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City Council Packet - 04/12/2005 l~~ ~ n ter? CITY OF TIGARD OREGON TIGARD CITY COUNCIL MEETING April 12, 2005 COUNCIL MEETING WILL BE TELEVISED 1:\Ofs\Do n na's\Ccpktl 13125 SW Hall Blvd., Tigard, OR 97223 (503) 639-4171 TDD (503) 684-2772 Agenda Item No. 3, 1 For Agenda of 5 Qq , uS COUNCIL MINUTES TIGARD CITY COUNCIL MEETING April 12, 2005 Mayor Dirksen called the meeting to order at 6:30 p.m. Council Present: Mayor Dirksen; Councilors Harding, Sherwood, Wilson, and Woodruff • STUDY SESSION > REVIEW OF THE CITY COUNCIL BUDGET Interim City Manager Prosser commented this budget would normally have been presented to the Council in time to make adjustments before the proposed budget document was prepared, but this did not occur this year. Assistant to the City Manager Newton added the city administration budget, which encompasses the Council's budget, would be one of the first to be considered by the Budget Committee and changes could be made at this point in the process. Ms. Newton distributed and discussed the Council's proposed FY 2005-06 budget. These materials are on file in the City Recorder's office. Ms. Newton summarized the information contained in her memo dated April 4, 2005. She directed the Council's attention to budget items related to materials and services. Ms. Newton pointed out account 613000 would be impacted by the Citizen Leadership Series. She also noted the budget for Council meals would need to increase if all five Councilors wished to have pre-meeting meals. Councilor Woodruff confirmed the Council's projected FY 2004-05 budget is $107,602 and the proposed FY 2005-06 budget is $107,083. Mayor Dirksen proposed the Council consider attending the March National League of Cities Conference held in Washington, D.C. as opposed to the December conference in Charlotte. He asserted this would give the Council an opportunity to meet with representatives of the federal government. While noting budgetary constraints, the Mayor added, in the past, it was beneficial for the entire Council to attend the conference. Although the proposed budget shows three Councilors will attend the conference, Ms. Newton said she would provide the Council with costs for four and all five Councilors to attend. Councilor Harding inquired about the cost of conference attendance for organization members versus non-members. COUNCIL MINUTES - APRIL 12, 2005 page 1 Ms. Newton said she would provide the Council with further information in their Friday newsletter. > REVIEW OF BUDGET REQUEST FOR TOWN HALL AUDIOVISUAL Assistant to the City Manager Newton summarized the highlights of a memo from Network Technician/Civic Studio Producer-Director Myers regarding proposed improvements to the Civic Studio. Ms. Newton explained the improvements were designed to make the room more user- and audience-friendly. The improvements would include: an upgrade to the audio system (including two wireless microphones), a PowerPoint screen displayed on the wall above the Council for audience viewing, and flat screen displays for the Council to view what is being aired on television. Ms. Newton advised the bid for the improvements is $84,000. She suggested some of the $56,000 rebate anticipated from the Metro Area Communications Commission (MACC) could be used for this project. There was a brief discussion of the following items related to the improvements: ■ Lighting ■ Accommodating overflow crowds ■ Transportability to other city facilities ■ Interfaced audio and video In response to a question from Councilor Woodruff, Mr. Myers stated once the project is approved, the design would take approximately 12 weeks and construction another 4 to 6 weeks. Mr. Prosser added the work would probably be completed next fall. In response to an inquiry from Councilor Harding, Mr. Prosser affirmed the city's purchasing rules would be followed when selecting the contractor for the project. > DISCUSSION OF THE CITY MANAGER RECRUITMENT PROCESS Human Resources Director Zodrow distributed three handouts on: ■ The selection process - questions for the Council ■ Ideas for possible supplemental questions/video presentation ■ Timeline These documents are on file in the City Recorder's office. COUNCIL MINUTES -APRIL 12, 2005 page 2 Ms. Zodrow described recruitment efforts and various options related to the recruitment process. Direct recruitment and the possibility of hiring a search firm were also discussed. Councilor Woodruff suggested the human resources department screen the applications. Ms. Zodrow said she would provide the Council with applications from all the applicants and would indicate her department's initial selections. The Council indicated they wished to include a second screening phase (supplemental questions and video tapes) and an assessment center as part of the recruitment process. The Council reviewed the proposed supplemental questions. Councilor Sherwood said she liked question number 5 related to economic development and urban revitalization. Councilor Harding proposed adding a question asking the applicants to describe something negative that occurred in their city/business/organization and how they resolved the issue. After discussion, the Council opted for the following assessment center exercises: ■ Mock City Council meeting/presentation ■ Written exercise ■ Oral interview panel Councilor Woodruff suggested the assessment center be scheduled for July 5 and 6. > ADMINISTRATIVE ITEMS ■ Mayor's Agenda was distributed. A copy of this agenda is on file in the City Recorder's office. ■ Councilor Harding indicated she could attend the dinner with the Indonesian delegation. ■ Discussion of the "Fifth Tuesday" meeting follow-up process Interim City Manager Prosser proposed follow-up from the Fifth Tuesday meeting be scheduled for discussion at the next City Council meeting in order to inform the public and clarify the Council's expectations regarding follow-up. Mayor Dirksen suggested Councilors meet at the close of the Fifth Tuesday meeting to identify issues requiring a response from the city. Mr. Prosser suggested either the meetings be recorded or the Deputy City Recorder attend meetings and take minutes. Councilor Sherwood and Mayor Dirksen indicated they did not want this level of formality; they wanted to keep the meeting casual. COUNCIL MINUTES -APRIL 12, 2005 page 3 Mr. Prosser handed out two sets of notes related to the March 29 Fifth Tuesday meeting. City Attorney Ramis explained minutes of the meeting were required, although they did not need to be detailed. Study Session recessed at 7:23 p.m. • EXECUTIVE SESSION: The Tigard City Council went into Executive Session at 7:23 p.m. to discuss labor negotiations under ORS 192.660(2)(d). Executive Session recessed at 7:32 p.m. Study Session reconvened at 7:32 p.m. > ADMINISTRATIVE ITEMS continued ■ Council briefly discussed the process for removing items from the consent agenda. ■ The Mayor and Councilors Sherwood and Harding indicated they planned to attend the reception for the Tigard-Tualatin School District Superintendent finalist. ■ Community Development Director Hendryx distributed Downtown Task Force packets. A packet is on file in the City Recorder's office. The Study Session concluded at 7:35 p.m. 1. BUSINESS MEETING 1.1 Mayor Dirksen called City Council & Local Contract Review Board to order at 7:42 p.m. 1.2 Council Present: Mayor Dirksen; Councilors Harding, Sherwood, Wilson, and Woodruff. 1.3 Pledge of Allegiance 1.4 Council Communications & Liaison Reports: None. 1.5 Call to Council and Staff for Non-Agenda Items: None. 2. PROCLAMATION ■ Mayor Dirksen proclaimed April 29, 2005 as Arbor Day COUNCIL MINUTES -APRIL 12, 2005 page 4 3. CITIZEN COMMUNICATION ■ Mayor Dirksen noted Nikki Pham was not present. ■ Alice Ellis Gaut, 10947 SW Chateau Lane, Tigard, advised the Council Earth Day is slated for April 22. Ms. Ellis Gaut relayed decisions made today will have far-reaching impacts, adding every road cut, creek crossing, paved surface, roof top, parking lot and building destroys and displaces other beings. She described the diverse resources of the area's watershed and advocated for wise and gentle stewardship of the land. She reported this will be the 35th year Earth Day will be celebrated. ■ Lisa Hamilton Treick, 13565 SW Beef Bend Road, Tigard, addressed the Council's recruitment of a city manager. She suggested the Council seek someone with the following skills/priorities/experience: ■ Fresh perspective ■ Vision ■ Public relations ■ Appreciation of the environment ■ Public involvement ■ Relationship building ■ Parks and open spaces ■ Master planning/long-range visioning ■ Economic development ■ Transportation solutions Mayor Dirksen commented the city had already received approximately 20 applications and there appeared to be some well-qualified applicants. ■ Gretchen Buehner, 13249 SW 136th Place, Tigard, asked the Council to revisit a nuisance issue on a commercial property west of Grant Street, fronting Tigard Street and abutting Fanno Creek. She noted it has been a year since the nuisance was identified. Although some of the rusting and broken-down equipment was removed, some debris still exists. She asked if the Council could give a "gentle reminder" to get the remainder of the trash removed. Ms. Buehner also advised Council meetings held in the library community room are very difficult to hear. She suggested use of microphones and a sound system. The Council indicated there were microphones in the community room and they would look into improving the sound quality for future meetings. COUNCIL MINUTES-APRIL 12, 2005 page 5 Interim City Manager Prosser stated he would report her complaint to code compliance for action. > Mayor Dirksen initiated a discussion of follow-up from the Council's March 29 "Fifth Tuesday" meeting. The following list of topics, along with direction regarding the Council's expectation for a response or follow-up, is listed in the table below. Topic Response/Follow-up Construction It was noted construction activity was noise/dirt/dust/mud/safety conducted within code requirements, without a code change nothing can be done. Tax inequities No follow-up needed. Private property The Council directed staff not to grant any concerns/continuing further extensions. enforcement issue Access to records in the permit Mr. Prosser is looking at ways to improve center access while still safeguarding city records. The Mayor indicated the city would work to make the process better. Development projects on web Mr. Prosser indicated the web site would be site no current up-to-date next week. School funding No follow-up needed - directed to state legislators. Citizen input process regarding Mr. Prosser indicated the city is working on the creation of an e-mail list this item. Protection of natural resources No follow-up needed. City purchase wetlands to own No follow-up needed. and protect Councilor Woodruff commented the Fifth Tuesday meeting went well and there was an excellent turn-out. He added the next Fifth Tuesday meeting will be on May 31. He informed the audience issues brought up at the Fifth Tuesday meetings would be discussed at the next regular Council meeting to provide responses and identify follow-up needed for each topic. Mr. Prosser mentioned a previous inquiry from Mr. Burgess regarding a request to use the niche for storage. He confirmed the question had been addressed during that meeting. Ms. Buehner (see citizen communication above) said the Council's special meeting with the Tualatin Council and the Tigard-Tualatin School District conflicted with a Planning Commission meeting. It was noted such meetings are scheduled in conjunction with the outside participants and this doesn't allow for much flexibility when selecting a meeting date. COUNCIL MINUTES -APRIL 12, 2005 page 6 4. CONSENT AGENDA Councilor Harding requested item 4.1, the February 15 minutes, and LCRB item 4.7c., a contract for slope stabilization at Quail Hollow subdivision, be removed from the consent agenda for separate consideration. Councilor Harding described some of her concerns regarding the slope stabilization project. Councilor Sherwood cited Council rules and noted Councilors were to provide 24 hour advance notice to remove items from the consent agenda. Councilor Harding moved to remove items 4.1 and 4.7c. from the consent agenda. The motion received no second and died. The items remained on the consent agenda. Councilor Sherwood advised she did not attend the February 15, 2005 meeting, but the minutes indicated she was present. She requested the February 15 minutes be corrected to reflect her absence. 4.1 Approve Council Minutes for February 15 and 22, 2005 4.2 Receive and File: a. Council Calendar b. Tentative Agenda 4.3 Adopt a Resolution Authorizing the City Manager to Submit to OPRD an Application for State Funds Available through the State of Oregon's Lottery Local Government Grant Program as a Means for Providing Matching Funds to Construct the Jim Griffith Memorial Skate Park - Resolution No. 05 - 22 RESOLUTION NO. 05 - 22 - A RESOLUTION AUTHORIZING THE SUBMITTAL TO THE OREGON PARK AND RECREATION DEPARTMENT (OPRD) OF AN APPLICATION FOR STATE FUNDS AVAILABLE THROUGH THE STATE OF OREGON'S LOTTERY LOCAL GOVERNMENT GRANT PROGRAM AS A MEANS FOR PROVIDING MATCHING FUNDS TO CONSTRUCT THE JIM GRIFFITH MEMORIAL SKATE PARK. 4.4 Approve the Issuance of a Request for Proposal for an Urban Renewal Public Outreach Program 4.5 Approve the Issuance of a Request for Proposal for Urban Renewal COUNCIL MINUTES - APRIL 12, 2005 page 7 4.6 Adopt a Resolution Approving the Use of MSTIP 3 Bike and Pedestrian Program Funds for the Tualatin River Pedestrian/Bike Bridge Project - Resolution No. 05 - 23 RESOLUTION NO. 05 - 23 - A RESOLUTION APPROVING USE OF THE CITY OF TIGARD'S ALLOCATION OF WASHINGTON COUNTY'S MSTIP 3 BIKE AND PEDESTRIAN PROGRAM FUNDS FOR THE TUALATIN RIVER PEDESTRIAN/BIKE BRIDGE PROJECT. 4.7 Local Contract Review Board: a. Award a Contract for the Construction of the SW O'Mara and Edgewood Streets Sanitary Sewer (Sewer Reimbursement District No. 31) to MJ Hughes Construction Inc. b. Award a Contract for the Construction of the SW 117th Avenue Sanitary Sewer (Sewer Reimbursement District No. 34) to CR Woods Trucking, Inc. C. Award a Contract for Slope Stabilization at Quail Hollow Subdivision to Elting, Inc. d. Award a Contract for Stream Enhancement and Restoration Services to Ash Creek Forest Management, LLC, Henderson Land Services, LLC, and Harris Stream Services Motion by Councilor Sherwood, seconded by Councilor Wilson, to approve the consent agenda, including the February 15 minutes as amended. The motion was approved by a majority vote: Mayor Dirksen - Yes Councilor Harding - No Councilor Sherwood - Yes Councilor Wilson - Yes Councilor Woodruff - Yes Councilor Harding stated she hadn't seen the 24 hour advance notice in writing and was unaware of the rule. She added she devoted much of her personal time to Council-related meetings and other business. 5. INTRODUCTION AND WELCOME OF THE DELEGATION FROM BALIKPAPAN AND SAMARINDA, INDONESIA Public Works Director Koellermeier introduced the delegation. A member of the delegation related the group was learning about water-related systems, supply and technology. COUNCIL MINUTES -APRIL 12, 2005 page 8 Mayor Dirksen and the delegates exchanged gifts and the Mayor presented each delegate with a certificate of acknowledgement. The delegation's interpreters were also recognized. 6. PRESENTATION ON TIGARD'S WATER SUPPLY OPTIONS Public Works Director Koellermeier introduced Mr. Uber, a consultant with Murray, Smith & Associates, Inc. Both Mr. Uber and Mr. Koellermeier gave a PowerPoint presentation updating the Council on the history and status of the city's long-term water supply. The PowerPoint presentation is on file in the City Recorder's office. Tigard is required to take 62% of its water from the City of Portland. Given the dry year, Mr. Koellermeier reported he has reserved 114% of the water he anticipates Tigard will need for fiscal year 2005-2006. This is reflected as "Option 2" on the Water Purchase Options slide. Mr. Uber noted the city's Aquifer Storage and Recovery (ASR) program is essential to address "peaking" water demand. He explained the first well in the city's aquifer storage and recovery program can yield a million gallons per day and once online, another 2.5 million gallons per day can be expected from the well currently under construction. ■ City of Portland Supply Mr. Uber explained Tigard was in the midst of water negotiations with the City of Portland. Portland currently operates under a waiver which enables it to avoid water treatment. It is unknown whether this waiver will be renewed. If not renewed, Portland will be forced to filter its water and a treatment plant will be needed. As a Portland water purchaser, Tigard would be expected to pay for a portion of the treatment facility. Mr. Uber added under the current negotiations, Tigard's role would only be as a wholesale water purchaser and ownership in the Portland water system was unlikely. This means costs could not be passed along as system development charges (SDCs). ■ Clackamas River Supply Mr. Uber noted Tigard used to get a significant amount of water from the City of Lake Oswego and this supply option is being revisited. The existing pump station has the capability to provide up to 8 million gallons of water per day. Preliminary discussions have taken place and issues such as water rights, availability, cost and ownership are slated to be explored next. In response to a question from Mayor Dirksen, Mr. Koellermeier explained if this option were pursued, Tigard should be able to obtain ownership in this water system, assuming a capital outlay be required. Such ownership would mean costs could be addressed through SDCs, and would not have to be passed COUNCIL MINUTES -APRIL 12, 2005 page 9 along to existing consumers in their water rates. In short, growth would pay for growth when SDCs can be implemented. ■ Joint Water Commission The city is currently purchasing water, via the City of Beaverton, through the Joint Water Commission. The city is also working with the commission by: ■ Participating in studies to evaluate the feasibility of raising Scoggins Dam ■ Completing major piping improvements ■ Evaluating treatment plan expansion ■ Piping and reservoir improvements The outlook of this future water supply is dependent on the progress of the studies currently taking place. If this option is deemed feasible, it is anticipated the city would have ownership in the system and SDCs could be collected. ■ Willamette River Mr. Uber explained the City of Tigard, as a participant in the Willamette River Supply Commission, has a water right of 20 million gallons. He added should the city pursue this option, equity ownership would be anticipated and costs could be addressed through SDCs. Mr. Uber commented on the success and importance of ASRs in the city's water management. He advised ASR allows the city to store surplus water it has purchased. Mr. Uber summarized the conceptual capital costs and water costs associated with the various options. Overall, the Willamette is estimated to be the least expensive source. In response to an inquiry from Councilor Harding, who indicated Willamette River customers have higher water bills, Mr. Uber stated these customers are paying for water and the cost of financing the treatment plant. Mr. Koellermeier added the Willamette River financing costs are based on 20 year bonds. Scenarios in the Tigard analysis are based on a 25 year repayment schedule of capital costs. After 25 years, these costs would drop off, although new capital needs may arise. Mr. Koellermeier talked about previous criteria used to evaluate long-term water supply options. He advised the Portland option does not include any type of ownership in the system. If ownership is deemed an important issue, then the Portland option becomes much less desirable. Mr. Koellermeier remarked many other cities are in similar situations related to securing a long-term water supply. He stated all the water sources under consideration are adequate in terms of supply. However, all the sources are COUNCIL MINUTES -APRIL 12, 2005 page 10 relatively distant from Tigard and transmission costs become the critical factor. The more cities that participate in any single option, and therefore share capital costs, the lower the cost will be for Tigard. Mr. Koellermeier noted the scenarios in the presentation assumed there would be cooperation and cost sharing among an optimum group of partners. Mr. Koellermeier summarized the city's "next steps" and asked for questions. Mayor Dirksen asked if Councilor Woodruff, the Council's water liaison, would like to comment. Councilor Woodruff remarked on the complexity of securing a long- term water supply for the city. He added many municipalities and jurisdictions, are struggling with similar challenges. He asserted most citizens weren't interested in the details of the of how their water gets to the tap, but are simply looking for adequate, pure, good tasting water at an affordable cost. He acknowledged the controversy surrounding the Willamette River option. Councilor Woodruff concurred with Mr. Koellermeier, stating the city needed to keep all options open until it is determined which course of action would be in the best interest of Tigard citizens. Councilor Wilson inquired if any of the options were ready to go. Mr. Koellermeier responded it would take 3 to 15 years to finalize a long-term water source. Before finalizing any source, he noted the following items would need to be solidified: ■ Funding for capital improvements ■ Determining partners ■ Conducting an election (should the Willamette be the preferred option) He related cost, criteria and timelines are variables in the process. Mr. Koellermeier noted there were interim solutions until a permanent option is selected and online. Mr. Uber added the Willamette River option was the closest to coming online, as the permitting element had already been completed. In response to a question from Councilor Sherwood, Mr. Koellermeier indicated the city was entering into a dialogue with Lake Oswego to take a renewed look what water supply options with Lake Oswego might look like. Tigard has an existing wholesale water agreement with Lake Oswego and Lake Oswego has a water surplus. He reported water purchased through this wholesale agreement was more affordable than some of the city's other sources. He continued by saying if the Lake Oswego City Council was interested in supplying water, a feasibility study would be conducted. The Lake Oswego agreement had not been employed for awhile, as Lake Oswego needed time to investigate whether it had adequate water supplies to meet future growth. Lake Oswego has now determined it can meet future water demand and expects surplus water will still be available. Councilor Woodruff brought up the topic of water conservation. Mr. Koellermeier responded Tigard is the water conservation leader on the Westside. He noted the city has been a strong advocate of conservation. Mayor Dirksen commented Tigard COUNCIL MINUTES -APRIL 12, 2005 page 11 citizens should be praised for their conservation efforts. He recounted when the city puts out the word that water conservation is needed, the city sees an immediate and significant reduction in water consumption. Councilor Wilson inquired about a chart which depicts the average consumption remaining fairly constant and while peak consumption increases. Mr. Uber responded the chart was based on past patterns of consumption and pointed out with conservation the low estimate peak consumption actually levels out over time. Mr. Koellermeier remarked if other communities made a decision regarding their long-term water supply, it was possible this would then limit Tigard's options or force Tigard to make a decision as well. The Mayor affirmed the Council needed to be prepared to act if such a situation arises. For the foreseeable future, he stated the city needed to keep all options, as well as combinations of options, open. 7. CONSIDER A RESOLUTION DIRECTING THE PREPARATION OF A PRELIMINARY ENGINEER'S REPORT FOR THE PROPOSED SW 79TH AVENUE LOCAL IMPROVEMENT DISTRICT (LID) City Engineer Duenas gave a PowerPoint presentation on this topic. He explained the project needed to be addressed through as a local improvement district (LID) in order to deal with improvements needed along the entire street. Without the LID, he noted problems with vertical alignment, property acquisition, and compliance with design standards would be difficult to resolve. As part of the preparation of the report, neighborhood meetings with residents and developers would be conducted. Mr. Duenas advised modification of the existing design would be needed in order to bring the design up to current Transportation System Plan standards. He relayed this work could be done in-house and this might mean the project could get underway sooner, with some work being done this year. Mr. Duenas' recommendation was for the Council to continue the LID process by approving the resolution to prepare a preliminary engineer's report and authorizing the Gas Tax Fund as the funding source for the report. Mr. Duenas advised if the LID is formed, any LID-related costs, including the preliminary engineer's report, would be reimbursable through the LID. Councilor Woodruff asked how many land owners wanted to participate in the LID. Mr. Duenas responded, with LID going all the way south to Gentlewoods, 47 COUNCIL MINUTES-APRIL 12, 2005 page 12 percent wished to participate. He added the city is working with another property owner regarding inclusion in the LID. If included, the percentage of land owners wishing to participate in the LID would increase from 47 percent to 62 percent. Deputy City Recorder's Note: Subsequent to the meeting, it was noted that should the additional land owner be included in the LID, the actual increase would be to 58 percent, not the 62 percent stated at the meeting. a Councilor Sherwood confirmed neighborhood meetings would take place and inquired what happens if neighbors object to the formation of the LID. Mr. Duenas explained two-thirds of the affected property owners would need to remonstrate against the LID in order for it to be removed from consideration. With current numbers, the LID is feasible. He added the developers will end up putting the road improvements in, the question is whether it will be done piecemeal or comprehensively. He asserted it would benefit both the city and the developers to combine the all street improvements into one project through the LID. Councilor Harding pointed out that the 47 percent figure supporting the LID was made up of only five land owners. She expressed concern over the other 53 percent of property owners who had not supported the LID. She relayed motorists would use the upgraded street as a "pass through" and developers would be the primary beneficiaries of the LID. She added increased traffic may further aggravate property owners opposed to the LID. Mr. Duenas responded the bulk of the property owners at the north end of the proposed district would be developing their property. He notes there is a huge amount of undeveloped land in this area and emphasized doing the improvements comprehensively. Councilor Harding stated she was concerned for homeowners that are not in the development business. Councilor Wilson asserted the city was not subsidizing development; development and street improvements will occur. He reiterated the issue was whether the improvements would be as one cohesive project or done piecemeal. Mayor Dirksen confirmed the preliminary engineer's report would provide a cost estimate to property owners. Mr. Duenas agreed and explained part of the assessment would be based on square footage and part on who would benefit most from the improvements. Mayor Dirksen verified the major financial burden would fall to properties slated for development. Mayor Dirksen stated the Council needed to look at the long-term growth of the city. He asserted eventually street improvements will need to be done. COUNCIL MINUTES -APRIL 12, 2005 page 13 Councilor Harding acknowledged improvements are needed, but said sharing the cost of improvements was an insult to homeowners and taxpayers who were not part of development. Mayor Dirksen countered the Council often received complaints when development took place before street improvements occurred. Motion by Councilor Wilson, seconded by Councilor Sherwood, to adopt Resolution No. 05 - 24 Resolution No. 05 - 24 - A RESOLUTION DIRECTING THE ENGINEERING STAFF TO PREPARE A PRELIMINARY ENGINEER'S REPORT FOR THE PROPOSED SW 79TH AVENUE LOCAL IMPROVEMENT DISTRICT AND DIRECTING THE ESTABLISHMENT OF A FUNDING MECHANISM FOR THE PREPARATION OF THE REPORT. The resolution was approved by a majority vote: Mayor Dirksen - Yes Councilor Harding - No Councilor Sherwood - Yes Councilor Wilson - Yes Councilor Woodruff - Yes 8. CONSIDER A RESOLUTION APPROVING BUDGET AMENDMENT #12 TO THE FY 2004-05 BUDGET TO INCREASE APPROPRIATIONS IN THE GAS TAX FUND FOR THE 79TH AVENUE LOCAL IMPROVEMENT DISTRICT (LID) Interim Finance Director Imdieke explained this was the companion item to establish funding for the preliminary engineer's report approved in item #7. He said if the LID is formed and the project is completed, the cost of the report would be included in the assessment to property owners and the Gas Tax Fund would be reimbursed. Motion by Councilor Sherwood, seconded by Councilor Wilson, to adopt Resolution No. 05 - 25. RESOLUTION NO. 05 - 25 - A RESOLUTION APPROVING BUDGET AMENDMENT #12 TO THE FY 2004-05 BUDGET TO INCREASE APPROPRIATIONS IN THE GAS TAX FUND FOR THE 79TH AVE LID. COUNCIL MINUTES -APRIL 12, 2005 page 14 The motion was approved by a majority vote: Mayor Dirksen - Yes Councilor Harding - No Councilor Sherwood - Yes Councilor Wilson - Yes Councilor Woodruff - Yes 9. CONSIDER A RESOLUTION GRANTING AN EXEMPTION FROM PROPERTY TAXES UNDER TIGARD MUNICIPAL CODE SECTION 3.50 FOR THREE NON PROFIT LOW INCOME HOUSING PROJECTS OWNED AND OPERATED BY COMMUNITY PARTNERS FOR AFFORDABLE HOUSING AND ONE HOUSING PROJECT OPERATED BY TUALATIN VALLEY HOUSING PARTNERS Interim Finance Director Imdieke indicated both Community Partners for Affordable Housing (CPAH) and Tualatin Valley Housing Partners (TVHP) have met the criteria to be exempted from Tigard property tax. He related approval of TVHP application is contingent on the organization becoming the Managing General Partner of the housing complex before July 1. Mr. Imdieke introduced Martin Soloway from CPAH and Tom Benjamin from TVHP. Councilor Woodruff asked Mr. Soloway and Mr. Benjamin to describe how the property tax exemption affects their operations. Mr. Soloway responded any decrease in operating costs directly benefits tenants in the form of lower rent. He noted CPAH was just about to begin a 2.5 million dollar investment for improvements to the Greenburg Oaks Apartments. Mr. Benjamin explained his organization had established its rental rates with the tax exemption in place. He said Hawthorne Villa has experienced financial difficulty and, in effect, his organization was buying a management interest in the property. His agency's directors need to be satisfied the property can be operated economically, without a rent increase. Mr. Benjamin added without the property tax exemption, rent would be increased significantly. This would likely result in displacement of some tenants. Although his agency is pleased with the current on- site operations, he noted his agency eventually hopes to be directly managing the property. He described recent improvements made to the property by the investors and his agency. Without the exemption, his agency would be taking over the property with a $47,000 deficit. Mr. Imdieke reported the total cost avoidance for both agencies would be about $126,000. COUNCIL MINUTES -APRIL 12, 2005 page 15 Mayor Dirksen reiterated the Council's decision could determine whether the TVHP property actually becomes part of the affordable housing system and is operated as a non-profit facility. Mr. Benjamin concurred with this statement. Councilor Sherwood expressed her pride in the City of Tigard for taking on the issue of affordable housing a long time ago. She noted many other cities do not offer similar incentives. She noted the severe shortage of affordable housing in the area and said the Council should do what it could to support affordable housing efforts. Motion by Councilor Wilson, seconded by Councilor Sherwood, to adopt Resolution No. 05-26. RESOLUTION NO. 05 -26 - A RESOLUTION GRANTING AN EXEMPTION FROM PROPERTY TAXES UNDER TIGARD MUNICIPAL CODE SECTION 3.50 FOR THREE NON PROFIT LOW INCOME HOUSING PROJECTS OWNED AND OPERATED BY COMMUNITY PARTNERS FOR AFFORDABLE HOUSING (CPAH) AND ONE HOUSING PROJECT THAT IS OPERATED BY TUALATIN VALLEY HOUSING PARTNERS (TVHP). The motion was approved by a unanimous vote: Mayor Dirksen - Yes Councilor Harding - Yes Councilor Sherwood - Yes Councilor Wilson - Yes Councilor Woodruff - Yes 10. DISCUSS THE RENEWAL OF CONTRIBUTION OF FRANCHISE FEES FOR PUBLIC, EDUCATION, AND GOVERNMENT (PEG) ACCESS Information Technology Director Ehrenfeld introduced this agenda item. He advised the Council needed to consider the Metropolitan Area Communications Commission (MACC) proposed budget for PEG access for next year. Mr. Ehrenfeld explained changes in MACC's funding mechanism were occurring and the proposed budget reduced Tigard's assessment $6,920. Mr. Ehrenfeld stated Councilor Harding, who represents the city on MACC, will need to vote on the proposed budget. Mayor Dirksen commented he and Councilor Harding had met with Bruce Crest from MACC. The Mayor relayed MACC planned to offer a higher level of service, the city would pay less for this service, and MACC would refund some of the money paid in previous years. COUNCIL MINUTES -APRIL 12, 2005 page 16 Councilor Harding explained a $1 million reserve had accumulated. She reported MACC is now proposing a fixed budget on an annual basis. She advised MACC did not vote to "shut down" Tualatin Valley Television (TVTV) or programming. She declared her support of First Amendment rights. She said existing television shows will be retained and most of the TVTV staff will be working with MACC. Councilor Harding pointed out all MACC jurisdictions needed to agree on the proposed budget. The Council expressed support for the proposed budget and encouraged Councilor Harding to vote in favor of the MACC proposal. 