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City Council Minutes - 09/20/2011 Agenda Item No. Meeting of a TIGARD City of Tigard Workshop Meeting - Minutes TIGARD CITY COUNCIL MEETING DATE AND TIME: September 20, 2011 —6:30 p.m. MEETING LOCATION: City of Tigard—Town Hall— 13125 SW Hall Blvd.,Tigard, Oregon 97223 6:30 PM IR 1. WORKSHOP MEETING A. At 6:32 p.m. Mayor Dirksen called the Tigard City Council Workshop meeting to order. B. Deputy City Recorder Krager called the roll. Present Absent Council President Buehner x Mayor Dirksen x Councilor Henderson x Councilor Wilson x Councilor Woodard x C. Pledge of Allegiance D. Council Communications &Liaison Reports— Councilor Woodard reported on a Metropolitan Area Communications Commission (MACC) meeting. He said MACC is moving into their new space on November 2, 2011. Due to a franchise review$15,000 was collected from Frontier and $80,541 was collected from Comcast. Of this amount, MAAC received 18%and the rest will be divided among the cities. Regarding Mayor Dirksen's question about why Tigard's balloon festival is currently being featured on cable, long after the event, MACC staff did not know. E. Call to Council and Staff for Non-Agenda Items - none. TIGARD CITY COUNCIL MINUTES — SEPTEMBER 20, 2011 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 www.tigard-or.gov I Page 1 of10 2. JOINT MEETING WITH THE PARK AND RECREATION ADVISORY BOARD Parks and Facilities Manager Martin introduced PRAB members Vice-chair Holly Polivka, Chair Troy Mears,and Board Members David Brown,Peggy Faber, Hong Dao,and Marshall Henry. Chair Mears commented on what has been an exciting year for the PRAB. The success of the parks bond led to several months of evaluating options,listening to the public and making recommendations to council on potential park purchases. He said the PRAB now wants to move ahead with a recreation component and needs direction from council. Vice Chair Polivka added that the entire board is very passionate about recreation and there is a lot of interest from the community. • Recreation Program Councilor Woodard said he is very much in favor of a city recreation program. He said the timing is right to look at the history of community support,including the latest survey in which 52% of the respondents expressed interest in a recreation program. He said it would be useful to find out if that public opinion has changed and if such a program is feasible now. He said he would like the PRAB be allowed to host their counterparts from West Linn and Hillsboro to discuss their initial programs and processes. He said, "Some people will say we can't afford to do this. But we need to start small and find a way to make it happen." He asked the other councilors for their opinions. Councilor Henderson said it is the right time to begin discussions because council goal setting time is coming. He noted there is a recreation component in the Parks Master Plan. Councilor Wilson commented on the long history of council discussion about a community recreation program. He said recreation programs require a subsidy and asked where it would come from. He said he saw no problem if voters want to vote themselves a tax to support this. He said his children were very active in private sector classes and volunteer-run soccer, etc. He asked what will happen if the city takes this over from them and expressed concern that this would stop volunteerism. He noted that the recent parks bond failed the first time it was on the ballot and questioned whether it is the right time to ask for more taxes. He suggested better timing might be after the city retires the library debt. Council President Buehner said the Planning Commission acted as the Parks and Recreation Board,years ago.When she was a Commissioner a statistically valid survey was done regarding the community's interest in a recreation program. She said they found that while everyone wanted a recreation program,they were only willing to spend$1 a year for it. She said after that a pilot program was proposed. While a majority of Council was favorable,the citizen members of the budget committee felt it was not the right time to TIGARD CITY COUNCIL MINUTES - SEPTEMBER 20, 2011 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 www.tigard-or.gov I Page 2 of10 pursue it. She said now is not the time to go to the voters and the only way to fund this would be taking money from something else the city does. Mayor Dirksen summarized that council was generally enthusiastic but fiscally conservative. He said a recreation program has to be affordable and agreed with Council President Buehner and Councilor Wilson that it is not the right time to ask the citizens for funding. He said coordination with the school district and others should be explored. He gave qualified assurance that if PRAB is willing to stay within the limitations council expressed,they could move forward. PRAB Member Dao reiterated that PRAB is only seeking council approval to explore at this time and said they have not discussed putting this before the voters or any dollar amounts. She responded to Councilor Wilson's earlier question about the city usurping privately-run activities and said she wanted to allay his concerns. She said the public and private sector can work together and there are plenty of opportunities for all. Mayor Dirksen recommended looking at municipalities that have city facilities and successful