04/25/2016 - Minutes City of Tigard
• � r
Budget Committee Summary
Wednesday,April 25, 2016, 6:30 PM
Public Works Auditorium,Tigard, Oregon 97223
MEMBERS PRESENT (10):
Don Fisher, Clifford Rone, Quinton Harold,Nathan Rix,Bill Bigcraft,Torn Schweizer,Marc Woodard,Jason
Snider,John Goodhouse,Mayor John Cook
MEMBERS ABSENT (1):
Marland Henderson
STAFF PRESENT:
Marty Wine, City Manager,Toby LaFrance, Finance and Information Services Director,Liz Lutz, Confidential
Executive Assistant, Carissa Collins-Sr. Management Analyst,Liz Newton,Assistant City Manager,Alan Orr,
Police Chief,James DeSully,Assistant Chief,Lisa Shaw,Business Manager, Glen Scruggs,PD,Nadine
Robinson, Central Services Director,Joe Barrett, Sr. Management Analyst,Laura Berrie,Management Analyst,
Kevin Dresser,PD,Jeff Hering,PD,Andy Pastore, PD, Sue Garino,PD,Mike Ranum, PD,Lori Faha,PW,
Kevin Cole, Central Services,Michelle Wright,PW, Steve Martin, PW,Lloyd Purdy, CD, Kim McMillan, PW,
Molly Carlisle,Library
1. Call to Order: Chair Don Fisher called the meeting to order
2. Approval of Minutes from 4/20/2016: Minutes were approved with correction of name spelling.
3. Public Comment:
a. Jeff Hering, Kevin Dresser,Andy Pastore,Mike Ranum and Sue Garino from the city's Police
Department all addressed the Police's need for additional staffing due to longer response times.
Examples were given of actual calls received and the response time to get to the victim.
b. Wayne Gross, PRAB, discussed the progress Tigard has made in providing parks and recreation
services. He requested the committee provide additional financial support for the city's recreation
program.
4. Issue Paper Presentations:
a. Police Response Time: Chief Orr and Assistant Chief DeSully discussed the need for four
additional police officers. It was noted that currently only 3 officers are on patrol at any given time
and the city has 5 policing districts. With the addition of River Terrace,patrol has a larger area to
cover, reports take longer to write and there are more calls with the increase in Tigard's population.
There was concern about being able to obtain data on response time, and other data requirements.
City of Tigard Budget Committee Page 1
Most data is obtained from WCCA. Police do have to use overtime but try to keep it to the
budgeted amount. Additional staff would eliminate some of the overtime work. One member was
concerned that the addition of River Terrace is putting a huge burden on city resources,in
particular police resources. Was this considered and how will the Police handle it?The Chief said
that most cities don't get all the resources needed when annexation takes place.
b. Library Staffing: Molly Carlisle presented this paper. She discussed that the library continues to
grow, but staffing adjustments have not kept up with this growth. They request an additional .1
FTE for the Communications Coordinator, .5 FTE bilingual/bicultural librarian in Youth Services
to better serve the community; .2 FTE for a library assistant position in Technical Services as the
number of items to be catalogued continues to grow; part-time library aide in Circulation to
enhance the library's efficiency in materials handling. The total request is $85,000. There was a
question asked about volunteers and it was stated that the library uses extensive volunteer services
but that we need reliability of patron services and reference desk assistance.
c. Immediate City Campus Repairs and Space Needs: Nadine Robinson and Kevin Cole
presented this issue paper. Facilities has been funded at a level that allows staff to respond to work
orders and complete small projects. With the buildings aging, they would like to hire a consultant to
conduct a physical needs assessment to develop an 8-10 year facilities maintenance plan to identify
large scale projects and determine what it will take to bring the city buildings up-to-date.Also the
request includes a limited duration employee to work on current outstanding work orders and help
with project completion. The second part of this request is a space needs assessment. What can we
do in the next few years to maximize the space we have?We would hire a space consultant to help
answer this question and create efficiencies. This additional funding would also pay for us to hire a
company to reconfigure cubicles and furniture, and replace furniture to bring the work areas into
current work standards. The request is broken down this way: $25K for facilities condition
assessment; $50K for urgent needs; $30K for space needs; $90K for moving costs and $55K for a
limited duration coordinator. It was asked how this plan differs from the Facilities Strategic Plan
that is in next year's CIP. City Manager Marty Wine said that this request is to identify current
condition of our current facilities and it could be an input into the Facilities Strategic Plan, but will
highlight what we need to do near term. The Facilities Strategic Plan will look at all of the city's
property and determine if we are using all of it effectively and look at long term plans. Councilor
Snider indicated that this proposal is a one-time expense.
