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11/21/2011 - Packet , II Completeness TIGARD Review for Boards, Commissions and Committee Records CITY OF TIGARD PLANNING COMMISSION Name of Board, Commission or Committee November 21,2011 Date of Meeting Signature Doreen Laughlin 11/6/14 Date 1s " City of Tigard TIGARD Planning Commission Agenda MEETING DATE: November 21, 2011; 7:00 p.m. MEETING LOCATION: City of Tigard—Town Hall 13125 SW Hall Blvd.,Tigard, OR 97223 1. CALL TO ORDER 7:00 p.m. 2. ROLL CALL 7:00 p.m. 3. COMMUNICATIONS 7:02 p.m. 4. CONSIDER MINUTES 7:05 p.m. 5. BRIEFING—7:10 p.m. METRO OVERVIEW OF SW CORRIDOR PLAN PROCESS 6. BRIEFING—7:55 p.m. CAPITAL IMPROVEMENT PLAN (CIP) UPDATE 7. WORK SESSION -8:10 p.m. COUNCIL GOALS 8. WORK SESSION— 8:40 p.m. PLANNING COMMISSION BYLAWS REVISIONS 9. OTHER BUSINESS—9:10 p.m. 10. ADJOURNMENT—9:15 p.m. PLANNING COMMISSION AGENDA— NOVEMBER 21, 2011 City of Tigard I 13125 SW Hall Blvd.,Tigard,OR 97223 I 503-639-4171 I www.tigard-or.gov I Page 1 of 1 acREpT PLACES orraor Southwest Corridor Plan Integrated approach to corridor planning Tigard Planning Commission November 21, 2011 GREAT PLACES S with the Start ,:,..:,: 4t DAR MILL PORTLAND - ., I CENTRAL su Nssr io-. a CITY ._.�`— .126 nl.own s3 1 :BEAVERTON!' . 2., RkLCIG1�. i/yyy +H�II 511..1 fI J.yi PP■* l xp ISL WEsi f WAS411NGTO I vHiz Ara f I fes ; f r MU AY I.' 11GAk SCHI]LL f I.-----.1=114— ... ":4"--- ..: II 41 f, aSWFCn ..LP Kt KlNF CIT GNC�VEI .: m ,r-,C y1 f f J E ✓ _ i / � � :.: —+. {I�e:n. TUALATI1 arl .._....-A f 2ub II — . ..I ___ 5 1- �.. I - al a „-------- -,, GREAT PLACES _-- I __.„'I': ''' '1 r 1 , _.,. Downtown Sherwood . _ \., » . •,I'L--9^--... _ m_m_.•.mir . -- . •4.,':--” --,.1',..-.-- ,k-- .1 /,, _.„.• , 1 _, ,; e IA rr K110.1 IIII 1 V fill -.. -1 ._ ,. /0. • ; L.: --.1 r't'L.IL:.'. • Or.. 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P V S ....i.,:-,-,,t0t.t1.1/J.-1.. . % . 0 , ,imil ma. . .. , • .7-.„, 1 mumil mow 1 1 i . mitill 14114 4, • / /7 %)\,., ,_:'.)'' . . . . ., a '•- ,. A. 401 ', . 1 . 7. e 1 1:)' '• '.. ,\..,\\:\ a,k, ,4 • : . • At ,i4" . ,, , , . e ,, o ., - la,"4 - • 40j' . IFTII Uaa -B- -... L.. 'I i ' I s • -irr• ' 1...-."... .,.. .,..,,t,„\ I- ' - --r-2= . - . : \\ ' KW.7i.,-..•..------------_ vf . , I Amax ,t: ' , ' , , p ,4 \\ 11 ri I ,t . • fi- ..-- _- . -agoL, : k;k6---- • ,..4 E , . .._... , , • --, • - . • .4 • '1, -.....gel •'t . .-'1.16,..atiak!',. ..,.. 4,4;! ,i rf, ,'''' •l.t*....: 1 \.• owo •-•—• " 5. A,. .,: ,..., , ...q,7•, -gni,velf it;, t.-- . , ...... •...,) , ,•-. or 1 444 ii__.,_—_- _ - _- ,,- ''-' -- '..;—,4'.-- ----------------______-- ----- , .,. „.., ,_ tC•-.. . . '' ------- ...,j, , .. , _,..,,,.____________„ ._. . . I - -,------------ Irt"" .-19.2 , ' - -42 MD0 •-. . Q i • 0° 1 <,‘ ..<- , ------- i,.. -,.-Ar-.,. I • ,air/A he- - I • ,w-iir4SN'' .3 .,..,-, - __.... -•- • .... . t,"' i ".^\ --- • i • -' 't• - = .•10 . - ‘11all ak-- 'ON - • , .. \ ( '> li 4 Irl , - .,,.• 'OhttLitii% ,_ --, •;--,..- ./ ''''lli4lirf. - . . . GREAT PLACES L Wir Corridor Riverplace P N-7 4 . •' mu Jk - - • , 1 I 11 7$11 ..• -..,1.4_4 --7- lb ,•,- 1°,-,-'-'s , • 1 .\,_. • - ,I... - • — ,. - 41;r4, ...1 ':4 . 4 ,*. 'It 4 _ i _..h..e- N42 ,,...,........4,- ...-,-,r -lik.--, ,.erpia , •, -- 00 LP:: ., ,,.. .0,---.00*-)11 .,...,to .......,....., ___— it„--,--.........------ 1.--w . , -,. -. nt .Almiftrer, 0- 1 -.. :,... ::.:-'\' • ... .... -:•..gitiitt _JUMP. , . ---..s- , ,..-.. iiiijial A pi' ..., V..414 di ...,, •...''' 1.‘ I T------N- ' w ::' 4.. .;. .,..K : - .. , ,, ... A 4. . • . v ft ,' •,.. • • ... t.,.. •- ,-• ,, . ' 14 • ,,.• - -c.\.° •\ ,,, -) t.,,;,,. .., •,; .-:14- - .,<..) ,,--\` •• ._ \•/.., " , .. ..., ,,,,,....,,,, NIA- N, #wilowsio al I. . • .f. 11....6,ar-- . _ •4. t 1 lir, . _ „...k. i I 4 as IL . . 09 ‘ '-' ' _ .. ,, . . ,, ..„_......-... I ,Q... , -,-,,rr-,-.•-..., -, i "/".• ----_,.,„ , - - ' _ \ -- GREAT PLACES • L ',, ' _J .i '--) i 1 rruku ,.__ ____. .„ • tMaJor Tr n i Facilities 1CENTRAL S.. CI1.un . 1 • _ 126 WES `��. < E • 15 bus lines 4 { I ILLS 'y • 2,000 parking �-rir _ . -\---1 spaces "i T _a . • 3 Transit 1^J Centers 5rHU1.• �_ _ .. l f • 27,000 daily a r 5VlF I+n F I riders ��arVEr r 1 1 1 r 1 1 2p..,,,_ _---- If i 6r 1 ,` I t 1 5 11- 4... 1 1 J: 0 GREAT PLACES Corridor 1 - 5 'ft -- - . - o -- ii l1 i 0, i N., \..../, 9 , EXIT 290 Nyberg St Lower Boones Tualatin- . e ferry Rd Sherwood Rd . MILE 2 EXIT 'ONLY s - _ • i ,1 _ • 1 1? 0 GREAT PLACES Corridor Hw l ‘iry 217 and Hwy 43 .. ., ,.. , •N •%%%, ' a It 1g* It Portland - Tigard .. ...•..•..... .1-.,,,-4.r'A.f,.,:'t.,. ._,.. ....., N I , ,.., ., . - .„ ___ • , ri ...... ,. 1,---4.-..*Ss . - I ''.f,..11,4Z --; ..dt ' '', ' " Slem ' riAll ' Lake Oswego SiE144.' Mr . OW - 4 I i 5 — \ / [+ i 4-} , ._. _____ . .,.........44. _ kl, , I --- s • , s - }, linEWEIXII I ' C\ \ ? li •k 1 1 0, eti WEST 5 EAST , EIMIECEBI , - --.."' ' City Center :The Dallas 2 • go ED EAST \ .?„. Beaverton < Seattle > Ross Is. Br. .4Pir - - -- . -, ' ' El!".•-:_ I, , _ , A le,.. t A Macadam Ave. ._ , IF - 4 111 '4 .4^-.:t ,,-,•: t , ... et --0-•••tit 4-LW"&q,4,---1. Tiri to ei'-••:4: p•••• , • \ --' .,!',-:;;r- 4--ml''' ' 4." '^ • '-• •I i ..^4. filllinweia....4. ' \ 1 i • 'I 1111111111W— .,.. • .11 1- '41 -4., ._,.....- - .... __.• is...- — ../. ,- - -molar- .7,--- -razio— .46.-NiliNks, GREAT PLACES ' ' ' ' Drii'Mri r 1 . Pacific H i hwa 99W Ba rbu r Boulevard ...._ _,),, ___________. '"�.. '� :- 4"le_ 7 ` ::. ii lir g---4. G - - 1' .. gam. _ _ * 12� F'i* CT. I I -4.1#41111""' I . - _ *. r- GREAT PLACES iCorri4or Priority corridor www.oreganmetro.gou WI00116; 9Y1. 0. - Vitt __. I .,„..; 2035 ,.. REGIONAL TRANSPORTATION PLAN .4 Ai ; . ' .a Or Metro I Joint Policy Advisory Committee on Transportation i te. Mobility rri orco s Remaining mobility corridor studies Columbia Rive rgate 1 Vancouver nlarkCounty Mobility corridor studies under way16 18 17 North 1 Plains 22 _ - \ Gresham Forest Grove 24 Hillsboro 24Beaverton 21 4 5Gateway Fairview Prrtland -Troutdale .�_ 4111111 central city 192 10 8 15 Under Development with other resources `, Tigard Mllwaukle 11 Clackamas 12 Happy Valley 13 raarnascus I ZI202 8 CISTualatin c r€gon city 20 3 14 tlei,,,, 1 Willamette Valley Going places xCcinxni 1-11.CAPACITY TRANSIT SYSTEM PLAN a cauver Adopted July 9, 2009 � - \ 'st:ronm `\ '. i-5tatewcT corridors to be _ .. - 3a.{ 5 - ® - --',lIJ` PDX Intl Airport Cons dered n fl ' A Iconjunction can,.,, 1 % �r.�., orris 'U with RTC \ Wa.bougal - -- m19IlIIIW Bethany .- , 'II�'1��91 - ve. ..'-°_fO c • n @ Cedar Mill r Portland Central Cit ., I' {� Fairy' Drmro Ta sb.w a�}�a Cornelr,r . TrouM.Tla Forest Grg� {� - - -_p'_ �•� _ — tiod s. + Tc be determined I=. _,a111111" , at a rkw''.d ILN% - Tre (ewer through Central - i City Nan update 21111111111. ; v e era.r� .t,T T j - Ci esi an, ■ i, Fria E'ga it i ,0 �—r-41Tine l l ` 'aon� �• d•' 1 .. ea Nt t : lairey�r /..1 ankle t� Hippy Valley .--- Murray Hill `'ASI Ilil� _I 1 _ r 'lake 4 ea 1,< arra; 1� rm!� oswe4o V'/_cif/ 41) i._. ��Yt� ` Lake 0�a. `` i f I Grove ` 0 +< x,g.rtry. .�� `\1 11 a 0 LEGEND o GladsAt•rnI�e SheFo' ( 0: NJect lrno \ i. Priority HCT Corridors* Transit - Oregon City Near-Term Regional ...O.-High Capacity Transit(2009) Priority Corridors I tx r +I High Capacity Trans€t Corridors i - --� - Next Phase Regional � 'under advancement i \ i•-d"- ' Priority Corridors -- ! \1 2035 Conceptual Bus Network - "- Developing Regional Ii - C:7 Priority Corridors Railroad i wI[sq„d�lin' Major Arterials 40. Regional Vision r School ii 4411, Corridors - - Parks/Open space ®RTC HCT Corridors ------County Boundary Cip Urban Growth Boundary ® 0 2 4 'Tines are representative of general f f i !Miles HCT corridors,buffers are 1 mile GREAT PLACES r r 1 d o r_ Co rrido r Profile - ME MILL PORTLAND CENTRAL •. N,-,,,,.... . (ITV Population --.---•:, 2010 140k ,....., . -,,, .,----7--, 1 :RFAVI RUIN. . ,e, .. .,1 RAMC! I, „ , , ILLS,. 2035 206k .,, s...____..„ AI „__. HILLSDALE - :1 . ., . . . — ,-- '---.3 ... • . , C\777/' . . Employees .... .. . . . :, WASE1MTON ALIEST 7 ..,-""e' 'RhAN , .., 5,01/ARE : ... 1 / 2010 163k ! r (MU AYF _ :_.•• seko 2035 251k .n ../.. , ....( ,.„. \ , .,. ",. .. \ ...., . _ .. ._ . . .. 1 cli, . . . . 'Tr_ LAKE . ,1 - SEiNts CIT, Projected i.. . , ) "'-1-41 , , ... ./ - , .. travel time ,..- .. ..... / ..,___„" , increase -:.:;-- ..:.-i, _..... ./\ 300 — -.... r 1 /0 ,I I //- P , '', • I ." P'.. N',. ...'''-'. .. • 5 . I I , I- I ; ---I GREAT PLACES s Corridor Integrate , approach Regional A n Transportation Land Use Plans Plan IV Ad • Broad corridor • Community focus •Transportation and • Decisions on areas and nodes land use investments: identified in the improvements and • in transportation, broad corridor transit modes and and use alignments •rovement • Decisions on transit mode and alignment • H- GREAT PLACES SW IMC 25 Years from Now Daily celebration of place „...._ c Vibrant, safe communities where .„... , :sjiiii��. people live, work and play 1 EAT PLACES Qor 5 Major timeline Southwest Corridor Plan schedule Phase I Phase II Ongoing Agreements, policy changes and strategic Actions to achieve goals, including Further project investment and partnerships investments, Draft Environmental development and Impact Statement(s) and major implementation policy changes 2011 2012 2013 2014 2015 GREAT PLACES • Local Existing Policy Public '1 .,.,.,, J 1 r tvisions conditions framework Input Major Define opportunities and challenges, goals and NMI objectives and evaluation criteria • Identify opportunities and Land use, transportation, habitat and parks and community building ideas and concepts to address challenges, goals & objectives, opportunities and challenges, goals and objectives purpose & need Public Identify wide range of alternatives Input • Develop outcomes-based Screen and package evaluation and screening criteria Define integrated strategies In Public • Develop wide range of Input alternatives Evaluate • Screen and package alternatives Prioritize strategies Public • Evaluate integrated strategies Define local and regional commitments • Prioritize preferred set of integrated strategies Cm , Public commmittmeents Input • Develop draft implementation Finalize plans and reports strategy, project partner Implementation strategy Public commitments Input ■ Project partner decisions Steering Committee decisions GREAT PLACES Collaborative Portland "Barbur -'oncept Plan' Transit Tigard "HCT Alternatives Integrated Land Use Analysis Plan" Investment Strategy .®._./ Tualatin Transportation "Linking Plan Tualatin" Sherwood "Town Center Plan" GREAT PLACES _-- Ti ar — already identifiednodes , ...chow . 1 1 15 i --1%biballidmiar--: 4 0) IMI217 N 3 / .."------___ F.t Sw walnut St. ege- allh 0° 99W 1 1 SW . rde St. SWM D McDonald St. 1SWBonj(and. , ,...___) N , 31 I � \\\__ tVI 1 Q•' SW Durham Rd. gal i Typology I �e2' 5U SL li it YPN.SUNSEI °Aka1� a'S 1 f��� I N �x dteWay '��ck� � � !,L,Portland._ olvrsloN n i transit oriented arwia" �� .����• ���!UWfuAlohai �� !!!�I transit supportivepiNg11100.—g": dF.qVfAIVNHIp.ISORLEG �� ��1 JRaleig, ill; u ��4�. 400 transit challenged 111111.1 / DD � Mira 'OAK Doves ¢ km e', i L8nt5 ii a ROSED.ALC s z F Bi1NY +-.a.'t APPIR-27 JIiiqEL �]�J� �I bTrt�.i' LOD �lpS�I/� G��HR[TEfl • RfGfRT � � ( LUTHER ir BROCNMAN d . ° ..�t, �� 1 Alipkt ®�1 ,`� LfMyM T ,W �G9 U '� Q WEIR - IWO .r11a511n& $qN F �� �L .'`c 9P �_ ,Pkt� rIt r fNil, SON BOq�U lILA f , ' s Y• NAUS k t„ ,.2. , MDNYM ray/Se 1- •;:9Y" 4411 naeEA�JN _ q6.' Qf�R " _:.. r ',1 .' 1 �S' CC}URiNu 9tOF�fRc i4........{ .- LAUREL e b. I 00 S '• �.' •' j IEA JLLnrooN Ann, war 4'0, peoNl. Lake II ..:a° NB o fE55 'S' 1 ANIO. -417 p 1r 11 . Ade/ V Q S•'Y, � A KAMAs NIP!4, ¢ LakAdraillialpeP % e 1 , 1 LnNEDµr ^•. Roo. L Mwva 2 �, king,cl'vaa ��%,'k I. ��R 'VANDlftSChG or (� .i' , ,.. 41/y�R} i � ] r4 'A2 OS 0 SfHOLLSSHtRWDUD _� _•J , NPS -T CHI L(}S `Ili ��""�Tultin ycn �'y ,_ T4r \Ne jo o . r �~I ? p4fk 'WI, pen'CI p me �. A RfU Li '_ 5� i S -4 ,FL,Z,Q0 , •/ CHAPMAN �-L z x ,rE9 /.rte _ tv w x People Performance Ped/Bike Places Physical Form Washington Sq ( Mall ) People Performance Ped/Bike 4111111*11.*..1 Places Physical Form Downtown Tigard People Performance Ped/Bike Places Physical Form Bridgeport Vill e GREAT PLACES Oc Opportunities & constraints - win ter 2011 Needs analysis Within key Access to Between Corridor land use key land key land wide/ nodes use nodes use nodes through the corridor GREAT PLACES All" 011/.....-!.J--. __ -.mem0�, w, i-+t tamtami � — 1 MI ME Mid NM IL 2035 1 .� t2 : �; . • i Adopted Transport- regional Public input Existing City land ation goals and on values conditions use planserformance analysis p policies measures 4f 4f 4f Opportunities & challenges ; evaluation criteria GREAT PLACES : SWWide range of alternatives — all transportation modes n _ . '• • 1 -5/99W improvements • Roadwayimprovements '~� -~ _, ., within, access to, between nodes , , -_ . , , rr • Bike/pedestrian improvementsIfir.a. i , -‹ . • Transit improvements ,_ „) :„:-., A, Iiiiiii ,,,,c , 1-., .„. , I \ i --- .411 bib '''- . d j GREAT PLACES : Swr1Tfr Wide range of alternatives — transit AA - • Transportation System "''"' 71 1 - ' 1 Management and Operation • Light Rail Transit 11`�I i1 4tin.�� • Rapid Streetcar • Bus Rapid Transit • High Occupancy Vehicle Lanes / High Occupancy Toll Lanes �c GREAT PLACES S Wide range of alternatives — land use/community building • City work: alternative land � r use strategies for nodes 1 "44`, , IMS • Trails, parks, habitat strategies 1 Y ''tOlAGl .ir A Ille #• Affordable and workforce i housing strategies ` ' • Economic development strategies ; ., 1 • Public health and equity ,i strategies ■ ; ,ate_ - ... ... I!- . r w y "42). "A, -- - GREAT PLACES S OrIMOV Wide range of alternatives - spring 2012 Develop ---- wide a Screen alternatives range of alternatives that are not feasible Transportation alternatives Land use concepts COMMunity •idi ng concepts NARROW RANGE OF ALTERNATIVES OGREAT PLACES c Integrated strategies - summer 2012 Various strategies to best meet the goals and objectives for the corridor Transk SIN Green r r infrastructu Gree re infrastructure Strategy Strategy 1, A — B [ommunity Land use 111.1111111 Transit Transit / 'nfra ftrert RapdaraN: 11 Strategy Strategy D C 41 Commu nity mmii Mraccess GREAT PLACES orraor Integrated strategies — cities' input (June 2012) • Cities' input on how to package land use strategies with other components of an integrated strategy is critical GREAT PLACES S Evaluation - late summer 2012 Which integrated strategy best supports the outcomes desired for the corridor? dr N inf�.3st AID _. D otoren fGtr. Comm ire B Transit unity AD / access Green all _ Land use infrc e k 0..--. N40. Green � infer tru ' A n� / 1 4111�A Evaluation Criteria ION IfG ructu 0 k ) PREFERRED STRATEGY = Gonl eni LandYSe acREpT PLACES orraor Identify commitments — fall/winter 2012 ■ Develop an integrated implementation strategy ■ Includes policy changes and next steps for further work ■ Identifies "if-then" decisions and actions ■ Prioritize the improvements and policy changes — short-term, mid-term, long term GREAT PLACES �o Major timeline Southwest Corridor Plan schedule Phase I Phase II Ongoing Agreements, policy changes and strategic Actions to achieve goals, including Further project investment and partnerships investments, Draft Environmental development and Impact Statement(s) and major implementation policy changes 2011 2012 2013 2014 2015 GREAT PLACES SVIf IMC Charter & protocols 0 GREAT PLACES Corridor SOUTHWEST CORRIDOR PLAN Decision-making structure with summary 01 plans and agreements adopted by local governments, Metro and the Oregon Transportation Commission The Southwest Corridor Plan will develop a coordinated set of component plans and an implementation strategy that identifies and prioritizes needed prc ects to support 100i aspirations consistent with regional and state goals and stimulate community and economic development.leveraging private investments and making efficient use of available resources.it will include changes to local.regional and state policies to support the strategy. Local city councils MPAC/JPACT/Metro Council Oregon Transportation TriMet, Washington and Local land use, transportation,public implementation strategy, Commission Multnomah counties facilities and capital lmprawement transportation plan, transit alternatives 1-5, OR 43 and 99W facility plans plans analysis, regional transportation and land use plans t Steering committee(Meets quarterly or as needed) Public 44 Elected and appointed officials from participating lout governments and agencies make 44 Implementation Early and continuous regional-level decisions at major milestones and recommends adoption of the Southwest partners(Will meet corridor Plan and investment Strategy to the adopting bodies. public involvement approximately four times) will engage corridor : Periodic engagement residents,businesses Project management group(Meets quarterly or as needed) will request advice at key and transportation milestones on strategy system users,Informing Senior staff from participating kxal governments and agencies provide oversight and throughout the process guidance to the project,serving as a bridge between the technical arid political work and Impact of potential and requesting ideas necessary to develop a coordinated set of agreements,investments and policy changes. decisions and alternatives and on a wide range of and feedbackrelated onto major = Interests,from freight to milestones. Project team leaders (Meets monthly or as needed) aworkforce housing and economic development 4_► Protect managers and staff liaisons from local governments and agencies ensure coordination f► to parks and habitat of the local land use plans.transportation plans and transit alternatives analysis as well as identify and raise technical and other Issues to the project management group. _ 1 Nor Air 4i ! , 4r 4, west Barbur Land Ha'Land Use HLT Land Use Tbwn Center Transportation Transit Other plans and ,Corridor Use Plan Plan Plan Plan plan alternatives projects an andanalysis l plementatl _ _on' Beaverton,Durham, rategy Poniard ai w Tigard [arid A) Tualatin [ani1Sherwood aratl n l o©0T/Metro King City,Lake Oswego.washington °fM=too County, [CAC1Each atys process will Include a community advisory mittee Multnomah County, and lacommittee and independent, but coordinated,public involvement_ Irmo GREAT PLACES c) Corridor ---_ 3 . SII - I > air • r._,-, ,, . i_ _ iii _ iiw . „, 0 , u._.,_... _- . 4...iiii, -1 ,,, `-� ti I • i s .,__ i ,,,,.. . _,f- PIO - +... d S ,, 4, iii- tom:: ay- 1111 C •• 1 (511• 411111.11 .IMAILIE( 411 -Lill II City of Tigard TIGARD Memorandum To: Tigard Planning Commissioners From: Susan Hartnett Asst. Community Development Director and Commission Liaison Re: Capital Improvements Program Update Date: November 14, 2011 As part of the city's examination and reorganization of the engineering functions in 2009, a number of changes were proposed for the Capital Improvements Program (CIP) —what departments are involved, how it is developed, how it is implemented and the overall management of the plan. Many of those changes have been made and a new approach and process have been underway this year. At the November 21, 2011 meeting, I will provide an update on the development of the update to the city's 5-year Capital Improvement Plan. I would also like the Commissioners to weigh in on the level of involvement in the CIP that would be appropriate for the Planning Commission in future years. Attached is a flow chart showing the overall budget development and adoption process for next fiscal year. The Capital Improvement Program is shown on the left. Also attached is the city's web page describing the CIP process and its relationship to the Capital Improvement Plan. The plan being updated through this process—the FY 2012-16 Capital Improvement Plan—is also available on the same page. Finally, the completed lists for the proposed transportation and parks projects are attached. City Operating Budget Flowchart Legend Process Direct Data • Input Capital Prior Fiscal Year Improvement Financial Forecas Budget Audit DeC1Sions Data Program produced Kickoff MeetingA document Internal produced Process WI GIP Management Prelim work w/ Team Auditors -Receive final • invoices from Capital Needs Depts. Assessment -Close prior FY developed from -Master Plans -Existing CIP -City Staff • V / Public Comment Period(Sept-Oct) includes project nominations via Neighborhood \ Networks Program Public project nominations Prepare Financials +� submitted to Q- Engineering (/) • PW evaluates project lists and prepares CIP Project Request Forms Xnance Internal Process W prepares project list to be ranked Prepare Final field work framework in with Auditors budget system Present lists to o citizen committees • U TTAC&PRAB for • O ranking •• V • IP Team&Citize FIN Prepares • Committees prioritize Forecast projects on ranking • criteria • Upload Comprehensive audited Annual Financial actuals& FIN meets w/Exe Report(CAFR)is staffing data to Staff&Depts on published forecast and U) List of prioritized indices and budget system projects presented forecast to City Manager assumptions z V Revised:9/26/2011 City Operating Budget Flowchart Capital I IP Improvement Financial Forecast Budget Prior Fiscal Year Program Audit ill IIL A PW provides FIN Forecast w/updated list of – is updated CIP projects& V costs L N \ / \ _a Auditor's report to Initial forecast Audit Committee cDE reviewed w/Exec U CIP Team Staff and Depts \ 4) evaluates& 4 O ranks projects rFinance Interna Process / City Manager City Manager approves initia provides budgets/ forecast Instructions to departments ` ! PW provides final Dept.budgets due CIP project list w/ to Finance&new costs to FIN for ,� FTE/Reclass Proposed Budget forms due to HR \ \ V COL1 = Dept.budget Soc.Service/ Community Events meetings w/ & Applications 2 Finance —) sent out • 1 • V Schedules Social Forecasts updat . 1ept.meetings w Service w/Dept request City Manager subcommittee meeting V Neighborhood ♦ Network Open T L+ House–CIP and Send tax its process HR FTE&reclass abatement = reports due to applications L Finance a) • u_ \ \ Soc Serv/Comm Events Grants due &distributed to • Exec Staff, subcommittee, Meet w/City Meet w/City and City Recorder Manager on Manager on Proposed Budget/ Proposed Budget/ CIP CIP ` �-- –v < - - - % - - - I - v Revised:9/26/2011 City Operating Budget Flowchart 11=11 11=1 Capital Improvement Financial Forecast Budget Prior Fiscal Year Audit mance Internal Process Program FIN meetings w/ City Manager to H Tax Abatement finalize Proposed • letters due to Budget Finance Submit Comm _ Events packet to Council L Forecast updated i for Proposed Budget 2 Meetings with Council& Subcommittee to review Comm Evts grants • • • V Budget/CCDA Proposed Budget published hearing notice to Tigard Times • V V FIN prepares white papers Budgets issued to Budget Committee Revisions to CIP for V Approved Budget Budget Submit financial Committee summary form to Meetings Washington County • : FIN prepares technical City Council packets Budget Committee adjustments for due CIP hearing to City Recorder consideration • • • • V : • V CIP adopted by Operating budget Submit local filings to Council &CCDA budget State&Government adopted by Finance Officers Council Assoc.in July Revised:9/26/2011 City of Tigard>City Hall>Departments>Finance and Information Services> Capital Improvement Pr... Page 1 of 1 City of Tigard, Oregon 1 I ,.V.,1,,, ,t46:., i - III '� 1_4125 SW flu!,BJ,.a. Td.OR 07_22 r a .tl~f ■ 503-639,4171 s - :.. TIC1,Rn APlace tof.:allHorne' .'' . IIR1 t .ji Tigard Public Lihrary Search 1 City Hall Business Community Police Library Help 14 Nov 2011 Quick Links Capital Improvement Program :.Home Home>City Hall>Departments>Finance and Information Services>Capital Improvement Program :.Affordable Housing :.Bids&Proposals :.Budget Docs What is a Capital Improvement Project? :.ctv council The Capital Improvement Program (CIP) is Tigard's 5-year plan for matching the cost of :.Construction in Tigard large-scale improvements—like fixing roads,water and sewer systems—to anticipated Capital Improvement Plan revenues, like taxes and bonds. - � :.Departments • _ :.Development Code What Makes a Project CIP-eligible? :.Emergency The city defines a CIP project as Mqmt/Resources :,Events&Meetings 1. Any public facility project that improves or adds value to Tigard's infrastructure (,, , - :,Forms 2. Costs$50,000 or more - -- -_ ksw :.Job Opportunities 3. Has a useful life or extends the useful life of a facility for five years or more -- - :.New to Tigard? -- • - :.Parks in Tigard Where We Are... :.Passports Between September 1 and October 31,2011,a public comment period was open for :,Public Records citizens to nominate capital improvement projects(CIP).Thanks to your suggestions, new :.Tigard Municipal Code and existing infrastructure improvements throughout the city will be reviewed. Capital Improvement Projects: :.volunteer FY 2011-16 Opportunities In late December,a CIP Team consisting of directors and staff from Public Works, :.Water Division Community Development and Finance will begin evaluating and prioritizing projects :.zoning submitted for the FY 2012-17 program. Projects come from three sources: the existing • Introduction CIP, master plans,and Tigard residents.The following street system projects are included • Table of Contents in the FY 2012 CIP: • General Facilities Online Services • Parks System :.Code Compliance • Sanitary Sewer • 72nd Avenue/Dartmouth Street Intersection Improvement • Storm System :.Library Cataloq-WCCLS • Main Street Green Street Retrofit • Street System :.Park Reservations • Pacific Highway/Gaarde Street/McDonald Street Intersection Improvements • Water System :.Security Alarm Permit • Appendix(Glossary,Unfunded Projects, :.Ticket Payments Thanks to the voter-approved Parks Bond Measure,the citizen-led Parks and Recreation All Ranked Projects) :.Tigard Mapping Advisory Board is currently evaluating multiple parks system projects. Services • Download Complete CIP :.Utility Payments Not all capital projects are funded due to limited budgets. Instead,the city allocates money Document(6.5 MB) to projects that are considered high priority or have available grant funding.Typically,the further out projects are scheduled beyond the current year,the less likely that immediate For more information on the CIP document, funding will be available for construction. contact Carissa Collins,Sr.Management What Ha ens Next? Analyst at 503-718-2643 or carissaiStigard- PP c.i f In April 2012, residents will have another opportunity to provide input at the Budget Committee hearings. Once the proposed budget is approved by the Budget Committee, it goes to the City Council for final adoption.This is the final opportunity for public input on the following fiscal year's CIP. Looking for other Budget Documents? We encourage your project suggestions.To be considered,the Capital improvement project Click Here must be a public facility project that improves or adds value to Tigard's infrastructure; costs$50,000 or more; and has a useful life or extends the useful life of a facility for five Mapping Application for CIP years or more. Projects Click here to launch In the Works to see locations of Capital Improvement The timeline for CIP comments and project nominations is as follows: Projects • Late December, 2011—All submitted projects(includes citizen suggestions and projects that are already in the current CIP)are evaluated and prioritized by staff and citizen committees from the Transportation Advisory Committee and the Parks and Recreation Advisory Board. • Mid February,2012—CIP is submitted to City Manager as part of the proposed budget. • First Council Meeting in June, 2012—City Council adoption of Capital Improvement Program. CONTACT US 'Select Language i' City of Tigard,13125 SW Hall Blvd,Tigard,OR 97223,503-639-4171 Mao and Directions I Location and Hours of Operation Powered by GinkrTranslate AFTER-HOURS CONTACT Public Works/Water:503-639-1554 I Police Non-Emergency:503-629-0111 Questions,comments,suggestions?Fill out the feedback form. http://www.tigard-or.gov/city hall/departments/finance/cip program.asp 11/14/2011 FY 2012-17 Capital Improvement Program Street Projects To Be Ranked Funded (Y/N) Project Name Funding Comments Total Project Cost Remarks N Walnut Street Complete Street,116th to Tiedeman Project delayed outside of 5 year forecast due to loss of $ 2,600,000 Local funding required federal funding. 