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City Council Minutes - 09/22/2020 41 City 0f Tigard Tigard City Council Meeting Minutes . September 22, 2020 1. STUDY SESSION At 6:30 p.m.,Mayor Snider called the Study Session to order. A. PARK MAINTENANCE FUNDING DISCUSSION Public Works Director Rager introduced the discussion on park maintenance funding, explaining that staff were seeking direction from Council regarding their upcoming budget discussions on October 3 and whether there is more information needed from staff to have that discussion. Councilor Newton said she appreciated the information and it's important to her that the city addresses the park maintenance challenges in the long term,but she has concerns about how residents would be able to deal with increasing fees. She asked staff if Council does not think the community can absorb a fee increase in January 2021, what does that look like in terms of parks maintenance and capital projects. She said it would be important to communicate to the public the ramifications of these delays in rate increases. Youth Councilor Calderon asked if the park maintenance fee will affect the utility bill credits on the Business Meeting agenda following the Study Session. Business Manager Barrett said that the utility bill relief funding originates from the water and sanitary sewer funds and would not affect the collection of the parks maintenance fee. Council President Goodhouse suggested staff should break down the estimated costs and the impacts of a decrease in anticipated maintenance funding. Mayor Snider clarified that he was asking staff for more robust storytelling and Council President Goodhouse confirmed. Councilor Lueb said she's a big supporter of the city's parks and parks staff. She thinks they need to fundamentally address how parks are funded,particularly through an equity lens. She said she's unsure that the budget discussion is the place to have this broader discussion about parks funding,particularly because the Parks Master Plan will not yet be finalized. Mayor Snider agreed that much of the city is "under-parked." He also echoed the concerns of Councilor Lueb regarding equity in access to quality park properties across the city and corresponding maintenance demands. Councilor Anderson asked a clarifying question.Mayor Snider asked if staff had sufficient direction and Director Rager agreed. He said staff would be prepared to address the equity issue at the upcoming budget discussions. Councilor Newton responded that the Council is more focused on different areas,but she just wanted to voice her concern over the impacts of raising rates when that happens. Mayor Snider echoed the delay of rate increases across the city is going to have wide impacts and that it is relevant for Council to discuss them. Councilor Newton said she was most TIGARD CITY COUNCIL MEETING MINUTES — September 22, 2020 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 1 of 11 concerned about the narrative presented to the public regarding rate delays and impact on the city as a whole and Council would benefit from that information. Staff asked clarifying questions and Council agreed that all future rate increases are in question at this point. Council President Goodhouse said it would be useful to have information on the repercussions on the parks system if they delay the rate increases again in July 2021. Mayor Snider said that was a second to the proposal from Councilor Newton. B. BRIEFING ON WASHINGTON SQUARE REGIONAL CENTER UPDATE PROJECT Senior Planner Shanks explained that the Washington Square Regional Center Plan Update Project kicked off in February 2020 and is largely on schedule, despite public engagement delays due to COVID-19. It is expected to wrap up in late 2021. They are completing this long-range planning project to update the previous 1999 plan. Since then a lot has changed in how people shop and travel through this regional center, while the physical condition has not changed much at all. This project will look at the forces driving the existing conditions and use an equity lens to better address existing inequities in this area. Staff have assembled a diverse consulting team with EcoNorthwest as the lead consultant. They have a stakeholder working group that is large, diverse, and much more representative than in the past.This area is complicated by its location across multiple jurisdictional boundaries,including the cities of Tigard and Beaverton as well as Washington County, Metro, and ODOT. As a result, staff have created a virtual engagement process that includes a public component. Thus far, staff have completed a lot of the technical analysis regarding needs, opportunities and challenges in the study area. Senior Planner Shanks noted demographics in the area showed a higher concentration of communities of color,more single-person households and larger households (more than two-person households,which are the predominant household type in the City of Tigard). The majority of residents in this area, 60 percent,are renters and not homeowners,which represents 40 percent of the population in the study area. The study area is highly developed already,which will represent a special challenge in effecting change. She noted that staff have been careful to ensure their work in the regional center will not displace those currently residing there, especially since renters are at greater risk of both residential and economic displacement. Market