City Council Packet - 05/17/2011 II I ■ • City of Tigard
Tigard Workshop Meeting - Agenda
IIGARD - --
TIGARD CITY COUNCIL
MEETING DATE AND TIME: May 17, 2011 - 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).
VIEW LIVE VIDEO STREAMING ONLINE:
http:// www .tvetv.ore/government- progravui m ing/government- meetingg/tiprd
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
• 71 C ity of Tigard
Tigard Workshop Meeting - Agenda
TIGARD
TIGARD CITY COUNCIL
MEETING DATE AND TIME: May 17, 2011 - 6:30 p.m.
MEETING LOCATION: City of Tigard - Town Flail - 13125 SW Hall Blvd., Tigard, OR 97223
6:30 PM
I. WORKSHOP MEETING
I. 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. ANNUAL MEETING WITH THE NEIGHBORHOOD INVOLVEMENT COMMITTEE
3. ANNUAL JOINT MEETING WITH THE TIGARD PLANNING COMMISSION
4. DISCUSS AUDITING SERVICES CONTRACT
5. ANNUAL POLICE DEPARTMENT TEMPORARY HOLDING FACILITY TOUR AND
INSPECTION
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
AIS -476 Item #: 2.
Workshop Meeting
Date: 05/17/2011
Length (in minutes): 20 Minutes
Agenda Title: Annual Meeting with Neighborhood Involvement Committee
Prepared For: Joanne Bengtson Submitted By: Joanne Bengtson
City Management
Item Type: Update, Discussion, Direct Staff Meeting Type: Council
Workshop Mtg.
ISSUE
The annual meeting with Council allows Neighborhood Involvement Committee members to exchange ideas with
(and update) Council on the status of the Neighborhood Network Program and the new focus for the Neighborhood
Involvement Committee.
STAFF RECOMMENDATION / ACTION REQUEST
Provide NIC members with input on the Neighborhood Involvement Program.
KEY FACTS AND INFORMATION SUMMARY
Since 1973, Oregon has maintained a strong statewide program for land use planning that employs 19 Statewide
Planning Goals. Statewide Planning Goal I (Citizen Involvement) requires Tigard maintain a citizen involvement
program that ensures residents have an opportunity to be actively involved in the land use process. The statewide
goals are achieved through local comprehensive planning.
For many years, the Tigard City Council has placed citizen involvement and two -way communication with
residents near or at the top of their priority list. It is equally important in our Comprehensive Plan. Over time,
Tigard's Committee for Citizen Involvement found themselves spending a significant amount of time dedicated to
issues outside of land use.
In 2010, Community Development and City Administration began a reorganization of citizen involvement
responsibilities. Land Use citizen involvement activity transitioned to the Planning Commission (Resolution
No.10 -62) as the city's land use authority, and the bylaws and charge statements of other boards, commissions and
committees were modified to specifically require citizen involvement as part of their responsibilities.
In meetings with the Committee for Citizen Involvement (CCI), there was a shift toward focusing on oversight and
development of the Neighborhood Network program. In November 2011, the membership of the CCI approved a
name change to the Neighborhood Involvement Committee (NIC) to reflect their new purpose. Revised bylaws
(superseding bylaws and membership criteria noted in Resolution Nos.05 -04, 07 -61 and 07 -69) and Resolution No.
11 -02 followed, approved by City Council at their January 25, 2011 meeting.
The review and refinement of the Neighborhood Network Program is underway by NIC members. The following
are general program areas which are or have been addressed by the committee:
• Membership and appointment to steering committees
• NIC and steering committee membership representation
• New staff liaison from the City Management department.
Initial discussions between city departments propose a transfer that is complete within a year.
OTHER ALTERNATIVES
n/a
COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS
201 I Council Goal #4 Advance Methods of Communication
(a): Communication is a part of everyone's job
Tigard Comprehensive Plan Goal I: Citizen Involvement
DATES OF PREVIOUS COUNCIL CONSIDERATION
The last time Council met with the Committee for Citizen involvement was January 20, 2009.
