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City Council Minutes - 02/19/2008 Agenda Item No. Z/ l 41 Meeting of '4' r i/ -:2 ,-2, 201 City of Tigard Tigard Workshop Meeting — Minutes TIGARD CITY COUNCIL MEETING DATE/TIME: February 19, 2008 —6:30 p.m. for Executive Session; 7:30 p.m. for Workshop Meeting MEETING LOCATION: City of Tigard—Town Hall, 13125 SW Hall Blvd., Tigard, OR 97223 • EXECUTIVE SESSION Mayor Dirksen called the meeting to order at 6:30 p.m. Present Absent Councilor Woodruff ✓ Mayor Dirksen ✓ Councilor Buehner ✓ Councilor Sherwood ✓ Councilor Wilson ✓ Staff present: Assistant City Manager Newton, Community Development Director Coffee, Public Works Director Koellermeier, Human Resources Director Zodrow, Library Director Barnes, Risk Manager Mills, Benefits Manager Burbank, Finance and Information Management Director Sesnon, Labor Attorney Damm, and Deputy City Recorder Krager.. Police Chief Dickinson arrived at 6:45 p.m. Consultants present: Gail Koff and Georg Krammer of Koff&Associates,Inc. Mayor Dirksen announced that the Council would be entering into an Executive Session under ORS 192.660 (2) (d) to discuss labor negotiations. At 7:38 Mayor Dirksen closed the Executive Session and called a recess prior to the Workshop Meeting. • WORKSHOP MEETING 1.1 Mayor Dirksen called the meeting to order at 7:46 p.m. 7:46:16 PM 1.2 Deputy Recorder Kragen called the roll. Present Absent Councilor Woodruff ✓ Mayor Dirksen ✓ Councilor Buehner ✓ Councilor Sherwood ✓ Councilor Wilson ✓ TIGARD CITY COUNCIL AGENDA- FEBRUARY 19, 2008 City of Tigard 13125 SW Hall Blvd.,Tigard,OR 97223 503-639-4171 www.tigard-or.gov Page 1 of 1.3 Pledge of Allegiance 1.4 Council Communications&Liaison Reports: None 1.5 Call to Council and Staff for Non-Agenda Items: None 2. ANNUAL JOINT MEETING WITH THE PLANNING COMMISSION Mayor Dirksen welcomed the members of the Planning Commission and asked them to introduce themselves. Present were President Jodie Inman,Jeremy Vermilyea,Margaret Doherty, Stuart Hasman,Matthew Muldoon, Tom Anderson and Karen Fishel. President Inman said the group met earlier to discuss what their priorities would be this year. She said the turnout of Commissioners tonight was indicative of the energy the group has this year and she was pleased with what they have accomplished. She listed five goals yet to accomplish: > Completing the Comprehensive Plan Update which will take the group through early summer. > Implementing the Comprehensive Plan and looking at some necessary zone changes,code implementation or things needed to reflect the Comprehensive Plan in development. > Revisiting the Planned Development Code. > Implementing the Tree Code. Mayor Dirksen noted that a committee recently looked at the Planned Development Code. Planning Commission President Inman acknowledged that but suggested there were a few things needing adjustment. She said the City has not processed any Planned Development applications so the Planning Commission felt there were some things in it that are preventing it from being used. Mayor Dirksen said he'd wondered about that as well since a few applications have come in as Planned Developments and then the applicants changed their minds. Planning Commission Member Anderson said they worked on developing a form-based code and had a good dialog with developers and got some interesting ideas. He said they worked with the City Center Advisory Commission on design standards and that the Downtown Plan is on the Planning Commission's "front burner." Planning Commission Member Vermilyea said they've been looking at how the Comprehensive Plan process will integrate with overlay districts, especially Tigard Triangle,where the Planning Commission wants to explore incentives in order to get more mixed use development and minimize necessary transportation,and Washington Square. He said they hope the City can get enough ahead of the development to guide it. Planning Commission Member Doherty said another priority for the Planning Commission is to look at Pacific Highway,not in the sense of transportation,but in the sense of design and aesthetics. She said there was a very ambitious plan for the downtown but they haven't seen anything discussing what Tigard is going to look like from Buster's Barbecue on 99W to King City. Councilor Buehner said she wanted to make sure the Tree Board was a high priority. Planning Commission President Inman said the Planning Commission has been meeting together with the Tree Board and agreed with assigning a high priority to it. She said they had another meeting planned with the Tree Board soon. TIGARD CITY COUNCIL AGENDA- FEBRUARY 19, 2008 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 1 503-639-4171 1 www.tigard-or.gov Page 2 of7 Councilor Wilson said when the Washington Square Regional Center Plan was put together there was a proposal that it eventually would become an urban renewal district. He said Washington County Commission Chair Brian