city of cornelius€¦ · agenda-january 17, 2017 page 1 of 2 cornelius city council regular...

Cornelius City Council Agenda-January 17, 2017 of 2

CORNELIUS CITY COUNCIL REGULAR MEETING AGENDA

Tuesday, January 17, 2017 Council Chambers-1310 N. Adair St-Cornelius, OR 97113

6:00 pm Formation of LID-Council Creek Estates Subdivision Chad Jacobs, City Attorney

7:00 pm Call to Order, Pledge of Allegiance and Roll Call Mayor Dalin

1. ADOPTION OF AGENDA

2. CONSENT AGENDA-NONE

The items on the Consent Agenda are considered routine and all will be adopted by one motion unless a Council Member or a person in the audience requests, before the vote on the motion, to have any item considered separately. If any item is removed from the Consent Agenda, the Mayor will indicate when it will be discussed.

3. CITIZEN PARTICIPATION – ITEMS NOT ON THE AGENDAPlease sign a citizen participation card and turn it in to the staff table along with any written testimony. Please wait to be called up to the microphone. Please keep comments to three (3) minutes or less. Please stay on topic and do not repeat information. Please honor the process; i.e.: do not carry on conversations while others are speaking.

4. APPOINTMENTS-NONE

5. PRESENTATION-NONE

6. PUBLIC HEARING

A. Supplemental Budget No. 2 Ellie Jones

Cornelius City Council Agenda-January 17, 2017 of 2

7. UNFINISHED BUSINESS-NONE

8. NEW BUSINESS

A. Resolution No. 2017-04: Supplemental Budget No. 2 Ellie Jones B. Resolution No. 2017-05: Forming of Ad-Hoc Youth Advisory Council (YAC) Rob Drake C. Resolution No. 2017-06: Local Improvement District (LID) Formation-Council Creek

Estates Rob Drake

9. REPORTS

A. City Council: B. Mayor Dalin: C. City Manager Drake:

10. COUNCIL ANNOUNCEMENTS

A. January 18, 2017: Take Care of Cornelius Day Planning Meeting 7:00 pm B. January 21, 2017: WWCFFA Crab/Steak Feed 4-8:00 pm, Cornelius Elementary School C. February 3, 2017: Gala de Cultura, 5:30 pm Hillsboro Event Center D. February 6, 2017: City Council Meeting

11. ADJOURNMENT

City of Cornelius Agenda Report

To: Honorable Mayor and Members of the City Council

From: Rob Drake, City Manager

Date: January 17, 2017

Subj: Work Session-LID Formation-Council Creek Estates

_______________________________________________________________________

Background/Problem Discussion: Since 2015, we have been in discussions with board members

of the Council Creek Estates Subdivision Homeowners Association (HOA). When the subdivision

was built, the HOA retained ownership and maintenance responsibilities for their public areas. The

board would like to relinquish their public spaces and donate them to the City of Cornelius. By

doing so, the association would no longer be responsible for the ownership and maintenance of two

parks, pathways, open spaces and three swales. While the HOA does have approximately $65,000+

available to transmit to the City from maintenance funds, costs to update the swales, replace

outdated play equipment and update landscaping will far exceed the available cash on hand. HOA

members currently make monthly payments of $10 for maintenance services. This level of funding

is not sufficient to maintain the properties, replace equipment and to update the swales to conform to

current Clean Water standards.

HOA board members met with the City Council during a public meeting this past year asking for

support of the LID formation. Knowing that LID formation can be controversial, the Mayor and

City Council asked the board members to circulate a petition soliciting support for the LID

formation. The board members did generate over a two-thirds level of support from the

neighborhood for formation of the LID.

Alternatives/Financial Implications: At this point in time, it is uncertain what the final specific

monthly assessment per property would cost each homeowner. It is likely to be about $20/month to

cover most costs, including staff time to form the LID, sell bonds and mail billings.

