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City Council Packet - 02/25/1997 iG e -~t CITY OF TIGARD OREGON a TIGARD CITY COUNCIL I _ MEETING f 1 i i FEBRUARY 25, 1997 3 `i COUNCIL MEETING WILL NOT BE 1 TELEVISED +.j i:~admtjMccpkt1.doc I 13125 SW Hall Blvd., Tigard, OR 97223 (503) 639-4171 TDD (503) 684-2772 j i 1 i l 7 CITY OF TIGARD TIGARD CITY COUNCIL J BUSINESS MEETING i;GesitiiA-Wir 25, 1997 6:30 PF! TIGARD CITY HALL 13125 SW HALT. BLVD TIGAR©, OREGON 97223 PUBLIC NOTICE: Anyone wishing to speak on an agenda item should sign on the appropriate sign-up sheet(s). If no sheet is available, ask to be recognized by the Mayor at the beginning of that agenda item. Visitor's Agenda items are asked to be two minutes or less. Longer matters can be set for a future Agenda by 1 contacting either the Mayor or the City Manager. j Times noted are estimated: it is recommended that persons interested in testifying be present by 7:15 p.m. to sign in on the testimony sign-in sheet. Business agenda items can be heard in any order after 7.30 p.m. Assistive Listening Devices are available for persons with impaired hearing and should be scheduled for Council meetings by noon on the Monday prior to the Council meeting. Please call 639-4171, Ext. 309 (voice) or 684-2772 (TDD - Telecommunications Devices for the Deaf). Upon request, the City will also endeavor to arrange for the following services: I • Qualified sign language interpreters for persons with speech or hearing C j impairments; and i • Qualified bilingual interpreters. i Since these services must be scheduled with outside service providers, it is important to allow as much lead time as possible. Please notify the City of your need by 5:00 p.m. on the Thursday preceding the meeting date at the same phone numbers as listed above: 639-4171, x309 (voice) or 684-2772 (TDD - Telecommunications Devices for the Deaf). SEE ATTACHED AGENDA { l l COUNCIL AGENDA - FEBRUARY 25, 1997 - PAGE 1 AGENDA CITY OF TIGARD CITY COUNCIL BUSINESS MEETING FEBRUARY 25, 1997 `i 6:30 p.m. • STUDY MEETING > EXECUTIVE SESSION: The Tigard City Council may go into Executive Session under the provisions of ORS 192.660 (1) (d), (e), at (h) to discuss labor relations, real property transactions, current and pending litigation issues. As you are aware, all discussions within this session are confidential;.:; ® therefore nothing from this meeting may be disclosed by those present. Representatives of the news media are allowed to attend this session, but must not disclose any information discussed during this session. > POLICE DEPARTMENT SPECIALTY PROGRAMS • Chief of Police > COMMUNITY DEVELOPMENT CODE REWRITE STATUS fem. • Community Development Director > AGENDA REVIEW 7:30 p.m. - - i. BUSINESS MEEriNG I i. 1.1 Call to Order - City Council et Local Contract Review Board 1.2 Roll Call 1.3 Pledge of Allegiance 1.4 Council Communications/Liaison Reports 1.5 Call to Council and Staff for Non-Agenda Items 7:35 p.m. 2. VISITOR'S AGENDA (Two Minutes or Less, Please) i 3 } 3 ! COUNCIL AGENDA - FEBRUARY 25, 1997 - PAGE 2 _ t , i i 7:45 p.m. 3. 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: 3.1 Approve City Council Meeting Minutes - January 21, 1997 3.2 Approve Resolution Amending the 1996/97 Adopted Budget for Municipal Court Software - Resolution No. 97- 3.3 Approve Resolution Amending the 1996/97 Adopted Budget for the Building 8t Electrical Funds - Resolution No. 97-0'7 a Consent Agenda - Items Removed for Separate Discussion: Any items requested to be removed from the Consent Agenda for separate discussion will be considered immediately after the Council has voted on those items which do not need discussion. 7:50 p.m. 4. CONTINUE PUBLIC HEARING ON THE TIGARD TRIANGLE DESIGN STANDARDS TO MARCH 11, 1997 - (HEARING WAS OPENED ON DECEMBER 17, 1997) G Staff Report at Recommendation: Community Development Director • Council Consideration: Motion to Continue Hearing to March 11, _ 1997 7:55 p.m. 5. STAFF UPDATE ON THE FINAL ORDER FOR COMPREHENSIVE PLAN AMENDMENT (CPA) 96-0009 SHRADER (REFERENCE PUBLIC f HEARING HELD FEBRUARY 11, 1997) - APPLICANT HAS WITHDRAWN APPLICATION • Staff Report: Community Development Director 8:10 P.M. 6. TIGARD BEYOND TOMORROW - VISIONING PROJECT UPDATE Staff Report: Assistant to the City Manager and Management Analyst 8:20 p.m. 7. METRO 2040 UPDATE • Staff Report: Community Development Director ~ j J ~ t COUNCIL AGENDA - FEBRUARY 25, 1997 - PAGE 3 ' T7 8:30 p.m. _ 8. STAFF RECOMMENDATION ON ANNEXATION POLICY, MEASURE 47, EXTENSION OF SEWER SERVICES • Staff Report: Community Development Director 9:00 P.M. 9. OVERVIEW OF COMMUNITY DEVELOPMENT DEPARTMENT Staff Report. Community Development Director 9:30 p.m. 10. DISCUSSION ON METRO GREENSPACES • Staff Overview: Community Development Director 10:00 P.M. 11. DISCUSSION ON PARK SYSTEM MASTER PLAN i. • Staff Report: Community Development Director 10:15 p.m. 12. NON-AGENDA ITEMS 10:25 p.m. 13. EXECUTIVE SESSION: The Tigard City Council may go into Executive Session under the provisions of ORS 192.660 (1) (d), (e), at (h) to discuss labor relations, real property transactions, current and pending litigation issues. As you are aware, all discussions within this session are confidential; therefore nothing from this meeting may be disclosed by those present. Representatives of the news media are allowed to attend this session, but must not disclgse any infnrmatinn Aicniccod A._.inn ri..c { . ..a _ ~_r........ i 1 10:45 p.m. { 14. ADJOURNMENT I iAadm\cathy\cca\970225.do COUNCIL AGENDA - FEBRUARY 25, 1997 - PAGE 4 j i I l IV vt Agenda Item No. 3 TIGARD CITY COUNCIL Meeting of u f ~C~ MEETING MINUTES - FEBRUARY 25, 1997 STUDY SESSION i % > Meeting was called to order at 6:30 p.m. by Mayor Jim Nicoli j > Council Present: Mayor Jim Nicoli, Councilors Paul Hunt, Brian Moore, Bob Rohlf, and Ken ' Scheckla. 1 > Staff Present: City Manager Bill Monahan; Senior Planner Dick Bewersdorff; Police Chief Ron Goodpaster; Community Development Director Jim Hendryx; Assistant to the City Manager Liz Newton; Associate Planner Duane Roberts; Building Official David Scott; Senior Planner Nadine Smith; and City Recorder Catherine Wheatley. x. > Executive Session: The Tigard City Council went into Executive Session at 6:30 p.m. under the provisions of ORS 192.660 (1) (d), (3), & (h) to discuss labor relations, real property ` transactions, current and pending litigation issues. > Executive Session adjourned at 7:28 p.m. 3 > Agenda Review a Bill Momhan City Mlnaeer, said that Ron Goodpaster, Police Chief, was present to discuss staffing issues with Council. Urban Services Staffing - Mr. Monahan reported that staff determined that they needed seven positions filled by May I in order to staff the urban services transfer. In addition to sending ads _ out. they would post the positions internally. Staff would return on March I 1 with a finding request for these positions. He said that Assistant to the City Manager Liz Newton would hold a press conference to provide the press with an explanation for why the City was filling those positions at this time. Mayor Nicoli reported that he spoke with two County Commissioners and John Rosenberger about. He said that Mr. Rosenberger said that they might be able to loan the City a building inspector for three or four months until the City had sufficient staff on board. I. BUSINESS MEETING • Call to Order - City Council & Local Contract Review Board Mayor Nicoli called the business meeting to order at 7:30 p.m. C^ Commun.ca ;anslLia~scr :cpc,s d Councilor Rohlf reported that the Solid Waste Task Force has found a business community representative; the Task Force membership is complete ti CITY COUNCIL MEETING MINUTES - FEBRUARY 25, 1997 - PAGE I s~ i Call to Council and Staff for Non-Agenda Items Mr. Monahan asked to discuss the Cook Park land acquisition suggestion. Mayor Nicoli announced that they would discuss issues pertaining to the police department i immediately following the Consent Agenda. 1 2. VISITOR'S AGENDA Jack Polans. 16000 SW Queen Victoria Place. King City, asked what the status was on an intergovernmental agreement between the Cities of Tigard and Lake Oswego regarding water. Mr. Monahan said that the discussion was limited to staff discussion at this time. The issues on the table dealt with rates, the formulation of rates, and the amount of water Tigard would purchase from Lake Oswego. The matter of purchasing a portion of the Lake 1 Oswego system was not under discussion at this time. Y. Mr. Polans referenced a 1994 consultant report that indicated that Lake Oswego was running short of water due to increased growth. Mr. Monahan commented that that report spoke to i Lake Oswego potentially expanding its plant but reiterated that the topic was not under discussion at this time. He concurred that Lake Oswego would have less water to sell to Tigard as Lake Oswego grew. He stated that that was why Tigard has acquired rights to a water supply from other sources. 3. CONSENT AGENDA Motion by Councilor Hunt, seconded by Councilor Rohlf, to approve the Consent Agenda. r~ id Motion was approved by unanimous voice vote of Council present. (Mayor Nicoli, Councilors 1 Hunt, Moore, Rohlf and Scheckla voted "yes.") j 3.1 Approve City Council Minutes: January 21, 1997 3.2 Approve Resolution Amending the 1996/97 Adopted Budget for Municipal Cow;, Software - Resolution No. 97-06 3.3 Approve Resolution Amending the 1996/97 Adopted Budget for the Building & Electrical Funds - Resolution No. 97-07 > Police Department Staffing Issues Ron Goodpaster. Chief of Police, reported that last year reported crime increased over 12%, ` accidents over 37%, and police responses to calls for help over 13% (over 45,000 responses). j He stated that the work load increased dramatically at a time when the department was down six 3 people. He explained that three of those positions were never filled (having only been authorized as of July 1, 1996). The other three sworn positions were recently vacated due to resignation, retirement or other action. Chief Goodpaster reviewed the actions taken by the department to deal with the workload issue. These included reassigning the School Resource Officer (currently assigned to the DARE program) to patrol duties, and looking at the other three nmitinns out<i*d-_ me core scnvic-- (operations, investigations, and records) to bring them back into core service support. He reported that two other sworn officers would be on extended medical leave until the end of the 1 CITY COUNCIL MEETING MINUTES - FEBRUARY 25, 1997 - PAGE 2 i t~ MINA I ' year at the earliest. In addition, two officers have advised of their plans to retire: one on July 1, { 1997 and one around January 1998. l Chief Goodpaster reported that he, the City Manager and the Finance Director have discussed this matter extensive. Discussion has been also taking place within the police department. In addition to the vacancies, the Department will soon be in "vacation season" which will further complicate providing adequate core service coverage. He asked for authorization to replace the three positions currently vacant but not the three tax-base positions that were never filled. He a commented that the two positions coming up for retirement gave them some flexibility to respond to Measure 47. Mr. Monahan recommended that the City fill those three positions now. He reported that three other currently vacant general fund positions (non police) would remain vacant until the budget cycle was completed. He said that he has begun talks with the school district about contributing k to the funding of the school resource officer program. j Councilor Moore asked for verification that the number of positions the department would be j short next year was 10. Mr. Monahan mentioned that they would not recruit to fill the two retirement positions until later on in the spring. Mayor Nicoli suggested that, since the department would lose another person on July I anyway, ~I l the Council should authorize the hiring of four people at this time. Councilor Hunt concurred. Councilor Scheckla asked how the department would handle the extended medical leave f vacancies. Chief Goodpaster said the department would be short two people in patrol for the length of the leaves. Councilor Scheckla asked about the officer at Washington Square. Chief Goodpaster explained that the Washington Square position was originally funded through a federal COPS grant; the I funding was about to run out. He said that they were considering expanding the scope of that officer's responsibilities beyond the footprint of Washington Square in order to allow him to respond to calls in the immediate area. He commented that Washington Square accounted for 25% of Tigard crime; an officer would be at Washington Square or in the vicinity in any case. I Councilor Rohlf commented that reasons for having an officer stationed at Washington Square included efficiency and response time. Chief Goodpaster concurred. He mentioned statistics ; the department kept to evaluate the effectiveness of the position at the end of the three-year l commitment. He explained that expanding the duties would not affect the statistical reporting because Washington Square by itself was one reporting grid, and anything that occurred outside Washington Square would be reported in a different reporting grid. Mayor Nicoli asked if the City paid the salaries of the two officers on medical leave. Staff explained that the City paid for one-third of the salary of the officer on leave due to a work related injury while Worker's Comp paid the rest. The Extended Disability Insurance Program covered the salary of the officer on leave due to a non-work related injury. CITY COUNCIL MEETING MINUTES - FEBRUARY 25, 1997 - PAGE 3 EE f I y Mayor Nicoli supported authorizing the hiring of five additional people, since the City did not pay the salaries of those on extended medical leave. Chief Goodpaster said that he wanted to check those numbers to be sure. In response to a question from Councilor Scheckla, the Chief advised that they did not need additional autos. .a j Wayne Lowry, Finance Director, spoke to staffs attempt to save money in order to have as large an ending fund balance as possible, given the uncertainties of Measure 47. He said that they 1 were waiting on the budgeted position vacancies until some of the Measure 47 issues were resolved. He said that he was uncomfortable with filling more than the three vacancies caused by attrition. He pointed out that during the budget cycle for next year. %.,hich would begin shortly, the City would determine how many police positions to add for 1997-98. He said that because of the nature of the police recruitment process, Chief Goodpaster would have sufficient names on his list to fill additional vacancies three months in the future. r Mayor Nicoli expressed concern about not letting the police staffing levels drop. Mr. Monahan pointed out that the staff recommendation was to hire three officers now with future j consideration of additional positions. He reviewed possible staff actions to alleviate the ! situation, including shifting youth programs and public information to the Community Service j Officer and code enforcement back to the Community Development Department. He said that staff would like the flexibility to work out the details and then recruit as necessary. Councilor Moore asked what the learning curve was for a new officer. Chief Goodpaster explained that it took seven to nine months to get an officer on the street from the time of I advertisement. The Council discussed the number of positions to authorize. Councilor Rohlf spoke for three, 1 Councilor Hunt for four, Councilor Moore for four to five, and Councilor Scheckla for three. Councilor Scheckla asked for more information on shifting code enforcement to Community Development. Jim Hendrvx. Community Development Director, stated that staff still needed to i discuss this option. He reviewed how the transfer of urhnn sera+ces from the County itupaard code enforcement. He said that they have just begun the discussions on the amount the County would pay to the City for code enforcement. He said that he would have to analyze Councilor Scheckla's concern about defining the number of hours spent within the city limits versus outside them. x Councilor Scheckla asked what the ratio was of officers to 1000 population. Chief Goodpaster said that currently the ratio was 1.3 but would be 1.5 if they were fully staffed. The Council continued to discuss the issue. Councilor Rohlf said that he was concerned about giving the department more people than they asked for because of the potential impact on other departments. He spoke for analyzing the additional positions. Councilor Moore expressed concern about reduced coverage during the training period. Mayor Nicoli expressed concern about the length of the training period also, noting the length was unique to the police department. ' Councilor Scheckla asked how the police reserves were utilized. Chief Goodpaster said that they currently had 10 police reserves and would like 15. He reviewed their training program which did not differ significantly from the sworn officer training program. He said that CITY COUNCIL MEETING MINUTES - FEBRUARY 25, 1997 - PAGE 4 4 l~ 1 1 currently the reserves transferred prisoners, assisted in patrol, backed up officers, and conducted tours and talks. He pointed out that most reserve officers were only available evenings or weekends. He commented that they used them quite a bit and found them tremendously useful. With three of the five Council members in favor, the Council authorized four positions for the police department. 4. CONTINUE PUBLIC HEARING ON THE TIGARD TRIANGLE DESIGN STANDARDS TO MARCH 11, 1997 - (HEARING WAS OPENED ON DECEMBER 17, 1997) Mr. Hendryx reported that the Task Force met with staff and the consultants and arrived at a consensus on some recommendations. However, a Task Force member representing some property owners in the Triangle submitted a letter listing several concerns. The Task Force 3 would meet next Monday to address those issues. Staff requested the hearing be continued to March 11, 1997. Motion by Councilor Rohlf, seconded by Councilor Hunt, to continue the hearing to March 11, 1997. " 1 Motion was approved by unanimous voice vote of Council present. (Mayor Nicoli, Councilors Hunt, Moore, Rohlf and Scheckla voted "yes.") 1 5. STAFF UPDATE ON THE FINAL ORDER FOR COMPREHENSIVE PLAN j AMENDMENT (CPA) 96-0009 SHRADER (REFERENCE PUBLIC HEARING HELD j FEBRUARY 11, 1997) - APPLICANT HAS WITHDRAWN APPLICATION 3 Mr. Hendryx reported that the applicant withdrew his application, and therefore this matter was no longer before the Council. He said that the applicant indicated that he intended to return with i a more complete application addressing design. Mr. Monahan reported that the Mayor spoke with the Mayor of Beaverton regarding this area. j Beaverton was doing a study of this area at this time and would share the information with Tigard staff. He noted the receipt of a letter from a citizen recommending further review of the Comprehensive Plan amendment language. He said that there might be more information on the planning for that area and a different set of criteria by the time the issue came back to the Council. Councilor Rohlf commented that his decision was based on that land remaining available for housing. He suggested that staff try to get the owners of the Haggen and Shrader properties together to discuss the possibilities of including both affordable housing and commercial uses. Mayor Nicoli said that Beaverton was studying the other side of Scholls Ferry. Mr. Hendryx confirmed that Beaverton was putting together a grant proposal to the State for a specific area plan for the area between the two Scholls Ferry Roads. Mayor Nicoli spoke to Beaverton and i Tigard cooperating on a master plan. { Councilor Scheckla noted the importance of considering mass transit in that area. Mr. Monahan said they would add that area to their list for discussions with Tri-Met at the staff level. CITY COUNCIL MEETING MINUTES - FEBRUARY 25, 1997 - PAGE 5 { 1 i - - i t 6. TIGARD BEYOND TOMORROW - VISIONING PROJECT UPDATE j Liz Newton. Assistant to the City Manager, reported that the Task Force was ready to get to work, having met two times already. Staff was providing them with background data on the issues within the different target areas. She noted other areas of focus as the two public open { houses and staff returning with the survey results to the community groups they addressed last fall. She mentioned that the intent of the open houses was to provide a final opportunity for the i community to provide input on their concerns and issues. She said that they were still on schedule. i 7. METRO 2040 UPDATE Mr. Hendryx reported that the Metro Council passed an amendment to the urban reserve language that has caused some concern among the local jurisdictions. Nadine Smith. Senior e ] Planner, explained that the concern was that the language exempted Metro from going through the established procedures to craft agreements between communities regarding the means by which urban reserve land was brought into the urban growth boundary. It also raised questions ? about the process local jurisdictions would go through for annexation, comprehensive planning and zoning. Mr. Hendryx mentioned that Tigard's situation was complicated because Tigard did not abut any urban reserves, having unincorporated Washington County in between. Ms. Smith noted the letters from Tualatin and Beaverton addressing this concern, and asked for Council direction _ to submit a letter objecting to the language change, and to make it available to MPAC at their w- meeting tomorrow night. i l Motion by Councilor Hunt, seconded by Councilor Moore, to direct staff to send out the letter as presented by staff. Motion was approved by unanimous voice vote of Council present. (Mayor Nicoli, Councilors 1 Hunt, Moore, Rohlf and Scheckla voted "yes.") ! The Council discussed the reaction of the region to this action by the Metro Council. Mr. Hendryx commented that the language was very difficult to understand but that he and Ms. } Smith concluded that it put Metro in a position of requiring that areas be brought in without l local or city involvement; it invalidated the city "veto" - the ability of a city to veto a request if i it could not serve the affected area. Mayor Nicoli commented that this issue was of greater concern to Clackamas County cities than to Washington County cities. Mayor Nicoli asked when the appeal clock would start ticking on the legal challenges to the urban reserves. Mr. Hendryx said that staff would report back on that. 3 The Council asked what other avenues were available for cities to pursue, if Metro decided to i move forward with the language change. Pam Beery, Legal Counsel, said that testifying before MPAC tomorrow night was a good opportunity. She mentioned rhar rn ;n;r;ar;. P rt, nea,- j Charter has been discussed at other jurisdictions. She stated that they could look at other opportunities at Council's direction. CITY COUNCIL MEETING MINUTES - FEBRUARY 25, 1997 - PAGE 6 z ( ' i r t i I i i j 8. STAFF RECOMMENDATION ON ANNEXATION POLICY, MEASURE 47, EXTENSION OF SEWER SERVICES Mr. Hendryx reviewed that Measure 47 called into question a city's ability to levy city taxes on newly annexed properties. The situation was further complicated by the language that required I a vote but did not define who voted. fie said that they were currently holding the two annexations in process until the matter was resolved. He reported a third annexation inquiry for a 50-acre property in the Walnut Island. He asked for reaffirmation of Council direction on this matter. Mr. Hendryx reviewed the issue of the requirement of annexation for services. He noted the interpretation that Walnut Island had to annex to the City in order to receive sewer. He advised the Council of the three options available to them: to continue to delay the process of annexations until the legislature resolved the issue, to request that staff proceed with annexation ( despite of Measure 47 and the taxation implications, or to allow sewer extension to Walnut t. - Island without annexation but require a non-remonstrance agreement. Councilor Hunt asked for a definition of non-remonstrance. Ms. Beery explained that it meant a that the property owners agreed that they would not object to annexation at a date in the future. She recommended annexing the property within 10 years, as that was an enforceable limit. She commented that it behooved the property owner to agree to a non-remonstrance because the City was providing a benefit to the property. Mayor Nicoli asked if the non-remonstrance agreement changed with development of the ! - j property. Ms. Beery said that the agreement ran with the land and that any future property l owners would be on notice through the title report that the property was subject to a non- - remonstrance. j ' Councilor Scheckla noted the taxation issue. Ms. Beery said that staff was here tonight to get direction from the Council on that issue. She noted the current belief that annexed properties could not be taxed by the cities under Measure 47. Mr. Monahan commented that a non- remonstrance agreement would allow the City to bring in the property at the time when it was most beneficial to the City to do so. _ i Mr. Lowry reported that the House Revenue Committee started to talk about the annexation issue last week and quickly realized how complicated it was. He said that staff did not know any more today then they had at the previous Council briefing, although it was encouraging that the Committee was looking at the annexation issue. J i Mr. Lowry reviewed several recommendations from the Local Government Committee of the League of Oregon Cities regarding how the procedure for annexation should work. This included a recommendation that if the property to be annexed had no registered voters living on it, then the property owners could consent to taxation by signing a petition. j Mr. Lowry stated that he thought the city was still at risk of annexing properties that might not be obligated to pay taxes. He noted another question of the taxation of vacant land annexed today t: at incieused significantly in value when developed. He said that he would raise that j concern at the House Revenue Committee, as it has not yet been discussed. { 5 k y ~ CITY COUNCIL MEETING MINUTES - FEBRUARY 25, 1997 - PAGE 7 A i F i t~ I Mayor Nicoli asked if a property owner could agree independently to pay the City the equivalent of city taxes. Mr. Lowry said he did not know but noted problems with what happened if the land subdivided to different owners. Ms. Beery expressed concerns about enforcing such an agreement and equal taxation. Mr. Hendryx said that the Council could delay the effective date of an annexation until Measure i 47 sorted out but that it still left the question unresolved regarding the City's ability to tax newly { annexed properties. Bill McMonaglr, Harris McMonagte Engineering, representing Randy Sebastian of Renaissance Development and 4 D Construction, owner of the two annexation requests currently on hold, ;t said that he saw nothing wrong with a non-remonstrance. He asked why a delayed annexation request would not work the same way as a non-remonstrance in running with the land and binding future property owners to it. y Mr. McMonagte