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City Council Packet - 08/15/2006 TIGARD~ CITY COUNCIL Workshop & Business Meeting August 15, 2005 tt4tRevised August 11, 2006. Added a short business meeting; see Page 3. August 22 Council Meeting is canceled. 0 COUNCIL M SINESS MEETING 6 - 6:30 p.m. TY HALL LL BLVD FU R 97223 PUBLIC NOTICE: Upon request, the City will 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 by calling: 503-639-4171, ext. 2410 (voice) or 503-684-2772 (IDD - Telecommunications Devices for the Deaf). SEE ATTACHED AGENDA COUNCIL AGENDA - AUGUST 15, 2006 page 1 AGENDA TIGARD CITY COUNCIL WORKSHOP MEETING AUGUST 15, 2006 6:30 PM 1. WORKSHOP MEETING 1.1 Call to Order - Tigard City Council 1.2 Roll Call 1.3 Pledge of Allegiance 1.4 Council Communications & Liaison Reports 1.5 Call to Council and Staff for Non-Agenda Items 2. RECEIVE SITE COMMITTEE UPDATE - SENIOR CENTER REMODEL • Staff Report: Administration Department 3. DISCUSS ROLES AND RESPONSIBILITIES OF THE CITY CENTER ADVISORY COMMISSION (CCAC) • Staff Report: Community Development Department 4. DISCUSS TOWN HALL AUDIO-VISUAL UPGRADE • Staff Report: Financial and Information Services Department 5. DISCUSS WHETHER TO INITIATE A DEVELOPMENT CODE AMENDMENT TO ALLOW NON-RESIDENTIAL USES IN A RESIDENTIAL ZONING DISTRICT AT THE QUELLO HOUSE AND SIMILAR PROPERTIES • Staff Report: Community Development Department COUNCIL AGENDA - AUGUST 15, 2006 page 2 6. DISCUSS CITY COUNCIL REPORT CARD • Staff Report: Administration Department 7. UPDATE ON THE STATUS OF THE 2006 CITY COUNCIL GOALS • Staff Report: Administration Department TIGARD CITY COUNCIL BUSINESS MEETING AUGUST 15, 2006 8. CONSIDER AN AMENDMENT TO THE CITY COUNCIL GROUNDRULES a. Staff Report: Administration Department b. City Council Discussion C. City Council Consideration: Resolution No. 06- 9. 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: 9.1 Approve Council Minutes for July 18, 2006 9.2 Appoint Building Appeals Board Member - Resolution No. 06 - '2- 9.3 Approve Budget Amendment #4 to the FY 2006-07 Budget to Increase Appropriations in the Gas Tax Capital Projects Budget within the Community Investment Program for Additional Funding for the Hall Boulevard Sidewalk Project - Resolution No. 06- ~ 3 9.4 Approve Budget Amendment #5 to the FY 2006-07 Budget to Increase Appropriations in the Parks Capital Project budget within the Community Investment Program for Additional Funding for the Tualatin River/Cook Park Trail from Garden to Bridge Project - Resolution No. 06- S V 9.5 Local Contract Review Board: a. Award Contract for the Construction of the FY 2006-07 Pavement Major Maintenance Program (PMMP) - Phase 1 b. Award Contract for Grounds Maintenance at the City's Water Reservoir Sites and Storm Water Quality Facilities • Consent Agenda - Items Removed-for Separate Discussion: Any items requested to be removed from the Consent Agenda for separate discussion will be considered immediately after the Council has voted on those items which do not need discussion. 10. COUNCIL LIAISON REPORTS COUNCIL AGENDA - AUGUST 15, 2006 page 3 11. NON AGENDA ITEMS 12. EXECUTIVE SESSION: The Tigard City Council may go into Executive Session. If an Executive Session is called to order, the appropriate ORS citation will be announced identifying the applicable statute. All discussions are confidential and those present may disclose nothing from the Session. Representatives of the news media are allowed to attend Executive Sessions, as provided by ORS 192.660(4), but must not disclose any information discussed. No Executive Session may be held for the purpose of taking any final action or making any final decision. Executive Sessions are closed to the public. 13. ADJOURNMENT i:%admXcathy\ c %2006\060615revisedp.doc COUNCIL AGENDA - AUGUST 15, 2006 page 4 M 3k, Agenda Item No. Co . 1 For Agenda of c? - I a- 0(0 TIGARD Tigard City Council Workshop and Business Meeting Minutes Date: August 15, 2006 Time: 6:30 p.m. Place: Tigard City Hall, 13125 SW Hall Boulevard Tigard, Oregon Attending: Mayor Craig Dirksen Presiding Councilor Sally Harding Councilor Sydney Sherwood Councilor Nick Wilson Councilor Tom Woodruff Agenda Item Discussion & Comments Action Items follow u Workshop Mayor Dirksen called the City Council and the Local Meeting Contract Review Board to Order at 6:30 p.m. 2. Receive Site Risk Manager Mills summarized the Staff Report. Council consensus was to Committee proceed with the Senior Update - Below is a summary of the discussion: Center Remodel process. Senior Center ➢ Risk Manager Mills introduced Senior Center City Manager Prosser Remodel Executive Director Joan Smith and a advised that with Council representative of the Loaves and Fishes and City direction to proceed, funds of Tigard Site Committees Bill Gerkin. have already been ➢ Councilor Sherwood advised she needed appropriated for this project. clarification on the remodel. She said that since Staff will proceed to spend more than $1 million will be spent on the up to $100,000 of this year's project, she wanted to make sure a full Community Investment commercial kitchen is planned. She noted the Program funds for need for a facility available for groups to access a architectural work to get a commercial kitchen for community events, conditional use application fundraisers, etc. started for the remodel. ➢ Mr. Gerkin reviewed activity experienced with other senior centers in the region and the Risk Manager Mills advised populations served. that before proceeding with ➢ The Tigard Senior Center needs to be updated, architectural and engineering which would benefit Meals on Wheels and design bids to be funded provide opportunities for more activities and to with the second half of the expand activities already taking place. funds allocated for this fiscal ➢ Councilor Woodruff advised that the City year (an additional $100,000), Council is supportive of the remodel, but wants staff will return to the City to provide for growth in the Center's use. Council. ➢ Ms. Smith said some scratch cooking is now Tigard City Council Workshop and Business Meeting Minutes August 15, 2006 Page 1 Agenda Item Discussion & Comments Action Items follow u done at the Senior Center. Loaves and Fishes will pay for part of the remodel. ➢ Ms. Smith said, depending on the amount that might be awarded by the CDBG, the Tigard Senior Center remodel plans might need to be pared down or they will need to do additional fund raising. Ms. Smith said they have worked with a kitchen architect to design a kitchen that meets commercial standards. ➢ Risk Manager Mills noted that the remodel could occur in phases as funding is identified. ➢ Risk Manager Mills advised the goal is to have this project finished by June 2008. 2. Discuss City Center Advisory Commission members present: Council members agreed Roles and Chair Carl Switzer; Commissioners Carolyn Barkley, they would like more time to Responsibilities Gretchen Buehner, and Alice Ellis Gaut review the draft Bylaws and of the City scheduled another discussion Center Community Development Director Coffee on September 19, 2006. Advisory introduced this agenda item. Commission Senior Planner Nachbar distributed a marked-up draft of the Bylaws noting this document reflected changes suggested by the CCAC. Key points of the discussion follow: ➢ Section 1 outlines "charge and duties": o Bylaws should be reviewed to assure compatibility with the Urban Renewal Plan. o Discussed the situation where another urban renewal district might be formed in Tigard. Speculation on whether another CCAC might be needed or adjustments to the existing CCAC. ➢ Chair Switzer advised of the detailed review by CCAC members. The CCAC members wanted to create a document to provide guidance if there should be a leadership change, provide for a minority report, and clarify the purpose and procedures of the CCAC. ➢ Discussed representation of community interests from the membership of the CCAC. ➢ A representative from each interest group is not Tigard City Council Workshop and Business Meeting Minutes August 15, 2006 Page 2 Agenda Item Discussion & Comments Action Items follow u necessary; however, interest groups should be invited to the table so the CCAC can receive their input. ➢ If care is taken to select a broad cross-section of the community, then there will likely be a good representation of interests. Chair Switzer said CCAC members felt they should have input on selection of members to the CCAC. Mayor Dirksen commented that this would be unusual as this is not how appointments are made for other boards and committees. Assistant City Manager Newton added that this would require an amendment to the resolution regarding how appointments to boards and committees are done. After brief discussion, Councilor Wilson suggested it was good to have open lines of communication to receive input from the CCAC, but questioned whether it was necessary to codify this as a requirement in the Bylaws. ➢ Community Development Director Coffee advised that if the Bylaws require that the membership reflects representation of certain interest groups within the community, how members are removed should be outlined. Chair Switzer directed attention to Section 4, "Term of Office." Councilor Harding noted the need for better recruiting efforts for members and supported having Committee members assist with this process. ➢ Councilor Wilson suggested that the representation of a broad spectrum of community members within the membership of the CCAC be a goal and not a "hard and fast rule." ➢ Councilor Woodruff said Section 3(a)(2) regarding the composition of the CCAC is not needed. There was general agreement to delete this wording. ➢ Commissioner Ellis Gaut noted there is a section in the draft Bylaws allowing a vote by proxy. ➢ Section 7 outlines the Commission members' responsibilities, including wording on acting with respect and consideration for the viewpoint Tigard City Council Workshop and Business Meeting Minutes August 15, 2006 Page 3 Agenda Item Discussion & Comments Action Items follow u of others. ➢ Removal of members is outlined in Section 10. Mayor Dirksen confirmed, in response to a question from Commissioner Barkley, that the CCAC is a "Commission" not a "Committee." These two terms have been used interchangeably - use "Commission." 4. Discuss Information Technology Director Ehrenfeld Town Hall introduced Mr. Lon Cudy of New World Audio Audio Visual Video. Mr. Cudy was awarded the contract to Upgrade analyze the current condition of the Town Hall audio/visual capabilities. Mr. Cudy reported he has observed several deficiencies with the audio system in Town Hall. The following represents the key points discussed: ➢ Town Hall audio/video (a/v) system should accommodate overflow crowds; i.e., lobby enhancements and/or off-site viewing. Mr. Cudy proposed a large overhead screen on the wall behind the City Council dais for easier audience viewing; people seated at the dais would be able to view presentations on computer screens. ➢ Mayor Dirksen and Councilor Harding noted issues with their laptop computers, including that the batteries no longer hold a charge for very long. ➢ Mr. Cudy noted the multi-purpose uses of the Town Hall. He suggested that one person operate the controls of the a/v system during the meetings; i.e., the recorder or secretary. ➢ Mr. Cudy recommended headset microphones for best results. ➢ Sufficient microphones for everyone seated at the dais and the public testimony desk are needed. ➢ Councilor Sherwood noted a preference for turning on the microphone when an individual wants to speak. Review of the system will include a testimony timing system and digital recording. Mr. Cudy said he would like to "clean up" the system; do away with the numerous power cords that are visible. Mr. Cud said he plans to develop a Tigard City Council Workshop and Business Meeting Minutes August 15, 2006 Page 4 Agenda Item Discussion & Comments Action Items follow u system that will be good to use ten years from now. ➢ City Manager Prosser noted the need to determine what a/v equipment will be made available for public use. 5. Discuss Community Development Director Coffee advised After discussion, consensus Whether to that City Council members Harding and Woodruff of the City Council was to Initiate a indicated interest in facilitating the use of the Quello initiate the Community Development House for limited commercial use. Development Code Code Amendment process for Amendment to City Manager Prosser explained the process for this consideration of establishing Allow Non- matter. If a Code Amendment is considered to set an overlay zone or Residential up a procedure for a conditional use permit, the conditional use process. Uses in a legislative hearing process would be followed. If the Residential Code Amendment is approved, Mr. Quello would Zoning District need to apply for a Conditional Use Permit by going at the Quello before the Hearings Officer; this would be a quasi House and judicial hearing. Similar Properties Mr. Quello spoke to the City Council. He submitted a written statement outlining how a conditional use approval would benefit his property. A copy of this statement is on file in the City Recorder's office. His key points were: ➢ There is a need in the City of Tigard for this type of facility. ➢ The Quellos are willing to share this facility with the community at no cost to the taxpayers. ➢ Historic property will disappear if a way is not found to make such property viable. In response to a question from Councilor Sherwood, Mr. Quello advised he and his wife have no plans to use this facility as a Bed and Breakfast Inn. Councilor Woodruff commented that the 100-year old, restored Quello home is an asset for the City of Tigard. He said he would like to figure out a solution so a property such as this does not get sold for development. He said he understands there was neighborhood opposition to the events held at the Quello house in the past. Councilor Woodruff said he supported reviewing this again. Tigard City Council Workshop and Business Meeting Minutes August 15, 2006 Page 5 Agenda Item Discussion & Comments Action Items follow u Councilor Wilson said he was serving on the Planning Commission when this issue came before the City last time regarding the Quello property. While the alternative might be that the property will be sold to a developer, there was a need to balance neighborhood concerns. Mr. Quello acknowledged the issues previously, which he characterized as a learning experience. At that time, weddings were being conducted on the property. If he is allowed to have events on the property, he said he would agree to restrictions, including rules regarding amplified music and the use of "DJ's." Discussion followed regarding parking and concerns that might arise. Community Development Director Coffee suggested that conditional use standards could be developed to address these types of issues. Mr. Quello advised the Quello House was listed on the National Historical Site registry, which must be renewed every 15 years. He will need to reapply next year to retain this designation. Councilor Harding supported another review and coming up with something creative for the Quello House. Councilor Sherwood said she would be happy if a good compromise could be found. She suggested that Mr. Quello talk to his neighbors to build support for his proposal. Community Development Director Coffee referred to the process for a Community Development Code text amendment to allow conditional uses on historical sites. The legislative hearings on a proposed text amendment would take place before the Planning Commission and the City Council. He reiterated that if the text amendment is approved, the conditional use approval for a specific site will be held before the hearings officer. Neighbors would be notified of this conditional use hearing. Tigard City Council Workshop and Business Meeting Minutes August 15, 2006 Page 6 Agenda Item Discussion & Comments Action Items follow u 6. Discuss City Assistant City Manager Newton presented the staff After discussion, City Council Report report. Council members agreed that Card staff should review the At the May 16, 2006, City Council meeting, Council report card draft and make members asked that the Committee for Citizen appropriate grammatical Involvement review and provide comments on the changes. Room should be proposed Council report card. Councilor Sherwood left after each question for noted that she and Councilor Woodruff came across written comments. The the report card idea and thought this would be a Report Cards will be good evaluation tool for Tigard City Council. submitted to Board and Councilor Woodruff suggested using the proposed Committee Chairs and the format this year and modify as needed. Report Executive Staff. Names of cards could be done every year or two. persons filling out the card will not be requested; however, the City Council would like differentiation between the two groups; that is, identify whether the form was completed by a Board/Committee member or an Executive Staff member. 7. Update on Assistant City Manager Newton presented the staff the Status of report. The summary of progress made on the City the 2006 City Council goals for the second quarter of 2006 is on Council Goals file in the City Recorder's office. 8. Consider an City Council discussed the Council Groundrules on Motion by Councilor Amendment to July 11, 2006. The following wording was proposed Sherwood, seconded by the City for consideration as an addition to the City Council Councilor Woodruff, to Council Groundrules: Council members should attempt to give at adopt Resolution No. 06-51. Groundrules least 24 hours' notice, by advising the City Manager and the City Recorder of a request to remove a ConsentAgenda item The motion was approved by for separate discussion. a unanimous vote of Council present. RESOLUTION NO. 06-51 - A RESOLUTION AMENDING THE COUNCIL GROUNDRULES Mayor Dirksen Yes (EXHIBIT A) AND SUPERSEDING Councilor Harding Yes RESOLUTION NO. 04-83 Councilor Sherwood Yes Councilor Wilson Yes Councilor Woodruff Yes 9. Consent Mayor Dirksen reviewed the Consent Agenda before Motion by Councilor Wilson, Agenda the City Council: seconded by Councilor Sherwood, to approve the 9.1 Approve Council Minutes for July 18, 2006 Consent Agenda. Tigard City Council Workshop and Business Meeting Minutes August 15, 2006 Page 7 Agenda Item Discussion & Comments Action Items follow u 9.2 Appoint Building Appeals Board Member - Resolution No. 06 -52 The motion was approved by a unanimous vote of Council A RESOLUTION OF THE TIGARD CITY present. COUNCIL APPOINTING DAN PELISSIER TO THE TIGARD BUILDING APPEALS Mayor Dirksen Yes BOARD Councilor Harding Yes Councilor Sherwood Yes 9.3 Approve Budget Amendment #4 to the FY Councilor Wilson Yes 2006-07 Budget to Increase Appropriations in Councilor Woodruff Yes the Gas Tax Capital Projects Budget within the Community Investment Program for Additional Funding for the Hall Boulevard Sidewalk Project - Resolution No. 06-53 A RESOLUTION APPROVING BUDGET AMENDMENT #4 TO THE FY 2006-07 BUDGET TO INCREASE APPROPRIATIONS IN THE GAS TAX CAPITAL PROJECT BUDGET WITHIN THE COMMUNITY INVESTMENT PROGRAM FOR ADDITIONAL FUNDING FOR THE HALL BOULEVARD SIDEWALK PROJECT 9.4 Approve Budget Amendment #5 to the FY 2006-07 Budget to Increase Appropriations in the Parks Capital Project budget within the Community Investment Program for Additional Funding for the Tualatin River/Cook Park Trail from Garden to Bridge Project - Resolution No. 06-54 A RESOLUTION APPROVING BUDGET AMENDMENT #5 TO THE FY 2006-07 BUDGET TO INCREASE APPROPRIATIONS IN THE PARKS CAPITAL PROJECTS BUDGET WITHIN THE COMMUNITY INVESTMENT PROGRAM FOR ADDITIONAL FUNDING FOR THE TUALATIN RIVER/COOK PARK TRAIL FROM GARDEN TO BRIDGE PROJECT 9.5 Local Contract Review Board: a. Award Contract for the Construction of the Tigard City Council Workshop and Business Meeting Minutes August 15, 2006 Page 8 Agenda Item Discussion & Comments Action Items follow u FY 2006-07 Pavement Major Maintenance Program (PMMP) - Phase 1 b. Award Contract for Grounds Maintenance at the City's Water Reservoir Sites and Storm Water Quality Facilities Administrative City Manager Prosser reviewed the following Items Administrative Items with the City Council: Mayor Dirksen advised Tri-Met would like to hold its quarterly board meeting (October 25) in the City of Tigard. It is possible there will be a demonstration of the equipment that lays railroad track a quarter mile at a time. Potential joint meeting with the Intergovernmental Water Board and the City of Lake Oswego City Council on October 24. The consultant will present information so policy discussions can begin. ➢ Fifth Tuesday Council Meeting will be on August 29, 2006, 7-9 p.m. in the Tigard Water Building. ➢ Status of nominations for Mayor and City Council candidates for November 2006 election: Mayor Candidate: Craig Dirksen; Councilor Candidate Gretchen Buehner. Nominations for Mayor are closed; nominations for Council members close August 28, 4 p.m. Tigard City Council Workshop and Business Meeting Minutes August 15, 2006 Page 9 Adjournment The meeting adjourned at 8:53 p.m. Motion by Councilor Sherwood, seconded by Councilor Woodruff, to adjourn the meeting. The motion was approved by a unanimous vote of Council present. Mayor Dirksen Yes Councilor Harding Yes Councilor Sherwood