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City Council Minutes - 11/07/2017 City ofTigard Tigard City Council Meeting Minutes November 7, 2017 1. BUSINESS MEETING 6:30 p.m. A. At 6:30 p.m. Mayor Cook called the meeting to order. B. Deputy City Recorder Burgoyne called the roll. Name Present Absent Mayor Cook Councilor Goodhouse Council President Snider Councilor Woodard Councilor Anderson C. Mayor Cook asked everyone to stand and join him in the Pledge of Allegiance. D. Call to Council and Staff for Non-Agenda Items—There was none. 2. CITIZEN COMMUNICATION (Two Minutes or Less,Please) A. Follow-up to Previous Citizen Communication—There was none. B. Citizen Communication—Sign-up Sheet. Mark McGirr, President of Atiyeh Bros., Inc.,Tigard, OR 97223, said he is the co-chair of the Coalition of SW Max Railroad Options. Mr. McGirr talked about the SW Corridor Light Rail project and read a position statement from the coalition group, stating that the group supports options C2 and C4 for the alignment and offered to help the city in their decisions throughout this process. 3. CONSENT AGENDA: (Tigard City Council) A. PROCLAIM NOVEMBER 25,2017 SMALL BUSINESS SATURDAY Mayor Cook explained council would vote on this item alone since it is the only item on the consent agenda. TIGARD CITY COUNCIL MEETING MINUTES —November 7, 2017 City of Tigard 113125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 1 of 7 Councilor Woodard moved to Proclaim November 25, 2017 as Small Business Saturday and Councilor Goodhouse seconded the motion. Motion passed by a unanimous vote. Name Yes No Mayor Cook Councilor Goodhouse Council President Snider Councilor Woodard Councilor Anderson 4. LOCAL CONTRACT REVIEW BOARD: CONSIDER CONTRACT AWARD FOR COMMERCIAL STREET PERVIOUS SIDEWALK PROJECT Senior Management Analyst Barrett and Senior Project Engineer Newberry presented this item and discussed the scope of the project. He said the city applied for a Community Development Building Grant (CDBG) through the County and the city was awarded$170,000 in grant money for the project. Councilor Woodard asked if any of the funding for the project would be coming from the State Gas Tax. Mr. Barrett replied yes. Councilor Anderson moved to approve the Local Contract Review Board contract award for Commercial Street Pervious Sidewalk Project to GT Excavation and Council President Snider seconded the motion. Motion passed by a unanimous vote. Name Yes No Mayor Cook Councilor Goodhouse Council President Snider Councilor Woodard Councilor Anderson 5. LOCAL CONTRACT REVIEW BOARD: CONSIDERATION OF TASK ORDER AWARD —WATER MASTER PLAN (WATER SYSTEM HOLDING OF RECORD CONTRACT) Senior Management Analyst Barrett and Senior Project Engineer Murchison gave the staff report, discussed the project, cost and gave background on the project. Councilor Woodard asked about the well abandonment. Mr. Barrett said the well abandonment was done earlier in the year and that it came under budget. Councilor Woodard asked how they dealt with the well abandonment and what the cost was. Senior Project Engineer Murchison said they perforated the pipe,plugged it with concrete and filled the pipe to the top, and the cost was approximately$115,000. TIGARD CITY COUNCIL MEETING MINUTES -November 7, 2017 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 2 of 7 Councilor Goodhouse moved to approve the Local Contract Review Board task of order award— Water Master Plan (Water System Holdings of Record Contract) and Councilor Anderson seconded the motion. Motion passed by a unanimous vote. Name Yes No Mayor Cook Councilor Goodhouse Council President Snider Councilor Woodard Councilor Anderson 6. CONTINUED QUASI-JUDICIAL PUBLIC HEARING: REMAND OF BASE CAMP LLC LAND USE APPLICATION Assistant Community Development Director McGuire gave the staff report and discussed the revised findings. Councilor Woodard moved to adopt the revised Base Camp,LLC findings for PDR2016- 00011/SDR2016-00007 and Councilor Goodhouse seconded the motion. Motion passed by a unanimous vote. Name Yes No Mayor Cook Councilor Goodhouse Council President Snider Councilor Woodard Councilor Anderson 7. JOINT MEETING WITH BUDGET COMMITTEE: FORECAST AND FY 2018-19 PROPOSED BUDGET APPROACH City Manager Wine, Assistant City Manager Zimmerman, and Finance and Information Services Director LaFrance presented this item and gave a PowerPoint presentation. Members of the Budget Committee present included, Clifford Rone and Stephanie Veal. Ms. Wine said in relation to the city's budget they are looking out ten years and the city's aim is to provide a consistent level of service throughout this time. She discussed the recent survey results and said they know that residents enjoy the quality of life in Tigard and they want to preserve this quality of life, but may be unaware of the structural balance the city is facing in the budget. She said tonight staff will be addressing options that will address the current