City Council Minutes - 07/22/2008 Agenda. Item
Meeting of
City of Tigard
®
Tigard Bus� ess Meetmg Minutes
TIGARD CITY"COUNCIL
LOCAL CONTRACT REVIEw BOARD(L )
MEETING DATE/T mE:_ July 22, 2008/6:30 p.m. Study Session and 7:30 p.m. Business Meeting
MEETING LOCATION: City of Tigard- Town HaR, 13125 SW Hau Blvd., Tigard, OR 97223
Track 1
Mayor Dirksen called the meeting to order at 6:31 p. .
Attendance:
Name Present .Absent
Mayor Dirksen ✓
Council President Sherwood
Councilor
Councilor Wilson
Councilor Woodruff
Staff Present: CityManager Prosser,C o unityDeveloprnent Director Coffee, :police Chief Dickinson, (qty
Engineer Duenas,Public Works Director ICoellermeier,Assistant to the City Manager Mills,Assistant CityManager
Newton,CiiyRecc rder Wheatley,AttomeyYamachika,Human Resources Director Zodrow.
E VE SESSION.The Tigard City Council went into went into Executive Session at 6:32 p.hz under
ORS 192.660 (2) (d) to discuss labor negotiations.
Executive Session concluded at 6:34 p.m.
STUDY SESSION
"r.-.k.2
> Finance Department Update- City-Manager Prosser and Assistant to the CityManager Mills presented the
update.
CityManager Prosser referred to the departure of former Finance Director Sesnon and recent resignations of
the supervisory staff. Assistant to the City Manager Mills has assumed responsibility for the following Finance
Divisions: Accounting,,Purchasing,and IFAS (financial software implementation). Assistant CityManager
Newton is responsible for UtilityBilling and Information Technology. Police Department Management
Analyst Imdieke is assisting with work associated with the Budget,Debt,and Investments.
When Finance Director Sesnon was employed by the City of Tigard,the City was able to negotiate a good price
on the IFAS system due to Mr.Sesnon's background whereby he would serve as the project manager. City
Manager Prosser explained the need to purchase the services of an on-site project manager,`a contract
amendment will be needed for$175,000. This will be offset by$134,000 in salary savings assuming about five
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or six months of vacancies. The"go live" date for the financial system has changed from July 1,2008 to
January 1,2009. The"go Eve" date for Payroll and Human Resources will be January 1,2010. Ass-istant to the
City ager Mills added that the amount for services for the on-site project_manager is comparable with what
other vendors charge. The cost quoted above is through June 30,2009. Additional project manager costs will
be proposed in next fiscal years budget for the Payroll and Human Resources implementation. Ms.Mills
reported that this software package was the best package regardless of-whether fon-ner Finance Director Sesnon
was here or not.
City Manager Prosser advised that the Local Contract Review Board would be considering a contract
amendment.
City Manager Prosser advised another expense is being incurred because there is no professional level
accounting staff currently. Fiscal year-end reports need to be done. Staff has entered into a contract with a
professional CPA firrri,Moss Adams. A temporary staff person is on site half days on Monday,Wednesday,
and Friday. City Manager Prosser estimated this staff person would cost about'$58,000 for six months.
Additional consulting will be provided for$77,000 for an estimated total of$135,000. Local Contract Review
Board approval will be requested for a contract for this temporary assistance.
City Manager Prosser described his efforts to secure additional professional finance expertise and noted general
unavailability because this is a busy time of the year for financial professionals.
CityManager Prosser reported there were issues discovered within the current fiscal years Budget. Tnirka
"Bottom line is that the budget was not put together well... " For example,at the end of the budget process
there was $75,000 in CommunityDevelopment for planting street trees in the Downtown. 11iis should have
been shown in the Tree Replacement fund. The$75,000 was removed from the Community Development
Department budget,however,it was not moved into the Tree Replacement Fund. "It just dropped to the
bottom line."
Cary ager Prosser cited another budget problem. A couple of years ago the City purchased the Cute
propertyfrom the water utilityto be repaidwitli.interest on an annual basis. There was no payment in this
year's or last years budget;this will need to be corrected. A repayment schedule was recalculated.
