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City Council Packet - 10/17/1995 WORKSHOP MEETING :?''fiYf S 4:f•}F+:i,j?r, r,::%}: 'ijS:iS1>'itiQ:f,?,'.i%::: }S/:?.?:•i~:;~i: ITY OF YI ARD ~:4:: }~~54:0: ;+vv: n}:`f.•h:Y:f:'^'~:'F.?}ii i'vX?i}v•: ::l v:},t?:{+: i:::.:::~~: $4•?: §yj ASK: ~v(ff:x.y. :..+yJj!;}i :?}:7~.},'.,# #f..+.Yf,.,.,1 rfvif: h$ ,~'!MR{•?.Mi' {:>t. r:#IF:bt•9t3'Ktl1 ~'~?$~j~;~'~i'. ,v•' f:n":.`P v:v?}Wi+:•:nv.p.:.i:}••}:. y.✓:i}:<:'ff:?:: ri:;c^~ w,•f ~l S f';};•;'•}.~~:}h4Tyr%:<::>' ~':•ii;!:':::r:::'s::•}'.'ii:'<v'.:i}<:r:?:':':':::`•''•:'~::: :'r,•Y ry~y,,'. : ~?;f<:,•`.::?>.??¢:.7oEC:f};iu>.Y :?{i:;: :.>.}r. , if;?' h. rff`S ?.ff....v {:?S.}:N.?:?:ix}~:4ir?'J?+::<~i?i:u?6:::?v •f',: :'Y Ay'vi$Y~•fi.ri•:%i}:.'•:`v~,'::,{:•,:.%::..:{•:h?;•:?:;f;';v,^.,.}'.;.;?r;+i •n{. v'iG t:• >1..0.hY¢,'ith" f}$::i.'Ff',?;?: 'Cirl~iS:;f.:l,.f..~ rvv, Y. ....h.}:i?}:•}:y::r PUBLIC NOTICE: Assistive Listening Devices are available for persons with impaired hearing and should be scheduled for Council meetings by noon on the Monday prior to the Council meeting. Please call 639-4171, Ext. 309 (voice) or 684-2772 (TDD - Telecommunications Devices for the Deat). Upon request, the City will also endeavor to arrange for the following services: • Qualified sign language interpreters for persons with speech or hearing impairments, and • Qualified bilingual interpreters. Since these services must be scheduled with outside service providers, it is important to allow as much lead time as possible. Please notify the City of your need by 5:00 p.m. on the Thursday preceding the meeting date at the same phone numbers as listed above: 639-4171, Ext. 309 (voice) or 684-2772 (TDD - Telecommunications Devices for the Deaq. SEE ATTACHED AGENDA COUNCIL AGENDA - OCTOBER 17, 1995 - PAGE 9 e TIGARD CITY COUNCIL WORKSHOP MEETING OC'T'OBER 17, 1995 - 6:30 PH AGENDA 6:30 PM 1. CALL TO ORDER - MAYOR NICOLI 1.1 Roll Call 1.2 Pledge of Allegiance 1.3 Council Communications/Liaison Reports 1.4 Call to Council and Staff for Non-Agenda Items. 6:40 PM 2. JOINT MEETING: CITIZEN INVOLVEMENT TEAMS ex RESOURCE TEAMS Assistant to the City Administrator 7:00 PM 3. CITIZEN INVOLVEMENT TEAM COMMUNICATIONS 0 Assistant to the City Administrator 8:00 PM 4. 2040 PLANNING PROJECT UPDATE 0 Community Development Director 8:15 PH 5. ANNEXATION ISSUES INFORMATION ® Community Development Director 8:35 PM 6. STATUS OF CLASSIFICATION/COMPENSATION PROJECT e Human Resources Director 9:00 PM 7. DISCUSSION: BOARD AND COMMITTEE RULES 0 Assistant to the City /administrator 7.1 Establish Term Limits: Discuss proposed resolution and ordinance. 7.2 Formalize the application and review process for appointment to Boards and Committees: De~cuss pronngod re-solvitl_on. 9:30 em 8. SPACE ISSUES THROUGH 1999 ® ®cciet~„t to t9am ~ Otv ®~Iminietr3tnr - - 10:00 PM 9. NON-AGENDA COUNCIL AGENDA - OCTOBER 17, 1995 - PAGE 2 t 10:10 PM 10. EXECUTIVE SESSION: The Tigard City Council may go into Executive Session under the provisions of ORS 192.660 (1) (d), (e), e[ (h) to discuss labor relatiov.~, real property ,transactions, current and pending litigation issues. As you are aware, all discussions within this session are confidential; therefore nothing from this meeting may be disclosed by those present. Representatives of the news media are allowed to attend this session, but must not disclose any information discussed during this session. 10:30 PM 11. ADJOURNMENT cca1017/95 COUNCIL AGENDA ' OCTOBER 17, 1995 ' PAGE 3 Council Agenda Item 3, 1 TIGARD CITY COUNCIL MEETING MINUTES - OCTOBER 19, 1995 ® Meeting was called to order at 6:35 p.m. by Mayor Nicoli. 1. ROLL CALL Council Present: Mayor Jim Nicoli; Councilors Paul Hunt, Bob Rohlf, and Ken Scheckla. Staff Present: Bill Monahan, City Administrator; Community Development Director Jim Hendrya; Liz Newton, Assistant to the City Administrator; Jim Coleman, Legal Counsel; Ray Malone, Associate Planner; Catherine Wheatley, City Recorder and Ed Wegner, Maintenance Services Director. STUDY SESSION 1.4 Call for Non-Agenda Items Mayor Nicoli advised he would like to discuss the conclusion of the Western Bypass Study. Councilor Hunt requested an update on the selection of the Greenspaces project and inquired about what information was going to the CITs. 2. JOINT MEETING - CITIZEN INVOLVEMENT TEAMS AND RESOURCE TEAMS Assistant to the City Administrator Newton reviewed the items with regard to follow- up from the June 20, 1995 City Council meeting (see Page 3 of City Council minutes of June 20, 1995 - last bulleted paragraph). Ms. Newton gave a synopsis of meeting procedures. She referred to the focus on ~ accomplishments as well. She advised there has been a_ meeting ;;;t : Resource Ted cgar c► io their roles, and there will also be a meeting with Resource Teams and CIT Facilitators in the near future. Ms. Newton advised there is still a concern with CIT communications to City Council insofar as they are concerned the work they are doing is not getting back to Council; they need feedback. I'M Film With regard to follow-up on what has happened to the CIT's input, Ms. Newton advised that follow-up is now included on the CIT agenda. CIT boundaries are placed in the Cityscape two or three times a year. CIT maps are now included as part of the new Citizen Packet. Ms. Newton reported on the efforts of getting a response to the CI T s when they request information from or send information to other organizations. Ms. Newton reviewed the questionnaires which were sent out in the Cityscape, distributed at CIT meetings, and mailed to each individual who had attended a CIT meeting. She advised a majority of those responded had either attended three to six meetings or had attended regularly. People indicated they attending CIT meetings because the meetings offer good information and this is a way for them to become involved. Those, who filled out a survey but had not attended a meeting indicated scheduling conflicts. Respondents said they liked CIT meetings because they were informative, addressed issues, were well organized, time commitments were honored, and they have gained a better understanding of how the City government works. Respondents indicated an appreciation for City officials who take the time to meet with the CIT members. Areas of improvement include the contacts with CPI's, how problems are solved, child care, meeting times, meetings are too often, it is hard to see how this influences City government, and some frustration that there are no minutes of meetings. It was generally noted that staff Resource Teams are effective. Ms. Newton advised that all responses would be typed and available before October 30. Ms. Newton announced that Michael Anderson, a staff Resource Team member, is leaving the City. City Engineer Wooley will attend in Mr. Anderson's place. It has been suggested that Council members drop by the CIT meetings and be available to speak briefly to the CITs during the first part of their meeting. Mr. Craig Dirkseh, CIT Facilitator, noted the CITs were not certain that the flow of information is PoinQ to f n-m-1. u,. cr:n3 Ji-h*,DW 1Ddc!ic!Y!!9 Borth is needs to be ® "made more solid." Ms. Newton reported that the second Council meeting of every month has an agenda item for Citizen Involvement Team reports. She advised she usually gives the report to Council. There was discussion on having a member or a Facilitator give the report to Council, and then bring back information the CITs. It was suggested that this could be alternated with the Facilitator giving the report one month and a CITY COUNCIL MEETING MINUTES - OCTOBER 1'7, 1995 - PAGE 2 , member of the CIT giving the report the next month. M. s. Newton agreed that members need to make a connection with the City Council. With regard to other staff interaction with the CITs, Facilitators indicated the staff is doing a great job. Councilor Hupt hffirmed that when he has attended CIT meetings, he has heard complimentary comments on staff presentations. There was discussion on the possible visioning project for the City of Tigard. CIT Facilitators indicated this would be a good project for CIT involvement. There was discussion and a cautionary note, reflecting that CITs only meet monthly and to take this into consideration when involving them in a long-term project that has other groups working and meeting more often. Renae Hoffman, Facilitator for West CIT, referred to the recent process for selection of a greenspace project. Of concern was that, apparently, staff did not consider the CIT's recommendation. There was no information given to the CITs as to why this recommendation would not be considered. Assistant to the City Administrator Newton advised that staff received additional options to review, and selected potential sites from these additional options. Because of concerns that the CITs did not have an opportunity to review all options, the greenspaces options are being resubmitted to the CITs for further review before being forwarded on to the Planning Commission and City Council. At the end of the discussioa, Ms. Newton summarized that CIT recommendations should be submitted in the staff report, even if that recommendation is not selected by staff. This would give Planning Commission and Council the opportunity to review information and the recommendation by the CITs. There was discussion on the speed hump selection process, with it being noted that there was some disappointment with those streets which were not selected. Mayor Nicoli explained that as soon as information is received on how the speed humps are working, then recommendations can be considered for additional streets if the speed humps seem to be desirable. It will soon be time to budget for the ney! Sepal %?a-- nd to cop-Rider allocations for items such as additional humps. M ark Mahe s':ggesstea that eoYies of staff reports for City Council which h.lude ~ recommendations from the CITs should also be copied to CITs. This way, the CIT members can see where they have had input. Ms. Newton suggested this could be an item included on the follow-up portion of the CIT agendas. It was noted the South CIT received quite a bit of feedback on their main issue, which was the 79th and Durham signal. CITY COUNCIL MEETING MINUTES - OCTOBER 17, 1995 - PAGE 3 Ms. Newton advised that Resource Teams, Facilitators, City Administrator Monahan and she would be meeting soon to review issues, including survey feedback. Councilor Hunt advised he would be interested in receiving a critique on whether the CIT accomplishments and programs are operating. He referred to the NPO organizations, vh-L-1n tl:e CITs renlaced. and comparing these two. Ms. Newton advised that this would be something that could be done after the first of the year. 3. CITIZEN INVOLVEMENT TEAM COMMUNICATIONS The South CIT will be hearing the recommendation from the Steering Committee on the I-5/217 Subarea Plan. In addition, the South CPT will be talking about greenspaces and funding. The West CIT will be discussing affordable housing, homelessness, and greenspaces. The Central CIT will be talking about the planned development ordinance and infill issues, as well as greenspaces. The East CIT will be discussing affordable housing, greenspaces, and Tri-Met. Council meeting recessed at 7:30 p.m. Council meeting reconvened at 7:38 p.m. 4. 2040 PLANNING PROJECT UPDATE Community Development Hendryx summarized the issues he reviewed at the last Workshop. Staff reviewed numbers anticipated for additional housing units and jobs that were projected for the Tigard area. Staff requested Metro consider reducing these numbers. The reduction request was made to alleviate pressure on the residential neighborhoods staff recommended that densities be shifted away from residential neighborhoods to transportation corridors: Main RtraQt_ and the Town Center. Metro has not yet responded to this request. Mr. Hendryx noted that several other jurisdictions responded to Metro in a similar way. ~Y In resspon-se to a questinns from Mayor Nienl_is Mr. Hendryx advised that staff comments are being forwarded to Washington County and Metro ~ aff. Mayor Nicoli asked that the MPAC representative also be kept informed of the City's concerns with the 2040 Plan. Mr. Hendryx distributed and reviewed the following documents to Council: ® 40 ways to implement the Metro 2040 growth concept. CITI COUNCIL MEETOTG MINUTES - OCTOBER 17, 1995 - PAGE 4 ® Memorandum to MPAC members and interested persons from John Fregonese, Director, Growth Management Services, Metro, concerning interim measures. • Memorandum to Mayor McRoberts, MPAC Chair, committee members and interested persons from John lregonese, Director, Growth Management Services, Metro, concerning interim measures - MPAC recommendations. There are some concerns at staff levels with regard to how fast Metro is looking at implementing interim measures. It appears the recommendation is that Metro will approve the interim measures in the Spring, with local jurisdictions being given one year to implement. It appears that Metro will back off some of the interim measures and make them more performance based; however, the same target dates are being considered. Mr. Hendryx advised he has asked Metro what assistance would be available to local jurisdictions to implement interim measures. Mr. Ilendryx advised a community caucus meeting was scheduled for December 7, 1995. Mayor Nicoli noted concerns that Tigard does not have a representative on the Washington County Coordinating Committee. It was noted that with Senior Planner Landsman leaving, Tigard will need to designate someone either on staff or Council. It was noted that the alternate from Cornelius has started to staff the meetings on MTAC. Community Development Director Hendryx advised that he would look into how this might possibly be staffed. 