City Council Packet - 11/26/2013 ■
TIGARD
City of Tigard
TIGARD CITY COUNCIL
BUSINESS MEETING
November 26, 2013
COUNCIL MEETING WILL BE TELEVISED
I:1Design&Communications\Donna\City Council\ccpkt3
13125 SW Hall Blvd. • Tigard, Oregon 97223 • 503.639.4171
TTY Relay: 503.684.2772 • www.tigard-or.gov
'PICity of 'Tigard
Tigard Business Meeting—Agenda
TIGARD
TIGARD CITY COUNCIL Agenda Revised 11/20/13:Agenda Item No.7-Regional Transportation Planning
Update Added and Agenda reordered.Agenda Revised 11/21/13 to add an Executive Session at the end of the meeting
• called under ORS 192.660(2)(h).On 11/26/2013,Executive Session at end of meeting also cited for the beginning of the
meeting.
MEETING DATE AND TIME: November 26,2013 -6:30 p.m. Study Session;7:30 p.m. Business
Meeting
MEETING LOCATION: City of Tigard-Town Hall- 13125 SW Hall Blvd.,Tigard,OR 97223
PUBLIC NOTICE:
Anyone wishing to speak on an agenda item should sign on the appropriate sign-up sheet(s). If no sheet is
available,ask to be recognized by the Mayor at the beginning of that agenda item.Citizen Communication
items are asked to be two minutes or less.Longer matters can be set for a future Agenda by contacting either
the Mayor or the City Manager.
Times noted are estimated;it is recommended that persons interested in testifying be present by 7:15 p.m. to
sign in on the testimony sign-in sheet. Business agenda items can be beard in any order after 7:•30 p.m.
Assistive Listening Devices are available for persons with impaired hearing and should be scheduled for
Council meetings by noon on the Monday prior to the Council meeting. Please call 503-639-4171,ext. 2410
(voice) or 503-684-2772 (TDD -Telecommunications Devices for the Deaf).
Upon request,the City will also endeavor to arrange for the following services:
•Qualified sign language interpreters for persons with speech or hearing impairments;and
•Qualified bilingual interpreters.
Since these services must be scheduled with outside service providers,it is important to allow as much lead
time as possible. Please notify the City of your need by 5:00 p.m. on the Thursday preceding the meeting by
calling: 503-639-4171,ext. 2410 (voice) or 503-684-2772 (TDD -Telecommunications Devices for the Deaf).
SEE ATTACHED AGENDA
VIEW LIVE VIDEO STREAMING ONLINE:
http://live.tigard-or.gov
CABLE VIEWERS:The regular City Council meeting is shown live on Channel 28 at 7:30 p.m.The meeting
will be rebroadcast at the following times on Channel 28:
Thursday 6:00 p.m. / Sunday 11:00 a.m.
Friday 10:00 p.m. / Monday 6:00 a.m.
• • City of Tigard
;i
TIGARD Tigard Business Meeting—Agenda
TIGARD CITY COUNCIL Agenda Revised 11/20/13:Agenda Item No.7-Regional Transportation Planning
Update Added and Agenda reordered.Agenda Revised 11/21/13 to add an Executive Session at the end of the meeting
called under ORS 192.660(2)(h).On 11/26/2013,Executive Session at end of meeting also cited for the beginning of the
meeting.
MEETING DATE AND TIME: November 26,2013 -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
6:3O PM
•STUDY SESSION
A. Set Review Criteria and Process to Evaluate Work Performance of the City Manager
•EXECUTIVE SESSION:The Tigard City Council will go into Executive Session under ORS 192.660
(2) (h) to consult with legal counsel concerning legal rights and duties of a public body.All discussions
are confidential and those present may disclose nothing from the Session. Representatives of the news
media are allowed to attend Executive Sessions,as provided by ORS 192.660(4),but must not disclose
any information discussed. No Executive Session may be held for the purpose of taking any final action
or making any final decision. Executive Sessions are closed to the public.
7:30 PM
1. BUSINESS MEETING
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. -estimated time
A. Follow-up to Previous Citizen Communication
B. Citizen Communication—Sign Up Sheet
3. CONSENT AGENDA: (Tigard City Council) These items are considered routine and may be
enacted in one motion without separate discussion.Anyone may request that an item be removed
by motion for discussion and separate action. Motion to:
7:45 p.m. -estimated time
A. Approve City Council Minutes for:
•August 20,2013
B. Authorize the Mayor to Execute an Intergovernmental Agreement with Metro for Downtown
Mixed-Use Development Projects CET Grant
C. Waive Sign Permit Fees for Tigard Little League-Resolution
•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 Agenry has voted on
those items which do not need discussion.
4. QUASI-JUDICIAL PUBLIC HEARING -ZONE CHANGE ANNEXATION (ZCA)
2013-00003 -OTIS ANNEXATION
7:50 p.m. - estimated time
FILE NO.: ZONE CHANGE ANNEXATION (ZCA) 2013-00003
FILE TITLE: OTIS ANNEXATION
APPLICANT: Brian&Lorraine Otis OWNER: Brian&Lorraine Otis
REQUEST:A request to annex to the City of Tigard approximately 0.94 acres of property
LOCATION: 14031 SW Alpine Crest Way;Assessor map 2S109AB,Tax Lot 600
COUNTY ZONE: R-6 District(Residential 6 Units Per Acre).The purpose of the Washington
County R-6 District is to implement the policies of the Comprehensive Plan for areas designated
for residential development at no more than six (6) units per acre and no less than five (5) units
per acre,except as specified by Section 300-2 or Section 303-6.The intent of the R-6 District is
to provide the opportunity for more flexibility in development than is allowed in the R-5 District.
EQUIVALENT
CITY ZONE: R-7: Medium-Density Residential District.The City of Tigard R-7 zoning district
is designed to accommodate attached single-family homes,detached single-family homes with or
without accessory residential units,at a minimum lot size of 5,000 square feet,and duplexes,at a
minimum lot size of 10,000 square feet. Mobile home parks and subdivisions are also permitted
outright. Some civic and institutional uses are also permitted conditionally.
APPLICABLE
REVIEW
CRITERIA:The approval standards for annexations are described in Community Development
Code Chapters 18.320 and 18.390,Comprehensive Plan Goal 1,Goal 11,Goal 12,and Goal 14;
ORS Chapter 222;Metro Code Chapter 3.09.
5. QUASI-JUDICIAL PUBLIC HEARING-ZONE CHANGE ANNEXATION (ZCA)
2013-00005 -PARSONS ANNEXATION
8:00 p.m. -estimated time
FILE NO.: ZONE CHANGE ANNEXATION (ZCA) 2013-00005
FILE TITLE:PARSONS ANNEXATION
APPLICANT: Gregory A. Parsons OWNER: Gregory A.Parsons
REQUEST:A request to annex to the City of Tigard approximately 3.14 acres of property
LOCATION: 15315 SW Bull Mountain Road;Assessor map 2S108AB,Tax Lot 1100
COUNTY ZONE: R-6 District(Residential 6 Units Per Acre).The purpose of the Washington
County R-6 District is to implement the policies of the Comprehensive Plan for areas designated
for residential development at no more than six (6) units per acre and no less than five (5) units
per acre,except as specified by Section 300-2 or Section 303-6.The intent of the R-6 District is
to provide the opportunity for more flexibility in development than is allowed in the R-5 District.
EQUIVALENT
CITY ZONE: R-7: Medium-Density Residential District.The City of Tigard R-7 zoning district
is designed to accommodate attached single-family homes,detached single-family homes with or
without accessory residential units,at a minimum lot size of 5,000 square feet,and duplexes,at a
minimum lot size of 10,000 square feet. Mobile home parks and subdivisions are also permitted
outright. Some civic and institutional uses are also permitted conditionally.
APPLICABLE
REVIEW
CRITERIA:The approval standards for annexations are described in Community Development
Code Chapters 18.320 and 18.390,Comprehensive Plan Goal 1,Goal 11, Goal 12,and Goal 14;
ORS Chapter 222;Metro Code Chapter 3.09.
6. TRIMET SOUTHWEST SERVICE ENHANCEMENT PLAN PRESENTATION
8:10 p.m. - estimated time
7. RECEIVE REGIONAL TRANSPORTATION PLANNING UPDATE 8:55 p.m. - estimated
time
8. CONSIDER AUTHORIZING THE CITY MANAGER TO EXECUTE AN EASEMENT
RELATED TO THE POTSO DOG PARK PARKING LOT PROJECT
9:25 p.m. -estimated time
9. COUNCIL LIAISON REPORTS
10. NON AGENDA ITEMS
r,
11. EXECUTIVE SESSION:The Tigard City Council will go into Executive Session under ORS
192.660(2) (h) to consult with legal counsel concerning legal rights and duties of a public body.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.
12. ADJOURNMENT
9:30 p.m. - estimated time
S-Lua9 SP.SS LDn
AIS-1538 A.
Business Meeting
Meeting Date: 11/26/2013
Length (in minutes): 20 Minutes
Agenda Title: Set Review Criteria and Process to Evaluate Work Performance of the
City Manager
Prepared For: Sandy Zodrow, City Management
Submitted By: Cathy Wheatley, Administrative Services
Item Type: Update, Discussion, Direct Staff Meeting Type: Council
Business
Mtg - Study
Scss.
Public Hearing: No Publication Date:
Information
ISSUE
Council decision on review criteria and process for city manager's annual perfomance
evaluation.
STAFF RECOMMENDATION / ACTION REQUEST
City Council to select the review criteria and process to be used to evaluate this last year's
work performance of the city manager.
KEY FACTS AND INFORMATION SUMMARY
OTHER ALTERNATIVES
COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS
DATES OF PREVIOUS COUNCIL CONSIDERATION
N/A
Attachments
No files,attached.
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Lu.`�'l Sass',on
City of Tigard 1-4 s
TIGARD Memorandum EvaJ -- c ,c_oss>csy,
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To: Mayor and City Council
From: Sandy Zodrow, Human Resources Director
Re: City Manager Annual Performance Review
Date: November 7, 2013
In accordance with the Employment Agreement for City Manager Marty Wine, the City
Council is required to conduct an annual performance review in December 2013. The
first step to be taken by Council is to decide on the criteria and process to be used for the
evaluation. This is scheduled for your November 26th meeting. On December 10, 2013
the Council will request public input on the criteria and process that has been selected, as
required by employment law for public employees. Finally, the performance review is
scheduled on the City Council's agenda for December 17, 2013.
