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City Council Minutes - 04/22/2008 Agenda Item No. Meeting of Q Ile n r_ . gyp City of Tigard Tigard Business Meeting — Minutes TIGARD CITY COUNCIL LOCAL CONTRACT REVIEW BOARD (LCRB) CITY CENTER DEVELOPMENT AGENCY(CCDA) MEETING DATE/TIME: April 22, 2008/6:30 p.m. Study Session and 7:30 p.m. Business Meeting MEETING LOCATION: City of Tigard—Town Hall, 13125 SW Hall Blvd., Tigard, OR 97223 Track 1 Mayor Dirksen called the meeting to order at 6:30 p.m. Name Present Absent Mayor Dirksen ✓ Councilor President Sherwood ✓ Councilor Bueluier ✓ Councilor Wilson ✓ Councilor Woodruff ✓ • STUDY SESSION ➢ COUNCIL SERVICE TASK FORCE REPORT Council Service Task Force Members Present: Sue Yesilada, Jason Snider, and Councilor Sherwood Assistant City Manager Newton referred to the recommendation forwarded to the City Council. Mr. Snider advised that the Task Force did not make any dramatic or surprising recommendations. Recommendations included: o Mr. Snider reported the Task Force proposed that the City Council shorten the length of the City Council meetings. The amount of time spent in meetings and sessions along with the demands on City Council members represents a substantial barrier for some or many who might consider serving on the Council. The specific recommendation is to begin at 6:30 p.m. and end at 9 p.m. and to remain accountable to this time period. The concern is that younger potential candidates who have families have needs to be at home. The Task Force was looking to determine how to get younger people involved. The trend appears to be that Council members across the state are more representative of the older population. With regard to limiting the amount of time, Ms. Yesilada noted that retirees would also want to have shorter TIGARD CITY COUNCIL/LCRB MINUTES —APRIL 22, 2008 Cityof Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 'mm.tigard-or.gov I Pdge 1 of 8 I:\ADM\Cathv\CCM\2008\080422.doc-x i meetings that adjourn by 9 p.m. The outcome should be to respect an individual's need to try to fit volunteer activity into their full lives. o Mr. Snider reported that the current nomination process to place a Council candidate's name on the ballot is too cumbersome, which includes acquiring close to 200 signatures. This process is of questionable value and would represent a barrier to those people who do not have a lot of time, but might be well qualified. Therefore, the recommendation is to require 20 signatures with a $50 filing fee. Ms. Yesilada added that by requiring a filing fee,this would demonstrate a level of commitment. o Mt. Snider reported that there had been discussion about other ways to qualify for candidacy that did not involve acquiring signatures; however, this seemed to add a level of complexity that was not necessary. o Ms. Yesilada noted the review of the Task Force of the total time devoted by the Mayor and the City Council. The Task Force recognized that outside of the regular meetings, there are also other meetings, civic events, etc. and there is a question of how these tasks are divided appropriately. There was discussion about having an elected official receiving a higher level of compensation that within any term could devote additional time, up to 20 hours per week, for those types of meetings above and beyond what is expected from the usual Council liaison appointments. There was a concern that this not be advertised that this would be the Mayor;Mr. Snider said that there might be people running only because of the compensation position and this was not the approach the Task Force wanted. Therefore, the recommendation is to creatively resolve this issue. This would not only take off some of the burden from other City Council members for doing the civic duties but it would also allow for an elected official to attend business meetings during the day, which would be beneficial for political and other reasons. Additional compensation would give an opportunity to make that happen and would be well worth the money. Ms. Yesilada and Mr. Snider clarified that this would not be a requirement but it would give the City Council the ability to determine whether there is a need for this position. o Ms. Newton noted the Task Force discussed that it would be up to the seated City Council to determine who would have the time and energy for the extra duties and then, do the remaining City Council members feel that this person would be a good representative for our interests. The City Council would list the expectations of what the Mayor or City Council member would do for the additional compensation. Councilor Wilson asked if this would be with the understanding that this person would go part-time with his regular