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City Council Minutes - 01/17/2006 q Agenda Item No. 3, I For Agenda of Q . arsoco Tigard City Council Meeting Minutes Date: January 17,2006 Time: 6;36 p.m. Place: Tigard City Hall, 13125 SW Hall Boulevard Tigard, Oregon Attending. Mayor Craig Ditksen Presiding Councilor Sally Harding Councilor Sydney Sherwood Councilor Nick Wilson Councilor Tom Woodruff Agenda Item Discussion& Comments Action Items follow u Workshop 1.1 Mayor Dirksen called the City Council and the Meeting Local Contract Review Board to Order at 6:36 P.M. 1.2 Council Present: Mayor Dirksen, Councilors Harding,Sherwood,Wilson,and Woodruff. 1.3 Pledge of Allegiance 1.4 Council Comtnunications&Liaison Reports: Councilor Sherwood announced that some public facilities projects will be funded by the Community Development Block Grant program. Requests for funding from this program far exceeded the amount available. She advised that the Gatrett Street sidewalk will be funded. 1.5 Call to Council and Staff for Non-Agenda Items An Executive Session was held at the end o£the meeting. Tigard City Council Minutes Page 1 January 17, 2006 Agenda Item Discussion& Comments Action Items follow u 2. Budget Budget Committee Members Present: Mayor Committee Dirksen, Councilor Harding, Councilor Sherwood, Meeting Councilor Wilson, Councilor Woodruff,Rick Parker,Katie Schwab,Jason Snider, and Susan Yesilada, Interim Finance Director hndieke introduced this agenda item. Budget Amendments - Finance Analyst Wareing reviewed budget amendments,year to date. A copy of the list of the amendments is on file in the City Recorder's office. Financial Results—First Half of FY 2005-06 - Interim.Finance Director Imdieke reviewed the City's financial status for the first half of tiv.s fiscal year. A copy of the 2005-2006 Budget to Actual summary is on file in the City Recorder's office. Revenues,including franchise fees to be received should be on target. Expenditures are less than 50% spent except for Social Services (because of timing of the release of funds after application) and the Mayor/Council budget (because League of Oregon Cities and National League of Cities dues are paid at the beginning of the fiscal year). The General Fund is "coining in on target";in fact, there may be$1 million more at the end of the fiscal year than what was projected because more revenue is conning in and expenditures have been kept under control. Mayor Dirksen suggested that to wake the summary more realistic,anticipated revenue could be shown. Interim Finance Director Imdieke said he could put together another summary,with the figures based on lvstofical patterns. Financial Forecast for the Period FY 2006-07 through FY 2010-11—Inte6tn Finance Director Imdieke's remarks were highlighted with a PowerPoint presentation. A copy of this presentation in on file the City Recorder's office. Interim Finance Director Imdieke and City Manager Prosser commented that the projected deficit occurs in 2009-10,which is a year later than earlier Tigard City Council Minutes Page 2 January 17, 2006 Agenda Item Discussion& Comments Action Items follow u calculations due to an optimistic economy, tighter controls and continuing efforts to push the deficit out a year. It was pointed out that the public's perception may be that,with new consauction activity on large developments, the City experiences a revenue "windfall." However,under die current tax system, new construction is not taxed at 100% of its value;it is taxed at 70%which is the average of what others are paying in property taxes based on valuation. Interim Finance Director Imdieke reviewed the forecast for road funds noting that expenditures projected for capital improvements represent only what the City thought it could afford and not the total need. In his review of the parks fund, Interim.Finance Director Iradieke advised there is a need to identify non-System Development Charge (SDC) revenues to fund parks since SDC's cannot be used for park improvements. The Parks and Recreation Advisory Board (DRAB) and staff are looking at non-SDC funding sources to use as leverage to purchase park properties. Interim Finance Director hradieke reviewed the status of development funds and noted that in the urban services area a one-year operating reserve is maintained in the event there is a downturn in the economy. The last major fee increase associated with development funds was in 2000. The status of the water fund might change, depending on the City's decision on what option to pursue for a long-term water supply. Interim Finance Director hudieke advised that the capital funds are decreasing in the sewer fiords because of the sewer reimbursement program; However,that fund will start to rebuild when property owners sign on for sewer service. The challenge in this area is to snake sure that Clean Water Services (CWS) continues to snake rate adjustments from which the City will receive a Tigard City Council Minutes Page 3 January 17, 2006 Agenda Item Discussion& Comments Action Items follow u proportionate share for operations and capital projects. City Manager Prosser advised that after the last three or four CWS rate increases,revenues to cities were reduced as CWS is using the increases for debt