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02/10/2021 - Agenda City of Tigard Town Center Advisory Commission Agenda MEETING DATE/TIME: February 10, 2021 — 6:30 to 8:30 p.m. MEETING INFORMATION:Members Remote via MS Teams Public— (971) 256-0577,PIN = 13125# Email comments to Sean@tigard-or.gov 1. CALL TO ORDER Ryan 6:30 2. CONSIDER MINUTES Ryan 6:35 3. CALL FOR NON-AGENDA ITEMS Ryan 6:40 4. PUBLIC COMMENT All 6:45 5. FOLLOW UP FROM PREVIOUS MEETING Sean 6:50 6. REVIEW OF TCAC RESPONSIBILITIES Sean 6:55 7. REVIEW OF MEETING GROUND RULES Ryan/Sean 7:05 8. TCDA JOINT MEETING DEBRIEF/APPROVE 2021 TCAC GOALS Action Item Ryan 7:15 9. FORMATION OF SUBCOMMITTEES Ryan 7:30 10. CITY CENTER SUBSTANTIAL AMENDMENT UPDATE Sean 7:45 11. PROJECT UPDATES Sean 8:00 12. LIAISON REPORTS AND 2021 ASSIGNMENTS All 8:15 (ITAC,PRAB,and PC) 13. NON-AGENDA ITEMS All 8:25 14. ADJOURN MEETING Ryan 8:30 *EXECUTIVE SESSION:The Tigard City Center Advisory Commission may go into Executive Session to discuss real property transaction negotiations under ORS 192.660(2) (e).All discussions are confidential and those present may disclose nothing from the Session.Representatives of the news media are allowed to attend Executive Sessions,as provided by ORS 192.660(4),but must not disclose any information discussed.No Executive Session may be held for the purpose of taking any final action or making any final decision.Executive Sessions are closed to the public. Upcoming meetings of note: Tuesday,February 16, 6:30 p.m., City Council,City Center Substantial Amendment ballot title discussion Wednesday,February 17, 3:00 p.m.,Housing Alongside Senior Center Advisory Committee Tuesday,February 23,7:30 p.m.,City Council,City Center Substantial Amendment referral Wednesday,February 24, 7:00 p.m.,Universal Plaza Design Advisory Thursday,February 25, 6:00 p.m.,Housing Alongside Senior Center Neighborhood Meeting Wednesday,March 10,6:30 p.m., Regular TCAC Meeting TOWN CENTER ADVISORY COMMISSION AGENDA— February 10, 2021 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 www.tigard-or.gov I Page 1 of2 The City of Tigard tries to make all reasonable modifications to ensure that people with disabilities have an equal opportunity to participate equally in all city meetings. Upon request,the city will do its best to arrange for the following services/equipment: • Assistive listening devices. • Qualified sign language interpreters. • Qualified bilingual interpreters. Because the city may need to hire outside service providers or arrange for specialized equipment,those requesting services/equipment should do so as far in advance as possible,but no later than 3 city work days prior to the meeting. To make a request,call 503-718-2481 (voice) or 503-684-2772 (TDD-Telecommunications Devices for the Dea�. TOWN CENTER ADVISORY COMMISSION AGENDA— February 10, 2021 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 www.tigard-or.gov I Page 2 of2 CITY OF TIGARD TOWN CENTER ADVISORY COMMISSION Meeting Minutes January 13, 2021 Members Present: Chris Cach (Alternate), Scott Hancock, Renette Hier,Adrian Hinckley, Hemendra Mathur, Kris Mitchell (Alternate),Tom Murphy (Vice Chair),Tim Myshak, Kate Rogers (Chair),Ryan Ruggiero, Elise Shearer,Justin Watson (Ex Officio), and Derrick Wright. Members Absent: Chris Sjolin. Staff Present: Redevelopment Project Manager Sean Farrelly, and Senior Administrative Specialist Joe Patton. Others Present: TCAC Council Liaison John Goodhouse. 1. CALL TO ORDER Chair Rogers called the meeting to order at 6:00 pm. The meeting was held remotely using MS Teams with a call-in number provided for the public. 2. CONSIDER MINUTES The December 9,2020 TCAC Minutes were unanimously approved. 3. FOLLOW UP FROM PREVIOUS MEETINGS —N/A 4. PROJECT UPDATES Sean noted that the Main St. at Fanno Creek property was closed on today. The Tigard Planning Commission,TVF&R,TTSD and Washington County Board of Commissioners all received briefings on the Substantial Amendment. It is expected all taxing entities will give concur with the requested level of increased maximum indebtedness. A postcard is being mailed to all registered Tigard voters regarding the February 9 Substantial Amendment public hearing. Sean reminded Commissioners of public employee (including committee members) restrictions once it is officially on the ballot. The costs for the Universal Plaza are higher than expected so the project may be split into two phases. 5. FY 21-22 TCDA BUDGET INFORMATION Sean reviewed the draft budgets for both Urban Renewal Districts. In response to a question from Commissioner Mitchell, Sean will check with the Parks department to see if there is a standard cost per mile for annual trail maintenance. 6. LIAISON REPORTS A. Eighteen downtown businesses were damaged during the riot. TCDA approved up to $20,000 for repairs reimbursable to property and business owners.Any prosecutions will include requests for restitution as well. Councilor Goodhouse recommended watching the video of the Council meeting from last night starting at one hour and fifty minutes for more info. Page 1 of 2 TOWN CENTER ADVISORY COMMISSION January 13, 2021 B. The required Southwest Corridor federal Final Environmental Impact Statement (FEIS) will be finalized in early 2021 with the hope of future federal funding availability to restart the project. C. Council hired a new City Manager, Steve Rymer,who will start February 1, 2021.Judge O'Brien is retiring, and Council will hire his replacement. A. NON-AGENDA ITEMS—N/A 7. NOMINATIONS AND OFFICER ELECTIONS Commissioners unanimously elected Ryan as Chair and Scott as Vice Chair. 