City Council Packet - 03/16/1993
CITY OF TIGARD
OREGON
4 Y ~ f f
AGENDA
i 'ors kid'
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a : PUBLIC NOTICE: Anyone wishing to speak on an
agenda item should sign on the appropriate sign-up
r ` sheet(s). If no sheet is available, ask to be
recognized by the Mayor at the beginning of that
agenda item. Visitor's Agenda items are asked to be
two minutes or less. Longer matters can be set for
a future Agenda by contacting either the Mayor or
the City Administrator.
1. BUSINESS MEETING (6:30)
1.1 Call to Order - City Council & Local Contract Review Board
1.2 Roll Call
1.3 Pledge of Allegiance
1.4 Call to Council and Staff for Non-Agenda Items
2. DISCUSS BOARD AND COMMITTEE RESTRUCTURING
• Community Involvement Coordinator
3. VISITOR'S AGENDA (Two Minutes or Less, Please)
4. CONSENT AGENDA: These items are considered to be routine and may be enacted in one
motion without separate discussion. Anyone may request that an item be removed by motion
for discussion and separate action. Motion to:
4.1 Approve Council Minutes: February 9, 1993
4.2 Receive and File: Council Calendar
4.3 Metro Greenspaces Grant Appropriation (Fanno Creek Park) - Recognize Grant Revenue
and Increase Appropriations to Permit Expenditure of Funds - Resolution No. 93--
4.4 Authorize Right-of-Way Acquisition of a Portion of the Roemer Property for the 109th
Avenue Extension Project
4.5 Local Contract Review Board:
a. Award Contract to Silco Construction in the Amount of $40,000 to Construct a
Playground at the West End of Summerlake Park
b. Award Contract to Provide Professional and Engineering Services to Compass
Corporation (not to exceed $24,700) for the Bonita Road Improvements
C. Award Contract to Halton Company Using the Life Cycle Cost Method for the
Purchase of a Backhoe.
COUNCIL AGENDA - MARCH 16, 1993 - PAGE 1
5. CONSIDER BOND REFUNDING PLAN PROPOSAL - RESOLUTION NO. 93-
0 City Administrator
6. COUNCIL COMMUNICATIONS
• Mayor and Council
7. NON-AGENDA ITEMS
a. EXECUTIVE SESSION: The Tigard City Council will go into Executive Session under the
provisions of ORS 192.664 (1) (d), (e), & (h) to discuss labor relations, real propsr y
transactions, current and pending litigation issues.
9. ADJOURNMENT
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COUNCIL AGENDA - MARCH 16, 1993 - PAGE 2
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For 4/13/93 Packet (revised, Page
4, Item 7.2)
Council Agenda Item 41
T I G A R D C I T Y C OU N C I L
MEETING MINUTES MARCH 16, 1993
• Meeting was called to order at 6:30 p.m. by Mayor Edwards.
1. ROLL CALL
Council Present: Mayor Jerry Edwards; Councilors Judy
Fessler, Wendi Hawley, and Paul Hunt. Staff Present: Patrick
Reilly, City Administrator; Gary Alfson, Senior Project
Engineer; Ed Murphy, Community Development Director; Liz
Newton, Community Relations Coordinator; Michael Robinson,
Legal Counsel; and Catherine Wheatley, City Recorder.
BUSINESS MEETING
2. DISCUSS BOARD AND COMMITTEE RESTRUCTURING
Community Involvement Coordinator Liz Newton reviewed the
staff report for this item. Council reviewed each section of
the staff report and made several suggestions for
modification. The general concept of transitioning from the
current Board and Committee structure was agreed to by Council
as presented. Staff was directed to proceed to the next step
which is to continue to ref ine the process with another review
by the NPO's and Committees.
Some points during council discussion were as follows:
- CIT membership would be open. CIT Steering
Committee members would be trained to facilitate
meetings in a neutral fashion noting that community
activists often times have a position on issues
which is why they are involved.
- Agreements with CIT's would be drawn up between the
City and each CIT. Councilor Hunt advised that he
thought there should be one basic agreement for all
CIT's. Ms. Newton noted that other cities have
issued agreements which had slight differences from
one area to another which have been successfully
implemented. Mayor Edwards suggested that a basic
resolution be adopted with specific problems worked
out at that time.
- Council supported the concept of the Mayor and one
Councilor meeting with the Steering Committee
t members about three times a year to evaluate the
program.
- Council discussed the application form and process.
Careful review and reconstruction of the
application form and interview process will be
needed.
The proposed CIT boundaries were reviewed and
accepted by Council with some modification.
Councilor Hunt suggested the boundary lines follow
streets rather than City limits because areas may
annex in the future making it less clear as to why
the boundary lines were selected. Areas in the
active planning area of the City are included in
the CIT boundaries.
In general, (Councilor Hunt noted concerns with
non-residents being members of the CIT's) Council
supported unincorporated area residents as members
of the CIT's; however, their vote would be limited
to district-wide issues. City-only issues would be
voted on by City residents only.
Council consensus was to move toward disbanding the
Park Board and Solid Waste Advisory Committee.
The Land Use Notification process was reviewed by Ms. Newton.
The goal is to separate land use issues from being the primary
focus of the neighborhood groups, but to still acquire input
from residents on land use applications. Also, the new
process would allow for input from the neighborhoods and
affected property owners earlier in the application stage than
what is currently the case. Additional work on the proposal
will be done utilizing input from the planning staff.