said that if the Mayor and the Council changed their consensus arrived at i , during the last meeting that these properties could get sewer service, they needed to know that. t He asked if the City was as confident as the County that the urban transfer of services would occur on May 1. Mr. Monahan said that Council gave direction last week for staff to aim for a May I date for planning and building functions, with other functions taking longer as necessary. He said that Ms. Beery needed to work out the details of the IGA with the County Counsel but they hoped it was achievable by May I or shortly thereafter. He said that if Mr. McMonagle filed an application after May 1, it would be processed by the City. Mayor Nicoli commented that based j-' on his conversations with County Commissioners, the County has already moved towards adopting the necessary ordinances to implement this transfer. i Mr. McMonagle said that staff has indicated that even if they paid the fee prior to May 1, staff would be willing to review the plan but hold approval until after May 1. Mr. Monahan expressed concern that they have an adequate staffing level to handle requests prior to May 1. Mr. McMonagle said that he thought their application would come in around May I anyway because of the neighborhood meeting process. j Mayor Nicoli asked staff to report back on whether or not they had sufficient staff to cover Mr. McMonagle's request. Mr. Hendryx confirmed that he did discuss this idea with Mr. a McMonagle. While he has not analyzed the impact on staff, he did think that they could absorb 3 one development but not more. He concurred with the prudence of running the numbers first. Mayor Nicoli commented that Washington County very much wanted to get out of the business of providing urban services, and approached the three largest cities in the County first in order to transfer service from as many people as possible as soon as possible. He commented that Beaverton was now looking at the agreement between Tigard and the County, realizing the benefits to the transfer that they had not considered when they refused the opportunity previously. a Mr. cir.vuagic pointed out that the 1995 Legislature reaffirmed the direction given years ago that counties should get out of the urban business. He commented that the problems with j a CITY COUNCIL MEETING MINUTES - FEBRUARY 25, 1997 - PAGE 8 i _ i MONA I annexation now were a result of Measure 47. There has been no change in Tigard's Comprehensive Plan. Councilor Scheckla asked what would happen if Mr. McMonagle applied to Washington County. Mr. McMonagle said that the County would let them develop but pointed out that the development was within Tigard's sphere of interest and needed to work within Tigard's `i Comprehensive Plan. He said that if Measure 47 was not resolved within two years, delayed „ annexation was still a possibility for them. Mr. Lowry confirmed to Councilor Hunt that the tax implications of delayed annexation was an j issue the House Committee was considering. Mr. McMonagle commented that he thought that 1 if the Legislature did nothing about Measure 47, their inaction would render all Comprehensive Plans unenforceable. He agreed with Councilor Hunt that a non-remonstrance would achieve the desired result without getting involved with the taxation issue. 1 Mayor Nicoli proposed that staff return in two weeks with the estimates on the staff time needed to process Mr. McMonagle's application. 9. OVERVIEW OF COMMUNITY DEVELOPMENT DEPARTMENT I Mr. Hendryx introduced the section managers: Jill Aldrich, Development Services Team (DST) 1 Supervisor; David Scott, Building Official; Dick Bewersdorff, Current Planning; and Nadine Smith, Long Range Planning. Mr. Hendryx reviewed the formation of a Development Services Team in January 1995 to provide coordinated planning, engineering, and building support at the front counter as well as reception for City Hall. He noted that Community Development had a total of 27 employees. He mentioned the additional personnel hired over the last couple of years, and the Council approval tonight on the Consent Agenda of a Building clerical position and funding for plan review contract services if needed during the remainder of the year. { Mr. Hendryx said that they now had five Development Se: vice Technicians and a full time receptionist at the front counter, and an additional Plans Examiner. This staffing level has improved service, as well as the change in counter hours from 8 a.m. to 5 p.m. to 9 a.m. to 6 p.m. He said they have initiated the over-the-counter permit process slowly but it was working. He said that the dedicated building department fund set up last year was funding the building department. He reported that they would be reevaluating the new fees they adopted last year. He commented that Community Services performed a wide variety of services. Jill Aldrich, Development Services Team Supervisor, commented that the only City department with which Community Development did not interface was the Library. She reported that they fielded between 7000 to 8000 phone calls a year, and that the service standards for counter and telephone service were met. j Ms. Aldrich reviewed the accomplishments of the Team in the past two years. The Team was J cross trained as generalists in order to assist a wide variety of People. In addition this freed up j the specialist planners to concentrate on their areas of expertise. She noted the self-help desk i with the possibility of modem access. She said that by cleaning up the system, staff reduced the cost of transferring data from DOS to Windows from $80,000 to $49,000. She reported that of ~ r CITY COUNCIL MEETING MINUTES - FEBRUARY 25, 1997 - PAGE 9 t e ___NA .~srr~®■ T7 i ; the first 35 building permits processed this year, 18 went through the over-the-counter permit ,q ta~ process (in and out within 45 minutes). She noted how the staff, because of cross training, had reduced the length of the regular permit process. :j Mayor Nicoli asked if the database information could be made available through the City's webpage. Ms. Aldrich said that was a possibility but expressed concern for security of the data. She said that she was attending a conference session soon on that topic. David Scott Building Official, noted their primary functions of reviewing building project plans, performing inspections, and certifying the occupancy of buildings. He said that last spring and summer they had difficulty meeting their service standards due to the unusually heavy activity and their difficulty in finding another qualified plans examiner. However they contracted out to a Salem firm for plan review service, and then were able to meet the standards. Mr. Scott said that, while they were expecting the same level of activity this year, they thought 1 they could meet the service standards with the additional plans examiner. However, the money authorized tonight by Council would cover contract plan review services if that did not prove to be the case. The additional clerical position would help free up inspectors from data entry which would help the understaffing situation. The transfer of urban services from the County would also help with that situation. :i j Mr. Scott said that they would like to change the standard for the Inspection telephone line to 6 p.m. in order to facilitate the process for getting building inspectors to a job site. He reviewed how it would work and said he thought that the contractors would find it a good change. l € Dick Bewersdorff Senior Planner, noted that Current Planning was the development review arm of the department to implement the development code. He pointed out that while they lost one planner to the DST function, because the DST handled routine questions, they accomplished the same amount of work with three planners as they had with four. I Mr. Bewersdorff commented that the regulations were getting more complex due to the difficult to^^^taph . of the tll. c possible Yvb°Y'V iiu~g !ands, IVle S move 111 UIC JLatC LUN'al U$ 1l1UlC U15OCC l1VIlarV decisions, the impact of the Metro 2040 plan, the Goal 5 Water Resources Requirements and the Tigard Triangle design review requirements. Nadine Smith. Long Range Planning, reviewed the primary responsibilities of their four planners, including Comprehensive Plan zoning map amendment requests, annexations, technical studies, transportation, urban design, maintaining the GIS system, staffing CIT I meetings, the Downtown Merchants Association, and the Community Development Block Grant Board as needed, and representing the City at regional meetings on growth management issues. i Ms. Smith commented that the challenge next year was to analyze the necessary revisions to the j Comprehensive Plan in order to implement the Functional Plan and to analyze the impacts of Measure 47 on annexations. She said that they were trying to get approval of applications for TGI grants. She mentioned their intent to provide more information on the City's webpage. S ~ j Mr. Hendryx commented that as he did not hear any objections to changing the inspector line, k they would move forward with public notice to make that change. CITY COUNCIL MEETING MINUTES - FEBRUARY 25, 1997 - PAGE 10 t LLL~~~ N w Mayor Nicoli complimented the Community Development staff on the changes they made. He stated that he no longer receives phone calls complaining about the process. Councilor Moore said in his position at PGE he has talked with builders who have told him that Tigard was the best city to deal with in the Metro area. 10. DISCUSSION ON METRO GREENSPACES Councilor Hunt reported that the greenspaces would be reviewed at a meeting next Wednesday. a 11. DISCUSSION ON PARK SYSTEM MASTER PLAN Duane Roberts. Associate Planner, noted that the current parks plan was 10 years old and did not contain the action element required to comply fully with the state SDC statutes. He said that staff was developing a process for updating the park master plan to be managed by the Planning Commission and including a lot of public involvement. He asked for feedback from the Council on the process. i Councilor Hunt asked if March was a realistic date for staff to report back to Council, given their intent to present to the CITs. Mr. Hendryx said that May or June was more realistic. Councilor Scheckla commented that the 1987 plan was only 10 years old and asked if staff intended to utilize portions of it in the new plan. Mr. Roberts stated that they would review the j old plan and use any portions of it that they could, especially the historical information. He noted that the old plan contained a list of community priorities for park improvements and a list of lands identified for parks acquisition which staff would revisit. He stated that they would " hire a consultant to do the master plan, having included the necessary $40,000 in the SDC recalculation. He said that the process would take at least six months. Mr. Roberts explained that the old plan did not include the inventory of potential park lands i that was now required. He confirmed the Mayor's comment about potential joint usage of j sites, stating that the school district had three sites they would like the City to consider for partnership opportunities. Mayor Nicoli expressed concern that the recommended membership of the Task Force appeared to primarily consist of special interest groups. He suggested this matter be analyzed just prior to forming the Task Force. Mr. Hendryx said that he saw this as an opportunity to get the Planning Commission back into working with community development (they have indicated an interest in doing so). He said that he thought the Planning Commission could manage the project with input from other interest groups to reach a recommendation for Council. He commented that the process would be an open process. 1 Mayor Nicoli concurred with the Planning Commission taking on this project and working with the special interest groups but reiterated his concern that the public other than special interest { groups also have input into the process. Mr. Roberts commented that other jurisdictions i - - - undergoing simn p-..~e~ooo recommended ncinn n format committee with renresentatives ' from all interest groups. 1 _ 7 CITY COUNCIL MEETING MINUTES - FEBRUARY 25, 1997 - PAGE I 1 E a I 1 a f i Councilor Scheckla asked if it would be appropriate to bring back the Parks Board. Mr. Monahan said that he did not think that would be appropriate at this time. He noted that they consolidated their boards because of the staff time involved in staffing them. He spoke to continuing with the Planning Commission as currently set up. j 12. NON AGENDA ITEMS > Cook Park Land Acquisition Councilor Hunt presented a report on the history and work of the Cook Park Task Force in investigating the purchase of the Gray property for park expansion, referencing a map of the study area. The Task Force included the Mayor, Councilor Hunt, and representatives from youth team sports. He noted the eventual inclusion of representatives of environmental interests on the Task Force, the involvement of Metro, and the involvement of the Department of State Lands through Bill Parks. He reviewed the extent of the wetlands, and said that they have backed off on a second road through the park that would have crossed over the wetlands because of the intense concern from various groups. l Councilor Hunt reviewed the possibilities for filling in a ditch, wetland mitigation, building two covered picnic areas, building a viewing gazebo for the wetlands, and creating a new man- made lake to buffer the athletic fields from the wetlands. He said that the State was not receptive to putting organized fields in the area under discussion. Councilor Hunt said that the Task Force recommended to the Council to purchase the Gray i . property only. Councilor Hunt confirmed to Councilor Scheckla that they were recommending only one road into and out of the park. Councilor Rohlf expressed concern at only one access, contending that it was a serious design flaw considering the athletic fields going in there. The fields would generate considerable traffic. Mayor Nicoli explained that at the most they would get four new plus ing fields out of the 12 ihey had hoped for. This was due to Fisher Environmental's conclusion that the dairy property would have to be converted back to its original wetlands state. Councilor Rohlf asked if they could swap non-wetlands areas with wetlands areas to create space for athletic fields. Mayor Nicoli said that Mr. Parks of the DSL would not tolerate that suggestion. He noted that it was the environmentalists on the Task Force who made the same suggestion, not the team sports people. 