Last year's performance review of the City Manager included the following
process/steps:
1) The City Council decided to have both the council and other evaluators complete a
written performance review of the City Manager for the prior 12 month period. The
Council approved a review form to be used and a list of raters/evaluators. A copy of
the completed final review that was done by Council and a second one done by the
other evaluators is attached. The review form that was used by the other evaluators
was condensed slightly to eliminate internal operational criteria which an outside
evaluator would not have the benefit or opportunity of observing or commenting on.
2) The Human Resources Director coordinated the distribution of these forms to all
raters.
3) The Human Resources Director received all completed review forms and collated
ratings and comments into two final documents: one that incorporated all City
Council comments and ratings, and a second which incorporated all ratings and
comments from the other evaluators. The information was transferred without
reference to the rater's name, and each category/criteria was assigned an average
score.
4) Both documents were submitted to the Council for their review prior to the date of
the performance review of the City Manager.
5) If there were no further changes, both documents were provided to the City Manager
prior to the actual review.
6) A performance review was conducted for the City Manager with the City Council in
an Executive Session.
The other evaluators participating last time besides the City Council included:
Wayne Gross, Troy Mears, David Burke, Dan Goodrich, Basil Christopher, David
Donaldson,Tim Ramis, Damien Hall, David Walsh, Steven Bass,Alexander
Craighead, Randy Ealy, Sherilyn Lombos, Debi Mollahan, Chief Duyck
Department Directors: Toby LaFrance, Dennis Koellermeier, Margaret
Barnes, Chief Orr, Liz Newton (Assistant CM)
Other Staff: Joanne Bengtson (Exec. Assistant to the CM),Loreen Mills
(Assistant to the CM), Cathy Wheatley (City Recorder), and myself
Last year's evaluators from outside of the organization were not able to provide much
feedback on their reviews. The City Manager has suggested that the list of other
evaluators for this year's review be revised to include:
Department Directors,Joanne Bengtson, and Tim Ramis (City Attorney)
Also attached for your information is a copy of the 2013-14 City Manager Goals that
were established as a result of the Council's 2012 performance review and feedback.
The issues before the City Council for your November 26th meeting are:
1) what criteria does the Council wish to include in the review document
2) what process do you want to use to collect this information
3) do you want to add any evaluator names to the list
I will be there at the meeting to assist in any way I can.
Thank you
Ses
Employee Performance Summary
City of Tigard Supervisory Employees
NAME:
DATE:
CLASSIFICATION TITLE:
DEPARTMENT:
REVIEW PERIOD: FROM TO
The content of this summary has been discussed with me. My signature indicates knowledge
and understanding of the contents of the summary and does not necessarily imply agreement.
Employee Signature: Date:
Evaluator Name (Please Print):
Evaluator Signature: Date:
Other Police Department Approval: I l
Police Police Police
Department Director Approval: Date:
PERSONNEL ACTION FORM
Attached (Evaluator's Initials)
Not Included(No Salary Changes) (Evaluator's Initials)
EMPLOYEE INPUT FORM
Attached (Evaluator's Initials)
RESPONSE TO INPUT FORM
Attached(If Appropriate) (Evaluator's Initials)
CITYWIDE CORE VALUES
The City of Tigard is dedicated to setting the standard for service excellence. To that end, the
organization is committed to job performance behaviors that demonstrate the City of Tigard's reputational
values.
Those values are:
•: Respect and Care
• Do the Right Thing
• Get It Done
Please provide a rating and appropriate supportive narrative in each of the core values that reflects how
the employee incorporates these values into their daily work, or where they need to expend greater effort
to demonstrate these values in their job.
RESPECT AND CARE: Means that we will treat people well; welcome suggestions and diverse points
of view; greet each other and the customers with a smile and a friendly tone; build collaborative and
cooperative relationships with others; treat them with respect; and say thank you.
❑ DEVELOPMENT NEEDED
❑ SUCCESSFUL EMPLOYEE
❑ EXCEPTIONAL PERFORMANCE
COMMENTS: Explain how the employee is meeting or not meeting the specific performance expectations
in this area
DO THE RIGHT THING: Means that we will focus on solutions, not excuses; if we see a problem we
will own it until we take care of it or until we can find the right person to handle it; find opportunities to say
"yes" versus "no"; be proactive, rather than waiting for something to become a problem; and look for
options and alternative ways to solve problems.
❑ DEVELOPMENT NEEDED
❑ SUCCESSFUL EMPLOYEE
❑ EXCEPTIONAL PERFORMANCE
COMMENTS: Explain how the employee is meeting or not meeting the specific performance expectations
in this area.
GET IT DONE: Means that we will go the extra mile to exceed people's expectations; meet or beat
deadlines; establish clear expectations and timelines so that there are no misunderstandings; offer to help
when we see the need; and keep people informed of progress and steps to completion
❑ DEVELOPMENT NEEDED
❑ SUCCESSFUL EMPLOYEE
❑ EXCEPTIONAL PERFORMANCE
COMMENTS: Explain how the employee is meeting or not meeting the specific performance expectations
in this area.
- 2 -
PERFORMANCE STANDARDS:
The rating official is to measure the employee's performance based on the following criteria. The rating
reflects how well the person is doing in each criteria.
JOB KNOWLEDGE AND QUALITY OF WORK: Knowledge and understanding of job duties,
equipment, and appropriate work methods; overall quality and thoroughness, accuracy of work.
❑ DEVELOPMENT NEEDED
❑ SUCCESSFUL EMPLOYEE
❑ EXCEPTIONAL PERFORMANCE
COMMENTS: Explain how the employee is meeting or not meeting the specific performance expectations
in this area.
SUPERVISION: Effectively delegates then supervises performance; is consistent in the administration
of City/department policies, labor contracts, rules and procedures; effectively handles personnel issues,
takes prompt and appropriate action; selects competent employees, provides training, guidance and
development to staff; establishes clear performance standards and shares timely and direct feedback;
completes performance evaluations on time.
❑ DEVELOPMENT NEEDED
❑ SUCCESSFUL EMPLOYEE
❑ EXCEPTIONAL PERFORMANCE
COMMENTS: Explain how the employee is meeting or not meeting the specific performance expectations
in this area.
TEAMWORK: Ability to work with others as a team member; builds collaborative and effective working
relationships with other team members; ability to present a cooperative professional image at all times.
❑ DEVELOPMENT NEEDED
❑ SUCCESSFUL EMPLOYEE
❑ EXCEPTIONAL PERFORMANCE
COMMENTS Explain how the employee is meeting or not meeting the specific performance expectations
in this area.
DECISION MAKING AND PROBLEM SOLVING: Extent to which effective sound decisions are
made in routine work as well as in difficult situations; ability to know when to take action and what type of
action is appropriate. Ability to solve problems with effective solutions, ability to identify and analyze
problems and formulate solutions in a timely manner.
❑ DEVELOPMENT NEEDED
❑ SUCCESSFUL EMPLOYEE
❑ EXCEPTIONAL PERFORMANCE
COMMENTS: Explain how the employee is meeting or not meeting the specific performance expectations
in this area.
- 3 -
LEADERSHIP: Promotes respect, honesty, integrity and fairness; clearly conveys goals and
expectations to others; steps forward to confront difficult issues; translates the City's/department's vision
into actionable plans and direction; manages change effectively.
❑ DEVELOPMENT NEEDED
❑ SUCCESSFUL EMPLOYEE
❑ EXCEPTIONAL PERFORMANCE
COMMENTS: Explain how the employee is meeting or not meeting the specific performance expectations
in this area.
ADMINISTRATION: Effectively organizes employees, materials and support to get things done right;
establishes short and long term plans and goals; foresees changes, problems, and trends in area of
responsibility; able to establish priorities and organize accordingly; allocates and/or adjusts resources in
response to workload and priority changes; ensures work is conducted in accordance with established
policies, laws, regulations.
❑ DEVELOPMENT NEEDED
❑ SUCCESSFUL EMPLOYEE
❑ EXCEPTIONAL PERFORMANCE
COMMENTS: Explain how the employee is meeting or not meeting the specific performance expectations
in this area.
FINANCIAL: Controls costs by effectively utilizing staff, materials and equipment; carefully monitors
expenditures and adheres to financial plan; accurately estimates expense/revenue levels, capital
budgets, and other financial factors; shows innovation in reducing expenses.
❑ DEVELOPMENT NEEDED
❑ SUCCESSFUL EMPLOYEE
❑ EXCEPTIONAL PERFORMANCE
COMMENTS: Explain how the employee is meeting or not meeting the specific performance expectations
in this area.
OPTIONAL PERFORMANCE STANDARD Describe Performance Standard Here
❑ DEVELOPMENT NEEDED
❑ SUCCESSFUL EMPLOYEE
❑ EXCEPTIONAL PERFORMANCE
COMMENTS: Explain how the employee is meeting or not meeting the specific performance expectations
in this area.
Initial here if you would like to discuss this summary with the evaluator's supervisor
Per above request, reviewed by:
(Name, please print)
Title
- 4 -
Major Goals/Projects/Training/Career Development
COMPLETED DURING THIS REVIEW PERIOD
Major Goals/Projects/Training/Career Development
FOR NEXT REVIEW PERIOD
Please clearly indicate the standards to be met in successfully completing the goal/project/training/career
development. These must be specific, clearly defined and measurable.
- 5 -
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Cathy Wheatley
Marty 'gS,
From: Ma Wine 01-1
Sent: Monday, November 25, 2013 4:43 PM
To: Joanne Bengtson
Cc: Cathy Wheatley
Subject: RE: Comcast Newsmakers Taping
Sure. Cathy could you please add this to non agenda items for tomorrow?Thanks
Marty
From:Joanne Bengtson
Sent: Monday, November 25, 2013 4:36 PM
To: Marty Wine
Subject: FW:Comcast Newsmakers Taping
I haven't had any takers for this taping....
Do you want to ask the Mayor at lunch tomorrow— or maybe the rest of council tomorrow night?
