City Council Packet - 10/18/2005 ,
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Agenda Item No. .1.
For Agenda of I J, -.2-2 • 05 MI.Mawim
CITY OF TIGARD
OREGON
Tigard City Council Meeting Minutes
Date: October 18, 2005
Time: 6:32 p.m.
Place: Tigard City Hall, 13125 SW Hall Boulevard
Tigard, Oregon
Attending: Mayor Craig Dirksen Presiding
Councilor Sally Harding
Councilor Sydney Sherwood
Councilor Nick Wilson (arrived at 7:14 p.m.)
Councilor Tom Woodruff
Absent:
program
Agenda Item Discussion 8t Comments Action Items (follow up)
1. Workshop
Meeting
2. Joint Risk Manager Mills introduced this agenda
Meeting with item.
Senior Center
Board Senior Center Representatives Present:
Director Gardner; Board members Haldorson,
Seger, and Topf.
Items reviewed with the City Council included:
o Schedule of October events
o Information distributed regarding Meals on
Wheels. (Note: Prior to the City Council
meeting Council members were provided
dinner typical of a meal served to Meals on
Wheels' clients.)
o Reviewed the Community Development
Block Grant (CDBG) proposal for Center
improvements, which has received
preliminary approval for $450,000. (See
Council Agenda Item Summary on file in
the City Recorder's office for additional
information.) Risk Manager Mills advised
she is a member of the Steering Committee
Tigard City Council Meeting Minutes
October 18, 2005
Page 1
Agenda Item Discussion & Comments Action Items (follow up)
2. Joint which is supporting the grant application
Meeting with process. Needs for the Center include
Senior Center upgrades (remodeling) to the kitchen and
Board classrooms. Loaves and Fishes is committed
Continued to raising $100,000. There are no
guarantees of funding and the federal
CDBG program might be discontinued or
funding reduced.
o Appreciation of support of Tigard staff.
o Noted the need to address location sign
visibility for Senior Center. This was a
problem recently when emergency vehicles
were responding to a call to the Center.
3. Recess Council meeting recessed at 6:56 p.m.
Council
Meeting The City Center Development Agency
convened at 7:00 p.m. (Separate minutes for
the CCDA meeting have been prepared.)
4. Reconvene Council meeting resumed at 8:13 p.m.
Council
Meeting
5. Discussion Administrative Services Manager Robinson and
- Email City Recorder Wheatley presented the staff
Requirements report. A copy of the Council Agenda Item
- Public Summary and a review of issues are on file in
Records and the City Recorder's office. Administrative
Public Services Manager Robinson discussed with the
Meetings City Council recent developments relating to
the City of Beaverton and Nike debate
regarding personal computers and public
records.
Key points:
1. E-mail has the potential to be a public
record.
2. E-mail cannot be used to discuss a City
issue by a quorum of the governing body.
Tigard City Council Meeting Minutes
October 18, 2005
Page 2
Agenda Item Discussion U Comments Action Items (follow up)
6. Update - Library Director Barnes presented the staff
Washington report. The Washington County Cooperative
County Library Service (WCCLS) might place an
Cooperative operating levy before the voters on the
Library November 2006 ballot; no decision has been
Services made to go forward at this time. The current
estimate is that if the levy is approved,
taxpayers would pay 12-15 cents per $1000
of assessed property value.
There was Council discussion on competing
money measures on the November 2006
ballot. It is anticipated that a levy to support
the County Sheriff will be placed on the
November 2006 ballot.
The City Council also discussed the governance
structure, which is being reviewed by WCCLS.
The structure would be addressed within an
intergovernmental agreement (IGA). A draft
IGA has been presented to city managers in
Washington County. It is anticipated that an
IGA might be before the City Council in
December or January.
In response to a question from Councilor
Woodruff, Library Director Barnes advised that
benefits from WCCLS participation include
greater resources being made available to the
public including reciprocal borrowing among
the participating libraries.
There was discussion about the formula for
receiving WCCLS funding based on circulation
statistics. The City of Tigard, through the
current funding formula, "lost" $30,000.
Tigard City Council Meeting Minutes
October 18, 2005
Page 3
Agenda Item Discussion U Comments Action Items (follow up)
7. Update - Assistant to the City Manager Newton
Enhanced reviewed presented this agenda item.
Citizen Highlights of her review included:
Involvement o Activities of the Committee for Citizen
Opportunities Involvement: This committee is meeting
monthly and they have worked on the
Enhanced Neighborhood Program, Hispanic
community outreach, the Capital
Improvement Program, and land use issues.
o The citizen leadership series has been
running with the last meeting scheduled for
November 17. There are 16 participants.
After the holidays, the group will meet to
work on a project. Assistant to the City
Manager Newton suggested this program be
offered by the City every other year.
o Use of the Web Page continues to increase.
New features include RSS, which allows a
user to subscribe and have specific
information delivered to their computer.
Live web casts are also available when the
City of Tigard webpage is accessed.
o The enhanced Neighborhood Program is
slightly behind schedule. Boundaries have
been established with areas identified for
the pilot program and 54 people have
indicated they would be interested in
participating. The Community Connector
activities will become part of the
neighborhood program. It is anticipated
that neighborhoods will be able to have
their own web page.
8. Discuss Assistant to the City Manager Newton
Branding/ facilitated this agenda item discussion.
Graphic Consultant Marcusen reviewed design concepts
Identity with the City Council. Mr. Marcusen will
Design return at a later date with a few final concepts
Concepts for City Council review.
Tigard City Council Meeting Minutes
October 18, 2005
Page 4
Agenda Item Discussion a Comments Action Items (follow up)
10. Non Council discussed the recent action by the
Agenda Items Washington County Visitors Association, which
took away funding previously provided to
County Chambers of Commerce. Mayor Kidd
of Forest Grove advocates that this funding be
restored. City Manager Prosser noted that a
Tigard Chamber of Commerce representative
will attend next week's Council meeting and
suggested the Council discuss this matter with
the representative. In addition, the City
Council should ask the Chamber representative
about the Tigard Chamber's position on the
"telecom bill."
Councilor Harding, who serves as the liaison
from the City to the Metropolitan Area
Communications Commission (MACC),
reported on recent discussions regarding public
access television. City Council agreed with
Councilor Harding's position that local
jurisdictions should be given first choice for
scheduling over those who are from other
jurisdictions. She noted the local jurisdictions
provide the funding for this public access
television. MACC has also been reviewing and
responding to franchise fee issues.
Councilor Harding reported on recent
preliminary discussions by the Washington
County Coordinating Committee regarding a
gas tax proposal. This topic will be scheduled
for further discussion at next week's City
Council meeting (October 25). There was
brief discussion on this matter including
support for a city gas tax rather than county-
wide with specific projects identified. In
addition, Mayor Dirksen supported a "sunset
clause" accompany any proposal for a gas tax.