private or non-profit recreational opportunities. He advised against taking over existing programs and suggested filling niches instead. Council President Buehner urged PRAB not to start from scratch with their research. She said there is a tremendous amount of previous history that can be used as a resource. PRAB Member Davies asked about providing lower cost, smaller scale programs. He asked if someone wanted to bring back the 5K run, for example,would they coordinate it through the city. Councilor Wilson said the city used to have an event coordinator but the position was cut in recent budget reductions. He said that after a round of budget cuts the city also stopped renting out rooms for community use because the program did not pay for itself. He expressed interest in a web-based reservation system,but noted that wouldn't cover the costs of cleaning,insurance,unlocking or locking the rooms. He suggested that studying and finding more cost effective ways to do room rentals could inform the notion of what it would cost to run a recreation program. Council President Buehner said insurance would be too costly. Mayor Dirksen asked staff for clarification on insurance. He said he heard concerns from citizens about increased liability insurance costs for the city when the skate park opened,but the city's provider said these activities were already covered. Risk Manager Mills responded that the city is currently covered to run a recreation program. She said it is based on claims and costs would rise if claims increase. Mayor Dirksen asked Risk Manager Mills what kind of city involvement is required to make it a "city event."She said if the city sponsors and is in control of an event,it would be able to purchase liability insurance. For events such as the Tigard Fourth of July, a non-profit group is running the event and they have to purchase their own insurance. She said non-profit groups find insurance to be expensive. In response to a comment from Council President Buehner regarding instances when outside organizations asked the city to provide insurance for them, TIGARD CITY COUNCIL MINUTES - SEPTEMBER 20, 2011 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 www.dgard-or.gov I Page 3 of 10 Risk Manager Mills said the city is not able to do that;they must purchase their own. Mayor Dirksen asked staff to explore the legality of a recreation program that is staffed primarily with citizen volunteers,but still comes under sponsorship and oversight of the city. Councilor Woodard referred to the Tualatin Hills Park and Recreation District Comprehensive Plan which states that for every dollar spent on volunteer help the program receives savings of ten dollars. He said that is a good ratio. He suggested examining demographics and what types of recreation are desired. He suggested the PRAB think of ways to create something economical that shifts resources and gives the city a"bigger bang for the buck." He gave an example of a volunteer job description for"maintaining a linear park trail system,"which would mean a shift in public works resources and possible cost savings to the city. Council President Buehner mentioned that some areas of the city, such as Summerfield, have their own internal recreation program and paying for another would be an issue. PRAB Chair Mears said he appreciated the council's support and said they would do some research and discuss their results with council at a future meeting. • Downtown Park Acquisition �l PRAB Chair Mears asked what involvement Council wants PRAB to have with recommendations for a downtown plaza site. Mayor Dirksen suggested two options: o PRAB could study the list of options,develop a list of potential properties and forward a recommendation to CCAC for discussion. o Form a subcommittee consisting of members from PRAB and the CCAC and work together on a recommendation to be presented to both groups and council. Council President Buehner favored with the second approach. Councilor Wilson mentioned that consultant Michelle Reeves advocated for smaller sites along Main Street even though previous direction had been to have a connection with Fanno Creek Park. He said the two functions could be split,with visible,active,green recreation space near Fanno Creek,and active plaza space in another downtown area that would spur redevelopment. He said if the city chooses this route,he saw the PRAB's purview as the green,active recreation space near the creek and the Main Street development catalyst areas as the concern of the CCAC. He suggested the subcommittees consider these as their respective areas of responsibility. Councilor Henderson said as the liaison to the CCAC,he encourages them to keep in contact with the PRAB. He said the timeline is making people nervous but he asked the PRAB to make sure they and the CCAC are speaking the same language. He said another place to spend the bond money downtown would be the creation of an urban creek,a project he said he mentions every six months,to no avail. Mayor Dirksen said he hadn't given up on the urban creek idea. TIGARD CITY COUNCIL MINUTES- SEPTEMBER 20, 2011 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 www.fgard-or.gov I Page 4 of10 Mayor Dirksen said the council wants to see results but the PRAB can decide the process used. PRAB Chair Mears said he will put together a subcommittee of CCAC and PRAB members. • Acquisition vs. Development PRAB Chair Mears said