02/18/2009 - Packet City of Tigard
w
Committee for Citizen Involvement — Agenda
MEETING DATE: Wednesday, February 18, 2009, 7:00-8:30 p.m.
MEETING LOCATION: Tigard Library, Second Floor Conference Room (Located on east side of building)
13500 SW Hall Blvd.,Tigard, OR 97223
1. (Info) Welcome and Introductions 7:00-7:05 PM
2. (Action) Approval of January Minutes 7:05-7:10
3. (Discussion) Neighborhood Networks: Open House Recap 7:10-7:15
/Liz Newton/
4. (Action) Neighborhood Networks: 7:15-7:30
• Confirm Steering Committee Members
• Boundary Change
• Enhancement Grant Program
/Liz Newton/
5. (Discussion) Shining Stars Banquet— Citizenship Award 7:30-7:45
/Liz Newton and Marissa Daniels/
6. (Discussion) Street Maintenance Fee Increase—Public Involvement 7:45-8:05
/Gus Duenas/
7. (Action) Capital Improvement Program Public Involvement Plan 8:05-8:20
/Carissa Collins/
8. (Action) Approval of 2009 Goals 8:20-8:25
/Marissa Daniels/
9. (Info) Other Business/Announcements/Next Agenda 8:25-8:30
Next meeting:
• Wednesday, March 18, 2009, Library Second Floor Conference Room
COMMITTEE FOR CITIZEN INVOLVEMENT AGENDA— February 18, 2009
City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 1 503-639-4171 1 www.tigard-or.gov I Page 1 of 1
City of Tigard
Memorandum
To: Committee for Citizen Involvement
From: Marissa Daniels,Assistant Planner
Re: February Agenda
Date: February 10, 2009
WELCOME AND INTRODUCTIONS
This is an opportunity to introduce any new staff members or members of the community to the
Committee.
APPROVAL OF JANUARY MINUTES
The Committee bylaws state that the Committee will conduct their meetings according to Roberts
Rules of Order. Because the minutes (Attachment 1) are forwarded to City Council, an official
motion is requested.
Motion Suggestion:
Committee member: I move that...
a) we approve the January meeting minutes as presented.
b) (If emendations are suggested) we approve the January
meeting minutes as amended.
Committee member: Seconds the motion
Basil: It has been moved and seconded that...
a) we approve the January meeting minutes as presented.
b) we approve the January meeting minutes as amended.
Is there any discussion?
All those in favor, say Aye.
All those opposed, say No.
All those abstaining, say Yes.
Committee: Votes
*Please remember that if you were absent from the previous meeting
you should abstain from voting on the minutes.
Basil: The motion is carried/lost.
s
NEIGHBORHOOD NETWORKS: OPEN HOUSE RECAP
The Annual Neighborhood Network Open House was held February 7, 2009. Liz and Joanne will
be present to discuss open house details.
NEIGHBORHOOD NETWORKS:
• CONFIRM STEERING COMMITTEE MEMBERS
Liz received one additional application (Attachment 2) from a resident interested in serving on the
Neighborhood Network steering committees. She may have additional applications at the meeting.
The CCI is responsible for confirming, not approving, steering committee membership.
• BOUNDARY CHANGE
In January, Basil suggested eliminating Area 5 from the Neighborhood Networks map. Staff would
like more direction on how to proceed.
• ENHANCEMENT GRANT PROGRAM
In January, the Committee voted to move to a modified funding structure for the neighborhood
program. Attachment 3 is a draft of materials for the modified grant program.
SHINING STARS BANQUET— CITIZENSHIP AWARD
At the annual joint meeting between City Council and CCI, Council asked the Committee to
consider the formation of a good citizenship award program. Council would like to have this award
presented at the Tigard Chamber's annual Shining Stars Banquet. Attachment 4 is a draft flyer and
nomination form for such a program. The Chamber's banquet is held in April, so there is a tight
timeline to get these materials out to the public.
STREET MAINTENANCE FEE INCREASE—PUBLIC INVOLVEMENT
The Street Maintenance Fee recommended by a citizen task force and established by Ordinance No.
3-10 with collections beginning April 2004 has provided a stable source of revenue to maintain City
streets. Attachment 5 is a background and information sheet about the Street Maintenance Fee. An
updated review of the City's street network reveals that the annual revenue generated by the existing
fees is no longer sufficient to adequately maintain the City streets. Timely maintenance extends
pavement life significantly and provides safer roads. Deferring maintenance on streets increases
costs from 4 to 10 times more in the long run.
A significant increase in the annual revenue from the original $800,000 target to $2,200,000 is
needed to ensure timely maintenance of the City streets (Attachment 6). Much of this increase is
required because of the steep rise in the price of asphalt. However, the new funding target does
include a comprehensive preventative maintenance approach to keep good streets good and
gradually improve the overall network condition over the long term. This ensures that the City can
continue to maintain the streets in a perpetual maintenance cycle that includes a full range of
treatments ranging from light street seals to pavement overlays and minimizes highly expensive
reconstruction of existing streets.
2
CAPITAL IMPROVEMENT PROGRAM PUBLIC INVOLVEMENT PLAN
What is a Capital Improvement Project?
A capital improvement project is defined as any public facility project that improves or adds value
to Tigard's infrastructure; costs $50,000 or more; and has a useful life or extends the useful life of a
facility for 5 years or more. Examples of capital improvement projects include land/right-of-way
purchases, building renovations,park development or improvement of parks facilities; construction
of streets and sidewalks; rehabilitation and construction of sanitary sewer, storm, and water systems.
What is the process?
The Capital Improvement Plan (CIP) consists of prioritized public facility projects beginning with
the current year and projected for four additional years. The CIP is updated every year through a
process that is separate but parallel to the development of the City budget.
The annual CIP is updated and coordinated by the City CIP Management Team that engages all
City departments to identify needed public projects. Not all capital projects within the CIP can be
funded due to limited budgets. Instead, money is allocated to projects that are considered high
priority or have available grant funding.
How can the public get involved?
The public may formally be involved in CIP development/update by providing comments at
Planning Commission review meetings and public hearings held in February and March. The public
may also provide input at Budget Committee and City Council review meetings and hearings held in
May/June.
Public Involvement Plan Review Reminders:
*What is the law?
Statewide Planning Goal 1 is, "To develop a citizen involvement program that ensures the
opportunity for citizens to be involved in all phases of the planning process." Goal 1 requires the
local citizen involvement program"clearly define procedures by which the general public will be
involved in the ongoing land use process."These actions include methods to involve citizens in land
use issues;promoting successful two-way communication and feedback between the City and its
citizens; means by which citizens may affect outcomes; clarity and availability of technical
information;and financial support and other resources for citizen involvement efforts.
*What are Tigard's Citizen Involvement Policies and Requirements?
Tigard complies with the state's citizen involvement requirements as they relate to the City's land use
program activities. Specific requirements relating to citizen involvement are included in the
Development Code.These requirements relate to application,notice, and hearing procedures for
quasi-judicial and legislative land use matters (Comprehensive Plan Amendments,Annexations,
Zoning Map amendments, etc.) to ensure citizens are informed and can participate.
