City Council Packet - 11/29/2016 City of Tigard
TIGARDTigard Special Meeting - Agenda
TIGARD CITY COUNCIL GROUND RULES MEETING
MEETING DATE AND November 29, 2016 - 4-7 p.m.
TIME:
MEETING LOCATION: City of Tigard - Fanno Creek House - 13335 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 503-718-2419 (voice) or 503-684-2772 (TDD - Telecommunications Devices for the Deaf).
Upon request, the City will also endeavor to arrange for the following services:
• Qualified sign language interpreters for persons with speech or hearing impairments; and
• Qualified bilingual interpreters.
Since these services must be scheduled with outside service providers, it is important to allow
as much lead time as possible. Please notify the City of your need by 5:00 p.m. on the Thursday
preceding the meeting by calling: 503-639-4171, ext. 2410 (voice) or 503-684-2772 (TDD -
Telecommunications Devices for the Deaf).
SEE ATTACHED AGENDA
City of Tigard
•
T« ` Tigard Special Meeting - Agenda
ARD
TIGARD CITY COUNCIL GROUND RULES MEETING
MEETING DATE AND November 29, 2016 - 4-7 p.m.
TIME:
MEETING LOCATION: City of Tigard - Fanno Creek House - 13335 SW Hall Blvd.,
Tigard, OR 97223
•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. SPECIAL MEETING 4:00 p.m.
A. Call to Order- City Council
B. Roll Call
2. Topics for Discussion
• Review Adopted Ground rules, 2017 revisions
• Board and Committee Assignments for 2017
• Administrative Items
•Meeting days and agendas
•Council mail
•Approach to staff contacts
•Council travel policy
•Two-pass "rule" for contracts and agreements
3. ADJOURNMENT 7:00 p.m. estimated time
CITY OF TIGARD, OREGON
TIGARD CITY COUNCIL
RESOLUTION NO. 15- 0.2
A RESOLUTION AMENDING THE COUNCIL GROUNDRULES AND SUPERSEDING
RESOLUTION NO. 13-04
WHEREAS, the Council Groundrules were reviewed and updated on January 29, 2013, with the adoption of
Resolution No. 13-04;and
WHEREAS, newly elected officials and mid-term elected officials reviewed the groundrules during a special
council meeting held December 18,2014;and
WHEREAS, the City Council discussed the groundrules at its December 18, 2014, special meeting and
determined updating of the groundrules was desired.
NOW,THEREFORE,BE IT RESOLVED by the Tigard City Council that:
SECTION 1: Council Groundrules as outlined in Exhibit A represent the agreement of the Mayor and City
Councilors and is hereby adopted.
SECTION 2: This resolution is effective immediately upon passage.
PASSED: This 131' day of 9 )Ze/Z(4, 2015.
Mayor- .ty of Tigard
A FI EST:
City Recorder-City of Tigard
RESOLUTION NO. 15- O 2
Page 1
Exhibit A — Resolution No. 15-
Tigard City Council Groundrules
The Tigard City Council hereby adopts the following rules for government of its members and
proceedings. (Tigard City Charter,Chapter IV, Section 13).These rules will be reviewed and signed
off on by each councilor annually.
1. Mandates are not discretionary. Any council or councilor who fails to abide by these is at risk
of serious trouble and/or dysfunction.
2. Processes and Procedures are the rules the council sets to manage its own business.
3. Mutual Expectations reflect agreements and understandings among councilors to behave in
certain ways. Once agreements are made, councilors who do not abide by them are likely to be
mistrusted by their colleagues.
4. General Guidelines for Effective, Respectful Councils are basic rules of courtesy and respect
that should guide any Council...or any other group for that matter.
1. Mandates
• In no case should councilors direct the work of staff without prior approval of the department
head or city manager.
• Council members will not contact a board member to lobby on behalf of an individual,business
or developer. Council members may contact the board member in order to clarify a position
taken by the board. Council members may respond to inquiries from board members.
Communications should be for information only.
• Board members do not report to individual council members. Individual councilors have no
authority to remove board members.
• Be aware of the public nature of written notes.calendars.voicemail messages.and e-mail. All
written or recorded materials including notes,voicemail,text messages and e-mail created as part
of one's official capacity will be treated as potentially "public" communication.
• Respect the professional duties of city staff. Council members should refrain from disrupting
staff from the conduct of their jobs;participating in administrative functions including directing
staff assignments; attending staff meetings unless requested by staff;and impairing the ability of
staff to implement policy decisions.
• Reject gifts, services or other special considerations.
• Councilors are encouraged to disclose potential conflicts of interest and excuse themselves from
participating in decisions when an immediate family's or their own financial interests may be
affected by the council's action. If in doubt, councilors are encouraged to discuss the matter with
the city attorney.
• Protect confidential information concerning litigation,personnel,property,or other affairs of the
city.
• Use public resources,such as staff time,equipment,supplies or facilities,only for city-related
business.
• A council member may be censured by the other council members for misconduct,
nonperformance of duty or failure to obey the laws of the federal, state, or local government.
11Page
Exhibit A — Resolution No. 15- 0 L
2. Processes and Procedures
Ending Time for Council Meetings
• The chair or other members if the chair fails to remember may call for a point of order at or
around 9 p.m. to review remaining agenda items. The council may reset or reschedule items,
which it feels may not be reached prior to the regular time of adjournment.
• The council's goal is to adjourn prior to 9:30 p.m. unless extended by majority consent of
council members present. If not continued by majority consent, the meeting shall be adjourned
to the next scheduled meeting or the meeting shall be continued to another regular or special
meeting at another date and time.
"Citizen Communication"
• The "Citizen Communication"portion of the agenda is a regular feature on the council business
meetings. To manage the agendas to allow council time to consider the remaining agenda items
scheduled for the business meeting, this agenda item will be allotted a maximum of 20 minutes.
This item will be placed near the beginning of the council agenda to give citizens a chance to
introduce a topic to the City Council. The mayor or the council president (if the mayor is
absent) may ask speakers to keep their remarks to about two to five minutes. If a large number
of speakers have signed up, the mayor might ask speakers to keep their comments closer to two
minutes.
• At the conclusion of the Citizen Communication period,the mayor, a council member or staff
member will comment what,if any, follow-up action will be taken to respond to each issue. At
the beginning of Citizen Communication at the next business meeting, staff will update the
council and community on the review of the issue(s), the action taken to address the issue, and a
statement of what additional action is planned. Council may decide to refer an issue to staff
and/or schedule the topic for a later council meeting.
Budget Decisions
• Budget cuts or increases are policy decisions. Budgets will not be cut"piece meal" or"across
the board,"but rather should be made in service or program areas,giving staff full opportunity
to provide data clearly defining the anticipated impact of the action.
Council Liaisons
• Council liaison assignments are determined by consensus of City Council. The goal is to have
assignments evenly divided between council members. When making assignments consideration
should be given to continuity and the background,experience and expertise of individual
councilors. Should two or more Council members seek appointment to a position,preference of
the longest serving Council member may be a consideration.
• The role of the council liaison is to periodically attend board meetings,listen to the board
discussion, set context for the board regarding council decisions/goals/policies and city
priorities,answer questions and carry concerns and information to report back to the full
council. Council liaisons may attend board meetings more frequently if attendance is requested
by the board. Councilors should make their role clear to the board when attending a meeting as a
council liaison.
21Page
Exhibit A — Resolution No. 15- 0 Z-
•
■ Council liaisons are not to direct the business or decision-making process of the board and do
not vote of matters before the board.
• Council liaisons do not initiate,propose or advocate for their personal position on a matter
before the board.
• Council liaisons at times may advocate council actions on behalf of their assigned board. Great
care must be taken to avoid the appearance of unfairness,conflict of interest or circumstances
where such possibilities may exist (e.g., Planning Commission quasi-judicial matters).
• Council liaisons are expected to represent the city positively and promote constructive
relationships with community volunteers and city partners. Failure to maintain positive
relationships can result in the removal of a Councilor from committee assignments.
City Council Compensation
Section 2.44.020 of the Tigard Municipal Code provides for compensation for attendance at Council
meetings and meetings for an intergovernmental board,committee or agency. The amount of the
compensation for Council members may be reviewed and set annually by resolution of the City
Council as part of the budget cycle. As part of the annual review,Council may elect to enter into an
agreement with the Mayor or one City Councilor to assume additional responsibilities for additional
compensation. The additional duties shall relate to representing the city on regional, state or federal
issues and committees or task forces. The responsibilities and compensation shall be set by
agreement between the Mayor or Councilor and the Council members. (Mayor Cook will serve as
provided in Resolution No. 10-36: "The annual stipend for the Mayor shall be no more than
$42,000. It is the expectation of the City Council that the assignments given to the Mayor, over and
above usual and customary assignments... (Described in Section 6 of Res. 10-36...will require an
average of twenty (20) hours each week during business hours.")
3. Mutual Expectations
Communication among Councilors
• Information received by a council member that affects the council should be shared with the
whole council. The city manager is to decide on"gray areas,"but too much information is
preferable to too little.
• Councilors and the city manager agree to report and discuss any contact that might affect labor
relations with the entire council in Executive Session.
• No surprises or ambushes.
• Bounce ideas off each other by phone or informal conversation,always mindful not to form a
quorum.
• Share substantive information that is relevant to a matter under consideration from sources
outside the public decision-making process with my fellow council members and staff.
• It is the council's job to govern itself. If a discussion is going overly long or if a discussion
becomes heated or tense,a council member may consider calling for a point of order to suggest
taking a break or deferring the discussion to a future meeting.
• The presiding officer should invite each councilor to express his or her opinion.
Wage
Exhibit A — Resolution No. 15-O Z
Communication with Staff
• Councilors are encouraged to avoid substantive contact with staff below the department head to
avoid possible disruption of work,confusion on priorities and limited scope of responses.
• City manager shares information equally with councilors.
Communication with Boards and Commissions
• Council members may attend any board meeting,which is open to any member of the public.
However,council members should be sensitive to the way their participation could be viewed as
unfairly affecting the process.
Communication with Other Public Agencies
• Council members will be clear about representing the city or personal interests. If a council
member appears before another governmental agency or organization to give a statement on an
issue, the council member must clearly state whether the statement reflects personal opinion or
is the official position of the city.
• If a council member is representing the city on a board,committee or at a public meeting, that
council member will consistently support and advocate the city's official position on an issue and
cannot foster or further a personal viewpoint that is inconsistent with the official city position.
Communication on Behalf of the City or the Council
• Do not provide the official response to communications directed to the full council. The city
manager or mayor will coordinate the response on behalf of the city. It is appropriate for
councilors to acknowledge receipt of communication and thank the sender.
• It is the policy of the council that if councilors are contacted regarding labor relations during
labor negotiations or conflict resolution proceedings, then councilors have no comment.
• Communication that represents the city's position on an issue should come through city hall and
be provided by the city manager. Direct submittals or inquiries to the council or individual
councilors should be referred to the city manager,or councilors may ask the city manager to
look into an issue.
• Make no promises on behalf of the council in unofficial settings. Council members will
frequently be asked to explain a council action or to give their opinion about an issue as they
meet and talk with citizens. It is appropriate to give a brief overview. Overt or implicit
promises of specific action or promises that city staff will take a specific action are to be
avoided.
Use of Electronic Communications Devices During Council Meetings
• Councilors shall not use electronic communication devices to review or access information
regarding matters not in consideration before the council during a council meeting.
• Councilors shall not access the internet but may access council packet information and personal
review annotations concerning any matter pending before the council during a council meeting.
Councilors are to keep their focus on the proceedings.
41Page
Exhibit A — Resolution No. 15-0 Z-
4. General Guidelines for Effective, Respectful Councils
• Recognize that you are seen as a councilor at all times,no matter how you see yourself at any
particular time. Thus, councilors are always treated by administration as council members.
• Whenever you put anything in writing, assume that everyone in the city is looking over your
shoulder.
• If a communication is directed to an individual councilor,you may choose to respond as an
individual or refer to the city manager.
• Councilors are encouraged to maintain open communications with the city manager,both as a
group and individually.
• Councilors are encouraged to take issues to the city manager first,giving as much information as
possible to ensure a thorough response.
• In the absence of the city manager, councilors are encouraged to contact the assistant city
manager. In the absence of both the city manager and the assistant city manager,councilors are
encouraged to contact the department head, realizing that the department head will discuss any
such inquiries with the city manager.
• Communicate clearly, directly and respectfully. Focus on problems and solutions, not people.
• Our goal is mutual confidence and respect with staff. Compliment staff members when they
make good presentations. Be friendly. Attend staff occasions when you can.
• Be courteous.