the PRAB is looking at possible city park development to include Fanno Creek House,Jack Park, Summer Creek Park,and East Butte. He said other opportunities under consideration are a baseball or soccer field at Summerlake Park, and exploration of a relationship with Tigard-Tualatin School District for school sites (Templeton, Tuality and Metzger). Mayor Dirksen said he spoke with the TTSD superintendent who mentioned they would like to coordinate acquisition of materials with Tigard Public Library, especially electronic books. Mayor Dirksen said council_ should hold a joint meeting with TTSD in the near future. PRAB Chair Mears said PRAB realized there is a limited amount of money available for development of the Summer Creek site He asked council if there were other funding sources besides bond money for half-street improvements and permits. Mayor Dirksen replied that when looking at development,the city should find ways to leverage bond funds, such as SDC's, or investigate whether state gas tax dollars can be used for street improvements, etc. He said he was not aware of a need for half-street improvements and asked for that information to be passed along to council. Parks and Facilities Manager Martin explained that the city owns the property along Tigard Street and almost any development there will trigger some sort of street improvements. Councilor Henderson said the bond amount included$3.4 million dollars for development. He asked if they have exhausted that amount He said the bond included an estimate of up to 20% for improvements and asked if the PRAB is assuming that the entire 20%will be used. Chair Mears said the reason for the bond passing was park site acquisition,but the community also wanted site improvements. He said some improvements, such as to the school sites,would be very easy and inexpensive to accomplish. He said they want to spread the development around the city. Councilor Wilson advised that he would not have supported a bond with 100%going towards acquisition because once you have the properties, things do not look any different to people.At the very least,Tigard should provide access - trails,signage and parking—or whatever is required, so voters can see what their money purchased. PRAB Chair Mears said they would like to create a master plan for each of the properties purchased and this would help the city seek grants. Councilor Woodard suggesting installing workout stations along some of the trails. He asked the PRAB to keep in mind both passive and active recreation and remember that adults also use these sites. Councilor Wilson asked about the deadline to spend the bond money and asked if it was possible to extend the timeline. Facilities and Parks Manager Martin said that deadline is the law for this type of bond. Councilor Wilson said they should work hard now so they're not rushing to spend it later. Councilor Henderson advised that purchases should be initiated TIGARD CITY COUNCIL MINUTES - SEPTEMBER 20, 2011 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.tigard-or.gov Page 9 of10 before the last six months of the bond period because it would be difficult to close a property transaction in less time. 3. MEETING WITH THE BUDGET COMMITTEE Budget Committee Chair Goodrich opened the meeting at 7:29 p.m. Staff present were Finance and Information Services Director LaFrance,Assistant Finance Director Smith-Wagar, and Senior Management Analyst Collins. Other citizen Budget Committee Members present were Melody Graeber,and Chris Henn. Council President Buehner moved for approval of the April 25,2011 meeting minutes. Councilor Wilson seconded the motion. All voted in favor. Assistant Finance Director Smith-Wagar gave an update on the audit. She said the new audit firm is already doing final field work. She said staff is still preparing the Comprehensive Annual Financial Report(CAFR). She said her goal was to have the audit done by late November but it may be complete as soon as the end of October. Finance and Information Services Director LaFrance expressed his confidence in the new audit firm. The quarterly Budget Committee meeting schedule was discussed. Finance and Information Services Director LaFrance said the first quarter financial report will be mailed to the Budget Committee in October. The second quarterly meeting will be scheduled for January,2012. Finance and Information Services Director LaFrance summarized the first quarter supplemental budget. A copy was distributed and is in the meeting packet. He said all items are carried forward from last fiscal year or bring in additional revenue, such as grants. Item 7 is one exception. It shows an increase from the criminal forfeiture fund to be used by the police department. $30,000 will be transferred to the General Fund and this is the only item that will result in a lower ending fund balance. Finance and Information Services Director LaFrance alerted council to an item that may be coming to them for approval. He said TriMet approached the police department about expanding their transit police force. The result may be that Tigard receives money to provide officers,resulting in an FTE increase,and council adopted a hold-the-line budget. However,the FTE increase would be fully funded. Councilor Wilson asked if Tigard would shift an officer to TriMet or if one would be hired. Interim City Manager Newton said that existing officers typically take this assignment to