conditions are changing, but the Washington Square Mall has remained a successful suburban mall with land use approvals to redevelop portions of their property in the coming year. Senior Planner Shanks said the mall property,in addition to other locations, shows potential for mixed-use development. She explained staff are also analyzing the infrastructure in the area,including transportation and walkability, to identify barriers to transit and make recommendations for changes going forward. TIGARD CITY COUNCIL MEETING MINUTES — September 22, 2020 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 2 of 11 Next steps include broader community engagement,further work with the stakeholder group, as well as further analysis and feasibility testing. Council had no questions but thanked staff for their thorough analysis and presentation. 2. BUSINESS MEETING 1. At 7:30 p.m.,Mayor Snider called the City Council and Local Contract Review Board meeting to order. 2. Deputy City Recorder Patton called the roll. Present Absent Councilor Anderson ✓ Mayor Snider ✓ Youth Councilor Calderon ✓ Council President Goodhouse ✓ Councilor Newton ✓ Councilor Lueb ✓ 3. Mayor Snider invited everyone to mute themselves and join him in the Pledge of Allegiance 4. Call to Council and Staff for Non-Agenda Items—None. 3. PUBLIC COMMENT A. Follow-up to Public Comment—None. B. Written Public Comment — Dave Stoller submitted comments related to a potential quasi-judicial hearing that may come before Council. Mayor Snider stated that because of that,no members of the Council can comment or respond,but that staff have followed up with the individual. C. Phone-In Public Comment—None. 4. CONSENT AGENDA Mayor Snider announced the consent agenda is used for routine items including council meeting calendars, appointments to boards and committees and approval of contracts or intergovernmental agreements. Information on each item is available on the city's website in the packet for this meeting. These items may be enacted in one motion without separate discussion. Council members may request that an item be removed by motion for discussion and separate action. A. PROCLAIM OCTOBER DOMESTIC VIOLENCE AWARENESS MONTH Councilor Lueb made a motion to approve the consent agenda as presented. Councilor Newton seconded. Mayor Snider asked the City Recorder to conduct a roll call vote. Yes No TIGARD CITY COUNCIL MEETING MINUTES — September 22, 2020 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 3 of 11 Councilor Anderson ✓ Mayor Snider ✓ Council President Goodhouse ✓ Councilor Newton ✓ Councilor Lueb ✓ The motion passed unanimously. 5. AMAN COMPREHENSIVE PLAN MAP ZONING AMENDMENT: CPA2020- 00001/ZON2020-00001 Mayor Snider announced that this item has been pulled from the agenda because the Planning Commission was cancelled last week and therefore was unable to act on it. It will come back to Council later and notice of that hearing will be published according to legal requirements. 6. CONSIDER A RESOLUTION ACCEPTING THE SOUTHWEST CORRIDOR FINAL CONCEPTUAL DESIGN REPORT (CDR) Project Manager Pagenstecher introduced the staff team from TriMet, including Jeb Doran, Senior Project Manager, and Guy Benn,Transit-Oriented Development Program Manager. He explained that the Council was required to adopt the SW Corridor project Conceptual Design Report (CDR) as stated in the city's memorandum of understanding (MOU) with TriMet related to this project. He said that some staff concerns are outstanding,but that there has been progress made toward reaching a mutually agreeable solution. Project Manager Pagenstecher explained that included in the proposed resolution is an invitation to TriMet to come before Council prior to completion of the 60 percent designs. Although not all of the Council's concerns have been addressed sufficiently, he said the two organizations were working well together toward that common goal of resolution. TriMet's Director of Capital Projects Dave Unsworth went over the SW Corridor Project as a whole,including project goals and impacts for the community. TriMet's Senior Project Manager Jeb Doran presented the Final CDR, following the alignment of the rail line from its entry into the city to its terminus at Bridgeport. He emphasized transit-oriented development (TOD), multi-modal transit and pedestrian access to rail. He highlighted the new TOD programs developed at TriMet to work with partner agencies to support TOD around station areas. Mr. Doran said the TriMet team has been working with city staff to resolve the remaining issues with the Hall Boulevard station and implement the city's vision. Since the Operations and Maintenance facility will also be located in this area,they view this area as a centerpiece of the project. TriMet's TOD Program Manager Guy Benn said the city and TriMet have similar objectives to deliver mixed-use,mixed-income,TOD adjacent to the station areas. He said they stand aligned with Tigard's vision to integrate the Hall Boulevard station with the downtown area.The CDR plan does not represent the full implementation of the TOD plan,which will continue to be integrated into the designs as they develop. TIGARD CITY COUNCIL MEETING MINUTES — September 22, 2020 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 4 of 11 Mr. Doran said they will continue to work with staff and seek input from the public as they move toward 60 percent design and move into 100 percent design in the coming years. Mr. Unsworth