City Council Packet - 07/20/2010 ■ City of T igard
Ti and Workshop Meeting - Agenda
IGARD
TIGARD CITY COUNCIL
MEETING DATE AND TIME: July 20, 2010 - 6:30 p.m.
MEETING LOCATION: City of Tigard - Town Hall - 13125 SW Hall Blvd., Tigard, OR 97223
PUBLIC NOTICE:
Times noted are estimated.
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).
Workshop meetings are cablecast on Tualatin Valley Community TV as follows:
Replay Schedule for Tigard City Council Workshop Meetings - Channel 30
• Every Sunday at 11 a.m.
• Every Monday at 6 a.m.
• Every Tuesday* at 2 pm ( *Workshop meetings are not aired live. Tuesday broadcasts are a replay of the most
recent workshop meeting.)
• Every Thursday at 12 p.m.
• Every Friday at 3 a.m.
SEE ATTACHED AGENDA
i l i * City of Tigard
i . , Tigard Workshop Meetin - Agenda
TIGARD
TIGARD CITY COUNCIL
MEETING DATE AND TIME: July 20, 2010 - 6:30 p.m.
MEETING LOCATION: City of Tigard - Town Hall - 13125 SW Hall Blvd., Tigard, OR 97223
6:30 PM
1. WORKSHOP MEETING
1. Call to Order- City Council
2. Roll Call
3. Pledge of Allegiance
4. Council Communications & Liaison Reports
5. Call to Council and Staff for Non - Agenda Items
2. BUDGET COMMITTEE MEETING
6:35 p.m. (estimated - time might change)
3. JOINT MEETING WITH PLANNING COMMISSION - TREE GROVE INVENTORY
DISCUSSION
6:55 p.m. (estimated - time might change)
4. WATER RATE CONSULTANT PRESENTATION ON WATER RATE STUDY AND SYSTEM
DEVELOPMENT CHARGES (SDC) FINDINGS
7:55 p.m. (estimated - time might change)
5. REVIEW CURRENT CITY COUNCIL GROUNDRULES ESTABLISHED BY RESOLUTION
NO. 08 -45
8:55 p.m. (estimated - time might change)
6. COUNCIL LIAISON REPORTS
7. NON AGENDA ITEMS
8. EXECUTIVE SESSION: The Tigard City Council may go into Executive Session. If an Executive
Session is called to order, the appropriate ORS citation will be announced identifying the applicable
statute. All discussions are confidential and those present may disclose nothing from the Session.
Representatives of the news media are allowed to attend Executive Sessions, as provided by ORS
192.660(4), but must not disclose any information discussed. No Executive Session may be held for the
purpose of taking any final action or making any final decision. Executive Sessions are closed to the
public.
9. ADJOURNMENT
9:15 p.m. (estimated)
AIS -56 Item #: 2.
Workshop Meeting
Date: 07/20/2010
Length (in minutes): 20 Minutes
Agenda Title: Budget Committee Meeting
Prepared By: Liz Lutz, Financial and Information
Services
Item Type: Budget Committee Meeting Type: Council Workshop Mtg.
Information
ISSUE
This is the first quarterly Budget Committee meeting for FY 2011 to update the committee on year to date status.
STAFF RECOMMENDATION / ACTION REQUEST
Status report.
KEY FACTS AND INFORMATION SUMMARY
On May 10th, the Budget Committee Approved the FY 2011 Budget. The budget was subsequently adopted by
Council with some Technical Adjustments on June 8, 2010. At this meeting staff will:
• Bring the Budget Committee up to date on the documentation of the Adopted FY 2011 Budget.
• Update on the close of Fiscal Year 2010.
• Proposed staff's workplan for Budget and CIP process for FY 2012 for Budget Committee's review and
comment.
OTHER ALTERNATIVES
N/A
COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS
N/A
DATES OF PREVIOUS COUNCIL CONSIDERATION
The last Budget Committee Meeting was May 10th to Approve the FY 2011 Budget
A yen c✓ Hiehi z
City of Tigard, Oregon SUPPLEMENTAL PACKET
Budget Committee FOR
Meeting Minutes (DATE OF MEETING)
May 10, 2010
Members Present: Sydney Webb, Craig Dirksen, Nick Wilson, Gretchen Buehner, Marland
Henderson, Dena Struck, Dan Goodrich, Cameron James, Rick Parker and John Bailey.
Members Absent: Mona Moghimian
Visitors: Geoff Pursin.ger
Staff Present: Craig Prosser, Toby LaFrance, Carissa Collins, Liz Lutz, Liz Newton, Margaret
Barnes, Loreen Mills, Dennis Koellermeier, Debbie -Smith Wager, Ron Bunch
Approval of Meeting Minutes from 5/3/10: It was moved and seconded to approve the meeting
minutes with the, yellow highlights removed. MSP
Public Comment: None
Follow up on Committee Requests from 5/3/10: Toby LaFrance
1. City Gas Tax Summary- Started collecting City Gas Tax in 2008. The City has
collected about $680,000 - $700,000 in 2008 and 2009 and is predicting the same for 2010.
We have an RFP (request for proposal) for borrowing $2.75 million, resulting in debt
payments in the 2011 budget of $365,000 per year for ten years. We will need to identify
another project to fund with City Gas Tax by 2016, at which time there will be enough
fund balance to pay for the outstanding debt. By the end of 2020, there will be about
$3.4 million available for a second project.
2. Materials and Services Deferred Costs - Cuts in FY 2011 includes Materials and
Services. They fall into three categories: staff reductions and sustainable, sustainable for
over one year, or deferred costs that could only be sustained for one year. The chart
shows each of the department's Materials and Service cost reductions and the dollar
amounts for each category. Those costs that were deferred for one year will result in M
& S increases in the 2012 Proposed Budget. Please remember that this is speculative and
that there will be changes to the 2012 Proposed Budget that are unknown at this time.
