles of Tigard, shall be by air (Economy Fare), unless the City Administrator authorizes another mode of transportation. Tickets will be purchased through the office of the Finance Director. For travel inside an area of 300 miles of Tigard, the employee will be provided with transportation expenses for the mode of travel approved by the City Administrator (bus, train, City vehicle, personal vehicle, etc. ). 4.10 INSURANCE BENEFITS Every employee shall be issued brochures explaining the policies available, the eligibility requirements, limitations and coverage as part of New Employee Orientation. State Accident Insurance Fund (SAIF): The City contributes to SAIF (Workmen's Compensation) on behalf of all employees in the event of on-the-job injury. - 49 - c ' f Personal Liability Insurance: The City shall insure against the person g unitive damages relating from Liability of employees for dame e$, excluding p negligent acts or omissions when acting with the scope of their official 4 duties. Kaiser Or Blue Cross Health Plan: City provides full health coverage L-or employee and dependents. You must select the plan you want. This coverage will take effect two months after employment if you are employed on the first of the month. E Oregon Dental Service_(ODS): City provides full dental coverage for employee and dependents, equivalenr to the Oregon Dental Service 70/30 Incentive Plan. This coverage will start three months after employment if you are employed on the first of the month. Life Insurance: Furnished by the City in the amount of $25,000 for all Exempt and Non-Exempt personnel. Employee is eligible for life insurance after two s months of service. E Police Service employees receive a $10,000 insurance benefit meeting the i requirements of ORS 243.005, extended to provide 24 hour life insurance protection. Disabilit /Salary Continuation Insurance: The employee is carried on sick leave until leave is exhausted or after 60 working days of disability. Salarh ry is continued at 60% of basic monthly salary up to a limit of $1, ( for Non-Exempt employees and up to a limit of $2,000 per month for Exempt employees. Employees are eligible to be enrolled for this coverage after six months of service. Retirement: The City contributes 8% of the monthly salary on behalf of the Exempt and Non-Exempt employee after the first six months of continuous service to either an individual retirement account or a deferred compensation plan. The City provides retirement benefits for police service employees which meeting the requirements of State legislation. Insurance benefits are granted on a pro rata basis (hours per week divided by 40) to permanent part time employees (20 hours per week or more). However, the employee is responsible for picking up the apportioned premium at their expense in order to provide the full amount of coverage. Such amounts may be deducted from the employee's pay check by completing the appropriate payroll deduction slip. SAIF and personal liability coverage are paid for by the City. — 50 — r�- APPENDIX APPENDIX A M E M O R A N D U M TO: BOB JEAN, CITY ADMINISTRATOR FROM: LINDA SARGENT, ADMINISTRATIVE ASSISTANT*,, DATE: FEBRUARY 28, 1983 SUBJECT: AUTHORIZATION FOR PUBLIC WORKS CREW CHIEF-WASTE WATER BUDGET AUTHORIZATION position in accounts 2.1.2 at $1690 per Funds have been budgeted for this month. RECRUITMENT/SELECTION PROCESS Og_ o_ elan (to run 3/6 and 3/13) , and the League of March 3 Place ads in re pregon Cities Newsletter. Send notices to all cities in Oregon with popu anon of 5,000 and over. We shall post the recruitment notice internally. March 18 Application deadline. 3/21-3/23 Evaluate applications. March 25 Interviews. April 1 Tentative start date. TESTING PROCESS o Preliminary screening of applications (Linda Sargent, Jerry McNurlin). o Interviews (Frank Currie, Jerry McNurlin, Public Works Crew Chiefs). o Final interviews (Jerry McNurlin). RECRUITMENT NOTICE: Attached ADVERTISEMENT FOR CREW CHIEF Public Works Crew Chief. $1,533-$1,865 per month DOQ and excellent fringe benefits package. Supervisory position reporting directly to the P.W. Operation Superintendent. Requires 5 yrs. exp• in storm/sewer line construction, repair and T.V. inspection and grouting. Only candidates meeting minimum qualifications will be considered. For recruitment Totac and 97221. application, tthe City of deadline: March 18, ,1983755An •W. Ash Avenue,Equal Opportunity Employer. 97223. App " i O�/ APPENDIX B SA14PLE LETTER OF AGREEMENT BETWEEN and the CITY OF TIGARD, OREGON The City of Tigard agrees to pay $ moving allowance to in light of his/her acceptance of employment with the City. agrees to remain an employee of the City for a period of one year in consideration for such moving allowance. In the event that elects to resign this position with the City in less than a 12-month period, he/she agrees to pay to the City $ by permitting deduction from his/her paycheck. If the City elects to terminate as employment within a 12-month period or if she remains in the City's employ for more than 12 months, the debt will be considered paid. DATE: (Employee) DATE: City Administrator - City of Tigard ca •• E-4 a 0o z a F• c� a ' a o ' o W cn 94 a; a 04 IOL4 x a o� w w cn w orb a p _ E yd6 6: fA E-4 O i W i w 'yam J H 96 y i H oy my t �6 fY y��b ob J� - o r Q 9 d 6 H w 0 z H U a O W ►+ � O a Z H - U to m a� Tin ! NW O.o �. co -- w APPENDIX D VACATION ACCRUAL Each permanent full-time employee shall accrue vacation leave in accordance with the following schedule: Exempt/Non-Exempt Employees Years of Continuous Monthly