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City Council Packet - 10/26/2004OREGON TIGARD CITY COUNCIL MEETING October 26, 2004 COUNCIL MEETING WILL BE TELEVISED I:\Ofs\Donna's\Ccpkt3 13125 SW Hall Blvd., Tigard, OR 97223 (503) 639-4171 TDD (503) 684-2772 Agenda Item No. Meeting of / /!2:5 AQt COUNCIL MINUTES TIGARD CITY COUNCIL MEETING October 26, 2004 The meeting was called to order at 6:30 p.m. by Mayor Dirksen. Council Present: Mayor Dirksen, Councilors Sherwood, Wilson, and Woodruff. Councilor Moore was excused. STUDY SESSION > PERMIT CENTER UPDATE In response to a request from Loreen Mills, Risk Management, Councilors stated they did not have any concerns about the Budget Amendment to fund additional costs for the Permit Center. > CONTINUED DISCUSSION OF 360 REVIEW Sandy Zodrow, Human Resources Manager, stated she had provided a recap of the Council's discussion held on September 28, at which time Mr. Monahan had provided information about the ICMA Performance Assessment Program to be used by Council as an evaluation tool of Mr. Monahan. She then distributed a copy of the assessment profile used by the School District (Agenda Item SS, Exhibit 1), copy on file with the City Recorder. If Council wants to use the ICMA Performance Assessment Program, she will have to order the documents and Council determines a schedule from now to the end of the year and identifies the raters. She suggested the Council suggest a list of proposed raters. Mr. Monahan reviewed the process and the list of raters the School District used to evaluate the superintendent, which could be used as a starting point. The material he had provided from ICMA also listed possible raters. He suggested Councilors submit their ideas to the Mayor, who will then review the list with him. The Council identified possible categories to be considered and following discussion about the process, The Council agreed to provide Ms. Zodrow with categories or positions identified as raters by the November 23 Council Meeting, Tigard City Council Minutes Page 1 Meeting of October 26, 2004 The Mayor and Mr. Monahan will identify the corresponding person from the various categories; • Ms. Zodrow will contact the persons identified to see if they would be willing to participate in Mr. Monahan's Performance Assessment Program; • The list of raters will be approved by Council in December, • Those selected to complete the Performance Assessment Forms will be requested to complete and return them to the Andrew Young School at the University of Georgia in January; and • The Performance Assessments will be returned and reviewed by the Council and Mr. Monahan in advance of his annual performance review in May. Ms. Zodrow indicated she would contact ICMA to find out the turn-around time for analysis of the 15 assessments, as well as order the forms. Councilor Woodruff noted Councilor Moore was concerned that the ratings be anonymous. > LIBRARY STRATEGIC PLANNING REPRESENTATIVE Mr. Monahan stated Library Director Margaret Barnes has requested Council appoint a representative to the Library Strategic Planning meetings. Two meetings are currently scheduled on November 10 and January 10. Councilor Woodruff volunteered to serve on this committee but questioned what would happen if he was not elected in November. Mr. Monahan indicated Council could designate Councilor Woodruff as their representative even if he was not elected. He noted there are some council liaison roles being filled by non- council members. > ADMINISTRATIVE ITEMS a. Calendar Review November 2: Election Day • November 4-6: LOC Conference - Marriott Hotel downtown Portland • November 9: City Council Business Meeting - 6:30 pm November 11: Veterans Day- - City Hall Closed • November 16: City Council Workshop Meeting - 6:30 pm • November 23: City Council Business Meeting - 6:30 pm • November 25: Thanksgiving - City Hall Closed • November 26: City Hall Closed, but the Library will be open Tigard City Council Minutes Page 2 Meeting of October 26, 2004 November 29-December 4: National League of Cities Conference- Indianapolis Mr. Monahan also noted: • The move to the Permit Center will occur the week of November 15. • The Council is still scheduled to meet with the City of Tualatin Council and the Tigard/Tualatin School District Board on November 15, at 6:30 p.m. at the District Office. This meeting still had some details to work out, but it should be on Councilor's schedule. > Citizen Forum November 30 Mr. Monahan noted the Water Auditorium has been scheduled for this meeting as Town Hall/City Hall will be in the process of being remodeled. • It was determined this meeting would not interfere with Councilor Sherwood and Mayor Dirksen leaving for Indianapolis for the NLC Conference. It was not required that all Councilors attend the Citizen Foram, but would be held even if no quorum Is present. • This will be a noticed official public meeting. • Staff will not be in attendance, but there will be someone present to take notes. If the City Recorder/Deputy does not attend the meeting, look into having someone from the Committee on Citizen Involvement who has been trained as a facilitator, to both facilitate and record the meeting. • Council needs to discuss the format and what each Councilor wants to achieve from this program. There was concurrence some structure would be needed, while maintaining a casual atmosphere. • The purpose is for citizens to have a dialogue with Councilors about issues. • Each Councilor was requested to prepare a couple of questions or topics to ask citizens who attend. • Staff was directed to prepare draft information on what it feels the general format should be for council discussion on November 9. • An announcement will be put on the City's website about the first Citizens Forum on November 30. • Council discussed possibly imposing a time limit if there were a lot of people present or so that one person does not dominate the entire evening. The program could be modeled after former Portland Mayor Neil Goldschmidt's "Open Line" television program. Tigard City Council Minutes Page 3 Meeting of October 26, 2004 • It may be necessary to have people sign up to find out how many people want to speak and then determine the amount of time each person has. Council wanted to be able to ask questions about the citizen's concern. • The time will be from 7 to 9 p.m. > LISTENING POST Mr. Monahan noted a listening post is scheduled regarding the NTIP process at the Beaverton City Library, Thursday, October 28, from 5 to 8 p.m. Projects to be discussed include the potential Ash Street connection, Greenburg Road, and BPA Trail planning. Councilor Woodruff stated he would attend the first part of that meeting. Mr. Monahan stated he would have staff prepare speaking points for Councilor Woodruff. > OTHER ANNOUNCEMENTS Mr. Monahan stated seven of the recent CERT graduates will be helping on crowd control at the Halloween festivities in downtown Tigard, on Friday, October 29. LOC Annual Meeting - Mr. Monahan noted Councilor Sherwood will not be able to attend the annual LOC meeting after all, so there will be no Council representative present. Two representatives from Senator Smith's staff will be available on Saturday. Several candidates have indicated they would like to attend if they are elected. City Staff will also be attending the conference. No one had questions about the proposed changes to the Council Groundrules. Mayor Dirksen requested the name and phone number of a person to contact at TriMet about the downtown commuter rail stations. Mr. Monahan noted Olivia Clark from TriMet is scheduled to attend the Council meeting on November 23 about changes of service. Councilor Wilson noted he attended the first meeting of the Transportation Financing Strategies Task Force and was Tigard City Council Minutes Page 4 Meeting of October 26, 2004 Impressed by the caliber of people on the task force, as they are very qualified and Interested In this Issue. He was concerned the Committee was looking for means when the end result is not clear, and suggested Council needs to provide a clear goal for the Task Force. There is an Item on tonight's Council meeting to expand the Task Force's mission statement and number of committee members. It would be easier for the Committee to identify funding If the goal was clearer. Mr. Monahan asked if it would make sense to have a workshop meeting with the Council and Task Force to talk about their ideas and see what additional tools or Information is needed to reach their goal. Councilor Wilson suggested Council, during its goal setting session in ]anuary, target things that we would like the Task Force to accomplish. In the past, projects have slide by the side because we did not know what we really wanted to do. We can't ask for money for a project If It Is a still in the idea stage. That occurred with the Hwy. 99 Task Force; the problem still exists and gets larger. He suggested this group needs to target finding solutions and not just finding money. Mayor Dirksen said it would be Interesting to see what comes out of the Task Force meetings and noted the City through a multi-phased process prioritized a list of projects for the next 20 years of what needs to be done. He agreed there needed to be a clear goal, other than raise money to improve the streets. It would be nice to have something more definite. Councilor Wilson stated a list of the standard sources would be a good start. Councilor Sherwood indicated she agreed with Councilor Wilson. She recalled the discussion about the issues regarding Pacific Highway (Hwy. 99), and the Council decided to meet with ODOT first before doing anything. Maybe the Council needs to meet with the Task Force, to come up with ideas on how to fiend transportation projects or where we can leverage dollars. Mr. Monahan noted Matt Garrett from Region i of ODOT Is scheduled on November 9; maybe members of the Task Force Tigard City Council Minutes Meeting of October 26, 2004 Page 5 should be invited to hear the discussion. The more they get a feel for what Council's direction Is, the better. One topic Mr. Garrett will discuss Is Hall Blvd. Mr. Duenas has been working with ODOT staff is the signal at the Library, and he believes they are close to an agreement. Mayor Dirksen concurred it would be a good idea if the task force members could attend the November 9 meeting, especially since the there will be new members on the Task Force. Mr. Monahan said it will be a start to have this dialogue, and then for Council to have the Task Force's mission in front of it during goal analysis, to determine which projects can be taken on during the next year. After the goal setting, maybe Council needs to meet with the Task Force. Gretchen Buehner said the two members being appointed tonight attended the Task Force meeting last week, so they were able to get up to speed. Study session recessed at 7:05 p.m. 1. BUSINESS MEETING 1.1 Mayor Dirksen called the Council and Local Contract Review Board Meeting to order at 7:31 p.m. 1.2 Roll Call: Mayor Dirksen, Councilors Sherwood, Wilson and Woodruff were present, Councilor Moore was excused. 1.3 Pledge of Allegiance 1.4 Council Communications 8t Liaison Reports Councilor Woodruff reported the Vision Task Force met last Tuesday night and presented information to the Action Committee. There was a lot of interest in the specifics results, which would be reviewed very carefully by Council at their goal setting session. There has been a commitment to come up with specific kinds of things that they could tell was being accomplished, rather in general. The Committee recognized the good work that staff had done since last spring. Mayor Dirksen said the Council will look forward to seeing what comes out of that process. Page 6 Tigard City Council Minutes Meeting of October 26, 2004 1.5 Call to Council and Staff for Non-Agenda Items - none 2. VISITOR'S AGENDA Mayor Dirksen noted in the future, if Council approves the resolution, the Visitor's Agenda will be called Citizen Communication. ■ ]ohn Frewing, 7110 SW Lola Lane, Tigard, asked that the Council reconsider and rescind Resolution 04-77 which was passed unanimously on October 12. He noted the resolution would commit 30% of all Tigard's capital Improvement funds to the Bull Mountain area for the next five years. He stated his concerns were as follows: ■ This resolution amends the annexation plan that is before the voters. ■ Council decided by consensus last week not to endorse ballot measures, but had submitted a letter to the Tigard Times last week endorsing the Bull Mountain annexation issue. ■ Today, he had received a letter from the Mayor describing Tigard's process used to formulate the Capital Improvement Project list which normally is a year-long process including citizen involvement, and this action would negate this established process to prioritize the CIP process to allocate funds for needed street drainage, pedestrian amenities and parks in Tigard. ■ This resolution and six others only became public a couple of days before Council's consideration on October 12 at a Bull Mountain CPO meeting. No public testimony was taken when Council considered and 46 approved the resolutions on October 12. ■ In considering and approving Resolution 04-77, there was no consideration given to equal or more severe needs in the rest of the existing city limits of Tigard. ■ No findings were made that the needs of the unincorporated areas of Bull Mountain that is included in the annexation have more severe needs than the rest of Tigard. ■ Concentrating millions of dollars into the small Bull Mountain area proposed to be annexed is an affront to the trust of all the other tax payers in Tigard. Councilor Wilson replied that while he appreciates Mr. Frewing's comments and agrees that in principal, these issues should be discussed openly and includes a public process. He disagreed that there should have been public comment on these resolutions. During the numerous public hearings and meetings held on the Bull Mountain annexation