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City Council Packet - 03/06/1978 TIGARD CITY COUNCIL STUDY SESSION MEETING MARCH 6, 1978, 7:30 P.M. FOWLER JR. HIGH SCHOOL LECTURE ROOM or LIBRARY AGENDA: 1. CALL TO ORDER 2. ROLL CALL 3. DISCUSSION - Annexation Policy 4. DISCUSSION - Planning Matters Set For Public Hearing In The Month of March (Copies distributed now will also serve as your copies for the public hearing. PLEASE SAVE!) Sign Code Amendment - Wall Signs Comprehensive Plan Revision - NPO #4 Zoning Ordinance Amendment - Storm Water Detention Zoning Ordinance Amendment - Flood Plain District (a) Recommendation of Planning Staff. p w 5. DISCUSSION - BOR Projects - Cook Park Bandstand & Soccer Fields 6. DISCUSSION - Accounting Procedures & Revisions - Staffing Request 0D 7. DISCUSSION - Building Department Proposed Ordinance Regarding Occupancy Restrictions 8. DISCUSSION - Park Board Ordinance Regarding Procedures For Reservation of Parks 9. SET POLICY REGARDING ACCEPTANCE OF STORM SEWERS (a) Recommendation of City Administrator. 10. DISCUSSION - Proposed Record Retention Ordinance (a) Recommendation of City Recorder. 11. S.W. SCHOOL STREET PROPOSAL (a) Report by City Administrator. 12. DISCUSSION - Park Board Ordinance Adding Twelfth Member (a) Recommendation of Park Board. 13. REPORT - Microfilming Program (a) Report by City Administration. 14. EXTENSION OF CONDITIONAL USE - Tigard Motors, 13935 SW Pacific Highway .3 15. C.R.A.G. - Immediate Urban Growth Boundary 7 16. ADJOURNMENT R �'. - f Ct)= SESC.i0"; i... KOLL CALL., c c .t . ? sti •r W.l(t.t:r A F ( k Bark: t ; P+ (}irftit: ', Di..k. °aLel:; A,-Lata'! .. ` -- 2DISCUSSION A- F AC.^.t'x AS s tai r)lr (:i .`. .'r' '.I 1.,..,t:,tr ..o,-, r:il. �f ... .... .. tzon TE ,-t Frc.'. '.�l£. pI.ata'...i � D ti. r t_ .• 'I.', t:r c Wake ;i'. .d C. -- - e•t. {, - , pit. C.titlCibl.!. tE, _ . .. . . -.. tilE de""ci.C�*' ._. Wr.� ),•rfc^t tEd., "i'•,i CF' i'vI t',( _1:_`zr t:ci ., ..K " !�1£ �.. %t. b'i 11 n' v'. .... i r i�•C:F �t _ i,L (n'1 .. - Laork. W'I to U(;h' I i, .I.ic s at1,- . (c � Motor •�\• f. •i:t' _ �'..� I : Gk. lE':.O^:�r<i t'_tt: 1C�_.::'� i.;i.. t i rt t.:?rlt,, .,tia f;:r.-!t L(>._, p t.'L'.y'. u t:, v t•: t r / .t._. t [ (dj Mcrt: by ApF-;:raved i, DISCUSSION - ROK Pr r ir::± - _ 1 r src (ct) Mrs♦ t`�uCti' P'lj .:i PdTt�. L1C --d F PI _ , __itit-LLE outi1.•-...c r.. }Gi1 �W' Bf)aLd" ; i r .o :. _'ed t.. c; rr,z.i; Pa ck. f t 4r sE;-r.t y^ f tit no. 1?.rl 'ati "1 r vd tt. 3. Corst.ru. t i rk: s (hj Be r. AItr::au. PIanvir D-'p;I ;, r-.t, u- _" izctl i.- t_allk with mr. F,I Pro irct Officer -101: SL It:. Park:, Courizi: L!d:' aSSL'iEd that. StiEE pct` It ." :.o old tie ccmplo~ d with the `.ait_ahle funds. (c j Cot:rtc.., iirected .hat pI.a-! proceed as out 1.InEd. a :i En oura_ed t: complete tiara project. „ . . .. . �. . . . _.� ��w � —�.� «- m�,,�e�a . . «2».�.&ma»��wa,v..��.c :.w:.xa�z,�:m» ��as+v•��.�x.�,ssm w w wz,«:r��a,>:���=z�i��� ��/ , � �. ��ƒ :� - �; .\ ,& �/ ��� ��\ �� ��\ �$j .� .� ��: ��\ ��� .��, �. \\�` ��� ��} ��� ��\ �'. �:} <��,��«�2y:22««9,�,:���<2z<s»w<�yc.z�,m ©_�<wz:�� �_..�=w. . . . � .VG« ��y:?+��v��y�d�:�12y�:��:����y�dam°�:�»�\.�d�����a�������y\�\�y��:. O � ) SE:'I' POL1.C: E{t.-'fr7' 4,P a the n, h' . ,,, r •.is i ,.. i:r ., _ , tit, f! S k > t :I i i ' • ' .I li t {irk`: .T,..:r? .•. 'L - t'I K� .. .. (. _... ._.. .- ..._ ....,i .. t ,.r. r. f.. AN rs ,i" r, .0 :t!`. +_ _r [rte EC. ! ,.. ° '....,-..�.�"•y�'tt�l".....a.�./ /7� <a) !)t.c.11t•-tru_r- t.'; ' r L•c�i,.-i:r ;, R. I '' ,. , r(.ivs i.derat ion '.+i A[: EIC. I > r:' .r _.1 ?-t: 1. ``-i ❑C... E j, a �' } C< 1::?c1 '•.<n. w,1 ,c,rt-.ar!E '<:+1 rh c,•: and Ole - E 9 • -f V 1:.C2.- .F1l.C;'.ft;' Etir1.:+1 =+'`" St:?t t�r E 'rh .- a .:; t _._ .'7' ! •. _. FXTFNSION U!' f:.0 D!I'To":AL l; F, - C �3? 1):.'-k Bc,!-£•r"y Flannii--� nl.`..b.t.!".t,:�y hrie ty Tr'.`.'.t Wri?1 •"?,z - . .. k•,` a:.. �:; ::l.rlt_G'ztt. exo.e^S Lr:"Tt :,1. a :c." Is:tk C to rzI;..L C'•tl'2}t t. tC, d Ria u Ia. (;-•t.'. . . , 1.e Page 3 - CC)I.s`CIL i;INUTES - 1~I.ac;:h t.. I'>!