Equivalent Annual Accrual Service Accrual Rate Hours Days ist year of service 96 12 2 - 5 years i08 13.5 5 - 10 years 132 16.5 it - 15 years 156 19.5 16 - 20 years 168 21 21 + years 192 24 Police Service Years of Continuous Monthly Equivalent Annual Accrual Service Accrual_ Rate Hours Days 0 - 12 months 6 2/3 hrs. 80 10 1 - 5 years 8 hrs. 96 12 5 - 10 years 10 hrs. 120 15 10 - 15 years 12 hrs. 144 18 15 + years 13 1/2 hrs. 160 20 Permanent part-time employees shall be eligible for vacation leave prorated on the basis of their average work week. APPENDIX E CITY Or TIGARD I Monthly Expense Sheet for Month of _ Mileage for Month of Dinner, Luncheon (General Meal Expense) Name Dept. Date Mileage Total Date ARount Reason End _ Start + � R r End Start End Start E 6 End Start End Start I MEA? TOTAL End Start Miscellaneous Expenses: e End Start Date Amount Reason End Start End Start End _ Start End Start End Start MISCELLANEOUS TOTAL $ TOTAL MILEAGE Total Expenses for Month I certify that the above represents a true and Charge Account No. accurate accounting of expenditures made by me Audited and Approved in the conduct of City Business. Date. Check No. Date G ' r E a f 1 I 1 i k APPENDIX F k f i E CITY OF TIGARD i PETTY CASH VOUCHER t PAID TO DATE { Ven or ` f • t F DESCRIPTION: AMOUNT $ ACCT.#: Drii?f`UA SER: attROVED: APPROVED: ept. ea - (Finance ir. SASH DISBURSED: CASH RECEIVED: t s 3 F APPENDIX G INSTRUCTIONS FOR. COMPLETING PERFORMANCE REVIEWS Performance reviews are to be completed annually for all permanent employees. Probationary employees are to be reviewed after the first three months and again after six months. The objectives in completing performance reviews are: 1) to provide an avenue for the supervisor and the employee to discuss work performance in a non-threatening, confidential environment; 2) to point out the employee's strengths and weaknesses (in other words, to let the employee know where he/she stands) and set a course of action to improve work performance; 3) to identify employees demonstrating potential and those in need of additional training; and 4) to link Council goals and productivity to measurable standards. A. Before proceeding with a performance review, distribute copies of the review form and the instructions to the employee. This gesture will give the employee an opportunity to become familiar with the review criterion and the process. B. The supervisor should first fill in the employee's name, title, department, current salary, date, date of last review, type of review, reviewer_ , and review period. C. The supervisor and the employee should discuss the major goals and products of the job performed. Be clear and concise. Cite examples. These components should then be listed and reviewed in order of priority, and amount of work time, and percentage M of satisfactory completion. The description of goals and projects should be a cooperative venture between the employee and the supervisor. D. Next, the supervisor and the employee fill out the section regarding established performance dimensions and employee training. E. In setting performance goals, the goals are to be realistic and attainable. List specific objectives that can lead to a change in work behaviors. F. Upon completion of the form, the employee should be encouraged to respond to supervisor comments and indicate assistance from supervisor needed. G. Approximately one to five days after the employee has been given the opportunity to respond to the review, an interview should be set up between the employee and the supervisor. During this time, both parties can clear up any misinterpretations. The supervisor's comments are not cast in stone. The employee may have perceived the priority of work activities differently than the supervisor. Listen to the employee, then respond without defensiveness. H. At the end of the interview, the supervisor should recommend a course of action (change in status, step/salary increase, promotion, transfer, reclassification. ) Allow the employee to respond to the recommendation. I. Finally, the supervisor and the employee should sign and date the form. Return the form to the Executive Secretary for action and copy distribution. CITY OF TIGARD, OREGON CITY®F T'OARD GENERAL EMPLOYEE PERFORMANCE REVIEW WASHINGTON COUNTY,OREGON EMPLOYEE DATE POSITION REVIEW PERIOD DEPARTMENT LAST REVIEW REVIEWER CURRENT SALARY TYPE OF CURRENT REVIEW: PROBATION ANNUAL PROGRESS i a 1. MAJOR GOALS/PROJECTS FROM LAST REVIEW: SATISFACTORY COMPLETION %: o -r o a 0 s c o 0 o 0 o " O 3 O O O O 2. ESTABLISHED PERFORMANCE DIMENSIONS: (CIRCLE) (1=Unsatisfactory; 2=Needs Improvement; 3=Satisfactory; 4=Good; 5=Excellent) t 0 Accepts responsibility 1 - 2 - 3 - 4 - 5 Cooperation/teamwork 1 - 2 - 3 - 4 - 5 U Dependability 1 - 2 - 3 - 4 - Initiative 1 - 2 - 3 - 4 - S- 0 0 Judgement/discretion 1 - 2 - 3 - 4 - 5 0 Innovation/ingenuity/creativity 1 - 2 - 3 - 4 - 5 0 Interpersonal sensitivity/public relations 1 - 2 - 3 - 4 - 5 0 Safety 1 - 2 - ' - 4 - 5 0 Technical 'knowledge/skill 1 - 2 - 3 - 4 - 5 0 Economy/cost consciousness 1 - 2 - 3 -• 4 - 5 0 1 - 2 - 3 - 4 - 5 0 1 - 2 - 3 - 4 - 5 NOTES ON STRENGTHS AND WEAKNESSES: --------------------------------------------------------------------------------------- --"------"--------------------- FOR OFFICE USE ONLY ------------------------------ ---------------------------------------------------------------------------------------- EPR COMPLETED PAF COMPLETED NEXT REVIEW DATE EPR RET DATE PAF PIF C. S. 6 G. DATE CPR PIF _ SIGNATURE r 3. EMPLOYEE TRAINING/SELF DEVELOPMENT -- LAST REVIEW