proposals, one comment made Page 7 Tigard City Council Minutes Meeting of October 26, 2004 repeatedly was there was a severe shortage of parks on Bull Mountain, both in the area already annexed but also in the area proposed for annexation. It was also noted the majority of Park SDC's collected in Tigard had been spent on Cook Park and Summerlake Park. If the area is annexed, he felt it was Bull Mountain area's turn for parks to be developed. He also noted if the proposal is approved, Bull Mountain residents would represent approximately 15% of the City's population. Councilor Woodruff noted Council discussed this during their strategic planning session on October 1 with a lot of council discussion. He noted when Council discussed taking a position on Ballot Measure 37, one councilor stated his feeling that the City should not take a position on a state-wide ballot measure or to try to influence the city's voters, and was not the consensus of the whole council, but Council decided not to vote on that resolution for a number of reasons. The Council's action to publicly support the Bull Mountain Annexation was different in that the Council put that measure on the ballot. Mayor Dirksen noted he agreed with Councilor Woodruff concerning the Measure 37 issue, as well as Council's urging the voters to approve the Bull Mountain Annexation. Councilors, as elected officials, can take a pro or con position. He noted the seven resolutions were developed after months of public debate and hearings, and at some point, Council has to stop taking public input and take a position, which is what they did. Mr. Frewing noted he had seen the annexation plan but it did not promise a certain amount of money to Bull Mountain. All of a sudden, Council is committing 30% of all capital improvements in Tigard to the small area on Bull Mountain without any public involvement. This discussion and decision should have been made before the measure was put on the ballot. Ken Henschel, 14530 SW 144"' Avenue, unincorporated Bull Mountain, and indicated he was concerned about Resolution 04-72, entitled "A resolution of the Tigard City Council confirming the commitment to a 3-year phase in of taxes of Bull Mountain residents of the Bull Mountain area." He is confused between the "3-year phase in of taxes" in this resolution and the "2-year phase in of taxes" on the Ballot Measure which put this issue on the ballot. Mayor Dirksen responded that the 3-year phase in and 2-year phase in of taxes is a matter of semantics. Both resolutions indicated that taxpayers in the area being annexed to Tigard in the Bull Mountain Annexation to Tigard, would have their taxes phased in with 50% the first year, 75% the second year, and 100% the third year. Tigard City Council Minutes Meeting of October 26, 2004 Page 8 Mr. Henschel noted some people would disagree that the resolution is clear. He noted the way the ballot measure is written and the way some people are reading the ballot measure is that those people who reside on Bull Mountain who are already residents of the City of Tigard would have their taxes reduced by 50% the first year and 25% the second year. Roughly 700 acres of Bull Mountain are already in the City of Tigard, and they believe their taxes would be reduced if the measure is approved. Mayor Dirksen noted there is no political entity known as Bull Mountain, and the measure put on the ballot described as Bull Mountain would only affect the area being annexed, and would not affect the existing area on Bull Mountain that has been already annexed. Mr. Henschel noted some residents of the already annexed area on Bull Mountain read this differently. The way people are reading this, which he believes is correct, the City could loose approximately $1 million of lost revenue if the Bull Mountain Annexation is approved. The Council should clarify what it meant, by either rescinding or rewriting that resolution to make it clear what it meant, because if the measure is approved, many of those residents will expect a reduction in their taxes, and will file suit against the city to have their taxes reduced. Mr. Monahan noted the affected area is the area subject to the annexation, and the properties within that area would be given the phase-in of taxes of the 50% and 75%. He noted Council has been consistent on that. Mr. Henschel noted that is not how the residents of Bull Mountain who are already part of the city are reading that. Councilor Woodruff noted the resolutions specifically related to the area proposed to be annexed, and would be moot if the annexation does not pass. It does not affect existing City of Tigard residents/property owners, including those on Bull Mountain. Mr. Henschel stated he understood Council's verbal explanation, but questions if that would be legal. He noted that property owners were not reading it the same way. Holly Shumway, 14535 SW Woodhue, unincorporated Bull Mountain, stated she was concerned about Resolution 04-78, which would "allocate park systems development charges collected after annexation of the Bull Mountain area to park and open space land acquisition on Bull Mountain." Ms. Shumway explained she attended a Washington County Board of Page 9 Tigard City Council Minutes Meeting of October 26, 2004 Commissioners meeting when they discussed the Parks SDC's, at which time she presented the CPO's resolution asking that Washington County allocate Park SDC's for parks in the Bull Mountain area. During the Commissioner's lengthy discussion on the issue, they estimated the County would raise between $10,000 and $300,000 in Parks SDC's but had no way to determine how the founds would be used. The Commissioners also felt the $300,000 would not be enough to purchase any substantial piece of land on Bull Mountain for park purposes, and felt it would be more advantageous to use the SDC's on improving Cook Park, which Bull Mountain residents could easily get to. Recently when the County was about to make a decision, a developer Indicated he would challenge the action as it was illegal under land use procedures to collect SDC's, and the Commissioners has deferred any further action until March 2005. Ms. Shumway stated she as a resident of the Bull Mountain area, felt the City's action on this Issue was just a smokescreen to try to convince voters, and there would never be any SDC's used to buy park land in the Bull Mountain area. She did not feel there would be anything accomplished. Mayor Dirksen pointed out the City and County was totally different regarding Park SDC. If the area were annexed, the County could collect the Park SDC's, and could decide to spend fees on park area in the Bull Mountain area through the effective date of the annexation. Once the area is annexed to the City, it then comes under the City's jurisdiction and the City would collect Park SDC's from developers, and the City has decided that any fees collected in the annexed area would be spent on parks in the affected area. Ms. Shumway noted the developer who challenged Washington County's Park SDC's, also builds within the City of Tigard and asked if the City's Park SDC's had been challenged. Mr. Monahan noted Washington County's proposed Park SDC was tied to their comprehensive plan. Tigard's Park SDC is a separately established ordinance and is not tied to the City's comprehensive plan. The developer who was challenging Washington County's proposed Park SDC has built homes in Tigard and has paid the Park SDC's. Ms. Shumway noted the title of the resolution indicates that the City will collect Park SDC's in the Bull Mountain, and asked if Park SDC's would be collected in the rest of the City. Mayor Dirksen replied that Park SDC's are collected city-wide, but this resolution noted any Park SDC's collected from development in the Bull Page 10 Tigard City Council Minutes Meeting of October 26, 2004 Mountain area would be used for parks in the area. The Council also recognizes the amount of Park SDC's collected from the Bull Mountain area would not be sufficient to purchase park land. When Council passed this resolution, Council discussion noted it was committed to utilizing other City funds that would be added to the Park SDC's collected from the Bull Mountain area in order to purchase land for parks. Ms. Shumway noted residents in the Bull Mountain area recently received notification from Metro be that it was of that' Mayor Dirksen replied the City would asked if the City Would part be involved with Metro. Councilor Woodruff explained that by Ms. Shumway's checking with the County about their Park SDC's, it reinforces what the Council has been saying that the City has the ability to collect and use Park SDC's if the area is annexed. He noted the City was considering increasing the Park SDC's across the board, throughout the City. If the area were annexed, the increased Park SDC's would apply also to development on Bull Mountain. Mr. Henschel noted in the body of that resolution, it states that land and open space acquisition would be on or near Bull Mountain. He feels this statement is deceptive, and asked again, what is "on," "near" or "what is the definition of Bull Mountain area." Councilor Wilson replied Council has noted Bull Mountain is not a legal entity but has noted that Council was referring to the boundaries of the area proposed for annexation. Council also recognizes that it may not be possible to find park sites within those boundaries, so was not limiting the area just to the annexed area for parks. That is why Council stated "the Bull Mountain area" in the resolution. Mr. Henschel stated he did not feel the resolutions made that clear. Pete Shumway, 14535 SW Woodhue Street, unincorporated Bull Mountain, stated he was concerned about Resolution 04-75, regarding "an aggressive search of the Bull Mountain area for park land." He questioned whether there have been any contacts with property owners to purchase property, as well as if the City has enough money to purchase the property. Over 700 acres on Bull Mountain has already been annexed, and Park SDC's should have been collected on those homes. He did not see any sidewalks or street lights in that area. The only thing he has seen are new signs "Entering Tigard." In order for him to be able to support the annexation proposal, he would need to see something more tangible, like a plan showing what funds might be allocated for Page 11 Tigard City Council Minutes Meeting of October 26, 2004 parks, where the additional funds will come from, and potential park sites were located. He noted the Parks White Papers noted many sites that might have been a potential park site has been developed. Mayor Dirksen replied there Is a limited amount of work the City can do while the issue is up in the air. Before the area comes into the City, there is no reason to do much planning. The City has purchased an area known as Cache Creek in the area of Bull Mountain that is already annexed. There may be some additional properties in that area that could be acquired. As far as identifying specific pieces of property in the unincorporated area of Bull Mountain, they would need to wait until after the area is annexed before contacting specific property owners to see if they would be interested in selling their property for park purposes. If the Issue Is approved by voters, the City wants to Immediately begin contacting willing sellers. He would have liked prior councils to have acquired property outside the City limits, but they did not feel they could acquire property outside the City limits. He noted the areas on Bull Mountain that has already been annexed could only be annexed if the property was contiguous to the City boundaries and was in the process of being developed. By the time those areas were annexed, the land was already being developed and there was no opportunity to preserve any land for open space. This was one reason the Council decided to proceed with this single annexation of the whole area, so that open space could be identified and purchased in order to be preserved from being developed. Mr. Shumway correctly noted that suitable open space is disappearing and as time passes, the opportunity will have been lost. Councilor Sherwood concurred that the policy of prior Councils was not to purchase property until the area was inside the city. The few times the Council did purchase property outside the City Limits, citizens made it clear they were upset that the City was purchasing property outside the City. Therefore, prior Councils have made it a policy not to purchase property outside the city limits. > OTHER ITEMS Mayor Dirksen announced that Council has discussed an opportunity that Council is going to make itself available to meet with citizens when there is a fifth Tuesday in a month, which is about four times a year. On those fifth Tuesdays, the City Council, or at least several members of the City Council, will be available to meet with citizens in an informal discussion, with no agenda, and someone, perhaps a citizen facilitator, to take notes. Citizens could ask questions, Councilors can ask citizens questions, in order to have discussion on Tigard City Council Minutes Page 12 Meeting of October 26, 2004 topics. The first Citizen Forum will be November 30, from 7 to 9 p.m. In the Water Building on Burnham Street. a. J W J 3. CONSENT AGENDA Motion by Councilor Sherwood, seconded by Councilor Wilson, to adopt the Consent Agenda as follows: Rob Williams, Youth Advisory Council President, read the Consent Agenda items. 3.1 Approve Council Minutes for September 21, September 28, and October 12, 2004 3.2 Receive and File: a. Council Goal Update - Quarter 3 BUDGET 3.3 RESOLUTION 04-80 - A RESOLUTION N SUDGETO TO INCREASE AMENDMENT #6 TO THE FY 200 APPROPRIATIONS IN THE FACILITY FUND OR REMODEL EXPENSES OF THE PERMIT CENTER/CITY HALL PROJECT. 3.4 RESOLUTION 04-81 - A RESOLUTION ME DAING ND THE PE SON NEL PLICIES FOR MANAGEMENT/SUPERVISORY EMPLOIYEES APPROVING A 3.5 RESOLUTION 04-82 - A RESOLD; IOS INGTON COUNTY'S MSTOIP PROJECTS FOR CONSIDERATION IN ENT PROGRAM) (MAJOR STREETS TRANSPORTATION I FOROTHEMSIX YEAR PERIOD TRANSPORTATION CAPITAL PROGRAM 2007 THROUGH 2012. 