City Council Packet - 10/27/2009City ofTigard
Tigard Business
Revised October 21, 2009 - Agenda Item
No. 4 is rescheduled for Council Meeting of
December 8. 2009
Meeting - Agenda
TIGARD CITY COUNCIL LOCAL CONTRACT REVIEW BOARD (LCRB), AND CITY CENTER
DEVELOPMENT AGENCY (CCDA)
ft
MEETING DATE: October 27, 2009
MEETING LOCATION: City of Tigard - Town Hall, 13125 SW Hall Blvd., Tigard, OR 97223
PUBLIC NOTICE:
Anyone wishing to speak on an agenda item should sign on the appropriate sign-up sheet(s). If no sheet is
available, ask to be recognized by the Mayor at the beginning of that agenda item. Citizen Communication
items are asked to be two minutes or less. Longer matters can be set for a future Agenda by contacting either
the Mayor or the City Manager.
Times noted are estimated; it is recommended that persons interested in testifying be present by 7:15 p.m. to
sign in on the testimony sign-in sheet. Business agenda items can be heard in any order after 7:30 p.m.
Assistive Listening Devices are available for persons with impaired hearing and should be scheduled for
Council meetings by noon on the Monday prior to the Council meeting. Please call 503-639-4171, ext. 2410
(voice) or 503-684-2772 (TDD - Telecommunications Devices for the Deaf).
Upon request, the City will also endeavor to arrange for the following services:
Qualified sign language interpreters for persons with speech or hearing impairments; and
Qualified bilingual interpreters.
Since these services must be scheduled with outside service providers, it is important to allow as much lead-
time as possible. Please notify the City of your need by 5:00 p.m. on the Thursday preceding the meeting by
calling: 503-639-4171, ext. 2410 (voice) or 503-684-2772 (TDD - Telecommunications Devices for the Deaf).
CABLE VIEWERS: The regular City Council meeting is shown live on Channel 28 at 7:30 p.m. The meeting will be
rebroadcast at the following times on Channel 28:
Thursday 6:00 p.m. Sunday 11:00 a.m.
Friday 10:00 P.M. Monday 6:00 a.m.
SEE ATTACHED AGENDA
TIGARD CITY COUNCIL/LCRB/CCDA AGENDA - October 27, 2009
City of Tigard 13125 SW Hall Blvd., Tigard, OR 97223 503-639-4171 xv~,vAv.tigard-or.gov Page 1 of4
City of Tigard
y "'r Tigard Business Meeting - Agenda
TIGARD CITY COUNCIL LOCAL CONTRACT REVIEW BOARD (LCRB), AND CITY CENTER
DEVELOPMENT AGENCY (CODA)
MEETING DATE/TIME: October 27,2009/6:30 p.m.. Study Session and 7:30 p.m. Business Meeting
MEETING LOCATION: City of Tigard - Town Hall, 13125 SW Hall Blvd., Tigard, OR 97223
6:30 PM
• EXECUTIVE SESSION: The Tigard City Council will go into Executive Session under ORS
192.660(2) (h) to discuss potential litigation with legal counsel. 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.
STUDY SESSION '
o Discuss Whether to Schedule a Discussion on the Local Contract Review Board as a Workshop
Meeting Agenda Item
7:30 PM
1. BUSINESS MEETING
1.1 Call to Order - City Council, Local Contract Review Board
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. CITIZEN COMMUNICATION (Two Minutes or Less, Please)
• Chamber of Commerce Report
0 Citizen Communication - Sign Up Sheet
• Follow-up to Previous Citizen Communication `
TIGARD CITY CO_UN_CIL/LCRB/CCDA AGENDA - October 27, 2009
City of Tigard 1 13125 SW Hall Blvd., Tigard, OR 97223 1 503-639-4171 1 ~vw v.tigard-or.gov I Page 2 of4
3. CONSENT AGENDA: (Tigard City Council and Local Contract Review Board) These items are considered
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:
3.1 Approve Council Minutes for August 25, September 8 and 29, 2009
3.2 Receive and File: Engineering Performance Review Report - FCS Group
3.3 Approve Right-of-Way Dedication for City Property within the Burnham Street and Ash Avenue
Project
3.4 Approve Intergovernmental Agreement with the Oregon Department of Transportation and
Washington County for the Hall Boulevard/Highway 99W Intersection Improvement Project
3.5 Approve Intergovernmental Agreement with the Oregon Department of Transportation for Right-of-
Way Services on the Greenburg Road/Highway 99W/Main Street Intersection Improvement Project
3.6. Local Contract Review Board:
a. Award Contract for Purchase of Two Ten-Yard and One Five-Yard Dump Trucks (Brattain
International for One Ten-Yard and One Five-Yard Truck; TEC Equipment for One Ten-Yard
Truck without Winter Setup)
b. Award Contract for Construction Management for the Burnham Street and Ash Avenue Project to
W & H Pacific
Agenda Item No. 4 has been rescheduled to the City Council Meeting of December 8, 2009
a. Open Public Hearing
b. Review Heating Procedures: City Attorney
C. Declarations or Challenges: Does any Council member wish to declare or discuss a conflict of interest
or abstention.
d. Staff Report: Community Development Department
C. Public Testimony
Proponents
Opponents
f. Staff Recommendation
g. Council Questions
h. Close Public Hearing
i. Council Consideration: Resolution No. 09-. Ordinance No. 09- and Resolution No. 09-
* Recess City Council Meeting
_ TIGARD CITY COUNCIL/LCRB/CCDA AGENDA - October 27, _20_09
RCity oETigard 13125 SW Hall Blvd., Tigard, OR 97223 503-639-4171 iv xv.tigard-ongov ~I Page 3 of4
• Call the City Center Development Agency to order: Chair Dirksen
• Roll Call
5. REVIEW COMMERCIAL FACADE IMPROVEMENT PILOT PROJECT
• Community Development Department
6. UPDATE ON DOWNTOWN CIRCULATION PLAN
• Community Development Department
• Adjourn City Center Development Agency: Chair Mayor Dirksen
• Reconvene City Council Meeting: Mayor Dirksen
7. UPDATE ON BURNHAM STREET IMPROVEMENT PROJECT
• Public Works Department
8. COUNCIL GOAL UPDATE
• Administration Department
9. COUNCIL LIAISON REPORTS
10. NON-AGENDA ITEMS
11. ADJOURNMENT
I:\i IDM\CA'I'I-IY\CCA\2009\091027 P -REV.doc
TIGARD CITY COUNCIL/LCRB/CCDA AGENDA - October 27, 2009
City of Tigard _ 13125 SW Hall Blvd., Tigard, OR 97223 1 503-639-4171 1 www.tigard-or.gov Page 4 of4
City ofTigard
L
: Study Session ❑ Agenda
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TIGARD CITY COUNCIL & LOCAL CONTRACT REVIEW BOARD (LCItB)
MEETING DATE/TIME: October 27,2009/6:30 p.m. Study Session and 7:30 p.m. Business Meeting
MEETING LOCATION: City of Tigard - Town Hall, 13125 SW Hall Blvd., Tigard, OR 97223
6:30 PM
• EXECUTIVE SESSION: The Tigard City Council will go into Executive Session under ORS
192.660(2) (h) to discuss potential litigation with legal counsel. 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.
® STUDY SESSION
o Discuss Whether to Schedule a Discussion on the Local Contract Review Board as a Workshop
Meeting Agenda Item (Councilor Webb is unable to attend tonight's meeting; attached is an
October 20, 2009 letter regarding this discussion item.)
Administrative Items:
o City Council members received email from City Recorder Wheatley regarding review form for
City Attorney review scheduled for December 8, 2009. Is review form acceptable? Use the
following procedure? -
■ Council and Executive Staff to complete the review form and submit to Mayor by
November 23, 2009.
■ Mayor will tabulate results and forward them to City Attorney Ramis.
■ City Council and City Attorney Ramis will discuss review during Executive Session on
December 8, 2009.
o Confirm Goal Setting Meeting - December 22, 2009 - Check with City Council
• Location: Fanno Creek House
• Time: 1-5 p.m. with dinner to follow (dinner location needs to be determined)
• Resources needed at meeting (most recent quarterly update on 2009 goals, maps... other?)
Council Calendar:
November
10 Tuesday Council Business Meeting - 6:30 pm, Red Rock Creek Conference Room; 7:30 pm, Town Hall
11 Wednesday City Holiday - Veterans Day (City Hall closed)
16 Monday joint meeting with PRAB - 7 p.m. - location to be announced
17 Tuesday Council Workshop Meeting - 6:30 pm, Town Hall
24 Tuesday Council Business Meeting - 6:30 pm, Red Rock Creek Conference Room; 7:30 pm, Town Hall
TIGARD CITY COUNCIL STUDY SESSION AGENDA - October 27, 2009
City of Tigard 13125 SW Hall Blvd., Tigard, OR 97223 503-639-4171 1 www.tigard-or.gov Page 1
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Oct. 20, 2009
Dear Mayor and Fellow Councilors,
I will be out of town on the 27t' so I wanted to let my wishes known about
City of Tigard contracts.
I absolutely do not even want the issue of council reading and signing off on contracts to
come before city council. We are not construction experts, engineering experts etc. That
is why we have technical staff.
Sincerely,
iSyeyy Web
AGENDA ITEM NO.2 - CITIZEN COMMUNICATION DATE: October 27, 2009
(Limited to 2 minutes or less, please)
The Council wishes to hear from you on other issues not on the agenda, but asks that you first try to resolve
your concerns through staff.
This is a City of Tigard public meeting, subject to the State of Oregon's public meeting and records laws. AU
written and oral testimony becomes part of the public record. The names and addresses of persons who
attend orparticipate in City of Tigardpublic meetings ivrll be included in the meeting minutes, which is a
public record
NAME, ADDRESS & PHONE
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STAFF
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CONTACTED
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CITIZEN COMMUNICATION
Tigard City Library 2008-2009
Total Operating Expenditures 3,547,103
Revenue from WCCLS 2,538,261
% of Operating Expenditures Provided by WCCLS ...............................73.75 %
Portion of the WCCLS Revenue Provided by the 2006 Levy 113
Portion of the Total Operating Expenditures Provided by the Levy $ 846,087
% of the Library's Total Operating Expenditures Provided by the Levy......23.86 %
City of Tigard
Tigard Business Meeting - Minutes
TIGARD CITY COUNCIL, LOCAL CONTRACT REVIEW BOARD (LCRB) & CITY CENTER
DEVELOPMENT AGENCY (CCDA)
MEETING DATE /TIME: August 25,2009/6:30 p.m. Study Session and 7:30 p.m. Business Meeting
MEETING LOCATION: City of Tigard - Town Hall, 13125 SW Hall Blvd., Tigard, OR 97223
STUDY SESSION
6:30 PM
➢ Annual Police Department Temporary Holding Facility Tour and Inspection - Police Department
The City Council and City Manager Prosser toured and inspected the Police Department temporary
holding facility.
The City Council and City Manager Prosser returned from the tour at 6:50 p.m.
City Council present: Mayor Dirksen, Council President Wilson, Councilors Buchner, Henderson
and Webb.
Staff present: City Manager Prosser, Assistant City Manager Newton, City Engineer Duenas,
Assistant to the City Manager Mills, Finance and Information Services Department Director
LaFrance, Community Development Director Bunch, City Attorney Ramis, City Recorder Wheatley,
Engineering Manager McMillan.
➢ Update on Highway 217 Interchange Management Study
City Engineer Duenas presented information on this agenda item. Council packet materials included
a July 15, 2009, memorandum from City Engineer Duenas regarding the Highway 217 Interchange
Management Study. Mr. Duenas reviewed the highlights of his written information with the City
Council. The study was performed to determine what, in the long-term plan, could be done now
since the entire project cannot be funded.
In early July, the Oregon Department of Transportation (ODOT) formed a Technical Advisory
Committee and City Engineer Duenas is a member. A consultant was selected to do a focus study
to come up with a project that could be funded. It was stipulated that the project needed to fit into
the long-term plan and the project must be of benefit to the area of most concern, between
Beaverton-Hillsdale Highway and Allen Boulevard.