Lastly, we were asked to address the categories of the types of cuts made and that is
shown on the bottom of the handout: Technology, Training, Vehicles, Office Supplies
and Professional Services. The cuts were fairly evenly distributed among these categories.
Presentation and discussion of Issue Paper: Loreen Mills - Additional Revenue Sources -
General Fund -
Local Option Levy
We looked at revenue sources that were resistant to the downturns in the economy. A local option
levy would meet that criteria. The City Council would send the levy to the voters in either May or
November. Assuming this was an option for the Council, and it went in May or November of this
year, we would collect the revenue in November of 2011. A local option levy is designed to cover
operating costs for up to 5 years. The chart shows what we would recover depending on the levy
rate. The impact would be between $58 and $98 per year per household, depending on how much
the Committee and Council decide they want to recover.
Electrical Utility Franchise Fee (Privilege Tax)
The City has the authority to impose a privilege tax, similar to a franchise fee, to the electrical
utilities that use the City's rights -of -way. All franchise fees are currently at 5% , except electrical,
which is at 3.5 %. The advantages to a privilege tax would be the parody between all franchise
holders; also the tax is broad based in that it effects all residents. Another advantage is that it is not
dependent on the economy. A disadvantage is that the fee would show on each resident's bill as a
City of Tigard privilege tax and the amount. Several cities charge this privilege tax. Banks is the
most recent to implement this tax and several are considering it. Fiscal impact would be $719,000
next fiscal year if the tax was in place July 1S`. The cost would be approximately $16.20 per year per
home in Tigard.
One disadvantage is the timing: WCCLS levy and Parks bond are going to the voters in November,
as well as Washington County's public safety measure, so this may not be the right time to place
another levy before the voters. It is recommended that we direct staff to look at this further and talk
with PGE and bring it back at one of the next quarterly budget committee meetings in the next few
months. Craig Prosser said that PGE's franchise fee is paid in March..if we implemented now, we'd
receive the additional revenue in March of 2011. Commercial properties would also pay this tax.
Craig Pros addressed the priorities for use of this revenue: The addendum to the 2011 Proposed
Budget Issue Paper looks at what would be appropriate to add back into the budget. Craig
prioritized the cut backs in high, medium and lower order. We tried to give a narrative so you have
a good idea of what each item entails and each priority has a total so you can see dollar figures.
Toby summarized the total cost of each priority section and the amount of the levy required to fund
that level of priority and the same information on a cumulative basis. Councilor Henderson said he
did not advocate for a levy in the short term, but thinks it would necessary to take this to the people
for next May and find out what it feels like at that time. Councilor Buehner would like more
research done on the privilege tax to be addressed at the first quarterly meeting. Mayor Dirksen said
that a local option levy would be an extreme action to take unless the State did not address revenue
reform. The levy would be a band aid and it's only for five years. We would become dependent on
it from that point on. The committee agreed to have staff come back with more information
regarding the privilege tax at an upcoming budget committee meeting.
Technical Adjustments - Toby LaFrance
Technical adjustments are needed due to the budget timing. New information comes available after
the printing of the Proposed Budget document and creates an opportunity to approve a more
precise budget.
1. Water CIP -water project payment with Tualatin and Sherwood -we have carry over from
2010 to 2011 by $1,000,000, which increases the beginning fund balance.
2. Gas Tax -two street projects have changes in scope: Burnham St reconstruction -added in
LED lights and scored concrete as approved by Council. This will impact this fund by
$204,562, $36,146 from this year and the remainder in 2011. Ash Ave Extension - decrease
2010 projected by $89,289 and increase beginning balance in 2011 by the same amount.
This has to do with project timing.
3. Community Development Administration -With the reduction of the Code Compliance
function, some related expenses will move to CD Administration - contracted service for
f
nuisance and abatement calls and related legal issues for code enforcement. This results in a
decrease in contingency by $42,000.
4. Housing Code enforcement will now be done in CD Administration. The contract for
$25,000 was omitted. The impact is to reduce the General Fund contingency by $25,000.
5. The CD Administration Confidential Executive Assistant is supervising three people in the
Development Services Planning Division and requires out -of -class pay of $2,600. The
budget needs to be reduced by $18,702 to remove Temporary Service costs and $10,264 in
accrued vacation since a retirement planned in 2011 has been delayed. The net impact is an
increase in General Fund Contingency of $26,366.
6. Long Range Planning has two changes. First, $1,900 for furniture will not be needed and
will be put into Contingency. The tree code update contract of $30,000 will be carried over
from 2010 to 2011. This will be an increase in the 2011 beginning fund balance to fund the
additional cost in 2011. Net impact is $0 to the General Fund.
7. The City will be entering into a intergovernmental agreement with the cities of Beaverton
and Portland in order to audit utility franchises. Since any benefit from this audit will help
the General Fund revenues, the agreement will be funded with a transfer from General Fund
to the Central Service Fund of $20,000; this is offset by a decrease in General Fund
contingency. Central Service Fund will increase by $20,000 from the General Fund transfer.
8. Public Works Engineering has an increase in professional services for ongoing monitoring
and mitigation of project sites, decreasing the General Fund Contingency by $21,000 in
2011.
9. Public Works Parks and Grounds needs to increase their office supplies line item by $1,800
for the Parks and Recreation Advisory Board meetings. The General Fund Contingency will
decrease by $1,800 in 2011.
