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05/20/2009 - Packet r City of Tigard Committee for Citizen Involvement — Agenda yr _ MEETING DATE: Wednesday, May 20, 2009, 7:00-8:30 p.m. MEETING LOCATION: Tigard Library, Second Floor Conference Room (Located on east side of building) 13500 SW Hall Blvd., Tigard, OR 97223 1. (Info) Welcome and Introductions 7:00-7:03 PM 2. (Action) Approval of April Minutes 7:03-7:10 3. (Action) Neighborhood Networks: 7:10-7:30 • Confirm Steering Committee Members • Program Status /Liz Newton/ 4. (Info) Census Complete Count Committee Grant Program 7:30-7:33 /Marissa Daniels/ 5. (Action) Public Involvement Plan—Hwy 99W Projects 7:33-7:30 /Marissa Daniels/ 6. (Action) Outreach to Underrepresented Groups Follow-up 7:30-8:03 /Marissa Daniels/ 7. (Discussion) Civic Leadership Academy Brainstorm 8:03-8:23 /Basil Christopher and Marissa Daniels/ S. (Info) Other Business/Announcements/Next Agenda 8:23-8:30 Next meeting: • Wednesday,June 17, 2009, Library Second Floor Conference Room COMMITTEE FOR CITIZEN INVOLVEMENT AGENDA— May 20, 2009 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 1 503-639-4171 1 www.tigard-or.gov I Page 1 of 1 CITY OF TIGARD COMMITTEE FOR CITIZEN INVOLVEMENT Meeting Minutes April 15,2009 1. CALL TO ORDER Committee Chair Basil Christopher called the meeting to order at 7:05 PM. The meeting was held in the Tigard Public Library, second floor conference room, at 13500 SW Hall Blvd. 2. ROLL CALL Members Present: Chairman Basil Christopher,Bev Froude, Sue Carver,John Harris Members Absent: Anastasia Adriano, Rex Caffall, Connie Ramaekers, Patti Anda, Gary Jelinek Staff Present: Liz Newton,Assistant City Manager;Marissa Daniels,Assistant Planner 3. WELCOME AND INTRODUCTIONS Basil welcomed Committee for Citizen Involvement members. 4. APPROVAL OF MARCH MINUTES Basil noted that in the discussion of item 4, "City Transportation Commission," he recommended increasing the number of members from seven to nine. After discussion, the motion was made to recommend the transportation committee stay with seven members not nine. Basil asked the committee if they wanted to amend the minutes to change the motion from seven to nine members. The Committee decided to delay voting on the minutes until more members are present, at the next meeting. 5. PUBLIC INVOLVEMENT PLAN REVIEW • Transportation System Plan • Downtown Circulation Plan • Main Street Green Street Project Marissa asked the Committee if they preferred to go through each individual Public Involvement Plan, or if the Committee would like to hear about all three projects, then compare and contrast the outreach methods used. The Committee chose the second option. CCI MEETING MINUTES—April 15,2009—Page 1 I:\LRPLN\Marissa\CCI\2009\04-09\04-15-09 Meeting Minutes CCI.docx Transportation System Plan Marissa started by explaining that the City received funding from the state's Transportation and Growth Management program to update the Transportation System Plan (TSP). The TSP acts as the community's transportation master plan for the next 20 years and work is just beginning on the one year project. Because the current TSP relies on assumptions, traffic counts, and other data that are more than 10 years old,while the transportation picture has changed significantly due to urban growth, changes in regional and state policy, and urban growth boundary expansions, the document needs updating. She acknowledged that City residents have consistently ranked traffic congestion as a concern in various surveys and City leaders are looking for alternatives to ease congestion. Marissa confirmed that an updated TSP will provide the community with: • A blueprint for transportation investment • A coordination tool with regional and state agencies and local jurisdictions • An important component of prudent and effective land use choices • A means to prepare for future growth in Tigard and the region • Answers to existing and future transportation needs related to bicycles,pedestrians, transit,vehicles, freight, and rail This project is divided into five phases, and a Technical Advisory Committee (TAC) and Citizen Advisory Committee (CAC) will provide input on draft materials. Committee member Gary Jelinek has been appointed as a member of the CAC as well. Bev pointed out that the Transportation System Plan is very important; she is currently serving on the City's Transportation Financing Strategies Task Force. Basil and Marissa added that the Plan is important because it enables the City to apply for funding necessary to implement the projects and that the TSP will cover more than just vehicular traffic. The TSP will include bikes, pedestrians, and transit as well. Downtown Circulation Plan Marissa stated that the City's objective is the completion of a plan for vehicle,pedestrian, and bicycle circulation in the Downtown Urban Renewal District which implements the community's planning vision. The purpose of the plan is to: • Implement a transportation network with improved connectivity and provide the basis to obtain rights-of-way for the network as new development occurs