City Council Minutes - 10/27/2009 Agenda Item No. 3,
Meeting of ,_:X0 j 10
City of Tigard
Tigard Business Meeting — Minutes
TIGARD CITY COUNCIL LOCAL CONTRACT REVIEW BOARD (LCRB),AND CITY CENTER
DEVELOPMENT AGENCY(CCDA)
MEETING DATE/TIME: October 27, 2009/6:30 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
Mayor Dirksen called the meeting to order at 6:30 p.m.
City Council attendance:
Name Present Absent
Mayor Dirksen ✓
Council President Wilson ✓
Councilor Buehner ✓
Councilor Henderson ✓
Councilor Webb ✓
Staff present: City Manager Prosser, Community Development Director Bunch, Assistant Community Development
Director Harnett, Finance and Information Services Department Director LaFrance, Code Enforcement Officer
Darnell, Interim City Engineer Kyle, Public Works Director Koellermeier, City Attorney Ramis, and City Recorder
Wheatley.
City Manager Prosser read the statement regarding the reason for calling an Executive Session.
o EXECUTIVE SESSION: The Tigard City Council went into Executive Session at 6:30 p.m. under
ORS 192.660(2) (h) to discuss potential litigation with legal counsel.
Executive Session concluded and the Study Session was called to order at 7:15 p.m.
o STUDY SESSION
o Discuss Whether to Schedule a Discussion on the Local Contract Review Board as a Workshop
Meeting Agenda Item
This item was before the City Council at the request of Councilor Henderson who has questions and
concerns about the City Council members' additional responsibilities and its role as the City of Tigard
Local Contract Review Board. Areas of concern by Councilor Henderson included:
-in-depth review and understanding of contracts by City Council members needed,
-assuming responsibilities without asking questions,and
-potential opportunities for controversy—especially as downtown improvement contracts are
considered.
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Councilor Webb was not present at the meeting; however, she filed a message to the City Council with
the City Recorder indicating she was not supportive in changing the City's Local Contract Review
Board procedures whereby the City Council would read and sign off on contracts.
After City Council discussion, the majority of City Council members present supported discussing this
item on January 12. The discussion will include information to clarify the purpose of the Local
Contract Review Board. Mayor Dirksen indicated that Local Contract Review Board items would
remain on the Consent Agenda per current practice. City Council might decide to make a policy change
regarding the Local Contract Review Board process.
o City Attorney Performance Review
Consensus of City Council was to use the same procedure as was used last year.
o Goal-Setting Meeting
City Council goal setting is scheduled for December 22, 2009. City Council and City Manager Prosser
discussed reference materials to be available for this meeting.
Study session concluded at 7:32 p.m.
1. BUSINESS MEETING
1.1 Mayor Dirksen called the City Council,Local Contract Review Board at 7:38 p.m.
1.2 Roll Call
1.3 Pledge of Allegiance
1.4 Council Communications&Liaison Reports: None
1.5 Call to Council and Staff for Non-Agenda Items: None
7:38:03 PM
2. CITIZEN COMMUNICATION
o Chamber of Commerce Report-None
o Citizen Communication—Sign Up Sheet
o Mr. Rob Drake and Mr. Harry Bodine representing the Political Committee, People for Libraries
presented information to the City Council regarding next year's WCCLS levy, which is up for
renewal. (November 2010 election is the current target.)
o Mr. Bodine talked to the City Council about the paper distributed to the City Council,which shows
the total operating expenses of the Tigard Library. Of those expenses, 73% is funded by
Washington County either from the General Fund or from the levy. Levy funding for Tigard's
Library is about$846,000 per year.
o This is the fourth levy campaign in the last ten years and they have learned that when word gets out
and people are properly informed about the importance of libraries and the importance of the levy
to the library,the levy passes.
o During these harder economic times,library use has increased dramatically.
Mayor Dirksen agreed that statistics indicate that during tough economic times, community libraries
become more important when personal resources are reduced. Libraries offer sources of information,
training,internet access to search for jobs, etc. He added that a couple of years ago, the City of Tigard
initiated a professional, independent audit of the library. This was not only a financial audit but also a
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cultural audit to define the library's benefit to the community. The auditor concluded that for every
dollar spent in tax revenues,the residents of Tigard receive$4 of benefit.