11. REVIEW BRANDING SOLICITATION LETTER Assistant to the City Manager Newton summarized changes made to a draft graphic identity/branding solicitation letter. Materials for this item were distributed in the Council's Friday newsletter and are on file in the City Recorder's office. Councilor Wilson mentioned a discipline called "environmental graphics," which deals specifically with sign graphics. He noted materials, fabrication techniques, and designing something to be viewed from a distance would be within the scope of environmental graphics. This emphasis differs from print graphics. Councilor Wilson stated he wanted to call attention to this discipline and suggested the Council may wish to draw on this type expertise. Councilor Wilson expressed some concern about asking for "free" design work and also suggested the Council not limit itself to local agencies. Councilor Woodruff explained Council had discussed asking respondents for free work, and the Council had decided they definitely wanted respondents to show them some ideas. Councilor Wilson remarked this requirement might result in more professional individuals/agencies not responding to the letter, as they would be unlikely to work on a design without actually landing the project. A two-prong approach was proposed. First, the Council will work on the print- type graphics associated with the logo and second, environmental graphics will be explored. Ms. Newton stated she would make adjustments to the letter based upon the Council's comments. COUNCIL MINUTES -APRIL 12, 2005 page 17 12. COUNCIL LIAISON REPORTS Councilor Woodruff mentioned he attended the Park and Recreation Advisory Board meeting the previous night to follow-up on Fifth Tuesday meeting topics. Mayor Dirksen reported he had attended an Ash Avenue Neighborhood Meeting regarding the Downtown Improvement Plan. He relayed the group's response to crossing Fanno Creek was not as negative and some attendees expressed dismay that the street extension was being removed from consideration. 13. NON AGENDA ITEMS: None. 14. EXECUTIVE SESSION: No executive session was held. 15. ADJOURNMENT Motion by Councilor Woodruff, seconded by Councilor Sherwood, to adjourn the meeting. The motion was approved by a unanimous vote: Mayor Dirksen - Yes Councilor Harding - Yes Councilor Sherwood - Yes Councilor Wilson - Yes Councilor Woodruff - Yes The meeting adjourned at 9:53 p.m. Greer A. Gaston, Deputy-City Recor er Attest: Mayor City of Tigard Date: is%adm\cathy\ccm\2005\050412. doc COUNCIL MINUTES -APRIL 12, 2005 page 18 Greeter: Jim Hendryx Mayor's Agenda TIGARD CITY COUNCIL MEETING APRIL 12, 2005 6:30 p.m. CITY OF TIGARD OREGON TIGARD CITY HALL 13125 SW HALL BLVD TIGARD, OR 97223 PUBLIC NOTICE: Anyone wishing to speak on an agenda item should sign on the appropriate sign-up sheet(s). If no sheet is available, ask to be recognized by the Mayor at the beginning of that agenda item. Citizen Communication 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 -APRIL 12, 2005 page 1 AGENDA TIGARD CITY COUNCIL MEETING APRIL 12, 2005 6:30 PM • STUDY SESSION > REVIEW OF THE CITY COUNCIL BUDGET ■ Administration Staff > REVIEW OF BUDGET REQUEST FOR TOWN HALL AUDIO/VISUAL ■ Administration Staff > DISCUSSION OF THE CITY MANAGER RECRUITMENT PROCESS ■ Administration Staff • EXECUTIVE SESSION: The Tigard City Council will go into Executive Session to discuss labor negotiations under ORS 192.660(2)(d). All discussions are confidential and those present may disclose nothing from the Session. Representatives of the news media are allowed to attend Executive Sessions, as provided by ORS 192.660(4), but must not disclose any information discussed. No Executive Session may be held for the purpose of taking any final action or making any final decision. Executive Sessions are closed to the public. 7:30 PM 1. BUSINESS MEETING 1.1 Call to Order - City Council & Local Contract Review Board 1.2 Roll Call 1.3 Pledge of Allegiance 1.4 Council Communications & Liaison Reports 1.5 Call to Council and Staff for Non-Agenda Items 7:35 PM 2. PROCLAMATION: Proclaim April 29, 2005 as Arbor Day ■ Mayor Dirksen COUNCIL AGENDA -APRIL 12, 2005 page 2 7:40 PM 3. CITIZEN COMMUNICATION (Two Minutes or Less, Please) ■ Tigard High School Student Envoy Nikki Pham ■ . Tigard Tyre' Chamber e em.1xierrce Repr-eSPnt-a iveloan Murphy oY * Mr. Murphy is unable to attend tonight's meeting ■ Follow-up to Previous Citizen Communication Rob Wi//lams will review the Consent Agenda: 7:45 PM 4. CONSENT AGENDA: These items are considered to be routine and may be enacted in one motion without separate discussion. Anyone may request that an item be removed by motion for discussion and separate action. Motion to: 4.1 Approve Council Minutes for February 15 and 22, 2005 4.2 Receive and File: a. Council Calendar b. Tentative Agenda 4.3 Adopt a Resolution Authorizing the City Manager to Submit to OPRD an Application for State Funds Available through the State of Oregon's Lottery Local Government Grant Program as a Means for Providing Matching Funds to Construct the Jim Griffith Memorial Skate Park - Resolution No. 05 - 22 RESOLUTION NO. 05-22 - A RESOLUTION AUTHORIZING THE SUBMITTAL TO THE OREGON PARK AND RECREATION DEPARTMENT (ORPD) OF AN APPLICATION FOR STATE FUNDS AVAILABLE THROUGH THE STATE OF OREGON'S LOTTERY LOCAL GOVERNMENT GRANT PROGRAM AS A MEANS FOR PROVIDING MATCHING FUNDS TO CONSTRUCT THE JIM GRIFFITH MEMORIAL SKATE PARK. 4.4 Approve the Issuance of a Request for Proposal for an Urban Renewal Public Outreach Program 4.5 Approve the Issuance of a Request for Proposal for Urban Renewal 4.6 Adopt a Resolution Approving the Use of MSTIP 3 Bike and Pedestrian Program Funds for the Tualatin River Pedestrian/Bike Bridge Project - Resolution No. 05 - 23 RESOLUTION NO. 05-23 - A RESOLUTION APPROVING USE OF THE CITY OF TIGARD'S ALLOCATION OF WASHINGTON COUNTY'S MSTIP3 BIKE AND PEDESTRIAN PROGRAM FUNDS FOR THE TUALATIN RIVER PEDESTRIAN/BIKE BRIDGE PROJECT. COUNCIL AGENDA -APRIL 12, 2005 page 3 4.7 Local Contract Review Board: a. Award a Contract for the Construction of the SW O'Mara and Edgewood Streets Sanitary Sewer (Sewer Reimbursement District No. 31) to M] Hughes Construction Inc. b. Award a Contract for the Construction of the SW 117`" Avenue Sanitary Sewer (Sewer Reimbursement District No. 34) to CR Woods Trucking, Inc. C. Award a Contract for Slope Stabilization at Quail Hollow Subdivision to Elting, Inc. d. Award a Contract for Stream Enhancement and Restoration Services to Ash Creek Forest Management, LLC, Henderson Land Services, LLC, and Harris Stream Services • Consent Agenda - Items Removed -for Separate Discussion: Any items requested to be removed from the Consent Agenda for separate discussion will be considered immediately after the Council has voted on those items which do not need discussion. 7:55 PM 5. INTRODUCTION AND WELCOME OF THE DELEGATION FROM BALIKPAPAN AND SAMARINDA, INDONESIA a. Staff Report: Public Works Staff 8:05 PM 6. PRESENTATION ON TIGARD'S WATER SUPPLY OPTIONS a. Staff Report: Public Works Staff b. Council Discussion 8:45 PM 7. CONSIDER A RESOLUTION DIRECTING THE PREPARATION OF A PRELIMINARY ENGINEER'S REPORT FOR THE PROPOSED SW 79TH AVENUE LOCAL IMPROVEMENT DISTRICT (LID) a. Staff Report: Engineering Staff b. Council Discussion C. Council Consideration: Resolution No. 05 - 24 a Councilor: I move for adoption of the proposed Resolution 05- Councilor: I second the motion. COUNCIL AGENDA -APRIL 12, 2005 page 4 Mayor: Will the City Recorder please read the number and title of the Resolution. City Recorder: (Reads as requested.) RESOLUTION NO. 05-24 - A RESOLUTION DIRECTING THE ENGINEERING STAFF TO PREPARE A PRELIMINARY ENGINEER'S REPORT FOR THE PROPOSED SW 79T" AVENUE LOCAL IMPROVEMENT DISTRICT AND DIRECTING THE ESTABLISHMENT OF A FUNDING MECHANISM FOR THE PREPARATION OF THE REPORT. Mayor: Is there any discussion? Mayor (after discussion): All of those in favor of adopting Resolution No. 05-______._, please say "aye. " Mayor/Councilors: Mayor: All of those opposed to adopting Resolution No. 05- J please say nay. Mayor/Councilors: Mayor: Resolution No. 05- (is adopted or fails) by a (unanimous, or however votes were split) vote. Tie votes = failure to pass. 8:55 PM 8. CONSIDER A RESOLUTION APPROVING BUDGET AMENDMENT #12 TO THE FY 2004-05 BUDGET TO INCREASE APPROPRIATIONS IN THE GAS TAX FUND FOR THE 79T" AVENUE LID a. Staff Report: Finance Staff b. Council Discussion C. Council Consideration: Resolution No. 05 - 25 Councilor: I move for adoption of the proposed Resolution 05- Councilor: I second the motion. Mayor: Will the City Recorder please read the number and title of the Resolution. City Recorder: (Reads as requested.) COUNCIL AGENDA - APRIL 121 2005 page 5 RESOLUTION NO. 05-25 - A RESOLUTION APPROVING BUDGET AMENDMENT #12 TO THE FY 2004-05 BUDGET TO INCREASE APPROPRIATIONS IN THE GAS TAX FUND FOR THE 79T" AVE LID. Mayor: Is there any discussion? Mayor (after discussion): All of those in favor of adopting Resolution No. 05-____., please say "aye. Mayor/Councilors: Mayor: All of those opposed to adopting Resolution No. 05-_____, please say nay. Mayor/Councilors: Mayor: Resolution No. 05- (is adopted or fails) by a (unanimous, or however votes were split) vote. Tie votes = failure to pass. 9 PM 9. CONSIDER A RESOLUTION GRANTING AN EXEMPTION FROM PROPERTY TAXES UNDER TIGARD MUNICIPAL CODE SECTION 3.50 FOR THREE NON PROFIT LOW INCOME HOUSING PROJECTS OWNED AND OPERATED BY COMMUNITY PARTNERS FOR AFFORDABLE HOUSING AND ONE HOUSING PROJECT OPERATED BY TUALATIN VALLEY HOUSING PARTNERS a. Staff Report: Finance Staff b. Council Discussion C. Council Consideration: Resolution No. 05 - 26 Councilor: I move for adoption of the proposed Resolution 05- Councilor: 1 second the motion. Mayor: Will the City Recorder please read the number and title of the Resolution. City Recorder: (Reads as requested.) COUNCIL AGENDA -APRIL 12, 2005 page 6 RESOLUTION NO. 05-26 - A RESOLUTION GRANTING AN EXEMPTION FROM PROPERTY TAXES UNDER TIGARD MUNICIPAL CODE SECTION 3.50 FOR THREE NON PROFIT LOW INCOME HOUSING PROJECTS OWNED AND OPERATED BY COMMUNITY PARTNERS FOR AFFORDABLE HOUSING (CPAH) AND ONE HOUSING PROJECT THAT IS OPERATED BY TUALATIN VALLEY HOUSING PARTNERS (TVHP). Mayor: Is there any discussion? Mayor (after discussion): All of those in favor of adopting Resolution No. OS- please say "aye. " Mayor/Councilors: Mayor: All of those opposed to adopting Resolution No. 05-___,, please say nay. Mayor/Councilors.- Mayor.- Resolution No. 05- (is adopted or fails) by a (unanimous, or however votes were split) vote. Tie votes = failure to pass. 9:20 PM 10. DISCUSS THE RENEWAL OF CONTRIBUTION OF FRANCHISE FEES FOR PUBLIC, EDUCATION, AND GOVERNMENT (PEG) ACCESS a. Staff Report: Administration Staff b. Council Discussion 9:30 PM 11. REVIEW BRANDING SOLICITATION LETTER a. Staff Report: Administration Staff b. Council Discussion 9:40 PM 12. COUNCIL LIAISON REPORTS 13. NON AGENDA ITEMS COUNCIL AGENDA - APRIL 12, 2005 page 7 0 14. EXECUTIVE SESSION: The Tigard City Council may go into Executive Session. If an Executive Session is called to order, the appropriate ORS citation will be announced identifying the applicable statute. All discussions are confidential and those present may disclose nothing from the Session. Representatives of the news media are allowed to attend Executive Sessions, as provided by ORS 192.660(4), but must not disclose any information discussed. No Executive Session may be held for the purpose of taking any final action or making any final decision. Executive Sessions are closed to the public. 15. ADJOURNMENT COUNCIL AGENDA -APRIL 12, 2005 page 8 AGENDA TIGARD CITY COUNCIL BUSINESS MEETING APRIL 12, 2005 - 6:30 p.m. 13125 SW Hall Boulevard, Tigard, Oregon • STUDY SESSION > REVIEW OF THE CITY COUNCIL BUDGET • Administration Staff > REVIEW OF BUDGET REQUEST FOR TOWN HALL AUDIO/VISUAL • Administration Staff > DISCUSSION OF THE CITY MANAGER RECRUITMENT PROCESS ■ Administration Staff • EXECUTIVE SESSION: The Tigard City Council go into Executive Session to discuss labor negotiations under ORS 192.660(2)(d). All discussions are confidential and those present may disclose nothing from the Session. Representatives of the news media are allowed to attend Executive Sessions, as provided by ORS 192.660(4), but must not disclose any information discussed. No Executive Session may be held for the purpose of taking any final action or making any final decision. Executive Sessions are closed to the public. > ADMINISTRATIVE ITEMS a. Discussion of the 51 Tuesday follow-up process b. Councilor Harding requests Item 4.7 be pulled from tonight's Consent Agenda C. Discuss existing IGA with Washington County regarding continued participation in the county's Community Development Block Grant program d. City Hall Day attendance e. Attendance at Indonesian delegation dinner Thursday, April 14 at 6 p.m. f. Attendance at the reception for Tigard-Tualatin School District Superintendent finalist Rob Saxton, Wednesday, April 13 from 4:30 - 6 p.m. at the Administration Building Board Room, 6960 SW Sandburg Street, Tigard. Are any Councilors planning to attend? g. Distribute packets for the April 23 Downtown Task Force Open House h. Dan Murphy has indicated he will not be at the meeting to report on chamber activities during "Citizen Communication" i. Calendar Review • April 13 Reception for Tigard-Tualatin School District Superintendent finalist Rob Saxton (see above) • April 14 Indonesian delegation dinner • April 19 Council Workshop Meeting - 6:30 p.m. - Town Hall • April 23 Downtown Task Force Open House - 9 a.m. - 12 p.m. - Library Community Room • April 25 Budget Committee Meeting - 6:30 p.m. - Library Community Room • April 26 Council Business Meeting - 6:30 p.m. - Town Hall • May 2 Budget Committee Meeting - 6:30 p.m. - Library Community Room • May 9 Budget Committee Meeting - 6:30 p.m. - Library Community Room • May 10 Council Business Meeting - 6:30 p.m. - Town Hall Executive Session - The Public Meetings Law authorizes governing bodies to meet in executive session in certain limited situations (ORS 192.660). An "executive session" is defined as "any meeting or part of a meeting of a governing body, which is dosed to certain persons for deliberation on certain matters." Permissible Purposes for Executive Sessions: 192.660 (2) (a) - Employment of public officers, employees and agents, if the body has satisfied certain prerequisites. 192.660 (2) (b) - Discipline of public officers and employees (unless affected person requests to have an open hearing). 192.660(2) (c) - To consider matters pertaining to medical staff of a public hospital. 192.660(2) (d) - Labor negotiations. (News media can be excluded in this instance.) 192.660 (2) (e) - Real property transaction negotiations. 192.660(2) (f) - Exempt public records - to consider records that are "exempt by law from public inspection." These records are specifically identified in the Oregon Revised Statutes. 192-660(2) (g) - Trade negotiations - involving matters of trade or commerce in which the governing body is competing with other governing bodies. 192.660(2) (h) - Legal counsel - for consultation with counsel concerning legal rights and duties 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 affected person requests an open hearing. The standards, criteria and policy directives to be used in evaluating chief executive officers shall be adopted by the governing body in meetings open to the public in which there has been an opportunity for public comment. 192.660 (2) (j) - Public investments - to carry on negotiations under ORS Chapter 293 with private persons or businesses regarding proposed acquisition, exchange or liquidation of public investments. 192.660 (2) (k)- Relates to health professional regulatory board. 192.660 (2) (1)- Relates to State Landscape Architect Board. 192.660 (2) (m)- Relates to the review and approval of programs relating to security. iAadmlcathylcouncihpink sheet - study session agendast20051050308.doc WASHINGTON COUNTY OREGON April 1, 2005 Mayor Michael Lyda City of Banks 100 S. Main Banks, OR 97106 Attn: Deborah Deegan, City Manager Dear Mayor & Council Members: In 1999, your City entered into a three year Intergovernmental Cooperation Agreement with Washington County to continue our partnership in the Community Development Block Grant (CDBG) program. The current agreement contains an automatic renewal clause. The purpose of this letter is to provide cities with notice that they have an opportunity to choose not to participate with the County during the FY 2006-2008 qualification period, or to "opt out." As you know, that really means the program years that run from July 1, 2006 to June 30, 2008. An election for exclusion will be binding for the entire three (3) year period. Cities that elect not to "opt out" do not need to make any notice. If your jurisdiction chooses to "opt out" of the CDBG program, it must notify the County AND the Department of Housing & Urban Development's (HUD) local office, in writing, prior to May 15, 2005 that it elects not to continue participating with the County. For those wishing to "opt out" the address for the local HUD Office is: U.S. Department of Housing & Urban Development Community Planning Department Attn: Mr. Ray Webber 400 SW Sixth Avenue, Suite 700 Portland, OR 97204-1632 ^ffice-of-Community-Development 328 West Main Street, Suite 100, MS 7, Hillsboro, OR 97123-3967 phone: (503) 846-8814 • fax: (503) 846-2882 Page 2 If your City chooses to continue its partnership with the Washington County CDBG program you should be aware that you are ineligible to apply for State CDBG funding. Also, by participating in the Washington County CDBG program your jurisdiction automatically participates in the HOME program. HUD has established a set of timelines, which must be met in order for the County and its City partners to retain this highly effective program. Please make your election prior to the suspense date of May 15, 2005. If you have any questions about the re-qualification process please don't hesitate to contact me at the Office of Community Development at 503-846-4435. Sincerely, C7' Peggy A. Linden Program Manager Office of Community Development cc: Paul Hathaway, County Counsel Letters sent to the following on April 1, 2005: Mayor Michael Lyda City of Banks 100 S. Main Banks, OR 97106 Attn: Deborah Deegan, City Recorder Mayor Terri Rilling City of Cornelius 1355 N Barlow Cornelius, OR 97113 Attn: M.R. Dick Kline, City Manager Mayor Gery Schirado City of Durham P.O. Box 23483 Durham, OR 97281-3488 Attn: Roland Signett, City Administrator Mayor Richard Kidd City of Forest Grove PO Box 326 Forest Grove, OR 97116 Attn: Michael Sykes, City Manager Mayor Rick Lorenz City of Gaston Box 129 Gaston OR 97119 Attn: Margaret Bell, City Recorder Mayor Charles Faes City of King City 15300 SW 116th Ave King City, OR 97224 Attn: Jane Turner, City Manager Mayor Cheri Olson City of North Plains 31360 NW Commercial Street North Plains, OR 97133 Attn: Donald Otterman, City Manager Mayor Mark Cottle City of Sherwood 20 NW Washington Sherwood, OR 97140 Attn: Ross Schultz, City Manager Mayor Craig Dirksen City of Tigard 13125 SW Hall Blvd. Tigard, OR 97223 Attn: Bill Monahan, City Manager Mayor Lou Ogden City of Tualatin 18880 SW Martinazzi Avenue Tualatin, OR 97062 Attn: Steve Wheeler, City Manager AGENDA ITEM # 5htAi- Oe.551 QYt. FOR AGENDA OF April It, 2005 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE COUNCIL ,REVIEW OF COUNCIL BUDGET PREPARED BY: Liz Newton *ff DEPT HEAD OK CITY MGR OK ISSUE BEFORE THE COUNCIL Council review of the proposed Council budget for Fiscal Year 2005-06. STAFF RECOMMENDATION Review the list of proposed budget expenditures for FY 05-06 and modify as appropriate. INFORMATION SUMMARY As part of the budget process, City Administration staff prepares a requested budget for the City Council. The individual line items are based on past expenditures and any new programs Council has approved (such as the citizen leadership series.) Attached is a memo that lists line items by account number with the expenditure for the current budget year and the requests for FY 05-06. OTHER ALTERNATIVES CONSIDERED Modify the budget request VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY N/A ATTACHMENT LIST Memo from Liz Newton listing proposed expenditures by account for the City Council FY 05-06 budget. FISCAL NOTES The Council's requested budget will be submitted to the Budget Committee for review. i:\adm\cily council\council agenda item summarics\2005\ais for council budget review 050412.doc3130/05 MEMORANDUM City Administration CITY OF TIGARD, OREGON TO: Honorable Mayor and Council FROM: Liz Newton, Assistant to the City Manager DATE: April 4, 2005 SUBJECT: Council Budget Statistics by Account Number 3110 For your review, you will find a comparison of figures from last year and for FY2005/06. The list is broken down by department with a brief itemization by code. FY 2004-05 Account Description FY 2005-06 Proposed Estimated Expenditures 601000: $250 Interpreter service (for 1 Council meeting if $250 needed) 612000: $150 Tape recorders (2) & dictaphone for Cathy $150 613000: $2,980 *Recognition, awards, florist (funerals, $2,150 illnesses) from the Council *City promotional items (visitor gifts, small items for visiting school children) *City of Tigard logo pins *Resource Cities Exchange (Indonesia) *Citizen's Leadership Series *Citizen's Fair 615000: $10 Pool Cars- Council share $21 620000: $4,500 Copies (average is $320/month = $3840) $4,400 Office supplies @ $600/year 621000: $750 Public Notices; Legal Notices $1,000 FY 2004-05 Account Description FY 2005-06 Proposed Estimated Expenditures 623000: $32,847 *Oregon Mayor's Association Dues (based on population) $35,842 *League of Oregon Cities (estimate from LOC 1/21/05) General Dues $17,100.95 City Center $4018.50 Transportation $2232.50 Amicus $1786.00 Water $2679.00 (will be shown in the water fund) *National League of Cities *Other publications *Westside Economic Alliance 624000: $6,313 *NLC Conference in Charlotte, NC Dec 6-10 ($6,588 category total) Per Diem - 3 councilors x 6 days @$43/day (per GSA) $774 Hotel - 3 councilors x 5 nights @ $160 $2,400 Airfaire 3 councilors (we have already purchased one airfair for $746 Sydney Sherwood that needs to be used) ($373 roundtrip from web search) Shuttle service (roundtrip) 3 councilors $150 *LOC Conference (held in Eugene) November 10-12 Hotel 2 days,1 night $150 Per Diem 3 councilors for 3 days/$43per day $387 Mileage (210 miles @.375/mile) $79 *Council meals before meetings for 4 councilors $750 *Business lunches/meetings for Mayor +1 & $500 Dinner for all of council after goal setting meeting *Oregon Mayor's Conference in Jacksonville, OR Aug 11-14 Hotel $300 Per Diem $43/day for 3.5 days $151 Mileage 536 miles @.375 $201 625000: $3,200 *NLC Conference- Charlotte, NC for 3 councilors Dec. 6-10 ($2,655 category total) (Basic registration @$450, pre-conference sessions @$200) $1,950 *Oregon Mayor's Association Conference August 11-14 $150 (Jacksonville, OR) *LOC Conference- Eugene, for 3 councilors November 10-12 $555 (Registration $1850) Computer Hardware & Software: Nothing Budgeted Entered into the record on: ¢ - /2 - Of By: b-2, Alf-w1 m - L'QU ut t3ul~ 0- FY 2005-06 Budget Agenda Item No.~ Exhibit No. 1 Department: City Administration Division Name: Mayor 8 City Council Division Number: 3110 FY 2002-03 FY 2003-04 FY 2004-05 FY 2004-05 FY.2005-06 FY 2005-06 FY 2005-06 FY 2005-06 Actual Actual Budget Projected Acct. # Account Description Requested Proposed Approved Adopted 0.00 0.00 0.00 0.00 Total FTE 0.00 0.00 0.00 0.00 $21,100 $21,397 $22,500 501000 Salaries - Management $22,500 $22,500 $21,100 $21,397 $22,500 $0 Sub-Total Wages $22,500 $22,500 $0 $0 $42 $54 $91 550000 Unemployment $118 $118 86 100 63 551000 Worker's Comp 43 43 1,614 1,637 1,720 552000 FICA/Medicare 1,720 1,720 131 133 139 553000 Tri-Met Tax 139 139 0 0 0 560000 Retirement 2,475 2,475 0 0 0 560001 Deferred Comp Contrib. 675 675 0 0 0 560085 VEBA 3,000 3,000 (49) 0 0 565000 Life Insurance 0 0 (23) 0 0 566000 Salary Continuation 0 0 14,391 20,628 27,966 567000 Medical Insurance 22,960 22,960 1,880 3,100 4,123 568000 Dental Insurance 3,036 3,036 $18,072 $25,652 $34,102 $0 Sub-Total Benefits $34,166 $34,166 $0 $0 $39,172 $47,049 $56,602 $56,602 Total Personal Services $56,666 $56,666 $0 $0 $2,693 $0 $250 $250 601000 Professional Services $44.125 $250 $0 $0 0 0 150 150 612000 R & M Office Equipment 150 150 0 0 $0 $0 $150 $150 Total Repairs & Maintenance $150 $150 $0 $0 1,134 545 2,980 2,980 613000 Special Department Expense 2,150 2,150 0 0 36 6 20 10 615000 Internal Services Expense 21 21 0 0 $1,170 $551 $3,000 $2,990 Total Miscellneous Expenses $2,171 $2,171 $0 $0 3,009 4,082 4,500 4,500 620000 Office Supplies & Expense 4,440 4,440 0 0 $3,009 $4,082 $4,500 $4,500 Total Office Expenses $4,440 $4,440 $0 $0 863 388 1,000 750 621000 Advertising & Publicity 1,000 1,000 0 0 $863 $388 $1,000 $750 Total Advertising & Publicity $1,000 $1,000 $0 $0 24,515 26,271 32,847 32,847 623000 Dues & Subscriptions 35,842 33,163 0 0 is/Citywide/Budget 06/Budget/Expenditures/3110 FY 06 Page 1 of 2 4/12/2005 6:03 PM FY 2005-06 Budget Department: City Administration Division Name: Mayor & City Council Division Number: 3110 FY 2002-03 --..FY 2003-04, FY 2004-05 FY 2004-05 FY 2005-06 FY 2005-06 Y- 2005-06 FY 2005-06 Actual Actual Budget Projected Acct. # Account Description Requested Proposed Approved Adopted- $24,515 $26,271 $32,847 $32,847 Total Fees & Dues $35,842 $33,163 $0 $0 5,168 5,245 6,313 6,313 624000 Travel Food & Lodging 6,588 6,588 0 0 2,460 1,045 3,200 3,200 625000 Education & Training 2,655 2,655 0 0 $7,628 $6,290 $9,513 $9,513 Total Travel & Training $9,243 $9,243 $0 $0 $39,878 $37,582 $51,260 $51,000 Total Materials & Services $96,97.1 $50,417 $0 $0 F- $0 $0 $0 $0 Total Ca ital Outlay $0 $0 $0 $0 $79,050 $84,631 : ` $107 862 $107602 Total Operating Costs..;..:,., $153,637 $107,083. $0 $0 $0 . $0 $0 -:$0. - : = Com uter Hardware:&=Software. X$0 $0 $0 $Ov. is/Citywide/Budget 06/Budget/Expenditures/3110 FY 06 Page 2 of 2 4/12/2005 6:03 PM FY 2005-06 Budget Division Name: Mayor & City Council Division Number: 3110 FTE Listing FY 2002-03 FY 2003-04 FY 2004-05 FY 2004-05 Current Service Level FY 2005-06. FY 2005-06 FY 2005-06 FY 2005-06 Actual Actual Budget Projected Position List by Classification Fund Requested Proposed Approved Adopted 0.00 0.00 0.00 0.00 Mayor and City Council are paid $475 and $350 respectively, 0.00 0.00 per month, to compensate for time and expenses of service. They are not full time equivalent positions. 