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City Council Minutes - 12/15/2015 City of Tigard Tigard City Council Meeting Minutes December 15, 2015 1. WORKSHOP MEETING A. Mayor Cook called the City Council meeting to order at 6:33 p.m. B. Deputy City Recorder Alley called the roll: Name Present Absent Mayor Cook ✓ Councilor Goodhouse ✓ Councilor Henderson ✓ Council President Snider ✓ Councilor Woodard ✓ C. Mayor Cook led the Pledge of Allegiance. E. Mayor Cook asked Council and Staff for any Non-Agenda Items. City Manager Wine advised she had a report on non-agenda items. 2. JOINT MEETING WITH THE BUDGET COMMITTEE Finance and Information Services Director LaFrance introduced the budget committee members and reviewed the staff report accompanied by a PowerPoint. Mr. LaFrance reported since 2009 population has grown by 8 percent and the workforce is down 9 percent. General fund revenues grow by 3.5 percent and expenses grow by 4 percent. The general fund pays for police, library, community building and parks. He reviewed some revenue forecasts and said efforts are needed to ensure the city has enough money in the chauffeurs and ending fund balance. Staff always tries to target a budget that is sustainable throughout the forecast. Key decisions by the budget committee were current park maintenance costs of$2.2 million annually, during FY 16 council will establish a park maintenance fee to fund parks in a new way, and a hearing on the park maintenance fee is scheduled for January 12, 2016, which will allow the parks to be pulled out of the general fund. Some of the funds freed by moving the parks will be available for other services such as opening the library on Thursdays and to achieve the six year sustainability. The city will hit the target in 2021. Mayor Cook said each year the city can increase taxes by 3 percent, but that amount is not collected for various reasons. The work force decreased and population increased with a half percent difference. The graph on page 9 is showing a level budget, but that is not the case or expected as we increase the city. We are assuming we are a half percent down the whole time, but we are actually a whole percent and a little more. That keeps accumulating each year. Mr. LaFrance replied yes, that is correct. A level budget does not mean we are matching a service level. Rather, it is matching a staffing and materials level. The city is operating on a slowly eroding budget, not a level budget. Councilor Woodard suggested pursuing the parks and recreation charge. TIGARD CITY COUNCIL MEETING MINUTES—DECEMBER 15,2015 City of Tigard 113125 SW Hall Blvd., Tigard, OR 972231503-639-41711 www.tigard-or.gov I Page 1 of 5 Council President Snider suggested staff create white papers for items they would like to see funded. Then the budget committee would know what funds are available and what can be funded.Budget Committee Member Plotz said it had been frustrating to sit through meetings listening to all the proposals just to hear"we do not have the money". She agreed with Council President Snider that it is good to have the budget options laid out to provide the committee the ability to take action on those items. Budget Committee Member Rone agreed an allocated sum of money is needed for the budget committee to look at for allocations of things the committee wants. This allows the committee to air the pros, cons,what ifs and maybe not's that come up. Budget Committee Member Rix said seeing the white papers allows the committee to see the enterprise level of what is needed and how it aligns with the overall vision of the city. Mr. Rone asked what the process was for handling a situation where an outside non-profit group donates money to a department of the city, which required additional expenditures that may not have fit in the white paper process. City Manager Wine answered this refers to the donation of a K-9 dog which necessitated an officer to go with the dog creating an on-going expenditure. This is not something that would happen again. Mayor Cook said the committee needs to consider the PERS kicker the city is going to have to pay in the next two years' budgets. Mayor Cook thanked the committee for coming and welcomed the new members. 