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City Council Packet - 10/25/2011 11 TIGARD City of Tigard TIGARD CITY COUNCIL BUSINESS MEETING October 25, 2011 COUNCIL MEETING WILL BE TELEVISED I: \Design & Communications \Donna \City Council \ccpkt3 13125 SW Hall Blvd. • Tigard, Oregon 97223 • 503.639.4171 TTY Relay: 503.684.2772 • www.tigard- or.gov '" City of Tigard Tigard Business Meeting - Agenda TIGARD TIGARD CITY COUNCIL AND LOCAL CONTRACT REVIEW BOARD MEETING DATE AND TIME: October 25, 2011 - 6:30 p.m. Study Session; 7:30 p.m. Business Meeting 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). SEE ATTACHED AGENDA VIEW LIVE VIDEO STREAMING ONLINE: http: / /www.tvctv.or&government- programming /government - meetings /tip rct 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. • Ihl City of Tigard _ Tigard Business Meeting - Agenda TIGARD TIGARD CITY COUNCIL AND LOCAL CONTRACT REVIEW BOARD MEETING DATE AND TIME: October 25, 2011 - 6:30 p.m. Study Session; 7:30 p.m. Business Meeting MEETING LOCATION: City of Tigard - Town Hall - 13125 SW Hall Blvd., Tigard, OR 97223 6:30 PM • STUDY SESSION A. Briefing on a Consent Item to Re- Allocate $1.6 Million in Grant Funding to the Main Street/Green Street Retrofit Phase II Project B. • Administrative Items • Ask council members to select a couple of meeting dates as options for a joint City Council /Tigard - Tualatin School Board meeting. (Tigard will host.) Choices are: Wednesday, January 25 Thursday, January 26 Monday, January 30 • Non - Agenda Item at beginning of meeting): Mayor Dirksen to present a "Certificate of Recognition" to Rick Parker for his service on the Budget Committee, June 2005 through December 2011. • Council Calendar: Tuesday, November 1, 2011 - Special meeting,6:30 p.m., to consider ratification of the Tigard Police Officer's Association Agreement. Tuesday, November 8, 2011 - Regular business meeting is canceled. Friday, November 11 - Veterans Day Holiday, City Hall closed. Monday, November 14, 2011 - Special meeting with Lake Oswego City Council, 6:30 p.m. dinner, 7 p.m. special meeting at Tigard Town Hall. Tuesday, November 15 - Workshop meeting, 6:30 p.m. Tuesday November 22 - Regular business meeting; 6:30 p.m. study session and 7:30 p.m. business meeting. Thursday and Friday, November 24 and 25 - Thanksgiving Holiday, City Hall closed. Tuesday, December 6, 2011, Council goal- setting meeting, noon -5 p.m. at Fanno Creek House. Tuesday, December 13, 2011, Regular business meeting; 6:30 p.m. study session and 7:30 p.m. business meeting. Tuesday, December 20, 2011, Business meeting; 6:30 p.m. study session and 7:30 p.m. business meeting. (This business meeting will take the place of the regularly scheduled Workshop meeting.) Tuesday, December 27, 2011, Regular business meeting canceled. • EXECUTIVE SESSION: The Tigard City Council will go into Executive Session to discuss real property transaction negotiations under ORS 192.660(2) (e). 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. 7:30 PM 1. BUSINESS MEETING - OCTOBER 25, 2011 A. Call to Order B. Roll Call C. Pledge of Allegiance D. Council Communications & Liaison Reports E. Call to Council and Staff for Non - Agenda Items: Mayor Dirksen to present a "Certificate of Recognition" to Rick Parker for his service on the Budget Committee, June 2005 through December 2011. 2. CITIZEN COMMUNICATION (Two Minutes or Less, Please) 7:35 p.m. - time is estimated A. Follow -up to Previous Citizen Communication B. Citizen Communication — Sign Up Sheet 3. PROCLAMATION - CENTENNIAL GREETINGS METZGER 7:45 p.m. - time is estimated 4. 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: 7:50 p.m. - time is estimated A. Approve Council Meeting Minutes - September 20, 2011 - October 4, 2011 B. Approve the Re- Allocation of $1.6 Million in Grant Funding to the Main Street /Green Street Retrofit Phase 1I Project C. Local Contract Review Board: 1. Award a Contract for the Purchase of a Truck - Mounted Heated Asphalt Patching Box to Sahlberg Equipment. 2. Approve Purchase of a Freightliner m2 106 Chassis from McCoy Freightliner • Consent Agenda - Items Removed for Separate Discussion: Any items requested to be removed from the Consent Agenda for separate discussion will be considered immediately after the Council /City Center Development Agency has voted on those items which do not need discussion. 5. CONSIDER WASHINGTON COUNTY PROJECT HOMELESS CONNECT SOCIAL SERVICE FUNDING REQUEST 7:55 p.m. - time is estimated 6. RECEIVE UPDATE ON TRANSPORTATION PLANNING RULE (TPR) 8:05 p.m. - time is estimated 7. COUNCIL LIAISON REPORTS 8:50 p.m. - time is estimated 8. NON AGENDA ITEMS 9. 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. 10. ADJOURNMENT 9:00 p.m. - time is estimated . Lu Se AIS -658 Item #: A. Business Meeting Date: 10/25/2011 Length (in minutes): 10 Minutes Agenda Title: Briefing on a Consent Item to Re- Allocate $1.6 Million in Grant Funding to the Main Street/Green Street Retrofit Phase II Project Prepared For: Mike McCarthy Submitted By: Greer Gaston Public Works Item Type: Update, Discussion, Direct Staff Meeting Type: Council Business Mtg - Study Sess. ISSUE The council will be briefed on a consent agenda item to re- allocate $1.6 million in grant funding to the Main Street/Green Street Retrofit Phase II project. STAFF RECOMMENDATION / ACTION REQUEST No action is requested with regard to this study session briefing. However, this briefing is followed by a consent agenda item in which staff recommends the council approve the re- allocation of $1.6 million in grant funding to the Main Street/Green Street Retrofit Phase II project. KEY FACTS AND INFORMATION SUMMARY Many years ago the city was awarded $1.6 million in federal funds to revamp the Tiedeman Avenue /Greenburg Road intersection and to expand Greenburg Road from Tiedeman Avenue to Highway 217. Grant funding was not sufficient to cover the $5 million project. The city subsequently proposed three alternative uses for the grant funds: • Walnut Street project • Pacific Highway/ McDonald Street/Gaarde Street intersection improvements • Main Street /Green Street Retrofit Phase II project Ultimately, the Walnut Street and the Pacific Highway/ McDonald Street/Gaarde Street projects were not eligible for federal funding. Metro determines which projects receive grant funding; the Main Street/Green Street Retrofit Phase II project is the only city project which qualifies for the grant funds. This project offers the best chance at retaining the $1.6 million grant. The Main Street/Green Street Phase II project will rebuild portions of Main Street from the railroad tracks north to Scoffins Street, incorporating "green street" elements like stormwater planters, LED street lights, and pedestrian amenities. Phase II represents the only section of Main Street where improvements are not funded. The northernmost section of Main Street, from Scoffins Street to Pacific Highway, was improved as part of the Greenburg Road/Pacific Highway/Main Street intersection improvement project. Similar improvements are funded and underway on the southernmost section of Main Street, from Pacific Highway to the railroad tracks, through the Main Street/Green Street Retrofit Phase I project. Metro is asking the city to formally request the grant funding to be transferred to the Main Street/Green Street Retrofit Phase II project. Council approval of the request appears on the consent agenda. The city's local match for the grant funding is 10.27 percent or roughly $165,000. This money would come from the city's 2012 -2013 gas tax fund. If council re- allocates the grant funding, this project will need to be added to the city's 2012 -2013 Capital Improvement Plan. OTHER ALTERNATIVES The council could choose not to re- allocate the grant funding. This would likely mean the city would forfeit the $1.6 million grant. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS 2011 City Council Goal No. 2 - "Implement Downtown and Town Center Redevelopment Opportunities" DATES OF PREVIOUS COUNCIL CONSIDERATION This is the first time the council has been briefed on re- allocating these grant funds to the Main Street/Green Street Retrofit Phase II project. 1 Fiscal Impact Fiscal Information: The federally - funded grant requires a 10.27 percent, or roughly $165,000, local match. This money would come from the city's 2012 -2013 gas tax fund. If council re- allocates the grant funding, this project will need to be added to the city's 2012 -2013 Capital Improvement Plan. • AGENDA ITEM NO. 2 -B CITIZEN COMMUNICATION DATE: October 25, 2011 (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. All written and oral testimony becomes part of the public record. The names and addresses of persons who attend or participate in City of Tigard public meetings will be included in the meeting minutes, which is a public record. NAME, ADDRESS & PHONE TOPIC STAFF Please Print CONTACTED Name: /1471 C i CL • m a S 44 51e? A rya t^ Also, please spell your name as it sounds, if it will L m t t / 1 `ThCUTI' C, help the presiding officer pronounce: C j Ore/IS I#5 in tyLJf .- Address 13164 Sul &Ja 'moor Rea- ShoW " l uJJieL.1 k'' City hi r d Na �F ®l�l J ��1 Pl e56 y State D" Zip g a 3 111 eh u rt Phone No. 503 — 52 — a0 58' Name: Also, please spell your name as it sounds, if it will help the presiding officer pronounce: Address City State Zip Phone No. Name: Also, please spell your name as it sounds, if it will help the presiding officer pronounce: Address City State Zip Phone No. CITIZEN COMMUNICATION I Item # rJ Newsletter: I ( -2 1 III q City of Tigard TIGARD Memorandum To: The Honorable Mayor and City Councilors From: Mike McCarthy P.E., Senior Project Engineer Re: Additional Information Regarding the October 25 Agenda Item Entitled, "Approve the Re- Allocation of $1.6 Million in Grant Funding to the Main Street /Green Street Retrofit Phase II Project" Date: October 21, 2011 I have been asked to provide the council with additional information regarding the aforementioned agenda item. Specifically, I was asked why the Pacific Highway /Gaarde Street /McDonald Street project was not eligible for the $1.6 million in grant funding. Original grant funding was awarded for transportation improvements in Metro - designated Centers, as in centers of activity in a community. Areas such as Downtown Tigard and the Washington Square area are Metro - designated Centers. Improvements for pedestrians, cyclists, and those using public transit were given the highest priority. As Metro staff views it, the Pacific Highway /Gaarde Street /McDonald Street project is primarily auto - oriented, outside of a center, and would not significantly improve conditions for pedestrians, cyclists, and those using public transit. The project does not fit the purpose of the grant funding. If the city chooses to press Metro to re- allocate this funding to the Pacific Highway /Gaarde Street /McDonald Street project, Metro would likely award the funds to another jurisdiction. Alternately, the Main Street /Green Street Retrofit Phase II project fits nicely with the intent of the grant funding by significantly improving the walkability, bikeability, transit access, and retail attractiveness of Main Street, the heart of Downtown Tigard. SUPPLEMENTAL PACKET FOR (DATE OF MEETING) ` u d �cSs 1 C C�I'1 14 LCLC_.