Recommendation: Listen to the presentation and ask questions. The Council will be asked to pass

a motion to instruct staff to begin the LID formation process.

Recommended Motion: I move the City Council approve Revolution 2017-06, A RESOLUTION

OF THE CITY COUNCIL OF THE CITY OF CORNELIUS, OREGON DIRECTING CITY

STAFF TO PREPARE A PRELIMINARY ENGINEERING REPORT REGARDING

FEASIBILITY OF FORMING A LOCAL IMPROVEMENT DISTRICT (LID) TO

IMPROVE AND MAINTAIN CERTAIN ASSETS PURCHASED, OWNED AND

MAINTAINED BY THE COUNCIL CREEK ESTATES HOMEOWNERS ASSOCIATION

(HOA), and this action takes effect immediately.

January 10, 2017

2

Exhibits: Resolution No. 2017-06; Document containing LID formation timelines, sample petition

utilized by HOA, map of Council Creek Estates and public areas, Cornelius Municipal Code (CMC)

Chapter 12.05 and original estimates for improvement costs.



From: Ellie Jones, Accounting Manager

Through: Rob Drake, City Manager


Re: Resolution No. 2017-04 Supplemental Budget No. 2

Summary: This is to support a resolution for the second supplemental budget for the current Fiscal Year 2016-

2017. It recognizes unplanned revenue/expenses and changes appropriations so that the budget is in line with

anticipated expenses. A public hearing was posted on the City website beginning on January 5, 2017 and

advertised in the News Times on January 11, 2017.

Previous Council Action: One or two supplemental budgets are standard occurrence for municipal corporations.

There were four supplemental budgets approved for the previous Fiscal Year 2015-2016.

Background/Problem Discussion: The details of the budget changes are in the resolution. Below are

descriptions of the budget changes:

1 General Fund- Increase Community Development budget by $1500 (Economic Opportunity Analysis)

2 General Fund- Increase Police budget by $59,956 (Settlement payout)

3 General Fund- Increase Police budget by $18,000 (Radio equipment)

4 General Fund- Increase Library budget by $14,500 (Settlement payout)

5 Internal Services Fund - Increase Administration budget by $11,000 (New website design)

6 Multiple Funds- Adjust Net Working Capital revenue to reflect "actual" audited numbers

Alternatives/Financial Implications: The majority of these changes are to reflect actual circumstances not known

at the time the budget was adopted last June. The staff is permitted only to spend within the appropriations created

by the City Council. Without these adjustments some line items may be over-expended and revenue would not be

correctly stated. Budget excesses are liabilities for city officials. Making changes at this time allows the Budget

Committee to use more accurate numbers when looking at the proposed budget for next year.

Advisory Committee Recommendation: A supplemental budget does not require review by the Budget

Committee. It will be described to that committee during the budget process.

Recommendation: Staff recommends approval of the enclosed resolution to create Supplemental Budget #2 for

FY 2017. Not every action in the enclosed resolution is required to be included in a supplemental budget resolution,

but doing so clearly identifies the proposed changes. It permits the Council to see the bigger picture.

Proposed Motion: I make a motion to approve Resolution No.2017-04, A RESOLUTION OF THE

CORNELIUS CITY COUNCIL AUTHORIZING APPROPRIATIONS AMENDING THE FY 2016-2017

BUDGET (SUPPLEMENTAL BUDGET NO. 2) and this action takes effect immediately.

Exhibit: Resolution No. 2017-04 and Attachment A

City of Cornelius Resolution 2017-04 FY 2017 Supplemental 2

RESOLUTION NO. 2017-04

A RESOLUTION AUTHORIZING APPROPRIATIONS AMENDING

THE FY 2016-2017 BUDGET (SUPPLEMENTAL BUDGET NO. 2)

Findings: A Supplemental Budget is the appropriate mechanism to recognize sources of

revenue that were not known at the beginning of the year.