Coity ager Prosser explained the need for contingency funds and these are reflected in some of the funds,
but not all the funds,in this year's budget. City ager Prosser gave as an example the water fund. This fund
pays for the water operations and utility water staff-there is no conttingency in this fund. CityManager
Prosser said staff would determine how this could be corrected. He said there would be some budget
amendments to bring to the City Council right awayfor IFAS costs and additional accounting costs. Some of
these expenditures should be spread across funds;however,if there is no contingency-within a fund,it cannot
be spread. While staff is still looking into process,there will likely be a General Fund transfer that will be repaid
next year.
CityManager Prosser said he anticipates there will be a need for a Supplemental Budget. This is a more
complicated process than a budget amendment. The Budget Committee might reconvene depending on the
dollar amount proposed in the Supplemental Budget.
CityManager Prosser said staff would apply for the GFOA Budget Award,which has been awarded to the City
of Tigard for the last 20+years. He said he is hopeful that the problems will not affect the City's chances for
receiving this award since the criteria relates to how the budget document is laid out.
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Assistant to the City Manager Mills noted the budget numbers are under review to determine if there are
areas where savings might be realized. She said she is unable,at this time,to report that every problem has
been discovered. Staff is doing everything passible to determine the budget status of the budget and action
needed..
City Manager Prosser emphasized that the problems are with how the Budget document was constnrcted it
does not indicate an underlying problem with the financial condition:of the City.
In response to a question from Councilor Wilson,CityManager Prosser responded that the problem with
regard to the lack of contingency in some of the funds is for one year only.
City Manager Prosser noted the incredible work being done byAssistant City Manager Newton,Police
Department Management Analyst Imdieke,and Assistant to the CityManger Mills along with the
remaining,Finance staff who are all pulling together.
> Council Discussion on City of Wilsonville's Issues with 1-5 to 99W Connector—Community-Development
Department
City Council received a July 10,2008 memorandum from CatyEngineerDuenas on this agenda item. City
Engineer Duenas said that Wilsonville is basically opposed to any of the proposed corridor projects and they
are looping to the enhanced system alternatives,'which the Ory of Tualatin does not like.Some cities will
benefit from the Connector project while others are adversely affected. These concerns are outlined in the
above-referenced.memorandum;City Engineer Duenas reviewed these concerns with the City Council. If the
connector is not dome,then the City of Tigard would be adversely affected. The Transportation System Plan
dune for Tigard as well as the surrounding jurisdictions assumes that the Connector will be in place.
City Engineer Duenas reported he told the Project Team there is a need to identifythe Connector impacts to
the periphery and:compare these findings to the Transportation System Plan and Regional Transportation Plan.
assumptions. The Project Team responded to Mr.Duenas that the Regional Transportation Plan is a series of
projects. The Connector will be built in smalll portions and each project cannot be looked at individuallyto
resolve the system problems. City Engineer Duenas said we need to identify whether an g significant,not
originallyplanned,has been introduced and,if so,account for this in the next Regional Transportation Plan
update. According to the Connector Consultant and Project Team,there is nothing new.
CatyEngineer Duenas spoke to the need to pay attention to the Regional Transportation Plan and elements of
our Transportation System Plan.
City Engineer Duenas referred to a drawing showing the I-5 Connection Concept. This represents a worst case
scenario. Council reviewed and commented on the concept drawing:
o Future traffic configurations appear to take pressure off 1-5 with collector distributor roads.
o All of the most southern configurations have been taken off the table temporarily. These south
configurations would be of the least benefit to Tigard.
o The configuration that remains under review is now just south of the City of Sherwood. Mayor Dirksen
said,in his opinion,this is now the best alternative. CityEngineer Duenas said there is fear that this would
spur further expansion of the Urban Growth Boundary to the south. The Urban Reserves are under review
for expansion.
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• Tigard does not share the same concerns as W1onville. Our concern is if the Connector does not happen,
then we are going to have additional problems.
• Councilor Wilson noted that a traffic consultant had observed that the 1-5 traffic is a problem that no one is
talking about and this is a severe problem. This segment of 1-5 is the most heavilytravelled in the State.