was interested in creating a corridor-wide urban renewal zone that included Washington Square.As part of this planning,$200 Million of public improvements were identified necessary to implement the Washington Square Regional Center Plan as envisioned. He said urban renewal is the only way to get significant funding. Councilor Wilson said his priority is Highway 99W,which has been a long-time eyesore and image problem for Tigard. He said he felt the next priority after getting the downtown up and running would be doing something about Highway 99W,and not just the traffic issues. He said the Planned Development Code has been an issue since he was on the Planning Commission 12 years ago. Regarding the Tree Code he said suggested changes should be made in the Landscape Code because, "when a site has its soil compacted to 98%density and you put in a tree,it won't grow." He said, "The Tree Code is working for the most part. Trees that were supposed to be saved have been saved. But the Landscaping part of it could use some attention." Councilor Woodruff said,"All of the goals you have stated are identical or compatible with our goals. We appreciate the work you all do." He advised the Planning Commission not to take on so much as to cause burn-out. He said,"Let us know if you have any issues with staffing or the ability to follow through with the goals or tasks you have set for yourselves." Councilor Sherwood said,"You have enthusiasm and are taking on way more than you've ever been asked to do. There is a lot of excitement building in the City. I don't know if it is due to the urban renewal or if it is because we have so many excited people that are new to our city stepping up." Mayor Dirksen said he concurred with other Council members and said he was also glad to hear that they are interested in addressing overlay zones in the Tigard Triangle and Washington Square areas. He said Tigard needs to create urban settings that can carry some of the future capacity and enable preservation of traditional neighborhoods. He said the policies and guidelines for future development in the Washington Square area are in place. He said he was glad to hear that the Planning Commission agrees the Tigard Triangle overlay needs to be adjusted to include mixed use and residential development. He asked the Planning Commission to let Council know if there is anything they can do to help support and encourage them as they take on this ambitious agenda. Councilor Wilson noted there was no mention of the Transportation System Plan update. He said traffic congestion is the biggest issue for citizens and it should be a high priority for the Planning Commission,higher than some that were listed. Councilor Buehner commented that the Tigard Triangle floor area ratio needed to be revisited as well as how the City will do the mixed-use zoning.Regarding the Planned Development Code, she recommended taking another look at private streets in the Code provisions due to a number of complaints. Councilor Woodruff asked the Planning Commission members,as individuals who have stepped up and are working for the City's behalf,to consider running for Council. He said there will be two positions that expire at the end of this year. Councilor Buehner asked Planning Commission President Inman if she thought the Commission desired to meet more than once a year with the Council. Ms. Inman said she will open that up to the Commission. TIGARD CITY COUNCIL AGENDA- FEBRUARY 19, 2008 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 www.tigard-or.gov I Page 3 of Planning Commission President Inman said she was pleased with the Commission and called it a well functioning group. 8:15:08 PM Mayor Dirksen noted the many high school studentsin attendance and told them that what they were seeing was their elected officials and citizen members of appointed commissions talking together and working out issues for the City. He said he was glad the students were able to see how local government works. 3. ANNUAL JOINT MEETING WITH THE CITIZEN MEMBERS OF THE BUDGET COMMITTEE Financial and Information Services Director Sesnon introduced Budget Committee Members Rick Parker,John Bailey,Jason Snider and Alternate Brian McCarry. Mr. Sesnon began his remarks by holding up a copy of the Comprehensive Annual Financial Report for the fiscal year ending June 30,2007,which is also published on the City's website. He said that once again,Tigard received an unqualified audit opinion on the financial condition of the City,which is the best kind of opinion an auditor can give. He referred to the audit management letter which summarizes a study of the City'sinternal control systems. He said nothing of material substance was identified and he commended his staff. Councilor Woodruff noted that only four conditions were identified. He asked Financial and Information Services Director Sesnon if he concurred with those recommendations and had put them into place. Mr. Sesnon said,"These