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City Council Packet - 10/15/2013
III % u City of Tigard TlGA1tD Tigard Workshop Meeting—Agenda • TIGARD CITY COUNCIL MEETING DATE AND October 15, 2013 - 6:30 p.m. TIME: t MEETING LOCATION: City of Tigard - Town Hall- 13125 SW Hall Blvd., Tigard, OR 97223 PUBLIC NOTICE: Times noted are estimated. Assistive Listening Devices are available for persons with impaired hearing and should be scheduled for Council meetings by noon on the Monday prior to the Council meeting. Please call 503-639-4171, ext. 2410 (voice) or 503-684-2772 (TDD - Telecommunications Devices for the Deaf). Upon request, the City will also endeavor to arrange for the following services: • Qualified sign language interpreters for persons with speech or hearing impairments; and • Qualified bilingual interpreters. 1 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 (11)D - Telecommunications Devices for the Deaf). VIEW LIVE VIDEO STREAMING ONLINE: http://live.tigard-or.gov Workshop meetings are cablecast on Tualatin Valley Community TV as follows: Replay Schedule for Tigard City Council Workshop Meetings-Channel 28 •Every Sunday at 7 a.m. •Every Monday at 1 p.m. •Every Wednesday at 2 p.m. •Every Thursday at 12 p.m. •Every Friday at 3 p.m. SEE ATTACHED AGENDA City of Tigard .1,1 • Tigard Workshop Meeting—Agenda TIGARD TIGARD CITY COUNCIL MEETING DATE AND October 15, 2013 - 6:30 p.m. TIME: MEETING LOCATION: City of Tigard -Town Hall - 13125 SW Hall Blvd.,Tigard, OR 97223 6:30 PM •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. 1. WORKSHOP MEETING A. Call to Order- City Council B. Roll Call C. Pledge of Allegiance D. Council Communications & Liaison Reports E. Call to Council and Staff for Non-Agenda Items 2. JOINT MEETING WITH THE PARK AND RECREATION ADVISORY BOARD (PRAB) 6:40 pm estimated time 3. FIRST QUARTER MEETING WITH THE BUDGET COMMIT l EE 7:30 pm estimated time 4. COUNCIL BRIEFING ON URBAN FORESTRY CODE REVISIONS 6-MONTH UPDATE 8:15 pm estimated time 5. COUNCIL LIAISON REPORTS 6. NON AGENDA ITEMS 7. 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. 8. ADJOURNMENT 8:45 pm estimated time AIS-1398 Workshop Meeting Meeting Date: 10/15/2013 Length (in minutes): 50 Minutes Agenda Title: Joint Meeting with the Park and Recreation Advisory Board (PRAB) Prepared For: Steve Martin, Submitted By: Steve Martin, Public Works Item Type: Joint Meeting-Board or Other Juns. Meeting Type: Council Workshop Mtg. Public Hearing: No Publication Date: Information ISSUE Should the council meet with the PRAB to: •Discuss park and recreation? •Determine what issues the PRAB should work on in 2014? STAFF RECOMMENDATION / ACTION REQUEST Staff recommends the council meets with the PRAB. KEY FACTS AND INFORMATION SUMMARY The PRAB meets with the council annually to get direction for the upcoming year. In November 2010 Tigard voters passed a $17 million park and open space bond measure. The council tasked the PRAB with making recommendations for land purchases and park developments using the bond funds. The PRAB reviewed over 70 properties for possible acquisition and reviewed park development projects eligible for bond funding. The majority of the recommended property acquisitions and many of the park developments recommended by the PRAB have been completed or are underway. The PRAB would like to discuss the council's ideas regarding: •Future acquisitions and development. •What bond fund and park goals should be completed in 2014. At past meetings, the PRAB and the council have talked about the possibility of a recreation program in Tigard. Discussions have centered around funding and what offerings may be of interest to Tigard residents. A previous council goal directed staff to inventory recreational offerings in the community. The end result of that inventory was the development of an online Recreation Resource Guide. Staff developed a task charter to evaluate a recreation program in June 2013 and is in the process of writing a scope of work in order to hire a consultant to help the city answer the question, "What role should the city play in providing recreation programs?" Finally, with the majority of the PRAB's work on the bond measure completed, are there specific items/issues the council would like the PRAB to work on in 2014 and beyond? Possible options may include parks in or near River Terrace, recreation and future park planning. A summary of park bond developments and the regular Parks Bond Report are included in the packet. OTHER ALTERNATIVES Council could choose not to meet with the PRAB. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS 2013 Council Priorities for 6-Month Focus, Other initiatives: Evaluate options and resources to create a pilot recreation program •Use recreation inventory to match program demands/service gaps •Determine options for future programming (including partnerships) DATES OF PREVIOUS COUNCIL CONSIDERATION The council and PRAB held their last joint meeting on July 17, 2012. Attachments Park Bond Development Options Update Parks Bond Program Report-October 2013 Park Bond Development Options - Existing Parks Page One Park Option Price Range Comments PRAB Option Status Fanno Creek Development $150,000-$160,000 $150,000 Completed House East Butte Development $420,000-$480,000 Park development and half- $480,000 Completion Heritage Park street improvements. Use of expected utility underground fee for October 2013 project. Jack Park Development $304,000-$520,000 Phase 1:Trail and bridge $350,000 Phase 1 Addition construction. Phase 2: Play area completion and community garden expected installation. October 2013 Dirksen Nature Development $1.4-$1.9 Million Phase 1:Start of park $700,000 In land Park(Summer development and half-street use/permitting. Creek) improvements. Identify funding Construction to complete the park slated for 2014 development,utility underground. Park Multiple Projects PRAB recommendations for $615,277 See comments Improvements -totals from smaller projects. on Page 2 from Page 2 page 2 Tigard St.Trail Trail planning and construction $100,000 Land lease on abandoned railroad line. under review Total Total for All Projects $2,395,277 > ? -a Completed Completion Pending Underway PRAB Recommendations - Smaller Development Projects Page Two Park Option Price Range Comments PRAB Option Status Summerlake Restroom $104,000 Replace porta-potty $ 104,000 Spring 2014 Commercial Play Structure $11,277 Install play structure. $ 11,277 Structure purchased Potso Parking $35,000 Pave parking lot. $ 35,000 Spring 2014 Potso Irrigation 50,000 Install irrigation to improve turf. $ 50,000 Contract pending 1 Pathfinder Neighborhood $35,000 Neighborhood use area adjacent $ 35,000 Derry Dell Park Facilities asphalt trail, option? Concept Master $50,000 on $ 50,000 op yEtwirraw- Plan .ark. Includes some . ,. ..k.Qrk- A Concept Master $45,000 $ 45,000 Completed IVloeintain plan Prope Senn Park Play Structure $50,000 Install play structure. $ 50,000 In land use Metzger School Park Facilities $270,000 Install park facilities at Metzger $ 135,000 Talks underway School with intergovernmetal agreement($135,000 each facility). Fenno Creek Trail $100,000 Trail construction between $ 100,000 Under Troll Construction Grant St.and Main St. construction Totals Possible $ 750,277.00 PRAB Option $ 615,277 $ Completed Completion Pending Underway III City of Tigard T I G A R D Public Works Department Parks Division Parks Bond Program Report October 2013 PROGRAM SNAPSHOT The city adopted its Park System Master Plan in 2009,which outlined the need to acquire park property and construct park improvements to preserve open spaces,enhance water quality and provide recreational opportunities. On November 2,2010,Tigard voters passed a$17 million general obligation bond to fund the purchase of real property for parks and to fund a limited amount of park improvements. To date,the city has acquired over 108 acres of new park and open space land and has spent or committed approximately$14.5 million of the bond.The remaining funds will be used for additional park and open space acquisitions and to construct various park improvements,like picnic shelters, playgrounds,trails, sport fields and restrooms. PROGRAM MILESTONES The following list identifies the major milestones completed for the parks bond program. • Completed acquisitions of Summer Creek,Sunrise,Potso,Paull and Eiswerth properties, Fields property and the Bagan property—adding over 108 acres to the city's parkland inventory and leveraging bond resources with over$6 million of grant and local agency contributions to the program. • Prepared Project Charters for East Butte Heritage Park,Jack Park,Fanno Creek House, Dirksen Nature Park(Summer Creek),East Bull Mountain (Paull/Eiswerth) properties,the Sunrise property,the Tigard Street Trail and several supplemental development projects to define project scopes,milestones and site conditions and constraints affecting design and permitting. • Completed conceptual park master plans for East Butte Heritage Park,Jack Park,Fanno Creek House,Dirksen Nature Park,the Sunrise property,the Fields property and the East Bull Mountain property. • Obtained Conditional Use Permit approval for East Butte Heritage Park from city planning. • Obtained land use permit approval for the Fanno Creek House from city planning. • Obtained land use permit approval for the Jack Park addition from city planning. • Advanced the design development and submitted for land use and environmental permitting review for the Dirksen Nature Park. October 7,2013 Page 1 of 5 Parks Division Parks Bond:Program Update • Prepared design drawings and submitted for land use permitting review for the Potso Dog Park parking lot improvement project • Prepared design drawings and submitted for land use permitting for Senn Park • Awarded construction contract and hosted a groundbreaking ceremony for East Butte Heritage Park • Awarded construction contracts for the Fanno Creek House improvements and for Jack Park STATUS OF WORK IN-PROGRESS The following summarizes the key tasks associated with the major projects for the parks bond East Butte Heritage Park: At its April 9 meeting, City Council awarded the construction contract for East Butte Heritage Park to DaNeal Construction,and a Notice to Proceed was issued on April 23 Park construction is underway, and substantial completion was expected in September,but the project has been delayed due to coordination with PGE for utility line and pole relocation Improvements include a restroom, picnic shelter, playground,pathways,landscaping, bicycle racks, street frontage improvements and site signage The city has an East Butte Heritage Park web page at www tigard-or gov/community/parks/east butte heritage park asp Fanno Creek House: On June 11,2013,City Council awarded the contract for the Fanno Creek House site improvements project to Casserly Landscape Site improvements include upgrading and re-paving the parking areas, tree and landscaping installation,and adding bicycle racks and signage The construction project has been completed, and the house was ready for use on August 6,2013 City staff are reviewing the project for close-out and lessons learned The city has a Fanno Creek House web page at www tigard-or gov/community/parks/fanno creek house asp Jack Park: At their July 10,2013 meeting,City Council awarded the contract for the Jack Park phase 1 improvements project to GreenThumb Landscaping for the amount of$316,409 Separately, a contract was finalized with Western Wood Structures of Tualatin for the design, construction and delivery of a 110-foot wooden truss bridge to span Krueger Creek and localized wetlands on the property Construction has commenced on site and includes bridge footings and a walking path The bridge was dehvered to the park in early September for installation Project completion is anticipated for late October The city has a Jack Park web page at www tigard- or gov/community/parks/Jack park asp Dirksen Nature Park: The project team has progressed through design development and has compiled documentation and plans for the land use permitting review The full application for the Type-III conditional use permit was submitted to the city in July, and the project team was notified of completeness review in late August Following the review of the application materials by planning staff, the project will be heard before the Hearings Officer,with the final determination anticipated by the end of November The city has a Dirksen Nature Park web page at www tigard- or gov/community/parks/dirksen nature park asp October 7,2013 Page 2 of 5 Parks Division Parks Bond:Program Update Sunrise Property: A community-based planning process has concluded with a conceptual master plan for this property Two public meetings,along with discussions with six key stakeholders,guided the development of the conceptual park design The project team prepared a summary report,and the conceptual master plan was reviewed and approved by the Park and Recreation Advisory Board at their July 2013 meeting Detailed design engineering,land use permitting and park construction currently is not scheduled,and the project will require a future budget allocation to implement the conceptual master plan The city has a Sunrise property web page at www tigard- or gov/community/parks/sunrise asp East Bull Mountain Property (Paull/Eiswerth): The park concept master planning process began in the first quarter of 2013 to define the future development of the site as a neighborhood park Three community meetings have been held to discuss and advance the conceptual master plan for the site Significant participation from the neighborhood near the park property was attained, with approximately 70 neighbors participating at the second meeting Park design discussions included consideration for park improvements such as pathways, picnic shelter,playgrounds, sports court and open lawn areas A preferred concept plan was presented to,and approved by, the Park and Recreation Advisory Board in September The next steps for this project include annexation of the property into the city and demolition of the residence Detailed design engineering,land use permitting and park construction currently is not scheduled,and the project will require a future budget allocation The city has an East Bull Mountain property web page at www tigard- or gov/community/parks/east bull mountain asp Property Acquisitions: Due diligence, discovery and negotiations have continued for other high priority park acquisition