3.6 RESOLUTION 04-83 - A RESOLUTION REVISING HE POLL OUNDRULE OF THE CITY COUNCIL REGARDING COUNCIL S AND VISITOR'S AGENDA PROCESS (SUPERCEDING RESOLUTION NO. 01- 47) The motion was approved by a unanimous vote: Mayor Dirksen - Yes Councilor Sherwood - Yes Councilor Wilson - Yes Councilor Woodruff - Yes lot it packet on the Councilor Woodruff encouraged citizens took at the Council City's website, particularly the Council Goal update. of times, citizens ask what specific things the Council and City has accomplished. This lays out Tigard City Council Minutes Meeting of October 26, 2004 Page 13 each quarter the things that are occurring in the goals that were set in ]anuary. This is a good way to see what is happening. 4. MOBILE DATA COMPUTER (MDC'S) GRANT 8I BUDGET AMENDMENT ##3: Resolution No. 04-84 a. Staff Report Chief Bill Dickinson presented the staff report, and explained that a grant was submitted to the State of Oregon - 2004 State Homeland Security Program to fund the purchase of equipment needed by the Police Department to improve and protect communications. There are federal requirements that as of September 1, 2005, all transmissions have encryption capabilities. The City received $164,958 from the grant and the budget modification allocates those funds as well as transfers funds in the amount of $250,000 from the General Fund Contingency to allow the purchase of all the needed mobile data computers and digital video systems for installation in City police vehicles. b. Council Discussion Upon motion of Councilor Woodruff, seconded by Councilor Sherwood, to approve RESOLUTION 04-84 - A RESOLUTION TO ACCEPT A LAW ENFORCEMENT TERRORISM PREVENTION GRANT AND APPROVE BUDGET AMENDMENT #3 TO APPROPRIATE GRANT FUNDS AND TRANSFER CONTINGENCY TO ALLOW THE PURCHASE OF POLICE RADIOS, MOBILE DATA COMPUTERS, AND A DIGITAL VIDEO SYSTEM The motion was approved by a unanimous vote: Mayor Dirksen - Yes Councilor Sherwood - Yes Councilor Wilson - Yes Councilor Woodruff - Yes 5. PREVIEW OF THE NEW PERMIT CENTER a. Staff Report Gus Duenas, City Engineer, noted the Council had toured the Permit Center at its last meeting. He then presented a PowerPoint Presentation, showing what Tigard City Council Minutes Page 14 Meeting of October 26, 2004 the intent has been to consolidate staff in the new Permit Center which formerly housed the Library. The departments to be housed there include the Community Development which includes Planning and Building, Engineering, Human Resources and Risk Management. Slides were shown of the existing conditions In both City Hall as well as the modular buildings where a portion of Engineering and the Building Inspectors are located. This move will consolidate staff from a number of locations to one location and will make communication among staff more efficient. The reconstructed area will include an additional conference room accessible to the public for evening and weekend use, as well as additional small conference rooms for use by staff. Jim Hendryx, Community Development Director, also presented some of the PowerPoint Presentation. (Agenda Item No. 5, Exhibit 1 for copy of the PowerPoint Presentation). He noted the move is scheduled for mid November and staff as It Is packing material will divest Itself of junk and outdated files and material. 6. RESOLUTION TO EXPAND THE MISSION OF AND ADD NEW MEMBERS TO THE TRANSPORTATION FINANCING STRATEGIES TASK FORCE a. Staff Report Mr. Duenas explained that one of the things he has been trying to do with the Transportation Financing Strategies Task Force is to add new members. There is a need for a representative from the business community as well as more members in order to have a quorum whenever the committee meets. There has been a problem with the limited membership in getting a quorum. The resolution adds two members: Ralph Hughes from the Chamber of Commerce, and Marty Anderson, Planning Commission Representative. The resolution also changes the quorum from five to six. In addition, the Task Force discussed the question about the right-of-way maintenance of those areas located between the sidewalk and the right-of-way. It was noted the original resolution did not address that concern as part of the Task Force Mission. Council has also brought up questions about sidewalk improvements, which has been a high priority, which is also addressed in the mission statement. Staff recommends Council approve the resolution by amending the mission statement, changing the quorum and adding the additional members. Mayor Dirksen said he and Councilor Moore sat on the original Task Force, and Councilor Wilson is now representing the Council on the reconstituted Task Force. Tigard City Council Minutes Page 15 Meeting of October 26, 2004 Councilor Wilson stated he did attend the first Task Force Meeting last week, and was impressed by the quality of the people who are on the committee. One concern he had was the Committee was looking for means when the end result was not really focused. He felt the Council, at its goal setting sessions in January, needs to really target in on those projects which have the highest priority. The usual funding sources have been identified as well as the laundry list of projects. Some of those projects have money targeted to them. If we are going to look for new sources, then it is important to focus the group by connecting that effort to specific projects. Mayor Dirksen asked if during the Council Goal Setting, one of the things that would be needed is to try to integrate the task force and the project list to come up with specific goals that they will need to find funds for. Councilor Wilson said that would make the work of the Task Force more meaningful. Any time there is a group looking at fund raising, they need to be fund raise for specific purposes. Mr. Duenas said one of the things he told the Task Force already, is the Council had indicated it wanted to meet with the Task Force. The appropriate time would be after the goal setting. They are looking at either February or March for the Task Force to be scheduled at a work session. Councilor Woodruff said it is always good to meet with the task forces, in order to brainstorm and solve problems. He would hope that as they look for resources, they look for resources outside additional taxes that citizens have to pay. There is the street maintenance fee, but there are concerns about that. He would hope the Task Force is sensitive to that and look at other sources of revenue before they look at it. Mr. Duenas said that was one of the directions staff gave to the Task Force. Mayor Dirksen said the Council recognized that and has started having regular dialogues with the Oregon Department of Transportation (ODOT). That meeting is scheduled for November 9. It would be a good idea if the Task Force members be invited to attend that meeting. Mr. Duenas stated he would invite the Task Force Members to attend that Council Meeting. Upon motion of Councilor Wilson, seconded by Councilor Woodruff, to approve RESOLUTION 04-85 - A RESOLUTION AMENDING Tigard City Council Minutes Page 16 Meeting of October 26, 2004 RESOLUTION 04-52, WHICH STRATEGIES TASK FORCED THE TRANSPORTATION Mayor Dirksen Councilor Sherwood Councilor Wilson Councilor Woodruff 7. - Yes - Yes - Yes - Yes COUNCIL LIAISON REPORTS - None 8. NON AGENDA ITEMS - None 9. ADJOURNMENT Upon motion of Councilor Sherwood, seconded by Councilor Woodruff, unanimously passed, the motion was adjourned at 8:27 p.m. U c 4Wearvn, epu ty ecor er Attest: ayor, rty o agar Date: Page 17 Tigard City Council Minutes Meeting of October 26, 2004 Greeter: Bill Dickinson TIGARD CITY COUNCIL MEETING OCTOBER 26, 2004, 6:30'0.m..'. - TIGARD CITY HALL _13125 SW HALL' BLVD TIGARD, OR 97223 PUBLIC NOTICE: CITY OF TIGARD OREGON 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: Qualified sign language interpreters for persons with speech or hearing impairments; and • Qualified bilingual interpreters. Since these services must be scheduled with outside service providers, it is important to allow as much lead time as possible. Please notify the City of your need by 5:00 p.m. on the Thursday preceding the meeting by calling. 503-639-4171, ext. 2410 (voice) or 503- 684-2772 (TDD - Telecommunications Devices for the Deaf). SEE ATTACHED AGENDA COUNCIL AGENDA - OCTOBER 26, 2004 page 1 AGENDA TIGARD CITY COUNCIL MEETING OCTOBER 26, 2004 6:30 PM e STUDY SESSION > CONTINUED DISCUSSION OF 360 REVIEW 7:30 PM 1. BUSINESS MEETING 1.1 Call to Order - City Council 8t Local Contract Review Board 1.2 Roll Call 1.3 Pledge of Allegiance 1.4 Council Communications 8t Liaison Reports 1.5 Call to Council and Staff for Non-Agenda Items 2. VISITOR'S AGENDA (Two Minutes or Less, Please) 3. CONSENT AGENDA: These items are considered to be routine and may be enacted In one motion without separate discussion. Anyone may request that an item be removed by motion for discussion and separate action. Motion to: 3.1 Approve Council Minutes for September 21, September 28, and October 12, 2004 3.2 Receive and File: a. Council Goal Update - Quarter 3 3.3 Budget Amendment No. 6: Permit Center/City Hall Remodel: Resolution No. 04- 3.4 Amend the Management/Professional Personnel Policies: Resolution No. 04- 3.5 Approval the City's MSTIP Project List for Consideration in the County's MSTIP Transportation Capital Program: Resolution No. 04- 3.6 Approve Changes to Council Ground Rules Visitor's Agenda: Resolution No. 04- 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. COUNCIL AGENDA - OCTOBER 26, 2004 page 2 4. RESOLUTION TO ACCEPT MOBILE DATA COMPUTER (MDC'S) GRANT 8z BUDGET AMENDMENT #3 a. Staff Report: Chief Bill Dickinson, Police Department b. Council Discussion C. Resolution No. 04- S. PREVIEW OF THE NEW PERMIT CENTER a. Staff Report: Jim Hendryx, Community Development/Gus Duenas, Engineering b. Council Discussion 6. RESOLUTION TO EXPAND THE MISSION OF AND ADD NEW MEMBERS TO THE TRANSPORTATION FINANCING STRATEGIES TASK FORCE a. Staff Report: Gus Duenas, Engineering b. Council Discussion C. Resolution No. 04- 7. COUNCIL LIAISON REPORTS 8. NON AGENDA ITEMS 9. ADJOURNMENT I:W DW\CATHY\CCA\2004\041026.DOC COUNCIL AGENDA - OCTOBER 26, 2004 page 3 AGENDA TIGARD CITY COUNCIL BUSINESS MEETING - STUDY SESSION October 26, 2004 - 6:30 p.m. 13125 SW Hall Boulevard, Tigard, Oregon The Study Session Is held in the Red Rock Creek Conference Room. Enter at the back of Town Hall. The Council encourages interested citizens to attend all or pan: 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. STUDY SESSION > LIBRARY STRATEGIC PLANNING REPRESENTATIVE > ADMINISTRATIVE ITEMS a. Calendar Review November 2: Election Day November 4-6: LOC Conference - Marriott Hotel downtown Portland November 9: City Councll Business Meeting - 6:30 pm November 11: Veterans Day- - City Hall Closed November 16: City Council Workshop Meeting - 6:30 pm November 23: City Council Business Meeting - 6:30 pm November 2S: Thanksgiving- City Hall Closed November 26: City Hall Closed November 29-December 4: National League of Cities Conference- Indianapolis 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 closed to certain persons for deliberation on certain matters." Permissible Purposes for Executive Sessions: 660 (2) (a) - Employment of public officers, employees and agents, 192 . 192.660 (2) (b) - If the body has satisfied certain prerequisites. Discipline of public officers and employees (unless affected person requests to 192.660 (2) (c) - have an open hearing). To consider matters pertaining to medical staff of a public hospital. this Instance.) dia can be excluded in 192.660(2) (d) - 192.660 (2) (e) - / Labor negotiations. (News me Real property transaction negotiations. blic records - to consider records that are exempt by law from 192.660(2) (f) - Exempt pu public Inspection." These records are speclflcally Identified In the Oregon 192-660(2) (g) - Revised Statutes. Trade negotiations - Involving matters of trade or commerce in which the governing body is competing with other governing bodies. ounsel concerning legal rights and duties h i 192.660(2) (h) - c t Legal counsel - for consultation w regarding current litigation or litigation likely to be filed. 192.660(2) (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 uests an open hearing. The standards, criteria and policy re d q person affecte 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. on negotiations under ORS Chapter 293 with arr 192.660 (2) (p - y Public investments - to c private persons or businesses regarding proposed acquisition, exchange or 660 (2) (k)- 192 liquidation of public investments. Relates to health professional regulatory board. . 