Yes Councilor Wilson Yes Councilor Woodruff Yes Catherine Wheatley, City Recorder Attest: Mayor, Ci of Tigard Date: 0~0 Tigard City Council Workshop and Business Meeting Minutes August 15, 2006 Page 10 Agenda Item # Q- Meeting Date August 15, 2006 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title Senior Center Remodel- Site Committee U d1aate / Prepared By: LoreenNh1"A=Q2M4-,-Y ept Head Approval: 1 cp City Mgr Approval: c r ISSUE BEFORE THE COUNCIL City Council requested input from the Loaves & Fishes Tigard Senior Center Site Committee on July 18, 2006 before Council determines whether to proceed with the Senior Center remodel this year or postpone the remodel for study/review. STAFF RECOMMENDATION Proceed with the Senior Center Remodel process now. KEY FACTS AND INFORMATION SUMMARY , Tigard has partnered with Loaves and Fishes since the mid-70's to provide senior meals and programming. In the fall of 2001, Council and the Senior Center Steering Committee began annual joint meetings to discuss senior programming and services in Tigard. Since October 2004, City Council has continued to encourage Loaves & Fishes to plan for an upgrade of the Tigard Senior Center facilities, to involve the community to determine citizens' desire for future service and program enhancements and design the facilities to meet those needs. Loaves and Fishes conducted a citizen vision retreat and other opportunities for citizens to share their vision for service and program enhancements. For the last two fiscal years, the 5-Year CIP budget included $1,050,000 for Senior Center upgrade in FY 07/08. This fiscal year (06/07) $200,000 was added to hire an architect to complete architectural/engineering design and develop construction bid documents. On June 26, 2006, the City Council entered into a five-year lease agreement with Loaves & Fishes to provide meals, services and programming at the Tigard Senior Center. Loaves and Fishes currently spends about $300,000 a year in operating costs in providing these services at the Tigard Center. On July 18, 2006, Staff requested Council authorization for funding authority to spend $100,000 of this year's CIP funds for architectural work to get a conditional use application started for the remodel. Council discussed delaying the remodel and CDBG application to review how senior services should be provided. Two discussion points rose at the 7/18 Council meeting: a) food quality and whether the kitchen was being remodeled to allow cooking onsite and b) programming at the Center. a) Food Quality - Loaves & Fishes provides meals at the Center from the Loaves & Fishes Central Kitchen as well as meal enhancements cooked on site (i.e., barbecue on Tuesday, Mexican food on Thursdays prepared by an Hispanic cook to name a couple). Regular surveys of participants are taken to determine food service strengths and areas which need to be changed. Joan Smith, Executive Director of Loaves & Fishes will comment more about the survey results at the Council meeting. The kitchen remodel does include a large commercial grade range so that food can be prepared on-site more easily. The kitchen equipment currently allows for on-site meal preparation. b) Programming - Loaves & Fishes has been concerned about getting more programming in the Center, especially in the afternoon. For that reason, they are already in the process of recruiting a new activity coordinator to work at the Tigard Center. This is an issue that the Senior Center Steering Committee has addressed as well. Staff believes senior meal, services and programming is done well by Loaves & Fishes and at a reasonable cost. Council continued to support the efforts of Loaves & Fishes at the annual joint meetings with the Senior Center and even entered into a new lease with Loaves & Fishes in June of this year to provide programming for the next five years. Staff recommends we continue to work with our program partner and proceed with the process to remodel the Senior Center now. Joan Smith, Executive Director of Loaves & Fishes will be at the 8/15 meeting to visit with Council about these issues. Bill Gerkin will also attend and is the current Chair of the Tigard Senior Center Steering Committee and serves on both the Tigard and regional Site Committees for Loaves & Fishes. OTHER ALTERNATIVES CONSIDERED Stop the remodel process until a review can be completed to determine how the City wishes to proceed with senior nutrition and social service programming. COUNCIL GOALS AND TIGARD BEYOND TOMORROW VISION STATEMENT Tigard Beyond Tomorrow - Community Character & Quality of Life Goals: Community Diversity - Ethnic groups represented in Tigard will be recognized and involved in the community. Community Participation - The community will be encouraged to participate in all decision-making processes. ATTACHMENT LIST None FISCAL NOTES Current fiscal year budget includes $200,000 to complete architectural and engineering design work and prepare construction bid documents for the remodel. The 5-year CIP budget anticipates expenditure of $1,050,000 in the 2007/08 fiscal year for the actual construction. This figure includes revenue of $100,000 from Loaves & Fishes and $475,000 from CDBG. LoreentH:tDOCSVSenior CenteM-15.05 CC Senior Center Remodel Discussion.doc Agenda Item # 3 Meeting Date August 15, 2006 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title City Center Advisory Commission (CCAC) Roles and Responsibilities Prepared By: Phil Nachbar Dept Head Okay . City Mgr Okay G 12 C ISSUE BEFORE THE COUNCIL AND KEY FACTS Shall the City Council adopt by-laws for the City Center Advisory Commission (CCAC)? STAFF RECOMMENDATION Review staff report and draft by-laws, and concur or modify as appropriate for adoption of resolution at a later time. KEY FACTS AND INFORMATION SUMMARY The City Center Advisory Commission (CCAC) has been operating without by-laws since it was created in July 2005. With passage of the Urban Renewal Ballot Measure in May of 2006, the role of the CCAC becomes more permanent and changes to the implementation of Urban Renewal projects as opposed to development of the Urban Renewal Plan. Establishing a set of by-laws should reflect this change in role and help to clarify the role, responsibilities, composition / membership, terms, and operating procedures of the Commission. Having a clear set of by-laws will provide direction and structure for the group on an on-going basis and when faced with the need for change. Staff reviewed the organization of four other Urban Renewal Advisory boards including Tualatin, West Salem, North Gateway (Salem), and Sherwood. Lake Oswego does not use an advisory board for Urban Renewal purposes. A summary matrix iseprovided as an attachment to this report. A separate staff report and draft set of by-laws is provided as a separate attachment for Council review. The CCAC was sent a copy of this information in preparation for discussion on August 15. This will allow the CCAC to review the proposed by-laws at its August 9th meeting and to more effectively participate in the workshop. The range of items addressed in the draft set of by-laws include: Charge and responsibilities, composition and appointments, term of office, organization of the Commission, member responsibilities, attendance, quorum, removal of members, annual report, and cessation of the Commission. OTHER ALTERNATIVES CONSIDERED None COUNCIL GOALS AND TIGARD BEYOND TOMORROW VISION STATEMENT Central Business District (CBD) #1) Provide opportunities to work proactively with Tigard Central Business District Association (TCBDA) businesses and property owners and citizens of Tigard to set the course for the future of the central business district. List any Council Goals or Tigard Beyond Tomorrow Vision Goals, Strategies, or Action Plan items. ATTACHMENT LIST Attachment 1: Proposed Resolution adopting by-laws for the CCAC Attachment 2: Memo to Mayor and City Council from Phil Nachbar and Tom Coffee regarding CCAC by-laws Attachment 3: Summary matrix of other Urban Renewal Advisory Boards - By-laws Attachment 4: Summary matrix of representation on Urban Renewal Advisory Boards FISCAL NOTES There are no cost impacts associated with the adoption of by-laws for the City Center Advisory Commission (CCAC). i QTY OF TIGARD, OREGON TIGARD QTY COUNCIL RESOLUTION NO.06- A RESOLUTION ADOPTING BY-LAWS FOR THE QTY CENTER ADVISORY COMMISSION (O: AG) WHEREAS, the City Center Advisory Commission is established by Section 2.64.060 of the Tigard Municipal Code; and WHEREAS, the City Council in its capacity as the City Center Development Agency desires to clarify the roles and responsibilities of the City Center Advisory Commission. NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that: SECTION 1: ByLaws for the City Center Advisory Commission as shown in Exhibit A are hereby adopted. SECTION 2: This resolution is effective immediately upon passage. PASSED: This day of 2006. Mayor - City of Tigard ATTEST: City Recorder - City of Tigard RESOLUTION NO. 06 - Page 1 Exhibit A BY-LAWS OF THE QTY CENTER ADVISORY COMMISSION (CCAQ SECTION 1. CHARGE AND RESPONSIBILILTIES (a) The Commission shall have no powers except as conferred by this resolution, City Charter, or the Tigard Municipal Code. (b) It shall be the function of the Commission to act as an advisory body to the City Center Development Agency (CCDA, the Urban Renewal Agency for the City of Tigard) or the City Council as appropriate. (c) The City Center Advisory Commission (CCAC) is charged with advising the City Center Development Agency (CCDA), the Urban Renewal Agency for the City of Tigard, on matters pertaining to Urban Renewal Plan implementation and tax increment fund allocations for the City Center Urban Renewal District. Recommendations pertaining to policy, budget, and implementation of urban renewal projects identified within the Urban Renewal Plan and / or the annually adopted Downtown Implementation Strategy and Work Program will be made to the City Center Development Agency or City Council as appropriate for consideration, deliberation and action. SECTION 2. COMPOSITION (a) The Commission shall consist of nine (9) appointed members who are residents or own businesses within the City of Tigard with the following representation: (1) Three (3) persons representing interests of business owners, property owners, and other with financial or occupational interests within the City Center Urban Renewal District; (2) Five (5) persons representing the Tigard Community at large; (3) One (1) person residing within or adjacent to the boundaries of the City Center Urban Renewal District; SECTION 3. APPOINTMENTS (a) At the second business meeting of January 2007, Council will perform one of the following options to achieve the compositional requirements in Section 2 above: CCAC By-Laws Page 1 Exhibit A 1) If there are sufficient vacancies on the Commission to appoint new members to meet the composition requirements, Council shall make the appropriate appointments, or 2) If there are not sufficient vacancies on the Commission to appoint new members to meet the compositional requirements, Council shall disband and reconstitute the Commission by a method chosen by Council to achieve this end. Current members of the Commission will have priority for reappointment provided compositional requirements are met. (b) In addition, Council shall determine a means of staggering appointments of all current members using one (1) or two (2) year appointments. (c) Appointments shall be made by the City Council with recommendations from the Mayor. SECTION 4. TERM OF OFFICE (a) After the initial staggering of terms as defined in Section 2 above, the term of office of appointed members shall be two (2) years, or until their successors are qualified and appointed. (b) Any vacancy in said Commission shall be filled by appointment by the Council upon recommendation by the Mayor for the unexpired portion of the term. (c) Members may be reappointed, except that a member who has served three (3) full two-year terms may not be reappointed until after the expiration of one full year from the date of expiration of that member's immediate previous term of office. (d) Members of the board shall receive no compensation for their services. SECTION 5. ORGANIZATION OF THE COMMISSION (a) The Commission shall elect a Chair and Vice Chair from its members who shall hold office at the pleasure of the Commission. (b) The Commission shall meet at least once quarterly during a calendar year at a time and place that is specified at least 5 days in advance. The Commission may meet at other times in accordance with its rules. All meetings shall be open to the public. CCAC By-Laws Page 2 Exhibit A (c) A record of the Commission's proceedings shall be filed with the city recorder. SECTION 6. COMMISSION MEMBER RESPONSIBILITIES (a) Members of the Commission shall: (1) regularly attend CCAC meetings and contribute constructively to discussions, (2) consider and discuss issues from a Citywide perspective, as well as that of particular stakeholders or interests, (3) understand and be able to articulate the CCAC's charge, responsibilities and adopted, annual work program, (4) strive to reach consensus on matters under consideration (5) act with respect and consideration for the viewpoint of others, (6) review and provide comment on reports, presentations, and recommended policies or strategies related to Downtown redevelopment before the Commission, and (7) vote on motions in front of the Commission, except where reasonable abstention is necessary. (b) Commission members may engage in general discussions regarding its charge, responsibilities or projects within the Urban Renewal Plan or Downtown Implementation Strategy, but shall not discuss real estate projects or proposals with potential developers or property owners without the authorization of Council. (c) In addition, members shall not make representations on behalf of the City of Tigard with regard to any such project without the authorization of Council. SECTION 7. ATTENDANCE If a member of the Commission is unable to attend a meeting, he or she is expected to notify the Chair or Vice Chair. If any member is absent from 6 meetings within one year or three consecutive meetings without reasonable cause, upon majority vote of the Commission, that position shall be declared vacant. The Commission shall forward their action to the Mayor and Council, who shall fill the vacant position. CCAC By-Laws Page 3 Exhibit A SECTION 8. QUORUM At any meeting of the Commission, a quorum shall be a majority of the current members of the Commission. No action shall be taken in the absence of a quorum except that the meeting may continue with discussion on agenda items. For the purposes of forming a quorum, members who have disqualified or excused themselves from participation in any matter shall be counted as present. In the event a quorum will not be present at any meeting, the Chair or Vice Chair shall notify the Commission members in advance of that fact so that a decision may be made whether to meet and take no action on agenda items or to reschedule to a different time. SECTION 9. REMOVAL OF MEMBERS (a) The City Council may remove members of the Commission in accordance with Section 7 Attendance. (b) The Council may also remove members, when, in its judgment, the conduct of a member does not conform to Section 6 Member Responsibilities. SECTION 10. ANNUAL REPORT OF COMMISSION (a) Not later than December 1 of each year, the Commission shall prepare and file its Annual Report to the City Center Development Agency (C®A). (b) The Annual Report shall include a summary of key activities and proceedings and any specific suggestions or recommendations which members think would assist their mission or the overall goals for the Downtown. (c) The Annual Report shall not be submitted unless signed by all members of the Commission. SECTION 11. CESSATION OF COMMISSION Upon completion and closing out of the City Center Urban Renewal District, the City Center Advisory Commission (CCAQ shall cease its activities and shall be abolished without further action by the Council. CCAC By-Laws Page 4 Attachment 2 MEMORANDUM r_ 0 TIGARD TO: Mayor and City Council FROM: Phil Nachbar, Senior Planner / Downtown Development, Tom Coffee, Community Development Director, RE: City Center Advisory Commission (CCAC) By-laws DATE: August 1, 2006 Issues: The City Center Advisory Commission (CCAC) has been operating without by-laws since it was created in July 2005. The initial focus of the Commission was to assist in the development and approval by voters of Tigard's City Center Urban Renewal Plan. With voters' approval the Urban Renewal Ballot Measure in May 2006, the role of the Commission becomes more permanent and the focus of the Commission's work is now on the implementation of the Urban Renewal Plan. In addition, the composition of the CCAC was purposely set up to include half of its membership from the former Downtown Task Force. This was done to make sure that those who had a hand in developing the Downtown Improvement Plan would carry forward their expertise to the Urban Renewal Plan. Now that the Urban Renewal Plan is completed, adopted by Council and approved by voters, it is appropriate to re-establish the composition of the CCAC to reflect current needs. Establishing a set of by-laws would help to clarify the role, responsibilities, composition / membership, terms, and operating procedures of the Commission. Having a clear set of by-laws will provide direction and structure for the group on an on-going basis and when faced with the need for change. Background: The City Center Advisory Commission (CCAC) was established in 1989 along with the City Center Development Agency (CCDA) in anticipation of the use of Urban Renewal in Downtown Tigard. In May of 2005, the CCDA was reactivated, and membership of the CCAC established. While the legal authority for the CCAC is set forth under Section 2.64.060 of the , Municipal Code, an advisory body for Urban Renewal is not required under State Urban Renewal Law. The CCAC has been active since July of 2005 beginning with eight (8) members, and four (4) additional at-large members joined the group in August. From July to approximately November, the group worked primarily on development of the Urban Renewal Plan, and the outreach effort related to the plan. Since December and the adoption of the Urban Renewal Plan, the Commission has become involved in a broader range of issues including the Capital Improvement Program (CIP) for Downtown, Streetscape Design, the Downtown Implementation Strategy, Land Use & Design Guidelines for Downtown, and the development of new projects such as a demonstration Memo / CCAC By Laws Page 1 improvement project for Main Street, safety improvements on Main Street, and the Hall Blvd. / 99W Gateway. Composition / Number of Members: The composition of the CCAC was set by the May 2005 resolution, and includes a total of twelve members (12) and two (2) alternates with the following representation: six (6) Downtown Taskforce Members, one (1) Planning Commission member, one (1) Parks and Recreations Board Member, and up to four (4) City residents or property owners at- large. Currently, there are nine (9) members and one (1) alternate representing: (3) former Downtown Task Force members, one (1) Planning Commission member, one (1) Parks and Recreation Board member, and four (4) at-large members. Currently, there is one (1) Downtown business owner represented on the Commission. There are no Downtown property owners represented on the CCAC. In reviewing the advisory boards of other Urban Renewal Districts including Tualatin, Sherwood, and Salem, all had strong representation of either property owners and / or business owners, and some representation of community at-large and residents of the district. Tualatin like Tigard has representation of its Parks board and Planning Commission on its Urban Renewal Advisory board. Although the Tigard Municipal Code provides for a membership of seven (7) to twelve (12) persons, the resolution in May of 2005 established twelve (12) as the number of persons. Currently, there are nine (9) attending members with one (1) alternate. The total number of persons on the CCAC should reflect the type of representation needed, work load, ease of decision-making, and an environment encouraging participation. Having an odd number is advisable for voting purposes. Typically, advisory boards and commissions have from seven (7) to nine (9) members. Recommendation: Considering the need for broad community support, adequate representation of Downtown property and business owners, and the need to create an effective group with an environment for good communications, the following composition and number of members for the CCAC is recommended: CCAC Composition; Nine (9) members who are residents or own businesses within the City of Tigard with: • Three (3) persons representing interests of business owners, property owners, and other with financial or occupational interests within the City Center Urban Renewal District; • Five (5) persons representing the Tigard Community at large; • One (1) person residing within or adjacent to the boundaries of the City Center Urban Renewal District; Roles & Responsibilities: In providing a clarification of the role of the CCAC, it is important to consider both the Commission's overall mission and its specific