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City Council Minutes - 10/16/2007 Agenda Item No. .3, 1 For Agenda of I j?6007 TIGARD CITY COUNCIL/LOCAL CONTRACT REVIEW BOARD Meeting Minutes October 16,2007 1. WORKSHOP MEETING 1.1 Mayor Dirksen called the meeting to order at 6:33:35 PM 1.2 Council present: Name Present Absent Mayor Dirksen ✓ Councilor Buchner ✓ Councilor Sherwood ✓ Councilor Wilson ✓ Councilor Woodruff ✓ 1.3 Pledge of Allegiance 1.4 Council Communications &Liaison Reports: None 1.5 Call to Council and Staff for Non-Agenda Items: None 6:34:29 PM 2. JOINT MEETING WITH LOAVES AND FISHES SENIOR CENTER BOARD Loaves and Fishes Senior Center Board Members present: Bill Gerkin, Chair; Board members Myrna Boyce,Jean Haldorson, Mary Ellen Seger, Corry Stolk, Christa Topf. Also present Center Director Karen Gardner. Risk Manager Mills introduced this agenda item. A copy of the staff report is on file in the City Recorder's office. Director Gardner reviewed the activities of the last year, which was highlighted in a PowerPoint presentation; a copy is on file in the City Recorder's office. Ms. Gardner reviewed the valuable partnerships in the community. She reviewed the progress of the relocation plans for the Senior Center programs and services for the remodel project. Meals will be prepared at the Tigard American Legion on Scoffins Street. The Loaves & Fishes Tigard office will be on Burnham Street in the old Public Works Annex Building. A majority of social service programming has been relocated to several areas throughout the City. Some of the services offered have been curtailed during this time of remodeling;for example,Thanksgiving Dinner will not be offered this year. Tigard City Council Minutes October 16,2007 Page 1 The Center has a new activity director. The Tigard service area has the highest proportion of 60+ and 75+ seniors of any area in the County. Beginning in 2011, in the United States, a "Baby Boomer" turns 65 every 7 seconds for the following 18 years. Retirement is being redefined as it is a time for lifelong learning,re-employment,remarrying and meaningful activity. The Center is preparing for the future to offer varied services and programs for a wider age range. The City was thanked for its assistance in providing a newly remodeled facility anticipated to be ready in early 2008. In 2009 an additional meeting room and entrance downstairs will be completed if CDBG funding is available. Loaves & Fishes will raise $100,000 as a financial match for the kitchen remodel. The Steering Committee members present spoke of the benefits they receive through their volunteer work at the Senior Center. Highlights included the opportunity to volunteer, which is extremely gratified. Chair Gerkin commended the City for - constructing the skate park for the young people in Tigard. The Council thanked the board members for their volunteer work. 7:02:50 PM 3. JOINT MEETING WITH THE BUDGET COMMITTEE Budget Committee member Dena Struck was present. Finance Director Sesnon presented the staff report and referred to the financial statements for the quarter ending September 30,2007. In response to a question from Councilor BuehneY, Finance Director Sesnon indicated that it would be possible to make budget information more user friendly for the general public. Mayor Dirksen complimented Finance Director Sesnon on last year's budget process; the presentation style and budget presentation were clear. City Manager Prosser explained the complexities of a municipality; people tend to think of it as a simple organization,but local governments operate a wide variety of enterprises. 7:10:51 PM There was discussion about the numbers contained in the latest financial report; property tax revenue has not yet been received and some costs have not yet been reflected. 7:12:05 PM Councilor Sherwood commented on the need for an ending fund balance which is needed for operations due to the way money is received by the City. She said the Leadership series put on by the Chamber and the City of Tigard provides citizens with an opportunity to get involved in the community. She added that if you really want to know the inside workings of the City,one should serve on the Budget Committee. Tigard City Council Minutes October 16, 2007 Page 2 7:12:56 PM Finance Director Sesnon advised that the City is currently recruiting for two open positions on the Budget Committee. Mark Haldeman and Katie Schwab have indicated they are not interested in reappointment. 7:13:32 PM Budget Committee member Struck shared her experience in her first year on the Budget Committee. She found it was very enlightening. Mayor Dirksen asked Committee Member Struck to talk about the budget process —how did it go. She said she thought it went very well. While some sessions were long, she found it to be very interesting to learn about different points of view. It was time well spent. 7:15:08 PM Councilor Buehner said this was her first time through the budget process as a member of the Budget Cointruttee. She said she was glad she had attended previous Budget Committee meetings so it wasn't totally new. There are a lot of intricacies. Councilor Sherwood added there was a great deal of conversation and debate last session; she was pleased to see the citizen members of the Budget Committee were speaking up and participating. Mayor Dirksen said he believed the reason for the better participation was because the budget documents are so readable and understandable. Committee Member Struck said she appreciated receiving the budget materials before the meeting so she could come prepared with questions. 