3. VISITOR'S AGENDA: No visitors.
4. CONSENT AGENDA: Motion by Councilor Hunt, seconded by
Councilor Hawley, to approve the following Consent Agenda with
Item 4.3 being removed and set over to March 23, 1993 agenda:
4.1 Approve Council Minutes: February 9, 1993 (approved as
amended) Councilor Fessler requested minutes be
corrected (Page 14, 5.b.) to reflect that she had noted
she had visited the site with reference to the hearing
for Comprehensive Plan Amendment CPA 92-007, concerning
the future alignment of a collector street connecting
S.W. Walnut Street and S.W. Gaarde Street - Agenda Item
No. 5 on 2/9/93.)
4.2 Receive and File: Council Calendar
I
CITY COUNCIL MEETING MINUTES - MARCH 16, 1993 - PAGE 2
4.3 (Item 4.3 removed from agenda; set over to March 23,
1993.) Metro Greenspaces Grant Appropriation (Fanno
Creek Park) - Recognize Grant Revenue and Increase
Appropriations to Permit Expenditure of Funds -
Resolution No. 93-
4.4 Authorize Right-of-Way Acquisition of a Portion of the
Roemer Property for the 109th Avenue Extension Project
4.5 Local Contract Review Board:
a. Award Contract to Silco Construction in the Amount
of $40,000 to Construct a Playground at the West
End of Summerlake Park
b. Award Contract to Provide Professional and
Engineering Services to Compass Corporation (not to
exceed $24,700) for the Bonita Road Improvements
C. Award Contract to Halton Company Using the Life
Cycle Cost Method for the Purchase of a Backhoe.
The motion was approved by a unanimous vote of Council
present. (Mayor Edwards and Councilors Fessler, Hawley, and
Hunt voted "yes.")
5. CONSIDER BOND REFUNDING PLAN PROPOSAL - RESOLUTION NO. 93-09
a. City Administrator reviewed the Staff Report. It appears
that the City could realize significant interest savings
by refinancing several outstanding bond issues. There
was brief Council discussion.
b. RESOLUTION NO. 93-09 - A RESOLUTION AUTHORIZING
SUBMISSION OF AN ADVANCE REFUNDING PLAN TO THE OREGON
STATE TREASURER AND PROVIDING FOR RELATED MATTERS.
C. Motion by Hunt, seconded by Councilor Fessler, to adopt
Resolution No. 93-09.
The motion was approved by a unanimous vote of Council
present. (Mayor Edwards and Councilors Fessler, Hawley,
and Hunt voted "yes.")
6. COUNCIL COMMUNICATIONS
- Goal 5 (Comprehensive Plan Section on Natural Resources)
Discussion: Councilor Fessler advised that Doug Smithey
and Ed Sullivan offered to facilitate a workshop on Goal
5. The City is preparing for a Planning commission
review of Goal 5 of the Comprehensive Plan to address
technical items required by the Department of Land Use
and Conservation (DLCD). After discussion, Council
consensus was to decline the offer. Several Council
members noted preference to have presentations from DLCD
and Tigard's legal firm if such a workshop is conducted.
CITY COUNCIL MEETING MINUTES - MARCH 16, 1993 - PAGE 3
~l~S • i r e ~ ■ 4t P -w-r-- _ - _ _
Councilor Hawley noted concern with communication between
City Council and Planning Commission. She referred to
the public hearing process at the Council level noting
the NPO's testimony is received, yet there is no
representative from the Planning Commission.
Legal Counsel Mike Robinson explained that testimony is
received by the Council from Planning Commission in the
foam of receipt of their record (minutes and findings)
and through the staff report. A Planning Commissioner
could testify; however, they would need to represent
whether they were testifying as an individual or as a
representative of Planning Commission.
In response to Councilor Hawley's concerns, Mayor Edwards
recalled a Council/Commission workshop a couple of years
ago when the issue of better communication between
Council and Planning Commission was discussed. The
solution at the time was that staff would,notify the
Planning Commission, in writing, of Council decisions on
items appealed or called-up by Council when the Council
decision differed from the Commission's decision.
After discussion, Council directed staff to resume
sending written reports to the Planning commission of all
council decisions relating to issues which had been
deliberated by the Commission first. This communication
would explain why the decisions were made and should be
submitted to the Commission in their meeting packet for
their record.
7. NON-AGENDA ITEMS
7.1 Vote for JPACT representative:
a. Motion by Councilor Fessler, seconded by Councilor
Hunt, to cast Tigard's vote for John Schwartz to
serve as a representative on the Joint Policy
Advisory Committee on Transportation (JPACT).
b. The motion was approved by a unanimous vote of
Council present. (Mayor Edwards and Councilors
Fessler, Hawley and Hunt voted, "Yes.")
7.2 Dedication of City land for right-of-way purposes:
a. Gary Alfson, Senior Project Engineer, reviewed the
staff report on this item and clarified items of
question from the Council.