job. Discussion followed. Mr. Snider said he did not think it would be possible to hold down a full-time job and also serve in this capacity. The purpose is for the individual to attend meetings during the day when other City Council members would not be able to do;however, this would be determined by the City Council. o Councilor Wilson noted a concern that this could become an expectation that the Mayor would be the individual appointed to the extra-compensation and then the City TIGARD CITY COUNCIL/LCRB MINUTES -APRIL 22, 2008 Cityof Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 www.dgard-or.gov I Page 2 of 8 1:\ADNI\Cathy\CCN{\2008\080422.docx of Tigard would "slide"into a strong Mayor form of government. Mr. Snider said the Task Force was definitely not advocating for this and cautioned against the City Council automatically deciding this position would be the Mayor. o City Manager Prosser noted that this City Council is ha.nnonious and works together; however, he has had experience with City Council bodies that have not been harmonious. He said he was concerned that this could become a "political football." Mr. Snider said he had thought of this and said it would come down to a majority vote: If the majority of the City Council felt this was necessary, then that's would occur. It will not be perfect and perhaps it could be abused. The public is accountable to hold elected officials accountable as well. More parameters might be needed;perhaps there should be a process outside the City Council. Ms. Yesilada said a system would be needed to establish requirements to determine who would be an appropriate candidate. Mr. Snider said the purpose of this is to represent the City well as well as the City Council. The person would need to represent the majority or the whole City Council or this position would not serve its purpose. Councilor Wilson commented that he thought the extra-compensated position should almost always be the Mayor because the title of Mayor has a lot of weight outside of this group. However,he could foresee a situation in a future election where there might be rivalry or some circumstance that would not lead to a harmonious solution. Councilor Sherwood said that's why she supported that this not be a "given" every year. o The Mayor said that whatever documentation creates this position, it could state that this position would be generally and typically the Mayor, but the City Council has the authority by a majority vote to choose someone else or no one if it is determined that it is not necessary to have that position filled. Mr. Snider said the Task Force did not recommend that this would "typically be the Mayor." He suggested language be drafted to explicitly define the intent to not have this always be the Mayor. o Councilor Wilson said the rest of the City Council might feel a new Mayor might not be the best individual to serve in this position. o Ms.Yesilada said in addition,individual councilors would need to determine their own flexibility and work situations. o Ms. Newton said there was quite a discussion on the Task Force about Mayor vs. City Councilor for this appointment. The City Council might decide to name the individual Council President so they would have the tide to set them about as they represented the City.There was general consensus that this was a good idea. o Mayor Dirksen noted that someone other than the Mayor might be identified for this position if the Mayor for some reason was incapable of being that active. o Mr. Snider said another part of the recommendation was the compensation. The Task Force recommended that this be on a level similar to a department director. There was discussion regarding whether the Budget Committee as well as other people would TIGARD CITY COUNCIL/LCRB MINUTES -APRIL 22, 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 8 I:\x1DNI\Cally\CCNI\2008\080422.docs dunk this would be a good return investment. Mr. Snider said he thought that not allowing this is "penny wise and pound foolish." Just one decision could affect the City budget more than die amount being paid to this elected official. This is a small amount of money given tie impact it will have. Ms. Yesilada concurred that this would better represent Tigard and put Tigard in the position of possibly garnering additional funding. This would enable our City Council to be positioned to provide cost savings and additional fielding from outside sources. o Mr. Snider said he viewed it as a "Council/Life" balance issue. As City Councilors, individuals make a big commitment. This is one way to help the Council members manage their time and some additional ability to establish a balance between their personal lives, serving on the City Council and tie other