& /�\ �1 {\ �� ��\ �' ��} ��, �� �:} :� �� ��� ��, ��{ �� ��\ �-} ��\ �� �� _ �� � `� /�\ - / ® - \'\ . � � , � ��/ �y/ �� ��\ �� . . . ���«2 \6\ . . . � . . . . . . . . . . . . , . . a... i j March 2, 1978 MEMORANDUM _y To: City Council From: Planning Department Subject: Mudrinich Annexation Request The enclosed interim annexation policies proposed by the Annexation Task Force have implications for the pending Mudrinich annexation request. The recent Council action, agreeing to provide sewer to the Mudrinich property, even if it is not annexed, is inconsistant with Policy #3 which would allow such sewer extensions only where there are potential or imminent health hazards. It is even more crucial that Policy #3 be applied to this property than most other properties lying outside the City because of its being nearly surrounded by the City limits. Development of such a strategically located parcel without first coming into the City could easily result in a developed area, receiving city sewer service but declining to sign an annexation petition. As we know, once a residential area is developed and occupied, annexation is difficult. The residents are benefitted from many city services, but choose to avoid being taxed for those services. The probability of the Boundary Review Committssion approving the Mudrinich annexation request is low. However, the Commission staff is of the opinion that the B.R.C. will look favorably on this request when a specific development proposal has been made. Therefore, Mr. Mudrinich should be requested to withhold his annexation request until he has a specific development proposal to submit. If he does not choose to temporarily withdraw his request, the City Council should request the B.R.C. not to act on the request until a development plan is forthcoming. In addition, if the Council approves policy #3, they should recind their earlier offer to extend sewer outside the City limits. Little time has passed since this action was taken and it would not be inappropriate for Council to reconsider this action in light of the recently completed work of the Annexation Task Force. t Y a F MEMORANDUM TO: City Council and Administrator FROM: Ben Altman, Assistant Planner SUBJECT: Parks Recommendation Regarding Cook Park Phase II Development (BOR Grants) DATE: March 2, 1978 In processing the final applications for the approved BOR Grants for Cook Park, Phase II staff encountered some discrepancies in the project as proposed. These discrepancies were presented to the Council at the last meeting as follows: 1. A need to extend a water line and power line to the west side of the proposed soccer fields. The purpose of the lines would be for future development of restroom facilities. 2. The plan as proposed does not include an irrigation system for the open area and the soccer fields. 3. The funds needed to add the above items would have to come from the city or from a shift in funds from one of the approved projects, thus eliminating that particular item. The question taken to the Council Monday night (the 27th) was whether to process the application as submitted, or to modify the proposals, i . e. , eliminate the bandstand, and shift those funds to provide water lines, power lines and irrigation. Following their discussion the Council requested a recommendation from the Park Board prior to their making a decision. The following is the Board's recommendation: 1. Process the applications as submitted to include the open play area, parking lot (2) playing fields and a bandstand. 2. The palying fields are to be constructed to meet the specifications for regulation soccer fields. It is important to provide two soccer fields as the soccer league will be losing the use of two fields at the high school and Durham Elementary. 3. In order to provide direction in case funds are insufficient to construct all the proposed projects the following pri- orities have been set. a. Two regulation : soccer fields and the open play area b. A bandstand to be designed and sized according to the funds available, but design for easy expansion. C. The parking lot with pavement optional , pending BOR approval. The size of the parking lot could also be reduced to lower the costs. Page 2 4. The Board also proposes to investigate alternative- means of providing the irrigation system, i . e. , having the soccer league install the system. 