TIGARD CITY COUNCIL/LCRB/CCDA MINUTES - AUGUST 25, 2009
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On August 11, Mayor Dirksen attended a kick-off meeting. The idea is to do a Phase One of the
study, which is to come up with a doable project. A workshop was held on August 18 at which time
there was brainstorming on management techniques and a number of options and scenarios. The
workshop participants narrowed down the options to those they thought were most feasible. Active
traffic management was one of the options since many of the problems were lessened when the
traffic was slowed down. Low-cost solutions are under review at this time. Some of these solutions
include taking the traffic off the freeway onto frontage roads, especially in the southbound direction.
The next step will be to review all of the alternatives remaining. The TAC will meet again to discuss
these alternatives. In mid-October, if a fundable project is identified, a workshop will be held with
elected officials.
Phase 2 will be the NEPA-Compliant Environmental Study to move the project into
implementation.
Discussion followed regarding the problems on Highway 217, how Highway 217 is being utilized,
and some of options under consideration. Mayor Dirksen advised he had urged staff not to limit the
number of concepts to consider early on; rather, he asked for numerous modeling scenarios to be
explored.
➢ Administrative Items
Council received the following information for tonight's business meeting:
• Agenda Item No. 7 - Washington County Urban and Rural reserves Process - August 20, 2009
memorandum from Associate Planner Floyd.
• Agenda Item No. 11 - Non-Agenda - Item for City Council review subject to the outcome of
the City Council Executive Session Discussion. Agenda Item Summary to authorize the City
Manager to sign an expenditure request for Stevens Marine Right-of-Way and Easement
Acquisitions.
• EXECUTIVE SESSION: The Tigard City Council went into Executive Session under ORS
192.660(2) (e) and (h) for real property transaction negotiations, and consultation with legal counsel
concerning legal rights and duties regarding current litigation or litigation likely to be filed.
Executive Session concluded: 7:30 p.m.
1. BUSINESS MEETING
1.1 Mayor Dirksen called the City Council and Local Contract Review Board meeting to order at 7:33:42
PM
1.2 Roll Call
Name Present Absent
Mayor Dirksen
✓
Council President Wilson
✓
Councilor Buehner
✓
Councilor Henderson
✓
Councilor Webb
✓
TIGARD CITY COUNCIL/LCRB/CCDA MINUTES - AUGUST 25, 2009
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1.3 Pledge of Allegiance
1.4 Council Communications & Liaison Reports
1.5 Call to Council and Staff for Non-Agenda Items
City Manager Prosser noted an agenda item to be added at the end of the agenda: Agenda Item No. 11
Request to Authorize the City Manager to Sign Expenditure Request for the Stevens Marine Right-
of-Way and Easement Acquisitions
7:_34:49 PM
2. CITIZEN COMMUNICATION (Two Minutes or Less, Please)
• Chamber of Commerce Report
Chris Zoucha, Executive Director of the Tigard Chamber of Commerce presented an update to the
City Council on Chamber activities:
■ The trend for increased membership numbers is encouraging.
■ Upcoming events include a golf tournament, and a multi-chamber event ("speed dating for
business").
■ The 2009 Chamber directory will be distributed in September.
• Citizen Communication - Sign Up Sheet - None.
• Follow-up to Previous Citizen Communication:
■ City Manager Prosser advised staff has been following up with a request by John Frewing to
clarify roles and responsibilities with regard to Clean Water Services.
7:41:18 PM
Mayor Dirksen reviewed the Consent Agenda for the Tigard City Council and the Local Contract Review Board:
3. CONSENT AGENDA:
3.1 Approve City Council Minutes for July 14 and 21, 2009
3.2 Receive and File:
a. 2008 Police Department Annual Report
b. City Center Development Agency Financial Impact Report
3.3 Approve and Authorize the City Manager to Sign an Intergovernmental Agreement (IGA) with the
Tigard-Tualatin School District for the City of Tigard's Participation in Year Two of the Safe Schools
Grant Program
3.4 Local Contract Review Board:
a. Award Contract for Construction of Steve Street Water Quality Enhancement Project
b. Award Contract for Construction of Hall Boulevard Sidewalk from Bonita Road to
600 feet North
Motion by Councilor Webb, seconded by Council President Wilson to approve the Consent Agenda.
Mayor Dirksen Yes
Council President Wilson Yes
Councilor Buchner Yes
Councilor Henderson Yes
Councilor Webb Yes
(except abstained from voting on approval of the July 21
meeting minutes as he did not attend this meeting.)
(except abstained from voting on approval of the July 14 and
21 meeting minutes as she did not attend those meetings.)
TIGARD CITY COUNCIL/LCRB/CCDA MINUTES - AUGUST 25, 2009
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Mayor Dirksen advised the City Council meeting was recessed. 7:43:18 PM
Chair Dirksen called the City Center Development Agency meeting to order. 7:43:24 PM
City Center Development Agency members present: Chair Dirksen and Directors Buchner, Henderson, Webb,
and Wilson.
4. REVIEW TIGARD 'T'RANSIT CENTER DEVELOPMENT OPPORTUNITY STUDY
Senior Planner Farrelly presented the staff report. Introductory remarks included the following:
Publicly owned sites are often good candidates for redevelopment.
Last year, TriMet advised the City that they are willing to explore the possibility of redeveloping the Tigard
Transit Center site.
The City had been working with the Metro Transit-Oriented Development Program to find good
development opportunities in downtown. Metro offered to pay for half of the cost of a development
opportunity study.
The PowerPoint presentation of the Development Opportunity Study by Brendan Buckley, Project Manager
with Johnson Reid, is on file in the City Recorder's office. Senior Planner Farrelly also introduced Jerry
Johnson of Johnson Reid and Jillian Detweiler of the TriMet Planning Department.
The conclusion of the report is that only the Nicoli site would be financially feasible in the short term.
Recommendations regarding strategies to move development forward in the Downtown are summarized in
the staff report. A copy of the Johnson Reid Report on Development Opportunity Study - Downtown Tigard, is on
file in the City Recorder's office.
8:10:07 PM
Council discussion followed the presentation of information.
Director Wilson referred to Development Scenario 1 (Tigard Transit Center site) depicting a five-story
multi-family residential building using wood frame construction over a concrete podium. He said his
personal goal for downtown was never to maximize density; rather, his goal is to create a vibrant street life.
The building in Scenario 1 reminded him of what the University of Oregon students were doing for the City
for scenarios along Highway 99W. He commented on the desirability and livability of a structure as
illustrated in this scenario. He pointed out that those vibrant neighborhoods in the City of Portland, for the
most part, are not about the buildings - it is about the restaurants, shops, and the things contained within
the buildings. Director Wilson recounted the history leading up to the redevelopment of NW 23`d,
Hawthorne Street and Pearl Districts, which have evolved over a number of years and have only recently
attracted higher end national retailers. He pointed out that it does not matter if there are three-story or five-
story buildings because what really matters is what is occupied by the ground floor.
Director Wilson said the "software side" for the downtown plan should not be neglected. Perhaps the City
needs to take a more active role to recruit desirable business-types to occupy the existing buildings.
Relaxing density, to get high-quality development is more important than trying to maximize the density.
He said he would rather emphasize quality, even if it meant buildings would only be one or two stories.
TIGARD CITY COUNCIL/LCRB/CCDA MINUTES - AUGUST 25, 2009
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Senior Planner Farrelly advised that building design has not been addressed in that much detail. The study
shows a basic site plan and depicts how many units could be built within draft design guidelines. Director
Wilson acknowledged Senior Planner Farrelly's explanation and added that density is not the primary goal at
this point.
Chair Dirksen agreed with Director Wilson. He said the undertone of the presentation was that the bad
news is the more dense development will not be economically viable in the downtown. He said he does not
consider this bad news and conjectured that a number of Tigard residents would be pleased to hear that we
are not anticipating high-density, midrise development in the initial phases of downtown. The idea is that
the Code would allow a phased development whereby high density would be possible, but not required.
The marketplace should dictate the density.
8:18:18 PM
Mr. Johnson agreed with the idea of organic growth with densities that make sense. Urban neighborhoods that
are described as "ideal" (i.e., Hawthorne or Sellwood) consist of one- and two-story structures in two-thirds of
the buildings in those neighborhoods. They have developed an amenity system that makes the rents achievable
to support the higher density over time. The amenity structure needs to be available to make an urban area
successful. He noted that for TriMet to service an area there must be a certain amount of density so they can
meet their policy obligations.
8:19:30 PM
Director Buchner said the skeletal structure of buildings in the NW and Hawthorne areas are, in general, a lot
better than what exists in downtown Tigard. She suggested some of the buildings need to be torn down and
replaced and was a little concerned should the City Council get too focused on re-using the existing buildings
when it might be cheaper and better to get rid of a building. Director Wilson said he does not disagree with
Director Buchner's statement. He said that even if a new building is built, it is vitally important with regard to
what type of use occupies the building.
8:21:00 PM
Director Henderson asked about the Nicoli building and what consideration was given for the pathway to the
train station. Mr. Buckley advised the design solution was the creation of a pathway along the edge of the
property; it would be well designed with ornamental features. The design includes accommodating a lot of bike
parking to facilitate multiple modes of transportation to this location.
8:2.3:28 PM
Director Wilson said a developer does not care who occupies the building so long as the rent is paid. From the
standpoint of a vibrant street life, it is more important to create a synergy that makes other properties more
valuable. He asked for comment from the consultants with regard to the degree the City might be able to
influence tenants. Mr. Johnson said his office did an urban amenities premium program that Metro has used.
This program talks about the marginal impact of certain tenants on the achievable rent structure. Developers
are quite aware of the desirable mix for ground floor commercial tenants and achievable rents and/or demand.
One of the problems will be non-credit tenants; that is, small business owners for which banks do not give you
credit because they are not sure the tenants will be there for as long as the amortization period of a loan.
Almost every restaurant is considered non-credit unless it is a publicly traded company. One of the reasons
Metro has set the program up is to look for ways to intervene in a development process to directly help the
development and also help fund tenant improvements that developers cannot finance conventionally. He also
cited grant programs to assist local tenants with rents and improvements.
TIGARD CITY COUNCIL/LCRB/CCDA MINUTES - AUGUST 25, 2009
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Mr. Johnson said the Portland Development Commission is just beginning to look at a similar program
(described above). Metro does not have much money to apply to this type of program. He described what
would be needed to obtain a positive investment cycle and to move away from subsidies.
In response to a question from Director Wilson, Mr. Johnson said that when you subsidize parking, tenants are
indirectly subsidized. 8:27:27 PM One of things found to have the best impact to an area such as this, would
be a specialty grocer. A specialty grocer would not be able to afford needed parking and Mr. Johnson gave as
an example the Whole Foods store in the Pearl District where the Portland Development Commission
provided the parking structure.
In response to a question from Director Henderson, Mr. Johnson said the Fanno Creek area in the downtown
has a built-in natural amenity. There is a functional amenity with transit-access nearby. The marketing will need
to sell this as an urban environment before actually established. He noted the possible evolution of starting at
the Fanno Creek area, selling the natural amenity followed by building the densities and activities to acquire the
urban amenities so the urban areas will fill in. The advantage to the downtown is that once the urban area
becomes established, the natural amenities are there. The trains coming through the downtown presents a
noise issue and there will be mitigation costs; i.e., quadruple-paned windows.
8:_30:07 PM
In response to a question from Director Buchner, Mr. Johnson talked about the evolution of development
where once undesirable locations become popular through a series of changes over a long time. Chair Dirksen
cited how high-end development could attract other types of development.
8:_3.3:42 PM
There was general discussion about projects that struggled and eventually gained momentum. Sometimes the
struggling is related to mistakes that were made.
8:_35:_39 PM
In response to a question from Director Henderson, Mr. Buckley referred to the Executive Summary included
in the Council packet on the Development Opportunity Study. Financial information is included in the report.
8:_36:07 PM
Senior Planner Farrelly referred to an upcoming planned development opportunity on a small site where there
is a possibility of phasing development with surrounding private property owners.
8:36:33 PM
Motion by Director Webb, seconded by Director Buchner to adjourn the City Center Development Agency
meeting.
The motion was approved by a unanimous vote of Agency members present.
Chair Dirksen
Yes
Director Wilson
Yes
Director Buchner
Yes
Director Henderson
Yes
Director Webb
Yes
TIGARD CITY COUNCIL/LCRB/CCDA MINUTES - AUGUST 25, 2009
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8:_36:47 PM
Mayor Dirksen reconvened the Tigard City Council meeting.
