09/15/2010 - Minutes City of Tigard
Committee for Citizen Involvement - Minutes
(revised)
MEETING DATE/TIME:
Wednesday, September 15, 2010 — 7:00 p.m./2nd Floor, Library Conference Room
1. CALL TO ORDER
Chairman Christopher called the meeting to order at 7:06 PM.
2. ROLL CALL:
MEMBERS PRESENT: Chairman Basil Christopher, Bev Froude, Sue Carver.
MEMBERS ABSENT: Connie Ramaekers,Veronica Predovic, Patti Anda, Cathy Olson.
STAFF PRESENT: New staff liaisons reintroduced themselves to committee members: Joanne
Bengtson,Neighborhood Network Program Coordinator and Liz Newton,Asst. City Manager.
3. APPROVAL OF JULY MEETING MINUTES
There was a motion by Carver, seconded by Froude, to approve the July 21, 2010 meeting minutes
as written. The motion carried as follows:
AYES: Froude, Carver, Christopher NAYS: None
ABSTENTIONS: None EXCUSED: Ramaekers, Olson,Anda, Predovic
4. UPDATED NAME FOR COMMITTEE?
Discussion ensued about changing the name of this committee to reflect its mission and oversight of
the Neighborhood Network Program.
The plan for the Neighborhood Network Program is to have an active steering committee in each of
the 13 Areas and referring to the Committee for Citizen Involvement as the Steering Committee for
the Neighborhood Network can be confusing for residents and staff.
Newton shared ideas for alternate committee names, (Neighborhood Involvement Committee, Committee for
Neighborhood Communication, etc.) confirming that the final decision rests firmly in the hands of
committee members. Newton clarified the main function of this committee will be to provide
oversight for the Neighborhood Network program—its web standards, approval of event and grant
applications from Area Steering Committees and finding ways to engage residents in the program.
Conforming to Statewide Planning Goal 1, the city will move citizen involvement in land use matters
from the CCI to the Planning Commission. Each Board and Committee will now work with a staff
liaison to integrate citizen involvement as part of their charge. City Council doesn't want land use to
be the only vehicle driving residents to get involved. The Neighborhood Network program serves the
community at the neighborhood level by providing a vehicle for reporting issues that are "rocks in the
Committee for Citizen Involvement Minutes — September 15, 2010
City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 www.tigard-or.gov I Page 1 of 3
shoe" to local neighbors,but may not rise to the level of a citywide issue. Newton stated that the
program needs to be citizen-driven,giving this committee responsibility for providing City Council
with annual reports about the program's progress. Christopher said he was ok with the change. For
neighbors to get involved, they need to evolve with changing technology and trends that encourage
participation.
Froude is concerned about low levels of citizen involvement and wants residents to participate on this
committee to bring new ideas that encourage involvement. At present, only three neighborhood areas
have full steering committee membership. Newton suggested using that as a tool when evaluating the
Neighborhood Network program.
Chair Christopher stated preference for renaming this committee the Neighborhood Involvement
Committee (NIC.) Carver and Froude concurred.
5. DRAFT BY-LAWS PRESENTED FOR REVIEW
Asst. City Manager Newton presented a new by-law template in use by other city Boards/Committee
and Commissions. The template offers a place for a charge statement. All Boards & Committees are
looking at updating their by-laws to reflect current practices. In addition to that, City Council is
considering adopting a Code of Conduct for themselves and all Boards & Committees.
Froude stated preference for placing a representative from each neighborhood area in the committee
membership. By having a representative on the NIC, they have a better idea of the goals this
committee has for the program. Newton gave this example: if an area rep has an idea for a funding
application that is discussed at this meeting, they could go back to their Area steering committee and
say, "let's modify our grant request to meet this (XYZ) criteria."
Christopher asked how NIC gets feedback from area residents. Newton responded that it's up to the
committee members to develop how they want to get feedback, and work with neighborhood areas to
deliver.
Christopher discussed developing grant criteria. Newton suggested asking steering committee
members and residents for their ideas. Bengtson suggested the committee write a regular"message"
or brief article for the monthly Cityscape Newsletter. Topics can be any subject; or a way to ask
neighbors to get involved.
6. REVISED NEIGHBORHOOD NETWORK PACKET MATERIALS FOR PUBLIC
OUTREACH
Bengtson presented a copy of the material inside the neighborhood network packets that featured
highlighted sections that may need changing with shifts to this committee. Newton reviewed the
neighborhood grant program and discussion ensued about potential for involvement:
$25,000 for"Small Works"grants (competitive)
$5,000 for Community Building Event (1 per neighborhood,per year)
$5,000 for Clean-Up/Beautification Event (i.e. cleaning upyard for elderly resident with tbeirpermission.
Funds may go towards drop-box fee, lunch for volunteers, orplan by the neighborhood steering committee.)
Committee for Citizen Involvement Minutes — September 15, 2010
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Christopher submitted ideas for Beautification Events,including finding a way to identify neighbors
who need a helping hand and once a year assist (for example) elderly homeowners with yard
maintenance. He noted that working on a task like this, developed with the city and neighbors,would
have an added bonus of keeping seniors in their home longer.
Froude stated concern for finding ways to connect neighbors with neighborhood steering committees.
Christopher suggested contacting volunteers from the city's database and inviting them to log onto the
Neighborhood Network website.
Christopher asked how the neighborhood web sites are different from the city's website. Bengtson
replied that web administrators are not limited to posting only the information they receive from
Bengtson's emails, and in fact, they are encouraged to use their community contacts to identify
information for their neighborhood.
7. OTHER ITEMS
Bengtson suggested a regular column in the Cityscape (125-130 words.) Christopher noted that he
thought that was a good idea,wanted it added to the next meeting agenda for discussion by the
group and identify potential topics.
8. ADJOURNMENT
Christopher adjourned the meeting at 8:29 PM.
Committee for Citizen Involvement Minutes — September 15, 2010
City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 www.tigard-or.gov I Page 3 of 3