The Community Development Code requires a reserve
strip be dedicated to the City at the end of each
stub street in a new subdivision. The proposed
CITY COUNCIL MEETING MINUTES - MARCH 16, 1993 - PAGE 4
resolution will authorize dedication of existing
reserve strips as public right of way for street
purposes in locations where street extensions have
been granted. Approval of the resolution will
bring existing street extensions into compliance
with County requirements.
b. RESOLUTION NO. 93-10 A RESOLUTION OF THE TIGARD
CITY COUNCIL AUTHORIZING THE CITY ADMINISTRATOR TO
SIGN ON BEHALF OF THE CITY A DEDICATION DEED
TRANSFERRING TITLE OF RESERVE ACCESS STRIPS TO THE
PUBLIC.
C. Motion by Councilor Hunt, seconded by Councilor
Fessler, to adopt Resolution No. 93-10.
The motion was approved by a unanimous vote of
Council present. (Mayor Edwards and Councilors
Fessler, Hawley, and Hunt voted "yes.")
• Calendar Items were reviewed:
- Focus Meeting on 3/18 all Council invited
- Annexation Meeting on 3/18 - Fowler Jr. High - 7
p.m.
- Public Officials' Caucus 4/1 - 5:30 pm. Country
Kitchen Restaurant in Beaverton
• Update on Withdrawal from Tigard Water District:
King city will hold their hearing on Wednesday, 3/17, to
decide whether they will withdraw.
Durham will be considering the same issue at the end of
the month. Tigard's hearing is set for March 23. City
Administrator reported that flyers were distributed in
King City flagging concerns about withdrawal from the
Water District; for example, one statement advised that
rates would go up because of this action.
• City Administrator Reilly distributed a draft copy of the
"Tigard Talks" questionnaire. The questionnaire is
designed to obtain "base-line" information and elicit
major issues of concern by residents. There will be a
random mailing to 4,000 households. In addition,
invitations on separate cards to several focus-group
meetings will be sent with the questionnaires. A test-
mailing to the NPO's will be conducted.
• Legal Counsel Mike Robinson advised that the quasi-
judicial decision on the Triad development plan has been
remanded back to the Council on three issues.
CITY COUNCIL MEETING MINUTES - MARCH 16, 1993 - PAGE 5
Councilor Hawley requested clarification on the billboard
sign issue. Planning Commission held a public hearing;
recommendations for ordinance amendment will be submitted
for a Council public hearing.
8. EXECUTIVE SESSION: Cancelled
6. ADJOURNMENT: 8:52 p.m.
Attpa'!St: Ca -erine Wheatley, City corder
ayor, ity of Tigard
Date :
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CITY COUNCIL MEETING MINUTES - MARCH 16, 1993 - PAGE 6
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Boulevard. Tigard, Oregon 97223, or by calling 639-4171. " n. Hid!
• [A AR 2, 21993 • CITY COUNCIL BUSH-SS MEE?'ING
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Director, or his principal clerk, of the i i ward TirtwS ' • Re~lution Boni£Rafmkb ~
a newspaper of general circulation as dened in ORS 193.010
and 193.020; published at Tj gnrd in the 1.4talContract Review Board Mee' ing
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a printed copy of which is hereto annexed, was published in the Session under the provisions of ORS 192.663 (1) (d), (e),"& (h) to discuss
labor relations, real property transactions, current and pending litigation
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March 11. 1993
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Subscribed and swot to before me this 11th day of March, 1993.
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My Commisal Expires.
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~.~A1116 f DATE: March 1f3. 1993
(Limited to 2 minutes or less, please)
Please sign on th6 appropriate sheet for listed agenda items. The Council wishes to hear from you on
other issues not on the agenda, but asks that you first try to resolve your concerns through staff.
Please contact the City Administrator prior to the start of the meeting. Thank you.
STAFF
NAME & ADDRESS TOPIC CONTACTED
I
og n o v s tors.s t
COUNCIL AGENDA ITEM aY
C
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
AGENDA OF: March 16, 1993 DATE SUBMITTED: March 8, 1993
ISSUE/AGENDA TITLE: Dedication of PREVIOUS ACTION: None
City land for Right-of-way urposes
PREPARED BY: Chris Davies CQ
DEPT HEAD OK CITY ADMIN OK REQUESTED BY:
= ISSUE BEFO1X THE COUNCIL
Should various parcels of land be dedicated to the public for right-of-way
purposes?
STAFF RECOMMENDATION
Approval of the resolution authorizing dedication of the tracts to the Public
for street right of way purposes.
INFORMATION SUMMARY
The Community Development Code requires that a reserve strip be dedicated to
C the City at the end of each stub street in a new subdivision. The reserve
strip is intended to prevent extensions of streets without City approval. As
the streets are extended, it is appropriate that the reserve strips be
dedicated as public street right of way.
In the past, the City has not taken the formal step of dedicating the reserve
strips as streets are extended. The County Surveyor's Office is now
insisting that the strips be dedicated prior to recording of plats that
extend the streets. Recording of two plats is now being delayed pending
dedication of the reserve strips.
The attached resolution will authorize dedication of existing reserve strips
as public right of way for street purposes in locations where street
extensions have been granted. Approval of the resolution is requested to
bring existing street extensions into compliance with County requirements.
In the future, staff will be proposing amendments to the Code to allow
routine dedication of the reserve strips as streets are extended.
PROPOSED ALTERNATIVES -
FISCAL NOTES
The only cost will be the recording fees for the dedication document.
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City of Tigard Logo
Date
Dear Tigard Resident,
This letter is your invitation to participate in "Tigard Talks" - an opportunity to join a broad cross-section of
city residents and share your ideas about community issues and priorities with the Tigard City Council. Your
household is one of a limited number, randomly selected to participate in the two phases of "Tigard Talks".
