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City Council Packet - 12/01/2020 TIGARD CITY COUNCIL & LOCAL CONTRACT REVIEW BOARD MEETING DATE AND TIME:December 1, 2020 - 6:30 p.m. Business Meeting MEETING LOCATION:Remote participation only. See PUBLIC NOTICE below. PUBLIC NOTICE: In accordance with the City of Tigard's Emergency Declaration related to COVID-19 and Oregon House Bill 4212 , this will be a virtual meeting where Council and staff will participate remotely. There will be no in-person public testimony during this meeting. How to comment: Written public comment may be submitted electronically at www.tigard-or.gov/Comments. All comments must be submitted before 4:30 p.m. the day of the meeting. If you prefer to call in, please call 503-966-4101 when directed to be placed in the queue. We ask that you plan on limiting your testimony to three minutes. SEE ATTACHED AGENDA VIEW LIVE VIDEO STREAMING ONLINE: http://www.tigard-or.gov/city_hall/council_meeting.php CABLE VIEWERS: This meeting will be shown live on Channel 21 at 6:30 p.m. The meeting will be rebroadcast at the following times on Channel 28: Thursday 6:00 p.m. Friday 10:00 p.m. Sunday 11:00 a.m. Monday 6:00 a.m. TIGARD CITY COUNCIL & LOCAL CONTRACT REVIEW BOARD MEETING DATE AND TIME:December 1, 2020 - 6:30 p.m. Business Meeting MEETING LOCATION:Remote participation only. 6:30 PM 1.BUSINESS MEETING A.Call to Order B.Roll Call C.Pledge of Allegiance D.Call to Council and Staff for Non-Agenda Items 2.PUBLIC COMMENT A.Follow-up to Previous Public Comment B.Public Comment – Written C.Public Comment – Phone In 3.CONSENT AGENDA: (Tigard City Council & Local Contract Review Board) The Consent Agenda is used for routine items including council meeting calendars, appointments to boards and committees and approval of contracts or intergovernmental agreements. Information on each item is available on the city's website in the packet for this meeting. These items may be enacted in one motion without separate discussion. Council members may request that an item be removed by motion for discussion and separate action. Motion to: A. CERTIFICATION OF NOVEMBER 3, 2020 ELECTION RESULTS B. CONSIDER APPROVAL OF A FRANCHISE AGREEMENT WITH FATBEAM, LLC C.Local Contract Review Board: 1. CONSIDER CONTRACT AWARD FOR FREWING STREET STORMLINE REPLACEMENT TO BLACK ROCK UNDERGROUND, LLC 2. CONSIDER CONTRACT AWARD FOR FUEL DELIVERY AND RELATED SERVICES TO BRETTHAUER OIL COMPANY 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/Town Center Development Agency has voted on those items which do not need discussion. 4. RECEIVE UPDATE FROM METRO COUNCILOR DIRKSEN 6:35 p.m. estimated time 5. CONSIDER A RESOLUTION EXTENDING THE CITY'S EMERGENCY DECLARATION RELATED TO COVID-19 7:05 p.m. estimated time 6. RECEIVE ANNUAL REPORT FROM TIGARD TRANSPORTATION ADVISORY COMMITTEE (TTAC) 7:10 p.m. estimated time 7. CONSIDER COVID ECONOMIC RELIEF PROGRAM FOR BUSINESSES 7:30 p.m. estimated time 8. LOCAL CONTRACT REVIEW BOARD: CONSIDER AWARD OF CONTRACT FOR SMALL BUSINESS TIGARD CARES GRANT PROGRAM 7:50 p.m. estimated time 9.NON AGENDA ITEMS 10.ADMINISTRATIVE REPORT 11.EXECUTIVE SESSION 7:55 p.m. estimated time The Tigard City Council will go into Executive Session to discuss real property negotiations under ORS 192.660(2)(e). 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 8:30 p.m. estimated time Meeting of the Tigard City Council December 1, 2020 No Public Comment Received AIS-4490 3. A. Business Meeting One Meeting Date:12/01/2020 Length (in minutes):Consent Item Agenda Title:Certification of November 3, 2020 Election Results Prepared For: Carol Krager, Central Services Submitted By:Caroline Patton, Central Services Item Type: Receive and File Meeting Type: Consent - Receive and File Public Hearing: No Publication Date: Information ISSUE Receive and file the certified results of the November 3, 2020 election from Washington County. STAFF RECOMMENDATION / ACTION REQUEST N/A - Receive and file item. KEY FACTS AND INFORMATION SUMMARY Washington County Elections Division has certified the results for the November 3, 2020 election. The document with number of ballots cast within each precinct is attached. OTHER ALTERNATIVES N/A COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION N/A Attachments Tigard City Council Ballots Cast per Precinct Ballots Cast per Contest AIS-4487 3. B. Business Meeting One Meeting Date:12/01/2020 Length (in minutes):Consent Item Agenda Title:Consider Approval of a Franchise Agreement with Fatbeam, LLC Prepared For: Shelby Rihala Submitted By:Carol Krager, Central Services Item Type: Motion Requested Meeting Type: Consent Agenda Public Hearing Newspaper Legal Ad Required?: No Public Hearing Publication Date in Newspaper: Information ISSUE Shall the City of Tigard enter into a franchise agreement with Fatbeam, LLC? STAFF RECOMMENDATION / ACTION REQUEST Staff recommends the Council approve the franchise agreement with Fatbeam, LLC. KEY FACTS AND INFORMATION SUMMARY Pursuant to Tigard Municipal Code 15.06, a utility is required to have a franchise or right-of-way license in order to use or occupy the City’s rights-of-way. Fatbeam LLC applied for a license in March 