over the next fifty years. • Establish street standards which will lay the foundation for vibrant, active, pedestrian- friendly streets which accommodate anticipated uses and allows traffic to move appropriately within the district. CCI MEETING MINUTES—April 15,2009—Page 2 I:\LRPLN\Marissa\CCI\2009\04-09\04-15-09 Meeting Minutes CCI.docx The Tigard Downtown Improvement Plan (TDIP) found one of the major constraints for the development of Downtown to be the lack of connectivity-impeding pedestrian, bicycle, and vehicle circulation in the Downtown. Current barriers to connectivity include block size, the rail line,Highway 99W and Fanno Creek. The Downtown Circulation Plan will address these constraints and be adopted as part of the first project, the TSP. Marissa shared that the Circulation Plan will include: • A map identifying the recommended location of Downtown streets and pedestrian pathways within the Downtown Urban Renewal District. The starting point for this map will be the Downtown Streetscape Plan and Tigard Downtown Future Vision. The recommended network will be consistent with street connectivity standards contained in the draft Downtown Development Code. • Street functional classifications and street cross-sections to address the elements of lane width, on-street parking,bicycle lanes, planting strips, sidewalks, shoulder, street trees, and medians for each functional street classification (i.e. collectors,local streets, etc.). • A transportation engineering review of the recommended new Downtown transportation network.The review will utilize existing conditions and future projections of traffic volumes and intersection turning movements. • An assessment of how new transportation connections will affect: o The value of properties impacted; and o The value of properties in the Urban Renewal District as a whole. The Downtown Circulation Plan is broken into five phases and the City Center Advisory Commission will provide input on draft materials. Bev pointed out that some people may have their access cut off; she asked if there are any angry downtown property owners. Marissa stated that the project is just getting started and no specific decisions have been made. Some property owners will benefit from the addition of new streets downtown. Main Street Green Street Project Marissa gave a brief description of the Main Street Green Street Project which will retrofit the southern half of Main Street, from Highway 99W to the railroad corridor,to full green street standards to serve the downtown area. These changes will help create a more distinctive town center for Tigard and create an identity for the downtown. The green street design is one of the key catalyst projects identified in the Tigard Downtown Improvement Plan and is intended to stimulate new development. This project includes widening of sidewalks and reconfiguration of Main Street to create a pedestrian friendly atmosphere and to demonstrate good environmental stewardship. There will be a strong pedestrian emphasis with wider sidewalks,landscaping, new street lighting, and CCI MEETING MINUTES—April 15,2009—Page 3 I:\LRPLN\Marissa\CCI\2009\04-09\04-15-09 Meeting Minutes CCI.docx native street trees. The green aspect includes sustainable elements such as brick pavers and pervious areas where storm runoff can infiltrate naturally, as opposed to being piped underground. The design is part of Tigard's overall sustainability theme throughout the downtown. Marissa stated that this project is possible due to an unprecedented $2.54 million in grant funds awarded to Tigard. The main features include redirection of stormwater runoff from a piped system to a surface treatment system located along the sidewalk and parking areas, and planting of wide canopied native street trees. The finished product will improve vehicular, bicycle, and pedestrian circulation which will encourage local traffic to enter the downtown area, supporting local businesses, and discourage Highway 99W traffic from using Main Street as a high traffic bypass. Marissa explained that the Public Involvement Plan covers only the first year of the project, during design, and another Public Involvement Plan will be completed to cover construction which is scheduled for 2010. The Plan is broken into four phases to cover the design portion of the project. Marissa pointed out that this project is based on past citizen involvement from the Tigard Downtown Improvement Plan (TDIP) and the Downtown Streetscape Design Plan. Marissa shared that City staff is trying some new citizen involvement techniques for this process. For example, by holding events on Main Street and visiting businesses personally. Bev asked if any parking will be removed to place planters,Marissa replied that yes,it is likely some spaces will be removed from Main Street. Bev pointed out that this will be a sensitive issue for many downtown business owners. Marissa reported that staff is currently looking at other options to avoid a net parking decrease. Comparing the methods used for each project,Marissa pointed out that many of the methods, shown in the public