8. ADJOURN BUSINESS MEETING The meeting adjourned at 7:00 pm. Joe Patton,TCAC Meeting Secretary Kate Rogers, Chair Page 2of2 City of Tigard ,7— i Town Center Advisory Commission TIGARD By-laws Revised, September 5, 2017 SECTION I. CHARGE AND DUTIES A. The Town Center Advisory Commission (ICAC) hereafter referred to as the "Commission" shall have no powers except as conferred by this resolution, City Charter, the Tigard Municipal Code, or the Oregon Revised Statutes. B. It shall be the function of the Commission to act as an advisory body to the Town Center Development Agency (TCDA), the Urban Renewal Agency for the City of Tigard or the City Council as appropriate. C. The Town Center Advisory Commission is charged with advising the Town Center Development Agency, the Urban Renewal Agency for the City of Tigard, on matters pertaining to Urban Renewal Plan implementation and tax increment fund allocations for the City Center Urban Renewal District and the Tigard Triangle Urban Renewal District. Recommendations pertaining to policy, budget, and implementation of urban renewal projects identified within the Urban Renewal Plans and / or the annually adopted Work Programs will be made to the Town Center Development Agency or City Council as appropriate for consideration, deliberation and action. The Commission may also provide recommendations with regard to amendments to the Urban Renewal Plans. D. The Commission shall perform other duties as assigned by the Town Center Development Agency. E. The Commission may form subcommittees to investigate areas relevant to its charge or duties pursuant to this section. F. The Commission and its members shall conduct itself in a manner that's in keeping with applicable federal, state,and local laws pertaining to conduct and ethics and the City of Tigard Code of Conduct. Any violation of the provisions of such laws shall be grounds for removal from office. SECTION I1. COMPOSITION A. The Commission shall consist of eleven (11) members appointed by the City Council who are residents or are businesses or property owners (or their representatives) within the City Center or Tigard Triangle Urban Renewal Districts with the following representation if possible: 1. At least three (3) business owners or property owners or designated management representatives of business or property owners whose business or property is located within the City Center Urban Renewal District or Tigard Triangle Urban Renewal District; 2. Six (6) persons who are residents of Tigard and represent a cross-section of interests in the community at large; City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I page 1 3. One (1) person residing within or adjacent to the boundaries of the City Center Urban Renewal District or Tigard Triangle Urban Renewal District; 4. One (1) person with expertise in real estate development, urban planning or design, or affordable housing; 5. Two (2) alternates (non-voting) including one (1) at large resident of Tigard, and one (1) business or property owner (or a designated representative) from within the City Center Urban Renewal District or Tigard Triangle Urban Renewal District. 6. Up to two (2) non-voting ex officio members representing taxing jurisdictions whose boundaries overlap the City Center Urban Renewal District or Tigard Triangle Urban Renewal District, or non-residents who have expertise in real estate development, urban planning or design, affordable housing, or other desired background may be appointed. B. Membership may temporarily drop below required minimums due to resignations and/or difficulty in recruiting qualified applicants. C. A member or ex officio member who is appointed to fill a position pursuant to subsection 1, 2, 3, 5, or 6 above, and who subsequently ceases to be eligible for the position to which the member or ex officio member was appointed, shall resign from the Commission within one month of becoming ineligible. SECTION III. APPOINTMENTS A. Council shall fill vacancies with individuals necessary to meet the compositional requirements of above. B. In addition, Council shall determine a means of staggering appointments of all current members using three (3) three-year terms, three (3) two-year terms, and three (3) one-year terms. C. Appointments shall be made by the City Council with recommendations from the Mayor. SECTION IV. TERM OF OFFICE A. After the initial staggering of terms for current members as defined in Section III.B. above, the term of office of all future, appointed members shall be three (3) years or until their successors are qualified and appointed. B. All terms shall begin January 1 and end December 31. C. Any vacancy in the Commission shall be filled by appointment by the Council upon recommendation by the Mayor for the unexpired portion of the term. The unexpired portion of a term does not count towards the fulfillment of the three (3) year appointment. D. Members may be reappointed for up to two consecutive terms. E. Members of the Commission shall receive no compensation for their services. City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 1 www.tigard-or.gov page 2 F. A member who seeks to resign from the Commission shall submit a written resignation to the staff liaison. If possible, the resignation should allow for a thirty (30) day notice so the City Council can appoint a replacement. SECTION V. ORGANIZATION OF THE COMMISSION A. At its first or second meeting of the year, and thereafter annually, the Commission shall elect a Chair and Vice Chair from its members who shall hold office at the pleasure of the Commission. B. If the Chair or Vice Chair should resign, the Commission shall, at its next meeting, conduct an election and provide a replacement. C. Chair. The chair shall have general directional powers over the Commission. The chair shall preside at all meetings and, in consultation with support staff, set the agendas and notify the board of all meeting times and place. The chair shall also be an ex-officio member of all subcommittees and shall be the sole spokesperson for the Commission unless this responsibility is delegated to the vice chair, another Commission member or support staff. D. Vice Chair. In the event of the absence of the chair at a meeting the vice chair shall perform the duties of the chair. E. Staff liaisons are the primary contacts for City of Tigard boards and the primary interface between these bodies and the Town Center Development Agency, City Council, City Manager, and departments. Besides serving as a technical resource, staff liaisons are responsible for meeting logistics, member recruitment and recognition, recordkeeping, and monitoring board effectiveness. SECTION VI. MEETINGS A. The Commission shall meet at least quarterly during a calendar year at a time and place that is specified at least 5 days in advance. B. Agendas and