The URL can be used to link to this page

City Council Packet - 04/12/2011 TIGARD City of Tigard TIGARD CITY COUNCIL BUSINESS MEETING April 12, 2011 COUNCIL MEETING WILL BE TELEVISED I: \Design 8 Communications \Donna \City Council \ccpkti Cathy Wheatley 13125 SW Hall Blvd. • Tigard, Oregon 97223 • 503.639.4171 TTY Relay: 503.684.2772 • www.tigard- or.gov ei City of Tigard Tigard Business Meeting - Agenda TIGARD Revised April 12, 2011: Added Executive Session to consider the employment of a public officer, employee, staff member or individual agent TIGARD CITY COUNCIL AND LCRB MEETING DATE AND TIME: April 12, 2011 - 6:30 p.m. Study Session; 7:30 p.m. Business Meeting MEETING LOCATION: City of Tigard - Town 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 VIEW LIVE VIDEO STREAMING ONLINE: httpli/www.tvetv.nrg/government-progra m ming /govern m en t- meetings /tiga rd CABLE VIEWERS: The regular City Council meeting is shown live on Channel 28 at 7:30 p.m. The meeting will be rebroadcast at the following times on Channel 28: Thursday 6:00 p.m. Sunday 1 1:00 a.m. Friday 10:00 p.m. Monday 6:00 a.m. q City of Tigard Tigard Business Meeting - Agenda TIGARD TIGARD CITY COUNCIL AND LCRB MEETING DATE AND TIME: April 12, 2011 - 6:30 p.m. Study Session; 7:30 p.m. Business Meeting MEETING LOCATION: City of Tigard - Town Hall - 13125 SW Hall Blvd., Tigard, OR 97223 6:30 PM • STUDY SESSION • EXECUTIVE SESSION: The Tigard City Council will go into Executive Session to discuss pending litigation, and to consider the employment of a public officer, employee, staff member or individual agent, under ORS 192.660(2) (h) and (a). 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 I. BUSINESS MEETING A. Call to Order B. Roll Call C. Pledge of Allegiance D. Council Communications & Liaison Reports E. Call to Council and Staff for Non- Agenda Items 2. CITIZEN COMMUNICATION (Two Minutes or Less, Please) A. Follow -up to Previous Citizen Communication B. Tigard High School Student Envoy C. Tigard Area Chamber of Commerce D. Citizen Communication — Sign Up Sheet 3. CONSENT AGENDA: (TIGARD CITY COUNCIL) These items are considered 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: A. Approve City Council Meeting Minutes: 1. February 22, 2011 B. Receive and File: I. Council Calendar 2. Council Tentative Agenda for Future Meeting Topics C. Review Resolution 08 -47 That Establishes A Process to Form Ad -Hoc, Limited Duration Citizen Advisory Committees • Consent Agenda - Items Removed for Separate Discussion: Any items requested to he removed from the Consent Agenda for separate discussion will be considered immediately after the Council /City Center Development Agency has voted on those items which do not need discussion. 4. PROCLAIM APRIL 25 -30, 2011 AS NATIONAL COMMUNITY DEVELOPMENT WEEK 5. ARBOR DAY, RECEIVE TREE CITY USA GROWTH AWARD AND PRESENT TREE STEWARDSHIP AWARDS 6. CONSIDER A RESOLUTION TO RENAME AND OUTLINE ALLOWED USES OF THE TREE REPLACEMENT FUND 7. LOCAL CONTRACT REVIEW BOARD: AWARD PURCHASE AGREEMENT FOR REPLACEMENT OF THE IN -CAR VIDEO SYSTEM FOR PATROL VEHICLES TO CDW /PANASONIC 8. REPORT FROM MAYOR AND CITY COUNCILORS ON NATIONAL LEAGUE OF CITIES CONGRESSIONAL CITY CONFERENCE 9. DISCUSS CITY MANAGER RECRUITMENT PROCESS 10. COUNCIL LIAISON REPORTS 11. NON AGENDA ITEMS 12. 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. 13. ADJOURNMENT AGENDA ITEM NO. 2 - CITIZEN COMMUNICATION DATE: April 12, 2011 (Limited to 2 minutes or less, please) The Council wishes to hear from you on other issues not on the agenda, but asks that you first try to resolve your concerns through staff. This is a City of Tigard public meeting, subject to the State of Oregon's public meeting and records laws. All written and oral testimony becomes part of the public record. The names and addresses ofpersons who attend or participate in City of Tigard public meetings will be included in the meeting minutes, which is a public record. NAME, ADDRESS & PHONE TOPIC STAFF Please Print CONTACTED Name: Avru,,Uti 1ThCt� Rir oc Also, please spell your name as it sounds, if it will help the presiding officer pronounce: Address lot `>S S 44 L- r e)� City State C.7 rz Zip " in 3 Phone No. ' 4 - - 1 3 6 Name: Also, please spell your name as it sounds, if it will help the presiding officer pronounce: Address City State Zip Phone No. Name: Also, please spell your name as it sounds, if it will help the presiding officer pronounce: Address City State Zip Phone No. CITIZEN COMMUNICATION - U�P. W MI N EV.ENTS' 'Ale-12-4t---L-/ ,..._. ■ Good Morning Tigard (GMT)— Business Networ -- 7:30- 9:00am - FREE • 04/14/11- No GMT Speed Networking Instead • 04/21/11- Community Partners for Affordable Housing • Hosted at the The Knoll • SW Hunzicker Street, Tigard, OR 97223 • 04/28/11- Pacific Point Retirement Inn • Hosted at their location • 11777 SW Queen Elizabeth, King City, OR 97224 Other Chamber Events Lunch & Learns - Free, Noon to 1:00 p.m. • Hosted at Tigard Chamber, Pearson Room, Noon - 1:00 p.m., BYOL • 04/20/11- Avoiding the Spam Bucket... How eMail Marketing Works by Sonja Onthank • 5/4/11- Excellence as a Habit, Terry Sullivan, LBC Franchising Corp. Register for these events on our website Lunch Local - No Host Lunch, 2 & 4 Wed of each month 11:45 a.m. to 1 p.m. • 4/13/11 - Cafe Allegro Tigard's 3' Tuesday After Hours - Free, 5:00 - 6:30 p.m. • April 19th TBA, check the web Speed Networking - 04/14/11 7:00 a.m. - 9:00 a.m. • At Embassy Suites Washington Square lam -gam 9000 SW Washington Square Road, Tigard, OR 97223 Pre - registration is REQUIRED for this event, register on our website Shining Stars Community Awards Banquet (5/7/11) Award Winners being announced o $1500 Scholarships will be awarded to Laree Foster and Elizabeth Hjort o Chamber Volunteer of the Year - Dan Snyder, ACN Independent Rep o Chamber Ambassador of the Year -Jean Jackson, Becoming You Hypnosis o Chamber Business of the Year - Portland Badge & Sign Company, Michael Carlson & Paula Middaugh o Tigard's First Citizen - Ralph Hughes, Financial Wealthcare o Tigard Youth Volunteer -TBA o Bert Tousey "From the Heart" Award - TBA Silent Auction Items Requested • Donate an item for the Silent Auction and get recognition for your business in the program, newsletter and event slideshow. You do not need to be a Chamber member to donate. Items should have stand alone value and not require additional purchase. • Donate to the Wine Pull - Donate a bottle of wine valued at $15 /more and get business recognition • as well. r -- g.:‘, p . ., ore about these and other events, go to www.tigardirachamber.org/direttory/events achamber.org /direct v /events .„ n it - — - - - -- v - ! Find us on FaCebook w W hat r3f tyiAAssy So-a� -s.! /s AIS -482 Item #: 3. A. Business Meeting Date: 04/12/2011 Length (in minutes): Consent Item Agenda Title: Approve City Council Meeting Minutes Submitted By: Carol Krager City Management Item Type: Motion Requested Meeting Type: Consent Agenda - Approve Minutes ISSUE STAFF RECOMMENDATION / ACTION REQUEST Approve minutes as proposed. KEY FACTS AND INFORMATION SUMMARY Minutes will be attached to this Agenda Item Summary statement when final drafts are ready to submit to the City Council. OTHER ALTERNATIVES Amend draft minutes. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION N/A • Attachments No file(s) attached. AIS -483 Item #: 3. B. Business Meeting Date: 04/12/2011 Length (in minutes): Consent Item Agenda Title: Receive and File: Council Calendar and Council Tentative Agenda Submitted By: Carol Krager City Management Item Type: Receive and File Meeting Type: Consent - Receive and File ISSUE Receive and file the Council Calendar and the Tentative Agenda for future Council meetings. STAFF RECOMMENDATION / ACTION REQUEST No action requested: this is a receive and file item for information. KEY FACTS AND INFORMATION SUMMARY The Council Calendar and the Tentative agenda for future Council meetings are attached. OTHER ALTERNATIVES N/A COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS DATES OF PREVIOUS COUNCIL CONSIDERATION N/A - Receive and File Items Attachments Council Calendar Tentative Agenda Agenda Item No. 3_ B. I For Agenda of April 12, 2011 MEMORANDUM TIGARD TO: Honorable Mayor & City Council FROM: Carol Krager, Deputy City Recorder RE: Three -Month Council Meeting Calendar DATE: April 5, 2011 Regularly scheduled Council meetings are marked with an asterisk ( *). April 12* Tuesday Council Business Meeting — 6:30 pm, Town Hall 18 Monday Budget Committee Meeting— 6:30 pm, Public Works Auditorium 19* Tuesday Council Workshop Meeting — 6:30 pm, Town Hall 25 Monday Budget Committee Meeting -6:30 pm, Public Works Auditorium 26* Tuesday Council Business Meeting — 6:30 pm, Town Hall May 2 Monday Budget Committee Meeting— 6:30 pm, Public Works Auditorium 10* Tuesday Council Business Meeting — 6:30 pm, Town Hall 17* Tuesday Council Workshop Meeting — 6:30 pm, Town Hall 24* Tuesday Council Business Meeting — 6:30 pm, Town Hall 30 Monday Memorial Day Observed — City Offices Closed June 14* Tuesday Council Business Meeting — 6:30 pm, Town Hall 21* Tuesday Council Workshop Meeting — 6:30 pm, Town Hall 28* Tuesday Council Business Meeting — 6:30 pm, Town Hall 1: \ ADM \City Council \Council Calendar \3 -month calendar for 100412 cc mtgdoc Agenda Item No. 3- S- c Meeting of April /�, aD/ / Key: Meeting Banner ❑ Business Meeting ❑ Study Session 0 Special Meeting ❑ Consent Agenda 0 Meeting is Full . \w'nrkshop Meeting ❑ City Council Tentative Agenda 4/4/2011 10:08 AM 253 04/12/2011 Carol Krager AAA 04/12/11 I Absences to Note: I Location: Tigard City Hall 04/12/2011 ACCSTUDY Minutes - Executive Session on Potential Litigation Craig Prosser I 104/12/2011 Cheryl Caines ACONSENT Consent Item - Amend the Process to Form Ad -Hoc, Limited Duration Citizen Advisory Community Hartnett S, Asst CD Director Committees - Resolution Development l 1 44304/12/2011 Joanne CCBSNS 1 5 Minutes - Proclaim April 25 - 30, 2011 as National Community Development Week City Management Bengtson 3, Exec Asst to City' Bengtson Mgr {358 04/12/2011 Marissa CCBSNS (2 20 Minutes - Arbor Day: Receive Tree City USA Growth Award and Present Tree Community Daniels M, Assoc. Planner I Daniels 1 tewardship Awards Development 332 04 /12/2011 Cheryl Caines CBSNS 15 Minutes Consider a Resolution to Rename and Outline Allowed Uses of the Tree Community Hartnett 5, Asst CD Director R eplacement Fund Development 7 4 /12 /2011'Cathy �CCBSNS 10 Minutes - Award Purchase Agreement for Replacement of the In -Car Video Police Barrett 3, Sr Mgmt Analyst - Wheatle y stem f P V Finance 04/12/2011 Cathy ICCBSNS 20 Minutes - Report from Mayor and City Councilors on National League of Cities 'Administrative Prosser C, City Manager Wheatley on ressional City Conference ervices 04/12/2011 Sandy Zodrow CCBSNS 6 40 Minutes - City Manager Recruitment Procedures City Management Zodrow S., HR Director I 11 364 04/18/2011 Cathy MA i ;udget Committee Meeting I Wheatley I 11 I Key: Meeting Banner 0 Business Meeting 0 Study Session 0 Special Meeting 0 Consent Agenda a Meeting is Full . Workshop Meeting 3 City Council Tentative Agenda 4/4/201110:08 AM 254 04/19/2011 Carol Krager 14.AA — 04/19/11 I Absences to Note: I Location: Tigard City Hall I- - 1 I458I104 /19 /2011IIAlison Grimes IICCWKSHOPII1 20 Minutes - Joint Meeting with the Library Board IlLibrary 'harries M, Library Director 13701104/19/2011IJoanne Bengtson ICCWKSHOPII2 25 Minutes - 1st Quarter Council Goal Update 'City Management 11Bengtson J, Exec Asst to City Mgr 384 04/19/2011 Cathy Wheatley CCWKSHOP 3 30 Minutes - Review of the Recycled Water Feasibility Study Public Works 02/03/2011 1344104/19/2011IDuane Roberts ICCWKSHOP I4 60 Minutes - Greenway Trail System Master Plan IlCommunity Development IIRoberts D, Project Planner I 1292 04 /19 /201 1IIJohn Floyd [ICCWKSHOPI5 45 Minutes - Regulatory Improvement Initiative Update and Workshop 'Community Development (Floyd J, Associate Planner I L Time: 180 of 180 minutes have been scheduled .