28, 2019, prior to installing several miles of Fatbeam's telecommunication facilities in the City's rights-of-way. Fatbeam began to provision services on May 31, 2020 and began earning revenue in June 2020. Since June of 2020, Fatbeam has been compensating the City based on the fees established in the Master Fees and Charges Schedule, pursuant to Fatbeam's right-of-way license. The parties have been in negotiation regarding appropriate compensation for the period of time in which Fatbeam was not providing services and installing facilities, and are proposing this franchise agreement. The compensation proposed in this franchise with Fatbeam is commensurate with past franchises the City has entered into and is defensible under federal law and FCC orders. Staff recommends approval of the franchise with Fatbeam as being in the best interest of the public. OTHER ALTERNATIVES Council could negotiate different terms of a franchise with Fatbeam or require payment of fees as established in the Master Fees and Charges Schedule, both of which could pose a legal risk. COUNCIL OR TCDA GOALS, POLICIES, MASTER PLANS DATES OF PREVIOUS CONSIDERATION N/A Attachments Franchise Agreement AIS-4453 3. C. 1. Business Meeting One Meeting Date:12/01/2020 Length (in minutes):Consent Item Agenda Title:Consider Contract Award for Frewing Street Stormline Replacement to Black Rock Underground, LLC Prepared For: Christine Moody Submitted By:Jamie Greenberg, Finance and Information Services Item Type: Motion Requested Meeting Type: Consent Agenda - LCRB Public Hearing Newspaper Legal Ad Required?: No Public Hearing Publication Date in Newspaper: Information ISSUE Shall the Local Contract Review Board award a contract to Black Rock Underground, LLC for the Frewing St. Stormline Replacement Project? STAFF RECOMMENDATION / ACTION REQUEST Staff Recommends that the Local Contract Review Board award a contract to Black Rock Underground, LLC for the Frewing St. Stormline Replacement Project in the amount of $355,974.00 and authorize the City Manager to take the necessary steps to execute the contract. KEY FACTS AND INFORMATION SUMMARY The Frewing Street Stormline replacement project will replace an existing damaged stormline in Frewing Street south of Pacific Highway. This project will eliminate bends in the mainline and upgrade two substandard catch basins with manholes. This project will also upsize existing undersized and damaged culvert pipes in Frewing Street. The City issued an Invitation to Bid due on October 20, 2020. The City received twelve (12) bids: Black Rock Underground - $355,974 Lee Contractors - $356,407 C & M Excavation - $359,446 Jackson Industries - $406,940 Ruby-Con Construction - $411,638 Lyda Excavating - $422,357 Subcom Excavation - $438,045 Moore Excavation - $438,545 Clackamas Construction - $442,980 Emery & Sons - $448,500 Trench Line Excavation - $473,000 Canby Excavation - $499,114 Staff have reviewed Black Rock Underground, LLC’s bid and vetted the company through the Contractors Construction Board and the Bureau of Labor and Industries for any disqualifying sanctions. Finding a sound bid proposal and no disqualifying sanctions, staff are recommending the Local Contract Review Board award a contract for this project to Black Rock Underground, LLC in the amount of $355,974. OTHER ALTERNATIVES The Local Contract Review Board may reject this contract and direct staff to re-solicit the work or the LCRB could reject this contract award and direct staff to stop the project. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION N/A Fiscal Impact Cost:$355,974 Budgeted (yes or no):Yes Where budgeted?:Capital Improvement Plan (CIP) Stormwater Fund Additional Fiscal Notes: The 2020-2021 CIP, Project #94041, includes the necessary budget for this contract. This project anticipated $322,000 in construction costs and includes $40,000 in budgeted project contingency. By using approximately $34,000 of the $40,000 of budgeted project contingency, the overall project will remain within the adopted budget. Attachments No file(s) attached. AIS-4474 3. C. 2. Business Meeting One Meeting Date:12/01/2020 Length (in minutes):Consent Item Agenda Title:Consider Contract Award for Fuel Delivery and Related Services to Bretthauer Oil Company Prepared For: Christine Moody Submitted By:Jamie Greenberg, Finance and Information Services Item Type: Motion Requested Meeting Type: Local Contract Review Board Public Hearing Newspaper Legal Ad Required?: No Public Hearing Publication Date in Newspaper: Information ISSUE Shall the Local Contract Review Board award a contract for the City’s fuel and related service needs to Bretthauer Oil Company under a cooperative agreement? STAFF RECOMMENDATION / ACTION REQUEST Staff recommends that the Local Contract Review Board award a contract for the City’s fuel and related service needs to Bretthauer Oil Company in the amount of $1,500,000 under the City of Yamhill's cooperative contract and authorize the City Manager to fully execute the contract. KEY FACTS AND INFORMATION SUMMARY This award will retain the current format of fueling at a combination of captive, or City-owned pumps, and foreign, or commercial fueling card-lock