- Item # I II Newsletter: 10 - City of Tigard T 1 G A R D Memorandum To: Honorable Mayor and Council From: Toby LaFrance, Finance and Information Services Director Z Re: Washington County Project Homeless Connect Date: October 21, 2011 Scheduled for the Business Meeting on October 25, 2011 is a request from Washington County Project Homeless Connect to use the Social Service set -aside to fund their work with the homeless in Washington County. Councilor Buehner requested some clarification on the timing of the request. Staff learned of the request on September 20, 2011 based on an e -mail from Kim Marshall to Mayor Dirksen on September 19, 2011. On September 20th, staff contacted Kim Marshall and informed her of her options under the request process for next fiscal year. We also informed her of the existence of the set - aside, that Washington County Project Homeless Connect may qualify, and how to make a request to Council. We are unaware of when the event was initially scheduled. Please let me know if you need any additional information. SUPPLEMENTAL PACKET FOR ) /< /') (DATE OF MEETING) Ci (/ l tr )v(0, 3 AIS -680 Item #: 3. Business Meeting Date: 10/25/2011 Length (in minutes): 5 Minutes Agenda Title: Proclaim Centennial Greetings Metzger Prepared For: Joanne Bengtson Submitted By: Joanne Bengtson City Management Item Type: Receive and File Meeting Type: Proclamation ISSUE Should the Mayor make a proclamation in honor of the town of Metzger's 100th anniversary? STAFF RECOMMENDATION / ACTION REQUEST N/A KEY FACTS AND INFORMATION SUMMARY On September 30, Tigard resident John Frewing requested a Proclamation in honor of the town of Metzger's upcoming centennial anniversary. On October 1, 2011 the town of Metzger celebrated the occasion with a parade, live music and more. Tigard's proclamation, along with a proclamation from the Washington County Board of Commissioners will be placed in a time capsule for the next 50 years. OTHER ALTERNATIVES Not issue the proclamation. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION N/A Attachments Proclamation - Metzger Centennial ` l am -. 1, . aa I r i lot 1 r / 1 f°�.t �4� ©4 / Y e i City o l tgard ,)„,_ -. ., CENTENNIAL GREETINGS METZGER! 'CI 1 October 1, 2011 S. '' � Whereas, the community called Metzger originated from the donation land claims of `- , Thomas Stott (1850) and David C. Graham (1850) that railroad tracks were surveyed to "' be built upon; and y r Whereas, one hundred years ago Josephine and Herman Metzger filed a plat naming •, streets for trees, presidents, and numbers for the Town of Metzger. The plat was R ' < ..v approved and officially recorded by Washington County; and , ° ,� ;, ■ \ ° y Whereas, the Metzger's donated land for a church, a school, a park and railroad right - — of -way to serve their flourishing community; and , ,., Whereas, in 1999, the Washington Square Regional Plan acknowledged the long- )''F'/:.' �, standing values and identity of Metzger by stating, " Metzger should be a neighborhood ` ■ that supports children and families. Metzger School and play fields will remain and be ' ' 4., enhanced as an important neighborhood asset; and Whereas, today the Metzger community is comprised of 3,765 residents who continue ' , ; `.4,,I to maintain the character and friendship that Josephine and Herman Metzger . l- _ ,- envisioned in their lifetime; and ft-4, . 4 `` • ' W hereas, M etzger's proximity to a regional center containing a continuum of uses, r r ' `tom ; � ( from residential to densely developed commercial and employment areas) contributes r ! to the vitality and desirability of Metzger as a place to live and work t., „.._,,,,, w ,r4" S 1 W � NOW THEREFORE BE IT RESOLVED THAT I, Craig E. Dirksen, Mayor of the City of r,' :. _ Tigard, Oregon, do hereby proclaim October 1, 2011 as s, CENTENNIAL GREETINGS METZGER! -� "` ' Dated this day of , 2011 = '0. IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the , _ A' -, City of Tigard to be affixed. ` tat - y : s! r , � 4- N,' Craig E. Dirksen, Mayor r. ,,;. City of Tigard < ; x . Attest: ''1,,, , f' City Recorder Print Agenda Item Summary Page 1 of 1 AIS -684 Item #: 4. A. Business Meeting Date: 10/25/2011 Length (in minutes): Consent Item Agenda Title: Approve City Council Minutes Submitted By: Cathy Wheatley Administrative Services Item Type: Motion Requested Meeting Type: Council Business Meeting - Main 1 ISSUE Approve Council Meeting Minutes: September 20, 2011 October 4, 2011 STAFF RECOMMENDATION / ACTION REQUEST N/A KEY FACTS AND INFORMATION SUMMARY Minutes are being drafted. Drafts not completed and attached to this agenda item summary by October 24 will be rescheduled for the next business meeting. OTHER ALTERNATIVES N/A COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION N/A Attachments September 20, 2011 Minutes October 4, 2011 Minutes http: // agendas. tigard- or. gov/ frs /publish/print_ag_memo.cfm ?seq= 684 &rev num =0 &form... 10/25/2011 AIS -659 Item #: 4. B. Business Meeting Date: 10/25/2011 Length (in minutes): Consent Item Agenda Title: Approve the Re- Allocation of $1.6 Million in Grant Funding to the Main Street/Green Street Retrofit Phase II Project Prepared For: Mike McCarthy Submitted By: Greer Gaston Public Works Item Type: Motion Requested Meeting Type: Consent Agenda ISSUE Shall the council approve the re- allocation of $1.6 million in grant funding to the Main Street/Green Street Retrofit Phase II Project? STAFF RECOMMENDATION / ACTION REQUEST Staff recommends the council approves the re- allocation. KEY FACTS AND INFORMATION SUMMARY The council was briefed on this item in study session. Many years ago the city was awarded $1.6 million in federal funds to revamp the Tiedeman Avenue /Greenburg Road intersection and to expand Greenburg Road from Tiedeman Avenue to Highway 217. Grant funding was not sufficient to cover the $5 million project. The city subsequently proposed three alternative uses for the grant funds: • Walnut Street project • Pacific Highway/ McDonald Street/Gaarde Street intersection improvements • Main Street/Green Street Retrofit Phase II project Ultimately, the Walnut Street and the Pacific Highway/ McDonald Street/Gaarde Street projects were not eligible for federal funding. Metro determines which projects receive grant funding; the Main Street/Green Street Retrofit Phase II project is the only city project which qualifies for the grant funds. This project offers the best chance at retaining the $1.6 million grant. The Main Street/Green Street Retrofit Phase II project will rebuild portions of Main Street from the railroad tracks north to Scoffins Street, incorporating "green street" elements like stormwater planters, LED street lights, and pedestrian amenities. Phase II represents the only section of Main Street where improvements are not funded. The northernmost section of Main Street, from Scoffins Street to Pacific Highway, was improved as part of the Greenburg Road/Pacific Highway/Main Street intersection improvement project. Similar improvements are funded and underway on the southernmost section of Main Street, from Pacific Highway to the railroad tracks, through the Main Street/Green Street Retrofit Phase I project. Metro is asking the city to formally request the grant funding to be transferred to the Main Street/Green Street Retrofit Phase II project. Council approval of the request appears on the consent agenda. The city's local match for the grant funding is 10.27 percent or roughly $165,000. This money would come from the city's 2012 -2013 gas tax fund. If council re- allocates the grant funding, this project will need to be added to the city's 2012 -2013 Capital Improvement Plan. OTHER ALTERNATIVES The council could choose not to re- allocate the grant funding. This would likely mean the city would forfeit the $1.6 million grant. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS 2011 City Council Goal No. 2 - "Implement Downtown and Town Center Redevelopment Opportunities" DATES OF PREVIOUS COUNCIL CONSIDERATION The council was briefed on this item in study session. Aside from the briefing, this is the first time the council has considered re- allocating these grant funds to the Main Street/Green Street Retrofit Phase II project. Fiscal Impact Cost: $165,000 Budgeted (yes or no): No Where Budgeted (department /program): Additional Fiscal Notes: The federally- funded grant requires a 10.27 percent, or roughly $165,000, local match. This money would come from the city's 2012 -2013 gas tax fund. If council re- allocates the grant funding, this project will need to be added to the city's 2012 -2013 Capital Improvement Plan. AIS -649 Item #: 4. C. 1. Business Meeting Date: 10/25/2011 Length (in minutes): Consent Item Agenda Title: Award a Contract for the Purchase of a Truck- Mounted Heated Asphalt Patching Box Prepared For: Joseph Barrett Submitted By: Joseph Barrett Financial and Information Services Item Type: Motion Requested Meeting Type: Consent Agenda - LCRB ISSUE Shall the Local Contract Review Board award a contract for the purchase of a truck- mounted heated asphalt patching box to Sahlberg Equipment. STAFF RECOMMENDATION / ACTION REQUEST Staff recommends the Local Contract Review Board award the contract for a heated asphalt patching box to Salhberg Equipment and authorize the City Manager to fully execute the contract. KEY FACTS AND INFORMATION SUMMARY Tigard has approximately 290 lane miles of paved streets to maintain. The Street Maintenance Department provides reactive repairs to dig outs of paving and other isolated failures to the pavement. During 2008 -2009 the city dug out and repaired 3,633 square yards of pavement and in 2009 -10 this increased to 4,000 square yards. One of the tools the Street Maintenance Department utilizes during these repairs is a heated asphalt patching truck. The current 1996 model patch truck was originally on the vehicle replacement schedule for 2009 due to its mileage and usage however, due to budget reductions, staff has been able to stretch the useful life of the truck during the last two years through numerous repairs. A heated asphalt patching truck consists of two elements. The first element is a cab and chassis and the second is the hot asphalt and sanding machine body mounted on the chassis. The purchase of both elements of the overall truck is brought before the LCRB tonight as separate agenda items for one overall purchase. Staff explored the feasibility of mounting the new hot asphalt body onto the 1996 chassis but this was option was ruled out due to the future costs related to repair and maintenance of the aging equipment. Staff is asking the LCRB approve the purchase of a new heated asphalt patching truck, for this agenda item, a new Sahlberg Equipment heated asphalt patching box specifically. On August 30, 2011 staff issued a Request for Proposal (RFP) for a new heated asphalt patching box. Two firms, Sahlberg Equipment and Enviro -Clean Equipment, submitted proposals in response to the RFP. A proposal review team consisting of three staff member reviewed the proposals and, using the criteria detailed in the RFP, has determined that Sahlberg Equipment's proposals and heated asphalt patching box best meet needs of the city at this time. The estimated cost of the heated asphalt patching box is $71,688, which when adding in the cost of the chassis, shows the total truck price of $141,431. OTHER ALTERNATIVES The LCRB can chose to decline the award and direct staff to conduct a revised Request for Proposals for the heated asphalt patching box. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION This is the first time the LCRB has seen this item. Fiscal Impact Cost: $71,688 Budgeted (yes or no): Yes Where budgeted ?: Gas Tax Fund Additional Fiscal Notes: This item is included in the FY 2011 -12 budget that was adopted by Council. The funds are allocated for truck in the Gas Tax Fund. Total cost of the truck, including both chassis and heated asphalt patching box, is estimated at $141,431. AIS -650 Item #: 4. C. 2. Business Meeting Date: 10/25/2011 Length (in minutes): Consent Item Agenda Title: Approve Purchase of a Freightliner m2 106 Chassis Prepared For: Joseph Barrett Submitted By: Joseph Barrett Financial and Information Services Item Type: Motion Requested Meeting Type: Consent Agenda - LCRB ISSUE Shall the Local Contract Review Board approve the purchase of a Freightliner m2 106 chassis from McCoy Freightliner to be used as the city's heated ashpalt patching truck? STAFF RECOMMENDATION / ACTION REQUEST Staff recommends the Local Contract Review Board approve the purchase of the Freightliner m2 chassis from McCoy Freightliner utilizing a permissive cooperative procurement via a City of Portland contract. KEY FACTS AND INFORMATION SUMMARY Tigard has approximately 290 lane miles of paved streets to maintain. The Street Maintenance Department provides reactive repairs to dig outs of paving and other isolated failures to the pavement. During 2008 -2009 the city dug out and repaired 3,633 square yards of pavement and in 2009 -10 this increased to 4,000 square yards. One of the tools the Street Maintenance Department utilizes during these repairs is a heated asphalt patching truck. The current 1996 model patch truck was originally on the vehicle replacement schedule for 2009 due to its mileage and usage however, due to budget reductions, staff has been able to stretch the useful life of the truck during the last two years through numerous repairs. A heated asphalt patching truck consists of two elements. The first element is a cab and chassis and the second is the hot asphalt and sanding machine body mounted on the chassis. The purchase of both elements of the overall truck is brought before the LCRB tonight as separate agenda items for one overall purchase. Staff explored the feasibility of mounting the new hot asphalt body onto the 1996 chassis but this was option was ruled out due to the future costs related to repair and maintenance of the aging equipment. Staff is asking the LCRB approve the purchase of a new heated asphalt patching truck, for this agenda item, a new Freightliner m2 106 chassis specifically. Staff is recommending the use of a permissive cooperative procurement for the purchase of the chassis utilizing a City of Portland contract. This method allows the city to save on both staff time and materials when compared to a traditional Invitation to Bid or Request for Proposal. The total cost of the chassis is $69,743, which when adding in the cost of the heated asphalt box, shows the total truck price of $141,431. OTHER ALTERNATIVES The Local Contract Review Board can chose to decline the award and direct staff to conduct an Invitation to Bid or Request for Proposal for the chassis. This option will likely add to the overall cost however when staff time and materials are factored in. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION This is the first time the LCRB has seen this item. Fiscal Impact Cost: $69,743 Budgeted (yes or no): Yes Where budgeted ?: Gas Tax Additional Fiscal Notes: This item is included in the FY 2011 -12 budget that was adopted by Council. The funds are allocated for truck in the Gas Tax Fund. Total cost of the truck, including both chassis and heated asphalt patching box, is estimated at $141,431. AIS -669 Item #: 5. Business Meeting Date: 10/25/2011 Length (in minutes): 10 Minutes Agenda Title: Washington County Project Homeless Connect Social Service Funding Request Prepared For: Toby LaFrance Submitted By: Liz Lutz Financial and Information Services Item Type: Motion Requested Meeting Type: Council Business Meeting - Main ISSUE Washington County Project Homeless Connect is asking the council to consider and approve a $2500 contribution from the $26,000 of budgeted Social Services set -aside to fund their work with the homeless in Washington County. STAFF RECOMMENDATION / ACTION REQUEST Consider the request and provide direction to staff. KEY FACTS AND INFORMATION SUMMARY The Adopted FY 2011 -12 Budget includes $26,000 of Social Service Set - Asides. The set - asides have been the practice of the City of Tigard since FY 2002 -03. The set -asides are part of the Social Service and Community Events grants provided each year. In FY 2011 -12, the set -asides represent approximately ten percent of the total budgeted grants. The city budgets three set asides within this appropriation: $10,000 for the Housing Program "emergency fund" to assist occupants of housing declared to be unsafe; $10,000 for the Affordable Housing Set -Aside to assist providers of low - income housing; and $6,000 for the Residential Services Agency Emergency Set -Aside to assist agencies that provide emergency food and housing to those in need. The $2,500 request from Washington County Project Homeless Connect came to the city after the annual funding applications had been processed. The request may fit under the intent of set -asides and is coming to Council for consideration this fiscal year. Council has not recieved any other requests for these funds this fiscal year. OTHER ALTERNATIVES Do not approve the request and hold this application for consideration during the next budget cycle. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS Tigard City Council Long -Range Objectives include: "Programs and activities are available in the community to meet the needs of a diverse population." DATES OF PREVIOUS COUNCIL CONSIDERATION N/A Fiscal Int pact Cost: $2,500.00 Budgeted (yes or no): yes Where Budgeted (department /program): Social Services /Community Events Additional Fiscal Notes: There is $26,000 set aside for undesignated housing needs within the Social Services / Community Events budget unit. Attachments Funding Request - Washington County Project Homeless CITY OF TIGARD, OREGON 13125 SW HALL BLVD. 'I'IGARD, OREGON 97223 503 - 718 -2487 FY 2011 -12 SOCIAL SERVICE FUNDING REQUEST Due: February 11.2011 Agency Name: Washin, on • n ? •. • IL • mel a Connect Address: 6701 NE Campus Way City, State, Zip: Hillsboro , Or 97124 Contact Name: Kim Matshall Telephone Number: 503 -201 -2631 E-Mail Address: hirCphcwashco.org 1. Request (express in whole dollar amounts only) Cash $2500.00 In -Kind Services -Hours (use of City property, City staff support, etc. Please explain the services requested on a separate sheet) Total Request $2500.00 2. Describe the Agency's mission: The mission of Project Homeless Connect is to bring communities together to create and promote tangible solutions that remedy the homelessness of their neighbors. Through this one -day, one - stop model which includes a key leaders briefing, we aim to achieve the following goals: • To engage the community to be a part of the effort to end homelessness • To connect Washington County homeless to needed services in a "one - stop" model • To connect volunteers to Washington County's homeless for this day of services as well as future opportunities to help people in need • To connect service providers with each other in order to serve the homeless in a new and different way • To demonstrate broad community support to those experiencing homelessness in Washington County and to provide human connections to people who feel and are typically alienated. 3. What group of citizens in Tigard does your organization target? Homeless, low income, underserved men, women and children. 4a. What types of services will be provided in the funding request year? With over sixty five community partners and hundreds of volunteers we will work to provide services such as health and dental care, haircuts, food and clothing, and connections to needed social services. 4b. How many Tigard residents will be served? We served over 500 homeless friends last year. Roughly 50 persons were identified from Tigard. 4c. What percentage of your operation is dedicated to service in Tigard? Roughly 10% of the people we served were from Tigard. We serve any persons needing to come and receive services. 5. If you are requesting funds from Tigard and other governments in Oregon, please list them and show the amounts received /requested: Received in Budgeted in Requested in Government FY 2009 -10 FY 2010 -11 FY 2011 -12 Tigard $ $ $2500.00 Beaverton $2500.00 $2500.00 $2500.00 Tualatin $ $ $1500.00 Washington CO $1000.00 $1000.00 $1000.00 6. Have the financial records of the agency for the last fiscal year been audited? Yes No X If no, please explain: Sonrise Church , the fiscal agent for WCPHC, was not audited last year. Sonrise does not currently have outside audits, but do have year end closing. Info is supplied on Balance Sheets. Will probably have an outside audit this year. 7. Please list any in -kind services you are requesting from the City of Tigard. Please estimate the value of these services and show the total in #1 In Kind Service: Estimated Value: 8. Please submit the following information with this request a. Most recent annual budget compared with the prior year's actual revenues and expenditures. The Budget should identify the period to which it applies, beginning and ending balances, major revenue sources, major expenditure categories, and number of authorized positions. Audited financial statements for the last fiscal year. If not available, please explain in #6. b. Names, addresses, occupations, and telephone numbers for your Board of Directors. c. A copy of your 501(c)(3) certification. If not available, please explain. d. A copy of your Articles of Incorporation or Bylaws. 