10. Public Works Property Management will increase their professional services budget by
$28,000 to pay for an improved security system for the Police Department. This increase is
based on received quote for contracted services. Fleet /Property Management Fund
Contingency will see a decrease of $28,000 for 2011.
11. Public Works Sanitary Sewer needs to adjust their budget to accommodate Clean Water
Services mandate for enforcement of federal, state and local laws regarding the proper
disposal of fats, oils and grease. This program will reduce the ending fund balance in the
Sanitary Sewer Fund in 2011.
12. Public Works Reallocation of Staff -there are two changes regarding the staff reallocation:
the first is the allocation of the Administrative Specialist 2 from PW Administration to Fleet.
This action will increase the ending fund balance General Fund by $57,203 and decrease the
ending fund balance in Fleet /Property Management by the same amount. Second, a GIS
Technician will be reallocated from the Water Division to PW Administration. This will
increase the Water Fund ending fund balance by $85,393 and decrease the General Fund
ending fund balance by the same amount in 2011. The net impact on the General Fund will
be a decrease in ending fund balance of $28,190.
13. Urban Renewal- Tigard releases a combined statement for it Comprehensive Annual
Financial Report (CAFR). The combined statement includes City of Tigard and the City
Center Development Agency (CCDA). The City of Tigard has determined that it is
preferable to make their Approved and subsequent Adopted Budget for 2011 separate from
the CCDA 2011 budget. This adjustment will remove the combined statement aspects of the
Proposed 2011 City of Tigard Budget. Approval of this adjustment will make the City of
Tigard's Budget consistent with prior budgets.
Summary of Budget Committee changes to Proposed Budget -Toby LaFrance
1. Cityscape -In the Proposed Budget there are only six Cityscape publications ($22,500) and
$42,000 for postage for 12 issues, totaling $65,500. Staff recommends 12 issues be
published in two color which would increase the Proposed Budget allocation by $20,664.
2. Mayor and Council - Travel /Training Costs -Staff was asked to compare a reduction in
travel /training for Mayor and Councilors. Of the $31,900 in the Proposed Budget for travel
and training, $29,000 is earmarked for Mayor and Council members training. Per
committee's request, staff reduced the Councilors' training by 50% or $10,000, keeping the
Mayor's training budget the same at $9,000. This results in an increase in the General Fund
Contingency of $10,000 in 2011. Councilor Buehner did point out that Council would not
be able to travel out of state next year. Councilor Webb said they would need to make a
choice, but would not be prohibited from doing all the training. Mayor Dirksen said that
attendance at a few of these conferences are important for the City of Tigard. Councilor
Henderson expressed concern that having a new Councilor next year will need to receive
some training. Mayor Dirksen suggested that we move ahead with the budget as proposed
and that we consider that when we approve the budget in June. Rick Parker said that there
is $30,000 for training. He wants to fully fund the budget in this area and that relationships
are more important than money. He doesn't feel that this is time to cut this line item. Dena
agreed with Rick's assessment.
Deliberation and discussion of the Proposed Budget
Mayor Dirksen moved to revise the Proposed Budget to print and mail 12 issues of Cityscape in two
color rather than six. MSP
Councilor Webb suggested to keep the training as is in the Proposed Budget, fully funded, with a
limit of $3,000 cap for individual Councilor training. Councilor Henderson highly recommended
the new Councilor training that he went through and feels it's a good idea for new Councilors. He
also attended the green conference and felt it was also worthwhile. Rick Parker suggested we keep
the cap at $5,000 per Councilor. No motion is required as the Proposed Budget includes the travel
and training be fully funded.
Councilor Buehner moved to approved the Technical Adjustments, 1 through 13. MSP
Public Hearing on State Shared Revenues
Toby LaFrance discussed that we receive Gas Tax, Cigarette Tax, Liquor Tax and State Shared
Revenue from the State of Oregon. For the General Fund, it's $1.1 million in revenue and the Gas
Tax revenue is about $2.4 million. Public Hearing was closed.
Debt Service and levy Property Tax Rate
Toby LaFrance said the property tax rate is $2.5131 per $1000 of assessed value and to levy the debt
service of the general debt service bond for the Library of $1,049,875. Councilor moved to levy the
property tax rate of $2.5131 per $1,000 of assessed value and to levy the debt service of the general
obligation bond of $1,049,875. MSP
Approve budget with technical adjustments
Councilor Buehner moved to approve the 2011 Proposed Budget with the technical adjustments and
other adjustments made this evening. MSP
Budget Committee Hearing adjourned
City Center Development Agency (CCDA) Budget FY 2010 -2011
Public Comment -None
Discussion of the Proposed CCDA Budget
Councilor Buehner asked if the agency needed to make principal payments back to the City? Will
they be able to afford this? Toby said that yes, they need to make interest payments and have also
agreed to make a principal payment of $249,000.
Approve the Budget
Councilor Wilson moved to approve the CCDA Budget as proposed. MSP
Mayor Dirksen thanked Craig Prosser, Toby LaFrance and staff for their hard work during this
budget process. He commended the staff with a five year budget forecast and quarterly budget
committee meetings. This helps keep everyone informed.
Councilor Wilson also commended the staff for taking action when the City saw that cuts were
needed. Dan Goodrich also thanked the staff. He said the quarterly meetings will help see how the
City is performing.
The Budgets will be adopted on June 8t
The next Budget Committee meeting is scheduled for July 20t
CCDA Budget Hearing was adjourned.
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V 1 Tuesday, July 20, 2010
AIS -21 Item #: 3.
Workshop Meeting
Date: 07/20/2010
Length (in minutes): 60 Minutes
Agenda Title: Joint Meeting with Planning Commission - Tree Grove Inventory Discussion
Prepared By: Darren Wyss, Community Development
Item Type: Update, Discussion, Direct Staff Meeting Type: Council Workshop Mtg.
