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City Council Packet - 10/11/2011
4 TIGARD City of Tigard TIGARD CITY COUNCIL BUSINESS MEETING October 11, 2011 COUNCIL MEETING WILL BE TELEVISED I:1Design & CommunicationsMonna \City Counciilccpkt1 Cathy Wheatley 13125 SW Hall Blvd. • Tigard, Oregon 97223 • 503.639.4171 TTY Relay: 503.684.2772 • www.tigard- or.gov I I I 'I City of Tigard Tigard Business Meeting - Agenda TIGARD TIGARD CITY COUNCIL, LOCAL CONTRACT REVIEW BOARD, AND THE CITY CENTER DEVELOPMENT AGENCY MEETING DATE AND TIME: October 11, 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 real property transaction negotiations and consultation with legal counsel regarding pending litigation under ORS 192.660(2)(e) and (h). 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. A. ADMINISTRATIVE ITEMS • Review November, December and January Calendars • Joint Meeting with the Tigard - Tualatin School Board • Schedule Meeting Times with IT Manager Louis Sears B. COUNCIL CALENDAR October 18 ` Workshop Meeting j[6:30 p.m. I October 25 Business Meeting 16:30 p.m. November 8 Business Meeting Canceled 16:30 p.m. November 14 Special Jt. Tigard/Lake Oswego Mtg. 16 or 6:30 p.m. November 15 Workshop Meeting 16:30 p.m. November 22 Business Meeting 6 :30 p.m. Page 1 7:30 PM 1. BUSINESS MEETING - OCTOBER 11, 2011 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) 7:35 p.m. (Time is estimated.) A. Follow -up to Previous Citizen Communication -- None. B. Tigard High School Student Envoy - Courtney Bither C. Tigard Area Chamber of Commerce - Debi Mollahan D. Citizen Communication — Sign Up Sheet 3. CONSENT AGENDA: (Tigard City Council and Local Contract Review Board) 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: 7:40 p.m. (Time is estimated.) A. Approve Council Meeting Minutes 1. July 26, 2011 2. August 9, 2011 B. 1. Council Calendar 2. Tentative Agenda C. Endorse the Submittal of Periodic Review Grant Applications for Performing the Goal 10: Housing Work Task - Resolution RESOLUTION NO. 11 -36 - A RESOLUTION SUPPORTING PERIODIC REVIEW GRANT APPLICATION TO COMPLETE GOAL 10: HOUSING WORK TASK D. Local Contract Review Board: 1. Award Contract to CFM Strategic Communications, Inc. to Provide Technical Advice and Direct Advocacy and Support for the City's Federal Intergovernmental Interests and Authorize the City Manager to Enter Into a Contract for the Period of October, 2011 through October, 2014, With an Option to Renew for up to Two 12 -Month Extensions 'Page 2 1 • Consent Agenda - Items Removed for Separate Discussion: Any items requested to be removed from the Consent Agenda for separate discussion will be considered immediately after the Council /City Center Development Agency has voted on those items which do not need discussion. 4. PROCLAMATION - RECOGNIZING THAT SEPTEMBER 17 -23 WAS US CONSTITUTION WEEK, THE 224TH ANNIVERSARY OF THE DRAFTING OF THE CONSTITUTION 7:45 p.m. (Time is estimated.) 5. CONSIDER AMENDING TIGARD MUNICIPAL CODE CHAPTER 12, WATER AND SEWERS - ORDINANCE NO. 11 -09 7:50 p.m. (Time is estimated.) ORDINANCE NO. 11 -09 -- AN ORDINANCE ADDING CHAPTER 12.01, UTILITY SERVICES RULES AND REGULATIONS TO TIGARD MUNICIPAL CODE TITLE 12, WATER AND SEWERS 6. PUBLIC HEARING - CONSIDERATION OF A SUPPLEMENTAL APPROPRIATION TO AMEND THE FISCAL YEAR 2012 ADOPTED BUDGET 8:15 p.m. (Time is estimated.) • Open Public Hearing • Staff Report: Finance and Information Services Department • Public Testimony • Staff Recommendation • Council Discussion • Close Public Hearing • City Council Consideration: Resolution No. 11 -37 RESOLUTION NO. 11 -37 -- A RESOLUTION TO ADOPT A SUPPLEMENTAL BUDGET TO ACHIEVE THE FOLLOWING: 1) BUDGET OF UNANTICIPATED EXPENDITURES IN PUBLIC WORKS, FINANCE & INFORMATION SERVICES, AND POLICE; AND 2) INCREASED TRANSFER BY $30,992 FROM THE CRIMINAL FORFEITURE FUND TO THE GENERAL FUND FOR POLICE; AND 3) UPDATE OF THE FY 2012 MASTER FEES AND CHARGES SCHEDULE. 7. COUNCIL LIAISON REPORTS 8. NON AGENDA ITEMS 9. 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 talcing any final action or making any final decision. Executive Sessions are closed to the public. 10. ADJOURNMENT 8:40 p.m. (Time is estimated.) Page 3 AGENDA ITEM NO. 2 -D CITIZEN COMMUNICATION DATE: October 11, 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 of persons 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: Cei P 1 , ) A 9 - arivx- i4.)-t' 5 .� 2 Also, please spell your name as it sounds, if it will LL help the presiding officer pronounce: Gt ��/� S Jeha v E Address IJ h >c 3 Z:).Z J City � a . r cJ State ; ��1,_ Zip 9',,2 I Phone No. 3 , qt Name: )\b ''�r' '� ` G-c� Also, please spell your name as it sounas,if it w rl ; 1 Iq ,' ') help the presiding officer pronounce: Address ) gW City 71 i1 L RP 41 State Zip 9172 - Phone No. -50 2Y1 ' -671;•© Name:, ( r O� l.C_ ) 1.., `�� bu Q-- C7 Also, please spell your qs it will help the presiding officer pronounce: eA_iirok W r Address 7535 6 0 I\ vlaf C t Ci` City State Zip a 7i2 Phone Nos 3 203, 13 7 iNadm'athytccs sign up\c tizen communication.doc CITIZEN COMMUNICATION UP COMING EVENTS 1 Good Morning Tigard (GMT)—Business Networking — 7:30- 9:00am - FREE • 10/13/11- Washington Federal • Hosted at their location, 15444 SW Pacific Hwy, Tigard OR • 10/20/11— NO GMT — Sign Up for Speed Networking on the web www.tigardchamber.org!! • 10/27/11— Video & Photography by Rayleigh • Hosted at the Tigard Chamber of Commerce, 12345 SW Main St, Tigard OR • 11/03/11— It's Your Time to Travel • Hosted at the Tigard Chamber of Commerce, 12345 SW Main St, Tigard OR • 11/10/11— House of Reptiles • Hosted in a vacant building next to their location, 11507 SW Pacific Hwy, Tigard OR • 11/17/11— Premier Designs Jewelry • Hosted at the Tigard Chamber of Commerce, 12345 SW Main St, Tigard OR Other Chamber Events SUPPLEMENTAL PACKET Lunch & Learns— Free, Noon to 1:00 p.m. FOR (DATE OF MEETING) Hosted at Tigard Chamber, Pearson Room, Noon — 1:00 p.m., BYOL n • 10/19/11— Marketing - Active Media A n CO mr fl \(& \ • 11/02/11 - Action Coach Business Coaching 'l �h�� m • 11/16/11— Using your website to the fullest - LVSYS 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. • 10/12 - Pastini at Bridgeport • 10/26 - Mazatlan on Pacific Hwy Tigard r' • 11/9 - Wu's Open Kitchen - Pacific Hwy ,Q • 11/23- Will forgo due to Thanksgiving being the next day • „ I L 6 IV( 4j'" 51S • 12/14 - Biscuits Cafe on Capital Hwy (Ai() bicS' • 12/28 - Baja Fresh on Pacific Hwy •�pv) N � (u Tigard's 3rd Tuesday After Hours — Free, 5:00 — 6:30 p.m. 2- - �" October 18th - Hosted by LVSYS @ the Chamber Tigard Chamber Multi- Chamber Speed Networking — 10/20/11 • At Embassy Suites Washington Square 7 -9 a.m., hosted by Portland Badge Tigard & Tualatin Chambers Joint Business Showcase — 11/07/11 Embassy Suites — Reserve a spot for your business today! • See our website for more details http : / /www.tigardchamber.org/site/ For more about these and other events, go to www.tigardchamber.org /site /directory /events T1GAR1T6gth up for our newsletter, e-mail info @tigardchamber.org and put newsletter in the subject line E o��EE W h -e•� -� 13 Sovra AIS -673 Item #: 3. A. Business Meeting Date: 10/11/2011 Length (in minutes): Consent Item Agenda Title: Approve Council Minutes Submitted By: Cathy Wheatley Administrative Services Item Type: Motion Requested Meeting Type: Consent Agenda - Approve Minutes ISSUE Approve Council Meeting Minutes STAFF RECOMMENDATION / ACTION REQUEST N/A KEY FACTS AND INFORMATION SUMMARY N/A OTHER ALTERNATIVES N/A COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION N/A Attachments July 26. 2011. Council Meeting Minutes AIS -678 Item #: 3. B. Business Meeting Date: 10/11/2011 Length (in minutes): Consent Item Agenda Title: Receive and File - Council Calendar and Tentative City Council Agendas Submitted By: Cathy Wheatley Administrative Services Item Type: Motion Requested Meeting Type: Consent Agenda ISSUE Receive and file only; no City Council action requested. STAFF RECOMMENDATION I ACTION REQUEST Receive and file only; no City Council action requested. KEY FACTS AND INFORMATION SUMMARY Receive and file only; no City Council action requested. OTHER ALTERNATIVES N/A COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION N/A Attachments Council Calendar Tentative Agenda Agenda Item No 3.B.1 III For Agenda of October 11, 2011 11111 II II. MEMORANDUM TIGARD TO: Honorable Mayor & City Council FROM: Carol A. Krager, Deputy City Recorder RE: Three -Month Council Meeting Calendar DATE: October 4, 2011 Regularly scheduled Council meetings are marked with an asterisk ( *). October 11* Tuesday Council Business Meeting — 6:30 p.m., Town Hall 18* Tuesday Council Workshop Meeting — 6:30 p.m., Town Hall 25* Tuesday Council Business Meeting — 6:30 p.m., Town Hall November 8* Tuesday Council Business Meeting — 6:30 p.m., Town Hall 15* Tuesday Council Workshop Meeting — 6:30 p.m., Town Hall 22* Tuesday Council Business Meeting — 6:30 p.m., Town Hall December 13* Tuesday Council Business Meeting — 6:30 p.m., Town Hall 20* Tuesday Council Workshop Meeting — 6:30 p.m., Town Hall 27* Tuesday Council Business Meeting — 6:30 p.m., Town Hall I: \ADM \City Council \Council Calendar \3 -month calendar for c mtg 111011.doc Agenda Item No. F', Meeting of ( C + i=ter II, Qt. Key: Meeting Banner ❑ Business Meeting ❑ Study Session ❑ Special Meeting ❑ Consent Agenda ❑ Meeting is Full . Workshop Meeting ❑ City Council Tentative Agenda 10/3/2011 11:46 AM Form Meeting Submitted Meeting Inbox or # Date By Type Title Department Finalized I — II 1402 110/11/2011 IICarol Krager'AAA 'Business Meeting I II H I 645 10/11/2011 Sean ACCSTUDY 25 Minutes - CCDA Executive Session Community 08/23/2011 Farrelly Development 667 10/11/2011 John Floyd ACCSTUDY 20 Minutes - Executive Session - Pending Litigation Community 09/30/2011 Development I 1 Total Time: 45 of 45 minutes have been scheduled 651 10/11/2011 Kent Wyatt ACONSENT Consent Item - Award Contract for Federal Governmental City Management Wyatt K, Affairs Services to CFM Strategic Communications Management Analyst 665 10/11/2011 Darren Wyss ACONSENT Consent Item - Periodic Review Grant Submittal for Community 09/29/2011 Funding Goal 10: Housing Work Task Development 673 10/11/2011 Cathy ACONSENT Consent Item - Approve Council Minutes Administrative 09/29/2011 Wheatley Services 660 10/11/2011 Joanne CCBSNS 1 5 Minutes - Proclaim September 17 -23, 2011 City Management 09/19/2011 I Bengtson Constitution Week 357 10/11/2011 John CCBSNS 2 15 Minutes - Consider an Ordinance Adding Chapter Public Works 09/28/2011 Goodrich 12.01, Utility Services Rules and Regulations, to the Tigard Municipal Code 620 10/11/2011 Carissa CCBSNS 3 15 Minutes - Supplemental Appropriation To Amend Financial and 09/19/2011 Collins The FY 2012 Adopted Budget Information Services Total Time: 35 of 110 minutes have been scheduled I I II 1 Key: Meeting Banner ❑ Business Meeting ❑ Study Session ❑ Special Meeting ❑ Consent Agenda ❑ Meeting is Full . Workshop Meeting ❑ City Council Tentative Agenda 10/3/2011 11:46 AM 403 10/18/2011 Carol AAA Workshop Meeting I Krager I . .. II 373 10/18/2011 Joanne CCWKSHOP 10 Minutes - 3rd Quarter Update to 2011 Council Goals City Management Krager C, Deputy Bengtson City Recorder 638 10/18/2011 Greer CCWKSHOP30 Minutes - Discussion of Concept Designs for Pacific Public Works Gaston G, Conf I Gaston Highway /McDonald /Gaarde Intersection Improvements Executive Asst 646 10/18/2011 Sean CCWKSHOP60 Minutes - Five -Year Assessment of Urban Renewal Community Bunch R, CD I Farrelly Development Director 647 10/18/2011 Judith Gray CCWKSHOP 30 Minutes - Transportation Planning Rule Update Community Gray J, Sr Development Transportation Planner Total Time: 130 of 180 minutes have been scheduled 404 10/25/2011 Carol AAA Business Meeting I Krager i . — II 648 10/25/2011 Greer ACCSTUDY 30 Minutes - Executive Session Public Works 08/29/2011 I Gaston 658 10/25/2011 Greer ACCSTUDY 10 Minutes - Briefing on Consent Item to Re- Allocate $1.6 Public Works Gaston G, Conf Gaston Million in Grant Funding to the Main Street /Green Street Executive Asst Retrofit Phase II Project 666 10/25/2011 Greer ACCSTUDY 5 Minutes - Executive Session - Real Property Transactions Public Works 09/27/2011 I Gaston 669 10/25/2011 Liz Lutz ACCSTUDY 10 Minutes - Washington County Project Homeless Connect Financial and LaFrance T, Fin /Info Social Service Funding Request Information Svcs Director Services I it I\c\ \Icc tin_i li.innci ❑ Business AicctirlV ❑ Studv Scssii m ❑ Special \IcctinZ ❑ (.imscnt Vcrula ❑ \[coin[, i Dull ri \\ (qlah,)p AIccin;y ❑ City Council Tentative Agenda 10/3/2011 11:46 AM 649 10/25/2011 Joseph ACONSENT Consent Item - Award a Contract for the Purchase of a Financial and Barrett J, Sr Mgmt I Barrett Truck - Mounted Heated Asphalt Patching Box Information Services Analyst - Finance 650 10/25/2011 Joseph ACONSENT Consent Item - Approve Purchase of a Freightliner m2 106 Financial and Barrett J, Sr Mgmt I Barrett Chassis Information Services Analyst - Finance 659 10/25/2011 Greer ACONSENT Consent Item - Approve Re- Allocation of $1.6 Million in Public Works Gaston G, Conf Gaston Grant Funding to the Main Street /Green Street Retrofit Executive Asst Phase II Project I — -- -_1I 634 10/25/2011 Cathy CCBSNS 30 Minutes - Activation and Recreation within Tigard's Administrative Gaston G, Conf Wheatley Downtown for the 21st Century Services Executive Asst 637 10/25/2011 Susan CCBSNS 45 Minutes - Discuss Amendments to Chapter 1.16 of the Community Hartnett S, Asst CD I Hartnett Tigard Muncipal Code Development Director 656 10/25/2011 Greer CCBSNS 10 Minutes - Consider a Resolution Supporting the Public Works McMillan K, Gaston Submission of a Grant Application to Partially Fund 121st Engineering Manager Avenue Improvements 657 10/25/2011 Greer CCBSNS 10 Minutes - Consider a Resolution Supporting the Public Works McMillan K, Gaston Submission of a Grant Application to Partially Fund Engineering Manager Crescent Trail f Total Time: 95 of 110 minutes have been scheduled I - - - -- -II 405'11/08/2011 Carol AAA Business Meeting Krager 662 11/08/2011 Susan CCBSNS 45 Minutes - Discuss Amending Tigard Municipal Code to Community Hartnett S, Asst CD I Hartnett Consolidate Nuisance Violations into a New Title 6 Development Director If rota) Time: 45 of 110 minutes have been scheduled __________..