• Honestly share concerns and opinions with each other.
• Don't blurt it out on TV.
• If you hold back in a meeting, follow up later with fellow councilors or the city Manager.
• Spend some casual time together.
• Practice civility.professionalism and decorum in discussions and debate. Difficult questions,
tough challenges to a particular point of view, and criticism of ideas and information are
legitimate elements of democratic governance. This does not allow,however, council members
to make belligerent,personal, slanderous, threatening, abusive, or disparaging comments.
• Avoid personal comments that are intended to,or could reasonably be construed to.offend
other members or citizens. If a council member is offended by the conduct or remarks of
another member, the offended member is encouraged to address the matter early with the
offending member.
• Continue respectful behavior in private. The same level of respect and consideration of
differing points of view deemed appropriate for public discussion should be maintained in
private conversations.
• Even private conversations can have a public presence. Council members should be aware that
they are the focus of the public's attention. Even casual conversation about city business,other
public officials or staff may draw attention and be repeated.
• Understand proper political involvement. Council members, as private citizens, may support
political candidates or issues but such activities must be done separate from their role as a
council member.
51Page
Exhibit A — Resolution No. 15- a Z
• Be welcoming to speakers and treat them with respect by giving them full attention
demonstrated by eye contact and active listening;avoid interrupting them with questions or
comments. For many citizens, speaking in front of the council is a new and difficult experience.
• Council members should commit full attention to the speaker. Comments,questions, and non-
verbal expressions should be appropriate, respectful and professional.
• Be honest with fellow council members, the public and others.
• Credit others'contributions to moving our community's interests forward.
• Make independent,objective, fair and impartial judgments by avoiding relationships and
transactions that give the appearance of compromising objectivity, independence, and
honesty.
• Review materials provided in advance of the meeting.
• Make every effort to attend meetings.
• Be prepared to make difficult decisions when necessary.
• Contribute to a strong organization that exemplifies transparency.
• Make decisions after prudent consideration of their financial impact, taking into account the
long-term financial needs of the city.
• Promote meaningful public involvement in decision-making processes.
• Treat council members,board members, staff and the public with patience,courtesy and civility,
even when we disagree on what is best for the community.
• Conduct myself in a courteous and respectful manner at all times.
• Encourage participation of all persons and groups.
6IPage
Exhibit A — Resolution No. 15- D Z
Tigard City Council Groundrules
The Tigard City Council hereby adopts the following rules for government of its members and
proceedings. (Tigard City Charter,Chapter IV, Section 13). These rules will be reviewed and signed
off on by each councilor annually.
1. Mandates are not discretionary. Any council or councilor who fails to abide by these is at risk
of serious trouble and/or dysfunction.
2. Processes and Procedures are the rules the council sets to manage its own business.
3. Mutual Expectations reflect agreements and understandings among councilors to behave in
certain ways. Once agreements are made, councilors who do not abide by them are likely to be
mistrusted by their colleagues.
4. General Guidelines for Effective, Respectful Councils are basic rules of courtesy and respect
that should guide any Council...or any other group for that matter.
1. Mandates
• In no case should councilors direct the work of staff without prior approval of the department
head or city manager.
• Council members will not contact a board member to lobby on behalf of an individual, business
or developer. Council members may contact the board member in order to clarify a position
taken by the board. Council members may respond to inquiries from board members.
Communications should be for information only.
• Board members do not report to individual council members. Individual councilors have no
authority to remove board members.
• Be aware of the public nature of written notes. calendars.voicemail messages. and e-mail. All
written or recorded materials including notes,voicemail,text messages and e-mail created as part
of one's official capacity will be treated as potentially "public" communication.
• Respect the professional duties of city staff. Council members should refrain from disrupting
staff from the conduct of their jobs;participating in administrative functions including directing
staff assignments; attending staff meetings unless requested by staff;and impairing the ability of
staff to implement policy decisions.
• Reject gifts, services or other special considerations.
• Councilors are encouraged to disclose potential conflicts of interest and excuse themselves from
participating in decisions when an immediate family's or their own financial interests may be
affected by the council's action. If in doubt, councilors are encouraged to discuss the matter with
the city attorney.
• Protect confidential information concerning litigation,personnel,property,or other affairs of the
city.
• Use public resources,such as staff time,equipment,supplies or facilities, only for city-related
business.
• A council member may be censured by the other council members for misconduct,
nonperformance of duty or failure to obey the laws of the federal, state,or local government.
1 ( Page
Exhibit A — Resolution No. 15- 6
2. Processes and Procedures
Ending Time for Council Meetings
• The chair or other members if the chair fails to remember may call for a point of order at or
around 9 p.m. to review remaining agenda items. The council may reset or reschedule items,
which it feels may not be reached prior to the regular time of adjournment.
• The council's goal is to adjourn prior to 9:30 p.m. unless extended by majority consent of
council members present. If not continued by majority consent, the meeting shall be adjourned
to the next scheduled meeting or the meeting shall be continued to another regular or special
meeting at another date and time.
"Citizen Communication"
• The "Citizen Communication"portion of the agenda is a regular feature on the council business
meetings. To manage the agendas to allow council time to consider the remaining agenda items
scheduled for the business meeting, this agenda item will be allotted a maximum of 20 minutes.
This item will be placed near the beginning of the council agenda to give citizens a chance to
introduce a topic to the City Council. The mayor or the council president (if the mayor is
absent) may ask speakers to keep their remarks to about two to five minutes. If a large number
of speakers have signed up, the mayor might ask speakers to keep their comments closer to two
minutes.
• At the conclusion of the Citizen Communication period,the mayor, a council member or staff
member will comment what,if any, follow-up action will be taken to respond to each issue. At
the beginning of Citizen Communication at the next business meeting, staff will update the
council and community on the review of the issue(s), the action taken to address the issue,and a
statement of what additional action is planned. Council may decide to refer an issue to staff
and/or schedule the topic for a later council meeting.
Budget Decisions
• Budget cuts or increases are policy decisions. Budgets will not be cut"piece meal" or"across
the board,"but rather should be made in service or program areas,giving staff full opportunity
to provide data clearly defining the anticipated impact of the action.
Council Liaisons
• Council liaison assignments are determined by consensus of City Council. The goal is to have
assignments evenly divided between council members. When making assignments consideration
should be given to continuity and the background, experience and expertise of individual
councilors. Should two or more Council members seek appointment to a position,preference of
the longest serving Council member may be a consideration.
• The role of the council liaison is to periodically attend board meetings, listen to the board
discussion, set context for the board regarding council decisions/goals/policies and city
priorities, answer questions and carry concerns and information to report back to the full
council. Council liaisons may attend board meetings more frequently if attendance is requested
by the board. Councilors should make their role clear to the board when attending a meeting as a
council liaison.
2IPage
Exhibit A — Resolution No. 15- 0 2--
•
■ Council liaisons are not to direct the business or decision-making process of the board and do
not vote of matters before the board.
• Council liaisons do not initiate, propose or advocate for their personal position on a matter
before the board.
• Council liaisons at times may advocate council actions on behalf of their assigned board. Great
care must be taken to avoid the appearance of unfairness,conflict of interest or circumstances
where such possibilities may exist (e.g., Planning Commission quasi-judicial matters).
• Council liaisons are expected to represent the city positively and promote constructive
relationships with community volunteers and city partners. Failure to maintain positive
relationships can result in the removal of a Councilor from committee assignments.
City Council Compensation
Section 2.44.020 of the Tigard Municipal Code provides for compensation for attendance at Council
meetings and meetings for an intergovernmental board,committee or agency. The amount of the
compensation for Council members may be reviewed and set annually by resolution of the City
Council as part of the budget cycle. As part of the annual review,Council may elect to enter into an
agreement with the Mayor or one City Councilor to assume additional responsibilities for additional
compensation. The additional duties shall relate to representing the city on regional, state or federal
issues and committees or task forces. The responsibilities and compensation shall be set by
agreement between the Mayor or Councilor and the Council members. (Mayor Cook will serve as
provided in Resolution No. 10-36: "The annual stipend for the Mayor shall be no more than
$42,000. It is the expectation of the City Council that the assignments given to the Mayor,over and
above usual and customary assignments... (Described in Section 6 of Res. 10-36...will require an
average of twenty (20) hours each week during business hours.")
3. Mutual Expectations
Communication among Councilors
• Information received by a council member that affects the council should be shared with the
whole council. The city manager is to decide on"gray areas,"but too much information is
preferable to too little.
• Councilors and the city manager agree to report and discuss any contact that might affect labor
relations with the entire council in Executive Session.
• No surprises or ambushes.
• Bounce ideas off each other by phone or informal conversation,always mindful not to form a
quorum.
• Share substantive information that is relevant to a matter under consideration from sources
outside the public decision-making process with my fellow council members and staff.
• It is the council's job to govern itself. If a discussion is going overly long or if a discussion
becomes heated or tense,a council member may consider calling for a point of order to suggest
taking a break or deferring the discussion to a future meeting.
• The presiding officer should invite each councilor to express his or her opinion.
3IPage
Exhibit A — Resolution No. 15- 4 Z
Communication with Staff
• Councilors are encouraged to avoid substantive contact with staff below the department head to
avoid possible disruption of work,confusion on priorities and limited scope of responses.
• City manager shares information equally with councilors.
Communication with Boards and Commissions
• Council members may attend any board meeting,which is open to any member of the public.
However, council members should be sensitive to the way their participation could be viewed as
unfairly affecting the process.
Communication with Other Public Agencies
• Council members will be clear about representing the city or personal interests. If a council
member appears before another governmental agency or organization to give a statement on an
issue, the council member must clearly state whether the statement reflects personal opinion or
is the official position of the city.
• If a council member is representing the city on a board,committee or at a public meeting,that
council member will consistently support and advocate the city's official position on an issue and
cannot foster or further a personal viewpoint that is inconsistent with the official city position.
Communication on Behalf of the City or the Council
• Do not provide the official response to communications directed to the full council. The city
manager or mayor will coordinate the response on behalf of the city. It is appropriate for
councilors to acknowledge receipt of communication and thank the sender.
• It is the policy of the council that if councilors are contacted regarding labor relations during
labor negotiations or conflict resolution proceedings, then councilors have no comment.
• Communication that represents the city's position on an issue should come through city hall and
be provided by the city manager. Direct submittals or inquiries to the council or individual
councilors should be referred to the city manager,or councilors may ask the city manager to
look into an issue.
• Make no promises on behalf of the council in unofficial settings. Council members will
frequently be asked to explain a council action or to give their opinion about an issue as they
meet and talk with citizens. It is appropriate to give a brief overview. Overt or implicit
promises of specific action or promises that city staff will take a specific action are to be
avoided.
Use of Electronic Communications Devices During Council Meetings
• Councilors shall not use electronic communication devices to review or access information
regarding matters not in consideration before the council during a council meeting.
• Councilors shall not access the Internet but may access council packet information and personal
review annotations concerning any matter pending before the council during a council meeting.
Councilors are to keep their focus on the proceedings.
Wage
Exhibit A — Resolution No. 15- O 2-
4.
4. General Guidelines for Effective, Respectful Councils
• Recognize that you are seen as a councilor at all times, no matter how you see yourself at any
particular time. Thus, councilors are always treated by administration as council members.
• Whenever you put anything in writing, assume that everyone in the city is looking over your
shoulder.
• If a communication is directed to an individual councilor,you may choose to respond as an
individual or refer to the city manager.
• Councilors are encouraged to maintain open communications with the city manager, both as a
group and individually.
• Councilors are encouraged to take issues to the city manager first,giving as much information as
possible to ensure a thorough response.
• In the absence of the city manager,councilors are encouraged to contact the assistant city
manager. In the absence of both the city manager and the assistant city manager,councilors are
encouraged to contact the department head,realizing that the department head will discuss any
such inquiries with the city manager.
• Communicate clearly,directly and respectfully. Focus on problems and solutions, not people.
• Our goal is mutual confidence and respect with staff. Compliment staff members when they
make good presentations. Be friendly. Attend staff occasions when you can.
• Be courteous.
• Honestly share concerns and opinions with each other.
• Don't blurt it out on TV.
• If you hold back in a meeting, follow up later with fellow councilors or the city Manager.
• Spend some casual time together.
• Practice civility,professionalism and decorum in discussions and debate. Difficult questions,
tough challenges to a particular point of view, and criticism of ideas and information are
legitimate elements of democratic governance. This does not allow, however, council members
to make belligerent, personal, slanderous, threatening,abusive,or disparaging comments.
• Avoid personal comments that are intended to. or could reasonably be construed to.offend
other members or citizens. If a council member is offended by the conduct or remarks of
another member, the offended member is encouraged to address the matter early with the
offending member.