Discussion followed on the popularity of the newer Tigard and Beaverton libraries. Mr. Bodine
commented on the WCCLS system formed in 1973, which capitalized and then augmented the library
systems already in place. The result is the operating costs of the libraries are well below that of other
libraries in the metropolitan area.
o Follow-up to Previous Citizen Communication: 7:46:58 PM
City Manager Prosser advised that Mr.John Frewing had come before the City Council in September,
as he was concerned about construction materials dumped at Red Rock Creek. Staff looked into this
and found that a City crew was doing cleanup work and used the dumped material to get a vactor in
and out of the area. City crews have cleaned up the area and were advised about proper care of
wetlands.
Mayor Dirksen reviewed:
3. CONSENT AGENDA: (Tigard City Council and Local Contract Review Board)
3.1 Approve Council Minutes for August 25,September 8 and 29,2009
3.2 Receive and File: Engineering Performance Review Report—FCS Group
3.3 Approve Right-of-Way Dedication for City Property within the Burnham Street and Ash Avenue
Project
3.4 Approve Intergovernmental Agreement with the Oregon Department of Transportation and
Washington County for the Hall Boulevard/Highway 99W Intersection Improvement Project
3.5 Approve Intergovernmental Agreement with the Oregon Department of Transportation for Right-of-
Way Services on the Greenburg Road/Highway 99W/Main Street Intersection Improvement Project
3.6. Local Contract Review Board:
a. Award Contract for Purchase of Two Ten-Yard and One Five-Yard Dump Trucks (Brattain
International for One Ten-Yard and One Five-Yard Truck; TEC Equipment for One Ten-Yard
Truck without Winter Setup)
b. Award Contract for Construction Management for the Burnham Street and Ash Avenue Project to
W&H Pacific
Councilor Buehner noted the contract for ODOT relates to construction of improvements on 99W,which should
begin next spring.
Motion by Council President Wilson, seconded by Councilor Buchner,to approve the Consent Agenda.
The motion was approved by a unanimous vote of Council present.
Mayor Dirksen Yes
Council President Wilson Yes
Councilor Buehner Yes
Councilor Henderson Yes
Councilor Webb Absent
Agenda Item No. 4 has been rescheduled to the City Council Meeting of December 8, 2009.
4. LEGISLAT-WE PUBLIC; HEARING REVISED STREET FE
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• City Council recessed and the City Center Development Agency was called to order by Chair Dirksen.
• Roll Call
Name Present Absent
Chair Dirksen ✓
Board Member Wilson ✓
Board Member Buehner ✓
Board Member Henderson ✓
Board Member Webb ✓
5. REVIEW COMMERCIAL FACADE IMPROVEMENT PILOT PROJECT
Redevelopment Project Manager Farrelly presented the staff report on the Facade Improvement Program on
Main Street. The purpose of the program is to help revitalize Main Street as a place to shop, do business, and
invest in.
A joint subcommittee of the CCDA and CCAC have been working with staff since June to develop the
program specifics. The program will have two parts:
1. Design assistance — free to eligible applicants and includes 30 to 40 hours of professional architectural
services. The result would be schematic-level drawings and a general estimate of project cost.
2. Matching grant — applicants who received design assistance and wish to complete their project can apply
for a 50% matching grant. Mr. Farrelly reviewed how the applications would be evaluated.
This fiscal year, $28,000 is available for matching grants.
Mr. Farrelly distributed brochures on the program to the CCDA. These brochures will be distributed to
Main Street business and property owners.
Discussion followed on the program. The program will be available for a year to see how it works and
whether adjustments might be needed.
Chair Dirksen commented on the historic buildings on Main Street and noted his hopes that this would result
in restoration of some of the buildings.
7:56:02 PM
6. UPDATE ON DOWNTOWN CIRCULATION PLAN
Redevelopment Project Manager Farrelly presented the staff report. Per the Tigard Downtown
Development Plan, one of the major constraints for downtown development is the lack of connectivity for
pedestrians, bicycles, and vehicles. To address this, staff engaged a consultant team and they developed a
draft Preferred Alternative Circulation Map, street classifications, and street sections. These materials were
reviewed and discussed by the CCAC and a technical advisory committee. Preliminary materials were
displayed at a downtown open house in July.