- ._ -- -- _.__.__. ____- _. -II 3 Key: Meeting Banner ❑ Business Meeting ❑ Study Session ❑ Special Meeting ❑ Consent Agenda ❑ Meeting is Full . Workshop Meeting ❑ City Council Tentative Agenda 10/3/2011 11:46 AM 406 11/15/2011 Carol AAA Workshop Meeting Krager I II 325 11/15/2011 Judith Gray CCWKSHOP 30 Minutes - Update on High Capacity Transit (HCT) Land Community Gray 3, Sr Use Plan Development Transportation Planner 615 11/15/2011 Ted Kyle CCWKSHOP 30 Minutes - Discuss Fanno Creek Slope Stabilization -- Public Works Gaston G, Conf Design -Build Contracting Executive Asst 616 11/15/2011 Ted Kyle CCWKSHOP30 Minutes - Discuss Pavement Management Report, Public Works McCarthy M, Update on 2011 Paving, and ROW Maintenance St /Trans Sr Proj Eng 644 11/15/2011 Sean CCWKSHOP40 Minutes - Discuss Downtown Organization Community Farrelly S, Redev I Farrelly Development Project Manager 661 11/15/2011 Cheryl CCWKSHOP40 Minutes - Tree Board Joint Meeting with City Council Community Prager T, Assoc Caines Development Planner /Arborist 670 11/15/2011 Greer CCWKSHOP 10 Minutes - Briefing on a Clean Water Services Public Works Gaston G, Conf Gaston Intergovernmental Agreement Regarding Derry Dell Executive Asst 1 _II 407 11/22/2011 Carol AAA (Business Meeting Krager 11 664 11/22/2011 Marissa ACCSTUDY 30 Minutes - Briefing on SW Corridor Public Involvement Community Hartnett S, Asst CD Daniels and Messaging Development Director Total Time: 30 of 45 minutes have been scheduled I �_._ _ — ._-- . -_ - -_ ______________ - - II 555 11/22/2011 Kent Wyatt CCBSNS 30 Minutes - Receive and discuss findings from the 2011 Administrative Wyatt K, Community Attitudes Survey Services Management Analyst I Total Time: 30 of 110 minutes have been scheduled I - _ - - - -- _ 11 619 12/13/2011 Cathy AAA Meeting Date: 1 Absences to Note: I Location: Tigard City I Wheatley Hall 1 II 4 Key: Meeting Banner ❑ Business Meeting ❑ Study Session ❑ Special Meeting ❑ Consent Agenda ❑ Meeting is Full . Workshop Meeting ❑ City Council Tentative Agenda 10/3/2011 11:46 AM 671 12/13/2011 Greer ACONSENT Consent Item - Consider an Intergovernmental Agreement Public Works Gaston G, Conf Gaston with Clean Water Services Regarding Derry Dell Executive Asst 1- -...._ — — — - -II 612 12/13/2011 John CCBSNS 15 Minutes - Approve Ordinance to Amend Title 12 - Water Public Works Gaston G, Conf I Goodrich and Sewer Executive Asst 630 12/13/2011 Cathy CCBSNS 60 Minutes - Quasi - Judicial Public Hearing: Comprehensive Community Caines C, Assoc Wheatley Plan Amendment, Sensitive Lands Reviews and Development Planner Adjustment to Extend Wall St. to Fields Property 655 12/13/2011 Liz Lutz CCBSNS 10 Minutes - Approve Budget Committee Appointments (1 Financial and vacancy and 1 alternate vacancy) Information Services 663 12/13/2011 Susan CCBSNS 30 Minutes - Public Hearing to Amend Chapter 1.16 and Community Hartnett S, Asst CD Hartnett Create New Title 6 and Modify Master Fees and Charges Development Director Schedule I llTotal Time: 115 of 110 minutes have been scheduled I I _ _. — --- --II 409 12/20/2011 Carol AAA Workshop Meeting I Krager F_ —__— --II 410 12/27/2011 Carol AAA Business Meeting I Krager I __ — __ __ ..11 63901 /10 /2012IICWheatley IIAAA Business Meeting - State of the City II II II 1 . — - - -- 11 5 Key: Meeting Banner ❑ Business Meeting ❑ Study Session ❑ Special Meeting ❑ Consent Agenda ❑ Meeting is Full . Workshop Meeting ❑ City Council Tentative Agenda 10/3/2011 11:46 AM 640 01/17/2012 CWheatley AAA Workshop Meeting II 642 01/17/2012 Greer CCWKSHOP 30 Minutes - Discussion of Concept Designs for Pacific Public Works McCarthy M, Gaston Highway /McDonald /Gaarde Intersection Improvements St /Trans Sr Proj Eng 668 01/17/2012 Liz Lutz CCWKSHOP 40 Minutes - Budget Committee Meeting Financial and LaFrance T, Information Services Fin /Info Svcs Director Total Time: 70 of 180 minutes have been scheduled I II 641 01/24/2012 Cathy AAA Business Meeting Wheatley I - — - II 414 01/24/2012 Joanne CCBSNS 15 Minutes - 4th Quarter Goal Update City Management 03/21/2011 Bengtson 606 01/24/2012 Todd Prager CCBSNS 30 Minutes - Urban Forestry Code Revisions Process Update Community Development Total Time: 45 of 110 minutes have been scheduled II 569 02/14/2012 Cathy AAA Meeting Date: Absences to Note: I Location: Tigard City Hall Wheatley I II 643 02/14/2012 Greer CCBSNS 10 Minutes - Selection of a Concept Design for Pacific Public Works McCarthy M, Gaston Highway /McDonald /Gaarde Intersection Improvements St /Trans Sr Proj Eng Total Time: 10 of 110 minutes have been scheduled I - I 6 Key: Meeting Banner ❑ Business Meeting ❑ Study Session ❑ Special Meeting ❑ Consent Agenda ❑ Meeting is Full . Workshop Meeting ❑ City Council Tentative Agenda 10/3/2011 11:46 AM 570 02/21/2012 Cathy AAA Meeting Date: I Absences to Note: I Location: Wheatley Tigard City Hall I-- - -II 652 02/21/2012 Nadine CCWKSHOP 20 Minutes - Tigard Municipal Court Annual Administrative Robinson N, Admin. Svcs. I Robinson Report Services Manager I Total Time: 20 of 180 minutes have been scheduled I II 568 02/28/2012 Cathy AAA Meeting Date: I Absences to Note: I Location: Wheatley Tigard City Hall I-- - _1l 571 03/13/2012 Cathy AAA Meeting Date: I Absences to Note: I Location: Wheatley Tigard City Hall - -- _ -HI 573 03/20/2012 Cathy AAA Meeting Date: I Absences to Note: I Location: Wheatley Tigard City Hall — iI 607 03/20/2012 Todd Prager CCWKSHOPI60 Minutes - Urban Forestry Code Revisions Community orkshop Development I Total Time: 60 of 180 minutes have been scheduled F — II 572 03/27/2012 Cathy AAA Meeting Date: I Absences to Note: I Location: Wheatley Tigard City Hall I - - -. -- __._____- _._______._ -- -_ __ -- _ _ -_ __..______ - - - -II 7 I AIS -665 Item #: 3. C. Business Meeting Date: 10/11/2011 Length (in minutes): Consent Item Agenda Title: Periodic Review Grant Submittal for Funding Goal 10: Housing Work Task Submitted By: Darren Wyss Community Development Item Type: Resolution Meeting Type: Consent Agenda ISSUE Should the City Council approve a resolution endorsing the submittal of periodic review grant applications for performing the Goal I0:Housing work task? STAFF RECOMMENDATION / ACTION REQUEST Approval, by motion, of the attached resolution endorsing submittal of the application. KEY FACTS AND INFORMATION SUMMARY Periodically, cities and counties are required to evaluate their comprehensive plans and land use regulations through a process called periodic review (ORS 197.628 -644 and OAR 660, Division 25). On May 20, 2008, the Oregon Department of Land Conservation and Development (DLCD) notified the city of the commencement of periodic review for Tigard. Staff then developed a periodic review work program, which was approved by City Council on January 27, 2009 and approved by DLCD on April 15, 2010. The city has three years from the DLCD approval date to complete all six tasks in the work program. The city has completed three of the six tasks to date, and is gearing up to start on the next two. These are Goal 10: Housing and updating the Tigard Public Facility Plan. The Community Development Department has budgeted funds for professional contractual services to help complete the Goal 10: Housing work task, but now has the opportunity to apply for state periodic review grant funds for the work task. Periodic review grant funds were used to complete the recently adopted Tigard 2011 Economic Opportunities Analysis. City staff is seeking Council approval to submit a grant application to fund the Goal 10:Housing work task. Timely submission of the grant applications will provide the opportunity to utilize available state funds, as opposed to City funds, to perform these tasks. OTHER ALTERNATIVES Do not approve the resolution. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS 1. Implement Comprehensive Plan 2. Implement Downtown and Town Center Redevelopment Opportunities DATES OF PREVIOUS COUNCIL CONSIDERATION N/A Fiscal Impact Cost: $0.00 Budgeted (yes or no): Yes Where Budgeted (department /program): CD Additional Fiscal Notes: The proposed grant request is for a total of $48,500. There is no required match, but in -kind contributions of city staff time and materials are encouraged to aid in completing the products. As such, a $5,500 match of staff time for project management and support is proposed. Originally, Community Development budgeted $15,000 in FY 2011 -12 to complete this project in house with minimal technical support. With this grant opportunity, the department will be able to expand the scope of this project and increase the amount of technical analysis. The project will also develop strategies to meet future housing needs, particularly in regards to a proposed high - capacity transit corridor and the recently annexed River Terrace area. The work will be performed as part of the city's periodic review work program under the Population and Housing Review (Goal 10) task. Attachments Resolution Supporting Periodic Review Grant Application for Goal 10: Housing Work Task AIS -651 Item #:3. D. Business Meeting Date: 10/11/2011 Length (in minutes): Consent Item Agenda Title: Award Contract for Federal Governmental Affairs Services to CFM Strategic Communications Prepared For: Kent Wyatt Submitted By: Kent Wyatt City Management Item Type: Meeting Type: Consent Agenda - LCRB ISSUE Should the Local Contract Review Board (LCRB) approve a contract for a Washington, DC based lobbying firm to provide technical advice and direct advocacy and support for the city's federal intergovernmental interests? STAFF RECOMMENDATION / ACTION REQUEST The LCRB may wish to approve a motion to award a contract to CFM Strategic Communications, Inc., and authorize the city manager to enter into a contract for the period of October, 2011, through October, 2014, with an option to renew for up to two 12 -month extensions. KEY FACTS AND INFORMATION SUMMARY The City Council directed staff to solicit a request for proposals for Federal Governmental Affairs and Lobbying Services. CFM Strategic Communications, Inc. which has a office in Portland, OR and Washington, DC was the sole firm submitting a proposal. Pending approval from LCRB, Tigard would enter into a contract with CFM with a scope of responsibility including promoting city positions on policy matters to elected officials and their staffs; assisting in the preparation of federal appropriations requests and submit on behalf of the city; and providing a written weekly report of recent and upcoming activities and actions in Congress and federal agencies. OTHER ALTERNATIVES Do not award a federal affairs contract - this alternative would utilize city staff to represent the city's interests and advocate for city issues without outside assistance. Based on available city resources, this alternative would significantly reduce the city's federal advocacy efforts. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS • Financial Stability - Work with partners on long -range solutions to statewide structural problems. • Continue coordination with Lake Oswego on water partnership. DATES OF PREVIOUS COUNCIL CONSIDERATION August 23, 2011 - Discussed Strategies for Communicating Tigard's Federal Legislative Priorities. Fiscal Impact Cost: $63,940 Budgeted (yes or no): No Where Budgeted (department /program): City Management Additional Fiscal Notes: The City Council directed staff to solicit proposals for federal lobbying services. This was the lowest bid. This cost is currently not included in the FY 2011 -12 budget. Budget for the service will come from a decrease of the Central Services Fund Contingency to fund an increase in the City Manager's Division professional services. Staff will either include a request to approve the budget change in the second quarter supplemental budget in January or through a transfer resolution on consent agenda at a business meeting prior to January. Attachments CFM Proposal ► research ' marketing public relations ■ public affairs 10. federal lobbying ■ state lobbying INN ci - - =M - - - -t - -I —; - - -MI : ININ strategic communications, Inc 503.294.9120 I www.drn-onfine.com 1 1100 SW Sixth Avenue, Suite 1425 l Portland, Oregon 97204 September 27, 2011 City of Tigard RFP Federal Governmental Affairs Consulting and Lobbying Services 1111 . n TIGARD Submitted by: ► r.r..rcn C M madc tr,g p r ► Isdaai wow sate bbbyln strategic communication,, inc. CFM Strategic Communications Inc. An Oregon Corporation Joel Rubin — Proposed Project Manager VP Federal Affairs CFM Strategic Communication, Inc. 1325 G Street, NW Suite 1025 Washington, DC 20005 ioelr@cfmdc.com (202) 347 -9171 (202) 824 -8667 (fax) C m research marketing public relations p public affairs . federal lobbying t state lobbying L-. ®C D try t -7 i O -- LJ S = r = ® C _.._ O strategic communications, inc. 503.294.9120 www.cfm- onfino.com 1 100 SW Sixth Avenue, Suite 1425 Portland, Oregon 97204 September 27, 2011 City of Tigard Contracts and Purchasing Office Joe Barrett, Senior Management Analyst 13125 SW Hall Blvd. Tigard, OR 97223 Re: RFP for Federal Governmental Affairs Consulting and Lobbying Services Dear Mr. Barrett: Thank you for the opportunity to submit a proposal to represent the City of Tigard in Washington, D.C. On behalf of the CFM federal team, it would be an honor and a privilege to share Tigard's unique story and develop an innovative federal agenda to build on the advocacy efforts you have employed over the years. The CFM team we have selected for you has deep ties to each member of the Oregon delegation and proven, reliable contacts at the highest levels of government. As such, we can provide immediate added value to your government affairs operation and quickly implement a strategic agenda in a thoughtful and collaborative manner. With respect to the projects and priorities of Tigard, we know your issues and have a proven track record of succeeding in the areas that are important to you. We have a strong record of securing federal funds for transportation, water and sewer infrastructure, economic development, police, fire and educational projects. In addition to securing federal funds, we have passed legislation, protected critical programs and built coalitions to ensure the objectives of our Oregon municipal clients are met. We know you have developed a vision to improve the quality of life for your residents and are engaged with your federal delegation. We want to add a comprehensive component to your lobby effort that will expand your reach into the Oregon delegation and the federal agencies that present opportunities for your city. We work every angle for our clients. We will work closely with you to generate grassroots support and regional coordination to make your agenda more appealing to key officials. Members of Congress like to get involved with projects that have broad support and deliver real results. At CFM, we are experts in generating these coordinated ventures and know how important this approach is to achieving results. CFM Strategic Communications, Inc. 1325 G Street, NW Suite 1025 Washington, DC 20005 (202) 347 -9170 C m research marketing public relations D public affairs ► federal lobbying D state lobbying v o1=1ro; 0ttMI L = IOC =1 r — =3 c J o IMO =l 1 O strategic communications, Inc 503.294.9120 www.cfm online.com 1100 SW Sixth Avenue, Suite 1425 Portland, Oregon 97204 Thank you for your time and consideration. We look forward to hearing from you in the near future. As you consider our application, please direct all correspondence to: Joel Rubin — Proposed Project Manager VP Federal Affairs CFM Strategic Communication, Inc. 1325 G Street, NW Suite 1025 Washington, DC 20005 joelr@cfmdc.com (202) 347 -9171 (202) 824 -8667 (fax) Sincerely yours, J. Rubin VP Federal Affairs CFM Strategic Communications, Inc. 1325 G Street, NW Suite 1025 Washington, DC 20005 (202) 347 -9170 cfm ► research ! marketing public relations • public affairs ► federal lobbying ■ state lobbying Im1 - - -- - - -MII I= MIN MINIM : - - -1e 1 - -- N strategic commrarlcations,Inc. 503294.91201 www.cfm- onllne.com 1 1100 SW Sixth Avenue, Suite 1425 I Portland, Oregon 97204 TABLE OF CONTENTS Firm and Team Qualifications 3 Background of the Firm Firm Qualifications - The CFMAdvaniage Related Experiences Resumes of Team Tigard Project Understanding and Approach 7 Project Understanding Project Approach: Listen First Developing Relationships Instant Credibility Local Coordination Schedule of Work Cost Structure 13 Detailed Breakdown of Staff Hours and Tasks Additional Services 14 Additional Information 15 Current Federal Client List Creating Broad Community -based and Grassroots Support Engagement in the Political Process Conclusion Page 2 C m research marketing public relations D public affairs p federal lobbying p state lobbying L -- : 1 = ©C Old. = O NMI ©I O 1=1 1=1 ; 1=1 strategic communications, Inc. 503 294 9120 www.dm- online.com 1100 SW Sixth Avenue, Suite 1425 Portland, Oregon 97204 Firm and Team Qualifications Background of the Firm CFM Strategic Communications, Inc. (CFM) is a successful public affairs, communications and research firm. Our experienced professional team, network of federal contacts, expertise in working with municipalities and record of achievement makes us uniquely qualified to represent the City of Tigard in Washington, D.C. Since 1990, we have provided comprehensive results oriented lobbying, strategic planning, legislative goal setting and political analysis to clients in both the public and private sector. Our clients have been very successful in securing federal funds and influencing legislation. As your federal advocate, we will promote your interests in our nation's capital and arm you with the tools necessary to be successful in a constantly changing political environment. We will help you establish and maintain strong ties to key Members of Congress and the Executive Branch. We will assist you in understanding and participating in the federal governmental process and guide you through the appropriations and grant process. CFM will provide you with expert advice from a highly regarded team with decades of experience. CFM's lobbyists have strong connections on Capitol Hill, access to influential policy makers and a comprehensive understanding of the issues facing the Pacific Northwest. We work with Oregon delegation members and staff on a daily basis. CFM partners and staff have known most members of the delegation for decades. We have been their political supporters and, in some cases, their political advisors. CFM's commitment to client satisfaction is second to none. Our fundamental goal is to serve our clients with superior attention to their needs and desired outcomes. The better we know our clients, the better we can represent them before policy makers and the public. As a result, we work closely with you to maximize your full potential. When you choose CFM, you get a team of experts dedicated to fulfilling your needs. We are respected for our integrity, honesty, and hard work in representing our clients. Moreover, we are respected for our outstanding record of achievements. Firm Qualifications - The CFM Advantage CFM is more than a lobbying firm with great connections. We develop the right strategies, messages and presentations to position our clients' legislative objectives in the best light possible. CFM's trademark is strategic communications to help our clients say the right things to the right people at the right time to obtain the desired results. Page 3 Ctn.' research marketing public relations t. public affairs I. federal lobbying t. state lobbying [ _ _7 M t• = r o — o t=i o — o = IMO ti = -_ strategic communications, Inc 503194.9120 www.cfm- online.com 1100 SW Sixth Avenue, Suite 1425 Portland, Oregon 97204 CFM has a strategy for success. Working with you, we will develop a set of policy, grant and appropriation priorities that will serve as your federal platform. These priorities will reflect the needs of your community and will be strategically interwoven with the pressing issues facing the federal government. We will help you communicate your platform to key members of Congress and agency officials in a direct, concise and compelling manner. It is necessary to refine messages carefully and produce clear communication tools that will elevate the profile of Tigard's requests over the many other justifiable requests communities within Oregon will be pitching. This is our specialty. CFM also believes that our clients are the best faces and voices for their projects. Our strategy for implementing your agenda will include having Tigard officials communicate directly with Congressional and agency decision makers when necessary. This will require City officials to travel to Washington, D.C. at key times in the legislative process. In addition, we will coordinate visits by Members of Congress and their staff and federal officials to come to Tigard and learn first -hand about city priorities. This will expand their understanding of the projects and further motivate them to be project champions. Lastly, CFM will remain in constant contact with Member of Congress and City officials to ensure our hard work produces a successful outcome. Washington D.C. is a dynamic place where last minute deals threaten a year's worth of hard work. CFM understands the environment and will remain vigilant at every step of the process. Related Experience CFM's federal affairs practice specializes in representing municipal clients in Oregon and the Pacific Northwest. We have been successful in securing millions of federal dollars for transportation, housing, economic development, public safety, water, health, energy and Corps of Engineer projects across the region. One of our most successful projects over the last few years, Vancouver's Downtown Waterfront Redevelopment Project, epitomizes CFM's way of doing business. We look under every rock, work every angle and clearly communicate with elected officials about the needs and benefits of worthy projects in the Pacific Northwest. In just two years, we have helped Vancouver secure over $10.6 million in federal earmarks, stimulus funds and other federal grant streams of revenue to revitalize their downtown area. We have helped the city apply for funds in five separate federal accounts, lobbied the congressional delegation and agency officials on behalf of the project and coordinated a grassroots effort to mobilize support. This economic development success story is a model that can be replicated throughout the Northwest. In addition to economic development successes, CFM has a strong record of securing transportation funds. Joel Rubin served as Congressman Brian Baird's Transportation and Infrastructure Committee staffer on Capitol Hill, has a decade of federal transportation experience and has contacts with key committee staff and agency officials. Page 4 C m i research marketing public relations ► public affairs 1r. federal lobbying ► state lobbying . E= 1=1 1=CI C- - - i © —O_ ire — ®t ®M= - 13=1 strategic communications, inc. 503.294.9120 www.cfm- online.com 1100 SW Sixth Avenue, Suite 1425 Portland, Oregon 97204 In the last six years of transportation reauthorization (SAFETEA LU), CFM has secured millions of transportation dollars for our clients. This includes $7 million for Multnomah County's Sellwood Bridge Project, $6.47 million for Salem Keizer Transit, $2.3 million for Vancouver, $1 million for Lacey and supported over $10 million for the Columbia River Crossing Project. CFM has a strong track record of securing funds for municipal public safety programs. Another hallmark achievement for CFM was creating and coordinating advocacy efforts for Marion County's Kids First Initiative. After