CONSIDER AFFORDABLE HOUSING FEE ASSISTANCE REQUEST
Associate Planner Roberts introduced this agenda item. The issue before the City Council is to consider
awarding fee assistance for $10,000 to Community Partners for Affordable Housing (CPAH).
8:_39:08 PM
Sheila Greenlaw Fink, Executive Director for CPAH presented information to the Council. CPAH closed
today on the property transaction to purchase the land for the senior housing project, Knoll at Tigard. She
referred to the depressed commercial real estate market at this time and the hope that some development will
entice additional development to complement and also to provide services. Ms. Greenlaw-Fink reviewed the
history and recent activities that have moved this project forward. She expressed appreciation for the support
of the Tigard City Council.
8:4.3:52 PM
Councilor Webb commented that there are only two affordable housing providers remaining in the County.
She noted her support for the request advising that, while granting assistance costs the City a small amount of
money, the rewards that the community receives are "ten-fold."
8:45:42 PM
In response to a question from Councilor Buchner, Ms. Greenlaw-Fink advised they anticipate breaking ground
on this property in March or April if the financing comes together.
8:46:13 PM
Motion by Councilor Buchner, seconded by Council President Wilson, to approve the request from the
Community Partners for Affordable Housing, for the $10,000 requested.
The motion was approved by a unanimous vote of City Council present.
Mayor Dirksen
Yes
Council President Wilson
Yes
Councilor Buchner
Yes
Councilor Henderson
Yes
Councilor Webb
Yes
8:47:03 PM
6. REVIEW 2009 OREGON LEGISLATIVE SESSION AND ANALYSIS OF ADOPTED LEGISLATION
SUPPORTING CITY COUNCIL'S PRIORITIES
Assistant City Manager Newton introduced Management Analyst Wyatt who kept the City Council and staff
updated on the status of legislation during the last session.
Management Analyst Wyatt recapped the activities pertinent to the City of Tigard in 2009 relating to City
Council priorities and other legislative interests. A copy of Management Analyst Wyatt's report is on file in the
City Recorder's office
TIGARD CITY COUNCIL/LCRB/CCDA MINUTES - AUGUST 25, 2009
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The short session coming up in February 2010 appears to be primarily budget related.
Management Analyst Wyatt advised the Mayor wrote a letter to Senator Wyden and Senator Merkley last week
about Federal legislation regarding online travel sites that are seeking to reduce the amount of hotel taxes being
paid. Resolution of this is expected soon and staff is monitoring.
8:53:41 PM
In response to a question from Councilor Buchner, Management Analyst Wyatt advised SB 269 dealt with
utility relocations and was changed to the point where it will not affect City franchise fees.
8:54:36 PM
7. UPDATE AND DISCUSSION OF WASHINGTON COUNTY URBAN AND RURAL RESERVES
PROCESS
Councilor Buchner advised she received more than 300 emails and letters giving testimony. Most of the
communications were with regard to the Helvetia area.
Associate Planner Floyd noted this is a continuation of the conversation the City Council had last week
regarding the urban and rural reserves process. The Council received an August 20, 2009, memorandum from
Mr. Floyd regarding the Washington County Urban & Rural Reserves Process. Attached to the memorandum
was the narrative staff prepared regarding the expected service area for the City of Tigard. This narrative was
submitted to the Washington County and the Metro planning staff members. Mr. Floyd reviewed the areas that
Tigard has requested to be placed in the urban reserves. He referred to a public hearing that took place last
Thursday regarding the overall process. Councilor Buchner advised that the majority of the comments at the
hearing related to the Helvetia area. Property affecting the City of Tigard was referred to in testimony by Mr.
Denney who said that he and all of the farmers along Roy Rogers Road wanted to be included in the urban
reserves because "farming really didn't work anymore on the property..." Mr. Denney said they were in the
process of sending petitions into the City of Tigard requesting to be annexed to the City.
Councilor Buchner said that most of the Metro City Councilors were not present at the hearing. She has made
a point of letting the current Councilors know that certain properties were originally included in Areas 63 and
64 in the hope that this would strengthen the position that those properties should be brought into the urban
reserve.
9:01:15 PM
Associate Planner Floyd advised the Washington County Reserves Coordinating Committee will be meeting to
form a recommendation to the Regional Reserves Steering Committee (Core 4) regarding the location of urban
reserves and rural reserves. So far, the recommendation coming from Washington County is that
approximately 34,000 acres should be placed in the urban reserves. Of that, Tigard is asking for approximately
900 acres. Tigard expects, at sometime in the future, to annex and service Bull Mountain and, perhaps further
west over the next 50 years. It is better to place these lands in the urban reserves now to prepare for the
possibilities in the "several decades down the line..." Tigard has not done any detailed concept planning for this
area, which will need to be done in the future.
9:0.3:0.3 PM
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Council and staff members affirmed the statement by Councilor Webb that this is not the annexation plan by
Tigard in the next few years. Councilor Buchner commented that this is long-term planning.
9:0.3:48 PM
Mayor Dirksen said he was concerned about comments from Metro that they are anticipating in only bringing
in 20,000 acres into the urban reserves. His concern is that this comment was made before the reports were
received from the three counties.
9:04:_30 PM
Associate Planner Floyd recapped that there have been four main players in the process: Clackamas County,
Multnomah County, Washington County, and Metro. Each of the players followed a separate process and they
have come to very different conclusions. Washington County is asking for about 34,000 acres of urban
reserves; Multnomah County asked for 80 acres; and Clackamas County asked for 11-15,000 acres. Metro is
looking at adding acreage from a regional-capacity view. Metro believes that more can be accommodated inside
the Urban Growth Boundary using higher densities. Associate Planner Floyd said he believes Washington
County is disputing Metro's assumptions in terms of how many units per acre can be achieved. There is a
philosophical difference that has emerged.
9:05:53 PM
Councilor Buchner pointed out that for Multnomah County, the vast majority of land available for building is
gone. Clackamas County has made it clear that they do not want to see their community become more densely
populated or accept a lot of growth over the next 50 years. She said she had expected the majority of the land
proposed for the urban reserves to come from Washington County. Population analyses by Portland State
University also support the growth to occur in Washington County.
9:07:09 PM
Councilor Buchner said she intends to vote in favor of the plan unless the City Council gives her direction
otherwise.
9:07:23 PM
Mayor Dirksen said that assuming that Tigard's request is included, he would agree with Councilor Buchner's
favorable vote.
9:07:57 PM
Council President Wilson asked to what degree is Washington County's request predicated upon a perceived
need for industrial land? Councilor Buchner advised that a large amount of Hillsboro's request is for industrial
land (employment lands). This is one of the issues of concern to residents in the Helvetia area.
9:08:_38 PM
Associate Planner Floyd advised that one emerging issue is what is the consequence of not designating lands to
either urban reserve or rural reserve.
9:09:43 PM
Some area was originally scheduled to be recommended to be included in the urban reserves in the Helvetia
area, but it has been taken out of the recommendation. It is now "undesignated."
9:11:09 PM
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Associate Planner Floyd advised that staff has not received any negative comments about the City of Tigard's
proposal for future urban reserves.
9:11:40 PAR
8. COUNCIL GOAL UPDATE
Assistant City Manager Newton presented the staff report. A copy of the second quarter goal update is on file
in the City Recorder's office.
Key points during the presentation to City Council included:
• On August 15, the City Council decided not to pursue the interim Tree Code.
• The Portland Tribune ran an article on June 25 regarding the Metro Council approval of the lines for further
study. The 99W Corridor Light Rail is in the first tier.
• The Washington County Reserves Coordinating Committee will consider its recommendation on
September 8th regarding the urban and rural reserves.
• The City Council approved a ballot title to consider a bond measure for parks.
The Mayor added that the original goal of the City Council was to prepare for a 2010 bond measure. Since then
the City Council made the decision to place this on the November 2009 ballot.
9:13:59 PM
Mayor Dirksen announced that the discussion for Agenda Item No. 9 is set over to September 8, 2009.
kxlel4shep Meeting)
9:14:08 PM
10. COUNCIL LIAISON REPORTS
Mayor Dirksen gave an update on recent activities by the Washington County Coordinating Committee
(WCCC) and Joint Policy Advisory Committee on Transportation QPACT) regarding the Regional
Transportation Plan. He advised the City Council received the latest draft this last week. He referred to an
email he sent to the City Council regarding the 99W projects included in the draft Regional Transportation Plan.
The current Regional Transportation Plan represents about 200 percent of the actual funding allowance;
therefore, not all of the projects will remain within the RTP.
In response to a question from Council President Wilson, Mayor Dirksen said the RTP identifies the projects
with an attempt to prioritize the projects along with the funding required. The projects are then pared down to
what could reasonably be anticipated to fund. There has been discussion at the County level to include more
projects.
In response to a question from Councilor Buchner, Mayor Dirksen said the League of Oregon Cities created
the City/State Relationship Task Force. Data has been collected throughout the State of Oregon regarding
how the cities and the state work together in general and with specific state departments. From that data, the
Task Force is coming up with a suggested list of processes and items that could be put forward to create a
dialogue between the League of Oregon Cities and the department heads within the State. Perhaps there might
be some legislative recommendations that will become part of the League of Oregon Cities' legislative platform.
The recommendations will be presented at the League of Oregon Cities Conference in October.
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9:17:56 PM
11. NON-AGENDA ITEMS
• Authorize the City Manager to Sign Expenditure Request for the Stevens Marine Right-of-Way and
Easement Acquisitions in amount $75,100
City Manager Prosser advised the action before the City Council is part of the work needed to obtain the
necessary right of way for the Burnham Street Improvement Project. The City and property owners of the
Stevens Marine property have been unable to reach agreement. The City is moving forward into the
condemnation process. The appraised value of the property is $75,100. City Council had previously
authorized the City Manager to sign checks up to $75,000; therefore, this transaction requires City Council
consideration. The action requested by the City Council is to authorize the City Manager to sign an
expenditure request for the Stevens Marine right of way easement acquisitions for $75,100.
Councilor Buehner asked for confirmation that, despite several attempts to get a response from the Stevens
Marine attorneys, the City did not receive a response to its offer. City Manager Prosser said this was
correct. Staff has been attempting to contact and negotiate this since April. Recent requests for response
have been unanswered.
Mayor Dirksen said this is unfortunately necessary if the City is to continue to move forward with its goal to
complete the Burnham Street project and to meet the timeline to proceed with construction during this
construction season.
Councilor Webb said it should made be clear to the public that this is not for the purchase of all of the
Stevens Marine property; this is for the street right-of-way. This is the last link to provide the ability to
place the utilities in the street.
Motion by Councilor Webb, seconded by Council President Wilson, to authorize the City Manager to sign
the expenditure request for $75,100.
Councilor Henderson advised he was going to vote for this motion; however, he said he felt this was
unfortunate.
Councilor Buehner noted she agreed with Councilor Henderson that it is very unfortunate, especially when
there have been a number of letters and contacts for which there has been no response. Council President
Wilson added that the City worked with Stevens Marine on the "Plaza" project and they have been very
cooperative and a good working relationship was established up until recently. Councilor Webb said it was
not the City Council's intention to use condemnation on this project; but "we cannot let one property hold
up putting utilities in the street."
The motion was approved by a unanimous vote of City Council present.
Mayor Dirksen
Yes
Council President Wilson
Yes
Councilor Buehner
Yes
Councilor Henderson
Yes
Councilor Webb
Yes
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9:21:53 PM
12. ADJOURNMENT
Motion by Councilor Buchner, seconded by Councilor Webb, to adjourn the meeting.
The motion was approved by a unanimous vote of City Council present.
Mayor Dirksen
Yes
Council President Wilson
Yes
Councilor Buchner
Yes
Councilor Henderson
Yes
Councilor Webb
Yes
Attest:
Catherine Wheatley, City Recorder
Mayor, City of Tigard
I:AADM\CATHY\CCM\2009\090825 final.doc
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Agenda Item No.