gain additional training and so we would fill their vacancy.Mayor Dirksen said this is a good program for Tigard,TriMet and residents who use it. Finance and Information Services Director LaFrance said the Budget Committee directed staff during the budgeting process to take a broad look at budget issues facing Tigard in the near to mid-range future. He said staff is proposing a work plan to prepare a Long-Term Strategic Financial Plan document,which bridges the gap between the decisions being made now and the decisions we think we will be making on existing services or proposed TIGARD CITY COUNCIL MINUTES - SEPTEMBER 20, 2011 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 www.fgard-or.gov Page 6 of10 expenditure decisions. Guiding principles will be developed and then a list of likely expenditure decisions that Tigard might make both on existing services or potential services (such as a recreation program or library annex).The Budget Committee will meet to prioritize projects,identify cuts, or find enhanced revenues to pay for new projects,using a balanced budget approach. He noted that additional resources will be needed to help prepare this and there is money available in the contingency. He asked the Budget Committee if this work plan meets their need identified during the budget process and if it does, should staff move forward with a request to move money from the contingency. Councilor Woodard referred to the forecast assumption portion and said that as the city is investing in a new CMMS (Computerized Maintenance Management System),savings to the General Fund should also be forecasted. Finance and Information Services Director LaFrance replied that would be part of the current forecasting. Council President Buehner asked if the project work plan for the Long-Term Strategic Financial Plan was too ambitious. Finance and Information Services Director LaFrance agreed that the timeline is aggressive,but the process could become two-step: an initial plan and an update one or two years later. The plan would have three implementation timeframes, Year 1,Year 2 and Years 3-5. Mayor Dirksen asked if the preliminary assumptions would be there as the budget is finalized next year. Finance and Information Services Director LaFrance said he envisioned this plan to be done about the same time as proposed 2012-13 budget work and would inform the following fiscal year. He said it gives another layer beyond the current fiscal forecasting method. He said with current staffing,one to two issue papers could be presented each fiscal year. Councilor Henderson expressed concern about a declining ending balance and asked how that is considered during this process. Finance and Information Services Director LaFrance said an assumption is that we need to keep the General Fund over$5 million, so council will be able to see,as some of these ideas are being plugged in,what happens to that ending balance in the forecast. It will give council and budget committee context for decision making. Budget Committee Chair Goodrich said he did not see this as a change to what is being done now which is a compliment to staff and former City Manager Prosser. He noted that it establishes guidelines and principles. He said,"This will ensure,as we take on long-term obligations to improve the quality of life that we're making sure we have long-term revenue sources to match." Finance and Information Services Director LaFrance asked the Budget Committee if there was general acceptance for this work plan and they indicated that there was. The City Operating Budget Flowchart was distributed. A copy is available in the council meeting packet. Finance and Information Services Director LaFrance said it is based on last year's process and asked the Budget Committee members if they were satisfied or were there any suggestions about the process used. Council President Buehner suggested that Senior Management Analyst Collins give a presentation to the Planning Commission soon after the TIGARD CITY COUNCIL MINUTES - SEPTEMBER 20, 2011 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 www.tigard-or.gov I Page 7 of10 first of the year. Finance and Information Services Director LaFrance said that could be part of the work plan in October or November when ideas are being solicited from the public. He will try to get this scheduled with the Planning Commission. Budget Committee Chair Goodrich requested that an audit icon be added to the flowchart. Finance and Information Services Director LaFrance approached the Budget Committee about created an audit subcommittee,consisting on one councilor and two budget committee members (citizens). He asked the two new Budget Committee members for their feedback. Budget Committee Member Graeber said she liked the planning and the class that Finance and Information Services Director LaFrance held for new budget committee members. Budget Committee Member Henn said that although he had some background already in corporate finance,he thought it was a great learning experience. Social services and community event requests were discussed. Finance and Information Services Director LaFrance asked the other Budget Committee members if the subcommittees should remain in place to make recommendations. He asked if all applicants should make presentations to those subcommittees. Council President Buehner said there are a number of agencies that apply every year and while it may