service for the expansion of treatment facilities. There was discussion of the traffic impact fees, wlv.ch are projected to decrease. City Manager Prosser advised that the financial forecast will continue to be updated. Financial Strategy Task Force—Interim Finance Director Imdieke advised the Task Force will receive the updated financial information to be incorporated into the report to be presented to the City Council in a February workshop.meeting. The citizen members of the Budget Committee will be asked to attend that workshop ineeting. Rick Parker, Sue Yesilada, Social Services—Financial Analyst Wareing noted and Nick Wilson will serve that grant applications were recently mailed out. on the Social Services The review schedule for the subcommittee for social Subcommittee. services and community events was outlined. 3. Commuter Intern Community Development Director Coffee, After lengthy discussion and Rail Station Senior Planner Nachbar, and TriMet Representative a review of the options, Enhancements Witter reviewed this agenda itein with the City Council directed staff to Council. The staff report,background information prepare a resolution for and cost comparison information,which was Council's consideration reviewed and discussed by the City Council,is on which will support the file in the City Recorder's office. "Interstate Design" for the shelter and to earmark As part of the overall program for Cointnuter Rail needed funds in the General Station improvements,TriMet budgets and provides Fund budget. Mr.Witter funding for a set of basic improvements common to noted that three benches per all stations that includes a rail station platform, a platform were included in shelter,a park and ride facility and certain landscape TfiMet's design and that improvements. TriMet could arrange to pour another footing at the tune Council discussion included: the Tigard station is completed so the structure Tigard City Council Minutes Page 4 January 17, 2006 Agenda Item Discussion & Comments Action Items follow u • A review of TriMet's proposed station design could be expanded later. option. Tigard contributions to • A review of the recommendation of the design as station funding will need to originally proposed by the Downtown Task be available the latter part of Force. 2007. • TriMet now scaling back to a lower-cost prefabricated station structure to realign estimated costs and budget. As time goes by, costs escalate,which impacts what can be done with the available funding. • Review of aesthetics and available budget. • Review of commuter rail passenger comfort: benches,windscreens for protection from weather,and length of wait between trains. • Tr iMet's shelter design is basically a"cover." • Disappointment expressed with the reduction from the original design proposed by the Downtown Task Force. • The station is the initial project to improve the downtown, so it is important to set the tone and demonstrate the types of improvements desired. • Discussed proj ected commuter rail ridership. • Viewpoint expressed that the shelter design will not keep people from riding the commuter rail; keep the station functional and fund less costly aesthetic improvements. • Of the$150,000 currently allocated for the downtown, $75,000 has been earmarked by the City for the station. 4. Annexation The following staff members participated in this Policy discussion witli the City Council: Interim Community Development Director Coffee, Planning Manager Bewersdorff, and Associate Planner Pagenstecher. Discussion highlights included the following: • Overview of annexation background with previous stance by Washington County that cities should provide urban services and that the City of Tigard would expand into its urban service area. • Factors affecting annexation: Tigard City Council Minutes Page 5 January 17, 2006 Agenda Item Discussion& Comments Action Items follow u o Comprehensive Plan o Intergovernmental agreements with Wasl-ington County o State law o City of Tigard Development Code o Consents to annexation o Current administrative policy o Bull Mountain annexation vote in 2004. • Referenced two letters received from State Representative Jerry Ktutxaixael; evaluation is needed. • Reviewed options of City Council (see January 3, 2006 memorandum from Interim, Community Development Director Coffee and Associate Planner Pagenstecher regarding City of Tigard annexation policy). Options were for the City of Tigard to be 1) aggressive, 2) proactive, 3) reactive, or 4) inactive. • Areas in unincorporated county that are already developed have no incentives to annex. • The City of Tigard currently annexes in the "reactive"anode;if the City continues this policy, it is unlikely the City's boundaries will ever extend to the urban services boundary. • If the City chooses a proactive policy, State law allows the City to annex islands. Initiating island annexations has not been the practice of the City. • An aggressive annexation policy,including cherry-stern annexations is not politically palatable. • A suggestion was made that the City consider its boundaries to be essentially set. • The Comprehensive Plana update is now underway. Boundaries will be a consideration. • An observation was made that it is a struggle to quantify the