•w imus. — II 365 04/25/2011 Cathy Wheatley AAA Budget Committee Meeting I IL i 1 252 04/26/2011 Carol Krager AAA 04/26/11 I Absences to Note: I Location: Tigard City Hall lr �r 1 I 1 II 420104/26/2011 'Greer Gaston IACCSTUDY 1115 Minutes - Executive Session on Real Property Negotiations I IlKyle T, City Engineer II 4491104/26/2011 [Sandy Zodrow IACCSTUDY 15 Minutes - Revisions to City Wide Personnel Policies 'City Management IlZodrow S, HR Director II 14791 Zodrow 14ACCSTUDY 1115 Minutes - Executive Session - Labor Relations I 1103/31/2011 II - I ll Key: Meeting Banner ❑ Business Meeting ❑ Study Session ❑ Special Meeting ❑ Consent Agenda ❑ Meeting is Full • Workshop Meeting ❑ City Council Tentative Agenda 4/4/2011 10:08 AM 385 04/26/2011 Joseph ACONSENT Consent Item - Contract Award for Auditing Services Financial and Information Barrett Services 42404/26/2011 John ACONSENT Consent Item - Authorization for City to Enter into Updated Wasteshed Reduction Public Works Gaston G, Conf Executive Goodrich Intergovernmental Agreement with Washington County Asst 1464104/26/2011 Greer Gaston lIACONSENTIConsent Item - Receive and File Annual Solid Waste Report 1Public Works II 1465104/26/2011 Greer Gaston ACONSENT Consent Item - Receive and File the Annual Solid Waste Financial Report Public Works Gaston G, Conf Executive Asst 04/26/2011 Steve Martin ACONSENT Consent Item - Approval of a Grant Application for the Summerlake Playground Public Works Martin S, Parks Manager Replacement 1473I104/26/201117ulia Wade 0ACONSENTIIConsent Item - 2010 Police Department Annual Report '03/30/2011 442 04/26/2011 Joanne CCBSNS 1 5 Minutes - Proclaim May 15 -21, 2011 EMS Week City Management 03/29/2011 Bengtson 446 04/26/2011 Joanne CCBSNS 2 5 Minutes - Proclaim May 1 -7 Be Kind to Animals Week City Management 03/29/2011 Bengtson 43904/26/2011 Kent Wyatt CCBSNS 3 10 Minutes - Discuss 2011 Oregon Legislative Session and its Impact on Tigard's City Management Wyatt K, Management Legislative Priorities „Analyst 357 04/26/2011 John CCBSNS 4 15 Minutes - Consider Amending Tigard Municipal Code Chapter 12, Water and Sewers Public Works Goodrich J, Utility Div Goodrich Manager 323 04/26/2011 Judith Gray CCBSNS 5 30 Minutes - High- Capacity Transit Land Use Plan Update Community Development Gray J, Sr Transportation Planner 415 04/26/2011 Judith Gray CCBSNS 6 30 Minutes - Presentation on Status of Transportation Planning Rule and Related Community Development Gray J, Sr Transportation Issues Planner 4551104/26/20111ITed Kyle 11CCBSNS 07 15 Minutes - CIP Update, Small Projects Completed 'Public Works IlKyle T, City Engineer 36605/02/2011 Cathy AAA Budget Committee Meeting Wheatley I - II 3 Key: Meeting Banner ❑ Business Meeting ❑ Study Session ❑ Special Meeting 0 Consent Agenda ❑ Meeting is FuII . Workshop Meeting ❑ City Council Tentative Agenda 4/4/2011 10:08 AM 38705/10/2011 Carol Krager AAA Business Meeting I l 472 05/10/2011 Todd Prager ACCSTUDY 20 Minutes - Tenative Update on Urban Forestry Code Revisions Community Development Prager T, Assoc Planner /Arborist 47705/10/2011 Greer Gaston ACCSTUDY 20 Minutes - Executive Session Pending Litigation Public Works Koellermeier D, Public Works Dir Total Time: 40 of 45 minutes have been scheduled l EEI05 /10 /20111Farren Wyss NCCBSNS 160 Minutes - Public Heari for City of Tiga Economic Opportunities Analysis 'Community Development 11Wyss D, Senior Planner 11 1lTotal Time: 60 of 110 minutes have been scheduled 1 — II l 05/17/2011 Carol Krager AAA rorkshop Meeting I - - — II — - -- - 1 466 05/17/2011 Susan CCWKSHOP 1 45 Minutes - Annual Joint Meeting with Tigard Planning Commission Community Development Hartnett S, Asst CD Director Hartnett 1476105/17/2011 Joanne CCWKSHOP2 20 Minutes - Annual Meeting with Neighborhood Involvement Committee City Management 03/31/2011 Bengtson 326 05/17/2011 Ted Kyle CCWKSHOP 3 45 Minutes - Presentation on Main Street Parking Options for the Main Public Works 02/09/2011 Street /Green Street Retrofit Project 43505/17/2011 Greer Gaston CCWKSHOP4 20 Minutes - Briefing on the 2010 Pavement Condition Report Public Works McCarthy M, St /Trans Sr Proj Enq 147 05/17/2011 Joseph Barrett CCWKSHO f5 50 Minutes - Review Proposed Changes to Tigard's Public Contracting Rules Financial and Information Barrett J, Sr Mgmt Analyst - ��L Services Finance t otal Time: 180 of 186 minutes have been scheduled H _ - I I Meeting Banner ❑ Business fleeting ❑ Study Session ❑ Special iNiccting ❑ Consent Agenda ❑ Meeting is Dull . Workshop Meeting ❑ City Council Tentative Agenda 4/4/20I1 10:08 AM 411 05/24/2011 Carol Krager IAA Business Meeting I l II 34205/24/2011 Cheryl Caines CCBSNS 90 Minutes - Quasi - Judicial Public Hearing: Comprehensive Plan Amendment, Sensitive ommunity Caines C, Assoc Lands Reviews and Adjustment to Extend Wall St. to Fields Property evelopment Planner 322105/24/201111Ted Kyle IICCBSNS 1115 Minutes - CIP Update - Focus: Public communications actions taken on project lPublic Works (kyle T, City Engineer II I IlTotal Time: 105 of 110 minutes have been scheduled E — - II I AAA Business Meeting I 389 06/14/2011 Carol Krager I- — — —II 451 06/14/2011 Gary CCBSNS 60 Minutes - Westside Christian High School Comprehensive Plan and Zone Map Community 'agenstecher G, Assoc I Pagenstecher Amendment pevelopment fanner 459 06/14/2011 Liz Lutz CCBSNS 15 Minutes - A Resolution of the City of Tigard Adopting the Budget, Making Financial and Lawson A, Accounting I Appropriations, Declaring the Ad Valorem Tax Levy, and Classifying the Levy As Provided ,Information Services Supervisor 46006/14/2011 Liz Lutz CCBSNS 5 Minutes - Resolution Adopting the Citywide Master Fees and Charges Schedule which )Financial and Lawson A, Accounting I replaces resolution 10 -xx and All Subsequent Amendments to Date. nformation Services Supervisor 461 06/14/2011 Liz Lutz CCBSNS 5 Minutes - Resolution declaring the City's Election to Receive State Shared Revenues Financial and Lutz L, Conf Exec Asst I Information Services 462 06/14/2011 Liz Lutz CCBSNS 5 Minutes - Resolution Certifying that the City of Tigard Provides Services Qualifying for inancial and Lutz L, Conf Exec Asst State Shared Revenues Information Services I IlTotal Time: 90 of 110 minutes have been scheduled 390 06/21/2011 Carol Krager AAA Workshop Meeting 282 06/21/2011 Judith Gray CCWKSHOP 45 Minutes - Joint meeting with TTAC Community Development 293 06/21/2011 John Floyd CCWKSHOP 60 Minutes - Joint Meeting with Planning Commission on Regulatory Improvement Community Floyd J, Associate Initiative - Decision Making Package Development Planner I IlTotal Time: 105 of 180 minutes have been scheduled I I — — II Key: Meeting Banner O Business Meeting O Study Session 0 Special Meeting 0 Consent Agenda a Meeting is Full 1 Workshop Meeting Q City Council Tentative Agenda 4/4/2011 10:08 AM 391106/28/2011IICarol Krager IIAAA IlBusiness Meeting II II II I ii 22206/28/2011 Susan Hartnett CCBSNS 45 Minutes - Public Hearing - Amend the Tigard Municipal Code Abatement Regulations Community Hartnett S, Asst CD I Related to Code Compliance and Amend 2010 -11 Master Fee Schedule Development Director 447 06/28/2011 Joanne CCBSNS 5 Minutes - Proclaim Geography Awareness Week - August 1 -7, 2011 City Management 03/08/2011 Bengtson 4631106/28/2011IITed Kyle IICCBSNS 1115 Minutes - CIP Update - Projects in design IIPublic Works (Kyle T, City Engineer II If Total Time: 65 of 110 minutes have been scheduled l I 39207/12/2011 Carol Krager 'AAA Business Meeting I 1 I — - II 393 07/19/2011 Carol Krager AAA Workshop Meeting I I - — II 324 07/19/2011 Judith Gray CCWKSHOP 30 Minutes - HCT Land Use Plan Update Community Development Total Time: 30 Minutes (0 Hours, 30 Minutes) I II 394I07/26/2011IICarol Krager IAA IlBusiness Meeting I I II II 371 07/26/2011 Joanne CCBSNS 10 Minutes - 2nd Quarter City Council Goal Update City Management Bengtson J, Exec Asst Bengtson - to City Mgr IlTotal Time: 10 of 110 minutes have been scheduled AIS -448 Item #: 3. C. Business Meeting Date: 04/12/2011 Length (in minutes): Consent Item Agenda Title: Amend the Process to Form Ad -Hoc, Limited Duration Citizen Advisory Committees - Resolution Submitted By: Cheryl Caines Community Development Item Type: Resolution Meeting Type: Consent Agenda ISSUE Should City Council pass a resolution that amends the process to form and appoint limited duration, ad -hoc committees such as Citizen Advisory Committees? STAFF RECOMMENDATION / ACTION REQUEST Approve the attached Resolution that continues the process to appoint and form limited duration, ad -hoc committees as amended by Resolution 08 -47. The resolution allows formation of ad -hoc committees through a one step process when members of existing standing City boards, committees or commissions are utilized in an ad hoc CAC capacity. KEY FACTS AND INFORMATION SUMMARY In August 2008 City Council passed a resolution amending the appointment process for ad -hoc Citizen Advisory Committees (CACs). Prior to this, ad -hoc CAC members were appointed through the same process as standing citizen advisory bodies such as the Planning Commission, Library Board, Budget Committee, etc. The appointment process for ad -hoc committees involved an extended timeline for advertising/solicitation, candidate selection, Council interview, official appointment, and dissolution once their charge was fulfilled. The amended process provided an easier means to form limited duration citizen committees and to dissolve them once they completed their task. The current procedure provided by Resolution 08 -47 is: 1. Staff advises Council that the formation of an ad -hoc CAC is needed by scheduling a consent item on a Council meeting agenda. This includes a CAC purpose and charge statement with a sunset clause, stakeholder groups to be represented, and meeting protocols. 2. If approved by Council, staff then solicits and chooses qualified CAC members and submits names for Council approval, also through the consent agenda process. A review of the process was required by Council after one year of approval of Resolution No. 08 -47. It has been more than one year since the process was amended; however, the longer period has allowed several opportunities to observe how the process is working. CACs appointed during this time include: Trails Master Plan; Transportation System Plan; Urban Forestry Master Plan; and the Urban Forestry Code Revisions. These committees were easily, and successfully formed. Some have performed their tasks and have dissolved. Staff discussed the process with City Council at a March 8, 2011 study session and suggested Council consider further modifying the process to utilize a single procedural step when an existing, standing committee is being appointed as a CAC. Existing committees (Planning Commission and Tigard Transportation Advisory Committees) were used as the CACs for the Economic Opportunities Analysis (EOA) and the High Capacity Transit Land Use Plan (HCT -LUP). For both of these projects, formation of their corresponding CACs through a two step process was been time - consuming and duplicative. The single step would allow simultaneous creation of an ad -hoc committee and its member appointments. At its March 8 meeting, Council agreed that the single step appointment process is efficient and appropriate in some situations. However, there was general agreement that the two -step process is more suitable in some circumstances. Therefore, staff has written the attached resolution to include an option for a one -step process to form ad -hoc committees with standing committees, but provides that Council can require a two -step process if deemed necessary. The formation of ad -hoc committees not consisting of standing boards, committees and commissions will still follow the current two -step process. OTHER ALTERNATIVES City Council may decide: Not pass the resolution, which will continue the current practices for forming ad -hoc committees and not include the single step option that allows simultaneous formation of ad -hoc CACs and member appointments. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS Tigard City Council Long Range Objectives: • Tigard citizens are involved in the community and participate effectively. DATES OF PREVIOUS COUNCIL CONSIDERATION Resolution 08 -47 shortening the process to appoint members and form ad -hoc committees was passed in August 2008. City Council reviewed the process at the March 8, 201 1 study session. Attachments Resolution AIS -443 Item #: 4. Business Meeting Date: 04/12/2011 Length (in minutes): 5 Minutes Agenda Title: Proclaim April 25 -30, 2011 as National Community Development Week Prepared For: Joanne Bengtson Submitted By: Joanne Bengtson City Management Item Type: Public Hearing - Informational Meeting Type: Proclamation ISSUE Shall Mayor Dirksen proclaim April 25 -30, 2011 as national Community Development Week in Tigard? STAFF RECOMMENDATION / ACTION REQUEST n/a KEY FACTS AND INFORMATION SUMMARY The city has received $3,429,286 in CDBG funding (this year to date.) OTHER ALTERNATIVES n/a COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS n/a DATES OF PREVIOUS COUNCIL CONSIDERATION n/a Attachments Community Development Week Proclamation , 1 r, j N - - , - - - -- 4 - - 34- - - - -- 0 r �� i V' V V V y .# 4. ? :l 15 .4kozdaoldh cJn• . F •• National Community Development Week -< ✓ April 25 - 30, 2011 r WHEREAS, the Community Development Block Grant (CDBG) Program was enacted into law by President Gerald Ford, as the centerpiece of the Housing and Community . • Development Act of 1974; and 4 . y WHEREAS, the CDBG has, as its primary objective "the development of viable urban �. communities, by providing decent housing and a suitable living environment and expanding economic opportunities, principally for persons of low and moderate income;" and WHEREAS, the CDBG program has considerable flexibility to allow communities to carry out ✓ activities that are tailored to their unique affordable housing and neighborhood revitalization needs; and WHEREAS, throughout its 37 -year history, the CDBG program has been a partnership 4 among the federal, state and local governments, businesses and the nonprofit sector which carry out activities that improve the lives and neighborhoods of low and moderate income <, families; and WHEREAS, the City of Tigard has used $3,429,286 in 2010/2011 CDBG funds to provide -.A. , housing rehabilitation; revitalization of community facilities and shelters, and physical redevelopment; and ; , :' I WHEREAS, a reduction in funding has had an impact on the City of Tigard by eliminating v. available improvement funding for roads and infrastructure; and WHEREAS, the City of Tigard urges Congress to provide increased formula funding for . it CDBG in FY 2012 and FY 2013; ✓ NOW THEREFORE BE IT RESOLVED THAT I, Craig E. Dirksen, Mayor of the City of *.• • Tigard, Oregon, do hereby proclaim the week of April 25 -30, 2011 as COMMUNITY DEVELOPMENT WEEK • in Tigard, Oregon and urge all citizens of our city to join in recognizing the Community Development Block Grant Program and the importance it serves to our community. Dated this day of , 2011. , • IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the ` y City of Tigard to be affixed. '4. ' Craig E. Dirksen, Mayor r`' • City of Tigard 1 Attest: * ' City Recorder • AIS -358 Item #: 5. Business Meeting Date: 04/12/2011 Length (in minutes): 20 Minutes Agenda Title: Arbor Day: Receive Tree City USA Growth Award and Present Tree Stewardship Awards Submitted By: Marissa Daniels Community Development Item Type: Receive and File Meeting Type: Council Business Meeting - Main ISSUE Receive Tree City USA Awards from an Oregon Department of Forestry Representative and present Tigard Tree Stewardship Awards. STAFF RECOMMENDATION / ACTION REQUEST N/A KEY FACTS AND INFORMATION SUMMARY J. Sterling Morton first proposed a tree planting holiday, Arbor Day, which was celebrated on April 10, 1872, in Nebraska. Today, many communities across the nation celebrate trees on Arbor Day. The State of Oregon declares an entire week as Arbor Week, instead of a single day. Here in Tigard. there are many ways for residents and business owners to get involved and help the City celebrate Arbor Day. Events are planned all month long. Highlights include: • Penny's Puppets presents Where Is Lilly the Catapilly? Tuesday, April 5 I 7 -8 p.m. I Tigard Public Library Community Room One spring day, Lilly the caterpillar doesn't show up for a tea party with her friends. Where can she be? Celebrate spring, enjoy this musical mystery, and find out just what has happened to Lilly. • Tree Care Workshop- Identifying and Managing Hazard Trees Wednesday, April 6 1 7 -8 p.m. I Tigard Public Library Community Room Trees play a dynamic role in increasing quality of life in urban environments. When they fail, however, trees may cause problems by injuring people or damaging property. Putting a tree risk management plan into practice can help reduce these risks. This workshop will explore the standard practice of tree risk assessment. • Urban Forestry Code Revisions Citizen Advisory Committee Meeting Wednesday, April 13 1 6:00 p.m.I Tigard Public Library Community Room In April, the Committee will discuss urban forestry standards for development, tree grove preservation incentives, and tree permit requirements. The public is invited to attend, and time is reserved for public comment at the beginning of the meeting. • SOLV -IT Ivy Pull Saturday, April 16 I 9 am.- I p.m. I Mary Woodward Elementary - 12325 SW Katherine Street Meet in the parking lot at the elementary school. For more information contact Carla Staedter at 503 -718 -2788 or carla@tigard-or.gov. tigard- or.gov. A list of additional activities and ways to celebrate Arbor Day are available at www.tigard - or.gov /arborday. Mayor Dirksen will celebrate Arbor Day on April 22, 2011, planting trees with the second grade class at Metzger Elementary School. The students are preparing a special presentation to share with the Mayor during the celebration. All Council members, the Tree Board, and School Board members are invited to attend. Brian Wegener of Oregon Community Trees (and Tualatin Riverkeepers) will present the 2010 Tree City USA Award and Tree City USA Growth Award at the City Council meeting this year. Tigard is the recipient of its tenth consecutive Tree City USA Award and its third Tree City USA Growth Award. These forms of national recognition honor Tigard's commitment to urban forestry, The Tree City USA program is sponsored by the Arbor Day Foundation in cooperation with the National Association of State Foresters and the USDA Forest Service. This year, the City planted 23,715 trees in the City's parks, schools, and along streams and streets. To celebrate Arbor Day and earning the Growth Award, the City and the Tigard- Tualatin School District (TTSD) will join forces to plant over 100 trees each on the Metzger Elementary, Templeton Elementary, and Twality Middle School campuses (Attachment 3). To further celebrate urban forestry accomplishments in Tigard during 2010, the following has been selected for a Tigard Tree Stewardship Award: • City of Tigard /Parks and Recreation Advisory Board: I n November, 2010 Tigard voters approved a parks bond measure to acquire land for parks and open spaces. At least 80% of the funds will go toward land acquisition for open spaces, parks, or trail corridors. The Tigard Parks and Recreation Advisory Board (PRAB) deserves countless recognition and thanks for all of their hard work on the bond measure. I serve as a member of the Tigard Planning Commission, Tree Board, and Urban Forestry Code Revisions Citizen Advisory Committee and have often heard from community members who are passionate about preserving trees. Already the City has purchased the Summer Creek and Sunrise properties, which together include 32.1 acres of identified tree groves in Tigard. The efforts of the PRAB have made a lasting impression on urban forestry in Tigard for generations to come, and this is why it's members deserve the 2011 Tree Stewardship Award. OTHER ALTERNATIVES N/A COUNCIL COALS, POLICIES, APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION On March 22, 2011 Mayor Dirksen signed an Arbor Month Proclamation declaring April as Arbor Month in the City of Tigard. Attachments powerPoint Presentation Arbor Day Flyer Metzger Elementary. Templeton Elementary. and Twality Middle Planting Plans Tree Stewardship Nomination Form 4/6/2011 C I T Y O F T I G A R D Respect and Care I Do the Right Thing i Get it Done a I '(.AIID Arbor Day 2011 Community Development I April 12, 2011 Help Us Celebrate! A list of events is available at www.tigard- or.gov /arborday. / Penny's Puppets presents Where Is Lilly the Catapilly? / Tree Care Workshop- Hazard Trees ► Terrific Tree Crafts / Urban Forestry Code Revisions Citizen Advisory Committee Meeting SOLV -IT Ivy Pull 1 4/6/2011 I r i ( \ I; I) Tree City USA 1 We met the four requirements to become a Tree City USA for the 10th consecutive year. ` 1� ■ We planted over 13,000 _ trees last year in the - - City's parks, schools, and along streams and streets. Growth Award / Tigard is the recipient of 'A. • - a Tree City USA growth award for expanded urban forestry efforts including: Street tree planting in Capital Improvement Projects 1 Sending postcards to all new City residents / Holding community -wide allerALN31111 tree events 2 4/6/2011 Celebration Planting �,,,. - - To celebrate Arbor Day and earning the Growth Award, r reeteeteva. the City and the Tigard- Y g �nnuimr�— Tualatin School District ---- (TTSD) joined forces to plant •'-"" °_`N over 100 trees on the Metzger Elementary School campus. / In addition, over 100 trees were planted at both the Templeton Elementary and Twality Middle campuses \ It ) Arbor Day Celebration I / Metzger Elementary School I,I _ second grade performances ,_ ,_ ► Fifth grade marimba band ` -, • ► Ceremonial planting of six courtyard trees — one for each grade level. 3 4/6/2011 Tree Stewardship Every year the City of Tigard presents Tree Stewardship Awards to individuals, businesses, or organizations who contribute to our city's beautiful urban forest ■ To further celebrate urban forestry accomplishments in Tigard during 2009, we would like to recognize the hard work of the Tigard Parks and Recreation Advisory Board. Parks and Recreation Advisory Board .,, �• / "The efforts of the PRAB 70 : Y - have made a lasting impression on urban forestry in Tigard for generations to • come, and this is why they '�• deserve the 2011 Tree Stewardship Award." _ ■ Dave Walsh, Planning Commission President 4 4/6/2011 i i \ R I Thank You ■ To all of our volunteers and i' residents who have planted " and cared for trees over the past year. 1 S > , 5 , t . , r , 1. . ' • 1 J ` 4 rZt. r ' ;' _, rte ' w -11 / , i . ,C 1 1 1 F Y ' ! . 74 • { I w ' ' .. . ii 1 // • l v t + t. i • ' 4, ; r t, ' ,' . t , . JOIN 'I1Ii; CI•i'1" OF TIGARD IN CELEBRATING ARBOR DAY CELEBRATE ALL MONTH LONG: Arbor Day is celebrated nationwide on the last Friday of April. On March 22, 2011, Mayor Craig Dirksen proclaimed the entire month of April to be Arbor Month here in Tigard. ATTEND AN ARBOR DAY EVENT ► Tualatin River Watershed Partners present Rain Gardens 101 Saturday, April 2 19 a.m. -1 p.m. I Cornelius City Council Chambers (1310 Al. Adair St., Cornelius) ► Penny's Puppets presents Where Is Lilly the Catapilly? Tuesday, April 5 1 7 -8 p.m. I Tigard Public Library Community Room ► Tree Care Workshop — Identifying and Managing Hazard Trees Wednesday, April 6 17 -8 p.m. I Tigard Public Library Community Room ► Terrific Tree Crafts Sunday, April 10 I 1:30 -2:30 p.m. I Tigard Public Library Puett Room ► City Council Meeting —Tree Stewardship Awards Tuesday, April 12 I 7:30 p.m. I Tigard Town Hall ► Urban Forestry Code Revisions Citizen Advisory Committee Meeting Wednesday, April 13 16 p.m. I Tigard Public Library Community Room ► SOLV -IT Ivy Pull Saturday, April 16 19 a.m. -1 p.m. I Mary Woodward Elementary (12325 SW Katherine Street, Tigard) 1 For all the event details, visit www.tigard - or.gov /ArborDay ■ TIGARD Cit) of•i'i!gard I Coin inn n it■ Development Department I 13125 SU Hall Bottle\ard I www.tigartl- ur.gol o 4 - a NT MATERILSLIS:,G: fns,.... / /1 a __ A _ _ — ®— IinEES Inn. I am I ul a - p g ° ,, j 5. 