Loading...
City Council Packet - 01/29/2013 City of Tigard Tigard Special Meeting - Agenda ,I,. g P g g TIGARD CITY COUNCIL MEETING DATE AND TIME: January 29, 2013 - 6:30 p.m. MEETING LOCATION: City of Tigard - Red Rock Creek Conference Room 13125 SW Hall Blvd., Tigard, OR 97223 6:30 PM 1. SPECIAL BUSINESS MEETING A. Call to Order- Tigard City Council B. Roll Call 2. CONSIDER RESOLUTION TO AMEND THE CITY COUNCIL GROUNDRULES, SUPERSEDING RESOLUTION NO. 12 -35 6:35 p.m. - time is estimated Attachments Draft January 10, 2013 Council Meeting Minutes Proposed Resolution Exhibit A to Resolution - Council Groundrules Sign Off Page - Council Groundrules Code of Conduct 3. REVIEW AND REACH CONSENSUS ON THE UPDA 1'E TO THE COUNCIL LIAISON APPOINTMENT MATRIX 6:50 p.m. - time is estimated Attachments 2013 Proposed City Council Liaison Appointment Matrix 4. RECAP OF 2012 GOAL STATUS AND REVIEW SIX -MONTH PRIORITIES FOR 2013 7 p.m. - time is estimated Attachments 2012 Third Quarter Council Goal Update Priorities for 6 -Month Focus in 2013 5. ADJOURNMENT 8 p.m. - time is estimated AIS -1160 2. Special Meeting Meeting Date: 01/29/2013 Length (in minutes): 15 Minutes Agenda Title: Consider Resolution to Amend the City Council Groundrules, Superseding Resolution No. 12 -35 Prepared For: Marty Wine, City Manager Submitted By: Cathy Wheatley, Administrative Services Resolution Item Type: Update, Discussion, Direct Staff Meeting Type: Special Meeting Public Hearing: No Publication Date: Information ISSUE Consider a resolution drafted by staff to reflect the discussion regarding updating and amending the City Council Groundrules established with Resolution No. 12 -35. STAFF RECOMMENDATION / ACTION REQUEST Adopt the proposed resolution. KEY FACTS AND INFORMATION SUMMARY At its special meeting of January 10, 2013, one of the City Council's agenda topics was to review and discuss potential amendments to the City Council Groundrules as established by Resolution No. 12 -35. Attached is a copy of the draft meeting minutes of the January 10 council meeting, which summarizes the discussion topics of the day, including the review of the groundrules. Also attached is a draft resolution prepared for Council review and consideration. Once the groundrules are adopted, the mayor and council members will be asked to sign a certificate of acceptance of the code of conduct as defined in the groundrules. OTHER ALTERNATIVES Revise the resolution. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION The last update to the Council Groundrules occurred on August 28, 2012, with the adoption of Resolution No. 12 -35. At the conclusion of council's discussion on its groundrules at the August 14, 2012 study session, there was consensus to amend two sections of the current Council Groundrules. First, to delete the reference to specific months for the annual review of groundrules. Second, to clarify the rules around political involvement and the use of titles. The council reviewed Resolution No. 12 -35 on January 10, 2013, and reached consensus on a new format and amending /updating the groundrules. Attachments Draft January 10, 2013 Council Meeting Minutes Proposed Resolution Exhibit A to Resolution - Council Groundrules Sian Off Paae - Council Groundrules Code of Conduct CITY OF TIGARD, OREGON TIGARD CITY COUNCIL RESOLUTION NO. 13- A RESOLUTION AMENDING THE COUNCIL GROUNDRULES AND SUPERSEDING RESOLUTION NO. 12 -35 WHEREAS, the Council Groundrules were reviewed and updated on August 28, 2012, with the adoption of Resolution No. 12 -35; and WHEREAS, newly elected officials and mid -term elected officials agreed to review the groundrules during a special council meeting held January p g J ry 10 2013; and WHEREAS, the City Council discussed the groundrules at its January 10, 2013, special meeting and determined updating and reformatting of the groundrules was desired. NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that: SECTION 1: Council Groundrules as outlined in Exhibit A represent the agreement of the Mayor and City Councilors. SECTION 2: This resolution is effective immediately upon passage. PASSED: This day of 2013. Mayor - City of Tigard ATTEST: City Recorder - City of Tigard RESOLUTION NO. 13- Page 1 Exhibit A — Resolution No. 13- On January 10. 2013. the Tigard City Council met to discuss the Council Groundrules established by Resolution No. 12 -35. The council agreed it preferred the draft re- formatted version of the groundrules e r formatted version is listed in the document below. During its discussion on January 10. the council members agreed to some additional modifications to the reformatted groundrules. These modifications are shown in the red. blue or purple text edit marks and language changes or additions. Tigard City Council Groundrules The Tigard Cit; Council hereby adopts the following rules for government of its members and proceedings ( iTigard City Charter Chapter IV Section 13) These rules will be reviewed and signed off on by each councilor annually. Joe-Hertzberg ∎ ( Formatted: Heading 1 1. Mandates are not discretionary. Any council or councilor who fails to abide by these is at risk of serious trouble and /or dysfunction. 2. Processes and Procedures are the rules the council sets to manage its own business. 3. Mutual Expectations reflect agreements and understandings among councilors to behave in certain ways. Once agreements are made, councilors who do not abide by them are likely to be mistrusted by their colleagues. 4. General Guidelines for Effective, Respectful Councils are basic rules of courtesy and respect that should guide any Council...or any other group for that matter. 