minutes shall be posted for public notice on the City of Tigard web page and in the lobby of City Hall or Permit Center in compliance with Oregon Public Meetings Law. All meetings shall be open to the public. C. The parliamentary authority for the Commission is Robert's Rules of Order Revised, except where superseded by these bylaws or local, state, or federal law. D. A majority of votes of Commission members present shall determine the official position of the Commission on a given issue. Alternates are not allowed to vote under any circumstances. E. Chair and Vice Chair shall vote on all matters before the Commission. City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 1 www.tigard-or.gov I page 3 F. Commission members shall not send or receive electronic communications concerning any matter pending before the Commission during a Commission meeting. G. Commission members shall not use electronic communication devices to review or access information regarding matters not in consideration before the Commission during a Commission meeting. SECTION VII. COMMISSION MEMBER RESPONSIBILITIES A. Members of the Commission shall: 1. Regularly attend Town Center Advisory Commission (ICAC) meetings and contribute constructively to discussions, 2. Consider and discuss issues from a Citywide perspective, as well as that of particular stakeholders or interests, 3. Understand and be able to articulate the TCAC's charge, responsibilities and adopted, annual work program, 4. Strive to reach consensus on matters under consideration, 5. Act with respect and consideration for the viewpoint of others, 6. Review and provide comment on reports, presentations, and recommended policies or strategies related to redevelopment before the Commission, and 7. Vote on motions in front of the Commission, except where reasonable abstention is necessary. B. Commission members may engage in general discussions regarding its charge, responsibilities or projects within the Urban Renewal Plans or urban renewal work programs, but shall not discuss specific real estate projects or proposals with potential developers or property owners without the authorization of the Town Center Development Agency. C. In addition, members shall not make representations on behalf of the City of Tigard or Town Center Development Agency without authorization. D. Members shall not make representations on behalf of the TCAC whether intentional or not, without the authorization of the Commission. SECTION VIII. ATTENDANCE If a member of the Commission is unable to attend a meeting,he or she is expected to notify the Chair or Vice Chair. If any member is absent from any six (6) regularly scheduled meetings within one year or three (3) consecutive meetings without reasonable cause, the issue shall be placed on the upcoming agenda, and upon majority vote of the Commission that position shall be declared vacant. The Commission shall forward its action to the Mayor and Council,who shall fill the vacant position. SECTION IX. QUORUM City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov page 4 At any meeting of the Commission, a quorum shall be a majority of the current voting members of the Commission. No action shall be taken in the absence of a quorum except that the meeting may continue with discussion on agenda items. For the purposes of forming a quorum, members who have disqualified or excused themselves from participation in any matter shall be counted as present. In the event a quorum will not be present at any meeting, the Chair or Vice Chair shall notify the Commission members in advance of that fact so that a decision may be made whether to meet and take no action on agenda items or to reschedule to a different time. SECTION X. REMOVAL OF MEMBERS A. The City Council may remove members of the Commission in accordance with Section VIII Attendance. B. The Council may also remove members, when, in its judgment, the conduct of a member does not conform to the City of Tigard Code of Conduct for Boards, Commissions and Committees, Section VII Member Responsibilities, or other conduct unbecoming a representative of the City. C. The Commission may make a recommendation to Council for the removal of a member in accordance with Section VII Member Responsibilities. The Commission shall forward a recommendation for replacement to the Mayor and Council in a timely manner. SECTION XI. ANNUAL REPORT OF THE COMMISSION A. Not later than December 1 of each year, the Commission shall prepare and file its Annual Report to the TCDA. B. The Annual Report shall include a summary of key activities and proceedings and any specific suggestions or recommendations which the Commission believes would assist its mission or the overall goals for the urban renewal areas. C. The Annual Report shall not be submitted unless approved by the Commission. SECTION XII. AMENDMENTS A. These bylaws are adopted by resolution of the Tigard City Council, are binding on the Commission, and may be amended by the City Council. The Commission may propose amendments for Council consideration. City of Tigard 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I page 5 pApLiAtAspirAftl p emuRE WHAT IS It's a set of rules for WNY IS PARLIAMENTARY conducting business PARLIAMENTARY at meetings and PROCEDURE? public gatherings. PRO�DURRE Because it allows IMPORTANT? �Ey everyone to be heard and to make decisions rrwithout confusion. PARLIAMENTARY PROCEDURE PARLIAMENTARY PROCEDURE MEANS: HAS A LONG HISTORY IT ORIGINATED IT CAME TO IT BECAME DEMOUZATIC, FLEXIgILITy in the early English AMERICA UNIFORM Parliaments. with the first in 1876,when RULE n r) ^ i nI t, European settlers. Henry M. Robert ^ n ri published his manualIr" s I on Parliamentary Law. pp4m-nON A o OF FAIR SING n FUG14T5 a \ EVEIzYONE Today, Robert's Rules of Order Newly Revised, IOth Edition, is the basic handbook of operation for many clubs, organizations and other groups. it can be adapted to fit the needs inn of any organization. 50, it's important Note:A glossary and index are on page 14, for everyone to know 9 s these basic rules! A ®1998 Channing L.Bele.,20Inc. All rights um Deerfield,e • PoA 0 in USA Price List A Scriptograp ct Channing L.Bete Ca.,Inc.,733 or f rHtl.,da sk oritemMA 01373 Product To reorder call(800)628-7733 or write and ask for item number 182598-11-00. 