involvement tools matrix, are the same. For example, Cityscape articles, Listsery messages,press releases, and website materials are proposed for each project. Basil asked if these projects will be added to the downtown website, for example. Liz responded that there are many ways City staff links news items throughout the website. One frustration Basil shared about the City's website is the search feature. Often he can't find what he is looking for because a search will find lots of items,in pages of twenty items each. He suggested the City website have a section with all current projects. Basil asked what the timeline looked like for approving the three Public Involvement Plans, he asked if it would be better to delay a vote to the next meeting. Marissa said that this is possible, yet progress needs to be made on all three projects over the next month. CCI MEETING MINUTES—April 15,2009—Page 4 I:\LRPLN\Marissa\CCI\2009\04-09\04-15-09 Meeting Minutes CCI.docx John suggested reviewing plans such as these in advance of the meeting to save time. Marissa said that Committee members could forward any project questions to her in advance of the meeting. Marissa offered that if the Committee was willing to have an extra meeting next month, she could set up a public involvement plan training, so that the Committee could feel more comfortable in making these decisions. The Committee agreed that they would like to attend such training, and Marissa said she would email them with possible dates. There was a motion by Sue, seconded by John, to approve the Transportation System Plan, Downtown Circulation Plan, and Main Street Green Street Project as presented. The motion carried as follows: AYES: Christopher, Froude, Carver, Harris NAYS: None ABSTENTIONS: None EXCUSED: Ramaekers, Caffall,Anda,Jelinek,Adriano 6. CITIZENSHIP AWARDS Marissa pointed the Committee to the nomination forma and narrative included in their meeting packet. Liz Newton,Assistant City Manager, explained that the original plan agreed upon by the Committee was to have a subcommittee of CCI members and City Councilors choose the recipient of the Exemplary Citizenship Awards. However, only one nomination was received so the vote was no longer necessary. Mr. Bob Brown is truly an exemplary citizen as Liz pointed out, he provided bikes and helmets to 100 Tigard children this past holiday season. Liz brought out an example of what the award would look like and showed it to the Committee. She then passed around a draft of the text to be engraved on the award. The Committee agreed that this text was appropriate. The award will be presented to Mr. Bob Brown at the upcoming Tigard Chamber Annual Shining Stars Banquet. 7. CENSUS COMPLETE COUNT COMMITTEE The City has been contacted by the Census Bureau about creating a "Complete Count Committee." Mayor Dirksen will be signing a proclamation about the census, and suggested the CCI take on the role of the Complete Count Committee. CCI MEETING MINUTES—April 15,2009—Page 5 I:\LRPLN\Marissa\CCI\2009\04-09\04-15-09 Meeting Minutes CCI.docx Marissa pointed the Committee to the handout included in their meeting packet. A Complete Count Committee is, "a team of community leaders appointed by the highest elected official to develop and implement a locally-based outreach and awareness campaign for the 2010 Census." She suggested this would be a good opportunity for the Committee to come up with an outreach plan together. Basil agreed and asked the Committee if they would like to participate. All members said yes, and Marissa said she would provide more information at the next meeting. 8. CCI GOAL UPDATE Marissa distributed a spreadsheet displaying the Committee's 2009 goals and first quarter accomplishments. So far this year, the Committee has responded to two Council ad hoc requests, approved six public involvement plans, confirmed sixteen steering committee members resulting in three active steering committees, and completed goal number four to, "recognize good citizenship." Marissa shared that she is excited the Committee has been able to accomplish so much. Basil commented that he liked the format of the spreadsheet to see where they have been and where they are heading. Bev stated that she would like the Committee to prioritize the goals; she is very interested in letter (d), under goal 1, "Coordinate with the CPO program." Basil said that at this point he did not feel that is necessary. He is very anxious to start work on the Civic Leadership Academy, but he feels like the agendas have been pretty full. Marissa said that she appreciates the flexibility in helping to set the agenda. Some of the items are often time sensitive. She continued that she is hoping to get both of those items on summer agendas. 