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City Council Packet - 01/18/1994 RMSED 1/14/94 - CITY OF TIGARD OREGON PUBLIC NOTICE. Anyone wishing to speak on an agenda item should sign on the appropriate sign-up sheet(s), If no sheet is available, ask to be recognized by the Mayor at Me 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. 77mes noted are „ ii~ it is recommanded that persons interested in testifying be present by 7:15 p.m. to sign in on the testimony sign-in sheet des ram ~ i Lftyd In = gar C' 7:30 D.m. Assisdve Listening Devices are available for persons with impalred hearing and should be scheduled for Council meetings by noon on the Monday prior to the Council meeting. Please call 639-4171, Ext. 309 (voice) or 684-2772 (TDD - Telecommunications Devices for the Deaf). Upon request, the City will also endeavor to arrange for the following services. • Qualified sign language interpreters for persons with speech or hearing Impairments, and • Qualified bilingual interpreters. Since these services must be scheduled with outside service providers, It is important to allow as much lead time as possible. Please notify the City of your need by 5:00 p.m. on the Thursday preceding the meeting date at the same phone numbers as listen above: 639-4179, Ext. 309 (voice) or 684-2772 (TDD - Telecommunications Devices for the Dean. SEE A7 ACHED AGEAfDA COUNCIL AGENDA - JANUARY 18, 1994 - PAGE 1 wammummomwowmmwmw NEW= I • TIGARD CITY COUNCIL MEETING . JANUARY 18, 1994 TOWN HALL & TOWN BALL CONFERENCE ROOM 13125 S.W. HALL BOULEVARD °TIGARD, OREGON AGENDA STUDY ME ING (Town Hall Conference Room) Discussion Items 5:00 p.m. Senate Bill 908 - Planning for Schools (High Growth School Districts, Facility Plan) 6:30 p.m. Tigard Public Library Update 7:(0 p.m. 1, BUSINESS MEETING (Town Hall) 1.1 Call to Order - City Council & Local Contract Review Board 1.2 Doll Call 1.3 Pledge of Allegiance 1.4 Council Communications/Lialson Deports 1.5 Call to Council and Staff for Dion-Agenda Items 2.. VISITOR'S AGENDA (Two minutes or Less, Please) 3. CONSENT AGENDA: These items are considered to be routine and may be enacted in one motion without separate discussion. Anyone may requeso that Mn item be removed by motion for discussion and separate action. Motion to: 3.1 Approve Council Minutes: December 14, 21, and 28, 1993 3.2 Approve Wetlands Planning Grant Agrsemerrt 4. CITIZEN INVOLVEMENT TEAMS (CITs) - MEETING WITH FACILITATORS 5. DISCUSSION AND REVIEW OF COUNCIL OPTIONS: MAYOR'S POSITION VACANCY • . City Administrator Reilly & NON-AGENDA ITEMS ECiU°rIVE SESSION: The T 1gard City Council will go into Executive Session under the provisions of ORS 192.eSO (1) (d), (e), & (h) to discuss labor relations, real property transactions, current and pending litigation issues.. ADJOURNMENT c¢s~i'le,~4 COUNCIL AGENDA - JANUARY 18, 1994 - PACE 2 115IR! 'I I: I I lip! IBM t Council Agenda Item ' I G A. R D C I T Y C o U N C I L MEETING MINUTES - JANUARY 18, 1994 Meeting was called to order,at 5:10 p.m. by Council President Schwartz. 1. MULL CALL Council Present: Council President John Schwartz; Councilors Judy Fessler, Wendi Conover Hawley, and Paul Hunt. Staff Present: Patrick Reilly, City Administrator; Ed Murphy, Community Development Director; Liz Newton, Community Relations Coordinator; Tim Ramis, Legal Counsel; and Catherine Wheatley, City Recorder. STUDY SESSION City Administrator discussed the following items with City Council Council agreed to April 21, 1994 as the date for the Volunteer Banquet. . • Council was reminded of the Fire District Building Dedication on Thursday at 11 a.m. • JPACT representatives will be meeting; Council President Schwartz advised he may be able to attend. A letter requesting consideration of the :all/99W intersection project was sent. • Council reviewed the request from the Tigard Country Daze Committee for $5, 000 to be released prior to the Budget cycle. Council declined to authorize the expenditure out of sequence. The request. will be included as part of' the information presented during Budget Committee deliberations for the 1994- 95 Budget. Council requested that the Country Daze Committee submit a financial statement for the 1993 event, showing how City funds were expended. • Council discussed items for the upcoming (2/24/94) joint meeting with the Tigard/Tualatin School Board. Community Development Director Murphy and Legal Counsel Ramis reviewed Senate Bill 908. (See Council packet for written material on this issue.) Listed below are highlights of Mr. Ramis' and Mr. Murphy's comments: Cities` Comprehensive plans must include a school facilities plan which is to be prepared in cooperation with cities and counties (by 12/95). CITY COUNCIL MEETING MINUTES - JANUARY 18, 1994 - PAGE 1 School facility needs must be identified. School CapaCits iS to be assessed on objective criteria approved by the School District. Cities use the criteria developed to evaluate Comprehensive Plan amendments which affect densities. This legislation cannot be used as a basis for a moratorium. Plan is to include population projections, used as a tool for selecting school sites and determining physical improvements 'Co facilities. Reviewed history of why this bill came about. Noted efforts being made in West Linn and Beaverton to address the provisions of SB 908. Council consensus was that they would like SB 908 placed on the meeting agenda, as a high priority item, for the 2/24 joint Council/,School Board meeting. City Administrator Reilly noted a schedule of how to address the requirements of SB 908 must be adopted by December 1995. Council discussed the need for an overall plan to be coordinated among those cities within the Tigard-Tualatin School District Boundaries (i.e., Tigard, Tualatin and Durham). It was suggested that a technical advisory group, comprised of members from the affected jurisdictions, be formed. Council President Schwartz noted his agreement with a suggestion by City Administrator Reilly that one or two Tigard Councilors meet with Tualatin officials to gain some insight as to what their concerns may be with implementation of SB 908.. Another item suggested for the joint Council/School Board meeting was a "Review of the Tigard Triangle." For example, what are the plans for Phil Lewis Elementary. The City was planning to improve sidewalks; also residential development in this area may affect a decision whether to close the school. Ci'y Administrator Reilly requested Council call him to add any agenda items for this joint meeting as they may think of them. • Tigard .resident, Joe Kasten, advised he was concerned of how it might appear to the public if the Charter amendments were moved from the May to the March ballot because of the recent announcement by Mayor Edwards that he was resigning. Mr. Kasten recommended against charging the Charter amendment election dates. Council thanked Mr. Kasten for his comments. CITY COUNCI:, MEETING MINUTES - JANUARY 18, 1994 - PAGE 2 City A :~i.~istr motor Rei 1 1- advised there had been no contact from Mrs. Rosemary Shrauger, she had been asked (by letter) to respond by January 20 to a draft contract. (Contract was for purchase of her property which would be affected should the Gaarde Road Extension be built.) Council agreed that if the City Administrator does not hear from Mrs. Shrauger by January 20, previous Council offers to negotiate shall be null and void. • Hart property: Council was advised that an agreement settling the recent court action with regard to the Hart property has been drawn up. Permits are required for any work done in the floodp1ain. Mr. Herr, Mr. Smithey, and Mrs. Hart have signed the agreement.. • Planning Commission is working on a more restrictive tree ordinance. This will be discussed again by the Planning Commission on February 14 . , • Legal Council Ramis reviewed requirements of a quasi-judicial hearing process. A Council member may continue to participate in the hearing even if he or she has become aware of information on the subject of the hearing as long as the Councilor can remain impartial. The Councilor must disclose ex parte contacts. Mr. Ramis also reviewed the options before the Council (i.e, affirm, reverse, modify or regard). Council also may decide whether to hold the hearing on the record or to open the record for additional evidence. Council meeting recessed at 6:30 p.m. Council meeting reconvened at 6:38 p.m. • Library Director Kathy Davis and Library Board Member Marilyn Hartzell. reviewed the "Report from the Tigard Public, Library Planning Committee." (See Council packet for a copy of this report,) Ms. Hartzell described the Committee's process in developing the report. The Committee reviewed demographic data to look to the present and future needs of the Library relative to service delivery. During the process, the Committee identified TPL's strengths, weaknesses, potential interest groups. Ms. Davis reviewed the results of the work drone with prioritizing. Goals were established and listed in the report. the process will be repeated again in three years. • City Administrator Reilly asked for Council direction CITY COUNCIL MEETING MINUTES - JANUARY 18, 1994 - PAGE 3 i regarding the recent letter received from Mrs. Mary E. Brosius (Cole). Mrs. Brosius was asking the City to Consider I?arning a I f ay v s~.LGG4- aL4GL her iC"a.tl es., t~V.lJCt.1. Cole, w11V was the first mail carrier in Tigard. The Council discussed the request. It was suggested the Tigard Historical & Preservation Society might be of assistance. Council noteo the need to develop criteria to screen and evaluate such requests. City Administrator will respond to Mrs. Brosius and will also .ask the Tigard Historical. & Preservation Society if this is something they would like to pursue. Joint meeting with Planning Commission will be scheduled with Council as soon as schedule permits. Agenda topics to date include: - Review of Community Commercial (once the Albertson's issue has been decided), - Review of Tree Ordinance BUSINESS MEETING COUNCIL COgDIUNICATIONS - Councilor Hunt reported on a recent solid waste meeting he attended at Washington County. Also present were representatives from Metro. Councilor Hunt advised that, while there is evidence 'Co support the need for the Wilsonville transfer station, it appeared that the Executive Director of.Metro would veto any approval by the Council (because it would not meet budget requirements). The veto could be overridden, but it would take 2/3 vote of the Council. 