Tigard City Council Meeting Minutes
October 18, 2005
Page 5
Agenda Item Discussion U Comments Action Items (follow up)
10. Non City Manager Prosser clarified that Street
Agenda Items Maintenance Fee funds were being expended as
Continued approved by the Street Maintenance Fee
ordinance, including an amount for
administrative services to cover staff time and
effort to design and bring projects forward.
a C-Therine Wheatley, City Re border
Attest:
"-6
Mayor, City of Tigard
Date:
Tigard City Council Meeting Minutes
October 18, 2005
Page 6
Revised 10/13/05 - Times adjusted - CCDA Meeting time
lengthened by 15 min., which affected the Council time est.
F ARD CITY COUNCIL
MEETING
ER 18, 2005 6:30 p.m.CITY OF TIGARD
IGARD CITY HALL OREGON
125 SW HALL BLVD
IGARD, OR 97223
11-
0
PUBLIC NOTICE:
Anyone wishing to speak on an agenda item should sign on the appropriate sign-up sheet(s).
If no sheet is available, ask to be recognized by the Mayor at the beginning of that agenda
item. Citizen Communication items are asked to be two minutes or less. Longer matters can
be set for a future Agenda by contacting either the Mayor or the City Manager.
Times noted are estimated; it is recommended that persons interested in testifying be present
by 7:15 p.m. to sign in on the testimony sign-in sheet. Business agenda items can be heard
in any order after 7:30 p.m.
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 503-639-4171, ext. 2410 (voice) or 503-684-2772 (TDD -
Telecommunications Devices for the Deaf).
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 by calling: 503-639-4171, ext. 2410 (voice) or 503-
684-2772 (TDD - Telecommunications Devices for the Deaf).
SEE ATTACHED AGENDA
COUNCIL AGENDA - OCTOBER 18, 2005 page 1
AGENDA
TIGARD CITY COUNCIL MEETING
OCTOBER 18, 2005
6:30 PM
1. WORKSHOP MEETING
1.1 Call to Order - City Council & Local Contract Review Board
1.2 Roll Call
1.3 Pledge of Allegiance
1.4 Council Communications & Liaison Reports
1.5 Call to Council and Staff for Non-Agenda Items
6:35 PM
2. JOINT MEETING WITH THE SENIOR CENTER BOARD
a. Staff Report: Administration Staff
b. Council and Senior Center Board Discussion
7:05 PM
3. CITY COUNCIL MEETING WILL RECESS
A meeting between the City Council, City Center Development Agency,(an urban renewal
agency), and the Planning Commission will convene.
8:20 PM
4. CITY COUNCIL MEETING WILL RECONVENE
8:25PM
5. DISCUSSION OF E-MAIL REQUIREMENTS RELATING TO PUBLIC RECORDS
AND PUBLIC MEETINGS
a. Staff Report: Finance Staff
b. Council Discussion
8:45 PM
6. UPDATE ON WASHINGTON COUNTY COOPERATIVE LIBRARY SERVICES
a. Staff Report: Library Staff
b. Council Discussion
COUNCIL AGENDA -OCTOBER 18, 2005 page 2
9:00 PM
7. UPDATE ON ENHANCED CITIZEN INVOLVEMENT OPPORTUNITIES
a. Staff Report: Administration Staff
b. Council Discussion
9:15 PM
8. DISCUSSION OF BRANDING/GRAPHIC IDENTITY DESIGN CONCEPTS
a. Staff Report: Administration Staff
b. Council Discussion
9:45 PM
9. COUNCIL LIAISON REPORTS
10. NON AGENDA ITEMS
11. EXECUTIVE SESSION: The Tigard City Council may go into Executive Session. If
an Executive Session is called to order, the appropriate ORS citation will be
announced identifying the applicable statute. All discussions are confidential and
those present may disclose nothing from the Session. Representatives of the news
media are allowed to attend Executive Sessions, as provided by ORS 192.660(4),
but must not disclose any information discussed. No Executive Session may be held
for the purpose of taking any final action or making any final decision. Executive
Sessions are closed to the public.
10:00 PM
12. ADJOURNMENT
COUNCIL AGENDA - OCTOBER 18, 2005 page 3
AGENDA ITEM # 21
FOR AGENDA OF 10/18/05
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE Joint Meeting with Senior Center Board
PREPARED BY: Loreen Mills DEPT HEAD OK CITY MGR OK A
:11 V
ISSUE BEFORE THE COUNCIL
Annual joint meeting with the Senior Center Director & Board.
STAFF RECOMMENDATION
No action is anticipated.
INFORMATION SUMMARY
City of Tigard and Loaves and Fishes have been partners in operating the Tigard Senior Center for more than 20
years. Each year during the fall, the City Council and Tigard Senior Center. Director & Board meet to provide an
open forum to discuss the types of programs being delivered to the significant multi-cultural senior population in
our community.
As discussed during previous visits, one of the challenges for the City and Loaves and Fishes at the Tigard Senior
Center is to keep current service and program needs relevant for today's senior population while preparing to meet
the escalating demands for services and programs as the "baby boomers" mature. Tigard's population of 65 and
older is over 10% with the baby boomers making up another 22% of our population base.
Knowing the service and program needs are on the rise and space is limited at the existing Senior Center, the City
has received preliminary approval for a $450,000 CDBG Grant for Center improvements. The plan is to apply for
the grant in October, 2006 and begin the remodel project shortly after 7/1/07. There is $450,000 identified in the
City's 5-year CIP budget and financial forecast to match this grant and Loaves and Fishes is committed to raising
$100,000. The Senior Center Director will explain some of the process in place for achieving the space
improvements at the Center.
The Senior Center operation continues to be run very cost effectively and the Center is very successful in
fundraising, however, these efforts alone will not be enough to meet the "baby boomer" explosion on the senior
service industry.
OTHER ALTERNATIVES CONSIDERED
N/A
VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY
N/A
ATTACHMENT LIST
N/A
FISCAL NOTES
as
The City currently funds the Senior Center operation by providing cash in the amount of $26,000 in this fiscal
year and in-kind services valued at about $66,100. In-kind services include utilities (other than phone),
janitorial services, public works staff time and materials for building maintenance, etc.
The total budget (excluding City in-kind services) at Tigard Senior Center for Tigard Loaves & Fishes for last
year was about $270,000. The resources taken in at the Center was just under $182,000. That includes money
from contracts held by Loaves & Fishes for the senior nutrition program ($78,000), money from people who eat
the meals ($38,000) and interest on the Center's endowment of almost $9,500. Additional projects, pancake
breakfast, and sales brought in an additional $10,000. With the $20,000 from the City of Tigard there was still a
shortfall of almost $89,000 for the day-to-day operations. That support came from funds raised by the Loaves &
Fishes Centers Incorporated. The Loaves & Fishes support totaled $132,000 due to all the government contract
money coming through L&F contracts.
Over and above the budgeted funds mentioned above, it is important to also recognize the contract for client
services that supplies so much for seniors and their families through the work that our coordinator does in the
community. Also, there is savings for the Tigard Center because we get our food through an operation that
prepares 4,000+ meals a day.