AIS -466 Item #: 3.
Workshop Meeting
Date: 05/17/2011
Length (in minutes): 45 Minutes
Agenda Title: Annual Joint Meeting with Tigard Planning Commission
Submitted By: Susan Hartnett
Community Development
Item Type: Update, Discussion, Direct Staff Meeting Type: Council
Workshop Mtg.
ISSUE
Annual joint meeting with Tigard Planning Commission to discuss 2011 goals and planning topics.
STAFF RECOMMENDATION / ACTION REQUEST
Review goals and provide feedback.
KEY FACTS AND INFORMATION SUMMARY
The Tigard Planning Commission has prepared goals for 2011 (Attachment I) and would like to review these with
the City Council and receive feedback. In preparing their goals, the Commission reviewed the City Council 2011
Goals, the Community Development Department's Council Goals Work Plan and the Tigard Planning Commission
Work Program Matrix. As a result, the Commission's goals provide a high level of continuity with the City
Council's priorities for the year. Because the successful implementation of key city goals will
require collaboration with adjoining communities, the Commissioners included a new inter -city communication and
outreach goal. The Planning Commission also included a new goal to improve the Commission's capacity through
training and knowledge building.
The Commissioners would also like to use this joint meeting as an opportunity to discuss and receive feedback from
the City Council on any planning related topics that may be of interest or concern to the Council, especially those
affecting the work plan and goal related activities of both the Council and the Commission. In particular the
Commission would like to have a free flowing conversation about planning for the Tigard Triangle, including the
cross over issues related to high capacity transit, the influences of the Transportation Planning Rule and the
infrastructure funding needs of the district.
OTHER ALTERNATIVES
NA
COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS
The Tigard Planning Commission's 2011 goals support implementation of the following 2011 Council goals:
I. Implement Comprehensive Plan
2. Implement Downtown and Town Center Redevelopment Opportunities
DATES OF PREVIOUS COUNCIL CONSIDERATION
N/A
Attachments
Planning Commission Goals.
TIGARD PLANNING COMMISSION 2011 GOALS
1) Support achievement of City Council Goal 1- Implement the Comprehensive Plan:
a) Complete needed action in a timely manner and providing thoughtful recommendations
on planning matters, including:
• Economic Opportunities Analysis (Commission action 2 Quarter 2011);
• Urban Forestry Code Revisions (Commission action l' Quarter 2012);
• High Capacity Transit (HO) Land Use Plan (Commission action 1' Quarter 2012);
• Regulatory Improvement Initiative (Commission action on second package 3 '
Quarter 2011);
• Downtown Circulation Plan (Commission action on second package 4 Quarter
2011);
• Greenway Trails Master Plan (Commission action 2 "`' Quarter 2011); and
• Periodic Review Housing /Population Projections (Commission action 4` Quarter
2011).
b) Focus on the Tigard Triangle:
• Undertake a visioning workshop that builds on the Triangle's HCT Land Use Plan
station area locations and typologies (3 ' Quarter 2011);
• Provide input on a funding mechanism for transportation infrastructure
improvements such as an area specific System Development Charge (4 Quarter
2011); and
• Help define /refine the project scope for a Tigard Triangle Master Plan (3 ` Quarter
2012).
2) Provide timely and legally defensible decisions on assigned land use reviews and appeals
(ongoing).
3) Initiate outreach to Planning Commissions in adjoining cities, particularly those with shared
interests in High Capacity Transit, economic development and urbanization issues.
a) By July 1, each Commissioner will begin receiving meeting notices for at least one other
city's Planning Commission and will attend at least one meeting per year.
4) Enhance the Commission's technical knowledge on topics such as legal issues,
infill /redevelopment challenges, demographic trends, sustainabiliry /LEED,
builder /developer needs through:
a) One major presentation /event each year
b) Three minor presentations /events each year
•
AIS -385 Item #: 4.
