City Council Minutes - 10/21/2003 Agenda Item No. 3,
Council Meeting of
COUNCIL MINUTES
TIGARD CITY COUNCIL MEETING
October 21, 2003
I. WORKSHOP MEETING
1.1 Council President Dirksen called the City Council meeting to order at 6:30
p.m.
1.2 Roll Call: Council President Dirksen, Councilors Moore, Sherwood 8t Wilson
1.3 Pledge of Allegiance
1.4 Council Communications & Liaison Reports: None
1.5 Call to Council and Staff for Non Agenda Items:
Assistant to the City Manager Newton noted discussion items to be scheduled
during the Non Agenda portion of the meeting (No. 9): Bull Mountain
proposed annexation community meetings; sign code (realtor signs/letters);
planned development code review; participation/representation on the
recreation district task force
2. JOINT MEETING WITH THE INTERGOVERNMENTAL WATER BOARD —
UPDATE ON LONG-TERM WATER SUPPLY
Intergovernmental Water Board (IWB) Members Present: Patrick Carroll, Norm
Penner, Bill Scheiderich, Dick Winn
Assistant Public Works Director Koellermeier presented an update to the Council and
IWB members present. The PowerPoint slide presentation highlighting Mr.
Koellermeler's review is on file with the City Recorder.
City of Portland wholesale water contract negotiations are now focused on a
comparative rate structure. Negotiation participants have brought to Portland's
attention the lower rates offered by other water providers such as the Joint Water
Commission and the Willamette River water resource.
Joint Water Commission membership for Tigard is on "track." Two weeks ago the
)WC Board agreed in principle to accept Tigard as a member. An agreement is being
drafted and should be available for Tigard and the member jurisdictions to review
within the next couple of weeks. Initially, Tigard will have no water rights and will
have no front-end buy-in costs. Tigard will be a leaseholder until capacity-increasing
projects (raw water pipeline and Scoggins Dam raise) are permitted. As the new
capacity is created, Tigard will gain some water rights.
Tigard City Council Meeting Minutes - October 21, 2003 Page Z
Mr. Koellermeier reported on the Joint Funding Agreement with the Integrated
Water Resource Management (IWRM) Water Feasibility Study. Tigard Council will
consider a second amendment to the funding agreement at its October 28, 2003,
Council meeting. The City is one of eleven (11) partners undertaking this study. The
purpose of the study is to study the feasibility of alternative approaches to increasing
the water supply in the basin. The first phase of the project is now complete.
Three of the original members in the project, Cornelius, Banks, and North Plains,
have elected to withdraw from future participation in the project. Their water
allocation and future costs have been reallocated to the remaining members.
In addition, this amendment has been created to commit the funding for the next
phase of the project. Tigard's share of the next phase, the environmental impact
statement and the permitting phase is currently estimated to be $239,536 in FY
`03/04 and $389,490 in FY `04/05.
Mr. Koellermeier reviewed the short-term water projects, including the aquifer storage
recovery (ASR) program and the AIberta Rider School Reservoir. The second phase
to the ASR has been approved by the IWB for a new production well and a new test
well. Agreement has been reached for the Rider School Reservoir Iocation. Test
borings will be drilled by the end of October.
The IWB and Council are scheduled to meet again on November 25 to review the
JWC Agreement. A general update to the IWB and Council is scheduled for January
20, 2004.
Tom Vanderplaat of Clean Water Services updated the group on the status of the
Scoggins Dam raise. The feasibility study phase is nearing the end. He noted
progress toward entering the implementation phase and the fact that participating
jurisdictions have front-ended the costs, some of which are expected to be reimbursed
by the Federal Government. Congressional review and permits from the Bureau of
Reclamation will be needed.