There is $450,000 identified in the City's 5-year CIP budget and financial forecast to match this grant and Loaves
and Fishes is committed to raising $100,000.
Lm\H:\DOCS\Senior Center\CC Sum 10-18-05.doc
Tigard Loaves & Fishes - Tigard Senior Center
Building Improvement Project Notes
September 13, 2005
Reception/Administration Classrooms Building & Exterior
Libra /Conversation area Technology/Media Room Outdoor Lighting
Gas Fireplace With Internet access Better Si na e
Gift Shop Fitness (open area for yoga, etc Raised Gardens
2 Small Conference rooms Arts & Crafts -1 wet sink & 1 d Outdoor Activity Area/Classroom
3 Offices Education classes Footpath around Building/Cam us
Information Center/Outreach Support groups Water Fountain
Job Center/paid+volunteer Wellness Center/Foot care Outdoor Fireplace
Intercom/PA system Small room with a sink Outdoor Art Sculptures
Individual Computer access Space for all existing clubs & classes Transportation/ Bus Service
Covered load in /unloadin passengers
Kitchen Food Service Dining Room Building Interior/General
Loading Dock (covered) Fitness/Dancing Good Lighting
Storage Card Playing & Games Bulletin Boards
All Da Meal Service Focus on Lunch Acoustics
Meals on Wheels Staging Area Club Meetings Lots of Storage
Coffee Shop/Lounge Receptions & Parties Updated Bathrooms - one with a shower
Display for Donated Food Items Appropriate Flooring
Piano & Music
Movies &/or Power Point Presentations
Sound System
-_D-4 k G`r e n (
l ~l t~lc~s
Building Improvement Committee -Notes from Meeting July 19, 2005
Barbara Powell, Mary Ellen Seger, Loreen Mills, Karen Gardner and Jay Leet. Absent: Bill Gerkin
and Mary Ann Hulquist
We focused on making sure the top priorities for our center are being met and will continue to be
met into the future as we address the need for building improvement..
The mission of Loaves & Fishes is "That no senior will go hungry or experience social isolation."
The bylaws of our Center state "Tigard Loaves & Fishes Senior Center is organized to promote
the health and well-being of older adults in the Tigard, King City, Metzger & Progress areas by
providing and advocating for nutrition and social services in a group setting and in the homes of
homebound older adults."
Therefore, we want to focus on Food and Socialization as we try to envision senior building use
in the years to come.
Our 4 concentration areas:
Kitchen & Food Service
(1) up-to-date kitchen equipment
(2) efficient kitchen layout
(3) adequate storage
(4) flexible & expandable
Attractive, Friendly & Safe Environment
(1) update the bathrooms
(2) update interior lighting (and PA systems and phone systems)
(3) provide coat racks
(4) welcoming lobby
(5) replace the carpeting (with vinyl?)
(6) indoors: organized & clean, adequate storage
(7) outdoors: community garden, master gardener resource, scenic grounds & landscaping,
openness, walking & outdoor activities, pet friendly, front entrance for buses
Access to the Center ,
(needs to be accessible by foot, bike, bus, max, car)
(1) traffic flow & parking (one way traffic around the building?, MOW driver queue? Packing
and pick up of Meals-on-Wheels, better signage about traffic flow and overflow parking?)
(2) bus drop off area & covered entrance
(3) lighting for evening hours
Activities, Classes, Meeting Space, Resources
(1) coffee shop/lounge, hang-out, restaurant style hours, cafeteria style, senior take out
(2) cooking facility, cooking classes, gourmet/ cooking for 1 or 2?
(3) entertainment: theatre, music in the evening, travel presentations, multicultural activities
(4) exercise & fitness: weight room, exercise room, dancing
(5) media center: computers for individual use and classes,
(6) meeting space/rooms for art classes, guest art displays, knitters, quilters, woodcarvers,
card players, etc hobbies & crafts
(7) resource center for information, a place to help identify people with similar interests or find
services such as handyman & cleaning
(8) volunteer service opportunities and information, teaching, learning, sharing knowledge &
experiences, links to other volunteer opportunities
(9) wellness center: foot care, resource information, speakers etc.
Cath„ Wheatle Snr Ctr Board df
C_~_.y.Y
Tigard Senior Center Lc
8815 SW O'Mar
503-820-4813
NAME Term Affiliation
Mike Barr 2008 MOW (Meals on Wheels)
Myrna Boyce 2008 Community-at-Large
Cheri Collier Pac. Pointe Lions, Pac Pointe
David Craig Kiwanis Kiwanis
Art Davis 2007 Community-at-Large
Shirley Fisher Garden Club Tigard Garden Club
Bill Gerkin 2007 KC Lions
Jean Haldorson CHIC CH1C(Community Health)
Mary Ann Hulquist Garden Club Tigard Garden Club
Clarence Larson 2006 Dining Room Lunch Program
Jay Leet 2008 Community-at-Large
Kris Magaurn CHIC ESL< PCC staff member
Loreen Mills City of Tigard City of Tigard
Barbara Powell 2006 Chair, Community-at-Large
Mary Ellen Seger 2006 V. Chair/Centers Council, MOW
Corry Stolk 2007 Community-at-Large, KC Lions
Christa Topf Gift Shop TG Treasures Manager, 4uilters
Carol Williams 2007 MOW (Meals on Wheels)
STAFF---'
Karen Gardner
Barbara Mahoney
Evelyn Stocking
TIGARD CENTER HOURS STAFF
SENIOR 8:30 - 4:30 Weekdays Karen Gardner
CENTER Center Director
Tigard Senior Center's Loaves & Barbara Mahoney
Fishes programs promotes the Center Staff Assistant
503-620-4613 health and well being of older adults
9 Evelyn Stocking
Each weekday at noon, seniors gather for regardless of their income by Kitchen Coordinator
a hot nutritious meal. providing and advocating for
nutrition and social services. We Carol Petrotta
Client Services Specialist
Those less able to get out and about supply food and offer friendship and
receive Meals on Wheels delivered by information and referral to services
volunteer drivers. to help seniors stay independent CLASSES:
Writing
and active as long as possible. Easy Moves Chair Exercises
Meals are designed to supply over one- Knitting, Quilting
third of daily nutritional requirements and Meals on Wheels deliveries 11:00 - 12:00 Tai Chi, Yoga
Lunch and salad bar at the Center at 12:00 Spanish, Painting
are paid for by voluntary contribution. Please sign in by 11:45 Computers, Wood Carving
China Painting
English as a Second Language
VOLUNTEERS
TIGARD TREASURES Deliver Meals-on-Wheels Healthy Aging
Gift Shop open Serve lunch at the Center Activity promoted
Mon-Fri 9:30-2:30 • Participate in Center planning
Handcrafted items Are you new to the Community?
Proceeds support • Teach Classes Lost interest in eating alone?
Center activities. Help raise funds or provide office help
Tired of cooking?
• Tutor in the English as a Second
1 Language Program Come for lunch
Weekdays at noon
• Adopt aWaist-High Garden
r - Work in Gift shop, Tigard Treasures Your donation helps
Host, plan parties, arrange flowers make these services possible and
n you become our partner in supporting
successful aging in our community.