areas of responsibility. o Mayor Dirksen said he thought the amount of compensation showed a lot of thought. It is not enough that it could be considered an annual salary. On the other hand, it is substantial enough that it can have an impact on the bottom line as the job takes the individual away from his or her normal wage-earning abilities. o There was discussion about other City Council bodies that elect a Mayor from within their membership and how this is somewhat similar. Councilor Wilson noted that the person serving in the extra-compensated position would usually be the one who has served on the City Council the longest or has leadership qualities. o Councilors discussed how they could try this process to determine how it works. o There was discussion on whether these proposed changes would induce others to serve on the City Council, with it generally being agreed that it would make potential candidates look more favorably at serving. The average community member does not realize the other duties assigned to the Mayor and Council. o Mr. Snider outlined the last recommendation: City Council members to talk to potential candidates to educate them about the Councilor's responsibilities and roles. Ms. Yesilada also suggested that those who might be considered potential candidates be invited to this Council event. Mr. Snider added that most of the volunteers could be invited. Ms. Newton recalled the Task Force discussion was about inviting Board and Committee members, community leaders and other diverse population groups (churches, younger people). Councilor Wilson suggested this event be less formal and for City Council members to take it on themselves to find replacements. Mr. Snider said that could still be done regardless. Ms. Yesilada said the Task Force had heard that personal contacts were being made to other individuals with limited results; this proposal represents more of an outreach to another level of candidates. o Mayor Dirksen said he heard a general consensus that this is worth going forward. The Budget Committee will need to consider recommendation No. 3. Ms. Newton will write a "white paper" for the Budget Corm- ittee. Mayor Dirksen commented there will be ordinances also that will need to be considered. TIGARD CITY COUNCIL/LCRB MINUTES -APRIL 22, 2008 Cityof Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 www.tigard-or.gov j Page 4 of 8 1:\fwni\Cathy\CC11\2008\080422.docx o City Council discussed the reduction in the number of signatures required for nomination and die $50 filing. City Council members supported the Task Force's recommendation noting there would be opportunity for more discussion. Track 2 City Manager Prosser announced the Executive Session: • EXECUTIVE SESSION: The Tigard City Council went into Executive Session under ORS 192.660(2) (e), to discuss real property transaction negotiations. Executive Session concluded at: 7:28 p.m. ➢ ADMINISTRATIVE ITEMS o City Manager Prosser advised the Tigard-Tualatin School District (ITSD) Superintendent Rob Saxton and another representative from the TTSD would like to meet sometime during the month of May with City Council on the District's Vision project. They have requested 45 minutes to 1 hour of the Council's time and suggested meeting with the Council before a regular City Council meeting. After review of the City Council calendar, a tentative meeting time was scheduled for June 17, 2008. 1. BUSINESS MEETING 1.1 Mayor Dirksen called the City Council and the Local Contract Review Board meeting to order at 7:33:30 PM 1.2 Roll Call Name Present Absent Mayor Dirksen ✓ Councilor President Sherwood ✓ Councilor Buehner ✓ 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 7:i-t:16 PA I 2. PROCLAMATIONS—Mayor Dirksen proclaimed: • Be Kind to Animals Week—May 4-10,2008 • National Historic Preservation Month—May 2008 7!3+57 PN 3. CITIZEN COMMUNICATION • Citizen Communication—Sign Up Sheet TIGARD CITY COUNCIL/LCRB MINUTES -APRIL 22, 2008 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 www.tigard-or.gov I Page S of 8 I:\ADA[\Caaiy\CCAs\2009\090422.don Ralph Robbins registered a complaint regarding an interaction with the Tigard Municipal Court staff. Mayor Dirksen apologized for any rudeness that might have been directed toward him. This issue will be reviewed and Mr. Robbins Nvill receive a report back. T38:21 I'M Mayor Dirksen reviewed the Consent Agenda: 4. CONSENT AGENDA: 4.1 Approve City Council Minutes January 22, and February 19,2008 4.2 Approve Master Interlocal Mutual Law Enforcement Agreement and Authorize the City Manager to Sign the Agreement 4.3 Approve Amendment No. 2 to Intergovernmental Agreement for TriMet Transit Police Services and Establishing an Additional Full-Tune Police Officer