sites-following City Council's guidance last year to negotiate the purchase of additional properties The internal project team continues to work with the Park and Recreation Advisory Board and the City Center Advisory Commission toward the acquisition of downtown park sites To date the acquisition portion of the parks bond program has leveraged $6 05 million of grant and local agency contributions to the program, this represents a net leveraging of 50 percent of outside resources to the bond program and an effective 2 1 ratio of bond to outside funding for local acquisitions LooK AHEAD The following represents scheduled upcoming milestones and activities for park planning and development projects funded through the 2010 park and open space bond measure Park Design & Construction East Butte Heritage Park—Public Works Engineering Project Manager Mike McCarthy • Park site improvements and landscaping ongoing through October 2013 • Substantial completion late October 2013 Jack Park Addition—Public Works Senior Engineering Technician Jeff Peck • Bridge installation September 2013 • Park site improvements and landscaping ongoing through October 2013 • Substantial completion late October 2013 October 7,2013 Page 3 of 5 Parks Division Parks Bond:Program Update Dirksen Nature Park—Public Works Engineering Project Manager Kim McMillan • Conditional Use permit application submitted to city July 2013 • Anticipated land use decision late November 2013 • Invitation to bid publicized late winter 2014 Supplemental Development Projects The following small park improvement projects are supplemental to the primary park construction projects and were recommended by the PRAB These projects will enhance the city's park system by providing improved recreational experiences for residents and distributing the improvements to each section of the city Senn Park Land Use Review for Playground Installation • Conditional use permit application submitted to city September 2013 • Anticipated land use decision December 2013 • Playground installation late winter 2014 Potso Dog Park Land Use Review for Parking Lot Paving, • Minor modification land use review submitted to city August 2013 • Anticipated land use decision October 2013 • Parking lot and stormwater facility installed late winter 2014 Potso Dog Park Irrigation • Irrigation installation Fall 2013 Summerlake Restroom • Anticipated construction Winter/Spring 2014 Commercial Play Structure • Equipment installed October 2013 PROGRAM BUDGET SUMMARY A summary budget report and cost accounting information through September 2013 are shown on the following page Detailed program-and project-level accounting is being used internally to track expenditures by project, type and source October 7,2013 Page 4 of 5 Parks Division Parks Bond:Program Update Parks Bond:Current Fund Balance&Expenditures BOND FUND STARTING BALANCE $ 17,116,903 ACQUISITIONS Bond Allocation -Acquisition (%) 80% Spent of Acquisition Component 88% Subtotal $ 12,001,055 Project Name Expenses-to-Date Dirksen Nature Park $ 3,366,122 Sunrise Park $ 4,603,214 Potso Dog Park $ 630,676 Downtown $ 25,533 Paull Property $ 1,762,850 Eiswerth Property $ 68,239 Fields Property $ 1,012,248 Eagan Property $ 227,080 Steve Street Property $ 240,916 Misc Acquisition Work $ 64,176 DEVELOPMENT Bond Allocation-Development(%) 20% Spent of Development Component 52 0% Subtotal $ 1,767,810 Project Name Expenses-to-Date East Butte Heritage Park $ 452,379 Fanno Creek House(Schaltz) $ 235,843 Dirksen Nature Park $ 340,562 Sunrise Park $ 44,600 Jack Park $ 330,901 Fields Property $ 3,651 East Bull Mountain(Paull / Eiswerth) $ 55,891 Potso Dog Park $ 33,016 Misc. Development Work $ 47,909 Overhead Costs(unallocated) $ 223,058 Total Expenditures to Date $ 13,768,865 Life-to-Date Fund Balance $ 3,348,038 Encumbrances under contract $ 746,704 Downtown Plaza Set-Aside $ 1,675,000 Available Fund Balance $ 926,334 October 7,2013 Page 5 of 5 3 AIS-1403 Workshop Meeting Meeting Date: 10/15/2013 Length (in minutes): 45 Minutes Agenda Title: First Quarter Budget Committee Meeting Prepared For: Toby LaFrance Submitted By: Carissa Collins, Financial and Information Services Item Type: Update, Discussion, Direct Meeting Type: Council Staff Workshop Budget Committee Mtg. Public Hearing No Newspaper Legal Ad Required?: Public Hearing Publication Date in Newspaper: Information ISSUE This meeting is to inform the Budget Committee of the city's financial status for the first quarter of FY 2014. STAFF RECOMMENDATION / ACTION REQUEST No action required. Staff will be presenting a status report. KEY FACTS AND INFORMATION SUMMARY The FY 2014 Budget was approved by Budget Committee on May 6, 2013. The budget was adopted by City Council with some technical adjustments on June 11, 2013. At this meeting, staff will provide the following: •Provide an update on the close of Fiscal Year 2013 financials. •Discuss the status of the FY 2013 audit. •Present the first quarter financial report for FY 2014. •Review the outcome of August 20th Council Workshop and resulting changes in the Budget/CIP development process •Present draft calendar for FY 2015 budget development process. OTHER ALTERNATIVES N/A COUNCIL OR CCDA GOALS, POLICIES, MASTER PLANS Financial Stability DATES OF PREVIOUS CONSIDERATION N/A 4 Attachments 2013 Year End Report II City of Tigard T I G A R D Memorandum To: City of Tigard Budget Committee From: Toby LaFrance,Tigard Finance and Information Services Director Re: FY 2013 Year-End Financial Report Date: October 7, 2013 Introduction I am pleased to provide you with the FY 2013 Year-End Financial Report. Please bear in mind that the numbers on the following pages are not the official audited financials of the City of Tigard. This means that the amounts represent the current fiscal situation of the city but may change with further accounting review. How to Read the Report The tables on the following pages report the progress against budget through twelve months of the fiscal year. Each page contains funds that are grouped to a similar purpose (e.g. transportation funds,water funds, etc). For each fund, the table provides the amount of the budget, the progress against budget and the percent of budget complete. At the top of the page are the resources for each fund. The resources start with the funds' Beginning Fund Balance,which represents the amount of savings in the fund at the beginning of the fiscal year. Next are the revenues of the fund grouped by revenue type. For more information on the particular revenues within a revenue type, see the Revenue Analysis section and the Fund Summaries section of the Adopted FY 2013 Budget Document. The Beginning Fund Balance plus the Revenues make up the Total Resources of the funds. The bottom half of the report shows the fund Requirements. The Requirements start with the Expenditures by type. For more information on the specific expenditures within a type, see the Program Summaries section and the Fund Summaries section of the Adopted FY 2013 Budget Documents. By subtracting the Total Expenditures from the available Total Resources, the Change is Fund Balance is calculated. By combining the Change in Fund Balance and the Beginning Fund Balance at the top of the page, the Ending Fund Balance is derived. Finally, the Ending Fund Balance is added to the Total Expenditures to calculate the Total Requirements. The Total Requirements equals the Total Resources to balance the budget. Summary of Findings This is a brief overall summary. Again, bear in mind that the financials here are not the official audited financials of Tigard, but represent the current financial situation and may change with further accounting review. 1. Budget amounts reflect the three budget adjustments that have been adopted by Council since the budget was adopted. 2. One of the main assumptions in our General Fund forecast is that we spend at, or below, 95% of budget. At this point,we are below this expenditure rate. 3. General Fund revenues are better than 100 percent of budget. Property Taxes and franchise fees came in at a little better than 100 percent of budget. Licenses and permitting show a 38% increase due to increases in business licenses and development permits 4. Operating Expenditures for all programs in all funds are under 95 percent spent with the Building Fund at 96 percent. 5. The Building Fund revenues have increased 50 percent above budget. This is due to a significant increase in building permits for residential and commercial properties. a. Revenues for those development impact fees related to building development have seen significant increases above budgeted amounts These funds include Park SDC,Transportation Development Tax, and Water SDC. 6. The expenditure rate in some of the capital funds are at or under 50 percent. a. One area in particular is in the Parks Capital, Parks Bond and Park SDC Funds (page 4) that reflects the city acquisition of park land and open spaces The budgets in these funds were developed to allow for any opportunities to purchase land and open spaces resulting from the $17,000,000 park bond. Those opportunities did not arise as anticipated. b. Capital funds including Sanitary Sewer,Transportation CIP, and Water CIP are below budget due to a decrease in capital improvement projects for the fiscal year. 7. The revenue in the Gas Tax is below budget due to the timing in collections from the State. However, total expenditures were slightly less than total revenues at year-end Follow-up from Last Quarterly Report of the Fiscal Year 8. There is no additional follow-up. FY 2013 -Year End Report (July thru June - 100% of the year) General Fund General Fund-100 Budget - YTD* %of Budget Resources Beginning Fund Balance 6.341.359 7.250.007 114% Revenues Taxes 12,726,427 12,787,066 100% Franchise Fees 4,966,611 5,724,192 115% Special Assessments - - 0% Licenses&Permits 922,048 1,272,368 138% Intergovernmental 5,805,652 5,981,633 103% Charges for Services 3,142,995 2,468,481 79% Fines&Forfeitures 1,069,126 918,761 86% Investment Earnings 103,722 94,265 91% Other Revenue 24,655 80,760 328% Proceeds from Loan Repaymerii 280,000 236,097 84% Transfers In 70.000 56.807 81°/Q f Total Revenues 29,111,23 29,6211,431 , tg$'/.t Total Resources 35,452,595 36,870,438 104% Requirements Expenditures Policy&rldmuustrauon 757,357 711,385 945/o Community Development 3,099,740 2,667,927 86% Community Services 19,986,235 18,636,382 93% Public Works 5,164,603 4,662,773 90% - Debt Service - 0% Capital Improvement - - 0% Loan to CCDA 80,000 80,000 100% Transfers Out 630,659 310,084 49% Contingency 963.575 - 4°L f Total Expendtuues 30,682,169 Y 27,068,350 88% Change in Fund Balance (1,570,933) 2,551,881 -162% Ending Fund Balance 4,770,426 9,801,887 205% Total Requirements 35,452,595 36,870,438 104% *Note Financials presented are not the official audited financials of the City of Tigard,but represent the current financial situation and may change with further accounting review 10/7/2013 2 31 PM 1 of 14 FY 2013 -Year End Report (July thru June - 100% of the year) Central Service Funds Central Svc Fund-600 Fleet/Pro?Mngmt Fund-650 Insurance Fund-660 Budget YTD* %of Budget Budget YTD* %of Budget Budget YTD* %of Budget Resource Begmtung Fund Balance 518.468 213.796 41% 115,817 135.776 117% 792.663 811 896 102°,0 Revenues Taxes - - 0% - - 0% - 0 Franchise Fees - - 0% - - 0% - - 0% . Special Assessments - - 0% - - 0% - - 0% Licenses&Permits - - 0% - - 0% - - 0% Intergovernmental - - 0% - - 0% - - 0% Charges for Services 5,979,588 5,517,427 92% 1,506,121 1,355,911 90% - (739) 0% Fmes&Forfeitures - - 0% - - 0% - - 0% Investment Earnings 593 400 67% - 104 0% 7,810 380 5% Other Revenue - 14,155 0% - 32,707 0% 52,936 53,111 100% Proceeds from Loan Repayment - - 0% - - 0% - - 0°/a Transfers lu _ 282.477 253.552 2 22.595 12.667 5feLe .rat a��r°(�g !Todd Revaieen 6�62tf�' 5,785014 > .if6" 1,06,30' YO,46 S1a731 Total Resources 6,781,126 5,999,330 88% 1,644,533 1,537,165 93% 853,409 864,647 101% Requirements Expenditures Pobcl&Adnumstnoon 6,330,537 5,780,351 91% - - 0% 100,000 33,570 34% Community Development - - 0% - - 0% - - 0% Community Services - - 0% - - 0°/a - 0 PubbcWorks - - 0% 1,597,266 1,450,064 91% - - 0% Debt Scrvicc - - 0% - - 0% - - 0% Capital Improvement - - 0°/a - - 0°/a - - 0% Loan to CCDA - - 0% - - 0% - - 0% 1ransfersOut - - 0% - - 0°/a 870 810 93% Conoogencv 261.600 - 25.300 - in 10 000 - [Total Expenditures , 6,592,137_ 780x351 88% 1,622,566 1,450,064- 89% 110,070 34,380 31% Change in Fund Balance (329,479) 5,183 -2% (93,850) (48,675) 52% (50,124) 18,371 -37% Ending Fund Balance 188,989 218,979 116% 21,967 87,101 397% 742,539 830,267 112% Total Requirements 6,781,126 5,999,330 88% 1,644,533 1,537,165 93% 853,409 864,647 101% 'Note.Financials presented are not the official audited financials of the City of Tigard,but represent the current financial situation and may change with further accounting review 10/7/2013 2 31 PM 2 of 14 FY 2013 -Year End Report (July thru June - 100% of the year) Development Funds Building Fund-230 Elec.Insp. Fund-220 Budget YID* %of Budget Budget YID* %of Budget Resource% Beginning Fund Balance 602.913 933.406 155% 112.766 124.797 11126 Revenues Taxes - - 0% - - 0% Franchise Fees - - 0% - - 0% Special Assessments - - 0% - - 0% Licenses&Permits 1,036,974 1,694,289 163% 167,037 205,755 123% Intergovernmental 8,281 19,250 232% - - 0% Charges for Services 2,003 7,145 357% - - 0% Fines&Forfeitures - - 0% - - 0% Investment Earnings 19,782 286 1% 1,207 92 8% Other Revenue 9,990 913 9% - - 0% Proceeds from Loan Repaymen - - 0% - - 0% � Transfers In 200.000 200.000 100°/Q - - 0°° l'oral Revenues 1,277,030 1,921,884 150% 168,244 205,847 122% Total Resources 1,879,943 2,855,290 152% 281,010 330,644 118% Requirements Expenditures Policy&Administration - - 0% - - 0% Community Development 1,316,424 1,269,162 96% - - 0% Community Services - - 0% - - 0% Public Works - - 0% - - 0% Debt Service - - 0% - - 0% Capital Improvement - - 0% - - 0% Loan to CCDA - - 0% - - 0% Transfers Out - - 0% 202,827 202,630 100% Conungr�cy 200.000 - Q°L 50.000 - 926 Natal Expenditures _ 1,516,424 1,269,162 84° 252,827 202,630 80% Change in Fund Balance (239,394) 652,722 -273% (84,583) 3,217 -4%o Ending Fund Balance 363,519 1,586,128 436% 28,183 128,014 454% Total Requirements 1,879,943 2,855,290 152% 281,010 330,644_ 118% *Note Financials presented are not the official audited financials of the City of Tigard,but represent the current financial situation and may change with further accounting review 10/7/2013 2 31 PM 3 of 14 FY 2013 -Year End Report (July thru June- 100% of the year) Parks Funds Parks Capital Fund-420 Parks Bond Fund-421 Parks SDC Fund-425 Budget YTD* %of Budget Budget YTD* %of Budget Budget YTD* %of Budget Resources Beginning Fund Balance 141.884 52.934 37% 6.170.647 5.903.399 96% 2.326.273 2326.272 100% Revenues Taxes - - 0% - - 0% - - 0% Franchise Fees - - 0% - - 0% - - 0% Special Assessment, - - 0% - - 0% - - 0% License:,&Permits - - 0% - - 0% 257,825 906,034 351% Intergoscmmental 34,000 40,102 118% - - 0% - - 0% Charge,for Service, - - 0% - - 0% - - 0% Fines&Forfeitures - - 0% - - 0% - - 0% Investment Earnings 3,015 47 2% 4,020 27,444 683% 19,782 4,772 24% Other Revenue - - 0% - - 0% - - 0% Proceeds from Loan Rep)men, - - 0% - - 0% - - 0/a 7 ransfiss In 8.648.628 3 281 987 3326 - - 0"L _ - - Q°Lt /Total Revenues . 