wrapped up with an anticipated timeline for the project,pending passage of Metro's transportation bond in November. • Mayor Snider said a lot of changes have been made to the plans for this project since the Draft Environmental Impact Statement (DEIS). He said city staff have been trying to get information from the pending Final Environmental Impact Statement (FEIS) report and have not been able to do so. Mr. Unsworth reviewed a number of documents that had been shared with city staff and explained that the FEIS was a Federal Transit Administration document not belonging to any one agency. TriMet is working with a legal team and consultant that have requested many revisions to the EIS and only after the document has been approved by their legal team will they be willing to share the information. He added that there are many agencies and subdivisions thereof that need to sign off on various aspects of this project,which makes it very complicated, and that Tigard is only one of several cities that are part of this project. Mayor Snider asked if the FTA was preventing members of the project team,including city staff, from seeing the FEIS information. Mr. Unsworth said staff have been in all the conversations about traffic and design. Mayor Snider stated that members of the public should have the ability to access this information,which is leading to design decisions, for example at the Boones Ferry station site. He asked Mr. Unsworth if he supported city staff reaching out to the FTA for that information. Mr. Unsworth said staff could compile a list of questions,but that he does not support staff contacting the FTA. • Councilor Lueb asked staff about the proposed resolution and whether they were comfortable with Council approving the CDR as it currently stands given those outstanding issues. Project Planner Pagenstecher said that because of the good working relationship between staff,he does think they will reach a resolution on these items. • Councilor Newton said she had a similar question and appreciated staff's response. She reiterated that it is important to the Tigard community that the Hall Street station be integrated into the downtown area and she would like project team staff to be mindful of that. She did feel comfortable approving the report knowing that staff felt comfortable that resolutions on outstanding issues would be reached. • Youth Councilor Calderon said he liked the station area designs, including a lot of pedestrian access and bike locks. He agreed the city was very climate-conscious and he would like to know the climate impacts of the project. • Councilor Anderson said they have made a lot of progress and he would like to emphasize the importance of the Hall Street station. • Council President Goodhouse said the city has been involved in this project for a long time and the city's concerns have never changed and have never been addressed. He said staff are asking Council to trust TriMet,but where is the trust. Mr. Doran said the CDR was a snapshot in time. Many of these issues have evolved and while they may not appear in the document's images, the plans have progressed. He stressed the planning phase was a multi- year process,it may take several years to address all the concerns within the design,but that what matters is that Tigard ascribes to the project's value statements as presented in the report. TIGARD CITY COUNCIL MEETING MINUTES — September 22, 2020 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 5 of 11 • Mayor Snider explained that Tigard has never received assurances that city concerns will be addressed and that makes it hard to approve when there are only a few opportunities for the Council to weigh in throughout the entire project. • Council President Goodhouse asked if TriMet could revise the report and bring it back for approval. He said he was not sure he could support a document with no assurances from TriMet that certain needs will be met,when he wants to know it will be done right. Mr. Doran reassured the Council they are committed to doing it right and there will be many more opportunities for the city to weigh in as the project moves forward. • Councilor Newton asked TriMet staff to point to the value statements Mr. Doran had mentioned and he pointed Council to each of the station area sheets in Chapter 7 of the CDR document. Councilor Newton located the pages beginning on page 170. There was discussion about whether the Council needed to approve the CDR and Mr. Unsworth said TriMet did not need the city's approval and they would not bring an updated report, since the CDR is a point-in-time report of where they are today. Mayor Snider asked further clarifying questions about whether TriMet desired Council action on the item tonight. Mayor Snider asked city staff if they thought Council should approve the resolution accepting the CDR. Project Planner Pagenstecher recommended the adoption and stated the resolution includes another check-in opportunity to follow-up. He said there would be no practical effect to not accepting the report. Community Development Director Asher said he supports the staff recommendation and thinks Council should approve the resolution if they support moving forward with working together on outstanding issues. He emphasized the CDR document would not change in the future, so delaying approval would not lead to any updates. Councilor Newton made a motion to approve Resolution No. 20-45. Councilor Anderson seconded. Mayor