WASHINGTON COUNTY BOARD OF COMMISSIONERS WORKSESSION
ROOM 140 PUBLIC SERVICES CENTER MAY 27, 2008
TENTATIVE
2:00 p.m. 1. Board of Commissioners Communication (15 min.)
2:15 p.m. 2. Discussion of Formal Agenda Items (20 min.)
2:35 p.m. 3. Washington County Cultural Plan (5 min.) - Washington County Arts, Heritage and Humanities Coalition members
2:40 p.m. 4. Update on Proposed Ordinance 691 – Traffic Impact Fee Amendments (20 min.) - Kathy Lehtola and Andy Back, LUT
3:00 p.m. 5. Executive Session under ORS 192.660(2)(h) (15 min.) - Elmer Dickens, County Counsel
BCC AGENDA – 5/27/08 TABLE OF CONTENTS
COMMISSIONER DISTRICTS 4
OTHER COUNTY AND CWS CONTACTS 4
MEETINGS AND SCHEDULES 5 Current Meeting Schedule 5 Regular Business Meetings 5 Worksessions 5 Second Tuesdays of the Month 5 Board Meetings When There is a Fifth Tuesday in a Month 5 Executive Sessions 5 Once the Regular Business Meeting Begins 6 Ordinance Testimony Time Limits 6 Alternatives to Televised Proceedings 6 Assistive Listening Devices 7 Sign Language and Interpreters 7 Meeting Protocol 7 Meeting Calendar 8
CALL TO ORDER
1. CONSENT AGENDA The items on the Consent Agenda are considered routine and will all be adopted in one motion unless a Board member or person in the audience requests, before the vote on the motion, to have the item considered separately. If any item is removed from the Consent Agenda, the Chairman will indicate when it will be discussed in the regular agenda. A list of Consent Agenda items is included at the end of the agenda packet.
2. ORAL COMMUNICATION Limited to two minutes per individual; ten minutes total.
3. BOARDS AND COMMISSIONS a. Appointments to the Civil Service Commission (CPO All) 9 b. Appointment to the Solid Waste Advisory Committee (CPO All) 11
4. PUBLIC HEARING – CLEAN WATER SERVICES a. Hold a Public Hearing and Adopt a Resolution and Order Approving a 13 Supplemental Budget for Fiscal Year 2007-08
5. PUBLIC HEARING – LAND USE AND TRANSPORTATION a. Fifth Reading, Third Public Hearing of Proposed Ordinance No. 691 – an 17 Ordinance Amending the Traffic Impact Fee (TIF) (CPO All)
6. PUBLIC HEARING – COUNTY COUNSEL a. Third Reading, First Public Hearing of Proposed Ordinance No. 699 – an 19 Ordinance Prohibiting Graffiti and Possession of Graffiti Implements, Requiring Timely Removal of Graffiti by Property Owner, Imposing Penalties, and Adopting Related Provisions and Declaring an Emergency (CPO All)
7. ORAL COMMUNICATION
8. BOARD ANNOUNCEMENTS
9. ADJOURNMENT
CONSENT AGENDA
APPROVAL OF MINUTES May 6, 2008 27
CLEAN WATER SERVICES a. Acquire Easements for Sanitary Sewer and Temporary Easement for 47 Construction of Sanitary Sewer b. Approve Second Amendment to Melvin Mark Properties LLC Contract for 51 Maintenance of the Administrative Building Complex (ABC), Field Operations and Water Quality Lab (CPO 2 & 9)
c. Adopt a Resolution and Order Transferring Appropriations in Fiscal Year 53 2007-08 d. Adopt a Resolution and Order Dissolving the Capital Replacement Fund 57 (106) and Transferring the Fund Balance to the General Fund (101) for Fiscal Year 2007-08 e. Authorize the General Manager to Negotiate and Sign the Fourth 61 Amendment to the Joint Funding Agreement for the Tualatin Basin Water Supply Project/Tualatin Project Title Transfer
LAND USE AND TRANSPORTATION f. Appoint Representative to West Bull Mountain Technical Advisory 63 Committee (CPO 4B & 4K)
BOARDS AND COMMISSIONS g. Approval of the Washington County Cultural Plan for 2008 to 2015, from 65 the Washington County Arts, Heritage and Humanities Coalition
HEALTH AND HUMAN SERVICES h. Approve Extensions for Commission on Children and Families Contracts 67 and Program Funding Priorities for the Request for Proposals Cycle
SHERIFF’S OFFICE i. Contract with Tri-Met and the City of Portland for Provision of Westside 71 Light Rail Transit Police Services
SUPPORT SERVICES j. Grant Waiver/Authorize Contracts for Housing Services 73 k. Authorize Purchase Orders for Miscellaneous Medications for the 77 Department of Health and Human Services l. Authorize Purchase Orders for Law Library Circulation Materials 79 m. Authorize Purchase Orders for Radio/Telephone/ Pager Rental and Service 81 with Sprint Nextel Communications n. Approve the Use of Qualified Rehabilitation Facilities for Temporary 83 Employment Services o. Authorize Purchase Orders for Cooperative Library Circulation Materials 85 and Annual Reference Resource Subscriptions p. Authorize Purchase Order for Copiers, Copier Supplies and Maintenance 87 q. Award Contract to Youth Contact for Divorce Transition Services 89
BOARD OF COMMISSIONERS MEETING CALENDAR
Tuesday, May 27, 2008 Worksession – 2:00 p.m. Board Meeting – 6:30 p.m.
Monday, June 2, 2008 Board Retreat –TBD
Tuesday, June 3, 2008 Worksession – 8:30 a.m. Board Meeting – 10:00 a.m. (Housing Authority Meeting Cancelled. Changed to June 17)
Thursday, June 5, 2008 2:00 – 4:30 p.m. House District 34 Appointment TVCTV Studios– 11375 SW Center Street, Suite B Beaverton
Tuesday, June 10, 2008 Extended Worksession – 8:30 a.m.
Tuesday, June 17, 2008 Worksession – 2:00 p.m. Board Meeting – 6:30 p.m. (Housing Authority Board of Directors meet)
Tuesday, June 24, 2008 MEETING CANCELLED
AGENDA CLEAN WATER SERVICES BOARD OF DIRECTORS
Agenda Category: Consent
Agenda Title: ACQUIRE EASEMENTS FOR SANITARY SEWER AND TEMPORARY EASEMENT FOR CONSTRUCTION OF SANITARY SEWER
Presented by: Bill Gaffi, General Manager (cp)
SUMMARY (Attach Supporting Documents if Necessary)
The following easements are necessary to provide sanitary sewer and temporary construction of sanitary sewer service in Clean Water Services’ service district: I. SANITARY SEWER EASEMENT PROPERTY OWNER PROJECT AREA VALUE MICAH 6:8, LLC an Oregon Limited liability company Project No. 6206 4,479 sf $15,500 Donald Etter Project No. 6206 64 sf $1,000 Tualatin Hills Park and Recreation District Project No. 6206 1,193 sf $750
II. TEMPORARY EASEMENT FOR CONSTRUCTION OF SANITARY SEWER PROPERTY OWNER PROJECT AREA VALUE Steven John Bruegge & Carol Ann Herzog Project No. 6197 4,897 sf $1,688.43
FISCAL IMPACT: $18,938.43 Budget Info: 112.062.8224.55220 (Project No. 6206, $17,250; Project No. 6197, $1,688.43)
REQUESTED ACTION: Acquire easements necessary to provide sanitary sewer and temporary construction of sanitary sewer service in Clean Water Services' service district.
Agenda Item No. 1.a.
Date: 05/27/08
1 BEFORE THE BOARD OF DIRECTORS OF CLEAN WATER SERVICES
2 In the Matter of Acquisition of ) RESOLUTION AND ORDER 3 Easements Needed for District Purposes. ) ) NO.______4
5 The above-entitled matter came before the Board of Directors of Clean Water Services 6 (Board) at its regular meeting of May 27, 2008; and 7 It appearing to the Board that Clean Water Services (District) requires certain easements to 8 provide sanitary sewer and temporary construction of sanitary sewer service in the District’s service 9 district; and 10 It appearing to the Board that ORS 451.550 (3) and (4) give the Board the power to acquire 11 easements determined to be necessary and proper in the exercise of District purposes; and 12 It appearing to the Board that District representatives have secured from the property 13 owner(s) named in Exhibit A, duly executed sanitary sewer and temporary construction of sanitary 14 sewer easements, which recite therein an appropriate amount of consideration for acquisition of the 15 easements; and 16 It appearing to the Board that these easements should be accepted and recorded, and the 17 Board being fully advised in the premises and that the grantors thereof should be compensated for 18 the easements granted thereby as provided in the easement documents and as set forth in Exhibit A; 19 it is therefore 20 / / / 21 / / / 22 / / / 23 / / / 24 / / / 25 / / / 26 / / / Page 1 – RESOLUTION AND ORDER CLEAN WATER SERVICES 2550 S.W. Hillsboro Highway Hillsboro, Oregon 97123-9379 Telephone (503) 681-3600 Fax (503) 681-3603
1 RESOLVED AND ORDERED that the easements granted by the property owner(s) named 2 in Exhibit A to this Resolution and Order be, and hereby are, accepted by the Board of Directors of 3 the District. 4 DATED this 27th day of May, 2008. 5 CLEAN WATER SERVICES 6 By its Board of Directors 7
8 ______Chairman 9
10 ______11 Recording Secretary 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 Page 2 – RESOLUTION AND ORDER CLEAN WATER SERVICES 2550 S.W. Hillsboro Highway Hillsboro, Oregon 97123-9379 Telephone (503) 681-3600 Fax (503) 681-3603 EXHIBIT A
I. SANITARY SEWER EASEMENT PROPERTY OWNER PROJECT AREA VALUE MICAH 6:8, LLC an Oregon Limited liability company Project No. 6206 4,479 sf $15,500 Donald Etter Project No. 6206 64 sf $1,000 Tualatin Hills Park and Recreation District Project No. 6206 1,193 sf $750
II. TEMPORARY EASEMENT FOR CONSTRUCTION OF SANITARY SEWER PROPERTY OWNER PROJECT AREA VALUE Steven John Bruegge & Carol Ann Herzog Project No. 6197 4,897 sf $1,688.43
AGENDA CLEAN WATER SERVICES BOARD OF DIRECTORS
Agenda Category: Consent CPO’s 2 & 9
APPROVE SECOND AMENDMENT TO MELVIN MARK PROPERTIES LLC CONTRACT FOR MAINTENANCE OF THE ADMINISTRATIVE BUILDING COMPLEX (ABC), FIELD Agenda Title: OPERATIONS AND WATER QUALITY LAB
Presented by: Bill Gaffi, General Manager (mw)
SUMMARY (Attach Supporting Documents if Necessary)
Clean Water Services’ (District) Board of Directors (Board) awarded the Contract for Building Operation and Maintenance Services to Melvin Mark Properties LLC (Melvin Mark) on July 18, 2006, by Minute Order No. 06-54 in the estimated amount of $106,400 (Contract). The Board approved one amendment to the Contract on June 26, 2007 by Minute Order No. 07-59. The amendment renewed the Contract for an additional two-year term, modified certain contractual provisions, increased the initial term amount to a total of $230,000, set the first renewal year amount to $180,000 (Renewed Contract) and the second renewal year amount to $185,400.
On January 15, 2008, District’s Administration Building Complex (ABC) experienced an electrical power event that resulted in incorrect power phasing, and ultimately an outage. The event caused damage to electrical equipment that maintains several ABC systems. Melvin Mark, in coordination with District staff, responded quickly to make repairs and bring systems back on line. This effort resulted in additional labor, repair and material costs that were not factored into the Renewed Contract amount. These additional costs together with the previously approved amendment amount exceeds District’s signing authority for amendments. Therefore, District staff requests the Board approve the Second Amendment to the Contract in the amount of $17,500.
FISCAL IMPACT: $17,500 Budget Information: 101.074.8362.52205 REQUESTED ACTION: Approve Second Amendment to the Contract with Melvin Mark for Building Operation and Maintenance Services in the amount of $17,500.
(A copy of the Second Amendment is available at the Clerk’s desk.)
Agenda Item No. 1.b.
Date: 5/27/08
AGENDA CLEAN WATER SERVICES BOARD OF DIRECTORS
Agenda Category: Consent
ADOPT A RESOLUTION AND ORDER TRANSFERRING Agenda Title: APPROPRIATIONS IN FISCAL YEAR 2007-08
Presented by: Bill Gaffi, General Manager (bcg)
SUMMARY
Clean Water Services staff has reviewed the actual and projected expenses and encumbrances for the current Fiscal Year 2007-08 in comparison to budgeted appropriations. Pursuant to ORS 294.450, the section of Oregon Local Budget Law related to transfer of existing budget appropriations, the transfers identified in Exhibit A to the accompanying Resolution and Order are recommended to avoid budgetary over-expenditures in certain funds.
Staff requests that the Board of Directors adopt the Resolution and Order transferring Fiscal Year 2007-08 appropriations in accordance with Oregon Budget Law.
FISCAL IMPACT: No change in the level of previously adopted Fiscal Year 2007-08 appropriations, but a reallocation of existing appropriations among budgeted departments/funds to avoid over-expenditures in some departments/funds.
REQUESTED ACTION: Adopt a Resolution and Order transferring Fiscal Year 2007-08 appropriations in accordance with Oregon Budget Law.
Agenda Item No. 1.c.
Date: 5/27/08
Exhibit A
Transfer 1:
General Fund (101) Appropriation Reduction: Contingency $ (2,118,000)
Appropriation Increase: Wastewater Treatment Department $ 1,500,000 Office of the General Manager $ 350,000 Business Services Department $ 115,000 Non-Departmental Special Payments $ 153,000 Materials and Services
Purpose: Within the General Fund, to transfer existing appropriations from Contingency to the departments as indicated to better match appropriations with higher than anticipated expenditures for chemicals and electricity in the Wastewater Treatment Department, and for Professional and Personnel Services in the Office of the General Manager and Business Services Department. Additionally, to transfer appropriations from Contingency to Non-Departmental Special Payments for proper valuation of receivables.
Transfer 2:
Fernhill Mitigation Bank Reserve Fund (104) Appropriation Reduction: Special Payments/Materials and Services $ ( 30,000)
Appropriation Increase: Capital Outlay $ 30,000
Purpose: Within the Fernhill Reserve Fund, to transfer existing appropriations from Materials and Services to Capital Outlay to better match appropriations with anticipated expenditures. The need for additional capital improvements to this site were identified after adoption of the Fiscal Year 08 Budget.
Transfer 3:
Sanitary LID Construction Fund (108) Appropriation Reduction: Contingency $ ( 44,000)
Appropriation Increase: Capital Outlay $ 44,000
Purpose: Within the Sanitary LID Fund, to transfer existing appropriations from Contingency to Capital Outlay in anticipation of potential additional LID projects and/or incentive disbursements to homeowners.
1 BEFORE THE BOARD OF DIRECTORS OF CLEAN WATER SERVICES
2 In the Matter of: ) ) RESOLUTION AND ORDER Transferring Appropriations for Fiscal Year 3 ) 2007-08 Pursuant to ORS 294.450 NO. ) 4 ) 5 ) 6
7 The above-entitled matter came before the Board of Directors of Clean Water Services 8 (Board) at its regular meeting of May 27, 2008; and 9 It appearing to the Board that on June 17, 2007, by Resolution and Order No. 07-30, this 10 Board adopted the budget for Clean Water Services (District) Fiscal Year 2007-08; and
11 It appearing that ORS 294.450 permits transfers of existing appropriations within a fund, 12 when authorized by an ordinance or resolution of the governing body stating the need for the 13 transfer, the purpose for the authorized expenditure and the amount of appropriation transferred; 14 and 15 It appearing that it is necessary to transfer funds as described in Exhibit A attached hereto 16 and by reference incorporated herein, in order to reallocate existing budgetary appropriations to 17 avoid estimated over-expenditures in certain departments and funds that were not anticipated in the 18 Fiscal Year 2007-08 Budget, and that Exhibit A states the purpose of the expenditure and the 19 amount of appropriation to be transferred; now, therefore, it is 20 21 22 23 24 25 26 Page 1 of 2 – RESOLUTION AND ORDER CLEAN WATER SERVICES 2550 S.W. Hillsboro Highway Hillsboro, Oregon 97123-9379 Telephone (503) 681-3600 Fax (503) 681-3603
1 2 RESOLVED AND ORDERED that appropriations of the District for Fiscal Year 2007-08 3 are hereby transferred as set forth in Exhibit A hereto. 4 5 DATED this 27th day of May, 2008.
6 CLEAN WATER SERVICES 7 By its Board of Directors
8 ______9 Chairman
10 11 ______Recording Secretary 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 Page 2 of 2 – RESOLUTION AND ORDER CLEAN WATER SERVICES 2550 S.W. Hillsboro Highway Hillsboro, Oregon 97123-9379 Telephone (503) 681-3600 Fax (503) 681-3603
AGENDA CLEAN WATER SERVICES BOARD OF DIRECTORS
Agenda Category: Consent
ADOPT A RESOLUTION AND ORDER DISSOLVING THE CAPITAL REPLACEMENT FUND (106) AND TRANSFERRING THE FUND BALANCE TO THE GENERAL FUND (101) FOR Agenda Title: FISCAL YEAR 2007-08
Presented by: Bill Gaffi, General Manager (bcg)
SUMMARY
Clean Water Services staff has reviewed the need for Fund 106 – the Capital Replacement Fund, and now recommends dissolution. Historically, this fund has been used to accumulate reserves, budget, and account for replacement of rolling stock and information systems equipment. To simplify accounting transactions and transfers, these replacements can be accomplished through the General Fund, so a separate fund is no longer necessary.
Under ORS 294.475, Oregon Local Budget Law allows for the transfer of residual equity in a fund deemed unnecessary to be transferred to the general fund when authorized by official resolution of the governing body.
FISCAL IMPACT: No change in the level of previously adopted Fiscal Year 2007-08 appropriations.
REQUESTED ACTION: Adopt a Resolution and Order approving dissolution of Fund 106 and transfer of the fund balance to the General Fund for Fiscal Year 2007-08.
Agenda Item No. 1.d.
Date: 5/27/08
Exhibit A
Pursuant to ORS 294.475, staff recommends dissolution of the Capital Replacement Fund as follows:
DISSOLUTION OF FUND: Estimated Fund Balance at Fund Balance Transferred CAPITAL REPLACEMENT 6/30/08: To: FUND (106) $150,000 GENERAL FUND (101)
1 BEFORE THE BOARD OF DIRECTORS OF CLEAN WATER SERVICES
2 In the Matter of: ) ) RESOLUTION AND ORDER Dissolving the Capital Replacement Fund 106 3 ) and Transferring the Fund Balance to the NO. ) General Fund for Fiscal Year 2007-08 4 ) Pursuant to ORS 294.475 5 ) 6 The above-entitled matter came before the Board of Directors of Clean Water Services 7 (Board) at its regular meeting of May 27, 2008; and 8 It appearing to the Board that on June 17, 2007, by Resolution and Order No. 07-30, this 9 Board adopted the budget for Clean Water Services (District) Fiscal Year 2007-08; and 10 It appearing that the Capital Replacement Fund was established in Fiscal Year 1985-86 for 11 the purpose of accumulating reserves and budgeting for replacement costs for rolling stock and 12 Information Systems and Equipment, and was to be funded through transfers from the General 13 Fund; and 14 It appearing that the expenditures previously budgeted and accounted for in this fund can be 15 budgeted and accounted for as effectively in the General Fund, eliminating the need for additional 16 transfers; and 17 It appearing that ORS 294.475 allows for the transfer to the General Fund of residual equity 18 once a fund is deemed unnecessary and when authorized by resolution of the governing body; now, 19 therefore, it is 20 21 22 23 24 25 26 Page 1 of 2 – RESOLUTION AND ORDER CLEAN WATER SERVICES 2550 S.W. Hillsboro Highway Hillsboro, Oregon 97123-9379 Telephone (503) 681-3600 Fax (503) 681-3603
1 RESOLVED AND ORDERED that the Capital Replacement Fund 106 be dissolved in 2 Fiscal Year 2007-08 and any residual fund balance transferred to the General Fund as set forth in 3 Exhibit A attached hereto. 4 5 DATED this 27th day of May, 2008. 6 CLEAN WATER SERVICES 7 By its Board of Directors 8
9 ______Chairman 10
11 ______12 Recording Secretary 13 14 15 16 17 18 19 20 21 22 23 24 25 26 Page 2 of 2 – RESOLUTION AND ORDER CLEAN WATER SERVICES 2550 S.W. Hillsboro Highway Hillsboro, Oregon 97123-9379 Telephone (503) 681-3600 Fax (503) 681-3603
AGENDA CLEAN WATER SERVICES BOARD OF DIRECTORS
Agenda Category: Consent All CPOs
AUTHORIZE THE GENERAL MANAGER TO NEGOTIATE AND SIGN THE FOURTH AMENDMENT TO THE JOINT FUNDING AGREEMENT FOR THE TUALATIN BASIN WATER SUPPLY Agenda Title: PROJECT/TUALATIN PROJECT TITLE TRANSFER
Presented by: Bill Gaffi, General Manager (tv)
SUMMARY (Attach Supporting Documents if Necessary)
In June 2001, Clean Water Services' (District) Board of Directors (Board) approved the Joint Funding Agreement (Agreement) for the Water Supply Feasibility Study (Study). In September of 2002, October of 2003 and September of 2007, the Board approved the First, Second and Third Amendments, respectively, to the Agreement for the Study. The Study was completed and the partners narrowed the water supply source options to two alternatives.
