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City Council Minutes - 09/18/2018 ■ City ofTigard Tigard Workshop Meeting Minutes • 0 September 18, 2018 1. WORKSHOP MEETING- A. Mayor Cook called the meeting to order at 6:32 p.m. B. Deputy City Recorder Burgoyne called the roll. Name Present Absent Mayor Cook Councilor Goodhouse Council President Snider Councilor Woodard Councilor Anderson C. Mayor Cook asked everyone to stand and join him in the Pledge of Allegiance. D. Call to Council and Staff for Non Agenda Items—There was none. 2. REPORT FROM WASHINGTON COUNTY SHERIFF ON SERVICES Assistant City Manager Zimmerman presented this item and Washington County Sheriff Pat Garrett and Undersheriff Jeff Mori provided council with an update and gave a PowerPoint presentation. Sheriff Garrett talked about the sheriff's office,their mission statement and strategic goals,and explained statutory duties. He highlighted the expectations from the community,employment trends and mental health response team's calls. Undersheriff Mori provided information about the county jail and jail statistics. He said there has been an increase of 144 more inmates being booked into the jail every month,which puts them back to 2008 levels. He walked council through the life cycle from when someone is brought into jail through being logged into the system. He said they are passing out more GED's than any other entity,and explained how they help with finding employment,transition planning and violence prevention programs for inmates who are returning to society. He talked about security upgrades that have recently been done to the facility. Sheriff Garrett discussed the civil department and issuing concealed handgun licenses. Councilor Goodhouse asked what the maximum amount of time someone could be held in the county jail. Undersheriff Mori replied up to one-year. TIGARD CITY COUNCIL MEETING MINUTES— September 18, 2018 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.tigard-or.gov I Page 1 of 7 Councilor Anderson asked when they anticipate having a new building. Undersheriff Mori said they are currently discussing that and as part of that discussion,they are looking at what their future needs for a facility will be as far out as twenty years. He said the county will most likely need to go out for a Bond for funding the new facility as soon as 2023. Councilor Woodard asked if they have exceeded bed space,and what they do when that happens. Undersheriff Mori said they have not,but have come close. He said that if this were to happen, they would do a force release of inmates,which is based on a priority matrix. As of September of this year,the county has force released approximately 1,631 inmates. 3. ADA SELF-EVALUATION AND TRANSITIONAL PLAN UPDATE Central Services Director Robinson and City Engineer Faha presented this item. Ms. Robinson explained what the American with Disabilities Act(ADA) is and when Tigard created their first ADA Plan. She said the city has continued to take steps towards being ADA compliant, but said we need to do more. She said the plan requires a self-evaluation to identify barriers people with disabilities encounter,and said it requires a transition plan to look at the barriers and provide a schedule for completing that. She talked about the areas being evaluated,buildings that have been assessed and what they are looking for. Ms. Faha talked about parks,pathways,parking lots and accessibility. She said some examples include,looking at paved trails that provide a pathway within the parks, slopes of trails and how smooth and flat the surface is,surface level changes,accessible picnic tables,accessible restroom facilities and play structures. She explained that unpaved paths look at other things. She said they also look at storm drain grates and if the openings are too wide,talked about city-owned rights-of- ways and what their evaluation include and discussed sidewalks. Ms. Robinson discussed the next steps,and how staff will approach those,putting together the criteria and then putting the information out to the pubic with a transition plan,and then staff would bring that back to council for review. She said once it is completed,it would serve as a twenty-year plan. Mayor Cook asked about the city's first assessment and if the city had a twenty-year plan back then. Ms. Robinson replied they do,and they have used that plan to apply for grant money,but the city has not had a good one in place. In order to make improvements the city should be looking at the plan every three years. Mayor Cook asked why the city is doing this now. Ms. Faha replied it is the law,and said the city has been doing a lot already,but it may not be the most priority items and that ADA standards change over time. She said current development have been following the current ADA standards. She explained the city now has a parks major maintenance program that allows the city to pay for some park needs that could include ADA updates. She said staff will prioritize the projects,which will be a long list and that not everything identified will be included in the twenty-year plan; they are only required to prioritize and to work on things year by year,and do not have to tackle every single item. TIGARD CITY COUNCIL MEETING MINUTES— September 18, 2018 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.tigard-or.gov I Page 2 of 7 Councilor Woodard asked how many ADA complaints the city gets. Ms. Robinson said the majority have been around program accessibility and the city has been able to accommodate those. She said they have had around a dozen or so complaints over the last year. Mayor Cook said he has heard of people who are in wheelchairs say that while they are able to use the wheelchair button on both of the doors coming