• Continue respectful behavior in private. The same level of respect and consideration of
differing points of view deemed appropriate for public discussion should be maintained in
private conversations.
• Even private conversations can have a public presence. Council members should be aware that
they are the focus of the public's attention. Even casual conversation about city business,other
public officials or staff may draw attention and be repeated.
• Understand proper political involvement. Council members,as private citizens, may support
political candidates or issues but such activities must be done separate from their role as a
council member.
5IPage
Exhibit A — Resolution No. 15- 0 Z
• Be welcoming to speakers and treat them with respect by giving them full attention
demonstrated by eye contact and active listening;avoid interrupting them with questions or
comments. For many citizens, speaking in front of the council is a new and difficult experience.
• Council members should commit full attention to the speaker. Comments, questions, and non-
verbal expressions should be appropriate, respectful and professional.
• Be honest with fellow council members, the public and others.
• Credit others' contributions to moving our community's interests forward.
• Make independent,objective, fair and impartial judgments by avoiding relationships and
transactions that give the appearance of compromising objectivity, independence, and
honesty.
• Review materials provided in advance of the meeting.
• Make every effort to attend meetings.
• Be prepared to make difficult decisions when necessary.
• Contribute to a strong organization that exemplifies transparency.
• Make decisions after prudent consideration of their financial impact, taking into account the
long-term financial needs of the city.
• Promote meaningful public involvement in decision-making processes.
• Treat council members,board members, staff and the public with patience,courtesy and civility,
even when we disagree on what is best for the community.
• Conduct myself in a courteous and respectful manner at all times.
• Encourage participation of all persons and groups.
6IPage
2016 City Council Appointment Matrix Updated 10-16-16
Primary Time
Committee Name Representative Alternate Rep Meeting Frequency Expectation Staff Liaison
Audit Committee Councilor Snider None 2 - 3 times per year 6-8 hours per yr Cara Fitzpatrick
The Audit Committee is responsible for selecting the auditing firm and meets twice (minimum)with CPA firm reps appointed to perform the city's annual
financial audit. Members participate in the appointment, compensation,retention and oversight of any independent accountants engaged for the purpose of
preparing and issuing an independent audit report or performing other independent audit,review or attest services.
3-4 consecutive Monday
Budget Committee All Council None Toby LaFrance
evenings in April&May
The Budget Committee provides a public forum to obtain public views in the preparation of fiscal policy.
Budget Subcommittee-Social Services Councilor Woodard None 2 meetings in March 10 hours a year Toby LaFrance
Reviews applications submitted by social service agencies for contributions from the city. Consists of 1 Council member and 2 citizen-members of the
Budget Committee.
Council Study Session in 5 hours/yr (reading
Budget Subcommittee-Events All Council None March proposals dam' Toby LaFrance
deliberation)
Reviews requests for contributions to community events.
City Center Development Agency All Council None First Tuesday of month Approximately 2 Sean Farrelly
hours per month
Council members serve as the urban renewal agency's board.
No role for 15`Wednesday of the month,9-11 a.m. @ North
Clackamas River Water Providers electeds at this None Clackamas Water Commission Building, 14275 S John Goodrich
time-in transition Clackamas River Drive, Oregon City
Comprised of six municipal water providers on the Clackamas River serving more than 300,000 people in Clackamas County. Participation is voluntary and funded
through membership dues.The CRWP projects and staff are jointly funded but each individual organization retains autonomy. Conservation programs and services are
provided to CRWP members. Members include Estacada,Lake Oswego,Gladstone,Tigard,and the North Clackamas Counter Water Commission,Oak Lodge Water
District,Sunrise Water Authority,South Fork Water Board and Clackamas River Water. (Staff Technical Committee)
2016 Council Appointment Matrix—Page 1 Updated 11/16/16
Prima
Time
Committee Name Represent five Alternate Rep Meeting Frequency Expe anon Staff Liaison
Community Development Block Grant Councilor 2nd Thursday of the month Approximately
Policy Advisory Board Goodhouse Lina Smith at 7 p.m. Location rotates 2 hours month Lina Smith
By IGA,Washington Co. established the Community Development Policy Advisory Board (PAB) to represent the County Consortium,make
recommendations to the County Commissioners on all matters pertaining to the CDBG program. Includes a representative,generally an elected official,
from the County and each of the 11 participating cities in the county
Intergovernmental Water Board Councilor Councilor 2nd Wednesday/month, Monthly Brian Rager/John
Woodard Goodhouse 5:30 p.m.,Water Building Goodrich
To make recommendations to the Tigard City Council on water issues and to carry out other responsibilities set forth in the IGA between Tigard,Durham,
King City and the Tigard Water District. Each jurisdiction is represented by a member + 1 at-large.
Metro Joint Policy Advisory Beaverton Mayor Cornelius Mayor 3rd Thursday/month Mayor Cook& Kenny
Commission on Transportation Doyle Jef Dalin 7:30- 9 a.m. @ Metro 2-3 hours Asher monitor
Tigard Mayor Cook to attend/monitor meetings on regular basis. 17-member committee provides a forum for elected officials and representatives of
agencies involved in transportation to evaluate transportation needs in the region and to make recommendations to Metro council.
Mayor's AppointmentAdvisory The Councilor serving as liaison to the committee that is recruiting will be the one that Staff Liaison to the
Committee interviews applicants with the Mayor. committee interviewing
The Mayor and one councilor. The councilor serving as the current City Council liaison will interview applicants for filling available seats on city boards,committees and
commissions. For example,when interviewing applicants for the Planning Commission,the Mayor and the primary Council liaison will interview candidates with a
meeting time and date to conduct the interviews coordinated by the staff liaison.
Metropolitan Area Communications 6 times a year,usually Wednesday, 1-5 p.m. at
Commission Councilor Woodard Louis Sears MACC headquarters in Beaverton Louis Sears
MACC is the governing body that oversees the contracts for cable services and TVCTV. The Executive Committee meets separately to make
recommendations to the Commission on administrative issues including budget and the review of the Executive Director.
Regional Water Providers Consortium None Quarterly meeting held at 8 hours/year John Goodrich
Metro
Consortium is comprised of all water suppliers in the metro area. The Councilor appointee to this group represents the city on regional policy issues.
SW Corridor Plan Steering Committee Mayor Cook Councilor Monthly 2-3 hours/mo. Buff Brown
Goodhouse
Consists of project partner elected and appointed officials who make final recommendations to the Metro Council and other jurisdictions for the SW
Corridor Plan
2016 Council Appointment Matrix—Page 2 Updated 11/16/16
Primary Time
Committee Name Representatives Alternate Rep Meeting Frequency Expectation Staff Liaison
Tigard-Lake Oswego Joint Water We have two primary seats: bimonthly—location
Partnership Oversight Committee Councilor Snider,Mayor Cook rotates between Tigard 2 4 hours/mo. Dennis Koellermeier
&Lake 0 i
Membership is comprised of staff and elected officials to govern water partnership between the cities.
Washington County Coordinating Mayor Cook Councilor 2"d Monday @ noon 2 hours per month Buff Brown
Committee Goodhouse Beaverton City Hall
WCCC reviews and comments on major land use and transportation issues and provides a forum for discussion which results in recommendations for a
coordinated approach between jurisdictions. The Committee has specific authority on the Major Streets Transportation Improvement Program (MSTIP)
and the Countywide Traffic Impact Fee (TIF) program. Representatives to JPAC and MPAC from County and cities in the Co.will be on the policy body.
Westside Economic Alliance Mayor Cook Councilor 4th Wednesday @ 7:30-9 Plus Monthly Kenny Asher
Goodhouse a.m. St.V's hospital breakfast forum
Create an environment conducive to business growth,working to influence decisions on policies and regulations impacting the economic vitality of the area.
Willamette River Water Coalition Councilor Goodhouse Quarterly 6 - 8 hours/year John Goodrich
The Willamette River Water Coalition (WRWC) was created in 1997 under ORS Chapter 190 and is comprised of four local governments that have united
together in order to preserve water rights/access to the Willamette River as a potential municipal and industrial water source for their
communities. Member cities:Tigard,Tualatin, Sherwood,and the Tualatin Valley Water District.
2016 Council Appointment Matrix—Page 3 Updated 11/16/16
Tigard Board & Committee Liaison Assignments:
Committee Name Primary Representative Alternate Rep Meeting Frequency Time Staff T.iaison
City Center Advisory Councilor
Commission Goodhouse 2„d Wednesday @ 6:30 p.m. 3-5 hrs/mo Sean Farrelly
This committee's role is defined in the City Charter and is to assist the Urban Renewal Commission in developing and carrying out an Urban Renewal Plan.
Urban Renewal Funding Councilor Goodhouse Councilor Snider As needed Sean Farrelly
Selection Subcommittee
To encourage businesses to make improvements to storefronts or commercial facades in downtown by providing design assistance and/or matching funds
and to make recommendations for various public art options that may be purchased with the urban renewal funds for the Main St./Green St.project. *Two
council representatives required.
Development Advisory
Committee
This committee developed out of talks with the Home Builders Assn. Details will be determined.
Library Board Councilor Snider I None 2nd Wednesday- 7 p.m. 2 hrs/mo Margaret Barnes
This board advises Council on library policies,budget, facilities &other community needs to provide quality library service,per TMC 2.36.030.
Neighborhood Involvement 3rd Wednesday/quarterly @
Committee Councilor Goodhouse Councilor Snider 7p.m. at PW building 6 hours/year Rudy Owens
Charged with oversight for the Neighborhood Network program, encourages two-way communication between city and residents and encourages residents
to be more involved.
Park&Recreation Advisory Councilor Snider Councilor 2'Monday@ 7 p.m.in the 2-3 hrs/mo Steve Martin
Board Woodard Water Bldg
To advise the Council on park and recreation policies, facilities,programs and budgets.
Planning Commission I Councilor Goodhouse I Councilor Snider I 1"& 3rd Monday @ 7p.m. I 2-3 hrs/mo I Tom McGuire
Assists the City Council to develop,maintain,update and implement the Comprehensive Plan, to formulate the Capital Improvements Program,and to
review and take action on development projects and development code provisions delegated to the Commission.
Tigard Transportation Councilor Councilor 1St Wednesday,6:30 p.m., 1.5 hr. Buff Brown and Mike
Advisory Committee Woodard Goodhouse library 2nd floor Conf Rm meetings McCarthy
Advisory to council&staff regarding planning and development of a comprehensive transportation network,including development of plans and corresponding
financing programs;development of funding mechanisms and sources to implement transportation projects and ensure adequate maintenance of the existing
transportation infrastructure;public involvement and education in transportation matters and ways to improve traffic safety and accessibility in all transportation
modes.
Committee Name Alternate Rep Meeting Frequency equency m
1e Staff Liaison
e resentatve Expectation
2016 Council Appointment Matrix—Page 4 Updated 11/16/16
Youth Advisory Council Mayor Cook 15Y&3'Thursday @ 5 p.m. at 3 hours/mo Kent Wyatt
Permit Center#1
Tigard students in grades 6-12 advise City Council on the best ways to build developmental assets for each youth in Tigard.The Youth Advisory Council
also facilitates the development and implementation of programs and activities that are important to youth.
I:\adm\city council\goals\2016 council liaison appt matrixl0-16-16\updated 11/16-16.docx
2016 Council Appointment Matrix—Page 5 Updated 11/16/16
jig
City of Tigard
TIGARD MEMORANDUM
TO: Honorable Mayor & City Councilors
FROM: Joanne Bengtson, Exec.Asst. to City Mgr&Mayor
Joe Barrett, Senior Management Analyst, FIS
RE: Council Travel Policy Options for Consideration
DATE: November 14,2016
Over the last year, staff received inquiries from City Council about Council's Travel&Training policy and
potential changes to Council compensation. Now we have an opportunity to provide you with information
in advance of the Council Groundrules discussion on November 29,4—7 p.m. at the Fanno House.
The following information comes from discussions with City Attorney Shelby Rihala,Tigard's Finance
Director,Mayor Cook's professional finance background,research from the IRS, Oregon Government
Ethics Commission (OGEC),the City of Hillsboro and Washington County travel policies and the city's
external financial auditor Moss Adams. The City of Hillsboro was used because of a request to review
benefits in place for their Council and Washington County was used for its recommendation as the"most
comprehensive,and probably best example of a local government's policy on the topic of travel"by City
Attorney Rihala. That policy is attached to this memo. Other cities travel policies weren't referenced but
staff can review them if Council prefers.