1. Mandates • In no case; should councilors direct the work of staff without prior approval of the department head or city manager. • Council members will not contact a board member to lobby on behalf of an individual, business or developer. Council members may contact the board member in order to clarify a position taken by the board. Council members may respond to inquiries from board members. Communications should be for information only. • Board members do not report to individual council members. Individual councilors have no authority to remove board members. • Be aware of the public nature of written notes. calendars, voicemail messages. and e -mail. All written or recorded materials including notes, voicemail, text messages and e-mail created as part of one's official capacity will be treated as potentially "public" communication. 1IPage • Respect the professional duties of city staff. Council members should refrain from disrupting staff from the conduct of their jobs; participating in administrative functions including directing staff assignments; attending staff meetings unless requested by staff; and impairing the ability of staff to implement policy decisions. • Reject gifts, services or other special considerations. • Councilors are encouraged to disclose potential conflicts of interest Eatetiseand excuse myself themselves from participating in decisions when swan immediate family's or their mown financial interests er nay be affected by the council's attie:I: If in doubt. councilors .re encouraged o .s tie r 'th the i . ome . • Protect confidential information concerning litigation, personnel, property, or other affairs of the city. • Use public resources, such as staff time, equipment, supplies or facilities, only for city - related business. • A council member may be censured by the other council members for misconduct, nonperformance of duty or failure to obey the laws of the federal, state, or local government. 2. Processes and Procedures Ending Time for Council Meetings • The chair or other members if the chair fails to remember may call for a point of order at or around 9 p.m. to review remaining agenda items. The council may reset or reschedule items, which it feels may not be reached prior to the regular time of adjournment. • The council's goal is to adjourn prior to 9:30 p.m. unless extended by majority consent of council members present. If not continued by majority consent, the meeting shall be adjourned to the next scheduled meeting or the meeting shall be continued to another regular or special meeting at another date and time. "Citizen Communication" • The "Citizen Communication" portion of the agenda is a regular feature on the council business meetings. This item will be placed near the beginning of the council agenda to give citizens a chance to introduce a topic to the City Council. Citizen Communicationsiere mintites-ift-leitgeltitnd must be directed to topics that are not on the council agenda for that meeting. The mayor or the council president (if the mayor is absent) may ask speakers to keep their remarks to about two to five minutes. If a large number of speakers have signed up. the mayor might ask speakers to keep their comments loser to two minutes. • At the conclusion of the Citizen Communication period, the mayor, a council member or staff member will comment what, if any, follow -up action will be taken to respond to each issue. At the beginning of Citizen Communication at the next business meeting, staff will update the council and community on the review of the issue(s), the action taken to address the issue, and a statement of what additional action is planned. Council may decide to refer an issue to staff and /or schedule the topic for a later council meeting. 2IPage Budget Decisions • Budget cuts or increases are policy decisions. Budgets will not be cut "piece meal" or "across the board," but rather should be made in service or program areas, giving staff full opportunity to provide data clearly defining the anticipated impact of the action. Council Liaisons • Council liaison assignments are determined by consensus of City Council. The goal is to have assignments evenly divided between council members. When making assignments consideration should be given to continuity and the background. experience and expertise of individual councilors. Should two or more Council members seek appointment to a pesitiettposition, preference of the longest serving Council member may be a consideration. . • The role of the council liaison-re is to periodically attend board meetings, listen to the board discussion, set context for the board regarding council decisions /goals /policies and city priorities, answer questions and carry concerns and information back to the full council. Council liaisons may attend board meetings more frequently if attendance is requested by the board. Councilors should make their role clear to the board when attending a meeting as a council liaison. • t- to ouncil ',' -o . • : s -nd . bo:. or ommi e- m- tin. on' if the . council liaison is unable to attend. • Council liaisons are not to direct the business or decision - making process of the board and do not vote of matters before the board. • Council liaisons do not initiate, propose or advocate for their personal position on a matter before the board. • Council liaisons at times may advocate council actions on behalf of their assigned board. Great care must be taken to avoid the appearance of unfairness, conflict of interest or circumstances where such possibilities may exist (e.g., Planning Commission quasi - judicial matters). City Council Compensation Section 2.44.020 of the Tigard Municipal Code provides for compensation for attendance at Council meetings and meetings for an intergovernmental board, committee or agency. The amount of the compensation for Council members may be reviewed and set annually by resolution of the City Council as part of the budget cycle. As part of the annual review, Council may elect to enter into an agreement with the Mayor or one City Councilor to assume additional responsibilities for additional compensation. The additional duties shall relate to representing the city on regional, state or federal issues and committees or task forces. The responsibilities and compensation shall be set by agreement between the Mayor or Councilor and the Council members. (Mayor Cook will serve as provided in Resolution No. 10 -36: `The annual stipend for the Mayor shall be no more than 42 000. It is the expectation of the City Council that the assignments given to the Mayor over and above usual and customary assi }nunents... (Described in Section 6 of Res. 10- 36...will require an average of twenty (20) hours each week during business hours. ") 3lPage 3. Mutual Expectations NOTE: These are closest to the usual concept of "groundrules." Communication among Councilors • Information received by a council member that affects the council should be shared with the whole council. The city manager is to decide on "gray areas," but too much information is preferable to too little. • Councilors and the city manager agree to report and discuss any contact that might affect labor relations with the entire council in Executive Session. I • No surprises or ambushes. • Bounce ideas off each other by phone or informal conversation, always mindful not to form a quorum. • Share substantive information that is relevant to a matter under consideration from sources outside the public decision- making process with my fellow council members and staff. • It is the council's job to govern itself. If a discussion is going overly long or if a discussion becomes heated or tense. a council member may consider calling for a pPoint of order to suggest taking a break or deferring the discussion to a future meeting. • The presiding officer should invite each councilor to express his or her opinion. Communication with Staff • Councilors are encouraged to avoid substantive contact with staff below the department head to avoid possible disruption of work, confusion on priorities and limited scope of responses. • City manager shares information equally with councilors. Communication with Boards and Commissions 1 • Council members may attend any board meeting, which is open to any member of the public. However, council members should be sensitive to the way their participation could be viewed as unfairly affecting the process Communication with Other Public Agencies • Council members will be clear about representing the city or personal interests. If a council member appears before another governmental agency or organization to give a statement on an issue, the council member must clearly state whether the statement reflects personal opinion or is the official position of the city. I • If a council member is representing the city on a board. committee or at a public meeting, that council member will consistently support and advocate the city's official position on an issue and cannot foster or further a personal viewpoint that is inconsistent with the official city position. 4 IPage Communication on Behalf of the City or the Council • Do not provide the official response respond to communications directed to the full council. The city manager or mayor will respond coordinate the response on behalf of the city. It is appropriate for councilors to acknowledge receipt of communication and thank the sender. • It is the policy of the council that if councilors are contacted regarding labor relations during labor negotiations or conflict resolution proceedings, then councilors have no comment. • Communication that represents the city's position on an issue should come through city hall and be provided by the city manager. Direct submittals or inquiries to the council or individual councilors should be referred to the city manager, or councilors may ask the city manager to look into an issue. • Make no promises on behalf of the council in unofficial settings. Council members will frequently be asked to explain a council action or to give their opinion about an issue as they meet and talk with citizens. It is appropriate to give a brief overview. Overt or implicit promises of specific action or promises that city staff will take a specific action are to be avoided. • Formatted: Indent: Left: 0" C iuneilerr Use of Electronic Communications Devices During Council Meetings Formatted: Normal, Don't adjust space r�_c_:. __ c _ �L: . __. between Latin and Asian text eleetrenically. . - .. .. - . - :. - . (Delete this statement it is covered by Oregon public meeting law) • Councilors shall not use electronic communication devices to review or access information regarding matters not in consideration before the council during a council meeting. • Councilors shall not access the internet but may access council packet information and personal review annotations* concerning any matter pending before the council during a council meeting. Councilors are to keep their focus on the proceedings. ( *City Recorder Note: Handwritten or electronic notes may be subject to public records law. See the reference in the "Mandates" section above.) . - - - . , ..•. . .. . (Delete this statement; this is covered by Oregon public meeting law.) 5IPaqe 4. General Guidelines for Effective, Respectful Councils • Recognize that you are seen as a councilor at all times, no matter how you see yourself at any particular time. Thus, councilors are always treated by administration as council members. • Whenever you put anything in writing, assume that everyone in the city is looking over your shoulder. • If a communication is directed to an individual councilor, you may choose to respond as an individual or refer to the city manager. • Councilors are encouraged to maintain open communications with the city manager, both as a group and individually. • Councilors are encouraged to take issues to the city manager first, giving as much information as possible to ensure a thorough response. 1 • In the absence of the city manager, councilors are encouraged to contact the assistant city manager. In the absence of both the city manager and the assistant city manager, councilors are encouraged to contact the department head, realizing that the department head will discuss any 1 such inquiries with the city manager. • Communicate clearly. directly and respectfully. Focus on problems and solutions. not people. • Our goal is mutual confidence and respect with staff. Compliment staff members when they make good presentations. Be friendly. Attend staff occasions when you can. • Be courteous. • Honestly share concerns and opinions with each other. • Don't blurt it out on TV. • If you hold back in a meeting, follow up later with fellow councilors or the city Manager. • Spend some casual time together. • Practice civility. professionalism and decorum in discussions and debate. Difficult questions, tough challenges to a particular point of view, and criticism of ideas and information are legitimate elements of democratic governance. This does not allow, however, council members to make belligerent, personal, slanderous, threatening, abusive, or disparaging comments. • Avoid personal comments that are intended to. or could reasonably be construed to. offend other members or citizens. If a council member is offended by the conduct or remarks of another member, the offended member is encouraged to address the matter early with the offending member. • Continue respectful behavior in private. The same level of respect and consideration of differing points of view deemed appropriate for public discussion should be maintained in private conversations. • Even private conversations can have a public presence. Council members should be aware that they are the focus of the public's attention. Even casual conversation about city business, other public officials or staff may draw attention and be repeated. • Understand proper political involvement. Council members, as private citizens, may support political candidates or issues but such activities must be done separate from their role as a council member. 6IPacae • Be welcoming to speakers and treat them with respect by giving them full attention demonstrated by eye contact and active listening, avoid interrupting them with questions or comments. For many citizens, speaking in front of the council is a new and difficult experience. • Council members should commit full attention to the speaker. Comments, questions, and non- verbal expressions should be appropriate, respectful and professional. • Be honest with fellow council members, the public and others. • Credit others' contributions to moving our community's interests forward. • Make independent, objective, fair and impartial judgments by avoiding relationships and transactions that give the appearance of compromising objectivity, independence, and honesty. • Review materials provided in advance of the meeting. • Make every effort to attend meetings. • Be prepared to make difficult decisions when necessary. • Contribute to a strong organization that exemplifies transparency. • Make decisions after prudent consideration of their financial impact, taking into account the long -term financial needs of the city. • Promote meaningful public involvement in decision - making processes. • Treat council members, board members, staff and the public with patience, courtesy and civility, even when we disagree on what is best for the community. • Conduct myself in a courteous and respectful manner at all times. • Encourage participation of all persons and groups. 71Page TIGARD CITY COUNCIL GROUNDRULES COUNCIL GROUNDRULES CERTIFICATION As a member of the Tigard City Council, I affirm that: ✓ I have read and understand the Council Groundrules including the Code of Conduct and its application to my role and responsibilities while serving on the City Council. ✓ I pledge to conduct myself by the Council Groundrules /Code of Conduct. ✓ I understand that I may be officially censured by the City Council if my conduct falls below these standards. Signature: Position: Signed this day of , 20 AIS -1161 3. Special Meeting Meeting Date: 01/29/2013 Length (in minutes): 10 Minutes Agenda Title: Review and Reach Consensus on the Update to the Council Liaison Appointment Matrix Submitted By: Cathy Wheatley, Administrative Services Motion Requested Item Type: Update, Discussion, Direct Staff Meeting Type: Special Meeting Public Hearing: Publication Date: Information ISSUE Review, confirm agreements reached at January 10 Council goal- setting meeting regarding the updated council liaision appointment matrix. STAFF RECOMMENDATION / ACTION REQUEST Review and approve the attached updated council liaison appointment matrix prepared as a result of the City Council's discussion at its January 10, 2013, meeting. KEY FACTS AND INFORMATION SUMMARY Council, at its January 10, 2013, meeting reviewed the council liaision appointment matrix and reached consensus about representation to the numerous City of Tigard and regional boards, committees and commissions. An updated matrix is attached. OTHER ALTERNATIVES Further amend the matrix if changes are agreed upon by the City Council. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION December 6, 2011 January 24, 2012 June 26, 2012 January 10, 2013 Attachments 2013 Proposed City Council Liaison Appointment Matrix 2013 City Council Appointment Matrix Updated from Council discussion of January 10, 2013 Committee Name Represent five Alternate Rep Meeting Frequency Expect tion Staff Liaison Budge Council 3 4 consecutive Monday g t Committee All C il evenings in April & May Toby LaFrance the Budget Committee provides a public forum to obtain public views in the preparation of fiscal policy. Budget Subcommittee- Social Councilor Snider 1 meeting in March Toby LaFrance Services eviews applications submitted by social service agencies for contributions from the city. Consists of 1 Council member and 2 citizen- members of the 3udget Committee. Council Workshop or Study Budget Subcommittee - Events All Council Session in March Toby LaFrance Zeviews requests for contributions to community events. City Center Development Approximately 2 Agency All Council First Tuesday of the month hours per month Sean Farrelly Council members serve as the urban renewal agency's board. Usually First Wednesday of • the month, 9 -11 a.m. Clackamas River Water Councilor Held at North Clackamas Water Providers Woodard Commission Building, 14275 S John Goodrich Clackamas River Drive, Oregon City 97045; staff contact: Kim Swan 503- 723 -3510 i omprised of six municipal water providers on the Clackamas River serving more than 300,000 people in Clackamas County. Participation is voluntary and unded through membership dues. The CRWP projects and staff are jointly funded but each individual organization retains autonomy. Conservation )rograms and services are provided to CRWP members. Members include Estacada, Lake Oswego, Gladstone, Tigard, and the North Clackamas Counter Vater Commission, Oak Lodge Water District, Sunrise Water Authority, South Fork Water Board and Clackamas River Water. 