d. Parks Maintenance: Michefle Wright and Steve Martin from Public Works addressed the Parks
Maintenance needs. Parks vehicles are the oldest in the city's fleet-$119,000; $90,000 for equipment
replacement (mowers, etc.), $90,000 for Utility Worker II-to help with deferred maintenance,
including trails;Playgrounds at Jack Park, Cook Park and Woodard Park-$110,000; $43,000 in
basketball and tennis courts repair/replacement; $480,500 to replace multiple irrigation systems-we
recommend Summerlake Park system be done first; trail maintenance-we plan to do a condition
assessment this summer, but the top four total$1, 434,914. The total deferred maintenance items
that we have identified is about$2,743,860, but our paper identifies about$500,000 for the coming
year.
e. Implement Recreation Program: Michelle Wright and Steve Martin discussed this paper as well.
This request is for ongoing resources to build upon current recreation funding and bring the
recreation program to the level outlined in the Recreation Program Study completed by MIG in
March, 2015. The recommendation for year one is in the proposed budget for FY 2017. The
additional request is to cover year 2 recommendations-additional events,pilot programs and
janitorial services for those evens. In addition to the year 2 add-ons is a request for seasonal/on
City of Tigard Budget Committee Page 2
call staff to help at events and programs for a total additional request of$128,000. The MIG study
does not recommend these staff until Year 4,but based on experience with the Easter Egg hunt,
staff is requesting to accelerate the staffing. Councilor Woodard wanted to let the committee know,
since he will not be at the next meeting, that he is very much in favor of this program.
f. Downtown Alliance: Lloyd Purdy, Economic Development Manager discussed the Downtown
Tigard Alliance partnership with the city to help revitalize the downtown. The council has a goal to
increase funding to support this effort. This funding will help build capacity and get them to the
next level of programming and activity downtown.This request is for$40,000 to help pay for a
portion of increased operating expense like a dedicated staffer (right now the alliance is made up of
volunteers), rent and utilities. This will help the TDA to expand their programs, etc.
g. Sustain General Fund Reserves: tabled until 5/2/16 meeting
h. Roof Repair-PD: Nadine Robinson and Kevin Cole presented to the group that the roofing
systems have exceeded their projected useful life. There have been numerous leaks and the roof has
been repaired repeatedly. The roof over the women's locker room is the worst and the roof over
the main area has leaked three times. The financial impact to replace the entire roof is $600,000.
There have been two different consultants to evaluate the condition of the roof. There is severe
water intrusion in several areas. Both consultants recommend full replacement. Budget committee
asked if this repair happened in cycles,what is the likelihood of it completely failing. Kevin reported
that the portion over the women's locker room must be done soon. That cost could be $45,000 as
an estimate. The police were asked about their priorites-l-staffing; 2-lockerroom; 3-roof repair.
Bottom line-if we could have $50,000 to do the repair that absolutely must be done, then we would
have to have a new building or replace the roof.
i. Locker Room Expansion-PD: Assistant Chief DeSully and Kim McMillan.This project started as
a band aid as we only have one available locker space available for a female officer. The space is
insufficient. At the time of its construction in the 80's, there were not many female officers. Now
Tigard has an above average number of female officers in the area. We also have limited number of
spaces for men.We would like to double the space in the women's room and increase the men's
locker to 72. Lockers would be larger and would include ventilation and additional power. This
would allow officers to store and charge their equipment. There would also be additional bathroom
space. The remodel would also bring the locker rooms up to ADA standards. In addition, the sewer
lines need repair and enlarged. It also adds two showers that could also be used by non PD staffing.
The meeting was recessed at 9:30pm.
Liz Lutz, Confidential Executive Assistant
ATTEST: Clifford Rone, Secretary
The next Budget Committee meeting will be held on Monday, May 2, 2016 at the Public Works
Auditorium, beginning at 6.•30pm.
City of Tigard Budget Committee Page 3