5. The water and power lines can be installed at a later date in conjunction with the restroom facilities, probably through a future BOR Grant. is fF S . l-' i" l pr Yj ,yAc_�- March 2, 1978 MEMORANDUM To: City Council From: City Administrator Subject: Accounting Procedures and Revisions The consultant hired to revi:,a the City's accounting system has completed his preliminary study of accounting procedures and we are now in the process of implementing the recommendations. After a trial period and the system works smoothly a procedural manual will be prepared for staff use. The financial reporting system, cash receipts journal, general ledger, chart of accounts, purchasing journal as well as many other procedures have been revised or included in the recommendations. Their preliminary analysis indicates the present system is accurate, however, cumbersome and does not work well under a program type budget. Many hours were devoted to establishing methods and procedures to handle the budget format, meet audit and dedicated fund requirements and still provide current information. It should be pointed out that the revisions will not necessarily save staff time, but rather give the city a,,,more current and up-to-date picture of the City's financial picture. The review also recommended we do not consider going to a mini-computer system but keep our payroll contracted out to a computer firm. City accounting staff currently has a back-log of two months daily work and' with the conversion to the recommended system, it will take additional staff time. We are therefore requesting Council authorization to hire another accountant with the funds coming from the Federal Revenue Sharing contingency account. Rough estimates to fill this position and equip a work station are approximately $5,000.00 to carry us through fiscal year 77-78. Your favorable consideration of this matter is requested. If approval is given, steps will be taken to immediately adopt a supplemental budget to meet these expenditures. \\ \ \ March 2, 1978 MEMORANDUM \ T: Cit Council \ From: cit Recorder Subject Proposed Record Retention Ordinance The atmced ordinance has be reviewed by the Stto Archivist (Schedule 78/22 was assige as our acceptance file number), cit staff, cit attorney and our auitr. d The revisions will allow staff to destroy useless old records and assist us in d . our Iecor keeping systm. It is recommended Council approve the sch edule for adoption at a regular Council metiG. Q . � \ = � �» loom CITY OF TIGARD P.O. Box 23397 12420 S.W. Main, Tigard, Oregon 97223 January 18, 19:1$ Dear Propercy Owner: The City Council at a recent study session expressed a concern for tile- co:td- tion. ouncil directed chat an investigation be cc?:ducted by %taff of School Street. C to ascertain the interest of local property owners in iniorovin� the street. You all are aware of the conditions. You may not be aware of the fact that SchoCl Street is not a dedicated street. For the City to maintain vny portion CA rhe street it must have jurisdiction over that screet. In this :,articular .ins':an.ce, we are risking you if you would deed the necessary to the City. Following this dedication, we could, with your approval., fora: a Local Improvement District and make the necessary street repairs. A benefit in this case is the fact that the School Dist.ri.ct Wi).l pa- ticipate in the L.I.D. This means that the total costs will 1i_ shared between -.Lx property owners and approximately 50% of the total casts will r.ec.ess::rU y be borne by the School District. We require a street right-of-way %ledicat._on of 50 feet which means that each property owner may lose some frontage. However, our engineering staff will try to be as equitable as possible i.r. tl;;_s determination allowing for your established landscaping. Our policy in any street work: *s to return your property to an acceptable condition. Please contact us in this regard at the earliest convenient moment, Any questions you may have will be addressed irrmediatel by n•rabers of the Tig!