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City Council Packet - 03/11/2003 CITY OF TIGARD OREGON TIGARD CITY COUNCIL MEETING March 11, 2003 COUNCIL MEETING WILL BE TELEVISED RUEANNIE000SICUKTI 13125 SW Hall Blvd., Tigard, OR 97223 (503) 639-4171 TDD (503) 634-2772 Agenda Item No. Meeting of , L )a COUNCIL MINUTES TIGARD CITY COUNCIL MEETING March 11, 2003 Mayor Griffith tailed the meeting to order at 6:30 p.m. Council Present: Mayor Griffith, Councilors Dirksen, Moore, Sherwood, and Wilson • STUDY SESSION ➢ REVIEW COUNCIL GROUNDRULES Council briefly reviewed with City Manager Monahan information received about Council Groundrules, including the last update to the Groundrules set forth In Resolution No. 01-47. No revisions were requested at this time. ➢ Council reviewed the proposed budget prepared by Administration Staff for the City Council expenditures In FY 03/04. City Departments are attempting to identify potential program reductions or program cuts of 10 percent of initial budget proposals. Council discussed possible areas for reduction in Council expenditures, including: • discontinuing membership in National League of Cities • delete attendance at NLC Conference • 10% reduction in stipends • delete/reduce amount for Council meals • delete/reduce amount for business lunches Staff will revisit this topic again next meeting to determine consensus on reductions. i ' A Initial Review of Community Grant Requests i f Finance Director Prosser reviewed this item with the Council. During the review, Council determined that a 10% cutback would be implemented for community events as was being done for other City programs. When considering new requests, Council would fund if the organization requesting the funding had an established event or program that had a proven track record. Council consensus was to recommend to the Budget Committee to fund the following requests as follows: Tigard City Council Meeting Minutes - March 11, 2003 Page I Broadway Rose - $10,000 City of Tigard Dog Park 400 Festival of Balloons 10,000 Lions Club 0 Tigard Blast 5,000 Tigard 41 of July 7,500 Tigard 41 of July - In-Kind $1,600 Tigard High Graduation Ceremony 1,000 Tualatin Riverkeepers 2,000 Tualatin Riverkeepers - In-Kind 500 Tualatin Valley Community Band 1,850 Urban Hope 0 ➢ Administrative Items • Shining Stars Banquet is on May 2, 6 p.m. at Greenwood Inn. Councilor Sherwood advised she Is attending. Mayor Griffith and Dirksen may attend, but need to first check their calendars for availability. In years past, City has purchased tickets to this event; however, after a brief discussion, consensus of Council was that they would personally pay for the tickets. • Joint Meeting with the Tigard-Tualatin School Board and the Tualatin City Council will be on April 3, 7 p.m., at the School Administration Building. Topics suggested for review included recreation and construction. • Michael Allen Harrison Benefit Concert for the New Tigard Library will be on April 4 at Tigard High School; 7:30 p.m. • Tualatin Valley Fire St Rescue Lunch - After brief discussion Council consensus was that they would like to meet at TVFBZR and also tour the facility. • City Manager Monahan noted that a resolution acknowledging the years of service by Ron Goodpaster will be added for Council Consideration during the Non-Agenda Item (No. 10) • Roger's Machinery Legal Update - City Manager Monahan noted the U.S. Supreme Court declined to review the appeal. A companion case asking for damages was also filed for this matter; it is hoped that this case will be dropped. City Manager noted that the legal preparation for this case was a cooperative effort between Tigard and Washington County. Tigard City Council Meeting Minutes - March 11, 2003 Page 2 • A revised resolution for item 4.3 was distributed to Council deleting language referencing the library. • Park and Recreation Board - City Manager Monahan noted that a proposal for Council review to create a Park and Recreation Board was on the agenda (No. 8). However Gary Firestone of the City Attorney's office pointed out to staff that Tigard Municipal Code Chapter 2.12 Is still valid; this chapter outlines structure for a Park and Recreation Board. Council agreed with the City Manager that the existing structure could be used to begin recruiting members for a new Board. The City Manager will compare existing wording to what has been discussed for a new board. Any changes can be done by an ordinance amending the existing Code language. This item will be scheduled for Council review in March or April. Study session concluded at 7:25 p.m. 1. BUSINESS MEETING 1.1 Mayor Griffith called the City Council & Local Contract Review Board meeting to order at 7:33 p.m. 1.2 Roll Call: Mayor Griffith, Councilors Dirksen, Moore, Sherwood, and Wilson. 1.3 Pledge of Allegiance 1.4 Council Communications & Liaison Reports - Councilor Dirksen advised he would give a report on the status of the Downtown Task Force. 1.5 Call to Council and Staff for Non-Agenda Items - City Manager noted that Council would consider a resolution acknowledging the contributions of retired Chief of Police Ron Goodpaster. 2. PROCLAMATIONS Mayor Griffith announced the following: 2.1 Proclaim April 5, 2003, as Vision and Hearing Day 2.2 Proclaim March 14 and 15 as National Wildlife Refuge Centennial Commemoration 3. VISITOR'S AGENDA • Tigard High School Student Envoy Paul Brems updated Council on recent and planned activities at Tigard High School. A copy of his report is on file in the City Recorder's office. • Tigard Area Chamber of Commerce Representative Dan Murphy reported on recent and planned activities of the Chamber. He noted the Bowlerama last Tigard City Council Meeting Minutes - March 11, 2003 Page 3 weekend, Red Robin Restaurant opened at Washington Square 11 and he referred to upcoming activities at Red Roof Inn and Greenwood Inn. On March 26 the Business Advocacy Committee will meet with representatives from TriMet. The Shining Stars Banquet will be held on May 2. • Dave Nicoll, 20040 SW Edy Road, Sherwood, OR 97140, updated the Council on efforts to fund recreation programs in the Tigard-Tualatin area. He referred to the Atfalad Recreation District funding proposal that was turned down by the voters in 1999. He said another effort is being launched to form a youth services district that would be patterned after the former Atfalad proposal. This renewed activity Is in response to the recent funding problems schools are encountering for sports programs and sports facilities, which led to the decision to close the swim centers. The group working on this funding proposal is going to try to have a ballot measure before voters in September or November '03 asking for funding approval. 4. CONSENT AGENDA: Motion by Councilor Dirksen, seconded by Councilor Sherwood, to adopt the Consent Agenda as follows (with a revised resolution for Agenda Item 4.3 as noted during the Study Session): 4.1 Approve Council Minutes for February 18, 2003 4.2 Receive and File: a. Council Calendar b. Tentative Agenda 4.3 Approve a Reimbursement Declaration and Authorize Subsequent Reimbursement Declarations for the Expenses of Developing a 550-Foot Reservoir and Related Improvement Projects at the Alberta Rider School Property - Resolution No. 03- 06 4.4 Approve Appointment of Forrest Nabors as a Member of the Budget Committee and Approve Appointment of Mark Mahon as an Alternate to the Budget Committee - Resolution No. 03-07 4.5 Authorize the League of Oregon Cities to Coordinate the Filing of an Appeal (on the City's behalf, through outside counsel) for the Rate increase Received from the Public Employee Retirement System - Resolution No. 03-08 4.6 Local Contract Review Board: a. Award Contract to Canby Excavating, Inc. for the Construction of Gaarde Street (121 n Avenue to Pacific Highway) Improvements, Phase 2 for Street, Water, Sanitary Sewer, Storm Drainage and Utilities b. Award Contract to White Shield, Inc., for Surveying Services for the Gaarde Street Improvement Project, Phase 2 The motion was approved by a unanimous vote of Council: Tigard City Council Meeting Minutes - March 11, 2003 Page 4 Mayor Griffith - Yes Councilor Dirksen - Yes Councilor Moore - Yes Councilor Sherwood - Yes Councilor Wilson - Yes 5. UPDATE ON THE NEW TIGARD LIBRARY Library staff member Paula Walker updated Council on the status of the new Tigard Library. Highlights of her presentation are on file in the City Recorder's office. She reviewed the timeline ("countdown to a new library), the upcoming Site Master Plan meeting for Fanno Creek Park on April 3, and fundraising activity. 6. UPDATE ON HIGHWAY 217 STUDY Community Development Director Hendryx reviewed this agenda item. The staff report outlines the major aspects of the Highway 217 study that is lead by Metro. 7. REVIEW PROPOSED WALL STREET LOCAL IMPROVEMENT DISTRICT INITIAL REPORT City Engineer Gus Duenas presented the staff report, which is on file in the City Recorder's office. Marlin DeHaas reviewed the elements of the report submitted to the City Council. Highlights of the presentations to Council are on file in the City Recorder's office (PowerPoint presentation). The presentation and Council discussion included the following: • Review of the types of improvement proposed through formation of the local improvement district. • Review of significant issues including wetland mitigation. • Plans for a bridge (preliminary drawing). • Estimated cost of almost $6 million. • What the next step in the study would be if Council authorized staff to proceed. • Key Issues that need to be resolved with the Oregon Department of Transportation, Portland & Western Railroad, and the property owners served by the spur track. • Review of the manmade ponds on the property (water quality - what is proposed). While not a public hearing, the following persons spoke to the Council about the subject local improvement district: Tigard City Council Meeting Minutes - March 11, 2003 Page 5 • Paul Zalek, 650 Hawthorne Avenue, Salem Oregon representing Portland 8r Western Railroad gave some background information about the railroad and the accumulation of assets through the years. He referred to the shared-use agreement with Washington County for the future commuter rail. Mr. Zalek advised that, in general, the Railroad was opposed to new at-grade railroad crossings because of safety concerns and economics (such crossings are expensive to install and maintain). He noted in the area where the LID was being proposed, the Railroad uses this unimpeded 1.9 miles length of track for a railroad car switching area. Mr. Zalek also noted that economic value would be lost if the spur track was eliminated. The Railroad would seek functional compensation for any losses. Council members discussed issues with Mr. Zalek including what options the Railroad might consider if an at-grade crossing were granted and where a yard might be located for the switching of railroad cars. Mr. Zalek reiterated the Railroad's opposition as noted above. • Brian Wegener, Tualatin Riverkeepers, 16507 SW Roy Rogers Road, Sherwood, Oregon 97140, noted concerns about the impact to the Fanno Creek Watershed. Mr. Wegener submitted a letter containing the highlights of his testimony, which is on file in the City Recorder's office. • John Manghelli, 16415 SW 931, Tigard, Oregon submitted a letter written by Pat Whiting objecting to the taxpayer funds being used to further this project. A copy of Ms. Whiting's March 11, 2003, letter is on file in the City Recorder's office. Mr. Mangheill also expressed objections to proceeding with the study of the local Improvement district. • John Frewing, 7110 SW Lola Lane, Tigard, Oregon, expressed concern about P continued work on the engineering study. The highlights of Mr. Frewing's comments are outlined in a March 1 1 communication to Mayor Griffith, which is on file in the City Recorder's office. He referred to the sales contract for the property, which included a consideration that the City of Tigard pursue a Wall Street LID. He said he thought that the City of Tigard has adequately "pursued." Mr. Frewing also registered concerns about the 100-year flood plain determination - whether recent upstream development had been taken into consideration. Tigard City Council Meeting Minutes - March 11, 2003 Page 6 • Sue Bielke, Director, The Biodiversity Project of Tigard, 11755 SW 1 141 Place, Tigard, Oregon, said she concurred with previous testimony and recommended that the City discontinue any more work on the preliminary engineer's report. She cited better alternatives for traffic congestion problems than extending Wall Street. She referred to concerns by her and others in Tigard about preserving the quality of life by providing more parks, greenspaces, and open spaces. She asked the Council to honor the visioning process. Ms. Bielke said the impacts of the library construction will be great in and of itself and did not want the added Impacts of the . She also said there is a high failure rate of mitigation efforts. She said she and those she has talked to are willing to pay for parks. • Jeff Douglas, 8317 SW Char Court, Tigard, Oregon said no more dollars should be spent on this issue. He said the LID was not a good solution to traffic problems; another at-grade railroad crossing was not needed. He referred to the hurdles that would need to be overcome to proceed with an LID including pernifUng and approvals from the Oregon Department of Transportation, Railroad, Corps of Engineers and others. He said the area near the new library should be used for pedestrians and bicycles rather than a road. Councilor Wilson commented about the choice between parks and movement of traffic. He cited the increased capacity potential to move 7,000 vehicles per day. The proposal to widen Hall Boulevard has no identified funding, while property owners would pay for the Wall Street Local Improvement District. • Fred Fields, 1149 SW Davenport, Portland, Oregon advised that he is the owner of the property that would benefit from the Local Improvement District. He noted that the Wall Street route has been identified for about 35 or 40 years. He also noted that he has paid taxes on this property since 1957 and he would like to do something with the property that would benefit both himself and the City of Tigard. Mr. Fields sold the property to the City for the new library and if the LID is blocked at this level he might consider nullifying the deal for the sale of the property. Mr. Fields said he doesn't agree with the Railroad's position as stated tonight and commented that additional cars will still need to find a way to cross the railroad tracks regardless of the location. He noted the railroad spur could be relocated. In response to a question from Mayor Griffith about whether Mr. Fields could access his property from Milton Court, Mr. Fields advised that he already has access to the property. City Attorney Ramis commented on the term "pursue" as It is referenced in the terms of sale for the property purchased by the City from Mr. Fields. "Pursue" is not a legal term; It Is used In the contract of sale to describe the good faith effort the City Tigard City Council Meeting Minutes - March 11, 2003 Page 7 will undertake to form a Wall Street LID. Mr. Ramis suggested that the point at which it would be "safe" (meet the terms of the contract) to stop pursuit of the LID would be at the time it is documented that a fatal flaw had been encountered. Council meeting recessed at 9:48 p.m. Council meeting reconvened at 9:56 p.m. Council comments followed: • Councilor Moore cited the track record of the Council's support for greenspaces. He said that if a bond measure was proposed for greenspaces, he would support it. The Preliminary Engineer's Report (as noted in the City Engineer's staff report) is at the Conceptual Report stage, which is at 35% of design plans for the LID. Councilor Moore recommended that the staff proceed to the next level, which would be to complete 60% of the work needed for design plans. He said that this was owed to Mr. Fields to assure that "due diligence" had been performed in examining whether or not a Wall Street LID should be formed. Councilor Moore also noted that this property could have been developed at R-12. • Councilor Wilson concurred with Councilor Moore to proceed with the Preliminary Engineer's report. He referenced another railroad crossing that had been identified in the Transportation System Plan. • Councilor Sherwood thanked those who testified, but cautioned them that they cannot close the door behind them with regard to development of property in the area. She stated that it was Mr. Field's right as a property owner to pursue improvements for his property. She said she was not in favor of continuing with more work on the Preliminary Engineer's Report. • Councilor Dirksen said that it looks as if the LID has obstacles; however, it will not be known whether one or more of these obstacles is fatal until more work is done on the study. He referred the need to pursue all alternatives to assist transportation, including that of improving Hall Boulevard. He support the property owner's right to develop property. Councilor Dirksen was in favor of continuing work on the Preliminary Engineer's Report. City Engineer Duenas commented on talk of a new railroad yard - he said that this would be outside the scope of this project. He reviewed the next steps, which would be to make formal application to ODOT for the bridge. Mr. Duenas clarified that with regard to testimony presented by Mr. Frewing, that updated floodplain maps would be used in the report. Tigard City Council Meeting Minutes - March 11, 2003 Page 8 Councilors Moore, Wilson, and Dirksen supported proceeding with the report; Councilor Sherwood was not In favor of moving forward with more work on the LID. 8. CONSIDER ESTABLISHING A PARK AND RECREATION ADVISORY BOARD 0 City Manager Monahan referred to the existence of language In Chapter 2.12 of the Tigard Municipal Code outlining the structure for a Park and Recreation Board. No Park Board has been in existence since 1992. He suggested the Council reactivate the Park Board. Mr. Monahan will compare existing wording to what has been discussed for a new board. Any changes can be done by an ordinance amending the existing Code language. This item will be scheduled for Council review later in March or April. Motion by Councilor Moore, seconded by Councilor Sherwood, to reactivate the Park and Recreation Board utilizing the provisions of Chapter 2.12, which will also be compared to and may be amended by proposals In the new ordinance drafted to establish a Park and Recreation Board. The motion was approved by a unanimous vote of Council: Mayor Griffith - Yes Councilor Dirksen - Yes Councilor Moore - Yes Councilor Sherwood - Yes Councilor Wilson - Yes 9. COUNCIL LIAISON REPORTS Councilor Dirksen advised that the Downtown Task Force last met on February 27 and came to a conclusion on design recommendations for the commuter rail station to be located In the downtown area. These recommendations will be presented to the L Council at Its March 25, 2003, meeting. 2 The next Item for the Task Force to consider will be for pedestrian and traffic s. Improvements adjacent to the station. _J 0 J 10. NON AGENDA ITEMS City Recorder Wheatley presented a draft resolution for the Council to consider that acknowledged the service rendered by retired Chief of Police Ron Goodpaster. Tigard City Council Meeting Minutes - March 11, 2003 Page 9 Motion by Councilor Moore, seconded by Councilor Dirksen, to adopt Resolution No. 02-09. RESOLUTION NO. 02-09 - A RESOLUTION OF THE TIGARD CITY COUNCIL ACKNOWLEDGING THE EXCELLENT LEADERSHIP AND COMMUNITY SERVICE RENDERED BY RONALD (RON) D. GOODPASTER, CITY OF TIGARD POLICE CHIEF FROM AUGUST 1, 1989 TO FEBRUARY 1, 2003. The motion was approved by a unanimous vote of Council: Mayor Griffith - Yes Councilor Dirksen - Yes Councilor Moore - Yes Councilor Sherwood - Yes Councilor Wilson - Yes 11. EXECUTIVE SESSION: Not held. 12. ADJOURNMENT: 10:16 p.m. l~ Catherine ea ey, City-Recorder Attest: ' Craig E. Dirksen, Council President Date:./ X2 A~ L U _X003 1AADM\CATHY\CCM\030128.D0C Tigard City Council Meeting Minutes - March 11, 2003 Page 10 AGENDA TIGARD CITY COUNCIL MEETING MARCH 11, 2003 6:30 PM • STUDY SESSION ➢ REVIEW CITY COUNCIL GROUNDRULES i Staff Report: Administration Staff ➢ REVIEW FISCAL YEAR 03-04 COUNCIL BUDGET PROPOSAL Staff Report: Administration Staff ➢ INITIAL REVIEW OF COMMUNITY GRANT REQUESTS • Staff Report: Finance Staff • EXECUTIVE SESSION: The Tigard City Council may go into Executive Session. If an Executive Session is called to order, the appropriate ORS citation will be announced identifying the applicable statute. All discussions are confidential and those present may disclose nothing from the Session. Representatives of the news media are allowed to attend Executive Sessions, as provided by ORS 192.660(3), but must not disclose any information discussed. No Executive Session may be held for the purpose of taking any fnal action or making any final decision. Executive Sessions are closed to the public. 7:30 PM 1. BUSINESS MEETING 1.1 Call to Order - City Council 8i Local Contract Review Board 1.2 Roll Call 1.3 Pledge of Allegiance 1.4 Council Communications at Liaison Reports 1.5 Call to Council and Staff for Non-Agenda Items 7:35 PM i 2. PROCLAMATIONS 2 2.1 Proclaim April 5, 2003, as Vision and Hearing Day Mayor: The Tigard 2000 Lions Club, in conjunction with Regence B1ueCross B1ueShield of Oregon and the Oregon Lions Sight and Hearing Foundation, will offer free vision, hearing, Q glaucoma and diabetes screenings. The Health Screening Unit will be located in the Tigard Fred Meyer Parking lot, 11565 SW Pacific Highway on Saturday, April 5 between 8 a.m. and 4 p.m. I commend the Lions Club for their initiative and concern for the health of others in their community, and I encourage citizens to take COUNCIL AGENDA - MARCH 11, 2003 page 2 advantage of this free preventive health screening. With the concurrence of this City Council, the City of Tigard proclaims April 5, 2003 as Vision and Hearing Day in Tigard, Oregon. 2.2 Proclaim March 14 and 15 as National Wildlife Refuge Centennial Commemoration Mayor: The National Wildlife Refuge System is the only public land system in the world dedicated to wildlife and conserving wildlife habitat. President Roosevelt established the first National Wildlife Refuge, Pelican Island in Florida, in 1903. Today, there are 15 wildlife refuges within our state. The Tualatin River National Wildlife Refuge, near Sherwood, is the newest addition to Oregon's refuge system. To celebrate the 100th birthday of the National Wildlife Refuge System and with the concurrence of this City Council, the City of Tigard proclaims March 14 and 15, 2003 as National Wildlife Refuge Centennial Commemoration Days in Tigard, Oregon. • Mayor Griffith 7:40 PM 3. VISITOR'S AGENDA (Two Minutes or Less, Please) • Tigard High School Student Envoy Paul Brems 7:50 PM 4. 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: 4.1 Approve Council Minutes for February 18, 2003 4.2 Receive and File: a. Council Calendar b. Tentative Agenda 4.3 Approve a Reimbursement Declaration and Authorize Subsequent Reimbursement Declarations for the Expenses of Developing a 550-Foot Reservoir and Related Improvement Projects at the Alberta Rider School Property - Resolution No. 03-06 4.4 Approve Appointment of Forrest Nabors as a Member of the Budget Committee and Approve Appointment of Mark Mahon as an Alternate to the Budget Committee - Resolution No. 03-07 COUNCIL AGENDA -MARCH 11, 2003 page 3 Mayor's Agenda -ARR CITY CO UNCIL` y 's'ki i t.l f3 .~MEBTING° "i CITY OF TIGARD "z'r%iARCi~ 11, 2003 6 30 p.m. OREGON TIGARD C~TYHALE. 13125gSW~HALL BLVll ' TIGARD, OR 97223' ' t a', 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 contacting either the Mayor or the City Manager. 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 503-639-4171, ext. 2410 (voice) or 503-684-2772 (TDD - Telecommunications Devices for the Deaf). Upon request, the City will also endeavor to arrange for the following services: e Qualified sign language interpreters for persons with speech or hearing impairments; and L Y Qualified bilingual interpreters. r a Since these services must be scheduled with outside service providers, it is important to allow as much lead time as possible. Please notify the City of your need by 5:00 p.m. on the Thursday preceding the meeting by calling: 503-639-4171, ext. 2410 (voice) or 503- 684-2772 (TDD - Telecommunications Devices for the Deaf). SEE ATTACHED AGENDA COUNCIL AGENDA - MARCH 11, 2003 page 1 4.5 Authorize the League of Oregon Cities to Coordinate the Filing of an Appeal (on the City's behalf, through outside counsel) for the Rate Increase Received from the Public Employee Retirement System - Resolution No. 03-08 4.6 Local Contract Review Board: a. Award Contract to Canby Excavating, Inc. for the Construction of Gaarde Street (1211 Avenue to Pacific Highway) Improvements, Phase 2 for Street, Water, Sanitary Sewer, Storm Drainage and Utilities b. Award Contract to White Shield, Inc., for Surveying Services for the Gaarde Street Improvement Project, Phase 2 • 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. 7:55 PM 5. UPDATE ON THE NEW TIGARD LIBRARY • Staff Report: Library Staff 8:05 PM 6. UPDATE ON HIGHWAY 217 STUDY • Staff Report: Community Development Staff i i i i f COUNCIL AGENDA - MARCH 11, 2003 page 4 s 8:20 PM 7. REVIEW PROPOSED WALL STREET LOCAL IMPROVEMENT DISTRICT INITIAL REPORT • Staff Report: Engineering Staff • Council Discussion • Council Consideration: Direct staff on whether to continue the local improvement district process by completing the preliminary Engineer's Report before making a final decision on formation of the local improvement district. 8:50 PM 8. CONSIDER ESTABLISHING A PARK AND RECREATION ADVISORY BOARD • Staff Report: Administration Staff • Council Discussion • Council Consideration: Ordinance No. 03-02 Councilor: I move for adoption of the proposed ordinance. Councilor: I second the motion. Mayor: Will the City Recorder please read the number and title of the Ordinance. City Recorder: (Reads as requested.) Mayor Is there any discussion? Mayor (after discussion): Will the City Recorder please conduct a roll-call vote of Council. City Recorder: Conducts roll call vote. Mayor: Ordinance No. _ (is approved or fails) by a (unanimous or however votes were split) vote. i 9:05 PM 9. COUNCIL LIAISON REPORTS i 9:15 PM 10. NON AGENDA ITEMS 9:25 PM COUNCIL AGENDA - MARCH 11, 2003 page 5 11. EXECUTIVE SESSION: The Tigard City Council may go into Executive Session. If an Executive Session is called to order, the appropriate ORS citation will be announced identifying the applicable statute. All discussions are confidential and those present may disclose nothing from the Session. Representatives of the news media are allowed to attend Executive Sessions, as provided by ORS 192.660(3), but must not disclose any information discussed. No Executive Session may be held for the purpose of taking any final action or making any final decision. Executive Sessions are closed to the public. 9:35 PM 12. ADJOURNMENT I: ADM\CATHY\CCA\030311.000 COUNCIL AGENDA - MARCH 11, 2003 page 6 AGENDA TIGARD CITY COUNCIL, ADMINISTRATIVE ITEMS FOR REVIEW MARCH 11, 2003 - 6:30 PM The Study Session is held in the Red Rock Creek Conference Room. Enter at the back of Town Hall. The Couna7 encourages interested citizens to attend all or part of the meeting. If the number of attendees exceeds the capacity of the Conference Room, the Council may move the Study Session to the Town Hall • EXECUTIVE SESSION: The Tigard City Council may go into Executive Session. If an Executive Session Is called to order, the appropriate ORS citation will be announced Identifying the applicable statute. All discussions are confidential and those present may disclose nothing from the Session. Representatives of the news media are allowed to attend Executive Sessions, as provided by ORS 192.660(3), but must not disclose any information discussed. No Executive Session may be held for the purpose of taking any final action or making any final decision. Executive Sessions are closed to the public. • STUDY SESSION o Review Council Groundrules o Review Fiscal Year 03-04 Council Budget Proposal o Initial Review of Community Grant Requests o Shining Stars Banquet, Friday, May 2, 6 p.m. at Greenwood Inn; $35/per person • ADMINISTRATIVE ITEMS ➢ Discuss potential agenda topics for the 4/3/03 joint meeting with the City of Tualatin Council and the Tigard-Tualatin School Board (6:30 p.m., School Administration Building) ➢ Benefit Concert Performed by Michael Allen Harrison; April 4 at Tigard High School, 7:30 p.m. Proceeds to help equip and buy books for the new library. Tickets can be purchased by calling 503-620-4829. ➢ TVF81R - Council to host a lunch? ➢ Add to Non Agenda - Acknowledgement Resolution ➢ Roger's Machinery Update Wall Street Correspondence (Distributed to Council) ➢ Revised Resolution for Agenda Item 4.3 ➢ Review - Existing Chapter 2.12 - Park and Recreation Board Executive Session - The Public Meetings Law authorizes governing bodies to meet in executive session in certain limited situations (ORS 192.660). An "executive session" is defined as "any meeting or part of a meeting of a governing body, which is dosed to certain persons for deliberation on certain matters." Permissible Purposes for Executive Sessions: 192.660 (1) (a) - Employment of public officers, employees and agents, if the body has satisfied certain prerequisites. 192.660(l) (b) - Discipline of public officers and employees (unless affected person requests to have an open hearing). 192.660 (1) (c) - To consider matters pertaining to medical staff of a public hospital. 192.660 (1) (d) - Labor negotiations. (News media can be excluded in this Instance.) 192.660 (1) (e) - Real property transaction negotiations. 192.660(l) (f) - Exempt public records - to consider records that are "exempt by law from public inspection." These records are specifically identified In the Oregon Revised Statutes. 192-660 (1) (g) - Trade negotiations - Involving matters of trade or commerce in which the governing body is competing with other governing bodies. 192.660 (1) (h) - Legal counsel - Executive session are appropriate for consultation with counsel concerning legal rights and duties regarding current litigation or litigation likely to be flied. 192.660 (1) (1) - To review and evaluate, pursuant to standards, criteria, and policy directives adopted by the governing body, the employment-related performance of the chief executive officer, a public officer, employee or staff member unless the affected person requests an open hearing. The standards, criteria and policy directives to be used in evaluating chief executive officers shall be adopted by the governing body in meetings open to the public in which there has been an opportunity for public comment. 192.660 (1) Public investments - to carry on negotiations under ORS Chapter 293 with private persons or businesses regarding proposed acquisition, exchange or liquidation of public investments: 192.660 (1) (k)- Relates to health professional regulatory board. i I:WDLI\CATFMCOUNCIL\CCLISTi030311.00C I I I I I 1/200' CITY OF Tii "ARD 1 General Ledger Printed: 03/lu/200308:59 User: amanda Expenses vs Budget Periods: 08-08 T Expense vs. Budget Report Fiscal Year: 2003 Account Number Description Budgeted Period Amount YTD Amount YTD Var Encumbered Amt Available ° Available -A u 100-3110-500000 Merit Pool 0.00 0.00 0.00 0.00 0.00 0.00 0.00 100-3110-501000 Salaries - Management 22,500.00 0.00 9,850.00 12,650.00 0.00 12,650.00 56.22 100.3110.550000 Unemployment 43.00 0.00 19.70 23.30 0.00 23.30 54.19 100.3110-551000 Worker's Compensation 64.00 0.00 34.49 29.51 0.00 29.51 46.11 100-3110-552000 Social Security/Medicare 1,720.00 0.00 753.55 966.45 0.00 966.45 56.19 100-3110-553000 Tri-Met Tax 139.00 0.00 61.25 77.75 0.00 77.75 55.94 100.3110-565000 Life Insurance 0.00 0.00 0.00 0.00 0.00 0.00 0.00 100-3110-566000 Salary Continuation 0.00 0.00 0.00 0.00 0.00 0.00 0.00 100-3110-567000 Medical/Vision Benefits 18,366.00 0.00 5,314.80 13,051.20 0.00 13,051.20 71.06 100.3110-568000 Dental Benefits 2,187.00 0.00 687.15 1,499.85 0.00 1,499.85 68.58 01 Personal Services 45,019.00 0.00 16,720.94 28,298.06 0.00 28,298.06 62.86 100-3110-601000 Professional/Contractual Svcs 4,000.00 0.00 2,692.75 1,307.25 0.00 1,307.25 32.68 100-3110-612000 R & M - Office Equipment 500.00 0.00 0.00 500.00 0.00 500.00 100.00 100.3110-613000 Special Department Expenses 1,340.00 158.00 586.90 753.10 0.00 753.10 56.20 100-3110-615000 Internal Services Expense 15.00 1.60 33.00 (18.00) 0.00 (18.00) (120.00) 100-3110-620000 Office Supplies & Expenses 4,200.00 249.05 1,803.13 2,396.87 0.00 2,396.87 57.07 100-3110.621000 Advertising & Publicity 2,000.00 0.00 436.65 1,563.35 0.00 1,563.35 78.17 100-3110-623000 Dues & Subscriptons 24,480.00 0.00 24,515.20 (35.20) 0.00 (35.20) (0.14) 100-3110-624000 Travel 4,643.00 191.63 4,583.32 59.68 0.00 59.68 1.29 100-3110-625000 Education & Training 2,150.00 0.00 2,435.00 (285.00) 0.00 (285.00) (13.26) 100-3110-631000 Utilities 0.00 0.00 0.00 0.00 0.00 0.00 0.00 100-3110.631050 Utilities - Phone/Pager/Cells 0.00 0.00 0.00 0.00 0.00 0.00 02 Materials & Services 43,328.00 600.28 37,085.95 6,242.05 0.00 6,242.05 14:41 , 100-3110-704000 Office Furniture & Equipment 0.00 0.00 0.00 0.00 0.00 1/.00 00 03 Capital Outlay 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Expense 88,347.00 600.28 53,806.89 34,540.11 0.00 34,540.11 39.10 3110 Mayor & Council 88,347.00 600.28 53,806.89 34,540.11 0.00 34,540.11 39.10 100 GENERAL FUND 88,347.00 600.28 53,806.89 34,540.11 0.00 34,540.11 39.10 600-3120-500000 Merit Pool 1,587.00 0.00 0.00 1,587.00 0.00 1,587.00 100.00 600-3120-501000 Salaries - Management 345,829.00 24,437.46 225,230.55 120,598.45 0.00 120,598.45 34.87 600.3120-502000 Salaries - General 0.00 0.00 0.00 0.00 0.00 0.00 0.00 600-3120-504000 Part-time - Regular 0.00 0.00 0.00 0.00 0.00 0.00 0.00 600-3120-505000 Part-time - Temporary 0.00 0.00 0.00 0.00 0.00 0.00 0.00 600-3120-509000 Accrued Vacation 0.00 0.00 0.00 0.00 0.00 0.00 0.00 600-3120-520000 Overtime 0.00 0.00 0.00 0.00 0.00 0.00 0.00 600-3120-550000 Unemployment 695.00 48.86 452.29 242.71 0.00 242.71 34.92 600.3120-551000 Worker's Compensation 933.00 12.85 506.34 426.66 0.00 426.66 45.73 600-3120-552000 Social Security/Medicare 24,676.00 1,874.26 15,523.10 9,152.90 0.00 9,152.90 37.09 600-3120-553000 Tri-Met Tax 2,160.00 151.96 1,406.78 753.22 0.00 753.22 34.87 600-3120-560000 Retirement 38,215.00 2,688.12 24,775.34 13,439.66 0.00 13,439.66 35.17 600.3120-560001 Retirement 3% Employer Match 10,423.00 733.10 6,456.35 3,966.65 0.00 3,966.65 38.06 600.3120-565000 Life Insurance 1,852.00 61.25 1,502.25 349.75 0.00 349.75 18.88 600-3120-566000 Salary Continuation 1,388.00 101.86 775.90 612.10 0.00 612.10 44.10 600-3120-567000 Medical/Vision Benefits 31,246.00 2,469.33 20,903.74 10,342.26 0.00 10,342.26 33.10 600-3120-568000 Dental Benefits 4,147.00 305.85 2,652.00 1,495.00 0.00 1,495.00 36.05 01 Personal Services 463,151.00 32,884.90 300,184.64 162,966.36 0.00 162,966.36 35.19 Page I CITY OF TIGARD, OREGON RESOLUTION NO. 03- A RESOLUTION OF THE TIGARD CITY COUNCIL ACKNOWLEDGING THE EXCELLENT LEADERSHIP AND COMMUNITY SERVICE RENDERED BY RONALD (RON) D. GOODPASTER, CITY OF TIGARD CHIEF OF POLICE FROM AUGUST 1, 1989 TO FEBRUARY 1, 2003 WHEREAS, Ron Goodpaster served the citizens of the City of Tigard as their Chief of Police for 13-1/2 years; and WHEREAS, Ron holds a place of high esteem in the minds and hearts of the people of this City for his good works not only as the Chief of Police of the Tigard Police Department, but for volunteering many hours to benefit the community's less fortunate; and WHEREAS, Ron was dedicated to the task of providing the best possible public service to the City of Tigard; and WHEREAS, from the youngest citizen of Tigard to its most senior citizen, Ron's presence, accessibility and humor easily dissolved any intimidation people might have experienced in meeting a Police Chief; and WHEREAS, Ron's open manner translated into a good community image for the City of Tigard organization; and WHEREAS, Ron embraced the philosophy of community policing resulting in a partnership between the Tigard Police Department and Tigard citizens to connect to citizens and to respond to their needs; and WHEREAS, Ron's commitment to the community extended beyond the 8 a.m. - 5 p.m. workday as he willingly volunteered his time whether it was reading to youngsters at Community Partners for Affordable Housing, assisting the Good Neighbor Center by regularly (for many years) committing his time as an overnight chaperone, directing and parking cars for the Tigard High School Booster Club in the early morning hours at the Balloon Festival; organizing painting and yard work projects for a Christmas in April homes in the Tigard area; leading a litter patrol for the City Employee Volunteers of Team Tigard NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that: SECTION 1: On the occasion of Ron Goodpaster's retirement from this municipality after 13-1/2 years of faithful service, it is appropriate for the City of Tigard to extend its grateful appreciation of the sterling qualities of heart and mind, which were manifest in his devotion to this City. SECTION 2: The Tigard City Council adopts this resolution as a token of its gratitude and in recognition for the faithful and meritorious services rendered by Ron Goodpaster. RESOLUTION NO. 01- Page 1 SECTION 3: This resolution is effective immediately upon passage. PASSED: This day of 2003. Mayor - City of Tigard ATTEST: City Recorder - City of Tigard 1AADM MOLUTIONMACKNOWLEDGE GOODPASTERDOC RESOLUTION NO. 01- Page 2 W Copies to: Mayor/Council her: City Manager 40 Council File Mar. 8, 2003 Tigard City Council RECEIVED C.O.T. 13125 S.W. Hall Blvd. Tigard, OR 97223 MAR 10 2003 Administration Re: Proposed extension of Wall Street Dear Council Members: I have just returned from a drive to the end of Wall Street and am at a loss to see any benefit from extending it across railroad tracks into one of the few natural areas along Fanno Creek. Assuming the necessity of a railroad overpass or underpass, the expenditure of funds to study this matter seems a great waste of our scarce resources. Wouldn't our community gain much more by spending the hundreds of thousands of dollars this study is costing on enhancing what is truly unique to Tigard, this rare piece of nature along Fanno Creek? Thank you for considering my concern. Sincerely yours, Ronald M. Leistra 9815 S. W. Kimberly Dr. Tigard, OR 97224 ronleistra@earthlink.net i i. i i i WAR V/ R Jill Tellez RECEIVED C.O.T. 9280 S.W. 80th Ave. Portland, OR 97223 MAR 11 2003 March 11, 2003 Administration The City of Tigard Mayor Jim Griffith Tigard City Council 13125 S.W. Hall Blvd. Tigard, OR 97123 re: Wall Street Extension Dear Mayor Griffith and City Council Members, I am respectfully resubmitting my testimony from almost a year ago regarding the proposed Wall St. extension to accommodate the industrial property on the opposite side of Fanno Creek. Because of the detrimental environmental impacts to the Western pond turtle and other wildlife living in that area , this stretch of Fanno Creek needs to be OFF LIMITS to humans, roads and rail crossings. Please tell the architects for this project to remove the network of trails that would meander through natural environments. Encroachment on these sensitive lands areas must be minimal. Already the proposed plan will severely limit the ranging habitat of the turtles. There were no alternatives considered for the proposed Wall St extension. Why? Because you are brokering land deals with taxpayer dollars, you have a responsibility to consider alternatives to projects that meet with opposition from the community. Taxpayers are not responsible for building a road to access a private landowner's property. When you factor in the cost of the extension and the money already invested in it, then suddenly the land isn't so affordable after all. Please consider postponing your decision to approve the Wall St. extension until further alternatives have been considered. Signed, i r i t i Jill Tellez 9280 S.W. 80th Ave. Portland, OR 97223 June 6, 2002 The City of Tigard Mayor Jim Griffith Tigard City Council 13125 S.W. Hall Blvd. Tigard, OR 97123 re: Wall Street Extension LID Dear Mayor Griffith and City Council Members, I am writing this letter as a request that you abandon your attempt to pursue a Local Improvement District to extend Wall St. over Fanno Creek and to drop the Wall Street extension project from your budget. The Tigard Transportation Plan identifies alternatives to the Wall St. extension that would enhance existing roads and result in improved traffic mobility, while at the same time protecting this stretch of Fanno Creek from development. Dollars spent for these road improvements would enhance existing sites currently in need of repair and updating. Now would be a prime opportunity to address those improvements. The portion of Fanno Creek impacted by this project lends itself to being maintained as a natural greenway, and the Fanno Creek Watershed Plan states that this area should be protected from development, stating it's best use is "as a natural greenway for passive recreation and flood control/high water absorption." Does it make sense to ignore alternatives which could enhance existing roads and not impact a natural resource? Does the City of Tigard want to go on record as having turned down an offer from Metro to purchase this parcel as open space at no expense to the local taxpayer? Where is the City of Tigard's commitment to preserving natural resources and considering alternatives to development? Will you continue to approve development impacting sensitive areas until we have no wildlife left in and around our creeks and streams? In the Tigard Visioning Survey, the citizenry has stated their preference for policies that encourage open space over accommodating future development by a preference of 86% to 14%. As elected officials, please represent the citizens and use your good judgment to weigh the impacts of this decision. I urge you to drop the Wall St. crossing from your budget. Sincerely; gill Tellez WA L-L Page 1 of 1 Cathy Wheatley - Comments on Wall St. From: kwb@involved.com To: <mayor@ci.tigard.or.us> Date: 3/11/03 2:55 PM Subject: Comments on Wall St. To: Tigard City Mayor From: Ken Barker; kwb@involved.com; 11825 SW Lynn St., Tigard, OR 97223 Re: Stop Wall St. project, need to protect Fanno Creek wetlands and wildlife I wanted to express my opinion to the Tigard City Council regarding the Wall Street project. 1 just recently learned that the Wall Street project is going to be built over a wetland that is important for our wildlife of turtles, frogs, fish, etc. One of the main reasons we enjoy living in Tigard is the parks and open space available throughout the city. From the research I have done it appears that there are other options that will alleviate the traffic problems of Hall Blvd. and also provide access to this zoned industrial area. I feel it is critical that we preserve as much of our wetland and wild areas as possible. Also a previous survey conducted of local citizens showed that 860/0 of the people would prefer to preserve open spaces instead of development. appreciate your consideration of my arguments for not continuing with the Wall Street studies L , r A i~ 3 t ~fe.a~•~urn mn~><>evr>~>,~n~n`anAMA7 ur1rh4 zit t inz CITY OF TIGARD, OREGON RESOLUTION NO. 03- A RESOLUTION MAKING A REIMBURSEMENT DECLARATION AND AUTHORIZING SUBSEQUENT REIMBURSEMENT DECLARATIONS. WHEREAS, the City intends to construct a new water reservoir and related improvements to serve the 550 foot service level and is currently incurring design and preliminary engineering costs; and, WHEREAS, the City reasonably expects to finance the reservoir with water revenue bonds or other tax-exempt obligations; and, WHEREAS, Federal tax law requires the issuer of tax-exempt obligations to declare its intention if the issuer expects to spend its funds on a project and later reimburse itself for those expenditures from the proceeds of tax-exempt obligations; NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that: SECTION 1. Reimbursement Declaration. The City hereby declares its intention to reimburse expenditures it makes from City funds for the 550 Foot reservoir and Related Improvements Project with the proceeds of tax-exempt obligations. The City does not expect to issue more than $1,000,000 of tax-exempt obligations to reimburse the City for project costs. SECTION 2. Delegation to Make Future Declarations. The City's Finance Director or the person designated by the Finance Director to act on behalf of the City under this Resolution are hereby authorized to make future declarations of the City's intention to reimburse expenditures, without additional action by the City Council. SECTION 3. This resolution takes effect upon passage by the City Council. PASSED: This - day of , 2003. P Mayor - City of Tigard ATTEST: i City Recorder, City of Tigard RESOLUTION NO.03 = Page 1 TIGARD MUNICIPAL CODE Chapter 212. PARK AND RECREATION 2.12.030 Advisory capacity. BOARD. The park board shall be advisory to the 2.12.010 Appointments. city council on matters pertaining to the creation, 2.12.020 Meetings. operation and maintenance of recreation facilities 2.12.030 Advisory capacity. under the jurisdiction of the city. The park board 2.12.040 Terms of office. shall not obligate any funds without first 2.12.050 General functions and obtaining permission to do so from the city responsibilities. council. (Ord. 79-93 §2(part), 1979: Ord. 70-11 §3, 2.12.060 Specific responsibilities. 1970). 2.12.010 Appointments. 2.12.040 Terms of office. A park and recreation board is created, The terms of office of all members of the hereinafter referred to as the "park board." The board shall be four years to expire December 31st. park board shall consist of nine persons. Eight Any vacancy shall be filled by motion of the city persons shall be appointed by the city council, not council for the unexpired portion of the term. more than two of whom may be nonresidents of (Ord. 79-93 §2(part),1979). the city. A ninth person shall be a voting member appointed by the Tigard school board and 2.12.050 General functions and confirmed by the city council, and such persons responsibilities. shall reside within the established boundaries of the Tigard school district. All board members The general functions of the park board shall have equal status in recommendation and shall be: voting powers. Board members shall receive no compensation. A chairman and vice chairman, (1) To define the objectives of public and a secretary shall be elected by the recreation services and make plans and general membership at the start of each year. A chairman policies to achieve these objectives, using as a shall not serve consecutively for more -than two guide the city council adopted "Environmental years in said capacity. (Ord. 80-45 §1(part), 1980: Design and Open Space Plan" (Ord. 77-70); Ord. 79-93 §2(part), 1979: Ord. 79-27 §2, 1979: Ord. 78-12 §2,1978: Ord. 72-66A §l, 1972: Ord. 70- (2) To keep public officials informed 11 §1,1970). of the status and. progress of recreation services and program; 2.12.020 Meetings. (3) To recommend a sound fiscal 3. The park board shall hold meetings as plan to achieve park and recreation service needed, but shall not meet less than six times per objectives. (Ord. 80-45 §1(part),1979). year. Minutes of each meeting shall be prepared and submitted to the city recorder not more than 2.12.060 Specific responsibilities. J seven days following a board meeting. These p minutes shall be reviewed by the city council at a The specific responsibilities of the park u regular meeting. (Ord. 85-29 §l, 1985: Ord. 79-93 board shall be: .t §2(part), 1979: Ord. 72-66A §2, 1972: Ord. 70-11 §2,1970). (1) To recommend recreation policies and service levels to the city council generally; 2-12-1 Reformatted 1994 TIGARD MUNICIPAL CODE (2) To act in an advisory capacity to the city council and city administrator; (3) To advise the city council of problems related to the development of recreation, facilities, programs, etc.; (4) • To aid in coordinating city recreation services with the programs of other governmental agencies and volunteer organizations; (5) To review the effectiveness of the park and recreation program with the city administrator-and city council; (6) To review the annual budget in relation to parks and recreation funding with the city administrator, budget committee and city council; (7) To prepare a brief annual report to the city council outlining responses to general and specific responsibilities placed upon the park board by this chapter. (Ord. 79-93 §2(part), 1979).. 2-12-2 Reformatted 1994 1 • AGENDA ITEM #~7 f) FOR AGENDA OF March 11, 2003 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Review Council Groundrules PREPARED BY: Cathy Wheatley DEPT HEAD OK CITY MGR OK ISSUE BEFORE THE COUNCIL Review Council Groundrules as established in Resolution No. 01-47. STAFF RECOMMENDATION Staff requests that the Council review and discuss the existing Council Groundrules to determine whether any modifications are needed at this time. INFORMATION SUMMARY The City Charter in Chapter IV, Section 13, notes that the Council shall adopt rules for government of its members and proceedings. Attached is the latest version of the Council groundrules as outlined in Resolution No. 01-47. Council reviewed the groundrules in 2002 and the consensus at that time was that no changes were needed. OTHER ALTERNATIVES CONSIDERED N/A VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY N/A ATTACHMENT LIST 1. Resolution No. 01-47 FISCAL NOTES N/A I: ADWACKET'03\2003031MOUNCIL GROUNRULES AIS.DOC CITY OF TIGARD, OREGON RESOLUTION NO.01-A4 r7 A RESOLUTION REVISING THE POLICY OF THE CITY COUNCIL REGARDING COUNCIL GROUNDRULES AND AGENDA PROCESS (SUPERSEDING RESOLUTION NO. 00-52) WHEREAS, the Tigard City Council periodically reviews Council Groundrules; and WHEREAS, the City Council, on July 10, 2001, directed that changes be made to "Exhibit A" of the City Council Groundrules and Agenda Process; and . WHEREAS, it is the desire of the City Council to make the changes discussed, which will supersede Resolution No. 00-52. NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that: SECTION 1: The City Council hereby revises the Council Groundrules as described in Exhibit "A" attached PASSED: This day of .2001. C Ma or, ty of tiga#0 Oat,_&t City Recorder - City of Tig'ad LWDWtES0LUn0NS=UNCIL GROUNDRULES JULY OMOC RESOLUTION 01- 617 Page 1 EXHIBIT "A" Resolution No. 01 CITY COUNCIL GROUNDRULES AND AGENDA PROCESS The following information is Intended to assist with preparation for and the conduct of City Council meetings. The City Charter, Article IV, Section 13, contains regulations that govem Council meetings. The Groundrules describe the process followed by Council in scheduling and conducting meetings. Council/Mayor Roles The Mayor, or in the absence of the Mayor, the Council President, shall be the Presiding Officer at all meetings. The Presiding Officer shall conduct all meetings, preserve order, enforce the rules of the Council and determine the order and length of discussion on any matter before the Council, subject to these rules. The Presiding Officer may move, second, debate and vote and shall not be deprived of any of the rights and privileges of a Councilor. The Presiding Officer shall sign all ordinances, resolutions, contracts and other documents, except where authority to sign certain contracts and other documents has been delegated to the City Manager and all documents shall be attested to by the City Recorder. The Mayor shall appoint the committees provided by the Rules of Council. • In all other actions, decisions and other matters relating to the conduct of business of the City, the Mayor or President shall have no more or less authority than any other Council member. For the purposes of this written procedure any reference to the Council (unless otherwise specifically noted to the contrary) will Include the Mayor, President and Council members. Conduct of Cily Meetings • Council will meet at least once a month. Regularly scheduled meetings shall be on the second, third, and fourth Tuesdays of each month. • The Council meetings on the second and fourth Tuesdays are 'Business* meetings; the Council meetings on the third Tuesday of the month are "Workshop" meetings unless otherwise designated by the City Council. • Unless specifically noted otherwise, the meetings of Council shall begin at 6:30 p.m. at the established place of meeting. On the second and fourth Tuesdays the meetings will begin with a Study Session following by the Business meeting. On the third Tuesday, the Workshop meeting will begin at 6:30 p.m. • Roll Call/Voting Order: The roll shall be called in alphabetical order by last name. At each succeeding meeting at which a roll call vote is taken, the council person who voted last during the previous meeting, shall vote first and the Council person who 1 voted first during the preceding meeting shall vote second and so on in a rotating fashion. It Is the intent that the voting order remain fixed for each meeting and that a different Council person shall vote last during each separate meeting for the duration of the meeting. • Charter Section 19 provides that 'the concurrence of a majority of the members of the Council present and voting, when a quorum of the Council Is present, at a Council meeting shall be necessary to decide any question before the Council.' A Council member who abstains or passes shall be considered present for determining whether a quorum exists, but shall not be counted as voting. Therefore, abstentions and 'passes! shall not be counted in the total vote and only votes in favor of or against a measure shall be counted in determining whether a measure receives a majority. • The Chair, or other members if the Chair fails to remember, shall call for a Point of Order at or around 9:30 p.m. to review remaining items on the agenda with the Council. The Council may reset or reschedule those Items, which it feels may not be reached prior to the regular time of adjournment. • The Council's goal Is to adjourn prior to 10 p. m. unless extended by majority consent of all Council members then present. If not continued by majority consent, then the meeting shall be adjourned to either the next scheduled meeting or the meeting shall be continued to a special meeting on another date. • Definitions - Meeting Types, Study Sessions and Executive Sessions: > BUSINESS MEETINGS: Business meetings are regular meetings where Council may deliberate toward a final decision on an agenda item including consideration of ordinances, resolutions & conducting public hearings. Business meetings are open to the public. The regularly scheduled business meetings are televised. Business meetings are generally scheduled to begin at 7:30 p.m. with a study session preceding the Business Meeting at 6:30 p.m. Study Sessions are a workshop-type of meeting (see definition below) which also provide an opportunity for the Council to review the business meeting agenda and to ask questions for clarification on issues or on process. Study Sessions are open to the public. 9 All Council meetings are open to the public with the exception of Executive Sessions. Executive Sessions can be called under certain circumstances and topics are limited to those defined by ORS 192.660. i - The "Visitor's Agenda" is a regular feature on the Council i Business meetings. This item will be placed near the beginning of the Council Agenda to give citizens and visitors a chance to introduce a topic to the City Council. Council may decide to refer an Issue to staff and/or schedule the topic for a later Council meeting. 2 > WORKSHOP MEETING: Workshop meetings are regular meetings where Council reviews and discusses agenda topics with no intent of deliberating toward a final decision during the meeting. Workshop meetings are not currently scheduled to be televised but are open to the public. Workshop agenda items are generally topics which Council is receiving preliminary information on and providing direction for further staff analysis and information gathering for a later business meeting. Workshop topics may also include discussions with standing boards and committees, as well as other governmental units. Appropriate topics for Workshop meetings Include: - Introduce a Topic: Staff will bring up new Items to determine whether Council wants to entertain further discussion and whether to schedule the topic as an item on a future agenda. Educational Meetings: Council will review research Information presented by staff, consultants, or task forces - usually as a process check; i.e., is the issue on the right "track"? - Meet with individuals from City boards and committees or other jurisdictions to discuss Items of common Interest (examples: other Councils, the School District, and other officials). Administrative Updates: Items such as calendar information, scheduling preferences, process checks. > STUDY SESSIONS: Study Sessions precede or follow a Business Meeting or Workshop Meeting. As stated above, they are conducted in a Workshop-type setting to provide an opportunity for Council to review the Business Meeting Agenda and to ask questions for clarification on issues or on process. Information is also shared on items that are time sensitive. During Study Sessions, any Council member may call for a Point of Order whenever he or she wishes to stop the "discussion" because he or she feels that it is more appropriate for the City Council to discuss the matter during the Council meeting. If a Point of Order is raised, the City Council will discuss the Point of Order and determine whether the "discussion' should continue on or be held during the Council meeting. The decision on whether to continue the "discussion" or not shall be determined by the majority consensus of the Council members present. If Council discusses a Council Agenda Topic in a Study Session prior to that Council meeting, either the Presiding Officer or City Manager will briefly state at the introduction of the Agenda Topic, the fact that Council discussed the topic In the Study Session and mention the key points of the discussion. > EXECUTIVE SESSIONS: Meetings conducted by the Council, City Manager, and appropriate staff for deliberation on certain matters in a k, setting dosed to the public. Executive Sessions may be held during a regular, special or emergency meeting after the Presiding Officer has Identified the ORS authorization for holding the Executive Session. Among the permitted topics are employment of a public officer, deliberations with the persons designated by the Council to cant' on labor 3 negotiations, deliberations with persons designated to negotiate real property transactions, and to consult with legal counsel regarding current litigation or litigation likely to be filed. Policy Regarding Interrelationships BMWeen the City Council and Its A12pointed Commissions. Boards or Committees (hereinafter referred to as "Boards') • The Council shall follow the Procedure for Recruitment and Appointments to Boards and Committees established in Resolution No. 95-60. • Appointments to any committees not covered by Resolution No. 95-60 shall be made following the procedure provided within the Resolution or Ordinance, which created the committee. • Appointments to intergovernmental committees shall be made by Council Action. • Appointments of Council members to internal City committees as the Council Liaison shall be made by the City Council. • It is Council policy to make known to the public, by notice in the Cityscape, of the occurrence of vacancies on City boards for the purpose of informing persons who may be interested in appointment. • Council will entertain regular representation by persons outside the City on those boards, which provide for such non-city membership. • The Mayor and one Council member will serve on the Mayor's Appointment Advisory Committee for the purpose of interviewing and recommending potential board members. Council members will serve on this Committee with the Mayor on a rotated basis for a term of six months. Terms shall begin January 1 and July 1. Communications Between CU Councilors. City Manager and Staff • Councilors are encouraged to maintain open communications with the City Manager, both as a group and individually in one-on-one sessions. • Councilors are encouraged to direct inquiries through the City Manager, giving as much information as possible to ensure a thorough response. K • In the absence of the City Manager, Councilors are encouraged to contact the Assistant to the City Manager. In the absence of both the City Manager and the Assistant to the City Manager, Councilors are encouraged to contact the Department Head, realizing that the Department Head will discuss any such inquiries with the t City Manager. 1 I • Contacts below the Department Head are discouraged due to the possible disruption of work, confusion on priorities, and limited scope of response. 4 Council Agendas and Packet Information • The City Manager will schedule agenda items while attempting to maintain balanced agendas to allow for discussion of topics white meeting the established 10 p.m. adjournment time. • The City Manager will schedule items allowing time for staff research and the agenda cycle deadlines. • The agenda cycle calls for submittal of items 10 days in advance of a Council meeting. Add-ons are to be minimized, as well as handouts distributed at the start of meetings, except Executive Sessions. • Councilors and staff will prepare in advance of public meetings and issues should be presented fully in packets. • Council is supportive of the role staff should play in offering professional recommendations. Staff is aware of Council's right to make final decisions after considering the staff recommendation, public input, the record and Council deliberation on the matter. Communications Amona Councilors • Councilors are encouraged to suggest agenda topics at the bench or to contact the City Manager about scheduling an item into the Tentative Agenda. • Add-on Agenda items should be brought up at the start of the meeting and generally considered only if continuing to a later agenda is not appropriate. • Requests for legislative action of Council may be initiated by an individual Council member during a Council meeting. The City Manager will respond to the request consistent with resources and priorities, or refer the question of scheduling to Council as a whole. Communications with Community/General Public • Councilors and the General Public are reminded of the Agenda cycle and cut-off dates. Administrative staff is available to explain how public Issues are handled and how citizen input may be accomplished. • "Official" communication should come through City Hall and be provided by the City Manager. Direct submittal or inquiries to the Council or Individual Councilors should be referred to the City Manager or Councilors may ask the City Manager to look into an issue. • Official 'press releases" are encouraged, both to assure accurate reporting and to advise Council and Staff of the official position communicated to the press. Press releases are through the City Manager's Office. 5 General e Councilors are always Councilors in the eyes of the Administration, never simply private citizens. Thus, Councilors are always treated by Administration as Council members. information that "affects" the Council should go to Council. The City Manager is to decide on "gray areas," but too much Information Is preferable to too little. e Budget cuts or Increases are policy decisions. Budgets will not be cut "piece meal" or "across the board," but rather should be made in service or program areas, giving staff full opportunity to provide data clearly defining the anticipated impact of the action. e It is the policy of the Council that If Councilors are contacted regarding labor relations during labor negotiations or conflict resolution proceedings, then Councilors have no comment. e Councilors and the City Manager agree to report and discuss any contact, which might affect labor relations with the entire Council in Executive Session. e The Council Groundrules will be submitted for review by Council each year either in the July or August Workshop Meeting. The Groundrules can be reviewed and revised at any other time in the year when a specific issue or issues are identified requiring action prior to the established review period. 