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City Council Packet - 09/20/2011 1 I N • City of Tigard _ - Tigard Workshop Meeting - Agenda TIGARD TIGARD CITY COUNCIL MEETING DATE AND TIME: September 20, 2011 - 6:30 p.m. MEETING LOCATION: City of Tigard - Town Hall - 13125 SW Hall Blvd., Tigard, OR 97223 PUBLIC NOTICE: Times noted are estimated. 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). VIEW LIVE VIDEO STREAMING ONLINE: http : / /www.tvctv.org/ government- programming /government- meetings /tiga rd Workshop meetings are cablecast on Tualatin Valley Community TV as follows: Replay Schedule for Tigard City Council Workshop Meetings - Channel 30 • Every Sunday at 11 a.m. • Every Monday at 6 a.m. • Every Tuesday* at 2 pm ( *Workshop meetings are not aired live. Tuesday broadcasts are a replay of the most recent workshop meeting.) • Every Thursday at 12 p.m. • Every Friday at 3 a.m. SEE ATTACHED AGENDA 1 City of T igard . ! Tigard Workshop Meeting - Agenda TIGARD TIGARD CITY COUNCIL MEETING DATE AND TIME: September 20, 2011 - 6:30 p.m. MEETING LOCATION: City of Tigard - Town Hall - 13125 SW Hall Blvd., Tigard, OR 97223 6:30 PM 1. WORKSHOP MEETING A. Call to Order- City Council B. Roll Call C. Pledge of Allegiance D. Council Communications & Liaison Reports E. Call to Council and Staff for Non - Agenda Items 2. JOINT MEETING WITH THE PARK AND RECREATION ADVISORY BOARD 6:35 p.m. estimated time 3. MEETING WITH THE BUDGET COMMITTEE 7:20 p.m. estimated time 4. RECEIVE UPDATE ON THE 2010 CENSUS DATE RELEASE 7:50 p.m. estimated time 5. RECEIVE BRIEFING ON INITIAL SUSTAINABILITY PRACTICES AT THE CITY OF TIGARD 8:20 p.m. estimated time 6. COUNCIL LIAISON REPORTS 7. NON AGENDA ITEMS 8. 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. 9. ADJOURNMENT 8:35 p.m. estimated time AIS -417 Item #: 2. Workshop Meeting Date: 09/20/2011 Length (in minutes): 45 Minutes Agenda Title: Joint Meeting with the Park and Recreation Advisory Board Prepared For: Steve Martin Submitted By: Greer Gaston Public Works Item Type: Update, Discussion, Direct Staff Meeting Type: Council Workshop Mtg. ISSUE Shall the council receive an update on Park and Recreation Advisory Board (PRAB) activities and provide the PRAB with direction on several topics: • Recreation - Does the council want to pursue a city recreation program? If so, should the PRAB prepare a proposal for the 2012 -2013 fiscal year? • Downtown Park Acquisition - Does the council want the PRAB or the City Center Advisory Commission (CCAC) to manage the acquisition of a downtown park property? If the council wishes both groups to work on the acquisition, what roles and responsibilities are assigned to the PRAB and to the CCAC? • Acquisition vs. Development - Within the parameters of the park and open space bond measure, the PRAB would like to discuss how bond revenues might be allocated between acquisition and development. STAFF RECOMMENDATION / ACTION REQUEST Staff recommends the council receive the update and provide direction on the topics listed above. KEY FACTS AND INFORMATION SUMMARY Background The PRAB advises the City Council on issues related to public parks and recreational facilities including acquisition, rules and the expenditure of allocated funds. Both the council and the PRAB started the year with goals to acquire parks and open space in 2011. Most of this acquisition is related to the $17 million park and open space bond measure passed by voters in 2010. The bond measure specifies: • At least 80 percent of the bond revenue will go toward land acquisition, with up to $1.7 million being used for acquisition of a downtown park. • Up to 20 percent of the bond revenue can be used to fund park development and improvements. • The citizen -lead PRAB will be responsible for prioritizing and recommending how bond revenue will be spent. PRAB Accomplishments Park and Open Space Bond Measure • At the PRAB's recommendation, the city has spent approximately $9 million in bond revenues acquiring over 70 acres of park land. The properties comprising the 70 acres are: Summer Creek Phase I, Summer Creek Phase II, Sunrise, and Potso Dog Park. • At the PRAB's recommendation, park design, master planning and /or land use planning will soon be underway for the following park properties: Summer Creek property, Jack Park, East Butte Heritage Park, and the Fanno Creek House. • The PRAB has evaluated and prioritized over 70 potential park acquisition properties. The council discussed these properties in executive session on July 26, 2011. The city's real estate attorney is currently researching the top 11 properties and will provide information to further evaluate these possible acquisitions. • The PRAB has earmarked $1.7 million in bond revenues for the acquisition and /or development of downtown parks. • At the PRAB's recommendation, the city initiated discussions with the school district on the use of various school properties as parks. Should this approach prove successful, more bond revenues would likely be spent on development/improvements. Within the parameters of the bond measure, the PRAB has not decided how bond revenues might be allocated between acquisition and development. • A Park Bond Program Report was prepared by the park bond program management consultant, Steve Duh. This report is attached and provides additional details on the status of bond - related projects. Other Accomplishments • The Board has participated in several discussions with Councilor Marc Woodard; Councilor Woodard is advocating for a city recreation program. OTHER ALTERNATIVES The council could choose not to meet with the PRAB at this time. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS 2011 City Council Goal No. 3 - "Complete plans for parkland acquisition." Relevant 2011 PRAB goals: 1. Pursue a coordinated city activity calendar to include recreation and other city- sponsored events. 2. Continuously communicate PRAB status for use of bond money and activities. 3. Inventory and evaluate current park amenities - make recommendations. 4. Evaluate interest and ability of City of Tigard to create community gardens. 