stations. Under Tigard Public Contracting Rule 10.085 the City may utilize a permissive cooperative procurement rather than conduct its own solicitation. Staff reached out to Bretthauer Oil Company for any cooperative agreements they might have with other local jurisdications. Staff reviewed all options and found that using the City of Yamhill’s cooperative price agreement best meets the needs of the city in pricing, card lock services and delivered fuel. Bretthauer Oil Company will deliver both unleaded and diesel fuels to the City’s captive site as well as offer the same fuels as foreign sites via multiple Pacific Pride commercial fueling stations, including the only commercial fuel station located in Tigard. OTHER ALTERNATIVES The Local Contract Review Board may reject this contract and direct staff to re-evaluate the City’s need and reach out to other potential suppliers. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION The Local Contract Review Board approved the previous fuel delivery contract in June 2012. Fiscal Impact Cost:1,500,000. Budgeted (yes or no):Yes Where budgeted?:Multiple Additional Fiscal Notes: As fuel prices can dramatically fluctuate, the overall cost of this contract over the possible five year life is extremely difficult to estimate. Staff is using a figure of $300,000/year for a total of $1,500,000 over the five year contract term. The previous five year agreement was estimated at $1,750,000 and actual spend was at $1,132,875. Fuel expense is reviewed each fiscal year and budgeted accordingly within each applicable fund across all city departments. Attachments No file(s) attached. AIS-4449 4. Business Meeting One Meeting Date:12/01/2020 Length (in minutes):30 Minutes Agenda Title:Receive Update from Metro Councilor Dirksen Prepared For: Kathy Nyland, City Management Submitted By:Caroline Patton, Central Services Item Type: Update, Discussion, Direct Staff Meeting Type: Council Business Meeting - Main Public Hearing: No Publication Date: Information ISSUE Shall Council receive an update from Metro Councilor Dirksen regarding Metro's 2020 "Year in Review"? STAFF RECOMMENDATION / ACTION REQUEST Staff recommend Council receive the update from Metro Councilor Dirksen. KEY FACTS AND INFORMATION SUMMARY Metro Councilor Dirksen will provide a presentation on ?implementation of the 2019 Parks and Nature Bond, Housing bond and Supportive Housing Services measure as well as the outcome of Measure 26-218. 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Refinement of the $475 ` - A;.' , t . 4. �� million bond renewal -L ,,: ' . , '.a '67 .• • underway. . . Ak-„,„„lite . w f ,..- , 4. igifiicf S4A rls . . = trr:.-f 54 • •P,.,_• .- ,t e. 10' f1 h r• . r:: Target bond investments to *j - �,• benefit communities most . + �0. vstir• - •4-1. -".0 l''''' • ' V.: �� , • NC ' f• • impacted by the pandemic. �. 14 :; ,, '° % - Formation of the bond ;. oversight committee. 1iPi� r Metro Affordable Housing Bond • First of its kind regional housing ' WAKT g , C.HAN4l- _ measure. : - • Projects of note like the Mary Ann in _ t Beaverton and Viewfinder in Tigard ' ' IIP are near completion . 111 0 i • Washington Co. selected seven Irte b projects for concept endorsement by 'V the council. : _ r is 4-,. • In total, 17 affordable housing projects are underway throughout � r the region . 1,897 new affordable homes , .._. , „.41. • ._ ,. ,,..., „, . ... .:._ .. , i,, • _ .� L Il ' r k • • • II ti.`.:. 1110' Is I III41i1 II III 11111 e a:' '�� tej � •:' '� I ` /tit JO 4 i if.j,k, .. , ,., 11�I. 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Take a survey about a proposed transfer center in Washington County _ r X T- iii --.— ' .rte -_ �'T�� w....-,�.-• rj..,. . tr .s - -. _ - 1 VM. iii U411 - - .__-'_.. {' - _�_. - P. r� .1•.•11. e' - tee. -'^ -- •._- - _ _ nk' �`�_ __ _ 1I S. --.g ` . Measure 26-218 : "Get Moving 2020" - -',.. :. • • ..iatr. . ,, . — . ..,,,„.--ipm- lc IX1! k Developed with input from ; rA7 - �:;4 l: .1 , community and leaders _ ; ' 'i -,- . Vim. , , ,is . from around the region . , " :. ': N, ,:� ti � r aL a Transit, traffic and other I . •:P r '� k t}; , transportation projects & '~ • ' ` ' . • ` '" " . A I programs in Multnomah, .' ' r: •'e' 114 �, , . Washington & Clackamas ..14.t i .", ''',_ counties. yr l� • . 1• z•' - . ,.. 1.1/411---- 1. ' I -' Proposed tax on certain employers, starting 2022 `Ar - g I' (upto .75% of payroll) . _ - Thank you to our community and partners. .. __ __ _____ "fr.0110111111111111111111 t N ti �ytillillik' '4 � pi it.4. . <. _ ik•1 %ii Kj .A. t ,,. _;.1. .AR Ile It Fr. {{ i - �^-''--' - -- - } �. iii• . 10 Igor 7 7"F/ I/1 4. • .,. P :,.." I,. 11.•";,,''-' 7,1,,i.pr .'j.,,,,,, iii,joirk, ..,,,.L.1,.,,, OP A • o "1101.- ,1.'1 � 1 , II • t.„ \ t‘if'r: ith ) " ^"niR 4 - ,.„.., V.... . . 1 ..... _.,, 1..-: , ijpr \,,, r 1 iq .4elli •.1 k ,. ,. ,, : --,: : ^5.4-:'`i°1' '. • "°-;"-:0'.'i•'• . •: .._‘' . ..t .„,. •, 1.4- i , ' '•LI ,... __ ,.I. '. -,..e e •,,,, , i „IV 11 1 '" --.. ,r,.•...k • 1 IP ,..- ' i • . ‘ 'meriA NV 07 II. r4i7MI! ...:-. ': . / .,;,.3,-.,..:..- � '� , • ell Y't1y �' , .' lY_ , • ,,kilelPf{ v , a `7' -: /-fk Nob a / • �1y, s _t F .. , y ' ri ," 6 t ^ ' 1.X _ otiet filbaL Metro oregonmetro.gov ow, .