set of responsibilities. The CCAC was established under the Tigard Municipal Code (Chapter 2.64.060) in anticipation of Urban Renewal in 1989. The purpose of the Commission as defined under this section is "to assist in Memo / CCAC By Laws Page 2 implementation of the City Center Development Plan, to make recommendations to the City Center Development Agency and to help inform Tigard's Citizens of the plan's content and activities". While this definition of role provides some direction, it references an earlier proposed plan for Downtown, is not as specific as it could be, and leaves open the interpretation of the kind of recommendations that will be made to the City Center Development Agency. Since the Urban Renewal Plan has been developed, adopted by Council and approved by voters, the role of the Commission is no longer involved with the development of the Urban Renewal Plan nor informing citizens' about the plan, but rather the implementation of projects within the Urban Renewal Plan. The new statement of responsibilities needs to reflect this. In addition, it also important to define whether the Commission is a decision-making body or an advisory group. The role of the CCAC with regard to Urban Renewal and Downtown is clearly "advisory". It has been set up to provide advice to the CCDA on matters related to Urban Renewal and the Downtown, and was never intended to be a decision-making body. Although the CCAC is defined as an "Advisory Commission", there is no clear definition of "advisory". It may be helpful to define the term "advisory" directly or by way of the Commission's definition of responsibilities. Of the four city advisory boards surveyed, three (3) had very specific definitions as to duties and responsibilities of the boards. While roles were clearly defined, they also left open the opportunity to provide advice on other issues affecting the particular Urban Renewal District. The advantage of providing a specific definition is that expectations are made clear about what is needed and can be anticipated from the group. With a more general definition of duties, the same can be accomplished though it is less clear what is expected. The following are the recommended charge and responsibilities of the City Center Advisory Commission. The definition implies that the Commission is "advisory": Charge and Responsibilities (Recommendations): The City Center Advisory Commission (CCAC) is charged with advising the City Center Development Agency (CCDA), the Urban Renewal Agency for the City of Tigard, on matters pertaining to Urban Renewal Plan implementation and tax increment fund allocations for the City Center Urban Renewal District. Recommendations pertaining to policy, budget, and implementation of urban renewal projects or other projects relevant to the redevelopment of Downtown will be made to the City Center Development Agency or City Council as appropriate for consideration, deliberation and action. Chair / Vice Chair, Terms, & Elections: Most of the Commissions surveyed had both a Chair and Vice Chair, annual elections, a 3-year term with a maximum reappointment to a total of two terms (6 years). Having a Vice Chair provides an alternate Chair during the absence of the current Chair, and training for an individual that could succeed the Chair based on election. Recommendations: To allow for maximum flexibility to choose leadership and allow for personal circumstances, it is recommended that the Chair and Vice Chair be elected on an annual basis for a term of one (1) year. A three (3) year term for individuals may be too long. A two (2)-year term with a maximum reappointment of up to three (3) terms for individual appointments would provide flexibility for individuals, allow for new representation if needed, and define a reasonable timeframe for a personal commitment. Memo / CCAC By Laws Page 3 Attachment 3 ~a oa o~ 6 o~~ G°~ ~'~Q, 5a~o G okA O~ Pa J~P Sao Q' o ~ J Urban Renewal Advisory ok~,a'~ ~a c~' a a Boards / By-laws* Urban Renewal Board Established No es es es es By-laws in lace na es No es es Membership number o na 15 na 11 11 Term of members ears na 3 na 3 3 Max number of terms na 2 na 2 2 Staggered terms na es na es es Chair na es na es es Term of Chair ears na 1 na none none Elections na no na es es Vice Chair na es na es es Clear definition of responsibilities na es no es es "Advisory" role na es es es es Board may alter rules na no na no es Annual Report na es na no no "Sunset" clause na no no es es " based on review of by-laws / phone conversations July 15-30 Attachment 4 C` N a ~o`o ao o\o~ `oo`o \oo \Q`oQ `o~~a o~J Goc~` a`a good \ ~5 o, ~o • mac, Urban Renewal Advisory y~~ ~a 5~ a~ Qo ~ Board Representation* oJ a'` Q` Q 5 A10 W Salem Advisory Board 6 2 3 no no no 11 N Gateway UR Board 5 3 3 no no no 11 Tualatin UR Advisory Committee 7 3 2 2 1 no 15 Sherwood UR Advisory Committee 2 4 1 1** 1 2 11 " based on submitted by laws Ex-officio members _,b~3 :51«) DG CGA G Exhibit A BY-LAWS OF THE CITY CENTER ADVISORY COMMISSION (CCAC) SECTION 1. CHARGE AND DUTIES (a) The City Center Advisory Commission (CCAC) hereafter referred to as the "Commission" shall have no powers except as conferred by this resolution, City Charter, or the Tigard Municipal Code. (b) It shall be the function of the Commission to act as an advisory body to the City Center Development Agency (CCDA), the Urban Renewal Agency for the City of Tigard] or the City Council as appropriate. (c) The City Center Advisory Commission f Cam} is charged with advising the City Center Development Agency {CGBA}, the Urban Renewal Agency for the City of Tigard, on matters pertaining to Urban Renewal Plan implementation and tax increment fund allocations for the City Center Urban Renewal District. Recommendations pertaining to policy, budget, and implementation of urban renewal projects identified within the Urban Renewal Plan and / or the annually adopted Downtown Implementation Strategy and Work Program will be made to the City Center Development Agency or City Council as appropriate for consideration, deliberation and action. (d) The City Center Advisory Commission shall perform other duties as assigned by the City Center gency. op ryeM-~_ (e) The Commission may form subcommittees to investigate areas relevant 4~tJ charge or duties pursuant to this section. SECTION 2. COMPOSITION (a) The Commission shall consist of nine (9) appointed members who are residents or own businesses or propel within the City Center Urban Renewal District of Tigard with the following representation: (1) Thee-(3}- per-sons c' interests of At least two-(2)-business owners; or property owners, interests - i`'- ift whose business or propeM is located within the City Center Urban Renewal District; CCAC By-Laws Page 1 Exhibit A (2) Five (5) uersons who are residents of Five (5) per-sons repr-esenifT- Tigard and represent a cross-section of interests in the community at large large, the T4gar-d Gaffitnuttity at (3) One (1) person residing within or adjacent to the boundaries of the City Center Urban Renewal District; (4) One (1) member of the Planning Commission (5) Two (2) alternates (non-voting) including one (1) at large resident of Tigard; and one (1) business or property owner from within the City Center Urban Renewal District SECTION 3. APPOINTMENTS (a) At the second business meeting of January 2007, Council will perform one of the following options to achieve the compositional requirements in Section 2 above: (1) Council shall fill vacancies with individuals necessary to meet the compositional requirements of above. 42) If after filhizg vacancies ,there are not sufficient vacancies on the Commission to ot new m tubers to meet the compositional yYllc~c' requirements in n 2 a b e, the Commission sly recommend the removal of members bft' ethod chosen b the Commission but approved b Council in r r to provide such vacancies. The Council with recommendations rom Ma or and the Commission shall then a oint members s n cessa to meet the composition requirements. ea positional r ai!e met. (b) In addition, Council shall determine a means of staggering appointments of all current members using five (5) three-year terms, and four (4 two-year terms. one (1) at- two (2) year (c) Appointments shall be made by the City Council with recommendations from the Mayor. and Commission. CCAC By-Laws Page 2 Exhibit A SECTION 4. TERM OF OFFICE (a) After the initial staggering of terms for current members as defined in Section ~2 above, the term of office of all future, appointed members shall be three (3.) years , or until their successors are qualified and appointed. (b) All terms shall begin January 1 and end December 31st. (cb) Any vacancy in said Commission shall be filled by appointment by the Council upon recommendation by the Mayor and Commission for the unexpired portion of the term. The unexpired portion of a term does not count towards the fulfillment of the three (3) year appointment. (de) Members may be reappointed, except that a member who has served two 2 full three-year terms may not be reappointed until after the expiration of one full year from the date of expiration of that member's immediate previous term of office. (pd) Members of the Commission board shall receive no compensation for their services. SECTION 5. ORGANIZATION OF THE COMMISSION (a) At its first meeting in February 2007, and thereafter annually,, the The Commission shall elect a Chair and Vice Chair from its members who shall hold office at the pleasure of the Commission. (b At the discretion and vote of No Confidence by the Commission, the Chair or Vice Chair may be replaced by other member(s) at times other then the annual election. Replacement does not constitute removal from the Commission. Any Vote of No Confidence must be placed on the agenda prior to the meeting. (c.) If the Chair or Vice Chair should resign, the Commission shall, at it next meeting, conduct an election and provide a replacement. (b) The Commission shall meet at least mom during a calendar year at a time and place that is specified at least 5 days in advance. The Commission may meet at other times in accordance with its rules, and public reporting law. All meetings shall be open to the public. (c) A record of the Commission's proceedings shall be filed with the city recorder. CCAC By-Laws Page 3 Exhibit A SECTION 6. VOTING, VOTING BY PROXY AND MINORITY REPORTS (a) General procedures of the Commissions including voting shall follow Robert's Rules of Order. (2) A maJority of votes shall determine the official position of the Commission on a given issue. (c) Chair and Vice Chair shall vote on all matters before the Commission. (d, Proxy voting is permitted with following provisions: (1) The absent person must assign his/her vote in writing (email acceptable) on a specific issue prior to voting, (2 Proxy votes are only valid for the specific issue for which it was assigned. (3) A proxy vote does not constituted attendance at a meeting, (e) A minority report made available to the City Council or City Center Development Agency represents the vote and position of the minority of the Commission on a particular issue, and may be invoked at the request of any member if at least one-third of the members or three (3) votes make up the minority vote. If invoked, a report of the minority shall be forwarded to the a1212rol2riate body. SECTION 7Fi. COMMISSION MEMBER RESPONSIBILITIES (a) Members of the Commission shall: (1) regularly attend CCAC meetings and contribute constructively to discussions, (2) consider and discuss issues from a Citywide perspective, as well as that of particular stakeholders or interests, (3) understand and be able to articulate the CCAC's charge, responsibilities and adopted, annual work program, (4) strive to reach consensus on matters under consideration (5) act with respect and consideration for the viewpoint of others, CCAC By-Laws Page 4 Exhibit A (6) review and provide comment on reports, presentations, and recommended policies or strategies related to Downtown redevelopment before the Commission, and (7) vote on motions in front of the Commission, except where reasonable abstention is necessary. (b) Chair and / or Vice Chair shall, in addition to the above responsibilities: (1) manage the meeting in order to complete agenda items or facilitate a decision in order to make adjustments as necessary, (2) facilitate the Commission and work to achieve consensus on all issues, (3) seek to elicit varying points of view on an issue in order to achieve a balanced perspective, whether or not such points of view are consistent with those of the Chair / Vice Chair, (4) foster an atmosphere of honesty and "transparency" by openly expressing his / her position on an issue (5) allow for healthy debate but address interpersonal issues among members at the time they occur in a meeting, and seek to resolve such issues as necessary in a timely manner (cb) Commission members may engage in general discussions regarding its charge, responsibilities or projects within the Urban Renewal Plan or Downtown Implementation Strategy, but shall not discuss real estate projects or proposals with pote ' opers or property owners without the authorization of ccJq (de) In addition, members shall not make representations on behalf the City of Tigard with r-egafd to any sideh without the authorization o ncil. ( Members shall not make representations on behalf of the CCAC whether intentional or not, without the authorization of the Council and Commission. (g) Members shall not, in accordance with Public Meeting Law, meet outside of its scheduled meetings in a quorum or greater to discuss anything related to its Charge or Duties as defined under Section 1. SECTION . ATTENDANCE CCAC By-Laws Page 5 Exhibit A If a member of the Commission is unable to attend a meeting, he or she is expected to notify the Chair or Vice Chair. If any member is absent from an six 6 re arl scheduled meetings within one year or three_~3). consecutive meetings without reasonable cause, the issue shall be placed on the upcoming age, and upon majority vote of the Commission; that position shall be declared vacant. The Commission shall forward its 4keir--action and recommendation for replacement to the Mayor and Council, who shall fill the vacant position. SECTION 99. QUORUM At any meeting of the Commission, a quorum shall be a majority of the current members of the Commission. No action shall be taken in the absence of a quorum except that the meeting may continue with discussion on agenda items. For the purposes of forming a quorum, members who have disqualified or excused themselves from participation in any matter shall be counted as present. In the event a quorum will not be present at any meeting, the Chair or Vice Chair shall notify the Commission members in advance of that fact so that a decision may be made whether to meet and take no action on agenda items or to reschedule to a different time. SECTION 10. REMOVAL OF MEMBERS (a) The City Council may remove members of the Commission in accordance with Section 8-7 Attendance. (b) The Council may also remove members, when, in its judgment, the conduct of a member does not conform to Section 76 Member Responsibilities. (c) The Commission may make a recommendation to Council for the removal of a member in accordance with Section 7 Member Responsibilities. The Commission shall forward a recommendation for replacement to the Mayor and Council in a timely manner. SECTION 114-0. MEMORANDUM OF ANNUAL RECOMMENDATIONS ANNUAL REPORT- OF GOMMissioN (a) Each year, at its discretion, but not Net later than December 1 of each year, the Commission may-eh" prepare and file a Memorandum of Annual Reommendations ' to the City Center Development Agency (CCDA). (b) The Annual Memorandum of Recommendations Repew-t shall include in- sufihtnar-y of key fte6vities and pr-aeeedings and any specific suggestions or CCAC By-Laws Page 6 Exhibit A recommendations which the Commission believes ffiember-s -tki would assist its emission or the overall goals for the Downtown. (c) The Annual Report shall not be submitted unless approved by the Commission. gigned by all fnembers af the Go SECTION 1244. CESSATION OF COMMISSION Upon completion and closing out of the City Center Urban Renewal District, the City Center Advisory Commission (CCAC) shall cease its activities and shall be abolished without further action by the Council. SECTION 13 AMENDMENTS TO BY LAWS (a) The Commission may, at its discretion and vote of approval, make recommendations to Council for amendment to these By Laws. (b) The City Council, at its discretion, and upon vote of apnr, may amend these these By Laws at such time it deems appropriate. CCAC By-Laws Page 7 Agenda Item # Lf Meeting Date 15 August, 2006 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title Town Hall Audio/Visual Upgrade Discussion G Prepared By: Gary Ehrenfeld Dept Head Approval: J City Mgr Approval: C. rut d ISSUE BEFORE THE COUNCIL A needs assessment should be conducted to determine the requirements needed to upgrade the Town Hall Audio/Visual system. STAFF RECOMMENDATION Provide initial input to New World Audio Video design consultant in order to develop relevant design options for the upgrade. KEY FACTS AND INFORMATION SUMMARY Several deficiencies currently exist with the audio and video capabilities in Town Hall. Sound quality is at times poor and is inconsistent throughout the room. PowerPoint presentations are currently displayed using a whiteboard instead of a video screen, resulting in glare and otherwise poor visual quality. The City recently contracted with New World Audio Video, a design and engineering consulting firm, to analyze the current condition of these systems and develop options for mitigating the deficiencies that exist. Input from Council members and staff is necessary as a part of this analysis. Once this input is received the consultant will develop design plans, which will be presented to Council at a later date for review and final selection. Staff anticipates that the upgrade work will commence during September. OTHER ALTERNATIVES CONSIDERED No other alternatives have been considered. COUNCIL GOALS AND TIGARD BEYOND TOMORROW VISION STATEMENT Improve Communication and Relationship with Citizens ATTACHMENT LIST FISCAL NOTES The contract with New World Audio Video for the design work is not to exceed $5,700. The FY 2006-07 Adopted Budget includes $83,000 for this project. Agenda Item # 5 Meeting Date August 15, 2006 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title Ouello House Prepared By. Tom Coffee Dept Head Approval. 21-C City Mgr Approval: l5 N/ / t. ISSUE BEFORE THE COUNCIL Should the City Council direct staff to initiate a Development Code Amendment to allow non-residential uses in a residential zoning district at the Quello House and other similar properties? STAFF RECOMMENDATION Provide staff direction on this issue. KEY FACTS AND INFORMATION SUMMARY The attached Memorandum dated July 13, 2006 provides background information on previous proposals related to this issue. Council members have expressed an interest in facilitating the use of the Quello House for limited commercial use in order to allow greater public access to this community resource and to allow the owner to offset the expense of preserving an historic building. Also attached are materials submitted byDan and Jacque Quello. An amendment to the Development Code in the form of an overlay zone or a conditional use process could achieve these objectives. If the Council elects to initiate an amendment process, it would be helpful to staff and the Planning Commission if the Council would articulate any concerns or issues it would like to have addressed during the public review and comment period. OTHER ALTERNATIVES CONSIDERED N/A COUNCIL GOALS AND TIGARD BEYOND TOMORROW VISION STATEMENT Community Aesthetics: Identify and implement projects and activities that enhance aesthetic qualities valued by those who live and work in Tigard. ATTACHMENT LIST Attachment 1: Memorandum dated July 13, 2006 Attachment 2: Materials submitted by the Quellos FISCAL NOTES N/A Attachment 1 MEMORANDUM TIGARD TO: Craig Prosser, City Manager FROM: Tom Coffee, Interim CD Director RE: Quello House Use Question DATE: July 13, 2006 Councilor Sally Harding recently suggested that the City should allow the use of the Quello House (and presumably other similar houses) for events on a rental basis. To allow such activities, the City would have to amend the Development Code to permit what would be a commercial use in residential zones. This could be accomplished through a conditional use process. Such a proposal for this specific property was considered in 2000. The property owner applied for a code amendment to allow weddings and bed and breakfasts in historic overlay zones as a conditional use. The Planning Commission voted 6 to 2 to recommend denial of the proposed code amendment to the City Council. Their reasons included: the lack of historic properties, not an appropriate use in residential zones, and neighborhood opposition. In August 2000, the City council voted unanimously to deny the proposed amendment. In 2002, the Planning Commission reconsidered the need for a code amendment for bed and breakfasts and unanimously chose not to proceed with amending the Code because: their was "no public outcry" for B&B's, concern for commercial activity in residential zones and they felt that the costs of preparing and processing a code amendment should be borne by those who desired to have such a use. Further action on this proposal would require direction from Council to initiate a Code amendment. tit (ctAttachment 2 b July 14, 2006 Dear Sydney Sherwood, In conversations with Commissioners Woodruff and Harding at the Broadway Rose "Opening Night Gala" held at the Quello House on June 30, 2006,1 was encouraged to explore ways that the City of Tigard might allow us to use our National Historic Home and award winning gardens as a cultural resource for the community in some limited ways. The discussion centered around agreeing upon a set of conditions, applicable only to "National Historic Properties of two acres or more",( of which ours is the only one in Tigard), for use as a cultural, historical, and social resource. Just as other cities in Washington and Clackamas Counties allow public and private events at their historic sites, we would like permission to host receptions, luncheons, teas, wine tasting events, etc. under a carefully considered set of conditions that would respect our neighbors rights and wishes, and yet allow for hosting occasional events that would add to the livability and quality of life in Tigard. In the last few years we have hosted several community fundraisers that have benefited the Historical Society, the Broadway Rose Theater, and a Garden Tour that raised money for the Tigard-Tualatin School District. We were happy to host these events. (See enclosed reviews). It is important to note that all events went off without any complaints or objections from our neighbors. Because the restoration and maintenance of a large historic facility is expensive and time consuming, we would like permission to host a limited number of similar events for profit. Even the much smaller John Tigard House hosts fund-raisers such as ice cream socials to raise monies for its restoration and upkeep. We would appreciate your creative thought and an action plan to implement a conditional use agreement that would allow the occasional use of Tigard's only National Historic Property for the cultural enjoyment and benefit of the good people of Tigard! Thank You Sincerely, e Copies to: 1 Mayor Dirksen Sally Harding Nick Wilson Tom Woodruff r ' :y S 4. 