1.=M cnm'FrncouNCarCOUNCIuRuu s.oiA000 L D i I I I , J ' 6 S+udy AGENDA ITEM # Se-- FOR AGENDA OF March 11, 2003 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Review of Proposed Council Budget for Fiscal Year 2003-04 PREPARED BY:_ Cathy Wheatley DEPT HEAD OK ITY MGR OK ISSUE BEFORE THE COUNCIL Reviewed the proposed budget for FY 03/04 prepared by Administration staff. STAFF RECOMMENDATION Provide direction to staff on proposed budget numbers, the 10 percent reduction package, and the draft of the narrative pages prepared for the Council Division of the budget document. INFORMATION SUMMARY Staff submitted to Council a proposal for the Council Division (3110) of the City's budget. All City departments are attempting to submit a budget that shows a 10 percent reduction from the proposed budget. Council will discuss its reduction package and provide feedback to staff on the draft narrative statements outlining Program Results, Program Description, FY 02-03 Accomplishments, Current Service Level (goals), and a reduction package impact statement. OTHER ALTERNATIVES CONSIDERED N/A VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY N/A ATTACHMENT LIST No attachments FISCAL NOTES Discussion item only. 1/200' CITY OF TR;ARD Genera! Ledger Printed: 03/lu/200308:59 User: amanda v r , ~ l Expenses vs Budget Periods: 08-08 Wes` Expense vs. Budget Report Fiscal Year: 2003 Account Number Description Period Amount YTD Amount YTD Var Encumbered Amt Available % Available 100-3110-500000 Merit Pool 0.00 0.00 0.00 0.00 0.00• 0.00 0.00 100-3110-501000 Salaries - Management 22,500.00 0.00 9,850.00 12,650.00 0.00 12,650.00 56.22 100.3110-550000 Unemployment 43.00 0.00 19.70 23.30 0.00 23.30 54.19 100-3110-551000 Worker's Compensation 64.00 0.00 34.49 29.51 0.00 29.51 46.11 100-3110-552000 Social Security/Medicare 1,720.00 0.00 753.55 966.45 0.00 966.45 56.19 100-3110-553000 Tri-Met Tax 139.00 0.00 61.25 77.75 0.00 77.75 55.94 100-3110-565000 Life Insurance 0.00 0.00 0.00 0.00 0.00 0.00 0.00 100-3110.566000 Salary Continuation 0.00 0.00 0.00 0.00 0.00 0.00 0.00 100-3110-567000 Medical/Vision Benefits 18,366.00 0.00 5,314.80 13,051.20 0.00 13,051.20 71.06 100-3110-568000 Dental Benefits 2,187.00 0.00 687.15 1,499.85 0.00 1,499.85 68.58 01 Personal Services 45,019.00 0.00 16,720.94 28,298.06 0.00 28,298.06 62.86 100-3110-601000 Professional/Contractual Svcs 4,000.00 0.00 2,692.75 1,307.25 0.00 1,307.25 32.68 100-3110.612000 R & M - Office Equipment 500.00 0.00 0.00 500.00 0.00 500.00 100.00 100-3110-613000 Special Department Expenses 1,340.00 158.00 586.90 753.10 0.00 753.10 56.20 100-3110-615000 Internal Services Expense 15.00 1.60 33.00 (18.00) 0.00 (18.00) (120.00)- 100-3110-620000 Office Supplies & Expenses 4,200.00 249.05 1,803.13 2,396.87 0.00 2,396.87 57.07 100-3110-621000 Advertising & Publicity 2,000.00 0.00 436.65 1,563.35 0.00 1,563.35 78.17 100-3110-623000 Dues & Subscriptons 24,480.00 0.00 24,515.20 (35.20) 0.00 (35.20) (0.14) 100-3110-624000 Travel 4,643.00 191.63 4,583.32 59.68 0.00 59.68 1.29 100.3110-625000 Education & Training 2,150.00 0.00 2,435.00 (285.00) 0.00 (285.00) (13.26) 100.3110.631000 Utilities 0.00 0.00 0.00 0.00 0.00 0.00 0.00 100-3110-631050 Utilities - Phone/Pager/Cells 0.00 0.00 0.00 0.00 0.00 0.00 02 Materials & Services 43,328.00 600.28 37,085.95 6,242.05 0.00 6,242.05 14.41 100-3110-704000 Office Furniture & Equipment 0.00 0.00 0.00 0.00 0.00 0.00 .00 03 Capital Outlay 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Expense 88,347.00 600.28 53,806.89 34,540.11 0.00 34,540.11 39.10 3110 Mayor & Council 88,347.00 600.28 53,806.89 34,540.11 0.00 34,540.11 39.10 100 GENERAL FUND 88,347.00 600.28 53,806.89 34,540.11 0.00 34,540.11 39.10 600-3120-500000 Merit Pool 1,587.00 0.00 0.00 1,587.00 0.00 1,587.00 100.00 600-3120-501000 Salaries - Management 345,829.00 24,437.46 225,230.55 120,598.45 0.00 120,598.45 34.87 600.3120-502000 Salaries - General 0.00 0.00 0.00 0.00 0.00 0.00 0.00 600-3120-504000 Part-time - Regular 0.00 0.00 0.00 0.00 0.00 0.00 0.00 600-3120-505000 Part-time - Temporary 0.00 0.00 0.00 0.00 0.00 0.00 0.00 600-3120-509000 Accrued Vacation 0.00 0.00 0.00 0.00 0.00 0.00 0.00 600-3120-520000 Overtime 0.00 0.00 0.00 0.00 0.00 0.00 0.00 600-3120-550000 Unemployment 695.00 48.86 452.29 242.71 0.00 242.71 34.92 600-3120-551000 Worker's Compensation 933.00 12.85 506.34 426.66 0.00 426.66 45.73 600.3120-552000 Social Security/Medicare 24,676.00 1,874.26 15,523.10 9,152.90 0.00 9,152.90 37.09 600-3120-553000 Tri-Met Tax 2,160.00 151.96 1,406.78 753.22 0.00 753.22 34.87 600-3120-560000 Retirement 38,215.00 2,688.12 24 775.34 13,439.66 0.00 13,439.66 35.17 600-3120-560001 Retirement 3% Employer Match 10,423.00 733.10 6,456.35 3,966.65 0.00 3,966.65 38.06 600-3120-565000 Life Insurance 1,852.00 61.25 1,502.25 349.75 0.00 349.75 18.88 600-3120-566000 Salary Continuation 1,388.00 101.86 775.90 612.10 0.00 612.10 44.10 600-3120-567000 Medical/Vision Benefits 31,246.00 2,469.33 20,903.74 10,342.26 0.00 10,342.26 33.10 600-3120-568000 Dental Benefits 4,147.00 305.85 2,652.00 1,495.00 0.00 1,495.00 36.05 01 Personal Services 463,151.00 32,884.90 300,184.64 162,966.36 0.00 162,966.36 35.19 Page I l CITY OF TIGARD, OREGON RESOLUTION NO. 03- A RESOLUTION OF THE TIGARD CITY COUNCIL ACKNOWLEDGING THE EXCELLENT LEADERSHIP AND COMMUNITY SERVICE RENDERED BY RONALD (RON) D. GOODPASTER, CITY OF TIGARD CHIEF OF POLICE FROM AUGUST 1, 1989 TO FEBRUARY 1, 2003 WHEREAS, Ron Goodpaster served the citizens of the City of Tigard as their Chief of Police for 13-1/2 years; and WHEREAS, Ron holds a place of high esteem in the minds and hearts of the people of this City for his good works not only as the Chief of Police of the Tigard Police Department, but for volunteering many hours to benefit the community's less fortunate; and WHEREAS, Ron was dedicated to the task of providing the best possible public service to the City of Tigard; and WHEREAS, from the youngest citizen of Tigard to its most senior citizen, Ron's presence, accessibility and humor easily dissolved any intimidation people might have experienced in meeting a Police Chief; and WHEREAS, Ron's open manner translated into a good community image for the City of Tigard organization; and WHEREAS, Ron embraced the philosophy of community policing resulting in a partnership between the Tigard Police Department and Tigard citizens to connect to citizens and to respond to their needs; and WHEREAS, Ron's commitment to the community extended beyond the 8 a.m. - 5 p.m. workday as he willingly volunteered his time whether it was reading to youngsters at Community Partners for Affordable Housing, assisting the Good Neighbor Center by regularly (for many years) committing his time as an overnight chaperone, directing and parking cars for the Tigard High School Booster Club in the early morning hours at the Balloon Festival; organizing painting and yard work projects for a Christmas in April homes in the Tigard area; leading a litter patrol for the City Employee Volunteers of Team Tigard NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that: SECTION 1: On the occasion of Ron Goodpaster's retirement from this municipality after 13-1/2 years of faithful service, it is appropriate for the City of Tigard to extend its grateful appreciation of the sterling qualities of heart and mind, which were manifest in his devotion to this City. SECTION 2: The Tigard City Council adopts this resolution as a token of its gratitude and in recognition for the faithful and meritorious services rendered by Ron Goodpaster. RESOLUTION NO.01- Page 1 SECTION 3: This resolution is effective immediately upon passage. PASSED: This day of 2003. Mayor - City of Tigard ATTEST: City Recorder - City of Tigard IAADMVWS0LUTI0NS\ACKN0WLEDGE GOODPASTERDOC L ; K e ; a 0 9 u RESOLUTION NO. 01- Page 2 Copies to: Mayor/Council her, City Manager ' Council File Mar. 8, 2003 Tigard City Council RECEIVED C.O.T. 13125 S.W. Hall Blvd. MAR 10 2003 Tigard, OR 97223 Re: Proposed extension of Wall Street Administration Dear Council Members: I have just returned from a drive to the end of Wall Street and am at a loss to see any benefit from extending it across railroad tracks into one of the few natural areas along Fanno Creek. Assuming the necessity of a railroad overpass or underpass, the expenditure of funds to study this matter seems a great waste of our scarce resources. Wouldn't our community gain much more by spending the hundreds of thousands of dollars this study is costing on enhancing what is truly unique to Tigard, this rare piece of nature along Fanno Creek? Thank you for considering my concern. Sincerely yours, Ronald M. Leistra 9815 S. W. Kimberly Dr. Tigard, OR 97224 ronleistra@earthlink.net RECEIVED C.O.T. 9Jill Tellez 280 S.W. 80th Ave. Portland, OR 97223 MAR 1 1 2003 March 11, 2003 Administration The City of Tigard Mayor Jim Griffith Tigard City Council 13125 S.W. Hall Blvd. Tigard, OR 97123 re: Wall Street Extension Dear Mayor Griffith and City Council Members, I am respectfully resubmitting my testimony from almost a year ago regarding the proposed Wall St. extension to accommodate the industrial property on the opposite side of Fanno Creek. Because of the detrimental environmental impacts to the Western pond turtle and other wildlife living in that area , this stretch of Fanno Creek needs to be OFF LIMITS to humans, roads and rail crossings. Please tell the architects for this project to remove the network of trails that would meander through natural environments. Encroachment on these sensitive lands areas must be minimal. Already the proposed plan will severely limit the ranging habitat of the turtles. There were no alternatives considered for the proposed Wall St extension. Why? Because you are brokering land deals with taxpayer dollars, you have a responsibility to consider alternatives to projects that meet with opposition from the community. Taxpayers are not responsible for building a road to access a private landowner's property. When you factor in the cost of the extension and the money already invested in it, then suddenly the land isn't so affordable after all. Please consider postponing your decision to approve the Wall St. extension until further alternatives have been considered. Signed, Jill Tellez 9280 S.W. 80th Ave. Portland, OR 97223 June 6, 2002 The City of Tigard Mayor Jim Griffith Tigard City Council 13125 S.W. Hall Blvd. Tigard, OR 97123 re: Wall Street Extension LID Dear Mayor Griffith and City Council Members, I am writing this letter as a request that you abandon your attempt to pursue a Local Improvement District to extend Wall St. over Fanno Creek and to drop the Wall Street extension project from your budget. The Tigard Transportation Plan identifies alternatives to the Wall St. extension that would enhance existing roads and result in improved traffic mobility, while at the same time protecting this stretch of Fanno Creek from development. Dollars spent for these road improvements would enhance existing sites currently in need of repair and updating. Now would be a prime opportunity to address those improvements. The portion of Fanno Creek impacted by this project lends itself to being maintained as a natural greenway, and the Fanno Creek Watershed Plan states that this area should be protected from development, stating it's best use is "as a natural greenway for passive recreation and flood control/high water absorption." Does it make sense to ignore alternatives which could enhance existing roads and not impact a natural resource? Does the City of Tigard want to go on record as having turned down an offer from Metro to purchase this parcel as open space at no expense to the local taxpayer? Where is the City of Tigard's commitment to preserving natural resources and considering alternatives to development? Will you continue to approve development impacting sensitive areas until we have no wildlife left in and around our creeks and streams? In the Tigard Visioning Survey, the citizenry has stated their preference for policies that encourage open space over accommodating future development by a preference of 86% to 14%. As elected officials, please represent the citizens and use your good judgment to weigh the impacts of this decision. I urge you to drop the Wall St. crossing from your budget. Sincerely; Jill Tellez WA L-1 , Page 1 of 1 Cathy Wheatley - Comments on Wall St. From: kwb@involved.com To: <mayor@ci.tigard.or.us> Date: 3/11/03 2:55 PM Subject: Comments on Wall St. To: Tigard City Mayor From: Ken Barker; kwb@involved.com; 11825 SW Lynn St., Tigard, OR 97223 Re: Stop Wall St. project, need to protect Fanno Creek wetlands and wildlife I wanted to express my opinion to the Tigard City Council regarding the Wall Street project. I just recently learned that the Wall Street project is going to be built over a wetland that is important for our wildlife of turtles, frogs, fish, etc. One of the main reasons we enjoy living in Tigard is the parks and open space available throughout the city. From the research I have done it appears that there are other options that will alleviate the traffic problems of Hall Blvd. and also provide access to this zoned industrial area. 1 feel it is critical that we preserve as much of our wetland and wild areas as possible. Also a previous survey conducted of local citizens showed that 86% of the people would prefer to preserve open spaces instead of development. appreciate your consideration of my arguments for not continuing with the Wall Street studies ate.nr.t~xrr~mn~are~~r>orsn~r_u~tnnnn,7 urrwx zn rnI ' ic~o CITY OF TIGARD, OREGON RESOLUTION NO. 03- A RESOLUTION MAKING A REIMBURSEMENT DECLARATION AND AUTHORIZING SUBSEQUENT REIMBURSEMENT DECLARATIONS. WHEREAS, the City intends to construct a new water reservoir and related improvements to serve the 550 foot service level and is currently incurring design and preliminary engineering costs; and, WHEREAS, the City reasonably expects to finance the reservoir with water revenue bonds or other tax-exempt obligations; and, WHEREAS, Federal tax law requires the issuer of tax-exempt obligations to declare its intention if the issuer expects to spend its funds on a project and later reimburse itself for those expenditures from the proceeds of tax-exempt obligations; NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that: SECTION 1. Reimbursement Declaration. The City hereby declares its intention to reimburse expenditures it makes from City funds for the 550 Foot reservoir and Related Improvements Project with the proceeds of tax-exempt obligations. The City does not expect to issue more than $1,000,000 of tax-exempt obligations to reimburse the City for project costs. SECTION 2. Delegation to Make Future Declarations. The City's Finance Director or the person designated by the Finance Director to act on behalf of the City under this Resolution are hereby authorized to make future declarations of the City's intention to reimburse expenditures, without additional action by the City Council. SECTION 3. This resolution takes effect upon passage by the City Council. PASSED: This _ day of , 2003. Mayor - City of Tigard ATTEST: City Recorder, City of Tigard RESOLUTION NO. 03-_ Page 1 _ Page 1 of 2 Cathy Wheatley - Re: April 3 Joint Meeting From: Bill Monahan To: "SWHEELER@ci.tualatin.or.us".GWIA.COT_DO Date: 3/11/03 9:28 AM Subject: Re: April 3 Joint Meeting CC: Cathy Wheatley; slowder@ttsd.kl2.or.us Thanks, Sreve. I will talk to council tonight. "STEVE WHEELER" <SWHEELER@ci.tualatin.or.us> 03/11/03 09:19AM Bill and Steve - We're confirmed for Thursday April 3 at the TTSD Board Room, 7:00 PM. Thanks for the patience in working this out. Some agenda topics from Tualatin include: 1. SRO's - status in Tualatin; 2. Property tax funding for TTSD; 3. Discussion on Latino awareness issues. There will probably be some more. Thanks - Steve Wheeler "Bill Monahan" <BILL(§ci.tigard.or.us> 03/10/03 04:18PM Steve, Yes, the third works for us, unless Steve Wheeler hears otherwise from his Council tonight. If Tualatin has a problem with the third, I will let you know tomorrow. Thanks for getting back to me. Bill Steven Lowder <slowder@ttsd.kl2.or.us> 03/10/03 02:47PM Bill: It looks like April 3rd at 7:00 in our Board Room works here. Does that work for the cities? Steve k file://C:\WINDOWS\TEMP\GW)00008.HTM 3/11/03 Page 2 of 2 At 12:04 PM 3/10/2003 •0800, you wrote: >Hi Steve, >Last Thursday you sent me a note that you needed to check with the Board >to determine if April 3 works for a joint meeting with Tualatin and >Tigard. Did you get a chance to do that at the Board meeting Thursday >evening? Steve Wheeler has a council meeting tonight and would like to >report the date and begin gathering agenda items. I would do the same >tomorrow night with my council. >Thanks. >Bill file://C:\WINDOWS\TEMP\GW}00008.HTM 3/11/03 fM AGENDA ITEM # 6e3S'ilbr) FOR AGENDA OF March 11, 2003 CI'T'Y OF TIGARD, OREGON COUNCIL. AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Initial Review ol'Conununity Event Grant Requests PREPARED BY: Craig Prosser DEPT HEAD OK CITY MGR OK ISSUE BEFORE THE COUNCIL Review applications for Community Event Grants and give preliminary direction as to which grants should be included in the FY 2003-04 Budget. STAFF RECOMMENDA'T'ION Review grant requests and give preliminary direction on applications to be funded. INFORMATION SUMMARY Each year, the City solicits applications from community organizations for grants for the following fiscal year. The City has received nine applications by the February 14 deadline. The City also anticipates receiving an application from The Tigard Festival of Balloons, but as of February 25, that application has not been received. Assuming the Festival of Balloons requests $10,000 (as provided in the City sponsorship resolution), the total funding requested is $51,550 in direct contributions. An additional $7,200 is being requested for in-kind support (not including the Balloon Festival). According to the funding policy of the Budget Committee set in prior years, only $42,565 is available for these grants. City departments have been asked to identify how they would reduce their FY 2003-04 budget requests by 10%. The Council has chosen to apply this same target reduction to the Community Event grants. The revised target is therefore $38,310. On December 18, 2001, Council approved three resolutions guaranteeing base funding to three sponsored community events - Festival of Balloons, Broadway Rose and Tigard 4" of July. Together the guaranteed funding for these three events is $27,500. After removing the guaranteed funding requests, a total of $10,810 remains to be distributed amongst the seven other applicants. The total amount requested from these applicants is $24,050. Therefore, the remaining requests will need to be reduced by a minimum of $13,240 to stay within the revised target set for community event grants. Staff is requesting that the Mayor and Council review the event requests and give recommendations on which requests should receive full, partial or no funding. The final funding decisions will be made at the Budget Committee meetings in May. OTHER ALTERNATIVES CONSIDERED This is a preliminary review only. Final funding decisions and exploration of alternatives will be made at the Budget Committee hearings in May. VISION TASK FORCE GOAL AND ACTION COMMITTEESTRATEGY NA A'T'TACHMENT LIST Summary chart of Community Event Grant requests 9 Community Event Grant Applications (application from the Festival of Balloons not received by 2/25/03) FISCAL NOTES Requests total $51,550. Requests will be funded from the FY 2003-04 General Fund budget. i i City of Tigard FY 2002-03 Community Event Grant Requests 2121103 Target (based on proportional share of policy set-aside) = $42,565 ($38,310 with 10% reduction) FY 1999.00 FY 2000-01 FY 2001-02 FY 2002-03 FY 2003-04 A enc Actual Actual Actual Budget Re uested Recommended Art Resources of Tigard (ART) Direct 3,750 0 In-Kind Broadway Rose Direct 10,000 10,000 10,000 10.000 10,000 In-Kind City of Tigard Dog Park Direct 0 0 0 0 400 In-Kind Festival of the Balloons Direct 10,000 10,000 10,000 10,000 10,000 In-Kind Lions Club Direct 1,000 In-Kind Tigard 40th Birthday Direct 0 0 2,000 0 0 In-Kind Tigard Blast Direct 0 0 5,000 5,000 5,000 In-Kind Tigard Country Daze Direct 1,000 0 0 0 0 In-Kind Tigard 4th of July Direct 7,500 7,500 7,500 7,500 7,500 In-Kind 1,600 Tigard High Graduation Ceremony Direct 500 500 500 750 2,000 In-Kind Tigard Recreation Association (TRA) Direct 0 0 In-Kind Train Days a. Direct 0 4,000 0 0 0 r In-Kind Tualatin Riverkeepers Direct 1,000 1,710 2,000 2,000 2,500 In-Kind 500 Tualatin Valley Community Band 1 Direct 1,200 1,250 1,850 1,850 1,850 In-Kind Urban Hope International Direct 0 0 0 0 11,300 In-Kind 5,100 Total Direct $31,200 $34,960 $38,850 $40,850 $51,550 In-Kind $0 $0 $0 $0 $7,200 i:Fin\Budget 04SWal SenAceMCommunity Event Summary - Agenda Summary.xts Community Events 2/28103 9:20 AM D2/27/03 14:19 V 10001 Superior Piling Shoring Solutions ly~~~lGL't~Yl . i f _ f. . ( 1 i , . a j--._ I i i i , i ! i. , i ! - - - ' f7F•N u'Lt 02/27.; 03 14:20 002 27 February 2003 Mr. Craig Prosser Finance Director, City of Tigard Dear Mr. Prosser: i am returning the Community Events Funding Request form incomplete. This is the last year I will be helping with the Festival. At this point it is still unclear who will be doing this in 2004. The event will hopefully carry on similar to what has happened the last eight years. I can forward a copy of the 2003 budget if it will be helpful. Please note that we have met with the city and understand that Public Works , Staff, and Police will be cutting back their time and services at the 2003 Festival. At this time the 2003 Festival is still scheduled for June 13,14,1$ 2003. I would hope that a funding allotment can be set aside for the 2004 event. When it is clear who will be producing the event they can get in touch with your office and finish submitting all the proper information. Thank you for your help in the past. Sized ely, Bruce Ellis i i i uziZIiu` 14:ZU Aa IM003 02/20/2003 18:20 FAX 303 639 1471 CITY OF TIGARD 0002 CITY OF TIGAI-D, OREGON 113125 SW HALL BLVD - TIGARD, OREGON 97223 503-639-4171 FY 2003-04 COMMUNITY EVENTS FUNDING REQUEST Event Name: '7~GA-2O ~~1•t7/I~i~12 fJ1~' ~~'~~yc,/N s Address: City, State, Zip: Contact Name: Telephone Number: 1. Request (express in whole dollar amounts only) Cash $ f G j a a a III-Kind Services (use of City property, Ciry staff support 2 G O 3 etc. Please explain the smvices requested on a scparate sheet) Total Request $ 2. Purpose of Funding Request. 3. Please submit the following information with Ws request: AL Detailed budget, including FY 2001-02 actual expenditures, FY 2002- 03 Adopted Budget, and FY 2003-04 Proposed Budget. The Budget i should identify beginning and ending balances, major revenue s ~ sources, major expenditure categories, and number of authorized positions. 6_ Audit report or financial statements for the last fiscal year.** a Articles of Incorporation.* d. 501(c)(3) st tus.# e. Organization Bylawe * Information not requited if it has been submitted at least once in the last five years. Lack of adequate financial information could result in denial ofrequest- Tualatin Tualatin Valley Community Bond Valle P. O. Box 230773 ommuni Tigard, OR 972B1-0773 Band February 6, 2003 Mr. Craig Prosser Finance Director City of Tigard 13125 SW Hall Blvd. Tigard, OR 97223 Dear Mr. Prosser, I am pleased to submit our 2003 Community Event Funding Request to the City of Tigard. I believe the material provided is complete. If you have any questions about the content of this application, do not hesitate to contact me at 503-414-3058 or p.pasteris@verizon.net. I look forward to working with you and'the City to continue our Band's tradition of serving the Tigard Community with quality musical performances and community services. Sincerely, j-T Phil Pasteris President, Tualatin Valley Community Band Cc: Tualatin Valley Community Band Board of Directors, TVCB, P.O. Box 97281-0773, Tigard, OR Tualatin Valley Community Band FY-2003 Community Event Funding Request Event Name: Tualatin Valley Community Band - http://www.tvcb.gen.or.us Address: P.O. Box 230773, Tigard, Oregon 97281-0773 Contacts: Phil Posteris, Board President, 639-9740 (h), 414-3058 (w), p.pasteris@verizon.net Steve Heuser, Music Director, 691-1446 (h), 691-9700 (w) steve.heuser@verizon.net 1. Request Cash $1,850 In-kind Services Use of the Scheckla-Bishop Structure for weekly rehearsals and free concerts during the summer. Total Request $1,850 2. Purpose of Funding Request: The Tualatin Valley Community Band (TVCB) is a State of Oregon recognized nonprofit organization with a three-fold mission (1) to provide high quality live public music performances for civic and educational functions, (2) to provide an opportunity for musicians of all ages and ethnic backgrounds to perform music, and (3) to foster music education by providing individual scholarships and donations to music education programs. NCB was formed in 1989 and has been under the direction of Steve Heuser since 1991. During 2002, the TVCB provided eleven free public events in the Tigard - Portland metropolitan area: 1. Music is for Life Concert, Fowler Middle School, Tigard, Oregon, February 24, 2002 2. Adult Band Festival, Eugene, Oregon, March 23, 2002 3. Mass Choir Concert, Tualatin High School, April 14, 2002 4. Smith Aviation Museum, McMinnville, Oregon, June 2, 2002 5. Tigard 4th of July Celebration, Tigard High Football Stadium, July 4, 2002 6. Cook Park, City of Tigard Volunteer Recognition, July 18, 2002 7. Cook Park Summer Concert, Tigard, Oregon, July 28th, 2002 8. September 11th Memorial Concert, Cook Park, September 11, 2002 9. Fall Concert, Tualatin High School, November 10, 2002 10. NCB Winter Concert, Tigard High School, December 15, 2002 11. Zoo Lights, Oregon Zoo, December 17, 2002 The TVCB plans to carry out a similar performance schedule in 2003. Our rehearsals are open to the public in Cook Park every Tuesday evening during the summer. The requested funds would be used as follows (see Adopted Budget for details): • Tigard/Tualatin High School Auditorium rental, 3 free concerts @ $300/concert ............................................................................................$900 • Music scores, approximately 6-8 ..............................................................................................$450 • Liability insurance to perform free public concerts in Tigard ..........................................$500 Total Request $1,850 02/06/03 2:32 PM tigardfunds03.doc Page 1 of 6 Tualatin Valley Community Band FY-2003 Community Event Funding Request 3. Financial Information 3.a FY-2002 Actual Expenditures tvcb-Bank,Cash,CC Accounts 01/10/03 TVCB 2002 YTD Income & Expense 01/01/02 Through 12/31/02 Page 1 Category Description INCOME Donations 2,552.00 T-Shirt Sales 849.00 TOTAL INCOME 3,401.00 EXPENSES Business Tax 20.00 Finance Charge 2.03 Insurance 461.00 Office Supplies 126.70 P O Box Rent 46.50 Printing 225.49 Rent Paid 180.00 T-Shirt Cost 816.00 TOTAL EXPENSES 1,877.72 TOTAL INCOME - EXPENSES 1,523.28 TRANSFERS TO Scholarshp Fund -900.00 TO Sheet Music Svc -776.50 FROM Scholarshp Fund 1,844.00 FROM Sheet Music Svc 85.00 TOTAL TRANSFERS 252.50 OVERALL TOTAL 1,775.78 I 02/06/03 2:32 PM tigardfunds03.doc Page 2 of 6 Tualatin Valley Community Band FY-2003 Community Event Funding Request 3.a. FY-2003 TVCB Adopted Budget INCOME Donations 2,400.00 T-Shirt Sales 48.00 From Scholarship fund 500.00 From Sheet Music Svc 0.00 TOTAL INCOME 2,948.00 EXPENSES Instruments 0.00 Business Tax 20.00 Finance Charge 2.03 Insurance 461.00 Office Supplies 135.00 P O Box Rent 47.00 Printing 200.00 Rent Paid 900.00 T-Shirt Cost 0.00 To Scholarship Fund 900.00 To Sheet Music Svc. 500.00 TOTAL EXPENSES 3,163.72 TOTAL INCOME - EXPENSES -215.00 Notes: 1. Rent Paid: Tigard-Tualatin School District auditorium rental costs are budgeted for three at $300.00 per performance. 2. Scholarship: Amounts distributed are divided based on amount available and will not exceed $300 per individual. 3. Cash balance is $1,633.00 as of 12/31/2002. 4. Major revenue sources for 2002 were the City of Tigard $1,850, and Portland General Electric $500. The Saxton Scholarship Fund received $500. 5. Major expenditures were for liability insurance $461, Music $776 and the Saxton Scholarship Fund $900. LL G. Authorized positions are as follows: Phil Pasteris, President; Tim Roberts, Secretary; Lee Boekelheide, Treasurer; Steve Heuser, TVCB Music Director; Chris ~j Lewis, Librarian. Board Members Phil DeLuca, Dave Nelson, Darla Bowman, Sandy Ruff, Ray Beyers. All positions are uncompensated. 3.a PY-2004 TVCB Proposed Budget m TVCB is on an annual budget cycle. A 2004 budget will be developed at the end of J 2003. 02/06/03 2:32 PM tigardfunds03.doc Page 3 of 6 Tualatin Valley Community Band FY-2003 Community Event Funding Request 7---------------------------------------------------- 3.b Financial Statements The TVCB FY-2002 check register from Quicken is presented. Checking Page 1 03-Feb-05 02-Jan-2 355 Postmaster 22.50 R 1,700.11 memo: POB 230773 cat: P O Box Rent 02-Jan-2 356 Corporation Division 20.00 R 1,680.11 memo: reg #444948-88 cat: Business Tax 02-Jan-2 357 Chris Lewis 3.98 R 1,676.13 memo: Staples: binders cat: Office Supplies 02-Feb-0 358 Tualatin High Auditorium 180.00 R 1,496.13 memo: dep on 24 Feb cat: Rent Paid 02-Feb-2 DEP Cash R 111.00 1,607.13 memo: from concert 24 Feb cat: [Scholarshp Fund] 02-Feb-2 DEP Rosemary Pasteris R 40.00 1,647.13 memo: #11540 at concert 24 Feb cat: [Scholarshp Fund] 02-Feb-2 DEP Kathleen & James Allen R 15.00 1,662.13 memo: #1011 at concert 24 Feb cat: [Scholarshp Fund] 02-Feb-2 DEP Sallie Olson R 50.00 1,712.13 memo: #6854 at concert 24 Feb cat: [Scholarshp Fund] 02-Feb-2 DEP Amy Emery R 50.00 1,762.13 memo: #5552 at concert 24 Feb cat: [Scholarshp Fund] 02-Feb-2 DEP Laura Holmes R 50.00 1,812.13 memo: #6928 at concert 24 Feb cat: [Scholarshp Fund] 02-Feb-2 DEP Shirley Dees R 25.00 1,837.13 memo: #1140 at concert 24 Feb cat: [Scholarshp Fund] 02-Feb-2 DEP Irene Barth R 10.00 1,847.13 memo: #2620 at concert 24 Feb cat: [Scholarshp Fund] 02-Feb-2 DEP David & Linda Nelson R 25.00 1,872.13 g memo: #18211 at concert 24 Feb cat: [Scholarshp Fund] l7 02-Feb-2 DEP Linda Saxton R 100.00 1,972.13 memo: #15264 at concert 24 Feb cat: [Scholarshp Fund] 0 02-Feb-2 359 Sheet Music Service of Port... 75.50 R 1,896.63 memo: cust 58680: 119728 SPLIT [Sheet Music Svc] a [Sheet Music Svc] 75.50 19728 02-Feb-2 360 Chris Lewis 4.99 R 1,891.64 memo: Fred Meyer storage box cat: Office Supplies 02-Mar-O 361 Lone Mountain Sportswear 816.00 R 1,075.64 memo: 72 new shirts cat: T-Shirt Cost 02-Mar-O DEP Various R 702.00 1,777.64 02/06/03 2:32 PM tigardfundsO3.doc Page 4 of 6 Tualatin Valley Community Band FY-2003 Community Event Funding Request cat: T-Shirt Sales 02-Apr-O DEP Adelia B. Bertell R 10.00 1,787.64 memo: #2272 for concert 24 Feb cat: [Scholarshp Fund] 02-Apr-O DEP Francis W. Kenny R 12.00 1,799.64 memo: one T shirt cat: T-Shirt Sales 02-Apr-O 362 Steve Heuser 78.00 R 1,721.64 memo: flyers for 24 Mar concert cat: Printing 02-Apr-2 363 Chris Lewis 27.73 R 1,693.91 memo: another crate, rubber stamps cat: Office Supplies 02-Apr-3 364 Lisa Hasuike 300.00 R 1,393.91 memo: Saxton Memorial Scholarship cat: [Scholarshp Fund] 02-Apr-3 365 Karri Pasteris 300.00 R 1,093.91 memo: Saxton Memorial Scholarship cat: [Scholarshp Fund] 02-Apr-3 366 Liz Lewis 300.00 R 793.91 memo: Saxton Memorial Scholarship cat: [Scholarshp Fund] 02-Apr-3 367 Schauermann Insuarance 461.00 R 332.91 memo: thru May 2003 cat: Insurance 02-May-O DEP Alan Mehrwein R 1.00 333.91 memo: cell phone fine cat: Donations 02-May-O DEP Some Trombone R 15.00 348.91 memo: t shirt cat: T-Shirt Sales 02-May-O 368 Sheet Music Service of Port... 5.00 R 343.91 memo: cust 58680: 125260 SPLIT [Sheet Music Svc] [Sheet Music Svc] 5.00 125260 02-Jun-0 DEP Various R 61.00 404.91 memo: t-shirts, cell phone penalty SPLIT T-Shirt Sales T-Shirt Sales 15.00 Doug Reitmeier T-Shirt Sales 30.00 Candy & Gregg Mitchell T-Shirt Sales 15.00 Robert E. Haas Donations 1.00 cell phone penalty 02-Jun-0 DEP Jennifer & Robert q Shannon R 30.00 434.91 memo: 2 t shirts cat: T-Shirt Sales J 02-Jul-0 DEP Tigard 4th Of July R 200.00 634.91 cat: Donations 0 02-Jul-1 369 Postmaster 24.00 R 610.91 memo: POB 230773 U cat: P O Box Rent J 02-Jul-1 DEP City Of Tigard R 1,850.00 2,460.91 memo: 2002-2003 donation cat: Donations 02-Sept- DEP Cash R 15.00 2,475.91 cat: T-Shirt Sales 02-Sept- DEP Stephen Jachim R 15.00 2,490.91 cat: T-Shirt Sales 02/06/03 2:32 PM tigardfunds03.doc Page 5 of 6 Tualatin Valley Community Band FY-2003 Community Event Funding Request 02-Sept- DEP Portland General Electric R 500.00 2,990.91 cat: Donations 02-Sept- 370 Sheet Music Service of Port... 137.03 R 2,853.88 memo: cust 58680: 129598, 130134,... SPLIT [Sheet Music Svc] [Sheet Music Svc] 75.00 129598 [Sheet Music Svc] 145.00 130134 [Sheet Music Svc] 85.00 131143 Finance Charge 2.03 02-Sept- 371 Chris Lewis 90.00 R 2,763.88 memo: 1/2 toner cartridge cat: Office Supplies 02-Oct-3 372 Sheet Music Service of Port... 476.00 R 2,287.88 memo: cust 58680: 135408 136264 1... SPLIT [Sheet Music Svc] [Sheet Music Svc] 68.00 135408 [Sheet Music Svc] 76.00 136264 [Sheet Music Svc] 145.00 136748 [Sheet Music Svc] 49.00 138235 [Sheet Music Svc] 74.00 139059 [Sheet Music Svc] 64.00 139061 02-Oct-3 373 Phil Pasteris 90.00 R 2,197.88 memo: reimb Sir Speedy: concert p... cat: Printing 02-Dec-0 374 Dave Nelson 50.00 2,147.88 memo: Sir Speedy - posters for co... cat: Printing 02-Dec-0 375 Steve Heuser 7.49 2,140.39 memo: paper for posters for concert cat: Printing 02-Dec-1 DEP Cash 358.00 2,498.39 memo: 12/15 concert donations cat: [Scholarshp Fund] 02-Dec-2 DEP Cash 1,000.00 3,498.39 memo: 12/15 concert donations cat: [Scholarshp Fund] 3.c Articles of Incorporation Articles of Incorporation are on file with the City of Tigard. No changes were made during FY-2002 J p 3.d 501(c)(3) Status 9 NCB obtained a federal tax-exempt designation on November 21, 2001 and is on file at the City of Tigard. Ui The TVCB Employer Identification Number is 93-1168909 and our DLN Number is 17053299033021. 1 3.e Organizational Bylaws Bylaws are on file with the City of Tigard. No changes were made during FY-2002 02/06/03 2:32 PM tigardfunds03.doc Page 6 of 6 CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-639-4171 FY 2003-04 COMMUNITY EVENTS FUNDING REQUEST Event Name: T1.~.BD ~Eid7.Y~0s ,c~dari,J.t*.rt .l7is~R, sf sa~1. Address: V I.Z*W SW /.J.y'Ae X-7- T7G.~R D. OR 47Z ` 3 City, State, Zip: Contact Name: 7'j-~C•¢ ~i ~o'.✓so.J /yJii~r' /J~A~R Telephone Number: SD X - 6 X7- s S88 s~ 3 - &,.7f-- z 9 V3- 1. Request (express in whole dollar amounts only) Cash $ 5 1 III-Kind Services (use of City property, City staff support, $ etc. Please explain the services requested on a separate sheet) Total Request $ 2. Purpose of Funding Request: TJG~9/!© .C~4/>✓ST - ScJ/rJ/sJcr~ C L/17/~ ✓i✓i Tt,~ 3. Please submit the following information with this request: a. Detailed budget, including FY 2001-02 actual expenditures, FY 2002- 03 Adopted Budget, and FY 2003-04 Proposed Budget. The Budget should identify beginning and ending balances, major revenue sources, major expenditure categories, and number of authorized positions. b. Audit report or financial statements for the last fiscal year.** C. Articles of Incorporation.* d. 501(c)(3) status.* e. Organization Bylaws* * Information not required if it has been submitted at least once in the last five years. Lack of adequate financial information could result in denial of request. N ' Tigard Central Business Association, Inc. A Not for Profit Corporation FIN 93-1268974 (503) 624-2975 First Bank of Tigard Building 12420 S. W. Main Street Tigard, Oregon 97223 February 12, 2003 Mr. Craig Prosser Finance Director City of Tigard 13125 S.W. Hall Blvd. Tigard, Oregon 97223 Dear Craig, The Board of Directors of Tigard Central Business District Association, Inc., a Not for Profit Corporation, submit this letter with enclosures our Funding Request for the Fiscal Year 2003 - 2004. To the criteria for funding, we submit the following comments: (1) The Tigard Blast celebration is primarily for Tigard area residents (2) This event is open to all citizens (3) We stress a family oriented type of celebration on this annual event, with effort to provide quality entertainment and activities (4) With two annual events successfully accomplished by this organization, we feel that the event has proven to be valuable to the community, and very affordable for the city and the citizens attending (5) As with item (4), the Board of Directors feel that our success for two years, and the records we have kept, demonstrate an ability to reach our goals and keep within reasonable budget commitments (6) Financial Statements are prepared and submitted. 71 Craig Prosser City of Tigard February 12, 2003 Page 2 (7) The Funding Request per our previous agreements with the City of Tigard are based upon the encouragement our of other sources of revenue. We hope you find the information contained herein to be adequate for the City's budgeting purposes. We also hope you look District forward to enjoying each year's event as much as we look forward to putting it on. Last year, the City of Tigard approved an award of $ 5,000.00 for the 2002/2003 fiscal year. For the fiscal year 2003/2004, the Board of Directors of Tigard Central Business District Association, Inc. requests $ 5,000.00 in contribution from the City of Tigard. This is the same as was approved last year and we find it to be an adequate amount to ensure the success and continuation of the Tigard Blast celebration. With regards to City in-kind contributions, we have identified the following impacted areas: Public Works - estimated costs have not been determined Police Department - The Police Department is advised of the event and incurs cost for what primarily is traffic control after the event. Officers are present during the event more for public relations than for any policing requirements. We support the Officers presence, making some very important contacts with the citizens and youth in particular. Administration - estimated costs have not been determined Should have questions about any of the above, please contact me for assistance. Sincerely, n R. Michael Marr Treasurer J i p RMM/dbm 9 u 1 Enclosures CC: Board Members TIGARD CENTRAL BUSINESS DISTRICT ASSOCIATION December 31, 2002 GENERAL LEDGER - GENERAL FUND 2002 Period Description Account Debit Credit Change Year to Date Extract from General Ledger 2002 Tigard Blast Revenue & Expense Summary from General Ledger 2002 Revenue (7,575.00) Blast (Sponsor) Revenue (1,100.00) Blast (Food Vendor) Revenue (3,416.67) Blast (Vendor) Revenue (758.50) Blast Other Total Revenue (12,850.17) Expense 3,350.00 Entertainment Expense Blast T-Shirts Expense 350.00 Security Expense 55.80 supply Expense Misc. Expense 1,551.92 Advertising Expense 4,432.89 Equipment Rental Expense Electrical Rental Expense 871.00 Sanitation Expense 100.00 Power Use Total Expense 10,711.61 Net Revenue (Gain) Loss (2,138.56) L ~ t J 9 rp A c1 CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-639-4171 FY 2003-04 COMMUNITY EVENTS FUNDING REQUEST Event Name: Address: ~~.•v,~~ ~>,v ~.c ~dG tom, c. ~Z v'ZV SLtJ /J9A i N S~-~a-r1 T City, State, Zip: 77~~O.~.D D.C 9 7.773 Contact Name: /17/•~a'' df'fi°/t/L Telephone Number: s~3~~ Zf~ - ZT7s-~ 1. Request (express in whole dollar amounts only) . 7.s o ° o0 Cash $ o a ie~ III-Kind Services (use of City property, City staff support, $ etc. Please explain the services requested on a separate sheet) Total Request 2. Purpose of Funding Request: ~r'L cB.~i9Tlm > 3. Please submit the following information with this request: a. Detailed budget, including FY 2001-02 actual expenditures, FY 2002- 03 Adopted Budget, and FY 2003-04 Proposed Budget. The Budget ! should identify beginning and ending balances, major revenue sources, major expenditure categories, and number of authorized positions. b. Audit report or financial statements for the last fiscal year-.** C. Articles of Incorporation.* d. 501(c)(3) status.* e. Organization Bylaws* * Information not required if it has been submitted at least once in the last five years. Lack of adequate financial information could result in denial of request. Tigard 4th of July, Inc. A Not for Profit Corporation FIN 93-1031978 (503) 624-2975 First Bank of Tigard Building 12420 S. W. Main Street Tigard, Oregon 97223 February 12, 2003 Mr. Craig Prosser Finance Director City of Tigard 13125 S.W. Hall Blvd. Tigard, Oregon 97223 Dear Craig, The Board of Directors of Tigard 4th of July, Inc., a Non Profit Corporation, submit this letter with enclosures as our Funding Request for the Fiscal Year 2003 - 2004. To the criteria for funding, we submit the following comments: (1) The Tigard Old Fashioned 4th of July Celebration is primarily for Tigard area residents; we do not advertise outside of the area. (2) This event is open to all citizens, with the only restrictions being no alcoholic beverages, no smoking, and no personal fireworks. (3) We stress a family oriented type of celebration on this annual event, with effort to provide quality entertainment, a family/community style picnic atmosphere, and public opportunity to participate at no cost (unless they should desire to purchase snacks at very reasonable prices, the proceeds going toward the subsequent year's event). (4) With sixteen annual events successfully accomplished (first was in 1937), we feel that the 5vent has proven to be valuable to the community, and very affordable for the city and the citizens attending. (5) As with item (4), the Board of Directors feel that our success for sixteen years, and the records we have kept, demonstrate an ability to reach our goals and keep within reasonable budget commitments. (6) Financial Statements are annually prepared and submitted. Craig Prosser City of Tigard February 12, 2003 Page 2 (7) The Funding Request per our previous agreements with the City of Tigard are based upon the encouragement of other sources of revenue. We hope you find the information contained herein to be adequate for the City's budgeting purposes. We also hope you look forward to enjoying each year's event as much as we look forward to putting it on. Last year, the City of Tigard approved an award of $ 7,500.00 for the 2002/2003 fiscal year. We will be seeking some or all of the $ 7,500.00 in June of 2003. For the fiscal year 2003/2004, the Board of Directors of Tigard 41h of July, Inc. requests $ 7,500.00 in contribution from the City of Tigard. This is the same as was approved last year and we find it to be an adequate amount to ensure the success and continuation of the 4`h of July Celebration. With regards to City in-kind contributions, we have identified the following impacted areas: Public Works - If the City Public Works personnel prepare the fireworks firing trench; I have been previously advised that the estimated cost is $ 400 (1999 $ subject to indexed adjustment). Police Department - The Police Department is advised of the event and incurs an estimated $ 1,200 (1999 $ subject to indexed adjustment) of cost for what primarily is traffic control after the event. Officers are present during the event more for public relations than for any policing requirements. We support the Officers presence, making some very important contacts with the citizens and youth in particular. Administration - Insurance for the event previously was accomplished by a rider L to the City's existing policy. Loreen Mills advised that there was no additional charge for this rider. Tigard 4ch of July, Inc. purchased liability insurance from the fireworks supplier for the 2002 event. i Should have questions about any of the above, please contact me for assistance. 1 a Since `<j/vex ,.Gt.- R. Michael Marr Treasurer RMM/dbm Enclosures CC: Board Members TIGARD 4TH OF JULY, INC. Statement of Assets, Liabilities, & Fund Balance (Unaudited) December 31, 2002 Current Year 12 Mo. Period To Date 1000 ASSETS 1450 Cash - Non Interest Bearing 1451 Petty Cash 0.00 0.00 1452 General Checking Account (1,491.50) 4,373.23 1460 Savings & Temp. Investments 1461 Savings 0.00 0.00 1470 Accounts Receivable 1471 Accounts Receivable 0.00 0.00 1476 (Uncollectable Allowance) 0.00 0.00 1480 Pledges Receivable 1481 Pledges Receivable 0.00 0.00 1486 (Uncollectable Allowance) 0.00 0.00 1490 Grants Receivable 1491 Grants Receivable 0.00 0.00 1500 Recievables from Related Parties 1501 Receivables from Directors 0.00 0.00 1510 Other Receivables 1511 Notes Receivable 0.00 0.00 1516 (Uncollectable Allowance) 0.00 0.00 1520 Inventories For Sale or Use 1521 Inventories For Sale or Use 65.91 142.50 1530 Prepaid Expenses / Deferred Charges 1531 Prepaid Expenses 0.00 0.00 1540 Investments - Securities 1550 Investments - Assets 1560 Investments - Other 1570 Equipment 1571 Equipment 0.00 0.00 1576 (Accumulated Depreciation) 0.00 0.00 1580 Other Assets TOTAL ASSETS (1,425.59) 4,515.73 2000 LIABILITIES L 2600 Accounts Payable & Accrued Exp 2601 Accounts Payable 0.00 0.00 2610 Grants Payable 2611 Grants Payable 0.00 0.00 2620 Revenue Designated (Future Per.) J 2621 Revenue Designated 0.00 0.00 'p 2630 Loans from Related Parties 2631 Loans from Directors 0.00 (1.88) 2640 Mortgages/Notes Payable J 2641 Notes Payable 0.00 0.00 2650 Other Liabilities 2651 Other Liabilities 0.00 0.00 Total Liabilities 0.00 (1.88) 1 TIGARD 4TH OF JULY, INC. Page 2 Statement of Assets, Liabilities, & Fund Balance (Unaudited) December 31, 2002 Current Year 12 Mo. Period To Date 3000 FUND BALANCES 3670 Current Funds 3671 Unrestricted Funds 0.00 0.00 3676 Restricted Funds 0.00 0.00 3680 Equipment Fund 3690 Endowment Fund 3700 Other Fund 3710 Capital Stock or Trust Principal 3711 Capital Stock 0.00 0.00 3720 Paid In or Capital Surplus 3730 Retained Earnings / Accumulated Income 3731 Retained Earnings > 01/01/2002 0.00 (5,939.44) 3732 Current Earnings > 12/31/2002 1,425.59 1,425.59 Total Fund Balance 1,425.59 (4,513.85) TOTAL LIABILITIES & FUND BALANCE 1,425.59 (4,515.73) 0.00 (0.00) Footnote: Excess Ice Cream Bars and Popsicles donated to DARE Summer Camp Footnote: Footnote: i i i i 2 TIGARD 4TH OF JULY, INC. Statement of Revenue & Expense (Unaudited) December 31, 2002 Current Year 12 Mo. Period To Date 4000 INCOME 4010 Contributions, Gifts, Grants 4011 Direct Public Support (1,303.12) (1,303.12) 4012 Indirect Public Support 0.00 0.00 4013 Government Grants (9,100.00) (9,100.00) 4020 Program Service Revenue 4030 Membership Dues / Assessments 4040 Interest Earnings 4050 Dividends / Interest on Securities 4060 Net Rental Income 4061 Gross Rents 0.00 0.00 4066 Rental Expenses 0.00 0.00 4070 Other Investment Income 4080 Gain / Loss from Sale of Assets 4081 Gross Sale Amount 0.00 0.00 4086 Cost/Expense 0.00 0.00 4090 Fundraising Events 4091 Gross Revenues 0.00 0.00 4096 Direct Expenses 0.00 0.00 4100 Gross Profit from Sales 4101 Gross Sales Less Returns (939.35) (939.35) 4106 Cost of Goods Sold 723.55 723.55 4107 Cost of Goods Sold 0.00 0.00 4108 Cost of Goods Sold 85.00 85.00 4110 Other Revenue Total Revenue (10,533.92) (10,533.92) 6000 EXPENSES 6130 Program Service Expenses 6131 Tigard 4th Celebration 11,939.51 11,939.51 6140 Management & General Expenses 6141 Bank Service Charges 0.00 0.00 6142 Miscellaneous 20.00 20.00 6150 Fundraising Expenses 6151 Miscellaneous 0.00 0.00 6160 Payments to Affiliates Total Expense 11,959.51 11,959.51 (Excess) or Deficit 1,425.59 1,425.59 I 1 I I 3 'I THEATRE COMPANY February 11, 2003 Craig Prosser, Finance Director City of Tigard 13125 SW Hall Blvd. Tigard, OR 97223 Board of Directors Dear Craig, Susie Bell Copytronix All of us here at The Broadway Rose Theatre Company appreciate the opportunity to David Burke apply for assistance from the City of Tigard. The city is one of our most important Sun Microsystems partners; being able to rely on your consistent support has allowed us to become the Portland area's fastest growing theatre company. These past two years, especially, Diana Burke have seen remarkable Bank oflhe West growth and success and we'd like to thank the City of Tigard Rorie Leone for helping to make that possible. Washington Mutual Bank Enclosed please find our grant application for the 2003 summer season. We are Sharon Maroney excited to be bringing new musicals to the Portland area! As our audience base The Broadway Rose expands, we find that some of our patrons are visiting Tigard for the first time when Theatre they come to a Broadway Rose performance. We are delighted to help position the George Mead city as a destination for people seeking high quality theatrical and dining experiences. Jordan Schrader Bill Monahan Thank you for your consideration of our request, and please don't hesitate to call me CityofTigard if there is any additional information or clarification you might need. William L Nothstine U.S. Bank Sincerely, Barbara Pearson Pearson Financial Group a Harvey Platt Sharon Maroney PlattElectic Producing Artistic Director Dan Yates The Portland Spirit J J J P.O. Box 231004 0 Tigard, OR 97281 503-620-5262 Fax 503-670-8512 www.bwayrose.com CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-639-4171 FY 2003-04 COMMUNITY EVENTS FUNDING REQUEST Event Name: Broadway Rose Theatre Company Address: PO Box 231004 City, State, Zip: Tigard, OR 97281 Contact Name: Sharon Maroney Artistic Director Telephone Number: 503-603-9862 1. Request (express in whole dollar amounts only) Cash $ 10,000 In-Kind Services (use of City property, City staff support, $ -0- etc. Please explain the services requested on a separate sheet) Total Request $ 10,000 2. Purpose of Funding Request: The Broadway Rose Theatre Company continues to thrive as it provides Tigard residents the opportunity to experience quality, professional theatre. In 2002 we saw our audiences grow by another 15% (after a 43% increase in 2001). We are also seeing an increase in the number of people coming in from out-of-town, which means our shows are serving as an introduction to the Tigard area and encouraging patrons to visit other local establishments. The partnership between the City of Tigard and the Broadway Rose clearly continues to be productive! In the absence of a local recreational center, we are finding that an increasing • number of Tigard youth are turning to the Broadway Rose for summer employment or recreational opportunities. In response, we have added a third summer camp for this year 1 and may increase the number of high school youth we employ. At the same time, we are exploring Tigard properties in hopes of finding permanent space that will allow us to offer classes year-round. We believe that this will directly benefit the city by providing safe opportunities for youth recreation, a recognizable store-front to attract out-of-town visitors, and more opportunities for Tigard citizens to experience professional theatre year-round. Your investment of $10,000 will bring us considerably closer to those goals. 3. Please submit the following information with this request: a. Detailed budget, including FY 2001-02 actual expenditures, FY 2002- 03 Adopted Budget, and FY 2003-04 Proposed Budget. The Budget should identify beginning and ending balances, major revenue sources, major expenditure categories, and number of authorized positions. b. Audit report or financial statements for the last fiscal year.** C. Articles of Incorporation.* d. 501(c)(3) status.* e. Organization Bylaws* * Information not required if it has been submitted at least once in the last five years. * * Lack of adequate financial information could result in denial of request. The Broadway Rose Theatre - Projected 2003 Budget Projected Revenue Donations $ 28,000.00 Tickets $ 267,000.00 Interest $ 1,275.00 Portland Spirit Annual fundraiser $ 6,000.00 Grants $ 80,850.00 Corporate $ 46,050.00 Refunds $ 2,500.00 Drama Camp $ 11,400.00 Raffle $ 1,000.00 Souvinirs $ 1,850.00 Concessions $ 4,086.00 Advertising $ 2,000.00 Total Revenue $ 452,011.00 Projected Expenses In-Kind Costumes/Wigs $ 16,200.00 Sets $ 40,670.00 Royalties $ 20,480.00 Props $ 2,050.00 Lights $ 2,600.00 Sound $ 2,150.00 Housing $ 177.00 8,700.00 Administrative $ 77,699.36 37,600.00 Travel $ 2,250.00 Artistic Wages $ 122,665.00 Federal Taxes $ 33,610.00 State Taxes $ 10,300.00 W.Comp/Insurance $ 18,500.00 Advertising $ 57,075.00 7,200.00 Office $ 3,960.00 7,200.00 Auditions $ 300.00 Telephone $ 4,980.00 Rent/Storage $ 13,285.00 80,300.00 Organiz. Dues $ 3,000.00 Bank Fees $ 4,150.00 Concessions & Souvinirs $ 2,465.00 i Fundraising $ 3,755.00 • Staff Develop $ 460.00 Classes $ 1,850.00 i Amenities $ 1,650.00 New Works Development $ 15,729.64 7,800.00 TOTAL. EXPENSES $ 462,011.00 148,800.00 Amount Requested The City of Tigard $10,000 The Broadway Rose Theater Fiscal Year Jan. 1 - Dec. 31 2002 End-of-Year Actual INCOME CASH IN-KIND Donations $ 26.444.95 $ 119,700 Tickets $ 277,908.15 Interest $ 936.97 Performance Contracts $ 1,536.00 Promo/Rental $ 848.00 Annual fundraiser $ 4,955.00 Grants $ 92,600.00 Corporate $ 51,775.00 $ 29,100 Refunds $ 2,891.27 Drama Camp $ 7,675.00 Raffle $ 1,867.00 Souvinirs $ 1,678.00 Concessions $ 3,417.00 Advertising $ 650.00 TOTAL INCOME $ 475,182.34 $ 148,800 EXPENSES CASH IN-KIND Costumes/Wigs $ 13,887.09 Sets $ 48,291.13 Royalties $ 19,530.75 Props $ 1,740.68 Lights $ 3,214.64 Sound $ 6,350.68 Housing $ 222.50 $ 8,700 Administrative $ 70,001.82 $ 37,600 Travel $ 3.309.46 Artistic Wages $ 112,266.69 Federal Taxes $ 30.144.74 State Taxes $ 9,345.28 W.Comp/Insuran. $ 19,179.52 Advertising $ 55,308.12 $ 7,200 Office $ 7,021.42 $ 7,200 Auditions $ 386.00 0. Telephone $ 5,123.60 Rent/Storage $ 11,559.50 $ 80,300 Organiz. Dues $ 2,720.21 Bank Fees $ 4,216.41 Concessions & Souvinirs $ 3,166.84 m Fundraising $ 3,777.81 $ 7,800 W Staff Development $ 524.50 .J Classes $ 875.00 Amenities $ 1,522.56 Prudent Reserve $ 10,000.00 TOTAL EXPENSES $ 443,686.95 $ 148,800 NET INCOME/LOSS $ 31,495.39 THEATRE COMPANY 2003 Board of Directors George Mead (President) Attorney, Jordan Schrader 503-598-7070 Susie Bell Marketing Manager, Copytronix 503-968-0331 David Burke Project Manager, Sun Microsystems 503-277-1284 Diana Burke Vice President, Bank of the West 503-225-1754 Rorie Leone (Secretary) Vice President, Washington Mutual 503-731-8823 Sharon Maroney Artistic Director, Broadway Rose Theatre Co 503-603-9862 Bill Monahan City Manager, City of Tigard 503-639-4171 x306 Bill Nothstine Business Operations Analyst, US Bank Commercial Loan Services 503-275-4087 Barbara Pearson Owner, Pearson Financial Group 503-670-0500 C Harvey Platt Chairman/CEO, Platt Electric 503-641-6121 a a Dan Yates President, American Waterways / The Portland Spirit Cruise Ship s 503-244-3900 P.O. Box 231004 • Tigard, OR 97281 0 503-620-5262 • Fax 503-670-8512 • www.bwayrose.com TIIAIATIN Riverkeepers F _ 16570 SW Roy Rogers Road Sherwood, OR 97140 (503) 590-5813 . fax(503)590-6702 TRANSMITTAL info@tualatinriverkeepers.org To: Craig Prosser, Finance Director From: Margot Fervia-Neamtzu City of Tigard Phone: (503) 6394171 Pages: Fam Date: February 13, 2003 Re: 2003-2004 Grant Request CC: Comments: Enclosed please find the following: FY 2003-2004 Community Events Funding Request Grant Proposal Tualatin Riverkeepers' Trips & Tours 2003 Schedules • FY 2002-2003 Budget 2002 Audited Report Annual Report C i i CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-639-4171 FY 2003-04 COMMUNITY EVENTS FUNDING REQUEST Event Name: Tualatin Riverkeepers' Trips & Tours 2003 Season Address: 16507 SW Roy Rogers Road City, State, Zip: Sherwood OR 97140 Contact Name: Sue Marshall Telephone Number: (503) 590-5813 1. Request (express in whole dollar amounts only) Cash $ 2,500 In-Kind Services (use of City property, City staff support, $ 500 etc. Please explain the services requested on a separate sheet) Total Request $ 3,000 2. Purpose of Funding Request: To support the Tualatin Riverkeepers Trips & Tours 2003 Season. This program provides local recreational opportunities, raises environmental awareness and engages the public in watershed stewardship. The season includes the 14°i Annual Tualatin River Discovery Day. 3. Please submit the following information with this request: a. Detailed budget, including FY 2001-02 actual expenditures, FY 2002- 03 Adopted Budget, and FY 2003-04 Proposed Budget. The Budget should identify beginning and ending balances, major revenue sources, major expenditure categories, and number of authorized positions. b. Audit report or financial statements for the last fiscal year.** C. Articles of Incorporation.* d. 501(c)(3) status.* e. Organization Bylaws* * Information not required if it has been submitted at least once in the last five years. Lack of adequate financial information could result in denial of request. Tualatin Riverkeepers' Trips & Tours Program The Tualatin Riverkeepers' Trips & Tours Program is the "heart and soul" of our organization. We offer many events designed to help the public get to know the Tualatin River. Giving the members of our community a chance to explore the river helps them understand why it needs to be both protected and restored. It usually takes just one experience on or near the water to get people to care about its status and realize what a significant part of our community it is. This year, as in years past, we will host a number of events including over sixteen public canoe trips, a van tour of the Upper Tualatin River, at least four special audience outreach paddle trips, a trip leader training course, a series of birding classes, and free monthly nature hikes (highlighting locations in Exploring the Tualatin River Basin - A Nature and Recreation Guide by the Tualatin Riverkeepers). We attempt to offer something for everyone. We kicked off our new monthly hikes with a tour through Cook Park. The participants were overwhelmed with the diversity of birds in the new wetland natural area, even sighting two bald eagles! We look forward to hosting more events through Tigard city parks and natural areas. On June 28, 2003, the Tualatin Riverkeepers will hold their 14u' Annual Tualatin River Discovery Days, the largest paddling event held each year on the Tualatin River. This event is a wonderful way for those in our community to be both introduced and reintroduced to the river. We expect more than 100 canoes and kayaks carrying over 200 people to join us as we paddle through the Tualatin River National Wildlife Refuge. As 2003 marks the 100a' anniversary of the National Wildlife Refuge system, we are planning this year's event in conjunction with the Centennial Celebration. There will be a community environmental fair at the end of the paddle. Local governmental agencies, community groups and volunteer organizations will be on hand to introduce and educate the community about their work. We will also publish Tualatin River Tales, a historical and ecological guide focusing on the stretch of the Tualatin River that we will be paddling, which will be distributed to all participants. This year, we are requesting $2,500 from the City of Tigard for costs incurred from these events. Costs include, but are not limited to: equipment rental and upkeep, traffic control, printing of Tualatin River Tales, commemorative t-shirts and posters, staffing for reservations and information, and volunteer recruitment and coordination. We are also requesting use of the Cook Park boat ramp, dock and restrooms for paddles trips on May 10 and September ?a', which are included in an estimated value of $500 for in-kind services throughout the year. For the past four years, The Tualatin Riverkeepers have enjoyed the generous support of the City of Tigard for our Trips and Tours program. Our programs continue to become more successful with the help and commitment of cities like yours. We look forward to a continuing cooperative and prosperous relationship with the City of Tigard. TUALATIN Riverkeepers Tualatin Riverkeepers' Trips & Tours 2003 Paddle Season While Tualatin Riverkeepers (TRK) paddle trips and van tours are open to all members and the general public, space is limited and reservations are required. There is a trip charge of $5 per person for TRK members and $10 for nonmembers. TRK canoes are available to members free of charge by reservation. Nonmembers may rent our canoes for our paddle trips for $20. Alcohol is not permitted on trips or tours and personal flotation devices must be wom on paddle trips. TRK trips may be cancelled due to severe weather (lightning, flooding, ice, etc.), but will often take place in light rain. Please dress accordingly. All trip leaders are volunteers and are not compensated for the time and energy that they put in to making our Trips and Tours Program successful. TRK trips may be canceled if we are unable to recruit sufficient volunteer support to lead a safe and enjoyable trip. For more information or to register, please call (503)590-5813 'or email us at inf ~tualatinriverkeepers.org. Date: Saturday, March 15'x'. Tualatin River National Wildlife Refuge Centennial Celebration Paddles (Intermediate) Where: Tualatin River National Wildlife Refuge, Sherwood. Times: i 1 am & 2 pm Date: Sunday, April 27s. Metro Paddle and Hike with Naturalist James Davis (Beginner) Where: Munger Property, Scholls. Time: Noon to 3 pm Date: Saturday, May 10th. Pre-Mother's Day Paddle Trip (Beginner) Where: Cook Park, Tigard. Time: 11 am to 2 pm Date: Sunday, May 180'. Metro Paddle and Hike with Naturalist James Davis (Beginner) Where: Munger Property, Scholls. Time: 11 am to 2 pm Date: Sunday, June 1~. Blue Heron Week Celebration Paddle Trip (Intermediate/Advanced) Where: Rood Bridge Park, Hillsboro. Time: Noon to 4 pm Date: Saturday, June 28". 