-jb
From: Joanne Bengtson
Sent: Thursday, November 21, 2013 11:51 AM
To: Councilmail Councilmail; #ExecStaff
Subject: Comcast Newsmakers Taping
Good morning,
I just spoke to Andrea Sergeant at Comcast. They are taping a newsmakers episode on Thursday,
December 5, between 10 a.m. and 2 p.m. and they're wondering if any of you would like to be
interviewed. I know the Mayor is unavailable and she opened the invitation to one of
you. Happily, the taping will take place in Tigard this time. Usually it tapes in North Portland or
downtown Portland.
The format is typically a one-on-one interview by Ken Ackerman asking about various city issues
(you do have some input on the topics). The piece plays on CNN at the top of each hour— and
gives the city some good visibility.
If you're interested, please let me know so that I can give your contact info to Andrea.
Joanne Bengtson
Exec. Asst. to City Manager& Mayor
City of Tigard
13125 SW Hall Blvd
Tigard, OR 97223
503-718-2476
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MEMORANDUM
TIGARD
TO: Honorable Mayor and City Councilors
FROM: Joe Barrett, Sr. Management Analyst
RE: Travel Policy Changes—Reminders and Tips
DATE: September 3,2013
Council recently made changes to their Travel Policy. The most notable change to the policy
surround how meals are handled. Under the new policy, Council members will receive a prepaid
allowance before their travel rather than use a city-issued purchasing card for meals. This allowance
will equal the daily GSA allowance for the destination city with conference provided meal deducted
in accordance with the policy. Receipts are not required to be submitted to the city for meals under
the prepaid process and reconciliation of the prepaid is not required upon completion of the trip
(neither the City nor the Council member will owe the other anything.)
The new policy also sets the Council as a whole, along with the City Manager, as the oversight
officials for the policy. In previous incarnations of the policy, no oversight authority was designated
which led to some confusion on the part of staff. If Council would like to identify one member as
the oversight authority rather that share the role as a group,we can easily make this change.
In effort to help Council members understand the change to meals, staff has prepared the following
"Do &Don't" for Council's review. A similar list was provided to staff a number of months back
and was received well. Please review the following and notify me if you have any questions. Thank
you.
OUT-OF-TOWN TRAVEL = Overnight stay AND more than fifty (50) miles from City Hall.
MEALS
DO DON'T
Use your meal allowance (per diem) for your Use your city-issued purchasing card for a meal.
meals. The allowance will be prepaid before
departing for travel.
Deduct conference provided meal from daily Don't turn in receipts.
meal allowance unless approved by director.
Familiarize yourself with the city's guidelines on Expect the city to reimburse for any meal
combining business travel with personal travel. expenses exceeding the daily meal allowance.
LODGING
Do DON'T
Familiarize yourself with the daily lodging rate Exceed the daily lodging rate without
for the destination city. documenting need in advance.
Use your purchasing card for lodging expenses. Use your purchasing card to pay for any room
upgrades—including large rooms due to
personal travel.
Keep detailed/itemized receipt. Charge personal expenses,including room
service,movies,etc., to the room.
TRAVEL
DO DON'T
Book through Azumano for refundable fare Book a more expensive flight to accommodate
when possible. personal travel without reimbursing the city the
difference.
Ensure your personal auto insurance
information is on file with Risk.
III City of Tigard) Oregon
g g
TIGARD
City Council Travel Policy Effective Date: September 1, 2013
Approved: Signature:
SUMMARY
1. General Provisions
2. Compliance and Accountability
3. Definitions
Out-of-Town Travel
4. Pre-Authorization
5. Travel Time
6. Travel Methods
7. Lodging
8. Meals
9. Payment Methods
10. Personal Expenses
11. Travel Reconciliation
12. Compliance Auditing
Local Travel
13. Local Travel Methods
14. Local Meals
1. GENERAL PROVISIONS
1.1. Purpose of Policy. The purpose of this policy is to provide guidelines to members
of the City Council (Council) for payment of travel expenses in a cost-effective and
efficient manner ensuring the best result for the City.
1.2. Applicability. This policy applies to Tigard's City Council and is to be adhered to
by all members of Council.
1.3. The City's Financial and Information Services Department shall administer the travel
policy and shall periodically review travel and training records to ensure policy
compliance and provide any necessary training to departments on the
implementation of the policy.
1.4. The City Council and City Manager's office shall ensure that each member of
Council dcomplies with the policy, and ensuring expenditures are appropriate and
directly related to City business. Questions regarding the intent or application of this
policy document shall be directed to the City's Financial and Information Services
Director.
Citywide Travel Policy 11 P a g e
1.5. The City Council shall have final authority for administering, interpreting, and
applying the terms of these procedures.
1.6. Personal Expenses. The City,with very limited exception, shall not pay for any
personal expenses incurred by a member of Council during City business travel. For
example, Council member will not be reimbursed for personal grooming items,
parking tickets,entertainment expenses, etc.
2. COMPLIANCE AND ACCOUNTABILITY
2.1. All members of Council must comply with the provisions contained herein.
Periodically, the City's Finance and Information Services Department may perform a
review of the City's travel records to ensure compliance with this policy. The
Finance and Information Services Department,working with the City Council and
the City Manager's Office,may implement appropriate and progressive sanctions
related to misuse. All Council members must fully comply with requests for records
and documentation supporting all travel expense claims.
2.2. Council members may be liable for improper use of public funds. As public officials,
Council members that order, authorize or cause to be made any expenditure in
violation of City policies, state statutes,rules, or procedures can and will be held
personally financially liable for inappropriate expenditures.
3. DEFINITIONS
The following terms may be used throughout these policies:
3.1. Actual. The actual meals or lodging cost supported by receipts. The City's policy is
to pay actual costs for lodging up to the Federal per diem rate for the location.
3.2. Conference/Training Meal. Any meal provided, through the registration process,
by a conference or training.
3.3. Contracted Travel Agency. The travel agency under contract with the City to
provide travel related services. Azumano Travel is the City's current Contracted
Travel Agency.
3.4. Council Member. An individual elected to either the office of Mayor or City
Councilor for the City of Tigard.
3.5. Council Member Travel. Travel by Council member on official City business.
3.6. Frequent Flyer Miles. Credits acquired when making qualified air travel purchases.
It is the City's policy that to Council member (or any employee or agent of the City)
shall not earn any Frequent Flyer Miles while on City business.
3.7. Incidental Expense. Small costs associated with travel. Incidental Expenses
include, but may not be limited to: Gratuities, taxi fare,work related mailing costs or
phone charges, etc.
Citywide Travel Policy 21 P a g e
3.8. Itinerary-Airfare. Information provided by an airline or travel agency showing the
traveler's name, dates of travel, class of travel, and travel route.
3.9. Local Travel. Travel that is not overnight and/or less than fifty (50) miles from
City Hall. Both criteria must be met to be considered Overnight Travel.
3.10. Meals. Standard breakfast,lunch, or dinner eaten by a Council member during City
business travel.
3.11. Mileage. The distance traveled via personal automobile by a Council member
during travel. The City calculates mileage during travel from Tigard City Hall, not
the Council member's home. To development the reasonable estimate of mileage,
the City shall use an online travel/map site such as Mapquest or Google Maps.
3.12. Official City Business. Business,and any travel associated with it, that directly
provides a benefit to the City.
3.13. Overnight Travel. Any travel that requires a a Council member to stay overnight.
A conference or training must be at least 50 miles away from the City to justify an
overnight stay.
3.14. Per Diem Allowance. The allowance for lodging,meals and incidental expenses
established for the travel destination as established by the U.S. General Services
Administration (GSA). The City's policy is to pay actual lodging expenses up to the
GSA rate and a daily per diem for meals equal to the GSA rate for the destination
city.
3.15. Pool Vehicle. A City-owned vehicle available for"check out" by any employee,
elected official, or agent of the City.
3.16. Purchasing Card. A City-issued credit card that is the preferred means of payment
for travel expenses other than meals.
3.17. Receipt. A document detailing an expense incurred. To be valid, a receipt must
provide the name and address of the business, the date of the purchase, an itemized
description of the goods or service purchased, and the amount of the purchase. For
lodging expenses, the receipt must also include the name of the guest, the number of
guests, the dates occupying the room, the room number, the room rate,and the
lodging tax.
3.18. Travel Pre-Authorization Form. A Departmental form that may or may not be
required prior to any travel. The City Council and City Manager shall determine the
best way to document pre-authorization for City Council travel.
3.19. Travel Purchasing Card. A generic purchasing card that can be checked out prior
to travel by a Council member who does not have a City-issued purchasing card.
Citywide Travel Policy 3 P a g e
3.20. Travel Reconciliation Statement. A City-required form that must be completed
within five (5) full business days upon return from any overnight City business travel.
3.21. Travel Time. The amount of time that is required by a Council member to travel to
and from a conference or training.
3.22. U.S. General Services Administration(GSA) Per Diem Rates. The estimated
daily cost of lodging,meals, and incidentals for various cities that is used by the City
as the maximum actual costs to cover during travel.
OUT OF TOWN TRAVEL
4. PRE-AUTHORIZATION
Pre-Authorization shall be a Departmental responsibility. The City Council shall develop a
a pre-authorization procedures and train their staff on these procedures. Pre-Authorization
may be required by a Department for any travel but espe ially in the case of travel with
overnight stay,travel requiring air travel, or travel where lodging exceeds the daily allowance.
4.1. Pre-Authorization Form. The City Council shall have a Pre-Authorization Form
available for staff use. The FIS Department has created a generic form that may be
used by the City Council or the Council may elect to create their own form that best
meets their needs.
4.2. Pre-Authorization Filing. The City Council shall be responsible for retaining a file
of the Department's travel pre-authorization documents. This file shall include
approved and denied travel information.
4.3. Travel Coordinator / Point of Contact. It is the recommendation of this Policy
that the City Council designate a Travel Coordinator or single point of contact for
employees to refer to for guidance and questions. The FIS Department shall have a
Coordinator or single point of contract for any City business travel information and
guidance.
5. TRAVEL TIME
It is the policy of the City to use a reasonable estimate for allowable travel time during which
any public official,employee,or agent of the City is considered"on—the-clock". Please see
Citywide Personnel Policy#47 for further information about travel time and compensation.
Under FLSA,the rules for paid travel change when the travel involves an overnight stay. In
these cases,time spent traveling during normal work hours are paid,while time spent
traveling outside of normal work hours are not. The only exception permitting an employee
to be compensated for overnight travel outside of normal work hours is when the employee
is the actual driver of the vehicle or is actively engaged in doing work tasks. Passengers,
regardless of the mode of travel,are compensated only for travel time during normal work
hours.