Joint Meeting -Board or Other Juris.
Information
ISSUE
The City has budgeted funds to develop a Tree Grove Inventory and Protection Program. City staff and the
consultant team are seeking input from the Planning Commission and City Council before beginning the project.
STAFF RECOMMENDATION / ACTION REQUEST
Discuss the project with staff and the consulting team and provide input.
KEY FACTS AND INFORMATION SUMMARY
In the fall of 2009 Council accepted the City's first Urban Forestry Master Plan. A significant emphasis of the Plan
is to guide the process of making Urban Forestry Code Revisions (UFCR) The UFCR project proposes to
update Tigard's approach to urban forestry regulations consistent with community expectations. One of the
community's top priorities identified during the Master Plan process is preservation of Tigard's remaining native
tree groves through a flexible and incentive based program. This is partly in response to a significant decline in tree
grove acreage over the past decade
Tigard has contracted with a consulting firm, Winterbrook Planning, to assist with the project. The firm
has extensive experience with similar projects, including working with Statewide Planning Goal 5 natural
resource regulations and administrative rules. State Goal 5 rules are specific about process and
evidence requirements needed to adopt land use regulations intended to protect natural resources. Even though the
City's approach to tree grove protection is proposed to be flexible and incentive based, it must meet the same Goal 5
standards as if a more regulatory approach was intended.
The general work program to develop a tree grove protection program includes: 1) existing tree grove grove /GIS
data review; 2) tree grove inventory field work; 3) analysis of allowed /conflicting uses; 4) development of
a preservation program. Also, public involvement and information sharing will occur throughout the project.
As a basis for tree grove inventory and subsequent analysis, it is proposed to define a tree grove as, "a 2 -acre or
larger contiguous, healthy canopy of predominately native trees that provide scenic, aesthetic, environmental or
other functional values to the community." Using this definition, there may be up to 131 tree groves in
Tigard totaling 930 acres. This comprises about 12.3% of the City's land area. A significant portion of remaining
tree groves includes public parks and open spaces, and private lands that are part of, or extend into, existing Goal
5 Significant Habitat Areas.
Staff and the consulting team understand that Council and the Planning Commission wish to balance property
rights with a tree grove preservation program. The consultant will be prepared to discuss the various options
available to the City and ones that have been successful in other communities. It is important that Council and the
Planning Commission provide input on approaches that may work best for Tigard.
The UFCR Citizen Advisory Committee members have been invited to attend the work session and observe.
OTHER ALTERNATIVES
N/A
COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS
lb. Update Tree Code.
DATES OF PREVIOUS COUNCIL CONSIDERATION
AIS -26 Item #: 4.
Workshop Meeting
Date: 07/20/2010
Length (in minutes): 60 Minutes
Agenda Title: Water Rate Consultant Presentation on Water Rate Study and SDC Findings
Prepared By: Kathy Mollusky, Public Works
Item Type: Update, Discussion, Direct Staff Meeting Type: Council Workshop Mtg.
Information
ISSUE
Consultant will share preliminary fmdings on revenue requirements and cost allocation to customer classifications.
Consultant will seek direction on Council's recommendations on rate design criteria.
STAFF RECOMMENDATION / ACTION REQUEST
Listen to the presentation and recommend direction to consultant and staff on rate design criteria.
KEY FACTS AND INFORMATION SUMMARY
• Council adopted a partnership agreement with Lake Oswego in August 2008 to purchase water treatment
plant capacity and develop infrastructure needed to deliver potable water to Tigard before June 2016.
• Tigard's portion for funding this partnership will require bonded debt to be repaid by Tigard Water Service
Area customers.
• The Water Rate Study and Water SDC Update project will provide Council with the information regarding
future water fees and charges schedules.
• Council received a presentation at the June 15, 2010, meeting introducing the Water Rate Study and Water
SDC Update project.
• The consultant will present the preliminary Water Rate Study and Water SDC Update project findings and
ask Council for direction on the rate design criteria.
OTHER ALTERNATIVES
None
COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS
Five -Year Council Goal: Develop long -term fmancial strategy
Long -Term Council Goal: Continue to monitor the Lake Oswego - Tigard Water Partnership
DATES OF PREVIOUS COUNCIL CONSIDERATION
Fiscal Impact
Cost: $93,000
Budgeted (yes or no): Yes
Where Budgeted (department /program): PW/Water
Additional Fiscal Notes:
The Water Rate Study and Water SDC Update Project are fully funded in the Water fund. The combined project
cost is $93,000.
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Tonight's Topics
Scope review and status update
Financial planning overview
Financial plan - draft results
Overview of system development charges
SDC update - draft results
•
Project R
4
'
Non-
Recurring f
System I Charges,
Pre Services Financial Cost of _ Rate Document
Meeting Plan Service Rate Design Development o Sensitivity Results
Charges Analysis,
3I Expansion
'1 1 Analysis
i
•
•
f
t ;• i F
s y
4h
ft
Key Assumptions
_ Lake Oswego / Tigard
Partnership Cost Estimates
• $118 million total cost for Tigard
• Funded with combination of rate
adjustments, increased SDC
revenues, and debt financing
4
Overview of Financial Planning
Council Workshop
Tigard, Oregon
July 20, 2010
Financial Planning for Utilities
1
1
Ranning /
44 40 What is a r
financial i 0 9
plan?
Rnan�
Why have � a.
Ran �
a financial "R
plan?
