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City Council Minutes - 03/19/2002 Agenda Item No. Meeting of MINUTES TIGARD CITY COUNCIL WORKSHOP MEETING March 19, 2002 1. WORKSHOP MEETING 1.1 Mayor Griffith called the meeting to order at 6:35 p.m. 1.2 Roll Call: Mayor Griffith and Councilors Dirksen, Patton and Scheckla were present. 1.3 Pledge of Allegiance 1.4 Council Communications 8t Liaison Reports: None 1.5 Call to Council and Staff for Non Agenda Items: None City Manager Bill Monahan noted that there were some administrative items that could be discussed at the end of the meeting. 2. JOINT MEETING WITH TIGARD-TUALATIN SCHOOL DISTRICT REPRESENTATIVES Discussion of School District Facilities Bond Tigard-Tualatin School District Superintendent Steve Lowder introduced Public Information Officer Susan Stark Haydon, and Rhoda Culin and Jan Kittelson, members of the School District's Planning Committee. Dr. Lowder said that the Committee's recommendations have been approved by the School District Board. The group handed out a booklet entitled, "PlanCom — Now for the Future." A copy of the booklet is on file in the City Recorder's Office. Dr. Lowder, Ms. Culin, Ms. Kittelson, Ms. Stark Haydon and Ms. Leland gave a PowerPoint presentation describing the Committee's process, recommendations, and the School District's facilities bond measure. A copy of the presentation is on file in the City Recorder's Office. Following the presentation, Dr. Lowder provided additional information on the School District's financial situation. The District has taken advantage of low bond rates to restructure debt, resulting in taxpayer savings of over $1 million. Lowe's Hardware is located on District property by way of a land lease. This arrangement will bring the District $30 million over the next 25 years. This money will be used to pay off the Deer Creek bond, for the administration building, and for other District needs. The District's annual budget is $83 million, with 80 percent spent on staff and 13 percent spent on utilities and maintenance. Making upgrades and repairs to school facilities COUNCIL MINUTES — March 19, 2002 page 1 should result in savings. The passage of Measure 5 created about a $5 million annual loss of funding for the District. With regard to the State budget, if Measure 13 passes in May, $220 million will be taken from the school endowment fund for K-12 education this year. If the measure doesn't pass, the District is facing an additional financial burden. The District anticipates a $5 million shortfall for the coming school year. Dr. Lowder continued by saying that even if Measure 13 passes, there will still be a significant reduction in funding for the District. Some of the options under consideration for balancing the budget include: ■ a reduction in the instructional calendar ■ an increase in class size ■ a prioritization of programs, with only essential programs being funded ■ using money from the local option tax toward the general fund The District will be making its funding decisions by the end of May or early June. 3. JOINT MEETING WITH THE LIBRARY BOARD Library Director Margaret Barnes introduced Library Board members Anne Braun, Jan Thenell, Jeff Lawton, David Chapman, and Marvin Diamond. Ms. Barnes said that the Board members were going to give the Council a "show and tell" overview of the library's programs and services. • Children's Programs — Ms. Braun Ms. Braun said that in 2001, 10,051 children and adults attended youth programs, and 2,306 children and adults attended story and craft time programs. Ms. Braun brought examples of circulation items from the toddler section. She described services, resources and circulation items for young adults and parents. • Annual.Survey Results — Ms. Barnes Ms. Barnes described the results of the January 2002 Annual Survey. The survey had 1,700 respondents. When asked what new library services were needed, respondents said: - increased book collection - additional hours - quiet reading area - more computer/internet stations - more audiovisual materials - more children and teen activities - community meeting space COUNCIL MINUTES — March 1972002 page 2 When asked if they would support funding a new library, respondents said: - yes — 76 percent - no — 22 percent - undecided — 2 percent Additionally, 70 to 80 percent of the respondents said they had received either "good" or "excellent" reference or circulation service. • Career Resources — Ms. Thenell Ms. Thenell highlighted the library's career and business services and resources. • How reading makes a difference in the lives of young people — Mr. Lawton Mr. Lawton talked about how reading can impact youth and described how books helped his two sons identify and cultivate their interests and hobbies. • Circulation and Volunteer Program — Mr. Diamond Mr. Diamond talked about the increase in library circulation over the past three years. He continued by saying that 150 volunteers contribute 1,000 hours every month. This is the equivalent of six full-time employees. Volunteers worked 121147 hours in 2001. Mr. Diamond discussed the vitality and energy of the library's readership