„. TTTI fl I fl • o 0 ��:F: 1 n n n 1 1 nrn 11 Am AIS-4451 5. Business Meeting One Meeting Date:12/01/2020 Length (in minutes):5 Minutes Agenda Title:Consider a Resolution Extending the City's Emergency Declaration Related to COVID-19 Prepared For: Shelby Rihala, City Management Submitted By:Caroline Patton, Central Services Item Type: Motion Requested Resolution Meeting Type: Council Business Meeting - Main Public Hearing: No Publication Date: Information ISSUE Shall Council extend the City's emergency declaration related to COVID-19? STAFF RECOMMENDATION / ACTION REQUEST Staff recommends approval of the resolution extending the City's emergency declaration. KEY FACTS AND INFORMATION SUMMARY This request is for a sixth extension of the City of Tigard's emergency declaration related to COVID-19, this time extending the declaration of emergency until 12pm on March 31, 2021. The declaration is necessary to continue to respond to the emergency, including requests for outside assistance and flexibility surrounding City policies. OTHER ALTERNATIVES Council could let the existing declaration expire on December 2nd or extend for a different length of time. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION March 17, 2020: Council ratifies Mayor's emergency declaration. March 17, 2020: Council ratifies Mayor's emergency declaration. April 21, 2020: Council approves first extension to the emergency declaration. May 26, 2020: Council approves second extension to the emergency declaration. June 23, 2020: Council approves third extension to the emergency declaration. July 28, 2020: Council approves fourth extension to the emergency declaration. September 22, 2020: Council approves fifth extention to the emrgency declaration. Attachments Resolution RESOLUTION NO. 20- Page 1 CITY OF TIGARD, OREGON TIGARD CITY COUNCIL RESOLUTION NO. 20- A RESOLUTION OF THE CITY OF TIGARD EXTENDING THE CITY’S EMERGENCY RELATED TO COVID-19 WHEREAS, Tigard Municipal Code (TMC) Chapter 7.74, the City’s Emergency Management Code, as well as ORS 401.305, authorize the City to establish an emergency management agency, including the authority to establish policies and protocols for defining and directing responsibilities during a time of emergency; and WHEREAS, pursuant to TMC 7.74.040, a local emergency exists whenever the City or an area impacting part of the City is suffering, or in imminent danger of suffering, an incident that may cause injury or death to persons, including a disease or pandemic; and WHEREAS, TMC 7.74 and ORS 401.309 authorize certain actions to be taken during a state of emergency when necessary for public safety or for the efficient conduct of activities to minimize or mitigate the effects of the emergency; and WHEREAS, the Governor has declared a state of emergency for the State of Oregon and the Washington County Board of Commissioners has declared a state of emergency for Washington County; and WHEREAS, this declaration is in support of the COVID-19 public health response; and WHEREAS, pursuant to TMC 7.74.070, the Tigard City Council ratified the Mayor’s emergency declaration on March 17, 2020; and WHEREAS, TMC 7.74.070.E says that the declaration must limit the duration of the state of emergency to the period of time during which the conditions giving rise to the declaration exist or are likely to remain in existence; and WHEREAS, on April 21, 2020, the Tigard City Council extended the duration of the City’s emergency declaration to May 31, 2020; and WHEREAS, on May 26, 2020, the Tigard City Council extended the duration of the City’s emergency declaration to June 30, 2020; and WHEREAS, on June 23, 2020, the Tigard City Council extended the duration of the City’s emergency declaration to July 31, 2020; and WHEREAS, on July 28, 2020, the Tigard City Council extended the duration of the City’s emergency declaration to September 30, 2020; and WHEREAS, on September 22, 2020, the Tigard City Council extended the duration of the City’s emergency declaration to December 2, 2020; and WHEREAS, Council finds it necessary to extend the emergency declaration in order to continue its response efforts. RESOLUTION NO. 20- Page 2 NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that: SECTION 1: The Tigard City Council declares the response to COVID-19 constitutes a continuing state of emergency. SECTION 2:The local emergency exists within the territorial limits of the City of Tigard. SECTION 3:COVID-19 constitutes an urgent threat to public health, requiring additional resources and protective measures to protect the health of City staff, family members, and the Tigard community. SECTION 4:A local emergency authorizes City officials to take the following measures: A. The City and its officials are authorized to take such actions and issue such orders as described in Tigard Municipal Code 7.74 as are determined necessary to protect lives and property and to efficiently conduct activities that minimize or mitigate the effect of the emergency. B.The emergency procurement of goods and services is authorized pursuant to the Oregon Public Contracting Code, Tigard Municipal Code 2.46, and the