3 A F1%W AGENDA, _ or order of business, is generally followed HOW PO by organi2ations using parliamentary procedure. Heres a typical example: I MEMOS" GET THF.JR SAY? 1. CALL TO ORDER S. SPECIAL ORDERS If a quorum* is present,the This is important business chair(the person conducting previously designated for the meeting) says, "The consideration at this meeting. They make motions. A motion is meeting will come to order." a proposal that the assembly take 6. UNFINISHED BUSINESS a stand or take action on some 2 MINUTES This is business that issue. Members have a right to: The secretary reads a record has come over from the of the previous meeting. previous meeting. 3. OFFICER5' REPORTS 7. NEW BUSINESS PRESENT MOTIONS SECOND MOTIONS O (make a proposal) (express support for discussion Officers and standing New topics are introduced. of another member's motion) (permanent) committees may report on their S. ANNOUNCEMENTS activities. Some only These inform the assembly se ond. report at annual meetings. (the people at the meeting) 4. REPORTS OF of other subjects and events. SPECIAL COMMITTEES 9. ADJOURNMENT p Special (temporary) The meeting ends by a vote committees report on or by general consent (or by the tasks for which they the chair's decision if the were created. time of adjournment was prearranged by vote). DEBATE MOTIONS VOTE ON MOTIONS (give opinions on the motion) (make a decision). *A quorum is the number or percentage of All+hose members that must be present for business to In favor... be conducted legally.The actual number is I think... usually stated in the bylaws. Note:Some assemblies may hold electronic _ meetings,such as videoconferences or teleconferences.These assemblies may need to modify some rules for obtaining the floor, p but they should still follow the other rules of parliamentary procedure. 4 5 V146" ARE 5 6606Pp1L TYPES OF MOT11005 O MAIN MOTIONS 0 SUBSIDIARY MOTIONS C OMC QUESTIONS RELATING TO MOTIONS: These introduce subjects for These change or affect how consideration. They cannot be the main motion is handled. made when another motion is (They are voted on before before the assembly.They yield the main motion.) to privileged, subsidiary and For example: 15 IT 114 ORDER? CAN IT BE AMENDED? incidental motions. I move Your motion must relate to the Some motions can be changed by For example: I move to amend +he business at hand and be presented striking out or inserting wording, or that we motion by at the right time. It must not be both. Amendments must relate to purchase striking out... obstructive, frivolous or against the subject as presented in the the bylaws. main motion. MAY I INTERRUPT WHAT VOTE 15 NEEDED? THE SPEAKER? Most require only a majority vote Some motions are so important (more than half the members that the speaker may be interrupted present and voting). But, motions to make them. The original speaker concerning the rights of the 0 PRIVILEGED MOTIONS move regains the floor after the assembly or its members need These concern special or we ad Dorn.. interruption has been attended to. a h vote to be adopted. important matters not related to DO 1 NEED A SECOND? CAN IT BE pending business. In general, Usually, yes. A second indicates RECONSIDERED? they are considered before that another member would like to Some motions can be debated other types of motions. consider your motion. It prevents again and revoted to give members For example: spending time on a question that a chance to change their minds. interests only one person. The motion to reconsider must IS IT DEBATABLE? come from the winning side. O INCIDENTAL MOTIONS 0 MOTIONS THAT BRING Parliamentary procedure guards The table on These are questions of A QUESTION AGAIN the right to free and full debate procedure that arise out of BEFORE THE ASSEMBLY on most motions. However, pages 8 and 9 other motions.They must be These enable certain items to some subsidiary, privileged answers these considered before the other be reconsidered. In general, and incidental motions questions for some motion. For example: they are brought up when are not debatable. specific motions. no business is pending. Cf I For example:69 , the he f... I move to reconsider... 6 7 PARLIAMENTARY P""PU" AT A C2LM" mere are some motions you might make, how to make them, and what to expect of the riles. TO DO THIS: YOU SAY THIS �� W" IS R : NTE " YOU NEED CAN IT Be WNAT VOTE CAN R Be �" T146 SPEAKER? A SECOND? DEBATABLE? AMENDED? 15 NEWED? PECONSrDEAED? ADJOURN MEETING "I move to adjourn." NO YES NO NO MAJORITY NO CALL AN INTERMISSION "I move to recess for..." NO YES NO O YES MAJORITY NO COMPLAIN ABOUT HEAT, "I rise to a question of privilege."NOISE ETC. q P g YES NO NO NO NO VOTE NO TEMPORARILY SUSPEND "I move to la the motion on the table." NO YES NO NO MAJORITY NO CONSIDERATION OF AN ISSUE y END DEBATE AND AMENDMENTS "I move the previous question." NO YES NO NO % YES POSTPONE DISCUSSION "I move to postpone the discussion until..." NO YES YES YES MAJORITY YES FOR A CERTAIN TIME P P GIVE CLOSER STUDY OF SOMETHING "I move to refer the matter to committee." NO YES YES YES MAJORITY YES O AMEND A MOTION "I move to amend the motion by..." NO YES YES© YES MAJORITY YES INTRODUCE BUSINESS "I move that..." NO YES YES YES MAJORITY YES THE MOTIONS LISTED ABOVE ARE W ORDER OF PRECEDWM.BELOW, THERE 15 NO ORDER.. PROTEST BREACH OF a"I rise to point of order." FULLS OR CONDUCT P YES NO NO NO NO VOTE O NO VOTE ON A RULING OF THE CHAIR "I appeal from the chair's decision." YES YES YES NO MAJORITY YES SUSPEND RULES TEMPORARILY "I move to suspend the rules so that..." NO YES NO NO NO AVOID CONSIDERING AN "I object to consideration of this motion." YES NO NO NO O YES IMPROPER MATTER 1 VERIFY A VOICE VOTE BY "Icall for a division," or "Division!" HAVING MEMBERS STAND YES NO NO NO NO VOTE NO REQUEST INFORMATION "Point of information..." YES NO NO NO NO VOTE NO TAKE UP A MATTER "I move to take from the table..." NO YES NO NO MAJORITY NO PREVIOUSLY TABLED RECONSIDER A HASTY ACTION "I move to reconsider the vote on..." YES O YES YES O NO MAJORITY NO NOTES: O Unless ©Affirmative ©Unless O Unless the ©Unless the O Unless the O A%vote in