The Comprehensive Plan contains the City's Citizen Involvement Goals and Policies. The two goals
are included below:
Goal 1.1 Provide citizens and affected agencies, and other jurisdictions the opportunity to
participate in all phases of the planning process.
Goal 1.2 Ensure all citizens have access to:
a. Opportunities to communicate directly to the City; and
b. Information on issues in an understandable form.
3
*What is the Committee's role?
The overall role of the Committee for Citizen Involvement is included in the Comprehensive Plan,
Policy 1. This policy states:
Policy 1 The City shall maintain a Committee for Citizen Involvement representative of a broad
cross-section of the community to:
a. Make recommendations to the City regarding ways to engage the public in City
issues,projects, and the land use process;
b. Help implement and develop a public information and citizen involvement
program applicable to a wide range of issues; and
C. Support the enhancement of Tigard's overall level and quality if civic engagement
by promoting meaningful citizen involvement in city government.
*What does this mean for the CIP Public Involvement plan?
This is your opportunity to make recommendations about the way we plan to engage the public,
help us implement a specific citizen involvement program, and promote meaningful citizen
involvement for the CIP process. City staff is looking to you to review our plans for the next year
regarding citizen involvement in the creation of the Capital Improvement Plan (Attachment 7). In
your opinion,are we meeting the Comprehensive Plan Citizen Involvement Goals and Policies?
Specific questions to ask may include: (Based on Comp Plan policies)
■ Is the role of citizens defined and publicized for each phase of the planning process?
■ Are the opportunities for citizen involvement planned for in the Communication Plan
appropriate to the scale of the planning effort and do they involve a broad cross-section of the
community?
■ Will pertinent information be readily accessible to the community?
■ Are the communication methods planned for in the Communication Plan appropriate for this
project?
■ Is the City planning to seek citizen information and input through collaboration with
community organizations,interest groups, and individuals in addition to City sponsored
boards and committees?
Please note, at the end of the process staff will bring back a citizen involvement report so that you
can evaluate the effectiveness of the methods used.
An official motion about the CIP Public Involvement Plan is requested.
Motion Suggestion:
Committee member: I move that...
c) we approve the CIP Communication Plan as presented.
d) (If emendations are suggested) we approve the CIP
Communication Plan as amended.
Committee member: Seconds the motion
Basil: It has been moved and seconded that...
c) we approve the CIP Communication Plan as presented.
d) we approve the CIP Communication Plan as amended.
Is there any discussion?
All those in favor, say Aye.
All those opposed, say No.
All those abstaining, say Yes.
4
Committee: Votes
*Please remember that if you were absent from the previous meeting
you should abstain from voting on the minutes.
Basil: The motion is carried/lost.
APPROVAL OF 2009 GOALS
The CCI discussed 2009 goals at the January 21, 2009 meeting. After discussion, the goals were
amended to read:
1. Improve Citywide Citizen Involvement
a. Outreach to underrepresented groups
b. Respond to Council ad hoc requests
c. Evaluate public involvement plans
d. Coordinate with CPO program
e. Reach out to Tigard business community
2. Develop an active steering committee in each Neighborhood Network Area
a. Neighborhood Network application review
3. Develop an outline to implement a Tigard Civic Leadership Academy
a. Present to City Council
4. Recognize Good Citizenship
a. Tigard Chamber Shining Stars Banquet
An official motion is requested approving the Committee for Citizen Involvement's 2009 goals.
Motion Suggestion:
Committee member: I move that...
e) we approve the 2009 goals as presented.
(If emendations are suggested) we approve the 2009 goals as
amended.
Committee member: Seconds the motion
Basil: It has been moved and seconded that...
e) we approve the 2009 goals as presented.
� we approve the 2009 goals as amended.
Is there any discussion?
All those in favor, say Aye.
All those opposed, say No.
All those abstaining, say yes.
Committee: Votes
*Please remember that if you were absent from the previous meeting
you should abstain from voting on the minutes.
Basil: The motion is carried/lost.
5
OTHER BUSINESS/ANNOUNCEMENTS/NEXT AGENDA
This is an opportunity to discuss any issues which arise that are not on the Agenda. Topics may
include:
Other Business
■ Thank you to everyone who attended the Open House.
■ New CCI Roster
Announcements
■ Everyone will be receiving a new CCI binder
Next Agenda
■ Development Code Changes
■ Hwy 99W Public Involvement Plan
■ Urban Forestry Master Plan Citizen Involvement Update
■ Comprehensive Plan Final Citizen Involvement Report
ATTACHMENTS:
ATTACHMENT 1: MEETING MINUTES,January 21, 2009
ATTACHMENT 2: Neighborhood Network Steering Committee Application
ATTACHMENT 3: Neighborhood Network Grant Program Application
ATTACHMENT 4: Citizenship Award Materials
ATTACHMENT 5: Street Maintenance Fee Background and Information
ATTACHMENT 6: Street Maintenance Fee PowerPoint Presentation
ATTACHMENT 7: CIP Public Involvement Plan
6
CITY OF TIGARD
COMMITTEE FOR CITIZEN INVOLVEMENT
Meeting Minutes
January 21, 2009
1. CALL TO ORDER
Committee Chair Basil Christopher called the meeting to order at 7:05 PM. The meeting was
held in the Tigard Public Library, second floor conference room, at 13500 SW Hall Blvd.
2. ROLL CALL
Members Present: Chairman Basil Christopher,Bev Froude, Gary Jelinek,Patricia Anda, Sue
Carver
Members Absent: Alma Islas, Rex Caffall,Myrna Boyce,Anastasia Adrian
Staff Present: Liz Newton,Assistant City Manager;Marissa Daniels,Assistant Planner; Joanne
Bengtson,Executive Assistant to the City Manager&Mayor
Citizens Present:John Harris,Alexander Craghead, Connie Ramaekers
3. WELCOME AND INTRODUCTIONS
Chair Basil Christopher asked everyone to go around the table and introduce themselves.
Besides Committee and City staff members,John Harris,Alexander Craghead, and Connie
Ramaekers introduced themselves to the Committee.John and Connie will officially begin their
terms as Committee members in February. Alexander Craghead will be working as an intern
on public involvement for Hwy 99W projects.
4. APPROVAL OF MINUTES
There was a motion by Basil, seconded by Gary, to approve the November 19, 2008 meeting
minutes as presented. The motion carried as follows:
AYES: Christopher,Froude,Jelinek
NAYS: None
ABSTENTIONS:Anda, Carver
EXCUSED: Islas, Caffall,Boyce,Adriano
CCI MEETING MINUTES—January 21,2009—Page 1
I:IRPLN\Ma6ssa\CCU009\01-09\1-21-09 Meetng Minutes CCI.docx
5. NEIGHBORHOOD NETWORK OPEN HOUSE
Liz began with the Neighborhood Network Open House to be held February 7, 2009 in the
Tigard Library Community Room.This year,the focus of the open house will be on
encouraging residents to sign up for steering committees.
All thirteen websites will be displayed at the open house. The final volunteer web administrator
(Area 2),Liz reported,will be coming in for training on the 28th of this month.This person has
committed to having a website up by the date of the open house.