Travel and Training is a multi-layered policy. Council must adhere to the city policy they adopt for
themselves, as well as adhere to Oregon's stringent government ethics law and IRS regulations. It's not
uncommon for the IRS to say something is okay while the State says it's not, and Council's adopted travel
policy states something else. The Oregon Government Ethics Commission is our primary source for
guidance and then the other rules come into play.
Ultimately, the intent of the city's travel policy is to keep the City Council and employees well within
current IRS and Oregon Ethics laws,guidelines,and standards. Finance will assist with travel information,
training or developing an update to the Travel/Training Policy.
Here are a few topics that have been raised:
Question:
Hillsboro allows Mayor and Council to accrue airline miles and credit card points/cash back
rewards on city travel&training. Can we do that in Tigard?
Answer: City Attorney Shelby Rihala says this is allowable when it's part of the Council's compensation;
it's not considered misusing one's official position.
Attorney Rihala states that under state government ethics rule, "ORS 244.040(1)a public official may not use his
or her position for financial gain or to avoid a financial detriment, except as provided in(2). Subsection(2)says that(1)does
not include "any part of an official compensation package as determined by the pubic body that the public official serves."
Consider:
• Attorney Rihala noted that both Hillsboro and Washington County travel policies are the same for
both employees and elected officials.The City of Tigard does not have the same provision across all
departments.
• Another significant difference between Tigard and Hillsboro's policy is that in Hillsboro, "Councilor
expenditures for other than routine expenses(e.g., conference registration, travel, etc.)require advance Mayor approval
according to the purchasing rules which apply city-wide." Tigard's Council expenditures are self-approved as
long as Councilors stay within allotted budget allocations.
• The responsibility for reporting taxable benefits to the IRS falls to individual Council members.
• Washington County's policy states that"Officials shall make decisions regarding travel arrangements and
expenses in the best interests of the County rather than to maximize accrual of this(travel reward) benefit. County
officials shall be responsible for ensuring the compensation is reported as income for tax pulmses to the extent required
by law."
Recommended Action if Pursuing Policy Change:
If Council is interested in pursuing amended travel compensation rules to include expanded travel rewards,
the City Attorney recommends matching the citywide travel policy with Council's policy to avoid conflict
with OGEC's very conservative views on elected officials voting on something that benefits only their
group.
If Council's policy changes eventually apply to all Tigard staff,Attorney Rihala recommends checking with
OGEC in advance of the change for advice in adopting the changes.
Cash-back travel awards are possible when added to Council compensation,but this would mean that
Council members would need to make their own travel arrangements using their personal credit card and
then complete and submit the appropriate travel/training reimbursement paperwork with receipts to the
city. Cash back rewards are not possible on the city's Bank of America purchasing program as individual
cashback rewards are prohibited by consortium rules.
Question:
What is the Council Stipend and vehicle stipend and are they intended for local travel costs?
Answer: The current Council compensation package is addressed in Council Groundrules,Budget
Committee minutes (4/29/13, 5/6/13), Resolution 16-19 and TMC 2.44.020. Council receives a vehicle
stipend ($275/month),technology stipend and monthly stipend which is intended to compensate the
Mayor and Councilors for"attendance at Council meetings and meetings for an intergovernmental board, committee or
agency. The amount of the compensation for Council members may be reviewed and set annually by resolution of the City
Council as part of the budget cycle." Staff interpret this to mean that the vehicle stipend would cover local
travel,including mileage. Parking expenses incurred in local travel are allocated to a vehicle usage budget
line item separate from Council's Travel and Training budget.
The exception would be when Council incurs a travel charge (Uber,taxi, car rental,parking,mileage) as
part of an overnight,non-local conference,the mileage reimbursement/taxi fee, etc. would be deducted
from the Councilor's travel/training allowance, as would all transportation charges associated with the
overnight trip.
2
General information about reimbursement for allowable expenses and per diem allowances
• Over the last few years there's been an industry trend to offer 5K runs,golf tournaments and other
recreational events at conferences.
The current Tigard Council travel policy (approved January 2014) states "the city shall not pay at any time
for entertainment expenses incurred by a Council member on official city business(page 10, #10.3)." The policy
notes that this includes Sporting Events (fun runs, charity events) and Golf-including conference
related tournaments. While the City of Hillsboro's policy also considers these a"Non-Allowable
Travel Expense," the topic is broadly skirted by OGEC.
• Both Hillsboro and Washington County place time limits (30-60 days) on requesting reimbursement
for travel expenses.
The city's travel policy doesn't mention a definite time limit on reimbursements outside of requiring
travel training reconciliation be completed with receipts within five (5) days.
• It's the city's practice to provide Council members with their meal/mileage per diem allowance via
city check at least one week prior to their departure. While it is universally accepted that overnight
travel in service to government business is allowed, Hillsboro and Washington County policy prefers
the use of a city/county-provided purchasing card whenever possible and itemized receipts are to be
submitted by the traveler.The Tigard City Council's travel policy provides travelers with a check
ahead of time (based on GSA per diem guidelines for the city being visited) that doesn't require
receipts to be submitted.
Recommended Action if Pursuing Policy Change:
If the city policy is revised it should define allowable travel expenses in keeping with IRS rules, state
timelines for requesting reimbursement for items paid for with personal funds and who is completing travel
arrangements for Council.
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Question. :
Should Council accept an offer of paid registration/conference fees from other public agencies?
Answer: According to the OGEC,this could be interpreted as a gift and there are fee limits associated
with each incident ($50).
However, according to the City Attorney,in certain circumstances it could appear on the surface that a
public agency is offering this in exchange for a favorable vote or to curry favor on an upcoming agenda
item.
The City Attorney advises Council members to decline this offer.
e' aide a ,_ r4) N iGiC�w a ,+
What are Local Travel limits and allowable per diem?
Answer: Finance recently conducted an audit of travel to the League of Oregon Cities conference in
Salem and this item was flagged for its proximity to Tigard. It was found to conflict with the City Council
Travel Policy (50 miles), even though the IRS recently reduced the distance required for a trip to be
considered non-taxable to 40 miles.
1. The trip was less than 50 miles from City Hall: Under Section 3.13 of the Council policy,a
conference or training must be"at least 50 miles award from the city to justify as an overnight stay."
This trip was 39.5 miles and thus fell outside of the overnight stay requirements.
3
2. As the trip was local, no true per diem should have been issued, rather the Local Meals Policy
should have been followed
Under Section 14"Local Meals" of the Policy,a meal must be associated with both an overnight stay
and be more than 50 miles from City Hall to be considered a travel meal, otherwise it is a"local meal."
Local meals are not addressed via per diem or through Accounts Payable but rather via reimbursement for
actual expenses through Payroll. This is due to the fact that local meals are considered taxable by the IRS.
A Local Meal Reimbursement Form with detailed receipts should have been completed and the meals
reimbursed via payroll check.
The Official IRS Local Travel Guide (www.irs.gov/irm/partl/irm 01-032-001.html) notes the
"commuting area"reduction had additional exceptions as well. Under 1.32.1.7 (4) the following are
allowable exceptions:
4. What are the exceptions to the required distance for per diem?
The following circumstances may justify an exception when the Temporary Duty Assignment(MY)
location is less than 40 miles from the official station and residence:
A. The TDY assignment makes unusual demands on a traveler for several consecutive days due to an
unusually long commute.
B. There is a need to participate in late night training sessions.
C. Severe conditions (for example,weather or excess travel delays) exist that may endanger the health
and safety of an employee and the TDY location is at least 30 miles from both the residence and the
official station.
D. The employee is attending training or a conference and the TDY location is at least 30 miles from
both the residence and the official station (City Hall).
Recommended Action if Pursuing Policy Change:
Local Meals are an allowable expense by the Council (Policy Section 14),however they are taxable and we
are not currently following the policy or procedures. These must be run through payroll to meet the taxing
requirements set by the IRS. We could look at allowing the use of Purchasing Card but it would still need
to run through payroll,adding to the administrative costs of the process.
Question:
I want the city to pay for my spouse and I'll pay you back
Answer: The OGEC,city, county and Hillsboro travel policies clearly state that only the elected official is
entitled to use public funding for travel&training.
The IRS states that"there must be a real business purpose for the individual's presence. Based on court
decisions,the presence of the spouse or other traveling companion on a trip must be necessary,not merely
helpful,to establish the requisite business purpose".
Recommended Action if Pursuing Policy Change:
City policy should be updated to address this practice. In rare cases where post-travel reconciliation finds
money is owed to the city,it's been difficult to retrieve said funds and when we're unable to obtain
repayment for personal expenses, the practice is to deduct it from the Councilor's stipend check.
4
Question:
Can I spend one more night at the end of the conference and leave the next day?
Answer: No. City funds cannot be used for additional night's lodging unless city business is being
conducted or the conference ends late enough in the day that precludes catching a return flight home. For
example, the NLC conference ends at 8 p.m., but the last flight out of Washington, DC is scheduled at 5
p.m. In this case the city would pay for the overnight stay so that the next flight out can be taken.
If the traveler wished to combine personal travel with city paid travel it would be up to the council member
to make/pay for their own arrangements.
5
EXHIBIT A
Washington County Travel and Business Expense Policy
Table of Contents
Section Description Page Number
1. PURPOSE 2
2. SCOPE 2
3. POLICY STATEMENT 2
4. ADMINISTRATION 2
5. DEFINITIONS 3
6. REQUIRED FORMS 4
7. TRANSPORTATION EXPENSES 5
8. LODGING EXPENSES 7
9. MEAL AND OTHER BUSINESS EXPENSES 7
10.COMBINING PERSONAL TRAVEL WITH COUNTY BUSINESS 8
11.PAYMENT OF TRAVEL EXPENSES 9
12.TRAVEL EXPENSES PAID BY OUTSIDE ENTITY 9
13.TRAVEL AWARDS 10
14.REIMBURSEMENT PROCEDURES 10
1 . PURPOSE
This Policy establishes guidelines regarding travel and business expenses
incurred in the course of conducting official County business.
2. SCOPE
This policy is applicable to anyone traveling on County business unless
otherwise directed by contract. Departments may apply additional requirements
as long as they are equal to or more restrictive than the standards set forth in this
policy. Any exceptions to this policy must be approved in writing by the County
Administrator or designee.
3. POLICY STATEMENT
Travel and business expenses must be reasonable and necessary in the course
of conducting official County business. Persons traveling on County business are
expected to be prudent and only incur costs they normally would incur if traveling
at their own expense. Expenses solely for the benefit of an individual are not
allowable. The County will not pay for persons not employed by the County
unless the person 1) incurs the cost as a member of a County board or
committee; 2) has traveled at the specific request of the County; 3) is serving as
a volunteer to a County program; or 4) is providing services under a contract
requiring such payment.
4. ADMINISTRATION
The County Finance Division oversees this Travel and Business Expense Policy,
reviews department travel records for policy compliance, provides training to
departments on the implementation of the policy, completion of necessary forms
and advises on what is considered adequate supporting documentation.
Questions regarding the intent or application of the policy shall be directed to the
Chief Finance Officer or Controller. Exceptions to the policy may be granted
when they are in the best interest of the County and requested in writing by a
department director or designee.
Department directors shall be responsible for the implementation and compliance
of this policy within their department and for ensuring expenditures are
appropriate and related to County business.
Elected Officials are employees of the County for income tax purposes and, for
this reason, are subject to the same policies and procedures included within this
document.
The County Administrator shall have final authority for administering, interpreting
and applying the terms of this policy.
Page 2 of 11
5. DEFINITIONS
Business Expenses are those expenses that are necessary and prudent and
incurred while conducting County business.
Commute Miles refers to the round-trip distance from an employee's residence to
their duty station.
Duty station is the location to which a person is assigned and normally works.
Executive Management is comprised of the Board of Commissioners, District
Attorney, Sheriff, County Auditor, County Administrator, Assistant County
Administrator(s), County Counsel, appointed Department Directors, Government
Relations Manager and others as designated by the County Administrator.
Local travel area is any travel within the Portland metropolitan area (Washington,
Multnomah, Clackamas, Marion, Yamhill, Polk and Columbia counties in Oregon
and Clark County, Washington) and not involving an overnight stay.
Per Diem is the allowance for meals and incidental expenses. Refer to the GSA
(General Services Administration) Meals & Incidental Expenses (M&IE) website
at http://www.osa.gov for the rates to the specific area of travel.
Meals: The table on the GSA website lists the six M&IE tiers in the lower
48 continental United States (currently ranging from $46 to $71). Look up
the specific M&IE rate for location you will be traveling. The rate will be
one of the six tiers listed on GSA website table. Find the corresponding
amount in the first column of the table (M&IE Total) and then look to the
columns to the right for each specific meal amount.