and the value of volunteers. • Special Collections — Ms. Barnes Ms. Barnes brought a sampling of items from the library's special collection. She described resources available in Spanish, the Northwest collection, and various other resources in non-print formats. • Update about the proposed new library — Mr. Chapman Ms. Barnes handed out a sheet entitled, "New Tigard Library Construction Committee Presentations." A copy of the handout is on file in the City Recorder's Office. Mr. Chapman described where new library presentations have taken place and how many people have viewed the model. He discussed other methods used to reach the public such as a presentation at the Citizen Involvement Team meeting and a cable television spot called, "Tigard Public Library — Past, Present and Future." Meeting recessed at 7:58 p.m. Meeting reconvened at 8:10 p.m. 4. UPDATE ON TRI-MET ACTION PLAN Community Development Director Jim Hendryx introduced Associate Planner Julia Haiduk and Planning Manager Barbara Shields. Ms. Hajduk and Shields stated that improved intra-city bus service and park and ride facilities were a Council goal. They are in the process of developing a transit action plan to provide staff and Tri-Met with COUNCIL MINUTES — March 19, 2002 page 3 clear objectives. The transit action plan will include an inventory and analysis, and information on program development, recommendations, and implementation. The eight road segments that were identified for study included: ■ Bonita between Hall and 72nd ■ Durham between 99W and Hall ■ Durham between Hall and the Tualatin Transit Center ■ McDonald between 99W and Hall Gaarde between 99W and Barrows ■ 72"a between 99W and Hampton ■ 72"d between Hunziker and the Tualatin Transit Center ■ Bull Mountain between 99W and Barrows Potential factors for prioritizing these road segments are as follows: ■ Population - Minority - Youth - Senior - Low-income ■ Life Needs - Employment support 8t education - Food & health - Social programs - Employee population • Other - Existing infrastructure in place - Route identified in Transportation System Plan - Existing transit opportunities Exhibit B of the Council packet materials demonstrates the ranking of the road segments based on the unweighted factors shown above and is on file in the City Recorder's Office. Information on low-income populations will be available this summer and may impact these rankings. Ms. Hajduk and Shields asked the Council if these factors were representative of their areas of concern and if they wished to provide greater or lesser importance (weighting) to any of the factors. Council consensus was to give higher, but equal weighting to low-income, youth and senior populations. Councilor Patton suggested researching other transit opportunities for these groups and then possibly adjusting the weighting further. She added that separating employment and education factors may be helpful. COUNCIL MINUTES — March 19, 2002 page 4 Mr. Hendryx stated that in the future, Tri-Met has expressed an interest in entering into intergovernmental agreements regarding transit service. In response to a question from the Mayor, Mr. Hendryx said Tri-Met is more willing to consider providing service in locations with sidewalks, shelters, lighting, etc. 5. DISCUSSION OF STREET MAINTENANCE FEE STUDY REPORT City Engineer Gus Duenas introduced the Chairperson of the Transportation Strategies Task Force Bev Froude, Vice-Chairperson Paul Owen, and Development Review Engineer Brian Rager. Mr. Duenas talked about the history and the charge given to the Task Force. A PowerPoint presentation summarizing the report was made. A copy of the presentation is on file in the City Recorder's Office. In response to a question from Councilor Patton, Mr. Duenas stated that it would take about 10 years to get through the maintenance backlog. Mr. Rager explained how the study data was acquired, how land use categories were selected, and how trip generation and rates were calculated. Councilor Patton confirmed that, along with other recommendations, the Task Force was proposing to fund right-of-way and sidewalk maintenance only for major collectors. In response to an inquiry, Mr. Duenas stated that other municipalities had instituted the fee through council action. Councilor Patton continued by stating that if Council supported the Task Force recommendations, it could either take action on the fee or could refer the issue to the voters. The choice is a policy decision. Mr. Duenas cautioned that in taking on sidewalk and right-of-way maintenance, the city would also be assuming liability for these areas. Mr. Duenas suggested establishing a dialogue with businesses most affected by the fee as a "next step." Mayor Griffith confirmed that in general, residential fees were per unit and non- residential fees were based on square footage. Councilor Dirksen stated that he was a member of the Task Force. He added that given current financial conditions, the funding deficit is expected to continue. The Task Force considered the following three funding options: • an increase in an existing tax or adding a new tax • creating a street