14th Annual Tualatin River Discovery Day Where: Tualatin River National Wildlife Refuge. Time: 9 am to 3 pm Date: Sunday, July 20''. Summer Paddle Trip (Beginner) Where: Brown's Ferry Park, Tualatin. Time: 9 am to 1 pm Date: Saturday, August 2"d. Lake Oswego via the Tualatin Paddle Trip (Beginner) Where: Rivergrove Park, Lake Oswego. Time: 10 am to 1 pm Date: Saturday, August 16'x'. Mid-Summer's Night Paddle Trip (Beginner) Where: Tualatin Community Park, Tualatin. Time: 6 pm to 8 pm r Date: Sunday, September 7d'. School's In! Summer Paddle Trip (Beginner) Where: Cook Park, Tigard. Time: 10 am to 1 pm i j Date: Saturday, September 13'h. End of Summer Paddle Trip (Intermediate) { Where: 99 Bridge, Tualatin. Time: 1 pm to 4 pm 1 t Date: Saturday, September 20ei. Upper Tualatin River Van Tour Where: Upper Tualatin River areas. Time: 9 am to 5 pm Date: Saturday, October 4`s. Fall Paddle Trip (Beginner) Where: Rivergrove Park, Lake Oswego. Time: 1 pm to 4 pm Date: Saturday, October 18d'. National Refuge Week - Paddles on the Refuge (Intermediate) Where: Tualatin River National Wildlife Refuge, Sherwood. Time: 11 am & 2 pm Dates and tine subject to change. Please check our web-site for updates at wwwdualatinriverkeeners.orr. Explore the Tualatin River Basin on Our FREE Wildlife Hikes Beginning in February, the Tualatin Riverkeepers is sponsoring a series of Saturday morning hikes focused on wildlife viewing. The hikes will be led by volunteer naturalists and take place at sites featured in Exploring the Tualatin River Basin - A Nature and Recreation Guide by the Tualatin Riverkeepers. All trips will start at 8:00 am and end at noon. For further directions, please contact us at (503) 590-5813. These trips are FREE and no reservations are required. February 1- Cook Park, Tigard Professor Tom Love ofLinfield College will guide us around Cook Park and Durham Park Tom is the Secretary of Oregon Field Ornithologists and past chairman of the field trip committee of the Audubon Society of Portland. We should see waterfowl, raptors and a variety of songbirds. Meet Tom at the wetland viewing kiosk on the east side of Cook Park at 8am. Bring binoculars and dress warmly. March 8 - Tualatin Hills Nature Park, Beaverton Sharon Rollins, an active monitoring and advocacy volunteer with TRK, will guide us through Tualatin Hills Nature Park As a part-time teacher at the park, Sharon will use her intimate knowledge of the park to guide us to some of the best wildlife viewing sites. We will meet at the Interpretive Center on 160`h and Millikan at 8:00am. April 5 - Brown's Ferry Park, Tualatin April's hike will focus on a variety of waterfowl, wading birds, and raptors found in the wetlands within the City of Tualatin. We will start at Brown's Ferry Park and continue to several special sites that have been protected by the Wetlands Conservancy, our co-sponsor for this trip. We'll meet at Brown's Ferry Park on Nyberg Road at 8:00am. May 17 - Cedar Canyon Marsh near Banks Birding guru, Doug Robberson will take us to hear the booming bitterns of Banks. The male American bitterns will be displaying and performing their unique call that has been described variously as booming, a pile driver, or a clogged drain clearing itself. This birding hotspot has recently been acquired by the Metro Greenspaces Program and will likely be a site for some habitat enhancement work by TRK. People wanting to carpool can meet at the Durham Tri-Met Park & Ride next to Border's Books and I-5 at 7:10 am. Our second meeting place will beat the parking lot next to Chevron Station at 2281 NW 185a' in Hillsboro at 7:45am. June 7 - Cooper Mountain Preserve near Beaverton Susan Peter, co-editor of Exploring the Tualatin River Basin, will lead us on a hike with a botanical emphasis on Cooper Mountain. Wildflowers should be in bloom and we are likely to see some western bluebirds also. We will meet at the park entrance on Stone Creek Drive at 8:00am. 1 j Additional trips are planned for Gales Creek, the Banks-Vernonia Trail and Fernhill Wetlands. Check www.tualatineriverkegpers.org, for updates on dates and locations. Exploring the Tualatin River Basin is available from TRK for $19.95 (plus $3.00 S&I-1). It is also available at all Tualatin Riverkeepers events (avoid ` shipping charges) and at local bookstores. TRK Consolidated Budget (amended 11/21/02) 2002-2003 REVENUE Foundations: Private $ 100,000 Endowment $ 40,000 secured Bullitt $ 30,000 pending Other $ 30,000 pending Government $ 69,755 USFWS $ 9,655 secured BOR $ 8,100 secured Tigard $ 2,000 secured Other $ 50,000 pending Gotter Poject: $ 47,898 DSL $ 47,898 secured $34,898 subcontract $ 7,500 TRK administration - $ 5,000 TRK monitoring $ 500 TRK stewardship Subtotal grants $ 217,653 Membership $ 27,000 Major Gifts Campaign $ 10,000 Corporate Support $ 3,000 % sales promotions = $3,000 Green Heron Awards/Auction: $ 17,500 Tickets: 100 participants x $40 = $4,000 Auction items: $11,500 (Contribution) L Green Heron = $2,000 (Corporate) C Discovery Day: $ 9,000 200 paddlers @ $5 a person = $1,000 (Contribution) DD = $8,000 (Corporate) ESO Workplace Giving: $ 6,444 Quarterly payment of $1,611 Sale of Materials $ 6,652 20 hats @ $15.00, $8.00 profit per hat = $160 net (cost $130, rely on existing stock) 1 Exploring the Tualatin 3, 000 @ $1.10 = $3,300 royalty 400 @ $19.95, $7.98 profit per book = $3,192 net (400 copies @ $11.97 each = $4,788) Contract Services/Fees: $ 4,000 Centro Cultural - $1,000 (pending) Photo-point monitoring - $1,000 (pending) Canoe rentals and fees - $2,000 Interest: $ 2,800 Earnings from money market/checking accounts In-Kind Contribution: (In-Kind) $ 6,000 USFWS (Refuge) (Show as revenue and expense in budget) Subtotal other $ 92,396 TOTAL REVENUE $ 310,049 EXPENSES Salaries: Executive Director @ 1.0 FTE $ 48,000 RestorationNolunteer Coord. @ 1.0 FTE $ 28,408 Watershed Watch Coord. @ 1.0 for 9 mo. $ 21,000 Office Manager @1.0 FTE $ 24.552 Subtotal Salaries $121,960 Tax /Fringe (23%) $ 28,051 AmeriCorps (no tax or retirement) $ 51000 TOTAL SALARIES: $ 155,011 SUPPORT EXPENSES Contract Services: $ 49,098 Professional Fees: Consulting Services @ $ 37,898 34,898 restoration, $3,000 grant writing) Audit & 990's @ $3,700 Bookkeeper @ $1,800 ($150 monthly) PAYCHEX ($800 yearly) Graphic Artist ($4,000) OSU macro invertebrate classification ($900) Occupancy: $ 6,600 Copier service @ $50/mo. = $600 Rent @ $500/mo = $6,000 2 Telephone: $ 3,300 $300 x 12 months (4 phones) Supplies: $ 3,500 TRK Stationary, paper, office supplies Postage: $ 4,000 Newsletters, Direct mailing's, Printing $ 5,400 Newsletters (4), direct mailing's, Production of Publications $ 5,880 Muddy Water Watch ($4,800) Pocket brochure (5,000 copies @ $680) Wetland Protection Guide (2,000 copies $400) Green Heron Awards & Auction $ 7,500 Facilities, Dinner, Awards, Invitations & Mailing (Year 2002 expenses: $4,869) D&O Liability/Commercial Insurance: $ 5,256 Event = $850 Commercial = $557 Subcontractor = $2,505 Directors liability = $1,344 Member Outreach $ 3,050 Discovery Day - $2,000 for awnings, Porta Potties, Dock Materials, Racing Numbers, River Tales etc. Tabling event fees $400 (e.g. county fair, crawfish festival) T-shirts - 144 @ $650 Dues (National/Regional) $ 600 River Network, $100 Coalition for a Livable Future, $250 Waterkeeper Alliance $250 Travel (Mileage): $ 2,555 .365 per mile = 7,000 miles Conference's/Trainings: $ 3,000 Professional development for TRK sta`I/AmeriCorps Board/StaffRetreat $1,000 Program Meetings: $ 1,000 TRK programs, organizational development Legal Fund: $ 1,000 3 Attorney & filing fees for litigation Publications: $ 300 Riverkeeper, Environmental, Fund Development resources etc. Misc. (Bank Fees) $ 2.000 Includes $35/mo for automatic deposit TOTAL SUPPORT COST $104.039 Subtotal $259,050 Equipment Purchases: $ 800 Color printer, $200 Software $ 600 Depreciation of Equipment: $ 3,424 TOTAL EQUIPMENT COST $ 4,224 TOTAL EXPENDITURES $263,274 OPERATING EXPENSE EXCESS $46,775 Capitalized Assets to be purchased Computer $ 1,000 Amended Nov. 21, 2002 4 TUALATIN RIVERKEEPERS FINANCIAL STATEMENTS FOR THE YEARS ENDED NNE 30, 2002 and 2001 with REPORT OF CERTIFIED PUBLIC ACCOUNTANTS i r i i nt. CONTENTS Page Report of Certified Public Accountants 2 Financial Statements Statements of Financial Position 3 Statements of Activities 4-5 Statements of Cash Flows 6 Notes to the Financial Statements 7-11 Supplemental Information Independent Report on Supplemental Information 12 Schedule I - Statement of Functional Expense 13 Schedule H - Statement of Functional Expense 14 PUTTMAN & CERTIFIED PUBLIC ACCOUNTANTS TEAGUE, LLP To the Board of Directors of Tualatin Riverkeepers Sherwood; Oregon We have audited the accompanying statements of financial position of Tualatin Riverkeepers (a nonprofit organization) as of June 30, 2002 and 2001, and the related statements of activities and cash flows for the years then ended. These financial statements are the responsibility of the Organization's management. Our responsibility is to express an opinion on these financial statements based on our audit. We conducted our audit in accordance with auditing standards generally accepted in the United States of America. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are free of material misstatement. An audit includes examirdn-, on a rest basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall financial statement presentation. We believe that our audit provides a reasorrble basis for our opinion. In our opinion, the financial statements referred to above present fairly, in all material respects, the financial position of Tualatin River-keepers as of June 30, 2002 and 2,001, and the changes in its net assets and its cash flows for the years then ended in conformity with accounting principles generally accepted in the United States of America. J PUTTMAN & TEAGUE, LLP Certified Public Accountants i Portland, OR i i November 4, 2002 i i -2- 5200 SW MACADAM, SUITE 470 • PORTLAND, OREGON 97239-3836 • (503) 221-5117 FAX: (503) 221-5124 34900 BROOTEN ROAD • P.O. BOX 363 • PACIFIC CITY, OREGON 97135-0363 • (503) 965-6620 • FAX: (503) 965-5196 Member gJ'the American htstitute o/'Cert{/led PubhcAccountants and the Oregon Societv q/ C'arti/ierl,dccunnrrrnrs TUALATIN RIVERKEEPERS Statements of Financial Position June 30, 2002 and 2001 2002 2001 Current assets, Cash - operating $ 836 $ 1,038 Money market 192,735 69,649 Cash on hand 100 100 Total cash 193.671 70,787 Accounts receivable 3,329 3,000 Inventory 498 405 Total current assets 197,498 74,192 Fixed assets: Computer equipment 8,362 9,489 Furniture and equipment 14,618 14,618 Accumulated depreciation 1_ ( 4,936) (13.77 6 Net fixed assets 8,044 10.331 Total assets ,OS•542 $84.523 Liabilities: Deferred revenue $ 163,036 $ 22,951 Accounts payable 2,775 2,377 Accrued vacation 3,593 5,250 Bank line of credit Accrued expense 948 Payroll tax liability 753 215 Total liabilities 170,157 31,741 Net assets: Unrestricted 2,385 (9,738) Temporarily restricted 33,000 62,520 i Total net assets 35,385 52.782 j Total liabilities and net assets $ 205.542 .523 See Accountants' Report and Notes to Financial Statements -3- TUALATIN RIVERKEEPERS Statements of Activities For the Year Ended June 30, 2002 Temporarily Unrestricted Restricted Total Revenues and support: Grants and contracts $ $ 117,253 $ 117,253 Corporate support 7,769 8,906 16,675 Other public support 4,596 4,596 Membership 24,357 24,357 Special events 22,010 22,010 Member services 1,437 1,437 In-kind donations 6,000 6,000 Merchandise Sales 3,043 3,043 Interest 1,218 1,218 Miscellaneous 1,970 1,970 Total revenue 72,400 126,159 198,559 Satisfaction of restrictions 155,679 (155,679) Total revenues and support 228,079 (29,520) 198,559 Program expense Advocacy monitoring 32,774 32,774 Restoration 66,881 66,881 Public outreach 32,789 32,789 Publication - 24,617 24,617 Total program expense 157,061 157,061 Management and general 38,671 38,671 Events 20,224 20,224 Total expense 215,956 215,956 Change in net assets 12,123 (29,520) (17,397) Beginning net assets (9.738) 62,520 52,782 r Net assets, end of year 2 $-33- OQ4 i 1 1 I 1 See Accountants' Report and Notes to Financial Statements -4- mil TUALAMN RIVERIUM PERS Staternents of Activities For the Year Ended June 30, 2001 Temporarily Unrestricted Restricted Total Revenues and support: Grants and contracts $ 2,710 $103,706 $106,416 Public-support 23,953 2,500 26,453 Membership 22,489 22,489 Special events 29,313 29,313 Member services 1,970 1,970 In kind donations 6,000 6,000 Interest 11018 1,018 Miscellaneous 721 721 Total revenue 88,174 106.206 194,380 Satisfaction of program restrictions 48.386 (48.386) Total revenue and support 136.560 57.820 194.380 Program expense Advocacy monitoring 29,398 29,398 Restoration 34,168 34,168 Public outreach 16,380 16,380 Publication 13,440 13,440 Events 16.1 16.169 Total program expense 109,555 109,555 Management and general 31145 32.145 Total expense 141.700 141.700 Change in net assets (5,140) 57,820 52,680 Beginning net assets (4.598) 4.700 102 Net assets, end of year S(9.238) S 62,520 $_a See Accountants' Report and Notes to Financial Statements -5- TUALATIN PJVEPXEEPERS Statements of Cash Flows For the Years Ended June 30, 2002 and 2001 2002 2001 Cash flows from operating activities: Cash received from public support $ 257,009 $ 126,646 Cash received from contributions 21,271 26,453 Cash received from membership 24,357 22,489 Cash received from special events 22,010 29,313 Cash received from member services 1,437 1,970 Cash received from merchandise sales 3,043 Interest 1,218 1,018 Miscellaneous receipts 1,970 721 Cash paid to employees and suppliers (207,298) 13( 2,177) Net cash provided by operating activities 125,017 76,433 Cash flows from investing activities: Purchase of equipment (2,114) 1 165 Net cash used by investing activities (2,114) (1,165) Cash t;eJws from financing activities: Reduction of debt (19) (12,028) Net cash used by financing activities (19) (12,028) Net increase in cash and cash equivalents 122,884 63,240 Cash and cash equivalents at beginning of year 70,787 7.547 Cash and cash equivalents at end of year $-193.f71- 70,787 Reconciliation of change in net assets to net cash provided by operating activities: Change in net assets $ (17,397) $ 52,680 Adjustments to reconcile change in net assets net cash provided by operating activities: Depreciation 4,401 4,258 Decrease (increase) in accounts receivable (329) (2,721) Decrease (increase) inventory (93) (301) Increase (decrease) in accounts payable 398 893 Increase (decrease) deferred revenue 140,085 22,951 Increase (decrease) in accrued vacation (1,657) (382) Increase (decrease) in payroll liabilities 537 (945) Increase (decrease) 403 (b) plan payable (928) Net cash provided by operating activities $ 125.017 "7 --,.43-3 Supplemental data for noncash investment and financing activities: Interest expense $ See Accountants' Report and Notes to Financial Statements -6- TUALATIN RIVERKEEPERS Notes to Financial Statements June 30, 2002 and 2001 NOTE A. NATURE OF ACTIVITIES AND SIGNIFICANT ACCOUNTING POLICIES Nature of Activities Tualatin Riverkeepers is a private, nonprofit organization. Since the Organization's inception in 1993, it has been dedicated to the promotion of the educational, scientific, historical and recreational aspects of the Tualatin River and its watershed. Method of Accounting The financial statements of the Organization have been prepared on the accrual basis of accounting and accordingly reflect all significant receivables, payables and other liabilities. Basis of Presentation i Financial statement presentation follows the recommendations of the Financial Accounting Standards Board in its Statement of Financial Accounting Standard (SFAS) No. 117, "Financial Statements of Not-for-Profit Organizations." Under SFAS No. 117, the Organization is required to report information regarding its financial position and activities according to three classes of net assets: unrestricted net assets, temporarily restricted net assets, and permanently restricted net assets. At June 30, 2002 and 2001, the Organization had no permanently restricted net assets. Contributions Contributions received are recorded as unrestricted, temporarily restricted, or permanently restricted support depending on the existence and/or nature of any donor restrictions. All donor-restricted support is reported as an increase in temporarily or permanently restricted net assets, depending on the nature of the restriction. When a restriction expires (that is, when a stipulated time restriction ends or purpose restriction is accomplished), temporarily restricted net assets are reclassified to unrestricted net assets and reported in the statement of activities as net assets released from restrictions. Public Support and Revenue Membership dues are available for unrestricted use and recorded as revenue in the year received. Annual campaign contributions are generally available for unrestricted use in the related campaign year unless specifically restricted by the donor. Grants and other contributions of cash and other assets are reported as temporarily restricted support if they are received with donor stipulations that limit the use of the donated assets. When a donor restriction expires, that is, when a stipulated time restriction ends or purpose restriction is accomplished, temporarily restricted net assets are reclassified to unrestricted net assets and reported in the statement of activities as net assets released from restrictions. -7- TUALATIN RIVERKEEPERS Notes to Financial Statements June 30, 2002 and 2001 NOTE A. NATURE OF ACTIVITIES AND SIGNIFICANT ACCOUNTING POLICIES . (Continued) Functional Expenses The costs of providing the various programs and other activities have been summarized on a functional basis in the statement of activities. Accordingly, certain costs have been allocated among the programs and supporting services benefited. Inventories At June 30, 2002 and 2001, inventories consist of hats and are stated at lower of cost or market. Proper and Equipment Acquisitions of property and equipment in excess of $500 are capitalized. Property and equipment are carried at cost or, if donated, at the approximate fair value at the date of donation. Depreciation is computed using primarily the straight-line method over the useful lives of the assets. Cash and Cash Equivalents For purposes of the statement of cash flows, the Organization considers all highly liquid investments available for current use with an initial maturity of three months or less to be cash equivalents. Estimates The preparation of financial statements in conformity with generally accepted accounting principles requires management to make estimates and assumptions that affect certain reported amounts and disclosures. Accordingly, actual results could differ from those estimates. i Income Taxes i The Organization is a not-for-profit organization that is exempt from income taxes under Section 501(c)(3) of the Internal Revenue Code. In addition, Tualatin Riverkeepers has been determined by the Internal Revenue Service not to be a "private foundation" within the meaning of Section 509(a) of the Internal Revenue Code. -8- sin TUALATIN RIVERKEEPERS Notes to Financial Statements June 30, 2002 and 2001 NOTE B. SUPPORT FROM GRANTS AND CONTRACTS Tualatin Riverkeepers was funded through the following grants and contracts for the fiscal years ended June 30, 2002 and 2001: 2002 OWEB $ 28,689 Division of State Lands 57,615 NW Natural 2,000 Washington County Soil Conservation District 9,624 Oregon Community Foundation - Muddy Waters Grant 6,000 R.E.I. 3,000 Ralph Smith Foundation 7,250 Others 3,075 Total $117.253 2001 Bullitt Foundation $ 30,000 Oregon Community Foundation 35,800 Washington Cty Soil and Water Conservation District 9,217 OWEB 31.399 Total $106.416 NOTE C. DEFERRED REVENUE Deferred revenue for the fiscal years ended June 30, 2002 and 2001, consisted of the following: 2002 2001 OWEB $ 22.951 Division of State Lands NOTE D. TEMPORARILY RESTRICTED NET ASSETS Temporarily restricted net assets for the fiscal years ended June 30, 2002 and 2001, consisted of L the following grants: r 2002 2001 Bullitt Foundation $ $ 25,320 Restricted for purposes of monitoring state implementation of federal Clean Water Act requirements. j Oregon Community Foundation 15,000 12,000 Restricted for purposes of training residents to monitor urban i construction sites for muddy water runoff. Oregon Community Foundation 18,000 18,000 Restricted for purposes of strengthening the grassroots organizational capacity of the stream friends group. Contributions restricted for a wildlife viewing guide. 7,200 $ 33.040 62.520 -9- TUALATIN RIVERKEEPERS Notes to Financial Statements June 30, 2002 and 2001 NOTE E. DONATED SERVICES, MATERIALS, AND FACILITIES The organization receives a substantial amount of services donated by a variety of unpaid volunteers assisting the Organization in its programs and events. No amounts have been recognized in the accompanying statement of activities because the criteria for recognition of such volunteer effort under SFAS No. 116 have not been satisfied. The Organization occupies part of the facilities located at 16507 SW Roy Rogers Road, Sherwood, under a three-year agreement with the U.S. Fish and Wildlife Service. No rent is paid by the Organization, however, Tualatin Riverkeepers provides educational and volunteer services and assists in the projects of the National Fish and Wildlife Service in regard to the Tualatin River and watershed area. The approximate fair value of the annual rental is estimated to be $6,000 and it is included in contributions and expenses in the statement of activities. NOTE F. FIXED ASSETS As of June 30, 2002 and 2001, fixed assets consist of: 2002 2001 Computer equipment $ 8,362 $ 9,489 Furniture and equipment 14,618 14,618 Less: Accumulated depreciation 1( 4,936) 1( 3.776) =8044 $ l Q,3U Depreciation expense for the years ended June 30, 2002 and 2001 aggregated $4,401 and $4,258, respectively. NOTE G. BANK LINE OF CREDIT As of June 30, 2002 and 2001, the Organization has a $15,000 unsecured line of credit with Bank of America to be drawn upon as needed, with a variable interest rate of prime plus 1-5/8%. At June 30, 2002, the balance was $0. At June 30, 2001, there was a $20 finance charge due to Bank of America. NOTE H. RETIREMENT PLAN The Organization has a 403(b) plan which allows employees to make voluntary contributions. Employer contributions for plan participants are calculated based on 14% of the employees annual salaries. The expense to the Organization for the fiscal years ended June 30, 2002 and June 30, 2001 was $11,805 and $9,156, respectively. -10- TU.ALATIN RiVERKEEPERS Notes to Financial Statements June 30, 2002 and 2001 NOTE I. ORGANIZATIONAL STRENGTHS During the last two fiscal years, the Organization has strengthened its financial position through its increased efforts to raise monies and reduce expenses. In addition to its regular fundraising efforts, the Organization entered into an agreement with the Department of State Lands and Metro to implement and manage the Gotter Bottom Wetland Restoration Project in April 2002. This partnership between the State, Metro and Riverkeepers illustrates the growing role that Riverkeepers is playing in the overall planning, . restoration and monitoring of the environmental health of the Tualatin River watershed. As of June 30, 2002, the Board of Directors and management feels confident about the future of the Organization as its financial position continues to improve and its position in the environmental community continues to become stronger. -11- a~~zlor~ 5ASP?Lela PUTTMAN & CERTIFIED PUBLIC ACCOUNTANTS TEAGUE, LLP To the Board of Directors of Tualatin Riverkeepers Our report on our audit of the basic financial statements of Tualatin Riverkeepers for 2002 appears on page 2. We conducted our audit in accordance with auditing standards generally accepted in the United States of America for the purpose of forming an opinion on the basic financial statements taken as a whole. The schedule of functional expenses is presented for purposes of additional analysis and is not a required part of the basic financial statements. Such information has been subjected to the auditing procedures applied in the audit of the basic financial statements and, in our opinion, is fairly stated in all material respects in relation to the basic financial statements taken as a whole. -7 PUnMAN.&.TEAGUE, LLP Certified Public Accountants Portland, Oregon , November 4, 2002 -12- 5200 SW MACADAM, SUIYE 470 • PORTLAND, OREGON 97239-3836 • (503) 221-5117 FAX: (503) 221-5124 34900 BROOTEN ROAD • P.O. BOX 363 • PACIFIC CITY, OREGON 97135-0363 • (503) 965-6620 • FAX: (503) 965-5196 Member of the American institute of Certified PubUc Accountants and the Oregon Society of Certified Accountants TUALATIN RIVERKEEPERS (Schedule n Statement of Functional Expense For the Year Ended June 30, 2002 Programs _ Total Total Advocacy Public Program Management Monitoring Restoration Outreach Publication Expense and General Events Total Expenses: Salaries $18,153 $ 27,700 $ 20,770 $ 6,360 $ 72,983 $ 24,571 $ 9,650 $107,204 Taxes and fringe benefits 3,933 6.001 4,498 1.378 15.810 5,323 2,090 23,223 Total personnel expense 22,086 33.701 _25,268 7,738 88.793 29,894 11,740 130,427 Contract services 2,120 23,673 1,398 3,402 30,593 1,192 864 32,649 Occupancy 1,000 1,000 1,000 1,000 4,000 1,007 1,000 6,007 Telephone 2,150 786 2,936 294 3,230 Supplies 353 306 307 558 1,524 1,501 293 3,318 Postage 140 78 170 716 1,104 1,395 300 2,799 Printing 1,348 239 872 8,392 10,851 822 841 12,514 Insurance 493 2,998 493 493 4,477 496 4,973 Multi-media education 77 77 179 561 817 Advertising 101 101 101 Memberships 170 605 775 775 Travel 1,692 651 241 87 2,671 139 185 2,995 Conferences/Training 35 130 165 350 515 Meeting expenses 3,922 3,922 Publications 69 18 87 168 255 Interest 19 19 Miscellaneous 560 560 591 975 2,686 560 293 3,539 Equipment costs 185 979 941 185 2,290 185 225 2,700 Depreciation 466 1,661 1,338 466 3.931 470 4,401 Total Expense $31M $06.8$1 MUM 12442 $38.671 ~ See Accuttntxnis' Report on Supplemental Information and Notes to Financial Statements -13- TUALATIN RJVERKEEPERS (Schedule In Statement of Functional Expense For the Year Ended June 30, 2001 Proms Total Total Advocacy Public Program Management Mqwjorin 8 Ii911 Outrea 3 Publicad FYents E_xt>en a and eral dotal Expenses: Salaries $16,743 $24,356 $ 9,500 $3,285 $ 2,660 $56,544 S 17,488 $ 74,032 5 560 12.950 2.692 15.642 Taxes and fringe benefits 5,314 4.391 1.99 - Total personnel expense 22,057 28,747 11,495 3,975 3,220 69.494 20,180 89,674 Contract services 1,000 1,075 1,000 2,068 1,000 6,143 1,034 7,177 (y 1,000 1,000 1,000 1,000 11000 5,000 1,069 6,069 Telephone 910 800 360 300 305 2,675 905 3,580 Supplies 186 125 215 209 147 962 938 1,900 pupae 368 244 516 643 317 2,088 1,866 3,954 pig 277 63 200 4,390 820 5,750 1,066 6,816 Insurance 495 495 495 283 1,768 780 2,548 Multi-media education 43 35 10 88 88 Advertising Travel 1,145 391 90 122 1,748 324 2,072 Travel 285 135 420. 2,010 2,430 Meeting expenses 7,485 7,485 4 7,489 Publications 30 34 64 118 182 Mcations 480 350 200 200 397 1,627 696 2,323 Equipment costs 2 118 28 613 761 299 1,060 Depreciation 1.120 591 871 450 3.482 776 4.258 Total expenses $ 29.398 $ 34.168 S 16.380 $13.44 0 S 16.169 ~5 $1411 See Accountants' Report on Supplemental Information and Notes to Financial Statements -14- TUALAT IN Riverkeepers i Annual Report to Members - x- } s s 1 V~ 1 February 2003 ' Green Heron by B. Schaffner OUR MISSION The Tualatin Riverkeepers is a community based organization working to protect and restore Oregon's Tualatin River system. The Tualatin Riverkeepers builds watershed stewardship through t~ public education,-access to nature, citizen involvement and advocacy. ` BOARD OF DIRECTORS , January 2003 , Roza G=sk President Jc= Saixlw k Treasurer Sherwood, Oregon lake Oswego, Oregon Paul Whitney, Vice President Molly DouWk ty, Secretary Tigard, Oregon Portland, Oregon C1 Aubin Fran Pealae _ Iake Oswego, Oregon West Linn, Oregon Robext Fuquay Tualatin, Oregon STAFF j January 2003 Sue Marshall, Executive Director ` Margot Fervia-Neatntzu, Office Manager Brian Wegener, Watershed Watch Coordinator Amy Stout, Monitoring Coordinator, AmeriCorps Member MEMBERSHIP . December 2003 584 Members , s . . ~ V Tualatin Riverkeepers 16507 SW Roy Rogers Road Sherwood, OR 9140 • (503) 590-5813 • fax (503) 590-6702 • www.W dnriverkeeFers.o email: infb@tualatinriverkepers.org s 44 Welcome Riverkeepers and Friends! TUALATIN RIVERKEEPERS, ANNUAL MEETING AGENDA February 2, 2003 1:30 pm to 4:00 pm 1:30 pm Gather and mingle All 1:45 pm Welcome and Announcements Ron Garst, President 2:00 pm TRK Year in Review Sue Marshall, Executive Director 2:30 pm Guest Speaker FVesentation Robin Cody 3:30 pm Closing remarks Ron Garst, President 3:35 pm Visit and refreshments All Comment on programs Book signings C i 1 v+m. _ "To put your Hands in a river u to feel the chords that bind the earth together." - Barry Lopcr. "2 Advocacy and Monitoring Highlights The T uaL•htin Riverkeepers were at the table on a number of big issues this past year including enforcement of stomhwater regulations, protection of wetlands and streams through local and regional Lind use regulations, protection of our drinking water supply and improving the water yualit-%• of the river and tributaries for fish and wildlife. Honing in on a critical source of pollution, -ti-e expanded our "Muddy \Vater Watch" program to include both urban construction and agncultural practices as chronic sources of sediment that encourages civic involvement. _ - _ ■ Held five Watei-A" Watch Trainings for interested individuals, school clubs and t. TKK members to help in monitoring watershed conditions. L _ `~r>3,_ ■ l-field a Muddy Water Watch training focused on construction site erosion prevention and sediment control. Responded to 63 HOTLINE calls dealing with pollution, dumping, land use, erosion, s fish and wildlife protection and water e . , rights - leading to positive outcomes. Published three wonderful resource guides that cut through complex regulations and provide useful tips for effective community involvement. Now ro Prot•c~ ■ Field Guide to Erosion Prevention and Sediment Contml. a:m^m -e 5n~~„ In tAe 7Lalatln WabnlwG Construction Sites A G.- a• c•~o h.4n gym. ■ Field and Resourre Guide to Prevent Erosion: ASriadfurr ■ How to Pmtect Wetlands and Streams in the Tualatin Vatershed.• i A Guide for " Commune Involvement ■ United community concerns in Tigard around the ill conceived Wall Street extension road project through a wetland • of Fanno Creek. The Citizen Action Committee and staff f weighed in on expansion of the UGB, j Washington Co. Transportation Plan, the Beaverton fluoridation measure, enforceable stormwater pollutant limits, Goal 5 natural resources protection, greenstreet development and prioritization of the Tualatin River Canoe Trail. 2002 Restoration High ights It was an exciting year for TRK's restoration programs and below is a glimpse of our 2002 accomplishments. Our fabulous volunteers make it happen! At the forefront of the excitement was the collaboration of TRK and Metro to launch a 90-acre floodplain restoration project along the confluence of McFee Creek and the Tualatin River in Scholls, known as Gotter Bottom. ■ In collaboration with the Tualatin River aa+y Watershed Council and Student Watershed" . Research Project, volunteers carried out their # N' ' third year of Photo Point Monitoring at 22 [ restoration sites.`' y ■ Held two restoration events at the Gotter Bottom site involving 50 volunteers to J-:r remove 1400 feet of old fence and plant over 800 native plants. Gay ~r.~,orw.~c,.._... r~r...+~~~.•'"_ r''° ■ Trained 15 volunteers to nxmitor forbirds at the Gotter Bottom site. ■ Loaned the Restoration Tool Bank to 12 organizations for a total of 28 Tualatin Basin Restoration events. Planted over 100 native plants, removed invasive plants, and pick- up garbage at Eagle Landing in Scholls on Earth Day with the help of 20 volunteers. ■ TRK's 2nd Annual Fall Fish Fling ~f placed 150 salmon carcasses in i' J Gales Creek to restore important nutrients in spawning habitat with the help of 4graders from Joseph ''•'''t1~ t. A Gales Elementary School, NW Steelheaders, Bov Scouts, AmeriCorps members, and local i landowners. `~S~es.;yry'~,tii"'► ■ Coordinated a river clean-up ~y' w''+ ' involving all volunteers and 10 canoeists and kayakers. 2002 Public Education and Outreach Highlights The most stunning achievement was the publication of our book, Expim- ng the Tsia"in River Basin - A Natrme and Recra lion Guide, by OSU Press. Co-editors Shirley Ewart, Susan Peter and Barbara Schaffner were tireless in their enthusiastic promotion of the book. This amazing guide would not have been possible without the efforts of nearly 70 volunteers who contributed over 10,000 hours! We also produced a dandy pocket brochure to promote membership and developed a three-part training to help build the capacity of the various Friends Groups. Our Trips & Tours program is stronger than ever thanks to the increased number of volunteers who stepped up to become leaders. Developed a three-part capacity building training series designed - for all vohmteers groups that includes: Grassroots Fundraising, Strategic Planning e r' and Volunteers Managing Volunteers. :`;.t ' ■ Collaborated with Centro " Cultural to train Spanish z - speaking day-labor crews in riparian re-vegetation restoration r. techniques. ■ Distributed almost 1,500 copies of r►} j- Exploring the Tualatin River Basin, ~t.;, and held six promotional events. \ ■ Printed 10,000 copies of the new Tualatin Riverkeepers Pocket Brochure for distribution. ■ Outreach dl to over 1,500 people - via 24 public events and speaking= ~ ry ! engagements., L C ■ Organized over 18 river trips and a van tour. 0 Held our 13" Annual Tualatin River Discovery Day with 120 s participants and increased corporate sponsorship for this key event. r ` Ha, ■ Trained 22 new trip leaders who underwent our improved Trip F Leader Training course. 2002 Organizational Development Highlights Public support and involvement with the Riverkeepers blossomed this year, demonstrating the cotntnunity's conunitcnent and vahtes to protect our watershed. The biggest boost came from the Division of State Lands' grant to launch our restoration work at Gotter Bottom (fee Restoration Highho&). Congratulations to our hardworking staff, board and committees for your commitment! ■ Strategic planning session held with participation form board, staff and committee members. A 2003- 2000 plan will be finalized June 2003. ■ Awarded an AtneriCAtps metnbe<' ~t again this year by The Northwest Service Academy, allowing Amv Stout to return for a second year 1 • `a J of outstanding service. ■ ■ Held the 4"' Annual Green Heron ~ Awards Dinner & Auction, raising over $10,000 and presenting five r' prestigious awards. ■ Received on-going support from our strong tnemlership base of over 600 citizens, our organization backbone, i; with contributions totaling over S23,000. I ■ Mobilised citizens to contribute H over 4,000 volunteer hours to protect and restore our watershed, valuing over S63,000 (equal to two full-time staffl). L ■ Supported hardworking and dedicated committees including . Our 1'rips & Tours, Green Heron ~ Event, Citizen .action, Public Outreach, Executive, and Fund Development Committees. y,,, Statements of Financial Position June 30, 2002 and 2001 2002 2001 Current assets: Cash - operating $ 836 $ 1,038 Money market 192,735 69,649 Cash on hand 100 100 Total cash 193-671 70,787 Accounts receivable 3,329 3,000 Inventory • 498 405 Total current assets 1 7 8 74,192 Fixed assets: Computer equipment 8,362 9,489 Furniture and equipment 14,618 14,618 Accumulated depreciation (14.936) (13,776) Net fixed assets 8,044 10,331 Total assets 8205.542 U4.523 Liabilities Deferred revenue $163,036 $ 22,951 Accounts payable 2,775 2,377 Accrued vacation 3,593 5,250 Bank line of credit Accured expense 948 Payroll tax liability 753 215 Total liabilities 170,157 31.741 Net assets: Unrestricted 2,385 (9,738) Temporarily restricted 33.000 62,520 Total net assets 35.385 52.782 Total liabilities and net assets Revenue Sour es Corporate Support Other 9% g%, Events 11% Grants/Contracts 19% 7 Membership 13% Govemment 42% ExfeiKistures By Program Publications Events 11% 10% Organizational Public Outreach Development 0 15 /0 18% Ad\ocacy/ Restoration Monitoring 31% 15% L Thank You for your Generous Support r 0 Grantors Corporate Sunnort w Division of State Land Clean Water Services Oregon Watershed Enhancement Board Backyard Bird Shop Washington County Soil Conservation District PGE a Tualatin Valley Water Quality Endowment Fund Bank of America 1 of the Oregon Community Foundation N\\' Natural Ralph Smith Foundation Nature's N\V Bullitt Foundation Stormwater Alanagement Inc. City of Tigard The Reserve Vineyards & Golf Club REI Green Mountain Energy Starbucks in Shet\vood Albertson's in Sherwood Fiscal Year Ending June 30, 2002 Tualatin Riverkeepers' Volunteer Opportunities Habitat/Stream Enhancement and Clean-up Activities ■ Site Coordinator or Crew Leader ° Habitat Enhancement Volunteer Watershed Monitoring Activities ■ Watershed Watch I< ionitor ■ Muddy Water Watch ■ Avian Monitor ■ Photo Point Monitor • Friends Group Member Public Outreach and Education Activities ■ $peaker's Bureau Volunteer ■ Publication Design or Distribution Volunteer ■ Special Event Outreach Volunteer Advocacy and Citizen Action Activities ■ Advocacy Volunteer ■ Issues Research r:. Organization Support and Fundraising Activities ■ Fund Development Volunteer ■ Office Volunteer ■ Video Volunteer Trips & Tours Activities ■ River Trip Leader/Assistant Discovery Day Event Volunteer • Fleet Hauler ■ Equipment Maintenance/Dock Builder Board and Committees ■ Board of Directors !1 ■ Citizen Action Committee i I ' I ■ Trips & Tours Committee ,t ■ Public Outreach Committee i c Awards Dinner and Auction Committee ■ Seasonal Events Committees Statement of Pruiciples Public Health 117e believe it is imperative that the water of the Tualatin River and its tributaries be safe for the area's citizens and its fish and wildlife. lVe support activities that help assure State and Federal, water quality standards are met within the watershed. Fish and. Wildlife 117e believe it is important to promote and protect the watershed's indigenous biodiversity. Ve support activities that: Protect and restore natural habitats. Maintain stream flows and conditions that best support fish and wildlife. Economic Health 117e believe clean, flowing rivers are fundamental to Oregon's economic health. 1F"e support activities that: Promote industrial, commercial, and residential activities that are environmentally sound. Seek to improve the overall health of the river. c Riparian Integrity Ve believe functional riparian areas are a vital benefit to the Tualatin River and its watershed, since they recharge underground water supplies, protect fish and wildlife, and help control flooding. a 11%ssppbrt activities that: e Protect, maintain, restore, and enhance riparian areas in the watershed. Expand riparian areas. Land Use and Planning Ve believe that present and future land use in the Tualatin watershed should have a net positive impact on the river. IYIe mpporl activities that ensure protection of the river system in all land use and planning activities. Public Access and Recreation . 117e believe the Tualatin River is an underutilized recreational resource. 11% support activities that: Increase the public's access to the river. Promote low-impact, muscle-powered recreational use that observes private property rights and respects the ecosystem. 1 Maintain parts of the river in a natural, wild state, both ecologically and visually. 1 1 Education and Advocacy 11% believe that citizen's continuous education, care and attention to the Tualatin River and its watershed are critical to the river's long-term viability, the area's fish and wildlife and the area's human population. Ve suppor7 activities that: Educate the public to the beauties, realities, and potential of the river and its watershed. Encourage people to observe, study, and enjoy the river ecosystem. Promote the public's active involvement in the affairs and protection of the river and its watershed. TIGARD HIGH SCHOOL GRADUATION CELEBRATION COMMITTEE P.O. Box 23664 Tigard, OR 97281-3664 February 13, 2003 i Craig Prosser ~a V Finance Director ..~,A City of Tigard i 13125 SW Hall 131vd Tigard, OR. 97223 i~ Dear Mr. Prosser. Thank you for this opportunity to be considered fur it grant from the City of Tigard. ~ z ~k - Our group consists ol'Tigard High School parents who plan and put on the drug and alcohol lice graduation celebration for the graduates from Tigard High School. As the population in Tigard continues to increase, so does the student body at Tigard I figh School, resulting in it larger graduating class. The senior class this year is nearing 500 at this time. Historically, the celehration is attended by about 801/: to 85 1% of the graduates, which would mean about 400 students or more. Because of the large numbers. we are limited to facilities that can accommodate the large groups, with appropriate activities. This has meant we have to contract through organizations such as Grad Night or Party Works, since they have reserved the majority of largo sites in the metro arcit. i believe this increases out costs, since we now have to go through a middleman, but we have fcw chances that arc, appropriate il' xve don't. This is one reason why the site costs arc so high. The positive side is that the party planner does more of the work, and they also have appropriate entertainment that has been proven with the graduates. We have also noticed sonic of the local businesses have been hurt by the recent decline in the economy and we are not receiving as many donations as we have in the past. In an attempt to keep out ticket price reasonable. and within evervonc's reach, we rely on outside sources for funding. This year our ticket prices are 545.00 if purchased before April I"and $'55A) il'purchased afterward. which is a $5.00 increase from last year. Our goal is to have everyone attend the celebration that would like to, so we du make scholarships available and work with the counseling office. This vear we are faced with an additional challem-,c in the funding of the celebration. Previously, the grad night committee has participated in the annual fundraiser sponsored by the PSO. This year the PSO has decided not to sponsor this annual event, which previously net the grad night celebration S4.000 to 55,000 each year. Leaving the grad night committee with a large deficit, we have found it necessary to plan and initiate our own fundraising activities. One event, we have planned a Casino night/silent ruction for April 11. 2003. In addition we have a couple of smaller fundraisers. In the past, the City of Tigard has encrously awarded 5500.00 or 5750.00 For the graduation celebration. Taut due to additional costs of the event. and sonic unknowns in our budget. Such as the cnnxnercial donations anti the rosults of our fundraising activities. we arc requesting 52,000.00. L Please note that in order for us to continue, we find it imperative that we set aside it reserve of 53,500.00, to serve as the seed tC money for the next year. We were not able to accomplish that goal ihi, past vear, and as a result have strugelcd. We realize that everyone is suflcring from budget cuts, sin we do realize that funding for events such rs this arc limited. But we also foci that because. of ottr event, we take :350 to 400 students off the streets and provide a sale environment for their celebraion, resulting to allowing the city's resources to be utilized in another fashion and not patrolling the streets that night. In addiiiwi to the fundmg, ' we wOuld like to request to have the SRO in 'mondance it the event. We appreciate the upportunily to apply for this rant. Please let me know il• you need additional information or have any questions. 'T'hank you for your consideration. Sinc•ereh. Cathie Sorensen Chairman 503-203-1427 CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-639-4171 FY 2003-04 COMMUNITY EVENTS FUNDING REQUEST Event Name: Tigard High School Graduation Celebration Address: P. O. Box 2 3 6 6 4 City, State, Zip: Tigard, OR 97281-3664 Contact Name: Cathie Sorensen Telephone Number: 503-203-1427(work) or 503-620-6445 (home) 1. Request (express in whole dollar amounts only) Cash $2,000.00 In-Kind Services (use of City property, City staff support, $ Unknown etc. Please explain the services requested on a separate sheet) SRO-Glenn Scruggs to attend event Total Request $2,000.00 + Officer Scruggs 2. Purpose of Funding Request: First, to offset the cost of the Drug and Alcohol Free Graduation Celebration for Tigard High School graduates. Since this is entirely a volunteer origination of parents, we would appreciate the attendance of Officer Scruggs, just in case. 3. Please submit the following information with this request: a. Detailed budget, including FY 2001-02 actual expenditures, FY 2002- 03 Adopted Budget, and FY 2003-04 Proposed Budget. The Budget should identify beginning and ending balances, major revenue sources, major expenditure categories, and number of authorized positions. b. Audit report or financial statements for the last fiscal year.** C. Articles of Incorporation.* d. 501(c)(3) status.* e. Organization Bylaws* * Information not required if it has been submitted at least once in the last five years. Lack of adequate financial information could result in denial of request. THS GRAD NIGHT CELEBRATION Y,.Sr..f GjYSi< TREASURER'S REPORT ff%n BEGINNING CASH 2,290.97% 498.47 10,076.01 2003-04 Kr 2002-03 ~Wg 2001.02 Final 2001-Ot Pro osed ;<'°s r Proposed Yi't % Budget INCOME TO INCOME Budget Budget :rc,:•> DATE 50/50 1,500.00 r•:'.;•:£ 1,400.00 1,000.00 967.43 _ FUN RUN 1,000.00 s$y 7/03 650.00 _ 851.00 +ie?4::~~i L COMMERCIAL DONATIONS 3,000.00 v 'ss 3,000,00 vf3 2,000.00 2,725.97 TSO FUNCTION 1,500.00 1,000.00 Y''% 51000.00 _ 4,000.00 e INTEREST 25.0025.00 krF~€ 50.00 1524 's PARENT DONATIONS 3,000.00 n nn N 1,750.00 2,445.00 GRAD NIGHT FUNDRAISERS 3,000.00 3,500.00 GRANTS, ETC 3,500.00 <":5 3,500.00 ` 3,000.00 r: TICKET SALES 18,625.00 17,500,00 16,875.00 14,655.00 TOTAL INCOME: 35,150.00 `J _#~t 32,925,00 30,325.00 25,659.64 EXPENSES BUSES CAMERAS 1,750.00 1,600.00 f;< 1,550.00 1,545.00 DECORATIONS/SET-UP 500.00 ` h # 300.00 500.00 503.09 s ENTERTAINMENT/ACTIVITIES 500.00 {«t 250.00 z<' 250.00 193.67 FOOD 250.00 ' #s 100.00 125,00 I INSURANCE 250.00 ~ii sis 250.00 400,00 j 795.00 MISCELLANEOUS Bus Driver G 100.00 100.00 100,00 67.00 POSTAGE/PO BOX 750.00 #r 500.00 ?<:>%•'::a 300.00 265.00 PRIZES 3,000.00 3,000.00 x sr 3,000.00 j 2,659.88 PRINTING/LETTERHEAD 200.00 200.00 100.00 291.30 PUBLICITY/THANK YOU AD 350.00 350.00 Yr>` 300.00 336.00 CLEANING DEPOSIT 250.00 _ 350.00 r'< SECURITY DEPOSIT 'r 750.00 SITES 26,500.00 f 24,482.50 28,481.25 28,231.24 DISCRETIONARY r> 9r`` TOTAL EXPENSES: 34,150.00 31,132.50 36,106.25 35,237.18 •Iyi 4!4'%Y I ^!RYii' ENDING CASH 3,290.97 2,290 97 >.:>f><R 498.47 s Number of students in attendance or estimated to attend 375:~~ 350.:: 345; t CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-691-4141 FY 2003-04 COMMUNITY EVENTS FUNDING REQUEST Event Name: City of Tigard Dog Park Community Events Address: 11689 SW Wilton Avenue City, State, Zip: Tigard, OR 97223 Contact Name: Julie W`iittmann Telephone Number: 503-590-4997 1. Request (expenses in whole dollar amounts only) Cash $ 400 In-kind services $ 0 Total Request $ 400 2. Purpose of Funding Request: Off-leash dog parks are an important new element in the scope of what the city offers it's residents. The funding we are requesting allows the off-leash dog parks to receive more visibility to the residents of the city to increase the use of the dog parks. In addition we provide education and training for dog owners and promote safe socialization for dogs. Dog Days of Tigard: Celebrating the off-leash dog parks the City of Tigard has established. Funds requested for: printing of fliers and posters, decorations, refreshments, K9 demonstrations, Agility demonstration, basic dog obedience training, volunteer appreciation. $175 Tigard Blast: Participation in the Tigard Blast parade. Funds requested for: printing of fliers and posters, balloons and bandanas, dog treats. $45 Halloween Dog Party: Funds requested for: printing of fliers and posters, decorations, refreshments, 3 prizes. $120 Canine 101: Educational event, topic to be determined. Funds requested for printing of fliers, posters, and handouts. $30 Canine 102: Educational event, topic to be determined. Funds requested for printing of fliers, posters, and handouts. $30 3. Requested additional information: a. Fiscal Year 01-02 (July 1, 2001 - June30, 2002) Revenue (Contributions to the Dog Park Trust Account) $285.28 Expenditures by Parks Department from Trust $ (101.36) Expenditures by in-kind donations from committee ($312.16) Fiscal Year 02-03 (as of January 28, 2003) Revenues (Contributions to the Dog Park Trust Account) $441.78 Expenditures by Parks Department from Trust $ (435.71) Expenditures by in-kind donations from committee $(411.00) Fiscal Year 03-04 Proposed Budget Revenues (Contributions to the Dog Park Trust Account) -$400 Expenditures $ 800 b. Audit report or financial statement for last fiscal year: see attached from Roger Dawes, Senior Accountant, City of Tigard Finance Department C. Articles of Incorporation: None d. 501 (C) (3) status: None i i i i a Original Message From: Roger Dawes Sent: Wednesday, January 29, 2003 10:09 AM To: kariba or@msn.com Subject: Dog Park Financial Information Good Morning Chris, Here is the financial information we have at the City regarding the Dog Park. All contributions and expenses are recorded in an account named "Dog Park Trust Account." For fiscal year 01-02, (July 1, 2001 - June 30, 2002), the revenue, expenditures and ending balances are as follows: Beginning Balance $ 0.00 Revenue (Contributions) $ 285.28 Expenditures $ (101.36) Ending Balance at $ 183.92 (6/30/2002) For the current fiscal year, the revenues and expenditures to date (Jan.28, 2003) are as follows: Beginning Balance $ 183.92 Revenues (Contributions) $ 441.78 Expenditures 435.71) Balance at 1/28/2003 $ 189.99 I included the current year information just in case you need it to help with budgeting. Please call if you have any questions. My number is 503 639-4171 ext.2493. Thanks, i Roger Dawes i Roger Dawes, Senior Accountant City of Tigard Finance Department 503-639-4171 Ext. 2493 roger@ci.tigard.or.us Boa 6rs: Urban Hope International was a Project being developed by the Common ire Unity Foundation. The vision was so strong that we legally and officially Tyrone Davis changed the name to Urban Hope International (UHI), can only provide Founder and Chairman an overall proposed budget for 2003 and 2004. Mickey Brown MC Hammer Lill Brown Enclosed you will find: Cheryl 'SaW James Christopher'Play'Martln Application forms Melanie Few John Flabetich 501 (C) 3 Angel Burgess By laws 2003-2004 proposed budget for the specific program Urban Hope Office 6713 SW Bonita 2003-2004 proposed budget for entire agency Suite 270 Board of Directors Tigard, OR 97224 J Resume of Agency Director 1.6 .HOPE (4673) FieldOffic. OHicc A detailed description 503.620.0075 Main Office Company letter 503.620.3501 Fea Article of Corporation L + C i z a y`~'~ Dpe CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-639-4171 FY 2003-04 COMMUNITY EVENTS FUNDING REQUEST l if Event Name: l/114~ s % Address: 71f J1✓ 6f'> ~i z~D City, State, Zip: 7Z 2 Contact Name: Telephone Number: 1. Request (express in whole dollar amounts only) Cash $ ~Ga In-Kind Services (use of City property, City staff support, $ etc. Please explain the services requested on a separate sheet) Total Request $ 2. Purpose of Funding Request: / JC 3. Please submit the following information with this request: a. Detailed budget, including FY 2001-02 actual expenditures, FY 2002- 03 Adopted Budget, and FY 2003-04 Proposed Budget. The Budget should identify beginning and ending balances, major revenue sources, major expenditure categories, and number of authorized positions. b. Audit report or financial statements for the last fiscal year.** C. Articles of Incorporation.* d. 501(c)(3) status.* e. Organization Bylaws* * Information not required if it has been submitted at least once in the last five years. Lack of adequate financial information could result in denial of request. Urban Hope International " Day on the Green" will be an all day event for youth and young adults in the city of Tigard, held at Cook Park. It will be a day of expression through art, poetry and music, along with community leaders, fellowshipping, and imparting into the lives of young people. Our desire is to all educate each one who attends, through health care booths, anti-drug, and voter's registration drives. The event will culminate with a candle light concert, which will bring a sense of love and togetherness for all Tigard residents. i vim. Urban Hope International Budget Line of 1 Year Tier 1 Employees Wages Tyrone Davis $ 30,000 Jose DeCastro $ 24,000 Kim Dixon $ 18,000 Karen Ridgeway $ 18,000 Wade Reese $ 24,000 Brian Winchester $ 14,400 The Urban Entrepreneurs $ 12,000 Year $140,400 Resources Cost Promotions/Marketing $ 20,000 Building Upgrades $ 3,000 Housing $ 9,000 Utilities $ 4,500 Telephone $ 1,600 Supplies $ 1,200 Insurance $ 1,000 i Maintenance/ Cleaning $ 3,600 i Travel $ 12,000 Building Rent $ 84,000 Year $ 139,600 Consulting Outside Consulting $ 8,000 Accountant $ 2,500 Lawyer $ 12,000 Interns $ 4,000 Year $ 26,500 Existing Debt Year $ 11,000 Total Budget for 2003 1 Year Total $317,500 Page 1 of 12 H WFOUNDATION NATIONAL HERITAGE FOUNDATION, INC. BYLAWS ARTICLE I OFFICES The Corporation shall at all times maintain a registered office in the State of Georgia and a registered agent at that address, but may have other offices located within or without the State of Georgia as the Board of Directors shall determine. ARTICLE II BOARD OF DIRECTORS Section 2.1. General Powers. The property and business of the Corporation shall be managed tinder the direction of the Board of Directors of the Corporation. Section 2.2. Number and Term of Office. The number of directors shall be three (3) or such other number, but not less than one (1) nor more than twelve (12), as may be designated from time to time by resolution of a majority of the entire Board of Directors. The directors shall be appointed by the President of the corporation and shall serve for a term of one (1) year and until their successors have been elected. i Section 2.3. Vacancies. The directors may (1) fill the place of any i director which may become vacant prior to the expiration of the director's term, such appointment by the directors to continue until the expiration of the term of the director whose place has become vacant, or (2) fill any directorship created by reason of an increase in the number of directors, such appointment by the directors to continue for a term of office until the next appointment by the president and until the appointment of the successor. http://www.nhf.org/financial_legal/nhfbylaws.htm 2/14/2003 Page 2 of 12 Any director may be removed from office with or without cause by the affirmative vote of a majority of the directors entitled to vote at any special meeting of directors called for that purpose. The person appointing the director may remove an appointed director without cause. Section 2.4. Place of Meeting. The Board of Directors may hold their meetings and keep the books of the Corporation either within or outside the State of Georgia, at such place or places as they may from time to time determine by resolution or by written consent of all the directors. The Board of Directors may hold their meetings by conference telephone or other similar electronic communications equipment pursuant to which each participant at the meeting can hear the other. Section 2.5. Regular (Meetings. Regular meetings of the Board of Directors may be held without notice at such time and place as shall from time to time be determined by resolution of the Board. The annual meeting of the Board of Directors shall be held on the 1St of February-in each year if not a legal holiday, and if a legal holiday then on the next succeeding day not a legal holiday, unless otherwise determined by resolution by the Board of Directors for the purpose of electing directors to succeed those whose terms have expired as of the date of such annual meeting. Notice of every resolution of the Board fixing or changing the time or place for the holding of regular meetings L of the Board shall be mailed to each director at least three (3) days prior to the first meeting held pursuant to such resolution. The Board may transact any business that comes before it. Any additional business may be transacted at any regular meeting of the Board. 6 Section 2.6. Special Meetings. Special meetings of the Board of u Directors shall be held whenever called by any director or by the president. The secretary shall give notice of each special meeting of the Board of Directors, which notice shall specify the time and place of the meeting, at least two (2) days prior to the meeting by personal delivery, telephone, facsimile, or e-mail; but such notice may be http://www.nhf.org/financial_legal/nhfbylaws.htm 2/14/2003 Page 3 of 12 waived by any director. Unless otherwise indicated in the notice thereof, any and all business may be transacted at any special meetings. At any meeting at which every director shall be present, even though without notice, any business may be transacted and any director may in writing waive notice of the time, place and objectives of any special meeting. Section 2.7. Quorum. A majority of the whole number of directors shall constitute a quorum for the transaction of business at all meetings of the Board of Directors, but, if at any meeting less than a quorum shall be present, a majority of those present may adjourn the meeting from time to time, and the act of a majority of the directors present at any meeting at which there is a quorum shall be the act of the Board of Directors, except as may be otherwise specifically provided by law or by the Articles of Incorporation or by these bylaws. All resolutions adopted and all business transacted- by the Board of Directors shall require the affirmative vote of a majority of the directors present at the meeting. Section 2.5. Action in Lieu of Meeting. Any action to be taken at a meeting of the directors, or any action that may be taken at a meeting of the directors, may be taken without a meeting if a consent in writing, setting forth the action so taken, shall be signed by all of the directors and any further requirements of law pertaining to such consents have been complied with. [Note-Section 14-2-821(b) of the Georgia Nonprofit Corporation Code provides that the articles of incorporation or bylaws may permit actions to be taken by less than all, but not less than a majority of the directors.] L Section 2.9. Compensation of Directors. Directors shall not receive any stated salary for their services as such, but each director shall be entitled to receive from the Corporation reimbursement of the expenses incurred by him in attending any regular or special meeting of the Board or of any Committee and such reimbursement and j compensation shall be payable whether or not a meeting is adjourned because of the absence of a quorum. Nothing herein contained shall be construed to preclude any director from serving the Corporation in any other capacity and receiving compensation therefor. Section 2.10. Nominating Committee. The Board of Directors shall http://www.nhf.org/finaneial_legal/niifbylaws.htm 2/14/2003 Page 4 of 12 elect a Nominating Committee consisting of the President and at least one other director. The Board of Directors shall select the Nominating Committee at the annual meeting of the Board of Directors. The Nominating Committee shall be responsible for preparing a slate of directors for election at the next annual meeting of the Board of Directors. Section 2.11. Committees. The Board of Directors may, by resolution passed by a majority of the whole Board, designate one or more committees, each committee to consist of two or more of the directors of the Corporation, which, to the extent provided in the resolution shall have and may exercise the powers of the Board of Directors. Such committee or committees shall have such names as may be determined from time to time by resolution adopted by the Board of Directors. Section 2.12. Conflict Disclosure. Each Director and Officer shall have the affirmative duty to disclose to the Foundation any potential conflicts with respect to contracts and other financial transactions. Any contract or transaction, including compensation, between the Corporation and a Director or officer of the Corporation, between the Corporation and any corporation, partnership, association or other organization in which a director or officer thereof is also a Director or officer of the Corporation, or between the Corporation and a disqualified person within the meaning of section 4958 of the Internal Revenue Code of 1986, as amended, which may confer an economic benefit on such Director, officer or disqualified person, shall be void or voidable solely for such reason, or solely because the Director, officer or disqualified person is-present at or participates in the meeting of the Board of Directors which authorizes such contract or transaction, or solely because the Director's, officer's or disqualified person's vote is counted for such purpose unless, prior to the transfer of goods or services pursuant to the contract or transaction: ' (1) The material facts as to the Director's, officer's or disqualified person's relationship with or interest in the contract or transaction are disclosed, or are known to the Board of Directors and, in good faith, the Board authorizes the contract or transaction by the affirmative vote of a majority of http://www.nhf.org/financial_legal/nhfbylaws.htm 2/14/2003 Page 5 of 12 the Directors attending a meeting during which such contract or transaction is addressed, and such Directors shall not be related to, or subject to the control of, the officer, director or disqualified person involved in the transaction or contract; and (2) The Board of Directors obtained and relied upon appropriate data as to comparability of payments or compensation made by similarly situated Corporations for fuctionally similar services, or fair market value of the consideration, and adequately and contemporaneously documented the basis for its determination; and (3) The contract or transaction is determined to be fair market value for Corporation at the time it is authorized, approved or ratified by the Board of Directors. ARTICLE III OFFICERS Section 3.1. Election, Tenure and Compensation. The officers of the Corporation shall consist of a President, a Secretary and a Treasurer who shall be elected by the Board of Directors, and such other officers, including a Chairman of the Board, one or more Vice Presidents and one or more assistants to the foregoing officers as may be elected by the Board of Directors or appointed as provided in these bylaws. The officers shall be elected or appointed at the annual meeting of the Board of Directors to serve a term of one (1) year, or such other term as provided by resolution of the Board of Directors or the appointment to office. Each officer shall serve for the term of office for which he is elected or appointed and until his successor has been elected or appointed and has qualified or his earlier resignation, removal from office, or death. Except for the Chairman of the Board, the officers need not be directors. The same person may hold any two or more of the above offices. The compensation or salary paid all officers of the Corporation shall be fixed by resolutions adopted by the Board of Directors. Except where otherwise expressly provided in a contract duly authorized by the Board of Directors, all officers and agents of the Corporation shall be subject to removal at any time by the affirmative http://www.nhforg/financial_legal/nhfbylaws.htm 2/14/2003 Page 6 of 12 vote of a majority of the whole Board of Directors, and all officers, agents and employees shall hold office at the discretion of the Board of Directors. Section 3.2. Powers and Duties of the Chairman of the Board. The Chairman of the Board shall preside at all meetings of the Board of Directors unless the Board of Directors shall by a majority vote of a quorum thereof elect a chairman other than the Chairman of the Board to preside at meetings of the Board of Directors. He may sign and execute all authorized bonds, contracts or other obligations in the name of the Corporation; and he shall be ex-officio a member of all standing committees. Section 3.3. Powers and Duties of the President. The President may sign and execute all authorized bonds, contracts or other obligations in the name of the Corporation. He shall have the general powers and duties of supervision and management usually vested in the office of President of a corporation. The President shall be ex- officio a member of all standing committees. He shall do and perform such other duties as may, from time to time, be assigned to him by the Board of Directors. In the event that the Board of Directors does not take affirmative action to fill the office of Chairman of the Board, the President shall assume and perform all powers and duties given to the Chairman of the Board by these bylaws. Section 3.4. Powers and Duties of the Vice President. The Board of Directors may appoint a vice President or more than one Vice President. Any Vice President (unless otherwise provided by resolution of the Board of Directors) may sign and execute all authorized bonds, contracts or other obligations in the name of the Corporation. Each Vice President shall have such other powers and shall perform such other duties as may be assigned to him by the Board of Directors or by the President. In case of the absence or disability of the President, the duties of that office shall be performed by any Vice President, and the taking of any action by any such Vice President in place of the President shall be conclusive evidence of the absence or disability of the President. Section 3.5. Secretary. The Secretary shall give, or cause to be http://www.nhf.org/financial_legal/nhfbylaws.htm 2/14/2003 Page 7 of 12 given, notice of all meetings of directors and all other notices required by law or by these bylaws, and in case of his absence or refusal or neglect to do so, any such notice may be given by any person thereunto directed by the President, or by the directors upon whose written request the meeting is called as provided in these bylaws. The secretary shall record all the proceedings of the meetings of