Tigard Senior Center
8815 SW O'Mara
Tigard OR 97223
SERVICES FOR
SENIORS AND Phone: 503-620-4613 LOAVES&FISHES
THEIR FAMILIES Fax: 503-620-4710 The Meals-On-Wheels People
Home delivered meals and Email: kgardner@Ifcpdx.org
Lunch at the Center
Information & Referral
Outreach & Peer support T I G A R D SENIOR
to
Transportation information 1-5 CENTER
Classes & Activities Home of Loaves & Fishes,
217 I The Meals-on-Wheels People
Alzheimer's Support Groups
Programs, volunteer opportunities
Quilting, knitting, china and classes for area Seniors
painting, and other crafts Hail Blvd ServingTigard, IGng City
Metzger and Progress in
Blood pressure Clinic 99 W partnership with the
Foot care clinic Pacific Hwy City of Tigard'
8815 qma a Portland Community College and
Hearing Aid assistance ® Washington County Aging
Home Health Equipment loan to Tigard Seni r Center and Veterans Services
King ~
Music & Entertainment city o ara i
McDonald St.
Paperback book exchange
Durham Road
Senior Law Project to Newberg
Tax Assistance
Senior Health Insurance S03-620-4613
Benefit Assistance
Your Gifts Are Needed prescription coverage at lunch on Wednesday Dear Carol,
October 12 and 26. There may be assistance
available for some through Social Security to Are there anv nutritional differences between soft and hard cheeses?
Please continue to support Tigard Loaves & Fishes Center with your financial gifts. pay for the premiums. Sally
All of our programming at the Tigard Senior Volunteers Needed! Dear Sally,
Center depends on the generosity of our
community. We have some funding from the Tigard Loaves & Fishes Center needs Ounce for ounce, hard cheeses tend to offer a better nutritional profile than soft cheeses. That's
federal government, as well as support from volunteer Meals-On-Wheels drivers for mainly because cheese loses moisture as it ages and hardens. So each serving of the harder
the City of Tigard and the City Council. But regular weekly routes. These hot meals are types generally packs more calcium, protein and minerals than the softer, younger types. More-
the majority of our funding comes from the delivered to homebound seniors in Tigard, over, the harder, aged ones-excluding grating cheeses like Parmesan-tend to
participants in our meal programs and King City, Metzger and Progress Monday contain less sodium, because they're generally more flavorful, so less slat is
donations from volunteers, community groups through Friday in the late morning. Each route fAccording needed to enhance their taste. There's no consistent connection between
and local businesses. Thank you for your takes about an hour and a half and usually f rmness and fat content. However, lower-fat versions of virtually any cheese
continued help in this important work. includes 8 to 10 stops. typically provides 25% to 50% less fat than the regular versions and at least
October Activities Quest Speaker Talks as much of the beneficial nutrients.
Fall classes About Planning Ahead to the National Dairy Council, Americans are consuming more
apish,, Lifetime Fitness, eese than ever before. Between 1990 and 2000, per capita consumption of
Beginning Spanish English as a second Andrea Jones will be with us before and after cheese increased by more than 21 Cheese contains a high concentration of essential nutrients,
Language, Writing, Jewelry Making, lunch on October 4 to provide information in particular high quality protein and calcium, as well as other nutrients such as phosphorus, zinc,
Watercolor painting, and Computers for the
OlderAdult• about preplanning funeral expenses. Gary vitamin A, riboflavin, and vitamin B 12. In 1999, cheese provided 25% of the calcium available
Rust will talk about reverse mortgage options in the U.S. food supply, a sixfold increase from just 4% in 1909.
Regular groups meet for knitting and later in the month. Help is available by
crocheting, quilting, woodcarving, bridge, appointment from Loaves & Fishes Centers Because cheese is a calcium-rich food, its inclusion in the diet may help reduce the risk for
pinochle, computer help, for endowment gifts in estate planning and for osteoporosis. In addition, cheese, in moderation, is included in the DASH diet to help reduce
Our center is the home of the Tigard Art charitable annuities. the risk of hypertension. As with all foods, eat cheese in moderation. But cheese in your diet is a
Club, Garden Club, Knitting and Embroiders good source of calcium. Bon Apetite!
Guilds, Westside Stamp club, CCC Alumni, Carol
Rose City Model A. Oregon Trails Model T, o
and Northwest Vintage Speedsters. a 1
o
Senior Health Insurance Benefits
.M.
Assistance comes from Mike who meets
o
with seniors about the new Medicare Part D 0 00
-D61-4, kale, 6&,
Loaves & r'skes Centers OAVES FISHES ENTERS Tigard Center Edition
Amhleside rook Lok rjellwood-Moreland The Nfe ls-fJrt=Wl eels t'c>ppk October 2005
600 NE 8'h, Rm 155 4937 SE Woodstock 1814 SE Bybee
Gresham OR 97030 Portland OR 97206 Portland OR 97202
503.988.4850 503.771.3601 503.235.0112
Diane Henning, Manager Yen Bee, Manager Linda James, Manager
Beaverton Hollywood jouthwest Menu
5550 SW Hall Blvd. 1907 NE 45" Ave. 7688 SW Capitol Hwy. 00J fo ~ kou Inside!
Beaverton, OR 97005 Portland OR 97213 Portland OR 97219 F T g
503.643.8352 503.281.8109 503.244.3873
Rebekah Albert, Manager Mary Longman, Manager Donna Ti•illi, Manager
Eating More for Better Health: Fruit &t Veggie Insights
Belmont Lents Tigard
4610 SE Belmont 10325 SE Holgate, # 121 8815 SW O'Mara WAmerica, th obesity becoming epidemic in smoothie.
Portland OR 97214 Portland OR 97266 Tigard OR 97223 eating more for better health
503.988.5566 503.762.8997 503.620.4613 2. Eat Out, Eat Smart'
Elena Raab, Manager Moira McHale, Manager Karen Gardner, Manager may seem like the latest fad diet. It's definitely
not. W are talking about fruits and vegetables, # Choose baked or roasted sweet potatoes
Cherry E)lossom Northeast Tualatin-Durham and there is overwhelming evidence that eating instead offi7es.
740 SE 106 Ave. 5325 NE MLK Blvd. 8513 SW Tualatin Rd. Baked a les, oached ears or fresh
Portland OR 97216 Portland OR 97211 Tualatin OR 97062 at least five and as many as 10 servings each pp p p
503.256.2381 503.988.5211 503.692.6767 day can help protect berries make a great dessert.
Joe Lvons, Manager David Lomax, Manager Judy Sutton, Manager against major diseases 3. Count on Convenience
E-Im Court Rockwood Two Rivers like cancer, high blood
11 I l SW 10`h Avenue 19100 SE Burnside St. 9009 N Foss pressure, stroke and ' Stock up on frozen veggies-they are easy
Portland OR 97205 Portland OR 97233 Portland OR 97203 heart disease. The real to microwave and a great addition to soups,
503.988.4485 503.709.9882 503.988.4088 kicker is that more is 4 Keep canned fruit in the fridge ready to add
Paul Branch, Manager David Herpst, Manager Ruth Jensen, Manager 8i= better when it comes to to cereal or as the start of a fruit salad.