0.00 0.00 0.00 0.00 Total 0.00 0.00 0.00 0.00 is/CitywideBudget 06/Budget/Expenditures/3110 FY 06 Page 1 of 1 4/1212005 6:03 PM AGENDA ITEM # SjL&,5e 5310 r2 FOR AGENDA OF April It, 2005 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE: REVIEW OF BUDGET REQUEST FOR TOWN HALL AUDIOVISUAL UPGRADES PREPARED BY: Liz Newton U *4 \ DEPT HEAD OK ~4,p CITY MGR OK 070 ISSUE BEFORE THE COUNCIL Council review of the proposed upgrade to the sound system and video equipment in Town Hall. STAFF RECOMMENDATION Review the list of proposed expenditures and direct staff to include the necessary funds in the proposed FY 05-06 budget for consideration by the Budget Committee. INFORMATION SUMMARY IT staff has met with a vendor and received a proposal to upgrade the audio and video systems in the Town Hall. OTHER ALTERNATIVES CONSIDERED Modify the request. Don't include the request in the FY 05-06 proposed budget. VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY N/A ATTACHMENT LIST Memo from IT Technician, Chris Myers, describing the proposed upgrades. FISCAL NOTES The funds for the proposed upgrades would be included in the FY 05-06 proposed budget for consideration by the Budget Committee. i:\adm\city council\council agenda item summaries\2005\ais for town hall audio upgrades 050412.doc3/30/05 To: Liz Newton From: Christopher Myers Date: 03-28-05 Subject: Civic Studio Budget Information Liz, As requested I talked to the vendor regarding splitting the quote for the possibility of us doing the upgrade in phases. The audio systems are approximately $20,000.00. For audio we would get an additional microphone system to include 2 hand held wireless, new amplifiers, and speakers. Video systems are approximately $44,000.00 and control systems $20,000.00. This would include a mounted power point projector and a drop down screen above and behind the Mayor for Citizen viewing. For council there will be flat panel monitors that will view presentations, DVD's and VCR tapes. To tie everything together there will be various control systems in Town Hall and in the studio control room. These figures include all the design, engineering, installation, labor and programming divided equally into the three categories. It is difficult and more expensive to separate all the systems as they need to be integrated into the overall master design. To do this would mean a $7,533.00 design fee each time we do another phase and extra construction and installation expenses. I would estimate a savings of $35,000.00 to make the upgrades, design, and installation in one bid. Once the design is finished and approved, we can choose to purchase base systems and add peripherals later. That can be determined during design development. I worked with Delta AV and the Engineer from TVTV when we went through our initial consultation to determine our needs. I expressed our needs to be very frugal on this upgrade and kept to the needs expressed in meetings with the City Manager. In summary I recommend the City approve the bid for $84,000.00 as it would be much cheaper in the long run to design, and complete the project. The city should be receiving $56,000.00 back from MACC which could help offset the cost of this his project. If there are any questions please feel free to contact me. Christopher Myers Network Technician/Civic Studio Producer - Director 'Information Technology Item No. I For Council Newsletter dated- April 8, 2005 CITY OF TIGARD TO: Mayor and Council Members OREGON FROM: Sandy Zodrow, Human Resources Direct t RE: April 12th Meeting with Council and Weekly Update During this last week we received another eight (8) applications for the City Manager vacancy. These came from Georgia, Texas, Kansas, Oregon, Illinois, and Rhode Island. That brings us to a total of fifteen (15) applications received to date. We have another 25 days until the deadline occurs (May 2). I will be meeting with the Council next Tuesday, April 12'', to get your direction on several matters related to the selection process, including these principal steps: Selection Process The first step after the deadline for applications has closed will be a review of all resumes/applications to make a first cut and to screen the number down to a common group of finalists. The first question Council will need to address is who will do that. Some options include having each Council member receive a copy of the applications and each member rank or rate them, assigning the task to a sub committee of the Council, assigning the task to an appointed committee including other individuals outside the Council, or having the Human Resources Director screen the applications. If the raters are unable to screen the finalists down to less than 7-8 (the maximum that could participate in an all day assessment center, depending on the number of exercises conducted at the center), then a second screening tool may be appropriate. That could include a video presentation prepared by the finalists on a specific subject, a written response to a series of supplemental questions, or a telephone interview. The most common practices are the use of supplemental. questions or video presentations. This additional step will add approximately 2-3 weeks to the timetable given the time needed for each respondent to submit their video/written response and the time to evaluate/rate the submittals. If the raters are able to screen the applications down to 8 or less finalists, then Council could proceed immediately to the next step in the selection process, which is either a Council interview or an assessment center. And if supplemental 13125 SW Hall Blvd., Tigard, OR 97223 (503) 639-4171 TDD (503) 684-2772 1 questions or a video presentation is needed, then after those are rated, the next step would also be either a Council interview or the assessment center. Assessment Center After a group of finalists have been identified, Council could decide that their next step is to conduct interviews and the whole Council would meet individually with each finalist. After that, background and/or reference checks, or whatever other steps the Council wishes to take would finalize the process. Another option is to have the finalists participate in an assessment center, which is an all day (or two) event where the candidate must react to on the job situations. The major advantage of an assessment center is that the Council can see the candidates performance on job related tests, they can observe their participation, and they can see them relating to others in a group situation. Typical elements of an assessment center include: * Mock Council Meeting and Presentation on some selected issue * Mock Citizens Meeting * Lunch with department directors, community and/or council * Written Exercise * Group Discussion Exercise with a suggested topic for discussion * Oral Interview Panel (committee) * Council Interview * Department Briefings by department directors * Tour of local government and/or community * Dinner with spouse/family All of the exercises would be rated/scored and input would be collected by . Human Resources at the end of the day to identify the top 1-3 candidates. If Council hadn't already conducted their one on one interview, they could do so the next day. If Council had conducted their individual interviews, they might want to invite the top candidate(s) back for a second interview the next day, perhaps coupled with a dinner/lunch. If the Council elects to conduct an assessment center, they will need to decide what their role will be. In some cases Council may wish to be observers, such as in the Group Discussion Exercise, whereas in the Council interview you would obviously be the evaluators. An Oral Interview Panel could be a non-Council group of individuals who conduct interviews with all the finalists, while Council may wish to conduct their own interview with only the top 273 finalists. Final Steps After the top candidate(s) are identified, the next step would include background and reference checks. Council will need to decide if they want to conduct the reference checks, if they want Human Resources to do the reference checks, or if they want a combination with both the Council and HR making the reference checks. Background checks would include verifying educational and certification credentials as well as criminal and civil records. Council may also want to conduct on site visits to the finalists' city to obtain reference information, which typically results in a broader base of information from work associates, elected officials and community leaders. Involvement of other evaluators/observers Council may wish to involve other members of the community or the organization in the selection process. It is important to bear in mind the issue of the confidentiality of the finalists, however, in selecting roles for other participants. Community leaders might have a role in an assessment center activity as a formal evaluator or observer, serve on an interview panel and/or meet with finalists on important matters to community. Council may also wish to involve department directors in briefing finalists on departmental operations, attending lunches/dinner, and/or giving tours of the community or City facilities. Determine City policy on reimbursement of finalists expenses In order to schedule finalists for interviews and/or the assessment center, they will need to know what the City's policy is on the reimbursement of their travel expenses. Normally a City pays transportation costs, meals and lodging for candidates being interviewed and their spouses that will be moving with them if they are chosen for the position. The City of Tigard has followed that practice in the selection process of all department directors, and some selected positions as approved by the department head and/or City Manager. Establish a timetable for the selection process Council needs to identify dates to conduct the elements of the selection process so if other evaluators and/or observers are asked to participate, we can- get their calendar's committed for that purpose. As I mentioned earlier, depending on how successful we are in screening the initial group of candidates down to a final number of approximately 8 or less, the timetable can vary by about 2-3 weeks. If a second screening step is needed (supplemental questions,- video presentation, etc.), then 2-3 weeks will need to be added to evaluate and rate those submittals. I will bring a calendar showing the two possible tracks for Council's consideration on Tuesday, April 12th. At that time, it would be important to make some commitments on dates. I look forward to meeting with you on the 12th and discussing these steps further. Certainly if Council has any different direction or steps they wish to take on the selection process, I am happy to do or implement whatever you wish. Please let me know if you have any questions in the meantime, and I will see you next Tuesday. Thank you Entered into the record on: By: tq~ldlU - GYI 1[CCI ttL inf Agenda Item) No.s Exhibit No. City Manager Recruitment April 12, 2005 Selection Process Questions that Council needs to provide direction on: 1. Who is going to do the initial screening of the applications/ resumes? 2. If supplemental questions are requested or a video tape is requested, who will do the screening for those? a. Supplemental questions? b. Video tapes? 3. Does Council want to conduct an assessment center? If not, possible next steps include a) request response to supplemental questions b) request a video presentation c) conduct one on one interviews with the full Council d) telephone interviews. 4. If the Council wants to conduct an assessment center, who do they want to be involved in these possible elements: a. Mock City Council Meeting/Presentation Evaluators? Observers? b. Mock Citizens Meeting Evaluators? Observers? c. Written Exercise Evaluators? d. Group Discussion Exercise Evaluators? Observers? e. Oral Interview Panel Evaluators? Observers? 5. If Council wishes to conduct an Assessment Center, can everyone commit to the date indicated on the schedule? (Other participants will need to be contacted to get this time on their schedule also) Entered into the record on: By: 1~ar&1- mw " ~/YI ~eC/[c[fi7~ IV Agenda Item No. 7~ Exhibit No. City Manager Recruitment 2005 Ideas for possible Supplemental Questions 1. What do you hope to accomplish during your first year at the City of Tigard? 2. How will you go about assessing the strengths and weaknesses of the organization and identifying opportunities to improve? 3. In your opinion, what role should the City Manager have in the community? 4. What techniques have you found to be most successful in assisting local government officials to establish and implement long and short range goals for the community? 5. Questions related to economic development? Urban revitalization? Ideas for possible Video Presentation 1. Candidates would videotape a presentation they were giving to a citizens meeting regarding the recent Council approved Urban Revitalization Plan for downtown. Their presentation would need to be encouraging, informative and inspirational, and discuss the pro's and con's of the program. 2. Candidates would videotape a presentation on how they would address the problems associated with a highly congested major state highway running through their city including how they would a) build an effective relationship with the State to partner on improvement projects on that highway and b) how they would resolve issues that arise with two jurisdictions that have differing goals and objectives. City Manager Recruitment 2005 Without second With a second screening phase screening phase (no supplemental (with supplemental questions/video) questions/video) with assessment center with assessment center Step Date Step Date Deadline for Applications by May 2 by May 2 Screen all applications by May 13 Screen all applications by May 13 Discuss and approve finalists - Council by May 17 Discuss and approve semi-finalists - Council by May 17 Notify finalists of assessment center/interview by May 19 Send out supp. Questions/video request by May 20 Conduct assessment center June 9 & 10 Deadlines for questions/videos by June 3 Select finalist(s) week of June 13 Screen questions/videos week of June 6 Conduct background checks week of June 13 Discuss and approve finalists - Council week of June 13 Notify finalist(s) week of June 20 Notify finalists of assessment center/interview week of June 13 Conduct on site reference checks week of July 4 Conduct assessment center June 30, July 1 Cn co r 5 <D Discuss and select finalist week of July 11 Select finalist(s) on July 1 a CD o E3 z:z Conduct background checks week of July 5 z g o CD m Notify finalist(s) on July 13 a o a Conduct on site reference checks week of July 18 p X y Discuss and select finalist week of July 26 a o to Irt, 00 rn co < CD ' N a c-'D Transcription of 5th Tuesday notes by Stacy Yost 0'- March 29, 2005 at the Tigard Water District Auditorium: 3 Z Z o Council Present: Mayor Dirksen; Councilors Harding, Sherwood and Woodruff Guests: State Senator Ginny Burdick, State Representative Larry Galizio a Sign in sheet: x Name Address Topic Don & Carol Merrick 13376 SW Chelsea Loop z Sue Beilke 11755 SW 114th Protection of Nat. Resources 0 p, Diane Jelderks Citizen Input Process Martha Bishop 10590 SW Cook Lane, Tigard Bob Storer 7225 SW Ventura Dr, Tigard OR 97223 Construction Noise Bev Storer 7225 SW Ventura Dr, Tigard OR 97223 /503-244-5941 Mark Padgett 12974 SW Princeton Lane Taxing inequity Rumiana B. 7505 SW Landau, Tigard 97223 Construction Pollution William Z. Iron 9700 Ventura Ct, Tigard 97223 Isador W. Morgavi 15145 SW 119th Ave 97224 Annexation Contract Cleon Cox III 13580 SW Ash Ave 97223 John Frewing 7110 SW Lola Lane 97223 Carryover item Burke Property Gayle Kauffman 7110 SW Lola Lane 97223 Bruce Wenrick 7801 SW Elmwood Street Bruce Warner 8025 Elmwood St, Portland 97223 Alice Ellis Gaut 10947 SW Chateau Lane, 97224 Citizen Access to records @ Permit Ctr Julie Russell 12662 SW Terraview School Funding & Annexation for Senator Burdick, Single Majority Vote Land Purchase Welcome to Fifth Tuesday, March 29 Construction Noise • How to reform hours allowed for construction noise • How to influence code? Other Construction concerns: • Dirt/Dust/Mud • Safety Issues Taxing Inequities • City vs. out-of-city residents & use of resources (Library, roads, etc.) Property Concerns @ Burke Residence Access to Records @ Permit Center (Processes) Development projects on website not current School Funding Citizen Input Process • E-mail to citizens announcements/Cityscape/Meeting notices Protection of Natural Resources Can City Buy Wetlands to Own & Protect? Prepared by Joanne Bengtson Executive Asst. to the City Manager City Council Fifth Tuesday 3/29/05 Page 1 D co m co ~ ~ (D w n 5th Tuesday notes by Councilor Sherwood 3/29/05 • Construction Noise- Bev & Bob Store 7225 Ventura Drive, 7 days, lam to 9pm Z s weekends ° ° Municipal E-mail to City Engineer - maybe a code change for neighbors o Damage & safety issues with dirt and mud. Dust issues s Tax inequity - City vs. Urban • Burke Property - February 14th deadline missed, 2nd deadline - when will this o finally get done. ~ • Access to permits - Where are the new rules coming from - why does staff have to sit with people looking at plans. Use Library for checking out plans on developments. Fair access to public documents -15 minutes? Notify if they get changed - they get updated sometimes daily. What happened to website - they don't have anything online Pre-apps - need to train staff. Need to figure how to post status change. • School funding - SDC's for building • Measure 5 • Citizen input process- o Comp Plan, TSP is showing a road- o Downtown plan only has o Need Alternatives to Ash Ave. o Let people have a choice - #1 or #2. • Get e-mail addresses on water bill • Is our right to ask for annexation a law - where do we get our authority? • Council Goals - Parks & Open Spaces Citizen Input Sue Bielke's papers - where are they in this? Wants to comment on the new projects Park & Rec Board didn't get a chance to have a say on this Parcels not on Bull Mountain Want to do a bond measure. • Goal 5 - doesn't' like it. Need community input. • What is Dan Plaza doing? Is he speaking for Council and not using Park & Rec Board. • Budget was brought a • Where are parcels that Due Bielke's recommendation - • Open Land - City initiated land for parks - conservation easements • Read Goal 5 is\adm\cathy\ccm\2005\5th tuesday notes by councilor sherwood.doc4/12/05 Entered into the Record on 4-1-7-p J';rx By !fend &d- - Admin St>rm Agenda Item # Lti'`~ Exhibit # ,3 THE T[GARD DOWNTOWN IMPROVEMENT PLAN April 23 Open House: FROM A TO Z: MAKING THE PLAN HAPPEN Saturday, April 23 9 am to Noon (8:30 Doors Open) Tigard Library Community Room 13500 SW Hall Blvd. AGENDA 8:30 a.m. Doors Open. Enjoy light refreshments as you browse information tables on the Plan. 9:00 a.m. Welcome! Mike Marr, Task Force Chair • Introductions (Task Force, special guests) • The Downtown Task Force and the Tigard Downtown Improvement Planning Process • Today's Program 9:30 a.m. Introducing Tomorrow's Downtown Parometrix explores our community's plan, created through the Task Force's work and your ideas from the summer survey, the Community Dialogs and December Workshop. 10:00 a.m. Making the Plan Happen: Panel Discussion How do we make the Great Ideas a reality? Representatives from Washington County, State Legislature, Metro, ODOT, Tigard, and TriMet sit down to discuss putting the plan in motion. How do we work together? What assistance is available, and how can citizens get involved? Audience members are welcome to ask questions of the panelists. 11:00 a.m. What Did You Think? Help us finalize the plan: Explore the design through exhibits, get to know the great ideas, visit with today's speakers, ask questions and submit your comments. 12:00 p.m. Adjourn TIGARD DOWNTOWN IMPROVEMENT PLAN APRIL 23RD OPEN HOUSE ~11771. FUNDING PANEL: MAKING THE PLAN HAPPEN TIME: 1 HOUR FORMAT: MODERATED PANEL MODERATOR: TIGARD MAYOR CRAIG DIRKSEN OBJECTIVES: PROVIDE CITIZENS WITH AN UNDERSTANDING OF 1. HOW PROJECTS GET DONE, 2. COLLABORATION: HOW WE ALL CAN WORK TOGETHER ON BUILDING DOWNTOWN TIGARD's FUTURE, AND 3. HOW CITIZENS CAN PLAY A ROLE. OVERVIEW (AS TIME ALLOWS): Moderator introduces each Panelist Question 1: To get the big projects done, we need collaboration among agencies and, of course, funding. You all have been involved in center projects. How does government play an effective role, and, in your experience, what are the keys to successful projects? Responses: -Panelists respond (please provide 1-2 examples of either bricks/mortar projects or collaboration). Any photos you can provide beforehand can be inserted into a power point. Question 2: Based on your experiences, and your knowledge of the Downtown Plan, how can we - the City, your agencies, and our citizens - work together to build Downtown Tigar&s future? Responses: -Provide brief overviews of the most appropriate funding programs available through your agency -How do communities tap into these programs? Estimated funding? Question 3: Citizens are an essential part in improving our community. How best can citizens be involved and help secure funding to make the plan happen? Responses: -How to participate (letters, hearings, etc.) -Importance of participation in these processes Open it up for Questions and Answers from the public. (15 minutes) Wrap-Up: Each panelist gets 1-2 minutes for parting/summary comment. QUESTIONS? PLEASE CONTACT CITY OF TIGARD ASSOCIATE PLANNER BETH ST. AMAND AT 5031718.2435. 3/31/05, v. 3 • • INTRODUCING... THE DOWNTOWN IMPROVEMENT PLAN - - The Tigard Downtown Task Force Invites You - To Our Open House, From A to Z: Making the Plan Happen! Saturday, April 23, Tigard Library Community Room, 13500 SW Hall We've walked together, step by step, ` - Planning for Downtown Tigard's future. Now join us as we explore the Plan and Help us make it happen 1 'Z~ p t ` 8:30 am: Doors Open. Light refreshments. { 9-10 am: Introducing... Our Community's Plan for the "Heart" of Tigard - Downtown and Fanno Creek 10-11 am: Making it Happen: Tigard Mayor Craig Dirksen leads this dip discussion with our local and state officials. How do we dfl work together? How can you affect Downtown's future? 11-Noon: Explore the Plan! We want your comments. For more information, contact city planner Beth St. Amand at 5031718 2435, visit (J- _ _ ww. ci, tigard. or. us/downtown, or send an email to downtownCa d Ward, or, us REFINED 0068 ALTERNATIVE Meet the Downtown Take the First Step... Join us as we plan for The Downtown Task Force is composed of 24 Downtown's Future. volunteers appointed by the Tigard City Council. We are residents, and small business Attend our meetings: property Updated Meeting Schedule: owners - we are your neighbors. www.ci.tigard.or.us/downtown Wr--1 Talk with aTask Force member: ` ■ Small group discussions will be i held Sept.-Oct. and in Jan.-Feb. D own to ■ Email us a comment: 100 ` downtown @ci.tigard.or.us ■ Contact the staff liaison below if X you're interested in holding a dialogue. Workshop - December 2: Roll up your sleeves and give us your m, ideas. Open House -April 23: How has the plan taken shape? Provide your comments. Vist the Downtown Task Force web page: www.ci.tigard.or.us/downtown Downtown Task Force Members Join the Mailing List or Contact the Task Force Staff Liaison: We are committed to strengthening our Associate Planner Beth St.Amand Email: beth@ci.tigard.or.us community by developing a Downtown Phone: 503-718-2435 Improvement Plan that will: ■ improve the Downtown core area, ■ create long-lasting benefits for all of Tigard, _ ■ achieve the community's vision, - i s` ■ and be cost-conscious. LIBERTY PARK ejiii1Vt;1 Join us as we develop a Downtown Improvement Take the First Step... Plan that is realistic and addresses funding for join us as we plan for Downtown's Future. future i m provements. Together, we can plan for a Northern Gateway into Downtown Tigard future that inspires Tigard by investing in our community, our home. . • Printing donated by B&B Print Source . Services donated by Smart Marketing . 0131 EXPLORE YOUR DOWNTOWN For the Heart of Tigard Every city has a heart, a place that reflects its true community Facts about spirit-Downtown. As we step - into the future, it's time to Downtown strengthen this special place for Commuter rail is Tigard, keeping it strong for coming in 2007 generations to come. Downtown Let's Plan Together! have a station We need you-we can only do Post AM and PM this with all of Tigard's citizens 0111 ce service and our Downtown partners! Chamber, Will link Wilsonville w.. _ to Together with the Downtown Future %lte Beaverton's Task Force, we will develop a of Commuter . Light Rail Tigard Downtown Improvement Rell Station "'Tigard TranSlt Plan from September 2004 - June In Downtown 's 2005 using a state Transportation Center ' ♦ 146 acres... and Growth Management (TGM) x grant. There are • • 150 registered What is an Improvement NFBtR:; .;f businesses, Plan? with 800+ The plan will build upon what is employees, Downtown today by proposing and more than improvements based on answers` 800 residents. to these questions: What happens in Downtown today, a Where does it happen, How do The Fanno Creek GreenwayTrail is we want to use this special place Future Site of part of I 5-mile in the future, and How we can Skate Park • make that happen? links five cities. .1ty .Hall /Po11te Together, we'll explore these F10 questions - come join us and TM New Library add your voice! , voc~caoez~ ®®e^~r~-r~-®~a a~a~~®vr~~~~~ ~[~~c.~ STREETSCAPE ENHANCMENT PROGRAM "'Yof T`8ard L PAGE 1 DESCRIPTION "Brand Tigard" projects including streetscape design and street function improvements to Burnham, Main, Commercial and Scoffins, and gateway / portal improvements at Scoffins, Main, Garden Place, and Tigard St. PURPOSE To create an attractive and unique environment for daily use of Downtown that stimulates activity. DEFINING CHARACTERISTICS ❑ street furniture T ❑ lighting M - ❑ signage ❑ landscaping ❑ public art ❑ decorative pavers Ax" ❑ wide sidewalks 1. _ y ❑ curb extension ❑ green streets Ila k~ STREETSCAPE ENHANCMENT PROGRAM City f Tigard PAGE 2 CURRENT COMMITMENTS Capital Improvement Program for fiscal year 04-09: ❑ curb extensions on Main Street and Burnham Street ❑ curb improvements on Main Street and Commercial to accomodate Tri-Met buses ❑ Hall Blvd. improvements between Fanno Creek Pedestrian Bridge and City Hall ❑ design, right-of-way acquisition, and roadway improvements to Burnham Street Other Projects: ❑ corridor study for Walnut Street / Ash Avenue extension ❑ widening and boulevard-style improvements to Hall Boulevard ACTIONS ❑ design, engineer and construct streetscape enhancements ❑ "Brand Tigard" projects O decorative lighting between commuter rail station and Main Street O stamped concrete sidewalks O small-scale sculptural water fountains / features along Main Street COST FACTORS AND FINANCIAL TOOLS COST FACTOR I PUBLIC I PRIVATE I FUNDING 1 finishing materials %00 City, LID, BID, SDCs 2 product specifications *0 same 3 landscaping approach VO V0 same 4 signalization Y same 5 signage same GREEN CORRIDOR / URBAN CREEK CityofTigurd PAGE 1 DESCRIPTION A new water feature running from the regional retail at Hall Blvd. and 99W through Downtown to Fanno Creek. PURPOSE To serve as a new public amenity, storm water conveyance / treatment method, and development stimulant while providing a unique pedestrian connection. DEFINING CHARACTERISTICS ❑ natural feeling C~ ❑ urban "pockets" ❑ continuous ❑ controlled access. ❑ storm water ❑ periodic fountains { .i , ❑ accessible ❑ safe ❑ induce development . 7900 fRD ~ONr 9G 'i7'CtD '1 ] DPAPROV4E:6Yn EEM"T P(LWN GREEN CORRIDOR / URBAN CREEK Cary°fTigard PAGE 2 CURRENT COMMITMENTS 0 none specific to this project ACTIONS ❑ commission feasibility study O preferred location, based on parcel assessment O preliminary engineering O phasing / financing plan ❑ "Brand Tigard" projects O Fanno Creek clean-up activities O water features O infrastructure COST FACTORS AND FINANCIAL TOOLS COST FACTOR PUBLIC PRIVATE FUNDING 1 acquisition I grant, City, sewer/water funds 2 rail and street crossings same 3 public art same 4 interpretive features same 5 stormwater conveyance VO same HALL BLVD. REGIONAL RETAIL `'tyaiT'Bora PAGE 1 DESCRIPTION A key gateway with prominent visibility from Highway 99W will be developed with regional mid-sized retail with pedestrian orientation, rear-lot surface parking and a public plaza. PURPOSE To welcome and pull people into Downtown, and draw them into unique attractive public spaces such as Main St, the Green Corridor / Urban Creek and the Fanno Creek Public Area (the "heart".) DEFINING CHARACTERISTICS ❑ visibility ,-k 9 ❑ auto access j• ❑ pedestrian-friendly ❑ regional retail draw ❑ public plaza ❑ natural amenity ❑ gateway to O green corridor / urban creek O Main Street NV_ A r i HALL BLVD. REGIONAL RETAIL City ofTig¢rd PAGE 2 CURRENT COMMITMENTS ❑ intersection improvements at Hall Blvd. and Hwy. 99W ❑ widening and boulevard-style improvements to Hall Boulevard ACTIONS ❑ contact property owners to ascertain interest / issues ❑ feasibility study / programming ❑ pursue or facilitate assembly of parcels ❑ solicit developer interest ❑ potential condemnation if necessary ❑ widening and boulevard-style improvements to Hall Boulevard ❑ "Brand Tigard" projects O gateway design and development O landmark icon on Main Street O infrastructure COST FACTORS AND FINANCIAL TOOLS COST FACTOR I PUBLIC PRIVATE I FUNDING 1 contact property owners N~ city staff time 2 feasibility study ~ same 3 assemble parcels tax increment financing 4 facilitate assembly city staff time, developer city participation in 5 public improvements city staff time 6 solicit developer same 7 development ~ o city staff time, developer ) 9) voc~~a~® ®®c~c~v®c~c~ a~~aa®d~~~av r~~~c.~ DOWNTOWN HOUSING DEVELOPMENT city wrigard PAGE 1 DESCRIPTION Creating more housing of various styles and affordability in balanced locations throughout Downtown. PURPOSE To bring more people into Downtown as their home, which will activate public spaces throughout the day and evening, and create demand for more goods and services. DEFINING CHARACTERISTICS ❑ condos ❑ live / work 1 i 111 ❑ lofts :'a+Kaiirras Yay ❑ family living ~ J ❑ mid- and high-rise ❑ garden-style apartments kt -it ❑ amenity based O green corridor / urban creek i O Fanno Creek natural area O regional retail, °r . 