impact on service levels and the possible decline of those services and will also look ten years into the future. Mr. LaFrance said one of the reasons why the city is looking ten years into the future is because the city is looking at a local option levy and if the city is going to ask the residents to pay additional property tax, they want to ask for an amount the city can afford for a ten-year period. He explained this would be for a five-year levy knowing that in five-years the city would ask for a renewal of this amount. Ms. Wine explained that Tigard has been living paycheck to paycheck the last several years, and if Tigard continues on this path TIGARD CITY COUNCIL MEETING MINUTES—November 7, 2017 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 3 of 7 services will begin to erode. The gap between expenditures and revenues continues to grow every year, and in order to maintain the city's current service level over the next ten years, a local option levy is needed. Mr. LaFrance said the city has a Levy and Bond Task Force comprised of city residents who have been discussing these key concepts and talking about three scenarios: what the city will look like without a levy,what will it take to maintain the current service level,what would it look like if the city was to increase service levels. Ms. Wine walked through the PowerPoint, outlining service levels, impacts to service levels, key concepts, General Fund forecast, issues facing the city and possible solutions. Mayor Cook said they need to remind people as to why the city has a cash flow reserve and what purpose that serves. Mayor Cook explained the fiscal year is from July 1 to June 30 and that on July 15 the city has to make payroll and property taxes are not due until November 15. The city is not getting some of its revenue until later in the year, but city expenses go on all year long, and the reserve cash flow helps to bridge that gap. Ms. Wine said that in ten years there would be a gap of $3 Million between revenues and expenditures. Councilor Woodard asked how accurate staff's gap forecast between expenditures and revenues Mr. LaFrance said the city has been looking at a forecast similar to the one presented tonight for as long as he has been here. The reason the reserves do not go into the cash flow is because as a city they make continual decisions so that does not happen. He said last fiscal year, the city came within 99% of forecasted revenues. Councilor Woodard asked if staff could provide a margin of error with past and projected forecasts. Mr. LaFrance said they could get that,but they did not have that information with them tonight. Ms. Wine summarized the issues between expenditures and revenues over the next ten years, and explained how revenues do not keep up with expenditures. She discussed possible solutions including a local option levy and gave examples of different incremental funding options if the city is to go out for a local option levy. Mr. LaFrance said the Levy and Bond Task Force is still discussing what amount to bring forward to council. Councilor Goodhouse asked if the city decreased services and the levy does not pass, will it cost more later to bring service levels back up. Ms. Wine said there is no precise answer, but that is one of the bigger risks. Budget Committee Member Rone said that when they let go of police officers back in 2009/2010, and then they reinstated those positions later it cost more, but that trying to attach a specific dollar amount is difficult. TIGAR.D CITY COUNCIL MEETING MINUTES —November 7, 2017 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 4 of 7 Ms. Wine said staff is beginning to look at scenarios of reducing services to some services being eliminated and not restored. She said she is looking for guidance from the budget committee on what kind of a proposed budget they would like to see. Mr. LaFrance said during the supervisors meeting earlier in the day they also looked at removal of entire lines of business and reduction to services. He said another way to look at the local option levy is to look at the services it would save. Council President Snider asked what "line of business" means when the city uses that term and for staff to give examples of what services would be affected. Mr. LaFrance said within the city's utilities, there are maintenance programs, customer service programs and capital programs, and "lines of business" would fall under these categories. It could be entire lines of business or it could be part of a program. Council President Snider said when talking about lines of business it could mean,police,library,parks and general administration. Mr. LaFrance replied,yes. Councilor Goodhouse said he hopes the levy goes through, but that the city should start preparing for what cuts would be made and let the public know what these would be; a preview of what will happen before it happens. Mayor Cook said staff should start proposing the budget now since