City of Tigard Local Contract Review Board Public Contracting Rules. C.To protect the health of City employees, the City may issue emergency rules or guidance on the use of sick leave, telework, remote work, or other policies that will be in effect only for the duration of the emergency. D. To respond to the emergency, and to particularly ease burdens on businesses and service sector workers, the City may relax or adjust enforcement of City codes, including but not limited to parking restrictions downtown. E.To continue to manage and receive necessary supplies and assistance, including but not limited to personal protective equipment, the City has activated its Emergency Operations Center and centralized logistics. The City may request additional assistance as needed, including through mutual assistance agreements, the Cooperative Public Agencies of Washington County (CPAWC), Medical Reserve Corps, and the American Red Cross, among others. SECTION 5:This declaration of emergency will remain in effect until 12pmon March 31, 2021. SECTION 6:This resolution repeals and replaces Resolution 20-46 and is effective immediately upon passage. PASSED:This day of 2020. Mayor - City of Tigard RESOLUTION NO. 20- Page 3 ATTEST: City Recorder - City of Tigard AIS-4471 6. Business Meeting One Meeting Date:12/01/2020 Length (in minutes):20 Minutes Agenda Title:Receive Annual Report from Tigard Transportation Advisory Committee (TTAC) Prepared For: Dave Roth, Community Development Submitted By:Dave Roth, Community Development Item Type: Joint Meeting-Board or Other Juris.Meeting Type: Council Business Meeting - Main Public Hearing: No Publication Date: Information ISSUE This is the joint meeting of the Tigard Transportation Advisory Committee (TTAC) and the Tigard City Council as described in the TTAC Bylaws Section XI, Item C. STAFF RECOMMENDATION / ACTION REQUEST No action requested. Discussion only. KEY FACTS AND INFORMATION SUMMARY The Tigard Transportation Advisory Committee (TTAC) meets annually with the City Council to share information and receive feedback. The TTAC is staffed by Dave Roth (Community Development) and Tegan Enloe (Engineering), and is currently chaired by Ruth Harshfield. The perspectives of TTAC members represent a diverse but mutually-supported range of viewpoints. The committee plans to provide Council with a review of work completed in 2020 and a look forward to its priorities and interests for 2021 and beyond. Highlights from 2020 include implementation of the Complete Streets Policy, input on new policies and procedures for citizen transportation requests, creation of a self-guided project tour, submission of letters of support for two successful transportation grants, and significant support and input on the Southwest Corridor project. For 2021, the Committee is looking forward to supporting the Transportation System Plan Update, continued implementation of the Complete Streets policy and the recently adopted Tigard Strategic Plan, and ensuring that Tigard's diverse transportation needs are represented and met through city decisions and investments. and met through city decisions and investments. OTHER ALTERNATIVES N/A COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS 1. Tigard Strategic Plan (2020) Action 1.4.a: Intentionally create an environment that fosters participation from all members of our community. Objective 2.1 Create a well-connected pedestrian network that links all Tigard residents and businesses Objective 2.2: Tigard's pedestrian network is attractive, accessible, safe, and well-maintained Objective 3.1: Pursue land development that maximizes public health benefits while increasing connection between people and community destinations Objective 3.2: Focus development-associated resources in parts of the city that have the capacity to serve, house, employ, and attract the most people with the least impact on Tigard’s natural systems and the climate. Action 3.3.d: Ensure transportation investments and improvements are providing equitable benefits & impacts to the entire population. Action 3.3.f: . Increase the weight equity holds when making capital improvement and transportation project prioritizations. 2. Tigard Complete Streets Policy (2019) 3. TTAC Bylaws: SECTION I. CHARGE AND DUTIES D. TTAC serves in an advisory role to staff and Council on a broad range of relevant transportation issues reflecting city priorities and work program capacity, which may include, but is not limited to: 1. Complete Streets Policy implementation 2. Project prioritization for funding in the Capital Improvement Program 3. Preparation of multimodal transportation system plans and corresponding transportation financing/capital investment programs 4. Developing funding mechanisms and sources to implement transportation projects 5. Traffic safety 6. Input on project development and concept design DATES OF PREVIOUS COUNCIL CONSIDERATION The Tigard Transportation Advisory Committee (TTAC) previously held its annual joint The Tigard Transportation Advisory Committee (TTAC) previously held its annual joint meeting with the City Council on: September 16, 2014 October 20, 2015 October 18, 2016 October 24, 2017 December 