City Council Packet - 09/15/1986 TIGARD CITY COUNCIL PUBLIC NOTICE: Anyone wishing to speak on an
REGULAR MEETING AGENDA agenda item needs to sign on the appropriate
BUSINESS & STUDY AGENDA sign-up sheet(s) . If no sheet is available,
SEPTEMBER 15, 1986, 6:30 PM ask to be recognized by the Chair at the start
TIGARD CIVIC CENTER of that agenda item. Visitor's agenda items are
13125 SW HALL BLVD. asked to be to 2 minutes or less. Longer matters
TIGARD, OREGON 97223 can be set for a future Agenda by contacting
either the Mayor or City Administrator.
o STUDY SESSION - Neighborhood Watch Committee Workshop
1. REGULAR MEETING:
1.1 Call To Order and Roll Call
1.2 Pledge of Allegiance
1.3 Call To Staff and Council For Non-Agenda Items
2. VISITOR'S AGENDA (2 Minutes or Less, Please)
3. LOCAL CONTRACT REVIEW BOARD MEETING
3.1 Call to Order & Roll Call
3.2 Award Bid - 104th Averue
3.3 Adjournment
4. FINANCIAL REPORT
0 City Administrator
5. WORKLOAD STAFFING REPORT
o City Administrator
6. COUNCIL AGENDA STREAMLINING DISCUSSION
o City Recorder
7. CONSENT AGENDA: These items are considered to be routine and may be
enacted in one motion without separate discussion. Anyone may request
that an item be removed by motion for discussion and separate action.
Motion to:
7.1 Approve Approve Council Minutes: 11, 1986
7.2 Receive and File:
a Community Development Land Use Decisions
7.3 Approve Police Service Contract With City of Durham - Res. 86-i-93
8. NON-AGENDA ITEMS: From Council and Staff
9. EXECUTIVE SESSION: The Tigard City Council will go into Executive
Session under the provisions of ORS 192.660 (1) (d) & (h) to discuss
labor relations and current/pendinq litigation issues.
10. ADJOURNMENT
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T I G A R D C I T Y C O U N C I L
t
REGULAR MEETING MINUTES - September 15, 1986, 1986 - 6:30 P.M.
1. ROLL CALL: Present: Mayor John Cook; Councilors: Tom Brian, Carolyn
Eadon (arriving at 6:43 p.m.), Jerry Edwards, and Valerie
Johnson; City Staff: Bob Jean, City Administrator; David
Lehr, Chief of Police; Bill Monahan, Community Development
Director; Tim Ramis, Legal Counsel; and Loreen Wilson,
Acting City Recorder.
2. STUDY SESSION: (Neighborhood Watch Committee members present: Chairman
John Sedey; Committee Members: Pat Sharp, Tom Blair, and Fred Kinsley;
Police staff representative Lonnie Branstetter).
a. Review of the Committee purpose and work plan was completed. The
process of neighborhood contacts was discussed in detail. The
general contact made by the committee is as follows:
I. meet and inform
II. organize with leaders in area
III. invitation to Block meetings (this is when the Police Dept.
rep. is in attendance.)
b. The lack of program maintenance was of great concern to the Chief of
Police. The Chief of Police and Councilor Edwards discussed the need
to be aggressive in contacting neighborhoods and working at
developing enthusiasm. The hiring of a Crime Prevention Officer on
+ 1--1--87 will greatly enhance the Committee's efforts to date.
Staff and Council commended Committee with the job they have done
without strong City support.
C. City Administrator suggested the Council Liaison (Councilor Edwards)
and Staff Liaison (Chief of Police) work with the Committee and
report back to Council with neighborhood captains and coordinators.
Consensus of Council was to follow Administrator's suggestion.
RECESS STUDY SESSION: 7:50 p.m.
S. EXECUTIVE SESSION: The Tigard City Council went into Executive Session
under the provisions of ORS 192.660 (1) (a) (d) and (h) to discuss the
hiring of a City Officer, labor relations and current/pending litigation
issues at 7:54 p.m.
RECONVENE REGULAR SESSION: 8:20 p.m.
4. CALL TO STAFF AND COUNCIL FOR NON-AGENDA I1Ef98
a. City Administrator requested Town Hall's Calendar be reviewed as Item
#.i and #.2 be Council Candidate Briefing Review.
5. VISITOR'S AGENDA
F No one signed up to speak.
RECESS REGULAR COUNCIL MEETING
6. LOCAL CONTACT REVIEW BOARD MEETING
a. Roll Call: Present: Board Chairman John Cook, Board Members Jerry
Edwards, Valerie Johnson, Carolyn Eadon, and Tom Brian.