Information
Finance Plans Are "Big- Picture
— Focus is longer -term
• 5 to 10 years
• 10 -year focus provides greatest clarity
• Projections longer than 10 years do not provide
decision - quality information
Integrates financial information,
constraints and goals
• Budget
• Capital expenditures
• External factors and assumptions
• Policy directives
Stakeholder Communication
Highlight • Infrastructure investments
Upcoming • Set-asides for future use
Issues and • Alternatives analysis
Opportunities • Quantify reasons for action
Focus on
Key • Debt service coverage ratios
Performance • Typical bills
Indicators
8
Example Debt Service Coverage Ratio
ascription
,Ling Vane No
1 Gross Revenues $9,100,000
2 Less: Operating Expenses 5,900,000
3 Net Revenues $3,200,000 1 minus 2
4 Debt Service $1,750,000
5 Debt Service Coverage Ratio 1.83 3 divided by 4
Sensitivity Analysis
Impact of Assumptions
• How sensitive is the forecast
to inflation?
• How sensitive is the forecast
to interest rates?
• How sensitive is the forecast
to proposed reserve levels?
10
Financial Plan Analysis
Preliminary Findings
Council Workshop
Tigard, Oregon
July 20, 2010
Water Capital Funding Requirements
Capital Funding Activities
$80
$70
$60
J
o $50 rwi
r
$40
$30
$20
$10
$0
2011 2012 2013 2014 2015 2016 2017 2018 2019 2020
Funded CIP • Bond Issues
Annual Capital Expenditures (Inflated)
Year Annual CIP
FY2011 $9,911,141
FY2012 16,242,522
FY2013 23,865,900
FY2014 43,447,985
FY2015 38,072,352
FY2016 2,614,171
FY2017 4,252,554
FY2018 6,935,477
FY2019 862,835
FY2020 909,012
Totals $147,113,949 di
13
O &M Costs
Descri I don FY2011 FY2012 FY2013
Salaries $712,176 $759,274 $809,510
Benefits 311,081 329,825 349,717
Supplies 47,543 49,029 50,564
Water Costs: L.O. & Ptld 3,362,145 3,563,874 3,777,706
Services 1,384,811 1,270,155 1,343,003
Equipment 73,100 75,293 77,552
Interdepartmental Costs 443,482 456,786 470,490
Total $6,334,338 $6,504,237 $6,878,542
14
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�. t. , f r . ,:. n 7 s l .. "� +ArT. � u n ..� .. , - �i , „,.r : �c. „��w.. , x. � � "„,.1 .rw` r �i . �r i � : � r �;� ,. '
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I Metrics Fi nancia Summary
Description Current FY2011 FY2012 FY2013 FY2014 FY2015 FY2016
Increased Revenues Required 34.5% 34.0% 34.0% 3.0% 3.0% 0.0%
Financial Ratios
DSC (w/ SDCs) 35.91 5.52 4.80 2.71 1.94 2.09
Add'l Bonds Test (w/ SDCs) 1.25 1.31 1.37 1.74 1.94 2.09
DSC (w /o SDCs) 35.91 5.09 4.41 2.35 1.57 1.57
Add'l Bonds Test (w /o SDCs) 1.25 1.21 1.25 1.51 1.57 1.57
Additional Long -Term Debt (millions) $2.10 $28.04 $0.00 $72.73 $0.00 $0.00
Annual Debt Service (millions) $0.09 $1.35 $2.52 $5.69 $8.86 $8.86
Year -End Reserves (millions)
Water Fund $1.46 $6.56 $1.63 $8.66 $1.94 $1.93
Debt Service Fund 0.21 3.01 3.01 10.29 10.29 10.29
Totals $1.67 $9.57 $4.64 $18.95 $ 12.22 $12.21
15
Financial Plan Analysis:
Questions on Preliminary Findings?
System D Charge Update
Preliminary Findings
Council Workshop
Tigard, Oregon
July 20, 2010
SDC Goals and Objectives
— Goals
• Develop practical SDCs
• Ensure equity
• Maintain financial health for the utility
• Comply with Oregon law
— Objectives .
• Determine growth - related costs
• Provide transparent process that ensures
SDCs cover the cost of growth
18
SDC Theory
— Based on:
• Level playing field
• One -time charge to offset cost of growth
• Usually collected through equivalency
assessment
— Other Names:
• Impact fees
• Plant investment fees
• Connection fees or charges
• Capacity fees
19
Growth Costs and SDC Revenue
Should Balance Over Lon g Term
000r1Lauoa
1111100aoo■
- 1111112k100
Growth Capital Costs s ; 1111L SDC's
Reservoirs
Pump Stations
Major Pipelines
Utility Capital Funding
Without Sufficient SDC Revenue, Ratepayers
Must Pa y the Difference 42- 2'
0000000 ❑ SDC's
000000000
000000000❑
rlHf D0DLIr
risposo
Growth Capital Costs
Reservoirs
Pump Stations
Major Pipelines
Utility Capital Funding
21
System Development Are
Imposed o Other Services
W..
..
rowth Capital Costs SDC's
Community Parks
Neighborhood Parks
Trails
Natural Areas
Park Capital Funding
General Government May Have
Other Options Sales Tax
qi
e0`. Sri � 1 ] . d eC ‘e
�,.
SDC's
• •
�i,i l rte '
Growth Capital Costs
o
Community Parks
Neighborhood Parks
Trails
Natural Areas
Park Cap' a unding
23
General Government Also Have the
Option of Reducing Service Levels
• �' �. • SERTJICESI
Growth Capital Costs SDC's ..�
o
Community Parks ,
Neighborhood Parks
Trails
Natural Areas
Park Capital Funding
Common Components of SDCs
Component F nction
Reimbursement Fee > Existing Infrastructure
Improvement Capital Costs Assoc.