5. Research and evaluate alternative park and recreation funding sources for 2011 and beyond. DATES OF PREVIOUS COUNCIL CONSIDERATION The Council has met with the PRAB on a regular basis since the PRAB's inception in 2003. Recent meetings took place on the following dates: December 21, 2010 - The council and the PRAB discussed the PRAB's 2011 work plan and reviewed a draft Park Property Acquisition and Improvement Program Charter related to the passage of the $17 million park bond. June 15, 2010 - The council discussed PRAB and Trust for Public Land proposals for the November election. November 16, 2009 - The council and the PRAB discussed the failed 2009 bond measure and the future direction of the PRAB. Attachments Park Bond Program Report I N a City of Tigard TIGARD PUBLIC WORKS DEPARTMENT 1 PARKS DIVISION Parks Bond Program Report September 2011 PROGRAM SNAPSHOT The city adopted its Park System Master Plan in 2009, which outlined the need to acquire park property and construct park improvements to preserve open spaces, enhance water quality and provide recreational opportunities. On November 2, 2010, Tigard voters passed a $17 million general obligation bond to fund the purchase of real property for parks and to fund a limited amount of park improvements. PROGRAM MILESTONES The following list identifies the major milestones completed for the Tigard Parks Bond Program: • Completed acquisitions of Summer Creek, Sunrise and Potso properties — adding over 70 acres to the city's parkland inventory and leveraging bond resources with $2.5 million of grant contributions to the program. • Retained a program manager who has begun work on the project list for acquisition and development. • Developed a roster of qualified firms specializing in park design, site investigations and real property acquisition services. • Prepared project charters for East Butte Heritage, Jack Park, Fanno Creek House and the Summer Creek property to define project scopes, milestones and site conditions and constraints affecting design and permitting. • Initiated park design and land use planning on East Butte Heritage Park, Jack Park and the Fanno Creek House. STATUS OF WORK IN- PROGRESS The following summarizes the key tasks associated with the initial set of projects for the parks bond. East Butte Heritage Park: In late July, a solicitation for bids was sent to a short list of landscape architecture firms from the roster compiled from the city's request for qualifications for technical September 9, 2011 Page 1 of 3 Parks Division September 2011 Update support services. Four firms submitted proposals, and Group Mackenzie of Portland was selected as the lowest responsible bidder. Contracting is in progress. Building upon site master plan design work initiated in 2009, Group Mackenzie will progress on the design to create a set of construction drawings and cost estimates for review by the Parks and Recreation Advisory Board (PRAB) and City Council. Group Mackenzie will also assist with a neighborhood meeting about the project and with elements of the land use application. A pre - application conference for land use permitting was held with city planning staff on August 4 for East Butte Heritage Park. The conference identified the regulatory requirements affecting the project and outlined the submittals necessary for a complete, final application. It is anticipated that a final land use application will be submitted to the city's Planning Division during the 4 quarter of 2011. Fanno Creek House: Utilizing the roster of qualified firms, a bid solicitation was sent to five planning firms to assist with land use permitting for the Fanno Creek House. Four proposals were received, and Group Mackenzie was selected as the low bid. The primary intent of this project is to obtain a land use classification change from `residential' to `community recreation' as a way to finalize the repurposing of the house as a community meeting facility. This change in use triggers a land use review process and will likely result in the need for minor site improvements to meet city code. Site improvement may include upgrading or repaving parking areas, addressing emergency response vehicle access and turnaround, adding pedestrian walkway improvements to SW Hall Boulevard, addressing street tree and landscaping installation, and adding bicycle racks and site signage. A land use pre - application conference was held in July to identify the regulatory requirements affecting the project. A final land use application will be submitted to planning during the 4 quarter of 2011. Jack Park: Utilizing the roster of qualified firms, a bid solicitation was sent to five design firms for assistance in conducting a site master plan and preparing construction drawings for the extension of Jack Park. All five firms submitted proposals, and these are currently being reviewed. It is anticipated that a firm will be selected within the coming week and negotiations will commence. The site master plan will include a playground, community garden space, a trail connection with bridge of Krueger Creek to the existing portion of the park, pedestrian access to the TVF &R Station 50 Community Room, landscaping, bicycle racks and signage. The completion of the master plan design is expected during the 1" quarter of 2012, with the land use permit application submitted in the 2n quarter of 2012. Property Acquisitions: The Park and Recreation Advisory Board has visited a number of potential candidate sites for property acquisition and has discussed a prioritized list with council in executive session. UPCOMING ACTIVITIES The following represent upcoming activities critical to the implementation of the Tigard Parks Bond Program: • Conduct due diligence on the program's priority acquisitions projects. • Proceed with park design drawings and permitting for East Butte Heritage Park. • Proceed with the land use permit application for the Fanno Creek House. September 9, 2011 Page 2 of 3 Parks Division September 2011 Update • Solicit consultant team submittals for the design and planning of the Summer Creek property. • Initiate a community - driven, site master planning processes for Jack Park and the Summer Creek property in the 3` quarter of 2011. PROGRAM BUDGET SUMMARY A detailed program budget is under development that will provide program- and project -level budget reporting and cost accounting. Summary level budget tracking information will be provided in a subsequent program update. September 9, 2011 Page 3 of 3 AIS -618 Item #: 3. Workshop Meeting Date: 09/20/2011 Length (in minutes): 30 Minutes Agenda Title: Budget Committee Meeting Prepared For: Toby LaFrance Submitted By: Liz Lutz Financial and Information Services Item Type: Update, Discussion, Direct Staff Meeting Type: Council Budget Committee Workshop Mtg. ISSUE Opportunity for the Budget Committee to meet and discuss fmancial issues for Tigard. STAFF RECOMMENDATION / ACTION REQUEST No action is requested. This is an opportunity to share information. KEY FACTS AND INFORMATION SUMMARY This will be the first meeting of the Budget Committee since the budget meetings in April. Items on the agenda include: • Discuss the status of Fiscal Year 2011 audit. • Present the 4th Quarter FY 2011 Financial Report. • Discuss plans for an Audit Committee. • Debrief on the Fiscal Year 2012 year budget cycle process, and determine if any changes to the process will be necessary for Fiscal Year 2013 budget process. • Discuss the status of Budget Committee direction to staff on a Strategic Finance Plan for Tigard. OTHER ALTERNATIVES N/A COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS 4. Advance Methods of Communication 6. Financial Stability DATES OF PREVIOUS COUNCIL CONSIDERATION N/A Attachments No file (s) attached. 