Board Agenda

BOARD OF DIRECTORS MEETING AGENDA TVF&R Command and Business Operations Center 11945 SW 70th Avenue, Tigard, Oregon Tuesday, April 27, 2021 3:00 P.M.

REGULAR SESSION

I. CALL TO ORDER

II. 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 Board President will indicate when it will be discussed in the regular agenda.

A. Approval Regular Board Meeting Minutes (March 16, 2021) 5 B. Approval Special Board Meeting Minutes (April 13, 2021) 11

III. RECOGNITION

IV. CITIZEN PARTICIPATION

V. STAFF PRESENTATION

VI. FINANCE REPORT A. Finance Report (March 2021) – Tim Collier 18 B. Capital Project Expenditure Summary – Tim Collier 32 C. Quarterly Investment Report – Tim Collier 34

VII. CORRESPONDENCE 38

VIII. OLD BUSINESS A. Board Policy Section 2 (Bylaws of the Board) Second Reading – Laura Hitt * 41

IX. NEW BUSINESS A. Stryker Equipment Purchase – Tim Collier * 79 B. Ordinance 2021-01 to Adopt the 2021-22 Master Fee Schedule First Reading – 86 Tim Collier *

X. CHIEF’S REPORT 100 A. Capital Projects Update 101 B. COVID-19 Update C. Legislative Update

D. Meritorious Awards E. Budget Committee Meeting – May 13, 2021

XI. DIRECTORS’ REPORT

XII. ITEMS NOT LISTED ON THE AGENDA

* Requires Action

CALL TO ORDER

3 CONSENT AGENDA

Tualatin Valley Fire & Rescue Board of Directors Meeting Minutes Tuesday, March 16, 2021 In response to the current health emergency resulting from the COVID-19 pandemic, District facilities are closed to the public, and meetings are being held virtually via Zoom, and broadcast via the District’s YouTube Channel: http://www.youtube.com/c/TualatinValleyFireRescue

ATTENDANCE

Board Members: Clark Balfour, Justin Dillingham, Gordon Hovies, Randy Lauer, and Bob Wyffels

Others present: Connie Brodehl, Kristin Chaffee, Tim Collier, Mark Havener, Laura Hitt, Ashley Naught, Pete Scott, Cassandra Ulven, Deric Weiss, and Eric Wicks – TVF&R; Bob Blackmore – Attorney; Bruce Coleman, Joe Gall, Julia Hajduk, Elaine Howard, and Tim Rosener – City of Sherwood Guests

REGULAR SESSION

CALL TO ORDER President Lauer called the Board meeting to order at 3:02 p.m.

EXECUTIVE SESSION

Director Wyffels moved, seconded by Director Hovies, to move out of regular session and into executive session for the reasons stated on the agenda. Motion carried unanimously.

President Lauer moved the meeting into executive session at 3:02 p.m.

President Lauer moved the meeting back into regular session at 3:11 p.m.

REGULAR SESSION

CONSENT AGENDA

Director Hovies moved, seconded by Director Dillingham, to approve the consent agenda. Motion carried unanimously.

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RECOGNITION

Chief Weiss said that earlier today he had the honor of presenting the Award of Excellence, which is the third highest award he can provide, to three of the District’s chaplains for their outstanding efforts on the Bald Peak/Chehalem Mountain Fire.

CITIZEN PARTICIPATION

No public comments were provided by phone or electronic mail.

STAFF PRESENTATION

Sherwood 2021 Urban Renewal Plan. City of Sherwood guests Bruce Coleman, Joe Gall, Julia Hajduk, Elaine Howard, and Tim Rosener provided a presentation on Sherwood’s proposed Urban Renewal Plan. Their presentation included: The background of their existing URA, background on plan formation, proposed projects, public works project detail, maximum indebtedness, concurrence on public building, taxing district impacts, and review and adoption steps. Discussion ensued regarding specific projects and funding. Directors asked about cleaning up the public works building site property, how expensive and how long the city anticipates it to take. Sherwood representatives said they have estimates and plans in place for the entire process. Director Wyffels expressed concern regarding the pedestrian bridge. City of Sherwood representatives said after research, they feel the pedestrian bridge is the best option, and a great plan for the city. Director Wyffels asked for elaboration on the broadband plans. Sherwood representatives said the City operates an extensive regional broadband network. The broadband provides connectivity in a large area and will continue to build out the network from Newberg, to Clackamas County, all the way to Western Washington County and have an extensive business network. They are also in the process of rolling out a residential program, which would provide the amenity to city residents as well as businesses. They also plan to apply for federal grants which would allow them to extend to rural areas as well. Director Wyffels asked if the city has received any interest from commercial or industrial entrepreneurs coming to or moving to Sherwood. City representatives said there has been very strong interest in industrial development in the area, but the challenge is infrastructure. Director Balfour expressed his excitement for the projects and said he is supportive of the new public works facility in the brownfield area, the old tannery. He said he likes that it frees up the existing public works site and creates opportunity for downtown development. The Board members thanked the City of Sherwood guests for their time and the great presentation.

FINANCE REPORT

Finance Report (February 2021). CFO Tim Collier reviewed the finance report for the period ending February 28, 2021. He reported that:

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FINANCE REPORT (continued)

§ The District is tracking where CFO Collier would expect, but there is a spike in End-of-Month-Payroll due to overtime associated with the vaccination work the District has been doing. § The District is slightly ahead for property tax collection. § The District is on track for overall revenue. § The District is expected to be reimbursed for some of the work associated with vaccines.

Capital Project Expenditure Summary. CFO Collier said the only active projects right now are Station 54 and the Logistics Service Center. He said details are being wrapped up on the Logistics Service Center.

CORRESPONDENCE

Noted.

OLD BUSINESS

None.

NEW BUSINESS

Board Policy Section 2 (Bylaws of the Board. Chief Weiss said consistent with practice, staff has reviewed Board Policy Section 2, Bylaws of the Board and recommends changes to the current policy as reflected in the attached draft.

Director Wyffels moved, seconded by Director Hovies, to approve the first reading of Board Policy Section 2, Bylaws of the Board by title only. Motion carried unanimously.

Ashley Naught gave the first reading of Board Policy Section 2, Bylaws of the Board, by title only.

Consideration of Unionization. Chief Hitt said the majority of the employees in Facilities and Supply voted to organize into IAFF Local 1660. IAFF Local 1660 is requesting TVF&R voluntarily recognize IAFF Local 1660 as the exclusive representative for these employees. Chief Hitt said this represents seven positions in those departments, and a total of 13 employees including: six facilities maintenance technicians (three of which are limited maintenance electricians), one facilities utility worker, two supply assistants, one supply procurement specialist, one medical equipment technician, one inventory control specialist, and one customer service clerk.

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NEW BUSINESS (continued)

Director Balfour moved, seconded by Director Wyffels, to voluntarily recognize Local 1660 as the exclusive representative for the 13 employees Chief Hitt mentioned. Motion carried unanimously.

CHIEF’S REPORT

Capital Project Update. Assistant Chief Mark Havener provided an update on Station 54 construction. He said the project is moving along with the building being shored, stabilized and reframed. Once that is complete, subcontractors will resume work on tenant improvements.

COVID-19 Update. Chief Weiss provided a COVID-19 update. He said staff has administered over 16,000 doses of vaccine. The District participated in a vaccination point of distribute at Nike last week and administered about 1,110 vaccines in a six-hour span. Congresswoman Suzanne Bonamici visited to tour the operation. Chief Weiss said staff is doing an amazing job. The Board commented that 16,000 doses is amazing.

Legislative Update. Chief Weiss provided a legislative update. He said there is a significant deadline later in the week, which occurs March 19. Bills without scheduled work sessions will die unless in the rules, revenue or joint committees. The District watch list will likely reduce significantly. Staff continues to monitor significant bills that will impact the District or fire service. Staff is seeking the Board’s support on House Bill 2927, which is a multipurpose bill to restructure some state agencies. With the Board’s consent, staff will work with the Board’s legislative subcommittee members for approval on a letter in support of the bill. The Board consented. Chief Weiss also asked if the Board would be supportive of him testifying on swift-moving legislation regarding wildfires. The Board said they are supportive of that.

Budget Committee Workshop Recap. Chief Weiss said the Budget Committee Workshop took place March 11 and he thought it went well. The Board said staff did a great job of informing the Board and Budget Committee Members of what to look for in the upcoming budget process.

New Badges. Chief Weiss said new badges have been distributed across the District. He said the new badges are a Maltese cross-style badge, which traditionally symbolizes courage, honor, protection, and bravery in the fire service.

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CHIEF’S REPORT (continued)

Safety First Newsletter. Chief Weiss said the second edition of the Safety First Newsletter has been released. This online publication is geared toward residents, businesses, and all families in our service area.

Bald Peak/Chehalem Mountain Awards. Chief Weiss said this item was mentioned earlier in recognition, but he wanted to let the Board know the District has not been able to do the traditional Meritorious Awards ceremony this year but is still recognizing employees. Staff has been working to do some virtual ceremonies and promotion ceremonies.

Budget Committee Meeting. Chief Weiss said the Budget Committee Meeting will take place May 13, 2021, virtually. He said he also wanted to check with the Board on upcoming Board meetings, and if they would like to keep them in the virtual environment due to the pandemic. Director Wyffels said he would like to keep the Board meetings virtual until September. Director Hovies said he would like to keep the meetings virtual through June, and then reevaluate if they would like to extend. The Board agreed. The Board also said they would like to consider permanently moving the meeting time to 3:00 p.m., and that will be evaluated in the future. Attorney Bob Blackmore added that the District has been following State law and guidelines regarding virtual Board meetings, and new legislation regarding meetings may play into future decisions.