9,685,643 —128a. 3811 4,624,— 27,441 683Y: 277,607 410,606 32$Y� Total Resources 8,827,527 3,375,070 38% 6,174,667 5,930,843 96% 2,603,880 3,237,078 124% Requirements Expenditures Policy&Administration - - 0% - - 0% - - 0/a Community Development - - VA - - 0% - - 0% Community Service, - - 0% - - 0% - - 0% Public Works - - 0% - - 0/s - - 0% Debt Service - - 0% - - 0% - - 0% Capital Improvement 8,819,628 3,359,440 38% - - 0% - - 0% Loan to CCDA - - 0%o - - 0% - - 0% Transfers Out - - 0/s 5,877,628 2,015,585 34% 2,481,325 1,277,782 51% Contingency = - 0% - - Q°L 91.000 - Q/a otarites , 8,819,628 3,359,440 38% 5,877,628 2,015,585 T 34% 2,572,325 1,277,782 50% Change in Fund Balance (133,985) (37,304) 28% (5,873,608) (1,988,140) 34% (2,294,718) (366,977) 16% Lnding Fund Balance 7,899 15,630 198% 297,039 3,915,258 1318% 31,555 1,959,296 6209% Total Requirements 8,827,527 3,375,070 38% 6,174,667 5,930,843 96% 2,603,880 3,237,078 124% °Note Financials presented ate not the official audited financials of the City of Tigard,but represent the current financial situation and may change with further accounting review 10/7/2013 2 31 PM 4 of 14 FY 2013 -Year End Report Only thru June - 100% of the year) Parks Funds Urban Forestry Fund Budget YTD* %of Budget Resource§ Beginning Fund Balance 1.165.876 1.175.199 101% Revenues Taxes - - 0% Franchise Feu - - 0% Special Assessments - - 0% Licenses&Permits - - 0% Intergovernmental - - 0% Charges for Services 25,000 106,250 425% Fines&Forfeitures - - 0% Investment Earnings 4,060 3,518 87% Other Revenue - - 0% Proceeds from Loan Repaymein - - 0% Transfers la - - Erie r'ronl Revenues 29 666 109,768 378'/. Total Resources 1,194,936 1,284,967 108% Requirements Expenditures Policy&Administration - - 0% Community Development - - 0% Community Services - - 0% Public Works - - 0% Debt Service - - 0% Capital Improvement - - 0% Loan to CCDA - - 0% Transfers Out 152,710 36,498 24% Contingency - - Q,4°' 'Total Expenditures 152,710 ` 36,498 24% Change in Fund Balance (123,650) 73,270 -59% Ending Fund Balance 1,042,226 1,248,469 120% Total Requirements 1,194,936 1,284,967 108% *Note Financials presented are not the official audited financials of the City of Tigard,but represent the current financial situation and may change with further accounting review FY 2013 -Year End Report (July thru June- 100% of the year) Transportation Funds Gas Tax Fund-200 City Gas Tax Fund-205 Street Maint.Fee Fund-412 Budget YTD* %of Budget Budget YTD* %of Budget Budget YTD* %of Budget Resources Beg,mmng Fund Balance 1.690.204 1572.667 930/q 894.975 1.003.162 112% 1.034.860 1.038 949 100°/s Revenues Truces - - 0% - - 0% - - 0% Francluse Fees - - 0% - - 0% - - 0% Special Assessments - - 0% - - 0% - - 0% Lcen.es&Permits 2,602 214 8% - 0% - - 0% Intcrgovcrrunantal 4,221,560 2,835,365 67% 731,302 830,031 114% - - 0% Charges for Services - - 0% - - 0% 1,903,072 2,016,133 106% Fines&Forfeitures - - 0% - - 0% - - 0% Investment Earning, 55,732 42,011 75% 34,584 10,601 31% 2,043 266 13% Other Revenue 59,700 74,174 124% 31,421 31,421 100% - 1,274 0% Proceeds from Loan Repaymen - 49,059 0% - - 0°/a - - 0% Transfers In 100.000 100.000 100% - Q°f-q _ - - 4°1_n r1'ot2l Rneaues 4,439,594 3,100,822 707 797,307 872,033 0,4 <,905,115 2,017 673 106% Total Resources 6,129,798 4,673,489 76% 1,692,282 1,875,215 111% 2,939,975 3,056,622 104% Requirements Expenditures Policy&Adnunntrauon - - 0% - - 0% - - 0% Community Development - - 0% - - 0% - - 0% Community Services - - 0% - - 0% - - 0% Public Works 2,229,010 1,889,207 85% - - 0% - - 0% Debt Service 615,928 615,928 100% 324,420 324,420 100% - - 0% Capital Improvement - - 0% - - 0% 1,730,000 1,654,509 96% Loan to CCDA - - 0% - - C0/a- - 0% lnnsfersOut 2,290,163 583,990 25% 3,271 3,043 93% 193,645 177,900 92% Contingency 251.970 - Seta 50.000 - Q°L 150.000 - Us rits]Expenditures 5,387,071` o 3,089,125 57'/., 377,691 327,462 87°/. 2,073,645 1,832,409 88% Change in Fund Balance (947,477) 11,697 -1% 419,616 544,591 130% (168,530) 185,264 -110% Ending fund Balance 142,727 1,584,364 1110% 1,314,591 1,547,753 118% 866,330 1,224,213 141% Total Requirements 5,529,798 4,673,489 85% 1,692,282 1,875,215 111% 2,939,975_ 3,056,622 104% *Note Financials presented are not the official audited financials of the City of Tigard,but represent the current financial situation and may change with further accounting review 10/7/2013 2 31 PM 6 of 14 FY 2013 -Year End Report (July thru June - 100% of the year) Transportation Funds (Continued) TDT Fund-405 TIF Fund-410 Underground Util. Fund-411 Budget YTD* %of Budget Budget YTD* %of Budget Budget YTD* %of Budget Resourcefl Beginning Fund Balance 304.935 951.05Q 312% 855.972 885.315 103°/s 528.471 532.555 JOIN Revenues ]axes - 0% - Franchise Fees - - 0% - - 0% - - 0% Special A,cca,ments - - 0% - - 0% - - 0% Lcen,.es&Permit, 176,6'8 1,101,901 624% - 2,592 0% 15,629 33,880 217% Intergovernmental - - 0% - - 0% - - 0% Charges for Services - - 0% - - 0% - - 0 Fine,.&Forfeitures - - 0% - - 0°o - - 0% Investment Earnings 11,279 2,659 24% 4,000 2,441 61% 7,160 1,271 18% Other Re%enuc - - 0% - - 0% - - 0°/a Proceeds from Loan Repalmen - - 0% - - 0% - - 0°/a Tian,,fen•In 0% - - se - - �I errues 187,957 1,104,568- 588W 4, )0 . 5,033' 126W 247891 33,151 154'/x' Total Resources 492,892 2,055,609 417% 859,972 890,348 1041/o 551,260 567,706 103% Requtrementa Expenditures Policy&Administration - - 0% - - 0% - - 0% Community Development - - 0% - - 0% - - 0% Community Services - - 0% - - 0% - - 0% Pubhc Work, - - 0/a - - 0% - - 0% Debt Service - - 0% - - 0% - - 0% Capital Improvement - - 0% - - 0% - - 0% Loan to CCDA - - 0°/a - - 0% - - 0% Transfer.Out 244,818 224,158 92% 636,861 59,236 9% 162 151 93% Contingency 40.000 Qf-q 20.000 - Q/°y - - 0 FCot>al _ --_ 284,818 224,158 79% 656,861 59,236 9%.. 162 151 93'/. Change in Fund Balance (96,861) 880,402 -909% (652,861) (54,204) 8% 22,627 35,000 155% Ending Fund Balance 208,074 1,831,451 880% 203,111 831,112 409% 551,098 567,555 103% Total Requirements 492,892 2,055,609 417% 859,972 890,348_ 104%_ 551,260 567,706 103% 'Note Financials presented are not the official audited financials of the City of Tigard,but represent the current financial situation and may change with further accounting review 10/7/2013 2 31 PM 7 of 14 FY 2013 -Year End Report (July thru June - 100% of the year) Transportation Funds (Continued) Trans Capital Proj Fund-460 Budget YTD* %of Budget Resources Beginning Fund Balance 71.086 92.333 130% Revenues Taxes - - 0% Franchise Fees - 0% Special Assessments - - 0% Licenses&Permits - - 0% Intergovernmental 153,970 - 0% Charges for Services - - 0% Funs&Forfeitures - - 0% Investment Earnings - - 0% Other Revenue - - 0% Proceeds from Loan Repayment - - 0% Transfers In 3.371.749 868.304 26% [Total Revenues 3,525,719. 868,304 25% Total Resources 3,596,805 960,637 27% Requirements Expenditures Policy&Administration - - 0% Community Development - - 0% Community Services - - 0% Public Works - - 0% Debt Service - - 0% Capital Improvement 3,560,719 888,069 25% Loan to CCDA - - 0% Transfers Out - - 0% Contingency - - Q°(p 'Total Expenditures 3,560,719 888,069 25% Change in Fund Balance (35,000) (19,765) 56% Ending Fund Balance 36,086 72,568 201% Total Requirements 3,596,805 960,637 27% *Note Financials presented axe not the official audited financials of the City of Tigard,but represent the current financial situation and may change with further accounting review FY 2013 -Year End Report (July thru June - 100% of the year) Sam / Stormwater Funds Sanitary Sewer Fund-500 Stormwater Fund-510 Water Qual/Quant Fund-511 Budget YTD* %of Budget Budget YTD* %of Budget Budget YTD* %of Budget Resources &ginning Fund Balance 6.844.337 7.403.656 108% 1.084.671 2,195.002 202% 1.570.645 1.570.633 100% Revenues Taxes - - 0% - - 0% - - 0% Franchise Pecs - - 0% - - 0% - - 0% Special Assessment:. - - 0% - - 0% - - 0% Liccrac,&Permit; 25,750 70,958 276% - - 0% 4,250 9,250 218% Intergovernmental 152,500 - 0% - - 0% - - 0% Charges for Service, 1,283,300 1,203,187 94% 1,948,353 2,629,694 135% - - 0% Fine,&Forfeitures - - 0% - - 0% - - 0% Investment Earning 100,333 502 1% 7,936 140 2% 15,102 3,386 22% Other Revenue 127,513 128,390 101% - 3,039 0% - - 0% Proceed,from Loan Repaymen - - 0% - - 0% - - 0% Transfers In 329.000 276.292 $4°rs 103.014 - 0Js - - 072 r oral Revenues 2.018,396 t 1,679,329 83'/ 2,059303 2,632,873 128% 19352' ' 12,696 65% Total Resources 8,862,733 9,082,985 102% 3,143,974 4,827,875 154% 1,589,997 1,583,269 100% Jtequtrements Expenditures Polio&Admuutratron - - 0/a - - 0% - - 0% Community Development - - 0/a - - 0% - - 0% Community Services - - 0% - - 0% - - 0% Public Works 1,560,427 1,359,653 87% 1,652,460 1,540,384 93% - - 0% Debt Service - - 0% - - 0% - - 0% Capital Improvement 4,121,388 1,211,556 29% 331,807 323,461 97% - - 0% Loan to CIDA 200,000 200,000 100% - - 0/a - - 0% crawler.Out 170,163 36,384 21% 173,356 82,752 48% 347,616 292,137 84% continency - - 02e 259.986 - /2/° - - Q°(y [Total Expenditures 6,051,978. 2,807,593 46% 2,417,609 1,946,597 litY% 347,616 292,137 84%h Change in Fund Balance (4,033,582) (1,128,264) 28% (358,306) 686,276 -192% (328,264) (279,501) 85% Ending fund Balance 2,650,769 6,275,393 237% 886,351 2,881,278 325% 1,242,381 1,291,132 104% Total Requirements 8,702,747 9,082,985 104% 3,303,960 4,827,875 146% 1,589,997 1,583,269_ 100% *Note Financials presented are not the official audited financials of the City of Tigard,but represent the current financial situation and may change with further accounting review 10/7/2013 2-31 PM 9 of 14 FY 2013 -Year End Report (July thru June- 100% of the year) Water Funds Water Fund-5.30 Water SDC Fund-531 Water CIP Fund-532 Budget YTD* %of Budget Budget YTD* %of Budget Budget YTD* %of Budget Resources Beginning rand Balance 6300.490 8.427291 134% 730.540 1.536.40Z 210°/t 90.000.000 93.177-930 104% Revenues laxca - - 0% - - 0% - - 0% Franchise Pees - - 0% - - 0% - - 0% Special Assessments - - 0% - - 0% - - 0% Licenses&Permits 10,030 10,603 106% 361,575 1,541,719 426% - - 0% Intergovernmental - - 0% - - 0% - - 0% Charges for Services 13,201,296 14,897,062 113% - - 0% - - 0% Fines&Forfeitures - - 0% - - 0% - - 0% Investment Earning. 30,644 330 1% 233 4,746 2037% 13,096 68,593 524% Other Revenue - 20,718 0% - - 0% - 5,213 0% Proceeds from Loan Repayment - - 0% - - 0% - - 0% Transferx In 58-751 58.751 100% - - felt 908.671 350.948 lac it `!ora1 Beoesees 13,300,121 14,987,464 113% 361,808 1,546,465 427X 921,767 421,754 46% Total Resources 19,601 211 23,414,755 119°/a 1,092,348 3,082,867 282% 90,921,767 93,602,684 103% Requirements Expenditures Policy& ldmuuatration - - 0% - - 0% - - 0% Community Development - - 0% - 0% - - 0% Community Services - - 0% - - 0°/a - - 0% Pubhc Works 7,950,086 6,739,875 85% - 0% - - 0% Debt Service - - 0% - - 0% - - 0% Capital Improvement - - 0% - - 0% 22,706,500 10,202,553 45% Loan to CCD A - - 0% - - 0% - - 0% Transfers Out 4,660,675 3,983,265 85% 272,306 4,814 2% 132,452 123,207 93% Conn nvy 500.000_ - n - - - - tee, dotal Expenditures 13,110,761 10,723,141 A 2W06 4,814 2% 22,838,952. 10,325,760 45'/x, Change in Fund Balance 189,960 4,264,323 2245% 89,502 1,541,651 1722% (21,917,185) (9,901,007) 45% Ending Fund Balance 6,490,450 12,691,614 196% 820,042 3,078,053 375% 68,082,815 83,276,923 122% Total Requirements 19,601,211 23,414,755 119% 1,092,348 3,082,867 282% 90,921,767 93,602,684 103% 'Note Financials presented are not the official audited financials of the City of Tigard,but represent the current financial situation and may change with further accounting review 10/7/2013 2 31 PM 10 of 14 FY 2013 -Year End Report (July thru June - 100% of the year) Water Funds Water Debt Svc Fund-533 Budget YTD* %of Budget Resources Beginning Fund Balance 8.900.000 6.569.045 '4% Revenues Taxes - - 0% Franchise Fees - - 0% Special Assessments - - 0% Loan to CCDA - - 0% Transfers Out - - 0% Contingency Total Expenditures 3,961,184 3,701,071 93% Change in Fund Balance - 36,756 0% Ending Fund Balance 8,900,000 6,605,802 74% Total Regnssements 12,861,184 10,306,872 80% Note Financials resented are not the d6aa1 audited finanaals of the C of T rd bit represent the • FY 2013 -Year End Report (July thru June - 100% of the year) Capital Projects Funds Facilities Cap Proj Fund-400 Budget YTD* %of Budget Resources Beginning Fund Balance 500.328 428.823 86% Revenues Taxes - - 0% Franchise Fees - - 0% Special Assessments - - 0% Licenses&Permits - - 0% Intergovernmental - - 0% Charges for Services - - 0% Fines&Forfeitures - - 0% Investment Earnings 3,212 1,076 33% Other Revenue - - 0% Proceeds from Loan Repaymen, - - 0% Transfers In 731,589 319.572 99°(Q `Total Revenues 734,801 320,648 44% Total Resources 1,235,129 749,471 61% Requirements Expenditures Pohcy&Adstration - rmm - 0% Community Development - - 0% Community Services - - 0% Public Works - - 0% Debt Service - - 0% Capital Improvement 424,598 71,528 17% Loan to CCDA - - 0% Transfers Out 8,299 7,720 93% Contingency 50.000 - E2 `Total Expenditures 482,897 79,248 16% Change in Fund Balance 251,904 241,400 96% Ending Fund Balance 752,232 670,223 89% Total Requirements 1,235,129 749,471 61°/v 'Note Financials presented are not the official audited financials of the City of Tigard,but represent the current financial situation and ma}change with further accounting review • FY 2013 -Year End Report (July thru June - 100% of the year) City Center Development Agency Funds U.R.Debt Svc Fund-930 U.R. Capital Fund-940 Budget YTD* %of Budget Budget YTD* %of Budget Resources Beginning Fund Balance 320.000 826.448 258% 302,000 302.272 ]OOoio Revenues Taxes 330,000 291,996 88% - 0% Franchise Fees - - 0% - - 0% Special Assessments - 0% - - 