'PI City of Tigard SUPPLEMENTAL PACKET Budget Committe FOR G g (DATE O MEETING) TIGARD Agenda, MEETING DATE: Tuesday, September 20, 2011 6:30 -8:30 p.m. MEETING LOCATION: Tigard City Hall 13125 SW Hall Blvd., Tigard, OR 97223 1. Call to order (Dan) 2. Approval of minutes from 4/25/2011 (Liz & Cameron) 3. Audit Status (Debbie) 4. Current Fiscal Year (Toby) • 1" Quarter quarterly report -will be mailed in October • Summary of 1" Quarter Supplemental Budget • Potential for Tri-Met Police Officer 5. Long -Term Strategic Financial Plan (Toby) 6. Review last year's budget process (Toby) City of Tigard Budget Committee COMMITTEE AGENDA — September 20, 2011 City of Tigard I 13125 SW Hall Blvd., Tigard, OR 97223 I 503 - 639 -4171 1 www.tigard - or.gov 1 Page 1 of1 City of Tigard F OR LE ENS L PACT E'%' Y ci doh (DATE OF MEETING) 11 r • TIGARD Budget Committee MINUTES Monday, April 25, 2011, 6:30 PM — 8:45 PM Tigard Public Works Auditorium MEMBERS PRESENT (10): Craig Dirksen, Nick Wilson, Gretchen Buehner, Marland Henderson, Marc Woodard, Dan Goodrich, Cameron James, Rick Parker, Christopher Henn and Melody Graeber. MEMBERS ABSENT (0): OTHERS PRESENT (1): Craig Gibbons, Finance Director - Sherwood STAFF PRESENT: Craig Prosser, Toby LaFrance, Carissa Collins, Liz Lutz, Liz Newton, Amy Lawson, Alan Orr, Ron Bunch, Michelle Wright, Ted Kyle, Dennis Koellermeier, Margaret Barnes, Loreen Mills, Sean Farrelly 1. Call to order — Dan Goodrich Chair Dan Goodrich called the meeting to order at 6:30 p.m. a. Minutes from the April 18th meeting were considered and they were approved. b. Public Comments — No comments from the visitor. 2. Follow up on Committee requests from 4/18/11 meeting -Toby a. Contingencies and what % of the budget do contingencies in each fund represent - Carissa • A report was distributed and Carissa explained that the report showed each fund's contingency and the percent of the budget the dollars represented. She noted that most funds are between 4 -7% of that fund. Oregon Budget Law says that in order to transfer more than 15% of contingency from a fund, a supplemental budget must be created and a public hearing must be held. Any monies moved from contingency require council approval. Page 1 of 6 b. Technology equipment under $5,000.00 and software license maintenance -Toby • A memo from the Information Technology Manager, Louis Sears was distributed. Within the technology equipment under $5,000 line item, our budget for this year is $155,000 and for the proposed budget for 2012, is about $272,000. This increase is due to additional purchases - mainly involving the Police department -tape drives and servers to keep the servers separate from the city servers. This is important for security. There is $94,000 for the 2nd payment for the in -car video program. Lastly, there are miscellaneous costs, largely the mobile data units, which was cut from last year's budget but needs to be added back into next year's budget. We also have reductions in terms of the number of laptops and scanners we're going to have to purchase. • Software License and Maintenance -we have decreases in implementing software in IFAS and the records system. In 2012, we've moved away from IFAS and are using Springbrook. They have an upgrade with a web -based system and will have an upgrade in 2012. In Records, we've gone from implementation and /or development to maintaining an implemented system. c. Community Development -how has the organization changed since fiscal year 2011 - Toby /Carissa • Development Services Engineering had a budget last year of $300,000, and it is now combined with another division. Where did the money go? Carissa distributed a memo and table to explain the funding allocation. The moving pieces has to do with the reorganization of Community Development because of the shift in focus from development review to council's strategic goals. These goals have to do with downtown redevelopment and implementing components of the Comprehensive Plan. The table shows the shift in FTE amonth divisions in Community Development. The duties moved around the High Capacity Transit goals and Code Compliance. Downtown Redevelopment is adding .5 staff from Current Planning to help implement this department's 2012 goals. d. Community Events and Social Service Funding Requests -Toby • Staff sent to the budget committee the funding request from Jubilee Homes. Toby asked if there are any changes to the requested budget in this area. Gretchen said that there was a misunderstanding on who Jubilee was - thought it was another place. This is a long term provider in the community. She said we should allocate some money to this agency. Nick Wilson said that he was confused with Jubilee and Oxford House but both houses are new to the neighborhood and they can cause consternation among the neighborhood. He recommends letting them establish themselves first. As a city and regulator of group homes, we need to make it clear that we will be an honest arbiter of disagreements involving them. Gretchen said the Director is a local pastor of long standing in Tigard and should be considered for funding. Toby said that we could approve the budget with the dollars as proposed or amended amount, and the sub - committee that works on Social Services, could Page 2 of 6 1 review and reallocate the dollars and bring their findings to the budget adoption meeting in June. If any technical adjustments are needed, they could be brought forward. Nick Wilson said that there was more Social Service funding requests than there was funding. It was a new request and it is a type of entity that is sometimes controversial in neighborhoods. They are not unworthy but a combination of factors that made the sub - committee decide to not fund them at this time. Rick Parker said that this system is not working. We used to have agencies make presentations to the committee so the budget committee was familiar with the requesting parties. He said that he would wait to fund Jubilee as well. Mayor Dirksen said if there was a large misunderstanding among the committee, we should review the whole thing. We could remand the decision of the sub - committee and make the changes the budget committee would like to make. olincilor Buehner moved to remand the decision of the sub - committee for social service Rick Parker said that if his charity got denied and found out that another agency matt._ a presentation at the budget committee meeting and received money, would that be fair? There was no second to the motion. 3. Issue Paper - Financial Strategy • Toby said the issue here is does government have a spending problem or a revenue problem? We have a budget problem. We have presented a balanced and a forecast that looks cautiously optimistic but we do have large expenditures coming in the next few years. These include a citizenry that approved a parks bond but we don't have additional dollars to maintain those parks. We have a council approved facilities master plan but we do not have the funds to implement it, with the exception of a $250,000 per year set aside that we have been able to do for two years. 