Nleekend/Holiday, 4610 SE Belmont, Portland OR 97214, 503.988.6223 eating a variety of colorfu I produce. 4. Be a Trend Setter
Caroline Henry, Manager
There are a few ground rules. Variety is a Pick up a variety of fruits instead of donuts
satellite Locations must. Make each choice a different color and when it's your turn to bring snacks to your
IRCO P5U Native American Tacoma street take advantage of Mother Nature's system for next committee meeting.
10301 NE Glisan 710 SW Jackson 1422 SE Tacoma Street distributing nutrients. With little or no prepara- 4 Mix raisins and other dried fruits with nuts
Portland OR 97220 Portland OR 97202 Portland OR 97202 tion, fruits and vegetables can be the ultimate for a quick snack.
503.256.2381 503.988.4485 503.235.0112 fast food.
Irving street NARA King City Town Hall 5. Roast it
1808 NW Irving St. 15 N Morris 15245 SW 116th Ave. Five ADay -Fast and Easy
g # Roasting is a quick, easy way to bring out
Portland OR 97209 Portland OR 97227 Portland OR 97224 1. Blend It the best flavors or many vegetables, such as
503.988.4485 503.988.5211 503.620.4613 carrots, eggplant, red peppers, squash,
Barbara Mahoney, Manager 4 Try blending your favorite fruits with low fat
yogurt or sherbet, milk and ice to make a onions, sweet potatoes, beets and asparagus.
TIGARD MENU - OCTOBER 2005
Entree 2, available only at senior dining sites, will also receive menu items not in bold print.
Mini Salad Bar will be substituted daily in the dining room for salad item listed on menu.
Mon 3 CHICKEN w/ NOODLES, Capri Mix Vegetables, Broccoli Cut, Chilled Pineapple, Wheat Roll, Frosted Brownie
*Canadian,Bacon & Cheese Quiche
Tue 4 SALISBURY STEAK with Gravy, Colcannon, Oregon Bean Medley, Mixed Greens w/ Bleu Cheese
Dressing ( MOW - Italian Drs.), Whole Wheat Roll, Pear Halves w/ Cranberry Sauce
*Chicken Salad Rollup, Shredded Lettuce, Boston Clam Chowder
Wed 5 BREADED FISH with Lemon Wedge & Tartar Sauce, Scalloped Potatoes, Diced Carrots, Creamy Coleslaw,
Whole Wheat Roll, Chocolate Zucchini Cake
y Gravy
*Chicken Fried Steak with Countr
Thu 6 TURKEY TETRAZZINI, Peas & Pearl Onions, Marinated Green Beans, Wheat Roll, Seasonal Fresh Fruit
*Alimentos Menu
Fri 7 FIESTA CHICKEN with Sour Cream & Salsa, Brown Rice, Chuckwagon Corn, Spinach w/ Red Cabbage &
French Dressing, Whole Wheat Roll, Vanilla Custard
*Baked Salmon
Mon 10 BEEF & MACARONI CASSEROLE, Cauliflower, Lima Beans, Vegetable Gelatin, Roll, Strawberry Luscious
*Baked Ham with Cranberry Sauce & Mashed Potatoes
Tue 11 CHICKEN BASIL SAUSAGE, Rosemary Potatoes, Scandinavian Vegetables, Cottage Cheese & Peaches,
Whole Wheat Roll, Chocolate Chip Cookies
*Roast Beef & Cheese Sandwich with Shredded Lettuce, Sliced Tomato, Club Cheddar Cheese Soup
Wed12 BEEF BURGUNDY, Spiral Noodles, Vegetarian Dinner Blend, Layered Salad, Whole Wheat Roll, Key Lime Pie
*Chicken Smitane
Thu 13 ROAST PORK w/ Gravy, Mashed Potatoes, Peas & Carrots, Red & White Slaw, Roll, Vanilla Pudding
*Alimentos Menu
Fri 14 SAVORY BAKED CHICKEN, Rice Pilaf, Sugarsnap Peas, Tossed Salas w/ Cream Italian Dressing, Whole
Wheat .Roll, Buttery Lemon Square
*Chili Dog f+/ Shredded Cheese & Diced Onions
Mon 17 PORK with VEGETABLES, Oriental Rice, Winter Mix Vegetables, Mandarin Oranges, Roll, Snickerdoodle
*Cheese Raviolis & Green Peas
Tue 18 ROAST BEEF with Gravy, Baked Potato, Peas & Pearl Onions, Vegetable Gelatin, Roll, Raspberry Buckle
*Ham & Cheese Sandwich with Shredded Lettuce, Sliced Tomato, and Mayo Pkg., French Onion Soup
Wed19 CHICKEN STROGANOFF, Rotini Pasta, Capri Mix Vegetables, Carrot Raisin Slaw, Whole Wheat Roll,
Blueberry Yogurt Swirl
*Vegetarian Pizza & Tossed Salad with French Dressing
Thu 20 SPAGHETTI with Meat Sauce & Parmesan Cheese, Oregon Bean Medley, Mixed Greens with Italian
Dressing, French Roll, Cherry Cobbler
*Alimentos Menu
Fri 21 BAKED SALMON with Cucumber Dill Sauce, Seasoned Rice, Broccoli Cuts, Claremont Salad, Roll, Pears
*Mushroom & Cheese Omelet & Hashbrowns
Mon 24 CHICKEN SUBGUM with Yakisoba Noodles, Chopped Spinach, Carrot Pineapple Salad, Roll, Fortune Cookies
*Macaroni & Cheese with Hot Dog & Sliced Carrots
Tue 25 SWISS STEAK with Gravy, Mashed Potatoes, Green Beans, Layered Salad, Roll, Cranberry Applesauce
*Submarine Sandwich (Turkey, Ham, Cheese) with Lettuce, Tomato, Cream of Broccoli Soup
Wed26 CHICKEN PROVENCE, TO Cut Red Potatoes, Winter Mix Vegetables, Spinach w/Red Cabbage Salad &
Italian Dressing, Whole Wheat Roll, Rice Pudding
*Baked Potato Bar with Ham, Shredded Cheese, Sour Cream, & Diced Green Onions
Thu 27 VEGETARIAN LASAGNA, Country Trio Vegetables, Cottage Cheese & Chilled Pears, Whole Wheat Roll,
Peanut Butter Cookie
*Alimentos Menu
Fri 28 TUNA CASSEROLE, Sliced Zucchini, Diced Carrots, Cabbage Parfait Salad, Banana Bread, Seasonal Fruit
* Taco Salad ( Bee,) with Refried Beans, Shredded Lettuce, Cheese, Tomatoes, Sour Cream, Taco Sauce &
Tortilla Chips
Mon31 BBQ CHICKEN, Brown Rice, Sugarsnap Peas, Patio Salad, Whole Wheat Roll, Frosted Almond Cake
*Beef Stew w/ Potatoes
MENU IS SUBJECT TO CHANGE. Each meal includes milk and a choice of coffee or tea (senior dining sites only).