121st Avenue(Walnut to Gaarde)Complete Street, $ 2,500,000 Street has no shoulder or sidewalks N Lack of available funding Whistler to Tippitt St. N Hwy N Commercial Street(Lincoln to Main)Sidewalk Lack of available funding $ 400,000 New Citizen Request:Sidewalks(Hall Blvd.between Possible funding from grants $ 800,000 State road with good pedestrian Bonita&McDonald) connection New Citizen Request:Sidewalks(Park between 99W& $ 200,000 Busy neighborhood route Watkins) New Citizen Request:Sidewalks(Watkins between Pacific $ 1,000,000 Neighborhood route Hwy west&Walnut) $ 1,000,000 Right-of-way may be required. New Citizen Request:Sidewalks(SW 92nd from SW Environmental and significant grading Durham to Cook Park) issues must be addressed. $ 1,800,000 Possible funding source are Urban Renewal or Gas Tax.FY 2013=$50K N Main St.Green St.Phase 2 Awarded MTIP grant funding with$200,000 local match (Design);FY 2014—$SOK(Design);FY 2015=$100K(Construction). N S)d Ave.Improvements(Hwy 217 to Dartmouth Lack of available funding $ 8,500,000 Project may qualify for State Bridge Replacement Funding $ 3,000,000 Project is part of the recongfiguration of N N.Dakota Street Bridge Replacement through ODOT with 20%city match in the future. Tiedeman/N.Dakota/Tigard St.project. Project may qualify for State Bridge Replacement Funding $ 3,000,000 Local match likely$600,000. N Tigard Street Bridge Replacement o through ODOT with 20%city match in the future. N 135th Avenue/Walnut Street Intersection Lack of available funding $ 400,000 Possible extra lane with signal or Improvement roundabout N Hall/McDonald Intersection Improvement Lack of available funding $ 400,000 N Scoffins/Hall/Hunziker Realignment Lack of available funding $ 6,000,000 New Citizen Request:Street Improvement(Warner St.) $ 500,000 Connection to Hall Blvd.which is a state road. N Ash St.crossing of the WES Rail Line Lack of available funding $ 12,000,000 N Tiedeman/N.Dakota/Tigard St.Realignment Lack of available funding $ 10,000,000 Upper Boones Ferry/Durham Rd Adaptive Signal $ 500,000 Will improve signal timing and efficiency N Coordination System in the UBF/Durham corridor from I-5 to Hall Blvd or west. New Citizen Request:Pedestrian/Bike Path(N.Walnut St. $ 200,000 &South of Howard St.) Total Streets $ 59,800,000 FY 2012-17 Capital Improvement Program Parks System Funded (YIN) Project Name Comments Total Project Cost Remarks Parks System N Fanno Creek Trail-Bridge Replacement(CWS Re- No available funding $ 315,070 meander) N Tigard Street Trail Possible Parks Bond project $ 1,000,000 9/29/11:Land hasn't been acquired N Senn Park No available funding $ 184,708 Eligible for parks bond funding N Bonneville Power Trail(Westside Trail) No available funding $ 146,500 Also called the Bonneville Power Admin Trail N Summer Creek Park-Planning Project not started $ 250,000 Projected start 11/2011 N Fanno Creek Trail(Bonita/74th to Cook Park) No available funding $ 810,000 Outside of 5-Year window N Tigard Triangle Area(P3) No available funding $ 288,300 N Jack Park Extension Partial funding(Planning Phase) $ 688,343 Bond eligible-in process N Fanno Creek Park-Gateway No available funding $ 850,000 N Cach Community Park(Approx.22 acres) Development to be completed w/Water Tower project $ 556,000 Project has not started.Is outside of 5 year window. N Pacific Hwy at Hall Blvd.Gateway No available funding $ 281,000 N Brown Property Trail No available funding $ 606,040 Partially funded project N Fanno Creek Trail-Woodard Park to Grant St. No available funding $ 616,000 New Citizen Request:Downtown Clocktower To be determined $ 150,000 Possible park bond,park sdc funding New Woodard Park:Parking at end of Katherine St. To be determined $ 100,000 New Citizen Request:Two Multi-Purpose Turf Sports To be determined $ 1,400,000 Fields at Community Parks Total $ 8,241,961 Revised 9/30/2011 IN " City of Tigard TIGARD Memorandum To: Tigard Planning Commissioners From: Susan Hartnett Asst. Community Development Director and Commission Liaison Re: City Council 2012 Goals —Request for Suggestions Date: November 10, 2011 The Tigard City Council is once again preparing for their annual goal setting and has asked the city's boards, committees and commissions to provide suggestions. Council will meet on December 6 to begin setting goals for 2012 and Interim City Manager Liz Newton has set December 1 as the deadline for suggestions from the boards, committees and commissions. We have set aside 30 minutes on the Nov 21 agenda to discuss the Planning Commission's suggestions. To help you prepare, I have attached the 2011 City Council Goals and the Commission's suggestions for the 2011 City Council Goals. Please keep in mind these are suggestions for the citywide goals;we will discuss the Planning Commission's annual goals at a later date. Similar to the last couple of years, I will be prepared to capture the Commission's ideas on easel paper and provide a draft of the suggested goals for review and refinement via email prior to the deadline. 2011 Tigard City Council Goals On December 30, 2010, the City Council met to set its goals for 2011. These goals represent those items that the Council feels deserve special attention in the months ahead. The City will accomplish much more than what is listed here,but we identify these to be of particular importance to our residents. 1. Implement Comprehensive Plan a. Show substantial progress on new Tigard Triangle Master Plan. b. Update Tree Code. c. Participate in the Southwest Corridor Study. d. Work with state and regional partners to modify the Transportation Planning Rule. e. Work with partners on urbanization policy issues. 2. Implement Downtown and Town Center Redevelopment Opportunities a. Develop strategy and materials to attract developers and tenants. b. Advance Ash Avenue Railroad Crossing. 3. Complete Plans for Parkland Acquisition 4. Advance Methods of Communication a. Communication is a part of everyone's job. b. Support efforts to change organizational culture. 5. Continue Coordination with Lake Oswego on Water Partnership. 6. Financial Stability a. Hold the line on the General Fund Budget. b. Work with partners on long-range solutions to statewide structural problems. c. Evaluate the City's internal sustainability efforts. Five-Year Council Goals • Obtain Ash Avenue railroad crossing in downtown • Explore 99W Urban Renewal District • Continue to support the Legislature in addressing the financial needs of state and local governments in Oregon • Develop long-term financial strategy • Start implementing plan for City facility needs • Develop Sustainability Plan Long Term Goals • Continue pursuing opportunities to reduce traffic congestion • Continue implementing Downtown Urban Renewal Plan • Continue to monitor the Tigard/Lake Oswego Water Partnership Tigard City Council Long Range Objectives • Basic city services provided to citizens are cost effective and are delivered without interruption. • Tigard's interests in regional and statewide issues are coordinated with appropriate agencies and jurisdictions. • Tigard citizens are involved in the community and participate effectively. • Programs and activities are available in the community to meet the needs of a diverse population. • External and internal city assets are well managed and utilized. Tigard Planning Commission Suggested 2011 City Council Goals The Planning Commission believes a major component of the City Council goals should focus on the lingering effects of the economic downturn and the related economic development opportunities presented in Tigard as the national economy picks up again over the next several years. Many of the Commissioners believe there is an urgency to act soon on many of the ideas listed below as a portion of the opportunity may have already been lost in some areas such as the Tigard Triangle. 1. Focus on Tigard Triangle a. Initiate a comprehensive planning effort for the Tigard Triangle b. Include the Triangle in the Pacific Highway High Capacity Transit Land Use Plan station area planning efforts c. Develop and implement a transportation infrastructure funding mechanism that is equitable and seeks to leverage public funding sources with private sector/development contributions 2. Focus on Transportation a. Initiate and meet major schedule milestones for the Pacific Highway High Capacity Transit Land Use Plan b. Participate in and champion the regional SW Corridor Plan efforts c. Transform Pacific Hwy (99W) through: i. Economic Development efforts ii. Traffic and access management projects iii. Pedestrian crosswalk and signal improvements 3. Focus on Economic Development a. Keep Downtown in the forefront i. Refine Downtown Plan ii. Develop a Downtown Marketing Plan iii. Complete the Downtown Circulation Plan b. Develop an Economic Development Vision and Strategy that builds on and refines the Comprehensive Plan (Goal 9) c. Identify Tigard's "competitive clusters"; develop a strategy to pursue business retention and recruitment to support those clusters d. Continue to improve the Development Code 4. Focus on planning for future neighborhoods a. Collaborate with Washington County and Metro on continued planning for West Bull Mountain 5. Complete the Urban Forestry Code Revisions Project,including changes to the tree mitigation regulations City of Tigard Z IGARD Memorandum To: Planning Commission From: Susan Hartnett Re: Planning Commission Bylaws Update Consistent with Model Bylaws Date: November 14, 2011 Last year City Council directed city boards and commission to revise their bylaws to be consistent with the Model Bylaws approved by council. Staff has prepared the attached Draft Tigard Planning Commission Bylaws for commission review and comment at the November 21, 2011 meeting. A final draft, including the commission's comments will then be prepared for Council review and adoption early next year. Concurrent with these bylaw revisions, staff has also prepared the attached revisions to the Tigard Municipal Code (TMC) Chapter 2.08, Planning Commission. The proposed TMC revisions streamline the code and avoid redundancy with the revised bylaws. The draft bylaws integrate required portions of the Model Bylaws (attached) and portions of the existing TMC (attached) into the existing Planning Commission Bylaws (attached). The following legend was used to track changes to these three documents and includes added and deleted text: Green text is from the current Planning Commission bylaws Bold black text is from TMC 2.08, Planning Commission Plain black text is from the Model Bylaws. Model Bylaw sections that may not be revised are shown with gray highlight. Underline for added text;strikeout for deleted text may be in green,bold black or plain black text. The revisions primarily reflect 1) changes of form and terminology consistent with the model bylaws, 2) additional provisions on electronic communications from the Model Bylaws and conflict of interest from the TMC, and 3) elimination of redundant provision with consolidation from the TMC. In addition, the recently adopted AP punctuation guidelines have been applied to the TMC amendments and will be applied to the bylaws before they are presented to City Council. Comment "balloons" provide some additional information. However, a few substantive changes have been made, which include: 1) charges and duties of the Planning Commission are no longer itemized in the bylaws but instead reference the language in the TMC, 2) composition of the Planning Commission now includes a minimum of two members having expertise related to design to facilitate the Downtown Design and Review Board function of the PC, and 3) any changes to the Planning Commission bylaws are now subject to council resolution. Green text is from the current Planning Commission bylaws Bold black text is from TMC 2.08,Planning Commission Plain black text is from the Model Bylaws. Model Bylaw sections that may not be revised are shown with gray highlight. Underline for added text;ctrikcout for deleted text may be in green,bold black or plain black text. CITY OF TIGARD DRAFT TIGARD PLANNING COMMISSION BYLAWS Explanation and Interpretation A nine member City Planning Commission has been establish,d-in Chapter 2.08 of the Municipal Code. This chapter was enacted by the City Council pursuant to the authority of the home rule Charter of the City of Tigard. The Council has also adopted other ordinances,resolutions,and policy Commission is empowered to adopt and amend rules and regulations,to govern the conduct of its the Council. It is the intention of the Commission to set forth-i-n these b\laws not only rules and regulations governing its organization and procedures,but.d. document the essential information relating io the Commissions organization and procedures for the benefit of the Commission,applicants,and the general public. SECTION I.CHARGE AND DUTIES` A. The Tigard Planning Commission, hereafter referred to as the "Commission" shall have no powers except as conferred by resolution,City Charter,Tigard Municipal Code (TMC 2.08),or the Oregon Revised Statutes. B.It shall be a function of the Commission to act as an advisory body to the City Council. C. The Commission and its members shall conduct itself in a manner that's in keeping with applicable federal,state,and local laws pertaining to conduct and ethics and the City of Tigard Code of Conduct.Any violation of the provisions of such laws shall be grounds for removal from office. D. The purpose, ::' - .- : .:- powers and duties of the Commission shall be as delineated in TMC Chapter 2.08.100,and may also include- 1. Tigard Comprehensive Plan. The Commission shall carry out other duties assigned to it by the Council relating to development,updating,and general maintenance of the Plan. 2. Capital Improvement Program. The Commission will assist the Council in the formulation of a recommendations to the Council relating to the integration and conformance of the Program with the Tigard Arca Comprehensive Plan. DRAFT Tigard Planning Commission Bylaws,Revision November 10,2011 1 3.Application of Development Regulations. Except for those matters which may be delegated to the Planning Director, the Commission shall review and take action on quasi judicial and legislative matters,and other proposals which result from the application of development regulations contained within the Development Code on specific pieces of property and uses of land, buildings, etc. The Development Code shall be followed in holding hearings and taking required action. 1. Coordination and Cooperation. The Commission shall endeavor to advance cooperative and harmonious relationships with the City Council, Citizen Involvement Teams (CITs), other Planning Commissions,public and semi public agencies and officials,and civic and private organizations,with a view to coordinating and integrating public and private planning and developmental and policy conflicts. The Commission may, and is encouraged to, eschangresearch, information, ideas and experiences, participate in joint meetings, develop programs and undertake such other formal and informal actions to facilitate cooperation and coordinati( and propose in general such measures as mai be advisable for promotion of the public interest, --: - : : - a-- a-.-- - - fare of the City of'1'ig:ml and its environs related to its particular arca of responsibility. 6. Rules of Procedure. The Commission shall adopt and periodically review and amend rules of procedure. Rules of procedure shat govern the conduct of hearings and participation of Commission members on all matters coming before the Commission. 'These rules shall be consistent with State law and City ordinances relating to the same matters. E. Advisory committee's to the Commission ma) be appointed by the Commission, with the concurrence be mato •, members, for the consideration of special assignments. Advisory committees formed by the Commission and subcommittees formed by action f City Council shall not be authortzed to operate under separate bylaws and shall operate in accordance with the Tigard Municipal Cody, Planning Commission bylaws and any modifications the Council may make, h- _ •mmi sion__as the Committee for Citizen Involvement, will meet annually with City Counc aluate the effectiveness of the citizen engagement process. (Resolution No.10-62) SSECTION II.COMPOSITION A. The Commission slip, e dst of nine members appointed by the City Council with the following representation an. -strictions: 1. Not more than two members may be nonresidents of the city, Council to serve a term of four years. - . .- . ::. - : . . . - .. , ' : --. -- / Comment[sghl]:ORS 227.030.1227.030 2.Not more than two members may be City Officers,who shall serve as ex officio nonvoting Membership.(1)Not more than two members of a city planning commission may be city officers,who members! / shall serve as ex officio nonvoting members. DRAFT Tigard Planning Commission Bylaws,Revision November 10,2011 2 3—Not more than two voting members may engage principally in the buying, selling or developing of real estate for profit as individuals, or be members of any partnership, or officers or employees of any corporation, that engages principally in the buying, selling or developing of real estate for profit; 4. Not more than two voting members shall be engaged in the same kind of occupation, business,trade or profession. 5.Two members shall have an expertise related to the desitl, of sites, buildings, structures or landscapes. B. Membership may temporarily drop below require.: ms due to resignations and/or difficulty in recruiting qualified applications. SECTION III.APPOINTMENTS A. Council shall fill vacancies with individuals who meet the compositional requirements listed in Section II. B. Appointments of at-large members shall be made by the City Council, with recommendations from the Mayor. SECTION IV.TERM OF OFFICE A. Commission members serve for a term of four years beginning January 1st on the year of appointment. B. Any vacancy in the Board shall be filled by appointment by the Council and Mayor for the unexpired portion of the term. The unexpired portion of a term does not count towards the fulfillment of the maximum number of allowed terms. C.Members may be reappointed for up to two consecutive full terms. D. Members shall trive no c.,, ®`ensation for their services, but shall be reimbursed for duly authorized expens e uni De elo.ment Director shall determine and authorize reimbursable expenses. E.An individual Commission member may not act in an official capacity except through the action of the Commission. F. A member who seeks to resign from the Commission shall submit a written resignation to the president of the Commission, the staff liaison, or the city recorder's office. If possible, the resignation should allow for a thirty(30)day notice so the City Council can appoint a replacement. SECTION V.ORGANIZATION OF THE COMMISSION DRAFT Tigard Planning Commission Bylaws,Revision November 10,2011 3 A.Officers. The Officers of the Commission shall be a President and Vice-President. The City—Community Development Director or_designee shall be the Secretary of the Commission. In the event the Secretary is absent from any meeting,the Secretary may send a designee subs_n_Mte. B.Election. 1.The President and Vice-President shall be elected at the first meeting of each odd numbered year, and shall serve until their successors are elected and qualified. The term shall start with the first meeting in January,following election. .o88a. 2.If the office of the President or Vice-President becomes vacant,the Commission shall at its next meeting elect a successor from its membership who shill serve the unexpired term of the predecessor. • 3.Nominations shall be by oral motion. At the clos6. Commission shall vote by voice vote upon the names nominated for the office. If requested b• member,written ballots shall be used for voting purposes. C.President. dMi 1.Except as otherwise provided herein,the President shall have the duties and po _ s to: a. General directional powers over the Commission; b. Preside over all deliberations and meetings of the Commission; c. Vote on all questions before the Commission; d. Call special meetings of the Commission in accordance woh these bylaws; e. Sign all documents memorializing 'Commission action promptly after approval by the Commission. The power to sign reports and other documents of the Commission may be delegated,in writing, to the Secretary. £ Be an ex-officio member of all subcommittees g. Be the sole spokesperson for the Commission unless this responsibility is delegated to another member or the staff liaison. 2. All decisions of the President a'; presiding officer shall be subject to review by a majority of Commission members present upon motion duly made and seconded. Upon a majority vote of the members present,the Commission may overturn a decision of the President. D. Vice-President. During the absence, disability, or disqualification of the President, the Vice- President shall exercise or perform all the duties and be subject to all the responsibilities of the President. In the absence ref the President and Vice-President,the remaining members present shall elect an acting President. E.Secretary. 1.The Secretary shall: a. Maintain an accurate, permanent, and complete record of all proceedings conducted before the Commission including all applications, appeals, hearin.s, continuances,postponements, d.te of • - .._ •' .• '._• of matter ,s. • ser -. • • .- firmed . ,- Commission,its officers,and the Secretary, Comment[sgh2]:Expanded to consolidate b. Prepare the agenda and minutes for all Commission meetings; references to record keeping in other sections of the bylaws(e.g.sections f.and 2.below) c. Give all notices required by law; DRAFT Tigard Planning Commission Bylaws,Revision November 10,2011 4 d. Inform the Commission of correspondence relating to Commission business and conduct all correspondence of the Commission; - - ••• ) • m--1;1• •1 .I. .11"14 . m--•.•° .•. 4-.._1. • 8- • 14.. .•s •r -n• . •- i•n--; f. Compile all required records and maintain the necessary files,indexes,maps,and plans. 2. Thc Secretary shall maintain records indicating all application, appeals, hearings, continuances, postponements, date of sending notice, final disposition of matters, and other steps or acts performed by the Commission,its officers,and the Secretary. e?,, 42.The Secretary shall perform such other duties for the Commission as are customary in that role to support the duties of the Commission. or as may, from time to time, be required by the Commission. F.Staff liaisons are the primary contacts for City of Tigard boards and the primary interface between these bodies and the City Council, City Manager, and departments. Besides serving as a technical resource, staff liaisons are responsible for meeting logistics, member recruitment and recognition, rccordkccping,and monitoring board effectiveness. Thc Planning Commission, at its first mccting in each odd numbered calendar year, shall elect a president and a vice president, who shall hold office at the pleasure of the The vice president shall preside in the absence of the president. SECTION VI.MEETINGS.„4. A. Regular yleetings. Regular meetings of the Comnii.sion shall be held in the Council Chambers, City Hall,,13125 SWHall Blvd., 111igard, Oregon, or at such other places as may be determined by the Coroiission, at 7:00 p.m., or other time as determined by the Commission. Meeting dates are normally chosen for timely action on applicationss:ubmitted for the Commission's consideration and are held at least once a month or as necessary. At regular meetings, the Commission shall consider all matters properly brought before it without the necessity of prior notice thereof given to any members. B. Special Meetings. President of the Commission upon his or her own motion may call a special meeting, and tli1:111,111.4,:.;..,t1N1shall call a special meeting er upon the request of a majority of the members of the Com • • shall,call a special meeting of the Commission.The call shall state the purpose of the meeting. Inless otherwise specified in the call,all special meetings shall be held at the regular meeting place and time of the Commission. Notice of special meetings shall be given personally or by mail to all mcmbcrs of the Commission in writing and communicated to all members by the Secretary not less than at least forty-eight(48) hours in advance thereof before the meeting. In case of an emergency,a special meeting may be held upon such notice as is appropriate in the circumstances;provided,however,that reasonable effort is made to notify all mcmbcrs of the Commission. C. Open Meetings. All meetings of the Commission shall be open to the public, except that the Commission may hold executive sessions, from which the public may be excluded,in such manner DRAFT Tigard Planning Commission Bylaws,Revision November 10,2011 5 and for such purposes as may be authorized by law. Representatives of the news media shall be allowed to attend executive sessions under such conditions governing the disclosure of information as provided by law. D.Notice of Meetings. 1. In addition to notice required to be given to Commission members and the Secretary, public notice of all Commission meetings shall be given in a manner reasonably calculated to give actual notice to interested persons and consistent with all a licahle res uir-ments of the Tirrd Development Code. The notice shall consist of the time and pla - of the meeting and an agenda or summary of the subject matter to be considered. 2.Notice shall be posted on a bulletin board in the City l la 1 .s,,,�.'sseminated to the City Recorder, local news media representatives,and other persons and organizations as provided by law.Agendas and minutes shall be posted for public notice on the City of Tigard web page and in the lobby of City Hall in compliance with Oregon Public Meetings Law.All meetings shall be open to the public. J1t the discretion of the Secretary,notice may also be provided to persons-. .ndorganizations known to have a special interest in matters to be considered b. the Co fission. 3. Notice shall be given not less than"l,; r-eight(48) hours in advance of a mee and consistent ,ith all a..li aide e• irem nts of th- ice,_e e elo.mes o . ; provided, h However, that in case of an emergency, a meeting may be held upon such public notice as is appropriate in the circumstances. �� t•, 4. Failure to provide "notice` as specified in this section.; shall not invalidate any decision or proceeding of the Commission. E.Agenda:Order of Business. 1.The order of business at all meetings shall be determined by the agenda which shall be composed generally of the followi r,toms: a) Call to order; b) Roll call; c) Communications; ' d) Minutes of previous meetings; e) Old business-continuances; New business; g) Other business; .g h) Adjournment. 