PERIOD: 4. EMPLOYEE TRAINING/PLANS FOR IMPROVEMENT -- NEXT REVIEW PERIOD: 5. MAJOR GOALS/PROJECTS FOR NEXT REVIEW PERIOD: 0 0 0 0 0 0 0 c 0 0 0 0 0 0 6. SUPERVISOR'S HELP NEEDED: 7. GENERAL COMMENTS (EMPLOYEE OR SUPERVISOR) : 8. ACTION RECOMMENDED r------------------------------- NEXT REVIEW DATE ACTION APPROVED: i i i EMPLOYEE (Signature/Date) � i i i i REVIEWER (Signature/Date) DEPT. HEAD OK / (Signature/gate) i APPROVED BY CITY AQMINISTRATOR (Signature/Date) //ye /�qn� CITY OF TIGARD, OREGON C1 E I V(FTI WASHINGTON COUNV.OREGON MANAGEMENT and PROFESSIONAL EMPLOYEE PERFORMANCE REVIEW EMPLOYEE DATE POSITION REVIEW PERIOD t DEPARTMENT LAST REVIEW t REVIEWER CURRENT SALARY TYPE OF CURRENT REVI_ .. PROBATION ANNUAL PROGRESS 1. MAJOR GOALS/PROJECTS FROM LAST REVIEW: SATISFACTORY COMPLETION $: o Work programs (project & routine) o Performance measurement indicators o Reports and presentations o Productivity and team building o Cost containment/cost consciousness 0 0 0 0 0 0 0 0 0 0 2. ESTABLISHED PERFORMANCE DIMENSIONS: (CIRCLE) (1=Unsatisfactory; 2=Needs Improvement; 3=Satisfactory; 4=Good; 5=Excellent) o Oral communications 1 - 2 - 3 - 4 - 5 o Written communications 1 - 2 - 3 - 4 - 5 o Leadership/initiative 1 - 2 - 3 - 4 - 5 o Problem solving/decision making 1 - 2 - 3 - 4 - 5 o Innovation/ingenuity/creativity 1 - 2 - 3 - 4 - 5 0 Planning/organizing 1 - 2 - 3 - 4 - 5 0 Interpersonal sensitivity 1 - 2 - 3 - 4 - 5 o Management control 1 - 2 - 3 - 4 - 5 o Adaptability/flexibility/stress tolerance 1 - 2 - 3 - 4 - 5 o Resource utilization/economy 1 - 2 - 3 - 4 - 5 0 1 - Z - 3 - 4 - 5 0 1 - 2 - 3 - 4 - 5 NOTES ON STRENGTHS AND WEAKNESSES: -----------------------------------------------------________________________________ -------'�---"------------------- FOR OFFICE USE ONLY -------------------------------- EPR COMPLETED PAF COMPLETED NEXT REVI=W DATE EPR RET DATE PAF PIF C. S. & G. DATE EPR PIF SIGNATURE .K 4 j 3. EMPLOYEE TRAINING/SELF DEVELOPMENT -- LAST REVIEW PERIOD: ' i 4. EMPLOYEE TRAINING/PLANS FOR IMPROVEMENT -- NEXT REVIEW PERIOD: ti i 5. MAJOR GOALS/PROJECTS FOR NEXT REVIEW PERIOD: � 0 c o 0 i 0 i t { o ` c i i � e o 0 0 c c J 6. SUPERVISOR'S HELP NEEDED: I i 7. E i GENERAL COMMENTS (EMPLOYEE OR SUPERVISOR) : 1 i 6. ACTION RECOMMENDED ) ----------- r---------------- ---- i NEXT REVIEW DATE ACTION APPROVED. i i t i i EMPLOYEE (Signature/Date) { i t i i / � I i i REVIEWER (Signature/Date) i i MINISTRATOF t i i i DEPT. HEAD OK (Signature/Date) i APPROVED SY CI(CigDature/Date) i i APPENDIX H CLASSIFICATION DESIGNATION Exempt Positions: City Administrator Administrative Assistant Executive Secretary Finance Director City Recorder Office Manager Accounting Manager Records Manager Director of Public Works Public Works Operations Superintendent Engineering Superintendent Crew Chief Director of Planning & Development Building Official Chief Plans Examiner Associate Planner r Chief of Police Captain Lieutenant Support Services Manager City Librarian Assistant Librarian Associate Librarian Non-Exempt Positions: Office Aide Library Aide Library Clerk Library Assistant Office Assistant I Office Assistant II (Clerical Specialist) Office Assistant III (Senior Secretary/Work Processing Specialist) Office Assistant IV (Accounting Clerk) Maintenance Worker Utility Worker I Utility Worker II Engineering Technician I Engineering Technician II Building Inspector Police Service: E Clerk Dispatcher f Patrol Officer Corporal Sergeant I SEEM ON_E�� MIMI I r City of Tigard. Oregon APPENDIX I PERSONNEL ACTION FORM ............Date................................................... Employee's Name.......................... MIpDIE LAST FIRST Department.................... .......... ......... Position....._._.......................................... ...... Employment ........................Phone No................................... Home Adcress................................................ CITY NUMBER STREET Date of Birth............................. Permanent Appointment................Temporary Appointment.................... Effective Date...........................................*"**"*Probationary Period.......................months. Social Security Number................................................. PERS No. (If any ................................... StartingSalary .......Step.._.................Step.................... ........................................................per month PayRange...................................... .......................... ..............................per hour Salary Change Effective date............................***........... Requested Change Present SalaryPay Grade..............................Step........................ Pay Grade.....................Step.................... $ per month ...................................per month $..................................per hour per hour Reason for Change(check one of the following) Merit increase............:......Annual increase............Demotion............. Completion of probationary period increase.............. ........................................................................... Explanation................................................... ...................................... ........ ............................................................................... ................................................................. .... ................. ............................................................................................................. ................................................. ................................................................ .................................... ........................................... Termination Hours of unused earned vacation.......................................... LastDay ........................................ Hours of unused exchange time...................................Reason for termination................................... .................................................................................................................................................................................................. .......... .............................................. .......................................................................................................................................... Approvedby ........................................................ Rect,mmended by ..................................... CITY ADMINISTRATOR DEPARTMENT HEAD Change acknowledged by........................................... CITY RECORDER Distribution: Original (white)--Recorder's Office Explanation: For new employe fill out sections 1 & 2 1st copy (pink)--Department Head For salary increase fill out sections 1 & 3 2nd copy (yellow)--Employee's Copy- For termination fill out sections I & 4 nate action 6 ; i. APPENDIX J REQUEST FOR TRAINING Title Employee Training - Date R lrtment Employee request to attend Employer required attendance Title of Training Program (workshop, seminar, conference, class , etc.) �. f Institution or Organization y Training Dates: From Registration Deadline To _ Describe the nature of the training (attached brochures, programs, agendas, or other descriptive materials) : e f sfer opportunities: Relevance of training to current position or reasonable promotion or tranI 5 a a a Cost of Training: _ - $ Registration or Tuition & Books - - - $ Travel . . . . . . . . . . . . • • • • - Lodging . . . . . . . . . . . . . . . . . - . Per Diem . . . . . . . . . . . . . . . • . . r Other: - TOTAL - . . • . . . • - $ r Employee Signature: - - - - - - - - - - - - - - - -- - - - - - - -- - - - - - - - - - - - - Disa roved, reason: ` To be completed by the DEPARTMENT HEAD: ApprovedPP Comments: Date: Signature:_ _ _ _ _ - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Disa roved reason: To be completed by the CITY ADI.61NISTRATOR: Approved - PP Cocrments: Date: Signature: - - - - - - - - - - - - - - - - - - - - - - - - - - - - To be compleied by_the_F NKNCE DIRECTOR: Approved request received= (date) Check No. on Cash Advance Provided in the amount of $ (date) C (date) Record of Training Received placed in Personnel File: OR (date) Record of Disapproved Request placed in Personnel File: Date: Signature: r ATTACHED RECIEPTS HERE. EXPENSE REPORT (To be filled out upon return) Expense CateEor Sun. I4on. Tues - 1 Wed. Thurs. Fri. Sat. Item Totals Actual Ist Week 'Actual 2nd Week Lodging Meals, Refreshments, Tips, etc. Per Diem per day $ i or fraction thereof) Transportation (circle one) {{{ Rail Air City Car Other Scheduled departure am/pm ;Returned to Tigard am/pm ;Taxi/Limousine Pare Registration Fees miscellaneous (specify) AUDITED & APPROVED DAILY TOTALS: I certify tilat the above represents a true and accurate accounting of expenditures made by me in the conduct of Finance Director Date City business and therefore, I, request reimbursement/ Balance Paid $ make restitution (cross out on that does not apply) in Check No. Date the amount of $ Restitution of $ - by means of Personal Check or-R 9.+- Sigrature• -DedttetiOtt- (circle applicable one) . Date Date: - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - p - Copy distribution: Employee Department Head City Recorder - Personnel File only on annroved requests) 4 E APPENDIX K f t PAYROLL ADVANCE l t f � R REQUEST A PAYROLL ADVANCE IN THE I, F EiNOUNT OF $ ON MX PAYCHECK DATED r F FOR THE FOLLOWING REASON ' i e a s 9 z S s SIGNED Employee APPROVED City Administrator DATE t t i APPENDIX L �^ EMPLOYEE STATUS REVIEW To be completed during the initial orientation period. Employee Name Title Status: Non--Exempt Full-Time i 1 Exempt Part-Time t r Police Service Temporary F E i Conditional e Date of Hire Salary /Month - Step i Date of Performance Review: s Probationary Interim Review (After 3 Months) End of Probation Review (After 6 Months) First Annual Review Date of End of Probation C Date of Attaining of Permanent Status Date Health Insurance Becomes Effective _ v Date Dental Insurance Becomes Effective Date Life Insurance Becomes Effective f Date Disability Insurance Becomes Effective Date Eligible For Retirement Plan a Date Eligible For Association Membership (if applicable) Other: . r r z c F i[ I Copy Distribution: _ Employee Department Head j Personnel File [ M E M O R A N D U M 4 DATE: June 13, 1983 TO: Mayor and City Council • FROM: Jerri L. Widner, Finance Director SUBJECT. DISCUSSION OF PROPOSED ORDINANCE REGULATING SEWER/STORM DRAINAGE--- BILLINGS______________________________________ BACKGROUND: of Resolution R7O-11, the City of Tigard and Unified Sewerage With the passage would become the billing agent for USA within the Agency agreed that the City determined by the Unified Sewerage city. Sewer service user rates are de of use fee that is owed to Agency. This agreement prescribes the percentage but does not specify the method of collection• quarterly basis to the Agency, agent, prepares billings on The City as billing g for payment for these services rests customers. The ultimate responsibility with the property owners. tablish just „ bod of the municipality