The Fourth Amendment updates share allocations for the Tualatin Basin Water Supply Project (Project) and sets forth multiple next step tasks in support of the Project. Recently, Forest Grove voluntarily terminated its participation, rights and obligations under the Agreement. The District is currently negotiating an Intergovernmental Agreement with Forest Grove for a future buy-back option for a portion of the District’s water. Tigard intends to suspend its participation and obligations under the Agreement for one year from the effective date of the Fourth Amendment. Their shares have been reallocated to District, the Tualatin Valley Water District and the Cities of
(CONTINUED) FISCAL IMPACT: $21,600,000 (District's share is 31.13 percent for a total of $6,228,679)
REQUESTED ACTION: Authorize the General Manager to negotiate and sign the Fourth Amendment to the Joint Funding Agreement for the Tualatin Basin Water Supply Project for the District’s share in the amount of $6,228,679.
(A copy of the Fourth Amendment is available at the Clerk’s Desk.)
Agenda Item No. 1.e.
Date: 05/27/08
Page 2
Hillsboro and Beaverton (Remaining Partners) as set forth in Exhibit B to the Fourth Amendment. District’s share of the cost of the Tualatin Basin Water Supply Project (Project) will be increased from 17.62 percent to 31.13 percent.
The Fourth Amendment tasks include the completion of the Draft and the Final Planning Report and Environmental Statement (PR/EIS). The Remaining Partners will continue to pursue federal funding for the outstanding portion of the PR/EIS and reimbursement for completed tasks, such as the preliminary Draft PR/EIS. This Fourth Amendment also includes several other important elements, including further investigation of Reclamation’s Title Transfer Program and initiating and completing a program management plan for the construction and management of the water supply option selected through the PR/EIS process. Less central, but still essential, project elements supported by this amendment include the predesign of environmental mitigation sites; geotechnical investigations related to Reclamation's Safety of Dams Program; property appraisals and acquisitions; design services for essential pieces of project infrastructure; and the external government affairs, public affairs and legal expertise required to guide the Project through planning and permitting to completion.
To date, District has spent $1,762,280 under the Agreement. The total amount of the Fourth Amendment is $21,600,000. District’s share is $6,228,679.
District requests the Board authorize District’s General Manager or designee to negotiate and sign the Fourth Amendment to the Joint Funding Agreement for the Project for the District’s share of the Project in the amount of $6,228,679.
AGENDA
WASHINGTON COUNTY BOARD OF COMMISSIONERS
Agenda Category: Consent - Land Use & Transportation (CPOs 4B & 4K)
Agenda Title: APPOINT REPRESENTATIVE TO WEST BULL MOUNTAIN TECHNICAL ADVISORY COMMITTEE
Presented by: Brent Curtis, Planning Manager
SUMMARY:
On September 25, 2007, the Board created and made appointments to the Technical Advisory Committee (TAC) for the planning of West Bull Mountain.
The Board appointed Steve Gulgren to serve as the Tualatin Hills Park & Recreation District’s (THPRD) representative on the committee. Due to staffing changes, THPRD has requested that Mr. Gulgren be replaced with Hal Bergsma as the District’s representative. As THPRD’s Planning Director, Mr. Bergsma represents the District in county and city planning projects.
DEPARTMENT’S REQUESTED ACTION: Appoint Hal Bergsma to replace Steve Gulgren as Tualatin Hills Park & Recreation District’s representative on the West Bull Mountain Technical Advisory Committee.
COUNTY ADMINISTRATOR’S RECOMMENDATION: I concur with the requested action.
Agenda Item No. 1.f.
100-601000 Date: 5/27/08
AGENDA
WASHINGTON COUNTY BOARD OF COMMISSIONERS
Agenda Category: Consent – Boards and Commissions (CPO)
Agenda Title: APPROVAL OF THE WASHINGTON COUNTY CULTURAL PLAN FOR 2008 TO 2015 SUBMITTED BY THE WASHINGTON COUNTY ARTS, HERITAGE AND HUMANITIES COALITION
Presented by: Eva Calcagno, Cooperative Library Services Manager
SUMMARY (Attach Supporting Documents if Necessary)
The Washington County Arts, Heritage and Humanities Coalition (WCAHHC) was established in 2004 by the Board and initial appointments were made on February 15, 2005. Its mission is to administer distribution of any state funds distributed to Washington County from the Oregon Cultural Trust. The WCAHHC distributes funds through a competitive process to Washington County-based organizations to address priorities identified in the Washington County Cultural Plan.
The Oregon Cultural Trust has requested that all Oregon counties and tribes update their cultural plans this year. Draft updates were due to the Trust on May 15, 2008 and final plans are due by May 30th. The WCAHHC has updated the Washington County Cultural Plan based on discussion, committee work and a web-based survey that included community input. The seven goals from the original Cultural Plan were retained. The goals were reprioritized, and based on survey input, strategies for achieving the goals were clarified.
Since WCAHHC is advisory to your Board, it is seeking endorsement for the revised Washington County Cultural Plan prior to its submission to the Oregon Cultural Trust. Draft copies were submitted to the Board under separate cover.
DEPARTMENT’S REQUESTED ACTION: Board endorsement of the Washington County Cultural Plan for 2008 to 2015.
COUNTY ADMINISTRATOR’S RECOMMENDATION: I concur with the requested action.
Agenda Item No. 1.g.
Date: 5/27/08
Washington County Cultural Plan 2008 to 2015
Prepared and updated for the Oregon Cultural Trust May 2008
WCAHHC Page 0
Table of Contents
I. INTRODUCTION...... 2
WASHINGTON COUNTY CONTEXT ...... 3
KEY ACCOMPLISHMENTS FROM 2005 TO 2008:...... 4
FINDINGS OF THE 2008 CULTURAL SURVEY ...... 6
EFFICACY OF THE WCAHHC...... 7
CHALLENGES FACING WASHINGTON COUNTY…...... 7
HOW HAS THE ARTS & CULTURAL ENVIRONMENT CHANGED IN WASHINGTON COUNTY SINCE THE BIRTH OF THE CULTURAL TRUST? ...... 8
VISION FOR ARTS, HERITAGE AND HUMANITIES IN WASHINGTON COUNTY...... 10
OVERARCHING THEMES:...... 11
GOALS FOR THE WCAHHC, 2008 TO 2015:...... 11
GOALS FOR THE COMMUNITY, 2008 TO 2015:...... 11
WASHINGTON COUNTY CULTURAL PRIORITIES FOR 2008 TO 2015:...... 12
APPENDIX 1: WCAHHC GRANTS AWARDED 2005 TO 2008 ...... 14
APPENDIX 2: BYLAWS FOR WCAHHC...... 17
APPENDIX 3: 2008 WCAHHC GRANT GUIDELINES, APPLICATION AND REVIEW CRITERIA ....21
APPENDIX 4: HISTORICAL BACKGROUND FROM THE 2004 CULTURAL PLAN...... 27
WCAHHC Page 1
Washington County Cultural Plan
I. Introduction The Washington County Arts, Heritage and Humanities Coalition (WCAHHC) revised the Washington County Cultural Plan in May 2008 with input from coalition discussion, committee review, and a web‐based survey that included responses from the community. Strategies for 2008 to 2015 are based on the top three priorities identi‐ fied in the community survey for each broad cultural goal. The Plan Review Committee included: Coalition members Dawn Holt, Lois Leonard, and Sam Shogren, and Eva Calcagno (County staff).
The WCAHHC was established by the Washington County Board of Commissioners in 2005 as an advisory body and tasked with admin‐ istering Oregon Cultural Trust funds for the county and implement‐ ing the Washington County Cultural Plan. The WCAHHC members serve three‐year calendar terms and the 2008 roster includes:
Commissioner Andy Duyck (Term: continuous) Jack Burri (Term: 2006 through 2008) Dawn Holt (Term: 2008 through 2010, 2nd term) Lori Leyba Kramer, Chair (Term: 2006 through 2008) Bernd Kuehn (Term: 2007 through 2009) Bonnie Laing‐Malcolmson (Term: 2007 through 2009, 2nd term) Lois Leonard (Term: 2006 through 2008) Barbara Mason (Term: 2007 through 2009) Carol Rogat (Term: 2006 through 2008) Beth Self, Chair Elect (Term: 2007 through 2009) Sam Shogren (Term: 2007 through 2009) Pat Truax (Term: 2007 through 2009) Laurie Weiss (Term: 2007 through 2009) There is one vacant position in 2008. The Manager of the Washington County Cooperative Library Ser‐ vices, Eva Calcagno, serves as County staff to the Coalition. By con‐
WCAHHC Page 2
tract, the Regional Arts and Culture Council provides financial and grant administrative functions for WCAHHC.
Washington County Context Washington County and the Portland metropolitan area are nation‐ “Linking the missions ally‐recognized as one of the most livable areas in the country. Lo‐ of local organizations back to a broader cated on the western edge of the City of Portland, Washington Washington County County is the second largest and fastest growing urban county in cultural plan makes Oregon, with approximately 511,000 residents (July 1, 2007 Center sense.” for Population Research, PSU). The county is Oregon’s most ethni‐ 2008 Survey Respondent cally diverse, drawing immigrants from Europe, Central and South America, Asia, Indo‐China, the Pacific nations and Africa. According to the 2000 U.S. Census, over 14% of county residents were foreign born, Mexico and Asian countries as primary points of origin. The result of that diversity is that residents and institutions alike reflect a global perspective. In 2006 the Hispanic population of Washington County was 14.5%, ranging from 1% in King City to nearly 40% in Cornelius. In 2008, Beaverton School District reported that 92 differ‐ ent languages are spoken by students in its schools. The top seven languages in order are: Spanish, Chinese, Korean, Vietnamese, Rus‐ sian, Japanese, and Somali. According to the WCAHHC’s 2008 sur‐ vey, 86.4% of respondents agreed, “growing ethnic diversity pre‐ sents both a special challenge and an opportunity to Washington County and its residents.”
Washington County covers 727 square miles. It includes a portion of the City of Portland and eleven incorporated cities including Hills‐ boro, Beaverton, Tigard and Tualatin. Focused residential and indus‐ trial growth has enabled the county to preserve more than 75% of its agricultural and forestlands through utilization of the nationally‐ recognized Urban Growth Boundary.
Washington County residents on average are younger, more afflu‐ ent, and more highly educated than other Oregonians. According to the Center for Population Research, PSU, in 2007 Washington County had a higher than average youth population and the lowest average senior (65+) population in Oregon. The community enjoys excellent schools, and a uniquely diverse array of cultural and rec‐ reational activities. Only an hour’s drive from the beach and moun‐ tains and less than a half‐hour to downtown Portland, Washington
WCAHHC Page 3
County enjoys the benefits of a healthy urban and rural environ‐ ment.
“Ethnic diversity has The county’s developed regions are home to traditional suburban changed our county. We and new mixed‐use neighborhoods. Long‐term corporate leaders must celebrate the fact such as Intel, IBM, Nike and Columbia Sportswear have been joined that 100 years ago, our by new global corporations such as Genentech, Yahoo, Yakima, and county was founded by SolarWorld. Intel’s investment in Washington County exceeds that immigrants. Today, we of any Intel site worldwide. Outside the Urban Growth Boundary, have different immi- grants and their cultures the county transitions to nurseries, wineries and other farm and for‐ make this a richer est enterprises. Washington County ranks first in manufacturing and place.” third in agriculture production in Oregon. 2008 Survey Respondent Two decades of explosive population and employment growth have prompted public and private sectors to focus much of their energy and resources on meeting physical infrastructure needs. New and expanded roads, bridges, rails, schools, churches, high‐tech manu‐ facturing facilities, hospitals and other ʺbrick‐and‐mortarʺ projects have helped define this increasingly urban community. Washington County is increasingly aware of its interdependence with the region. The urban growth boundary has helped shape the county in recent years.
As the second fastest growing County in Oregon, Washington County adds about 11,000 people per year. In addition, Washington County is home to over 200,000 residents who live in urbanized, but unincorporated areas, posing real challenges for local jurisdictions and residents alike. The urban, unincorporated area is projected to double in population by 2040. According to WCAHHC’s 2008 sur‐ vey, 83% of respondents agreed, “growth is impacting livability and creating higher demand for urban services.”
Key accomplishments from 2005 to 2008: • The Westside Cultural Alliance developed a website of artists and organizations that is scheduled to debut in June 2008 (supported in part with WCAHHC grant funds). • 13 WCAHHC grants supported festivals and gatherings. • Washington County Board of Commissioners and chambers worked to reorganize and recharge the Washington County Visitors Association in 2007 to address countywide tourism issues, including cultural tourism. In 2008 a grant program has been established to spur events and collaboration.
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• The Washington County Visitors Association is actively en‐ gaged in developing connections between the arts and tour‐ ism, including wineries, and promotes events through its website, www.wcva.org. • In general, the WCAHHC has awarded grants to local groups to develop public awareness and increase participation, pro‐ jects that aim to broaden local bases of support. Few grant applications of a countywide nature have been received. • 23 grants awarded to groups to enhance cultural learning for youth. • Libraries address literacy and school readiness through myr‐ iad preschool storytimes and other activities to build literacy. In addition, several library‐based programs have been initi‐ ated to reach out to child care providers, Head Start facilities, etc. to train providers on how to incorporate literacy and cul‐ tural activities into their care routines and to provide materi‐ als packaged specifically to meet the needs of care providers. • Nine grants awarded to support family involvement in cul‐ tural activities. • Two significant developments in 2007 and 2008 have in‐ creased public access to environmental and natural resources in Washington County: the opening of L.L. “Stub” Steward State Park, and the opening of the Tualatin River National Wildlife Refuge. Both include facilities that support educa‐ tion and enrichment as well as access to nature. • Hillsboro, Sherwood and Forest Grove created arts councils in the last two years (joining Beaverton). • 19 grants were awarded to increase public awareness (market‐ ing, websites) and to support historical or cultural programs for adults. • Washington County Historical Museum has developed large traveling exhibits on various topics (history of high tech in the County, Kalapuya history, etc. which have rotated to gov‐ ernment buildings, shopping malls, etc.). • The Regional Arts & Culture Council collected information for a Google Map of the metro area identifying public art. In‐ formation was compiled for the region and forwarded to POVA for implementation. • Significant activity includes construction or expansion of fa‐ cilities for the following organizations: Pacific University, Oregon College of Art & Craft, Washington County Historical
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Museum, Hillsboro Artists Repertory Theater, Hillsboro Downtown Renaissance project, Sequoia Gallery & Studios (Hillsboro), Kingstad Center (Beaverton), Broadway Rose Theatre Company, Tigard Main Street project, the Beaverton Round and proposed Westgate development, North Plains Public Library, Cedar Mill Library @ Bethany, plans to build the new Arts & Communications Magnet Academy perform‐ ing arts center, and the opening of the International School of Beaverton (both Beaverton School District). • Several attempts to revise/expand fair and events center facili‐ ties at the Fairplex have been hampered by prolonger debate and failed bond measures. New plans are in the works, lead by County Commissioners and the City of Hillsboro. • Significant private developments: Central Bethany develop‐ ment includes public gathering/performance space; develop‐ ment and proposed expansion of the Beaverton Round and the adjacent Westgate property; Kingstad center development (Beaverton) including performance, meeting and gallery space; expansion at the Oregon College of Art & Craft; capital campaign for the Broadway Rose Theatre Company.
Findings of the 2008 Cultural Survey Planning for cultural development occurs within a broader context of key issues, leadership dynamics and public attitudes. The follow‐ ing are a few of the key findings from a web based survey conducted by the Washington County Arts, Heritage and Humanities Coalition in April and May of 2008 (see appendix for complete survey).
When asked what the role of government should be, 84% of those surveyed responded that they felt government had an obligation to support arts and culture. While an overwhelming majority also felt that the Washington County Arts, Heritage and Humanities Coali‐ tion should play a more visible and active role in the community. In fact only 3.7 % of those surveyed felt the Coalition should continue as it has in the past.
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What do you believe should be the future work of the Coalition?
Status Quo
Increase Activity
Take A Leading Position
Seek More Funding
0% 5% 10% 15% 20% 25% 30% 35% 40% Percentage of Respondents
Efficacy of the WCAHHC Of those who responded to the survey, 89% had applied for a cul‐ tural grant from the WCAHHC in the past.; 22% percent of those re‐ “Reliable operating sponding learned of the grants program through email, a friend or a support (at a reason- workshop. The remainder of the respondents learned of the grants able level) from gov- program from the Oregon Cultural Trust, a library web site, mailings, ernment and private newspaper, RACC, WCA or some other web site. 55.6% of survey sources is miss- ing…we spend too respondents had attended a WCAAHC grants workshop and about much time chasing that same percentage, 55.5%, were satisfied with the grants process scare dollars.” itself. In fact, 33.3% were very satisfied with the grants process de‐ 2008 Survey Respondent veloped and managed by the Coalition.
Challenges facing Washington County… Among those responding to the 2008 Cultural Survey twelve critical issues were identified: funding/resources, operating support, fo‐ cus/identity, leadership, public art in urban planning, tolerance, awareness/marketing, competition & scarcity, lack of a community focus/arts center, rehearsal space, hands on art/art in schools, active membership & volunteerism, coordination & cooperation, cross cul‐ tural awareness and presentations.
A closer look at this reveals a couple of common threads: • The need for county‐wide leadership by someone or some or‐ ganization to advocate on behalf of culture; and to assist the diversity of nonprofit and unincorporated arts and cultural groups to jointly plan and share resources
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• Ever increasing numbers of groups competing for decreasing pools of human and capital resources—the challenge then be‐ comes in working with existing groups to identify and meet unmet community needs • Lack of coordinated public planning for public arts space (gal‐ leries, studios, rehearsal halls) and art installations within municipalities and across jurisdictional lines • Cross cultural awareness and desire to engage the diverse ethnic mix within the County • Capital and operational support for existing groups. Yet, if at‐ tention is directed at the previous four points above, this need may be mitigated in the future.
How has the arts & cultural environment changed in Washington County since the birth of The Cultural Trust? “A critical issue: Get- Survey respondents have seen some change, including significant lo‐ ting the word out about our organiza- cal initiatives like the opening of the Walters Cultural Arts Center in tions and the impor- Hillsboro, new galleries in Beaverton, and new arts commissions in tance of the arts and Hillsboro, Forest Grove and Sherwood. An Arabic Heritage Center cultural sector to both opened in Beaverton, and the India Cultural Association and Centro an improved lifestyle Cultural continue to serve important ethnic communities. and economics of the county.” The Washington County Cooperative Library Services is a major 2008 Survey Respondent countywide steward of the humanities, linking its 14 libraries with university and college libraries, the public and private high school libraries in the County, and special libraries in major businesses. Since 1996 eleven public libraries have either built new buildings, or have remodeled and expanded existing facilities to better meet the needs of a growing population. These often include auditorium or other public meeting spaces to facilitate community use. In addition, two new libraries joined the Cooperative in 2007, providing service in previously under‐served areas of the County.
