01/19/2011 - Minutes 41 City of Tigard
Neighborhood Involvement Committee-
Minutes
ommittee-
Minutes
MEETING DATE/TIME: January 19, 2011 — 7:00 p.m. —2nd Floor, Library Conference Room
1. CALL TO ORDER
Chairman Christopher called the meeting to order at 7:03 p.m.
2. ROLL CALL:
Present: Chairman Basil Christopher, Sue Carver,Bev Froude, Connie Ramaekers, Cathy Olson.
Absent: Patty Anda
Staff. Joanne Bengtson and Liz Newton
3. APPROVE SEPTEMBER 15,2010 MINUTES (WITH REVISIONS)
Froude motioned to approve the September 15 minutes with revisions, seconded by Carver,no
opposition.
4. APPROVE NOVEMBER 17, 2010 MINUTES
Olson motioned to approve the November 17 minutes, seconded by Froude,no opposition.
5. ANNUAL OPEN HOUSE—FEBRUARY 5, 11-3 P.M. @ LIBRARY COMM. ROOM
Bengtson reminded committee members about the open house on February 5 and provided details about
program representatives and menu.
Olson asked what the purpose is of the open house event. Bengtson said it's the one time each year when
we "show off' the program to the general public to build interest in the program. Newton explained that
it's an opportunity to demonstrate the value of the program and get residents enthused about the
possibilities it has for their neighborhood. Newton provided the following example: the City Council can
ask a question of the public through the neighborhood websites,get feedback that's usable which then is
integrated into the program,letting people see the process and action that's taken based on their particular
concerns.
Newton mentioned that residents will get involved the issues that interest them. It's also an opportunity
to develop a"pool" of talent for City Council to draw upon.
Bengtson explained that we help people connect with maps,websites and other features which draw
people into what we hope to accomplish. Each year the open house focuses on a different aspect of the
program. This year we will focus on building subcommittees in each neighborhood area.
Chair Christopher asked how staff advertised the event;Bengtson responded that it's been promoted in
Cityscape, the neighborhood websites, the city web page,in-house news,lobby posters,library book
marks and the Tigard Times & Oregonian.
Committee for Neighborhood Involvement MINUTES —January 19, 2011
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
Chair Christopher directed staff to involve school representatives in the event. Of primary importance are
PSO (Parent Support Organization) members who can speak to the status of schools and possibly provide
information for residents to connect and support our schools. Ramaekers offered her support to connect
with the right people for the job.
6. DISCUSS A YEAR IN THE LIFE OF THE NEIGHBORHOOD NETWORK PROGRAM
Discussion ensued regarding the role of the Neighborhood Involvement Committee. Newton explained
that this committee is charged with development and oversight of the Neighborhood Network Program.
That includes planning its direction, approving community building and beautification grant requests
(deciding criteria for grant review and when money will be awarded), open house annual event planning,
approving steering committee membership applications, CIP project referral as well as evaluating the
overall effectiveness of the neighborhood network program. Newton reiterated that staff is working with
this committee to put `meat on the bones' for a program that works for residents. That means that they
would get involved in the program and offer their input before getting the funding benefits.
Newton proposed building a meeting schedule around dates in the city's processes. For instance, a
Neighborhood Area might meet in May, submit a grant request for review in June,with funds becoming
available July 1"to coincide with the city's new budget cycle. In this fiscal year,we budgeted $5,000 for
seven neighborhoods ($35,000),plus program support dollars.
Capital Improvement Project ($50,000 and up) comments are solicited in September and October. We
want area steering committees to host an annual meeting to gather resident's suggestions for projects.
Active Steering committees (4-7 members) then forward CIP project nominations and community
building ideas from their annual meeting to this committee.
In the fall, the NIC might meet to decide which projects to forward for CIP project funding, decide the
focus of the Neighborhood Network annual open house,propose a new component for the
neighborhood network program or discuss what works and what doesn't.
In the winter, the NIC might meet to plan the Open House in February- overseeing outreach,plans for
the event, and providing Bengtson with direction for advertising the event.
Ultimately, each member of the Neighborhood Involvement Committee will represent a different
neighborhood steering committee,with current members either representing their neighborhood area or
choosing to transition off the committee. Newton was adamant that this process would take at least the
next year to complete.
Froude suggested that once a year all the steering committees get together and share ideas.
A request was made for a memo by Bengtson that outlines key dates and commitments (Budget, CIP, etc.)
for the committee to consider when building a year of meetings.
7. ANNUAL MEETING WITH COUNCIL
With the newly revised NIC bylaws up for Council adoption, discussion turned to the committee's yearly
joint meeting with city council.
Christopher asked about the purpose of the updated bylaws,Newton explained that they provide the
structure of the committee,while the members of the NIC are charged with deciding what the committee
Committee for Neighborhood Involvement MINUTES —January 19, 2011
City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 www.tigard-or.gov I Page 2 of 3
does. Discussion moved to changing the timing for the joint meeting date with City Council. If it were
held later in the year (currently held in January),NIC members would have the Annual Open House event
under their belt (February) and the group would have time to see their work plan for the neighborhood
network program bear fruit. This kind of detail is helpful for City Council to hear details of the program's
effectiveness.
Newton suggested finding available dates in the fall that don't conflict with any of the NIC's
commitments to the neighborhood program.
8. BUDGET FOR FY 11-12
In recognition of the city's budget constraints,Newton explained potential changes to our budget
proposal. We have retained a request to keep funding for seven neighborhood community building
events,but we are suspending funding for the small works competitive pot of money. We are not
removing it as a budget line item,but we are temporarily suspending the $25,000 typically set aside. As
the economy improves,we hope to restore funding in future fiscal years.
A question was asked about Family Fest Funding. Newton replied that the annual event has been
removed from the FY 11-12 budget. In light of substantial staff cuts last year, the city manager is
proposing a no-frills, status quo budget which maintains the basics.
A question was asked about the city's upcoming 50th anniversary (September 11, 1961-2011) and whether
or not there would be a celebration. Newton replied that again, there's not funding for a big celebration.
There will be a small gathering at the library on the 11th,with a birthday cake and punch—but no frills.
Froude asked that before that event happens,please look into the sound system in the library community
room. When many residents gather for big events, the sound system becomes inadequate for reaching the
crowd. Newton replied that the system wasn't designed for a crowd that overflows room capacity, and
she's not sure how we can correct that.
9. OTHER?
The next meeting Neighborhood Involvement Committee meeting will be Wednesday,March 16, 2011
at 7 p.m.in the library 2nd floor conference room.
Marissa Daniels was asked to talk about the Neighborhood Network Program by CP04M (Metzger&
North Tigard-Area 4.) She explained that Bengtson was the more appropriate staff resource, but will
take flyers advertising the Neighborhood Network Open House on February 5 for those in attendance.
Committee name change resolution and updated bylaws are on the January 25 City Council Business
Meeting agenda.
10. ADJOURN
Christopher adjourned the meeting at 8:24 p.m.
Committee for Neighborhood Involvement MINUTES —January 19, 2011
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