Issue Paper No 5_City Functions City of Tigard
City Functions
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The City Management team is responsible for implementing the City Council's policy decisions.
The head of our team is the City Manager;currently Asst. City Manager Kathy Nyland is serving as our Interim City Manager while
a national search is underway.
Chief of Police Kathy McAlpine is also serving as our Interim Asst. City Manager during the executive search.
Senior Management Analyst Nicole Hendrix manages multiple complex projects and we are in the process of hiring for a second
management analyst. Executive Assistant to the Mayor and City Manager Joanne Bengtson supports the diverse needs of City
Council, City Management and the City Attorney and leads the Tigard Walks program.
The City Management division also includes Human Resources(Recruitments, Employee Benefits, Wellness programs, etc.)and
Risk Management(Workers Compensation Benefits;Personal Vehicle Use;Incident Reporting Forms;Safety).
The City Management team is here to help you be successful in your service as a City Councilor. Here are some of our functions:
1. Communications
Communications are at the root of everything we do in city management. As it states in the Council Ground Rules,the City Manager
always defers to the ask that Councilors not direct the work of staff. If there are issues, Councilors should work with the City
Manager and provide as much background and context as possible.
This is mentioned in the ground rules so we make sure communications are flowing and that operations are effective and ideally,
efficient! Working directly with the City Manager ensures a shared understanding of issues so we can operate from the same page.
2. City Management Functions
The City Manager serves as the Executive Officer for the city and manages the city's business and carries out Council policy by
coordinating the work of all the city's departments. The City Manager makes recommendations to the Council on legislation,
financial programs, capital improvements, policies, employment, services, and other matters as requested and keeps the Council
informed of the city's business and financial condition.
The Asst. City Manager works with staff and partners on community relations programs and participates in cultivating a community
identity.A large portion of our work is responding to citizen concerns, questions and follow-up on complaints.When a resident reaches
out to the council,our team gathers information from the most knowledgeable staff person and drafts a response for the Mayor to
consider.When someone emails the full council,the Mayor speaks for the council and will respond on behalf of the council, but always
sharing a response with you. Staff strive to respond to concerns within two days of receipt.
If a resident provides testimony in the Citizen Communication portion of a business meeting,staff follows up with the speaker and
reports the result to council at the following meeting.
City Functions City of Tigard
City Management actively manages many projects and P. Stipends, Purchasing Card & reconciliation
initiatives, including: ■Joanne will complete the paperwork for your monthly
• Racial equity policy and staff liaison to the newly formed stipend,which is paid to you on the second pay period of
Public Safety Advisory Board each month. HR will go over more details when you meet
• Diversity, Equity and Inclusion work with them for benefits.
• Legislative agenda coordination with our lobbying firm CFM ■ Each Council member receives a city-issued credit card
and legislative issue tracking (PCard);the preferred means of payment for travel and
training expenses directly related to official city business.
• Business Continuity Planning Joanne will share the form and purchasing policy details
• Volunteer Tigard community projects as January grows closer.
• Strategic Plan refresh implementation ■All charges to your city PCard must have a receipt that
• Council Budget preparation includes the name of the business,the date of the
purchase, an itemized description of the goods or service
• Youth City Councilor Program purchased, and the amount of the purchase.
• Data collection and performance measures ► Travel/Training budget assistance
• Council Goal Setting coordination: Every two years the ■ The city allocates funding for each Council member to
Council gathers with an outside facilitator to set goals and spend on travel/training events each year through the
priorities for the city and review the council ground rules to budget process.This provides opportunities to interact
see if changes are desired. with other officials on a regional and national level. Our
• Council "housekeeping" membership in the League of Oregon Cities and the
► Council Newsletter—this comes out every Thursday with National League of Cities provides opportunities for
the exception of Thanksgiving week. No Newsletter is personal growth and leadership training that meets your
produced that week. particular areas of interest.
► Weekly mail delivery—we'll deliver a "green bag"to ■This year(July 1 —June 30)the Council adopted a budget
your home every Thursday, if you have something to send that allocates a $10,000 training allowance per Councilor
back to City Hall just leave it on the porch.We use the and $16,600 for the Mayor's expanded role as Tigard's
city's physical address (13125 SW Hall Blvd., Tigard, OR regional/state representative. Unspent funds from the
97223) and your city email (jeanetteS@tigard-or.gov)for previous year's allowance do not roll-over to the next
all subscriptions, event registrations and more. It helps year and you cannot pre-spend next year's allowance.
maintain a barrier between personal and city business P. Orientation, general support and assistance!
and reduces the amount of daily mail you might receive
at home. We never"filter" council mail — If something
comes to city hall for you, it will be delivered to you. When
we resume in-person meetings,you'll receive a green
mailbag on Tuesday evening (before Council meetings) and
Thursday afternoon at your home.
We're here for you,so please reach out with any questions you may have!
Kathy Nyland, Interim City Manager KathyN@tigard-or.gov cell:503-686-4056
Kathy McAlpine,Chief of Police&Interim ACM Kathy.mcalpine@tigard-or.gov cell:503-915-8125
Nicole Hendrix,Sr. Management Analyst nicoleh@tigard-or.gov desk:503-718-2416
Joanne Bengtson, Exec.Asst.to Mayor Joanne@tigard-or.gov cell:503-686-0510