DIRECTORS’ REPORT

Director Hovies said he attended a Metro Policy Advisory Committee meeting, and he had another one to attend soon. Director Wyffels said he has been meeting with the Washington County Consolidated Communications Agency’s (WCCCA) new executive director and is excited for his level of energy and thinks he will do a great job. Director Wyffels has been elected as the Vice President for the WCCCA Board of Commissioners. Director Wyffels also provided an update on the new WCCCA facility. Director Dillingham said he saw an ad on social media for recruitment of firefighters and paramedics for the District. He said the ad was outstanding and he was very impressed by the quality.

ITEMS NOT LISTED ON THE AGENDA

None.

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ADJOURNMENT

Director Balfour moved, seconded by Director Hovies, to adjourn the meeting. Motion carried unanimously.

There being no further business to come before the Board, President Lauer adjourned the meeting at 5:03 p.m.

APPROVED on April 27, 2021

______Justin J. Dillingham, Secretary/Treasurer Minutes recorded & prepared by Ashley Naught

Tualatin Valley Fire & Rescue Special Board of Directors Meeting Minutes Tuesday, April 13, 2021 In response to the current health emergency resulting from the COVID-19 pandemic, District facilities are closed to the public, and meetings are being held virtually via Zoom, and broadcast via the District’s YouTube Channel: http://www.youtube.com/c/TualatinValleyFireRescue

ATTENDANCE

Board Members: Clark Balfour, Justin Dillingham, Gordon Hovies, Randy Lauer, and Bob Wyffels

Others present: Connie Brodehl, Tim Collier, Ashley Naught, Pete Scott, Cassandra Ulven, and Deric Weiss – TVF&R; Bob Blackmore – Attorney; Bruce Coleman, Joe Gall, and Julia Hajduk – City of Sherwood Guests

REGULAR SESSION – SPECIAL BOARD MEETING

CALL TO ORDER President Lauer called the Board meeting to order at 3:02 p.m.

NEW BUSINESS

Resolution 2021-02 Tax Increment Financing of Sherwood Public Works Building. Public Affairs Chief Cassandra Ulven introduced City of Sherwood staff present, and said the Board heard a presentation by City of Sherwood staff at their last Board meeting.

City of Sherwood staff said details of projects and the city’s goals were shared last month, but the main issue to act on is the new public works facility, and they would be happy to answer questions. Julia Hajduk added that the project does not just consist of constructing a new Public Works facility, that is only part of the large picture, which is to clean up the tannery site which has contamination and is on a vacant brownfield site that is owned by Washington County through tax foreclosure. Once the Public Works facility moves, the existing facility in Sherwood old town would become zoned for both commercial and high-density residential, which would be redeveloped into a use that is a higher tax generator.

Chief Ulven said Oregon tax law requires if tax increment financing (TIF) is used for purposes of a public building that has not proven to invite private investment, the four largest overlapping taxing districts are asked for their approval of the project. Chief Ulven said there is a resolution associated with approval of the project, and there are two options for the Board, to pass the resolution, or to reject the resolution. The relevant Board policy is Board Policy 1, Section 15. Chief Ulven added that the Board has not been asked to support the project in its entirety, they have been asked exclusively about using TIF for purposes of the Public Works building.

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NEW BUSINESS (continued)

President Lauer said he felt it is important that Board members compare Board policy to the proposed resolution and ask questions or express concerns they may have. Director Balfour asked where the City is with approvals from the other overlapping taxing Districts. City of Sherwood representatives said Washington County provided their concurrence last week, the school district is expected to concur, as well as City of Sherwood is expected to concur with the proposal.

Director Balfour moved, seconded by Director Wyffels, to approve Resolution 2021- 02 to support using tax increment financing to construct a new Public Works building as part of a proposed Sherwood Urban Renewal Plan. Voting was tabled for further discussion.

Further discussion ensued regarding whether the resolution was concurrent with Board policy. Director Dillingham said he felt that the projects were great but using TIF to support them was not consistent with the District’s Board policy, and there could be other funding mechanisms for the City of Sherwood to use to build the Public Works facility. Board members reviewed sections of Board Policy 1, Section 15. Director Balfour said the policy is a general view of how the board will address these issues, and criteria has been adopted, but each issue needs to be dealt with on a case by case basis and discretion must be exercised. He said each goal is not a hard rule, and it must be factored into the entire policy for whether the Board supports the issue at hand. Further discussion ensued regarding policy and the projects Sherwood intends to complete with the TIF monies. Director Balfour said he felt the City’s plans are a good use, and the policy could support it because the projects could be encouraging private investment. Board members had discussion regarding how much of the land would be used for the Public Works site, abatement of contaminated land, if there was private partnership involved in the land, if the site could generate tax revenue in the future, and what the tax coding could be. President Lauer said he feels that the overall projects are great, and many of them are initiatives the Board would support but felt the TIF money for the Public Works building did not fit with Board policy. Director Hovies agreed and said he was concerned that if the Board approved this project, the Board could be in a position to be forced to approve other projects similar to this by other cities. Sherwood City Manager Joe Gall said the City feels relocating their Public Works facility to a piece of blighted land, a brownfield, and turn it into an amenity for the City is the best option they have available and provides opportunity for the future and for future partners and investors. Further discussion ensued between the Board and Sherwood staff regarding the plans and possible future tax revenue, and if guaranteed tax revenue could be created from these projects.

President Lauer called for the vote on the earlier motion. Motion failed with an aye vote by Director Balfour, and nay votes by President Lauer and Directors Dillingham, Hovies, and Wyffels.

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NEW BUSINESS (continued)

Director Dillingham moved, seconded by Director Wyffels, to reject using tax increment financing to construct a new Public Works building as part of a proposed Sherwood Urban Renewal Plan. Motion carried with aye votes by President Lauer and Directors Dillingham, Hovies, and Wyffels, and a nay vote by Director Balfour.

Board members thanked the City of Sherwood staff for their time and appreciated their effort. Director Balfour suggested the Board reviews Board Policy 1, Section 15 at an upcoming meeting.

ADJOURNMENT

Director Wyffels moved, seconded by Director Hovies, to adjourn the meeting. Motion carried unanimously.

There being no further business to come before the Board, President Lauer adjourned the meeting at 4:14 p.m.

APPROVED on April 27, 2021

______Justin J. Dillingham, Secretary/Treasurer Minutes recorded & prepared by Ashley Naught

RECOGNITION

CITIZEN PARTICIPATION

STAFF PRESENTATION

FINANCE REPORT

17 MARCH 2021

Percent Revenue to Budget by Month Ending Fund Balance by Month General Fund General Fund 120.0% (three year comparison) (three year comparison)

100.0% $120,000,000 $100,000,000 80.0% $80,000,000 60.0% $60,000,000 40.0% $40,000,000 20.0% $20,000,000 0.0% Jul Aug Sep Oct Nov Dec Jan Feb Mar $0 2019 0.3% 0.8% 3.2% 4.1% 83.5% 98.1% 99.0% 99.7% 102.0% Jul Aug Sep Oct Nov Dec Jan Feb Mar 2020 0.3% 0.9% 1.4% 2.0% 76.6% 93.8% 95.5% 96.2% 98.5% 2021 0.3% 1.2% 1.9% 2.8% 75.9% 94.5% 96.7% 98.1% 100.6% 2019 2020 2021

Percent Personnel Services to Budget by Month Percent Materials and Services to Budget by Month General Fund General Fund (three year comparison) (three year comparison) 100.0% 100.0% 90.0% 90.0% 80.0% 80.0% 70.0% 70.0% 60.0% 60.0% 50.0% 50.0% 40.0% 40.0% 30.0% 30.0% 20.0% 20.0% 10.0% 10.0% 0.0% 0.0% Jul Aug Sep Oct Nov Dec Jan Feb Mar Jul Aug Sep Oct Nov Dec Jan Feb Mar 2019 2019 8.9% 18.1% 25.7% 33.2% 40.9% 48.4% 55.8% 63.3% 71.3% 8.9% 14.9% 20.1% 27.8% 32.9% 38.2% 50.3% 54.5% 59.7% 2020 9.4% 13.9% 20.0% 29.5% 34.9% 39.5% 52.2% 56.4% 62.3% 2020 8.0% 15.8% 23.6% 31.7% 39.4% 49.2% 56.9% 64.8% 72.8% 2021 2021 10.7% 19.5% 27.7% 35.3% 42.6% 50.1% 57.5% 65.3% 73.2% 10.2% 17.2% 22.5% 32.0% 36.8% 42.2% 53.6% 57.6% 64.0%

2020‐21 Revenues, Expenditures and Ending Fund Balance by Month General Fund $140,000,000

$120,000,000

$100,000,000

$80,000,000

$60,000,000

$40,000,000

$20,000,000

$0 Jul Aug Sep Oct Nov Dec Jan Feb Mar

Revenues Expenditures Ending Fund Balance

End‐of‐Month FTE Count End‐of‐Month Payroll $3,500,000 700 3,040,285 $3,000,000 2,814,036 600 570 570 562 2,636,790 500 $2,500,000 400 $2,000,000 300 $1,500,000 200 $1,000,000 100 $500,000 0 $0 3/31/2019 3/31/2020 3/31/2021 3/31/2019 3/31/2020 3/31/2021 Nonunion 102 98 97 Nonunion 413,659 405,283 442,717 Union 468 472 465 Union 2,223,131 2,408,754 2,597,568

18 Condensed Statement of Budget vs GENERAL Sources and Uses of Funds For the Period Ended March 31 FUND 10

Benchmark: 75.00% 2020‐21 2019‐20 Variance with Original Y‐T‐D Actual as % of Y‐T‐D Actual as % of Budget Positive Budget Actual Budget Actual Budget GENERAL FUND (Negative)