3. UPDATE ON THE TIGARD TRIANGLE PROJECT Associate Planner Caines, City Engineer Faha and Senior Planner Shanks summarized the staff report. Associate Planner Caines stated code workshops were held in September with nineteen meetings and over one hundred people in attendance. The consultants presented the lean code concenpt and zoning concpets and were well received by all the stakeholders involved. The first draft of the code was received the end of October. Staff has done a review and sent comments back to the consultant a few weeks ago. The code had been set up as a generic lean code for the entire city, not just the triangle. The set up was a little confusing so staff decided to ask for a major rewrite and reorganizations with less flipping around between the code chapters. It was intended to be easy to read and user friendly for the community.We are expecting to receive another draft the end of February. This code is going to be lean, which is different from our current code. There is a lot of momentum and interest to get the triangle code in place as there is interest in development there. We are thinking of doing a phase-in process for the code so we can start working on development in the triangle and address the stormwater. Another big thing in the triangle is the Metro CET grant. The triangle is turning into several different master plans,which is requiring multiple people to work on it,so Senior Planner Shanks has been brought in as a project manager for the CET grant. Mayor Cook said in the Triangle Network Plan on page 9, it shows 72nd Avenue a walkable pedestrian street, but the first three blocks are access streets.He asked why it was being chopped up three blocks in. Ms. Caines said it should be an access street and staff will look into that more. Mayor Cook said everything should be made walkable. Ms. Caines said even if it is an access street it should be walkable. Mayor Cook stated there is a high parking need in the beginning because the city does not have the high capacity transit or walkability there yet, but that need is going to decrease over time. He stated he TIGARD CITY COUNCIL MEETING MINUTES—DECEMBER 15,2015 City of Tigard 113125 SW Hall Blvd.,Tigard,OR 972231503-639-41711 www.tigard-or.gov I Page 2 of 5 would like to see the parking design be placed in areas that can be reused for other purposes such as pedestrian friendly streets.Ms. Caines said yes,the code would need to evolve over time. Councilor Woodard asked if there were any trail systems in the triangle. Ms. Caines answered no,the majority is in the Red Rock Creek and there is no specific trail plan for the corridor so staff would have to ask for easements that could possibly be for trails. Councilor Henderson asked what considerations or accommodations are being made for influencing the vision and strategic plan. Ms. Caines said the walkable district goes with the transit corridor and we try to keep TriMet and Metro updated on our plans, so they are aware of what the city is doing and planning for the area. The city is making sure the plan is flexible enough to accommodate high capacity transit by looking at alignments set up. Mayor Cook thanked Ms. Caines for her presentation. 4. BRIEFING ON AN INTERGOVERNMENTAL AGREEMENT WITH WASHINGTON COUNTY REGARDING ROY ROGERS ROAD IMPROVEMENTS Senior Planner Shanks summarized the staff report highlighting the intergovernmental (IGA) coming forward and there has been a cap on how much we are going to pay. This IGA has been vigorously vetted by our finance department and staff. The county is going to build the improvements and then the city is going to contribute to the financing.We are paying 1/3 of this further down the line, which will allow us to take in the transportation tax and SDC development costs to fund our portion. We already have 1,000 new homes approved and there are more expected to go through the planning commission in the new year, so we are not worried about collecting this money. The city is on the design review team for the construction process and an active player to make sure our investment stays within our budget. Council President Snider said this is an example of government working well together and is well thought through. Mayor Cook thanked Ms. Shanks for her presentation. 