Incidental Expenses: The incidental expenses rate is currently at $5 for all
tiers. Incidentals include fees & tips given to porters, baggage carriers,
bellhops and cleaning staff.
Personal Vehicle Allowance (PVA). Executive management staff receives an
allowance as part of their base benefit plan.
Private Mileage Reimbursement (PMR). Employees using their personal vehicle
to conduct official County business shall be reimbursed at the rate set by the
IRS. Refer to the GSA website for the most current POV (privately owned
vehicle) mileage reimbursement rate.
Travel Expenses. Qualifying travel related expenses include, but are not limited
to, meals, registration fees, car rental, hotel charges and transportation fees,
while traveling overnight and working in an official capacity representing the
County.
Page 3of11
Travel Status is the authorized period of travel time away from the duty station
from the time of departure to the time of return for the purpose of conducting
official County business.
6. REQUIRED FORMS
6.1 The following forms are required for travel expenses:
a. Travel Authorization Form — must be completed and approved prior to the
travel being incurred. Approved form is to accompany any travel-related
payment requests for non-local area travel, as defined above.
b. Travel Cost Summary Form — the summary form will serve to unite the
Travel Authorization Form with the details of the actual expenses incurred
for each unique travel event. The Travel Authorization Form is required to
be attached to this summary form. Because the form requires the user to
include both actual and estimated costs, along with an explanation for any
significant differences, the appointing authority is effectively authorizing
any deviations from the original estimate when approving the summary
form.
6.2 The following forms, as applicable, are required for business (non-travel)
expenses:
a. Expense Report Detail Form — must be completed and approved by the
department documenting the itemized business expenses for employee
reimbursement; this is required form for those expenses for which a
purchasing card was not used.
b. Special Approval For Meals & Refreshments Form — must be completed,
approved and attached to any payment request form (Expense Report
Detail Form, vendor invoice, P-card Summary) when food is provided at a
County business meeting or related function.
6.3 Authorization authority:
• Department directors or designees may authorize travel and payment of
necessary expenses for all travel within the states of Oregon and
Washington.
• Travel outside of the states of Oregon and Washington, must be approved by
the department and County Administrative Office.
• Travel for department directors/designees within Oregon and Washington that
does not involve an overnight stay may be self-authorized.
• Elected officials, and officials appointed directly by the Board of
Commissioners, may self-authorize for any travel necessary to conduct
County business.
6.4 Supporting documentation for all travel and business expenses should include
sufficient back-up to provide an independent third party with the necessary
information to understand why the expense was incurred and substantiate the
County business purpose and benefit. Various forms, other than those listed
above, are required depending upon the form of payment used to pay for the
Page 4 of 11
expense, e.g. expenses paid for with a purchasing card must comply with the
Purchasing Card Policy and activity is to be reported monthly on the Purchasing
Card Transaction Summary.
7. TRANSPORTATION EXPENSES
7.1. Airfares to be paid by the County may be booked through the County's travel
agency or alternate providers. The contract between the County and travel
agency requires the County extend an opportunity for the travel agency to match
the itinerary and fare offered by an alternate provider. If the itinerary and airfare
cannot be matched, the employee may book with the alternate provider.
Reimbursement of airfare and accommodations paid with a personal credit card
will be limited to the traveler's own airfare and accommodations.
Class upgrades and itinerary/booking changes are the traveler's responsibility and must
be paid directly by the traveler. Exceptions will be handled on a case by case basis.
7.2. Use of County vehicles must comply with the County's Vehicle and Equipment
Use Policy. Out of state use of a County vehicle must be reviewed with the
County Risk Manager prior to such use.
7.3. The use of a personal vehicle to conduct official county business shall be
reimbursed at the private mileage rate (PMR) consistent with the IRS standard
mileage rate.
PMR is considered full payment (including depreciation, insurance, maintenance,
fuel and other operating costs) for personal vehicle use in lieu of a County
vehicle.
Daily commute miles are not reimbursable regardless of the day in which the
business travel occurred.
Example: An employee normally works from Monday through Friday. On
Saturday the employee has been requested to travel to their duty station
for a business meeting. Because the travel was to the employee's duty
station and the employee traveled their normal daily commute miles, the
miles are not reimbursable even though the travel took place on Saturday.
PMR may be claimed for the full distance of business travel that occurs after a
normal work shift on the same day.
Example: When a maintenance employee is called back to perform
emergency repairs.
In lieu of actual mileage, employees may use the following standard round-trip
mileage for expense claims:
• Hillsboro / Salem - 120 miles
• Hillsboro / Eugene -250 miles
Page 5of11
• Hillsboro / Portland - 50 miles
Personnel traveling to more than one location in a given day may attach a
County Private Mileage reimbursement log instead of detailing on the Expense
Report Form.
7.4 Personal Vehicle Allowance (PVA) shall be provided to the Executive
Management as part of a base benefit plan.
PVA payments are subject to federal income tax and shall be reported by the
County to the IRS on the W-2 form as taxable income.
Recipients of the PVA shall carry adequate personal vehicle liability insurance as
required under Oregon law. The Risk Management division must be notified of
any change in insurance that affects compliance with this policy.
Changes to the PVA amount must be approved by the County Administrator.
The Finance division shall maintain a list of authorized PVA recipients and
provide a periodic report to the CAO and payroll.
Recipients of the PVA shall be restricted from using a County vehicle except as
approved by the County Administrator.
PVA shall be considered full payment (including depreciation, insurance,
maintenance, fuel, and other operating costs) for personal vehicle use in lieu of a
County vehicle.
• Personnel who receive the PVA and have approved business travel
beyond the 100 mile radius of the assigned duty station may be
reimbursed at the PMR rate for the total business miles driven.
• Personnel whose duty station assignment is their place of residence will
not need to subtract their daily commute miles from total miles driven
when traveling for County business outside the 100 mile radius.
• All other personnel with the PVA will need to subtract their daily commute
miles from total miles driven when traveling on County business outside
the 100 mile radius.
Example: A director drives to Eugene and back for a meeting; the 250
total miles driven are outside the 100 mile radius. Their normal daily
commute is 20 miles; the director can claim PMR for 230 miles at the
current IRS standard mileage rate.
7.5. The rental of a vehicle must be authorized prior to travel by the department and
County Administrative Office on the Travel Authorization Form.
Page 6of11
Rental liability insurance for in-state rentals is to be declined and will not be
reimbursed since the County is self-insured. The purchase of liability insurance
for out-of-state rentals is required and is reimbursable.
Washington County currently piggybacks onto the state travel contract for the
best rates on vehicle rentals with Enterprise, National and Hertz. When reserving
a rental car through the state contract the traveler must use the applicable
contract number in order to receive the contract rates and insurance. The
Damage Waiver and Liability coverage is to be declined since this is included in
the contract rate. Refer to the following link for the state agency contracts with
the various rental car agencies.
http://www.orepon.pov/DAS/SSD/SPO/docs/car-contract.doc.
7.6. Taxis, shuttle buses and public transit is reimbursable when use is necessary to
conduct County business.
7.7. Parking meters, parking lot and garage fees are reimbursable. Parking, taxis and
public transit charges of$10 or less may be reimbursed without a receipt.
7.8. Coach or tourist class rail travel is reimbursable; however long distance rail travel
should be avoided when traveling on County paid time.
8. LODGING EXPENSES
Lodging is allowable on trips requiring overnight stays at a single rate unless the
room is shared by another County employee. Employees are required to inquire
about commercial or government lodging rates while traveling for County
business.
9. BUSINESS MEAL EXPENSES
9.1. Meals cannot be claimed for local travel related to the conduct of routine duties
and responsibilities (e.g. an inspector in the field).
9.2. Business meal expenses occur when a County employee entertains a business
associate, professional colleague and/or others over a meal during which
business is actively conducted. In order for the meal to be considered non-
taxable there must be a clear business reason for incurring the expense. GSA
per diem rates are not allowed in these instances. The IRS provides the following
guidelines to assist in the determination of whether a business meal expense is
non-taxable
Is the meal 1) associated with the active conduct of the employer's business and
2) consumed directly before or after a substantial business discussion?
Generally, an expense is associated with the active conduct of business, if there
is a clear business reason for incurring the expense. The employee or elected
official must clearly document that the business discussion was substantial in
relation to the meal expense.
Page 7 of 11
The County requires the following information to support the reimbursement of
non-taxable business meal expenses:
a. Date of business meal
b. Place/location
c. Person (s) with whom the business meal was consumed
d. Affiliation
e. Business purpose
f. Itemized breakdown of the meal charges
g. Total amount incurred including a reasonable gratuity
h. Response to the questions "/s the meal 1) associated with the active
conduct of the employer's business and 2) consumed directly before or
after a substantial business discussion?"
Ultimately the IRS has the final decision authority for making the
determination that the meal is non-taxable. Should the County ever be subject
to an audit by the IRS, the decision could be made, by the IRS representative,
that a business meal expense is taxable even if all of the above is
documented.
9.3. In order to claim a non-taxable meal while traveling, a person must be on
overnight travel status. IRS Reg.§1.274-5T(b)(2)
• For breakfast on the first day of travel, personnel must be on travel status
for two hours or more before the beginning of their regularly scheduled
work time.
• For dinner on their last day of travel; personnel must be in travel status for
two or more hours beyond the end of their regularly scheduled work time.
9.4 Employees may elect to be paid at the federal meal per diem rates for the city to
which the employee is traveling. Personnel not electing the federal meal per diem
rate, and therefore claiming actual expenses incurred, must submit original
detailed receipts. If unclear whether or not a reimbursement will be allowed
contact Finance.
10. COMBINING PERSONAL TRAVEL WITH COUNTY BUSINESS
10.1. When an employee combines official County travel with holiday, weekend,
vacation or other personal travel, reimbursements and payments will be made
only for those costs necessary for the County's business portion of the trip.
Transportation costs chargeable to the County must be for the most direct route
for the purpose of County business.
a. Combining personal with authorized business travel including, but not
limited to, staying extra days on personal leave at the destination or
additional non-business destinations is allowed provided; the traveler is
required to pay any additional costs incurred as a result of combining
personal with authorized travel.
Page 8 of 11
b. Dependent travel including, but not limited to, double occupancy hotel
accommodations, attendance at banquets or receptions and similar
incidentals are also allowed provided there is no extra cost to the County,
the traveler is responsible to pay any additional cost.
c. The benefit of combining personal travel with County business is only
available while the employee is on official travel status. Additional costs, if
any, are to be paid directly by the employee rather than be reimbursed to
the County by the employee. While on travel status, the employee must be
in compliance with the travel and expense policies of the County.
d. The employee is solely responsible for reporting or otherwise addressing
any tax consequences associated with this benefit.
e. State law prohibits public employees from using government rates,
discounts or contract services for personal travel expenses; personal
expenses must be obtained at the rates generally available to non-public
employees.
11. PAYMENT OF TRAVEL EXPENSES
Use of the County Purchasing Card for all allowable business expenses is the
preferred method of payment. The P-card is intended to provide convenience to
the employee and streamline the payment process. Refer to the County
Purchase Card policy for processing monthly statements as well as other
pertinent information regarding use of the card for travel.
All travel related fees may be paid using a County purchasing card, processed as
a check request prior to the trip, or pre-paid by the employee (in those instances
when the nature of the travel is better accommodated by the employee paying for
the costs upfront) and a reimbursement requested.
A travel authorization must be approved prior to making any pre-payments for the
events other than local travel. Accordingly, persons traveling on County business
must first incur a cost before the County will make payment. All properly
authorized and documented travel expenses will be promptly reimbursed
following the procedures listed in Section 14 of this policy.
12. TRAVEL EXPENSES PAID BY AN OUTSIDE ENTITY
Entities outside the County may pay for authorized employee travel however;
such payment must be as a reimbursement to the County and not as payment to
the employee or to any vendor providing services related to the travel.
Supporting documentation for these transactions shall be documented for audit
purposes. Reimbursement by the outside entity shall be made directly to the
County and never to a County official or employee and shall be according to
costs allowable under this policy. The following exceptions:
a. An employee who is a member of a professional association attending an
association function as an association official (elected or appointed or
Page 9 of 11
invitee) may be reimbursed directly by the association for those travel
expenses. Travel expenses chargeable to a grant or contract awarded to
the County shall be in accordance with this policy and accounted for
according to the requirements of the grant or contract and the County's
fiscal procedures; and
b. An employee traveling on behalf of another government agency may have
their travel plans directly arranged and paid by the requesting agency.
13. TRAVEL AWARDS
Examples of travel awards are coupons, discounts, credit card rebates, frequent
flyer miles, tickets and vouchers for being bumped from an airline flight.