into city hall,they are unable to get into town hall because there is no button at those doors. He said the city has some areas that are good,while there are other areas that need addressing. Councilor Goodhouse asked about cracked and raised sidewalk liability issues and what separates an ADA injury from a regular injury. Ms. Faha replied that there could be liability with both. She explained ADA related injuries are limited to accessibility,while regular related injuries would be anyone tripping on a sidewalk. She said the responsibility lies with the adjacent property owner; however,it is important for the city to be aware of when an issue or concern exists so that staff can address it in some manner. Whether it is informing the property owner that they need to fix the problem or the city fixing it. 4. DISCUSS UPCOMING CLEAN WATER SERVICES SEWER CONSTRUCTION COOK PARK City Engineer Faha presented this item,and Clean Water Services Project Manager Wade Denny and Engineer Services Division Manager Andy Braun were present and briefed council about the upcoming construction. Mr. Denny said this is a major project for the district,and outlined why they are doing the project, what they will be doing,affects to Tigard,and mitigation efforts. He said they are upgrading the sanitary sewer infrastructure due to growth,and building an 11,000 linear foot pipeline in two phases. He talked about the timeline for each phase. Phase II is primarily in Tigard and will begin in October 2018 and go through December 2019. Potential impacts identified included: construction through Cook Park,influences to the sports fields,parking, trails and public events in Cook Park. He said they are trying to limit the impact to these areas and will be doing construction when these types of events are not running. He talked about mitigation efforts,public outreach,and post construction benefits. Mayor Cook thanked Mr.Denny and Mr. Braun for their time and coming to explain the project to council. 5. REVIEW OF CREDIT CARD FEES Finance and Information Services Director LaFrance presented this item. He said staff is looking for recommendations from council. He explained how credit card fees are calculated,what they generally cost the city and explained what the city has paid in credit card fees in the last two years and what departments generate the most credit card fees. Mr. LaFrance provided an overview of the utility billing department generated credit card fees,and said staff is not looking to get these fees back from residents who use their debit or credit card to pay their bill. He explained how credit card fees are calculated in regards to utility billing payments and that with Visa's current calculations, those who have smaller utility bills would pay a higher credit card fee. He also said that not taking visa payments is not a viable option either and staff does not recommend this. They have heard that TIGARD CITY COUNCIL MEETING MINUTES— September 18, 2018 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.tigard-or.gov I Page 3 of 7 Visa may be looking to modify their fees structure for utility billing, so in the meantime they could leave utility billing payments as they currently are and modify this later once Visa has changed their rules. Mr. LaFrance explained that Visa calculates fees differently for payments made with a debit or credit card for permits. Because of this, staff looked at permit transactions made in the permit center and staff recommends charging a service fee for payments in the permit center that are made with debit or credit cards. He said roughly forty-five percent of online debit or credit card payments made online were associated with SDC fees,and staff takes in fees for other jurisdictional partners when people pay their SDC fees and that credit card fees eat into that allotment. He stated it would take approximately four to six months to implement a service fee in the permit center. Councilor Goodhouse asked what the fee would be on the utility billing portion. Mr. LaFrance replied that it could be in the three to six dollar range for each account. Councilor Goodhouse suggested they try to steer people into writing more checks by charging a flax fee of three to five dollars for using credit cards to pay their utility bill. He said the increase in credit card fees is too much for the city to absorb and suggested they also add fees for credit card payments of SDC charges. Mr. LaFrance said that in the last year,approximately twenty-four million dollars has been spent in permitting transactions and the majority of that amount has been in the form of a check. Though there is a large amount that is done through visa transactions,it is not as high in permitting as it is for the utility billing department. Councilor Goodhouse said that even if a flat fee does not cover the entire credit card fees that taking a smaller loss is better than nothing. Councilor Woodard said he agrees with staff regarding utility billing,as he does not want to be less progressive,but said charging fees in the permit center would be a good way to recoup some of the credit card fees. He asked when staff think's Visa will be changing their rules. Mr. LaFrance said he believes it to be in a year. Council President Snider said this is not necessarily about saving the city money,but more about cost shifting. Goodhouse explained ACH fees vs credit card fees and asked what the cost is for ACH. Mr. LaFrance replied that with each ACH done online,the current charge is approximately half a percent. However,it is much less if they place a check in the envelope and mail it. Council President Snider asked what the impact to staff would be if they stopped taking credit card payments. Mr. LaFrance said they did not know,but it