City Engineer Duenas referred to the Transportation S)sterri Plan and projects in place to deal with the(-
congestion. Again,you cannot look at any individual project;you must look at the Regional Transportation
Plan with regard to how the system will.function.
• Mayor Dirksen responded to a question from Councilor Buehner,and said he thought it was a real danger
to the entire project if not all the surrounding jurisdictions are in favor of the connector. CityEngineer
Duenas said the Project Team is aware of this;the Team plans to meet with business owners who have
expressed concerns.
• There was discussion on the Wilsonville concerns and potential impacts to all jurisdictions under both the
connector project bad or no-bad scenarios.
• City Engineer Duenas said he thinks the Project Team has done a good job of minimng the impact to 1-5
while still allowing the traffic to continue to flow. The concept reviewed by the Council tonight is not
necessarily the final scheme.
• The next step will be a design-impact statement associated with an alignment.
• Designating this project as a toll road is still on the table per City Engineer Duenas.
• Mayor Dirksen noted the need to get traffic on a limited access highway. The project will continue to get
more expensive over time. In addition,the State of Oregon loses comrnerce dollars everyyear because of
highway congestion. Mayor Dirksen advised the question becomes, "How much can we afford to lose
every year."
City Engineer Duenas asked for City Council direction regarding the concerns surrounding the Connector
project. Mayor Dirksen noted that the City of Tigard is not on the Project agement Team and,therefore,
does not have a direct seat at the table. He said he did not think the City was in a position to oppose or
promote the Connector. He recommended we stay the course whereby the City of Tigard tentatively supports
the concept;we want to see where the project is headed and to have a voice in the decision.
rack 5
> Update on Tigard/Lake Oswego Partnership—Public Works Department
Public Works Director Koeflermeier presented the City GDuncil with a briefing on the Water Partnership
Intergovernmental Agreement that is being worked on with Lake Oswego and the proposed adoption process.
I ie reviewed the term,management,system ownership,permits/ ter rights,operation&maintenance,leasing,
service area,curtailment,and dispute resolution, Public Works Director Koellerrrieier also referred to legal
issues and the CityArtomey's conclusion that the Cityof Tigard is the appropriate signatory for the
Intergovernmental Agreement. An outline of the approval process was reviewed,with the Tigard and Lake
Oswego CityCDunci1s scheduled to consider the Intergovernmental Agreement on August 5,2008. (Recorder's
Note: A copy of Public Works Director Koellermeier's speaking notes is on file with the City Recorder.)
There was Council discussion on the costs and the financial mechanisms needed for engineering and
construction. First,there will be several years of planning and perTnitting.Construction will take about five
years. This water source should be online in 2016.
City Council congratulated Public Works Director Koellermeier for the work he has done in getting this
Intergovernmental Agreement finalized.
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Tr.+c3w tz
> TnMet Beard Meeting in Tigard for one of the following dates: October 22,November12or November
26. CityManager Prosser reported the Board rotates their board meetings;throughout the region. The
likely date for the meeting in Tigard is October 22. He reviewed the format of the meeting,which will
provide a good opportunityro talk about,Tigard's issues with regard to bus service and light rail. As a side
note,CityManager Prosser learned that the City of Portland took action to approve the alignment for the
Nfilwaukie light.rail extension last week. During those discussions,Coomn-issioner Saltzman asked which
alignment would be next. Fred.Hansen of Tri et said it would be"Barbur and Tigard.." It appears that
momentum is continuing for consideration of light rail to our conununity.. CityManager Prosser noted City
of Tigard would life to see the light rail continued to Sherwood. In response to a question from.Councilor
Wilson,City ager Prosser said that completion of a light rail system tabes about 20 years. He described
the planning process,which is now starting. There was discussion regarding Barbur Boulevard and where
the light rail alignment might be located.
> City Council received the Agenda Item Summaryfor Agenda Item No.3: Presentation of Certificates to
Citizen Lifesavers,
> MayorDirksen referred to communications regarding the'Tfighway217 earmark;" Lack7 Mayor Dirksen
indicated some hesitancyto support this because of the expense. Councilor Buehner commented this
would resolve a traffic congestion problem. Mayor Dirksen said if there was a wayto use that`"earmark'
money in scaled-dawn scope for some benefit,then he said it would be worthwhile to look into it.