4 s, n 1 * .Ip too :i f~ DOWNTOWN HOUSING DEVELOPMENT (ityofTigard PAGE 2 CURRENT COMMITMENTS ❑ none specific to this project ACTIONS ❑ develop housing program / determine tools to be made available ❑ adopt policy and guidelines to incentivise residential development ❑ research and develop funding sources ❑ "Brand Tigard" projects O creek / trail clean up O public amenities at creek (play structure, pic-nic facilities, etc.) O linear park along railway COST FACTORS AND FINANCIAL TOOLS COST FACTOR PUBLIC PRIVATE I FUNDING 1 program development city 2 program staffing same 3 policy guidelines ~00 same 4 solicit / evaluate projects same 5 develop projects abatements, SDC, waivers, TIF, developer V'~C~vGI~® ®~Mn7[;J'0'®~[n9 ~633~[3~~tJC~f~ii[c~4 (~[LQ[,Z7 ASH AVE. DOWNTOWN IMPROVEMENTS City of Tigard PAGE 1 DESCRIPTION Street and public space improvements to Ash Ave. between the planned Park and Ride and the Fanno Creek floodplain that will include a new bike path and pedestrian bridge, an overlook area for Fanno Creek and the extension of Ash Ave. from Burnham St. to the Park and Ride. PURPOSE To improve Ash Ave. north of Fanno Creek as an attractive multi-modal street serving both the residents and visitors o' Downtown and Ash Ave. neighborhood residents. DEFINING CHARACTERISTICS ❑ Bike / Pedestrian Bridge O residential access O innovative design - O environmentally sensitive O safe and accessible O cost effective mss' • # 1 ~I~ ~ ~ . ❑ Fanno Creek Overlook O creates a "place" O education / interpretation O Fanno Cr. trail access O some passive recreation r.. ❑ Access to Park & Ride O enhances operation O green street treatments a O collector with a "local st." feel r , voc~~t z~ ®m~~-®e,~rr aMP ROVIEMMMIr GD0_4 M ASH AVE. DOWNTOWN IMPROVEMENTS ciryofTigard PAGE 2 CURRENT COMMITMENTS ❑ city of Tigard's Fanno Creek Park Enhancement Plan restoration projects planned through 2007 ❑ Capital Improvement Program for fiscal year 04-09 O design O right-of-way acquisition O roadway improvements to Burnham St. ACTIONS ❑ design and enigineer project ❑ acquire necessary right-of-way ❑ obtain funding ❑ "Brand Tigard" projects O creek clean-up O boardwalk / path in creek area O play structure / pic-nic facilities in creek area COST FACTOR i PUBLIC PRIVATE FUNDING 1 right-of-way acquisition city - TSP j 2 solicit developer I VO I city staff time 40(~vL~0aC9 D9OM`iUN"TON`sUM 0GvUd9DM0Nl[Enfl[E[, 9'V Oa0_QM PERFORMING ARTS CENTER City offigurd PAGE 1 DESCRIPTION A community gathering place for the arts in the "heart" of Downtown that links visually and physically with the Fanno Creek Public Area across Burnham St. PURPOSE To bring around the clock activity to the Downtown "heart" and provide a community gathering space while stimulating patronage of complimentary uses (e.g. restaurants, coffee shops, etc.) DEFINING CHARACTERISTICS 7. -27 ❑ accessory uses ❑ multiple community interests` i ❑ intimate connections to O housing O commercial O recreation O transit ❑ possible shared parking structure ► ' ❑ all weather public plaza ❑ linkage to green corridor ~ J14. It 'tare • ~ , =p. CFI atc VOCCvQRcm ®~C^3~i4®~n`9faZ'1 ® ~6ZZ~d[~fi~tlGHt,'Jg F~[~W(i3 ~ PAGE2 PERFORMING ARTS CENTER City ofTigard CURRENT COMMITMENTS ❑ design, right-of-way acquisition and roadway improvements to Burnham St. ACTIONS ❑ survey needs of public for facility ❑ develop program guidelines for facility ❑ run bond measure campaign ❑ "Brand Tigard" projects O creek clean-up O outdoor public space program and design O landmark icon on Main St. COST FACTORS AND FINANCIAL TOOLS COST FACTOR PUBLIC PRIVATE FUNDING I 1 public survey ~00 city, patrons 2 develop program * same 3 preliminary design V city / private backers 4 bond measure campaign * same 5 acquire / construct bond, private donations FANNO CREEK PUBLIC AREA atyoffiBora PAGE 1 DESCRIPTION A community amenity that acts as a gathering spot and performance space while respecting the natural environmental character and needs of the Fanno Creek area. PURPOSE To draw people into the "heart" with day, evening and weekend activities and create demand for retail and housing development nearby on Main St. and Burnham St. DEFINING CHARACTERISTICS ❑ blend of natural character O pastoral O urban l_ \ r. ❑ public space O gathering O small-scale entertainment w ❑ education '4 4 i O bio-swales • ti O urban ecology O natural area stewardship YV a *1?3 •~N~.~`~ iii"y '~1 , k '4 FANNO CREEK PUBLIC AREA City of Tigard PAGE 2 I CURRENT COMMITMENTS ❑ city of Tiigard's Fanno Creek Park Enhancement Plan restoration projects planned through 2007 ❑ design, right-of-way acquisition and roadway improvements to Burnham St. ACTIONS ❑ assess outdoor venue program within performing arts center study ❑ environmental study ❑ assess broader programming needs for recreation, farmers market and other uses ❑ design / engineer improvements ❑ "Brand Tigard" projects O creek clean-up O boardwalk projects O public amenities COST FACTORS AND FINANCIAL TOOLS COST FACTOR PUBLIC PRIVATE I FUNDING 1 environmental study VO city 2 assess program needs * city / patrons 3 develop program same 4 bond measure campaign VO city / private backers 5 acquire / construct bond / private donations • V0041ZIM09 ®®wum7rcuum OGPV 0DM0 9C8Gv 1EM7r P[LZ% M 00-) UDM(O)JFEQ~'To Ai~ Qa) PAGE 1 RELOCATED POST OFFICE City of Tigard DESCRIPTION Shifts the full-service Post Office to a less access-constrained location in the Civic District. PURPOSE To help "soften" the transition between the "heart" and the Civic District while creating additional retail development opportunity on Main Street. DEFINING CHARACTERISTICS ❑ building orientation and access O auto access and parking to the south O building orientation and pedestrian access to the north "i ❑ convenience commercial .L 1N cirtnarurr~;ra~ iI O coffee shops ra~~ O lunch carts ' O convenience goods and, services ❑ green street edge treatment O bio-swales O pocket park or plaza O adjacent housing to R l'~ ~ rlry ZTB(MARD ~~en^9~' V~~ ~6~[3a0'~~ +~4C G~i1[SL T1' IPB-L%M RELOCATING POST OFFICE Cityot'Tignrd PAGE 2 CURRENT COMMITMENTS ❑ none specific to this project ACTIONS ❑ approach the Postal Service for disposition. options ❑ build a partnership with the Postal Service for project ❑ Main St. site programming, planning, engineering ❑ "Brand Tigard" projects O Main St. streetscape improvements O building facade / roof-top clean-up program O small-scale sculptural water fountains / features along Main Street COST FACTORS AND FINANCIAL TOOLS COST FACTOR PUBLIC PRIVATE FUNDING 1 approach Postal Service city staff time 2 determine program city / postal service 3 acquire / construct 40 same 4 Main St. streetscape plan OVO city staff time / property owners n ways, , ~qy, 4 r , fw , koz r+ aP s t" ' r h' 3{ o~x w .'rM> ° ..a°*°~~~~< Y'~S. A y ``h Ca• .-r°y1' .s d.y®~ +K o;~ a „tc µ e.. R All 34 ~~s 4 - x oil P " , a~. 3 ✓ 'gyp r q s, j R 0 E 4 t f x d F WE %mwHnA OFFICE r0f:..OUJ$V9 f,' Wt.,(,,..}'Y` $',':P'`a'F R[:. 'S" RA $ [ mu TAU U f ~ City of Tigard GREAT IDEAS & DISTRICTS The Plan is organized into seven Districts supporting six Great Ideas for making Tigard unique. GREAT IDEAS Developed through community outreach, these are the things that make this plan uniquely Tigard - Evolution of Main Street A two-sided retail street with unique small-scale shops bordered to the south by a pedestrian promenade with pocket parks, fountains and plazas. 2 The Heart of Downtown A central gathering place adjacent to Fanno Creek supporting a diverse range of activities including farmers market, entertainment, restaurants, retail and housing. 3; Mixed Use Urban Village A walkable village with ample opportunity for all ages to live, work and play. 4 A New Transportation System A safe and well connected street system providing walking, bicycle, auto and transit access throughout downtown. 5 Green Connections A pervasive blend of pedestrian oriented natural features throughout downtown including wide sidewalks, linear parks, water features, trees, native landscaping, pocket parks and plazas, etc. Transit Options Service and facilities enhancements designed to meet the needs of Tigard's growing downtown employment, residential and visitor population. DISTRICTS (see reference numbers on map) 0 Main Street District 0 Entertainment (Arts & Culture) District 0 Commercial Street District 0 Regional Retail District 0 Hillside (Hall Blvd.) Residential District 0 Civic District 0 Fanno Creek Residential District AGENDA ITEM # FOR AGENDA OF April 12, 2005 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Read Arbor Da Proclamation PREPARED BY: Matt Stine DEPT HEAD OK CITY MGR OK ISSUE BEFORE THE COUNCIL Proclaiming April 29 as Arbor Day in the City of Tigard for 2005. STAFF RECOMMENDATION Approve the proclamation. INFORMATION SUMMARY As part of the City's Tree City USA designation the Mayor and City Council must proclaim a day in each calendar year as Arbor Day. This is one of four standards that must be met in order to obtain and maintain the Tree City USA status. This year our Arbor Day celebration was at Metzger Elementary School where we planted nine native trees with approximately 100 fourth grade students. OTHER ALTERNATIVES CONSIDERED Do not proclaim April 29, 2005 as Arbor Day and risk losing Tree City USA status. VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY ATTACHMENT LIST Arbor Day proclamation. FISCAL NOTES No extra funds are requested or needed to proclaim Arbor Day as April 29, 2005. ~ ^ ~ fl'i ,',y} ~{U Ya. j~t, . t i.~`,. (ttx. pKe. t z~7' , ~ ,W, T, ' ~lis,a~~ 4 „ ,ts~drn•in~'d;d,, s q~,t 2:-==a U!i3V%~~ 4ii$ ~~ti ttii,l+ wy (1it► ~ lllj J,4i•«~a i ► ~,fr+, 1~' A+. ~ iii ~ ~«ast,u ' t U y 3SjT5y9 gSS~~ti ` q; ~ti : aa} d• y uay; j,,, i",I~.,n@!'snltf}t., 1~ ,+Y~~`p ~ + Y "u~;t',~,~~.~t 'S~W~* 1 T~~. ~1~~~ ~~jl{~~ .pN '~n~'~~A.Uij f] Y ,i,n• ~ i ww4{{{ lY' 'RY:r 4n, PROCLAMATION Arbor Day April 29, 2005 r} WHEREAS, in 1872, Arbor Day, a special day set aside for the planting of trees, was first celebrated in Nebraska; and ~c WHEREAS, Tigard's urban forest of public and private parks and greenways is part of a larger ecology that spans from mountains to ocean and is Integral to our region's water quality; and WHEREAS, our urban forest Includes a diversity of trees that grace our city streets parks and greenways, provide habitat for wildlife, soften hardscapes, clean the air, protect water. ((I resources, and ensure that everyone can experience natural beauty where we live, work and recreate; and n WHEREAS, the City of Tigard recognizes that our urban forest is a necessity and is an Integral part of the city's infrastructure and ecosystems; and WHEREAS, we are committed to provide resources to maintain and enhance the urban 9 forest; and •1 . WHEREAS, people of all ages and backgrounds, including citizens, civic organizations, T'y - businesses and city agencies, have formed partnerships to participate actively in the stewardship r and caretaking of igard's urban forest; and , NOW, THEREFORE BE IT RESOLVED THAT I, CRAIG DIRKSEN, Mayor of the City of Tigard, Oregon, do hereby proclaim April 29, 2005 to be: , ARBOR DAY in Tigard and encourage people throughout the entire city to become more Involved with the rc i planting and stewardship of the urban forest throughout the year of 2005. ' Dated this day of f f0 2005. i°,.°'` f~ F IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the City of f Tigard to be affixed. r Craig irksen, Mayor ; x• „Rilill+ City of Tigard w'llf~i Attest: 1' g ity Recorder s, 5 3~.'~i"'nu,; X33 •ri~~~. 'rh:~ ~ ~ .a > ~ ar„ ".aa n"•w. ~t . 4 a q : v ~ v ~i tP~ k►!Mt, 1C' g~ a~~~~8 $ b 1, ""'y~ j""~ d a =F\Y-,u;~~ g,',~l ' `r ~~a~K~. ~ i ilk .u~, ~~~;`6 , tent ~l\M`' ~5~~;~r a°-~ ~j iP ~ t' r ~t ~ x ~,~"~?;a~,...i,~ t ' -t ~ . ~~war , is •~.,y, ►rit ~~~ii ntdw tiro ~ni ti'►~~M ii►lb;~` ~~Ye + u% ~ ti u~ _ tip ~ S ~ ~ if ►n,~ fir` ~r• ~ , ~r„ . ! , GI ~ ~ 4 °k '►ij ~ AGENDA ITEM NO.3 - CITIZEN COMMUNICATION DATE : April 12, 2005 (Limited to 2 minutes or less, please) Please sign on the appropriate sheet for listed agenda items. The Council wishes to hear from you on other issues 'Ar,not on the agenda, but asks that you first try to resolve your concerns through staff. Please contact the City Manager prior to the start of the meeting. Thank you. NAME, ADDRESS & PHONE TOPIC STAFF CONTACTED 1 54 'JH 13 , 3 5~ 6xCr j )VQ ~s c~ CITIZEN COMMUNICATION Page 1 MEMORANDUM Administration CITY OF TIGARD Shaping A Better Community TO: Honorable Mayor and City Council Agenda Item No. 4720- For Agenda of April 12, 2005 FROM: Cathy Wheatley DATE: March 23, 2005 SUBJECT: Three-Month Council Calendar Regularly scheduled council meetings are marked with an asterisk April 4 Monday Special City Council Meeting (tentative schedule) - Library Community Room 6-7 p.m. - Review Council Goals -Work Plans 7 p.m. - Social Y2 Hour - Councils/Board/Public 7:30 p.m. Joint Meeting with Tigard-Tualatin School Board and City of Tualatin City Council 12* Tuesday Council Business Meeting - 6:30 pm, Town Hall 19* Tuesday. Council Workshop Meeting - 6:30 pm, Town Hall 23 Saturday Downtown Task Force Open House - 9 a.m - 12 p.m. - Library Community Room 25 Monday Budget Committee Meeting - 6:30 pm, Library Community Room 26* Tuesday Council Business Meeting - 6:30 pm, Town Hall May 2 Monday Budget Committee Meeting - 6:30 pm, Library Community Room 9 Monday Budget Committee Meeting - 6:30 pm, Library Community Room 10* Tuesday Council Business Meeting - 6:30 pm, Town Hall 16 Monday Budget Committee Meeting - 6:30 pm, Library Community Room 17* Tuesday Council Workshop Meeting - 6:30 pm, Town Hall 23 Monday Budget Committee Meeting - 6:30 pm, Library Community Room 24* Tuesday Council Business Meeting - 6:30 pm, Town Hall 3-Month Council Calendar - May to June 2005 1 June 14* Tuesday Council Business Meeting - 6:30 pm, Town Hall 17-19 Friday - Sunday Tigard Festival of Balloons - Cook Park (See http://www.tigardballoon.org/) 21 * Tuesday Council Workshop Meeting - 6:30 pm, Town Hall 28* Tuesday Council Business Meeting - 6:30 pm, Town Hall iAadm\clty councll\3-month calendar word format.doc 3-Month Council Calendar - May to June 2005 2 Agenda Item No. L4, b Tigard City Council Tentative Agenda 2005 Meeting of • I;;k • 0 5 Meeting Date: April 19, 2005 Meeting Date: April 26, 2005 Meeting Date: May 10, 2005 Meeting Type/Time: Workshop/6:30 p.m. Meeting Type/Time: Business/6:30 p.m. Meeting Type/Time: Business/6:30 p.m. Location: City Hall Location: City Hall Location: City Hall Greeter: Greeter: Greeter: Materials Due @ 5: April 5, 2005 Materials Due @ 5: April 12, 2005 Materials Due @ 5: April 26, 2005 Bid Opening Deadline: April 4, 2005 Bid Opening Deadline: April 11, 2005 Bid Opening Deadline: April 25, 2005 Scan Deadline @ noon: April 1, 2005 Scan Deadline @ noon: April 8, 2005 Scan Deadline @ noon: April 22, 2005 Req to Sched Due @5: March 18, 2005 Req to Sched Due @5: March 25, 2005 Req to Sched Due @5: April 8, 2005 Televised: No Televised: Yes Televised: Yes Attorney Attends: No Attorney Attends: No Attorney Attends: Yes Study Session Study Session Communication/Citizen Involvement Update - Executive Session - Labor Relations 102 - Executive Session - City Manager Recruitment Liz - 30 min Health Insurance Rate Info. Disc. - Discuss Final Candidates - Sandy - 30 min CCI - Jim H. - 15-20 min. Sandy/Ken Bemis - 45 min. Report to Council on Status of Street Discuss Updating City Policies: Park Land Review and Discuss Council Groundrules - Maintenance Fee - TMC 15.20 - Tom I. - 10 min. 1. Park Land Donations Offered to City Craig P. - 15 min. Review Graphic Identity (Branding) Proposals - Liz- 2. Giving Developers Park SDC Credits & 15 min Establishing Criteria to be Used on Consent Agenda Consent Agenda Whether or Not the City Should Accept Annual Solid Waste and Recycling Franchise Award Contract - Well Head Improvements at Donations or Give SDC Credits Report - Dennis K. ASR 2 - Dennis K. - Dennis K. - 30 min LCRB - Award Contract - FY 2004-05 Major Discuss Urban Renewal Plan Elements - Maintenance Program - Phase 2 - Gus Jim - 60 min. LCRB - Award Contract - McDonald St. Solid Waste Franchise Review - Dennis - 30 min. Improvements - Gus Strategic Finance Plan Discussion Tree Board & Building Appeals Board Appts. - - Tom/Craig - 60 min RES - Liz Approve Purchase MDC Security Software & Hardware - LCRB? - Bill D. Budget Amendment #13 - MDC Software Business Meeting & Hardware - RES - Tom I. Update from the Youth Advisory Council - Business Meeting - Liz- 10 min. Proclamation - Be Kind to Animals -Joanne- 5 min PAL Presentation on Drug Resistance - Liz - Library Strategic Plan Update - PP - Margaret 10 min. 15 min ODOT - Gus (Need RS) Adopt Sections AN 109.4.2 - AN 109.4.3 - State of Oregon Special Code - Fire Sprinklers - - ORD - Jim - 10 min. Metro Resolution - Jim H. - 20 min (ck. w/Jim - will a proposed resolution be attached) Amend OR Residential Specialty Code to include Demolition - ORD - Jim H. - 10 min 4/5/2005 1 Tigard City Council Tentative Agenda 2005 Meeting Date: May 17, 2005 Meeting Date: May 24, 2005 Meeting Date: June 14, 2005 Meeting TypelTime: Workshop/6:30 p.m. Meeting Type/Time: Business/6:30 p.m. Meeting Type/Time: Business/6:30 p.m. Location: City Hall Location: City Hall Location: City Hall Greeter: Greeter: Greeter: Materials Due @ 5: May 3, 2005 Materials Due @ 5: May 10, 2005 Materials Due @ 5: May 31, 2005 Bid Opening Deadline: May 2, 2005 Bid Opening Deadline: May 9, 2005 Bid Opening Deadline: May 30, 2005 Scan Deadline @ noon: April 29, 2005 Scan Deadline @ noon: May 6, 2005 Scan Deadline @ noon: May 27, 2005 Req to Sched Due @5: April 15, 2005 Req to Sched Due @5: April 22, 2005 Req to Sched Due @5: May 6, 2005 Televised: No Televised: Yes Televised: Yes Attorney Attends: No Attorney Attends: No Attorney Attends: Yes Study Session Study Session Executive Session - City Manager Recruitment - Executive Session - City Manager Recruitment - Executive Session - City Manager Recruitment - Discuss Final Candidates - 30 min. Discuss Final Candidates - 30 min. Discuss Final Candidates - 30 min. Annual Court Report - Nadine - 20 min Executive Session - Update on Real Property Exec. Session - (if criteria has been approved in Update on Downtown Improvement Plan - Acquisition - Dennis K. (Brian R.) - 15 min. a public meeting) - Interim City Manager Jim H - 40 min. Discuss Process for Interim City Manager Performance Review - Craig P/Sandy - 30 min. Measure 37 - Jim - 20 min. Performance Review - Sandy - 10 min. Urban Services - IGA Review - Jim - 45 min. Friends of the Tualatin River Presentation - Jim H.- Consent Agenda Consent Agenda 20 min Appoint Budget Committee Member(s) Metro Update on the 217 - Corridor Study - Jim H. - - RES - Liz 30 min Business Meeting Business Meeting Certify City Provides Services Qualifying for Solid Waste Rate Adjustment - PH - RES - State Shared Revenues - PH - RES - Dennis K. - 15 min. Tom - 10 min. Declare City's Election to Receive State Shared Revenues - PH - ORD - Tom - 10 min. Adopt Budget - PH - RES -Tom - 20 min. Adopt Citywide Master Fees and Charges Schedule - RES - Tom - 20 min. Need RS on following Standing Item: Downtown Task Force - Jim H. Need RS on following Standing Item: PRAB - Dennis/Dan P 4/5/2005 2 Tigard City Council Tentative Agenda 2005 Meeting Date: June 21, 2005 Meeting Date: June 28, 2005 Meeting TypelTime: Workshop/6:30 p.m. Meeting Type/Time: Business/6:30 p.m. Location: City Hall Location: City Hall Greeter: Greeter: Materials Due @ 5: June 7, 2005 Materials Due @ 5: June 14, 2005 Bid Opening Deadline: June 6, 2005 Bid Opening Deadline: June 13, 2005 Scan Deadline @ noon: June 3, 2005 Scan Deadline @ noon: June 10, 2005 Req to Sched Due @5: May 13, 2005 Req to Sched Due @ 5: May 20, 2005 Televised: No Televised: Yes Attorney Attends: No Attorney Attends: No Study Session Joint Meeting with Planning Commission to Review and Discuss the Tigard Downtown Improvement Plan - Jim H. - 90 min. Progress Report - Hall Blvd/Highway 99W Intersection Improvements - Gus- 20 min Consent Agenda Appoint (name) to the Library Board - RES - Joanne/Liz I Business Meeting Need RS on following Standing Item: Need RS on following Standing Item: IWB - Dennis K. TVF&R (who is staff lead?) 4/5/2005 3 AGENDA ITEM # 1-5 FOR AGENDA OF 4/12/05 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Council adopt resolution authorizing the City Manager to submit to OPRD an application for State funds available through the State of Oregon's Lottery Local Government Grant Program as a means for providing matching funds to construct the Jim Griffith Memorial Skate Park. PREPARED BY: Dan Plaza, 2590 DEPT HEAD OK CITY MGR OK ISSUE BEFORE THE COUNCIL Should Council adopt resolution authorizing the City Manager to submit to OPRD an application for State funds available through the State of Oregon's Lottery Local Government Grant Program as a means for providing matching funds to construct the Jim Griffith Memorial Skate Park. STAFF RECOMMENDATION Adopt resolution authorizing the City Manager to apply for a State of Oregon Lottery Local Government Grant. INFORMATION SUMMARY On November 16, 2004 the City Council agreed to appropriate matching funds from the City's Parks Capital Fund. On November 16, the Council also authorized the submittal of a State of Oregon Lottery Local Government Grant application administered by the Oregon Park and Recreation Department. The application is due on April 15, 2005. It is projected that the City should know if a grant has been awarded by July 1, 2005. If a grant is awarded and all the necessary fund raising has been completed, construction would begin in October 2005 and construction should be completed for the skate park to open in June 2006. OTHER ALTERNATIVES CONSIDERED Not apply for a grant. VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY "Tigard Beyond Tomorrow" - Parks and Greenways Goal #2- Strategy #1 Acquire and develop parkland - Recreation Goal #I Partnerships will provide a wide range of leisure and recreation opportunities that are coordinated and available for the Tigard community ATTACHMENT LIST Attachment #1 Copy of authorizing resolution FISCAL NOTES n/a AGENDA ITEM # 4. q- FOR AGENDA OF April 12, 2005 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Urban Renewal Public Outreach Program Re ue t for Proposal PREPARED BY: J. Hendryx DEPT HEAD OK /CITY MGR OK 1A ISSUE BEFORE THE COUNCIL Should Council approve, on consent, issuance of a Request for Proposal (RFP) addressing Council's 2005 goal of revitalizing the Downtown, including urban renewal? The RFP would provide consultant services for preparing and implementing a public outreach program for the urban renewal plan leading to a May, 2006 election. STAFF RECOMMENDATION Authorize staff to proceed with issuing a Request for Proposal (RFP) to provide consultant services for preparing and implementing a public outreach program for the urban renewal plan leading to a May, 2006 election. INFORMATION SUMMARY City Council goals for 2005 include revitalizing the Downtown. That particular goal calls for completing and implementing the Downtown Plan and urban renewal implementation. Over the last two months, Council has been briefed on the legal requirements for urban renewal, including the City Charter requirement for an election in either November or May. Consultant services are required to prepare a public outreach program for the urban renewal plan. Council gave direction at its March 22, 2005 study session to proceed with a Request for Proposal (RFP) to obtain consultant services for a public outreach program for an urban renewal plan leading to a May, 2006 election. OTHER ALTERNATIVES CONSIDERED Council may choose to postpone urban renewal and move the election date to November, 2006, or later. VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY Community Character & Quality of Life; Central Business District (CBD) Goals, #1) Provide opportunities to work proactively with Tigard Central Business District Association (TCBDA) businesses and property owners and citizens of Tigard to set the course for the future of the Central Business District. ATTACHMENT LIST N/A FISCAL NOTES Combined costs for consultant services to prepare a public outreach program and develop an urban renewal plan are estimated to be $80,000, which would be paid from the General Fund. AGENDA ITEM # +5_ FOR AGENDA OF April 12, 2005 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Urban Renewal Request for Proposal - PREPARED BY: J. HendM DEPT HEAD OK CITY MGR OK C zke_ ISSUE BEFORE THE COUNCIL Should Council approve, on consent, issuance of a Request for Proposal (RFP) addressing Council's 2005 goal of revitalizing the Downtown, including urban renewal? The RFP would be for consultant services for preparing and implementing an urban renewal plan leading to a May, 2006 election. STAFF RECOMMENDATION Authorize staff to proceed with issuing the Request for Proposal (RFP) leading to a May, 2006 election on urban renewal for the Downtown. INFORMATION SUMMARY City Council goals for 2005 include revitalizing the Downtown. That particular goal calls for completing and implementing the Downtown Plan and urban renewal implementation. Over the last two months, Council has been briefed on the legal requirements for urban renewal, including the City Charter requirement for an election in either November or May. Consultant services are required to develop an urban renewal plan. Council gave direction at its March 22, 2005 study session to proceed with a Request for Proposal (RFP) to obtain consultant services for development of an urban renewal plan leading to a May, 2006 election. OTHER ALTERNATIVES CONSIDERED Council may choose to postpone urban renewal and move the election date to November, 2006, or later. VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY Community Character & Quality of Life; Central Business District (CBD) Goals, #1) Provide opportunities to work proactively with Tigard Central Business District Association (TCBDA) businesses and property owners and citizens of Tigard to set the course for the future of the Central Business District. ATTACHMENT LIST N/A FISCAL NOTES Combined costs for consultant services to prepare a public outreach program and develop an urban renewal plan are estimated to be $80,000, which would be paid from the General Fund. AGENDA ITEM # 4. to FOR AGENDA OF April 12, 2005 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Resolution Approving Use of MSTIP 3 Bike and Pedestrian Program Funds for the Tualatin River Pedestrian/Bike Bridge Project PREPARED BY:A.P. DDuenas DEPT HEAD OK OFO~ITY MGR OK ISSUE BEFORE THE COUNCIL Shall Council approve use of the City of Tigard's allocation of Washington County's MSTIP 3 (Major Streets Transportation Improvement Program) Bike/Ped funds as the City's local match for the Tualatin River Ped/Bike Bridge Project? RECOMMENDATION That Council approve, by motion, the attached resolution authorizing use of the City's allocation of the MSTIP 3 Bike/Ped funds for the Tualatin River Ped/Bike Bridge Project. INFORMATION SUMMARY The Tualatin River Pedestrian/Bike Bridge Project will install a 12-foot wide, 250-foot long pedestrian/bicycle bridge over the Tualatin River downstream of the existing railroad bridge between the cities of Durham and Tualatin. This pedestrian bridge is the southern terminus of the Fanno Creek Greenway Trail. The estimated project cost is $1,390,000. Transportation Enhancement Funding through the Oregon Department of Transportation (ODOT) in the amount of $990,000 has been approved for the project. Local matching funds are required and the balance of the estimated project cost is to be provided by the cities of Tualatin, Tigard, and Durham. Tigard's share of the estimated project cost is $250,125. The City's Parks SDC funds will provide $57,528 of that amount. The balance of $192,597 is proposed for funding through the City's allocation of MSTIP 3 Bike/Ped funds made available for local independent walkway and bikeway projects. The rules for use of those funds were revised on July 7, 2003 (see attached revised rules). Until the revisions were approved, the MSTIP 3 funding required a 50% local match, which made it difficult for some cities to use the funds available. The revised rules removed the matching requirement allowing use of the funds without any local match. The City of Tigard's allocation of MSTIP 3 Bike/Ped funding is $250,671. Because the Tualatin River Ped/Bike Bridge project cost is merely an estimate at this point, it would be prudent for the City to make available the entire MSTIP 3 allocation for that project until actual costs are determined after bid and construction of the project. The project construction is expected to begin in late 2005 and should be completed in calendar year 2006. The program guidelines require that each local jurisdiction's elected officials must approve the funding request prior to submittal to the County for approval. The attached resolution is submitted for City Council consideration approving use of the City's allocation of the MSTIP 3 Bike/Ped funds up to the available amount of $250,671 for the Ped/Bike bridge project. If approved, the City will submit a project prospectus to the County requesting use of the MSTIP 3 Bike/Ped funds for the Tualatin River Ped/Bike Bridge Project. The County's Transportation Advisory Committee (TAC) will review funding requests at its April 28, 2005 meeting. If approved by the TAC, the request will be submitted for approval by the Coordinating Committee at its June 6, 2005 meeting. OTHER ALTERNATIVES CONSIDERED None VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY The construction of the Tualatin River Ped/Bike Bridge meets the Tigard Beyond Tomorrow Growth and Growth Management goal of Provide for parks and alternative transportation (e.g., bike paths). ATTACHMENT LIST 1. Resolution approving use of MSTIP 3 Bike/Ped funds for the Tualatin River Ped/Bike Bridge Project. 2. Washington County's Bike and Pedestrian Program Guidelines, Part VI. FISCAL NOTES The total estimated project cost is $1,390,000. Transportation Enhancement funds from ODOT will provide $990,000. Tigard's share of the project is $250,125 with Parks SDC funds providing $57,528 and the City's allocation of MSTIP 3 Bike/Ped funds providing $192,597. The cities of Tualatin and Durham will provide the balance of the funding required. 11ergrguslcounc1l agenda summarlesM-12-05 approval for use of msdp 3 bike-ped funds als.doc INCORPORATES CHANGES APPROVED BY WCCC ON JULY 7, 2003 PART VI BIKE AND PEDESTRIAN PROGRAM GUIDELINES 6.1 GENERAL PURPOSE The purpose of the MSTIP Bike and Pedestrian (B&P) Program is to provide an additional funding source for local independent walkway and bikeway projects. As such, MSTIP B&P Program funds cannot be used in conjunction with any other MSTIP project or as the contributing funding share on any other road reconstruction project that includes a bikeway or walkway component. Based on this objective, it is recommended that funds be used only for project construction activities. Funds may however, be considered for use on a case-by-case basis for planning, design and/or safety/education projects upon review and approval by the WCCC Transportation Advisory Committee (TAC). 6.2 ALLOCATION OF BIKEWAY & PEDESTRIAN PROGRAM FUNDS Funds from the MSTIP B&P Program shall not be made available until Fiscal Year 1999 - 2000. Each jurisdiction within Washington County shall be entitled to a portion of the B&P Program funds equal to their proportionate share of the total population within the County. For purposes of determining this proportionate share, 1997 population estimates from Portland State University Center for Population Research and Census shall be used. Each jurisdiction's proportionate share is further modified for funding the Bus Stop Enhancement Project being constructed by Tri-Met. This project was approved by the WCCC at its March 3, 2003 meeting. Each jurisdiction shall be guaranteed that funding will be available each year at a maximum amount equal to their annual allocation, which shall be in accordance with the adopted MSTIP3 schedule. Two or more jurisdictions may pool their allocations in any given year to fund a joint project. If any jurisdiction elects not to use their allocation in a given year, that allocation will be carried over into any future year of the program provided that all funds are committed to a project by March 2006. If there are uncommitted funds available within the maximum annual allocation limits, established by the adopted MSTIP3 schedule, as the result of any jurisdiction choosing not to use their allocation, other jurisdictions may compete for the use of the uncommitted funds as an advance on their future year allocations. Any jurisdiction may borrow ahead on their future allocations by funding a project with local funds and INCORPORATES CHANGES APPROVED BY WCCC ON JULY 7, 2003 then receiving reimbursement from the MSTIP B&P Program as those future allocations become available in accordance with the adopted MSTIP3 schedule. Funds not committed to a project by March 2006 will be made available to all jurisdictions through an open competitive process as outlined in Section 6.4 herein. If projects are not constructed or under construction by June 30, 2007, the owning jurisdiction will forfeit the project funding which will then be added to the MSTIP3 fund balance. 