7:16:38 PM Finance Director Sesnon commented that the purpose of the budget process is to try to snake it as transparent as possible. The Budget is a policy document that drives virtually everything the City does and the more inclusive we can make that,the better. 7:17:05 PM The City recently received the Government Finance Officer's Association Distinguished Budget Presentation Award and the Certificate of Achievement in Excellence in Financial Reporting. This is the 22"`' and 21" time respectively in consecutive years that the City of Tigard has received these two awards. 7:18:37 PM Finance Director Sesnon reported on the upcoming annual audit,which will take about two weeks. The auditors will spend about a week visiting with staff and evaluating our system of internal controls. This is used as the basis for their audit work. Staff undergoes a review of the internal controls every year. He said he finds it troubling when there are reports of embezzlement within other government agencies. The No. 1 reason why this happens is there is a lack of segregation of duties. When recently discussing Tigard's internal controls, staff determined that there is no one person who has control of the whole process; we have proper segregation of duties. In last year's management report for the audit,deficiencies were minimal and were addressed quickly. 7:22:05 PM Tigard City Council Minutes October 16, 2007 Page 3 City Manager Prosser thanked Finance Director Sesnon and his staff for all of their hard work. He referred to the Certificate of Achievement for Excellence in Financial Reporting,which is an award program sponsored by the Government Finance Officers Association, an international professional organization for public finance. Certain standards must be met with regard to the presentation of financial statements. City of Tigard has won this award for over two decades; this is a great track record. Of all the units of government in the United States, only about three percent win this award. The Budget Presentation Award is also a noteworthy achievement. 7:24:37 PM Mayor Dirksen said he is proud of the Finance staff, as he is of all the Tigard staff "Congratulations on a job well done." 7:25:12 PM Finance Director Sesnon confirmed for Councilor Woodruff that the upcoming positions to be filled on the Budget Committee included two regular positions and one alternate. 7:25:25 PM Finance Director Sesnon provided an update on the Strategic Technology Plan. Staff is working towards accomplishing the objectives identified in the plan. Initiatives include revamping the Geographic Information System;he described the benefits of having this system in place. Some of the snapping will be online by the end of the fiscal year. Finance Director Sesnon also referred to initiatives on disaster recovery, conversion of the Tidemark system,and implementation of a new financial system. 7:32:37 PM Finance Director Sesnon updated the City Council on the Budget process. In about two weeks, staff will begin the annual forecasting process to project revenues and expenditures for the next five years. In inid January, staff will begin the annual budget process. 7:34:15 PM In response to a question from Councilor Sherwood, Finance Director Sesnon advised that applications for social services grants are due the first part of February 2008. 7:34:34 PM 7:35 PM 4. DISCUSS 2007 LEGISLATIVE SESSION AGENDA PRIORITIES City Manager Prosser presented this agenda item to the City Council. The Legislature plans to have its first even-year session in February 2008. It is not known yet how this session will be conducted or the issues that will be considered; although it is anticipated that the number of issues will be limited. At the League of Oregon Cities conference a list of issues likely to come before the legislature was distributed. City Manager Prosser reviewed the issues, which are also described in the staff report on file in the City Recorder's office. Transportation issues might not be considered until 2009; funding Tigard City Council Minutes October 16, 2007 Page 4 for transportation is a big concern for the City of Tigard. Councilor Sherwood cornrnented that everyone in the state has concerns about transportation issues. 7:37:22 PM City Manager Prosser advised that he and Assistant City Manager Newton meet regularly with Washington County Intergovernmental Relations Director Dennis Mulvihill. He gave guidance on what he sees coming from the legislature. The purpose tonight is to have a discussion with the City Council members to identify priorities they would like to have staff look into in more detail. The City Council could then formally adopt the legislative priorities for Tigard. Assistant City Manager Newton gave a report on upcoming legislative topics as shared by Mr. Mulvihill: o Local governments should reaffirm reasons for protecting local control to raise revenue for transportation purposes. o There is a note attached to OECDD Budget Bill, SB 5508, that requires the regional investment board staff to initiate a process for establishing a statewide inventory for infrastructure and community facilities needs in time for the 2008 Legislative session. The Governor has indicated that infrastructure funding is a top priority. Metro is coordinating a similar effort for the region that will likely be more detailed, but is scheduled for completion in June 2008; this information will be useful for the 2009 Session. o It is likely the 