may es ORS 454.225 states The governing Y stem and equitable rates or charges to be paid for the use of the disposal orYupon by each person, firm or corporation whose premiseSare rov desfo served the therassessing of subsequent service thereto." Further, this ORS p of the users fees. It has been the City's property for the non-paymentear, the delinquent accounts n or before July practice to certify °x ro11 next prepared 15 of each y to be added to the to QUESTIONS: the City have to assess property owners for unpaid 1• What authority does sewer bills that were billed to tenants of the ownthe •delinquent sewer accounts 2. Wht eaCountyoforyadditionthe city does tothehave certify tax rolls to th 3. Would it not be better for the City to only bill property owners for sewer and storm sewer charges. placing 4. What amount of collection effort should there be expended prior to p g the delinquent accounts on the tax rolls. 5. Billings are in advance, what is considered to be delinquent? C E i z t ACTION REQUESTED: That Council direct staff to draft an ordinance for the June 27, 1953 Council meeting. This draft would include provision for the following: 1. The City is directed to bill property owners for sewer and storm sewer services. i 2. The City may bill an alternate party i.e. , tenant , trustee, agent, escrow account, etc. ; upon receiving written notice from the property owner. S 3. The City is to establish by ordinance and Oregon Revised Statute the placing of liens on property for delinquent service fees, plus penalties and S interest charges. 4. Define what constitutes a delinquent account. 5. Define and establish the right for the City to charge interest and penalties on delinquent accounts. 6. Any other items of concern by Council in regard to the sewer/storm sewer billing issues. JLW: i k � f q�£ f 6 i t e f e 1 i i I c qt {P YC i t i fsf 4 c S b. t i L 6 M E M O R A N D U M TO: MAYOR AND CITY COUNCIL J FROM: BOB JEAN, CITY ADMINISTRA'T`OR gg !�- DATE: JUNE 6 , 1983 SUBJECT: COUNCIL CALENDAR, SUMMER, 1983 The following is the meeting schedule as I see it for this Summer: o June 13 , 1983 -- Regular Meeting o June 20 , 1983 -- Study Session o June 27, 1983 -- Regular Meeting o July 11, 1983 -- Regular Meeting o July 18, 1983 -- Study Session o July 25, 1983 -- Regular Meeting o August 8 , 1983 -- Regular Meeting o August 15, 1983 -- Study Session o August 22 , 1983 -- Regular Meeting o August 29, 1983 -- Special Meeting? Administrator ' s Performance Review. . . o September 12, 1983 -- Regular Meeting o September 19, 1983 -- Study Session o September 26, 1983 -- Regular Meeting Council indicated its intent to review its use of the League ' s Leadership Training Workshop in the Fall . Councilor Scott has also recently suggested that Council needs to develop and adopt a written set of Council rules. Perhaps we can discuss the Council calendar further at the 6/20/83 Study Session? RWJ dkr P DANIEL SON r DRISCOLL HESS ARCHITECTS ONE EAST BP.OADWAY r MALL WALK E _ EUGENE. OREGON JUNE 1.3, 1983 97401 464-5757 i BOB JEAN, ADMINSTRATOR CITY OF TIGARD 12755 S. W. ASH TIGARD, OR 97223 BOB: WHEN THE ISSUES OF TAX INCREMENT FUND USE FIRST CAME UP, I ASKED THE STATE ATTORNEY GENERAL'S OFFICE IF ANY OPINIONS HAD BEEN MADE AND THEY INDICATED ONE WOULD BE OUT SOON. I JUST RECEIVED THAT OPINION FROM THE OREGON DEPART- MENT OF JUSTICE. IT VERIFIES OUR POSITION RELATIVE TO THE USE OF TAX INCRE- MENT FUNDS, AND PAY-AS-YOU-GO FINANCING. I 'VE INCLUDED A COPY FOR YOUR IN- FOP.MATION AND HOPE IT WILL BE OF SOME HELP IN YOUR PROGRAM. I HAVE NOTED SPECIFIC SECTIONS BEGINNING ON PAGE FOUR THROUGH PAGE SIX THAT CLARIFY THE ISSUES RAISED ABOUT THE USE OF TAX INCREMENT FUNDS AND PAY-AS-YOU-GO INDEBT- EDNESS. "ALL TYPES OF DEBT OF ANY DESCRIPTION" MAY BE INCURRED BY TURA. IN ESSENCE, ANY BILL TO TURA IS A DEBT AND THESE DEBTS MAY BE INCURRED ON A f1PAY-AS-YOU-GOT' BASIS, AND REPAID FROM THE TAX INCREMENT SPECIAL FUND. TURA MAY " ACCEPT ANY FORM OF FINANCIAL ASSISTANCE FROM ANY SOURCE ." " . . . MUNICIPALITIES MAY RECEIVE PAYMENTS FROM THE SPECIAL FUND TO REPAY SUCH FINANCIAL ASSISTANCE PROVIDED BY THOSE ENTITIES." INCLUDING, " ASSUMPTION OF A BONDED INDEBTEDNESS OF ANOTHER GOVERNMENTAL ENTITY IN EXCHANGE FOR FINANCIAL ASSISTANICE, GOODS OR SERVICES." THE TAX INCREMENT SPECIAL FUND CAN PAY FOR ANY PROJECT INCLUDING THOSE UNDER- TAKEN BY THE CITY WITHIN THE RENEWAL AREA, AND CAN EVEN ASSUME BONDED IN- DEBTEDNESS BY THE CITY. "ORS 457.440 AND 457.450 DO NOT LIMIT OR QUALIFY THE TYPES OF INDEBTEDNESS THAT MAY BE INCURRED BY OUR URBAN RENEWAL AGENCY, THE REPAYMENT OF WHICH IS MADE FROM THE FUND PROVIDED Ili ORS 457.44^v �4i•" TAX INCREMENT FUNDS CAN EVEN PAY FOR PROJECTS WITHIN THE RENEWAL AREA THAT WERE NOT INCLUDED AT THE TIME THE PLAN WAS ADOPTED. I CALLED IRA W. JONES WITH THE OREGON JUSTICE DEPARTMENT, WHO PREPARED THE OPINION AND IS THE DEFENDING ATTORNEY FOR THE DENNEHY VS. DEPARTMENT OF REVENUE CASE. HE CLEARLY STATED THAT THE URBAN RENEWAL AGENCY NEED NOT INTEREST ON LOANS PAY INTEREST UNLESS INTEREST IS DUE ON INDEBTEDNESS. BOB JEAN JUNE 13, 1983 PAGE 2 IS AN ALLOWABLE EXPENDITURE FOR AN AGENCY, BUT IS NOT MANDITORY. IN ESSENCE, ANY BILL TO TURA FOR PROJECTS IN THE RENEWAL AREA IS A DEBT AND MAY BE INCURRED ON A "PAY-AS-YOU-GO", OR ANY OTHER BASIS, AND CAN BE PAID FROM THE TAX INCREMENT SPECIAL FUND. IF DESIRED, THE CITY COULD UNDERTAKE PROJECTS AND BILL TURA FOR THOSE WITHIN THE FRAMEWORK OF THE RENEWAL PLAN AND CHARGE OR NOT CHARGE INTEREST. WE STRUCTURED YOUR PLAN, OUT OF NECESSITY, AS A GENERAL FRAMEWORK PLAN TO ALLOW