9. NEIGHBORHOOD NETWORKS: • Parent Resource Fair • Boundary Change • Enhancement Grant Program Parent Resource Fair Boundary Change Marissa pointed the Committee to the four emails and one letter she received regarding the Neighborhood Network Boundary change as proposed by Basil. She received at least one letter of support from each of the proposed changes—From Area 5 to 3 (2 people in support), CCI MEETING MINUTES—April 15,2009—Page 6 I:\LRPLN\Marissa\CCI\2009\04-09\04-15-09 Meeting Minutes CCI.docx Area 4 to 3, and Area 5 to 6. Only one person was against the change,Mr. Gary A. Hellwege who lives on SW 92nd Avenue. In his letter,Mr. Hellwege noted that other than the school attendance similarities, his neighborhood (currently in Area 5) has not ties to Area 3. He added that there is only one point of crossing from his neighborhood to Area 3,via Tiedeman Avenue. Basil,who lives in this area as well, said that he uses 95th, North Dakota, and Center St to get across the barriers Mr. Hellwege is referring to. There was a motion by Sue, seconded by John to approve the Neighborhood Network boundaries according to the Potential Adjustment Neighborhood Network Boundaries Map. The motion carried as follows: AYES: Christopher, Froude, Carver,Harris NAYS: None ABSTENTIONS: None EXCUSED: Ramaekers, Caffall,Anda,Jelinek,Adriano Enhancement Grant Program Liz reported that she had taken the application for Neighborhood Network Grants to the City's Executive Team, and had not received any changes. At the next meeting she would like to discuss how to roll out the grant program. She reminded the Committee that a neighborhood has to meet criteria and be considered active to apply for grant funds. As more steering committees meet these criteria she would like to devise a way to ensure everyone has equal access to the funds. Currently Liz is budgeting$50,000 in next fiscal year's budget for the enhancement program. John reported that his Neighborhood Network Area 10 is active, and they are eager to meet and apply for funds. Basil asked if he would send notice to the CCI once they set a time for their first meeting so that Committee members can attend. Basil asked if there was still money available for community building activities. Liz replied yes, there is money for that as well- $5,000 per Neighborhood Network Area. There is no competition for this program, the money is awarded to the Neighborhood once they come up with a plan for the event. Steering Committee Members Liz passed out one application for the Committee to review: • Patricia Anda,Area 11 CCI MEETING MINUTES—April 15,2009—Page 7 I:\LRPLN\Marissa\CCI\2009\04-09\04-15-09 Meeting Minutes CCI.docx There was a motion by Sue, seconded by John, to confirm Patricia Anda for Neighborhood Network Area 11. The motion carried as follows: AYES: Christopher, Froude, Carver, Harris NAYS: None ABSTENTIONS: None EXCUSED: Ramaekers, Caffall,Anda,Jelinek,Adriano 11. OTHER BUSINESS/ANNOUNCEMENTS/ NEXT AGENDA The following items were pointed out under other business: ■ Marissa will contact Committee members with a date and time for the Public Involvement Plan training. Next Agenda: ■ Hwy 99W Public Involvement Plan ■ Civic Leadership Academy ■ Census Complete Count Committee ■ Neighborhood Network Program Update 12. ADJOURNMENT Chair Christopher adjourned the meeting at 8:33 pm. CCI MEETING MINUTES—April 15,2009—Page 8 I:\LRPLN\Marissa\CCI\2009\04-09\04-15-09 Meeting Minutes CCI.docx City of Tigard t a Neighborhood Network SteeringonlmixM"N � `cation r tY Of Tigard Administration Name: / l 1 4" i 1 r t r .:c Address: 1 C 61 Zof ' r j ('.e Email: A\- r b �e r 4-_C" C 01k)) L21 Phone: , Neighborhood Network Area Name/Number: ' u The Neighborhood Network Steering Committee serves as a conduit for residents to raise issues or concerns;convenes an annual meeting to gather input on proposed Capital Improvement Program (CIP) projects,neighborhood clean-up activities, community building events and promote neighborhood network program opportunities;based on input, determines issues to be carried forward and projects and activities to be sponsored by the Neighborhood Network. Membership Representation: Community Emergency Response Team Member: Training Dates ��,Neighborhood Watch Captain: Name of Neighborhood O School PSO Representative: Name of School Attach confirmation from PSO 1 Neighborhood Web Page Administrator/Content Manager At-Large Member 1) What neighborhood issues interest you? IJ C�} S,S Lt 1J C C ",_Dv"srt1 fi1 1 "`f t �J Cly CJS 2) Mark any of the following that apply: Served as a Community Connector Am a Member of the City's Committee for Citizen Involvement(CCI) Interested in being trained as a Land Use Coordinator for my neighborhood Return completed application to: City of Tigard Neighbor Network I 13125 SW HallBlvd. Tigard,OR 97223 1 Email:NeighborNetivork@tig d-orgov City o iga.rd Neighborhood Network Steering Committe A &I Name: � � j c�'_ �,` L.: 5 Address: 6? ky 3 Z) SCJ "Zi Email: O-L c-e : e.s l-c_5 G d,J e--C - , Phone: � O 3 6, Neighborhood Network Area Name/Number: 3 The Neighborhood Network Steering Committee serves as a conduit for residents to raise issues or concerns,convenes an annual meeting to gather input on proposed Capital Improvement Program (CII') projects, neighborhood clean-up activities,community building events and.promote neighborhood network program opportunities;based on input,determines issues to be carried forward and projects and activities to be sponsored by the Neighborhood Network. Membership Re resentation: Q Community Emergency Response Team Member: Training Dates -- Neighborhood Watch Captain: Name of Neighborhood i CI School PSO Representative: Name of School Attach confm-nation from PSCC Q Neighborhood Web Mage Administrator/Content Manager At-Large Member 1) What neighborhood issues`interest you? l Y, Ydl'e- ,,-`r 116-`� 2) Mark any of the following that apply: —Served as a Community Connector Am a Member of the City's Committee for Citizen Involvement (CCI} Interestedinbeing trained as a Land Use Coordinator for my neighborhood !X (,r.t 4-i L C v.... a; G+.