2008 Session will not raise any revenue or taxes because it is an election year. Our legislative delegation should have general knowledge of the City's immediate and longer-term infrastructure issues and needs. If there is an opportunity for the City of Tigard to voice support for those in 2008, our delegation should hear about it before the May election. o Affordable Housing—The failure of the document recording fee increase to be dedicated to affordable housing was offset by what the Oregon Housing Alliance described as the most successful affordable housing session in Oregon's history. Because of the May 2008 primary election, it is unlikely that fees or taxes will be raised, but hearings might be held in the House and/or Senate Revenue Committee. Senator Burdick chairs the Senate Committee, so she needs to know of Tigard's affordable housing needs and what the City Council thinks about any bills in that area. Councilor Sherwood commented that the bill relating to the document recording fee increase went down by three votes. It was her understanding that this would be back before the legislature in February. 7:41:51 PM Councilor Buehner commented on two issues relating to transportation issues: 1. Maintenance of current roads 2. Construction of new roads to address growth She said it does not seem as if there is an understanding at the legislature regarding the specifics of these two needs. Her concern is that without this Tigard City Council Minutes October 16, 2007 Page 5 understanding, how can this be sold to the public. She offered that it might be useful for us to talk to our own legislators to specifically address the issues. Councilor Sherwood noted that at the recent League of Oregon Cities conference session, Senator Metsger confirmed that they would approach transportation issues as Councilor Buehner noted. Mayor Dirksen said Senator Metsger expressed the same concern that there is a lack of understanding of the two issues. Mayor Dirksen agreed that this is something the City of Tigard needs to convey to our legislators. Councilor Woodruff commented that a major priority would be for the City to lay some groundwork in 2008 for the 2009 legislative session regarding revenue for infrastructure rather than new unfunded requirements... 7:44:43 PM Mayor Dirksen commented on issues listed in the staff report: - Office of rural policy—staff should not spend a lot of time on this issue. - County timber payment--staff should not spend a lot of time on this issue. There are other issues that the City Council has already identified and talked to our legislators about. For example, our legislators should know Tigard's position on transportation funding and the needs across the state. Mayor Dirksen asked for more information on: - Oregon Wireless Interoperability Network Report o City Manager Prosser explained this is an effort to coordinate among public agencies to share information more efficiently. More information will be prepared for the City Council - Water Storage Giant Funds o Councilor Sherwood commented that this deals more with rural areas. City Manager Prosser noted this issue is of particular interest to the City of Sherwood to help fund reservoir needs. This is something we need to track to determine if opportunities might be available for the City of Tigard as well. - Big Look Funding o The City Council has not discussed this issue and whether this should be funded. Mayor Dirksen said the City Council should schedule this for discussion. Councilor Buehner noted during her recent experience on a workgroup, there were many references to "Big Look" dealing with issues; therefore it was particularly disconcerting to her when she found out the funding had been cut for "Big Look." Mayor Dirksen said the funding needs to be put back in place and the program completed; there are a lot of outstanding issues that need to be addressed. He said when we talk to our legislators,we need to consider placing this on a list of items for which we encourage support. `Big Look"will not be a standing Tigard City Council Minutes October 16, 2007 Page 6 committee; it's a task force to look at Oregon's current land use systein and to report its findings at the 2009 Legislative Session. o Staff will reaffirm the charge of this group when the Council reviews and finalizes the legislatives priorities. o City Manager Prosser said the City Council might want to consider that one of the big issues in Washington County is that the population growth projections are that there will be an additional 400,000 people in the next 20-25 years. How do we accommodate this growth and address urbanization issues. Washington County is considering forming an urbanization forum, which will probably happen after the first of the year. Changes in state law might be needed to help address issues. o Mayor Dirksen advised that Metro is hosting a workshop later this inonth where metro area jurisdictions have been invited to review this issue. City Manager Prosser sLunmarized the Council discussion on priorities: - Affordable Housing -Document recording fee - Transportation — Clarify the difference between maintenance and new construction;lay the groundwork for the 2009 session. - Infrastructure funding - Oregon Wireless Interoperability Network—need more information - Water storage grants—track - Big Look Funding—have a discussion on this and urbanization issues - Pre-emption—this is always a concern Councilor Buchner noted that Senator Metsger was not supportive of local gas tax. This will be reviewed again by the City Council at its November 6 meeting. 