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City Council Minutes - 09/15/2020 City of Tim Tigard City Council Meeting Minutes TIGARD September 15, 2020 1. WORKSHOP MEETING A. At 6:30 p.m. Mayor Snider called the meeting to order. B. Deputy City Recorder Patton called the roll. Present Absent Mayor Snider ✓ Youth Councilor Calderon ✓ Council President Goodhouse ✓ Councilor Newton ✓ Councilor Lueb ✓ Councilor Anderson ✓ C. Mayor Snider invited everyone to mute themselves and join him in the Pledge of Allegiance. D. Call to Council and Staff for Non-Agenda Items—None. 2. RECEIVE PROGRESS UPDATE ON MATRIX PERFORMANCE AUDIT Senior Management Analyst Nicole Hendrix said her presentation would provide a brief history of the performance audit and work completed toward implementing recommendations to date. She gave an overview of the RFP process,which led to a contract with Matrix Consulting Group, and then described the audit itself, the resulting final report, and its formal recommendations. Since the report was issued, staff have used project tracking software to record progress toward implementing each recommendation. Ms. Hendrix noted that 34 percent of all recommendations have been completed,with staff anticipating another 14 percent implemented by the end of this year. She explained a few items had been moved back to 2021 to allow staff to focus on the city's immediate COVID response. In addition to the formal recommendations, staff have developed 58 performance measures to track over time to achieve an end goal of data-informed decision-making. Staff are still refining some measures to best fit data intake and reporting needs and some fine-tuning will continue in the future. The next major step is collecting data on the performance measures for at least a year and producing a thorough analysis to present to Council. Long term, staff want to tie these performance measures to the city's Refreshed Strategic Plan, department work plans, and the budget document. This would help focus the city's work and align initiatives across all the departments. TIGARD CITY COUNCIL MEETING MINUTES — September 15, 2020 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 1 of 7 Councilor Lueb thanked staff for the status report provided in the meeting packet,which she found very helpful. Councilor Newton echoed those comments and said she looked forward to the process of aligning all the initiatives and helping Council make those connections in their upcoming budget discussions. Council President Goodhouse thanked staff for the thorough report. Mayor Snider thanked staff for their important work on this project. 3. RECEIVE UPDATE ON TIGARD AID PROGRAM Finance and Information Services Director LaFrance explained many city departments have participated in this widely impactful program. He explained they are seeking direction from Council regarding a resolution set to come before them at their next meeting [on September 22]. Staff want to amend the existing utility billing program to assist customers impacted by COVID, which requires Council actions since the original program was passed by resolution in May of 2020. The resolution would extend coverage to include a customer's entire residential utility bill, underemployed residents in addition to unemployed, and up to $500 in retroactive benefits for those who qualify. This resolution would last through the end of the calendar year. He said these changes are needed to increase public participation in the program and better coordinate benefits with the county's assistance program. The total amount Council has set aside for all city programs intended to assist customers is over $2.2 million.This is comprised of$625,000 for unemployed households, $125,000 for impacted businesses, $50,000 through St. Vincent de Paul and a delayed rate increase,which saved customers over$1.4 million. Only$13,000 has been expended through the existing program so far. Anecdotally, customers do not think the $40 credit is worth going through the application program. Staff also think it would benefit from greater outreach. By aligning with the county's CARES program,increasing the benefit and additional direct outreach to customers, staff thinks they can increase participation in the city's assistance program. • Mayor Snider said he was troubled that the program is not getting the aid to the people who need it,particularly apartment residents who are not directly responsible for utility payments. • Council President Goodhouse agreed that the city should consider how to distribute aid to apartment dwellers. He asked how the $500 payments would be applied to past due balances. Director LaFrance said the funds could be applied to any back payments as well as future ones, so long as the customer qualifies. He also clarified that customers qualify or do not qualify for aid based on whether they have been impacted by COVID and not based on how much water they consume. Council President Goodhouse asked what the anticipated timeframe was, and Director LaFrance replied that the proposed resolution would extend the program through the end of the year, decoupling the program from the emergency declaration. • Councilor Newton asked how they determined the end date. Staff confirmed they could extend the program in December, since Council will also be considering whether to impose the January 1 rate increases. TIGARD CITY COUNCIL MEETING MINUTES — September 15, 2020 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 2 of 7 • Councilor Lueb said that since she qualifies for this program she will abstain from Council discussion on this item. Mayor Snider confirmed with City Attorney Rihala that she did have a conflict of interest and she confirmed that they had verified it through the Government Ethics Commission. • Youth Councilor Calderon asked staff what the average water bill was in Tigard. Director LaFrance said it would not be unusual for a bill to total$200.This includes the water and stormwater utilities, street maintenance fee, as well as the parks and recreation fee.Youth Councilor Calderon said he was surprised only$13,000 had been used to date and he was interested in how staff could better promote the program