2. VISITOR'S AGENDA No visitors. 3. CONSENT .AGENDA: Motion by Councilor Hunt, seconded by Councilor Hawley to approve the Consent Agenda as follows: 3.1 Approve Council Minutes: December 14, 21, and 28, 1993 3.2 Approve Wetlands Planning Grant Agreement The motion was approved by a unanimous vote of Council present. 4. CITIZEN INVOLVEMENT TEAMS (CjTs) MEETING WITH FACILITATORS The following facilitators and resource-team members were. also present for this agenda item: Facilitators: JoAnne Heintz, Bill Mitchell, Jerry Swank, Joel Stevens, Ruth Mills, Ranaye Hoffman, Sue Carver, Kim Irving, Craig Dirksen, Michael Brewin Resource Team: Kelley Jennings, Michael Mills, Diane Jelderks, Michael Anderson, Karl Kaufman, John Acker, Rick Rhodes,, Doug ANIL CITY COUNCIL MEETING MINUTES - JANUARY 18, 1994 - PAGE 4 Greisen o Community Involvement Coordinator Liz Newton reviewed. the CIT process to date. (See January 10, 1994, memorandum from Ms. Newton to Patrick J. Reilly which has been filed with the Council packet material.) Agreements for the CIT's are being drafted and a review of the land use process is being done to determine ?-low well it is being "folded in." Ms. Newton noted she had observed that attendance had been good and has leveled off. It appears that those coming to the meetings were interested in becoming educated about the process and were now looking toward being effective members of the CIT. The next portion of the meeting was devoted to brainstorming and soliciting input from those who had been involved as to what has and has not worked so far. Below is d listing of the highlights of the discussion: CIT meeting: have been a good way to diffuse single-issue complaints; to get people involved; to begin to resolve problem. • CIT's have been an effective vehicle for education of its membership. • Suggestion: a larger forum (all CIT's meet at once) to receive education on City-wide concerns/issues/processes. One example of an all- CIT meeting topic: Growth/Traffic • Suggestion: Concern with feedback; i.e., written record of meetings to determine where the CIT left off at the last meeting (reconstruct what was written on the flip charts). Written record also helpful so time is not spent repeating what has already been done. Also, would be useful in communicating to others what has been done. • Suggestion: CIT synopsis in Cityscape. • Subcommittees have been utilized to work on specific concerns (i.e., land use). Concern was expressed that there may be a need to coordinate subcommittees among the different CIT's. • Tools needed - how to begin (action orientation); i.e., "How do I go about changing the Code?" • Land use education is long-term. CITY COUNCIL MEETING MINUTES - JANUARY 18, 1994 - PAGE 5 r 101 MEMO • Role of facilitator needs to be communicated to menioership. (Role definition described in Agreements) • Subcommittees need structure (i.e., set agendas, timelines). Subcommittees also need opportunity to report to the group. • Assistance needed in identifying options to assist the C-TT's as they move from the mode of receiving education to an action orientation. • How can CIT communicate to the City Council? Also, CIT's want to hear how issues/concerns have been addressed by Council. • Staff persons (resource teams) have been a great help. Ms. Newton summarized what she heard as some of the "common threads" of the discussion: • For ?gig issues - hold a Town Hall type of meeting with all CIT's (i.e. land use) • Meeting record needed !options will be explored) • Follow-up to meetings needed (one option includes modification of agenda to include a connection at the beginning of the meeting to summarize where left off at last meeting and to report follow-up.) • Record of meeting to be communicated to Council. • Identify/articulate options. • Look for suggestions - how to include subcommittee reports. The next item of discussion was on the agreements. No major issues were noted. The facilitator and recorder are neutral participants during meetings. There was review of the business representative provisions of the agreement. "How to define success of the program" was discussed. Attendance (including how many people keep coming back) is one indicator. How CIT's are viewed was discussed; for example, are CIT's seen as a resource to work on specific problems. A survey among the CIT's may be a good tool; survey questions would replicate some of the questions from the Tigard Talks Survey. Ms. Newton CITY COUNCIL MEETING MINUTES - JANUARY 18, 1994 - PAGE 6 , NEW NINE= auentified two key issues that she will review and attempt to come up with tools for measurement: 1) communication; 2) continued attendance. Land use process was discussed. Several facilitators advised that this has been a problem because detailed discussion is often requested. There was discussion on continuing education in this area. one problem appears to be that the notification area may not be appropriate; for example, notifying property owners within 250 feet of a proposed development does not always mean that persons interested or concerned are contacted. A possibility may be to tie notification requirements to the size. of the proposed development. Developers also do not appear to understand how the process works with the CIT's in place. Land issues are appropriate for a CTT agenda if the membership wishes to discuss. Ms. Newton advised it's also appropriate to adjust agenda if needed. Another suggestion was to send notification to the CIT's a notice of all neighborhood meetings (for land use) if this can be done in a timely manner. Ms. Newton summarized discussion by advising she would develop a "To Do List" from the suggestions made and develop tools to monitor the CIT process. Facilitators and Resource Teams will meet again with Council in a few months (tentatively scheduled for May), Council meeting recessed at 8:11 p.m. Council meeting reconvened at 8:25 p.m. 5. DISCUSSION ANY REVIEW OF COUNCIL OPTIONS : MAYOR'S POSITION VACANCY • City Administrator Reilly introduced this agenda item. (See Council packet for memorandum outlining options.) After brief discussion, Council consensus was to leave the charter amendments (as previously approved) on the May ballot. The following summarizes the conclusions reached by Council during discussion of 4his agenda item: - Council must appoint a Mayor until one can be elected. (Charter provision) - Persons interested in appointment will be required to submit a letter of interest on or before February 11, 1994. CITY COUNCIL MEETING MINUTES - JANUARY 18, 1994 - PAGE 7 If a number of persons submit a letter of interest, the Council may interview (public session; up to three interim-Mayor candidates the week of February 28, 1994. Interim Mayor will serve from April 1 to May 24, 1994, Mayor position will be on the May ballot, Candidate elected in May will serve from May 24 until December 31, 1994. If a Councilor announces candidacy for Mayor election, s/he must resign their Council position. If a Councilor announces candidacy for Mayor, their position will be on the May'baliot. Filing deadline for May election Mayor position is February 15, 1994, 4 p.m, Filing deadline for May election Council position is March 7, 1994, 4 p.m. Motion by Councilor Hawley, seconded by Councilor Fessler, to reserve space on the May ballot for the position of Ma_vor and any necessary Councilor positions. The motion was approved by a unanimous vote of Council. present. 6. N011-AGENDA ITEMS : None p 7. EXECUTIVE SESSION: Cancelled. 8. ADJOURNMENT: 9:04 p.m. A herine Wheatley, C' y Recorder yo City of Tigard Date: 0 ccm0118.94 r ARM CITY COUNCIL MEETING MINUTES - JANUARY 18, 1994 - PAGE 8 COMMUNITY NEWSPAPERS, INC. ~~~~i~t TT 7761 'ect ~ Notice P.O. BOX 370 PHONE (503) 634-0360 K BEAVERTON, OREGON 47075 Legal Notice Advertising Jp *City of Tigard ® ® Tearsheet Notice C01 13125 SW Hall Blvd. s Ti ,gar d, Oregon 9 7 2 2 3 e ® Duplicate Affidavit ra s `'t oga r;?~ tf 3 ~ kl 7~M-YGWCOW -*E0 I9~;'& Yietls r #`0 C9fy ic4~zd~r a1: 1"tI~f ~3r.r. ~~d_t:'3egant9~3.eirby,~nfz3'3~sF 34 AFFIDAVIT OF PUBLICATION =.5,00 Pm " CA PCT A~.1= ' RAU STATE Or OREGON, ) 131'25 S W AU B~MPVARD, ~.3~ O ~Tf! :a£±P7 ; COUNTY OF WASHINGTON, )as' I, Kathy Snider Icng r+ ~o KaU Cod (-,,e i~sCt~}i IC"~Y].4 tieing first duly sworn, depose and sq ghat I m he jdverlising e p, ~ tll i i3te11Yli t hcol Director, or his principal clerk, of the igarci-lualatin Y k ~ a newspaper of general circglations defined in ORS 993.030 0p~F and 993.020: published at Tigard ii the ; ? c ~ tS e~ i Ail" aforesaid county and state; that the Tonaa'~ City Council Bus. Mta. 1-18-94 7 ,I't1~ 'Cnt~.tz,Ir~vol~~saent'Feash~ ~x~eE~~tlt~,ttti a printed copy cf which is hereto annexed, was published in the zKfsf3cr!i ::-4 t E entire issue of said newspaper for r1NF successive and t1ifS~~i R yt~t5 f;, ~ 1Vf wing consecutive in the following issues: January 13 .19 9 4 Tho 111sud Cif, C~3t~H tl may go aim a,Xe~ ufiyo r, t t r fi, r ;tc sa~tit~~s„ cmnt 4:ttd n~ viz m604;i, i' CrUl 1-1 4 Ftiat.t3 k.~ Subscribed and sworn before me this13-th day of Ja.7uar r OFFICIAL SEAL '~'a ROBIN A. BURGESS "4, AJ-4 NOTARY PUBLIC - OREGON Notary blic for Oregon MY COM! COMISSION NO. 024552 ISSiON rXPIRSS MAY 16, 1997 ?qty Commission Expires: AFFIDAVIT , mow,..... g _ ~„p (United to 2 minutes or lees, please) (Tease sign on the 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 A TONIC CONTACTED i I I i # uL -~Dll AGENDA ITEM 54 For Agenda of ! g CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE I Y PLANNING D A T PREPARED BY: DEPT HEAD OK O CITY ADMIN O - - - - - ° ° - ISSUE BEFORE THE COUNCIL .r The opportunity to view the results of a year long Library Planning Project before it is released to the general public. STAFF RECOMMENDATION INFORM61TION SUMMARY City demographics, the City Survey, library statistics, and personal knowledge of the staff and Library W oard were utilized to examine current library programs and create a plan for the next three years. Information will be summarized by the Library Director and Library poard Chair. OTHER ALTERNATIVES CONSIDERED FISCAL DOTES I Oro, Tift O tiancUb T P* rary ','ga.rd '..rianninn, Committee : October 1993, 0 fflg~ r ~`1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 The Planning Process . . . . . . . . . . . . . . . . . . . . . . . . 