Sources of Funds

Beginning Fund Balance$ 52,456,165 $ 56,947,497 $ 4,491,332 108.56%$ 57,832,511 * 118.03%

Property Tax Current 124,331,613 122,418,129 (1,913,484) 98.46% 117,002,426 98.14% Property Tax‐Prior Years 961,095 1,235,597 274,502 128.56% 1,030,531 109.37% Tax In Lieu Of Property Tax 15,833 103,531 87,698 653.90% 6,864 44.22% Forest Revenue 25,500 148,718 123,218 583.21% 93,537 374.15% Interest Revenue 684,743 329,581 (355,162) 48.13% 624,725 92.51% Charges for Services 3,603,467 4,431,169 (1) 827,702 122.97% 3,820,044 101.74% Rental Revenue 57,663 58,329 666 101.15% 45,461 80.42% Insurance Refunds 260,000 494,697 234,697 190.27% 432,472 123.56% Other Revenue 363,887 1,848,594 (2) 1,484,707 508.01% 437,984 124.13%

Total Revenues 130,303,801 131,068,345 764,544 100.59% 123,494,043 98.49%

Total Available Resources $ 182,759,966 $ 188,015,842 $ 5,255,876 102.88%$ 181,326,554 103.98%

Uses of Funds

Personnel Services $ 126,974,805 $ 92,906,778 $ 34,068,027 73.17%$ 82,585,989 72.84% Materials & Services 14,843,276 9,492,998 5,350,278 63.95% 8,876,461 62.30% Transfer To Other Funds 4,796,515 3,253,314 1,543,201 67.83% 5,944,387 97.29% Contingency 5,142,000 ‐ 5,142,000 0.00% ‐ 0.00%

Total Expenditures 151,756,596 105,653,090 46,103,506 69.62% 97,406,837 70.11%

Ending Fund Balance $ 31,003,370 $ 82,362,752 (3) $ 51,359,382 265.66%$ 83,919,717 236.64%

* Restated.

(1) Includes: 2020‐21 2019‐20 Newberg Transport: $1,850K $1,930K Other Medical Transport: $676K $525K Conflagration & EMAC Deployment Claims: $1,542K $1,102K

(2) Includes $1.3M in CARES Act reimbursements. (3) Includes $4.8M in assigned fund balance for the PERS reserve.

19 Condensed Statement of Budget vs GENERAL Sources and Uses of Funds For the Period Ended March 31 FUND 10

Benchmark: 75.00% 2020‐21 2019‐20 Original Y‐T‐D Actual as % of Y‐T‐D Actual as % of GENERAL FUND Budget Actual Budget Actual Budget Command Directorate Personnel Services Board of Directors$ 500 $ 246 49.17% $ ‐ 0.00% Civil Service 139,978 3,524 2.52% 56,941 26.73% Fire Chief's Office 3,001,502 1,977,938 65.90% 1,970,640 70.18% Total Personnel Services 3,141,980 1,981,708 63.07% 2,027,581 67.11% Materials and Services Board of Directors 193,650 14,308 7.39% 16,195 56.53% Civil Service 47,119 7,121 15.11% 34,911 75.52% Fire Chief's Office 1,111,147 646,970 58.23% 431,436 37.87% Total Materials and Services 1,351,916 668,399 49.44% 482,542 39.75% Total Command Directorate $ 4,493,896 $ 2,650,107 58.97%$ 2,510,123 59.26%

Business Directorate Personnel Services Business Strategy $ 913,230 $ 624,500 68.38% $ 522,283 65.71% Human Resources 1,679,348 1,144,665 68.16% 1,052,967 70.75% Behavioral Health 327,408 2,307 0.70% 226,355 73.11% Occupational Health and Wellness 897,891 532,678 59.33% 529,464 73.65% Logistics 451,721 292,751 64.81% 399,834 89.63% Fleet Maintenance 2,029,954 1,421,954 70.05% 1,280,235 72.31% Facilities Maintenance 1,346,578 849,892 63.11% 811,054 63.90% Supply 850,623 568,928 66.88% 626,934 73.55% Total Personnel Services 8,496,753 5,437,674 64.00% 5,449,127 71.23% Materials and Services Business Strategy 79,595 22,977 28.87% 26,565 30.35% Human Resources 208,892 144,507 69.18% 82,578 28.75% Behavioral Health 10,458 33,090 (1) 316.41% 1,889 17.62% Occupational Health and Wellness 504,566 315,255 62.48% 293,348 54.32% Logistics 211,150 112,919 53.48% 51,289 52.37% Fleet Maintenance 1,215,419 696,299 57.29% 784,975 63.89% Facilities Maintenance 589,988 454,666 (2) 77.06% 92,345 53.88% Supply 260,420 150,653 57.85% 134,808 54.32% Total Materials and Services 3,080,488 1,930,365 62.66% 1,467,796 54.94% Total Business Directorate $ 11,577,241 $ 7,368,039 63.64%$ 6,916,923 67.01%

Finance Directorate Personnel Services Finance $ 2,003,716 $ 1,453,661 72.55%$ 1,317,928 72.50% Information Technology 1,641,940 860,907 52.43% 1,214,160 81.08% Communications 607,819 414,966 68.27% 387,400 67.49% Total Personnel Services 4,253,475 2,729,533 64.17% 2,919,488 75.06% Materials and Services Finance 767,568 701,550 (3) 91.40% 565,116 89.98% Information Technology 1,798,940 1,482,886 (4) 82.43% 1,204,061 72.97% Communications 2,909,791 1,943,050 66.78% 2,094,441 72.78% Total Materials and Services 5,476,299 4,127,487 75.37% 3,863,618 74.94% Total Finance Directorate $ 9,729,774 $ 6,857,020 70.47%$ 6,783,106 74.99%

(1) EAP program budgeted in personnel services replaced with outside professional services firm due to Behavioral Health Specialist retirement. (2) Approximately $18K of unexpected clean‐up and maintenance costs from ice storm. (3) Insurance premium $30K over budgeted figures and includes both FY19 GEMT of $55K and FY20 GEMT of $76K. (4) Annual software renewals.

20 Condensed Statement of Budget vs GENERAL Sources and Uses of Funds For the Period Ended March 31 FUND 10

Benchmark: 75.00% 2020‐21 2019‐20 Original Y‐T‐D Actual as % of Y‐T‐D Actual as % of GENERAL FUND Budget Actual Budget Actual Budget Operations Directorate Personnel Services Operations Admin$ 4,332,750 $ 7,207,219 (1)(2) 166.34%$ 3,866,063 96.91% Relief Pool Personnel 13,683,000 9,753,664 71.28% 8,426,736 66.94% Stations / Specialty Teams 81,002,092 58,790,447 72.58% 52,260,980 73.58% EMS 1,786,998 1,167,792 65.35% 1,052,624 63.51% Training 2,339,555 1,364,309 58.31% 1,424,724 70.50% Recruits 1,344,104 50,183 3.73% 628,816 51.16% Total Personnel Services 104,488,499 78,333,615 74.97% 67,659,943 73.13% Materials and Services Operations Admin 303,470 449,378 (3) 148.08% 252,948 83.43% Relief Pool Personnel 32,403 14,983 46.24% 20,067 115.31% Stations / Specialty Teams 2,756,657 1,696,051 61.53% 1,960,750 1.69% EMS 487,196 191,804 39.37% 203,558 58.14% Training 513,165 221,961 43.25% 355,378 63.03% Recruits 187,160 4,997 2.67% 76,870 43.57% Total Materials and Services 4,280,051 2,579,174 60.26% 2,869,572 2.44% Total Operations Directorate $ 108,768,550 $ 80,912,788 74.39%$ 70,529,515 33.56%

Support Directorate Personnel Services Emergency Management $ 205,425 $ ‐ 0.00% $ 1,290 0.61% Volunteers / Chaplains 67,850 44,175 65.11% 33,597 Total Personnel Services 273,275 44,175 16.17% 34,887 12.53% Materials and Services Emergency Management 24,841 16,816 67.69% 16,816 58.84% Volunteers / Chaplains 190,065 89,597 47.14% 58,978 Total Materials and Services 214,906 106,413 49.52% 75,794 34.99% Total Support Directorate $ 488,181 $ 150,588 30.85% $ 110,681 22.36%

Community Services Directorate Personnel Services Fire and Life Safety $ 4,795,597 3,219,458 67.13% 3,289,131 72.39% Government Affairs 1,088,718 829,634 (4) 76.20% 820,427 78.21% Media Services 360,637 267,192 74.09% 332,701 93.86% Incident Management Team 75,871 63,788 (5) 84.07% 52,704 Total Personnel Services $ 6,320,823 $ 4,380,073 69.30%$ 4,494,963 74.65% Materials and Services Fire and Life Safety 178,800 23,531 13.16% 66,140 35.67% Government Affairs 220,796 53,605 24.28% 41,745 21.32% Media Services 34,980 3,927 11.23% 9,120 24.42% Incident Management Team 5,040 97 1.92% 135 Total Materials and Services 439,616 81,161 18.46% 117,140 27.65% Total Community Services Directorate $ 6,760,439 $ 4,461,233 65.99%$ 4,612,103 71.56%

District Non‐Organizational Transfers $ 4,796,515 $ 3,253,314 67.83%$ 5,944,387 97.29% Contingency 5,142,000 ‐ 0.00% ‐ 0.00% Total $ 9,938,515 $ 3,253,314 32.73%$ 5,944,387 52.59%

(1) One‐time $4M PERS EIF payment sent 7/1 and allocated across departments. (2) Includes $672k of personnel costs attributable to Chehalem Mountain/Bald Peak wildfire and $1.2 million attributable to conflagrations and other deployments. $1.1M attributed to vaccine rollout to date. (3) Includes purchase of COVID‐19 supplies of $259K and $130K of supplies for Chehalem Mountain/Bald Peak wildfire. (4) Includes vacation sold. (5) Union overtime for IMT training exercises.