2012 Project Homeless Connect Projected Budget Expenses Coordinator $19,200 Event supplies & Logistical support $400 Publicity and outreach (posters, etc) $250 Resource Guides $1,500 T -shirts $250 Key leaders Briefing Coordinated through VAN $1,000 Event Food $800 Tri -Met tickets (for clients) $1,500 Medical Teams International $600 DMV fee fund $800 Website $ 200 Total Expenses $26,500 Revenues Providence Health & Services committed $5,000 United Way requested $1,500 Washington County committed $1,000 City of Beaverton committed $2,500 City of Hillsboro requested $2,500 City of Tigard requested $1,500 Sonrise Church committed $10,000 Faith Community Contributions requested $2,500 Total Revenues $26,500 1 2-0 t FINAL REVENUE & EXPENDITURES Expenses Original Budget Actual Event coordination (contract, -- 8 hours /week) $4,500 $4,500 Event supplies $75 $433 Resource Guides $500 $1,000 T- shirts & Lanyards $1,000 $808 Key Leaders Briefing $800 $524 Event Food $650 $394 Tri -Met tickets (for clients) $2,000 $2,000 Medical Teams International $500 $500 Website $700 $700 VAN administration (10 %) $1,140 $1,086 Pet Area supplies $3,000 $3,000 Total Expenses $ $ Revenue Carryover from 2010 PHC $1,070 $1,070 Banfield Grant $3,000 $3,000 Providence Health & Services $6,5o0 $6,500 United Way $1,500 $1,500 Washington County $1,000 $1,000 City of Beaverton $2,500 $2,500 Total Revenue $ $ In -Kind Donations Facility (Sonrise Church) $3,000 $3,000 Event Food for participants $ $5, Insurance (Sonrise Church) $1,000 $1,000 Volunteers $21,682 Total In -Kind $6,500 $30,73 8 Washington County Project Homeless Connect 2011 -2012 Application Board of Directors (elders) 2011 -2012 Officers Pastor James Gleason, Lead Pastor and chairman, Sonrise Church jamesg @isonrise.com Pastor Greg Scandrett Executive Pastor, Sonrise Church gregs @isonrise.com Board Members Pastor Eric Schmitt Family Pastor, Sonrise Church erics @isonrise.com Pastor Dave Crandall Worship and weekend ministry team director, Sonrise Church davec@isonrise.com Pastor Michael Smith Discipleship Pastor, Sonrise Church Michaels@isonrise.com Pastor'Nelson Castro Hispanic Ministry Pastor nelsonc@isonrise.com Washington County Project Homeless Connect 2011 -2012 Application Jon Gietzen Lay Elder, Sonrise Chuuch jongietzen@gamil.com Doug Holmes • Lay Elder, Sonrise Church Doug_maryholmes @comcast.net Jeff Mourich Lay Elder, Sonrise Church jmourich@msn.com INTERNAL REVENUE SERVICE DEPARTMENT OF THE TREASURY P. 0. BOX 2508 CINCINNATI, OH 45201 MAY 1 3 2010 Employer Identification Number: Date: 93- 0785442 DLN: • 17053011323010 SONRISE BAPTIST CHURCH OF HILLSBORO Contact Person: 0/0 SONRISE CHURCH HENRY F SHAMBURGER ID* 31472 • 6701 NE CAMPUS WAY Contact Telephone Number: 1-TILLSBORO, OR 97122 (877) 829 -5500 Accounting Period Ending: December 31 Public Charity Status: 170(b) (1) (A) (i) Form 990 Required: No Effective Date of Exemption: • July 15, 1981 Contribution Deductibility: Yes Addendum Applies: No Dear Applicant: We are pleased to inform you that upon review of your application for tax exempt status we have determined that you are exempt from Federal income tax under section 501(c)(3) of the Internal Revenue Code. Contributions to you are deductible under section 170 of the Code. You are also qualified to receive tax deductible bequests, devises, transfers or gifts under section 2055, 2106 or 2522 of the Code. Because this letter could help resolve any questions regarding your exempt status, you should keep it in your permanent records. Organizations exempt under section 501(c)(3) of the Code are further classified as either public charities or private foundations. We determined that you are a public charity under the Code section(s) listed in the heading of this letter. Please see enclosed Publication 4221 -PC, Compliance Guide for 501(0)(3) Public charities, for some helpful information about your responsibilities as an exempt organization. Letter 947 (DO /CG) SONRISE BAPTIST CHURCH OF RILLSBORO Sincerely, Robert Choi Director, Exempt Organizations Rulings and Agreements Enclosures Publication 4221-PC • Letter 947 (DO /CG) The B ylaws of Sonrise Church • • sonrise CHURCH Approved at the 2004 Annual Business Meeting, April 7, 2004 Page 1 THE BYLAWS OF SONRISE CHURCH ARTICLE I: Name The name of the organization, an Oregon nonprofit religious corporation, Is Sonrise Baptist Church. This corporation will be further referred to in the Bylaws as the "church." ARTICLE II: Purpose In keeping with the New Testament Church, the purpose of Sonrise Church is to glorify God by fulfilling the following five purposes: 1. Worship —To participate in public worship services together, observe believer's baptism and communion, and to maintain personal, daily worship. (John 4:24) 2. Fellowship —To encourage, support and pray for each other as members of the family of God. To join together and share our lives together. (1 John 1:7, Acts 2:44 -47, Hebrews 10:23-25, Romans 15:5,7, John 13:34 -35) 3. Discipleship —To help members develop toward full Christian maturity and train them for effective ministry. To promote personal, spiritual growth and discipleship through Bible teaching. (Ephesians 4:11 -13, Matthew 18:20, Timothy 2:2) 4. Ministry To serve unselfishly, in Jesus' name, meeting the physical, emotional, and spiritual needs of those in our church, community and in the world. (1 Peter 4:10 -11, Matthew 25:34- 40, 1 Thessalonians 5:11, Galatians 5:13) 5. Evangelism —To share the good news of Jesus Christ with as many people as possible in our community and throughout the world. (Matthew 28:18 -20, Acts 1:8, 2 Peter 3:9). This church seeks to benefit the people of the local community by providing opportunities for spiritual, physical, intellectual, and social development. (Luke 2:52) ARTICLE III: Statement of Faith We affirm the Holy Bible as the inspired Word of God and as the only basis for our beliefs. We affirm the Declaration of Faith of the Conservative Baptist Association. ARTICLE IV: Affiliation This church is autonomous and maintains the right to govern its own affairs, independent of any denominational control. Recognizing, however, the benefits of cooperation with other churches in world missions, this church voluntarily affiliates with the Conservative Baptist Association in its national, state and local expressions. ARTICLE V: Membership SECTION A: General Membership in this church shall consist of all persons who have met the qualifications for membership and are listed on the membership role. SECTION B: Qualifications for Membership 1. A personal commitment of faith in Jesus Christ for salvation. 2. Baptism by immersion as a testimony of salvation. 3. Completion of the church's membership class. SECTION C: Rights of Membership Every member shall have the right and responsibility to vote on the following matters: 1. The annual budget of the church, 2. The calling or dismissal of Pastors. 3. The calling or dismissal of Elders. 4. The acquisition of real property and related indebtedness. 5. The merger or dissolution of the church. 6. The disposition of all or substantially all of the assets of the church. 7. Amendments to the Bylaws of the church. Each member 18 years and older is entitled to one vote. Voting by proxy is prohibited, Approved at the 2004 Annual Business Meeting, April 7, 2004 Page 2 SECTION D: Termination of Membership Members may be removed from the church roll for the following reasons: 1. Neglecting regular attendance, duties and obligations for a period of one year. 2. Transfer of membership to another church. 3. By personal request of the member. 4. Dismissal by the Pastors and Elders according to the following conditions: a. The member's life and conduct is not in accordance with the membership covenant in such a way that the member hinders the ministry and community of the church. b. Procedures for the dismissal of a member shall be according to the spirit of Matthew 18:15 -17. Restoration and reinstatement of membership shall be according to the spirit of 2 Corinthians 2:7 -8 when their life- styles are judged to be in accordance with the membership covenant, 5. Death. ARTICLE VI: Membership Meetings SECTION A: General Meetings A general meeting of the members shall be held each year within two weeks of the close of the financial year. This general meeting shall be the Annual Membership Meeting. The purpose of this meeting shall be to adopt an annual budget. Any other proper business may be conducted at this meeting. SECTION B: Special Meetings Special meetings may be called at any time by the Pastors and Elders for any purpose by giving notice to the members in accordance with Section C of this Article. SECTION C: Notice Requirements for Membership Meetings 1. General Requirements: Whenever members are requested to take any action at a meeting, notice shall be given to members no less than two (2) weeks prior to a meeting. Notification of membership meetings shall be given in any of the following manner which shall be deemed to be a reasonable method of calling a membership meeting: a. Distribution of written material to the congregation in attendance at a weekend service. b. Oral announcement to the congregation at a weekend service; or c. Delivery by United States mail to each member identified on the membership roll. 2, Notice of Agenda Items: Agenda items requiring the voting approval of the members shall be specified in the notification of membership meetings. SECTION D: Voting Approval Requirements. Three - fourths (75 %) of those members present and voting at a meeting duly noticed and called shall constitute an approval of the church body for the transaction of business. Voting shall be by secret ballot. ARTICLE VII: Offices of the church The offices of the church shall be the Pastors, Elders and Deacons/Deaconesses. SECTION A: Pastors 1. Role: To lead and guide the church body (Acts 20:28, 1 Peter 5:2). 2. Qualifications: a. They must meet the Biblical qualifications of 1 Timothy 3:1 -7 and Titus 1:6 -9. b. They must agree with the doctrinal statement of the church and be in support of the current church Bylaws. 3. Calling: a. As led by the Holy Spirit, the Pastors and Elders will recognize the need for additional Pastoral staff. b. When a suitable candidate is identified, the church will be notified through the weekend bulletin for a period of 4 weeks. C. The candidate will be presented to the church through weekend services and other meetings as necessary to make the candidate more visible to the church. d. Pastors must be approved by vote of the church body at a meeting called for such purposes. 4. Responsibilities: Approved at the 2004 Annutd Business Meeting, April 7, 2004 Page 3 a. Shepherding the church leadership and the church body (Acts 20:28, 1 Peter 5:2). b. Equipping the Saints (1 Timothy 5:17, Hebrews 13:7, 1 Thessalonians 5:12, 1 Peter 5:2 -3). c. Directing the church (1 Thessalonians 5:12, 1 Timothy 3:5, 5:17, Hebrews 13:17, Acts 11 :29 -30, 15:28, 20:27 -28) . d. Protecting the Flock (Acts 20:28 -31, Titus 1:9, Ephesians 4 :3, 11 -13). e. Serving with Diligence (1 Timothy 1:8, 3:2, 4:11 -16, 5:17, Titus 1:9, 2 Timothy 1:6, 2:15, Acts 6:4, James 5:14). f. Promoting unity and guarding the church body from division and incorrect doctrine (1 Corinthians 12:25, Titus 1:9). g. Teaching the Word according to guidance of the Holy Spirt (1 Timothy 3:2, Titus 2:15). 5. Removal: If any Pastor fails to live up to the Biblical qualifications or fails to perform his duty in a reasonable manner, he shall be removed by a vote of the church body. SECTION B: Elders 1. Role: To assist the Pastors in meeting the spiritual needs of the church (Numbers 11:16 -17). 2. Structure: a. The Council of Elders of Sonrise Church shall be composed of men who meet the Biblical qualifications. No specific number of elders is designated. The Council of Elders shall consist of members of the Pastoral staff and the church body. b. The Council of Elders shall function as the directing board of the church with the Senior Pastor as the Head Elder. 