6.3 MATCHING FUNDS Use of the MSTIP B&P Program does not require a match from the owning jurisdiction. . 6.4 REQUESTS FOR BIKE AND PEDESTRIAN PROGRAM FUNDS As a part of their request for MSTIP funding, the owning jurisdiction shall submit a project prospectus which shall include a cash flow analysis for the life of the project. Any such request for funding shall first be considered and approved by the jurisdiction's elected officials. The funding request should be submitted for review at the WCCC TAC each year at their April meeting. The proposed project, as described in the submitted prospectus, will be reviewed for conformance to the program guidelines as provided in Section 6.5 herein. A recommendation will be forwarded to the WCCC for approval at their June meeting. The WCCC TAC may permit exceptions to this submittal schedule, as requested by member jurisdictions. 6.5 BIKE AND PEDESTRIAN PROGRAM GUIDELINES All projects shall be located within Washington County and constructed in conformance with the most recent edition of the Oregon Bike and Pedestrian Plan standards and guidelines. Projects may be either on- street or off-street at the discretion of the owning jurisdiction. Projects should be consistent with the adopted transportation plan for either the County or owning jurisdiction. The WCCC TAC may grant variances to these guidelines on a case-by- case basis when justified by the owning jurisdiction. As a part of the justification, the owning jurisdiction shall, at a minimum, demonstrate to the WCCC TAC: a) Why a variance is appropriate. b) What the objective of the variance is. INCORPORATES CHANGES APPROVED BY WCCC ON JULY 7, 2003 c) What the cost impacts are. 6.6 DELEGATED AUTHORITY The WCCC TAC is hereby delegated the authority to review and approve uses of B&P Program funds for other than construction purposes as described in Section 6.1 herein, and variances to the B&P Program guidelines within Section 6.5 herein. AGENDA ITEM # -f, 10- FOR AGENDA OF April 12, 2005 CITY OF TIGARD, OREGON LOCAL CONTRACT REVIEW BOARD (LCRB) AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Award of Contract for the Construction of the SW O'Mara and Edgewood Streets Sanit Sewer Sewer Reimbursement District No. 1) Q WIN Q~l PREPARED BY: G Berry DEPT HEAD OK AP Duenas CITY MGR OK C Prosser ISSUE BEFORE THE LOCAL CONTRACT REVIEW BOARD Shall the Local Contract Review Board approve the contract award for the construction of the SW O'Mara and Edgewood Streets Sanitary Sewer? STAFF RECOMMENDATION Staff recommends that the Local Contract Review Board, by motion, approve the contract award to MJ Hughes Construction Inc. in the amount of $671,723.77 INFORMATION SUMMARY The proposed project would provide sewer service to forty-six lots in the SW O'Mara and Edgewood Streets area. Through the City's Neighborhood Sewer Extension Program, the City would install public sewers to each lot within the Reimbursement District and the owners would reimburse the City for a fair share of the cost of the public sewer at the time of connection to the sewer. In addition, each owner would be required to pay a connection fee, currently $2,535, before connecting to the line. This project was advertised for bids on March 8 and March 10, 2005, in the Daily Journal of Commerce and Tigard Times respectively. The bid opening was conducted on March 24, 2005 and the bid results are: MJ Hughes Const. Inc. Portland, OR $671,723.77 Dunn Construction Inc. Portland, OR $791,680.00 Kerr Contractors Tualatin, OR $806,436.20 Engineer's Estimate $623,365.25 The bids are believed to be competitive with the lowest bid exceeding the engineer's estimate by an acceptable amount of 8%. The bid amounts indicate that a rebid would most likely not result in a more favorable result. Award of the contract to the low bidder is recommended. OTHER ALTERNATIVES CONSIDERED None VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY None ATTACHMENT LIST Attachment 1. Project location map FISCAL NOTES The amount of $2,500,000 is available in the FY 2004-05 Citywide Sewer Extension Program for this and other sewer extension projects. The available funding is sufficient to award a contract of $671,723.77 to MJ Hughes Construction Inc. Merq\greg4eimbursemem distrid0l o'mara edgewoodW-12-05 award als.doe O' M A RA ST & E D G E W 00 D ST Attachment 1 FY 2004-05 SANITARY SEWER EXTENSTION PROGRAM REIMBURSEMENT DISTRICT #31 Cf N a w r- 9 0 Z g'~ _ V° O'MARA ST HILL v G O'MARA ST N 0 P 3 W C9 W EDGEWOOD ST VICINITY MAP NTS AGENDA ITEM # 4, ~_h FOR AGENDA OF April 12, 2005 CITY OF TIGARD, OREGON LOCAL CONTRACT REVIEW BOARD (LCRB) AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Award of Contract for the Construction of the SW 117`h Avenue Sanitary Sewer Sewer Reimbursement District No. 34 ,wS zl ' PREPARED BY: G Berry DEPT HEAD OK AP Duenas CITY MGR OK C Prosser ISSUE BEFORE THE LOCAL CONTRACT REVIEW BOARD Shall the Local Contract Review Board approve the contract award for the construction of the SW 117`h Avenue Sanitary Sewer? STAFF RECOMMENDATION Staff recommends that the Local Contract Review Board, by motion, approve the contract award to CR Woods Trucking, Inc. in the amount of $50,825.00. INFORMATION SUMMARY The proposed project would provide sewer service to four lots along SW 117`h Avenue south of Gaarde Street. Through the City's Neighborhood Sewer Extension Program, the City would install public sewers to each lot within the Reimbursement District and the owners would reimburse the City for a fair share of the cost of the public sewer at the time of connection to the sewer. In addition, each owner would be required to pay a connection fee, currently $2,535, before connecting to the line. Bids were requested from five contractors on March 8, 2005 in accordance with AR 10.015B. The bid opening was conducted on March 29, 2005 and the bid results are: CR Woods Trucking, Inc. Sherwood, OR $50,825.00 S-2 Contractors, Inc. Aurora, OR $51,192.00 Dunn Construction Portland, OR $55,113.00 Paul Lambson Contracting Battle Ground, WA $79,062.00 Engineer's Estimate $35,450.00 Although the lowest bid exceeds the Engineer's estimate by 43%, the bids received are believed to be competitive since there are two other bids within 8% of the lowest bid. The bid amounts indicate that a rebid would most likely not result in a more favorable result. Award of the contract to the low bidder is recommended. OTHER ALTERNATIVES CONSIDERED None VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY None ATTACHMENT LIST Attachment 1. Project location map FISCAL NOTES The amount of $2,500,000 is available in the FY 2004-05 Citywide Sewer Extension Program for this and other sewer extension projects. The available funding is sufficient to award a contract of $50,825 to CR Woods Trucking, Inc. herigVregVelmbursement distdctM30 117th41.12.05 award ais.doc Attachment i 117TH AVENUE SANITARY SEWER IMPROVEMENT REIMBURSEMENT DISTRICT NO. 34 A PORTION OF THE NW 1/4 OF SECTION 10 T2S RiW W.M. N pfm y oz W h- 2 F- GAARDE ST LE LANE Q x IL CA: W FW- Q 2 W Q x Q Q VICINITY MAP AGENDA ITEM # 4-1 7-Pi FOR AGENDA OF April 12, 2005 CITY OF TIGARD, OREGON LOCAL CONTRACT REVIEW BOARD (LCRB) AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Award Contract for Slope Stabilization at Quail Hollow Subdivision PREPARED BY: Brian Rager 4- DEPT HEAD OK W---- _ CITY MGR OK UP ISSUE BEFORE THE LOCAL CONTRACT REVIEW BOARD Shall the Local Contract Review Board (LCRB) approve the contract award for construction of slope stabilization measures in the Quail Hollow Subdivision? STAFF RECOMMENDATION O Staff recommends the LCRB, by motion, approve the contract award to Elting, Inc. INFORMATION SUMMARY Quail Hollow Subdivision is located south of Walnut Street along Gaarde Street. After the subdivision was completed, a few homes that back up to a drainage channel experienced some localized slope failures. Staff inspected the area, along with the help of a geotechnical engineer, and found that the over-steepened slopes of the channel were sloughing and posed a threat of a larger slope failure. A public sanitary sewer line is located adjacent to the stream bank and runs parallel with the channel. The City's geotechnical engineer (Kleinfelder) indicated that with a major slope failure, the sewer line would be in danger of being compromised. Kurahashi and Associates, Inc. (KAI), along with Kleinfelder designed a permanent solution whereby the entire slope adjacent to four homes will be re-graded to a more stable slope. The work is significant and will result in removal of a significant amount of soil from the back yards of the homes. Staff has worked with all four property owners, and has reviewed the proposed plans with them. All four property owners understand the proposed changes and desire to cooperate with the City's efforts. The project advertised for competitive bids on February 15, 2005 in the Daily Journal of Commerce, and in the Tigard Times on February 17, 2005. The bid opening was conducted on March 8, 2005 and the bid results are: Engineer's Estimate: $187,567.54 Elting, Inc. $219,514.00 All Terrain $227,160.93 Brant Construction $227,606.10 Andersen Pacific $240,271.50 P.C.R., Inc. $258,034.68 BCI Contracting $258,499.00 Pro Landscape $633,258.58 0 Based upon the bids submitted, the lowest responsive bid of $219,514.00, submitted by Elting, Inc., appears to be reasonable. Staff recommends the LCRB award the contract to this lowest qualified bidder. OTHER ALTERNATIVES CONSIDERED None. VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY n/a ATTACHMENT LIST Project location map FISCAL NOTES This project will be funded by the Sanitary Sewer Fund. I CITY of TIGA Pro - . Z R AL GEOGRAPHIC INFORMATION SYSTEM FTOti VICINITY MAP Quail Hollow Slope Stabilization a SW Gaarde St CA BRIA LN o A c~ z Q 0 F- 00 W Work Sit L 5 R RD Z W 7 W' n 7. O• V BULL`ffT : Y Q BQ TA gsEl✓D Du Tgaid Area map G~ :HVIEW T " 0 100 200 300 Feet 1'= 200 feet ~ r City of Tigard T d Information an this map is for general location Only and should be verified with the Devetopment Services Division. 13125 SW Hall Blvd T503) 639-4 ~3 ( ff http/Mnww.a.tigard.or.us Community Development Plot date: Mar 28, 2005; C:\magic\MAGIC03.APR AGENDA ITEM # 4, 7-C/ FOR AGENDA OF April 12, 2005 CITY OF TIGARD, OREGON LOCAL CONTRACT REVIEW BOARD (LCRB) AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Request for Award of Contract for Stream Enhancement & Restoration Services PREPARED BY: Matt Stine/Dan Plaza DEPT HEAD OK CITY MGR OK ISSUE BEFORE THE LOCAL CONTRACT REVIEW BOARD Approve Staff's recommendation to award contracts to Ash Creek Forest Management, LLC, Henderson Land Services, LLC and Harris Stream Services for stream enhancement and restoration projects on tributaries to Fanno Creek in Tigard. STAFF RECOMMENDATION Approve the selection of two contracting firms, Ash Creek Forest Management, LLC and Henderson Land Services, LLC to perform the enhancement and restoration projects. Additionally, approve a contract for Harris Stream Services as a consultant for the stream projects. INFORMATION SUMMARY As part of Clean Water Services' Healthy Streams Plan, the City of Tigard will be carrying out several stream restoration and/or enhancement projects on all of the tributaries of Fanno Creek within the City's boundaries over the next several years. These projects will improve water quality, in-stream and riparian area wildlife habitat, erosion control, native plant environments and will decrease non-native vegetation infestations. There are at least five tributaries of Fanno Creek each need extensive work. We anticipate the restoration and enhancement of these waterways will last at least five to six years, with monitoring and maintenance to follow for another four to five years. Funding for these projects will come from the Stormwater Management, Water Quality/Quantity Fund. Volunteers will be recruited to install most of the plants, as well as "adopt" the tributaries to assist in the monitoring and upkeep of the natural areas. The City issued a Request for Proposals to perform the stream work. On Thursday February 9, 2005 Matt Stine, Peter Guillozet, from Clean Water Services and Bruce Barbarasch, from the Tualatin Hills Recreation District's Natural Resource Group, reviewed the submitted proposals, and accepted the three most qualified firms listed above. Their submittals proved to be very complete, well-rounded and showed an immense amount of talent, knowledge, experience & qualifications. The contracts will be effective beginning July 1, 2005 and will last for a period of one year with the City having the option to renew on a yearly basis for the following four years. OTHER ALTERNATIVES CONSIDERED City staff could carry out the restoration and enhancement projects in house, but: • staff availability is limited • expertise in certain critical areas is not available from Staff • the overall cost will be more • the execution of restoration and enhancement projects on each tributary will be less efficient • the efficacy of each project will most likely suffer VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY Urban & Public Services: Parks & Greenways- #2 "Open space and greenway areas shall be preserved and protected." Water & Stormwater- #3 "Stormwater runoff is effectively managed." ATTACHMENT LIST None. FISCAL NOTES On an annual basis, costs will range between $50,000.00 and $100,000.00. The funds are available in the Stormwater Management, Water Quality/Quantity Fund. A funding request has been submitted for $50,000.00 for FY 2005/06. 1 AGENDA ITEM # 15 FOR AGENDA OF April 12, 2005 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Introduction and Welcome of the Delegation from Balikpapan and Samarinda, Indonesia PREPARED BY: Dennis Koellermeier DEPT HEAD OK OVZ:~_ CITY MGR OK ISSUE BEFORE THE COUNCIL Please welcome to our community: Mr. Rachmad Julianto, Mr. Heronasia Soedarwo, Mr. Syalfudi Riza, Mr. Adisijanto STAFF RECOMMENDATION Greet and welcome the Indonesian Delegation to the City of Tigard. INFORMATION SUMMARY Tigard is currently participating in a Resource Cities program funded by USAID and administered by ICMA. This program has paired Tigard with two Indonesian cities, Balikpapan and Samarinda. Tigard is currently working on approved work plans with these two communities to improve environmental education opportunities, as well as water system improvements. One Indonesian delegation of educators has already toured the Tigard area and Tigard has sent one delegation of water supply people to visit Samarinda and Balikpapan. This delegation of water staff will report progress on goals and programs established last January when Tigard's delegation visited them. In addition, several water treatment plants and other water facilities will be visited. OTHER ALTERNATIVES CONSIDERED N/A VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY N/A ATTACHMENT LIST N/A FISCAL NOTES This program is primarily financed by USAID and administered by contract to ICMA. Tigard will be responsible for some incidental costs including some meals, gifts and materials for the delegation members. Tigard City Council acknowledges Mr. SRiza for his collaboration with the City of Tigard to strengthen amariinda-'s water programs in the community Tigard C,ity*-.Council acknowledges Mr. HS.oedarwo for his collaboration with the City of Tigard to strengthen Ballk,P8,10801S water programs in' the community Tigard City Council acknowledges Mr. Rachmad Julianto for his collaboration with the City of Tigard to strengthen B:a-1-i',kppIpa:q's water programs in, the community Tigard City. Council acknowledges Mfor his collaboration with the City of Tigard to strengthen Swater programs in the community AGENDA ITEM # (o FOR AGENDA OF April 12, 2005 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Ti ard's Water Supply Options PREPARED BY: Dennis Koellermeier DEPT HEAD OK CITY MGR OK ISSUE BEFORE THE COUNCIL Tigard continues to be faced with an upcoming decision or decisions pertaining to securing a long term water supply. Tonight's presentation by staff and our consultant, MSA, is designed to inform the Council on regional water issues, explain the current status of regional supply systems, and help the Council prepare and understand the upcoming issues and decisions. While the IWB currently monitors most of these issues on a regular basis, the Council needs to be kept informed of these issues also. STAFF RECOMENDATION Information only, no action is necessary tonight. INFORMATION SUMMARY The City has been actively pursuing ownership in long term water sources. Past and current Council goals and the visioning process have consistently directed the City to this goal. Tigard has worked on projects to achieve this goal by pursuing the regionalization of the Bull Run System and also by seeking membership in the Joint Water Commission. The City of Portland withdrew their support of a regional agency, therefore, Tigard and other suburban wholesalers have been involved in negotiations for a new wholesale water contract with the City of Portland. The culmination of those negotiation efforts will be reported on by staff. Tigard has successfully gained membership in the Joint Water Commission (JWC). Membership is based on the ability to obtain a supply of 4 million gallons per day (mgd) from the JWC. Staff will report on projects relating to the JWC. In the next year Tigard will most likely be faced with making major decisions regarding some potential supply sources. Staff anticipates the Portland long term wholesale contract will be ready for public scrutiny soon. We also must make a decision soon on continuing our financial involvement in the Hagg Lake project with our JWC partners. We have revisited our supply contract with Lake Oswego and will be reviewing the potential for partnering with them in a future supply project. We also continue to work with our partners in the Willamette River Water Coalition to protect our water rights and monitor water quality issues in the river. All these projects have potential; some satisfy our long term goals, while some don't. Costs vary greatly and are very dependent on partnerships. Staff will also present current information regarding the status of our supply sources this summer, in light of the abnormal weather we have been experiencing. OTHER ALTERNATIVES CONSIDERED N/A VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY Current Vision Goals identify the desire to obtain a long term water supply as well as to increase capacity as stated under Urban and Public Services, Water and Stormwater, Goal #I: "Actively participate in regional development of drinking water sources and adequate innovative funding mechanisms to develop those sources.for Tigard users, while exploring local options for water reuse and groundwater source. " In addition, the current visioning process is recommending a more definitive goal: "Equity position in a regional water system by 2007." ATTACHMENT LIST N/A FISCAL NOTES N/A i S f i+ a4 Cityr of Tigard; .r a Longwterm V t_ -o~r Su_ -;pla Mv OF U5020 010 Y t April 12, 2005 u cis City of Tigard - City Council 3 Presented by: x j Dennis Koellermeier, Public Works Director u3~.. Chris Uber, P.E., Vice President, Murray, Smith & Associates, Inc. f i ~V = City of Tigard Vision Task Force > Sir k~a "Eauit Position in a Water Source b 2007" Y Y ~"t X5.1".SF? ~ a . z } I( 1,- i. I g x~l 74 City of Tigard Water SuPPIY April ,2, 2 Page 2 e 2 a CBE Kr : x I i~ Presentation Overview ~CIYYOF'T'IGARD k" System Overview f. O Water Purchase Options Brief Historical Overview 3!" r r. ; rc1 s,`O Water Demand Projections E~ O Long-term Supply Options Cost Review B. Evaluation Criteria ,r. O Question and Answer x, - April 12, 2005 € _ City of Tigard Water Supply Page 3 µ r µ ; City of Tigard Water System Overview (CITY OF TIGARD . t s O Distribution System Improvements 7v' O 550-foot Reservoir and Service Zone Improvements F.r O On-going System Improvements ASR Development Projects ti f~ O Long-term Water Supply Options F f f`r 3 %y y ; y s April 12, 2005 City of Tigard Water Supply Page 4 1 H s Nf l A46 ~ s r r FY 05/06 Water Purchase Options CaTV O FTIGARD Option 2: Min Option 3: Min Option 1: Meet Purchase; LO @ 2.5; Purchase; LO @ 2.5; Min Purchase; LO JWC 1000 AF JWC 500 AF Summer Source CCF Required @ 2.5 mgd (CCF) Summer (CCF) (CCF) »wr ;p Portland: Day-to-day 1,888,600 1,888,600 1,888,600 1,888,600 ,-3 Lake Oswego 1,219,920 1,219,920 1,219,920 JWC 0 435,600 217,800 t TVWD 40,000 40,000 40,000 40,000 Well #2 70,000 70,000 70,000 70,000 ASR Inj.: Assume from Portland 300,000 300,000 300,000 300,000 ASR Rec. 140,000 140,000 140,000 140,000 Estimated Total Demand 3,600,000 3,600,000 3,600,000 3,600,000 Actual Total 3,658,520 4,094,120 3,876,320 Actual -vs- Estimated % 102% 114% 108% Total from Portland 2,188,600 2,188,600 2,188,600 2,188,600 t rt ? ' , ' ( % of Demand From t} ` ` Portland 62.0% 62.0% 62.0% 62.0% Costs w/o Penalty Penalty 0 0 Cost w/ Penalty 0: 1 AA City of Tigard Water Supply April 12, 2005 5 s~: f City of Tigard Supply Source Development 15- Year Time-line ~ - ~ Bridgeport ~ "i Connection Bradley Comer Capacity Increase I ~ ~ E Willamette River + + Water Supply Plan Supply Preliminary Engineering ~ City Begins ASR No. 2 r , Report Discussions Operational y Begin with JWC Negotiations z F with Lake City Residents Oswego Approve Requiring ASR No. 1 Public Vote for Use Operational of Willamette Source t Baylor Street Tigard Joins Connection JWC 0, 1990 1994 1996 1997 1998 1999 2000 2001 2002 , 2003 2004 2005 2006 Beaverton City Renews Water Tigard Joins Local Intertie Discussions a i Supply Providers Evaluating a with Lake a Plan Willamette River Supply Oswego Update s Implementation Phase l Bull Run Plan for the fi Negotiations Regional Water City Joins Regionalization with Lake Supply Plan Clackamas Formation of a Talks End 8~ f:'• Oswego End River Water Proposed Bull Portland Continues Run Regional Supply Drinking Water Contract Consortium Agency Negotiations with Wholesalers Discussions with x Clackamas Supply s Water • "~,~r supply studies Consortium End ? £ t~:"` Capacity increase through new or existing interties and ASR capacity increases Water supply negotiations or group formation Other events April 12, 2005 MSA City of Tigard Water Supply Page 6 I 28.0 I Long-Term Supply Bradley Corner - City of Portland Supply Connection 27.0 Baylor Street - TVWD Supply Connection Bridgeport - City of Tualatin Supply Connection 26.0 Proposed WCSL Intertie O City of Beaverton Connections 25.0 D Bonita Road Pump Station - Lake Os%+go Connection ASR Well No. 1 24.0 D ASR Well No. 2 G 01- Future ASR Well Nos. 3 and 4 23.0 0 Groundwater Supply Maximum Day Demand (MDD) in Million Gallons per Day (mgd) 22.0 Average Day Demand (ADD) in Million Gallons per Day (mgd) 21.0 - 20.0 MDD High Estimat MDD Low Estimate 19.0 18.0 17.0 ^a . U16.0- 15.0 a~ 14.0 13.0 0 12.0 - W 11.0 i. ~I f/ ti4 10.0 9.0 8.0 7.0 6.0 5.0 - 4.0 3.0 ; 2.0 1.0 0.0 - 2000 2005 2010 2015 2020 2025 Year Perspective Overview - City of Portland City of Tigard - Long-term Water Supply Overview - . April 2005 MSA 1.111 M ,rte s a a At uE. r " F f~-, K f4 f' + r w 0 as 14-1 ~4 a 2T- 9 44 a ry IMF n f " W. Jai r a bb r` ~ ~ ~y' q , `~Y ,.a6Y*'_ Y,r- ypS•~ c a ,~yr ~ .a . r~ ~ ~s , ; ~ / t • mss. A_ N •A :f a a' , Y ~ e er= - •:.yy'VIM, ABHREVIAITONS _ ~ a~ ~1""~ • `.a.'" CM CLACKAMAS H?rEA WATER PYRNO P'OWEl1 VALLEY AoAO WATER osrwcr ~ _ RWD RALEIGH WATER MSTRCT TVWD TUALATH VALLEY WATER DSTACi ViC9. WASr J'iGTGN CCiJMY SUPPLY LINE WSWD WEST SLOPE WATER DSTRICT COPYFdQH(T ® 2002 BY City of Portland Supply TIGARD CITV OF • dry CSGaq a h A O Supply Connections O Bradley Corner - City of Portland O Baylor Street Reservoirs - Tualatin Valley Water District C2 i Yi~~ ~µr i}1' ` O Bridgeport Intertie - City of Tualatin 3 O Current Status Yi O Current agreement for supply expires June 2005 m r O Outlook for future additional supplies O Key Issues O Costs k• Capital and cost of water i a • Not SDC eligible ; . O Condition of agreement = O Outlook for City ownership 0- April 12, 2005 City of Tigard Water Supply Page 9 LEGEND 1 Perspective Overview - MAJOR Y PFM - - FROPOSM JWC/rn mvm Clackamas River Supplies -1 WSKSMN MAW BAMROAD GRD City of Tigard - Long-term Water Supply Overview V.-, M"M 41111- Ap612005 MSA " < ~L < i *11, - w d,+ 1✓~l' f ,'x•~'> „"mac s , ~ %,T' s✓F„:1,'✓'i a,A /~5, i~ 4,{, - _..rr--ti•'~ ~ ~ e/~"'~" N w~~ • ~y ~ "'•vb~'r it ";~...R C~~r_.. ,~,i.91 / yi y,''S.L„'F~•'Y" si ✓ .al i< - 5~," 'bF; H' 5s " ;'f2"/ 2,, ~b , „'"5~/",'•, :',''r' _ y><, - 3$ '/Y„'', ry~,~ 'r,/." oPa_"µ,. "w "i.„~'`b+x''•^ ,,f,:, ,'.*w Jr.aw6; ~t,'y ."°m/ ~,.~y/3iP"" /Y,Hin 'p"'.'T,rw«,~M 3_s 'cE=Y. j tl ~~F -low ~Y-r/•` bw is`~ .g rSir,, ,iy~z,,.>•.•.. 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"t£>., R HI 46 411 " x F tsk" , , f -e 'Al ,r ,a , COPYWQ+ir 0 2002 BY MO. mow" erY '°'°'t kt~''c 3 { Clackamas River Supply ` CIYt' OF YICvAAHR® Supply connections z: O Bonita Road Pump Station - City of Lake Oswego =i _ O Current status i ,s O Current agreement for supply O Outlook for future additional supplies a O Key issues O Advancing beyond preliminary discussions O Conditions of agreement O Cost O Outlook for City ownership O Water rights and water availability --jj h half k, F April 12, 2005 City of Tigard Water Supply Page 11 LEGEND - - - MA", SUPPLY PV 0 - Perspective Overview- - - - PROPOSED .AYC/HT1Sc0.R0/ A%0 Joint Water Commission Facilities CSS TRAUS oN MAN SAM ROAD GM City of Tigard - Long-term Water Supply April 2005 MSA rv - x ` , w„ , r , „ r s~ r, n ,se,vr, A" a AG ~ ~ a"N x9 „ s y 1F ;t of ~q k - .r' ~P" r,• ,,.i~Ay „«R, • > . g~.~ _ ~ " ` .."i'' s 'sue _ H,y~,~ ;.46h'.r; ~:4;:., e P, - a ' ~ 1.' ~,..r. r r` µ~``~;o^ ~,9K• ;;mss • ~ °,s , • ~ Y""~' '+r.l ~ ~ t ~ t ,.r ~ • ~ ~y -'F.r'~ <}n-,s. ..Y~- ,a .'sr~"'"'' ~ *^h ,.rte > a ~ ®E r ti SS fir, ; ",~,;>r<.,.c's•w : ',~yrsr++• •„7w::. ~ f4x k,~- :r'r-fit ._,~.a.'.r~•~- ,h+r •;y;x,' +o,. ~ ~;a ABBREYIAT10+3S w~<~ , yeti„,,, r,; ~^'C~~. ~ s~"%'T.`;y: : °°,~`.a..?~'..Y~' , y F.r„~J~F. s aLM JWC HLLSBORO/FOREST GROVE/SEAVERTON11 TUALATAI VALLEY WATER DISTFCCT .IOaft WATER COS.ACYJ :c',< a ds_ m:d•' e <4y,:z.s, ~wr rr.: TVtD TL'ALAM VALLEY IPRGATION DSTF„CT TVWD TUALA7N VALLEY WATER DISTFCCT t R a C '.Hr © 20rn eY ets, _i Joint Water Commission iCI a®sFTIGARD r O Supply connections t O City of Beaverton intertie(s) jzr } t, O Current status x3 F=Cy; O Current agreement for supply "r 1 O Outlook for future additional supplies O Key issues O Cost O System reliability O Schedule 'O Conditions of agreement O Outlook for City ownership YV, :ter +tW fi~T,. kr WSACity of Tigard Water Supply April P12, age 103 - perspective overview Willamette River Supply System City of Tigard - Long-term Water Su April 2005 f~'`t ~ C' ✓d 1 it ~ r• , , 4' t P F WILSONVILL f dy ^ f _ f Willamette River lih s~ r,5 f O Supply connections t °7 O No connection to Tigard's system n O Current status tl k= O City of Wilsonville supply since April 2002 k ' O Original construction included oversized facilities O Key issues O Public perception ' O Political considerations a O Public vote needed s ~n O Cost • Capital and cost of water 4: • SDC eligible 4 O Raw water quality I City of Tigard Water Supply April P12, age 05 Groundwater Supply Systems and = Local ASR Users City of Tigard - Long-term 9 CITY OF VANCOUVER Water SuPPiY April 2005 NS 41 CITY OF PORTLAND CITY OF CAMAS } CITIES OF FAIRVIEW, ROCKWOOD 0 WOODMILLAGE AND s? , ' / J WATER PUD TR00GALE ' , . 0 POWELL VALLEY ROAD WATER DISTRICT " ~ f ,/r CITY OF BEAVERTON ' 0 ' i ~•'i ; CITY OF MILWAUKIE f jfsJ' • SUNRISE WATER AUTNOAITY / TiGARD' f t•` 3 ~ . - ~ ~ CITY OF TUALATIN ~ ~ " ° i+"~ , • f`;-, LEGEND r • GROUNDWATER SUPPLY "i r j• er t!i•+ AQUIFER STORAGE 0 CITY OF SHERWOOQ - . • ~ • 1' !3 O AND RECOVERY (ASR) p. ! r ( WELLS _ DEVELOPING ASR` - - r r; N r1v- 10000 6000 0 1 200M i CITY OF NEWBERG 3CALE7IIN k'FET - ~ - - ' i v Local Groundwater and ASR ICIYV OFYIGdD u O Existing City Wells O Groundwater Limited Area ,Mv O No potential for expanded local supply f O Aquifer Storage and Recovery (ASR) O City of Tigard L} O City of Beaverton O City of Tualatin O City of Portland 3 x M01 a-- t c~ ~ 12, 2005 City of Tigard Water Supply April Page 17 s ~l OF IIV TIGAR F Tigard 's ASR System (CITY P4Li® 4n - O Important water management tool for the City 4 O ASR Well No. 1 - 1.0 mgd peak day production capacity ASR Well No. 2 O Estimated peak day production capacity - 2.5 mgd O Operational for the summer 2006 season k O Additional ASR Wells O Exploratory drilling for ASR No. 3 is planned O May add ASR No. 4 A O Ultimate estimated local capacity for ASR is 4 - 6 mgd ~i 3 L WL-- Q ~-A- = r° April 12, 2005 _ _ City of Tigard Water Supply Page 18 , 450 a~ ¢ Relative Cost of Long-term Supply 11 CITY OFTIGARD ~ Options Estimated Capital Cost f `y y s ' Scenario (millions of dollars) : - h Total TVWD Tigard Tualatin Beaverton Others City of Portland $517.1 $211.8 $48,3 $41.4 $24.7 $190.9 (w/Membrane Filtration) ' City of Portland $353.4 $171.8 $35.6 $26.4 $23.0 $96.6 (w/Ultra Violet Light Treatment) Joint Water $453.1 $75.8 $110.5 $43.5 $47.2 $162.7 Commission Willamette River $272.6 $200.5 $45,8 $27.3 $27.6 Supply r k~ Y , x, a April City of Tigard Water Supply Page 19 t garx E: Comparative Cost of Water ($/ccf) of C,TY®FTIG® z g Long-term Supply Options l x • rf 1 yl !F y ,-ujl f{ {Y. 3 t $2.33 $2.50 2.06 $1.80 $2.00 $1.50 $1.31 K r _ $1.00 $0.50 $0.00 City of City of Joint Water Willamette Portland Portland Commission Treatment (Membrane (Ultra Violet Plant ~M 'r Filtration) Treatment) { f . 