5. ANNEXATION ISSUES INFORMATION Associate Planner Ray Valone advised that in preparing the application for a grant from DLCD, it was noted that the City administers policies on annexation differently in the urban planning area and the area of interest. In addition, recently a request was considered and apuroved by Council for Mr. Rah Rlorls.ua -41% : ~s scheduling reconsideration of a zoning and planning designation in an area that is not within City limits. Mr. Valone advised that regardless of the outcome of the decision on the grant or the Bledsoe issue, a review of annexation policies is needed. Mr. Valnzee reviewers a memnrand rn which was enntained in the Cnt_nCil narlcPt material. The memo discussed issues related to services provided and application fees. After hearing the presentation from Mr. Valone and asking questions with regard to fees, Council agreed with the staff recommendation to: CITY COUNCIL. MEETING MINUTES -OCTOBER 17, 1995 -PAGE 5 A. Develop a work plan and initiate action to establish greater planning and development review authority throughout the City's unincorporated urban planning area in order to better serve it. B. Develop a new annexation fee structure as part of the current land use and development fees. Non Agenda Item discussed: > Councilor Hunt requested information on selection of greenspaces projects, referring to the CIT's concerns with staffs recommendations. City Administrator Monahan advised that a recommendation on options to select a greenspace project was scheduled for an October Council meeting after a review by the Planning Commission. However, the staff report contained recommendations on sites which had not been reviewed by CITs there were concerns that the CITs should have an opportunity to review the additional sites. Therefore, this item was delayed for further CIT consideration. After the CITs review, greenspaces recommendations will be forwarded to the Planning Commission and then to the Council. City Administrator Monahan noted that the practice in the future will be to include the CIT's whole recommendation when staff makes a report. Community Development Director 1lendryx also clarified that staff received word of additional sites that were available for Greenspace consideration after the CIT process was completed. In fact, he commented, additional sites are still being offered to the City. The City will receive $750,000 to purchase an upland site and also to do work on trails. He advised that a site north of Cook Park has also been identified as an option for a greenspace project. Additional regional dollars may be available from Metro which has indicated they are willing to buy additional land along the Tualatin River Basin. Councilor Blunt noted the value of touring and making site visits to the proposed properties; he advised he would be interested in viewing the additional properties that staff identified. Councilor Scheckla advised he would prefer to receive a listing of the properties identified. 6. STATUS OF CLASSIFICATION/COMPENSATION PROJECT Human Resources Director Sandy Zodrow gave a progress report. On Thursday, employee meetings are scheduled throughout the day to advise them on individual position classifications. All employees will receive a written classification description. CITY COUNCIL MEETING MINUTES - OCTOBER 17, 1995 - PAGE 6 VMM Una Ms. Zodrow advised that all department directors have reviewed the classification Nam descriptions and their comments were incorporated. At this time staff is only dealing with job classifications, not compensation. Ms. Zodrow advised issues identified by employees will be reviewed. If an employee does. not agree with the classification description, a review process is available. Ms. Zodrow advised that compensation data has been received from other jurisdictions. She advised that the City has received a good response. The task force, consisting of Executive Staff, will start to design the pay structure the first and second week of November. The task force will be looking at several factors, including issues of compression (i.e., where some employees may be making more than their supervisor because of the "total compensation" structure). Ms. Zodrow advised she would return to the City Council in November to discuss specific information about the compensation. 7. DISCUSSION: BOARD AND COMMITTEE RULES 7.1 Establish Term Limits - Boards and Committees. Assistant to the City Administrator reviewed the staff report on whether the City should establish term limits for Planning Commission and the Budget Committee. She noted that for consistency with the City Council and Library Board which are limited to two terms of service, she recominended that the Budget Committee and Planning Commission also be limited to two terms of service. During discussion it was noted that the intent would be to limit terms to two full terms and that the adopting ordinance should reflect that the term limits do not apply to an unexpired term. 7.2 Formalize the Application and Review Proems iur- la ppin;aa a .aya Le ds and Committees. Assistant to the City Administrator advised that procedures have been written in resolution form for the Council's review. During discussion, Council mnml~n.•a .w •innA h- -G .1.1 1'ls.a 4,.. 1....... i1+' U 1... .1.. A 'M►n n~. eaaa.uava.aO u •aua.u ta.J ~wuav a~a, av auav r~ ;aaidaa I'VE" US aiau a,Traiu?i'ai4110- aaaaj be appointed by the Mayor and which members are to be approved by OHM Council. Mayor Nicoli advised he believed some of this appointing authority for the Mayor was contained in the Charter. After discussion, Council was in agreement with the proposed resolution. 0 CITY COUNCIL MEETING MINUTES - OCTOBER 17, 1995 - PAGE 7 8. SPACE ISSUES THROUGH 1997 Assistant to the City Administrator Newton reviewed the memorandum she had written to the Mayor and Council dated October 9, 1995 on space needs. (A copy of thds memorandum is on file with the Council packet material.) The memorandum presented a series of options. None of the options were selected by staff as meeting all the criteria for maintenance of proximity of the related work groups, comet, sufficient long-term or chnrt-term fix; impart on ructnmpr cprvice; nr other items which were identified, such as moving departments to inappropriate locations. Council discussed a construction option. Council also discussed use of the Water Building, noting that this building does not belong solely to the City of Tigard it is owned by the jurisdictions which are represented on the Intergovernmental Water Board (IWB). Discussion followed on options and possible use of the building. I" members should be contacted to determine their position on how Tigard should be able to use the building. Council discussed whether purchase might be feasible. Maintenance Services Director Wegner noted that Mr. Scheiderich Chairman of the I", addressed the issue of the building being used as a homeless shelter. There was concern that members were dissatisfied because the building was being used for this purpose. At a recent I" meeting, Mr. Scheiderich asked representatives if there were any objections no objections were noted. Mayor Nicoll said a long-term agreement should be formed with the I" with regard to use of the Water Building. He noted that as representatives change on the IWB, opinions may differ as to the use of the building. Ile noted there is a question of using the building as a homeless shelter such use takes a facility out of circulation for other uses for the community. City Administrator Monahan responded to a question from Councilor Scheckla regarding the shelter which is to be constructed near the Methodist Church. This project is moving ahead; however, this will not ue a iiwii6xca5 .SYaa.aah.r , n_ be residency center for more long-term stays. Council discussed various properties owned by the City, including properties or. %-anterbuiy, tue building adjacelii to Bournilmn Street Cxnown as the Niche), and a house on Burnham Street. There was discussion with regard to leasing space or other options for the Water building. Councilor Hunt noted he would rather purchase the property so the City could add on to the building if needed. CITY COUNCIL MEETING MINUTES - OCTOBER 17, 1995 - PAGE 8 Councilor Hunt suggested Council needed another planning session to spend time discaissing space issues, including the use of the Water building. Council also discussed the need for an overall goal setting session (i.e., updating the Comprehensive Plan Map, etc.) Mayor Nicoli suggested that a goal setting session be set during the hnliday season. After discussion, Council consensus was for Mayor Nicoli to talk with the Mayors of King City and Durham to get their initial reaction to the possibility of Tigard being interested in purchasing the Water Building. Mayor Nicoli noted his concern that staff areas in the Library (the room behind the check-out counter) and the Police. Department offices were poor facilities. He advised these were inappropriate work areas all employees deserve a respectable place to work. He noted he would like to review all of the facilities especially the Police Department and Library. Discussion followed with regard to options and how staff could be moved to various locations. City Administrator Monahan advised that additional money was expected to be received from WCCLS next April. He advised that Council may want to consider to set those funds aside and dedicate them to Library purposes. F 9. NON-AGENDA ITEMS ® Mayor Nicoli reported that the I-5/217 Study was done. The Western Bypass Study is also finished. There will be one more meeting to finalize a vote on the options selected. It appears that the Bypass will not be recommended at this time. He advised that it appeared that the Bypass would not significantly reduce traffic problems nor was there any state or federal money available to build the Bypass. In addition, the Governor does not suppori the Council reviewed maps depicting the other alternatives. Some projects were currently funded while financing may become available for others. Mayor Nicoli noted that at a recent meeting the regional centers Washington Square and downtown Beaverton were identified as areas which need further study for future improvements, The recently completed I-5/217 Study outcomes need to be added to CITY COUNCIL MEETING MINUTES - OCTOBER 17, 1995 - PAGE 9 transportation projects under consideration to be recognized as alleviating options in lieu of the Western Bypass. In addition, Mayor Nicoli noted he has expressed that he is unhappy with the transportation planning for the Bull Mountain area. Transportation planners inn should consider more roads into and through this area. aL .1 •S Mayor Nicoli advised 416nrn wra nn m2inr 00nn~n.*+e w04h these proposals, that he would be casting a vote in November for options t% alleviate traffic concerns in lieu of proceeding with the Western Bypass. He noted this vote would be transmitted to Metro and the State Highway Department for their consideration. Mayor Nicoli asked Council to review the options contact him with any concerns. Mayors of Tigard, Tualatin, and Sherwood have been meeting to discuss transportation issues (especially the "Toll Road" which is the 99W to I-5 connection corridor). Dollars have been set aside from residuals of the MSTIP/1 project money to do a feasibility study for this project. Mayors of the three cities have been meeting with Mr. Rosenberger, Transportation Director for `Washington County. At this time Mr. Hewitt of the Transportation Commission and Mr. Bruce Warner, Region Director for ODOT, have not expressed any concerns. County staff and Commissioner Roy.Rogers have also been involved in the meetings. Mayor Nicoli described the toll road access south of Tualatin. He noted that this would be two to four lanes between I-5 and Highway 99, and would have limited access. He noted it was anticipated this toll road would help alleviate congestion in the Tigard area. In addition, Mayor Nicoli noted a study is underway for the 1-5 corridor and its extension to Lincoln City. Cities have advised ODOT that Highway 99 needs to be reviewed. Mayor said that Highway 99 should become more user-friendly and more attractive for the communities it travels through. o Council discussed the possible traffic signal at Durham Road and 79th Avenue. There are concerns with obtaining the funding necessary. This will be a topic that will be discussed at the Joint School Board Meeting next :reek. CITY COUNCIL MEETING MINUTES - OCTOBER 17, 1995 - PAGE 10 MENEM 10. ADJOURNMENT: 9:55 p.m. 1 C~ Gt, Attest: Catherine Wheatley, City Recorder M , City of Tigard Oates =1017.95 CITY COUNCTI. MEETING MINUTES - OCTOBER 17, 1995 - PAGE 11 COMMUNITY NEWSPAPERS, INC. P.O. BOX 370 PHONE (503) 684-0360 Notice TT 8 3 2 9 BEAVERTON, OREGON 97075 Legal Notice Advertising •City of Tigard e ❑ Tearsheet Notice 13125 SW Hall Blvd. X eTigard, Oregon 97223-8199 ® ❑ Duplicate Affidavit ®Accounts Payable-Terry ® Cf , I T 1 AFFIDAVIT OF PUBLICATION aTa ,l STATE OF OREGON, COUNTY OF WASHINGTON, )ss ru'r ozD I, Judith Koehler Ti ~:c>>a J. ? t{u~ being first duly sworn, depose and say that I am the Advertising Director, or his principal clerk, of thdp a gr.r(I-Taal at; n Ti mes a newspaper of general circulation as defined in ORS 193.010 and 193.020; published at Ti ga rcl in the aforesaid county and state; that the City C`ounci 1 Workshnp a p intod copy of which is hereto annexed, was published in the entire issua of said newspaper for ONE successive and consecutive in the following issues: October 12,1995 C~thgrrihed and sworn toA5Wore me thisl 2th day of Det ber, OFF!CIA ccei ROBIN A. BURGESS NOTARY PUBLIC - OREGON Nota ublic or Oregon L MY COMMCOMMISSION NO. ISSION EXPIRES MAY 56,? 