Employees should be aware of provisions of the Oregon public employee ethics
statutes (ORS 244.040). This statute prohibits a public employee from using or
attempting to use his/her official position to receive a financial gain or avoid a
financial detriment that would not be available but for the person's employment
by a public agency.
13.1. Travel awards including frequent flier miles, compensation for being displaced,
and related items accrued or earned by officials and employees on official
County business are considered to be part of the salary and benefits to which
such officials and employees are entitled as compensation. Officials and
employees shall make decisions regarding travel arrangements and expenses in
the best interest of the County rather than to maximize accrual of this benefit.
Abuse of this benefit, including but not limited to influencing travel arrangements
so as to maximize accrual of awards to the detriment of the County or public is
prohibited. County officials and employees shall be responsible for ensuring this
compensation is reported as income for tax purposes to the extent required by
law.
14. REIMBURSEMENT PROCEDURES
14.1. The reporting period for employee reimbursements shall coincide with the pay
period. Reimbursement claims will be processed along with payroll and
employees will receive the reimbursement as an add-in to their paycheck.
14.2. Reimbursement claims are made by remitting the required forms through the
department's payroll or accounts payable processes within 45 days of the
expense being incurred.
14.3. Persons not employed by the County, but traveling at the request of the County
(such as committee members, volunteers, etc.), shall remit the required forms, as
described in section 6, for any County related travel. Such forms will be
processed as a check request transaction. In these situations, airfares to be paid
by the County may be arranged by the appropriate department travel liaison
through the County's travel agent.
14.5. Departments must maintain adequate supporting documentation for
reimbursement claims. Supporting documentation for all travel and business
Page 10 of 11
expenses should include enough back-up to provide an independent third party
with the necessary information to understand why the expense was incurred and
substantiate the County business purpose and benefit
14.6. Documentation of expenses, supporting documentation, required forms and
compliance with the policy shall be subject to review by the County Finance
Division.
History of Policy Revisions:
July 22, 2014
February 26, 2013
September 16, 2008
Page 11 of 11
, .
Ph
City of Tigard)
gOregon
TI GA R 1)
City Council Travel Policy Effective Date: September 1, 2013
f -.
Approved: )/ J lau p.k G.1 uflr.fin-`( Signature: 5e t)1 i
SUMMARY
1. General Provisions
2. Compliance and Accountability
3. Definitions
Out-of-Town Travel
4. Pre-Authorization
5. Travel Time
6. Travel Methods
7. Lodging
8. Meals
9. Payment Methods
10. Personal Expenses
11. Travel Reconciliation
12. Compliance Auditing
Local Travel
13. Local Travel Methods
14. Local Meals
1. GENERAL PROVISIONS
1.1. Purpose of Policy. The purpose of this policy is to provide guidelines to members
of the City Council (Council) for payment of travel expenses in a cost-effective and
efficient manner ensuring the best result for the City.
1.2. Applicability. This policy applies to Tigard's City Council and is to be adhered to
by all members of Council.
1.3. The City's Financial and Information Services Department shall administer the travel
policy and shall periodically review travel and training records to ensure policy
compliance and provide any necessary training to departments on the
implementation of the policy.
1.4. The City Council and City Manager's office shall ensure that each member of
Council dcomplies with the policy,and ensuring expenditures are appropriate and
directly related to City business. Questions regarding the intent or application of this
policy document shall be directed to the City's Financial and Information Services
Director.
Citywide Travel Policy 11 P ge
1.5. The City Council shall have final authority for administering,interpreting,and
applying the terms of these procedures.
1.6. Personal Expenses. The City,with very limited exception, shall not pay for any
personal expenses incurred by a member of Council during City business travel. For
example, Council member will not be reimbursed for personal grooming items,
parking tickets, entertainment expenses, etc.
2. COMPLIANCE AND ACCOUNTABILITY
2.1. All members of Council must comply with the provisions contained herein.
Periodically, the City's Finance and Information Services Department may perform a
review of the City's travel records to ensure compliance with this policy. The
Finance and Information Services Department,working with the City Council and
the City Manager's Office,may implement appropriate and progressive sanctions
related to misuse. All Council members must fully comply with requests for records
and documentation supporting all travel expense claims.
2.2. Council members may be liable for improper use of public funds. As public officials,
Council members that order, authorize or cause to be made any expenditure in
violation of City policies, state statutes,rules, or procedures can and will be held
personally financially liable for inappropriate expenditures.
3. DEFINITIONS
The following terms may be used throughout these policies:
3.1. Actual. The actual meals or lodging cost supported by receipts. The City's policy is
to pay actual costs for lodging up to the Federal per diem rate for the location.
3.2. Conference/Training Meal. Any meal provided,through the registration process,
by a conference or training.
3.3. Contracted Travel Agency. The travel agency under contract with the City to
provide travel related services. Azumano Travel is the City's current Contracted
Travel Agency.
3.4. Council Member. An individual elected to either the office of Mayor or City
Councilor for the City of Tigard.
3.5. Council Member Travel. Travel by Council member on official City business.
3.6. Frequent Flyer Miles. Credits acquired when making qualified air travel purchases.
It is the City's policy that any Council member (or any employee or agent of the City)
shall not earn any Frequent Flyer Miles while on City business.
3.7. Incidental Expense. Small costs associated with travel. Incidental Expenses
include, but may not be limited to: Gratuities, taxi fare,work related mailing costs or
phone charges,etc.
Citywide Travel Policy 2
3.8. Itinerary-Airfare. Information provided by an airline or travel agency showing the
traveler's name,dates of travel,class of travel,and travel route.
3.9. Local Travel. Travel that is not overnight and/or less than fifty (50) miles from
City Hall. Both criteria must be met to be considered Overnight Travel.
3.10. Meals. Standard breakfast,lunch, or dinner eaten by a Council member during City
business travel.
3.11. Mileage. The distance traveled via personal automobile by a Council member
during travel. The City calculates mileage during travel from Tigard City Hall,not
the Council member's home. To development the reasonable estimate of mileage,
the City shall use an online travel/map site such as Mapquest or Google Maps.
3.12. Official City Business. Business, and any travel associated with it, that directly
provides a benefit to the City.
3.13. Overnight Travel. Any travel that requires a a Council member to stay overnight.
A conference or training must be at least 50 miles away from the City to justify an
overnight stay.
3.14. Per Diem Allowance. The allowance for lodging,meals and incidental expenses
established for the travel destination as established by the U.S. General Services
Administration (GSA). The City's policy is to pay actual lodging expenses up to the
GSA rate and a daily per diem for meals equal to the GSA rate for the destination
city.
3.15. Pool Vehicle. A City-owned vehicle available for"check out" by any employee,
elected official, or agent of the City.
3.16. Purchasing Card. A City-issued credit card that is the preferred means of payment
for travel expenses other than meals.
3.17. Receipt. A document detailing an expense incurred. To be valid,a receipt must
provide the name and address of the business,the date of the purchase,an itemized
description of the goods or service purchased,and the amount of the purchase. For
lodging expenses, the receipt must also include the name of the guest, the number of
guests,the dates occupying the room,the room number,the room rate,and the
lodging tax.
3.18. Travel Pre-Authorization Form. A Departmental form that may or may not be
required prior to any travel. The City Council and City Manager shall determine the
best way to document pre-authorization for City Council travel.
3.19. Travel Purchasing Card. A generic purchasing card that can be checked out prior
to travel by a Council member who does not have a City-issued purchasing card.
Citywide Travel Policy 3 I P a g r
3.20. Travel Reconciliation Statement. A City-required form that must be completed
within five (5) full business days upon return from any overnight City business travel.
3.21. Travel Time. The amount of time that is required by a Council member to travel to
and from a conference or training.
3.22. U.S. General Services Administration (GSA) Per Diem Rates. The estimated
daily cost of lodging,meals,and incidentals for various cities that is used by the City
as the maximum actual costs to cover during travel.
OUT OF TOWN TRAVEL
4. PRE-AUTHORIZATION
Pre-Authorization shall be a Departmental responsibility. The City Council shall develop a
a pre-authorization procedures and train their staff on these procedures. Pre-Authorization
may be required by a Department for any travel but especially in the case of travel with
overnight stay, travel requiring air travel, or travel where lodging exceeds the daily allowance.
4.1. Pre-Authorization Form. The City Council shall have a Pre-Authorization Form
available for staff use. The FIS Department has created a generic form that may be
used by the City Council or the Council may elect to create their own form that best
meets their needs.
4.2. Pre-Authorization Filing. The City Council shall be responsible for retaining a file
of the Department's travel pre-authorization documents. This file shall include
approved and denied travel information.
4.3. Travel Coordinator / Point of Contact. It is the recommendation of this Policy
that the City Council designate a Travel Coordinator or single point of contact for
employees to refer to for guidance and questions. The FIS Department shall have a
Coordinator or single point of contract for any City business travel information and
guidance.
5. TRAVEL TIME
It is the policy of the City to use a reasonable estimate for allowable travel time during which
any public official,employee,or agent of the City is considered"on—the-clock". Please see
Citywide Personnel Policy #47 for further information about travel time and compensation.
Under FLSA, the rules for paid travel change when the travel involves an overnight stay. In
these cases, time spent traveling during normal work hours are paid,while time spent
traveling outside of normal work hours are not. The only exception permitting an employee
to be compensated for overnight travel outside of normal work hours is when the employee
is the actual driver of the vehicle or is actively engaged in doing work tasks. Passengers,
regardless of the mode of travel,are compensated only for travel time during normal work
hours.
Please note: This particular rule applies seven (7) days a week. So if an employee is normally
scheduled 8:00 am to 5:00 pm, M-F,and travels between the hours of 12:00 pm and 4:00 pm
Citywide Travel Policy 4 I P a;g c
on a Saturday,the employee would be paid for four(4) hours of travel pay,even though the
employee traveled on a Saturday: Look at the hours of travel,not the day of travel.
In further accordance with the FLSA,a public official,employee,or agent of the City shall
be paid their regular hourly rate during any official training or conference hours.
5.1. To development the reasonable estimate,the City shall use an online travel/map site
such as Mapquest or Google Maps. A public official,employee,or agent of the City
may receive additional time if appropriate justification for the needed time (i.e.
delayed flight) is submitted to his/her supervisor and approved.
6. TRAVEL METHODS
The City shall require the most direct and cost effective means of travel for a Council
member attending any conference or training. The costs of means of travel,both in dollars
and requirements of staff,shall be weighed with the most beneficial to the City being
utilized.
6.1. Auto Travel. Auto travel is the most common means of transportation used during
City business travel.
6.1.1. City Pool Vehicle. Employees are strongly encouraged to use the City's
Pool Vehicles during local travel. These vehicles may be reserved and
checked out during the employee's travel dates.
6.1.1.1.Non-City Employee Ride-Along. Per the City's Personnel Policy:
"Family members or other non-City employees shall not be
transported in city vehicles except as specifically authorized by the
department director or consistent with department policy or in cases
in which the city vehicle is regularly assigned to the employee as a
provision of an employment contract"
As such, family member or other non-City employees may
accompany an employee in a City-owned vehicle during City-related
travel with the appropriate approvals.
6.1.2. Personal Vehicle. Council members may use their own vehicles for City
travel. Use of a personal vehicle during City travel shall be authorized
during the pre-authorization process in the Department.
6.1.2.1. Insurance. Council members that use their private vehicle for City
business are required to have personal automobile liability insurance
to provide the primary coverage for any accidents involving that
vehicle. Documentation of said coverage must be on file with the
City's Risk Management Office.
6.1.2.2. Mileage Reimbursement. When a Council member uses their
personal vehicle for City travel,the City shall reimburse the Council
Citywide Travel Policy 5 I Page
member for mileage up to,but not more than, the Federal per mile
reimbursement rate. Total allowable mileage shall be calculated from
Tigard City Hall to the lodging location and back. If required,
additional mileage may be granted under certain circumstances. No
other means of fuel or mileage reimbursement shall be approved by
the City.
6.1.2.2.1. The City shall use an online travel/map site such as
Mapquest or Google Maps to develop the total allowable
mileage distance.
6.2. Air Travel. The City shall pay actual cost for a Council member's City business
travel. All Council members shall utilize coach when traveling commercial airline.
Reservations,where possible, should be made at least fourteen (14) or more days in
advance to take advantage of any and all available discounts. Increased fees related
to late booking may be disallowed unless documented with a sound business reason.
Council members may at their own expense pay to upgrade their airline
accommodations or alter their flight itinerary for personal business.
6.2.1. Contracted Travel Agent. Council members arc strongly encouraged to
utilize the City's Contracted Travel Agent for air fare during City travel.