1 t 199-1 ,Wul a d Dw"Ova News Release National Trust for Historic Preservation m 1755 yiassachusetts Avenue, N.W., Washington, D.C. 20036 (20.21673-4141 / FAX (21021673-4299 FOR IMMEDIATE RELEASE CONTACT: Carol Cunningham (202) 673-4141 OREGON TURN-OF-THE CENTURY VICTORIAN FARMHOUSE WINS PRIZE IN THE GREAT AMERICAN HOME AWARDS (Washington, D.C.,Jan. 12, 1995)...Acirca 1906 Victorian farmhouse in Tigard, Ore., received second prize in the category of landscape design in the National Trust for Historic Preservation's sixth annual Great American Home Awards. Chosen from a national pool of entries, the landscape design was recognized for its excellence 0 in recreating a turn-of-the-century period garden. With owners Dan and Jacque Quello, their children and occasionally friends and neighbors doing most of the work, an overgrown two-acre yard was transformed into a spectacular Victorian landscape, including a grass tennis court, a pond, and seven distinct gardens three of them english. With nearby Portland being known as "The Rose City," Jacque Quello incorporated into the plan a variety of period roses and perennials native to the Pacific Northwest. The restored Victorian farm house with its period gardens is a popular attraction for joggers and walkers, many of them carrying cameras. "These awards recognize individuals who have personally committed themselves to keeping our diverse history alive," says Richard Moe, president of the National Trust. "The time, research and dedication that has gone into each of these projects is nothing short of outstanding." The Great American Home Awards recognize excellence in residential rehabilitation in the following categories: exterior rehabilitation, interior rehabilitation, landscape design, sympathetic addition and special category row houses, town houses and brownstones. A panel of independent - more - 774 i "idq r; ello address: 16445 SW 92nd Ave, Tigard directions: From SW Hall & SW Durham intersection, head west on SW Durham. Turn left onto SW 92nd Ave. Proceed to garden, on your right before the entrance to Cook Park. parking: Park on the Tigard High School side of SW 92nd. description: A gracious entrance invites you in to the romantic garden that surrounds Quello House. Deep garden beds of shrubs, boxwood hedges, old roses and classic perennials mirror the timeless charm of the Queen Anne Cottage home. Sweeping emerald lawns, mature trees, formal statues and fountains lend an air of reverie to the garden. White wicker furniture and concrete benches on the porch, in the gazebo or on the flagstone patio beckon to you to pause and drink in the calm of pastel hues and lush foliage. A lawn tennis court, carriage house, horse pasture and pond seal the illusion of stepping in to another era. Lovingly restored by Dan and Jacque, the 1906 home is listed on the National Register of Historic Places. They received the National Trust's "Great American House Award" in landscaping in 1995. I-IM6, G,~-, Ito uiia- VI t6qqs -,7 rA p ~j Q.~- ~ ~ c~V~•-~ & ~~gs~47 00, V4,^ t~ o~ SL~ Agenda Item # G Meeting Date August 15, 2005 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title Discuss City Council Report Card Prepared By: Liz Newton Dept Head Approval: ' City Mgr Approval:e C/r ISSUE BEFORE THE COUNCIL Review the attached suggestions on the Council Report Card submitted by the Committee for Citizen Involvement STAFF RECOMMENDATION Review the Committee for Citizen Involvement members' comments on the Council Report Card and provide direction to staff on how to proceed. KEY FACTS AND INFORMATION SUMMARY At the May 16, 2006, City Council meeting, Council members asked that the Committee for Citizen Involvement members review and provide comment on the proposed Council Report Card. A summary of those comments were initially provided to the Council in the June 2, 2006 City Council Newsletter. Staff has reformatted the summary to indicate Committee for Citizen Involvement members' comments under each proposed question. After City Council provides direction on the questions and distribution, staff will move forward. OTHER ALTERNATIVES CONSIDERED Not proceed with the Council Report Card. COUNCIL GOALS AND TIGARD BEYOND TOMORROW VISION STATEMENT Council Goal: Conduct a citywide scientific survey/report card on city services. ATTACHMENT LIST 1. Council Report Card - Committee for Citizen Involvement (CCI) Questionnaire Wording Comments. 2. City Council Report Card Sample 3. Excerpt of May 16, 2006, City Council minutes regarding the Council Report Card FISCAL NOTES N/A iladmtca1hyl1onns12006icmmci1 agenda item summary sheet 06 . june nevision.doc Attachment 1 COUNCIL REPORT CARD CC[ Questionnaire Wording Comments Here is a fairly simple - and unscientific instrument - to get some perception of how effectively you think our City Council and staff is. Use it as a thinking tool and a discussion tool just to begin to get an idea of where your strengths and weaknesses are. REMEMBER - it's only a guide - not an official rating sheet! 1. Accomplishments - List a couple of things that our City Council has done that you can point to with pride. • CCI respondents question the need for this question. 2. Public Image - How does the public regard the City Council? Is it held in high esteem? • Respondents describe this question as being too subjective. 3. Teamwork - How well do you work together? Is the atmosphere in the group conducive to sharing views frankly, and accepting differences? Do decisions get made - or are things left hanging? • The meaning of "you" is unclear and how well Council works together as a team is difficult for board members to evaluate. 4. Policy Making - Does the City Council spend enough time and energy on the big policy questions facing our community, or does it tend to get bogged down in the little details? • Good question. 5. Relationship with Staff - How would you rate the working relationships between the City Council and City staff? Is there a feeling of teamwork, or of pulling in different directions? • Board members would have limited knowledge of Council/staff relations. 6. Information Flow (internal) - Does staff provide you with enough information to make decisions on the issues coming up on the agenda? Do you get too much information to digest? Are City Council members generally well-informed? • Good question. Suggest deletion of "are City Council Members generally well informed?" 7. Information Flow (external) - Does City Council share relevant information with our boards and commissions? Is there an effective means of communication outside formal meetings? Are boards & commissions kept informed of relevant council actions and concerns? • Good questions. 8. Advisory Committees - How effective are our citizen advisory committees? Do you keep in touch with what they are doing? Does the City Council give them clear direction on what they should be doing? Do you REALLY listen to them before making decisions? Are they helping or hurting the decision making process? • Good questions. Unspecified re-wording recommended. 9. Atmosphere - How do you feel about the atmosphere at your meetings? Is it stimulating, exciting, fun? Or do you find it heavy, somber, even boring? • Opinions varied from "fair question" to "How is this question useful? What would the response be to a "poor" rating? Circus acts? Fire the chair?" 10. Citizen Involvement - Are the citizens well informed about what the City Council is doing? Are they kept abreast of the issues? • Opinions ranged from good question to "Not sure if the average department head or committee chair could answer this." 11. Council Involvement - How involved is the City Council with the business community, community organizations or community social programs? Is the City Council high profile? • Respondents recommend the deletion of the last sentence (Is the Council high profile?). 12. Confidence in Staff - Does staff clearly define options? Are they open and direct and do they provide all relevant information for making decisions? • Fair questions. 13. Conduct of Council Meetings - Do your meetings run smoothly and on time? Are there lots of last minute changes in material that needs to be acted on? Is the agenda conducive to expediting the conduct of the meeting? Do things tend to drag on when they don't need to? Are decisions sometimes made at a late hour when you are too tired to think? • Fair questions. 14. Intergovernmental Relations (Council) - Is the City Council an active player in the METRO, Regional and State decision making process? Do we have a good handle on the issue that would have an impact on our City, influence our future and affect our ability to control our own destiny? (i.e., METRO Charter, County, Inter-City) • Because of the insider knowledge required for an informed opinion, may not be an appropriate question for those not on Council 15. Intergovernmental Relations (Staff) - Is the City staff an active player in METRO, Regional and State decision making process? Do we have a good handle on the issue that would have an impact on our City, influence our future and affect our ability to control our own destiny? (i.e., METRO Charter, County, Inter-City) • Same answer as above. General Comments: 1. It's not clear for whom this survey is intended, and at the least it seems a little schizophrenic. Some questions are clearly for staff and or department heads, some perhaps for board/ committee members, and some could be asked of the general public. I think that the survey should be appropriate for the intended audience. If necessary, create two (or more) versions. Especially if you intend to quantify and numerically analyze the results. 2. In general the multiple choice questions do a better job of getting a gestalt of attitudes and perceptions. However the last two open-ended questions do seem to be very well crafted to provide some concise but free-form critical feedback and they are a real plus. 3. The first question sets a tone of a Council looking for pats on the back rather than guidance. It wasn't intended that way, but that's how it comes across at the start of the survey. It would be more appropriate in the last section. Again, comment 1 above applies about these questions. 1. Too many questions within each question 2. If you do not know do you leave it blank or how about "I do not know" 1. Need a "don't know" column i:\ofs\cily aamiMcci council report card.doc Attachment 2 i CITY COUNCIL REPORT CARD Here's a fairly simple - and unscientific instrument - to get some perception on how effectively you thinkour City Council andstaff is. Use it as a thinking tool and a discussion tool just to begin to get an idea of where your strengths and weaknesses are. REMEMBER - its only a guide - not an official rating sheet! 1).A000MPLISHMENTS : Lista couple of things that ourCity Council has done that you can point to with pride. How would you rate the City Council and staff in terms of what it has achieved for Wilsonville? 2).PUBLIC IMAGE: How does the public regard the City Poor Council? la it held in high esteem? t 2 3 4 5 3). TEAMWORK: How well do you work together? Is the Poor Bxodtem atmosphere in the group conducive to sharing views frankly, and accepting differences? Do decisions get made - or are things t 2 3 a 5 left hanging? 4). POLICY MAKING: Does the City Council spend enough Poor F.zoelleM time and energy on the big policy questions facing community, 1 2 3 a 5 or does it tend to get bogged down in the little details? 5). RELATIONS WITH STAFF: How would you rate the working Poor Excellent relationships between the City Council and City staff ? Is there a feeling 1 2 3 4 5 of teamwork, or of pulling in different'direcrions ? 6). INFORMATION FLOW (INTERNAL): Does staff provide you Poor with enough information to make decisions on the issues coming up on the agenda? Do you get too much information to digest? Are City Council 1 2 3 a 5 members generally well-informed? 7). INFORMATION FLOW (EXTERNAL): Does City Council share Poor Excellent relevant information with our boards and commissions? Is there an effective means of communication outside formal meetings? Are boards & commissions 1 2 3 4 5 kept informed of relevant council actions and concerns? 8). ADVISORY COMMITTEES: How effective are our citizen advisory committees? Do you keep in touch with what they are doing? Does the Poor Exodknt City Council give them clear direction on what they should be doing? Do you t 2 3 a 5 REALLY listen to them before malting decisions? Are they helping or hurting the decision making process? Poor Excdlent 9). ATMOSPHERE: How do you feet about the atmosphere at your meetings? Is it stimulating, exciting, fun? Or do you find it heavy, somber, even boring? 1 2 3 4 5 Poor EA000Mt 10). CITIZEN INVOLVEMENT: Are the citizens well informed about what I t _ a s the City Council is doing? Are they kept abreast of the issues? Poor amucm 11). COUNCIL INVOLVEMENT: How involved is the City Council with the t 3 a s business community, community organizations or community social programs? i Is the City Council high profile? Poor Excettau 12). CONFIDENCE IN STAFF: Does staff clearly define options? Are they t 2 3 a 5 open and direct and do they provide all relevant information for making decisions? 13). CONDUCT OF COUNCIL MEETINGS: Do your meetings run smoothly and on time? Are there lots of last minute changes in material that Poor Excellent needs to be acted on? Is the agenda conducive to expediting the conduct of the t 2 3 a 5 meeting? Do things tend to drag on when they don't need to? Are decisions some- times made at a late hour when you are too tired to think? 14). INTERGOVERNMENTAL RELATIONS (COUNCIL): Is the Wilsonville City Council an active player in the METRO, Regional and State Poor Excellent decision making process? Do we have a good handle on the issues that would have an impact on our City, influence our future and affect our ability to control our own 1 2 3 a s destiny? (i.e., METRO Charter, County, Inter-City). 15). INTERGOVERNMENTAL RELATIONS (STAFF)Js the Wilsonville City staff an active player in the METRO, Regional and State poor decision making process? Do they have a good handle on the issues that would have an impact on our City, influence our future and affect our ability to control our own t 2 3 4 s destiny? (i.e., METRO Charter, County, Intercity). To compute an average score, add up all the ratings and divide by e. Write down the average in this box. H ACTION STEP I: If it were possible for you to put into effect one idea or one change to help improve the effectiveness of your City Council, what would you pick as that ONE THING? ACTION STEP IT: If it were possible for you to put into effect one idea or one change to help improve the effectiveness of staff, what would you pick as that ONE THING? Attachment 3 Agenda Item Discussion & Comments Action Items follow u 8. City Council After discussion, Council consensus was for the City Report Card Council Report Card to be presented to be completed by Executive Staff, advisory boards and commissions. The format and questions will first be reviewed by the Citizens for Community Involvement prior to it being distributed. Council indicated that they would like this to be done by June 30. It was noted that this would be public information and made available to the public. It was also suggested that a volunteer be utilized to compile the responses to the report card. Excerpt May 16, 2006 City Council Meeting Minutes COUNCIL REPORT CARD *Ratings 1-5 (1=Poor/5=Excellent) 1 1.5 2 2.5 3 3.5 4 4.5 5 OVERALL SCORE PUBLIC IMAGE 1 2 8 1 15 2 3.6 TEAMWORK 3 1 10 1 11 2 3.4 POLICY MAKING 1 3 10 1 10 4 3.5 RELATIONS WITH STAFF 3 1 4 11 9 3.9 INFORMATION FLOW TO BOARDS & COMMITTEES 2 2 2 7 1 5 1 5 3.4 INFORMATION FLOW (EXTERNAL) 3 6 7 9 2 3 ADVISORY COMMITTEES 2 5 1 9 8 3 3.2 ATMOSPHERE 2 1 1 7 1 13 2 3.4 CITIZEN INVOLVEMENT 1 4 9 10 5 3.5 COUNCIL INVOLVEMENT 4 8 10 4 3.5 CONFIDENCE IN STAFF 3 8 11 4 3.6 CONDUCT OF COUNCIL MEETINGS 1 2 1 11 11 2 3.4 INTERGOVERNMENTAL RELATIONS (COUNCIL) 1 2 9 2 9 4 3.5 * Numbers below the ratings for each category represents the number of All care- respondents who gave that rating; e.g., for "Public Image" one respondent gories gave a 1.5 rating, two respondents gave a 2 rating, eight respondents gave a 3 rating average = 3.5 and so on. ~11510~ COUNCIL REFUtCY CARD C;UMMENTb 1. ACCOMPLISHMENTS: Communicated openly about tax rates, lives within its financial means, plan to improve downtown Parks, additional Police Officers Facilitating the library expansion to a new site with size for our community. Beginning the downtown revitalization project. Made a strong commitment to the DT plan, major commitment to effect the comp staff upgrade & giving definitive role to PC to direct process I think the Council has kept its collective cool in a fine manner in its dealings with the Bull Mtn issue Supported & maintain Tigard Public Library Stopping all the push to annex Bull Mtn Land (green space) acquisition, development of downtown area and pending road improvement Renovating Fanno Creek trail off Ironwood Loop. Main Street renewal program. Offering dog parks. New library. This City Council is making an effort to balance development with livability. It seems like the developers have the upper hand though and no property is too small to subdivide. Cook Park trail and new bridge, Library Move on important matters related to livability Establishment of downtown urban renewal district, establishment of street utility fee, effort to annex Bull Mtn Passed our heritage tree program Concise goals and action plans, taken the high road regarding the Bull Mtn critics The work on the downtown plan. The continuing commitment to citizen involvement (good governance awards) Urban renewal passage, dog park development Library, downtown renewal plan Downtown plan to be a great town center, new library Support of the downtown & urban renewal. Support of staff & acknowledgement of staff professionalism. Courteous to all who appear before the Council. Maintain pressure on downtown plan. Even though I have not participated much I suspect I will disagree with parts of approved developments, it has been the Council that has driven this process. Provide a forum for a raw citizen input on fifth Tuesdays. Even though there has been sparse input (I think because of lack of a decent citizen involvement program) City Council has stuck with the concept. Don't give up now. Hire a community development director with the skills to drive a comp plan revision to conclusion. I liked Jim Hendryx, but he and his staff just didn't move in an organized way to get the comp plan revised. I think the citizen participation effort on what is emerging is not what it should be and I am sure I will disagree with elements of a revised comp plan and I disagree sometimes with Tom Coffee on both style and substance, he is a community development director with vision and energy. Pushing forward on the downtown redevelopment Downtown plan, catalyst projects in CIP Move on important matters related to livability Creation of Tigard's first urban renewal district. Progress on downtown improvement G. 1 V DLlI. 11V1t~lJL'.: Tigard residents vs. Bull Mtn residents Other than Bull Mtn people -and those that don't believe in government issue,. . I don't think they're in the new a lot I think that the public generally doesn't give a _ about Tigard City Council because City Council works on things which don't visibly affect people every day. Bull Mtn issues have given council a bad image. I think by and large citizen's hold their Council in high regard 3. TEAMWORK: Most of the Council works together very well, one counselor does not seem to work well with the others. That person does not seem to want to be a consensus builder. I think the City Council is pretty much a place of 'Go along to get along'; with little tolerance for difference of views or effort to dig out and express differing policy choices which would best benefit Tigard. I think that often decisions are made only in a general way and on flimsy basis - rarely does staff present different possibilities - staff dominates policy determination. This is a 4-1 Council. Four members work well together, one does not. This resents challenges but on the whole, council does well. It seems awkward when staff and council don't agree or council members don't agree - staff shouldn't expect council to always agree with them (confirmed) and it should be ok for councilors to "agree or disagree" and move on. Councilor Hardin is embarrassing 4. POLICY MAKING: As above, I think city council is largely reactive to staff material with little discussion of the larger policy questions. For an improved performance, look at TV when the Lake Oswego City Council is on air. The Council tends to et bogged down but can pull itself u when necessary. This is articular) challenging for Councilor Harding. This has improved. Staff has a role here - to not bring the little stuff to council. 