TURA AND THE CITY, A RANGE OF CHOICE IN THE SELECTION OF SPECIFIC PROJECTS. ADDITIONAL PROJECTS, NOT SPECIFIED IN THE ORIGINAL PLAN, MAY ALSO BE ADDED BY AMENDMENT WITH THE ONLY LIMITATION BEING NO MORE THAN 20% CF THE ASSESSED VALUE AND 25% OF THE TOTAL LAND AREA OF THE CITY. THIS LETTER IS WRITTEN TO REAFFIRM OUR METHODS AND PROCEDURES IN PREPARING THE TURA PLAN AND AS ADDITIONAL SUPPORT FOR OUR RECOMMENDATIONS IN OUR LETTER DATED APRIL 5, 1983. AS YOU KNOW, WE WERE DISTRESSED AND DISAPPOINTED THAT TURA AND THE CITY DID NOT CONTINUE OUR SERVICES; ESPECIALLY SINCE WE WERE ABLE TO ACCOMPLISH THE MONUMENTAL TASKS OF FORMING TURA, PREPARING THE REQUIRED PLANS AND REPORTS AND ADOPTING THE 1\'FCESSARY ORDINANCES - ALL IN LESS THAN FOUR MONTHS WITH MINIMAL FUNDING. OUR FUTURE WORK DEPENDS ON OUR REPUTATION AND PAST WORKING RELATIONSHIPS WITH CITIES. I WANT TO MAKE SURE THAT THERE ARE NO MISUNDERSTANDINGS OR BAD FEELINGS RELATIVE TO OUR EFFORTS ON YOUR BEHALF. . IF THERE ARE ANY LINGERING QUESTIONS OR CONCERNS, I RESPECTFULLY REQUEST THE OPPORTUNITY TO CLARIFY THEM. AS I HAVE OFFERED BEFORE, WE WILL REVIEW OUR EFFORTS WITH THE COMMITTEE OR TURA AT ANY TIME AT OUR OWN EXPENSE. I WOULD APPRECIATE IT IF YOU WOULD My\KE SURE THE COMMITTEE AND TURA RE- CEIVE A COPY OF THIS LETTER AND THE JUSTICE DEPARTMENT OPINIONS AS WELL AS OUR RECOMMENDATIONS DATED APRIL 5, 1983. AGAIN, I WISH TURA EVERY SUCCESS IN ITS CONTINUING PROGRAM. WE ARE PROUD OF OUR ROLE AND STAND READY TO ASSIST YOU IN YOUR CONTINUING EFFORTS. SINCERELY, DONALD B. DRISCOLL ARCHITECT AND PLANNER DBD/DS ENC. DAVE FROHNMAYER STAhTON F.LONG ATTORNEYGENERAL 1 DEPUTY ATTORNEY GENERAL DEPARTMENT OF J JSTICE GENERAL COUNSEL DIVISION Justice Building Salem, Oregon 97310 Telephone: (503) 378-4620 June 6, 1983 The Honorable Jeannette Hamby State Senator 5312 State Capitol Salem, Oregon 97310 The Honorable Lonnie Roberts State Representative H471 State Capitol Salem, Oregon 97310 Re: Opinion Request OP-5363 Dear Senator Hamby and Representative Roberts : Your letter of March 15, 1983 requested that we answer the questions raised in your opinion request dated September 16, 1981, which was deferred pending the outcome of Dennehy v. Department of Revenue, OTR (filed January 5, 1983) . That case has been decided by the Tax Court and is on appeal to the Oregon Supreme Court. The Tax Court decision did not address in a dispositive manner any of the three questions you raised, so we have answered them as originally presented. Your first question asks what the term "indebtedness , " as used in Or Const Art IX, sec lc and ORS ch 457, means with regard to costs which may be incurred by an urban renewal agency and to which taxes levied against the increase in true cash value of property within an urban renewal area are "irrevocably pledged" for purposes of repayment . The term "indebtedness" is very broad and includes all types and kinds of indebtedness, as discussed in more detail below. Your second question asks whether an urban renewal agency can continue to incur indebtedness for renewal projects and have that indebtedness paid through the tax increment financing proce- s! 4 The Honorable Jeannette Hamby 4: The Honorable Lonnie Roberts June 6, 1983 Page Two c Jure, even though the particular project was not envisioned a the time the urban renewal plan was adopted. Our answer to that question is yes , subject to limitations discussed more spe cifi- cally below. Your third question asks when the urban renewal agency must stop incurring indebtedness and allow the increase in true cash value to be levied upon by taxing districts within the urban st occur when the urban renewal plan renewal area. Such events mu has been completed, or the plan as amended has been completed, and the indebtedness incurred by the urban renewal agency has k been paid or future payments have been funded, again, as ^ discussed more specifically below. may be created by any count or city An urban renewal agency Y in this state for the purpose of correcting or eliminating blighted areas which may exist in the city or county creating the 4 l agency are stated in ORS agency. The powers of an urban renewaf 457.035 to 457. 320 and are rather broad . However, certain con- ditions must exist before an urban renewal agency can exercise h its powers . First, the governing body of a municipality must, by ' 4. a nonemergency ordinance, declare that blighted areas exist in the municipality and that there is a need for an urban renewal ,, agency tfunction in the municipality. Second, the governing , its body must elect to have the urban rovidedliag04 ncyexe045Se ORS _ powers in one of the three ways p 457.035. compliance with these requirements results in organiza al agency. tion of the urban renewr After the urban renewal agency is organized as provided under ewal ORS 457 .045, 457. 055 and 457- 065, it ofvtheps an urbanurban renewalnplan plan. ORS 457.085. Before any p n renewal body can be carried out, it mustbeapproved bIn addthe ition, the which created the urban renewal agency. r, lity (city county) in governing body of each other municipaenewal plan is which any part of the area of a proposed urban renF_ situated must approve the plan by proper resolution_. ORS 457.085(6) , 457.105. A notice of adoption of an urban renewal plan must be published (ORS 457 . 115) , and the plan must be recorded (ORS 457. 125) . ORS 457. 160 to 457. 320 set forth the powers and authority of the urban renewal agency in carrying out the plan. A plan may contain a tax increment financing method for t to ORS financing all urban renewal indebtedness incurred pursuant 457. 