Fee > With Growth
EDUs by Meter Size
Number of Equivalency
Meter Size Meters , , NI
5/8 x3/4 Inch 15,635 1.0 15,635
1 Inch 1,604 2.7 4,317
1.5 Inch 375 8.7 3,272
2 Inch 320 13.7 4,381
3 Inch 24 21.1 507
4 Inch 11 37.8 416
6 Inch 5 50.0 250
8 Inch 5 80.0 400
Total 17,979 29,178 a
26
Findings — % x 3/4-Inch Water SDC by Component
Proposed Proposed
Reimbursement Improvement
S stem Com s i nent Fee Fee Total S DC
Groundwater/ ASR $0 $0 $0
PWB Supply 0 0 0
LO- Tigard 0 3,033 3,033
Bonita Pump Station 0 0 0
Water Storage 375 483 858
Pump Stations 36 0 36
550-530 Intertie 0 15 1111 WWWW 15
Transmission & Distribution 2,369 0 2,369
Administrative Facilities 56 0 56
Field Op s . 60 0 60
Totals $2,896 $3,531 $6,427
27
SDCs by Meter Size
Meter Size Reimbursement Im 'rovement Total
5/8 x3/4 Inch $2,896 $3,531 $6,427
1 Inch 7,795 9,504 17,299
1.5 Inch 25,270 30,812 56,082
2 Inch 39,648 48,343 87,991
3 Inch 61,200 74,622 135,822
4 Inch 109,427 133,427 242,854
6 Inch 144,804 176,563 321,367
8 Inch 231,686 282,501 514,187 a
28
Water SDC Update:
Questions on Preliminary Findings?
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AIS -12 Item #: 5.
Workshop Meeting
Date: 07/20/2010
Length (in minutes): 20 Minutes
Agenda Title: Review Council Groundrules
Prepared By: Cathy Wheatley, Administration
Item Type: Update, Discussion, Direct Staff Meeting Type: Council Workshop Mtg.
Information
ISSUE
Annual review of the Council Groundrules resolution for the Council to determine whether or not to direct staff to
make changes and submit an amending resolution for City Council consideration.
STAFF RECOMMENDATION / ACTION REQUEST
Review groundrules and determine if changes should be made.
KEY FACTS AND INFORMATION SUMMARY
Each year the City Council reviews its groundrules to determine if updates or changes should be made. Attached is
a copy of the current groundrules established by Resolution No. 08 -45.
OTHER ALTERNATIVES
Make no changes.
COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS
N/A
DATES OF PREVIOUS COUNCIL CONSIDERATION
Council adopted Resolution No. 08 -45 on August 12, 2008.
Attachments
Resolution 08 -45 - Current Groundrules
CITY OF TIGARD, OREGON
TIGARD CITY COUNCIL
RESOLUTION NO. 08-
A RESOLUTION AMENDING THE COUNCIL GROLNDRULES (EXHIBIT A) AND
SUPERSEDING RESOLUTION 07 -48.
WHEREAS, on May 17, 2008 and July 15, 2008, the City Council discussed its Groundrules whereby support
was expressed to change the Groundrules.
NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that:
SECTION 1: The City Council hereby revises the Council Groundrules as shown in the attached
Exhibit A. Language to be deleted is shown with strikeout lines. Added text is shown in
italics.
SECIION 2: The attached City Council Groundrules supersede the City Council Groundrules adopted by
Resolution No. 07 -48.
SECI1ON 3: This resolution is effective imrnediatelyupon passage.
PASSED: This ( day of 2008.
1
Ma City of Tigard
ATTEST:
City Recorder - City of Tigard
RESOLUTION NO. 08
Page 1
Exhibit A — Resolution No. 08 -45
CITY COUNCIL
CHARTER AND MUNICIPAL CODE PROVISIONS I MEETING PROCESS GROUNDRULES
COMMUNICATION GROUNDRULES
The City Charter, Article IV, Section 13, contains regulations that govern Council meetings. Charter
provisions may only be changed by a vote of the people. Code provisions may be changed by Council
Ordinance. Groundrules may be changed by Council Resolution. This document is divided into three
sections that list Groundrules that establish the meeting process; and Groundrules that guide
communication among Councilors and with the community.
CHARTER AND MUNICIPAL CODE PROVISIONS
Council /Mayor Roles
• The Mayor, or in the absence of the Mayor, the Council President, shall be the Presiding Officer at all
meetings. The Presiding Officer shall conduct all meetings, preserve order, enforce the rules of the
Council and determine the order and length of discussion on any matter before the Council, subject to
these rules. The Presiding Officer may move, second, debate and vote and shall not be deprived of any
of the rights and privileges of a Councilor. The Presiding Officer shall sign all ordinances, resolutions,
contracts and other documents, except where authority to sign certain contracts and other documents
has been delegated to the City Manager and all documents shall be attested to by the City Recorder.
The Mayor shall appoint the committees provided by the Rules of Council.
• In all other actions, decisions and other matters relating to the conduct of business of the City, the
Mayor or President shall have no more or less authority than any other Council member. For the
purposes of this written procedure any reference to the Council (unless otherwise specifically noted to
the contrary) will include the Mayor, President and Council members.
Conduct of City Meetings
• Council will meet at least once a month. Regularly scheduled meetings shall be on the second, third,
and fourth Tuesdays of each month.
• The Council meetings on the second and fourth Tuesdays are "Business" meetings; the Council
meetings on the third Tuesday of the month are "Workshop" meetings unless otherwise designated by
the City Council. Members of the City Council may set other meetings of the full Council such as joint
meetings with other agencies or general community meetings.