Mr. Farrelly reviewed the preferred alternative map (draft). This map proposes a great increase in
connectivity by reducing block sizes to make it easier to travel from one place to another. The Plan would be
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implemented gradually (over the next 20 years) as new development occurs. In the early stages, it is likely
there would be public participation in street construction.
Mr. Farrelly referred to the bike and pedestrian routes on the preferred map and explained these are not exact
locations; locations will be determined as development occurs. Flexibility will be necessary and the
consultant will advise how this can be provided for in the Code.
Mr. Farrelly said it is important to recognize that there will be both positive and negative impacts on
properties. New street frontage for a previously interior lot will create a significant increase in property value
and for the urban renewal district as a whole. With the construction of Ash Street, there will be an
opportunity to show how opening up some of the interior lots can increase those property values.
Mr. Farrelly referred to the map showing street character and classifications,which correspond to draft street
sections. The consultants will be concluding their report in late November. The circulation plan will be
evaluated by the Transportation System Plan consultants. City Council will receive the consultant
presentation in January,which will be the time to discuss the next steps leading to the Plan adoption.
Board Member Wilson noted that there was the hope there would be ground-floor retail on many of the
downtown area streets. For retail to survive, there needs to be a significant amount of drive-by traffic. He
said that when the last TSP update was done, the connection from Ash Street to 99W continuing to
Hunziker showed 8,000 trips per day. That would be about enough to start to support retail. Council
President Wilson noted that there are many connections parallel to Burnham Street; but there are not many
perpendicular connections. He said that rather than a connection to Scoffins, the better choice would be for
a connection to Ash Street, especially if it connected to Walnut Street. He questioned whether the TSP
consultant (Kittelson) has stepped back to consider the larger context to ask if"these are really the desired
lines and wouldn't it be better to round the corner and have a different configuration at that intersection."
Discussion followed and Board Member Wilson clarified that if a connection was made (Ash to Walnut), a
significant amount of traffic would use this entire route. The intersection, as it is now designed,would have
difficulty handling traffic movement efficiently. Mr. Farrelly advised he would have the TSP consultant look
at this as they are now in the process of doing modeling.
After additional discussion on the intersection, Chair Dirksen noted that the layout as it is now designed is
the result of a lot input from the committee. The current intersection design is one of two semi-final layouts.
He said he would be interested to know what the Committee discussion was and their reasoning that led to
this recommendation. Mr. Farrelly said the other alternative had Ash Street connecting to Greenburg Street
and would have resulted in a dead-end on Main Street or cut off direct access because of the intersection's
basic requirements. Board Member Henderson commented on the difficulties of the angles around this
intersection. Mr. Farrelly noted that they tried to follow, as much as possible, along property lines so a little
bit was taken from each property to take equity into account. Chair Dirksen acknowledged there is concern
by current property owners and this is envisioned to occur as redevelopment happen. He noted the plan
shows that some properties would be very much impacted (one property shows 73% of it would be affected).
He reiterated that this would only occur if redevelopment was happening and if it worked for the owner of
the property.
Board Member Buehner asked if the consultant is looking a prioritization of street connections "sooner
rather than later." Mr. Farrelly said recommendations would be made as part of the final report.
Board Member Wilson asked about the northwestern rights of way along Main Street. He said they are not
being shown as being abandoned, yet they do not go anywhere. Would there be merit, for example, to
extend Burnham Street to the north, under the viaduct. Board Member Wilson said the cluster of
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intersections around the railroad track are not functional and he does not see anything in the proposed
designs to address this. Chair Dirksen commented that the small stub street (Electric Street) to the south of
Tigard Street is the access for a piece of property that would otherwise be landlocked. Mr. Farrelly said these
stub streets are being reviewed as potential places for on street parking as well. Mr. Farrelly said preserving
the right of way would enable a better connection if a new viaduct were built.
Chair Dirksen referred to the street cross sections as presented in the City Council's meeting material. He
asked the structure of the more arterial/collector designs be reviewed and for the location of the bike lanes to
be reconsidered. He noted an earlier discussion by the City Council about the possibility of placing the bike
lanes adjacent to the pedestrian paths and moved away from the vehicle travel lane. He said he would be
interested in hearing arguments why this wouldn't be a better layout. Board Member Wilson said he recalled
a bicycle study that reported most bicycle accidents are not from the rear, but from the side. Anything that
makes bicycles less visible,i.e., behind cars and approaching driveways, that is a potential accident point. Mr.