The Washington County Historical Society and Museum is acknowl‐ edged as the major steward of the county’s heritage. They are cap‐ ping a successful $2.5 million Makeover Campaign to greatly expand Museum exhibit and classroom space, storage and archival capabili‐ ties, and construction is underway in 2008. Their educational out‐ reach programs and traveling exhibits are exemplary for a museum of its size.
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Long‐established community festivals continue to be a hallmark of Washington County. Many of them are backed by local Chambers of Commerce to attract visitors and bolster the economy. In recent years several thriving farmers’ markets have been established; Bea‐ verton’s Farmers’ Market was ranked one of the best in the west by AAA Via magazine. In addition the communities of Tualatin, Bea‐ verton, Sherwood, Forest Grove and Hillsboro hold visual arts based events. In addition to community‐based organizations, several Washington County wineries and shopping centers present open‐air music series in the summer and winter indoor concerts. Tigard, For‐ est Grove, and Hillsboro historical groups hold annual historic house and garden tours.
Local theater groups have been established and others have ex‐ panded their facilities since the original plan was developed. Hills‐ boro has initiated First Tuesday art events involving downtown businesses. The Sequoia Gallery and Studios opened in 2007, further extending public art interaction in downtown Hillsboro and provid‐ ing affordable studio space for artists. The Washington County Visi‐ tors Association was reorganized in 2007, and has initiated a new grant program for cultural tourism, with a goal of tying cultural events and destinations to the key Washington County tourism draws of wineries, sports, and nature.
Portland Community College, Pacific University and the Oregon College of Art and Craft offer key resources for enhancing, extending and preserving our community’s arts, heritage and humanities. And there is a middle/high school with a dedicated arts curriculum (Arts and Communication Magnet Academy). The Oregon College of Art & Craft celebrated its 100th anniversary in 2007 and is conducting a capital campaign to expand and remodel campus facilities to serve a larger student population.
Funding for K‐12 and higher education continues to be a concern, especially cuts in arts education caused by the statewide K‐12 school funding crises over the last decade. In fact, 81% of survey respon‐ dents noted this as a concern. WCAHHC has awarded 23 grants to support cultural learning for youth over the first four grant cycles. In 2008 the Regional Arts and Culture Council is implementing an Arts Partners initiative, working with Beaverton and Hillsboro school districts to develop arts curricula for every school student.
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Vision for Arts, Heritage and Humanities in Washington County Survey results included the following cultural vision statements for Washington County:
In the year 2015, • Significant cross‐cultural opportunities will be available for students. Our schools will have deep and rich cultural learn‐ ing environments that allow students to explore art, music, theater, heritage and ethnic cultures. • Ethnic diversity and common values are elements that will link people together as they work, play and volunteer in the neighborhoods where they live. • The arts are fully integrated into the fabric of the community creating a rich tapestry of artistic experiences for everyone. • Washington County will enjoy a fully integrated, inter‐ connected flowing of all arts, culture, humanities and heritage events, with an online website listing and promoting all events, access to local press and promotional media, and regular networking events in which arts organizations feel mutually supported. • There will be several large performance centers, gallery spaces, and education spaces to serve all areas of the county – Sher‐ wood, Forest Grove and Beaverton. • The county will grow out of the shadow of Portland and Multnomah County and cultural opportunities will be inte‐ grated into community life. • Residents will talk more about arts and cultural activities in their neighborhoods than about traffic problems and in‐fill development! • More local history will be highlighted through a countywide wayside exhibit program, and a new Cultural Resource Inven‐ tory will be completed. • Our residents will seek arts, heritage and humanities re‐ sources to balance their lives and discover what’s important about their communities, their families and their reasons for being. • Arts, heritage and humanities will touch our citizens’ lives each day.
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Overarching Themes: As identified in the original Cultural Plan, the WCAHHC feels the following overarching goals continue to be critical to the develop‐ ment of arts, heritage and humanities in Washington County:
1. Celebrate diversity and promote multi‐cultural understanding in all of our work. 2. Preserve and support the cultural resources we already have and build upon them; encourage new, appropriate growth in arts, heritage and humanities initiatives. 3. Encourage further collaboration among cultural organizations. 4. Develop existing and new leadership.
Goals for the WCAHHC, 2008 to 2015:
1. Increase visibility of the WCAHHC in education, business and local communities. 2. Increase public awareness of the Oregon Cultural Trust, its purpose and connection to local communities. 3. Develop formal partnerships with Westside Cultural Alliance, the Washington County Visitors Association, the Washington County Historical Society and Museum, cities, school districts and park districts to determine leadership and responsibility for implementing portions of the cultural plan. 4. Explore options for changing the name of WCAHHC to a more memorable initialism.
Goals for the Community, 2008 to 2015: The original plan included eight goals (below). The WCAHHC pri‐ oritized the first four goals for the grant cycles from 2005 to 2008. For listing of grants awarded, see Appendix.
1. Public Awareness and Participation: Develop a county‐ wide communications plan to build awareness of the roles and value of arts, heritage and humanities and increase public participation. 2. Cultural Learning: Promote youth access to the arts, heritage and humanities to enhance learning and healthy human de‐ velopment.
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3. Economic and Cultural Development: Integrate cultural de‐ velopment strategies and policies with economic develop‐ ment policies. 4. Support existing organizations: Identify and support exist‐ ing cultural organizations, scholars, artists, historians and cul‐ tural facilities. 5. Public Art: Integrate public art – including heritage projects – into public spaces and places throughout the county. 6. Facilities: Assure there are accessible, suitable and affordable spaces for cultural activities in Washington County. 7. Heritage: Preserve, strengthen and promote local heritage organizations, sites, landscapes, collections, exhibits, folklore, research and education programs for sustaining ongoing preservation and interpretation of local history and integrate the county’s historical roots and modern ethnic diversity to promote social connections and understanding.
Washington County Cultural Priorities for 2008 to 2015: Based on the 2008 Washington County Cultural Survey the following are prioritized as community wide cultural goals and strategies:
Goal 1: Public Awareness and Participation 1. Encourage festivals and gatherings that promote access to arts, heritage and humanities 2. Build collaboration between governments at all levels, cul‐ tural groups and visitor/tourism entities 3. Create a countywide communication plan to build awareness
Goal 2: Cultural Learning 1. Strengthen in‐school cultural learning programs 2. Enhance cultural learning programs initiated by libraries, cul‐ tural centers and organizations by artists in residence, public art projects, etc. 3. Enhance awareness of cultural learning opportunities through improved communication
Goal 3: Economic and Cultural Development 1. Build awareness of of culture on the county’s economy, qual‐ ity of life, sense of place, identity and sustainability
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2. Encourage large employers to use local artists for the corpo‐ rate events and activities 3. Create one repository for all information about cultural activi‐ ties in Washington County
Goal 4: Support for existing organizations 1. Ensure support for existing cultural organizations and pro‐ grams and project grant funds needed for continued growth 2. Strengthen the Westside Cultural Alliance and enhance its ties to heritage and humanities 3. Enhance funding, professional development and capacity building opportunities
Goal 5: Heritage 1. Encourage the Washington County Museum to play a leading role in convening and advocacy on behalf of heritage issues and organizations 2. Build the capacity of heritage organizations to seek additional funding from the larger community 3. Promote involvement of ethnic groups in the activities of local heritage organizations and in broader community activities
Goal 6: Public Art 1. Encourage temporary art projects that invite citizen participa‐ tion(such as the Forest Grove Sidewalk Chalk Festival) 2. Encourage the creation of arts councils, with adequate staffing, in every community as infrastructure for the implementation of public art programs and other cultural initiatives 3. Encourage all jurisdictions to adopt policies or ordinances to set aside 1 to 2% of public construction funds for public art and adequate maintenance thereof
Goal 7: Facilities 1. Identity and/or encourage the development of adequate, ac‐ cessible and affordable cultural facilities to meet the needs of the local community 2. Update the listing, and build a database of existing facilities and their capacities 3. Encourage development of large, visible, accessible perform‐ ance venue to serve the entire county
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Appendix 1: WCAHHC Grants Awarded 2005 to 2008
2005 Grants Awarded Organization Amount Brief Description
Ballet Folklorico 'Lo Nuestro' $1,000 Costumes and accessories for student dance troupe Beaverton Arts & Communication Magnet Academy $1,000 "Then and Now" photographic exhibit, Beaverton & Wash C0 Free concert in a park and musical experimentation station for Beaverton Arts Commission $1,000 children. Produce Northwest Book Shelf (musical RE NW authors) for stu- Broadway Rose Theatre Company $1,000 dents of TTSD.
Cedar Mill Community Library $1,000 Film Club for adults featuring award-winning independent films.
DePriest Family Jazz $1,000 Website to better promote this prominent Jazz organization.
Hillsboro Public Library $1,000 Present film & discussion series on "The Sixties".
Hillsboro SD - McKinney Elementary $1,000 Native American Artist-in-Residence, potlatch.
Lenox Elementary Booster Club $1,000 Art Show, augment Art Literacy and Artist in residence activities.
Oregon Chorale $1,000 Winter 2005 concert series
Pacific University $1,000 Produce brochure of artwork included in the new library building. Support educational event series highlighting the music and RASIKA $1,000 dance of India.
Sherwood Historical Society $1,000 Summer History Camp for kids.
Tualatin Historical Society $1,000 Historically appropriate sign for the Heritage Center. Produce "Westside Stories" cable TV programs on Washington Westside Cultural Alliance $1,000 County artists.
Total Awarded: $15,000
2006 Grants Awarded
Cedar Mill Community Library $1,000 Graphic novels and program with guest speaker
Hillsboro Public Library $1,000 Two film series
Hillsboro SD - McKinney Elementary $1,000 Native American artists in residence, potlatch
Masque Alfresco $1,000 Moliere play outdoor free performances
Beaverton Arts Foundation $2,000 Lease canopy for outdoor events
Broadway Rose Theater Company $2,000 Stipends for youth internship program
Hillsboro Artists' Regional Theatre $2,000 Fund Open House for new theater grand opening
Northwest Dance Theater $2,000 Marketing, artistic fees for two major productions
Oregon Chorale $2,000 Support December concert series
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South West Music School $2,000 marketing and communications, sponsorships
Washington County Historical Society $2,000 Traveling exhibits RE Kalapuya
Friends of Historic Forest Grove $1,400 Tour Historic Forest Grove brochure
Hillsboro Community Arts $1,400 Marketing, artistic fees for summer concert series
Tualatin Valley Community Band $1,400 Support three free band concerts
Westside Cultural Alliance $1,400 Create website of cultural organizations, artists Willowbrook Center for the Development of Human Potential $1,400 Scholarships for Latino youth to summer art camps Total Awarded: $25,000
2007 Grants Awarded Summer program series (performer fees, canopy rentals, printing Beaverton Arts Foundation $2,000 & promotion)
Cedar Mill Community Library $2,000 Winter Reading & Arts Festival to highlight cultural diversity Hillsboro Chamber, Business Committee Leadership development & Training seminar for cultural non-profit for the Arts $1,000 boards Modern adaptations of Moliere's "Misanthrope" outdoor perform- Masque Alfresco $1,000 ances
Oregon Chorale $2,000 Orchestra costs to accompany Chorale's winter concerts
Sherwood Historical Society $2,000 Support for History Summer Camp for kids Architectural model of JQA Young house, raise awareness of Tualatin Hills Park Foundation $2,000 preservation Document 5 Tualatin businesses, "Then and Now" displays, & Tualatin Historical Society $2,000 bound books Percussion instruments to allow performances outside of high Tualatin Valley Community Band $2,000 school locations
Valley Art Association $2,000 Grow the "Arts and Flowers" event, insurance, publicity
Walters Cultural Arts Center (Hillsboro) $2,000 Support "Spoken Word" lecture series, performer fees, publicity New "Mountain Man, Trappers & Traders" hands-on presenta- Washington County Historical Society $2,000 tions, materials Total Awarded: $22,000
2008 Grants Awarded
Bag and Baggage Productions (theater) $ 1,000 Promotional materials to reach new areas of the County Support for consultant to plan/implement Cultural Arts Summit, Beaverton Arts Foundation $ 2,000 10/08 Student Technical Internship Program - stipends for 4-5 youth in- Broadway Rose Theatre Company $ 2,000 terns
Cedar Mill Community Library $ 2,000 Create 15 book club kits to be used by adult reading groups Century High School (Hillsboro Schools Foundation) $ 2,000 Student mural project recognizing 75th anniversary of the WPA City Club of Forest Grove (1st Wednesday Art Walk) $ 1,000 Provide live music for outdoor First Wednesday events
Focus on Book Arts $ 1,000 Promotional materials for Focus On Book Arts 2009 Conference
Friends of Historic Forest Grove $ 1,000 Promotional materials for Historic Homes Tour
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Genealogical Society of Washington Preservation of documents related to Pioneer Certification Pro- County, OR $ 1,000 gram Glenn & Viola Walters Cultural Arts Center (Hillsboro) $ 2,000 Support for First Tuesday Arts & Culture Celebrations
Hillsboro Community Arts $ 2,000 Supplies for Rise Above art program for homeless youth
Hillsboro Community Youth Choir $ 2,000 Advertising & promotion of youth choir concerts, auditions, etc. Hillsboro Downtown Business Association ArtWalk $ 1,000 Promotional materials for First Tuesday ArtWalk events Housing Development Corp of Northwest Art classes for youth in HDC residences, (OCAC offered to part- Oregon $ 2,000 ner)
Masque Alfresco $ 1,000 Two free, outdoor commedia dell'arte plays (Moliere & Goldoni)
Oregon Chorale $ 2,000 support for December Concert, covering orchestra costs Marketing materials for free Indian performing arts & cultural RASIKA $ 2,000 events
Sherwood Historical Society $ 2,000 Support for History Summer Camp for Kids Youth researched & designed coloring book depicting early Tu- Tualatin Historical Society $ 2,000 alatin life
Washington County Historical Society $ 2,000 10 Mobile Museum presentations to est. 400 school children
Westside Cultural Alliance $ 2,000 Grow & maintain Artists & Performers Registry Website Total grants pending May 2008 (for FY08-09): $35,000
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Appendix 2: Bylaws for WCAHHC
Washington County Arts, Heritage and Humanities Coalition Bylaws
Article 1. Purpose
Section 1. The Washington County Arts, Heritage and Humanities Coalition was created by the Board of County Commissioners for the purpose of distributing funds from the Oregon Cultural Trust to address the priorities of the Washington County Cultural Plan. To that end, the Wash- ington County Arts, Heritage and Humanities Coalition (Coalition) shall serve as an advisory body to the Board of County Commissioners to promote the cultural identity, quality of life and economic vitality of Washington County and its arts, heritage and humanities organizations.
Section 2. The responsibilities of the Coalition shall be to:
a) Promote public awareness of and participation in arts, heritage and humanities organiza- tions and events in Washington County though development of a county-wide cultural plan which shall be reviewed and updated on a bi-annual basis;
b) Administer funds received from the Oregon Cultural Trust and other sources;
c) Establish administrative policies and bylaws for the Coalition, and recommend appoint- ment of a fiscal agent for funds and grant management;
d) Develop guidelines and policies for granting funds consistent with the goals of the Cul- tural Plan;
e) Encourage cultural learning by enhancing young people’s access to and participation in art, heritage, and humanities events and opportunities in Washington County in order to promote an understanding of culture and to aide in fostering healthy human development;
f) Integrate art and heritage projects into public spaces throughout Washington County;
g) Assure that there are accessible, suitable and affordable spaces for cultural activities in Washington County;
h) Encourage comprehensive arts-focused planning efforts in Washington County through the integration of cultural development strategies with economic development policies;
i) Strengthen and promote local heritage organizations, sites, landscapes, collections, exhib- its, folklore, research and education programs for the purpose of preserving local history;
j) Integrate the County’s historical roots with its modern ethnic diversity to promote social connectedness and understanding;
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k) Identify and support existing cultural organizations, scholars, artists, historians and facili- ties;
l) Recruit leaders who will promote the integration of arts, heritage and humanities in Washington County; and
m) Advocate for additional public and private funding and resources to implement the goals of the Cultural Plan.
Article II Membership
Section 1. The Board of County Commissioners, through the Board’s Rules and Procedures, will appoint the Coalition members to the Washington County Arts, Heritage and Humanities Coali- tion. The Coalition will be comprised of not less than nine (9) and not more than fifteen (15) members, representing the geographic diversity of Washington County, as well as a broad range of business, education, and arts, heritage and humanities organizations located within Washing- ton County. Members shall reside in Washington County or be members of a business or or- ganization significantly involved in arts, heritage or humanities activities in the County.
Section 2. Terms of appointment shall be three years. The initial slate of members shall be ap- pointed to staggered terms by the Board of County Commissioners. Thereafter, the Coalition will recommend candidates to fill vacancies for approval by the Board of County Commissioners. Members’ terms shall commence on January 1st and end on December 31st. Members may only serve a maximum of two (2) terms consecutively. In case of a resignation, a new member shall be appointed to fill the remainder of the unfilled term.
Section 3. Recruitment of new members to fill expired or vacated positions shall be coordinated through the Board of County Commissioners’ established process, including announcement of vacancies, advertisement, applications, review and appointment. The Coalition shall actively en- courage application by qualified community members, and offer recommendations for appoint- ment to the Board of County Commissioners.
Section 4. The Board of County Commissioners will appoint at least one member of the Board as a member of the Coalition.
Section 5. Members of the Coalition and any committees thereof shall serve without compensa- tion.
Article III Officers
Section 1. The officers of the Coalition shall be a Chair and Vice-Chair. The officers shall be elected by the Coalition for a term of one year and shall serve until their successors are elected. Vacancies shall be filled by an election of the Coalition for the unexpired term for the vacant of- fice.
Section 2. The Chair shall preside at all Coalition meetings, call special meetings as he or she deems appropriate, serve as spokesperson for the Coalition, and act as liaison from the Coalition to the Washington County staff. The Chair shall be the previous year’s Vice-Chair.
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Section 3. The Vice-Chair shall serve in the absence of the Chair, including serving as Interim Chair is the event of a vacancy in the Chair until such time that an election can be held.
Article IV Work Groups and Committees
Section 1. Work groups or committees shall be established and terminated as determined by the Chair, with approval of the Coalition, based on the interests and goals of the Coalition.
Article V. County Liaisons
Section 1. A staff liaison employed by Washington County shall be identified by Washington County to serve as staff to the Coalition. The Staff Liaison shall assist the Coalition in coordi- nating and conducting business, and be responsible for assuring compliance with the public meeting laws, preparation of meeting notices, agenda and minutes, maintenance of files, prepara- tion of correspondence and other tasks for the Coalition.
Section 2. On an occasion, other Washington County staff may be called upon to provide infor- mation or assistance to the Coalition. Such involvement from the other County staff will be co- ordinated through the Staff Liaison.
Article VI Meetings
Section 1. Regular meetings shall be held by the Coalition at the date and time agreed upon by the majority of the Coalition. Special meetings may be called by the Chair or at the request of three or more Coalition members.
Section 2. Notice of meetings shall be given no less than seven days in advance of a meeting. However, should an issue of urgency arise, a meeting notice may be given twenty-four hours in advance of a meeting. Meetings shall be held at a location agreed upon by the Coalition, and shall be accessible to persons with disabilities.
Section 3. A quorum shall consist of a majority of Coalition members. Any formal action of the Coalition shall be taken with a majority vote by a quorum of the membership. Section 4. Each member of the Coalition is entitled to one vote. The Staff Liaison is not a vot- ing member of the Coalition.
Section 5. In the event that urgent business must be transacted between regularly scheduled meetings, a vote of the membership may be taken by electronic mail. To be considered a valid vote, 80% of all Coalition members must participate.
Section 6. Questions of procedure not addressed by the bylaws shall be in accordance with the latest edition of Robert’s Rules of Order. Article VII Rules of Conduct
Section 1. Individual Coalition members may represent or speak on behalf of the Coalition to the public, to the Washington County Board of Commissioners, or to other groups only with the authorization of the Coalition, made by a motion at a regular meeting.
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Section 2. In the event that a Coalition member engages in business with the County that could present a potential conflict of interest with matters within the Coalition’s purpose, such member will declare the potential conflict of interest and refrain from voting on any such matters.