4)- i -! 7( — 5 ) ( \ j -,,,, . j 0 IT _I 1 V I I OI ° I 1 { 3 - � I I �� p I 0 I :.. I :- I I =ar OREGON „,e; 0 )1 O Y ,�� I "^n'4"'^ ... ciA5 P0.0 �� " Lei ei._� I� °I lif L> O I �- I o o ,- �.. a....e. .. .� ® .i�.y� I r: "z"." ..� v." 1 y v , .. � � ewa..r. ,o..�..:,...me a.,��.,.vn Q .^o 1 ' : G� d al 07)07/ � sr # �i1 I '____, f • O' pZ Q (. I W O .9///// � _ u.....o J i m o m g .' D � - - ,T A ` - rD / C ` _ - - ELEMENT iL hi o a _ -- � � T >✓s C ,b9� AS BUILT DRAWING � OJ. ® h — These Records Documents have been w prepared based on Information provided by: un Uw ' y/ "- - 4Lt—Te ,i,„(-1.i b" P Mears Des Group. II A W I sedy Landscape. Inc.' "NY' CJ AS BUILT DRAWINGS: 3/17/11 REFER TO SHEET L3 FOR PLANTING .-� SCALE: I a0' - 0' L 1 AND IRRIGATION DETAILS S NOTES 1'! ) - - I R s / \� 0 0 I` �;1 'X m vn.CHMRE -sE � � „- ww.u.rexuvs a u 1 r� 3 \(Y I v'7 e.0 I ... w I arc. I s. Imv.mi.... O y PARKING LOT t� µ,.a.�w �9� �. � °? ..—...z....... I i .�.. TEMPLETON ELEMENTARY SCHOOL � � '''‘''',:14.1 ) ti . ....�..,.-a � �I ``> -. `..� I .. H "' I � � At : Li h; : ' - � � uv V 4; 0......n.... M °_ _ ARCS � (4 ELEMENTARY SCHOOL r J= SiCLJS . ��^ 7 G / ; fig 3 �� M,. M,. eb ' rte.. .w. Lrc /4 _2_4) 1 .r L \ C_a . . � - °��;� an .. o `` o r w a. d _ . _ , . ` r VI O � � - ATHLETIC MCI OS ..� A. \' M,,,,„„A.o„,,, L,„Ess o mMsswrzo w i lmwn n i Lam' i H 7 a� / . �� , 7" \ ( . 1.. 2 2! ,_ • „,.., ,(,, _ ___ _,. �. ! r- / 'ai � � l l „ } � - „1 — AS BUILT DRAWING — ,; N/ z,.. N' {- j �,N; Cr _ l, � e <= r L li /� Ndtr/";.r a : .�7 A 7jt�� • . 5 . .. :�ii e '' . \ � 'y' . - 11 '-.: ' t J a Y. i'E�: 9 ' J pr These prepared darns G o u Is have been PLANING a.. . t . t ;e >' e o anon provided by: V )• t , ..,. _��,..,,, a ,. ,p.„ ..q ..„, Ilc” IA "Casserly Landscape. Inc" AS BUILT DRAWINGS: 3/17/11 w REFER TO SHEET L3 FOR SCALE: r = 4R -0' PLANTING DETAILS B NOTES a 0 1 q, L 1 20 40 ea 4. aw araa A5 BUILT DRAWING �� ° =x ( "} 1e O nP°'° . _ — These Records Documents have been E O9 eT ° L > � J � ( / � ,,,AS BUILT ll sedonlnlor RAWI IN Ii G 'Mears D �' / 4 a ! — y sArA ;,- .-, /'� `� • .," Design Group Landscape. Inc.' i C e �\ '� /(� 1Aai( ,,/ � n1�l+J . / AS BUILT DRAWINGS: 31]/11 € ' /1 .,wne,. — r._.. . r ,:c- - — �A a. v. ,.v � .,.. ] � �' , rervrvis coums / t7� �'/ �� _ � x � " ��1 % �: Mme...° ��— e4 �a� �/ �� » © J b V �, (c fi »a — 7 ,__ 2 �` ;/ -K q ty',•. w 3 { o ) / , ,-- \ - MAPHITICATER /-' Lawayw.pely .„ J: ...) :.-.7)._,,,, ,==•-• 1 I I f `k\ /' w.rti r.1wn t J z a ^) �-_. cw papa ( r X21 � 'C _ t V .+..°mosuw nmsr —o.. 1.,.....c "°n.... ATHLETIC FIELDS '...�.' ,.. A.. V F ATHLETIC FIELD (:::2 /% / S " /L o 0 mALIneIDaE�rvfl ��.. _ %, J C, L� w.,o-a ..a .. / { i 1. ter. I 7/ 41/4. .._ { / _ C -Z - \ _ .�.> „/ - —� __sic � — — i wTCHLWE. SEE SHEET L2 �� ;,ri ,y — { C< )� _ wwn�, REFER TO SHEET L2 FOR I REFER TO SHEET L2 on SCALE: P.40' -0' I 1 PLANTING DETAILS & NOTES FOR PLANT LEGEND ©® _ a e L I eo ;✓ 2011 Tigard Tree Stewardship Awards Nominate someone today! E very year the City of Tigard is pleased to honor those among us who contribute to the beauty and long term health of our city's urban forest, and who broaden our community's understanding of the proper care and benefits of trees. We are on the lookout for potential recipients of the 2011 Tree Stewardship Awards —and we need your help! Do you know a deserving individual, business or organization? Honor their contribution by nominating them today. Eligible projects could include: • A business that has paid particular attention to the protection and preservation of trees during construction NOMINATION DEADLINE ■ Acknowledgement of a donor's generous financial support and The deadline to submit sponsorship of community forestry projects nominations i s * An outstanding project or program that has been planned, and/or March 18, 2011, implemented, by youth—perhaps a youth organization, a school or so we're looking for your an individual nominations as soon as a A neighbor or business that has done an outstanding job of possible! Winners will be landscaping and incorporating trees into the design honored at the • An individual, organization or business that works with trees (e.g. A p r i l 12, 2011 an arborist, landscape architect, etc.) and exemplifies sound tree City Council meeting . management; has an ability to build partnerships; work with volunteers; and is generally seen as rising above and beyond the "call If you would like more of duty" in enhancing our urban forest information, please call * An individual or organization that has made significant contributions Planning Assistant to community forestry through the partnerships, donations, and innovation in tree planting and/or management Tim at 503 - 718 --28042804, , o or r email timl@tigard- or.gov. To help City Council select this year's award winners, we are distributing the nomination form included on the back of this document. Including "extras" such as photographs, plans, newspaper clippings, or any other items of note, is especially encouraged. Judges will evaluate entries on the basis of impact, quality, innovation, stewardship and adherence to sound tree management practices. City of Tigard COMMUNITY DEVELOPMENT " " ^1z1 13125 SW Hall Boulevard • Tigard, OR 97223 • 503 - 639 -4171 • wwwtigard- or.gov 2011 Tigard Tree Stewardship Awards Nomination Form Name of person, organization, b u b e program Tigard and Parks and Recreation Advisory Board being nominated: ry Project coordinator or contact: Steve Martin Address: 13125 SW Hall Blvd., Tigard, OR 97223 Phone: 503 - 718 -2583 E-mail: steve @tigard- or.gov Website: www.tigard— or.gov /parks Name of nominator: Dave Walsh Address: 10236 SW Stuart Court, Tigard, OR 97223 Phone: 503 - 620 -4807 E -mail: David.Walsh @spnewsprint.com Please provide a description Please see attached. of the contributions, accomplishments and impacts of the project/program/person being nominated. Additional pages and supporting material are strongly encouraged. All nominations must be City of Tigard received by 5 p.m. on Community Development Friday, March 18, 2011. 13125 SW Hall Boulevard Nomination forms may be submitted Tigard, OR 97223 in person at City Hall, or sent to the following mail or e-mail addresses: timl @tigard - or.gov Please provide a description of the contributions, accomplishments, and impacts of the Project /Program /Person being nominated. Additional pages, photos, and supporting material are especially encouraged. In November, 2010 Tigard voters approved a parks bond measure to acquire land for parks and open spaces. At least 80% of the funds will go toward land acquisition for open spaces, parks, or trail corridors. The Tigard Parks and Recreation Advisory Board (PRAB) deserves countless recognition and thanks for all of their hard work on the bond measure. I serve as a member of the Tigard Planning Commission, Tree Board, and Urban Forestry Code Revisions Citizen Advisory Committee and have often heard from community members who are passionate about preserving trees. Already the City has purchased the Summer Creek and Sunrise properties, which together include 32.1 acres of identified tree groves in Tigard. The efforts of the PRAB have made a lasting impression on urban forestry in Tigard for generations to come, and this is why they deserve the 2011 Tree Stewardship Award. AIS -332 Item #: 6. Business Meeting Date: 04/12/2011 Length (in minutes): 15 Minutes Agenda Title: Consider a Resolution to Rename and Outline Allowed Uses of the Tree Replacement Fund Submitted By: Cheryl Caines Community Development Item Type: Resolution Meeting Type: Council Business Meeting - Main ISSUE Should City Council approve a resolution to change the name of the Tree Replacement Fund to the Urban Foresty Fund and identify allowed uses of the fund? STAFF RECOMMENDATION / ACTION REQUEST It is recommended that the City Council approve the proposed resolution. KEY FACTS AND INFORMATION SUMMARY The Tree Board provides oversight of implementation of the Urban Forestry Master Plan. One of the Board's goals is to investigate possible funding mechanisms to help support an ongoing urban forest enhancement program. The Tree Replacement Fund is important to acheiving this goal. The Board proposes to address future use of the Fund in the following two phases. • Phase I - Rename the existing Tree Replacement Fund to be the Urban Forestry Fund and identify allowed expenditures of this fund. • Phase 2 - Identify how the fund will be used in the long term to achieve goals and objectives of the Urban Forestry Master Plan. Phase 2 will coincide with the adoption of the revised Urban Forestry Code. The Board's recommendations for Phase 2 will consider tree mitigation fees resulting from future development and other possible funding sources. The proposed resolution (Attachment 1) implements Phase I by renaming the fund to better match the City's goals of preserving Tigard's urban forest and giving clear direction on allowed uses of the fund. Section 2 of the resolution states that use of funds are limited to only tree planting and three years of early establishment activities. Exhibit A describes these establishment activities in more detail. They include planning, site preparation, planting, irrigation, pruning, pest /disease control, etc. Exhibit A also clarifies that funds can be used to plant trees on private property. These uses reflect a consensus review of members of both the Tree Board and the Urban Forestry Code Revision Citizen Advisory Committee. City Council gave feedback to staff on the resolution during a March 22, 2010 study session. City Council recommended modifying language that allowed use of the fund for "labor and materials" associated with the tree planting activities. This language was determined to be too narrow and did not consider indirect costs that would be a cost of completing the project. The Tree Board met on March 23 and discussed the proposed resolution, including the one language change recommmended by City Council. The Tree Board voted 4 -0 to recommend approval of the resolution with the one change. OTHER ALTERNATIVES City Council could: • Not approve the proposed resolution, and rely on current practices, or • Direct staff to revise the resolution and bring it back to Council for its further consideration. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS ' This action implements Council Goal I: Implement the Comprehensive Plan (b) Update the Tree Code DATES OF PREVIOUS COUNCIL CONSIDERATION Funding of the Urban Forestry Plan was briefly discussed at the joint Tree Board /City Council meeting on December 21, 2010. City Council gave feedback to Staff on the proposed resolution at a March 22, 2011 study session. Fiscal Impact Cost: N/A Budgeted (yes or no): N/A Where Budgeted (department /program): N/A Additional Fiscal Notes: The resolution will change the name of the Tree Replacement Fund and outline the allowed uses of the fund. Attachments Resolution Exhibit A - Approved Tree Planting and Establishment Activities • AJ s',y' - c-c/ n/ c i CITY OF TIGARD, OREGON TIGARD CITY COUNCIL RESOLUTION NO. 11- A RESOLUTION RENAMING THE TREE REPLACEMENT FUND TO BE THE URBAN FORESTY FUND AND OUTLINING THE ALLOWED USES OF THIS FUND. WHEREAS, Ordinance 98 -19 established Chapter 18.790, and the Tree Removal standards in the Tigard Development Code; and WHEREAS, the Tree Removal standards include a formula for tree replacement proportional to the percentage and size of trees removed during development; and WHEREAS, the Tree Removal standards allow for an "in -lieu of" tree replacement payment by developers that do not perform tree replacement themselves to cover the City's cost of tree replacement; and WHEREAS, the City established the Tree Replacement Fund to accept "in -lieu of" tree replacement payments; and WHEREAS, the Tree Removal standards and the Tree Replacement Fund are not specific on the allowed uses of funds collected as "in -lieu of" tree replacement payments; and WHEREAS, on February 16, 2010 City Council directed City staff to clarify the allowed uses of the Tree Replacement Fund as part of the Urban Forestry Code Revisions project; and WHEREAS, City staff has worked with community volunteers including the Urban Forestry Code Revisions Citizen Advisory Committee and Tigard Tree Board to identify appropriate uses of the Tree Replacement Fund that will support the City's broader urban forestry goals; and WHEREAS, the consensus view expressed by the community volunteers to city staff was to use the Tree Replacement Fund for activities necessary for the planting of trees and three (3) years of early establishment of such trees to support the City's broader urban forestry goals; NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that SECTION 1: The Tree Replacement Fund shall be renamed the Urban Forestry Fund to reflect its broader purposes. SECTION 2: The allowed uses of funds that have been or will be collected under the auspices of Ordinance 98 -19 and Chapter 18.790 of the Tigard Development Code, deposited into the Tree Replacement Fund (now known as the Urban Forestry Fund), and available for City use shall be limited to only those tree planting and three (3) years of early establishment activities more fully described in Exhibit A. RESOLUTION NO. 11 - Page 1 SECTION 3: The allowed uses of this fund will be reviewed as part of the Urban Forestry Code Revisions. SECTION 4: This resolution shall be effective beginning Fiscal Year 2012 on July 1, 2011. PASSED: This day of , 2011. Craig Dirksen, Mayor ATTEST: Carol A. Krager, Deputy City Recorder RESOLUTION NO. 11 - Page 2 Exhibit A Introduction The Urban Forestry Fund (formerly the Tree Replacement Fund) shall be available for City use to pay for the costs associated with completing only those activities listed below for tree planting site planning, tree planting site preparation, tree planting, and three (3) years of early tree establishment after planting whether on public or private property within the city limits of Tigard. The activities listed below are intended only for trees that have been or will be planted using Urban Forestry Fund. The activities listed below will only be implemented when determined necessary by the City for a particular tree planting project. When considering where to implement particular tree planting projects, the City shall consider both short and long term costs and benefits, as well as how the projects will further the City's urban forestry' goals. The City shall strive to identify partnerships for planting and three (3) years of early tree establishment after planting whenever possible, and record the stipulations of partnerships in writing. The City shall record and track information about each tree planting project in a publicly accessible inventory of trees and forests. The average cost to a plant and provide three (3) years of early establishment for each tree planted in a particular year shall be no more than 10% greater than the Tree Replacement Fee in the City of Tigard's Master Fees and Charges Schedule for that particular year unless otherwise approved by Tigard City Council. Approved Tree Planting and Three (3) Years of Early Establishment Activities Tree Planting Site Planning • Site Survey — Including by not limited to a survey of soil conditions, topography, drainage, water sources, water pressure, water availability, above and below ground utilities, buildings, infrastructure, street lights, intersections, street signs, driveways, fire hydrants, existing trees, existing landscaping, existing pests and diseases, existing drainage, and any other existing site conditions that may be relevant to a particular tree planting project. • Lab Tests — Including but not limited to the collection and preparation of soil and /or plant samples for analysis by a qualified testing laboratory in preparation for a tree planting project. The purpose of the tests may include but not be limited to determining soil texture, soil fertility, and existing pests and diseases. • Site Plan Preparation — Preparation of accurately scaled landscape drawings that reflect both existing site conditions and future tree planting plans. Information displayed on the plans may include but not be limited to the site survey information listed above, as well as proposed tree planting locations, proposed irrigation installations, proposed soil amendments, proposed tree protection and erosion control materials and methods, proposed planting details /specifications, proposed irrigation details /specifications and other information relevant to a particular project. • Permit Acquisition — Securing of federal, state, regional, local and any other permits required for the execution and /or completion of a particular tree planting project. Tree Planting Site Preparation • Tree Protection — Including but not limited to the planning, installation, monitoring, and removal of tree protection methods and devices for existing site trees with the potential to be directly impacted by a particular tree planting project. Tree protection shall be in a manner consistent with generally accepted industry standards for tree care practices detailed in the most current version of the American National Standards Institute (ANSI) A300 Standards for Tree Care Operations. In addition, the tree protection shall be in accordance with all federal, state, regional, and local rules and regulations. • Unwanted Plant Removal — Including but not limited to the removal of unwanted plants by physical, mechanical, biological and /or chemical means in order to prepare a particular site for tree planting in accordance with all federal, Page 1 of 3 Exhibit A state, regional, and local rules and regulations. Unwanted plant removal shall be the minimum necessary to prepare a particular site for tree planting, and shall not be for the purpose of large scale unwanted plant removal unrelated or indirectly related to tree planting. • Drainage Installation — Including but not limited to the installation of drainage systems such as French drains, boring through hardpan soil layers, and otherwise amending /altering existing soil conditions to facilitate drainage in accordance with all federal, state, regional, and local rules and regulations if required for a particular tree planting project. • Irrigation Installation — Including but not limited to the installation of irrigation systems such as above or below ground sprinkler systems, as well as drip irrigation for delivering water to trees if required for a particular tree planting project. Irrigation installation may include but not be limited to the additional requirements such as installation of water meters, backflow preventers, valves, pumps, sprinkler heads, laterals, automatic timers, and other equipment depending on the scope, requirements, and objectives for the particular tree planting project. Irrigation installation shall be in accordance with all federal, state, regional, and local rules and regulations, and the most current revision of the Irrigation Association's, 7 urf and Landscape Irrigation Best Management Practices. • Soil Preparation — Including but not limited to the loosening, tilling, import, removal, and /or finish grading of soil in order to prepare compacted soil areas for tree planting in accordance with all federal, state, regional, and local rules and regulations if required for a particular tree planting project. Grading and filling shall be the minimum necessary to prepare a particular site for tree planting, and shall not be for the purpose of mass grading or filling unrelated or indirectly related to tree planting. • Soil Amendment — Including but not limited to the amendment of soils with inadequate or low fertility with organic materials, fertilizers, or other soil amendments at the required depth and ratio necessary to support tree growth if required for a particular tree planting project. Soil amendment also includes necessary loosening, tilling, import, removal, and /or finish grading as described in the Soil Preparation item above to amend soil properly for tree planting. Grading and filling shall be the minimum necessary to prepare a particular site for tree planting, and shall not be for the purpose of mass grading or filling unrelated or indirectly related to tree planting. • Erosion Control — Including the planning, installation, monitoring, and removal of erosion control devices in accordance with all federal, state, regional, and local rules and regulations prior to tree planting site activities when required by a particular permit or project. Tree Planting • Tree Selection and Purchase — Including the selection and purchase of the species, sue, and number of trees identified for a particular tree planting project. Trees shall meet the standards detailed in the most recent edition of the American Standard for Nursery Stock (ANSI Z-60.0. Trees identified by the City of Tigard as "Nuisance Trees" shall not be selected, purchased, or planted. • Tree Delivery and Storage — Including but not Limited to the delivery and storage of trees and associated materials in a manner that protects the trees and associated materials from damage. • Tree Planting — Including but not limited to the planting of trees in a manner consistent with generally accepted industry standards for tree care practices detailed in the most current version of the American National Standards Institute (ANSI) A300 Standards for Tree Care Operations. In addition, the tree planting shall be in accordance with all federal, state, regional, and local rules and regulations. • Root Barrier Installation — Including but not limited to the installation of root barriers per the manufacturers' specifications for protecting hardscape, infrastructure, utilities, and other features when required by a particular permit or project. Page 2 of 3 Exhibit A • Tree Staking and Guying — Including but not limited to the staking and guying of any new planted tree identified as requiring supplemental support in order to remain upright. Staking and guying shall be in a manner consistent with generally accepted industry standards for tree care practices detailed in the most current version of the American National Standards Institute (ANSI) A300 Standards for Tree Care Operations. Stakes and guys shall be monitored to ensure they are not causing tree damage, and shall be removed as soon as a tree is able to stand upright without supplemental support. • Tree Protection from Wildlife — Including but not limited to the installation, monitoring, and removal of plant tubing or wire caging for protecting newly planted trees from damage or death from wildlife if required for a particular tree planting project. • Mulch Installation — Including but not limited to the installation of mulch in the form of wood chips, shavings, or other acceptable material around the bases of newly planted trees in a manner consistent with generally accepted industry standards for tree care practices. Three (3) Years of Early Tree Establishment • Truck or Hand Watering of Trees — Including but not limited to the