Snider invited Council discussion. • Councilor Newton reminded the Council the document would not change, and the work now was to work with TriMet to reach a resolution. • Council President Goodhouse said he still had concerns approving the report with no assurances or actions from TriMet to reach a solution. • Councilor Lueb echoed Councilor Newton that the report would not be updated and the design will continue to evolve as the process moves forward. • Youth Councilor Calderon said Council should continue to seek the information staff need and working with TriMet to improve the Hall Street station. • Councilor Anderson said he supported the approval of the report as staff have confidence in the relationship with TriMet. Mayor Snider asked the City Recorder to read the number and title of the resolution. Resolution No. 20-45: A RESOLUTION ACCEPTING THE SOUTHWEST CORRIDOR FINAL DRAFT CONCEPTUAL DESIGN REPORT SUMMER 2020 (FINAL CDR) WITH DIRECTION TO RESOLVE OUTSTANDING DESIGN ISSUES IDENTIFIED BY THE TIGARD CITY COUNCIL ON APRIL 21ST, 2020. Mayor Snider asked the City Recorder to conduct a roll call vote. TIGARD CITY COUNCIL MEETING MINUTES — September 22, 2020 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 6 of 11 Yes No Councilor Anderson ✓ Mayor Snider ✓ Council President Goodhouse ✓ Councilor Newton ✓ Councilor Lueb ✓ The motion passed by a 4-1 vote. 7. CONSIDER APPROVAL OF THE FINAL REFRESHED STRATEGIC PLAN Senior Management Analyst Hendrix explained that members of the strategic plan guidance team representing departments across the city have been working to develop a refreshed strategic plan for the city. She said they had received a lot of public input on the plan and implemented several changes as a result,reviewing the robust public engagement process. Direct survey responses from staff and residents found that 91 percent of respondents supported the refreshed strategic vision and 92 percent supported the refreshed strategic priorities. Senior Human Resources Business Partner Leos presented strategic priority one, to set the standard for excellence in public service and customer experience. Project Planner Pagenstecher presented strategic priority two,to create a well-connected, attractive, and accessible pedestrian network. Economic Development Manager Purdy presented strategic priority three, to ensure development and growth support the vision. Senior Management Analyst Hendrix summarized next steps,including using the vision to guide and align department work plans, seeking funding options to pursue actions, and continue communicating with the public on progress toward implementing the plan. • Mayor Snider said the document took a village and said Council appreciated everyone's contributions. • Council President Goodhouse thanked staff for their excellent work. • Councilor Newton echoed previous comments. She suggested they add more metrics related to the external customer experience under strategic priority one. Councilor Lueb made a motion to approve the final refreshed strategic plan. Council President Goodhouse seconded. Mayor Snider asked the City Recorder to conduct a roll call vote. Yes No Councilor Anderson ✓ Mayor Snider ✓ Council President Goodhouse ✓ Councilor Newton ✓ Councilor Lueb ✓ The motion passed unanimously. TIGARD CITY COUNCIL MEETING MINUTES — September 22, 2020 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 7 of 11 Mayor Snider announced the City Council would convene as the Local Contract Review Board for the next agenda item. 8. LOCAL CONTRACT REVIEW BOARD - CONSIDER A CONTRACT AWARD FOR ADMINISTRATIVE RELATED SOFTWARE SOLUTIONS AND TECHNOLOGY SERVICES TO TYLER TECHNOLOGIES Purchasing and Contracts Manager Moody outlined the contract agreement terms and the negotiation process using a cooperative agreement. Information Technology Manager Nolop provided a brief history of the software systems at the city,noting that they are siloed and do not communicate with one another. In order to implement the performance audit measures and the Information Technology strategic plan, staff believe it is necessary to move forward with a unified data platform across departments in a multi-year project. The budget requests have been adjusted to staff a project team to lead this large project. • Mayor Snider asked IT Manager Nolop to comment on the context for the financial commitment being made by the city. Mr. Nolop explained that as part of this transition, the city will no longer be paying to maintain its own data platform and the associated personnel costs that come with that. Mayor Snider asked who owns the data after the contract expires and Mr. Nolop responded that the city would retain ownership of the data and Tyler Technologies would have to provide the city with the data if there was ever a need to terminate the agreement. • Council President Goodhouse said it was going to be great to have the city on the same system and able to communicate. He is interested in seeing the data that comes from the new software capabilities and seeing how the city can become more efficient and streamlined. • Councilor Newton thanked staff for the presentation and said she was looking forward to seeing the software become integrated across departments. She asked about the adding of additional modules to the contract moving forward. Mr. Nolop said his team would work with the department staff to make those business decisions as to whether to implement new software modules, such