Position in the Police Department, and Authorizing the City Manager to Sign the Amendment 4.4 Amend Tigard Senior Center Phase I Intergovernmental Agreement between City of Tigard and Washington County Motion by Councilor Wilson moved for approval of the Consent Agenda. Councilor Sherwood seconded the motion. The motion was approved by a unanimous vote of Council present Mayor Dirksen Yes Councilor Wilson Yes Councilor Sherwood Yes Councilor Woodruff Yes 7:38:K 1'M 5. ANNUAL VOLUNTEER PROGRAM HIGHLIGHTS PRESENTATION The following staff members presented the annual volunteer program highlights: Library Volunteer Coordinator Stormont introduced Public Works Surface Water Quality/Volunteer Coordinator Staedter and City of Tigard Volunteer Coordinator Roth. A copy of the PowerPoint presentation is on file in the City Recorder's office. Council members noted their appreciation of the volunteers and the value added to the community through volunteer service. 7:75:.11 I'M 6. REPORT FROM DEPARTMENT OF ENVIRONMENTAL QUALITY REPRESENTATIVE ON THE HEALTH EFFECTS OF WOOD SMOKE Department of Environmental Air Quality Staff member Susan Drake presented educational information about the health effects of wood smoke, which can be a significant source of air pollution. A copy of the presentation slides reviewed by Ms. Drake are on file in the City Recorder's office. 8:13:47 PiN1 TIGARD CITY COUNCIL/LCRB MINUTES -APRIL 22, 2008 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 tvw�v.ugard-or.gov I Page 6 of 8 1:\i' llDM\Cathy\CCM\2008\080422.doc� i 7. UPDATE ON SERVICES OFFERED BY THE TIGARD-TUALATIN FAMILY RESOURCE CENTER Tigard-Tualatin Family Resource Director Catherine West presented an update on services offered. Located on the Tigard High School campus, the Center partners with the health center to serve families in need. The Resource Center connects families with community resources such as low-cost and sliding scale medical and dental care,legal assistance, housing, employment services, food resources,and many others. In addition to providing information and referral, the Center also offers a variety of direct services,including: o Coordinates Medical Teams International mobile dental clinics o Coordinates parenting classes. Ms. West introduced Ms. Kiley from AmeriCorps,who also works with the Resource Center. Ms. Kiley advised that she works with recruiting and coordinating volunteers for projects. A new website was recently created and can be viewed at-,v-%v-,v.ttffrc.org. She reviewed current classes,including nutrition classes, and"green cleaning" for natural,non- toxic cleaning products. 8:20:02 PSI 8. WASHINGTON COUNTY RESPONSE TO SENATE BILL 111 Washington County Sheriff Rob Gordon presented the information to the City Council. A copy of presentation slides are on file in the City Recorder's office.More detail on the purpose of the proposed resolution for the plan for the use of deadly force by police officers is presented in the staff report and a copy of the proposed draft for the Oji-cer Involved Deadly Force Incident Protocol Major Crime Team are also on file in the City Recorder's office. There was discussion about Senate Bill 111, which required this plan to be developed. Also discussed was that deadly force is infrequent The plan must be reviewed every year. Motion by Councilor Sherwood, seconded by Councilor Woodruff, to adopt Resolution No 08-20. The motion was approved by a unanimous vote of Council present Mayor Dirksen Yes Councilor Wilson Yes Councilor Sherwood Yes Councilor Woodruff Yes 9:42:30111M 9. FIRST QUARTER COUNCIL GOAL UPDATE TIGARD CITY COUNCIL/LCRB MINUTES -APRIL 22, 2008 City of Tigard 1 15125 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 www.tigard-or.gov I Page 7 of 8 IAADN1\Cathy\CCN{\2008\080422.docs City Manager Prosser reviewed progress made on the City Council goals in die first quarter. The written report is on file in the City Recorder's office. 10. COUNCIL LIAISON REPORTS Councilor Woodruff extended get-well wishes to Councilor Buehner who is recovering from surgery. Councilor Woodruff announced the upcoming 5"'Tuesday meeting with City Council members. 11. NON-AGENDA ITEMS: None. 12. EXECUTIVE SESSION: Not held. 8:56:101'\[ 13. ADJOURNMENT Motion by Councilor Woodruff, seconded by Councilor Sherwood, to adjourn the meeting. The motion was approved by a unanimous vote of Council present Mayor Dirksen Yes Councilor Wilson Yes Councilor Sherwood Yes Councilor Woodruff Yes r_��A--C L.( =A-0 &I Nr—L` Catherine Wheatley, City Recorder Attest: �1 May r ity of Tigard Date: Ii TIGARD CITY COUNCIL/LCRB MINUTES -APRIL 22, 2008 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 «nvxv.figard-or.gov I Page 8 of 8 [:\AD A4\Cadiv\CC 1[\2008\080,[22.docs