several years of bringing projects to the Oregon delegation to combat the County's methamphetamine problem, CFM recognized an opportunity to position the project strategically for greater success, creating the Kids First and subsequent Kids First II initiatives. Through this creative packaging, the Oregon delegation has come to know and respect the Kids First initiative as an all- encompassing approach to breaking the intergeneration cycle of violence that is predicated by meth - addicted parents. The project has enjoyed broad support from the delegation. Delegation members regularly cite the Kids First program as a unique and successful model that they are proud to have their names associated with. To date, Marion County has received nearly $5 million to fund the Kids First initiative and other anti -meth programs. In addition to funding Marion County's meth project, other public safety initiatives CFM has secured include: $3.5 million to purchase police equipment and hire police officers for Vancouver; $1.5 million for Longview's meth outreach program and hiring of three police officers; $250,000 for Sherwood's interoperability project; $200,000 to upgrade Lacey's police communications equipment; and, $100,000 for a School Resource Officer in Battle Ground. This diverse sampling of public safety projects illustrates our understanding of the federal accounts available and highlights the many Department of Justice opportunities Tigard could tap. While funds for water projects are limited at the federal level, CFM has successfully advocated for Lacey, Longview and Battle Ground's water infrastructure needs. Over the last three years, these three cities have accessed over $26.3 million in federal resources. As the earmark environment has shifted, CFM has relied on its comprehensive approach to ensure that clients have equal access to federal funds in a new landscape. CFM's innovative and tireless strategy in this new reality includes aggressively pursuing grant funding, report language in appropriations bills along with drafting and advocating for legislation on behalf of our clients. Over the last three years, CFM has successfully inserted beneficial report language in several different appropriations bills for our clients, including: Page 5 C m research marketing public relations ► public affairs ► federal lobbying ► state lobbying t 1 IM D =7. t :iO O i 0ona D'. t it. t — strategic communications, inc. 503.294.9120 www.cfm- online.com 1100 SW Sixth Avenue, Suite 1425 Portland, Oregon 97204 • Oregon Institute of Technology: CFM secured a $2 million authorization in the Energy Independence and Security Act by creating a pilot project for geothermal facilities on a university campus. We worked with the Oregon House and Senate delegation, the Science Committee and the House and Senate Appropriations Committee to secure the authorization signed by the president. • City of Battle Ground: CFM secured report language in the FY 2009 Agriculture Appropriations bill in support of their Water Reclamation project. The report language led directly to a $7 million loan from the USDA Rural Development office. CFM worked directly with the Washington House and Senate delegation and the House and Senate Appropriations Committee to secure the language. • Oregon Institute of Technology: CFM secured report language in the pending House and Senate FY2012 Energy and Water Appropriations bill. The report language supports low temperature geothermal research and development, an area of focus for OIT. The language directs the Department of Energy to focus additional resources to this important energy initiative. CFM worked directly with the Oregon delegation and the House and Senate Appropriations Committee to secure the language. In summary, the projects above are just a sampling of our success. Each project has their own story and we work hard to develop a strong and diverse legislative agenda for our clients. However, it's also important to be trusted and have a strong relationship with the delegation and an understanding of the grant funding streams available to municipal clients. Resumes of Team Tigard CFM will dedicate a team of professionals to the Tigard federal account. Our team understands the needs of your city, has years of experience with your congressional delegation and has close ties to key staff and Members of Congress. Tigard's federal team would include: Joel Rubin, CFM Vice President, Federal Affairs, based in Washington, D.C. Joel served as Legislative Director to Washington State Congressman Brian Baird, where he worked on a wide range of issues including transportation, taxes, trade, defense, economics and budget. As Legislative Director, Joel was also was responsible for handling Baird's Transportation and Budget Committee assignments, managing the legislative agenda and coordinating the appropriations process. Before joining CFM, Joel worked as a lobbyist with a D.C. firm where he represented cities, counties and private sector clients, many of which are based on the West Coast. Joel has strong contacts in the Washington and Oregon delegations, the House Appropriations and Transportation Committees, the Senate Appropriations and Environment and Public Works Committee and the Departments of Justice, Transportation, Commerce, Labor and Veterans Affairs. Page 6 C M t- research marketing public relations • . public affairs • federal lobbying P. state lobbying strategic communications, inc. 503.294.9120 www.dm online.com 1100 SW Sixth Avenue, Suite 1425 Portland, Oregon 97204 Ali Santore, CFM Vice President, Federal Affairs, based in Washington, D.C. Ali comes to CFM from the office of Sen. Gordon Smith where she served as a Legislative Assistant. Previously, Ali served as Smith's legislative correspondent and press assistant. All comes to CFM with frontline experience on a range of healthcare, justice and human service issues. Additionally, All possesses unique knowledge of the appropriations process. While in Senator Smith's office, All worked in tandem with Senator Wyden's staff to oversee the statewide appropriations process for the Oregon delegation, managing over 500 appropriations projects. All worked closely with key Appropriations Committee staff, as well as the administration, in this capacity. All maintains strong relationships not only with the Washington Congressional delegation, but also with Obama administration staff, including officials at the Departments of Justice, Education and Health and Human Services. Earlier in her professional career, All worked in Marion County for the Oregon Judicial Department as an Analyst. All is an Oregonian and University of Oregon graduate with degrees in political science and philosophy. Gary Conkling co- founded CFM in 1990 and will serve as an advisor to the Tigard team. Before starting CFM, Conkling was director of public affairs for Tektronix and worked in Washington, D.C. as staff director for Congressmen Les AuCoin and Ron Wyden, now Oregon's senior senator. He has more than 30 years experience lobbying on the federal and state levels. He has been involved in many of Oregon's high - profile public policy debates and serves in many civic roles. Conkling is a contributing faculty member at Willamette University's Atkinson Graduate School of Management, teaching a course on communications and leadership. Conkling is a resident of Tigard and former president of the Beaverton Area Chamber of Commerce. Norm Eder, a CFM partner, will serve as an advisor to the Tigard account. Eder has extensive experience working with all levels of government. He spent 17 years as Vice President of Public Affairs for Oregon Graduate Institute. During that time he led all public affairs and communications for OGI. This included extensive federal and state advocacy that lead to funding economic development, research, and infrastructure projects. Since joining CFM in 1999, Eder has specialized in managing large complex client projects, in particular water infrastructure work for Clean Water Services and the Tualatin Water Supply Partners, as well as Clackamas County. Eder has been a long -time member of the Westside Economic Alliance Board. In the past he has served on the Boards of the Beaverton Arts Commission and the Washington County Commission on Children and Families. Project Understanding and Approach Project Understanding CFM's federal lobbying practice specializes in representing municipal clients in Oregon and the Pacific Northwest. We have been successful in securing millions of federal dollars for transportation, housing, economic development, public safety, water, health care, education, human services, energy and Corps of Engineer projects. We also coordinate closely with key Page 7 C m research marketing public relations p public affairs 0. federal lobbying ► state lobbying strategic communications, Inc. 503.294.9120 vnvw.dm- online.com 1100 SW Sixth Avenue, Suite 1425 Portland, Oregon 97204 members, staff and national associations to advocate for and against legislation that impacts our municipal governments. We strongly believe in a comprehensive approach to securing federal dollars. We leave no rock unturned when working on behalf of our clients. We are very familiar with traditional funding streams and processes for securing federal funding, but we also approach each project with a fresh perspective. We continually ask ourselves what are the potential non - traditional funding streams? What other types of programs have not yet been considered? Are there collaborative efforts that would improve the chances of success? This type of creative approach has familiarized us with unique funding streams that have produced millions of dollars for our clients when traditional resources have come up dry. It goes without saying that Tigard's projects will be competing with projects from other local governments and private entities in the state and throughout the nation. With reductions in federal funds for earmarked projects, it is necessary to have clearly defined projects that pinpoint deliverables and meet community needs. Additionally, it is important to craft carefully refined key messages about these projects and use communications tools that elevate the City's projects over others. Our strategy for success is multi- faceted and does not include a sole focus on the appropriations process. Your CFM federal team of professionals will work daily on the City's behalf in the following areas: 1 Developing a strategic federal agenda and political outreach plan; 1- Tracking, researching and communicating with federal agencies to identify grant opportunities; 'r' Coalition building on the local and national level; >- Coordinating advocacy with the National League of Cities and Conference of Mayors; Developing policy through the legislative (via Congress) and regulatory (via the Administration) process; Providing access to key decision makers and leaders in Washington, D.C.; >- Providing opportunity for testimony before congressional committees; i Securing appropriations earmarks and authorizations; and, Drafting legislation. Project Approach - Listen First Sometimes lobbyists want to talk first. We set out to listen first. While CFM understands the City of Tigard's scope of work and has handled similar efforts for numerous clients, your input is crucial to a successful outcome. We will work in a collaborative way with you and your team to craft a comprehensive federal agenda. Page 8 C m research marketing public relations D public affairs Is. federal lobbying ► state lobbying = - ®= = IN1M O = M l.