maintenance fee • relying on grants and "free money" COUNCIL MINUTES — March 19, 2002 page 5 The Task Force rejected the tax increase/addition option because the tax would require voter approval. The existing political climate might not support a tax increase. The Task Force also rejected the grant option, because it does not provide a stable source of funding for the long-term. The remaining option was the street maintenance fee and the Task Force considers this the best, most equitable solution. Monies generated by the fee would mean that existing funds could be use for capital projects. Mr. Owen expressed the Task Force's support of the street maintenance fee option. Councilor Patton said she was supportive of the user-fee, or street maintenance fee. Because maintenance and other projects were traditionally funded through the state gas tax, citizens aren't accustomed to thinking about this issue. Now, as gas tax funding decreases, the city is at a turning point and must do something to address maintenance. Otherwise, more costly major reconstruction projects will result. Councilor Patton concurred with Councilor Dirksen and the Task Force that a user-fee was the best option to address the problem. She suggested that outreach to those most affected by the proposed fee be the next phase of the process. Councilor Scheckla expressed concern about setting a precedent by assessing a fee without a vote of the people. Other Councilors responded to Councilor Scheckla's concern. Mr. Duenas summarized by saying that a street maintenance fee would be a positive step in funding the much-needed work. He reported that the Task Force would continue to explore other sources of funding, with an emphasis placed on identifying funding for major collector improvements. A street maintenance fee would provide the Task Force with more greater latitude in funding projects. Mayor Griffith directed Mr. Duenas to begin discussing the proposed street maintenance fee with those who would be impacted. The Mayor said that the method of fee implementation could be decided at a later date. 6. DISCUSSION OF OPTIONS FOR COOK PARK CONCESSIONS Public Works Director Ed Wegner introduced this item. He asked the Council for direction on whether they wished to proceed with construction of a concession/restroom building as outlined in the 1997 Master Plan and whether they wanted to negotiate with the Atfalati Recreation District (ARD) regarding an exclusive concession contract. COUNCIL MINUTES — March 197 2002 page 6 Mr. Wegner indicated that he would expect the concession stand to be open seven days a week for approximately six months of the year. The exclusive rights of the concession contract would prevent other vendors and park-goers from selling food in the park, but would not impact community events, picnics, etc. If the ARD operates concessions, they would pay a percentage or specified dollar amount to the city. These payments would initially go toward the cost of the building and could subsequently go to park fees. Discussion of the specific terms of the contract ensued. Property Manager John Roy asserted that this is an opportune time to construct the building as part of the overall park improvements. The construction industry is slow and bids would be more competitive. City Manager Monahan acknowledged that the building will flood and would be built in such a way as to accommodate water and clean-up. Mr. Roy confirmed that the vendor will have to work with the Health Department. Mr. Wegner added that concession equipment will be the property of the vendor and will be removed at the end of the season. Mr. Monahan mentioned that the vendor may decide to do business with an exclusive provider such as Coke. Councilor Patton recounted that the Council wished to build the building and that a supplement to the agreement with ARD for concession services be pursued. Councilor Patton summarized the memo from the city attorney which explained why the city did not need to go out for bid regarding the concession contract. A brief discussion about the Commission for the Blind ensued. 7. COUNCIL LIAISON REPORTS Commuter Rail Downtown Task Force • Councilor Dirksen said the Task Force was reviewing station options and would be preparing a list of people who will be invited to work on the project. Metropolitan Area Communications Commission • Councilor Scheckla reported that he would be attending a meeting tomorrow and that the Qwest issue would be discussed. 8. NON-AGENDA ITEMS • The Council had no final questions or issues relating to the upcoming city attorney review. COUNCIL MINUTES — March 19, 2002 page 7 • The Council was informed that the Tigard High School Boys Basketball State Champions had been invited to and would be recognized at the April 9 Council meeting. • Councilors Dirksen and Scheckla said they would not attend the Westside Economic Summit on April 3. Councilor Patton said she may be able to attend. 9. EXECUTIVE SESSION - No Executive Session was held. Meeting adjourned at 10:08 p.m. Attest: er Gaston, Deputy City Recorder a Cit of r Date: 5- .0 -)- 1 AAD M\CATHY\CCM\020319.DOC COUNCIL MINUTES — March 19, 2002 page 8