First, we'd like you to fill out this community survey and mail it back to us. We'll compile the results then, if
you are interested, invite you to a meeting in your neighborhood. At this meeting, we will share the survey
findings and give you an opportunity to offer advice and direction to 'he City Council about community issues
and priorities.
The survey is confidential. Your responses will not be identified with your name in any way. We will use
the demographic information you provide only to make sure we survey a representative sample of Tigard
residents.
I would like to stress again that your household was selected on a random basis and that not all households in
the City will be receiving the survey. Your response is therefore very important. Please complete the survey
and, if you want to participate in the follow-up meeting, fill out the enclosed post card and mail it separately. If
you have any questions about "Tigard Talks", please call the City Administrator's Office at 639-4171. The
deadline for returning your survey is 1993. We plan to hold the neighborhood meetings in May,1993.
Sincerely,
Mayor
"Tigard Talks"
4 Phase I - The Questionnaire
Instructions:
Please circle the number by your preferred response to each question, and/or write your
answers in the blank space provided. Provide only one response to each question unless
otherwise directed. When complete, fold so the return address to Western Attitudes is
visible, tape it together and mail as soon as possible. Remember, your opinion is very
imvortant.
Quality of Life Issues
Question 1: On a scale of 1-10, where 1 is Poor and 10 is Excellent, how would you
rate Tigard as a place to live today?
Poor Excellent
1 2 3 4 5 6 7 8 9 10
Question 2: If you were to name the one thing you most enjoy about living in
Tigard, what would that be?
JQuestion 3: What do you see as the biggest threat to the quality of life you now
enjoy in Tigard?
Question 4: In your opinion, what needs to happen, over the next 2-5 years, to
maintain or improve the quality of life in Tigard?
Question 5: How safe do you feel living in Tigard?
Very Very
Unsafe Safe
1 2 3 4 5
Question 6: What would make you feel safer?
Government Operations
( Question 7: In general, how well would you say each of the following governments
are operating?
Very Very Don't
Government Poorly Well Know
A. Federal Government 1 2 3 4 5 6
B. State Government 1 2 3 4 5 6
C. Metro 1 2 3 4 5 6
D. Washington County 1 2 3 4 5 6
E. City of Tigard 1 2 3 4 5 6
F. School District 1 2 3 4 5 6
G. Fire District 1 2 3 4 5 6
H. Water District 1 2 3 4 5 6
I. Unified Sewerage Agency 1 2 3 4 5 6
If you rate any government(s) Poorly (a 1 or 2), please indicate why you feel this
way:
Question 8: The City of Tigard provides its residents with certain services. How
do you rate the overall quality of each of the following city services?
Very Very Don't
Services Low High Know
A. Police 1 2 3 4 5 6
B. Library 1 2 3 4 5 6
C. Parks 1• 2 3 4 5 6
D. Code Enforcement 1 2 3 4 5 6
E. Land Use Planning 1 2 3 4 5 6
F. Building Inspection 1 2 3 4 5 6
G. Street Maintenance 1 2 3 4 5 6
H. Sewer Maintenance 1 2 3 4 5 6
1. Services to Seniors 1 2 3 4 5 6
If you rate any service(s) as Low (a I or 2), please indicate why you feel this way:
v
44*1
Question 9: If, in the past year or so you or any member of your household Rafe
used any of the following services, pleLe indicate your level of satisfaction with the
quality of service you received?
Very Very Don't Not
Services Dissatisfied Satisfied Know Used
A. Used the Tigard Public Library 1 2 3 4 5 6 7
B. Used a City park 1 2 3 4 5 6 7
C. Had a Traffic related contact with 1 2 3 4 5 6 7
a Tigard police officer
D. Had a non-traffic related contact with 1 2 3 4 5 6 7
Tigard police
E. Participated in Senior Center Activities 1 2 3 4 5 6 7..
F. Requested street maintenance assistance 1 2 3 4 5 6 7
G. Requested sewer maintenance assistance 1 2 3 4 5 6 7
H. Done business with Planning & Zoning Dept. 1 2 3 4 5 6 7
1. Done business with Engineering Dept. 1 2 3 4 5 6 7
1. Done business with Building Dept. 1 2 3 4 5 6 7
K. Called any city department requesting 1 2 3 4 5 6 7
information
If you are Dissatisfied with any service(s), (a 1 or 2 rating), why is that?
i
If your household is not a user of either the Library or City Parks, is there a
particular reason why?
Question 10: In the past year have you, or a member of your household, done any
of the following: (check if yes)
A. Attended a City Council meeting, or a meeting of the Budget Committee,
Planning Commission or other public meeting on city issues?
B. Ridden a Tri-Met bus
C. Used Cook Park. Type of Use?
D. Used Summerlake Park. Type of Use?
E. Used Fanno Creek Park. Type of Use?
F. Biked or walked on a cty trail
G. Attended the.Old Fashioned 4th July celebration
H. Attended Cookin' in the Park
1. Participated in a crime prevention program, such as Neighborhood Watch,
r' Block Home, D.A.R.E., or other Tigard police presentation
Public Involvement & Communications
Question 11: How well does the City keep you informed about city issues?