2.Any item may be taken out of order by direction of the President. 3. Actions of the Commission are not limited to the prepared agenda except for those subject to notice requirements for land use decisions. 4. Public hearings will be stopped at 11:00 P.M. unless there is a motion from the commission to extend the time of the hearing in progress. In the absence of that motion,the issue will be taken up at the following meeting. DRAFT Tigard Planning Commission Bylaws,Revision November 10,2011 6 5. The Commission shall not consider a new item after 11:00 p.m. unless there is a motion by the Commission to extend the time for the agenda item. F.Voting. 1. The concurrence of a majority of the members of the Commission present at an open meeting shall be necessary to determine any question before the Commission.A tie vote causes the motion to fail. Alternates are not allowed to vote under any circumstances, except as provided in Tigard Municipal Code 2.08.105. .o88a. 2.When a matter is called for a vote,the President shall,before a vote is taken,restate the motion and shall announce the decision of the Commission after such vote. 3. Voting shall be by voice vote. All votes, whether positive, negative, or abstentions, shall be recorded in the minutes. & _, •4.Voting"in absentia"or by proxy is not permitted. 5. A motion to reconsider can be made only at the same meeting thc vote to be reconsidered was taken. Suspension of this rule is no; ittcd. Further,a morlon to reconsider ima} only be made by a member who voted on thc prevailing aide of the The president shall vote on all matters Comment[sgh3]:Deleted per cA. before the Board unless having declared a conflict of interest. G.Continuances,Remands. 1. Any item before the Commission may °conttntigd'-fea subse went meeting. A motion to continue an item shall specify the date or event upon which contitixation is to be based. If a matter which originally required public notice is continued without setting time and place certain,the public notification must be repeated 'then time and place are made certain. A list of continued items, showing thedate at which an item was continued, or the event upon which continuance is based, shall be.recorded and kept by the Secretary and made available to the public. 2.Unless otherwise providedfby the Cot boil upon remand of alegislative matter,any item remanded by the Council for reconsideration by the Commission shall be treated as a new item and proceedings shall be provided for as if the matter were initially before the Commission and noticed consistent with all applicable requirements of the Tigard Development Code. 3.A member absent during the presentation of any evidence in a hearing may not participate in the deliberations or final determination regarding the matter of the hearing, unless he or she has reviewed the evidence received and the meeting minutes. H.Rules of Procedure. All rules of order not herein provided for shall be determined in accordance with the latest edition of"Robert's Rules of Order Newly Revised". However,the Commission has an obligation to be as clear and simple in its procedure as possible. I.Minutes. 1.The Secretary or a designee shall be present at each meeting and shall cause the proceedings to be stenographically or electronically recorded. A full transcript is not required, but written minutes DRAFT Tigard Planning Commission Bylaws,Revision November 10,2011 7 giving a true reflection of the matters discussed at a meeting and the view of the participants shall be prepared and maintained by the Secretary. Executive sessions are excluded from published minutes. 2. Minutes shall be available to the public, upon request, within a reasonable time after a meeting and shall include the following: a) Members present; b) Motions,proposals,measures proposed and their disposition; c) Results of all votes,including the vote of each member by name if not unanimous;and d) Substance of any discussion of any matter. e) If the minutes are not yet approved by the Commission,i requested, draft minutes, if available,may be provided. 3. The Secretary maychargc a reasonable fcc for copie cs and other materials relating to Commission matterComment[sgh4]:Deleted per CA. 34. Commissioners are expected to vote for approval of the minutes based on the accuracy of representation of events at the meeting. If there are no corrections, the President may declare the minutes approved as presented, without the need for a motion and vote. A vote in favor of adopting minutes does not signify agreement or disagreement with the Commission's actions memorialized in the minutes. 45. Any Commissioner not present at a meeting must ithqtalti from voting on approval of the minutes of that meeting. J. Commission members shall not send or receive electronic communications concerning any matter pending before the Commission during a Commission meeting. Electronic Communications means e-mail, text messages, or other forms of communications transmitted or received by technological means. K. Commission member shall not use electronic communication devices to review or access information regarding matters not in consideration before the Commission during a Commission meeting. Electronic Communications Devices means lap-top computers, blackberries, cell-phones, notebooks,or other similar devices capable of transmitting or receiving messages electronically. L. Any electronic communications regarding a quasi-judicial matter to be considered by the Commission is an ex-parte contact and shall be disclosed as required by law. SECTION VII. COMMISSION MEMBER RESPONSIBILITIES Members of the Commission shall: A. Regularly attend meeting and contribute constructively to discussions; B. Consider and discuss issues from a Citywide perspective,as well as that of particular stakeholder or interests; C. Strive to reach consensus on matters under consideration; DRAFT Tigard Planning Commission Bylaws,Revision November 10,2011 8 D. Act with respect and consideration for the viewpoint of others; E. Members shall not make representations on behalf of the City of Tigard or Board whether intentional or not,without authorization; F. Thoroughly review all materials provided in advance;and G. Contact staff liaison if clarification of applicable criteria or other matters is desired F.Planning Commission Member Conflict of Interest Activities 1. A member of the Planning Commission shall not participate in any Commission proceeding or action in which any of the following has a direct or substantial financial interest: (a) The member or the spouse,brother,sister,child,parent,father-in-law,mother-in-law of the member; (b) Any business in which the member is then serving or has served within the previous two years;or (c) Any business for which the member is negotiating or for which the member has an arrangement or understanding concerning prospective partnership or employment. 2. Any actual or potential interest shall be disclosed at the meeting of the Commission where the action is being taken.{Ord.92 35(Exh.A)(part),1992). G.Disclosure of Prehearing or Ex_parte Contact 1. A member of the Planning Commission shall disclose to the Commission, prior to any quasi-judicial hearing on a petition for a permit or with respect to any contested case, any prehearing or ex parte contacts with the applicant's officers, agents and employees, or any of the parties to a contested case concerning the permit sought or the question at issue. 2.A member of the Commission shall disqualify himself or be disqualified by the remaining members of the Commission present at a quasi-judicial hearing when it appears that the impartiality or objectivity of any member has been compromised by prehearing or ex parte contact. SECTION VIII.ATTENDANCE If a member of the Commission is unable to attend a meeting, he or she is expected to notify the Secretary as soon as possible. If any member is absent from 6 meetings within one year or three consecutive meetings without reasonable cause,the issue shall be placed on the upcoming agenda, and, upon majority vote of the Commission, the Commission may recommed that the position Otall be declared(vacant. The Commission shall forward their action to the Mayor and Council,who i Comment[sgh5]:This language is in Model shall fill the vacant position vote whether to accept the Board's recommendation. Bylaws but conflicts with Section X.A.Getting clarification from City Administration. SECTION IX.QUORUM DRAFT Tigard Planning Commission Bylaws,Revision November 10,2011 9 A. At any meeting of the Commission,a quorum shall be a majority of the current members of the Commission(excluding alternates). No action shall be taken in the absence of a quorum except 1.adjust the order of the agenda; 2.continue public hearings to a time and place certain;and 3.adjourn the meeting. that tThe meeting may continue with discussion er►of agenda items not requiring Commission action. For the purposes of forming a quorum,members who have disqualified or excused themselves from participation in any matter shall be counted as present. B. In the event a quorum will not be present at any meeting, the Secretary shall notify the Commission members in advance of that fact, and all items scheduled before the meeting shall be automatically continued to the next regularly scheduled meeting u__- s tim- is required. The Secretary shall post notice of the continuance on the door t the Council Chambers notifying the public of the continuance and specifying the date and rime when the matter will be before the Commission. SECTION X.REMOVAL OF MEMBERS A. The City Council may remove members of the Commission in accordance with Section VIII Attendance. B.The Council may also remove members,when,in its judgment the conduct of a member does not conform to the City of Tigard Code of Conduct for Boards,Commissions and Committees or based on other conduct unbecoming a representative of the City. C. The Commission may make a recommendation to Council for the removal of a member in accordance with Section VII Member Responsibilities. The Commission shall forward a recommendation for replacement to the Mayor and Council in a timely manner. SECTION XI.ANNUAL REPORT OF THE COMMISSION A. Not later than April 1", the Commission shall prepare and file its Annual Report to the City Council. B. The Annual Report shall include a summary of key activities and proceeding and any specific suggestions or recommendations which the Commission believes would be noteworthy to the Council. C.The Annual Report shall not be submitted unless approved by the Commission. SECTION XII.AMENDMENTS A. These bylaws are adopted by resolution of the Tigard City Council, are binding on the Commission,and may be amended by the City Council.The Commission may propose amendments for Council consideration. DRAFT Tigard Planning Commission Bylaws,Revision November 10,2011 10 B.Publication and Distribution. A copy of these approved bylaws and rules of procedures shall be: 1. Placed on record with the City Recorder and the Secretary of the Commission; 2. Available at each Commission meeting; 3. Distributed to each member of the Commission;and 1. Available to the public for the cost of duplication. C.Amendment and Suspension. 1. These bylaws, rules, and regulations may be amcndcd by approval of a majority of the members of the entire Commission at a regular or special meeting, provided notice of the proposed amendment is given at the preceding regular meeting, or at least five (5) daya written notice is delivered to, or mailed to the home address of each Commissioner. The notice shall identify the section or sections of this resolution proposed to be amended. 2. Notwithstanding subsection 1 above, any role of procedure not required by law may be suspended temporarily at any meeting by majority rote of those members present and voting,except the rule on reconsideration. <'lnrcndcd 1.y the Planning Commission of tin C ; of Tigard, Oregon mitt a—cliaortme in attendance at its • • • DRAFT Tigard Planning Commission Bylaws,Revision November 10,2011 11 TIGARD MUNICIPAL CODE Chapter 2.08 PLANNING COMMISSION more than two full consecutive terms on the AND HEARINGS OFFICER: Planning Commission, notwithstanding prior appointment to an unexpired term. Commission Sections: members shall receive no compensation but shall be reimbursed for duly authorized expenses. (Ord. 2.08.010 Purpose:Planning Commission 95 26; Ord. 92 35 §2 (Exh. A)(part), 1992). (Repealed by Ord. 10 17) 2.08.040 Vacancy. (Repealed by Ord. 10 17) 2.08.050 Voting Members. .! :.! . ! _ I I • . 2.08.040 Vacancy. .1 :.1 .. • .. .! :.! : ! Any vacancy in such a commission shall be s' ! filled by the appointing authority for the .! :.! 1 ! !• . . • I ' • • unexpired term of the predecessor in the office. Contact (Ord. 92 35 §2 (Exh. A)(part), 1992). 2.08.100 Powers And Duties Of Commission: -.! :.! ! _ 2.08.105 Downtown Design Review Board; No more than two voting members of the 2.08.110 Hearings Officer: Commission may engage principally in the 2.08.120 Hearing Procedures, buying, selling or developing of real estate for profit as individuals, or be members of any 2.08.010 PurposeXlanning Commission partnership, or officers or employees of any corporation, that engages principally in the The purpose of the Tigard Planning buying, selling or developing of real estate for Commission is to advises the City Council on profit. No more than two members shall be general land use and transportation planning engaged in the same kind of occupation,business, issues; long-range capital improvement programs; trade or profession. (Ord. 92 35 §2 (Exh. A)(part), and to act as a hearings body for applications of '9 permits, land use applications and land use appeals, or other matters as directed by the City 2.08.060 Election Of Officers. Council. The Planning Commission shall operate pursuant to bylaws approved by city Council, The Planning Commission, at its first which may only be amended by action of the City •• •••Council. (Ord. 92-35 §2 (Exh. A)(part), 1992). shall elect a president and a vice president, who shall hold office at the pleasure of the -.! :.! -! • . : • •• • • A • •• : Commission. The president and vice president shall be voting members of the Commission. The The City Planning Commission shall consist vice president shall preside in the absence of the of nine members, not more than two of whom president. (Ord. 92 35 §2 (Exh. A)(part), 1992). may be nonresidents of the City, to be appointed by the Council to serve a term of four years. No 2.08.070 Meetings Quorum Voting. person appointed after January 1, 1996 may serve 2-08-1 Code Update: 1/11 TIGARD MUNICIPAL CODE The Commission shall meet at least once in case concerning the permit sought or the question of the members of the Commission shall constitute a quorum. A majority vote of those (b) A member of the Commission shall members present at an open meeting of the :.. •• :.. ' Commission shall be necessary to legally act on remaining members of the Commission present at any matter before the Commission. (Ord. 92 35 a hearing when it appears that the impartiality or §2 (Exh. A)(part), 1992). objectivity of any member has been compromised by prehearing or ex parte contact. (Ord. 92 35 §2 .! :.! : ! • • • • •• ,, . . (Exh. A)(part), 1992). 2.08.100 Powers And Duties Of (a) A member of the Planning Commission Commission: shall not participate in any Commission proceeding or action in which any of the (a)A. Except as otherwise provided by following has a direct or substantial financial the City Council, and described in the interest: Commission's Bylaws, the Tigard Planning Commission may: (1) The member or the spouse,brother, sister, child, parent, father in law, mother in law (1) Make and alter rules and of the member; regulations for its government and procedure (2) Any business in which the member City Charter, this chapter and other ordinances of is then serving or has served within the previous the City; two years; or (21) Recommend and make suggestions (3) Any business for which the to the City Council and to other public authorities member is negotiating or for which the member concerning: has an arrangement or understanding concerning prospective partnership or employment. (A)a. The long range comprehensive land use plans for the Citycity, as .. .. well as any land use plans for specific areas disclosed at the meeting of the Commission where within the Gitycity, the action is being taken. (Ord. 92 35 (Exh. A)(part), 1992). (B)b. Plans for the C—icity- wide transportation system, including the laying 2.08.090 Disclosure Of Prehearing out, widening, extending and locating of public Contact thoroughfares; relieving traffic congestion conditions; bicycle and pedestrian facilities; (a) A member of the Planning Commission transit facilities and routes; design standards for shall disclose to the Commission, prior to any transportation facilities; and parking lot hearing on a petition for a permit or with respect regulations, to any contested case, any prch airing or cx parte contacts with the applicant's officers, agents and (C)c. Any proposals to adopt employees, or any of the parties to a contested or amend planning documents for the C—itycity- 2-08-2 Code Update: 1/11 TIGARD MUNICIPAL CODE wide transportation system, including the (b-)B. The City Council shall assign to the transportation map of the comprehensive plan and Planning Commission such facilities and services the transportation capital facilities program, as necessary to enable the Commission commission to hold its meetings, transact its (D)d. Establishment of districts business and keep its records. (Ord. 92-35 §2 for limiting the use, height, area, design, bulk and (Exh. A)(part), 1992). other characteristics of buildings and structures related to land development, including the 2.08.105 Downtown Design Review creation of and amendments to the Tigard Board. development code and the zoning map, Ea-)A. The Council council may appoint (-)e. Betterment of housing or designate a subcommittee of the Planning and sanitation conditions, Commission as the Downtown Design Review Board. The Downtown Design Review Board (F)f.Protection and assurance of shall have the power to conduct Type III-C solar access; hearings on applications for permits as specified in the Tigard Development CodeTitle 18 of this (32) Recommend to the Council council code. and other public authorities plans for regulating the future growth, development and design of the ( )B. The subcommittee shall consist of a City—city in respect to its public and private minimum of three members or alternate members buildings and works, streets, parks, grounds and of the Planning Commission. vacant lots; and plans to secure to the city and its inhabitants sanitation, proper service of (3C. Notwithstanding the provisions of public utilities and telecommunications utilities, Section 2.08.070, aA majority of the designated and shipping and transportation facilities; and subcommittee shall constitute a quorum. A appropriate measures for energy conservation; majority vote of those members present at an open meeting of the Bboard shall be necessary to (43) Recommend to the Council council legally act on any matter before the Bboard. (Ord. and other public authorities plans for promotion, 10-12 § 1,2010). development and regulation of industrial and economic activities in the community; 2.08.110 Hearings Officer. (54) Do and perform all other acts and The Council council may appoint or things necessary or proper to carry out the designate one or more qualified persons as provisions of ORS 227.010 to 227.120170, and Planning and Zoning Hearings Officer(s), to serve 227. 175 to 227.180; at the pleasure of the City Council. The Hearings hearings Officerofficer(s) shall have the power to (b5) Study and propose such measures conduct hearings on applications for permits. as are advisable for promotion of the public (Ord. 92-35 §2 (Exh. A)(part), 1992). interest, health, morals, safety, comfort, convenience and welfare of the C- tycity, including 2.08.120 Hearing Procedures. the area that is expected to eventually become a part of the City-city through annexation. (OA. Procedures for the conduct of quasi-judicial hearings as prescribed by Section 2-08-3 Code Update: 1/11 TIGARD MUNICIPAL CODE 18.32.160Title 18 of this code shall apply with respect to the conduct of hearings by the Planning Commission, Downtown Design Review Board, and Hearings hearings Officerofficer. (b)B. Procedures for the conduct of legislative hearings as prescribed by Section 18.30.100Title 18 of this code shall apply with respect to the conduct of legislative hearings by the Planning Commission. (Ord. 92-35 §2 (Exh. A)(part), 1992). ■ 2-08-4 Code Update: 1/11 IIImu City ofTigard Board, Commission, Committee Name Here TIGARD MODEL BYLAWS • The model bylaws were developed using the City Center Advisory Committee and Tigard Tree Board Bylaws. • The model bylaws serve as a guide for boards. • Section headings should remain the same for all boards. • Boards have discretion to revise the model bylaws with the exception of areas highlighted in gray. SECTION I. CHARGE AND DUTIES A. The (insert board name) hereafter referred to as the "Board" shall have no powers except as conferred by resolution, City Charter,Tigard Municipal Code, or the Oregon Revised Statutes. B. It shall be the function of the (insert board name)to act as an advisory body to the City Council. C. The Board and its members shall conduct itself in a manner that's in keeping with applicable federal, state, and local laws pertaining to conduct and ethics and the City of Tigard Code of Conduct. Any violation of the provisions of such laws shall be grounds for removal from office. D. The (insert board name)is charged with advising the City Council on matters pertaining to: • List mission and duties of board. • Describe board's role in public involvement E. The Board may form subcommittees to investigate areas relevant to its charge or duties pursuant to this section. • List provisions for forming subcommittee. SECTION II. COMPOSITION A. The Board shall consist of (insert # of members) appointed by the City Council with the following representation: • State whether members must be a resident,have a certain expertise,live in a certain area, etc. B. Membership may temporarily drop below required minimums due to resignations and/or difficulty in recruiting qualified applications. SECTION III.APPOINTMENTS A. Council shall fill vacancies with individuals who meet the compositional requirements listed in Section II. B. Appointments of at-large members shall be made the City Council,with recommendations from the Mayor. City of Tigard I 13125 SW Hall Blvd.,Tigard, OR 97223 I www.tigard-or.gov I page 1 SECTION IV.TERM OF OFFICE A. Board members serve for a term of (insert term length) beginning (insert beginning date) on the year of appointment. B. Any vacancy in the Board shall be filled by appointment by the Council and Mayor for the unexpired portion of the term. The unexpired portion of a term does not count towards the fulfillment of the maximum number of allowed terms. C. Members may be reappointed for up to (insert#of consecutive terms)consecutive terms. D. Members shall receive no compensation for their services. • (State whether reimbursements are given for trips,conferences,etc.) E. An individual board member may not act in an official capacity except through the action of the board. F. A member who seeks to resign from the Board shall submit a written resignation to the chair of the Board, the staff liaison, or the city recorder's office. If possible, the resignation should allow for a thirty (30) day notice so the City Council can appoint a replacement. SECTION V. ORGANIZATION OF THE BOARD A. At its first meeting of the year, and thereafter annually, the Board shall elect a Chair from its members who shall hold office at the pleasure of the Board. o Chair. The chair shall have general directional powers over the Board. The chair shall preside at all meetings and,in consultation with support staff, set the agendas and notify the board of all meeting times and place. The chair shall also be an ex-officio member of all subcommittees and shall be the sole spokesperson for the Board unless this responsibility is delegated to support staff. • (Insert other applicable officers such as vice-chair, secretary,etc.) B. If the Chair should resign, the Board shall, at its next meeting, conduct an election and provide a replacement to fill the unexpired term. C. Staff liaisons are the primary contacts for City of Tigard boards and the primary interface between these bodies and the City Council, City Manager, and departments. Besides serving as a technical resource, staff liaisons are responsible for meeting logistics, member recruitment and recognition, recordkeeping, and monitoring board effectiveness. SECTION VI.MEETINGS A. The regular meeting of the Board shall be held on the (insert meeting day/how often) of each month at (insert time), at (insert location) unless otherwise determined by the Board. If the regular meeting day is a holiday, the meeting will be held on (insert alternative date). B. The Board shall meet (insert frequency of meetings during a calendar year) at a time and place that is specified at least five (5) days in advance. City of Tigard I 13125 SW Hall Blvd.,Tigard, OR 97223 I www.tigard-or.gov I page 2 C. The parliamentary authority for the Board is Robert's Rules of Order Revised, except where superseded by these bylaws or local, state, or federal law. D. The Chair may call a special meeting, and the Chair shall call a special meeting if requested by three or more members. The call shall state the purpose of the meeting. Notice of a special meeting must be in writing and communicated to all members at least (insert#of days)before the meeting. E. Agendas and minutes shall be posted for public notice on the City of Tigard web page and in the lobby of City Hall in compliance with Oregon Public Meetings Law.All meetings shall be open to the public. • (If applicable,include policy on Exec Session) F. A majority of votes of Board members present shall determine the official position of the Board on a given issue. Alternates are not allowed to vote under any circumstances. G. The Chair shall vote on all matters before the Board unless having declared a conflict of interest. H. Board members shall not send or receive electronic communications concerning any matter pending before the Board during a Board meeting. • Electronic Communications means e-mail, text messages, or other forms of communications transmitted or received by technological means. • Electronic Communications Devices means lap-top computers, blackberries, cell-phones, notebooks, or other similar devices capable of transmitting or receiving messages electronically. I. Board member shall not use electronic communication devices to review or access information regarding matters not in consideration before the Board during a Board meeting. J. Any electronic communications regarding a quasi-judicial matter to be considered by the Board is an ex-parte contact and shall be disclosed as required by law. (Note: Only applies to Planning Commission Bylaws.) SECTION VII.BOARD MEMBER RESPONSIBILITIES Members of the Board: (insert specific responsibilities, examples listed below) • Regularly attend meeting and contribute constructively to discussions, • Consider and discuss issues from a Citywide perspective,as well as that of particular stakeholder or interests, • Strive to reach consensus on matters under consideration • Act with respect and consideration for the viewpoint of others • Shall not make representations on behalf of the City of Tigard or Board whether intentional or not,without authorization. SECTION VIII.ATTENDANCE If a member is unable to attend a meeting, he or she is expected to notify the Chair. If a member has (insert # of allowable unexcused absences) regularly scheduled meetings within one year, the issue shall be placed on the upcoming agenda, and upon majority vote of the Board members present, that position shall be declared vacant. The Board shall forward its action to the Mayor and Council,who shall fill the vacant position. SECTION IX. QUORUM City of Tigard I 13125 SW Hall Blvd.,Tigard, OR 97223 I www.tigard-or.gov I page 3 At any meeting of the Board, a quorum shall be a majority of the current members (excludes alternates)of the Board. No action shall be taken in the absence of a quorum except that the meeting may continue with discussion on agenda items. For the purposes of forming a quorum, members who have disqualified or excused themselves from participation in any matter shall be counted as present. In the event a quorum will not be present at any meeting, the Chair or Vice Chair shall notify the Board members in advance so that a decision may be made whether to meet and take no action on agenda items or to reschedule to a different time. SECTION X. REMOVAL OF MEMBERS A. The City Council may remove members of the Board in accordance with Section VIII Attendance. B. The Council may also remove members, when, in its judgment the conduct of a member does not conform to the City of Tigard Code of Conduct for Boards, Commissions and Committees or based on other conduct unbecoming a representative of the City. C. The Board may make a recommendation to Council for the removal of a member in accordance with Section VII Member Responsibilities. The Board shall forward a recommendation for replacement to the Mayor and Council in a timely manner. SECTION XI.ANNUAL REPORT OF THE BOARD A. Not later than (insert deadline for submitting annual report), the Board shall prepare and file its Annual Report to the City Council. B. The Annual Report shall include a summary of key activities and proceeding and any specific suggestions or recommendations which the Board believes would be noteworthy to the Council. C. The Annual Report shall not be submitted unless approved by the Board. SECTION XII.AMENDMENTS These bylaws are adopted by resolution of the Tigard City Council, are binding on the Board, and may be amended by the City Council. Boards may propose amendments for Council consideration. City of Tigard I 13125 SW Hall Blvd.,Tigard, OR 97223 I www.tigard-or.gov I page 4 TIGARD MUNICIPAL CODE Chapter 2.08 PLANNING COMMISSION. be reimbursed for duly authorized expenses. (Ord. 95-26; Ord. 92-35 §2 (Exh. A)(part), 1992). Sections: 2.08.030 Commission Removal. 