Joanne gave a rundown of the City programs that will be represented at the open house:
• CERT—City Emergency Management Coordinator,Mike Lueck, and volunteers will be
present to answer any questions about CERT or 72-hour preparedness.
• Dispute Resolution Center—Center staff may attend all or part of the open house and
resources will be available about the resources the Center provides.
• Capital Improvement Plan (CIP) —Community Development staff will be available to
answer questions and receive comments about the City's five-year plan for capital
improvements.
• Tigard Police Department—Public Information Officer,Jim Wolf,will be available to
answer questions and pass out information about the National Night Out and
Neighborhood Watch programs.
• Tigard Trails Plan—Duane Roberts will send information about the Plan.
• Land Use Planning—Staff will provide information about upcoming projects.
• WES—TriMet will provide materials to hand out at the open house focused on safety.
• Neighborhood Network Map—Like last year, a map will be available near the front of
the room for residents to mark where they live.
Basil asked if Joanne was able to get CD's or DVD's about WES.Joanne reported that the
CD's and DVD's were handed out heavily through the school district. She was able to get
safety materials and giveaways from TriMet in both English and Spanish.
Liz reminded the Committee about WES Week,February 2-6, and the free ride day on January
30t�h. Free rides will be offered on a first come, first served basis.
Every year,Liz plans to have a different focus for the open house. She will be handing out the
same folders as last year,with updated maps.
Basil suggested notice be sent through the school district. Liz said she can check in to sending a
"backpack" home with the kids. For outreach, the library handed out bookmarks, she sent a
press release,mailed invites to City board and Committee members and volunteers, and sent
notice via the Comprehensive Plan Listserv. Basil also recommended sending notice to the list
of community organizations.
CCI MEETING MINUTES—January 21,2009—Page 2
I:IRPLN\Ma6ssa\CCU009\01-09\1-21-09 Meetng Minutes CCI.docx
Basil asked Liz if she was planning to advertise on the neighborhood websites, and she
responded yes. Bev suggested putting a sign out on the road advertising that there is an open
house going on now. Liz said that while road signs are illegal, she is planning to put up a sign in
the library lobby.
Basil requested additional information be provided about current Engineering projects. Liz
responded that she did not want to take the focus away from the neighborhood network
program and getting people signed up for their steering committee.
Some of the Committee members volunteered to help out at the open house.
6. CONFIRM STEERING COMMITTEE MEMBERS
Liz passed out five steering committee applications for the Committee to Review:
• Steve Cousineau, CERT Member—Area 10
• Jessica Cousineau, School PSO Representative—Area 10
• John Harris,Neighborhood Webpage/Content Manager—Area 10
• Laura Mitchell,At-Large Member—Area 11
• Karen Brandenburger,Neighborhood Webpage/Content Manager—Area 1
So far, she has received applications for the Steering Committees in Area 11 (2),Area 13,Area
3 (2),Area 1,Area 11, and Area 10 (3).Liz passed out a handout summarizing this information
titled Neighborhood Network Steering Committee Membership. She hopes to target these
areas for outreach so that they can start taking advantage of the programs.
Gary asked if the Committee's voting on these members tonight. Liz reminded him that the
CCI's role is to confirm,not approve Neighborhood Network Steering Committee Members.
At this time, there is no competition for steering committee positions;however, this may come
into play further down the road. Liz gave the example of the CCI having to choose between
someone who is CERT trained and someone who is not.
Basil clarified that the applications are for people who have applied to participate on their
neighborhood steering committee, and it is up to the CCI to confirm their membership. Liz
reiterated his point, and said that she wanted to target these neighborhoods for outreach in
order to push them over the four member threshold where they become eligible for City
programs.
There was a motion by Gary, seconded by Bev,to confirm Steve Cousineau,Jessica Cousineau,
John Harris,Laura Mitchell, and Karen Brandenburger as steering committee members for
their respective committees. The motion carried as follows:
AYES: Christopher,Froude,Jelinek,Anda, Carver
NAYS: None
ABSTENTIONS: None
CCI MEETING MINUTES—January 21,2009—Page 3
I:IRPLN\Ma6ssa\CCU009\01-09\1-21-09 Meetng Minutes CCI.docx
EXCUSED: Islas, Caffall,Boyce,Adriano
7. NEIGHBORHOOD NETWORK BOUNDARY CHANGE
Staff is proposing the boundary change to make the borders of Area 10 and Area 11 near the
Blue Heron Homeowners Association more logical. In September 2008, the Committee voted
to move the 18-member community represented by the Blue Heron Homeowners Association
from Neighborhood Network Area 10 to Area 11. City staff sent letters (Attachment 2) to
residents affected by this boundary change asking for their input. City staff received no
response as a result of the letters. Marissa said that this is the first example of a staff initiated
boundary change, and future changes initiated by staff will follow the same format.
Marissa pointed the Committee's attention to two maps attached to their meeting materials.
The first map (Attachment 3) shows the current Neighborhood Network Boundaries after the
approval of the Blue Heron Homeowners switch from Area 10 to Area 11. The second map
(Attachment 4) shows the changes proposed by staff.
There was a motion by Gary, seconded by Bev, to approve Neighborhood Network boundary
change as presented in the map titled Proposed Changes.The motion carried as follows:
AYES: Christopher,Froude,Jelinek,Anda, Carver
NAYS: None
ABSTENTIONS: None
EXCUSED: Islas, Caffall,Boyce,Adriatic,
Unrelated to the boundary change discussion,Liz brought up the Neighborhood Network
grant programs. Liz reported that she had met with Marissa,Joanne, and the new Community
Development Director,Ron Bunch, about the Capital Improvement Plan (CIP) process.
Previously, the Neighborhood program had four separate funding opportunities available to
neighborhoods:
• CIP Projects (>$50,000),
• Grants (_<<$50,000),
• Beautification (<$50,000), and
• Community Building ($5,000 each neighborhood).
The Capital Improvement Program is defined as projects over$50,000. Liz wants to encourage
neighborhoods to get involved and comment on or suggest projects be included in the CIP.
The suggestion is to fold the grant program and beautification program into one category. This
category would then be for physical projects costing less than$50,000.
The City Manager is okay with putting this request into the City's budget for fiscal year 2009-
10. Liz believes that down the road, the City may want to make additional funds available to the
neighborhoods through such a program.
CCI MEETING MINUTES—January 21,2009—Page 4
I:IRPLN\Ma6ssa\CCU009\01-09\1-21-09 Meetng Minutes CCI.docx
Gary used the example of Jack Park expansion. This park is not well known because it is not on
a main road. With the construction of the fire station and access from Walnut St,if his
neighborhood wanted to see the expansion of the park and it was expected to cost more than
$50,000, then he asked what the process would be.
Liz explained that this project could be accomplished on multiple tracts. For example, any
construction or property acquisition over$50,000 would be the neighborhood's input into the
CIP. However,if the neighborhood also wanted to add a tot lot (<$50,000) then the
neighborhood grant program would give them the ability to access funds.
When Gary suggested that maybe his neighborhood could partner with a neighboring area to
complete the project,Liz said that it is not about putting up boundaries,but how to find the
means for neighborhoods to address their concerns. This just makes it easier to understand
with one clear threshold ($50,000).