were completed before the auditors even left the premises." Councilor Buchner said she read the audit and was impressed that it was so clean and without any real issues. Mr. Sesnon gave an overview of the 27 City funds including the General Fund and the more specialized restricted funds. He said the City was at 82%of revenues after seven months and he projected that Tigard would be in good shape for property tax receipts. Mayor Dirksen noted that several funds such as property taxes,can be anticipated fairly closely,but some, such as building permit fees may be more difficult to predict. Mr. Sesnon agreed, saying it is more difficult to budget for fees and charges as they are tied to the economy and can also be seasonal, such as those related to building activity,which increases in the warmer months. Financial and Information Services Director Sesnon discussed the upcoming budget process. He said there is a meeting on March 6,2008 to review social services budget requests and asked for a member of Council to participate. Councilor Sherwood said she recuses herself from the social services budget requests discussion due to a conflict of interest. Councilor Wilson volunteered to be the Council representative. Financial and Information Services Director Sesnon said the budget process began a month ago and is well underway. He said the Finance team has been reviewing projections and asking tough questions to make sure there are good justifications for any requests. He said that several meetings are planned with each Department Director and the City Manager,who will then present the recommended budget to the Budget Committee. He said issue papers will highlight items of special note or controversy,giving Council all the facts necessary for decisions. Mr. Sesnon said the Budget Committee will then go over the entire City budget, approve it and forward it onto the Council for adoption in June. TIGARD CITY COUNCIL AGENDA- FEBRUARY 19, 2008 City of Tigard 13125 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 www.tigard-or.gov Page 4 of Councilor Buchner asked if,as each department goes through their budget,a citizen who wants to testify could testify immediately at the conclusion of that particular budget instead of at the end of the process. Mr. Sesnon agreed that format could be followed. Councilor Buchner asked when the budget will be available. Mr. Sesnon said he anticipates releasing it to the Budget Committee around two weeks prior to their first meeting. He said one challenge is that in the past it was largely a spreadsheet based project with as many as six different software programs running at once and not necessarily talking to each other. Mr. Sesnon said the City implemented the new budgeting system,Prophix,this year. He said the department budgets were submitted electronically and can be sorted and reviewed in many different ways. He acknowledged that any new system is not implemented without pain but he anticipates it saving a lot of time and effort this year and in the future. He said the draft budget would not be as "pretty" as in prior years because each page used to be formatted individually in a publisher program,but getting rid of that step saves three weeks of staff time. Finance and Information Management Director Sesnon said he looks forward to showing the new financial software to Council. He noted that the Capital Construction Program will be available on line. Councilor Buchner asked Mr. Sesnon about making budget documents more user friendly so that someone who is not an accountant can understand them. Mr. Sesnon replied that Council has expressed concerns about format in the past and staff wants the documents to be as useful and flexible as possible. He stressed that if the number is there it can be presented in any format needed. Assistant City Manager Newton lauded the new system as a time saver, saying said she can get to what she needs immediately without having to sift through many reports or spreadsheets. Mayor Dirksen commented that he was a new member of the Budget Committee member twelve years ago and said it really does get easier to understand. He has seen recent improvements in making the financial documents more user friendly and understandable. He encouraged the Budget Committee members to feel free to ask questions. Councilor Wilson told the Committee that the Mayor and Councilors Woodruff and Sherwood all came from the Budget Committee. He said he had not been on the Budget Committee,but was a member of the Planning Commission. and it was hard for him to understand that you can't just do a project;it has to be inserted into the budget cycle. He said there once was talk about having a mid-year Budget Committee meeting to talk strategically. He mentioned that he has confidence that the City of Tigard budgets conservatively,and pays attention to things which allows him the freedom to dream about the"big picture." Councilor Sherwood said the debate on issues at the end