13. EXECUTIVE SESSION: The Tigard City Council went into Executive Session at 10:20 p.m. i under the provisions of ORS 192.660 (1) (d), (3), & (h) to discuss labor relations, real property yy~ transactions, current and pending litigation issues. CITY COUNCIL MEETING MINUTES - FEBRUARY 25, 1997 - PAGE 12 4 7 f i I~ F 7 14. ADJOURNMENT: 11:05 p.m. Attest: Catherine Wheatley, City Recorder Ci y of Tigard ate: t i CITY COUNCIL MEETING MINUTES - FEBRUARY 25, 1997 - PAGE 13 I COMMUNITY NEWSPAPERS, INC. Legal i' Notice TT 8737 P.O. BOX 370 PHONE (503) 684-0360 BEAVERTON, OREGON 97075 R E C E I V E D Legal Notice Advertising FEB 2 4 1997 ! amity of Tigard • ❑ Tearsheet Notice CITY OF7IGARQ 13125 Sod Hall Blvd. °PigardrOregon 97223 • ❑ Duplicate Affidavit *Accounts Payable e j t' V t i AFFIDAVIT OF PUBLICATION 3 ' T ~r STATE OF OREGON, 1 COUNTY OF WASHINGTON, ) I I Kathy Snyder being first duly sworn, depose and say that 1 am the Advertising Director, or his principal clerk, of th6-j-cj.7rd-Tualat,in -4mes a newspaper of general circulatioq as d9fined in ORS 193.010 t and 193.020; published at Tictard in the aforesaid county and state; that the f City C~ncil Business Mtcr a printed copy of which is hereto annexed, was published in the entire issue of said newspaper for ONE successive and consecutive in the following issues: February 20 1997 Subscribed and sworn to .b fore me thiR70t-h day of Fahrt CF CIAL =EhL ` i RCf A. EURGESS NOTAF ; JSLIC - OREGON No ~ Public . for Oregon COMMwS;Otl110. 024552 a My Commission Expires: MY COr t'•s,F 310;1 E il'ii9~__ MAC Y 18• try AFFIDAVIT The following meeting highlights are published for your information- Full agendas may be obtained from the City Recorder, 13125 S.W. Hall Boulevard, Tigard Oregon 97223, or by calling 639-4171. CITY COUNCIL BUSINESS MEETING February 25, 1997 TIGARD CITY HALL-TOWN HALL 13125 S.W. HALL BOULEVARD, TIGARD, OREGON Study Meeting (Red Rock Creek Room) (6:30 P.M.) • Executive Session • Agenda Review • Update: Police Department Specialty Programs • Update: Community Development Code Rewrite Business Meeting (Town Hall) (7:30 P.M.) • Public Hearing - Consider staff recommendation to continue the I"') public hearing on the Tigard Triangle Design Standards to March 11, 1997. • Consider final order to adopt findings denving the Shrader request for a Comprehensive Plan Amendment • Hear a report on Measure 47 and Annexation Issues • Discuss Park System Master Plan Discuss Metre Grccaspaces Program • Review report on Community Development Department Standards TT8737 - Publish February 20, 1997. { ! s; COMMUNITY NEWSPAPERS, INC. Legal P.O. BOX 370 PHONE (503) 684-0360 Notice TT 8 7 3 6 BEAVERTON. OREGON 97075 f . RECEIVED Legal Notice Advertising ❑ Tearsheet Notice FEB 2 5 1997 'City of Tigard ° 13125 SW Hall Blvd. CITY OI; a1GARD °Tigard,Oregon 97223 • ❑ Duplicate Affidavit 'Accounts Payable • AFFIDAVIT OF PUBLICATION ;•o STATE OF OREGON, )as. COUNTY OF WASHINGTON, )1 ( Kathy Snyder being first duly sworn, depose and say that 1 am the Advertising Director, or his principal clerk, of the IQard-Tualatin Times i c a newspaper of general circulation as defined in ORS 193.010 and 193.020; published at Tigard in the aforesaid county and state; that the j Hi-g tal midget a printed copy of which is hereto annexed, was published in the entire issue of said newspaper for ONE successive and consecutive in the following issues: February 20,1997 Subscribed and sworn to beforerme this 20th Aa of FPhru 997 y O lCIAL SEAL 1.: J a U t ,fit, ROE-!N A. BURGESS ~Y;rrr~ Cc • ~~ccgrrJ 1 NOTAP.. JSLIC - OREGON _ Notidy Public for Oregon COMMwS:OfJ P*. 024552 MY COfAt:ISSION E %^'IRES MAY 16,199' My Commission Expires: AFFIDAVIT _ PUBLIC MEETING The City of Tigard City Council will hold a public meeting on Tuesday, February 25, 1997, at 7:30 P.M., at Tigard City Hall. Among the items on the agenda is a supplemental budget to provide additional budget authority in the amount of $42,392 in the building fund and S9,408 in the electrical fund. The increased budget authority is offset by increases in development revenues. TT8736-Publish February 20, 1997. I , :-4? AGENDA ITEM NO. 2 -VISITOR'S AGENDA DATE : .4,19- 07 a (Limited to 2 minutes 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 I' meeting. Thank you. STAFF NAME, ADDRESS & PHONE TOPIC ~ CONTACTED A, P ;4 E3 a , 3 - - - y i;Wdm%jolvinitsht.doc _ I depending on the number of person wishing to testify, the Chair of the Council may limit the amount of a each person has to speak. We ask you to limit your oral comments to 3 - 5 minutes. The Chair may ::a F further limit time if necessary. Written comments are always appreciated by the Council to supplement oral testimony. i( AGENDA ITEM NO. 4 DATE: February 25, 1997 CONTINUE PUBLIC HEARING ON THE TIGARD TRIANGLE DESIGN STANDARDS TO MARCH 11, 1997 - (HEARING WAS OPENED ON DECEMBER 17, 1996) t f PLEASE SIGN IN TO TESTIFY ON THE ATTACHED SHEETS f i - i oponent (Speaking in Favor) Opponent (Speaking Against) Name, Address and Phone No. Name, Address and Phone No. Name, Address and Phone No. Name, Address and Phone No. ,j Name, Address and Phone No. Name, Address and Phone No. E. Name, Address and Phone No. Name, Address and Phone No. Name, Address and Phone No. Name, Address and Phone No. Name, Address and Phone No. Name, Address and Phone No. 6 Name, Address and Phone No. Name, Address and Phone No. 3 Name, Address and Phone No. Name, Address and Phone No. 4 Y Name, Address and Phone No. Name, Address and Phone No. ® s 1 h . fU AGENDA ITEM # 3 For Agenda of February 25. 1997 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Budget adjustment for the purchase of Municipal Court Software. PREPARED BY: Wayne DEPT HEAD OK W CITY ADMIN OK _ 041= ISSUE BEFORE THE COUNCIL Shall the City Council approve an increase in the budget for the Municipal ;j Court to purchase new software. STAFF RECOMMENDATIO Staff and The Municipal Cour Court Judge recommend the budget adjustment. INFORMATION S7MMARy The current 1996/97 adopted budget includes $12,000 for the acquisition and installation of new software for the Municipal Court. The current software has been in use since 1989 and several functions still do not adequately meet the needs of the Court. r, bid process produced several responses that have been reviewed and evaluated. The proposal from Justice Systems Inc. was determined to be most responsive to the City's needs. The total cost of the Justice Systems 3 package is $21,065. This includes installation, training and maintenance. i The costs related to the Municipal Court are funded by the collection of traffic fines. Fines revenue was estimated at $235,000 in the adopted (r budget. Due to increased citation activity by the Police department and a { higher than anticipated fine per citation, we are projecting fine revenue f through the end of the fiscal year at $269,000. This projected increase more than makes up for the greater than anticipated cost of the proposed software. The attached resolution appropriates contingency in the general fund in the amount of $9,000. This will provide the budget authority to move ahead with i the purchase of the Justice System Software. Both the Police Department and ! the Municipal Court Judge support the decision to purchase the Justice System-software.--A-memo-from-the-Judge-is-attached.------------------------ OTHER ALTERNATIVES CONSIDERED Delay and include in 1997/98 budget proposal. FISCAL NOTES Increases court budget by $9,000 and reduces general fund contingency by 9,000. 1 I 1 MEMORANDUM CITY OF TIGARD, OREGON TO: Wayne Lowry, Finance Director FROM: Judge Michael O'Brien DATE: February 13, 1997 SUBJECT: Court Case Management Software I am writing to recommend favorable Council action on the Resolution authorizing the purchase of new case-management software for the Tigard Municipal Court. The new system would greatly enhance the Court's ability to monitor traffic, misdemeanor and code-enforcement cases and dockets as they proceed from arraignment to final disposition. The present system is unreliable and requires constant maintenance and time-consuming reindexing of data by our court staff. The system will enable us to generate reports that will assist in C, improving case management and provide useful information to other departments. The ready t; availability of detailed case histories will eliminate the slow and tedious manual process now in place to review complex cases with multiple citations or parties. The system will automatically track case dispositions (such as probation) and compliance with financial commitments to the court. Finally, the system would automatically cre-ate court documents such as suspension I r I notices and thereby free our staff for other tasks. ( I, Technically, compatibility with Microsoft Word will facilitate generation of documents and analyses for review by Council, court staff and other departments (not to mention my office computer). The "party search" feature will enable court staff to more efficiently search the court database by name, case number, date of birth, social security number, driver's license number and state. The present system only permits searches by name or case number. The security 11 features of the new system are quite advanced as well. I i The proposed software system will, I believe, enhance the efficiency of the court in processing the high volume of cases (currently 6,000 annually) filed with us. If necessary, it also has the capability to adapt to significantly higher volumes in the future. a f I AGENDA ITEM # For Agenda of Fahruary 25 1997 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY i ISSUE/AGENDA TITLE Supplemental Budget adjustment for Building contracts And additional clerical position PREPARED BY: Wayne DEPT HEAD OK CITY ADMIN OK"_ I ISSUE BEFORE THE COTJNCTT, - - ' Shall the City Council approve a supplemental budget to cover the costs of increased plans examination and the addition of a data entry clerical position in the Building and Electrical dedicated funds. The City is obligated to use dedicated development revenues to fund development f services____________________________________________________________________ _ STAFF RECOMMENDATION Staff recommends the approval of the supplemental budget. TNFORNLATION SUMMARY ! ue to staff vacancies early in the fiscal year, the budget for contracts 3 ith outside plans examiners was exceeded. In addition, due to the volume of plans examination work, the City has continued to contract out plans 1 examination. The 1996/97 adopted budget only allowed for $6,000 for such work. This supplemental budget increases the contract service line item to $50,600 which is the projected expenditure through the end of the fiscal . year. ss, F. In order to cope with the volume of development activity, a strategy has been developed to shift data entry away from inspectors by having lower cost clerical support do this work. This was not anticipated in the current adopted budget and is therefore included in this supplemental budget. The Building department is requesting one clerical position to be hired at the %a Administrative Specialist I entry level. The amount budgeted includes wages and benefits and associated materials and equipment to fund this position beginning April 1, 1997. i I Building and Electrical fund revenues are anticipated to exceed our revenue estimates. This supplemental budget includes an adjustment to the revenue j estimates in both the building fund and the electrical fund which more than 1 offset the amount of the additional budget requests. Building revenues are anticipated to exceed budget estimates by $279,000 and Electrical revenues are anticipated to exceed budget estimates by $110,000. - i i I 1 1 0 he attached resolution makes the necessary changes to the adopted budget to rovide for the new position and the increased contract costs as well as the increased revenues. ?y OTHER Ar TFRNATTVPR CON TD RFD n/a FTSCAT NOT Increases budget appropriations in the building budget unit by $51,800. Increases revenue estimates in the building fund by $279,000 and in the electrical fund by $110,000. N - F IIi I~ 1 j 3 f t 01. I i i CITY OF TIGARD ` CmrrmunityDmdopmml _ Shaping A Better Community MEMORANDUM CITY OF TIGARD TO: Bill Monahan y FROM: Jim Hendry / i DATE: February 14, 1997 j SUBJECT: Clerical Position Justification The primary purpose of this position is to allow the building inspectors time to do what they do best and not require them to spend their time doing data entry. They currently have to enter inspection notes and results into the permit tracking system (Tidemark) that the City uses. It is expected that _ the inspectors individually will have an additional one-half to three-quarters of an hour a day to make inspections. This will