This Supplemental Budget makes adjustments to the current year’s budget by increasing the

budget to allow for receipt of revenues that were not anticipated in the original budget. The

Supplemental Budget also makes adjustments to several accounts where operating expenses

might otherwise overrun the original estimates.

The Supplemental Budget public hearing was advertised at City Hall and on the city website

beginning January 5, 2017 and advertised in the local newspaper on January 11, 2016 and

occurred on January 17, 2017.

NOW THEREFORE, BE IT RESOLVED BY THE CORNELIUS CITY COUNCIL AS

FOLLOWS:

Section 1. The City Council adopts Supplemental Budget No. 2 dated January 17, 2017

on file at City Hall, 1355 N Barlow St, Cornelius, Oregon.

Section 2. Appropriations are amended as outlined in Attachment “A” and funds

transferred as indicated.

Section 3. This resolution is effective immediately upon its enactment by the City

Council.

INTRODUCED AND APPROVED by the Cornelius City Council at their regular meeting

on January 17, 2017.

City of Cornelius, Oregon

By:

Attest: Jeffrey C. Dalin, Mayor

By:

Debby Roth, MMC, City Recorder

Supplemental for 2016-2017 Budget #2

Fund Category 2016-2017 Budget Change

Revised

2016-2017

Budget

1 General

Revenue 6,758,315 249,641 7,007,956

Expenditure

Comm Develop 521,616 1,500 523,116

Police 2,182,406 77,956 2,260,362

Library 482,508 14,500 497,008

Other Contingency 921,636 155,685 1,077,321

2 Internal Service Fund

Revenue 1,890,325 31,445 1,921,770

Expenditure

Administration 1,018,649 11,000 1,029,649

Other Contingency 125,700 20,445 146,145

3 Building

Revenue 1,134 3 1,137

Expenditure

Materials and Services 1,134 3 1,137

4 Surface Water Management

Revenue 1,905,461 5,728 1,911,189

Expenditure


5 Water -

Revenue 7,843,532 277,067 8,120,599

Expenditure -

Other Contingency 2,491,383 277,067 2,768,450

6 Sanitary Sewer -

Revenue 4,032,365 (39,271) 3,993,094

Expenditure -

Other Contingency 720,112 (39,271) 680,841

-

7 Streets and Pathways -

Revenue 3,985,765 30,119 4,015,884

Expenditure -


-

10 Bancroft Fund -

Revenue 703,374 1,142 704,516

Expenditure -

Other Unappropriated 420,564 1,142 421,706

-

12 Library Capital Project Fund -

Revenue 5,510,507 (14,332) 5,496,175

Expenditure -


-

13 Fixed Asset Water -

Revenue 1,077,147 (70,542) 1,006,605

Expenditure -


-

14 Fixed Asset Sanitary Sewer -

Revenue 1,233,835 4,291 1,238,126

Expenditure -

Other Contingency 1,233,835 4,291 1,238,126

15 Fixed Asset Surface Water Management -

Revenue 80,499 4,650 85,149

Expenditure -


16 Parks SDC -

Revenue 483,629 31,721 515,350

Expenditure


17 Traffic Development Fund

Revenue 801,791 33,247 835,038

Expenditure


Comments: All funds are being adjusted to reflect audited Net Working Capital. Police and Library budgets increased

for payroll payouts. Police also increased for purchase of new radio equipment. Administration increased for new

website costs. There are also small increases for unforeseen expenses.

Resolution No. 2017-000Attachment A





Subj: Resolution No. 2017-05: Formation of Cornelius Youth

Advisory Council

_______________________________________________________________________

Background/Problem Discussion: Several cities in Washington County and throughout Oregon

have formed Youth Advisory Councils (YAC) in recent years. Mayor Jef Dalin has long expressed

interest in forming a YAC. I have drafted a set of proposed By-Laws similar to other cities in

Washington County that can serve as operating guidelines if you choose to form a YAC. I am

proposing that the Mayor and City Council approve an “ad hoc” YAC and see how a new YAC

would function this next school year. If successful, I would then recommend approving an

ordinance to give the YAC full approval to become a standing committee of the City of Cornelius.