Please note: This particular rule applies seven (7) days a week. So if an employee is normally
scheduled 8:00 am to 5:00 pm,M-F,and travels between the hours of 12:00 pm and 4:00 pm
Citywide Travel Policy 4 1P age
on a Saturday, the employee would be paid for four (4) hours of travel pay, even though the
employee traveled on a Saturday: Look at the hours of travel, not the day of travel.
In further accordance with the FLSA, a public official, employee, or agent of the City shall
be paid their regular hourly rate during any official training or conference hours.
5.1. To development the reasonable estimate, the City shall use an online travel/map site
such as Mapquest or Google Maps. A public official, employee, or agent of the City
may receive additional time if appropriate justification for the needed time (i.e.
delayed flight) is submitted to his/her supervisor and approved.
6. TRAVEL METHODS
The City shall require the most direct and cost effective means of travel for a Council
member attending any conference or training. The costs of means of travel,both in dollars
and requirements of staff, shall be weighed with the most beneficial to the City being
utilized.
6.1. Auto Travel. Auto travel is the most common means of transportation used during
City business travel.
6.1.1. City Pool Vehicle. Employees are strongly encouraged to use the City's
Pool Vehicles during local travel. These vehicles may be reserved and
checked out during the employee's travel dates.
6.1.1.1. Non-City Employee Ride-Along. Per the City's Personnel Policy:
"Family members or other non-City employees shall not be
transported in city vehicles except as specifically authorized by the
department director or consistent with department policy or in cases
in which the city vehicle is regularly assigned to the employee as a
provision of an employment contract"
As such, family member or other non-City employees may
accompany an employee in a City-owned vehicle during City-related
travel with the appropriate approvals.
6.1.2. Personal Vehicle. Council members may use their own vehicles for City
travel. Use of a personal vehicle during City travel shall be authorized
during the pre-authorization process in the Department.
6.1.2.1. Insurance. Council members that use their private vehicle for City
business are required to have personal automobile liability insurance
to provide the primary coverage for any accidents involving that
vehicle. Documentation of said coverage must be on file with the
City's Risk Management Office.
6.1.2.2. Mileage Reimbursement. When a Council member uses their
personal vehicle for City travel, the City shall reimburse the Council
Citywide Travel Policy 5 I P a g e
member for mileage up to,but not more than, the Federal per mile
reimbursement rate. Total allowable mileage shall be calculated from
Tigard City Hall to the lodging location and back. If required,
additional mileage may be granted under certain circumstances. No
other means of fuel or mileage reimbursement shall be approved by
the City.
6.1.2.2.1. The City shall use an online travel/map site such as
Mapquest or Google Maps to develop the total allowable
mileage distance.
6.2. Air Travel. The City shall pay actual cost for a Council member's City business
travel. All Council members shall utilize coach when traveling commercial airline.
Reservations,where possible,should be made at least fourteen (14) or more days in
advance to take advantage of any and all available discounts. Increased fees related
to late booking may be disallowed unless documented with a sound business reason.
Council members may at their own expense pay to upgrade their airline
accommodations or alter their flight itinerary for personal business.
6.2.1. Contracted Travel Agent. Council members are strongly encouraged to
utilize the City's Contracted Travel Agent for air fare during City travel.
6.2.1.1. Government Air Fare. The City's Contracted Travel Agent is
authorized to provide the City with government air fare ("City Pairs")
which are contracted,discounted,unrestricted, and one-way fares
that require little advance reservation and have no cancellation or
transfer penalties. Council members should seek to use these fares in
order to maximize the benefits to the City.
6.2.1.2. Booking. This City is able to book air transportation through the
Contracted Travel Agent either online or through an agent via the
telephone. Council members should take every effort to use online
booking to reserve air travel to maximize cost savings for the City.
6.2.2. Discount Travel Sites. Council members may,with documentation of the
reasoning,use discount travel sites such as Expedia,Travelocity,Hotwire,
Orbitz, or Priceline.
6.2.3. Airline Direct Booking. Council members may,with documentation of the
reasoning,book air transportation directly with the air line. As this tends to
be the most expensive option,it should be the last option and have solid
documentation of the reason for the expense.
6.2.4. Cancelled/Missed Flights. Should a non-refundable flight need to be
cancelled for either City-related business or a medical or family emergency
beyond a Council member's control,the City,in so long as documentation
and approval are placed in the travel file, shall incur the cost of the air fare.
If the flight is cancelled or missed due to any neglect,mistake,or other fault
Citywide Travel Policy 6 I P a g e
of the registered Council member, the Council member shall bare the cost of
the ticket and all associated costs.
6.3. Rental Cars. The City will pay actual for rental vehicles when it is found to be an
economical and efficient means of transportation for an employee during travel.
Authorization for a rental vehicle must be obtained during the pre-authorization
process for the travel.
6.3.1. Contracted Travel Agent. Council members are strongly encouraged to
utilize the City's Contracted Travel Agent for rental vehicles during City
travel.
6.3.1.1. Contracted Rental Car Company. The City has a Contracted
Rental Car Company and the City's Contracted Travel Agent is
authorized to book against this agreement.
6.3.1.2. Booking. This City is able to book rental vehicles through the
Contracted Travel Agent either online or through an agent via the
telephone. Council members should take every effort to use online
booking to reserve air travel to maximize cost savings for the City.
7. LODGING
The City shall pay true actual cost, up to the GSA daily per diem rate
7.1. Receipts. A detailed receipt is required for any lodging incurred during an
employee's travel. For lodging expenses, the receipt must detail the following:
7.1.1. Name of the hotel
7.1.2. Address of the hotel
7.1.3. Name of the guest
7.1.4. Number of guests
7.1.5. Dates occupying the room
7.1.6. Room number
7.1.7. Total cost of the stay
7.1.8. Room rate
7.1.9. Lodging tax,and
7.1.10. Breakout of individual charges (room service, parking, etc).
7.2. Lodging Per Diem Allowance. Lodging expenses are paid by the City at actual
cost up to the specific GSA daily maximum allowable rate in effect at the time of
travel for the specific area or locality.
7.2.1. The GSA rates can be found at this link: GSA Domestic Per Diem Rates.
7.2.2. The City Council shall have the authority to approve lodging expenses over
the GSA daily maximum allowable rate when unusual conditions exist. The
cost overage shall require written documentation by the traveling Council
Citywide Travel Policy 71 Page
member detailing the reason for the higher expenditure. This documentation
must be included with the final travel reconciliation.
7.3. Conference/Training Official Hotel. If a Council member attends a conference
or training and stay at the official hotel where the conference or training is being
held, the City shall cover,within reason and with prior approval, all actual lodging
costs if the rate exceeds the GSA lodging per diem allowance for the city. If this
exception is granted, the Council member must book the cheapest available room or
personally pay the difference between the room they book and the room with the
lowest rate. This exception serves to save the City additional incidental costs such as
a rental car or other transportation fees.
7.4. Alternative Lodging. The intent of this section is to reimburse Council members
that use their personal travel trailer or motor home during official City travel and
should result in an economic benefit to the City. The daily maximum allowable
reimbursement rate for all alternative lodging shall be $25. It is intended that the
alternative lodging reimbursement rate apply for any overnight City travel.
8. MEALS
As a meal allowance during City related travel, Council members shall receive a daily per
diem equal to the GSA daily rate for the destination city.
8.1. Multiple Locations/Single Rate. The City shall use a single per diem threshold
rate for an entire day. If a Council member travels to more than one location in one
day, the per diem allowance shall be for the location in which the Council member
spends the night. On the final day of travel, the per diem threshold shall be for the
location in which the Council member stayed the last night.
8.2. U.S. General Services Administration Daily Rate (GSA). The daily meal per
diem shall be equal to the U.S. General Services Administration's (GSA) established
daily rates for the travel destination City.
8.2.1. The GSA rates can be found at this link: GSA Domestic Per Diem Rates.
8.3. Conference/Training Provided Meals. When meals are provided by the
conference/training and paid for through the Council member's registration, the
daily per diem shall be reduced for that particular meal. See Section 8.4 for a
breakdown of the meal percentages.
8.3.1. If the meal is an optional piece of the conference or training registration
process, the Council member shall have the choice to participate in the meal
or,instead, to receive the meal as part of the daily per diem.
8.4. Meal Allowance Breakdown. The City shall use the following meal breakdown:
8.4.1. Breakfast. Equals 25% of daily allowance.
8.4.2. Lunch. Equals 25% of daily allowance.
8.4.3. Dinner. Equals 50% of daily allowance.
Citywide Travel Policy 81 P a g e
8.5. Travel Day Meals. The City shall provide a percentage of the daily per diem on
travel days according to the following schedule (per IRS rules the City cannot pay
more than 75% of the maximum daily allowance during travel days):
Outbound (Leaving)
8.5.1. Prior to Noon—75%. When a Council member leaves on travel between
prior to Noon the Council member shall be entitled to 75% of the daily per
diem.
8.5.2. Between Noon and 7:00 p.m. —50%. When a Council member leaves on
travel between Noon and 7:00 p.m. the Council member shall be entitled to
50%of the daily per diem.
8.5.3. After 7:00 p.m. —0%. When a Council member leaves on travel after 7:00
p.m. the Council member shall not be entitled to any percentage of the daily
per diem for that day.
Inbound (Returning)
8.5.4. Prior to Noon—25%. When a Council member arrives home from travel
between prior to Noon the Council member shall be entitled to 25%of the
daily per diem.
8.5.5. Between Noon and 7:00 p.m. —50%. When a Council member arrives
home from travel between Noon and 7:00 p.m. the Council member shall be
entitled to 50%of the daily per diem.
8.5.6. After 7:00 p.m. —75%. When a Council member arrives home from travel
after 7:00 p.m. the Council member shall be entitled to 75 of the daily per
diem.
8.6. Allowance Paid to Council Member in Advance. Council member shall receive
their meal allowance prior to their departure. Reimbursement shall be in accordance
with the Accounts Payable check printing schedule and Council members are
responsible for ensuring their meal allowance check is received before departure.
8.7. Alcohol. At no point or under any circumstance shall the City pay any alcohol
expense incurred during a meal or travel. Any alcohol which is purchased by a
Council member must be paid for at the time by the Council member and must be
on a separate check.