Patty asked about the case where the neighborhood does not know what the cost of a project
could be. Liz responded that this is what the application is for. This way, staff will evaluate
particular projects eligibility for either program.
If there are more projects than the City has funds to complete,then the CCI will make the
decision as to what projects get funded.
Basil summarized what the committee was being asked to consider on the board:
Original Plan Modified
• CIP Projects (>$50,000) • CIP Projects (>$50,000)
• Grants (<$50,000) • Neighborhood Enhancement
• Beautification (<$50,000) (5$50,000)
• Community Building ($5,000 each • Community Building ($5,000 each
neighborhood) neighborhood)
There was a motion by Gary, seconded by Bev, to move to the modified funding process. The
motion carried as follows:
AYES: Christopher,Froude,Jelinek,Anda, Carver
NAYS: None
ABSTENTIONS: None
EXCUSED: Islas, Caffall,Boyce,Adriano
Continuing the boundary change discussion, Basil pointed out that Area 5 has a very odd
boundary. He is planning to propose that the area north of 99W be included in Area 3. The
area south of 99W is mostly industrial so he further recommends that area 5 be eliminated all
together.
CCI MEETING MINUTES—January 21,2009—Page 5
I:IRPLN\Ma6ssa\CCU009\01-09\1-21-09 Meetng Minutes CCI.docx
Marissa suggested all neighborhoods affected be given the opportunity to weigh-in on such a
large change. Basil suggested residents of these areas be encouraged to attend a CCI meeting
for discussion. Gary suggested the change be advertised in Cityscape.
Bev suggested that if any major changes are going to be made to the boundaries, now is the
time, as this is the beginning of the program.
8. BIKE/PED ADVISORY COMMITTEE
Basil summarized the Committee's efforts to create a bike/ped advisory committee. The CCI
proposed and Duane prepared information in support of a new regular committee to look at
bike/ped issues. City Council was mildly interested, and the idea has been tabled. People have
shown up at CCI meetings,hoping to discuss the formation of such a committee.
Basil does not want to continue to try and persuade Council. Gary pointed out that everything
in the City revolves around safety and available funds. He hopes to encourage the issue.
Marissa talked about the Council's desire to add a Transportation Commission.
Basil would like to see Tigard hold an event similar to other cities, a bike and pedestrian
summit. The event could include:
• Discussion related to bike and pedestrian issues
• Guest Speakers
• Break out work sessions
o Get issues out on the table
o Find out what the concerns are,i.e. childhood obesity
Bev suggested the summit also focus on trails,because many are inaccessible year round.John
noted another major issue is connectivity.
9. 2009 GOAL SETTING
Marissa pointed the Committee to a poster in the back of the room displaying staff goal
suggestions for 2009:
1. Improve Citywide Citizen Involvement
a. Reach out to underrepresented groups
b. Respond to Council ad hoc requests
c. Evaluate public involvement plans
d. Coordinate with the County CPO program
2. Develop an active steering committee in each Neighborhood Network Area
a. Neighborhood Network application review
3. Develop an outline to implement a Tigard Civic Leadership Academy
CCI MEETING MINUTES—January 21,2009—Page 6
I:IRPLN\Ma6ssa\CCU009\01-09\1-21-09 Meetng Minutes CCI.docx
a. Present to City Council
The Committee discussed Council's direction to work on a civic engagement recognition
program and to include outreach to businesses. After discussion, the goals were amended to
read:
1. Improve Citywide Citizen Involvement
a. Outreach to underrepresented groups
b. Respond to Council ad hoc requests
c. Evaluate public involvement plans
d. Coordinate with CPO program
e. Reach out to Tigard business community
2. Develop an active steering committee in each Neighborhood Network Area
a. Neighborhood Network application review
3. Develop an outline to implement a Tigard Civic Leadership Academy
a. Present to City Council
4. Recognize Good Citizenship
a. Tigard Chamber Shining Stars Banquet
19. OTHER BUSINESS/ANNOUNCEMENTS/ NEXT AGENDA
The following items were pointed out under other business:
1. Marissa attended a Washington County CPO Staff Meeting earlier that day.
Meeting attendees were city and county staff members who work on citizen
involvement. Topics discussed include citizen involvement methods that
work/don't work for each jurisdiction, an outline of each cities citizen involvement
program, and new technologies for citizen involvement including Facebook and
podcasts.
2. Patti is working with Mike Lueck, City Emergency Manager, to translate some of
the CERT program materials into Spanish. The goal is to offer a Spanish version of
the program to Tigard residents. Mike is available to speak to the Committee
regarding this process.
Announcements:
■ The City Council selection Committee is recommending:
• The re-appointment of Patti Anda and Gary Jelinek; and
• The appointment of Connie Ramaekers and John Harris
to the Committee for Citizen Involvement. Official Appointments will be made on
January 27, 2009.
■ Connie is the Prevention Specialist- Coalition Coordinator for Tigard Turns the Tide.
She has also volunteered with the Skate Park Adult and Youth Task Forces, Tigard's
Youth Advisory Council, and for Family Fest.
CCI MEETING MINUTES—January 21,2009—Page 7
I:IRPLN\Ma6ssa\CCU009\01-09\1-21-09 Meetng Minutes CCI.docx
■ John is a six-year resident of Tigard and has volunteered with the City's Adopt a Street
program,Meals on Wheels, Tigard Public Library, and at the Good Neighbor Center.
John is currently serving as the City's Area 10 Neighborhood Network volunteer web
administrator.
Suggested for future agenda items:
1. Annual Goal Setting Wrap-up
2. CIP Communication Plan
3. Hwy 99W Public Involvement Plan
4. Urban Forestry Master Plan Citizen Involvement Update (March)
5. Comprehensive Plan Final Citizen Involvement Report
10. ADJOURNMENT
Chair Christopher adjourned the meeting at 8:45 pm.
CCI MEETING MINUTES—January 21,2009—Page 8
I:IRPLN\Ma6ssa\CCU009\01-09\1-21-09 Meetng Minutes CCI.docx
City of Tigard
Neighborhood Network Steering Committee Applicati®n
Name:
Address: I !a
�
Email: P5 Y4 C —�7 q _ "�Phone: �=-�
Neighborhood Network Area Name/Number:
The Neighborhood Network Steering Committee serves as a conduit for residents to raise issues or
concerns; convenes an annual meeting to gather input on proposed Capital Improvement Program (CIP)
projects,neighborhood clean-up activities, con2tnunity building events and promote neighborhood
network program opportunities;based on input, determines issues to be carried forward and projects
and activities to be sponsored by the Neighborhood Network.
Membership Representation:
O Community Emergency Response Team Member: Trailing Dates
O Neighborhood Watch Captain: Name of Neighborhood
O School PSO Representative: Name of School
Attach confirmation from PSO
O Neighborhood Web Page Administrator/Content Manager
O At-Large Member
1) What neighborhood issues interest you?