7:54:51 PM 5. UPDATE ON ENHANCED CITIZEN PARTICIPATION Assistant City Manager Newton presented the staff report. She reviewed the web page for the neighborhood in west Tigard. Postcards went to residents in the neighborhood advising of the webpage. A volunteer from the west Tigard neighborhood received some training and developed this webpage. Assistant City Manager Newton described how the various neighborhood sites would have a template and the content manager for the neighborhood would choose the information to post from the communications they receive from City Hall. Examples of information that would be sent: press releases and postings from the City's webpage. People who view the website can make comments on the content. The focus of the neighborhood program is to empower people at the local level to get inforination and address issues using existing programs and activities. Tigard City Council Minutes October 16, 2007 Page 7 After the first of the year, a page of the Cityscape will be devoted to the neighborhoods to accommodate those who do not have access to the Internet. Staff is working with the schools so newsletters/flyers could be distributed on a regular basis. Also in early 2008, there will be a location on the City's website that generally discusses the neighborhoods describing the program with links to neighborhood web pages. 7:59:43 PM Staff is looking for more volunteers for this program. Assistant City Manager Newton said she is working through the schools and information will be placed in the Cityscape describing the needs for content managers. 8:00:34 PM Assistant City Manager Newton reviewed the Neighborhood Program structure. Staff is working with the Committee for Citizen Involvement (CCI) on this program. The CCI is the group that monitors citizen involvement. The CCI will be the group charged with making sure the program is working. At each CCI meeting there will be an opportunity for people from the neighborhoods to talk about elements or activities that are not working. CCI would then work with staff to make adjustments. 8:01:48 PM Assistant City Manager Newton said the neighborhood will need to have a planning meeting to talk about the kinds of events they will host; i.e., neighborhood beautification, community building activities,weigh-in on capital improvement program process, etc. Staff envisions the neighborhoods would have an annual gathering to discuss what they plan to do as a neighborhood in the coming year. She said there would be a steering committee to represent the different interests in the neighborhoods; i.e., school liaison, web content administrator, Community Emergency Response Team (CERT),Neighborhood Watch,land use facilitator,etc. 8:04:06 PM Assistant City Manager Newton said it was hoped that a neighborhood representative would have an opportunity to comment on land use matters to convey what had transpired at the neighborhood meeting. 8:04:47 PM Assistant City Manager Newton noted that Citizen Comment Cards are available at City meetings and in public buildings. Comments are being received. 8:05:07 PM Assistant City Manager Newton noted training for Boards and Committee liaisons and chairs. One training session for the liaisons has been conducted with another scheduled in November (chairs will be invited, too). The training will be designed to offer strategies for the liaisons and chairs to help the group stay "on task" and encourage participation. Tigard City Council Minutes October 16, 2007 Page 8 8:06:51 PM Councilor Woodruff noted the City Council looks forward to receiving feedback every other year from advisory groups about the City Council. He thanked the CCI for their work. 8:07:36 PM 6. REVIEW AND DISCUSS COMPREHENSIVE PLAN UPDATE — GOAL 7 — NATURAL HAZARDS Mayor Dirksen advised citizens would be allowed to comment on this agenda item. Council meeting recessed: 8:08:40 PM Council meeting reconvened: 8:15:04 PM Assistant Planner Daniels presented the staff report; a copy is on file in the City Recorder's office. The Planning Commission reviewed this chapter and its recommendations are contained in the staff report. Assistant Planner Daniels advised that the new Hazards chapter will provide Tigard with a better foundation upon which to prepare ordinances, development standards, programs, and intergovernmental agreements necessary to prevent and iritigate the effects of natural and human-created disasters. By adopting the new chapter, the City signals that it is committed to protecting people and property from hazardous occurrences. 8:20:09 PM Councilor Woodruff commented that the report was comprehensive and was glad to see acknowledgement of hazards that aren't classified as "natural hazards." There was discussion about the state's listing referring only to natural hazards. Assistant Planner Daniels noted that Goal 7.2 identifies hazards other than"natural hazards." 