• Unless specifically noted otherwise, the meetings of Council shall begin at 6:30 p.m. at the established
place of meeting. On the second and fourth Tuesdays the meetings will begin with a Study Session
following by the Business meeting. On the third Tuesday, the Workshop meeting will begin at 6:30
p.m.
• Roll Call /Voting Order: The roll shall be called in alphabetical order by last name. At each succeeding
meeting at which a roll call vote is taken, the council person who voted last during the previous
meeting, shall vote first and the Council person who voted first during the preceding meeting shall vote
1
second and so on in a rotating fashion. It is the intent that the voting order remain fixed for each
meeting and that a different Council person shall vote last during each separate meeting for the
duration of the meeting.
• Charter Section 19 provides that 'the concurrence of a majority of the members of the Council present
and voting, when a quorum of the Council is present, at a Council meeting shall be necessary to decide
any question before the Council.' A Council member who abstains or passes shall be considered
present for determining whether a quorum exists, but shall not be counted as voting. Therefore,
abstentions and 'passes' shall not be counted in the total vote and only votes in favor of or against a
measure shall be counted in determining whether a measure receives a majority.
City Council Compensation
Section 2.44.010 of the Tigard Municipal Code provides for compensation for attendance at Council
meetings and meetings for an intergovernmental board, committee or agency. The amount of the
compensation for Council members may be reviewed and set annually by resolution of the City Council as
part of the budget cycle. As part of the annual review, Council may elect to enter into an agreement with
the Mayor or one City Councilor to assume additional responsibilities for additional compensation. The
additional duties shall relate to representing the city on regional, state or federal issues and committees or
task forces. The responsibilities and compensation shall be set by agreement between the Mayor or
Councilor and the Council members.
2
MEETING PROCESS
Definitions - Meeting Types, Study Sessions and Executive Sessions:
➢ BUSINESS MEETINGS: Business meetings are regular meetings where Council may deliberate
toward a fmal decision on an agenda item including consideration of ordinances, resolutions &
conducting public hearings. Business meetings are open to the public. The regularly scheduled
business meetings are televised.
o Business meetings are generally scheduled to begin at 7:30 p.m. with a study session preceding the
Business Meeting at 6:30 p.m. Study Sessions are a workshop -type of meeting (see definition
below) which also provide an opportunity for the Council to review the business meeting agenda
and to ask questions for clarification on issues or on process. Study Sessions are open to the
public.
o All Council meetings are open to the public with the exception of Executive Sessions. Executive
Sessions can be called under certain circumstances and topics are limited to those defined by ORS
192.660.
o The "Citizen Communication" portion of the agenda is a regular feature on the Council Business
meetings. This item will be placed near the beginning of the Council Agenda to give citizens a
chance to introduce a topic to the City Council. Citizen Communications are limited to two
minutes in length and must be directed to topics that are not on the Council Agenda for that
meeting.
o At the conclusion of the Citizen Communication period, either the Mayor, a Council member or
staff member will comment what, if any, follow -up action will be taken to respond to each issue.
At the beginning of Citizen Communication at the next business meeting, staff will update the
Council and community on the review of the issue(s), the action taken to address the issue, and a
statement of what additional action is planned. Council may decide to refer an issue to staff and /or
schedule the topic for a later Council meeting.
➢ WORKSHOP MEETING: Workshop meetings are regular meetings where Council reviews and
discusses agenda topics. Council may not make fmal decisions during the meeting. Workshop
meetings may be televised and are open to the public. Public testimony is generally not taken at
Workshop Meetings unless the Mayor or Council so choose.
o Workshop agenda items are generally topics which Council is receiving preliminary information on
and providing direction for further staff analysis and information gathering for a later business
meeting. Workshop topics may also include discussions with standing boards and committees, as
well as other governmental units.
o Appropriate topics for Workshop meetings include:
--- Introduce a Topic: Staff will bring up new items to determine whether Council wants to
entertain further discussion and whether to schedule the topic as an item on a future
agenda.
Educational Meetings: Council will review research information presented by staff,
consultants, or task forces - usually as a process check; i.e., is the issue on the right "track "?
3
Meet with individuals from City boards and committees or other jurisdictions to discuss
items of common interest (examples: City Boards and Commissions, other Councils, the
School District, and other officials).
--- Administrative Updates: Items such as calendar information, scheduling preferences,
process checks.
➢ STUDY SESSIONS: Study Sessions precede or follow a Business Meeting or Workshop Meeting.
As stated above, they are conducted in a Workshop -type setting to provide an opportunity for
Council to review the Business Meeting Agenda and to ask questions for clarification on issues or
on process. Information is also shared on items that are time sensitive. During Study Sessions, any
Council member may call for a Point of Order whenever he or she wishes to stop the "discussion"
because he or she feels that it is more appropriate for the City Council to discuss the matter during
the Council Business meeting. If a Point of Order is raised, the City Council will discuss the Point
of Order and determine whether the "discussion" should continue on or be held during the
Council meeting. The decision on whether to continue the "discussion" or not shall be determined
by the majority consensus of the Council members present. If Council discusses a Council Agenda
Topic in a Study Session prior to that Council meeting, either the Presiding Officer or City Manager
will briefly state at the introduction of the Agenda Topic, the fact that Council discussed the topic
in the Study Session and mention the key points of the discussion.