to help reach those in need. • Councilor Anderson said he supported the resolution as it currently reads, and he likes that staff are leveraging money from the county. He reflected that property managers may want to pass on credits to renters, but likely do not have staff to administer credits. • Mayor Snider added that there are people who live in the city limits but do not receive City of Tigard water. He said Council would like to see the aid spent on those who need the support. Director LaFrance said that residents in the city receive a bill from the city,whether or not they are on the city's water, and they could qualify to get aid applied toward that bill. There was further discussion about how to benefit renters impacted by COVID. Staff agreed that there were legal considerations regarding how water funds can be spent and so further research will be needed to develop a program to benefit renters. Council provided the direction to pursue a program like this using funds from the Water Fund, choosing to investigate different funding options should the need arise. Mayor Snider, Council President Goodhouse and Councilor Anderson indicated they were not interested in pursuing such a program with money from the General Fund. 4. RECEIVE UPDATE ON RESIDENT AID FUND OF TIGARD (RAFT) PROGRAM Senior Planner Warren provided an overview of the program from its inception. The Resident Aid Fund of Tigard (RAFT) program was one of several critical aid programs approved by the Council to address the COVID public health emergency. RAFT allocated $100,000 to develop a grant pool for immediate relief to Tigard residents.The city worked with non-profits and other non-governmental organizations to help administer the program and match the funds with recipients. The city received 4 applications and chose 6 recipients for grant funding. It was intended to provide immediate funding within 60 days,and so all the programs completed their work by the end of June and all the funds have been spent. Senior Planner Warren shared several testimonials from grant recipients in the program. He emphasized this program has had an important impact on the community. • Councilor Lueb said the program is important and the testimonials bring the worry and concern of residents to light. She asked if there were plans to do another round of assistance. • Council President Goodhouse asked if staff reached out to those who did not receive a grant award and felt those perspectives may be interesting. • Councilor Newton asked if staff got feedback from Packed with Pride. Senior Planner Warren said they are still awaiting the final report from that organization,but they know the aid has been fully distributed. TIGARD CITY COUNCIL MEETING MINUTES — September 15, 2020 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 3 of 7 • Youth Councilor Calderon said he enjoyed seeing the impact these programs are having in the community. • Councilor Anderson said it was nice to hear and he said resources from the Metro housing services bond should be coming soon to help similar priorities. Senior Planner Warren said staff recommend some extension of the program.The amount and form of that program can be directed by Council and the community. He said the need has certainly not diminished in the city and if anything,it has grown. Mayor Snider asked staff for a formal recommendation at the upcoming meeting of the Budget Committee. Mr. Warren confirmed he was scheduled to present to the Budget Committee on this topic at their upcoming meeting. 5. RECEIVE BRIEFING ON CONCEPT PLANNING FOR RIVER TERRACE WEST AND SOUTH Senior Planner Warren described the upcoming concept planning staff are calling"River Terrace 2.0."This regional planning effort comprises River Terrace West and South, the last two urban reserves in Tigard. This long-term planning process will ensure the regional concept planning aligns with regional plans,but also city housing goals, strategic plans, and the Affordable Housing Plan, among others. He emphasized the city's two major lenses on equity opportunity as well as climate change impacts. This concept planning is complex and has many project goals,including identifying a diverse mix of housing types, a transparent and inclusive process, an efficient infrastructure strategy, incorporating multi-modal transportation, an assessment of natural resources, find the best mix of uses,reduce greenhouse gas emissions, and develop a realistic implementation plan with an innovative approach. He said a goal was to include housing for all stages of life within the plan. Senior Planner Warren reviewed the project's process, from funding through a Metro grant to the contract process, and finally to the current stage of analysis and development. In the future, Council will review the plan and eventually adopt the plan. It then goes to Metro Council for consideration,which they would approve through an expansion of the urban growth boundary. He presented the anticipated timeline, explaining there will be several concept plan alternatives that will go through a public review process. This will help refine the concept plan to a preferred alternative,which they plan to have determined by December 2020.At that time the Council will review the preferred alternative and choose whether to adopt the concept plan. If adopted by the City Council, the plan will move onto Metro Council for its review. A community advisory committee will help guide this work. It will meet virtually in six meetings over the next eight months. Mr. Warren gave an overview of the public engagement process and approximate dates. • Youth Councilor Calderon said he appreciated the attention to equity and inclusion of affordable housing. • Councilor Newton said she supported multi-modal transportation since that would be a major concern for residents without vehicles looking to live in that area. TIGARD CITY COUNCIL MEETING MINUTES — September 15, 2020 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 4 of 7 • Councilor Lueb echoed she appreciated the lens staff are using to approach this project. • Council President Goodhouse said the communities are working on this area at the same time and it is a great opportunity to work together with the neighboring and overlapping agencies to increase walkability. • Councilor Anderson reflected he had never seen a community advisory committee on this type of project, and he is interested to hear their input. • Mayor Snider asked if the project team was on track given the aggressive timeline. Senior Planner Warren said staff and the project manager were confident they would submit the concept plan on time. He emphasized the amount of coordination that had to occur for the plan to succeed given all the moving parts involved. 