The YAC members would learn about local and state government, volunteer for projects, serve as a

role model for future committee members and eventually produce a youth summit or other public

events for youth in Cornelius.

Alternatives/Financial Implications: No known costs at this time.

Recommendation: Listen to a presentation from the City Manager and approve draft resolution and

By-Laws.

Recommended Motion: I move that the City Council approve Resolution 2017-05 including the

By-Laws, A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CORNELIUS,

OREGON FORMING AN “AD HOC” YOUTH ADVISORY COUNCIL, and this action takes

effect immediately.

Exhibits: Resolution 2017-05 and Cornelius YAC By-Laws.


A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CORNELIUS, OREGON

FORMING AN ‘AD HOC’ YOUTH ADVISORY COUNCIL

WHEREAS, cities in Washington County and throughout Oregon in recent years have

formed Youth Advisory Councils (YAC); and

WHEREAS, the Mayor and City Council desire to form a YAC of Cornelius residents

and offer high school students an opportunity to learn more about local and state government;

and

WHEREAS, YAC members could serve the community by volunteering for projects,

serve as a role model for future committee members, participate by promoting diversity and

understanding, and eventually producing youth summits or other public events for youth in

Cornelius;


FOLLOWS;

Section 1. The City Council hereby declares its intention to form an ‘Ad Hoc’ Youth

Advisory Council for the 2017-18 school year.

Section 2. The YAC will function for the 2017-18 school year and then the City Council will

evaluate whether to approve the YAC as a standing committee of the City of

Cornelius.

INTRODUCED AND APPROVED by the Cornelius City Council at their regular meeting on

January 17, 2017.


By: __________________________

Jeffrey C. Dalin, Mayor

Attest:

By: __________________________________

Debby Roth, MMC, City Recorder-Treasurer

Cornelius Youth Advisory Council By-Laws

Article 1 – Mission and Purpose

Section 1. The Cornelius Youth Advisory Council (YAC) was formed in 2017 by a resolution

of the Cornelius City Council. The mission of the YAC is to represent the common good of the

Cornelius community through a positive attitude, desire to serve, promoting diversity, forming

community partnerships, and serving as a voice between the youth, residents and businesses in

Cornelius.

Section 2. The Purpose of the YAC is to provide youth in Cornelius an opportunity to become

involved in city government, advise the Cornelius City Council and other leaders in the

community, and represent issues of importance to youth in Cornelius.

Article 2 - Membership

Section 1. The Cornelius YAC membership shall consist of up to 20 students from local

schools that are in or near Cornelius, and members must also be Cornelius residents. The members

can also be home schooled, but must be Cornelius residents. The students shall be equivalent to

grades from 9-12 during their appointed terms of service. Terms shall consist of two years and

members are eligible for reappointment. During the first year of appointments, the terms will be

staggered to ensure that there will be returning members the next year with experience serving on

the YAC.

Section 2. The membership will reflect the cultural and geographic diversity of Cornelius

residents.

Section 3. Members are appointed by the Mayor and confirmed by the City Council.

Section 4. Attendance is expected for every meeting. If members can’t attend, notification to

the Co-Chairs or Advisor is required by the day of the meeting and/or event. More than two

unexcused absences will result in a review by the YAC Officers and Advisor. Three or more

unexcused absences may result in removal from the YAC. The Executive Board will vote whether

to dismiss the member for unexcused absences.

Section 5. Any vacancies on the YAC will first be filled by those who applied and weren’t

chosen. If there are no qualifying applicants, then a public notification and request for applicants

will commence. If the vacancy is after January of any year, the seat will not be filled until the next

fall.

2

Article 3 - Officers and General Powers/Participation Standards

Section 1. The Officers include Co-Chairs, Vice Chair, Secretary and Social Media Officer.