�..;4., G.�..G'E t. Gam`--,•_."� Retum completed application to: City of Tigard Neighbor Nehvork I 13175 SW Hall Blvd.,T board,OR 97223 ( Email:,Nefghbo;Nelr;•or @,ti vrrl argot OF`°�o UNITED STATES DEPARTMENT OF COMMERCE Economics and Statistics Administration U.S. Census Bureau Regional Census Center srs� BOTHELL, WA 98011-8227 Dear 2010 Census Partner, Thank you for your commitment to a successful and accurate count for the 2010 Census. The activities you have performed thus far, in support of the 2010 Census, have been a tremendous asset in achieving our mission to count everyone, count them once, and in the right place. As we draw closer to Census Day, April 1, 2010, we encourage all of our partners to increase their outreach efforts. To that end, Congress has allotted funds in support of Census outreach and promotional efforts with 2010 Census Partners. This program is called the Partner Support Program. The 2009 Partner Support Program funds will be used to help support efforts to promote awareness of the upcoming Census in your local jurisdictions. Funds are provided to help outreach activities that are part of an existing, productive partnership. They are not intended as an incentive or enticement to recruit potential or inactive partners. This is not a grant program. No funds are ever disbursed to Partners. The objective of this program is to support outreach initiatives, which have already been planned by existing 2010 Census Partners. We encourage you to seek support for your 2010 Census promotional program(s) by completing the enclosed Partner Support Program request form, and returning it to the Partnership Specialist in your area. The deadline to submit requests is July 31, 2009. Attached are instructions for submitting a "2009 Partnership Support Program" request. Requests may not exceed $2,999.00 (inclusive of all additional cost such as set up charges, shipping & handling charges). The PSP request amounts may be less as funds are contingent upon the number of requests received in the region and the relative impact of the promotional effort proposed. These funds cannot be used to: make direct payment to partners, purchasing advertising, purchase goods or services with a useful life beyond the 2010 Census time span, or pay for items with a commercial organization's name on it. When you submit your request, you must include the price quote from the vender you intend to use. We encourage the use of local vendors. But, vendors should be able to accept credit card approval for payment. Please use the enclosed form to prepare your Partnership Support Program request. Questions regarding these guidelines can be directed to the Partnership Specialist in your area or to a member of the Partnership Staff in the Seattle Regional Census Center. Our office number is (425) 908-4050. Thank you for your prompt response to this "2009 Partnership Support Program" opportunity. We greatly appreciate your many local efforts in support of a successful 2010 Census in your area. Sincerely, R 1 J. Lie Regional Director USC E N S U S B U R E A U Helping You Make Informed Decisions www.census.gov (M),U.S.GOVERNMFNT PRINTING OFFICE:2008-745-242180133 EXAMPLES OF APPROVED PARTNER SUPPORT PROGRAM REQUESTS Example 1: RCC is considering purchasing tee shirts, coffee mugs, cups, hats, and key rings with the words "It's In Our Hands" in English and Spanish for distribution to the public at public events, such as baseball games or parades. Example 2: Various religious organizations have agreed to provide space for Questionnaire Assistance Centers and training, to announce to their congregations the importance of the census, and to provide fliers for distribution by the religious organizations. Example 3: A local school decides to conduct a census essay and poster contest during Citizenship Week. The RCC agrees to purchase certificates and ribbons for winners and provide these items to the school. The school agrees to hold a special event to which they invite local celebrities, Complete Count Committee members, and local residents to participate. EXAMPLES OF DISAPPROVED PARTNER SUPPORT PROGRAM REQUESTS Example 1: RCC purchases tee shirts, coffee mugs, cups, hats, and key rings with the census logo for distribution to census employees and their families. Example 2: RCC has a request from a major department store to have a "Census Day"whereby the store will pay the advertising costs to promote the event provided the store can use the census