make a big difference in their work load and allow them time to make quality inspections. An additional benefit will be that inspection requests (which are phoned in daily), background ' i information, etc., will be processed and ready for the inspectors at the beginning of their work day, allowing them more time to spend in the field. The position will also do routine filing and other o" - clerical work. The current temporary position ihat the division is using for filing and oilier ciericai t work, will be eliminated. E As you recall, Building is funded by a dedicated fund and is not supported by the general fund. Revenues are currently higher then projected and are expected to remain that way for at least the coming year. ,y z i si i AGENDA ITEM # t-4 FOR AGENDA OF 2/25/97 CITY OF TIGARD, OREGON a COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Tigard Triangle Design Standards PREPARED BY: Nadine Smith DEPT HEAD OK (2~TY ADMIN OK (n/1~►` ISSUE BEFORE THE COUNCIL Should the Council continue the public hearing on the Tigard Triangle Design Standards to the March If, 1997 City Council meeting? f F. STAFF RECOMMENDATION In order to provide Council with enough time to review the documents, staff is recommending that the public hearing be continued to March 11th. INFORMATION SUMMARY t the public hearing on December 17, 1997, City Council approved rezoning and comprehensive plan amendments for the Triangle to create a Mixed Use Employment zone. The public hearing was left open until . February 25th to allow the Triangle Task Force to create design standards for the Triangle and return to City Council. E. 4 The Task Force has met several times and has completed its review of the design standards. They have asked ( j the consultants to redraft the standards to reflect their review and mail the document out to them for their review final comments that they may have. The consultants are preparing to do this by February 21st. The Task Force has assumed that another meeting will not be necessary and that the standards can then be forwarded to Council for their review. OTHER ALTERNATIVES CONSIDERED Hold the public hearing on February 25th. FISCAL NOTES 1 None J =j POITMIDEISUM\TRIOES SUM - j _ '1 1 a ~b AGENDA ITEM # JC FOR AGENDA OF Februa 25. 1997 I CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Shrader Comprehensive Plan Amendment Findings PREPARED BY: Laurie N. DEPT HEAD OK CITY ADMIN OK ISSUE BEFORE THE COUNCIL t The City Council denied the request for a comprehensive plan amendment for Shrader Trust at the Feb. I I t: hearing. The applicant has since withdrawn his application and no further action is necessary by Council. STAFF RECOMMENDATION No action necessary. + INFORMATION SUMMARY f he applicant has submitted a letter withdrawing his application. No further action is neccessary by Council. OTHER ALTERNATIVES CONSIDERED Not applicable to this City Council item. FISCAL NOTES Not applicable to this City Council item. ' : 1 0cimViMs=.4y,96.o02 wv f e FEB 1? '97 16:19 FR011:6TOEL RIVES 5032202460 T-028 P.02/02 F-041 STOEL RIVES LLP A 'F T D R N E Y S -••I• STANDARD INSURANCE CENTER ' .roO SW FIFTH AVENUE, SUITE 2]00 ' PORTLAND, UREOON -/7201.126A 11WA#003)2214390 Far (50)220-24W Intcmcl: www.stwi.com February 13, 1997 MICHAEL C. ROSIMON f~ Direct Dial ` . (503) 294-9194 I email mcrobinsonCstoeLcom VIA FACSIMILE Mr. James N.P. Hendryx, Director City of Tigard Community Development Deparunent 13125 SW Hall Blvd. Tigard, Oregon 97223 Re: CPA 96-0009, Shrader/Coe Dear Mr. Hendryx: This law firm represents the applicants. The applicants have instructed me to 'I.. withdraw this application prior to the City Council's adoption of a final written order. Please call me if you have any questions about this letter. Very truly yours, E 'Michael C. Robinsorf l.k) MCR:Ixh cc: Mr. Dale Shrader (via facsimile) Mr. E. William Gross (via facsimile) Mr. Gary Coe (via facsimile) Mr. Robert Lefevre (via facsimile) Mr. Timothy V. Ramis (via facsimile) Ms. Laurie Nicholson (via facsimile) Mr. Stephen T. Janik (via facsimile) ~yy I PDXIA661m.1 999Wa a I CITY OF TIGARD I OREGON February 25, 1997 I Honorable Jon Kvistad, President Officer and Metro Councilors j Ladies and Gentlemen: ! This letter is in response to an action taken by the Metro Council at the meeting of February 20th that amends the Metro Code as it relates to Urban Reserve planning. Specifically, Section ! 3.01.012(e)(2) appears to provide for an amendment to the UGB without city agreement or annexation under certain conditions. I We are concerned with the content of this amendment and that this amendment would be f proposed for a Council vote without the input of the cities in the region. While we are aware of the need to comply with the 2040 Growth Concept, as well as the State's requirements to meet f housing and a 20 year buildable land supply, it is not acceptable to the cities of Washington County to have the dictatorial language in the Code to allow Metro to move the UGB in specific locations at their pleasure without the agreement of the local jurisdiction that will need to service j that locale. f 1 We are all committed to meeting the goals of 2040 and Statewide Planning Goals. We, in the j cities of Washington County, are prepared to do the job necessary to meet those objectives. } However, we do not need nor do support this type of Code domination. Si c~rahy, t ! Jim Nicoll, 1 61Mayor r i tLLR1LNVW1NEWG8.00C 1 13125 SW Hall Blvd., Tigard, OR 97223 (503) 639-4171 TDD (503) 684-2772 I CITY OF TUALATIN PO BOX 369 \ TUALATIN, OREGON 97062.0369 (503) 692.2000 TDD 692.0574 j February 20. 1997 i Honorable Jon Kvistad. Presiding Officer and Metro Councilors i- i Ladies and Gentlemen. i am respondlnp to information I received only minutes ago regarding a vote today by the CounaI cn the Metro Code amendments that apply to Urban Growth Boundary adjustments. I admit that the information 1 have Is sketchy and this is a rather hurtled reply, so my understanding of the amendment may be incomplete or out of context: However, .I feel it necessary to get this point into the record. The amendment in question, 3.01.012(c)(2), appears to provide for an UGB amendment without city agreement or annexation under cer(aln 999 conditions. l While we are perplexed why such an amendment to the Code would be proposed for a Council I vote without the input of the cities in the Region. we are even more dismayed that the Council would consider such an action in the Code While we are aware of the need to comply with the 2040 GrcvAh Concept, as well as the State's requliemenls to meet housing and a 20 year buildable land supply, it is not acceptable to the cities of Washington County to have the j dictatorial language in the Code to allow Metro to move the UGB in specific locations at their I pleasure without the agreement of the local jurisdiction that will need to service that locale. We are sll committed to meeting the goals of 2040 and Statewide Planning Goals We in the cities of Washington County are prepared to do the job necessary to meet those objectives However wo do not need. nor do we support this type of Code domination. Sincerely, - - ou Ogdan, Mayor of Tuaiaiin cc Mayors of Cities in Washington County City Managers m Washington County Richard Kidd. Councilor. Forest Grove -APAC Representatives and Atlemates to - ll '0 CITY of BEA'VERTON n " 4755 S.W. Gndlat Dme. FO. 5ax 4755. 13- .e[ton. OR 97076 TEL: (50.77 528-2481 V/TDD FAX: (503) 526.2571 ' ~~NTEN^~\^~ :tOB DRAKE MAYOR " February 20. 1997 I Honorable Jon Kvistad. Presiding Officer Metro Councilors b Ladies and Gentlemen: I am responding to information I received only this afternoon regarding a vote today by the X Council on the Metro Code amendments that apply to Urban Growth Boundary adjustments. The information I have is sketchy and this is a hurried reply so, my understanding of the 3 amendment may be incomplete or out of context. However. I feel it necessary to get this point into the record. The amendment in question, 3.01.012(c)(2), appears to provide for an UGB f aymendmew without city agreement or annexation under certain conditions. _ `gym deeply concerned why such an amendment to the Code would be proposed for a Council vote without the input of the cities in the Region. I'm more confused why the Council would consider such an action in the Code. While I'm aware of the need to comply with the 2040 Growth Concept, as well as the State's requirements to meet housing and a 20 year buildable land supply, it is not acceptable to the cities of Washington County to have the dictatorial language in the Code to allow Metro to move the UGB in specific locations at its pleasure ; without the agreement of the local jurisdiction that will need to service and do planning for that n area Beaverton and the other cities to Washington County are committed to meeting the goals of 2040 and Statewide Planning Goals. In addition, the cities of Washington County are a prepared to do the job necessary to meet those objectives However. we do not need. nor do we support this type of significant last-minute changes and arbitrary Code domination by _ Metro Sincerely, Rob Drake k Mayor ;cc. Mayors of Dues in Washington County City Managers in Washington County M PAC' Representatives and Alternates mow I j 95 (3) Within 1 year of Metro Council adoption of the urban reserve map, 96 the Metro Council shall modify the Metro 2040 Growth Concept to 97 designate regional design types consistent with the Metro 2040 98 Growth Concept for all designated urban reserves. l 99 (4) First tier urban reserves shall be included in the Metro Urban 100 Growth Boundary prior to other urban reserves unless a special a 101 land need is identified which cannot be reasonably accommodated 102 on first tier urban reserves. 103 I 104 (e) Urban Reserve Plan Required 105 A conceptual land use plan and concept map which demonstrates compliance 3 106 with the RUGGO and the 2040 Growth Concept design types and any applicable 107 functional plan provisions shall be required for all major amendment applications 108 and legislative amendments of the urban growth boundary including at least the 109 following, when applicable: 110 (1) Provision for either annexation to a city and any necessary service i 111 districts at the time of the final approval of the urban growth 112 boundary amendment consistent with 3.01.065 or an applicable 113 city-county planning area agreement which requires at least the 114 following: 115 (A) City or county agreement to adopt comprehensive plan 116 provisions for the lands added to the urban growth boundary which comply with all _i 'T)17 requirements of urban reserve plan conditions of the urban growth boundary i ` 118 approval; 119 (B) City and county agreement that lands added to the urban j 120 growth boundary shall be rezoned for urban development only upon annexation or 121 agreement for delayed annexation to the city and any necessary service district . 122 identified in the approved Concept Plan or incorporation as a new city; and 123 (C) County agreement that, prior to annexation to the city and j 124 any necessary service districts, rural zoning that ensures a range of opportunities I 125 for the orderly, economic, and efficient provision of urban services when these lands j 126 are included in the urban growth boundary remains in place until city annexation 127 and the adoption of urban zoning. j 128 (2) Notwithstanding (1) above, the Metro Council may approve a major 1.9 or legislative amendment to the urban growth boundary if the I 1310 proposed amendment is required to assist the region to comply 131 with the 2040 Growth Concept or to assist the region, a city or y 1:2 county in demonstrating compliance with statute, rule, or statewide 1.3 goal requirements for land within the urban growth boundary. 134 These requirements include HB 2709, ORS 197.303, the statewide 135 planning goals and Regional Urban Growth Goals and Objectives. 136 (3) The areas of Urban Reserve Study Areas #15 and #65 are so 137 geographically distant from existing city limits that annexation to a I 138 city is difficult to achieve. If the county and affected city and any a 1 39 necessary service districts have signed an urban service .+l40 agreement or an urban reserve agreement coordinating urban j I February 21, 1997 Draft Page 3 4 i 9 i 141 services for the area, then the requirements for annexation to a city 142 in (1)(B) and (1)(C) above shall not apply. 