would be a factor and there would be an impact. Council President Snider said he is comfortable with staff's recommendation. Councilor Anderson asked if Visa allows you to set a flat fee in regards to utility billing payments. Mr. LaFrance replied yes and said the city could pursue that without recovering the entire cost. Councilor Woodard liked this option. Council President Snider asked how much money would be spent doing this. TIGARD CITY COUNCIL MEETING MINUTES — September 18, 2018 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.tigard-or.gov I Page 4 of 7 Mayor Cook suggested moving forward with staffs recommendation,and wait a year and see if Visa will change their rules. Mr. LaFrance asked for confirmation on how to move forward. Council agreed with staff's recommendation regarding utility billing. In addition,they asked staff to add an option on the permitting website for online submittal,and then allow people to submit payment in person or through the mail with a check. 6. PHOTO ENFORCEMENT IMPLEMENTATION BRIEFING Court Operations Supervisor Annis,Lieutenant Eskew and Assistant City Manager Zimmerman presented this item. Mr. Zimmerman updated council on the new technology available that will help monitor some of the city's dangerous intersections. He said council is the first step of the public campaign with the expectation for answering any questions council may have. Lieutenant Eskew discussed how photo red light works,played a video and showed snap shots of what officers will receive when pictures are taken during an offense,he talked about the case for photo enforcement,and summarized with statistics that had been reported by Beaverton,Portland, Sherwood and Tualatin since they have been using photo red light. He talked about the placement locations for consideration the city received from ODOT,and talked about what types of areas to avoid for placement. Ms.Annis talked about what the defendant will receive in the mail,defendant options,projected caseload increase to court and the number of additional personnel to accommodate that increase. Mr. Zimmerman discussed the facility changes needed to accommodate the additional court personnel,moving utility billing to the current court area and moving court to where utility billing currently is,additionally utilizing a current meeting space for additional staff. Ms.Annis explained the remodel plan,and talked about how staff will limit interruptions to customers during construction. Mr. Zimmerman talked about public outreach and including the community in rolling out the plan. He talked about the next steps,timeline, discussed staff's recommendation and talked about the additional personnel needs for court,and how they plan to bring those people onboard. Council President Snider said he is glad to see this come to fruition from a safety perspective and appreciates the suggested locations. He asked if staff has an estimate on how much time it would take officers to review the video. Lieutenant Eskew said it would take approximately two minutes to review each video for red light infractions only,which would be approximately ninety-seven staff hours per month. He said this could be higher when and if they choose to include the speed portion of the photo red light program. Council President Snider asked who they will have reviewing the videos. Lieutenant Eskew said they would have several different officers reviewing videos and it would be something officers on light duty could perform. TIGARD CITY COUNCIL MEETING MINUTES— September 18, 2018 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.tigard-or.gov , Page 5 of 7 Council President Snider asked about the cost estimate for the remodel for moving court staff from where they are currently located to where utility billing staff is located. Mr. Zimmerman replied that the remodel is budgeted at$350,000. Councilor Anderson asked if there would be any signage prior to each location of the phot red light. Lieutenant Eskew replied yes,and said they ae required to have it posted twice and should be located as people are entering the city. Mayor Cook said the city will be paying a flat fee to the vendor and asked staff to explain the difference between flat fee vs a percentage based fee. Mr. Zimmerman explained that because the city will be paying a flat rate to the vendor,our cost would be the same whether one ticket is issued or multiple tickets are issued. Council President Snider asked if the statute allows police to charge offenders with a crime Lieutenant Eskew explained they could charge someone with a Class B misdemeanor,but only if they could investigate it. He said they have not really thought about that. Councilor Goodhouse asked if they could use this information for other things like amber alerts and for insurance companies. Lieutenant Eskew said the city owns the data;however, the city attorney would need to weigh in on this. Mr. Zimmerman said there would need to be an overwhelming reason for someone to request the information,but if there is an overwhelming need,and the police chief makes the call,the capability exists. 7. NON AGENDA ITEMS—None. 8. EXECUTIVE SESSION—None. 9. ADJOURNMENT At 9:09 p.m. Councilor Goodhouse moved to adjourn the meeting and Councilor Woodard seconded the motion. Motion Passed by a unanimous vote. Name Yes No Mayor Cook Councilor Goodhouse Council President Snider Councilor Woodard Councilor Anderson TIGARD CITY COUNCIL MEETING MINUTES — September 18, 2018 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.tigard-or.gov I Page 6 of 7 Kelly Burgoyne, eputy City Recor er A t: John . Cook,Mayor Date: i G/l 6PIl'? TIGARD CITY COUNCIL MEETING MINUTES— September 18, 2018 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.tigard-or.gov I Page 7 of 7