2.08.010 Purpose. 2.08.020 Appointment--Membership. (Repealed by Ord. 10-17) 2.08.030 Commission Removal. (Repealed by Ord. 10-17) 2.08.040 Vacancy. 2.08.040 Vacancy. 2.08.050 Voting Members. Any vacancy in such a commission shall be 2.08.060 Election Of Officers. filled by the appointing authority for the 2.08.070 Meetings--Quorum--Voting. unexpired term of the predecessor in the office. 2.08.080 Planning Commission Member (Ord. 92-35 §2 (Exh. A)(part), 1992). Conflict Of Interest Activities. 2.08.090 Disclosure Of Prehearing 2.08.050 Voting Members. Contact. 2.08.100 Powers And Duties Of No more than two voting members of the Commission. Commission may engage principally in the 2.08.105 Downtown Design Review buying, selling or developing of real estate for Board. profit as individuals, or be members of any 2.08.110 Hearings Officer. partnership, or officers or employees of any 2.08.120 Hearing Procedures. corporation, that engages principally in the buying, selling or developing of real estate for 2.08.010 Purpose. profit. No more than two members shall be engaged in the same kind of occupation, business, The purpose of the Tigard Planning trade or profession. (Ord. 92-35 §2 (Exh. A)(part), Commission is to advise the City Council on 1992). general land use and transportation planning issues; long-range capital improvement programs; 2.08.060 Election Of Officers. and to act as a hearings body for applications of permits, land use applications and land use The Planning Commission, at its first appeals, or other matters as directed by the City meeting in each odd-numbered calendar year, Council. (Ord. 92-35 §2(Exh. A)(part), 1992). shall elect a president and a vice president, who shall hold office at the pleasure of the 2.08.020 Appointment--Membership. Commission. The president and vice president shall be voting members of the Commission. The The City Planning Commission shall consist vice president shall preside in the absence of the of nine members, not more than two of whom president. (Ord. 92-35 §2 (Exh. A)(part), 1992). may be nonresidents of the City, to be appointed by the Council to serve a term of four years. No 2.08.070 Meetings--Quorum--Voting. person appointed after January 1, 1996 may serve more than two full consecutive terms on the The Commission shall meet at least once in Planning Commission, notwithstanding prior each calendar month or as necessary. A majority appointment to an unexpired term. Commission of the members of the Commission shall members shall receive no compensation but shall constitute a quorum. A majority vote of those 2-08-1 Code Update: 1/11 TIGARD MUNICIPAL CODE members present at an open meeting of the disqualify himself or be disqualified by the Commission shall be necessary to legally act on remaining members of the Commission present at any matter before the Commission. (Ord. 92-35 a hearing when it appears that the impartiality or §2 (Exh. A)(part), 1992). objectivity of any member has been compromised by prehearing or ex parte contact. (Ord. 92-35 §2 2.08.080 Planning Commission Member (Exh. A)(part), 1992). Conflict Of Interest Activities. 2.08.100 Powers And Duties Of (a) A member of the Planning Commission Commission. shall not participate in any Commission proceeding or action in which any of the (a) Except as otherwise provided by the following has a direct or substantial financial City Council, a City Planning Commission may: interest: (1) Make and alter rules and (1) The member or the spouse,brother, regulations for its government and procedure sister, child, parent, father-in-law, mother-in-law consistent with the laws of the state of Oregon,the of the member; City Charter, this chapter and other ordinances of the City; (2) Any business in which the member is then serving or has served within the previous (2) Recommend and make suggestions two years; or to the City Council and to other public authorities concerning: (3) Any business for which the member is negotiating or for which the member (A) The long range comprehensive has an arrangement or understanding concerning land use plans for the City, as well as any land use prospective partnership or employment. plans for specific areas within the City, (b) Any actual or potential interest shall be (B) Plans for the City-wide disclosed at the meeting of the Commission where transportation system, including the laying out, the action is being taken. (Ord. 92-35 (Exh. widening, extending and locating of public A)(part), 1992). thoroughfares; relieving traffic congestion conditions; bicycle and pedestrian facilities; 2.08.090 Disclosure Of Prehearing transit facilities and routes; design standards for Contact. transportation facilities; and parking lot regulations, (a) A member of the Planning Commission shall disclose to the Commission, prior to any (C) Any proposals to adopt or hearing on a petition for a permit or with respect amend planning documents for the City-wide to any contested case, any prehearing or ex parte transportation system, including the transportation contacts with the applicant's officers, agents and map of the comprehensive plan and the employees, or any of the parties to a contested transportation capital facilities program, case concerning the permit sought or the question at issue. (D) Establishment of districts for limiting the use, height, area, design, bulk and (b) A member of the Commission shall other characteristics of buildings and structures 2-08-2 Code Update: 1/11 TIGARD MUNICIPAL CODE related to land development, including the 2.08.105 Downtown Design Review creation of and amendments to the Tigard Board. development code and the zoning map, (a) The Council may appoint or designate a (E) Betterment of housing and subcommittee of the Planning Commission as the sanitation conditions, Downtown Design Review Board. The Downtown Design Review Board shall have the power to (F) Protection and assurance of conduct Type III-C hearings on applications for solar access; permits as specified in the Tigard Development Code. (3) Recommend to the Council and other public authorities plans for regulating the (b) The subcommittee shall consist of a future growth, development and design of the City minimum of three members or alternate members in respect to its public and private buildings and of the Planning Commission. works, streets, parks, grounds and vacant lots; and plans to secure to the City and its inhabitants (c) Notwithstanding the provisions of sanitation, proper service of public utilities and Section 2.08.070, a majority of the designated telecommunications utilities, and shipping and subcommittee shall constitute a quorum. A transportation facilities; and appropriate measures majority vote of those members present at an open for energy conservation; meeting of the Board shall be necessary to legally act on any matter before the Board. (Ord. 10-12 § (4) Recommend to the Council and 1,2010). other public authorities plans for promotion, development and regulation of industrial and 2.08.110 Hearings Officer. economic activities in the community; The Council may appoint or designate one or (5) Do and perform all other acts and more qualified persons as Planning and Zoning things necessary or proper to carry out the Hearings Officer(s), to serve at the pleasure of the provisions of ORS 227.010 to 227.120, and City Council. The Hearings Officer(s) shall have 227.160 to 227.180; the power to conduct hearings on applications for permits. (Ord. 92-35 §2 (Exh.A)(part), 1992). (6) Study and propose such measures as are advisable for promotion of the public 2.08.120 Hearing Procedures. interest, health, morals, safety, comfort, convenience and welfare of the City, including the (a) Procedures for the conduct of quasi- area that is expected to eventually become a part judicial hearings as prescribed by Section of the City through annexation. 18.32.160 of this code shall apply with respect to the conduct of hearings by the Planning (b) The City Council shall assign to the Commission and Hearings Officer. Commission such facilities and services as (b) Procedures for the conduct of legislative necessary to enable the Commission to hold its hearings as prescribed by Section 18.30.100 of meetings, transact its business and keep its this code shall apply with respect to the conduct records. (Ord. 92-35 §2 (Exh. A)(part), 1992). of legislative hearings by the Planning Commission. (Ord. 92-35 §2 (Exh. A)(part), 1992). IN 2-08-3 Code Update: 1/11 A RESOLUTION ADOPTING REVISED BYLAWS AND RULES OF PROCEDURE FOR THE ORGANIZATION OF AND CONDUCT OF BUSINESS BY THE TIGARD PLANNING COMMISSION. BE IT RESOLVED BY THE PLANNING COMMISSION OF THE CITY OF TIGARD, OREGON: The following bylaws, rules, and regulations are hereby adopted by the Planning Commission for the transaction of its business: ARTICLE I General Section 1. Explanation and Interpretation A. A nine member City Planning Commission has been established Chapter 2.08 of the Municipal Code. This chapter was enacted by the City Council pursuant to the authority of the home rule Charter of the City of Tigard. The Council has also adopted other ordinances, resolutions, and policy statements relating to the organization,powers, duties, and procedures of the Commission. The Commission is empowered to adopt and amend rules and regulations, to govern the conduct of its business consistent with the Charter and ordinances of the City, and official policies promulgated by the Council. B. It is the intention of the Commission to set forth in this resolution not only rules and regulations governing its organization and procedures, but also certain other provisions relating thereto, now contained in various ordinances, resolutions, and other documents. The intent is to set forth in one document the essential information relating to the Commission's organization and procedures for the benefit of the Commission, applicants, and the general public. ARTICLE II Responsibilities of Commission Section 1. Responsibilities. The purpose, objectives, and responsibilities of the City Planning Commission shall be as delineated in TMC Chapter 2.08.100, Powers and Duties of the Commission and include: A. Tigard Comprehensive Plan. The Commission shall carry out duties assigned to it by the Council relating to development, updating, and general maintenance of the Plan. B. Capital Improvement Program. The Commission will assist the Council in the formulation of a Capital Improvement Program and, after adoption of said Program, may submit periodic reports and recommendations to the Council relating to the integration and conformance of the Program with the Tigard Area Comprehensive Plan. C. Application of Development Regulations. Except for those matters which may be delegated to the Planning Director,the Commission shall review and take action on quasi judicial and legislative matters, and other proposals which result from the application of development regulations contained within the Development Code on specific pieces of property and uses of land, buildings, etc. The Development Code shall be followed in holding hearings and taking required action. D. Coordination and Cooperation. The Commission shall endeavor to advance cooperative and harmonious relationships with the City Council, Citizen Involvement Teams (CITs), other Planning Commissions, public and semi-public agencies and officials, and civic and private organizations,with a view to coordinating and integrating public and private planning and developmental and policy conflicts. The Commission may, and is encouraged to, exchange research, information, ideas and experiences, participate in joint meetings, develop programs and undertake such other formal and informal actions to facilitate cooperation and coordination. E. General Welfare. Upon its own initiative or direction of the Council, the Commission shall study and propose in general such measures as may be advisable for promotion of the public interest, health, morals, safety, comfort, convenience, and welfare of the City of Tigard and its environs related to its particular area of responsibility. F. Rules of Procedure. The Commission shall adopt and periodically review and amend rules of procedure. Rules of procedure shall govern the conduct of hearings and participation of Commission members on all matters coming before the Commission. These rules shall be consistent with State law and City ordinances relating to the same matters. ARTICLE III Officers Section 1. Officers. The Officers of the Commission shall be a President and Vice-President. The City Community Development Director shall be the Secretary of the Commission. In the event the Secretary is absent from any meeting, the Secretary may send a designee. Section 2. Election. A. The President and Vice-President shall be elected at the first meeting of each odd numbered year, and shall serve until their successors are elected and qualified. The term shall start with the first meeting in January, following election. B. If the office of the President or Vice-President becomes vacant, the Commission shall elect a successor from its membership who shall serve the unexpired term of the predecessor. C. Nominations shall be by oral motion. At the close of nominations,the Commission shall vote by voice vote upon the names nominated for the office. If requested by any member, written ballots shall be used for voting purposes. Section 3. President. A. Except as otherwise provided herein, the President shall have the duties and powers to: 1. Preside over all deliberations and meetings of the Commission; 2. Vote on all questions before the Commission; 3. Call special meetings of the Commission in accordance with these bylaws; 4. Sign all documents memorializing Commission action promptly after approval by the Commission. The power to sign reports and other documents of the Commission may be delegated, in writing, to the Secretary. B. All decisions of the President as presiding officer shall be subject to review by a majority of Commission members present upon motion duly made and seconded. Upon a majority vote of the members present, the Commission may overturn a decision of the President. Section 4. Vice-President. During the absence, disability, or disqualification of the President, the Vice-President shall exercise or perform all the duties and be subject to all the responsibilities of the President. In the absence of the President and Vice-President, the remaining members present shall elect an acting President. Section 5. Secretary. A. The Secretary shall: 1. Maintain an accurate, permanent, and complete record of all proceedings conducted before the Commission; 2. Prepare the agenda and minutes for all Commission meetings; 3. Give all notices required by law; 4. Inform the Commission of correspondence relating to Commission business and conduct all correspondence of the Commission; 5. Attend all meetings and hearings of the Commission or send a designee; 6. Compile all required records and maintain the necessary files, indexes, maps, and plans. B. The Secretary shall maintain records indicating all applications, appeals, hearings, continuances, postponements, date of sending notice, final disposition of matters, and other steps taken or acts performed by the Commission, its officers, and the Secretary. C. The Secretary shall perform such other duties for the commission as are customary in that role or as may, from time to time, be required by the Commission. ARTICLE IV Meetings Section 1. Regular Meetings. Regular meetings of the Commission shall be held in the Council Chambers, City Hall, 13125 SW Hall Blvd., Tigard, Oregon, or at such other places as may be determined by the Commission, at 7:00 p.m., or other time as determined by the Commission. Meeting dates are normally chosen for timely action on applications submitted for the Commission's consideration and are held at least once a month or as necessary. At regular meetings, the Commission shall consider all matters properly brought before it without the necessity of prior notice thereof given to any members. Section 2. Special Meetings. The President of the Commission upon his or her own motion may, or upon the request of a majority of the members of the Commission shall, call a special meeting of the Commission. Unless otherwise specified in the call, all special meetings shall be held at the regular meeting place and time of the Commission. Notice of special meetings shall be given personally or by mail to all members of the Commission and the Secretary not less than forty-eight(48) hours in advance thereof. In case of an emergency, a special meeting may be held upon such notice as is appropriate in the circumstances; provided, however, that reasonable effort is made to notify all members of the Commission. Section 3. Open Meetings. All meetings of the Commission shall be open to the public, except that the Commission may hold executive sessions, from which the public may be excluded, in such manner and for such purposes as may be authorized by law. Representatives of the news media shall be allowed to attend executive sessions under such conditions governing the disclosure of information as provided by law. Section 4. Notice of Meetings. A. In addition to notice required to be given to Commission members and the Secretary, public notice of all Commission meetings shall be given in a manner reasonably calculated to give actual notice to interested persons. The notice shall consist of the time and place of the meeting and an agenda or summary of the subject matter to be considered. B. Notice shall be posted on a bulletin board in the City Hall and disseminated to the City Recorder, local news media representatives, and other persons and organizations as provided by law. At the discretion of the Secretary, notice may also be provided to persons and organizations known to have a special interest in matters to be considered by the Commission. C. Notice shall be given not less than forty-eight (48) hours in advance of a meeting; provided, however, that in case of an emergency, a meeting may be held upon such public notice as is appropriate in the circumstances. D. Failure to provide notice as specified in this section, shall not invalidate any decision or proceeding of the Commission. Section 6. Agenda: Order of Business. A. The order of business at all meetings shall be determined by the agenda which shall be composed generally of the following items: 1) Call to order; 2) Roll call; 3) Communications; 4) Minutes of previous meetings; 5) Old business - continuances; 6 New business; 7 Other business; 8 Adjournment. B. Any item may be taken out of order by direction of the President. C. Actions of the Commission are not limited to the prepared agenda. D. Public hearings will be stopped at 11:00 P.M. unless there is a motion from the commission to extend the time of the hearing in progress. In the absence of that motion, the issue will be taken up at the following meeting. E. The Commission shall not consider a new item after 11:00 p.m. unless there is a motion by the Commission to extend the time for the agenda item. Section 7. Attendance. If a member of the Commission is unable to attend a meeting, he or she is expected to notify the Secretary. If any member is absent from 6 meetings within one year or three consecutive meetings without reasonable cause, upon majority vote of the Commission, that position shall be declared vacant. The Commission shall forward their action to the Mayor and Council,who shall fill the vacant position. Section 8. Quorum. At any meeting of the Commission, a quorum shall be a majority of the current members of the Commission. No action shall be taken in the absence of a quorum except to adjourn the meeting and to continue public hearings to a time and place certain. For the purposes of forming a quorum, members who have disqualified or excused themselves from participation in any matter shall be counted as present. In the event a quorum will not be present at any meeting, the Secretary shall notify the Commission members in advance of that fact, and all items scheduled before the meeting shall be automatically continued to the next regularly scheduled meeting. The Secretary shall post notice of the continuance on the door of the Council Chambers notifying the public of the continuance and specifying the date and time when the matter will be before the Commission. Section 9. Voting. A. The concurrence of a majority of the members of the Commission present at an open meeting shall be necessary to determine any question before the Commission. A tie vote causes the motion to fail. B. When a matter is called for a vote, the President shall, before a vote is taken, restate the motion and shall announce the decision of the Commission after such vote. C. Voting shall be by voice vote. All votes, whether positive, negative, or abstentions, shall be recorded in the minutes. D. Voting "in absentia" or by proxy is not permitted. E. A motion to reconsider can be made only at the same meeting the vote to be reconsidered was taken. Suspension of this rule is not permitted. Further, a motion to reconsider may only be made by a member who voted on the prevailing side of the issue. Section 10. Continuances, Remands. A. Any item before the Commission may be continued to a subsequent meeting. A motion to continue an item shall specify the date or event upon which continuation is to be based. If a matter which originally required public notice is continued without setting time and place certain, the public notification must be repeated when time and place are made certain. A list of continued items, showing the date at which an item was continued, or the event upon which continuance is based, shall be recorded and kept by the Secretary and made available to the public. B. Unless otherwise provided by the Council upon remand, any item remanded by the Council for reconsideration by the Commission shall be treated as a new item and proceedings shall be provided for as if the matter were initially before the Commission. C. A member absent during the presentation of any evidence in a hearing may not participate in the deliberations or final determination regarding the matter of the hearing, unless he or she has reviewed the evidence received. Section 11. Rules of Procedure. All rules of order not herein provided for shall be determined in accordance with the latest edition of"Robert's Rules of Order Newly Revised". However, the Commission has an obligation to be as clear and simple in its procedure as possible. Section 12. Minutes. A. The Secretary or a designee shall be present at each meeting and shall cause the proceedings to be stenographically or electronically recorded. A full transcript is not required, but written minutes giving a true reflection of the matters discussed at a meeting and the view of the participants shall be prepared and maintained by the Secretary. Executive sessions are excluded from published minutes. B. Minutes shall be available to the public,upon request, within a reasonable time after a meeting and shall include the following: 1) Members present; 2) Motions,proposals, measures proposed and their disposition; 3) Results of all votes, including the vote of each member by name if not unanimous; and 4) Substance of any discussion of any matter. 