2 TPL Mission Statement . . . . . . . . . . . . . . . . . . . . . . . 6 Goals and Objectives . . . . . . . . . . . . . . . . . . . . . . . 7-12 Background 11,Aateriais Tigard Public Library Comparisons . . . . . . . . . . . . . . . . 13-14 Tigard Public Library/OLA Performance Standards . . . . . . . . . 15 Circulation Growth Chart . . . . . . . . . . . . . . . . . . . . . 16 Cooperative Agreements . . . . . . . . . . . . . . . . . . . . . 17 Tigard Public Library baA4AlSl35- ~..OYIl~Saii6aL~l~.a...c.aa.a.ams.o~.e w Amo, DeBernardis Kathy Davis Yvonne Burgess Karrin Hawes Marilyn Hartzell Jody Westerman Guest participants: Pat Reilly and Joy Cooper One of the primary responsibilities of the Library Board is to "represent to Council the library needs of the Community." In Novernber 1992, a corrunittee of staff and Library Board - members was formed to answer the questions: What are the Library- needs of the Community? • How do we know how well the Library is responding to those needs? Library Director, Kathy Davis, used this inquiry into library functions as an opportunity to initiate a 3-year planning cycle. The demographics of Tigard are changing rapidly. Expectations for service placed upon the library of today are far beyond the needs of Tigard citizens in 1963 - the year in which the Tigard Junior Women's Club first promoted the idea of a public library for our city. Working through an organized planning process has given us a rational frame work for responding to the uncertainty that growth and charge brings. Our citizenry has become increasingly diverse and well informed. If the library is to retain its position as a valued and necessary part of the community, it roust continue to identify opportunities for service and focus resources on appropriate and obtainable goals. This report describes what the committee sees as the library needs of our community and the steps that must be taken to meet those needs. -1- Thg Planning Process- The Tigard Library Planning Committee structured its process using guidelines estabiished by the American,Library Association in its publication Plann ne and Role Setting for Public T i rari s (Figure 1). seven steps of the planning process. The Planning Committee particlPated in Steps I - 3. 'The' dbrary Director and staff will have 'ongoing involvement with Steps 4 - 7. , 1. Assesa the Community 2. Ewdua.te cuxrent'library services resources Determ -te the- role of the library ice' this community -Set goa' , of-)jecti es 1 '~evloj~ staGe~;ies for change 6.: mpleuaent strategies and evaluate I.~rogress 7 Morel' tor To began the process, the committee reviewed Tigard's demographic information from the 1990 census. "Interest Croups" within the population were identified along with general characteristics of the area that make Tigard unique. This information, combined with the committees own knowledge and experience, was then applied to discussions of existing library services. Data from the State Library publication DirectorKand Statistics of Oregon Libraries was used to compare Tigard Library Services with libraries of similar size from across the state. As the committee reviewed this information, it became apparent that many Tigard Library services are on target with citizen needs and are of excellent quality. Statewide,'TPL ranks in the "Top Twenty" in many standard. performance measures (Figure 2). Other "major findings" became the focus for continued, discussion and provided the basis for the objectives that follow later in this report. _2_ fix 2 'tee.- ::::;.e.....:..:;, t teyvi ;:library;.:pe~rfgr~± rice' ,measures in: wnxch 1. igard Libraq rA4wkru h►, ~,►.:.:.::d. y - U Circulatlo :T®t V1 ~~.cxoxt arbour QVei" , . Pjbra`es< t,Wi a ed>for.our:: atrons<frorn.ptherIsbr lies:::::.. ary lent .er Hours Vc~::;:...:. Mary Ginnane, Library Development Administrator from the Oregon State Library, assisted in walk-.no, the group through step 3. Recognizing that no library can fill all the needs of a community, the State Library has developed an exercise that consists of a "forced choice" prioritization of twenty possible library services. By individually completing this exercise based on information derived from the first two steps of the planning process, the committee was able to identify'the most important roles for the Tigard Library to fill in meeting the needs of our community (Figure 3). An in depth discussion of the results of this exercise led to the identification of major service areas which were used as the basis for a review and update of the Library Mission Statement. The Library Director then reworked the identified service area statements into library goals. The "major findings" recorded throughout the process were grouped with related goals and returned to library staff to be written as specific, measurable, attainable objectives. Tigard is experiencing a time of growth and change. It is intended that this document be used as a tool in making resource and service decisions that will best meet the needs of our community. The planning process is ongoing and cyclical. It is expected that objectives and activities will be renewed on an annual basis and that goals be reviewed and revised as indicated according to community needs every three years (Figure 4). -3- E; I 4 FA M Fi .r .6n Viewdn and listening niaterials for adults <s2<' ori:vewr aAd Is$erin iiiateria for ad `z its I'.r~gra-ins and' classes::for' adults.. . ioit a iateraals 6r. ad <:>s leidrttaction`xiateaa:far°siii ts<; Iaxfva t cr andAssistan f®r all` aseis; na ""hlld e 4 'tl oA a C > '°Nia e °aa4:.erirxi h:cxrrxcaiiuxii offerings at local schools ' f r rt` .:eti~ingaterialso ~Iis~e~u g0 :v': ..:zi..... Preschoolers . ta' Ilstexu,, I viewiaaariaSerials for teenagers ?7f t~? €~ead " f n rs ' ~'~_>'~``raiars cia~ses for:tee a ' . ¢r..ams and classes fod:` chool:childton' a ? ° 'rugrams ana::classes far press oolers users. T Seettig`ayid stay space f©r'aIl'users hitY: Information enter C > ` '<'G3 M.W. ervaces t. a 1libra i c.e L ser5 artica ~.aon in e ona ~ff rnzaa~tar~ixaisko:regxo~a ~z /P. 1~ planning rg ~'Ysere ?<x<?»ri'ratn for:local business: antigovernanent Ii t6 t rib.o*gY for. ersonal use* (CD Players - VORS, P's to check out) ^3 ?:>Idal'Iistiry Repository, member. Asa '`IltsI$st<`servae':bI~' °tFQais vastlividuallY prioritized by each co-nrzEat .tee me , ' gr p il .results;: Mere. alien discussed, and recombined into the Major Service Issues of Inr~ rmMilo acid Sastahce; Nifa' t: -1- Special collections: and Access. Th, e. ]fix y: i IrkOr ad ded Fiscal Responsibili and. Community Involvemen to this list an tlefi:;used:tlieseconcepts to develop the 6 library goals. -4- q 1L1~ 4 Planning Cycle Calendar J IN 1~Sovem~er.~~592.:.Iritiatol?laiiii , f d e . Yi..ronrnnt ; ':...t"7ct-rrnan+~ characterkstgcs o:. e n an rid eviewistatisties: to siamniarize liryr,~o+rc a erforman Q'<Revaew cuaxeaat hbra . ervice$. : > ; aden~ siren tlts :and wear . 6 sea ...:...1~e.2rmDne.COYriYn11 Y1! : attltildeSi.. exmc tionso b :u ,.se a ..d sa . . rmine to to.de at `e ices ize hb a . iue and rion s . Eva 1993 naterole une; :993 > < Rev~ew:and Summanze: 'data'*.'::. gate mission stat n1Ze ement ; . `€ee.112aClcfo se in Ffflli a >la ririino tie ::.Goal./... e~: ,1nvolve:staff m d&Wb : in Work wail staff t®.develop`worlcplan t at re ects > xrn iementahons~rat aeslachvities , Begin Am lementatio;i . : Prepare.evaluiatiori:works eets for FY 93-94 anuary_;Z 94 ~ jul : 9 4 = ® FZevie.ActWities :~or.FY:9394; . :Fstahlisn new; Activities for. FY.93-94' . JAhWirv 1995: '®'Prepare evaluation woeKsheets for FY 94-95 : July:>1Q95 ..:.:.Review Activities/Establish new activities for FY 94-95 Fa11;199 'Reconvene Planning Committee Alum -5- i I LL V TIGARD PUBLIC LIBRARY MISSION STATEMENT' The Tigard Public Library is the citizen`s point of contact within the vibrant growing city of Tigard and the world beyond. You may rely on us as a source of information on local history,.business, government and community events, recreational reading, and other materials of public interest. We provide service to individuals of all' ages as well as businesses, schools, organizations, and other public agencies. The richness and scope of our collection is determined by your needs and we welcome your suggestions. A A11 members of the library staff will support, protect, and facilitate your right to access library resources. As a department of the City of Tigard, we are dedicated to service with excellence and committed to participation, innovation, responsiveness, communication, and courtesy to all. -6- b , K ♦`a:♦ ~S T` ' rte library will maintain all ;~~=ryer~ „~~t~:c~mf~c~retzvir9matraesft \ ; ~ . r here patron,5 € ) uld ag_ , .c i recex,e r` ~e'3rJ1: <rP1Ge in caccess`a?9 ' the .-4 e e: informrtion and niaker als the need .asys.=s~ that is cruise crienled \ frue~~e1 MINE ~s2c~ fasll~r s~o~a~retenf. a Objective 1: Objective 4: To develop an education and training program at To design interior arrangement of public and all staff levels that will facilitate accurate, effi- staff space that makes the best use of the floor cient, and knowledgeable service to library cus- plan following completion of expansion by tomers. December, 1993. Objective 2: Objective 5: To enhance staff knowledge of and skill in using To design and implement strategies by June, electronic media for service delivery. 