directors in books provided for that purpose, and he shall perform such other duties as may be assigned to him by the directors or the President. He shall have custody of the seal of the Corporation and shall affix the same to all instruments requiring it, when authorized by the Board of Directors or the President, and attest the same. In general, the Secretary shall perform all the duties generally incident to the office of secretary of a corporation subject to the direction and control of the Board of Directors and the President. Section 3.6. Treasurer. The Treasurer shall have custody of all the funds and securities of the Corporation, and he shall keep full and accurate account of receipts and disbursements in books belonging to the Corporation. He shall deposit all moneys and other valuables in the name and to the credit of the Corporation in such depository or depositories as the Board of Directors may designate. The Treasurer shall disburse the funds of the Corporation as may be ordered by the Board of Directors, taking proper vouchers for such disbursements. He shall render to the President and the Board of Directors, whenever either of them so requests, an account of all his transactions as Treasurer and of the financial condition of the Corporation. The Treasurer shall give the Corporation a bond, if required by the Board of Directors, in a sum, and with one or more sureties satisfactory to the Board of Directors, for the faithful performance of the duties of his office and for the restoration to the Corporation in case of his death, resignation, retirement or removal from office of all books, papers, vouchers, moneys, and other properties of whatever kind in his possession or under his control belonging to the Corporation. The Treasurer shall perform all the duties generally incident to the office of the treasurer of a corporation, subject to the direction and http://www.nhf.org/financial_legal/nhfbylaws.htm 2/14/2003 Page 8 of 12 control of the Board of Directors and the President. Section 3.7. Assistant Secretary. The Board of Directors may appoint an Assistant Secretary or more than one Assistant Secretary. Each Assistant Secretary shall (except as otherwise provided by resolution of the Board of Directors) have power to perform all duties of the Secretary in the absence or disability of the Secretary and shall have such other powers and shall perform such other duties as may be assigned to him by the Board of Directors or the President. In case of the absence or disability of the Secretary, the duties of the office shall be performed by any such Assistant Secretary, and the taking of any action by any such Assistant Secretary, in place of the Secretary, shall be conclusive evidence of the absence or disability of the Secretary. Section 3.8. Assistant Treasurer. The Board of Directors may appoint an Assistant Treasurer or more than .one Assistant Treasurer. Each Assistant Treasurer shall (except as otherwise provided by resolution of the Board of Directors) have power to perform all duties of the Treasurer in the absence or disability of the Treasurer and shall have such other powers and shall perform such other duties as may be assigned to him by the Board of Directors or the President. In case of the absence or disability of the Treasurer, any Assistant Treasurer shall perform the duties of the office, and the taking of any action by any such Assistant Treasurer in place of the Treasurer shall be conclusive evidence of the absence or disability of the Treasurer. ARTICLE IV CORPORATE SEAL Section 4.1. Seal. The seal of the Corporation shall be in such form as the Board of Directors may from time to time determine. In the event it is inconvenient to use such a seal at any time, or in the event the Board of Directors shall not have determined to adopt a corporate seal, the signature of the Corporation followed by the word "Seal" enclosed in parentheses or scroll shall be deemed the seal of the Corporation. The seal shall be in the custody of the Secretary and affixed by him or by his assistants on all appropriate papers. http://www.nhf.org/financiai_legal/nhfbylaws.htm 2/14/2003 Page 9 of 12 ARTICLE V BANK ACCOUNTS AND LOANS Section 5.1. Bank Accounts. Such officers or agents of the Corporation as from time to time shall be designated by the Board of Directors shall have authority to deposit any funds of the Corporation in such banks or trust companies as shall from time to time be designated by the Board of Directors and such officers or agents as from time to time shall be authorized by the Board of Directors may withdraw any or all of the funds of the Corporation so deposited in any such bank or trust company, upon checks, drafts or other instruments or orders for the payment of money, drawn against the account or in the name or behalf of the Corporation, and made or signed by such officers or agents; and each bank or trust company with which funds of the Corporation are so deposited is authorized to accept, honor, cash and pay, without limit as to amount, all checks, drafts or other instruments or orders for the payment of money, when drawn, made or signed by officers or agents so designated by the Board of Directors, until written notice of the revocation of the authority of such officers or agents by the Board of Directors shall have been received by such bank or trust company. There shall from time to time be certified to the banks or trust companies in which funds of the Corporation are deposited, the signature of the officers or agents of the Corporation so authorized to draw against the same. In the event that the Board of Directors shall fall to designate the persons by whom checks, drafts and other instruments or orders for the payment of money shall be signed, as hereinabove provided in this Section, all of such checks, drafts and other instruments or orders for the payment of money shall be signed by the President or a Vice President and countersigned by the Secretary or Treasurer or an Assistant Secretary or an Assistant Treasurer of the Corporation. Section 5.2. Loans. Such officers or agents of this Corporation as from time to time shall be designated by the Board of Directors shall have authority to effect loans, advances or other forms of credit at any time or times for the corporation from such banks, trust companies, institutions, corporations, firms, or persons as the Board of Directors shall from time to time designate, and as security for the repayment of such loans, advances, or other forms of credit to assign, transfer, http://www.nhf.org/financial_legal/nhfbylaws.htm 2/14/2003 Page 10 of 12 endorse and deliver, either originally or in addition or substitution, any or all stocks, bonds, rights and interests of any kind in or to stocks or bonds, certificates of such rights or interests, deposits, accounts, documents covering merchandise, bills and accounts receivable and other commercial papers and evidences of debt at any time held by the Corporation; and for such loans, advances or other forms of credit to make, execute and deliver one or more notes, acceptances or written obligations of the Corporation on such terms, and with such provisions as to the security or sale or disposition thereof as such officers or agents shall deem proper; and also to sell to, or discount or rediscount with, such banks, trust companies, institutions, corporations, firms or persons any and all commercial paper, bills receivable, acceptances, and other instruments and evidences of debt at any time held by the Corporation, and to that end to endorse, transfer and deliver the same. There shall from time to time be certified to each bank, trust company, institution, corporation, firm or person so designated the signatures of the officers or agents so authorized, and each such bank, trust company, institution, corporation, firm or person is authorized to rely upon such certification until written notice of the revocation by the Board of Directors of the authority of such officers or agents shall be delivered to such bank, trust company, institution, corporation, firm or person. ARTICLE VI MISCELLANEOUS PROVISIONS Section 6.1. Fiscal Year. The fiscal year of the Corporation shall end on the last day of December of each year. Section 6.2. Notices. Whenever, under the provisions of these bylaws, notice is required to be given to any director or officer it shall not be construed to require personal notice, but such notice may be given in writing, by mail, by depositing the same in a post office or letter box, in a prepaid envelope, addressed to each director or officer at such address as appears on the books of the Corporation, or in default of any other address, to such director or officer at the general post office in the City of Brunswick,- Georgia, and such notice shall be deemed to be given at the time the same shall be thus mailed. Any director or officer may waive any notice required to be given under http://www.nhf.org/financial_legal/nhfbylaws.htm 2/14/2003 Page II of 12 these bylaws. ARTICLE VII AMENDMENTS The Board of Directors shall have the power and authority to amend, alter or repeal these bylaws or any provision thereof, and may from time to time adopt additional bylaws. ARTICLE VIII INDEMNIFICATION Each person who is or was a director or officer of the Corporation, and each person who is or was a director or officer of the Corporation who at the request of the Corporation is serving or has served as an officer, director, partner, joint venturer or trustee of another corporation, partnership, joint venture, trust or other enterprise shall be indemnified by the Corporation, and entitled to advancement of expenses of litigation, to the fullest extent permitted under the Georgia Nonprofit Corporation Code against those expenses (including attorneys' fees), judgments, fines and amounts paid in settlement which are allowed to be paid, reimbursed or advanced by the Corporation under the Georgia Nonprofit Corporation Code and which are actually and reasonably incurred in connection with any action, suit or proceedings, pending or threatened, whether civil, criminal, administrative or investigative, in which such person may be involved n. by reason of his being or having been a director or officer of this Corporation or of such other enterprise. Such indemnification shall be made only in accordance with the Georgia Nonprofit Corporation Code and subject to the conditions thereof. n a As a condition to any such right of indemnification, the Corporation may require that it be permitted to participate in the defense of any such action or proceedings through legal counsel designated by the Corporation and at the expense of the Corporation. The Corporation may purchase and maintain insurance on behalf of http://www.nhf.org/financial_legal/nhfbylaws.htm 2/14/2003 Page 12 of 12 any such persons whether or not the Corporation would have the power to indemnity such officers and directors against any liability under the Georgia Nonprofit Corporation Code. If any expenses or other amounts are paid by way of indemnification other than by court order or by an insurance carrier, the Corporation shall provide notice of such payment to the members in accordance with Section 6.2 of these bylaws. This 15th day of February, 1995. NATIONAL HERITAGE FOUNDATION, INC. By: Its: Director CEO Sworn to and subscribed before me, This-day of 1995. Powered by LivePer.m http://www.nhforg/financial_legal/nhfbylaws.htm 2/14/2003 Articles of Incorporation - NHF Page 1 of 6 H6 L FOUNDATION 6201 Leesburg Pike, Suite 405 Falls Church, VA 22044 Toll Free 1-800-9-TO-GIVE Fax (703) 820-5100 Website: http://www.nhf.org E-mail: foundations@nhf.org Articles of Incorporation of National Heritage Foundation, Inc. Article I. Name The name of the Corporation is "National Heritage Foundation, Inc." Article II. Authority The Corporation is organized pursuant to the provisions of the Georgia Non-Profit Corporation Code (hereinafter called, "The Code"). Article III. Members ' The Corporation will not have members. i Article IV. i Board of Directors The affairs of the Corporation shall be managed by a Board of Directors. The method of electing the Board of Directors shall be determined by the Bylaws of the Corporations. Article V. http://www.nhforg/financial_legal/articlesinc.htm 2/14/2003 Articles of Incorporation - NHF Page 2 of 6 Definitions, limitations and regulations of corporate powers The Corporation shall be limited in the powers it may exercise only by the Code. Article VI. Mailing Address The mailing address of the initial principal office of the Corporation shall be: Post Office Box 335, Sea Island, Georgia 31561 Article VII. Registered Office and Registered Agent The initial registered office of the Corporation is: 777 Gloucester Street First Federal Plaza, Suite 200 Brunswick, Georgia 31520 14 and the initial registered agent of the Corporation is Charles G. Spalding, Esquire. Article VIII. i Incorporator The name and address of the incorporator is: John Talbott Houk, Jr. 137 Cherokee Road Sea Island, Georgia 31561 http://www.nhf.org/financial_legal/articlesinc.htm 2/14/2003 Articles of Incorporation - NHF Page 3 of 6 Article IX. Liability Personal liability of all directors of the Corporation to the Corporation for monetary damages for breach of duty, of care, or other duty as a director is hereby eliminated to the extent allowed by Section 14 - 3 - 202 (b) (4) (CGA PP 22 - 2202) of the Georgia Nonprofit Corporation Code or any successor statute. Article X. Other Provisions 1. Provision limiting corporate powers. The Corporation is not organized and shall not be operated for pecuniary gain or profit. No part of the property of the Corporation and no part of its net earnings shall inure to the benefit of or be distributable to any director, member, or any other private individual. The Corporation shall never be authorized to engage in a regular business of one kind ordinarily carried on for profit, or in any other activity except in furtherance of the purposes stated below for which the corporation is organized. No substantial part of the activities of the Corporation shall consist of attempting to influence legislation, by propaganda or otherwise. The Corporation shall not participate or intervene in (including the publishing or distribution of statements) any political campaign on behalf of or in L opposition to any candidate for public office. r 2. Provision for distribution of the corporate assets upon dissolution. 3 In the event of the dissolution of the Corporation, to the extent 9 allowed under applicable law, after all lawful debts and liabilities of the corporation have been paid, all the assets of the Corporation shall be distributed to, or its assets shall be sold and the proceeds distributed to, another organization organized and operating for the same purposes for which the Corporation is organized and operating, or to one or more http://www.nhf.org/financial-legal/articiesine.htm 2/14/2003 Articles of Incorporation - NHF Page 4 of 6 corporations, funds or foundations organized and operating exclusively for religious, charitable, scientific, literary or educational purposes, which shall be selected by the Board of Directors of the Corporation, provided however that any such recipient organization or organizations shall at that time qualify as exempt from taxation under the provisions of Section 501(a) of the Internal Revenue Code of 1986, as an organization described in Section 501(c)(3) of the Internal Revenue code of 1986, or the corresponding provisions of any subsequent law. In the event that upon the dissolution of the Corporation, the Board of Directors of the Corporation shall fail to act in the manner herein provided within a reasonable time, a court of competent jurisdic- tion in the county in which the principal office of the Corporation is located shall make such distribution as herein provided upon the application of one or more persons having a real interest in the Corporation or its assets. 3. Provision of the Initial Board of Directors. The initial Board of Directors shall consist of: John T. Houk, III Steven M. Blackwood Julie L. Houk 4. Purposes. The objects and purposes of the Corporation are to undertake activities that in the judgment of its Directors tend to restore, maintain and extend the national heritage of the United States of America, and in addition, the various national heritages of other nations of the world, and to serve persons who are severely disabled and/or blind. The Corporation may acquire and administer funds and property, which, after the payment of necessary expenses, shall be devoted http://www.nhf.org/financial-legal/articlesinc.htm 2/14/2003 Articles of Incorporation - NHF Page 5 of 6 exclusively to religious, charitable, scientific, literary or educational purposes. 5. Delegation of Investment duties to a fiscal agent. The Corporation shall have the power to appoint a fiscal agent which may be a bank or a trust company, and may delegate to such agent the care and records, and may pay said agent such compensation as may be agreed upon by the Board of Directors. In Witness Whereof, the Undersigned executes these Articles of Incorporation this the _13th_ day of November 1993. /signed/ John Talbott Houk, Incorporator 23rd November' ;(s MEME Paraered by LNaP_-=rj- http://www.nhf.org/financial-legal/articiesinc.htm 2/14/2003 l Articles of Incorporation - NHF Page 6 of 6 C 3 0 u http://www.nhf.org/financial_legal/articlesinc.htm 2/14/2003 A Day on the Green Event Budget Event Needs Cost Artists Stipend Local Artist $ 1,100 Staff 2 Dedicated Staff $ 2,000 40 Volunteers Food Cups, Drinks, Sack Lunch $ 2,000 Marketing and Promotions Posters and Radio Advertisements $ 3,700 5 People Promoting Stipend $ 1,500 Total $ 11,300 In Kind Permits $ 500 Police $ 1,000 Park $ 200 Exhibition Booths $ 600 Stage $ 1,000 Sound Rental $ 1,000 Musical Equipment Rental $ 800 Total $ 5,100 Grand Total $ 16,400 V, 1~ "Air it .i.a L~r=4z; i iciry ~iR"r ` ••2 URBAN HOPE INTERNATIONAL par of BOARD OF DIRECTORS CONTACTS: Bire 6I Tyrone Davis 6713 SW Bonita RD. Suite 270 Tyrone Davis Founder and Chairman Tigard, OR 97224 Mickey Brown (503) 620-0775 MC Hammer Professional Singer, Producer, CEO of Urban Hope International Lill Brown Cheryl 'saWJames MC Hammer Christopher 'Play'Martin Erb Way Melanie Few Tracy, CA John Flatietich Angel Burgess (510) 209-6875 Entertainer, Producer Urban Hope Office 6713 SW Bonita Christopher "Play" Martin Suite 270 Entertainer, Film Director Tigard, OR 97224 (205) 989-8472 1.866.712.HOPE (4673) Field Office 503.620.0079 Main Office Mickey & Lily Brown 503.620.3501 11880 SW King James Place Fa■ King City, OR 97224 (503) 590-3737 Business Owners Cheryl "Salt" James 33 Mary Court Melville, NY 11747 (631) 351-0272 Entertainer John Flabetich 6713 SW Bonita RD. Suite 270 Tigard, OR 97224 (503) 620-0775 e XN~Gl 1axr,: ,rs,, c J6iy is to ,w4ily ILI on 3,d- .y My,;, 2001 C.omnfaon U4 -70M aLian c~ ll"1 r I V J c7 I l y r! ' ed yrotw naa7via, hug Dean uccepled a-i a parl of dia n I1alinna[ -Arilsya -7nunLlion.. ~s a ~oundalion at n,93, (-ommon Unify ..}oundalion is ae rwnp olif -5071())(3), 509(a)(1)un4r tL Vational -Arilap _toundation, and ~ Jlfaml ib I deral la.~ jlalua 0 . AnliI calian YWcr 58-2085326). Our nwllo, " or every 1 art lure u a ialpa►, ,le carlain4 a iodied ly ("mmnon 1 niftl _7aun lion we uppluud your ~~ee pp ec~~ c - r c1tarilA scups olworh., namely: Jo p o i jaq/At l timoy inlarcily nuxielry youg and Mwic oniaistry nn a y[olull ujis. ~'Lj is certain4 an asa,npla -I wJlutl /vundaliuns ul Valioiutf-erilaye 5oundation are lryi ty to do. reitoro, nea;ntain ayul11A.d our c nationul larch ye 01 people 40e my oliere. c ~ ~ f ~•y~ John T. Houk III, President National ffetitage famdation c NATIONAL der M- UNDATION c . rr,.kL/.. •-natt%~ (1~LI.~ r1aUG/.,'•., .`.'`~~Y1~ Emil Tyrone Davis 6713 SW Bonita Suite 270 Tigard, OR 97224 503.620.0775 Industry History 1989-1996 San Jose Community Choir, founder and producer Sixty-five of the Bay Area's finest vocalists. Recorded hit singles, "Goin Up Yonder", and "He Keeps Doing Great Things", which landed in the Top 10 on the billboard charts. Have toured and performed with MC Hammer, Patti LaBelle, Walter Hawkins, Bobby Jones, Nancy Wilson and many more. Also sponsored many community outreach programs. 1993-96 Dove Flight Productions, co-owner Full service management, marketing, and Promotions Company. We provided alternative entertainment and events throughout California. DFP provided the industry with a cutting edge approach to marketing and promotions, thus creating City Flight Newsmagazine, which we used as a marketing tool. Past clients: Gospo Centric Records, Bill Graham Presents, Bobby Jones, B.E.T. and Michael Mathews. 1993-Current MC Hammer Enterprises Worked with Hammer as producer and management coordination. Handled all booking, road trips and in-store appearances, also as a producer and writer on his past two album releases. I gained experience in every facet of the industry, including television, which I currently serve as the Co-Producer and Musical Host of Hammer and Friends television program. 4G F- y~. 1994-96 KSCU, Santa Clara University, Program Director n Responsible for hiring and grooming DJ's with station policy. Supervised five shows throughout the week. Built relationships with all record companies, which resulted in full service for product. Set up co-op opportunities with record stores for give-a- ways and autograph signings. Used industry influence and brought celebrity endorsement. 1996-Current Common Unity, founder and producer Nationally Acclaimed Group. Toured all over the world with Hammer. Performed on VH-1 Special, NBC, Stellar Awards, B.E.T. and many more. Have shared stage with MC Hammer, Kirk Franklin, Will Smith, Commissioned, Yolanda Adams, Fred Hammond and Ron Kenoly. 2000-Current MC Hammer and Friends, co-producer and musical host #I most viewed show on TBN (Trinity Broadcast Network) for the past two years. Currently filming a whole new season for this highly popular variety television program. Co-organized the India Relief Concert in San Jose, California with Pastor Dick Bernal, MC Hammer and the InDus Entrepreneurs. The event raised close to 3 million dollars to help rebuild the lives in India devastated by a massive earthquake. Former President Bill Clinton was their guest speaker. 2002-Current Urban Hope International, founder and CEO Urban Hope International's greatest achievements over the past 6 months have been acquiring a one-year lease on a 20,000 sq. foot office and warehouse center for $12 in partnership with a corporate sponsor, Logic General; The alignment with nationally and internationally known professional musical artists, entertainers, senators and successful business owners such as MC Hammer, Sheryl "Salt" James, Senator Margaret Carter, Tigard High School, Major General Boyken and Portland Parts and Recreation; the development of several participants in the Urban Entrepreneurs program such as Double Check Cleaning Company, Urban Logistics International; and finally, the acquisition of A Child's Kingdom Daycare in Beaverton Oregon. t, C 1 t i I I CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-639-4171 FY 2003-04 COMMUNITY EVENTS FUNDING REQUEST Event Name: ' Pr1,k_ Address: ~ n~^ • A: ~ n ~ rvus . I) i)& A s- City, State, Zip: C~ Contact Name: Telephone Number: SO 6633 - L k I - 1. Request (express in whole dollar amounts only) Cash $ 1 coo. C0 In-Kind Services (use of City property, City staff support, $ etc. Please explain the services requested on a separate sheet) Total Request $ t UC) C)- CD, 2. Purpose of Funding Request: Cy- f'V_y Y~ 'J 3. Please submit the following information with this request: a. Detailed budget, including FY 2001-02 actual expenditures, FY 2002- 03 Adopted Budget, and FY 2003-04 Proposed Budget. The Budget should identify beginning and ending balances, major revenue U sources, major expenditure categories, and number of authorized U J positions. b. Audit report or financial statements for the last fiscal year.** C. Articles of Incorporation.* d. 501(c)(3) status.* e. Organization Bylaws* * Information not required if it has been submitted at least once in the last five years. Lack of adequate financial infonmation could result in denial of request. Free Health Care Screening FREE Preventative Health ScreeninglL Available on 04-05-03, from 8 AM to 4 PM, at the Tigard Fred Meyer parking lot, 11565 SW Pacific Hwy. Tigard, Oregon. The Tigard 2000 Lions Club and the Oregon Lions Sight & Hearing Foundation are offering FREE preventative health screenings here in your local community. We will be offering visual acuity, hearing, blood pressure, glaucoma and diabetes screenings to adults and minors (with written parental permission). The Mobile Health Screening Unit is offering these screenings as part of the humanitarian services sponsored by the local Lions Clubs of Oregon, in support of community wellness and preventative health care. ' All of these screenings can provide early detection of health problems that are likely to lead to i serious problems if not detected and treated early. All five screenings can usually be provided i in less than 20 minutes. The Diabetes screening requires that you DO NOT EAT OR DRINK ANYTHING except water or black coffee for at least 3 hours prior to the test. General Press Release For Immediate Release Contacts: Suzanne Grennon: Tigard 2000 Lions Club, Sight and Hearing Chairman, (503) 603-1811 Brenda Anderson: MSU & Programs Coordinator, Oregon Lions Sight and Hearing Foundation, (503) 827-6952, ext. 23 Tigard, Ore - The Tigard 2000 Lions Club is working with the Oregon Lions Sight and Hearing Foundation (OLSHF), to combat preventative blindness & deafness in the community through free health screenings. On 04-05-03, from 8 AM to 4 PM, the Oregon Lions Mobile Screening Unit (MSU) will provide free health screenings for visual acuity, hearing, blood pressure, diabetes and glaucoma, at the Tigard Fred Meyer parking lot, 11565 SW Pacific Hwy. Tigard, Oregon. The Tigard 2000 Lions Club, Tigard Fred Meyers, Bear Printing, Oregon Lions Mobile Screening Unit Program, and Regence Blue Cross Blue Shield of Oregon make these free health screenings possible. The MSU Program, run by the OLSHF, has been providing free health screenings to Oregon communities since 1994. Each year, the MSU Program provides free Public Health Screenings in visual acuity, hearing, diabetes, glaucoma, & blood pressure to roughly 6,000 adults statewide and free School Screenings in visual acuity & hearing to roughly 14,000 children statewide. The Mobile Health Screening :Unit provides free preventative health screenings for all adults, and to children (under 18) with written parental permission. A three-hour fast (no food or drink other than black coffee or water) is required for the diabetes screening. Local health care providers from Eye Health Northwest have volunteered to provide glaucoma screenings for this event. The visit of the Oregon Lions Mobile Health Screening Unit is a community service project of the Tigard 2000 Lions Club. Vision and hearing have long been projects o7 the Lions Clubs, following a challenge issued to them at a national meeting in 1925 by Helen Keller to become the "knights of the blind." Ms. Keller, famous author and speaker, was blind and deaf. The Mobile Screening Unit Program is a joint project of the 250 Lion and Lioness and Auxiliary Clubs in Oregon and the Oregon Lions Sight & Hearing Foundation, a non-profit organization formed by the Lions and dedicated to serve Lions Clubs by supporting their efforts in humanitarian assistance, including but not limited to sight, hearing, diabetes awareness and positive youth development. The MSU Program has received extensive support from Regence BlueCross BlueShield, Freightliner, Anderson Brothers Trucking, Truck Wholesale Company, Spirit Mountain Casino, and many others. UNIT VAJW Since August 1994 the Oregon Lions Mobile Screening Unit One has visited over 500 cities and delivered free health screenings to over 117,000 students, seniors, and other Oregonians. For the last three years the MSU I has been joined by the Mobile Screening Unit Two. Both the MSU I and the MSU II have traveled throughout the state and given us the chance to discover thousands of potential health problems while screening for: visual acuity, hearing, diabetes, glaucoma, and high blood pressure. The free health screenings that the Lions Clubs provide for the state's schools and for the public has had a monumental impact in Oregon and Dorris, CA. MSU I and MSU If are approximately the same size; both provide the same screenings for public or school events and have very similar layouts inside each truck. The MSU I owes much of its success to the generous support from Regence Blue Cross Blue Shield of Oregon and Freightliner Corporation. These two companies have supported the MSU I since it's inception in L 1994. The MSU II does not yet have a corporate sponsor but with the newly painted exterior and with several strong financial supporters like Spirit Mountain Casino, the MSU II is a wonderful and reliable addition to the program. However, neither unit could operate at all without their strongest supporters - The MD-36 Lions Clubs and the Oregon Lions Sight and 4 Hearing Foundation! Thank you to all of you who plan, promote, and volunteer for the mobile screening units! You made 2001 the most successful year yet and 2002 is looking even better. We look forward to serving your community soon! Pana 9 71 TIGARD 2000 LIONS auB P. O. BOX 23381 TIGARD, OREGON 97281 Financial Report Community Service Account 2001-2002 Income: Cam -over. 2000-2000 3086.78 Balloon Festi%•al 2167.36 Christmas Wreaths 518.50 Entertainment Books 1120.00 Grants. PGE 500.00 Mints 1336.36 Miscellaneous Donation 50.00 Admin. Acct. loan repay 500.00 TOTAL $9279.00 Expenses: Balloon Festival Stan-up cash 350.00 FoodlM isc. 717.65 Christmas Wreaths 297.97 Entertainment Books 1094.00 Mints 638.48 Contributions: Gates Cr. Camp 100.00 Habitat for Humanity 100.00 Flatzs for I" Graders 460.00 liolidav lifts/food 196.97 CASA 150.00 MD 36 Youth Exchange 100.00 Peace Poster 100.00 Canine Services r Canine Companions 100.00 Guide Dogs 100.00 LCI F 150.00 Lions E%ebank of OR 100.00 OLS H F 100.00 4 9 Tigard Good Neighbor House 100.00 E~ e2lasses 90.00 TOTAL $5145.07 Cam -mer to 2002-2003 5x4133.93 Prepared 02!0a03 bm%% TIGARD 2000 LIONS auB P. O. BOX 23381 TIGARD, OREGON 97281 Financial Report Community Service Account 2002-February 4, 2003 Income: Carry-over, 2001-2002 4133.93 Balloon Festival - Christmas Wreaths 884.50 Entertainment Books 1290.00 Mints 835.63 Miscellaneous Dimes for Diabetes 73.13 Donations 130.00 TOTAL $7347.19 Expenses: Balloon Festival. certificate 8.49 Christmas Wreaths 482.80 Entertainment Books 1008.00 Mints 704.80 Miscellaneous 50.94 Contributions: Flags for I" Graders 385.31 Holiday gifts/food 256.70 Peace Poster 96.75 Canine Services Canine Companions 100.00 Dogs for Deaf 50.00 CL Eyeglasses 90.00 N OLS HF 50.00 to TOTAL $3283.79 m e~ Prepared 02105/03 bmw W J N TIGARD 2000 LIONS CLUB P. O. BOX 23381 TIGARD, OREGON 97281 Proposed Budget Community Service Account 2003.2004 Income: Carry-over, 2002-2003 3500.00 Balloon Festival 2500.00 Sales: ez G• Christmas Wreaths 1000.00 Entertainment Books 1700.00 Mints 150.00 TOTAL $8850.00 Expenses: Balloon Festival Start-up cash 300.00 Food/misc. 1000.00 Christmas Wreaths 500.00 Entertainment Books (45) 1350.00 Mints 900.00 Miscellaneous 200.00 Contributions: CASA 100.00 Flags for I" Graders 400.00 Canine Services 300.00 Gales Creek Camp 150.00 Good Neighbor House 150.00 Holiday gifts/food 300.00 MD 36 Youth Exchange 100.00 Peace Poster 100.00 Eyeglasses/Hearing Aids 200.00 LCIF 200.00 OLSHF 200.00 LEBO (Lions Eyebank of OR) 200.00 MSU (Mobile Screening Unit) 100.00 TOTAL $6750.00 Cam'-over to 2004-2005 S2100.00 o ' I Prepared 02126/03 bmw I I Our only revenue sources are donations from community businesses, donations from Tigard 2000 Lions Club members, and fundraisers. All of our positions in the Tigard 2000 Lions Club are volunteer only. There are no paid positions. Suzanne Grennon Ti2ard 2000 Lions Club 2 VP Sight and Hearing i i i i i i 0 f OF. Clyde R. Wood, Past Council Chairman Lions Clubs Int'l, Multiple District 36 7420 SE Carlton Portland, OR 97206 February 11, 2003 Sharon Rollins, President Tigard 2000 Lions Club PO Box 23381 Tigard, OR 97224 Dear Sharon, At your request, I have audited your Community Service Account for the July 1, 2001 - June 30, 2002 fiscal year and July 1, 2002 - February 4, 2003 period. I have verified that the financial reports accurately reflect the entries in your check register for that period and agree with the bank statements from Bank of the West, where your account is established. I have initialed the financial reports I verified and they are enclosed. If I can be of further assistance, please, don't hesitate to ask. Sincerely, i Clyde Wood i Past Council Chairman, MD 36 i Cc: Brenda Wilkinson, Council Chairman, MD 36 Eric: M4 W2 MCI 20 bd~~r~a 1,Amo, Mc n a[ a Globs m..~owow. 300 W 22nd Street, Oak Brook, Illklo+s 606234842, USA (830) 571-5466 riwuawtrr~T /MUs.u~YY r.yw.w„m u. KOWN J. 00M M wtawr~r ewarM, !o arwt oww.r.e.rla.~ August 21 2000 MMMMM MIL Is "M o %.am wookwAcoman"M voaam~ ,M° Lion Brenda Wilkinson District Governor, 36-0 Oregon cMSwuw Dear District Governor Wilkinson: `w In response to your recent request regarding the association's exemption, enclosed is a copy of tw.,rrswum*% the original group exemption letter dated ,r,,AUM December 4, 1940, which exempts Lions Clubs International and all Lions clubs from federal income tax. a The association and its clubs/districts are exempt from federal income tax under Internal Revenue Code Section 501(c) 4 which is evident from the enclosed 1972 supplemental letter. For your information, the Group Exemption Number is moo= ! 0239. SAW I. nNt "Wft VA"" w. e " o i V R"M eu...r.rw►or.. Idea Organizations w e meet the ax de fin on of "charitable" are rre.r. exempted under Section 501(e)3. At present we are unable, under our corporate purposes, to gain •+~•►ti•M•.w~ exemption under this Section. map" 006004 Please be advised that District 36-0 is in good a.uw",.r:em standing with The International Association of Uw..CV*MKra Lions Clubs. ftwama POWWAe If I may be of further assistance, please do not L'°" hesitate to contact me. ow~..re. w~ps"~ NNOMM w. o&M Very truly yours, .rae. RUM SM..Q..K..ar umiLauem firm CWAVM%up aLsMMr ra Rewires a1A "OMa„~ #80"d ft% Karen 17 nick AWOL rtlsp w 1U47 VAMV li Staff rney es •reaw~ Enclosures aw~aeu warwu.,ow KJD: kw osr~.larn wruraa~ wrwcwrrlwwrr rar,oswww mpr,~ow.p.wa hft rnd Revona® R0Mce M7eti~pOrr~4®o0o M WSS4 In MW fokr W. MCEIVED "90 Y SWAETa'EI. • A Ths Ut mational Association of i ...S is • , ; 2 i iom 01*0 ' 0% •%7 ad"tsel ~M _ C.ov~Ml nark and Oa wak Ronde UC!!NS INTERd+lAtlONJil. Oast &oak, nunois 60521 >m1 36-1263962 DO 36 Deatl,eaee~~ am* .d Cape" W" awwwoon ka.r Deeedwr 4 1940 1.e, eeow. section 301(c)(4) Barad on the infomation supplied, we rule that the new subordi- nates Vm4scsaWv #%*"%ted for addition to your group exemption roster are exaM% -from- Pdderal incase tax under the section of the Internal K,avenua :Gods shorn above. This ruling supplements your original group exempticM fetter. Each subordinate is raquirad to file VG= 990, Return of Organisa- tion ExeoIt Fran Inacm Tax, If its annual goes receipts are normally more Wma $5,0Q0. Jrfiling °is required, and if you do not include the subordinst" la:-& groin return, each must file the Fora 990 by the 15th day of the fifth north after the and or its &=ual accounting period. ira iew subordinates are not required to rile it Fora 2120 income tau retuz-a. Hoerever, If thsy•aro subject to tax an unrelated business income twiltr station 411 of the Code, they out file form 994-T. Tube ww suabardinetes are., liable for scaiel security taxes under the Fede3%l"•Insuramc Caatributions Act and, Ir they mVJcV tour or more individuals, for the tax under the Federal themplowlent Tax Act. t wMf yasr;-withla.. 45 days after your annull acaaunting period closee,.Vleaae send us two copies of the following information about L ysX w2*diD%taa; 1.•' A state=nt deecriblM all changes during the year in the purposes, character, or t►ethod of operation or your subordi- nates. _J 0 u' J. FORM h►34at (RRV. 7.711 Him Mons Clubs - 2 - 2. A list showing the same, soplcVer identification number (it the subordinate is required to file Fors 990), and mailiM address, r >i soludlts: Wf Code, of each subordinate on your group exemption taster .that dtuittg the years a. changed its name or addreses b. was darted from the roster; or a. was added to the roster. A:direatory-of.subordinates my be substituted for this list if it includes the required Waication and identifies the affected su bcx4inatK according to the three categories above. 3. VW eubardicatss added to the roster, a letter signed by one of your principal officers containing or attachirg: a. a statement that the information upset which your present group sgeiption letter is based applies to the now saborditlates; b. a etatamsnt that each has given you written aut2torization to add its name to the roster; and o. a: list csC thoss to which the Service previously issued ssperatt ru].iags or detemination letters relating to etceCg I ion. 4. If applicable, a etatowe t that your group exemption rooter did tit ohatage durimc the year. PleaO be sure to enter your employer identification number on all your taxti turns and in your correspondence with the internal Revenue Service. Th&Wyon for your cooperation. Sincerely yours, xotin8 elt:2t Seetion Root Crganizatirge Branch to _J W J Q" FORM Y•i!N Inev. X-711 TREASURY DEPARTMENT W^SHINGTON OPP$= or DEC CONYMIOWAOFWCOwALMTRUL 4 IJ40 as.w~ri rioeiitu anew. ~a►~ W~Mr q.r~.e~ Q' I!lPt2e1 ~cV Isuftationeil Association of Lions Cubs, l'.'0 Cjf 332 South miehiaan lWonue, Chicago, Illinois. / errs: Rsforawos is. Made to eAdesce o4hpitted for usa in deteasin- in **ur slatu* and the states of your- districts and subordinate aletyd for ledss•al inooae and saployssa$ tax purposes. 2be records of the bureau disoloee that under date or Dsmsber 20, •1924, you ware held ex- froa Federal income tax union the provisions of section BEI97o! the Revenue Acct of 2926 and the oorrespoWu6 provisions of prior revenue acts. It Is the Owisnioa of this offloe, based vV= the evidence prs- 46116ed, thab yoy•fnd your districts Gad subordinate clubs appearing in flour revisgd.•popiss of the Unmual nirsotory Lions into rawtioual", of lagust, '364406, are oxmpt from Federal ineoas tax under the provi- sicas of seotioa 101(9) of this Iriternai Rovenue Code and the corre- sponding provisions of priof rsvsnue tats. Accordingly, you and your districto and watbosdinats clubs ap- pearing in the °Armual DirrctarY Ysoas iatsrn»tioaal" will not bo r*%NIFred to file returns of income, usloos there is s, cheaSe la the character, purposes, or method of opsration of your organ.iestions or Of Your districts and subordinate clubs. &W such ohangea should be i nediately reported by you to tats Bureau naayy ordar that the of- feoti Of the cbanges upon your present "amt staltus may be detsr- atned. '1'ou should furzish the Bureau 40901I.V om the 60ondar- roar basis lists in quadruplioate, ahowlnfg Only the noses and addrecaes of sear districts and subordinate clubs which Were chartered during the Calendar Yvar and the names and addresses of A. districts and slubt which for 6XV reason oaasod to exist. such auaual lists should be aoacupanied by a statement worn to by one or your pr n- o1pal officers as to whether or sot the Inforssation heretofore sub- mitted by you, and on which this rulinng is based, Is applicable in all r "mOta to the now districts and clubs appearing on the lists, and should be, forwarded so as to :sash this office not later than Febrvary 15 of the rollo lac year. 2 International Association of Lions Clubs. ,IRinco aai► organisation rhich to exempt from rederal income tas.vWer tbs provisions of section 101 of the Iateraal Revenue Code. alao is szempt from the capital stock tax pursuant to the espre" provisions of section 1201(a)(1) of the Internal Rewaue Code. -you and your district and subordinate clubs will not be required to file capital stock tax returns for future years so load as the exemption from income tax is effective. Me deteraination of your status and that of your districts and subordiaats clubs for Pedsral employment tax parposss will be singe the subject of a separate cowunication. .A.-copy of this ruling is being tradanitted to the collectors of. U*or&al mwemae for the various districts in which your dis- triste sad sabordisate clubs are located. By direction of the domaissioner. Respeetfully. ~,Depf►ty rw seionor. .l L C D a u . r: As of 2/10(03 TIGARD 2000 LIONS CLUB Baker, Ron and Nora 14697 SW Woodhue Street (503) 524-4877 ronbak@aol.com Tigard, OR 97224 Biggerstaff, Janice 16588 5W Matador Lane (503) 624-0919 janice@thewindwalker.com Tigard, OR 97224 Bredeson, Teddy June 11797 SW Boones Bend Drive (503) 590-3875 tbredeson@bluebirdtransfer.com Beaverton, OR 97008 (503) 598-8061 x-113 work Crompton, Karla 11255 SW Meadowbrook Dr., #4 (503) 639-6561 Tigard, OR 97224 Davis, Ken and Frieda 14986 SW Scarlett Drive (503) 590-6847 kenfritz@msn.com Tigard, OR 97224 Garcia, Nasario and Vicki 9055 SW Borders Street (503) 246-0858 vickgorcia@aol.com Portland, OR 97223 Grennon, Suzanne 10920 SW Canterbury Lane, #19 (503) 603-1811 suzie-gsunshine@ juno.com Tigard, OR 97224 McCain, Roger 7334 SE 18th Avenue (503) 235-0697 rmccain@gwest.net Portland, OR 97202 (503) 890-4412 cell (503) 203-1373 work rmccain@portraitusa.com McCort, Delores 20937 SW 103rd Drive (503) 691-1608 Tualatin, OR' 97062 Milliman, Walt 9725 SW Ventura Court (503) 244-3881 Tigard, OR 97223 Mueller, Vera 12988 5W Walnut Street (503) 590-0620 Tigard, OR 97223 Potampa, Lee 10945 SW Highland Drive (503) 684-2069 leepotompa@mymailstation.com Tigard, OR 97224 1 of 2 VLVYfdO I I V a "Ur- As of 2/10/03 Reed, Sandy 5403 SW Vacuna Street (503) 293-3297 SPEED@AOL.com Portland, OR 97219 Rollins, Dale and Sharon 13205 SW Genesis Loop (503) 603-0172 sgrollins@aol.com Tigard, OR 97223 Schlueter, Jim and Pat 15505 SW 109th Avenue (503) 620-8684 pat4jpl@aol.com Tigard, OR 97224 Smith, Dale 11320 SW Ambiance Place (503) 639-8403 Tigard, OR 97223 (503) 639-1131 work Thomas, Eric 3201 NE 223rd, Space 32 (503) 281-1800 work beej@teleport.com Fairview, OR 97024 Vaughn, Mary 11096 SW 130th Avenue (503) 579-7984 mary@canyonprinting.com Tigard, OR 97223 (503) 626-6497 work Wilkinson, Bud and Brenda 16653 Jordan Way (503) 598-3955 bjaw1000@aol.com Tigard, OR 97224 mrspdg36o@aol.com Associate Member George, Dave 13132 SW Ascension Drive (503) 579-5108 Tigard, OR 97223 2of2 TIGARD 2000 LIONS CLUB BOARD OF DIRECTORS 2002-2003 PRESIDENT Sharon Rollins i Co C yl Ct"- IST VICE PRESIDENT (Community Service) Ron1E~qker ( _ 1 r r1 ~,~-LQ C~ `~i'•GY1 Cotl.S~~1 ~ C(G~'~11 't'C'C.t~ll~ vJC~,~i~ 2nd VICE PRESIDENT (Sight and Hearing) J Suzanne Grennon SECRETARY Dale Rollins Zll ~~till~-KJl l Sy+•S~ ~t~ns ~~l ~n ~ TREASURER Vicki Garcia J<i- TAIL TWISTER Nasario Garcia I ~l Emote, Il~c~hct.t~~~ LION TAMER Kep, Davis MEMBERSHIP Jim, Schlueter PUBLIC RELATIONS Teddy;June Bredeson I YEAR DIRECTOR L Roger McCain Y N C.l v Cl1 ~ r 1~ tt:-~t> G.11-'.Jtti\ n 1 YEAR DIRECTOR Lee. otamp4 p' ~`-C~~ L i1 I` 1\i u 2 YEAR DIRECTOR Frieda Davis P' J 2 YEAR DIRECTOR Vera Mueller ~L L~ 6 TIGARD FESTIVAL OF BALLOONS NO APPLICATION SUBMITTED P :l Agenda Item No. o~. Meeting of 11. 03 ~~r~~'"(fff \f'r„ t°' ~ I'i4 f4n Ills ~5{, :~I 1~ ~ it ~ry0. 3s` i~ c Iht ~ Mj v~ s "rvyt r! - ~ ryi ~rj nil "4 d I ~ { Ur..~/iiW~y','a. ~ ~flkr-~i..,R+•,liinl~ ~ii \rv,~ ens ` ~ ~ Uth,~ + x Vision and Hearing Day : WHEREAS, affordable health care is a continuing challenge to the citizens of Oregon and especially the residents of Tigard, Oregon; and )gg uti~ WHEREAS, early detection of health problems results in quicker treatment, a higher cure rate, less time away from work, prevention of some diseases; and f. WHEREAS, undiagnosed cases of glaucoma, diabetes, hearing loss, and high blood pressure are ? { prevalent in Oregon today; and WHEREAS, the Tigard 2000 Lions Club, Regence BlueCross BlueShield of Oregon and the Oregon Lions Sight at Hearing Foundation are actively concerned with the well-being of local residents; and WHEREAS, the Tigard 2000 Lions Club, Regence BlueCross BlueShield of Oregon and the Oregon vy~ Lions Sight ex Hearing Foundation will sponsor a visit of the Oregon Lions Mobile Health Screening ) Unit on April 5, 2003 from 8 a.m. to 4 p.m., to be located at the Tigard Fred Meyer parking lot, I 1 565 SW Pacific Hwy. Tigard, Oregon; and `~{llllli°'+~ j WHEREAS, the Tigard 2000 Lions Club, Regence BlueCross BlueShield of Oregon and the Oregon Lions Sight 8t Hearing Foundation are offering the screenings free to all local residents (including children with written parental permission) as a public service; Igo „.rr. NOW THEREFORE BE IT RESOLVED THAT I, James E. Griffith, Mayor of Tigard, on behalf of the entire City Council, do hereby proclaim: Saturday, April 5, 2003 as a' I Vision and Hearing Day i>aijn in Tigard and urge all citizens to take full advantage of the opportunity to protect their vision, hearing, and general health through this free preventive health screening. / I Dated this day of 2003. l • $ ''lilt ~~niiiin~i' IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the City of Tigard rgifv to be affixed.Dilliiw James E. Griffith, Mayor City of Tigard j rtrd` Attest: ''Illili 1 t . ,Iv City Recorder y( _ I n3; t ~ `tl ,j4,,. 4.i11~ ~i if1, `.t4~1~ tl~'~1~#,~;,1 ~ `•~h; I w i"ti ,i1 t w~ $P'. 1~•.c,tIIRr4, i , . 1 tip.. ,:1{ I j ,R,t t{ t•tlry~ 7, uN, y t„RIl Avigv iti ~ T.r~+ a~f$k~ i•, ; ~ 9L)~i~ I d", Y (l {~Ua~piu! 8 PI&C"'CLIAM/ TION r " Vision and Hearing Day WHEREAS, affordable health care is a continuing challenge to the citizens of Oregon and especially the residents of Tigard, Oregon; and p WHEREAS, early detection of health problems results in quicker treatment, a higher cure rate, less time away from work, prevention of some diseases; and gfi~t WHEREAS, undiagnosed cases of glaucoma, diabetes, hearing loss, and high blood pressure are prevalent in Oregon today; and g w WHEREAS, the Tigard 2000 Lions Club, Regence BlueCross BlueShield of Oregon and the Oregon Lions Sight 81: Hearing Foundation are actively concerned with the well-being of local residents; and WHEREAS, the Tigard 2000 Lions Club, Regence BlueCross BlueShield of Oregon and the Oregon Lions Sight 81 Hearing Foundation will sponsor a visit of the Oregon Lions Mobile Health Screening 1 '1iiu yiiu}= Unit on April 5, 2003 from 8 a.m. to 4 p.m., to be located at the Tigard Fred Meyer parking lot, I 1565 SW Pacific Hwy. Tigard, Oregon; and a WHEREAS, the Tigard 2000 Lions Club, Regence BlueCross BlueShield of Oregon and the Oregon c Lions Sight 8t Hearing Foundation are offering the screenings free to all local residents (including ~~y a # children with written parental permission) as a public service; NOW THEREFORE BE IT RESOLVED THAT 1, James E. Griffith, Mayor of Tigard, on behalf of i . ~'~tlil(Iilgi4 the entire City Council, do hereby proclaim: Saturday, April 5, 2003 as n'r7iijirol Vision and Hearing Day in Tigard and urge all citizens to take full advantage of the opportunity to protect their vision, K hearing, and general health through this free preventive health screening. rt j ° Dated this J ` day of -Moo / 2003. 3 ~,'~tri1111~''` IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the City of Tigard s° to be affixed. fam Eifr ayor of Tigar la Attest: adw~ap { Gty Recorder t~ d , 1}.:~I a t!~ a 5,.1~~~ ~5i ~d^•~~~~ritl ~ ~ 11~.a' ~'~j~l ./,~`~~j~1!''r t4 ~*`i , ~S~ ; 'tL;~ffCF un~~,iLrr~t~~+' tffft7•~ t`j~~wN~44 ~ic~~li '4= •d~'i Agenda Item No. aN, 5- Meeting of i i PinkrOCLAMATION '3r,..... . '/t National Wildlife Refuge Centennial Commemoration -;fib WHEREAS, National Wildlife Refuge Centennial Commemoration is hereby proclaimed in Tigard from the 1 41b through I S" of March 2003. This period is a time for the citizens of Tigard to join r =t•~•••-•.- thousands of others across the country in learning about and celebrating the magnificent network of a",'4~^^•%;;~i• i -~~aatlli) lands known as the National Wildlife Refuge System which we, as United States citizens, have set aside for wildlife; and s WHEREAS, National Wildlife Refuge Centennial Commemoration recognizes almost a century of = i.mKu conservation in the United States. President Theodore Roosevelt established the first National NFC. Wildlife Refuge - Pelican Island in Florida - in 1 903 to protect herons, egrets, and other colonial water birds. During his presidency, Mr. Roosevelt created 55 additional refuges; and r WHEREAS, Today the National Wildlife Refuge System encompasses more than 530 national wildlife refuges and thousands of waterfowl production areas across the United States, including one # . or more in every state and U.S. territory. Covering more than 93 million acres of land, the National tillii Wildlife Refuge System is the only public land system in the world dedicated to wildlife and conserving wildlife habitat. National wildlife refuges encompass every kind of ecosystem in the U.S. Including temperate, tropical, and boreal forests, wetlands, deserts, grasslands, and remote islands and t=; support hundreds of endangered and threatened wildlife species; and \/fir t zw • WHEREAS, Most national wildlife refuges are open to the public so that all can enjoy hunting,' i fishing, wildlife photography and observation, and environmental education and interpretation, while ;y4tii;! ` u„ learning about our natural heritage; and ~~5 i,I~ ~'1111t11iµL~P I~ WHEREAS, the Tualatin River National Wildlife Refuge, one of the newest in Oregon, is under development within our metropolitan community. s' 3 NOW THEREFORE BE IT RESOLVED THAT t, James E. Griffith, Mayor of Tigard, on behalf of =Ez ;y((ijWa the entire City Council, do hereby proclaim: March 14 and 15, 2003 in Tigard as Vie. "?+•.o: f National Wildlife Refuge Centennial Commemoration .M,:S rr••~.~l:xi fniiF e ` Dated this day of 2003. ~.~1!!tttt"' " IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the City of Tigard to !f't be affixed." { =:~~ililta3°" W James E. Griffith, Mayor y. r City of Tigards a Attest:-:. City Recorder %,G. au\lC=. Um7Y10 1.4 x PTF N. gi, hi•~y ti~`4 ! ism g11Nl.a.`. 9)~ t=;~ff`nnv~~~ylln" > SM`A7'•r.~. - i\~ "~fim°$l Ahx.+l,... • &.e. y..:ah '~91, ? e t t*t<Ff- ,.1~ 0 ~r _ - nr M rry 1 / S si "sr! ! s' - - o~ Iff(li tiiilU a till` 4,~ ptin E j{~i` a~ if / iit~itLl,'I(ff I//F Pi du x~~ tut a 4 P R® C LAAT' ON aro4~i''t~t* ~ ~v7ltllll national Wildlife Refuge Centennial Commemoration WHEREAS, National Wildlife Refuge Centennial Commemoration is hereby proclaimed in Tigard t` from the 1 4" through 15" of March 2003. This period is a time for the citizens of Tigard to join thousands of others across the country in learning about and celebrating the magnificent network of j~tl~lr lands known as the National Wildlife Refuge System which we, as United States citizens, have set aside wrlnr?ii for wildlife; and WHEREAS, National Wildlife Refuge Centennial Commemoration recognizes almost a century of conservation in the United States. President Theodore Roosevelt established the first National i01=. Wildlife Refuge - Pelican Island in Florida - in 1903 to protect herons, egrets, and other colonial water birds. During his presidency, Mr. Roosevelt created 55 additional refuges; and •~~~i ~ a WHEREAS, Today the National Wildlife Refuge System encompasses more than 530 national wildlife refuges and thousands of waterfowl production areas across the United States, including one or more in every state and U.S. territory. Covering more than 93 million acres of land, the National Wildlife Refuge System is the only public land system in the world dedicated to wildlife and jjjllA~? conserving wildlife habitat. National wildlife refuges encompass every kind of ecosystem in the U.S. UIi11t ni ii' •t~l~-••'~`; including temperate, tropical, and boreal forests, wetlands, deserts, grasslands, and remote islands and r ~ { support hundreds of endangered and threatened wildlife species; and ~ WHEREAS, Most national wildlife refuges are open to the public so that all can enjoy hunting, t f11. fishing, wildlife photography and observation, and environmental education and interpretation, while .4 learning about our natural heritage; and 1 WHEREAS, the Tualatin River National Wildlife Refuge, one of the newest in Oregon, is under. development within our metropolitan community. NOW THEREFORE BE IT RESOLVED THAT 1, James E. Griffith, Mayor of Tigard, on behalf of :Nl111„~'?jit the entire City Council, do hereby proclaim: March 1 4 and 1 5, 2003 in Tigard as j' National Wildlife Refuge Centennial Commemoration Y , ~ 11111 Dated this day of (~.q rh 2003. till ~fkh`` iN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the City of Tigard to be affixed. 3 ames E. Grimm, Ma City of Tigard r?e' At t: dlr. City Recorder c 31 rR ' h!, C, T t 4 e Y mow. g P r e,,.it tP 2y a a a tt 2y a E e i dyr .'~t a f= u, YYry a~Int~~- ~ ran ,r ,.s., lt<,;~ ,r,..,..~ ~t< t •n r~ tAGENDA ITEM NO. - VISITOR'S AGENDA DATE : MARCH 11, 2003 (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 Manager prior to the start of the meeting. Thank you. NAME, ADDRESS & PHONE TOPIC STAFF CONTACTED ofaazz 140V svi `)p~'- 4- V D <v~t`~ a S U J VISITOR'S AGENDA Page 1 "r AGENDA ITEM NO. ~ - VISITOR'S AGENDA DATE : MARCH 11, 2003 (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 Manager prior to the start of the meeting. Thank you. NAME, ADDRESS & PHONE TOPIC STAFF CONTACTED VISITOR'S AGENDA Page 2 Tigard High Leadership 9000 SW Durham Road • Tigard • Oregon • 97224 (503) 431-5518 • FAX (503)431-5410 • littp:Hths.ttsd.k)2.or.us/leadership/tionie.htnil thsasbprez@hotma i I.cont ■ February 20`1'-2211d: N State Wrestling/Swimming - Joey Nannini won two events at state and Joey Nabriga place 7"' in his weight class at state ■ March 3rd-7u,: °~ppmm" Classified Week - recognizing and appreciating all of our classified staff .ti.Zl"~a Y ■ March 5`h: Girls Varsity Basketball - first state playoff game placed at the Chiles Center ■ March 7`h: No School - Inservice er ■ March I Oth - 14`h: ASB Campaign Week - candidates put posters up and start spreading their name . a 'GdtTin . ■ March IOth: Winter Sport's Awards - 7:00pnt in the main gym ■ March I It": Q11 Choir Concert - 7:30pm Deb Fennel Auditorium ■ March 13`h-14`h: No School ~11kke fa.}?m~Y,. ■ March 17`': yf ASB Elections - candidates give their speeches in front of the entire student body searching site, for the most votes ~?u~Ut1► March 24`h - April I": La t Grel lee Spring Break Bf.~3174 O atfPlitinb "Celebrate the past, embrace the present, dream the fixture. " THS Leadership'02 -'03 Mission Statement Agenda Item No. , Meeting of . I 73 COUNCIL MINUTES TIGARD CITY COUNCIL MEETING February 18, 2003 1. WORKSHOP MEETING 1.1 Mayor Griffith called the meeting to order at 6:36 p.m. 1.2 Roll Call: Mayor Griffith and Councilors Dirksen, Moore, Sherwood, and Wilson were present. 1.3 Pledge of Allegiance 1.4 Council Communications & Liaison Reports: Two items were noted for discussion under Agenda Item No. 6, Council Liaison Reports: • Councilor Wilson to report on a recent Westside Economic Alliance meeting • Mayor Griffith to review the request by Tualatin Riverkeepers that Tigard representatives attend a March 10 meeting. 1.5 Call to Council and Staff for Non Agenda Items: None (City Recorder's Note: Agenda Item No. 3 was discussed before Agenda Item No. 2) 2. JOINT MEETING WITH THE PLANNING COMMISSION Planning Commission Members Present: Judith Anderson, Gretchen Buehner, Bill Haack, Darrel Glen Mores, Mark Padgett, Scot Sutton, Eileen Webb. • Annexation 8z System Development Charges or Local Improvement Districts for the Urban Services Area. Community Development Director Hendryx reviewed the general annexation policy adopted by the City Council as well as the status of the Bull Mountain annexation review. Issues discussed included implementing elements of the transportation system plan and how to pay for improvements whether using SDC funds collected or local improvement districts. Also discussed was the policy to promote street_ connectivity and to establish standards to encourage compatibility as streets connect. Transportation SDC's are now being collected in the urban growth boundary for new developments (while SDC's for parks are not). The inevitability of the Bull Mountain area joining the City was discussed with it being noted that deficiencies in funding have been identified with regard to infrastructure needs (street improvements and parks). Washington County's position is that these Tigard City Council Meeting Minutes - February 18, 2003 Page 1 improvements would be addressed by the city through annexation (including the collection of SDC's for parks). Also discussed was the new areas identified by Metro in the Urban Growth Boundary that may come into Tigard's jurisdiction. The State has a review process to complete before it will be known whether Tigard will have responsibility for this new area. e Vehicular/pedestrian access across the Tualatin River to Tualatin Community Development Director reviewed the history of past consideration of access across the Tualatin River to Tualatin. There was discussion about not doing anything that would preclude future construction of a vehicular access if a pedestrian access is constructed first. Planning Commission Chairman Padgett responded that he thought it would be a good idea to form a separate Parks and Recreation Board as the community looks to fund sports programs and maintain facilities, including the swim center. 3. UPDATE ON PARK PROJECTS Public Works Director Wegner and Parks Manager Plaza reviewed this agenda item. In 1999, Council adopted a Park System Master Plan. Each year the Council sets goals that pertain to the acquisition and development of park and recreation facilities and programs. Staff reviewed the projects for the current fiscal year as well as projects through fiscal year 07-08. The total of all improvements planned is $3,950,626. In response to a question from Councilor Dirksen, Public Works Director Wegner advised that the maintenance of the lake at Summerlake Park is a separate item from the Parks Master Plan projects. No changes are planned for the lake until Clean Water Services requires that efforts must be made to aid fish passage. One lake weed-cutting is planned this fiscal year. i Other items discussed: i ■ Signs directing people to Summerlake Park will be installed. ■ Skatepark sites are being reevaluated. ■ Pocket parks were discussed as a potential for future use and improvements. ■ An ordinance to establish a Parks and Recreation Board will be presented to the Council for consideration on March 11, 2003. Tigard City Council Meeting Minutes - February 18, 2003 Page 2 In response to a question from Councilor Wilson, Public Works Director commented that at the time Northview Park was established, the neighbors understood that development of this park would not occur until after the completion of the projects identified in the Parks Master Plan. 4. REVIEW OF THE TRANSPORTATION SYSTEM PLAN (TSP) Associate Planner Hajduk reviewed: The purpose of the TSP • The steps taken in Tigard's adoption of the TSP • Transportation elements covered in the TSP • Key transportation capacity and circulation issues raised in the TSP • Additional issue and impacts resulting from the adopted TSP • An update and recent activity to implen -ent key aspects in the TSP A copy of the PowerPoint presentation is on file in the City Recorder's office. During discussion it was noted that the TSP is a dynamic tool insofar as it can be amended to meet future demands or changes in circumstances. The City Engineering Department will be responsible for the "lion's share" of the Plan. There was some discussion on arterials and how to mitigate impacts by doing smaller, less costly improvements. Councilor Wilson suggested a modeling and technical information review to determine what other steps can be taken before focusing on funding amounts and sources. It was suggested that a priority list be created outlining actions to be taken to alleviate congestion. City Engineering staff will update the Council on how project priorities were selected; this will be set for a future agenda. 5. DISCUSSION OF STRATEGIC FINANCIAL PLAN Finance Director Prosser reviewed this item with Council. Mr. Prosser distributed a summary of recent City of Tigard election results on Measure 28, WCCLS Local Option Levy, Washington County Exhibition Center, Tigard Library Bond, Tigard- Tualatin School Bond, and Atfalati Park and Recreation District. Two measures were approved by Tigard voters: the Library and the School Bond. i After a review of upcoming financial issues, Council members agreed on the following in priority order: Major Issues #1 - Local Option Levy - target for 2004 election. #2 - Bull Mountain Annexation Tigard City Council Meeting Minutes - February 18, 2003 Page 3 #3 - Explore new revenue sources. #4 - Consider increases to selected franchise fees Other Issues A. Fee increases (including franchise fees) B. Urban renewal for Washington Square and Downtown (possible revision to City Charter) C. Water revenue bond. The Council removed funding for the proposed skate park from the list of financial issues to resolve. Councilors Wilson and Sherwood expressed concerns about implementation of a street maintenance fee at this time because of the economy and the fact that the library bond and school bond increased Tigard resident's property tax bill this year. Finance Department will memorialize Council's direction on the Strategic Financial Plan for formal adoption at an upcoming Council meeting. 