21 Condensed Statement of Budget vs APPARATUS Sources and Uses of Funds For the Period Ended March 31 FUND 21

Benchmark: 75.00% 2020‐21 2019‐20 Variance with Original Y‐T‐D Actual as % of Y‐T‐D Actual as % of Budget Positive Budget Actual Budget Actual Budget APPARATUS FUND (Negative)

Sources of Funds

Beginning Fund Balance$ 4,799,382 $ 4,617,556 $ (181,826) 96.21%$ 3,730,110 73.67%

Interest Revenue 80,000 20,159 (59,841) 25.20% 73,532 83.76% Surplus Property ‐ ‐ ‐ 0.00% 3,962 158.46% Transfers In 1,000,000 1,000,000 ‐ 100.00% 1,000,000 100.00%

Total Revenues 1,080,000 1,020,159 (59,841) 94.46% 1,077,494 98.83%

Total Available Resources $ 5,879,382 $ 5,637,715 $ (241,667) 95.89%$ 4,807,604 78.13%

Uses of Funds

Capital Outlay $ 2,713,500 $ 2,578,498 (1) $ 135,002 95.02%$ ‐ 0.00% Contingency 650,200 ‐ 650,200 0.00% ‐ 0.00%

Total Expenditures 3,363,700 2,578,498 785,202 76.66% ‐ 0.00%

Ending Fund Balance $ 2,515,682 $ 3,059,217 $ 543,535 121.61%$ 4,807,604 157.36%

(1) Includes pre‐payment of two Pierce Quantum Pumpers and one Pierce Aerial.

22 Condensed Statement of Budget vs CAPITAL IMPROV Sources and Uses of Funds For the Period Ended March 31 FUND 22

Benchmark: 75.00% 2020‐21 2019‐20 Variance with Actual as % of Original Y‐T‐D Actual as % of Y‐T‐D Budget Positive Revised Budget Actual Budget Actual CAPITAL IMPROVEMENTS FUND (Negative) Budget

Sources of Funds

Beginning Fund Balance$ 5,130,159 $ 5,002,885 $ (127,274) 97.52%$ 4,810,729 98.48%

Interest Revenue 85,000 30,637 (54,363) 36.04% 88,824 95.73% Grants and Contributions ‐ 30,000 (1) 30,000 100.00% Surplus Property 2,500 64,655 62,155 2586.18% 18,317 732.68% Transfers In 1,172,807 1,172,807 ‐ 100.00% 1,500,000 0.00%

Total Revenues 1,260,307 1,298,098 37,791 103.00% 1,607,141 100.74%

Total Available Resources $ 6,390,466 $ 6,300,983 $ (89,483) 98.60%$ 6,417,870 99.04%

Uses of Funds

Materials and Services $ 484,630 $ 157,910 $ 326,720 32.58% Capital Outlay 2,479,844 817,848 1,661,996 32.98%$ 1,018,112 38.22% Contingency 524,000 ‐ 524,000 0.00% ‐ 0.00%

Total Expenditures 3,488,474 975,758 2,512,716 27.97% 1,018,112 32.83%

Ending Fund Balance $ 2,901,992 $ 5,325,225 $ 2,423,233 183.50%$ 5,399,758 159.80%

(1) Donation received.

23 Condensed Statement of Budget vs MERRC Sources and Uses of Funds For the Period Ended March 31 FUND 23

Benchmark: 75.00% 2020‐21 2019‐20 Variance with Actual as % of Original Y‐T‐D Actual as % of Y‐T‐D Budget Positive Revised Budget Actual Budget Actual MERRC FUND (Negative) Budget

Sources of Funds

Beginning Fund Balance$ 1,826,076 $ 1,823,870 $ (2,206) 99.88%$ 1,480,202 108.15%

Charges for Services 250,000 170,257 (79,743) 68.10% 267,005 106.80% Interest Revenue 15,000 11,770 (3,230) 78.47% 30,185 201.23%

Total Revenues 265,000 182,027 (82,973) 68.69% 297,190 112.15%

Total Available Resources $ 2,091,076 $ 2,005,897 $ (85,179) 95.93%$ 1,777,392 108.80%

Uses of Funds

Capital Outlay $ 100,000 $ ‐ $ 100,000 0.00% $ ‐ 0.00% Contingency 30,000 ‐ 30,000 0.00% ‐ 0.00%

Total Expenditures 130,000 ‐ 130,000 0.00% ‐ 0.00%

Ending Fund Balance $ 1,961,076 $ 2,005,897 $ 44,821 102.29%$ 1,777,392 118.20%

24 Condensed Statement of Budget vs GRANTS Sources and Uses of Funds For the Period Ended March 31 FUND 25

Benchmark: 75.00% 2020‐21 2019‐20 Variance with Original Y‐T‐D Actual as % of Y‐T‐D Actual as % of Budget Positive Budget Actual Budget Actual Budget GRANTS FUND (Negative)

Sources of Funds

Beginning Fund Balance$ 167,360 $ 167,360 $ ‐ 0.00% $ ‐ 0.00%

Grant Revenue 115,000 51,653 (1)(2) (63,347) 44.92% 33,700 23.45% Transfers In ‐ ‐ ‐ 0.00% 167,360 0.00%

Total Revenues 115,000 51,653 (63,347) 44.92% 201,060 64.64%

Total Available Resources $ 282,360 219,013 $ (63,347) 77.57% $ 201,060 64.64%

Uses of Funds

Materials & Services $ 115,000 $ 5,285 $ 109,715 4.60% $ 33,700 23.45% Capital Outlay 167,360 43,868 123,492 26.21% ‐ 0.00%

Total Expenditures 282,360 49,153 233,207 17.41% 33,700 10.83%

Ending Fund Balance $ ‐ $ 169,860 $ 169,860 100.00% $ 167,360 100.00%

(1) Medtronic grant through the University of Washington. (2) Restricted donation received $2,500.

25 Condensed Statement of Budget vs DEBT SERVICE Sources and Uses of Funds For the Period Ended March 31 FUND 30

Benchmark: 75.00% 2020‐21 2019‐20 Variance with Original Y‐T‐D Actual as % of Y‐T‐D Actual as % of Budget Positive Budget Actual Budget Actual Budget DEBT SERVICE FUND (Negative)

Sources of Funds

Beginning Fund Balance$ 255,425 $ 425,594 $ 170,169 166.62%$ 608,415 123.94%

Property Tax Current 9,088,899 8,836,716 (252,183) 97.23% 5,798,187 97.06% Property Tax‐Prior Years 45,000 62,918 17,918 139.82% 54,990 122.20% Tax In Lieu Of Property Tax 350 7,318 6,968 2090.87% 329 94.05% Interest Revenue 31,900 23,033 (8,867) 72.20% 47,823 149.91%

Total Revenues 9,166,149 8,929,986 (236,163) 97.42% 5,901,328 97.53%

Total Available Resources $ 9,421,574 $ 9,355,580 $ (65,994) 99.30%$ 6,509,743 99.51%

Uses of Funds

Debt Service Principal $ 8,160,000 $ 1,700,000 $ 6,460,000 20.83%$ 1,660,000 35.74% Debt Service Interest 1,048,649 779,729 268,920 74.36% 1,117,594 68.09%

Total Expenditures 9,208,649 2,479,729 6,728,920 26.93% 2,777,594 44.18%

Ending Fund Balance $ 212,925 $ 6,875,850 $ 6,662,925 3229.24%$ 3,732,149 1461.15%

26 Condensed Statement of Budget vs INSURANCE Sources and Uses of Funds For the Period Ended March 31 FUND 45

Benchmark: 75.00% 2020‐21 2019‐20 Variance with Original Y‐T‐D Actual as % of Y‐T‐D Actual as % of Budget Positive Budget Actual Budget Actual Budget INSURANCE FUND (Negative)

Sources of Funds

Beginning Fund Balance$ 650,000 $ 674,370 $ 24,370 103.75%$ 669,720 115.47%

Interest Revenue 8,125 4,178 (3,947) 51.43% 12,180 243.59% Insurance Refunds ‐ 27,889 27,889 100.00% 3,781 0.00%

Total Revenues 8,125 32,068 23,943 394.68% 15,960 319.20%

Total Available Resources $ 658,125 $ 706,438 $ 48,313 107.34% $ 685,680 117.21%

Uses of Funds

Materials & Services $ 658,125 $ 13,025 $ 645,100 1.98% $ 5,265 0.90%

Total Expenditures 658,125 13,025 645,100 1.98% 5,265 0.90%

Ending Fund Balance $ ‐ $ 693,412 $ 693,412 100.00% $ 680,415 100.00%

27 Condensed Statement of Budget vs PROP & BLDG Sources and Uses of Funds For the Period Ended March 31 FUND 51

Benchmark: 75.00% 2020‐21 2019‐20 Variance with Original Y‐T‐D Actual as % of Y‐T‐D Actual as % of Budget Positive Budget Actual Budget Actual Budget PROPERTY & BUILDING FUND (Negative)

Sources of Funds

Beginning Fund Balance $ 7,500,000 $ 8,004,044 $ 504,044 106.72%$ 15,502,242 94.46%

Interest Revenue 100,000 36,441 (63,559) 36.44% 244,050 93.20% Surplus Property ‐ ‐ ‐ 0.00% 149,090 0.00% Miscellaneous Revenue ‐ 61,510 (1) 61,510 0.00% 8,577 0.00% Transfers In 2,500,000 1,000,000 (1,500,000) 40.00% 3,159,802 100.00%

Total Revenues 2,600,000 1,097,951 (1,502,049) 42.23% 3,561,519 104.09%

Total Available Resources $ 10,100,000 $ 9,101,995 $ (998,005) 90.12%$ 19,063,761 96.12%

Uses of Funds Capital Outlay $ 8,391,881 $ 5,119,536 $ 3,272,345 61.01%$ 8,337,182 52.15% Contingency 1,500,000 ‐ 1,500,000 0.00% ‐ 0.00%

Total Expenditures 9,891,881 5,119,536 4,772,345 51.75% 8,337,182 47.90%

Ending Fund Balance $ 208,119 $ 3,982,459 $ 3,774,340 1913.55%$ 10,726,578 441.77%

(1) Logistics Service Center (LSC) energy incentives.