1994, that will improve patron's ability to become successful independent library users. - Objechive 3: To staff public service desks during all open Objective 6: hours by Fiscal Year 1994-95. To prepare background information needed to determine levels of staffing, space, and collection expansion required to meet the current and projected library needs of Tigard citizens through the year 2,005 by Fiscal Year 1994-95. Nctlvitles related to Goal 1: . Organize a discussion group consisting of librarians, other city department staff, Library Board members, and technical services representatives to discuss ideas for expanded use of new technologies beginning in November, 1993. Schedule two meetings annually to review new electronic media products. . Information Station will be staffed during all library open hours by July, 1995. . Complete a needs assessment for optimum reference desk coverage by January, 1994, Develop a variety of "self-help" materials including resource notebooks, "teen survival" eente., and "user friendly brochures" on such topics as homework assistance and general library use by July, 1994. Work to upgrade Careers and Education collection to include a focus on lifelong learning by June, 1994. . Provide homework tours, WILI use classes and library tours; outreach programs such as teachers packets, booktalks, and information packets beginning Sep,' ember, 19'94. Organize and publicize evening workshops on how to effectively use library resources by January, 1994. . Determine plan for long-range library development by February, 1995. -7- F It 11 M IM EMBER= r'iac ibinzrar will rem,aiga in active ' n , fry .r, CC3a~ ° e1t0 ,it e.`ce1!°n -f`:rayt-ez ."1c - ectic r ylich, as re`7eetave the . c a~i e e ~abl-'U ie and iixfemsts of the .y Objective 1: Objective 4: To develop and implement a Comprehensive To assure every library users right to access Collection Developrilent Plan by June, 1994. books, materials, and resources in accordance with the philosophy of Intellectual Freedom. Objective 2: To develop art annual materials budget plan Objective which considers collection growth, monthly al- To explore and reviet-r electronic media products locations, and available staff support beginning for possible inclusion in the Collection Develop- February,1994. ment Plan by ianuary,1994. Objective 3: To ensure that the library collection is reflective of community interests. d Activities related to Goal It: Draft a Collection Development Plan that will address issues of format, demand, scope, depth, diversity, subject, selection and weeding responsibility, and selection criteria by February, 1994. Provide librarians with monthly printout of materials budget to assist in monitoring purchases; maintain accurate vendor files to allow librarians to evaluate and select best sources for materials beginning September, 1993. Library Board will discuss participation in C.I.T. group as a method of obtaining collection development input by December, 1993. " ® Circulation will become a clearing-house for general patron recommendations including active promotion of recommendation forms; recording and reporting of verbal recommendations; reporting of lengthy hold lists or "don't haves" to librarian staff; and implementation of suggestion bookmarks beginning September, 1993. Library staff will provide support to other associated agencies dealing with censorship issues by researching reviews, participation in related meetings, or conducting presentations as necessary. Librarians will visit at least one CD ROM outlet to review and price media by tlecember,1993. -8- Em~ I% REM Librarc~ atrans ZviPP ire a .0 fc~ choose frotaa ca rich v~aricfi/ ® trenS aris and aaivwes to stimulatc_ personal growi'h`and enAowz n , Objective 1: Objective 3: To dovetail Educational Services classes with To improve the promotion of all library spon- library collection development and marketing sored programs, classes, and activities by Oc- goals. tober,1993. Objective 2: To focus library program resources on age groups that are not served by other public agen- cies in Tigard including young children (0-6) and adults. Activities related to Goal Ill: ® Create anew concept of collection development that includes classes, lectures, and"info-fairer" as alternative forms of media. Educational Services Coordinator will act as facilitator for literacy groups seeking tutoring space beginning Fall, 1993. Plan programs that will enhance areas of the collection and the traditional Summer Reading Programs beginning September, 1993. Update library answering machine each week with information on upcoming events beginning August, 1993. Develop a plan for services to daycare/preschool/homecare high need populations during Fiscal Year 1994-95, to implement by Fiscal Year 1995-96. ® Design a registration process for all library programs that will allow quantification of participant statistics and an opportunity for user evaluation to be available beginning October, 1993. Develop, produce and advertise "New Baby" packets by June, 1994. 9 - yt . war ~.a~.. AF . hyy~'• ~?39::: ~ ~~.~'.i.~ ry9i. s tea€l~r~z;ts zurli lac' gat o~~r~~a~a~~ ~~s~!~ .•:~,:a easily accessible rescurce for'loral hzs car , bUsrness, governmen% and comtnulgRy events. I Objective 1: Objective 3: To further develop public awareness of the To develop a Tigard History Collection by Sep- library as a Community Resource by January, tember,1994. 1995. Objective 4: Objective y To upgrade currency and use of small business. To develop a Community Information Collection collection by June, 1995. by September, 1993. Activities related to Goal IV: Disseminate information to the staff, city, and general public regarding use of the Community Resource Directory by January, 1994. ® Visit other city departments and local service agencies to gain information about their community programs and publications and use this information to further develop the Community Information Collection by December, 1993. Utilize C.I.T. meetings as forum for soliciting feedback on the scope of Tigard History Collection by February, 1994. . Take a lead role in defining scope of the Tigard History collection using feedback from C.I.T. meetings. Prepare brodhures'describing the History Collection, contact media, write an article for the Cityscape and "announce" new collection to coincide with Tigard's Birthday 1994. Coordinate a "small business open house" by January, 1994. Review and update al! SBA materials acquiring a complete file by 1994. Business Reference materials will be updated annually. -10- r The lib mj wili assist the City of .w x r, £Pe dcF`IITJBng the blew-I uca" for w7i.;ifabfe Yevenue thrwsrgh c-relative use E: 7ca~fl7?l;cC&~ CC1operarive ejfforrs, r ev.vor,kinz and resource sharing. S ri Objective l: Objective 4: To involve Tigard Library staff in committee or To annually evaluate our support of Tigard area proiectwork with local affiliated organizations to schools in their effort to provide children with encourage an exchange of ideas. develop a quality educational opportunities durvg a time broader view of service, and expand oppor of diminishing public resources by February of tunities for coalition building. each fiscal year. Objective 2: Objective 5: To derive efficient use of existing technological To serve as a broker of information regarding resources and initiate development plan by June, community services and programs beyond the 1994. scope of the Library's Mission by January, 1994. Objective 3: Objective 6: To review a variety of Technical Services tasks for To maximize use of volunteers in a wide scope of time lines and possible cost reductions by June, library tasks to extend services performed by. 1994. staff. Activities related to Goal V: c Continue to work with George Fox College to enhance our role as a satellite library for MBA students. a Explore existence of a Preschool Directors meeting at the local level and if non-existent, determine possibility of establishing one by June, 1994. a Take the lead role in evaluating materials currently housed in other City departments and work with the cataloger to add them to the WILT database by October, 1993. Take the lead role in organizing technology discussions, prepatory to the development of a vision of service that conneects fac needs of the various departments and the public to organizational structure, staffing, and equipment needs by July, 1994. Utilize volunteer assistance to catalog, process and enter 10,000+ items into t1he collection within Fiscal Year 1993-94. Identify ways in which TFL services can support the educational needs of Tigard's children and work with school media specialists to publicize and modify these services as needed. ® Include the needs of students in annual Collection Development Plan beginning in Fiscal Year 1993-94. Review and summarize the current volunteer program with recommendations for future enhancement by February,1994. -11- A&I x~a _44~ L V__ I i ~r~zesd is~oF~a~rfacrYt ara lilarary ' ~ ,r da0 tiB$ will be eYPeE vfaaged tid?'C1uL h sixceiteni`cvmmaasaacatiors ~xsxd feMbacis and participatior:. M Objective 1: Objective 3: To enhance library visibility through stsaff and To keep TPL in the media on :a monthly basis Library Board involvement in speaking to porn- beginning September, 1993. munity groups. Objective 2: To creat.9 an awareness of opportunities for patron feedback and involvement. regarding library services by January, 1994. Activities related to Goal VI: Library Board will invite Community Involvement Coordinator to give ideas on use of C.I.T. program by November, 1993. All regular, full-time librarian staff will commit to a minimum of one community presentation yearly beginning October, 1993. Create a "Citizen Involvement Center." -This display area will include suggestion box, existing or new comment and suggestion forms, information on City Council, Library Board, YART, volunteer, and RO-L. information by January, 1994. At least two "open house" events will be scheduled annually. • The7igard PublicLibrary will be identified asa participantin the Washington County Cooperative Library Services in all publications beginning September, 1993. -1~- Elm Comparative Information of Similarly Sized Libraries in Oregon* Total # Children's Circulation Programs/Year woo Thousands, z6c r. _ _ 400 200 J _ _ soo 160 - - 200 _ too 100 50 0 0 0prladil" lie" OR 19y C.", KIN Albasy CWUesrl:l. Oprlagnald , Tlg.rd Og Cly Coder VIM Allay Lelll-rWe 26.009 - 40.088 pwpolatfaa .anal 96.000 - 49.060 papal.u- -,.d Materials Loaned to Number of Volumes Other Libraries Thousands 140 - ThOU-0ds 12 10 ' lLUD Z g0 g 00 4 - - 2 20 0 sprlaillield Till" tR City C.4- 11111 Alb-p VcW...10. bpriadfl.ld Tt9.rd 09 City C.d.r VIM Allay 11.30-rift 96.000 - 40.098 p.W.1.5 a wa, 96.000 - 40,606 p.pN.U- waned 1 7 -13- Comparative Information of Similarly Sized Libraries in Oregon Percentage of Budget Volunteer Hours per Year Spent on Collection Taou■naAB to zo ~ a 16 8 10 - - - 2 6 - O 0 syai,aQnow T16eed 0.q- CtyUd.e MM Alt. W ll.lDea+W. VIAW;.M T'ta-d on City C.d., r01 Aluegy noYlou~ille 24.490 - 491 9eyd.tlen -d 86.490 - 49.908 yepvletlam ..r-d Open Hours Per Weer 70 40 - - - 20 - - J 20 IO - - ° 8,,11 TkW OB My Corder 1101` AJb-y 1AI 58.000 - 45.998 r a1ntl- suM . AY° Tigard Public Library Performance for 1992 Rated against O LA standards for libraries serving 25-49,000 population Service Hours Per Week Total Annual Attendance 70 at Library Facilities x r 250 T6ounende Go- s0 200 40 150 . 