11, 2018 November 12, 2019 Attachments Dec 1 2020 TTAC Joint Meeting City of Tigard Tigard Transportation Advisory Committee (TTAC) December 1, 2020 Annual Report to City Council Agenda •What is the Transportation Advisory Committee? •2020 Year in Review •Looking Forward to 2021 and Beyond •Committee Comments to Council •Q & A Tigard Transportation Advisory Committee •One of Tigard’s 15 Boards and Commissions •13 members (2 of which are alternates) •Regular meetings on the first Wednesday of each month •Committee takes public comment and input Tigard Transportation Advisory Committee (cont.) •Advises staff and Council on: •Implementation of Complete Streets Policy •Prioritization process for capital projects (CIP) •Transportation System Plan (TSP) •Project and Program Funding •Safety •Project Development 2020 Year in Review •Complete Streets Policy Implementation •Streets for People Pilot as COVID-19 response •20 mph neighborhood speed zones •Input on citizen transportation request policies and procedures •Self-Guided Project Tour •Letters of support •Safe Routes to School ODOT infrastructure Grant Applications •Downtown Reimagined TGM Grant Application •HWY99W corridor funding requests to state legislature and T2020 Task Force •Southwest Corridor Project •TTAC member participation on Citizen Advisory Committee •Letters to support HWY 217 crossing and advancement of Tigard TOD objectives 2021 and Beyond •Complete Streets Policy Implementation •Support all ages and abilities regardless of travel mode •Implementation of City Strategic Plan (2020) •Equitable, healthy, walkable, and accessible to all •Action 1.4.a, Objectives 2.1, 2.2, 3.1, 3.2, Actions 3.3.d and 3.3.f •Member participation on TSP Update Community Advisory Committee •Determine alternatives now that Southwest Corridor and Metro T-2020 were voted down 2021 and Beyond (cont.) •Update TTAC member selection process to better reflect Tigard’s racial and socio-economic diversity •Continue acting as sounding board for city staff before City Council presentations •Update CIP project selection methodology to incorporate Complete Streets and Strategic Plan goals •Improve communication with other Tigard boards and commissions •Continue to help raise and prioritize transportation needs in light of changing travel patterns and uncertainty around future travel scenarios (COVID-19) Committee Comments and Q & A AIS-4488 7. Business Meeting One Meeting Date:12/01/2020 Length (in minutes):20 Minutes Agenda Title:Consider COVID Economic Relief Program for Businesses Prepared For: Lloyd Purdy Submitted By:Caroline Patton, Central Services Item Type: Motion Requested Update, Discussion, Direct Staff Meeting Type: Council Business Meeting - Main Public Hearing Newspaper Legal Ad Required?: No Public Hearing Publication Date in Newspaper: Information ISSUE Should the City of Tigard add emergency reserve funds to the next round of COVID-19 business support funding the city expects to receive from the State of Oregon via Washington County and execute an Intergovernmental Agreement (IGA) to carry out the distribution of funds? STAFF RECOMMENDATION / ACTION REQUEST Staff recommends the use of emergency reserve funds to cover external program management costs, if those expenses cannot be counted as eligible expenses as part of the business assistance funding that Washington County will likely distribute to the City of Tigard. Staff also recommends approval of an IGA with Washington County up to $1.2 million for the distribution of federal CARES Act funding, subject to negotiation by the City Manager and City Attorney, and to authorize the City Manager to execute/amend the agreement. KEY FACTS AND INFORMATION SUMMARY Tigard City Council recognizes COVID-19 and state-mandated closures negatively impact Tigard City Council recognizes COVID-19 and state-mandated closures negatively impact local businesses. Council asked staff to develop proposal options to quickly distribute additional business assistance funds. The fastest way to do that is through a continuation of the Tigard CARES grant program. The State of Oregon announced a new round of COVID-19 business assistance funding totaling $55 million for distribution statewide. Washington County expects to receive $5,000,000 from this fund. If Washington County follows the previous approach to regranting business assistance funds to local cities, the City of Tigard will receive between $750,000 and $1,200,000 that must be distributed to businesses impacted by COVID-19 and state-mandated closures. The City of Tigard’s Economic Development and Finance Department staff are prepared to move quickly to disburse this funding, building upon the previous eight months of business assistance program development and refinement. In April 2020, the City of Tigard directed $300,000 in funds into grant and loan programs that provided almost $1,000,000 in support for businesses. By November, the city distributed more than $1,700,000 in grants to 300 firms with a combination of county, state and federal funds. While financial resources for grant making are available through partners like the Washington County, the State of Oregon and the US Government, grant