Section 3. A member unable to attend a scheduled meeting shall notify the Staff Liaison in order to be issued an excused absence. At the discretion of the Chair, three unexcused absences may result in dismissal from the Coalition. Replacement members will be appointed to the Coalition by the County Board of Commissioners following the County’s adopted procedures for advertis- ing, recruitment, review and appointment of residents to boards and commissions.
Article VIII. Amendments
Section 1. These bylaws may be amended by a majority vote of the Coalition members at a regular meeting. The Washington County Board of Commissioners shall give final approval to an amendment to these bylaws.
Section 2. These bylaws shall be reviewed on an annual basis.
Approved by the Coalition:
Signature, Name of Chair
Date
Approved by the Board of Commissioners:
Signature, Name and Title
Date
Text approved by the Washington County Arts, Heritage and Humanities Coalition 12/8/05.
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Appendix 3: 2008 WCAHHC Grant Guidelines, Application and Review Criteria
Community Cultural Participation Grants FY 2008‐09 for non‐profit organizations
Washington County Arts, Heritage & Humanities Coalition mission statement
The WCAHHC mission is to build the cultural identity, quality of life and economic vitality of Washing- ton County and its arts, heritage and humanities organizations.
Statement of Non‐Discrimination
The WCAHHC is committed to providing services and making our resources available to every member of Washington County without regard to race, color, creed, religion, age, gender, sexual orientation, mili- tary status, marital status, political opinion, national origin, familial status, mental and physical disability, gender identity, and source of income or disability status.
Grant Guidelines
The Community Cultural Participation (CCP) Grant Program provides financial support for Washing- ton County non-profit arts, heritage and humanities organizations. Applicants to this grant program can apply for activities or opportunities that address one or more of these four goals: 1. Public Awareness and Participation: Marketing and promotion 2. Cultural Learning: Education and cultural participation 3. Support Existing Cultural Organizations: Professional development and capacity building 4. Cultural and Economic Development: Impact of the arts and culture
Examples may be found at the top of page 2 or visit www.westsideculturalalliance.org for fuller details in the Cultural Plan.
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Proposals in the CCP Grant Program should be geared toward a specific event, activity or communication of the organization. Applications must clearly demonstrate how the proposed activity, event or commu- nication will: 1. Build awareness of the role and value of arts, heritage or humanities and increase public partici- pation; or 2. Promote youth access to the arts, heritage and humanities to enhance learning and healthy human development; or 3. Support existing Washington County Cultural organizations; or 4. Integrate cultural development with economic development policies.
A strong grant will address our priorities of promoting cultural diversity, developing community partner- ships, providing matching fund opportunities, and/or promoting cultural tourism.
Examples of CCP Grant Proposals include: • Expenses for events and activities accessible to the public: festivals, performances, workshops, lec- tures, conferences, exhibits, open studio tours and other activities which will clearly help enrich cul- tural participation within the county. • General promotional material that focuses on one of more of the previously mentioned four goals. Applicants must demonstrate a clear distribution and/or marketing plan in proposals for promotional materials. (Promotional materials include the development of websites.) • Create and implement a cultural learning program. • Work with the Washington County Visitors Association, or support cultural tourism events or activi- ties.
Funding for CCP grants comes from the Oregon Cultural Trust (OCT). The Washington County Board of Commissioners has appointed the WCAHHC to administer the grant program. The number of CCP grants awarded will depend on the funds available in the CCP Grant budget for that year.
To find out more about the Oregon Cultural Trust, go to: www.culturaltrust.org. To access a copy of the Washington County Cultural Plan or to find out more about the Washington County Arts, Heritage, & Humanities Coalition, go to: http://www.westsideculturalalliance.org/wccc/index.htm.
How to apply for a CCP Grant 1. Applicants must complete and electronically submit an on-line application to RACC no later than 5:00 pm Wednesday April 9, 2008. Late or paper applications will not be accepted. 2. To access the CCP on-line application & guidelines go to any of the following websites: www.wccls.org www.racc.org www.westsideculturalalliance.org
Please Note: There is NO “Spell Check” on the online application process. Please proofread your appli- cation before submitting.
We strongly recommend attending one of the two CCP grant orientations: Tuesday, March 4th, 4 – 5:30 p.m. Thursday, March 6th, 4 – 5:30 p.m. Walters Cultural Arts Center Tualatin Heritage Center 527 East Main Street, Hillsboro 8700 SW Sweek Drive, Tualatin (503)615-3485 for directions (503)885-1926 for directions
Grant Cycle
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All funded activities must take place between July 1, 2008 and June 30, 2009.
Eligibility Two levels of Community Cultural Participation grants are available, one for up to $1000 and the other for up to $2000. WCAHHC reserves the right to award different amounts depending upon the applicant pool and the number of requests. Only organizations that have 501(c)(3) status may apply for Level 2.
Grants at both levels should address one or more of the same four goals: Public Awareness and Partici- pation, Cultural Learning, Support Existing Cultural Organizations, or Cultural and Economic Develop- ment. Collaboration and cooperation between organizations is encouraged.
An organization may apply for and receive only one grant per year.
Level 1 Eligibility Criteria: Up to $1000 CCP Grant 1. Be a “not-for-profit” arts, humanities or heritage organization or be an educational institution or gov- ernment agency with an arts, heritage or humanities component. IRS 501(c)(3) status is not required. Applications from individuals or private businesses will not be accepted. 2. Be applying for an opportunity that specifically enhances Public Awareness and Participation, en- hances Cultural Learning, supports Existing Cultural Organizations, or encourages Cultural and Eco- nomic Development (as described above). 3. Provide WCAHHC with an Employer Identification Number (EIN). To get information or apply for an EIN number go to www.irs.gov and link to "Employer ID Numbers" under the "Businesses" link on the homepage. 4. Be headquartered within Washington County and serve Washington County residents. (Branch of- fices of organizations headquartered elsewhere are not eligible to apply.) Events or activities must take place in Washington County. 5. Applications by social service agencies will be accepted if application is made in partnership with a cultural organization for a joint project, with the cultural organization acting as the lead applicant. 6. Applications will be accepted to support capital expenditures such as the acquisition of public art or museum exhibits, but may not be used for capital campaigns. 7. If an organization received a CCP Grant in 2007, a final report for that grant must be submitted prior to applying for a 2008 grant. If the activity has not yet been completed, please explain. 8. Applicants must submit an itemized list of expenditures for the proposed activity.
Level 2 Eligibility Criteria: Up to $2000 CCP Grant In addition to the Level 1 criteria, the following criteria must be met in order to apply for a Level 2 grant: 1. Organization must have IRS 501(c)(3) status. (Upon request, a letter verifying status must be submit- ted.) 2. A brief budget for the proposed activity must be submitted indicating revenue and expenditures, in- cluding in-kind revenue.
Ineligible Expenditures/Applicants
1. Grants will not be awarded to an individual or a private business. 2. Grants will not be awarded to pay for full- or part-time staff positions or support a capital campaign. 3. Purchases of equipment not critical to the organization’s mission will not be funded by CCP grants. 4. Organizations from outside Washington County are not eligible to apply for a Washington County CCP grant. 5. Grants will not be awarded to fund activities or events that take place outside Washington County.
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Review Process
1. WCAHHC members will review proposals according to the established eligibility criteria. 2. Awards will be based on WCAHHC recommendations. 3. Grant applicants can anticipate notification of grant award status by May 31, 2008.
Notification and information on award status can only be given after the grants process is com- plete. If you have not received official notification by June 6, 2008, contact RACC staff at 503.823.5111.
Acknowledgment (Credit to WCAHHC & OCT)
CCP grant recipients will acknowledge the support of the WCAHHC and the Oregon Cultural Trust in all publicity related to the CCP grant.
An electronic version of the WCAHHC graphic is available from Eva Calcagno ([email protected]). The Cultural Trust graphic is available on its website. Recipients are requested to mail copies of printed materials, press releases/coverage related to the project or activity to WCAHHC for its files. Please mail them to: Washington County Arts, Heritage and Humanities Coalition c/o Eva Calcagno, WCCLS 111 NE Lincoln St. MS-58 Hillsboro, OR 97124
CCP Grant Compliance
1. Applicants awarded a CCP grant must complete the grant between July 1, 2008 and June 30, 2009. 2. Awardees must submit a Final Report of their completed activities within 30 days of the end of the grant cycle. The report form will also be available via RACC’s online grant process (see www.racc.org). Compliance with the final reporting requirements in previous grant cycles will be considered when the applicant’s future grant applications are in review. 3. CCP grant recipients will acknowledge the support of the WCAHHC and the Oregon Cultural Trust in all publicity related to the CCP grant. 4. It is the responsibility of the grant applicant to notify WCAHHC in writing (at the address above) and in advance of any changes in the grant status.
Grant Assistance
The WCAHHC has contracted with the Regional Arts & Cultural Council (RACC) to manage the CCP grant process. For questions regarding the application process, contact RACC grant staff at: Helen Daltoso: 503.823.5402, [email protected] or Ingrid Carlson: 503.823.5417, [email protected] For questions about the grant guidelines, contact Eva Calcagno on behalf of the WCAHHC at: [email protected]
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ON‐LINE APPLICATION INSTRUCTIONS
1. Applicants must electronically submit a completed application form using the WCAHHC online process by the deadline of 5:00 p.m. Wednesday, April 9, 2008. Paper or late applications will not be accepted. 2. No supplementary materials are required for this grant application. 3. Make sure you read the WCAHHC Community Cultural Participation Grant Guidelines for FY 2008-09 before completing your application. 4. Notification of awards will be made by the end of May 2008.
APPLICANT DATA
Organization Name Contact Person Date established
Mailing Address Suite/Apt. #
City State Zip (+4) County
Federal Tax ID (EIN #) Web Site (if available)
Main Phone FAX E-mail
501(c)3 Y/N (required for $2000 grant) Year 501(c)3 granted
# of Staff # of volunteers
Alternate Contact Name E-mail
Indicate what level of funding you are applying for: $1000 $2000
Did your organization receive a CCP grant for 2007-08? Yes No If yes, have you filed a final report for 2007-08? Yes No If not yet filed, please explain why?
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INFORMATION REGARDING YOUR ORGANIZATION AND PROPOSAL:
This grant proposal is for (check all that apply):
program funding capacity building operating expenses development other
1. Provide your organization's mission.
2. Provide a brief history of your organization and a description of your organization's leadership.
3. Describe the program for which you are seeking funding and how the program meets CCP Grant Goals.
4. What is the expected outcome of the program?
5. Briefly detail how the funds will be spent in relation to your total budget for this program.
6. What impact will the program have in Washington County?
7. Who is your target audience? How many people do you anticipate will be reached by your pro- posal?
Proposal Start Date: ______Proposal End Date: ______(Activities must occur between 7/01/08 and 6/30/09)
Name, title, phone number and email address of person responsible for the grant:
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Appendix 4: Historical Background from the 2004 Cultural Plan
Plan Origins The Oregon Cultural Trust Endowment was created in 2001 by the Oregon Legislature and Governor to preserve and strengthen Oregon’s culture, statewide. Creation of the Cultural Trust followed extensive cultural planning which occurred from 1998‐2000, engaging thousands of citizens and leaders throughout the state, working together to increase collaboration and public funding for cultural initiatives. The legislation estab‐ lishes a tax credit for direct contributions to the Oregon Trust for Cultural Develop‐ ment, a long‐term public/private funding initiative designed to preserve and strengthen culture for all Oregonians.
In 2002, every County and native Tribe in Oregon was asked to undertake cultural planning to identify cultural resources, priorities, strategies and a local leadership struc‐ ture for stewardship of allocations from the Cultural Trust to implement the plans. The Washington County Cultural Coalition Planning Committee (WCCCPC) was nomi‐ nated by the Board of Commissioners and approved by the Cultural Trust to oversee planning. The WCCCPC was made up of 23 individuals from all areas of the County representing the arts, heritage, humanities, business, education, the media and govern‐ ment.
Planning Background The roots of cultural planning in Washington County go back at least as far as the early 90’s when County cultural leaders participated in Arts Plan 2000+, the first comprehen‐ sive regional cultural plan in the nation. As a result, the Board of Commissioners began making yearly investments in cultural development in 1994, and the County joined its metropolitan neighbors in creating the Regional Arts and Culture Council as a regional resource for cultural development. Local communities such as Beaverton, Hillsboro and Tualatin have also engaged in cultural planning and development by supporting arts commissions, public art and other cultural projects.
In 1999, a Washington County Arts and Culture Steering Committee recommended to the Regional Arts and Culture Council that an Arts and Culture Inventory be created to identify cultural assets and to provide information that could lead to a strengthened cultural infrastructure. Surveying revealed priorities for cultural development, includ‐ ing raising awareness and visibility, expanded arts education, more facilities, increased funding and the need and opportunity for stronger networking among arts, business, government and community leaders. The Westside Cultural Alliance (WCA) was
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formed in May, 1999, as an arts and cultural planning and advocacy group. Since then, WCA has expanded to include representatives from libraries, heritage and humanities and played a crucial role in laying the groundwork for the current planning effort. The Washington County Cultural Coalition Planning Committee has noted a strong conti‐ nuity with past cultural planning and integrated issues and priorities into this effort.
The Cultural Planning Process In January, 2003, the Washington County Cultural Coalition Planning Committee began meeting to oversee planning. In July, 2003, they contracted with Bill Bulick, a nation‐ ally‐known cultural planning consultant, to design and facilitate the process. The WCCCPC has taken an extremely active role in a comprehensive planning process that has included: • Extensive review of past cultural planning efforts and other information and sta‐ tistics about the County. • October 2nd, 2003: Cultural Planning Forum to engage citizens and identify is‐ sues. • Surveying conducted during fall, 2003: more than 3,000 surveys were distributed to the public at community events and public libraries. Almost 350 Washington County residents returned surveys, providing opinions on cultural strengths, is‐ sues and needs (Executive Summary of Survey Findings is attached as Appendix C). • Key Interviews: over 30 were completed with key County arts, heritage, hu‐ manities, business, education and government leaders. • Focus Groups were conducted with: • Washington County Convention and Visitors Bureau; • Westside Cultural Alliance and individual artists, scholars, historians; • Representatives of the Latino community, held at Centro Cultural; • Washington County School Superintendents; • Economic Development Officers of various communities; • Washington County History Roundtable; • Vision Action Network; • Washington County Youth Advisory Council; • Washington County City Managers Forum. • The Cultural Inventory was updated with input from the planning processes. • Cultural Summit, February 18, 2004: an intensive working session to review findings and flesh out strategies. • Ongoing Cultural Coalition Planning Committee meetings to review findings, and fine‐tune the process and develop strategies.
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Washington County Cultural Coalition Planning Committee (WCCCPC) members 2004: Pam Baker, Chair WCCCPC, Cultural Arts Center Consultant Dan Bronleewe, Elite Granite Eva Calcagno, Washington County Library Services Jan Baker Carlson, Baker Rock Ron Flores, Ron Flores Events Joyce Lorvo Gabriel Mark Granlund, Washington County Historical Society and Museum Barbara Hanson, Hillsboro Community Arts Larry Harvey, Communication Strategies Inc. Marci Hosier, Tualatin Valley Television Maihwa Frances Li, Artist Stephanie Lind, Cornelius Public Library Sharon Maroney, Broadway Rose Theater Company Sean Morgan, Cultural Arts Manager, City of Hillsboro William Nothstine, Writer Althea Pratt‐Broome, Willowbrook Arts Camp Jayanthi Raman, Rasika India Arts & Culture Council Sabino Sardineta, Centro Cultural Jayne Scott, Beaverton Arts Commission Samuel Shogren, Shogren Consulting, Museum Consultant Carla Ueki, Beaverton Art Literacy Joyce Ashmanskas
Ad hoc WCCCPC members Rocio Espinoza, Centro Cultural and Cornelius Public Library Trilce Navarrete, Centro Cultural Jodi Nielson, Washington County Cooperative Library Services
Staff: Bill Bulick, Creative Planning: Design and Facilitation of Planning; Lead Writer Anne Avery, Westside Cultural Alliance Coordinator David Hudson, Executive Director, Regional Arts and Culture Council; liaison to WCCCPC
Participants in key interviews, focus groups and Cynthia Billette, Columbia Crossroads community meetings Jonas Blaut, The Chislerʹs Skool of Stone Skulpture Barbara Acker, Tour Guide Harry Bodine, retired Oregonian writer, covered Wa Co Constance L. Adams Bill Bosh, Cornelius Community Center Foundation Leo Aguilar Sue Bounder Jann Sparks, Assistant, Beaverton Arts Commission Susan Bremkamp, Hillsboro Community Arts Betty Atteberry, Jacob Brennan, Youth Advisory Council Executive Director, Ex Dir Westside Economic Alliance Tom Brian, Chair, County Board of Commissioners Lorena Avaloz Virginia Bruce Cedar Mill Business Association Anne Avery, Coordinator, Westside Cultural Alliance Bill Bulick, Planning Consultant Maryanne Azdine, President, Foundation for Academic & Cultural Exch Janice Burger, Associate Administrator, Providence/St Vincent Medical Center Pam Baker, WCCCPC Eva Calcagno, Manager, WCCLS Robyn Taylor Barbon Charles Cameron, County Administrator, Washington George Bell, Oregon Cultural Trust County Jerry Berger, Interim Head, Portland Community Col‐ Barry Carroll, Hillsboro Actorsʹ Regional Theatre lege
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Ariel Cerrud, Youth Advisory Council Clay Hoffman, Artist Bill Christopher, President, Portland Community Col‐ Marci Hosier, Executive Director, Tualatin Valley Tele‐ lege Rock Creek Campus vision Steve Clark, President & Publisher, Community News‐ Shirley, Huffman, c/o Hillsboro Chamber of Commerce papers Gayle Hughes, Hillsboro Actorsʹ Regional Theatre Donna Clark, Owner, Laurel Valley Schl of Dance Lucy J. Iraola, WCCLS Hispanic Outreach Librarian Jerry Colonna, Superintendent, Beaverton School Dis‐ Silvia Jaques trict Laurie Johnson Joe Cortright, Vice President, Economist, Impresa Con‐ Fred Johnson sulting Roy Kim, President, Central Bethany Development Phillip Creighton, President, Pacific University Paula, Kinney, Principal, Arts & Communication Mag‐ Diana Daggett, Public Affairs Manager, Intel Corpora‐ net Academy tion Bonnie Laing‐Malcolmson, Executive Director, Oregon Eloise Damrosch, RACC College of Art and Craft Kay Demlow, Hillsboro Historical Society Steve Lauder, Superintendent, Tigard‐Tualatin School An Do, Youth Advisory Council District James Drake, Actor Rancy Li, Youth Advisory Council Rob Drake, Mayor/Manager, City of Beaverton Brian Lightcap, Woodworker Brenda Eichelberger, Active Citizen, Instructor at PSU Stephanie Lind, Director, Cornelius Public Library Margaret Eickmann, Executive Director, Childrenʹs Greg Lint, Oak Knoll Winery Museum Clyde List, Sherwood Historical Society Rocio Espinoza, Centro Cultural, and Cornelius Public Janna Mock Lopez Library Roel Lundquist, City Manager, City of Durham Brett Estes, Sharon Maroney, Broadway Rose Theatre Company Tiffany Estes, Graphic Artist Loyce Martinazzi, Tualatin Historical Society Tim Ewert, City Manager, City of Hillsboro Charles McAvoy, Forest Grove Library Laida Flores, Andrea McBeh, Youth Advisory Council Saida Flores Mike McBreen, Nike David Gallardo, Larry McClure, Tualatin Historical Society Judy Goldmann, Genealogist, WA County Family His‐ tory Society Marilyn McGlassen, Superintendent, Banks School Dis‐ trict Mark Granlund, Washington County Historical Society & Museum Brian McMenamin, President, McMenamins Brew Pub Empire Tom Green, Assistant Superintendent, Beaverton School District Phyllis Meyer, Artist, Beaverton Arts Commission Board Perry Gruber, Community Affairs Manager, Intel Debi Miller, Youth Advisory Council Ines Guillen Bill Monahan, City Manager, City of Tigard Laura Gunderson, writer, Oregonian Mary Monnat, President & CEO, Tualatin Valley Cen‐ Barbara Hanson, Hillsboro Community Arts ters Larry Harvey, Regional Arts & Culture Council Bud Moore, Interim Superintendent, NWRESD Jay Hawe, WCCC Mary Jo Morelli, Friends of Historic Forest Grove Marilyn Helzerman, President, Hillsboro Rotary Sean Morgan, Arts Manager, City of Hillsboro Paul Hennon, Community Services Manager, City of Tim Morgan, CVBWCO Tualatin Dan Murphy, Broadway Rose Theatre Company James Hill, Publisher, Yuuake Shimbu Japanese News‐ paper Ashok Narayan
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Trilce Navarrete Robert Schlegel, Artist Jerralynn Ness, Executive Director, Community Action Dick Schouten, Wa Co Board of Commissioners Organization Ross Schultz, City Manager, City of Sherwood Jodi Nielsen, Program Educator, WCCLS Jayne Scott, Executive Director, Beaverton Arts Com‐ Frances Noe, Youth Advisory Council mission Shari Noriega, Advisor, Youth Advisory Council Beth Self, South West Music School Julie Nusom, WCCCPC Cheryl Silverblatt, Collection Specialist, Tigard Public Tim OʹMalley, Vice President for University Relations, Library Pacific University Barb Siples, Washington County Historical Society Mu‐ Claudia Renata, Osorio seum Don Otterman, City Manager, City of North Plains Tamera Slack, Homestead Studio Suites Deanna Palm, Executive Director, Hillsboro Chamber Edith Smith, Trianon Restaurant of Commerce Esther Song, Chony Parra Carol Surrency, Oregon Historic Cemeteries Associa‐ Gunsoo Park, Korean Cultural tion Channah Pastorius, Artist JoAnn Tannock, Washington County Family History Society Conrad Pearson, Chair, Vision Action Network The Rev. Wes Taylor, Tualatin United Methodist Larry Pederson, Economic Development Director, City Church of Hillsboro Maria Tomlinson, George Poetschat, Oregon Archaeological Society Amalya Nane Tumanian, Artist Althea Pratt‐Broome, Founding Director, Willowbrook Center Jeff Uecker, History Consultant Jayanthi Raman, Rasika Carla Ueki Becky Read, Artist, Sherwood Arts Commission Rick Van Beveren, President, Reedville Café Mar, Rechner, Advisor, Youth Advisory Council Ramsay Weit, Board, Hillsboro Community Arts Noella Red Hawk, Native American Intertribal Sue Wendel, Arts Advocate Shane Red Hawk, Native American Intertribal Steve Wheeler, City Manager, City of Tualatin Carol Reich, Hillsboro Library & HCA Ron Willoughby, Director, Tualatin Hills Park/Recreation Cindy L. Rhoads C B Wright, Edwards Center Bob Richards, Superintendent, Gaston School District Linda Wright, Corporate Giving/Community Relations, Vergie Ries, City Manager, City of Forest Grove US Bank Dian Ross, Tigard Historical Society Romulo Xol, Doug Rux, Ec. Dev. Manager, City of Tualatin Janet Young, Econ. Dev. Manager, City of Beaverton Sabino, Sardineta, Executive Director, Centro Cultural Rob Saxton, Superintendent, Sherwood School District
WCAHHC Page 31 AGENDA
WASHINGTON COUNTY BOARD OF COMMISSIONERS
Agenda Category: Consent -- Health and Human Services
Agenda Title: APPROVE EXTENSIONS FOR COMMISSION ON CHILDREN AND FAMILIES CONTRACTS AND PROGRAM FUNDING PRIORITIES FOR THE REQUEST FOR PROPOSALS CYCLE
Presented by: Rod Branyan, Director
SUMMARY (Attach Supporting Documents if Necessary)
In spring of 2007, your Board approved Commission on Children and Families program funding for the final year of the current three-year funding cycle, 2005-08 (MO #07-221). In January, 2008 your Board approved the 2008-2014 Community Comprehensive Plan for Children and Families (MO #08-15). This plan was submitted to the Oregon Commission on Children and Families (OCCF) in January, 2008. Following submission of the plan to OCCF, the Commission on Children and Families has worked to develop 2008-11 funding priorities that are consistent with the new Community Comprehensive Plan for Children and Families.