997 My Commission Expires: AFFIDAVIT - Sam Full The fol6wing •aeetfng hi&ligbts are: .psablished €o your in agendas; inay.be.obtained from.the City Recorder, 13125 S.W. Hall Boulevard, Tigard, Oregon 97223, ar by calling639-4171. CITY COUNCIL WORKSHOP MEETING OCTOBER 17,1995: _ TIGARD CITY HALL-- TOWN HALL. " 13125.S.W. HALL BOULI :YARD, MGARD. OREGON.::' Workshop Meeting (Tovva, glal!) (630 PM) Discussion hems: CitizentInvolve" meni. Teams (CITs) iJpdate to Council m Joint Meeting with Citizen Involvement PP;ams ac, tators 4 2040 Update :b Annexation Issues . Space Issues'=City Buildings EAeGihve Session (Red Rock ere&k t 6rde ifi6e Room) ® Executive Session:, The Tig4d City,Council may go into Ex ecutive Session'uaides the pn visions of.ORS.192.660_(1) (d), ,(e), & (h) to discuss lalo: relationy real property transactions, current and pending litigation issues: 'rrM329 - Publish October 12;1495 r ~ l I C (Ca t 77-) ~ c S . VZ 4,~ ~ ~ 'rya r~,✓ i I i I I I I • I i Ii f i CIT MEMBER SURVEY Sg)NIMARY ffism Number of Surveys: 45 1. How many CIT meetings have you attended in the past year? None 9 3-6 15 1 or 2 13 I attend regularly 7 No response 1 2. Why do you choose to attend CIT meetings?* To meet my neighbors 4 To get involved 18 Good source of information 24 Specific topics 19 Other 1 No response 8 *Mu➢ttiple responses marked 3. Why do you choose not to attend CIT meetings?* Topics not of interest 1 Not productive 4 Schedule conflicts 25 Child care 3 Other 8 No response 10 *Multiple responses marked CIT Member Survey Summary Page 1 Comments: Ask ® Can't remember from one map to another what area I'm in; ® Forgot; • Don't know what district I'm in; ® Caregiver; ® I work so much I just want to stay home when I have a chance; • As each topic is brought up, it would be helpful to recap or provide overview, otherwise one may not u►ow wi at w gAwg or; ® It seems to have monthly meetings is overdone, unimportant suggestions to have meetings seems twice a year would be enough; ® Adult care for husband - Alzheimer's Disease. 4. For what reason(s) would you attend more CIT meetings?* Different topics 5 Different meeting format 4 Child care available 4 Other 16 No response 22 *Multiple responses may have been marked. dft Comments: * More direct information provided to City Council; * Lasting 1 instead; * Perhaps lunchtime meetings at central location; * Hold meetings on different days or alternating days; * I will attend future meetings; * For specific topics of interest to me; * Effectiveness; ® ('nt Vl^•- x.Sa iu.u give sivi.iua:aiiun when important problems; ® More time; ® More respect from Council; ® Condensed interactive meeting 7-8 p.m.; ® If CIT included King City; ® Proof that CITs had power to influence City Hall; ® Increase genuine, meaningful, make a difference productivity; * Adult care. CIT Member Survey Summary Page 2 5. What do you like about the CIT meetings? Q Informative; ® They address the issues - we were especially interested in the Walnut Island issues. We're glad annexation has been tabled at present; a Keeping to time allotted and move along with time for feedback from people; ® Wei organized and timed; ® A cuange to express views, learn more and understand City government workings; Timed agendas, outlined agendas, casual, open to all to ask questions, informative, friendly staff; ® It is a great idea - neighborhood involvement and cohesion; ® Provides opportunity for input on matters, affords information on projects coming on, City officials are contributing evening time - that's appreciated; a Goad forum to stay informed and give input; ® Informative, friendly, brief; ® People getting involved in community problems; ® A place to express my concerns about traffic, property use, and anything that affects me or my community; ® I like that they are held whether or not I attend; ® See what's going on; ® Ability of neighborhood citizens to have some input into the process; ® Cookies, knowing other people are concerned too; e Action occurs if numbers are present, enjoy having our local elected officials present so we can meet them and our Police Officers, it makes me feel more like community; a Well run; ® It is consistently promoted to the citizens as their most user friendly mechanism to become involved with the affairs of government; ® Meet CIT/Planning staff, CIT can/does work; a The citizen leadership; a I like to know :vhat the City is planning before it's put into action, then I can have a sav• ® Good information when relevant; ® Knowing staff willing to discuss subjects they are responsible to expedite and giving resource information; all M a I like the quick movement of the meetings. Time limits on a specific subject is very good; ® Well informed; CIT Member Survey Summary Page 3 ® It provides a good forum to hear about what is going on in Tigard, to air and discuss concerns about neighborhood, and to provide some informal information to City Council and City government; ® Informative on local issues outside experts who speak on specific issues are very good; ® Information input; ® I enjoy offering input and being heard; 6 It iv a good idea on the part of the City to promote these informal meetings. It is an opportunity to hear different views on various topics (probiems, ideas, etc.) (I wish more people would show an interest or make an effort to get involved. Most people takethings.. s for ar-anted); ~C take things b. ® CPT meetings provide a forum for asking questions and getting information on a variety of topics that concern us. 6. What things could we do to improve CI'Y meetings? ® Improve the contact with the City Council to insure information and concerns discussed at a CPI' is presented to Council; ® Have more City people (e.g., police, fire, library, administrative) explain how they function and what they are doing to solve today's problems. ® Need to take action on items; ® Stimulate greater attendance by the public; Aft ® Child care - free, on-site; a Print area maps more often; ® Perhaps lunchtime meetings at central location; ® Meeting to be productive need problems - monthly meeti gs make problems by bringing in small problems or suggestions - in order to feel you had a meeting - causes extra traffic, child care and time away from home; 0 Some people like to discuss same subject over and over. Time limits should be given; ® Hard to see how this process influences City government; ® When I came I held a minority opinion and another person so well it doesn't Ma&LCA auu `wc IMMIiaiui' diuurl continue to explore ine issue. ® Appointment of a recording secretary each meeting - no minutes. Those minutes need to go to Council every month. Easel notes cannot indicate what citizens really feel. Major flaw - Facilitators are supposed to be neutral/but citizens need to feel facilitator is for citizens. Only robots are neutral; ® Go back to public right to hearings waiving fee; i.e., i`1PO. Have Park Board rep from each CPT working together as a team. Each park has its own uniqueness and needs; ® Get more people to con. e; CPT Member Survey Summary Page 4 ® Some way whereas regardless where you sit, you are still able to hear what is being said either by an expert, a guest speaker, the facilitator or simply those who attend the meetings. Many times, what is heard is just a whisper. I hope something can be done to improve this situation. (Thanks). ® I think I am involved in my community and state government. I would consider doing a presentation - possibly or?; ® Publish ahead agenda along with timeline and stick to a tight schedule - l~cn~4in m debate ....b ~Na,,~ - meetings are too long for working people; ® Allow CITs to choose facilitators from their own membership; a We like the format and womid encourage it to continue. We're newcomers to this area so appreciate learning about what is going on. We're also retired and do travel some, so aren't too alert to issues; ® Better use of time, other ways to get to single issue items .,vith those specifically interested, better arrangement for the meeting groups. An us climate instead of a we or they setting, list specific outcome(s) desired from each of the agenda items or information only; ® Too much repetition of process; ® Increase attendance; ® Mandate all CIT decisions and CIT notes must el to City Council without staff interference; ® Stay on selected topics until job is completed; ® focus on real problem solving. 7. Over the past year, CIT members have heard presentation on a variety of topics. These presentations were designed to provide information. How would you rate them overall?* Excellent 6 Good 26 Fair 3 Poor 0 Nn racnnncu S 7 ANN *Multiple responses may have been marked. Comments: Those by Police were especially helpful. CrT Member Survey Summary Page 5 VIM Aim S. Which presentation(s) were most helpful to you? Why? ® All; ® Kaufman and Jennings understood Police Department better; ® Music in the Park, speed bumps - we still need to do something on Ventura Drive; ® ]Explanation of problems by various departments; e.g., City Engineer, Police, water; ® Development of Tigard. Traffic problems - I've lived here a long time and wish to see tue growth orderly; ® Annexation issues because I am a Walnut Island resident; ® Concerning traffic and transportation, safety in the streets and schools; ® Most are good; a Information on property in Triangle as we live there and want to know what's going on and if we have options; O Refuse disposal, street people shelter, gangs, Durham Road to Boones Ferry; a Water quality Summerlake and Creek, meet candidates; a Police, Metro on greenway; ® Affordable housing, homelessness - brought issues to my front door; As above, understanding discussions about traffic speeds on Highway 99 between McDonald and Fisher; ® Kelley of Police and Volk of Maintenance - thorough and understandable; ® Officer Jennings' input on community policing; AMk ® Parks issues; ® Parks - I think they are under-provided in the City; a Oreenspaces. Personal interest due to location of my house; ® Most recently the information about the water study and process of billing has been good. a Written information given out either from staff or?; a Discussion on the trees; a Carol Landsman - organized, Pat Reilly - clear/precise; ® Traffic concerns, greenspaces; ® Tigard Triangle because I was interested. LIM 9. Which presentation(s) were least helpful to you? Why? m All the presentations we attended were informative and therefore helpful; ® Honestly, I can't remember a specific subject. Yes, probably a couple of them did not concern me. But, again, the average is a good mixture of subjects; CIT Member Survey Summary Page 6 NORM ® STOP, the organization is made up of sanctimonious elitists who are just a bunch of NIMBY's; ® Tend to forget these; ® Rep of Metro only addressing issues outside of our boundary; i.e., water on Willamette, Columbia, ignoring Tualatin River potential; ® The two I heard were interesting, but not helpful; ® All the information presented has been helpful in some way; o Traffic patterns because so little was done; ® The ones I failed to attend were least helpful. The reason is obvious; e Park music - because I wasn't interested. 10. What topics would you fake to see presented as education or information at future CIT meetings? ® Land use, traffic planning; ® Parks, environment; ® Anything that has to do with safety, preventing the influx of gangs, drugs and crime in general. Transportation traffic. Limit development to keep qualify of life in Tigard. Which, unfortunately, has deteriorated that past two to three years; ® Neighborhood interaction more of a social - kind of "meet your neighbors" event as the topic; Aft ® Things that citizens can do to proactively improve the quality of life in our City; ® Tigard's planning system. Creation of a liveable Tigard; ® Triangle development and impact on the community as it becomes developed and options in the development that are open; a The City budget; ® Fold down growth - growth brings problems which are costly to taxes. Everyone seems to push for growth. Cut the trees, bulldoze the houses - we have lost good solid wood house today pressed wood structure; ® More Washington County/City issues; i.e., transportation basis of approvals; i.e., infalls home design, business impacts; ® How to limit industrial development next to Durham Grammar School; ® Policing, safety, drug, graiiiii ;,i-vu:c.=, 5 .r rnnitrol; ® Continued information about the transportation improvements, sidewalk improvements, and park improvements; ® Wish list from citizens, not so staff driven or presented so much by staff where appropriate; Extension of Gaarde. Street; ® Public health (1) food and water, (2) family violence management; CIT Member Survey Summary Page 7 ® Many; a Have security crime prevention; ® Police staffing and organization, teenage curfews, problem identification and prioritization; , i Traffic problems on 99W intersections, particularly adjacent to SPIV 78th. Master maps all protected future development and roads and published in Cityscape. 11. One of the purposes of the CIT is to provide better access to government and decision-makers. How has the CIT program helped you access government and/or decision-makers'?* Provides names and phone numbers 10 Provided information on how the process works 25 Presented CIT position to Council (or other decision-maker) 19 Council requested CIT input on 3 Not helped 7 No response 10 *More than one response may have been marked. Comments: ® Never clearly stipulated. I've attended and was information and input given to Council - never a follow-up; 9 The government workers didn't identify themselves as such. It was hard to tell who was who - except for facilitators; a Because I didn't attend; ® Not really; 12. How effective do you feel the CIT program is at communicating citizen's issues and/or concerns to the City Council or decision-makers? Very effective 12 Somewhat effective 15 Not eiieciive 4 Why 5 No response 11 CIT Member Survey Summary Page 8 Comments: 0 'finable to comment. I am not "there" but my guess is that it is effective; Don't know; ® They/we are a self-selected group. Not necessarily representative of majority opinion; This is where improvement can be made; 0 Mass of Tigard (not just property owner) citizens are not aware of community problems; O Because we (CITs) never get feedback from Council; ® Staff only communicates pet "window dressing" and doesn't relay CIT concerns properly. 