funding is the most expeditious approach to directing dollars to businesses. A subsequent round of business assistance funding between $750,000 and $1,200,000 (estimated) from the State of Oregon via Washington County can recapitalize the existing Tigard CARES grant making program and quickly distribute funds to Tigard based businesses by generally following the program and processes in place. In the last round of grant making using State of Oregon funds, program administration costs were not grant-eligible expenses. The City covered that cost out of local funds. The administrative cost to continue Tigard CARES with Micro Enterprise Services of Oregon (MESO), as the city’s grant administrator, is expected to be about 7.5% of the total funds distributed. The City may need to cover this cost from local resources like the emergency reserve fund. The request is to prospectively approve the IGA with Washington County in an amount up to $1.2 million and authorize the City Manager and City Attorney to negotiate and execute a new IGA or amend the current IGA in place with Washington County. This will allow for the prompt distribution of funds. OTHER ALTERNATIVES Council may consider: Council may consider: Using emergency reserve funds, if needed, to cover external administrative cost of 7.5% in order to distribute an estimated $750,000 to $1,200,000 in business assistance grants based on funds the city receives from Washington County’s allocation of State funds. If the City receives $750,000 from Washington County the administrative cost estimate is $56,250. If the city receives $1,200,000 from Washington County the administrative cost estimate is $90,000. 1. Using up to $120,000 from the emergency reserve fund to cover external program administration costs and add the balance of City of Tigard funds to the $750,000 to $1,200,000 the City is likely to receive from Washington County. 2. Using $300,000 from the emergency reserve fund to cover program administration costs, if needed, and add the balance of City of Tigard funds to the $750,000 to $1,200,000 the City is likely to receive from Washington County. Staff recommends Option 1, the first scenario. The other two scenarios draw down the City’s emergency reserve fund without a significant addition to the amount of grant funds that will be available. 3. COUNCIL OR TCDA GOALS, POLICIES, MASTER PLANS This proposal is consistent with Strategic Plan Priority 3, Objective 3.1 Action E - "Ensure all businesses can easily connect to resources that help them grow and add value to the community." DATES OF PREVIOUS CONSIDERATION Council discussed at November 17, 2020 workshop. Fiscal Impact Cost:750,000 - $1,200,000 Budgeted (yes or no):no Where Budgeted (department/program):Community Services Additional Fiscal Notes: Program administration cost with Tigard’s CDFI partner, MESO, is 7.5% of the overall funds distributed. If this cost is not eligible to be covered with grant funds, the city will need to cover this cost in order to distribute grants to businesses quickly. If the city receives $750,000 from Washington County the administrative cost estimate is $56,250. If the city receives $1,200,000 from Washington County the administrative cost estimate is $90,000. In April, the City of Tigard spent $300,000 from a combination of the business license fund and the emergency reserve fund to support the first round of Tigard CARES. About $120,000 was returned to the emergency reserve fund through a COVID-19 related payment from Washington County as part of their COVID-19 allocation from the federal government. The staff recommendation to cover admin costs of up to $90,000 further reduces the amount of funds returned to the emergency reserve fund. The $120,000 returned to the emergency reserve funds could decrease to $30,000 if program administration costs are not considered an eligible expense for the funds the State is distributing to Washington County. At this time, staff do not know how much State funding Washington County will direct to the City of Tigard. With Council approval and to meet the December 31, 2020 deadline, staff intends to use existing appropriation in the Community Services Program of the General Fund to distribute the CARES Act funding as quickly as possible. At the next scheduled supplemental opportunity in January 2021, staff will request an increase in appropriation commiserate with the amount of the CARES Act award to the City of Tigard. This will effectively reimburse the Community Services Program for fronting the cost. If Council does not approve the supplemental in January 2021, it will result in up to $1,200,000 of budget capacity being used without a commiserate increase in the budget impacting other operations in the Community Services Program of the General Fund which primarily consist of the police and library departments. Alternatively, Council could instruct staff to come with a special supplemental on December 22, 2020 and wait until after the supplemental to distribute funds. Attachments No file(s) attached. City of TigardCity of TigardCity of Tigard Round V City of TigardCity of TigardCity of Tigard Tigard CARES Phase V •Use of Local Funds/Budget Authority •IGA