not be necessary for them to make a formal presentation,it would be useful for council to hear a presentation from a new entity. Mayor Dirksen agreed. Councilor Wilson said the dollar amounts are small and suggested they come during the Citizen Communication portion of the council business meetings. He said it is important to receive an annual update on what these organizations are doing and it does not need to take a lot of time. Councilor Wilson said it could be on a volunteer basis and the presentations limited to five minutes.When funding time comes around, council will know who they are. Mayor Dirksen referred to Council President Buehner's suggestion and said new organizations must give a presentation so council has enough information to make a decision. Finance and Information Services Director LaFrance said he will make the necessary arrangements. Budget Committee Member Henn asked if it is necessary for long-term applicants to go through an arduous application process. He suggested different thresholds for various monetary amounts. Finance and Information Services Director LaFrance will take those ideas under consideration. Finance and Information Services Director LaFrance said Rick Parker has served on the Budget Committee for six years and whose term is ending this December. He will be presented with a certificate thanking him for his service to Tigard. There being no further business,Budget Committee Chair Goodrich adjourned the meeting at 8:23 p.m. TIGARD CITY COUNCIL MINUTES - SEPTEMBER 20, 2011 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 www.dgard-or.gov I Page 8 of10 4. RECEIVE UPDATE ON THE 2010 CENSUS DATA RELEASE Ems! Senior Planner Wyss updated council with a brief PowerPoint presentation on recent data released on the 2010 census. He gave a tutorial on navigating the census website htW://www.census.gov/ to view more information. He said Summary File 1 Data was released within the last month and Summary File 2 information,such as marital status,income,poverty,etc.will come out this winter. He noted other changes: • Long form no longer administered;was replaced with yearly American Community Survey • Quarterly workforce indicators are now on website • A new 5-pear Economic Census will be completed next year Senior Planner Wyss demonstrated how to access Tigard's economic data by employment sector and quarterly work force indicators. He showed how to perform a work destination analysis,and inflow/outflow,which indicates the number of people coming in or leaving Tigard to get to work. The American Fact Finder has tables ready for view or download. Council President Buehner asked Senior Planner Wyss if council could call on him if they had questions when accessing the website. Senior Planner Wyss said he was available if they needed assistance. He said staff will return to council with an updated Community Profile. 5. RECEIVE BRIEFING ON INITIAL SUSTAINABILITY PRACTICES AT THE CITY OF TIGARD Parks Manager Martin introduced Public Works Business Manager Michelle Wright. He provided background on her sustainability activities and highlighted how she helped other jurisdictions with cost savings. Ms.Wright gave a PowerPoint on sustainability efforts at the City of Tigard. A copy of this presentation is in the meeting packet. She evaluated what other cities have done and came up with a list of things Tigard could do and a list of the city's existing sustainability practices. She created a form so divisions can start documenting and tracking their sustainability efforts. Public Works Business Manager Wright tied these efforts to council goals and work plan. She gave examples of sustainability definitions and noted that Council will be making the decision on what to use as Tigard's definition. She noted that sustainability will be documented in the CMMS (Computerized Maintenance Management System). She said PGE will soon be auditing city buildings for energy use,beginning with the library. In response to a question from Council Henderson on whether sustainability is costing more, said she works closely with Finance. She said she will create a scope of work for a consultant and present it to council for approval. Councilor Henderson asked if a five-year plan is TIGARD CITY COUNCIL MINUTES - SEPTEMBER 20, 2011 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 www.tigard-or.gov I Page 9 of10 reasonable and Public Works Business Manager Wright said it is. Councilor Henderson said he was a great advocate of sustainability and wanted to get started as soon as possible. Councilor Woodard asked about volunteers and whether they are considered sustainable. He suggested that a predictive maintenance analysis would save a lot of labor time. Mayor Dirksen said, "The city needs to be a good example before we expect everyone to listen to us about sustainability." 6. COUNCIL LIAISON REPORTS 7. NON AGENDA ITEMS—None. 8. EXECUTIVE SESSION— None held. 9. ADJOURNMENT At 9:04 p.m. Council President Buehner moved for adjournment. Councilor Woodard seconded the motion and all voted in favor. Yes No Council President Buehner x Mayor Dirksen x Councilor Henderson x Councilor Wilson x Councilor Woodard x Carol A. Krager, Deputy City Record Attest: 0 ayor, City of Tigard Date: I/ADM/CATI IY/CCM/2011/Final/September/110920 TIGARD CITY COUNCIL MINUTES - SEPTEMBER 20, 2011 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 1 www.tigard-or.gov I Page 10 of 10