The Officers shall comprise the Executive Board. The Co-Chairs will co-lead the YAC and work

in cooperation to prepare meeting agendas, plan activities and coordinate a yearly plan for the

YAC. The Vice Chair will serve in the capacity of managing meetings when neither Co-Chair is

available. The Vice Chair will also serve the board as needed. The Secretary will compile minutes

of the meetings. The Social Media Officer has the responsibility of updating the YAC Facebook

page at least once a week, unless instructed otherwise. The Social Media Officer is also responsible

for taking, posting and maintaining pictures of events.

Section 2. Officers can have no more than two unexcused absences from meetings. The other

Officers and Advisor will review the status of the Officer who has more than two unexcused

absences. If needed, an Officer will be removed for having excess unexcused absences from

meetings.

Section 3. General participation standards include the following:

a. Sign and abide by YAC By-Laws.

b. Participate in at least three fourths of YAC events and meetings.

c. When volunteering or being assigned tasks, members must follow through and

complete their assignment by the set deadlines.

d. Member serve two-year terms, except terms will be staggered the first year to ensure

that there will be returning members the next year with experience serving on the

YAC.

Section 4. A majority of the members shall constitute a quorum at a meeting of the

members. If less than a quorum is represented at a meeting, the members present hold the right

to discuss the business of the meeting at hand, but no voting can occur until a quorum may be

assembled.

Section 5. Meetings shall be managed by the Co-Chairs and utilize Roberts Rules of Order

for standard operating procedures of the meeting.

Section 6. The YAC will meet regularly during the traditional school year. The YAC

meetings should be held regularly at least once a month, on a prescribed day designated annually

at the start of the school year, at City Hall. Individual board members may participate and help in

other City events all year.

Article 4- Committees

Section 1. The YAC may form committees or task forces as needed. They can be formed to

organize events, activities, programs or distribute information that aligns with the YAC Mission

and Purpose statements. Committee Chairs will be appointed by the YAC Co-Chairs and the

committees may meet outside regular YAC meetings for work parties or to organize special

3

events. The Committee Chairs or other committee members shall provide regular reports on the

work of the committees.

Article 5 – Amendments to By-Laws

Section 1. After initial approval by the Cornelius City Council, the By-Laws may be

modified or changed annually. The amended By-Laws must be approved by a majority of the

YAC at a public meeting of the YAC. Once approved by a majority of the YAC members, the

modified By-Laws will be forwarded to the Cornelius City Council for approval.

Article 6 – Public Meeting Notification Required

Section 1. Meetings of the full YAC are considered a standard public meeting and must

follow normal meeting notification processes required of city-sanctioned boards and

commissions.

Section 2. Written or electronic notices of YAC meetings must state the place, time, and date

of special or regular meetings and shall be sent out no less than 48 hours before the date of the

meeting to each member of record. The notice of the special or regular meetings shall specify

the purpose of the meeting, which will include an agenda of items to be discussed.





Subj: Work Session-LID Formation-Council Creek Estates

_______________________________________________________________________

Background/Problem Discussion: Since 2015, we have been in discussions with board members

of the Council Creek Estates Subdivision Homeowners Association (HOA). When the subdivision

was built, the HOA retained ownership and maintenance responsibilities for their public areas. The

board would like to relinquish their public spaces and donate them to the City of Cornelius. By

doing so, the association would no longer be responsible for the ownership and maintenance of two

parks, pathways, open spaces and three swales. While the HOA does have approximately $65,000+

available to transmit to the City from maintenance funds, costs to update the swales, replace

outdated play equipment and update landscaping will far exceed the available cash on hand. HOA

members currently make monthly payments of $10 for maintenance services. This level of funding

is not sufficient to maintain the properties, replace equipment and to update the swales to conform to

current Clean Water standards.