13. Has your CIT taken action on a project or issue? What were the results? ® We are seniors - King City area. Many are low income; many vision problem - blind; a The zone change on 72 from residential to commercial. It should have stayed residential - we need badly people living close to employment - we have some five houses set up to be bulldozed; ® Recommended to City and State to lower the speed limit on Hall Blvd.; a Don't know; 0 Yes with little or no results; ® Yes, minimal; a Yes - speed limit on Hall; • Yes and no mediocre; a Yes - effective and brought more neighbors into the process; ® Yes - results pending; ® CITs are effective at communicating to the Council - unfortunately. I feel Council does whatever the heck it wants - to hell with what the citizens want. They listen, smile politely, then do their own thing. The A-Boy fiasco is a prime example; 0 Speed bumps, speeding cars; ® Traffic matters (resolved); ® I have asked for a left turn lane from Sattler to Hall - no answer yet. Re- stripe Durham - good response; o Speed reduced on Hall; Yes, good; T:gard `Zaiigi_ Sittl f,ua u AAA usatr u! ® Some traffic concerns addressed in isolated areas; ® We liked Music in the P-:,rk but staff procrastinated; CIT Member Survey Summary Page 9 EMMM • 78th bumps - done - still need to get sidewalks/bikepaths. Give action to Aft entering/crossing solutions 99W at 78th/Dartmouth; • Don't know; 0 Traffic signal to be located at 79th Ave. and Durham Rd. Traffic study and recommendations for left turn lane on Hall Blvd. at Sattler Road; • Slodrng traffic on Hall. Lower speed is being posted. I disagree with lowering the speed and when I said so, I felt disregarded; • Yes, very positive speed bumps to be placed on Springwood Drive; • Keep in mind I am just an observer, who does not follow loosely how certain issues are changed. But to give a few examples: (a) the 45 mph down to 35 on Hall Blvd. was temporarily and understandably settled at 40 mph. A pretty good solution; (b) the turn at SatLler and Hall is still in the works. Hopefully a solution can be found with our CIT's input and technical staff surveys. 14. If not, clarify. Why do you think the reason is? • Staff/Council may not know status/anticipated problems the community is experiencing - need to develop for CIT problem lists, urgency, impact and options to resolve; m Issues and concerns of citizens may not reach the top. Either staff or Council - no one knows - no follow-up report to CITs; • County staff - didn't take it seriously; • Lack of true focus and understanding of actual mechanics of government. 15. Have you attended a CIT meeting to get information or express concern on a problem that interested you personally? Yes 30 No 3 No response 9 Comments: • One with Officer Kaufman, i.e., excess speeding, crossing red lights; • Get information basically; • I've been trying to, but I have ben working out of town for an extended period of time; ® Seen unable to come - don't drive nights. CIT Member Survey Sunemary Page 10 16. If yes, were you satisfied with the response? If not satisfied, why not? Yes 21 No 2 No response 16 Comments: * Was not totally satisfied. Issue was studied and talking into oblivion; * When a vote was taken on speed bumps, Ventura Drive vs. Pfaffle was 5-11 in favor of Pfaffle, not a fair representation and poor way to decide; * Somehow yes on some issues; * Yes, but one has focus on implementation and follow-through; * Not totally resolved yet; ® Somewhat - we'll see what happens; * Not completed; ® Somewhat. City is slow in reacting to some traffic issues; * Realtors push and control meetings which are meant for the people in neighborhood. Realtor "steam" the people into decisions, I object to their involvement; * We appreciate the City listening when citizens brought up the issues regarding annexation (Walnut Island). 17. The facilitators are citizens trained to keep the meetings on track and the discussion moving. How effective are then?* Very effective 27 Somewhat effective S Not effective 0 No response 11 *More than one response may have been marked. Comments: * Can only be effective if realtors aren't setting up the meeting promotion; * Running meetings o.k.; ® Varies depending on individuals. Their dedication should be appreciated by all; ® Depending on the facilitUer. Some just stick to the script and don't interact with citizens effectively. CIT Member Survey Sunnmary Page 11 18. The Staff Resource Team members attend the CIT meetings to provide information and answer questions. How effective are they? Not effective 1 Very effective 21 0 ...~___.L_L LM....6:-... 9'9 Oo ieWHM CRACNou V6 lb Very effective and not effective 1 Did not answer 10 Comments: ® This is an excellent idea to bring their expertise to our meetings; a If they don't know, they come back with answers if available; ® City's staff time in evenings is much appreciated; ® Liz Newton was very effective, others were somewhat to not effective. They seemed shy; ® Unprepared, stonewallers on big issues; ® Should anticipate citizen concerns. 19. ?additional comments: ® We realize in time annexation will probably take place but are glad for it not happening just yet; ® Need some feedback on what other CITs are doing. Issues being addressed, etc.; ® Deep it up; a Only problem is lack of public forum objectives; ® We have this beautiful area below our lot - wooded - wet and all year round creek and would like to see the City purchase this for nature. Our sewer runs through property so City must have some right-of-way; ® Note: it would be helpful to include King City and discuss our problems too; ® I would like to see (receive) printed minutes of CIT meetings I cannot attend. It is not obvious that the City Council uses CIT recommendations or that they solicit info from CITs; 0 Need more action on items, issues; a Although facilitators are effective, they tend to water down the opinions of membership. Result is bland and boring and unreal; ® City staff time in evenings is much appreciated; ® Police Department. Staff were the only ones who came to CIT eenuineld prcpa i ed, geiina-Zy speaking; ® Overall, I believe that the CIT program is effective and well run. I plan to continue to attend the meetings; CIT Member Survey Summary Page 12 ® A good program. Tell people who complain about City government to attend these meetings and learn something - about Cit government. Flow it works and what its problems are; ® I would like the CIT to give me a list of the Council members who voted for the 24 hour labor camps for the transients. I'm against it; This is better than nothing. Deep up the good work; ® C1Ts are a good idea. Now if our Council would realize they are supposed to work for the citizens, not their private agendas or the developer's agendas; ® NPOs had power to make City Council very aware of citizen's feelings. CITs have no power; ® You are all doing a good ,fob. Don't know how to get more people involved. Maybe citizen's committees appointed for special tasks; ® I hope you're not thinking of dropping them; ® We appreciate the effort the CITs are doing, but have not had the opportunity to attend meetings. We read about what is going on in botl; tine Cityscape and the Tigard Times; ® I read bulletins; ® Send h-mitations to participate in CIT to all new residents. (Welcome Wagon, Neighborhood Welcome). Have some of the City Council persons meet one- to-one CIT participants and hear concerns; ® Some locations for meetings need microphones. It's sometimes very hard to hear reports, etc.; ® It is a crime to remove trees and bulldoze houses - what a real waste. We 49 have advantage of lumber; ® Maybe this next CIT meeting I'll be there - it's on my calendar - send me another questionnaire next month; ® I cannot attend because with work and a child it is hard to attend night meetings too. I'd like very much to be informed and involved. What about more surveys for more opinions (including my own). Maybe a survey of others fake myself who are interested and would like to take the time to comment but need to do so on a flexible schedule. Child care would help, but with a toddler, I still want to spend one-on-one with her in the evenings. The meetings seem like they could easily become dominated by senior citizens who luckily have the time to spend but don't represent all people including myself. It concerns me that the City Council may think the CITs are representative. They are a self-selected group whose opinions should be sought but balanced with surveys of the area as a whole. I support the CITs! Particularly the opportunity for citizen input and to deal with wssues of - interest but not always having a crisis to deal with or as cause for action. Thanks to Liz Newton. I fully support Tigard's efforts for more citizen involvement. jo1hAdo¢s1citsurvy CIT Member Survey Summary Page 13 lama r Y U N J N I n I i) I G N s N U : V I N U! i P O N I t N U .f N t r. 7 N~vj/,f~/{): ! 1 0 ""~~A~~.,/J(~~f/~. OAVI 41ZIVt,dt~ METRO 40 Ways to Implement the Metro 2040 Growth Concept We could consider the following measures consistent with our primary goal of maintaining our overall quality of life- including conservation of natural areas, maintaining a healthy economy and protection of water and air quality: REZONWG Infill 1. Revise maximum densities in critical areas to allow infill at 2040 densities - such as the city center, regional centers, town centers, transit station communities, corridors, mainstreets, employment centers. 2. Establish minimum density standards in regional centers, town centers, corridors, mainstreets, A&L transit station, communities, employment centers. s. Amend existing zoning to allow mixed use development and providing the opportunity for a mix of residential, retail and office uses in regional centers, town centers, corridors, mainstreets, transit station communities, employment centers. 4. Alter existing commercial district zoning in corridors to allow row house densities. (Example: Perhaps a maximum of 15-18 units/net acre, a minimum of 11 units/net acre and no minimum lot size). 5. Allow attached accessory units ("add-a rental') in single family zones (Example: An add-a- rental unit would be allowed to be added to an existing single family home or built Ps paft of a new single family house pmvided the stnacturc «iust continue to look like a single family home. Perhaps a maximum of 1 per block would be allowed to insure that neighborhood character is not significantly changed.) 6. Identify key parcels for infilUredevelopment in centers, mainstreets and develop a strategy for redevelopment. 7. Analyze and prepare land assembly proposals. Identify partially developed land with a vacant component that can reach higher land use efficiencies if assembled with other land. . 1 ~ Vacant land 8. Revise maximum densities to allow development at 2040 densities. Establish minimum densities. REGULATORY REFOMMS 9. Find ways to reduce :the time needed for project review and streamline the review process. (Example: have third parties audit your process and make suggestions) 10. Coordinate with other communities to increase consistency between zoning terms, provisions and process. (Example: have zoning officials from one community attend actual zoning meetings of another community) 11. Organize regulations so that conflicts between regulations of other levels of government are reduced or eliminated. 12. Identify optional zoning regulations for centers, corridors, mainstreets, station areas and employment areas which encourage 2040 Growth Concept development and relax traditional standards (setbacks or use restrictions, etc.) REDUCING UNDERDUILD Parking Standards Adak 13. Rethink, revise and reduce minimum parking standards in centers, station areas and mainstreets. Establish minimum standards that reflect average demand, rather than peak demand. Allow some areas to have no minimum parking requirement, especially areas with shared parking resources. Reduce off street parking requirements in residential areas to average demand. 14. Establish maximum parking standards. 15. Allow and encourage shared parking facilities. 16. Encourage on-street parking and allow it to be counted towards the minimum parking requirement. Density Transfer 17. Change zoning so that average density standards are used for all vacant residentially zoned lands. (Example: the zoning has no minimum lot size, rather has average number of units per acre. This will allow development to avoid wetlands, etc. while still holding to the stated density.) 40 Ways to Implement the Metro 2040 dro%vth Concept 2 18. Set average density standards a little higher than actual goal to ensure that underbuild is accounted for. (Example: Rezone vacant residential lands 20 percent higher than needed to achieve the target densities due to any reductions that may occur on any one particular parcel.) 19. Allow additional density beyond that generally allowed in the zoning district in exchange for amenities or features provided b_v the developer over and above those required. Wks 20. Allow developers to offset development of isolated wetlands when other wetlands or riparian areas can be acquired or created as part of a larger connected watershed system. 21. Permit the transfer of density to offsite locations for lands located in floodplains, wetlands, steep slopes or other similar site limiting natural conditions and already zoned for urban uses. 2040 DESIGN 22. Reduce street widths for residential streets and some arterials serving mainstreets, town centers and regional centers. 