30 100 _ 20 10 50 0 Adequnfa 2zce11ent TPL 0 M Tigard Public Library provides an excellent Tigard has a very well=used facility. level of service hours. Library Square Footage Th-.nd. 35 30 25 20 o ~ 5 1 0 • Minimum- TPL Tigard Public Library provides a high level of service in a very compact space. Anew addition to be completed in 1993 will add another square feet to the Library. -15- i jdaS z z (Mao • I i 9 11 . 1.4 4 I 1~;app : ~y ± r...r_..... e._., a_.-....aa. __aa-..... f ; ff i , Or 46,0 ...................~..i..r....._......-- l~~a I ! , ! ate. D s (£66b) ~V ugjjBjn3jlo AjBjgiq AlyiuoyV .tU ~a C_C_Ls Since 1976, Tigard Library has participated in a cooperative agreement with Washington County for the provision of library service to all county residents. Washington County Cooperative Library Services, or WCCLS, allows us to easily share our materiels with other public libraries via a com- puterized system known as WILL A, daily courier service delivers books and other materials between the 11 member libraries to meet our patron's needs. WCC I S also provides coordinated reference, youth services, and outreach services for the elderly and handicapped. Funds to operate WCCLS services are collected through a county-wide tax levy. Each participating city then receives a portion of those funds based on the percentage of the county's assessed valuation "housed" within that city's boundaries. mix Libraries in the Tri-County area participate in the Metropolitan Information Exchange or MIX agree- ment. Through NUUX, patrons of libraries in Washington, Clackamas, and Multnomah County may use any library in this area free of charge. At this time, as each county maintains a separate database, patrons must register for a card in each county, but that registration is without cost. Participation in WCCLS and MIX significantly expand the publ'ic's access of resources and helps Tigard Library maintain a high level of service to its patrons. WCCLS Lib ranes Banks Forest Grove Tigard Beaverton Hillsboro Tualatin Cedar Mill Sherwood West Slope Cornelius Tanasborne (aloha) -17- MEMORANDUM CITY OF TIGARD, OREGON TO: Pat Reilly, City Administrator FROM: Ed Murphy, Community Development Direct DATE: January 13, 1994 SUBJECT: School Facility Planning under SB 908 Attached are some reading :materials that may be of interest to the City Council, as they prepare for a joint meeting with the Tigard-Tualatin School Board. As you are aware, SB 908 requires fast growing school districts to produce a "school facility plan" in cooperation :,ith the affected cities and counties. In this area, the Tigard-Tualatin School District must produce a plan, worldng with the cities Washington County and the cities who are affected... namely Tualatin, Durham and Tigard. The plan must include criteria for determining the capacity of the school facilities. My understanding is that :he City Council will begin to disaiss the implications of SB 908 at its meeting of Janurary 18th. At that time, the City Attorney and I can more fully brief the Council members. I 111:! 111 E 7n es, li 01;. eapacity 9ssu, -C :0 9 an. - 9ssu~ ~ackgrauvrd~r :October,,1993 , , OVERVIEW Also, a survey was mailed to FOCUS members. At press- time, responses from 15 jurisdictions were received. These responses. are summarized in combination-with the com- This Ic, re Backgrounder is the fourth in a series of nevvslct= ments coming from the roundtable discussion. Complete tars which FOCUS will produce each month this year.. -The copies of die surveys are available to FOCUS mer,bers, purpose is to provide a summary of key issues of common interest to FOCUS members. This newsletter is devoted to The information presented here summarizes: the issue of land use planning and coordinated provision of school facilities. • The provisions of S.B. 908; • Current activities related to land use planning/ FOCUS staff used tv: c met hc& to ileveiop this information: development-aud providing school facilities; and A roundtable discussion was held on October 1st with the Issues and challenges identified by affected parties. following parties: Mary Jean-Harmon,-Beaverton School Board; d Jim Sitzman, Department of Land Conservadon _ HIGH LIGHTS OF SENATE BILL. 908 and Development; - • Diane Wustrack, WestLinn R'ilsonville School Board, During the past legislative session Senate Bill 908 was • bike Tannenbaum;. West Linn-Wilsonville passed, directly -affecting "high growth" school districts in School District; the State. A high growth school district, as defined in the gill, • Jim Hendrix, City of Beaverton;' has an enrollment of over 5,000 students and an increase in Joe Grillo; Washington County; - - student enrollment of•6 percent or greater during the past • Ed Murphy; City. of Tigard; _ du'ee school years. Such school districts are obligated to • - Jim Jacks, City of `11ralatin;produce a school facility plan in cooperation with the affected •Russ.Joki, Tigard. School Distrid; - cities aa~d counties: . Jii~ . R app,-City of Sherwood; - - , - . - i~1ad Voytilla, Developer, - The school facility plan shall evaluate school facility needs - _w• John Codsey,.City.cf Hillsboro;- JBusing the population growth projections and landuse desig- a Peggy Lynch, Citizennations established in 'the comprehensive plan(sa bf the,'city • Kini-Katsion,-Washington County Board _and/or_coanty:. The plan shall be updated during periodic of Commissioners; and ,$eview; and may be revised more-frequently if mutually - • lohn Moss, W est Linn City Council._ ag^^ed by the district and affected local governments. To the gTatest extent possible, the'ddstrict,.city, and county must " agree bn the criteria fox determining the capacity of school 't5~e}u facr'lities. These criteria tnust first be adopted by the district, - _ co {edn st o4 tla~ aoaT~ounues xs fl u , _ `W`wth-subs quest adoption by the city and county, to be used Ym,potirre8e.~v~~ zsroo,ae for evaluating comprehensive plan or-:residential lead =1 ' I £qz a gavcgr~Ze s to s$ae ado a a~ ACE i10 on r code amendments. k3 sn8ideatif~ aursaA vPAaft AUap aotioa dvanId grrod~e , . ...bricostl °f g°"g~",°c The act also includes the following provisions: ; c txYro(te4orris-tm .~saoons4~tln$firmwtac paov'd gad, ac f _ n' Notice to the district by city and/or county when considering Plan' or land use code a~,nendrnents; ; kinfotnaatson, aUNGkCIvlcT eroiC C ewet503 U' ~35~, '~oF'x 4033s-= WVduFOCUS cro~cyuevtos 722 s,~el Irotegration ofexisting cityand/or county land dedica veasuir Pbttla4,'or`9t2D4 f ` tion;requirements with the needs of the district;, NOR= • A school facility plan that includes, at a minimum: responsibilities of iia City, County, and District. A long- - Population projections by school age group range facilities plan is being developed by tht: District a- - Identification of desirable school sites by the required by S.B. 903. district, city and county - Analysis of alternatives to facility construction WestOnn, Clackamas County, Klest 5nnl - Financing plaza ' 1441Gonville School DistrictMediation Project - Five-year capital improvement element - Site acquisition schedule and program . This project began after the first phase of the Beaverton A prohibition of using school capacity as a basis for School project was completed. It focused on coordination of declaring a development moratorium; and land development and school capacity, but also considered Am A`1116 wanzoc for school-districts outside of high possibilities for coordinated use of facilities, such as school Vowth awes tta adopt a school facilities plan in buildings and parks, for the benefit of City and County cooperation with affected cities or counties` residents and students. Anintergovernmentalagreeinenthas been adopted by the District and the City of West Lana. Clackamas County and the City of Wilsonville are expected to consider adoption shortly. The agreement features the " following significant provisions: CURRENT ACTIVITIES TO ADDRESS • Joint long-range program foratleast a20-yearperiod, LAND USE AND SCHOOL ins-yearincrements,using common informationar*d PL MNI NG ISSUES a definition of school capacity; ° A commitment by the City to adopt the District's long-range facilities plan as a pait of its comprehen- The roundtable meeting began with presentations of two sive land use plan, with specific reference to the types recent projects involving school districts and local govern- and locations of school facilities needed in the com- ments that are intended to provide improved coordination. munity; Land Use and SeLiool acili Coordination Capacity standards for primary, middle, and high schools to be adopted as part of the City comprehen- eoject- Yffe~averton, Washington County and sive plan and land use ordinances; avertorthool District ° .The use of an "overlay zone" to designate ' future schoorsites The rapid growth exp fenced in Beaverton and Washington _ so that site suitability can be addressed County has had k significant impact on the Beaverton School early; followed by a simplifies land use approval District's ability to provide adequate school facilities. The Pis for the acttaal development of a school; A City,.County, mid District agreed to work together to resolve commitment. to jointly use and design school and c-tine school capacity problems associated evith. this growth. - :other community facilities, such as parks; and agreement that if all long-range planning pro- representatives the City, The l?,ect actively involved . j grams have been implemented and capacity will still Count; School District, Homebuilders Association of Met : be-eicceedad b new develo eat, the District ma ' anpolitan Portland, Beaverton. Chambeiof-Commeme;'and Y Y " :'request a 60 to 90 day_ period where the UV ..will not i7.. citiaefas. , - acceptnewresidentialdevelopaiQentapplicadonswhile - The recoinineridations sesnlting from-the project included: 'the District and the Citye~ior to find a solution to the erm y 1?repatration'caf a 20Lyear shoot facilities plan that is . The City is served entirely. by the West Linn Vilsonville co©radinated with and adopted a§ part of the City and School District` The city and:District are presently sharing ,t'.aaatj~ s~iiriprr.nsiv'.plans, = : . :'facilities in a nunilie_c_of different casts including: 1 - ° `Impr~ %;bd c'omffit'm6*aon-:i.