City Staff: Bob Jean, City Administrator; David Lehr,
Chief of Police; Bill Monahan, Community Development
Director; Tim Ramis, Legal Counsel; and Loreen Wilson,
Acting City Recorder
b. Consideration of Bid Award — 104th Avenue Improvements.
City Engineer synopsized the bid results as was distributed to the
Council concerning the 104th avenue paving project. The low bid was
slightly higher than Engineer's estimate, but well within Budget.
City Engineer recommended bid award to the low bidder, Oregon
Asphaltic Paving Company of Portland.
Motion by Board Member Brian, seconded by Board Member Johnson, to
award the bid to Oregon Asphaltic Paving Company of Portland for the
104th & McDonald Street improvement in the amount of :18,788.75.
Approved by a unanimous vote of Board Members present.
C. Adjournment of the Contract Review Board
RECONVENE REGULAR COUNCIL MEETING: 8:26 p.m.
C_. 7. FINANCIAL REPORT
a. City Administrator highlighted the material which was distributed to
the Council in their packets. Remarks included the following:
o City of Tigard is in its best financial position in many years.
0 1985-86 Budget finished financially stronger than was estimated.
o About $775,000 will be added to the total Budget Operating
Capital Funds.
0 Major fund increases were received in the Development Fees area
and in the Municipal Court activity.
0 Expenditures were also down in all areas.
0 Recommends that past financial policies be maintained as follows:
Revenue estimates should be reasonable, but not overstated or
too high;
Expenditure estimates should be adequate, but not
unrealistically low;
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Page 2 - COUNCIL MINUTES — SEPTEMBER 15, 1986
Any increases from budget variances (Revenues if above
estimate, and Expenditure savings if below estimates) should
i' be used towards selective budget adjustments as follows:
1. Fees and charges supported service adjustments.
2. Discretionary funds to selectively adjust service levels
and maintain Level II—III services per the 5—Year
Financial Pian; and
3. Remaining funds should be added to Contingency reserves
and held to balance the 5—Year Financial Plan.
o Recommends that any mid-year funding adjustments be first to
those programs that are supported by fees and charges;
discretionary funds could then be disbursed to selectively
adjust service levels to a Level II — III. The remaining funds
should be added to the Contingency reserves to balance out the
5—Year Financial Plan.
o Tigard is among the lowest cities in State with regard to tax
rates and service costs per capita.
o City now has the ability to provide the needed services and make
some upward service adjustments.
9. WORKLOAD STAFFING REPORT
a. City Administrator overviewed the information to be presented.
Basically, workloads have increased, on an average, from 20-30%
higher than estimated when the budget was put together. The City
Administrator summarized the following policy issue questions:
1. Should no adjustments be made at this time which would then
necessitate cuts in service levels? OR
2. Should it be assumed that workloads and growth activity is a
temporary situation which requires a temporary solution? OR
3. Should the City go ahead and make adjustments for the
increased workloads by utilizing some of the working
contingency?
Staff is recommending an approximate staffing adjustment of lOX
estimated at ballpark figure of $397,000. The City Administrator
asked that Council listen to the presentation of the Departments as
to workloads and proposed adjustments, ask questions and then give
staff direction to make adjustments and get the recruitment process
4 started. Staff would bring back exact Budget changes in October.
z
Page 3 — COUNCIL MINUTES — SEPTEMBER 15, 1986
b. City Administrator reviewed the Staffing/Funding Summary for all
Departments:
1. Seven positions could be funded with fees, charges and contract
services. Six and one—quarter of the positions would need to
utilize discretionary funds available from year—end revenue
turnbacks created by the underexpending of funds authorized last
year.
2. City Administrator summarized each department's staffing
requests and designated those positions which are fee supported
and those which would need to be funded by surplus carryover.
This information was included on a handout distributed to the
Council.
C. Councilor Brian questioned the figures; for example, when a .5
full—time equivalent (FTE) is shown, is this a full—time employee who
has been hired for half a year? The City Administrator said, yes, in
most instances that is correct. When 1.5 FTE's are listed in
engineering, it would be the intent of staff to recruit and in about
November or December actually have 2 engineers hired. If both of
these engineers started in January, then it would be 1 FTE. The City
is looking at going from 116 FTE (86/87 revised budget) to 128.
d. Chief of Police Lehr, City Recorder Wilson, Head Librarian Ertell,
Community Development Director Monahan, and City Administrator Joan
summarized their department's requested positions with reference to
the corresponding increased present and projected workloads. The
information presented had been compiled in tabular form and
distributed to the Councilors.
e. After much discussion, the consensus of the Council was that staff
has been doing a commendable job in all areas; however, the
Councilors would like some time to study the staffing plan and hold
further discussions on the proposal and policy issues.