12, - City of Tigard Water Supply April Pa 2e 20 9 Source Evaluation Considerations (CITY OF TIGARD TM , O Previously used Criteria s O Opportunities for City ownership of supply i` system s O Water supply agreements and contract- provisions 4r O Required improvements and estimated project costs O Estimated cost of water O Water rights t r w~ O Water quality O Supply implementation timing _ O Certainty of supply kt x ~'k Xt ~ k I April City of Tigard Water Supply 12, 2005 Page 21 Weighted Criteria Summary SAMPLE #N i40r 0 0 0 0 Criteria ~o Q V s~ O O O O O Weighted Score 74 106 93 93 83 1. Criteria A a. Element I ✓ ✓ 2 1 5 3 4 b. Element II ✓ 1 1 1 2 1 c. Element III ✓ 2 5 1 4 3 2. CriteriaB a. Element 1 ✓ 2 4 5 3 2 b. Element 11 ✓ 0 1 0 1 0 c. Element 111 ✓ 1 0 0 2 1 d. Element IV ✓ 0 1 1 1 1 3. Criteria C a. Element 1 ✓ ✓ 1 2 1 0 1 b. Element 11 ✓ 3 4 5 1 2 4. Criteria D a. Element 1 ✓ 0 2 5 2 1 b. Element II ✓ 2 0 5 2 1 5. Criteria E ✓ 1 1 2 2 _ 2 6. Criteria F _ a. Element I ✓ 1 2 1 2 1 b. Element 11 - ✓ ✓ 2 2 2 - 2 1 c. Element III ✓ ✓ 2 1 1 2 1 7. Criteria G ✓ ✓ 2 3 0 2 4 1-7 Fea'iG {fig`- ~ / Potential Next Steps & Summary ICITVOFTIG RD O Continue, ongoing participation in Portland contract negotiations ~t O Continue consideration of other options O Continue to gather and generate data and information on x options ;.s O Consider and develop evaluation and selection criteria O Act as needed to advance or discontinue consideration of 'I option or option(s) r- y-. 1 ~ S III i aApril 12, 2005 City of Tigard Water Supply Page 23 ` LJ Question and Answer. Session 3 ~ +Y~ l~y ! j l ~N VI ~w 14 3 Ey :~Z~ttNk•:. i 0. 4- -04c, a d~ April 12, 2005 - M..SCity of Tigard Water Supply Page 24 AGENDA ITEM # FOR AGENDA OF April 12, 2005 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE A Resolution Directing the Preparation of a Preliminary Engineer's Report for the Proposed SW 79`h Avenue Local Improvement District PREPARED BY: G. Berk DEPT HEAD OK CITY MGR OK ISSUE BEFORE THE COUNCIL Shall the City Council approve a resolution directing the preparation of a Preliminary Engineer's Report for the proposed SW 79`h Avenue Local Improvement District (LID) and further directing the establishment of the funding mechanism for the preparation of the report? STAFF RECOMMENDATION Staff recommends that City Council approve, by motion, the attached resolution directing the preparation of the Preliminary Engineer's Report for the SW 79`h Avenue LID and directing the establishment of a funding mechanism for the preparation of the report. INFORMATION SUMMARY The proposed LID would improve SW 79`h Avenue (a neighborhood route) from just north of Gentle Woods Drive to Bonita Road. Improvements would include pavement widening, curbs, sidewalks, as well as storm and sanitary sewers, constructed to neighborhood route standards in accordance with the Tigard Transportation System Plan. In addition, excessive vertical curves will be realigned to improve travel and visibility. A Preliminary Evaluation Report was submitted to the City Council at its March 8, 2005 meeting. The report concluded that the proposed LID appears feasible, offered two alternative project scopes, and recommended that the City Council take the next step in the LID formation process by authorizing the preparation of a Preliminary Engineer's Report. City Council expressed a preference for the alternative that extends full-width street improvements from the Leiser Park subdivision to the southern LID boundary at the Gentle Woods subdivision and half-width improvements north of the Leiser Park subdivision to Bonita Road. The attached proposed resolution directs the Engineering staff to proceed with the preparation of the Preliminary Engineer's Report for the proposed LID. It further directs the establishment of the funding mechanism in the amount of $60,000 as the anticipated expenses during the remainder of FY 2004-05 and authorizes the Gas Tax Fund as the funding source. OTHER ALTERNATIVES CONSIDERED None VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY The proposed improvements to SW 79`h Avenue meets the Tigard Beyond Tomorrow goals of Improve Traffic Safety and Improve Traffic Flow by providing sidewalks for pedestrian safety, improved visibility and improvements to the northern half of a neighborhood route that connects Bonita Road and Durham Road. ATTACHMENT LIST Attachment 1. Proposed Resolution directing the Engineering staff to proceed with the Preliminary Engineer's Report Attachment 1.1 Preliminary Evaluation Report for the SW 79`h Avenue LID (4 pages) FISCAL NOTES The amount of $60,000 would provide sufficient funding during the remainder of FY 2004-05 to allow for the preparation of the Preliminary Engineer's Report, including engineering plans in sufficient detail to provide reliable cost estimates and to meet requirements for various permit applications. Any funding required in FY 2005-06 to continue the work would be budgeted in the FY 2005-06 Capital Improvement Program. The Gas Tax Fund is the designated source of funds for the preparation of the report. All costs incurred in the preparation of the report and the formation of the district would be included in the LID costs and would be reimbursed to the Gas Tax Fund if the LID is formed and improvements are constructed. 1Aerq\greU\11&sw 79th avlsw 79th pre report ais.doe City of Tigard !t l Proposed Local ~ Improvement District for 79th Avenue Improvements 1f # April 12, 2005 x 7911 Avenue • Neighborhood route • Connects Bonita Road and Durham Road ` OSags and crests on the north half require vertical realignment • Existing street is extremely deteriorated-needs reconstruction 3. • Lacks sidewalks and shoulders 2 s Y Vicinitv Mar) (PROPOSED) sf LOCAL IMPROVEMENT DISTRICT 79TH AVE AERIAL PHOTO' BONITA RAD, 79`" AVE { r GENTLE WOODS DR } I IN Will INA 3 ~t tv tw~~ m I z 3 a y.. ol b ' k Mimi ..:,.~.:....r,.w _ .:...a...,~-w...,~..~sC '~.:~»xs..usr_~s»..-..~.,. .wk,.: .x. I i ..~~:~:.~r_-:L>a:.-:T_rN,.. n:,.t.. u. ~o-,.i.:- n.... r._:„ ~,...:,,....-.,,,.,+•.a:crr..:Mas..-..;>fe»'a:-.~:a...e.~;...~.a.c::~:..,..+. - ....,i_. era...,veirb,~..~............,.. , _ , _ . ' Photos of the Street T 1 qd ;-3.'//NY. ?i,'.~.a" k~. " V% ff a r§:y Pare r st { 8 gem' is e s+ • ":"..t,r. ,;may' r-`~ • ~i '~.a; a r' . 79th northbound to Bonita Road 5 , Photos of the Street 79th looking north to Bonita .r,.-Z 1~,,. 1♦ S. _ 7f "v ~j.§~rorW i~ f ~ S 4 .{\Ib d y..., r 71, " 4,50-M ti '^'fis•M, ~~h ,~y. •~¢$`,s';.r„ •~"c.-'l~,a%°~: =>F~;' ,f~„.. ~ _ Ilk ' ~a 7 a„ "r ? `=s're r~ -,,r' 4 ,,sM; - ~ ~ ' t MT ,~`"r•J„ w~ w,.~ ~ ~ yy-. rC" r~ "~~;;"'yr'„yY„~~M, v-• 4~, •i,,. M;" r ,3i ~ v ~•r;vq,'~ ~ , . - fir,. - .Y m ..w, , fit, r•,' i 6 Proposed LID Formation K • Proposed development requests 4 an LID i • An LID would construct full street ;improvements to: Resolve vertical alignment problems ► Accommodate pedestrians and bicyclists wE ~ ► Permit land acquisition for widening a i LID Process 1 *Preliminary Evaluation Report K Preliminary Engineer s Report ntention to form • of i Declaration I -the district 149 1 t, Ila • District formation truction of Improvements s • Cons • Spreading of assessments by F . ordinance g a 41~ Alternatives Considered } R Attachment I F (PROPOSED) ALTERNATIVES FOR LOCAL IMPROVEMENT DISTRICT .'z 79TH AVENUE Alternative # i Alternative # 2 58% of LID Approves 62% of LID Approves BONITA RD TL,3900 BONITA RD TL 3900 iu C 14970 1.467p F1 147326: 14790 14725 94790 S S $ S " 14,840 14840 s . s I r230 TL 1500 K 14985 14955 S S S NORTH Legend: i' LID Approval Confirmed LID Approval Undetermined LID Non-Remonstr ance Agreement F TL Tax Lot Number i', Lot Address S Sewer Connection Needed 3 a' Preliminary Evaluation Report • Preliminary Evaluation Report } presented to Council on March 8, s 2005 !s • Report indicates an LID is feasible Council directed the preparation of a Preliminary Engineer's Report • Resolution is submitted for Council t consideration directing preparation of the report 10 i i ex Step Report •rell •minarY Engineers f ~ would establish: Scope of work 4 / ► Proposed district boundaries { ► Estimated costs e ► Other relevant information 1 Ynmendation for approva ► Reco 'bons or denial approval with conditions 11 Estimated Costs z ~s • $60,00'0 needed till end of FY 2004-05 • All costs incurred in the preparation of the report would be included in the assessments i ~ *Project is included in the FY 2005-06 CIP • LID Improvements will be designed and a constructed if LID is formed Y'. 12 i i I i 4 Recommendations • That Council continue the LID formation Process by Approving the resolution to prepare } a Preliminary Engineer's Report r£. I ► Authorizing the establishment of a funding mechanism for the report ,t using Gas Tax Fund as the funding a3 source 13 L AGENDA ITEM # FOR AGENDA OF Ari112,2005 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE A Resolution Approving Budget Amendment #12 to the FY 2004-05 Budget to Increase Appropriations in the Gas Tax fund for the 79`x' Ave LID PREPARED BY: Tom Imdiek DEPT HEAD OK CITY MGR OK u ISSUE BEFORE THE COUNCIL Should the City Council approve Budget Amendment #12 to the FY 2004-05 Adopted Budget to increase appropriations in the Gas Tax Fund for the funding of the Preliminary Engineer's Report for the proposed 79`h Ave. LID. STAFF RECOMMENDATION Staff recommends approval of Budget Amendment # 12. INFORMATION SUMMARY On March 8, 2005, the City Council considered a proposed local improvement district (LID) to improve SW 79"' Ave. from SW Bonita Rd. to just north of Gentle Woods Drive. At that time, the City Council directed staff to prepare the necessary steps for Council to approve the preparation of a Preliminary Engineer's Report for the proposed district. Assuming that the City Council approved the related agenda item on the April 12, 2005 business meeting, this budget amendment would establish the funding for the Preliminary Engineer's Report. The purpose of the report is to define the scope of the proposed project including the boundaries, required improvements, estimated cost, and a method of spreading the cost among the property owners in the district. The report is expected to be available to the City Council for considerations at the June 14, 2005 meeting. If approved, a Declaration of Intention to form the district will be prepared for City Council consideration and the plans and specifications would then be completed. During the current fiscal year, the Preliminary Engineer's Report, including sixty percent complete plans and specifications, is estimated to cost $60,000. This budget amendment would establish the appropriation necessary for funding the preparation of the report. Once the LID is formed and the project completed, the cost of the this report would be in included in the final assessment to the property owners and the Gas Tax Fund would be reimbursed for this expense. During the FY 2005-06 budget process, the creation of a 79`x' Ave LID Fund will be proposed and all future funding for the project would be accomplished through that fund. OTHER ALTERNATIVES CONSIDERED Do not approve the budget amendment. VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY N/A ATTACHMENT LIST Resolution, including Attachment A. FISCAL NOTES This action would transfer $60,000 from the Gas Tax Contingency for the funding of the Preliminary Engineer's Report for the proposed 791h Ave LID. AGENDA ITEM # 9 FOR AGENDA OF April 12, 2005 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE A Resolution Granting an Exemption from Property Taxes Under Tigard Municipal Code Section 3.50 for Three Non Profit Low Income Housing Projects Owned and Operated by Community Partners for Affordable Housina(CPAH) and One Housing Project that is Operated by Tualatin Valley Housing Partners (TVHP). PREPARED BY: Tom Imdiek DEPT HEAD OK CITY MGR OK I NJ ISSUE BEFORE THE COUNCIL Shall three low-income housing projects owned and operated by the Community Partners for Affordable Housing (CPAH) and one housing project that on or before July 1, 2005 Tualatin Valley Housing Partners (TVHP) will be the Managing General Partner be exempted from City of Tigard property taxation for 2005? STAFF RECOMMENDATION Staff recommends approval of this resolution. INFORMATION SUMMARY Tigard Municipal Code 3.50 allows certain organizations providing low income housing to be exempted from Tigard property taxation upon application by March 1 of each year and a demonstration of compliance with certain criteria listed in the Code. Community Partners for Affordable Housing (CPAH) owns and operates Greenburg Oaks (formerly Villa La Paz), located at 11875 SW 91St Avenue in Tigard. CPAH also owns a single family house located at 9330 SW Tangela Ct. in Tigard, and also a low-income housing project on SW Hall Blvd. known as the Village at Washington Square. These projects are operated as low-income housing and meet all criteria listed in Tigard Municipal Code. CPAH submitted the three applications for exemption from 2005 property taxes on February 16, 2005 which is well within the March 1 deadline. All three properties were exempted from property taxation in 2004. This year, the City for the first time, has received an application from Tualatin Valley Housing Partners (TVHP) for a City low-income housing tax exemption for the 119-unit Hawthorne Villa, located at 7705 SW Pfaffle Street in the unincorporated Metzger area. On or before July 1, 2005, TVHP will become the Managing General Partner for this property. Given that the current management arrangement is a for-profit entity, the tax exemption approval should be contingent upon the formal amendment of the partnership agreement whereby TVHP becomes the Managing General Partner and the registration change is filed with the Secretary of State's Office. The attached resolution gives consent from the City of Tigard for this tax abatement. Under state law, CPAH and TVHP must receive similar approval from jurisdictions accounting for 51% (or more) of the total property taxes to be levied on these properties. CPAH and TVHP will also make application to the other taxing units. OTHER ALTERNATIVES CONSIDERED Do not approve this tax exemption. VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY N/A ATTACHMENT LIST Resolution Three applications from CPAH. One application from TVHP. Memo from Duane Roberts regarding CPAH's and TVHP's applications meeting TMC criteria. FISCAL NOTES The estimated assessed value of the four properties and the estimated impact of an exemption from City of Tigard property taxes are shown below. Estimated City of Tigard City of Tigard Assessed Tax Rate Property Tax Total Tax Rate Total Property Property Value (Permanent Rate Impact Tax Impact Only Village at $2,437,078* $2.51/$1,000 $6,117 $16.31/$1,000 $39,749 Washington Square Single Family $166,069* $2.51/$1,000 $417 $16.31/$1,000 $2,709 Home - 9330 SW Tangela Ct. Greenburg Oaks $2,834,547* $2.51/$1,000 $7,115 $16.31/$1,000 $46,231 Hawthorne Villa $2,283,250** $2.51/$1,000 $5,731 $16.31/$1,000 $37,240 Total Impact $19,380 $125,929 * Because these properties have been exempted from property taxation in the past, Washington County does not show a current assessed value. This figure is an estimated value based on data from the County and CPAH. Based on current assessed value. CITY OF TIGARD Community Development Shaping A Better Community MEMORANDUM CITY OF TIGARD TO: Tom Imdieke FROM: Duane Roberts DATE: 3/14/05 SUBJECT: Applications for Tax Abatement The Tigard-based Community Partners for Affordable Housing (CPAH) has submitted separate applications for low-income housing tax exemptions for the three properties it owns and manages inside the City. The three include the 26- unit Village at Washington Square, the 84-unit Greenburg Oaks (formerly, Villa La Paz), and a four-bedroom single family house located two blocks from the Greenburg Oaks units. TMC 3.50.020, "Nonprofit corporation low income housing; exempt criteria", provide standards for considering exemption requests. These criteria and whether and how the CPAH applications meet each criterion are reviewed below. 1. The property is owned or being purchased by a corporation that is exempt from income taxes under section 501(c) (3) or (4) of the Internal revenue Code A copy of an Internal Revenue Service letter, dated March 11, 1999, verifies that CPAH qualifies as a 501(c) organization. 2. Upon liquidation, the assets of the corporation are required to be applied first in payment of all outstanding obligations, and the balance remaining, in cash and in kind, to be distributed to corporations exempt from taxation and operated exclusively for religious, charitable, scientific, literary or educational purposes or to the State of Oregon. The list of submittal requirements under TMC 3.50.040 does not include any reference to information on asset liquidation, and the CPAH applications do not contain any such information. The director has verbally confirmed to staff that the organization's incorporation papers do, if fact, include a provision of this kind. 3. The property is occupied by low income persons. The TMC defines low income as household income at or below 60% of area median. According to the CPAH submittals, in the case of all three of its projects, tenant income is verified upon application and is re-certified on an annual basis. Household income at or below 60% of median is the cut-off for continued eligibility. According to data provided by CPAH, the current Average Family Income of all Greenburg Oaks and Village at Washington Square tenants taken together is 35% and 37% of median, respectively. 4. The property or portion of the property receiving the exemption, is actually and exclusively used for the purposes described in section 501 (c) (3) or (4) of the Internal Revenue Code The applications certify and a staff visit to the two apartment complexes confirms that all the property is exclusively used for the intended purposes. 5. The exemption has been approved as provided in section 3.50.050 This criterion relates to the required City process for handling exemption requests. Conclusion: CPAH-owned properties have qualified for tax abatement each year since 1996. According to the applications submitted for FY 05/06 abatement, no change in circumstances have occurred that would disqualify the non-profit housing provider from continuing to receive the exemption. The "Affordable Housing Program", adopted 9/03 as "a complete and official statement of the City's overall affordable housing program", includes tax abatement as one of the City's strategies for facilitating affordable housing in the community. Its purpose is to allow the operators of low-income housing to decrease annual operating expenses, thereby allowing them to serve lower- income households. As such, granting the exceptions to CPAH would be consistent with the applicable TMC standards and also with the adopted City housing policy. . ;MCtD? F E8 s CU FOR AFFORDABLE HOUSING, INC. , I..~~ • PO Box 23206 • Tigard OR 97281-3206 • Te1:503.968.2724 • Fax:503.598.8923 • www.cpahinc.org • info@cpahinc.org City of Tigard Application for TW1- Fdnay 16, 2005 Greenburg Oaks (formerly Villa La Paz) Apartments 11875 SW 91 stAvenue, Tigard ° A. Property Description B. Project's Charitable Purpose C. Certification of Resident Income Levels D. How Tax Exemption Will Benefit Residents E. Tax Exempt Status F. Verification of Information G. IRS Letter A. Property Description Greenburg Oaks Apartments (Tax account # R-276472),11895 SW 91" Avenue, is just off Greenburg Road and Pacific Highway. The complex consists of 84 units in four buildings: 12 one-bedroom/one-bath 564 square foot units, 60 two-bedroom/one-bath 839 square foot units, and 12 three-bedroom/one-bath 1,007 square foot units. In 1998, CPAH added a community facility to the complex. The center houses a computer center, library, multipurpose room and property management office. The site sits on 3.01 acres. Legal Description: The site is located in the southeast'/4 of Section 35, Township I South, Range I West (Willamette Meridian). Tax Lot: The Washington County Map shows the site as tax lot 23-74-2000, Parcels I, 11, and U1. B. Project's Charitable Purpose The mission of Community Partners for Affordable Housing, Inc. (CPAH) is to promote a healthy community through the development of: permanent affordable housing, sustainable economic growth, and community-based partnerships. CPAH's acquisition and renovation of the complex has ensured that the previously neglected property has been professionally managed as safe, decent, and affordable housing for families with a shrinking number of housing options. Our property has significantly reduced the housing burdens of our families. The efficient delivery of our services has improved the health and prospects of all household members, and served to break the multi-generational cycles of poverty. CPAH's commitment to 40 years of affordability for those at 50 and 60% of median income guarantees that these apartments will be affordable effectively for the life of the buildings. CPAH maintains active partnerships with the Tigard Police Department, Tualatin Valley Fire & Rescue, Tigard Libraries, and the Tigard School District to enhance the safety and quality of life for residents and to be sure that our programs are well-coordinated with other community resources. Partnerships with Community Action Organ ization/Neighborshare and Portland General Electric for significant weatherization improvements have resulted in reduced utility bills for families residing in the complex. CPAH works closely with Community Action amd other organizations to provide information and referral as well as emergency services like food boxes and rent and utility assistance. Coordination agreements with social service programs such as HopeSpring (a partnership of Lutheran Family Services, Centers, Community Action Organization, Good Neighbor Center, Luke-Dorf, and Lifeworks NW enhance ongoing case management and link stable housing with successful program outcomes. The Community Center at Greenburg Oaks is the focal point of the support, skill building, and community building activities offered by CPAH through its resident services programs. CPAH's on-site six-computer learning center is used by youth for homework, research, e-mail, and educational games; and by adults for job search activities and Internet access. The Tigard Library has twice obtained grant resources to purchase children's material for our on-site library. In the past year, CPAH has offered a variety of adult services as well. These include classes in support of parenting skills, budgeting and other financial literacy skills, and nutritional shopping APPLICATION FOR TAX ABATEMENT PAGE 2 OF 3 and cooking. The community center is also host to a number of general community activities including rent readiness courses, Hopespring parenting classes, financial literacy classes, parenting safety skills and budget and nutrition classes. The community center hosts weekly meetings for AA, NA, and Alanon groups. C. Certification of Resident Income Levels Resident income levels are verified upon application for tenancy and are recertified each year. CPAH has covenants with the state and with Washington County to use the property exclusively for low income rentals for a period of at least 40 years. These covenants require that all households have earnings at or below 60% of the area median income. Some units are restricted to households earning at or below 50%. We certify that all residents served by this property earned at or below 60% of the Area Median Income. D. How Tax Exemption Will Benefit Residents 100% of the property tax exemption is a direct subsidy for the residents. Every dollar reduction in operating costs is passed on as a reduction in the scheduled rents. Some costs, such as the cost of operating our youth programs, must be funded from outside sources. Without property tax abatement, we would have to shift some of our fundraising efforts from developing sources for these programs and use them instead to cover basic operations. It can be argued that using property tax revenues to subsidize well managed affordable housing units results in a net savings of public resources. Fewer and less-severe police calls, healthier students, and stably housed social service consumers, all provide a direct reduction in the demand for government funded services. E. Tax Exempt Status CPAH is general partner of the Villa La Paz Limited Partnership, a single asset entity established for the purpose of acquiring the apartments and qualifying for low-income housing tax credits. CPAH's IRS Determination Letter is attached. CPAH undergoes a full audit of its books annually, as does Greenburg Oaks. Both the State of Oregon Housing and Community Services Department and the U.S. Department of Housing and Urban Development review the project and resident files annually. F. Verification of Information I hereby certify that the information in this application for tax abatement is accurate and complete to the best of my knowledge. Income Property Management Company performs day-to-day management of the property and is responsible for certifying income levels of each resident for compliance with program guidelines. Martin Soloway, Deputy Director, Housi g ate APPLICATION FOR TAX ABATEMENT PAGE 3 OF 3 INTERNAL REVENUE SERVICE DEPARTMENT OF THE TREASURY DISTRICT DIRECTOR P. 0. BOX 2508 CINCINNATI, OH 45201 Employer Identification Number: Date: 93-1155559 VAR ) i )N9 DLN: 17053030720009 COMMUNITY PARTNERS FOR AFFORDABLE Contact Person: HOUSING THOMAS E O'BRIEN ID# 31187 PO BOX 23206 Contact Telephone Number: TIGARD, OR 97281-3206 (877) 829-5500 Our Letter Dated: February 1995 Addendum Applies: No Dear Applicant: This modifies our letter of the above date in which we stated that you would be treated as an organization that is not a private foundation until the expiration of your advance ruling period. Your exempt status under section 501(a) of the Internal Revenue Code as an organization described in section Sol(c)(3) is still in effect. Based on the information you submitted, we have determined that you are not a private foundation within the meaning of section 509(a) of the Code because you are an organization of the type described in section 509 (a) (1) and 170 (•b) (1) (A) (vi)'. Grantors and contributors may rely on this determination unless the Internal Revenue Service publishes notice to the contrary. However', if you lose your section 509(a)(1) status, a grantor or contributor may not rely on this determination if he or she was in part responsible for, or was aware of, the act or failure to act, or the substantial or material change on the part of the organization that resulted in your loss of such status, or if he or she acquired knowledge that the Internal Revenue Service had given notice that you would no longer be classified as a section 509(a) (1) organization. If we have indicated in the heading of this letter that an addendum applies, the addendum enclosed is an integral part of this letter. Because this letter could help resolve any questions about your private foundation status, please keep it in your permanent records. If you have any questions, please contact the person whose name and telephone number are shown above. Sincerely yours, District Director Letter 10.50 (DO/CG) • i FOR AFFORDABLE HOUSING, INC. PO Box 23206 • Tigard OR 97281-3206 • Tel:503.968.2724 • Fax:503.598.8923 • www.cpahinc.org • info@cpahinc.org e R 9 City of Tigard MC Apoft 10on forTavcAb~ement February 16, 2005 Village at Washington Square 11157-11163 SW Hall Boulevard, Tigard A. Property Description B. Project's Charitable Purpose C. Certification of Resident Income Levels D. How Tax Exemption Will Benefit Residents E. Tax Exempt Status F. Verification of Information G. IRS Letter A. Property Description Village at Washington Square is located at 11157-11163 SW Hall Boulevard, between SW Spruce and SW Pfaf le in Tigard. The site is located within the Washington Square Regional Center and is proximate to many employment opportunities as well as public transportation and other services. The Village at Washington Square includes three residential buildings with a total of 26 dwelling units, and a community building, all arranged around a central courtyard/play yard. The project includes one studio, seven one-bedroom, five two-bedroom, seven three-bedroom and six four-bedroom units. Eleven of the units are traditional apartments, while the other 15 are townhouse style homes with entrances on the second floor. The project includes a small green space with benches, a path and a butterfly garden. The total site sits on .84 acres. Legal Description: Partition Plat 1998-038, Lot 1 and Partition Plat 1998-038, Lot 2 in the City of Tigard, County of Washington, State of Oregon Tax Lot: 1S135DA (04600 & 04700) B. Project's Charitable Purpose The mission of Community Partners for Affordable Housing, Inc. (CPAH) is to promote a healthy community through the development of. permanent affordable housing, sustainable economic growth, and community-based partnerships. The Village at Washington Square was the first addition of affordable units to the Tigard housing stock in a decade. The 26 units are priced to be affordable to very low-, low- and moderate- income residents on effectively a penmanent basis. CPAH has entered into covenants with the state and Washington County to preserve The Village at Washington Square as affordable housing for a minimum of sixty (60) years. These covenants are recorded with the title of the property and require that rents will be affordable to households at 30%, 45% and 60% of area median income and significantly below market rents. Half of the units are three and four bedroom units to allow us to serve large low-income families who have often been unable to find larger, affordable units in Tigard. CPAH maintains active partnerships with the Tigard Police Department, Tualatin Valley Fire & Rescue, Tigard Libraries, and the Tigard School District to enhance the safety and quality of life for residents and to be sure that our programs are well-coordinated with other community resources. CPAH works closely with Community Action and other agencies to provide information and referral as well as emergency services like food boxes and rent and utility assistance. Coordination agreements with social service programs such as HopeSpring (a partnership of Lutheran Family Services, Centers, Community Action Organization, Good Neighbor Center, Luke-Dorf, and Lifeworks, NW enhance ongoing case management and link stable housing with successful program outcomes. The Community Center at The Village at Washington Square is the focal point of the support, skill building, and community building activities offered by CPAH through its resident services programs. CPAH's on-site three-computer learning center is used by youth for homework, research, e-mail, and educational games; and by adults for job search activities and Internet access. APPLICATION FOR TAX ABATEMENT PAGE 2 OF 3 In the past year, CPAH has offered a variety of adult services as well. These include Neighborhood Watch, classes in support of parenting skills, budgeting and other financial literacy skills, and nutritional shopping and cooking. The center is also host to weekly HopeSpring self- sufficiency classes. The Village at Washington Square is located within a census tract (309) which has a higher than average concentration of low-income rental households. The number of residents without a high school diploma is notably higher than for Tigard as a whole (15% vs. 9%). This area boasted the second highest concentration of children under 9 of the eight census tracts in Tigard. While this area represents 9% of Tigard's population base, it is home to nearly 16% of the city's minority households. C. Certification of Resident Income Levels Resident income levels are verified upon application for tenancy. Residents may remain in their units as long as they income qualify at entry. Rents are well below the market for the area. We certify that all residents served by this property earned at or below 60% of the AM]. D. How Tax Exemption Will Benefit Residents 100% of the property tax exemption is a direct subsidy for the residents. Every dollar reduction in operating costs is passed on as a reduction in the scheduled rents. Some costs, such as the cost of operating our youth programs, must be funded from outside sources. Without property tax abatement, we would have to shift some of our fundraising efforts from developing sources for these programs and use them instead to cover basic operations. It can be argued that using property tax revenues to subsidize well managed affordable housing units results in a net savings of public resources. Fewer and less-severe police calls, healthier students, and stably housed social service consumers, all provide a direct reduction in the demand for government funded services. E. Tax Exempt Status CPAH is the general partner of the Village at Washington Square Limited Partnership, a single asset nonprofit corporation. CPAH's IRS Detennination Letter is attached. CPAH undergoes full audit of its books annually, as does the Village at Washington Square. The State of Oregon Housing and Community Services Department and the U.S. Department of Housing and Urban Development review the project and resident files annually. F. Verification of Information I hereby certify that the information in this application for tax abatement is accurate and complete to the best of my knowledge. Income Property Management Company performs day-to-day management of the property and is responsible for certifying income levels of each resident for compliance with program guidelines. --Va,/o Martin Soloway, Deputy Director, Hou ing Date APPLICATION FOR TAX ABATEMENT PAGE 3 OF 3 INTERNAL REVENUE SERVICE DEPARTMENT OF THE TREASURY DISTRICT DIRECTOR P. O. BOX 2508 CINCINNATI, OH 45201 Employer Identification Number: Date: 93-1155559 MAR ) 1 INS DLN: . 