This agenda item seeks approval of a three month extension for Commission on Children and Families (CCF) program funding while a Request for Proposals process is developed for the new three-year funding cycle, 2008-2011. This agenda item also seeks approval of funding priorities identified for CCF program funding, as identified through the comprehensive planning process.
A chart listing the three month extension amounts for each of the current contracts can be found in Attachment A. Funding priorities are listed in Attachment B.
DEPARTMENT’S REQUESTED ACTION:
Approve three-month contract extensions, from July 1, 2008 through September 30, 2008 of up to $911,659 for current CCF program funding for 22 agencies.
Approve funding priorities for three year funding cycle, 2008-2011.
COUNTY ADMINISTRATOR’S RECOMMENDATION: I concur with the requested action.
Agenda Item No. 1.h. Date: 5/27/08
ATTACHMENT A Three Month Contract Extension Amounts
Extension Agency/Program Amount
Beaverton School District - Middle School Activities $ 9,812 - Family Resource Center $ 18,750 - First Step to Success $ 15,000
Police Activities League – Beaverton - After School Program $ 4,250
Beaverton Together! - Alcohol and Drug Prevention $ 3,006
Boys and Girls Club - Hillsboro After School Activities $ 2,500
CASA for Children - Court Appointed Special Advocates $ 33,437
Cascadia Behavioral HealthCare - Pride Project $ 6,188
Community Action Organization - Child Care Provider Stabilization $ 30,918 - Healthy Start / New Parent Network $ 88,303 - Opening Doors, Prenatal Outreach $ 11,932
Domestic Violence Resource Center - Children’s Intervention Program $ 20,800
Forest Grove School District - Family Resource Center $ 18,750 - Neil Armstrong Middle School Activities $ 9,562 - First Step to Success $ 15,000
Gaston School District - Alternative Education $ 3,500
Extension Agency/Program Amount Hillsboro School District - Family Resource Center $ 18,750 - First Step to Success $ 15,000
IRCO - Child Care Stabilization $ 5,129
LifeWorks NW - Family Coaching $ 40,535 - FAST $ 8,337 - Healthy Start / New Parent Network $ 84,486 - Parenting Consortium $ 12,500
Lutheran Community Services - Healthy Start / New Parent Network $ 74,979
Morrison Child and Family Services - Early Childhood Mental Health Consultation $ 50,000
Oregon Child Development Coalition - Even Start, Parenting $ 7,000
Sherwood School District - Alternative Education $ 3,500 - First Step to Success $ 15,000
Tigard-Tualatin School District - Family Resource Center $ 18,750 - First Steps $ 15,000 - Middle School Activities $ 10,333 - Tualatin Together!, WEB $ 3,006
Virginia Garcia Memorial Health Center - Prenatal Outreach $ 5,000
Washington County Health and Human Services - Healthy Start / New Parent Network $ 96,562
Youth Contact - Project Success $ 33,635 - Student Assistance Program $ 34,750
TOTAL $911,659
ATTACHMENT B FUNDING PRIORITIES FOR 2008-2011
I. Assuring that children have access to the physical and behavioral health care and support they need and are in safe living environments
a. Services for Child Witnesses of Domestic Violence b. Court Appointed Special Advocates c. Prenatal Care Outreach
II. Enhancing parents capacity to care for their children
a. Parenting Education b. Family Coaching c. Family Resource Centers (through school district Youth Development Plans)
III. Enhancing support for early childhood and school readiness
a. Child Care Provider Stabilization and Training b. Early Childhood Mental Health Consultation c. School Readiness – Literacy Development d. School Readiness – First Steps e. Healthy Start
IV. Enhancing positive youth development and building strong relationships among communities, schools, and human services
a. Positive Youth Development – Special Populations b. School District Youth Development Plans – including Family Resource Centers and Positive Youth Development allocations for student retention services and after school activities c. Alcohol and Drug Prevention
AGENDA
WASHINGTON COUNTY BOARD OF COMMISSIONERS
Agenda Category: Consent - Sheriff's Office
Agenda Title: APPROVE CONTRACT WITH TRI-MET AND THE CITY OF PORTLAND FOR PROVISION OF WESTSIDE LIGHT RAIL TRANSIT POLICE SERVICES
Presented by: Rob Gordon, Sheriff
SUMMARY (Attach Supporting Documents if Necessary)
Tri-Met, through its contracted Transit Police Division of the Portland Police Bureau, has submitted a new contract (with Washington County) to implement transit security services. This contract replaces the previous Tri-Met contract approved by the Board.
The contract provides for Tri-Met to fund one deputy sheriff position (salaries, benefits and indirect charges) in exchange for Washington County assigning this deputy to the Transit Police Division. The deputy will remain in the employ of Washington County, but will be supervised by Tri-Met’s Transit Police Division.
The Sheriff is requesting that the new contract be effective for the period commencing March 12, 2008 and ending June 30, 2009. The costing formula ensures full cost recovery in accordance with County policy regarding law enforcement contracts. The annual budget for these services is $118,277 and is included in the fiscal 2008-09 approved budget.
DEPARTMENT’S REQUESTED ACTION: Authorize the County Administrator, upon contract review, to execute this agreement on behalf of the Board.
COUNTY ADMINISTRATOR’S RECOMMENDATION: I concur with the requested action.
Agenda Item No. 1.i.
Date: 5/27/08
AGENDA
WASHINGTON COUNTY BOARD OF COMMISSIONERS
Agenda Category: Consent Agenda – Support Services
Agenda Title: GRANT WAIVER/AUTHORIZE CONTRACTS FOR HOUSING SERVICES (28070W)
Presented by: John Hartner, Director, Community Corrections Linda Baumgartner, Purchasing Supervisor
SUMMARY (Attach Supporting Documents if Necessary)
Request your Board grant a waiver from the Request for Proposal (RFP) process and authorize contracts to acquire specialized housing services in an amount not to exceed $750,000 for the five-year period ending June 30, 2013.
The Washington County Community Corrections Department contracts with specialized housing providers who have been selected by the Community Corrections Program Services Division to provide services. Selection criteria includes experience, training and references. Individual providers typically do not receive more than $25,000 for services provided during a fiscal year. County professional service agreements are entered into with each of the providers.
Per County Purchasing Rules 10-120, multiple agreements to vendors for the provision of similar services, the aggregate cost of which exceeds $75,000 shall be awarded by an RFP process, or by a Board waiver from the RFP process. The aggregate cost for all services combined is less than $150,000 for each fiscal year through June 30, 2013. The RFP process is not the most appropriate or feasible way to contract for these services. The Department needs the ongoing flexibility to contract with new, qualified, housing service providers throughout our community. The standard RFP process restricts the addition of new vendors to one specific time period. A waiver from the RFP process is requested from your Board. (continued on page 2)
DEPARTMENT’S REQUESTED ACTION: Request that your Board grant a waiver from the RFP process and authorize contracts for housing providers as described above, in the not-to-exceed amount of $750,000 through June 30, 2013.
COUNTY ADMINISTRATOR’S RECOMMENDATION: I concur with the requested action.
Agenda Item No. 1.j.
Date: 05/27/08
Grant Waiver/Authorize Contracts for Housing Services Page 2
Any new providers who come forth during the duration of this five year contract cycle, will be offered a contract, provided a need exists in a particular area, and the provider meets minimum qualifications.
The Department has historically had difficulty maintaining an adequate number of qualified housing providers. Because of this factor, the Department sees the RFP process as not the best method for obtaining these services.
EXHIBIT A
ADDITIONAL INFORMATION REQUIRED TO GRANT A WAIVER
County Purchasing Rule # 10-130 states that your Board may grant a waiver from the RFP process for a specific personal service contract or a category of contracts, the request must contain the following:
(a) The nature of the agreement:
Response: Professional service agreements with qualified providers who are identified or who will be identified to provide housing services for the Community Corrections Department.
(b) The estimated cost:
Response: $150,000 for each fiscal year through June 30, 2013; $750,000 as an aggregate maximum payment for all providers.
(c) A narrative description of the basis for the waiver, and the reasons a RFP would be inappropriate:
Response: Qualified providers with the necessary housing services are contracted with in case their particular services are required. The specific selection is made on a case by case basis. The flexibility to define the housing needs allows Community Corrections to match offenders with the particular type of housing needed.
Any provider who meets Community Corrections standards will be considered. This process allows Community Corrections to contract with providers in various locations throughout the county. By allowing new providers to contract with the Department, we are able to address the shortage we’ve experienced with certain types of housing.
(d) A statement of the alternative selection process that will be used, if any:
Response: Four types of housing are typically used by Community Corrections:
• Clean and Sober housing with case manager • Clean and Sober housing with tenant management • Housing for mentally ill/homeless offenders • Short term immediate need housing
All providers interested in providing services in the aforementioned areas are considered. Those who are qualified and meet program specifications are offered a contract by the Program Services Division.
AGENDA
WASHINGTON COUNTY BOARD OF COMMISSIONERS
Agenda Category: Consent – Support Services
Agenda Title: AUTHORIZE PURCHASE ORDERS FOR MISCELLANEOUS MEDICATIONS FOR THE DEPARTMENT OF HEALTH AND HUMAN SERVICES (28055SA)
Presented by: Linda Baumgartner, Purchasing Supervisor Rod Branyan, Health and Human Services
SUMMARY (Attach Supporting Documents if Necessary)
The Department of Health and Human Services (HHS) is requesting that the Purchasing Supervisor be authorized to issue purchase orders for the acquisition of miscellaneous medications. Assorted drugs are purchased annually for the Hillsboro, Tigard and Beaverton Clinics. Purchases for the 2008-09 fiscal year are estimated at $360,000. Purchases made for last fiscal year are estimated at $354,854.
A majority of the drugs are available through a multi-state buying agreement in which the State of Oregon participates, or are available from Multnomah County. Based on an annual intergovernmental agreement with the State of Oregon, the County can issue purchase orders directly to vendors for State price agreement purchases. These contracts have been competitively bid and awarded by the State based on their statewide order volumes. Purchases from these State contracts or from Multnomah County are exempt from any further competitive bidding requirements by the County. However, County Purchasing Rules state that your Board must authorize the acquisition of all materials and services exceeding $75,000.
DEPARTMENT’S REQUESTED ACTION: That your Board authorize the Purchasing Supervisor to issue purchase orders for miscellaneous medications on State contract or available from Multnomah County, for a total of $360,000 for the 2008-09 fiscal year.
COUNTY ADMINISTRATOR’S RECOMMENDATION: I concur with the requested action.
Agenda Item No. 1.k.
Date: 5/27/08
AGENDA
WASHINGTON COUNTY BOARD OF COMMISSIONERS
Agenda Category: Consent – Support Services
Agenda Title: AUTHORIZE PURCHASE ORDERS FOR LAW LIBRARY CIRCULATION MATERIALS (28058SA)
Presented by: Linda Baumgartner, Purchasing Supervisor Laura Orr, Law Librarian
SUMMARY (Attach Supporting Documents if Necessary)
This agenda item requests that your Board authorize the Purchasing Supervisor to issue purchase orders for legal circulation materials. The Law Library purchases legal materials for its users from several different sources. The majority of the materials are copyrighted and thus not available from other publishers. Staff is requesting the authority to issue purchase orders up to the amount budgeted for this purpose. The budget for fiscal year 2008-09 includes $125,000 for such purchases.
Acquisition of legal circulation materials (books, reference materials, etc.) is exempt from the competitive bidding process per County Rule #20-050. This rule states that the County is exempt from all bidding and quote requirements for the acquisition of library circulation materials due to the sole source nature of these materials. The County Purchasing Supervisor is authorized to issue purchase orders up to $75,000. However, because the total expenditure for these materials exceed this threshold, delegated signature authority by your Board is required.
DEPARTMENT’S REQUESTED ACTION: That your Board authorize the Purchasing Supervisor to issue purchase orders for legal circulation materials up to the amount approved in the County’s budget for this purpose
COUNTY ADMINISTRATOR’S RECOMMENDATION: I concur with the requested action.
Agenda Item No. 1.l.
Date: 5/27/08
AGENDA
WASHINGTON COUNTY BOARD OF COMMISSIONERS
Agenda Category: Consent – Support Services
Agenda Title: AUTHORIZE PURCHASE ORDERS FOR RADIO/TELEPHONE/ PAGER RENTAL AND SERVICE WITH SPRINT NEXTEL COMMUNICATIONS (28063SA)
Presented by: Linda Baumgartner, Purchasing Supervisor
SUMMARY (Attach Supporting Documents if Necessary)
This agenda item requests that your Board authorize the County Purchasing Supervisor to issue purchase orders for radio/telephone/pager equipment rental and service with Sprint Nextel for a not-to-exceed amount of $1,180,000 through June 1, 2012.
The County Purchasing Supervisor is authorized to sign and issue purchase orders up to $75,000. Board authorization is required for any amount beyond $75,000. The Sheriff’s Office, Land Use and Transportation, Housing and Facilities are the County’s major users of these services. These services will be ordered through a State of Oregon Price Agreement that expires June 1, 2012. The contract amount is based on an annual estimated expense of $295,000. Expenditures last fiscal year were $284,790.
State of Oregon contracts are obtained through a formal bid process and allow other public agencies to utilize these contracts. County purchases from these contracts are exempt from further competitive bidding. However, since the total costs exceed the $75,000 limit, your Board’s approval is needed to issue the necessary purchase orders.
DEPARTMENT’S REQUESTED ACTION: Authorize the Purchasing Supervisor to issue purchase orders for radio/telephone/pager equipment rental and service with Sprint Nextel using a State of Oregon Price Agreement in an amount not to exceed $1,180,000 through June 1, 2012.
COUNTY ADMINISTRATOR’S RECOMMENDATION: I concur with the requested action.
Agenda Item No. 1.m.
Date: 5/27/08
AGENDA
WASHINGTON COUNTY BOARD OF COMMISSIONERS
Agenda Category: Consent – Support Services
Agenda Title: APPROVE THE USE OF QUALIFIED REHABILITATION FACILITIES FOR TEMPORARY EMPLOYMENT SERVICES
Presented by: Linda Baumgartner, Purchasing Supervisor
SUMMARY:
This agenda item requests that your Board approve the use of DePaul Industries and Galt Foundation for temporary employment services for the estimated expenditure of $318,000 through June 30, 2009.
The Department of Land Use and Transportation/Operations Division uses DePaul Industries to provide temporary maintenance laborers (utility workers) in their field crews during the construction season. Other departments also use these agencies for temporary workers on an as- needed basis.
These two firms are Qualified Rehabilitation Facilities (QRF). Per ORS 279.850, public agencies are required to procure goods and services (including temporary services) from designated QRF’s when those services meet our needs.
County Purchasing Rules state that your Board must authorize all acquisitions of materials and services exceeding $75,000. Although the acquisition of temporary services is exempt from the formal bid process (if a QRF is utilized), due to the total annual costs exceeding the $75,000 limit, your Board’s approval is necessary
DEPARTMENT’S REQUESTED ACTION: That your Board approve the use of DePaul Industries and Galt Foundation for temporary employment services for a total of $318,000 for the 2008-09 fiscal year.
COUNTY ADMINISTRATOR’S RECOMMENDATION: I concur with the requested action.
Agenda Item No. 1.n.
Date: 5/27/08
AGENDA
WASHINGTON COUNTY BOARD OF COMMISSIONERS
Agenda Category: Consent – Support Services
Agenda Title: AUTHORIZE PURCHASE ORDERS FOR COOPERATIVE LIBRARY CIRCULATION MATERIALS AND ANNUAL REFERENCE RESOURCE SUBSCRIPTIONS (28059SA)
Presented by: Linda Baumgartner, Purchasing Supervisor Eva Calcagno, Cooperative Library Services Manager
SUMMARY (Attach Supporting Documents if Necessary)
This agenda item requests that your Board authorize the Purchasing Supervisor to issue purchase orders for library circulation materials and annual online reference resource subscriptions. The Cooperative Library Services purchases various circulation materials (books, magazines, videos, compact discs, cassettes, etc.) and subscriptions for its users. This includes online references that replace the need for large volumes of print format reference books. Staff is requesting the authority to issue purchase orders up to the amount budgeted for this purpose. The budget for fiscal year 2008-09 includes $440,000 for such purchases.