Workshop Meeting
Date: 05/17/20 I 1
Length (in minutes): 20 Minutes
Agenda Title: Contract Award for Auditing Services
Prepared For: Debbie Smith -Wagar Submitted By: Carol Krager
City Management
Item Type: Update, Discussion, Direct Staff Meeting Type: Council
Workshop Mtg.
ISSUE
Discussion of the process staff went through that led to the recommendation that the Local Contract Review Board
award a contract for independent auditing services to Talbot, Korvola, and Warwick (TKW).
STAFF RECOMMENDATION / ACTION REQUEST
Information only.
KEY FACTS AND INFORMATION SUMMARY
ORS 297.425 requires the city to have a financial statement audit annually. The most recent audit service contract
with the audit firm of Grove, Mueller, and Swank expired when the firm completed the fiscal year 2009 -10
financial statement audit. As a result, and in accordance with the City's Public Contracting Rules, staff issued a
Request for Proposal for audit services in February of this year.
Proposals were received from five firms prior to the due date of February 24, 201 1 :
• Talbot Korvola & Warwick, LLP
• Merina & Company, LLP
• Moss Adams, LLP
• Pauly Rogers and Co, LLP
• Grove, Mueller & Swank.
A proposal review team reviewed and scored the proposals based upon the criteria detailed in the Request for
Proposal and the top three firms: Talbot Korvola & Warwick, LLP, Moss Adams, LLP and Pauly Rogers and
Co, LLP, were interviewed on March 30, 2011. The firm receiving the most combined points between the proposal
review and interview was Talbot Korvola & Warwick, LLP. Based upon this process staff has determined that
Talbot Korvola & Warwick, LLP best meets the overall needs of the city and as such, received staffs
recommendation for contract award.
OTHER ALTERNATIVES
The Local Contract Review Board could direct staff to hire a different firm or reissue the Request for Proposal.
COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS
In addition to meeting legislative requirements, an annual audit gives council and citizens reasonable assurance that
city staff is preparing accurate annual financial reports and has adequate internal controls over financial transactions.
DATES OF PREVIOUS COUNCIL CONSIDERATION
This contract has not been previously considered by council.
Fiscal Impact
Cost: $51,805
Budgeted (yes or no): Yes
Where Budgeted (department /program): Finance /Financial Operations
Additional Fiscal Notes:
Talbot Korvola & Warwick submitted a five -year proposal that totals $259,845 over that five years. This includes
the financial statement audit for the city, the financial statement audit for City Center Development Agency, and
the federal grant audit required by the federal government.
AIS -495 Item #: 5.
Workshop Meeting
Date: 05/17/2011
Length (in minutes): 15 Minutes
Agenda Title: Annual Police Department Temporary Holding Facility Tour and Inspection
Prepared For: Alan Orr Submitted By: Julia Wade
Police
Item Type: Update, Discussion, Direct Staff Meeting Type: Council
Workshop Mtg.
ISSUE
The City Council is asked to conduct a tour and inspection of the police department temporary holding facility as
indicated by the Oregon State Department of Corrections Facilities Inspector.
STAFF RECOMMENDATION / ACTION REQUEST
Staff recommends that the City Council participate in the tour and inspection of the police department temporary
holding facility on May 17, 2011.
KEY FACTS AND INFORMATION SUMMARY
The police department has completed mandatory information reporting for the Oregon Commission on Children
and Families, regarding all custodies involving juveniles, annual audits of our temporary holding facility and
nightly inspections by the supervisory staff.
During an audit conducted by the Oregon State Department of Corrections in 2005, the state inspector made several
findings. The police department has since complied with those findings and implemented processes to ensure
compliance. The state inspector stated that the City Council should conduct an annual tour and inspection of the
facility as the governing body for the City of Tigard.
OTHER ALTERNATIVES
The Council may choose not to conduct an inspection.
COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS
N/A
DATES OF PREVIOUS COUNCIL CONSIDERATION
N/A