^1 rim I = ®1=1 IES3 — ® r strategic communications, Inc 503.294.9120 www.dmonlina.com ' 1100 SW Sixth Avenue, Suite 1425 Portland, Oregon 97204 If we are the successful bidder, our first step would be to spend time with City officials to learn the issues and understand what the city hopes to accomplish in Washington, D.C. This is a fundamental principle for us — conducting research is a critical first step in representing any client. We suggest initiating interviews with City officials and staff to examine the variety of projects and legislative objectives available to you. We often follow these internal sessions with interviews with key policymakers and staff — interviews that focus on their desires and perceptions, which include a universe of competing priorities. This is a key step, one often overlooked, in the legislative relations business. Asking what legislators think and listening to their responses cultivates solid relationships. Project Approach - Developing Relationships Relationships are important when it comes to a sophisticated advocacy program. Because we are an Oregon firm with a full -time office in Washington, D.C., we work on a daily basis with the Oregon delegation and its staff, as well as other key players on Capitol Hill. The Oregon delegation knows and trusts us. In many cases, we serve as their behind - the - scenes political advisors. We work hard to maintain the relationships we have spent years cultivating. In our view, the best way to keep our relationships fresh is to stay in constant contact with those who have influence. Our team of lobbyists stays in contact on a daily basis with those who will be Tigard's best allies and with those who will have influence over its federal agenda. Besides the Oregon delegation, we have deep relationships with key congressional leaders, committee members outside our delegation and congressional and agency staff. We pride ourselves on being a bipartisan firm. Our CFM team includes Democrats, Republicans and Independents. Regardless of party affiliation, our staff is able to work both sides of the aisle when working with elected officials. In addition, our broad client base demonstrates we are able to work on a wide range of issues. Our public affairs work for clients goes beyond legislative activities and reaches into the administrative /regulatory arena. We regularly deal with agencies such as the Departments of Transportation, Housing, Health & Human Services, Labor, Justice, Defense, Treasury, Education, Agriculture (US Forest Service) and the Interior (National Park Service & BLM). We also have strong Obama Administration contacts. We have spent time working with coalitions and associations important to the City of Tigard. Because we have existing city clients on the federal level, we have relationships with staff of the National League of Cities, Conference of Mayors and other collaborative organizations such as the National Association of Counties and the National Conference of State Legislatures. We Page 9 C m research marketing public relations D public affairs It. federal lobbying ► state lobbying CM EMI L 11599 C= = Ell131113 0 BM NMI MI EMU strategic communications, inc. 503.294.9120 www.dm- onlino.com 1100 SW Sixth Avenue, Suite 1425 Portland, Oregon 97204 know that collaboration on some issues is important and we develop strategies for clients to align with associations when necessary. Project Approach - Instant Credibility Credibility is critical to your long -term success. CFM places considerable value on helping clients develops long -term relationships with federal policymakers, and we are proud that our clients are seen as committed partners in the federal process. We urge our clients to bring project requests that are reasonable, well developed, and meet proven needs in the community. Other lobbying operations will boast of large Washington, D.C. offices and connections to "movers and shakers" in our nation's capital. Some will even argue that their high priced lobbyists are the only ones who can have real influence in Washington, D.C. There is no substitute for commitment, hard work and loyalty. But most important is our firm's credibility. Having CFM on your side provides an advantage. Unlike big D.C. firms, your delegation knows us and knows we are an Oregon firm that relies on our reputation. We are not putting forward projects that meet short-term objectives, hide complications and create longer -term problems. In a funding environment facing public scrutiny, CFM's stamp of approval means something to the delegation. That reliability is critical in the appropriations and legislative process. Project Approach - Local Coordination Local coordination is an important component to accessing federal funding. CFM coordinates stakeholder support for our clients' projects. Since CFM has staff in Oregon, as well as Washington, D.C., we are able to participate in key local meetings and work closely with City staff on strategy, execution or day -to -day issues that arise. Local coordination is an important factor that separates our clients' projects from the pack. We believe that gaining support for the City's priorities from stakeholders in the community has important strategic value. Motivated stakeholders and supporters can be tremendous allies in Washington, D.C. They demonstrate to our delegation that there is broad support for the City's initiatives, and even bring on new, and sometimes politically connected, advocates. We also place value on having key Members of Congress and key Congressional staff members visit with City staff and Council to learn firsthand the issues of importance to the City. CFM will organize these meetings and visits, and provide necessary briefing materials. Each of the attributes mentioned above are critical to meeting your federal objectives. We have already met the key milestones of developing Oregon and national ties, establishing credibility and providing comprehensive service at home and in D.C. We have delivered real results to Oregon municipal clients for years. With CFM, you will have a trusted partner that can hit the ground running to implement and achieve your legislative objectives. Page 10 C m research marketing public relations ► public affairs ► federal lobbying ► state lobbying O Mit EMEI NMI MI 11111:1 1==1 I=1 strategic communications, inc. 503.294.9120 www.cfm- online.com 1100 SW Sbcth Avenue, Suite 1425 Portland. Oregon 91204 Schedule of Work While the annual legislative cycle is fluid and it is difficult to say when various bills will be addressed, the "rough" 12 -month timeline of services below describes some of the major action items we will complete for the City of Tigard: October - December 2011 CFM will immediately send Joel Rubin to Tigard to spend time with City Council Members and staff to gather and exchange information to better understand your needs, interests and desires; together we will develop a draft, prioritized federal agenda which will be the basis of your FY 2012 funding requests and legislative action items; identify federal programs and grants that meet your needs; after the visit, we will schedule meetings with Oregon delegation staff to review your priorities; after consultation, we will begin working with you to prepare your final agenda, seek out grassroots supporters and create the materials necessary to promote your legislative agenda; identify the most appropriate accounts in the various appropriations and authorization bills where City proposals have the best chance for legislative success. January - March 2012 — Coordinate with the City, the Oregon Congressional delegation and community leaders to garner support for various projects; produce communication materials; conduct briefings with relevant Capitol Hill staff and Members on the legislative agenda; collect letters of support from third party groups and community advocates; work with the Oregon Congressional delegation, Administration and staff to advocate for City agenda; work with City staff and officials to develop grant strategies; shore up support from Members of the Oregon Congressional delegation and community stakeholders for the City's priorities; coordinate and submit letters of support to members for appropriations accounts; work to have Congressional delegation include legislative priorities on subcommittee request lists; review President's budget and legislative proposals and interpret impact on City of Tigard; review grant notifications. April 2012 — Work with City staff to develop communications tools to advance projects and legislative objectives; work to familiarize agency staff and other key Congressional Members and staff with City projects; organize briefings for Members of Congress and staff to visit City projects; monitor legislative activity and appropriations bills as they move through committee and floor; communicate progress on issue areas; work with City staff and officials to draft, edit and advocate for grant submissions. May 2012 - Organize Washington, D.C. trip for Tigard officials to meet with Oregon Congressional delegation, relevant House and Senate Committee staff, Departments of Transportation, Justice, Commerce, EPA and others; as part of the trip, CFM will coordinate D.C. trip schedule, trip memo, background information on political and legislative environment, provide biographical information on meeting participants, prepare lobby documents and pre - brief offices on meeting "asks" to ensure productive use of time; act to shore up support from Page I I cf m research marketing public relations . public affairs ► federal lobbying state lobbying �- k ==: © -I=r. = VIM Inn © -MO B can ram strategic communications, inc. 503.294.9120 www.dm- online.com : 1100 SW Sixth Avenue, Suite 1425 ' Portland. Oregon 97204 members of the Oregon delegation and stakeholders for federal agenda; target grant announcements and coordinate grant submissions with active participation from Congressional delegation. June - July 2012 — Organize briefings for Members of Congress and staff to visit Tigard projects and staff; monitor relevant legislative and appropriations measures, hearing and mark ups as they move through committee and floor and communicate progress on those issue areas; collect letters of support from third party groups and community advocates for specific funding and legislative objectives; work with the Oregon Congressional delegation, Administration and staff to advocate for specific legislative and grant outcomes. August 2012 — As August is a month -long Congressional recess, we will coordinate tours and briefings in Tigard for relevant Congressional staff; update D.C. and district staff on the status of your legislative agenda and projects. Rubin and Santore will visit to meet with City staff and review status of projects and begin planning for the upcoming fiscal year. September 2012 — Work with the Congressional delegation to secure federal grants; monitor twelve appropriations bills moving through congress and conference committees; advocate for federal programs included on the federal agenda; continue to monitor grant announcements and coordinate support letters for projects; coordinate grassroots support campaign for regional projects; monitor, advocate for or oppose legislation included on the City's legislative agenda. October - December 2012 — Rubin and Santore will visit Tigard to spend time with the City Council and staff to exchange information regarding the status of 2012 agenda and start planning 2013; together we will develop a draft federal agenda which will be the basis of your 2013 project and policy requests and legislative action items; identify federal programs and grants that meet your needs; Rubin will make a year -end, in- person presentation to Council. In addition to the timeline above, CFM would perform the following functions throughout the year: • Provide frequent updates to City officials and staff on status of projects; • Closely coordinate with the City Council and other officials, perhaps even on a daily basis, to ensure timelines and tasks are being adequately met; • Coordinate with other regional entities to help develop region -wide support for existing and new City projects; and • Research new funding opportunities for the City that may arise, including grants, loans and stimulus dollars. Poge f 2 C l research marketing public relations ► public affairs ► federal lobbying ► state lobbying D ®lam' O — ©E �. Oal• ®L,L] ® — ®t, J - -ate p strategic communications, inc. 503.294.9120 www.cfm- onCma.com ' 1100 SW Sixth Avenue, Suite 1425 ' Portland, Oregon 97204 Cost Structure We propose a retainer contract in the amount of $5,300 per month ($63,600 per year), beginning with the award of the contract. The contract includes out -of- pocket expenses incurred by CFM. Covered expenses would include travel costs, meetings with key congressional officials, postage, long distance phone and faxes and other regular business expenses. As Project Manager, Rubin will dedicate a significant majority of time to the Tigard account — 180 hours per year. Santore will provide significant support in all areas and will dedicate approximately 60 hours. The Portland -based CFM team of Conkling and Eder will contribute a combined 48 hours to the account. Unlike other D.C. lobbying firms, CFM will continue to provide comprehensive service above and beyond our estimated work plan allotment. It's more important to us that you succeed. Estimated staffing cost Hourly Rate Estimated (Annual) Estimated Annual Monthly Hours Total Hours Staffing Cost Joel Rubin $260 15 180 $46,800 Ali Santore $260 5 60 $15,600 Gary Conkling $300 2 24 $ 7,200 Norm Eder $300 2 24 $ 7,200 Totals 24 288 $76,800 (20% discount applied to total staff cost) ($15,360) Staffing subtotal $61,440 Estimated expenses included