Meeting of /G -o?4~J7
~N
City of Tigard
FT I- - I
Tigard Business Meeting - Minutes
TIGARD CITY COUNCIL & LOCAL CONTRACT REVIEW BOARD (LCRB)
MEETING DATE/TIME: September 8,2009/6:30 p.m. Study Session and 7:30 p.m. Business Meeting
MEETING LOCATION: City of Tigard - Town Hall, 13125 SW Hall Blvd., Tigard, OR 97223
STUDY SESSION
Council Present: Mayor Dirksen, Councilor Buehner, Councilor Webb, Councilor Henderson, Council
President Wilson
Staff Present: City Manager Prosser, Assistant City Manager Newton, Public Works Director Koellermeier,
Finance and Information Services Director LaFrance, Engineer McMillan, and Deputy Recorder Krager
f
Mayor Dirksen called the Study Session to order at 6:30 p.m.
EXECUTWE SESSION:
City Manager Prosser read the citation for an Executive Session called under ORS 192.660(2) (e) to discuss
real property transaction negotiations. The Executive Session ended at 6:41 p.m.
STUDY SESSION (continued)
Mayor Dirksen shared that there is a tentative proposal from the Oregon Department of Transportation
(ODOT) to change the STIP list, adding $3 million for the 99W/Gaarde Road intersection. He said the project
was also on a short list at the federal level, and that having a state match available helps in obtaining federal
fiords.
Mayor Dirksen asked if any Councilors would be attending the Westside Business Forum and recommended
their attendance if possible.
City Manager Prosser noted that the Mayor and Assistant City Manager Newton would be meeting with
Senator Burdick and Oregon Transportation Commission Chair Achterman to explore finding for a study of
Barbur Boulevard/Highway 99W as a light rail corridor. City Manager Prosser said there will be an event hosted
by Mayor Dirksen and Portland Mayor Adams, regarding this corridor's potential as a high-capacity transit
corridor. The event will include a bus tour of the area.
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Mayor Dirksen and Councilor Webb said they would grill food for the public at Family Fest. Councilor
Henderson has a previous commitment with the Farmers Market at Family Fest.
The Tigard Town Hall meeting date has changed from October 6 to October 13, 2009 to accommodate the
legislators. There will be a dinner at a local restaurant prior to the Town Hall. Councilor Buchner noted that
she may be out of town on October 13.
The Study Session ended at 7:05. Mayor Dirksen called a recess.
1. BUSINESS MEETING:
1.1 At 7:29:53 PM Mayor Dirksen called the Tigard City Council business meeting to order.
1.2 Deputy City Recorder Krager called the roll:
Present Absent
Councilor Webb x
Council President Wilson x
Councilor Buchner x
Mayor Dirksen x
Councilor Henderson x
1.3 Pledge of Allegiance
1.4 Council Communications & Liaison Reports - Councilor Buchner said the Washington County Urban
and Rural Reserves Committee voted today to adopt the recommendation of staff with one change
relating to the northern boundary, and added Tigard's land, which was not on the original map. She
said it will now be forwarded to the Steering Committee.
1.5 Call to Council and Staff for Non-Agenda Items - City Manager Prosser said there will be a land
acquisition item related to the Burnham Street Project presented under Non-Agenda Items.
2. Mayor Dirksen read the following proclamations:
A. PROCLAIM SEPTEMBER AS NATIONAL ALCOHOL & DRUG ADDICTION RECOVERY
MONTH
B. PROCLAIM SEPTEMBER 17-23 AS CONSTITUTION WEEK
3. CITIZEN COMMUNICATION
Tigard High School Student Envoy Taylor Friesen gave a report on upcoming Tigard High School activities.
This was his first report on the school year and a copy of his report is available in the City Recorder's Office.
He mentioned that school starts tomorrow for freshmen and Thursday for sophomores, juniors and seniors.
He said there is a new way this year to kick off football games: Tigard Tailgater Dinners from 5:30-6:45. He
said Homecoming is Thursday, October 8, 2009.
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Councilor Buehner asked if the parade route will be along Durham Road and if neighbors affected by the
parade were aware of it. Mayor Dirksen encouraged people to attend die Homecoming Parade. Councilor
Buchner suggested Mt. Friesen submit the uiformation on Tigard High Homecoming activities to the cable
access channels.
• Citizen Communication - Sign Up Sheet - none
• Follow-up to Previous Citizen Communication - none
4. 7:36:38 PM CONSENT AGENDA - Mayor Dirksen read each item on the consent agenda.
4.1 Receive and File:
a. Council Calendar
b. Tentative Agenda
4.2 Approve an Amendment to the Intergoveriunental Agreement between the City of Tigard and die
Tigard-"Tualatin School District 23J and Beaverton School District 48J for the collection of die
construction excise tax and Authotize the City Manager to sign - Resolution No. 09-60
43 Appoint Committee Members to the Transportation Advisory Committee (TAC)-Resolution No. 09-61
Mayor Dirksen asked if any of the Transportation Advisory Committee members were present. TAC
Member Anthony Rivano was in attendance.
f
4.4 Approve Amendment #1 to City Manager Employment Agreement
Council President Wilson moved to approve the Consent Agenda. The motion ivas seconded by Councilor
Webb and all voted in favor.
Yes No
Councilor Webb
X
Council President Wilson
x
Couuncilor Buchner
x
Mayor Dirksen
x
Councilor Henderson
x
5. REPORT ON FAMILY FEST
7:3$:59 PM Assistant to the City Manager Bengtson gave Council a rundown on the fifffi annual City of Tigard
Family Fest, which begins Thursday, September 10. She said events and entertainment include:
s
• Thursday, September 10 - Genealogy Workshop at the Tigard Public Library at 6:00 p.m. and then
Camp Play-a-Lot at 7 p.m.
• Friday, September 11 - Family Movie Night at the Library at 7:00 p.m.
• Saturday, September 12 - 5K run (free t-shirts and free breakfast)
Main Street Block Party at 1:00 p.m. which includes:
Farmers Market (face painting and kettle corn)
TIGARD CITY COUNCIL/LCRB MINUTES - September 8, 2009
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Staff will be at a booth talking about upcomitng downtown projects and transportation topics.
5:30 p.m. Family picnic and ice cream at the library. Councilors will be serving hotdogs and
hamburgers to the first 300 picnickers
7:00 p.m. Free Tualatin Valley Com nunity Band concert
Fireworks at dusk
Ms. Bengtson noted that there are already 215 entrants for the Fun Run.
Councilor Buchner complimented the committee on their poster this year. Mayor Dirksen asked Ms.
Bengtson to show the poster. www.tig,2rd-or.gov/fainEy Pest
Agvnda Item Order Revised. Item No. & iviU be considered afterA,-enda Item No. 5
S. 7:45:05 PM CONSIDER PROPOSED ORDINANCE AMENDING CITY'S GAS TAX TO BRING IT
INTO COMPLIANCE WITH STATE GAS TAX LEGISLATIVE CFtANGES
Mayor Dirksen asked Council if they concurred with moving this item up on the agenda.
Finance and Information Services Director LaFrance noted that this was discussed at the August 18 Workshop
meeting. Conflicts between the City's current Gas Tax Ordinance and dhe new State legislation were
highlighted and potential solutions discussed. '
Councilor Buchner clarified that the City is just changing dhe language so it will comply with the legislature
change. The amount and where it is going arc not changed.
Councilor Webb asked if the only way to get bonding is by changing the existing ordinance. Finance and
Information Director LaFrance said she was correct.
Councilor Webb moved to adopt Ordinance No, 09-12. Council President Wilson seconded the motion.
Deputy Recorded Krager took a roll call vote. The motion passed unanitnously.
Councilor Webb
Council President Wilson
Councilor Buchner
Mayor Dirksen
Councilor Henderson
Yes Na
Y
X
X
x
x
7:49:_30 PM
6. LEGISLATIVE PUBLIC HEARING - DEVELOPMENT CODE AMENDMENT (DCA 2009-00003)
OMNIBUS "HOUSEKEEPING" ITEMS
Mayor Dirksen opened the public hearing at 7:49 p.m. City Attorney Rannis read the rules of process fora land
use public hearing. Mayor Dirksen asked if any Council members wished to report a conflict of interest. No
declarations or challenges to Council participation were noted.
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Assistant Planner Watkins gave the staff report on these minor amendments brought together in one
"housekeeping" amendment to the Development Code. These amendments will increase the Code's
consistency and uniformity, thus snaking it easier for staff and the public to use. He listed the amendments by
type.
No one signed up to give public testimony on the sign-up sheet available at the front of the room.
Mayor Dirksen asked if there was anyone present who wanted to testify either for or against this code
amendment. No one did.
Assistant Planner Watkins said the staff recommendation was to adopt the Ordinance.
Mayor Dirks en asked if there was any Council discussion. Councilor Buchner said the cross-referencing was
very helpful and recommended it for all future Code updates.
Council President Wilson asked about references to Durham Quarry, which is presently known as Bridgeport
Village. Council and staff discussed this and Councilor Buehner asked if it could be changed tonight by motion.
City Attorney Ramis said the language change could be included in a motion.
Assistant Planner Watkins said staff could go back and list the area by both titles. City Manager Prosser
suggested that due to the uncertainty, this issue be put on a list for future changes. Council President Wilson
said the reference might match pre-construction studies so perhaps it should remain in the document.
There being no further discussion, Mayor Dirksen closed the public heating at 8:02 p.m..
Councilor Buchner moved for adoption of Ordinance 09-13. Council President Wilson seconded the motion.
A roll call vote was taken and Ordinance 09-13 was approved unanimously.
Councilor Webb
Council President Wilson
Councilor Buchner
Mayor Dirksen
Councilor Henderson
Yes No
x
x
x
x
x
7. --F)q-EIXV OF G1qnP7,qDR U
Mayor Dirksen announced that Agenda Item No. 7 has been rescheduled to the November 10, 2009
Council meeting.
8. CONSIDER PROPOSED ORDINANCE AMENDING CITY'S GAS TAX TO BRING IT INTO
COMPLIANCE WITH STATE GAS TAX LEGISLATIVE CHANGES
Agenda Item Order Revised. Item No. 8 was considered afterAgenda Item No. 5
_
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9. COUNCIL. LIAISON REPORTS - None.
10. NON-AGENDA ITEMS
8:03:49 PM City Manager Prosser said Council previously authorized him to approve land acquisition for the
Burnham Street Project up to the amount of $75,000. He said the City initiated condemnation of a property
for the extension of Ash Avenue and after initiation of the condemnation, the City and the landowner reached
an agreement for a total of $421,500, which eliminates the condemnation action. He said a motion was needed
to authorize him to sign a land purchase agreement in the amount of $421,500 for the Johnson Property.
Councilor Buehner made a motion to authorize the City Manager to sign a real estate purchase (agreement) in
the amount of $421,500 - $379,500 of which was previously tendered to court and an additional $42,000
to complete the settlement and purchase. Councilor Webb seconded the motion. The motion passed
unanimously.
Yes No
Councilor Webb x
Council President Wilson x
Councilor Buchner x
Mayor Dirksen X
Councilor Henderson X
Mayor Dirksen commented that this land is the last piece to fall into place for the City to begin the Burnham
Street/Ash Avenue extension. City Manager Prosser said there was still one small piece of property that
the City is waiting for a signed agreement from but this is the last property for the Ash Avenue portion of
the project
11. ADJOURNMENT
At 8:07 p.m. Councilor Webb moved for adjournment. Council President Wilson seconded the motion and
all voted in favor.
Yes No
Councilor Webb X
Council President Wilson x
Councilor Buchner x
Mayor Dirksen x
Councilor Henderson X
Attest:
Carol A. Krager, Deputy City Recorder
Mayor, City of Tigard
Date:
1:\ADM\CAT1-1Y\CCh1\2009\090908 drafl.doc
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Agenda Item No. 3,
Meeting of O a -2
r1~ City of Tigard
6y 1
Tigard Special Meeting Minutes
TIGARD CITY COUNCIL - SPECIAL MEETING
MEETING DATE/TIME: September 29, 6:30 p.m.
MEETING LOCATION: Fanno Creek House, 13335 SW Hall Blvd., Tigard, OR 97223
Mayor Dirksen called the meeting to order at 6:37 p.m.