2) Mark any of the following that apply:
Served as a Community Connector
Am a Member of the City's Committee for Citizen Involvement (CCI)
Interested in being trained as a Land Use Coordinator for my neighborhood
Return completed application to:
City of Tigard Neighbor Network 1 13125 S`Xi Hall Blvd.,Tigard, OR 97223 1 Email:NeighboiNetavoi-k@li�ar-d-oT:ooa
Application for Neighborhood Network Grants
Introduction
As part of the Neighborhood Network program, each neighborhood is encouraged to submit a grant
application. Projects meeting perquisites and criteria will be reviewed by the Committee for Citizen
Involvement.
Eligible Projects:
Projects are limited to physical improvement projects enhancing areas that would not typically be covered
under another City program. Examples include: plantings, stream corridor restoration projects, park equipment,
sidewalks, trails, crosswalks, and neighborhood signage.
Projects Not Eligible:
■ Projects that have already been completed
■ Projects the exceed the grant amount ($50,000)
■ Projects outside the City limits
Section 1: Project Information
Neighborhood Network Area: Project Coordinator:
Name of Project: Address:
Requested Grant Amount: Phone:
Email:
Section 2: Project Description
Please address any resource needs.
Section 3: Prerequisites
All items are required to be met prior to submittal. Please check off the items that have been satisfied:
0 The applicant has designated a project coordinator
0 Applicant has met with City staff and received required approvals:
0 The project does not involve extensive engineering or land use processes/applications:
0 The respective Neighborhood Network Steering Committee has provided a letter of support,to be
submitted with the application
Section 4: Criteria
Please provide a narrative describing how your project meets the criteria listed below. For additional space,
please attach up to one additional sheet to the back of this application.
1. The project provides a public benefit. For example, aesthetic improvement,provides a solution to a problem,
improves water quality, etc.
2. The project is designed for low maintenance or maintenance by neighborhood volunteers. Note. The
City will not maintain the improvement unless prior agreed upon arrangements have been made.
3. The project has broad neighborhood support. Evidence of support could include the results of an online poll,
steering committee meeting minutes,petitions, or other supporting documentation.
4. The project can be completed by the end of the fiscal year. Please include the proposed timeline including
phases, if applicable,for this pr ject.
5. The project builds a sense of community and promotes neighborhood pride. How doesyourproject hep
to mage Tigard, `A place to call home?"
cit•i•zen•ship
Pronunciation: \si-to-zon-ship\
Function: noun
1 the status of being a citizen
2 a: membership in a community (as a college)
b: the quality of an individual's response to membership in a community
(Merriam-Webster)
Tigard's City Council believes it is important to recognize and honor those of you who help to make
our community, "A place to call home."We're looking for the `movers and shakers,'those who have
dedicated their time and energy to help make Tigard such a wonderful place to live,work, and play.
Do you know someone who exemplifies the spirit of citizenship in Tigard?The Exemplary
Citizenship Awards are presented to those who have made positive contributions to our city and
neighborhoods over the past year.Winners will be honored during the Tigard Chamber of
Commerce Annual Shining Stars Banquet.
Exemplary Citizenship Award recipients will be chosen based on the following criteria. Recipients
must exemplify a commitment to the community by:
1. Implementing and/or assisting in the implementation of outstanding projects,programs, or
services;
2. Enriching and revitalizing our community and neighborhoods;
3. Demonstrating responsiveness,creativity,and civic values;
4. Promoting cross-cultural awareness.
Please attach a one page written narrative telling us why this nominee should receive an Exemplary
Citizenship Award. Please address all of the criteria listed above in your narrative. The selection
committee,made up of representatives from City Council,the Planning Commission, Committee
for Citizen Involvement, and staff,will not review additional pages.
The deadline for submission is 5:00 pm on March XX.
Tigard 2009 Exemplary Citizenship Awards
Nomination Form
Name of Nominee: Telephone:
Street Address:
City: State: Zip:
Email Address:
Please select one award category:
Individual...A City resident using his/her own knowledge, talent, and resources to effect
change.
Neighborhood, Business, or Organization... A neighborhood,Homeowners
Association, or a Tigard business or organization using their knowledge, talent, or resources
to effect change.
Please attach a one page written narrative telling us why this nominee should receive an
Exemplary Citizenship Award. Please address criteria in your narrative. The selection committee,
made up of representatives from City Council,the Planning Commission, Committee for Citizen
Involvement, and staff,will not review additional pages.
Nominated by: Telephone:
Street Address:
City: State: Zip:
Email Address:
The deadline for submission is 5:00 pm on March XX.
Street Maintenance Fee
Background and Information
November 19, 2008
What is the Street Maintenance Fee?
• The Street Maintenance Fee is a monthly user fee designated specifically for use in the
maintenance of the existing city streets
• The fee was recommended to City Council by a citizen task force
• The fee was established through Ordinance No. 03-10 by the City Council on November
18, 2003
• Fee rates were set by Council Resolution No. 04-12 with an effective date of April 1, 2004
• The monthly fee charges for residential and non-residential users of the street system are
billed through the City's bi-monthly utility billitig system
What does the fee do?
It provides a stable source of revenue for timely maintenance of the City streets. The funding
provided by the fee ensures that the City's investment in the street infrastructure is protected
through preventative maintenance and repairs on the City's deteriorating street system.
Who pays the fee?
• The Street Maintenance Fee is designed to have residential and non-residential users of the
street system help pay for the cost of maintaining the City's street network,which we must
all use to get to our homes,jobs,or businesses
• Both businesses and residences pay the fee
• For single-and multi-family units, the fee is currently$2.18 per unit per month
• Non-residential customers pay $0.78 per parking space per month
• Gasoline stations pay $0.78 per fueling pump station per month
Why is the Street Maintenance Fee needed?
• Timely maintenance of streets extends pavement life and provides safer roads
• Deferring maintenance on streets increases costs 4 to 9 times more in the long run
• This fee will provide the revenue necessary for timely maintenance of City streets
Why is an increase in the fee rates necessary?
The original target annual revenue in 2003 was $800,000. An updated review of the City's street
network reveals that the annual revenue generated by the existing fees is no longer sufficient to
adequately maintain the City streets. The buying power of this annual revenue has not kept pace
with the steep rise in the price of asphalt. Asphalt purchased in 2003 dollars with$800,000 now
requires approximately $1,800,000 for the same amount of tonnage. However, the new funding
target needs to be higher than that to ensure that the City can continue to maintain the streets in a
perpetual maintenance cycle that includes a full range of treatments ranging from light street seals to
pavement overlays and minimizes highly expensive reconstruction of existing streets. To determine
hat the annual revenue needs to be requir
wes an evaluation of the current street overall condition
and adoption of a feasible long-term goal that can be achieved through gradual improvement of the
street network.
The current Street Overall Condition Index (OCI) is 68.An OCI of 75 would be optimal for the
City because it ensures that the City can enter unto and stay with in that perpetual maintenance cycle
over the long term.. The City can achieve that OCI goal over a 20-year period with the proposed fee
increases and inflation adjustments factored in. The amount required to maintain a comprehensive
preventative maintenance program to keep good streets good and gradually improve the overall
network condition over the long term is $2,200,000 in 2008 dollars.