in retainer CFM staff travel & travel expenses $1,500 Telecommunications charges (i.e.; telephone, PDA's, internet, faxes) $250 Materials production (i.e.; color lobby pieces, issue presentations) $200 Meeting expenses (i.e.; Congressional & federal officials) $475 Mail, overnight delivery & courier expenses $75 Expense subtotal $2,500, Total annual staffing & expenses $63,940 Page 13 C m research marketing public relations D public affairs ► federal lobbying D state lobbying strategic communications, inc 503194.9120 www.cfm- onliine.com 1100 SW Sixth Avenue, Suite 1425 Portland, Oregon 97204 Detailed Breakdown of Staff Hours and Tasks The key task areas are broken down below and include: Legislative Planning; Appropriations; Grants; Client Updates; State and Local Coordination; Coalition Building; and D.C. Trips. Tasks Rubin Santore Conkling Eder Total Hours Legislative Planning 25 10 5 5 45 Appropriations 30 10 0 0 40 Grants 55 10 0 0 65 Client Updates 20 5 2 0 27 State and Local Coordination 10 5 10 10 35 Coalition Building 15 10 5 9 39 D.C. Trips 25 10 2 0 37 TOTAL 180 60 24 24 288 Additional Services CFM is a successful public affairs, communications and research firm that can provide custom services at an hourly rate or enter into a long -term retainer contract. We would be happy to discuss with you any of the other services we provide. Below is a short summary of the other four business lines CFM operates. Research - Impact public policy; Create successful marketing plans; Develop new products; Design effective communication strategies. Marketing /PR - Strategic counsel on marketing public relations; Social media coaching and consulting; Media relations; Website development and integration; New product launches and market expansion; Event planning and community outreach. Public Affairs - Protect reputations; Manage complex issues; Create memorable key messages; Handle media relations; Cope with a communications crisis. State Lobbying - Advocate for or against legislation; Protect program funding; Fund local projects; Build coalitions for issue -based advocacy. Page 14 C m research marketing public relations ► public affairs ► federal lobbying D state lobbying strategic communications, Inc. 503.294.9120 www.cfm- onfne.com 1100 SW Sixth Avenue, Suite 1425 Portland, Oregon 97204 Additional Information Best of Both Worlds CFM is proud to be an Oregon firm with a rich and successful history of representing northwest municipal governments and private sector clients. We have deep ties to each member in the Oregon delegation and their staff. They know and trust us. This level of comfort and credibility is critical in a skeptical funding environment. But we also have proven and reliable contacts at the highest levels of government, including the Obama Administration, congressional leadership, committee chairs and key political appointees. Over our 20 years at the federal level, we have cultivated these high -level relationships and know how to access critical information and leverage political support for local projects. By bringing together our knowledge of the Pacific Northwest, relationships with local and national leaders and our deep understanding of the federal process, CFM has established itself as a proven winner. CFM looks forward to discussing the services we could provide to the City of Tigard. Each Member in the delegation represents an opportunity for Tigard and we know there are many avenues for Tigard to explore. In partnership with Tigard's leadership, we can improve the quality of life of your residents and community. Current Federal Client List • Battle Ground, Washington • Longview, Washington • Lacey, Washington • Vancouver, Washington • Marion County, Oregon • Salem Keizer Transit, Oregon • Sherwood, Oregon • Oregon Institute of Technology, Oregon • Manufacturing 21, Oregon and Washington • Providence Health & Services — Oregon, Washington, California, Montana and Alaska Creating Broad Community - based and Grassroots Support One of the key advantages of a relationship with CFM is that we know Washington, D.C. and Oregon and have full -time, highly experienced staff on the ground in both places. Our local presence means we will be "just down the street" when needed. More important, our reservoir of knowledge about issues important to municipal governments will give Tigard leaders access to a team that can help shape and earn local and national support for your policy initiatives. Page 15 C m research marketing public relations k. public affairs ► federal lobbying ► state lobbying c 1 o -1 I 1•1111 II= I=1 - CI MIN o MIN E otMCI o strategic communications, inc. 503194.9120 www.cfm- onlina.com 1100 SW Sixth Avenue, Suite 1425 Portland, Oregon 97204 Engagement in the Political Process CFM has a sizable Political Action Committee (PAC) and we make regular contributions to members of the Oregon delegation and others. CFM is a non - partisan, politically neutral firm. We use our PAC to support candidates that support the goals and objectives of our clients. This allows CFM, and CFM's clients, to be active participants in the political process. Conclusion In partnership with Tigard's leadership, CFM can deliver federal resources to your community to obtain your desired objectives. Thank you for your consideration and we look forward to continuing our discussion. Page 1 6 SECTION 7 PROPOSAL CERTIFICATIONS ** *** * * ** * *** * * ***** ****** x * ** Non - discrimination Clause The Contractor agrees not to discriminate against any client, employee or applicant for employment or for services, because of race, color, religion, sex, national origin, handicap or age with regard to, but not limited to, the following: employment upgrading, demotion or transfer; recruitment or recruitment advertising; layoffs or termination; rates of pay or other forms of compensation; selection for training; rendition of services. It is further understood that any contractor who is in violation of this clause shall be barred from receiving awards of any purchase order from the City, unless a satisfactory showing is made that discriminatory practices have terminated and that a recurrence of such acts is unlikely. Agreed by: . attn3 rrW h 1 I4.I i n Finn Name: C. 1 " \ lq (. C/OrfN WA r ttifiOnS ' Address: 1 \ DO 5k6 Le i- P uuu $Ae 1- Z' -) V bat (aNd j Oi °I ********* ** * * ***** * ****** ***** Resident Certificate P lease Check One: L:� Resident Vendor. Vendor has paid unemployment taxes and income taxes in this state during the last Li twelve calendar months immediately preceding the submission of this proposal. Or ❑ Non - resident Vendor: Vendor does not qualify under requirement stated above. (Please specify your state of residence: ) Officer's signature: 7 Type or print officer's name: 0-16i,r) unle.,11YY RFP — Federal Governmental Affairs Consulting and Lobbying Services Page 11 Close — Tuesday, September 27 (n, 2:00 p.m. SECTION 8 SIGNATURE PAGE The undersigned proposes to perform all work as listed in the Specification section, for the price(s) stated; and that all articles supplied under any resultant contract will conform to the specifications herein, The undersigned agrees to be bound by all applicable laws and regulations, the accompanying specifications and by City policies and regulations. The undersigned, by submitting a proposal, represents that: A) The Proposer has read and understands the specifications. B) Failure to comply with the specifications or any terms of the Request for Proposal may disqualify the Proposer as being non - responsive. The undersigned certifies that the proposal has been arrived at independently and has been submitted without any collusion designed to limit competition. The undersigned certifies that all addenda to the specifications has been received and duly considered and that all costs associated with all addenda have been included in this proposal: Addenda: No. _.._ through No. P inclusive. We therefore offer and make this proposal to furnish services at the price(s) indicated herein in fulfillment of the attached requirements and specifications of the City. �� Name of firm: �C. r W' , t�� rn� CA "--)) Address: I I OD 9,3 L / d y e [Ae 1 SW 4 1 42 7 1 Telephone Num. r: (5t) Z 4 - l 12D Fax Number: ()2i4 ' t) t B Date: D't /Z (Sign• e of Auth..v ed Of. • f partnership, signature of one partner.) Typed Name /Tide: I ( on t � / / a l � t 1, 1 r6 7 tt If corporation, attest: " (J)\ LAP rn (Corporate J Officer) [+Corporation ❑ Partnership ❑ Individual Federal Tax Identification Number (TIN): C J - 1 V; J 4 RFP — Federal Governmental Affairs Consulting and Lobbying Services Page 12 Close — Tuesday, September 27 et 2:00 p.m. 1 ATTACHMENT A CITY OF TIGARD, OREGON ACKNOWLEDGMENT OF ADDENDA Project Title: Federal Governmental Affairs Consulting and Lobbying Services Close: Tuesday, September 27 - 2:00 p.m. I /WE HAVE RECEIVED THE FOLLOWING ADDENDA (If none received write `None Received'): 1. 1 V 01\'ti e \I WV 3. 2. 4. eif) 2 1 2-01 k Date Age.440 S ature of Pi,: ser Qrha Tide lSta Cian IA Uhl ItChIRS Corporate Name RFP — Federal Governmental Affairs Consulting and Lobbying Services Page 13 Close — Tuesday, September 27 @ 2:00 p.m. ATTACHMENT B CITY OF TIGARD, OREGON (' r L STATEMENT OF PROPOSAL Name of Consultant: lily 1 1 81 o 1r, t'Arim ,l,trll (-Kor CJ Mailing Address: ' 1 VD Sal &) lv mike , _ 114 - PuY'Itrd 6(- ai"12OL Contact Person: iOe/1 I"1 , V....A;r Telephone: (OA n Fax: (20i) 92 A- f 21 Email: )D6 r( c c.. e o r accepts all the terms and conditions contained in the City of Tigard's Request for Proposal for Federal Governmental Affairs Consulting and Lobbying Services and the attached personal services agreement (Attachm. D): - 44i �� DI`2120►\ I S atur . thorize '•,_ sentative Date @ ortn (',UnILICry.4 (,6 Type or p . t name of authorized representative Telephone Number I I I 41Vil (qen261 4 -q)2U Type or p t name of pers authorized to negotiate contracts Telephone Number REFERENCES nfio, CJ , Or.� ,� n (5a) - 3 Reference #1 � Telephone Number - - - ed k O liobl') jrn " V Project Title ontact I . • vidual VG1nCDvty vaaN) n (2, /}gb Reference #? Telephone Number • Vthera 1 clii.r. Project Title Contact Individual (5. kil.e_ e)flAitna j \i\)ahl ?)10(2) 3/-) 2 _ 5bor Reference #3 elephone Number ,i9tii.(74/ Project Tide ) Contact Individual RFP — Federal Governmental Affairs Consulting and Lobbying Services Page 14 Close — Tuesday, September 27 @ 2:00 p.m. AIS -660 Item #: 4. Business Meeting Date: 10/11/2011 Length (in minutes): 5 Minutes Agenda Title: Proclaim September 17 -23, 2011 Constitution Week Prepared For: Joanne Bengtson Submitted By: Joanne Bengtson City Management Item Type: Update, Discussion, Direct Staff Meeting Type: Proclamation ISSUE Should Mayor Dirksen proclaim Constitution Week celebrating 224th year since the document was created? STAFF RECOMMENDATION / ACTION REQUEST N/A KEY FACTS AND INFORMATION SUMMARY N/A - Mayoral Proclamation. OTHER ALTERNATIVES N/A COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION Mayor issued this proclamation last September at the request of the Daughters of the American Revolution (DAR). I .. Fiscal Impact Fiscal Information: none Attachments Proclamation for Constitution Week Y p s 3 '' Y .V 4 ) :1 1' .1‘4'' .1` li 1 ot 4 4 itt)0,11t, w: City of Tiprd "?I's'", fi } ' Constitution Week < r '' WHEREAS, September 17, 2011, marks the 224 ann of the drafting of the Constitution of the United States of America by the Constitutional , Convention; and * 1 WHEREAS, it is fitting and proper to accord official recognition to this V.. magnificent document and its memorable anniversary; and to the patriotic :""v' celebration which will commemorate the occasion; and " "ire 0 WHEREA Public Law 915 guarantees the issuing of a proclamation each year by the President of the United State of America designating September r A 17 through 23 as Constitution Week. ^; _;:; NOW THEREFORE BE IT RESOLVED THAT I, Craig Dirksen, Mayor of the City of Tigard, Oregon, do hereby proclaim the week of fics .4 September 17 -23, 2011 as r.1 3 CONSTITUTION WEEK ,. , i n T Oregon and encourage all citizens to reaffirm the ideals of the 1 ;s Constitution by vigilantly protecting the freedoms guaranteed to us through ,,,, . i, this guardian of our liberties. ti i Dated this day of , 2011. ''' ` 1 ��„ IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal !, of the City of Tigard to be affixed. f A: i N., Craig E. Dirksen, Mayor A, 7i ! City of Tigard I Attest: , 1 ,' ; City Recorder w , w • ,,,, r� . , ._. —_ — -- — . c • . A 7;:T .