Very Very
Poorly Well
1 2 3 4 5
Question 12: Do you believe the City provides adequate opportunities for people to
participate and influence decisions made by the City?
1. Yes 2. ;,:o 3. Don't know
Question 13: Which of the following do you consider to be your two best sources of
information about services and activates in Tigard? (circle two)
1. City Newsletter. "Cityscape" 5. Library
2. Tigard Times 6. Neighborhood Planning Associations
3. The Oregonian 7. Friends and neighbors
4. Broadcast of Council meetings on Cable TV 8. Other
Jobs and Work Location
Question 14: How many people who live in your household, work outside the
1 home?
0 1 2 3 4 5+
Question 15: Where do these people work? (Please indicate the number who work
in each location)
1. Tigard 6. Salem
2. Downtown Portland 7. Clackamas County #
3. Beaverton # 8. Other Multnomah County
4. Tualatin # 9. Other Washington County
5. Wilsonville 10 Other
General Issues
Question 36: What is the one most important issue you want to see the Tigard City
Council work on over the next twelve months?
J
I
I
Question 17: Is there a specific problem or project the City should address in your
local neighborhood?
Demographics
Question 18: How long have you lived in Tigard?
1. Less than 2 years 4. 11-20 years
2. 2- 5 years 5. Over 20 years
3.6-10 years
Question 19: Please look at the accompanying City Map and circle the number
below that corresponds with the section of Tigard where you live?
1. Section 1 4. Section 4
2. Section 2 5. Section 5
3. Section 3 6. Section 6
Question 20: In which of the following age groups are you?
1. Under 25 3. 35-44 5. 55-64
2. 25-34 4. 45-54 6. 65 & Over
Question 21: In which of the following categories was your total household income.
before taxes, in 1992?
1. Under $15,000 3. $25,001450,000 5. $75,0014100,000
2. $15,000425,000 4. $50,001-$75,000 6. Over $100,000
Question 22: Do you rent or own your principal residence?
1. Rent 2. Own
Question 23: Gender.
1. Male 2. Female
Thank you for completing this survey. Please fold so that the return address to Western Attitudes is
visible and mail it today.
n
COUNCIL AGENDA ITEM
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SU14MARY
AGENDA OF: March 16. 1993 DATE SUBMITTED: March 8. 1993
ISSUE/AGENDA TITLE: Broadening Citizen PREVIOUS ACTION: Council discussion
artici ation januarv 19. 1993
PREPARED BY: Elizabeth Ann Newton ~4' J
DEPT HEAD OK CITY ADMIN O REQUESTED BY:
ISSUE BEFORE THE COUNCIL
Should the Council proceed with the development of the Citizen Involvement
Team (CIT) program and revisions to the land use notification process?
STAFF RECOMMENDATION
1. Motion to direct staff to proceed with the development of the CIT
program as outlined in the attached description.
2. Motion to direct staff to proceed with revisions to the land use
notification process as proposed in the attached summary.
INFORMATION SUMMARY
Over the last several months members of Council, staff and Boards and
Committees have discussed ways to restructure Board and Committees to further
the Council's objectives for citizen involvement. Briefly, the emphasis
would shift away from land use and technical issues and provide more citizens
an opportunity to be pro-actively involved in a broader range of issues. The
CIT concept has been presented to all of the Boards and Committees at least
twice. There is general support for the concept and some concern about the
mechanics. The attached proposal provides details for Council to discuss on
how the CITs would work along with a map showing proposed boundaries.
Also attached is a summary of the revised land use notification process. The
purpose of the new process is to encourage affected parties be involved in
the early stages of a land use application, provide the applicant with a
uniform process, and educate citizens about the decision making process.
PROPOSED ALTERNATIVES
1. Modify the attached recommendations on the CIT program prior to directing
staff to proceed.
2. Modify the recommendations on the proposed land use notification process
prior to directing staff to proceed.
3. Modify the proposed CIT boundary map prior to directing staff to proceed.
i
NOW
FISCAL NOTES
f
Budget are unknown until the program is developed. Possible impacts may be
on a shift in staff time and a decrease in mailing costs.
MOM
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WHAT ARE CIT'S?
Citizen Involvement Teams are grassroots, neighborhood groups
established to:
• Educate citizens on issues and process by committing
necessary resources for presentations and information.
• Encourage citizens to address neighborhood problems and
identify issues of concern.
• Create better access to the decision making process
through education.
CIT's serve as organized forums for the identification of the
public's concerns and valu s .
HOW DO THE CIT's WORK?
STEERING COMMITTEES
Each CIT has a steering committee of three members and one
alternate. The members of the steering committees are
responsible for scheduling the meetings, setting the agendas,
taking minutes of the meetings, facilitating the meetings, and
ensuring that everyone who wants to speak has an opportunity.
Steering Committee members also serve as contacts with city
Departments and other CITs. In order to serve on the Steering
Committee, individuals must complete city sponsored training
within 3 months of appointment or election.
Initially, Steering Committee members will be appointed by the
City Council for two or three year terms. Preference will be
given to individuals that have served on NPOs or other City
standing committees. Upon expiration of the terms of appointed
Steering Committee members, the Steering Committee members
shall be elected by CIT members at large for two year terms.
MEMBERSHIP
CIT meetings shall be open to all interested persons. Anyone
in attendance shall be allowed to participate in discussions
and be given an opportunity to ask questions or raise issues
as allowed in the CIT agreement.