{nd interaction betvieen r`iher.{i y County, and °`4 iJ_ r ' 7oit~tuse of the facilities at Bolton Middle School md- Z- .Comniit~rtbyd tlir6epartiestoadoptanlntergov . _ Sihte aajaceatliaminerle _ ern l tal Ag- t to establish a consisteant,stau Use of wacant.Boltosa•.classmoru ty tl ee,.W Linn _ _dar "for determining adequate school capaci pro- ,SeniorComtu' time _ vide cooperative m4hod for de'ermining-when spy- o , - p . • ' - Routineus~e (city-owrieclparkfacili!~iesb"ytlnescltools;"•-'."_:~ cific'develIop t applications would exceed ;choral and capacity; a3nd .gismo clear direction bow to treat a land ; 4, ' Coordination of civic programs such as natural area'-.,/ ' . use application _vlxaschool capacity is not ova able. ; den lopan, nt and flee planting.: = Tbe'-parties expect to jointly adopt an intergoyesn~ntal - agreement next year that.ivill formally identify the rote and - Wilson V117e tion regarding school site selection and assistance with popu- lation and enrollment projections. ane va'est; iL.s.-??Tilso* vt1~e School District and the City are r.....-.4.~~ -working together on a school siting project to identify poten- C~..~... 'al future school sites in the community. The selection of sites will be cMrdhnated vAth the City's Pailes. Recreation The City has four school districts within its boundaries. The and Opcn Space Master flan, which is in the final planning City works whin the districts-in the following areas: stages. The City will soon eonside.radopting an intergovertn- -mental agreement that is similar to the one signed by the City ° Land use and development activity; of West Linn and the School District. ° DAILE. crime prevention; - - Community policing; The Canby . School District serves appioxirnately-150 stu- . lAs plorer Scant program; -dents who live-in Charbonneau. -"The Sherwood School Fm prevention education; District. also: includes a portion of the City, but at this i6ne Neighborhood medistian; - there am no students froaii Wilsonville. • Slianed office facility and raainienance;' and School constrtlcca~sn review and inspection. The. City's comprehensive plan'•includes policies requiring, coordination forthe"the pl€tnaung,scheduling, andconstrue- The City indicates that if possible, more. effort should be tiop of needed education facilities." The two parties have a directed toward the above. activities to enhance efficiency, joint use agreement to utilize the high school facilities for _ and improve long-range planning for new. facilities, educes commiAnityevernt%ar„tivities,andprogAams. TheWilsonville tional opportunities and community relations. Urban Renewal Agency contributed $2,000,000 towards - communityfacilitiesneededfortheWVilsbnviUl l ighSchaeL Nom/ V_MValley _ which is scheduled.to open in September 1995. " Tae City coordinates land-use-activity with the North - SlJen~t2ao~ -Clackamas School District #12,-which serves the City. 17he City is within the Sherwood School District which has &Wdy boundaries that ektend far beyond the City limits. The City is experiencing very rapid residential grawth and the capacity The Sandy: Elementary.. chenol Disa-ict and Sandy -Union issue will. be facing th-e District vary soon. Nigh. School District serve the City. Tlnesetwo districts wily. - ` - :beconsolidatedintotheOregan`TiailSchooiDistrictin1996: Zia atefi2 Coordination between the Citv.Yid districts has Been prima- - rily in the following .leas- - Me City`'is: within four.,sehobl districts.Tiz;,andMalatiri,' Shegvvood, West Linn.-VVilsouyille, and Lake Oswego. ,The'- . : Land usr., planning and development; a `City has tried to work with .the distiAet.~aegaa€ling bowndaiy ; : =Slfared use ®f facilities, es .ially for recreation; . ' isssnes , lnotat' sB; eess: 1:aaid use' iufaanatioll lam beers D:.A.R E.~ yshaa ~li~Ti -the 'tYistractr when tgd._- The City,furtds a Sharin -of the Cray-libraiy;: ,q, g SchoolR«sourceU# cer~siograanianthefi~ieTig idil'ualatna S4tidentco t servicepmjects;and ti sciioAls in theCxty_ Sttadirnt eflirttlQn oa8 lcr goveininentc aai2i cavics.` The numbb of school districts in the Catysaid the large ate,,.. ; C1rclanr Y, -covered by the Sherwood School District is.ees®taree of a i .school : ict -laonndary controversy. A mew residential ''Me ive are approxiinately,40 school districts in the County _ develog .ntiii the . ity is located sea :sc8iools in ffie gird/ ' Several wilfbe cbnsohetated soon Comet -dnstncteootdnma °iiaiatiian School District: ']EieaYang reservn~toas oft Naar inrludt;,s. YEt® Mayers ab rat`having to,btis r out of the Cat ► i ` k y Sherwood schools; tYie'develogersiagaest rl a sc iaril iFtstairf} ~t y Notif on of laaisi use dgigli tiUZI= boun ehari tobeancliidedriitheTi dtini~clgool . 3oint wo`rlsom, on a `iota- • Y a ...pgl District sager. than the Sherwood :School''Dii6 ct.. ifs Pm oi3 ,of'deiaiographio; .910p al glaiirman ,trans- _ request was denied and the developer has appeal`s to LL71lA portatiOR :acrd fticility, info mataoa ass land use decision. t~ _ s YJ3eofClackamas`$°own'CenteriTri>anreiewalPa y Z , . buila aeci~eatiinaal;! acilihes an prop=~~ - _ - Coordination bwecn the l~ToitliInckaainas Parks c. - . -There nine five schooldistricis that serge poroions of the City and Rei**i.Disirict slid the scliadlls; And Present inccsaction with the districts Yids-idvofved o©rdana CountyPedw~ayProgratntoinnpigveaccesstoschoc3s ,.A Irt/AS~I/6~gtG~r ~c~y~rty Tualatin Dills Park and Recreation District There are 17 school districts within the County. The County The District is within the Beaverton School District. The two notifies the districts of development proposals and requests a 'districts 'Have cooperated extensively in the yoift use and fi- cr...-.....',..,..9F ponce regarding tt3e drsII1C.'s aa~iii~y to serve ii3e resu~u°u- ~ rjcvcl Vpa`tc6iti of au.ed,auvu...,.,.,,,,,,,,,,,,,,,,..,.,..al•.•v __n crease in enrollrnetit-Tha other activities of the tro;inty are swirn_*ating pools, tennis covets; and k_ s!! fields- described above. Clairmont Water District The Unified Sewerage AgencylWashington Countycoordi nates with school districts vrhen a new or expanded facility is the Oregon City and Redlands School distriets are within'the being constructed. USA provides information regarding ' Water District' and will soon' merge. 'The. Canby School _ stores water and sarataay sewer services. 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"';Z•,,? ` ''t'o?~'s, -~;^x,"''k-s""y';.~cf>t~:S.i4f`,r.3: "t35. ;^~+~,~y,< . ~ ; lsr'~.:... p.... ° ~ f,s~~`•y ~2~:" s~f'>,: ~ . c'<">', . r3~z'w.as..: t.>•'sv •:f' ~ +'a'; ,~.~~..t~., rc a a.~,<~:. «:>~5~~?~:'~!z.uia.:~-»,~>,~>-?~.~ti~.~y~~ ~.e, •~,.v.-....~ ~+2`,:'~.e> av :r~+. ! •S~ ~'t. .~:,.'.:ice- %J:'.t~~', - i <p0•►19~'6dOn/' J`~_: MIME 111EIIIIIII mom I J;; lill Jill FOCUS Results from the Planning and School Capacity Presentation Post Presentation Survey October 21, 1993 Rating Scal, 1= Pooridea 2 3= Average idea 4 5= Excellent idea Mean Scores Percent who (n=13) think idea should be "Idea to beRursued" examined by FOCUS 4.69 38% More emphasis should be placed on joint projects to fulfill community needs, such as joint park/school projects and common city/school library facilities. 4.46 8% Design buildings for flexibility to accommodate changes in education programs and techniques, other community uses, and future reuse for other community needs. 4.46 0% Sc'r_nol districts should have a planning representative to serve as a liaison with local government to improve commurucation. 4.38 7i% Cooperative maintenance of facilities should be implemented where cost savings will result. 4.38 8% Potential sites should be jointly identified by the district and local government to avoid competition for the same parcels and to better integrate facilities development. 4.15 54% School district boundaries should be evaluated and amended to improve the cost efficiency of the districts involved. 3.92 46% School district and individual school attendance boundaries should be modified to coincide with, rather than divide, city or neighborhood areas. 3.77 8% An intergovernmental agreement should be used as an important means to formally establish cooperative programs between school districts and other local governments. 3.46 8% The appropriateness of a site for a new school should be determined well in advance of the land use applications to construct the facility. 3.31 0% Public participation and acceptance of a school capacity definition and ies impact on school programs should be achieved for a coordinated planning program to succeed. 