•; � A , f -< t A . r A . A - • AIS -357 Item #: 5. Business Meeting Date: 10/11/2011 Length (in minutes): 15 Minutes Agenda Title: Consider an Ordinance Adding Chapter 12.01, Utility Services Rules and Regulations, to the Tigard Municipal Code Prepared For: Greer Gaston Submitted By: John Goodrich Public Works Item Type: Ordinance Meeting Type: Council Business Meeting - Main ISSUE Shall the council adopt an ordinance adding Chapter 12.01, Utility Services Rules and Regulations, to the Tigard Municipal Code (TMC)? STAFF RECOMMENDATION / ACTION REQUEST Staff recommends the council adopt the ordinance. KEY FACTS AND INFORMATION SUMMARY TMC Title 12, Water and Sewers, is outdated. This title has seen only minor updates since it was copied directly from the Tigard Water District Rules and Regulations in 1994. If the attached ordinance is adopted, Chapter 12.01, Utility Services Rules and Regulations, will be added to TMC Title 12, Water and Sewers. The new chapter: • Allows for the creation and use of administrative rules as they pertain to the water and sewer utility services described in Title 12. The council unanimously authorized the use of administrative rules in Ordinance No. 11 -06 on August 23, 2011. • Establishes consistency by providing definitions that will be applicable throughout Title 12. • Identifies agreements and establishes authority and responsibility. • Lays the groundwork to update other chapters within Title 12. These updates will come before council later this year and will enable the city to implement changes regarding water - related business practices and procedures requested by the Intergovernmental Water Board. The council reviewed Chapter 12.01 at its September 13, 2011 meeting. The only change to the chapter since that time was the addition of the term Responsible Party in the list of definitions under Section 12.01.010. Chapter 12.01 was reviewed by the city attorney. OTHER ALTERNATIVES The Council could choose to not adopt the ordinance adding Chapter 12.01. The existing municipal code would remain in effect. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS 2011 Tigard City Council Goal No. 4, "Advance Methods of Communication." In comparison to the TMC, administrative rules are more accessible and user - friendly. The implementation of administrative rules will improve the city's ability to communicate business practices and procedures to its utility customers. DATES OF PREVIOUS COUNCIL CONSIDERATION The council reviewed and discussed code amendments and/or the use of administrative rules at the following meetings: • September 13, 2011 study session • August 23, 2011 business meeting • August 9, 2011 business meeting • July 19, 2011 workshop meeting • October 19, 2010 workshop meeting Attachments Ordin. ce Exhibit A - Chapter 12.01 AIS -620 Item #: 6. Business Meeting Date: 10/11/2011 Length (in minutes): 15 Minutes Agenda Title: Supplemental Appropriation To Amend The FY 2012 Adopted Budget Prepared For: Toby LaFrance Submitted By: Carissa Collins Financial and Information Services Item Type: Resolution Meeting Type: Council Business Public Hearing - Informational Meeting - Main ISSUE On June 14, 2011, council adopted the city's FY 2012 operating budget including the Capital Improvement Program (CIP). A supplemental budget amendment is required to account for additional revenues and expenses that were not known at the time that the budget was developed. The following issues are addressed in the amendment: 1. Fats, Oils, & Grease (FOG) Program 2. Replacement of Variable Message Sign (VMS) Trailer 3. Reallocation of costs associated with the Environmental Program Coordinator position from the Stormwater Fund to the Sanitary Sewer Fund 4. Change in Collection Services for Municipal Court and Utility Billing 5. Carryover of GIS Contract 6.2008 GREAT Grant 7. Increased Transfer from Criminal Forfeiture Fund to General Fund 8. Carryover of State Farm Insurance Grant 9. Water System Development Charge Product Line and Service Installation Fee STAFF RECOMMENDATION / ACTION REQUEST Approve the FY 2012 Supplemental Budget Amendment. KEY FACTS AND INFORMATION SUMMARY The following is a list of items that require action by council for the FY 2012 Adopted Budget: 1. Fats, Oils, & Grease (FOG) Program - This program's current budget is $56,000 for FY 2012, Clean Water Services (CWS) notified the city that the total cost for FY 2012 will be $63,000. 2. Replacement of Variable Message Sign (VMS) Trailer - Prior to the Balloon Festival, the VMS trailer was totaled. As a result, the city recieved a check in the amount of $19,800 from SAFECO Insurance for its replacement. 3. Reallocation of costs associated with the Environmental Program Coordinator position from the Stormwater Fund to the Sanitary Sewer Fund - This position is currently funded 100% in the Stormwater Fund. A reallocation of costs for this position is required 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 action will result in a decrease of program expenses in the Stormwater Fund by .50 FTE or $33,990 in salary and $76,813 for professional services related to tree plantings. In addition, the Sanitary Sewer Fund program expenditures will increase by the same amount. 4. Change in Collections for Municipal Court and Utility Billing - 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 return the full amount of collections. This is a change in the way the city conducts business. The effect will increase revenues by $11,700 with an equal increase in program expenditures for a net zero impact. 5. Carryover of GIS Contract - A total of $7,900 will be carried over from FY 2011 to complete the Geographic Information System (GIS) project that will integrate documents with the city's Laserfiche program. 6. 2008 GREAT Grant - An additional $24,309 in federal grant revenues was received that will fund the Police Department's summer camp and movie nights program. 7. Increase Transfers from Criminal Forfeiture Fund to General Fund - The increased transfer from $15,000 to $30,992 from the Criminal Forfeiture Fund to the General Fund will fund drug enforcement activities as well as the purchase of software and hardware for fingerprinting in Police Support Services ($15,000) and Police Administration ($15,992). 8. Carryover of State Farm Insurance Grant -Prior to FY 2012, Police received a $10,000 grant from State Farm Insurance for funding an educational kiosk in Washington Square Mall. The grant was not spent by June 30, 2011, therefore, the total grant will be carried over to this fiscal year. 9. Water System Development Charge (SDC) product line - At the request of the Home Builders Association, the city will offer a 3/4" meter for water service connections. This action will adjust the Water SDC, Customer Charges, Booster Pump Charges, and the Tiered Rate Structure Thresholds in the FY 2012 Master Fees and Charges Schedule. In addition, a service installation fee in the amount of $3,630 was approved as part of the Water Financing Plan and will be added to the FY 2012 Master Fees and Charges Schedule. OTHER ALTERNATIVES Do not approve the supplemental budget amendment. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS 6. Financial Stability DATES OF PREVIOUS COUNCIL CONSIDERATION N/A Fiscal Impact Cost: $30,992 Budgeted (yes or no): No Where Budgeted (department/program): PW/PD/FIS Additional Fiscal Notes: The total impact of this action will increase the FY 2012 Adopted Budget by $30,992. Although the supplemental consists of increased requirements, they are offset by additional resources including grant revenues. The Exhibit -A has all details, however below is a summary of the supplemental changes. Actions that have no impact on future reserves: 1. Fats, Oils, & Grease Program - $7,000 Sanitary Sewer Fund 2. Variable Message Sign Trailer - $19,800 General Fund 3. Reallocation of costs associated with the Environmental Program Coordinator - $110,803 Sanitary Sewer & Stormwater Funds 4. Change in collection services for Municipal Court and Utility Billing - $11,700 General Fund & Central Services Fund 5. GIS Contract Carryover - $7,900 General Fund & Central Services Fund 6. GREAT Grant revenues - $24,309 General Fund 8. Carryover of State Farm Insurance Grant - $10,000 General Fund 9. Water SDC New Product Line and Water Service Installation Charge - At the request of the Home Builder's Association, the city will offer a 3/4" water meter to its list of meters that are available for water service connections. Fees for the 3/4" meter are based on a combination of its Equivalent Dwelling Unit (EDU) and the number of fixtures (See Attachment -1). In addition, the FY 2012 Master Fees & Charges Schedule will be updated to include a Service Installation Fee that was approved as part of the Water Financing Study (See Attachment -1). Actions that have an impact on future reserves: 7. Increase Transfer from Criminal Forfeiture Fund to General Fund - $30,992 Criminal Forfeiture & General Funds Actions that have additional resources for additional requirements: 2. Variable Message Sign Trailer - $19,800 General Fund 4. Change in collection services for Municipal Court and Utility Billing - $11,700 General Fund & Central Services Fund 6. GREAT Grant revenues - $24,309 General Fund 8. Carryover of State Farm Insurance Grant - $10,000 General Fund Attachments Resolution Exhibit A Fees /Charges Attachment I AGENDA ITEM No. 6 October 11, 2011 TESTIMONY SIGN -UP SHEETS Please sign on the following page(s) if you wish to testify before City Council on: PUBLIC HEARING: CONSIDERATION OF SUPPLEMENTAL APPROPRIATION TO AMEND THE FISCAL YEAR 2012 ADOPTED BUDGET 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 become part of the public record and is openly available to all members of the public. The names and addresses of persons who attend or participate in City of Tigard public meetings will be included in the meeting minutes, which is a public record. Due to Time Constraints There is a Five - minute Time Limit on Testimony I /Adm /Cathy /CCSignup /Info PH /Supplemental Budget Appropriation AGENDA ITEM No. 6 October 11, 2011 PLEASE PRINT 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 become part of the public record and is openly available to all members of the public. The names and addresses of persons who attend or participate in City of Tigard public meetings will be included in the meeting minutes, which is a public record. Proponent — (Speaking In Favor) Opponent — (Speaking Against) Neutral Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No. �QS Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No. • Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No. r 0. UI 1, • TIGARD City of Tigard, Oregon Affidavit of Notification In the Matter of the Notification of the CCDA Meeting on October 11, 2011 STATE OF OREGON) County of Washington) ss. City of Tigard ) I, 1- of - ./ _ 'L , being first duly sworn (or affirmed), by oath (or affirmation), depose and say: That I notified e following organization by fax : Newsroom, Tigard Times and the following people /organizations by e -mail: 4j Sally Ho, The Oregonian (sho(a,news.oregonian.com) Editor, The Regal Courier (Editoratheregalcourier.com) „1X Geoff Pursinger, Tigard Times( gpursinger acommnewspapers.com) t- A copy of said Notice being hereto attached and by reference made a part hereof, on the i day of . , 2011. A Signature o Person who Performed Kotification Subscribed and sworn (or affirmed) before me this — 7 l - d of �aiig C , 2011. Signature of Notary Public for Oregon 0 OFFICIAL SEAL a CATHERINE 0 WHEATLEY NOTARY PUBLIC - OREGON COMMISSION NO. 459116 MY COMMISSION EXPIRES AUGUST 04, 2015 TIGARD CITY CENTER DEVELOPMENT AGENCY (CCDA) EXECUTIVE SESSION i OCTOBER 11, 2011 6:30 p.m. in the ' RED ROCK CREEK CONFERENCE ROOM TIGARD CITY HALL T I GAR D 13125 SW HALL BLVD. TIGARD OR 97223 NOTICE The City Center Development Agency (CCDA) will have before it the following item for consideration at the City Council and City Center Development Agency Meeting on October 11, 2011: 6:30 p.m. - Executive Session called under ORS 192.660 (2) (e) to conduct deliberations with persons designated by the governing body to negotiate real property transactions Please forward to: ❑ Sally Ho, The Oregonian (shoaoregonian.com) ❑ Editor, The Regal Courier (Editor( theregalcourier.com) ❑ Geoff Pursinger, Tigard Times( gpursinger acommnewspapers.com) ❑ Newsroom, The Times (Fax No. 503 - 546 -0724) The CCDA was reactivated by Resolution 05 -32 on May 10, 2005, and will meet occasionally to address issues related to urban renewal. The CCDA, functioning as the city's urban renewal agency, will work on an urban renewal plan designed to facilitate the development and redevelopment of downtown Tigard and possibly other areas within the city. For further information, please contact Deputy City Recorder Carol Krager by calling 503 - 718 -2419. /s/ Carol A. Krager Deputy City Recorder Date: October 4, 2011 Post: Tigard City Hall Tigard Permit Center Tigard Public Library ** Transmit Confirmation Report ** P.1 Oct 4 2011 08:22am D.S. S Name /Fax No. Mode Start Time Page Result Note 5035460724 Normal 04,08 21am 0'28" 1 * 0 K • TIGARD CITY CENTER DEVELOPMENT AGENCY (CCDA) EXECUTIVE SESSION OCTOBER 11, 2011 6:30 p.m. in the RED ROCK CREEK CONFERENCE ROOM TIGARD CITY HALL TIGARD 13125 SW HALL BLVD. TIGARD OR 97223 NOTICE The City Center Development Agency (CCDA) will have before it the following item for consideration at the City Council and City Center Development Agency Meeting on October 11, 2011: 630 p.m. - Executive Session called under ORS 192.660 (2) (e) to conduct deliberations with persons designated by the governing body to negotiate real property transactions Please forward to: ❑ Sally Ho, The Oregonian (sho( loregonian.com) ❑ Editor, The Regal Courier (Fdito4therep nurier.com) ❑ Geoff Pursinger, Tigard Tiraes(nursing tf�cots ronew5p pers tom) ❑ Newsroom, The Times (Fax No. 503 -546 -0724) The CCDA was reactivated by Resolution 05 -32 on May 10, 2005, and will meet occasionally to address issues related to urban renewal. The CCDA, functioning as 'the city's urban renewal agency, will work on an urban renewal plan designed to facilitate the development and redevelopment of downtown Tigard and possibly other areas within the city. For further information, please contact Deputy City Recorder Carol Krager by calling 503 - 718 -2419. Js/ Carol A. Kraut . Deputy City Recorder Date: October 4. 