9. PAYMENT METHODS
The City's preferred method of payment during City travel is a City Purchasing Card. Other
means of payment shall remain available but every effort must be taken to use a purchasing
card then at all possible.
9.1. Purchasing Cards. The City preferred mean of purchase during City travel. The
Purchasing Card is a City-issued MasterCard that can be used nearly anywhere
Citywide Travel Policy 9 I P a g e
MasterCard is accepted. Many employees,including Council members, have been
issued an individual Purchasing Card and it is this card that should be used by the
Council member during City travel. If a traveling Council member has not been
issued an individual Purchasing Card,Travel Cards are available for issuance during
travel. Follow the City's established procedures to utilize the Travel Cards.
9.2. City Check. Under a limited number of situations, a City-issued check may be used
to pay for a portion of the travel costs. A traveling Council member's meal
allowance per diem shall be processed in advance of travel under this method.
Council members shall follow the City's established procedures,which shall include
documenting the reasoning for a check rather than a Purchasing Card, to obtain a
travel-related check.
9.3. Council Member Reimbursement. Under rare circumstances,and with detailed
documentation, the City may directly reimburse a Council member for costs incurred
during travel.
10. PERSONAL EXPENSES
The City,with very limited exception, shall not pay for any personal expenses incurred
during City business travel.
10.1. Combining Personal Travel with City Business Travel. The City's policy for
business travel does allow for combining personal travel with business travel with
additional rules.
10.1.1. Personal Portion of Trip. If a Council member combines personal travel
with City business travel, the City will pay only the actual costs associated
with City business, any additional cost shall be incurred by the Council
member.
10.1.2. Airline Costs. When a Council member combines personal travel with City
business travel and airfare is required, the City shall pay no more than the
lowest cost of round-trip coach airfare for the days that the City business
would have required. Any additional cost due to an extended personal stay
shall be borne by the Council member.
10.2. Alcohol. See Section 8.7.
10.3. Entertainment Expenses. The City shall not pay,at any time, for any
entertainment expenses incurred by a Council member on official City business.
Entertainment expenses shall include, but not necessary be limited to,the following:
10.3.1. Movies,including in-room
10.3.2. Health Club/Gym Fees
10.3.3. Sporting Events
10.3.4. Golf(Including Conference-related Tournaments)
10.3.5. Spa Services
Citywide Travel Policy 10 I P a g e
Refer to Oregon Ethic Laws for further details on entertainment expenses.
10.4. Personal Grooming Items or Services. At no time, and for no reason, shall the
City pay for any personal grooming items or services during a Council member's
time on City business travel.
10.5. Personal Phone Calls. No personal phone calls while on travel shall be paid by the
City other than the following exception:
10.5.1. Personal telephone calls to immediate family members or significant others
to confirm the traveler's well-being while on overnight travel are allowed
under this policy. The Council member shall be allowed one phone call a day
while on travel for not more than ten (10) minutes. The City does encourage
the traveler to use a personal cell phone in lieu of this personal call allowance
when at all possible.
11. TRAVEL RECONCILIATION
Within five (5) business days of return from any City business travel a Council member must
submit to the FIS Department's Accounts Payable Office a completed and authorized Travel
Reconciliation Statement. The City shall develop guidelines to assist Council member
through the travel reconciliation process.
12. COMPLIANCE AUDITING
The City's FIS Department shall conduct routine review of a Department's travel records to
ensure compliance with all aspects of this Travel Policy. The FIS Department,working with
the City Manager's Office, may implement appropriate and progressive sanctions for
inappropriate use of City funds related to travel. All Council members must fully comply
with requests for records and documentation supporting any and all travel expenses.
LOCAL TRAVEL
13. LOCAL TRAVEL METHODS
13.1 Personal Vehicle. The City may authorize Council members to use their own
vehicles for City travel when it is in the benefit of the City. Use of a personal vehicle
during City travel must be authorized prior to a Council member utilizing their
personal vehicle for business purposes.
13.2 Insurance. Council members that use their private vehicle for City business are
required to have personal automobile liability insurance to provide the primary
coverage for any accidents involving that vehicle. Documentation of said coverage
must be on file with the City's Risk Management Office.
13.3 Vehicle Stipend. Council members'vehicle stipend shall cover any travel to and
from local meetings. There shall be no additional mileage reimbursement.
13.4 Non-City Employee Ride-Along. Per the City's Personnel Policy:
Citywide Travel Policy 11 1 P a g e
"Family members or other non-City employees shall not be transported in city
vehicles except as specifically authorized by the department director or consistent
with department policy or in cases in which the city vehicle is regularly assigned to
the employee as a provision of an employment contract"
As such, family member or other non-City employees may accompany a Council
member in a City-owned vehicle during City-related travel with the appropriate
approvals.
14. LocAL MEALS
Meals that do not include both overnight travel and a distance of more than fifty (50) miles
from Tigard City Hall shall be considered a local meal in accordance with IRS regulations
and are therefore taxable. Local meals should be part of a meeting involving outside agency
personnel or be part of a local training or conference event. The City shall allow such meals
for Council members with appropriate documentation and approval.
14.1 Reimbursement for Local Meal. Payment for a Local Meal shall be made through
employee reimbursement only due to the meals taxable status and no other payment
method shall be acceptable.
14.1.1 Receipts. A document detailing an expense incurred. To be valid,a receipt
for a meal must provide the name and address of the business,the date of
the purchase,an itemized description of the goods or service purchased,and
the amount of the purchase. Summary receipts shall not suffice as proper
documentation.
14.1.2 Local Meal Reimbursement Form. Reimbursements to Council members for
taxable meals shall be processed on a Local Meal Reimbursement Form and
submitted to Payroll no more frequently than monthly.
14.1.3 Alcohol. At no point or under any circumstance shall the City pay any
alcohol expense incurred during a local meal.
C i t y w i d e Travel Policy 12 I P a g e
AGENDA ITEM NO. 2-B CITIZEN COMMUNICATION DATE: November 26, 2013
(Please keep remarks to around 2-5 minutes. If a large number of citizens have signed in, the Mayor may ask
that testimony be kept to around 2 minutes.)
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:
Also,please spell your name as it sounds,if it will
help the presiding officer pronounce: I
Address `4
City
State Zip
Phone No.
Name:
Also,please spell your name as it sounds,if it will
help the presiding officer pronounce:
Address
City
State Zip
Phone No.
Name:
Also,please spell your name as it sounds,if it will
help the presiding officer pronounce:
Address
City
State Zip
Phone No.
CITIZEN COMMUNICATION
AIS-1549 3. A.
Business Meeting
Meeting Date: 11/26/2013
Length (in minutes): Consent Item
Agenda Title: Approve City Council Meeting Minutes
Submitted By: Cathy Wheatley, Administrative
Services
Item Type: Motion Requested Meeting Type: Consent
Agenda
Public Hearing: Publication Date:
-
Information
ISSUE
Approve City Council meeting minutes.
STAFF RECOMMENDATION / ACTION REQUEST
Approve minutes as submitted.
KEY FACTS AND INFORMATION SUMMARY
Attached council minutes are submitted for City Council approval. (Dates of meetings are
listed under "Attachments" below.)
OTHER ALTERNATIVES
N/A
COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS
N/A
DATES OF PREVIOUS COUNCIL CONSIDERATION
N/A
Attachments
August 20,2013 City Council Meeting Minutes
AI S-1531 3. B.
Business Meeting
Meeting Date: 11/26/2013
Length (in minutes): Consent Item
Agenda Title: Authorize the Mayor to Execute an Intergovernmental
Agreement with Metro for Downtown Mixed-Use
Development Projects CET Grant
Submitted By: Sean Farrelly,
Community
Development
Item Type: Motion Requested Meeting Type: Consent
Agenda
Public Hearing No
Newspaper Legal Ad Required?:
Public Hearing Publication
Date in Newspaper:
Information
ISSUE
Shall the council authorize the mayor to execute an intergovernmental agreement (IGA) with
Metro regarding the Construction Excise Tax (CET) funded Grant for Downtown
Mixed-Use Development Projects?
STAFF RECOMMENDATION / ACTION REQUEST
Authorize the mayor to execute the IGA.
KEY FACTS AND INFORMATION SUMMARY
In September, 2013, Tigard was awarded a $100,000 CET grant from Metro for Downtown
Tigard Mixed-Use Development Projects (one of two awarded to Tigard in the cycle).
The grant will be used to focus on two significant redevelopment opportunities in Tigard's
downtown urban renewal district. The project will be a partnership between the city's urban
renewal agency and a local developer, George Diamond Properties. The two opportunity sites
are the 3.26- acre Ash Avenue Public Works Yard and a separate downtown site to be
controlled by the developer.
The $100,000 grant will fund a number of pre-development tasks,with the CCDA and the
developer also contributing funding. Among the tasks are environmental investigations,
appraisals and surveys, market studies, conceptual design and cost estimates, potential
public/private funding strategies and draft development agreements. Any resulting
development agreements will be brought to Council/CCDA Board for review. The resulting
projects are expected to deliver the first significant new market-rate residential units in the
downtown.
Staff worked with Metro staff on developing Exhibit A to the IGA,which outlines the
milestones, deliverables, due dates, and grant disbursements. The IGA and Exhibit A have
been reviewed by the city's and Metro's attorneys.
OTHER ALTERNATIVES
The council could propose changes to the IGA.
COUNCIL OR CCDA GOALS, POLICIES, MASTER PLANS
City Center Urban Renewal Plan
DATES OF PREVIOUS CONSIDERATION
October 8, 2013 Study session
Fiscal Impact
Cost: 80,340
Budgeted (yes or no): yes
Where Budgeted (department/program): CCDA and Community Development
Additional Fiscal Notes:
$25,000 match for consulting services (CCDA Budget)
$55,340 in-kind match, (Community Development staff resources)
Attachments
IGA
a
AIS-1536 3. C.
Business Meeting
Meeting Date: 11/26/2013
Length (in minutes): Consent Item
Agenda Title: Waive Sign Permit Fees for Tigard Little League -
Resolution
Prepared For: Liz Lutz Submitted By: Liz Lutz,
Financial and
Information
Services
Item Type: Resolution Meeting Type: Consent
Agenda
Public Hearing No
Newspaper Legal Ad Required?:
Public Hearing Publication
Date in Newspaper:
Information
ISSUE
Does the Tigard City Council find benefit to the community of waiving the temporary sign
permit fees for Tigard Little League to hang two banners, outweigh the $224 financial
hardship to the city?