Members are those participants who can vote and request items
be placed on the agenda.
Members are defined as follows:
Any resident of the CIT area.
Individuals who reside in other CIT areas may attend and be
allowed to participate at any CIT meeting but shall only be
considered members of one CIT. Non residents must follow the
procedures in the CIT agreement to become a member.
one individual representing a nonresident property owner or
business owner with property or a business in the CIT
boundaries.
COMMITTEES
Subcommittees may be established by the CIT to research and
report on issues the members regard as of interest and
importance. Subcommittees may focus on parks, solid waste or
any other issue deemed appropriate.
AGENDAS
Agendas are set by the Steering Committee with participation
by the City and the CIT members. Agendas will be typed and
copied by the city, distributed and posted by the Steering
Committee, and published in the Tigard Times. Any member of
the CIT may request an item be placed on the agenda by
following the procedure for agendas set by the Steering
Committee. Every CIT agenda must allow time for members in
attendance to ask questions or raise concerns on issues not on
the formal agenda. A time limit may be set for each speaker
and is enforced by the facilitator.
CITY SUPPORT
The City of Tigard is responsible for providing technical
assistance to the CIT's, updating mailing and membership
lists, sending out mailings, and notifying CIT Steering
committees of city plans and proposals and soliciting CIT
comment.
All of the CIT's Steering Committee will meet with the Mayor
or a representative and the city staff citizen involvement
contact at least three times a year. The purpose of meeting is
to evaluate the program as it relates to the Council's goals
for citizen involvement. Issues covered may include
communication, technical support, and suggestions for
improving the program.
COMMUNICATION
A copy of the CIT proceedings shall be forwarded to the City
to be distributed to the City Council and other appropriate
staff or agencies. A regular distribution list shall be
maintained by the City but the Steering Committee may request
other parties, with an interest in an item, also receive
copies.
The CIT Steering Committee may request city staff, Council, or
other agency representatives attendance to present
information. The City shall make every attempt to honor all
requests or provide a suitable alternative. The CIT Steering
Committee shall submit their requests to the City either in
writing or by telephone to a designated contact person at
least 5 calendar days prior to the scheduled meeting.
AGREEMENTS
Each CIT shall develop an agreement with the City which
outlines the following:
• Purpose Related to the city°s citizen involvement
program.
• Membership - Who qualifies.
• Meetings - How scheduled and how conducted.
• Steering Committee - Responsibilities, terms of
office and selection of members.
• Agendas - How set and how distributed.
• Responsibilities of the City - For assistance and
communication.
Each CIT agreement shall be acknowledged, in writing, by a
representative of the Steering Committee and a representative
of the City Council. Amendments may be made at any time but
shall be acknowledged by both parties.
TRAINING
All Steering Committee members will be required to attend
training sponsored by the City. The training program will be
developed by the City and designed to provide Steering
Committee members with skills in facilitation and conducting
C meetings, and an understanding of the decision making process.
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LAND USE NOTIFICATION PROCESS
If a proposed development involves the following, the applicant
must contact affected property owners (as specified in the TMC),
and the CIT Steering Committee representative following the pre-
application meeting but BEFORE submitting the application:
Comprehensive Plan Map or Text Amendment
Zoning Code Map or Text Amendment
Conditional Use
Variance
Subdivision
Planned Development
Site Development Review
These requirements do not apply to applications not listed.
The following must be completed:
The applicant shall contact the affected property owners, CIT
representative via first class letter.
The letter shall briefly describe the proposed development and
its location and request a meeting to discuss the application
in more detail. The meeting should occur within 4 weeks of
the date the letter is sent. The meeting should be held in
( the evening during the week so the maximum number of
interested parties may attend and should be held in the CIT
area, if possible. Efforts shall be made to avoid scheduling
conflicts with City Council, Planning Commission or other
community wide meetings.
The applicant shall submit an affidavit of mailing with the
mailing label list of all property owners and residents (as
specified in the TMC), with the application.
The applicant shall provide and post notice at the site at a
location which is viewable from a public right-of-way. The
notice shall be posted on the same day the letter to
interested parties is mailed. The notice shall state that the
site may be considered for a land use action and the telephone
number where the applicant may be reached for additional
information about the proposal. The applicant shall complete
an affidavit of posting for the notices, which shall be
submitted with the application.
The applicant shall provide written verification of the
responses from interested parties. Evidence shall be in the
form of minutes from any meetings held, copies of written
comments and a record of any verbal (telephone) comments
received.
t
/ In order for an application to be accepted, the applicant must
1 submit:
A copy of the letter sent with a mailing list.
i
Corresponding affidavit of mailing.
Affidavit of posting for the sign.
Written verification of any meeting minutes or interested
party comments.
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- - -
( Council Agenda Item
MEMORANDUM
CITY OF TIGARD, OREGON
TO: Honorable Mayor and City Council
FROM: Patrick J. Reilly, City Administrator
DATE: March 5, 1993
SUBJECT: COUNCIL CALENDAR, March - May 193
Official Council meetings are marked with an asterisk If generally
OK, we can proceed and make specific adjustments in the Monthly Council
Calendars.
March '93
* 9 Tue Council Meeting (Cancelled)
* 16 Tue Council Business Meeting (6:30)
* 23 Tue council meeting
Study Session (6:30)
( Business Meeting (7:30)
April '93
(Note: In process of being scheduled is a 5:30 p.m.
meeting (before a Council meeting) during April with one
or more Portland city commissioners to discuss
legislative issues.)