Council Present: Mayor Dirksen, Council President Wilson, Councilor Buehner, Councilor Henderson,
and Councilor Webb
Staff Present: City Manager Prosser and Deputy City Recorder Erager
Citizens Present: John Frewing
1. Roll Call
Name Present Absent
Councilor Buchner ✓
Mayor Dirksen ✓
Councilor Henderson ✓
Councilor Webb ✓
Council President Wilson ✓
City Manager Prosser announced that the purpose for this meeting was strategic planning and the format would
be less formal, to allow Council members the flexibility to introduce any item for discussion. He said several
resource documents and large maps were available at the meeting for reference. Council identified several items
they want to focus on in the coming year.
ISLAND ANNEXATIONS
Councilor Buchner led this discussion and gave background on Hillsboro's island annexation process.
• Major difference between Hillsboro and Tigard is that Hillsboro's unincorporated islands were in a different
fire district and coming into their city meant a significant tax increase.
• Hillsboro has a six-month period when people annexing voluntarily receive perks such as tax phase-in,
grandfathered farm animals, or sewer availability. Perks were not available to those annexed involuntarily.
• Half of those eligible voluntarily annexed.
• Hillsboro's tax phase-in period is seven years if annexing within the six months (three years if involuntarily
annexed)
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City Manager Prosser referred to a staff memo (in the meeting packet) which outlines a suggested island annexation
work plan. He asked Council if they wanted to move up the time frame. Councilor Buchner said the timeline was
fine; her point was that Hillsboro's framework is a good model for Tigard. Council did not indicate a desire to
accelerate the work plan.
Mayor Dirksen remarked that Washington County is pushing the cities to annex islands and the important thing is
to begin the process. City Manager Prosser said a discussion is scheduled for the November 17, 2009 Council
Workshop meeting. He said that Council first needs to change the annexation policy resolution, moving from the
neutral stance as adopted by Council in February, 2009.
Councilor Buchner suggested property owner outreach be conducted first. She said Tigard needs to identify what
people want, such as sewer district formation, for example. Mayor Dirksen said outreach could be concurrent with
Council discussion on the draft resolution. He suggested letters be sent to property owners offering a meeting with
staff, Councilor Buchner and himself.
Island locations were discussed. Mayor Dirksen stressed that he does not want to back down from Tigard's policy
not to use right of-way annexation to mate islands. He called out the issue of the County's description of an island
as an "area surrounded by a city." He said there are places that are surrounded by more than one city.
Mayor Dirksen asked if a city can own property outside the Urban Growth Boundary (such as property near the
Tualatin River which could become a park). City Manager Prosser said a city could.
Many different strategies for annexing Areas 63 and 64 were explored. It was noted that development cannot occur
without water/sewer and land needs to be annexed to receive services. Mayor Dirksen said that the lower Bull
Mountain area is built up with higher density and is underserved for parks. He suggested that if the bond measure
passes they may be willing to come into the City if it would help raise money for parks. Council wants to discuss
Areas 63 and 64 at a future meeting.
PROMOTING TIGARD
Council President Wilson said with the 99W projects underway it's now time to shift Council focus. He wants to
highlight Tigard's advantages in a professional looking promotional piece. This "booster" piece (print and/or video)
would promote Tigard to Tri-Met, ODOT, legislators, and developers. He said it should show where Tigard fits
into the Metro UGB and why locating here would be advantageous.
Points to include:
• There is no place in the region Eke Tigard's downtown and the Tigard Triangle
• Tigard has a household income figure that retailers covet and which makes the Downtown and
Tigard Triangle important
• Tigard is on the way to Salem
• Tigard links Portland to the coast
• How we are addressing transportation issues
• Washington Square
• Tigard Triangle
• Parks
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• Livability
• Zoning map showing actual zoning and uses, not just planned zoning
• Maps that show actual development patterns
• Retail sales map by census tract (sales divided by square footage = approximate retail activity)
Council President Wilson said the Street Maintenance booklet is an example of a great communication tool.
Councilor Buchner suggested improving the city's public outreach skills, especially press releases. City Manager
Prosser advised that staff at times struggles with the audience for a press release and with short deadlines, etc. In
response to Councilor Webb's comment that there was no money budgeted to hire a public relations person,
Councilor Buehner said it is now more of a priority.
Councilor Henderson said the Portland Development Commission produces a nice printed promotional piece in a
newspaper format. In response to Councilor Henderson's question on media type for this promotion, Council
President Wilson said it could be in any format - print or video.
City Manager Prosser was asked to look at the budget and determine if any unfilled FTE's could be diverted into
either creating a new Public Information Officer position or expanding the part-time hours of Library Public
Information Coordinator Walker. Councilor Webb recommended using local writers and printers, etc.
Council President Wilson offered to take the lead with a staff team on this project. He wants to move ahead with
this prior to January Goal Setting. City Manager Prosser will arrange for him to meet with library Public
Information Coordinator Walker, GIS Coordinator Beck, Administrative Support Supervisor Marvin, and Assistant
City Manager Newton. '
PARKS
Council President Wilson referred to the Parks Master Plan and asked, "Where's the vision?" He said he wants to
discuss what comes next if the bond passes, or if it does not. He said Council needs to think about what land we
can acquire. He described the idea of a "green circle" and said the bones (such as the Tualatin River and the power
line trail) exist for a very nice system. He said he wants to see an arc of greenspaces around the city, connecting the
Fanno Creek and Summer Creek trails to the power line trail.
Council President Wilson noted that Council still needs to identify areas important for water quality and wildlife.
Councilor Buchner said she wanted to focus on building more pocket parks. She noted an opportunity for a pocket
park on water reservoir property. Council President Wilson said, "We promised those but we also don't want to
give up huge opportunities, such as the Fowler property." Councilor Buchner suggested picking up any
undeveloped land near Cache Creek.
Councilor Webb referred to the list in the Parks Master Plan and asked if Tigard wasn't going to pursue purchasing
those properties. Mayor Dirksen said the list would be followed. Council President Wilson clarified that he wasn't
saying the Parks Plan should be disregarded; he was just disappointed that the plan is too technical and doesn't
provide a vision.
Councilor Buchner asked if the Downtown Plaza can be paid for out of parks bond funds. City Manager Prosser
said it could be. Councilor Henderson asked if any parks bond money could be used for relocation of businesses.
City Manager Prosser said he didn't know and would check with the City Attorney.
_ TI_G_ARD CITY COUNCIL SPECIAL MEETING MINUTES SEPTEMBER 29, 2009
City of Tigard 13125 SW Hall Blvd., Tigard, OR 97223 503-639-4171 xvxv%v.tigard-or.gov Page 3 of5 -
Council requested a strategy session to discuss the Parks Bond Measure if it passes, to be held on a night other than
a regular Council meeting night. Councilor Webb suggested it be a joint meeting with the Park & Recreation Board.
Mayor Dirksen agreed with the suggestion to hold a single-issue meeting regarding the next steps in acquiring parks
and greenspaces.
Councilor Buchner asked about the status of a property segment along the Fanno Creek Trail. City Manager
Prosser said he had nothing to report and would ask the City Attorney for an update.
AFFORDABLE HOUSING
Councilor Webb said she was proud of Tigard being mentioned several times in a recent Housing and Urban
Development (HUD) document. Tigard is listed as one of only three cities in Washington County to have done
things to support affordable housing. She said she would like the City to continue to do this and find other ways to
create affordable housing. Mayor Dirksen said one idea discussed before was requiring every new development in
the Downtown, Tigard Triangle and along 99W to have at least a few units of affordable housing. Councilor Webb
noted that the City of Nashville gave tax breaks to developers to encourage them to put affordable units in their
housing. Mayor Dirkse-n said that city taxes are so low it wouldn't really have much impact unless combined with
county property tax relief. Councilor Webb urged that Tigard take on a leadership role and open a dialog with the
County on this.
Councilor Buchner suggested re-zoning the area between Commercial and Greenberg to allow affordable housing
to be built. Councilor Webb said the City should be looking for developers that will build affordable housing.
99W/HIGH CAPACITY TRANSIT PLANNING
Council President Wilson said the re-cap of 99W accomplishments is tremendous. He said things are going to start
happening rapid-fire after years of planning and there needs to be good communication to people about all the
construction going on at once. (Hall intersection, Greenberg intersection, Burnham Street)
Councilor Henderson noted some activity in the street that may indicate the 99W signalization project has begun.
Council asked for a schedule update on that project.
Mayor Dirksen mentioned that a potential source of funding for the 99W Corridor Alternatives Analysis is the
Connect Oregon III program. Council President Wilson noted that, as a follow-up to a meeting with Tri-Met, they
offered their technical staff to help Tigard plan. Mayor Dirksen said the I-5 South and 99W studies, which are
already done, could easily become most of that study.
Some discussion was held on the history of the 99W and where it got its name. Re-naming 99W was mentioned.
ADMINISTRATIVE ITEMS:
City Manager Prosser asked Council about holding Business meetings on December 8 and 15; December 15
would be a combination Business/Workshop and cancelling the December 22, 2009 meeting. Council will
agreed not to cancel the December 22 meeting unless there is a lack of scheduled items.
TIGARD CITY COUNCIL SPECIAL MEETING MINUTES - SEPTEMBER 29, 2009 _
City of Tigard 13125 SW Hall Blvd., Tigard, OR 97223 503-639-4171 1 www.tigard-or.gov Page 4 of.5
■ Council suggested that time in January's first meeting be made available for business items after the Mayor gives
his State of the City speech. This year there will be no new Council swearing-in ceremony.
ADJOURNMENT:
At 9:17 p.m. Council President Wilson moved for adjournment. The motion was seconded by Councilor
Webb and approved by a unanimous vote of Council present.
Councilor Buchner
Yes
Mayor Dirksen
Yes
Councilor Henderson
Yes
Councilor Webb
Yes
Council President Wilson
Yes
Carol A. Krager, Deputy City Recorder
Attest:
Mayor, City of Tigard
1: \ADM\CATI-IY\CCN1\ 2009\090929.doc
TIGARD CITY COUNCIL SPECIAL MEETING MINUTES - SEPTEMBER 29, 2009 _
City of Tigard 1 13125 SW I-Lill Blvd., Tigard, OR 97223 503--639-4171 www.tigard-or.gov Page .5 of5
Agenda Item n
Meeting Date October 27, 2009
COUNCIL AGENDA ITEM SUMMARY
City Of Tigard, Oregon
Issue/Agenda Atle
C
Prepared By: oreen Mills
Performance Review Report - FCS
City Mgr Approval: _
D" Head Approval; t & CL_
ISSUE BEFORE THE COUNCIL
Receive and file FCS Group's consulting report "Engineering Performance Review" with their findings and
recommendations.
STAFF RECOMMENDATION
Receive and file.
KEY FACTS AND INFORMATION SUMMARY
■ In February 2006, the Financial Strategy Task Force (comprised of citizens) recommended to Council
that performance audits be done by a third party to validate how well the City is doing and to give
opportunity for the City to manage differently any services that need improvement.
■ The City Manager determined Engineering Services (in Community Development & Public Works)
should be reviewed to identify effectiveness and efficiency opportunities in the delivery of engineering
service and to increase the ability to complete Capital Improvement Plan projects.
■ FCS Group conducted the review and filed their findings and recommendations with the City on
August 18, 2009.
■ Implementation of the 20 recommendations is underway and will continue over the next 18 to 24
months. So far, implementation steps have resulted in:
o Reorganization to make operations more effective and efficient:
■ Capital Construction & Transportation moved from being supervised in the Community
Development (CD) Dept. to being supervised by Public Works. A City Engineer was
appointed to oversee the Engineering Division (position not a new FTE).
■ Development Engineering reports through CD/Development Services Division.
■ A Transportation Planner position was created in CD/Long Range Planning (from an
existing FTE).
■ A Senior Management Analyst moved from CD to Finance and Information Services
(FIS) Department and the creation of a Purchasing Section.
o Capital Improvement Plan process recognized as a financial process rather than a planning tool
and moved from CD to Finance.
o Active CIP project management is occurring now with ongoing improvement to Engineering's
management practices.
o Citywide purchasing (in FIS) is consolidating responsibility and purchasing efforts to ensure
consistency.
o Performance measurement and project accountability is being reviewed and plans are being
created to address this area over the next several months.
OTHER ALTERNATIVES CONSIDERED
N/A
CITY COUNCIL GOALS
Council has several 5-year and long term goals that address traffic, traffic congestion and improving the 99W
corridor that will require efficient and effective engineering service provision by the City.