5) If the minutes are not yet approved by the Commission, if requested, draft minutes, if available, may be provided. C. The Secretary may charge a reasonable fee for copies of minutes and other materials relating to Commission matters. D. Commissioners are expected to vote for approval of the minutes based on the accuracy of representation of events at the meeting. If there are no corrections, the President may declare the minutes approved as presented, without the need for a motion and vote. A vote in favor of adopting minutes does not signify agreement or disagreement with the Commission's actions memorialized in the minutes. E. Any Commissioner not present at a meeting must abstain from voting on approval of the minutes of that meeting. ARTICLE V Advisory Committees Appointment. Advisory committees to the Commission may be appointed by the Commission, with the concurrence of the Commission members, for the consideration of special assignments. ARTICLE VI Publication and Amendment of Bylaws and Rules of Procedure Section 1. Publication and Distribution. A copy of these approved bylaws and rules of procedures shall be: A. Placed on record with the City Recorder and the Secretary of the Commission; B. Available at each Commission meeting; C. Distributed to each member of the Commission; and D. Available to the public for the cost of duplication. Section 2. Amendment and Suspension. A. These bylaws, rules, and regulations may be amended by approval of a majority of the members of the entire Commission at a regular or special meeting,provided notice of the proposed amendment is given at the preceding regular meeting, or at least five (5) days written notice is delivered to, or mailed to the home address of each Commissioner. The notice shall identify the section or sections of this resolution proposed to be amended. B. Notwithstanding subsection A above, any rule of procedure not required by law may be suspended temporarily at any meeting by majority vote of those members present and voting, except the rule on reconsideration. Amended by the Planning Commission of the City of Tigard, Oregon, with a quorum in attendance at its regular meeting of March 7, 2005, and signed by the President in authentication of its amendment. Planning Commission President Date City of Tigard, OR CITY OF TIGARD PLANNING COMMISSION Meeting Minutes November 21, 2011 CALL TO ORDER President Walsh called the meeting to order at 7:04 p.m. The meeting was held in the Tigard Civic Center, Town Hall, at 13125 SW Hall Blvd. ROLL CALL Present: President Walsh Vice President Anderson Commissioner Doherty Commissioner Muldoon Commissioner Rogers Commissioner Schmidt Commissioner Shavey Absent: Commissioner Hasman; Commissioner Ryan Staff Present: Marissa Daniels, Associate Planner; Susan Hartnett, Assistant Community Development Director; Doreen Laughlin, Executive Assistant; Tom McGuire, Principal Planner Also Present: Talia Jacobson, ODOT; Malu Wilkerson, Metro;Marc Woodard, City Council Liaison COMMUNICATIONS —Susan Hartnett,Assistant Community Development Director, introduced Tom McGuire, the city's new principal planner in Community Development, to the Commissioners. Tom gave a brief background of his previous experience and also informed the commissioners that one of his duties is being the co-liaison to the Commission for quasi-judicial hearings and issues. He asked if the commissioners had any comments or suggestions as to how to improve the staff reports. President Walsh asked Tom to come back sometime when they can give some time to that topic and other types of possible improvements. He said it would be wonderful if they had a "round table" of sorts to go over the layout of the staff report as they rely so heavily on it. Tom agreed to come back to them sometime soon to do that. In light of personnel changes, President Walsh asked for a current copy of Community Development's Organization Chart. Susan made copies and distributed them to the commissioners. CONSIDER MEETING MINUTES September 19, 2011 Meeting Minutes: President Walsh asked if there were any additions, deletions, or corrections to the September 19th minutes; there being none, Walsh declared the minutes approved as submitted. kALRPLNVPlanning Commission A2011PC Packets\W21-11-w5 and Briefings-SW Condor-CIP-Council Goads-Bylaws Rev TPC k houses 11-21-11 aoc Page 1 of 5 BRIEFING—METRO OVERVIEW OF SW CORRIDOR PLAN PROCESS Marissa Daniels, Associate Planner, began the briefing by explaining to the commissioners that she is working on the Tigard HCT Land Use Plan (public involvement) and also serving on a Metro Committee that's focused on public involvement for the Southwest Corridor. She said the update they'd get at this time is the same update City Council had received the previous week. She introduced Malu Wilkerson from Metro as the Deputy Project Manager of the Southwest Corridor Plan. She said she would give them an overview of the Southwest Corridor Plan and talk about the work that had been done on the Tigard HCT Land Use Plan and how that fits under the Southwest Corridor Plan umbrella. She introduced Talia Jacobson from ODOT as being available for any ODOT related questions. Ms.Wilkerson went through a PowerPoint presentation (Exhibit A) giving a photo tour of the Southwest Corridor. She went on to give a snap shot of the approach that would take place in approximately the next year and a half. QUESTIONS There was a question about cost sharing—Ms. Wilkerson said they'd have the answer to that by late 2012, early 2013. President Walsh asked if Tigard was setting a "too high" standard by being first. Marissa Daniels spoke about challenges and lessons learned by being first. There was a question as to siting/routing impacts and the concern of people involved. The ODOT representative answered saying the more different places they're looking at for possible alignments - the more opportunities there are for people who could be impacted to become nervous. She said they're focusing on the overall community benefits of linking— and that they will inevitably have siting conflicts, but if they have a better context from which they're starting from, perhaps it will make the process easier. Marissa Daniels gave a "next steps" overview: • Judith Gray will update the commissioners in December. • On January 30th there will be a meeting for the public to get more involved. (More information to follow on that.) • February - there will be a joint workshop with the Commissioners and City Council and the project consultants for the HCT Land Use Plan. BRIEFING — CAPITOL IMPROVEMENT PLAN (CIP) UPDATE Susan Hartnett spoke to the commissioners about the development of the update to the city's 5-year Capital Improvement Plan (CIP). She went over the City Operating Budget Flowchart showing the overall budget development and adoption process for the next fiscal year (Exhibit B). I:\LRPLN\Planning Coennds6ion\2911 PC Packets\11-21-1f-W S and Briefings-SSCCorridor-CIP-Council Goal,-Pv aws Acv\TPC Alinutes 11-21-11.doc Page 2 of 5 She also commented on the city's webpage describing the CIP process (Exhibit C). She noted, "The CIP really has an early start... in August, September& October we're out there already asking the neighborhoods for ideas on what kinds of projects should be included. We're looking internally to look at our own master plans to see how far we've been able to get on previously scheduled projects. So the CIP really has an early component to it. She informed them that the CIP Management Team is made up of Toby LaFrance, the Director of Finance; Dennis Koellermeier, the Director of Public Works; Ron Bunch, the Director of Community Development; and the City Engineer, who is, in the interim, Ms. Kim McMillan [the newly hired City Engineer will begin in January, 2012 and is Mr. Michael Stone]. She provided to the commissioners a list of Street and Parks projects that have yet to be ranked (Exhibit D). President Walsh said he would like to know what the Planning Commission's role is with regard to traffic needs, connectivity, and economic development— and then look at the projects with that in mind. Hartnett suggested they look at the scoring criteria in advance next year so before the scoring process starts, they can take a look and give their thoughts to the CIP Team regarding what they think. She said she would be happy to bring the scoring criteria. mechanism next year to give them the chance to weigh in on a policy/high level discussion, rather than looking at the individual projects. The consensus was that they would like for her to do that. WORK SESSION — COUNCIL GOALS Councilor Woodard spoke to the commissioners. He told them the City Council is interested in what they have to say. He said he had looked at their suggestions last year regarding council goals and counted four places where they'd mentioned economic development, national economy, etc. and yet, when he looked at the Council Goals, he didn't see the words "economic development" anywhere. He encouraged them to continue to emphasize economic development as they have in the past. He spoke to them about the economy, recreation, and high capacity transit. He said the other committees and commissions are all working towards the same goals and that he's interested in hearing what the Planning Commission comes up with by way of their thoughts on City Council goals. There was some banter back and forth about various goals that had been suggested in previous years. One thing that came up was the fact that staff was asking them to comment on council goals with very little lead time. Commissioner Rogers suggested, and the consensus was, that the commissioners start thinking about this and, in fact, should really have this on the Planning Commission schedule as early as October of each year. Susan Hartnett agreed and said she would make sure it appeared on future Planning Commission calendars. The commissioners went through the list of suggested goals for 2011 and made changes to reflect what they would like the goals to reflect for the year 2012. After much discussion, the Planning Commission's consensus was that they continue to believe a major component of City Council goals should focus on the lingering effects of the economic downturn, and the related economic development opportunities presented in Tigard as the national economy picks up again over the next several years. The commission has I: LRPLN\Planning Commission\201i PC Packets\11-21-11-WS and Briefings-SW Corridar-CIP-Council GoalsBylawsR-.vVTPC Minare,11 21-11 do,: Page 3 of 5 ranked the suggested goals to reflect priorities supportive of this focus on economic development. The draft outcome of the Commissioner's 2012 suggested City Council goals follows: 1. Focus on Economic Development a. Keep Downtown in the forefront i. Pursue achievable implementation strategies i. Continue efforts to foster an organization to promote downtown iii. Complete the Downtown Circulation Plan b. Develop an Economic Development Vision and Strategy that builds on and refines the Economic Opportunities Analysis and the recommended action measures of Comprehensive Plan Goal 9 - Economy c. Develop the business clusters identified in the Economic Opportunities Analysis i. Reinforce existing clusters ii. Identify appropriate scale gaps in the neighboring area commercial zone clusters that Tigard can effectively serve 2. Focus on Tigard Triangle a. Continue to pursue a comprehensive planning effort for the Tigard Triangle b. Spotlight the Triangle in the Pacific Highway High Capacity Transit Land Use Plan and its future implementing efforts c. Develop and implement a transportation infrastructure funding mechanism that is equitable and seeks to leverage public funding sources with private sector/development contributions 3. Focus on Transportation a. Complete the Pacific Highway High Capacity Transit Land Use Plan b. Continue robust participation in the regional SW Corridor Plan efforts i. Champion Tigard's high priority locations through strategic local implementation efforts 4. Support and cooperate with other cites engaged in the Southwest Corridor Plan a. Transform Pacific Hwy (99W) through: i. Economic Development efforts ii. Traffic and access management projects Pedestrian crosswalk and signal improvements 5. Continue to improve the Tigard Development Code a. Complete the Urban Forestry Code Revisions Project b. Pursue code amendments and improvements that support economic development, park development, HCT/SW Corridor implementation and improve the ease of development by creating certainty and flexibility. 6. Focus on planning for future neighborhoods a. Initiate the River Terrace Community Plan I:ALRPLNVPlanning Commission A2011PC Packets A11-21-11.WS and Briefings-SW Corridor-CIP-Council cea]s-By[ar,e acvATecm.nurc 11-21-Itdoc Page 4 of 5 WORK SESSION— PLANNING COMMISSION BYLAWS REVISIONS Susan Hartnett led a discussion on revisions to the bylaws. The commissioners went over the draft changes to the bylaws that had been provided (Exhibit E). She asked if there were any major things they were concerned about. There weren't many major concerns—mainly smaller ones such as the use of the reference to the "Blackberry" rather than to a "Smart Phone" or perhaps simply referring to a "mobile device." Another small concern was Section XI where it stated an "annual report"would be written and presented to City Council. It was noted that, to their knowledge, this had never been done. Susan suggested the joint meeting with City Council would fulfill that. It was suggested the word "presentation" be used rather than "report" so they can give an annual presentation during that joint meeting rather than presenting them with a written report. When they spoke about the changes to the Tigard Municipal Code 2.08 —there was concern as to the readability/correctness of the revised document and to the changes in the use of capitalization, in particular. It was noted that changing the capitalization of certain entities such as the "City Council" to "council" and the "Planning Commission" to "commission" and the "City of Tigard" to "city" (small case) could be confusing. It was noted the more commonly accepted style of writing would be that the document would say, for instance, "the City of Tigard, hereinafter referred to as "the City,"and keep the word "City" capitalized so you wouldn't have to keep repeating "The City of Tigard" throughout the document or using the word "city" small case "c" —which just "looks wrong" and differs from the accepted style of state documents. Hartnett said she wouldn't disagree with that, but that these changes would remain as they are actually considered correct according to the Associated Press (AP) style guidelines the council recently adopted as the official style for the city. Hartnett concluded the discussion and said she planned to get the commissioner's a clean copy of the changes. She noted the City Council would be meeting regarding the changes to the Municipal Code and then went over the Planning Commission's upcoming calendar. OTHER BUSINESS —No other business was discussed. ADJOURNMENT President Walsh adjourned the meeting at 10:15 p.m. Doreen Laughlin, PlanningCemission Secretary ATTEST: P r-side t Dave 'alsh 1:\LAPLN\Planning Commission\201!PC Packets\11-2t-11-WS and Briefings-SW Corridor-CIP-Council Go -Byl ov Re,i i'i'C Minutes 11-21-11.do:; Page 5 of 5 12/10/2011 orridor rridor Southwest CoStart with the places... Integrated approachrridor to corridorPlan ''. :..E.:3:planning - �i Tigard Planning Commission November 21,2011 f f Corridor 0Corridor Downtown Sherwood Sherwood Town Center /` • ;:, d �: f .,,,,„ f----,z- , ,,.,, .‘\,,,, :. .,. ,r, .„ r .,, . - - —„, 1 12/10/2011 Corridor Corridor Tualatin Refuge Tualatin Commons ,' • 4. % --, .,- , 6 , Ai ..-. n:Wl" T .14 ., . ,h, i' li_ .-71V . II •'-' . L.,H.'h,,, 'i_, -4 4.'-''' ' _ .1, ' Il."C : 14k , .,• F-•''''''f ‘ ir , alil iI lit, 0 "•,,ht.:_,,,.,..„, l'#1 h -I I" -4. 6;rrvciii, Corridor King City Murray Scholl's Town Center , . 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Corridor Riverplace Major Transit Facilities AO • _,- -tp, litines • ,)- ' .,, • 2,000 parking spaces f r °._ • b:anss Centers i 01P f 1.„,r, ,‘ Irimrlit • 27,000 daily riders eionrricio'i CEoiriclor 1-5 Hwy 217 and Hwy 43 _ . it,........-- 'N ----- --17 -tatn L ',. \■•••.%. - - --...1.111111.1111kr _ T,.. — ,,t......!:0•.,7: , IIOINIPIP I amgf.9 0 , 6 12/10/2011 °corridor Pacific Highway/99W/Barbur Priority corridor Boulevard i laiktiligh c r i 1 hil de IN 1421 la IN ill MI iiiii NM Ell 2035 = *114;:dk,-• 1 e—s—,—,,L.---,—, -til Going places Mobility corridors li Adopted July 9,2009 tril="dr,"' — M..1411.11.1y 17 c = 1 IM s Ne , i — vvat,es.f11449111.11 'AiN MUMZEI*00 LEGEND - ;.' `" 4 7 de26'' 41.'"-.7.."-• 4');: ::: -i .0,=* .,...-...... 3 . ......-,... 7 12/10/2011 corridor Corridor Profile .r•.•.Farrilr CIntegrate approach Population J • 2010140k " ..,. 2035 206k RegonoI Tran p rtatl>' Trans ton Land Use Plans Plan&Tnsit pi Transom-talon TransitDEIS&FEIS Plan AA Employees •Broad corridor •Community focus •Transportation and •Decisions on 2010 163k -J areas and nodes land useinvestments: identified in the improvements and ,•.�in transportation, 2035 251k (` r a brood corridortransitnmen modes and a gd use ` - ro 'I •Decsons an transit Projected and alignment travel time - == increase I _, 30% 'rs I ' -- corridor corridor 1 25 Years from Now Major timeline mar Southwest Corridor Plan schedule Daily celebration of place Phase Phase dl ongoing Agreements policy changes and strategic Actions to hieve goals including Further protect '�LVibrant, safe communities where investments and partnerships investments,Draft Environmental development and 'B `1p,. Impact St l entis)and major implementation 'i people live,work and play policy changes 2011 2012 2013 2016 2015 i 8 12/10/2011 im.s1 .1s1 In, '— _COCorridor' Major " Corn or Major tasks ,��°m �°°° Collaborative effort • Identify opportunities and challenges,goals&objectives, :.1,:' a,on�N��n,�d^r' " purpose&need a«�•y,.,a�"eve.. •..u» Portland , "Barbr • Develop outcomes-based Concept Plan" evaluation and screening criteria Transit Tigard"HCT ____ ""°9n1n0"""`d"' Alternatives Land Use • Develop wide range of Inte rated alternatives Analysis g Plan" Investment • Screen and package alternatives 11 Strategy • Evaluate integrated strategies tl Tualatin Transportation "Linking • Prioritize preferred set of Plan Tualatin" Puldit integrated strategies �•• IAnerwood • Develop draft implementation T°Planwn e0ter strategy,project partner �a commitments "'" ■ • OFORIdor Tigard —already identified nodes ,~p.m Qom, 43" , Tr, r. ,7! IV® c . ` ed a ). It U .i."4. •-, — sv,,,,,...1 ki dr'lik, 0 11111 L ,....1) • ,, albillc) 914 6W heft*N. 0 `` ....m. i g I Ilr,'A oirk — BW Oulun Ptl_ _' 9 12/10/2011 People Perp: Performance Fed,E. Places Physical Form Places Physical Form Washington Sq(Mall) Downtown Tigard Corridor People. Opportunities & constraints -winter 2011 Performancefrilib Petl/®lke Within key Needs analysis Access to Between Corridor land use key land key land wide/ nodes use nodes use nodes through the • corridor 41$ . / Places Physical Form Bridgeport Village 10 12/10/2011 `L QCorridor Wide range of alternatives— -, 1 Op 0 41110 111 all transportation modes • 1-5/99W improvements w Adopted Transport- regional Public input Existing City land ation • Roadway improvements goals and on values conditions useplans performance analysis Wlthln,access t0, •1 policies measures between nodes • Bike/pedestrian Jr Jr improvements ,''-`' Opportunities& challenges; • Transit improvements evaluation criteria .r '7 ,:r4 c®r'ror C"o Wide range of alternatives— Wide range of alternatives— transit AA land use/community building • Transportation System • City work-altel ive land Management and - ` =.,_ nodes il1.4- v Operation • Trails,parks,habitat 3-- • Light Rail Transit - strategies tlri , • Affordable and workforce 774 • Rapid Streetcar ,,. housing strategies - • Bus Rapid Transit • Economic development • High Occupancy Vehicle = strategies MLA Lanes/High Occupancy Toll • ,_ ?' trate▪ ublic hes eaIth and equity Lanes g IlL 11 12/10/2011 Corridor Corridor Wide range of alternatives- Integrated strategies-summer spring 2012 2012 Develop a wide Screen alternatives Various strategies to best meet the goals range of alternatives that are not feasible and objectives for the corridor CID Oi O ,,. O NARROW RANGE OF ALTERNATIVES Corridor °corridor Integrated strategies— Evaluation —late summer 2012 cities' input(June 2012) II Which integrated strategy best supports the outcomes desired for the corridor? • Cities'input on how to package land O ®. use strategies with other components ® 0 of an integrated strategy is critical O ® Evaluation Criteria Ili PREFERRED STRATEGY = 12 12/10/2011 Corridor Corridor Identify commitments- Major timeline fall/winter 2012 Southwest Corridor Plan schedule ■ Develop an integrated implementation PhaseIPhase II Ongoing strategyAgreements,policy changes and strategic Actions to achieve goals,including Further project investments and partnerships investments.Draft Environmental development and • Includes policychanges and next Irnpactstatementfsl and major implementation g policy changes steps for further work 2011 2012 2013 2014 2015 ■ Identifies"if-then"decisions and actions ■ Prioritize the improvements and policy I. Ilir changes — short-term,mid-term,long term CDCorr do`r 0C-Orridor Charter & protocols ..,....mM.woo.by low,n4lxanest,.111Mm,m. ,, mom CM. 5.,L Or tml,reluw.wmm.An mmi v cob Ix cmrau nn mw,reim,n w_ ,— nm.tnlm+x x ul a,,m rt a,LrxatuiAllor maw,m xlv ::::21=.12";;;::::::::14r= t o10,4 t i i ; i 1YiWW uNslmatl 11 1.5•11.5 elm I. elm OM 554,.655555,51 13 City Operating Budget Flowchart Legend Process Direct Data • Input Capital Prior Fiscal Year Improvement Financial Forecas Budget Audit DeC1Sions Data Program produced Kickoff MeetingA document Internal produced Process WI GIP Management Prelim work w/ Team Auditors -Receive final • invoices from Capital Needs Depts. Assessment -Close prior FY developed from -Master Plans -Existing CIP -City Staff • V / Public Comment Period(Sept-Oct) includes project nominations via Neighborhood \ Networks Program Public project nominations Prepare Financials +� submitted to Q- Engineering (/) • PW evaluates project lists and prepares CIP Project Request Forms Xnance Internal Process W prepares project list to be ranked Prepare Final field work framework in with Auditors budget system Present lists to o citizen committees • U TTAC&PRAB for • O ranking •• V • IP Team&Citize FIN Prepares • Committees prioritize Forecast projects on ranking • criteria • Upload Comprehensive audited Annual Financial actuals& FIN meets w/Exe Report(CAFR)is staffing data to Staff&Depts on published forecast and U) List of prioritized indices and budget system projects presented forecast to City Manager assumptions z V Revised:9/26/2011 City Operating Budget Flowchart Capital I IP Improvement Financial Forecast Budget Prior Fiscal Year Program Audit ill IIL A PW provides FIN Forecast w/updated list of – is updated CIP projects& V costs L N \ / \ _a Auditor's report to Initial forecast Audit Committee cDE reviewed w/Exec U CIP Team Staff and Depts \ 4) evaluates& 4 O ranks projects rFinance Interna Process / City Manager City Manager approves initia provides budgets/ forecast Instructions to departments ` ! PW provides final Dept.budgets due CIP project list w/ to Finance&new costs to FIN for ,� FTE/Reclass Proposed Budget forms due to HR \ \ V COL1 = Dept.budget Soc.Service/ Community Events meetings w/ & Applications 2 Finance —) sent out • 1 • V Schedules Social Forecasts updat . 1ept.meetings w Service w/Dept request City Manager subcommittee meeting V Neighborhood ♦ Network Open T L+ House–CIP and Send tax its process HR FTE&reclass abatement = reports due to applications L Finance a) • u_ \ \ Soc Serv/Comm Events Grants due &distributed to • Exec Staff, subcommittee, Meet w/City Meet w/City and City Recorder Manager on Manager on Proposed Budget/ Proposed Budget/ CIP CIP ` �-- –v < - - - % - - - I - v Revised:9/26/2011 City Operating Budget Flowchart 11=11 11=1 Capital Improvement Financial Forecast Budget Prior Fiscal Year Audit mance Internal Process Program FIN meetings w/ City Manager to H Tax Abatement finalize Proposed • letters due to Budget Finance Submit Comm _ Events packet to Council L Forecast updated i for Proposed Budget 2 Meetings with Council& Subcommittee to review Comm Evts grants • • • V Budget/CCDA Proposed Budget published hearing notice to Tigard Times • V V FIN prepares white papers Budgets issued to Budget Committee Revisions to CIP for V Approved Budget Budget Submit financial Committee summary form to Meetings Washington County • : FIN prepares technical City Council packets Budget Committee adjustments for due CIP hearing to City Recorder consideration • • • • V : • V CIP adopted by Operating budget Submit local filings to Council &CCDA budget State&Government adopted by Finance Officers Council Assoc.in July Revised:9/26/2011 12/10/2011 arridorr F It 3/4*--"Ubt GOI 14 City of Tigard>City Hall>Departments>Finance and Information Services> Capital Improvement Pr... Page 1 of 1 City of Tigard, Oregon 1 I ,.V.,1,,, ,t46:., i - III '� 1_4125 SW flu!,BJ,.a. Td.OR 07_22 r a .tl~f ■ 503-639,4171 s - :.. TIC1,Rn APlace tof.:allHorne' .'' . IIR1 t .ji Tigard Public Lihrary Search 1 City Hall Business Community Police Library Help 14 Nov 2011 Quick Links Capital Improvement Program :.Home Home>City Hall>Departments>Finance and Information Services>Capital Improvement Program :.Affordable Housing :.Bids&Proposals :.Budget Docs What is a Capital Improvement Project? :.ctv council The Capital Improvement Program (CIP) is Tigard's 5-year plan for matching the cost of :.Construction in Tigard large-scale improvements—like fixing roads,water and sewer systems—to anticipated Capital Improvement Plan revenues, like taxes and bonds. - � :.Departments • _ :.Development Code What Makes a Project CIP-eligible? :.Emergency The city defines a CIP project as Mqmt/Resources :,Events&Meetings 1. Any public facility project that improves or adds value to Tigard's infrastructure (,, , - :,Forms 2. Costs$50,000 or more - -- -_ ksw :.Job Opportunities 3. Has a useful life or extends the useful life of a facility for five years or more -- - :.New to Tigard? -- • - :.Parks in Tigard Where We Are... :.Passports Between September 1 and October 31,2011,a public comment period was open for :,Public Records citizens to nominate capital improvement projects(CIP).Thanks to your suggestions, new :.Tigard Municipal Code and existing infrastructure improvements throughout the city will be reviewed. Capital Improvement Projects: :.volunteer FY 2011-16 Opportunities In late December,a CIP Team consisting of directors and staff from Public Works, :.Water Division Community Development and Finance will begin evaluating and prioritizing projects :.zoning submitted for the FY 2012-17 program. Projects come from three sources: the existing • Introduction CIP, master plans,and Tigard residents.The following street system projects are included • Table of Contents in the FY 2012 CIP: • General Facilities Online Services • Parks System :.Code Compliance • Sanitary Sewer • 72nd Avenue/Dartmouth Street Intersection Improvement • Storm System :.Library Cataloq-WCCLS • Main Street Green Street Retrofit • Street System :.Park Reservations • Pacific Highway/Gaarde Street/McDonald Street Intersection Improvements • Water System :.Security Alarm Permit • Appendix(Glossary,Unfunded Projects, :.Ticket Payments Thanks to the voter-approved Parks Bond Measure,the citizen-led Parks and Recreation All Ranked Projects) :.Tigard Mapping Advisory Board is currently evaluating multiple parks system projects. Services • Download Complete CIP :.Utility Payments Not all capital projects are funded due to limited budgets. Instead,the city allocates money Document(6.5 MB) to projects that are considered high priority or have available grant funding.Typically,the further out projects are scheduled beyond the current year,the less likely that immediate For more information on the CIP document, funding will be available for construction. contact Carissa Collins,Sr.Management What Ha ens Next? Analyst at 503-718-2643 or carissaiStigard- PP c.i f In April 2012, residents will have another opportunity to provide input at the Budget Committee hearings. Once the proposed budget is approved by the Budget Committee, it goes to the City Council for final adoption.This is the final opportunity for public input on the following fiscal year's CIP. Looking for other Budget Documents? We encourage your project suggestions.To be considered,the Capital improvement project Click Here must be a public facility project that improves or adds value to Tigard's infrastructure; costs$50,000 or more; and has a useful life or extends the useful life of a facility for five Mapping Application for CIP years or more. Projects Click here to launch In the Works to see locations of Capital Improvement The timeline for CIP comments and project nominations is as follows: Projects • Late December, 2011—All submitted projects(includes citizen suggestions and projects that are already in the current CIP)are evaluated and prioritized by staff and citizen committees from the Transportation Advisory Committee and the Parks and Recreation Advisory Board. • Mid February,2012—CIP is submitted to City Manager as part of the proposed budget. • First Council Meeting in June, 2012—City Council adoption of Capital Improvement Program. CONTACT US 'Select Language i' City of Tigard,13125 SW Hall Blvd,Tigard,OR 97223,503-639-4171 Mao and Directions I Location and Hours of Operation Powered by GinkrTranslate AFTER-HOURS CONTACT Public Works/Water:503-639-1554 I Police Non-Emergency:503-629-0111 Questions,comments,suggestions?Fill out the feedback form. http://www.tigard-or.gov/city hall/departments/finance/cip program.asp 11/14/2011 FY 2012-17 Capital Improvement Program Street Projects To Be Ranked Funded (Y/N) Project Name Funding Comments Total Project Cost Remarks N Walnut Street Complete Street,116th to Tiedeman Project delayed outside of 5 year forecast due to loss of $ 2,600,000 Local funding required federal funding. 