3. Qualifications: a. They must meet the Biblical qualifications of 1 Timothy 3:1 -7 and Titus 1:6-9. b. They must have been a member of Sonrise Church for a sufficient time to be recognized by the leadership as demonstrating the characteristics of an Elder. They shall be active in membership and ministry for at least a period of one year. c. They must agree with the doctrinal statement of the church and be in support of the current church Bylaws, 4. Calling: a. As led by the Holy Spirit, the Council of Elders will recognize the need for additional Elders. b. When a suitable candidate is identified, that candidate will be invited by the Council of Elders to explore the expected role and responsibilities of the position for a trial period of six months. c. Elders are recommended by the Council of Elders to the church. The church will be notified of the potential candidate through the weekend bulletin for a period of 4 weeks. The members of the church should bring any concerns during this time to the Council of Elders - should they arise. d. Elders must be confirmed by vote of the church body at a meeting called for such purposes. Three- fourths vote of members present is required to appoint Elders. 5. Term: a. There is no Biblical precedent for a limitation of service, however, Elders must be reaffirmed by the church body after every three years of service. b. An Elder, for reasons outlined below, may take a leave from their responsibilities. These reasons Include, but are not limited to; physical health, emotional health, family or business responsibilities. c. If they no longer meet the Biblical qualifications, an Elder shall be removed from his position by a vote of the church body upon receiving a recomendatlon by the Council of Elders. 6. Responsibilities: a. Assisting the Pastoral staff with the spiritual needs of the church leadership and church body (Numbers 11:16 -17). b. Equipping the Saints (1 Timothy 5:17, Hebrews 13:7, 1 Thessalonians 5:12, 1 Peter 5:2 -3). c. Directing the church (1 Thessalonians 5:12, 1 Timothy 3:5, 5:17, Hebrews 13:17, Acts 11 :29 -30, 15:28, 20 :27 -28). d. Protecting the Flock (Acts 20:28-31, Titus 1:9, Ephesians 4:3, 11 -13). e. Serving with Diligence (1 Timothy 1:8, 3:2, 4:11 -16, 5:17, Titus 1:9, 2 Timothy 1:6, 2 :15, Acts 6:4, James 5:14). Approved at the 2004 Annual Business Meeting, April 7, 2004 Pale 4 f. Promoting unity and guarding the church body from division and incorrect doctrine (1 Corinthians 12:25, Titus 1:9). g. Teaching the Word according to the guidance of the Holy Spirit (1 Timothy 3:2, Titus 2:15). SECTION C: Deacons/Deaconesses 1. Role: To assist the Pastors and Elders in meeting the physical needs of the church body (Acts 6:1 -7). 2, Function: a. The Deacons/Deaconesses of Sonrise Church shall be composed of men and women who meet the Biblical qualifications. b. The Deacons/Deaconesses shall function in the service areas of Sonrise Church as directed by the Pastors and Elders. 3. Qualifications: a. They must meet the Biblical qualifications of 1 Timothy 3:8 -13. b. They must have been a member of Sonrise Church for a sufficient time to be recognized by the leadership as demonstrating the characteristics of a Deacon/Deaconess. They shall be active in membership and ministry for at least a period of one year. c. They must agree with the doctrinal statement of the church and be in support of current church By -Laws. 4. Calling: a. The need for a Deacon/Deaconess is indicated by the prompting of the Holy Spirit and demonstrated by a natural following of their ministry and other ministry peers. b. They shall be chosen by their individual peer ministries and confirmed by the Council of Elders. 5. Term: a. There is no Biblical precedent for a limitation of service. b. A Deacon/Deaconess, for reasons outlined below, may take a leave from their responsibilities. These reasons include, but are not limited to; physical health, emotional health, family or business responsibilities. c. If they no longer meet the Biblical qualifications, or if their ministry ceases to exist, a Deacon/Deaconess shall be removed from their position by a vote of the Council of Elders. 6. Responsibilities: a. Assisting the Pastors and Elders with the physical needs of the church membership thereby freeing the Pastors and Elders to spend time in the Word of God and in prayer (Acts 6:1 -6). b. Ministering within the areas of Worship, Fellowship, Discipleship, Ministry, Evangelism, Facilities and Administration. c. Forming a ministry team to assist them in their particular area of service for the purpose of decision making, budget considerations, education, prayer and planning. d. Performing their functions within their budget and ministry areas as overseen by the Pastors and Elders. ARTICLE VIII: Records and Reports The church shall maintain the following records and reports: 1. Adequate and correct books and records of all financial accounts. 2. Written minutes of the proceedings of church business meetings. 3. A record of the members of the church. 4. Contribution statements for contributors. All such records shall be kept at the church's principal location. ARTICLE 1X: Dissolution of the Corporation in the event of the dissolution of the Corporation, property of the church shall be distributed as follows: All property owned by this Corporation shall remain dedicated to the purposes outlined by these Bylaws. The liquidation, dissolution or abandonment of the Corporation shall not benefit any private person or private fund. ARTICLE X: Amendments to the Bylaws These Bylaws may be amended or repealed, and new Bylaws may be adopted by vote of three- fourths (75 %) of the members present at any special or regular membership meeting which is called for such purpose. Approved at the 2004 Annual Business Meeting, April 7, 2004 Page 5 IN THE BOARD OF DIRECTORS FOR THE SONRISE BAPTIST CHURCH OF HILLSBORO, OREGON In the Matter of Amending Articles II ) RESOLUTION AND ORDER and III of The Articles of Incorporation ) No. 01 -2010 of the Sonrise Baptist Church of ) Hillsboro, Oregon ) This matter having come before the Board of Directors for the Sonrise Baptist Church of Hillsboro, Oregon at its regular meeting on April 23, 2010; and It appearing to the Board that Articles of Incorporation for the Sonrise Baptist Church of Hillsboro, Oregon were filed with the Corporation Commissioner for the State of Oregon on July 15, 1981; and It appearing to the Board that the Articles of Incorporation must be amended to comply with state and federal laws pertaining to the purposes for which nonprofit corporations may be established; and It appearing to the Board that the Articles of Incorporation must be amended to ensure that upon dissolution, the assets of the organization will be distributed for one or more exempt purposes under section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose; now therefore it is RESOLVED AND ORDERED that the Articles of Incorporation for the Sonrise Baptist Church of Hillsboro, Oregon originally filed with the Corporation Commissioner for the State of Oregon on July 15, 1981 are hereby amended as follows: .A.MENDMENT TO ARTICLES OF INCORPORATION FOR SONRISE BAPTIST CHURCH OF HILLSBORO, OREGON 1. Article U is amended to add a new paragraph at the beginning which shall read as follows: "The Sonrise Baptist Church of Hillsboro, Oregon is organized exclusively for charitable, religious, educational, and/or scientific purposes under section 501(e)(3) of the Internal Revenue Code." 1. Article III is amended to read as follows: "Upon dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government , or to a state or local government, for a public purpose. The property of the corporation is irrevocably dedicated to religious purposes and upon the liquidation, dissolution or abandonment of the corporation, its assets will not inure to the benefit of any private person, but rather will be given to the CB Northwest, 17720 NE Ilalsey St., Portland, Oregon 97230 upon condition that they remain organized for religious or charitable purposes within the meaning of section 501(c)(3). In the event that CB Northwest is unable to accept the assets of this corporation, they shall be distributed to some other Conservative Baptist agency organized for religious or charitable purposes with in the meaning of Section 501(c)(3) as designated by the Board of Directors." DATED this 2.3 day of April, 2010. BOARD OF DIRECTORS FOR THE SONRISE BAPTIST CHURCH OF HILLSBORO, OREGON C .FIE4D ELDER � t�'�• DMIMSfRAT17R AMENDMENT TO ARTICLES OF INCORPORA ON FOR SONRISE BAPTIST • CHURCH OF HILLSBORO, OREGON 73)/ Washington County Project Homeless Connect EVENT REPORT 2011 January 28, zoit Sonrise Church Hillsboro, Oregon .ISTQRY & PURPOSE Project Homeless Connect Washington County is in its fifth year and is part of a national movement to: a Increase access to services for people who are homeless or at risk of being homeless, and o Engage the community in finding solutions to end homelessness. The event has its roots in San Francisco, where it began in October 2004 under Mayor Gavin Newsom. Since then communities across the nation have eagerly adopted Project Homeless Connect as their own. Project Homeless Connect has been identified by the United States Interagency Council on Homelessness as an innovation that can move people more quickly toward housing and stability and furthers the goals of community 10 Year Plans to end homelessness. Project Homeless Connect has now been adopted by more than zoo communities, large and small, in the U.S., Canada, and Australia. Most participating communities organize one -stops run by volunteers offering assistance with housing, health care, legal Issues, benefits enrollment, treatment and other basic needs. in 2006, a homeless community leader brought Project Homeless Connect to Washington County. It is now a strategy in the County's 10-year plan to end homelessness. Over the past five years Washington County Project Homeless Connect has grown to include more partners and more volunteers, and thus serve more individuals in need. It is successful as a result of the tremendous collaborative effort between numerous non - profit agencies, public organizations, faith communities and business partners. The goals of Washington County Project Homeless Connect are: a To engage the community to be a part of the effort to end homelessness a To connect Washington County homeless to needed services in a "one- stop" model A To demonstrate broad community support to those experiencing homelessness in Washington County and to provide human connections to people who feel and are typically alienated. .. . f� �j • A s Neu - - !-1 1 / ,' , 2 Thank You to Everyone Who Made This Event Possible! PresentingSponsa_r: PROVIDENCE Health &Services Additional Sponsors & Randers: GOON C United ` r;.:1‘.:!' Way t1�T o � � � United Way of the Banfield � - � B AV E RTO N • QRFt10 Charitable Trust In Kind Donors• Coffee Creek Correctional Facility Kettle Foods Community Partners for Affordable Longbottom Coffee & Tea Housing NW Natural Costco Organically Grown Company Dave's Killer Bread Oregon Food Bank Pacific University Fred Meyer Portland Roasting Company Good Neighbor Center Providence Health & Services Hillsboro Youth Advisory Council Sonrise Church Interfaith Action Network Primary_9sganizing_P..aliers; Vision Action ! . f _ . 1 4 t T S ; Hands On Pacific � - � , o a 5 .„ _ A t 4.. ....' — sr g. is GREATER PORTLAND University '0 e , 6 r; g { y �.® e u B the Chnngo. Votunteen Or egon ';� V . \ . Ii RE gE 3 f Participating Agencies; 211 info Oregon Employment Department Acceleration Chiropractic Oregon Food Bank Beaver Family Resource Center Oregon Law Center Boys and Girls Aid Society Oregon Recovery Homes Care to Share Our Place Christian Church Cascade Aids Project Pacific University Central City Concern Partners for a Hunger Free Oregon CODA Portland Rescue Mission Community Action Providence Health & Services Community Partners for Affordable Ride Connection Housing Salvation Army Connect Sanctity of Hope Dave's Killer Bread Social Security Administration DMV Street Roots Domestic Violence Resource Center Tigard Family Resource Center Essential Health Clinic Transition Projects Family Bridge Tualatin Valley Gleaners Good Neighbor Center Unity of Beaverton Goodwill industries VA Medical Center Hands on Greater Portland Virginia Garcia Memorial Health Center Hillsboro Family Resource Center Vision Action Network Hillsboro Police Department Washington County Bicycle Homeplate Transportation Coalition Job Corps Washington Co. Community Jubilee Transition Homes Corrections Just Us Home, Inc. Washington Co. Community Love INC, Hillsboro & Beaverton Development Luis Palau Association Washington County DA's Office Luke -Dorf inc Washington Co. Disability, Aging & Medical Teams International Veterans Services NW Natural Washington Co. Library Services Open Door Counseling Washington Co. Public Health Oregon Department of Human Services Washington Co. Housing Services Oregon Department of Veterans Affairs Washington Co. Mental Health j p s i • .v? f p � a x � x ` F � L 1 xr r x � / ( r rl'd yr >a r. G i ♦ 41.1`..^.4 a 7 ! 3 � t • 0 q {pp y , V �'._ , y ....,. ' r �,."'�,. mob:# t;��? a c 4 1 PROJECT HOMES-ESS CONNECT 2011 - EVENT SUMMARY Washington County Project Homeless Connect 2011 took place at Sonrise Church in Hillsboro on Friday, January 28. The Key Leaders Briefing was held the evening before, on Thursday, January 27 at Village Baptist Church in Beaverton. Over 500 individuals in need attended this year's event with the help of 21 donors & sponsors, 293 volunteers, and 63 organizations representing all sectors (nonprofit, public, private and faith). in addition, 6o key leaders attended the briefing the evening before the event. 96o TriMet passes were given to individuals to get to and from the event. Below is a chart highlighting some of the services provided. Organization Services Provided # Served Washington County Disability, Aging Medicaid and food stamp screening for 5o & Veteran Services persons who are elderly and/or disabled Washington County Bicycle Bike repair, helmets /lights zo Transportation Coalition Acceleration Chiropractic Chiropractic Care 4 Pacific University Dental screenings, cleanings, services & 125 referrals Oregon Department of Human Information and referral about food stamp 118 Services intake, TANF, OHP Intake, and TADVS screening. Domestic Violence Resource Center Crisis intervention, referrals to services, go information and assistance to file restraining order. Washington County District Victims Assistance 90 Attorney's Office DMV Information and forms 64 Washington County Department of Housing information, information regarding 45 Health and Human Services treatment related to mental health, detox, substance use and methadone. Sonrise /NW Natural /Dave's Killer Breakfast, Lunch, Dinner over 1200 meals Bread served Volunteer Hair Stylists Haircuts 125 Cascade Aids Project Information and Referral 43 Washington County Department of Information and Referral Services 131 guest visited Housing Services 104 Section 8 apps given 42 Section 8 apps received Oregon Law Center Free Legal assistance to low- income dients 25 with non - criminal problems 5 Organization Services Provided # Served Pacific University, Providence HIV testing, health education, immunizations, 88 screened Health & Services, and Washington advice, triage, referral, blood pressure checks, 24 HIV testing County Public Health diabetes screenings, foot care, psychology, 32 Foot care physical therapy and glucose testing. Luke -Dorf Provide mental health services and information 88 on services in the community Banfield Veterinary Hospital Veterinarian services, food, supplies, 62 pets seen spay/neuter info. 25 referrals Community Action Information and resources 25o Toiletries 95 scarves, hats & gloves 8 SAFAH apps 5o resource guides 20 Head Start apps Goodwill Job Connection information and resources 36 signed up for services 157 picked up info /literature Washington County Library Services information, books 152 people served 116 books distributed Oregon Food Bank Information and resources Food Resource brochure: lit English, to Spanish Tualatin Valley Gleaners Information 120 brochures, loo oranges, 16 boodles Hillsboro Police Department safety education & giveaways (reflective lights, 3oz stickers, eco - bags, whistle /tight key chains) Social Security Administration Social Security retirement assessment, 11 Replacement Survivors and Disability benefits assessment, Cards Supplemental Security Income assessments, 6 Disability apps general questions and referrals 32 general Info Homeplate Resource info to8 Washington County Disability, Aging Veteran's Information, employment, housing 12 benefit info & Veteran Services information, eligibility checks, DD - 214, mental 3 benefit apps health services, service compensation & 17 comfort kits pension claims. WorkSource Information and resources 15 employment advice 7 resume help zo job search 18 other Pacific University Vision testing for adults, eyeglass vouchers for 34 tested adults following a complete eye exam and 34 glasses reading glasses for anyone In need. 3 referrals for medical services In addition to the services highlighted above, numerous organizations provided information about and linkages to their programs and services. 6 I Volunteer Feedb • ck "I was kept very busy sorting and organizing the donated clothing and jackets. All went smoothly I thought. I felt needed and appreciated." "Project was well organized and we were kept hopping the entire time. A very worthwhile cause." "I very much enjoyed my experience last night and was truly overwhelmed with the love and care that I saw through the people helping to set up. would be very interested in helping more with the Hands On Portland organization." "It was a rewarding experience for me and wonderful to work with agency staff and other volunteers. I look forward to helping out next year if possible!" "So much went well at the event it's difficult to know where to begin. Great food, huge variety of services available, clients were absolutely raving about the haircuts, dental care, clothes, and housing information." "THE BEST THING I HAVE EVER DONE.THE STAFF KNEW WHAT THEY WERE DOING. I met wonderful people, both staff and guests. and shared lots of smiles. Giving, caring and sharing, what a wonderful thing! We did need more hot water in the foot care center." It + • _ _ r 1, r . 44 ' ` fi rS. y` , 7 2-01 FINAL. REVENUE & EXPENDIItIRES Expenses Original Budget Actual Event coordination (contract, -- 8 hours /week) $4,500 $4,500 Event supplies $75 $433 Resource Guides $500 $1,000 T- shirts & Lanyards $1,000 $8o8 Key Leaders Briefing $800 $5 Event Food $ $394 Tri -Met tickets (for clients) $2,000 $2,000 Medical Teams International $500 $500 Website $700 $700 VAN administration (to %) $1,140 $1,086 Pet Area supplies $3,000 $3,000 Total Expenses $15,540 $ Revenue Carryover from 2010 PHC $1,070 $1,070 Banfield Grant $3,000 $3,000 Providence Health & Services $6,500 $6,500 United Way $1,500 $1,500 Washington County $1,000 $1,000 City of Beaverton $2,500 $2,500 Total Revenue $15,570 $ In -Kind Donations Facility (Sonrise Church) $3,000 $3,000 Event Food for participants $2,500 $5,050 Insurance ( Sonrise Church) $1,000 $1,000 Volunteers $21,682 Total In -Kind $6,500 $30,732 8 7 2012 Washington County i,o Project Homeless Connect � SPONSORSHIP OPPORTUNITIES What is Project Homeless Connect? Project Homeless Connect has become a nationwide movement to increase access to services for the homeless and engage the community in finding a solution for homelessness. The mission of Project Homeless Connect is to bring communities together to create and promote tangible solutions that remedy the homelessness of their neighbors. The event has its roots in San Francisco, where it began in October 2004 under Mayor Gavin Newsom. Since then communities across the nation have eagerly adopted Project Homeless Connect as their own. Project Homeless Connect has been identified by the United States Interagency Council on Homelessness as an innovation that can move people more quickly toward housing and stability and furthers the goals of community 10 Year Plans to end homelessness. This model has now been adopted by more than 200 communities, large and small, in the U.S., Canada, and Australia. Most participating communities organize one -stops run by volunteers offering assistance with housing, health care, legal issues, benefits enrollment, treatment and other basic needs. Project Homeless Connect in Washington County Washington County Project Homeless Connect is in its sixth year. Each year builds on the success of the previous year and each year brings an increase in the number of people in need served. Washington County's 2011 Project Homeless Connect provided critical services and connections to approximately 500 individuals at a one -day, one - stop event held at Sonrise Church in Hillsboro. Sixty five community partners and 290 volunteers worked that day to provide services such as health and dental care, haircuts, food and clothing, and connections to needed social services. A 2011 event summary is attached. The 6th Annual Washington County Project Homeless Connect is scheduled for Friday, January 27, 2012. Through this one -day, one -stop model which includes a key leaders briefing, we aim to achieve the following goals: • To engage the community to be a part of the effort to end homelessness • To connect Washington County homeless to needed services in a "one- stop" model ♦ To connect volunteers to Washington County's homeless for this day of services as well as future opportunities to help people in need • To connect service providers with each other in order to serve the homeless in a new and different way • To demonstrate broad community support to those experiencing homelessness in Washington County and to provide human connections to people who feel and are typically alienated. Washington County Project Homeless Connect is organized by Sonrise Church in partnership with Vision Action Network, Hands On Greater Portland, Pacific University and numerous additional community partners. Sponsorship Opportunities Washington County Project Homeless Connect, through the Sonrise Church, offers the following sponsorship opportunities: Presenting Sponsor ($5,000 or more) ✓ Logo prominent on all promotional and event materials, including t -shirts ✓ Logo on Project Homeless Connect and Sonrise Church websites recognizing sponsorship ✓ Banner displayed at event Supporting Sponsor ($1,000 — 4,999) ✓ Logo on all