6. COUNCIL LIAISON REPORTS West Economic Alliance - Councilor Wilson reported on a recent meeting he attended for the Westside Economic Alliance. He referred to a Transportation Investment Task Force report and recommendations on freeways, transit, and community projects. This report prioritizes projects; however, no funding has been identified at this time. He also noted that Olivia Clark of TriMet was at this meeting seeking support for TdMet's proposed payroll tax. Ms. Clark stated that 5 percent of the payroll tax TriMet receives comes from Tigard and 8 percent of TriMet's service is delivered to the Tigard area. Tigard staff does not agree with these percentages; staff will follow up with TriMet to determine how TriMet arrived at these figures. i Tualatin Riverkeepers - Mayor Griffith noted an invitation to attend a meeting sponsored by the Tualatin Riverkeepers on March 10. Councilor Sherwood advised she planned to attend. City staff will not be asked to attend. i City Manager noted that the City has submitted an application to be considered for Tualatin Riverkeepers Green Heron Award for two significant projects that support the Riverkeepers' mission: the creation of a new 4.5 acre wetland at Cook Park and the purchase of a 14.7 acre library site, 9.7 acres of which will be an extension of Fanno Creek Park. Tigard City Council Meeting Minutes - February 18, 2003 Page 4 7. NON-AGENDA ITEMS: None 8. EXECUTIVE SESSION: Not held 9. ADJOURNMENT: 9:52 p.m. at erine Wheatley, i ecor er Attest: P4hyor, i r Waite: '2qA,,,4 1 :-)Lx D3 1 AAD hACAT HYMCC %030218. D OC L_ J 9 u a Tigard City Council Meeting Minutes - February 18, 2003 Page 5 AGENDA ITEM # "j . Ct FOR AGENDA OF: March 11, 2003 MEMORANDUM CITY OF TIGARD, OREGON TO: Mayor and Council FROM: Greer Gaston DATE: February 27, 2003 SUBJECT: Three-Month Council Calendar Regularly scheduled Council Meetings are marked with an asterisk March 11 * Tues Council Meeting - 6:30 p.m. Business Meeting with Stud Session 18 * Tues Council Workshop Meeting - 6:30 .m. 24 Mon Budget Committee Meeting - 6:30 p.m. Community Room - NF&R 25 * Tues Council Meeting - 6:30 p.m. Business Meeting with Stud Session April 3 Thurs Meeting with the School District- 6:30 p.m. Tigard-Tualatin School District Admin. Office 6960 SW Sandbur Rd, Tigard 8 * Tues Council Meeting - 6:30 p.m. Business Meeting with Stud Session 15 * Tues Council Workshop Meeting - 6:30 .m. 22 * Tues Council Meeting - 6:30 p.m. Business Meeting with Stud Session 28 Mon Budget Committee Meeting - 6:30 p.m. Puett Room - Libra I. May 5 Mon Budget Committee Meeting - 6:30 p.m. a Water Building Auditorium 12 Mon Budget Committee Meeting - 6:30 p.m. a Water Building Auditorium = 13 * Tues Council Meeting - 6:30 p.m. i Business Meeting with Stud Session 19 Mon Budget Committee Meeting - 6:30 p.m. Water Building Auditorium 20 * Tues Council Workshop Meeting - 6:30 .m. 27 * Tues Council Meeting - 6:30 p.m. Business Meeting with Stud Session \\TIG333\USR\DEPTS\HDM\GREER\CITY COUNCIL\3 MONTH CALENDAR.DOC Agenda item No. Tigard City Council Meeting Off Tentative Agenda Jim -Greeter 3125103 - Business N 3125103 -Budget Committee Mtg. 3118103 - Workshop Room Due: 3111103 @ 5 p.m- 6:30 p.m. -'NF&R Community Study Session Due: 314103 @ 5 p.m. Workshop Topics 6:30 -Tualatin Valley N Presentationllntro - U date: Expansion and Exec DirlGreerlPaul deB - 20 min Discussicn on Fluoridation in Drinking Water - Urban Growth Boundary m n - ar ar %m icy - - min o ssues enrns Proposed Street Maintenance Fee Discussion - consent Agenda us - min Preview & Discuss Atfalati Recreation District oncession Meement ptions - Ed/Dan - 30 min Business Meeting Williams - 1 hr - 7:30 - Sen Burdick, Rep Cathy Property Tax Abatement - CPAH -Craig -10 min Commuter Rail station Design - RES -Barbara- 25 min Discuss & ConsidQemen t atPPT - -MOTION trio Concession Ag an - min SI = standing item I:/adm/greerltentaty ag/tentative-As Page 1 314103 Tigard City Council Tentative Agenda 413103 - Special Joint Meeting with 418103 - Business TV Margaret-Greeter 4/15103 - Workshop City of Tualatin & Tigard-Tualatin Due: 3125103 @ 5 p.m. Due: 411103 @ 5 p.m. School District; 6:30 p.m. @ the Study Session Workshop Topics School District Administration Bldg. " City Attorney Attends Meeting Insurance 101 - PIRT - oreen - 20 min Update on Long-Term Water Supply - Jt Mtg with - PPT - ennis - 4 min Communication Plan Update - Liz -15 min WCCLS Formula Update - Margaret - 20 min Consent Agenda Presentation on Tigard Fact Book - Beth - m nn Downtown Redevelopment Plan Discussion - Business Meeting Proc - Days of Remembrance-- Greer - 5 min Proc- Community Development Week - Greer VA - Student Envoy New Library Update - PPT- Margaret -10 min nnua o unteer Reportsan ris 10 min Strategic Financial Plan - Craig - 30 min. SI = standing item I:/adm/greet/tentaty ag/tentative.xls 314103 Page 2 AGENDA ITEM # 41 .3 FOR AGENDA OF March 11, 2001 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE A resolution making a reimbursement declaration and authorizing subseLtucnt reimbursement declarations. PREPARED BY: Craig Prosser DEPT HEAD OK _C2 CITY MGR. OK ISSUE BEFORE THE COUNCIL Shall the Tigard City Council preserve the City's option to reimburse itself for the expenses of the 550 Foot Reservoir and Related Improvement projects from the proceeds of any tax-exempt bonds to be issued for this proj ect? STAFF RECOMMENDATION Staff recommends approval of this resolution. INFORMATION SUMMARY The City is currently in the process of developing the 550 Foot reservoir and Related Improvement projects for the construction of a new water reservoir an the Alberta Rider School property. The City is incurring expenses for staff, architectural and engineering services, and may incur other expenses. The City is planning on issuing Water Revenue bonds later this summer to finance the cost of these projects. Under federal bond regulations, the City may recover some expenses (such as staff time, architectural and engineering) from the proceeds of a subsequent bond. Some time limits apply, however. In addition, federal regulations prohibit recovery of other expenses (such as land costs and informational materials) unless the municipality first declares its intent to reimburse itself for these costs. This resolution declares that intent. Federal regulations also require the municipality constrain how much will be reimbursed so that the resolution is not an open-ended authorization. The resolution places an upper limit on the reimbursement of $1,000,000. The $1,000,000 figure was selected to maintain the City's flexibility should the time schedule be delayed or should design pace accelerate. It is important to note that this resolution does not commit the City to seeking this reimbursement; it merely preserves this option for the City. A firm decision on reimbursement will not be made until the project is fully developed and the complete financial structure is known. OTHER ALTERNATIVES CONSIDERED Do not pass this resolution. The City may still be able to recover some architectural and engineering fees, but would forego the opportunity to obtain reimbursement for other costs. VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY NA ATTACHMENT LIST Reimbursement resolution FISCAL NOTES The total 550 Foot reservoir and related Improvements Project is expected to cost approximately $8.84 million. AGENDA ITEM # 14, FOR AGENDA OF March 11, 2003 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Anbointments to the Budget Committee PREPARED BY: Susan Koepping DEPT HEAD OK j! CITY MGR OK 14 ISSUE BEFORE THE COUNCIL Appoint Forrest Nabors as a member of the Budget Committee to complete the term vacated by Greg Zuffrea. Appoint Mark Mahon as an alternate to the Budget Committee. STAFF RECOMMENDATION Appoint Forrest Nabors to the Budget Committee and Mark Mahon as an alternate to the Budget Committee. INFORMATION SUMMARY Greg Zuffrea resigned from the Budget Committee when he moved out of Tigard. The previous alternate to the Budget Committee has recently been appointed as a full member to the committee. All applicants have been interviewed and the name of Forrest Nabors is forwarded for appointment to the committee. Mark Mahon is recommended for appointment as an alternate to the committee. Alternates receive copies of all written information provided to committee members, are invited to any training, and are encouraged to attend committee meetings. An alternate can be appointed to membership on the Budget Committee in the event of a mid-term resignation by a member. OTHER ALTERNATIVES CONSIDERED Delay action on the appointment. VISION TASK FORCE GOAL AND ACTION COMMITTEE STRA T EGY Goal: City will maximize the effectiveness of the volunteer spirit to accomplish the greatest good for our community. ATTACHMENT LIST j 1. Biographical information on Forrest Nabors and Mark Mahon 2. Copy of Resolution 01-21 regarding the appointment of alternates to boards and committees FISCAL NOTES None Biographical information for Budget Committee appointees Forrest Nabors Mr. Nabors has lived in Tigard for 5 years. He and his family reside close to downtown Tigard and plan to stay in Tigard for a long time. He sees serving on the Budget Committee as an opportunity to contribute of the family's chosen community. He has a variety of past volunteer experience although his family keeps him "plenty busy" now. He completed the University of Chicago with a degree in political science and is currently employed as an executive in the high-tech industry. Mark Mahon A life-time resident of Oregon, Mr. Mahon has resided in Oregon for the past 10 years. The Mahon family resides in the north part of Tigard. Mark continues to be actively involved in the community and the city in many capacities. He is employed as a computer network engineer. a CITY OF TIGARD, OREGON RESOLUTION NO.01-o;~ ! A RESOLUTION OF THE TIGARD CITY COUNCIL MODIFYING THE BOARD AND COMMITTEE APPOINTMENT PROCESS TO INCLUDE APPOINTING ALTERNATES WHEREAS, openings on boards and committees are filled after advertizing for applicants, applicants being interviewed by the Mayor's Appointments Advisory Committee and their names being submitted to the full Council for appointment, a process that takes as along as three months; and WHEREAS, this process this works well when the end of a term is known; and WHEREAS, when a resignation occurs midterm and is effective immediately, this process is ineffecient and leaves the board or committee without complete staffing for as long as 3 months; and WHEREAS, 1 or 2 alternates to a specific board or committee could be selected from the pool of interviewed applicants and appointed by the Council at the same time new, full-term members are appointed. NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that: SECTION 1: When a full-term position on a board or committee is due to open, the Mayor's Appointments Advisory Committee interviews applicants and selects a candidate or candidate(s) for immediate appointment as member(s). At the same time, 1 or 2 of the interviewed applicants would be appointed as alternates. SECTION 2: Alternates would be appointed to terms that would end when the next full-term committee positions open. SECTION 3: In the event of a member's midterm resignation, an appointed alternate could be appointed to member status by the Council, and would complete the remaining portion r of the term from which the member had resigned. Alternates would only fill remaining terms on the specific board or committee for which. they originally were interviewed. This modification of the appointment process would be used only in the event of a midterm vacancy. SECTION 4: In no event may a person designated as an alternate be so designated for a period exceeding two years unless the person reapplies and is reappointed as an alternate. RESOLUTION NO.01-~I Page 1 SECTION 5: An alternate who has been appointed to a remaining term may subsequently serve two full consecutive terms on the board or committee to which he or she was appointed, and would be subject the same membership requirements as any other citizen. tk PASSED: This day of- 2001. Council President - City of Tigard ATTEST: u~ l~+ City Recorder - City of Tigard i.- c4W id6&=1ut.dot RESOLUTION NO. 01-a-1 Page 2 AGENDA ITEM # y ' FOR AGENDA OF 3/11/03 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Approve a Resolution to Authorize the League of Oregon Cities to Coordinate the Filing of an Appeal on the City's Behalf Through Outside Counsel From the Rate Increase Received From Public Employee Retirement System (PERS) / PREPARED BY: Sand Zodrow DEPT HEAD OK CITY MGR OK ISSUE BEFORE THE COUNCIL SHOULD THE CITY COUNCIL ADOPT A RESOLUTION AUTHORIZING THE LEAGUE OF OREGON CITIES TO COORDINATE THE FILING OF AN APPEAL ON THE CITY'S BEHALF, THROUGH OUTSIDE COUNSEL, FROM THE RATE INCREASE RECEIVED FROM PERS STAFF RECOMMENDATION Staff recommends passing a Resolution authorizing the League of Oregon Cities to coordinate the filing of an appeal on the City's behalf, through outside counsel, from the rate increase received from Public Employee Retirement System (PERS). INFORMATION SUMMARY On October 7, 2002, in the case of the City of Eugene v. the Public Employee Retirement System Board (PERB), Marion County Circuit Judge Lipscomb ruled that PERB violated its statutory duties in administering the PERS fund by improperly calculating employer rates for payment of benefits to retirees with investment in variable accounts who chose the money match option, by distributing earnings to employee accounts without maintaining proper reserves, and by using outdated mortality tables which prescribe higher monthly retirement payments. Judge Lipscomb retumed the case to the PERB with instructions to update the employee mortality tables, issue new employer rate orders for 1998 and 2000, and make a new earnings allocation order for the 1999 investment year. To date, the Public Employee Retirement System Board has yet to comply with Judge Lipscomb's instructions. L , 1'C The PERB adopted new actuarial employer rates to be effective July 1, 2003 at their February I 1 cn meeting. These proposed employer rates do not reflect corrective calculation in accordance with Judge Lipscomb's order, and would in fact be less if the PERB had complied with the instructions. In order to 3 maintain the benefit to employers from Judge Lipscomb's order, and to avoid the loss of that benefit in the 2003 rate calculation, the League of Oregon Cities is encouraging each city to take action to protest u this decision and to join in filing an appeal in Marion County Circuit Court. J The League of Oregon Cities has retained the services of attorneys John. W. Osburn and Peter W. Mersereau of the Portland law firm Mersereau & Shannon, LLP to file appeals of the 2003 employer rate orders for any LOC member cities that elect to participate. Appeals must be filed no later than 60 days from the date of the rate adoption. The League has negotiated a single flat fee rate of $150 for any member who elects to file an appeal. The fee covers: • Filing a timely notice of appeal in Marion County Circuit Court • Prosecution of the appeal to judgment in circuit court; and 0 In the event of legislative action materially affecting the litigation, consultation with the League and individual participants regarding any subsequent legal action. We are currently aware that Cities of Gresham, Tualatin and Oregon City are proceeding with appeals. Council was briefed on this issue during the February 25, 2003 Executive Session. OTHER ALTERNATIVES CONSIDERED Decide not to approve the recommended resolution to authorize funds for outside counsel to file an appeal on behalf of the City to challenge the PERS rate increase. VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY N/A ATTACHMENT LIST Attachment 1: Resolution to authorize the League of Oregon Cities to coordinate the filing of an appeal on the City's behalf, through outside counsel, from the rate increase received from PERS. Attachment 2: Letter to John Osburn to provide legal services to the City in filing an appeal from the PERS Order challenging PERS rate increases. FISCAL NOTES AGENDA ITEM # ~ Q FOR AGENDA OF March 11, 2003 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Award of Contract for the Constructio f Gaarde Street Improvements - Phase 2 PREPARED BY: Vannie Neuuyen DEPT HEAD OK A.P Duenas CITY MGR OK Bill onahan ISSUE BEFORE THE COUNCIL Shall the Local Contract Review Board approve the contract award for the construction of Gaarde Street Improvements - Phase 2 - Street, Water, Sanitary Sewer, Storm Drainage & Utility Improvements (12151 Avenue to Pacific Highway). STAFF RECOMMENDATION Staff recommends that the Local Contract Review Board, by motion, approve the contract award to Canby Excavating, Inc. in the amount of $2,665,056.35. INFORMATION SUMMARY The improvement of Gaarde Street between 121" Avenue and Highway 99W is approved in the FY02-03 Capital Improvement Program and is the second phase of a two-phase capital improvement project. The first phase of the project is identified as Gaarde Street Improvements - Phase 1, which was completed in August 2001. The second phase widens Gaarde Street between 121" Avenue and Highway 99W to a 3-lane facility with bike lanes and sidewalks on both sides. This project also includes installation of a new traffic signal at the Gaarde Street/121st Avenue intersection and improvement of 121st Avenue approximately 1,100 feet north of the intersection. The total length of the improvement is almost 5,000 lineal feet. This project includes the widening of Gaarde Street and 121st Avenue to 44 feet, construction of sidewalks on both sides of the streets, construction of a new underground drainage system, a new water system, and installation of a traffic signal at the intersection of Gaarde Street and 12151 Avenue. Completion of the Gaarde Street project will provide one travel lane and one bike lane in each direction and one center-turn lane. Included in the project is the construction of two sanitary sewer reimbursement districts (District No. 24 is located on Gaarde Street east of 118th Avenue and District No. 26 is located on 121st Avenue between Gaarde Street and Rose Vista Drive). These two districts were advertised for bids in July 2002. However, the Local L Contract Review Board rejected all bid proposals in the Council meeting of August 13, 2002 due to high bids C submitted. 0 Also included in the project is the construction of approximately 400 feet of half-street improvement on 121 st Avenue for the Whistler's Walk subdivision. The developer of the subdivision agreed to pay the City $264,317 in lieu of constructing the required improvements. Combining the half street improvement project with the Gaarde Street project should minimize construction impacts to the neighborhood by avoiding having two i different contractors work in the same area. Forty-three parcels are impacted by the improvement of the streets. Strips of varying widths have been acquired along the frontages of forty properties. One property that is seriously impacted by the widening of the street has been purchased by the City. This property is located at the southeast corner of the Gaarde Street and 117th Avenue intersection. Two parcels are currently under condemnation proceedings for acquisition. However, staff has received right-of-entry permits from the property owners for construction activities in front of their properties. A neighborhood informational meeting will be held by the City after the Notice to Proceed has been issued. The Contractor will be present at the meeting to address issues concerning construction schedule, traffic control, detour routes and other activities related to the construction of the project. The bid opening was conducted on February 24, 2003 and the bid results are: Canby Excavating, Inc. - Canby, OR $ 2,665,056.35 C & M Construction - Sherwood, OR 3,118,420.05 Kerr Contractors - Tualatin, OR 3,136,157.00 Nutter Corporation - Vancouver WA 3,447,383.00 Northwest Earthmovers - Tualatin, OR 3,688,496.60 Emery & Sons Const. - Stayton, OR 3,856,920.80 Engineer's Estimate $ 3,982,000 Canby Excavating, Inc. is the lowest responsive bidder on the project. Award of the contract to Canby Excavating is recommended. OTHER ALTERNATIVES CONSIDERED N/A VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY This project meets the Tigard Beyond Tomorrow Transportation and Traffic Goals of "Improve Traffic Safety" and "Improve Traffic Flow." ATTACHMENT LIST Project location map. FISCAL NOTES This project is funded in the FY2002-03 Capital Improvement Program as follows: - Traffic Impact Fee (TIF): $1,600,000 - Water: $ 200,000 - Urban Services TIF: $ 500,000 - Private Developer: $ 264,317 Total: $2,564,317 Construction costs of the sanitary sewer reimbursement districts will be paid for by the Neighborhood Sewer Extension Program. This program has funding of $2,000,000 in FY2002-03. Canby Excavating, Inc., submitted the lowest bid of $2,665,056.35, which consists of $2,562,307.65 for street, storm drainage and water improvements and $102,748.70 for sanitary sewer improvements. The FY2002-03 funding in the amounts of $2,564,317 and $2,000,000 are sufficient to award the contract to Canby Excavating. \14333WsMept3%"%2002.2003 fy dp`Oaatde-phase 2boendt packet 34 1.03 mt0ta0enda hem for canstnx0om mMvact 0aarde phase 2.doc BENTS PHASE DRIVE) E STREET IMpROOF ROSE VISTA D GAARO (SORTH 99 FROM 1~~ST AVTO pA000 HAW FAIRHAVEN ST FAIRHAVEN ST F AIRH AVEN WAY U W N Q s F A►RVIEW N P ARK PL ~ry ~ a GARDE J Q. = ROSE VAST A DR w > VIEWM NT LN U a = STREET co GAARDE ~ COLE LANE a = 3-~ w N r o t cl. > v F~ MCFARLAND SLVD r r WILDWOOD ST AGENDA ITEM # q. (Pb. FOR AGENDA OF March 11, 2003 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Award of the contract for surveying services for the Gaarde Street Improvement Project, Phase 2 v+"r PREPARED BY: G. Berry $ DEPT HEAD OK CITY MGR OK ISSUE BEFORE THE COUNCIL Shall the Local Contract Review Board approve the award of the contract for surveying services for the Gaarde Street Improvement Project, Phase 2? STAFF RECOMMENDATION That the Local Contract Review Board, by motion, approve the award of the contract to White Shield, Inc. in the amount of $48,166 and authorize the City Manager to sign the contract. INFORMATION SUMMARY A Request for Proposals (RFP) for surveying services for the Gaarde Street Improvement Project, Phase 2 was advertised in the Daily Journal of Commerce on January 21, 2003 and in the Tigard Times on January 23, 2003 with a proposal submittal date of February 10, 2003. Twelve firms responded to the RFP. After reviewing all of all proposals, three firms were selected for interview as the next step in the selection process. The firms to be interviewed were determined by evaluating the qualifications and experience of each firm as described in its proposal together with the proposed fees for the project. The three firms invited for interview were: AKS Engineering & Forestry, LLC DeHaas & Associates, Inc. White Shield, Inc. The final selection was based on the interviews conducted with the firms. The Selection Committee recommends that the contract be awarded to White Shield, Inc. OTHER ALTERNATIVES CONSIDERED None VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY This project meets the Tigard Beyond Tomorrow Transportation and Traffic Goals of "Improve Traffic Safety" and "Improve Traffic Flow". ATTACHMENT LIST None FISCAL NOTES The cost of this contract is included in the construction budget for the Gaarde Street Improvement Project, Phase 2 project of the FY 2002-03 Capital Improvement Program. \\Tig333\usr\DEPTS\ENG\2002-2003 FY CIP\G=de-Phase 2\Council Packet 3-11.03 su"ey\3-11-03 Gaarde 2 survey AiS.doc AGENDA ITEM # FOR AGENDA OF March 11, 2003 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Update on the New Tigard Library PREPARED BY: Margaret Barnes DEPT HEAD OK CITY MGR OK ISSUE BEFORE THE COUNCIL Presentation by staff to update the City Council about the new library. STAFF RECOMMENDATION The purpose of this presentation is to communicate recent events and accomplishments related to the new Tigard Library. INFORMATION SUMMARY On May 21, 2002, Tigard voters passed a $13 million bond measure for the construction of a new library of approximately 47,000 square feet. This amount will pay for land acquisition, the design, construction and furnishing of the new library, parking and related street improvements. The site of the new library is a 14.7-acre property located along Hall Boulevard near O'Mara Street. Since the passage of the bond, the project has proceeded on schedule. Much of the design work that has occurred in the past month has involved revising the design to conform to the budget, as well as refining certain aspects of the design. At this meeting, staff will report on the progress of the project and inform Council about the results of the February site plan meeting. Staff will also provide updates on the groundbreaking ceremony on Saturday, May 17, and on fundraising efforts. OTHER ALTERNATIVES CONSIDERED None VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY i Goal #3: Adequate facilities are available for efficient delivery of life-long learning programs and services for all i ages. i i ATTACHMENT LIST 1. Set of PowerPoint Slides FISCAL NOTES N/A Timeline... Countdown to a New Library Bond Me..- Pass. Spring'02 V AdwrtueforArchitect Summer'02 Selcd Architect Summar(Fall'02 J Select General Contractor Fall '02 What's New Sell Fall'02 Two Community Meetings on fall '02 .14 4 lJbnry Design on the Design Property Fa11'02 Library :.l,'02(wlnter'03 J Public Meetings on Site Master Plan winterf5pring'03 _J New Library for Fenno Crick Park Extension Groundbreaking May 17. 2003 t16nry Construction Spring'03/'04 Ub.,y Op-,I Summer '1)4 a(s OR,~y~",t~``~~ i Fr. ty x Public Meeting: Site Master Plan for Fanno Creek Park • Thursday, April 3 7:30 - 9 p.m. 0 Town Hall 1 Community Support for New Library R« > ; Nature's(Foundation Fundraiser Michael Allen Harrison Concert April 4th - 7:30 p.m. Tigard High School For more information about Library Foundation events: CaIlJackie Dirksen at 503-6204829. Groundbreaking: Saturday, May 17 at 10 a.m. Bricks for Books For More Information on Campaign Library Project... Purchase bricks at $50 each to help pave Contact: the courtyard. paulaOci.tigard.or.us 503-684-6537, ext. 2508 Specify name for engraving. Make a lasting donation for the new or check out our website library. at www.ci.tigard.or.us i 1 1 1 1 2 AGENDA ITEM # l_ y FOR AGENDA OF March 11, 2003 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Update on Highway 217 Stud PREPARED BY: Barbara Shields DEPT HEAD OK Y MGR OK ISSUE BEFORE THE COUNCIL Metro staff will update Council on the Highway 217 Shady scope of work and timeline and receive comments from Council. STAFF RECOMMENDATION N/A. Review only. INFORMATION SUMMARY Metro has initiated an effort to develop a scope of work and a work program for a Highway 217 Study. The work program is designated to facilitate the selection and promote implementation of transportation strategies for Highway 217 between I-5 and US 26 (Attachment 1). In general, the major objective of the study is to develop a series of transportation improvement strategies reflecting different levels of funding, which are consistent with regional and local plans. The study process will build to the extent possible upon existing work already completed, including the Washington Square Regional Center Plan and the Tigard Transportation System Plan. Metro is the project lead. Project partners include ODOT, Washington County, Beaverton, and Tigard. It is anticipated that the study may take approximately 15-19 months to complete, depending on the range of alternatives that need to be examined. The study will be funded through a variety of sources. Metro has budgeted approximately $700,000 for the study. In order to fill the gaps, Metro applied for and received an additional $400,000 value pricing grant from the Federal Highway Administration (FHWA). In addition, Washington County will use $80,000 of MSTIP (Metropolitan Surface Transportation Improvement Program) funds to cover the required local match obligations for the study. MSTIP is the Oregon Department of Transportation's (ODOT) short-term capital improvement program, providing project funding for the department and the state's metropolitan planning organizations, such as Metro. Therefore, using MSTIP funds to cover the local match obligations for the Highway 217 study is a logical and appropriate way to provide the required match for the regional study. The objective of the March 11, 2003 meeting is to discuss the major aspects of the Highway 217 Study. I:\CDADM\JERREE\Agenda Sum\3-11-03 Hwy 217 AIS.doc OTHER ALTERNATIVES CONSIDERED N/A VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY Transportation and Traffic Goal # 3: Alternative modes of transportation are available and use is maximized; Transportation and Traffic Goal # 4: Identify and develop funding strategies; Growth and Growth Management Goal #1: Growth while protecting the character and livability of new and established areas, while providing for natural environment and open space throughout the community; Strategy # 3: Address planning and growth issues associated with Regional Center. ATTACHMENT LIST Attachment 1: Highway 217 Corridor Project Development Study, Work Program Summary FISCAL NOTES N/A I:\CDADM\JERREE\Agenda Sum\3-11-03 Hwy 217 AIS.doc Attachment 9 Highway 217 Corridor Project Development Study Work Program Summary Background/Need Oregon Highway (ORE) 217 is the major north-south transportation route for eastern Washington County. For most of its length, it consists of four through lanes (two in each direction) and auxiliary lanes between interchanges. Designated as part of the National Highway System (NHS), traffic volumes have grown significantly with the development of the County. From 1989 to 1998 the daily traffic volume on ORE 217 has increased nearly 20%. Current peak hours, volumes are about 10,500 vehicles per hour in some sections, which averages about 1,750 vehicles per hour/per lane. This represents nearly 100% of the available capacity. Recent transportation planning efforts, ODOT's Western Bypass Study, Metro's 2000 Regional Transportation Plan, and the Oregon Highway 217 Initial Improvement Concepts Technical Memorandum, all recognize the need for at least one additional through lane in each direction on Highway 217. It has also been concluded that three through lanes, plus auxiliary lanes or braided ramps, in each direction is the maximum that can fit within the right-of-way envelope without significant impacts. Purpose This work program is designed to facilitate the selection, and promote the implementation, of transportation strategies for Highway 217 between 1-5 and US 26. A series of highway improvement alternatives will be developed and analyzed. Engineering and operational characteristics, public acceptance and financial feasibility will be evaluated. All alternatives include bringing this facility to six through lanes throughout its length plus braided ramps or auxiliary lanes. General Purpose and managed lane approaches (including carpool and peak period priced lanes) will be evaluated for the new capacity. Interchange arrangements will be analyzed and refinements proposed. In addition, varying levels of transit service, demand and system management strategies and arterial improvements will be considered as a complement to highway improvements. A significant public involvement effort is anticipated as part of this study. The outreach efforts will be keyed into major technical milestones and information obtained from the public will feed back into the technical effort. Project Goals 0 Develop an appropriate range of improvement strategies that address corridor transportation needs to the level of detail necessary to commence the National Environmental Policy Act (NEPA) process and begin more advanced planning. ♦ Consider innovative demand and system management and financing approaches, including High Occupancy Vehicle lanes and value pricing, and make a determination as to whether they are appropriate for this corridor. 02124103 Highway 217 Corridor Study - Scope Outline 1 ♦ Establish a phasing plan that identifies projects and strategies that can be implemented in the near, medium and long-term. ♦ Build public understanding of, and support for, the selected transportation improvement strategies. Approach Metro is the project lead. Project partners include ODOT, Washington County, the Cities of Beaverton, Tigard and Lake Oswego and Tri-Met. The project will build upon existing land use and transportation plans for the area. It will utilize existing studies, particularly analysis and findings from the Highway 217 Initial Concept Report and area transportation system plans. In consideration of the critical role that Highway 217 plays within the community, the study will focus on strategies that promote access to, and development of, the regional centers and employment and industrial areas. The goal of the effort is to develop projects that can be feasibly implemented. Background work has indicated that the addition of a new lane in each direction and associated braided ramps on this facility are necessary. They will cost significantly more than is currently expected to be available in the next 10 years. In this respect, a key focus will be financing and phasing plans. In addition, particularly because phasing and innovative finance techniques will be considered, significant public outreach is anticipated in order to build public understanding and support for recommended strategies. The public outreach will start with involved agencies and community stakeholders and broaden as specific alternatives are developed and issues are identified. Newsletters, workshops, focus groups and a community questionnaire are planned. Additional outreach techniques such as small group meetings and a public opinion survey are budgeted but will be used only if needed to address particular alternatives, groups or concerns. End Products • System improvement strategy(ies) and prioritized project list • Implementation plans, for near, medium and long term projects • Final report documenting the evaluation and narrowing process • Description of alternatives to the degree of detail needed to commence federal environmental review and more detailed design Timeline At this time, it is anticipated that the study will take approximately 18 months to complete after contracts are signed. Figure I shows the anticipated study schedule. 02124103 Highway 217 Corridor Study - Scope Outline 2 Figure 1 Study Process Project Start Up (Scoping, Background Agency scoping Funding, Establish Committees, meeting, Policy Contracting) Report Committee Thru April 2003 2002 Existing and Future Establish Conditions and Needs Goals/Criteria April - June 2003 May - June 2003 Review of Public Input Develop Initial Value (newsletter, Alternatives Pricing interviews, focus July - August 2003 Technologies groups, Policy May - June 2003 Committee) Evaluate Initial Alternatives September - December 2003 Public Input (workshops, newsletter, Policy Committee Narrowing Decision Januarv 2004 Public Input Refine Alternatives & Develop Strategies (newsletter, PAC, February - March 2004 possible focus groups, questionnaire) Evaluate Strategies April - July 2004 Fublic Input (workshop, possible survey) Narrowing Decision August - September 2004 Decisions Public Input (public meeting, newsletter, Policy Tasks Committee) Public Input 02124103 Highway 217 Outline 3 Proposed Decision-Making Structure A decision-making structure will be established early in the study. In this structure, the Policy Committee would be the primary decision making body for the study. Based on input from the TAC and the public involvement process, the Policy Committee would select alternatives for further study and make recommendations to local, regional and state elected officials. • Technical Advisory Committee (TAC) A TAC will be formed to provide expertise and input from technical representatives of the Cities of Beaverton, Tigard and Lake Oswego, Washington County, ODOT, Tri-Met, federal and state environmental agencies and Metro. Additionally, other municipal jurisdictions that may be affected by the various alternatives will be contacted and added to the TAC as appropriate. It will meet frequently, at least once a month, throughout the study to review and provide input on all major work products. Senior staff from participating agencies and jurisdictions will meet periodically to provide overall advice on project direction. They will convene as needed, either separately or in combination with the TAC, at key decision points or when specific issues arise. 0 Policy Committee A policy committee will be established to provide project oversight, make policy decisions and ensure on-going public input into the study process. The policy committee will also make final study recommendations on narrowing of alternatives, and carry them forward for approval from the appropriate local, regional and state bodies. The Policy Committee will be comprised of a combination of elected officials and citizens from the corridor. Citizen representatives may be drawn from commercial and industrial companies in the study corridor, neighboring residential communities and environmental and transportation interests. Elected officials will include local state legislators, county commissioners, a Metro Councilor, Mayors and other local elected officials. A meeting schedule will be established at the study outset. Funding The study will be funded through a variety of sources. Metro has budgeted $700,000 for the study. In order to fill budget gaps, Metro applied for and received an additional $400,000 value pricing grant from the Federal Highway Administration (FHWA). In addition, Washington County will use $80,000 of MSTIP (Metropolitan Surface Transportation Improvement Program) funds to cover the required local match obligations for the study. 01124103 Highway 217 Corridor Study - Scope Outline 4 PUBLIC COMMENTS DATE: March 11, 2003 Agenda Item No. 7 Review Proposed Wall Street Local Improvement District Initial Report NAME, ADDRESS & PHONE TOPIC /AGENDA ITEM NO. STAFF CONTACTED 2-4 e17L- 97. OVXA41 , g73p 1 S . 2., 2-0 16 5 07 s tJ es-~C'32s RD --t~-R_wdo~ 9'7I `t 0 Roy ti°/yam -5- ~.v S` vc -Da n YKavi 4 2 A Ql~ / G SFAS" S ttiJ ,3rd / ~~~ard ~jn 47aay PEW) N );r7 ~--o~-~ f_ 83c7 Std ~G~~ ~ 1 r, g7z2y SD3-Gg~-3rGd U'i vl.P~~ ~Ja q p PUBLIC COMMENTS 12/17/02 .f PUBLIC COMMENTS DATE: March 11, 2003 Agenda Item No. 7 Review Proposed Wall Street Local Improvement District Initial Report NAME, ADDRESS & PHONE TOPIC I AGENDA ITEM NO. STAFF CONTACTED P ~ ~0 l05 Q PUBLIC COMMENTS 12/17/02 PUBLIC COMMENTS DATE: March 11, 2003 Agenda Item No. 7 Review Proposed Wall Street Local Improvement District Initial Report NAME, ADDRESS & PHONE TOPIC / AGENDA ITEM NO. STAFF CONTACTED 9 i i PUBLIC COMMENTS 12/17/02 PUBLIC COMMENTS DATE: March 11, 2003 Agenda Item No. 7 Review Proposed Wall Street Local Improvement District Initial Report NAME, ADDRESS & PHONE TOPIC / AGENDA ITEM NO. STAFF CONTACTED PUBLIC COMMENTS 12117/02 AGENDA ITEM # FOR AGENDA OF March 11, 2003 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Proposed Wall Street Local Improvement District Initial Report PREPARED BY: A.P. DD nas DEPT HEAD OK `PQ'-*- CITY MGR OK ISSUE BEFORE THE COUNCIL Initial Report to City Council on the Proposed Wall Street Local Improvement District (LID). STAFF RECOMMENDATION Staff recommends that City Council direct staff to continue with the LID formation process by completing the Preliminary Engineer's Report before making a decision on formation of the LID. However, should any significant developments arise during the process that could adversely affect formation of the proposed LID, staff would bring those developments to Council for discussion and direction. INFORMATION SUMMARY One new alternate route identified in Tigard's Transportation System Plan (TSP) is the extension of Wall Street from Hunziker Street to Hall Boulevard. This connection is projected to carry about 5,000 to 7,000 vehicles per day and relieves Hall Boulevard sufficiently to allow that street to function adequately at 3 instead of 5 lanes. This proposed street would allow northbound traffic from south Tigard to bypass Hall Boulevard and proceed directly to Hunziker Street, then north to the Tigard Triangle. One major property owner along the proposed corridor for the Wall Street Extension is interested in forming an LID for construction of the street connection. A Preliminary Evaluation Report was prepared for the January 22, 2002 Council Agenda. By Resolution No. 02-11, City Council directed the preparation of the Preliminary Engineer's Report, as the next step in the process to determine if the Local Improvement District should be formed. In September 2002, the City retained DeHaas & Associates, Inc., a consulting engineering firm, to prepare the Preliminary Engineer's Report. This report needed to address key issues as follows: • Removal of the existing spur track adjacent to the existing access road • Crossing of two main railroad tracks (requires approval by Portland & Western and the Oregon Department of Transportation (ODOT). • The likelihood of obtaining all applicable permits for crossing of Fanno Creek, the flood plain, and adjacent wetlands between the railroad tracks and Hall Boulevard. • Acquisition of property for the road improvements • Approval from ODOT for the intersection location and improvements at the Wall Street/Hall Boulevard intersection The Preliminary Engineer's Report requires that the design plans be approximately 60% complete. Because of the major issues involved, a Conceptual Report at 35% design was included in the contract. This Conceptual report examines the issues in greater detail than the Preliminary Evaluation Report and provides a clearer picture of the feasibility of the LID formation. Discussions to possibly resolve the key issues have been initiated and are currently ongoing with the Oregon Department of Transportation, Portland & Western Railroad, and the property owners served by the spur track. The attached Conceptual Engineer's Report is the initial report prepared by DeHaas & Associates for the proposed LID. The consulting firm will summarize the progress to date and will answer any questions regarding the issues, the proposed LID boundary, the proposed improvements, and estimated costs. OTHER ALTERNATIVES CONSIDERED None. VISION TASK FORCE GOAL AND ACTION COMM]TTEE STRATEGY The improvements proposed by this LID meets the Tigard Beyond Tomorrow goal of Improve Traffic Flow by creating an alternative route that bypasses the Hall/Hunziker/Scoffins signals and allows traffic to move directly to Hunziker Street from Hall Boulevard south of City Hall. ATTACHMENT LIST 1. Conceptual Engineer's Report dated January 2003 2. Resolution No. 02-11 directing the preparation of the Preliminary Engineer's Report FISCAL NOTES The sum of $2,000,000 has been adopted in the FY 2002-03 Capital Improvement Program with the Traffic Impact Fee fund providing $300,000 of that amount for engineering design costs. The construction, land acquisition and other costs for the improvements are projected to come from the LID, if formed. 1:\Eng\Gus\Council Agenda Summaries\Proposed Wall Street Local Improvement District Initial Report.doc City of Tigard Conceptual ` Engineer's Report Proposed Wall Street Local Improvement District f. ; 8!. March 11, 2003 Wall Street ® Key route in new Transportation System Plan e Connects Hunziker Street with Hall ~oulevard o Projected to carry up to 7,000 T vehicles per day 0 Would alleviate congestion at the Hall/Scoffins/Hunziker intersection 1 Wall Street 1 *Hall Boulevard - 5-lane ultimate section in Metro RTP ; • Wall Street would alleviate traffic at CHaIUHunziker and 72°d/Bonita • Wall Street construction would delay s 4 Hall expansion for 15-20 years y'' • Over the long term, both projects are needed to meet traffic projections LID Process 0 Preliminary Evaluation Report *Preliminary Engineer's Report Declaration of intention to form the (district ® istrict formation f . *Construction of Improvements Spreading of assessments by ordinance 2 T Proposed LID Formation • Major property owner interested in an LID for construction of Wall t Street • reliminary Evaluation Report resented to Council on January 22, n 2002 0 Council Resolution No. 02-11 directed preparation of a Preliminary Engineer's Report 5 ti. Issues r ® Removal of spur track adjacent to existing access road Rarely used since placement AUrd" of two main railroad tracks ® Permits for crossing of Fanno a ; Creek, flood plain and wetlands ® ODOT approval for connection to T' C Hall 3 Y C h Issues T` r is i } c~ 3 1 4 h, 7 Proposed LID Formation 0 DeHaas & Associates retained to prepare the report a. ® Preliminary Engineer's Report equines 60% design plans L . °C onceptual Report (interim report) incorporated at 35 % design ® Provides Council a progress report v - prior to completion of the Preliminary Engineer's report T. • •S 8 4 low- Repo r t (;onCeptu the proposed ~ scribes 0 aired impr reg k d aequisitiOn ® Lan Boundary Proposed LID 'hod ' xne® Assessorent sse s the issues Iiseu lous s ®Niake endat s reC4~ m r Ctlosen Alto f' Proposed Street Alignment a 1 u I J ~ t"y~ ~r~ r. J` L e ~EXHIBIT A F Divided Into Two Projects ~F *Hall Boulevard/Wall Street Intersection and Approaches ► City project to build Fall Boulevard and 425 feet of Wall r ► Includes signalization of the 0 intersection *Proposed LID would continue 4 Wall Street to connect to Hunziker Street 12 6 a Wall/Hall Intersection and is Approaches fi HALL BLVD / WALL STREET r r; I OMARA 5T _ \1 REGINA LHy 13 Proposed LID to Extend Wall Street WALL STREET LID e StAtioq 4 + 25 to Hunzik&r. Street 14 7 Proposed Boundary EXHIBIT C IS Rights-of Way Costs h Id- Tu i.os a b ~,69i 51.176 Tool No. No. Ann RAY FP A- ZIN IFP R/W Cost. S 1 100 10,119 O 11.839 11.8J 2 200 5,475 24,880 25,67E 29,11 34,788 J 300 12,614 437 59,160 511 59,671 4 1200 33,04E 5,19 154,995 6,078 161,073 5 1100 33 597 157,57 0 137,570 6 800 49,152 230,523 0 230,523 • I 7 1202 0 0 0 0 i Y 1201 32,83 154,015 0 154,015 ' 9 600 0 0 0 N- ,g 10 690 0 O O .411 R/W RiSM-of-Wry _ Ares Outride Flood Plain (OFF) ® 54.69R• Am Inside Flood Plain (IFP) ® $1. Me Ib 8 .e Estimated Costs Schedule A - Strcetlmprovenn:nts S 1.601.000 Schedule It • Storm Drain Impnlhements 253.700 Schedule C' • Sanitan Sehhcr Improcrmcnt. 40,700 Schedule D - Water imprownhents 217,500 SCIIC(ftlle li - tiignaliiation 231.000 @ Schedule f - Welland and llul)cr Mitigation 121,000 Schedule 0 • Railroad ('tossing & Signal. 312.400 { Schedule 11 • Bridge 1,156,7(1(1 Schedulo I - huldscaping 138.200 Schedule 1 - A1'ater Quality 36.8011 'I otal Construction Costs %4.109.000 -1 " legal. Adminislratihe & higinecring (20'16) 821.800 Right-of-WaN Acquisition 821),50(1 Spur Hirnination Agrecrnctu 50.000 Inicrosl and Costs tier Interim financing 170,000 (4.51'[1 assumed) F. '10 1 Al. PlMJLC I' ('OS'l S SS!180.300 " These costs will he Oil -l undcd Amount k) he assessed hh. the LID: S5?8(1.3(10 - S821.800 = 55.158.4;00. 17 i Proposed Assessments r S N<t Idw Aatavne6t Agennvl 23'46 Al Ars6 Aflutmint No. T-L.No Ara OFP A-IF2' 25%b 1 100 ]6671 60 13,176 29,M 129,1 2 200 63, 12,533 77.50 IILM1 ] 1081 161.05 101611 36,609 17111 319,711 1 1300 ]9).203 ]11011 JJ761 [)1 1}39. 1 1100 S61.611 311,!]1 760,211 3 5.5. 1100 341.2311 01 341,D] 1? 911 6 800 t.O t?101 01 1.012.405 1!37,81 r' 6S.S 800 1,01? 105 1.012.405 26, J 1303 136,017626,017 611,111 [ 1]01 ]6)660 0 2631 119,111 9 600 9100] ,71 360839 113,0 166,9] 10 690 6.713 2.1]2 7.l7! 3.1] 55.158.5 • f OFP - MWd6 Food Phi i > IFP - InOdl F7oo0 Plwl n Fe.•ny1~1 snu11r7 S_ ten is S.) L-11 .860 M.031[>IA• I.SS6,vm• - , 1111 Olbo An a1 W1 C9n1 SS,tli; 100 _ 51.119911P 1,336,N30' 18 9 3 j Significant Issues *Elimination of pond & wetland and buffer mitigation 0 Storm drainage and water quality improvements 0 Signalization and connection at Hall • At-grade railroad crossing 0 Bridge across Eanno Creek 19 t 1 Status *Reviews are in progress for the first 425 feet of Wall Street 0Intersection of Wall/Hall has been ubmitted to ODOT for approval = ~;reliminary application to ODO'T' i • Rail has been reviewed *Comprehensive plan amendment to = remove the pond south of Wall is in progress p r. J. 20 10 1 Recommendations t. • That Council continue the LID formation process: ► Complete the Preliminary Engineer's Report r' C • Submit application to ODOT Rail • Review options to reduce bridge length ► As the project continues, report to Council any significant developments that could adversely affect formation of the LID 21 t r. City of Tigard Conceptual •J~r; Engineer's Report } i Proposer! Wall Street Local Improvement District ' March 11, 2003 11 CITY OF TIGARD, OREGON RESOLUTION NO.02- (1 A RESOLUTION DIRECTING THE ENGINEERING STAFF TO PREPARE A PRELIMINARY j ENGINEER'S REPORT FOR THE PROPOSED WALL STREET LOCAL IMPROVEMENT I DISTRICT AND DIRECTING THE ESTABLISHMENT OF A FUNDING MECHANISM FOR THE PREPARATION OF THE REPORT. WHEREAS, one of two new key alternate routes identified in Tigard's Transportation System Plan (TSP) ! is the extension of Wall Street from Hunziker Street to Hall Boulevard-, and WHEREAS, this new route is projected to carry up to 7,000 vehicles per day and relieve Hall Boulevard sufficiently to allow that street to function adequately at 3 instead of 5 lanes; and WHEREAS, one major property owner along the proposed corridor for the road project is interested in forming a Local Improvement District (LI)) for construction of the new connector road; and WHEREAS, an Option Agreement executed to purchase property from this land owner for the proposed ~ new Tigard Library requires the City to pursue formation of an LID for construction of the street; and i WHEREAS, the City agreed in that Option Agreement to provide the funding for the engineering and ennonictinn management of the LID improvements; and WHEREAS, the Engineering staff prepared a Preliminary Evaluation Report which was submitted to City j Council for discussion and direction during the w-ceting on January 22, 2002; and j i WHEREAS, the Preliminary Evaluation Report determined that the proposed LID appears feasible, despite various major issues that need resolution, and recommended that City Cuunuil take: q,a ucm stop in j the LID formation process by authorizing the preparation of a Preliminary Engineer's Report; and WHEREAS, the Preliminary Evaluation Report recognized that there is no funding currently available to move ahead with the project and recommended that City Council direct the establisnrnent of that funding mechanism designating the Traffic Impact Fee (7u) Fund as the funding source; and WHEREAS, City Council discussed the proposed LID and indicated that the LID boundary and improvements to be constructed by the LID are satisfactory as submitted; and j WHEREAS, City Council has directed staff to prepare a resolution authorizing preparation of a Preliminary Engineer's Report and submit that resolution for adoption at the next Council business j meeting. II RESOLUTION NO.02- AI Page t i I Wednesday, February 26, 2003 (2).max NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that: SECTION 1: The Engineering staff is directed to proceed with preparation of Preliminary Engineer's Report for the proposed LID in accordance with the proposed LID boundary and improvements as described in the Preliminary Evaluation Report. SECTION 2: The Preliminary Engineer's Report should include the scope of work-, location of the pmpne.ed improvements, proposed district boundaries, estimated costs. proposed assessment methods, and other information that may be relevant to the feasibility of the improvements and district. The report should recommend approval, approval with conditions, or denial. SECTION 3: The City of Tigard shall provide the funding for preparation of the Preliminary Engineer's Report. The initial amount needed to prepare the report and continue with the LID formation process is approximately $325,000. SECTION 4: The City staff is directed to establish the funding mcchanisrn in that amount for the J engineering work using the TIF as a funding source. Any budget adjustments rquiring Council action and necessary for the establishment of the project funding shall be brought to Council for appropriate action. EFFECTIVE DATE: This Resolution shall be effective immediately. J?rl PASSED: This day of L'1&AUa 2002. yor - City o Tigard ATTEST: -e 0 City Recorder - City of Tigard LVhywWMe%Wxsarudnn Dimchng trtliminoy Engiam's itepat fa Wall Street UD RESOLUTION NO. 02-11 Page 2 Wednesday, February 26, 2003 (2).max 1 CITY OF TIGARD 1 CONCEPTUAL ENGINEER'S REPORT 1 1 PROJECT NO. 0455 1 WALL, STREET LOCAL 1 1 IMPROVEMENT DISTRICT TIGARD, OREGON JANUARY, 2003 02.629.118 DeHaas & Associates, Inc. 1 Suite 300 - AGC Center 9450 SW Commerce Circle Wilsonville, OR 97070 1 (503) 682-2450 (503) 682-4018 Fax Table of Contents I. NARRATIVE A. Background B. Proposed Improvements 1. Street 2. Storm Drain 3. Sanitary Sewer 4. Water 5. Signalization (at Wall Street and Hall Blvd.) 6. Wetland and Buffer Mitigation 7. Railroad Crossing and Signalization 8. Fanno Creek Bridge 9. Landscaping 10. Water Quality C. Right-of-Way Acquisition D. Railroad Spur Track Elimination E. Summary of Project Costs F. LID Boundary G. Recommended Assessment Methods H. Preliminary Assessments 1. Important and Significant Issues J. Neighborhood Meetings (None held to date) K. Status, Recommendations and Summary II. EXHIBITS (SEE TABS A, B & C) A. General Street Alignment, Typical Sections, Bridge, Lighting, Underground Utilities and Railroad Crossing B. Storm Drain, Sanitary Sewer, Water and Wetlands C. LID Boundary, Assessable Areas, Right-of-Way Acquisition Areas and Total Assessments IYI. ATTACHMENTS (SEE TABS 1 - 11) 1. Preliminary Evaluation Report - Proposed Wall Street LID 2. Resolution 02-11 Calling for Preliminary Engineer's Report 3. DKS Memorandum - Linkages between Hall, Hunziker and Dartmouth 4. Application for State Highway Approach (Wall Street to Hall Blvd.) 5. ODOT Railroad-Highway Crossing Letters and Preliminary Application a. 11/26/01 Duenas to Portland & Western Railroad, Inc. (Phillips) b. 1/21/02 Portland & Western Railroad, Inc. (Phillips) to Duenas c. 9/19/02 Minutes Railroad Coordination Meeting d. 9/26/02 ODOT Rail (Reiley) to Duenas e. 1/13/03 Preliminary Application f. 1/24/03 Reiley to Duenas 6. Preliminary Geotechnical Evaluation (Shannon & Wilson) 7. Conceptual Report for Fanno Creek (Wall Street) Bridge (OBEC) 8. Railroad Spur Track Elimination Letters 1 a. Klokke Corporation 7/23/01 Duenas to Rivers b. Klokke Corporation 9/07/01 Duenas to Rivers C. Klokke Corporation 9/27/01 Ferguson to Duenas d. Klokke Corporation 1/17/03 DeHaas to Deering Management e. HGM Group, LLC 1/17/03 DeHaas to Bennett f HGM Group, LLC 1/22/03 Bennett to DeHaas 9. Construction Cost Estimates 10. Estimated Right-of-Way Costs 11. Proposed Assessments and Preliminary Assessment Roll ® ® ® ® ® ~1 ® ~f ® ® Imo.: NARRATIVE (2/28/03) A. BACKGROUND The extension of Wall Street from Hunziker Street to Hall Boulevard is one of the two key alternative routes identified in Tigard's recently adopted Transportation System Plan (TSP). This proposed new route is projected to carry up to 7,000 vehicles per day and would reduce the level of traffic at two key intersections (Hall Blvd./Hunziker Street and 72"d Avenue/Bonita Road). This Wall Street improvement would allow northbound traffic from South Tigard to bypass Hall Boulevard and proceed directly to Hunziker Street, then North to the Tigard Triangle. A proposed future overcrossing of Highway 217 would allow traffic to connect directly from Hunziker to Hampton Street in the Tigard Triangle. DKS prepared a September 6, 2000 memorandum addressing Linkages between Hall, Hunziker and Dartmouth (See attachment 3). A Preliminary Evaluation Report (Attachment 1) was prepared for the 1/22/02 Council agenda. By resolution No. 02-11 (Attachment 2), City Council directed the preparation of the Preliminary Engineer's Report, as the next step in the process to determine if the Local Improvement District (LID) should be formed. In September of 2002 the City retained DeHaas & Associates, Inc., a consulting engineering firm, to prepare this Conceptual Report addressing Sensitive Land Areas; Topographic Survey; Roadway Alignment; Bridge Design; Right-of-Way; Permits; Geotechnical Exploration and Report; Storm Drainage; Sanitary Sewers; Water; Utilities (Power, Telephone, Gas, T.V.); Signing and Striping; Landscaping; Coordination with Other Agencies; Neighborhood Contact; Cost Estimate; and Specifications, all culminating in this Conceptual Report. Subconsultants as follow were retained by DeHaas & Associates, Inc. to address special elements: OBEC Consulting Engineers Bridge Design and Hydraulic Investigation Pacific Habitat Services, Inc. (PHS) Sensitive Lands Kittelson & Associates, Inc. (KAI) Traffic Engineering (Signals, Signing, Striping and Lighting) Shannon and Wilson, Inc. Geotechnical Investigations and Reports David Evans & Associates (DEA) Railroad Crossing Application Greenworks, P.C. Landscaping Kurahashi & Associates Water Quality i i 1 B. PROPOSED IMPROVEMENTS 1. Street Improvements. Proposed street improvements are approximately 3,200 feet long, beginning at a signalized connection to Hall Blvd. midway between Omara Street and Regina Lane and extending easterly across Fanno Creek and two sets of railroad tracts and along the current Coe Manufacturing Co/Fred Fields access strips (Wall Street) to intersect with Hunziker Street. The general street alignment is illustrated on Exhibit A. The basic typical section includes a 48ft. width between curbs (2-12ft. travel lanes, a 12ft. left-turn median and 2-6ft. bicycle lanes). The total R/W width will be 70ft. Sidewalks will be 6ft. wide located at the R/W line and the remaining area between the curb and sidewalk will have street trees and landscaping. At the 1 bridge and the railroad crossing the curb to curb width will be reduced to 36ft., eliminating the 12ft. left turn refuge and landscaped area. Lighting and underground utilities (Power, Telephone, Gas, T.V.) will be incorporated into the street improvements. See typical sections Exhibit A. 2. Storm Drain Improvements. Contribution from West of Hall Blvd. South of Wall Street and the portion of Wall Street between Hall Blvd. and Fanno Creek will be piped to a joint water quality facility North of Wall Street serving both Wall Street and the new library site, with effluent to the westerly edge of Fanno Creek North of Wall Street. See Exhibit B. Contribution from the portion of Wall Street between Fanno Creek and the railroad will be piped to a water quality facility with effluent to the easterly edge of Fanno Creek South of Wall Street. See Exhibit B. Contribution from the proposed section of Wall Street (between the railroad and Hunziker) will be piped westerly along that section of Wall Street, through a bore under the railroad, then further westerly in the new Wall Street R/W and eventually to the water quality facility with effluent to the easterly edge of Fanno Creek South of Wall Street. See Exhibit B. e 3. Sanitary Sewer. Trunk sanitary sewers have been constructed sufficient to provide service to all the large parcels included in the LID boundary except properties No. 5 (Tax Lot 1100) and No. 6 (Tax Lot 800). A 10 inch sanitary sewer will be extended from an existing manhole at the southwesterly line of property No. 8 southeasterly approximately 680ft. to serve properties No. 5 and No. 6 on the southeasterly side of Wall Street. It is assumed that property No. 10 will eventually be combined with another tract that has available sanitary sewer service. See Exhibit B. 2 No additional sanitary sewer facilities will be constructed as a part of this LID except for adjusting three existing manholes. 4. Water. A new 12 inch water main will be constructed the length of Wall Street providing a loop connection with existing watermains in Hall Blvd. and Hunziker Street. A bore will be required under the railroad tracks. See Exhibit B: 5. Signalization. New signalization will be constructed at the Hall Blvd./Wall Street intersection along with possible interconnect facilities with other signalization on Hall Blvd. as may be directed by the Oregon Department of Transportation (ODOT). Signal design will be based on ODOT Standards, the signal layout being based upon ODOT recommended signal phasing. An interconnect system will be constructed tying this signal to the HallBurnham and Hall/McDonald signalized intersections located adjacent to this intersection. 6. Wetland and Buffer Mitigation. Wall Street encroaches on several wetland areas that have been delineated. Mitigation plans will be prepared and a joint permit will be required from the Division of State Lands and Corps of Engineers (DSL/CE). See Exhibit B. The City will request a Comprehensive Plan Amendment and Clean Water Services (CWS) concurrence that the pond, which will be impacted by the improvements, be removed as regulated resource. 7. Railroad Crossing. An at-grade crossing is required over two sets of tracks approximately 90ft. apart. The westerly Oregon Electric track is owned by ODOT. Portland & Western Railroad (PNWR) has an exclusive easement to operate this ODOT track. The easterly track is owned by Union Pacific Railroad (UPRR). PNWR has an operating lease to operate on this easterly track. PNWR runs eight (8) trains per day in this section of track which could grow to 10 times per day in the future. In addition, this section of track is used for switching, storage and transfer. Future operations will change with addition of the proposed Washington County Commuter Rail project. The project would add 30 to 50 trains per day at speeds C of 60 to 70 miles per hour. Projections are for the commuter rail operation to begin in Fall of 2005. See Exhibit A and Attachment 5. 8. Fanno Creek Bridpae. A bridge approximately 320ft. in length is required to cross i Fanno Creek without restricting the floodway. See Exhibit A and Attachment 7. i 9. Landscaping. The area between the sidewalk and curb will be landscaped with street trees and appropriate ground cover. 