192.660 (2) (1)- 192.660 (21 (m)- Relates to State Landscape Architect Board. Relates to the review and approval of programs relating to security. k ~hsM • shey -bn ",1d.W0 Z407".dx 1:1~dmY.eOND'n October 13, 2004 TO: Mayor and City Council Agenda Item No. 5-5 Meeting of O FROM: Sandy Zodrow, Human Resources Director RE: 360 Degree Review - City Manager Pursuant to the City Council's September 28th agenda item regarding the future 360 Degree Review for the City Manager, I have tried to recap those major points of the discussion for Council's future reference. They include: o The 360 Degree Review instrument available through the International City/County Management Association (ICMA) was distributed by the City Manager to Council as a possible rating tool. This is part of the organization's credentialing process administered through Georgia State University. Completed ratings are sent to GSU where they are reviewed and compiled. The final report contains aggregate ratings from groups of raters, although an optional self assessment component can be sent back individually to the responder and their supervisor. The ICMA 360 Degree Review is specifically developed for City/County Manager positions. o Council could develop their own 360 review instrument although this would require identifying rated behaviors, criteria for measurement, etc. o Research based on companies/businesses using 360 Degree Review suggests that if an organization has not used 360 previously, the results from the first review are better utilized for career/development purposes as opposed to performance review. o Councilor Sherwood indicated that she is interested in a broader perspective review for the City Manager, for example, from peers and community members. Councilor Sherwood felt the price for the ICMA instrument was reasonable; that raters could be grouped. Finally, that November/December was already too busy for Council to do the review during that time. o Councilor Moore indicated that Council has the option to review and approve the proposed list of raters from the City Manager. The City Manager indicated that his recollection was also that it was a joint determination between him and the Council. In fact, the existing Employment Agreement between the City Manager and Council states: "The performance review for 2005, based on Council's suggestions will be a "360 Degree" review. Prior to January, 2005, Council and EMPLOYEE will discuss and agree to a format and process to be Carried out after January 1, 2005." o Councilor Moore also stated that he does not want to use the 360 review as a performance appraisal tool but wants to use it to show the strengths, weaknesses, or to improve job levels. He wants all responses to be anonymous and for those raters to have a true understanding of how the City operates. If not, he felt it could throw the results of the ratings off. He felt the ICMA review understands the City Manager's responsibilities and liked it. o Councilor Woodruff thought the ICMA tool looked like the way to go. He indicated the predetermined qualities were on point and felt that the crux of what Council was looking for is to have other people besides the Council weigh in on issues. He also noted there needed to be a discussion about who the 15 raters will be. o Councilor Wilson questioned how the raters would be grouped together, noting that selecting the raters could take some time in that some will be directed to participate while others would need to be asked. o Mayor Dirksen indicated that he felt the ICMA review represented the direction he was thinking about in terms of this kind of review. o The City Manager stated that he and Council could work on the details of the review process between now and the end of the year. LEADERSHIP I ORGANIZATIONAL MANAGEMENT Performance Indicators: (circle one rating only for each indicator) 4 - Outstanding 3 - Very Good 2 - Satisfactory 0 - Unacce table 1 -Needs Im rovement 1 Implement a shared vision (mission), developed through a staff/community process, that focuses on teaching and 4 3 2 1 0 leamin . .2 Develop, implement, promote, and monitor continuous 4 3 2 1 0 improvement processes. 3 Create and sup op rt a community of student/staff learners that 4 3 2 1 0 empower others to reach high levels of performance to achieve the District's vision mission . 4 Frame, analyze, and resolve problems using effective problem-solving techniques and decision-making skills. 4 3 2 1 0 5 Demonstrate mediation and conflict resolution skills. 4 3 2 1 0 6 Exhibit sound organizational and personal planning and time management skills including appropriate delegation of 4 3 2 1 0 res onsibili . 7 Promote shared decision-making as pervasive throughout the 4 3 2 1 0 system. 8 Demonstrate knowledge of financial management. 4 3 2 1 0 g Articulate budget complexities to public in respectful, 4 3 2 1 0 understandable manner. and 10 Demonstrate knowledge of school faciliti suPport for faclil rya 4 3 2 1 0 process that builds internal and needs, inc!udin bond issues security practices in 11 Implement appropriate safety and 4 3 2 1 0 schools. .12 Establish procedures and practices for dealing with 4 3 2 1 0 emergencies such as weather, threats to the school, student violence, and trauma. Summary Rating - Standard 1: (tally number of times each rating marked, then multiply by rating) x 4 = 4 Outstanding x3= 3 Very Good x 2 = 2 Satisfactory = 1 Needs Improvement x 1 X 1 = 0 Unacceptable Total (48 maximum) Entered into the Record on D Comments: By: a~ Zod row ~ a-z - Agenda Item# ~ Exhibit POLICY/GOVERNANCE/BOARD Performance Indicators: (circle one rating only for each indicator) 4 - Outstanding 3 - Very Good 2 - Satisfactory 1 - Needs Im rovement 0 - Unacceptable ih s stem of public school 1 4 3 2 1 0 2 4 3 2 1 0 3 4 3 2 1 0 4 4 3 2 1 0 5 4 3 2 1 0 6 4 3 2 1 0 7 4 3 2 1 0 8 4 3 1 0 .9 4 3 2 1 0 10 4 3 2 1 0 Understand and articulate e y governance and differentiates between policy making and administrative roles. Implement Board policies. Provide direction and leadership toward meeting the annual goals established by the Board. Establish procedures for Superintendent/Board interpersonal and working relationships. Promote active communication between Board and administrative team. Promote presentation of formal reports presented to the Board in a timely manner such that appropriate review can be made prior to formal discussion. Promote active communication to Board regarding concerns or rumors from community and staff. Understand and interpret the role of federal, state, and regional governments, policies, and politics anti their relationshi s to local districts and schools. Work collaboratively with local governments, other colleagues, professional organizations, business, and community groups in furthering educational goal 5. Use legal counsel in governance and procedures to avoid civil and criminal liabilities. Summary Rating - Standard 2: (tally number of times each rating marked, then multiply by rating) 4 Outstanding x4= 3 Very Good x 3 = 2 Satisfactory x 2 1 Needs Improvement x 1 = 0 Unacceptable x 0 = Total (40 maximum) Comments: COMMUNICATIONS / COMMUNITY RELATIONS Performance Indicators: (circle one rating only for each indicator) 4 - Outstanding 3 - Very Good 2 - Satisfactory 1 -Needs Im rovement 0 - Unacce table 1 Clearly articulate District vision, mission, and priorities to 4 3 2 1 0 community and media. 2 Demonstrate understanding of political forces and skills to 4 3 2 1 0 build coalitions for educational process. 3 Demonstrate effective communication skills (written, verbal 4 3 2 1 0 and nonverbal contexts, formal and informal settings, large and small group, and one-on-one environments . 4 Promote involvement of all stakeholders to fully participate in 4 3 2 1 0 the process of schooling. 4 3 2 -1 0 4 3 2 1 0 5 Establish effective school/community relations, school/business partnerships, and public service. 6 Understand the role of media in shaping and forming opinions as well as how to work with the media. 7 Oversee internal and external communication plan. 4 3 2 1 0 Summary Rating - Standard 3: (tally number of times each rating marked, then multiply by rating) 4 Outstanding x 3 = 3 Very Good x 2 = 2 Satisfactory x 1 = 1 Needs Improvement x 0 = 0 Unacceptable Total (28 maximum) Comments: INSTRUCTIONAL LEADERSHIP Performance Indicators: (circle one rating only for each indicator) 4 - Outstanding 3 - Very Good 2 - Satisfactory 1 - Needs Im rovement 0 - Unacceptable d use research findings on learning and 1 Demonstrate an instructional strategies and resources to maximize student 4 3 2 1 0 achievement. 2 Monitor change process to improve student and adult 4 3 2 1 0 learning. 3 Oversee plan to assess appropriate teaching methods, classroom management, and strategies for all learners. 4 322 T T 4 Anze available instructional resources including in applications of technology and assign them in a cost 4 3 effective and equitable manner to enhance student outcomes. Involve facultand stakeholders in enhancement and -55 1 renewal of curriculum to ensure alignment of curriculum, 4 3 2 1 instruction, and assessment. 6 Establish instructional strategies that recognize differences 4 3 2 1 0 in learning styles. 7 Apply effective methods of providing, monitoring, evaluating, 0 achievement and using good research and reporting student 4 3 2 1 and assessments to im rove the learning process. - 8 Encourage various staffing patterns, student grouping plans, school organizational structures, and l 4 3 2 1 0 ans, class scheduling p facilities design processes to support various teaching strate ies and desired student outcomes. Summary Rating - Standard 4: (tally number of times each rating marked, then multiply by rating) 4 Outstanding 3 Very Good _ x 3 = 2 Satisfactory x2= 1 Needs Improvement x 1 = 0 Unacceptable x 0 = (32 maximum) Total Comments: HUMAN RESOURCES LEADERSHIP/ LABOR RELATIONS Performance Indicators: (circle one rating only for each indicator) 4 - Outstanding 3 - Very Good 2 - Satisfactory 1 - Needs Improvement 0 - Unacceptable 1 Work with faculty and other stakeholders to identify system 4 3 2 1 0 and staff needs and organize, facilitate, and evaluate effective professional development focusing on integrating District and school priorities, improving student learning, and a I in effective adult learnin strategies. 2 Demonstrate use of system and staff vale of career for 4 3 2 1 0 personnel policies, decision making, promotion rowth, and rofessional develo ment. 3 Identify and apply appropriate policies, criteria, and 4 3 2 1 0 processes for the recruitment, selection, induction, compensation, and separation of personnel with attention to issues of a uit . 4 Establish pupil personnel practices and procedures including 4 3 2 1 0 effective student information systems. 5 Describe and apply legal requirements for selection, 4 3 2 1 0 development, retention, and dismissal. 6 Understand collective bargaining law and processes, 4 3 2 1 0 contract management, and effective relationships with bar ainin rou s. 7 Participate in the collective bargaining processes as 4 3 2 1 0 determined by the Board. 8 Establish productive relationships with bargaining groups 4 3 2 1 0 while managing contracts effectively. Summary Rating - Standard 5: (tally number of times each rating marked, then multiply by rating) 4 Outstanding x3= 3 Very Good x 2 = 2 Satisfactory x 1 1 Needs improvement x 0 0 Unacceptable Total (32 maximum) Comments: VALUES / ETHICS OF LEADERSHIP Indicators: (circle one rating only for each indicator) Performa nce 4 - Outstanding 3 - Very Good 2 - Satisfactory 1 - Needs Im rovement 0 - Unacceptable nd ethnic understanding and l 4 3 2 1 0 a 1 Exhibit multicultura sensitivit . Manifest a professional code of ethics and demonstrate 4 3 2 1 0 2 ersonal inte ri . Model accepted moral and ethical standards in all 4 3 2 1 0 3 interactions. lore and develop ways to find common ground in dealing 4 Ex p with difficult and divisive issues. 5 Promote the value that moral and ethical practices are established and practiced in every classroom, every school, To [ and throw hout the District. and celebrating school and tandin d g ers 6 Promote un communit cultures. 7 Promote and expect a school-based climate of tolerance, acce tance, and civility. Summary Rating - Standard 6: (tally number of times each rating marked, then multiply by rating) 4 Outstanding x 3 = 3 Very Good x 2 = 2 Satisfactory x 1 = 1 Needs Improvement x 0 = 0 Unacceptable (23 maximum) Total Comments: Summary of key strengths: Summary of key suggestions for improvement: Other comments: CITY OF TIGARD MEMORANDUM CITY OF TIGARD To: Bill Monahan, City Manger ~~ff From: Margaret Barnes, Library Director/v Re: Library Strategic Plan Date: October 25, 2004 The Library is about to begin its five-year strategic planning process. To invite ideas, input and recommendations from the public, we will hold two community meetings. I would like to invite the City Council to send a representative to these meetings. The planning process will result in a document that will guide us in serving the community during the next five years. Meeting One: Wednesday, November 10, 2004 Meeting Two: Monday, January 10, 2005 Both meetings will be at 7 p.m. in the Library Community Room and will last approximately 2 hours. We are asking participants to attend both meetings since one will build on the other. With the ribw library up and running, this is the perfect time to determine how we can best showcase the library to the community with limited resources. Please let me know if a member of the Council would like to participate in this process. AGENDA ITEM NO. - VISITOR'S AGENDA DATE : October 26, 2004 v.3 The Visitor's Agenda gives citizens the opportunity to address the Tigard City Council on any topic or issue. w Testimony is limited to 2 minutes or less. B~3 if you are interested in testifying on a "public hearing" item scheduled for tonight's meeting, please sign the public hearing testimony sign-up sheet for that item. NAME, ADDRESS & PHONE TOPIC STAFF CONTACTED 0 s~ 1-N 91 z 23 I L15 3 0 5 c-/ /q4" _ /gC/C B '-C f., ( g 7 2- c( t t I j// 5 Gt v/VL C4 y 1453rj,VC & u-~C Sw- g,)lj rA0 -k( t^- 9 -7 2-Z`( I~ 11-D r hL) MA_.~JO_A 015 35- SO 1,JoXVW -e 9 1'Y 7M 0)2 97d-,)-4 ~ VISITOR'S AGENDA Page 1 AGENDA ITEM # S. -2 Q FOR AGENDA OF 10/26/04 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE PREPARED BY: Joanne Bengtson ~-Y'-- DEPT HEAD OKWELIN Y vCl`'Y MGR OK ISSUE BEFORE THE COUNCIL Report progress on the Council's 2004 goals to date. STAFF RECOMMENDATION Receive and file the attached summary report on the 2004 Goals. INFORMATION SUMMARY Attached are brief summaries of the efforts to date on the stated Council goals for this year. OTHER ALTERNATIVES CONSIDERED N/A VISION TASK FORCE GOAL AND ACIJUN UUMMi 1 1 rn i mt-. i r-v x Visioning goals are identified throughout the goals and tasks developed by the City Council. FISCAL NOTES N/A i.