promotional and event materials, including t -shirts ✓ Logo on Project Homeless Connect and Sonrise Church websites recognizing sponsorship Friend ($500 - $999) ✓ Name on all promotional and event materials, excluding t -shirts ✓ Name on Project Homeless Connect and Sonrise websites recognizing sponsorship For more information, please contact Kim Marshall at 503- 640 -2449 or kim@phcwashco.orq Sonrise Church is the fiscal sponsor for Project Homeless Connect and is a non - profit corporation registered in Oregon. Or•anizin. Partners Vision Action L. wsr Hands Network - Serving M i. i orna s l GP E AT E R , Washington Cowries PORTLAND Washington County Project Homeless Connect EVENT REPORT 2011 January 28, 2011 Sonrise Church Hillsboro, Oregon HISTORY &&PURPOSE Project Homeless Connect Washington County is in its fifth year and is part of a national movement to: . Increase access to services for people who are homeless or at risk of being homeless, and . Engage the community in finding solutions to end homelessness. The event has its roots in San Francisco, where it began in October 2004 under Mayor Gavin Newsom. Since then communities across the nation have eagerly adopted Project Homeless Connect as their own. Project Homeless Connect has been identified by the United States Interagency Council on Homelessness as an innovation that can move people more quickly toward housing and stability and furthers the goals of community io Year Plans to end homelessness. Project Homeless Connect has now been adopted by more than 200 communities, large and small, in the U.S., Canada, and Australia. Most participating communities organize one -stops run by volunteers offering assistance with housing, health care, legal issues, benefits enrollment, treatment and other basic needs. in 2006, a homeless community leader brought Project Homeless Connect to Washington County. It is now a strategy in the County's bo -year plan to end homelessness. Over the past five years Washington County Project Homeless Connect has grown to include more partners and more volunteers, and thus serve more individuals in need. It is successful as a result of the tremendous collaborative effort between numerous non - profit agencies, public organizations, faith communities and business partners. The goals of Washington County Project Homeless Connect are: . To engage the community to be a part of the effort to end homelessness . To connect Washington County homeless to needed services in a "one- stop" model • To demonstrate broad community support to those experiencing homelessness in Washington County and to provide human connections to people who feel and are typically alienated. 4 , f i ..,4 ...,_„,..t , Wt.; w it,' ;. t -. Thank You to Everyone Who Made This Event Possible! aeskating_spomr: PROVIDENCE Health & Services Adsiitionai_spono nciets G10N i _ United f ____ .+ _ Wa y �'' Baniield ° B A V E RT O N United Way of the o 1 Columbia- Willamette Charitable Trust b Kind D_Qnors: Coffee Creek Correctional Facility Kettle Foods Community Partners for Affordable Longbottom Coffee & Tea Housing NW Natural Costco Organically Grown Company Dave's Killer Bread Oregon Food Bank Pacific University Fred Meyer Portland Roasting Company Good Neighbor Center Providence Health & Services Hillsboro Youth Advisory Council Sonrise Church Interfaith Action Network Priltlary Organizing Pa ers; UrfriTYM � yy 000a .41y14- HandsOn L fyyyyyy ,,_l,; l }r Pacific . en er . GREATER PORTLAND University c s e ` tith f se the Comi Voluate r. oregon '` N e o 3 Ra icip ting_Agencik 211 info Oregon Employment Department Acceleration Chiropractic Oregon Food Bank Beaverton Family Resource Center Oregon Law Center Boys and Girls Aid Society Oregon Recovery Homes Care to Share Our Place Christian Church Cascade Aids Project Pacific University Central City Concern Partners for a Hunger Free Oregon CODA Portland Rescue Mission Community Action Providence Health & Services Community Partners for Affordable Ride Connection Housing Salvation Army Connect Sanctity of Hope Dave's Killer Bread Social Security Administration DMV Street Roots Domestic Violence Resource Center Tigard Family Resource Center Essential Health Clinic Transition Projects Family Bridge Tualatin Valley Gleaners Good Neighbor Center Unity of Beaverton Goodwill Industries VA Medical Center Hands on Greater Portland Virginia Garcia Memorial Health Center Hillsboro Family Resource Center Vision Action Network Hillsboro Police Department Washington County Bicycle Homeplate Transportation Coalition Job Corps Washington Co. Community Jubilee Transition Homes Corrections Just Us Home, Inc. Washington Co. Community Love INC, Hillsboro & Beaverton Development Luis Palau Association Washington County DA's Office Luke -Dorf Inc Washington Co. Disability, Aging & Medical Teams International Veterans Services NW Natural Washington Co. Library Services Open Door Counseling Washington Co. Public Health Oregon Department of Human Services Washington Co. Housing Services Oregon Department of Veterans Affairs Washington Co. Mental Health 4 �, k ., .,1,t. --a f , t t ,t l, C i ..5>: „ ,,. „, t � � 4 d Yom$ - .' r l ive r s t �, IT, �1 , . y � a. - f"�” " ��, "I�k' " ptk "� '914 e �.'.F, ;t - "'w ,tl i s � r5:-'A � V,. ! �{§ ,�A p fd � J� ', '. 1y 4- -, - ,, 2'$• , may r 4 4 'ti , , ,' t „.:t i , ,.- r. e „->;,. -4; em,,"st 4 PRO___)ECT kIOMELESS CONNECT 20.11 - EVENLSt1M ARY Washington County Project Homeless Connect 2011 took place at Sonrise Church in Hillsboro on Friday, January 28. The Key Leaders Briefing was held the evening before, on Thursday, January 27 at Village Baptist Church in Beaverton. Over 50o individuals in need attended this year's event with the help of 21 donors & sponsors, 293 volunteers, and 63 organizations representing all sectors (nonprofit, public, private and faith). In addition, 6o key leaders attended the briefing the evening before the event. 960 TriMet passes were given to individuals to get to and from the event. Below is a chart highlighting some of the services provided. Organization Services Provided # Served Washington County Disability, Aging Medicaid and food stamp screening for 5o & Veteran Services persons who are elderly and/or disabled Washington County Bicycle Bike repair, helmets /lights 20 Transportation Coalition Acceleration Chiropractic Chiropractic Care 41 Pacific University Dental screenings, cleanings, services & 125 referrals Oregon Department of Human Information and referral about food stamp 118 Services intake, TAN F, OHP intake, and TADVS screening. Domestic Violence Resource Center Crisis Intervention, referrals to services, 90 information and assistance to file restraining order. - Washington County District Victims Assistance 9 Attorney's Office DMV Information and forms 64 Washington County Department of Housing information, information regarding 45 Health and Human Services treatment related to mental health, detox, substance use and methadone. Sonrise /NW Natural /Dave's Killer Breakfast, Lunch, Dinner over 1200 meals Bread served Volunteer Hair Stylists Haircuts 12 5 Cascade Aids Project Information and Referral 43 Washington County Department of Information and Referral Services 131 guest visited Housing Services 104 Section 8 apps given 42 Section 8 apps received Oregon Law Center Free Legal assistance to low- income clients 2 5 with non - criminal problems 5 Organization Services Provided # Served Pacific University, Providence HIV testing, health education, Immunizations, 88 screened Health & Services, and Washington advice, triage, referral, blood pressure checks, 24 HIV testing County Public Health diabetes screenings, foot care, psychology, 32 Foot care physical therapy and glucose testing. Luke -Dorf Provide mental health services and information 88 on services in the community Banfield Veterinary Hospital Veterinarian services, food, supplies, 62 pets seen spay/neuter info. 25 referrals Community Action Information and resources 250 Toiletries 95 scarves, hats & gloves 8 SAFAH apps 50 resource guides 20 Head Start apps Goodwill Job Connection Information and resources 36 signed up for services 157 picked up info/literature Washington County Library Services Information, books 152 people served 116 books distributed Oregon Food Bank Information and resources Food Resource brochure: ill English, to Spanish Tualatin Valley Gleaners Information 120 brochures, 100 oranges, 16 hoodies Hillsboro Police Department safety education & giveaways (reflective lights, 302 stickers, eco - bags, whistle /light key chains) Social Security Administration Social Security retirement assessment, 11 Replacement Survivors and Disability benefits assessment, Cards Supplemental Security Income assessments, 6 Disability apps general questions and referrals 32 general info Homeplate Resource Info 108 Washington County Disability, Aging Veteran's Information, employment, housing 12 benefit info & Veteran Services information, eligibility checks, DD - 214, mental 3 benefit apps health services, service compensation & 17 comfort kits pension claims. WorkSource Information and resources 15 employment advice 7 resume help zo job search 18 other Pacific University Vision testing for adults, eyeglass vouchers for 34 tested adults following a complete eye exam and 34 glasses reading glasses for anyone in need. 3 referrals for medical services In addition to the services highlighted above, numerous organizations provided information about and linkages to their programs and services. 6 Vgbanteer_Fee db cik "I was kept very busy sorting and organizing the donated clothing and jackets. All went smoothly I thought. 