0% Licenses&Permits - - 0% - - Oo/a Intergovernmental - - 0% 280,000 280,000 100% Charges for Services - - 0% - - O% Fines&Forfeitures - 0% - - 0% Investment Earnings 2,000 4,283 214% - 97 0% Other Revenue - (60) 0% - 1,803 0% Proceeds from Loan Repaymen - - 0% - - 0% Transfers In - - 4la - - 0% oral evenues 1-332,000' 296,220' 80%r 280,000- -261,899' 1M Total Resources 652,000 1,122,668 172% 582,000 584,172 100% Requirements Expenditures Policy&Administration - - 0o%a - - 0% Community Development - - 0% - - 0% Community Services - - 0% - - 0% Public Works - - 0% - - 0% Debt Service 450,000 285,156 63% - - 0% Capital Improvement - - 0% 582,000 383,710 66% Loan to CCDA - - 0a%o - - 0% Transfers Out - - 0% - - 0% Contingency - - (Q,°o - - n% '[Total Expenditures 450,000 285,156 63% 582,000 383,710 66% Change in Fund Balance (118,000) 11,064 -9% (302,000) (101,811) 34% Ending Fund Balance 202,000 837,512 415% - 200,462 0_a o Total Requirements 652,000 1,122,668 172% 582,000_ 584,172 100% *Note Financials presented are not the official audited financials of the CCDA,but represent the current financial situation and may change with further accounting review 10/7/2013 2 31 PM 14 of 14 SUPPLEMENT PACKET City of Tigard FOR - �� y g (DATE OF MEETING) Alen dot, /1-ern Aid 3 • J TIGARD Budget Committee Summary Monday,May 6,2013, 6:30 PM Public Works Auditorium,Tigard,Oregon 97223 MEMBERS PRESENT (10): Don Fisher,Marc Woodard,Melanie Boekee,Marland Henderson,Melody Graeber,John L Cook,Cameron James,Jason Snider, Gretchen Buehner,Clifford Rone MEMBERS ABSENT (0): STAFF PRESENT: Marty Wine, City Manager,Toby LaFrance,Finance and Information Services Director,Kent Wyatt, Sr. Management Analyst,Liz Lutz, Confidential Executive Assistant,Liz Newton,Assistant City Manager, Sandy Zodrow,Human Resources Director,Sherrie Burbank,Human Resources 1. Call to Order—Chair Melody Graeber called the meeting to order 2. Approval of Minutes from 4/29/2013-MSP 3. Public Comment None 4. Follow up on committee requests from 4/29/13 • Budgeting of$400,000 in General Fund related to FY 2013 decision to increase franchise fees and restore service cuts Toby asked the committee to focus on a couple of items: 1.The$400,000 of electrical franchise fee that was left over beyond the budgetary put backs that were done during fiscal year 2013, and the restoration of cuts that have been made,and also put it in terms of the sustainability horizon for the budget as a whole. We need to balance these two overall. We took the sensitivity chart that has been used for analysis and came up with a few options for the budget committee. 1.Accept a sustainability horizon of up to 3 years and budget additional operational expenditures up to $400,000,or put up to $400,000 to a dedicated fund balance, (rainy day fund,etc.). City of Tigard Budget Committee Page 1 • 2. Accept a sustamability horizon of up to 5 years and budget a portion of the revenue to the following up to $150,000 in ongoing expenditures, or made $150,000 to dedicated fund balance, or a one-time expenditure or dedicated fund balance of up to $1 0 million. 3 To project sustamability for the longest possible horizon and using the revenue to increase undedicated fund balance Staff recommendation is in line with option #3, to provide the longest sustamabihty horizon possible and use the $400,000 for undedicated fund balance. This allows the proposed budget to be sustainable for a longer timeframe Discussion ✓ The budget committee all voiced support of option #3 ✓ Marty clarified that the budget committee would like the city to put option #3 into effect. ✓ If there is new revenue that comes up, Councilor Henderson would like to know of that beforehand the first budget committee and to where the new revenue will be used • Mayor and Council Stipend-Liz Newton and Sandy Zodrow Opt out idea for Health Insurance-Sandy Zodrow City health insurance is purchased by the City/County Insurance Services (CIS) which is a consortium of public employers in Oregon There are about 8,000-10,000 employees involved City Council is recognized as employees and CIS, as the Administrator, sets the rules as how plans are administered One of the options is the ability for an employee to opt out of insurance. City of Tigard allows this. However there is a rule that if an employee chooses to exercise that option, the employer may or may not choose to provide the employee no more than $50 per month to opt out of health insurance The city does not do this There is no way to exempt the city council members from that rule as they are considered as employees by CIS They also say that the employer may not offer other type of benefit that is considered of value to opt out Mayor and Council Stipend-Liz Newton Review of the stipend increases include stipend increase, IPads, cell phone and phone stipend and also an auto allowance. There are four auto allowance options, ranging from $275-585 per month, per councilor. We would like to set the increase this year and have a yearly adjustment based on the cost of living. There was a motion and 2nd to approve the COLA adjustment annually and go with the auto allowance of$275 per councilor and Mayor, beginning next fiscal year, resulting in a change of $3277 in the proposed budget. MSP It was also recommended to budget for all councilors to be opting into insurance for FY 2015 and that the savings would be rolled over 5. Deliberation, discussion and potential approval of Proposed Budget? • Technical Adjustments-Toby LaFrance There were three technical adjustments distributed last week and now the 4th being the adjustment just discussed One was to correct an error in the budget, the other was to adjust some carryover that was already identified and also the CIP-use of city gas tax fund-72"d/Dartmouth intersection-a onetime use$1 million in fund balance City of Tigard Budget Committee Page 2 Councilor Buehner asked for the carryover numbers come to council before October. Toby committed that the one on one meetings will include the carryover information before the supplemental budget hearing It was moved and 2"d to approve the technical adjustments - MSP • Public Hearing on State Shared Revenues-Toby LaFrance The chair opened up the hearing on state shared revenues. Toby explained that the state shared revenues are received once the city has certified that 4 of 7 services are provided. We provide 6- police protection, street construction maintenance and lighting, sanitary sewer, storm sewers, planning, zoning and subdivision control, and utility services. We do not provide fire protection. The revenues equate to $1 3 million in the general fund and $2 9 million un the gas tax fund It was moved and 2nd that we provide the necessary services and that we accept the state shared revenues-MSP Hearing was closed • Debt Service and levy Property Tax Rate There was a motion and 2nd to levy the property tax rate of$2 5131 per$1000.And to levy the debt v3' P P �' $ p $ vY service of the general obhgation bond of$2,358,818-MSP • Budget Approval with Technical Adjustment It was moved and 2"d to approve the proposed budget with technical adjustments as discussed for the fiscal year of 2013-2014-MSP It was moved and 2"d to adjourn the budget committee meeting-MSP Liz Lutz, Confidential Executive Assistant A'F1EST: Cameron James, Secretary City of Tigard Budget Committee Page 3 SUPPLEMENTAL PACKET FOR �O -�5 )O l` /2c(c t (DATE OF MEETING) j NO City of Tigard TIGARD Memorandum To: City of Tigard Budget Committee From: Toby LaFrance, Tigard Finance and Information Services Director Re: FY 2014 First Quarter Financial Report Date: October 15, 2013 Introduction I am pleased to provide you with the FY 2014 First Quarter Financial Report. Please bear in mind that the numbers on the following pages are not the official audited financials of the City of Tigard. This means that the amounts represent the current fiscal situation of the City but may change with further accounting review. How to Read the Report The tables on the following pages report the progress against budget through the first three months of the fiscal year. Each page contains funds that are grouped to a similar purpose (e.g. transportation funds, water funds, etc). For each fund, the table provides the amount of the budget, the progress against budget and the percent of budget complete. At the top of the page are the resources for each fund. The resources start with the funds' Beginning Fund Balance, which represents the amount of savings in the fund at the beginning of the fiscal year. Next are the revenues of the fund grouped by revenue type. For more information on the particular revenues within a revenue type, see the Revenue Analysis section and the Fund Summaries section of the Adopted FY 2014 Budget Document. The Beginning Fund Balance plus the Revenues make up the Total Resources of the funds. The bottom half of the report shows the fund Requirements. The Requirements start with the Expenditures by type. For more information on the specific expenditures within a type, see the Program Summaries section and the Fund Summaries section of the Adopted FY 2014 Budget Documents. By subtracting the Total Expenditures from the available Total Resources, the Change is Fund Balance is calculated. By combining the Change in Fund Balance and the Beginning Fund Balance at the top of the page, the Ending Fund Balance is derived. Finally, the Ending Fund Balance is added to the Total Expenditures to calculate the Total Requirements. The Total Requirements equals the Total Resources to balance the budget. J Summary of Findings This is a brief overall summary. Again, bear in mind that the financials here are not the official audited financials of Tigard, but represent the current financial situation and may change with further accounting review. 1. While we are 25% of the way through the fiscal year, it is expected that some operations will be over 25% spent. The reason is that we are paid 26 times per year (every two weeks) and there were three payrolls in August. This means that we have had 7 of 26 payrolls this quarter, or 27% of payroll. Since payroll is the largest expense in most operations, several of our operations are over 25% of budget through the first quarter. 2. General Fund Community Services is at 30% spent. This caused by the payroll factor above combined with large one-time purchases of vehicles and equipment for E-Citation. 3. One of the main assumptions in our General Fund forecast is that we spend at, or below, 95% of budget. At this point,we are slightly above this expenditure rate. We will continue to monitor this development. 4. General Fund revenues are well below 25 percent. This is expected since Property Taxes are mostly received in November and December. 5. General Fund Beginning Fund Balance is above budget due to three factors reported in the FY 2013 4th Quarter Report: operations came in at 91% of budget, transfers ended at about 50% of budget and revenues came in at 102% of budget. These factors combined to add beginning fund resource. 6. In the first quarter, General Fund Expenditures exceed revenues by approximately $6.3 million, leaving an ending fund balance of$3.4 million. Even with the additional beginning fund balance, it is anticipated that there will be less than $1.5 million in the ending fund balance prior to property tax collections in November. This would exceed the staff's and the Budget Committee's discussion of a minimum reserve of 22% of budget in the General Fund at budget adoption. This will require additional analysis as the Property Taxes come in. 7. Development related funds are all ahead of pace. To a certain extent, that is to be expected as the first quarter has good weather for building. In addition, the Building Fund was aided by approximately $200K in fees due to the Clean Water Services Co- Generation project. 8 The Street Maintenance Fee fund (page 6) has most of the work for the year conducted in the first two months of year and Capital Improvement is 82% spent. 9. The revenue in the Gas'Tax and City Gas Tax fund (page 6) is below budget. This is due to the timing in collections from the State. Finance expects to achieve the budgeted revenue. Finance will continue to monitor this item. 10. Expenditures in the Water CIP fund (page 10) are below pace due to the timing of invoices from Lake Oswego. Generally, they bill quarterly based on their actual expenditures. We anticipate receiving the first quarter bill soon. Follow-up from Last Quarterly Report of the Fiscal Year 11. There is no follow-up. Since this is the first report of the fiscal year. r . •49?VidA___ //or, NO 3 FY 2014 -October Report (July thru Sept. - 25% of the year) General Fund SUPPLEMENTAL PACKET General Fund - 100 FOR l4.7 c -a°<,-? Budget YTD* %of Budget (DATE OF MEETING) Resources Beginning Fund Balance 8.156.853 9.710.836 119% Revenues Taxes 13,020,535 36,705 0% Franchise Fees 5,601,400 485,217 9% Special Assessments - - 0% Licenses&Permits 900,135 245,120 27% Intergovernmental 5,575,381 217,462 4% Charges for Services 3,230,653 740,926 23% Fines&Forfeitures 1,098,783 257,182 23% Investment Earnings 103,722 30,079 29% Other Revenue 24,902 10,875 44% Proceeds from Loan Repayment 361,000 - 0% Transfers In - 0% Q Total Resources 38,073,364 11,734;403 31% Requirements Expenditures Policy&Administration 801,716 181,017 23% Community Development 3,094,988 667,801 22% Community Services 20,048,141 5,954,784 30% Public Works 5,396,382 1,478,951 27% Debt Service - - 0% Capital Improvement - - 0% Loan to CCDA 361,000 - 0% Transfers Out 916,292 42,177 5% Contingency 1.200.000 - Oo 0 Change in Fund Balance (1,902,008) (6,301,164) 331% Ending Fund Balance 6,254,045 3,409,672 555/o Total Requirements 38,072,564 11,734,403 31% *Note: Financials presented are not the official audited financials of the City of Tigard,but represent the current financial situation and may change with further accounting review. 10/14/2013 5:15 PM 1 of 13 FY 2014 -October Report Quly thru Sept. - 25% of the year) Central Service Funds Central Svc Fund - 600 Fleet/Prop Mngmt Fund - 650 Insurance Fund - 660 Budget YTD* %of Budget Budget YTD* _/o of Budget Budget YTD* %of Budget Resources Beginning Eund Balance 199.348 218.979 1102' 86.512 87.101 101% 776.772 830.267 107% Revenues Taxes - - 0% - - 0% - - 0% Franchise Fees - - 0% - - 0% - - 0% Special Assessments - - 0% - - 0% - - 0% Licenses&Permits - - 0% - - 0% - - 0% Intergovernmental 31,620 - 0% - - 0% - - 0% Charges for Services 5,750,628 1,427,291 25% 1,639,836 409,959 25% - - 0% Ftncs&Forfeitures - - 0% - - 0% - - 0% Investrncnt Earnings 593 - 0% - - 0% 7,810 - 0% Other Revenue - 17 0% - - 0% 14,000 12,704 91% Proceeds from Loan Repayment - - 0% - - 0% - - 0% Transfers In _ 861.205 215.301 25% - _ - 0% - - 4L [total Revenues, ! �. 