seal and be able to state that it has exclusive rights among department stores to promote the Census and can state that it is the "Official Department Store for the 2010 Census." There are several problems with this request. We may not give exclusive rights to the department store and may not authorize the store to represent itself as receiving an endorsement from the Census Bureau. Moreover,use of the 2010 Census logo by an outside party is prohibited absent express authorization. -P, City of Tigard Memorandum To: Committee for Citizen Involvement From: Marissa Daniels Re: Hwy 99W Public Involvement Plan Date: May 15, 2009 The following recommendations were made regarding the Hwy 99W Public Involvement Plan during our training. I have divided the changes between three categories, ones that I believe we can implement now, those that can be implemented during the construction phase, and those that we can implement on future projects, but it may be too late to implement now. We can discuss all suggestions, and category assignments during the meeting. Implement Now • More info on the stakeholders, especially the section currently identified as "general stakeholders". That likely needs fleshing out to include subgroups like "local neighborhoods," "transit users," "ADA & disabled persons," and other folks who are either adjacent to the construction areas or are users of the highway and alternate routes around the highway • Add Neighborhood Network messages to all phases of the Public Involvement Tools Matrix • Provide translations of project materials, if needed • Contact groups that are connected to specific stakeholder types -- e.g. a biking group that has a web site and etc. -- and notify them of what will happen so they tell their members and put it on their web sites Implement During Construction • TV and radio ads • City web site listed on all project roadside signs • Provide translations of project materials • Construction reader boards at key points so that commuters can avoid the congestion • Poster put up in prominent locations and sent to big employers and/or people in the vicinity. Implement on Future Projects • Focused pre-meetings. This was Basil's idea, he thinks that at, say, the Open House, there should be a half an hour dedicated to some specific concern so that those people can just come then and get their concerns heard, etc. Alex thinks this is not necessary for May 20, 2009 as the entire meeting is, essentially, that focused meeting, and the general public is apprised afterwards and closer to the actual construction. • Alex mentioned that he was talking with Basil after the meeting, and he made a couple of interesting points. The first is that if we were to do this again, (a targeted meeting/open house) it would be better to advertise it through the normal channels as we would for other events but then state that it is focused on the concerns of the targeted group and that a community-oriented outreach would occur at a later date. He believes this provides a better feel of transparency. • Basil also suggested to Alex that instead of one big general open house, to have a big block of time and then subdivide it by special interests, for example: 6:30-7:30 99W and Transit Riders 7:30-8:30 99W Business Access 8:30-9:30 99W Commuter Concerns This would be advertised in invites, notices, advertisements, etc., so that someone who only wants to talk about transit could come and talk to just the transit folks during that time frame. • Communication is important for the city to undertake even if the projects aren't city projects. This type of communication should be carried forward for other projects. City of Tigard Communication Plan for Hwy 99W Tigard Short Term Construction Project Public Outreach 1 Communication Plan for Hwy 99W Tigard Short Term Construction Project Public Outreach Page 1 City of Tigard I Communication Plan for Hwy 99W Tigard Short Term Construction Project Public Outreach I. Introduction completed in a way that enhances the community and includes a clear,fair,and open dialog with affected stakeholders,as well as the city as a whole. Background Communication Plan Components Over the next several years,a number of construction projects will be implemented along Hwy 99W in Tigard between the interchange with The Tigard Comprehensive Plan Citizen Involvement section is divided Interstate 5 and the intersection of Greenburg Road.Each of these projects is between two goals: intended to improve highway safety,increase flow and capacity,and make the Goal 1.1 Provide Citizens,affected agencies,and other jurisdictions corridor more attractive. the opportunity to participate in all phases of the planning This communication plan addresses four construction projects: process. • Greenburg/Hwy 99W Intersection Improvements(2010) Goal 1.2 Ensure all citizens have access to: a.opportunities to communicate directly to the City;and • Hall Boulevard/ Hwy 99W Intersection Improvements (2010) b.information on issues in an understandable form. • Highway 217 to 72nd Access Management Project(2009-2012) • Hwy 99W Sidewalk Infill