2012 will be the third year for this set aside. We have high capacity transit that is coming Tigard's way as well. This may require resources beyond staff time and may include additional dollars. City of Tigard budget committee has done a remarkable job over the last several years. Decisions have been made about water funding, parks bond, and not to do certain things like fund a criminal court. There have been decisions to raise business license fees to fund a commercial crimes unit within the Police department. In February of 2013, our electrical franchise fee with PGE revenue will end. We currently charge 3.5 %. Oregon law allows the electrical franchise fee to be has high at 5 %. If Tigard increased their franchise fee, that would give Tigard at least $700,000 in additional general fund revenues. This increase would be passed on to PGE customers in Tigard, raising their bills by 1.5 %. Our recommendation is to instruct staff to pursue looking at the franchise fee increase up to 5% and see what how the revenue would fund parks maintenance and the Facilities Master Plan. It was asked what are other like size city franchise fee percentages? Toby said there are cities that charge the 5% rate, while others charge less. He will provide a more comprehensive look at this issue. Gretchen said that she thought Tigard was going to defer development of parks that were purchased, so what maintenance would be involved? Toby indicated that the majority of the parks bond money will be going toward land acquisition, 20% does go toward development. We have three years to spend the bond money so we will have $3.4 Page 3 of 6 million in land development. For the land that is not developed, we still have minimum maintenance requirements -grass mowed, etc. Also, the recommendation suggests we go to the maximum percentage allowed rather than somewhere in the middle. We don't have to go all the way up to 5 %. Marc Woodard said he would like to look for additional savings within the city to offset the upcoming costs. He's not in favor of increasing up to 5 %, but see that spread out a bit and put as little burden on the taxpayer. We might be able to find other dollars to bring in to the city as well. Toby said that in the next year we will research how much the parks maintenance will cost, facility needs, etc. Dan Goodrich said that he read this as staff looking for a recommendation from the committee to proceed with a balanced budget approach and asking for directive from the committee to identify what costs are and how to manage them and identify revenue sources. The committee indicated that we should take the year to research the large issues and talk about these at the upcoming quarterly meetings. It was moved to instruct staff to pursue research on the parks maintenance and facility plan with a balanced budget approach to funding. It was passed. 4. Technical Adjustments -Toby Technical Adjustments are the result of new information that comes available after the proposed budget was published or was omitted from the proposed budget in error. Toby said that there may be additional adjustments when the time comes to adopt the budget in June. • General Fund - Property Management: Increase materials and services for work on Police roof and general repairs for the Library, City Hall, Public Works and the Senior Center. The cost of $96,245 will be taken from general fund contingency and increasing fleet /property management transfers. • Central Services -Human Resources: Increase in part -time temporary within Policy & Administration by $2,000 and decrease contingency by the same amount. This was part of the original proposed budget but was a Scribner's error. • Policy & Administration -Mayor & city Council: During the previous budget committee meeting, an adjustment was requested to increase Travel & Training by the amount of $500 so the Mayor and city council member scan attend the League of Oregon Cities meetings in Salem. Therefore, Policy & Administration will increase by $500 with an equal decrease in contingency. • Water Systems CIP -550' Zone Improvements (10 MG Transfer Pump Station Upgrade): Since the proposed budget, the city learned that there are enough ARRA eligible expenses in FY 2011 that the ARRA grant will be fully utilized by the end of the year. This adjustment will change the FY 2012 funding for the project to come from the Water Fund. This will include Water Fund transfers out will increase by $732,866 which will decrease the ending fund balance by the same amount. Water CIP fund transfers in will increase by $732,866, with an equal decrease in grant revenues. 5. Summary of Budget Committee changes to Proposed Budget -Toby Toby said there are no additional changes other than the technical adjustments. Page 4 of 6 6. Public Hearing on State Shared Revenues -Toby Toby said that the city receives money from the state: gas tax, liquor tax, cigarette tax and state shared revenues and we must certify that we are spending those items for at least four out of seven services. Tigard provides 6 out of 7 -we do not have a fire department, but includes police and utilities, etc. We will receive about $1.1 million in our general fund in state shared revenues. In the gas tax, we will receive about $2.2 million from the state. We are spending the money on the required items. 7. Debt Service and levy Property Tax Rate -Toby We need a motion to move and second to levy the property tax rate of $2.5131 per $1,000.00 and to levy the debt service of the general obligation bond of $2,336,118. We have two bonds -one for the Library, which we refinanced and saved 1 and one half cent per $1,000 assessed value savings and we have a new general obligation bond for our parks. It was moved and a second was made and approved to levy the tax rate and levy the debt service. 8. Approve the Proposed Budget with the Technical Adjustments It was moved and seconded to approve the budget with technical adjustments. The motion passed. City of Tigard Budget Committee was adjourned. City Center Development Agency Budget Committee was opened 1. Public Comment -None 2. Follow up item from 4/18/11 Debt Service -Amy A debt schedule for the CCDA was distributed. The loans were from 2009 and 2010. The intergovernmental agreement between the city and the CCDA says that loans are to be paid back over a twenty year period with interest only payments for the first ten years. Interest accrues from the loan date, with payments starting the second year after the loan is made, and is calculated based upon the rate the city receives on the Local Government Investment Pool (LGIP). The first loan was for $323,616. There is a prepayment of $249,000 which was budgeted in 2011. We repay the oldest loans first. The second page shows the second loan of $70,071 made in 2010. In 2011, the general fund will loan up to $249,000 and the gas tax fund will loan $200,000 for projects in the urban renewal district. Should the CCDA spend less than $449,000 for capital projects, the loans will be adjusted accordingly. In 2012, there is a proposed loan in the amount not to exceed $375,000. The