Modified diets are available with a doctor's prescription: soft, low sodium, diabetic, low cholesterol.
Cholesterol:. Cut the Fat, But.... Real Opportunities With The Allergies of Autumn
You know that cutting fat can help you lower cholesterol. But there '.V ne►vs about tholes- Real Estate The itchy eyes, runny nose and sneezing
terol. A new major study found that it's not enough to go fat free. It's just as important to Are you like many Oregonians who have brought on by fall allergies can make a house
replace fats with nutritious foods rather than convenience items such as fat-free cookies and experienced tremendous growth in the value prisoner of the greatest nature ]over.
chips. of your real estate lately? Maybe you own a What's Causing the Misery? A number of
In the study, everyone followed a low-fat diet, but participants who replaced fats with plant- rental property or two besides your home. If grasses and trees and can e a source of
based foods doubled the drop in their total and bad (LDL) cholesterol levels compared to those you are thinking that it is time to sell, consider allergies, but ragweed is the number 1. culprit
who replace fat with convenience foods typical of the American diet. That may be because a the advantages of a Charitable Remainder for hay fever sufferers. Also, troublesome
low-fat, veggie-based diet provided cholesterol fighters such as fiber and compounds called Trust (CRT). You can potentially enjoy molds thrive in warmth and humidity, making
plant sterols. Here's how to start making the switch: five favorable tax advantages by virtue of rotting wood or decomposing leaves in the
Sweeten with fruit, not sugar. Sprinkle ben ies on your creating one trust arrangement. Those tax yard and gutters a prime place for them to
morning cereal.... bring an apple to work for a midday advantages are: grow.
much ...follow dinner with kiwi, mango, papaya or other exotic 1. Avoidance of capital gain tax What Should I .Do? You don't have to be a
fn►it. prisoner; just choose outdoor time wisely.
2. Large income tax deduction peak pollen times, which are between
Replace meat with healthy alternatives. Try protein-rich Avoid 3. Tax-free compounding inside your CRT 5 and 10 a.m., and stay indoors on dry, .
soy burgers and vegetarian burritos, for example. Worried about
taste? There are 4. Income payments taxed to you at windy days. If you're allergic to molds,
now many flavorful varieties available. potentially very low rates minimize your mold exposure by staying
Questions About Service. inside in. the afternoon, when mold spores
Make side dishes the star. You don't have 5. Estate tax elimination on the asset placed outside are at their worst. Better yet, try to
l f you have questions about your to give up meat entirely. Just keep portions to in the CRT trace and remove the source of the mold.
'Meals-On-Wheels delivery, how 2-3 ounces (about the size of a deck of If you have been thinking now may be the
cards), and fill your plate with vegetables, y g y What Else Will Help. Don't stir things up.
YOU can make connection with so- beans or brown rice. time to sell your rental or commercial Mowing or raking the lawn, or sweeping and
property, give Randy Lewis a call at Loaves vacuuming the house can trigger an allergy
Gial services or have concerns "Vegetize" comfort foods. Adding more & Fishes Centers at 503.736.6325, ext. attack. Either wear a mask or trade chores
about your health, please phone vegetables or beans to soups and casseroles 25933. He would be happy to prepare a with someone. For relief, try an antihistamine,
adds thickness and nutrients. Good choices sample illustration showing you how a CRT which can curb your body's immune reaction
your Center Manager or Client' are dried navy, kidne or black beans, and might work in your particular situation. There - -
Y to allergens.
Service Coordinator. Center phone heavier vegetables such as potatoes, turnips is no cost or obligation to call. Randy simply
hat If Nothing
and carrots. wants to provide you with good information
numbers are listed on the back of Works" Ifyour symp-
Sto snack attacks. Pack fresh fruit, tutu that will allow you to make an informed
To p p decision on your own about the toms persist despite taking
od For Thought.
vegetables and unsalted nuts to carry with you these steps, talk to your
on long commutes and day trips. You'll avoid appropriateness of aCRT. Call Randy
' g Y p today! doctor or allergist. Sea-
0 ? impulsive, less healthful snacks. ~I sonal allergy shots might
be an option.
Meals Loaves & Fishes Centers
Meals Served Two Years Comparison
Tigard
12 Periods Ended 6/30/2005
Unaudited
Prior Current Current Increase or Increase or
Year to Year to Budget (Decrease) (Decrease)
Date bate To bate Budget Last year
Actual This year
Congregate
Congregate Meals 60 + 7,143 8,603 8,328 275 1,460
Congregate Under 60 1,091 987 1,000 ,(13) (104)
Total Congregate 8,234 9,590 9,328 262 1,356
Meals On Wheels
Older Americans Act 20,818 23,405 21,244 2,161 2,587
Local Governments - - - - -
Medicaid:
Medicaid 60 Plus 1,575 1,052 1,500 (448) (523)
Medicaid Under 60 26 166 - 166 140
Total Medicaid Meals 1,601 1,218 1,500 (282) (383)
Total MOW 22,419 24,623 22,744 1,879 2,204
Total Loaves & Fishes sites 30,653 34,213 32,072 2,141 3,560
Other sites 270 253 253 (17)
Total Meals 30,923 340466 32,072 2,394 3,543
Mealcomp 2 YearsAs
-D)4, by Ica
October 2005 Tigard Senior Center ~0,~,)-0
Tigard Loaves Fishes [I)l1U0
MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY
3 4 5 6 7
9:00 Computer 9-12 Tigard Art Club 9:00 Computer Knitting/Quilting 10 Intermed English
for seniors level 1 10-12 Bridge for seniors - 1 10 Writing 9 Wood Carving
9 Yoga BINGO 10 Intermed English 12:30 ESL classes Lifetime Fitness
Lifetime Fitness 12:30 ESL classes Lifetime Fitness 10 Intermed English
Eddie Lim - piano 1:00 Beg Spanish II 10 + 1 Writing 12:45 Pinochle
1:00 Beg Spanish 1 3 Tai Chi Quan Eddie Lim - piano 7:00 Rose City 1:30 ESL-Spanish
1:30 ESL-Spanish Watercolor/MahJongg 7 Jewelry Making Model T Club Speakers
St.Anthony's NORPAC St. James Episcopal Tigard Methodist Golden K Kiwanis
10 11 12 13 14
9 Yoga 9-12 Tigard Art Club 9:30 Computer 10-12 Computer help 10 Intermed English
10-12 Bridge for seniors - 1 10 Writing 9 Wood Carving
Lifetime Fitness Lifetime Fitness Lifetime Fitness
Eldorado Senior 10 Steering Comm. 10 Intermed English 10 Intermed English 10 Intermed English
Lunch Club BINGO 10 + 1 Writing 1,0 Knitting/Quilting Cecchini-piano
1:00 Beg Spanish 1 12:30 ESL classes SHIBA CCC Alumni 12:45 Pinochle
1:30 ESL-Spanish 1:00 Beg Spanish 11 Eddie Lim - piano 12:30 ESL classes
7 Rose City 3 Tai Chi Quan 7 Jewelry Making 1:30 ESL-Spanish
Stitchers Watercolor/MahJongg Speakers
Providence King City Lions Calvin Presbyterian Church of God Tigard Christian
17 18 19 20 21
9 Yoga 9-12 Tigard All Club 9:30 Computer 10-12 Computer help 9 Wood Carving
9:00 Computer 10-12 Bridge for seniors - 1 10 Intermed English 10 Intermed English