23. Develop master street plans that provide many connections. (Example: look at ways to establish 8-10 through streets per mile) 24. Allow for oversize comer lots to occasionally be permitted for duplexes, consistent with the design of other homes in the neighborhood. 25. Link neighborhoods and downtowns; create a pedestrian, bicycle and transit friendly system that will provide a viable alternative to single occupancy vehicle transportation and reduce the need for parking spaces. 26. Keep neighborhoods open to bike and pedestrian connections where streets do not go through. 27. Identify ways to encourage the siting large retail centers in centers, station areas, main streets and corridors. 28. Change zoning to encourage the siting new office in centers, station areas, main streets and corridors. INCENTIVES 29. Establish criteria for fee or system development charge reductions for development at planned densities in 2040 centers, mainstreets and station areas. 40 Ways to Implement the Metro 2040 Growth Concept 3 30. Establish shared parking facilities (lots or structures) in centers, mainstreets and corridors. 31. Establish a revolving fund for low interest loans for infrastructure or other development related costs. PRIVATE SECTOR ACTIONS (these. will be developed by the Metro 2040 Means Business Committee, a committee of business leaders in the region advising Mike Burton, Metro Executive Officer) OTHER 32. Review level-of-service policies concerning congestion on streets within centers and mainstreets. Consider lower levels of service as acceptable where high levels of transit and good pedestrian and bicycle networks are established. 33. Consider regional time-of-day road pricing, air/water and noise emission fees while commensurately reducing other taxes (such as transit payroll tax, portion of state gas tax, transportation related property taxes, etc.) 34. Identify barriers to expansion of private transit service and consider reducing or revoking them. 35. Consider shifting transit subsidies from supplier-based capital grants to user-based vouchers. 36. Determine the true-cost user fees for public services and consider transition to this method of financing. 37. Identify all vacant and redevelopable lands in the community and make this data readily available to the development community . Track any tax exempt properties withheld from the vacant or redevelopable land supply, add those back in when local knowledge allows. 38. Establish local methods to coordinate public involvement on 2040 implementation. 37. integrate 2U4U messages into city, county, special district and community newsletters. 40. Share your best ideas with your colleagues in the region - encourage them to try it. i:lgrn\jftintuiml.wpd 917/95 40 Ways to Implement the Metro 2040 Growth Concept 4 HEMP= M E M O R A N D U M i a5 k'; ,00 ■CMTMIAGT V.No •VIMYa ao„tAMO o-100• Nrar rra• Tel a,a 1.1 1r0, a.Y Na r,I METRO To: MTAC members and interested persons From: JOnn rlt~,'VUGJG, aRuwwt, ti7lvwua awaaauagcuaa. Date: September 27, 1995 Subject: Interim Measures - - - - FAXED On Monday, September 25, a subcommittee of MTAC members met and talked about Interim Measures recommendations. We concluded that we should have the full MTAC membership consider overarching measures to be applied regionally, as well as a list of possible local measures. The idea was that local measures would be selected and implemented at local option, while the overarching measures would be applied regionally. Attached is a consolidated list with our recommendations. We would,like to formulate a recommended list to MPAC for inclusion in their packet for their October 11 meeting. We fully expect that MPAC will forward their recommendations on the 11th to the Metro Council. As a means of supporting whatever the final recommendations are, we may also need to consider a "road show" for supporting elected officials as they consider adoption of measures and during contested hearings. Participants could include representatives from Metro, the homebuilders, 1,000 Friends of Oregon, etc. It will be important that if these disparate interests can agree on basic principles such as those enclosed, that the public debate should note this concord. We may also want to make sure that local jurisidictions have a mediation process readily available to them to provide an alternative to the courts. That is, if a local jurisdiction finds some aspect of one of the overarching regional measures to be impossible to implement locally, a process of mediation is readily available to consider all concerns, trying to bring resolution to any aitterenees. Finally, we will also need to discuss these lists with our collegues in Transportation and Greenspaces, who have not had a formal opportunity to comment, but have contributed to the list enclosed. As noted at the subcommittee meeting, issues concerning street widths and level of service will be important considerations as well as those listed. I look forward to discussing these with you at our meeting on Thursday, September 28, 9:30 am, room 370. Thanks! ! t DRAFT INTERIM MEASURES Overarching Regional Measures 1. Change zoning maps on vacant lands to be consistent with the Metro 2040 Growth Concept. This would most likely involve parcels 5 acres and larger in size, but could be applied to ones as small as 2 acres. (Lots 5 acres and larger account for about 50 % of all vacant land, but only 20 percent of vacant parcels) 2. Change zoning texts to allow mixed use in centers, mainstreets, corridors and employment areas. In centers, station areas and mainst `ts: ® allow residential, retail and service uses, restaurants, medical professional offices, clinics,neighborhood civic and institutional uses, indoor recreational and entertainment uses; ® permit multiple uses on one property; ® prohibit storage as main use, vehicle sales or service uses, outdoor commercial recreational uses, outside storage; ® implement the design features of the Transportation Planning rule. In employment and industrial areas, implement RUGGO language on retail services. Uses should be allowed by right generally with a minimum density of 70 percent of the Growth Concept person's per acre target densities. In centers, station areas, main streets AWN& developments should: e have a minimum residential density of 15 units acre; 9 increase maximum density to 45 units acre; ® have a minimum Floor Area Ratio of 0.4 for new retail uses, 0.5 new office and civic/institutional uses ® ensure that minimum density requirements may be applied to the sum of contiguous lots that are part of the same development project ® allow for density transfer to preserve open space ® establish a minimum density for redeveloping sites as existing density of current use Z !'h-mnae narkino nrovisions to: e remove or reduce minimum requirements (see Gresham requirements); a provide retail uses with 2.9 to 3.5 spaces per 1000 square feet (adjust for building size) or less; w provide office uses with 2.5 spaces per 1000 square feet or less; ® provide residential uses with 1.5 or less for centers, mainstreets and station areas or less. e establish public parking facilities s allow shared parking ® link reduced standards to FAR - higher density enables lower standard' ® limit parking to a maxiniam of 150% of the minimum JAM require masterplans which indicate how the site could further reduce parking spaces over time, replacing parking spaces for additional building space, should demand for parking spaces decrease or not be evident. 4. Protect stream corridors and wetlands and allow generous onsite density transfers. Amend existing zoning code to allow transfer of development rights (7Dlts), cluster dcvel ru ent or density zoning to, avoid development of that portion of the site that includes OEM natural resources identified as floodplains, wetlands, steep slopes or stream buffers, while maximizing the zoning potential of the property by building on the remaining parts of the site. 5. Zone open spaces as designated on the Metro 2040 Growth Concept to 112 acre average or larger (allowing cluster zoning to minimize the impact on natural features). 6. Review development code standards to ensure that stated densities can actually be built. Examine street and alley standards, setbacks, landscaping requirements, lot coverage and other standards which could reduce the density or floor area ratio goals. 7. Implement the rural reserve and green corridors intergovernmental agreements with neighbor cities and counties as possible. Possible Local Measures ©NING Infill 8. Revise maximum densities in critical. areas to allow infill at 2040 densities - such as the city center, regional centers, town centers, transit station communities, corridors, mainstreets, employment centers. 9. Establish minimum density standards in regional centers, town centers, corridors, mainstreets, transit station communities, employment centers. 10. Amend existing zoning to allow mixed use development and providing the opportunity for a mix of residential, retail and office uses in regional centers, town centers, corridors, mainstreets, transit station communities, employment centers. 11. Alter existing commercial district zoning in corridors to allow row house densities. (Example: Perhaps a maximum of 15-18 unitsinet awa, a mini=m of 11 units/net acre and no minimum lot size). 12. Allow attached accessory units ("add-a rental") in single family zones (Example: An add-a- rental unit would be allowed to be added to an existing single family home or built as part of a new single family house provided the structure must continue to look like a single family home. Perhaps a maximum of 1 per block would be allowed to insure that neighborhood character is not significantly changed.) 13. Identify key parcels for infdVredevelopment in centers, mainstreets and develop a strategy for redevelopment. 3 r 14. Analyze and prepare land assembly proposals. Identify partially developed land with a vacant component that can reach higher land use efficiencies if assembled with other land. Vacant land 15. Revise maximum densities to allow development at 2040 densities. Establish minimum densities. mom 16. Calculate densities on a grass acre rather than a net acre basis 17. Round density calculations up to the nearest whole dwelling unit. 18. Allow a density bonus if senior housing is provided. 19. Allow flag lots. .20. Allow common walls for homes on lots of 5,000 square feet or less. REGULATORY REFORMS 21. Find ways to reduce the time needed for project review and streamline the review process. (Example: have third parties audit your process and make suggestions) 22. Coordinate with other communities to increase consistency between zoning terms, provisions and process. (Example: have zoning officials from one community attend actual zoning meetings of another community) 23. Organize regulations so that conflicts between regulations of other levels of government are reduced or eliminated. 24. Identify optional zoning regulations for centers, corridors, mainstreets, station areas and employment areas which encourage 2040 Growth Concept development and relax traditional standards (setbacks or use restrictions, etc.) REDUCING UNDERI3UIM Parking Standards 2S. Rethink, revise and reduce minimuni y--'=-b chards ---ters_ station areas and mainstreets. Establish minimum standards that reflect average demand, rather than peak demand. Allow some areas to have no minimum parldng requirement, especially areas with shared parking resources. Reduce off street parking requirements in residential areas to average demand. Reductions in parking will reduce 4 a impervious surface within the watershed and region and should also encourage installation of innovative Algorrinwater treatment facilities, and provide incentives for use of natural bio-filtration treatment systems in king lots. 26. Establish maximum parking standards. 27. Allow and encourage shared parking facilities. This could include multi-use parking structures where rooftops of underground parking structures cna be used for urban parks, such as Union Square in San Francisco, and recreational facilities with appropriate landscaping. 28. Encourage on-street parking and allow it to be counted towards the minimum parking requirement. Density Transfer 29. Change zoning so that average density standards are used for all vacant residentially zoned lands. (Example: the zoning has no minimum lot size, rather has average number of units per acre. This will allow development to avoid wetlands, etc. while still holding to the stated density.) 30. Set average density standards a little higher than actual goal to ensure that underbuild is accounted for. (MExample: Rezone vacant residential lands 20 percent higher than needed to achieve the target densities due to any reductions that may occur on any one particular parcel.) d . Allow additional density beyond that generally allowed in the zoning district in exchange for amenities features provided by the developer over and above those required. 32. Develop plans and strategies with regulatory agencies that manage wetlands that allow for increasing density and development without loss of natural resources, such as wetlands. 33. Permit the transfer of density to offsite locations for lands located in floodplains, wetlands, steep slopes or other similar site limiting natural conditions and already zoned for urban uses. 2040 DESIGN 34. Reduce street widths for residential streets and some arterials serving mainstreets, town centers and regional centers. 35. Develop master street plans that provide many connections. (Example: look at ways to establish 8-10 through streets per mile) 36. Allow for oversize corner lots to occasionally be permitted for duplexes, consistent wiiu Liao UUD&rl c: o&l er homes in the neighborhood. All 5 a 37. Link neighborhoods and downtowns; create a pedestrian, bicycle and transit friendly system that will provide a viable alternative to single occupancy vehicle transportation and reduce the need for parking spaces. 