121st Avenue(Walnut to Gaarde)Complete Street, $ 2,500,000 Street has no shoulder or sidewalks N Lack of available funding Whistler to Tippitt St. N Hwy N Commercial Street(Lincoln to Main)Sidewalk Lack of available funding $ 400,000 New Citizen Request:Sidewalks(Hall Blvd.between Possible funding from grants $ 800,000 State road with good pedestrian Bonita&McDonald) connection New Citizen Request:Sidewalks(Park between 99W& $ 200,000 Busy neighborhood route Watkins) New Citizen Request:Sidewalks(Watkins between Pacific $ 1,000,000 Neighborhood route Hwy west&Walnut) $ 1,000,000 Right-of-way may be required. New Citizen Request:Sidewalks(SW 92nd from SW Environmental and significant grading Durham to Cook Park) issues must be addressed. $ 1,800,000 Possible funding source are Urban Renewal or Gas Tax.FY 2013=$50K N Main St.Green St.Phase 2 Awarded MTIP grant funding with$200,000 local match (Design);FY 2014—$SOK(Design);FY 2015=$100K(Construction). N S)d Ave.Improvements(Hwy 217 to Dartmouth Lack of available funding $ 8,500,000 Project may qualify for State Bridge Replacement Funding $ 3,000,000 Project is part of the recongfiguration of N N.Dakota Street Bridge Replacement through ODOT with 20%city match in the future. Tiedeman/N.Dakota/Tigard St.project. Project may qualify for State Bridge Replacement Funding $ 3,000,000 Local match likely$600,000. N Tigard Street Bridge Replacement o through ODOT with 20%city match in the future. N 135th Avenue/Walnut Street Intersection Lack of available funding $ 400,000 Possible extra lane with signal or Improvement roundabout N Hall/McDonald Intersection Improvement Lack of available funding $ 400,000 N Scoffins/Hall/Hunziker Realignment Lack of available funding $ 6,000,000 New Citizen Request:Street Improvement(Warner St.) $ 500,000 Connection to Hall Blvd.which is a state road. N Ash St.crossing of the WES Rail Line Lack of available funding $ 12,000,000 N Tiedeman/N.Dakota/Tigard St.Realignment Lack of available funding $ 10,000,000 Upper Boones Ferry/Durham Rd Adaptive Signal $ 500,000 Will improve signal timing and efficiency N Coordination System in the UBF/Durham corridor from I-5 to Hall Blvd or west. New Citizen Request:Pedestrian/Bike Path(N.Walnut St. $ 200,000 &South of Howard St.) Total Streets $ 59,800,000 FY 2012-17 Capital Improvement Program Parks System Funded (YIN) Project Name Comments Total Project Cost Remarks Parks System N Fanno Creek Trail-Bridge Replacement(CWS Re- No available funding $ 315,070 meander) N Tigard Street Trail Possible Parks Bond project $ 1,000,000 9/29/11:Land hasn't been acquired N Senn Park No available funding $ 184,708 Eligible for parks bond funding N Bonneville Power Trail(Westside Trail) No available funding $ 146,500 Also called the Bonneville Power Admin Trail N Summer Creek Park-Planning Project not started $ 250,000 Projected start 11/2011 N Fanno Creek Trail(Bonita/74th to Cook Park) No available funding $ 810,000 Outside of 5-Year window N Tigard Triangle Area(P3) No available funding $ 288,300 N Jack Park Extension Partial funding(Planning Phase) $ 688,343 Bond eligible-in process N Fanno Creek Park-Gateway No available funding $ 850,000 N Cach Community Park(Approx.22 acres) Development to be completed w/Water Tower project $ 556,000 Project has not started.Is outside of 5 year window. N Pacific Hwy at Hall Blvd.Gateway No available funding $ 281,000 N Brown Property Trail No available funding $ 606,040 Partially funded project N Fanno Creek Trail-Woodard Park to Grant St. No available funding $ 616,000 New Citizen Request:Downtown Clocktower To be determined $ 150,000 Possible park bond,park sdc funding New Woodard Park:Parking at end of Katherine St. To be determined $ 100,000 New Citizen Request:Two Multi-Purpose Turf Sports To be determined $ 1,400,000 Fields at Community Parks Total $ 8,241,961 Revised 9/30/2011 City of Tigard Z IGARD Memorandum To: Planning Commission From: Susan Hartnett Re: Planning Commission Bylaws Update Consistent with Model Bylaws Date: November 14, 2011 Last year City Council directed city boards and commission to revise their bylaws to be consistent with the Model Bylaws approved by council. Staff has prepared the attached Draft Tigard Planning Commission Bylaws for commission review and comment at the November 21, 2011 meeting. A final draft, including the commission's comments will then be prepared for Council review and adoption early next year. Concurrent with these bylaw revisions, staff has also prepared the attached revisions to the Tigard Municipal Code (TMC) Chapter 2.08, Planning Commission. The proposed TMC revisions streamline the code and avoid redundancy with the revised bylaws. The draft bylaws integrate required portions of the Model Bylaws (attached) and portions of the existing TMC (attached) into the existing Planning Commission Bylaws (attached). The following legend was used to track changes to these three documents and includes added and deleted text: Green text is from the current Planning Commission bylaws Bold black text is from TMC 2.08, Planning Commission Plain black text is from the Model Bylaws. Model Bylaw sections that may not be revised are shown with gray highlight. Underline for added text;strikeout for deleted text may be in green,bold black or plain black text. The revisions primarily reflect 1) changes of form and terminology consistent with the model bylaws, 2) additional provisions on electronic communications from the Model Bylaws and conflict of interest from the TMC, and 3) elimination of redundant provision with consolidation from the TMC. In addition, the recently adopted AP punctuation guidelines have been applied to the TMC amendments and will be applied to the bylaws before they are presented to City Council. Comment "balloons" provide some additional information. However, a few substantive changes have been made, which include: 1) charges and duties of the Planning Commission are no longer itemized in the bylaws but instead reference the language in the TMC, 2) composition of the Planning Commission now includes a minimum of two members having expertise related to design to facilitate the Downtown Design and Review Board function of the PC, and 3) any changes to the Planning Commission bylaws are now subject to council resolution. Green text is from the current Planning Commission bylaws Bold black text is from TMC 2.08,Planning Commission Plain black text is from the Model Bylaws. Model Bylaw sections that may not be revised are shown with gray highlight. Underline for added text;ctrikcout for deleted text may be in green,bold black or plain black text. CITY OF TIGARD DRAFT TIGARD PLANNING COMMISSION BYLAWS Explanation and Interpretation A nine member City Planning Commission has been establish,d-in Chapter 2.08 of the Municipal Code. This chapter was enacted by the City Council pursuant to the authority of the home rule Charter of the City of Tigard. The Council has also adopted other ordinances,resolutions,and policy Commission is empowered to adopt and amend rules and regulations,to govern the conduct of its the Council. It is the intention of the Commission to set forth-i-n these b\laws not only rules and regulations governing its organization and procedures,but.d. document the essential information relating io the Commissions organization and procedures for the benefit of the Commission,applicants,and the general public. SECTION I.CHARGE AND DUTIES` A. The Tigard Planning Commission, hereafter referred to as the "Commission" shall have no powers except as conferred by resolution,City Charter,Tigard Municipal Code (TMC 2.08),or the Oregon Revised Statutes. B.It shall be a function of the Commission to act as an advisory body to the City Council. C. The Commission and its members shall conduct itself in a manner that's in keeping with applicable federal,state,and local laws pertaining to conduct and ethics and the City of Tigard Code of Conduct.Any violation of the provisions of such laws shall be grounds for removal from office. D. The purpose, ::' - .- : .:- powers and duties of the Commission shall be as delineated in TMC Chapter 2.08.100,and may also include- 1. Tigard Comprehensive Plan. The Commission shall carry out other duties assigned to it by the Council relating to development,updating,and general maintenance of the Plan. 2. Capital Improvement Program. The Commission will assist the Council in the formulation of a recommendations to the Council relating to the integration and conformance of the Program with the Tigard Arca Comprehensive Plan. DRAFT Tigard Planning Commission Bylaws,Revision November 10,2011 1 3.Application of Development Regulations. Except for those matters which may be delegated to the Planning Director, the Commission shall review and take action on quasi judicial and legislative matters,and other proposals which result from the application of development regulations contained within the Development Code on specific pieces of property and uses of land, buildings, etc. The Development Code shall be followed in holding hearings and taking required action. 1. Coordination and Cooperation. The Commission shall endeavor to advance cooperative and harmonious relationships with the City Council, Citizen Involvement Teams (CITs), other Planning Commissions,public and semi public agencies and officials,and civic and private organizations,with a view to coordinating and integrating public and private planning and developmental and policy conflicts. The Commission may, and is encouraged to, eschangresearch, information, ideas and experiences, participate in joint meetings, develop programs and undertake such other formal and informal actions to facilitate cooperation and coordinati( and propose in general such measures as mai be advisable for promotion of the public interest, --: - : : - a-- a-.-- - - fare of the City of'1'ig:ml and its environs related to its particular arca of responsibility. 6. Rules of Procedure. The Commission shall adopt and periodically review and amend rules of procedure. Rules of procedure shat govern the conduct of hearings and participation of Commission members on all matters coming before the Commission. 'These rules shall be consistent with State law and City ordinances relating to the same matters. E. Advisory committee's to the Commission ma) be appointed by the Commission, with the concurrence be mato •, members, for the consideration of special assignments. Advisory committees formed by the Commission and subcommittees formed by action f City Council shall not be authortzed to operate under separate bylaws and shall operate in accordance with the Tigard Municipal Cody, Planning Commission bylaws and any modifications the Council may make, h- _ •mmi sion__as the Committee for Citizen Involvement, will meet annually with City Counc aluate the effectiveness of the citizen engagement process. (Resolution No.10-62) SSECTION II.COMPOSITION A. The Commission slip, e dst of nine members appointed by the City Council with the following representation an. -strictions: 1. Not more than two members may be nonresidents of the city, Council to serve a term of four years. - . .- . ::. - : . . . - .. , ' : --. -- / Comment[sghl]:ORS 227.030.1227.030 2.Not more than two members may be City Officers,who shall serve as ex officio nonvoting Membership.(1)Not more than two members of a city planning commission may be city officers,who members! / shall serve as ex officio nonvoting members. DRAFT Tigard Planning Commission Bylaws,Revision November 10,2011 2 3—Not more than two voting members may engage principally in the buying, selling or developing of real estate for profit as individuals, or be members of any partnership, or officers or employees of any corporation, that engages principally in the buying, selling or developing of real estate for profit; 4. Not more than two voting members shall be engaged in the same kind of occupation, business,trade or profession. 5.Two members shall have an expertise related to the desitl, of sites, buildings, structures or landscapes. B. Membership may temporarily drop below require.: ms due to resignations and/or difficulty in recruiting qualified applications. SECTION III.APPOINTMENTS A. Council shall fill vacancies with individuals who meet the compositional requirements listed in Section II. B. Appointments of at-large members shall be made by the City Council, with recommendations from the Mayor. SECTION IV.TERM OF OFFICE A. Commission members serve for a term of four years beginning January 1st on the year of appointment. B. Any vacancy in the Board shall be filled by appointment by the Council and Mayor for the unexpired portion of the term. The unexpired portion of a term does not count towards the fulfillment of the maximum number of allowed terms. C.Members may be reappointed for up to two consecutive full terms. D. Members shall trive no c.,, ®`ensation for their services, but shall be reimbursed for duly authorized expens e uni De elo.ment Director shall determine and authorize reimbursable expenses. E.An individual Commission member may not act in an official capacity except through the action of the Commission. F. A member who seeks to resign from the Commission shall submit a written resignation to the president of the Commission, the staff liaison, or the city recorder's office. If possible, the resignation should allow for a thirty(30)day notice so the City Council can appoint a replacement. SECTION V.ORGANIZATION OF THE COMMISSION DRAFT Tigard Planning Commission Bylaws,Revision November 10,2011 3 A.Officers. The Officers of the Commission shall be a President and Vice-President. The City—Community Development Director or_designee shall be the Secretary of the Commission. In the event the Secretary is absent from any meeting,the Secretary may send a designee subs_n_Mte. B.Election. 1.The President and Vice-President shall be elected at the first meeting of each odd numbered year, and shall serve until their successors are elected and qualified. The term shall start with the first meeting in January,following election. .o88a. 2.If the office of the President or Vice-President becomes vacant,the Commission shall at its next meeting elect a successor from its membership who shill serve the unexpired term of the predecessor. • 3.Nominations shall be by oral motion. At the clos6. Commission shall vote by voice vote upon the names nominated for the office. If requested b• member,written ballots shall be used for voting purposes. C.President. dMi 1.Except as otherwise provided herein,the President shall have the duties and po _ s to: a. General directional powers over the Commission; b. Preside over all deliberations and meetings of the Commission; c. Vote on all questions before the Commission; d. Call special meetings of the Commission in accordance woh these bylaws; e. Sign all documents memorializing 'Commission action promptly after approval by the Commission. The power to sign reports and other documents of the Commission may be delegated,in writing, to the Secretary. £ Be an ex-officio member of all subcommittees g. Be the sole spokesperson for the Commission unless this responsibility is delegated to another member or the staff liaison. 2. All decisions of the President a'; presiding officer shall be subject to review by a majority of Commission members present upon motion duly made and seconded. Upon a majority vote of the members present,the Commission may overturn a decision of the President. D. Vice-President. During the absence, disability, or disqualification of the President, the Vice- President shall exercise or perform all the duties and be subject to all the responsibilities of the President. In the absence ref the President and Vice-President,the remaining members present shall elect an acting President. E.Secretary. 1.The Secretary shall: a. Maintain an accurate, permanent, and complete record of all proceedings conducted before the Commission including all applications, appeals, hearin.s, continuances,postponements, d.te of • - .._ •' .• '._• of matter ,s. • ser -. • • .- firmed . ,- Commission,its officers,and the Secretary, Comment[sgh2]:Expanded to consolidate b. Prepare the agenda and minutes for all Commission meetings; references to record keeping in other sections of the bylaws(e.g.sections f.and 2.below) c. Give all notices required by law; DRAFT Tigard Planning Commission Bylaws,Revision November 10,2011 4 d. Inform the Commission of correspondence relating to Commission business and conduct all correspondence of the Commission; - - ••• ) • m--1;1• •1 .I. .11"14 . m--•.•° .•. 4-.._1. • 8- • 14.. .•s •r -n• . •- i•n--; f. Compile all required records and maintain the necessary files,indexes,maps,and plans. 2. Thc Secretary shall maintain records indicating all application, appeals, hearings, continuances, postponements, date of sending notice, final disposition of matters, and other steps or acts performed by the Commission,its officers,and the Secretary. e?,, 42.The Secretary shall perform such other duties for the Commission as are customary in that role to support the duties of the Commission. or as may, from time to time, be required by the Commission. F.Staff liaisons are the primary contacts for City of Tigard boards and the primary interface between these bodies and the City Council, City Manager, and departments. Besides serving as a technical resource, staff liaisons are responsible for meeting logistics, member recruitment and recognition, rccordkccping,and monitoring board effectiveness. Thc Planning Commission, at its first mccting in each odd numbered calendar year, shall elect a president and a vice president, who shall hold office at the pleasure of the The vice president shall preside in the absence of the president. SECTION VI.MEETINGS.„4. A. Regular yleetings. Regular meetings of the Comnii.sion shall be held in the Council Chambers, City Hall,,13125 SWHall Blvd., 111igard, Oregon, or at such other places as may be determined by the Coroiission, at 7:00 p.m., or other time as determined by the Commission. Meeting dates are normally chosen for timely action on applicationss:ubmitted for the Commission's consideration and are held at least once a month or as necessary. At regular meetings, the Commission shall consider all matters properly brought before it without the necessity of prior notice thereof given to any members. B. Special Meetings. President of the Commission upon his or her own motion may call a special meeting, and tli1:111,111.4,:.;..,t1N1shall call a special meeting er upon the request of a majority of the members of the Com • • shall,call a special meeting of the Commission.The call shall state the purpose of the meeting. Inless otherwise specified in the call,all special meetings shall be held at the regular meeting place and time of the Commission. Notice of special meetings shall be given personally or by mail to all mcmbcrs of the Commission in writing and communicated to all members by the Secretary not less than at least forty-eight(48) hours in advance thereof before the meeting. In case of an emergency,a special meeting may be held upon such notice as is appropriate in the circumstances;provided,however,that reasonable effort is made to notify all mcmbcrs of the Commission. C. Open Meetings. All meetings of the Commission shall be open to the public, except that the Commission may hold executive sessions, from which the public may be excluded,in such manner DRAFT Tigard Planning Commission Bylaws,Revision November 10,2011 5 and for such purposes as may be authorized by law. Representatives of the news media shall be allowed to attend executive sessions under such conditions governing the disclosure of information as provided by law. D.Notice of Meetings. 1. In addition to notice required to be given to Commission members and the Secretary, public notice of all Commission meetings shall be given in a manner reasonably calculated to give actual notice to interested persons and consistent with all a licahle res uir-ments of the Tirrd Development Code. The notice shall consist of the time and pla - of the meeting and an agenda or summary of the subject matter to be considered. 2.Notice shall be posted on a bulletin board in the City l la 1 .s,,,�.'sseminated to the City Recorder, local news media representatives,and other persons and organizations as provided by law.Agendas and minutes shall be posted for public notice on the City of Tigard web page and in the lobby of City Hall in compliance with Oregon Public Meetings Law.All meetings shall be open to the public. J1t the discretion of the Secretary,notice may also be provided to persons-. .ndorganizations known to have a special interest in matters to be considered b. the Co fission. 3. Notice shall be given not less than"l,; r-eight(48) hours in advance of a mee and consistent ,ith all a..li aide e• irem nts of th- ice,_e e elo.mes o . ; provided, h However, that in case of an emergency, a meeting may be held upon such public notice as is appropriate in the circumstances. �� t•, 4. Failure to provide "notice` as specified in this section.; shall not invalidate any decision or proceeding of the Commission. E.Agenda:Order of Business. 1.The order of business at all meetings shall be determined by the agenda which shall be composed generally of the followi r,toms: a) Call to order; b) Roll call; c) Communications; ' d) Minutes of previous meetings; e) Old business-continuances; New business; g) Other business; .g h) Adjournment. 2.Any item may be taken out of order by direction of the President. 3. Actions of the Commission are not limited to the prepared agenda except for those subject to notice requirements for land use decisions. 4. Public hearings will be stopped at 11:00 P.M. unless there is a motion from the commission to extend the time of the hearing in progress. In the absence of that motion,the issue will be taken up at the following meeting. DRAFT Tigard Planning Commission Bylaws,Revision November 10,2011 6 5. The Commission shall not consider a new item after 11:00 p.m. unless there is a motion by the Commission to extend the time for the agenda item. F.Voting. 1. The concurrence of a majority of the members of the Commission present at an open meeting shall be necessary to determine any question before the Commission.A tie vote causes the motion to fail. Alternates are not allowed to vote under any circumstances, except as provided in Tigard Municipal Code 2.08.105. .o88a. 2.When a matter is called for a vote,the President shall,before a vote is taken,restate the motion and shall announce the decision of the Commission after such vote. 3. Voting shall be by voice vote. All votes, whether positive, negative, or abstentions, shall be recorded in the minutes. & _, •4.Voting"in absentia"or by proxy is not permitted. 5. A motion to reconsider can be made only at the same meeting thc vote to be reconsidered was taken. Suspension of this rule is no; ittcd. Further,a morlon to reconsider ima} only be made by a member who voted on thc prevailing aide of the The president shall vote on all matters Comment[sgh3]:Deleted per cA. before the Board unless having declared a conflict of interest. G.Continuances,Remands. 1. Any item before the Commission may °conttntigd'-fea subse went meeting. A motion to continue an item shall specify the date or event upon which contitixation is to be based. If a matter which originally required public notice is continued without setting time and place certain,the public notification must be repeated 'then time and place are made certain. A list of continued items, showing thedate at which an item was continued, or the event upon which continuance is based, shall be.recorded and kept by the Secretary and made available to the public. 2.Unless otherwise providedfby the Cot boil upon remand of alegislative matter,any item remanded by the Council for reconsideration by the Commission shall be treated as a new item and proceedings shall be provided for as if the matter were initially before the Commission and noticed consistent with all applicable requirements of the Tigard Development Code. 3.A member absent during the presentation of any evidence in a hearing may not participate in the deliberations or final determination regarding the matter of the hearing, unless he or she has reviewed the evidence received and the meeting minutes. H.Rules of Procedure. All rules of order not herein provided for shall be determined in accordance with the latest edition of"Robert's Rules of Order Newly Revised". However,the Commission has an obligation to be as clear and simple in its procedure as possible. I.Minutes. 1.The Secretary or a designee shall be present at each meeting and shall cause the proceedings to be stenographically or electronically recorded. A full transcript is not required, but written minutes DRAFT Tigard Planning Commission Bylaws,Revision November 10,2011 7 giving a true reflection of the matters discussed at a meeting and the view of the participants shall be prepared and maintained by the Secretary. Executive sessions are excluded from published minutes. 2. Minutes shall be available to the public, upon request, within a reasonable time after a meeting and shall include the following: a) Members present; b) Motions,proposals,measures proposed and their disposition; c) Results of all votes,including the vote of each member by name if not unanimous;and d) Substance of any discussion of any matter. e) If the minutes are not yet approved by the Commission,i requested, draft minutes, if available,may be provided. 3. The Secretary maychargc a reasonable fcc for copie cs and other materials relating to Commission matterComment[sgh4]:Deleted per CA. 34. Commissioners are expected to vote for approval of the minutes based on the accuracy of representation of events at the meeting. If there are no corrections, the President may declare the minutes approved as presented, without the need for a motion and vote. A vote in favor of adopting minutes does not signify agreement or disagreement with the Commission's actions memorialized in the minutes. 