O Only if the 0 Unless the moved when votes may vote on committee has motion to be chair submits negative is speaker has the motion to be no question not be question already taken amended is to the assembly needed to prevent floor but has not reconsidered is is pending. reconsidered, has begun. up the subject, not debatable, for decision. consideration of actually begun not debatable. the main motion. to speak. g 9 G YOU WAIT FOR O THE CNAIR STATES W A SECOND YOUR MOTION • Another member will say, • The chair must say, PFleres what happens "1 second the motion." "it is moved and When you want a • Or, the chair will call for seconded that we..." motion considered: a second. • After this happens, debate • If there is no second, your or voting can occur, motion will not be considered. • Your motion is now"assembly Motions made at the direction of property," and you can't a board or committee (of more change it without consent than one person) do not require of the members. I I a second. O YOU OBTAIN THE FLOOR © YOU MAKE p YOU EXPAND ON O tHE CHAIR PUTS • Wait until the previous YOUR MOTION YOUR MOTION THE QUESTION speaker is finished. • Speak clearly and concisely. • As the person who made • The chair asks, "Are you • Rise and address the chair. • State your motion affirmatively. the motion, you are allowed ready for the question?" Say, "Mr. (or Madam) Say, "I move that we do..." to speak first. • If there is no more debate, or Chairperson" "Mr. instead of"I move that we • Direct all comments if a motion to stop debate is (or Madam) Prere sident." do not..." p to the chair. adopted, a vote is taken. • Give your name.The chair will • Stay on the subject and avoid • Kee to the time limit • The chair announces recognize you by repeating it. personal attacks. p for speaking. the results. • You may speak again after all other speakers are finished. ave. Aye, • You may speak a third time ave. by a motion to suspend the rules with a%vote. � O 10 II r THE METHOD Of MORE ABOUT VOTING VOTING ON A MOTION Are we ready depends on the situation and on 5 for +he the bylaws of your organi23tion. e��� question? You may vote by: j I A question (motion) is VOICE Aye! SHOW OF HANDS 1 / pending when it has been The chair asks Members raise their hands to verify stated by the chair but those in favor If a voice vote, or as an alternative not yet voted on. to say "aye" to it. This does not require a count. and those A member may move for The last motion stated by opposed to an exact count. the chair is the first pending. say"no" (for majority votes The main motion is always only). A member may the last voted on. move for an exact count. ROLL CALL sMiTH BALLOT A MOTION TO A MOTION TO If a record ofMembers write LAY ON THE TABLE POSTPONE INDEFINITELY each person's vote their vote on This motion is used to lay This is parliamentary strategy. something aside temporarily to It allows members to dispose is needed, each a slip of paper. take care of a more urgent matter. of a motion without making a member answers This is done It should not be used to prevent decision for or against. This is "yes," "no" or when secrecy debate or to kill a question. useful in case of a badly chosen "present" (indicating is desired. main motion for which either a the choice not to Members can 'take from the table" eyes" or "no"vote would have vote) as his or her a motion for reconsideration. consequences. undesirable copse name is called. \ This must happen the end q of the current or next session r (depending on how soon the MARCH next session is scheduled). GENERAL CONSENtFE$2UARY When a motion isn't likely to be opposed, the chair says, S J I y`tNUgRy "if there is no objection... ` Members show consent by �� 1 their silence. If someone says, "I object," the matter must be put to a vote. 12 13 GLOSSARY Soo-- ANP INDEX PARLIAMENTARY PROCEPURE HELPS GET THINGS PONE ADJOURN Page MOTION Page To end the meeting A proposal that the assembly Ways to adjourn. . . . . . . . . 4 take a stand or take action on ✓ MAKE MOTIONS How to move to adjourn . . 8-9 some issue Types of motions . . . . . . . . 6, 13 that are in order. AGENDA Procedures affecting Business to be considered motions . . . . . . . . . . . . . . 6-7 ✓ OBTAIN THE FLOOR during a meeting. . . . . . . . . . 4 Typical motions . . . . . . . . . 8-9 How to make a motion. . . . 10-11 properly. AMEND To change a motion QUORUM ✓ SPEAK Ways to amend . . . . . . . . . 7 Number or percentage How to move to amend . . . 8-9 of members that must clearly and concisely. be present to conduct COMMITTEE business legally. . . . . . . . . . . 4 ✓ OBEY A group of members chosen the rules of debate. for a certain task . . . . . . . . . . 4 SECOND A verbal signal from a member DEBATE that he or she wishes to Discussion about a motion consider a motion just made Members' right. . . . . . . . . . 5 Members' right. . . . . . . . . . 5 That's When to debate . . . . . . . . . 7-9 When required . . . . . . . . . . 7-9 Rules on debate. . . . . . . . . 11 How to give a second . . . . 11 And, most of all, alWays in be eourteous. order[ GENERAL CONSENT VOTING Adopting a motion Means by which motions without a vote . . . . . . . . . . . . 12 are accepted or rejected by the assembly IN ORDER Members' right. . . . . . . . . . 5 Relevant to the What vote is needed . . . . . 7-9 business at hand. . . . . . . . . . 7 Method of voting . . . . . . . . 12 MAJOR" More than half of the members present and voting In voting . . . . . . . . . . . . . . . 7 When required . . . . . . . . . . 8-9 14 L5 suc� , FUL MM4TIOGS WHAT WHY is MY MAKFIS A MEETING PARTICGPATnoN SOU"SFUL? it takes a team of III poptTANT " people who actively exchange ideas to accomplish goals. Because your ideas, comments (r( and suggestions can benefit: a ii.n YOUIZ OPOA141Z/�iil ION 4:1'v n Active and positive I participation helps to: ':.' • achieve the of the 1 ( the meeting • promote the group's / 1l objectives� • improve teamwork I) � and morale. ...... ....... YOU j Your involvement can help you polish your skills in: • communication, because meetings i allow you to gain experience in To help ensure success, group members should: • expressing yourself leadership, since you can learn a great UNDERSTAND THE POOL THEIR KNOWLEDGE Imo....... deal by observing and following the -`u...!