delivery and application of specified quantities and frequencies of water during specified time periods using a tanker truck, hoses, and /or other equipment when required for the survival of trees. • Irrigation System Maintenance — Including but not limited to programming, monitoring, and maintenance of irrigation systems necessary for the application of specified quantities and frequencies of water during specified dine periods required for the survival of the trees. Irrigation programming, monitoring, and maintenance shall be in accordance with the most current revision of the Irrigation Association's, Turf and Landscape /rogation Best Management Practices if required for a particular tree planting project. • Tree Pruning — Including but not limited to pruning of trees in a manner consistent with generally accepted industry standards for tree care practices detailed in the most current version of the American National Standards Institute (ANSI) A300 Standards for Tree Care Operations. Pruning objectives shall include the removal of dead, dying, and diseased tree parts, establishment of strong tree structure, development of a desirable form, abatement of tree hazards, and compliance with branch clearance requirements and other federal, state, regional, and local rules and regulations. • Unwanted Plant Removal — Including but not limited to the removal of unwanted plants by physical, mechanical, biological and /or chemical means in accordance with all federal, state, regional, and local rules and regulations in order to limit competition and allow trees to survive and thrive if required for a particular tree planting project. Unwanted plant removal shall be the minimum necessary to allow trees to survive and thrive, and shall not be for the purpose of large scale unwanted plant removal unrelated or indirectly related to three (3) years of early tree establishment. • Pest and Disease Control — Including but not limited to the control of tree pests and diseases using physical, mechanical, biological and /or chemical means in accordance with all federal, state, regional, and local rules and regulations in order to allow trees to survive and thrive if required for a particular tree planting project. • Tree Inventory — Including but not limited the use of global positioning system (GPS) and geographic information system (GIS) technology to identify the location, species, planting date, three (3) years of early tree establishment activities, fund expenditures and other pertinent information for a publicly accessible tree and urban forest inventory. • Tree Debris Disposal — Including but not limited to the collection and disposal of all debris generated from tree planting site preparation, tree planting, and three (3) years of early tree establishment in accordance with all federal, state, regional, and local rules and regulations. Page 3 of 3 AIS -471 Item #: 7. Business Meeting Date: 04/12/201 I Length (in minutes): 10 Minutes Agenda Title: Award Purchase Agreement for Replacement of the In -Car Video System for Patrol Vehicles Prepared For: Joe Barrett Submitted By: Cathy Wheatley Administrative Services Item Type: Motion Requested Meeting Type: Local Contract Review Board ISSUE Shall the Local Contract Review Board award a purchase agreement for the replacement of the City's in -car video system in patrol vehicles to CDW /Panasonic under a three -year capital lease and further authorize the City Manager to take any necessary steps to execute the agreement. STAFF RECOMMENDATION / ACTION REQUEST Staff recommends that the Local Contract Review Board approve the three -year lease for the in -car video system for patrol vehicles with Panasonic Finance Solutions and authorize the City Manager to carry out any steps necessary to execute the purchase. KEY FACTS AND INFORMATION SUMMARY The City's existing in -car video system is seven years old and has begun experiencing significant maintenance and customer service problems. Over the past couple of years, the need had arisen to have various components of the system sent back to the vendor for upgrades that were initiated and recommended by the vendor. The City began experiencing delays in receiving spare parts and slower turn - around time when the components were sent back for • an upgrade. The vendor was located in Oklahoma. In June of 2010 the City received notification that the vendor had filed for bankruptcy and they closed their doors shortly thereafter. Staff anticipated the need to replace this equipment during the development of the fiscal year 2010-11 budget, but based on the need to cut the bvudget, staff believed that it was possible to delay the replacement one more year. This issue was discussed at the Budget Committee. The Committee agreed with the staff recommendation, and the replacement was not included in the Approved budget. Unfortunately staff did not receive notice of the vendor's bankruptcy until after the current fiscal year's budget had been adopted and the bankruptcy maked it imperative that we move ahead with the replacement despite our efforts to delay the cost one year. Since receiving notice of the bankruptcy, staff has evaluated several vendors including on -site demonstrations from three vendors. At the conclusion of the reviews and on -site demonstrations, staff determined that a system from Panasonic best met the overall needs of the City and solicitation options were explored. Staff determined that the most efficient manner to procure the best -fit system was through a permissive cooperative procurement, as allowed under ORS 279A.215 and the City's own Public Contracting Rules, with CDW -G. The City is eligible to utilize this agreement, which was originally solicited by the City of Tucson, Arizona, through the City's membership in the National Intergovernmental Purchasing Alliance (National IPA.) The National IPA serves as a government cooperative purchasing organization for agencies nationwide. National IPA aggregates purchasing volume of participating agencies, including the City, in order to receive larger volume discounts from suppliers. All master agreements are publicly solicited, awarded, and held by a Principal Procurement Agency, in this case the City of Tucson. Membership opens the City up to discounted goods or various services that were formally solicited by municipalities, counties, or states throughout the country. The total value of the equipment is $269,000. The equipment includes the hardware, software, stand -alone server, and installation for all of the City's patrol cars (28), motorcycles, and two Sergeant - issued SUVs. The City, working with CDW -G and Panasonic, will enter into a three -year capital lease for equipment at an annual percentage rate (APR) of 1.65 %. The annual payment, principal and interest, is $94,100 and the City will pay roughly $13,000 in total interest over the life of the lease. At the end of the three -year lease the City will assume ownership of the equipment under a $1 dollar buy -out provision. OTHER ALTERNATIVES The Local Contract Review Board could direct staff to conduct a formal Request for Proposal process for the video system rather than use a permissive procurement process. Staff advises that such a process would likely lead to the City incurring additional costs both internally and in the cost of the product. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS Basic city services provided to citizens are cost effective and are delivered without interruption. DATES OF PREVIOUS COUNCIL CONSIDERATION This purchase has not been previously considered by the Local Contract Review Board. Fiscal Impact Cost: $269.000 Budgeted (yes or no): No Where Budgeted (department /program): Police - General Fund Additional Fiscal Notes: The total value of the equipment is $269,000. The City will entering into a three -year capital lease for equipment at a annual percentage rate (APR) of 1.65 %. The annual payment, principal and interest, is $94,100 and will be allocated in the General Fund. The City will pay roughly $13,000 in total interest over the life of the lease. At the end of the three -year lease the City will assume ownership of the equipment under a $1 dollar buy -out provision. In Fiscal Year 2011, the first year cost of the lease will be absorbed within the existing fiscal year appropriations through savings in personnel costs. Staff anticipates savings of approximately $188,000 through vacancies and staff turnover in the Police Department. This savings will be used for this first year of the lease agreement in the amount of $94,100. Appropriation during fiscal years 2012 and 2013 will be included in the department's budget requests. Attachments No file(s) attached. AIS -469 Item #: 8. Business Meeting Date: 04/12/2011 Length (in minutes): 20 Minutes Agenda Title: Report from Mayor and City Councilors on National League of Cities Congressional City Conference Prepared For: Mayor and Council Members Submitted By: Cathy Wheatley Administrative Services Item Type: Update, Discussion, Direct Staff Meeting Type: Council Business Meeting - Main ISSUE Mayor Dirksen, Councilor President Buehner and Councilor Woodard attended the National League of Cities Congressional Conference held in March 2011. They will give a report on the sessions they attended. STAFF RECOMMENDATION / ACTION REQUEST N/A KEY FACTS AND INFORMATION SUMMARY Mayor Dirksen, Councilor President Buehner and Councilor Woodard attended the National League of Cities Congressional Conference held in March 2011. They will report on the sessions they attended. Here is a summary of the major events held: Sunday, March 13 City officials gathered for leadership meetings, policy discussions and legislative briefings on current federal issues and priorities important to America's cities and towns. Pre- conference educational seminars, the first -time attendee and new member orientation were also available. Monday, March 14 & Tuesday, March 15 The President and his Cabinet members and congressional leaders were invited to discuss their priorities and the ways in which they envisioned partnering with cities and towns to solve America's economic and civic challenges. General session speakers and NLC's leaders provided insights and strategies for making a difference on key federal issues. Workshops and small group learning opportunities rounded out the two main conference days and provided valuable information and connections to content experts and colleagues. Monday Morning Special Event: Celebrate Diversity Breakfast The 25th Annual Celebrate Diversity Breakfast featured a keynote speaker offering a discerning perspective on diversity issues facing America's cities and towns. Fee: $35 Wednesday, March 16— Capitol Hill Visits City officials traveled to Capitol Hill for meetings with their congressional delegations to advocate on behalf of NLC's federal action priorities and to showcase how cities and towns are partnering with the federal government to help the nation achieve its goals. These visits were pre - scheduled by constituents. No official conference programming occurred on this day. OTHER ALTERNATIVES N/A COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION N/A Attachments NoJile(s) attached. Craig Dirksen 2011 JPACT Trip Itinerary March 8 — 16 2011 Tuesday, March 8 -4:30 AM Airport Pickup -6:07 AM United Flight 132 PDX- Chicago An. 12:05 - 1:00 PM United Flight 614 Chicago - National Airport An. 3:47 - Capitol Hill Suites 200 C Street SE (By Madison Library of Congress)202 -543 -6000 Wednesday, March 9 -8 AM Meet @ ground -level entrance of Jefferson LOC on 1 Street (not main entrance) - 8:15 Breakfast & planning meeting - 8:30 AM — 11:30 AM Meetings w /Congressional Members. See JPACT packet -11:45 AM Lunch @ Hunan Dynasty, 215 Pennsylvania Ave., w /speaker Polly Trottenberg -1:45 PM — 5:00 Meetings w /Congressional Members. See JPACT packet - 5:00 PM Reception