45. Any Commissioner not present at a meeting must ithqtalti from voting on approval of the minutes of that meeting. J. Commission members shall not send or receive electronic communications concerning any matter pending before the Commission during a Commission meeting. Electronic Communications means e-mail, text messages, or other forms of communications transmitted or received by technological means. K. Commission member shall not use electronic communication devices to review or access information regarding matters not in consideration before the Commission during a Commission meeting. Electronic Communications Devices means lap-top computers, blackberries, cell-phones, notebooks,or other similar devices capable of transmitting or receiving messages electronically. L. Any electronic communications regarding a quasi-judicial matter to be considered by the Commission is an ex-parte contact and shall be disclosed as required by law. SECTION VII. COMMISSION MEMBER RESPONSIBILITIES Members of the Commission shall: A. Regularly attend meeting and contribute constructively to discussions; B. Consider and discuss issues from a Citywide perspective,as well as that of particular stakeholder or interests; C. Strive to reach consensus on matters under consideration; DRAFT Tigard Planning Commission Bylaws,Revision November 10,2011 8 D. Act with respect and consideration for the viewpoint of others; E. Members shall not make representations on behalf of the City of Tigard or Board whether intentional or not,without authorization; F. Thoroughly review all materials provided in advance;and G. Contact staff liaison if clarification of applicable criteria or other matters is desired F.Planning Commission Member Conflict of Interest Activities 1. A member of the Planning Commission shall not participate in any Commission proceeding or action in which any of the following has a direct or substantial financial interest: (a) The member or the spouse,brother,sister,child,parent,father-in-law,mother-in-law of the member; (b) Any business in which the member is then serving or has served within the previous two years;or (c) Any business for which the member is negotiating or for which the member has an arrangement or understanding concerning prospective partnership or employment. 2. Any actual or potential interest shall be disclosed at the meeting of the Commission where the action is being taken.{Ord.92 35(Exh.A)(part),1992). G.Disclosure of Prehearing or Ex_parte Contact 1. A member of the Planning Commission shall disclose to the Commission, prior to any quasi-judicial hearing on a petition for a permit or with respect to any contested case, any prehearing or ex parte contacts with the applicant's officers, agents and employees, or any of the parties to a contested case concerning the permit sought or the question at issue. 2.A member of the Commission shall disqualify himself or be disqualified by the remaining members of the Commission present at a quasi-judicial hearing when it appears that the impartiality or objectivity of any member has been compromised by prehearing or ex parte contact. SECTION VIII.ATTENDANCE If a member of the Commission is unable to attend a meeting, he or she is expected to notify the Secretary as soon as possible. If any member is absent from 6 meetings within one year or three consecutive meetings without reasonable cause,the issue shall be placed on the upcoming agenda, and, upon majority vote of the Commission, the Commission may recommed that the position Otall be declared(vacant. The Commission shall forward their action to the Mayor and Council,who i Comment[sgh5]:This language is in Model shall fill the vacant position vote whether to accept the Board's recommendation. Bylaws but conflicts with Section X.A.Getting clarification from City Administration. SECTION IX.QUORUM DRAFT Tigard Planning Commission Bylaws,Revision November 10,2011 9 A. At any meeting of the Commission,a quorum shall be a majority of the current members of the Commission(excluding alternates). No action shall be taken in the absence of a quorum except 1.adjust the order of the agenda; 2.continue public hearings to a time and place certain;and 3.adjourn the meeting. that tThe meeting may continue with discussion er►of agenda items not requiring Commission action. For the purposes of forming a quorum,members who have disqualified or excused themselves from participation in any matter shall be counted as present. B. In the event a quorum will not be present at any meeting, the Secretary shall notify the Commission members in advance of that fact, and all items scheduled before the meeting shall be automatically continued to the next regularly scheduled meeting u__- s tim- is required. The Secretary shall post notice of the continuance on the door t the Council Chambers notifying the public of the continuance and specifying the date and rime when the matter will be before the Commission. SECTION X.REMOVAL OF MEMBERS A. The City Council may remove members of the Commission in accordance with Section VIII Attendance. B.The Council may also remove members,when,in its judgment the conduct of a member does not conform to the City of Tigard Code of Conduct for Boards,Commissions and Committees or based on other conduct unbecoming a representative of the City. C. The Commission may make a recommendation to Council for the removal of a member in accordance with Section VII Member Responsibilities. The Commission shall forward a recommendation for replacement to the Mayor and Council in a timely manner. SECTION XI.ANNUAL REPORT OF THE COMMISSION A. Not later than April 1", the Commission shall prepare and file its Annual Report to the City Council. B. The Annual Report shall include a summary of key activities and proceeding and any specific suggestions or recommendations which the Commission believes would be noteworthy to the Council. C.The Annual Report shall not be submitted unless approved by the Commission. SECTION XII.AMENDMENTS A. These bylaws are adopted by resolution of the Tigard City Council, are binding on the Commission,and may be amended by the City Council.The Commission may propose amendments for Council consideration. DRAFT Tigard Planning Commission Bylaws,Revision November 10,2011 10 B.Publication and Distribution. A copy of these approved bylaws and rules of procedures shall be: 1. Placed on record with the City Recorder and the Secretary of the Commission; 2. Available at each Commission meeting; 3. Distributed to each member of the Commission;and 1. Available to the public for the cost of duplication. C.Amendment and Suspension. 1. These bylaws, rules, and regulations may be amcndcd by approval of a majority of the members of the entire Commission at a regular or special meeting, provided notice of the proposed amendment is given at the preceding regular meeting, or at least five (5) daya written notice is delivered to, or mailed to the home address of each Commissioner. The notice shall identify the section or sections of this resolution proposed to be amended. 2. Notwithstanding subsection 1 above, any role of procedure not required by law may be suspended temporarily at any meeting by majority rote of those members present and voting,except the rule on reconsideration. <'lnrcndcd 1.y the Planning Commission of tin C ; of Tigard, Oregon mitt a—cliaortme in attendance at its • • • DRAFT Tigard Planning Commission Bylaws,Revision November 10,2011 11 TIGARD MUNICIPAL CODE Chapter 2.08 PLANNING COMMISSION more than two full consecutive terms on the AND HEARINGS OFFICER: Planning Commission, notwithstanding prior appointment to an unexpired term. Commission Sections: members shall receive no compensation but shall be reimbursed for duly authorized expenses. (Ord. 2.08.010 Purpose:Planning Commission 95 26; Ord. 92 35 §2 (Exh. A)(part), 1992). (Repealed by Ord. 10 17) 2.08.040 Vacancy. (Repealed by Ord. 10 17) 2.08.050 Voting Members. .! :.! . ! _ I I • . 2.08.040 Vacancy. .1 :.1 .. • .. .! :.! : ! Any vacancy in such a commission shall be s' ! filled by the appointing authority for the .! :.! 1 ! !• . . • I ' • • unexpired term of the predecessor in the office. Contact (Ord. 92 35 §2 (Exh. A)(part), 1992). 2.08.100 Powers And Duties Of Commission: -.! :.! ! _ 2.08.105 Downtown Design Review Board; No more than two voting members of the 2.08.110 Hearings Officer: Commission may engage principally in the 2.08.120 Hearing Procedures, buying, selling or developing of real estate for profit as individuals, or be members of any 2.08.010 PurposeXlanning Commission partnership, or officers or employees of any corporation, that engages principally in the The purpose of the Tigard Planning buying, selling or developing of real estate for Commission is to advises the City Council on profit. No more than two members shall be general land use and transportation planning engaged in the same kind of occupation,business, issues; long-range capital improvement programs; trade or profession. (Ord. 92 35 §2 (Exh. A)(part), and to act as a hearings body for applications of '9 permits, land use applications and land use appeals, or other matters as directed by the City 2.08.060 Election Of Officers. Council. The Planning Commission shall operate pursuant to bylaws approved by city Council, The Planning Commission, at its first which may only be amended by action of the City •• •••Council. (Ord. 92-35 §2 (Exh. A)(part), 1992). shall elect a president and a vice president, who shall hold office at the pleasure of the -.! :.! -! • . : • •• • • A • •• : Commission. The president and vice president shall be voting members of the Commission. The The City Planning Commission shall consist vice president shall preside in the absence of the of nine members, not more than two of whom president. (Ord. 92 35 §2 (Exh. A)(part), 1992). may be nonresidents of the City, to be appointed by the Council to serve a term of four years. No 2.08.070 Meetings Quorum Voting. person appointed after January 1, 1996 may serve 2-08-1 Code Update: 1/11 TIGARD MUNICIPAL CODE The Commission shall meet at least once in case concerning the permit sought or the question of the members of the Commission shall constitute a quorum. A majority vote of those (b) A member of the Commission shall members present at an open meeting of the :.. •• :.. ' Commission shall be necessary to legally act on remaining members of the Commission present at any matter before the Commission. (Ord. 92 35 a hearing when it appears that the impartiality or §2 (Exh. A)(part), 1992). objectivity of any member has been compromised by prehearing or ex parte contact. (Ord. 92 35 §2 .! :.! : ! • • • • •• ,, . . (Exh. A)(part), 1992). 2.08.100 Powers And Duties Of (a) A member of the Planning Commission Commission: shall not participate in any Commission proceeding or action in which any of the (a)A. Except as otherwise provided by following has a direct or substantial financial the City Council, and described in the interest: Commission's Bylaws, the Tigard Planning Commission may: (1) The member or the spouse,brother, sister, child, parent, father in law, mother in law (1) Make and alter rules and of the member; regulations for its government and procedure (2) Any business in which the member City Charter, this chapter and other ordinances of is then serving or has served within the previous the City; two years; or (21) Recommend and make suggestions (3) Any business for which the to the City Council and to other public authorities member is negotiating or for which the member concerning: has an arrangement or understanding concerning prospective partnership or employment. (A)a. The long range comprehensive land use plans for the Citycity, as .. .. well as any land use plans for specific areas disclosed at the meeting of the Commission where within the Gitycity, the action is being taken. (Ord. 92 35 (Exh. A)(part), 1992). (B)b. Plans for the C—icity- wide transportation system, including the laying 2.08.090 Disclosure Of Prehearing out, widening, extending and locating of public Contact thoroughfares; relieving traffic congestion conditions; bicycle and pedestrian facilities; (a) A member of the Planning Commission transit facilities and routes; design standards for shall disclose to the Commission, prior to any transportation facilities; and parking lot hearing on a petition for a permit or with respect regulations, to any contested case, any prch airing or cx parte contacts with the applicant's officers, agents and (C)c. Any proposals to adopt employees, or any of the parties to a contested or amend planning documents for the C—itycity- 2-08-2 Code Update: 1/11 TIGARD MUNICIPAL CODE wide transportation system, including the (b-)B. The City Council shall assign to the transportation map of the comprehensive plan and Planning Commission such facilities and services the transportation capital facilities program, as necessary to enable the Commission commission to hold its meetings, transact its (D)d. Establishment of districts business and keep its records. (Ord. 92-35 §2 for limiting the use, height, area, design, bulk and (Exh. A)(part), 1992). other characteristics of buildings and structures related to land development, including the 2.08.105 Downtown Design Review creation of and amendments to the Tigard Board. development code and the zoning map, Ea-)A. The Council council may appoint (-)e. Betterment of housing or designate a subcommittee of the Planning and sanitation conditions, Commission as the Downtown Design Review Board. The Downtown Design Review Board (F)f.Protection and assurance of shall have the power to conduct Type III-C solar access; hearings on applications for permits as specified in the Tigard Development CodeTitle 18 of this (32) Recommend to the Council council code. and other public authorities plans for regulating the future growth, development and design of the ( )B. The subcommittee shall consist of a City—city in respect to its public and private minimum of three members or alternate members buildings and works, streets, parks, grounds and of the Planning Commission. vacant lots; and plans to secure to the city and its inhabitants sanitation, proper service of (3C. Notwithstanding the provisions of public utilities and telecommunications utilities, Section 2.08.070, aA majority of the designated and shipping and transportation facilities; and subcommittee shall constitute a quorum. A appropriate measures for energy conservation; majority vote of those members present at an open meeting of the Bboard shall be necessary to (43) Recommend to the Council council legally act on any matter before the Bboard. (Ord. and other public authorities plans for promotion, 10-12 § 1,2010). development and regulation of industrial and economic activities in the community; 2.08.110 Hearings Officer. (54) Do and perform all other acts and The Council council may appoint or things necessary or proper to carry out the designate one or more qualified persons as provisions of ORS 227.010 to 227.120170, and Planning and Zoning Hearings Officer(s), to serve 227. 175 to 227.180; at the pleasure of the City Council. The Hearings hearings Officerofficer(s) shall have the power to (b5) Study and propose such measures conduct hearings on applications for permits. as are advisable for promotion of the public (Ord. 92-35 §2 (Exh. A)(part), 1992). interest, health, morals, safety, comfort, convenience and welfare of the C- tycity, including 2.08.120 Hearing Procedures. the area that is expected to eventually become a part of the City-city through annexation. (OA. Procedures for the conduct of quasi-judicial hearings as prescribed by Section 2-08-3 Code Update: 1/11 TIGARD MUNICIPAL CODE 18.32.160Title 18 of this code shall apply with respect to the conduct of hearings by the Planning Commission, Downtown Design Review Board, and Hearings hearings Officerofficer. (b)B. Procedures for the conduct of legislative hearings as prescribed by Section 18.30.100Title 18 of this code shall apply with respect to the conduct of legislative hearings by the Planning Commission. (Ord. 92-35 §2 (Exh. A)(part), 1992). ■ 2-08-4 Code Update: 1/11 IIImu City ofTigard Board, Commission, Committee Name Here TIGARD MODEL BYLAWS • The model bylaws were developed using the City Center Advisory Committee and Tigard Tree Board Bylaws. • The model bylaws serve as a guide for boards. • Section headings should remain the same for all boards. • Boards have discretion to revise the model bylaws with the exception of areas highlighted in gray. SECTION I. CHARGE AND DUTIES A. The (insert board name) hereafter referred to as the "Board" shall have no powers except as conferred by resolution, City Charter,Tigard Municipal Code, or the Oregon Revised Statutes. B. It shall be the function of the (insert board name)to act as an advisory body to the City Council. C. The Board and its members shall conduct itself in a manner that's in keeping with applicable federal, state, and local laws pertaining to conduct and ethics and the City of Tigard Code of Conduct. Any violation of the provisions of such laws shall be grounds for removal from office. D. The (insert board name)is charged with advising the City Council on matters pertaining to: • List mission and duties of board. • Describe board's role in public involvement E. The Board may form subcommittees to investigate areas relevant to its charge or duties pursuant to this section. • List provisions for forming subcommittee. SECTION II. COMPOSITION A. The Board shall consist of (insert # of members) appointed by the City Council with the following representation: • State whether members must be a resident,have a certain expertise,live in a certain area, etc. B. Membership may temporarily drop below required minimums due to resignations and/or difficulty in recruiting qualified applications. SECTION III.APPOINTMENTS A. Council shall fill vacancies with individuals who meet the compositional requirements listed in Section II. B. Appointments of at-large members shall be made the City Council,with recommendations from the Mayor. City of Tigard I 13125 SW Hall Blvd.,Tigard, OR 97223 I www.tigard-or.gov I page 1 SECTION IV.TERM OF OFFICE A. Board members serve for a term of (insert term length) beginning (insert beginning date) on the year of appointment. B. Any vacancy in the Board shall be filled by appointment by the Council and Mayor for the unexpired portion of the term. The unexpired portion of a term does not count towards the fulfillment of the maximum number of allowed terms. C. Members may be reappointed for up to (insert#of consecutive terms)consecutive terms. D. Members shall receive no compensation for their services. • (State whether reimbursements are given for trips,conferences,etc.) E. An individual board member may not act in an official capacity except through the action of the board. F. A member who seeks to resign from the Board shall submit a written resignation to the chair of the Board, the staff liaison, or the city recorder's office. If possible, the resignation should allow for a thirty (30) day notice so the City Council can appoint a replacement. SECTION V. ORGANIZATION OF THE BOARD A. At its first meeting of the year, and thereafter annually, the Board shall elect a Chair from its members who shall hold office at the pleasure of the Board. o Chair. The chair shall have general directional powers over the Board. The chair shall preside at all meetings and,in consultation with support staff, set the agendas and notify the board of all meeting times and place. The chair shall also be an ex-officio member of all subcommittees and shall be the sole spokesperson for the Board unless this responsibility is delegated to support staff. • (Insert other applicable officers such as vice-chair, secretary,etc.) B. If the Chair should resign, the Board shall, at its next meeting, conduct an election and provide a replacement to fill the unexpired term. C. Staff liaisons are the primary contacts for City of Tigard boards and the primary interface between these bodies and the City Council, City Manager, and departments. Besides serving as a technical resource, staff liaisons are responsible for meeting logistics, member recruitment and recognition, recordkeeping, and monitoring board effectiveness. SECTION VI.MEETINGS A. The regular meeting of the Board shall be held on the (insert meeting day/how often) of each month at (insert time), at (insert location) unless otherwise determined by the Board. If the regular meeting day is a holiday, the meeting will be held on (insert alternative date). B. The Board shall meet (insert frequency of meetings during a calendar year) at a time and place that is specified at least five (5) days in advance. City of Tigard I 13125 SW Hall Blvd.,Tigard, OR 97223 I www.tigard-or.gov I page 2 C. The parliamentary authority for the Board is Robert's Rules of Order Revised, except where superseded by these bylaws or local, state, or federal law. D. The Chair may call a special meeting, and the Chair shall call a special meeting if requested by three or more members. The call shall state the purpose of the meeting. Notice of a special meeting must be in writing and communicated to all members at least (insert#of days)before the meeting. E. Agendas and minutes shall be posted for public notice on the City of Tigard web page and in the lobby of City Hall in compliance with Oregon Public Meetings Law.All meetings shall be open to the public. • (If applicable,include policy on Exec Session) F. A majority of votes of Board members present shall determine the official position of the Board on a given issue. Alternates are not allowed to vote under any circumstances. G. The Chair shall vote on all matters before the Board unless having declared a conflict of interest. H. Board members shall not send or receive electronic communications concerning any matter pending before the Board during a Board meeting. • Electronic Communications means e-mail, text messages, or other forms of communications transmitted or received by technological means. • Electronic Communications Devices means lap-top computers, blackberries, cell-phones, notebooks, or other similar devices capable of transmitting or receiving messages electronically. I. Board member shall not use electronic communication devices to review or access information regarding matters not in consideration before the Board during a Board meeting. J. Any electronic communications regarding a quasi-judicial matter to be considered by the Board is an ex-parte contact and shall be disclosed as required by law. (Note: Only applies to Planning Commission Bylaws.) SECTION VII.BOARD MEMBER RESPONSIBILITIES Members of the Board: (insert specific responsibilities, examples listed below) • Regularly attend meeting and contribute constructively to discussions, • Consider and discuss issues from a Citywide perspective,as well as that of particular stakeholder or interests, • Strive to reach consensus on matters under consideration • Act with respect and consideration for the viewpoint of others • Shall not make representations on behalf of the City of Tigard or Board whether intentional or not,without authorization. SECTION VIII.ATTENDANCE If a member is unable to attend a meeting, he or she is expected to notify the Chair. If a member has (insert # of allowable unexcused absences) regularly scheduled meetings within one year, the issue shall be placed on the upcoming agenda, and upon majority vote of the Board members present, that position shall be declared vacant. The Board shall forward its action to the Mayor and Council,who shall fill the vacant position. SECTION IX. QUORUM City of Tigard I 13125 SW Hall Blvd.,Tigard, OR 97223 I www.tigard-or.gov I page 3 At any meeting of the Board, a quorum shall be a majority of the current members (excludes alternates)of the Board. No action shall be taken in the absence of a quorum except that the meeting may continue with discussion on agenda items. For the purposes of forming a quorum, members who have disqualified or excused themselves from participation in any matter shall be counted as present. In the event a quorum will not be present at any meeting, the Chair or Vice Chair shall notify the Board members in advance so that a decision may be made whether to meet and take no action on agenda items or to reschedule to a different time. SECTION X. REMOVAL OF MEMBERS A. The City Council may remove members of the Board in accordance with Section VIII Attendance. B. The Council may also remove members, when, in its judgment the conduct of a member does not conform to the City of Tigard Code of Conduct for Boards, Commissions and Committees or based on other conduct unbecoming a representative of the City. C. The Board may make a recommendation to Council for the removal of a member in accordance with Section VII Member Responsibilities. The Board shall forward a recommendation for replacement to the Mayor and Council in a timely manner. SECTION XI.ANNUAL REPORT OF THE BOARD A. Not later than (insert deadline for submitting annual report), the Board shall prepare and file its Annual Report to the City Council. B. The Annual Report shall include a summary of key activities and proceeding and any specific suggestions or recommendations which the Board believes would be noteworthy to the Council. C. The Annual Report shall not be submitted unless approved by the Board. SECTION XII.AMENDMENTS These bylaws are adopted by resolution of the Tigard City Council, are binding on the Board, and may be amended by the City Council. Boards may propose amendments for Council consideration. City of Tigard I 13125 SW Hall Blvd.,Tigard, OR 97223 I www.tigard-or.gov I page 4 TIGARD MUNICIPAL CODE Chapter 2.08 PLANNING COMMISSION. be reimbursed for duly authorized expenses. (Ord. 95-26; Ord. 92-35 §2 (Exh. A)(part), 1992). Sections: 2.08.030 Commission Removal. 2.08.010 Purpose. 2.08.020 Appointment--Membership. (Repealed by Ord. 10-17) 2.08.030 Commission Removal. (Repealed by Ord. 10-17) 2.08.040 Vacancy. 2.08.040 Vacancy. 2.08.050 Voting Members. Any vacancy in such a commission shall be 2.08.060 Election Of Officers. filled by the appointing authority for the 2.08.070 Meetings--Quorum--Voting. unexpired term of the predecessor in the office. 2.08.080 Planning Commission Member (Ord. 92-35 §2 (Exh. A)(part), 1992). Conflict Of Interest Activities. 2.08.090 Disclosure Of Prehearing 2.08.050 Voting Members. Contact. 2.08.100 Powers And Duties Of No more than two voting members of the Commission. Commission may engage principally in the 2.08.105 Downtown Design Review buying, selling or developing of real estate for Board. profit as individuals, or be members of any 2.08.110 Hearings Officer. partnership, or officers or employees of any 2.08.120 Hearing Procedures. corporation, that engages principally in the buying, selling or developing of real estate for 2.08.010 Purpose. profit. No more than two members shall be engaged in the same kind of occupation, business, The purpose of the Tigard Planning trade or profession. (Ord. 92-35 §2 (Exh. A)(part), Commission is to advise the City Council on 1992). general land use and transportation planning issues; long-range capital improvement programs; 2.08.060 Election Of Officers. and to act as a hearings body for applications of permits, land use applications and land use The Planning Commission, at its first appeals, or other matters as directed by the City meeting in each odd-numbered calendar year, Council. (Ord. 92-35 §2(Exh. A)(part), 1992). shall elect a president and a vice president, who shall hold office at the pleasure of the 2.08.020 Appointment--Membership. Commission. The president and vice president shall be voting members of the Commission. The The City Planning Commission shall consist vice president shall preside in the absence of the of nine members, not more than two of whom president. (Ord. 92-35 §2 (Exh. A)(part), 1992). may be nonresidents of the City, to be appointed by the Council to serve a term of four years. No 2.08.070 Meetings--Quorum--Voting. person appointed after January 1, 1996 may serve more than two full consecutive terms on the The Commission shall meet at least once in Planning Commission, notwithstanding prior each calendar month or as necessary. A majority appointment to an unexpired term. Commission of the members of the Commission shall members shall receive no compensation but shall constitute a quorum. A majority vote of those 2-08-1 Code Update: 1/11 TIGARD MUNICIPAL CODE members present at an open meeting of the disqualify himself or be disqualified by the Commission shall be necessary to legally act on remaining members of the Commission present at any matter before the Commission. (Ord. 92-35 a hearing when it appears that the impartiality or §2 (Exh. A)(part), 1992). objectivity of any member has been compromised by prehearing or ex parte contact. (Ord. 92-35 §2 2.08.080 Planning Commission Member (Exh. A)(part), 1992). Conflict Of Interest Activities. 