Right-of-Way Maintenance
The proposed fee increases include additional funding for right-of-way maintenance on the City's
major street network as a part of overall street maintenance. This additional funding would address
the existing issue with uncontrolled growth of weeds and other plants in the planters, medians, and
areas between sidewalks and property lines on the City's arterial and collector streets. The funding
required for this maintenance work annually is $300,000. The combined total for both street
maintenance and right-of-way maintenance is $2,500,000 annually.
Proposed Fee Increases
The proposed fee increases in 2008 dollars are from $2.18 to $6.06 monthly for residential units and
from$0.78 to $2.44 monthly for non-residential uses. The new fee,if implemented in the next few
months, should produce an annual revenue of$2,500.000. However,because the increase in fee is
relatively large,immediate adoption of the new rates will not be sought. To lessen the immediate
impact, the increases will be phased in from 2009 to 2011 so that by 2011, the fees charged will be at
the level needed to adequately maintain the streets and rights-of-way. An inflation factor of 6.5%
annually is incorporated in the phase-in plan to ensure that the fees collected in 2011 will be at the
level needed at that time.After 2011, any future increases to account for inflation will be based on
one or more recognized construction cost indices.
Phase-T_.. .Plan
Residential Rate $2.18 $3.73 $5.22 $6.86
Non-Residential $0.78 $1.43 $2.07 $2.74
Rate
Note: Rates for 2009 to 2011 include a 6.5% annual inflation factor
Proposed Council Action
• Revision to Ordinance No. 03-10 to add right-of-way maintenance as an integral part of
street maintenance under the definition of street maintenance
• Revision to Ordinance No. 03-10 to include local cominercial and industrial streets under
the non-residential category for fee calculation purposes
• Revision to Ordinance No. 03-10 to incorporate an annual inflation factor to ensure that the
fee rates keep pace with cost increases or decreases
• Resolution to set the City's long tern OCI goal of 75
• Adoption of the new fee rates with phase-in plan incorporated
Implementation Schedule
Open Houses
• Wednesday,November 19, 2008 at the Public Works Auditorium 6:30 p.m. to 8:00 P.M.
• Thursday, December 11,2008 at City Hall,Town Hall Meeting Room 6:30 p.m. to 8:00 P.M.
Council Schedule
• January 27, 2009 —Consider changes to the existing ordinance
• February 10, 2009—Set City goal for Overall Street Condition Index
• February 10, 2009 —Establish new rates with phase-in plan
Contact Information
For comments, concerns, questions, input or additional information,please contact Gus Duenas,
City Engineer, at 503-718-2470, email gusgtiga_ �_rd-or:gov, or Mike McCarthy,Project Engineer, at
503-718-2462, email mikem(c.D igard-ongov.
isAeng\gus\street maintenance fee\street maintcnance fee increases\street maintenance fee information sheetdocx
Street Maintenance Fee
Re-Evaluation of Rates
October 21, 2008
City's Street Infrastructure
147-mile paved street network represents
an investment of over $ 140 million
Additional $ 120 million investment in
curbing, sidewalks, drainage and right-of-
way
Protection of investment in the street
infrastructure is crucial
z
1
Pavement Deterioration
Target zone for
Preventative Maintenance
too _
Routine Magnanance
90
80
U 70
a Overlays-Thin
$ 60
Overlays-Moderate
c 50 =
0
9 4n Rehab-Partial
c
0
U 30 —Arterials
c —Co9eaas
m
E 20 s
>
m
L t0 —
0
0 5 10 15 20 25 30 35 40 45 50
Thm(Years)
3
Treatment Costs
Target zone for
Preventative Maintenance
10090
_
` -- R011�e�fiAlWnaitse I
x"0 to$3/Sy--
BO
- - --- 9�•-'ase Treatrnent
U
Overlays-Thin
$ 60
c $15/SY Overlays-Moderate
c 50 ----_OveAgta_
0
'0 40 --_ Rehab-Pa
C
C 30 —callectm
0 20 - —Resideraiak $901SY -Fd
m Core'de
IL 10
0
0 5 15 20 25 30 35 40 45 50
Time(Years)
SY = Square Yard
4
2
Pavement Life Cycle Curve
Pavement Life Cycle Curve
a
ti Target Zone for Pavement RehabMation
C7
Increased Pavement Life'.
0
•''••Un-rehabllitated .
Pavement Peryo`m-a.
nce
Time
5
Preventative Maintenance
• Preventative Maintenance Approach
■ Focuses on optimal use of limited dollars
■ Keeps good streets good
■ Maintains the reconstruction backlog between
10% to 15%
Gradually increases the Overall Condition
Index (OCI) over time
City's plan is to establish a preventative
maintenance cycle with a full range of
maintenance treatments
6
3
Maintenance Funding Dilemma
Increasing Costs (Asphalt is an oil
product)
Average costs up 50%in last 2 years Asphalt Cost PerTon
Previous bids were favorable,but rise sso
in costs has caught up sw _
Increasing Needs $70 —
Vehicle Use up 21%Statewide S60 —
Higher in suburban areas ss0 More and heavier trucks and buses s.o °
(and pavement impacts) $30
Decreasing Purchasing Power S10 -
One dollar in 2009 will buy as much so
asphalt as 58 cents did in 2007 451 \
Future Price Increases? Ile
How do we protect our
investments?
7
18 Oregon Cities Use SMF Fees
Since 1985, eighteen Oregon cities have
adopted and retained SMFs
City size (2007):
4,000 to 85,000 population
Annual Tees collected:
$50,000 up to $2.3 Million
Without action statewide, more and
more cities are resorting to this
S
4
Tigard's Street Maintenance Fee
Established by Ordinance No. 3- 10 in 2003
Collections began April 2004
$2. 18 per residential unit per month
$0.78 per required parking space for non-
residential units
Target amount: $800,000 annually based on
5-year plan for preventative and corrective
maintenance (Based on 1999 street ratings)
Objective was to establish the new fee as a
stable source of funding
9
2003 Funding Level
Asphalt purchased with $800,000 in 2003 now
requires $ 1 ,800,000 for equivalent tonnage
Initial funding request in 2003 was $ 1 ,600,000
$800,000 for street maintenance
$445.000 for street lights and traffic signals
$270,000 for ROW Maintenance
$90,000 for Sidewalk Repair and Replacement
Only street maintenance was approved
No inflation factor built in
io
5
Collections and Expenses
Street Maintenance -Funds Available vs Expenses
1,200,000
1,000,000
800,00o
+Total Funds
600.000 Available
Total
• Expenses
200,000
0
11
Pavement Management Analysis Report
Re-rated all City streets
Provided an Overall Condition Rating
(OCI) for each street
Allowed the City to determine the
current condition of the street network
Enabled the City to update the long-term
street maintenance plan
12
6
Overall Condition Rating
00 of 80 and above considered
excellent
00 of 65 to 80 considered good
00 of 55 to 65 considered fair
00 of 73 to 75 optimal
Allows the City to enter into a perpetual
maintenance cycle using variety of treatments
Below 70 results in overlay and reconstruction
modes at higher expense over time
13
Treatment Costs
Target zone for
Preventative Maintenance
1G -
90 - Routkw Maintarance -
-. - -- —$1—t#3/SY------
80
Overlays•Thin
$ 60 — -
C 15 Overlays-Moderate
0 50 overlays•Thick - r- - _ /SY --
p 40 __--- Rehab-Partial
C
_-
V 30 i. —
C
—20 Covectm bab $90/SY Re -Fal
Cmc to
d 10
0
0 = 20 25 30 35 40 45 50
SY= Square Yard
14
7
Street Functional Class Distribution
Arterials I I%
Collectors
15%
Residential
74%
Current Paved Network
.0
u My of Tigard
w Pawmerd CondMon
UDate
Q
25 •Arterial
s
20 IlCollector
3
a
Z 15 ■Residential
`o
a 10
m
c
� 5
U
d
a
0
Unacceptable Poor Acceptable Fair Good Vary Good
Pavement Condition
16
8
Network Backlog
Backlog roadways are those that have dropped
sufficiently in quality to require partial or full
rehabilitation
Expressed as a percentage compared to network
totals
Target value between 10% and 15% considered ideal
Less than 10% may represent non-optimal use of
limited funds
If over 20%, costs tend to snowball rapidly
17
Where Are We?