> Mayor Dirksen referred to a letter from the City Center Advisory Commission regarding whether the
Council(as the City C enter Development Agency] has some ideas about how they could support:action
items discussed at the June 17 meeting regarding Burnham Street.
> Councilor Buehner advised she received three requests from:constituents asking if the Citywill seek to
recover attorney's fees relating to the Tigard Water District lawsuit.
Study Session concluded.
7:36;18 rz
1. BUSINESS MEETING
1.1 Call to Order-- City Council and Local Contract Review Board
1.2 111 Call
Name Present Absent
Mayor Dirksen V11
Council President Sherwood
Councilor Buehner
CouncilorWilson
Councilor Woodruff ✓
1.3 Pledge of Allegiance
1.4 Council Communications&Liaison Reports
77 'ISI Mayor Dirksen advised that the Washington County Coordinating Committee moved to
recommend to the Washington County Commission an increase in the Traffic Impact Fee that will vary
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from 80 percent to 200 percent;the average will be approximately doubling the current fee(depending
on the use). This increase will meet about 29 percent of the actual cost of infrastructure. Councilor
Buehner pointed out this would mean that the Traffic Impact Fee will pay 6 percent less of the
infrastructure cast than it paid when initially implemented.
1.5 Call to Council and Staff for Non-Agenda Items: None.
7i7: 7P'
2. OTIZEN CONM IC A.TION: None.
7::38:,38 PAr
3. PRESENT CERTIFICATES of APPRECTAT ON TC)CITIZEN LIFESAVERS-Police Department
Police Chief Dickinson reported to the CstyCouncil the actions of Jeffrey Bays and Holly Rice who assisted an
Alzheimer's patient and likely saved his life.
Motion by Councilor Woodruff,seconded by Councilor Wilson,to present Certificates of Appreciation to
Jeffrey Bays and Holly Rice.
The motion was approved by unanimous vote of City Council present.
Mayor Dirksen Yes
Councilor Bueluner Yes
Councilor Wilson Yes
Councilor Woodruff Yes
:'421 pt
Mayor Dirksen reviewed the Consent Agenda:
4. C ONSENT AGENDA:
4.1 Approve Minutes for May 13 and 27,and June 3,2008
4.2 Receive and File: Modifications to Tigard's EmezgencyManagementPlan
4,3 Local Contract Review Board.:
a, Consider Purchase of Four New Patrol Vehicles
b. Award Contract for Stabilization of a Creek Bank near 108 'Avenue/Durham Road
Intersection
C. Award Contract for Pavement Maintenance Under the FY 2008-09 Pavement Major
Maintenance Program-Phase I
4.4 Accept Smart Development Cede Assistance from Department of Land Conservation and
Development
4.5 Adopt Tigard Police Officer Association(TPOA) Contract Modifications
4.6 Recognize Karen Gardner for 18 Years of Service as Tigard Senior Center Director-Resolution No.
08-38
RECOGNIZING AND MANKI G KAREN GARDNER FOR FIER 18 YEARS OF SERVICE
AS TIGARD SENIOR CENTER DIRECTOR
Motion by Councilor Wils on,seconded by Councilor B'uehner,to approve the Consent Agenda.
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The motion was approved by unanimous vote of City Council present.
Mayor Dirksen Yes
Councilor Buehner Yes
Councilor Wilson Yes
Councilor Woodruff Yes
x;•14.10 nIVt
5 PUBLIC FEARING ON RENAMING SW ALPINE VIEW TO SW ALPINE VIEW DRIVE
a. Mayor Dirksen opened the public hearing.
b. Attorney Yamachika inquired if there were declarations or challenges Councilor Buehner advised
she lives close to the area,which is on a route she walks regularly.. There were no challenges.
C. City Engineer Duenas presented the staff report. The purpose for the name change is to comply
with the County's uniform street identification system Staff will likely be coming back to City
Council with other corrections on suffix names of roads within City of Tigard for consistency.
d. Public Testimony: None
e. Staff Recommendation: Approve the proposed ordinance.
f. Council Discussion. Council discussed the approved list of suffixes for streets.
g. Mayor Dirksen closed the public hearing.
h. Council Consideration: Ordinance No. 08-10
Motion by Councilor Woodruff,seconded by Councilor Buehner,to adopt Ordinance No.08-10.