ATTACHMENT LIST
■ FSC Group Engineering Services Review Report - dated 8/18/09.
FISCAL NOTES
The cost of FCS Group's services was $49,506. This was covered through salary savings from unfilled positions
in the Community Development department's budget. General Fund savings resulting from implementation of
the report recommendations is unknown at this time.
n
r
r
TIGARD
City of
Tigard, Oregon
ENGINEERING
SERVICES REVIEW
August 2009
CONSULTING SERVICES PROVIDED BY:
•�;> FCS GROUP
Solutions - Oriented Consulting
Redmond Town Center
7525 166th Avenue NE, Suite D -215
Redmond, WA 98052
T: 425.867.1802
F: 425 -867 -1937
This entire report is made of readily recyclable materials,
including the bronze wire binding and the front and back cover, v ' v v , fcsgroup. coal
which are made from post - consumer recycled plastic bottles.
7525 166" Ave. NE, Suite D- 215 4380 SW Macadam Avenue Suite 220 225 Bush Street Suite 1825
Redmond, Washington 98052 Portland, OR 97239 San Francisco, California 94104
T: 425,667.1802 F:425.867.1937 T:503.841.6543 F: 503.841.6573 T: 415.445.8947 F: 425.867.1937
•:;> FCS GROUP
� I�_iI ern ( )rie'nle'cl Cunsulling
August 18, 2009
Ms. Loreen Mills
Assistant to the City Manager
City of Tigard
13125 SW Hall Blvd.
Tigard, OR 97223
Subject: Engineering Services Review
Dear Ms. Mills:
We are pleased to submit our final report summarizing the results of our Engineering Services
Review. There are 14 observations and 20 recommendations to address the issues currently facing
the City's engineering services. The recommendations call for improvements in the City's Capital
Improvement Plan planning process, project management, accountability, human resources
administration and training, and organization of the City's engineering services. Major changes are
recommended for what is included in the City's five year Capital Improvement Plan and how the
City is organized to provide engineering services (i.e. Moving most project implementation
responsibilities to Public Works from Community Development).
We want to thank you and the City staff who participated in the review and assisted us in gathering
information and making the time to meet with us. We are sending you an electronic copy via e -mail
as well as hard copies of the report. If there are any questions, please do not hesitate to contact us
(425) 867 -1802 ext. 228.
Sincerely,
Peter Moy
Principal
Enclosure
Engineering Services Review
City of Tigard, Oregon
TABLE OF CONTENTS
Executive Summary i
I. Introduction 1
II. Stakeholder Perspectives 5
III. Capital Improvement Plan Performance 8
IV. Capital Improvement Plan Planning 18
V. Project Management 27
VI. Accountability 37
VII. Human Resource Issues and Employee Skills 43
VIII. Proposed Organizational Changes 51
Appendices
Staff and Stakeholder Interviews Appendix A
Engineering Best Practices Questions Appendix B
Engineering Skills and Training Survey Appendix C
Results from the Engineering Skills and Training Survey Appendix D
•:;> FCS G ROUP
Engineering Services Review
City of Tigard, Oregon
EXECUTIVE SUMMARY
INTRODUCTION
The City of Tigard has been concerned about its ability to complete projects in the City's Capital
Improvement Plan (CIP), and to help improve the effectiveness and efficiency of the CIP planning,
design, and construction processes, the City initiated a review of the organizational structure,
systems, operational practices, resources, management controls, staffing, and training involving its
engineering services. Besides these key issue areas, the City also wanted to improve project delivery,
accountability, reporting, and communication with intradepartmental, divisional and external
stakeholders.
Engineering services are currently provided by the Community Development Department and the
Public Works Department. The two departments provide engineering services and activities that
include engineering plan review and inspection for private development, engineering design, project
management, construction inspection, transportation planning, intergovernmental liaison,
surveying, computer aided design, and a variety of other support services such as procurement,
public notification, and project administration.
STAKEHOLDER PERSPECTIVES
One of the study's key elements desired by the City involved interviewing City staff and external
stakeholders to provide their opinions and perspectives on the performance of the City's engineering
services. With assistance from the City in selecting staff and external stakeholders, over 30
interviews were conducted with employees in Community Development, Public Works, Finance,
and the City Manager's office. In addition to the employees, 11 interviews were conducted with
representatives from other public agencies, businesses, and neighborhood groups.
There were three common themes regarding the City's engineering strengths, and they are following:
♦ Development Engineering — In interviews with City staff as well as external stakeholders,
Development Engineering was praised for the way it does business, and the people who work
there. One developer went as far to say that the City was among the "very best" in the
Portland area and that they look forward to working again in the City.
• Water Engineering — External stakeholders had good working relationships with Water
Engineering, and other staff mentioned their experience and technical skills. One
stakeholder mentioned how "they are a good department, very solution oriented, timely, and
use very practical approaches given the money they have allotted."
♦ Dealing with external agencies and consultants — External agencies and consultants spoke
positively about working with the City. One representative of an external agency mentioned
•:;) FCS GROUP i
Engineering Services Review
City of Tigard, Oregon
that City transportation engineering is one of the easiest to work within the entire region,
and none of the consultants interviewed mentioned any weaknesses or criticisms.
Besides the strengths, employees and stakeholders also identified a number of weaknesses where the
City's engineering functions need improvement. The following are the common themes concerning
the City's engineering weaknesses.
• Lack of priorities for the CIP — Several staff mentioned the lack of priorities in the CIP as a
weakness, including lack of a project prioritization process and no sense of priority or
urgency with CIP projects.
• Overall communication and communication between Community Development and Public
Works — Several staff mentioned communication between Community Development and
Public Works staff as a weakness, as well as communication within Capital Construction &
Transportation. Other communication - related weaknesses mentioned include a need for
better public information, as well as CIP plan coordination between departments.
• Heavy workload — Heavy workload was mentioned by several staff, including uncertainty as
to what the right level of workload should be, staff having "too much on their plate ", and
overpromising and under delivering on the capital projects included in the CIP plan.
• Lack of flexibility, alternatives, and a positive and diplomatic attitude when dealing with
citizens and the public — Several external stakeholders mentioned how the Capital
Construction and Transportation staff was inflexible and undiplomatic when dealing with
the public, and how they were unwilling to look at other options and alternatives. One
stakeholder mentioned that instead of an approach of "how can we help you ", the
stakeholder was told by a Capital Construction and Transportation staff that the City "did
not have to do that ".
CAPITAL IMPROVEMENT PLAN PERFORMANCE
Observation 1: Compared to their original schedules, about 50% of the CIP projects were delayed
or cancelled, and about half of the delayed projects were delayed at least one year.
Observation 2: About 31% of the CIP projects had budget increases, while about 11% of the
projects had budget decreases. The net budget changes by project group ranged from a $5.7 million
decrease for Water projects to a high of $10.5 million for Capital Construction & Transportation
projects.
Observation 3: The City spends significantly less than what is budgeted each year for CIP projects.
In FY 2006 -07 and FY 2007 -08, actual CIP expenditures were $9.6 million and $8.4 million less
than what was budgeted for those years, respectively.
•:;> FCS GROUP ii
Engineering Services Review
City of Tigard, Oregon
CAPITAL IMPROVEMENT PLAN PLANNING
Observation 4: The City has incorporated some best practices in its process for developing the
City's Capital Improvement Plan, but the City's process lacks some critical elements that can help
the City avoid delays and improve project completion. These critical elements are setting clearer
priorities, planning for City engineering resources and workloads, and improving coordination and
communication among the different CIP program categories.
Observation 5: The City's planning orientation as the purpose and objective for the City's Capital
Improvement Plan and the CIP planning process are inconsistent with the City's performance and
financial expectations, and changes to the Plan and process are needed to realign the Plan with the
performance and accountability expectations.
Recommendation 1: City management should clearly establish that the purpose of the Capital
Improvement Plan is to identify capital priorities, time frames, and a financing plan that can be
realistically accomplished with the available City resources. The Plan should address only those
projects that can be started or completed during the next five years.
Recommendation 2: The CIP process should be part of the City's budget process, and the Finance
Department should take the lead in overseeing the process. Public Works (See recommendations on
organizational changes in Chapter VIII) should be responsible for identifying capital projects and
determining priorities in conjunction with City management and Community Development.
• As part of the process, the City Manager should provide additional guidance on the City's
priorities at the beginning of the CIP planning process in conjunction with the City's other
budget priorities and should continue to perform a final review before the CIP is submitted
for review and adoption by the City's Budget Committee. The CIP Team should also
clearly show how the CIP projects address these priorities and how any changes from the
City Manager, the Budget Committee and the City Council have been incorporated into
project plans.
• Because the CIP process will become part of the Finance Department and Finance's budget
process, and because the City's various master planning processes already provide for citizen
involvement and public input, the additional citizen involvement committees and the
Planning Commission review and adoption process should be eliminated. The Planning
Commission and other citizen groups can review and comment on the CIP as part of the
budget process.
• The City should still maintain the CIP Management Team and its role in developing the
CIP.
Recommendation 3: When planning proposed projects, the City should identify and plan for the
City resources that will be assigned to a project to determine if the City has enough staff resources to
:;> FCS GROUP iii
Engineering Services Review
City of Tigard, Oregon
support the proposed projects. The estimated staffing costs should be budgeted as part of the project
costs.
♦ If project requirements exceed the available staff resources, the City should determine
whether it should reduce the number of projects proposed in the CIP or propose adding staff
to be funded by the project budgets.
Recommendation 4: The City should consider developing a system that allows it to rank CIP
projects to help City departments rank proposed projects for funding. Criteria such as public safety,
City Council goals, federal or state mandates, impact on the public and citizens, available funding
including grant funding opportunities, and cost effectiveness might be used to determine which
projects the City will include in its CIP.
Recommendation 5: The CIP document should be modified in the following manner:
• The FY 2010 -15 CIP budget document should include a Fund Summary Table, as well as a
brief explanation of funding sources, in order help to increase understanding of the resources
dedicated to the CIP as well as the current limitations placed on those resources.
• Unfunded capital projects should not be included in the program area summary and project
detail sections of the CIP, and should not have specific schedules. These projects can be
included in a single table at the end of the document, similar to the FY 2006 -11 CIP budget
document (see FY 2006 -07 Community Investment Report page 287).
PROJECT MANAGEMENT
Observation 6: Project budgets in the CIP are based on the contracted costs and do not include the
City's staffing costs and other associated costs. To improve the CIP and individual capital project
management, the City also needs to improve its workload and resource planning.
Observation 7: The former financial system did not support capital project management to
identify the City's staff costs and total project costs making it difficult for the City to access such
information and to know how much it was spending on a project. Consequently, City staff costs
were not included as part of the capital costs and cannot be determined. Project costs were
monitored by using separate spreadsheets and tracking vendor payments in the City's financial
system. The new financial system was installed in July 2009, and it has the capability to perform
project accounting.
Observation 8: Purchasing and procurement for Community Development's Capital Construction
& Transportation Division are performed separately from the City's Purchasing Office in the
Finance Department. As a result, there is less oversight, and the City's purchasing rules might not
be consistently followed.
4) FCS GROUP iv
Engineering Services Review
City of Tigard, Oregon
Observation 9: Compared to best practices identified by the American Public Works Association
and the Project Management Institute, the City needs to improve its practices concerning project
planning and design as well as several other practices involving time management, plan development,
monitoring, cost budgeting, employee development, managing stakeholders, and performance
reporting.
Recommendation 6: Because the CIP for FY 2009 -2014 has already been adopted, the City should
reassess the FY 2009 -2010 workload by identifying the current staff resources available compared to
the projects scheduled for the year, including in -house design efforts. If resources are not available to
meet the project needs, the City should determine what projects will be rescheduled for next year.
Recommendation 7: Once the appropriate staffing and projects are identified, the City should set
up the projects in IFAS, the new accounting software system.
Recommendation 8: As an interim step until the new payroll system is implemented in 2010, the
project staff should begin tracking their hours on each project through a data base or spreadsheet
system.
Recommendation 9: The City should begin to develop a project management manual that
addresses the standards and guidelines the City uses and incorporates engineering design and project
management best practices.
Recommendation 10: City Purchasing should begin to work closely with Engineering to identify
purchasing responsibilities and opportunities to consolidate responsibility and effort and to ensure
consistency through centralized purchasing, such as creating on -call lists.