council will not see it until April and May, which is when a local option levy would happen so that going forward the budget would be ready to be adjusted if/when the levy passes. Councilor Goodhouse said this has been going on for years and the public should be made aware of what extreme cuts to services would be without more funding. Budget Committee Member Rone, said that as a budget committee member, he has been watching this for years, and without a local option levy, highly valued services would be at risk, and people need to know that. Council President Snider said in talking about big picture projects, he is unwilling to say now that he would go along with a strategy that if the levy failed he would cut services. He said the city could look at adding additional utility fees. He is ok with the direction staff is recommending, but as an elected official he may not be able to support that level of cuts. Budget Committee Member Rone said he is not in favor of adding more fees and thinks this is going backwards. He would like to see what staff comes up with and to look at what the cost would be to rebuild things like deferred parks maintenance if these services are cut. Mr. Zimmerman said staff is looking for guidance to pursue a reduction in line of work when department directors assemble their proposed budget and will include a list of cuts and associated costs. He said this will be when council will have the most tangible numbers. Council President Snider said in order for council to make an informed decision, it needs to be before council in January, or at least the main points. TIGARD CITY COUNCIL MEETING MINUTES —November 7, 2017 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov Page 5 of 7 Councilor Goodhouse asked if there is a possibility of changing the dates of the budget process. Mr. Zimmerman said they could,but they are limited to those dates. Councilor Woodard thinks these two things need to be looked at separately. They should always be looking. He likes a longer played out scenario rather than the fast track of getting this ready for the May election. Ms.Wine asked for feedback and any further thoughts. Mayor Cook said there are pros and cons for a shorter period rather than longer period. Budget Committee Member Stephanie Veal said property tax bills just came out and there are many conversations out in the public about high utility bills and higher property taxes. It is hard to say what people would and could live without. She said this is a lot to think about and she is glad they are talking about it now. Councilor Goodhouse stated there is a risk of losing qualified staff due to financial uncertainty, as they may look elsewhere. He said they have not done a good job of putting money away prior to this. Councilor Woodard said council speaks with several people and they find out what is on people's minds. It is a tough sell. He shares Veal's concerns. Mr. Zimmerman said if they were not having this levy conversation they would still be having a discussion on how to save today in order to preserve the future, and how to reduce expenditures. Council President Snider said it is important to point out that the people who are the first to leave are typically your high performers and this needs to be done right. Mr. Zimmerman said council will get levy task force recommendations in December, then staff will continue to work on the budget with using this information. Councilor Anderson said he likes the direction staff is going and that they need to keep educating the public on what the city needs. Councilor Woodard said regardless of the direction this goes, the Levy and Bond Task Force Committee should continue what it is doing. Whether this will go to the voters in May or November, they have a little time to work with. Councilor Goodhouse supports moving forward with a proposed budget to the budget committee, which includes service cuts prior to the local option levy. Assistant City Manager Zimmerman said staff would have a process in place that if council decides to go to the voters with a local option levy and it passes, then adjustments can be made. TIGARD CITY COUNCIL MEETING MINUTES —November 7, 2017 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 6 of 7 8. NON AGENDA ITEMS - Mayor Cook announced the passing of former Mayor Scheckla, offered condolences to the Scheckla family,praised him for his service to the City of Tigard and provided funeral service information. 9. EXECUTIVE SESSION—There was none. 10. ADJOURNMENT At 8:02 p.m. Councilor Goodhouse moved to adjourn the meeting and Councilor Woodard seconded the motion. Motion passed by a unanimous vote. Name Yes No Mayor Cook Councilor Goodhouse Council President Snider Councilor Woodard Councilor Anderson Kelly Burgo e,Deputy C14 Rec rder ttest: _ Jaso S ' er, Council President Date: L5 d d 3 J-201 0 TIGARD CITY COUNCIL MEETING MINUTES —November 7, 2017 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 7 of 7