Authorization & Policy Question •Contract Authorization (as LCRB) City of TigardCity of TigardCity of Tigard Financial Considerations: $1M example *Appropriation timing WaCo Program Admin (2.5%) Addition to Business Assistance Grants Tigard Admin Costs (7.5%) Total City Cost Estimate $25,000 $0 $0 $25,000 $25,000 $88,400 $6,600 $120,000 $25,000 $255,800 $19,200 $300,000 Program Admin. (5% max) Business Assistance Grants $50,000 $950,000 Option A B C City of TigardWashington County Allocation City of TigardCity of TigardCity of Tigard Tigard CARES Phase V •Use of Local Funds/Budget Authority •IGA Authorization & Policy Question •Contract Authorization (as LCRB) City of TigardCity of TigardCity of Tigard Round V AIS-4491 8. Business Meeting One Meeting Date:12/01/2020 Length (in minutes):5 Minutes Agenda Title:Local Contract Review Board: Consider Award of Contract for Small Business Tigard CARES Grant Program Prepared For: Christine Moody Submitted By:Caroline Patton, Central Services Item Type: Motion Requested Meeting Type: Local Contract Review Board Public Hearing Newspaper Legal Ad Required?: No Public Hearing Publication Date in Newspaper: Information ISSUE Shall the Local Contract Review Board prospectively approve a contract to Micro Enterprise Services of Oregon for the Small Business Grant Program? STAFF RECOMMENDATION / ACTION REQUEST Staff Recommends that the Local Contract Review Board authorize a contract to Micro Enterprise Services of Oregon (MESO) in an amount not to exceed $1,500,000.00 subject to negotiation by the City Manager and City Attorney, and authorize the City Manager to execute the agreement. KEY FACTS AND INFORMATION SUMMARY Tigard City Council recognizes COVID-19 and state-mandated closures negatively impact local businesses. Council asked staff to propose options to quickly distribute additional business assistance funds. The fastest way to do that is through a continuation of the Tigard CARES grant program. The State of Oregon announced a new round of COVID-19 business assistance funding totaling $55 million for distribution statewide. Washington County expects to receive $5,000,000 from this fund. If Washington County follows the previous approach to regranting business assistance funds to local cities, the City of Tigard will receive between $750,000 and $1,200,000 that must be distributed to businesses impacted by COVID-19 and state-mandated closures. Council requested options where up to $300,000 of city funds from the Emergency Reserve can be considered for distribution over and above the county's award. This could bring the maximum program up to $1,500,000. The City of Tigard’s Economic Development and Finance Department staff are prepared to move quickly to disburse this funding, building upon the previous eight months of business assistance program development and refinement. In April 2020, the City of Tigard directed $300,000 in funds into grant and loan programs that provided almost $1,000,000 in support for businesses. By November, the city distributed more than $1,700,000 in grants to 300 firms with a combination of county, state and federal funds. While financial resources for grant making are available through partners like the Washington County, the State of Oregon and the US Government, grant funding is the most expeditious approach to directing dollars to businesses. A key partner in the success of this work was Micro Enterprise Services of Oregon (MESO) a not-for-profit CDFI focused on assisting historically under-served and minority entrepreneurs with training and financing tools. The City of Tigard does not have sufficient staff, processes, or technology to do this work. Micro Enterprise Services of Oregon (MESO) is uniquely qualified to perform these services because they are familiar with the required federal audit provisions as they are operating similar small business grant programs for other local jurisdictions. On top of city Economic Development staff efforts, MESO provided a range of services to the city as the grant administrator including: Communicating the grant opportunity to entrepreneurs of color Collecting applications via an online application Verification of applicant eligibility Scoring of applications based on program criteria Collecting required documentation Distributing grant awards to businesses OTHER ALTERNATIVES The Local Contract Review Board may choose to not enter into this contract with Micro Enterprise Services of Oregon and direct staff to find an alternative source for regranting the money. This most likely would result in undelivered federal CARES Act funding to Tigard small businesses. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS This proposal is consistent with Strategic Plan Priority 3, Objective 3.1 Action E - "Ensure all businesses can easily connect to resources that help them grow and add value to the community." DATES OF PREVIOUS COUNCIL CONSIDERATION Council discussion at the November 17, 2020 workshop. Fiscal Impact Cost:NTE $1.5M Budgeted (yes or no):No Where budgeted?:Intergovernmental Agreement with Washington County Additional Fiscal Notes: Budget adjustment in Q2 Budget Supplemental. Attachments No file(s) attached.