budget also includes a loan repayment from the first two loans from 2009 and 2010, which totals $151,490 and a repayment of $223,510 from the 2011 loan. Marc Woodard asked what the loans were for. Sean Farrelly said the loans pay for fund contributions to capital projects like Burnham St., fund consultants on opportunity studies, etc. Also the current budget includes downtown marketing, gateways and additional studies. Page5 3. Presentation and Discussion of Issue Paper -CCDA • The CCDA has two funds -one fund collects debt, tax increment that was discussed and the other one is incurring the debt for the capital projects. It is a smaller urban renewal agency and it's young. We have been doing this fiscal year and proposed for next year is to continue the cycle where the amount we proposed to loan is the same as is repaid to the city. When the agency is young, can't find a private institution to make loans. We have been making inquiries to banks about lending to the CCDA. Indications are that they are willing to loan the CCDA a relatively small amount of money -$1 million. There are costs associated with loans so don't want to do several small loans with banks. We could do a line of credit -this involves an interest cost on the amount you don't use. To get favorable terms, we would need to have a low amount of debt and the institution would want to insure there is a plan for how the proceeds would be used. Staff recommends approval to pursue private funding options and that the agency work with the City Center Advisory Commission to develop a plan for use of these funds. 4. Approval of the Proposed CCDA Budget • It was moved and seconded to approve the CCDA proposed budget. It was passed. The CCDA budget hearing was adjourned. Page 6 of 6 SUPPLFOIE EN TAL2PD S' FY 2012 Supplemental Amendment (DATE OF MEETING) Due Date: October 11, 2011 r Item # Ca over /Contrac • t / Project Descn non." Le . nested ($) , , „., ® etailed E • lanation for Re. u This program's current budget is 556,000 for FY 2012, Clean Water Services (CWS) notified the city that the total cost for FY 2012 will 1 FOG -Fats, Oils, & Grease Program 5 7,000 0.00 1' \C Sewer be 563,000. This request will increase Public Works program expenditures by 57,000 as well as decrease contingency in the Sanitary Sewer Fund by the same amount. Insurance check received for 519,800 SAFECO Insurance for the Variable Message Sign (VMS) trailer that was totaled just before the 2 Variable Message Sign- Revenue Supported Project $ I '),8( n i 11s i 1 "x' Admin Balloon Festival. This action will result in an increase in revenues and a increase in program expenditures for Public Works Administration for the replacement of the trailer. This position is currently funded 100°:• in the Stormwater Fund. A reallocation of costs for this position is needed due to a change in the nature of its duties that will be doing more planting of trees along tributaries which is a low cost method for cooling rivers per the agreement between Clean Water Services (CWS) and the Department of Environmental Quality (DEQ ). The allocation is equally split between Stormwater and Sanitary Sewer Funds. This $ (110,803) -4).50 PW Stormwater action will result in a decrease of program expenses in the Stormwater Fund by .50 FTE or 533,990 in salary and 576,813 for Reallocation of costs associated with the professional services related to tree plantings. The professional 3 Environmental Program Coordinator position from the services includes two contracts. The first contract is for 58,O00 for Stormwater 1iund to the Sanitary Sewer Fund wetland mitigation monitoring of Hiteon Creek. The second contract for $70,000 is a re- forestation contract that includes site preparation, planting, mowing, and spraying of Ash Creek Forest. This project is part of the Healthy Streams Plan mandated by CWS. This totals $110,803 which will increase the contingency by this amount within the Stormwater Fund. The reallocation of costs for the change in the nature of duties for this position will increase the Sanitary Sewer Fund by .50 FTE and $ 110,803 0.50 PW Sanitary Sewer 5110,803 ($33,990 in salary and 576,813 in professional services related to tree planting.) This will result in a decrease in contingency by 5110,803 with an equal increase in program expenditures within this fund. • FY 2012 Supplemental Amendment Due Date: October 11, 2011 Amount Item # Carryover /Contract /Grant /Project Description Requested ($) FTE Dept. Div. Detailed Explanation for Request Previous collection services contracts have been paid on a net basis. In the new contract approved by the Local Contract Review Board on 9/13/11, the vendor will bill the city for their collection fee and Change in Collection Services for Municipal Court and return the full amount of collections. This is a change in the way the 4 Utility Billing $ I I , I • IS /AS Court/UB city conducts business. Anticipated costs and additional revenue for FY 2012 based on 201 commissions is $10,000 for Municipal Court and $1,700 for Utility Billing. The effect will increase revenues by $11,700 and increase program expenditures for these divisions resulting in zero impact to the reserves in General Fund and the Central Service Fund. This is a GIS project to integrate documents with Laser Fiche. A portion of the project was not completed last fiscal year. This 5 Gartrell GIS contract- Carryover $ 7,91H 0.00 FIS IT request will carry forward the unspent budget. The resulting effect will be an increase in the General Fund beginning fund balance of $7,900 with an equal increase in program expenses for the Information Technology division. 6 2008 GREAT Grant $ 24,309 0.00 PD Support Svcs Additional funds were received for the GREAT program's summer camp and movie nights. Additional funds will increase federal grant revenues by $24,309 and increase program expenses in Police. Increased transfer by $30,992 from the Criminal Forfeiture Fund to the General Fund for use in drug enforcement activities as well as the purchase of software and hardware for fingerprinting. Transfers Out from the Criminal Forfeiture Fund will increase by $30,992. Increase Transfer from Criminal Forfeiture Fund to 7 $ 30,992 0.00 PD Support Svcs This increase will use all available resources in the Criminal General Fund Forfeiture Fund resulting in a reserve of $0. The department will continue to receive forfeiture funds over time which will build this fund in the future. Transfers In to the General Fund will increase by $30,992. This will support an increase in program expenditures in Police Support Services by $15,000 and $15,992 in Police Administration. Prior to FY 2012, Police received a grant in the amount of $10,000 which was not spent by June 30, 2011. This grant will be used for 8 Carryover of State Farm Insurance Grant 5 10,000 0.00 PD Admin di of the educational kiosk at Washington Square Mall. The result will be an increase in the beginning fund balance in the General Fund with an equal increase in program expenses for