\A&n\curc0wwjpqmb`gWamunm ais04102b."1a13104 Council Goals for 2004 GOAL 1 - FINANCIAL STRATEGY A. Develop and implement a sustainable long-term financial strategy for issues such as: 1. General Fund needs 2. Library 3. Transportation 4. Parks and open space 5. Washington Square regional center 6. Central Business District 7. Water system 8. Extension of urban services through annexation ThlydQuarter Update: .Tbe ; bird"quarter of calendar year 2004 Financial Strategy issues worked on during this period IriG/cld,,e:, Prepared and presented several special analyses related to the possible annexation of Bull IGlorntaln. Continued participation of the Joint Audit of Qwest and Verizon franchise fees. ,Continued an audit of NW Natural franchise fees in cooperation with Salem, Portland, and several other cities. The audit is expected to be concluded in October or November. Council approved anew franchise with NW Natural that includes an increase in the franchise 'v ~fee`rate. from 3% to 5%. NW Natural has adjusted customer billings to reflect the 2% increase. The Parks SDC study has produced a draft report. The public review process has begun. Began work on the FY 2005-10 Financial Forecast. Conducted a quarterly meeting of the Budget Committee, which among other topics, reviewed potential financial impacts on Tigard from two statewide ballot measures. Second Quarter Update: The second quarter of calendar year 2004 has been very active for the City in financial matters. Issues worked on during this period include: Developed and adopted the FY 2004-05 Budget, Finalized the Five Year Financial Forecast based on that budget, Updated City fees and charges, Reviewed the Privilege Tax with the Budget Committee as a possible new revenue source, Prepared several special analyses related to the possible annexation of Bull Mountain, Continued participation of the Joint Audit of Qwest and Verizon franchise fees - after two years of negotiations with Verizon, the cities' auditor was finally allowed on site to review Verizon's books, and Verizon has committed to complete this audit before the end of the calendar year, Initiated an audit of NW Natural franchise fees in cooperation with Salem and Portland - several other cities are now joining this effort, Concluded negotiation of a new franchise with NW Natural that includes an increase in the franchise fee rate from 3% to 5%, Initiated a study to update the City's Parks SDC, Developed several financial analyses in support of the City's negotiations of the contractual reimbursement from Clean Water Services in exchange for maintaining part of CWS's service area, implemented the City's new Street Maintenance Fee and began collections, Called the 1993 Bancroft Bonds early, saving the City $8,000 in interest costs First Quarter Update: Goal 1 Departments have been putting together budget requests and the City Manager has been developing his Proposed Budget in response to Council direction to budget conservatively. The Budget will be constructed to push the need to go to voters for a local option levy out as far as possible. Staff briefed Council in a workshop session on the drivers in the financial forecast to help answer the question why declining General Fund balances are projected. Understanding the drivers will help to develop appropriate responses. Staff has continued to support the discussion of the Bull Mountain annexation by developing special analyses as needed and responding to citizen inquiries. GOAL 2 - TIGARD CENTRAL BUSINESS DISTRICT A. Support the activities of the Downtown Task Force as it defines a vision for redevelopment. B. Select a consultant to carry out the Transportation Growth Management (TGM) grant to create a redevelopment plan based upon the recommendations of the Task Force and Council. C. Choose a financing mechanism, such as tax increment financing, for carrying out the redevelopment plan or vision. D. Broaden the Task Force to include citywide representation. Thlid Quarter: Update #A ■ ..The .:Task Force is preparing for extensive community outreach through the Community .Dialogs, being held from late September through October. The Task Force is holding small group discussions (12-15 people) to have the community help develop the Tigard Downtown Improvement Plan. It is important that the entire community be involved - this is the community's plan ■ 6&B Print Source donated printing and paper for 2500 brochures to publicize the process. Tesk Fon e has also been meeting with ThMet to influence the Commuter Rail station design and implement the station design recommendations in the Task Force's Station Design Recommendations report from March 2003 #B tParaanetnx,was selected -.The.'City signed the IGA with ODOT. The plan process began in `-August, and will be completed-June 30. #C Nof yetapplicable.. Financing mechanisms will be addressed in the Tigard Downtown 1'm0rovement Plan; the `Task Force 'hasnY reached that part of the work program. with a Youth Advisory Council Representative). . #D Completed in June (24:mein bars Second Quarter Update Goal 2A: Council appointed an additional 12 members to the Downtown Task Force. Parametrix was selected in June as the consultant for the Downtown redevelopment program. Goal 213: The IGA between ODOT and the City needs to be adopted by the Council to proceed with the plan and work program. Goal 2C: Not yet applicable. Financing mechanisms will be addressed in the redevelopment plan. Goal 21): The Council also passed a resolution on March 9 that expanded the Task Force to reflect Tigard's broad constituency and Downtown stakeholders. The recruitment has been completed and the Task Force consists of 24 members. First Quarter Update Goal 2A Council passed a resolution on 3/9/04 that acknowledges the efforts of the Task Force and commends its members for completing the work program. The resolution also directs that all current Task Force members be invited to continue serving on an expanded Downtown Task Force. Goal 213 Staff is working with ODOT to finalize the project's scope of work. Once ODOT finalizes its review, an Intergovernmental Agreement (IGA) and Request for Proposals (RFP) seeking consultants will be completed. This groundwork will take place in the next quarter, culminating in a consultant's selection. Goal 2C Not yet applicable. Financing mechanisms will be addressed in the redevelopment plan. Goal 21) The Cad constituency and Downtown stakeholders. The recruitment process is noworce to reflect Tigard 's broad under way. GOAL 3 - TRANSPORTATION A. Aggressively pursue solutions to congestion of state, county and city facilities that cross through Tigard. 1. Reforming the Transportation Financing Task Force. a. Explore outside funding sources b. To recommend to the City Council expansion of the task force functions 2. Identify project priorities and funding needs for state and city facilities. a. Prioritize all project needs - city, county and state facilities in Tigard b. For priority facilities which are controlled by another entity, 1. Discuss the project with the entity which has jurisdiction over the facility; and 2. Negotiate a funding solution which could include partial city funding; and 3. Offer to improve a related city transportation problem in exchange for the other entity completing a needed transportation facility; and 4. Offer to accept jurisdiction for the improved facility upon project completion. B. Continue working with Tri-Met to carry out the Memorandum of Understanding and identify and fund additional improvements with an emphasis on intra-city bus routes. C. Council shall meet with ODOT representatives at least once in 2004 to discuss state road facilities in Tigard and the related funding nccds and priorities. Third Quarter Update (From Community Development) #B. The City applied for a number of transit-oriented sidewalk in-fill grants during the period. The streets involved include 6971St, Hall, Center, Garrett, and Frewing. The proposed projects will improve access to bus stops and help create a safer and more transit-friendly community. The City and TriMet completed a fourth outreach or listening post meeting regarding service and facility improvement needs. Approximately fifteen Chamber of Commerce business committee members participated in the meeting. Based on the comments received during the four outreach meetings conducted so far, TriMet is considering rerouting line 38 to provide seven hours of service along the presently unserved Bonita Road. It also is studying the feasibility of rerouting lines 62 or 92 to serve Barrows Road. Additional follow-up includes contacting two churches along HWY 99W regarding the use of their parking lots for bus rider parking. TriMet and the City together are looking at bus shelter needs within the City. At present, four bus stops in Tigard that meet the shelter installation boardings per day thresholds (35 per day) are without bus Third Quarter Update (From Engineering) G661-2*. The .City applied for rederal funding through the MTIP (Metropolgei0 Transportation Improvement Program) process'for four projects within the Tigard area One project is for the constructron ;of Greenburg Road. improvements between. Shady,ane. and redeman`Avepoe Ail 1P funding has been authorized:for design and;nghts=of way; acquison'for the.Greenburg Road ro ect: Cot strucuen of the, improvements to widen Greenburg Road to 5 Ianes would address e P 1 .1 1- current and future traffc volumes, on that street. Another project is for construction 6t a new street along the Ash Street corridor to provide secondary, access to the planned commuter. rail park. and- ride~~lof This new street is intended to eventually become part of the Walnut Street Extension, w ildi,would extend Walnut Street east of Highway 99W then north along Ash Street to connect to H&nziker Street. GoaI.Ul The Transportation Financing Strategies Task Force was reconstituted by Resolution No ~04-52 at the council meeting on July 13, 2004. At that same meeting, Resolution No. 04-59 was approved commending the original' Task Force members and completing the Task Force mission for the original task force. The reconstituted Task Force will explore potential funding sources for major street improvements. Goa13B The City staff continues to work with TriMet on the commuter rail project. In addition, the Downtown Improvement Plan is in the initial stages. The $75,000 included in the Capital Improvement Program for FY 2004-05 may be used to construct transportation-related improvements that may enhance the commuter rail project and possibly other improvements fhat:may be'recommended by the Downtown Improvement Plan. Second Quarter Update ]from Community Development] Goal 36: A joint City-TriMet roundtable was held with social service and housing providers in April. The participating agencies included Community Partners for Affordable Housing, the Good Neighbor Shelter, the jei iiui Center and eight other Tigard-based organizations. The meeting focused on how the respective agencies' clients use transit and on transit access and coverage improvement needs. In May, TriMet made a presentation to the Downtown Task Force. In June, TriMet presented the program to the Planning Commission. Second Quarter Update ]from Engineering) Goal 3A1 The reconstitution of the Transportation Financing Strategies Task Force is scheduled for the Council meeting on July 13, 2004. At that same meeting, a resolution commending the original Task Force members is scheduled for Council consideration and action. The Oregon Grocery Association will be represented in the reconstituted Task Force. Invitations were issued to the Tigard Chamber of Commerce and Washington Square management to provide representation on the Task Force. There has been no response from the Chamber and Jack Reardon of Washington Square said he could not serve, but would ask for a representative from the Westside Economic Alliance. If representatives from those groups are submitted, they could be added by amending the resolution to add those members. Once the Task Force is reconstituted, the initial meeting can be set, possibly in late July or early August 2004. Goal 3A2a A list of high priority projects regardless of jurisdiction was developed and presented for Council review and discussion at the workshop meeting on February 17, 2004. This list included high priority intersection projects along Highway 99W to move east-west traffic more effectively. A project to widen McDonald Street at the Highway 99W intersection to provide a dedicated right-turn lane and to extend the stacking on the left-turn lane from McDonald Street to Highway 99W is included in the Capital Improvement Program for FY 2004-05. This project should improve east-west traffic movement while allowing motorists to access Highway 99W more readily. Goal 3B The amount of $75,000 was included in the Capital Improvement Program for FY 2004-05 to allow for joint projects to be undertaken by the City and TriMet to provide pedestrian connections bus and centers of the e funds between transit amenities down town Tigaord in co jun ton with Tr Met's CommutersRail P oject I The used for improvements in funding could also be used to extend existing sidewalks at key locations in the City to provide a safe pat to school for children. Goal 3C A new representative to the Oregon Transportation Commission from this area will be appointed this summer. This new representative will be requested to meet with Council at a workshop meeting in the fall to discuss Tigard's transportation project needs. First Quarter Update (Update from Engineering Department) Goal 3AI The Transportation Financing nue for street improvement projects. Because participation from theted rce to evaluate potential sources of revs Comm and business community has been lacking this Task Force, the requested to Tigard atives to serveeon the Taskk the Westside Reardon of Washington Square have request Economic Force. Jack Reardon indicated ean to the business communty. The,Cbut hamberdhas not yeti esponded. The Task Alliance to provide vide someone from Force membership should be finalized in early May. Goal 3A2a A list of high priority projects regardless of jurisdiction was developed and presented for council review and discussion at the workshop meeting on February 17, 2004. This list included high priority intersection projects along Highway 99W to move east-west traffic more effectively. o carry out the Goal The Engineering Department continued amount of $75,000 wasl nc uwith ded nnthetC pital provisiProgramons of provide Memorandum of Understanding. An undertaken Tri the pedestrian for 5 to allow for j iamenities s ch as bus st ps and keylactivi y ennte s. The funding could connections tions between transit also be used to extend existing sidewalks at key locations in the City to provide a safe path to school or children. Goal 3C Matt Garrett, the Region 1 Manager from Oregon Department of Transportation (ODOT), me with City Council at its workshop meeting implementation 2of high priority projects. ODOT had been provided with ODOT that could eventually lead to tersections earlier with the list of highpriority that strong support from the business hcommunitynis important wlhen lity streets. Mr. Garrett emphasized This message was passed on to the Tigard Chamber o comes time to select projects for timplem Manager. Commerce by both Council and the City Mantiager. (Update from Community Development Department) Goal A joint Cr atint agencies roundtable meeting with inc include Community Partners for Affo dable Ho sing,dthers e is set for r April 7`h. The participating Good Neighbor Shelter, the ae Center and eight is use transit and otransit ac ess and coverage meeting will focus on how the respective gncies meetings ith the Downtown Task Force and Planning improvement needs. Similar outreach respectively. Commission are set for Y and June, GOAL 4 - PARKS AND RECREATION A. Meet with the Park and Recreation Advisory Committee to: 1. Discuss the vision of the Task Force and the Council related to the City need for parks and recreation. 