2011 Post Tigard City Hall Tigard Permit Center Tigard Public Library • • Carol Krager From: Carol Krager Sent: Tuesday, October 04, 2011 8:33 AM To: sho @oregonian.com; gpursinger @commnewspapers.com; Editor @theregalcourier.com Cc: Webteam Subject: Notice of Tigard CCDA Executive Session on October 11, 2011 Attachments: CCDA Executive Session 111011.pdf; Carol Krager.vcf Tigard's urban renewal agency, the City Center Development Agency will be meeting in executive session on October 11, 2011. This is scheduled for the study session part of the meeting which begins at 6:30. Please call if you have any questions. City of Tigard Carol Kreger Deputy City Recorder 13125 SW Hall Blvd, Tigard, OR 97223 (503) 718 -2419 1 TIGARD CITY CENTER DEVELOPMENT AGENCY (CCDA) EXECUTIVE SESSION !NI IS OCTOBER 11, 2011 1 6:30 p.m. in the RED ROCK CREEK CONFERENCE ROOM TIGARD CITY HALL TIGARD 13125 SW HALL BLVD. TIGARD OR 97223 NOTICE The City Center Development Agency (CCDA) will have before it the following item for consideration at the City Council and City Center Development Agency Meeting on October 11, 2011: 6:30 p.m. - Executive Session called under ORS 192.660 (2) (e) to conduct deliberations with persons designated by the governing body to negotiate real property transactions Please forward to: ❑ Sally Ho, The Oregonian (shona,oregonian.com) ❑ Editor, The Regal Courier (Editor @theregalcourier.com) ❑ Geoff Pursinger, Tigard Times( gpursinger (a,commnewspapers.com) ❑ Newsroom, The Times (Fax No. 503 - 546 -0724) The CCDA was reactivated by Resolution 05 -32 on May 10, 2005, and will meet occasionally to address issues related to urban renewal. The CCDA, functioning as the city's urban renewal agency, will work on an urban renewal plan designed to facilitate the development and redevelopment of downtown Tigard and possibly other areas within the city. For further information, please contact Deputy City Recorder Carol Krager by calling 503- 718 -2419. /s/ Carol A. Krager Deputy City Recorder Date: October 4, 2011 Post: Tigard City Hall Tigard Permit Center Tigard Public Library . City of Tigard, Oregon III '' Affidavit of Posting TIGARD In the Matter of the Proposed Ordinance(s) / o STATE OF OREGON ) County of Washington ) ss. City of Tigard ) I, , being first duly sworn (or affirmed), by oath (or affirmation), depose and say: That I posted in the following public and conspicuous places, a copy of Ordinance Number(s) 1 I ` Q q , which were adopted at the City Council meeting of Oc�- I I, i 1 , with a copy(s) of said Ordinance(s) being hereto attached and by reference made a part hereof, on the a day of C�l d 6„,,.,e , 20,1 . 1. Tigard City Hall, 13125 SW Hall Blvd., Tigard, Oregon 2. Tigard Public Library, 13500 SW Hall Blvd., Tigard, Oregon 3. Tigard Permit Center, 13125 SW Hall Blvd., Tigard, Oregon ( LI, 14.- Signature of Person who Performed Posting Subscribed and sworn (or affirmed) before me this / day of ,A. ,20 )I . ��., OFFICIAL SEAL ATLEY 4W 'U / -G y11_, 4 �� f ' '-;1 � CATHERINE D WHE Signature of Notary Public for Ore on " / NOTARY PUBLIC - OREGON ' g `j COMMISSION NO. 459116 MY COMMISSION EXPIRES AUGUST 04, 2015 I:ladmlealhAtomulposl ordnance 2008.doc CITY OF TIGARD, OREGON TIGARD CITY COUNCIL ORDINANCE NO. 11- Oq AN ORDINANCE ADDING CHAFFER 12.01, UTILITY SERVICES RULES AND REGULATIONS, TO TIGARD MUNICIPAL CODE TITLE 12, WATER AND SEWERS WHEREAS, Title 12 of the Tigard Municipal Code is outdated; and WHEREAS, the City Council unanimously authorized the use of administrative rules in Ordinance No. 11 -06 on August 23, 2011; and WHEREAS, the city intends to implement the use of administrative rules for the water and sewer utility services described in Title 12; and WHEREAS, Chapter 12.01 establishes definitions, authority and responsibility, identifies agreements, and allows for the creation and use of administrative rules as they pertain to Title 12; and WHEREAS, Chapter 12.01 was reviewed by the city attorney. NOW, THEREFORE, THE CITY OF TIGARD ORDAINS AS FOLLOWS: SECTION 1: Chapter 12.01, Utility Services Rules and Regulations, (Exhibit A), is added to the Tigard Municipal Code. SECTION 2: This ordinance shall be effective 30 days after its passage by the council, signature by the mayor, and posting by the city recorder. PASSED: By U.YlCtYli YYI QL1 4 5 vote of all council members present after being read by number and title only, this 1) day of C)" D(k ) , 2011. 0 -c.AD a { tee-A-' Catherine Wheatley, City Recorder APPROVED: By Tigard City Council this day of , 21 Z - f 2 Craig Dirksen, Mayor Approved as to form: A d o ity Attorney Date ORDINANCE No. 11- Cq Page 1 New Chapter Exhibit A Chapter 12.01 UTILITY and procedures. In areas where two or SERVICES more entities exist with authority to RULES AND manage, set fees and charges, and adopt REGULATIONS. and enforce practices and procedures, the Managing Authority shall be designated by Sections: agreement between such entities. 12.01.010 Definitions. 12.01.020 Purpose. Permit means the National Pollutant 12.01.030 Clean Water Services; Discharge Elimination Permit issued to Authority. Clean Water Services. 12.01.035 Tigard Water Service Area; Authority. Person means any individual, group or 12.01.040 Amendments. legal entity. 12.01.050 Utility Fees and Charges. 12.01.060 Application for Utility Responsible Party means the Person Services. responsible for curing or remedying a 12.01.070 Responsibilities of Property violation of this title and includes: Owners and Tenants. 12.01.080 Utility Services A. The owner of the property, or the Administrative Rules. owner's manager or agent or other person in control of the property on behalf of the 12.01.010 Definitions. owner; City shall mean the City of Tigard. B. The Person occupying the property, including lessee, tenant or other person City Manager shall mean the City Manager having possession; of the City of Tigard or the City Manager's designee. C. The Person who is alleged to have Clean Water Services is a county service committed unauthorized or illegal acts or agency organized under ORS 451 with omissions, or created or allowed an managing authority for the sanitary sewer unauthorized or illegal condition to exist. and surface water management systems within the City of Tigard boundary. Tigard Water Service Area shall mean the territory within the boundaries of City of Customer means the person in whose Durham, City of King City, Tigard Water name service is rendered, as evidenced by District and the portion of the City of a request for service, receipt of service, Tigard not served by Tualatin Valley signature on an application for service or Water District. by receipt and payment of bills for service. Utility means sewer, water and surface Managing Authority shall mean the entity water management services provided by assigned authority to manage, set fees and the City of Tigard. charges, and adopt and enforce practices 12 -01 -1 Code Update: 12.01.020 Purpose. 12.01.040 Amendments. This chapter provides provisions, rules, and regulations applicable to all other With regard to water facilities and service, sections within Title 12, Water and Sewer. the City may at any time amend, change or modify any rule, rate or charge, or make 12.01.030 Clean Water Services; any special rule, rate or contract. Authority. 12.01.050 Utility Fees and Charges. Clean Water Services as the Permit holder is responsible for the management and A. Utility fees and charges shall be operation of the public sanitary sewer and applied to all persons who use property in the public storm and surface water • a manner which requires city utility systems within its boundaries. The City facilities or services. If a customer does has certain responsibilities for the not put property to a use which requires operation and maintenance of the public one or more of the utility facilities or sanitary sewer and the public storm and services, the customer shall not be charged surface water systems within the City for such service. limits, as provided through intergovernmental agreement with Clean B. Utility fees and charges shall be Water Services. Clean Water Services, as established by resolution of the City the Managing Authority may adopt orders, Council in an amount reasonable and standards, specifications, work programs, necessary to fund the administration, reporting requirements, and performance planning, design, construction, water criteria for the proper and effective quality programming, operation, operation of the sanitary sewer and storm maintenance and repair, and debt service and surface water systems and to meet or and other revenue requirements as comply with state and federal permits, required by bond covenants of the City's laws and regulation. Utility systems. The charges shall be based on use of the Utility service. 12.01.035 Tigard Water Service Area; Authority. 12.01.060 Application for Utility Services. The City is the Managing Authority to provide water service to the Tigard Water Application to use the Utility system shall Service Area through the adoption of be made to the City. The application will intergovernmental agreements. be made in the format required by the City. The City will require such All City provisions, rules, regulations, application to be in writing, or may allow standards, fees, and charges regarding application by telephone or other method. water service provided by the City as All Persons receiving Utility service but Managing Authority shall also apply to all for whom no account exists to pay for Customers and Persons within the Tigard such services shall be deemed to be Water Service Area. 12 -01 -2 Code Update: applicants for such service and shall be billed for such service. 12.01.070 Responsibilities of Property Owners and Tenants. Owners of property served by City Utility facilities and services who are not the Customer shall not be responsible for any delinquent Utility charges which the Customer fails to pay. If service is terminated because of delinquent non- payment, and the Customer vacates the premises leaving an outstanding bill, service shall be restored at the request of the property owner or new tenant without requiring the property owner or new tenant to pay the outstanding bill. A Customer who is a tenant shall continue to be responsible for delinquent Utility charges until paid regardless of relocation to a premise different from the premise at which the delinquent charges were accrued. The City may refuse to provide service to such tenant at any new address, may add the delinquent charge to the tenant's utility bill, and /or may terminate water service until the delinquent bill is paid. The City may also pursue any action available under the laws of the City or State of Oregon to recover payment. 12.01.080 Utility Services Administrative Rules. The City Manager is authorized to approve administrative rules related to the provisions of Utility services and consistent with the provisions within Title 12, Water and Sewer. Such rules shall be approved pursuant to TMC 2.04. 12 -01 -3 Code Update: