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08/07/2013 - Summary City of Tigard a 96 Transportation Advisory Committee [TTAC] Meeting Summary Wednesday,August 7, 2013, 6:30 PM—8:30 PM Tigard Library,2"d Floor Conf. Room - 13500 SW Hall Blvd,Tigard,Oregon MEMBERS PRESENT (6): Steven Bass (Chair), Mark Bogert,Dennis Mitchell,Don Schmidt, George Hem, Evelyn Murphy MEMBERS ABSENT (3): Karen Hughart(Vice Chair),Jennifer Stanfield, Mike Stevenson OTHERS PRESENT Mark Woodard, Council Liaison; Elise Shearer, CCAC Chair STAFF PRESENT: Judith Gray,Sr Transportation Planner;Carissa Collins,Sr Management Analyst;Mike McCarthy, Streets&Transportation Sr Project Engineer;Chris Wiley,Sr Administrative Specialist 1) Call to Order—Chair Steven Bass called the meeting to order at 6:33 p.m. Roll Call—Chris Approval of July 22 Meeting Summary—approved Visitor Comment-None 2) TTAC Bylaws, cont'd (See Attachment 1) Judith presented the discussion items for the committee to consider for the bylaws update. She will make the updates the committee agreed on and submit them for the September 17 council packet. The committee came to a consensus on the Bylaws updates and changes;shown at Attachment 2. 3)Joint Council/TTAC meeting in September The committee discussed topics for their joint meeting with City Council. Primary items will include: proposed changes in the bylaws;TTAC participation in project prioritization for the CIP;and,TTAC's recommendation about Washington County's proposed vehicle registration fee. At their next regular meeting(Sept 4) TTAC will have further discussion of the city's project prioritization/CIP process which will include information from a scheduled Council Work Shop discussion on August 20. TRANSPORTATION ADVISORY COMMITTEE SUMMARY—August 7,2013 City q Tigard 113125 SW Hall Blvd, Tigard OR 97223 503-6394171 I xuw.t aid oigoPage 1 oft IlTraz.rpo%atioreAdvi.rory Comirnittee/2013/08-13ug/08 07 13 A4eeting Sunsmar 4) Notice: CIP Project Nominations, Aug 1-Sep 30 Carissa told the TTAC members the city is starting the next 5-year CIP prioritization. The project nomination process started on August 1 and ends on September 30. Carissa encouraged members to go to the city website and nominate any projects they would like to have considered for inclusion on the capital improvements project list. 5) Other Updates • Judith brought the committee up to date on Tigard's award from the Job Access Reverse Commute GARC) grant,which are federal dollars administered by TriMet.This is the last remaining funding year for this grant. TriMet is awarding Tigard $40,000 in grant money.TriMet is working to identify resources for additional funding to support bus service on SW 72'd Avenue. • Tigard has an application in for a Regional Flexible Funds Allocation (RFFA)grant to complete most of the Fanno Creek Trail in Tigard. At this time,Tigard is on the "draft 100%list). • Another grant application (Statewide Transportation Improvement Program or STIP) is in the works which involves TriMet, ODOT,and several local governments. It would fund development along the SW Corridor. Projects in Tigard include a sidewalk on Commercial Street under the Pacific Highway viaduct. This application is on the 150%list. • Washington County is considering a vehicle registration fee. The county's board of commissioners can elect to do this without a public vote. The fee can be up to $43 per vehicle. The money would be used for maintaining the county road system. Sixty percent of the funds would be for the county roads and forty percent would go to local governments. At the maximum amount, County staff estimate it would contribute approximately $1,000,000 annually to Tigard. Note: TTAC members expressed support for this fee and decided to include this item in their joint meeting with Council. 6. Adjournment Steven adjourned the meeting at 8:30 pm. CL"Chris"Wiley,TTAC eeting Secretary ATTEST: Steven Bass, Chairman The next TTAC meeting will be held on Wednesday,September 4, at the Tigard Library 2nd Floor Conference Room, 13500 SW Hall Blvd.from 6.30pm - 8.30pm. " City of Tigard Tigard Transportation Advisory Committee DRAFT BYLAWS August 7, 2013 Items recommended for discussion Required items in City bylaws template SECTION 1.CHARGE AND DUTIES A. The Tigard Transportation Advisory Committee (ITAC) hereafter referred to as the "Committee" shall have no powers except as conferred by resolution; City Charter, Tigard Municipal Code, or the Oregon Revised Statutes. B. It shall be the function of the Committee to act as an advisory body to the City Council and city staff pursuant to these bylaws. C. The Committee and its members shall conduct itself in a manner that's in keeping with applicable federal, state, and local laws pertaining to conduct and ethics and the City of Tigard Code of Conduct.Any violation of the provisions of such laws shall be grounds for removal from office. Existing Bylaws (Format change) D. TTAC is charged with advising City Council on matters pertaining to: 1. Planning and development of a comprehensive transportation network for the City of Tigard, including: a. Preparation of multimodal transportation system plans and corresponding transportation financing/capital investment programs; b. Development of funding mechanisms and sources to implement transportation projects and ensure adequate maintenance of the existing transportation infrastructure,• c. Public involvement and education in transportation matters;and, d. Ways to improve traffic safety and accessibility in all transportation modes. 2. The Committee shall assist and advise City Council and staff regarding development of traffic safety programs and public education about traffic safety. The Committee shall also provide a venue for citizen involvement opportunities in transportation matters. Furthermore,it shall also work to increase community awareness of transportation issues that affect the City of Tigard. 3. The Committee shall coordinate its tasks, actions, and recommendations with other City advisory commissions and cornrnittees. This includes, but is not limited to, a. the Planning Commission regarding the relationship between land use and transportation, the Parks Commission concerning trails and pathways, and b. the Budget Committee concerning matters of transportation related funding. Proposed Change D. TTAC serves in an advisory role to staff and Council on a broad range of transportation issues reflecting city priorities and work program capacity. Relevant transportation issues include: 08/07/13 TTAC Meeting Summary Attachment 1 (6 s/s pages) City of Tigard � 13125 SAX'Hall Blvd.,Tigard,OR 97223 B. Any vacancy in the Board shall be filled be appointment by the Council and Mayor for the unexpired portion of the term. The unexpired portion of a term does not count towards the fulfillment of the maximum number of allowed terms. C. Members may serve up to two consecutive terms. D. Members shall receive no compensation for their services; members may be reimbursed for duly authorized expenses The community development director or city manager shall determine and authorize reimbursable expenses. E. A member—who seeks to resign from the Committee shall submit a written resignation to the chair of the Committee, the staff liaison, or the city recorder's office. If possible, the resignation should allow for a thirty (30) day notice so the City Council ear:has the opportunity to appoint a replacement. SECTION V.ORGANIZATION OF THE COMMITTEE FOR DISCUSSION A. The officers of the Committee shall be a Chair and Vice Chair. At its first meeting of+he each odd/even numbered year, notice will be given of officer elections at the following meeting. At the second meetin.-, , the Committee shall elect a Chair and Vice Chair from its members who shall hold office for one/two year s)at the pleasure of the Committee. a. The Chair shall have general directional powers over the Committee The chair shall preside at all meetings and in consultation with support staff, set the agendas and notify the board of all meeting times and place. The Gh ftir _L_i1 _1__ be an ex effieie fft_ i f A sttL c. The Chair shall be the cele primary spokesperson for the Committee unless this responsibility is delegated to another member or a staff liaison (See Section VII C) d. Vice Chair. During the absence, disability, or disqualification of the Chair, the vice chair shall exercise or perform all the duties and be subject to all the responsibilities of the chair. e. In the absence of the chair and vice chair, the remaining members present shall elect an acting chair. C. If the Chair should resign, the Committee shall, at its next meeting, conduct an election and provide a replacement to fill the unexpired term. D. Staff liaisons are the primary contacts for City of Tigard boards and the primary interface between these bodies and the City Council, City Manager, and departments. Besides serving as a technical resource, staff liaisons are responsible for meeting logistics, member recruitment and