2. Discuss possible acquisition needs and financing for the City of Tigard as well as unincorporated Bull Mountain. 3. Discuss options and interest in creating a park and recreation district. B. Continue to participate in discussions with the Tigard-Tualatin School District and neighboring cities to consider the school district's funding needs. C. Meet with the Skate efforts of the Youth Forum a plan of action. D. Continue to support the Third Quarter Update (Update from Public Works Department) Goal 4A1 A community parks and recreation assessment survey was conducted in August, and the Executive Summary Report was presented to Council and the Park and Recreation Advisory Board (PRAB) on September 21, 2004. Three hundred and eight-three (383) people were surveyed. The Council directed the PRAB to user the Executive Summary Report to begin a process which will lead to a recommendation to City Council on what actions should be considered on behalf of parks and recreation services in the city of Tigard. The PRAB was also asked to develop and hold several community meetings to gather additional public imput and gage public support of the final recommendation. Goal 4A2 The Bull Mountain Park and Open Space Task Force created a Bull Mountain Parks Concept Plan which sets forth land acquisition and park development projects for the Bull Mountain area. It was presented to Council on June 22. Council accepted the "white paper". If the results of the annexation favor annexation then an update of the Park System Master Plan will be initiated and the results will be encompassed in the proposed updated SDC Methodology scheduled for Council consideration and approval in Nov/Dec 2004, and effective January 1, 2005. Goal 4A3 The survey revealed that the residents of Tigard opposed (530o the creation of a separate taxing district to provide park and recreation services. The survey also concluded that well over half (57%) favored the creation of a Recreation Division operated by the City. Goal 4B There is nothing to report on this at this time. Goal 4C The Task Force continues meeting and pursuing their fundraising efforts. The Balloon Festival donated approximately $1,600 to the Skate Park Task Force. Skating demonstrations are tentatively scheduled for September 18 at the Tigard Blast. A portion of the city parking lot has been roped off to help determine what the impact on parking would by if a 15, 000 square foot skate park was built City Hall. This test will be conducted again in December when the City Hall remodeling is completed. City staff has met with skate park members and a skate park building contractor to discuss the current design and the ability to 'Tweak" the design if necessary. A general skate park update is presently scheduled for the Council workshop on December 21, 2004. Third Quarter Update (Update from City Administration) Goal 4D The Youth Forum made progress during the past quarter to formalize the organization of a community coalition to support youth programs and activities. The bylaws of the 501(c)3 organization are being reviewed with the intent to reprise that inactive organization to serve the coordination role for the community's effort to support youth. Second Quarter Update (Update from Public Works Department) Goal 4A1 A community parks and recreation assessment survey has been recommended to Council for consideration on July 20. If Council approves the survey interviews will begin in either late July or August. a Bull Mountain Parks The executive summary, l setting Mountain Park and Open Space Task Force created ot Goal The Bull Concept pt Plan which sets forth land acquisition and park development projects for the Bull Mountain area. It was presented to Council on June 22. Council accepted the "white paper". goat the upcoming community parks and recreation Goal 4A3 This question will be addressed report. assessment survey and reported a future Goal 4B There is nothing to report on this at this time. Goal 4C The Task Force continues meeting so conducted skateboarding demonstrations at the FestivaForce had a booth at the Balloon Festival. They a The wood floor they skated on was donated by Dave Nicoli. Dave intends to make a sizeable donation to the skate park if festival revenues permit i Goal 4D (Update from Administration) building a Community During the second quarter, the Youth Forum members focused on supporting Coalition of Youth Service Providers in the community to formalize a partnership that will qualify for grant funds to support youth programs and activities. First Quarter Update (Update from Public Works Department) Goal 4A1 The first joint meeting between the City Council and the Park and Recreation Advisory Board was held on March 9, 2004. Advisory On April 22, 2003, the Tigard eCity Couil ven Tiard re-established residents were the Tigard Park and appoine d by the Councciltol serve on the Board. Within in three months, s 9 Board. They are Shelley Richards, Jason Ashley, David Baumgarten, Scott BernhardoMt d, Barry Freudenthal, , t represent t e Tigard-rTualatin School Disttr ct,Ia d Eileen Webb, to represent the Tigard Albertson, sesent Planning Commission. Since being formed, aboutthelCity'sBpark budgets Pa ks Capitalgmprovementn facilities. They have heard presentations Plan, and the general City of Tigard for Cook Park, Bonita Park, Summer lake Park, Skate Park, and'tFanno~ along they have reviewed Master Plans f Car effort th many Creek Park. They have also been briefed our city's youth Thel Boa dlhas ad pt d goals alnd a m ss ohn rs, toward creating a Tigard Skate Park visory Board statement which reads "The Purpose o nth Tigard." They have'oalsodc ea ed an a ma'~ addesste for par and recreation opportunities for a growing narkrecboardCa~ci tiaard.or.us, and the Board now has a webpage on the City's website. issues discussed at the first joint meeting were: a) what has the Board learned, community b) Board goals, survey aimed rest in c) Board interest in conducting this uproject is we on it s way, Counc l was pda ed inten 4/12), parks and recreation programs d) Council Goal #4, e) vision of the Board and Council related to the city's need for recreation (COT Recreation Div/Dep't)-survey related, for Tigard e City wel f) possible park land Mountain n significant work 'has b ten done on this wi h helBull Mountain unincorporated Bull Parks and Open Space Task Force-a "White Paper" will be submitted soon, g) skate park-survey related, and h) options and interest in creating a park and recreation district-survey related. Goal 4A2 The Bull Mountain Park and Open Space Task Force has created a Bull Mountain Parks Concept Plan which sets for land acquisition and park development projects for the Bull Mountain area. Although the plan has not been finalized, it has identified projects totaling between $8M - $10M. This plan will be an integral part of the "White Paper". The current Parks System Master Plan will be updated once the Bull Mountain Parks Concept Plan is approved by the Task Force, Park and Recreation Advisory Board and the City Council. Basically, the Bull Mountain plan will become a part of the City's Parks System Master Plan. Goal 4A3 This question will be addressed in the upcoming community parks and recreation assessment survey. Goal 41B There is nothing to report on this at this time. Goal 4C On February 10, the Council met with the Skate Park Task Force in a joint meeting. The results of that meeting led to the Task Force, along with city staff and elected officials, meeting again on February 25 at a general meeting aimed at creating a fund raising structure. Several funding sources were identified, such as: various youth and adult fund raising activities, public and private grants, in-kind donations of materials and labor, etc. The Task Force leadership formed the following four new fund raising committees to begin fund raising efforts to raise the needed money. These committees are now meeting, some more than others, to organize the fund raising campaign. The committees are: Communication Committee Youth Fund Raising Activities Committee Adult Fund Raising Activities Committee "Grants" Fund Raising Committee Goal 4D During the first quarter, the Youth Forum focused on supporting the Police Activity League's (PAL) efforts to build a Tigard chapter and provide extended after school programs at Fowler and Twality Middle Schools. GOAL 5 - GROWTH MANAGEMENT A. Continue Bull Mountain annexation information preparation leading to a July 2004 Council action on the Annexation Plan. B. Form subcommittees and review their completed White Papers. C. Designate a subcommittee which will review the Planned Development section of the Community Development Code, led by the Planning Commission. D. Develop a framework/timetable for a Comprehensive Plan update. and identify the source of funding forllther plane the plan and zoning for the E. Negotiate with 64 Washington UGB Areas 63 and Third Quarter Update: #A. City Council conducted public hearings on the Bull Mountain Annexation Plan in July and August. Council accepted the Annexation Plan as an advisory document to guide annexation. In August, Council moved to place the issue of annexing Unincorporated Bull Mountain separately before the voters of the City and territory under consideration for annexation. A to occur. unincorporated territory will need to support the majority of voters in both the City and measure in order for annexation #B. Bull Mountain subcommittees developed White Papers for Parks, Streets, Planning, and Police. The subcommittees presented their findings, conclusions, and recommendations to Council in June. Council accepted the White Papers. The White Papers will be used in determining the delivery of services for Bull Mountain should annexation occur. t6,1 I evelopmenf C The commiffee continues to meet and ms nt #Q Council `appointed a Planned: prowsions of tfie'Commun►ty Development Code process. improve developing aseries.of recommendatio es to meet on developing an approach'to before upda the ting end o the #D The P/ann►ng Commission continues q, r '.ve Plan. Their recommendations will be presented to Council the year #E. As directed by .Council, staff is awaiting the outcome of fhe Bull Mountain Annexation vote before' proceeding further with this effort. Second Quarter Update Goal B: Bull Mountain subcommittees were appointed and developed White Papers for Parks, Streets, Planning, and Police. Council and Goal C: Planned Development committee ittwa April 14, 2004 b Thelcommittttee is cont nuing to work on appointed. Their first meeting PD programs. Goal D: The Planning Commission fnalize the Planning Commission orecommendat recommendations by September The objective is to for Council review and action in the fall. plans for the Goal E: Staff is collecting preliminary information related to the scope of concept p UGB expansion areas. First Quarter Update appointed and are meeting to develop a Goal 5B Bull Mountain subcommittees were app eets, Planning and program/scope for four areas of analysis: Parks, committee members have been interv ewed,by Council and Goal SC Planned ned Development appointed. Their first meeting is scheduled for April 14 Goal 513 The Planning Commission continue to work on a Plannsng Comm ssionorecommenldafolns by Junef orgram. The objective is to finalize the Council review and action in summer. Goal 5E Staff is collecting preliminary information related to the scope of concept plans for the UGB expansion areas. GOAL 6 - COMMUNICATION A. Increase Tigard's communication with other local officials and elected bodies through active participation of City Council members and staff. B. Improve and expand communication with citizens, particularly communicating successes and future concerns. C. Support the Tigard Beyond Tomorrow goal to maximize citizen involvement opportunities through educational programs by implementing a citizen leadership series. D. Investigate the possibility of supporting the mission of the Tigard adding a youth epr sentil " a to all empower, improve and connect the lives of Tigard's youth" Y City boards and committees. E. Investigate the possibility of supporting the Tigard Beyond Tomorrow strategy to "encourage public participation through accessibility and education with an annual citizens' fair for community events and businesses. Third Quarter-Update: ith During the third quarter, City Council and/or staff:, continue tMPACcthe Reg onal Goa1~6A 9 regional partners at the CDBG Advisory Board, WCCLS, CLAB, the INaCon~sortium, the Senior Center. Board, the Tigard Chamber of Commerce, the Tualatin v~.