143 (4) Provision for residential densities of at least 10 dwelling units per 144 net developable residential acre; 145 (5) Demonstrable measures that will provide a diversity of housing 146 stock that will fulfill needed housing requirements as defined in j 147 Oregon Revised Statutes 197.303; 148 (6) Demonstration of how residential developments will include, 149 without public subsidy, housing affordable to households with 150 below median incomes; 151 (7) Provision for sufficient commercial and industrial development for 152 the needs of the area to be developed and the needs of adjacent 153 land inside the urban growth boundary consistent with 2040 k 154 Growth Concept design types; 155 (8) A conceptual transportation plan consistent with the Regional 156 Transportation Plan, and consistent with protection of natural 157 resources as required by Metro functional plans; 158 (9) Identification, mapping and a funding strategy for protecting areas 159 from development due to wildlife habitat protection, water quality 160 enhancement and mitigation, and natural hazards mitigation. A 161 natural resource protection plan to protect fish and wildlife habitat, 162 water quality enhancement areas and natural hazard areas shall - 163 be completed as part of the comprehensive plan and zoning for } 164 lands added to the urban growth boundary prior to urban 165 development. The plan shall include cost estimates to implement a 166 strategy to fund resource protection; 167 (10) A conceptual public facilities and services plan, including roug h 168 cost estimates for the provision of sewer, water, storm drainage, 169 transportation, fire and police protection facilities and parks, 170 including financing strategy for those costs; 171 (11) A conceptual school plan which provides for the amount of land 172 and improvements needed for school facilities. Estimates of the 173 need shall be coordinated among affected school districts, the = 174 affected city or county, and affected special districts consistent with 175 the procedures in ORS 195.110(3), (4) and (7); 176 (12) An Urban Reserve Plan map showing, at least, the following, when 177 applicable: 178 (A) Major roadway connections and public facilities; 179 (B) Location of unbuildable lands including but not limited to 180 steep slopes, wetlands, floodplains and riparian areas; 181 (C) General locations for commercial and industrial lands: 182 (D) General locations for single and multi-family housing; 183 (E) General locations for public open space, plazas and 184 neighborhood centers; and 185 (F) General locations or alternative locations for any needed 186 school, park or fire hall sites. February 21, 1997 Draft Page 4 t AGENDA ITEM # ' FOR AGENDA OF Fcbuarv 1 D7 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Annexation policy measur 47 extension of sewer services PREPARED BY: Laurie N DEPT HEAD UK n I Yom- CITY ADM1N OK W~ ISSUE BEFORE THE COUNCIL City Council had voted to delay annexation in December. Council needs to decide how to proceed with r; annexation, in light of the challenges presented by Measure 47. STAFF RECOMMENDATION Staff recommends that the City delay processing annexation applications until the legislature provides further direction on annexations, given the limitations imposed by Measure 47. _ INFORMATION SUMMARY y V,-;Ideasure 47 has created uncertainty for the City with regards to annexation, because the City cannot levy its tar. rate onto newly annexed properties without a vote. It is unclear who would vote on annexations and what to do as far as an election with vacant property. The City has two annexation applications that have not been processed. `j j A third party has come in for a preapplication conference, inquiring about annexation. This approximately 50 acre parcel is adjacent to SW James Street, between Walnut Island and Bull Mountain. This parcel is critical in the extension of SW Gaarde Street and also a possible extension of sewer service to the residents on SW James Street in Walnut Island. } Council needs to give direction for these applicants. Council requested clarification with regards to the City's annexation policy for the Area of Interest (Bull Mountain and Metzger) and the Active Planning Area (Walnut i Island.) The Urban Planning Area Agreement prohibits annexation as a condition of extending sewer services in the Area of Interest. This prohibition does not exist for the Active Planning Area. Because the Agreement does not expressly prohibit requiring annexation for sewer extension in the Active Planning Area, the City has required annexation for sewer extension in the Active Planning Area. l ' OTHER ALTERNATIVES CONSIDERED t f mesa r ~ J . 1 1 he Alternatives for City Council to consider are as follows: 1.) Continue to delay processing of annexations tiI the State Legislature passes implementing legislation on Measure 47. 2.) Proceed with annexation despite Measure 47, because these properties need City services, or could be critical to the City's transportation system. 3.) Allow sewer extension without annexation, but require applicants to sign waivers of non-remonstrance. FISCAL NOTES Please refer to an attached memorandum from the Financial Director, Wayne Lowry. Mr. Loy*.':y's memorandum provides scenarios of potential fiscal impacts of annexing Bill McMonigal's properties. The purpose of his memorandum is to give Council an idea of potential fiscal impacts of annexation under Measure 47. r. i • ~ j j . ~ s I J MEMORANDUM CITY OF TIGARD, OREGON I TO: Jim Hendryx, Community Development Director FROM: Laurie Nicholson, Associate Planner i DATE: February 12, 1997 SUBJECT: Annexation policy, measure 47, and extension of sewer services . This memorandum is to address three issues; annexation and measure 47, delayed annexation and measure 47; and the requirement of annexation for sewer services in the Active Planning Area. Because the City cannot assess the City's tax rate onto newly annexed property, the staff recommendation is to not process annexations until the legislature provides an approach to 1 annexation that will permit or require a vote. There are some annexation methodologies that allow _I a vote; however, these approaches require the potential annexee to remonstrate. The measure is unclear on what constitutes an election, which provides an additional reason to wait for the legislature to interpret what constitutes an election, what is the annexation process for vacant land, 1 and who should vote on annexations. i Delayed annexations do not work because it does not solve the problem of requiring an election to i levy the City tax rate. In a delayed annexation, the annexation is completed and becomes final at a later date. There is no provision to require a vote and therefore the potential problem of annexing property and not being able to levy the city tae rate is not resolved. j There is no written policy requiring annexation to receive sewer service in the Active Planning Area, or Walnut Island. It has been a matter of practice for the City to require annexation for properties in the Active Planning Area. The annexation requirement for sewer has been construed . by what is not expressly written in the Urban Planning Area Agreement (UPAA) with Washington County. It is written in the UPAA that the City cannot require annexation for extension of sewer service in the Area of Interest (Bull Mountain and Metzger). Since the UPAA does not say anything about annexation and sewer service in the Active Planning Area, the City has interpreted J, this omission to mean that annexation could be required for sewer service in the Active Planning Area. Other jurisdictions such as, Lake Oswego do clearly state in the comprehensive plan where annexation will be required to receive sewer service. The City may consider adopting an approach in the Tigard Comprehensive Plan. S ;i ~ i' I r MEMORANDUM lam2m CITY OF TIGARD, OREGON TO: Jim Hendryx, Director of Community Development FROM: Wayne Lowry, Director of Finance ~ DATE: February 5, 1997 SUBJECT: Measure 47/Mcmonigal Annexation Using information provided to me from Laurie Nicholson, I have prepared some estimates of the potential impacts on the City from the annexation of parcels proposed by Mr. Mcmonigal. I used ;j the following assumptions: SW Gaarde Current assessed value $1,020,220 Potential units 15 Estimated of value of improvements $3,000,000 i ~i `i SW Sunrise Lane Current assessed value $ 687,570 Units 75 Estimated value of improvements $15,000,000 If the City were to annex these properties without a vote, measure 47 would most likely disallow the City from taking the tax base increase from the annexation. The estimated tax base revenues j lost to the City each year would be: J SW Gaarde $ 2,248 SW Sunrise Lane $ 1,515 t It is not clear whether the value of improvements added after annexation without a vote would increase the City's tax base revenues. The potential annual revenue loss to the City of the future j 1 ''1 value of improvements is estimated at: SW Gaarde $ 6,240 SW Sunrise Lane $31,200 As we have discussed many times, the actual outcome of the application of measure 47 to property tax revenues from annexation may not be known until late spring or summer due to the current Legislative process. The above analysis is based on the language in the measure and the potential affects from its implementation. a ~ a I Nearly 50 city officials, representing approximately On Wednesday, the Committee heard testimony 30 cities joined 40 county officials in attending on annexation issues. Steve Bryant, City Monday's affair. Held at the historic Elsinore Manager of the City of Albany presented Theater in Salem, the reception gave city and testimony on behalf of the League. Noel Klein of county officials an opportunity to visit with their the Special Districts Association of Oregon and j legislators in a friendly, informal atmosphere. B.J. Smith from Clackamas County also Among the most important issues which city presented testimony, as did the Mayor, City /j officials discussed with their legislators were ' Manager, and Council Chairman from the City of transportation Funding; city franchising authority Boardman, and the Mayor of Corvallis. and revenues; and, of course, HB 2047, the bill implementing the voter-approved property tax limit. The issues presented by Measure 47 for j Following the reception, several officials joined their I annexation policies are extremely complex. legislators for dinner to continue their discussions. Specifically, the measure indicates that any tax increase attributable to the annexation may be "I am pleased that so many of our members imposed outside the limitations of the measure, recognize the importance of participating in the j but only with double-majority voter approval. It j Legislative process," comment Mayor Griffith. "I does not specify who votes on such a question, I only hope that we have comparable attendance at or what should be done if there are no voters in our April City-county Day at the Capitol." That the annexed area. Further, it does not specify event, scheduled for Wednesday, April 16th, will be I how contract or delayed annexations are to be 3 the last formally scheduled gathering in Salem treated. Finally, it does not provide guidance on during the 1997 legislative session. City officials how to treat annexations that occurred between are encouraged to mark that date on their calendars March 30, 1995 and the effective date of the a and plan to attend measure, whereby the taxes were levied in the j 1996-1997 fiscal year. ' Win Some, Lose Some Local government representatives suggested that I in cases where voters resided in the area to be j The House Revenue Committee dealt with bits and ' annexed, those voters would be the ones eligible pieces of Measure 47 throughout the week, with to vote on the question of annexation. If no - discussions spanning the range of possible issues. j voters resided in the area to be annexed, then all rDY Specific developments included the following: property owners can consent through a petition. ( Further, local governments suggested that if the • On Monday, the Committee affirmatively agreed annexing local government obtained the written to allow local government jurisdictions to seek i consent of more than 50% of the registered levies outside the limits of the measure. It 1 voters and the owners of more than 50% of the i appears, however, as if Committee members will properties, no vote need be held. draw the line at approving tax bases outside the measure (except for new districts, which would For contract or delayed annexations, if initiated I)e allowed to seek tax bases outside the prior to the effective date of the measure, local measure), and limit the ability to seek additional governments advocated establishing the funds to the serial levy format. It is not clear at effective date for annexations as the time when this time whether the Committee will extend this the government and property owners completed local option to educational jurisdictions. their actions. For annexations that occurred in df. • the "gap" period, where levies were first Oil Tuesday, Legislative Revenue Staff presented mposed in the 1996-97 fiscal year (the estimates of revenue reductions assuming that Secretary of State's office indicates that there bonds are added to the "base." In other words, were over 400 such annexations), we are when determining the cut amount, these working on proposals that would allow estimates assume that levies for both operations jurisdictions to recognize the annexation value up and bonds are included. Overall, the state-wide j to the "similar property, similarly valued" level, loss would decline from $506 million to $263 even though they occurred after the base year. million in FY 1998 and from $600 million to $347 million in FY 1999. Staff also provided The Committee seemed responsive to our 1 on a jurisdiction b suggestions. Further work sessions on information ( j y jurisdiction basis as expected, the results vary widely around annexation issues will likely occur next week. j the state. This issue will likely be revisited next week when the Attorney General releases his 7 opinion (expected February 24) and bonds generally are discussed, beginning February 26. W 1 ~ 04 Sir, League of Oregon Cities Legislative Bulletin /February 2 1. i997 page 5 - . - 1 AGENDA ITEM # t FOR AGENDA OF lebruarv 25. ] 997 I rl CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Overview of .nmm„nirv Development a PREPARED BY:_ Jim Hendiyx DEPT HEAD OK , CITY ADMIN OK ` ISS 1F B .FOR TH O JN I ` This + presentation is to give Council an overview of the Community i Development Department. We will be highlighting the general i f responsibilities and service level standards for each of the Divisions of l Community Development. No Council action is needed. STAFF RECOMMENDATION N/A INFORMATION SUMMARY N/A OTHER AITFRNATIV S CONSIDERED f y7 N/A FISCAL NOTES ! j N/A 1 i COMMUNITY DEVELOPMENT OVERVIEW CD Administration The Community