-lam i /e MEETING'S PURPOSE Meetings bring together people '^\' examples of successful group leaders. A lot can be accomplished when with different ideas and people have a clear sense of experiences. Members have an direction. Some of the common opportunity and a responsibility to: Learn how you can become goals of meetings are to: • express thoughts a more effective participant... • exchange information • react to others' ideas • solve problems • combine their skills to Important Notice • make decisions reach solutions. � • share concerns Please read:The publisher has taken care in the preparation of this booklet, but the information it contains does not necessarily describe • explain issues. particular situations you may encounter.You should ask a qualified expert p ©1983 Channing Bete Company,Inc.All rights reserved. Printetl in USA. (OS03-B) or professional for advice about your particular situation. Channing Bete Company,One Community Place,South Deertieltl,MA 01373 T5 To reorder call(800)628-7733 or visit..channing-bate.com and ask for item number PS18607 3 o Classic Scripfographye Price List A 0 N BE MoRAPEP PPAMICS GOOD YOU can kelp the Meeting run smoothly if you do your homework! MEETING MANNERS ....................................................... ...............*....... .............. Proper etiquette can kelp ARRIVE ON TIME ...... Latecomers may delay the ...... . ., ensure that goals are met meeting, create confusion or "OW THE PURPOSERESEARCH accordingschedule. of the meeting so you any available background to break the flow of progress. can determine how you information before the can contribute to the meeting so you can be a meeting's success. more knowledgeable, valuable meeting ...... member, ................. REVIEW .. i......... ..... ......... THE AGENDA carefully (if available). 'Z It will acquaint you with 26 AVOID UNNECESSARY OBSERVE SPECIFIED the specific issues to INTERRUPTIONS TIME LIMITS be discussed. In most cases, This will allow others a chance to phone calls, speak and helps ensure that all ...... messages, issues on the agenda are covered. .............. g can wait until the meeting is over. 0 (7D- . ............ ...... ....... REFRAIN FROM STAY UNTIL THE END ..........• .............. ... PLSTIZAC-TIONS Important follow-up plans are 4 '1%...... This includes whispering to your ASK QUESTIONSoften made during the final before the meeting about UNDERSTAND neighbor, doodling, shuffling minutes of a meeting. papers, etc. anything you don't why You've been invited. understand. Qu kJ Questions You're more likely to %: show your concern for the participate actively if you know lu q3 meeting's success. what's expected of you. ........... ... ........ ........%.. ........ 4 .................. ........ YOUR PARTjCjPATjoN SUPPORT THE GET INVOLVED EXPRESS YOUR FEELINGS yc GROUP'S EFFORTS IN DISCUSSIONS Differences of opinion expose POE& MAKE Commitment to the goals of You really can influence the people to other points of view. the group is the most important direction the meeting will take. Let others know how you feel Ap'FFEPU ingredient for a successful Speak when you have about their ideas. But be careful meeting. Combine forces with something worthwhile to that your remarks do not become You are part of a team others by focusing your talents a personal attack, and energy on the issues say (but keep your remarks Working to reach carefully gy to the point and as brief planned goals. Whether at hand. as possible). SHARE YOUR THOUGHTS meeting face-to-face or • Encourage others to stick ng back when you have teleconferencing, its up to the issues. anoidea obs the group of your to you to: knowledge. It also prevents you BE CREATIVE from further developing your idea. Group members usual) Have confidence in yourself, and p y speak up! welcome innovative ideas that are supported by sound reasoning. To help promote an TAKE NOTES Imaginative plan,try to think of answers to possible criticisms Brief, accurate notes can be before you present your ideas. helpful during and after a meeting. Someone may be appointed to keep the minutes, a formal record of discussion and decisions. TAKE A POSITIVE APPROACH Keep an open mind. When a group member / shares an idea, look for the value in that idea. Above all, be Q enthusiastic. Enthusiasm _ can be contagious! 6 7 GOOF COMMUNICATION IS A SVJLL WORIV SUILD106 Ideas can be shared more effectively if you keep WN YOU SpK these basics in mind. W1490OTNERs f�pE,pK EXPRE55 INCLUDE EVERYONE YOURSELF CLEARLY Make all group members feel that LISTEN CAREFULLY Good pronunciation (saying you're speaking to each of them. RESPECT OPINION5 sounds correctly) and enunciation Never direct your comments only to Each speaker deserves your full Everyone has the right to (saying sounds distinctly) will be the person beside or opposite you. attention. But being attentive isn't express an opinion.Avoid making appreciated by your listeners. just a matter of politeness. Careful hasty judgments of others' ideas. Proper volume, tone and speed listening prevents you from missing Allow others to express their also enhance delivery. Be sure that OFFER SUGGESTIONS valuable information and allows deas completely before you you face the group (don't speak Most people welcome good you to take accurate notes. offer comments. when drawing on board, etc.). advice. Don't hesitate to make suggestions, but offer them at Be COURTEOUS CONSIDER SUGGESTIONS SUMMAME A5 NEEDED an appropriate time and in a Treat all members in the same way Don't become defensive when Sometimes your remarks may be positive manner. you'd like them to treat you. Don't others express ideas that conflict long and complex because of the interrupt speakers. Never distract with yours. Instead, use their topic of discussion. In such cases, others with inappropriate remarks suggestions to refine and develo you can help your listeners by or actions. your own ideas. p summarizing your main points before you finish speaking. Q _ 8 \ 9 MAK106 This is your special AN EFFECTIVE C[`18nCe to share your knowledge on a subject of PRESENTATIOrI importance to the _group. ........................................ .................................................... ......................... PP-SPARAMIJ P&MMY YOUR AUDIENCE OPENING REMARKS must be considered set the tone and state the SPEAK NATURALLY follepgnm ows. from your notes. Avoid reading when you prepare your purpose of all that folic speech. What they need 5-5 Capture the attention of or memorizing your speech. to know, how much they your audience with an already know, etc., are important factors. r nteresting beginning. GAUGE YOUR VOLUMEi —the audience will lose interest if they can't hear you. YOUR TIME LIMITS When you begin, be sure to OBJECTIVES must be considered ask if everyone in the room can he —especially establish what when preparing hear you those in the back. information you'd infor a presentation, like to convey and Reserve how you'd like to for questions. ESTABLISH .% convey it. EYE CONTACT to help your audience feel involved in what you're saying. ORGANIZATION VISUAL AIDS Staring at the floor or back wall Be honest/ I is essential to clear such as flip-charts, detracts from yours peech. If you cant I understanding of slides and video- -. any subject. An answer a clips can help USE VISUAL AIDS question, don't i reinforce remarks 41 _ ] if appropriate, and make c in outline of key topics may be helpful. and add sure /P try to bluff interest everyone can see them, Avoid to presentations. I your audience. r displaying too much information ............ at one time. r BE AWARE OF your speech helps NERVOUS HABITS build confidence and ensure success. that can be distracting, such Practice alone or in as repetition of certain words, front of others, or tape- fidgeting, and long pauses. record your presentation. .................................I.................. .............. MtJGItIG THE MF4T1NG TO A U05E People appreciate meetings that end on time, but no meeting should adjourn without: TYING UP ANY LOOSE ENpS FOLLOW-Up A SUMMARY Sometimes it's impossible to ASSIGNMENTS OF SUMMARY NS TCEcR THE cover every item on the agenda. To help guarantee that action To help refresh the memories MEETING However, avoid hasty decisions is taken on decisions, it's important of group members, a quick that may be regretted later. to know: recap of decisions made and �pyo Instead, table unresolved issues actions to be taken can be who is responsible for carrying until the next meeting. out the decision helpful. This review can also plans must be • what is to be done help prevent confusion later, put into action. AGENDA • how action is to be carried out PLANNING THE _ • when the work should NEXT MEETING ✓REVIEW MINUTES be completed. To get a head start on the next or memos of the meeting, meeting, plan now. if they're available. • Set the date. • Select the place. ✓COMPLETE ANY • Develop a preliminary agenda, ASSIGNMENT TpB you've been given. Unless you take your responsibility seriously, the time everyone has Meetings invested may be wasted. that end on a positive note ASK QUESTIONS about anything in the are more likely memos or minutes that c� to result in confuses you. Seek help suCCessful if you don't understand follow-up your assignment. action. Now is the time to put ideas to work! 12 13 5ome questions y0o and answers about PARLIAMENTAR11 is rAEETINGS CAN Be THE PROCEPURE What parliamentary FoONPATIoN FoR 5UCCESy procedure? —for you and your organization! ✓ BE PREPARED It's a set of rules to do your part. When is /1 governing conduct at it used? V meetings. The rules ✓ BE Eff znvc, protect everyone's right by using good o be heard and allow communication skills. decisions to be made Parliamenta procedure without confusion. V/ Be ry p , of of your group's efforts can be adapted to meet y to reach goals. the needs of any group or organization. However, it's most useful when a large group meets when formal debate is is required. n—, I 1 1 It's the basic handbook of parliamentary procedure used by clubs, organizations and other groups. I Become the kind of meeting member others can count on! s 14 IM ' City ofTigard Respect and Care Do the Right Thing Get it Done Town Center Advisory Commission Goals for 2021 2 February 2021 Ryan Ruggiero, Chair, Town Center Advisory Commission Scott Hancock, Vice Chair, Town Center Advisory Commission , City ofTigard Aspirational Goal for 2021 Facilitate and promote opportunities for the development of affordable housing, provide su ort ore equitable business development, and advance p pp f q p efforts toward improved walkability, equity, and connectivity across and between both urban renewal districts. Areas of Emphasis (AOE) City olTigard Affordable Housing • Listen to affected stakeholders, learn the needs, identify the opportunities and constraints exist within each district, and refer to existing studies and assessments where appropriate. • Recommend specific programs, innovations, and policies to City staff and Council that directly affect, support, and encourage the development and preservation of affordable housing forms downtown and in the Tigard Triangle. City olTigard Equitable Business Development • Listen to affected stakeholders, learn about and research the needs, identify the opportunities and constraints within each district to better support equitable business development. • Support the deployment of multi-language resources by City staff; recommend specific programs and policies to City staff and Council that directly affect, support and encourage equitable business development downtown and in the Tigard Triangle. City olTigard Connectivity and Transit • Identify, prioritize, and recommend opportunities for development that improve living and working, foster walkability, and promote equity. • Promote ongoing efforts toward multi-modal connectivity across and between both urban renewal districts. City olTigard Formation of Subcommittees The TCAC will form subcommittees for each of these three Areas of Emphasis (AOE). Each subcommittee will: • Research and review prior work pertaining to each AOE and synthesize it for the whole TCAC. A lot of great work has been done previously by other committees, and we want to integrate and make use of that previous work, rather than remaking the wheel. • Elevate, center, and support previously marginalized voices. • Serve as the TCAC's