2013 Council Appointment Matrix — Page 1 DRAFT 1/15/2013 Committee Name Represent five Alternate Rep Meeting Frequenc Expe Expectation Staff Liaison Community Development Block Councilor 2" Thursday of the month Approximately Marissa Daniels Marissa Daniels Grant Poliy Advisory Board Henderson at 7 p.m. Location rotates 2 hours month By IGA, Washington Co. established the Community Development Policy Advisory Board (PAB) to represent the County Consortium, make recommendations to the County Commissioners on all matters pertaining to the CDBG program. Includes a representative, generally an elected official, From the County and each of the 11 participating cities in the Co. Intergovernmental Water Board Councilor Buehner Councilor 2nd Wednesday /month Monthly Dennis Koellermeier Snider 5:30 p.m., Water Building I o make recommendations to the Tigard City Council on water issues and to carry out other responsibilities set forth in the IGA between Tigard, Durham, King City and the Tigard Water District. Each jurisdiction is represented by a member + 1 at- large. Metro Joint Policy Advisory Beaverton Mayor Cornelius Mayor 2n Thursday /month Commission on Transportation Doyle Jef Dalin 7:30- 9 a.m. @ Metro Judith Gray Tigard Mayor Cook to attend /monitor meetings on regular basis. A 17- member committee that provides a forum for elected officials and representatives of agencies involved in transportation to evaluate transportation needs in the region and to make recommendations to the Metro Council. ?Vlayor'sAppointmentAdvisory Staff Liaison to the Committee committee interviewing The Mayor and one councilor. The councilor serving as the current City Council liaison will interview applicants for filling available seats on :ity boards, committees and commissions. For example, when interviewing applicants for the Planning Commission, the Mayor and the )rimary Council liaison will interview candidates with a meeting time and date to conduct the interviews coordinated by the staff liaison. Metropolitan Area 6 times a year, usually Councilor Woodard Louis Sears Wednesday, 1 -5 pm at Louis Sears Communications Commission MACC headquarters vIACC is the governing body that oversees the contracts for cable services and TVCTV. The Executive Committee meets separately to make . ecommendations to the Commission on administrative issues including budget and the review of the Executive Director. 2013 Council Appointment Matrix — Page 2 DRAFT 1/15/2013 Committee Name Primar Alternate Rep Meeting Frequency Time Staff Liaison Representatives Expectation Metro Policy Advisory * 2 "d and 4 Wednesday Ongoing Ron Bunch Committee (MPAC) 5 -7 p.m. at Metro 4 hours /month VIPAC it is made up of elected officials. Representatives are elected by peers within Washington County cities. oNote: Potential that Councilor Buehner to be nominated as the alternate (last update on this was 1/10/2013). Regional Water Providers Councilor Buehner No appointment Quarterly meeting held at John Goodrich Consortium made Metro 2onsortium is comprised of all water suppliers in the metro area. The Councilor appointee to this group represents the city on regional policy issues. SW Corridor Plan Steering Mayor Cook Councilor Judith Gray Committee Woodard .:onsists of project partner elected and appointed officials who make final recommendations to the Metro Council and other jurisdictions for the SW 1:orridor Plan Tigard - Lake Oswego Joint We have two primary seats: Monthly — working on a Water Partnership Oversight Councilor Buehner & new meeting schedule Dennis Koellermeier Committee Councilor Snider Membership is comprised of staff and elected officials to govern water partnership between the cities. Washington County Councilor 2 " Monday @ noon Mayor Cook 1 -2 hours per month Mike McCarthy Coordinating Committee Woodard Beaverton City Hall ►XTCCC reviews and comments on major land use and transportation issues and provides a forum for discussion which results in recommendations for a :oordinated approach between jurisdictions. The Committee has specific authority on the Major Streets Transportation Improvement Program (MSTIP) tnd the Countywide Traffic Impact Fee (TIF) program. Representatives to JPAC and MPAC from County and cities in the Co. will be on the policy body. yd Wednesday of month PLUS: Optional Westside Economic Alliance Mayor Cook No alternate. 7:30 -9 a.m. @St. Vincent's Thursday Forum Ron Bunch Hospital Board Room breakfast iv/ speakers :reate an environment conducive to business growth, working to influence decisions on policies and regulations impacting the economic vitality of the area. 2013 Council Appointment Matrix — Page 3 DRAFT 1/15/2013 Committee Name ReprPrimary Time esentative Alternate Rep Meeting Frequency Expectation Staff Liaison Council Councilor Willamette River mater Coalition President Buehner Monthly Dennis Koellermeier Henderson Mission of the coalition is to protect the Willamette River and to protect Tigard's water rights. 2013 Council Appointment Matrix — Page 4 DRAFT 1/15/2013 Tigard Board & Committee Liaison Assignments: Co mittee Primary Time . . 