Project(2009) The Communication Plan breaks down each phase of the process and speaks to the ways in which citizens and stakeholders may participate,communicate, Timelines shown are approximate. and receive information about all four construction projects. Project Purpose The purpose of all four construction projects will be to create a safer,better functioning,more attractive Hwy 99W. Each project will improve current conditions by making the highway safer,less congested,and a more pleasant place to walk,ride,drive,or do business. The purpose of this communication plan is to inform and communicate directly with affected stakeholders as well as the wider community.This proactive,multi-channel dialogue-based communication plan will help to ensure that both potential and existing conflicts are minimized to better ensure project successes. Although most of these projects will not be directly undertaken by the City of Tigard,the City has a vital interest in ensuring that these projects are Page 2 City of Tigard I Communication Plan for Hwy 99W Tigard Short Term Construction Project Public Outreach Key Plan Participants 'r +. Committee for Citizen Involvement.The role of the Committee for Citizen Involvement is to review the form and process of City communications with J its residents.This Committee will have the opportunity to review the Public Engagement Plan at the outset of the process,and will monitor citizen involvement throughout the process. Stakeholders. Stakeholders consist of four groups: • Directly Affected Stakeholders.Those property owners,business owners,or residents who are located immediately adjacent to the Highway 99W - construction projects. • Indirectly Affected Stakeholders. Other potential stakeholders who are very close to the projects but are not directly within the construction area. • Partner&Service Stakeholders. Other Public Agencies and Utilities and Transit,Emergency Services,and Delivery Services. • General Public Stakeholders. Key plan participants include direct stakeholders such as business and Staff.The role of staff will be to facilitate meetings,conduct stakeholder interviews,respond to inquiries,and otherwise act to implement the Public property owners,along with members of the general public such as Engagement Plan. commuters and other highway users. Schedule The duration of this outreach program is expected to last 3-4 months. Page 3 City of Tigard I Communication Plan for Hwy 99W Tigard Short Term Construction Project Public Outreach II. Project Phases ET4JACA---'1DIALOGUE C PHASE PHASE PHASE The outreach program is divided into three phases:the Launch Phase,the Key Dialogue Phase,and the Community-Wide Phase. Launch Phase • Approve Communication Plan • Inform key stakeholders about the projects Key Dialogue Phase • Inform direct and indirect stakeholders about construction schedules and information • Listen to stakeholder concerns Construction from ODOT's Hwy 99117sidewalk infill pr iect near Highway 297. • Identify potential conflicts and seek resolutions to them Community Wide Phase • Widen scope of communication to include the larger community • Continue dialogues with direct and indirect stakeholders Page 4 City of Tigard I Communication Plan for Hwy 99W Tigard Short Term Construction Project Public Outreach III. Project Description` Hwy 99W is extremely congested.It is over capacity and unsafe,making it difficult to travel or do business.Development adjacent to the highway as well as r _. - throughout the region continues to add to the burden on the highway.It is clear that it is time to do something to help and relieve the situation. Over the course of the next few years the Oregon Department of Transportation, _ Washington County,and the City of Tigard will be working to create a safer,better functioning,more attractive Highway 99W. Through a series of projects,several improvements will be made to the highway between Greenburg Road and Interstate 5.These include: • Additional sidewalks • Landscaping • Several redesigned intersections • Capacity improvements • Raised medians • Other safety related enhancements. Heavy traffic,as seen here near the intersection of Dartmouth and Huy 99W,is typical of current conditions. Changes to access, design,and alignment will hep to improve current This ongoing program will attempt to minimize the impacts to adjacent businesses conditions and make the highway safer,.less congested,and a more pleasantplace to walk, by concentrating on improvements to the designs of the highway rather than ride a bike, drive, or do business. adding additional travel lanes.In addition,the city will incorporate,whenever possible,design elements and landscaping that will beautify and enhance the corridor. When completed,these projects will move Hwy 99W forward,improving current conditions by making the highway a safer,less congested,and more pleasant place to walk,ride,drive,or do business. Page 5 City of Tigard I Communication Plan for Hwy 99W Tigard Short Term Construction Project Public Outreach IV. Public Involvement Tools Launch Phase ► Key Dialogue Phase ► Community-Wide Phase Involvement