6,644,046 _ 1,642,609 25% 1,639,836 409,959 25% 21,810 12,704 58% Total Resources 6,843,394 1,861,588 27% 1,726,348 497,060 29% 798,582 842,970 106% Requirements Expenditures Policy&Administration 6,494,508 1,716,724 26% - - 0% 50,000 - 0% Community Development - - 0% - - 0% - - 0% Community Services - - 0% - - 0% - - 0% Public Works - - 0% 1,698,713 421,346 25% - - 0% Debt Service - - 0% - - 0% - - 0% Capital Improvement - - 0% - - 0% - - 0% Loan to CCDA - - 0% - - 0% - - 0% Transfers Out - - 0% - - 0% 531 133 25% Contingency _ 340.000 - 0% 25.000 _ - i 0% 10.000 - 41e Total Expenditures ^ 6,834,508 1,716,724 _ 25% _ 1,723,713 - 421,346 24% , 60,531 `__ 133 �� 0% Change in Fund Balance (190,462) (74,115) 39% (83,877) (11,387) 14% (38,721) 12,571 -32% Ending Fund Balance 8,886 144,864 1630% 2,635 75,714 2873% __ 738,051 842,838 114% Total Requirements 6,843,394 1,861,588 27% 1,726,348 497,060 29% 798,582 842,970 106% *Note Financials presented are not the official audited financials of the City of Tigard,but represent the current financial situation and may change with further accounting review 10/14/2013515 PM 2of13 FY 2014 -October Report (July thru Sept. - 25% of the year) Development Funds Building Fund - 230 Elec. Insp. Fund - 220 Budget YTD* %of Budget Budget YTD* %of Budget Resources Beginning Fund Balance 1.220.661 1,586.128 130% 118.014 128,014 1 Revenues Taxes - - 0% - - 0% Franchise Fees - - 0% - - 0% Special Assessments - - 0% - - 0% Licenses&Permits 1,233,117 591,808 48% 174,837 61,611 35% Intergovernmental 8,281 - 0% - - 0% Charges for Services - 1,153 0% - - 0% Fines&Forfeitures - - 0% - - 0% Investment Earnings 19,782 (83) 0% 1,207 - 0% Other Revenue 10,090 - 0% - - 0% Proceeds from Loan Repayment - - 0% - - 0% Transfers In 180.000 45.000 25% - - [a, Ft-Or-al-Revenues 1,451,270 637,877 44% 176,044 61,611 35% Total Resources 2,671,931 2,224,005 83% 294,058 189,625 64% Requirements Expenditures Policy&Administration - - 0% - - 0% Community Development 1,516,579 396,940 26% - - 0% Community Services - - 0% - - 0% Public Works - - 0% - - 0% Debt Service - - 0% - - 0% Capital Improvement - - 0% - - 0% Loan to CCDA - - 0% - - 0% Transfers Out - - 0% 181,795 45,449 25% Contingency 200,000 _ - 0°o_ 50 ,0_0_0_ _ _ - _ _ °Qo [Total Expenditures — 1,716,579 396,940 23% , 231,795 -29% 45,449 20% Change in Fund Balance (265,309) 240,937 -91% (55,751) 16,163 29% Ending Fund Balance 955,352 1,827,065 191% 62,263 144,176 232% Total Requirements 2,671,931 2,224,005 83% 294,058 189,625 64% '"Note Financials presented are not the official audited financials of the City of Tigard,but represent the current financial situation and may change with further accounting review 10/14/2013515 PM 3of13 FY 2014 -October Report duly thru Sept. - 25% of the year) Parks Funds Parks Capital Fund - 420 Parks Bond Fund - 421 Parks SDC Fund - 425 Budget YTD* %of Budget Budget YTD* %of Budget Budget YTD* %of Budget Resources Beginning hind Balance 139.479 15.630 11% 4.872.068 3.915.258 80% 1.873.432 1.959.296 12 Revenues Taxes - - 0% - - 0% - - 0% Fianchise Fccs - - 0% - - 0% - - 0% Special Assessments - - 0% - - 0% - - 0% Licenses&Permits - - 0% - - 0% 257,825 192,487 75% Intergovernmental 163,074 - 0% - - 0% - - 0% Charges for Services - - 0% - - 0% - - 0% Fines&Forfeitures - - 0% - - 0% - - 0% Investment Earnings 3,015 - 0% 4,020 5,568 138% 19,782 (101) -1% Other Revenue - 13,305 0% - - 0% - - 0% Proceeds from Loan Repayment - - O% - - 0% - - 0% Transfers In _ 7.421.573 754.768 _ __10% _ - - _ _ 0% - _ - 0% Total Revenues - '7,587,662'^- ' 768,073 _ 10%_ 4,020 _5,568 - 138% 277,607 ' 192,386 69% ..,..gym Total Resources 7,727,141 783,703 10% 4,876,088 3,920,826 80% 2,151,039 2,151,682 100% Requirements Expenditures Policy&Administration - - 0% - - 0% - - 0% Community Development - - 0% - - 0% - - 0% Community Services - - 0% - - 0% - - 0% Public Woiks - - 0% - - 0% - - 0% Debt Service - - 0% - - 0% - - 0% CapitalImptovcment 7,584,647 800,240 11% - - 0% - - 0% Loan to CCDA - - 0% - - 0% - - 0% Transfers Out 100,397 25,099 25% 4,876,088 585,702 12% 2,065,005 114,282 6% Contingency __ _ 91s_ - _ - 0% 75.000 - 0% Total Expenditures 7,685,044 825,339 11% 4,876,088_ 585,702 12% 2,14_0,005? _ 114,282 _ 5% Change in Fund Balance (97,382) (57,266) 59% (4,872,068) (580,134) 12% (1,862,398) — +78,105 -4% Ending Fund Balancc. 42,097 (41,636 -99% - 3,335,124 0% 11,034 2,037,400 18465% Total Requirements 7,727,141 783,703 10% 4,876,088 3,920,826 80% 2,151,039 2,151,682 100% *Note Financials presented are not the official audited financials of the City of Tigard,but represent the curient financial situation and may change with further accounting review 10/14/2013515 PM 4of13 FY 2014 -October Report (July thru Sept. - 25% of the year) Parks Funds Urban Forestry Fund Budget YTD* %of Budget Resources Beginning Fund Balance 1,051.549 1,248.469 119% Revenues Taxes - - 0% Franchise Fees - - 0% Special Assessments - - 0% Licenses&Permits - - 0% Intergovernmental - - 0% Charges for Services 25,000 115,409 462% Fines Sc Forfeitures - - 0% Investment Earnings 4,060 (81) -2% Other Revenue - - 0% Proceeds from Loan Repayment - - 0% Transfers Ina___ - _ - 0°0 rTotal Revenues _ 29,060 115,328 397%0 Total Resources 1,080,609 1,363,797 126% Requirements Expenditures Policy&Administration - - 0% Community Development - - 0% Community Service, - - 0% Public Works - - 0% Debt Service - - 0% Capital Improvement - - 0% Loan to CCDA - - 0% Transfers Out 156,229 1,890 1% _ Contingency _ - _ - 0 _ °o Total Ex enditures _ 156,229 _1,890 _1% Change in Fund Balance (127,169) 113,437 -89% Ending Fund Balance 924,380 1,361,906 147% Total Requirements 1,080,609 1,363,797 126% *Note Financials presented are not the official audited financials of the City of Tigard,but represent the current financial situation and may change with further accounting review FY 2014 -October Report Ouly thru Sept. - 25% of the year) Transportation Funds Gas Tax Fund - 200 City Gas Tax Fund - 205 Street Maint. Fee Fund - 412 Budget YTD* %of Budget Budget YTD* %of Budget Budget YTD* %of Budget Resources Beginning Fund Balance 1.476.663 1.659.936 112% 1.488.999 1.547.753 104% 1.106.917 1.224.213 111% Revenues Taxes - - 0% - - 00/0 - - 0% Franchise Fees - - 0% - - 0% - - 0% Special Assessments - - 0% - - 0% - - 0% Licenses&Permits 2,602 1,604 62% - - 0% - - 0% Intergovernmental 4,383,452 480,395 11% 724,019 55,993 8% - - 0% Charges for Services - - 0% - - 0% 1,941,234 449,294 23% Fines&Forfeitures - - 0% - - 0% - - 0% Investment Earnings 55,732 33,881 61% 34,584 7,307 21% 2,043 - 0% Other Revenue 60,297 (638) -1% 31,735 (1,367) -4% - - 0% Proceeds from Loan Repayment - - 0% - - 0% - - 0% TiansfersIii _ _ _ ___ _100.000_ _25.000_ ___ 25% _ _- - _ __ 0% ___ - _ _ - _0% Total Revenues T 4602,083 T 540,242 12% 790,338 + 61,933 8% 1,943,277 449,294 23% Total Resources 6,078,746 2,200,178 36% 2,279,337 1,609,686 71% 3,050,194 1,673,507 55% Requirements Expenditures Policy&Administration - - 0% - - 0% - - 0% Community Development - - 0% - - 0% - - 0% Community Services - - 0% - - 0% - - 0% Public Works 2,244,308 513,448 23% - - 0% - - 0% Debt Service 606,378 - 0% 319,390 - 0% - - 0% Capital Improvement - - 0% - - 0% 1,660,000 1,356,867 82% Loan to CCDA - - 0% - - 0% - - 0% Transfers Out 2,554,452 710,935 28% 1,003,778 944 0% 208,883 52,221 25% contingency 35.000 - 0% 50.000 - 0% 200.000 - �_0_% Total Expenditures _5_440138 1224 384 23% 1,373,168 944_ _0% 2 568,883 1,409 088 __68% Change in Fund Balance (838,055) (684,142) 82% (582,830) 60,989 110% (125,606) (959,793) 764%0 Ending Fund Balance 2,008 975,794 48595% 906,169 1,608,742 178% 981,311 264,420 27% Total Requirements 5,442,146 2,200,178 40% 2,279,337 1,609,686 71% 3,050,194 1,673,507 55% *Note Financials presented are not the official audited financials of the City of Tigard,but represent the current financial situation and may change with further accounting review 10/14/2013 5 15 PM 6 of 13 FY 2014 -October Report (July thru Sept. - 25% of the year) Transportation Funds (Continued) TDT Fund - 405 TIF Fund - 410 Underground Util. Fund - 411 Budget YTD* %of Budgets Budget YTD* %of Budget Budget YTD* %of Budget Resources Beginning Fund Balance 894.189 1.831.451. 205% 772.454 831,112 " :15.Y.2 555,182 567.555 1020/Q Revenues Taxes - - 0% - - 0% - - 0% Franchise Fees - - 0% - - 0% - - 0% Special Assessments - - 0% - - 0% - - 0% Licenses&Permits 176,678 224,042 127% - 33,339 0% 15,629 - 0% Intergovernmental - - 0% - - 0% - - 0% Charges for Services - - 0% - - 0% - - 0% Fines&Forfeitures - - 0% - - 0% - - 0% Investment Earnings 11,279 (87) -1% 4,000 3,306 83% 7,160 (29) 0% Other Revenue - - 0% - - 0% - - 0% Proceeds from Loan Repaymen - - 0% - - 0% - - 0% Transfers In - Q.t., - - .426_ - - _ 0% [Total Revenues 187,957 223,955 119% 4,000 36,645 916% 22,789 (29) 0% Total Resources 1,082,146 2,055,407 190% 776,454 867,757 112% 577,971 567,526 98% Requirements Expenditures Policy&Administration - - 0% - - 0% - - 0% Community Development - - 0% - - 0% - - 0% Community Services - - 0% - - 0% - - 0% Public Works - - 0% - - 0% - - 0% Debt Service - - 0% - - 0% - - 0% Capital Improvement - - 0% - - 0% - - 0% Loan to CCDA - - 0% - - 0% - - 0% Transfers Out 779,724 56,354 7% 768,307 16,443 2% 2,089 522 25% Contingency 250.000 - 0% 8.147 _ - _ 0% __50.000 _ - _ 0% [Total Expenditures __^ 1,029,724 56,354 _ _ 5% 776,454 16,4_43 2% 52,089 522 1% Change in Fund Balance (841,767) 167,601 -20% (772,454) 20,201 -3% (29,300) ^(551) 2% Ending Fund Balance 52,422 1,999,053 3813% - 851,313 0% 275,882 567,004 206% Total Requirements 1,082,146 2,055,407 190% 776,454 867,757 _ 112% 327,971 567,526 173% *Note Financials presented are not the official audited financials of the City of Tigard,but represent the current financial situation and may change with further accounting review 10/14/2013 5 15 PM 7 of 13 FY 2014 -October Report Guly thru Sept. - 25% of the year) Transportation Funds (Continued) Trans Capital Proj Fund - 460 Budget YTD* %of Budget Resources Beginning Fund Balance 200.369 (78.577) -39% Revenues Taxes - - 0% Franchise Fees - - 0% Special Assessments - - 0% Licenses&Permits - - 0% Intergovernmental - - 0% Charges for Services - - 0% Fines&Forfeitures - - 0% Investment Eaings - - Earn 0% Other Revenue - - 0% Proceeds from Loan Repayment - - 0% Transfers Irt 5.427.081 977.555 _ _18% Revel-n-1-es _ 1Total Revees T 5,427,081 - 977,555 18% Total Resources 5,627,450 898,978 16% Requirements Expenditures Policy&Adnistration - - ni 0% Community Development - - 0% Community Services - - 0% Public Works - - 0% Debt Service - - 0% Capital Improvement 5,677,081 972,688 17% Loan to CCDA - - 0% Transfers Out - - 0% Contingency _ - _ __0% Total Expenditures —____ _ 5,677,081 _—972,688 17% Change in Fund Balance (250,000) 4,867 -2% Ending Fund Balance 200,369 (73,710) -37% Total Requirements _ 5,877,450 898,978 15% *Note Financials presented are not the official audited financials of the City of Tigard,but represent the current financial situation and may changewith further accounting review FY 2014 -October Report Quly thru Sept. - 25% of the year) Saru / Stormwater Funds Sanitary Sewer Fund - 500 Stormwater Fund - 510 Water Qual/Quant Fund - 511 Budget YTD* %of Budget Budget YTD* %of Budget Budget YTD* %of Budget Resources Beguming Fund Balance 5.852.119 6.275.393 1 2.396.647 2.881.278 120% 1.242.369 1.291.132 104% Revenues Taxes - - 0% - - 0% - - 0% Franchise Fees - - 0% - - 0% - - 0% Special Assessments - - 0% - - 0% - - 0% Licenses&Permits 25,750 (9,244) -36% - - 0% 4,250 3,575 84% Intergovernmental 408,050 - 0% - - 0% - - 0% Charges for Services 1,484,277 550,832 37% 2,053,830 653,372 32% - - 0% Fuses&Forfeitures - - O% - - O% - - 0% Investment Earnings 100,333 329 0% 7,936 (142) -2% 15,102 (66) 0% Other Revenue 128,788 18,223 14% - - 0% - - 0% Proceeds from Loan Repayment - - 0% - - 0% - - 0% _ Transfers In 936.000 939 _0% _ - _ 346 0% _ - _ - 0% Total Revenues -----_ W - 3,098 561,079 V 18% 2 061,766 653,576 --✓32%W� 19,352 3,509 18% Total Resources _ 8,935,317 6,836,471 77% 4,458,413 3,534,854 79% ° 1 _6 1,721 1,294,641 103% Requirements Expenditures Policy&Administration - - 0% - - 0% - - 0% Community Development - - 0% - - 0% - - 0% Coininunity Services - - 0% - - 0% - - 0% Public Works 1,973,373 363,103 18% 1,442,387 370,057 26% - - 0% Debt Service - - 0% - - 0% - - 0% Capital Improvement 4,944,653 74,815 2% 1,165,375 52,805 5% - - 0% Loan to CCDA - - 0% - - 0% - - 0% Transfers Out 214,149 36,741 17% 478,916 35,976 8% 943,659 3,254 0% coati gene} , __ - _ -_ _ __ 0% _500.000 _ __ - _ 0% _- _ - __ 0% ;Total Expenditures_ _ _ _7,132,175 �_ 474,659 _`7% _- - 3586 678 __458 838 ___13% __ 943 659- � 3 254 �� 0% Change in Fund Balance (4,048,977) 86,419 -2% (1,524,912) 194,738 -13% (924,307) 255 0% Ending Fund Balance 1,387,142 6,361,812 459% 1,271,735 3,076,016 242% 318,062 1,291,387 406% Total Requirements 8,519,317 6,836,471 80% 4,858,413 3,534,854 73% 1,261,721 1,294,641 103% *Note Financials presented are not the official audited financials of the City of Tigard,but represent , the current financial situation and may change with further accounting review 10/14/2013 5 15 PM 9 of 13 FY 2014 -October Report (July thru Sept. - 25% of the year) Water Funds Water Fund - 530 Water SDC Fund - 531 Water CIP Fund - 532 Budget YTD* %of Budget Budget YTD* %of Budget Budget YTD* %of Budget Resources Beginning Fund Balance 9.701.503 12.707.093 131°/q 1.625.904 3.078.053 189% 84.231.728 83.276.923 99% Revenues Taxes - - 0% - - 0% - - 0% Franchise Fees - - 0% - - 0% - - 0% Special Assessments - - 0% - - 0% - - 0% Licenses&Permits 10,030 13,953 139% 361,575 246,230 68% - - 0% Intergovernmental - - 0% - - 0% - - 0% Charges for Services 14,243,341 4,764,890 33% - - 0% - - 0% Fines&Forfeitures - - 0% - - 0% - - 0% Investment Earnings 30,644 (621) -2% 233 (141) -60% 13,096 246,339 1881% Other Revenue - 12,621 0% - - 0% - - 0% Proceeds from Loan Rcpaymen - - 0% - - 0% - - 0% _Tiansfers In 58.751 _ 14,688 25% ___-_ _- 0%_ 702,443 106,003 15%, rTotal Revenues 14,342,766 -'4,805,531 - 34% 361,808, 246,089 _T 68% 715,539 ' 352,342 49%° Total Resources 24,044,269 17,512,623 73% 1,987,712 3,324,142 167% 84,947,267 83,629,266 98% Requirements Expenditures Policy&Admmistiauon - - 0% - - 0% - - 0% Community Development - - 0% - - 0% - - 0% Community Services - - 0% - - 0% - - 0% Pubhc Works 8,139,852 1,945,414 24% - - 0% - - 0% Debt Service - - 0% - - 0% - - 0% Capital Improvement - - 0% - - 0% 75,862,443 850,605 1% Loan to CCDA - - 0% - - 0% - - 0% Transfers Out 5,735,926 2,604,600 45% 165 41 25% 546,672 136,668 25% Contingency _ _ 500.000 - 0% 100.000 - 0°�0 _ - -_ 0% (Total Expenditures ,,-14375,778 4,550,014 32% _100,165 41 0% ___76_,409,115- y 987,273 — 1% Change in Fund Balance (33,012) 255,516 -774% 261,643 246,048 94% (75,693,576) (634,931) 1% Ending Fund Balance 9,668,491 12,962,609 134% 1,887,547 3,324,101 176% 8,538,152 82,641,993 968% Total Requirements 24,044,269 17,512,623 73% 1,987,712 3,324,142 167% 84,947,267 83,629,266 98% *Note Financials presented are not the official audited financials of the City of Tigard,but represent the current financial situation and may change with further accounting review 10/14/2013 5 15 PM 10 of 13 FY 2014 -October Report (July thru Sept. - 25% of the year) Water Funds Water Debt Svc Fund - 533 Budget YTD* %of Budget Resources Beginning Fund Balance 6.763,142 6,605.802 In Revenues Taxes - - 0% Franchise Fees - - 0% Special Assessments - - 0% Licenses&Permits - - 0% Intergovernmental - - 0% Charges for Services - - 0% Fines&Forfeitures - - 0% Investment Earnings - 8,965 0% Other Revenue - - 0% Proceeds from Loan Repayment - - 0% Transfers Iq 4,881,034 2,359.925 4 °.6 Total Revenues 4,881,034 2,368,890 49% Total Resources 11,644,176 8,974,692 77% Requirements Expenditures Policy&Adiniustration - - 0% Community Development - - 0% Community Services - - 0% Public Works - - 0% Debt Service 4,881,034 2,359,925 48% Capital Improvement - - 0% Loan to CCDA - - 0% Transfers Out - - 0% Contingency_ __ - - _ _0% ■Total Expenditures 4,881,034 2,359,925 48% Change in Fund Balance - 8,965 0% Ending Fund Balance 6,763,142 6,614,767 98% Total Requirements 11,644,176 8,974,692 77% *Note Financials presented are not the official audited financials of the City of Tigard,but represent the current financial situation and may change with further accounting review FY 2014 -October Report Qu1y thru Sept - 25% of the year) Debt Service and Other Funds GO Debt Svc Fund-350 Bancroft Debt Svc Fund-300Libr. Donations/Bequests - 98(Crlminal Forfeiture Fund-240 Budget YTD* %of Budget Budget YTD* %of Budget Budget YTD* %of Budget Budget YTD* %of Budget Resources. Beginning Fund Balance 459.866 394.756 86"/. 411,392 323.472 ZL 474.398 474.648 100% 41.569 125.489 302% Revenues Taxes 2,317,508 5,809 0% - - 0% - - 0% - - 0% Franchise Fees - - 0% - - 0"/o - - 0% - - 0% Special Assessments - - 0°%n 120,000 17,417 15°n - - 0% - - 0% Licences&Permits - - 0% - - 0% - - 00/0 - - 0% Inteigovcmmental - - 0% - - 0% - - 0°/n - - 0% Charges for Sen ices - - 0°/n - - 0"/o - - 0% - - 0% fines&Forfeitures - - 0°/n - - 0"/n - - 0% 43,000 7,984 19% lmcstmcntEarnings 4,612 982 21°o 37,468 15,825 42°6 - - 0% 1,892 2 0n/o Other Revenue - - 0°o - - 0"/. - - 0% - - 0% Proceeds from Loan Repaymen - - 0% - - 0% - - 0% - - 0% Transfers In - - 4L - - _ 9lc _ - ___ - 4L - - 2Lc {Total Revenues 2,322,120 6,791 0% 157,468 33,243 21% - - 0% - 44,892 7,986 18% Total Resources 2,781,986 401,547 14°,0 568,860 356,715 63°,0 474,398 474,648 100% 86,461 133,475 154"•6 Requirements Expenditures Policy&Administiation - - 0% - - 0% - - 0% - - 0% Community Development - - 0°0 - - 0% - - 0% - - 0% Community Services - - 0% - - 0% - - 0% 50,000 3,500 7% Public Works - - 0% - - 1)n/o - - 0% - - 0% Debt Service 2,193,701 - 0% 499,997 - 0% - - 0% - - 0% Capital Improvement - - 0% - - 0% - - 0% - - 0% Loan to CCDA - - 0% - - 0% - - 0% - - 0% Transfers Out - - 0°% 3,821 955 25% 100,000 - 0% 401 100 25"n Comings= qL 91s 41c �L rTota1 Expenditures 2,193,701 _ _ 0% 503,818 955 0% 100,000 - 0% 50,401 3,600 7% Change in Fund Balance 128,419 6,791 5% (346,350)__- 32,288 -9% (100,000) -_T- 0% (5,509) 4,386 -80% Ending Fund Balance 588,285 401,547 683'% 65,042 355,760 547% 374,398 474,648 127% 36,060 129,875 160°,6 Total Requirements 2,781,986 4111,547 14°ro 568,860 356,715 63% 474,398 474,648 100% 86,461 133,475 1540 *Note Financials presented arc not the official audited financials of the City of Tigaid,but represent the current financial situation and may change with further accounting review 10/14/2013515 PM 12 of 13 FY 2014 -October Report (July thru Sept. - 25% of the year) Capital Projects Funds Facilities Cap Proj Fund - 400 Budget YTD* %of Budget Resources Beginning Fund Balance 751.957 670.223 5.22/2 Revenues Taxes - - 0% Franchise Fees - - 0% Special Assessments - - 0% Licenses&Permits - - 0% Inteigoveinmental - - 0% Chaiges for Services - - 0% Fines&Forfeitures - - 0% Investment Earnings 3,212 (28) -1% Othei Revenue - - 0% Proceeds from Loan Repayment - - 0% Transfers In 1.104.576 64.248 6°° (Total Revenues _ 1,107,788 64,219 Y 6% Total Resources 1,859,745 734,442 39% Requirements Expenditures Policy&Administration - - 0% Community Development - - 0% Community Services - - 0% Public Woiks - - 0% Debt Service - - 0% Capital Impiovement 747,585 - 0% Loan to CCDA - - 0% Transfers Out 19,384 4,846 25% Contingency 50.000 - 0% Total Expenditures 816,969 4,846 1% Change in Fund Balance 290,819 59,373 20% Ending Fund Balance 1,042,776 729,596 70% Total Requuiements 1,859,745 734,442 39% *Note Financials presented ale not the official audited financials of the City of Tigaid,but represent the current financial situation and may change with fuither accounting review SUPPLEMENTAL PACKET FOR ° -2 6)/3 (DATE OF MEETING) • ' Ct of Tigard A JC'ry/a /f e AL,3 TIGARD Budget Committee Agenda MEETING DATE TIME: October 15, 2013, 6:30 p.m. MEETING LOCATION: City Hall 13125 SW Hall Blvd., Tigard 1. Approval of May 6, 2013 minutes 2. Audit-Debbie Smith-Wagar (Audit, CAFR, Audit Committee) 3. Quarterly Report-Toby LaFrance (FY 2013, FY 2014) 4. Budget Process-Toby LaFrance (CIP improvement, changes for committee) 5. January Meeting-Toby LaFrance (Audit update, FY 2014, FY 2015 budget process) 6. Questions BUDGET COMMITTEE AGENDA— October 15, 2013 City of Tigard I 13125 SW Hall Blvd.,Tigard,OR 97223 I 503-639-4171 I www.tigard-or.gov I Page 1 of I FY 2014-2015 BUDGET PREPARATION CALENDAR: Key Dates for Council and Budget Committee OCTOBER 15 First Quarter Budget Committee Workshop. Confirm upcoming process. 24 CIP project charters will be published in the Council newsletter in order for Council to add projects that they feel are necessary JANUARY 14 Final results of the CIP prioritization process presented to council at Study Session 21 Second Quarter Budget Committee Workshop. Review instructions to departments, revenue forecasts,and results of CIP prioritization. FEBRUARY 19 Social Services Grant application review (6:00-9:00) 25 Community Events Grant application review Council Study Session APRIL 3 Proposed budget to Budget Committee 21, 28 Budget committee meetings MAY SUPPLEMENTAL PACKET 5, 12 (if needed) Budget committee meetings FOR !© 15-- (DATE OF MEETING) JUNE A G. en a' `/ ./i7d,2 10 Council Hearing to Adopt the Budget Ll , AIS-1251 Workshop Meeting Meeting Date: 10/15/2013 Length (in minutes): 30 Minutes Agenda Title: Council Briefing on Urban Forestry Code Revisions 6 Month Update Item Type: Update, Discussion, Direct Staff Meeting Type: Special Meeting Public Hearing: No Publication Date: Information ISSUE Briefing on the first six months of Urban Forestry Code Revisions project implementation. STAFF RECOMMENDATION / ACTION REQUEST Receive a briefing from staff and acknowledge notice of proposed administrative rule amendments. KEY FACTS AND INFORMATION SUMMARY The Urban Forestry Code Revisions project, a multiyear effort to revise Tigard's tree codes, standards, and procedures, went into effect March 1. This project was awarded a Professional Achievement in Planning award from the Oregon Chapter of the American Planning Association (APA). The Professional Achievement award recognizes projects or programs that make a significant contribution to the field of urban planning. During the adoption process Council asked that staff provide an update six months after code implementation. The attached memo describes a summary of activity, feedback and action items related to the lessons learned over the past six months. Several Administrative Rules are also being proposed for amendment. These are outlined in the attached memo under each section's "Action Item Summary." Municipal Code section 2.04.070 requires notification to Council for proposed administrative rules or amendments. Please accept this presentation as council notification. In the following 14 days, any councilmember may put the subject on the discussion agenda for the next available council meeting for council consideration or action. OTHER ALTERNATIVES N/A COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS Urban Forestry Master Plan DATES OF PREVIOUS COUNCIL CONSIDERATION This will be the first update since the Code Revisions were implemented on March 1, 2013. Attachments Urban Forestry Code Revisions Update Memo UFCR Issues Log Urban Forestry Plans to Date Tree Permit Applications to Date AgendaQuick©2005-2013 Destiny Software Inc,All Rights Reserved • City of Tigard TIGARD Memorandum To: Mayor Cook and Tigard City Council From: Marissa Grass Re: Urban Forestry Code Revisions Review Date: October 15, 2013 The City of Tigard has a proud history of commitment to preserving, enhancing and maintaining its urban forest. The city's trees provide an important backdrop for life in Tigard. The city's vision is that Tigard's urban forest is: • Valued and protected by city residents • A thriving,interconnected ecosystem • Managed to improve quality of life and increase community identity;and • Maximizing aesthetic, economic and ecological benefits As of March 1, 2013 the city's regulations relating to urban forestry were updated. The following discussion details a summary of activity, feedback, and recommended action items related to each key element of the updated code: Urban Forestry Standards for Development,Tree Grove Preservation Program,Tree Permit Requirements, and Hazard Trees. Council requested this six month review of the code as part of implementation. All action items are summarized in Attachment A: Urban Forestry Issues Log. These issues were collected by staff between March 1,2013 and September 15,2013. Listed in this memo are the action items that require a change to the Urban Forestry Manual (Administrative Rules). The process to implement the changes described in Attachment A are detailed below: > Administrative Rule updates to the Urban Forestry Manual—The Tigard Municipal Code states that"notification shall be made to council of the proposed administrative rule or amendment. At any time following council notification, any councilmember may put the subject on the discussion agenda for the next available council meeting for council consideration or action." Council has 14 days from notification to decide if they want to discuss the item. If Council chooses to discuss the Administrative Rules,then there is an optional 14-day public comment period and newspaper notice before discussion. If Council chooses not to discuss these items, then there is a required 14-day public comment period and newspaper notice, after which the city manager or designee "will take into consideration the written comments received and may either approve,modify or reject the proposed administrative rule(s) " All administrative rules will be effective on the 14th day after approval by the city manager or designee,unless a written protest is received and a Council public hearing is scheduled ➢ Development Code Updates —Development Code updates are processed by way of a Type IV land use decision Type IV decisions require notice to the State Department of Land Conservation and Development, a mailed and newspaper notice sent by the city, and a public hearing of the Planning Commission and City Council. Because the Development Code items proposed in this memo do not warrant a separate project, the amendments discussed here will be added to other upcoming amendments packages This could be as part of the Parks Zone project or the next round of administrative procedures updates. Either way,we anticipate that all code items will be reviewed by Council by the end of the year ➢ Municipal Code Updates —No Municipal Code updates are proposed at this time ➢ Procedural or Material Updates —These updates are administrative in nature and will be implemented by the Community Development Department with supervision from Tom McGuire Urban Forestry Standards for Development Overview In the Development Code, larger project types (Type II or III) require an urban forestry plan be submitted as part of land use review This includes projects like subdivisions, planned developments, minor land partitions, site development reviews, conditional uses, sensitive lands reviews, and Downtown design reviews Urban forestry plans are required to be developed by a landscape architect or a person certified as both an arborist and tree risk assessor The urban forestry plan requirements consist of three main parts • Tree preservation and removal site plan - Essentially a demohtion/preservation plan identifying trees to remain and trees to be removed. • Tree canopy site plan - Shows all trees to be preserved as well as those to be planted. It is essentially a landscape plan that includes just the trees It visually displays how the effective tree canopy requirements will be met • Supplemental report-A narrative for the site plans providing more detailed inventory data on the species, size, condition, and suitability of preservation for trees and stands of trees. This report also contains the details on how the effective tree canopy requirements will be met The Urban Forestry Manual (Administrative Rules) spells out the requirements for each of the three parts Once approved, Urban Forestry Plans must be implemented with oversight by the project arbonst or landscape architect. The implementation requirements include: • Twice monthly inspections for trees to be preserved • For Subdivisions and Minor Land Partitions, a signature of approval by the project arbonst or landscape architect on building plot plans prior to building permit issuance An example building plot plan is in Appendix 13 of the Urban Forestry Manual. • Prior to final building inspection, the project arbonst or landscape architect must document compliance/non-compliance with the Urban Forestry