2.08.100 Powers And Duties Of (a) A member of the Planning Commission Commission. shall not participate in any Commission proceeding or action in which any of the (a) Except as otherwise provided by the following has a direct or substantial financial City Council, a City Planning Commission may: interest: (1) Make and alter rules and (1) The member or the spouse,brother, regulations for its government and procedure sister, child, parent, father-in-law, mother-in-law consistent with the laws of the state of Oregon,the of the member; City Charter, this chapter and other ordinances of the City; (2) Any business in which the member is then serving or has served within the previous (2) Recommend and make suggestions two years; or to the City Council and to other public authorities concerning: (3) Any business for which the member is negotiating or for which the member (A) The long range comprehensive has an arrangement or understanding concerning land use plans for the City, as well as any land use prospective partnership or employment. plans for specific areas within the City, (b) Any actual or potential interest shall be (B) Plans for the City-wide disclosed at the meeting of the Commission where transportation system, including the laying out, the action is being taken. (Ord. 92-35 (Exh. widening, extending and locating of public A)(part), 1992). thoroughfares; relieving traffic congestion conditions; bicycle and pedestrian facilities; 2.08.090 Disclosure Of Prehearing transit facilities and routes; design standards for Contact. transportation facilities; and parking lot regulations, (a) A member of the Planning Commission shall disclose to the Commission, prior to any (C) Any proposals to adopt or hearing on a petition for a permit or with respect amend planning documents for the City-wide to any contested case, any prehearing or ex parte transportation system, including the transportation contacts with the applicant's officers, agents and map of the comprehensive plan and the employees, or any of the parties to a contested transportation capital facilities program, case concerning the permit sought or the question at issue. (D) Establishment of districts for limiting the use, height, area, design, bulk and (b) A member of the Commission shall other characteristics of buildings and structures 2-08-2 Code Update: 1/11 TIGARD MUNICIPAL CODE related to land development, including the 2.08.105 Downtown Design Review creation of and amendments to the Tigard Board. development code and the zoning map, (a) The Council may appoint or designate a (E) Betterment of housing and subcommittee of the Planning Commission as the sanitation conditions, Downtown Design Review Board. The Downtown Design Review Board shall have the power to (F) Protection and assurance of conduct Type III-C hearings on applications for solar access; permits as specified in the Tigard Development Code. (3) Recommend to the Council and other public authorities plans for regulating the (b) The subcommittee shall consist of a future growth, development and design of the City minimum of three members or alternate members in respect to its public and private buildings and of the Planning Commission. works, streets, parks, grounds and vacant lots; and plans to secure to the City and its inhabitants (c) Notwithstanding the provisions of sanitation, proper service of public utilities and Section 2.08.070, a majority of the designated telecommunications utilities, and shipping and subcommittee shall constitute a quorum. A transportation facilities; and appropriate measures majority vote of those members present at an open for energy conservation; meeting of the Board shall be necessary to legally act on any matter before the Board. (Ord. 10-12 § (4) Recommend to the Council and 1,2010). other public authorities plans for promotion, development and regulation of industrial and 2.08.110 Hearings Officer. economic activities in the community; The Council may appoint or designate one or (5) Do and perform all other acts and more qualified persons as Planning and Zoning things necessary or proper to carry out the Hearings Officer(s), to serve at the pleasure of the provisions of ORS 227.010 to 227.120, and City Council. The Hearings Officer(s) shall have 227.160 to 227.180; the power to conduct hearings on applications for permits. (Ord. 92-35 §2 (Exh.A)(part), 1992). (6) Study and propose such measures as are advisable for promotion of the public 2.08.120 Hearing Procedures. interest, health, morals, safety, comfort, convenience and welfare of the City, including the (a) Procedures for the conduct of quasi- area that is expected to eventually become a part judicial hearings as prescribed by Section of the City through annexation. 18.32.160 of this code shall apply with respect to the conduct of hearings by the Planning (b) The City Council shall assign to the Commission and Hearings Officer. Commission such facilities and services as (b) Procedures for the conduct of legislative necessary to enable the Commission to hold its hearings as prescribed by Section 18.30.100 of meetings, transact its business and keep its this code shall apply with respect to the conduct records. (Ord. 92-35 §2 (Exh. A)(part), 1992). of legislative hearings by the Planning Commission. (Ord. 92-35 §2 (Exh. A)(part), 1992). IN 2-08-3 Code Update: 1/11 A RESOLUTION ADOPTING REVISED BYLAWS AND RULES OF PROCEDURE FOR THE ORGANIZATION OF AND CONDUCT OF BUSINESS BY THE TIGARD PLANNING COMMISSION. BE IT RESOLVED BY THE PLANNING COMMISSION OF THE CITY OF TIGARD, OREGON: The following bylaws, rules, and regulations are hereby adopted by the Planning Commission for the transaction of its business: ARTICLE I General Section 1. Explanation and Interpretation A. A nine member City Planning Commission has been established Chapter 2.08 of the Municipal Code. This chapter was enacted by the City Council pursuant to the authority of the home rule Charter of the City of Tigard. The Council has also adopted other ordinances, resolutions, and policy statements relating to the organization,powers, duties, and procedures of the Commission. The Commission is empowered to adopt and amend rules and regulations, to govern the conduct of its business consistent with the Charter and ordinances of the City, and official policies promulgated by the Council. B. It is the intention of the Commission to set forth in this resolution not only rules and regulations governing its organization and procedures, but also certain other provisions relating thereto, now contained in various ordinances, resolutions, and other documents. The intent is to set forth in one document the essential information relating to the Commission's organization and procedures for the benefit of the Commission, applicants, and the general public. ARTICLE II Responsibilities of Commission Section 1. Responsibilities. The purpose, objectives, and responsibilities of the City Planning Commission shall be as delineated in TMC Chapter 2.08.100, Powers and Duties of the Commission and include: A. Tigard Comprehensive Plan. The Commission shall carry out duties assigned to it by the Council relating to development, updating, and general maintenance of the Plan. B. Capital Improvement Program. The Commission will assist the Council in the formulation of a Capital Improvement Program and, after adoption of said Program, may submit periodic reports and recommendations to the Council relating to the integration and conformance of the Program with the Tigard Area Comprehensive Plan. C. Application of Development Regulations. Except for those matters which may be delegated to the Planning Director,the Commission shall review and take action on quasi judicial and legislative matters, and other proposals which result from the application of development regulations contained within the Development Code on specific pieces of property and uses of land, buildings, etc. The Development Code shall be followed in holding hearings and taking required action. D. Coordination and Cooperation. The Commission shall endeavor to advance cooperative and harmonious relationships with the City Council, Citizen Involvement Teams (CITs), other Planning Commissions, public and semi-public agencies and officials, and civic and private organizations,with a view to coordinating and integrating public and private planning and developmental and policy conflicts. The Commission may, and is encouraged to, exchange research, information, ideas and experiences, participate in joint meetings, develop programs and undertake such other formal and informal actions to facilitate cooperation and coordination. E. General Welfare. Upon its own initiative or direction of the Council, the Commission shall study and propose in general such measures as may be advisable for promotion of the public interest, health, morals, safety, comfort, convenience, and welfare of the City of Tigard and its environs related to its particular area of responsibility. F. Rules of Procedure. The Commission shall adopt and periodically review and amend rules of procedure. Rules of procedure shall govern the conduct of hearings and participation of Commission members on all matters coming before the Commission. These rules shall be consistent with State law and City ordinances relating to the same matters. ARTICLE III Officers Section 1. Officers. The Officers of the Commission shall be a President and Vice-President. The City Community Development Director shall be the Secretary of the Commission. In the event the Secretary is absent from any meeting, the Secretary may send a designee. Section 2. Election. A. The President and Vice-President shall be elected at the first meeting of each odd numbered year, and shall serve until their successors are elected and qualified. The term shall start with the first meeting in January, following election. B. If the office of the President or Vice-President becomes vacant, the Commission shall elect a successor from its membership who shall serve the unexpired term of the predecessor. C. Nominations shall be by oral motion. At the close of nominations,the Commission shall vote by voice vote upon the names nominated for the office. If requested by any member, written ballots shall be used for voting purposes. Section 3. President. A. Except as otherwise provided herein, the President shall have the duties and powers to: 1. Preside over all deliberations and meetings of the Commission; 2. Vote on all questions before the Commission; 3. Call special meetings of the Commission in accordance with these bylaws; 4. Sign all documents memorializing Commission action promptly after approval by the Commission. The power to sign reports and other documents of the Commission may be delegated, in writing, to the Secretary. B. All decisions of the President as presiding officer shall be subject to review by a majority of Commission members present upon motion duly made and seconded. Upon a majority vote of the members present, the Commission may overturn a decision of the President. Section 4. Vice-President. During the absence, disability, or disqualification of the President, the Vice-President shall exercise or perform all the duties and be subject to all the responsibilities of the President. In the absence of the President and Vice-President, the remaining members present shall elect an acting President. Section 5. Secretary. A. The Secretary shall: 1. Maintain an accurate, permanent, and complete record of all proceedings conducted before the Commission; 2. Prepare the agenda and minutes for all Commission meetings; 3. Give all notices required by law; 4. Inform the Commission of correspondence relating to Commission business and conduct all correspondence of the Commission; 5. Attend all meetings and hearings of the Commission or send a designee; 6. Compile all required records and maintain the necessary files, indexes, maps, and plans. B. The Secretary shall maintain records indicating all applications, appeals, hearings, continuances, postponements, date of sending notice, final disposition of matters, and other steps taken or acts performed by the Commission, its officers, and the Secretary. C. The Secretary shall perform such other duties for the commission as are customary in that role or as may, from time to time, be required by the Commission. ARTICLE IV Meetings Section 1. Regular Meetings. Regular meetings of the Commission shall be held in the Council Chambers, City Hall, 13125 SW Hall Blvd., Tigard, Oregon, or at such other places as may be determined by the Commission, at 7:00 p.m., or other time as determined by the Commission. Meeting dates are normally chosen for timely action on applications submitted for the Commission's consideration and are held at least once a month or as necessary. At regular meetings, the Commission shall consider all matters properly brought before it without the necessity of prior notice thereof given to any members. Section 2. Special Meetings. The President of the Commission upon his or her own motion may, or upon the request of a majority of the members of the Commission shall, call a special meeting of the Commission. Unless otherwise specified in the call, all special meetings shall be held at the regular meeting place and time of the Commission. Notice of special meetings shall be given personally or by mail to all members of the Commission and the Secretary not less than forty-eight(48) hours in advance thereof. In case of an emergency, a special meeting may be held upon such notice as is appropriate in the circumstances; provided, however, that reasonable effort is made to notify all members of the Commission. Section 3. Open Meetings. All meetings of the Commission shall be open to the public, except that the Commission may hold executive sessions, from which the public may be excluded, in such manner and for such purposes as may be authorized by law. Representatives of the news media shall be allowed to attend executive sessions under such conditions governing the disclosure of information as provided by law. Section 4. Notice of Meetings. A. In addition to notice required to be given to Commission members and the Secretary, public notice of all Commission meetings shall be given in a manner reasonably calculated to give actual notice to interested persons. The notice shall consist of the time and place of the meeting and an agenda or summary of the subject matter to be considered. B. Notice shall be posted on a bulletin board in the City Hall and disseminated to the City Recorder, local news media representatives, and other persons and organizations as provided by law. At the discretion of the Secretary, notice may also be provided to persons and organizations known to have a special interest in matters to be considered by the Commission. C. Notice shall be given not less than forty-eight (48) hours in advance of a meeting; provided, however, that in case of an emergency, a meeting may be held upon such public notice as is appropriate in the circumstances. D. Failure to provide notice as specified in this section, shall not invalidate any decision or proceeding of the Commission. Section 6. Agenda: Order of Business. A. The order of business at all meetings shall be determined by the agenda which shall be composed generally of the following items: 1) Call to order; 2) Roll call; 3) Communications; 4) Minutes of previous meetings; 5) Old business - continuances; 6 New business; 7 Other business; 8 Adjournment. B. Any item may be taken out of order by direction of the President. C. Actions of the Commission are not limited to the prepared agenda. D. Public hearings will be stopped at 11:00 P.M. unless there is a motion from the commission to extend the time of the hearing in progress. In the absence of that motion, the issue will be taken up at the following meeting. E. The Commission shall not consider a new item after 11:00 p.m. unless there is a motion by the Commission to extend the time for the agenda item. Section 7. Attendance. If a member of the Commission is unable to attend a meeting, he or she is expected to notify the Secretary. If any member is absent from 6 meetings within one year or three consecutive meetings without reasonable cause, upon majority vote of the Commission, that position shall be declared vacant. The Commission shall forward their action to the Mayor and Council,who shall fill the vacant position. Section 8. Quorum. At any meeting of the Commission, a quorum shall be a majority of the current members of the Commission. No action shall be taken in the absence of a quorum except to adjourn the meeting and to continue public hearings to a time and place certain. For the purposes of forming a quorum, members who have disqualified or excused themselves from participation in any matter shall be counted as present. In the event a quorum will not be present at any meeting, the Secretary shall notify the Commission members in advance of that fact, and all items scheduled before the meeting shall be automatically continued to the next regularly scheduled meeting. The Secretary shall post notice of the continuance on the door of the Council Chambers notifying the public of the continuance and specifying the date and time when the matter will be before the Commission. Section 9. Voting. A. The concurrence of a majority of the members of the Commission present at an open meeting shall be necessary to determine any question before the Commission. A tie vote causes the motion to fail. B. When a matter is called for a vote, the President shall, before a vote is taken, restate the motion and shall announce the decision of the Commission after such vote. C. Voting shall be by voice vote. All votes, whether positive, negative, or abstentions, shall be recorded in the minutes. D. Voting "in absentia" or by proxy is not permitted. E. A motion to reconsider can be made only at the same meeting the vote to be reconsidered was taken. Suspension of this rule is not permitted. Further, a motion to reconsider may only be made by a member who voted on the prevailing side of the issue. Section 10. Continuances, Remands. A. Any item before the Commission may be continued to a subsequent meeting. A motion to continue an item shall specify the date or event upon which continuation is to be based. If a matter which originally required public notice is continued without setting time and place certain, the public notification must be repeated when time and place are made certain. A list of continued items, showing the date at which an item was continued, or the event upon which continuance is based, shall be recorded and kept by the Secretary and made available to the public. B. Unless otherwise provided by the Council upon remand, any item remanded by the Council for reconsideration by the Commission shall be treated as a new item and proceedings shall be provided for as if the matter were initially before the Commission. C. A member absent during the presentation of any evidence in a hearing may not participate in the deliberations or final determination regarding the matter of the hearing, unless he or she has reviewed the evidence received. Section 11. Rules of Procedure. All rules of order not herein provided for shall be determined in accordance with the latest edition of"Robert's Rules of Order Newly Revised". However, the Commission has an obligation to be as clear and simple in its procedure as possible. Section 12. Minutes. A. The Secretary or a designee shall be present at each meeting and shall cause the proceedings to be stenographically or electronically recorded. A full transcript is not required, but written minutes giving a true reflection of the matters discussed at a meeting and the view of the participants shall be prepared and maintained by the Secretary. Executive sessions are excluded from published minutes. B. Minutes shall be available to the public,upon request, within a reasonable time after a meeting and shall include the following: 1) Members present; 2) Motions,proposals, measures proposed and their disposition; 3) Results of all votes, including the vote of each member by name if not unanimous; and 4) Substance of any discussion of any matter. 5) If the minutes are not yet approved by the Commission, if requested, draft minutes, if available, may be provided. C. The Secretary may charge a reasonable fee for copies of minutes and other materials relating to Commission matters. D. Commissioners are expected to vote for approval of the minutes based on the accuracy of representation of events at the meeting. If there are no corrections, the President may declare the minutes approved as presented, without the need for a motion and vote. A vote in favor of adopting minutes does not signify agreement or disagreement with the Commission's actions memorialized in the minutes. E. Any Commissioner not present at a meeting must abstain from voting on approval of the minutes of that meeting. ARTICLE V Advisory Committees Appointment. Advisory committees to the Commission may be appointed by the Commission, with the concurrence of the Commission members, for the consideration of special assignments. ARTICLE VI Publication and Amendment of Bylaws and Rules of Procedure Section 1. Publication and Distribution. A copy of these approved bylaws and rules of procedures shall be: A. Placed on record with the City Recorder and the Secretary of the Commission; B. Available at each Commission meeting; C. Distributed to each member of the Commission; and D. Available to the public for the cost of duplication. Section 2. Amendment and Suspension. A. These bylaws, rules, and regulations may be amended by approval of a majority of the members of the entire Commission at a regular or special meeting,provided notice of the proposed amendment is given at the preceding regular meeting, or at least five (5) days written notice is delivered to, or mailed to the home address of each Commissioner. The notice shall identify the section or sections of this resolution proposed to be amended. B. Notwithstanding subsection A above, any rule of procedure not required by law may be suspended temporarily at any meeting by majority vote of those members present and voting, except the rule on reconsideration. Amended by the Planning Commission of the City of Tigard, Oregon, with a quorum in attendance at its regular meeting of March 7, 2005, and signed by the President in authentication of its amendment. Planning Commission President Date City of Tigard, OR City of Tigard>City Hall>Departments>Finance and Information Services> Capital Improvement Pr... Page 1 of 1 City of Tigard, Oregon 1 I ,.V.,1,,, ,t46:., i - III '� 1_4125 SW flu!,BJ,.a. Td.OR 07_22 r a .tl~f ■ 503-639,4171 s - :.. TIC1,Rn APlace tof.:allHorne' .'' . IIR1 t .ji Tigard Public Lihrary Search 1 City Hall Business Community Police Library Help 14 Nov 2011 Quick Links Capital Improvement Program :.Home Home>City Hall>Departments>Finance and Information Services>Capital Improvement Program :.Affordable Housing :.Bids&Proposals :.Budget Docs What is a Capital Improvement Project? :.ctv council The Capital Improvement Program (CIP) is Tigard's 5-year plan for matching the cost of :.Construction in Tigard large-scale improvements—like fixing roads,water and sewer systems—to anticipated Capital Improvement Plan revenues, like taxes and bonds. - � :.Departments • _ :.Development Code What Makes a Project CIP-eligible? :.Emergency The city defines a CIP project as Mqmt/Resources :,Events&Meetings 1. Any public facility project that improves or adds value to Tigard's infrastructure (,, , - :,Forms 2. Costs$50,000 or more - -- -_ ksw :.Job Opportunities 3. Has a useful life or extends the useful life of a facility for five years or more -- - :.New to Tigard? -- • - :.Parks in Tigard Where We Are... :.Passports Between September 1 and October 31,2011,a public comment period was open for :,Public Records citizens to nominate capital improvement projects(CIP).Thanks to your suggestions, new :.Tigard Municipal Code and existing infrastructure improvements throughout the city will be reviewed. Capital Improvement Projects: :.volunteer FY 2011-16 Opportunities In late December,a CIP Team consisting of directors and staff from Public Works, :.Water Division Community Development and Finance will begin evaluating and prioritizing projects :.zoning submitted for the FY 2012-17 program. Projects come from three sources: the existing • Introduction CIP, master plans,and Tigard residents.The following street system projects are included • Table of Contents in the FY 2012 CIP: • General Facilities Online Services • Parks System :.Code Compliance • Sanitary Sewer • 72nd Avenue/Dartmouth Street Intersection Improvement • Storm System :.Library Cataloq-WCCLS • Main Street Green Street Retrofit • Street System :.Park Reservations • Pacific Highway/Gaarde Street/McDonald Street Intersection Improvements • Water System :.Security Alarm Permit • Appendix(Glossary,Unfunded Projects, :.Ticket Payments Thanks to the voter-approved Parks Bond Measure,the citizen-led Parks and Recreation All Ranked Projects) :.Tigard Mapping Advisory Board is currently evaluating multiple parks system projects. Services • Download Complete CIP :.Utility Payments Not all capital projects are funded due to limited budgets. Instead,the city allocates money Document(6.5 MB) to projects that are considered high priority or have available grant funding.Typically,the further out projects are scheduled beyond the current year,the less likely that immediate For more information on the CIP document, funding will be available for construction. contact Carissa Collins,Sr.Management What Ha ens Next? Analyst at 503-718-2643 or carissaiStigard- PP c.i f In April 2012, residents will have another opportunity to provide input at the Budget Committee hearings. Once the proposed budget is approved by the Budget Committee, it goes to the City Council for final adoption.This is the final opportunity for public input on the following fiscal year's CIP. Looking for other Budget Documents? We encourage your project suggestions.To be considered,the Capital improvement project Click Here must be a public facility project that improves or adds value to Tigard's infrastructure; costs$50,000 or more; and has a useful life or extends the useful life of a facility for five Mapping Application for CIP years or more. Projects Click here to launch In the Works to see locations of Capital Improvement The timeline for CIP comments and project nominations is as follows: Projects • Late December, 2011—All submitted projects(includes citizen suggestions and projects that are already in the current CIP)are evaluated and prioritized by staff and citizen committees from the Transportation Advisory Committee and the Parks and Recreation Advisory Board. • Mid February,2012—CIP is submitted to City Manager as part of the proposed budget. • First Council Meeting in June, 2012—City Council adoption of Capital Improvement Program. CONTACT US 'Select Language i' City of Tigard,13125 SW Hall Blvd,Tigard,OR 97223,503-639-4171 Mao and Directions I Location and Hours of Operation Powered by GinkrTranslate AFTER-HOURS CONTACT Public Works/Water:503-639-1554 I Police Non-Emergency:503-629-0111 Questions,comments,suggestions?Fill out the feedback form. http://www.tigard-or.gov/city hall/departments/finance/cip program.asp 11/14/2011