4 _ Alts . „�; 6 , Meeting Frequency • - .ec anon Councilor Meet a minimum of two times with reps of the Tigard Audit Committee Buehner CPA firm appointed to perform the annual Debbie Smith -Wagar audit of the city's annual financial report. Participate in the appointment, compensation, retention and oversight of any independent accountants engaged for the purpose of preparing and issuing an ndependent audit report of performing other independent audit, review or attest services. City Center Advisory Council President Councilor 2nd Wednesday /month@ Sean Farrelly Commission Henderson Woodard* 6:30 pm This committee's role is defined in the City Charter and is to assist the Urban Renewal Commission in developing and carrying out an Urban Renewal Plan. iIf Councilor Woodard is also unable to attend, Council President Henderson will contact another City Council member to attend. Councilor Facade Improvement Council President (2 representatives Subcommittee Henderson Woodard/ needed) Sean Farrelly Mayor Cook To encourage businesses to make improvements to storefronts or commercial facades in downtown by providing design assistance and /or matching funds. Downtown Public Art Council President Councilor Subcommittee Henderson Woodard/ Sean Farrelly Mayor Cook Discuss and make recommendations for various public art options that may be purchased with the urban renewal funds for the Main St. /Green St. project. High Capacity Transit Land Meet during regularly Councilor Councilor Use Plan Citizens Advisory Woodard Snider scheduled Transportation Judith Gray Committee Advisory Committee Mtgs Metro has identified the "SW Corridor" (PDX - Sherwood via Tigard) as the next priority expansion line for the regional HCT system. The city is gearing up For an extensive planning process beginning with a state - funded land use plan to identify potential station area locations and development traits to warrant ACT investment and achieve the city's aspirations. The Transportation Advisory Committee serves as the Citz. Advisory Comm. for the land use plan. Second Wednesday of each Library Board Councilor Snider month at 7:00 p.m. Margaret Barnes kdvisory to the Council regarding library policies, budget, facilities and other needs of the community to provide quality library service, per TMC 2.36.030. 2013 Council Appointment Matrix — Page 5 DRAFT 1/15/2013 Pr1�1'�� . -. omme Name ep IT1 t e Alternate Re Ming Frey Neighborhood Involvement 3` Wednesday /every other Mayor Cook 6 hours a year Joanne Bengtson Committee (formerly CCI) mo. @ 7p.m. 1:harged with oversight for the Neighborhood Network program, encourages two -way communication between city and residents and encourages residents :o be more involved. (The committee changed its name to reflect new mission — previous incarnation was Committee for Citizen Involvement.) Park & Recreation Advisory Councilor Council President 2nd Monday /month 7 p.m. Steve Martin Board Woodard Henderson in the Water Building ro advise the Council on park and recreation policies, facilities, programs and budgets. Councilor Councilor 1st & 3rd Monday /month Planning Commission Buehner Snider @ 7p.m. Susan Hartnett kssists the City Council to develop, maintain, update and implement the Comprehensive Plan, to formulate the Capital Improvements Program, and to review and take action on development projects and development code provisions delegated to the Commission. Councilor Councilor TraniportationAdvisory 1" Wednesday, 6:30 p.m., Committee Woodard Snider library 2 ° Floor Conf Rm 1.5 hr. meetings Judith Gray \dvisory to council & staff regarding planning and development of a comprehensive transportation network, including development of plans and :orresponding financing programs; development of funding mechanisms and sources to implement transportation projects and ensure adequate naintenance of the existing transportation infrastructure; public involvement and education in transportation matters and ways to improve traffic safety and accessibility in all transportation modes. Tree Board Wednesday f month @ I I p.m. ['he mission of the Tree Board is to develop and administer a comprehensive program for the management, maintenance, removal, replacement & )rotection of trees on public property. *Tree Board mission to be added to /redefined in 2013? — get recommendation from staff. Councilor Woodard 1" & 3` Wednesdays @ and Councilor City Hall (Wednesdays Youth Advisory Council conflict with other council Sheryl Huiraa Snider to share attendance.* liaison meetings; this meeting date might change ?) >tudents in grades 5 -12 represent their peers as resources to the community to advise the best ways to build developmental assets for each youth in Tigard. Che Youth Advisory Council also facilitates the development and implementation of programs and activities that are important to youth. *City Manager Wine will find out more information on the status of the Youth Advisory Council. 1:\adm \city council \goals\2012 apptmatrix with description 111220.docx 2013 Council Appointment Matrix — Page 6 DRAFT 1/15/2013 AIS -1162 4. Special Meeting Meeting Date: 01/29/2013 Length (in minutes): 60 Minutes Agenda Title: Recap of 2012 Goal Status and Review Six -Month Priorities for 2013 Prepared For: Marty Wine, City Manager Submitted By: Cathy Wheatley, Administrative Services Motion Requested Item Type: Update, Discussion, Direct Staff Meeting Type: Special Meeting Public Hearing: No Publication Date: Information ISSUE Review the goal update for the 2012 City Council Goals and the first six -month priorities list for 2013. STAFF RECOMMENDATION / ACTION REQUEST Review and discuss the progress made on the 2012 City Council Goals. Review and approve the six -month priorities list proposed for 2013. KEY FACTS AND INFORMATION SUMMARY The City Council met January 10, 2013, to set goals and follow up on recommendations made by the Blue Ribbon Task Force submitted in a report received by the City Council at its December 18, 2012, meeting, which was the last meeting for 2012. The Task Force recommended that the city adopt a Strategic Plan, beginning with an aspirational vision followed by identifying the priorities to keep in focus over the next six months. As recommended by the Mayor's Blue Ribbon Task Force, the City Council will engage the community in developing this long -range plan. While the plan is in development, there are still areas of policy decision and focus needed by the City Council in 2013. Attached is a draft of the six -month priorities list proposed for 2013, which reflects the actions that Council will be expected to take during this time. After discussion and the council members have directed staff regarding any changes to the list, staff will return to the council for formal adoption of the priorities list at a future council meeting. OTHER ALTERNATIVES Amend the proposed priorities list. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS Development of the 2013 Tigard City Council priorities list as the City Council works through the process to develop Tigard's Strategic Plan with the community. While the six -month list focuses on key milestones for major city projects and initiatives, in future years, council goal- setting will occur in as part of updates to the city's strategic plan. DATES OF PREVIOUS COUNCIL CONSIDERATION December 18, 2012 - Received recommendations from the Blue Ribbon Task Force January 10, 2013 - Conducted a special meeting to begin the process of developing a strategic plan, identifying priorities and goals for the short term. Attachments 2012 Third Quarter Council Goal Update Priorities for 6 -Month Focus in 2013 2012 Tigard City Council Goals Third Quarter Goal Update Goal 1. Take the Next Step on Major Projects a. Continue oversight of design, permits, rate implementation and costs for the Lake Oswego - Tigard Water Partnership • Design continues to advance; the River Intake Pump Station (RIPS) is nearing 100 percent and all other phases are at 60 percent, allowing for a budget update next month. • Contractor pre - qualification for RIPS is underway. • Water rights case continues to churn through the State Court of Appeals. The League of Oregon Cities and the Oregon Water Utility Council have filed friends of the court briefs supporting the partnership's position. • Oregon Division of State Lands has granted the easement for the Willamette River crossing. • Supplier selection of specialty equipment continues. • Land use hearings in West Linn scheduled for October 2012. • Negotiation of a franchise fee to be imposed by West Linn upon the partnership continues at the city manager level. b. Implement the Comprehensive Plan through code revisions, including: i. Tree code • At the July 10 Study session, staff summarized the adoption process and adoption volumes • On July 24, a public hearing was held to share a staff report and gain public testimony and feedback from Council. • On August 14, a public hearing was held for discussion with the Planning Commission and identify issues of interest • September 11, a public hearing and discussion occurred with Planning Commission President Dave Walsh and the project garnered refinement of the issues of interest. ii. Contribute to the SW Corridor Plan by adopting Tigard's land use policies and designations and identifying priorities for high- capacity transit (HCT) station location alternatives by mid -2012 1. Determine the economic development opportunities, development plan, city policies and regulations needed to position the Tigard Triangle as an HCT station location • On August 14 Council voted unanimously to approve a resolution accepting the HCT Land Use Plan report for the purposes of: 1) informing future planning activities, including the Southwest Corridor Plan; 2) acknowledging the work and recommendation of the Citizen's Advisory Committee; and 3) fulfilling the obligations of the intergovernmental agreement with the funding agency (ODOT) and planning partner (Metro) • Tigard continues to be represented at several levels of the SW Corridor project teams including the steering committee, project management group, project team leaders group, and public involvement group. • On August 21 the report "Tigard Triangle: A Path Forward" was presented to the Tigard City Council and Planning Commission. It provided history on previous planning efforts in the Triangle, opportunities and barriers to redevelopment and key elements to ensure success of future plans. • In late September, ODOT announced that Tigard had been selected to receive a Transportation Growth Management (TGM) grant for additional planning work in the Triangle. This work will help to identify and refine potential economic development opportunities, strategies and policy /plan amendments for the Triangle. c. Deliver on the promise of the voter - approved park bond by identifying all acquisition opportunities and completing the majority of park land acquisitions and improvements by the end of 2012. • The city closed on Eiswerth parcel. • In partnership with Metro, the city recently finalized the purchase of the Fields property, which is a 26 -acre site along the Fanno Creek Greenway and near the Tigard Public Library. The acquisition is a major milestone that will help to close a key gap in the Fanno Creek Greenway. • Acquisitions via the park bond have added over 105 acres to the city's parkland inventory and leveraged over $6 million of grant and local agency contributions to the program. • The Fanno Creek House project obtained land use approval. • East Butte Heritage Park project obtained conditional use permit. • The Jack Park expansion project was submitted for land use. The project allows construction of a trail from Walnut Street to Jack Park. • Property acquisition inquiries for open space continued for the properties on the Park and Recreation Advisory Board's list. • One property on Main Street is on track for acquisition. The acquisition may be funded with park bond dollars. The City Center Advisory Commission and CD staff continue to identify possible park acquisitions in the downtown area. Goal 2. Financial Sustainability a. Maintain the long -term financial health of the General Fund and reserves. i. Develop a long -term financial strategy by mid -2012. • This quarter the city convened the Mayor's Blue Ribbon Task Force, a group of community leaders charged with recommending how "Tigard