3 10. Water uality - Water quality facilities will be constructed as required related to the amount of new non-porous surface constructed as a part of the project. See Exhibit B. C. RIGHT-OF-WAY ACQUISITION Right-of-way acquisition will be required from Ident. No's 1, 2, 3, 4, 5, 6, 7 and 8. Assessed valuations for the land portion of these properties range from 0.62/ft2 to 4.00/ft2. Any right-of-way taking would require a full appraisal process. The expense of such process is not justified for this Conceptual Report. See Exhibit C for proposed right-of- way acquisition. For nominal estimating we have assumed that R/W values are based upon the premise that all land being assessed will be served by the proposed Wall Street Improvements and that land in the 100 year flood plain will have a value of only 25% of land outside the flood plain. An additional 25% of the taking cost is added for legal, administration and contingencies. Accordingly we have assigned an assessed valuation of land outside the flood plain at $3.75/ft2 and the net taking cost as (1.25)($3.75) = $4.69/ft' and costs inside the flood plain as $4.69/4 = $1.17/ft'. D. RAILROAD SPUR TRACK ELIMINATION The railroad spur track in the easterly side of the proposed Wall Street right-of-way northeasterly of the railroad crossing is required to be removed as part of this project. The section of spur track to be eliminated extends across Hunziker Street serving two properties northeasterly of Hunziker, (Tax Lots 103 and 200, Map 2S 1 1 BD). Permission for discontinuation of service will have to be obtained from those property owners and acknowledged by railroad officials. See Exhibit A and Attachment 8. Both properties have been contacted in the process of developing this Conceptual Engineer's Report. Additional information is being acquired. Tax Lot 103 is owned by HGM Group, LLC, and Property Manager is Cheryl L. Bennett of Norris, Beggs & Simpson. Cheryl Bennett advises that HGM Group, LLC has no objection to removal of the spur tract providing that the spur extension behind their building is removed in its entirety and the area is graveled and leveled. Tax Lot 200, Tigard Distribution Center (TDC) is owned by Klokke Corporation and Property Manager is Walter Rivers of Deering Management Group, Inc. City staff corresponded and met with Fred Fields, Walt Rivers and Klokke Corporation's Attorney, Ron Ferguson, on August 23, 2001 regarding the extension of Wall Street from Hunziker Street to Hall Boulevard. City staff emphasized that the extension was important to Tigard's future transportation plans and that the removal of the spur tract was essential to 4 the extension. At that meeting Ferguson indicated that his clients were not interested in releasing their interests to the railway spur. By letter of September 27, 2001, Ferguson to Gus Duenas, Ferguson reiterated the position of August 23, 2001 and stated further that "Under no circumstances would my client consider attempting to resolve this matter unless and until complete assurances and approval have been received guaranteeing a construction of Wall Street to its anticipated terminus on Hall Blvd.". Current discussions with Walt Rivers indicates that Klokke Corporation has not changed its position and additional written responses are forthcoming. Accordingly, considering the responses of both HGM Group, LLC and Klokke Corporation, for the spur tract to be removed, there will have to be a financial settlement with Klokke, the tracts between the buildings removed and the area smoothed with gravel. Any settlement of this issue would require a full appraisal process and extensive negotiation. The expense of such a process is not justified until the formation of the LID is imminent. For purposes of introducing a cost element relating to this issue, we have assigned a nominal $50,000 amount, although a taking cost could be a six figure amount. E. SUMMARY OF PROJECT COSTS (See Attachment 9 for construction cost breakdowns). Schedule A - Street Improvements $1,601,000 Schedule B - Storm Drain Improvements 253,700 Schedule C - Sanitary Sewer Improvements 40,700 Schedule D - Water Improvements 217,500 Schedule E - Signalization 231,000 Schedule F - Wetland and Buffer Mitigation 121,000 Schedule G - Railroad Crossing & Signals 312,400 Schedule H - Bridge 1,156,700 Schedule I - Landscaping 138,200 Schedule J - Water Quality 36,800 Total Construction Costs $4,109,000 * Legal, Administrative & Engineering (20%) 821,800 Right-of-Way Acquisition 829,500 Spur Elimination Agreement 50,000 Interest and Costs for Interim Financing 170,000 (4.5% assumed) TOTAL PROJECT COSTS $5,980,300 * These costs will be City-Funded 5 Amount to be assessed by the LID: $5,980,300 - $821,800 = $5,158,500. F. LID BOUNDARY. , The area benefitted by the proposed improvements is comprised of large tracts which front on and will take access from Wall Street. Portions of some of the tracts are within the Fanno Creek 100 year flood plain. All tracts will require on-site improvements as they develop. See Exhibit C. G. RECOMMENDED ASSESSMENT METHODS All the benefitted tracts are large and the proposed improvements provide trunk and basic road facilities enabling future extension into the tracts as they develop. Accordingly, the basic benefit is proportionately related to the area served by the trunk and basic road facilities. The approximate 100 year flood plain line has been located for the purpose of evaluating developable area. While areas within the flood plain have significant value, the proposed improvements do not benefit flood plain areas to the degree that they benefit buildable areas. Accordingly, it is proposed that a factor of only 25% of the flood plain area be used in totaling net area for assessment calculations. Areas within tracts that are taken for right-of-way have not been used when calculating total areas to be assessed. See Exhibit C. H. PRELIMINARY ASSESSMENTS Total preliminary assessments, property identification numbers (Ident Nos), Tax Lot and Tax Map numbers, owners and addresses are illustrated on Attachment 11 (Preliminary Assessment Roll). Assessment calculations are shown on Attachment 11 (Proposed Assessments). The cost of extending the 10 inch sanitary sewer to serve properties No. 5 and No. 6 will be assessed directly to these properties on a square foot basis. No other assessments are proposed for sanitary sewers except for manhole adjustment costs. Costs for assessment purposes will be as follow: Sanitary sewer extension to serve properties No. 5 and No. 6 $ 37,100 All other construction $4,071,900 Right-of-Way Acquisition $ 829,500 Spur Elimination Agreement $ 50,000 Interest and Costs for Interim Financing (4.5%) $ 170,000 Total Costs to be Assessed $5,158,500 6 I. IMPORTANT and SIGNIFICANT ISSUES a. Elimination of Pond and Wetland and Buffer Miti ag tion Elimination of the roan-made pond will require a comprehensive plan amendment. It is believed that this will receive routine approval inasmuch as the pond area will be replaced by restoration of the original stream and planned wetland mitigation will enhance the area. Application and permits related to wetlands will have to be processed through the Division of State Lands, Corps of Engineers (DSL/CE) and Washington County WES. b. Storm Drainage and Water Quality Improvements Storm drainage and water quality improvements will require review and approval by Water Environment Services (WES). C. Signalization and Connection at Hall Blvd. Approval of the Wall Street connection to Hall Blvd. and signalization of the intersection will require application and approval from ODOT. ODOT may also require interconnect with existing signals on Hall Blvd. at Burnham and McDonald. The proposed Wall Street connection to Hall Blvd. does not meet ODOT spacing requirements. An exception to the requirements will be required and is expected to be approved. See Attachment 4. d. At-Grade Railroad Crossing Meetings and correspondence with ODOT Rail and Portland & Western Railroad have not been positive. Although a formal permit application with ODOT has not gone through the process a preliminary application has been reviewed by ODOT with a less-than-encouraging response, but included in the statement "No decision has been reached and no staff position has been formulated at this time." (See Attachment 5). Indications from meetings, memorandums, etc. indicate it's questionable whether a new railroad crossing would be approved by ODOT. Portland & Western Railroad representatives indicate they would vigorously fight such a proposal. Best judgment at this time is that the application would be initially denied and the City would be looking at an appeal process. See Attachment 5. There have been discussions of an elevated crossing or an undercrossing to avoid objections of ODOT and PNWR. The track is elevated approximately I Oft. above adjacent ground. Adding 23ft. required clearance and a minimum beam depth of 4ft. totals 37ft. of grade differential. At 5%, this equals to approximately 740ft. of structure or fill roadway on one side, stretching to the Fanno Creek Bridge and creating access problems on both sides of the tracks and perhaps requirements for frontage roads. Costs would be in the range of many millions, five or more. There were also discussions of an undercrossing. Similar grade and cost issues 7 are involved along with the problem of facilities being constructed below the flood plain. e. Bridge Across Fanno Creek Initial thoughts were that a bridge span crossing Fanno Creek could be similar in length to recent replacement bridges that have been constructed across Fanno Creek. However, findings are that a new bridge (not a replacement bridge) would have to span the total floodway width (320ft), greatly increasing the cost of the bridge. There has been discussion of petitioning the Federal Emergency Management Agency (FEMA) with an analysis and plan for reducing the floodway width and therefore enabling shortening of the bridge span. 1 Rough estimates of costs involved in an application process to FEMA are $20,000 for expansion of survey data, $25,000 for modeling, analysis, mapping, notification of impacts, etc. and perhaps $5,000 for FEMA fees, a total in the range of $51,000. Indications are that the process at FEMA would take not less than one year, after the receipt of the application, and there is no assurance the effort would be successful. However, additional research is being conducted to better evaluate the FEMA process. The Conceptual Report for Fanno Creek (Wall Street) Bridge, Attachment 7, discusses the bridge construction, hydraulic investigation and the FEMA process, 1 and also includes a preliminary bridge design illustration along with construction cost breakdowns. The estimated construction costs for the 320ft. bridge is $1,156,650. Even if a FEMA process were successful, it's unlikely the width could be shortened to less than, say 240ft. Cost reduction would not be linear. A 240ft. bridge might cost, say $900,000, still a substantial cost item. J. NEIGHBORHOOD MEETINGS (None held to date) K. STATUS RECOMMENDATIONS and SUMMARY 1. Status a. Sensitive lands reviews, applications and permits with the Division of State Lands (DSL), the Corps of Engineers and Washington County WES are in the process for the first 425ft. of Wall Street. The magnitude of such additional permitting requirements for the entire LID will be evident from that process. 8 b. The Application for State Highway Approach (Wall Street to Hall Blvd.) has been submitted to ODOT along with justification for the proposed signalization of the Hall Blvd./Wall Street intersection. An additional signals progression study was required by ODOT and has been submitted. Resulting ODOT requirements will be discussed in the Preliminary Engineer's Report. C. One of the sensitive lands issues is removal of the man-made pond that occurs within the first 425ft. section of Wall Street. Restoration of the original stream is proposed along with appropriate wetland mitigation. The pond is recognized in the comprehensive plan as a significant wetland and its removal requires a comprehensive plan amendment. The amendment procedure is in process. d. Assessments against property are allowed to be bonded up to an amount equal to the assessed valuation of the property less any outstanding assessments. Attachment 11 (Preliminary Assessment Roll) indicates that all the estimated preliminary assessments are well within their bonding capacity. 2. Recommendations a. Continuing discussions should be held with the one owner in opposition to the spur track removal. Estimates at taking costs, including the possibility of condemnation should be developed. b. Process a formal application to ODOT for the railroad at-grade crossing. C. The heavy majority of right-of-way acquisition involves parties seeking the formation of the LID. This would suggest that estimates of right-of- way taking costs for the Preliminary Engineer's Report could be made from current assessed valuations. Formal appraisals could wait until formation of the LID. r d. If pending research into the FEMA process suggests a study and application to reduce the effective floodway width of Fanno Creek at the j ' proposed bridge location, would be monetarily effective in reduction of the p bridge length, then proceed with such study and application. U 9 3. Summary A large majority of property owners have pursued the formation of an LID to construct this project. If the salient issues discussed can be sufficiently addressed and if no other substantial issues arise, the City should call for the Preliminary Engineer's Report and move forward with formation of the LID. Respectively Submitted, -0 Martin J. DeH P.E., P.L.S. Exp. 72/37/03 Ep PRO ~~y~ "~1iG I N S/0 \ i ~ 4''11 \ i A o GON / 14, ~y0 .PPCO < //y J pew i I 10 w .f PUE 1 R, V R, W _ _ _ SW HALL L lr~_ - It as' g' r, as, ~ as, f, a, a1, 1 's PART OF I ~I a' 0' I ' I I' a' 1 1 I. T..01 I r rwn Signalized R 200 R !oo R 600 v I a, intersection 3.34 AC 3,34 AC 4'38 AC ax xsz 15X R J00 I slu,F l~ 6,10 AC - Qr6 a L,,tw - $Id a• AC Sid d0of afal Ha rza r awt JIC-0' r00 rz' 0** 1•-0' root ' fit 1 TC = -O.IS' tK R kta 690 E I Ialpha4 0.20 Ac , xbO 0~~ Cad" WALL STREET TYPICAL SECTION ' GENERAL PIPE I R~r PUE a3' 7C as a, g'-y~ FgNN p~ I ba eI gs' a' a' gs' d9 8p- - ta'-~--1e as End a' Ir Ir a' ~C Hke'~`Ivw fiver 8b eF tea I i~ w+. ma oy ~I Ya E yo / ~ I 29 zx 0e ao / , I z__s,x zsxs - ~ 3.1 (1 o Su..ak 6 r6 d fLflx - . fd 6' AC et 09 NC 1101 ~fw N0.116 12' tick.)/I'-a'roct 11' hiaF 1'-0' rock / TC f200 < S`T Q~/R faa TC Covoc = r< s r, reau"'d0'f 26.31 AC R 6.32 AC 1201 a",ah, caer. WALL STREET TYPICAL SECTION 00o'( AT RAILROAD \ >z 1202 STREET LIGHT c SPUR TRACK 9.18 AC R/w I Rn TO BE REMOVED 70' 0.5, \ a. 0.3' . g' L terR 800 1 „ = 250' C g n' 1r a' 24.37 AC Ir Bkv HCar r-T a \ D tai. tans' tan. twa r2x7ax 2.7U_, 2X J EXHIBIT A GENERAL STREET ALIGNMENT 6kr7/ dkk TYPICAL SECTIONS, BRIDGE, LIGHTING, UNDERGROUND TCUTILITIES AND RAILROAD WALL STREET TYPICAL' SECTION CROSSING. AT BRIDGE VIEX6* WATER I ° 1 T- ..-PART OF 1 A 200 fX 12" WATER a 600 Ii 0 W 0 J,J4 AC >z I00 4.J8 AC 71 I I J,34 AC I / ( I / 300 6,10 A I I `FLOOD PLAIN 1 ¢ / WATER QUALITY I FACILI R 690 / ' I I I x 1~ 8E I 0.2b AC I WETLAND` I FAN~~ ( e/ ° No I pd B~d9 is G i _/00 YR / Bey e r7-i 4 FLOOD PLAIN \~Soe bevy \ I I WATER QUALITY WETLAND ~Ic 0 0``p9 / FACILITY Ada OQe~ / rL 1200 26.J2 AC R 1201 / 6.J2 AC I 401, \ I \ rL 1202 9.78 AC p" I I / TL 1100, 7L 800 13.11 AC 24,J7 AC ` \l 1 = 250' / I ► At / \ \ EX 8" WATER EXHIBIT B STORM DRAIN, SANITARY SEWER, EX 12" WATER WATER AND WETLANDS. i t I I ID TAX LOT ARV !M(Sf) AREA (SF) ARfA (Sr) NUMBER NUMBER a c d J 1 0 1 100 74,675 60,697 10,119 SW HALL BC _ _ 2 100 65,046 50,089 5,475 24,880 - J J00 147,OJO 105,634 12,614 4J7 x ' $ (D ® ( 4 1200 797,202 J11,054 JJ,048 5,195 n Port of A WO 5 1100 541,831 - JJ597 307 tkp 1S 12W' 1 , " " h q \ Mop iSSW Hag ~ 6 800 1,012,405 - 49,152 - ' g R lortdsr 4 41 h'` I h N I ( 13115 8W.. - - I g h rgae a, 9nTJ 7 1201 6,017 I 13700 SW HoA y n p a 4i,^ 4y I 100 YR 8 1201 242,460 J2, 8J9 aw. o p a t~ ; 'F( LIZ I.JC k fiord Or. 9.7 Aa 223 - - S M 1166,937 600 91,001 99,714 r, 1, f 0 I 8an 8,712 I $249,744~ry4~ \ / / 10 690 - - - / I 10 I 1 / I I ~ \ / - ~ ~s (DENI1FiCA710N NUMBER ` t •L ` ASSESSABLE ARfA OUTSIDE FLOOD PLAN N— 'L;' ®eO ASSESSABLE AREA INSIDE 8000 PLAIN \ RICNr Of WAY AOUIS177ON OUTSIDE fL00D PLAIN \ \ tee/ A rdrwn P,O. P &x 1s 61811 1 ibr1tHfbnd R/GNr Of WAY AQUIS/TION INSIDE 8 000 PLAIN \ \ \ Or. 97282 a2o Ac \ \ \ \ $J 1 \ \ / / - - LID BOOUNDARY FLOOD PLAIN • . `Jy~ ~ / ` 0 < R 1101 Mop 15 1 f / \ \ \ T fie CO£ Alanulocturing Co., R 1100 Atop 2S 1 I P. 0. Box 510 / OB Painesville. Oh. N077/ \%\,\\X/ \ Fred W. Fields \ Pain Ac \ \ 1149 sw Deronport Portkad, Of 97101 $J49,1 J1 16.32 Ac $1,259,909 R 1101 Mop 1S I I / / ~Q ' / the CO£ Alanulacturinq Co., • , P. 0. Box 510 Pa/nesnlle, Oh 44077 9.78 LID BOUNL14RY / y` . . ' I rt 1100 uop 1S I 1 I Fred W. Fmlds, l u = 250' 1149 SW Do"ww t I © 4 ' PatJavd Or. 97101 / JJ2/ Ac / 1793,145 a Boo Hop ss r r Fred W Files / 1149 SW Darenporf ' Portland, Or. 9710' EXHIBIT C 1$1,481,982 LID BOUNDARY, ASSESSABLE AREAS, RIGHT OF WAY ACQUISITION AREAS AND -LID BOUNDARY TOTAL ASSESSMENTS F _ - I S woo* 1 1 0 E 1 1 1 I 1 AGENDA ITEM # FOR AGENDA OF January 22, 2002 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Preliminary Evaluation of the Proposed Wall Street Local Improvement District PREPARED BY: A.P. Duenas DEPT HEAD OK CITY MGR OK ISSUE BEFORE THE COUNCIL Shall City Council proceed with the process to form a Local Improvement District (LID) for design and construction of the Wall Street Extension from Hunziker Street to Hall Boulevard? STAFF RECOMMENDATION Staff recommends that City Council direct staff to continue with the next step in the LID formation process in accordance with the recommendations of the Preliminary Evaluation Report. INFORMATION SUMMARY One of two new key alternate routes identified in Tigard's recently adopted Transportation System Plan (TSP) 1 is the extension of Wall Street from Hunziker Street to Hall Boulevard. This connection is projected to carry about 5,000 to 7,000 vehicles per day and relieves Hall Boulevard sufficiently to allow that street to function adequately at 3 instead of 5 lanes. This proposed street would allow northbound traffic from south Tigard to bypass Hall Boulevard and proceed directly to Hunziker Street, then north to the Tigard Triangle. One major property owner along the proposed corridor for the Wall Street Extension is interested in forming an LID for construction of the street connection. An Option Agreement executed to purchase property owned by land owner for a proposed New Tigard Library requires the City to pursue formation of an LID for construction of this street. This street would provide access to property which the landowner currently owns and which has no access to either Bali Bwjlevard or Hunziker Street. The attached Preliminary Evaluation Report reviews the feasibility of the LID and makes recommendations for City Council to consider. , The findings of the Preliminary Evaluation Report are as follows: The proposed LID appears feasible despite the numerous major issues that must be resolved. These key issues are listed as follows: J p s Removal of the existing spur track adjacent to the existing access road 9 • Crossing of two main railroad tracks (requires approval by Portland & Western and the Oregon Department J , of Transportation (ODOT) • Obtaining all applicable permits for crossing of Fanno Creek, the flood plain, and adjacent wetlands between the railroad tracks and Hall Boulevard. 0 Acquisition of property for the road improvements • Approval from ODOT for the intersection location and improvements at the Wall Street/Hall Boulevard intersection The alignment shown as Alternative 2 in Exhibit B-2 of the report is the recommended alignment at this point. However, that alignment may shift south on Hall Boulevard if circumstances prove favorable to doing so. The final alignment will be established during the design phase of the project. The recommendations are as follows: • That Council direct staff to proceed with the preparation and submittal of the resolution authorizing preparation of the preliminary engineering report, together with any special instructions that should be included in the resolution • That Council direct the establishment of the funding mechanism for preparation of the report designating the Traffic Impact Fee (TIF) Fund as the funding source OTHER ALTERNATIVES CONSIDERED None. VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY The improvements proposed by this LID meets the Tigard Beyond Tomorrow goal of Improve Traffic Flow by creating an alternative route that bypasses the HalI/Hunziker/Scoffins signals and allows traffic to move directly to Hunziker Street from Hall Boulevard south of City Hall. ATTACHMENT LIST Preliminary Evaluation Report for the Proposed Wall Street LID FISCAL NOTES There are no funds currently allocated for the Preliminary Engineer's Report. The appropriate funding source for preparation of this report is the TIF Fund. If Council agrees with the recommendation to use TIF funds, the ~q resolution directing the preparation of the Preliminary Engineer's Report will include Council direction to ® establish the funding mechanism using the TIF as the funding source. The initial amount needed to continue the process is approximately $325,000. 1:%Citywide\Sum/Preliminary Evaluation of Wall Street LID.doc Preliminary Evaluation Report Formation of a Focal Improvement District for the Wall Street Extension in the City of Tigard BACKGROUND The Wall Street Extension The Oregon Department of Transportation (ODOT) does not have the funding or the intention to address improvements in capacity to Highway 99W or Hall Boulevard in the City of Tigard. For better circulation within the City, alternate routes to bypass Highway 99W and Hall Boulevard must be developed. One of two new key alternate routes identified in Tigard's recently adopted Transportation System Plan (TSP) is the extension of Wall Street from Hunziker Street to Hall Boulevard. This connection is projected to carry about 5,000 to 7,000 vehicles per day and would reduce the level of traffic at two key intersections (Hall/Hunziker and 72nd/Bonita Road). Based on traffic modeling conducted for the draft TSP, this new connector produces adequate capacity at those two intersections and relieves Hall Boulevard sufficiently to allow that street to function adequately at 3 instead of 5 lanes. This proposed street would allow northbound traffic from south Tigard to bypass Hall Boulevard and proceed directly to Hunziker Street, then north to the Tigard Triangle. A proposed future overcrossing of Highway 217 would allow traffic to connect directly from Hunziker to Hampton Street in the Tigard Triangle. Mr. Fred Fields is the owner of several parcels of property through which the proposed street could be constructed. In an Option Agreement (attached as Exhibit A) dated December 18, 2001 for purchase of property needed for a proposed new Tigard Library, the City agreed to consult and reasonably cooperate with Mr. Fields regarding establishment of a road to provide that connection from Hall Boulevard to Hunziker Street, and to proceed with the formation of a local improvement district (LID) to finance construction of the road. In this same Option Agreement, the City agreed to fund the costs of engineering and construction management for the construction of this road. The LID Process The LID process is outlined in Title 13, Chapter 13.04 of the Tigard Municipal Code. The LID Ordinance is in the process of being updated and with the proposed revisions scheduled for Council consideration on January 8, 2002. The proposed revisions to the LID ordinance remove the requirement for a Preliminary Evaluation Report, substituting a staff report by the m City Engineer for that portion of the process. However, the revisions to the LID ordinance W will not take effect until at least 30 days after passage. Hence, the Preliminary Evaluation Report is still part of the process until superceded by the revised ordinance. The process is therefore as follows, assuming positive recommendations to Council and approval by Council to proceed to the next steps in the process: Preliminary Evaluation Report Proposed LID Formation for Wall Street January ) 0, 2002 Page 1 of 8 • Preparation of the Preliminary Evaluation Report (This Report) • Submittal of the report to City Council for discussion and direction • Council adopts a resolution directing staff to prepare the Preliminary Engineer's Report • Approval of the Preliminary Engineer's Report and Council direction to prepare an ordinance forming the LID • Formation of the District by Ordinance • Preparation of final plans and specifications • Construction of the improvements • Determination and levying of assessments Current Situation The existing Wall Street between Hunziker Street and the existing railroad tracks is a paved two-lane road providing access to the buildings on the west side of road. There is an existing railroad spur track parallel to the access road, which runs from the main tracks to serve the properties north of Hunziker. There is no existing road from the railroad tracks to Hall Boulevard. Between the tracks and Hall Boulevard are a flood plain, wetlands, and Fanno Creek. A road constructed to provide a connection from Hunziker Street would have to resolve the following issues: • Removal of the existing spur track adjacent to the existing access road • Crossing of two main railroad tracks • Crossing of Fanno Creek, the flood plain, and adjacent wetlands between the railroad tracks and Hall Boulevard. Status of Land Use Applications A conditional use permit for a temporary use as a dog park on the undeveloped portion of Tax Lot ID#12SIO10001202 may be issued in the future. The application has not yet been submitted, but would probably be submitted in the next few months. The use of this property as a dog park should not adversely affect the formation of the LID. Major Collector Street Requirements The City of Tigard Public Improvement Design Standards call for the following on Major Collectors: Required ROW: 60-80 feet (minimum) Pavement requirement: 44 feet curb to curb (minimum) Sidewalks: 6-foot sidewalks (minimum) Planter Strips: 1.5 feet (minimum) 1 Street Trees: Street trees are required; must be on the approved street tree list Preliminary Evaluation Report Proposed LID Formation for Wall Street January 10, 2002 Page 2 of 8 There is no existing rights-of-way along the proposed corridor for the Wall Street Extension. The required rights-of-way would have to be acquired from the property owners for the project to be constructed. ASSUMPTIONS t This report assumes that the proposed library site remains under the ownership of Mr. Fred Fields and includes the property as part of the LID. This is a worst case scenario because if the library bond issue does not pass and the LID formation proceeds, the properties in the proposed site would be included in the LID. In addition, no contributions from the library bond are included. Should the bond issue pass, the costs can be reduced accordingly. ALTERNATIVES CONSIDERED There are four alternatives considered to provide the connection from Hunziker Street to Hall Boulevard. All four alternatives include a common segment from the railroad tracks to Hunziker. They differ in alignment from the railroad tracks to Hall Boulevard. The alternatives are described as follows and are depicted in the attached drawings labeled Exhibits B-I through B-4: • Alternative 1: Connect Wall Street to Hall Boulevard at O'Mara Street. This alternative works well for traffic circulation, but severely impacts the property as a future library site and creates a situation whereby traffic could increase along O'Mara to the detriment of the surrounding neighborhood. (See Exhibit B-1). The estimated cost for the project (excluding rights-of-way acquisition) is approximately $4.37 million. 0 Alternative 2: Connect Wall Street to Hall Boulevard at the south end of Tax Lot ID# 2S102DD00200. This would include the 20-foot access easement immediately south of this tax lot. This alignment locates the intersection approximately 350 feet south of the Hall/O'Mara intersection. This is not the ideal alignment from the standpoint of intersection spacing and traffic circulation, but moves the street to the south end of the proposed library site and allows for construction of the library and site development as envisioned in the model prepared for the New Tigard Library. A variation to this alternative would be to move the street up to 70 to 80 feet south of the access easement. This variation would require acquisition of rights-of-way from the lot adjacent to the library site, but would allow for better use of the library site for site development and parking. (See Exhibit B-2). The estimated cost for the project (excluding rights-of-way acquisition) is approximately $4.34 million. i • Alternative 3: Connect Wall Street to Hall Boulevard at the south end of Tax ID# 2S I 02DD00300. This alignment is at the south end of property that is not owned by Mr. Fields. The owner of that property has placed the property for sale. This alignment would be ideal from the standpoint of intersection spacing because it places Wall Street approximately 650 feet from O'Mara Street to the north and the same distance from McDonald Street to the south. The disadvantages are that the property is not under the control of Mr. Fields and would require land acquisition from the adjacent property owner to accommodate the street construction. In addition, unless Preliminary Evaluation Report 1 Proposed LID Formation for Wall Street January 10, 2002 Page 3 of 8 the City purchases the entire parcel, development would most likely eventually occur north of the proposed road. This future development may or may not be compatible with the proposed library. Alternatives 3 and 4 are two slightly different variations of the same basic alignment. Alternative 3 begins the curve in the street earlier than Alternative 4 and leaves less of the parcel for development. (See Exhibit B-3). The estimated cost for the project (excluding rights-of-way acquisition) is approximately $4.52 million. • Alternative 4: Connect Wall Street to Hall Boulevard at the south end of Tax ID# 2S102DD00300. This alignment begins the curve towards the railroad tracks later than Alternative 3 and leaves slightly more land available for development north of the road. (See Exhibit B-4). The estimated cost for the project (excluding rights-of- way acquisition) is approximately $4.82 million. The costs for the first three alternatives are basically the same. Alternative 4 is the most expensive at approximately $300,000 more than any of the other alternatives. 1 ISSUES TO BE RESOLVED Some of the major issues that need to be resolved for the successful implementation of the improvements in the proposed LID are: • Removal of the existing spur track adjacent to the existing access road • Crossing of two main railroad tracks (requires approval by Portland & Western and the Oregon Department of Transportation (ODOT) • Obtaining all applicable permits for crossing of Fanno Creek, the flood plain, and adjacent wetlands between the railroad tracks and Hall Boulevard. • Acquisition of property for the road improvements • Approval from ODOT for the intersection location and improvements at the Wall Street/Hall Boulevard intersection RECOMMENDED ALIGNMENT Alternative 2 appears to be the most suitable alignment for the proposed LID. It moves the street to the south end of the proposed new library site and allows development of the library as envisioned in the concept plan and model. Moving the street even further south into the property to the south of the proposed library site would maximize the development potential IL of the new library. An analysis should be performed to determine the cost of acquiring the additional property versus the expected benefits. This analysis should be part of the preliminary engineering report that fixes the final alignment for development of the plans for -t construction. J ESTIMATED COSTS The following are the estimated costs for the Wall Street Extension using the alignment i' described in Alternative 2: Preliminary Evaluation Report e Proposed LID Formation for Wall Street January 10, 2002 Page 4 of 8 Description Estimated Cost Wall Street Extension from Hunziker Street to the $1,150,000 railroad tracks (not including the railroad crossing). This is common to all four alternatives Wall Street from the railroad tracks (including the $3,190,000 crossing and related improvements) to Hall Boulevard Project Subtotal (Improvements only) $4,340,000 Land Acquisition costs for rights-of-way to allow $1,770,000 for construction of the improvements (70 feet in width plus intersection widenings at Hunziker and at Hall. Subtotal Land Acquisition Costs $1,770,000 Total Cost for the LID Project (not including interest $61110,000 on the interim financing) Interest & related costs for Interim Financing (4.5% $940,000 assumed Total Cost for LID Improvements $7,050,000 COSTS FOR THE PRELIMINARY ENGINEERING REPORT PREPARATION The total estimated project cost (excluding land acquisition and interest on the interim financing) is $4,340,000.00. The engineering and construction management costs should be approximately 15% of this, or approximately $650,000.00. The preliminary engineering report needs to include preparation of construction plans and specifications sufficient to provide a detailed cost estimate. Assuming the preliminary engineering report needs to provide plans and specifications up to at least 60% stage, the cost for the preliminary L engineering report preparation should be established at approximately $325,000.00. Because this is a City-initiated LID, the City would have to finance the costs to prepare the Preliminary Engineering Report. EVALUATION OF THE PROPOSED LID Advantages a Exhibit C shows the properties involved and the proposed district boundary based on implementation of Alternative 2, the recommended alignment for the new Wall Street Extension. The properties owned by Mr. Fields constitute slightly over 76% of the benefited Preliminary Evaluation Report Proposed LID Formation for Wall Street January 10, 2002 Page 5 of 8 U properties in the proposed LID. Exhibit D shows the following for each lot: the tax lot number, the owner, the size in square feet, and the percentage of each lot in relation to the aggregate total in square feet of all lots. In addition, it summarizes the lots by ownership and presents the percentages of the total for each owner. The TMC prohibits Council from proceeding with the formation of the district if the property owners owning two-thirds of the land area in the proposed LID remonstrate against the formation of the LID. In this case, successful formation of the LID is assured since landowners in only 24% of the land area can remonstrate against the LID formation. In addition, the owner of Tax Lot ID# 2Sl 02DD00300 has indicated a willingness to participate in the formation of an LID to build a road to which future development on that lot can connect. Mr. Fields has also stated that the new owners of COE Manufacturing have indicated no objections to the proposed LID. This does need to be verified, but if true, would guarantee successful formation of the LID. The willing participation of a major landowner with benefiting properties along the proposed route offers a rare opportunity for construction in the irnmediate future of a major connection that alleviates the traffic congestion at the Hall/Hunziker/Scoffins intersections. This opportunity may not come again, especially if the various parcels are sold resulting in multiple landowners along the proposed route. Disadvantages The existing flood plain, wetlands and Fanno Creek are all obstacles to construction of the new roadway. Permits have to be obtained for the crossings and creek realignment, and wetlands mitigation will be required as part of this process. In addition, approval from Portland & Western and ODOT for new at-grade railroad crossings (two tracks must be crossed) may prove difficult to obtain. Finally, the Local Improvement District formed will have to acquire the rights-of-way needed for the roadway construction. This further adds to the cost of the total overall improvement costs. There is no funding currently available to continue the LID formation process. The most likely primary source of funding for the preliminary engineering report preparation, as well as the engineering and construction management costs, is the Traffic Impact Fee Fund. Because this is not an authorized project under the FY 2001-02 Capital Improvement 4. Program, funding needs to be made available to proceed with the Preliminary Engineering Report initially, followed by engineering design and eventually construction management of the project. There is a risk that expenditures by the City in the formation process my not result in construction of the desired project. The issues to be resolved are serious and may not be resolved in a timely manner. In addition, there is always the possibility that the major land pp owner could withdraw support for the LID at any step in the process. Any costs incurred to 5 that point would be the City's responsibility. On the other hand, the importance of this connection does appear to warrant the effort to move forward towards eventual construction of the project. Preliminary Evaluation Report Proposed LID Formation for Wall Street January 10, 2002 Page 6 of 8 Feasibility of the LID The LID does appear feasible. However, the total costs are relatively high because of the railroad crossings, flood plain, wetlands and creek that lie in the proposed alignment. With land acquisition and interim financing costs factored in, the total LID cost is slightly over $7 million. The value of the properties owned by the owner representing approximately 76% of the benefited properties can be generally estimated at $10 million using a relatively low and conservative $3 per square foot as an average cost of the undeveloped property. It appears that the costs of the LID can be covered by the value of these properties. If the major property owner is still interested in proceeding with the LID (after seeing the 1 anticipated costs involved), the City can continue with the next step in the process to form it. Possible Assessment Methods There are several ways that benefit to the property owners can be determined and assessment proportional to the benefits received can be established. These methods include street frontage, total area owned, or a mixture of both. The actual method or methods of assessment should be developed and recommended to City Council as part of the preliminary engineering report. RECOMMENDATIONS The proposed LID appears feasible despite the numerous major issues that must be resolved. These key issues are reiterated as follows: • Removal of the existing spur track adjacent to the existing access road • Crossing of two main railroad tracks (requires approval by Portland & Western and the Oregon Department of Transportation (ODOT) • Obtaining all applicable permits for crossing of Fanno Creek, the flood plain, and adjacent wetlands between the railroad tracks and Hall Boulevard. • Acquisition of property for the road improvements • Approval from ODOT for the intersection location and improvements at the Wall Street/Hall Boulevard intersection The alignment shown as Alternative 2 in Exhibit B-2 is the recommended alignment at this point. However, that alignment may shift south on Hall Boulevard if circumstances prove L favorable to doing so. The final alignment will be established during the design phase of the y project. The recommendations are as follows: J p°p • That Council direct staff to proceed with the preparation and submittal of the L7 resolution authorizing preparation of the Preliminary Engineer's Report, together with any special instructions that should be included in the resolution • That Council direct the establishment of the funding mechanism for preparation of the report designating the Traffic Impact Fee (TIF) Fund as the funding source Preliminary Evaluation Report Proposed LID Formation for Wall Street January 10, 2002 Page 7 of 8 The appropriate funding source for the Preliminary Engineer's Report is the TIF Fund. However, before the TIF Fund can be designated as that source, the Wall Street Extension has to be added to the Countywide Traffic Impact Fee Base Report as an eligible collector facility. Council approved the Transportation System Plan (TSP) at the meeting on January 8, 2002. The ordinance approving the TSP becomes effective 30 days after that date. Both the addition of Wall Street to the Base Report and the request for use of TIF funds for the Preliminary Engineer's Report have to be approved by the Washington County Coordinating Committee (WCCC). The current practice is for its technical arm, the WCCC Transportation Advisory Committee, to review all such requests and make a recommendation to the WCCC. This could take two to three months, depending upon the meeting schedules for those two bodies. If funding is needed while this process to get TIF funding approval for the project is still underway, internal borrowing from the General Fund in the interim could be authorized. WHAT'S NEXT After considering the Preliminary Evaluation Report, Council may direct staff to terminate work on the proposed district, or continue with the process by adopting a resolution directing staff to prepare a preliminary engineer's report. The resolution, to be prepared by staff for Council adoption, will include any specific instructions resulting from Council's discussion and decisions after reviewing the Preliminary Evaluation Report. It will also include direction from Council on the funding mechanism to be established for preparation of the report. The recommended funding source is the TIF Fund. The costs to prepare the report can be rolled into the overall LID costs. However, because the City has committed to funding the engineering and construction management costs, these costs will be deducted from the overall costs when the LID assessments are computed. The resolution, if directed by Council, would be prepared and submitted to Council at the next available business meeting. The Preliminary Engineer's Report should include the scope of work, location of the proposed improvements, proposed district boundaries, estimated costs, and other information that may be relevant to the feasibility of the improvements and district. The report should recommend approval, approval with conditions, or denial If, based on the Preliminary Engineer's Report, Council decides to proceed with the formation of the LID, Council needs to declare its intention to form the district and proceed with the district formation and construction of improvements in accordance with Chapter 13.04 of the TMC. Attachments: Exhibit A -Option Agreement for purchase of property for a New Tigard Library (Not Included) Exhibit B-1 to B-4 - Alternative alignments for the Wall Street Extension Exhibit C - Proposed district boundary with benefited properties shown Exhibit D - LID Ownership Percentage Analysis 1:\Eng\Gus\Wall Street LIMPreliminary Evaluation Report for Wall Street LID.doc Preliminary Evaluation Report Proposed LID Formation for Wall Street January 10, 2002 Page 8 of 8 mmwmm~ LEGIBILITY STRIP ~ .0 ~ 1~ y, Street Etension % ' rs Alt Wit &VW 1•. .•t ` 1 i -.=1 V rar wall soeet Extension ~tZ~rr•~li(i wwi7~:'~ •r' i., M b9',0 ~-r)~ oog, Exhibit _~1 , , ~I _ •.i`, Spin.-x 'Y ~r ~ . q p 3..x33'- rrr•~•r• • • v • • \ \ I SO 1". Wall Stree,X' Extension / :I I • lG *30 ACRES ~i. `1 O NA coc mANUrAM r'~ i -i , ! . % ' 96 ACRES N 2J.37 ACRES . '1` of i ' ~ ~ ~\O 17fL05, /7PED IK 1340 ACRES s, - ~ Alternative 3 3 ACRES a `f ..f ; r. ..r..~ •`Exhibit B-3 t. .z• U f ! i 26.62 ACRES , ~ ® ® ® ® ® ~ ® ® see ® ~ ® Ap y. Wali,.Etroot Extension 1, • ; ca Alternative 4 96 ACRES +1•:.4~, ~ R7rCARD-~1(/.~ClT.tdl` :>p ` ♦ / _ _ l\~SG/Oprd/STRrCT~ ` ' d t~ ACRfS " t~ ♦ ' ACRM 1140 AC CS f M= FA tE_. .,d Mr, ♦ 41 ACRES ° W. L( ` Exhibit B-4 + rA4 /4 FRED i:a:, ♦ ' • i IMiI III , 'f - , , Y.+•'...1+.. _ . '+I. rani •.,,7 'ye.,.r.;,t -v. ~J`., + MOS. MO W. 2162 AOICS f. 1 /fr••~7 j a.. 111 f I { _ :i ~ • .I t .l pl f t'. ~ ~ 1-. =i•a P: ~ ~l~:i.' 'ill.~y ~j+P~ty' If !':i..t ♦ ~ at1!1~ Tj~~ 'r 'J•SY i~i``'` t~•-,r11:-5+•: . ;i .r ..1~~ :i j.. •f:~::,s'! {f'T%'b~'~ry, rrr~ r`f 4 + 'T •r~l• :~'r y'tif~ z,'~.Y t.: -VI V t L ! ~i•.;i •''t~Ii. ~ _ ri s~,•r ~ 1~~„ ~41a ..r~,~~•~-r~t• ~t .7;'.~ fit, u .L .i;'Tt,r, `V i 1 4, i•'' Y .~'i/ r ~rp{i+`a 5~ ' t' ~'l.•, j:• ;;~:~a -1i~,J,t~K..;~ R- 4. + pts+~ .•~•''.~3tQC~ ~ _ t 4 i r7 wY1' ~ + Iii" +rjs'V ~Sr•'~,: ya.: r y' ,A~,,'. ry,.' .t ~ •t~ .~I,.a .t*.;,~, 6 1•'-Kt 'h'am ='Y1'. ) t 1ft~ / •y F"•'"' 3 , i:: ;L'.. s~ 'd i., %-!i .`~L~'! ~....~1` t.7. F j ~r T { .r~ +`.:-~ytV ','k'~. YhUC j •1 V•j >vi' ~'A - 1.41: ~ :'a~; * "'~.C{ • \s., 17 ? Vl, t'• i YlX`,. 72. .ri 1,7 ' .i~ • -~{l~„' ' M i;.''~('i a,f.~.Ei9it: 1E'a•i x',1,~. t ; ` { 7 1 Y tit ♦,r •r'~r, t+.~ 5.1~,.Yi:: -n SI, ~{i~1•r~S~bx ~~•..i" r~.y~~•~'.j~ ryr•~r' .~~i; + r ~l~~ t 1 ~'r~' f Y . ~eMt„'tt/•1'~ ~.7•~'.~ I ,"j 7n ~ {~f •t~~ I' 3• 1'J`i LID Ownership Percentage Analysis Wall Street Extension LID Tax Lot Ownership Taxlot ID Owner Area Sq ft Acres 2S1010001201 COE MANUFACTURING CO, THE 303,170.8 6.32 2S1010001202 COE MANUFACTURING COMPANY 448,877.9 9.78 2S1010001100 FIELDS, FRED W 583,516.6 13.21 251010000800 FIELDS, FRED W 1,017,969.0 24.37 2S1010001200 FIELDS, FRED W 1,116,072.0 26.32 2S102DD00100 FIELDS, FRED W 145,096.3 3.37 2S102DD00200 FIELDS, FRED W 143,962.2 3.37 2S102DA00600 FIELDS, FRED W 351,382.2 8.03 2S102DD00300 ZANDER. DENELL D 263,051.8 6.16 Summary By Percentages Owner Area Sq ft Percentage FIELDS, FRED W 3,357,998.2 76.8% COE MANUFACTURING CO, THE 752,048.7 17.2% ZANDER, DENELL D 263,051.8 6.0% Total Area (Square Feet) 4.373.098.7 100.0% r4 >f i i i ' Exhibit D A 1 1 1 1 t e Igloo CITY OF TICARD, OREGON RESOLUTION NO. 02- / / A RESOLUTION DIRECTING THE ENGINEERING STAFF TO PREPARE A PRELIMINARY ENGINEER'S REPORT FOR THE PROPOSED WALL STREET LOCAL IMPROVEMENT DISTRICT AND DIRECTING THE ESTABLISHMENT OF A FUNDING MECHANISM FOR THE PREPARATION OF THE REPORT. WHEREAS, one of two new key alternate routes identified in Tigard's Transportation System Plan (TSP) is the extension of Wall Street from Hunziker Street to Hall Boulevard; and WHEREAS, this new route is projected to carry up to 7,000 vehicles per day and relieve Hall Boulevard sufficiently to allow that street to function adequately at 3 instead of 5 lanes; and WHEREAS, one major property owner along the proposed corridor for the road project is interested in forming a Local Improvement District (LID) for construction of the new connector road; and WHEREAS, an Option Agreement executed to purchase property from this land owner for the proposed new Tigard Library requires the City to pursue formation of an LID for construction of the street; and WHEREAS, the City agreed in that Option Agreement to provide the funding for the engineering and rnnctniction management of the L© improvements; and WHEREAS, the Engineering staff prepared a Preliminary Evaluation Report which was submitted to City Council for discussion and direction during the meeting on January 22, 2002; and WHEREAS, the Preliminary Evaluation Report determined that the proposed LID appears feasible, despite various major issues that need resolution, and recommended that City Cuunuil take the next step in the LID formation process by authorizing the preparation of a Preliminary Engineer's Report; and WHEREAS, the Preliminary Evaluation Report recognized that there is no funding currently available to move ahead with the project and recommended that City Council direct the establishment of that funding mechanism designating the Traffic Impact Fee (T1F) Fund as the funding source; and WHEREAS, City Council discussed the proposed LID and indicated that the LID boundary and improvements to be constructed by the LID are satisfactory as submitted; and i WHEREAS, City Council has directed staff to prepare a resolution authorizing preparation of a Preliminary Engineer's Report and submit that resolution for adoption at the next Council business meeting. RESOLUTION NO.02-~I Page I NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that: SECTION I : The Engineering staff' is directed to proceed with preparation of Preliminary Engineer's Report for the proposed LID in accordance with the proposed LID boundary and improvements as described in the Preliminary Evaluation Report. SECTION 2: The Preliminary Engineer's Report should include the scope of work, location of the prnposed improvements, proposed district boundaries, estimated costs, proposed assessment methods, and other information that may be relevant to the feasibility of the improvements and district. The report should recommend approval, approval with conditions, or denial. SECTION 3: The City of Tigard shall provide the funding for preparation of the Preliminary Engineer's Report. The initial amount needed to prepare the report and continue with the LID formation process is approximately $325,000. SECTION 4: The City staff is directed to establish the funding mechanism in that amount for the engineering work using the TIF as a funding source. Any budget adjustments requiring Council action and necessary for the establishment of the project funding shall be brought to Council for appropriate action. EFFECTIVE DATE: This Resolution shall be effective immediately. PASSED: This /off r-01 dayof p-&4CL , 2002. 9® yor - City o Tigard ATTEST: a City Recorder - City of Tigard i i i 1-A0,YM&\R.XReso1ution Di mting PreliminaryEngineer's Report fa Wa11 Street LID RESOLUTION NO. 02-J, Page 2 .'y`~ a _~t DKS Associates 1400 SW Avenue, Suite 500 Portland. OR 97201 Phone (503) 243-3500 Fax. (503) 243.1934 MEMORANDUM TO: Gus Duenas, City of Tigard Laurie Nicholson, City of Tigard FROM: R. S. McCourt, P.E. DATE: September 6, 2000 SUBJECT: Tigard TSP - Linkages between Hall, Hunziker and Dartmouth P99161 Several circulation alternatives were tested in the area between downtown Tigard and the Tigard Triar_gle. This memo summarizes the findings of analyzing these alternatives and the basis for the recommendations that are found in the draft Tigard Transportation System Plan. A general description is provided for each of the alternatives, outlining performance. Today the downtown area of Tigard and the Tiard Triangle are linked together via two overcrossings of ORE 217 (ORE 99W and 72 Avenue/Hunziker). Because of the lack of connections. between the Tigard Triangle and downtown Tigard, local circulation is constrained since local circulation must utilize the same routes that access regional routes (ORE 217 and ORE 99W). ORE 99W is by far the most direct route; however it is heavily traveled with extensive peas: queuing, serving regional traffic. Lack of capacity along ORE 99W is a key issue. 72nd Avenue is less traveled but is somewhat out of direction to reach downtown and can become congested near ORE 217. Because of these issues, one alternative that has arisen over the past ten years is an additional overcrossing of ORE 217 between ORE 99W and 72"d Avenue. It is one of several alterna.tilles (hat were tested to address roadway capacity needs in this area. There were five basic alternatives considered (Figure l) - A) new overcrossing of ORE 217; B) new overcrossing with Bp access to ORE 217; C) widen existing roadways; D) new overcrossing between Hunziker and Hampton; and E) local linkages north and south of ORE 217 (Hunziker to Hall, Atlanta fA extension). _r ' Each of the general concepts were tested utilizing the regional travel demand forecasting model to eva:uate the level of traffic that would be attracted to the new route(s). The benefit of eacl) W ' alternative in reducing traffic on key routes which are over or near capacity in the future was determined. Generally, as a rule of thumb, overcrossings need to carry 10,000 to 20,000 vehicles per day and roadway connections about 4,000 to 8,000 vehicles per day to produce adequate benefits to justify their consideration. Table I summarizes the first screening of the options ~~~sraaa~ ra ~ to sir 1 DKS Associates ill, G T SCALE cmr o~ ncaRo Transportation 217 Systems Plan I PFAFFLE ST legend i c E r - aT6 ST HAINES ST OPTION (@ • Now Roc ly we., Dmmm g o ~ Ne++ InUrCange i o gRTMOUr ©RoaoK,y wderxd 99W ~ O . New Demo soq i ^ O • New RoM~y % B l/ ® • Number Of Ltnes to Wden P ti 1> 5 ®•future Siyw P t Remora Sgmf PJ D HAMPTON E Q P~ p~ _ ~oo • r r ~ ~ 1 Figure 1 EAST TIGARD CIRCULATION OPTIONS ® ® ® ® ® ® ® ® ® ® ® ® ® ® ® ® ® ® ® MEMORANDUM September 5, 2000 Page 2 of 7 Table 1 Summary of Initial Screening of Circulation Options Option Description Issues A A New overcrossing of ORE 217 from The potential alignment between the Costco ' Dartmouth to Hunziker and shopping area to the east is not incorporated in any plans. The area between the two sites is a wetland and would require the alignment to impact one of the sites. If Screening Outcome: Significant one of the existing property driveways is not impacts are a major issue, resulting used for the alignment, then inadequate access in expensive project - consider spacing would result on Dartmouth. South of circulation benefits to determine if OP.E 217 would require the acquisition of one benefits exceed significant cost parcel and building before intersecting with Hunziker. Because the alignment that reduces impacts to adjacent properties is almost entirely in wetland area - only two options exist: 1) expensive bridged structure for the entire length - nearly 2,300 feet; or 2) significant impact to ROW of adjacent property holders (very expensive). B New overcrossing of ORE 217 with The space between the ORE 99W and 72 new freeway access Avenue interchanges is 1,200 to 1,500 feet. The ODOT standard for urban freeways is 3 miles (15,000 feet). A new interchange between ORE 99W and 72nd Avenue would Screening Outcome: Drop this have only a few hundred feet between specific option from further adjacent interchanges, requiring braided consideration due to the resulting ramps (a total of four at a cost of about $15 severe impact to public safety or million each) to mitigate the unsafe spacing unreasonable cost. Preserve the created by the new overcrossing. With costs option for an HOV only ramp in well over $50 million, this alternative would the future - beyond 20 year not be considered feasible. It may be possible planning horizon. to use the new ramps only for High Occupancy Vehicle (HOV) access to ORE 217 if HOV lanes provided on ORE 217 C Widen existing roadways While right-of-way acquisition would be significant along ORE 99W for seven lanes, Screening Outcome: Consider ROW on 72nd Avenue could be dedicated further. with development over time. Business impacts would be significant on ORE 99W. No major environmental issues with widenin s. MEMORANDUM September 5, 2000 Pagc 3 of 7 Table I Summar of Initial Screening of Circulation O tions D New overcrossing of ORE 217 1) This improvement was originally between Hunziker and Hampton considered in the ORE- 217 upgrading in ~ 1989. The linkage has minor ROW impacts compared to other options Screening Outcome: Consider (mostly in ODOT ROW). No major 1 further. environmental issues. Because of the short spacing between Hampton and ORE 217 northbound off-ramp - this option would likely require relocation of the northbound ORE 217 ramps from 72nd Avenue to 68d''Parkway. This would 1 result in only two traffic signals where four are present today on 72"d Avenue, improving operation. The 68i' ramp would have ROW impacts (through a parking lot) and a drainage crossing. This link will require ROW to be acquired on the old Lewis Elementary school site. Other than the overcrossing itself, there are few impacts of this linkage. The eastern most part of Hunziker would be 1 converted to a cul-de-sac. E Local Circulation improvements: 1) Wall Street is a local industrial roadway 1) Hunziker to Hall link via Wall St. between Hunziker and the railroad tracks. Extending Wall Street south toward Hall will require crossing of the railroad tracks (new crossings are difficult to obtain) and wetland areas of Fanno Creek. Few alignments between Hunziker and Hall can be developed without significant impacts. The exception is an alignment utilizing the existing Wall Street extending to the intersection of HaIVO'Mara. This alignment has the least impacts and provides adequate spacing between existing intersections. Alignments to the south or north would have greater impact in the wetland areas. It also has the least impact on properties n the area, aligning with property lines. 1 A`. 1M MI:MORANDl September 5, 2000 Pagc 4 of 7 'rabic I Summar of Initial Screening of Circulation Options 2)Atlanta extension to Dartmouth 2) This link crosses a sensitive area cast of 72nd Avenue. Because the land between T 72nd and Dartmouth is developed, any roadway would impact sites, would require some acquisition and/or impact Screening Outcome: Consider adjacent wetland areas. The recent further Babys-R-Us site provides an example of the difficulty. The intersection on Dartmouth would also be an issue since the Costco driveway would be about the only possible location that would be safe for access due to spacing constraints. TESTING OF PERFORMANCE Each of the concepts were tested to determine the forecasted motor vehicle volume and the volume reduction on key congested routes. The overcrossing of ORE 217 (Option A) attracts less than 5,000 vehicles per day by itself. Because it cannot mitigate the problems at 72"d/Hampton and ORE 217 - the Hunziker to Hampton crossing is also needed. The ORE 217 overcrossing between Dartmouth and Hunziker has little benefit on 72"d Avenue and ORE 99W (only about 1,500 vehicles per day reduction each) and virtually no reduction elsewhere. It adds about 2000 vehicles a day to the Wall Street link between Hunziker and Hall. Most of the traffic benefits of the overcrossing are produced with the Hunziker to Hampton overcrossing and the Dartmouth to Hunziker overcrossing has limited additional benefit. Unfortunately, ORE 99W still requires mitigation with or without the overcrossing. Because of the low beneficial impact to ORE 99W and 72"d Avenue, this option was rejected. One option where this overcrossing may be desirable in the future would be where ramp metering is fully operational and improvements to ORE 217 include a High Occupancy Toll (HOT) or High Occupancy Vehicle (HOV) lane alternative where direct connections to ORE 99W are desired. The Dartmouth to Hunziker overcrossing could provide access to the Tigard Triangle and ORE 99W area via drop in ramps. Therefore, a potential alignment should be preserved for future consideration (where the alignment would go through parking lots). However, the overcrossing is not part of the street improvement plan for the next 20 years in the TSP. ~ Option C of widening ORE 99W (seven lanes) and 72"d Avenue (five lanes) are necessary in the 3 Tigard Triangle area to preserve adequate capacity in the future. Between I-5 and ORE 217, the widening of Pacific Highway (ORE 99W) is the only option that produces adequate intersection tt ' level of service. There are no parallel routes or alternatives that address the capacity needs on J this segment. On 72nd Avenue, development in the Tigard Triangle creates significant future demand that cannot be addressed by a three lane roadway. In the future the segment between Dartmouth and ORE 217, extending south to Durham Road is over capacity without additional 1 MEMORANDUM Scptcmbcr 5, 2000 Pagc 5 of 7 capacity (this is even more the case if the 1-5 improvements identified in the TSP are not completed). Because of the capacity deficiencies, these improvements are necessary to meet future needs in the Tigard Triangle area. A sensitivity test was conducted on both ORE 99W and 72nd Avenue without widening and with the overcrossing of ORE 217 between Dartmouth and r Hunziker. The outcome was somewhat less traffic on both routes, but not enough of a reduction to alleviate the need for widening of ORE 99W and 72"d Avenue to relieve capacity deficiency on either route. Based upon these findings, the widening of ORE 99W and 72"d Avenue were recommended in the TSP. Option D includes the Hunziker to Hampton overcrossing of ORE 217. This overcrossing tames over 14,000 vehicles per day and combined with Option C improvements produces adequate level of service performance in the future. This improves circulation and capacity, while carrying nearly three times more traffic than the overcrossing between Dartmouth and Hunziker over ORE 217. The realignment of Hunziker to Hampton at 72"d is may be required to 1 resolve the tight spacing of four traffic signals in the vicinity of ORE 217 which would be nearly non-functional due to queuing with a five lane 72"d Avenue. The Dartmouth to Hunziker overcrossing was tested various ways (linking to Hunziker, to Hall, to Walnut, to Bonita) and in no case was the volume of the Dartmouth/Hunziker overcrossing ever greater than that forecast for the Hampton/Hunziker overcrossing. Based upon these findings, the Hampton/Hunziker overcrossing was a recommended improvement in the TSP. Option E tested the performance of a few local circulation improvements in the east Tigard area - Atlanta Street extension and Wall Street extension. By extending Atlanta Street from Haines Street to 72"d Avenue and fiuther south to Dartmouth Street, a new link into the center of the Tigard Triangle could be created linking to the I-5 northbound ramps at Haines. This link was tested with and without the Dartmouth to Hunziker overcrossing of ORE 217 and with and without the segment between 72"d and Dartmouth as well as with and without widening of ORE 99W and 72i4 Avenue. The outcome ofall'the various tests indicates that the segment with the highest use was the linkage between 68d'Maines and 72"d Avenue (over 12,000 vehicles per day (vpd) in the future). This segment eliminates the future need to widen Dartmouth Street east of 72"d Avenue. Without the Atlanta Street extension to 72"d Avenue, Dartmouth would need to be widened to five lanes. The segment between 72"d Avenue and Dartmouth also carried significant traffic in the future (less than 10,000 vpd) if ORE 99W and 72"d are not widened. However, this segment does not relieve the need to add capacity on ORE 99W or Dartmouth and with ORE 99W and 72"d widened it only carries 2,000 vpd (as compared to the segment to the east that tames 12,000 vpd whether or not widenings occur). Because of these findings and the complexities of the alignment (wetlands and developed lands) the segment between 72"d and a Darthmouth was not recommended in TSP. The segment between 68'h and 72"d was a recommended in the TSP and additionally, it was recommended that parking lot connections/common access or a local/private street be developed through the redevelopment/ land use approval process as a backage connection to ORE 99W between Dartmouth and 72"d instead. MEMORANDUM September 5, 2000 ® Pagc 6 of 7 'file Wall Street extension was also tested under various scenarios (with and without Dart mouthAiunziker overcrossing and with and without ORE 99W and 72nd widening). The future forecast on the Wall Street was also tested under various alignments. The most northern alignment carried greater traffic (8,000 to 10,000 vpd in the future) but removed most of the traffic from the Walnut-to-Ash-to-Scoffrns-to-Hunziker link that had adequate capacity. The 1 southern alighnment linking to Bonita/79'h carried the least traffic (3,000 to 7,000 vpd) and the central alignment (linking to O'Mara) would carry about 5,000 to 7,000 vpd. All three linkages reduced the level of traffic at two key intersections (Hall/Hunziker and 72"d/Bonita). This reduction produces adequate capacity at each of this locations which otherwise could not be mitigated without further roadway widening (Hall five lanes). Because of this and the fact that the central alignment produces all the benefits with the least environmental impacts, the central alignment was recommended in the TSP. The specific alignment of the Wall Street extension involves four specific issues to be addressed First, the aligrunent tested utilized the existing Wall Street south of Hunziker and then follows between property lines east of Hall and O'Mara. A small triangular shaped parcel of Metro open space property would be divided by this alignment. This specific alignment was recommended since it produces safe access spacing on Hall Boulevard that could not be obtained without going south to McDonald or the City Hall driveway (which would both have much more significant wetland and property impacts). Second, the crossing of the railroad would represent a new crossing (as would the Walnut/Ash crossing recommended in the TSP further to the west). These connections provide necessary capacity and east-west connectivity which is lacking in Tigard. Without the railroad crossing, additional traffic would be forced to ORE 99W, Hall Boulevard and 72"d Avenue where capacity is not available (resulting in further widening of these facilities). Each of these crossings could be controlled by automatic gates. While the railroad generally opposes additional crossings (due to greater exposure), the public facilities and safety of Tigard's motor vehicle system is enhanced significantly by these additional crossings. The City may work with the railroad regarding other crossings in the city that can be closed in exchange for the new crossings (Dakota Street). The volume of traffic in the future on these crossings would not warrant grade separation (particularly the dowptown crossing at Ash - where 'here would not be room for grades to get over the railroad). The future volumes of traffic on these crossings (12,000 vpd for Walnut/Ash L and 5,000 vpd for Wall Street) could safely be designed with gates and medians, not requiring X overcrossings. The highest volume crossing of the railroad in the area would be Hall Boulevard q (which is an at-grade crossing - if any route required grade separation liall would be the first under consideration). J n The third issue would be the eventual trealmew of O'Mara Street Because of their U ' neighborhood status, both O'Mara Street and Edgewood Street would need to have J I neighborhood traffic management measures installed to minimize the potential for cut-through traffic created by the Wall Street extension 1 MEMORANDUM 1 Scptcmbcr 5. 2000 Page 7 of 7 Finally, the size of the roadway and right-of-way would need to be minimized due the sensitive nature of the wetlands. The TSP recommends for a three lane collector 74 feet and for a two lane 1 collector 60 feet. The TSP also provides a table to consider smaller right-of-way in areas where constraints exist (similar to this case). At the intersections of Hall Boulevard and Hunziker 1 Street, Wall Street would be three lanes wide (with left turning lane). Due to the modest 1 forecasted traffic, a two lane road would be adequate in-between (with properly spaced access points 300 feet or more apart). In the two lane segment, the actual roadway could be as small as 32 feet in between the intersections (two I I foot lanes and two 5 foot bicycle lanes) with curb- 1 tight five foot sidewalks or about 44 feet of right-of-way. As the roadway approaches Hall and Hunziker the right-of-way would widen out to 64 feet with three I 1 foot lanes, two 5 foot bicycle lanes, two 5 foot sidewalks and two 5 foot landscape strips (plus two 6 inch curbs). 1 Figure 2 summarizes the Wall Street alignment and right-of-way. Should you have any questions, please feel free to contact me or Julie Sosnovske. 1 1 X 1PROJECTS%19991P99161 (Tigard TSP)Wall-Hunziker Memo.doc i 1 - 1 1 1 1 1 1 1 DKS Associates I ® CITY OF TiGARD Transportation TO V-AU I 217 Systems Plan s~ y ` Legend \ ~i . ,ec6on Retecenca Pov~1 1 R.OW i hOQ ®.FsmoCree►/~'eCaMlveu I I I y~ C~ ' O "ROW amara St r ~~•i2 Figure 2 WALL STREET ALIGNMENT 1, 5 S r • r a 00 00 orm. ntttnt ® N ~QR ncemustac~oe,Prey116 -s". TIY PR~pC,H ttyiferSCOnGUrrB aDdr1. ® to WNW, Appl•IGA pt~, NAME .1 T~ HIGHW p Lot MaP end t,~idence of to o er lnformatian FIRM ;((en ev ~T A office. 