* 13 Tue Council Meeting
Study Session (6:30)
Business Meeting (7:30)
* 20 Tue Council Study Meeting (6:30)
* 27 Tue Council Meeting
Study Session (6:30)
Business Meeting (7:30)
May '93
* 11 Tue Council Meeting
Study Session (6:30)
Business Meeting (7:30)
* 18 Tue Council Study Meeting (6:30)
* 25 Tue council meeting
Study Session (6:30)
Business Meeting (7:30)
31 Tue Memorial Day Holiday (City Offices Closed)
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Note: Item 4.3 for the 3/16/93 Council meeting was pulled from the
agenda. This item was rescheduled to the 3/23/93 Council meeting.
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COUNCIL AGENDA ITEM
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
AGENDA OF: March 16, 1993 DATE SUBMITTED: _3/3/93
ISSUE/AGENDA TITLE: Authorization PREVIOUS ACTION:
for Right of Way Acquisition for t /i _
109th Avenue Extension project / A~ PREPARED BY: Gary Alfso7~-r-
DEPT -HEAD -OK-'~~;-CITY-ADMIN-OK =___=====REQUESTED -BY______________ °J
ISSU BEFORE THE COUNCIL
Shall the Council accept the agreement for the acquisition of a portion of the Roemer
property for Right of Way for the 109th Avenue Extension project.
STAFF RECOMMENDATION
Authorize acquisition of the portion of the Roemer property for $53,400.
INFORMATION SUMMARY
We have successfully negotiated the purchase of a portion the Roemer property for $53,400.
The total amount is within the appraisal amount. The acquisition is required to construct
the extension of 109th Avenue from Pacific Highway to Naeve Street.
PROPOSED ALTERNATIVES
FISCAL NOTES
The 109th Avenue Extension right of way costs are funded from traffic impact fees (TIF) under
the 92-93 CIP budget.
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COUNCIL AGENDA ITEM q,5 Q•
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
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AGENDA OF: -March `9. 1993 DATE SUBMITTED: February 25. 1993
OUR ISSUE/AGENDA TITLE: Summerlake Park PREVIOUS ACTION:
west Ind Playaround
111, A/ Afff PREPARED BY: John Acker
DEPT HEAD OK CITY ADMIN O REQUESTED BY:
ISSUE BEFO THE COUNCIL
Should the City award a contract to the low qualified bidder in the amount of
$40,000 to construct a playground at the west end of Summerlake Park?
STAFF RECOMMENDATION N
Authorize the City Manager to enter into a contract with Silco Construction
in the amount of $40,000 for construction of the Summerlake Park West End
Playground.
INFORMATION SUMMARY
In 1992, the City Council endorsed a list of remaining park levy projects for
construction. Among those projects is a playground in the west part of
Summerlake Park. The playground design was reviewed by the Parks Board prior
to entering the public bidding process.
The City received six bids for the playground. The lowest qualified bid is
from Silco Construction for the amount of $40,000. The architect's estimate
is $38,624.
PROPOSED ALTERNATIVES
none
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FISCAL NOTES
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BID RESULTS
FOR
Summerlake We§t End Playground
BID OPENING: February 25, 1993 3:00 PM
14-4 Mp
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BID
BIDDER'S NAME ADDRESS BOND BID TOTAL '
Kerr Contractors, Inc. 8101 SW Nyberg Rd., Suite 219
Tualatin, OR 97062 V/ /
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Paul Brother, Inc. 8655 SE Revenue Road
Boring, OR 97009 . fJy
EC00 8100 SW Durham Rd. /
Tigard, OR 97224 V/ 417
DANEAL CONSTRUCTION, INC. Terrace r~ -'417() SW Hiverfront Wilsonville, OR 97070 J
James V. Cassetta Const. 3709 NE Couch Street
Portland, OR 97232
Silco Construction Co. P.O. Box 83299
Portland, OR 97283-0299 ppQ , bU
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COUNCIL AGENDA ITEM `I
r
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
LOCAL CONTRACT REVIEW BOARD
!Iv
AGENDA OF: March 0,1993 DATE SUBMITTED: February 27,1993
ISSUE/AGENDA TITLE: Award Contract for PREVIOUS ACTION:
Engineering and Surve in Services -
for the Bonita Road Im rovements PREPARED BY: Gar Alfson
'SEPT HEAD OK/ CITY-ADMIN-OK REQUESTED BY:
ISSUE BEFORE THE COUNCIL
Award contract to provide professional engineering and surveying services for the Bonita Road
Improvements.
STAFF RECOMMENDATION
Approve the contract with Compass Corporation and authorize the City Administrator to sign
the contracts.
INFORMATION SUMMARY
The Bonita Road Improvement Project is a 92/93 Capital Improvement Program project. The
project consists of elevating the existing roadway east of the Railroad tracks to improve the
sight distance across the tracks, improving the safety at adjoining driveways and
intersections. Compass Corporation was selected for this project from previous proposal
submittals. They have the personel available to perform the work in the short time frame
C required. The consultant's scope of work includes surveying, design and construction
management. The proposal is based on Time and Materials not to exceed $24,700 which is
within acceptable limits. Approval of the City's Local Contract Review Board is required for
contracts over $15,000.