Staff was asked to prepare a prioritization list for each department
denoting which positions are felt to be the most critical. A list
noting which positions are fee supported and which positions require
utilization of discretionary funds will also be prepared by staff.
The staffing plan will be placed on the next Council agenda.
9. COUNCIL AGENDA BTREAMLIlNING
a. The City Recorder reported that Council has discussed in the past
methods of streamlining the agenda. Some items now presented to
Council could be handled by staff with an appeal process to Council
available. Other methods, too, could be developed for getting
informntipn to Council in a more timely, cost effective way.
Page 4 - COUNCIL MINUTES — SEPTEMBER 15, 1986
The City Recorder reviewed with Council the following recommendations
which could possibly be handled on a staff level.
Public Improvements — Compliance agreements; bond reductions and
releases, tentative acceptances. (Final acceptance step would still
be approved though Council).
Staff would review and request approval from the City Engineer or
Community Development Director.
2. Acceptance of Public Easements and Dedications —(i.e. , utility, storm
slope, and roadway easements). These items are often conditioned by
a planning action which has either been heard by Planning Commission.
a Hearings' Officer or Planning Staff.
Staff would review and request approval from the City Engineer or
Community Development Director.
3. Community Development Land Use Decisions — Currently supplying
copies (13 copies of each land use decision) for Council packets.
This causes difficulty when there isn't a meeting scheduled prior to
the appeal filing deadline on the staff report.
Propose that staff send Mayor and Council a copy of every land use
decision at the same time property owners are notified. Council
could contact the City Administrator or City Recorder to request a
phone poll of Council to consider pulling up an item for formal
review.
4. OLCC License Applications -- Special use and renewal requests, and
new licenses.
Propose that the Police Department process background checks and the
Chief of police sign approval. Currently, it takes about three weeks
to process a liquor license application. There have been times when
a poll of the Council was necessary to facilitate through the process
so a business could open in a timely fashion.
The Staff recommendation is to approve all of these items being handled on a
staff level.
A now section has been added to the agenda item summary sheet. The fiscal
impact will now be noted on all agenda items presented for consideration.
Motion by Councilor Johnson, seconded by Councilor Brian, to approve staff's
recommended changes.
Approved by a unanimous vote of Counci present.
a.,
h Rage rs:. CXXR CiL MINUTES — SEPTEMBER 15, 1985
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10. CONSENT AGENDA: These items are considered to be routine and may be
enacted in one motion without separate discussion. Anyone may request
that an item be removed by motion for discussion and separate action.
Motion to:
10.1 Approve Council Minutes: Aug. 11, 1986
10.2 Receive and File:
a. Community Development Land Use Decision
10.3 Approve Police Service Contract with City of Durham - Res.
86- 108 .
a. Recorder requested Council amend the minutes of 8/11/86 by removing
the first sentence of M8(e) on page 4.
b. Motion by Councilor Brian/seconded by Councilor Edwards to approve
the Consent Agenda as amended.
Approved by unanimous vote of Council present.
11. NON-ACOA rMMS: From Council and Staff.
TOM HALL'S CALENDAR REVIEW
a. City Administrator reviewed Councilor attendance at the Town
Nall meetings scheduled for September 16, 17, 23, and 24.
11.2 COIR=L CANDIDATE BRIEFING REVIEW
City Administrator highlighted the briefing which was held for
Council Candidates by Staff members.
12. ADJWRNPElff: 10:28 P.M.
Acting City ilecorder - City of Tigard
ATTEST:
y - City of Tigard
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Page 6 - COUNCIL MINUTES - SEPTEMBER 15, 1986
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TIMES Ptfl3USHING COMPANY L*" 7-6820
P.O.BOX 370 PHONE(509)684-0380 4
BEAVERTON,OREGON 57075
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Legal Notice Addertleing G
City of Tigard o Q Tearsheet Notice
P. O. Box 23397
e Tigard, OR 97223 C7 Duplicate Affidavit
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AFFIDAVIT OF PUBLICATION
STATE OF OREGON,
CARRY OF WA%M GTON. )ss.