5. RELATIONS WITH STAFF: I think it is excellent, much superior to other jurisdictions I have worked with. Because staff presents single alternatives (i.e. the final answer) very little debate with staff occurs visible to the public. I think the feeling is one of 'compliance' on the part of staff, wanting to get thru another month and another paycheck, rather than having council really draw out the expertise of staff and have significant discussion of alternatives. The Council made some very damaging comments early on - "staff is over paid and under worked" and, "staff doesn't know what the real world is like." The relationship is coming back from that low point but there is still some wariness. For the most art, I feel council members are fair and clear about what the expect. I feel respected. 6. INFORMATION FLOW TO BOARDS & COMMITTEES: Yes, most of the time I can handle it all & have more questions I believe staff tries hard to help boards do their job, but are constrained in presenting alternatives. There seems to be one answer and it is trying to get staff to really look at what is possible with a different perspective. Perhaps the 'too much' to 'too little' information problem arises because there is no early discussion with the board as to what is the issue and what is needed to make a decision. Not too much information for me. 11 V i' V i~1V1ti 1 1 V 1 V i' L V W 1'.1.1 ~ 1\1 V 111 This is improving as time goes on. It is critical that Council recognize the commitment of the volunteers I think that generally city council does share relevant info with boards but there are lots of issues and views that are not made available to boards. Staff is the primary means of communication to boards and they reflect the single line of action they feel city council will approve. City council should tell staff that the want alternative ideas to surface. Council seems to do little communicating with Boards and Commissions. Staff tries to keep Boards and Commissions informed but the City needs to do better. The currents stem relies on staff visions. 8. ADVISORY COMMITTEES: Most are very effective. The issue with the CCAC really highlights how critical it is to give a clear job description & rules or operation. All committees need bylaws I feel that current advisory committees are largely staff driven both in agenda and in proposed action. They often operate without clear council direction on what issues to address. The provide a face for citizen involvement but without much validation in the community. Planned development committee was structured to fail and the new code is weak. Committee was composed of too man factions to be effective. We saw the CCAC blow-up. This is a roblem. Hopefully we are getting better at this. For the most art the are formal and hard working. Staff visions can la a role in keeping them on track. 9. ATMOSPHERE: Most of the time it is great They can move a little slow At board meetings, I think the atmosphere is one of citizen contribution but with a feeling that input different from staff proposals are not going to go very far. In order to get staff to move its position or explore alternatives it takes a'gang up' effort by board members. Too stiff and formal. The one that I am most familiar with is very frustrating. Staff tries to inform, engage, and generate interest, yet seems unsuccessful. When we ask the Board how we can do better, however, they always respond that everything is great. Staff and citizens apparently see things quite differently, yet it is the staff that feels that things could be better. The meetings I attend are interesting and productive. 10. CITIZEN INVOLVEMENT: Opportunity is there but most citizens don't care The Cityscape & website do a great job. Information is available if they look for it. Cityscape is okay but I don't think many citizens really get involved Staff makes a real effort to convey city council actions to the public via Cityscape of course it is colored to hide alternative views and alternative policies but it is good to the extent that it gets to peoples homes. On the other hand citizen involvement CCI and its evolution to neighborhood associations) lags badly. City Council and the City provide a lot of information in a wide variety of ways. Citizens don't listen until something impacts them directly in a negative way, and then they complain that the City doesn't communicate. Communication and involvement is a two-way street. I think the City does a good job with Cityscape, the web and other communication tools. I1. V V V IN %.i1L 11 1 V VL V L' 1V11i1'1 1 Other than Councilor Sherwood I don't know Being a council member is obviously a time consuming job and one person cannot be everywhere. My feeling is that some purposeful thinking council members could reach farther to homeowner or CPO or other planned organizations as individuals from time to time. This varies by Councilor, but on the whole, council does not seem very involved. Councilor Sherwood appears to be the most involved. The Mayor is very involved as is Councilor Sherwood. I'm not sure about the other members involvement of council meetings. Mayor and Councilor Sherwood most high profile. 12. CONFIDENCE IN STAFF: I think staff could be more proactive in identifying options and presenting a bigger picture on issues. 13. CONDUCT OF COUNCIL MEETINGS: They run long I would suggest limiting time of guest speaking I think they council meetings are so canned that they bore people to death. The use of electronic information services to place council members in a special position from the public. There is too much time spent on ceremony rather than policy discussion, At the first hint of a view different than staff, council generally circles the wagon around staff and votes almost unanimously often without reasoning. Need better way to allow public input There are few changes to the Agenda once published. Council meetings seem to drag on, however. Council seems to spend a lot of time on smaller issues and the runs out of time on bigger policy issues, or misses them entirely. (See # 4). Council also has to spend a lot of time with the vocal minority of citizens (i.e. John Frewing) to the detriment of broader issues. That is unfortunate, but probably unavoidable. By the time the meeting is underway things generally run smoothly. Getting agendas, items scheduled at the staff level is sometimes challenging. Great, well mannered usually. Some items are contentious on TV. 14. INTERGOVERNMENTAL RELATIONS COUNCIL : This is the weakest area of Council. It has been diligent about actively participating & advocating for our citizens. Many elected officials have told me that they did not feel that Tigard participated as much as the other cities. My experience is that Tigard council is regarded by others in the region as 'rednecks' and generally not involved. Some resolutions by Tigard City Council certainly appear this way i.e. complaints to Metro for their State-Mandated density requirements. As a result, Tigard views are not important regionally. Council has made great improvements in this area. Council still has a way to go but this Council is much better than any in recent memory. Tigard is an active player - I'm not sure about the impact or issues on boards or committees but I think council has a pretty good handle on how regarded issues impact the city overall. A __1I1"IN X711.1' l: Cut out the apparent need by some to talk simply to hear their own voice. More neighborhood-centered community meetings. These could be quite informal & informational in content. Make it a Council priority to get the City more actively involved in Wash. Co. & Metro agencies to get more $ for transportation projects, long term planning, etc Involve lots of people in decision making and listen to them Increase library hours Be more involved with and likewise involve citizen members and boards more interaction & input to Council Work harder to promote PAC's to support initiatives (i.e. Bull Mtn annexation) Host some joint city council/business open houses to develop new business gov't/citizen interaction and explore community needs & opportunities Each council member should write a short statement for Cityscape (not vetted by City staff or 'concurred in' by other council members or written by staff and not all appearing on one issue!) Giving their view on some important policy issue facing Tigard eg how to get transit service to high density developments on Tigard's periphery or how to deal with congestion on Hwy 99 or how to make Tigard more pedestrian friendly or how to relate to areas which someday may become annexed to Tigard (Metzger) or how to use the qualitative words of the development code to achieve Tigard's 'vision' or how to eliminate duplication of work/staff between Tigard and Wash Co law enforcement departments. I think City Council is doing a good job. Mayor Dirksen is showing good leadership. Gain public support for annexation policies before acting "Survey" is poorly written in my opinion, but I attempted to answer anyway. Have the council be more open to the wishes of the community where feasible Frankly I am extremely impressed with the results of policy development over the last 8 years I have been a resident of Tigard. The length of time it has taken to get a possible result (Urban renewal, street livability, library) has been worth it. Efficient, maybe not, effective, yes! Listen to its citizens & act with concern on the needs & cares of Tigard homeowners I would strongly encourage the Council to make sure committees are making progress. I am too busy to be serving and once we start making progress & turn items over to the City, things get bogged down for a very long period of time. It's extremely frustrating & discouraging. Develop the discipline to remain focused on policy and avoid the position of operational decisions. Ensure an atmosphere where staff articulates all options i.e. council on policy issues, council has adequate opportunity to discuss and assign each option then set a clear direction to staff whether unanimous or "agreeing or disagreeing" and support the majority consensus. Look forward, not back. More staff in library and police please! Council as a whole works very effectively, balancing the need to make decisions along with factoring in public opinion, pressures from regional partners and the bottom line for Tigard. Thank you for your hard work and take time out to remember all the good you are doing for our community. Let people know about accomplishments - continue to get the word out. Councilor Harding often works at odds with the rest of the council. My observation is that she rarely listens to staff or the other councilors. She has obviously made up her mind before hand on most issues and seems to not care about what others think or that she even has sufficient perspective on issues. It also seems that she likes playing to the audience instead of taking a stand that might be controversial. Agenda Item # / Meeting Date August 15, 2006 COUNCIL AGENDA ITEM SUMMARY City of Tigard, Oregon Issue/Agenda Title Second uarter Goal U date ~kth~ - Prepared By: Cathy Wheatley Dept Head Okay dlCity Mgr Okay(-r [ ISSUE BEFORE THE COUNCIL AND KEY FACTS Progress report on the Council goals for the second quarter of 2006 STAFF RECOMMENDATION Review the update. KEY FACTS AND INFORMATION SUMMARY Attached are brief summaries of the progress made on the goals developed by Council in January 2006. OTHER ALTERNATIVES CONSIDERED N/A. COUNCIL GOALS AND TIGARD BEYOND TOMORROW VISION STATEMENT Goals are identified throughout the document. ATTACHMENT LIST 1- Second Quarter Goal Update Report. FISCAL NOTES N/A iAadm\packel'06\060622\ais for 2nd quarter goal update.doc 2006 Quarterly Goal Update 1. Revise City of Tigard Comprehensive Plan • Complete draft by year end ,2nd Quarter Update: Cityscape article series continues • Webpage updated • Electronic NewsList established; electronic news update sent monthly Monthly meetings held with the Planning Commission • Phase I completed to Community Attitudes Survey completed in June; results presented to Council on June 20 and 27 Lo Issues and Values summary presented to Council July 18 ;Phase II: Inventory/data collection continues o Environmental Quality, Natural Resources data to be completed in summer j o Community; Public Facilities and Services topics begun o Internal Team established to coordinate efforts, data between departments 1-t Quarter U12date: A Senior Planner was hired in January to develop and lead the work program. The work program was reviewed by City Council and Planning Commission in February; Planning Commission is the project Steering Committee. The Public Involvement structure was reviewed by the Committee for Citizen Involvement and Planning Commission in February and March. Project launches (Phase I) in April: • Cityscape article series starts • Data collection on current conditions begins in April • Define Issues and Values 1. Review of previous surveys and Tigard Beyond Tomorrow 2. Proposals solicited for Community Attitudes Survey consultant; selection and contract to be finalized; survey occurs April-May. 2. Implement Downtown Plan • Implement catalyst projects including improvements to Burnham Street and identify and purchase land for a Downtown public gathering place. 2nd Quarter Update: Tigard Downtown Implementation Strategy • The Strategy addresses implementation of the Downtown Plan, its catalyst projects, and provides a three-year Action Plan and a one-year Work Program. A near-final version of the Downtown Implementation Strategy was completed, and reviewed by the CCAC, Executive Staff, Planning Staff, and City Council. Benchmarks. The Strategy has been endorsed by the CCAC and is recommended for approval by ;Council (CCDA) on July 11. Council Goal Update Streetscape Enhancement Program i• Concept designs for Burnham Street, Main Street, and Commercial Street West have been completed. Conceptual design work has been endorsed by the Streetscape Working Group and i presented to the City Council. A final report is due August '06. Benchmarks: Contract executed December '05. Contract to be completed: August '06. !Hall Boulevard Downtown Gateway • OTAK, Inc. has begun work to identify right of way for a potential gateway at Hall Boulevard/99W. Benchmarks: Specific design of gateway and pedestrian improvements is anticipated for December '06- 7-- Burnham Street Improvements • The Community Investment Program Budget has provided for engineering, right-of-way, and construction for Burnham Street over the next two fiscal years. l.Benchmarks.• Engineering design and right-of-way acquisition will occur FY 06-07 and construction i JFY 07-08. • The concept design for Burnham Street has been completed by OTAK, Inc. and accepted by the Streetscape Working Group and City Council. .Benchmarks: Began - December '05. Completion - April '06. Adoption of a final report is anticipated August '06. Fanno Creek Public Area • Negotiations for purchase of floodplain properties in the area of the proposed public gathering place continue. It is anticipated that the City will be successful in purchasing the Steven's Marine floodplain property and has arranged for property appraisal. Benchmarks: Anticipated completion of negotiations January 2007 • A Master Plan for Fanno Creek Park has been scheduled for FY 06-07. Funding has been j identified and the project has been included in the Community Investment Program budget for the fiscal year. Benchmarks: Completion of a Master Plan for Fanno Creek Park and the proposed Public Area is anticipated- for June 30, 2007. 1-1 Quarter Update: Streetscape Enhancement Program • Solicited RFP and entered into contract with OTAK, Inc. for a Comprehensive Streetscape Design contract. • Coordinated design and public involvement process for Streetscape Design in the Downtown (ongoing until completion July '06) Benchmarks Contract executed December '05. Contract to be completed: July '06. Hall Boulevard Downtown Gateway • Identified opportunity to provide design input with Washington County for the Hall Blvd/99W Intersection. • Amended Streetscape Contract to have OTAK, Inc. assist the City in identifying design modification including pedestrian improvements, landscaping and a potential Gateway. Benchmarks: Contract executed: March '06. Anticipated completion: November '06. Council Goal Update 2 Burnham St Improvements • Development of a Downtown Implementation Strategy to prioritize Catalyst Project, CIP Projects, and actions to undertake redevelopment. Benchmarks: Began Strategy: January '06. Completed (draft): March 15. Anticipated review by CCAC and City Council: April '06. • Prioritize work with Streetscape Consultant (OTAK, Inc.) to identify design options and build consensus for Burnham Street. Benchmark.r. Began: December '05. Anticipated completion time: April '06. • Identify funding sources and design/ construction schedule for Burnham Street for FY 06-07 Capital Improvement Project (CIP) Budget. Benchmarks. Began: December '05. Anticipated completion: May '06. Fanno Creek Public Area • Pursuing acquisition in FY 05-06 of floodplain properties in the area of the proposed public gathering place adjacent to Fanno Creek Park. Benchmark.r. Begin discussions with property owners: February '06 Anticipated completion of negotiations: June '06. • Prioritize the master planning of Fanno Creek Park and its connection to Downtown for FY 06-07 pending funding availability. Benchmarks. Proposed for Budget FY '06-07. Anticipated completion: June 30, '07. • Work to assure passage of the Urban Renewal Plan Ballot measure * *THIS GOAL IS DIRECTED TO CITY COUNCILORS, NOT CITY STAFF. STAFF CANNOT PROMOTE OR OPPOSE BALLOT MEASURES IN THE COURSE OF THEIR WORK. THE FOLLOWING ITEMS ARE EFFORTS THE STAFF HAS MADE TO PROVIDE IMPARTIAL, FACTUAL INFORMATION TO CITIZENS. 2nd Quarter Update: Urban Renewal Video, City Articles, City Website Update • The following projects were completed prior to the Urban Renewal Ballot Measure: production and release of a video about Downtown Tigard and Urban Renewal, articles on the Downtown and Urban Renewal in the Citycape publication, and update of the City's website to include sections j on the Downtown. The video was shown on public access television and placed on continuous _play in the library. Benchmarks: Articles placed in Cityscape monthly issues leading up to the Ballot Measure, complete of video three- to six-weeks prior to election date, City website updated two- to three-months prior' to election date. 1st Quarter Update: • Update the City's website to include section on Downtown, the Tigard Downtown Improvement Plan and Urban Renewal Benchmark.r. Started website update January '06. Anticipated completion: March 22, '06 • Coordinate the production of a video to convey ideas and information about the Tigard Downtown Improvement Plan, its formation and Urban Renewal Benchmarks.- Began video production December '05. Anticipated completion: March 30, '06. Council Goal Update 3 • Write features articles on the Downtown and Urban Renewal in the Cityscape publication. Benchmarks: Wrote articles for Cityscape publication on Downtown and Urban Renewal which were included in included February, March, April and May issues. • Identify and make changes to the Tigard Development Code needed to implement the Downtown Plan (e.g., zoning overlays, design standards) (2nd uarter Update: I• A work program was developed to research, develop, and adopt land use regulations and design guidelines for Downtown. j.Benchmarks: Program to go from June 21, 2006 to June 30, 2007. - - - 1st Quarter Update: • Prepare a work program to begin FY 06-07 to include 1) identifying preferred quality of development, 2) reviewing recommendations of the Tigard Downtown Improvement Plan, 3) devising new or modifying existing land use regulations, and 4) coordinating stakeholder involvement. Benchmarks: Anticipated time of completion: May 30, '06 • Complete work program tasks 1) identify desired quality of development 2) review recommendations of Tigard Downtown Improvement Plan. Benchmarks: Anticipated completion: June 30, `06 • Apply for a TGM Code Assistance Grant to provide consultant assistance in accomplishing the work program. Benchmarks.