3.08 0% Schools should build up (e.g., multi-story rather than single story buildings) not out so that land requirements are not as great 2.69 0% Private schools should be included as community facilities. SEMN_ AGE1L%1DA ITEM # For Agenda of -14+194- CI'T'Y OF TIGARD, OREGON CITY COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE wetlands Planning Gran Agreement PREPARED BY: Duane Roberts DEPT, HEAD OIi CITY ADMIN OK ' ISSUE BEFORE TAI COUNCIL To enter into an agreement accepting Division of State Lands grant funds for wetlands inventory and planning work. STAFF RECOM1VMNDATION Authorize the mayor to sign the agreement and adopt the attacined resolution appropriating funds. INFORMATION SUMMARY The Division of State Lands has awarded a grant of $12,500 to provide iuadiaie tor ,U4.1 development of a wetlands attributes assessment and planning program. OTHER ALTERNATIVES CONSIDERED Do not authorize the mayor to sign the agreement and pay entirely for the study out of City funds. - FISCAL NOTES The amount awarded is $12,500. The grant requires a 25% local match. This will be met through in-kind contributions, such as staff work needed to complete the Goal 5 process. DR/3 XX1 December 30, 1993 STATE OF OREGON 17 DIVISION OF STATE LANDS 1197T. qrY A AT"Q "I a ATldTawr rm 1 ~T~` A r4D'L ~1g A£L~7oTT Ti L' A AL*. =q "S Z E.rtAl\17J.1\l3 L7M1MLA \ s 1114 S1.LJA%L®lE:rl\ r A. By this agreement the Director of the Division of State Lands (DSL) agrees to provide funding for development of a vVetlands Plan or Wetlands Inventory for the period of December 1, 1993 to January 30, 1995. 1. GRANTEE: City of Tigard GRANT NUMBER: WCP-3538-9394-6 2. Basic Grant Amount (federal funds provided by DSL): $ 12,500.00 3. Grantee's Contribution Required Amount: $ 4,450.00 (at least 25% of the total grant amount, cash or in-kind) 4. Total Amount (basic plus grantee's contribution): $ 16,950.00 B. The grantee, in consideration of the basic amount, agrees to provide a contribution of $4,450 or at least 25% of the total grant amount and to carry out the grant in accordance with the work program described in Section H, the reporting requirements described in Section I, the work submittal requirements in Section J and the conditions described in Section K. C. First payment for the grant period will be made after this agreement has bep.-n signed by the local jurisdiction and returned to DSL. Final payment for this period will be after DSL receives the closeout report. Closeout report is due by March 1, 1995. First payment: $ 3,125.00 Final payment: $'9,3 75.00 D. If not accepted and returned to DSL in Salem by January 31, 1994, this agreement to provide funding is void. E. C,,-aitee's Information (to be completed before signing): Designated Wetlands Planner Telephone Number Payment Mailing Address F. Authorized signature for the G. Authorized signature for DSL: Grantee: ®hs.! ►c~~r'#' ~~su nUl Gard Gustafson. Director. DSL PrinteManitle, ?reQeA + gnatSignature Date Date Wet).ands Grant Agreement H. WORK PROGRAM ,T tf OMM "!lain IrICAUue 9111y die leilC3'wlilg: 1. Develop a Wetland Conservation Plan, Goal 5 plan, or wetlands inventory in accordance wi'Ll1 state law and the ter is of this aaieement. 2. Cany out the tasks described in the work program approved by DSL. Suyh work program will consist of and describe: task descriptions; parties responsible for grant tasks (local planners and/or private, car. actors); line itei, vudgei; source and amount of matching funds; timeframe for each.task; and description of products to be developed by end of grant period. With this reference, the attached approved work program is trade part of this agreement. 3. Any agreements between the grantee and any contractors regarding grant tasks must be consistent with the approved work plan. Consistency will be determined and . approved by DSL. L REPORTING REQUIREMENTS The following reports are required: 1. Narrative progress reports describing work accomplished and providing adjusted completion schedules, as necessary, are due on March 1, June 1 and. September 1. 2. A final programmatic and financial closeout report. This report is due within 30 days of the termination of this grant award agreement (by march 1, 199". is closeout report shall summarize the task progress, detail additional tasks or processes that need to be completed for the wetlands plan or inventory to be incorporated into the local comprehensive plan, and estimate future budget needs. Eligibility for subsequent funding is contingent upon receipt of the closeout report. J. SUBMITTAL OF WORK PRODUCT Work products shall be submitted according to the following schedule: 1. Draft work product shall be submitted to DSL 90 days before expiration of the grant period. 2. Final work product shall be submitted to DSL with the grant closeout report. K. STANDARD CONDITIONS The following are the standard conditions of this agreement: . The funds made available under this agreement are federal funds and may not be used to supplant state or local government funds that would otherwise be available in the absence of such federal funds. 2. The grantee must obtain prior written approval from the DSL for major program changes. These include changes in the work program activities and reporting requirements set forth in sections H and 1. 3. The grantee shall maintain standard accepted accounting and fiscal records of the receipt and expenditure of funds by the grantee. The account records for the expenditure of these funds shall be distinguished from the account records of all other funds. All books, records, and other documents relevant to this agreement shall be -2- oil gm! EFEM Wetlands Grant Agreement retained for either three (3) years after the term of this agreement, or anty longer period which may be required to complete any audit or to resolve any pending audit findings. 4. The g al agrees that the Director of DSL, the Director of the Oregon Department of Administrative Services, the Oregon Secretary of State and any duly authorized state or federal representative shall have access to and the right to examine any books, documents, papers, and records of transactions related to this agreement for three. (3) .7-mrs aF,F r th e term of this agreement. During the grant period, reports on work activities shall be furnished promp*.ly to DSL, if requested. 5. The Director of DSL reserves the right to terminate this agreement at any time before the date of completion upon written notice to the grantee that it has failed to comply with the applicable provisions of the work program, reporting requirements or award conditions. The grant shall upon demand repay any unobligated funds at the time of such termination. 6. The grantee shall comply with all federal, state, and io+cal laws and ordinances, applicable to the work to be done under this agreement. Many federal, state, and local agencies have enacted ordinances and regulations dealing with the preservation of natural resources and the prevention of environmental pollution which could affect performance under this agreement. i. The grantee agrees to comply with Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d) prohibiting discrimination under federally assisted programs on the gro- nds of race, color, a national crigin and the Department of Commerce regulations (15 CFR Part 8b) issued pursuant to that title;. Title IX of the Education Amendments of 1972, as amended (20 U.S.C. 1681) prohibiting discrimination on the basis of sex in programs or activities receiving federal financial assistance; Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794) prohibiting discrimination under any program or activity receiving federal financial assistance on the basis of an individual's handicap. 8. The grantee is subject to the requirements of 0M TB Circular A-102, A-87 and the Single Audit Act of 1984, P.L. 98-502, as implemented by OMB Circular No. A-128, Audits of State and Local Governments, or OMB Circula' No. A-133, Audits of Nonprofit Corporations. If the recipient meets the requirements of OMB Circular A- 128 or A-133; the recipient will be required to submit reports to the designated and compliance correspondence for the audited period covering the payment of federal funds under this agreement. 9. The grantee must Make affirmative steps to utilize small businesses and udnority- owned businesses as sources of supplies, equipment and services. 10. No member of or delegate to Congress, or resident commissioner, shall be admitted to any share or part of this agreement or to any benefit which might arise therefrom. 11. The grantee agrees to use recycled paper for all appropriate work product submittals. BUDGET TASK GRANT CITY TOTAL 1. A-1 $ 650 $ 650 2. A-2 $ 1,000 $ 1,000 A-3 $ 350 $ 350 3. B-1 $ 6,000 $ 6,000 B-2 $ 2,5C0 $ 2,500 4. C-1 $ 1,000 $ 700 $ 1,700 C-2 $ 2,250 $ 1,000 $ 3,250 6. 0-3 $ 750 $ 750 $ 15500 TOTALS $12,500 $ 4,450 $16,950 Page 3 Attachment I i TIAANDS INVENTORY AND PLAN WORK PROGRAM A. Citizen Involvement Program Task 1: I!