Lifetime Fitness Lifetime Fitness Lifetime Fitness
Eddie Lim - piano BINGO 10 Intermed English 10-12 Knitting Cecchini-piano
1:00 Beg Spanish 1 12:30 ESL classes 10 + 1 Writing 10-3 Quilting 12:45 Pinochle
1:30 ESL-Spanish 1:00 Beg Spanish II 12:30 ESL classes 1:30 ESL-Spanish
3 Tai Chi Quan Speakers
Watercolor/MahJongg 7 Jewelry Making 7 TG Knitting Guild
Woodsprings Transition Students TARGET St Vincent de Paul Tigard Methodist
24 25 26 27 28
9:00 Yoga 9-12 Tigard Art Club 9:30 Computer 10-12 Computer help 9 Wood Carving
9:00 Computer - 2 10-12 Bridge for seniors - 2 10-12 Knitting 10 Intermed English
Lifetime Fitness BINGO Lifetime Fitness Lifetime Fitness
King City 12:30 ESL classes 10 + 1 Writing 10-3 Quilting 12:45 Pinochle
Senior Lunch 3 Tai Chi Quan 12:30 ESL classes Cecchini-piano
1:00 Beg Spanish I Watercolor/MahJongg SHIBA 1:30 ESL-Spanish
1:30 ESL-Spanish 7 Alzheimer's 7Jewelry Making 1-4 Legal Assistance
Eddie Lim - piano Support Group OR Trail Model A by appointment
Christ the King St. Anthony's Calvin Presbyterian YOUNGS Retired Teachers
31
9:00 Yoga Serving group is shown on each day; all activities are at the Center
9:00 Computer - 2
Lifetime Fitness COME JOIN US FOR LUNCH
1:00 Beg Spanish I DELIVER MEALS ON WHEELS
1:30 ESL-Spanish TUTOR ENGLISH
Eddie Lim - piano
Catholic Daughters
AGENDA ITEM # S
FOR AGENDA OF October 18, 2005.
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE Discuss E-Mail Requirements Relating to Public Records and Public Meetings
GJ
PREPARED BY: N. Robinson, C. Wheatley DEPT HEAD OK CITY MGR OK
ISSUE BEFORE THE COUNCIL
Review the use of e-mail and the requirements of the Public Records and Public Meetings Law.
STAFF RECOMMENDATION
Receive information from staff.
INFORMATION SUMMARY
Many users have come to rely on e-mail as a convenient and efficient communication tool. Oregon's Public
Records and Public Meetings Law apply to e-mail in state and local agencies.
Public Records: Given the broadness of the definitions in Oregon's laws, e-mail clearly has the potential to be
public record. Although some messages may not fall under the definition of public record, the City's policy
encourages staff to assume the public has the right to view the information. The privacy afforded government
employees or officials using an e-mail system to conduct City related business is minimal and there should be
no expectation of privacy. The only privacy that can be expected is that afforded through disclosure
exemptions. (Example: City litigation files when a complaint has been filed.) The recent debate between the
City of Beaverton and Nike regarding personal computers and public records clarified that regardless of where a
record is created or stored, if it is generated during the course of conducting City business, the record created is
a public record.
Public Meetings: The Oregon Attorney General Public Records and Meetings Manual states that
communications between and among a quorum of members of a governing body convening on electronically
linked personal computers are subject to the Public Meetings Law if the communications constitute a decision
or deliberation toward a decision for which a quorum is required, or the gathering of information on which to
deliberate.
Additional information on public records and public meetings has been prepared in the attached document entitled,
E-Mail and Local Government: Public Records and Public Meetings Law.
Key Points:
1. E-mail clearly has the potential to be a public record.
2. E-mail cannot be used to discuss a City issue by a quorum of the governing body.
VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY
Community Character and Quality of Life: Goal #1- The City will maximize accessibility to information in a
variety of formats, providing input on community issues and effective two-way communication.
ATTACHMENT LIST
E-Mail and Local Government: Public Records and Public Meetings Laws
FISCAL NOTES
N/A
iAadm\packet'05\051018\e-mail policy ais.docl0/4/05
E-Mail & Local Government
Public Records and Meetings Laws
What is public record?
Public record can include any information created, shared or used in the course of City
business. The format of the information is not relevant in determining whether
information is public record.
Oregon Revised Statute 192.005 (5) states that, "Public record" includes,
but is not limited to, a document, book, paper, photograph, file, sound
recording or machine readable electronic record, regardless of physical
form or characteristics, made, received, filed or recorded in pursuance of
law or in connection with the transaction of public business, whether or not
confidential or restricted in use."
192.410 (4)(a) further states, that "Public record" includes any writing
containing information relating to the conduct of the public's business,
including but not limited to court records, mortgages, and deed records,
prepared, owned, used or retained by a public body regardless of physical
form or characteristics."
Given the broadness of the definitions in Oregon's laws, e-mail clearly has the potential
to be public record. Although some messages may not fall under the definition of public
record, the City's policy encourages staff to assume the public has the right to view the
information. The privacy afforded government employees or officials using an e-mail
system to conduct City related business is minimal and there should be no expectation
of privacy. The only privacy that can be expected is that afforded through disclosure
exemptions. (Example: City litigation files when a complaint has been filed.)
This year we have seen debate in the courts about the privacy government officials can
expect when they use their home computers to read and respond to e-mail related to
City business. In the City of Beaverton, government officials were required to allow their
personal computers to be searched for records related to discussions of annexation. A
similar scenario is possible in Tigard if you use your personal computer in your role as a
City Councilor. Limited protection of privacy was given in the last legislative session
when the legislature clarified that records not relating to the conduct of the public's
business, which are stored on a privately owned computer, are not public records.
In addition to records that are created or shared by government employees or officials,
records prepared outside the government agency that contain "information relating to
the conduct of the public's business," and are "owned, used or retained" by the public
body, can also be within the scope of the Public Records Law. (Example: contracted
agency preparing public relations materials.) A document prepared by a private entity
does not become a public record unless a public official uses or retains the document in
the course of official business. (Example: advertisements) Source: Attorney General's
Public Records and Meetings Manual.