- Anticipated completion of grant proposal: May 30, '06 2. Improve 99W Corridor • Complete Transportation Growth Management (TGM) Corridor Study 2nd Quarter Update i - The study will evaluate various alternatives alleviating traffic congestion on the highway between Durham Roadl and Interstate 5. The intent of the study is to address current traffic deficiencies, present design alternatives and; propose strategies that would provide for effective traffic circulation, connectivity and operational improvements to the highway and its corridor. The study will: • provide a plan for management of the corridor • produce a package of projects (both large and small) that can be implemented over a period of years as funding sources are identified and designated for these projects • identify and evaluate opportunities for land use changes to help achieve project objectives. • Recommend comprehensive plan and zoning code amendments to allow new market-supported uses that reduce vehicle trip demand • Suggest site design requirements to promote alternative modes and reduce congestion. umnt Status: The OTAK-DKS consultant team with Randy McCourt of DKS as the team project manager ;has been selected to perform the study. The detailed scope of work with Intergovernmental Agreement (IGA) !has been submitted to the Oregon Department of Transportation headquarters in Salem for review and approval. That process has been exceeding slow. To ensure that the IGA can be promptly approved once it is submitted to the City, Council approved the draft IGA at the June 27, 2006 meeting and authorized the City Manager to execute the documents upon submittal to the City. The Citizen Advisory Committee to guide the !preparation of the plan is being-formed and is expected to be appointed by Council in early October 2006. The Council Goal Update 4 ,actual work to develop the plan is now expected to begin by late August 2006 and should be completed within 12 months after notice to proceed. 1st Quarter Update: The City staff has been working with ODOT to develop a detailed statement of work for the Highway 99W Corridor Improvement and Management Plan. The statement of work has been completed and the selection of the consultant to perform the work will be conducted during the next few weeks. The actual work to develop the plan is expected to begin by June 1, 2006. The duration of the study is up to 13 months after notice to proceed. • Continue Greenburg Road intersection project 1Ynd Quarter Update: ~An alternatives analysis was conducted to examine circulation issues and impacts of various alternatives aimedi at improving performance at the Greenburg Road/Highway 99W/Main Street intersection. The current level lof service on Greenburg Road at Highway 99W is extremely poor especially in the afternoon peak travel hoursi with vehicles waiting through multiple traffic cycles to clear the intersection. In addition, forecasts for Highway! 99W along this area show it is well over capacity in future demand. f Current Status: The alternatives analysis to determine an optimum solution for the Main Street/Greenburg Road/Highway 99W intersection was presented to City Council at the April 18, 2006 workshop meeting and further discussed at the May 16, 2006 meeting. Council provided direction for staff to further explore the recommended improvements to the intersection. A concept design with cost estimate was prepared and submitted to the Transportation Financing Strategies Task Force for comment. The Task Force consensus is that the recommended improvements in the study should be constructed to complement the Hall Boulevard/Highway 99W Intersection Improvements. The Task Force will recommend the establishment of a local gas tax at the August 8, 2006 Council meeting and will further recommend that the proposed improvements to the Greenburg Road/Highway 99W/Main Street intersection be designated as the initial project for implementation. Council direction will be requested for the Task Force to work with City staff in the development of an ordinance to establish the local gas tax so that the proposed project can be initiated and constructed as soon as possible for improved traffic flow through the two adjacent intersections. 1st Quarter Update: An alternatives analysis was conducted to examine circulation issues and impacts of various alternatives aimed at improving performance at the Greenburg Road/Highway 99W/Main Street intersection. A draft report has been prepared, which will be presented to Council at the April 18, 2006 workshop meeting. The draft report has been provided to the Transportation Financing Strategies Task Force. • Continue Hall Boulevard intersection project 2nd Quarter Update: This project adds capacity to the Hall Boulevard/Highway 99W intersection. It is funded through Washington County's MSTIP 3 (Major Streets Transportation Improvement Program). Current Status: The project design has begun but is progressing at a relatively slow pace as the County staff discusses several major issues with ODOT. Some of these issues include the extent of the access management plan required, design exceptions needed to allow for the expansion without having to reconstruct and widen [the entire street, storm drainage runoff disposal issues, and others. The County is seeking to have this project-' Council Goal Update 5 declared as an interim improvement to reduce the requirements for additional studies and other process- ~oriented submittals that represent significant cost but do not actually go into physical improvements on the 'ground. The project is still scheduled to begin construction in 2007, but that could change if the right-of-way acquisition is delayed sufficiently to require significant adjustment of the currently projected schedule. 1st Quarter Update: The project is entering into the design phase with construction expected to begin in spring 2007. The design work and right-of-way acquisition for the intersection widening will be ongoing during the next 12 to 18 months. Because the intersection is a major portal into the Tigard downtown area, the City will be working closely with the Oregon Department of Transportation (ODOT) and Washington County to ensure that the project complements and supports the Downtown Improvement Plan. OTAK, the Downtown Streetscape Design Consultant for the City, will be preparing conceptual designs to enhance pedestrian movement at this portal. Those design elements will be provided to the County and ODOT for possible incorporation into the design and construction of the intersection project. Other Important Goals for 2006 Improve Communication and Relationship with Citizens • Implement the new neighborhood program throughout the City 2nd Quarter Update: - In May, staff held open houses in Pilot Areas 4 and 8 to introduce the program concept to citizens and I get feedback. Approximately 20 citizens signed up to get more involved in developing the program structure. Outreach events in Pilot Area 1 were scheduled for the summer. In addition, staff will work with the Committee for Citizen Involvement (CCI) and interested citizens to develop the proposed program structure over the summer-- 1st Quarter Update: The Neighborhood Program moved forward as Liz met with the School Board in January, and has met with and scheduled meetings with the Parent-Student Organizations (PSO) in the three pilot areas in March. • Conduct a city-wide scientific survey/report card on City services 2nd Quarter Update: Community Attitudes Survey completed in June; results presented to Council on June 20 and 27. 1st Quarter Update: The City has chosen Riley Research to prepare and conduct a comprehensive, scientific community survey to get better information about citizen concerns. This first survey, to be conducted the week of May 14, 2006, will help to guide the City's efforts to update its Comprehensive Plan, but will also form a baseline for biennial surveys to help us gage our progress at meeting citizen needs. • Connect Council with students in schools • Consider Opportunities for Major Greenspaces Purchases • Purchase first-refusal options • Explore School District property exchange Council Goal Update 6 i~&arter Update• The City, since the last quarterly goal report, has acquired three parcels of land totaling 8.3 acres. Two sites will be used to house a water reservoir and an active park, and the third site is a 1-acre greenway !space. i !Currently, eleven properties, totaling 71.9 acres, continue to be evaluated and negotiations with property owners are underway. The properties are broken down into the following categories: Number of j Proposed Use Total Properties j Acres 4 Active Park Sites 6.5 5 j Greenwa Sites 25.2 L 2 [Mixed Active Park/Greenway Sites, 1 40.2 i The City and the School District continue to work together to identify a mechanism/process which will ensure a significant portion of the Fowler School site remains in public ownership. i Quarter 1 Update: The Park and Recreation Advisory Board conducted a comprehensive land acquisition process that evaluated properties in and around the Tigard community. The Fowler School property was identified as high priority by the Board. The Advisory Boards goal is to preserve and protect the Fowler School greenway property as well as the developable, upland property. Currently there are fourteen (14) properties being evaluated (seven (7) greenway properties totaling 36.97 acres, and seven (7) "active" park properties totaling 14.3 acres). Appraisals and Level One Environmental Reports are being ordered, and negotiations continue with owners. The City and the School District are currently working collaboratively to identify a mechanism(s)/ process that will ensure that the entire Fowler School site will remain in public ownership. It is anticipated that eventually, an Intergovernmental Agreement will be created that will enable this to happen. The School Board is conducting a process aimed at identifying surplus property within the District. Fowler School will be discussed at a meeting to be held in April. City staff will be at that meeting. Metro is conducting a land acquisition bond measure in November 2006. A portion of the bond measure is dedicated to local share distribution. • Clarify City's Position on the Provision of Urban Services to Unincorporated Areas and in the Best Interests of the Citizens of Tigard 2nd Quarter Update: • Implemented termination of Urban Services Intergovernmental Agreement prior to effective date L_of July 20, 2006. Council Goal Update 7 1St Quarter Update: At the meeting on March 28, 2006, the City Council decided to terminate the Urban Services Intergovernmental Agreement with Washington County whereby the City provided building permits and inspections and development services to the unincorporated portions of Bull Mountain. It is important to note that the termination of the development services intergovernmental agreement does not indicate a change in the City's long stated policy and the underlying Urban Services Agreement with Washington County and other urban services provider to be the ultimate provider of services to the Bull Mountain area. The City will continue to annex land within that area as property owners request annexation and as allowed by law. • Secure Long-Range Water Source(s) r2nd Quarter UPdate: This quarter work progresses on the Lake Oswego /Tigard analysis of the potential expansion of Lake l~Oswego's water rights and treatment plant modifications. Draft white papers, on several topics covered in the study, will be available soon. i The Tigard City Council also entered into a partnership with the Tualatin Valley Water District to develop the right-of-way and easements for the north/south regional water transmission main. This key pipeline will! connect all the major Westside water sources. i The draft environmental impact statement for the Hagg Lake dam raise project is due next quarter. The Council will need to consider whether to continue its participation in the project; the next phase of the project involves a commitment to fund the improvements. 18t Quarter Update: The City continued participation in the Hagg Lake expansion study. Council will need to decide during the 3rd quarter if we wish to continue into the construction process. Secured a joint funding agreement with Lake Oswego for addition evaluation of a joint project. Continued participation in the Willamette River Water coalition to protect and develop our water rights. Successfully negotiated a shorter term contract with Portland to provide transition to an alternate source(s). • Stabilize Financial Picture • Review Financial Strategy Task Force recommendations Take appropriate action to control costs 12na Quarter Update: (April -June 2006) Significant Work Elements Lo Accomplishments During the Quarter • Worked with Finance Administration on the Budget Committee meetings and final j adoption of the FY 2006-07 Budget. ■ Completed RFP process for new coffee bar vendor and TV Van. IN Scheduled upgrade of the City's financial software to the most recent version (6.05). Councdl Goal Update 8 ■ Initiated the conversion to a new procurement card processing software. ■ Initiated year-end closing procedures for FY 2005-06. ■ Began working with Public Works staff on a cost study of certain activities in the Street Maintenance Program. 1■ Completed preliminary work with the outside auditing firm for FY 2005-06 audit. ■ Finance Director initiated a business process review of the City's purchasing/acquisition process and procedures. ~o Issues During the Quarter (i.e. change in project scope, delays encountered, timelines advanced, problems encountered): ■ No significant issues. Performance Measurements (Update Measures from Budget Document) o Workload Indicators. L Measure _ 111 Quarter 2"d Quarter ( 3,d Quarter 4,h Quarter Plan j Actual Plan i Actual f ' Plan Actual Plan Actual Payroll Check Processed 1,738 1,773 1,808 2,081 1,532 1,771 1,822 2,085 Accounts P6 le Check - ! 1,326 1,153 1 1,375 1,291 , 1,370 1,176 1,429 1,289 'Check Bequests/Invoices Pro cessed - 1.1 3,944 ; 3,621 4,125 j , 3,329 3,762 3,097 4,669 3,850 Nurrrber of WaterAaauntslJ 17,040 17,115 17,060 } 17,206 I 17,105 17,328 17,150 17,432 j ~NumGer of Utility Bills Sent' i 25,283 , f 26,257 I 28,524 29,447 27,227 i 28,334 27,011 28,471 1 Number of Meters Sold j 1 60 ! 93 35 91 45 124 60 121 UB Online Registered Users j ( } 2,700 2,847 2,750 3,059 2,790 3,311 2,830 3,518 UB Online Number of 950/ 1,112/ L1,000/ 1,205 1,100/ 1,3431 1,150 1,360 Transactions/Dollars $71,250 _ J $111,084 $75,000 $142,848 _ $82,500 L122m902 _ /$86,250 1$112,541 - J~ Number of Purchasing Card Transactions _ L_ 550 778 f _ 570 L 771 L 600 747 L _ 630 i 846 _I Number of Purchase Orders Processed 144 93 94 67 117 68 95 62 SiZe of Investment Pool I ~(LGIP and 3 d Party) _ j 1$46.5 Million j $45.1 $50.0 $52.0 $48.5 $52.6 j $46.0 $50.6 Million Million Million Million Million Million Million I Council Goal Update 9 o Effectiveness Measures Measure lgt Quarter 2nd Quarter 31i uartcr 4th uartcr Plan Actual Plan Actual I Plan Actual Plan Actual Return on City Investment Pook LGIP 3.0% Average: 3.0% Average: 3.0% Average: 3.0% 4.01% '31d Party 3.5% L 3.34% 3.5% 3.53% 3.5% 4.12% 3.5% 3.69% ; Financial Reports are ; 'Accurate and Prepared and 10th of 1311, to j 101b of 61h to 10th 101h of All 10th 10Th of All 101h Released on Time - Target of Each 19th Each Each except Each except April, Month July, the 10h of Each Month Month {Month Month - released on released on! 4/12 7/12 I % of Council and ! ! j Departmental Requests for 100% - 100% 100%_' li 100% 100% 1 100% 100% 100% I formationlAnaysrs are Responded to Within 1 tr/eek, /o Released on Time Ratio of Cunent Water Billings 60 Days Past Due to Total Billed Less Than 2.09% I Less Than' Less Than . L1.57% Less Than 2.22%J 1% I 1% - - 1% 1% Number of Departments I - i - - J I'I I Rating Financial Operations L _-7 L -7 L _ _ 7 _ ._1 L--- -7 [7 7 Division Services as Good or Excellent jPayroI1Processing I j Distribution, and Reporting 100%- L 100% _i L 100% 100% 100% J 100% L 100% f 100% is Prepared and Released on - - - - - - - Time /o Released on Time Receive GFOA Axard - I 1 I Comprehensive Annual LRecaved I Received LNL/A N/A L N/A ~NIA N/A Finaueial Report L I { 1st Quarter Update: At the end of last year's budget process, the City Council appointed a task force made up of citizen members of the City's Budget Committee plus representatives of each of the City's other boards and committees. This citizen task force met over an 8 month period to review the City's financial situation. They concluded that the City's financial affairs are well managed and that the City is not providing any unnecessary services. They recommended that the City contract for outside performance audits to review selected city services and to develop recommendations for improvements. The 2006-07 proposed budget includes a request for $75,000 to pay for up to two performance audits to accomplish these purposes. The task force also recommended that the City continue its past practice of making sure that all fees and charges are kept current and recover the full cost of providing services for which they are charged. The City will continue with this practice by reviewing all fees and charges annually as required by City Code. Council Goal Update 10 Agenda Item # Meeting Date August 15, 2006 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title Revision to Council Groundrules Q' h Prepared By: Cath Wheatle Dept Head Approval: 15 City Mgr Approval: /-P 40 ISSUE BEFORE THE COUNCIL Should the City Council adopt a change to the Council Groundrules regarding the Consent Agenda? STAFF RECOMMENDATION Adopt the proposed resolution memorializing the change to the City Council Groundrules as discussed by the City Council on July 11, 2006. KEY FACTS AND INFORMATION SUMMARY • Council discussed the Council Groundrules on July 11, 2006. • The following wording was proposed for consideration as an addition to the City Council Groundrules: Council members should attempt to give at least 24 hours' notice, by advising the City Manager and the City Recorder of a request to remove a Consent Agenda item for separate discussion. OTHER ALTERNATIVES CONSIDERED Make additional revisions to the City Council Groundrules. COUNCIL GOALS AND TIGARD BEYOND TOMORROW VISION STATEMENT N/A ATTACHMENT LIST Proposed Resolution FISCAL NOTES N/A iAadm\packeV06\060822\aounci1 0roundmIes - ais.doc CITY OF TIGARD, OREGON TIGARD CITY COUNCIL RESOLUTION NO.06-5 A RESOLUTION AMENDING THE COUNCIL GROUNDRULES (EXHIBIT A) AND SUPERSEDING RESOLUTION NO. 04-83 WHEREAS, the Council periodically reviews Council Groundrules; and WHEREAS, on July 11, 2006, the City Council discussed its goundrules whereby support was expressed to add a statement to the Groundrules: "Council members should attempt to give at least 24 hours' notice, by advising the City Manager and the City Recorder of a request to remove a Consent Agenda item for separate discussion." NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that SECTION 1: The City Council hereby revises the Council Groundrules as described in the attached Exhibit A, Page 6, with the following wording shown in the Council Agenda and Packet Information section: • Council members should attempt to give at least 24 hours' notice, by advising the City Manager and the City Recorder of a request to remove a Consent Agenda item for separate discussion. SECTION 2: The attached City Council Groundrules supersede the City Council Groundrules adopted by Resolution No. 04-83. SECTION 3: This resolution is effective 'immediately upon passage. €-~-c PASSED: This day o 2006. f Mayor - ity of Tigard ATTEST: City Recorder - City of Tigard hadm\packel'M080822%council 0mundmles - mw1ution.doc RESOLUTION NO. 06 - l Page 1 EXHIBIT A Resolution No. 06,61 CITY COUNCIL GROUNDRULES AND AGENDA PROCESS The following information is intended to assist with preparation for and the conduct of City Council meetings. The City Charter, Article IV, Section 13, contains regulations that govern Council meetings. The Groundrules describe the process followed by Council in scheduling and conducting meetings. Council/Mayor Roles • The Mayor, or in the absence of the Mayor, the Council President, shall be the Presiding Officer at all meetings. The Presiding Officer shall conduct all meetings, preserve order, enforce the rules of the Council and determine the order and length of discussion on any matter before the Council, subject to these rules. The Presiding Officer may move, second, debate and vote and shall not be deprived of any of the rights and privileges of a Councilor. The Presiding Officer shall sign all ordinances, resolutions, contracts and other documents, except where authority to sign certain contracts and other documents