�xd staff. Ver -U Ly yours, R. R. Barker City Administrator RRB:lw 1 'i 'i �i a RECEIvFn JAIv 2 u iy�� CITY OF TIGARD January 24, 1978 R. R. Barker, City Administrator 12420 S.W. stain Street Tigard, Oregon 97223 Dear Mr. Barker: In regard to your letter of January 18, 1978, we have no desire whatsoever to dead the right-of- way for jchool Street to the City of Tigard. Wa are perfectly satisfied with the tray it is. Thank you. Yours Truly, ,,.e,' ��� - WqWwio. Tigard Public Schools,District 23i *Administration Office137 S.W. Pacific Hwy.igard,Oregon 97223 Area Code(503)620-1620 February 14, 1978 Mr. R. R. Barker, City Administrator City of Tigard Re: Development of School Street 12420 S. W. Main Street Tigard, OR 97223 Dear Mr. Barker: We have received the copy of a letter to property owners on School Street that is dated January 18, 1978. The letter proposes the deeding of necessary right-of-way by the various owners, including the School District and the formation of a Local Improvement District to fund the necessary street repair and development. The third paragraph states that the School District will participate in the L.I.D. To my knowledge, the School District has made no formal commitment to either participating or not participating and has little knowledge of either the amount of property that would be necessary to deed or upon the effect that the separation of this property would have on the School District site. Neither does the School District have information as to the cost and certainly does not have funds on hand to support such a venture. We would be happy to explore the development of School Street with the City of Tigard and the adjoining property owners whenever convenient for all concerned. Before we could commit to such a project, however, we would necessarily have to have all the facts involved to present to the School Board and, later, to the Budget Committee. Please do not assume that we are taking a negative position on the development of this street. We merely need more information before reasonable judgments and commitments can be made. Please advise. Sincerely, TI CH OL D� C 23J Delbert . Fennell, Superintendent rb t i r O c >r ? J i - . CITY OF TIGARD P.O. Box 23397 12420 S.W.Main Tigard,Oregon 97223 March 1, 1978 Loren Evans - Planning Commission City of Beaverton 5tb tz Hall Beaverton, Oregon 97005 Dear 'Loren Evans: The Tigard Planning Department would like to comment on the draft Flood Plain Ordinance being considered by the Beaverton Planning Commission on March 1, 1978. These remarks are based on a staff analysis, and, due to limited time,• have not yet been approved by the Tigard City Council as representing its position. ' As the community at the end of the Fanno Creek "pipe," Tigard suffers most severely from the flooding impacts of development upstream, as identified in the Tigard Environmental Design and Open Space Plan. In our review of the proposed ordinance, we have concluded that it will provide significant protection of downstream com- munities (Tigard) with a few changes. 1. Section 123 (Standards for Granting a Conditional Use Permit) should clearly require compliance with all four listed criteria. At present this is worded ambiguously. The following wording would accomplish this (after the reference to Section 99.3) : "shall require findings of fact to support all of the following conclusions" 2. Section 123 (2) would require a finding that a proposed development will not "materially" reduce the holding capacity of the floodplain. This portion of the ordinance, along with Section 124.1H governing standards for development in the floodplain, should be modified by the addition of a clause requiring that any reduction will be compensated by a corresponding increase in holding capacity elsewhere on the site. 3. Section 124.1G is too