Public's right to inspect records
Oregon does not have a general privacy law. Our laws favor open disclosure of
records. E-mail is considered a type of correspondence and like other forms of public
record it must be made available to any member of the public upon request. Unless an
e-mail message falls within one of the specific exemptions described in the public
records statute, public officials are obligated to provide access to e-mail in compliance
with the public records law.
State statute requires that the public be offered a reasonable opportunity to inspect
records. The public is not required to state why they would like to review the record or
to have a "legitimate" need for public records to be entitled to inspect them.
Retention
As a City we have an obligation to apply the appropriate retention to the e-mail that you
as a public official send and receive. Again, the retention requirements apply to records
that are either created or received "in connection with the transaction of public
business."
E-mail itself is not considered a records series. Instead the retention for each e-mail
has to be determined based on the administrative, legal, fiscal or historical value of the
information.
If an e-mail relates to a specific program or issue, the e-mail will be printed and kept
with the file. The retention for an e-mail is the same as it is for the complete file. E-mail
that does not relate obviously or directly to a program will be filed as general
correspondence. Any attachments to an e-mail will be filed with the original e-mail
according to their function and content.
E-Mail and Public Meetings Law
ORS 192.620 establishes Oregon policy of open decision making by governing bodies:
The Oregon form of government requires an informed public aware of the
deliberations and decisions of governing bodies and the information upon which
such decisions were made. It is the intent of ORS 192.610 to 192.690 that
decisions of governing bodies are arrived at openly.
E-mails, instant messaging and chat rooms not only represent a potential violation of
public meetings law if a quorum of Council participates, but there is a potential violation
of public records law unless the information is stored and can be retrieved.
The Oregon Attorney General (AG) Public Records and Meetings Manual (Manual)
states that communications between and among a quorum of members of a governing
body convening on electronically linked personal computers are subject to the Public
Meetings Law if the communications constitute a decision or deliberation toward a
decision for which a quorum is required, or the gathering of information on which to
deliberate.
The AG Manual acknowledges that strict compliance with the substantive requirements
of the Public Meetings Law frequently may "sacrifice speed and spontaneity for more
process and formality." Nonetheless, the law's requirements generally will not interfere
with a public body's administration. The key requirements of the Public Meetings Law
are to hold meetings:
o that open to the public, unless an executive session is authorized
o where notice of the meeting has been given
o minutes taken (or otherwise record the meeting)
o where requirements regarding location, voting, and accessibility for disabled
persons have been met
iAadm\packet'05\051018\e-mail policy -attachment to ais.docl0/5/05
AGENDA ITEM #
FOR AGENDA OF October 18, 2005
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE Update on Washington County. Cooperative Library Services (WCCLS)
PREPARED BY: Margaret Barnes DEPT HEAD OK CITY MGR OK
ISSUE BEFORE THE COUNCIL
The purpose of this presentation is to provide City Council information about a potential WCCLS operating levy on
the November 2006 ballot.
STAFF RECOMMENDATION
This is an informational item.
INFORMATION SUMMARY
Over the past several years public libraries in Washington County have experienced significant increases in use. At
the same time, libraries have experienced a reduction in hours and services. The new Tigard Library has been open
for 14 months and has experienced a dramatic increase in use even with the reduction of hours.
This potential levy would provide funding to maintain existing services and restore services and programs that have
been reduced at Tigard and countywide.
At this meeting, Council will be presented additional information about the potential levy.
OTHER ALTERNATIVES CONSIDERED
None.
VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY
Goal #2 A wide array of opportunities for life-long learning are available in a variety of formats and used by the
community.
ATTACHMENT LIST
None.
FISCAL NOTES
Not yet determined.
AGENDA ITEM # 7-
FOR AGENDA OF October 18, 2005
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE UPDATE - ENHANCED CITIZEN INVOLVEMENT OPPORTUNITIES
PREPARED BY: Liz Newton ' 2Z DEPT HEAD OK~ CITY MGR OK
ISSUE BEFORE THE COUNCIL
Update Council on the City's enhanced Citizen Involvement opportunities.
STAFF RECOMMENDATION
Provide input on the expanded neighborhood program implementation and review information presented on Family
Week, the Citizen Leadership Series, the webpage and the activities of the Committee for Citizen Involvement.
INFORMATION SUMMARY
Since the last update provided to Council in April, a couple of new citizen involvement opportunities have been
implemented:
A citizen committee planned Tigard's first Family Week event. This was an opportunity for citizens to connect
around a variety of community activities.
Currently, 16 community members are enrolled in the Citizen Leadership Series - an eight week series that covers
topics including budgeting, transportation, community planning, public works, public safety and citizen
involvement. The series will conclude with a group project next spring that addresses a current local issue.
The Committee for Citizen Involvement (CCI) begin meeting monthly in June. Their agendas have covered topics
including Enhanced Neighborhood Program, the neighborhood meeting process, Urban Renewal and outreach to
the Hispanic community.
Use of the Webpage continues to increase. In September there were 82,861 visits and 891,503 hits on the City's
website. This is up from 76,225 visits and 885,510 hits in April. New features implemented in the past six months
include RSS, which allows the user to subscribe and have specific information delivered to their computer and live
webcasts of City Council business meetings.
Three neighborhoods have been selected for the Enhanced Neighborhood Program. Volunteers that reside in these
three areas have been contacted to participate in meetings to help establish the program structure. Rollout of the
full program is scheduled for late January or early February 2006.
OTHER ALTERNATIVES CONSIDERED
None
VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY
Communication Goals
#1) Citizen Involvement opportunities will be maximized by providing educational programs on process,
assuring accessibility to information in a vari ety of formats, providing opportunities for input on community
issues, and establishing and maintaining a program of effective two-way communication.
Volunteerism Goals
#1) City will maximize the effectiveness of the volunteer spirit to accomplish the greatest good for our
community.
ATTACHMENT LIST
N/A
FISCAL NOTES
iAadmbity counc&council agenda item summaries\2005\ais for enhanced citizen involvement orogr051018.doc 10/10/05
AGENDA ITEM # 8
FOR AGENDA OF October 18, 2005
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE DISCUSSION OF BRANDING/GRAPHIC IDENTITY DESIGN CONCEPTS
PREPARED BY: Elizabeth A. Newtont#~ DEPT HEAD OK CITY MGR OK
ISSUE BEFORE THE COUNCIL
Council review of branding/graphic identity design concepts.
STAFF RECOMMENDATION
Review the design concepts and provide further direction for development of a final design..
INFORMATION SUMMARY
City Council has contracted with Marcusen Design to assist in the development of a new graphic identity for the
City. Initial discussions on some concepts were held on July 12, July 19 and September 20, 2005. Based on the
feedback Council provided at the September 20 workshop meeting, Mr. Marcusen will present refinement of
designs for Council to review and provide direction. A final design will then be developed.
OTHER ALTERNATIVES CONSIDERED
N/A
VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY
N/A
ATTACHMENT LIST
N/A
FISCAL NOTES
The contract with Marcusen Design is not to exceed $10,500.
i:4adm\city councilkouncil agenda item summaries\2005\ais for branding design review0501018.doc10/10/05