!. Stephanie Neubauer
being first duly sworn,depose and say chat 1 am the Advertising
girector,or his principal Clerlt.Of the m i v a r d Time 6
a iwGwspaper of general circulation as defined in ORS 193.010
and 193.020.pfd at T9 g a r d in the
aforesaid county and state;that the
C� i tr_Cn Ansi l Re¢u�8� lIeet�lnbt �Q�1Ce
a printed Copy of which is hereto annexed.was published I"the
afire leave of said newspaper for l —s,rcce**We and
consecutive in the following issues:
Sept 11, 1986
JI-
Sum tfoe methis Sept 11, 1986
otary Public for Oregon
W Comndsebn Expires: 9{120/88
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AFFIDAVIT
AGENDA ITEM — VISITOR'S AGENDA DATE��
�;,-- (limited to 2 mantes or less, please)
Please sign on the appropriate sheet for listed agenda items. The Council
wishes to hear from you on other issues not on the agenda, but asks that you
first try to resolve your concerns through staff. Please contact the City
Administrator prior to the start of the meeting. Thank you.
MW ` ADDRESS TOPIC STAFF CONTACTED
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OREGON
25 YO ogee
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0650 fW Hazelwood
Tigwrd, tR 97223
Dear John:
This ietber is to notify you of the City Omni--il's Crime Wnteh
o= ttem ftrkshopon may, septamber 15, 1986 at 6:30 p.m. at the 2dwn Hall
Confeeoa= 2ot3ta at City Hal I.
The gat ea ae of yamue].f amd the oaandttee madwws will be greatly
MAC
W am emmy fcw the ].at9e written �tioe= how�c, we have been unable to
re wch V= by bel,epkimm during the last several weeks.
David C. rAfW
IMA ze police
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CITY OF TIGARD, OREGON
RESOUNION NO. 85-_,�)
A RESOLU TON OF THE CITY OF TIGARD, OREGON, ESTABLISHING A NEIGHBORHOOD WATCH
ADVISORY C M41TTEE.
VAUMMAS, the Neighborhood Watch Committee program to date has been an
informal citizen volunteer group assisting the Police Department in the
implementation and management of the Neighborhood Watch Program; and
WHEREAS, the Cxmnittee has worked successfully with the police
department in this program to reduce crime in the eomumity; and
WHMIM, the City Council desires to continue the etxkwse ent of
active citizen involvement in cctmunity programs,
MW MMEFME BE IT RESOLVED by the Tigard. City Qx=i.l that:
1. The Neighborhood Watch Steering Committee is hereby established;
2. The Neighborhood Watch Steering Committee objective is to prat
neighborhood crime in coopeation with the Tigard Police Department, working as
a team in this undertaking;
3. TMe Neighborhood Watch Steering Committee shall be oamprised of
five (5) ambers who have been active participants in the various
neighlhnods relative to the Neighborhood Watch program; a
4. The Neighborhood Watch Steering Canaittee shall make an annual
progress report to the city Council or as otherwise directed by the City
Council;
5. The Mayor, subject to approval by the City Council, shall appoint
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the -five (5) of the Committee; all members shall be a resident of the
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City and receive-no compensation. A Chai mm, Secretary* and a Treasurer
,shall -,be elected by the membership;
6. The Neighborhood Watch Steering Committee shall make
reaomrendations to the City Council for replacement Comni.ttee members as
needed, and eonsistant with City Council policy.
PASSED; This 97h day of , 1985.
yor - City of Tigard
ATTEST:
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Deputy City Recorder - City of Tigard
Resolution No. 85-Qq2--
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CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY CONTRACT REVIEW BOARD
AGENDA OF: September 15, 1986 AGENDA ITEM '/: �. d
DATE SUBMITTED: September 3. 1986 PREVIOUS ACTION:
' ISSUE/AGENDA TITLE: kid Award -
g 'SW 104th Avenue IMprovements PREPARED BY: Randall Wonlamp r+rV_En ineer
REQUESTED BY:
4 DEPARTMENT HEAD OK:,, -r' t, Z�j CITY ADMINISTRATOR
POLICY ISSUE
Award of the contract for SW 104th Avenue Improvements.
INFORMATION S!IMRY
Item ST-4 on the Capital Improvement Program provides for improvements to
SW 104th Avenue north of McDonald Street. Bids for this project will be
opened on September 11th. In order to complete this paving project before
the end of the paving season, we need to award as soon as possible.
Therefore, we will be presenting the bid results at the September 15th Council
meeting.
ALTERNATIVES CONSIDERED
g 1. Award to the lowest responsible bidder.
2. Reject all bids.
SUGGESTED ACTION
Staff recommendation-will>be submitted at the September 15th meeting.
e t ss
MEMORANDUM
CITY OF TIGARD, OREGON
TO: Contract Review Board
FROM: Randall R. Wooley, City Engineer��
RE: S.W. 104th Avenue Improvements
PROJECT:
Project ST-4 in the Capital Improvement Program provides for
S.W. 104th paving of a short section
neof
xisting pavement.nue from McDonald
Street to the endof
BID RESULTS:
Bids were opened on September 11, 1986. The results were as
follows:
Oregon Asphaltic Paving Co. , Portland ; 18,78$,75
BLBB Contractors Inc. , Gresham 19,766.05
19,963.so
Bill Page Construction Inc. , Newberg 20,681.00
Parker Northwest Paving Co. , Oregon City 23,746.25
Eagle-Elsner Inc. , Tigard 17,242.00
Engineer's Estimate (Lee Engineering, Inc.)