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OF n Do" case this wire aWalUse MNuumber(fanA AdmnistramFee an ADP Fee Race AFFIRMSUNDERPENPROVIDODORUE N 0, LLocal Land Use oftheproPe~ nla TWPa nFIESANO INFORMAT10N e zoning RetWdab~ T L (~1WS THAT ALL OWL GE ECLARES CER ED aWhat ss the current land use ME HE BEST OF HISlHER KN ropartl~ to No THE APP ALICAN TE oR FEDORA NTS ARETO'f 10 thy WOW# if p Yes APPLICABL AND I fgCH Data land use Zoning of the P~ss ease menu on or ® No THIS FORM "What is the proposed Its 'Wing E. uDoes 04property ha atAYierecordede ment(s) p Yes AND COMPLEr .D- tAlr~►'"~~ 'O~'! t a tocopY properties? ® No signature orAPPliLent yes' attach a PI10 have interests in the adjacent ~ © Y 'Yes 85 Do any 1 of the aPpyoanistoNners 'Yes Ta No as Do plhar slreals or roads border this Property? roach Road Partr>it1 a is there an existing ODOT ApP a,4,atton KITTELSON & ASSOCIATES, INC. TRANSPORTATION PLANNING/TRAFFIC ENGINEERING 810 SW ALDER, SUITE 700 PORTLAND, OR 97205 - (503) 228-5230 FAX (503) 273.8169 Project 5506 October 10, 2002 Sam Hunaidi ODOT District 2A 5440 SW Westgate Drive, Suite 350 1 Portland, OR 97221-2414 RE: Wall Street Local Improvement District - Major Deviation Request for a New Public Approach to SW Hall Boulevard - Tigard, Oregon Dear Mr. Hunaidi: Kittelson & Associates, Inc. and DeHaas & Associates, Inc. have been retained by the City of Tigard to facilitate the design and construction of the proposed Wall Street extension in Tigard, I Oregon. The purpose of this letter is to provide the justification necessary for ODOT to approve the extension of Wall Street to intersect with SW Hall Boulevard. Background SW Hall Boulevard is currently an ODOT facility (ODOT Highway 141) and is designated as a District Urban Highway in the 1999 Oregon Highway Plan (OHP). The basic cross section in the vicinity of the proposed Wall Street extension is a two-lane highway consisting of one travel lane in each direction. Sidewalks are provided on the west side and intermittently on the east side of the roadway. The extension of Wall Street from Hunziker Street to SW Hall Boulevard is one of the key alternative routes identified in Tigard's recently adopted Transportation System Plan (TSP). There is currently a lack of east-west roadway connectivity in this portion of Tigard. As a result, C the existing SW Hall Boulevard/SW Hunziker Street and SW 72nd Avenue/SW Bonita Street ? intersections are capacity constrained and have been projected to exceed capacity in the future without the proposed Wall Street extension project. The proposed new route is projected to carry j up to 7,000 vehicles per day. In addition to alleviating traffic at two critical intersections, the I Wall Street extension will reduce vehicle miles traveled and improve transit, bicycle, and r ' pedestrian access within the study area. Earlier this year, the Tigard City Council directed staff to consider a Local Improvement District (LID) to fund the extension of Wall Street. In addition to the proposed extension of Wall Street, the City of Tigard is also in the process of constructing a new library located in the northeast corner of the proposed SW Hall Boulevard/Wall Street intersection. Also, the Fanno Pointe Condominium development is being planned in the southeast corner of the proposed SW Hall Boulevard/Wall Street intersection. These developments, in combination with the proposed Wall H--APMJVIe=O6%ReporWMs1on511etter.doc wall Street L/O Protect l 6506 October 10, 2002 Page. 2 Street intersection, will result in the closure of three existing driveways along the east side of SW Hall Boulevard. To evaluate the new road connection and library development, the City of Tigard retained DKS & Associates to complete a traffic impact study. This study (see Attachment "A") found that the new SW Hall Boulevard/Wall Street intersection would meet signal warrants and could be developed to meet ODOT's mobility and safety standards. Proposed Public Approach The proposed Wall Street connection will be located approximately 365 feet south of the existing SW Hall Boulevard/Omara Street intersection and 205 feet north of the existing SW Hall Boulevard/Regina Lane intersection. There are four private driveways along the east side of SW Hall Boulevard within 500 feet of the proposed Wall Street extension. As mentioned above, three (northerly locations) of the four driveways will be closed as a result of the new Tigard Library and Fanno Pointe Condominium development. Figures 9 and 10 of the DKS traffic impact study shows the existing and future roadway configurations, respectively, along SW Hall Boulevard. As illustrated in Figure 10, the proposed Wall Street/SW Hall Boulevard intersection will be signalized and SW Hall Boulevard will maintain one travel lane in each direction with a new northbound and southbound left-tum lane at Omara Street and Wall Street, respectively. Division 51 Compliance Based on the posted speed and a District Urban Highway classification, the minimum access spacing along SW Hall Boulevard is 500 feet (Table 4 of Oregon Administrative Rule (OAR) Division 51) with a 475-foot minor deviation requirement. Due to the fact that existing private driveways and public roadways are located within 475 feet of the proposed Wall Street extension, the proposed public roadway approach will require a major deviation to the accessing spacing standard. To justify the proposed Wall Street extension, the new public approach was evaluated against the requirements outlined in Division 51 of the OAR 734. The proposed westerly extension of Wall Street to SW Hall Boulevard was reviewed under OAR 734-051-0080 sections 2 through 6 and was evaluated, under the Major Deviation requirements set forth in 734-051-0320 sections 1 through 6. The following text contains a summary of the proposed public approach's compliance with OAR Division 51 (shown in italics). The proposed justification is shown in bold. 734-051-0080 Criteria for Approving an Application for a Public Approach (2) Public Approach. The Department shall approve an Application for an approach for an applicant who applies for a public approach where the subject property has a right of access and the applicant demonstrates that each of the following requirements are met. (a) The public approach can be accommodated or mitigated consistent with the safety of the traveling public pursuant to the criteria in section (3) of this rule and the function of the state highway facility; e Xltle/son 8 Assoc/etes, /nc Portland, Oregon 1 F wa//,5"et LID Pia/ect.-. 5506 Oictober 10, 2002 Page: 3 The public approach can be accommodated consistent with the criteria set forth in section (3) of this rule. Per the DKS traffic impact study, the proposed SW Hall Boulevard/Wall Street intersection is projected to operate at level-of-service (LOS) "C" with a volume-to-capacity ratio of 0.82 during forecast year 2017 weekday p.m. peak hour conditions. (b) The public approach can be accommodated or mitigated consistent with the classification of the highway and the highway segment designation of the state highway facility; A function of a District Urban Highway is to provide access. Three existing deeded accesses along the east side of SW Hall Boulevard will be consolidated with the extension of Wall Street, the construction of the Tigard Library, and the subsequent development of the parcel south of the proposed Wall Street extension. Figure 10 of the DKS traffic impact study reflects the proposed geometry along SW Hall Boulevard between Omara Street and Wall Street. It reflects the addition of sufficient pavement width to develop 105 feet of northbound left-turn storage at Omara Street and 75 feet of southbound left-turn storage at Wall Street. (c) The approach enhances connectivity consistent with adopted comprehensive plans, transportation system plans and corridor plans; The proposed approach provides additional connectivity within this area of Tigard and relieves the congested SW Hall Boulevard/SW Him iker Road and SW Hall Boulevard/SW Bonita Street intersections. The proposed extension is consistent with the adopted City of Tigard comprehensive plan and Transportation System Plan. (d) Those requirements set forth in OAR 734-051-0190 and 734-051-0200 are met or a deviation is approved in accordance with the standards set forth in OAR 734-051- 0320 through 734-051-0350; This approach will require a Major Deviation in accordance with the standards L set forth in OAR 734-51-320 through 734051-350. This letter is intended to outline compliance with those requirements. (e) The approach to the highway is adequate to serve the volume and type of traffic reasonably anticipated to the properties served as set forth in OAR 734-051-0130(4); As described in the DKS traffic impact study, the proposed public road approach is projected to meet the mobility standards contained in the 1999 OBF and accommodate the expected queues under 2017 full build-out conditions. The approach to the highway will be designed to adequately serve the.expected type of traffic. (fl Highway mobility standards as set forth in the 1999 Oregon Highway Plan are met; WM&ASOn A Assoc/ates, /nC Portland, Oregon Wa// Street LID Project,?. 5505 October 10, 2002 Page. 4 As described in the DKS traffic impact study, the SW Hall BoulevardfWall Street intersection is projected to meet highway mobility standards as set forth in the 1999 OHP. (g) The approach to the highway is consistent with an access management plan, as set forth in OAR 734-051-0360(8), for the segment of highway abutting the property, if applicable; There is no adopted access management plan for the study segment of SW Hall Boulevard. (h) A public approach that either is or may be signalized is spaced such that it adheres to the criteria as set forth in OAR 734-020-0400 through 734-020-0500, and The SW Hall BoulevardfWall Street intersection will be signalized as part of the Wall Street LID project. The DKS traffic impact study indicates that the intersection is projected to meet multiple NIMCD signal warrants under year 2005 conditions. As stated in Division 20 of OAR 734, the purpose of sections 400 through 500 is to establish the process for consideration and approval for installation of traffic signals. These sections describe the need for approval from the State Traffic Engineer, the importance of meeting MUTCD signal warrants, and the conditions requiring a signal progression analysis. This proposed approach complies with the requirements described in these sections. (i) The Permit to Operate, Maintain and Use an Approach must be issued to the local jurisdiction. The City of Tigard is the local jurisdiction. A completed Application for State Highway Approach is attached (see Attachment `B"). The proposed extension of Wall Street will be constructed to City standards. (3) Safety Criteria. For the purposes of sections (1) and (2) of this rule, the factors considered when evaluating the safety of the traveling public for both the highway and the approach include, but are not limited to. (a) Roadway character, such as classification, number of lanes, capacity, median treatment, and tra,,lc controls; As part of the proposed Wall Street LID project, the following improvements will be implemented to enhance tl a safety of the traveling public: (1) a new traffic signal, (2) a new southbound and northbound left-turn lane, and (3) the consolidation of three private driveways. These improvements are forecast to safely accommodate projected year 2017 traffic volumes. (b) Traffic character, such as speed, crash history, existing and projected volume, vehicle 1 types, pedestrians, site circulation and peak hour character; The DKS traffic impact study contains a comprehensive vehicle collision history along SW Hall Boulevard in this area. The proposed geometric and ,traffic improvements along SW Hall Boulevard associated with this new access will be /Otte/son Q Assoc/ales, /nc. Portland, Oregon Wall Street LID Project A 5506 October 10, 2002 Page. 5 designed to accommodate the prevailing conditions, including vehicle speeds, pedestrians, and bicycles. (c) Geometric character, such as topography, horizontal curves, vertical curves, stopping sight distance, intersection sight distance, clear zone, and right of way; and The topography of the site vicinity is relatively flat. The proposed intersection is located in a tangent section of SW Ball Boulevard, allowing for adequate sight distance in both directions. The clear zone consists of curbs adjacent to paved shoulder/bicycle lanes. The intersection will be designed to all appropriate design standards and should not impact the clear zone. The right of way width along the site frontage allows full width lanes in the site vicinity. (d) Environmental character, such as urban, rural, timber, wetland, drainage and 1 snowplowing needs. The roadway is located within a suburban area. The additional drainage associated with the proposed improvements will be mitigated consistent with ODOT requirements. The site area does not receive significant snowfall. The environmental character of the road is consistent with safe operation of the 1 approach. (4) Exceptions to sections (1) and (2) of this rule. Exceptions to sections (1) and (2) of this rule include the following: (a) An application for an approach will not be considered when that highway facility is designated a freeway, a freeway ramp or an expressway ramp. An application for an approach located within the influence area of a freeway interchange ramp terminal will be considered according to the provisions of OAR 734-051-0200; and The proposed approach (Wall Street) is not located within the influence area of a freeway, a freeway ramp, or an expressway ramp. (b) An application for an approach will be considered if the highway facility is designated an expressway or is located within the influence area of an expressway interchange ramp terminal as provided in OAR 734-051-0200, only when consistent with the requirements of ORS 374.310(3) and the 1999 Oregon Highway Plan. An application for a private approach will not be considered to expressways, or within the influence area of an expressway interchange ramp terminal, where reasonable access is available. i ' SW Hall Boulevard is not designated as an Expressway per the 1999 OHP. i (5) Conditional Approval. If a land use action is pending on the property for which a request for an approach has been submitted, action on the approach application request can proceed and an approval, conditioned upon receiving the appropriate land use approval, may be issued Not applicable. (6) Reasonable Access. Where the subject property has a right of access, not withstanding any other provision of this rule, powers shall not be exercised so as to deny any property fCllte/son d sL~roc%tes, /nc Portland, Oregon Wall SL•oet LID Pict A 5506 October 10, 2002 Page. 6 adjoining the road or highway reasonable access. (ORS 374.310(3) and 374.315) In determining what is reasonable, the Department shall consider at least the following criteria: (a) The authorized and planned uses for the property identified in the acknowledged local comprehensive plan; and The proposed intersection will serve proposed and existing uses and is consistent with the City of Tigard TSP. The proposed Tigard Library and Fanno Pointe Condominium development will access Wall Street versus directly accessing SW Hall Boulevard. (b) Whether the type, number, size and location of the approach(es) is adequate to serve the volumes and type of traffic reasonably anticipated to the site, based on the planned uses. As illustrated in Figure 10 of the DKS traffic impact study, the type, number, size, and location of the approach will be adequate to serve both the near-term and long-term traffic needs. 734-051-0320 Requests forDeviations to Access Management Standards (1) Pursuant to OAR 734-051-0050 (General Policy), the Department shall manage access to the highway facilities of the state to the degree necessary to maintain functional use, highway safety, and the preservation of public investment consistent with the 1999 Oregon Highway Plan and adopted local comprehensive plans. Notwithstanding the above, it is the policy of the State of Oregon to allow deviations from adopted access spacing standards when circumstances make allowing a deviation necessary and the deviation is compatible with safe and efficient operation of state highways. (2) A deviation may be requested when an application does not meet the access management standards, and the criteria for safety set forth in OAR 734-051-0080(3), is not compromised: As discussed in the DKS traffic impact study, the current driveway spacing along SW Hall Boulevard in the site vicinity does not meet ODOT minimum spacing standards. 3 The minimum access spacing standard for SW Hall Boulevard is 500 feet with a Minor Deviation standard of 475 feet. Therefore, a Major Deviation is required for the > proposed public approach. i (a) The request for a minor deviation shall be included as part of the initial application ! for an approach, as set forth in OAR 734-051-0130; and Not applicable. (b) The request for a major deviation shall be included as part of the supplemental documentation required to complete the application process, as set forth in OAR 734- 051-0140. Additional documentation, including but not limited to the following, also may be required: IOttetson & Assoclates, Inc. Portland, oregon wall sheet LID Project 0. 5506 October f0, 2002 Page. 7 (A) A Transportation Impact Study, as set forth in OAR 734-051-0180, to demonstrate how long-term safety and operational impacts can be adequately mitigated, and A traffic impact study for the proposed public approach has been prepared by DKS & Associates (see Attachment "A"). (B) An Access Management Plan, as set forth in OAR 734-051-0210(4), and approved by the Department, that outlines long-term access management objectives, standards, and processes necessary to obtain the objectives. No Access Management Plan exists for this segment of highway. (3) A request for either a minor or major deviation shall be approved by the Region Manager when the deviation would allow an approach to a parcel that has an existing right of access, but would be landlocked by denial of a Permit to Operate, Maintain and Use an Approach, as long as an approach can be allowed without causing any significant safety or traffic operation problems. Not applicable. (4) A request for a minor deviation shall be approved by the Region Manager, and a request for a major deviation may be approved by the Region Manager, where the deviation would not result in significant safety or traffic operation problems, and if one or more of the following conditions exist: (a) Strict application of the access management standards would result in a safety or traffic operation problem; Not applicable. (b) Existing public approaches cannot be moved due to excessive cost, topography, or environmental concerns; The proposed public approach is consistent with the existing and proposed t development pattern in the area. Among the topographical obstacles that limit the ability to shift the proposed approach location, Fanno Creek and the existing Portland & Western railroad tracks, significantly constrain the possible roadway alignments. (c) Where the applicant provides joint access serving two or more properties or has shown efforts to work with adjacent property owners to improve existing conditions and shows that existing private approaches cannot be closed, relocated, or shared due to existing development patterns, topography or lack of existing alternate roadway system; Three existing private approaches along the east side of SW Hall Boulevard will be consolidated as part of the proposed public road approach. Access to the proposed Tigard Library and Fanno Pointe Condominium developments will be provided via the new Wall Street extension. (d) Where the applicant has shown efforts to work with adjacent property owners to improve existing conditions and shows that existing development patterns or land holdings make it impossible to meet the spacing standards; /son d Associates, Inc. Portland, Oregon Wall Street LID Project 0: 5506 October 10, 2002 Page., a The City of Tigard will close two existing driveway approaches with the construction of the Tigard Library to the north of the proposed Wall Street extension. The existing driveway approach to the south of the proposed Wall Street extension will be closed upon construction of the Fanno Pointe Condominium development. (e) Establishing an alternate roadway system is not practical or cost effective; The Tigard TSP reviewed local access and circulation alternatives and recommends the construction of Wall Street in its present proposed location. No other connection points to SW Hall Boulevard are available due to existing and/or planned developments. 1 (fl The proposed deviation results from the existence of unrelocatable control points such as bridges, waterways, parks, historic or archaeological areas, cemeteries, or other unique natural features; The location of the Wall Street connection is constrained by the proximity of Fanno Creek, the existing Portland and Western railroad tracks, the proposed Tigard Library, and the proposed Fanno Pointe Condominium development. Also, it is the desire of the adjoining neighborhood to avoid aligning Wall Street across from Omara Street to reduce the potential for cut-through traffic. (g) The proposed deviation improves traffic safety or operations; or The proposed access will provide additional emergency vehicle access within the 1 study area. It will also reduce the volumes along SW Hall Boulevard north of the proposed access and along SW Bonita Street and SW Hunziker Road. Finally, it will result in the elimination of three existing access points along SW Hall Boulevard. (h) Any other conditions deemed appropriate by the Region Manager. Not applicable. (S) In approving a request for deviation, the applicant may propose and the Region Manager may approve, or the Region Manager may propose and require one or more mitigation measures as set forth in OAR 734-OSI-0210. As part of the proposed Wall Street LED project, the following improvements will be implemented: (1) a new traffic signal, (2) a new southbound left-turn lane at Wall Street and northbound left-turn lane at Omara Street, and (3) the consolidation of three existing driveways. (6) A request for either a minor or major deviation shall not be approved by the Region Manager under the following conditions: (a) The access management standards can be met and application of the standards would not result in a safety or traffic operation problem, but the result would be higher site development costs, Access management standards cannot be met without purchasing a separate parcel and closing its only reasonable access. /Ottelson B Assoc%tes, /nc Portland, Oregon ' wall street LID Pro/ect AV. 5506 1 October 10, 2002 Page: 9 (b) Options for meeting access management standards have not been considered or addressed, All feasible access management options have been considered as discussed previously. (c) The deviation is requested because of a hardship which is self created, including: (A) Conditions created by the proposed building footprint or location, or on-site parking or circulation; or (B) Conditions created by the owner's lease arrangements or other voluntary legal obligations; or The deviation is requested due to the proximity of existing private and public road approaches and topographical constraints including Portland & Western's railroad track and Fanno Creek. (d) The proposed deviation would result in significant safety or traffic operation problems. As discussed previously, the proposed deviation will not compromise the safety of the traveling public and will improve traffic operations at critical intersections in the vicinity of the project. Based on the information above, a major deviation for the proposed public approach associated with the SW Hall Boulevard/Wall Street intersection can be justified and the intersection is expected to operate safely and efficiently through the year 2017. Kittelson & Associates, Inc., on behalf of the City of Tigard, formally requests ODOT's approval of a Major Deviation for the proposed Wall Street connection to SW Hall Boulevard. We trust this letter and the associated attachments provide adequate justification for this request. If you have any questions, please contact us at (503) 228-5230. Sincerely, KITIMMON & ASSOCIATES, INC. o Charles Radosta, P.E. Marc Butorac, P.E., P.T.O.E. Senior Engineer Principal Engineer a _ Attachments: A - Tigard Wall Street Traffic Impact Study, DKS Associates B - Application for State Highway Approach cc: Vannie Nguyen, City of Tigard John Bosket, ODOT Region 1 Traffic Marlin DeHaas, DeHaas & Associates, Inc. Brian Copeland, DKS & Associates, Inc. On d Assoc/ates, Inc. Portland, Oregon s v e I - 5a November 26, 2001 r CITY OF TIGARD OREGON Larry Phipps General Manager Portland & Western Railroad, Inc. 110 West 10' Avenue Albany, Oregon 97321 Dear Mr. Phipps: The Oregon Department of Transportation (ODOT) does not have the funding or the intention to address improvements in capacity to Highway 99W or Hall Boulevard in the City of Tigard For proper circulation within the City, we must develop altemate routes to bypass Highway 99W and Hall Boulevard. One of two new key alternate routes identified in Tigard's draft Transportation System Plan (TSP) is the extension of Wall Street from Hunziker Street to Hall Boulevard. This connection is projected to carry about 5,000 to 7,000 vehicles per day and would reduce the level of traffic at two key intersections (Hall/Hunziker and 72od/Bonita Road). Based on traffic modeling conducted for the draft TSP, this new connector produces adequate capacity at those two locations, and relieves Hall Boulevard sufficiently to allow Ihat street to function adequately at 3 instead of 5 lanes. This proposed street would allow northbound traffic from south Tigard to bypass Hall Boulevard and proceed directly to Funziker Street, Then north to the Tigard Triangle (a triangular area in Tigard bounded by I-5, Highway 217, and Highway 99W). A proposed future overcrossing of Highway 217 would allow traffic to connect directly from Hunziket to H;vnpton Street in the Tigard Triangle. Enclosed is a report prepared by our transportation consultant, DKS Associates, Inc. In the report, Wall Street is proposed to connect to Hall Boulevard at O'Mara Street. However, the actual connection point could be at O'Mara or south of that location depending upon an analysis of physical, access control, right-of-way and environmental constraints, as well as parcel consolidation, in the development of the final alignment. That flexibility will be included in the TSP for this proposed connector. The connection point to Hall Boulevard could vary, but the portion of the connector from the railroad tracks north to Hunziker would be built in the roadbed formed by the existing service road and spur track adjacent to and immediately east of the COE ca Manufacturing facility. J ' We have discussed the importance of the Wall Street Extension to Tigard's future plans in a 0 meeting with your predecessor, Mr. Jim Benz. This letter is to reiterate the importance of this J connection to us, and to again our interest in seeing this new connector street constructed. Mr. Fred Fields, the owner of much of the property over which this street would be constructed, is greatly interested in seeing this link established and is willing to participate in the construction of a portion of the proposed street. In discussions with ODOT, the Rail Division has indicated a preference for the City and Portland & Western to work out an agreement of support for 13125 SW Ball Blvd, Tigord. OR 97223 (503) 639-41 71 TDD (503) 684-2772 construction of this street prior to approaching them with an application. For this connector roadway to be constructed, the following are the actions that we need to address with Portland & Western: ■ Removal of the spur track from the I-iclds property ■ At grade crossings of the railroad tracks as shown in the report In addition to the City's transportation system improvement benefits, there could be some significant advantages to Portland & Western in supporting the construction of this new street. ; These advantages are summarized as follows: • The roadway will open traffic to the old Brick Company property not presently utilized. This opens approximately 1,600 lineal feet of railroad frontage along the main line. • The roadway will create opportunity to install rail on COE Manufacturing land at the old Georgia Pacific site providing another 500 lineal feet of railroad frontage. ■ The roadway creates an entirely new rail traffic opportunity by opening another 2,700 1 lineal feet of new rail frontage riot now accessible. • The total new frontage is approximately 4,800 lineal feet, or almost one mile of new potential usage in place of the 2,000 lineal feet of frontage represented by the spur track, which has been available for the last 35 years but not used. • Finally, it allows for the development of approximately 75 acres, which would create opportunities for greater volumes of rail traffic in Tigard. In summary, this proposed new connector roadway opens opportunities for increased rail volumes, provides an alternate route to Highway 99W and Hall Boulevard for traffic accessing the Tigard Triangle, and provides better traffic circulation in the core area of Tigard. Please review the enclosed report from DKS. The draft TSP (including the new Wall Street Extension) is scheduled for City Council adoption at the Council meeting on January 8, 2002. We will be calling you after the TSP adoption to set a meeting for fiu-ther discussion of this proposed connection. If you have any questions, please do not hesitate to contact me. Sincerely, 01 1 STIN P. DUENAS, P.E. Ci Engineer Enclosure c: William A. Monahan, City Manager I \F,ng\Gus\Leners\Letter to Portland & Western's New General Manager 1 1.26.01 doc Letter to Portland & Western ttegardtng the Wall Street Extension Page 2 5b Portland & Western Railroad, Inc. BAY 110 West 10th Avenue LLve- Albany, Oregon 97321 APID (541)924-6560 • o•"•••• " "r•"'~"' U't: ~G Facsimile (541)924.6580 January 21, 2002 Augustin P. Duenas, P.E. City Engineer City of Tigard 1 am writing this letter in response to your letter of November 26, 2001 concerning the proposed extension of Wall Street from Hunziker to Hall. You indicated that you had discussed this extension with my predecessor, Mr. Jim Benz. My position on the matter is the same as that of Mr. Benz and I will summarize that position here. The rail served warehouses are inactive but any removal of their spur tracks would require the agreernert of the warehouse owners as well as the Union Pacific, owner of the track and easement. The area at which Wall would cross P&W's mainline is the only place within the Beaverton :o Greton Corridor where trains cans be met or passed without blocking crossings. Frequently traffic is set out in this location and trains are often run-around for movement in the reverse direction. All of these moves require an area free of grade crossings. If Wal! is to be extended it must be grade separated to preserve the functional utility that now exists. Further the proposed commuter operation between Wilsonvill:- and Beaverton wail p!acc over thirty new train movements per day thru the area and many of those trains will also meet in that location on the Wall Street extension. This too calls for a grade separation. Because of the adverse impact on P&W train operations I oppose any extension that is rot grade separated. o. aZ 1 apologize 1br the delay in responding but your letter was misplaced. F- N Respectfully, a' ps President and General Manager Portland & Western 1 ~ 5c City of Tigard Wall Street Extension Project Railroad Coordination Meeting Agenda September 19, 2002 Attendees: Vannie Nguyen, Project Manager, City of Tigard Gus Duenas, City Engineer, City of Tigard Marlin DeHaas, DeHaas and Associates Marc Butorac, Kittelson and Associates Steve Metz, David Evans and Associates Craig Reiley, Manager Crossing Safety, ODOT Rail Division Charles Kettenring, AVP Engineering, Portland and Western RR Notes by Steve Metz 1. Introductions 11. Purpose of Meeting - Collect and share information. Ill. Project Overview Gus discussed the background of the roadway project. The project has been a part of the City's Transportation System Plan (TSP) for a very long time. The TSP indicated constniction of the Wall St. Extension would occur when development occurs in the area Development is planned in the area including the Library project and a 400-unit housing project. An adjacent property owner, Mr. Fields, is willing to participate in a LID that would provide the funding for the project. The proposed roadway project would connect Hunziker and Hall by crossing over the two existing railroad track at-grade and cross Fanno Creek on a new bridge. The road is planned to be 3 lanes wide, with bike lanes and sidewalks. The roadway right-of-way would be 70' wide. The TSP anticipates 7,000 1 vehicles per day on the road. 1V. Railroad Operations r Charles 3ettenring discussed the Portland and Western railway facilities and operations. L v Two parallel tracks run northwest and southeast across the proposed Wall St. extension. A junction occurs to the north of Tiederman Ave. where the two tracks join into one track r , that continues to the north. Both tracks are used alternately as a mainline track. The two Q tracks separate to the south of Bonita Rd. The Oregon Electric track continues to Wilsonville and the UPRR track turns eastward. The Oregon electric track to the west is J owned by ODOT. PNWR has an exclusive easement to operate on the track. The eastern track is owned by UPRR. PNWR has an operating lease to operate on this track. PNWR runs 8 trains per day on this track. This could grow to 10 trains per day in the future. Three types of operations occur on this portion of the tracks: switching, storage and transfer. Switching involves building trains by coupling cars together to form a train. The storage of trains occurs on this stretch of track when facilities are not ready to receive a train. A train is sometimes stored over night. The transfer movement occurs when trains come northbound from the south. The train is stopped while the locomotive switches ends by running around the train on the second track. It then proceeds onto the UPRR track to the south east. The addition of the Wall St. extension as an at-grade crossing would disrupt the existing railroad operations. The disruption would make it impossible to perform the three operations described above on this portion of track. No other similar segment of track is available that could perform the same functions. The project proposes to remove the spur track that extends across Hunziker running parallel to Wall St. This track serves two warehouses on the east side of Hunziker. The spur track cannot be eliminated unless the warehouse property owners agree to its removal in writing. The future operations of the railroad will change with the addition of the proposed Washington County Commuter Rail project. The commuter rail project will add 30 to 50 trains per day through this corridor operating at speeds from 60 to 70 miles an hour. 1 PNWR is close to signing an agreement to allow the commuter rail project. The time frame for operation of the commuter rail to begin is in fall of 2005. V. ODOT Crossing order procedure Craig Reiley described the ODOT crossing order application process. With the current design, existing rail operations and future commuter rail operations the project does not look like a good idea. ODOT is not supporting any new at-grade crossing projects. When a crossing order permit is submitted, it will be routed to the railroads (PNWR and UPRR) and ODOT rail for comment. Currently, the railroads and ODOT rail would object to the new at-grade crossings. The application would next go to a public hearing. The City, railroads and ODOT rail would present their cases for and against the crossing before the hearings officer. The City would need to provide all of the background information for the hearings officer. The hearings officer would make a recommendation. The head of ODOT Bruce Warner would make the final decision. Craig did not recommend letting the project get to the point of a public hearing. This puts I the hearings officer, a lawyer, in charge of making an engineering decision. LAI VI. General Discussion ..r Possible next steps. How can the project be approved? An idea that Charles had was to J build a connection in Tualatin. The connection would connect the Oregon Electric line .Lr 1 with the PNWR line that runs from Sherwood to Lake Oswego. This would eliminate the need for the transfer operation in Tigard. The connection would consist of an aerial trackway, 4,000' long, that would eliminate two at-grade crossings in Tualatin and allow for the abandonment of the Oregon Electric track along Fanno Creek between Tualatin- Sherwood Highway and Bonita Rd. The abandoned portion of track could then be used r as a trail and bike path. The project would need cooperation amongst Tualatin, Tigard and ODOT. At the Oregon Electric trackway, PNWR owns the track and a permanent and exclusive easement. The State of Oregon owns the underlying real estate. ODOT owns the Oregon Electric right-of-way. The cost of the project is anticipated to be approximately $10 million. The funding could come from multiple sources including wm The concept is that the larger project to the south would eliminate the impact on PNWR operation and at least two at-grade crossings. In exchange for these benefits, the at-grade crossings at Wall St. would be allowed. Construction of a grade separated crossing for Wall St. was also discussed. The benefits discussed included: no impact to railway operations and increased safety. The negative aspects included: limited access for the adjacent property owners that are paying for the project, additional costs of approximately $5 million. Possible variations as part of the grade separation design could include, the addition of frontage roads, the relocation of the tracks to move them closer together allowing for a shorter bridge span and land for frontage roads. Craig suggested keeping the discussions open. He stated that the City is free to pursue the at-grade crossing concept. He offered to review information that the City would like to use to help build their case to justify the at-grade crossing design. A draft crossing permit application can be submitted to receive comments and input from ODOT rail. Responses could happen in a couple of weeks r r 0 u 1 5d Department of Transportation regon On Rail Division John A. Kitzhabu, M.D., Govemor 555-13'" Street NE-Suite 3 Salem, OR 97301-4179 September 26, 2002 Telephone (503) 986-4321 FAX (503) 986-3183 TTY (503) 986 -341 fi AGUSTIN P DUENAS TIGARD CITY ENGINEER 9 13125 SW HALL BLVD G TIGARD OR 97223 File Code: RE: Proposed Wall Street Extension across Railroad Tracks in Tigard I wanted to take this opportunity to reduce my thoughts and comments from our meeting on September 19, 2002, to writing regarding the City's proposed Wall Street extension. Vannie T Nguyen, Engineering Manager; Steve Metz, DEA: Marlin J. DeHaas, DeHaas & Associates; Charles Kettenring, Portland & Western Railroad Company; you and I attended the meeting. Based on an aerial photo with a potential alignment of the proposed Wall Street extension and your opening remarks, ODOT Rail staff cannot support the construction of an at-grade crossing at the subject location. Our understanding and experience suggests that placing a grade crossing in the area where railroad switching operations occur is not a good idea. When you factor in the likelihood of 30-50 commuter trains, you create a situation that has historically been problematic for the motoring public and the railroad. Mr. Kettenring voiced the railroad's opposition to the crossing proposal. He also provided a copy of a letter dated January 21, 2002, which articulated the railroad position. A review of our files reveals notes from Dave Lanning, ODOT Rail from a meeting held July 25, 2000, which summarizes the same type of comments from both staff and the railroad. After some discussion, there were other additional considerations the City had that may impact our position regarding the City's proposal. We discussed the process and the various steps in the process up to and including a formal hearing. While I voiced staffs concerns about the proposal. I also reiterated that the City had the right to file an application for any type of crossing they deemed appropriate. I suggested that the City might want to file a draft application for comment from the parties. This would ensure that the City could provide all the documentation they can for staff and the railroad to consider before finalizing their positions. ® Please call if you have any questions regarding this matter. Craig J. R~il~y Manager Crossing Safety 503.986.4273 Fax: 503.986.3183 craig. j. reiley@state.or. us 3 cc: Vannie T. Nguyen Charles Kettenring, P&W RR Co. Steve Metz, DEA Marlin DeHaas, DeHaas & Assoc. H:\wg raiNr%watt St Tigard.doc Form 735.9203 (4-02) 5e olu"GON DEPARTMENT OF TRANSPORTATION Docket No RX RAIL DIVISION 555 13th Strcet NE ~FT Salem, Oregon 97310-1333 ODOT Crossing No. RAILROAD-HIGHWAY CROSSING SAFETY APPLICATION U.S DOT No SECTION 1. (To be filled oui completely by applicam ) 1 1. Name of Applicant: City of Tigard Address: 13125 SW Hall Blvd., _Tigard, OR 97223 Contact Person AXgustin Duenas Telephone No (503) 639-4171 1 2 Application is made under statutory authority: (check appropriate box) ® ORS 824.204 - New grade crossing ❑ ORS 824.206 - Alteration of an existing grade crossing ❑ ORS 824.208 - Construction of a new separated crossing ❑ This project is to be constructed under a contract let by ODOT. 1 3 Location of the proposed project: ?Sreet:orHigliway-name SW Wall Street Cit}I Tigard :Co1u1<y Washington rur~sdictiQn City of Tigard :licqulhori in Jn Brest . . 'JTaoas5`ame and'uailjtt'oaek Two tracks: Portland and Western RR Tillamook District, Portland and Western RR Oregon Electric District Tillamook MP 751.0 and Oregon Electric MP 33.0 -Ra- --WRr5 sfatffi! P- ` Tigard 1 4. List the names and titles of the parties (see instructions) that will be affected by this project: IL "M.. I . Part 2 Part.3 to .N:r' Charles Kettenrin John Trumbull Ed Immel Portland and Westem RR Union Pacific Railroad ODOT Rail Division "~'lt::...... AVP Engineering Manager Public Pro'ecls State Rail Planner m A;; ess 650 Hawthorne Ave. 5929 S.E. McLoughlin 555 13th St NE W Suite 220 Blvd. Suite 3 J%,$`I; Zip Salem, OR 97301 Portland, OR 97202 Salem, OR 97301 firrle hori`e 1-503-365-7717 503-872-1809 _ 503-731-7526___ mi 735-9202 (12/98 1 1.5. Describe here or attach the scope of the proposed project in detail. The proiect will construct a roadway extension of Wall Street between SW Hall Blvd. and SW Hunziker Rd The roadway extension would cross the two Portland and Western RR tracks at grade. The project will relieve traffic congestion within the City roadway system. The reduction in traffic will reduce congestion at the existing rail crossing to the north at Hall Blvd. The project will provide access to the proposed library at Hall Blvd. and undeveloped property on both sides of the railroad. 1 6. Attach drawings that provide plan views, profiles and cross-sections of the proposed construction. Drawings must comply with OAR 741-200-0050. Number of drawing pages attached: ❑ 1.7. Will this be a separated crossing? ❑ Yes ® No if no, state reasons why a separated crossing will not be constnicted.. A grade separated crossing would not allow access to the adjacent properties. 1.8. Is there an alternate access route to the area to be served by the crossing? ® Yes ❑ No Describe or attach map showing details: Alternate access is to'the north across the existing at-grade crossing at SW Hall Blvd. 1.9. Describe how this project is required by the public safety, necessity, convenience and general welfare. 1 The project will reduce congestion at the existing Hall Blvd. crossing. The project is needed to provide access from the east to the future library at Hall Blvd. The properties near the crossing would be more accessible and viable for development. The development will increase the tax base for the City. C 1.10 Upon completion of the proposed project, will it be possible to close any existing grade crossings 1 in the area? ❑ Yes ® No Explain: 3 ® The proiect is opening up a new area for development. The existing crossings will be needed to u ' maintain existing access to the previously developed portions of the City. If yes, complete Section 4. e 2 SECTION 2 - AT GRADE CROSSING 2.1 PHYSICAL DESCRIPTION OF THE CROSSING 2.1.1 The Highway Alignment: (Describe the highway alignment for 500 feet on each approach) ❑ N ® E of the track Tan pent and lower than the tracks. ❑ S ® W of the track Tangent and lower than the tracks. Width: Describe the roadway cross-section configuration. (MUST AGREE WITH DRAWINGS) r Sidewalk 5' Concrete Buffer ass Stri 4.5' Landscape Curb 0.5' Concrete Shoulder - Bikeway _ 5' Asphalt Lanes # 12' Asphalt Lanes # - - Median 14' Asphalt Lanes It - - Lanes Il 12' Asphalt Bikeway 5' Asphalt Shoulder - - Curb 0.5' Concrete Buffer (grass) Strip 4.5' Landscape Sidewalk 5' Concrete Total Width 68' Profile: Will the roadway approaches comply with OAR 741-120-0020? ® Yes ❑ No (Roadway approach at a distance of 30 feet minimum from the outermost rail cannot be more than 6 inches or 3 inches higher than the top of the rail.) If no, state reason. n _J ?0 J Sidewalks shall comply with the Americans with Disabilities Act (ADA) for handicapped person's accessibility? If the sidewalks will not comply, why not? Sidewalks will comply with ADA requirements. 3 1 Adjacent Roadways within 500 feet. (List Public Authority(s) in interest in Section 1.4.) r ].lame of public roadway intersecting N F1 E ® of the track: None Distance from crossing: _ Feet Traffic volume: AADT Public Authority in Interest: Name of public roadway intersecting S ❑ W ® of the track: None Distance from crossing: Feet Traffic volume: AADT Public Authority in Interest: Describe private driveways within 100 feet of the nearest rails and show on plan drawings: None _ Are traffic signals (to be) installed at either of the above intersections? ❑ Yes ❑ No If yes, describe intersection(s) that is (are) or will be equipped with traffic signals. If traffic signals and railroad crossing signals are to be interconnected to provide railroad preemption of the traffic signals, list them in Section 2.3, Device Code ATSI. Applicant shall include a traffic signal plan and operation matrix diagram showing how the traffic signals will operate before, during, and after railroad preemption. Vehicular Use of the Crossing: Average daily vehicle traffic count: N/A (Present) 4,000 (Anticipated) Direction of vehicle travel is: ❑ One-Way ® Two-Way r Vehicle speed (estimated 85th percentile) at the Safe Stopping Distance N ❑ or E ® of the track = 30 miles per hour at the Safe Stopping Distance S ❑ or W ® of the track = 30 miles per hour 1 1 1 r r 4 2.1.2 The Railroad List Tracks from N ❑ or E ® to S ❑ or W Tillamook District 75 +0.5', 25' tan ent tangent none 350' Oregon Electric 75 -0.5', 25' tangent tangent none none District Train Use of the Crossing: Daily train movements over the crossing (average per day) ~se~ ~ of •J:. t r• i Frei t train 4 30 25 45 Passenger train future 30 70 Switching movement 4 30 25 45 2.2. VISIBILITY FOR DRIVERS APPROACHING THE CROSSING a (Distance down the track that a driver can vices an approaching train.) tfieS~O' . ps_'itoiYNorx'?~= s:3of_trac~o1 2,600 feet :o.... y 2,000 feet 1,500 feet 2,700 feet 2,500 feet 200 feet 1,400 feet 2,500 feet (SSD= Safe Stopping Distance - see table in instructions) Will these sight distances change on completion of the project? El Yes ®No Explain: i The existing crossing location is in the middle of an oven field. One building does exist at the NE quadrant. The building is approx. 50' from the nearest track. `i Will drivers' vision of devices to be installed at the crossing be obstructed on the approaches within 500 feet of the crossing (obstructions include parked vehicles)? ❑ Yes ® No If yes, describe obstruction and what will be done to alleviate this problem. 5 , 2.3 Traffic Control Devices To Be Installed At The Crossing: hi'';,: r=' fi is ':s._ t'-it_:£a?`.~ .a• , d%• .c~.$ rr:#~ix"'`.i~~' !ar-. NO. I NO. IM 2 X 2 100% NO. IS NO. IT No.2 2 X 2 100% No. 2B 1 No. 2P No.4 2 X 2 100% SAS AWS 2 X 2 100% AWS-2 AWS-3 AWS4 A WPM 2 X 2 100% DNSOT SCL 2 X 2 100% TS ATSI ELL GR BC 100' X l 00r 100% CSBR X X 100% CSOR X X 100% ES r AES 3 NOTE: PA = Public Road Authority RR = Railroad U GCPA = State Grade Crossing Protection Account 1 1 6 4 5 Describe how the crossing will be closed (Barridca(ies, fences, roadway surface removal, etc.) 46 The crossing will be closed by: ❑ Removing track(s) ❑ Closing Roadway m ofwoik to close 1 ork: qII be pcr'fornied-by: Cost•of'woik to be tiome'b` Y crossing.(remove crossbucks, ' sui-facin , install barricades, etc. • : Zviarnfteriance -of closure`devices I'LEASE PROVIDE THE ORIGINAL APPLICATION AND DRAWINGS, SUFFICIENT COPIES TO ENABLE US TO SERVE ALL PAR'T'IES, AND TWO COPIES FOR OUR USE. 1 he following nurnbered sections havc been omitted from this application because no response to the questions and/or information requested is required in this matter. Sections 3 and 4 Applicant requests an order permitting construction according to this application. L ' Dated at Oregon, this 3 day of uAr ,-1-9-.1 oo3 r n d EA~q must be Appli t Title Mcials, or ttorney, of lc eritY.ty: w~-~ E e-er w.: Applicant Title 1 9 MKS Associates Not TO SCaI I 1 J~ tiG G,Qy ST v , i Proje Pro ife OMARA ST RE I CDO ALD ST cp~gNNo O,Q 5 u J LEGEND Figure 7 - Study Intersection STUDY AREA - Proposed Road Extension 11-Y OF 7-14AIZIP 01/27/2003 20:54 N0.322 M2 5f Department of Transportation region )tail Division 555 John A. Kihl+abcr. M.O..Gotirrrx~r -13'" Street NE-Suite 3 Q ODE ~ ~ WE Salem, OR 97301-4179 January 24, 2003 Lh V VC D Telephone FAX (503) 986 3183 JAN 2 7 2003 7N (503) 986-3416 AGUSTIN DUENAS CITY OF ,TIGARD TIGARD CITY ENGINEER 13125 SW HALL BLVD File Code: TIGARD OR 97223 RE: Draft Application for SW Wall Street Tpe fplloyAng comments are offered In response to your draft application for the SW Wall Street grade crossing. You need to download the current appllca-lion1dr-m from our` - website. The draft application we received is lacking pertinent information to make a full assessment in this matter. The comments reference the application item numbers. 1.4 Ed Immel will not be a Party, but rather wlll offer his input through the ODOT Rail staff position. 2.1 Does the proposed roadway gradient meet the standard grades set forth in the Oregon Administrative Rules 741-120-0020 (the surface of the roadway shall not be more than three inches higher or six inches lower than the top of the nearest rail at a point thirty feet from the rail). 2 1.1 The standard placement of active warning devices is 4.5 feet behind the face of curbing or guardrail. According to your cross-section configuration, the signals would be installed outside of the landscape area and directly in the proposed sidewalk. This is not acceptable and you will need to address this matter. 2.1.1 Can the angle of intersection between the roadway and track be improved from 75 to 90 degrees? The closer to perpendicular the intersection of these type transportation modes, the safer the crossing would be for the highway users (particularly bicyclists. i 2.2 Your sight distances reference open fields. What will the visibility be once the property is developed for its intended use? i City needs to provide a detailed engineering dravling of the crossing area showing the exact location of signals and sidewalks, width of travel lanes, bicycles lanes, sidewalks, i I distance between the two tracks, etc. i Miscellaneous Comments regarding this draft application. r I Based on previous meetings regarding this matter, I would offer the following additional comments for your consideration. No decision has been reached and no staff position has been formulated at this time. I Form 71S.92Q1(<QZ) • •.+...+Gt VYJJ 1. We are under statutory directive to close grade crossings wherever possible. We I take this to mean that we do not allow for new grade crossings unless they are fully justified as to need. 2. The track area that you propose to cross is the potential site of commuter rail operations. We understand the PNWR Railroad stages its trains in this area. We expect this area will experience railroad activity that will cause an at-grade crossing to be blocked frequently. Our experience is that motorist are very intolerant of such ! delays and will take unnecessary chances to avoid having to wait for a train to pass. 3. A separated crossing In the area would allow for the access from Hall Blvd. to Hunziker Street. While It might not allow for the unrestricted access you might like - for the developing property, a separated crossing would eliminate conflicts with existing and future railroad activity. 4. There is an existing spur track through the developing property that crosses Hall Blvd, providing rail service to an industry at that location. No mention is made in your application as to how you intend to address this issue. It would appear that if the spur track were to remain, you would need additional crossings to fully access the subject property. 5. Fanno Creek meanders through the property. We do not see any wetland mitigation to address this situation. The mitigation you might have to implement might have a bearing on the proposed crossing application. At this time, you need to decide what action you want to take. You are fully within your right to file a formal application seeking authority to construct the subject at-grade crossing. If you file an application. we will follow our regulatory process to handle the application. We strongly encourage an on-going dialogue among the parties to try and work out any issues and concerns. Staffs role in the process is to ensure public safety at the crossings is met. If you have any questions regarding these comments, please give me a call. 0Y:LA} 9. Q~~ Craig J. Reiiey Manager Crossing Safety 503.986.4273 Fax: 503.986.3183 craig. j. reiley@state. or. us i h:lwg_raillcjrltigard new crossing.doc i i i I I ,ty r c r r r-rror~'~~ loo =111 SHANNON 6WYL.SON, INC. onRoad ® GEOTECHNICAL AND ENVIRONMENTAL CONaULTANTD 2255 S.W. Can Y MEMORANDUM Portland, Oregon 97201-2498 ® 503.223.6147 Fax: 503.223.6140 TO: Marlin J. DeHaas, P.E., P.L.S. ® COMPANY: DeHaas & Associates, Inc. FROM: K. Frank Fujitani, PE.%Nf/71'- COPY TO: Gayle D. Harley, P.E., OBEC DATE: September 27, 2002 PROJECT: Wall Street LID 1 RE: Preliminary Geotechnical Evaluation Marlin: This memorandum presents our preliminary geotechnical evaluation for the Wall Street LID project. The purpose of the evaluation is to provide preliminary geotechnical data sufficient for the 35% design cost estimates. The preliminary evaluation is based on subsurface conditions at the site characterized from a literature search and past experience for similar projects with similar geologic site conditions. No subsurface explorations were made for this evaluation. GEOLOGY AND ANTICIPATED SUBSURFACE CONDITIONS Based on published geology for the area (Madin, 1990), the subsurface conditions at the site are ® anticipated to consist of the fine grained phase of sediments deposited by a series of catastrophic C Si floods during the late Pleistocene that resulted from repeated breaching of ice dams impounding glacial Lake Missoula. The fine grained phase consists generally of sand and silt, and based on J Madin's (1990) mapping, the fine grained flood deposits are estimated to be about 60 feet thick. 0 Recent alluvium consisting of sand, silt and clay, possibly organic, is anticipated to be present J ' within the flood plain of Fanno Creek. Below the fine grained flood deposits, siltstone,.claystone and fine sandstone generally in the form of very stiff to hard silts, clayey silts and clays are present that have been named the Troutdale Formation and Sandy River Mudstone equivalent. 1UML11 shared\]projectU200\3206.01 Wall St. LiDUNmd0l.doc 24-1-03206-001 Memorandum to Marlin J. DeHaas September 27, 2002 Page 2 Past experience indicates that the groundwater in the project area fluctuates with the seasons of the year, being highest during the late winter and early spring and lowest during the laic summer and early fall. The groundwater may fluctuate by up to 10 feet or more and may be near the ground surface during periods of heavy rainfall. The logs of two borings made by Geocon Northwest for the new Tigard Library site north of (lie west end of the proposed Wall Street alignment were reviewed. These borings generally encountered similar soils consisting of brown, silty fine sand and sandy silt to a depth of about 24.5 feet where very stiff gray silt was present to a depth of about 34.5 feet. Medium stiff gray silty clay was then encountered overlying dense sand to fine gravel at a depth of about 46 feet. Very stiff to hard gray sandy silt was then encountered at a depth of about 49 feet, and the borings were terminated in this unit at a depth of 51.5 feet. Groundwater was measured in one of the borings at a depth of approximately 9 feet. We interpret the very stiff to hard gray sandy silt as being part of the Troutdale Formation and Sandy River Mudstone equivalent. OBEC Consulting Engineers also provided us with the Foundation Data sheets for two small bridges they designed. These bridges cross Fanno Creek upstream of the site at Grant and 1 Tiedeman Avenues in Tigard. At the Grant Avenue Bridge, soft to medium stiff sandy silt wits encountered to a depth of about 36 feet where very stiff to hard silt was encountered to the bottom of the borings at a depth of about 75 feet. Similar conditions were encountered at the Tiedeman Avenue Bridge except that the very stiff to hard silt was encountered at a depth of about 46 feet. We interpret the very stiff to hard silt as being part of the Troutdale Formation and Sandy River Mudstone equivalent. GEOTECEMCAL EVALUATION 1 Earthwork and Embankments Earthwork for this project will primarily involve cutting and filling along the roadway alignment and preparation of the pavement subgrade. The soils at the site are fine grained and moisture sensitive so that.earthwork operations should be limited to the drier summer months between about mid June to mid October. Moisture contents of the in-place soils are probably above the optimum for compaction, and if the native soils are to be used in embankment fills, they may 24-1-03206-001 Memorandum to Marlin J. DeHaas September 27, 2002 Page 3 1 need to be dried by tilling or disking, if construction cannot be scheduled for the summer months, imported clean granular fill will be required. Where embankment fills are to be placed, the area under the fill should be stripped of topsoil and any organic materials. For estimating purposes, assume 9 inches. The stripped area should be proof rolled to re-compact loosened soil and to detect any excessively soft areas that would need to be removed. Tree stumps should be removed, and the resulting depression smoothed and backfilled with compacted soil. Embankment slopes and cut slopes should be designed on a preliminary basis at the rate of 2 horizontal to 1 vertical. Settlement of the embankments should also be anticipated. The amount of settlement will depend on the height of embankment and subsurface soil conditions. For estimating purposes, assume that the embankment will settle about an inch for every 10 feet of fill height. Most of the settlement will occur as the fill is placed and over a period of about 30 to 60 days. Settlement of the embankments at the approaches to the railroad crossing may impact the grade of the tracks. Pavement Design At the present time, there is insufficient data to provide a preliminary pavement section, and the City of Tigard pavement design standards require a design section if the street is classified as an arterial. However, the City of Tigard standard design section for a major collector, minor collector, or a local street is the same, consisting of 4 inches of asphaltic concrete over 3 inches of 3/4-inch minus leveling course over 12 inches of 2-inch minus base course. For cost estimating purposes, we recommend that the standard City of Tigard pavement section be used. During final design, the pavements may be increased or reduced as the subgrade strength ' warrants. i For the replacement of the existing Wall Street pavement, our experience is that the subgrade under the pavement becomes saturated with time. As a result, compaction of the saturated subgrade will be difficult and will require drying and/or over-excavation and backfilling with compacted granular fill. 24-1-03206-001 Memorandum to Marlin J. DeHaas September 27, 2002 Page 4 Bridge Foundations The new bridge across Fanno Creek will be supported on pile foundations. Our experience is that the piles will need to extend into the Troutdale Formation and Sandy River Mudstone equivalent, and based on our review, the Troutdale Formation and Sandy River Mudstone should be present at a depths of about 40 to 60 feet. The penetration of the piles into the Troutdale Formation and Sandy River Mudstone equivalent is dependent on the pile type and design load on the pile. Generally, specifications require the piles to be driven a minimum of about 5 feet of penetration into the Troutdale Formation and Sandy River Mudstone equivalent. Once this minimum penetration is achieved, the piles are then driven to a resistance determined by a suitable pile driving formula. Usually ODOT specifications are specified which requires the use of the Gates equation except that the Wave equation analysis is required for design loads over 91 tons and for double acting and differential hammers. We provided the geotechnical investigation and recommendations for the light rail bridges for 1 the Hillsboro Extension of the Westside Light Rail Project. Those bridges were supported on 12- 3/4-inch diameter pipe piles that were driven closed ended. Design pile capacities were in the range of 50 to 60 tons, and pile penetrations into the Troutdale Formation and Sandy River Mudstone equivalent were on the order of 30 to 40 feet, respectively. At the Grant Avenue Bridge, the piles consisted of 14-inch diameter pipe piles driven closed ended with an ultimate load of 175 tons and a design load of 58 tons. These piles were driven to an average penetration depth of about 75 feet with an estimated penetration of about 35 feet into the Troutdale Formation and Sandy River Mudstone equivalent. 16 ■I At the Tiedeman Avenue Bridge, the piles consisted of 18-inch diameter pipe piles driven closed n ended with an ultimate load of 150 tons and a design load of 50 tons. These piles were driven to an an average penetration depth of about 98 feet with an estimated penetration of about 45 feet into $ the Troutdale Formation and Sandy River Mudstone equivalent. 1 For preliminary design, we recommend assuming that the Troutdale Formation and Sandy River Mudstone equivalent is at a depth of 60 feet and that the piles will penetrate 40 feet into the Troutdale Formation and Sandy River Mudstone equivalent. 24-1-03206-001 Memorandum to Marlin J. DeHaas September 27, 2002 Page 5 Retaining Structures Where retaining walls are required, they should be designed to resist lateral earth pressures. The lateral pressure will depend on the ability of the walls to yield. Conventional retaining walls should be designed for an equivalent fluid weighing 35 pounds per cubic foot (pcf) for a granular backfill, which we recommend. Non-yielding walls should be designed for an equivalent fluid r weighing 45 pounds per cubic foot (pcf). These values assume that the wall is properly drained to prevent the buildup of hydrostatic pressures and that the back slope is horizontal. If the back slope is not horizontal and slopes upward, the lateral loads can become significantly greater. If mechanically stabilized earth (MSE) retaining walls are used, they may be designed for a soil having a unit weight of 110 pounds per cubic foot, an angle of internal friction of 30 degrees with no cohesion. The allowable soil bearing pressure at the toe of the wall should be limited to 1,500 pounds per square foot. REFERENCES CITED Madin, I.P., 1990, Earthquake-Hazard Geology Maps of the Portland Metropolitan Area, Oregon: Text and Map Explanation, Oregon Department of Geology and Mineral Industries Open-File Report 0-90-2. 