5. UPDATE ON THE RIVER TERRACE DEVELOPMENT Senior Planner Shanks and City Engineer Faha summarized the staff report, accompanied by a PowerPoint, stating it had been a year since the adoption of the River Terrace Plan and the zoning. Ms. Shanks stated land use applications are being accepted for River Terrace. Since zoning was adopted, eight land use applications have been approved for about 1,000 new homes. The Planning Commission will review another land use application in January. Staff is working out aspects of the project and expect to see models homes erected in early spring. Councilor Woodard asked what the stormwater challenges were on the south side. City Engineer Faha answered the strategy to handle the stormwater is through these large regional detention ponds,which will also address past issues of erosion from stormwater. Some areas have severe topography and soil challenges and there is not a lot of placed to construct ponds in River Terrace. The Stormwater Master Plan addressed this issue by looking at two potential approaches of putting excess flows of pipelines to the Tualatin River or enhancing and reinforcing stream channels to the Tualatin River. The city is not TIGARD CITY COUNCIL MEETING MINUTES—DECEMBER 15,2015 City of Tigard 113125 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 I www.tigard-or.gov I Page 3 of 5 able to access all the stream channels staff wanted and the channels are not in pristine conditions right now. It is recommend to go with the pipeline approach and is probably going to be a funding challenge. Councilor Woodard asked if the development or the stromwater comes first. Ms. Faha said there needs to be a Stormwater Management Plan in place to direct the developers. Ms. Shanks said staff had been in contact with the city of King City staff and the CPO-4 King City neighborhood as they are interested in the water flow down the hill and with development. Staff is working on partnerships to get property owners on board. Councilor Woodard asked what the challenges were to have the stormwater go through the King City Urban Reserve Area (URA). Ms. Shanks responded it would be no more of a challenge than going through the city of Tigard's URA. Councilor Henderson asked why not consider Roy Rogers Road. Ms. Faha said the topography is not steep enough to get it to Roy Rogers Road as the city would need a variance in T8 and T9. They Mayor thanked staff for their presentation. 6. PRESENTATION ON THE 2015 COMMUNITY ATTITUDES SURVEY Communications Strategist Owens and Riley Research Associates Consultant Bolyard summarized the staff report accompanied by a PowerPoint presentation. Mr. Owens stated the city regularly have done surveys every two years and provide those summaries to the council. The survey ran in November and closed December 4`e. It was promoted in cityscape, as a mass mailing to 3,000 residence several times, social media, committees, and library posted signs. Mrs. Bolyard summarized the results as presented in the meeting packet and PowerPoint. The telephone survey was done in conjunction with the online survey to get a large sample of residence and offered in English and Spanish. Councilor Woodard asked what the more creative things we can do to get the strategic plan to the public. Mr. Owens said going out to the neighborhood to engage the community with the ice cream social has been successful. The key is going out to where the people are. Mayor thanked them for their presentation. 7. DISCUSSION ON THE WALL STREET IMPROVEMENT PROJECT DESIGN AND CONSTRUCTION MANAGEMENT SERVICES CONTRACT Senior Management Analyst Barrett summarized the staff report. This RFP is for the full three phases of the project. Funding is approved for the full first phase. We are asking council to do a unique contract with awarding the contract with phase 2 and 3 as add alts and staff come back to council to award those two phases as funding becomes available. This process would provide consistency and could be less expensive. The contract does say there is no guarantee beyond the phase one funding. Council consensus was met to bring the contract to a future meeting on the consent agenda. TIGARD CITY COUNCIL MEETING MINUTES—DECEMBER 15,2015 City of Tigard 113125 SW Hall Blvd.,Tigard,OR 97223 1503-639-41711 www.tigard-or.gov I Page 4 of 5 8. NON AGENDA ITEMS-None 9. EXECUTIVE SESSION: Mayor Cook called the executive session to order at 9:00 p.m. to discuss exempt public records under ORS 192-660(2)(f) held in the Red Rock Creek Conference Room. Chair Cook closed the executive session at 9:55 p.m. and reconvened the public meeting in Town Hall. 10. ADJOURNMENT At 10:01 p.m. Councilor Henderson motioned to adjourn the meeting. Councilor Snider seconded the motion. The motion was approved by a unanimous vote of City Council present. Name Yes No Absent Mayor Cook ✓ Councilor Goodhouse ✓ Councilor Henderson ✓ Council President Snider ✓ Councilor Woodard ✓ Norma I. Alley,Deputy City ecorder Attest: May City of Tigard Date: y / Zoi t• TIGARD CITY COUNCIL MEETING MINUTES—DECEMBER 15,2015 City of Tigard 113125 SW Hall Blvd.,Tigard,OR 97223 1503-639-41711 www.tigard-or.gov I Page 5 of 5