The low bid is within the amount budgeted for the project.
RECOMMENDATION:
r, I `recammaend that the Contract Review Board accept the bid of
the low bidder, Oregon Asphaltic Paving Company of Portland.
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MEMORANDUM
CITY OF TIGARD, OREGON
TO: MAYOR. AND CITY COUNCIL
September 8, 1986
FROM: BOB JEAN, CITY ADMINISTRATOR �#
SUBJECT: PRELIMINARY FINANCIAL REPORT (UNAUDITED)
SU1+MMY
is in its best financial position in many years,
The City of Tigard today
as and tight budget
Last y
ear's strong revenuecently approved oTax Base means to our growing
fund balances. This and t
that Tigard will be able to dliver the needed services
beginning budget
community now and in the years ahead.
The 1985-86 Budget finished financially
stronger than we had estimated.
General Fuad revenues were up '$41.1,985 above estimates or about 12 percent+
and other Operating
and Capital revenues were up another $265,131 above
estimates. City-wide operating expenditures were down about X421,125 or
final bjt to
percent. While these are the
�bo tit�775�OOO etos oureGOpera ing anti jCapital9 fund
CiCity can plan on adding
contingencies for 1986-87.
1985-86 REVENUES {ATTACEifNT
largely due to development active.
General Fund revenues last year were t g y
These funds need to be reallocated to the plan
rificantly andeview and p should be used
they purchase. Court revenues were also up
to
support the Court and Police related programs•
SDC and other capital
budget revenue increases remain in those funds and appropriation adjuthis year. etmeher
Will make thea! available
for
olargelyanticipateddditional Cand hIP oldcts contingency to balance
revenue increases w
the 5-Year Financial Plan.
1985-86 EXPENDITURES (ATTACHMENT "B")
Tight budget controls, perhaps too tight, underexpended the authorized
budget by *411,125 but say have underestimated the backlogs and
operating
ear as
continued workload increases impacts. Last year's hati ithese funds be
larger beginning fund balances this year
•
first considered for service level andresworkload adjustments this year, and
that the rest be added to contingency
1986-87 FUND BALANCES
The audited fund balances will adjust our records, but the following Beginning
Fund Balances can be used now for our planning purposes.
Fund Budgeted Fund Balance Estimated Balance
General Fund '$600,000 $1,165,000
Federal Revenue Sharing -0-- (20,000)
Subtotal 600,000 1,145,0000
Sewer Fund 275,000 340,000
Stora Drainage 70,000 100•
000
State Gas Tax 62,000 110,000
County Gas Tax 70,000 25,000
County Road levy 67,000 170,000
Streets SOC 250,000 450,000
Parks SAC 55,000 150,000
Building Fund 22,01 'O"
Any adjustment based on these fund increases will require a Supplemental
Budget a' ropriation following the 5-Year Financial Plan update. Meanwhile,
pp
operating budget adjustments needed now can be made from General Fund
Contingency knowing that the necessary reserve funds are in the bank in an
unappropriated status.
1986-87 CONTINGENCY RESERVE
_ Until these funds are formally appropriated in the Supplemental Budget this
winter, the Budgeted Contingency funds are the only funds available for use.
Operating Budget adjustments can be made within existing funds. Capital
Improvement Programs (CIP) budget projects can get started with engineering
from Contingency appropriations, but spring construction funding adjustments
will require the Supplemental Budget adoption this winter.
Fund Budgeted Contingency Estimated Contin Estimated
General Fund
Reserve $700,000 $ 745,000
Qterating 125.750 400.000 _
General Fund 825,750 1,145,000
Federal Revenue Sharing -O- "o-
Sewer Fund 95,750 160,750
Stars Drainage 20,500 50,000 aE
State Gas Tax 76,000 124,000 #
County Gas Tax 80,000 35,000
County Road levy -b- 103,000
Streets SDC 10,000 190,000 e
Parks SDC -0-- 95,000 aE
Building Fund -O- --0-
3 a Decreases in these funds restricted to CIP uses only.
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FINANCIAL POLICIES
Conservative Budget policies and solid financial management throughout the
organization have built our good financial position after years of struggle
through economically tough times. I recommend that we continue these policies.