content experts for the AOE, bringing in outside presenters, recommend reading and resources for TCAC members and lead discussions throughout the year related to TCAC work for each AOE. City olTigard Areas of Emphasis Affordable Housing Equitable Business Connectivity and Transit Development Downtown Tigard • Participate in the implementation of the Tigard Development Strategy Updated 5-year plan. • Provide appropriate levels of support for the Substantial Amendment as it moves toward the May 2021 ballot. • Drive existing projects to completion. • Support projects identified in the City's 2021 Capital Improvement Plan for Downtown. City olTigard Areas of Emphasis Affordable Housing Equitable Business Connectivity and Transit Development Tigard Triangle • Participate in the implementation of the Equitable Urban Renewal Implementation Strategy Plan. • Continue to provide financial support for projects that are catalytic in nature. • Promote and support projects identified for years 2020-2025 in the Implementation and Action Plan (A New Tigard Triangle, 2020). 2/4/21 Urban Renewal Project Updates City Center URD 1. Main Street at Fanno project • AVA closed on the property in January • Construction timeline to come 2. Universal Plaza • Beacon temporary art installation to be completed mid-February • Design Advisory meeting on Feb. 24 3. Main Street Green Street Phase 2 • Construction likely starting in late spring • Planning an Open for Business campaign, before and during construction 4. Senior Center Affordable Housing • Design proceeding • Advisory meeting on Feb. 17 • Required neighborhood meeting on Feb. 25 5. Urban Renewal Improvement Grants • DT Recovery Grants- 12 applications received 6. Nick Wilson Fanno Creek Overlook • Project shifted to start design in late 2022 7. Substantial Amendment • Public hearing on Feb. 9 • Referral to ballot on 2/23 8. City Facilities Consolidation (only parking structure is UR funded) • City Council presentation on Jan. 19-go ahead to continue preliminary design • Decision to come on referring to November ballot 9. Downtown Reimagined • TGM grant to review downtown development code and Hall Blvd. planning will release consultant RFP in April Tigard Triangle URD 1. A New Tigard Triangle • TCDA Board accepted report as a guide to Triangle UR implementation on 2/2 2. The Overland (Dartmouth and 72nd Mixed Use) • Construction in progress 3. Affordable Housing • Viewfinder project under construction-91 units • REACH awarded pre-development grant to do feasibility study for ground floor community supportive uses • Discussions with Community Partners for Affordable Housing on assistance for new Triangle project 4. Red Rock Creek Trail Planning • ODOT grant to study trail alignment to kick off in summer 5. Mixed Use Path over Highway 217 • US DOT grant application not selected • Project on hold pending until clarity on SW Corridor 6. Parks • City representative is making inquiries on potential properties Town Center Development Agency s The City of Tigard's Urban Renewal Agency TCDA M E M O RA N D U M TO: Tigard City Council CC: Steve Rymer,City Manager;Kenny Asher, Community Development Director FROM: Dylan Dekay-Bemis,Economic Development Coordinator RE: Downtown Recovery Business Property Support Program DATE: February 3,2021 Program Overview Following City Council direction in response to the protest and subsequent riot that occurred in Downtown Tigard on January 7,2021,the Economic Development Division created the Downtown Recovery Business Property Support Program. The program authorized City Center tax increment funding to cover 100 percent of the cost of protective materials installed and/or repairs sustained during the protest/riot. As noted during staff presentation to Council on January 12, 18 downtown business properties were vandalized during the riot (staff subsequently learned of an additional vandalized building bringing the total to 19 as noted below): • Tagged on plywood= 6 businesses • Window(s) broken= 2 businesses • Window broken and tagged building= 1 business • Tagged building/ signage = 10 businesses Eligible Repairs/Expenses: Any repair to property damage sustained during the January 7 protest(examples include window repair/replacement,graffiti removal,insurance deductibles),labor,preventative preparation materials (e.g.plywood). Available Funding: $20,000 (potential for increase based on need) Communications & Outreach Following Council direction, Economic Development Division teammates notified affected business owners about the Downtown Recovery Program grant opportunity,including: • Direct phone calls/emails to all 19 impacted business owners to provide program details/application and answer questions. (1/14/21) • Informational letter and grant application mailed to all affected property owners. (1/14/21) Town Center Development Agency s The City of Tigard's Urban Renewal Agency TCDA M E M O RA N D U M • Program information and application emailed to all 348 licensed businesses in the City Center TIF District. (1/14/21) • Program information and application shared with Tigard Chamber of Commerce and Tigard Downtown Alliance for circulation within their business networks. (1/14/21) • Program information/link to online grant application advertised on City of Tigard social media and Cityscape newsletter. (week of 1/12/21) • Follow up email /phone calls to impacted business owners reiterating grant opportunity(1/21/21) Applications /Awards to Date • Grant Funding Applications: 12 (note: 15 of the 19 impacted properties have applied for grant reimbursement; two applications covered expenses incurred to multiple properties) • Total Funding Requested: $13,229.58 • Funding Allocation: $20,000 • Available Funding: $6,770.42 Funding disbursement requests for 7 of the 12 applications have been routed to the Finance Department and checks for the grant award amounts will be mailed directly to the awardees. Staff is currently working with the rest of the applicants to secure proof of expenses and finalize the grant awards with a signed letter of commitment outlining the grant award,terms and conditions. Once finalized, the remaining funding requests will be routed through the Finance department for disbursement.