-~~ Committee and the. Westside Economic Alliance. The oaar ra► Resource Coordinating.. .o t'. n , ?,~;u;fh ~;,~mbers of the r?aCk;a~~tl Psc,,,e ro AdVisorv Board, ,the Planned od:. ..S C 7' Nar of#h'aA CCl'were discussed 3 = R~ ' % LNn 2 No progress was made In this area during the third quarter 'x Youth Advisory Council repr'esenfatwes are now serving on fhe Downtown Task e-Park and Rkrbb ion' Board. City. staff participated ih the rTigard `B/ad.'= The, P. ublic Works department and the iy Councy and,Skate'Park Task Force participated in'the parade, the Public Works ~ •~of p liowcased„some, equipment and the Engineering Department had `a display. a-bvement Projects Second Quarter Update Goal 6A During the second quarter, City Council and/or staff met with regional partners at CDBD Advisory Board, WCCLS, CLAB, the IWB, MPAC, the Regional Water Consortium, the Senior Center Board, the Tigard Chamber of Commerce Board, WCCCA, WCCC, the Tualatin Basin Natural Resource Coordinating Committee and the Westside Economic Alliance. The Council met with the Tualatin City Council and the Tigard-Tualatin School District on April 5. In addition, representatives of the Regional Economic Development Partners made a presentation to City Council on April 20. Metro Executive, David Bragdon, met with the Council on May 18. Goal 61B Improvement and expansion to communications efforts included the following: Focus on Tigard - Over the last 3 months, Focus topics included the Downtown Plan, Budget 101 and Bull Mountain Annexation Plan Website - During the last quarter, staff posted a Downtown Survey and the Tigard Beyond Tomorrow Vision Survey. Staff is able to generate customized reports from the survey data that is posted on-line and into the system from paper surveys that have been submitted Committee for Citizen Involvement (CCI) - In May, staff recommended the CCI, made up of City of Tigard facilitators to begin regular discussions about ongoing citizen involvement efforts and ways to expand communications with citizens. Goal 6C Staff has collected course outlines and materials for leadership series conducted in Beaverton and Lake Oswego. The next step is to finalize the schedule and topics for Tigard's citizen leadership series. Goal 613 The Planning Commission, Downtown Task Force and Park Board have requested youth representatives. Goal 6E Staff is working with the Tigard Blast Committee to combine the Citizens Fair with the Blast scheduled for Saturday, September 18. Coordinator meetings are scheduled for the week of July 12. First Quarter Update Goal 6A During the first quarter of 2004, City Council members and/or staff met with Community Development Block Grant Advisory Board, Washington County Cooperative Library Services, Cooperative Library Advisory Board, Intergovernmental Water Board, Metro Policy Advisory Committee, Regional Water Consortium, Senior Center Board, Tigard Chamber of Commerce Board, Washington County Consolidated Communications Commission, Washington County Coordinating Committee, Tigard Festival of Balloons Planning Committee, Tualatin Basin Natural Resource Coordinating Committee, and the Westside Economic Alliance. Goal 613 Improvement and expansion to communication efforts included the following: Focus on Tigard - Focus on Tigard continues to be a valuable tool to inform citizens about upcoming events, programs and projects, and educate citizens about current programs. Over the last six months, Focus topics have included the Capital Improvement Program, Bull Mountain annexation, water, the street maintenance fee, community events, and the volunteer program. Beginning with the April program, the format was changed so the focus topic is presented first with announcements closing the program. Communication Plan - As part of the budget process, staff included a brief listing of their proposed communication plan for each major program or project. Including this information in the budget shows the Budget Committee, Council, and citizens how information will be disseminated on all major city programs and projects and serves as a reminder for staff on the variety of communication tools available. There continues to be an emphasis on developing communication plans when projects and programs are initiated to ensure a proactive approach to communication and information sharing. Web it - Staff continues to add new features to the web page. Park reservations are now available online through the city's web page. In the last six months, visits to the city's web site have increased from 34,859 to 39,888 per month. Cable Television - The Network Services Division has implemented an in-house civic studio training program. City staff members are currently being trained by Chris Myers, the city's Network Services Technician who is also trained as a Producer/Director/Camera Operator. One staff person has completed the training. The goal of the training program is to expand the city's cable program production capacity and maximize the use of the civic studio. Goal 6C A preliminary schedule has been developed for a citizen leadership series to start in October. Topics will include government finance, land use, transportation, and citizen involvement. Staff and guest speakers will present the material to the participants. It is expected that the program will be limited to 25 participants. Goal 6D The City Council has appointed Lindsey Boyce, President of the Tigard Youth Advisory Council, as an ex officio member of the Council. Lindsey reviews the Council meeting material, asks questions and enters the discussion, but does not vote. Goal 6E A tentative date, Saturday, September 25, has been set for the Citizens' Fair. Planning for the event will begin this spring. I.WMU ty =unCvvoawN2w4loourna goals -quarter 3{90al update' quarter 3 goal report docgl22I04 AGENDA ITEM # 3 FOR AGENDA OF 10/26/04 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Budget Amendment #6 Permit Centerr/IUt nail mcl ~vl N ~l' DEPT HEAD OKIC W' ` CITY MGR 7OK; PREPARED BY: Loreen Mill Inn. E BEFORE THE COUNCIL Budget amendment needed to pay for unanticipated expenses for the Permit Center/City Hall "DUST" Remodel Project. STAFF RECOMMENDATION Approve budget amendment #6 transferring $80,000 from facilities fund contingency to the DUST project. INFORMATION SUMMARY pro impacts In developing the original budget for the Permit Center/City Hall "DUST" Remodel, service budget wgas set for the were reviewed bong anticipated with ttwo areas that tha were unknown to staff at the time of budget preparation. remodel and is adequate except As Council knows from previous updates on the DUST Remodel Project, there was a question whether there was enough money budgeted for the project. fire the bu ➢ Before the Library relocated to its new tinn~e ~ fo an wlel~trical snervi b ing broughi Tinto the called the Permit Center). This fire resulted building from Hall Blvd. along with more electrical work being done in the building. This work requires $40,000 more for the project to be completed. Wiring for the low voltage needs in the Permit Center (phone and computers) was planned to be completed by in-house staff when the budget was developed. ~ not hSince that ave the correct licenses two do theme ermined This work will must be let for this work since in-house cost $39,987, thus $40,000 more is required for the project to be completed. If a budget amendment is not approved, there will not be enough funds to complete the project in the Permit Center. OTHER ALTERNATIVES CONSIDERED N/A VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY The vision identifies "adequate facilities are available for efficient delivery of life-long learning and programs and services for all ages." That goal identified by Tigard's citizens resulted in the construction of a new library. At the time the new library bond was passed by Tigard voters, the City made the commitment that the existing Library and City Hall buildings would be remodeled to accommodate the programming needs of the administrative departments of the City for the next 10 years. ATTACHMENT LIST Resolution approving budget amendment #6 to the FY 2004-05 budget to increase appropriations in the facilities fund. ➢ Resolution Attachment A showing the transfer amount. FISCAL NOTES Funds are budgeted in the 2004-05 FY budget to cover the entire cost of the project other than the two unanticipated items listed above in the summary section. A breakdown of the transfer request of $80,000 from the facilities fund contingency (currently at $545,500) is attached to the following resolution. AGENDA ITEM # Jv 7 FOR AGENDA OF October 26 2004 ISSUE/AGENDA TITLE PREPARED BY: CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY DEPT HEAD MGR OK 4 V W WW WW ISSUE BEFORE THE COUNCIL Should the Council approve amendments to the Personnel Policies for the Management, Supervisory and Confidential Group STAFF RECOMMENDATION Approve the amended Personnel Policies for the Management, Supervisory, and Confidential Group INFORMATION SUMMARY These amendments to the Personnel Policies for those employees included in the Management, Supervisory and Confidential Group (i.e. Directors, Division Managers, etc.) are proposed for two reasons: 1) The amendment to Overtime, Policy No. 8.0, adds new language as suggested by the Department of Labor regarding newly revised regulations in the Fair Labor Standards Act pertaining to exempt job classifications. The new FLSA rules create a "safe harbor" for erroneous deductions from exempt employees' salaries which might otherwise jeopardize their exempt status and possibly make them eligible for overtime pay. An employer will not lose the exemption of these positions under the FLSA if they adopt a written policy that prohibits the improper salary deduction, has a complaint mechanism, and acknowledges that the employer will make a good faith commitment to comply in the future. As suggested, this proposed language reiterates the City's responsibilities to comply hl ith level current fed ral law in not making improper deductions to the pay for exempt positions (typically administrative or certain professional job classes) as setforth in the law. The amendment may serve as a future protection for the City should it ever receive a complaint from an exempt employee regarding an alleged improper deduction on a paycheck. 2) The amendment to Holidays, Policy No. 9.0, adds new language for management personnel working in the Library to correspond with holiday scheduling language the City recently negotiated in the new SEIU/OPEU labor contract for covered employees. The new language being proposed here will mirror the change the City implemented for SEIU/OPEU employees exchanging three (3) established holidays for three (3) floating holidays, thereby enabling the Library to remain open three (3) additional days dig the year. The additional new language supports the administration of these changes in observed holidays. The change to the holiday schedule was initially proposed by the City/Library in order to better meet customer service goals. 0 THER ALTERNATIVES CONSIDERED None VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY Not applicable ATTACHMENT LIST a) Resolution b) Exhibit A - Proposed New Language FISCAL NOTES Not applicable Item No. For Council Newsletter dated 1n- 21- 0y AGENDA ITEM # 3 .S FOR AGENDA OF October 26.2004_ CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Approval of the City's MSTIP Project List for Consideration in the County's MSTIP PREPARED BY: A.P. uenas DEPT HEAD OK CITY MGR OK ISSUE BEFORE THE COUNCIL Approval of a list of projects to be submitted for consideration in the County's MSTIP (Major Streets Transportation Improvement Program) Transportation Capital Program. RECOMMENDATION Adopt the resolution approving the projects to be submitted for consideration in Washington County's MSTIP Transportation Capital Program. INFORMATION SUMMARY The Washington County Board of Commissioners recently approved a list of projects for the County's MSTIP 3b (Major Streets Transportation Improvement Program). The funding for the projects approved will come from the portion of the County's general fund that is attributable to the Measure 47/50 conversion of the MSTIP 3 serial levy. The Commuter Rail project was considered Tigard and Tualatin's project under MSTIP 3b. The final project list therefore did not include any new road projects for this area of the County. The Board of Commissioners is considering an additional allocation for the six-year period 2007 through 2012. The County estimates approximately $23 million net annual revenue resulting in approximately $140 million over the six-year period. The County will submit a list of projects to improve major roads that have Countywide benefits. The cities in the County have been asked to submit projects that are of high priority within the local jurisdictions. The target allocation for the City of Tigard is $5,287,000 based on 2002 population information. The County's TAC (Transportation Advisory Committee) will review the list of projects on November 4, 2004 for recommendation to the Coordinating Committee. The County Coordinating Committee is scheduled to discuss and approve a proposed project list at its November 15, 2004 meeting. This would allow the Board to act on the list sometime in January or February 2005. Based on this compressed schedule for submittal, the County is requesting cities to submit their list of projects by October 29, 2004. This would allow the County to consolidate the various lists into one master list for discussion at the TAC meeting on November 4, 2004. At its workshop meeting on October 19, 2004, Council considered a list of projects for submittal, narrowed the list to meet the target allocation for the City, and directed staff to submit the list of projects for approval. Approval of the resolution at this meeting will allow the City staff to submit the project list to the County by the October 29, 2004 deadline. OTHER ALTERNATIVES CONSIDERED None VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY The construction of major street projects in the City meets the Tigard Beyond Tomorrow goals of Improve Traffic Flow, Improve Traffic Safety, and Identify and Develop Funding Resources. ATTACHMENT LIST Resolution with Project List for Submittal to Washington County FISCAL NOTES The matching funds for the projects would primarily be from the Traffic Impact Fee Fund. Metro's MTIP funding may be available for one or more of the projects. JNOVV.N,,O."r4O r'"'^"~+oxsavwM Ow""WlpVW*V"WCWWaw"wMC Agenda Item No.:_ 3. 