38. Keep neighborhoods open to bike and pedestrian connections where streets do not go through. 39. Identify ways to encourage the siting large retail centers in centers, station areas, main streets and corridors. 40. Change zoning to encourage the siting new office in centers, station areas, main streets and corridors. INCENTIVES 41. Establish criteria for fee or system development charge reductions for development at planned densities in 2040 centers, mainstreets and station areas. 42. Make use of tax abatement incentives to encourage development consistent with the Metro 2040 Growth Concept in station areas as now provided in state statute. 43. Establish shared parking facilities (lots or structures) is centers, mainstreets and corridors. 44. Establish a revolving fund for low interest loans for infrastructure or other development related costs. PRIVATE SECTOR ACTIONS (these will be developed by the Metro 2040 Means Business Committee, a committee of business leaders in the region advising Mike Burton, Metro Executive Officer) WATER QUALITY ACTIONS 45. Require and implement best management practices (B?4Ps) to treat stormwater before discharging to natural waterbodies as a condition for receiving building permits for residential, commercial and industrial developments. 46. Require all transportation projects to address and eliminate where possible, minimize where elimination is not possible, nonpoint pollution runoff to streams and wetlands ( other than wetlands create for this purpose). All transportation projects which are adjacent to streams, wetlands, or other water bodies should be required to incorporate the use of bioswales and /or other appropriate passive treatment systems to reduce, the maximum extent practicable, the conveyance of suspended sediments, oils, heavy metals and other pollutants to nearby water bodies. 6 a J ENERGY AND WATER CONSERVATION . Require and encourage residential, industrial and commercial development that uses the following: -xeriscaping and native plants to reduce the amount of traditional turf -efficient irrigation systems and other innovative water saving technologies -implements water reuse and recycling in its manufacturing technologies and operation practices of its building and facilities -greywater reuse when feasible -reduction in use of pesticides and fertilizers in operation and maintenance of its facilities 48. Monitor compliance of water conservation technologies and practices as specified in the preliminary Regional Water Supply Plan. 49. Establish regionwide utility block pricing for water supply and develop incentives for conservation as specified in the preliminary Regional Water Supply Plan. So. Develop and implement a regional public education program, incentives and model code language to disseminate information to all user groups regarding water conservation techniques, strategies and technologies. 51. Develop monitoring protocols to collect data for wise water use information, i.e. soil moisture ntent and metering water use. 52. Allow density credits for building orientation regarding solar energy in home, industrial and commercial development. Educate homebuilders on energy savings and encourage financial lending institutions to give lower interest rates to energy efficient construction. RESTORATION AND ENHANCEMENT 53. Identify and map riparian areas that can be restored in conjunction with development and waterfront rehabilitation. For example, the City of Portland is investigating the potential of "day lighting" Tanner Creek as part of its River District development and to address combined sewer overflow program goals. Other communities around the state (i.e. Ashland) and elsewhere in the country (i.e. Austin, Texas and Boulder, Colorado to name just a few) have used development projects to reorient development toward creeks and rivers, and to enhance urban livability and address water resource issues. These initiatives should be encouraged and incentives developed, together with financing mechanisms, to implement these projects throughout the region. 54. Restore wetlands and riparian areas for treatment of water quality treatment and stormwater management. Aft 7 r 55. Develop and implement region-wide wetland and strealnside stewardship programs which encourage private owners to manage streamside and wetland properties in a manner which reduces nonpoint pollution and increases Greenspace values. 56. Work with local land trusts to acquire and protect natural resources, and develop private land owner Ii1cel'suvirS to v.ww w..v.ueti4i w pavcwc inat°u.aa xvwwwr. PARKS AND RECREATION 57. Identify and track pWgreenspace accessibility throughout the region to ensure per capita access standards are being met. As density increases throughout the region, will existing parks be adequate to meet future population demands? Identify current and potential future park-deficient areas throughout the region and develop a strategy to meet future needs. Identify vacant parcels on a regional basis to meet future park needs. Identify open space and park acquisition opportunities and acquisition priorities. OTEOER 58. Review level-of-service policies concerning congestion on streets within centers and mainstreets. Consider lower levels of service as acceptable where high levels of transit and good pedestrian and bicycle networks are established. 59. Identify'all vacant and redevelopable lands in the community and make this data readily available to the development community . Track any tax exempt properties withheld from the vacant or redevelopable land supply, add those back in when local knowledge allows. 60. Establish local methods to coordinate public involvement on 2040 implementation. 61. Integrate 2040 messages into city, county, special district and community newsletters. 62. Share your best ideas with your colleagues in the region - encourage them to try it. I:\gm\jflinterim3.wpd 9/27/95 c: Mike Burton, MPAC members . 8 [MM E M O .c xzz&b'WU 1117 tp0 YOt/Yt tt1 4ttY0 •Yt YYt •Otil tYp Ott 00Y tIt.I fP, &UA"~Lr -1 It{ tot !t1 1ltt Itl ttt !t! 1111 To. May METRO t or McRobert, Chi, MA C, Comamaitt members and interested persons From: John Fregonese, Director,. Growth Management Services Date: October 9, 1995 Subject: Interim Measures - MTAC recommendations - - - - FAXED As the Chair of the Metro Technical Advisory Committee (MTAC), I wish to convey committee recommendations concerning Interim Measures. MTAC has met in three meetings during the past month and recommends to the Metro ]Policy Advisory Committee the enclosed Interim Measures for region-wide action. In addition, MTAC recommends that local jurisdictions consider other local actions which would further the goals of the Metro 2040 Growth Concept. I also recommend that we will still need to consider ways of supporting whatever the final recommendations are. We may need to consider a "road show" for supporting elected officials AMA as they consider adoption of measures and during contested hearings. Participants could include representatives from local governments, Metro, the Homebuilders, 1,000 Friends of Oregon, etc. It will be important that if these disparate interests can agree on basic principles such as those enclosed, that the public debate should note this concord. I would be happy to discuss these recommendations with you at your October 11, MPAC meeting. Thank you. c: Mike Burton, Executive Officer, Councilor Susan McLain, Growth Management Committee NNW DRAFT' ENTF-MM :iFASURE.1.3) r; Overarching Regional Measures These overarching measures, if adopted by the Metro Council after review and participation by local jurisdictions, would become the elements of a Metro functional plan for urban growth management. Metro staff will be recommending that the functional plan be considered by the Metro Council with a goal of adoption by Spring, 1996. If the Metro Council does adopt an urban growth functional plan, it would also be recommended that cities and counties would need to show compliance with the Overarching Regional Measures within 18 months of Metro Council adoption, approximately Fall, 1997. After adoption of an Urban Growth Functional Plan, and in the event that a city or county believes that compliance with one or more of the region-wide measures is not feasible, they may ask for a mediated settlement. Metro and the local jurisdiction would use a jointly selected third party to intervene in the conflict. Should efforts to mediate differences between the Metro function plan and local considerations not resolve compliance issues, the local jurisdiction mzy bring the issue to the Metro Policy Advisory Committee (WAC) for review and recommendations. After MPAC consideration, the matter would be considered by and acted on by the Metro Council. (As provided in the RUGGO Objective 5.3 "Functional Plan Implementation and Conflict Resolution") The following measures are recommended for region-wide adoption: Measure 1. Change zoning maps to implement the Metro Growth Concept. Expected Outcome - The Metro 2040 Growth Concept is implemented by ensuring local zoning will accommodate the jurisdiction's portion of the regional growth capacity. Performance Standard - that the overall total population and employment targets for the jurisdiction or the jurisdiction's planning area from the Metro 2015 Growth Forecast and Metro 2040 Growth Concept are permitted or will be permitted at densities and locations likely to be achieved. Guidelines - A city or county may demonstrate conformance with the performance standard above or show that zoning for all lands within the jurisdiction or the jurisdiction's planning area are consistent with the Metro 2040 Analysis Map. Local work should include review of development code standards to ensure that stated densities can actually be built. Examination of street and alley standards, setbacks, 1 I !low mom landscaping requirements, lot coverage and other standards which could reduce the density or floor area ratio goals should be completed. LULeasu. 2. Ch2n1 - zee ng tnvf t, P-mvCde .0b.- ~~Vnd._.m- ~uv " -----o - ~ v ..a.~. vs -aww :rrw Ewa.~. ui urn -Jess LS in station areas, regional and town centers, mainstreets and corridors. Expected Outcome Centers, mainstreets, station areas and corridors will accommodate their expected portion of growth in a manner consistent with the mixed use center designs of the Metro 2040 Growth Concept. Development and redevelopment in the region will be much more compact and pedestrian and transit friendly. These features would encourage continuation of. the protection of agricultural lands outside the urban growth boundary, a strengthened sense of community, reduced vehicle miles traveled and lessened air and water pollution. Performance Standard - Cities and counties shall demonstrate that the regulations affecting development and redevelopment within their jurisdictions' station areas, regional and town centers, mainstreets and corridors will meet numerical growth targets for the design types witfdn their jurisdictions and will be designed to be compact, mixed-use urban designs that are pedestrian and transit friendly. _ Guidelines - Cities and counties may: a) demonstrate that the growth capacity and transportation performance is equal to or greater than the Met 204.0 Analysis Map and 2015 Forecast for household and employment, or b) demonstrate the following: Alixed use 0 allow mixed uses in station areas, regional and town centers, mainstreets and corridors; Allowed uses In regional and town centers, station areas, corridors and mainstreets: aiiuw residential, retail and service uses, restaurants, medical professional offices, clinics, neighborhood civic and institutional uses, indoor recreational and entertainment uses; 0 permit multiple uses on one property; 0 prohibit storage as main use, vehicle sales or service uses, outdoor commercial recreational uses, outside storage; (except in corridors where such uses may be allowed) AML 2 ERMA a implement the design features of the Transportation Planning rule. L J J u Densities/Use Intensity In regional and town centers, existing station areas (or those planned and for which funding is identified), corridors and mainstmes, developments should: mom • have a minimum residential density of 15 units acre; • increase maximum density to 45 units acre; • have a minimum Floor Area patio of 0.5 new office and civic/institudonal uses; • have a minimum Floor Area Ratio of 0.4 for all other permitted uses and combinations of any permitted uses; • ensure that minimum density requirements may be applied to the sum of contiguous lots that are part of the same development project • allow for density transfer to preserve open space a establish a minimum density for redeveloping sites as the existing density of current use (on larger sites, where a masterplan for the entire site achieving minimum densities is approved, development may proceed in phases). Parking • remove or reduce minimum requirements (see Gresham requirements); • require no more than 2.9 to 3.5 spaces per 1000 square feet (adjust for building size) or less for retail uses; ® require no more than 2.5 spaces per 1000 square feet or less for office uses; MP ® require no more than 1.5 or less for centers, mainstreets and station areas or less for residential uses. • establish public parking facilities e allow shared parking reductions • link reduced standards to FAR - higher density enables lower standard • limit private, offstreet surface parking to a maximum of 150 % of the minimum. (Excepting public parking and/or structure parking) • require masterplans which indicate how the site could further reduce parking spaces over time, replacing parking spaces for additional building space, should demand for parking spaces decrease or not be evident. 