3. JOINT MEETING WITH THE SENIOR CENTER BOARD
Risk Manager Mills introduced this agenda item and Senior Center Director Karen
Gardner. Several Board and Steering Committee members were present. City of
Tigard and Loaves and Fishes have been partners in the operation of the Tigard Senior
Center for more than 20 years. Ms. Gardner reviewed a PowerPoint slide
presentation, which is on file with the City Recorder. Her review included
jinformation on Senior Center services (nutrition, information, healthy living, volunteer
opportunities, socialization, education, and referrals for services). The assistance given
to the Senior Center from the City of Tigard makes it the best supported senior
Tigard City Council Meeting Minutes - October 21, 2003 Page 2
center in Washington County. The Tigard service area has the highest proportion of
60+ and 75+ seniors of any area in the County.
It is expected that the senior populations of 65+ will grow 124% in the next 18
years. There was discussion about the need to plan now so the center will be able to
continue to provide services for the increased numbers of senior citizens expected.
Ms. Gardner noted appreciation to the City of Tigard for providing an Internet
connection to the Center at no charge.
4. UPDATE ON PURCHASING AND CONTRACT MANUAL
Accounting Manager Imdieke and Risk Manager Mills presented the status report on
the effort to develop and implement a Purchasing and Contracts Manual on a citywide
basis. The Manual serves as a guide to be followed by all City employees involved in
the purchasing and contracting processes. Employee training on the manual will be
offered during the month of November, with an implementation date of December 1,
2003.
5. REVIEW OF THE CITY OF TIGARD AND TRI-MET MEMORANDUM OF
UNDERSTANDING AND LOCAL AREA PLAN
Community Development Director Hendryx presented the staff report and introduced
representatives from Tri-Met. Since June 2003, City and Tri-Met staff have met to
discuss enhanced transit service in Tigard.
Council reviewed with staff and Tri Met representatives the draft Memorandum of
Understanding (MOU) dealing with "Tigard Access Planning." The MOU is
intended to provide a framework for forming a partnership between Tri-Met and
Tigard to improve local transit service. Council adoption of the MOU is tentatively
set for November 18, 2003.
The Tigard Local Area Plan is more detailed that the MOU and spells out Tri-Met's
proposed approach and timeline relative to identifying and implementing potential
local serve an capital improvements. Plans are to begin implementing the Tigard
Local Area Plan by the end of this year. An intensive public outreach program is
planned for the Fall of 2004. Tri-Met officials plan to visit with the Council in late
2004/early 2005 to present the findings about what improvements are needed. The
capital improvement projects will be recommended for approval in 2005.
Council noted the proposed MOU was "nice" but it was not as definitive as they
hoped it would be. No goals were outlined. Council members expressed hope that
improvements would, in fact, be forthcoming.
Tigard City Council Meeting Minutes - October 21, 2003 Page 3
6. PREVIEW OF PROPOSED STREET MAINTENANCE FEE DRAFT ORDINANCE
AND RESOLUTION
City Engineer Duenas reviewed this item with the Council. The PowerPoint slide
presentation highlighting Mr. Duenas' comments is on file with the City Recorder.
Council previewed the draft ordinance and resolution.
City Engineer advised that he learned at a recent meeting that gas tax funds are
unrestricted, which means there will be greater flexibility of the funding mix for both
potential street maintenance projects and gas tax capital improvement projects.
Councilor Sherwood noted several wording changes she would like to have reflected
in the proposed ordinance:
• On Page 2, No. 2, the words "other governing costs" should be
changed/removed.
• On Page 4, under Section 15.20.050, remove Item No. 3. Mr. Duenas
noted the City Attorney had added this section and Councilor Sherwood
asked that the Attorney explain the need for this section at or prior to the
November 18 meeting at which time the ordinance will be presented for
Council consideration.
• On Page 5, Councilor Sherwood noted concerns about when the ordinance
would be reviewed. The ordinance is proposed to be reviewed after the first
year to determine whether the funding levels set for the five-year maintenance
program had been met. The ordinance is also required to be reviewed every
three years. Councilor Sherwood emphasized that if unanticipated revenue is
received by the City for street maintenance, then the street maintenance fee is
to be reduced. She noted this was part of the agreement reached (and
Council President Dirksen concurred), with the business community members
who worked on a compromised street maintenance fee proposal.