should spend its next dollar ". The group will bring recommendations to the December 18 workshop. b. Communicate regularly to residents about the alignment of city priorities with resources. c. Evaluate the city's sustainability efforts on an ongoing basis. • Work continues with the Brightworks firm, with a focus on the Public Works department as a pilot project • A department steering committee was formed to help develop a sustainability action plan • The steering committee will receive sustainability training October 29 from Brightworks Goal 3. Downtown a. Identify a geographic- opportunity area in the downtown with the greatest potential to create a catalyst for further development. Concentrate most resources there. b. Contact owners of key, structurally sound Main Street buildings with vacancies. Begin cooperative effort to secure tenants that will contribute to the vitality of downtown. • CCDA approved signing a Purchase & Sale Agreement with owners of Saxony- Pacific property. Due diligence is underway • Targeted Improvement Program finalized and an RFP has been released to owners of vacant properties, brokers and businesses • Progress made in securing a public open space in the downtown • One new facade improvement grant approved. One previously approved project (Main Street Cleaners) completed • Downtown street fair on August 11 drew an estimated 2,000 visitors • Downtown connectivity plan proceeding. Public notice sent to property owners and Council workshop held. A hearing will take place with the Planning Commission on October 15t • Conversations held with prospective developers /investors • Main Street public art call for artists underway Goal 4. Annexation a. Re- evaluate the city's annexation policy. b. Develop a philosophy and approach to consider annexations, including islands. • At the July 17 Council workshop on annexation policy, Council reviewed the annexation background report and prioritized topics for the first policy discussion held on August 21. Issues included the legal context for island annexation, phasing -in taxes and the development potential of property within islands • Council discussion supported an offer for tax phase -in with a promise not to apply city taxes before the River Terrace Community Plan for areas 63, 64 and Roy Rogers West is finalized and approved. Council showed some urgency to consider a resolution on this issue. Goal 5. Recreation a. Evaluate options and resources to create a pilot recreation program: i. Inventory existing city and community recreational programs, facilities and resources ii. Create recreational opportunities by partnering with the school district and other agencies or groups iii. Identify funding options aligning with the recreational programming demand • Completed a searchable inventory of recreational sources that will be made available to customers through the city's website. A discussion with Council is scheduled for November 2012. • Discussions continue with Tigard - Tualatin School District regarding partnering opportunities, including a field improvement at Metzger Elementary. Tigard City Council Priorities for 6 -Month Focus in 2013 • Tigard's Strategic Plan (end of 2 nd Q) o Engage the community to develop and adopt a vision and long -range strategic plan for the next generation. In coming years, annual goals will be guided by the strategic plan • Communicate with Tigard residents (2nd Q) o Develop new strategies to expand the pool of involved residents, build awareness, and engage in ongoing two -way dialogue 7 o Develop Tigard's community identity • Financial Sustainability o Balance /adopt 2013 -14 budget and CIP, together with Budget Committee (2n Q • Includes focus on key facility needs o Maximize franchise revenue ( Q) • Do not lose current -year PGE revenue collections • Implement solid waste franchise fee increases o Labor relations: policy guidance for SEIU and TPOA agreements (2nd Q) • Economic Development o Develop and adopt Citywide strategy (2 " Q) o Development Code improvements to support economic S;, lopment and improve permitting efficiency (2nd or 3rd Q) o Explore Pacific Highway Urban Renewal District options (4t Q) • Take the Next Step on Major Projects o Water source and supply • Preserve and advance LO- Tigard Water Partnership • Build partnership relationships (1S` Q) • Complete Linn appeal; secure permits to proceed with plant and pipeline prole S` Q) • Confer with LO regarding 60% design estimates (2 " Q) • Evaluate future of partnership roles (2" Q) • Continue transition of amended intergovernmental water agreement (4 Q) o River Terrace Community Plan • Take part in Stakeholder Working Group (1S` Q) • Guide Infrastructure Financing Strategy (3rd or 4th Q) o SW Corridor Plan • Acceptance of Alternatives Analysis (2nd Q) o Implement the Comprehensive Plan • Adopt Comp Plan amendments on Goal 10 (Housing Inventory) (2nd Q) • Downtown o Downtown Plaza Site Acquisition and Design Approval (CCDA - 2nd or 3rd Q) o Develop a strategy for redevelopment of city -owned property (CCDA - 2nd Q) o Other Potential • Determine terms for public private partnerships /developer incentives (for an eligible redevelopment proposal) • Fin alize Saxony property purchase for redevelopment and develop design concepts (if i ssue s can be addressed) • (If railroad is cooperative)Acquire property and develop concepts for Tigard Street Trail; advance options for rail crossing "trade for Ash Avenue at -grade cross • Determine the need to amend urban renewal plan with new projects (if charter issues can be fixed) • Other initiatives o Evaluate options and resources to create a pilot recreatio program (2n and 3 d • Use recreation inventory to match with program d emands /service gaps • Determine options for future programming (including partnerships) o Evaluate social gaming policy issues and .. tions (2nd Q) • Represent Tigard effectively at the regional, ` and federal level (2 a Q) o Funding opportunities o Transportation priorities /SW Corridor ���e� ��� I nPN l tx I 2 $gam r: 1�: °tom; x 1