28 Condensed Statement of Budget vs PENSION Sources and Uses of Funds For the Period Ended March 31 FUND 61

Benchmark: 75.00% 2020‐21 2019‐20 Variance with Original Y‐T‐D Actual as % of Y‐T‐D Actual as % of Budget Positive Budget Actual Budget Actual Budget PENSION TRUST FUND (Negative)

Sources of Funds

Beginning Fund Balance$ ‐ $ ‐ $ ‐ 0.00% $ ‐ 0.00%

Transfers In 123,708 80,507 (43,201) 65.08% 117,225 41.47%

Total Revenues 123,708 80,507 (43,201) 65.08% 117,225 41.47%

Total Available Resources $ 123,708 $ 80,507 $ (43,201) 65.08% $ 117,225 41.47%

Uses of Funds

Personnel Services $ 123,708 $ 80,507 $ 43,201 65.08% $ 117,225 41.47%

Total Expenditures 123,708 80,507 43,201 65.08% 117,225 41.47%

Ending Fund Balance $ ‐ $ ‐ $ ‐ 0.00% $ ‐ 0.00%

29 Condensed Statement of Budget vs LOSAP Sources and Uses of Funds For the Period Ended March 31 FUND 63

Benchmark: 75.00% 2020‐21 2019‐20 Variance with Original Y‐T‐D Actual as % of Y‐T‐D Actual as % of Budget Positive Budget Actual Budget Actual Budget VOLUNTEER LOSAP FUND (Negative)

Sources of Funds

Beginning Fund Balance$ 397,085 $ 401,618 $ 4,533 101.14%$ 380,915 104.78%

Interest revenue 200 ‐ (200) 0.00% 13 6.33% Dividend Income 3,000 10,806 7,806 360.20% 7,567 252.23% Unrealized Gain/(Loss) on Investments 12,905 59,500 46,595 461.06% (26,470) ‐220.58%

Total Revenues 16,105 70,306 54,201 436.55% (18,890) ‐124.28%

Total Available Resources $ 413,190 $ 471,924 $ 58,734 114.21% $ 362,025 95.59%

Uses of Funds

Personnel Services $ 413,190 $ 6,975 $ 406,215 1.69% $ 6,975 1.84%

Total Expenditures 413,190 6,975 406,215 1.69% 6,975 1.84%

Ending Fund Balance $ ‐ $ 464,949 $ 464,949 100.00% $ 355,050 100.00%

30 Condensed Statement of Budget vs CUSTODIAL Sources and Uses of Funds For the Period Ended March 31 FUND 65

Benchmark: 75.00% 2020‐21 2019‐20 Variance with Original Y‐T‐D Actual as % of Y‐T‐D Actual as % of Budget Positive Budget Actual Budget Actual Budget CUSTODIAL FUND (Negative)

Sources of Funds

Beginning Fund Balance$ 135,000 $ ‐ $ ‐ 0.00% $ ‐ 0.00%

Donations 16,000 ‐ (16,000) 0.00% 0.00%

Total Revenues 16,000 ‐ (16,000) 0.00% ‐ 0.00%

Total Available Resources $ 151,000 $ ‐ $ (151,000) 0.00% $ ‐ 0.00%

Uses of Funds

Materials & Services $ 151,000 $ ‐ $ 151,000 0.00% 0.00%

Total Expenditures 151,000 ‐ 151,000 0.00% ‐ 0.00%

Ending Fund Balance $ ‐ $ ‐ $ ‐ 0.00% $ ‐ 0.00%

31 MARCH 2021

Buildings Actual Totals to Date Project Revised Capital Projects Prop/Bldg Total Actual FY 2021 as of Total Cost Site Encumbered Number Project Estimate Fund 52 Fund 51 to 06/30/2020 03/31/2021 to Date 31 ‐ West Bull Mtn 3527 $ 6,053,660 $ 27,643 $ 18,873 $ 46,516 $ $ 46,516 38 ‐ Borland 3526 1,788,000 49,959 49,959 49,959 54 ‐ Charbonneau 3528 981,979 138,754 138,754 724,894 212,351 1,075,999 62 ‐ New Location 3534 100,000 25,973 25,973 25,973 63 ‐ 185th 3530 ‐ 18,111 18,111 18,111 71 ‐ Kaiser 3509 6,053,660 12,198 12,198 12,198 Logistics Service Center (LSC) 3535 15,000,000 12,762,784 12,762,784 4,417,389 655,911 17,836,083 Contingency ‐ Buildings Total $ 29,977,299 $ 27,643 $ 13,026,653 $ 13,054,296 $ 5,142,283 $ 868,262 $ 19,064,840

Land Actual Totals to Date Project Revised Capital Projects Prop/Bldg Total Actual FY 2021 as of Total Cost Site Encumbered Number Project Budget Fund 52 Fund 51 to 06/30/2020 03/31/2021 to Date 31 ‐ West Bull Mtn Land 3709 $ 850,000 $ 18,210 $ $ 18,210 $ 18,210 63 ‐ 185th Land 3716 850,000 95,406 95,406 10,091 12,763 118,260 Logistics Service Center (LSC) Land 3720 2,000,000 1,722,291 1,722,291 1,722,291 Contingency Land Total $ 3,700,000 $ 18,210 $ 1,817,697 $ 1,835,906 $ 10,091 $ 12,763 $ 1,858,761

Active Projects Total $ 33,677,299 $ 45,853 $ 14,844,349 $ 14,890,202 $ 5,152,373 $ 881,025 $ 20,923,600

32 CAPITAL PROJECTS

PROJECT INFORMATION Project Name Station 54 ‐ Charbonneau (3528)

Project Description New station ‐ interior tenant improvements Location 8995 SW Miley Road, Suite 105 Wilsonville, OR 97070 Manager(s) Assistant Chief Mark Havener Start Date 2015 Est. Completion Date Feb of 2021

Station 54 as of 03/31/2021

2020‐21 Budg ####### Estimated Cos ####### Actual 863,648

$0 $200,000 $400,000 $600,000 $800,000 $1,000,000 $1,200,000

Actual Estimated Cost 2020‐21 Budget

Estimated Total FY 2017+ FY 2018 FY 2019 FY 2020 FY 2021 Costs Actuals 00 Construction Contract 804,989 ‐ ‐ ‐ 8,360 634,994 643,354 01 Professional and Tech Services 23,500 14,456 ‐ ‐ 1,870 8,789 25,115 02 Attorney Fees ‐ ‐ ‐ ‐ ‐ ‐ ‐ 03 Permits and Fees 15,650 ‐ ‐ ‐ ‐ 26,654 26,654 04 Architectural Services 107,840 ‐ ‐ ‐ 80,619 28,128 108,747 05 Project Management 30,000 12,461 952 95 17,409 11,453 42,370 07 Project Contingency ‐ ‐ ‐ ‐ ‐ ‐ ‐ Unclassified ‐ ‐ ‐ ‐ 185 11,782 11,967 Total Fund 51 981,979 26,917 952 95 108,443 721,800 858,207 Other/Start‐up costs (Fund 10/22) 113,400 2,162 ‐ ‐ 185 3,094 5,441 Total 1,095,379 29,079 952 95 108,628 724,894 863,648

33 AGENDA ITEM

Tualatin Valley Fire & Rescue Tigard, Oregon

SUBJECT: Quarterly Investment Report FOR AGENDA OF: April 27, 2021

APPROVED FOR AGENDA: Fire Chief Deric Weiss

DEPARTMENT OF ORIGIN: Finance

PROCEEDING: Information only DATE SUBMITTED: April 22, 2021

EXHIBITS: Quarterly Investment Report CLEARANCES: Fire Chief’s Office

BUDGET IMPACT

EXPENDITURE AMOUNT APPROPRIATION REQUIRED: -0- BUDGETED: -0- REQUIRED: -0-

BACKGROUND:

Quarterly Investment Report as required by Board policy.

RECOMMENDED ACTION:

Information only.