• On Page 6, Section 15.20.080, Section 1, Councilor Sherwood noted
concerns about appeals being submitted to the City Engineer. There was
discussion on the appeal process.
Joe Gilliam of the Oregon Grocery Association was present and invited to address the
Council. He noted that if a "windfall" should come to the city to help with street
maintenance costs, then the extra dollars should be used to suppress rates for
residents.
The ordinance will be brought to the Council for its consideration on November 18,
2003.
Tigard City Council Meeting Minutes - October 21, 2003 Page 4
7. COMMUNICATION PLAN UPDATE
Assistant to the City Manager Newton presented information to Council on this
agenda item. She presented a written report on the City's communication efforts,
including the Focus on Tigard cable television program, the internal document used
by staff known as the "Communication Plan," press releases, Community Connectors,
cable television programming, Cityscape, the web site, and the TVTV Bulletin Board.
At a recent Mayor's Blue Ribbon Task Force, the suggestion was made that the city
pursue the formation of neighborhood associations. City staff investigated the
formation of neighborhood associations a number of years ago but recommended
to Council that a neighborhood association program not be formed due to the cost
needed to implement the program.
Staff proposes to do some initial research by contacting cities with neighborhood
associations to gather information on structure, costs, benefits and disadvantages of
neighborhood associations. Staff will present the findings to City Council with the
communication plan update in April 2004. Council consensus was that staff
should limit the time spent on researching this issue as the Council was hesitant
about the benefit of establishing neighborhood associations given the City's past
experiences and the observation that people are very busy and have little time to
attend meetings. Councilor Wilson noted that the "Community Connector"
program appears to be serving as the "high tech" method of supplying information
to interested neighborhoods.
8. COUNCIL LIAISON REPORTS: None
9. NON-AGENDA ITEMS
• Bull Mountain proposed annexation community meetings: Community
Development Director Hendryx reviewed the "Coffee Talks" scheduled and
Councilor members agreed to attend as follows:
October 30 -- Councilor Wilson
November 5 - Councilor Sherwood
November 13 — Council President Dirksen
December 10 — Councilor Wilson
December 18 — Council President Dirksen
• Sign Code Letters — a number of realtors have sent letters to the Council noting
issues with the sign code relating to real estate signs. Community Development
Director noted staff's position with regard to zero tolerance of signs located within
the right of way because of safety concerns. Staff plans to meet with realtors to
Tigard City Council Meeting Minutes - October 21, 2003 Page 5
talk about whether the sign code can be amended and an application for a code
amendment is expected soon.
• Planned Development Code Review — Council members had indicated that they
would like to review this section of the Community Development Code.
Community Development Director Hendryx advised that this matter was
scheduled on the Council's tentative agenda schedule for a review in November.
Prior to that time, Council President Dirksen and Councilor Sherwood would like
to visit with Planning Commission Chair Padgett and PIanning Manager
Bewersdorff about some concerns regarding the density bonus and lot-size
provisions of the Code.
• Participation/representation on the recreation district task force. At the October
20 meeting with the Tigard Tualatin School District Board and the Tigard and
Tualatin City Councils, it was suggested that a task force be formed to investigate
formation of a recreation district to help alleviate funding shortfalls being
experienced by the School District. Councilor Wilson expressed reservations about
whether this idea was well thought out or would provide that much help to the
District. After discussion, the consensus of the Council was to participate.
Councilor Dirksen advised he would be willing to serve on the Task Force.
• Councilor Moore reminded Council members of their commitment to contribute
$20 each toward a local-area restaurant gift certificate as their contribution for a
fundraising event sponsored by the Atafalati group. City Recorder will put
together a small basket of City-related items (i.e., coffee cups, pencils, etc.) to add
to the gift certificate.
10. EXECUTIVE SESSION: Not held
l l. ADJOURNMENT: 9:37 p.m.
9. EXECUTIVE SESSION: Not held.
10. ADJOURNMENT: 9:16 p.m.
Catherine eat ey, ity ecor er
Attest: .
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Date
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Tigard City Council Meeting Minutes - October 21, 2003 Page 6