as e-ticketing and agenda management. • Youth Councilor Calderon said he thought this transition would be helpful for the city. • Councilor Lueb echoed the need to help staff be more effective in their work and access additional data. She was excited that this project would move the city forward. Director Lueb made a motion to approve the Contract Award for Administrative Related Software Solutions and Technology Services to Tyler Technologies and authorize the City Manager to execute the contract. Director Goodhouse seconded. Chair Snider asked the City Recorder to conduct a roll call vote. Yes No Director Anderson ✓ Chair Snider ✓ Director Goodhouse ✓ Director Newton ✓ Director Lueb ✓ The motion passed unanimously. TIGARD CITY COUNCIL MEETING MINUTES — September 22, 2020 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 8 of 11 Mayor Snider announced they would reconvene as the City Council for the remainder of the meeting. 9. CONSIDER A RESOLUTION EXTENDING THE CITY'S EMERGENCY DECLARATION RELATED TO COVID-19 City Attorney Rihala said this was the fifth extension of the city's emergency declaration, extending it to noon on December 2, 2020. This is identical to previous resolutions except for the removal of the utility billing aid,which is now included in the next agenda item. Councilor Anderson made a motion to approve Resolution No. 20-46. Councilor Newton seconded. Mayor Snider asked the City Recorder to read the number and title of the resolution. Resolution No. 20-46: A RESOLUTION OF THE CITY OF TIGARD EXTENDING THE CITY'S EMERGENCY RELATED TO COVID-19 Mayor Snider asked the City Recorder to conduct a roll call vote. Yes No Councilor Anderson ✓ Mayor Snider ✓ Council President Goodhouse ✓ Councilor Newton ✓ Councilor Lueb ✓ The motion passed unanimously. 10. CONSIDER A RESOLUTION TO UPDATE THE TIGARD AID UTILITY BILLING ASSISTANCE PROGRAM Finance and Information Services Director LaFrance said the resolution before them would update the utility billing aid assistance program implemented after the COVID-19 pandemic in March 2020. At last week's business meeting, Council requested an additional component to the program to incorporate residents of the city who rent in multi-family housing. Staff have been working with legal and bond counsel and rate analyst to ensure the proposal minimizes risk to the city. He expects to have that completed and back before Council in the next couple of weeks. Council President Goodhouse asked a clarifying question regarding back pay benefits to businesses. Director LaFrance confirmed businesses who qualify will retroactively receive the full$500 benefit. Councilor Newton made a motion to approve Resolution No. 20-47. Councilor Anderson seconded. Mayor Snider asked the City Recorder to read the number and title of the resolution. Resolution No. 20-47: A RESOLUTION EXPANDING ELIGIBILITY FOR TIGARD'S PROGRAM TO PROVIDE A MONTHLY UTILITY CREDIT FOR RESIDENTIAL AND TIGARD CITY COUNCIL MEETING MINUTES — September 22, 2020 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 9 of 11 BUSINESS CUSTOMERS AFFECTED BY COVID-19,WAIVING LATE FEES,AND SUSPENDING SHUTOFFS Mayor Snider asked the City Recorder to conduct a roll call vote. Yes No Abstain Councilor Anderson ✓ Mayor Snider ✓ Council President Goodhouse ✓ Councilor Newton ✓ Councilor Lueb ✓ The motion passed 4-0 with 1 abstention. 11. NON-AGENDA ITEMS 12. ADMINISTRATIVE REPORT City Manager Wine provided an administrative report on the following items: • Staff are currently reviewing applications for members of the Public Safety Advisory Board. All applications are available on the city's website for members of the public to participate in a public caucus. Mayor Snider asked how the survey will ensure responses are from Tigard residents. Council President Goodhouse asked how they prevent someone from voting more than once. City Manager Wine said she would follow-up with them directly. • Washington County Public Health has agreed to wait to enter Phase 2 until after the impacts of the Labor Day weekend on the infection rate are clearer. • The city is following up on the staff survey regarding the desire to provide greater support to parents on the city's staff. • Air quality has improved and the city has reopened its facilities to city staff • Social media followers are increasing and there have been lots of traffic on the community update pages. City Council commended staff on their excellent communications over the local wildfire emergencies. • The digital access survey has closed and staff hope to report the results to Council soon. • The deadline to register to vote is October 13th. 13. EXECUTIVE SESSION Mayor Snider announced the Tigard City Council would go into Executive Session to discuss labor negotiations under ORS 192.660(2)(d). 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. The City Council will adjourn from Executive Session. 14. ADJOURNMENT At 9:59 p.m., Councilor Lueb made a motion to adjourn. Council President Goodhouse seconded. TIGARD CITY COUNCIL MEETING MINUTES — September 22, 2020 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 10 of 11 Yes No Councilor Anderson ✓ Mayor Snider ✓ Council President Goodhouse ✓ Councilor Newton ✓ Councilor Lueb ✓ The motion passed unanimously. " i Caroline Patton,Deput City ecorder Attest: Jason B. Snider,Mayor Date: 4-6-21 TIGARD CITY COUNCIL MEETING MINUTES — September 22, 2020 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 11 of 11