has been delegated to the City Manager and all documents shall be attested to by the City Recorder. The Mayor shall appoint the committees provided by the Rules of Council. • In all other actions, decisions and other matters relating to the conduct of business of the City, the Mayor or President shall have no more or less authority than any other Council member. For the purposes of this written procedure any reference to the Council (unless otherwise specifically noted to the contrary) will include the Mayor, President and Council members. Conduct of City Meetings • Council will meet at least once a month. Regularly scheduled meetings shall be on the second, third, and fourth Tuesdays of each month. • The Council meetings on the second and fourth Tuesdays are "Business" meetings; the Council meetings on the third Tuesday of the month are "Workshop" meetings unless otherwise designated by the City Council. • Unless specifically noted otherwise, the meetings of Council shall begin at 6:30 p.m. at the established place of meeting. On the second and fourth Tuesdays the meetings will begin with a Study Session following by the Business meeting. On the third Tuesday, the Workshop meeting will begin at 6:30 p.m. 1 • Roll Call/Voting Order: The roll shall be called in alphabetical order by last name. At each succeeding meeting at which a roll call vote is taken, the council person who voted last during the previous meeting, shall vote first and the Council person who voted first during the preceding meeting shall vote second and so on in a rotating fashion. It is the intent that the voting order remain fixed for each meeting and that a different Council person shall vote last during each separate meeting for the duration of the meeting. • Charter Section 19 provides that'the concurrence of a majority of the members of the Council present and voting, when a quorum of the Council is present, at a Council meeting shall be necessary to decide any question before the Council.' A Council member who abstains or passes shall be considered present for determining whether a quorum exists, but shall not be counted as voting. Therefore, abstentions and 'passes' shall not be counted in the total vote and only votes in favor of or against a measure shall be counted in determining whether a measure receives a majority. • The Chair, or other members if the Chair fails to remember, shall call for a Point of Order at or around 9:30 p.m. to review remaining items on the agenda with the Council. The Council may reset or reschedule those items, which it feels may not be reached prior to the regular time of adjournment. • The Council's goal is to adjourn prior to 10 p. m. unless extended by majority consent of all Council members then present. If not continued by majority consent, then the meeting shall be adjourned to either the next scheduled meeting or the meeting shall be continued to a special meeting on another date. • Definitions - Meeting Types, Study Sessions and Executive Sessions: > BUSINESS MEETINGS: Business meetings are regular meetings where Council may deliberate toward a final decision on an agenda item including consideration of ordinances, resolutions & conducting public hearings. Business meetings are open to the public. The regularly scheduled business meetings are televised. Business meetings are generally scheduled to begin at 7:30 p.m. with a study session preceding the Business Meeting at 6:30 p.m. Study Sessions are a workshop-type of meeting (see definition below) which also provide an opportunity for the Council to review the business 2 meeting agenda and to ask questions for clarification on issues or on process. Study Sessions are open to the public. All Council meetings are open to the public with the exception of Executive Sessions. Executive Sessions can be called under certain circumstances and topics are limited to those defined by ORS 192.660. The "Citizen Communication" portion of the agenda is a regular feature on the Council Business meetings. This item will be placed near the beginning of the Council Agenda to give citizens a chance to introduce a topic to the City Council. Citizen Communications are limited to two minutes in length and must be directed to topics that are not on the Council Agenda for that meeting. At the conclusion of the Citizen Communication period, either the Mayor, a Council member or staff member will comment what, if any, follow-up action will be taken to respond to each issue. At the beginning of Citizen Communication at the next business meeting, staff will update the Council and community on the review of the issue(s), the action taken to address the issue, and a statement of what additional action is planned. Council may decide to refer an issue to staff and/or schedule the topic for a later Council meeting. > WORKSHOP MEETING: Workshop meetings are regular meetings where Council reviews and discusses agenda topics with no intent of deliberating toward a final decision during the meeting. Workshop meetings are not currently scheduled to be televised but are open to the public. Workshop agenda items are generally topics which Council is receiving preliminary information on and providing direction for further staff analysis and information gathering for a later business meeting. Workshop topics may also include discussions with standing boards and committees, as well as other governmental units. Appropriate topics for Workshop meetings include: Introduce a Topic: Staff will bring up new items to determine whether Council wants to entertain further discussion and whether to schedule the topic as an item on a future agenda. Educational Meetings: Council will review research information presented by staff, consultants, or task forces - usually as a process check; i.e., is the issue on the right "track"? 3 Meet with individuals from City boards and committees or other jurisdictions to discuss items of common interest (examples: other Councils, the School District, and other officials). Administrative Updates: Items such as calendar information, scheduling preferences, process checks. > STUDY SESSIONS: Study Sessions precede or follow a Business Meeting or Workshop Meeting. As stated above, they are conducted in a Workshop-type setting to provide an opportunity for Council to review the Business Meeting Agenda and to ask questions for clarification on issues or on process. Information is also shared on items that are time sensitive. During Study Sessions, any Council member may call for a Point of Order whenever he or she wishes to stop the "discussion" because he or she feels that it is more appropriate for the City Council to discuss the matter during the Council meeting. If a Point of Order is raised, the City Council will discuss the Point of Order and determine whether the "discussion" should continue on or be held during the Council meeting. The decision on whether to continue the "discussion" or not shall be determined by the majority consensus of the Council members present. If Council discusses a Council Agenda Topic in a Study Session prior to that Council meeting, either the Presiding Officer or City Manager will briefly state at the introduction of the Agenda Topic, the fact that Council discussed the topic in the Study Session and mention the key points of the discussion. > EXECUTIVE SESSIONS: Meetings conducted by the Council, City Manager, and appropriate staff for deliberation on certain matters in a setting closed to the public. Executive Sessions may be held during a regular, special or emergency meeting after the Presiding Officer has identified the ORS authorization for holding the Executive Session. Among the permitted topics are employment of a public officer, deliberations with the persons designated by the Council to carry on labor negotiations, deliberations with persons designated to negotiate real property transactions, and to consult with legal counsel regarding current litigation or litigation likely to be filed. Policy Regarding Interrelationships Between the City Council and Its Appointed Commissions. Boards or Committees (hereinafter referred to as `Boards"). The Council shall follow the Procedure for Recruitment and Appointments to Boards and Committees established in Resolution No. 95-60. 4 • Appointments to any committees not covered by Resolution No. 95-60 shall be made following the procedure provided within the Resolution or Ordinance, which created the committee. • Appointments to intergovernmental committees shall be made by Council Action. • Appointments of Council members to internal City committees as the Council Liaison shall be made by the City Council. • It is Council policy to make known to the public, by notice in the Cityscape, of the occurrence of vacancies on City boards for the purpose of informing persons who may be interested in appointment. • Council will entertain regular representation by persons outside the City on those boards, which provide for such non-city membership. • The Mayor and one Council member will serve on the Mayor's Appointment Advisory Committee for the purpose of interviewing and recommending potential board members. Council members will serve on this Committee with the Mayor on a rotated basis for a term of six months. Terms shall begin January 1 and July 1. Communications Between City Councilors, City Manager and Staff • Councilors are encouraged to maintain open communications with the City Manager, both as a group and individually in one-on-one sessions. • Councilors are encouraged to direct inquiries through the City Manager, giving as much information as possible to ensure a thorough response. • In the absence of the City Manager, Councilors are encouraged to contact the Assistant to the City Manager. In the absence of both the City Manager and the Assistant to the City Manager, Councilors are encouraged to contact the Department Head, realizing that the Department Head will discuss any such inquiries with the City Manager. • Contacts below the Department Head are discouraged due to the possible disruption of work, confusion on priorities, and limited scope of response. 5 Council Agendas and Packet Information • The City Manager will schedule agenda items while attempting to maintain balanced agendas to allow for discussion of topics while meeting the established 10 p.m. adjournment time. • The City Manager will schedule items allowing time for staff research and the agenda cycle deadlines. • The agenda cycle calls for submittal of items 10 days in advance of a Council meeting. Add-ons are to be minimized, as well as handouts distributed at the start of meetings, except Executive Sessions. • Councilors and staff will prepare in advance of public meetings and issues should be presented fully in packets. • Council is supportive of the role staff should play in offering professional recommendations. Staff is aware of Council's right to make final decisions after considering the staff recommendation, public input, the record and Council deliberation on the matter. • Council members should attempt to give at least 24 hours' notice, by advising the City Manager and the City Recorder of a request to remove a Consent Agenda item for separate discussion. Communications Among Councilors • Councilors are encouraged to suggest agenda topics at the bench or to contact the City Manager about scheduling an item into the Tentative Agenda. • Add-on Agenda items should be brought up at the start of the meeting and generally considered only if continuing to a later agenda is not appropriate. • Requests for legislative action of Council may be initiated by an individual Council member during a Council meeting. The City Manager will respond to the request consistent with resources and priorities, or refer the question of scheduling to Council as a whole. 6 Communications with Community/General Public • Councilors and the General Public are reminded of the Agenda cycle and cut-off dates. Administrative staff is available to explain how public issues are handled and how citizen input may be accomplished. • "Official" communication should come through City Hall and be provided by the City Manager. Direct submittal or inquiries to the Council or individual Councilors should be referred to the City Manager or Councilors may ask the City Manager to look into an issue. • Official "press releases" are encouraged, both to assure accurate reporting and to advise Council and Staff of the official position communicated to the press. Press releases are through the City Manager's Office. General • Councilors are always Councilors in the eyes of the Administration, never simply private citizens. Thus, Councilors are always treated by Administration as Council members. • Information that "affects" the Council should go to Council. The City Manager is to decide on "gray areas," but too much information is preferable to too little. • Budget cuts or increases are policy decisions. Budgets will not be cut "piece meal" or "across the board," but rather should be made in service or program areas, giving staff full opportunity to provide data clearly defining the anticipated impact of the action. • It is the policy of the Council that if Councilors are contacted regarding labor relations during labor negotiations or conflict resolution proceedings, then Councilors have no comment. • Councilors and the City Manager agree to report and discuss any contact, which might affect labor relations with the entire Council in Executive Session. • The Council Groundrules will be submitted for review by Council each year either in the July or August Workshop Meeting. The Groundrules can be reviewed and revised at any other time in the year when a specific issue or issues are identified requiring action prior to the established review period. i:%adm~cMhylcouncil%gmridmil %countlhules.e".mvised 2M.dw 7 Agenda Item No. oZ Meeting of g, I ti D(p COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title Appointment of Dan Pelissier to the Building Appeals Board Prepared By. Gary Lampella Dept Head Approval: City Mgr Approvah ISSUE BEFORE THE COUNCIL Shall Council approve the appointment of Dan Pelissier to the Building Appeals Board? STAFF RECOMMENDATION Staff recommends that Council appoint Dan Pelissier to fill the vacant General Contractor position on the Building Appeals Board. KEY FACTS AND INFORMATION SUMMARY On March 6, 2006 Council interviewed applicants for all seven positions on the Building Appeals Board. All but the general contractor positions were filled and subsequently appointed by Council on March 28, 2006. The City further advertised for the vacant general contractor position and Dan Pelissier was interviewed by the Mayor's Appointments Advisory Committee on July 27, 2006. He was successful in the interview and was recommended to fill this position. OTHER ALTERNATIVES CONSIDERED None COUNCIL GOALS AND TIGARD BEYOND TOMORROW VISION STATEMENT Community Character & Quality of Life, Volunteerism Goal # 1: City will maximize the effectiveness of the volunteer spirit to accomplish the greatest good for our community. ATTACHMENT LIST Attachment 1: Proposed resolution appointing Dan Pelissier to the Building Appeals Board FISCAL NOTES There is no budgetary impact for the Building Appeals Board. QTY OF TIGARD, OREGON RESOLUMON NO.06-~:) A RESOLUTION OF THE TIGARD QTY COUNCIL APPOINTING DAN PELISSIER TO THE TIGARD BUILDING APPEALS BOARD V AREAS, on March 28, 2006, the G.aty Council appointed 6 members to the 7-member Tigard Building Appeals Board; and WHEREAS, the general contractor position to the Tigard Building Appeals Board was not filled on March 28, 2006; and WHEREAS, the City advertised for the vacant general contractor position; and WI-IEREAS, the Mayor's Appointments Advisory Committee interviewed Dan Pelissier on July 27, 2006, and recommends his appointment to fill the vacant general contractor position. NOW, THEREFORE, BE IT RESOLVED by the Tigard Qty Council that: SECTION 1: Dan Pelissier is appointed to the Building Appeals Board as the general contractor member. SECTION 2: This term shall expire on April 1, 2008. SECTION 3: This resolution is effective immediately upon passage. PASSED: This l~ day of 2006. Mayor City of Tig ATTEST: City Recorder - Qty of Tigard RESOLUTION NO. 06 Page 1 Agenda Item No. q, 3 Meeting of Q(D COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title A Resolution Approving Budget Amendment #4 to the FY 2006-07 Budget to Increase Appropriations in the Gas Tax Capital Projects Budget within the Community Investment Program for Additional Funding for the Hall Boulevard Sidewalk Project. rr Prepared By: Michelle Wareing Dept Head Approval: lJ City Mgr Approval: G l.~ ISSUE BEFORE THE COUNCIL Shall the City Council approve Budget Amendment #4 to increase appropriations in the Gas Tax Capital Projects budget for additional funding for the Hall Boulevard sidewalk project? STAFF RECOMMENDATION Staff recommends approval of Budget Amendment #4. KEY FACTS AND INFORMATION SUMMARY The Hall Boulevard Sidewalk total project cost was originally projected to be $286,725 and was to be funded with a Community Development Block Grant (CDBG) of $136,725 and Gas Tax revenues of $150,000. During the budget process, only the Gas Tax portion of $150,000 was appropriated for the total project cost. However, it should be noted that the CDBG grant revenue was included in the budget. Bids have been received for the project and it was recommended by staff that the bids be rejected at the August 8, 2006 Council meeting. However, staff plans to re-bid the project in 2007 and is requesting that a budget amendment be done now so adequate funding is available for the project. This budget amendment will transfer $150,000 from the Gas Tax Fund contingency to the Gas Tax Capital Projects budget. The total amount of appropriations for the Hall Boulevard Sidewalk project will be $300,000 after the budget amendment. OTHER ALTERNATIVES CONSIDERED Do not approve Budget Amendment #4. The Gas Tax Capital Projects budget may or may not be overspent. COUNCIL GOALS AND TIGARD BEYOND TOMORROW VISION STATEMENT None ATTACHMENT LIST Resolution including Attachment A. Memo from Vannie Nguyen to Gus Duenas. FISCAL. NOTES This resolution transfers $150,000 from the Gas Tax Fund Contingency to the Gas Tax Capital Projects budget for the additional funding for the Hall Boulevard sidewalk project. a council mail councilmail Budget Amendment Clarification Pagel From: Michelle Wareing To: Craig Dirksen; Nick wilson; Sally Harding; Sydney sherwood; Tom Woodruff Date: Mon, Aug 14, 2006 9:35 AM Subject: Budget Amendment Clarification Hello Everyone, The Mayor called this morning asking for clarification on the funding sources for the two budget amendments scheduled for the August 15th meeting. Budget Amendment #4 will increase appropriations for the Hall Blvd Sidewalk (Spruce St to 850' South) from $150,000 to $300,000. This project is being funded by Gas Tax revenues (State and County) and a CDBG Grant. The CDBG grant revenues were included in the budget; however, the original project expenditure request was only for the portion to be funded by the Gas Tax revenues. Oregon Budget Law sets how budget amendments are done. Either you can recognize certain new revenues to offset the additional expenditure or you transfer "dollars" out of contingency to the expenditure section. Since we already included the grant revenue in the budget, we need to transfer "dollars" out of contingency to increase appropriations. So in short, there are two revenue sources that will actually pay for the project, a CDBG grant in the amount of $136,725 and Gas Tax revenues of $163,275. Budget Amendment #5 will increase appropriations for the Tualatin River/Cook Park Trail from the butterfly garden to bridge from $97,530 to $125,530. There are multiple funding sources for this project. The current cost of $97,530 was to be paid for with an Oregon Parks and Recreation Grant of $42,415, Park SDCs of $32,598, and non-SDC revenues (remaining dollars from the Metro Greenspace and Park Levy Improvement funds) of $22,432. The additional $28,000 will be funded budgetarily through a transfer out of the Parks Capital contingency to Parks Capital projects. The actual revenues behind the $28,000 are the non-SDC revenues in the Parks Capital Fund (those remaining dollars from the Metro Greenspace and Park Levy Improvement funds) of about $22,000 and Park SDC revenues of about $6,000. Please remember that per the City's Park SDC methodology, only 22% of a trail project cost can be funded by Park System Development Charges, the rest of the cost must be funded by some non-SDC revenue, which can include grants, transfers from the General Fund, etc. However, no General Fund dollars will be used for this project. Please also note that it is projected that those remaining dollars from the Metro Greenspace and Park Levy Improvement funds will be exhausted by the end of FY 2006-07. After those funds are depleted, the only primary non-SDC revenue sources available for Park projects will be grants and General Fund dollars. Michelle Wareing Management Analyst City of Tigard (503) 639-4171 michelle@tigard-or.gov CC: Liz Newton MEMORANDUM • , TO: Agustin P. Duenas, P.E. City Engineer FROM: Vannie Nguyen Vn/ RE: Budget Amendment Request for Hall Boulevard Sidewalk & Tualatin River Trail DATE: July 27, 2006 This is to request that the FY 2006-07 CIP Budget be amended to increase the current Gas Tax Fund appropriation of $150,000 to $300,000 for the Hall Boulevard Sidewalk project and to provide an additional amount of $28,000 from the Parks SDC Fund and non-SDC Fund for the Tualatin River Trail project. I request that the budget amendment be submitted to Council for approval in the meeting of August 22, 2006. The reasons for the request are as follows: 1. Hall Boulevard Sidewalk: This project will perform an essential community improvement in Tigard by installing sidewalk on Hall Boulevard from Spruce Street to 850 feet south. As stated in the FY 2006-07 CIP, the Hall Boulevard Sidewalk project has been approved for the Community Block Grant (CDBG) funding in the amount of $136,725 with local matching funds of $150,000 coming from the Gas Tax Fund for the total of $286,725. We had requested $150,000 in local matching funds plus the grant amount. However, only $150,000 was carried forth to the approved budget. In addition to the inaccurate indication of the budgeted amount, the bid received at the bid opening on July 25, 2006 for the project and other bids submitted at different bid openings indicate construction costs for public improvement projects have increased significantly. Council has been advised to reject the bid in the Council meeting of August 8, 2006. In order to re-bid the project in 2007, I request that the project funding allocation of $150,000 be amended to $300,000 to cover the anticipated increase in construction cost and to provide the full amount needed to construct the project. Of the amount, the City will be reimbursed by CDBG $136,725 upon completion of the project. The local matching amount to be contributed by the City is therefore $163,275. 