17053030720009 COMMUNITY PARTNERS FOR AFFORDABLE Contact Person: HOUSING THOMAS E O'BRIEN ID# 31187 PO BOX 23206 Contact Telephone Number: TIGARD, OR 97281-3206 (877) 829-5500 Our Letter Dated: February 1995 Addendum Applies: No Dear Applicant: _ This modifies our letter of the above date in which we stated that you would be treated as an organization that is not a private foundation until the expiration of your advance ruling period. Your exempt status under section 501(x) of the Internal Revenue Code as an organization described in section 501(c)(3) is still in effect. Based on the information you submitted, we have determined that you are not a private foundation within the meaning of section 509(a) of the Code because you are an organization of the type described in section 509(a)(1) and 170 (b) (1) (A) (vi)'. Grantors and contributors may rely on this determination unless the internal Revenue Service publishes notice to the contrary. However, if you lose your section 509(a) (1) status, a grantor or contributor may not rely on this determination if he or she was in part responsible for, or was aware of, the act or failure to act, or the substantial or material change on the part of the organization that resulted in your loss of such status, or if he or she acquired knowledge that the Internal Revenue Service had given notice that you would no longer be classified as a section 509(a) (1) organization. If we have indicated in the heading of this letter that an addendum applies, the addendum enclosed is an integral part of this letter. Because this letter could help resolve any questions about your private foundation status, please keep it in your permanent records. If you have any questions, please contact the person whose name and telephone number are shown above. Sincerely yours, District Director Letter 1050 (DO/CG) F E B 2 3 2005 6 i f 1 1 f FOR AFFORDABLE HOUSING, INC. A r 1 PO Box 23206 • Tigard OR 97281-3206 • Te1:503.968.2724 • Fax:503.598.8923 • www.cpahinc.org • info@cpahinc.org City of Tigard AppicIion for Tax Abatement ®4 -K--c 6uw up, aw,3 Tangela Single Family Rental Home 9330 SW Tangela 1A. Property Description I B. Project's Charitable Purpose C. Certification of Resident Income Levels D. How Tax Exemption Will Benefit Residents E. Tax Exempt Status F. Verification of Information G. IRS Letter A. Property Description Community Partners for Affordable Housing, Inc. acquired the single family "Tangela House" at 9330 SW Tangela in Tigard, on December 31, 1999, with assistance from the Washington County CDBG program and a loan from Washington Mutual Savings Bank. It is located just two blocks from CPAH's largest multifamily project, Greenburg Oaks (formerly Villa La Paz). The two story 1,916 square foot house sits on a 5,450 square foot lot and is zoned R-7 residential. CPAH converted an upstairs bonus room into a 5th bedroom and completed other necessary repairs after initial acquisition. Legal Description: Barbee Court, Lot 1, Tigard, County of Washington, State of Oregon. Tax Lot: 1 S 135DC-05300. B. Project's Charitable Purpose The mission of Community Partners for Affordable Housing, Inc. (CPAH) is to promote a healthy community through the development of: permanent affordable housing, sustainable economic growth, and community-based partnerships. CPAH acquired the four-bedroom single family home in order to assist the County and the Good Neighbor Center Shelter in meeting a "replacement unit" requirement triggered by the Uniform Relocation Act when the shelter acquired its current site and demolished a single family home housing a low-income family. CPAH completed needed repairs and upgraded the home to a five- bedroom dwelling, in order to provide a rare opportunity in our community - an affordable single-family rental house for a very large family. The current residents have been stably housed for more than three years, providing a home setting in a quiet residential neighborhood for this family to grow up in. The home is proximate to CPAH's Greenburg Oaks property, where management and resident services are available. The residents of this home are very low-income and eligible for services CPAH offers and coordinates. These services include a computer center, community room, neighborhood watch, Individual Development Account grants, and other programs. The resident services coordinator and property management staff visit the home on a regular basis to ensure that the property is well managed and to maintain an ongoing relationship with the residents. The home is located within a census tract (309) which has a higher than average concentration of low-income rental households. The number of residents without a high school diploma is notably higher than for Tigard as a whole (15% vs. 9%). This area boasted the second highest concentration of children under 9 of the eight census tracts in Tigard. While this area represents 9% of Tigard's population base, it is home to nearly 16% of the city's minority households. C. Certification of Resident Income Levels Resident income level is verified upon application, and must be less than 60% of the area's median income. Income is recertified annually. The current tenant holds a Section 8 certificate and is also recertified by the Housing Authority of Washington County for continuing APPLICATION FOR TAX ABATEMENT PAGE 2 OF 3 qualification for that program. We certify that all residents served by this property earned at or below 60% of the AMU. D. How Tax Exemption Will Benefit Residents 100% of the property tax exemption is passed on as a direct subsidy for the residents. Every dollar reduction in operating costs results in a reduction in the scheduled rents. Some costs, such as the cost of operating our youth programs, must be funded from outside sources. Without property tax abatement, we would have to shift some of our fundraising efforts from developing sources for these programs and use them instead'to cover basic operations. It can be argued that using property tax revenues to subsidize well managed affordable housing units results in a net savings of public resources. Fewer and less-severe police calls, healthier students, and stably housed social service consumers, all provide a direct reduction in the demand for government funded services. E. Tax Exempt Stahn CPAH is direct owner of the Tangela property and is a nonprofit 501(c)(3) organization. Our operations are audited annually to, among otlier things, confirm that we are in compliance with our charitable status and with requirements of the County grant and Washington Mutual loan documents. Verification of Information I hereby certify that the information in this application for tax abatement is accurate and complete to the best of my knowledge. Income Property Management Company performs day-to-day management of the property and is responsible for certifying income levels of each resident for compliance with program guidelines. ~1n' Martin Soloway, Deputy Director, Ho sing Date APPLICATION FOR TAX ABATEMENT PAGE 3 OF 3 INTERNAL REVENUE SERVICE DEPARTMENT OF THE TREASURY DISTRICT DIRECTOR P. O. BOX 2508 CINCINNATI, OH 45201 Employer Identification Number: Date: 93-1155559 IIAB ) 1~g DLN: 17053030720009 COMMUNITY PARTNERS FOR AFFORDABLE Contact Person: HOUSING THOMAS E O'BRIEN ID#! 31187 PO BOX 23206 Contact Telephone Number: TIGARD, OR 97281-3206 (877) 829-5500 Our Letter Dated: February 1995 Addendum Applies: No Dear Applicant : _ This modifies our letter of the above date in which we stated that you would be treated as an organization that is not a private foundation until the expiration of your advance ruling period. Your exempt status under section 501(a) of the Internal Revenue Code as an organization described in section Sol(c)(3) is still in effect. Based on the information you submitted, we have determined that you are not a private foundation within the meaning of section 509(a) of the Code because you are an organization of the type described in section 509(a) (1) and 170(b) (1) (A) (vi)'. Grantors and contributors may rely on this determination unless the Internal Revenue Service publishes notice to the contrary. However', if you lose your section 509(a) (1) status, a grantor or contributor may not rely on this determination if he or she was in part responsible for, or was aware of, the act or failure to act, or the substantial or material change on the part of the organization that resulted in your loss of such status, or if he or she acquired knowledge that the Internal Revenue Service had given notice that you would no longer be classified as a section 509(a) (1) organization. If we have indicated in the heading of this letter that an addendum applies, the addendum enclosed is an integral part of this letter. Because this letter could help resolve any questions about your private foundation status, please keep it in your permanent records. If you have any questions, please contact the person whose name and telephone number are shown above. Sincerely yours, District Director Letter 1050 (DO/CG) CITY OF TIGARD Community Development Shaping A Better Community MEMORANDUM CITY OF TIGARD TO: Tom Imdieke FROM: Duane Roberts DATE: 3/14/05 SUBJECT: Applications for Tax Abatement The Beaverton-based Tualatin Valley Housing Partners (TVHP) has submitted an application for a City low-income housing tax exemption for the 119-unit Hawthorne Villa, located at 7705 SW Pfaffle Street in the incorporated Metzger area. TMC 3.50.020, "Nonprofit corporation low income housing; exempt criteria", provide standards for considering exemption requests. These criteria and whether and how the TVHP application meets each criterion are reviewed below. 1. The property is owned or being purchased by a corporation that is exempt from income taxes under section 501(c) (3) or (4) of the Internal revenue Code A copy of an Internal Revenue Service letter, dated October 7, 1999, verifies that TVHP qualifies as a 501(c) organization. The property in question is owned by TVHP in partnership with a for-profit Limited Partner/Managing General Partner. A letter from the Executive Director (attached) states that TVHP is in the process of acquiring, the ownership interest held by the current partner. This interest appears to be limited to the management of the property. The completion of this transfer would establish TVHP as the sole owner and operator of the Hawthorne Villa complex. 2. Upon liquidation, the assets of the corporation are required to be applied first in payment of all outstanding obligations, and the balance remaining, in cash and in kind, to be distributed to corporations exempt from taxation and operated exclusively for religious, charitable, scientific, literary or educational purposes or to the State of Oregon. The list of submittal requirements under TMC 3.50.040 does not include any reference to information on asset liquidation, and the TVHP application does not contain any such information. Tom Benjamin, TVHP Executive Director, verbally has advised staff that the organization's incorporation papers assign the organizations assets, upon liquidation, to a 501(c) 3 non-profit, engaged in activities similar to those of TVHP. 3. The property is occupied by low income persons. The TMC defines low income as household income at or below 60% of area median. According to the TVHP Executive Director, tenant income is verified upon application and is re-certified on an annual basis. Household income at or below 60% of median is the cut-off for new and continued rental unit occupancy. Currently, the income level of some 56% of tenant households is at or below 30% of median. Many of the Hawthorne Villa tenants are "case managed", or current clients of public and non-profit social service providers. 4. The property or portion of the property receiving the exemption is actually and exclusively used for the purposes described in section 501 (c) (3) or (4) of the Internal Revenue Code The application certifies and a current-year staff visit to the Hawthorne Villa complex confirms that all the property is exclusively used for the intended purposes. 5. The exemption has been approved as provided in section 3.50.050 This criterion relates to the required City process for handling exemption requests. Conclusion: TVHP was established some years ago by the County Community Action Agency. Hawthorne Villa was the agency's first project. This is the first time that TVHP has submitted an application to the City for tax abatement. The request meets all of the qualifying criteria established in TMC 3.50.020, notwithstanding the for-profit status of the complex's current general/management partner. The "Affordable Housing Program", adopted in 9/03 as "a complete and official statement of the City's overall affordable housing program", includes tax abatement as one of the City's strategies for facilitating affordable housing in the community. Its purpose is to allow the operators of low-income housing to decrease annual operating expenses, thereby allowing them to serve lower- income households. Granting the requested tax exemption to TVHP would be consistent with the applicable TMC standards and also with the adopted City housing policy. This approval recommendation is contingent on WHIP successfully completing the transfer of ownership interest from the current for-profit entity to WHIP before July 1, 2005, and by providing to the City Finance Department proof of sole ownership in the form of a title transfer instrument, deed, title report, or other relevant documentation. i/Irpn/dr/affordablehousing.tax. exempt. 05.TVHP Tualatin Valley Housing Partners 2 3 HOUSING a ~/orwrws+wti ~ Vewelor/~*V ~iotipotiafitiow PAR }o-LVtiw~ WaO~rtiwa~Ow VOtrw~~ , February 17, 2005 City of Tigard Finance Department Tom Imdieka 13125 SW Hall Boulevard Tigard, OR 97223 Atten: Tom Imdieka RE: Property Tax Exemption Low Income Housing Operated by a Non-profit Dear Mr. Imdieka: Thank you for returning my call this morning. My name is Tom Benjamin and I am Executive Director of Tualatin Valley Housing Partners, a non- profit Community Development Corporation that develops and manages low income housing in Washington County. We are a non-managing General Partner of a low income housing tax credit project in Tigard named Hawthorne Villa at 7705 SW Pfaffle. It has 119 units with an average rent of $485. We are currently negotiating with the Limited Partner and the current Managing General Partner to acquire the duties and responsibilities of the Managing General Partner. This letter is submitted along with the information required by Chapter 3.50.040 as an explanation of how acquiring the Managing General Partner (MGP) duties qualifies as an "acquisition" and makes the project eligible for property tax exemption. We've had several conversations with CPAH concerning the process and history for obtaining the exemption. Although the acquisition will not occur by March 1, the current MGP must complete a transaction before July 1, 2005 and that should still allow us to apply for an exemption under 3.50.040.A. I am not aware of any specific forms required for this application. If there are any, please let me know as soon as possible. I'm submitting this application in advance of the March 1 deadline because confirmation of the property tax exemption is an important part of the negotiations with the for-profit MGP to amend the partnership agreement and take over the duties and obligations of the MGP. The current MGP is interested in transferring their responsibilities because the project is doing very poorly in financial terms and because they have had a change in their parent organization's policy about being a General Partner. They must find a new MGP. TVHP wishes to take over this responsibility because we feel we can better manage the operation and use the project to better serve community interests. Over the last year, TVHP has taken a stronger . (although informal) role in improving the property. We.have arranged for placement of case managed clients from social service agencies like Luke-Dorf, and we obtained energy conservation grant funds from Community Action Organization to repair and replace windows, doors, and refrigerators. We also hope to take over direct property management duties from the current third party property management 6/60 SZt/ 7'+lw..:.,. $T.r-vo.dt; Boo.vo-~.-to...,. O+~ 97008 ?f: 503_ 6,f /-5Sf37 503-350- 0707 company in April 2006. Further, the current project budget calls for a rent increase totaling $47,000 in order to reach the breakeven point. The project has lost money for the last few years which has been paid by the current MGP. TVHP understands the need for a rent increase, but feels that this will have a substantial adverse impact on the residents and the property. As a non-profit MGP, it appears that we may be eligible for property tax exemption under Chapter 3.50 of the Tigard Municipal Code. If we are eligible for the property tax exemption, it would reduce our costs by $37,000 and allow us to reduce or eliminate the proposed rent increase. In addition, without this exemption, the TVHP Board might not be willing to take the risks of becoming responsible for the operations. The Tigard Municipal Code, Chapter 3.50 appears to be based on the ORS beginning at 307.540 with which I have a great deal of experience. The following statements address how our proposed acquisition meets the requirement of the Code: 1. 3.50.020 A. 1-4 - TVHP, as the party acquiring the Managing General Partner interest in the property, meets the requirement of this section as a 501(c) (3) organization that was formed in 1994 and operates 5 other properties in Washington County. The property is rent restricted and is limited to residents earning less than 60% of area median income. It was purchased in 1996 using tax exempt bonds and "4%" tax credits. As a measure of the urgency for this acquisition, the current MGP will have to forgive fees owed to them that could exceed $900,000, and TVHP will need to forgive fees that could exceed $140,000. 2. 3.50.020 B. - Not applicable since this is not a lease arrangement. 3. 3.50.020 C. - This property is owned by a partnership of which TVHP is currently a non- managing General Partner with no financial liability and no formal management responsibility. As MGP, TVHP will assume the responsibilities for the day to day operation of the property including payment of any property tax which meets the requirements of this section. 4. Please call me at 503-641-5437 if you need any questions concerning our acquisition. We look forward to working with the City more closely as a result of this change. Sincerely, Tom Benjamin Executive Director. 6/60 ~?,N 7ssa.,.;,.,, s-t.`a~ ~iew~.a-eTo«.. O~ 97008 ?°O Boz /505, ~a.o..ve-e.~o.,., O~ 97075 Sri/: 503-65~/-5SFs7 fix; 503-sS0-0707 2 of 3 r Application for property tax exemption under Chapter 3.50 of the Tigard Municipal Code. 1. Description of the property. a. Legal owner: Hawthorne Villa Limited Partnership b. Tax account number: R282429 c. Address: 7705 SW Pfaffle, Tigard 97223 d. Date partnership formed: 1996 e. Original funding source: Tax exempt bonds and 4% tax credits f. Current General Partner Ron Salgado mailing address: PNC MultiFamily Capital 121 SW Morrison, Suite 1300 Portland, OR 97204-3635 g. Type use: 119 multi-family rental apartments 30 studios, 83 1-bedroom, 5 2-bedroom, 1 house 2. Charitable purpose: 100% of the apartments are restricted by the investor, lender, and State of Oregon (with a restrictive covenant recorded on the deed) to residents earning less (and often much less) than 60% AMI. The maximum rental rates that may be charged are limited to 30% of the income of a family earning 60% of AMI. Rental rate maximums are set annually by HUD. TVHP's mission is: Tualatin Valley Housing Partners promotes self-sufficiency through affordable housing for low and moderate income people throughout the Tualatin Valley. We accomplish our mission by meeting our objectives: • Acquiring, renovating & preserving existing affordable housing • Building partnerships with for-profit, nonprofit & public sector developing new affordable housing • Creating computer centers that enable residents increased access to information & job skills • Design housing sited to increase access to job opportunities & services via public transportation • Expand on-site resident-centered services that increase access community resources i 3. TVHP hereby certifies that all of the residents at Hawthorne Villa meet the requirement of IRS Section 42 income restrictions for projects limited to those earning 60% or less of Area Median Income. 4. Resident benefits of the property tax exemption: The tax exemption of approximately $37,000 will be used to reduce or eliminate the rent increase necessary to offset the current projected deficit of $47,000. 5. A copy of the IRS 501 (c) (3) exemption is attached. I hereby certify that the above information is correct. 2 / 7 l 0 Tom Benjamin, Executiv irector, TVHP as current General Partner and prospective Managing General Partner. P.02 MAR-14-2005 11:48 T V H P -Lmrr u4AL REVENUE SERVICE DEPARTMENT OF THE TREASURY DISTRICT DIRECTOR P. O. BOX 2SO8 CINCINNATI, OR 4S201 Employer Identification Number-. Date: 93-1152592 ' OCT 81 DLN : 17053255759028 TUALATIN VALLEY HOUSING PARTNERS Contact Person: C/O DAN OLEARY D. A. DOWNING PO BOX 1505 Contact Telephone Number: BEAVMTON, OR 91015-1505 (513) 241-5199 Our Letter Dated: February 1995 Addendum Applies: No Dear Applicant: This modifies our letter of the above date in which we stated that you would be treated as an organization that is not a private foundation until the expiration of your advance ruling period. Your exempt status under section 5o1(a) of the Internal Revenue Code as an organization described in section 501(c) (3) is still in effect. Based on the information you submitted, we have determined that you are not a private foundation within the meaning of section 509(a) of the Code because you are an organization of the type described in section 509(a)(1) and 170(b)(1)(A)(vi). Grantors and contributors may rely on this determination unless the 'Internal Revenue service publishes notice to the contrary. However, if you lose your section 509(a)(1) status, a grantor or contributor may not rely on this determination if he or ehe'was in part responsible for, or was aware of, the act or failure to act, or the. substantial or material change on the part of the organization that resulted in your loss of-such status, or if he or she acquired knowledge that the Internal Revenue Service had given notice that you would no longer be classified as a section 509(a)(1) organization. If we have indicated in the heading of this letter that an addendum applies, the addendum enclosed is an integral part of this letter. Because this letter could help resolve any questions about your private foundation status, please keep it in your permanent records. If you have any questions, please contact the person whose name and telephone number are shown above. Sincerely yours, District Director better 1050 (DO/CG) TOTAL P.02 AGENDA ITEM # /O FOR AGENDA OF April 12, 2005 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY IS TITLE Renewal of Contribution of Franchise Fees for Public, Education and Government (PEG) Access PREPARED BY: Gary Ehrenfeld DEPT HEAD OK CITY MGR OK ISSUE BEFORE THE COUNCIL Does the City Council want to support the proposed budget MACC Commission's budget proposal for PEG Access? STAFF RECOMMENDATION Accept the recommendation of MACC to set Tigard's PEG fees at $56,654 per year. INFORMATION SUMMARY The MACC IGA requires that member jurisdictions decide all issues related to the allocation of franchise fees. These decisions also require all fourteen MACC jurisdictions agree on these issues. Currently, a portion of the city's franchise fees support MACC franchise administration/regulatory efforts, and the city currently provides 15% of its cable franchise share for PEG operations. Under the Commission's proposal for future PEG funding, the city's share would no longer be a percentage of franchise fees, but would instead be a proportionate share of a $500,000 annual PEG budget amount (adjusted annually by a COLA). The Commission has also recommended that $500,000 of the operating reserves accumulated by the nonprofit TVTV organization be returned to the jurisdictions. These will be distributed, in proportionate shares, during the first quarter of FY06. The Commission plans for the remaining PEG operating reserves to be retained and invested annually to supplement the funding provided by the jurisdictions. OTHER ALTERNATIVES CONSIDERED Set a different contribution amount. VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY Community Character and Quality of Life Goal #1) Citizeh involvement opportunities will be maximized by providing educational programs on process, assuring accessibility to information in a variety of formats, providing opportunities for input on community issues and establishing and maintaining a program of effective two-way communication. ATTACHMENT LIST 1. Letter from Metropolitan Area Communications Commission dated March 25, 2005. Attachment A: Commission Definitions of Government and Community Programming Attachment B: Franchise Fees from MACC Jurisdictions for PEG FISCAL NOTES Proposed budget would decrease the City's payment $6,920 per year. They City would also receive a one time payment of proximally $56,000 from the $500,000 of PEG operating reserves. MACC METROPO[iTAN AREA COMMUNICATIONS COMMISSION CAVE TV FRANckisE REGulATION • TEIECOMMUNICATIONS AdviaANd SUPPORT • Public COMMUNICATIONS NETWOf (PCN) March 25, 2005 REC l tr ,.o.,: TO: CRAIG DIRKSEN, MAYOR IgAk CRAIG PROSSER, INTERIM CITY MANAGER 2 8 j~~ FROM: SALLY HARDING, MACC COMMISSIONER Administration AND BRUCE CREST, MACC ADMINISTRATOR RE: INFORMAL MEETING TO DISCUSS FUTURE PEG ACCESS FUNDING AND SERVICES Thank you for providing us with an opportunity to discuss proposed funding for Public,, Education and Government (PEG) Access television. We expect the Commission to make a funding recommendation to MACC jurisdictions after their May 5 meeting. This PEG funding would be effective on July 1, 2005, replacing the current MACC jurisdiction funding which expires on June 30, 2005. Short History of PEG Access - MACC originally managed PEG Access in 1988, after a failed attempt by the cable operator to manage the program. MACC created Tualatin Valley Community Access or TVCA (now know as Tualatin Valley Television - TVTV) into an award- winning PEG program. In 1994, MACC decided to contract with a new nonprofit entity they helped form, and TVCA operated under nonprofit management until last February when the Commission decided to return PEG Access to be managed by MACC. New MACC PEG Emphasis Under MACC management, TVTV will place more emphasis on government and community programming in our service area (see definitions in Attachment A). The Budget Committee is preparing a plan to distribute the program deliverables to jurisdictions and will bring this proposal to your informal meeting. The proposal will address production of government and community programs as well as continuation of current council/commission meeting coverage, since one of MACC's goals is to increase TVTV's outreach to MACC jurisdictions. MACC will also work closely with area educational groups to increase their participation in PEG programming. And, although a Public Access component will be maintained, providing individual citizens an opportunity to learn how to produce their own programs, these services will be at a more modest level. MACC Governance and Franchise Fee Funding - Although the Commission makes most of the policy decisions for MACC, the IGA requires that member jurisdictions decide all issues related to the allocation of franchise fees. These decisions also require all fourteen MACC jurisdictions agree on these issues. Currently, a portion of your franchise fees support MACC franchise administration/regulatory efforts, and your jurisdiction currently provides 15% of your PRoVIdINC SERVICE SINCE 1980 Page 2 cable franchise share for PEG operations. Under the Commission's proposal for future PEG funding, your PEG share would no longer be a percentage of franchise fees, but would instead be a proportionate share of a $500,000 annual PEG budget amount (adjusted annually by a COLA). The chart in Attachment B, shows the proposed jurisdiction shares of that amount. The Commission has also recommended that $500,000 of the operating reserves accumulated by the nonprofit TVTV organization