Development Department includes the Long Range Planning, Current Planning, and Building Divisions. The Development Services Team (DSTs), which is part of CD Administration, provides assistance and coordination for develoopment I approvals and permit issuance to the public and other agencies, in addition to general I front counter service duties. The Community Development Director is responsible for i a the overall management of the functions of the department, which include community planning; administration of the Development Code; parks planning and development; i building plan review and inspections; general economic development activities; and a customer service at the front counter. r t i l I Development Services The Development Services team is a part of Community Development Administration. i This team consists of one Supervisor, four cross-trained Development Services Technicians, and one Administrative Specialist I. The DSTs are responsible for general information dissemination for Long Range Planning and Current Planning for such items as transportation plans, pathways and bikeways, demographics, wetland and flood plain documentation, annexations, zoning, minimum lot sizes, setbacks, and zoning uses as well as providing information a regarding land use process and fees. The DSTs screen submittals, receipt fees, distribute materials and schedule appointments for pre-application conferences. The ~tt DSTs process, review and issue all home occupation and sign permits. The DSTs f calculate, access and receipt all park fees. i i In addition to providing general information regarding the building process, submittal requirements and fees, the DSTs screen, process, create, route (if appropriate), track, collect fees and issue all building permits, including site, building, mechanical, plumbing, electrical, restricted energy and a master permit used for single family and multi-family projects. Issuing a permit related to land used involves coordination with current planning and engineering, for site addressing and condition of approval issues. The DSTs maintain a SELF-HELP desk computer terminal for customer information purposes. j The DSTs calculate and receipt all Traffic Impact Fees (TIF) fees for Washington j County, keeping track of deferrals, reassessment, and notification due to annual fee increase, and creating TIF finance documents. The DSTs assess and collect i Reimbursement District fees, create and issue all sewer permits, which include fee F I i Page 1 E F J I i assessment and collection based on plumbing permit application documentation. Additionally, the DSTs collect erosion control review and permit fees on all site and j; building permits. l On behalf of the Engineering Department, the DSTs accept, route, collect fees and a issue street opening permits, provide topographical, as-built information, sewer locates a (storm and sanitary), traffic/trip counts, benchmark locations/descriptions, and bid i document transactions. Additionally, the Supervisor works with the Engineering , Technician and GIS Technicians to insure that the Permit*Plan database is updated with all parcel and address changes. The DSTs collect and receipt all water quality and water quantity fees based on a impervious surface formula and collect/receipt all I in-lieu of undergrounding fees for the Engineering department. { For Accounting, the DST team process business tax related to permit issuance (all E j contractors and businesses), home occupation and walk-ins with new applications, 'I changes or renewals. For Parks, the DSTs assist applicants with reservation information, and the verifying, receipting and issuance process for all walk-in customers. Additionally, the DSTs provide support for many other departments and city functions =1 including City Council, Citizen Involvement Team, Planning Commission and Hearing's i Officer agendas, records viewing request, trash compactor permit requests for Risk i Management, Engineering bid packet processing, city sponsored activities, map and N J. t De.°ICrn Development Code, and Tigard :IAUn Cipul r v^v d Plan, Community .y... C Comprehensive requests, package receiving, reception for all pre-scheduled appointments, general 14 reception/directions for all city departments, and referrals to the city, state and federal j agencies. The DST Supervisor works with land use applicants regarding the completion of conditions of approval, providing documentation, information and referral to staff and authorities, the approval of Certificate of Occupancy (temporary & final) after coordination with Building administrative specialist for Building permits case final and all fee obligations. 3 Service Standards I A. Building Permits. s The council has adopted the following service standards for DSTs pre and post review I process: • New building project (related to land use case): 2-3 days • Tenant Improvement (no land use case): 1 1/2 - 2 days Page 2 . 1 i The above standards have been met inconsistently, since in inception of the DST team j on 1/17/95 and only during the traditionally slower activity periods, November-January. These standards were adopted prior to the adoption of the electrical program, prior to i shifting all permit creation from the Plans Examiner to the DSTs and based on plan review submittals numbering 100 per month, which is exceeded on a monthly average. In recent months however, the DST team has met or exceeded the standard. This can be attributed to: ii • . • Addition of one DST and one Administrative Specialist I position. • Implementation of an Over the Counter (OTC) review and permitting process for permit applications meeting certain threshold requirements. • The Community Development front counter hours change from 8:00 a.m. to 4:45 p.m. to 9:00 a.m. to 5:45 p.m. The reassignment of DST resources from one 8:00 a.m. to 5:00 • p.m. shift to three shifts: 7:00 a.m. to 4:00 p.m., 8:00 a.m. to 5:00 p.m., and 9:00 a.m. to 6:00 p.m. 2 j B. Counter Service • A customer is acknowledged immediately, and that wait to service will not exceed 10 { minutes. i 4. The DSTs meet or exceed this standard ninety-five per cent of the time. Fifty per cent of all customers are assisted within 1 to 5 minutes, forty-five per cent within 5 to 10 j minutes and five percent exceed a 10 minute wait period. Those customers whose wait exceeds the maximum can be attributed to those times of higher demand and lower resources (between 12 noon and 2 p.m.) and an inordinate number of prior customers requiring multiple transactions. C. Telephone Service - Community Development Ext. #304 i • Voice Mail messages left between 8:00 a.m. and 12 noon will be returned by 5:00 p.m. that business day. j Voice Mail messages left between 12:01 p.m. and 5:00 p.m. will be returned by 12 i noon the next business day. The DSTs exceed this standard ninety-nine per cent of the time. Most telephone calls 11 are returned within 30 minutes. The negligible one per cent that exceed the standard are callers who fail to leave a number, provide a fax number instead of a telephone number, etc. ! Activity A. Counter Service i Page 3 e. If " Since the inception of the DST team, an average of 8,000 counter customers are served each year. r~ B. Telephone Service Since the inception of the DST team, an average of 8,500 telephone calls are answered each year. C. Permits In calendar year 1996, pre-reviewed, created and routed/issued - 3001 Building I permits; 574 Sewer Connection permits; 123 Home Occupation Type I permits; 16 Home Occupation Type II permits; 177 Sign permits; 1 Trash Compactor permit; 4 fff Oversized Load permits. I I 9 D. Fees j ~ Assessed, receipted and allocated to correct line items $6,294,387 (minus a small percentage of Parks Reservations fees & Business Tax Fees) for calendar year 1996. The adoption of an inter-governmental agreement for Washington County urban services will impact the DST team directly and definitely in all task areas. The staffing i increase based on new development can be calculated based on time to perform ' specific functions. However, new development is not the only factor in this equation y that impacts the DSTs, as permits related to single family and commercial tenant improvements is an unknown entity. Additionally, the processing time for most services 4 in the urban area will be complicated by the use of different and unfamiliar zones, uses and fees, etc. i Building j The Building Division consists of one Building Official, one Plans Examination Supervisor, two Plans Examiners, three Senior Inspectors, three Inspectors, and tow support staff (one position pending Council approval). The addition of the County Urban Service area will mean the addition of one Inspection Supervisor, four Inspectors, and a half-time support position. An additional Plans Examiner may be ! required, but the position will not be filled immediately, pending experience the capacity of our plans exam staff. We adaed a position in October and have not had this staff level during the Spring and Summer. A small portion of the cost of these positions will be covered by our current funds due to current inspection staff shortages. j The Building Division is responsible for reviewing plans, authorizing issuance of g permits, and inspection of construction to ascertain compliance with the State Building ;i Code (Title 14 of the Tigard Municipal Code [TMC]), which adopts the State One and Page 4 } Two Family, Structural, Mechanical, Plumbing, and Electrical Specialty Codes, as well as enforcement of other requirements of the Tigard Municipal Code and Community Development Codes and ordinances. Since July 1, 1996, the Building Division has operated as a dedicated fund. All revenue from permits, etc. are credited to the fund and all expenses are charged to the fund. The Building Division is not supported by the General Fund. Service Standards ! The council has adopted the following service standards for inspection and plan review t services provided by the Building Division: • Inspection requests received on inspection recorder by 7 a.m. will be performed that 1 day. Infrequently, inspections may be delayed one day when extreme work load and staff absences occur. NOTE: We would like to change this standard to 6 p.m x the night before the inspection is needed. This change would allow inspectors to be I in the field earlier in the morning. • Single family plan review - average two weeks from receiving from Customer Service to return to Customer Service. j a Commercial plan review - new/additions, average 4-6 weeks (large or complicated ' jobs may take longer). Alterations, etc. 1-3 weeks from receiving from Customer Service to return to Customer Service. "Counter" review and permitting services are also available. 3 j The Building Division is currently meeting these standards. During the last busy spring and summer months, we were only able to meet these standards with contractual support. It is anticipated that the additional Plans Examiner will help us meet plan review standards and that contractual assistance will be necessary this coming Spring and Summer for inspections. -;i Activity i Tigard implemented a building inspection program in the early 1970's. Beginning July 1, 1995, Tigard began providing electrical inspection services, making Tigard's program full service. Page 9 shows a tabulated summary of historical building activity and current projections through the end of the current 5-year plan. Projections are not i. available for items marked As shown, activity is projected to slowly taper off in the next few years due to the build-out of available vacant land. However, projections 3 beyond the current fiscal year (96/97) do not account for the impact of annexations, x Metro's 2040 plan on higher densities, in-fill and redevelopment activities, and the assumption of urban services in the unincorporated areas of Washington County. There is an inventory of approximately 5,700 units in the active area, 600 of which will be ready to build very shortly. These factors will cause activity to increase in the short- term, reflected by the additional staffing requirements. Long-term projections are more f S i Page 5 I f t L~ 3 1 j difficult, due to the ambiguities of the market and the impact of Metro's 2040 plan, i however, staff estimates a fairly steady rate of activity after the initial increase. ;j 1 Current Planning The Current Planning Division consists of three planners and one secretary. The l addition of the county urban service area will mean the addition of one planner and a half-time clerical. The Current Planning Division provides zoning and development information and 1 conducts project reviews for zone changes, subdivisions, partitions, lot line adjustments, site development reviews, sensitive lands, planned developments,. temporary uses, signs sign code exceptions, variances conditional uses and land use appeals. The division prepares reports and findings that analyze project compliance 1 with City codes. These reports and findings are presented to various decision making j j authorities including the Community Development Director or his designee, the Planning Commission, Hearings Officer and the City Council. The Division is also involved with various updates of the Comprehensive Plan and the Development Code `I and changes to the Comprehensive Plan map and text. Service Standards The following service standards are followed and maintained with existing personnel. The time frames do not include call ups or appeals. Time frames for individual projects are partially dependent on the schedule and availability of the hearings body and project complexity, but the standards are met for almost all cases. " C • Administrative Review - Director's Decisions Site Development Review 6-8 weeks a Variance/Lot Line Adjustments 2-3 weeks 1 1 • Hearings Review Subdivision/Conditional Use 6-8 weeks I Planning Commission (Zone Change) 6-8 weeks Planning Commission/City Council 3-4 months i (Comprehensive Plan Amendment) r . Activity 3 The following indicates the number of applications in the 1996 calendar year: Site Development Reviews -23, Conditional Use Permits - 9, Minor Land Partitions - 19, Planned Developments - 6, Sensitive Land Permits - 4, Subdivisions - 9, Temporary Use Permits - 15, Variances - 14, Zone Changes -10, Zoning Ordinance Amendments - I ~ j i I a Page 6 a 5, Lot Line Adjustments - 27, and Type II Home Occupations - 16. These totals are closely comparable to recent years. Please refer to the attached table on page 10. 