Revenue estimates should be reasonable, but not overstated or too high;
Expenditure estimates should be adequate, but not unrealistically low;
Any increases from budget variances (Revenues if above estimate, and
Expenditure savings if below estimates) should be used towards
selective budget adjustments as follows:
1. Frees and charges supported service adjustments,
2. Discretionary funds to selectively adjust service levels aril
maintain Level II-III services per' the 5-Year Financial Plan; and
3. Remaining funds should be added to Contingency reserves and held to
balance the 5-Year Financial Plan.
CONCLUSION
Maintainirsg the service level commitments to our customers and the community
as a whole must remain our top priority. Planning now and beginning to build
for growth into the future to keep city services high and our costs low is our
next obligation. Capital Improvement Projects, as a part of long-term cost
control and community liveability, must also be among these priorities.
SERVICE to the community;
Growth management and AFFORDABILITY; and
Capital Improvements for long-term LIV'EASILITY.
Financially we are not flush -- in fact, by any comparison, still among the
lowest cities in the State in tax rates and service costs per capita --- but we
do have the ability to provide the needed services both today and into the
future.
do?9
K F
ATTACHMENT "A"
VENUES 1985-86 BUDGET ACTUAL VARIANCE NOTES:
(UNAUDITED) 85-86 85-86 (DOWN)
UP
General Fund
Beginning Balance 964,528 631,499 (333,029) Audit Adjustments
Property Taxes 764,370 807,095 42,725 Prior Year Collections
Other Agencies 523,700 565,648 41,948 Bldg. ,
Pk & LB Grants
B
Fees & Charges 387,400 539,817 152,417 Bldg. , Png. & Engr,
Service Charges 12,000 41,633 29,b33 Planning
Fines & Forfeitures 119,500 167,610 48,110 Court & Police
Franchise Fees 626,000 941,263 315,263 PGE Retro & NWNG
Money & Property 44,200 166,782 122,582 Interest (Unaudited)
Other Revenues 36,000 28,335 (7,665) LTD's
Total General Fund 3,477,698 3,889,683 411,985 12% INCREASE
Federal Revenue Sharing 113,122 89,678 (23,443) Graham-Rudman Cuts
Sower Fund 828,722 864,373 35,651 Sewer SOC's Up
Storm Drainage 306,139 309,690 31551 Fees Dawn, SDC's Up
State Gas Tax 532,308 573,787 41,479 Lighting Fees & Int.
County Gas Tax 362,397 319,060 (43,336) Per Capita N Doom
County Road Levy 116,348 186,863 70,515 CIP Carryovers
Streets SDC 502,591 663,813 161,222 SDC's & CIP Carryover
Parks SDC 170,651 217,304 46,653 SDC's
Bend Debt 398,000 531,978 133,978 Audit Adjustments
! _pecial Assessments 4,746,363 1,620,326 (3,126,037) 135th & Dartmouth LID's
Building Fund 11900 000 1,772,939 (27,161) Interest Down
TOTAL REVENUES 13,354,339 11,039,394 (2,314,943)
!)EST FUNDS (BD & SA) 5.144,363 2,152,304 (2,992_059)
NET REVENUES 9,209,976 8,887,090 677,116 OPUS & CIP $ + 9%
dc79
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ATTACHMENT "B"
i" IPENDITURES 1985-86 BUDGET ACTUAL VARIAN NOTES:
"(UNAUDITED) 85-86 65-86 (DOW)
UP
COMMUNITY SERVICES
Police 1,452,849 1,382,873 69,976 w/o Audit CIP Adjmt.
Finance & Services 391,350 339,821 51,529
Municipal Court 86,673 56,996 29,677
Library 438,552 365,865 72,687 w/o Audit CIP Adjmt.
Social Services 35,000 35,000 -0-
COI'M MITY SERVICES 2,404,424 2,180,555 223,869 (Audit » $148,869?)
COMMUNITY DEVELOPMENT
Administration 161,610 162,930 1,32O
Building 125,188 125,479 291
Planning 117,197 110,538 6,659
Engineerings 201,395 178,542 22,853
Opoirations/Services 142,695 121,165 21,530
Wastewater 256,799 189,665 67,144
Streets & Street Lights 398,264 374,041 24,223
Parks 88.000 79,143 8.857
LAITY DEVELOPMENT 1,491,148 1,341,503 149,645
+M#
I POLICY & ADMINISTRATION
City Council 20,876 13,912 6,964
Cit Administration 154.124 151.966 2.158
56[-3Cy & ADMINISTRATION 175,000 165,87E 9,122
CITY-4IDE SUPPORT
General Government 725,757 674,955 50,802 (Audit » $649,955?)