US Capitol Bldg. rm. H -137 Thursday, March 10 -8:30 AM, Russell Senate Office Bldg. rrn. SR -385, Breakfast & Debrief -9:30 AM — 12:00 Noon Meetings w /Congressional Members. See JPACT packet Friday, March 11 - 11:30 AM Meet w /Greg Walden 2182 Rayburn Bldg. 202 - 225 -6730 Chief of Staff: Wade Foster 202 - 226 -7330 Saturday, March 12 Free Time Sunday, March 13th -Check out of Capitol Hill Suites by 11:00 (leave bags w /bellman) - 2:00 PM Check in to Marriott Wardman Park, 2660 Woodley Road NW 202- 328 -2000 -4:30 PM Transportation Policy & Advocacy Steering Committee Monday, March 14 -7:30 AM NLC Breakfast -9:00 AM — Rest of Day NLC Conference Events • Opening General Session o Speaker. Trey Grayson, Director, Institute of Politics, JFK School of Gvt, Harvard • Workshop: Roadblocks to a New National Transportation Program o Will 2011 be the year that Congress adopts a new federal surface transportation program? Financed by federal fuel taxes that are not coming close to meeting our national transportation needs, how will Congress reach consensus on highway, bridge and public transportation programs so critical to local government economic vitality and national competiveness. With two-thirds of transportation infrastructure already coming from state and local governments, how will Congress balance our federal government budget challenges against the vital need to invest in our future growth and the transportation infrastructure which sustains it. Attend this session and gain insights into these questions and others. - 1:45 — 3:15 Western Municipal League Meeting Marriott Wardman Park, Washington Room 3 -3:45 — 5:15 Afternoon General Session • Undersecretary of Transportation • Senator Mark Begich, Alaska • Rep. Michael Turner, Ohio - 8:30 — 10:00 pm NLC President Mitchell Dessert Reception Tuesday, March 15 - 7:30 — 8:45 am Republican Mayors & Local Officials Breakfast - 8:45 — 10:15 AM NLC General Session • F.L. Michelle Obama, Stop Childhood Obesity • Shaun Donovan, Sec. HUD - 11:30 AM Meet w /David Wu 2338 Rayburn Bldg 202 - 225 -0855 - 4:30 PM Meet w/ Ron Wyden 223 Dirksen bldg 202 - 224 -5244 - 5:15 — 6:00 PM LOC Policy Meeting Marriott Wardman Park, Taft Room Wednesday, March 16 - 11:00 AM Leave Hotel for Airport, via taxi or Metro - 1:30 PM United Flight 619 National Airport — Chicago Arr. 2:32 PM -3:18 PM United Flight 643 Chicago — PDX Au. 5:39 PM Note: Tualatin Mayor Lou Ogden is the Chair of the NLC Advisory Council AIS -478 Item #: 9. Business Meeting Date: 04/12/201 I Length (in minutes): 45 Minutes Agenda Title: Discuss City Manager Recruitment Process Prepared For: Sandy Zodrow Submitted By: Cathy Wheatley Administrative Services Item Type: Update, Discussion, Direct Staff Meeting Type: Council Business Meeting - Main ISSUE Council to discuss the process for recruitment of a City Manager. STAFF RECOMMENDATION / ACTION REQUEST Determine initial steps to begin recruitment process KEY FACTS AND INFORMATION SUMMARY Council needs to determine what recruitment process will be followed to select a new City Manager to replace retiring City Manager Craig Prosser. A draft timeline for recruitment and condidate profile information are included in the attachment materials OTHER ALTERNATIVES None COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS Not applicable DATES OF PREVIOUS COUNCIL CONSIDERATION Not applicable Attachments City Mr. Rec 2011 letter City Men Rec. Initial Stens Sample Administrator Profile City Mnr. Rec. 201 I Disc City Mgr, Rec. 2005 flyer AgendaQuick ©20D5 - 2011 Destiny Software Inc., All Rights Reserved III a " City of Tigard T ► G t , Memorandum To: Mayor and City Council From: Sandy Zodrow, Human Resources Director Re: City Manager Recruitment Date: April 4, 2011 Per Council's request, and in preparation for your meeting on April 12t regarding the City Manager recruitment, I have prepared some draft materials as a starting point to facilitate your discussion. Along with this cover memo, I have also enclosed: 1) A DRAFT Timeline for conducting the recruitment. Any and all steps can be modified or changed according to Council's direction 2) A "Sample Administrator Profile ", which is just meant to provide Council with some descriptions of qualifications /skills applicable to this type of position 3) A listing of skills and criteria that Council discussed in March of 2005 regarding the last City Manager recruitment 4) A copy of the last recruitment that was conducted for the City Manager opening in 2005 If Council needs any other information for the April 12 meeting, please let me know. DRAFT TIMELINE - CITY MANAGER RECRUITMENT 2011 April 12 • Review draft recruitment timelines • Discuss process for developing candidate profile (qualifications /skills) • Decide who will conduct recruitment process (in house or executive search firm) • Discuss plans for interim city manager appointment May 3 • Finalize candidate profile • Confirm compensation package • Finalize any supplemental questions to ask with application process • Finalize timeline Week 4 • Prepare and place advertisements Week 5 -10 • Recruitment is open for applications • Decide on contents of all day assessment center and assessors (interview questions, mock presentation to Council, exercises (e.g. written), tours, etc.) • Decide on date /time of assessment center • Decide on rating form and screening criteria to review applications • Decide who will conduct background checks for finalists End of Week 10 • Final deadline for receiving applications Week 11 -12 • Council reviews all applications and selects finalists • Finalists are notified Week 13 • Reference checks, etc. are conducted — determine who will do these Week 14 • Council reviews background check information, confirms finalist list • Determine policy on finalist expenses • Any finalists are eliminated and notified • Finalists are contacted and scheduled for Assessment Center Week 17 • Assessment Center is held Week 18 • Council reviews Assessment Center results and decides on finalist Week 19 • Finalist is notified and final background work is done • Any site visit is conducted by Council /others Week 20 • Final interview is conducted (if needed) • Job offer is made and appointment negotiated Human Resources April2011 SAMPLE ADMINISTRATOR PROFILE This is much longer of a profile than is necessary however we wanted to give Council an assortment of ideas for qualities and characteristics that they might want to utilize in their profile. Experience and Education: o Bachelor's degree in business, public admin or related field and at least years of experience as a City Manager (or similar) is required. MPA is preferred o Extensive responsible managerial and administrative experience in a full service municipal government or similar senior level experience o Past local government experience in areas including budgeting and • finance, economic development strategies, understanding of state laws, land use planning, zoning regulations, engineering, public works, human resource management, information technology and risk management. Knowledge, Skills and Abilities: Personality Traits: • Confident • Straighforward • Communicates clearly and concisely • Appropriate sense of humor • Comfortable in a diverse community • Open to a variety of opinions • Diplomatic • Approachable • Energetic • High level of integrity • Provide visionary leadership • Be realistic • Able to see the Big Picture • Thinks outside the box when providing solutions to difficult problems Administrative Ability: • Broad perspective and knowledge of all areas of city management • Demonstrated performance in human resources and /or collective bargaining • A skilled communicator, including the ability to listen, communicate with various segments of the community, and develop good relations with the business community • Willing to devote whatever time is necessary to achieve the goals and guidelines established by the Council • Knowledge of how to organize departments • Demonstrated leadership qualities • Team oriented, inclusive and collaborative • Demonstrated problem solving skills • Experience in multi - cultural environments preferred • Politically astute • Ability to response to difficult questions appropriately • Long term perspective on issues • Understand advanced technology • Able to navigate a rapidly changing environment. • Be proactive • A visionary • Strive to further improve the City's financial stability • Knowledge of modern and complex principles and practices of municipal administration • Good understanding of the current social, political and economic trends and operational challenges of municipal government • Strong public speaker with the ability to communicate effectively with a diverse population. • Economic and downtown redevelopment experience • Successful background in growth management, budgeting and finance, transit and transportation, water resource development, land use and planning and information technology. • Hold subordinates accountable but not a micromanager • Economic /CBD /redevelopment experience • High expectations of staff but will be supportive and provide opportunities for career development • Be a good delegator; a responsible risk taker; accessible and innovative • Makes decisions and moves forward; can make solid key decisions when necessary • Promote a team approach; select, develop and motivate good staff; willing to make difficult personnel decisions when necessary • Promote a customer service orientation in the organization • Long term visionary approach to current challenges facing city Council Relations: • Ability to take time and interest in working with council members to keep them informed and explain technical processes • Able to adequately inform the Council on a regular basis so there are no surprises. • Excellent written and oral skills • Able to accept constructive criticism and to implement needed changes • Open and honest with the Council and able to present all sides of an issues that affect the City • Be responsive, forthright, honest and efficient with a positive attitude • Able to carry out the intentions and directions of the Council enthusiastically • Flexible and willing to adapt to changes in direction by the City Council • Consensus builder • Keeps Mayor and Council informed in a timely manner • Be proactive and willing to provide his /her best professional recommendations, along with options • Provide objective evaluation of policy issues going to Council including an array of options with pros and cons as well as staff recommendations Budget and Finance: • Demonstrated prior experience in managing a city or county budget Human Resource Management: • Some knowledge of labor relations law • Preferred demonstrated ability in the collective bargaining process • Demonstrated personality that can communicate the City's goals and needs to employees Community Relations: • Demonstrated involvement in community activities • Experience working with and understanding the needs of the business community • Able to present a confident image of the local government to the community at large • Able to demonstrate a positive, productive attitude to citizens of the community • Comfortable working in an environment with competing interests. • Ability to create and develop partnerships with individuals, community groups, businesses and other organizations. • Foster a sense of cooperation and collaboration within the community • Demonstrate a sincere interest in the entire community, including neighborhood issues and business concerns Intergovernmental relations: • Able to relate to and develop a good working relationship with other local governments, county governments, community organizations, schools, and state and federal agencies City Council Discussion of "Ideal Candidate" for City Manager — March 2005 Primary categories of discussion included economic development, innovation, urban