encouraging to the location of septic tank systems in the floodplain. Such systems should be prohibited from the floodplain. Page 2 Loren Evans March 1, 1978 Finally, the City of Beaverton should ensure that downstream com- munities are able to monitor upstream developments by arranging for routine notification of the City of Tigard, Washington County, etc. when there are any floodplain conditional use permit applications. With this critical safeguard, those areas most likely to be adversely effected will be capable of participating in such decisions. Please keep us notified by changes in the proposed floodplain ordinance and the times and places of public hearings on its adoption. Sincerely, Richard C. Bolen Planning Director RCB/pjr MINUTES TIGARD PARK AND RECREATION BOARD REGULAR MEETING - February 28, 1978 CROW ENGINEERING BUILDING - 7: 30 P.M. 9040 SW Burnham Street Tigard, Oregon 97223 1. Call to Order: In the absence of Cooper, Hirl opened the meeting at 7:45 P.M. 2. Roll Call : Present: Bellinger, Deas, Gernant , King, Payne, Graves, Martinez Staff: Altman Guest: Mrs Martinez Excused: Cooper; Zumwalt 3. Approval of Minutes: Payne requested that the minutes be corrected to read under 5.5 inserted after the last paragraph. It was unanimously voted by the Board to accept and process the BOR Grants (Cook Park Phase II) as submitted, to include 2 soccer .fields, a parking lot and a bandstand. Deas noted that page 2 was missing from some members ' copies. Altman stated he would send copies of page 2 with the next packet. The minutes were unanimously approved as amended. 4. Communications: 4 .1 Altman reported that the Boards previous recommend- ations (user fee and membership ordinance) would be discussed at the Council 's March 6th Study Session. He also stated that any members who could attend should support their recommendations. 4.2 Altman reported that he and Cooper had attended a meeting February 15th. with the Washington County Park Advisory Board and Ed Marges from the State Parks Department. The topic of discussion was upcoming BOR Grants. Washington County has been allocated $97, 330. for Fiscal Year 78-79. The entire allocation,however, may go to the St. Mary's Woods State Park acquistions project. If funds are available for other projects, pre- applications must be at the County by March 10. 5. Discusseion Items: 5.1 Bellinger reported that in discussing the possible sale of a portion of Jack Park with staff, it was determined that the Park was dedicated through the subdivision process and therefore was not deeded to the City. This precludes any sale of the properly. Page l Altman added, that in addition the open space was computed as per the density of the Bellwood Planned Development, and that any further development would exceed the maximum allowable density. Bellinger suggested that based on the circumstances, the Board should investigate the possibility of providing a access road off of Walnut and 124th for security purposes. 5.2 Altman reported on the status of the Cook Park Phase II BOR grant projects. He stated that staff had some concerns about the projects as pro- posed and that the Council had asked for a recommend- ation from the Board. The main concern was if the Bandstand should be dropped in order to install an irrigation system and water and power lines for future development of restroom facilities to the west of the play field. Future installation of the pipes and power lines would mean trenching across the soccer fields. The Board felt that future installment of water pipes and power lines would not be a major problem. It was also suggested that the City approach the soccer association for providing the irrigation, as with the Tigard Little League. The possibilty of not paving the parking lct was also discussed. Deas moved that the Board recommend proceeding with the entire project as submitted, and that priorities be set, in case actual construction costs exceed the funds available. Thereby giving Council direction on which projects to cut . The priorities to be: 1. (2) regulation soccer fields. 