STAFF RECOMMENDATION / ACTION REQUEST
Consider Resolution waiving $224 of permit fees for Tigard Little League.
KEY FACTS AND INFORMATION SUMMARY
On October 17, 2013, Kelly Kelleher from Tigard Little League e-mailed the city to request a
waiver of permit fees charged to hang two banners (text of email attached). According to the
Master Fees and Charges Schedule, Temporary Sign Permits are $56 per sign and are good for
30 days. Kelly Kelleher is requesting the city waive fees for two signs for 60 days totaling $224
fee waiver. TMC 3.32.070 authorizes council to waive fees for non-profits. The text of the
TMC is as follows:
"3.32.070 Exemptions. The City Council is authorized to waive or exempt the fee or charge
imposed upon an application or for the use of city facilities and services, if a nonprofit
organization requests such a waiver in writing and the council determines that community
benefit from the proposed activity outweighs the financial burden on the city. The waiver or
exemption shall not excuse the nonprofit organization from compliance with other
requirements of this code."
Tigard Little League is a qualifying non-profit. They have made their request to waive fees in
writing. If council determines that the benefit to the community outweighs the loss of$224 in
permit fees, then council is authorized to waive the fees.
OTHER ALTERNATIVES
City Council could deny the request.
COUNCIL OR CCDA GOALS, POLICIES, MASTER PLANS
Tigard citizens are involved in the community and participate effectively.
DATES OF PREVIOUS CONSIDERATION
On March 19, 2013, the City Council passed Resolution 13-10 granting waiver for temporary
sign permits for Tigard Youth Football for $378.
Fiscal Impact
Cost: NA
Budgeted (yes or no): NA
Where Budgeted (department/program):NA
Additional Fiscal Notes:
Waiving the fees will reduce the General Fund revenues by $224.
Attachments
Resolution
letter
•
fr, 4LITTLL LFJGUr
October 17,2013
Dear Ms. Lutz,
I am contacting you in hopes of receiving a waiver from the City of Tigard for banner permits. Tigard
Little League is a non-profit organization that has served kids in Tigard ages 5-14 for over 50 years and
we are always looking for ways to keep expenses down so that we may offer the lowest registration fees
possible and spend money on fields,coach training and equipment instead.
We would like to put up two(2) banners announcing registration:
1. One banner would be placed on the Tigard High School fence at the intersection of Hall
Boulevard and Durham Road
2. One banner would be placed on the Fowler Middle School fence at the intersection of Tiedeman
Avenue and Walnut Street
We would like to display these banners from December 1st through January 19th(our final day of
registration).
Please let me know if you require any further information and thank you very much for considering our
request.
Sincerely,
Kim Kelleher
Tigard Little League President
AIS-1490 4,
Business Meeting
Meeting Date: 11/26/2013
Length (in minutes): 10 Minutes
Agenda Title: Otis Annexation
Prepared For: John Floyd, Community Development
Submitted By: John Floyd, Community Development
Item Type: Ordinance Meeting Type: Council
Public Hearing- Quasi Judicial Business
Mtg -
Study Sess.
Public Hearing: Yes Publication Date:
Information
ISSUE
Shall Council annex 0.94 acres of property located at 14031 SW Alpine Crest Way.
STAFF RECOMMENDATION / ACTION REQUEST
Staff recommends that City Council find that the proposed annexation (ZCA2013-00003)
meets all the approval criteria as identified in ORS Chapter 222, Metro Code Chapter 3.09,
Community Development Code Chapters 18.320 and 18.390, and the following
Comprehensive Plan Goals and Policies: Goal 1.1; Goals 11.1 and 11.3; and Goals 14.1 and
14.2. Therefore, staff recommends APPROVAL of ZCA2013-00001 by adoption of the
attached ordinance.
KEY FACTS AND INFORMATION SUMMARY
The subject parcel is approximately 0.94 acres in size, and is one of five parcels that form an
approximately 13.95 acre unincorporated island within the Bull Mountain neighborhood. The
property is located at the NW corner of the intersection of Alpine Crest Way and Wilmington
Lane. The site and surrounding vicinity are dominated by single family homes.
The subject parcel slopes downhill from a southwesterly to northeasterly direction, and
contains an existing single family home in the approximate center of the property. The home
was recently constructed and the applicant is proposing to annex in order to obtain access to
city sanitary sewer service.
The subject parcel adjoins the City Boundary along the western, southern, and southeastern
corners of the project site. The proposed annexation will help to rationalize the city boundary
in this area by reducing the size of the unincorporated island.
A public election is not required for a voluntary annexation of a single parcel. However, a
public hearing before the Tigard City Council is required. The purpose of the request is to
obtain urban services from the City needed to urbanize the area and provide housing and
employment opportunities as envisioned by Metro when the subject area was placed within
the Urban Growth Boundary.
Regarding the status of the island, the City (Public Works Department) has initiated the
application for annexation of the East Bull Mountain park property and nearby rights of way,
and this action is under review. Annexation of those parcels will be scheduled for January 14,
2014. Annexation of the entire island through either the double or triple majority process is
not possible at this time as two parcels in private ownership have indicated no interest in
annexation. Without interest or participation, the majority thresholds for a triple majority
annexation cannot be met (specifically the assessed value threshold).
OTHER ALTERNATIVES
COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS
The City Council's long-standing goal is to consider voluntary annexations and a 2012 goal
included developing a philosophy and approach to consider annexations, including islands.
DATES OF PREVIOUS COUNCIL CONSIDERATION
N/A
Attachments
Draft Ordinance
Exhibits A-C Legal Descriptions
Exhibit D-Staff Report
Otis Annexation and Parsons Annexation
November 26, 2013
Statement by City Attorney—Quasi-Judicial Hearing Procedures
A copy of the rules of procedure for today's hearing is available at the entrance. The staff report
on this hearing has been available for viewing and downloading on the City's website and a
paper copy of the staff report has been available in the Tigard Public Library for the last seven
days.
The Council's role in this hearing is to make a decision under existing laws. The Council cannot
change the law for the application now under consideration.
Any person may offer testimony. Please wait until you are asked to speak by the Mayor and try
to limit your remarks to the application standards for the application.
Members of the City Council will be asked whether they have any conflicts of interest. If a
Council member has an actual conflict, the Council member will not participate.
Council members must declare any contacts about this case with a member of the public.
Council members must also declare if they have independent knowledge of relevant facts, such
as from a visit to the site in question. A Council member who describes ex parte contacts or
independent information may still participate in the decision.
After the discussion of conflicts and ex parte contacts, any person may challenge the
participation of a Council member or rebut any statements made. The Council member in
question may respond to such a challenge.
Tonight, City staff will summarize the written staff report. Then the parties requesting the
application and those in favor of the proposal testify. Next witnesses who oppose the application
or who have questions or concerns testify. If there is opposition or if there are questions,the
proponents can respond to them. The Council members also may ask the staff and the witnesses
questions throughout the hearing until the record closes. After all testimony is taken, including
any rebuttal,the proponents can make a closing statement. After the record is closed,the City
Council will deliberate about what to do with the application. During deliberations, the City
Council may re-open the public portion of the hearing if necessary to receive additional evidence
before making a decision.
You must testify orally or in writing before the close of the public record to preserve your right
to appeal the Council's decision. You should raise an issue clearly enough so that Council
understands and can address the issue. Failure to do so precludes an appeal on that issue. Please
do not repeat testimony offered by yourself or earlier witnesses. If you agree with the statement
of an earlier witness,please just state that fact and add any additional points of your own.
Please refrain from disruptive demonstrations. Comments from the audience will not be part of
the record. The point is, come to the microphone to get your comments on the tape, otherwise,
they won't be preserved for appeal. (Continued on reverse.)
When you are called to testify,please come forward to the table. Please begin your testimony by
giving your name, spelling your last name, and give your full mailing address including zip code.
If you represent someone else, please say so. If you have any exhibits you want us to consider,
such as a copy of your testimony,photographs,petitions,or other documents or physical
evidence, at the close of your comments you must hand all new exhibits to the City Recorder
who will mark these exhibits as part of the record. The City staff will keep exhibits until appeal
opportunities expire, and then you can ask for their return.
I:\adm\cathy\cca\quasi judicial rules of procedure\rules of procedure-annexation is quasi judicial but not land use-otis and parsons
annexations.doc
AGENDA ITEM No. 4 Date: November 26, 2013
QUASI-JUDICIAL PUBLIC HEARING -
ZONE CHANGE ANNEXATION (ZCA)
2013-00003 - OTIS ANNEXATION
FILE NO.: ZONE CHANGE ANNEIATION (ZCA) 2013-00003
FILE TITLE: OTIS ANNEXATION
APPLICANT: Brian & Lorraine Otis OWNER: Brian & Lorraine Otis
REQUEST: A request to annex to the City of Tigard approximately 0.94 acres of property
LOCATION: 14031 SW Alpine Crest Way;Assessor map 2S109AB,Tax Lot 600
COUNTY ZONE: R-6 District (Residential 6 Units Per Acre). The purpose of the Washington
County R-6 District is to implement the policies of the Comprehensive Plan for areas designated for
residential development at no more than six (6) units per acre and no less than five (5) units per acre,
except as specified by Section 300-2 or Section 303-6. The intent of the R-6 District is to provide
the opportunity for more flexibility in development than is allowed in the R-5 District.
EQUIVALENT CITY ZONE: R-7: Medium-Density Residential District. The City of Tigard R-7
zoning district is designed to accommodate attached single-family homes, detached single-family
homes with or without accessory residential units, at a minimum lot size of 5,000 square feet, and
duplexes, at a minimum lot size of 10,000 square feet. Mobile home parks and subdivisions are also
permitted outright. Some civic and institutional uses are also permitted conditionally.
APPLICABLE REVIEW CRITERIA:The approval standards for annexations are described in
Community Development Code Chapters 18.320 and 18.390, Comprehensive Plan Goal 1, Goal 11,
Goal 12, and Goal 14; ORS Chapter 222; Metro Code Chapter 3.09.
Due to Time Constraints
City Council May Impose
A Time Limit on Testimony
1/AD,M/Cathy/CCSignup/QJPH131126 Otis
AGENDA ITEM No. 4 Date: November 26, 2013
PLEASE PRINT
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.