PROPOSED ALTERNATIVES
Approve the contract as submitted.
Reject the contract.
FISCAL NOTES
This project was one of three approved by Council on January 27,1993 as recommended by the
Transportation Advisory Committee. The project is funded entirely by the 92/93 Capital
Improvement Program.
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COUNCIL AGENDA ITEM J •
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
AGENDA OF: March 16. 1993 DATE SUBMITTED: March 5, 1993
ISSUE/AGENDA TITLE: Award Bid for PFEPVIOUS ?ACTION:
Purchase of Backhoe for Public Wor ,
PREPARED BY: Wayne Lowry"
DEPT HEAD OK CITY ADMIN OK REQUESTED BY: Public Works
ISSUE BEFOREITHE COUNCIL
Shall the City Council award a bid to the lowest responsible bidder using the
life cycle cost method for the purchase of a Backhoe.
STAFF RECOMMENDATION
Staff recommends the award of the Backhoe bid to the Halton Company using the
Life Cycle cost method of award.
INFORMATION SUMMARY
The 1992/93 budget contemplated the purchase of a new backhoe estimated to
cost $50,000. This new machine will replace a 1982 Case backhoe and will
meet the new OSHA trenching requirments and lift requirements for the
placement of the shoring shield.
For the first time, the City evaluated the bids using the Life Cycle costing
method. This method takes into account the full cost of owning the hoe
including the costs of repairs, and its residual value at the end of each of
the next five years.
The City received bids from the following heavy equipment dealers:
Bidder Model Trade In Attachment Net Cost Life Cycle Cost
Halton Caterpillar 436B $15,000 $4,570 $52,250 $ 6,130
Hessel John Deere 410D $12,000 $4,837 $50,018 $18,367
Hessel John Deere 410D $12,000 $4,837 $46,699 No Bid
As you can see, the net cost difference between the highest and lowest bids
is $5,551 with the John Deere alternate bid being less expensive. Using the
life cycle cost method however, the caterpillar is less expensive by $12,237.
The reason for this large variation is that Caterpillar is willing to
guarantee to buy the machine back from the City at the end of the fifth year
for $42,500. John Deere is only willing to guarantee a price of $28,814 at
the end of the same period. In addition, Caterpillar guarantees that our
total cost of repairs for the five year period will not exceed $950 while
John Deere guarantees it will not exceed $2,000.
The City is not obligated to exercise the guaranteed buy back however it does
offer the City flexibility in the future should circumstances change. In
addition, a performance bond will be in place to ensure that the buy back
will be available.
The City has also asked for an attachment referred to as a Wain Roy Quick
Hitch Swinger. Caterpillar has bid this option at an additional $4,570 and
John Deere has bid $4,837. The alternate John Deere bid of $46,699 includes
this attachment. This device increases the efficiency of the backhoe and
allows the operator to dig at angles not possible with the standard hoe.
This device has been used by the City on the other backhoe and has been
proven to be a great asset.
PROPOSED ALTERNATIVES
1) Award Life cycle cost bid to Caterpillar as recommended
2) Award Net cost bid,to John Deere.
3) Reject all bids.
FISCAL NOTES
Award of bid to either vender will result in Expenditure within existing
appropriations.
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1
COUNCIL AGENDA ITEM
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUWIAR:i
AGENDA OF: March 16, 1993 DATE SUBMITTED: March 8, 1993 NNW
ISSUE/AGENDA TITLE: Refunding Bond PREVIOUS ACTION:
Issues
PREPARED BY: Wayne Lowry
DEPT HEAD OK1 CITY ADMIN OK REQUESTED BY: Wayne Lowry
ISSUE BE fQORZE~'THE COUNCIL
Shall the City Council authorize the Finance Director to submit a bond
refunding plan to the State Treasurer for review and pursue refunding various
outstanding bond issues to reduce interest costs.
STAFF RECOMMENDATION
Staff recommends approval of the attached resolution.
INFORMATION SUMMARY
As interest rates have dropped significantly over the past several months, it
appears that the City may be able to realize significant interest savings by
refinancing several outstanding bond issues. The following issues are being
reviewed for refunding potential.
* 1987 Refunding Bonds $ 1,620,000
* 1989 Road Bonds 4,660,000
* 1989 135th LID Bonds 165,000
* 1990 Pactrust LID Bonds 945,000
* 1991 .:,incoln Locust LID 340,000
The first two issues shown above are not callable until 1996 and therefore
must be replaced with Advance Refunding Bonds. In order to issue such bonds
a plan must be submitted to the State for approval. The attached resolution
authorizes the Finance Director to have such a plan submitted. The callable
portions of the remaining three issues shown above may be refunded currently
by issuing current refunding bonds. Current refundings do not require the
State's approval.
The attached resolution designates our Financial Advisor as Public Financial
Management and our Bond Attorney as The Preston Law Firm. The City has had
ongoing relationships with both of these.
The Council will have the opportunity to adopt a resolution in the future to
actually approve each proposed bond sale.
PROPOSED ALTERNATIVES
* Approve the submittal of a plan
* Do nothing
FISCAL NOTES
The refunding of Tax supported bonds will have the effect of lowering the
Debt service portion of the property tax levy. Refunding Bancroft bonds
(those associated with LID'S) will have the effect of lowering the City's
interest costs paid to bond holders.
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