C111 Ate rnev 80,000 92,313 12,313
QTY-4"DE SUPPORT 805,757 767,268 38,489
SUBTCYiAL OPERATING BUDGET 4,976,329 4,`,155,204 421,125
t1EBT SERVICE 3,144,363 2,152,304 2,992,059
CAPITAL PROJECTS 3,009,682 1,972,470 3,037,212
TOTAL -EXPEN DITURES
13,030,374 8.579,978 4,450,396
„
(w/o Contingency Reserve)
dc79
. 3
,§.....k?...rti.n
.. : .._ .
CITY OF TIGARD OREGON
CO3UMMARY
AGENDA OF: September 15, 1986 DATE SUBMITTED: September 8_ 1986
ISSUE/AGENDA TITLE: Workload/ PREVIOUS ACTION:
Staffing Plan
PREPARED BY: Staff _
DEPT HEAD OK CITY ADMIN OK REQUESTED BY: City Administrator
POLICY ISSUE
Should the larger Beginning Fund Balance funds from last year's higher
revenues and lower expenditures be used for service level and staffing
increases this year, or should service levels be adjusted downward under
current staff levels as workloads increase.
INFORMATION SUMMARY
Workloads are higher in every department and have been largely underestimated,
by as must as 20 to 30 percent. Our community's comparatively strong local
economy, population growth, and increased citizen expectations following the
Civic Center dedication and Tax Base approval has increased workload demands
in all departments. The following has been used to keep up with workloads and
maintain service levels under existing staff: uvertime, higher comp. time
accruals, delayed vacations (and higher vacation accrual), consultants,
temporary staff (both full and part time), and increased volunteerism.
ALTERNATIVES CONSIDERED
1, Status Quo with resulting service level cuts beginning this fall to get
back within Budget authorizations and desired accrual levels, assuming
workloads will decrease and balance out within the year.
2. Authorize additional funds for more and continued temporary help, assuming
workloads will decline but recognizing current backlogs and workload
levels.
3. Review the Workloads and Staffing Plan. Assume workloads will increase as
shown in the plan. Approve plan as a planning guideline and authorize
revised staffing this year per the Staffing Plan.
FISCAL IMPACT
1. Nominal cost but service level cuts in fall.
2. $343,200 EST. (11 FTE x 2,080 hours x $12.50 per hour total average cost,
not added Police + 20 percent MS).
3. $397,500 EST. (13.25 FTE including added Police at $25,000 average total
cost + 20 percent MS).
SUGGESTED ACTION
03 — Approve the Workload/Staffing Plan as a financial planning guideline,
direct staff to prepare Budget revision estimates for Contingency
(" 5 appropriation in October, and authorize staff to begin recruitments with new
hires to start after specific October Budget authorization.
dc79 ,
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MEMORANDUM
CITY OF TIGARD, OREGON
TO: Mayor and City Council Sept. 15, 1986
FROM: Loreen Wilson, RecorderN
SUBJECT: Workload Staffing Report
Attached are summaries of the detailed information received in your packets.
This will highlight the changes in a simplified format to facilitate the
discussion.
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CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
AGENDA OF: September 15 1986 DATE SUBMITTED: S^eptember 3, 1986
XSSUE/AGENDA TITLE: Consent PREVIOUS ACTION:
Agenda Streamlining Discussion
PREPARED BY: Loreen Wilson VpUu) _
DEPT. OK CITY ADMIN. OK REQUESTED BY: Council
POLICY ISSUE
What items should be handled formally by Council and what should be delegated.
INFORMATION SUMMARY
During the last few weeks, staff and Council have discussed various options to
streamline the Council meetings and agendas. One suggestion was to delegate
administrative decisions currently made by the Council to staff. The follow-
ing items are currently being considered on consent aganda. In checking with
surrounding jurisdictions, these items are often handled on a staff level.
1. Public Improvements -- Compliance agreements; bond reductions and releases;
and tentative acceptances. (Final Acceptance step would still be approved
through Council).
Staff would review and request approval from City Engineer or Community
Development Director.
2. Acceptance of Public Easements & Dedications (i.e. utility, storm, slope,
and road easements; street, park, and greenway dedications)
Staff would review and request approval from City Engineer or Community
Development Director,
3. Community Development Land Use Decisions - Currently all land use
decisions are copied and placed in Council packets (13 sets copied). This
causes difficulty when there isn't a meeting scheduled prior to the appeal
filing deadline on the staff report.
Staff would send Mayor and Council a copy of every land use decision at
the same time property owners are notified. Council could contact the
City Administrator or City Recorder to request a phone poll of the
Council to consider pulling up an item for formal review.