3. Protect, restore and enhance natural resources and water quality. Expected Outcome - That development within urban areas will retain critical elements of the natural landscape, especially stream corridors and wetlands, so that existing and new residents will continue to enjoy this aspect of our region's existing quality of life. 3 I 1 Performance Standard - Demonstrate that the continuation of the natural system of existing stream corridors and wetlands are a part of urban development. Guidelines - Possible measures may include protection of stream corridors and wetlands by: ® Allowing generous on-site density transfers to obtain urban densities while maintaining wetlands, floodplains, steep slopes, sur,wn riparian areas and maximizing the zoning potential of the property by building on the remaining parts of the site. ® Requiring and implementing best management practices (13MPs) to treat stormwater before discharging to natural waterbodies as a condition for receiving building permits for residential, commercial and industrial developments. Requiring all transportation projects that result in a significant increase in impervious surfaces to address and eliminate where possible, mitigate where elimination is not possible, nonpoint pollution runoff to streams and wetlands ( other than wetlands created.for this purpose). All significant transportation projects which are adjacent to streams, wetlands, or other water bodies should be required to incorporate the use of appropriate passive treatment systems to reduce, to the maximum extent practicable, the conveyance of suspended sediments, oils, heavy metals and other pollutants to nearby water bodies. a directing Metro to address all state-wide goals, especially state (coal 5 compliance, for stream corridors and identified wetlands of regional significance. Measure Q. Implement the rural reserve and green corridors Expected Outcome - Separation of neighboring communities, such as Sandy, Canby and North Plains from the Metro urban growth boundary will be achieved. This is expected to enhance the sense of community for both the Metro area as well as neighboring cities and ensure that while growth is accommodated, that there is not limitless expanse of urban development. P: =A""Ut.G ►L7t"L&U4X_U. - r uUption of intergovernmental agreements. Guidelines - To the extent possible, Oregon cities outside the Metro urban growth boundary could choose to enter into agreements with their county, ODOT, Metro and other affected agencies to designate common rural reserves between the Metro urban growth boundary and the neighbor city urban growth boundary as well as designate common locations for green corridors along state highways. 1:\gm\jNnterim5.wpd 10/6/95 4 tl r AGENDA ITEM # AM. For Agenda of October 17. 1995 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE: Annexation Issues PREPARED BY_Rav Valone DEPT HEAD .O ADMIN OK ISSUE BEFORE THE COUNCIL Discussion and clarification of annexation issues as they relate to provision of services and annexation fees. This is not an action item. STAFF RECOMMENDATION Staff recommends that the council direct staff to: 1. Develop a work plan and initiate action to establish greater planning and development review authority throughout the city's unincorporated urban planning area in order to better serve it. Develop a new annexation fee structure as part of the current review of land use and development fees. INFORMATION SUMMARY As rapid city growth continues, especially along the western boundary, it becomes more important to plan and provide urban services for it. The policies concerning annexation affect the efficiency and timing of service provision. Staff believes that the current policies need to be revised to facilitate an orderly transition of our urban planning area. This can be accomplished by revising the comprehensive plan urbanization section and the Urban Planning Area Agreement with Washington County. Please see the attached memo for staff analysis of this issue. OTHER ALTERNATIVES CONSIDERED 1. Do not develop a work plan to establish greater planning and development review authority in the city's urban planning area. 2. Do not develop a new annexation fee structure. FISCAL NOTES o direct impact to the city. 1 / MEMORANDUM CITY OF TIGARD, OREGON TO: City Council FROM: Jim Hendryx and Ray Valone DATE: October 17, 1995 SUBJECT: ANNEXATION ISSUES RELATED TO PROVISION OF SERVICES AND APPLICATION FEES I suggest that the council review and discuss annexation issues relating to the provision of city ser!ices and application fees. This review is needed due to possible policy conflicts and procedural inconsistencies. It is important for the city to have in place a coherent set of policies to facilitate an orderly and efficient transition of its urban planning area. This discussion is especially important in light of accommodating the city's projected growth in a cost effective manner. It can also serve to frame the discussion regarding the city's plan to amend the Urban Planning Area Agreement. The following text includes planning area definitions, background information, a fee discussion and recommendations on annexation policy. TIGARD URBAN PLANNING AREA The city defined its present urban planning area through mutual agreement with Washington County in the 1983 Urban Planning Area Agreement (UPAA). This area was divided into two parts: the Active Planning Area, Area A, and Area of Interest, Area B (Map 1). Area A includes all land within the city, the Walnut Island and scattered areas along the south and southwestern border. The city is responsible for comprehensive planning and the preparation and adoption of a public taciiity plan wiihin finis arcs. hfea uclll,c.... _ unincorporated lands contiguous to Area A in which the city does not conduct comprehensive planning but in which it does maintain an interest because of potential impacts to Area A. These designated areas were carried forth to the 1986 and 1988 versions of the UPAA. EXISTING ANNEXATION POLICY The city's annexation policy as it relates to extension of services is contained in several Agh places. The urbanization section of the comprehensive plan (Policy 10.2.1) states that the. city shall not approve the extension of city or USA lines outside the city limits except: IN! Mill a. where applications for annexation for those properties have been submitted to the city; or b. where a nonremonstrance agreement to annex those p,-operties has been signed and recorded with Washington County and submitted to the city; or c. where the applicable state or county health agency has declared that there is a potential or imminent health hazard. According to the UPAA, the city shall not require annexation of lands in Area B as a. condition of the provision of urban services for development. The agreement is silent on annexation for services under the Area A section. The city's agreement with USA, dated June of 1990, states that USA will not extend sewer service to areas outside the city except with prior approval of the city where such areas are included in the UPAA between the city and Washington County (Section 5.A). It is not clear whether this statement refers to Area A or Area B, or both areas. Further, these two provisions in the separate agreements seem to be inconsistent. A 1992 memo from the city attorney confirms that there is an inconsistency between the agreements and it may be necessary to revise the UPAA to specifically identify those areas to which Section 5.A applies. Under current practice, the city requires annexation of properties in Area A to obtain city services. This course of action is based on Policy 10.2.1(a) and the fact that the UPAA does not restrict the city from requiring annexation within the Area A. The city does not require annexation for services in Area B due to the explicit restriction in the UPAA. We do, however, require that property owners sign a Consent to Annexation (nonremonstrance) contract, which serves as the city's approval mechanism as required by USA. The UPAA does not preclude the city from requiring such a contract for Area B properties. BACKGROUND Research into the historical files on the UPAA sheds light on the reason(s) the city did not require annexation in the Area B as a condition to the provision of urban services for development. By the time of the 1983 UPAA, the city had identified an urban planning area which it thought would accommodate planned growth to the year 2000. There was no need, therefore, for the city to have planning and service provision control in the area beyond its primary planning area. To facilitate city control in Area A, the draft 1983 agreement stated that the county and USA "shall prohibit the connection of new development within the Active Planning Area (Area A) to sewer system facilities without -ri„r Written approval of the city". The draft agreement went on to state, however, that USA shall have the option of providing sewer service in ine Ai-Ea of !ntcrest (:Area R! without obtaining consent of the city provided written notice is given to the city. This was for the purpose of allowing development to occur in the Area B without annexation to Tigard. These passages were deleted just prior to adoption by the city and county. Abridged versions of these provisions, without the original context, were included in the final 1983 UPAA and subsequent 1986 and 1988 versions, and in the 1990 agreement with USA. This may be the reason for the inconsistency between the agreements. 2 There has been a change of circumstances since the adoption of these policies. The city has experienced rapid growth in the past fifteen years, which has occurred mostly along the western city boundary. The land needed to accommodate this growth has been annexed from the Area of Interest (Area B). This can be seen in the progressive shrinking of this area from the 1983 UPAA map to the 1988 UPAA map and finally to the 1994 Urban Planning ernes man Wang 1 7 anti 3)_ ThP total annexed land area of 459 acrp% is shown on Man 4. ANNEXATION FEES The Portland Metropolitan Area Local Government Boundary Commission (Boundary Commission) charges a fee to process annexation requests. The fee is based on the amount of acreage in the territory to be annexed. Prior to August of 1988, the city charged each applicant a city fee for processing an annexation request as well as the Boundary Commission fez. Resolution 88-77 eliminated the city fee and set up a two-tier structure for the Boundary Commission fee. While the city pays the Boundary Commission fee for applicants in the Active Planning Area (Area A), applicants in the Area of Interest (Area B) are required to pay this fee. The council might want to revisit this fee structure in light of the changed circumstances mentioned above and resultant amount of activity in Area B. I contacted nine other cities to determine their approach to fees. Of the six cities that facilitate the Boundary Commission application process (fill out forms, take proposal to city council, etc.), three require a city processing fee. The other three do not charge the Ask applicant. Five of these cities require the applicant to pay the Boundary Commission fee and one city pays the Boundary Commission fee. The remaining three cities do not take an active role in annexation requests, directing applicants to go directly to the Boundary Commission. RECOMMENDATION Based on the above information, I recommend the following: A. The council direct staff to develop a work plan and initiate action, as appropriate, to establish greater planning and development review authority throughout the city's unincorporated urban planning areas (Areas A and B) in order to better serve them in an efficient and cost-effective manner. This may be accomplished through the following steps: i. ni-veloD/modify policies in the urbanization section of the comprehensive plan to define the entire unincorporated piaii1l1ilga,-Ca as the "Ac0-- Planning Area", give the city planning responsibility within this area, require annexation for services in this area, and establish clear and objective criteria for annexing of land. This task would be part of our department's :--checluled review and revision of the urbanization section. 3 2. Develop a logical, efficient plan for provision of urban services as land is annexed to the city from the Active Planning Area. This plan would be based on the information and recommendations resulting from the Urban Service Provision Study grant proposal. If the grant is not awarded to the city, we could proceed by using the best available information, including the sewer plan currently being prepared by the Engineering Division. 3. During the next review of the UPAA with Washington County, change Section III, Comprehensive Planning and Development Policies to designate the city's entire urban planning area as the "Active Planning Area". Add a provision that explicitly states that the city requires annexation, if eligibility requirements are met, as a condition of providing urban services in this area. Any citizen request to amend the UPAA would be processed at this time as well. B. The council direct staff to develop a new annexation fee structure, as part of the ongoing review of all community development fees, to accomplish the following: 1. Eliminate the two-tier fee system for Boundary Commission fees by either requiring all applicants to pay the fee or no applicants to pay the fee. This action would be consistent with redesignating the entire unincorporated urban planning area as the Active Planning Area. 2. Prepare a report for council recommending whether to reinstitute a city processing fee for annexation requests. This report would be included as part of the current review of all land use and development application fees being conducted by the department. Ask 4 %~7~, i ::'1. . i~ s.d~•, y i is ~ , llll p s+~ URBAN PLANNING AREA its, y ram i - A ~ • ~ EXHIBIT AQ~{~ f { .e WABHINGTON COUNTY-TIGARD URBAN PLANNING AREA AGREEMENT .c 4-- 5 IL qIT low 1885 ` ~`'linnl ~~ee U RBAN PLANNING AREA BOUVDARY N ` 9 911 ACTIVE PLANNING AREA a : y! AREA OF INTEREST $•r~`"~ • CITY OF TIGARD URBAN PLANNING AREA C.93y..: EXHIBIT A` •er WASHINGTON COUNTY-TIGARD URBAN PLANNING AREA AGREEMENT Q "•TIG RD- c 0~ 1 b TI R ; :,.c+. ~ • ' it - tGARO_ { ~fi 1 saw u/ I % r K lose TIGARD _ •s•• _ . _ a•... URBAN PLANNING AREA a~• .