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.
Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No.
AIS-1523 5,
Business Meeting
Meeting Date: 11/26/2013
Length (in minutes): 10 Minutes
Agenda Title: Parsons Annexation
Prepared For: John Floyd, Community Development
Submitted By: John Floyd, Community Development
Item Type: Motion Requested Meeting Type: Council
Ordinance Business
Public Hearing - Quasi Judicial Meeting-
Main
Public Hearing: Yes Publication Date:
Information
ISSUE
Shall Council approve a petition to annex approximately 3.14 acres located at 14315 SW Bull
Mountain Road.
STAFF RECOMMENDATION / ACTION REQUEST
Staff recommends that City Council find that the proposed annexation (ZCA2013-00005)
meets all the approval criteria as identified in ORS Chapter 222, Metro Code Chapter 3.09,
Community Development Code Chapters 18.320 and 18.390, and the following
Comprehensive Plan Goals and Policies: Goal 1.1; Goals 11.1 and 11.3; and Goals 14.1 and
14.2. Therefore, staff recommends APPROVAL of ZCA2013-00005 by adoption of the
attached ordinance.
KEY FACTS AND INFORMATION SUMMARY
The subject parcel is approximately 3.14 acres in size and is located at the terminus of SW
153rd, approximately 350 feet north of the intersection of SW 153rd and Bull Mountain Road.
Single family dwellings on lots of varying size surround the subject parcel to the west, south,
and east. Cache Park Nature Area adjoins the subject parcel to the north.
The subject parcel slopes downhill towards the north and east, and contains an existing single
family home and accessory buildings on the southern half of the property. A helipad and
substantial parking area are also located on the property. The subject parcel adjoins the City
Boundary along the western, northern, and eastern sides of the project site.
A public election is not required for a voluntary annexation of a single parcel. However, a
public hearing before the Tigard City Council is required. The purpose of the request is to
obtain urban services from the City needed to urbanize the area and provide housing and
employment opportunities as envisioned by Metro when the subject area was placed within
the Urban Growth Boundary.
OTHER ALTERNATIVES
COUNCIL GOALS, POLICIES,APPROVED MASTER PLANS
DATES OF PREVIOUS COUNCIL CONSIDERATION
n/a
Attachments
Draft Ordinance
Exhibits A-C-Legal Descriptions
Exhibit D-Staff Report
AGENDA ITEM No. 5 Date: November 26, 2013
QUASI-JUDICIAL PUBLIC HEARING -
ZONE CHANGE ANNEXATION
(ZCA) 2013-00005 - PARSONS
ANNEXATION
FILE NO.: ZONE CHANGE ANNEXATION (ZCA) 2013-00005
FILE TITLE: PARSONS ANNEXATION
APPLICANT: Gregory A. Parsons OWNER: Gregory A. Parsons
REQUEST: A request to annex to the City of Tigard approximately 3.14 acres of property
LOCATION: 15315 SW Bull Mountain Road; Assessor map 2S108AB, Tax Lot 1100
COUNTY ZONE: R-6 District (Residential 6 Units Per Acre). The purpose of the Washington
County R-6 District is to impletnent the policies of the Comprehensive Plan for areas designated for
residential development at no more than six (6) units per acre and no less than five (5) units per acre,
except as specified by Section 300-2 or Section 303-6. The intent of the R-6 District is to provide
the opportunity for more flexibility in development than is allowed in the R-5 District.
EQUIVALENT CITY ZONE: R-7: Medium-Density Residential District. The City of Tigard R-7
zoning district is designed to accommodate attached single-family homes, detached single-family
homes with or without accessory residential units, at a minimum lot size of 5,000 square feet, and
duplexes, at a minimum lot size of 10,000 square feet. Mobile home parks and subdivisions are also
permitted outright. Some civic and institutional uses are also permitted conditionally.
APPLICABLE REVIEW CRITERIA: The approval standards for annexations are described in
Community Development Code Chapters 18.320 and 18.390, Comprehensive Plan Goal 1, Goal 11,
Goal 12, and Goal 14; ORS Chapter 222; Metro Code Chapter 3.09.
Due to Time Constraints
City Council May Impose
A Time Limit on Testimony
V:Er:ons
AGENDA ITEM No. 5 Date: November 26, 2013
PLEASE PRINT
Proponent—(Speaking In Favor) Opponent—(Speaking.Avinst) Neutral
Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No.
Name,.Address&Phone N 0. 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. Name,Address&Phone No. Name,Address&Phone No.
Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No.
AIS-1494 6,
Business Meeting
Meeting Date: 11/26/2013
Length (in minutes): 45 Minutes
Agenda Title: TriMet Southwest Service Enhancement Plan Presentation
Submitted By: Judith Gray, Community
Development
Item Type: Receive and File Meeting Type: Council
Business
Meeting -
Main
Public Hearing: No Publication Date:
Information
ISSUE
Council will hear a presentation by TriMet regarding the Southwest Service Enhancement
Plan.
STAFF RECOMMENDATION / ACTION REQUEST
N/A
KEY FACTS AND INFORMATION SUMMARY
Phase 1 of the Southwest Corridor Plan directs TriMet to develop a plan for near term
improvements to transit service throughout the corridor. This effort is called the Southwest
Service Enhancement Plan.
TriMet and the Southwest Corridor Plan team had an official "launch" of the Service
Enhancement Plan on Wednesday November 6 at a Community Planning Forum held in
Tigard. A TriMet representative will be here to give an overview and update to Council.
OTHER ALTERNATIVES
N/A
COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS
The Tigard Transportation System Plan includes the following relevant goals:
Goal 3: Provide an accessible, multi-modal transportation system that meets the mobility
needs of the community.
Goal 5: Coordinate planning, development, operation and maintenance of the transportation
system with appropriate agencies.
DATES OF PREVIOUS COUNCIL CONSIDERATION
None.
Attachments
No file(r)attached.
SUPPLEMENTAL PACKET
FOR A/w.
(DATE OF MEETING)
�4 enW /-f'h-r / c 6
Torn Mills 503 962 4883
millst @trimet.org
Senior Planner
Planning&Policy Development
Public Affairs
1800 SW 1st Avenue,Suite 300
Portland,Oregon 97701•trimet org
--�5-0 n d Gl
///, (, 1/3
Fall 2013 __
il' ft'
GREAT PLACES '` '
W I 7-r*
1
TriMet's Southwest Service Enhancement Plan
This effort began with local ` u
land use plans to identify In July 2013,the Southwest Corridor Plan Steering roa
actions that support vibrant ( &a
Committee issued a recommendation for shared investments �.� * Q:°
communities.Building in the region's Southwest communities,which identified ��,
on the local plans,the improved transit service as a top priority.As a result,TriMet is eeJ
Southwest Corridor Plan taking a fresh look at possible improvements to transit service
examines high capacity and access in Southwest Portland,Tigard,Tualatin,King City, A eAc
transit alternatives
Sherwood,Durham,Lake Oswego and West Linn. $-
and potential roadway, ` a
bicycle and pedestrian This Southwest Service Enhancement Plan will accomplish a�
improvements. two things: at I \`_-
This plan identifies actions • address the demand for improved transit service yc a 44e
and investments that connecting Southwest communities to jobs and
support key elements educational opportunities across the region
of a successful region, • support the land use plans developed by jurisdictions in
things such as healthy the Southwest Corridor Plan study area.
communities,economic
prosperity,transportation
For the Southwest Service Enhancement Plan process,TriMet and its community partners will:
choices,clean air and water, • review plans for residential and commercial growth
and equity. • consider infrastructure improvements
• understand demographic changes and equity needs
PARTNERS
City of Beaverton • hold a series of conversations with jurisdictions,employers,neighborhoods and community
City of Durhpm groups.
City of King City
City of Lake Oswego Additional opportunities to provide input will occur at outreach meetings and via online
City of Portland channels.
City of Sherwood
City of Tigard In short,TriMet will work with communities to understand recent and planned changes,creating
City of Tualatin
Multnomah County a long-term vision for transit service to support needs today and into the future.
Washington County
ODOT The Southwest Service Enhancement Plan will inform TriMet's Transit Investment Plan.The
TriMet project will identify both near-and long-term bus service enhancements,as well as opportunities
Metro to partner with ongoing efforts by jurisdictions and the private sector to improve access to transit,
including walking and biking.
CONNECT
www.swcorridorplan.org While TriMet will identify near-term,low-cost enhancements to put in place soon,full
implementation of the plan will occur incrementally as TriMet's revenues allow.
swcorridorplan.blog.com
/SWCorridor
.1,@SWCorridor
trans @oregonmetro.gov
503-813-7535 *Connections to Hillsboro and Beaverton were primarily addressed under TriMet's Westside Service
Enhancement Plan.
*Though not explicitly part of the steering committee recommendation,TriMet is including connections to West
Linn and Wilsonville as part of the Southwest Service Enhancement Plan.
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Presentation to the Tigard City Council
November 26, 2013
TRI 41MET
Southwest Service Enhancement Plan
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for making transit better
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TriMet Service Enhancement Plan Boundaries
• Includes
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Public Outreach & Research Existing Plans Collect & Map Data
Fall 2013 — Winter 2014 Fall 2013
Determine & Share Common Themes — Winter 2014
Draft Transit Service Vision & Partnership Opportunities — Late Spring/Early Summer 2014
Gather Feedback — Summer/Fall 2014
Refine & Finalize Transit Service Vision — Winter 2014/15
TRI ® MET
Tigard Community Planning Forum
Nov. 6, 2013 Meeting
• 40+ attendees
• Charette exercise
• Common suggestions:
o Progress Ridge to Downtown Tigard
o King City to Bridgeport _,
o Sherwood to Tualatin
o Downtown Tigard to Kruse Way
o Frequent Service to King City
Upcoming Community Meetings
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• 1/15/14 — West Linn ' ik = •
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TriMet Service, Pre-Westside Service Enhancemnt Plan
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AIS-1550 7.
Business Meeting
Meeting Date: 11/26/2013
Length (in minutes): 30 Minutes
Agenda Title: Regional Transportation Planning Update
Prepared For: Judith Gray, Community Development
Submitted By: Carol Krager, City Management
Item Type: Receive and File Meeting Type: Council
Workshop
Mtg.