ACCOUNTABILITY
Observation 10: Although much time and effort is devoted to the Capital Improvement Plan,
there is no process for elected officials, the public, and City management to monitor the City's
performance in completing the projects on time and within the adopted budget. Because of the
current financial system, there is also no overall report on the financial status of CIP projects and
City management and elected officials are not regularly updated about the CIP.
Observation 11: Current performance measures in Capital Construction & Transportation and
Water Engineering do not address their performance in implementing the CIP. The current
performance measures are related more to measuring outputs rather than effectiveness.
Observation 12: There are street related costs that are managed by Community Development and
because Public Works has the operational responsibility for streets, these costs should be budgeted
and managed by Public Works so the City consolidates all the costs associated with its street
operations.
:;> FCS GROUP v
Engineering Services Review
City of Tigard, Oregon
Recommendation 11: With the new financial system, the City should review the type of financial
reports produced by the system and determine whether they will meet the project managers' and the
City's needs for monitoring capital project costs. Based on these reports, the City should establish a
financial monitoring process that includes at least a report on the financial and completion status of
the CIP projects at the Budget Committee's mid -year meeting as well as an update when the
proposed CIP is submitted for review.
Recommendation 12: The City should adopt specific performance measures for implementing the
CIP that relate to budget and schedule performance. Such performance measures should also be
reflected as part of performance evaluations of the City Engineer, senior project engineers, and
project engineers. The City should start with the following performance measures, and they should
be monitored for the different program areas:
• Percent of capital projects completed on schedule
• Percent of capital projects completed on budget
As issues are identified and resolved in delivering capital projects on time and on budget, the City
might add additional measures in the future to monitor the efficiency of the City's project
management over the next several years.
Recommendation 13: The City should remove all street related operating cost budgets and
responsibilities from Community Development and transfer them to the Street Division in Public
Works.
HUMAN RESOURCE ISSUES AND EMPLOYEE SKILLS
Observation 13: The Engineering Manager, Senior Project Engineer, and Project Engineer
classifications all overlap with regard to project management functions, and as a result lines of
authority and responsibilities are sometimes not clear to some employees.
Observation 14: More training is desired by both senior project engineers and project engineers,
and more technical engineering and project management skills training is needed. Overall,
employees have taken training courses on 64% of the critical skills they listed and they would like
additional training on 40% of the critical skills they listed.
Recommendation 14: Human Resources should review and clarify the Engineering Manager,
Senior Project Engineer, and Project Engineer classification descriptions and eliminate any overlap
with regard to project management responsibilities. If the City continues to perform its own design
work on many projects, the City should also consider creating a new professional engineering
position (e.g. Engineer) that does not have any project management responsibilities and that is
targeted toward design.
• :> FCS GROUP vi
Engineering Services Review
City of Tigard, Oregon
Recommendation 15: To also increase personal accountability, the City should incorporate
performance measures and goals as part of the individual performance evaluations so performance
evaluations are very clear about what performance level is expected.
Recommendation 16: The City should develop a specific training plan for each employee that
incorporates more technical and project management training as identified in our survey. Attending
conferences should not necessarily be a substitute for more directed training, and because much of
the training for management appears to be more than sufficient, training funds for management
should be directed toward more priority needs.
ORGANIZATIONAL CHANGES
Recommendation 17: Based on the problems and issues that have been identified throughout the
report, the City should make the proposed organizational changes to improve how engineering
services are provided and managed. These changes include the following:
• Moving the Capital Construction & Transportation Division in Community Development
to Public Works to create a new Engineering Division that has the City Engineer reporting
to the Public Works Director,
• Creating within the Engineering Division three organizational units for Design,
Construction Services, and Engineering Support,
• Placing Community Development's Development Engineering under either the Building or
Current Planning units, and
• Creating a new Transportation Planner position in Long Range Planning.
Recommendation 18: The City should develop position classifications and salary schedules for a
transportation planner /engineer, an engineer, a lead engineering construction inspector, and an
engineering support manager.
Recommendation 19: The City should assess the need for the Senior Management Analyst
position in Community Development to determine whether the position should be moved to either
Finance or Public Works, or remain in Community Development.
Recommendation 20: The City should develop an implementation plan that provides for the
following:
• A designated lead City management level staff member,
• A time table for implementing the reorganization and reporting on the status of the changes,
• A communication plan for employees and the public and other key stakeholders,
• An explanation about how and which employee positions will be filled, transferred, or
reclassified,
•:;> FCS GROUP vii
Engineering Services Review
City of Tigard, Oregon
♦ Revised budgets,
• Plans for any office space changes, if necessary, and
• A strategic plan for the new division that addresses its mission, values, goals, and
performance measures.
,> FCS GROUP viii
Eligibility. Q n C O M O R O on O R■ a 4 m"a
ELIGIBLE PARTICIPANTS
Main Street commercial property owners
and business lessees of property with
written authorization of the property
owner
INELIGIBLE PARTICIPANTS
National franchises, government offices
and agencies, residential properties
ELIGIBLE WORK
Rehabilitation of building facades visible
to the street, including storefronts;
cornices, gutters and downspouts; signs
and graphics; exterior lighting; canopies
and awnings; painting and masonry
cleaning; interior window display lighting;
permit and design fees
INELIGIBLE WORK
Maintenance improvements; roofs;
structural foundations; billboards; security
systems; non-permanent fixtures; interior
window coverings; vinyl awnings; personal
property and equipment; security bars;
razor/barbed wire fencing; landscaping,
sidewalks, and paving
DESIGN REQUIREMENTS
Must meet new Downtown design
standards and applicable development
and building code standards
Process -take the next step! . a
Applications and Downtown Design Standards
are available at www.tigard-or.gov/downtown
or by contacting Sean Farrelly at 503-718-2420
or sean@tigard-or.gov.
Background
The result of widespread citizen involvement,
the "Tigard Downtown Improvement Plan" is
a roadmap for Downtown Tigard's future. We
have some great ideas on how to transform
Downtown into a vibrant, walkable urban
village with opportunities for people of all
ages to live, work and play. Come check it out!
Visit www.tigard-or.gov/downtown.
Contact
For more information contact project manager
Sean Farrelly at 503-718-2420, or
sean@tigard-or.gov.
City of Tigard
COMMUNITY DEVELOPMENT DEPARTMENT
13125 SW Hall Blvd., Tigard, OR 97223
www.tigard-ongov
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The program has two parts. The first is
Fa4ade Improvement Design Assistance.
This assistance is completely free to eligible
applicants and is available on a "first come,
first served" basis. Design assistance will
include 30-40 hours of architectural design
services. The architect will meet with
property and business owners to discuss
their objectives for the building's facade.
The design will also be consistent with the
Downtown Design Standards. Final results
will include complete schematic design level
drawings and also a general estimate of
project cost.
The second part of the program is the
Faigade Improvement Matching Grant.
Applicants who received design assistance
and who wish to be considered for a 50%
matching grant will fill out an additional
application and undergo a competitive
process..
Applications for matching funds will be
reviewed by the FaSade Improvement
Subcommittee. The following factors will
be considered in selecting a project
for funding:
Compliance with all applicable design
standards, development, and building code
regulations
■ The degree of visible and substantial
improvement on the property
■ The potential for positive impact on Main
Street
. Maximizing private investment (ratio of
public funds to private funds)
For projects that are selected for a
matching grant:
■ Plans submitted will be reviewed by the
Planning and Building Departments.
Approved plans, together with construction
bids and construction schedules, are
reviewed to determine the final grant
amount.
■ After signing a City Center Development
Agency/Developer agreement, the
applicant will contract on their own for
construction and installation.
■ Upon completion, the grant amount is
awarded. Arrangements can be made for
partial awards upon completion of specific
project phases.
Agenda Item #
Meeting Date October 27, 2009
CITY CENTER DEVELOPMENT AGENCY AGENDA ITEM SUMMARY
City Of Tigard, Oregon
Is Title Update on Downtown Circulation Plan (Council Goal 2: Implement
Downtown Urban Renewal, Long TeLrn Goal: Pursue opportunities to reduce traffic congestion in Tigard)
Prepared By: Sean Farrelly _ Dept Head Approval: City 1lgr?ipproval:
ISSUE BEFORE THE CITY CENTER DEVELOPMENT AGENCY
Receive briefing on the status of the Downtown Circulation Plan.
STAFF RECOMMENDATION
Receive update and provide feedback.
KEY FACTS AND INFORMATION SUMMARY
The Tigard Downtown Improvement Plan (TDIP) found one of the major constraints for the development of
Downtown to be the lack of connectivity, which impedes pedestrian, bicycle, and vehicle circulation in the
Downtown. The Leland Redevelopment Strategy recommended implementing long-term plans to increase
connectivity to and within the Downtown.
When complete, the Downtown Circulation Plan will address these constraints and plan for vehicle, pedestrian,
transit, and bicycle circulation in the Downtown Urban Renewal District. The purpose of the plan is to:
■ Implement a transportation network with improved connectivity and provide the basis to obtain rights-of-
way for the network as new development occurs.
Establish street standards which will lay the foundation for vibrant, active, pedestrian-friendly streets which
accominodate anticipated uses and allow traffic to move appropriately withinn the district.
A consultant team made up of SERA Architects (urban design), Kittelson and Associates (traffic engineering), and
Johnson Reid (real estate economics) were engaged and the project started in June 2009. The team has developed a
draft preferred alternative circulation map, street classifications, and street sections.
These draft materials were reviewed and feedback was received filom the City Center Advisory Coininission and a
Technical Advisory Cotamiatee (comprised of representatives of the Tigard Engineering Department, ODOT,
Metro, and TidMct). Preli ninaiy maps were also displayed and comments taken at die Downtown Open House in
July 2009.
The final report is scheduled to be completed in early November. Outstanding tasks include:
1) The final real estate assessment of how new transportation connections will positively and negatively affect the
value of properties ifnpacted and the value of properties in the Urban Renewal District as a whole;
2) Transportation engineering review of the recommended transportation network; and
3) Recommendations on flexible ways to implement the recommended pedestrian and bicycle connections.
The Preferred Alternative Map will be evaluated as part of the Transportation System Plan (TSP) update. It will be
included as part of the TSP adoption process with Planning Commission and City Council public hearings. In the
interim, staff will conduct targeted outreach to property owners who will be impacted when the network is
implemented as new development occurs in the Downtown.
OTHER ALTERNATIVES CONSIDERED
Not applicable.
CITY COUNCIL GOALS
Council Goal 2: Implement Downtown Urban Renewal
Long Te11n Goal: Pursue opportunities to reduce traffic congestion in Tigard
ATTACHMENT LIST
Attachment 1: Draft Preferred Alternative Circulation Map, Street Classifications, Street Sections, and Property
Impact Map.
FISCAL NOTES
The Downtown Circulation Plan budget is $35,000 for consultant services in Uban design, transportation planning,
traffic engineering and real estate economics. These fiends have been budgeted.
I:\LItPLN\Council materials\2009\10-27-09 AIS Circulation Ptan.does
Agenda Item #
Meeting Date October 27, 2009
Issue/Agenda
COUNCIL AGENDA ITEM SUMMARY
City Of Tigard, Oregon
Prepared By: Brian Rager Dept Head Approval: ITS City Mgr Approval:
ISSUE BEFORE THE COUNCIL
No action is required; dle Council is being asked to receive an update on the Buriaham Street Improvement Project.
STAFF RECOMMENDATION
There is no staff recommendation.
KEY FACTS AND INFORMATION SUMMARY
■ The City held a ground-breaking ceremony for the Bun-iham Street Improvement Project on October 20, 2009.
■ Construction on the project will begin on or shortly after October 20, 2009.
■ This update will cover:
- A preview of upcoming construction activities.
- A general description and sequencing of the major stages of construction.
- An overview of how traffic and access to businesses will be handled during construction.
OTHER ALTERNATIVES CONSIDERED
Not applicable.
CITY COUNCIL GOALS
2009 Council Goal #2:
Implement Downtown Urban Renewal
a. Move forward with Burnham Street Project
ATTACHMENT LIST
None
i.
FISCAL. NOTES
There is no fiscal impact associated with this item.