Network average
Overall Condition Index is 68
Backlog is at 10%
Streets are generally in good condition
Cause for concern - 45% of the streets are in
the acceptable and fair categories (many arterials
are in this group)
Many of these streets will become reconstruction
candidates in the next 5 to 10 years
Preventative Maintenance approach is needed to
stop this trend
18
9
Where Do We Want to Be?
OCI between 73 and 75
Ensures City can implement full range of
treatments
Combined with ideal backlog of 10% to 15%
provides the ability to keep the good roads
good
• Proposed target OCI for Tigard
■ OCI of 75 —Realistic and achievable over time
■ Backlog of 10% to 15
19
Funding Level Needed
Pavement Management Analysis Report
examined funding scenarios
Funding Levels
■ $800,000 (Current level)
■ $ 1 ,650,000 (approximately double current
rate)
$2,200,000 (slightly less than three times the
current rate)
20
10
Accomplishments to Date
$800,000 annually has allowed the City to
establish a street maintenance program
Pavement overlays completed on
Durham Road (99W to Hall Blvd)
Greenburg Road (99W to Shady Lane)
Upper Boones Ferry Road (72nd to 1-5)
Numerous local City streets
Without an annual inflation increase,
revenue buys less each year
21
Average Pavement Condition
Total Average Pavement Condition by Budget
7M
700
WO
660 . +$2.20 Million
-*-$1.65 Million
64.0 -
1r-$800,000
620
60.0
58.0 —
IMS Edd 2007 Ed d 2W8 End d 2009 End d 2010 EM d 2011 End d 2012 Ead d 2013
Measured
$2,200,000 million annually with annual inflation
factor reaches OCI of 75 in 20 years
22
11
Conclusions
$800,000 annual level insufficient to meet
street maintenance needs (OCI of less
than 40 over 20 years)
$ 1 ,650,000 level almost status quo (OCI
of 61 over 20 years)
$ 1 ,925,000 will maintain status quo at 68
$2,200,000 annually will increase OCI to
75 over 20 years
23
Funding Level Recommended
$2,200,000 annual funding level recommended
Gradual improvement leading to OCI of 75
City administrative, design,construction management,
and street re-rating costs included
Fee increase will be an amendment to Master Fee
Resolution
Inflation factor needed to keep pace with
construction costs
One or more cost indices may be selected for basis of
annual factor
Will be included in an amendment to the ordinance
24
12
Additional Needs
Right-of-Way Maintenance
Maintenance needed on areas not pavement or
sidewalk
Focus will be on arterials and collectors
Proposed in previous budgets but not adopted
$300,000 needed annually plus inflation
Street light and traffic signal energy
operation and maintenance ($550,000/Yr
plus inflation)
Sidewalk Maintenance and Repair
($ 150,000/Yr plus inflation)
25
ROW Maintenance
Covers areas between back of sidewalks to
right-of-way lines
Includes routine maintenance to eliminate
fire hazards during dry periods
Includes a plan to esthetically enhance
selected areas with slow-growing and low-
maintenance plantings
Has been proposed in previous budgets, but
has not been approved
26
13
ROW Maintenance
27
ROW Maintenance
ti
28
14
What's Included?
Included
ROW maintenance on arterials and collectors
Not included
Street lights and traffic signal system energy,
operation and maintenance
Is highly important
Can free up gas tax dollars for projects
Should be strongly considered for inclusion later
Sidewalk Repair and Maintenance
Also important
Should also be considered later
29
Current Ordinance and Fees
Existing ordinance revenue collection
Arterials — Non-residential uses
Collectors — 50% residential, 50% non-
residential
Neighborhood Routes and Local Streets —
100% residential
Current percentage share
■ Residential share: 58%
■ Non-residential share: 42%
30
15
Ordinance Revisions Proposed
Re-allocate Local Commercial/Industrial
Streets
These streets service commercial and
industrial areas
Should be appropriately included under the
non-residential category
Include ROW Maintenance for arterials
and collectors
Examples are Durham Road, 135th Avenue
Incorporate Index for inflation
31
New Street Maintenance Plan
Places emphasis on arterials and collectors
Arterials and collectors deteriorate at a much
faster rate than local residential streets
Borne out by City's experience since the Street
Maintenance Fee was adopted
More arterial and collector maintenance was
performed than originally planned
Includes ROW maintenance as part of the
program
32
16
Percentage Share — Old vs New
Current $800,000 level
58% Residential
42% Non-residential
Proposed $2,500,000 level
55.2% Residential
44.8% Non-residential
33
New Monthly Fee Rates
,, Street ROW i
Funding Level Maintenance Maintenance Total Fee*
$2.5 million
Residential** $5.34 $0.72 $6.06
Non- $2.15 $0.29 $2.44
Residential'--
-
esidential'V'* 2008 Dollars
**Residential Rates: per unit
'Non-Residential Rates: per required parking space
17
Phase-In Plan
Economy is lagging
Phase-in plan is desirable
Proposed phasing
C,,,e,t M;:�April 010
Rate
Residential $2.18 $3.73 $5.22 $6.86
Rate
Non- $0.78 $1.43 $2.07 $2.74
Residential
Rate
Adoption will incorporate all three years in the
Master Fee Resolution Amendment
Rates include 6.5% annual inflation factor
35
Monthly Fee Comparison
Monthly Fee*
Tigard $2.18
Hillsboro $3.26
Milwaukie $3.35
Tualatin $3.42
Oregon City $3.67
Tigard 2009 $3.73
Lake Oswego $3.75
Ashland $6.51
Wilsonville $6.92
*Single Family detached unit charge
36
18
Recommendations
Establish a City long-term OCI goal of 75
Include ROW maintenance for arterials and
collectors
Set a funding level of $2.50 million with annual
inflation factor as the desired level
Phase in the fee increases 2009 to 201 1
37
Recommended Actions
Revise Ordinance No. 03- 10
Charge local commercial/industrial streets under
non-residential uses
Add ROW maintenance for arterials and
collectors under Street Maintenance scope
Apply an annual inflation factor to the fee
Submit resolution establishing City long-term
OCI goal of 75
Amend Master Fee Resolution to implement
fee increases and phase-in plan
38
19
Implementation
Open Houses
Wednesday, November 19, 2008 —Tigard Public
Works Auditorium, 6:30 p.m. to 8:00 p.m.