HOA board members met with the City Council during a public meeting this past year asking for

support of the LID formation. Knowing that LID formation can be controversial, the Mayor and

City Council asked the board members to circulate a petition soliciting support for the LID

formation. The board members did generate over a two-thirds level of support from the

neighborhood for formation of the LID.

Alternatives/Financial Implications: At this point in time, it is uncertain what the final specific

monthly assessment per property would cost each homeowner. It is likely to be about $20/month to

cover most costs, including staff time to form the LID, sell bonds and mail billings.

Recommendation: Listen to the presentation and ask questions. The Council will be asked to pass

a motion to instruct staff to begin the LID formation process.

Recommended Motion: I move the City Council approve Revolution 2017-06, A RESOLUTION

OF THE CITY COUNCIL OF THE CITY OF CORNELIUS, OREGON DIRECTING CITY

STAFF TO PREPARE A PRELIMINARY ENGINEERING REPORT REGARDING

FEASIBILITY OF FORMING A LOCAL IMPROVEMENT DISTRICT (LID) TO

IMPROVE AND MAINTAIN CERTAIN ASSETS PURCHASED, OWNED AND

MAINTAINED BY THE COUNCIL CREEK ESTATES HOMEOWNERS ASSOCIATION

(HOA), and this action takes effect immediately.

January 10, 2017

2

Exhibits: Resolution No. 2017-06; Document containing LID formation timelines, sample petition

utilized by HOA, map of Council Creek Estates and public areas, Cornelius Municipal Code (CMC)

Chapter 12.05 and original estimates for improvement costs.

City of Cornelius

Resolution No. 2017-06 Council Creek HOA Page | 1


A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CORNELIUS, OREGON

DIRECTING CITY STAFF TO PREPARE A PRELIMINARY ENGINEERING

REPORT REGARDING FEASIBILITY OF FORMING A LOCAL IMPROVEMENT

DISTRICT (LID) TO IMPROVE AND MAINTAIN CERTAIN ASSETS PURCHASED,

OWNED AND MAINTAINED BY THE COUNCIL CREEK ESTATES

HOMEOWNERS ASSOCIATION (HOA)

WHEREAS, property owners in the Council Creek Estates subdivision have circulated a

petition to gauge interest in forming an LID to fund and update improvements in the neighborhood;

and

WHEREAS, the HOA has received signatures from over two-thirds of the Council Creek

Estates homeowners, which is required by Cornelius Municipal Code; and

WHEREAS, the City Council, having received the petitions of the required number of

property owners, is required to declare an intention to form a local improvement district to finance

the public improvements and therefore is to direct the City Engineer to make a survey and written

report regarding the feasibility of forming an LID and potential costs that would need to be funded

by the formation and payments to the LID;


FOLLOWS:

Section 1. The City Council hereby declares its intention to consider making public

improvements in and for the Council Creek Homeowners Association subdivision;

Section 2. City staff is hereby directed to prepare or have prepared a Preliminary Engineering

Report, which is to include information required by law including but not limited

to the following:

a. A plat or map showing the general nature, location and extent of the proposed

improvements and the lands to be assessed to pay all or any part of those costs;

b. Plans, specifications and estimates of the work to be done;

c. An estimate of the probable total cost for each of the various public

improvements to be done and estimate of the individual costs of the

improvements as the same may be applied to each of the benefited properties;

City of Cornelius

Resolution No. 2017-06 Council Creek HOA Page | 2

d. A recommendation as to the method of assessment to be used to arrive at a fair

apportionment of the whole or any portion of the costs of the improvements to

the benefited properties.

e. A description of the location and assessed value of each lot, or portion thereof,

to be benefited by the improvements, with the names of the record and, if

relevant, the names of any contract purchasers.

INTRODUCED AND APPROVED by the Cornelius City Council at their regular meeting on

January 17, 2017.


By: ______________________

Jeffrey C. Dalin, Mayor

Attest:

By: _________________________________

Debby Roth, MMC, City Recorder-Treasurer

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