renewal, land use, general experience, administrative experience, communications, community relations - Doesn't have to have been a city manager — work in economic development but also an administrator over a number of employees - Creative thinker - Fresh ideas - Administrative experience in supervising high level staff - Not mandating that they have public sector experience or degree in public administration - Good people management skills - Executive level experience - Has some knowledge of urban renewal but maybe not experience - Knows day to day administration - To the degree running a city is like running a business, there are a lot of similarities but we have to be careful of that - Has been a chief executive officer - Demonstrations of good communications, and have written samples - Succinct - Bring city issues to us - Communicates well with the public - Intelligent - Articulate - Excellent written and verbal skills - Good persuasion skills - Ability to work with volunteer population - Can deal with daily requests of people walking in and wanting to talk to the manager - Increase the size of our community outreach - Can handle controversy and different points of view - Not arrogant - Inclusive - Listens and presents points of view in a way that's going to be understood - Experience in economic development a big plus - It's not economic development in terms of creating jobs but it goes along with urban renewal in that we've got a big portion of the city that is in physical decline - Ability to work with businesses - Can look at bigger picture and not be so focused on little things - Can understand the economies of the organization they are a part of - Being able to actively recruit for businesses — if we had someone who could do those things or even know how it's done - We're going to be in competition with other cities that surround us to bring in the appropriate thing that will make the city work better - Has creative solutions to problems — maybe by bring certain people together - Looks at problems in different kind of way - Somebody that can step back and not get lost in the day to day - Looks at ends and not stuck in process - Knows how to delegate and do the important things - Have more experience in land use issues - At least an understanding of the urban renewal process — has either been a part of the process or been effected by it some how - Have some role in getting some nice project off the ground — was actually responsible for it — actually got it done Cntt.,idir of/ rrrt5tairdit y Carrel' <</Jfltiflttttity in Orrr9t)tt Cit y Manager . , 1 F f ...... C ,A i - -,g ill . ., : Y � , sue•._ ,,,. i . • - E Li 1 , . ,-,. ' - ., /-. . - , ) ...-,w 0 i . r . q i ,, I _ y � ^1 if ,' II tri S i . - r, ' y 4 0. y' { 4 a t • i •l .,' � ', i qi f '71.1' *p, Y.;.r: ": 1 y t " f • - - — r ra f _ ,,d � : a 1 4 I . ti ma y. ' t ri , .4 ':,::_!-\" f" /\..- 1, , ^ -•i'`' ` .„ • 73 . l •-F - I , •�- F=—,..----,-. • " .: ..,y ' 6 ; ^ ! ..� ,. ... 7 i _ ,_'., 1 . _ - - ar c - " -: __ ,-- • -: _ 4.- r � _�l - r I II i 1 I' 1- tn, Tigard neighborhoods have much to offer. The City of Tigard is a growing community of 45,000 residents offering great neighborhoods and the spirit and friendliness of a small town with the proximity of all the cultural attributes of the metropolitan area. Tigard has been named Tree City 115A for the 3rd consecutive year. The Community The City of Tigard is situated in the Tualatin Valley, just 80 rules east of the Pacific Ocean and 70 miles west of Mt. Hood and the Oregon Cascades. As the 11th largest city in the State of Oregon, the City is Tigard is located just 15 miles from downtown Portland in a metropolitan area that is nationally recognized as one of most livable sots in country. Situated in Washington County, the City o Tigard's tremendou : ,growth has coincided with the development of Washington County as a high technology center and attractive place to live. There are eight, four year colleges and universiti _:plus two community colleges within 20 miles of; Tigard. The City of Tigard is a growing community of 45,000 residents offering great neighborhoods and the spirit and friendliness of a small town with the proximity of all the cultural attributes of the metropolitan area. Tigard- Tualatin schools continue to provide a quality education program that boasts Teachers of the Year and 11 of 14 schools rated as either exceptional or strong on the statewide report card. With more than 350 acres of parks, greenways and natural areas, Tigard provides a variety of options for recreation, while protecting the area's natural beauty and wildlife habitat. Candidate Profile The Ciry of Tigard is seeking an exceptional chief executive who understands the complex issues facing today's communities and a proactive leader who can build positive relationships and foster a sense of collaboration with a wide range of citizen groups, businesses, elected officials, staff members, volunteers and individual residents in our community. We are looking for an innovator to fill this position, someone who can envision and work towards the necessary, but delicate balance of policy options and issues facing a prosperous, growing community. The ideal candidate will have considerable administrative and leadership experience at the executive level managing a complex organization. Qualified candidates demonstrate excellent management skills, are team oriented, delegate effectively, and have appropriate education. The new City Manager must be capable of keeping all officials comprehensively informed and providing impartial guidance to elected officials to accomplish long term strategic needs as well as tactical steps necessary to deliver services. The successful candidate will be someone who has a big picture orientation and will explore new and creative solutions to problems with an innovative, proactive approach to program planning and service delivery. The ideal candidate will be a skilled communicator, articulate, persuasive, an active listener and someone who is able to handle controversy and different points of view. Strong knowledge, experience and a proven track record of accomplishments in economic development and urban revitalization will offer the kind of visionary leadership that will provide the Iong term direction necessary to address the City's evolving needs. The Organization Tigard is a dynamic, full service City government operating under a Cour members serve as the City's policy making body and governing board of term. The City Council appoint a professional City Manager to serve as t ernment is committed to its mission of delivering the highest quality sery moderately -sized organization that values its employees and is committee work for the City of Tigard can see the visible impact of their efforts. Tt Public Works, Library, Engineering, Community Development, Police an tion /treatment and surface water management through intergovemment mately $110,900,000. The organization benefits from a high degree of volunteerism with appro partments. The City's Tigard Beyond Tomorrow Community Vision defines what of government and business professionals and community leaders stresses tl density and growth, downtown development, open space protection, pad gard City Council goals for 2005 include seeking more community involv talization of the downtown area, improvement of a major regional highw: revision of the City's Comprehensive Plan, additional park and open spat the City's financial picture. The Position ! Salary and The City Manager has responsibilities for guiding and directing the Benefits lire _ , day -to-day administrative operations as well as providing strategic Salary is competitive and ut.ls� ' - t ' research, recommendations and management leadership to the City j based upon the ` w Council on budgets, programs, policies and services. In addition, i qualifications and — - - - - - the City Manager's responsibilities include: I experience of the selected TIgard's Public Library, • Attain the policy goals of the City of Tigard as adopted by the candidate. The City offers completed In 2004, has City Council. an excellent benefits drawn much praise. • package. • Appoint, supervise, discipline and remove appointive - personnel, except appointees of the Mayor or Council. • Act as the chief budget and fiscal officer of the City and submit . the annual budget and capital program to the Mayor and -�: Council. Appl cation • Supervise the administration of and be responsible for the I Process enforcement of all laws and ordinances executed within the City Please submit a City of of Tigard. Tigard application, resume ;T and cover letter by • Serve as the chief purchasing and business agent of the City of ! Monday, May 2, 2005 to: Tigard. " &s r , Sandy Zodrow 1 • Prepare and present information and recommendations to the : Human Resources Director 11 Council regarding the operations and policies of the City of City of Tigard r--- Tigard. ! 13125 S.W. Hall Blvd. • Perform other duties as the Council prescribes. Tigard Oregon 97223 The library's Houghton Room Is quickly becoming Tlgani"a Phone: 503 - T18 - 2408 Living Room. Fax 503 - 639 - 6795 Email: sandy'.oi.tlgard.ar.us Web: www.atlgard.or.us 1 The City of Tigard Is an Equal Opportunity Employer committed to diversity In our worhpiace. [anger form of government The Mayor and four (4) City Council tors. Each member of the City Council is elected to serve a four -year ganization's administrative head of city government. The City goo- 11 n the most cost - effective manner. The City of Tigard is a friendly, , Itt� Q • . is highest standards of public service to its residents. People who �'' y currently employees 264 employees in the departments of Finance, C , . y Administration. The City receives fire service and sewerage collec- `P .tii 1 ` ' r cem The City is financially stable and has an budget of approxi- Nlli'� • Iri tely 525 citizens involved in helping with projects in various city de- '.1) 1 ° I i � ' 31 i -. rt r , "1 nmunity will look like in 2017. This collaborative effort of residents, _ _ portance of effective transportation systems, community appearance, - - ' - recreational opportunities, safety, and traffic congestion issues. Ti- Beautiful fused glass panels it and connecting the Visioning goals and strategies to a plan for revi- • hang from the ceiling In the zning through Tigard, addressing growth through such efforts as the library's lobby. luisitions, a clearer community identity and additional enhancement to • ' _`-, ' t t MivW Fore all K '. l 1 IltweeYe ""7" ""1,,,," ergvrow .: , - d W !"4_. amt _ r � •^ _ r4et DHd•4pl• •fA1YIQ Wluwimwpu ` C Mood Rh•r 1 u . y ( -_ •vN•9 f ,y ef el I �.q 1:4f •. 1 • T9• DMA; ti P•nal•L � � T II•,T O < i I ~ •� � � — -i E414r 1 : I �f Turd :, : I = a; f „•ie••r{ l C••Un V 6u41• F r We are ctnanttted te: ..n.ln cry . - ® ;.a' to Poe • i il0 a V1rf Q tivr City / t. PAIZTGPATION - r, , u N I i r- s,�._�,s 4 T • ES - ..—_. f lam% i ClSiens & enllrlayees s+,....r 0. � . ., ci .1CIa -�-- -, • ,,, • Ndrne/ Fae:t t � ... k7 r y % gelalfAi'arft Mee 'n•runo .' 1 vSie WM t0 jf ether' Eugen . _ . 1 +P R E 0 0 N ,,"--)• • :,iL•.•••• o•Ylhi —. 1.--.- ' WWI •' t� . INNOVATlO ,.r0,.:. �umer4n t ` f Fens( -, _--7 tom . CUnsieler & ITS ect new ? ic , • , mo w ' '' 0 . / „ I ideas - _ ., :.- •R f - 1' .;.-' . , 1 r :'. n € . RESPONSIVE ESS • n e• '� f 1� I i t Medlar. ,e. , ° :FNtW ''. ' - . AC-Citrate & tin • y ~ . I 4 �wumm..c... _ . CO I V +9 V - The City of 77gard is situated fn the Tualatin Valley, just 8O miles east of the Pacific Ocean and 70 miles west of Mt. Hood and the Oregon Cascades. Open & clear , COURTESY I . T al& : -•,...- . 77gard has more than 350 acres of parks, greenways and natural areas. L . Vill The Tigard Festival of Balloons Is an annual event that is enjoyed by more than 40,000 people throughout the three day event.