We received a bid for Burnham Street and Ash Avenue for $4.1 Million. We also received a proposal for Construction
Management and Construction Survey services -which is for approximately $0.5 Million. The projected cost for these
two items was $8.5 Million.
Attachment 1 DRAFT
I
Street and pathway connections in this l
area will be addressed as part of the 2010
City of Tigard Transportation System Plan
Update (TSP).
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— — — • Proposed bicycle and pedestrian
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determined upon redevelopment
0 Existing public transit center and
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AWMWAllair
Downtown Connectivity Plan - Preferred Alternative
Downtown Tigard Circulation Plan Project 10.05.09
DRAFT
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. 4 area will be addressed as part oi the 2010
0 ' ' * 41 City of Tigard Transportabon System Plan
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Impacted Taxlots -- kit fl
,c _ ' ,./.; ' — , i'''4' '--;. .;_ : .":' It ''. 4' ' ',Ti . -
Proposed Downtown Connectivity Plan - Preferred Alternative Property Impacts
Downtown Tigard Circulation Plan 10.01.09
, -.
DRAFT
,
Potential Impacts to Properties in the Connectivity Plan Study Area
Approximate Area of Approximate Impact to
Number Owner Percentage of Existing
Impact (SF) Property Affected Structure(s)? ;
., Prudence Miller Trust 17,600 33% Yes
2 Michael and Kay Stevenson 17,900 9% No
3 JB Oak Hill Limited Partnership 19,700 55% Yes
4 Page Stevens 7,400 26% No
5 Charles Butterfield 4,800 28% Yes
6 William and Dixie Davidson 1,600 _ 73% No _
_ 7 William and Dixie Davidson 40,300 47% Yes
8 USPS 23,800 30% Yes
i 9 Scoffins Street Investment Company 2,618 27% Maybe
10 BSM Realty 13,823 13% Yes •
11 'Nathan-Jeffrey LLC (Albertson's) 23,378 _ 20% Yes
12 DRL LLC 810 2% Yes
13 David Leary 3,750 15% No
14 Gary and Judy Craghead 6,900 35% _ Yes
15 The American Legion _ 15,900 36% Maybe
16 Daniel Sickles 13,400 46% Yes _
17 Tigard Manor Holdings LLC 8,300 _ 29% r Yes _
18 Thompson Living Trust 13,000 19% Yes _
19 Ronald and Cecilia Thompson _ 6,000 14% Yes
20 Paddack Family Trust 4,850 40% Yes
21 8775 SW Commercial LLC 8,400 22% Yes
22 Theresa Dibb Trust 4,400 18% Yes
23 Magno 3,100 4% Yes
24 Carl H Johnson Family 21,600 35% No
25 City of Tigard 17,250 10% No
26 City of Tigard 16,700 12% Yes
27 Burnham Business and Storage LLC 32,000 13% Yes
28 Verizon Northwest INC 30,000 11% Yes
29 William and Nina Matsumoto 5,450 16% No
30 City of Tigard 3,100 55% No
31 City of Tigard 20,200 6% Yes
A Tigard Plaza LLC 36,500 13% Yes
B Eldon Mains, Jr. 9,600 73% Yes
DRAFT
art v
�- Street and pathway connections in this l
area will be addressed as part of the 2010
' City of Tigard Transportation System Plan
Update (TSP).
A C9�,
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A s adopted in the
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LEGEND
Character Classification I
i■ Upper Hall Boulevard \ ;, 'Y
Main Street Green Street
Downtown Mixed Use 1 - Downtown Collector
onsor Downtown Mixed Use 2
■ Urban Green Street 1
Urban Green Street 2
Urban Residential '''```►..���
Alley Festival Street
Alley
Bike /Pedestrian Connection
- Multi -Use Trail
0 Existing public transit center and WES Commuter Rail station
Street Character Classification - Preferred Alternative
Downtown Tigard Circulation Plan Project 10.05.09
DRAFT DRAFT
. j
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min. 10' -12 8' 5' 10' 12' 10' 5' 8' 10'- 12'
10
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rDRAFT DRAFT
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mixed use residential 10' - 12' 8' 11' 11' 8' 10' - 12' mixed use residential mixed use residential 12' 8' 11' 11' 8' 12' mixed use residentai
58' -62' ROW 62' ROW
f ewrton! , M nu Use 2 Urban Green Street 1
DRAFT DRAFT
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• bench — —
• rain garden in curb extension
• permeable pavers in palling step
' .. y • water feature
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- • storrnwater planters ' '
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mixed use residential mixed use residential residential 10-12' 7' 18' 7 10%12' residential
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Urban Green Street 2 Urban Residential
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DRAFT DRAFT
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18' 7' 18' 7
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20 RCM 30' ROW
Alley Bike/Pedestrian Consider 1 Bike/Pedestrian Corridor 2
Agenda Item #
Meeting Date October 27, 2009
,
COUNCIL AGENDA ITEM SUMMARY
City Of Tigard, Oregon
Issue/Agenda Title Third Quarter Council Goal Update
Prepared By: Joanne Ben son Dept Head Approval: City Mgr Approval:
ISSUE BEFORE THE COUNCIL
Third quarter informational update on 2009 City Council Goals.
STAFF RECOMMENDATION
Information only.
KEY FACTS AND INFORMATION SUMMARY
t
Attached is a third quarter progress report on 2009 City Council goals.
OTHER ALTERNATNEs CONSIDERED
N/A
CITY COUNCIL. GoALs
N/A
ATTACHMENT LIST
1. Third Quarter Goal Report
FISCAL, NOTES
N/A
h\ADM\City Council\Council f\genda Item Summaries\2009\3nd quarter goal YIS 091027.doc
2009 3111 Quarter Goal Update
Oa janua y 6, 2009, Ae Ctty Council lllet to set its goals for the calking yeas: These goals ivpreselit loose itelli r
t1Jat the Council feels deserve special attention in the viontlzr ahead. TIIe City' ivill accolzrplisI7 llludi lliore than
3 1 ivl)at is listed Mere, Gut ive identify fbese to be ofparticular iiilpoitance to our nesidenis.
2009 Council Goals
1. Implement Comprehensive Plan
a. Update Tigard zoning maps based on Comprehensive Plan Update
The city's locally approved Periodic Review Work Program was subiTdtted to DLCD in
February. The Work Program includes an update to die Tigard Transportation System Plan
(TSP), performing an Economic Opportunities Analysis, and updating the Tigard Public
Facility Plan. All three tasks are important to serve as findings/ rationale for City initiated
Comprehensive Plan/Zoning Map amendments. The TSP update is in progress and
scheduled to be completed in spring 2010. City Council has approved the submittal of a State
Periodic Review grant proposal to fund the Economic Opportunities Analysis. The City's
locally approved Periodic Review Work Program is also currently being reviewed by DLCD
staff for approval.
The city partnered with Metro and received a Transportation and Growth Management
Program grant to study land use along Highway 99W in anticipation of its potential as a High
Capacity Transit corridor. The grant amount approved was for $192,000 and the work will be
performed during the State's 2009-11 biennium. The results of the study will provide findings
and recommendations to transform Highway 99W into a higher-density, transit-oriented
corridor.
b. Update Tree code to meet Comprehensive Plan
On August 18, 2009, Council directed staff to discontinue advancement of the interim tree
code, and to instead work towards a comprehensive overhaul of the tree code through the
Urban Forestry Master Plan (UFMP) process.
The UFMP Citizen Advisory Committee reached consensus on their recommendations on
September 2, 2009. The UFMP will be reviewed by Planning Commission October 5, 2009 to
ensure consistency with the goals and policies in the Comprehensive Plan. Council will review
the UFMP on October 20, 2009 and consider its adoption on November 10, 2009.
About half of the recommendations in the UFMP are specific to tree code revisions. Staff has
begun the process of translating the code specific recommendations in the UFMP into
development and municipal code provisions. A tree code committee is being formed to peer
review the revisions and Councilor Wilson has agreed to act as the staff liaison for the
committee. A public outreach effort is being developed to accompany the tree code update
process, which should be completed by late 2010/early 2011.
The separate (but parallel) tree grove protection program is continuing. This effort involves
an inventory and analysis of the city's remaining tree groves, and the development of code
provisions that require and incentivize their preservation. Property owners with identified
Council Goal Update
groves must be contacted, and substantial public outreach will be necessary. As a result, this
process will take longer than the tree code update and is scheduled for completion in 2012.
c. Continue to lobby for light rail in 99W Corridor
The Metro High Capacity Transit (HCT) Study designated Highway 99W/Barbur Corridor as
one of the Region's near-term priorities for transit investment. This was approved by Metro
Council and is currently proposed for inclusion in die 2035 Regional Transportation Plan
RTP, which is slated for approval in mid-December 2009.
Tigard representatives continue to lobby die State and Metro for funding necessary to
undertake "Alternatives Analysis" studies for light rail development on the Hwy. 99W/Barbur
Corridor. Progress is being made in both venues. There is potential for some funding to be
designated in the 2035 RTP. The State is evaluating the possibility of using Federal "flexible"
transportation dollars for this effort.
d. Develop a 50-year aspiration goal in support of Urban/Rural Reserves Program
The City Council's representative has worked with the Washington County Reserves
Coordinating Committee to recommend the designation of Washington County Urban and
Rural Reserves to die Washington County Commissioners.
Tigard Council and staff participated with Metro in the regional "Making die Greatest Place"
project to emphasize that the city aspires to redevelop its downtown, the Tigard Triangle,
Washington Square and die Highway 99W Corridor to higher employment and residential
densities while maintaining the integrity of its single-family residential neighborhoods. Also,
the city desires to provide for greater job densities on its existing employment lands (Office
Park and Industrial).
Egli capacity transit (HCT) is essential to die city's objectives and it is now proposed to
identify the Barbur/99W Corridor as one of the Region's priority investment areas for light
rail.FY09-10_
Z. Implement Downtown Urban Renewal
a. Move forward with Burnham Street project
On September 22, 2009, the City Council approved award of the construction contract to
Kodiak Pacific Construction of Sherwood, Oregon. The bid came in well below die
Engineer's Estimate. The economic climate contributed to die receipt of seven very
competitively low bids. A ceremonial groundbreaking is scheduled for October 20, 2009.
b. Complete land use regulations and design standards for the Downtown
The City Center Advisory Commission endorsed the draft downtown land use regulations and
design standards in July_ A public open house to review die draft code language (and other
downtown projects) was held on July 29, 2009, attended by approximately 50 property owners,
business owners, and other stakeholders.
The Department of Land Conservation and Development has been notified of the proposed
code amendments. Two Planning Commission workshops have been scheduled for September
21 and October 5 to discuss the draft and potential issues. The public hearing will be held
before the Planning Commission for their potential recommendation to Council on October
19, 2009.
C01111crl Goal Update 2
City Council workshops have been scheduled for October 20 and November 17, with the
public hearing for potential adoption of the code scheduled for December 8, 2009-
3. Prepare for 2010 Bond Measure for Parks, Open Spaces, and Trails
a. Complete Parks Master Plan
The Park and Recreation Advisory Board met twice with FCS Group, the city's consultant for
the Park SDC- Study to prioritize projects. The projects are identified in three phases in the
PSMP. Work on the SDC document was planned to be completed in fall 2009. However,
after consultation with the consultant, it was decided to wait until more information was
available from a Trail Master Plan Study during the winter of 2009-10. The trail study will
enable the SDC analysis to include trails and SDC money to be collected and used for trails.
The Tigard City Council decided in August to send a $20 Million dollar bond measure to
Voters in November 2009 for Parks and Open Spaces.
b. Pursue Fanno Park and Downtown Plaza property acquisition
These projects are on hold pending funding determination.
4. Continue supporting the Legislature in addressing the financial needs of Oregon
state and local governments.
Over the third quarter, Mayor Dirksen met with County Commissioners, Mayors and Metro
leaders to discuss common goals and plans for transportation issues, the Urban & Rural
Reserve Process and impact upon the Making the Greatest Place plan.
The Mayor, City Manager and Assistant City Manager continued to maintain contact with the
city's legislative delegation on key issues surrounding funding for a 99W light rail alternatives
analysis and ConnectOregon III funding.
Staff continued to track activity on legislation based on the Council's 2009 Legislative Priorities
and other issues of interest.
Couned Goa! Update 3