of the meetings last year was some of the best discussion that she has ever heard at a Budget Committee meeting. Budget Committee Member Parker asked if it would be possible to have all City Department sessions done in two meetings. He suggested that all managers could then attend the last meeting,which would provide a lot of time for debates and discussion. Financial and Information Management Director Sesnon agreed that the prior year's format would be used again because it allowed enough time at the end of the meetings for questions and discussions. TIGARD CITY COUNCIL AGENDA- FEBRUARY 19, 2008 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 www.tigard-or.gov I Page 5 of7 8:56:56 PM On a side note, Councilor Sherwood asked why the City budgets a negative number for street maintenance fees. Finance and Information Management Director Sesnon said he would look into it and respond. Mayor Dirksen thanked the Budget Committee members for coming. Assistant City Manager Newton noted that Budget Committee meetings are scheduled for April 28,May 5,and May 12,2008. Mayor Dirksen asked the students who were in the audience if they had any questions or comments. Bryon Cranston asked about the construction sign on Bull Mountain Road across from Alberta Rider School that on one side says a park is coming but lists a water treatment plant on the other side?" Mayor Dirksen explained that the City is building a buried reservoir there for drinking water and will be putting a park on top of the land. David Garner commented that he liked the ideas presented about doing something about Highway 99W. Anthony Breitenbach asked, "What is the comp plan?" Mayor Dirksen said comp plan is short for comprehensive plan which basically forms the blueprint for City's development. He said it can be used as a vision to pass laws that will make those plans come about. Councilor Sherwood says Oregon mandates that cities have a comprehensive plan and has set minimum standards. Mayor Dirksen said the current Comprehensive Plan was created in the early 1980's and the City decided three years ago it needed to be redone. He said the update is almost half complete and there will be a revised version by the end of this year. Councilor Woodruff said this was a good question as most people do not know what a Comp Plan is,and he has advocated for not using that term because it is confusing. Councilor Wilson asked the students what their assignment was. Mr. Breitenbach said they were asked to write a reflection paper for a civics class on what they saw at a council meeting and what they gained from it. Councilor Woodruff said it would be interesting to see those papers. Councilor Buehner asked, "One of Council's goals this year is trying to increase outreach to citizens, including youth. Would it be helpful for one or two of us to come to your classes? If you are interested, ask your teachers to coordinate with us." Mr.Breitenbach said it would make more students aware of what goes on in City Council meetings. Councilor Wilson noted that city government is only as good as those who run it. He asked the students to think of this as something they may want to do someday. He noted that many Councilors get experience for .running for Council from being on City committees such as the Planning Commission or the Budget Committee. He described the board and commission nominating and appointment process. Mayor Dirksen noted that about ten years ago in Tualatin, an 18 year-old high school senior ran for and was elected to the office of City Councilor, which he held for two terms. He said, "You need to be a Tigard resident for one year and be at least eighteen years old to run for our Tigard City Council, that's it." Councilor Buehner told the students that the Mayor and she had just attended interviews for potential members of the Citizen Involvement Committee and appointed a Tualatin High School sophomore to that committee. Mayor Dirksen said there is also a Youth Advisory Council and he'd like to see the day where there TIGARD CITY COUNCIL AGENDA- FEBRUARY 19, 2008 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 www.tigard-or.gov I Page 6of7 is someone from that group sitting on all of the City's boards and commissions. He said many decisions made by Council shape the future and he would like young people to have more of a voice in these decisions. 4. EXECUTIVE SESSION: Not held. 5. ADJOURNMENT 9:08:21 PM At 9:08 p.m. there was a Motion by Councilor Woodruff,which was seconded by Councilor Buchner to adjourn the meeting. The motion was approved by a unanimous vote of Council present. Councilor Woodruff yes Mayor Dirksen yes Councilor Buchner yes Councilor Sherwood yes Councilor Wilson yes Carol A. Krager,Deputy City Recor r Attest: c Mayor, ity of Tigard Date: I:\ADM\Cathy\CCA\2008\080219 workshop.doc TIGARD CITY COUNCIL AGENDA- FEBRUARY 19, 2008 City of Tigard 13125 SW Hall Blvd.,Tigard, OR 97223 1 503-639-4171 1 www.tigard-or.gov Page 7of7