1 felt needed and appreciated." "Project was well organized and we were kept hopping the entire time. A very worthwhile cause." "I very much enjoyed my experience last night and was truly overwhelmed with the love and care that I saw through the people helping to set up. would be very interested in helping more with the Hands On Portland organization." "It was a rewarding experience for me and wonderful to work with agency staff and other volunteers. I look forward to helping out next year if possible!" "So much went well at the event it's difficult to know where to begin. Great food, huge variety of services available, clients were absolutely raving about the haircuts, dental care, clothes, and housing information." "THE BEST THING I HAVE EVER DONE.THE STAFF KNEW WHAT THEY WERE DOING. I met wonderful people, both staff and guests. and shared lots of smiles. Giving, caring and sharing, what a wonderful thing! We did need more hot water in the foot care center." ,E` , .. ■' " 7 FINAL REVEPIUEAIZEENDIJAHAES Expenses Original Budget Actual Event coordination (contract, - 8 hours /week) $4,500 $4,500 Event supplies $75 $433 Resource Guides $500 $1,000 T -shirts & Lanyards $1,000 $808 Key Leaders Briefing $800 $5 Event Food $650 $394 Trl -Met tickets (for clients) $2,000 $2,000 Medical Teams international $500 $500 Website $700 $700 VAN administration (10 %) $1,140 $1,086 Pet Area supplies $3,000 $3,000 Total Expenses $15,540 $14,946 Revenue Carryover from 2010 PFIC $1,070 $1,070 Bonfield Grant $3, $3,000 Providence Health & Services $6,500 $6,500 United Way $1,500 $1,500 Washington County $1,000 $1,000 City of Beaverton $2,500 $2,500 Total Revenue $15,570 $15,570 in -Kind Donations Facility (Sonrise Church) $3,000 $3,000 Event Food for participants $2,500 $5,050 Insurance ( Sonrise Church) $1,000 $1,000 Volunteers $21,682 Total In -Kind $6,500 $30,732 8 AIS -687 Item #: 6. Business Meeting Date: 10/25/2011 Length (in minutes): 45 Minutes Agenda Title: Transportation Planning Rule Update Submitted By: Cathy Wheatley Administrative Services Item Type: Update, Discussion, Direct Staff Meeting Type: Council Business Meeting - Main ISSUE Council update on proposed amendments to the Oregon Transportation Planning Rule (TPR) and Oregon Highway Plan (OHP). STAFF RECOMMENDATION / ACTION REQUEST Discuss the proposed TPR and OHP amendments with staff and direct staff to prepare written comment to the Oregon Transportation Commission (OTC) and/or the Land Conservation and Development Commission as part of the current public comment period. (LCDC). Staff also recommends that the city be prepared to participate in the future state hearings in December 2011 to amend the TPR and OHP. KEY FACTS AND INFORMATION SUMMARY In April 2011, a joint subcommittee of the Oregon Transportation Commission (OTC) and Land Conservation and Development Commission (LCDC) identified ten priority changes to state policies governing long range land use and transportation planning. A Rulemaking Advisory Committee, including a Tigard representative, was appointed and has developed proposed amendments to the TPR., ODOT staff has concurrently proposed policy changes to the OHP. These efforts were closely coordinated. Some of the key elements in the proposed amendments would do the following: • Allow adoption of performance measures that go beyond motor vehicle capacity • Establish a minimum threshold of development without requiring the need to address TPR requirements • Allow more moderate assumptions about future trip generation estimates to be used in estimating traffic impacts • Exempt certain mixed -use, multi -modal areas from TPR requirements • Allow cities to accept "partial mitigation" of impacts for projects that create industrial or traded sector jobs • Allow cities to accept alternative system mitigation, such as an alternative mode or location. The draft amendments are now in the public comment period. The OTC and LCDC are expected to take action in December 2011. More information about the proposed amendments and a timeline are provided in the attached memorandum (Attachment A). OTHER ALTERNATIVES Council could direct staff to develop comments that: • Support some of the proposed amendments but not all. • Do not support any of the TPR or OHP amendments. • Identify specific areas that Council feels needs additional work. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS Directly relates to: 1.d. Work with state and regional partners to modify the Transportation Planning Rule Strongly supports and advances: 1.a. Show substantial progress on new Tigard Triangle Master Plan 1.c. Participate in the Southwest Corridor Study DATES OF PREVIOUS COUNCIL CONSIDERATION Prior update on May 10, 2011. Attachments Memorandum - Update on Draft Amendments to State Land Use and Transportation Policies " City of Tigard TIGARD Memorandum To: Mayor Dirksen and City Council From: Judith Gray, Senior Transportation Planner Re: Update on Draft Amendments to State Land Use and Transportation Policies Date: October 25, 2011 INTRODUCTION The Transportation Planning Rule (TPR) was adopted in the 1990's to coordinate land use and transportation planning statewide. Over the years, TPR requirements have had the effect of limiting development opportunities in many communities due to an inability to meet performance standards on state highways. In April 2011, a joint subcommittee of the Oregon Transportation Commission (OTC) and Land Conservation and Development Commission (LCDC) recommended five amendments each to the TPR and to the Oregon Highway Plan (OHP) to address these constraints. A Rulemaking Advisory Committee (RAC) was appointed by the OTC and LCDC to propose specific amendments to the TPR. ODOT staff was directed to propose related policy changes to the OHP. Both efforts were done in close coordination. The draft amendments are now in the public comment period. The OTC and LCDC are both expected to take action in December 2011. The following reviews the proposed changes to the TPR and OHP and recommends a course of action for Tigard. BACKGROUND /DISCUSSION The purpose of the TPR is to integrate long -range land use and transportation planning by coordinating the development of Transportation System Plans (TSPs) with anticipated future land uses, as allowed by local comprehensive plans. When a comprehensive plan amendment is proposed, the TPR requires an evaluation of potential traffic impacts, which are measured according to the procedures and standards in the Oregon Highway Plan (OHP). While the intent and many of the outcomes of the TPR over the years have been worthwhile, it has become a barrier to needed economic development in areas throughout the state. This has occurred in part because funding for roadway projects have not kept up Council Update on Draft Amendments to State Land Use and Tran. portation Policies October 25, 2011 with increased demand for travel. This has been made worse by rigid implementation of the TPR requirements. One effect has been to limit the ability to increase density in areas near high volume state highways. The Tigard Triangle and Downtown are prime examples of this issue, where the city's aspirations to accommodate higher intensity urban development are hampered by capacity constraints of Pacific Highway 99W, I -5, and Highway 217. A major criticism of the TPR, especially its application in the Portland Metropolitan Urban Growth Boundary, is that it may encourage urban sprawl. It does this by encouraging urban development to lands on the urban fringe in areas not to subject to its rules; however, traffic from this type of development will still travel using these same congested highways. Furthermore, development on the "edge" is much less conducive to multimodal transportation options than if it occurred in existing activity centers and ultimately results in less efficient use of the transportation system. Key Elements of the Proposed Policy /TPR Amendments Some of the key elements of the proposed changes to the OHP and the TPR are summarized below. Transportation Planning Rule (TPR) Proposed TPR amendments are intended to better balance TPR goals with other goals and considerations, including economic development and transportation funding. One significant proposed amendment to the TPR would exempt some areas (originally referred to as "urban center ") from traffic congestion performance measures, provided the areas have development requirements and a planned or existing transportation system that will support efficient travel options. Additionally, these multimodal mixed -use areas (MMAs) would require formal boundary adoption. The current draft language requires written concurrence from ODOT for areas near interchanges. This would encompass significant areas within Tigard, as well as many other designated centers in the Metro 2040 Land Use Concept. The proposed changes lay out additional safety considerations that ODOT may consider in determining whether to grant written concurrence. If adopted the changes would present less of a barrier to increased urban densities than current TPR requirements; however, they would probably create a greater burden in the Portland region due to higher levels of travel demand and congestion. Other proposed TPR amendments would: • allow cities to accept mitigating actions to non - automobile facilities or to roadways other than the one directly impacted, if the city determines that the system -wide benefits are sufficient to balance the direct impacts; and • allow cities to accept "partial mitigation" for industrial or traded- sector economic development to support job creation. The RAC determined that there are times when such developments would warrant a "subsidy" of this nature. However, the latest draft 2 Council Update on Draft Amendments to State Land Use and Transportation Policies October 25, 2011 would allow small communities (less than 10,000) to accept partial mitigation for retail development as well. Only a slim majority of the RAC supported inclusion of retail under this amendment. Oregon Highway Plan (OHP) The OHP contains the standards and procedures that dictate how the TPR is implemented. One significant proposed amendment to the OHP will open the door to evaluating performance beyond the motor vehicle capacity of highways (i.e., v/c ratios). Roadway capacity will continue to be a vital part of impact analyses, but the proposed OHP policy changes will allow alternative performance measures to be used. This is especially important for Tigard as it develops alternative performance measures for Pacific Highway as part of the Southwest Corridor Plan. Other proposed changes in the OHP deal with the ways that the technical traffic impact analyses are conducted. The proposed changes would: • establish lower limits, under which relatively low impact amendments can be allowed without requiring full TPR analysis; and • allow for more moderate assumptions of the traffic impacts of future development. Opportunities for Public Comment and Hearing Schedule The proposed amendments to both the OHP and the TPR are subject to the following public comment schedule. • Nov. 15: (tentative) Joint Subcommittee Meeting (OHP and TPR items) • Nov. 16: OTC Public Hearing on OHP, with public testimony (Silverton) • Dec. 8 or 9: LCDC Hearing and Adoption (The Dalles) • Dec. 21: OTC Action on OHP amendments 3 Council Update on Dr ft Amendments to State Land Use and Transportation Policies October 25, 2011 Conclusion Overall, the proposed amendments to the TPR and OHP will help to overcome some of the barriers to economic development that have challenged many cities, including Tigard. The proposed amendments provide increased flexibility to local governments and reflect a broader set of community development objections, while recognizing ODOT's authority and charge to preserve safety on state highways. While some minor refinements are still under consideration, staff's opinion is that the proposed amendments substantively address Tigard's and Portland area communities' issues regarding the TPR and the OHP and that city's official comments should be supportive. 4 it Update on Draft TPR / OHP Amendments 1. Tonight's Outcome: Direction for Council Recommendations 2. Background /Timeline of Statewide Process 3. Oregon Highway Plan Draft Amendments • Flexibility in measuring performance impacts • Minimum thresholds before TPR analysis required OTC Hearing - November 16 (Silverton) 4. Transportation Planning Rule Draft Amendments • Cities may seek exemption for Mixed - Use /Multimodal Areas (MMAs) • Cities may accept mitigations on alternative modes or locations o Provision for "partial mitigation" for economic development • Exemption for zone changes consistent with comp plans LCDC Hearing - December 8 (The Dalles) SUPPLEMENTAL PACKET FOR / 0 / - / a 0 1 ( (DATE OF MEETING) 4-ke ivn C,