8:21:37 PM Councilor Woodruff referred to the record memorializing the spirited discussion on the Planning Commission and the response to input from citizens. Assistant Planner Daniels confirmed for Councilor Woodruff that the changes made during the Planning Commission review are accurately reflected; largely these were changes to clarify wording. She reviewed the issues that came up during the citizen review regarding the floodplain. Currently, the City relies upon FEMA and the US Army Corps of Engineers to map the 100-year floodplain; there was concern by a citizen that all streams in Tigard be included for protection from a flood event. There is a FEMA process to delineate specific wetlands; Clean Water Services submitted 100-year floodplain updatesin March 2006. Flood insurance rate maps are being updated. Additional data is also anticipated to update the 100-year floodplain. The floodplain will be defined more accurately. Tigard City Council Minutes October 16, 2007 Page 9 8:24:07 PM - Councilor Buchner noted her interest in the floodplain issue and referred to flooding in 1996. At the time she lived in a neighborhood where they were attempting to modify the floodplain more significantly than FEMA was willing to do. It is important that we "stay on top of this" in our Comprehensive Plan since FEMA is often behind in addressing important issues. 8:25:03 PM Long Range Planning Manager Bunch advised that part of the FEMA process includes the information and data from local jurisdictions. It would be unwise to adopt a local program that might conflict with the Federal Insurance Flood Program. 8:26:14 PM Councilor Buchner said that in looking at the map and referring to the location where she used to live, they did not prevail in getting the floodplain moved as far as it needed to be; those people are at risk. She advised this area is not inside the City. Long Range Planning Manager Bunch said staff will coordinate with Clean Water Services and their efforts to monitor and update the flood ordinance and the floodplain maps. 8:26:54 PM Councilor Sherwood commented that she was astonished to find out that more than 30 percent of all of the land in Tigard is vulnerable to wildfire. This concerned her given that there are a lot of open areas that are not mowed and regularly dry up in the summer. Mayor Dirksen noted we do have a noxious vegetation ordinance to help address this. 8:28:06 PM Councilor Buchner asked Long Range Planning Manager Bunch to provide any additional information he might have regarding how to address the flooding issues before the City Council hearing on this matter. 8:28:34 PM Mayor Dirksen referred to the minutes of the Planning Commission meeting where the issues were discussed. He appreciated that adjustments were made based on the comments at that meeting. He said he concurred with the comments where the wording was adjusted or vindicated. He noted appreciation for the work done by Commission and the citizen participants. 8:29:33 PM Councilor Woodruff asked the City Manager how this chapter would hold up for a man-made hazard and referenced the regional emergency exercise held today depicting a terrorist-threat scenario. City Manager Prosser said this chapter will be helpful for natural disasters — the mapping will be useful for preparing for floods and disasters. Today's exercise would require a different type of a response plan, which looks at how to allocate resources and set priorities. Councilor Woodruff commented that the policies in this chapter appear to be applicable;i.e., coordinating surface transportation and communication coordination between agencies. City Manager Prosser noted that during today's exercise emergency staff worked on plans to address public facility Tigard City Council Minutes October 16, 2007 Page 10 security and discovered areas where improvement is needed. An after-action report will be prepared and reviewed. Councilor Woodruff suggested this report be reviewed and compared with the proposals contained in this chapter. 8:32:51 PM Assistant Planner Daniels advised staff met with the City's emergency coordinator, Mike Lueck. The Policy Interest Team discussed communication and coordination. 8:33:15 PM Councilor Buehner noted during flooding that the storm water runoff systems don't work. She suggested the back up of the storm water should also be addressed. 8:33:56 PM Long Range Planning Manager Bunch agreed the storm water system is an important issue. He said this could be addressed in the public facilities plan as well as this chapter. Some of the storm water systems have been undersized, which contributes to the localized flooding. 8:34:53 PM Councilor Buehner referred to the Rockingham neighborhood that has been flooded almost every year and referred to the Hillshire development above this area. She suggested staff look into this issue. 8:35:22 PM Assistant Planner Daniels referred to the section on "hazards response." This will also be addressed in public safety. Policy interest team comments will be included in public safety. 8:36:03 PM Mayor Dirksen asked if this language was reviewed by the City Attorney. Long Range Planning Manager Bunch advised the language will be reviewed by the attorney. 8:37:18 PM Councilor Sherwood noted people's interest in a parks and a recreation district. The Comprehensive Plan needs to be finished first and the staff focus must be on this now. Mayor Dirksen noted that the City is accomplishing a lot of other things; multiple programs are going on at the same time. The Comprehensive Plan and Downtown are now the primary focus. 7. COUNCIL LIAISON REPORTS: None 8. NON AGENDA ITEMS: None 9. EXECUTIVE SESSION: Not held Tigard City Council Minutes October 16, 2007 Page 11 10. ADJOURNMENT 8:38:24 PM Motion by Councilor Sherwood, seconded by Councilor Woodruff, to adjourn. The motion was approved by a unanimous vote of Council present. Mayor Dirksen Yes Councilor Buehner Yes Councilor Sherwood Yes Councilor Woodruff Yes LD atherine Wheatley, City Recorder Attest: C Mayor,Xity of Tigard Date: , / e• D F7 L\ADM\Cathy\CCM\2007\071016 ftr.doc Tigard City Council Minutes October 16, 2007 Page 12