~•e i ~••~e BOUNDARY 1 N A ACTIVE PLANNING AREA .l AREA OF INTEREST THAIATIN yGARD t T GAQEA OF AGREENEN t"C, URBAN P4ANN z-_1_-- ff RY WSJ - A CF ii1EFE8t 1 t ~ ' 10,M ARE sokwARV ~ l i ~ faLL~j~ - } ; ~I { -a A { { All ~~5 ~ 1 r~ ~.1.. •ti .t7' • ~ ;.~<F+' ' t. .~`'-.LYE ~ ~ fri~s4:fs;i: U 1~7 t _~A z w and Active Plan~~ng p'•ea P5`e3 added to 197` 1995 • Y 9 ~~,sd ~5~79 195 L- Q stn9 < 1 ~ to 4s'a ~reF j J 459 7-04 y i y DAy{p1 A E)e LL~ouu~R--- 4 [ r a~ND FtU paa.ap~ 1p~~gr ° AGENDA ITEM # For Agenda of October 17, 1995 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SU1,JMARY ISSUE/AGENDA TITLE Establish Term Limits PREPARED BY: Liz Newton DEPT HEAD OK _1A4 CITY ADMIN OK ISSUE BEFORE THE COUNCIL Should the city establish term limits for the Planning Commission and Budget Committee? STAFF RECOMMENDATION 1. Discuss the proposed resolution establishing term limits for the Budget Committee. Discuss the proposed ordinance establishing term limits for the Planning Commission. INFORMATION SUMMARY Members of the City Council and the Library Board are limited to two terms of service. The City's Charter includes provisions for City Council; state law regulates Library Board members (ORS 357.465). Currently, there are no term limits for members of the Planning Commission or Budget Committee. For the sake of consistency, it seems appropriate to establish term limits for members of the Planning Commission and Budget Committee. After Council discussion on October 17, staff will incorporate revisions to the ordinance and resolution and submit for formal adoption at a future Council meeting. nTHF:R ALTFniTA.TiTy i.S CONSIDERED FISCAL NOTES ,gWone. Elm' 11mifflammi AGENDA ITEM # For Agenda of October 17, 1995 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SLMS~7'aY ISSUE/AGENDA TITLE Formalize the application and review process for appointment to Boards and Committees PREPARED BY: Liz Newton DEPT HEAD OK CITY ADMIN OK ISSUE BEFORE THE COUNCIL Should the City Council formalize the application and interview process for appointment to Boards and Committees? STAFF RECOMMENDATION Discuss the proposed resolution establishing a procedure for filling vacancies on Boards and Committees. INFORMATION SUMMARY Currently, the Mayor's Appointments Advisory Committee interviews individuals interested in serving on Boards and Committees. The Mayor's Appointments Advisory Committee is comprised of the Mayor and one City Council member that rotates on a 6 month cycle. The Advisory Conunittee conducts interviews on an as needed basis. Individuals participating in the interviews have completed a "Citizens Interest Application". Sometimes, applications are solicited in the Cityscape. At other times, interviews are conducted with individuals that have submitted unsolicited applications. The inconsistency in the recruitment and interview process often leads to delays in filling vacancies. In addition, individuals interested in reappointment are not always interviewed. A written procedure for recruitment and interviewing individuals for Board and Committee appointments would provide consistency and minimize delays in filling vacancies. The attached resolution, if adopted, would establish a procedure for recruitment, interviewing, and appointment of individuals to Boards and Committees. After discussion on October 17, staff will incorporate revisions to the esolution and present it for formal adoption at a future Council meeting. OTHER ALTERNATIVES CONSIDERED 1. Delay action at this time. 2. Modify and adopt the attached resolution. FISCAL NOTES No change. CITY OF TIGARD, OREGON RESOLUTION NO. 95- A RESOLUTION ESTABLISHING A PROCEDURE FOR RECRUITMENT AND APPOINTMENTS TO BOARDS AND COMMITTEES WHEREA 'A S , the City of Tigard warlts to appoint interested citizens to serve on various Boards and Committees; and WHEREAS, there is no formal procedure in place to guide the process; and WHEREAS, a written procedure for recruitment and interviewing individuals for Board and Committee appointments would provide consistency and minimize delays in filling vacancies. NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that: Section 1: Tigard City Council hereby adopts the following procedure for recruitment, interviewing and appointments to Boards and Committees. 1. Three months prior to the expiration of any term(s) on the Library Board, Planning Commission or Budget Committee, a recruitment notice shall appear in the CityScape. In addition, any incumbent(s) eligible for reappointment shall be contacted to determine their interest in reappointment. 2. Individuals interested in being considered for appointment to the Budget Committee, Planning Commission, or Library Board shall submit a completed "Citizen's Interest Application" by the deadline submitted in the CityScape. 3. The Mayor and Councilor serving on the Mayor's Appointments Advisory Committee shall be contacted and a time shall be scheduled to interview interested individuals two (2) months prior to the expiration of any term(s). 4. The staff liaison for the Board or Committee shall review the applications submitted and make recommendations to the Mayor's Appointments Advisory Committee on those individuals to interview. RESOLUTION NO. 95- Page 1 5. The Mayor and Councilor on the Mayor's Appointment Advisory Committee shall review the applications and, considering the recommendations of the staff liaison, select those individuals to be interviewed. Any incumbent(s) eligible for reappointment shall also be interviewed. 6. The Mayor's Appointment Advisory Committee shall make a recommendation to the full City Council no more than thirty (30) days prior to the expiration of any term(s). 7. Individuals not selected for an interview or individuals interviewed but not appointed shall be notified in writing. 8. Individuals appointed or reappointed shall be notified in writing at least twenty (20) days prior to the expiration of the term to which they are appointed. 9. The staff liaison shall contact the newly appointed Board or Commission member at least two (2) weeks prior to the beginning of the term to schedule an orientation. Reappointed members shall also be contacted and provided an opportunity to discuss issues of concern or interest with the staff liaison. PASSED: This day of 1995. Mayor - City of Tigard ATTEST: Citv Recorder - Citv of Tiaard _ RESOLUTION NO. 95- Page 2 Agenda Rom No g MEMORANDUM Meeting of I D ~ i-~ I G 5 Adft CITY OF TIGARD, OREGON TO: Mayor and Council FROM: Liz Newton, Assistant to the City Administrator DATE: October 9, 1995 SUBJECT: Space Needs Background over the last six months, a staff committee has been working with Ingrim Architecture as consultants on a study to analyze the best way to use existing space to house staff and efficiently provide service to the public through the summer of 1997. The consultant report addressed office areas and areas open to the public, including police and library facilities. The facilities used for equipment maintenance and vehicle storage were not part of the current space needs review. The report was to indicate locations for various staff positions (including staffing changes anticipated through the summer of 1997) and a general layout of office and public space. The consultant was to indicate the required support space such as meeting rooms, restrooms, public waiting areas, etc. The consultant was not to suggest major building revisions or remodeling but may have suggested minor modifications to existing buildings. Ingrim Architecture submitted a preliminary report on August 14, 1995. The report contained each departments needs (based on written and oral surveys conducted with each employee) and four specific options addressing current and future requirements. Initially, relocating the police department and/or the Library were considered but it was determined that the cost of moving either of those operations too high for the time period considered in the study. After discussion with staff committee, two more alternatives were developed. Options Following is a review of the options considered including a description and an assessment of how the option met the criteria considered by the staff committee. The criteria were: 0 maintenance of proximity of related work groups. ® cost. e provides sufficient long term or short term fix. ® impact on customer service. 0 other (i.e. moving departments to inappropriate location) OPTION 1 Features: - All employees would stay as presently located. - Systems furniture would replace existing furniture. - Secured, organized storage areas would be built in the Niche. - Library would be upgraded; moving circulation desk out into magazine area to create more space in the work room. Assessment: - Retains current proximity of work groups. - Each work station would cost $3,300; replacing furniture in Engineering would cost $39,600. - Furniture NIAY work over the long term but there is no guarantee. - Library staff believes proposed changes would create less room for patrons to wait, a negative impact on customer service. - This option does not address current concern that some departments are crowded and some have more than adequate room. OPTION 2 Features: - Police records room would be upgraded by adding systems furniture. AM. - mum Library would be upgraded as noted in Option 1. - Community Development (building and planning) would be located in the Water Building. - Engineering would be located in the Niche. - Office Services would move to the Annex. - Finance, Administration, Human Resources, Risk Management and Court would be located in City Hall. Assessment: This option was eliminated by the staff committee because separating Engineering from Community Development was believed to negatively affect customer service. In addition, renovation would be necessary in every building driving up the cost. OPTION 2A Features: - Police receives upgrades noted above. - Community Development would move to the Water Building. - The annex anct hngineez.iiiy would .'^,c m..')ved to the Water Building site. - Office Services, Finance, Administration, and Court would be located at City Hall. - Human Resources and Risk would remain in the Niche. Assessment: Maintains proximity of work groups (Community Development and Engineering). Estimated cost (systems furniture only in Police) is $110,000. Also could cost around $200,000 to pay off the Tigard Water District and the cities of Durham and King City for use of the Water Building. Not a long term fix because Community Development would have limited growth area. Expensive for a short term fix. No negative impact on customer service. OPTION 3 Features: - Police and Library receive upgrades noted above. - Office Services moves to the annex. - Engineering and Building move to the Water Building. - Finance, Planning, and Administration are located at City Hall. - Human Resources and Risk stay at the Niche. Assessment: This option was eliminated by the staff committee because the separation of Engineering and Building from Planning would have a negative impact on customer service and day to day operations. OPTION 4 Features: - Police and Library would receive upgrades noted above. - Engineering relocated to Niche. - Community Development relocated to Water Building. - Finance, Office Services, and Administration would be located at City Hall. - Human Resources and Risk would move to the Annex. Assessment: This option was eliminated by the staff committee because the separation of Engineering and Community Development would have a negative impact on customer service and day to day operations. OPTION 5 Features: IM - Police and Library would receive upgrades noted above. - Office Services, including Court and Records, and Finance would be located in the Water Building. - Engineering, Community Development, and Administration remain at City Hall. - Human Resources and Risk remain at Niche. Assessment: Retains proximity of work groups for good customer. Service and day to day operations. Es+:imated cost (with systems furniture for Engineering and Community Development) $192,300. Not a good long term fix because there is no room for growth in City Hall. Too expensive for a short term fix. - Neutral impact on customer service. Conclusion After review of all the options, none of them work for the time frame established for the study. It seems- apparent that we need to look more closely at a construction option. A plan should be developed taking into account the future needT of all city facilities (including maintenance services.) In the last few months an architect has reviewed the plans for adding a second story to city hall and police and it is structurally feasible. Construction costs (exclusive of architectural and engineering costs) are estimated at $1,600,000 - $1,840,000. There are plans for adding a floor over city hall but not the police department. Adding on over both city hall and police would serve us well for space but we may not be in compliance with our parking requirements. If we only add on over city hall, the space needs in the police department will be unresolved and the cost of an elevator for adding on over only half of the building may not be justified. The Library is investigating the WCCLS proposal for a levy that would fund building projects for all county libraries. At this time, cost estimates are being developed for plans to meet the library's needs through the year 2015. Ask MEN Nam