2. Tualatin River Trail: This project will construct an 8-foot wide by 1,500-foot long concrete multi-use trail beginning from an existing concrete path in Cook Park to the Portland & Western Railroad Underpass. The project is funded by the Oregon Parks and Recreation District in the amount of $42,415.00 and the City's Parks Capital Fund in the amount of $55,115.00 for the total of $97,530.00. However, an additional amount of $28,000 is needed to complete the project. This shortfall is due to the following reasons: increase of construction costs, expansion of the project's limits required by the Tualatin River Bridge project, compliance with Sensitive Lands permit conditions. The project cost is itemized as follows: - Construction: $109,494.80 - Wetland Mitigation: $10,000 - Construction Inspection: 15,000 Total: $125,000 (rounded) Available Budget: $97,530 Shortfall: $28,000 (rounded) Michelle Wareing of Finance has suggested that $6,440 be paid for with Parks SDC revenues and the remaining $21,560 with non-SDC revenues. I request that the budget be amended to include this additional amount of $28,000. Thanks and please let me know if you have any questions regarding the request. CITY OF TIGARD, OREGON TIGARD CITY COUNCIL RESOLUTION NO. 06--53 A RESOLUTION APPROVING BUDGET AMENDMENT #4 TO THE FY 2006-07 BUDGET TO INCREASE APPROPRIATIONS IN THE GAS TAX CAPITAL PROJECT BUDGET WITHIN THE COMMUNITY INVESTMENT PROGRAM FOR ADDITIONAL FUNDING FOR THE HALL BOULEVARD SIDEWALK PROJECT. WHEREAS, the Hall Boulevard Sidewalk total project cost was estimated to be $286,725; and WHEREAS, a Community Development Block Grant will fund $136,725 of the total cost; and WHEREAS, the Community Development Block Grant revenue was included. in the FY 2006-07 budget; and WHEREAS, during the budget process, only $150,000, which was the portion of the project to be funded by Gas Tax revenues, was appropriated in the FY 206-07 Budget; and WHEREAS, the project was bid and staff recommended that the bids be rejected at the August 8, 2006 City Council meeting; and WHEREAS, the project will be re-bid in early 2007 and it is likely that construction costs will increase; and WHEREAS, staff is requesting that appropriations be increased to fund the total estimated project cost of $300,000; and .WHEREAS, it is now necessary to amend the FY 2006-07 Budget to increase appropriations in the Gas Tax Capital Projects budget so adequate funding is available when the project is re-bid. NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that: SECTION 1: The FY 2006-07 Budget is hereby amended as shown in Attachment A to this resolution to transfer $150,000.from the Gas Tax Fund Contingency to the Gas Tax Capital Projects budget for additional funding for the Hall Boulevard Sidewalk Project. SECTION 2: This resolution is effective immediately upon passage. RESOLUTION NO. 06 -J3 Page 1 141 PASSED: This day of 2006. Mayor City of Tigard ATTEST: City Recorder - City of Tigard RESOLUTION NO. 06 Page 2 Attachment A FY 2006-07 Budget Amendment # 4 FY 2006-07 Budget Adopted Adopted Amendment Revised Budget # 4 Bud et Gas Tax Fund Resources Beginning Fund Balance $2,527,366 $2,527,366 Grants 228,025 228,025 Interagency Revenues 2,393,000 2,393,000 Development Fees & Charges 18,000 18,000 Interest Earnings 35,000 35,000 Other Revenues 127,642 127,642 Transfers In from Other Funds 0 0 Total $5,329,033 $0 $5,329,033 Requirements Community Development Program 460,000 460,000 Program Expenditures Total $460,000 $0 $460,000 Debt Service $0 $0 Capital Projects $2,885,000 $150,000 $3,035,000 Transfers to Other Funds $1,582,352 $1,582,352 Contingency $400,000 ($150,000) $250,000 Total Budget $5,327,352 $0 $5,327,352 Ending Fund Balance 1,681 1,681 Total Requirements $5,329,033 $0 $5,329,033 Agenda Item No. q.4 Meeting of Q I S'. Ou COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title A Resolution ApprT oving Budget Amendment #5 to the FY 2006-07 Budget to Increase Appropriations in the Parks Capital Projects budget within the Community Investment Program for Additional Funding for the Tualatin River/Cook Park Trail from Garden to Bridge ProJect. Prepared By: Michelle Wareing Dept Head Approval: AWJ City Mgr Approval: C ISSUE BEFORE THE COUNCIL Shall the City Council approve Budget Amendment #5 to increase appropriations in the Parks Capital Projects budget for additional funding for the Tualatin River/Cook Park Trail from Garden to Bridge project? STAFF RECOMMENDATION Staff recommends approval of Budget Amendment #5. KEY FACTS AND INFORMATION SUMMARY The FY 2006-07 Community Investment Program includes $97,530 for the construction of the Tualatin River/Cook Park Trail from the butterfly garden to the new pedestrian bridge. The trail will be funded by an Oregon Parks and Recreation District grant in the amount of $42,415 and the remainder will be funded with system development charges (SDCs) and non-SDC revenues. Staff is requesting an additional $28,000 for this project. The additional funding needed is due to increased construction costs, expansion of the project as required by the Tualatin River Pedestrian Bridge project, and compliance with sensitive lands permit conditions. This budget amendment will transfer $28,000 from the Parks Capital Fund contingency to the Parks Capital Projects budget. The total amount of appropriations for the Tualatin River/Cook Park Trail from Garden to Bridge project will be $125,530 after the budget amendment OTHER ALTERNATIVES CONSIDERED Do not approve Budget Amendment #5. The Parks Capital Projects budget may or may not be overspent. COUNCIL GOALS AND TIGARD BEYOND TOMORROW VISION STATEMENT None ATTACHMENT LIST Resolution including Attachment A. Memo from Vannie Nguyen to Gus Duenas. FIscAL NOTES This resolution transfers $28,000 from the Parks Capital Fund Contingency to the Parks Capital Projects budget for the additional funding for the Tualatin River/Cook Park Trail from Garden to Bridge project. MEMORANDUM TO: Agustin P. Duenas, P.E. City Engineer I - / FROM: Vannie Nguyen V Yt/ RE: Budget Amendment Request for Hall Boulevard Sidewalk & Tualatin River Trail DATE: July 27, 2006 This is to request that the FY 2006-07 CIP Budget be amended to increase the current Gas Tax Fund appropriation of $150,000 to $300,000 for the Hall Boulevard Sidewalk project and to provide an additional amount of $28,000 from the Parks SDC Fund and non-SDC Fund for the Tualatin River Trail project. I request that the budget amendment be submitted to Council for approval in the meeting of August 22, 2006. The reasons for the request are as follows: 1. Hall Boulevard Sidewalk: This project will perform an essential community improvement in Tigard by installing sidewalk on Hall Boulevard from Spruce Street to 850 feet south. As stated in the FY 2006-07 CIP, the Hall Boulevard Sidewalk project has been approved for the Community Block Grant (CDBG) funding in the amount of $136,725 with local matching funds of $150,000 coming from the Gas Tax Fund for the total of $286,725. We had-requested $150,000 in local matching funds plus the grant amount. However, only $150,000 was carried forth to the approved budget. In addition to the inaccurate indication of the budgeted amount, the bid received at the bid opening on July 25, 2006 for the project and other bids submitted at different bid openings indicate construction costs for public improvement projects have increased significantly. Council has been advised to reject the bid in the Council meeting of August 8, 2006. In order to re-bid the project in 2007, I request that the project funding allocation of $150,000 be amended to $300,000 to cover the anticipated increase in construction cost and to provide the full amount needed to construct the project. Of the amount, the City will be reimbursed by CDBG $136,725 upon completion of the project. The local matching amount to be contributed by the City is therefore $163,275. 2. Tualatin River Trail: This project will construct an 8-foot wide by 1,500-foot long concrete multi-use trail beginning from an existing concrete path in Cook Park to the Portland & Western Railroad Underpass. The project is funded by the Oregon Parks and Recreation District in the amount of $42,415.00 and the City's Parks Capital Fund in the amount of $55,115.00 for the total of $97,530.00. However, an additional amount of $28,000 is needed to complete the project. This shortfall is due to the following reasons: increase of construction costs, expansion of the project's limits required by the Tualatin River Bridge project, compliance with Sensitive Lands permit conditions. The project cost is itemized as follows: - Construction: $109,494.80 - Wetland Mitigation: $10,000 - Construction Inspection: JIM Total: $125,000 (rounded) Available Budget: $97,530 Shortfall: $28,000 (rounded) Michelle Wareing of Finance has suggested that $6,440 be paid for with Parks SDC revenues and the remaining $21,560 with non-SDC revenues. I request that the budget be amended to include this additional amount of $28,000. Thanks and please let me know if you have any questions regarding the request. CITY OF TIGARD, OREGON TIGARD CITY COUNCIL RESOLUTION NO. 06 A RESOLUTION APPROVING BUDGET AMENDMENT #5 TO THE FY 2006-07 BUDGET TO INCREASE APPROPRIATIONS IN THE PARKS CAPITAL PROJECTS BUDGET WITHIN THE COMMUNITY INVESTMENT PROGRAM FOR ADDITIONAL FUNDING FOR THE TUALATIN RIVER/COOK PARK TRAIL FROM GARDEN TO BRIDGE PROJECT. WHEREAS, the FY 2006-07 Budget includes $97,530 for the Tualatin River/Cook Park Trail from Garden to Bridge Project; and WHEREAS, $42,415 of the cost will be paid for with a Oregon Parks and Recreation District grant; and WHEREAS, an additional $28,000 in funding is needed due to increased construction costs, expansion of the project as required by the Tualatin River Pedestrian Bridge project, and compliance with sensitive lands permits conditions; and WHEREAS, it is now necessary to amend the FY 2006-07 Budget to increase appropriations in the Park Capital Projects budget to fully fund this project. NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that: SECTION 1: The FY 2006-07 Budget is hereby amended as shown in Attachment A to this resolution to transfer $28,000 from the Parks Capital Fund Contingency to the Parks Capital Projects budget for additional funding for the Tualatin River/Cook Park Trail from Garden to Bridge Project. SECTION 2: This resolution is effective immediately upon passage. / ~ 'f~L PASSED: This / S ~ day of J 2006. Mayor - ity of Tigard ATTEST: City Recorder - City of Tigar RESOLUTION NO. 06 - 254 Page 1 Attachment A FY 2006-07 Budget Amendment # 5 FY 2006-07 Budget Revised Revised Amendment Revised Budget #5 Budget Parks Capital Fund Resources Beginning Fund Balance $343,216 $343,216 Grants 454,101 454,101 Development Fees & Charges 10,000 10,000 Interest Earnings 15,000 15,000 Other Revenues 40,000 40,000 Transfers In from Other Funds 2,088,252 2;088,252 Total $2,950,569 $0 $2,950,569 Requirements Program Expenditures Total $0 $0 $0 Debt Service $282,025 $282,025 Capital Improvements $2,482,876 $28,000 $2510,876 Transfers to Other Funds $0 $0 Contingency $125,000 ($28,000) $97,000 Total Budget $2,889,901 $0 $2,889,901 Ending Fund Balance 60,668 60,668 Total Requirements $2,950,569 $0 $2,950,569 Agenda Item No. Q GL Meeting of 19.15• ®(.p LOCAL CONTRACT REVIEW BOARD AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title: Award of Contract for the Construction of the FY 2006-07 Pavement Major Maintenance Pro ram MMP - Phase 1 Prepared By Vannie Nguyen ~ Dept ead A1212roval: C~ City Mgr Approval: W Y I ISSUE BEFORE THE LOCAL CONTRACT REVIEW BOARD Shall the Local Contract Review Board approve the contract award for the construction of the FY 2006-07 PMMP - Phase 1? STAFF RECOMMENDATION Staff recommends that the Local Contract Review Board, by motion, approve the contract award to Morse Brothers in the amount of $254,330.23 and authorize an additional amount of $25,433.00 to be reserved for contingencies and applied as needed as the project goes through construction. The total amount committed to the project is therefore $279,763.23. KEY FACTS AND INFORMATION SUMMARY • The project was advertised forbids on July 18 and July 20, 2006 in Daily Journal of Commerce and The Times respectively. Bids were opened on August 1, 2006 at 2:00 pm and the bid results are: Morse Brothers Sherwood, OR $254,330.23 (low bid) Brix Paving Tualatin, OR $299,236.00 Eagle Elsner Tigard, OR $307,375.40 K.F. Jacobsen Portland, OR $311,425.35 Baker Rock Resources Beaverton, OR $328,875.67 Engineer's Estimate Range $290,000 to $355,000 • This project is the first phase of a two-phase PMMP project included in the FY 2006-07 Community Investment Program. Phase 2 will be advertised for bids in early 2007. Phase 1 provides pavement maintenance on 10 City streets. That list may change to include additional streets based on the low bid received above. Phase 1 currently includes pavement overlay on the following streets: 68`'' Parkway (between Atlanta St and Hwy 99W), 72"d Ave (between Baylor St and Hwy 99W), 100`s Ave (between Sattler Rd and Murdock St), Garden Park Place (east of 110`s Ave), Durham Rd/Hall Blvd intersection and Main St/Hwy 99W intersection. • Pavement overlay is one of the most effective rehabilitative treatments to restore the pavement's structural failure, fatigue and cracking. Before applying a two-inch overlay on the streets, the contractor will seal existing cracks, mill along the edges of existing curbs, and place geotextile fabric on the pavement surface. The "Dig-out and repair" technique will also be applied in areas that have serious pavement failure. This involves removal of the existing pavement and aggregate base at a depth of one foot or more and replacement with new materials. • This project will restore more than 5,300 lineal feet of existing city streets by using 2,200 tons of asphaltic concrete for the restoration. • An ODOT permit has been obtained for work to be performed at the Main St/Hwy 99W intersection. • The contractor will complete all work for the Main St/Hwy 99W and the Durham Rd/Hall Blvd intersections between 8:00 PM and 5:00 AM to avoid traffic delays during peak hours. OTHER ALTERNATIVES CONSIDERED None COUNCIL GOALS AND TIGARD BEYOND TOMORROW VISION STATEMENT This project meets the Tigard Beyond Tomorrow Transportation and Traffic goals of "Improve Traffic Flow and Safety". ATTACHMENT LIST Project location map FISCAL NOTES The amount of $950,000 is available in the FY 2006-07 CIP Street Maintenance Fee Fund for this phase and Phase 2, which is scheduled to be completed in the spring of 2007. This amount is sufficient to award a construction contract of $254,330.23 for Phase 1 and provide a contingency amount of $25,433.00 for a total project commitment of $279,763.23. FY 2006-07 PAVEMENT MAJOR MAINTENANCE PROGRAM PHASE 1 ASPHALTIC CONCRETE OVERLAY (GARDEN PARK PLACE, 68TH PARKWAY, 72ND AVENUE, 100TH AVENUE, HALL BOULEVARD/DURHAM ROAD & HWY 99/MAIN STREET INTERSECTIONS) V gg~ 68TH PARKWAY \A HALL/DURHAM m MURDOCK sr INTERSECTON J J DURHAM RD 100TH A VE 72ND A VE N LADY MARION <"~Z DR ~G = SA TTLER ST BA OLY R S T ATLANTA ST W G 99 Q z HWY 991MA/N ST INTERSECTON S~ -1 ( T- s GARDEN PARK PLACE %s G ARDE s~ Agenda Item No. ' Meeting of J o u LOCAL CONTRACT REVIEW BOARD AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title Contract Award for Grounds Maintenance at the City's Water Reservoir Sites & Storm Water Quality Facilities Prepared By: Dennis Koellermeier Dept Head Approval: A#Z_ City Mgr Approval:v P-cr. ISSUE BEFORE THE LOCAL CONTRACT REVIEW BOARD Shall the Local Contract Review Board (LCRB) award a contract for grounds maintenance at the City's water reservoir sites and storm water quality facilities to All Seasons Grounds Care and authorize staff to take the necessary steps to execute the contract? STAFF RECOMMENDATION Staff recommends that the LCRB award the contract for grounds maintenance at the City's water reservoir sites and storm water quality facilities to All Seasons Grounds Care and authorize staff to take the necessary steps to complete and execute the contract. KEY FACTS AND INFORMATION SUMMARY In 1977, the Oregon legislature passed the "Products of Disabled Individuals" Act (ORS 279.835 to ORS 279.855). This law obligates all state and local governments, school districts, and other tax-supported political bodies in Oregon, to purchase goods and services from Qualified Rehabilitation Facilities (QRFs) when the product or service meets the agencies requirements, exempting competitive bidding requirements. A QRF is a non-profit organization that puts Oregonians with disabilities to work. The mission of a QRF is to help disabled people achieve self-confidence and independence and become productive citizens by working in the community in which they live. Currently, QRFs provide the City with janitorial services, City Hall and Library grounds maintenance, mailing services, custom stamps, and other occasional goods and services. During this fiscal year's budget process, staff determined it was cost effective to contract out grounds maintenance service at the City's water reservoir sites and storm water quality facilities. Given that grounds maintenance is a service provided by various QRF organizations, staff moved forward in obtaining quotes from All Seasons Grounds Care for the service. All Seasons Grounds Care is the City's current service provider of grounds maintenance at City Hall, the Library, Tigard Water Building, and Senior Center. A requirement in contracting with a QRF organization is the submission of a Request for Approval of Price Determination with the State's Department of Administrative Services before the execution of any contract. This requirement has been met and a copy of the State's approval is attached. Based upon the pricing determination and All Seasons Grounds Care's excellent service at other City facilities, staff recommends the award of a contract for an initial term of one year, with four additional one-year options, to All Seasons Grounds Care for grounds maintenance service at the City's water reservoir sites and storm water quality facilities. OTHER ALTERNATIVES CONSIDERED The Council could choose not to award the contract and direct staff to either continue to perform this work in-house or to seek out another QRF organization. COUNCIL GOALS AND TIGARD BEYOND TOMORROW VISION STATEMENT Tigard Beyond Tomorrow, Community Character & Quality of Life, Community Aesthetics Goal #1 - "Identify and implement projects and activities that enhance aesthetic qualities valued by those who live and work in Tigard." ATTACHMENT LIST 1) State of Oregon Department of Administrative Services Request for Approval of Price Determination. FISCAL NOTES The cost for the service over the first year of the agreement is estimated to be $65,555. The total expense of the contract, if all five years are exercised, is estimated at $351,536. artment of Administrative Services STATE PROCUREMENT OFFICE (SPO) Request for Approval of Price Determination For. 6our46 Malr.-kcv►anc a- 6 -r,3t I "--O Jw 6;'!" , Contract # (product or service) Total Price: $ 65, 5 544 per ¢w! Requesting Agency: C~44 o Tti Requesting QRF: t ri - La. Car p ra#ion db,. 94l Season _C3rav9s Cowc1 Agency and QRF agree the proposed price and supporting documentation meets the require is o 125-055-0030. date: 0 Arr th6 ' e Agency Si ature Print Name date: 7-z 0 - ai ('Au orized QRF S gnature Print Name DAS/SPO has reviewed the submitted documentation supporting the price offered by the QRF and approves the price for procurement of the above stated product or se ce 'n accordan "OAR 125-055-0030. date: AS/SPO OkF oordinator `f i r t 13 (12/03) i