34 Quarterly Investment Report 3/31/21 7/31/2006 7/1/2006 Operating Funds Quarterly Securities Activity Securities Allocation by Issuer (market value), Limits per Board Policy Allocation by Investment Type (market value), Limits per Board Policy

Balances (market value): 15.59% January 1, 2021 $ 70,006,187.00 3.1% 3.1% 3.1% Securities Purchases - 3.1% Commercial Paper Interest Paid 14,087.29 U.S Treasury, No Limit (Max 15%) Investment Gain (Loss) 12,279.65 3.1% Administrative Fees ( 1,664.11) COLLAT COMM, Max 2.5% 29.07% Securities Redemptions (10,348,000.00) Money Market U.S Treasuries March 31, 2021 59,682,889.83 Interest & Checking (Max 100%) 56% THUNDER BAY. Max 2.5% Accounts Interest Rates - Last Six Months Portfolio not in 10.84% 29% Securities (No Limit) Jumbo MM LGIP Rates MUFG BANK , Max 2.5% LGIP Oct 0.009% 0.91% 44.50% Nov 0.009% 0.75% NATIXIS NY, Max 2.5% ($ Limit per ORS Dec 0.009% 0.75% 294.810) Jan 0.010% 0.75% SOCIETE GENERALE, Max 2.5% Feb 0.010% 0.75% Mar 0.009% 0.60%

Ticker Description CUSIP Issuer Maturity YTM Cost YTM Market Par Net Prem/(Disc) Fed/Tax Cost Market Value Coupon Interest Unrealized Gain(Loss)

US Treasury Bond/Note 9128282F6 United States Treasury < 8 Months 0.10 0.13 4,850,000.00 34,291.02 4,884,291.02 4,871,582.50 15,144.60 2,436.08 US Treasury Bill 9127962Q1 United States Treasury < 6 Months 0.09 0.08 13,685,000.00 13,680,770.95 13,684,863.15 4,092.20 US Treasury Bill 912796A33 United States Treasury < 8 Months 0.09 0.09 13,140,000.00 13,134,977.63 13,139,737.20 4,759.57 US Treasury Bill 9127963H0 United States Treasury < 8 Months 0.09 0.09 1,755,000.00 1,754,244.19 1,754,947.35 703.16 Commercial Paper 19424HTH3 COLLAT COMM PAPER < 270 Days 0.29 0.34 3,590,000.00 3,584,852.34 3,588,707.60 3,855.26 Commercial Paper 88602TU92 THUNDER BAY FUNDING LLC < 270 Days 0.24 0.32 3,590,000.00 3,585,141.53 3,588,240.90 3,099.37 Commercial Paper 62479LU94 MUFG BANK LTD/NY < 270 Days 0.23 0.23 3,590,000.00 3,585,343.97 3,588,240.90 2,896.93 Commercial Paper 63873JU99 NATIXIS NY BRANCH < 270 Days 0.23 0.23 3,590,000.00 3,585,343.97 3,588,240.90 2,896.93 Commercial Paper 83369BV94 SOCIETE GENERALE < 270 Days 0.26 0.28 3,590,000.00 3,584,010.68 3,587,666.50 3,655.82 FGZXX Cash - Money Market Fund 31846V567 n/a < Days - - 8,285,753.26 8,285,753.26 8,285,753.26 - Local Gov Investment Pool (LGIP) - n/a < Days - - 51,203,338.74 51,203,338.74 51,203,338.74 - Jumbo Money Market DDA - n/a < Days - - 491,218.70 491,218.70 491,218.70 - Other Operating Cash Accounts - n/a < Days - - 3,701,120.99 3,701,120.99 3,701,120.99 -

Total General Funds $ 110,211,431.69 $ 115,060,407.97 $ 115,073,658.69 $ 28,395.32

35 Investment Report 4/22/2021 Quarterly Investment Report 3/31/21 7/31/2006 7/1/2006 Pension Funds

Quarterly Performance TVFR Asset Allocation (market value) Mutual Fund Holdings - VBIAX

Balances (market value): Govt Cash Intl. Bonds 1% Intl. Stocks Reserves 3% Cash Reserves January 1, 2021 $ 467,379.10 3% 0% New investments in Mutual Funds 3,522.53 Domestic Cash Dividends 0.40 Bonds Change in unrealized gain(loss) 7,166.76 34% Domestic March 31, 2021 478,068.79 Mutual Stocks Funds 62% 97%

Ticker Description CUSIP Shares Price Rate Yield Par Net Prem/(Disc) Amortized Cost Market Value Unrealized Gain(Loss)

VBIAX Vanguard Balanced Index 921931200 10254.02 $ 236,009.95 $ 236,009.95 $ 461,841.60 $ 225,831.65

Domestic Bonds 3,505.85 45.0400 80,691.81 157,903.64 77,211.83 Domestic Stocks 6,354.42 45.0400 146,255.37 286,203.23 139,947.86 Convertibles 34.86 45.0400 802.43 1,570.27 767.84 International Bonds 301.47 45.0400 6,938.69 13,578.14 6,639.45 InternationalStocks 58.45 45.0400 1,345.26 2,632.50 1,287.24 Cash Reserves (1.03) 45.0400 (23.60) (46.18) (22.58)

FDRXX Cash - Money Market Fund 316067107 16,227.19 - 16,227.19 -

Total LOSAP Funds - 1041 $ 252,237.15 $ 236,009.95 $ 478,068.79 $ 225,831.64

Investment Report 36 4/22/2021

CORRESPONDENCE

37 Phone Call

34T

Engine 53 Captain Matt Mariani Keegan Carey Scott Katsufrakis

Lt. Dan Mitchael (N

Received a call from a woman wanting to thank the crew from E53 for going beyond the “normal” response to care for the patient on an incident. This was a response to a homeless male that was found lying on the ground at Washington Square Mall on 3/29. She said not only did the crew perform the normal assessment, but they also took time to also help with some specific needs of the patient. He was homeless and had a soiled sleeping bag; she said they were kind and generous in recognizing that he needed a meal and clean clothes. She said they were an example of what we should all be doing to help others.

38 39

OLD BUSINESS

40 AGENDA ITEM

Tualatin Valley Fire & Rescue Tigard, Oregon

SUBJECT: Board Policy Section 2 – FOR AGENDA OF: April 27, 2021 Bylaws of the Board APPROVED FOR AGENDA: Fire Chief Deric Weiss

DEPARTMENT OF ORIGIN: Fire Chief’s Office

PROCEEDING: Second Reading and Discussion DATE SUBMITTED: April 20, 2021

EXHIBITS: Board Policy Section 2 – CLEARANCES: Fire Chief’s Office Bylaws of the Board

BUDGET IMPACT

EXPENDITURE AMOUNT APPROPRIATION REQUIRED: -0- BUDGETED: -0- REQUIRED: -0-

BACKGROUND:

Staff presented Board Policy Section 2 – Bylaws of the Board, for the first reading at the March 16, 2021 Board of Directors' meeting. At that time, no further revisions were suggested, and the policy is now presented for second reading and board approval.

RECOMMENDED ACTION:

Approve second reading of Board Policy Section 2 – Bylaws of the Board.

PROPOSED MOTION:

“I move to approve the second reading of Board Policy Section 2 – Bylaws of the Board by title only.”

41 TUALATIN VALLEY FIRE AND RESCUE

BYLAWS OF THE BOARD

SECTION 2

SECTION PAGE

2.1 Number of Members ...... 2

2.2 Officers ...... 3

2.3 Duties of the President ...... 4

2.4 Duties of the Vice President ...... 5

2.5 Duties of the Secretary-Treasurer ...... 6

2.6 Duties of the Other Members of the Board ...... 7

2.7 Duties of the Fire Chief as Clerk of the Board ...... 8

2.8 Selection and Duties of the Legal Counsel ...... 9

2.9 Selection and Duties of the Auditor ...... 10

2.10 DELETED 5/13/96

2.11 Adequate Information to Precede Action ...... 11

2.12 Minutes ...... 12

2.13 Regular and Special Meetings ...... 13

2.14 Definitions of Public Meetings ...... 14

2.15 Executive Sessions ...... 15

2.16 Policy Approval ...... 18

Board Policy Handbook Page 1 42 SECTION 2.1 NUMBERS OF MEMBERS

A. The Board shall be composed of five members elected by District voters pursuant to ORS 198, 255, and 478. District employees and volunteers are not eligible to serve on the Board of Directors, Budget Committee, Civil Service Commission, or Fire Code Board of Appeals, pursuant to Ordinance 88-01.

B. No person, elected or appointed, shall be sworn in unless they meet the qualifications set forth in ORS 198, 255, and 478. If an eligibility question arises, the Board will obtain an opinion from legal counsel prior to swearing in.

C. Unless filling a vacancy, terms start officially on July 1. A new member must qualify by taking an oath of office before assuming the duties of the position. The term of office shall be four years.

D. Should a vacancy occur on the Board, that vacancy will be advertised and the Board will select an individual from among those indicating their interest. The ORS will be observed in fulfilling this procedure.

LEGAL REFERENCES ORS 198 ORS 255 ORS 478

DATE: June 25, 1996

REVISED: July 18, 2006

REVIEWED: April 23, 2019March 16, 2021April 27, 2021

Board Policy Handbook Page 2 43 SECTION 2.2 OFFICERS

A. The officers of the Board shall consist of:

1. President

2. Vice President

3. Secretary-Treasurer

B. The term of office for the officers of the Board shall be for one year or until their successors are elected and qualified as provided in ORS 478.250.

C. No member may serve more than three consecutive terms as President. In case of a change of presidents during mid-term, any period served in excess of six months shall be considered a term.

D. At the first meeting in July of each year, the Board shall elect from its members the officers for the ensuing year.

LEGAL REFERENCE ORS 478.250

DATE: June 25, 1996

REVISED: July 18, 2006March 16, 2021

REVIEWED: April 23, 2019 April 27, 2021March 16, 2021

Board Policy Handbook Page 3 44 SECTION 2.3 DUTIES OF THE PRESIDENT

A. The president shall preside at all meetings, and shall have the right to make motions, discuss questions, and vote on any issue.

B. The president shall sign on behalf of the Board such documents as may require an official signature. The Fire Chief, by Board action, may be authorized to sign such documents.

C. The president or designee shall represent the Board in deliberations with other boards, districts, or agencies unless another member is nominated and elected by a majority of the Board.