➢ EXECUTIVE SESSIONS: Meetings conducted by the Council, with appropriate staff or advisors
for deliberation on certain matters in a setting closed to the public. Executive Sessions may be held
during a regular, special or emergency meeting after the Presiding Officer has identified the ORS
authorization for holding the Executive Session. Among the permitted topics are employment of a
public officer, deliberations with the persons designated by the Council to carry on labor
negotiations, deliberations with persons designated to negotiate real property transactions, and to
consult with legal counsel regarding current litigation or litigation likely to be filed.
o The Chair, or other members if the Chair fails to remember, shall call for a Point of Order at or
around &O 9:00 p.m. to review remaining items on the agenda with the Council. The Council may
reset or reschedule those items, which it feels may not be reached prior to the regular time of
adjournment.
o The Council's goal is to adjourn prior to 9:30 p.m. unless extended by majority consent of all
Council members then present. If not continued by majority consent, then the meeting shall be
adjourned to either the next scheduled meeting or the meeting shall be continued to a special
meeting on another date.
Council Agendas and Packet Information
o The City Manager will schedule agenda items while attempting to maintain balanced agendas to
allow for discussion of topics while meeting the established 9:30 p.m. adjournment time.
o The City Manager will schedule items allowing time for staff research and the agenda cycle
deadlines.
o The agenda cycle calls for submittal of items 10 days in advance of a Council meeting. Add -ons are
to be minimized, as well as handouts distributed at the start of meetings, except Executive Sessions.
4
o Councilors and staff will prepare in advance of public meetings and issues should be presented fully
in packets.
o Council is supportive of the role staff should play in offering professional recommendations. Staff
is aware of Council's right to make final decisions after considering the staff recommendation,
public input, the record and Council deliberation on the matter.
o Council members should attempt to give at least 24 hours' notice, by advising the City Manager and
the City Recorder of a request to remove a Consent Agenda item for separate discussion. The City
Recorder shall notify all Councilors of such requests prior to the start of the Business Meeting.
Councilors Scheduling Agenda Items
o Councilors are encouraged to suggest agenda topics at the bench or to contact the City Manager
about scheduling an item into the Tentative Agenda.
o Add -on Agenda items should be brought up at the start of the meeting and generally considered
only if continuing to a later agenda is not appropriate.
o Requests for legislative action of Council may be initiated by an individual Council member during
a Council meeting. The City Manager will respond to the request consistent with resources and
priorities, or refer the question of scheduling to Council as a whole.
o Requests for legislative action of Council may be initiated by an individual Council member during
a Council meeting. The City Manager will respond to the request consistent with resources and
priorities, or refer the question of scheduling to Council as a whole.
5
COMMUNICATION
General
o Recognize that you are seen as a Councilor at all times, no matter how you see yourself at any
particular time. Thus, Councilors are always treated by Administration as Council members.
o Whenever you put anything in writing, assume that everyone in the city is looking over your
shoulder.
o Do not respond to communications directed to full Council. Manager or Mayor will respond.
o If a communication is directed to an individual Councilor, you may choose to respond as an
individual or refer to the City Manager.
o Information that affects the Council should go to Council. The City Manager is to decide on "gray
areas," but too much information is preferable to too little.
o Budget cuts or increases are policy decisions. Budgets will not be cut "piece meal" or "across the
board," but rather should be made in service or program areas, giving staff full opportunity to
provide data clearly defining the anticipated impact of the action.
o It is the policy of the Council that if Councilors are contacted regarding labor relations during labor
negotiations or conflict resolution proceedings, then Councilors have no comment.
o Councilors and the City Manager agree to report and discuss any contact, which might affect labor
relations with the entire Council in Executive Session.
o The Council Groundrules will be submitted for review by Council each year either in the July or
August Workshop Meeting. The Groundrules can be reviewed and revised at any other time in the
year when a specific issue or issues are identified requiring action prior to the established review
period.
Communications Between City Councilors, City Manager and Staff
o Councilors are encouraged to maintain open communications with the City Manager, both as a
group and individually in one -on -one sessions.
o Councilors are encouraged to take issues to the City Manager first, giving as much information as
possible to ensure a thorough response.
o In the absence of the City Manager, Councilors are encouraged to contact the Assistant City
Manager. In the absence of both the City Manager and the Assistant City Manager, Councilors are
encouraged to contact the Department Head, realizing that the Department Head will discuss any
such inquiries with the City Manager.
o City Manager shares information equally with Councilors.
o Councilors are encouraged to avoid contact with staff below the Department Head to avoid
possible disruption of work, confusion on priorities, and limited scope of responses.
6
o Our goal is mutual confidence and respect with staff. Compliment staff members when they make
good presentations. Be friendly. Attend staff occasions when you can.
Communications Among Councilors
o No surprises.
o Be courteous.
o Be honest. Don't dissemble.
o Don't blurt it out on TV.
o If you hold back in a meeting, follow up later with fellow Councilors or the City Manager.
o Bounce ideas off each other by phone or informal conversation, always mindful not to form a
quorum.
o Spend some casual time together.
Communications with Community /General Public
o City Council members will host an event during the month of May to share with potential Mayor or
City Council candidates what is involved in serving on the City Council.
o Councilors and the General Public are reminded of the Agenda cycle and cut -off dates.
Administrative staff is available to explain how public issues are handled and how citizen input may
be accomplished.
o Official communication should come through City Hall and be provided by the City Manager.
Direct submittals or inquiries to the Council or individual Councilors should be referred to the City
Manager, or Councilors may ask the City Manager to look into an issue.
o Official press releases are encouraged, both to assure accurate reporting and to advise Council and
Staff of the official position communicated to the press. Press releases are issued through the City
Manager's Office.
Communication Between Partners and Allies
o In general, let the Mayor speak for the City.
o Keep long -term relationships in mind. Don't over -focus on the issue at hand.
o Take issues to the City Manager first.
I:\ADM \City Council \Groundrules\Amended Groundrule Text 8 -12 -08 - clean copy.docx
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