ORDINANCE NO.08-10- AN ORDINANCE RENAMING ALPINE VIEW TO SW ALPINE
VIEW DRIVE
The motion was approved by a unanimous vote of City Council present.
Mayor Dirksen Yes
Councilor Buehner Yes
Councilor Wilson Yes
Councilor Woodruff Yes
7:52:36 P
6. UPDATE ON 2008 CITE'ODUNCIL GOALS
a. Assistant°C ityMLanager Newton reported status of the progress on the 2008 Council goals. A copy o
the staff report is on file in the City Recorder's office.
b. Council discussion followed. L.ss�ci Pm Councilor Woodruff referred to Goal No. 1 and the statement,
"Pursue immediate low-cost projects to improve`traffic flow." He noted his previous inquiry regarding
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Councilor Wilson's suggestion reg g traffic stacking on Dartmouth Street at the light;he said he has
not heard anything about this. After a brief discussion,City Manager Prosser said he would review this
and provide information to the City Council.
Mayor Dirksen said the 99W study identified several places for some relatively inexpensive traffic aids
such as the addition of a right:turn lane. He asked if we have been moving to turn the
recommendations in that study into something more tangible in the event there are opportunities to
applyfor funding at the federal or state level. CityMartager Prosser advised that what we have done is
in the Capital Improvement Program,we have included money for small projects as they are identified.
1n terms of preparing projects that are ready and"on the shelf," City Manager Prosser advised this has
not been done given the other transportation priorities. Mayor Dirksen advised that the Governor will
likely be asking the Legislature to consider a transportation pacltage and it would be good for us to have
these small projects ready to go when and if this occurs.
Councilor Buehner commented that when the right-turn lane was put in on Walnut and on Gaarde,this
made such a difference at those intersections. She supported aright-turn lane for Johnson Street and
for Park Street. Mayor Dirksen said the study identified several recommended right-turn lanes. City
Manager Prosser recalled that the intersection improvements for McDonald Street were very expensive.
Assistant City-Manager Newton said she talked with the County staff regarding Scholls FerryRoad
referring to issues raised by Councilor Wilson concerning medians. She suggested there might be an
opportunity for the County and the cities to collaborate with items such as the Scholls Ferry medians or
other minor projects to make some local-.area traffic-flow improvements. The County indicated they
were interested in teaming up on some of these projects.
Councilor Buehner added other intersections,which might gain from some low-cost improvements,
were along 12.15`Avenue and also an intersection on Nimbus Street.
$ 3:23171V
After AssistantC'atyager Newton concluded.with the review of the Staff Report,Councilor
Woodruff inquired about whether part of the Council's discussion concerning youth was to find ways
for the Cityto become more involved;i.e.,participate in a government class,etc. Councilor Buehner
said she had asked if we could start a pro where each of the City Council members would speak to
seniors in their civics classes. City-Manager Prosser said we have asked and the response was favorable;
however,there has been no follow-up activity. CityManager Prosser agreed with Councilor Buehner
that a contact with the high school principal would,be a good next step.
Staff follow-up on the Council goals will include contacting the high school principal and looking into
the lower cost traffic improvements as discussed above;
7. COUNCIL SON REPORTS: None
8 NON AGENDA ITEMS;
Councilor Buehner reminded viewers of the 5'Tuesday meeting with Council members on July 29 at 7 p.n-a in
the Public Works Auditorium.
9. EXECUTIVE SESSION:Not held.
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10. ADJOURNMENT
Motion by Councilor Woodruff,seconded by Councilor Wilson,to adjourn the meeting.
The motion,was approved by unanimous vote of City Council present.
Mayor Dirksen Yes
Councilor Buehner Yes
Councilor Wilson Yes
Councilor Woodruff Yes
Oa-iluluc&c
Catherine Wheatley,City Recorder
Attest:
tl Z�- /L-
r
Mayor,City of Tigard
Irate: . f
I:\ADM\Cathy\CCM\2008\080722 final.doc
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