Plan. • Trees to be planted must be bonded and survive an establishment penod, after which time the bond is released • After the development is complete, all of the preserved and planted trees are required to be GPS located and included in the city's GIS inventory of trees Summary of Activity The city received 10 applications between March 1, 2013 and September 15, 2013 that were subject to the Urban Forestry Plan requirements All of the applications received during this timeframe used either planting or preservation to meet the requirements,with the majority of applicants using a combination of both One application, the Bonita Pump Station qualified for the lowest tier of canopy required (25%),while the others were subject to 33% or 40% requirements. Details about the applications received in this timeframe are available in Appendix B. Feedback More feedback was submitted related to the Urban Forestry Standards for Development, than for any other topic Please see Appendix B for the full range of feedback collected For the most part, this feedback relates to the Administrative Rules in the Urban Forestry Manual, and specifically the Urban Forestry Plan and Plan Implementation standards Proposed Administrative Rule Amendments are included below. Please see Appendix A for the full range of feedback collected. Action Item Summary Type of Action Details Required Do Not Require a Detailed Assessment of Offsite Trees Administrative In some situations,it may not be possible to perform a detailed Rule Amendment assessment of offsite trees due to access limitations There should be flexibility for the project arborist or landscape architect to qualify and/or limit their assessment in these situations. Trees Outside of the Impact Area Administrative An inventory of trees within 25 feet of the development impact area Rule Amendment which are greater than or equal to 6 inch DBH or which otherwise require a permit to remove is required on a tree preservation and removal site plan In some cases this may not adequately protect large trees that have roots that extend more than 25 feet One suggestion is for a revision to address large trees that are close to the development impact area Our Arbonst could work up a numeric standard for such a revision. Remove Double Credit for Nuisance Trees Administrative The double canopy credit does not discriminate between nuisance trees Rule Amendment and desirable species, such that we are providing a strong incentive to preserve nuisance trees. Add Bonus Credit for Preserving Native Trees Administrative Grant extra bonus credits (150% based on mature canopy, perhaps) for Rule Amendment preserving native trees that are less than 6 inches DBH Preserving these trees is more valuable than planting new native trees, which currently receive 125% credit. Add Parks Zone Canopy Requirement Administrative The new Parks Zone currently under consideration would need to be Rule Amendment assigned a minimum canopy requirement if adopted. A requirement of 25% would be consistent with that required for high schools, where there was acknowledgement of a need for open areas for sports and other activities. Remove Inventory Requirement for Homes in Residential Zoning Administrative Districts Rule Amendment Because development tree permits are not required in residential zoning distracts, this inventory requirement could be removed Tree Grove Preservation Program Overview Flexible standards and incentives are now allowed to facilitate the preservation of the city's remaining tree groves These standards and incentives were developed in compliance with statewide Goal 5 requirements and allow transfer of residential density from the tree grove to the non tree grove portion of a site, reduction in minimum residential density and increased building heights for commercial and industrial development The city identified 70 large groves of pnmarily native trees covering 527 acres that are eligible for incentives. The incentives may be used if at least 50% of the portion of the tree grove that is outside of already protected sensitive lands (such as wetlands and stream corridors) is preserved. Summary of Activity The city has yet to receive an application which proposes to take advantage of any of the incentives offered as part of the tree grove preservation program. In addition, the Goal 5 inventory and analysis work has been completed for the River Terrace Area A map amendment will be adopted as part of the River Terrace Community Plan to include this area in the city's tree grove preservation program. Tree Permit Requirements Overview The City of Tigard preserves and maintains the urban forest by reviewing tree removal permits for street and median trees, trees located in sensitive lands, Heritage Trees, trees planted using the Urban Forestry Fund and trees required with high-density residential and non-residential development. To apply for a permit, applicants must fill out and submit a completed application form addressing all the relevant approval criteria and pay the applicable fee. Permits can be approved by way of two processes either by a staff process (for simple situations), or by a Tigard board or commission (for complex situations) There is no fee when trees are removed for simple situations. The fee is $375 per tree in complex situations. In most cases, the decision is final and valid for up to one year Most of the time, trees are required to be replaced if removed This is to ensure the sustainability of Tigard's urban forest. Replacement standards for each type of tree requiring a permit are included in the Urban Forestry Manual. Summary of Activity The city received 25 Tree Removal Permit applications, for a total of 108 trees, between March 1, 2013 and September 15, 2013 To date, all of the applications received have qualified for the simple free tree permit process By far, roots causing damage is the number one reason cited for tree removal (40% of applications) In addition, trees that are infested with pests or disease or tree removal that is required for the purposes of an approved permit are often valid reasons for simple removal. Details about the applications received in this timeframe are available in Appendix C Feedback The main difference between implementation of the Tree Permit Requirements portion of the code and other key elements is that organizational changes have also impacted the way we process tree removal permits First,previous tree removal permits were primarily handled by the city's arborist who is no longer on staff. Second, the planning staff now rotates in a "planner on duty" schedule at the front counter.This means there is a wide variety of staff reviewing and processing tree removal permit applications For this reason,we've received several suggestions from planning staff about process improvement. Please see Appendix A for the full range of feedback collected Action Item Summary Type of Action Details Required Street Tree Conflicts with Buildings Admi mstrative Add a spacing standard to the Street Tree Planting and Maintenance Rule Amendment Standards to address acceptable distance from buildings. This will have the effect of allowing street trees which are causing damage to buildings to be removed according to the free simple process Hazard Trees Overview Tigard's new process for resolving hazard tree conflicts aims to be more equitable, objective and efficient While neighbors are encouraged to work out their issues amicably, a third party arborist could be hired to provide an objective voice and a path toward resolution. The Hazard Tree Evaluation and Abatement procedures include two options: 1) informal reconciliation, between parties without city involvement, or 2) formal reconciliation, where the claimant submits an application, provides information and pays fees to the city. City will accept the application for formal reconciliation only after the informal process has been completed Individuals or organizations who can demonstrate that their hfe, limb or property is at risk by a tree in question have the right to file a hazard tree dispute resolution application. This is intended to limit the concern that people could use the hazard tree process as a means of harassment or intimidation. If the city has reason to believe a hazard tree poses an immediate danger and there is not enough time to complete the Hazard Tree Evaluation and Abatement procedure, the city may choose to take immediate action Summary of Activity While we have had several inquiries about the Tree Hazard Evaluation and Abatement process, we have yet to receive an application for formal reconciliation. The city did receive one emergency abatement request, but our Arbonst determined that the claimant had time to use the Evaluation and Abatement procedures Feedback Clarification of the Emergency Procedures has been requested by staff to ensure that applicants are not able to bypass the informal reconciliation process The emergency process should only be used in cases that warrant immediate attention. Please see Appendix A for the full range of feedback collected Attachment A Urban Forestry Issues Log Tigard City Council March 1,2013-September 15,2013 October 15,2013 Code or Manual Section Topic Issue or Question Action Date Entered By 8 06 040, Clarify when this option would be exercised vs requiring a complainant to Emergency complete the informal and formal reconciliation Also,if this option is for Code Abatement Hazard Tees extraordinary circumstances only,should we remove the mention of it Response Needed 9/5/2013 Tim Procedure from the Hazard Tree brochure? Urban Forestry Standards for In Part I of Section 10,it states in K that trees should be included that are Manual Manual-Section 10 Development not in the impact area to count towards the canopy?How far out and why Response Needed 3/18/2013 Agnes do we want to give credit for these trees? Urban Forestry Standards for The double canopy credit does not discriminate between nuisance trees Administrative Rules Manual Manual,Section Development and desirable species,such that we are providing a strong incentive to Amendment 6/6/2013 Todd 10 3 M 2 a-b preserve nuisance trees An inventory of trees within 25 feet of the development impact area which are greater than or equal to 6 inch DBH or which otherwise require a Urban Forestry permit to remove is required on a tree preservation and removal site plan Standards for Administrative Rules Manual Manual,Section Development In some cases this may not adequately protect large trees that have roots Amendment 7/18/2013 Todd 10 1 J that extend more than 25 feet One suggestion is for a revision to address large trees that are close to the development impact area Todd could work up a numeric standard for such a revision Grant extra bonus credits(150%based on mature canopy,perhaps)for Manual Urban Forestry Standards for preserving native trees that are less than 6 inches DBH Preserving these Administrative Rules 7/22/2013 Todd Manual,Section 10 Development trees is more valuable than planting new native trees,which currently Amendment receive 125%credit The new Parks Zone currently under consideration would need to be Urban Forestry assigned a minimum canopy requirement if adopted A requirement of Standards for Administrative Rules Manual Manual Section 10, 25%would be consistent with that required for high schools,where there 9/3/2013 John Part 3 N Development was acknowledgement of a need for open areas for sports and other Amendment activities Urban forestry plans are required to be created by a person certified as both an arbonst and tree risk assessor However,landscape architects can Standards for also create urban forestry plans,but they don't have to be tree risk Code 18 790 030 A Development assessors Should we require that landscape architects also be certified as Code Amendment 7/18/2013 Todd tree risk assessors to level the playing field between arbonsts and landscape architects? 18 100,Legislative Should there be Legislative Notes in either 18 100 or the Table of Contents, Code Notes and Table of Standards for or both,describing the Urban Forestry Code Revisions?There are notes m Response Needed 9/10/2013 Tim Contents Development the code from 2010 which make it appear those changes are the most recent Page 1 Attachment A Urban Forestry Issues Log Tigard City Council March 1,2013-September 15,2013 October 15,2013 Code or Section Topic Action Date Entered By Manual Issue or Question Title 18,Table of Standards for Scriveners Error Code Contents Development Update the Table of Contents to replace"Tree Removal"with"Urban Scriveners Error 9/10/2013 Tim Forestry Plan"as the name of 18 790 Subsections#5 look very similar-regarding L-1/L-2 landscaping. I Subsection 5 was not think only one should be there,but it is not clear from the ordinance updated as part of Which one is correct? the UFCR,and 18 620.030 A Tigard Standards for Subsection 6 was Code Triangle Design Development minimally updated 8/26/2013 Cheryl Standards This should be added to the city's general code amendments database Allow Staff Discretion to Approve Urban Forestry Plans that Substantially Meet the Intent of the Regulations The Urban Forestry Plan requirements are detailed in the Urban Forestry Manual The purpose of detailing the Standards for requirements was to provide clarity for applicants up front rather than Code 18 790 030 A 2-4 Code Amendment 9/15/2013 Todd Development conditioning the requirements later on in the a pproval process However, each requirement may not be necessary for every development,and it would benefit applicants and staff to allow for some flexibility on approving plans that substantially meet the requirements Add definition of street tree to tree permits brochure Same question asked Tree Permits Materials Tree Permits twice today at counter Definition can be Found in UFCR Volume II p 27 Complete 3/7/2013 Manssa Brochure Materials Website Tree Permits Make the link for property owner to find out whether a permit is required Complete 3/25/2013 Agnes pop more(_hard to find/see) In the absence of a staff arbonst it's probably best to apply consistent application requirements,lest each case require exercising judgment and/or a back-and-forth with the applicant We especially want to avoid a Tree Removal situation where our approval is difficult to justify later using a too-limited Materials Tree Permits In Process 5/8/2013 Tim Permit Application record Maybe an additional page in our application specifying what constitutes satisfactory documentation would be