4. OLCC Applications -- Special use and renewal requests, and new licenses.
The Police Department would process backgrounds check and the Chief of
Police sign approval.
ALTERNATIVES CONSIDERED
1. Approve staff handling items listed above and authorize staff prepare
necessary paperwork to formalize new process.
2. Modify Alternative #1 and formalize new process (eg Mayor and staff).
3. Take no action at this time.
FISCAL IMPACT
#1 Will save an average of 40 copies per Council packet and reduce staff time
in writing and typing summary sheets for same.
#2 Will save cost as in alternative 01, however, will be modified.
#3 filo cost savings at this time. With increased workload in this area,
staffing costs and supply costs should go up.
SUGGESTED ACTION
Staff recommends alternative 01.
lw/4069A
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MEMORANDUM
�Y
TO: Mayor and Council September 8, 1986
FROM: Community Development
SUBJECT: Item 7.2 September 15, 1986 Agenda
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There are no Land Use Decisions for this Council Agenda.
k.
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CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
AGENDA OF: September 15 1986 AGENDA ITEM N: �•
DATE SUBMITTED: September 3 1986 PREVIOUS ACTION: —
ISSUE/AGENDA TITLE: Police
Services Contract - City of Durham PREPARED BY: David C. Lehr
REQUESTED BY: David C. Lehr
DEPARTMENT HEAD OK: CITY ADMINISTRATOR:
POLICY ISSUE
Whether the City of Tigard should contractually provide to the City of Durham
Police Services.
INFORMATION SUMMARY
The City of Durham has been provided with police services by contract by the
Washington County Sheriff's Office. The present contract has expired and the
Sheriff's Office is providing service on a month-to-month basis. A new
contract would raise the hourly fee charged by the Sheriff's Office in keeping
with the County's Urban Services Policy. The City of Durham requested a
proposal for prosivion of services from the City of Tigard. You were provided
with the proposal and the cost at your meeting of 8/25/86. The Durham City
Council has approved the proposal pending your approval.
Continued provision of service would be subject to year-to-year appraisal and
negotiation.
The Police Department would recommend support of the proposal in a spirit of
inter-jurisdiction cooperation and mutual benefit to both cities.
ALTERNATIVES CONSIDERED
1. Ratify the contract with an effective date of 10/1/86 and a termination
date of 9/30/87.
2. Renegotiate the contract.
3. Deny the ratification of the contract.
SUGGESTED ACTION
Staff would recommend Alternative #1.
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} CITY OF TIGARD, OREGON
HEMORANDUH
TO: Bob Jean September 15, 1986
FROM: Brian Hartung /+
SUBJECT: N/H TOWN HALL A ENDANCE
1 9/16 9/17 9/23 9/24
;µ
COUNCIL Valerie J. Valerie J. Valerie J. Valerie J.
a =" Carolyn E. John C. Carolyn E. John C.
Tom B. Gerry E. Gerry E. Tom B.
Tom B.
STAFF Bob J. Bob J. Bob J. Bob J.
Bill M. Bill M. Bill M. Bill M.
r Chief Lehr Chief Lehr Chief Lehr Chief Lehr
George Ann M. Irene E. Vince M. Irene E.
NFO NPO 4 65 NPO 7 63 NPO 1,2,3 NPO 6
' BH:ukh
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TIGARD CITY COUNCIL CANDIDATES
CURRENT ISSUES BRIEFING L DISCUSSION fV
SEPTEMBER 15, 1986
11:30 - 1:30 — — TIGARD CIVIC CENTER
5 Min. 1. INTRODUCTIONS
10 Min. 2. CITY ORGANIZATION, COUNCIL GOALS, AND CALENDAR
Bob Jean, City Administrator
10 Min. 3. POLICE — David Lahr, Chief of Police
o Services
o Crime Prevention
o School Resource Officer
5 Min, 4. LIBRARY — Ir_ene Ertell, Head Librarian
o Services
o Circulation
0 Youth Programs
o Tigard School District Coordination
o WCCLS
5 Min. 5, COMMUNITY SERVICES — Bob Jean, Acting Community Services Director
o Services
o Computer System
o Community Relations
10 Min, 6.• COMMUNITY DEVELOPMENT — Bill Monahan, Community Development Dir.
o Services
o Growth Management
q Economic Development
Cor o Codes Enforcement
o Transportation and Streets
10 Min. 7. FALL MEASURES — Bob Jean, City Administrator
o Charter
0 State Ballot Measures
o County Gas Tax
o County Tax Base and Urban Services
30 Min. 8. OPEN ASA — CanidatQs and Staff
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