D. The president shall appoint all committees, subject to approval of a majority of the Board, call special meetings, and perform all other duties prescribed by law or set forth in the Board's policies and rules.

E. The president or designee shall provide or cause to be provided periodic communications to the Board regarding ongoing District business so long as the communication is in compliance with Public Meeting and Public Records law.

DATE: June 25, 1996

REVISED: July 28, 2015

REVIEWED: April 27, 2021March 16, 2021April 23, 2019

Board Policy Handbook Page 4 45 SECTION 2.4 DUTIES OF THE VICE PRESIDENT

In the absence of the president, the vice president shall perform the duties and have the rights and obligations of the president.

DATE: June 25, 1996

REVIEWED: April 27, 2021March 16, 2021April 23, 2019

Board Policy Handbook Page 5 46 SECTION 2.5 DUTIES OF THE SECRETARY - TREASURER

The secretary-treasurer shall countersign all minutes, contracts, and other official documents as necessary. In the absence of the secretary-treasurer, the president shall appoint another Board member to temporarily act in that capacity.

DATE: June 25, 1996

REVIEWED: April 27, 2021March 16, 2021April 23, 2019

Board Policy Handbook Page 6 47 SECTION 2.6 DUTIES OF OTHER MEMBERS OF THE BOARD

In the absence of both the president and the vice president, the secretary/treasurer shall preside.

DATE: June 25, 1996

REVIEWED: April 27, 2021March 16, 2021April 23, 2019

Board Policy Handbook Page 7 48 SECTION 2.7 DUTIES OF THE FIRE CHIEF AS CLERK OF THE BOARD

It shall be the duty of the Fire Chief to perform the following functions as clerk of the Board:

A. Correspondence

1. Manage routine correspondence directly.

2. Deal with correspondence of special interest to the Board as follows:

a. Draft replies in advance, when possible, for Board consideration.

b. Seek instruction for reply when necessary.

B. Prepare for Board Meetings

1. Prepare the agenda with the advice of the president.

2. Maintain a calendar of the Board's unfinished business.

3. Call to the attention of the Board the legal requirements and related Oregon Revised Statutes in those matters for which the District is responsible in concurrence with legal counsel.

4. Draft policy motions at the request of any Board member.

C. Board Meeting Duties

1. Attend all Board meetings or designate an alternate.

2. Make physical arrangements for Board meetings.

3. Record briefly the disposition of all matters on which the Board considered action, referring to the source of major written recommendations by title and date.

4. Prepare, check, and distribute minutes in advance for approval (see Section 2.12).

5. Maintain properly authenticated official copy of minutes.

6. Maintain an official record of policies of the Board.

DATE: June 25, 1996

REVISED: July 18, 2006

REVIEWED: April 27, 2021March 16, 2021April 23, 2019

Board Policy Handbook Page 8 49 SECTION 2.8 SELECTION AND DUTIES OF THE LEGAL COUNSEL

A. The Board shall select legal counsel for the District.

B. Legal counsel shall advise the Board on specific legal problems submitted and recommend a course of action.

C. The Fire Chief, and specific managers designated by the Fire Chief, have general authority to seek legal counsel. The Board President also has authority to seek legal counsel providing such a request is consistent with the Board of Directors’ general direction. In the event the Board President independently seeks legal counsel, such contact shall be reported to the full Board at the earliest convenience. Individual Board members may seek legal counsel if authorized by the Board President.

D. Board members may consult with legal counsel for the District at their discretion regarding Board member responsibilities and obligations, provided the Board member reports to the Board President at the earliest convenience.

DATE: June 25, 1996

REVISED: July 28, 2015

REVIEWED: April 27, 2021March 16, 2021April 23, 2019

Board Policy Handbook Page 9 50 SECTION 2.9 SELECTION AND DUTIES OF THE AUDITOR

The Board shall ensure an annual audit is made each year of the District's accounts and fiscal affairs. The Board shall approve the periodic selection of the auditor, and the Fire Chief or designee shall be authorized to contract with the auditors. (ORS 297.425)

LEGAL REFERENCE: ORS 297.425

DATE: June 25, 1996

REVIEWED: April 27, 2021March 16, 2021April 23, 2019

Board Policy Handbook Page 10 51 SECTION 2.11 ADEQUATE INFORMATION TO PRECEDE ACTION

A. Whenever possible, disputed items should be discussed with the Fire Chief and the other parties to the dispute. If a satisfactory conclusion cannot be reached, the dispute may be placed on the agenda of a future Board meeting at the discretion of the Board. All relevant information shall be provided to Board members.

B. The Board shall not make decisions before examining and evaluating information pertinent to the action being proposed (see Section 2.14). The Fire Chief shall examine and evaluate such information and recommend action before the Board makes its decisions.

DATE: June 25, 1996

REVISED: December 15, 2009

REVIEWED: April 27, 2021March 16, 2021April 23, 2019

Board Policy Handbook Page 11 52 SECTION 2.12 MINUTES

A. The Board shall keep minutes of all its meetings in accordance with the requirements of ORS Chapter 192. Neither a full transcript nor a recording of the meeting is required, except as otherwise provided by law, but the written minutes must give a true reflection of the matters discussed and the views of the participants. All minutes shall be available to the public within a reasonable time after the meeting and shall include at least the following information:

1. Members of the governing body present.

2. Motions, proposals, resolutions, orders, ordinances, and measures proposed and their disposition.

3. Results of all votes, including the vote of each member by name, unless decision is unanimous.

4. The substance of any discussions on any matter.

B. Minutes of executive sessions may be limited to material the disclosure of which is consistent with ORS 192.

LEGAL REFERENCE ORS 192

DATE: June 25, 1996

REVISED: July 18, 2006March 16, 2021

REVIEWED: April 27, 2021March 16, 2021April 23, 2019

Board Policy Handbook Page 12 53 SECTION 2.13 REGULAR AND SPECIAL MEETINGS

A. At all Board meetings, the presiding officer of the Board has the inherent authority to keep order and to impose any reasonable restrictions necessary for the efficient and orderly conduct of meetings.

B. The Board shall hold meetings at such time and place within the District as it determines. The Board shall generally hold one regular meeting in each month on a day fixed by the Board and may hold special meetings as determined necessary by the Board.

C. The Board reserves the right to cancel or change the place, time, and date of such regular Board meetings and to call and hold such additional meetings as shall be deemed necessary in accordance with the provisions covered in the laws. Interested citizens are encouraged to attend and participate at these regular meetings.

D. Except in the case of emergency meetings (ORS 192.640), all meetings are to be properly posted and advertised and the media notified.

Present Practice: The Board has established the regular meeting date of the fourth Tuesday of each month.

E. All business of the Board shall be conducted in public meetings, in accordance with Oregon Public Meetings Law. A quorum of Board members shall not discuss District business, either in-person, electronically, or telephonically, unless the meeting has been properly noticed and other requirements of the Public Meetings Law have been met. All correspondence between Board members regarding District business shall be considered public record.

LEGAL REFERENCE ORS 192

DATE: June 25, 1996

REVISED: March 17, 2015

REVIEWED: April 27, 2021March 16, 2021April 23, 2019

Board Policy Handbook Page 13 54 SECTION 2.14 DEFINITIONS FOR PUBLIC MEETINGS

The Board adopts the following definitions for public meetings as set forth in ORS 192.610:

A. "Decision" means any determination, action, vote, or final disposition upon a motion, proposal, resolution, order, ordinance, or measure on which a vote of a governing body is required, at any meeting at which a quorum is present.

B. "Executive Session" means any meeting or part of a meeting of a governing body which is closed to certain persons for deliberation on certain matters.

C. "Governing Body" means the members of any public body which consists of two or more members with the authority to make decisions for, or recommendations to, a public body on policy or administration.

D. "Public Body" means any regional council, county, city, or district, or any municipal or public corporation, or any board, department, commission, council, bureau, committee or subcommittee or advisory group, or any other agency thereof.

E. "Meeting" means the convening of a governing body of a public body for which a quorum is required in order to make a decision or to deliberate toward a decision on any matter. "Meeting" does not include any on-site inspection of any project or program. "Meeting" also does not include the attendance of members of a governing body at any national, regional, or state association to which the public body or the members belong.

LEGAL REFERENCE ORS 192.610

DATE: June 25, 1996

REVISED: July 18, 2006

REVIEWED: April 27, 2021March 16, 2021April 23, 2019

Board Policy Handbook Page 14 55 SECTION 2.15 EXECUTIVE SESSIONS

A. The purpose of this policy is to preserve and protect the public policy of open meetings and executive sessions, and to effect the orderly conduct of executive sessions.

B. Recognition of Media and Attendance at Executive Sessions

1. Only recognized media will be allowed to attend Board of Directors executive sessions. Recognized news media includes entities that are organized and operate to broadcast, disseminate, or publish news to the public, and that are committed to compliance with the confidentiality of executive sessions as required under Section A.

2. Non-recognized media, which operate outside of the parameters described in Section B, must provide the District with notice of intent to attend an executive session. Documentation must be received at least 14 working days in advance of the meeting so as to allow staff time to investigate the applicant and prepare a recommendation to the Board. This requirement may be waived if the Board, in its sole discretion, recognizes that an applicant qualifies under this policy, or determines that other good cause exists for making an expedited determination.

3. In determining media participation at executive sessions, the Board may consider any information provided by the applicant or District staff, or information obtained from other sources. The Board may consider and weigh any factors it deems relevant, including, but not limited to, the following:

a. Applicant is a news-gathering representative of a traditional news association;

b. Applicant is institutionalized, in that it is well-established with a structure to ensure compliance with the confidentiality of executive sessions as required in Section C;

c. Regularity of the broadcasts, dissemination, or publication of news;

d. Applicant is recognized as a qualified news source for the public;

e. Applicant is an advocate for the interest and/or opinions of a special interest group, individual or cause; and

f. Applicant customarily reports on the activities of the District or issues within the District’s scope of interest.