24- 1-03206-001 000000 000ow i e i Ib I fONSUMN6 ® Transportation • Structural • Civil • Surveying • Inspection • Environmental 1 CONCEPTUAL REPORT FOR FANNO CREEK (WALL STREET) BRIDGE CITY OF TIGARD Introduction This report addresses the new bridge crossing of Fanno Creek as part of the roadway project that connects S.W. Hunziker Street to S.W. Hall Boulevard via S.W. Wall Street. Wall Street is currently 1/3 mile long and runs between Hunziker and the Burlington Northern railroad tracks. This project will improve the existing roadway section and then extend Wall Street southwest across the railroad tracks and Fanno Creek connecting to Hall Boulevard. An at-grade crossing is anticipated for the railroad tracks, and no existing bridge is present at the Fanno Creek crossing location. The recommendations contained herein are based on preliminary studies by OBEC Consulting Engineers with support from DeHaas and Associates for surveying and alignments, and geotechnical input from Shannon & Wilson, Inc. Design Criteria It is the intent of this design to construct a new seismically resistant bridge similar to the recent City of Tigard bridge projects at Grant Avenue and Tiedeman Avenue. The new roadway will include 12' travel lanes and 6' bike paths with 6' raised sidewalks on each side of centerline. The bridge will be designed for HS-20 loading according to the current American Association of State and Highway Officials (AASHTO) standards. The design will include 2" of asphalt wearing surface with an allowance of 2" for future asphalt. The new structure will be designed for a site peak acceleration of 0.2g based on current ODOT seismic hazard map. a Foundation Investigation A preliminary geotechnical evaluation based on literature research and past experience with similar projects was performed by Shannon & Wilson, Inc. Their recommendations for the bridge indicated deep pile foundations driven into the Troudale Formation and t Sandy River Mudstone equivalent. We anticipate that the piles will be either 14" or 16" closed-end pipe piles driven to bearing capacities of 80 to 90 tons and depths of 75' to 100'. Because of limited geotechnical information at this time, we have used 80' lengths and 16" pipe piling for cost EUGENE estimating purposes. r X(541)6 7e 910 Country Club Road, Suite 1006 Eugene. Oregon 97101.1108 MEDFORD 1511) 7745590 Conceptual Report for Fanno Creek (Wall Street) Bridge FAX(511)771-5591 J 1335 Poplar Drive Page Medlord. Oregon 97501.5107 www.obec.com 'r I ~ lOISUl11I6 IIIitills Hydraulic Investigation The proposed road crosses Fanno Creek approximately 3.7 miles upstream from its confluence with the Tualatin River. The proposed bridge site is located in Zone AE as delineated on the Flood Insurance Rate Map (FIRM) for the City of Tigard, Oregon, Washington County, Map Number 410276000313, effective date March 1, 1982. The proposed road crosses Fanno Creek at approximately cross section "H" from the Flood Insurance Study (FIS) for the City of Tigard, Oregon, Washington County dated September 1, 1981. The FIS states the regulated floodway width for Fanno Creek at this section is 320 feet wide with a regulatory water surface elevation for the base flood of 141.1 feet based on the National Geodetic Vertical Datum (NGVD). This preliminary study summarizes the results of a hydraulic analysis conducted to determine the effects the proposed bridge would have on the base flood elevations in order to comply with the Code of Federal Regulations 44 CFR 60.3 and the City of Tigard Land Development Code. Federal Regulation 44 CFR 60.3 section d.2 requires that any encroachment into the regulated floodway must result in a 0.00 (no rise) increase e to the base flood elevations. HEC-RAS Version 2.2, September 1998, was used to analyze the hydraulic conditions at the proposed bridge site. The hydrology used for this study is based on flows obtained from the FIS for Fanno Creek. The design flood for the proposed project is the 100-year event. Two models were developed for the bridge site: a natural condition model to represent the natural condition before any structures are built and a proposed condition model that represents the proposed bridge. All of the models were developed from a topographic survey completed by DeHaas and Associates. Several options were analyzed for the proposed condition model to identify a bridge that would comply with the "no rise" requirement established by Federal regulations. The analysis started with an 80-foot-long single-span increasing up to a 120-foot-long single- span bridge. All these single-span structures resulted in a rise in the base flood elevation. Extensive channel modifications were investigated with the 120-foot-long single-span but this also resulted in a rise in the base flood elevation. After numerous iterations, analysis showed that a multi-span bridge that spans the 320-foot floodway was the only option that would comply with the "no rise" requirement. This bridge option did require some berm removal on the west side of the main channel to offset the backwater caused by the interior bents of the bridge. There has been some discussion regarding encroachment within the regulatory floodway as an option, thereby allowing a shorter bridge. The only way to change the regulated floodway and the base flood elevations adopted by the National Flood Insurance Program (NFIP) is to apply to the Federal Emergency Management Agency (FEMA) for a Conditional Letter of Map Revision (CLOMR). The CLOMR is submitted to FEMA for review to determine if the project complies with the minimum floodplain management A Conceptual Report for Fanno Creek (Wall Street) Bridge Page 2 ~ rArsu~ttri 1 (iitNttAS criteria. This process can be used to get approval from FEMA to revise the base elevations and or floodway which could allow for a shorter bridge. However, this process could take up to a year which may or may not get approval and would require an extensive hydrologic and hydraulic analysis to determine the new base flood elevations and floodway that would need to be submitted with the CLOMR. This level of hydraulic analysis would require a copy of the original HEC-2 model used to develop the FIS from FEMA and additional survey data to be obtained for Fanno Creek. The existing survey data would need to be expanded to include Fanno Creek and its floodplain from the bridge crossing at S.W. Hall Blvd on the upstream side of the proposed bridge to 2000 feet below the proposed bridge on the downstream side. The 1 original HEC-2 model would be modified with the survey data to create a new base model that would be used to determine the new base flood elevations for the proposed structure. The results of the analysis must show that the combined effects do not increase the base flood elevations "with floodway" by more than what is shown in the FIS. In this case at Section "H" the increase is 0.6 feet. A CLOMR could then be submitted to FEMA for approval with the appropriate review fees included. The submittal would include a topograhic map delineating the new base flood elevations and floodway; a statement that the City of Tigard has notified all the affected property owners of the proposed impacts to properties upstream and downstream; and a copy of the adoption of 1 the new base flood elevations and floodway by the City of Tigard. Joe Weber from the Region 10 Office of FEMA was contacted on December 12, 2002, for verification of the procedure stated above. Our recommendation at this time is for a bridge consisting of four 80 foot spans that utilize prestressed slabs totaling 320 feet. This bridge will comply with the "no rise" requirement established by current Federal regulations and the City of Tigard Land ® Development Code. Further investigation into revising the regulatory floodway is beyond the scope of this preliminary report. Permits Corps of Engineers and Division of State Lands fill/removal permits will likely be required at this site. We also anticipate a City of Tigard Sensitive Lands Permit for the approach embankment encroachment into the 100-year flood plain. Any encroachment volume into the 100-year flood plain will need to be mitigated with an equal volume of removal somewhere near the site according to Chapter 3 section 13(c) of the Clean Water 1 Services Design and Construction Standards. Because this is a new crossing, DSL requires an easement with legal description for any new structures above "waters of the state" according to OAR 141-65. Additional environmental issues will be addressed by Pacific Habitat Services. ,j Conceptual Report for Fanno Creek (Wall Street) Bridge Page 3 ~ ' tarsrr►rrc Iri►rlrls Proposed Bridge The proposed bridge is a 320-foot-long bridge consisting of four 80-foot-long spans comprised of twelve 30-inch-deep by 4-feet-wide prestressed concrete slabs (Figure 1). The typical bridge section consists of two 12'-0" travel lanes with two 6'-0" bike lanes for a total roadway width of 36'-0". There will also be a 6'-0" sidewalk on each side to match the approach sidewalk. At the west end, the bridge will be flared to a roadway width of 43'-61/4" to match the required taper for the additional turn lane at Hall Boulevard. This will require adding a cast-in-place concrete flared section to the prestressed slabs. We recommend that 20 foot reinforced concrete end panels be constructed at each end of the new bridge. We feel this would be an effective measure to minimize potential differential settlement at the bridge ends where up to 10 feet of embankment will be placed. r The bridge rail recommended is the same as that used on the recent Grant Avenue and Tiedeman Avenue bridges. It consists of a concrete parapet with a steel pedestrian rail r mounted on top that is 4'-6" above the sidewalk elevation (ODOT Standard Drawing BR250). r The preliminary construction cost estimate for the bridge only is $1,156,700, including contingencies (Figure 2). 1 r r r r r ~r Conceptual Report for Fanno Creek (Wall Street Bridge Page 4 x 320=0°clr,-cli endbenls 12- 2-6'x4=0°precosl prestressed slabs ea apOn 80'-0' 80=0' 80'-(2. 80=0' 'flevolicns shown ore finish grade at CL bents Profile grade ti a Spon I g Spon 2 p h Spon J $,a SPon 4 $Ih 0 CL roadway ; . . ry 8 m o m aoizBX ` b N b on b N Proposed a J~ ` Slacture ~e 4 I I II ' L 144.8 ' 0 3 GRADELINE DIAGRAM b o b q eq 1. 14 9 rl+ i N8740Y4'W II NO SCALE EC1 I j h o 1 II' 11 II I h o h p ~-JI~1~ h 0 M~ 1 II i i II ICI I ~-,~'1II~~1~ - - 3 1 T-L 1 L1U Sa C1 roadway Q h 0 1\ Oo~ ° b .I 3 6 SEC. 1, T. 2 S, R i W., WM to 55-2 'toper 8-0" lyp ea side, wmgwol, ryp LOCATION MAP Std pawl ea ale end p mel ea end this end PLAN NO ~oa 1°a60' Pedestrim rail on sidewolk molnled CL benl concrete pavopel CL Ben11 CL Benl2 a Bent J CL Bent 4 CL Bent 5 JJ5-0' edeslrim roil ea side Pedeslrion rail m sidewalk momled concrete parapet Froctwed fin 160 finish I50. Sidewalk $ 140 1.5.1, lyp y\r o !JO 0..J75 steel fxlsling gound 10-0' wide PPI& 2'-6- Proadway CL 0 120 bike poth pipe pile, typ slab Remove berm !OD yr. !load 110 !o0 fst tip £l. 650 lyp. £L 141.1 ELEVATION Finish gnia Wingwall a roadway 50,-0, out-out !.0 L 1.0. 6-0° J6-0' 6*-0' roil s/w pedestrian roil on roodwoy s/w roll WINGWALL DETAIL sidewalk mmnled !2 2=6'x4-0"precosl caKrefeparapel I prestressed concrete 1/4'•t'-D' ■ slobs, Op p 2'nan ACWS j S1. 2-w S1. 2X nocourmcueaoasurtlare CONSULTING tuctrt,oataxnol 0 %vj''"'` ~r. iy4 :e y• ENGINEERS mMgmrnn rwo }E~(1 I.~~. acv. DESCRIPTION mK~ wrz r~ r r~ r~ r~ r~ r~ r~ PPl&037s FANNO CR. (WALL ST.) BRIDGE steel pipe p%le, typ. 71GARD OREGON TYPICAL DECK SECTION TYPE, SIZE d LOCATION - I lkrle P, f. mW Na 604-1 SNr. ! to 1 1/8'-1 -0° OEStacaCoyle a tixx ROC won tnE Na DRAWN tore [fC1Q7? Figure 1 uiltAU Iax+,ccrsl~ 160I00llCAD►AC1Dl r2IM+CO1. o1.ao rSIDIFG ~r _ FIGURE 2 Fanno Creek (Wall Street) Bridge City of Tigard 32W Bridge Preliminary Coat EstImate December 13, 2002 Spec. Item No. No. Item Bid Unit Est Unit OuanGN Unit Price Total Price MOBILIZATION 00210 10 Mobilization Lump Sum Lump Sum AN Lump Sum S 95.600 BRIDGES 00510 20 Shorin0 d Cribbing Lump Sum Lump Sum AN Lump Sum S 2,000 00510 30 Stnx:hae Excavation Lump Sum CY 120 S 20.00 S 2.400 00510 40 Granular Structure Bacldi8 Lump Sum CY 40 $ 25.00 $ 1,000 00520 50 Furnish Pile Driving Equipment Lump Sum Lump Sum AN Lump Sum S 20,000 00520 60 Furnish 16' Pipe Piles LF LF 3,200 S 20.00 S 64,000 00520 70 Drive 16' Pipe Piles Each Each 40 S 300.00 $ 12.000 00520 80 Pik Splice, 18- Piles Each Each 40 S 200.00 S 8,000 00530 90 Reinforcement Lump Sum Ibs 33,360 S 0.55 S 18,300 00540 100 Structural Concrete. Class 25 (1) Lump Sum CY 278 S 300.00 $ 83,400 00550 110 30' Precast Prestressed Stabs Each Each 48 $12.500.00 S 600,000 00583 120 20' Reinforced Concrete End Panels SY SY 214 $ 135.00 S 28.900 00587 130 Concrete Parapet with Pedestrian Rail LF LF 672.0 S 130.00 $ 87,400 e 00591 140 Membrane Waterproofing SY SY 1303 S 15.00 $ 19,500 $ 946,900.00 WEARING SURFACES 00744 150 Asphalt Concrete Pavement (2) tons tons 150 $ 60.00 S 9,000 SUBTOTAL OF ITEMS $ 1,051,500 ® Contingencies ® 10%: 5 105,200 Construction Engineering 10%: S 105.200 TOTAL PRELIMINARY ESTIMATE (3): S 1,261,900 (1)0vantity Includes Bridge b End Panel sidewalks (2) Quantity includes Bridge and End Pands (3) Bridge Only Does not include TPdDT, Erosion Control. or Seeding a J J ~ M i i i i t t t i 8a 1 July 23, 2001 Walter Rivers CITY OF TIGARD Property Manager Deering Management Group, Inc. OREGON 4800 SW Macadam Street Portland, OR 97201 Dear Mr. Rivers: The City of Tigard's draft Transportation System Plan (TSP) proposes the extension of Wall Street from Hunziker Street to Hall Boulevard. This proposed street would allow northbound traffic from south Tigard to bypass Hall Boulevard and proceed directly to Hunziker Street, then north to the Tigard Triangle. This connection is projected to cant' about 5,000 to 7,000 vehicles per day and would reduce the level of traffic at two key intersections (Hall/Hunziker and 72'/Bonita Road). This new connector produces adequate capacity at those two locations, and e relieves Hall Boulevard sufficiently to allow that street to function adequately at 3 instead of 5 lanes. A proposed future overcrossing of Highway 217 will allow traffic to connect directly from Hunziker to Hampton Street in the Tigard Triangle. A key element in the construction of this new connection is removal of the existing spur track along Wall Street. The spur track runs along Wall Street and crosses Hunziker Street to serve ® property on the north side of that street. This spur track would have to be removed for the new B1 street to be constructed. It is our understanding that your firm manages the Tigard Distribution Center property (presumably owned by Klokke Corporation) located west of the spur track. We would like to set up a meeting with you or your representatives to discuss this proposed new connection and the need for removal of the spur track. We will be calling you in the next two to three weeks to set a meeting for discussion of this matter. The extension of Wall Street is important to Tigard' 's future transportation plans, and we wish to do everything we can to make it feasible to construct. Mr. Fred Fields, the owner of much of the property over which this street would be constructed, is greatly interested in seeing this link established and is willing to participate in the construction of a portion of the proposed street. We see this interest as an opportunity for the City of Tigard to partner with Mr. Fields and others in funding the construction of this new street. r j If you have any questions, please do not hesitate to contact me. s- J Sincerely, Q P STIN P. DUENAS, P.E. Ci Engineer c: William A. Monahan, City Manager Fred Fields I \Cng\Gus\Lellers\Letter to Deering Managment Group Regarding Spur Track on Wall Street.doc 13125 SW Hall Blvd.. Tigard, OR 97223 (503) 639-4171 TDD (503) 684-2772 - - • tng Mgrnt.y Group PHONE NO. : 503 2251959 Jan. 24 2003 04:35PM P2 $b September 7, 2001 ~g CITY OF TIGAR® Walter Rivers h ~S Property Manager d SEP ?0(1' ;s ORE "CAN Deering Management Group, Inc. C\J c, iVEo j. 4800 SW Macadam Street - = Portland, OR 97201 Off, Dear Mr. Rivers: This is to update you on developments that have occurred since our meeting on August 23, 2001. At its- business meeting on August 28, 2001, the Tigard City Council approved the property adjacent to Hall Boulevard (across from O'Mara Street) as the site for the proposed new library: ' This is the property owned by Mr. Fred Fields. The Council authorized City staff to pursue an option to purchase the property as the fast step towards securing the site for the new library. The new library construction plans will show the primary access to the library coming from Wall Street connecting to Hall Boulevard at the south end of the Fields property. Hence, the segment of The Wall Street Extension that connects to Hall Boulevard will be constructed in conjunction with the new library construction. Enclosed is a drawing showing the preliminary alignment for the Wall Street Extension and the proposed new library site. We hope to bear from you soon regarding your analysis of the importance of the spur track to the Tigard Distribution Center. As I mentioned in my letter of July 23, 2001, and as emphasized in our meeting, the extension of Wall Street from Hunziker Street to Hall Boulevard is important to Tigard's future transportation plans. The removal of the existing spur track along Wall Street is essential for this connection to be made. If you have any questions, please do not hesitate to contact me. d. Sincerely, N N d ' STIN F. DUENAS, P.E. W C Engineer W Enclosure i c: William A. Monahan, City Manager Margaret Dames, Library Director Fred Fields I:kavouslLetters%Letter to Deering Management Group Yroviding?n Updstc ss of 9-7.01,doc ® 13125 SW Hall Blvd., Tigard, OR 97223 (503) 639-4Y11 TDD (503) 684-2'772 Y■-VY■"■Y■ ■ ■ v ■ ■en ' M a , a ~ M © Wall Street Extension ' N y WALL STREET EXTENSION KU IIVD TO MUCK M SIMMI MMA&V " UyOur vaoaAK N Proposed ' Site _ Tigard Spur Track - - / ~ - New ~ ibr L ~ 1 1 ~ .?ate Yv C _ olu"G NOT TO LCrLL[ r~rrY.r FROI1 Deering Mgmt. Group PHONE NO. : 503 2251959 Jan. 24 2003 03:02PM P2 8c RON D FERGUSON, P.C. Attomey at Law Ron D F Tualatin Palk Offices Facsimile: (503) 691-2694 8555 SW Tualatin Road PO Box 909 MAILING ADDRESS. ti `COQ. ss Tualatin, OR 97062 Tualatin OR 97062 (503) 692-5350 e'~G JGv co P N ° September 27, 2001 0~6lB([ 19 t ~"L City of Tigard r Attn: Agustin P. Duenas, PE 13125 Sit' Hall Blvd Tigard, OR 97223 Re: Wall Street Extension My client: Tigard Distribution Center Mr. Duenas: As you may recall, I appeared with Mr. Walt Rivers of Deering Management Croup at a meetitll, on August 23. 2001 , with yourself and Mr. Fred Fields; concerning the Wall Street extension I am representing the interests of Klokke Corporation, the owner of the ""ioa,d Distribution Center. In addition to the above-described meeting, 1 have now received a copy of your September 7, 2001, letter requesting some response on behalf of the Tigard Distribution Center I have consulted with Mr. Rivers of Deering Management Group, Inc., and representatives of Klokke Corporation and I would provide you with the following response. First, and foremost, I want to reiterate a position stated to you at the time of our meeting oil August 23, 2001. The Tigard Distribution Center was purchased by my clients and has continued to be operated relying on the fact that this property is served by the railway spur track. While it is not currently being utilized on a regular basis. it has in the past, and we anticipate that it is extremely likely that perspective future tenants will find this railroad spur extremely advantageous. It has very real economic value to the property and my client's ownership interests. At this time, my clients are not interested in releasing their interest to the railway spur and suffering a loss of that economic value. i In addition, beyond the simple economic value the railroad spur adds to my client's property, the spur also provides significant benefits to my client's building, its use of the property, and its construction. The preliminary information that I possess suggests that the zoning, access, parking, and fire district access, as well as perhaps setbacks of the construction, might be adversely impacted by the loss of the rail spur which may require significant modification to my client's property at rather substantial costs. Obviously, they do not feel they should bear any of those related costs should they ultimately lose use of the rail spur. When I view the overall concept of the Wall Street Extensions, it appears to me that there may be value to the City of Tigard by removing the rail spur and there may be some reduction in the existing traffic patterns if and when the Wall Street extension is concluded. It is not readily FROM. Deering M9mt. Group PHONE NO. 503 2251959 Jan. 24 2003 03:03PM P3 %gustin P. Duenas, PF / ® September 27, 2001 Page 2 apparent to me how traffic will be significantly reduced. It does appear to me. however, that there will be very significant economic value to this proposed Wall Street extension to Mr. Fields. The extension appears to make the potential library location, owned by Mr. Fields, much more valuable. In addition, Mr. Fields will then own a great portion of the adjacent property that runs along the newly created and improved Wall Street, which would replace the rail spur. So 1 must confess, it initially appears to me that a request is being made of my clients to "donate" significant economic value to a project which will greatly enhance the benefit of the property owned by other participants in this venture. Personally, I wonder if a similar roadway could not be established adjacent to the existing railway spur located on the property owned by Mr. Fields, and accomplish many of the goals the City seeks to attain. Finally, l understood, at the time of our meeting, that the Wall Street extension is being approached in various phases. There appears to be some urgency, especially on behalf of Mr. Fields, to remove the rail spur and complete and approve a portion of Wall Street in the immediate future. If I understand correctly, there appear to be numerous obstacles, planning and further activity required before construction can occur over the Fanno Creek wetlands towards the west end of the proposed extension. Under no circumstances would my client consider attempting to resolve this matter unless and until complete assurances and approval have been received,guaranteeing a consnuction of NVAil Street to its. anticipated terminus on Halt Blvd. Please understand that my clients are very much interested in working with the City of l icard and cooperating with Tigard's titture goals and plans. If they are w lose a portion of economic benefit of ownership of their property, however, they feel more than justified to demand compensation for that loss. They would also like to insure that the City of Tigard is erecting the best possible plan to improve its transportation system and that if those plans adversely impact the citizens of Tigard that those affected parties equally bare the burden of the proposal. Respectfully, RON D FERGUSON. P.C. Ron D Ferguson RDF:Ir ® cc: Client us 1 i ' V D HAAS Suite 300 - AGC (:enter 8d 9450 SW Commerce Circle x • • • • & Wilsonville, OR. 97070 u3-. • :~uw 682-2450 ssociates, Inc. (503) 682-4018 Fax COAuAk yEnpneers a Swveyas January 17, 2003 Mariann Deering Deering Management Group, Inc. 4800 SW Macadam Avenue, Suite 120 Portland, OR 97201 Re: Wall Street LID Dear Mariann: We are in the process of preparing a Conceptual Engineer's Report related to formation of a Local Improvement District (LID) that would provide a major collector street (Wall Street) connecting Hall Blvd. with Hunziker Street. The project begins at a signalized intersection of Wall Street with Hall Blvd. and extends easterly between the new library site on the North and the proposed Fanno Pointe development on the South, and then northeasterly with a 320ft. bridge crossing Fanno Creek, across the two sets of railroad tracks and along the current Coe Manufacturing Co./Fred Fields access to Hunziker Street. (See attached maps). A railroad spur track falls within the Fred Fields access portion and extends across I lunziker to serve the Funziker Industrial Park along with property currently leased to Gage Industries. The LID proposes to eliminate the spur track along with the railroad signals at Hunziker. As a part of our conceptual report, we need to generally explain the procedure necessary to eliminate the spur service to the two properties West of Hunziker and approximately what costs may be involved. We are asking your assistance in helping us develop this information. Sincerely, a Marlin Y. DeH-9'a-s, P.E., P.L.S. President J cc: 02.629.118 ✓ Vannie Nguyen - City of Tigard J Attachments r~ MJD/lo 6291tr.117 v $uite 300 • AGC Center DE HAAS 8e s ~ 9450 SW Commerce Circle a • • • • • Wilsonville, OR. 97070 (503) 682-2450 (503)682.401$Fax 2X W SSOC~G~~eJr L~S: w ConsWwrgfn9neeis January 17, 2003 Cheryl Bennett Norris, Beggs & Simpson 121 SW Morrison, Suite 200 Portland, OR 97204 Re: Wall Street LID Dear Cheryl: We are in the process of preparing a Conceptual Engineer's Report related to formation of a Local Improvement District (LID) that would provide a major collector street (Wall Street) connecting Hall Blvd. with Hunziker Street. The project begins at a signalized intersection of Wall Street with Hall Blvd. and extends easterly between the new library site on the North and the proposed Fanno Pointe development on the South, and then northeasterly with a 320ft. bridge crossing Fanno Creek, across the two sets of railroad tracks and along the current Coe Manufacturing Co./Fred Fields access to i lunziker Street. (See attached maps). A railroad spur track falls within the Fred Fields access portion and extends across Yunziker to serve the Hunziker Industrial Park along with property currently leased to Gage Industries. The LID proposes to eliminate the spur track along with the railroad signals at Hunziker. As a part of our conceptual report, we need to generally explain the procedure necessary to eliminate the spur service to the two properties West of Hunziker and approximately what costs may be involved. We are asking your assistance in helping us develop this information. Sincerely, tL ;r ~ Marli Ve aas, P. E., P.L.S. President d o cc: 02.629.118 Vannie Nguyen - City of Tigard Attachments MJD/lo 62911r. 117 r • 8f r 121 SW MORRISON STREET. SUITE 200 • PORTLAND. OREGON 97204 PHONE: (503)223.7181 • FAX: (503)273.0256 NORRIS New America International BEGGS & SIMPSON REALTORS 1 January 22, 2003 Mr. Marlin Dehaas Dehaas & Associates 9450 SW Commerce Circle, Suite 300 Wilsonville, OR 97070 r Re: Wall Street LID r Dear Marlin: I have reviewed the Conceptual Engineer's Report related to the LID for the proposed Wall Street, including the removal of the rail spur serving (tie area. We are agreeable to the proposed LID provided that the rail spur behind our building is removed in its entirety and the area is r graveled and leveled as a part of this project If you have any further questions or concerns, please do not hesitate to call me at 503-273.0384 Sincerely, NORRIS, BEGGS & SIMPSON r Cheryl L. ennett, CPM Property Manager r CLB/mao dehaas.doc cc: Blake Hering Wall Street LID File r r t NORRIS. BEGGS d SIMPSON NORTHWEST LIMITED PARTNERSHIP PORTLAND VANCOUVER BELLEVUE YOUR PARTNER IN REAL ESTATE SERVICES WORLDWIDE lk" vw~ PRELIMINARY CONSTRUCTION COST ESTIMATE (January 27, 2003) Schedule A - Strimmemm, SW WALL STREET (4251-f and 2775LO Item No. Deacrf on Quan 4251E Quantity 2775 Unit Unit Price Total Price 4258 Total Price 2775R Total I Mobilization 18% 82% Lump Sum S69,325.00 $12,325.00 SS7 000.00 $69.325.00 2 TP & DT (Traffic protection and 13% a7% Lump Sum 18.750.00 Direction cf Traffic 2.500.00 18.250.00 t 8.750.00 3 Erosion control 33% 67% Lump Sum 4.500.00 1.500.00 3.000.00 4,500.00 4 Clears d Grubbs 13% 87% Lump Sum 37 500.00 500000 32 500.00 37 500.00 5 SawcutA.C. 118 95 Lineal Feet 1.50 177.00 142.50 319.50 6 Stripping 2,230 8.940 Cubic Yards 10.00 22 300.00 89 400.00 111 700.00 7 Common Excavation 110 2,840 Cubic Yards Boo- 880.00 21 120.00 22 000.00 8 Embankment 'th on-site materials 0 2,640 Cubic Yards 5.00 0.00 13 200.00 13 200.00 9 Embankment (Imported Material) 6,08 0 23.320 Cubic Yards 15.00 9t.200.00? 349 800.00 441 000.00 10 Su rade Stabilization 20 100 Cubic Yards 30.00 600.00 3,000.00 3,600.00 11 314'-0 Crushed Rock 234 1,100 Cubic Yards 26.00 6,054.00 28 600.00 34.684.00 12 2•-0 Crushed Rock 1.007 4,400 Cubic Yards 26.00 26 182.00 114 400.00 140 582.00 13 Curb and Gutter 840 4.827 Lineal Feet 8.60 7 224.00 41 512.20 48 736.20 14 A.C. Pavement 982 3 910 Ton 42.00 41 244.00 164 220.00 205 464.00 15 Signing and Stripinq 13% 87% Lump Sum 32 625 00 435000 28 275.00 32 625.00 76 Wheelchair Ram 2 2 Each 900.00 1,800.00 1,800.00 3.600.00 17 4" Concrete Sidewalk 4.637 27 810 5 uare Feet 3.20 14 838.40 88 992.00 103 830.40 18 6• Concrete Sidewalk and Apron 1 .224 2,176 S uare Feet 3.90 4,773.60 8,486.40 13 260.00 19 Street Barricade 1 0 Each 1,000.00 1,000.00 0.00 1000 - 00 20 Underground Power. Telephone. TV and 13% 87% Lump Sum 111,765.00 14.500.00 hti 97.285.00 111,765.00 L' 21 Remove Railroad Tracks 0 1.520 Lineal Feet 25.00 0700 38 000.00 38 000.00 $258,478.00 $1,196,963.10 $1,455,441.10 Contingencies (10%) $25,848.00 $119,696.00 $145,544.00 Total Schedule A $264,326.00 $1,316,659.10 $1,600,985.10 LCUICIL1 I T ,1 Kir PRELIMINARY CONSTRUCTION COST ESTIMATE (January 27, 2003) Schedule 8 - Storrs Draln Improvements SW WALL STREET (425Lf and 2775Lf) ftem No. Descriotlon Quantity 425tt. Quantity 2775 Unit Unit Price Total Price 425R Total Price 2775R Total 1 Mobilization 16% 84% Lump Sum $10,985.00 $1,735.00 $9,250.00. $10.985.00 2 TP 3 DT (Traffic Protection and 13% 87% Lump Sum 1.875.00 250.00 1.825.00 1.875.00 Direction of Traffic 3 Erosion Control 13% 87% Lump Sum 1,125.00 150.00 975.00 1.125.00 4 Clearing d Grubbing 13% 87% Lump Sum 3,7%00 500.00 3,250.00 3,750.00 5 Trench Excavation (Common) and Class B 451 2.532 Lineal Feet 25.00 11.275.00 63.300.00 74.575.00 Badrfill 6 Trench Foundation 25 25 Lineal Feet 5.00 125.00 125.00 250.00 7 6" PVC Pi 0 65 Lineal Feel 6.00 0.00 390.00 390.00 8 10' PVC Pi 102 300 Lineal Feet 12.00 1,224.00 3,600.00 4,824.00 9 12" PVC Pi 67 389 Lineal Feel 15.00 1,005.00 5,835.00 6.840.00 10 15' PVC Pi 0 408 Lineal Feet 16.50 0.00 6,732.00 6,732.00 11 18' PVC Pi 0 651 Lineal Feet 18.00 0.00 11 718.00 11 718.00 12 24' PVC Pi 0 879 Lineal Feet 20.00 0.00 17 580.00 17 580.00 13 24- Concrete Pi 41 0 Lineal Feet 21.00 861.00 0.00 861 00 14 30' Concrete Pi 241 0 Lineal Feet 25.00 6,025.00 0.00 6,025.00 15 Bore Under Railroad 0 160 Lineal Feet 225.00 0.00 36 000.00 36 000.00 16 Catch Basins 4 12 Each 1.200.00 4,800.00 14 400.00 19 200.00 17 48' Standard Manhole 0 7 Each 2,000.00 0.00 14 000.00 14,000.00 18 60' Standard Manhole 2 1 Each 3,500.00 7,000.00 3,500.00 10 500.00 19 Class 100 Grouted Rip-Rap 30 20 Cubic Yards 50.00 1 500 00 1,000.00 2 500 00 20 Adiust Existing Manhole 0 1 Each 400.00 0.00 400.00 400.00 21 Remove Existing Catch Basin 0 1 Each 500.00 0.00 500.00 500.00 $36,450.00 $194,180.00 $230,630.00 Contingencies (10%) $3,645.00 $19,418.00 $23,063.00 Total Schedule B $40,095.00 $213,598.00 $253,693.00 f_C%71011L1 I T S 1 KIF PRELIMINARY CONSTRUCTION COST ESTIMATE (January 27, 2003) SW WALL STREET (425 Lt and 277SLO Schedule C • Sanitary Sewer Imorovementa Item No. Deacrlotlon uan 425ft Cuantl 2775k Unit Unit Price Total Price 4258 Total Price 27758 Total 1 Mobilization 8% 92% Lump Sum $1700.00 136.00 $1564.00 1700.00 2 TP 6 DT (Tra(tic Protection and 8% 92% Lump Sum 750.00 80.00 690.00 750.00 Direction of Traffic 3 Erosion Control 8% 92% Lump Sum 2.250.00 180.00 2070.00 2.250.00 4 Cleari 6 Grubbin 8% 92% Lump Sum 1,500.00 120.00 1380.00 1,500.00 5 Trench Foundation 10 10 Lineal Feet 5.00 50.00 50.00 100.00 6 10' PVC Pi 0 680 Lineal Feet 9.00 0.00 6,120.00 6,120. 00 7 Trench Excavation (Common and Clan A 0 100 Lineal Feet 15.00 0.00 1,500.00 1,500.00 Baclfill 8 Trench Excavation (Common and Class B 0 580 Lineal Feet 25.00 0.00 14.500.00 14.500.00 Backfill 9 10' Plus 0 2 Each 20.00 0.00 40.00 40.00 10 Admust Existing Manhole 3 1 Each 900.00 2.700.001 900.00 3 800.00 11 Connect to Existing Manhole 0 1 Each 900.00 0.00 900.00 900.00 12 48' Standard Manhole 0 2 Each 2 000.00 000 4000.00 4 000.00 $3,246.00 $33,714.00 $36,960.00 Contingencies (10%) $325.00 $3,371.00 $3,696.00 Total Schedule C $3,571.00 $37,085.00 $40,656.00 L=2101L11 T 0 1 KIP PRELIMINARY CONSTRUCTION COST ESTIMATE (January 27, 2003) Schedule D - Water Imemve.,..,. SW WALL STREET (425 Lf and 2775LQ Deseriott~" Quantl 425k Quantfty 2775k Unlt Unit Price Total Price 425k Total Price 2775k Total 1 Mobilization 12% as% Lump Sum $9,430.00 $1,100.00 $a.330.00 59 430.00 2 TP & DT (Traffic protection and 13% 87% Lump Sum 1,500.00 200.00 1.300.00 1,500.00 Direction of Tralfie 3 Erosion Control 13% 87% Lump Sum 375.00 50.00 325.00 375.00 4 Clearing and Grubbing 13% 870/. Lump Sum 750.00 100.00 850.00 750.00 5 12' Ductile Iron PI Class 52 412 2,775 Lineal Feet 15.00 6.180.001 41 625.00 4780500 6 8' Ductile Iron R 0 as Lineal Feet 12.00 0.00 1,020. 00 1,020.00 7 Trench Excavation (Common)and Class B 412 2,380 Lineal Feet 20.00 8,240.00 47,600.00 55.840.00 Backfill 8 Trench Foundation 20 20 Lineal Feet 5.00 100.00 100.00 200.00 9 Ductile Iron Fitti s 225 2.900 Pounds 2.80 630.00 8,120.00 8j50.00 10 12` MJ Gate Valves 1 6 Each 800.00 800.00 800.00 5600,00 11 87 FL Gate Valves 0 5 Each 550.00 0.00 2,750.00 2,750.00 12 6' FL Gate Valves 1 3 Each 450.00 450.00 1.35000 1.800.00 13 Fire rants 1 3 Each 1,800.00 1,800.00 5,400.00 7200.00 114 2' Blo"if Valve Assemb 1 0 Each 675.00 675.00 0.00 675.00 i5 Remove Existing 2- Blowoff Valve 0 1 Each 1,000.00 0.00 1,000.00 1,000.00 mbly and Connect 16 Wet Ta Assembly including Valve 1 1 Each 2.500.00 2,500.00 2,500.00 500000 17 Anchor 12' Ductile Iron Pipe Class 52 0 320 Lineal Feet 50.00 0.00 16,000.00 16.000.00 to Bridge 18 Bore Under Railroad 0 180 Lineal Feet 200.00 0.00 32 000.00 32 000.00 $22,825.00 $174,870.00 $197,695.00 Contingencies (10%) $2,282.50 $17,487.00 $19,769.50 Total Schedule D 525,107.50 $192,357.00 $217,464.50 {.CUIDIL.1 i Y ZTKIP PRELIMINARY CONSTRUCTION COST ESTIMATE (January 27, 2003) SW WALL STREET (4251-f and 2775LO Schedule E - Slonali atlon Ilncludlna Interconned with Burnham and McDonaldl Item No. Description uan 4258 usnt1tv 2775ft Unit Unit Price Total Price 4258 Total Price 2775ft Totat 1 Signalization 100% 0 Lump Sum 5180,000.00 $180,000.00 $0.00 $180.000.00 $180,000.00 $0.00 $180,000.00 Contingencies (10%) 18,000.00 0.00 18,000.00 Total Schedule E 198,000.00 0.00 $198,000.00 The Hall Blvd. signals at Burnham and McDonald are dose enough that ODOT may condition a Traffic Signal Inte=nnecL If the interconnect 30,000.00 0.00 30,000.00 is not required, deduct the fdlowing estimated construction costs: Contingencies (10.4) 3,000.00 0.00 3,000.00 $33,000.00 0.00 $33,000.00 Total Schedule E $231,000.00 $0.00 $231,000.00 Schedule F - Wetland and Buffer MItIgation Item No. Description uantfty 426ft quantity 2775ft Unit Unit Price Total Price 425n Total Price 2775ft Total 1 Wetland and Buffer Mitigation 59% 41X, Lump Sum $110.000.00 $85,000.00 $45,000.00 5710.000.00 $65,000.00 $45,000.00 $110,000.00 Contingencies (10%) 6,500.00 4,500.00 11,000.00 Total Schedule F $71,500.00 $49,500.00 $121,000.00 LEGIBILITY STRIP ® ® ® ® ® ® ® ® ® ® ® ® ® ® ® ® ® PRELIMINARY CONSTRUCTION COST ESTIMATE (January 27, 2003) SW WALL STREET (425Lf and 2775Lf) Schedule Q - Railroad Crosslno Item NO, pescriation Quantity 425ft Quantity 2775ft Unit Unit Price Total Price 4258 Total Price 2775ft Total 1 Railroad Crossing Signal 0 100% Lump Sum $250,000.00 $0.00 $250,000.00 $250,000.00 2 Railroad Panels 0 138 Uneal Feet 250.00 0.00 $34,000.00 $34,000.00 $0.00 $284,000.00 $284,000.00 Contingencies (10%) 0.00 28,400.00 28,400.00 Total Schedule G $0.00 $312,400.00 $312,400.00 Schedule H - Bridae Item No. Description Quantity 4258 Quantity 2775ft Unit Unit Price Total Price 425ft Total Price 2775ft Total 1 0 100% Lump Sum $1.051,500.00 $0.00 S1,051,500.00 51,051,500.00 $0,00 $1,051,500.00 $1,051,500.00 Contingencies (10%) 0.00 105,150.00 105,150.00 Total Schedule H $0.00 $1,156,650.00 $1,156,650.00 ScheduleI - Landscape Item N Description QuanN 425ft Quantl 2775ft Unit Unit Price Total Price 425ft Total Price 2T75ft Total 1 Landscape and irrigation 3788 20,528 Square Feet $3.50 $13,251.00 $71,848.00 S85.099.00 2 Trees 21 114 Each 300.00 $6,300.00 $34.200.00 $40.500.00 $19,551.00 $106,048.00 $125,599.00 Contingencies (10%) 1,955.00 10,505.00 12,560.00 Total Schedule 1 $21,506.00 $116,653.00 $138,159.00 LCUICOW I `I STRIP PRELIMINARY CONSTRUCTION COST ESTIMATE (January 27, 2003) SW WALL STREET (425 Lf and 27751-n Schedule J • Water Quality Swale Item No. Description Quantity 425ft Quantity 27758 Unit Unit Price Total Price 4258 Total Price 27758 Total 1 Excavation 220 500 Cubic Yard 7.00 1540.00 500.00 $5040.00 2 Inlet Structure 1 1 Each 2,500.00 2,600.00 2,500.00 5,000.00 3 Rip Rap 10 10 Cubic Yard 100.00 1.000.00 1.000.00 2.000.00 4 Outlet Structure 1 1 Each 2,500.00 2,500.00 2,500.00 5,000.00 5 Planting 3.900 5,850 Square Feet 0.50 1,950.00 2,925.00 4,875.00 8 Outlall Pi 80 100 Lineal Feet 25.00 2.000.001 2.500.001 1.500.00 7 EneEgy Manhole 1 1 Each 3,500-001 3 500.00 3,500.001 7 000,00 $14,990.00 $18,425.00 $33,415.00 Contingencies (10%) 1,499.00 1,843.00 3,342.00 Total Schedule J $16,489.00 $20,268.00 $36,757.00 LCU1151L11 T Z 1 KIr ® ® ® ® ® ® ® ® PRELIMINARY CONSTRUCTION COST ESTIMATE (January 27, 2003) SW WALL STREET (425 Lf and 27751-f) SUMMARY 425% 2776% Total Schedule A (Street) $284;326.00 $1,316,659.00 $1,600,985.00 Schedule B (Storm Drain) 40,095.00 213,598.00 253,693.00 Schedule C (Sanitary Sewer) 3,571.00 37,085.00 40,656.00 Schedule D (Water) 25,108.00 192,357.00 217,465.00 schedule E (Stgnalization) 231,000.00 0.00 231,000.00 Schedule F (Welland Mitigation) 71,500.00 49,500.00 121,000.00 Schedule G (Railroad Crossing) 0.00 312,400.00 312,400.00 Schedule H (Bridge) 0.00 1,166,650.00 1,156,650.00 Schedule I (Landscape) 21,506.00 116,653.00 138,159.00 Schedule J (Water Quality Swale) 16,489.00 20,268.00 36,757.00 Total Construction $693,595.00 $3,415,170.00 $4,108,765.00 000000 1 1 t 1 1 1 1 1 1 I - 7 Wall Street LID 1 Estimated Right-of-Way Costs January 28, 2003 Ident. Tax Lot a b $4.69a $1.17b Total No. No. Area R/W OFP Area R/W IFP R/W Costs 1 100 0 10,119 0 11,839 11,839 2 200 5,475 24,880 25,678 29,110 54,788 3 300 12,614 437 59,160 511 59,671 4 1200 33,048 5,195 154,995 6,078 161,073 5 1100 33,597 0 157,570 0 157,570 6 800 49,152 0 230,523 0 230,523 7 1202 0 0 0 0 0 8 1201 32,839 0 154,015 0 154,015 9 600 0 0 0 0 0 ]0 690 0 0 0 0 0 $829,479 R/W = Right-of-Way Area Outside Flood Plain (OFP) @ $4.69f12 Area Inside Flood Plain (IFP) @ $1.IM2 L "r o u 0 F 00 ® STRip 00 LEGION-" is 000 Wall Street LID Proposed Assessments January 28, 2003 Net a b 25% b Assessment Total Ident. Assessment Assessment Area Assessment No. Tax Lot No. Area OFP Area IFP a + 25%b 1 100 74,675 60,697 15,174 89,849 129,378 2 200 65,046 50,089 12,522 77,568 111,694 3 300 147,030 105,634 26,409 173,439 249,744 4 1200 797,202 311,054 77,764 874,966 1,259,90 5 1100 541,831 0 0 541,831 780,211 5 S.S. 1100 541,831 0 0 541,831 12,934 6 800 1,012,405 0 0 1,012,405 1,457,816 6S.S. 800 1,012,405 0 0 1,012,405 24,166 7 1202 426,017 0 0 426,017 613,444 8 1201 242,460 0 0 242,460 349,131 9 600 91,003 99,714 24,929 115,932 166,937 10 690 0 8,712 2,178 2,178 3,13 $5,158,50 OFP = Outside Flood Plain i IFP = Inside Flood Plain Assessment Formulas Sanitary Sewer Extension (S.S.) $ 37,100 U $0.02387/ft2 1,554,236ft2 1 All Other Assessable Costs $5,121,400 3,556,645ft2 $1.43995/ft2 WALL STREET LID PRELIMINARY ASSESSMENT ROLL (and (hvnership Report) January 31, 2003 Ident. Tax Lot No. Owner Assessed Outstanding Bonding Preliminary Bonding No. Valuation Assessment Capacity Assessment Deficiency 100 City of Tigard 1 13125 SW Hall Blvd. $263,800 $0.00 263,800 $129,378 $0.00 2S 12DD Tigard, OR 97223 200 City of Tigard 2 13125 SW Hall Blvd. 308,900 0 309,900 111,694 0 2S 1 2DD Tigard, OR 97223 300 Dene)) D. Zander & 3 Carol M. 584,600 0 584,600 249,744 0 13700 SW Hall Blvd. 2S 12DD Tigard, OR 97223 1200 Fred W. Fields 4 1149 SW Davenport 1,486,360 0 1,486,360 1,259,909 0 2S I 1 Portland, OR 97201 1100 Fred W. Fields 5 1149 SW Davenport 2,) 57,860 0 2,157,860 793,145 0 2S I I Portland, OR 97201 800 Fred W. Fields 6 1149 SW Davenport 3,980,810 0 3,980,810 1,481,982 0 2S 1 1 Portland, OR 97201 1202 The Coe Manufacturing Co. 7 P.O. Box 520 1,704,070 0 1,704,070 613,444 0 2S 1 1 Painesville, OH 44077 1201 The Coe Manufacturing Co. 8 P.O. Box 520 1,101,200 0 1,101,200 349,131 0 2S 1 I Painesville, OH 44077 600 City of Tigard 9 13125 SW Hall Blvd. 335,300 0 335,300 166,937 0 2S 1 2DA Tigard, OR 97223 690 A. Eidrem 10 PO Box 82824 5,400 0 5,400 3,136 0 t: 2S 1 2DA Portland, OR 97282 $5,158,500 j ' Bonding Capacity = Assessed Valuation Less Outstanding Assessments 1 I Total Assessment to be Assessed $5,158,500 i f Pat Whiting 4`7 8122 SW Spruce Street J~ Tigard, Oregon 97223 March 11, 2003 Mayor & City Council City of Tigard Tigard City Hall Tigard, Oregon 97223 RE: Public Hearing of 3/11/03 Agenda Item Proposed Wall St. LID Report & public funding Dear Mayor & Council: Regarding the agenda item before the City Council this evening addressing the Proposed Wall Street LID, the DeHaas and Assoiciates Report and the Staff Recommendations: 1. A Wall Street extension through a Western Pond Turtle habitat would not only misuse vital habitat, it would result in the loss of a healthy family of Western Pond Turtles that are a sensitive species - one step away from the endangered category. 2. The proposed Wall Street extension through a wetland across Fanno Creek would also trigger elimination of two water ponds and could threaten the survival of other local species like the red-legged frog and migrant songbirds. 3. According to your issue paper, page 2, paragraph 3, in reviewing the Conceptual Engineer's Report developed by consultation outside the City governing staff resources, no other alternative route or routes were considered to the proposed Wall Street route concept. 4. As other routes were not considered and given the fact that cut-throat trout exist in Fanno Creek and given the fact the existing Hall Blvd Bridge over Fanno Creek is in need of replacement, public funds should not be used to further promote the justification for a Wall street extension or develop the groundwork for an LID to fund this'project. I object to taxpayer funds being used to further this project that does not include alternative routing information. The quality of life issue is very important to those who live in Tigard and in surrounding communities. As a resident of Washington County that suppliments approximately 70% of local city library operation funding, I believe it is important that there .be a broader. analysis and an incorportation of community based concerns and recommendations. Expanding alternative synarios and acknowledging the sensitivity of the area which is a wildlife habitat would reflect bity government responsibility and elected officials' acumen for balanced land use. A Wall Street extension is by far not the most acceptable route. Redirecting your attention to other routing synarios acknowledges the City of Tigard's responsibility to this community's visioning philosophy - "Community Character and Quality of Life." Please accept my testimony into your record. Thank you. Pat Whiting TUALATIN Riverkeepers 9 16507 SW Roy Rogers Rd. Sherwood, OR 97140 (503) 590-5813 - fax: (503) 590-6702 - ttitivvv.tualatinriverkeepers.org email: inroC)tualatinriverkcepcrs.org March 10, 2003 Mayor Jim Griffith Tigard City Council 13125 SW Hall Blvd Tigard, OR 97223 Subject: Wall Street Local Improvement District Conceptual Engineer's Report Dear Mayor Griffith and City Council Members The Tualatin Riverkeepers is a community-based organization of over 600 members working to protect and restore the Tualatin River System. As part of our mission, we work to preserve remaining wildlife habitats on tributaries in the watershed, including Fanno Creek. We oppose the Wall Street extension over Fanno Creek as environmentally destructive and unsafe. We believe that alternatives identified in the Tigard Transportation System Plan do not have these problems and could actually benefit the health of Fanno Creek and pedestrian safety on the Fanno Creek Trail. We also feel that the Conceptual Engineer's Plan provides sufficient information to allow you to stop further work on the Wall Street LID and save $200,000 in Traffic Impact Funds for more beneficial projects. The Fanno Creek watershed Management Plan describes the stretch of Fanno Creek that would be impacted by Wall Street in this way: This is a hydrologically healthy stretch of Fanno, the channel meanders naturally and is not severely incised. High flow channels are evident and the stream is well connected to its f7oodplain.... The location is suitable and lends itself to being maintained as a natural greemvay for passive recreation and flood control/high water absorption. These are highly desirable characteristics in a stream, and much has been invested in returning Fanno Creek in Englewood Park to these conditions. We should not pave over such valuable conditions where the Wall Street crossing is proposed. The proposed Wall Street extension would cross known habitat for the Western Pond Turtle, a species on the Oregon Department of Fish and Wildlife's critical list. This project would destroy turtle habitat and add traffic impacts that threaten these turtles. In addition, this area serves as habitat for a number of other sensitive species that would be impacted including neotropical migrant songbirds like the willow flycatcher and the red-legged frog. Federal regulations under section 404 of the Clean Water Act require that the City of Tigard pursue all practicable alternatives to wetland impacts. The Tigard Transportation System plan clearly identifies alternatives to the Wall Street extension that would not impact wetlands but accomplish the same trkff'ic circulation goals. Thus the Wall Street project does not pass the "no alternatives" test necessary for a wetland fill permit from the Corps of Engineers. The Tualatin Riverkeepers is a community-based organization working to protect and restore Oregon's Tualatin River system. The Tualatin Riverkeepers builds watershed stewardship through public education, access to nature, citizen involvement and advocacy. We believe the City of Tigard has a significant interest in stopping the Wall Street LID for the safe operation of the new commuter rail project. In the United States approximately 400 people are killed each year at highway railroad crossings according to the Federal Railroad Administration Office of Safety Analysis. Currently Portland & Western Railroad runs 8 trains per day across these tracks. According to the City of Tigard Conceptual Engineer's Report the Washington County Commuter Rail "would add 30 to 50 trains per day at speeds of 60 to 70 miles per hour". The greatest number of railroad fatalities are to pedestrians trespassing on tracks,. In the United States there are over 500 such deaths each year. The Wall Street Project would make these railroad tracks accessible children and adults using the Fanno Creek trail and the park grounds surrounding the new Tigard Library. This project will most likely be denied an at-grade crossing over railroad tracks. Crossing of two main railroad tracks requires approval by Portland and Western Railroad and the Oregon Department of Transportation (ODOT). According to the Conceptual Engineer's Report, "Portland & Western Railroad representatives indicate they would vigorously fight such a proposal." The report also indicates that ODOT would likely deny permission for an on-grade crossing. ODOT Rail Division is in agreement with the Federal Railroad Administration in its effort to close crossings wherever possible. The Division is required by statute to eliminate crossings at grade wherever possible. ODOT also strongly discourages construction of new grade crossings unless there are strong, persuasive arguments to justify a new crossing. - 2001 Oregon Rail Plan Even the Tigard Transportation System Plan (TSP) recognizes that this project is unworkable. With regard to east-west circulation, the Tigard TSP states that the Wall Street project is, "...precluded due to the railroad, wetlands, river and being too far north or south to serve the projected demand." For north-south circulation the TSP recommends improving Hall Blvd between Durham Road and 99W. The upgrade of Hall Blvd (including the replacement of the Hall Blvd Bridge over Fanno Creek) is clearly the preferred alternative to Wall Street when flooding, pedestrian safety for the Fanno Creek Trail, and wildlife issues are considered. Replacement of this bridge is listed as a high priority project in the Fanno Creek Watershed Management Plan. With insurmountable wetland regulatory hurdles and no foreseeable approval from rail authorities, and with significant safety concerns, we believe that further study of the Wall Street LID is poor investment of Transportation Impact Funds. The Conceptual Engineer's Report provides you with sufficient information to justify no further effort on the Wall Street LID. By stopping the Wall Street LID now you will also be saving the city $200,000. Sincerely, Brian egener, WaterWatch Coordinator EOeart r si RAP Land yes Iterna Necess A Ind'Istrial Zoning glue Indicates AGCessible Tom ike~ S OA all Street ~unZ w strz~ w via l,4' Green Shadinglndlcates 'Space in the Tlg~d ~ ~ omp ensive Plan ~ -0111 ~ ~~~essiblAjead via Bonlta R Milton colat i What's New Contact ..1.1~~ ail L' r~~ A~w'~'•; Visitor # 438981 HomeTCrossina. :Forms/PnblicationsDowY. ue ~,FAQ1 Statistics last updated March 7, 2003 allroad Accident Incident Data: an-Dec 2000 an-Dec 2001 %Chan rain accidents 983 3,023 1.3% rain accidents er million train miles 13 .25 3.0% otal reported casualties 12 580 937 fatal 11 956 971 fatal -5.0% -a res asser fatalities 63 511 10.4% Employee casualties per 200,000 manhours 44 3.30 -4.1% HI hwa -rail crossin Incidents 3,502 31237 -7.6% Highway-rail crossing fatalities 25 21 -0.9% Highway-rail crossing incidents per million train 84 .55 -6.1% Iles an-December 2001 (Prelim) an-December 2002(Prelim) %Chang rain accidents 3 023 2,625 -13.2% rain accidents per million train miles .25 3.66 -13.8% otal reported casualties 11,956(971 fatal 10,241(948 fatal -14.3% res asser fatalities 511 542 6.1% Employee casualties per 200,000 manhours 3.30 2.85 -13.6% HI hwa -rail crossing Incidents 3,237 3 056 -5.6% HI hwa -call crossing fatalities 21 352 -16.4% Highway-rali crossing incidents per mi!"on train .55 .26 -6.3% Iles click here for additional Accident/Incident details allroad Inspection Data as of 0310612003: Inspections erformed Re orts 74 510 Defects recorded 350 829 1 hwa -Ra/l Crossing Data as of 1213112002: Public-at-Grade crossings 153,699 Private-at-Grade crossings 197,978 Y~ o-t policy options. e between different tion 2• Op • • makers often have to choos you favor, Option 10r 11. Decjsgon bons, indicate which option y eneral, For each set of oP on respondents. In g references am 9 to lUO% because some on questions produced several strong npiunbers do not add up Choice. The policy opts all survey formats, comments instead of marking a results are similar amonWer and others Wrote comet Ova ondents did not ans ° 89% resp 79 /o 86%- 21% 10% en spaces of open Encourage protection 14 Accommodate new develop indicated in all surveys' reserving open spaces is mdt cox reference for p 0 51% A strong p 53 /o 52°!0 47% 49°l0 Improve roads ariY f forms of $8% Improve alters transportation such as b svsalkways bike paths and pedestrian congestion, it is interesting that alternative indications of concern about traffic proving roads for cars. Given the strong nail favored as was p CiW~ about as eq y o transportation was CMWUW5UMO 59%. 5b to 57°!0 •n current City services even if it 41% 44% IVd.aintal °l0 means increasing taxes 43 Maintain current tax levels even if it Ci services means reducing h' e limitation measure was era ,late-wide prop, ta, was conducted a week aft. ^ „ 'Rine the survey Wall Street LID Preliminary Engineering Studies March 11, 2003 Mayor Griffith, As a Tigard citizen trying to help shape our future, I feel betrayed and cheated by the process so far in studying the Wall Street LID. I attended the new library conceptual design meetings last fall and saw the tentative development of Wall Street on charts. I asked your City Engineer, Gus, what this was about and he told me that it was something that was far out in the future and the public would be informed well before and involved in developing and plans in this area. I expressed concern regarding the Fanno Creek Greenway and asked to be placed on any mailing list for people to be involved in shaping studies of a Wall Street LID. I find now that even before the library conceptual design meetings, the sales contract of the library property included as a consideration that the City of Tigard would pursue a Wall Street LID (ie there would be no consideration of alternatives) and a contract for the present preliminary engineering study was already signed, with a schedule, etc. Why couldn't Gus have told me that and invited input on what the preliminary engineering study should address? The result is that we get today a study with no alternatives at all - zero. Early citizen involvement could have framed a more (ultimately) useful piece of work. The $100,000 or thereabouts already spent would not have been wasted. You the City Council need to place a letter of approbation in the personnel file of Gus, noting that his judgment has wasted $100,000 of Tigard taxes in this matter. Ina time when it is important that tax dollars be spent with great care, this should concern every Tigard citizen. I still have my concerns about the need and impact of a Wall Street LID, particularly on the Fanno Creek Greenway. I suggest a co-equal study to look at what equal funds directed at strategic sidewalks and bicycle paths could do to lessen the need for auto traffic on too busy Tigard streets in the area before this present engineering study go any further. It looks like with the several negative inputs received already, Tigard has adequately "pursued" the Wall Street LID pursuant to the purchase contract and can properly terminate work on such now. Of course I would like your counsel's opinion on this question. i i ncere , John Fre ing 7110 S Lola Lane Tigard, R 97223 jfrewing@teleport.com 503-245-5760 AGENDA ITEM # o FOR AGENDA OF March 11, 2003 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Consider Ordinance to Create a Park & Recreation Advisory Board PREPARED BY: Bill Monahan DEPT HEAD OK CITY MGR OK ISSUE BEFORE THE COUNCIL Consider the draft ordinance to create a Park & Recreation Advisory Board. STAFF RECOMMENDATION Adopt the draft ordinance. INFORMATION SUMMARY 2003 Council Goal No. 4 - Parks and Recreation listed the following components: A. Continue the efforts of the Youth Forum. B. Complete or update parks master plans for city facilities. C. Explore the creation of a Parks and Recreation Advisory Board. Attached is a proposed ordinance that addresses Item "C" above to create a Park and Recreation Advisory Board. Also attached is a memorandum that explains some of the changes made to the proposed ordinance after the Council discussion on February 25, 2003. Because of the recent cutbacks in school funding, there are efforts underway by individuals in the community to review options to fund and manage sports and recreation activities and facilities. The City has been approached to participate in this review. It is anticipated that the Park an d Recreation Board will develop relationships with the Tigard-Tualatin School District and recreation groups to focus on park and recreation needs of the community. If adopted, the proposed ordinance to form the Board would become effective immediately to facilitate the recruitment and selection of board members. OTHER ALTERNATIVES CONSIDERED i A. Suggest additional changes to the ordinance. B. Postpone creation of the Parks and Recreation Advisory Board. VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY Goal 3, Strategy 1, of the Urban & Public Services Target Area, states: "Develop partnerships with current providers to provide opportunities for recreation." ATTACHMENT LIST A. Memorandum dated February 28, 2003, from City Manager Monahan. B. Proposed ordinance. C. Resolution No. 01-21, outlining the process to appoint alternate board members. FISCAL NOTES N/A I:WDM\PACKET'03\200303111PARK AND RECREATION SUMMARY SHEET.DOC +i 1 ;I t MEMORANDUM CITY OF TIGARD, OREGON TO: Honorable Mayor & City Council FROM: Bill Monahan, City Manager DATE: February 28, 2003 SUBJECT: Ordinance to Create a Park and Recreation Advisory Board On February 25, 2003, Council reviewed the initial draft of an ordinance to form a new Park and Recreation Advisory Board. Comments from Council have been incorporated into the attached draft; specifically, changes in Section 4 noting that Council may appoint additional ex officio members of the Board and in Section 5 wording was added to indicate that the Board duties listed were not all inclusive. Council also questioned whether a section was needed to reference the ability to appoint alternates to the Board. Attached is Resolution No. 01-21, which established a process allowing for the appointment of alternates. The resolution applies to all city boards or committees; therefore, no specific reference is needed in the ordinance establishing the Advisory Board. The draft ordinance also includes new language presenting justification why the need exists for a Board. Attachment I:WDMABILUMEMOS\200WARK AND REC ADMIN BOARD.DOC CITY OF TIGARD, OREGON ORDINANCE NO. 03- AN ORDINANCE CREATING A CITY PARK AND RECREATION ADVISORY BOARD, DEFINING ITS MEMBERSHIP, POWERS AND DUTIES. WHEREAS, the City of Tigard is a growing community with increasing needs for park and recreation activities; and WHEREAS, the City has completed master plans and improvements to several City parks, but further work remains; and WHEREAS, Tigard has not had a separate Park and Recreation Advisory Board since the dissolution of the former Park and Recreation Board in the early 1990's; and WHEREAS, the Tigard Planning Commission has ably provided advice to the City Council and staff on parks-related issues for more than ten years; and WHEREAS, the City is in need of an advisory group that can focus solely on park and recreation needs of the community. NOW, THEREFORE, THE CITY OF TIGARD ORDAINS AS FOLLOWS: SECTION 1: There is hereby created a Park and Recreation Advisory Board of Tigard, Oregon, consisting of seven (7) persons to be appointed by the Mayor and confirmed by the Council, not more than two (2) of whom shall be non-residents of the City. Board members shall receive no compensation. SECTION 2: The City Park and Recreation Advisory Board shall, at its first meeting after the effective date of this ordinance, elect a chairperson and vice chairperson, who shall hold office during the pleasure of the board, and the board shall elect a secretary who need not be a member of the board, and the secretary shall keep accurate records of all board proceedings. SECTION 3: The terms of the initial members of the Board shall be designated by the Mayor. The Mayor shall appoint the initial members as follows: - Two members for a term of two years. - Two members for a term of three years. - Three members for a term of four years. Future appointments to fill complete terms shall be for a term of four years. ORDINANCE No. 03- Page I If any appointive member is unable to serve the term for which the member was appointed, or an appointive member resigns prior to completion of the term for which the member was appointed, the Mayor shall fill the vacancy by appointment for the remainder of the unexpired term. SECTION 4: An ex officio member of the Board may be appointed by the Mayor upon the recommendation of the Tigard-Tualatin School District. The role of the Ex Officio member shall be to act as the liaison for the District and to share information and ideas about community recreation facilities. Other ex officio members may be appointed by the City Council. SECTION 5: The City Park and Recreation Advisory Board shall have the power and duties to advise the Public Works Director and City Council on issues such as: a. Concerning the management, care and control of public parks and recreation facilities and programs of the City, together with all park property and recreation facilities which may be acquired and developed; b. Concerning the making and altering from time to time of needful rules and regulations for the maintenance of order, safety and decency in said parks and recreation facilities; c. Concerning the establishment and modification of fees for park and recreation services, programs, or facility rentals; d. Concerning the expenditure of such funds as shall be appropriated by the City Council for public park and recreation facilities and programs. SECTION 6: Members of the Board shall be limited to the two full consecutive terms not withstanding prior appointment to an unexpired term. SECTION 7: The Board shall comply with the Oregon Public Meeting Law, meet on a regular basis and make recommendations to City Council as needed. 9 i SECTION 8: Inasmuch as it is deemed necessary for the public health, peace and safety of the citizens of Tigard that an advisory board on park and recreation matters be established, an emergency is hereby declared to exist, and this ordinance shall be in full force and effect i on and after the date following its adoption by the City Council and signature by the i Mayor. i ORDINANCE No. 03- Page 2 PASSED: By vote of all Council members present after being read by number and title only, this day of , 2003. Catherine Wheatley, City Recorder APPROVED: By Tigard City Council this day of 72003. James E. Griffith, Mayor Approved as to form: City Attorney Date I:WDM\ORDINANC\PARK REC BOARD.DOC 1 1 I 1 I I ORDINANCE No. 03- Page 3 CITY OF TIGARD, OREGON RESOLUTION NO.01-oZ I A RESOLUTION OF THE TIGARD CITY COUNCIL MODIFYING THE BOARD AND COMMITTEE APPOINTMENT PROCESS TO INCLUDE APPOINTING ALTERNATES WHEREAS, openings on boards and committees are filled after advertizing for applicants, applicants being interviewed by the Mayor's Appointments Advisory Committee and their names being submitted to the full Council for appointment, a process that takes as along as three months; and WHEREAS, this process this works well when the end of a term is known; and WHEREAS, when a resignation occurs midterm and is effective immediately, this process is ineffecient and leaves the board or committee without complete staffing for as long as 3 months; and WHEREAS, 1 or 2 alternates to a specific board or committee could be selected from the pool of interviewed applicants and appointed by the Council at the same time new, full-term members are appointed. NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that: SECTION 1: When a full-term position on a board or committee is due to open, the Mayor's Appointments Advisory Committee interviews applicants and selects a candidate or candidate(s) for immediate appointment as member(s). At the same time, 1 or 2 of the interviewed applicants would be appointed as alternates. SECTION 2: Alternates would be appointed to terms that would end when the next full-term committee positions open. SECTION 3: In the event of a member's midterm resignation, an appointed alternate could be appointed to member status by the Council, and would complete the remaining portion of the term from which the member had resigned. Alternates would only fill remaining terms on the specific board or committee for which they originally were interviewed. This modification of the appointment process would be used only in the event of a midterm vacancy. ' SECTION 4: In no event may a person designated as an alternate be so designated for a period i exceeding two years unless the person reapplies and is reappointed as an alternate. RESOLUTION NO.01-,aI Page 1 SECTION 5: An alternate who has been appointed to a remaining term may subsequently serve two • full consecutive terms on the board or committee to which he or she was appointed, and would be subject the same membership requirements as any other citizen. PASSED: This ';~A day of 2001. Council President - City of Tigard ATTEST: 'Lc~t.2 City Recorder - City of Tigard iN itF ideV=1uLdot RESOLUTION NO. 01-a-1 Page 2