420 to 457.450. Under the tax incremenrenewa t financing system, taxes levied by a taxing body (an urban taxablelrealncy andcannot personal itself levy ad valorem taxes) upon he The Honorable Jeannette Hamby The Honorable Lonnie Roberts June 6, 1983 Page Three property situated in an urban renewal area are computed and divided as provided by ORS 457.440. When an urban renewal plan is adopted, the assessor certifies the value of property in the urban renewal area as shown on the tax roll last equalized before the effective date of the ordinance approving the plan. This value is referred to as the "certified value ." The tax rate of a district having property in an urban renewal area is computed using the lower of the total value of property in the area or the certified value . If the total assessed value of the property in the urban renewal area is greater than the certified value, the taxes raised (rate times value) on the certified value are ear- marked to the taxing body levying the tax, and the taxes raised on the value in excess of the certified value is earmarked for the urban renewal agency. The money earmarked for the urban renewal agency is placed in a special fund and used to pay prin- cipal and interest on indebtedness incurred by the agency to carry out its urban renewal plan. Your first question asks what the term "indebtedness , " as used in Or Const Art IX, sec lc and ORS ch 457, means with regard to costs which may be incurred by an urban renewal agency and to which taxes levied against the increase in true cash value of property within the urban renewal area may be "irrevocably pledged" for purposes of repayment . Oregon Const Art IX, sec lc provides : "The Legislative Assembly may provide that the ad valorem taxes levied by any taxing unit, in which is located all or part of an area included in a redevelop- ment or urban renewal project, may be divided so that the taxes levied against any increase in the true cash value, as defined by law, of property in such area obtaining after the effective date of the ordinance or resolution approving the redevelopment or urban renewal plan for such area, shall be used to pay any indebted- ness incurred for the redevelopment or urban renewal project. The legislature may enact such laws as may be necessary to carry out the purposes of this section ." This constitutional provision is in part implemented by ORS 457.440(6) , which states : "The agency may incur indebtedness , including obtaining loans and advances in carrying out the urban renewal plan, and the portion of taxes received under �" subsection (4) of this section [the portion of taxes The Honorable Jeannette Hamby a The Honorable Lonnie Roberts June 6, 1983 Page Four attributable to the increase in true cash value over certified value] may be irrevocably pledged for the s payment of principal of and interest on such indebtedness . " The answer to your first question is that the term "indebtedness , " as used in the quoted constitutional provision and ORS ch 457, is very broad and includes all types and kinds of indebtedness . In 38 Op Atty Ger_ 1062 1 77 , we were asked under what circumstances an urban renewal agency could use moneys in the special fund created by ORS 457. 440(4) to hold tax receipts to pay agency indebtedness . In answer to that question, beginning on page 1076, we stated that under ORS 457.190 an urban renewal agency may borrow money and accept any form of financial assistance from any source, public or priva e , for a purpose o undertaking and carrying out urban renewal projects . The opinion continued: "ORS 457.440( 6) provides that in any plan or in the proceedings for the advance of moneys , or making of loans , or the incurring of any indebtedness by the agency, the taxes paid into the special fund under ORS 457. 440(4) may be irrevocable [sic] pledged for payment of the principal and interest on such loans , advances or indebtedness . Thus , governmental agencies or muni- cipalities may receive payments from the special fund to repay such financial assistance provided by those entities . "These provisions suggest a number of ways in which an agency might incur indebtedness in con- nection with financing of a project. Such in- debtedness could result not only from direct loans from another governmental agency, but also from such actions as assumption of a bonded indebtedness = of anothergovernmental- entity in exc za financia —as sistance, goods or services . In these circumstances, payor m neys rom a special fund would be an authorized expenditure by the urban renewal agency to finance or refinance the redevelopment or urban renewal project. " 38 Op Atty Gen at 1076-77. In addition to bonded indebtedness and debts that might be assumed from another agency giving assistance to the urban renewal agency, debts may be incurred directly by the urban renewal agency for services, materials and supplies and by the issuance of notes or warrants . Article IX, sec lc of the Oregon Constitution, ORS 457.440 and 457.450 do not limit or qualify the 4 The Honorable Jeannette Hamby The Honorable Lonnie Roberts June 6, 1983 Page Five t es of indebtedness that may be incurred b an urban rorenewalln agency, the repayment o which--:Lsonclude that ttee uun pma a use 44U( e e o , we o pay in eyes• OR =principa on a 1ypes of debt of_any escri tion w 3.c mig a 3-ncurred by an urban renewal agency pursuant to c Your second question asks if an urban renewal agency nd canthe continue to incur indebtedness for renewal projects indebtedness paid through the tax increment financing procedure even though the particular project for which debt would be incurred was not envisioned at the time the urban renewal deve- lopment plan was adopted. Our answer is yes, subject to several limitations. If this question had been asked before 1979, our answer would have been an unqualified yes , because the urban renewal continue indefinitely to amend 1t and incur agency could However, several indebtedness for new urban renewal projects . 