Board Policy Handbook Page 15 56 SECTION 2.15 EXECUTIVE SESSIONS (continued)

4. If the Board has reason to believe that a news media attendee has previously failed to comply with the Board’s policy, the Board may request that the media organization send a different representative to executive sessions, or take other appropriate measures to protect the integrity of its executive sessions.

C. It is the Board’s policy that all information discussed or considered in executive sessions shall not be disclosed unless otherwise authorized by the Board. The news media and representatives of the news media are specifically directed not to report on any of the deliberations during executive session, except to state the general subject of the session as previously announced. This policy extends to all statements made, all documents considered, and all other information presented or considered regardless of the format, in executive session. The Board, in its sole discretion, may make exceptions to this policy if the Board deems it to be in the public interest to do so, and if the Board votes unanimously to do so.

D. Cameras, tape recorders, and other recording devices cannot be used in executive sessions, except for the official executive session tapes made by District staff.

E. The policies and procedures adopted by this policy shall apply to all the District’s other boards, commissions, and committees.

F. No final action or final decision shall be made in executive session.

G. In addition to Board members, media, and appropriate District staff persons, the Board may permit other persons to attend executive sessions as necessary.

H. The ability of the Board to use executive sessions, as provided by the Oregon Public Meetings Law, is essential in conducting Board business. As such, the Board finds that it is a violation of a Board member’s fiduciary duty to the District to discuss or disclose the contents of executive sessions to anyone unauthorized by the Board.

I. State ethics law prohibits Board members from using confidential information gained by virtue of the member’s official position for person gain. The Oregon Government Ethics Commission (OGEC) has jurisdiction to investigate such allegations. In addition to the prohibitions in ORS 244, this Board finds that personal gain, for purposes of this section, shall include the intangible benefit to a Board member of favoritism from an individual obtained by virtue of a Board member disclosing confidential information which gives the individual a financial, legal, strategic, or political advantage which the individual would not otherwise have had.

Board Policy Handbook Page 16 57 SECTION 2.15 EXECUTIVE SESSIONS (continued)

J. If any provision of this policy is deemed to be void, invalid, or unenforceable, the provision shall be disregarded and the remainder of this policy shall not be affected and shall remain in full force and effect.

LEGAL REFERENCE ORS 192.660 ORS 244

DATE: December 15, 2009

REVISED: September 22, 2015

REVIEWED: April 27, 2021March 16, 2021April 23, 2019

Board Policy Handbook Page 17 58 SECTION 2.16 POLICY APPROVAL

This is to certify that Bylaws of the Board, Section 2, policies 2.1 – 2.15, were duly adopted and approved by Board action on:

______Clark I. BalfourRandy J. Lauer, President of the Board Gordon L. HoviesJustin J. Dillingham, Secretary of the Board

APPROVED: April 27, 2021April 273, 202119

Board Policy Handbook Page 18 59 TUALATIN VALLEY FIRE AND RESCUE

BYLAWS OF THE BOARD

SECTION 2

SECTION PAGE

2.1 Number of Members ...... 2

2.2 Officers ...... 3

2.3 Duties of the President ...... 4

2.4 Duties of the Vice President ...... 5

2.5 Duties of the Secretary-Treasurer ...... 6

2.6 Duties of the Other Members of the Board ...... 7

2.7 Duties of the Fire Chief as Clerk of the Board ...... 8

2.8 Selection and Duties of the Legal Counsel ...... 9

2.9 Selection and Duties of the Auditor ...... 10

2.10 DELETED 5/13/96

2.11 Adequate Information to Precede Action ...... 11

2.12 Minutes ...... 12

2.13 Regular and Special Meetings ...... 13

2.14 Definitions of Public Meetings ...... 14

2.15 Executive Sessions ...... 15

2.16 Policy Approval ...... 18

Board Policy Handbook Page 1 60 SECTION 2.1 NUMBERS OF MEMBERS

LEGAL REFERENCES ORS 198 ORS 255 ORS 478

DATE: June 25, 1996

REVISED: July 18, 2006

REVIEWED: April 27, 2021

Board Policy Handbook Page 2 61 SECTION 2.2 OFFICERS

A. The officers of the Board shall consist of:

1. President

2. Vice President

3. Secretary-Treasurer

B. The term of office for the officers of the Board shall be for one year or until their successors are elected and qualified as provided in ORS 478.250.

C. No member may serve more than three consecutive terms as President. In case of a change of presidents during mid-term, any period served in excess of six months shall be considered a term.

D. At the first meeting in July of each year, the Board shall elect from its members the officers for the ensuing year.

LEGAL REFERENCE ORS 478.250

DATE: June 25, 1996

REVISED: March 16, 2021

REVIEWED: April 27, 2021

Board Policy Handbook Page 3 62 SECTION 2.3 DUTIES OF THE PRESIDENT

A. The president shall preside at all meetings, and shall have the right to make motions, discuss questions, and vote on any issue.

B. The president shall sign on behalf of the Board such documents as may require an official signature. The Fire Chief, by Board action, may be authorized to sign such documents.

C. The president or designee shall represent the Board in deliberations with other boards, districts, or agencies unless another member is nominated and elected by a majority of the Board.

DATE: June 25, 1996

REVISED: July 28, 2015

REVIEWED: April 27, 2021

Board Policy Handbook Page 4 63 SECTION 2.4 DUTIES OF THE VICE PRESIDENT

In the absence of the president, the vice president shall perform the duties and have the rights and obligations of the president.

DATE: June 25, 1996

REVIEWED: April 27, 2021

Board Policy Handbook Page 5 64 SECTION 2.5 DUTIES OF THE SECRETARY - TREASURER

DATE: June 25, 1996

REVIEWED: April 27, 2021

Board Policy Handbook Page 6 65 SECTION 2.6 DUTIES OF OTHER MEMBERS OF THE BOARD

In the absence of both the president and the vice president, the secretary/treasurer shall preside.

DATE: June 25, 1996

REVIEWED: April 27, 2021

Board Policy Handbook Page 7 66 SECTION 2.7 DUTIES OF THE FIRE CHIEF AS CLERK OF THE BOARD

It shall be the duty of the Fire Chief to perform the following functions as clerk of the Board:

A. Correspondence

1. Manage routine correspondence directly.

2. Deal with correspondence of special interest to the Board as follows:

a. Draft replies in advance, when possible, for Board consideration.

b. Seek instruction for reply when necessary.

B. Prepare for Board Meetings

1. Prepare the agenda with the advice of the president.

2. Maintain a calendar of the Board's unfinished business.

3. Call to the attention of the Board the legal requirements and related Oregon Revised Statutes in those matters for which the District is responsible in concurrence with legal counsel.

4. Draft policy motions at the request of any Board member.

C. Board Meeting Duties

1. Attend all Board meetings or designate an alternate.

2. Make physical arrangements for Board meetings.

3. Record briefly the disposition of all matters on which the Board considered action, referring to the source of major written recommendations by title and date.

4. Prepare, check, and distribute minutes in advance for approval (see Section 2.12).

5. Maintain properly authenticated official copy of minutes.

6. Maintain an official record of policies of the Board.

DATE: June 25, 1996

REVISED: July 18, 2006

REVIEWED: April 27, 2021

Board Policy Handbook Page 8 67 SECTION 2.8 SELECTION AND DUTIES OF THE LEGAL COUNSEL

A. The Board shall select legal counsel for the District.

B. Legal counsel shall advise the Board on specific legal problems submitted and recommend a course of action.

DATE: June 25, 1996

REVISED: July 28, 2015

REVIEWED: April 27, 2021

Board Policy Handbook Page 9 68 SECTION 2.9 SELECTION AND DUTIES OF THE AUDITOR

LEGAL REFERENCE: ORS 297.425

DATE: June 25, 1996

REVIEWED: April 27, 2021

Board Policy Handbook Page 10 69 SECTION 2.11 ADEQUATE INFORMATION TO PRECEDE ACTION

DATE: June 25, 1996

REVISED: December 15, 2009

REVIEWED: April 27, 2021

Board Policy Handbook Page 11 70 SECTION 2.12 MINUTES

1. Members of the governing body present.

2. Motions, proposals, resolutions, orders, ordinances, and measures proposed and their disposition.

3. Results of all votes, including the vote of each member by name, unless decision is unanimous.

4. The substance of any discussions on any matter.

LEGAL REFERENCE ORS 192

DATE: June 25, 1996

REVISED: March 16, 2021

REVIEWED: April 27, 2021

Board Policy Handbook Page 12 71 SECTION 2.13 REGULAR AND SPECIAL MEETINGS

D. Except in the case of emergency meetings (ORS 192.640), all meetings are to be properly posted and advertised and the media notified.

Present Practice: The Board has established the regular meeting date of the fourth Tuesday of each month.

LEGAL REFERENCE ORS 192

DATE: June 25, 1996

REVISED: March 17, 2015

REVIEWED: April 27, 2021

Board Policy Handbook Page 13 72 SECTION 2.14 DEFINITIONS FOR PUBLIC MEETINGS

The Board adopts the following definitions for public meetings as set forth in ORS 192.610:

B. "Executive Session" means any meeting or part of a meeting of a governing body which is closed to certain persons for deliberation on certain matters.

LEGAL REFERENCE ORS 192.610

DATE: June 25, 1996

REVISED: July 18, 2006

REVIEWED: April 27, 2021

Board Policy Handbook Page 14 73 SECTION 2.15 EXECUTIVE SESSIONS