6.2.1.1. Government Air Fare. The City's Contracted Travel Agent is
authorized to provide the City with government air fare ("City Pairs")
which are contracted,discounted,unrestricted,and one-way fares
that require little advance reservation and have no cancellation or
transfer penalties. Council members should seek to use these fares in
order to maximize the benefits to the City.
6.2.1.2. Booking. This City is able to book air transportation through the
Contracted Travel Agent either online or through an agent via the
telephone. Council members should take every effort to use online
booking to reserve air travel to maximize cost savings for the City.
6.2.2. Discount Travel Sites. Council members may,with documentation of the
reasoning, use discount travel sites such as Expedia,Travelocity,I Iotwire,
Orbitz,or Priceline.
6.2.3. Airline Direct Booking. Council members may,with documentation of the
reasoning,book air transportation directly with the airline. As this tends to
be the most expensive option,it should be the last option and have solid
documentation of the reason for the expense.
6.2.4. Cancelled/Missed Flights. Should a non-refundable flight need to be
cancelled for either City-related business or a medical or family emergency
beyond a Council member's control,the City,in so long as documentation
and approval are placed in the travel file,shall incur the cost of the air fare.
If the flight is cancelled or missed due to any neglect,mistake,or other fault
Citywide Travel Policy 6 I P a g c
of the registered Council member, the Council member shall bare the cost of
the ticket and all associated costs.
6.3. Rental Cats. 'l'he City will pay actual for rental vehicles when it is found to be an
economical and efficient means of transportation for an employee during travel.
Authorization for a rental vehicle must be obtained during the pre-authorization
process for the travel.
6.3.1. Contracted Travel Agent. Council members are strongly encouraged to
utilize the City's Contracted Travel Agent for rental vehicles during City
travel.
6.3.1.1. Contracted Rental Car Company. The City has a Contracted
Rental Car Company and the City's Contracted Travel Agent is
authorized to book against this agreement.
6.3.1.2. Booking. This City is able to book rental vehicles through the
Contracted Travel Agent either online or through an agent via the
telephone. Council members should take every effort to use online
booking to reserve air travel to maximize cost savings for the City.
7. LODGING
The City shall pay true actual cost,up to the GSA daily per diem rate
7.1. Receipts. A detailed receipt is required for any lodging incurred during an
employee's travel. For lodging expenses, the receipt must detail the following:
7.1.1. Name of the hotel
7.1.2. Address of the hotel
7.1.3. Name of the guest
7.1.4. Number of guests
7.1.5. Dates occupying the room
7.1.6. Room number
7.1.7. Total cost of the stay
7.1.8. Room rate
7.1.9. Lodging tax,and
7.1.10. Breakout of individual charges (room service,parking,etc).
7.2. Lodging Per Diem Allowance. Lodging expenses are paid by the City at actual
cost up to the specific GSA daily maximum allowable rate in effect at the time of
travel for the specific arca or locality.
7.2.1. The GSA rates can be found at this link: GSA Domestic Per Diem Rates.
7.2.2. The City Council shall have the authority to approve lodging expenses over
the GSA daily maximum allowable rate when unusual conditions exist. The
cost overage shall require written documentation by the traveling Council
Citywide Travel Policy 7 1 P a g e
member detailing the reason for the higher expenditure. This documentation
must be included with the final travel reconciliation.
7.3. Conference/Training Official Hotel. If a Council member attends a conference
or training and stay at the official hotel where the conference or training is being
held,the City shall cover,within reason and with prior approval,all actual lodging
costs if the rate exceeds the GSA lodging per diem allowance for the city. If this
exception is granted,the Council member must book the cheapest available room or
personally pay the difference between the room they book and the room with the
lowest rate. This exception serves to save the City additional incidental costs such as
a rental car or other transportation fees.
7.4. Alternative Lodging. The intent of this section is to reimburse Council members
that use their personal travel trailer or motor home during official City travel and
• should result in an economic benefit to the City. The daily maximum allowable
reimbursement rate for all alternative lodging shall be$25. It is intended that the
alternative lodging reimbursement rate apply for any overnight City travel.
8. MEALS
As a meal allowance during City related travel, Council members shall receive a daily per
diem equal to the GSA daily rate for the destination city.
8.1. Multiple Locations/Single Rate. The City shall use a single per diem threshold
rate for an entire day. If a Council member travels to more than one location in one
day, the per diem allowance shall be for the location in which the Council member
spends the night. On the final day of travel,the per diem threshold shall be for the
location in which the Council member stayed the last night.
8.2. U.S. General Services Administration Daily Rate (GSA). The daily meal per
diem shall be equal to the U.S. General Services Administration's (GSA) established
daily rates for the travel destination City.
8.2.1. The GSA rates can be found at this link: GSA Domestic Per Diem Rates.
8.3. Conference/Training Provided Meals. \Vhen meals arc provided by the
conference/training and paid for through the Council member's registration, the
daily per diem shall be reduced for that particular meal. See Section 8.4 for a
breakdown of the meal percentages.
8.3.1. If the meal is an optional piece of the conference or training registration
process,the Council member shall have the choice to participate in the meal
or,instead,to receive the meal as part of the daily per diem.
8.4. Meal Allowance Breakdown. The City shall use the following meal breakdown:
8.4.1. Breakfast. Equals 25% of daily allowance.
8.4.2. Lunch. Equals 25% of daily allowance.
8.4.3. Dinner. Equals 500/o of daily allowance.
Citywide Travel Policy 8 I Page
8.5. Travel Day Meals. The City shall provide a percentage of the daily per diem on
travel days according to the following schedule (per IRS rules the City cannot pay
more than 75% of the maximum daily allowance during travel days):
Outbound (Leaving)
8.5.1. Prior to Noon—75%. When a Council member leaves on travel between
prior to Noon the Council member shall be entitled to 75% of the daily per
diem.
8.5.2. Between Noon and 7:00 p.m.—50%. When a Council member leaves on
travel between Noon and 7:00 p.m. the Council member shall be entitled to
50% of the daily per diem.
8.5.3. After 7:00 p.m.—0%. When a Council member leaves on travel after 7:00
p.m. the Council member shall not be entitled to any percentage of the daily
per diem for that day.
Inbound (Returning)
8.5.4. Prior to Noon—25%. When a Council member arrives home from travel
between prior to Noon the Council member shall be entitled to 25% of the
daily per diem.
8.5.5. Between Noon and 7:00 p.m.—50%. When a Council member arrives
home from travel between Noon and 7:00 p.m. the Council member shall be
entitled to 50°!o of the daily per diem.
8.5.6. After 7:00 p.m.—75%. When a Council member arrives home from travel
after 7:00 p.m. the Council member shall be entitled to 75 of the daily per
diem.
8.6. Allowance Paid to Council Member in Advance. Council member shall receive
their meal allowance prior to their departure. Reimbursement shall be in accordance
with the Accounts Payable check printing schedule and Council members are
responsible for ensuring their meal allowance check is received before departure.
8.7. Alcohol. At no point or under any circumstance shall the City pay any alcohol
expense incurred during a meal or travel. Any alcohol which is purchased by a
Council member must be paid for at the time by the Council member and must be
on a separate check.
9. PAYMENT METHODS
The City's preferred method of payment during City travel is a City Purchasing Card. Other
means of payment shall remain available but every effort must be taken to use a purchasing
card then at all possible.
9.1. Purchasing Cards. The City preferred mean of purchase during City travel. The
Purchasing Card is a City-issued MasterCard that can be used nearly anywhere
Citywide Travel Policy 9 I P a g e
MasterCard is accepted. Many employees,including Council members,have been
issued an individual Purchasing Card and it is this card that should be used by the
Council member during City travel. If a traveling Council member has not been
issued an individual Purchasing Card,Travel Cards are available for issuance during
travel. Follow the City's established procedures to utilize the Travel Cards.
9.2. City Check. Under a limited number of situations,a City-issued check may be used
to pay for a portion of the travel costs. A traveling Council member's meal
allowance per diem shall be processed in advance of travel under this method.
Council members shall follow the City's established procedures,which shall include
documenting the reasoning for a check rather than a Purchasing Card,to obtain a
travel-related check.
9.3. Council Member Reimbursement. Under rare circumstances,and with detailed
documentation, the City may directly reimburse a Council member for costs incurred
during travel.
10. PERSONAL EXPENSES
The City,with very limited exception, shall not pay for any personal expenses incurred
during City business travel.
10.1. Combining Personal Travel with City Business Travel. The City's policy for
business travel does allow for combining personal travel with business travel with
additional rules.
10.1.1. Personal Portion of Trip. If a Council member combines personal travel
with City business travel,the City will pay only the actual costs associated
with City business,any additional cost shall be incurred by the Council
member.
10.1.2. Airline Costs. When a Council member combines personal travel with City
business travel and airfare is required, the City shall pay no more than the
lowest cost of round-trip coach airfare for the days that the City business
would have required. Any additional cost due to an extended personal stay
shall be borne by the Council member.
10.2. Alcohol. See Section 8.7.
10.3. Entertainment Expenses. The City shall not pay,at any time, for any
entertainment expenses incurred by a Council member on official City business.
Entertainment expenses shall include,but not necessary be limited to,the following:
10.3.1. Movies,including in-room
10.3.2. Health Club/Gym Fees
10.3.3. Sporting Events
10.3.4. Golf(Including Conference-related Tournaments)
10.3.5. Spa Services
Citywide Travel Policy 10 P a g c
Refer to Oregon Ethic Laws for further details on entertainment expenses.
10.4. Personal Grooming Items or Services. At no time,and for no reason,shall the
City pay for any personal grooming items or services during a Council member's
time on City business travel.
10.5. Personal Phone Calls. No personal phone calls while on travel shall be paid by the
City other than the following exception:
10.5.1. Personal telephone calls to immediate family members or significant others
to confirm the traveler's well-being while on overnight travel are allowed
under this policy. The Council member shall be allowed one phone call a day
while on travel for not more than ten (10) minutes. The City does encourage
the traveler to use a personal cell phone in lieu of this personal call allowance
when at all possible.
11. TRAVEL RECONCILIATION
Within five (5) business days of return from any City business travel a Council member must
submit to the FIS Department's Accounts Payable Office a completed and authorized Travel
Reconciliation Statement. The City shall develop guidelines to assist Council member
through the travel reconciliation process.
12. COMPLIANCE AUDITING
The City's FIS Department shall conduct routine review of a Department's travel records to
ensure compliance with all aspects of this Travel Policy. The FIS Department,working with
the City Manager's Office,may implement appropriate and progressive sanctions for
inappropriate use of City funds related to travel. All Council members must fully comply
with requests for records and documentation supporting any and all travel expenses.
LOCAL TRAVEL
13. LOCAL TRAVEL METHODS
13.1 Personal Vehicle. The City may authorize Council members to use their own
vehicles for City travel when it is in the benefit of the City. Use of a personal vehicle
during City travel must be authorized prior to a Council member utilizing their
personal vehicle for business purposes.
13.2 Insurance. Council members that use their private vehicle for City business are
required to have personal automobile liability insurance to provide the primary
coverage for any accidents involving that vehicle. Documentation of said coverage
must be on file with the City's Risk Management Office.
13.3 Vehicle Stipend. Council members'vehicle stipend shall cover any travel to and
from local meetings. There shall be no additional mileage reimbursement.
13.4 Non-City Employee Ride-Along. Per the City's Personnel Policy:
Citywide Travel Policy 11 IP age
"Family members or other non-City employees shall not be transported in city
vehicles except as specifically authorized by the department director or consistent
with department policy or in cases in which the city vehicle is regularly assigned to
the employee as a provision of an employment contract"
As such, family member or other non-City employees may accompany a Council
member in a City-owned vehicle during City-related travel with the appropriate
approvals.
14. LOCAL MEALS
Meals that do not include both overnight travel and a distance of more than fifty (50) miles
from Tigard City Hall shall be considered a local meal in accordance with IRS regulations
and are therefore taxable. Local meals should be part of a meeting involving outside agency
personnel or be part of a local training or conference event. The City shall allow such meals
for Council members with appropriate documentation and approval.
14.1 Reimbursement for Local Meal. Payment for a Local Meal shall be made through
employee reimbursement only due to the meals taxable status and no other payment
method shall be acceptable.
14.1.1 Receipts. A document detailing an expense incurred. To be valid,a receipt
for a meal must provide the name and address of the business,the date of
the purchase,an itemized description of the goods or service purchased,and
the amount of the purchase. Summary receipts shall not suffice as proper
documentation.