Acquisition of library circulation materials (books, reference materials, etc.) is exempt from the competitive bidding process per County Rule #20-050. This rule states that the County is exempt from all bidding and quote requirements for the acquisition of library circulation materials due to the sole source nature of these materials. The County Purchasing Supervisor is authorized to issue purchase orders up to $75,000. However, because the total expenditure for these materials exceed this threshold, delegated signature authority by your Board is required.
DEPARTMENT’S REQUESTED ACTION: That your Board authorize the Purchasing Supervisor to issue purchase orders for library circulation materials up to the amount approved in the County’s budget for this purpose.
COUNTY ADMINISTRATOR’S RECOMMENDATION: I concur with the requested action.
Agenda Item No. 1.o.
Date: 5/27/08
AGENDA
WASHINGTON COUNTY BOARD OF COMMISSIONERS
Agenda Category: Consent – Support Services
Agenda Title: AUTHORIZE PURCHASE ORDER FOR COPIERS, COPIER SUPPLIES AND MAINTENANCE (28072SA)
Presented by: Linda Baumgartner, Purchasing Supervisor Lorraine Bradfield, Central Services Supervisor
SUMMARY (Attach Supporting Documents if Necessary)
This agenda item seeks authority to issue a purchase order to IKON Office Solutions for the acquisition of copiers, copier supplies, and maintenance in the amount of $1,500,000 through April 30, 2013. These purchases will be made using an Oregon State University contract that will remain in effect through 2013.
Central Services is gradually replacing the existing analog copiers with digital copiers as the analog machines reach the end of their useful lives. Analog copy machines have a single use and a typical life span of two to five years. Digital copiers function not only as copiers but have multi-functional capabilities such as scanning, printing from desktop computers, sending and receiving faxes and sending emails to a computer. The cost of the digital copiers is decreasing each year and they have a longer life span of five to eight years and are much more reliable.
Central Services estimates supplies and maintenance expenditures at approximately $75,000 annually with the balance for the purchase of digital copiers to replace existing analog copiers. Purchasing from other governmental contracts is allowed, however, the County Purchasing Supervisor can only sign purchase orders up to $75,000. Since the total expenditure for these materials exceeds this threshold, delegated signature authority by your Board is required.
DEPARTMENT’S REQUESTED ACTION: That your Board authorize a purchase order using an Oregon State University price agreement with IKON Office Solutions for copiers, copier supplies, and maintenance up to $1,500,000 through April 30, 2013.
COUNTY ADMINISTRATOR’S RECOMMENDATION:
Agenda Item No. 1.p.
Date: 5/27/08
AGENDA
WASHINGTON COUNTY BOARD OF COMMISSIONERS
Agenda Category: Consent – Support Services
Agenda Title: AWARD CONTRACT TO YOUTH CONTACT FOR DIVORCE TRANSITION SERVICES (28016P)
Presented by: Linda Baumgartner, Purchasing Supervisor Joe Christy, Juvenile Services Director
SUMMARY (Attach Supporting Documents if Necessary)
It is recommended that your Board award a contract to Youth Contact, Inc. for the purpose of providing divorce transition services to help children, adolescents and their parents deal with divorce. The contract period is from July 1, 2008 through June 30, 2013. The budgeted amount is $93,000 for the initial year of the contract. This budgeted amount will increase by 2.5% each fiscal year until the end of the contract period. Youth Contact has provided these services for the previous contract period.
The required legal advertisement and Request for Proposal (RFP) documents were released February 15, 2008. The proposal gave a deadline for all interested proposers to send to the County a Letter of Intent to Apply by March 14, 2008. Youth Contact was the only proposer to provide such a letter. The RFP allowed the County to directly negotiate with the current provider if they were the only company to provide the letter.
Conciliation Services in the Juvenile Department provides oversight for the divorce transition services program. Between 1,000 and 1,200 families are referred annually for participation in education workshops to help families respond to the needs of their children during separation or divorce. This program is mandated by the court. Participants pay a fee to the program, which is supplemented by funds from court filing fees (no County general fund money is involved).
DEPARTMENT’S REQUESTED ACTION:
That your Board award a contract to Youth Contact, Inc. for a total expenditure amount of $488,561 from July 1, 2008 through June 30, 2013 for divorce transition services.
COUNTY ADMINISTRATOR’S RECOMMENDATION: I concur with the requested action.
Agenda Item No. 1.q.
Date: 5/27/08
AGENDA
WASHINGTON COUNTY BOARD OF COMMISSIONERS
Agenda Category: Boards and Commissions (All CPO)
Agenda Title: APPOINTMENTS TO THE CIVIL SERVICE COMMISSION
Presented by: Stephanie Reitmajer, Human Resources Manager
SUMMARY:
The Washington County Civil Service Commission is established in accordance with Article 11 of the Personnel Rules and Regulations and the Washington County Personnel Ordinance. The Commission consists of five members with no requirement of appointment by Commissioner District. The Commission currently has three vacancies, one due to term expiration.
The announcement of vacancies was made on March 25, 2008 and the application period closed on May 6, 2008. The County received 10 applications, including Brian O’Driscoll who is seeking reappointment. All applicants were reviewed at your Board’s work session on May 13, 2008.
Stephanie Reitmajer, Human Resources Manager, met with each of the candidates to discuss the Civil Service Commission’s roles and responsibilities and discuss the candidates’ interests in serving on the commission.
Please see attached for composition of the Commission.
DEPARTMENT’S REQUESTED ACTION: The department requests that your Board appoint Brian O’Driscoll, Michael Ewing and Rennia Meek to two-year terms expiring May 31, 2010.
COUNTY ADMINISTRATOR’S RECOMMENDATION:
Agenda Item No. 3.a.
Date: 5/27/08
Civil Service Commission
Description Volunteers provide a third-party review of the County's employment practices. The Civil Service Commission is comprised of five county residents. They review changes to and additions of job classifications and specifications, and hear and decide appeals by employees and candidates for employment.
Members 5 members
Length of Term 2 years
Current Vacancies - 3 Applicants - 9
Term First Candidates for appointment District Expiration Appointed
Members Seeking Re-Appointment Brian O’Driscoll 4 5/31/10 2006
Recommended for Appointment Renina Meek 4 5/31/10 2008 Michael Ewing 1 5/31/10 2008
Other Applicants Michael Mickey McKay 4 Luis Rojas 4 Justin Lacche 4 Kevin L. Sutter 2 Joelle Davis 3 Roberta Hellman 4
Continuing Members Norman Hubert 4 5/31/09 2001 Gary Krahmer 4 5/31/09 1994
Resigned Member Roy Dancer 1 5/31/09 2001
AGENDA
WASHINGTON COUNTY BOARD OF COMMISSIONERS
Agenda Category: Boards and Commissions (CPO All)
Agenda Title: APPOINTMENT TO THE SOLID WASTE ADVISORY COMMITTEE
Presented by: Rod Branyan, Director, Department of Health and Human Services
SUMMARY (Attach Supporting Documents if Necessary)
The Washington County Solid Waste Advisory Committee (SWAC) was established in accordance with Ordinance No. 59 adopted July 2, 1969. Enacted through regulations prescribed in Chapter 8.04 Solid Waste Control, the SWAC consists of six members representing the public; one member or employee of the health department, who shall be a non-voting member; and three members of the solid waste collection and disposal industry.
Duties of the SWAC members outlined in 8.04.110 include the following: 1) review and advise on matters pertaining to certificates for collection, storage, transport or disposal of waste, including exemptions, applications, amendments, and suspensions, modification and revocations; 2) review and advise on increases or decreases in rates established for certificate holders; and 3) conduct hearings and other appropriate proceedings for determining violations and assessing civil penalties.
One vacancy (a public member seat) currently exists on the Committee. The Department requests your Board appoint Michael (Mickey) McKay to the Solid Waste Advisory Committee. This application was reviewed and discussed at your Board’s work session of May 13, 2008.
Attached is a summary sheet outlining the membership of the Solid Waste Advisory Committee.
DEPARTMENT’S REQUESTED ACTION:
Appoint Michael (Mickey) McKay to the Solid Waste Advisory Committee for a term expiring May 27, 2013.
COUNTY ADMINISTRATOR’S RECOMMENDATION:
Agenda Item No. 3.b.
Date: 5/27/08
Solid Waste Advisory Committee
Description: The nine-member Solid Waste Advisory Committee makes recommendations to the Board of Commissioners on solid waste and recycling policy and program issues.
Members: Six members representing the public plus three members representing the solid waste industry. A representative of the County Health Department serves as a non-voting committee member.
Length of Term: 5 years
Current Vacancies: 1 Applicants: 1
Term First Position District* Expires Appointed Category
New Applicants Michael (Mickey) McKay 4 5/27/08 Public
Continuing Members Dulcy Berri 4 3/20/13 5/20/03 Public Jimmy Jones 1 3/20/13 3/25/08 Public Sue Shade 2 3/20/13 3/25/08 Public Michael Lafferty 4 9/30/12 9/18/07 Public Kenneth Foote 1 10/31/11 11/7/06 Public Jeffrey Garbarino NA 3/20/11 2/7/95 Industry Dan Wilson NA 3/20/11 3/21/06 Industry Jeff Murray NA 6/30/11 2/7/95 Industry
* For information purposes only; members are not appointed by commissioner district.
AGENDA CLEAN WATER SERVICES BOARD OF DIRECTORS
Agenda Category: Public Hearing
HOLD A PUBLIC HEARING AND ADOPT A RESOLUTION AND ORDER APPROVING A SUPPLEMENTAL BUDGET FOR FISCAL Agenda Title: YEAR 2007-08
Presented by: Bill Gaffi, General Manager (bcg)
SUMMARY (Attach Supporting Documents if Necessary)
A supplemental budget is necessary due to unforeseen circumstances that require adjusting the adopted budget. Due to an unanticipated amendment subsequent to June 30, 2007 to properly report the General Fund beginning fund balance as of July 1, 2006, the Fiscal Year 2007-08 General Fund beginning fund balance was higher than expected, providing additional resources to the fund. This supplemental budget will appropriate those additional resources and transfer them to Fund 112 to fund sanitary sewer capital construction projects.
Capital construction projects were originally budgeted to be funded through a bond issue during FY 2007-08, but due to the recent volatility of the bond market, Clean Water Services (District) was advised not to issue bonds in FY 2007-08 until the market had settled. The transfer of the additional resources outlined above will replace the resources not realized from bond issuance, and continue the District’s practice of spending down fund balances before issuing additional debt. District expects to issue bonds in early FY 2008-09.
Oregon Budget Law requires a supplemental budget because total appropriations are being increased in the General Fund by more than 10 percent of the value of the funds’ adopted expenditures.
FISCAL IMPACT: Supplemental Budget appropriating $15,750,000 in FY 2007-08
REQUESTED ACTION: Hold a public hearing, and after considering testimony received, adopt a Resolution and Order approving a Supplemental Budget in accordance with Oregon Budget Law.
Agenda Item No. 4.a.
Date: 5/27/08
Exhibit A
Schedule of Resources and Requirements Clean Water Services Supplemental Budget FY 2007-08 Resolution and Order No. _____
Resources:
Type Fund Account Amount Beginning Fund Balance General 31100 $15,750,000
Requirements:
Purpose Fund Account Amount Transfer to Capital Construction Fd 112 General 57112 $15,750,000
1 BEFORE THE BOARD OF DIRECTORS OF CLEAN WATER SERVICES
2 In the Matter of: ) ) RESOLUTION AND ORDER Adopting a Supplemental Budget for Fiscal 3 ) Year 2007-08 Pursuant to ORS 294.480 NO. ) 4 ) 5 ) 6 The above-entitled matter came before the Board of Directors of Clean Water Services 7 (Board) at its regular meeting of May 27, 2008; and 8 It appearing to the Board that on June 17, 2007, by Resolution and Order No. 07-30, this 9 Board adopted the budget for Clean Water Services (District) Fiscal Year 2007-08; and 10 It appearing that ORS 294.480 allows for a supplemental budget to be prepared when 11 conditions exist which had not been ascertained at the time of the preparation of the Fiscal Year 12 2007-08 Budget and a change in financial planning is required; 13 It appearing to the Board that a summary of this supplemental budget was duly published as 14 required by law on May 20, 2008; and 15 It appearing to the Board that notice of the public hearing on the supplemental budget held 16 on May 27, 2008 was published as required, that the hearing was held, and that an opportunity was 17 provided for persons to appear regarding this supplemental budget and that this Board has given 18 consideration to matters discussed at the public hearing; and 19 It appearing that it is necessary to recognize the unanticipated resources as shown in Exhibit 20 A attached, and that sufficient appropriations already exist in Fund 112 to use those funds; now, 21 therefore it is 22 23 24 25 26 Page 1 of 2 – RESOLUTION AND ORDER CLEAN WATER SERVICES 2550 S.W. Hillsboro Highway Hillsboro, Oregon 97123-9379 Telephone (503) 681-3600 Fax (503) 681-3603
1 RESOLVED AND ORDERED that resources and requirements of the District for Fiscal 2 Year 2007-08 are increased as set forth in Exhibit A hereto. 3 4 DATED this 27th day of May, 2008. 5 CLEAN WATER SERVICES 6 By its Board of Directors 7
8 ______Chairman 9
10 ______11 Recording Secretary 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 Page 2 of 2 – RESOLUTION AND ORDER CLEAN WATER SERVICES 2550 S.W. Hillsboro Highway Hillsboro, Oregon 97123-9379 Telephone (503) 681-3600 Fax (503) 681-3603 Continued from April 22, 2008 AGENDA
WASHINGTON COUNTY BOARD OF COMMISSIONERS
Public Hearing – Land Use & Transportation; Agenda Category: County Counsel (All CPOs)
Agenda Title: FIFTH READING, THIRD PUBLIC HEARING OF PROPOSED ORDINANCE NO. 691 – AN ORDINANCE AMENDING THE TRAFFIC IMPACT FEE (TIF)
Presented by: Brent Curtis, Planning Manager Loretta Skurdahl, Sr. Assistant County Counsel
SUMMARY:
On February 5, 2008, the Board authorized the filing of ordinances to amend County Code Chapter 3.17, the Traffic Impact Fee (TIF) ordinance. In order to provide a number of policy alternatives for various issues, staff recommended filing two separate ordinances. Ordinances 690 and 691 were filed on February 15, 2008. On February 26, 2008 the Board rejected Ordinance 690. On March 4, 2008, the Board continued Ordinance 691 to April 22 and asked the Washington County Coordinating Committee to coordinate further review of the ordinance. On April 22, the ordinance was continued to May 27, 2008.
Ordinance 691 includes new and revised provisions to comply with current system development charge (SDC) statutes, adopt a new methodology and list of capital improvements, and include revised credit and administrative provisions. It also includes alternative provisions to allow credits for developer-constructed transportation improvements beyond the projects on the capital improvement list. The rate of charge provisions are about double for residential uses and more than double for many non-residential uses.
In order to implement the ordinance countywide, it must be referred to the voters for approval.
DEPARTMENT’S REQUESTED ACTION: Conduct the fifth reading and third public hearing of Ordinance 691. At the conclusion of the hearing, continue to a date certain for the sixth reading and fourth public hearing.
COUNTY ADMINISTRATOR’S RECOMMENDATION: I concur with the requested action.
Agenda Item No. 5.a.
100-601000 Date: 05/27/08
AGENDA WASHINGTON COUNTY BOARD OF COMMISSIONERS
Agenda Category: Public Hearing - County Counsel CPO: All
Agenda Title: THIRD READING, FIRST PUBLIC HEARING OF PROPOSED ORDINANCE NO. 699; AN ORDINANCE PROHIBITING GRAFFITI AND POSSESSION OF GRAFFITI IMPLEMENTS, REQUIRING TIMELY REMOVAL OF GRAFFITI BY PROPERTY OWNER, IMPOSING PENALTIES, AND ADOPTING RELATED PROVISIONS AND DECLARING AN EMERGENCY
Presented by: Dan Olsen, County Counsel
SUMMARY (Attach Supporting Documents if Necessary)
On April 1, 2008, your Board directed the Office of County Counsel to prepare an ordinance pertaining to graffiti at the request of the Sheriff’s Office. The ordinance as drafted is substantially similar to the graffiti ordinances enacted in the major cities of Washington County, and the police chiefs have expressed their support for this ordinance. The major provisions of this proposed graffiti ordinance are outlined below.
● Prohibits graffiti and possession of graffiti implements;
● Requires property owner or person responsible for property to remove graffiti in a timely manner, unless a hardship exists;
● Imposes penalties for violating this ordinance of up to $500 per violation.
● Declares an emergency and allows the ordinance to take effect immediately upon being enacted.
DEPARTMENT’S REQUESTED ACTION: Conduct third reading, first public hearing of Proposed Ordinance No. 699, adopt or continue to date certain for fourth reading, second public hearing.
COUNTY ADMINISTRATOR’S RECOMMENDATION: I concur with the requested action.
Agenda Item No. 6.a.
Date: 5/27/08
MINUTES
WASHINGTON COUNTY BOARD OF COMMISSIONERS
MAY 6, 2008
CONVENED: 10:22 a.m.
BOARD OF COMMISSIONERS:
Vice Chair Dick Schouten Commissioner Desari Strader Commissioner Roy Rogers Commissioner Andy Duyck
Chairman Tom Brian was in Washington, D.C. today, furthering the interests of Washington County.
STAFF: Robert Davis, County Administrator Dan Olsen, County Counsel Kathy Lehtola, Director, LUT Bill Gaffi, General Manager, CWS Patt Opdyke, CPO Coordinator Ron Reasoner, Sr. Client Services Tech Ronald Bynoe, Audiovisual Specialist Barbara Hejtmanek, Recording Secretary
PRESS: Kathy Gorman, The Oregonian Kurt Eckert, Hillsboro Argus
APPROVAL OF MINUTES: April 15, 2008
1. CALL TO ORDER
2. CONSENT AGENDA
Vice Chair Schouten announced the following modifications to the Consent Agenda:
• Item b. is removed from the Consent Agenda, at the request of staff. • Item e. is removed from the Consent Agenda, at the request of staff. • There is award of bid on item l. to Blackline, Inc. in the amount of $504,000.02.
It was moved to adopt the Consent Agenda, as modified.
Motion – Rogers 2nd – Duyck Vote – 4-0
CLEAN WATER SERVICES
2.a. CWS RO08-12 Acquire Easements for Sanitary and Storm Sewer, Sanitary Sewer Pump Station and Water Quality Preservation and Storm and Surface Water Drainage (Approved Under Consent Agenda)
2.b. CWS MO 08-35 Award the Contract for Interim Program Management Services for the Expansion of the Tualatin Basin Water Supply Project to Carollo Engineers, a Professional Corporation (All CPOs) (Removed From Agenda)
2.c. CWS MO 08-36 Approve Amendment No. 8 to the Master Agreement for Professional Services for the Rock Creek Advanced Wastewater Treatment Facility East Aeration Basin Improvements Project to Carollo Engineers, a Professional Corporation (CPO 9) (Approved Under Consent Agenda)
2.d. CWS MO 08-37 Accept Construction of the Hart at 185th Storm Upgrade Project (Project No. 6287) as Final and Release Retainage to NW Kodiak Construction LLC (CPO 6) (Approved Under Consent Agenda)
2.e. CWS MO 08-38 Award Contract for Construction of the Brentwood Trunk Upgrade Project (CPO 3) (Removed From Agenda)
2.f. CWS MO 08-39 Authorize the General Manager to Negotiate and Sign a Sole Source Procurement Contract for a Struvite Recovery System with Ostara Technologies, Inc. (Ostara) and an Operations Contract to Sell the Crystal Green Product to Ostara (CPO 4M) (Approved Under Consent Agenda)
COUNTY ADMINISTRATIVE OFFICE
2.g. MO 08-163 Change Board Meeting Schedule for June 17 and 24, 2008 (All CPOs) (Approved Under Consent Agenda)
COMMUNITY DEVELOPMENT
2.h. MO 08-164 Approve 2008 Action Plan for Submission to the U.S. Department of Housing and Urban Development (Approved Under Consent Agenda)
SUPPORT SERVICES
2.i. MO 08-165 Accept Bid/Award Contract for Interior and Exterior Painting Services (Approved Under Consent Agenda)
2.j. MO 08-166 Accept Bid/Award Contract for Hydroseeding Services (Approved Under Consent Agenda)
2.k. MO 08-167 Approve Findings and Authorize a Special Procurement for Larvicide (Approved Under Consent Agenda)
URBAN ROAD MAINTENANCE DISTRICT
2.l. URMD MO 08-2 Approve Bid Award for the 2008 Slurry Seal and Crack Seal Projects (All CPOs) (Approved Under Consent Agenda)
3. ORAL COMMUNICATION (2 MINUTE OPPORTUNITY)
Daniel Serres, no address given, requested that opponents to the Liquified Natural Gas and Pipeline be allowed to speak at the Board’s worksession next week. He represented Columbia Riverkeepers and Oregon Citizens Against the Pipelines. Mr. Serres indicated that the latter group is engaged in trying to stop the projects. He stated that there is a significant divergence on the negative impacts on the community between his group and
the companies. Mr. Serres mentioned that there are public safety, environmental and landowner impact issues. He recognized that this is a very controversial issue. Mr. Serres said that these concerns have prompted the City of Forest Grove, for example, to take a firm stance against the projects. He encouraged the Board to listen to community voices—either at next week’s worksession or at one soon thereafter. Mr. Serres submitted a letter to Lawrence O’dell.