Police. • FY 2012 Supplemental Amendment Master Fees & Charges Schedule Update Due Date: October 11, 2011 Amount _De .t Requested $) De.t. o' as n.. •,, gtRe u, f At the request of the Home Builders Association, the city will offer a new product, the 3/4" meter, to its list of meters that are available Master Fees & Charges Schedule Addition of New for water service connections. Fees for the 3/4" meter are based on 1 3/4" Water Meter PW Water a combination of its Equivalent Dwelling Unit and the number of fixtures. This action will add the 3/4" meter to the following schedules: Water SDC, Customer Charges, Booster Pump Charges, and Tiered Rate Structure Thresholds. SUPPLEMENTAL PACKET 111 FOR , �, oicv • City of Tigard (DATE OF MEETING) TIGARD Memorandum To: City of Tigard Budget Committee From: Toby LaFrance, Finance and Information Services Director Re: Work Plan for Long -Term Strategic Financial Plan Date: September 9, 2011 During the Budget Committee meeting on April 25, 2011, the committee discussed the issue paper on financial strategy. This issue paper specifically addressed the need to fund Parks Maintenance and the Facilities Masterplan. The committee instructed staff to expand the scope of financial issus and opportunties to fund them. Attached is a draft of our work plan to create a Long -Term Strategic Financial Plan. This plan is intended to meet the Budget Committee's request of an expanded discussion of financial strategy. While the scope is expanded, I tried to maintain a scope that is modest and achievable. Please review the workplan and come with your comments and suggestions to the Budget Committee meeting on September 20th. Additionally, if you want to contact me individually to discuss the workplan, I can be contacted at (503) 718 -2406 or at tobya,tigard- or.gov. PROJECT WORKPLAN Project Goal: Produce a Long -Term Strategic Financial Plan (LTSFP) for Budget Committee and Council consideration and approval. Background / Description of Work Product: Tigard is already in the practice of producing fiscal forecasts. Throughout the annual budget and Capital Improvement Plan (CIP) process, Tigard produces and updates five -year forecasts for each fund. The basis of the forecast is that it takes the current decision set (e.g. Proposed Annual Budget and CIP) and forecasts the impact of those decisions over a five -year horizon. However, the current practice does not provide the opportunity to prioritize and examine the impact that potential future decisions can have on the city's fiscal health. The Long -Term Strategic Financial Plan will be a document that achieves two goals. 1. Provide guiding principles and fiscal policies to aid city staff, the Budget Committee, and Council in making fiscal decisions, and 2. Outlines limited number of upcoming issues and opportunities. The outlines will include: a. Implementation timeframe - Year 1, Year 2, Year 3 -5 b. Fiscal Impact i. Annual ii. Forecasted iii. Forecast Assumption c. Policy Impact d. Implementation Process e. Communication /Stakeholders 3. Appendix may include additional issues and opportunities that fall outside the 5 year horizon. Timeline of significant events: 1. 2011 a. Sept -Oct: i. Define project ii. Seek Council approval of workplan iii. Issue informal request for proposals for consultant team to assist city with LTSFP b. Oct Jan: i. Hire consultants ii. Form project team iii. Create document outline /content /topics, working with Exec Staff and project team iv. Bring document outline to Budget Committee, make changes as directed v. Assign document portions to project team c. Jan -Feb: i. Draft document ii. Bring draft to Budget Committee for discussion and direction on policies, issues, and projects iii. Finalize draft document and route to Budget Committee to verify direction. d. March: Bring to Council for Approval Lead Department: Finance and Information Services Staff Lead: Toby LaFrance 1 PROJECT WORKPLAN Partners: Project Team will use consultants and pull from city departments. Exec Staff will be used to help direct the project and the project team, keeping the project on task, adding content and minimizing scope creep. Budget Committee will review the report and direct content on priorities, policies, issues, and solutions. Council will approve the document. Coordination with /Impacts on other projects /priorities: Due to ongoing work on the budget process, pursuing a citywide indirect plan and hourly rate study, implementing an upgrade in Springbrook, and an emphasis on acquiring water revenue bonds, the time of the FIS Director to produce the document is limited. Consultants working with the project team will need to provide support of research and writing the document. Resources required: FIS will involve the Director, Assistant Finance Director, Management Analyst, and /or Accounting Supervisor. The project team will need staff from the various departments; this staff should include: Sr. Management Analyst in Risk, Business Managers in Police and PW, a Planner from Community Planning, additional help from Library, HR, and Administrative Services with both financial and document preparation will be needed. City staff will contribute approximately 0.75 -1.0 FTE to the project. Outside consultant will help with the direct research and document production costing $20,000 - $35,000. There is sufficient budget in the Central Service Fund's Contingency to support the additional expenditure. 2 • , • City Operating Budget Flowchart D R_A.i:7'T' . . . _.... .. Capital Improvement Financial Forecast Budget Program —��� SUPPLE EA PACKET FOR Kickoff Meeting (DATE OF MEETING) w/ CIP Management — I Team W t) Y = Capital Needs —I Q Assessment � developed from - Master Plans Legend - Existing CIP -City Staff • Process Direct Data _ Input i Public Comment Period (Sept -Oct) , } includes project ∎ 1 " nominations \ Decisions Data produced L 2 Public A document I Internal E pro nominations produced process a submitted to _____ N , Engineering PW evaluates project lists and prepares CIP Project Request i Forms _ * /finance Internal Process W prepare project list to be ranked Z Pnepdr framework k budget syste, r` sa Present lists to p citizen committees U TTAC & PRAB for O ranking 1 7 lio IP Team & Cthz -• F IN Prep .- Commmees piontize F ore projects ter a � l criteria . ,;.t-d audi .y " i i -i N ' sta ;r r E indices and -- rsi of prior ■tized t projects presented o "•. to City Manager . Z \ I \ `\/ a +++«++tea I City Operating Budget Flowchart DRAFT . Capital Improvement Financial Forecast Budget Program finance Internal Proces'\ PW s F • w! updated provide hst o f I - trace CIP projects & : update costs L_ - - N /' Matto r N sewed wl tt 5 /' CIF Team , if and I _ evaluates & . +11- 0 `, ranks protects It Ma City Manager prov; = _ provides budgets/ tore~ Instructions to departments V 1 . - - -.