5 Meeting of: October 26.2004 APPROVAL OF THE CITY'S MSTIP PRO] ECT LIST FOR CONSIDERATION IN THE COUNTY'S MSTIP TRANSPORTATION CAPITAL PROGRAM Council will receive materials for review in the Council Newsletter dated October 22, 2004. Material will reflect Council discussion from the October 19 City Council Workshop meeting and information gathered that was unavailable at packet d date. A COPY OF THE AGENDA ITEM SUKMARY WILL BE AVAILABLE IN THE CITY RECORDERS OFFICE OCTOBER 22, 2004. 0. J S W For more information, contact the City Recorder's Office at 503-639-4171 J AGENDA ITEM # -ff FOR AGENDA OF October 26.2004 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Revision to Council Ground Rules- Visitor^'s A end 1n r~_/ ~n DEPT HEAD OICC wV OT Y MGR OK 11111" V r PREPARED BY: Liz Newton ISSUE BEFORE THE COtJNS L Should the City Council adopt changes to the Council Ground Rules in regards to the Visitor's Agenda? STAFF RECOMMENDATION Recommend the "Visitor's Agenda" be renamed as "Citizen Communication" and adopt other changes as outlined in the attached memorandum to Council. INFORMATION SUMMAItY During the study session portion of the September 28, 2004 Council meeting, Council gave direction for modification to the Council Ground rules. The Council based its directions on a conversation prompted by an analysis prepared by Joanne Bengtson of City Administration. Joanne's analysis developed how various communities have utilized the equivalent of Tigard's Visitor's Agenda. Council considered the analysis and issued direction on changes to the Council Ground Rules. OTHER ALTERNATIVES CONSIDERED Make no changes to the current Visitor's Agenda. VISION TASK FORCE GOAL AND ACTION COMMITT EE STRATEGY None ATTACHMENT LIST 1. Memorandum from Bill Monahan to Council 2. Resolution with attachment 3. Exhibit "A" Resolution No. 01-47 FISCAL NOTES There is no financial impact created by this action. i:\admkity councilkouncil agenda item 3ummarie3\2004\ais for council groundrules 0401026.doc MEMORANDUM Administration TO: Honorable Mayor and City Council FROM: Bill Monahan, City Manager DATE: October 19, 2004 SUBJECT: Revision to Council Ground rules A , , k CITY OP TIOARD Shaping A Better Community During the study session portion of the September 28, 2004 Council meeting, Council gave direction for modification to the Council Ground rules. The Council based its directions on a conversation prompted by an analysis prepared by Joanne Bengtson of City Administration. Joanne's analysis developed how various communities have utilized the equivalent of Tigard's Visitor's Agenda. Council considered the analysis and directed the following: 1. Agenda Item Title: Council directed that the title "Visitor's Agenda" be changed to "Citizen Communication". 2. Limit Comment to Non-Agenda Items: Council confirmed that statements made during the agenda item must be directed to topics not on that evening's Council agenda. 3. Time Limit: Council confirmed that the time limit for speakers during Citizen Communication will be two (2) minutes. 4. Response to Speakers: Council directed that following a Citizen Communication, either the Mayor, a Council member or staff member will comment what, if any, follow-up action will be taken to respond to the issue or issues raised. The comment will follow directly after the Citizen Communication and will include the following details: a. A statement of the outcome sought by the citizen, b. The action to be taken by the staff person assigned to the issue, c. The staff person assigned to the issue. 5. Comment at Next Council Business Meeting: Council directed that a comment to address issues raised at the prior meeting be made at the next Council Business meeting, during the Citizen Communication portion of the meeting. The purpose of the comment is to provide Council and the Community with an update on the review of the issue, the action taken to address the issue, and a statement of what additional action is planned. 6. Attached are proposed revisions to the Council Ground rules to reflect the direction given by Council. Please review the proposed changes and determine if they accurately reflect your direction. 1:1adm\b11Nmomos\ mayor & cc120041groundrules change041026.doc10/19104 AGENDA ITEM # FOR AGENDA OF October 26, 2004 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Accept a Law Enforcement Terrorism Prevention Grant and approve Budget Amendment #3 to appropriate grant funds and transfer contingency to allow the purchase of police radios, mobile data computers, and a digital video system - PREPARED BY: Craig Prosser DEPT HEAD OK CITY MGR OK ~ ISSUE BEFORE THE COUNCIL. Accept a Law Enforcement Terrorism Prevention grant and approve a budget amendment to allow expenditure of funds. STAFF RECOMMENDATION Accept the grant and approve Budget Amendment #3. INFORMATION SUMMARY On April 13, 2004 Council approved the submittal of a grant application to the State of Oregon - 2004 State Homeland Security Program (SHSP) to fund the purchase of equipment needed by the Police Department to improve and protect communications. The City applied for a grant of $300,000 and was awarded $164,958. As a result of the War on Terror, police agencies are facing new federal requirements to protect communications. Tigard Police patrol cars are currently equipped with outdated mobile data computers (MDCs), capable of running no operating system more current than Windows 3.11. In order to become compliant the new federal requirements, the City must replace the existing MDCs with MDCs capable of running the industry standard operating systems, such as Windows 2000 or Windows XP. These operating systems are necessary to run the authentication and encryption software. As of September 1, 2005, transmissions from devices not running with encryption and authentication will not be accepted by the Law Enforcement Data System (ZEDS), the agency who provides Tigard Police with access to mission critical data such as wants and warrants, vehicle registrations, etc. Without access to this data officer safety is seriously impacted. The Police Department has formed a MDC Committee which is researching alternatives, identifying existing and future technology needs of City patrol cars, and evaluating demo systems. At the same time that the City purchases MDCs, it will also install a digital video system in each police car. These systems will run whenever the car is on and have proven to be invaluable at other agencies. Not only does in-car video provide essential evidence, but the presence of video significantly reduces the number of filed complaints and serves as a valuable training tool. Finally, the Law Enforcement Terrorism Prevention grant also includes funds to allow the purchase of 20 800 MHz "SmartZone" portable radios and supporting equipment. These radios will also improve communications with officers in the field. The City has been aware of the need to replace the existing MDCs for two years, and last fiscal year budgeted for the replacement of 1/3 of the MDCs. Those replacements were put on hold, however, as information about the more powerful MDCs and new technology became available. The City considered including funds for this purchase in the FY 2004-05 Budget, but decided not to include these funds in an effort to improve the City's chances of obtaining grant funding for at least a portion of the MDCs needed. The plan discussed with the Budget Committee was to obtain grant funding and then to transfer any remaining funds needed from the General Fund contingency to complete the purchase. This resolution before Council implements this plan. OTHER ALTERNATIVES CONSIDERED Decline the grant and pay for the needed equipment entirely with General Fund resources. VISION TASK FORCE GOAL AND ACTION COMMITTEE STKA I h(iY NA ATTACHMENT LIST Resolution approving Budget Amendment #3 and Attachment A to that resolution. FISCAL NOTES The total cost of all equipment encompassed by this Budget Amendment is $414,958. Of that amount, $164,958 is paid for using grant funds. The remaining $250,000 is transferred from the General Fund contingency. AGENDA ITEM # FOR AGENDA OF October 26, 2004 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Permit Center Update V1 1~~L PREPARED Y MGR OK t-',C BY: Jim Hend ryx DEPT HEAD OK ISSUE BEFORE l 1 IE C OLJNCII. Receive an update on the new Permit Center. STMT RECOMMENI)XHON Receive an update on the new Permit Center. No action necessary. INFORMA'T'ION SUMMARY Voters approved the construction of the new City Library in May 2002. With the Library moving from the City Hall site, the City had the opportunity to determine how best to use the vacated space. After a detailed space analysis of existing and future space needs, it was determined that Community Development, Engineering, Human Resources, and Risk should relocate into the old Library space (Permit Center). This is the first step in moving several departments and divisions into space which will serve present and future needs in a more eff icient manner. The Permit Center totals approximately 13,000 square feet. This new location offers an uppurtunity to better serve our customers through improved facilities and expanded services. The front counter, where most customer transactions occur, will be expanded. Additional conference rooms will be available and staff will be centrally located to better serve the public and allow improved department coordination. The public will be able to come to one location to meet their permitting needs. The Permit Center has undergone limited remodeling to accommodate its new use. Every effort was made to The minimise cost. Existing furVAC and plumbiny t ms to accommodate minimize the new building configuration and systems major upgrades are to the HV plumbing staffing needs. As currently scheduled, Community Development, Engineering, Human Resources, and Risk will move during the week of November 15 Normal business with the mallinb maintained f the Finance staff moving in. Center is operational, City Hall will be upgraded OTHER ALTERNATIVES CONSIDERED VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY N/A ATTACHMENT LIST None FISCAL NOTES The City budgeted $1.152 million combined for the Permit Center remodel and the City hall upgrade. It is estimated that the remodel of the Permit Center to be approximately 60-70% of the total amount. Entered into the Record on Agenda Item#yL Exhibit N C6 Q L. CD U E L 0. O 0 fit l0 N O V 4 'l. 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L c 4-J ~ L 0) L (l~ (n -0 .O Q 4-J W :3 U ~ = V :3 . M E C ~ O E V O M f - 4 un z E a ~ U ca- 0 n V )y W L L. CL N O E N D.° 1., ■ C/) -4--p 0 W _ 4> - U 4-J O U L- 4-,' ca U) C: foG. O o fu O U V E fu fu > > O U O Ol C- 4-J E C: "0 0) 4-J E c U LL O C- 4-J 4- fu 0) 0 4-J C: x fu a-.. C -o (D-o c/1 -O O ~ E O 4-J ~ E > E c: u fu u s cu fu 0 0 fu _ U 4-J = - U (o oC fu tL O O O O F s AGENDA ITEM # FOR AGENDA OF October 26.2004 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE A Resolution to Expand the Mission of and Add New Members to the Transportation Financing Strategies TaskXorce. PREPARED BY: A.P. ucnas DEPT HEAD OK CITY MGR OKL ISSUE BEFORE THE COUNCIL Amendment of Resolution No. 04-52 modifying the Transportation Financing Strategics Task Force mission by adding the evaluation of feasible funding sources for the construction of sidewalks and rights-of-way maintenance on collector and arterial streets. Addition of two new members to the Task Force. STAFF RECOMMENDATION Staff recommends approval of the attached resolution amending Resolution No. 04-52. INFORMATION SUMMARY The Transportation Financing Strategies Task Force was created by City Council Resolution No. 01-06 to explore feasible funding strategies for implementing transportation improvements and to assist in the development and implementation of those strategies. City Council established a Street Maintenance Fee as recommended by the Task on November 18, 2003 through Ordinance No. 3-10 and approved the rates to be charged on February 24, 2004 through Resolution No. 04-12. On July 13, 2004, City Council reconstituted the Task Force to continue with the evaluation of new funding sources to design and construct transportation projects. The proposed resolution would modify the mission of the Transportation Financing Strategies Task Force by adding the evaluation of feasible funding sources for the construction of sidewalks and rights-of-way maintenance on collector and arterial streets. Two new members (increasing the number of members from nine to eleven) are proposed for inclusion in the Task Force membership. OTHER ALTERNATIVES CONSIDERED None VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY Any new funding sources recommended by the Task Force will contribute towards Transportation and Traffic Goal 3, Identify and Develop Funding Resources. ATTACHMENT LIST ■ Proposed Resolution Revised Exhibit A to the Resolution ■ Resolution No. 04-52 FISCAL NOTES Any new funding sources established through the Task Force recommendations and City Council action would be incorporated into the City's revenue for use in sidewalk improvements and rights-of-way maintenance. LWWOMWAVdl W-" fuin W W11026M ■Wd W" WM me WC