alternatives for annexation options. if a new City is formed on Bull Mountain —a real City that is self-sustaining with services such as a library and parrs—there would be less concern. Also unhlinown is whether the new City would extend to tlhe urban growth boundary. • There are positives for each of the annexation policy options. In the long-ter-nn view, the question is which is the correct decision? There was concern ex tessed that develo went ht Tigard City Council Minutes Page 6 January 17, 2006 Agenda Item Discussion& Conments Action Items follow u occur that will prove to be detrimental. • There was no support expressed for cherry-stem annexations (aggressive policy) in order to facilitate potential annexation of areas 63 and 64. • The proactive annexation policy appears to be beneficial in that it would bring undeveloped parcels into the City. • A decision should be made about the City's planning area relating to the Comprehensive Plan update. It was suggested that the City,plan for undeveloped areas so if these areas come into the City, the planning would be done. • Density requirements in the urban growth boundary would be no different whether the property is in or out of the City. If the property was located in the City, density could be transferred to the downtown or the Washington Square areas. • There was mention of a policy decision that would be needed on property owned outside the City (Cache Creek property). Options would include: 1) keep the area as an extra-territorial park, 2) sell the property, 3) give the property to another city. • It was noted that the Tigard constituency does not appear to support aggressive or even proactive annexations. Tigard citizens appear to be more in favor with what the City is doing now,which is a reactive policy (wait for parcels to ask to be annexed). • Intern Community Development Director Coffee suggested a systematic review of the City's boundary. • Mayor Dirksen said lie supports double or triple majority annexations. • Councilor Woodruff supported the democratic process of annexing those properties where property owners have indicated they want to come into the City. • Councilor Harding suggested the City take a time out and let others explore their options. If a property owner asks to be annexed and if the property is contiguous to the current City boundaries, then she would support the annexation request. Tigard City Council Minutes Page 7 January 17, 2006 Agenda Item Discussion& Comments Action Items follow up • The Comprehensive Plan,Washington County intergovernmental agreements,and the Bull Mountain Cominunity Plan all indicate that the City of Tigard should be the ultimate service provider for the urban services area. • There was a suggestion that it might be time to review the Washington County intergovernmental agreements. In response to the discussion, City Manager Prosser advised the funds received by the City from the County cover the costs of the services provided by the City as outlined in the intergovernmental agreetnents. • It was suggested that the City Council would know more in about a year, once it is known whether a new city will be formed on Bull Mountain. • Councilor Wilson pointed out that the vision established 30 years ago regarding urban services does not appear to have any possibility of working. • Interim Community Development Director Coffee suggested that Goal 14 will be addressed during the Comprehensive Plan review;the "mechanisms" have not happened. Tigard's area of interest may be redefined. The current practice for annexation will continue. • The City Council talked of annexation incentives. There was no support at this time to offer a phase-in of taxes;However,the City Council might consider waiving the fee for annexation. Meeting recessed: 9:26 p.m. Meeting reconvened: 9:35 p.m, 5. Mayor and Assistant to the City Manager Newton reviewed Council Budget with the City Council the preluninmy Mayor and Council FY 06-07 Budget request as prepared by Administration Department staff. There was discussion about the majority of the Staff will prepare a cost League of Oregon Cities dues being shown as an allocation model for League expenditure in the Council's budget. of Oregon Cities dues. Tigard City Council Minutes Page S January 17,2006 Agenda Item Discussion& Comments Action Items follow u The performance audit will be added to next year's At the request of Councilor Council budget. There was discussion about the Woodruff, staff will prepare scope of the audit,which will set up a review of City budget information showing policies, procedures, and operations. what was budgeted in 05-06 along with the Budget request for 06-07. 6. Executive The Tigard City Council went into l✓xecutive Session Session at 9:52 p.m. to discuss potential litigation under ORS 192-660(2)(1-x)- 7. Adjournment The meeting adjourned at 10:13 p.m. Motion by Councilor Woodruff, seconded by Councilor Wilson, to adjourn meeting. The motion was approved by a unanimous vote of the City Council.present: Mayor Dirksen: Yes Councilor Harding. Yes Councilor Sherwood: Yes Councilor Wilson: Yes Councilor Woodruff Yes D' Catherine Wheatley, City Recorder Attest: Mayor ity of Tigard Date: CQ 0 S_'Of ,, � Tigard City Council Minutes Page 9 Januaiy 17,2006