Vice Chair Schouten assumed that Mr. Serres would provide further written materials at the next worksession.
Mr. Serres welcomed the equal opportunity to speak alongside the companies.
Commissioner Rogers clarified the Board’s intent for next week’s worksession. He explained that the Board is not knowledgeable about what is being proposed, what it will look like and what it will mean. Commissioner Rogers indicated that the concept was to have impartial, third parties brief the Board and provide a base amount of knowledge. He noted that the Board did not desire an advocacy piece on either side. Commissioner Rogers did not realize that members of the proposal would be speaking. He had expected that staff would have someone set forth what is being proposed. Commissioner Rogers wanted to see Mr. Serres’ information.
Commissioner Strader affirmed that this did start as a briefing, because not all Board members were familiar with LNG. She was very familiar with this proposal. Commissioner Strader stated that Clatsop and Columbia counties have been dealing with LNG issues for four or five years. She emphasized that the Board is seeking an educational process. Commissioner Strader, too, welcomed written materials.
Daniel Serres asked if Oregon LNG and Polomar Gas would be presenting at next week’s worksession.
Mark Brown stated that staff’s intent is to get a representative from each of the companies that have proposals to describe those proposals to the Board at worksession. He said that staff is also trying to get a disinterested third party from FERC to attend and describe the process the projects would go through. Mr. Brown mentioned that the change in next week’s worksession time has complicated the arrangements but he still hopes to have a representative from each of the two proposals, as well as someone from FERC.
Vice Chair Schouten asked for identification of the two proposers.
Mr. Brown responded that one is Oregon LNG and the other is Polomar Gas.
Vice Chair Schouten remarked that parties do not have to wait until worksession day to provide information to the Board.
4. PROCLAMATION 4.a. MO 08-157 Proclaim May 2008 as Mental Health Month in Washington County (All CPOs)
The Clerk of the Board read the proclamation into the record.
Nona Clark, Washington County Consumer Council, presented the Board and staff with Iris flowers in individual vases. She said this gift was to thank the Board for making May “Mental Health Month” in Washington County. Ms. Clark hoped the Council can count on the Board’s continued support.
The Board indicated it looks forward to this annual event.
Vice Chair Schouten remarked that good mental health is an extremely important part of a comprehensive health program.
It was moved to proclaim May 2008 as Mental Health Month in Washington County.
Motion – Rogers 2nd – Strader Vote – 4-0
4.b. MO 08-158 Proclaim May 2008 as Bike Month and May 16, 2008 as Bike to Work Day in Washington County (All CPOs)
The proclamation was read into the record by the Clerk of the Board.
Hal Ballard, 15597 NW Athens Drive, Bethany, Oregon, identified himself as an instructor and coach for the League of American Bicyclists, as well as the Executive Director for the Washington County Bicycle Transportation Coalition. In addition, he serves as Vice Chair of the Rural Roads Operations and Maintenance Advisory Committee. Mr. Ballard thanked the county for its increased role in support of bicycle transportation. He told the Board he has been labeled a “vehicular cyclist” in Washington County and added that most are in that category. Mr. Ballard did not expect to see bike lanes on, for example, Helvetia. He believed that there is much more to do but felt that the county has come a long way in the past twelve years.
Vice Chair Schouten asked for details about the Westside Ride of Silence.
Mr. Ballard responded that this will take place on Wednesday, May 21, 2008, beginning at 7 o’clock. He clarified that there are actually two presentations this year:
• One will involve a six mile loop in Beaverton, with ghost bikes placed around the city in geographical representation areas where people were killed. (Eight people were killed over the last three years.) • It is anticipated that a memorial road sign will be in place for Tim O’Donnell, which was approved by the county for installation on Long Road. Mary O’Donnell, Tim’s widow, is hoping that there will be a formal dedication of that sign on that day.
Mr. Ballard recalled that the Ride of Silence has been occurring since 2003 and that it started in Texas. He reported that last year, there were 272 locations on every continent in the world. Mr. Ballard said that there was a Dutch team in Antarctica, where members vowed to spin for that hour. He spoke of other bike activities that will take place and thanked the Board again for continued support.
Commissioner Duyck did not see the sign on Long Road when he drove to Board meeting today.
Mr. Ballard was happy to have this information. He stated that he is working with Victoria Saager (LUT) to arrange that to be installed before May 21st.
Vice Chair Schouten thanked Hal Ballard for his work and for the Bicycle Transportation Coalition’s efforts.
Commissioner Strader commended Hal Ballard. She recalled that one weekend at Rock Creek Tavern, bicyclists in the parking lot were trying to track down a driver who attempted to run them off the road. Commissioner Strader loved the way that Hal Ballard focuses a lot on rural biking education. She pointed out that a lot of people on both sides do not understand some of the safety issues, once you go beyond the urban areas.
Hal Ballard replied that the Federal Highway Safety Administration states that people are safer in the street.
It was moved to proclaim May 2008 as National Bike Month in Washington County.
Motion – Rogers 2nd – Schouten Vote – 4-0
OFF DOCKET – HEALTH AND HUMAN SERVICES MO 08-168 Proclaim May 10, 2008 as “Cat Adoption Team Day” in Washington County
The Clerk of the Board read the proclamation into the record.
Aaron Asmus, Executive Director, Cat Adoption Team, 14175 SW Galbreath Drive, Sherwood, Oregon, thanked the Board for proclaiming May 10, 2008 as “Cat Adoption Team Day”. He said that the goal to end needless feline euthanasia over the next five to ten years is the Team’s mission and vision. Mr. Asmus reported that over the last ten years, his agency has adopted out over 16,000 cats, with the help and support of the County as well as through a partnership with other organizations. He encouraged the Board and members of the public to join the Team on May 10, 2008 to celebrate its tenth anniversary.
Vice Chair Schouten thanked Mr. Asmus for coming and for his work on behalf of cats.
It was moved to proclaim May 10, 2008 as Cat Adoption Team Day in Washington County.
Motion – Strader 2nd – Duyck Vote – 4-0
At this point, Commissioner Rogers asked his fellow Commissioners to take the last agenda item out of order so that Sheriff Rob Gordon and District Attorney Bob Hermann can get back to work. The Board concurred that this is the right step to take.
8. SHERIFF’S OFFICE 8.a. MO 08-162 Adopt the Proposed Plan Regarding the Use of Deadly Force by Law Enforcement for Washington County (All CPOs)
There was a motion to adopt the proposed Washington County Senate Bill 111 Plan.
Motion – Rogers 2nd – Strader Vote – 4-0
The Board now resumed the agenda in numerical order.
5. PUBLIC HEARING – LAND USE AND TRANSPORTATION 5.a. RO 08-57 Public Hearing to Vacate a Portion of SW Birch Street, Vacation No. 473 (CPO 4M)
Greg Miller stated that the proposed vacation is located east of Oleson Road and south of Taylors Ferry Road. He recalled that this was brought before the Board some months ago and was continued in order to allow the developer the time to come up with a firm commitment on constructing a path along Ash Creek in exchange for vacation of the
right-of-way. Mr. Miller reported that nothing has happened with that development; it has been delayed. He told the Board that the developer has asked that the hearing be continued further until August of 2009. Rather than doing that, Mr. Miller recommended that the Board deny the vacation at this time. He went on to say that when the development begins to come together and we have a firm commitment, the hearing can be re-scheduled and proceed at that time.
The public hearing was opened.
No public testimony was provided.
The public hearing was closed.
It was moved to approve the Resolution and Order denying the vacation of a portion of SW Birch Street, Vacation No. 473.
Motion – Duyck 2nd – Strader Vote – 4-0
5.b. MO 08-169 Fifth Reading, Third Public Hearing of Proposed A-Engrossed Ordinance No. 689 – an Ordinance Adopting Chapter 14.12 of the Washington County Code Relating to Grading (All CPOs)
There was a motion to read Proposed A-Engrossed Ordinance No. 689 by title only.
Motion – Duyck 2nd – Strader Vote – 4-0
Dan Olsen read the proposed ordinance by title. He pointed out that there is an error in the agenda item—this should read “A-Engrossed” rather than “B-Engrossed” Ordinance No. 689. Due to issues that need to be resolved, Mr. Olsen explained that B-Engrossed Ordinance No. 689 was not filed.
Mark Brown requested that the Board continue this public hearing to May 20, 2008 so that staff can continue to work on some revisions and modifications to the ordinance. He said that the ordinance will then be filed and be brought back for public hearing on May 20th.
Commissioner Duyck asked if the ordinance has to be re-engrossed if it is revised.
Mr. Brown affirmed that this is the case and that the ordinance will then be B-Engrossed.
The public hearing was opened.
No public testimony was offered.
It was moved to continue this public hearing to May 20, 2008.
Motion – Rogers 2nd – Duyck Vote – 4-0
6. LAND USE AND TRANSPORTATION 6.a. MO 08-159 Approve the Final 2008 Planning Division and Land Use Ordinance Work Program (All CPOs)
Brent Curtis reviewed that every year, the Planning Division and Land Development Division do a work program for Board consideration. He explained that the function of the work program is to take what is usually a given set of resources and engage the public in a discussion and the Board in a decision about how to utilize those resources to accommodate the planning activities that the community and Board wish staff to undertake. Mr. Curtis observed that every year, there are more planning activities of interest to the community and Board than the Cunty has resources. He recalled that last year, a similar situation occurred and staff received Board direction to work with the County Administrative Office and the Director of Land Use and Transportation to explore potentially augmenting resources so that staff could take on the large-scale projects that were coming. Mr. Curtis reported that staff previously shared with the Board a proposal to add four positions to LUT’s resource base in order to accommodate all the planning activities the Board and community desire. He recounted that the Board subsequently approved three positions in the current fiscal year; he added that there is a proposal to add a fourth in the new budget. Mr. Curtis summarized these additions:
• Program Educator. This will primarily deal with public information and public involvement. • Associate Planner. • Assistant Planner.
Mr. Curtis pointed out that these are professional-grade planning positions but are not the senior or management kind of positions. He stated that the budget that will come before the Budget Committee and Board includes an additional associate to undertake the planning work. Mr. Curtis recalled that a draft work program was released to the public earlier in the process so that they could contribute comments to staff and the Board. He reviewed that on March 25, 2008, the Board tentatively approved the work program— with the exception of several outstanding items. Mr. Curtis stated that staff was directed to return today to respond to several broad issues and a couple of smaller ones. His
overall recommendation was the Work Program as tentatively approved on March 25, 2008 is the one that should be adopted today. Mr. Curtis did not recommend that the Board direct staff to undertake the other activities. He referenced the staff report dated May 1, 2008, which discusses the reasoning for this recommendation.
Mr. Curtis took up the matter of the redevelopment of the Rock Creek Country Club and Golf Course, which was requested by representatives of the current owner of the course. He indicated that these representatives asked that the Board add a task to the Work Program that would adjust the plan amendment criteria for certain kinds of plans—lands that are institutional and of open space character. Mr. Curtis observed that the Board has received a number of correspondences from these representatives. He related that staff has met with their representatives several times.
Relative to all Work Program items, Mr. Curtis said that his staff are excited about being planners in this community and excited about the fact that the community is interested in planning. He noted that in the end, the choices about what we plan and how we deploy our resources are the Board’s. Mr. Curtis pointed out that staff has received previous direction in terms of engaging the community and making commitments to multi-year, large planning programs, such as North Bethany, Areas 63 and 64 in West Bull Mountain, UGB lands in Cooper Mountain, identification of urban and rural reserves, re- examination of the County’s strategic plan in regard to the urbanization forum, and transportation funding. He said that even after the Board adjusted the resource base, staff continue to find themselves in a position of not being able to accommodate planning of legitimate planning issues during this year’s work program—if staff are to maintain the priorities of addressing those larger planning activities.
Mr. Curtis emphasized that he is not passing negative judgments about the merits of these planning activities but rather only on staffs’ ability to undertake all of the activities. He recognized that in the end, staff will follow the Board’s direction relative to what projects to undertake. Mr. Curtis summarized that each year, staff wants to ensure getting the absolute most out of our resources and managing them well. He felt that staff tends to sometimes over-commit and reflected on staff’s practice of reporting back to the Board periodically regarding how the work is progressing. Mr. Curtis has become increasingly concerned about staff’s ability to complete all of the work promised by the draft work program to be accomplished in the timeframe of this and the next calendar year. He was leery about staff being able to accomplish what has been promised. Mr. Curtis explained that some of these tasks are not completely knowable; some take more time—and rightly so. He noted that this impacts staffs’ ability to accomplish everything.
For these reasons, Mr. Curtis did not recommend undertaking some of these planning tasks. He now spoke about specific projects:
• The West Bull Mountain Stakeholder Work Group was appointed by the Board to do the planning for Areas 63 and 64. This group has made a request to update the
existing Bull Mountain Community Plan along with Areas 63 and 64. Associated with that request, Councilor Carl Hosticka offered to seek Metro resources to assist in this task if the County committed to do a larger amount of community planning—beyond Areas 63 and 64.
• The county has received from CPO 7 a similar request, namely, to update the existing Bethany Community Plan.
Mr. Curtis listed three fundamental criteria for requests:
• Is the request consistent with the County’s Strategic Plan and the Comprehensive Plan? • Are there adequate sources of funding for the project? • Are there sufficient Board and staff resources to do the project?
Mr. Curtis informed the Board that his answer to all three questions is “no”.
Mr. Curtis said that the County’s Strategic Plan divides things into countywide services and municipal-level services. He stated that community planning and the updating of community planning have long been designated a municipal service. Mr. Curtis explained that the County’s approach relative to the Strategic Plan is to undertake countywide services. He concluded that it is not consistent with that plan. Mr. Curtis pointed out that the resources which the Board augmented for planning activities would not be adequate to undertake an update of the greater Bull Mountain Plan or CPO 7. He acknowledged that the Board has, in its budget purview, the ability to look at that but reiterated that it is not consistent with the budgeting and Strategic Plan priorities previously articulated by the Board. Mr. Curtis was concerned about the ability to do both those planning activities, given the staff resources and also the Board hearing time. He theorized that the Urbanization Forum, which the Board, cities and service districts have just begun, may lead to new conclusions about municipal and countywide services, such as who does what and who plans. Mr. Curtis felt that discussion is very important and may or may not lead to a different conclusion about updating plans and who should do them. He expected that the Urbanization Forum will probably be a very important venue that will shed new light on that. Mr. Curtis therefore did not recommend that those items be included in the work plan.
Brent Curtis referred to page six of the staff report, where other requests are mentioned. He said that CPO 7 requested an extension of the timeframe for the planning of North Bethany. Mr. Curtis reviewed that the original expectation was to have hearings on that plan before both the Planning Commission and Board and to have it be adopted this year. He did not believe that this is appropriately a work program decision. Mr. Curtis further felt that, based on what he knows about what is going on in the planning efforts, it is inevitable that this issue will not proceed to hearings this year; there are simply too many outstanding issues.
Mr. Curtis stated that there is a request that the County participate in Metro’s UGB Expansion Area 93, which is generally the Bonnie Slope area in Multnomah County. He said this is a Board tentative work program priority, with staff recommendation that the county will participate when such a planning effort gets going as a Tier 1 activity.
Brent Curtis told the Board that staff is committed to making housekeeping and general update amendments to the existing Bethany plan to adjust out-of-date references and terms used in the planning document that are no longer relevant. He proposed to do this as a Tier 1 activity as part of the North Bethany planning approach.
Mr. Curtis summarized that the work program is ultimately a decision that the Board provides to the staff and community about the priority of work tasks. He added that staff then accomplishes those as well as possible with the resources at hand.
Commissioner Duyck asked if Mr. Curtis’ fear about adding to the work program is that it will overload this year’s work program or that it will go into next year and staff is uncertain about next year.
Brent Curtis regarded the work program as a multi-year work program. He said that staff is trying to make pretty firm commitments as to what is being focused on this year. Mr. Curtis remarked that staff has devoted a lot of attention to longer-term planning activities which take a lot of time. He noted that the Urbanization Forum is a tremendously valuable discussion between governments and the community but that it is not known what will result. Mr. Curtis explained that staff has to be sure to respond appropriately to the needs of that Forum as they unfold. He wanted to be clear about the Board’s expectations. Mr. Curtis increasingly worried about over-promising, given the demands and resources. He focused on the necessary resources for the really big planning tasks that are community-wide, county-wide and region-wide concerns.
Commissioner Duyck anticipated that next year, Mr. Curtis will come to the Board in January, as usual, with a list of projects that need to be completed and which the Board wants to complete. He noted that these pretty much fill up the work plan. Commissioner Duyck observed that every year, there is some flexibility to add new tasks. He said that Mr. Curtis is implying that if the Board adds the Rock Creek task, with the understanding that staff will not really start it until next year, it is the same as adding it on in January. Commissioner Duyck translated this to mean there is no capacity to add anything. He wondered if the Board would be able to add any tasks next January either.
Brent Curtis observed that a planner’s job is to look to the future and to try to provide the Board with guidance about what is likely to happen. He affirmed that some of the planning activities are multi-year planning tasks. Mr. Curtis provided examples: urban reserves/rural reserves; the transportation planning work; community planning efforts for North Bethany and Areas 63 and 64. He hoped the Board understood that to participate in some of these regional tasks that have underlying benefits to Washington County will be a commitment of resources for some length of time. Mr. Curtis recalled that ten years ago, there were not these big planning tasks and staff were able to undertake more defined, smaller planning tasks. He recalled that the cell tower work was one example. Mr. Curtis reviewed the Board’s great interest in staff’s ability to accomplish airport planning as a task that was important to both the Board and community. He reflected that that went better than anticipated and allowed staff to do some additional things. Mr. Curtis remembered that the Board told staff it did not want to use all capacity up on just large projects; rather, the Board wanted staff to be able to do some of the smaller tasks. He summarized that this was the rationale for the Board directing staff to work with the County Administrative Office to add resources so that some of these smaller tasks could be done.
The public hearing was opened.
Carl Hosticka, Metro Councilor, District 3, wished to address the West Bull Mountain issue. He reviewed that he attended a Stakeholder Working Group and indicated that the planning for Areas 63 and 64 should be integrated with consideration for what exists inside the already-urbanized portion of Bull Mountain. Councilor Hosticka stated that while that planning is going on, we ought to take the opportunity to revisit the existing plan for Bull Mountain to make sure that becomes a complete community. He told the Board that he did suggest that if resources were an issue, he would be willing to work with Metro to try to address the resource issue. Councilor Hosticka said he brought this up with his colleagues on the Metro Council and the result was a letter that he delivered to the Board today. He submitted the letter and then read it into the record:
“We are aware of your discussions regarding the scope of work for the West Bull Mountain Community (Areas 63 and 64) concept planning to include a larger area. We believe that a more comprehensive planning effort that encompasses the existing Bull Mountain community would be a positive step. If you decide to move forward with a more integrated scope for the Greater Bull Mountain community, Metro is willing to participate in this effort.