be returned to the jurisdictions. These will be distributed, in proportionate shares, during the first quarter of FY06. The Commission plans for the remaining PEG operating reserves to be retained and invested annually to supplement the funding provided by the jurisdictions. Although MACC's planned $550,000 PEG funding level in FY 05/06 is $70,000 less than what TVTV received this year from the jurisdictions, we believe it will provide a sound, basic PEG program. Jurisdictions that want PEG services above the basic amount will be able to separately contract with MACC for such services. TVTV - MACC Management Transition - We have begun the transition from nonprofit TVTV management to MACC management. Since the transition time period is short, and we have much to learn from TVTV, we hope to carry forward most of their current program into FY 05/06. We also hope to retain many of their current staff to make the transition even smoother. Once the transition is complete, MACC will have more time to review TVTV's operations and can further fine-tune and adjust them as needed. Goal for the Informal Meetings - Since the MACC IGA requires unanimous consent from all 14 jurisdictions for any PEG funding proposal, and this consent needs to be granted in a very short time period, our Budget Committee wanted us to share the proposed PEG funding and services package with you, prior to bringing a formal recommendation to your council. Although we know you can't guarantee your Council's affirmative vote on PEG funding, your insights and opinions will provide us with valuable guidance which we can share with the Commission as they prepare their final recommendation. We look forward to answering your questions and hearing your thoughts on our proposal - thank you for taking time to meet with us. Attachments: A - Definitions of Government and Community Programming B - Jurisdictional PEG Support Chart - Current and Proposed • Attachment A Commission Definitions of Government and Community Programming (September 2004) The following are proposed definitions for the terms "Government Programming" and "Community Programming" to describe production services to be provided by TVTV. In some cases, the lines between these types of programs can be blurred because government and community are often closely related. Government Programming - Programming produced by, for, or about government or government functions, as authorized by a MACC jurisdiction. Examples of government programs include: • Meetings - councils; commissions; boards; other government-sanctioned bodies; and public hearings held by these bodies. • Events - town hall meetings; community meetings; press conferences; and public speeches or presentations (i.e., State of the City Address); ground breakings; etc. Also would include recognized Sister City, neighborhood, citizen participation organizations; etc. • Public Information - public service announcements (PSAs); events or promotions; public safety, health, emergency information; general informational programs (i.e., "Talk of the Town"); economic development promotions; citizen call-in programs (i.e., "Ask Your Legislator"); library service programs (i.e., Cornelius Library 90'' Anniversary); legislative hearings/sessions (i.e., via OPAN), or other presentations about government services. • Employee Trainingfinformation -job safety training; PERS retirement; health information; FEMA/Homeland Security information, employee information/meetings for government employees, etc. Community Programming - Programming about significant events, people, groups, places, and things related to the community, as authorized by each MACC jurisdiction. Examples of these community programs include: • Organizations - Chamber of Commerce (i.e., Hillsboro Chamber Awards Banquet), civic/arts/cultural/ethic organizations (i.e., Video Voters Guide); educational/civic groups (i.e., WA. County Public Affairs Forum); etc. • Events - parades (i.e., North Plains Garlic Festival Parade); festivals; fairs; anniversaries or historical celebrations (i.e., Lake Oswego Heritage Council Mayor's Forum); recreation or athletic events; community symposiums, seminars, or meetings (i.e., Hillsboro Agricultural Symposium); etc. i Attachment B Franchise Fees from MACC Jurisdictions for PEG Column descriptions A B C D E below Estimated Franchise Fee FY05 PEG Proposed PEG FY06 Revenue During FY06 Support at 15%, Support for FY06 more or JURISDICTION Fee Revenue /o oof Total 17% or 19% FY06 (less) than FY05 Banks $ 9,882 0.4% $ 1,835 $ 1,282 $ (553) Beaverton $ 633,359 25.1% $ 111,397 $ 82,145 $ (29,252) Cornelius $ 44,663 1.8% $ 7,820 $ 5,793 $ (2,027) Durham $ 13,221 0.5% $ 1,415 $ 1,715 $ 300 Forest Grove $ 116,216 4.6% $ 19,867 $ 15,073 $ (4,794) Gaston $ 3,654 0.1% $ 722 $ 474 $ (248) Hillsboro $ 563,838 22.4% $ 95,848 $ 73,128 $ (22,720) King City (2) $ 38,356 1.5% $ - $ 4,975 $ 4,975 Lake Oswego $ 425,575 16.9% $ 61,520 $ 55,196 $ (6,324) North Plains $ 11,119 0.4% $ 1,856 $ 1,442 $ (414) Rivergrove $ 3,001 0.1% $ 510 $ 389 $ (121) Tigard $ 436,816 17.3% $ 63,574 $ 56,654 $ 6,920 Tualatin $ 221,355 8.8% $ 34,745 $ 28,709 $ (6,036) Washington County 1 $ 1,334,081 52.9% $ 217,723 $ 173,026 $ 44,696 TOTALS $ 2,521,054 100.0% $ 401,109 $ 500,000 $ 98,891 (1) Amounts for Washington County are the combined estimates from their MACC Franchise and their separate County Franchise with Comcast. PEG funding is supplied from both. (2) King City ceased paying PEG support January 1, 2004. Column C includes King City support for FY 06. Column descriptions: A-> Estimated FY06 franchise fees for each jurisdiction. B-> Percentage of total estimated FY06 franchise fees for each jurisdiction. C-> Estimated amount each jurisdiction will pay for PEG during FY05, based on existing percentage franchise fee commitments. D-> Amount each jurisdiction would pay for PEG, based on their share of estimated FY06 franchise fee revenues and proposed PEG funding of $500,000. (This also 'approximates' the jurisdiction's share of the $500,000 of PEG operating reserves that will be returned to jurisdictions.) E-> The difference between the FY06 and FY05 amounts each jurisdiction would pay for PEG, based on this proposal. 03-25-05 Item No. /O Meeting Date: Revised April 6, 2005 Franchise Fees from MACC Jurisdictions for PEG Column descriptions A B C D E below stimated Franchise Fee FY05 PEG Proposed FY06 more or (less) Revenue During FY06 Support at 15%- PEG than FY05 JURISDICTION Fee Revenue % of Total 17%-19% for FY06 Banks $ 9,882 0.3% $ 1,835 $ 1,282 $ (553) Beaverton $ 633,359 16.4% $ 111,397 $ 82,145 $ (29,252) Cornelius $ 44,663 1.2% $ 7,820 $ 5,793 $ (2,027) Durham $ 13,221 0.3% $ 1,415 $ 1,715 $ 300 Forest Grove $ 116,216 3.0% $ 19,867 $ 15,073 $ (4,794) Gaston $ 3,654 0.1% $ 722 $ 474 $ (248) Hillsboro $ 563,838 14.6% $ 95,848 $ ' 73,128 $ 22,720 King City (2) $ 38,356 1.0% $ - $ 4,975 $ 4,975 Lake Oswego $ 425,575 11.0% $ 61,520 $ 55,196 $ (6,324) North Plains $ 11,119 0.3% $ 1,856 $ 1,442 $ (414) Rivergrove $ 3,001 0.1% $ 510 $ 389 $ (121) Tigard $ 436,816 11.3% $ 63,574 $ 56,654 $ (6,920) Tualatin $ 221,355 5.7% $ 34,745 $ 28,709 $ (6,036) Washington County 1 $ 1,334,081 34.6% $ 217,723 $ 173,026 $ (44,696) TOTALS $ 3,855,135 100.0% $ 618,831 $s00tlQQ $ (118,831) (1) Amounts for Washington County are the combined estimates from their MACC Franchise membership and their separate County-Comcast Franchise. Both support PEG. (2) King City ceased paying PEG support January 1, 2004. Column C includes King City support for FY 06. Column descriptions: A--> Estimated FY06 franchise fees for each jurisdiction. B--> Percentage of total estimated FY06 franchise fees for each jurisdiction. C--> Estimated amount each jurisdiction will pay for PEG during FY05, which was based on percentages for franchise fees and not on a flat amount for PEG. D--> Amount each jurisdiction would pay for PEG, based on their share of estimated FY06 franchise fee revenues and proposed PEG funding of $500,000. This also approximates the jurisdiction's share of the $500,000 of PEG operating reserves that will be returned to jurisdictions. E--> The difference between the FY06 and FY05 amounts each jurisdiction would pay for PEG, based on this proposal. Item No. Meeting Date: 4• /2 OS MEMORANDUM Administration CITY OF TIGARD Shaping A Better Community TO: Honorable Mayor and City Council Members FROM: Liz Newton, Assistant to the City Manager C/ DATE: April 8, 2005 SUBJECT: Graphic Identity/Branding Solicitation Letter Attached is a revised draft letter to obtain graphic design services for a Graphic Identity/Branding program. The letter has been re-organized and includes a requirement for at least one meeting with Council to discuss concepts. The ideas generated by the Vision Task Force are now listed as a separate attachment. Please note that there is no budget for the project in the letter. Responders are asked to include a cost proposal in their submittal. The City's purchasing rules allow the City to solicit proposals without an RFP for contracts under $50,000 as long as at least three designers are invited to submit proposals. For discussion purposes I have attached information on the Grants Pass Branding program process and the Toronto Branding Project to illustrate a couple of different approaches to community branding. Staff will proceed with the process based on Council consensus after discussion at the meeting on April 12. iAadmUizlmemos\memo to mayorcouncil-branding process examples050408.doc418/05 DRAFT Dear ; The City of Tigard is interested in retaining the services of a graphic designer to develop a graphic identity/branding system for the city. You are invited to submit a proposal. Background: The Tigard City Council has adopted three goals for 2005. Goal #3 is "Address Growth". One of the elements of that goal is graphic identity/branding to include signage, a new logo and stationary. It's important to note that the graphic identity/branding system will direct future decisions. Council members and staff decisions should be tied to the graphic identity/ branding system that reflects the City's primary values. Tigard has just completed its sixth year of the 20-year Tigard Beyond Tomorrow Vision process, working toward the community's long-term goals. In 2004 the Citizen Vision Task Force worked with the community to update the Vision goals. Members of the Task Force met in February to brainstorm themes and values that might be captured in a new City logo. Those suggestions were presented to City council for review and the list of suggestions is attached as an exhibit to this letter. Program Elements Successful graphic identity/branding systems for the City will: • Represent and appeal to the whole community • Stand the test of time, not be too trendy in design • Transfer easily to different formats (signs, letterhead, website) • Reflect the community's values The graphic identity/branding system will serve as the City's corporate identity and will be used on: • Letterhead • Signs • The Website • Informational brochures/newsletters • Business cards • Cable television DRAFT ~q- ~ o DILA< 1, . Project Submittals: Project submittals shall address the following: • A design concept for a logo, letterhead and signs; • A description (no more than one typed page) of your proposed approach to develop a graphic identity/branding system for. the City. Please address the process you propose to identify values and key elements; including at least one discussion with Council members. • Samples of one to three (1-3) graphic identity/branding systems-you have developed. Include logo, letterhead and sign designs. • A cost proposal to develop designs and camera-ready art for a logo, letterhead and sign program. The sign program designs should include a materials listing. Selection Process: The City Council will review all submissions and select finalists to make a presentation to the full Council. If you have questions, please contact Assistant to the City Manager, Liz Newton at 503- 718-2412. All submittals must be received by 5pm Monday, May 1, 2005 to Joe Barrett, Purchasing Agent City of Tigard 13125 SW Hall Blvd. Tigard, OR 97223 hadmVizVetterslbranding solicitation letter050401.doWI/05 nRr Exhibit 1 The Themes identified by the Tigard Beyond Tomorrow Vision Task Force Trees Trails, Tracks & Tributaries Gateway to the Wine Country Fanno Creek/Summer Creek Trails Along the Creek Creeks/Trails/Access People/Young People Train Station/Railway Crossing Pioneer Downtown Skyline Washington Square Cook Park Mt. Hood view Urban Village Hot Air Balloons More than 99W Not cars or traffic The list of Values identified by the Tigard Beyond Tomorrow Vision Task Force Family Friendly Sense of Community Gathering Place/Hometown Natural Resource Protection Safe and Clean A Place to Call Home- Livability Trails, Tracks & Tributaries Generations, Longevity, Circle of Life Care About the Community/People Pride Quality The Task Force members also suggested signs be to scale. npr uo uo uo:uid r - GR.AN,rS City of Grants Pass .A S S 101 NW "A"Street • Grants Pass, OR 97526 (541) 474-6360 • fax: (541) 479-0812 u_ww.ci. crams-pass.or. us PRESS RELE LSE FOR IMMEDIATE RELEASE Date: September 26, 2002 Contact: William A. Peterson, Jr., City Manager or Charlie M. Mitchell, Economic Development Specialist; 541-474-6360 E-mail: charlie visitrarantspass.org Corporate branding - It's not just for the private sector any more Communities like Grants Pass look to business models to compete GRANTS PASS, ORE. - Corporate branding has been around for many years, but community branding is a relatively new concept. However, many of this country's larger and better-known cities, such as New York City or San Francisco, have been doing it all along - they just didn't always call it "branding." Now it's a buzzword, and if your community isn't doing it, it may get left behind. A common dictionary definition describes a brand as: "a class of goods identified as the product of a particular firm or producer." It's no wonder, then, that cities and towns competing globally would seek to identify themselves in a unique way to stand out from the crowd. Communities like Grants Pass now must carefully position themselves among their global competitors when seeking to attract tourists and investment dollars. "We want to attract the kind of tourist or investment that shares our values," says Al Devine, chairman of the Grants Pass Tourism Advisory Committee. "And we only want to invest our time and money on a market that will spend its time and money in Grants Pass." A key component of a brand is a unique look or logo. Once a brand begins to get noticed, you never know where it will start showing up. So it comes full circle now that Grants Pass' new tourism logo has been featured in the latest Land's End catalog. There it is, on page 44 of the new "Direct Merchants; Business Outfitters; Fall Preview 2002" catalog. [S'ee attached...Ed.J How did all of this come about? In the fall of 1999, the City hired Portland advertising agency BOC after the Tourism Advisory Committee decided a new community logo was needed that expressed quality and correlated to a "classic river town" - the central theme of the new Grants Pass "brand." Coincidentally, around the same time Three Rivers Community Hospital was working on a project to launch a campaign for their new hospital campus. The hospital hired BOC to assist with the project, putting them in contact with renowned commercial artist Michael Schwab ofMarin County, Calif. -more- rtpr ub uZ) uti: u is r . The City liked the images Schwab developed for the hospital campaign, and contracted with Schwab and BOC to create two new base images for Grants Pass. A male image features a fly fisherman amid the waters of the Rogue River. The female image (known as "The Guide"), features a river guide with a raft oar slung over her shoulder, and is the primary marketing logo for the economic development department of the City of Grants Pass. Bill Baker, of Tualatin, Ore.-based Destination Development Group, was later hired to assist in the City's efforts to brand Grants Pass as a tourist destination after many months of trying to launch the efforts without professional advisement. Brought on board in early 2002, Baker's international success in the fledgling movement of branding communities as destinations brought a level of expertise and credibility to Grants Pass' marketing program that had never before been achieved. Six months were spent on numerous interviews, surveys and studies on the tourism assets of Grants Pass and Josephine County to help the City focus its marketing efforts. "The Grants Pass brand will, over time, set the tone for the community's identity," explains Charlie Mitchell, the City's economic development specialist. "The brand is all about quality and providing a cohesive identity for Grants Pass to the outside world. Its applications and bottom- line benefits for the businesses of Grants Pass are pretty limitless." Like many community-marketing efforts, the Grants Pass program attempts to entice tourists and their money through targeted advertising, promotions, public relations, etc. But the Grants Pass branding concept goes a few steps further by establishing a central identity for the community through which all subsequent products, services and marketing strategies are built around. Down the road, the success of the branding effort will be measured by such things as adoption of colors, architectural styles, business themes, private-sector advertising campaigns, etc. The program even includes the development of products, which is where the Land's End catalog comes in. Among the needs of the program is quality uniform attire for City staff. Wisconsin-based Land's End was hired to digitize the new logo in March 2002 to offer City employees uniforms and potentially for the production of retail merchandise. Several months ago, Land's End asked for the City's written permission to showcase the logo in their catalog at a future time. "It's a great testimony to the quality we're seeking to achieve through the branding process to be featured in an upper-end merchandise catalog like Land's End," says Mitchell. "If it's classy enough for Land's End, we've hit our mark." -30- 1 ,~k~• ra a y, e ~1 ~b r~',f~'2 ~ ~',ia.. •`~.i ~ e ~;t. } ~j ~,.kfw, ~k~~~f.2 if~,4a , GS' 1 . Z t s< •r ~ ~ 7 I y: r - -F~ s a:. LR~,':r TTT f i a. Ip3: ~..:ti Gay •I.'~:y, t ti r- h ~I r c G~ ~?r•a ?fir OT. °P +.f F ~ Ir ' A Fi~ r1~ - } r - k f~ ! ~ . y+ S .L. ) i f ~ '+Lf r 7.- s:%- „[-F•ai 7 f~ ~&'F;{iC': ~ `..c_•a ~~P• 4', 4i I, ELs i~L, ~ _ ;r a. "'3 -.tit w'-'i'r'y l~'•'.'~!is2t'~:~1 i r ~t.r ?~'Yt,-=r}fr'r.`r- 3 ~'~:f -'~.a' jrti;. :_:-•F' _ ~ t•5~~ ~.,>a x ~ }7:4:.~: f .':r ~ ~~'tt: i t +~y 'a• c - ifptaN ~:F ~ a r r y~ t t_ ••"t;~=. `r'ri. ~ A'!f •i; ~ ap„~° ~y ~t ~ ~ t-itl, S~' f7 r.7~f.~ ~i-4a ! fir' ra' ;:4s' :IM4t=`%~ ~l~;1~=~is'':• 'T.~iE •fYu~" . ~tStf'.•s' ':':"4 tA~'. -0~ . ~ - - City of Toronto: Branding Strategy rage i or o TORONTO ROME (ONIA(I US ROPE Db f...? SIARN, Toronto Branding Project ■ Branding Strategy Agency selection brings Toronto one step closer to a new brand ■ RFC Evaluation (June 30, 2004) Criteria Summary Joint venture leads brand strategy for Toronto (April 7. 2004) ■ Staff Report Background Contact us The Toronto Branding Project enters final phases of developing new brand for Toronto The Toronto Branding Project is moving into the final phases of developing a remarkable brand strategy for Toronto that will create a fresh new way of communicating the city's strong and dynamic identity to the rest of the world. It's all part of a larger effort to define and promote Toronto's distinct identity and to raise our profile as a major global tourist and business destination. We are now nearing the end of research analysis, reviewing input gathered through the seven-week public engagement campaign and distilling an essential brand identity for Toronto. Project update: The Branding Team has now met with over 200 stakeholders throughout Toronto representing various business sectors, including: • business investment; . meetings and conventions; . leisure travel; • hotel industry; . entertainment sector; • industry opinion leaders; • cultural centres; • attractions; and • academic and public sector organizations. In addition, 14 focus groups were conducted in Canada, the US and the UK. In November 2004, the Toronto Branding Project launched the most inclusive public engagement campaign ever relating to the development of a new Toronto brand. Strong brands are built on a foundation of truth. Speaking with the people of Toronto has helped us discover what makes Toronto different, better, special and distinct from other cities of the world. http://www.city.toronto.on.calbranding/index.htm 4/7/2005 City of Toronto: Branding Strategy rage t or o The "We Are Toronto" campaign invited Toronto residents to submit answers to seven key questions, one per week for seven weeks. The 4,500 submissions received were incredibly rich and really helped get a better picture of Toronto today, as well as an excellent idea of what the public wants the city to become. Toronto is an amazing city and we want the world to know! Stay tuned for the launch of the new Toronto brand in spring 2005. Agency selection brings Toronto one step closer to a new brand - June 30, 2004 After a comprehensive request for qualifications and proposal process, the Toronto Branding Project team is pleased to announce that the agency team of Brand Architecture International and TBWA\Toronto has been selected to lead the development of a dynamic and compelling brand strategy for Toronto. The search for a branding agency was launched in April, 2004. Over .60 agencies expressed interest in the project. Twenty-two Request for Qualifications submissions were received, representing a partnership of approximately 40 North American and international agencies. The agency team of Brand Architecture International and TBWA\Toronto was chosen from a shortlist of seven agencies that were evaluated on qualifications, experience, strategic thinking, . creative ability and overall project approach. Brand Architecture International will bring an international perspective to the project and will provide the engine that leads the brand architecture process. TBWA\Toronto brings to the project local, Toronto-specific knowledge and understanding that comes from working in the Toronto market for over 16 years. Brand Architecture International and TBWA\Toronto will work together with the Toronto Branding Project team to complete the project, which is divided into three key phases. Phase one will be the development of a brand strategy for Toronto overall and each of its key segments: Consumer Leisure; Meetings, Conventions and Incentive Travel, and Business Investment. Phase two will be the creative development of Toronto's brand identity including a logo and a tagline that will be driven by the brand strategy. Phase three will be the development of brand management guidelines and a tool kit to ensure consistency in promoting the Toronto brand. The Toronto Branding Project is a partnership initiative of the City of Toronto, Tourism Toronto, the Ontario Ministry of Tourism and Recreation and the Toront03 Tourism Recovery Alliance. It is expected that the branding process will be completed by late 2004. Brand implementation will begin in early 2005. back to top Joint venture leads brand strategy for Toronto http.://www.city.toronto.on.ca/branding/index.htm 4/7/2005 City of Toronto: Branding Strategy rage s or o The City of Toronto, Tourism Toronto, the Ontario Ministry of Tourism and Recreation and the Toront03 Alliance announced the initiation of a brand strategy to re-position Toronto as a premier global tourist and business destination. "This project underscores the need for us to re-invest in Toronto by creating a clear message about our strong, dynamic identity," said Toronto Mayor David Miller. "We need a fresh way to communicate to the rest of the world how great our city is." All four partners have made financial commitments totaling approximately $4 million to the project that will see the brand through development and implementation. The first phase of the project, research and development, was launched today and has an estimated cost of approximately $1 million. This partnership reflects the commitment to Toronto and the Greater Toronto Region's future as the economic engine that drives the growth and continued prosperity of not only the GTA, but also the Province of Ontario and Canada. "Today is one more example of the unprecedented partnership between Queen's Park and the City of Toronto to build a strong and prosperous economy for the people of Ontario," said Jim Bradley, Minister of Tourism and Recreation. "The McGuinty government is a proud partner in this branding initiative and will contribute $1 million from the Ontario Tourism Marketing Partnership Corporation." "Throughout our mandate, the Toront03 Alliance has worked shoulder-to-shoulder with Queen's Park and the City of Toronto to achieve our shared goals of jump-starting the tourism recovery of the Toronto region. And throughout, we've been convinced that a clear, consistent, compelling brand architecture is critical to Toronto's future success," said David Pecaut, Chair, Toront03 Alliance. "On behalf of our federal and private sector sponsors, I can say that we're thrilled to get this on the rails today." "They say in the business world that whoever has the best story wins," said Bruce MacMillan, President and CEO, Tourism Toronto. "Toronto is 'the greatest story never told' and our job is to re-imagine and retell our story. We must make certain that the story of our wonderful, multifaceted city gets told in the way it deserves to be told, to the people who need to hear it most." The Request for Qualifications (RFQ) to short-list branding agencies to develop Toronto's new brand has been issued. Qualified agencies will then be invited to submit proposals. Tourism Toronto will administer the project and lead the. process to retain a branding agency. Strategic advice and guidance to the brand development process is being provided by an advisory committee comprised of community and business leaders who represent key stakeholder groups, and actively support Toronto's growth as a tourist and business destination. It is expected that the branding process will be complete by December 2004. Brand implementation will begin in early 2005. back to top http://www.city.toronto.on.ca/branding/index.htm 4/7/2005 City of Toronto: Branding Strategy Page 4 01 0 Background Information Toronto Branding Project . The Toronto branding project is a partnership initiative of the City of Toronto, Tourism Toronto, the Ontario Ministry of Tourism and Recreation and the Toront03 Alliance. . Toronto's brand strategy will: o Drive Consumer Leisure, Business and Investment Segments; o Be relevant and compelling to local, domestic and international markets; and o Be embraced and utilized by all levels of government, stakeholders and citizens. • The project will examine how Toronto's image locally, nationally and internationally can be re-vitalized and strengthened through a new brand identity. . Development of a new brand and its use will better position Toronto as a desirable place to visit and do business and contribute to reversing its loss of tourism market share. . This branding project builds on the work from the branding initiative in 2002-2003. The research generated in 2002-2003 will be integrated into the current branding process.. . Total funding for the project is $4 million with phase one projected at approximately $1 million for research and development. Tourism Toronto has committed $2 million, the Ontario Ministry of Tourism and Recreation and the Toront03 Alliance have contributed $1 million respectively. • Federal Government funding of this project is being channeled through the Toront03 Alliance. . The City's contribution is $250,000 from the 2003 budget and was used for initial research. 2004 allocation of funds is pending City Council's decision on the budget in April 2004. . An operational team comprised of senior staff from all partners will direct the project. A work plan has been developed that identifies key deliverables, timelines and responsibilities. • Tourism Toronto will administer the project and lead the process to retain a branding agency. The search will be conducted internationally to secure the best possible agency to deliver a dynamic brand. The agency will be selected though an open and transparent process. The selection process will be conducted in two stages: Stage One A Request for Qualifications (RFQ) has been initiated inviting branding agencies to participate. The RFQ will shortlist agencies based on qualifications, experience and project approach. Stage Two Short-listed agencies will be invited to respond to a http://www.city.toronto.on.ca/branding/index.htm 4/7/2005 City of Toronto: Branding Strategy rage or o Request for Proposal (RFP). Agency selection will be based on strategic thinking, creative ability and overall presentation. It is expected that that the agency will be on board by May 2004. . Implementation of the new brand is expected to begin in early 2005. . A Branding Advisory Committee has been established to provide the partners with strategic advice and guidance over the course of the project. The Advisory Committee has a mandate to: o provide direction on communication and research activities; o provide feedback on work in progress; o promote awareness and understanding of a strong brand; and o champion the implementation of the project results. Members of the Advisory Committee are comprised of business industry and community leaders representing key stakeholder groups and who have an interest in seeing Toronto grow as a tourist and business destination. Members include: o Elyse Allan, President & CEO, The Toronto Board of Trade o Councillor Brian Ashton, Chair, Economic Development & Parks Committee o Colleen Blake, Executive Director, Shaw Festival o Noel Buckley, President, Niagara Falls Tourism o Michael Clemons, Head Coach, Toronto Argonauts Football Club o Paul Clifford, President, Hotel Employees Restaurant Employees Union, Local 75 o Piers Handling, Director & CEO, Toronto International Film Festival Group o Kevin King, Youth Leader o Candy Lee, Publishing and Brand Management Consultant o Fred Luk, President, Filet of Sole Restaurant Group o David Mirvish, Producer, Mirvish Productions o David Ogilvie, General Manager, Westin Harbour Castle Hotel o David Pecaut, Toronto City Summit Alliance o William Thorsell, Director & CEO, Royal Ontario Museu back to top For enquiries: Send email to brand ing()toronto.ca Tourism Research www.tourism.gov.on.ca http://www.city.toronto.on.ca/branding/index.htm 4/7/2005 City of Toronto: Branding Strategy rage o oz o www.tourismpartners.com I back to top Toronto maps Get involved Toronto links © City of Toronto 1998-2005 http://www.city.tronto.on.ca/branding/index.htm 4/7/2005