6. RECEIVE BRIEFING ON URBAN RESERVES TRANSPORTATION STUDY (URTS) FROM WASHINGTON COUNTY STAFF Senior Transportation Planner Roth introduced Erin Wardell, Principal Planner with Washington County. He explained that he and Senior Planner Warren have been participating on the technical advisory committee for the Urban Reserves Transportation Study (URTS).They have provided comments back to the county on the study, suggesting the project: • Broaden its scope to consider more transit options, • Align itself more closely with River Terrace West and South concept planning, • Develop better roadway connections from SW Tile Flat Road, to the city's Lasich property, and the King City town center planning, • Consider funding mechanisms. Principal Planner Wardell from Washington County explained the urban reserves are lands not yet within the urban growth boundary (UGB) but slated to be added in the next several decades. The major objective of this project is to facilitate the concept and comprehensive planning jurisdictions are required to do as part of the UGB, expansion process. The project began in late May 2019 and they plan to complete the technical work by the end of 2020. To date, the project team has completed developing partnerships and outreach, assessing growth impacts and system needs, evaluating potential improvements.They are currently working on the infrastructure financing plan component that they will provide to cities. Ms.Wardell reviewed the work being done by the county as opposed to the concept and comprehensive planning that cities will complete. She emphasized creating a streamlined form for cities within Washington County to propose UGB expansions. • Mayor Snider said that it is imperative that the feedback being provided by staff be considered in the larger study, and the city has specific concerns about the SW Tile Flat Road extension. • Council President Goodhouse echoed the comments from Mayor Snider. • Councilor Newton said she concurred with the comments from Senior Transportation Planner Roth. She also voiced concerns about access from the east. • Councilor Lueb echoed the comments already mentioned, saying the road extension is important to the city. TIGARD CITY COUNCIL MEETING MINUTES — September 15, 2020 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 5 of 7 The Council thanked Ms.Wardell for her presentation. Senior Transportation Planner Roth said staff would continue to work with Washington County before the study's report was finalized. 7. RECEIVE BRIEFING ON THE TIGARD TRANSPORTATION SYSTEM PLAN (TSP) UPDATE PROJECT Senior Transportation Planner Roth described the Tigard Transportation System Plan (TSP) as a set of policies,programs and projects that address the multi-modal transportation needs.The previous TSP was adopted in 2011 and looked at the planning horizon through 2025. This update project looks out to 2035. The TSP is the transportation component of the city's Comprehensive Plan. He reviewed the project's public engagement plan,which includes assembling a technical and community advisory committee to meet virtually throughout the update process. The project will look at existing conditions and needs identified by the public, future traffic projections, funding strategies,prioritizing projects through a newly developed framework for evaluation. Finally, staff will seek adoption of the updated TSP,which is enacted through a Comprehensive Plan amendment. Senior Transportation Planner Roth said the updated TSP will focus more on equity and multi- modal transportation options than in the past. He also emphasized importance of coordination across city projects and plans, as well as other agencies, such as Washington County,Metro, and the State of Oregon. He cited climate change legislation that will likely impact the development of the updated TSP as it is developed concurrently with the update project. Council thanked staff for their presentation. Councilor Anderson reflected on serving on the TSP 2035 update and could not believe it had been ten years. Councilor Newton noted that new engagement processes will be challenging to complete virtually. Mayor Snider speculated that the "new normal" of working from home after COVID would impact the updated TSP in terms of its content as well. 8. NON-AGENDA ITEMS—None. 9. ADMINISTRATIVE REPORT City Manager Wine had four brief reports. • The city had received 20 applications for the Public Safety Advisory Board and the application period will close tomorrow, • The anti-racism action plan is moving forward with work on how to implement these changes at the departmental level, • The COVID-19 pandemic continues and no move into Phase 2 is being contemplated at this time, and • While the nearby wildfire suppression measures have been successful, she said air quality continues to be poor and the City has remained closed Monday through Wednesday of this week. TIGARD CITY COUNCIL MEETING MINUTES — September 15, 2020 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 6 of 7 Mayor Snider asked that staff send a thank you to the communications team for their work in response to the COVID-19 pandemic on behalf of the Council. Council agreed. 10. EXECUTIVE SESSION—None. 11. ADJOURNMENT At 9:04 p.m., Councilor Anderson made a motion to adjourn. Councilor Newton seconded. Yes No Mayor Snider ✓ Council President Goodhouse ✓ Councilor Newton ✓ Councilor Lueb ✓ Councilor Anderson ✓ The motion passed unanimously. Caroline Patton,Depu City ecorder Attest: Jason B. Snider,Mayor Date: TIGARD CITY COUNCIL MEETING MINUTES — September 15, 2020 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 7 of 7