- , Dept budgets due PW provides final , to Finance & new CIP project list wi FTE /Reclass costs to FIN for - -- ^ J forms due to HR Proposed Budget _.. to �� Sec Service rC 7 Mr _ = V6ept budget` 1 Everts d Applications sent c mee wi •-•.. • out Finance V ' Schen,,les Social Service subcommittee meeting i Forecasts updated -' ` Dept meetings wl`� T , IV/ Dept requests \ City Manager , - N / 7 MO Send tax abatement application Neighborhood — \`, ` Network Open House — CIP and Rs process HR FTE & reclass ,+ a'' _ __ ( reports due to to Events Grants d ` isttrbuted ___ 03 Finance to Exec Staff M I s— SUbccm"littee and City —` Recorder CD LL T j r �/ M eet wi City ,'Meet w! City Manager on / Manager on N Proposed BudgeV N Proposed Budget/ / '- CIP N CIP N 1 • City Operating Budget Flowchart DRAFT Capital Improvement Financial Forecast Budget Program Finance Internal Proces FIN meetings w/ City Manager to Tax Ahatement letters • T inalize Proposed due to Finance j Budget IFI Subm t Comm E packet to Counc ' -C , F' orecast upda i I for Propose CU Bud Meetings with Council & Sume Cornet bcom Evt grans rewew J \/ I T Proposed Budget ro & ='f rj• #_ 1 " i published - I notice to Tr.'t - z.. Imes 1 'L , CL FIN prepares white l papers Budgets issued lc 1 t Cornmittet. � T Revisions to CIP for ,,, ` N N. Approved Budget j Budget Committee su(nmar, form lc - Meetings , .. . T j rt v 1 FIN prepares 1 'F. technical CO Budget approves Committee I adjustments for �due to City 2 consideration I _ - V 1 i ♦ _ F I Operating budget CIP adopted by & CCDA bud I Submd Iccal ri;nos to Council adopted iby State & Government �--.� � Finance Offico - is Assoc • • �� ... -e-a y ... - -�+- +.- --- - ..•• -ea- 0.+a,11 - AIS -586 Item #: 4. Workshop Meeting Date: 09/20/2011 Length (in minutes): 30 Minutes Agenda Title: Update on the 2010 Census Data Release Submitted By: Darren Wyss Community Development Item Type: Update, Discussion, Direct Staff Meeting Type: Council Workshop Mtg. ISSUE Receive briefmg on the first batch of data released from the 2010 Census including changes from 2000 Census, how the data is used and a demonstration on how to access the data from the Census Bureau website. STAFF RECOMMENDATION / ACTION REQUEST Council is requested to receive briefing about Census data from staff. KEY FACTS AND INFORMATION SUMMARY The 2010 Census data is slowly being released, including data for Tigard. The 2010 Census saw some changes from previous efforts, including the elimination of the long form questionnaire, redefining a Census Tract and Block Group, redesign of the Census website and easier access to data. City staff have downloaded the Tigard Demographic Profile and Summary File 1 to date. The Demographic Profile was used during the legislative redistricting effort, while Summary File 1 contains more detailed information on age, sex, households, characteristics of owners and renters and detailed race data. Census data is used for a variety of efforts. This includes legislative redistricting, the provision of federal funds, city use in grant applications, long -range planning efforts and forecasting. In consideration of the City's 50th birthday, the following illustrates household and population numbers resulting from the four census counts that have occured since Tigard was founded in 1961. 1970 1980 1990 2000 2010 Population 6,499 14,799 . 29,344 41,223 48,035 Households , 2,560 16,495 1 12,599 1117,369 120,068 The council presentation will include a demonstration on how to access the 2010 Census data, as well as other data found on the website. City staff will also be updating the Tigard Community Profile as more data is released (Summary File 2) this winter. Staff will return with the updated Tigard Community Profile when it is complete. In the meantime, please contact staff with any questions or data requests. OTHER ALTERNATIVES N/A COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS 1. Implement Comprehensive Plan 2. Implement Downtown and Town Center Redevelopment Opportunities 4. Advance Methods of Communication DATES OF PREVIOUS COUNCIL CONSIDERATION N/A Attachments 2010 Census Presentation 9/13/2011 C I T Y O F T I G A R D Respect and Care I Do the Right Thing Get it Done TIGAKD Tigard City Council 2010 Census Presentation City Council Workshop 1 September 20, 2011 i 1 ' 1 ' ' () 1' , 1 1 (; A R I) Changes Found in 2010 Census 1 Long form (detailed data) no longer administered / Replaced with yearly American Community Survey / Characteristics of population and housing / Estimates for small areas and groups / Quarterly Workforce Indicators now on website / 5 -year Economic Census data now easily available on website 1 9/13/2011 (: I '1' 1 () 1' '1' 1 (; \ It 1) How Census Data is Used / Legislative redistricting Distribute federal funding / Population ► Characteristics of population / City of Tigard projects 1 Demographics required on grant applications / Inform long -range planning projects / Project future conditions (: 1 T 1' O I. '1' 1 G .A R 1) City of Tigard — 50 -year Anniversary 1970 1980 1990 2000 2010 Population 6,499 14,799 29,344 41,223 48,035 Housing Units 2,560 6,495 12,599 17,369 20,068 2 9/13/2011 (: 1 "1' Y () 1' '1' 1 G .\ R 1) City of Tigard — 2010 Census Data 2000 2010 Occupied Housing Units 95.0% 95.5% Owner- occupied 66.2% 60.5% Renter - occupied 33.8% 39.5% Vacant Housing Units 5.0% 4.5% O 1; '1' 1 (' . \ R 1) City of Tigard — 2010 Census Data 2000 2010 Whites 80.8% 73.8% Latinos 8.9% 12.7% Asians 5.6% 7.1% African American 1.1% 1.6% Native Hawaiian and Other 0.5% 0.9% Pacific Islander 3 9/13/2011 C 1 '1' 1' () I. 'l' 1 (; .l R 1) U.S. Census Website / Restructured for 2010 Census 0 American Factfinder • http: / /www.census.gov/ Local Employment Indicators ® On The Map Economic Indicators / Download for use in GIS / More data to be released (: 1 '1' 1' O 1 '1' 1 (; .\ R 1) Questions? 4 AIS -622 Item #: 5. Workshop Meeting Date: 09/20/2011 Length (in minutes): 15 Minutes Agenda Title: Receive Briefing on Initial Sustainability Practices at the City of Tigard Prepared For: Michelle Wright Submitted By: Greer Gaston Public Works Item Type: Update, Discussion, Direct Staff Meeting Type: Council Workshop Mtg. ISSUE The council will be briefed on initial sustainability practices at the City of Tigard. STAFF RECOMMENDATION / ACTION REQUEST No formal council action is requested; councilors are asked to listen to the briefing and provide input. KEY FACTS AND INFORMATION SUMMARY 2011 Council Goal No. 6.c. states, "Evaluate the city's internal sustainability efforts." The council also has a five -year goal to "Develop a sustainability plan." Although many sustainable practices have been implemented throughout the city, this is Tigard's first attempt to formally address the issue of sustainability. Topics to be discussed during this briefing include: • The city's existing sustainability practices. • Council Goals Work Plan as it pertains to sustainability. • Defining sustainability. • Draft sustainability milestones. OTHER ALTERNATIVES The council could choose not to hear the briefing and could provide staff with direction on some other course of action. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS 2011 Council Goal No. 6.c. states, "Evaluate the city's internal sustainability efforts." The council also has a five -year goal to "Develop a sustainability plan." DATES OF PREVIOUS COUNCIL CONSIDERATION This is the first time this topic has come before the council. Attachments PowerPoint Presentation Memo - Existing Sustainability Practices Draft Sustainability Milestones AgendaQuick ©2005 - 2011 Destiny Software Inc., All Rights Reserved 9/13/2011 of — Respect and Care Do the Right Thing I Get it Done Tigard r An Introduction to Sustainability At the City of Tigard Presented to Council September 20, 2011 i •D (: in ,,/ T igard September 20, 2011 Agenda M • Develop a List of Existing Sustainability Practices • Discuss Council Goals Work Plan • Define Sustainability • Draft Milestones 1 9/13/2011 City of T igard A o • TIGARD City of Tigard Sustainability 4 1 3 arti Cit . City of Tigard 2011 Council Goals Work Plan Description Status Designate Coordinator for Sustainability Practices Done Develop List of Existing Sustainability Practices In progress Define Sustainability In progress Create Scope of Work for Sustainability Consultant In progress 2 9/13/2011 Start Defining Sustainability for Tigard According to the United Nations Commission, sustainability means "meeting the needs of the present without compromising the ability of future generation environment soci- - to meet their own needs." n 1grd Start Defining Sustainability for Tigard The three interrelated pillars of sustainable development include the environment, social equity, and economic development. To act sustainably is to balance the of these pillars with the need cnvironmk w sOC A to use resources more efficiently. 3 9/13/2011 Sustainability - Sample Definitions • Sustainability enables a community to meet its current environmental, economic and social needs without compromising the ability of future generations to do the same. • A sustainable community is one that can meet the needs of the �r present without compromising the ability of future generations "" to meet their own needs. City of Tigard Sustainability - Sample Definitions • Meet the economic, social, and environmental needs of the present without compromising the future's ability to do the same. • Meeting the needs of '' ,41;i. current generations in a way that allows future generations to meet their own needs. 4 9/13/2011 c.„ of Tigard Five Milestones for Sustainability El Getting Started Checklist (five -year plan) Status Milestone 1: Conduct Sustainability Assessment 2012 Milestone 2: Set Sustainability Goals 2013 Milestone 3: Develop Sustainability Plan 2014 Milestone 4: Implement Plan 2015 Milestone 5: Monitor /Evaluate Implementation Progress 2016 Sus tainability (64411 :1) x * fi Questions & Discussion 5 1 14 q City of Tigard • . TIGARD - Memorandum To: The Honorable Mayor and City Councilors From: Public Works Business Manager Michelle Wright Re: Sampling of the City's Existing Sustainability Practices Date: September 2, 2011 The Public Works Department continues to identify sustainability practices within the City of Tigard. A sampling of current items is as follows: • Drip irrigation used for ornamental plants. • Integrated Pest Management practiced; this reduces the use of pesticides while keeping pests in check. • Battery powered Gator utility vehicles. • Native plants installed to reduce maintenance needs /irrigation. • Re- claimed water is used to irrigate the athletic fields at Cook Park. • Use ET (evapotranspiration) sensors for irrigation system to moderate water use. These take into account soil and weather conditions to calculate amount of water needed for specific plants. • Switched out 98 percent of traffic signals to LEDs. • The city offers an Employee Commute Incentive Program which encourages employees to use alternative transportation, such as walking, biking, and carpooling. • The city has installed 90.5 miles of bike lanes. • Mulching blades are used on mowers. This returns nitrogen and other nutrients to the soil, reducing the need for fertilizers. • Recycled wood chips are utilized for soft trails surfacing. • Upgraded two water pump stations to save 700,000 kilowatt hours of energy per year. • City fleet vehicles use 5- percent biodiesel and 10- percent ethanol. • Excluding police vehicles, 29 percent of Tigard's fleet is comprised of hybrid, bio- diesel, or electric vehicles. • New Burnham Street project and upcoming Main Street/ Green Street Retrofit project implemented or will implement green street standards. • LED street lighting was installed as part of the new Burnham Street project. • New Energy Star compliant roof was installed on the Permit Center. • Since 2005, Tigard planted 95,850 native shrubs and trees and restored 165 acres of riparian forest. • Most copiers within the city carry the Energy star seal. • City buildings have been upgraded with more efficient lighting and water fixtures. DRAFT City of Tigard Milestones for Sustainability - A Five -Year Plan • w 1 IUARD Step Date Status Getting Started Designate a sustainability coordinator to evaluate the city's internal sustainability efforts Done Define sustainability September 2011 In progress Make a commitment - obtain City Council buy -in on the concept of a sustainability plan September 2011 In progress Develop a work plan for the planning process and for department outreach October 2011 In progress Develop existing sustainability efforts November 2011 In progress Draft a scope of work for sustainability consultant November 2011 In progress Milestone 1: Conduct Sustainability Assessment Define the scope of the plan 2012 Begin public outeach to define the key challenges facing the city 2012 Develop a greenhouse gas emission inventory for local government operations and the community 2012 Gather and analyze data for the sustainability assessment 2012 Create a sustainability assessment report 2012 Milestone 2: Set Sustainability Goals Define clear, relevant and measurable goals addressing key issues identified in the sustainability assessment 2013 Brainstorm and analyze strategies for achieving goals 2013 Set an emission reductions target 2013 Solicit ideas from the public for sustainability goals 2013 Announce the goals to the public 2013 Milestone 3: Develop Sustainability Plan Prepare for public outreach process 2014 Perform outreach 2014 Develop measures 2014 Develop implementation plans for each measure 2014 Create outline for the plan 2014 Write the plan 2014 Release a draft plan for public comment if appropriate) 2014 Finalize and release the plan 2014 Milestone 4: Implement Plan Implement the measures in the plan and track implementation status 2015 Institutionalize the planning process 2015 Coordinate with a coalition of advocacy group 2015 Milestone 5: Monitor /Evaluate Implementation Progress Select sustainability indictators, gather baseline data and measure progress 2016 Develop an annual progress report 2016 Update the greenhouse gas emissions inventory 2016 Update the web site and stakeholders 2016