Thursday, December 1 I, 2008 — City Hall,Town
Hall, 6:30 p.m. to 8:00 p.m.
Consider ordinance revisions
Public hearing on amendment to Ordinance No.
03-10 —January 27, 2009
Consider amendment to ordinance —January 27,
2009
Consider resolution setting an OCI long- 39
Implementation
Consider resolution setting an OCI long-
term goal of 75 — February 10, 2009
Adopt fees through amendment to Master
Fee Resolution — February 10, 2009
Initial fee increase effective April 1, 2009 or later
depending upon notices to all utility bill payers
Fee increases in 2010 and 201 1 (one year after
effective date in 2009)
Fee increases subsequent to 201 1 will be indexed
for inflation
40
20
Communication Plan for the Tigard Capital
Improvement Plan FY 2009-2014
I. Introduction
Background
The Capital Improvement Plan (CIP) is developed through a process separate from, but parallel to
the Budget process. During FY 2006-07, the City revamped its CIP process. A CIP Management
Team was established in September 2006 that includes key City personnel from each of the
department's that manage CIP projects and finance staff. The Team is responsible for identifying all
capital needs of the City for the next five years. In the past, only projects that the City could afford
to fund were included in the CIP.
Project Purpose
Each year, the CIP Team works with all departments in addition to Planning Commission, City
Council, and the Tigard citizens to determine the City's facility and capital needs for the next five
years. All projects are then combined into a CIP Plan document. Project funding is prioritized by
the Team based on City Manager input and City Council goals. The limited City funds are allocated
to those projects that are considered a high priority or maximized grant funding. All projects are
listed in the Plan and it is noted whether or not there is funding available for the project. The
consolidation of all proposed capital improvement projects gives Tigard citizens and staff a working
document that communicates future capital needs in addition to funding requirements for those
needs.
Communication Plan Components
The Tigard Comprehensive Plan Citizen Involvement section is divided between two goals:
Goal 1.1 Provide Citizens, affected agencies, and other jurisdictions the opportunity to
participate in all phases if the planning process.
Goal 1.2 Ensure all citizens have access to:
a. opportunities to communicate directly to the City; and
b. information on issues in an understandable form.
Thus, the Communication Plan breaks down each phase of the process and speaks to the ways in
which citizens and stakeholders can participate, communicate, and receive information about the
Tigard Capital Improvement Plan.
Key Players
Budget Committee
The Budget Committee provides a public forum to obtain public views in the preparation of fiscal
policy. The Committee is responsible for deliberating on the Proposed Budget submitted by the City
Manager and for sending the Approved Budget to the City Council for adoption. There are
approximately six meetings throughout the year,with the majority of those being in late April/May.
The Committee schedules meetings for 3-4 consecutive Monday evenings to review and hear
discussion on the proposed budget for the next fiscal year.
City Council
Tigard City Council will be responsible for adoption of the FY 2009-2014 Capital Improvement
Plan.
City CenterAdvisory Commission
The Advisory Commission's role is to provide comments and suggestions on the development and
implementation of an Urban Renewal Plan for improving the downtown area. There is a section of
the CIP which is dedicated solely to projects within the urban renewal area. The Commission will
review and comment on these projects.
Committee for Citi.Zen Involvement
The role of the Committee for Citizen Involvement is to review the form and process of City
communications with its residents. This Committee will have the opportunity to review the
Communication Plan at the outset of the project, and will monitor citizen involvement throughout
the process.
Staff
The role of staff will be to identify capital improvement needs as well as determining the funding
source associated with those needs. Staff will also solicit additional input on the Plan through the
internet, at an open house, and through the Cityscape newsletter.
Schedule
The duration of the project is expected to last one year.
II. Project Phases
Phase 1: Data Collection
Tasks:
a. All Departments Submit list of Capital Projects
Phase 2: Plan Preparation
a. Current and five-year revenue projections
b. Final list of staff nominated projects due to CD
c. Draft Plan
d. Budget Committee Meeting
Phase 3: Adoption Process
a. City Manager Review
b. Workshop Meetings: Planning Commission, City Council
c. Budget Committee Recommendation
d. Adoption Hearings: City Council
Phase 4: Implementation
a. Projects may start after July 1,2009
Phase 5: Evaluation
a. Report on progress of projects and funding status
Phase 6: Revision
a. Budget kickoff
III. Project Description
Capital Improvement Program
The Capital Improvement Plan (CIP) consists of prioritized public facility projects beginning with
the current year and projected for four additional years. The CIP is updated every year through a
process that is separate but parallel to the development of the City budget.
The annual CIP is updated and coordinated by the City CIP Management Team that engages all City
departments to identify needed public projects. Not all capital projects within the CIP can be funded
due to limited budgets. Instead, money is allocated to projects that are considered high priority or
have available grant funding.
What is a Capital Improvement Project?
A capital improvement project is defined as any public facility project that improves or adds value to
Tigard's infrastructure; costs $50,000 or more; and has a useful life or extends the useful life of a
facility for 5 years or more. Examples of capital improvement projects include land/right-of-way
purchases,building renovations,park development or improvement of parks facilities; construction
of streets and sidewalks; rehabilitation and construction of sanitary sewer, storm, and water systems.
IV. Public Involvement Tools
Phase 1: Data Collection
Involvement Tools Comprehensive Plan Policy
CIP Online Survey Participation
Build Interested Parties List Communication
Create Website Information
CCI Meeting Participation
CCAC Meeting Participation
Cityscape Article (March) Information
Phase 2: Plan Preparation
Involvement Tools Comprehensive Plan Policy
Comment Period Participation
Message to Interested Parties Communication
Update Website Information
Open House Participation
Budget Committee Meeting Participation
Press Release Information
Phase 3: Adoption Process
Involvement Tools Comprehensive Plan Policy
Budget Committee Meeting Participation
Planning Commission Meeting Participation
City Council Hearing Participation
Update Website Information
Cityscape Article(April/May ) Information
Message to Interested Parties Communication
Phase 4: Implementation
Involvement Tools Comprehensive Plan Policy
Message to Interested Parties Communication
Update Website Information
Cityscape Article (March) Information
Press Release Information
City Council Participation
Phase 5: Evaluation
Involvement Tools Comprehensive Plan Policy
Comments Acce ted Participation
Message to Interested Parties Communication
Maintain Website Information
Develop FAQ Information
Phase 6: Revision
Involvement Tools Comprehensive Plan Policy
Kickoff Budget Cycle Information
Message to Interested Parties Communication
Update Website Information
CCI Meeting Participation
Cityscape Article Information
V. Project Schedule
August Capital Improvement Plan Process Kickoff
November Projects are submitted to the Community Development Department
December Projects are evaluated and prioritized based on funding availability
January 1"Draft of the Capital Improvement Plan is developed
February 2nd Draft of the Capital Improvement Plan is completed
February June Public comment period via Planning Commission,Budget Committee, &
City Council
April Final Review Draft of Capital Improvement Plan is completed
June City Council adoption of Capital Improvement Plan