/?'ail notiice to the owners of property containing wetlands outlining the planning program and its objectives and asldng permission to go on the property to investigate the attributes of wetland sites. Responsible Party: City staff Cost:. $650 ' Product: Mailed notice ''imeline: End February Taste 2: A self-selected citizens Goal 5 cominittee consisting of any interested resident or property owner will be formed to provide policy direction for the project. Committee members M11 be drawn from the City's newly established Citizen Involvem3nt Teams (CITs). These teams are grassroots, neighborhood organizations composed of residents of Bach CIT area. Items the subcommittee may consider include policies for determining significant wetlands and appropriate protection strategies. Responsible Party:. City staff/consultant Cost: $1,000 Product: Local input on significance and protection policies Timeline: February to May A • Task 3: There will be two information meetings with each of-the City's fonr CITs. An. initial series of meetings will outline the proposed program and its objectives. The second series of meetings will provide preliminary results of'significant wetlands identified. Responsible Party: City staff consultant Cost: $350 Product:. Public informational meetings , Timeline: 1st meetings: March 2nd meetings: duly Afthk Page 4 D. Local Wetland Attributes Assessment Task 1: Update existing inventory of wetland areas based on current DSL inventory standards. Responsible Party: Consultant Cost: $2,500 Product: Draft inventory of the extend and location of wetland areas Timeline: February to March Task 2: Conduct a wetland funetion and value assessment of identified wetlands according to DLCD approved methodology. Responsible Party: Consultant Cost:' $6,000 Product: Draft. evaluation data for wetlands. Timeline: March to the end of May C. Goal #5 !"tanning Analysis Task 1: Designate significant wetlands. Responsible Party: Consultant/city staff/appropriate agencies/ public Cost: $1,700 Product: Draft designation of significant wetlands Timeline: June to August Task 2: Prepare draft ESEE analysis for significant wetland areas. Responsible Party: ConsultanVcity staff Cost: $3,250 Product: A draft Goal 5 ESEE analysis Timeline: September to end of October Task Determine protection strategies and prepare appropriate Comprehensive Plan policies and ordinance amendments regarding wetlands. Responsible Party: City staWconsultantipublic Cost: $1,500 Product: Develop protection strategies including appropriate comprehensive plan amendments and ordinances Timeline: November to January Page 5 • ~~~~1. Cxgenc~. MEMORANDUM CITY OF TIGARD, OREGON TO: Patrick J. Reilly, City Administrator FROM: Liz Newton, Community Involvement Coordinator DATE: January 10, 1994 r, SUBJECT: Council Meeting with CIT Facilitators vr~ I have contacted the CIT Facilitators about meeting with City Council at 7:00 pam. on Tuesday, January 18. Most of them will attend. I have also suggested that the Resource Team members attend. Following are the subjects I suggest we cover: • What Works? What Doesn't? An opportunity for Facilitators and Councilors to talk about how the CITs are' working. Are there concerns about the mechanics? Follow-up? Communication? What suggestions are there for improvements? ACTION: I will follow-up on suggested revisions to the program. • The CIT Agreements I have attached a DRAFT of the agreements. These would be printed as booklets in their final form. What should be added or deleted? R.re there additional topics that should be covered? ACTION: I will make modifications, have reviewed by Council and Facilitators, prepare for acceptance by Council, and have printed. • :how Do We Measure Success? As we have discussed, the goal is to have a successful program. Success needs to be defined and measured. What would define a successful program? Possibilities include: consistent attendance; Citizens using the CIT as their first point of contact to address issues; CIT members progressing in their knowledge of the decision making process. The next step will be developing the tools to measure success. ACTION: Based on definition(s) of success, I will prepare suggested tools for measurement. • Specific Developments Issues The CIT is not intended to deal with specific development proposals on an ongoing basis. How do we ensure that citizens can address their concerns relative to specific development proposals while the CIT concentrates on broader issues? Land Use Subcommittees have been formed in most CITs and they may MENEM m7l be ahie to address some of those issues. one most important point is to effectively educate the public about the process so that accessing thy: Land Use process as an individual is easy. ACTION: Based on concerns raised in the discussions, I will develop some strategies to incorporate into the CIT program. r II CITIZEN INVOLVEMENT TEAM AGREEMENT URAFT PURPOSE : The Citizen Involvement Teams (CITs) serve as broad based organized forums for the identification of the public's concerns and values. WHAT ARE CITs? CITS 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. HOW DO THE CIT's-WORK? 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 on the agenda. 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. • Residents of any CIT area that choose to be a member of a CIT area in which they are not a resident. In this case,.the individual may NOT be a member of the CIT in which they are a resident but may attend and participate in those meetings as a visitor. • Each business in a CIT area shall be allowed one representative at each meeting to serve as a member. Other individuals representing the business may attend as visitors. • Nonresident property owners shall be allowed one representative at each meeting to serve as a member. Other'individuals representing the property may attend as visitors. Members and visitors shall sign in on the sheets provided when attending meetings. Members and visitors shall also wear nametags pro•,7ided to assist the Facilitators when recognizing members and visitors to speak. Members and visitors shall follow the ground rules established by the membership and administered by the meeting Facilitator. Members and visitors shall recognize the role of the DRAFT Facilitator to conduct the meeting in an orderly manner. FACILITATORS Each CIT has three trained Facilitators. The Facilitators are responsible for facilitating the meetings, the meeting record, scheduling and setting meetings with input from the members. Facilitators also serve as contacts with City Departments and other CITI When facilitating a meeting, the Facilitator oh all not gredriGi i ipate. r'ac:iiitaiCvice may rotate duties as they wish. Facilitators shall be elected from among the CIT members to fill vacant Facilitator positions at the October CIT meeting of each year. After expiration of terms of Facilitators initialler appointed by City Council, terms shall be for two years. There shall be no limit to the number of terms a Facilitator can serve. Facilitators MUST complete city sponsored Facilitator training within three months of election. MEETINGS Monthly meetings of each CIT shall be held at a regular time and place set by the Facilitators with input from the members. Topics for the meetings shall be determined by the members. The Facilitators shall be responsible for notification to the city so that agendas can be prepared and arrangements can be made for speakers and presentations. Time shall be allowed at each CIT meeting for subcommittee reports, if appropriate, and for members to ask questions or raise issues of concern or interest. The Facilitator shall conduct the meeting. In order to accomodate agenda topics, time limits on speakers may be set and enforced by the facilitator. Members and visitors shall recognize the facilitator's function. At the end of each meeting, the members shall reach consensus on the agenda topics for the next month's meeting. VOTING As much as practical, the CITs shall make decisions by consensus. If the membership decides a vote is necessary to decide an issue, the meeting Facilitator shall conduct the vote. Only members who were present during discussion of the item may vote. Members must be present to vote. If the vote is not unanimous, ALL minority position(s) shall also be recorded and presented with the majority position. AGENDAS Major agenda topics shall be set by consensus of the members 11111111 DK/41- I at the end of each meeting for the next meeting. Time shall also be allocated for subcommittee reports, if appropriate, ® and. for members to ask questions or raise issues on topxce not related to the main agenda. At the beginning of each meeting, the agenda shall be reviewed and may be modified if agreed to by majority consensus of members present. Agenda highlights for each CIT shall be mailed to all postal patrons in each CIT every month and published in the Tigard Times. Agendas shall be mailed at least 5 days in advance of each CIT meeting to everyone listed on the attendance roster. SUBCOMMITTEES Each CIT may establish subcommittees to research and report on issues or topics the members regard as of interest or importemce. Subcommittees may identify and research issues and report back to the full CIT membership. The subcommittees may research and develop strategies to address concerns and present their findings to the full CIT. `she subcommittees shall not act as a hearings body, but may monitor land use activity, host meetings between interested parties, and provide input to hearings bodies. CIT subcommittees may suggest projects to pursue to the full CIT membership. If the full CIT membership elects not to pursue a project, the subcommittee may proceed on its' own but shall report on the status of the project at each CIT meeting. The subcommittees are not required to hold regular meetings. The city will provide information and resources for subcommittee meetings provided a majority of subcommittee members will be in attendance and other interested parties are welcome to attend. 111, 1111111111111 1 IlIl1llJ~IllJlIc~'JlIllll -tev ek, - MEMORANDUM 71 CITY OF i GARD, OREGON - TO: Nonorabie Mayor & City Council / .z FROM: Patrick J. Reilly, City Administrator/ DATE: January 13, 1994 SUBJECT": Vacancy - Mayor's position 1. Council Options:, A. Platte Charter amendments on March ballot. Estimated election cost is $10,529. Await results before proceeding with replacement activities. Deadline for placing an March ballot is January 20, 19-94. B. Proceed with filling the vacancy as prescribed by current Charter. 1. Select interim Mayor to serve from April 1 to May 17, 1094. 2. Proceed with May election for Mayor. 3. Proceed with May Cher election. II. Procures if We Proceed Ncw: A. interim Appointment 1. Announce vacancy and set deadline for interested candidates to - submit written statement of interest by February 18. 2. Council set interviews for week of February 28. B. May Election 1. Deadline for Mayoral candidate filing for the May 17 election is March 17. Standard City filing procedures will apply and a filing deadline of February 15 would be imposed. 2. If a Councilor files for the Mayor position, we will have 'to review deadlines to see if we can have an election for a vacant Council position as well. h:login\cathy\prc0113.94