Public Hearing: No Publication Date:
Information
ISSUE
Council will hear an update of regional and county transportation planning and policy
• activities affecting Tigard.
STAFF RECOMMENDATION / ACTION REQUEST
n/a
KEY FACTS AND INFORMATION SUMMARY
Staff will provide Council with a brief overview of several regional and county transportation
planning activities underway now. These efforts include the Regional Transportation Plan
Update and the Washington County Transportation Plan Update, among others.
These activities affect Tigard in several ways related to transportation policies and funding.
They may also influence and inform Tigard's planning efforts in River Terrace, the Tigard
Triangle, and Southwest Corridor. In some cases, Council may be briefed on these and/or
asked to take a position at other county and regional meetings, such as WCCC, MPAC, and
JPACT.
OTHER ALTERNATIVES
n/a
COUNCIL GOALS, POLICIES,APPROVED MASTER PLANS
Goal 5 of the Tigard Transportation System Plan. Interagency Coordination: Coordinate
planning, development, operation and maintenance of the transportation system with
appropriate agencies.
DATES OF PREVIOUS COUNCIL CONSIDERATION
N.1
Attachments
PowerPoint
•
I
- C i t y o f Tigard acipetisTkome F ctotbeltiosThhe i Gei k nese
, ..;i.e Nye ,: a' 4«
Regional & County
Transportation
Update
November 19,2013
III 6
T IGARD
IIIIIIIIIIIIIIIIIIIII
City of Tigard
Coordination Framework
• Metro
/ J PACT/ TPAC
/ M PAC / MTAC
• Washington County
/ WCCC / WCCC TAC
City of Tigard
STIP
• Southwest Corridor partnership
Commercial Street sidewalk
/ Pacific Highway sidewalk infill
• $1 million, FY 16-18
City ofTigard
STIP
if,
0 . g s
Ilit /1417%
' --1,-.. 7, . - 4ir 7 %.,,„;
AO , ..,. r's, ife:.:4A.,• '' - * t i4 ... v. F44.,
City of Tigard
STIP
err d.. , s, '
rti_ , /'t.� 4 Pti i -a.•
;tl i,_ .-s
City of Tigard
RFFA
• Fanno Creek Trail
4 segments
• $3.7 million, FY 16-18
City of Tigard
RFFA .n,.« <,F
11/4 liar:01
•
l Ma Aft«7Wm.)
11..M4 T.MIM M�.M .L i ' k �i! �i .
A h • A
�
'� t ..
City of Tigard
y
RFFA :it;.
r
•
r4
City of Tigard
impo„
Metro
• Regional Transportation Plan (RTP)
/ Update from 2010
/ Adoption by September 2014
Required for Federal funding
• Tigard Interests
/ Funding eligibility
TSP coordination
City of Tigard
Metro
• Active Transportation Plan (ATP)
► Element of the RTP
► Coordination & continuity of system
Design guidelines
• Tigard Interests
Funding implications
► Priority projects
City of Tigard
Metro
• Climate Smart Communities
► State mandate (JTA of 2009)
► Target: 20% emissions reduction by 2035
► Adoption by Metro by December 2014
• Tigard Interests
► Potential transportation & land use
priorities and policies
City of Tigard -
Washington County
• Transportation System Plan (TSP)
2040 forecast
► Update of projects & policies
• Tigard interests
► Projects on county roads
► Road jurisdiction, current & future
/ River Terrace coordination
City ofTigard
Washington County
• Alternative Performance Measures
/ Parallel but separate from TSP
Could include other modes;
economic development; safety
• Tigard interests
/ Local experience
1 Possible Tigard or SW Corridor
application
City ofTigard
Washington County
• "Westside Transportation Study"
/ Funds allocated in 2013 leg session
1 Scope is unclear/in development
• Tigard Interests
/ Tracking, coordination
/ Resources
City of Tigard
Southwest Corridor Plan
• On-going partnerships
• Coordinating with Triangle planning
• Integrating into RTP and ATP
• Potential alternative performance
measures for Pacific Highway
City of Tigard
Southwest Corridor Plan
• TriMet Service Enhancement Plan
• Refined HCT alignments
DI,
t
City of Tigard
Discussion
. '4-n /A-
AIS-1488 / "m was s
Business Meeting D(lc�°G✓ �U 'fh�
Meeting Date: 11/26/2013 °I‘2 /I )U/3 ) 7 74i/7d
Length (in minutes): 10 Minutes
Agenda Title: Consider Authorizing the City Manager to Execute an Easement
Related to the Potso Dog Park Parking Lot Project
Prepared For: Kim McMillan, Public Works Submitted By: Greer
Gaston,
Public
Works
Item Type: Motion Requested Meeting Type: Council
Business
Meeting -
Main
Public Hearing: No Publication Date:
Information
ISSUE
Shall the council authorize the city manager to execute an electrical line easement related to
the Potso Dog Park parking lot project? -
STAFF RECOMMENDATION / ACTION REQUEST
Staff recommends the council authorizes the city manager to sign the easement.
KEY FACTS AND INFORMATION SUMMARY
Potso Dog Park is located on a two-acre lot adjacent to Wall Street, south of Hunziker Street,
behind Charter Mechanical (formerly COE Manufacturing). The City of Tigard leased the
park property from COE Manufacturing for several years before purchasing it in 2011. Funds
for the property purchase came from the $17 million park and open space bond measure
passed by voters in 2010.
The city proceeded to apply for a land use approval to bring the park up to current standards.
The adjacent gravel parking area was acceptable at that time, but staff knew that a future phase
of the work would be to construct a formal paved parking lot. At present, the onsite park
improvements have been completed and now it is timely to complete the formal parking lot.
Paving the parking lot requires a "minor modification" of the previous land use approval,
which was issued on October 28, 2013.
There is an existing PGE utility pole located within the parking lot area. The reconfiguration
of the parking lot and drive aisle necessitates the installation of another pole and new guy wire
location. Since the pole and associated power lines lie outside of the public right of way, PGE
has requested the city grant an easement in order to allow for access to the pole and
associated power lines for maintenance.
OTHER ALTERNATIVES
The council could elect not to authorize the easement and could direct staff to take some
other course of action.
COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS
None
DATES OF PREVIOUS COUNCIL CONSIDERATION
This is the first time this easement has come before the council.
Attachments
Potso Electrical Easement
Potso Exhibit
After recording return to:
Portland General Electric Company
Attn:Property Services
121 SW Salmon St,3WTCBR07
Portland,OR 97204
Grantor's Address:
The City of Tigard
13125 SW Hall Blvd
Tigard, OR 97223
ELECTRIC LINE EASEMENT
For good and valuable consideration,the receipt and sufficiency of which is hereby acknowledged,The City of
Tigard,a political subdivision of the State of Oregon("Grantor")hereby conveys to PORTLAND GENERAL
ELECTRIC COMPANY("PGE"),an Oregon corporation,a perpetual easement over,under,upon and across the
following described property(the"Property"),situated in Washington County,State of Oregon,being a strip of
land Five(5)feet in width,extending two and a half(2.5)feet on each side of a center line,more particularly
described as follows:
To be installed as shown on that certain tract of land recorded on March 28th,2011 as Document No.201 1-023482,
which is located in Section 01,Township 02S,Range 01W,Willamette Meridian. Reference Parcel Number:
2SIOICA 00500
Beginning at a point on the Southwesterly boundary of Parcel 2,Partition Plat 2007-064;said point bears
North 41°53'46"West 74.08 feet from the most Southerly corner of said Parcel 2;thence along said
centerline North 56°47'45'East 65.34 feet to the terminus of said centerline.
The above-described centerline is shown on P.G.E. Drawing P-10986,attached hereto,which by
reference thereto is made a part hereof.
TERMS,CONDITIONS,AND COVENANTS
I. PGE shall have the non-exclusive right to enter upon the Property and to erect,maintain,repair,rebuild,
operate and patrol electric power lines and signal or communication lines,and all uses directly or indirectly
necessary thereto. Such uses shall include the erection of poles,wires,cables,guys,supports and appurtenances and
the protection thereof from fire and other hazards.
2. The consideration acknowledged herein is accepted by the Grantor as full compensation for all damages
incidental to this easement,including,but not limited to the value of all growing crops,brush,timber,or structures
on the Property damaged or removed during any installation,repairs or reconstruction.
3. Grantor shall have the right to use the Property for all purposes not inconsistent with the uses and purposes
of this easement,except Grantor shall not build or erect any structure or improvement upon,over or under the
Property,except driveway or a fence not to exceed 6 feet in height,without the prior written consent of PGE,nor
shall Grantor allow any encroachments which could interfere with or compromise PGE's ability to exercise its rights
under this easement. In the event any such encroachment occurs,Grantor shall have no right to claim additional
compensation based upon the removal or damage to the source of the encroachment.
4. The Grantor warrants that it holds fee title to the Property and that PGE may peaceably enjoy the rights and
benefits of this easement.
5. As used herein,the singular shall include the plural and vice versa.
6. This easement inures to the benefit of and binds the parties hereto,their heirs,devisees,administrators,
executors,successors and assigns.
IN WITNESS WHEREOF,the Grantor has executed this easement this day of ,2013.
Grantor: The City of Tigard,a political subdivision of the
State of Oregon
By:
Printed Name:
Title:
REPRESENTATIVE ACKNOWLEDGEMENT
State of )
ss_
County of )
On the _day of ,2013,the above-named
an authorized agent for personally appeared before me and
acknowledged the foregoing instrument to be their voluntary act and deed.
Notary Public for Oregon
My Commission Expires:
PGE J013#:732890
•
n SOO
CITY OF 11GARD
TRACT A
PARTITION PLAT
2007- 064 /
PARCEL 2 '
POE GUY STUB 417
w/ANC.\
PGE POLE NO, 6252 W/ANC. /4.
■
TANGENT TABLE
NUMBER DISTANCE BEARING
T 1 74, 011' N 41.53'46' M
T2 65 34' N 56'47'45' E
r,
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Portland, Oregon
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ENGINEERING DIVISION POT S0 DOG PARK MUNI
B PUBLIC WORKS DEPARTMENT
i—'
•..,,,,J3125 S.W. HALL 7223 PARKING LOT
WARD, OREGON 97223
r VOICE: 503-639-4171
FAX: 503-62 -0752 ELECTRICAL EASEMENT LOCATION P97 NO
TIGARD www.ncARO-OR.cov
97021