2040 and the county urban service area will present some unique challenges. The major code update now in process will incorporate changes in the code to meet the 3 requirements of the prescriptive requirements of 2040. Minimum density, infill and accessory dwelling unit requirements will create issues for the public that they may not be ready to accept and that, certainly, limit local options. This will, in turn, create more conflict over land use decisions from neighbors. In the urban service area, staff estimates that will we receive five or six subdivision ! applications per year until the vacant land inventory is exhausted. The number and location of subdivision will depend on market, economy and property owner factors. t Street connections, changes in open space, added dwelling units and change in I general can be expected to bring more conflict with existing neighbors. s Long Range Planning f The Long Range Planning Division consists of four planners. The Long Range i = ]t Planning Division provides support to the City Council, Planning Commission, j neighborhood and community planning organizations and regional planning agencies. The division also provides policy support to the City Administrator. The Long Range Planning Division is responsible for analyzing requests for a amendments to the comprehensive plan and zoning map, developing and implementing growth management and annexation programs, conducting technical studies and special planning projects such as park and natural area planning, urban design and j special studies, transportation planning, coordination of planning issues with other jurisdictions and developing and maintaining city wide geographic information mapping systems. Service Standards The following service standards are followed and maintained with existing personnel. j These reflect our daily service standards and, currently, these standards are being met. 3 Long range planning services have individually developed time frames. j • Respond to customer and applicant questions regarding comprehensive plan l amendments, annexations, greenspaces, park planning, historic resources, Metro 2040 issues, and other long range planning issues within 24 hours. • Respond to staff requests for mapping and other related G.I.S. related reports within 24 hours. Page 7 4 x I • Respond to requests for information and reports from the Planning Commission and City Council as needed. • Respond to the need for staff representation at C.I.T. meetings. - .i l • Provide staff support to the Downtown Merchant's Association and Community Development Block Grant Policy Board as needed. i a • Represent City interests at regional meetings regarding growth management issues. Activity i The next year will present challenges in implementing the Growth Management functional plan and analyzing and presenting recommendations for the Regional Transportation Plan. Detailed analysis will be necessary to evaluate what comprehensive plan amendments and zoning code revisions will be necessary to meet the household and employment goals that have been given to us by Metro. The city's 3 annexation policy will also require careful analysis as the impacts of Measure 47 are fully known. We will also be involved with parks master planning and acquisition, administration of several block grants, and if we are successful in our applications, administration and participation in several TAM grants. Additionally, we are hopeful that during the next year, we can actively increase staffs ability to access G.I.S. materials from desk tops 3 and we can improve upon our portion on the city's web page on the Internet. i i ~ I i i Page 8 4 ® l BUILDINC'"'~CTIVI'fY a V4-/ SINGE FAMILY 91192 92/93 93/94 95 95/96 96/97 97/98 98/99 99/00 0 01 New Units 218 408 385 344 334 350 275 200 105 136 * * « « x Valuation (millions) 22.9 42.7 45.0 57.7 58.7 Alterations, Addition, Other 94 79 98 108 103 100 100 100 100 100 * * * * x Number Valuation 1.3 1.0 1.6 1.7 2.3 MULTI-FAMILY New Units/Permits 0/0 0/0 298/32 108/9 162/11 600/43 330/27 285/24 245/20 197/16 Valuation 0 0 16.1 3.9 4.9 x * x x * * Alterations, Additions, Other Number 0 0 25 38 0 0 0 .1 .4 0 * x * Valuation COMMERCIAL New Number 39 13 29 24 37 40 25 20 20 15 Valuation 20.4 8.3 39.3 15.3 21.3 Alterations, Additions, Other Number 192 191 208 258 208 260 260 260 260 260 * x x Valuation 9.9 16 20.2 16.6 13.3 Other 105 70 100 79 261 * * x x Plumbing 479 639 681 631 691 x x * x * Mechanical 566 744 772 691 770 x * x x * Electrical N/A N/A N/A 95 1432 x * x * Inspections Performed 7,961 12,732 16,324 14,786 18,521 19,700 * x Total Permits Issued 11,693 2,144 21779 2,480 4,283 4,600 x Total Valuation $56.6 $69.4 $127 $97.2 $106.9 $150 Page 9 -cJ i I ANNUAL LAND USE ACTIVITY TABLE ACTIVITY 1996 11 1995 1994 1993 Conditional Use Permits 9 8 10 2 Minor Land Partitions 19 19 22 15 Planned Developments 6 10 5 10 Sensitive Lands Permits 4 16 7 3 Sign Code Exceptions 0 1 0 1 1 Site Development Reviews 23 26 28 26 9 Subdivisions 9 6 7 2 J Temporary Use Permits 15 17 19 17 _ Variances 14 15 16 15 Zone Changes 10 4 7 15 j Zone Change/Annexations 7 8 3 3 3 Zoning Ordinance Amendments 5 1 2 1 j. Miscellaneous (Lot Line Adjustments) 27 23 29 19 j Home Occupations - Type 1 123 114 134 138 Home Occupations -Type II 16 9 N/A N/A ? j a 1 - y Page 10 j AGENDA ITEM # 1 FOR AGENDA OF _2125/97 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Park System Master Plan PREPARED BY: Duane Roberts DEPT HEAD OK CITY ADMINOK ISSUE BEFORE THE COUNCIL Should the city proceed with updating Tigard's 10-year-old park system master plan, as required by state park System Development Charge (SDC) statue? What are council's views regarding the proposed work scope and public involvement process for this update? t 1 STAFF RECOMMENDATION Direct staff to proceed with the preparation of a request for proposals (RFP) for a park system master plan study and with the later formation of an ad hoc advisory committee. INFORMATION SUMMARY ( The city's current park system master plan was developed in 1987. T'he main purpose of the proposed study is yJ to review and update this plan to meet the changing recreational needs of the community, which has increased in population by one-third in the ten years since the plan's adoption. The proposed master plan study will look at the long range needs of the community, identify future park sites, establish priorities for development, and recommend funding strategies to implement the plan. A copy of the proposed work scope is attached. 9 Unlike the present master plan, the new study is proposed to include the development of a detailed action element to provide operational guidance to the development of the Tigard park system. This operational element is needed to address the planning requirements of Oregon State law affecting system development charges. This law requires preparation of a master plan which lists the capital improvements that may be funded ] with SDC revenues and the estimated cost and timing for each improvement. - The scope of the study would not necessarily be limited to maintaining the existing level of services as development occurs. The study may also look at providing recreational opportunities beyond the level presently enjoyed by those living and working in the city. Extensive public involvement in the study is proposed in the study. Based on the recent experiences of 11 McMinnville, Gresham, Albany, and the Tualatin Hills Park and Recreation District, all of whom have or are in the process of completing park system master plans, staff recommends the committee be as inclusive as possible. The experience of these and other park providers has shown that the most successful committees are those that present a broad cross section of recreational interests. i 7 II( J f o achieve inclusiveness and balance in conjunction with the present study, staff recommends the Tigard Planning ,.commission be assigned to manage the parks master plan project, with the assistance of a representatives of each of the four CITs, a school district member, a Washington Country member (since the study could cover the unincorporated Area of Interest), a developer/real estate member (developer SDC fees provide most of the funding for park improvements), a senior center member, a Wetlands Conservancy member (which group has worked with the city in managing natural park areas), a Fans of Fanno Creek member, a Tigard Youth Soccer member, a Tigard Little League member, and a representative of the disabled community. At council's discretion, the committee could be expanded to include a council representative. The committee's overall role will be to implement the conceptual framework and shared vision for Tigard's park j future developed through the city's Visioning process. More specifically, the committee's role will be review all 1 vacant land and service standard data, actively participate in the community involvement program, rank potential park improvement priorities, and make financing recommendations. u' i f - After seeking CIT comment, staff proposes to return to council in March to request RFP approval and authorization to proceed with the study. OTHER ALTERNATIVES CONSIDERED To not initiate a parks master plan study. To alter the work scope or composition of the proposed citizen advisory committee. 3 r.. FISCAL NOTES The cost of developing a park master plan is estimated at $40,000. The current park SDC charges are based on fee calculations that include the cost of developing a parks master plan. j . 7 ;j 1 ' i ;.1 Tigard Parks Master Plan Study 'Y PROPOSED WORK PROGRAM 1. Formation of Work Plan and Advisory Committee Meet with staff to finalize the project approach, project objectives, time line, and final products. Conduct tour of A the planning areas and park system with staff. Review all relevant background information, including previous park master plan, Tigard Comprehensive Plan, and other relevant information. Work with staff and Planning Commission to form a citizens advisory committee. 2. Analysis of the Planning Area i Gather information about the planning area that is important to the master plan. Identify land that is a potential " recreation resource including existing city-owned properties. Analyze the information and planning area in terms of population characteristics, growth areas, natural resources, limate conditions, land use, political boundaries, and geographic areas. ,t 3. Analysis of Existing Park Areas. Facilities and Program , Conduct a physical inventory of each city park site and recreation facility. This shall include an evaluation of the { condition of all existing park facilities and an analysis of how existing facilities are meeting the needs of the community. Also, analyze the other public and private park facilities in the city, including all school facilities. Identify where overlap occurs and where services are not being provided. 4. Recreation Needs Assessment Conduct a city-wide study to assess the park and recreation needs of the community. The study shall compare the j public demand or perceived need with the facilities and activities that are currently being provided. The end product shall be a statement of need for additional park areas and facilities. Demand shall be determined through public meetings, a community-wide random sample survey, and input supplied by special interest groups. At least two city-wide meetings shall be held within the community to receive public input regarding perceived ~ 9 recreation needs, suggested park facilities, and other related issues. The staff will coordinate the notice of the meetings and dates. A meeting shall be held with the advisory committee to review and discuss the results of the survey. 7 a 1 it d Recommendations Recommendations shall be made for specific recreation areas and facilities. Due to the long term impact of these decisions, ample time shall be allowed to study the alternatives and evaluate their costs and benefits. The expected j recommendations are listed below: ,i 1. An overall master plan of parks, open space, and trails, including the location of 5 recommended new sites and facilities. 2. Steps needed to upgrade, expand, or change existing parks. i 3. Methods for funding specific recreation facilities and services. 4. Future operation and maintenance costs for new park and facility development. 1 The recommendations will be discussed with the advisory committee and council. 6. Action Plan The final product of this phase will be a ten-year capital improvement plan and overall strategy for implementing the plan. The plan shall include the following: 1. A list of projects and cost with funding management alternatives to accomplish each project. 2. The prioritization of the projects according to need and possibility of funding. ` 3. A list of projects that can be completed by volunteers. 4. The operation and maintenance cost impacts for the recommended projects. A list of options for maintaining facilities. ~ i a C i l ~ it