recognition, recordkeeping, and monitoring board effectiveness. SECTION VI.MEETINGS A. The Committee shall meet at least quarterly during a calendar year at a time and place that is specified at least 5 days in advance. B. The regular meeting of the Committee shall be held on the fust Wednesday of each month at 6:30 p.m. in the Tigard Library 2'd Floor Conference Room, unless otherwise determined by the Committee. If the City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 1 www.dptd-or.gov I page 3 B. Committee members shall discharge their duties as specified and or directed by Council. staff. However, the Committee may propose recommendations or otherwise participate regarding legislative matters including but not limited to, cit hide transportation policy; transportation system planning, development standards, etc. C. Members of the Committee shall not make representations on behalf of the City of Tigard or the Committee, nor act in an official capacity, unless specifically authorized through an action of the Committee. D. Membership in the Committee does not restrict in any way the rights of any Committee member from exercising their participatory or due process rights as a private citizen. SECTION VIII.ATTENDANCE If any regular member of the Committee is unable to attend a meeting, he or she is expected to notify,the Chair or Vice Chair,or the staff liaison if delegated by the Chair. If any member is absent from any six (6),regularly scheduled meetings within one year or three (3) consecutive meetings without reasonable cause,the issue shall be placed on the upcoming agenda,and upon majority vote of the Committee,that position shall be declared vacant. The Committee shall forward its action to the Mayor and Council,who shall may fill the vacant position. SECTION IX. QUORUM At any meeting of the Conunittee, a quorum shall be a majority of the current regular members of the Committee. No action shall be taken in the absence of a quorum except that the meeting may continue with discussion on agenda items. For the purposes of forming.a quorum,members who have disqualified or excused themselves from participation in any matter shall be counted as present. In the event a quorum will not be present at any meeting; the Chair or Vice Chair shall notify the Committee members in advance so that a decision may be made whether to meet and take no action on agenda items,or to reschedule to a different time. SECTION X.REMOVAL OF MEMBERS A. The City Council mai remove members of the Committee in accordance with Section VIII Attendance. B. The Council may also remove members, when, in its judgment the conduct of a member does not conform to the City of Tigard Code of Conduct for Boards, Commissions and Committees or based on other conduct unbecoming a representative of the City. C. The Committee may make a recommendation to Council for the removal of a member for failure to comply with Section 7 Committee Member Responsibilities. The Committee shall forward a recommendation for replacement to the Mayor and Council in a timely manner. SECTION XI.ANNUAL REPORT OF THE COMMITTEE A. Not later than December 1, the Committee shall prepare an Annual Report to the City Council. B. The Annual Report shall include a summary of key activities and proceedings and any specific suggestions or recommendations which the Committee believes would assist its mission or improvement of the City's transportation ire system. C. The Annual Report may be in the form of a joint meeting with Council. D. The Annual Report shall not be submitted unless approved by the Committee. Committee members will be provided an opportunity to prepare for and participate in the joint meeting, SECTION XII.AMENDMENTS City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.tigard-or.gov I page 5 Recommendation to Council - Changes in Bylaws Potential Action Items (Staff will prepare final revisions,including word-smithing) Section 1. Charge and Duties • Duties and charges: D. Prioritized project list for local gas tax;E. Other duties as needed and able. Concur. Remove specific reference to intersections. • Subcommittees: Changes?Suggestions? Concur. Section 2. Composition • Resident/ Business Concur. • Nonresident Concur. Section 5. Elections • Announce at first meeting; election at 2na meeting. Concur. • 1-year? 2}ears? 1 year Section 6. Meetings • Roberts Rules of Order? Concur Section 11. Annual Report • Concur to do this as the annual meeting? Concur. 08/07/13 TTAC Meeting Summary Attachment 2 (1 s/s page)