2. The Bandstand(sized according to the available money but designed- for future expansion) . 3. A parking lot sized according to funds available. The motion was seconded by Bellinger and approved by unanimous vote. 5.2. Altman presented the preliminary subdivision (PD) plat for the Windmill property on 121st and Katherine. The Board was asked to make a recommend- ation of acceptance of the Windmill and the green- way (8.3 acres) as proposed by the applicant. He stated that as proposed lots 10,11 and 12 would create a barrier between the greenway park and the school property. Deas moved, seconded by Bellinger, that the Board recommend that the developer bring the Windmill up to standard (original condition and color) and dedicate it to the City for maintenance as a. historical mark; that lets 10, 11 and 12 not be developed; thus removing the barrier between the greenway and the school ; and that the greenway be accepted as proposed. Passed by unanimous vote. 5.3 Altman stated that in planning for future acquisi- tion and development (capital improvements plan) and in applying for BOR grants that, as per his memorandum, the Board must begin looking at poss- ible financing methods beyond the City Budget and Systems Development Charge funds. Gernant felt that it would be useful if a special workshop, possibly on a Saturday, could be arranged. Staff and other persons with expertise in park financing could be invited to give the Board some sound background on alternatives. Staff was asked to arrange a workshop. Altman then asked the Board for recommendations for BOR projects Fiscal Year 78-79. Hirl suggested that several general projects be submitted and that the Board then follow up with a more detailed project, if preliminary approval is granted. This would allow time to arrange fund (City Match) with the Council. Deas moved, Bellinger seconded to submit general applic- ations for: 1. Acquistion of recreation/greenway land in area 8 (Main Street to Hall Blvd. ) . 2. Acquistion of park land in area 4 (121st/Walnut/ Fonner) 3. Development of new restroom facilities in Cook Park. The motion passed unanimously. 5.4 Other discussion - Gernant asked if the meetings could start at 7:00 P.M. It was decided to discuss the item at the March meeting. Deas suggested that another agenda item should be Phase II develop- ment of Liberty Park, especially with McDonald's going in across the street, also the Board should begin considerations for Town and Country Days plans 6. Adjournment: Meeting adjourned at 10:00 P.M. Page 3 t uPDA EN RM i%J_ ;, 1RD WEEKLY NEWSLETTER VOLUME I March 2, 1978 ISSUE VIII HUD PROGRAM TO-BE STUDIED. March 10, 1978 at the Federal Building in Portland an overview session concerned with pre-application requirements for the Small Cities Program will be held. Staff is waiting for the Federal Register outlining this program and will attend this session. CRAG GIVES TIGARD TWO WEEKS. A letter from CRAG to Mayor Bishop concerning our Immediate Growth Areas has been received. Planning Staff is drafting a response to this letter to meet a deadline of March 10th. MANAGER ATTENDS ONE DAY CONFERENCE. Mr. Barker will attend a conference of City Managers at Menucha (near Corbett) on Friday. Conference is sponsored by the Local Government Personnel Institute and Portland State University. This is one of the few times that managers are able to ge-' together to discuss mutual problems. POLICE SYSTEM OPERATIONAL The CRT-Model 40 High Speed Transmitter and Receiver is "on-line". THE LIGHT COMETH. LIGHTS will shine at 69th Avenue. Way Lee has an electrical contractor working on the installation at this moment. NEGOTIATIONS CONTINUE.' The Bargaining Team continues to meet with the Police and the TEA. NOf ENGINEERING TECH S. Richard Cettel has joined Engineering. Details are scarse because his wife is having a baby today and Richard is not in the office. MR. BARKER AND CIVICS CLASSES. Three Civics Classes at the local high school will be lectured on City Government and the City Administrator today. The guest lecturer: Mr. Barker.