Farrelly commented that this layout has been implemented in Portland and it would be interesting to see the
results. Chair Dirksen said European cities have more bicycle travel than here and he would be interested to
know about their experiences for intersections with this set up.
8:14:20 PM
In response to a question from Board Member Henderson regarding area near the railroad tracks, Mr.
Farrelly advised this is being proposed as an alley. Board Member Henderson said at this time this area is
being used for parking. Mr. Farrelly said the alley would service the rear of development and would not
interfere with parking. Board Member Buchner noted there has been discussion about a parking structure in
about 15-20 years that might change how parking is accommodated in the immediate vicinity. Chair Dirksen
said there is a location for structured parking adjacent to the station;however, he agreed with Board Member
Buchner that would be years in the future. In the meantime, other alternatives are under consideration to
provide off-street,ground-level parking. He called the City Council's attention to the alley that parallels Main
Street between the rail station and Burnham Street, he said this might become a landscape zone and include
the "urban creek" discussed in the past.
8:18:03 PM
Motion by Board Member Buchner, seconded by Board member Wilson, to adjourn the City Center
Development Agency.
The motion was approved by a unanimous vote of CCDA members present.
Chair Dirksen Yes
Board Member Wilson Yes
Board Member Buchner Yes
Board Member Henderson Yes
Board Member Webb Absent
Mayor Dirksen reconvened the City Council meeting.
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8:18:07 PM
7. UPDATE ON BURNHAM STREET IMPROVEMENT PROJECT
City Manager Prosser said the City Council has asked for monthly updates on this project and this is the first
of many to come.
Interim City Engineer Kyle reported on preview of "coming attractions" for this project, which has just
started. He reviewed Phase 1, generally the Ash Avenue area — tearing out part of the street, clearing, and
underground utility work. Traffic will be kept moving while this utility work is being done through June
2010. He also described the first work to be done near Hall Boulevard,which will be done on half the street,
keeping the other half open for traffic. This work will include building sidewalks, tearing out the subgrade,
and laying in rock—this will be done the entire length of Burnham to Main Street,with work then switching
to the other half of the street to Ash Street. Then, the contractor will complete the work on this section of
Ash Street and then finish the rest of Burnham Street — this will take until December 2010. In February or
March 2011, the final lift of pavement will be applied. The entire project is scheduled to be complete by June
2011.
Interim City Engineer Kyle reported activity for next month would include tree removal, clearing and utility
work.
Interim City Engineer Kyle advised City Council there is a lot of construction activity occurring in the City of
Tigard—right now, there are seven active construction projects.
Mayor Dirksen commented that it was unfortunate that so many trees needed to be removed and said the
City briefly explored whether two of the more significant trees could be preserved by moving them
elsewhere, but the costs were too great (more than $100,000 with no guarantee that they would survive). He
said many trees would be added back to the area.
8:23:22 PM
Council President Wilson asked how communication is going with adjacent property owners. Interim City
Engineer said Project Manager McMillan has been managing the communications and initial activity occurred
prior to the project's start-up and there are meetings scheduled regularly at one of the local businesses where
people can come to discuss what is going on with the project.
8:27:34 PM
8. COUNCIL GOAL UPDATE
Assistant City Manager Newton presented the staff report. Status of the 2009 goals are outlined in the staff
report on file in the City Recorder's office.
Mayor Dirksen announced the City Council would hold its 2010 goal setting meeting on December 22,2009.
9. NON-AGENDA ITEMS
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8:32:13 PM
10. ADJOURNMENT
Motion by Council President Wilson, seconded by Councilor Buehner, to adjourn the meeting;.
The motion was approved by a unanimous vote of Council present.
Mayor Dirksen Yes
Council President Wilson Yes
Councilor Buehner Yes
Councilor Henderson Yes
Councilor Webb Absent
oa���
Catherine Batley, City Reco"rder
Attest:
Mayor ity of Tigard
Date:
IAADM\CATHY\CCM\2009\091027 final.doc
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