14.1.2 Local Meal Reimbursement Form. Reimbursements to Council members for
taxable meals shall be processed on a Local Meal Reimbursement Form and
submitted to Payroll no more frequently than monthly.
14.1.3 Alcohol. At no point or under any circumstance shall the City pay any
alcohol expense incurred during a local meal.
A.to k•�; it Tigard City Council on January 14, 2014.
I 1
Joh . Cook,Mayor 92...):.."
Martha L. Wine,City Manager
Citywide Travel Policy 12 I P a g c
14 le City of Tigard
Memorandum
'FIG/CRD
To: Department Directors
From: Marty Wine, City Manager
Re: Council Agenda Item Scheduling and Development
Date: September 19, 2013
At the request of Mayor Cook and based on recent concerns raised by the City Council, I want to
confirm with you some practices we will put in place until further notice for placing items on Council.
agendas.
Please distribute and notify the staff in your department who regularly develop agenda items or work
with contracts so they are aware of this new direction, designed to help us gain the confidence of the
Council for the future.
• Consent agenda items generally. The purpose of the consent agenda is for Council to
consider routine, non-controversial business items in one motion on the Council's agenda.
While from a staff perspective,work may have proceeded on a project or decision that seems
routine for us, please do not assume that the Council sees it the same way.
There are times that months may pass between Council briefings and some issues may appear
entirely new to them as the Mayor and one Councilor are serving for the first time. Therefore,
do not place an item on the consent agenda unless the item has previously been provided
to the Council in a briefing of some form. That could include:
o A memo in the weekly Thursday Council newsletter;
o Time scheduled on the agenda to brief the Council at a study session, business meeting,
or workshop briefing,with a request at the briefing to place the question on a future
consent agenda.
• Local Contract Review Board. In recent months, the Council has been presented with bidding
procedures that are new to them, along with amendments to our local rules. Council takes
seriously its oversight role in reviewing contracts, so in that light, the following approaches will
apply:
o Refresher on local purchasing rules. The Council has asked to be reminded of its
authority and role as the LCRB. I have asked FIS staff to help make that happen in three
ways.
1. First, schedule a briefing for the Council before the end of 2013, to help them
understand and be reminded of the LCRB rules.
2. Second, provide to all departments the references to links and resources to remind us
of our local purchasing rules and the purchasing and tiers of signature authority that
the City has adopted.
3. Third, I have also requested that our contracting/purchasing staff schedule time on
an Executive Staff agenda meeting to provide a refresher course on these issues and
answer any questions we have about the role of the LCRB,including what and when
items require LCRB approval.
o Process and content experts in attendance. The Council has requested that
contracting/purchasing staff attend when an agenda item comes before the LCRB, to
answer any procedural questions about the bid or award process. They would also like
the project manager or person knowledgeable about the project to attend the meeting in
order to answer questions or inform the Board about any context, project status or
information that is requested.
If an LCRB decision is needed, staff should expect to attend the briefing and
meeting where the item is scheduled;prepared to answer questions.
o Two step review, no consent items. The LCRB often has questions about the project
scope, schedule or budget, and has asked for adequate time and opportunity to discuss
and understand these details.
As with consent agenda items, items needing LCRB approval should follow a two-step
process for review and approval: step one - to brief and inform the Board about the item
and step two - to seek the Board's decision for approval.
FIS will be requesting at least one period of standing agenda time each month to facilitate
contract and other LCRB briefings, so please work together across departments to
schedule time for contract or other LCRB approval and this will help to expedite these
decisions.
Finally, the Council and LCRB have asked that LCRB items not be placed on consent
agenda without the Board's prior approval.
• Importance of thorough Agenda Item Summary review. Agenda item drafters, reviewers,
Department Directors and the City Manager's office are asked to redouble their efforts to
carefully review agenda item summaries for completeness and typos, ensuring that proper
information is provided in context and decision history is thoroughly provided before the item
is considered ready for publishing on an agenda.
Consider the Council's situation: each member serves in a volunteer role for a city enterprise
that has multiple lines of business and requires many individual decisions, one usually unrelated
to the next. Every week has the potential to bring them new information that they have not
heard before. The AIS form is more than a transmittal;it gives Council the information it needs
to accept staff recommendations and make our work successful.
I have committed to a "no-surprises" rule with the Council and in that spirit, I ask that staff give
them as much information as they request to be able to make the best decisions for the city and
think ahead to what will support them to do this.
In that vein, please consider when the Council last saw the decision; has something changed
about the budget or project that would be a surprise to our governing board? If so, be clear and
forthright about the change and don't get ahead of budget amendments or other decisions that
have not been made yet.
The spirit of these changes allow the Council adequate opportunity for review and discussion of the
policy matters that are before them so they can carry out their oversight role. While I recognize this
may take time and lengthen the process for decision making and potentially the Council's meeting
times, it is important to maintain Council's trust in our expertise to conduct the city's business and to
follow our own local rules and policies.
It is my hope that we can return soon to using the consent agenda as it was intended—to bring forward
the next logical steps in administering decisions already made by Council. I invite your questions.
Thanks for your attention to these directives.
■
" City of Tigard
T I G A R D Memorandum
To: Mayor and City Council
From: Marty Wine, City Manager
Re: Administrative Items for Review during Ground rules Meeting
Date: November 28, 2016
Below are questions for discussion and clarification that relate to the Council's ground rules.
Meeting times and agendas
Does the Council want to change anything about the starting or ending time of its regular
meetings (start earlier, or allow for later ending time)? Council ground rules call for a point
of order to review remaining agenda items at 9 pm, and sets the ending time for the meeting
at 9:30 pm unless extended by a majority consensus of the members present.
Does the Council want to change the first Tuesday agenda to not meet as the CCDA Board
on that night, and instead have mixed agendas,with both Council and CCDA agenda items
on the business meeting agenda (2nd and 4th Tuesday)?
CouncilMail (email box)
Council ground rules state "do not provide the official response to communications directed
to the full council. The city manager or mayor will coordinate the response on behalf of the
city. It is appropriate for councilors to acknowledge receipt of the communication and thank
the sender."
Today, the email address and contact information for people who send email to the
CouncilMail (joint email box) can't be seen by the City Council, and any reply by Council to
those emails goes to the City Councilors only. (City Recorder and CM Office also sees these
emails and coordinates responses.) Sometimes Councilors would like to respond to meeting
requests and individual invitations. Does the Council want to change the routing convention
for this email box so that a) only individual Council email boxes are used; or b) the Council
can reply to emails that go to that email box?
Approach to staff contacts
Council ground rules encourage avoiding substantive contact with staff below the
department head level to avoid possible disruption of work, confusion about priorities and
limited scope of responses.Just a reminder that as a courtesy, please inform the City
Manager or Department Director for information or work requests you've made to city staff.
Council travel policy
There have been instances in the past year where practice does not line up with the Council's
adopted policy. A staff memo has been drafted outlining how to better align the policy with
how Council wants to handle travel and training. Council guidance is requested for desired
policy changes.
Two-pass `rule' for contracts and agreements
In 2013, the Administration implemented a practice at Council's request that contracts and
IGAs would have "two passes" before Council: first, a chance for Councilors to review the
matter and ask questions; and second, for adoption. The purchasing staff and topic expert
for the item are to be in attendance. Does the Council want to continue with this practice or
return to these items receiving one review and request for approval?
Other items? (request tracking system)
The CM office maintains a list of correspondence and requests that Council and the
Administration receives and tracks responses (see example). We will begin including this
information in the Thursday Council newsletter so that the Council knows which items are
being tracked and responded to. The City Recorder tracks the citizen communication that
occurs at City Council meetings, and regular agenda time is set aside to report back on those
items during the Council meeting.
11/30/2016
Tigard City Council
Groundrules Workshop
November 29, 2016
Welcome
1
11/30/2016
Retreat Overview
1-Introductions
What we hope to accomplish today
wAgenda review
Administrative Items
• Meeting times and agendas
• CouncilMail (email box)
• Approach to staff contacts
• Council travel policy
• Two-pass rule for contracts and agreements
• Request tracking system
• Other items?
2
11/30/2016
Administrative Items
Meeting Times and Agendas
Input from interviews:
■ Incorporate CCDA meetings on regular
Council meetings days
mOther suggestions?
Administrative Items
CouncilMail (email)
Input from interviews:
• Provide Councilors with email addresses of
senders
',Other suggestions?
3
11/30/2016
Administrative Items
Approach to Staff Contacts
im Interviewees agreed with existing policies
Administrative Items
Council Travel Policy
l► Input from interviews:
• Allow Councilors to accrue airline miles.
• Pay spouse attendance at some events.
• Cover hotel for closer events (e.g.,
conferences).
• Increase travel budgets.
. Other suggestions?
4
11/30/2016
11111 Administrative Items
Two-Pass Rule
N. Input from interviews:
• Repeal "two-pass rule"- unnecessary and too
onerous in terms of time and money.
alw Other suggestions?
Administrative Items
Request Tracking System
im Input from interviews:
Create a system to track and report on:
• Requests made by citizens
• Requests of staff made by the Council
Other suggestions?
5
11/30/2016
L\f Administrative Items
wAny final administrative items to consider?
Council Groundrules
-General Overview
• Mandates
• Processes and Procedures
• Mutual Expectations
■ General Guidelines
6
11/30/2016
Council Groundrules
mGeneral Feedback from Interviews:
• The Groundrules are working well for Council.
■ Not used often - Council working effectively.
■ Self-enforcement has been largely effective.
Council Groundrules
Mandates
Covered during administrative items:
• Avoid substantive contact with staff below the
department head level
',Additional items for discussion?
11/30/2016
Council Groundrules
Processes and Procedures
\\(' w Covered during administrative items:
Incorporate CCDA meetings on regular
Council meetings days.
Additional items for discussion?
Council Groundrules
Mutual Expectations
M. Input from interviews:
• Incoporate language related to Council role and
expectations related to election/campaign
activities (e.g., involvement in political
organizations).
I.Additional items for discussion?
8
11/30/2016
Council Groundrules
General Guidelines
-Interviewees had no proposed additions /
changes in this area.
-Additional items for discussion?
Council Groundrules
Confirm Outcomes
9
11/30/2016
Boards and Commissions
ow Determined by consensus of Council
Goal is equal division of assignments
ow Considerations:
• Background
• Experience
• Expertise
N. Preference given to longest serving
member
Boards and Commissions
(see matrix)
10
11/30/2016
Next Steps
Closing Remarks
11/30/2016
Thank You !
JENSEN STRATEGIES
Erik Jensen Jeff Aprati
Principal Associate
(503) 307-8020 (503) 577-8840
erik@jensen-strategies.com jeff@jensen-strategies.com
12
2017 Tigard City Council Boards and Commissions Assignme
Committee Name Current Assignment Current Alternate 2017 Assignment
Audit Committee Snider None Snider
Budget Committee All Council None All Council
Budget Subcommittee - Events All Council None All Council
City Center Development Agency All Council None All Council
Clackamas River Water Providers n/a n/a tbd
CDBG Policy Advisory Board Goodhouse Lina Smith Goodhouse
Intergovernmental Water Board Woodard Goodhouse Woodard
Metro Joint Policy Advisory Commission on Beaverton Mayor Beaverton Mayor
Transportation Doyle Cornelius Mayor Dalin Doyle
Mayor's Appointment Advisory Committee Cook (applicable Councilor) Cook
Metropolitan Area Communications
Commission Woodard Louis Sears Woodard
Regional Water Providers Consortium Henderson None Anderson
SW Corridor Plan Steering Committee Cook Good house Cook
Tigard-LO Joint Water Partnership Oversight
Committee Cook / Snider n/a Cook / Snider
Washington County Coordinating Committee Cook Goodhouse Cook
Westside Economic Alliance Cook Goodhouse Cook
Willamette River Water Coalition Henderson Goodhouse Goodhouse
City Center Advisory Commission I Henderson Goodhouse Goodhouse
Urban Renewal Funding Selection Goodhouse / Goodhouse /
Subcommittee Henderson Snider Anderson
Library Board Snider None Snider
Neighborhood Involvement Committee
(soon to become Community Engagement
Committee) Goodhouse Snider Woodard
Park & Recreation Advisory Board Snider Woodard Anderson
Planning Commission Goodhouse Snider Anderson
Tigard Transportation Advisory Committee Woodard Goodhouse Woodard
Youth Advisory Council Henderson Cook Goodhouse
nt Chart
2017
2017 Alternate
none
none
none
none
n/a
Lina Smith
Good house
Cornelius Mayor Dalin
(applicable Councilor)
Louis Sears
None
Good house
n/a
Woodard
Goodhouse
Snider
Anderson
Snider
none
Snider
Woodard
Snider
Good house
Cook