1979 amendments to ORS ch 457 have placed some limitations on the extent to which development plans may be amended to include new projects . ORS 457. 220 was amended in 1979 to provide in part as follows : (3) No land equal to more than 20 percent of the total land area of the original plan shall be added to the urban renewal areas of a plan by places an absolute limitation on the amount of land This language area that may be added to an original plan by amendment, and thus projects which may be indirectly limits the number of new financed by the agency. ORS 457.420 was also amended in 1979. Before 1979, ORS 457.420 stated simply that any plan could provide for tax incre- mental financing. The 1979 amendments restricted this language by providing in subsection (2) that no plan adopted after October 3, 1979, could provide for tax incremental financing if, for(a) the mun palities having a poici- pulation of more than 50, of land in that plan and the assessed value tified assessed value of land in any other plans that might be in existence exceed 15 percent of the total assessed value of the land in the h mun ici- r (b) the plan or p covered pality which created the agency, o an area exceeding 15 percent of the total land area of the muni- cipality. For municipalities having a population of 50, 000 or less , those figures become (a) 25 percent of the total assessed The Honorable Jeannette Hamby The Honorable Lonnie Roberts ( June 6, 1983 Page Six value and (b) 25 percent of the total land area of that munici- pality. These additional limitations on the amount of land area or value that may be included in an urban renewal plan providing for tax increment financing of urban renewal indebtedness would also limit the number of new projects which might be financed in this manner by the agency. These restrictions create limitations on how far an urban renewal agency can expand and continue to have its indebtedness paid through tax increment financing. Each municipality and area must be examined separately to determine when that limitation is reached. Until the limitation is reached, an urban renewal agency may incur 3?i a groject even t oug the pro- ject W-as not env3.s_oned at the time the pian was a�Ic op"�ed. Your third question asks when an urban renewal agency must stop incurring indebtedness and allow the increase in true cash value over certified value to be levied upon by taxing districts in the renewal area. As stated above in the answer to question two, an urban renewal agency does face certain limitations on its ability to add new projects to its development plan, and thus to incur indebtedness . Until these limits are reached, nothing would prevent such an agency from incurring aaditionaI in a ted- ness to finance new projec s . When these limits are reached or the agency determines that no new projects are appropriate, and when sufficient moneys are collected to pay indebtedness already incurred, ORS 457.450 operates to terminate tax increment financing for the agency. Subsection (2) of that statute provides : " (2) When the principal and interest on indebt- edness to which the portion of taxes is irrevocably pledged for payment under ORS 457. 440 (6) is fully paid, or it is found that deposits in the special fund are sufficient to fully pay principal and in- terest on that indebtedness either through direct payment of the indebtedness or by payment of prin- cipal and interest on bonds or notes issued to fi- nance the indebtedness, the agency shall notify the assessor of that fact and for the tax year in which the notice is received and each year there- after the county assessor shall compute the rate percent of the levy for each taxing body in which an urban renewal area, or part thereof, is located without regard _o the limitations provided in ORS 457.440. " The Honorable Jeannette Hamby The Honorable Lonnie Roberts June 6, 1983 �^ Page Seven This provision makes increases in true cash value available to other taxing districts in the urban renewal area . Subsection (3) of ORS 457.450 provides for disposition of moneys remaining unexpended in the special fund after payment of all indebtedness and interest . This money is turned over to the county treasurer, who is required to pay it to the political sub- divisions in the urban renewal area in proportion to the amount of money paid by each taxing district territory for the last fiscal year in which tax moneys were levied and deposited in the special fund. Therefore, when an urban renewal plan is completed, and sufficient taxes are collected to pay the indebt- edness incurred for the execution of that plan, the tax increment form of financing for that area ceases . Very truly yours, Donald C. Arnold Chief Counsel General Counsel Division DCA: IWJ:LDT:mc s. r t June 20, 1983 Pear Mayor Bishop/Commissioner Tepedino, Because of recent health problems it is necessary for me to regretfully subm-it my resignation as a plan- ning commissioner, effectively immediately. I have enjoyed working on the planning commission. Sincerely, Ronald Jordan JUN a 019- 3 CITY OF TIGARD PLANNING DEPT.