Tools Comp Plan Policies Involvement Tools Comp Plan Policies Involvement Tools Comp Plan Policies Stakeholder Non-Attendee Page 6 CCI Meeting Participation Meetings Participation Information Communication Packet Build Stakeholder Communication Press Release Information Open House Participation Mailing List Stakeholder Send Message Cit sca e Letter Communication to CD Listsery Communication Y p Information Article Set up Project Information Open House Communication Press Information Web Page Invitation Release City of Tigard I Communication Plan for Hwy 99W Tigard Short Term Construction Project Public Outreach V. Project Schedule Community Wide Phase 5/20: Open OKey Dialogue Phase House Stakeholder One-on-One Meetings (Continuous) O Launch Phase 5/14: CCI Meeting SpringEarly 119 - • 119 119 Page 7 CCI Goal: Improve Outreach to Under-Represented Community Groups Local Outreach Needs • City is becoming more diverse. o Census data show minority populations are growing at a rate well above city-wide population growth. Make up 20% of Tigard population. o Diversity populations are participating in community activities at lower levels than the overall Tigard population ■ Reason for lack of participation:language barrier,longer work hours,different norms,value systems,and socialization practices example in Mexico norm not involved in schools o Latinos are largest and the fastest growing cultural group in Tigard ■ Presently account for 15% of Tigard's population,plus 50% of overall County and National population growth. Surge due to births among people already in US. ■ According to Census, 35% of Tigard Latino households are linguistically isolated o Latinos and Pacific Islanders make up the largest ethnic group in school district ESL classes • Diversity promotes a stronger community, NYC is the perfect example of diversity functioning well. Refers to a new book on organizational strength,uses math modeling • Mayor is "seeking more involvement of all cultures in the City." Tigard's Existing Outreach Efforts • Primarily aimed at promoting awareness and sensitively. o Library programs a number of different awareness activities ■ Cinco de Mayo week ■ Everyone Reads, each of last two years used book on Chinese- and Japanese- related topics;includes kick off and month-long activities ■ Japanese paper folding or origami activities ■ Spanish interpreters provided for computer classes ■ World music festival upcoming 0 2005 Cultural Heritage Festival: Aimed at developing an understanding and appreciation of City's many cultural and ethnic heritages; drew 250 people 0 2008 St. Anthony's annual picnic. Once a year get together of three parish language groups. Meet and greet opportunity for Mayor and one Councilor. Mayor's goal: "make people understand government is for everyone and serves all cultures." Chance to get acquainted and put a face on local government o Under City-TriMet MOU to increase transit ridership in City top priority service improvement is bus service on Bonita Road, called Tigard's "Little Latino" o At Mayor's request this year's Family Festival will include multi-cultural event o Police and Library each have a few Spanish speaking staff o CCI Latino panel and Island guest speaker; subsequent recommendations to Council Outreach Techniques Used by Other jurisdictions • Literature on outreach techniques sparse • No template available • Most programs focus on promoting awareness • Annual cultural diversity awards most popular, o Recognize person or group making outstanding contribution or achievement, County&Beaverton award programs • City-sponsored cultural heritage celebration • Community Relations Officer position, someone community can identify with • Spanish language webpage and newsletter content • Leadership training • Free Spanish classes for staff who deal with Spanish speakers • Bonuses for public employees who speak Spanish Recommended Techniques for Facilitating Outreach to Underrepresented Groul2s • Continue existing awareness and appreciation programs and activities • Annual cultural diversity awards as part of new Citizen Recognition Program • Spanish language content in Cityscape and Tigard webpage o Needs a champion plus volunteer translators and reviewers o CCI needs to define story priorities,Liz ■ Action affects everyone, such as rate change ■ September ideal time to recognize national heritage and to convey message that Council is willing to listen to ideas on how make the community better. • Free, on-site Spanish language classes for City staff who deal with Spanish speakers o Police supportive • Leadership development program: o Maya Wiley's, Center for Social Inclusion,top recommendation strengthen and promote leadership capacity o Reserve slot in Leadership Academy for persons representing an under-represented group and with interest and potential for leadership. o Ask Mayor to extend invitation o Use Facebook& other social networking sites as recruiting tools to reach younger people • Host conference on race and ethnicity involving elected and community leaders to focus attention and awareness o Former Hillsboro Police Chief