helpful for staff and applicants alike?This page could explain how to show us that each of the approval criteria is met Page 2 Attachment A Urban Forestry Issues Log Tigard City Council March 1,2013-September 15,2013 October 15,2013 Code or Manual Section Topic Issue or Question Action Date Entered By Determine which information is essential to collect for removed/replacement trees in the Urban Forestry layer Add fields to the Materials GIS/Tree Removal Tree Permits removal permit application to collect all the desired data (Examples. In Process 6/24/2013 Tim Permit Application species,condition of tree at time of removal)Additionally,should we add fields to the All Trees layer to specify permit number,reason(s)for removal,and whether a removed tree must be replaced? On approved removal permits where replacement is required,we do not provide the applicant with any information on reporting the replacement Tree Removal planting to us,nor have we determined internally how the replacement Materials Tree Permits In Process 6/24/2013 Tim Permits/Accela planting will be confirmed How will the applicant(or staff)follow up on this?Should the Accela workflow go straight to Final Processing after issuance,or should there be a step for inspections? Tree removal The exact tree or trees and the reasons for removal of each need to be permits and Tree Permits designated clearly on an aerial photo or site plan which also shows all other In Process 7/24/2013 Tim enforcement cases trees on site "The city manager's or designee's decision shall address all of the relevant Tree Removal approval criteria in the Urban Forestry Manual"Presently the reason for Tree Permits removal is recorded in Accela but does not appear on the permit,also,all In Process 8/28/2013 Tim Permit approval criteria are not addressed,only the criterion or criteria on which the approval is granted Can the City Manager's designee grant a simple tree removal permit Urban Forestry (development tree)retrospectively if proven to fall under one of the 8 Code Code 8 04 040 Tree Permits criteria of section 7 of the manual without proceeding to sanctions in Response Needed 3/26/2013 Hap TMC1 16? Must the designee issue a summons and complaint for a tree removed that Code UFC8 04 040 Tree Permits would have been a complex review?What other choice is there?Require a Response Needed 3/26/2013 Hap permit application? Page 3 Attachment A Urban Forestry Issues Log Tigard City Council March 1,2013-September 15,2013 October 15,2013 Code or Manual Section Topic Issue or Question Action Date Entered By The City Board procedures for complex tree removal permits follow the Type III decision-making procedure but exempt applicants from 18 390 050 A(pre-application conference)and 18 390 050 B 2 e(impact study) Mailing notices to all owners within 500'of the site(as required by 18 390 050 C)seems excessive given the probable impact of any application that a review board is likely to approve Can applicants also be exempted from 18 390 050 C,by replacing with a smaller notification area, by limiting the notice to owner/applicant,interested parties,recognized Code 8 04 030 C Tree Permits neighborhood groups,and adversely affected persons,or by considering Response Needed 6/20/2013 Tim the discretionary review something other than a hearing?(The latter possibility would,in essence,exempt applicants from all requirements of 18 390 050 which pertain to hearings My recollection is that the ORS do not consider all discretionary reviews by decision-making bodies to be "hearings,"such that extensive notification is not necessarily required) Perhaps the reference to 18 390 050 should be replaced with another decision-making procedure altogether? The City Board procedures for complex tree removal permits follow the Type Ill decision-making procedure 18 390 050 E 1(Basis for decision)says that approval or denial"shall be based on standards and criteria,which shall be set forth in the Development Ordinance,and which shall relate approval on[sic]denial of a discretionary permit application to the Code 8 04 030 C Tree Permits Development Ordinance"Yet,the"considerations"on which the Response Needed 6/20/2013 Tim designated board may base their decisions are found in Title 8,not Title 18, and the considerations are explicitly not limited to those specified Perhaps the reference to 18 390 050 should be replaced with another decision- making procedure altogether? 8 14 020 General Scriveners Error Code Tree Permits 1 Trees were planted using the Urban Forestry Fund Number 260 after Scriveners Error 3/5/2013 Hap Provisions March 1,2013, Page 4 Attachment A Urban Forestry Issues Log Tigard City Council March 1,2013-September 15,2013 October 15,2013 Code or Manual Section Topic Issue or Question Action Date Entered By This definition is repetitive A "Caliper"-The tree care industry standard for measuring the trunk diameter of nursery stock Caliper is the average diameter of the trunk of a nursery tree measured six(6)inches above the ground for trunks less than 8 02 050 Definition ^� ^, ��a Code Tree Permits or equal to an average of four(4)inches in diameter Scriveners Error 3/5/2013 Hap of Specific Words 46) �e ,be na4 When the trunk of a nursery tree is greater than an average of four(4)inches in diameter(when measured six(6)inches above ground),caliper is the average diameter at 12 inches above ground (see figure 8 02 1) Tree removal permits were struck from Table 18 3901(Summary of Permits by Type of Decision-Making Procedure) Should they in fact be Tree Removal Permits included somewhere in this table,especially complex permits,which follow are no longer a land Code Table 18 390 1 Tree Permits use decisions so this 6/20/2013 Tim the Type Ill decision-making procedure outlined in 18 390 050? table should remain as is Add a spacing standard to the Street Tree Planting and Maintenance Urban Forestry Standards to address acceptable distance from buildings This will have the Administrative Rules Manual 9/15/2012 Marissa Manual 2 1 F Tree Permits effect of allowing street trees which are causing damage to buildings to be Amendment removed according to the free simple process N/A All Do additional outreach to River Terrace property owners about the Complete 3/19/2013 Darren/ updated regulations so the don't •reem•tivel cut down trees Marissa N/A How is tree permit requirement for development trees defined?By zone or 3/7/2013 Tom by type?(i e Single family home in MUE) Page 5 Attachment B Urban Forestry Plans Received Tigard City Council March 1,2013-September 15,2013 October 15,2013 Urban Number of Number of Forestry Trees Proposed Trees Plan Canopy for Proposed for Case if Title Status Required? Required Preservation Planting Pay? Propose? CUP2013-00001 Costco Gas Station Under Review Y 33% 439 32 N N CUP2013-00002 - Dirksen Nature Park _ Under Review Y .40 - 38-4-1 Sta-nd 22 N N MLP2013-00002 Elite Care at Fanno Creek Partition Approved with conditions Y 40 1+1 Stand 4 N N SLR20f3-b f "'--Bonita Water Pump Station Received - Y " 25 -_ 0 ... 77,7'~' T�� '- SDR2013-00003 LaCie Approved with conditions Y 33 12+3 Stands 23 N N SDR2013-011 I, e Adrienne Approved with conditions Y 33 13 1 SDR2013-00005 68th Non-Accessory Parking Area Approved with conditions Y 33 1 Stand 15 N N SUB2013-00004 Spruce St Subdivision(5 units) Under Review Y 33 1 5 N N SUB2013-00003 Mangold Subdivision(7 units) Incomplete Y 40 17 unknown unknown unknown SUB2013-00002 tennar-133rd Ave Subdivision(14 units Completed Y 42 5 25 N Attachment C Tree Permit Applications Received Tigard City Council March 1,2013-September 15,2013 October 15,2013 Reasons for Removal* Replacement Case# Requirement Type #of Trees HZ DE AD PD DM NU PS RD TV TH LC RE OT Required? TRE 2013-00005 Development Tree 1 x Yes TM:540L.34�Lo= ?5.11000'Ltra(4k. 1. >:( ;;,< l'(i s) TRE 2013-00007 Street Tree 5 x Yes TRE 2013-00009 Street Tree 4 x x No ,rite 145334P1.4931!© ?ii4ar 0 ' Aai0k<. 4! ;:< G:�;.: 0 THE 2013-00011 Street Tree 13 x x Yes Pik J 01.54.131P)U ;r'C1 rn,a_ it •< r(z, TRE 2013-00013 Street Tree 1 x Yes TrAt,-7401_,.',i-012.100! ':as r .i1rrC-+D it * 160, THE 2013-00015 Sensitive Lands 8 x x x x x x x No 1117•41-40)i..:3d132..1il(• ig(115;' vA kP UPi li4i ti[i« r' ''d ):i f., c;< 1,'s 1(4.Ci., TRE 2013-00017 Development Tree 1 x No '1611 X d(bio 0 ii i 'Di ✓X'A oweitarfii lrfr(-Z ft >3 1 THE 2013-00019 Development Tree 38 x x x x x x Yes ilk SgrI; gc o'ru a`(JnLc-hfki4`I_'ti>In114k is ,:< il;: THE 2013-00022 Street Tree 1 x No THE 2013-00024 Street Tree 1 x Yes 1l31 4'i 1CtcXij aii�'-.%Xi1[rca_ it >:t V:x; THE 2013-00026 Development Tree 1 x x No ilk > 1i1. ' 32iU ?it..0.1i i i:r4 ii gc V(?r• THE 2013-00028 Development Tree 4 x Yes 7- 1 Mnt3s,(61Mi1) .aiiie4 i.ir;rt?_ it i i:( In;rg) THE 2013-00030 Development Tree 4 x x x x Yes TIO 71:011,. -41a ait i•frlori 1714-4 71' >:c F: WO) *Reasons for Removal: HZ Tree is a hazard tree RD Roots causing damage DE Tree is dead TV Recommended by TVFR AD Tree is in an advanced state of decline TH Thinning within a stand of trees PD Tree is infested with pests or diseases LC Location conflicts with street projects shown in the TSP DM Tree has sustained physical damage RE Required for the purposes of an approved permit,utility NU Tree is listed on the nuisance tree list or infrastructure project PS Tree location does not meet planting standards OT Other,please describe SUPPLEMENTAL PACKET FOR (DATE OF MEETING) �fj�i�C✓l� //c,,7 City of Tigard .� ' 4 !i (' S + of -- +tr ,f URBAN FORESTRY CODE p►' ! Urban Forestry Code Revisions 6 Month Update 4. MEETING CANOPY TARGETS MEETING CANOPY STANDARDS—AN EXAMPLE Developers have four options they can combine to meet the effective tree canopy requirements. 4 What's on your site today? a• Inventory your trees. Preserve N 4 it 4 • Are any of the existing trees suitable for preservation? Appropriate species in �� good condition and 1 f suitable for preservation .its llllll receive 200 percent credit ���_ 4',,4 What is your development proposal? based on their existing ���"`■�L! N �tAQ. • What is it that you'd like to do? canopy area. o. At 1'L' /y p. IN 1''''.1�l • How does that impact the existing trees on site? Plant `r quils"— The calculated mature canopy area of all trees j„• Determine what is required. planted receive canopy r i+�� to /t Effective Canopy Requirements ii A^ credit,and native trees a NI • Zoning will determine the canopy cover required. receive credit for 125 (�� iu `n r`�..�t • • Other requirements like street trees,spacing,tree protection,soil percent of their mature � _ volumes,etc. canopy area.(Street trees receive 100 percent credit even though streets are not part of the site What option works best? or lot area calculation.) et fa Meeting Canopy Targets 41 ' There are four oprions to meet canopy requirements:preservation, Pay planting,fee-in-lieu and discretionary review. A fee-in-lieu can be paid �"��� for the city to plant or N..�" preserve trees elsewhere.As rtA�. --*-� --4_ of March 1,2013,the fee Ai it el� to r Show your work. ,,_..l :Lot area 10.000 ft' is$2.95 per square foot of __ - Ir—. r ' 962 erved- • Your Urban Forestry Plan shows how the canopy tree canopy. , requirements are met.Components: Planted M�•�� i ise trees ✓Tree Preservation and Removal Site Plan is essentially a Propose �.�,.� �� — - demolition plan that shows trees to be preserved and /' •�� p p Alternative proposals ��..�0� trees to be removed. Afi u+ that provide equivalent j C Lot area 10,000 ft' ✓The Tree Canopy Site Plan shows trees to be preserved environmental benefits \a:?:i 4v 2x preserved 1,924 ft' and planted to meet canopy requirements. (hydrological,climate .�� canopy area ✓The Supplemental Report is a narrative for the site plans or wildlife)can receive _��a Planted canopy area 2,512 ft' and provides more detailed inventory data on the trees. discretionary approval. Total canopy area 4,436 ft' it also contains the calculations for how the canopy requirements are met.The detailed requirements are in 'Wok: Mere are additional canopy requirements for purking Effective canopy Urban Forestry Manual Section 10. lots.Please see brucbure titled"Parking lot free (canopy area+lot areal 4496 Ganope Requirements." TREE GROVE PRESERVATION EXAMPLE Below is an example of how a property owner may use the flexible standards to adjust lot sizes in a land division to preserve a portion of the tree grove on his or her property. • Option 1:Standard lot subdivision,no tree grove preserved f 11"" - ._ \ .- Average Lot Size: di._-,' •,t j, , g - ..µ. - 7,500-8,500 sq.ft. v., • p a e Number of Units: �. lil0 W t r $ 0 28 s Pp. A II is • Option 2:Standard lot subdivision,all tree grove preserved chl f - - , Average Lot Size: 7,500-8,500 sq.ft. . Number of Units: : 15 ___ __MI i.'; Minimum Density ► f'' stir., AP, ,.,."aims.. A Waived • Option 3:Standard and small lot subdivision,portion of tree grove preserved i 'r'^ 1 . ,-' -. Average Lot Size: i . f' '- .I • ,, 7,500-8,500 sq.ft. . a 'r " "° R a 3.500-4.500 sq.ft. f tw:J. d g 117 . uri . ati Number of Units: I 111 11 Standard r 40` 1111. IiN 17 Small Lot r .1., A- ,r.. rik ), -•+ —�-» 28 Units Total Urban Forestry Type of Type of Tree to be Removed Manual Section Development with Relevant Approval Criteria twill Street Tree 911,11 • Trees located near the street or in a landscaping All 11, "'I`� strip in front of your house. Section 3 Median Tree • Trees in the median between opposing lanes of All < traffic. Section 5 Sensitive Lands Tree • Trees located in areas of steep slopes,flood plains, All Fl stream corridors,significant habitat areas or wet- Section 6 u I® lands.Check Tigard Maps online at www.tigard-or. gov/maps to see if your property has sensitive lands. Urban Forestry Fund'Tree • Trees planted using the city's Urban Forestry Fund. All Section 8 Heritage Tree • Trees designated as a Heritage Tree. All Section 9 Development-required Tree Multi-family, • Trees required with the approval of multi-family, Commercial commercial or industrial development. Section 7 or Industrial HAZARD TRIEIE IDCAMPLES EVALUATION AND ABATEMENT PROCESSES: m/ INFORMAL RECONCILIATION VS. FORMAL RECONCILIATION ,+ r The Hazard Tree Evaluation and Abatement procedures include two options:1)informal reconciliation,between •• • } ✓ parties without city involvement;or 2)formal reconciliation,where the claimant submits an application,provides information and pays fees to the city.City will accept the application for formal reconciliation only after the informal P process has been completed. .r "al ma �r �uy� ` eI