Over the last few years, we have worked with you and other regional partners to learn more about how to create Great Communities in new urban areas. We have increased funding to allow for concept planning, developed a new process and criteria to guide the planning for future urban areas and learned more about the needs for new residential and commercial areas to be linked and served with adequate infrastructure and other services, among other lessons.
Though the comprehensive plan for the existing Bull Mountain community has been adopted and the area is nearly built out, planning for the adjacent West Bull Mountain Community offers the opportunity to revisit this plan and consider options that could help the Greater Bull Mountain Community realize the characteristics of a Great Community. This could include the greater integration of parks and other urban amenities and services such as commercial access, for example.
We recognize that the additional planning process would need to be implemented in a way that did not slow down the West Bull Mountain planning schedule nor affect the capacities adopted by Metro for the area. These and other considerations would factor into the development of a planning effort for the Greater Bull Mountain Community.
We look forward to discussing this more with you.”
Councilor Hosticka reported that this letter was signed by the following Councilors:
• Council President David Bragdon • Councilor Rod Park (District 1) • Councilor Carlotta Collette (District 2) • Councilor Carl Hosticka (District 3) • Councilor Rex Burkholder (District 5) • Councilor Robert Liberty (District 6)
Councilor Hosticka apologized that another jurisdiction received a copy of this letter before the Board did. He explained that he received a telephone call from the City of Tigard on Friday, following a discussion of this issue on Thursday, and he suggested that staff share the information in the letter. Councilor Hosticka stated that Metro is trying to focus growth management efforts on creating complete communities throughout the region. He specified that this involves more than simply large areas of single family residences; it includes parks, urban spaces, commercial facilities and access to work/employment opportunities. Councilor Hosticka believed that if there are opportunities in the current timeframe to pursue that effort, we ought to take those. He said that the planning for Areas 63 and 64 provides an opportunity to revisit the entire situation on Bull Mountain, which he did not perceive to have hardly any of the characteristics of the complete community. Councilor Hosticka believed that the challenge in the future for Metro, the counties, the cities, and the local communities is to create those kinds of complete communities in all areas of this region. He felt that the Urbanization Forum will take up questions of how that might be accomplished and he looked forward to those discussions. Councilor Hosticka said that, from Metro’s point of view, if the Board is interested in taking the opportunity at this point, Metro is interested in working with the Board to see that the resources would be there to make it happen.
This raised a couple of questions in Commissioner Duyck’s mind. He said that as both Bethany and Bull Mountain develop, the idea is that most of the infrastructure will be paid for by the new development. Commissioner Duyck wondered who pays for the infrastructure if we were to plan the existing part of Bull Mountain. He asked if it is just a transfer of wealth from the new development onto the existing neighborhood. Commissioner Duyck did not have in mind any clear funding source. Therefore, he did not see any advantage to planning the whole project at once.
Councilor Hosticka said that we do not see the funding source for either the planning or the infrastructure. He agreed that is an issue. Councilor Hosticka wished to focus attention on the need to address those issues due to his belief that the kind of communities that Bull Mountain represents will need some kind of redevelopment and reexamination of what kinds of services are available in those communities. He acknowledged that the issue of how to pay for them will always be there. Councilor Hosticka said that if we do not address that, we will set ourselves up for increasingly unlivable communities in the future that will become a festering sore that brings down the health of the entire community. He emphasized that this is a very serious issue that needs to be addressed and that it will only get worse over time. Councilor Hosticka did not have the answer as to where the infrastructure will come from. He commented that if we have to wait until we get that answer, we are going to be waiting too long.
Commissioner Duyck suggested that since we have just begun the Urbanization Forum process of defining what critical infrastructure is, that question should be answered before deciding what to do in Bull Mountain.
Councilor Hosticka remarked that that is a choice that is available to the Board.
Commissioner Rogers thanked Councilor Hosticka for being here today. He observed that it is unclear to many people on Bull Mountain what Metro may be proposing and funding. Commissioner Rogers noted that no one argues that planning is good. He commented that it has not been clear how many dollars are being talked about. Commissioner Rogers explained that the County does not have a lot of money and has a number of areas asking for the same services. He said that the generous offer in the letter seems to imply some participation but does not clarify further. Commissioner Rogers asked the Councilor to be more definitive as to the dollar amount in the letter.
Councilor Hosticka responded that he could not be more definitive without knowing the scope of what is being talked about. He mentioned that he was definitive at one point but it became clear that it was premature to be definitive about how much money would be made available and where it would come from without knowing the scope of the effort. Councilor Hosticka stated that if there is a decision to move forward on this, Metro can get specific at some future time.
Commissioner Strader found it curious that Metro Councilor Kathryn Harrington did not sign this letter because she represents a great portion of Washington County. She planned to ask her that later but wondered if Councilor Hosticka knows why she did not sign the letter.
Councilor Hosticka would not speculate on other people’s motivation in this arena.
Vice Chair Schouten commented that he has wrestled with this over the past few days. He believed that one of the worst things to do with the urbanization summit would be to
make marked changes in the status quo as we go through the fundamental questions. Vice Chair Schouten echoed Commissioner Duyck’s comments.
Ron Bunch, Assistant Community Development Director, City of Tigard, told the Board that the City of Tigard heard about this proposal by following up with Metro. He said that the City likes to keep track of issues that might affect its urban planning/services area and the Bull Mountain area. Mr. Bunch reported that last evening, Mayor Craig Dirksen circulated a letter to the other Councilors, who agreed with and signed the letter. He summarized the letter, which is addressed to the Board and appears below:
“We have received a copy of a letter from Metro Council to the Washington County Board pertaining to doing comprehensive planning for the existing unincorporated Bull Mountain area. Our understanding is that if the project happens, it would be done in conjunction with planning for urban growth areas 63 and 64.
We believe that planning to amend the outdated Bull Mountain Plan would be a good thing, especially if it addresses important livability issues; provision of parks, natural resource protections; close to home retail services; transportation capacity and safety and so on. However, Tigard does have concerns related to equity. We believe that those who benefit from government services should pay for them. Therefore if the planning proposal moves forward, unincorporated Bull Mountain property owners should fund it.
Since Washington County, in its County 2000 Plan (and subsequent updates) has declared it is no longer in the urban services business, doing Comprehensive Planning for Bull Mountain would be inequitable to others. This includes other unincorporated urban areas such as Aloha, Garden Home, Metzger and also the Cities. For example, Tigard, whose citizens pay taxes to support County government, is nearing the end of a comprehensive plan update with no subsidies from Metro or the county.
I believe the proper approach to this issue would be to strategically address the funding and service provision issues of all the County’s unincorporated urban areas through the Urbanization Forum process. A plan to address unincorporated urban service issues requires a comprehensive approach and broad consensus of city and county stakeholders. I believe that equity and fairness must underlie funding needed services to both city and county residents.”
Commissioner Rogers wished to adopt the work plan. He related that in recent discussions with the Director of Land Use and Transportation, she assured him that capacity is being hired and implemented. Commissioner Rogers acknowledged that it may not be immediate, simply because of timing, but it is happening. Regarding the Rock Creek County Club request, he did not think it makes much sense to put this off. Commissioner Rogers said that even if the task is not completed in 2008, it would at least
be in the queue and would at least be completed in 2009. As to the Bull Mountain issue, he favored continuing discussions with Metro. Commissioner Rogers looked forward to specificity from Metro relative to funding later on and hoped it would answer the City of Tigard’s question. He noted that it never hurts to continue the dialogue. Commissioner Rogers was willing to make a motion to approve the work plan, with the insertion of the Rock Creek proposal.
Commissioner Duyck asked that the Board perform two separate votes—one on the whole package and one on the Rock Creek amendment.
It was moved to approve the 2008 Planning Division and Land Use Ordinance Work Program, as detailed in the Staff Report.
Motion – Rogers 2nd – Duyck Vote – 4-0
It was moved to amend the 2008 Work Program by adding the Rock Creek Proposal to it.
Motion – Rogers 2nd – Duyck Vote – 3-1 Nay – Strader
Commissioner Strader supported staff’s recommendation. She pointed out that staff spent a lot of time looking at the Work Program from all sides. Commissioner Strader said that she originally supported the amendment but changed her mind after learning from staff that they are behind on some of the largest projects. She also called attention to the fact that it is not yet known where the Urbanization Forum is heading. Commissioner Strader recognized that that will dictate, in effect, whatever is done with Rock Creek.
Vice Chair Schouten said he has found that sometimes with big tasks, it is best to nibble off bits and pieces elsewhere and keep working on the big project. He respected the staff recommendation but had reason to believe that the Rock Creek task will not be as time consuming as some of the other items. Vice Chair Schouten recommended that the staff require the consultants who work for the folks making this request to do as much as possible to complete it.
Commissioner Rogers brought up the letters from Metro and City of Tigard, which were received today. He thought it would be silly not to continue to communicate with Councilor Hosticka (and others) about funding sources. Commissioner Rogers stated that everyone knows that if you just do Areas 63 and 64, that is a very small portion of that mountain. He said that this must be looked at in a holistic manner. Commissioner Rogers wished to direct staff to continue those dialogues.
Vice Chair Schouten suggested that staff draft a responding letter to Metro. He said that the letter would summarize some of today’s discussion as to why the Board did not include the West Bull Mountain community area, etc. in this year’s Work Program.
Commissioner Rogers specified that the reason it did not get included was due to the lack of money. He favored continuing the dialogue with Metro and other interested parties. Commissioner Rogers asked staff to continue conversations with Metro staff and see what is being proposed and the time period for that.
Commissioner Duyck was trying to remember if the County received all of the funding that was promised for Bethany. If not, he wondered what assurances the Board would have that this would be any different. Commissioner Duyck agreed with Commissioner Rogers that a dialogue might be helpful to find out some of this information. He said that when a decision is finally going to be made, he would take into consideration whether promised funding was received in the past.
Vice Chair Schouten continued to recommend putting the Board’s thoughts into a written response not too far in the future.
Brent Curtis needed to understand the intent of the addition of Rock Creek. He asked if the Board expects Rock Creek to be a priority task for staff to get to this year. Alternately, Mr. Curtis wondered if this is a task that staff should nibble on this year and proceed to a hearing that might be in 2009.
Commissioner Duyck’s intent was that staff would just begin the task this year. He added that this task was not brought in early enough in the year for the Board to get it into the Work Program and give it full consideration. Commissioner Duyck did not expect staff to even attempt to complete it this year.
Commissioner Rogers stated his expectation that if it gets in the queue and there is capacity, staff can scope out the project, address some preliminaries, and have conversations about it. He wanted the project in the Work Program but recognized that it might not be completed this year.
Vice Chair Schouten recognized Delna Jones and Michael Robinson in the audience and hoped that they could nail some of the details with staff.
Lawrence O’dell asked for clarification on behalf of staff relative to the Metro letter. His understanding was that the Board would like staff to continue to meet with Metro and to then report back at a later date. Mr. O’dell commented that at some point, the discussions themselves become an element of the Work Program if they drag out. He gathered that the Board wishes staff to continue to meet, to try to refine and to report back to the Board.
Commissioner Rogers agreed with that approach. He expanded it to deal with how the funding is progressing—on North Bethany as well. Commissioner Rogers noted the Board could not grasp the context of this letter, which was just handed to the Board today.
Brent Curtis verbalized his understanding of Board direction:
• The Board added Rock Creek to the Work Program but wants staff to fit it in and attempt to do as much as reasonably possible without disrupting other priorities. • The Board expects staff to talk with Metro to explore further the idea about what funding and program elements may be included in a greater articulation of the offer made today.
Mr. Curtis noted that once the Work Program is adopted, staff normally comes back to the Board periodically to provide a status update.
Commissioner Duyck agreed with Mr. Curtis’ representation of Board direction. He stated that staff’s discussions with Metro do not even have to be in-depth. Commissioner Duyck said that staff needs to ask Metro what is intended and what Metro foresees as the way to figure out what gets paid.
Mr. Curtis appreciated the clarification relative to Board direction.
7. COUNTY COUNSEL 7.a. MO 08-160 Introduction and First Reading of Proposed Ordinance No. 699; an Ordinance Prohibiting Graffiti and Possession of Graffiti Implements, Requiring Timely Removal of Graffiti by Property Owner, Imposing Penalties and Adopting Related Provisions and Declaring an Emergency (All CPOs)
There was a motion to read Proposed Ordinance No. 699 by title only.
Motion – Rogers 2nd – Duyck Vote – 4-0
Dan Oslen read the proposed ordinance by title.
It was moved to continue this matter to May 20, 2008 for second reading by title.
Motion – Rogers 2nd – Strader Vote – 4-0
Commissioner Strader commented that she is excited about this ordinance because it will make unincorporated residents happy.
7.b. MO 08-161 Direct Office of County Counsel to Prepare and File Ordinance Repealing Ordinance No. 622 (Health Care) (All CPOs)
Dan Olsen reviewed that Ordinance No. 622 adopted the intergovernmental agreement to create the entity known as the Tri-County Health Care Safety Net Enterprise. He explained that now that that entity no longer exists, the ordinance is no longer necessary. Mr. Olsen therefore asked the Board to repeal it in order to get it off the books.
It was moved to direct the Office of County Counsel to prepare and file an ordinance repealing Ordinance 622.
Motion – Duyck 2nd – Rogers Vote – 4-0
9. ORAL COMMUNICATION (5 MINUTE OPPORTUNITY)
Lawrence O’dell informed the Board that staff received today a hard copy of a letter from the Columbia Riverkeeper. (Copy may be found in the Meeting File.) He provided copies of the letter to Board members.
10. BOARD ANNOUNCEMENTS
Vice Chair Schouten announced that next week’s Worksession will begin at 2:00 p.m. He added that the June 17th Board meeting will follow the night schedule and that there will be no meetings on June 24th.
11. ADJOURNMENT: 11:45 a.m.
Motion – Rogers 2nd – Duyck Vote – 4-0
MINUTES APPROVED THIS ____ DAY ______2008
______RECORDING SECRETARY CHAIRMAN
Washington County, Oregon Board of Commissioners
Meeting Notice Washington County Board of Commissioners
MAY 27, 2008 6:30 p.m.
CHAIRMAN COMMISSIONER VICE-CHAIRMAN COMMISSIONER COMMISSIONER TOM BRIAN ROY ROGERS DICK SCHOUTEN DESARI STRADER ANDY DUYCK
Board Agenda The Board of Commissioners will meet for a general Worksession Agenda worksession in Room 140 of the Public Services Meeting Schedules and Procedures Building at 2:00 p.m. Meeting Calendar The Board of County Commissioners of Washington County, as the governing body of Washington County, the Housing Authority and all County service districts for which this Board so acts, will meet for its regular Board meeting in the Shirley Huffman Auditorium of the Public Services Building at 6:30 p.m. All public meetings are recorded. The agenda items listed below are provided in PDF format. The latest free Acrobat reader may be downloaded from: www.adobe.com/products/acrobat/readstep.html.
Board of Commissioners Agenda TABLE OF CONTENTS (PDF, 409K)
1. CONSENT AGENDA The items on the Consent Agenda are considered routine and will all be adopted in one motion unless a Board member or person in the audience requests, before the vote on the motion, to have the item considered separately. If any item is removed from the Consent Agenda, the Chairman will indicate when it will be discussed in the regular agenda. A list of Consent Agenda items is included at the end of the agenda packet.
2. ORAL COMMUNICATION Limited to two minutes per individual; ten minutes total.
3. BOARDS AND COMMISSIONS a. Appointments to the Civil Service Commission (CPO All) (PDF, 13 KB) (PDF, 13 KB) b. Appointment to the Solid Waste Advisory Committee (CPO All) (PDF, 13 KB)
4. PUBLIC HEARING – CLEAN WATER SERVICES a. Hold a Public Hearing and Adopt a Resolution and Order Approving a Supplemental Budget for Fiscal Year 2007-08 (PDF, 13 KB) (PDF, 13 KB)
5. PUBLIC HEARING - LAND USE AND TRANSPORTATION a. Fifth Reading, Third Public Hearing of Proposed Ordinance No. 691 – an Ordinance Amending the Traffic Impact Fee (TIF) (CPO All) (PDF, 13 KB)
6. PUBLIC HEARING - COUNTY COUNSEL Third Reading, First Public Hearing of Proposed Ordinance No. 699 – an Ordinance Prohibiting Graffiti and Possession of Graffiti Implements, Requiring Timely Removal of Graffiti by Property Owner, Imposing Penalties, and Adopting Related Provisions and Declaring an Emergency (CPO All) (PDF, 13 KB)
7. ORAL COMMUNICATION
8. BOARD ANNOUNCEMENTS
9. ADJOURNMENT
CONSENT AGENDA APPROVAL OF MINUTES May 6, 2008 (PDF, 13 KB)
CLEAN WATER SERVICES a. Acquire Easements for Sanitary Sewer and Temporary Easement for Construction of Sanitary Sewer (PDF, 32 KB) b. Approve Second Amendment to Melvin Mark Properties LLC Contract for Maintenance of the Administrative Building Complex (ABC), Field Operations and Water Quality Lab (CPO 2 & 9) (PDF, 32 KB) c. Adopt a Resolution and Order Transferring Appropriations in Fiscal Year 2007-08 (PDF, 32 KB) (PDF, 32 KB) d. Adopt a Resolution and Order Dissolving the Capital Replacement Fund (106) and Transferring the Fund Balance to the General Fund (101) for Fiscal Year 2007-08 (PDF, 32 KB) (PDF, 32 KB) e. Authorize the General Manager to Negotiate and Sign the Fourth Amendment to the Joint Funding Agreement for the Tualatin Basin Water Supply Project/Tualatin Project Title Transfer (PDF, 32 KB)
LAND USE AND TRANSPORTATION f. Appoint Representative to West Bull Mountain Technical Advisory Committee (CPO 4B & 4K) (PDF, 32 KB)
BOARDS AND COMMISSIONS g. Approval of the Washington County Cultural Plan for 2008 to 2015, from the Washington County Arts, Heritage and Humanities Coalition (PDF, 32 KB)
HEALTH AND HUMAN SERVICES h. Approve Extensions for Commission on Children and Families Contracts and Program Funding Priorities for the Request for Proposals Cycle (PDF, 32 KB)
SHERIFF'S OFFICE i. Contract with Tri-Met and the City of Portland for Provision of Westside Light Rail Transit Police Services (PDF, 32 KB)
SUPPORT SERVICES j. Grant Waiver/Authorize Contracts for Housing Services (PDF, 32 KB) k. Authorize Purchase Orders for Miscellaneous Medications for the Department of Health and Human Services (PDF, 32 KB) l. Authorize Purchase Orders for Law Library Circulation Materials (PDF, 32 KB) m. Authorize Purchase Orders for Radio/Telephone/ Pager Rental and Service with Sprint Nextel Communications (PDF, 32 KB) n. Approve the Use of Qualified Rehabilitation Facilities for Temporary Employment Services (PDF, 32 KB) o. Authorize Purchase Orders for Cooperative Library Circulation Materials and Annual Reference Resource Subscriptions (PDF, 32 KB) p. Authorize Purchase Order for Copiers, Copier Supplies and Maintenance (PDF, 32 KB) q. Award Contract to Youth Contact for Divorce Transition Services (PDF, 32 KB)
Board of Commissioners Meeting Calendar Tuesday, May 27, 2008
Worksession – 2:00 p.m. Board Meeting – 6:30 p.m. Monday, June 2, 2008
Board Retreat –TBD Tuesday, June 3, 2008
Worksession – 8:30 a.m. Board Meeting – 10:00 a.m. Housing Authority Board of Directors meeing cancelled. Meeting to be held June 17. Thursday, June 5, 2008
2:00 – 4:30 p.m. House District 34 Appointment TVCTV Studios– 11375 SW Center Street, Suite B Beaverton Tuesday, June 10, 2008
Extended Worksession – 8:30 a.m. Tuesday, June 17, 2008
Worksession – 2:00 p.m. Board Meeting – 6:30 p.m.- Housing Authority Board of Directors meet this date. Tuesday, June 24, 2008 MEETING CANCELLED
Washington County Phone: 503-846-8681 Administrative Office Fax: 503-846-4545 155 N. First Avenue, Suite 300 E-Mail: [email protected] Hillsboro, OR 97124