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City Council Minutes - 03/15/2016 ■ Qjy o{Tigard Tigard Workshop Meeting Minutes March 15, 2016 1. WORKSHOP MEETING 10 A. At 6:33 p.m. Mayor Cook called the Tigard City Council to order. B. Mayor Cook asked City Recorder Krager to call the roll. Present Absent Councilor Henderson ✓ Council President Snider ✓ Councilor Woodard ✓ Mayor Cook ✓ Councilor Goodhouse ✓ C. Mayor Cook asked those attending to stand with him for the Pledge of Allegiance. D. Call to Council and Staff for Non Agenda Items: None 2. PRESENTATION ON THE COMPREHENSIVE ANNUAL FINANCIAL REPORT Assistant Finance Director Fitzpatrick presented the results of the Fiscal Year 2015-16 Audit accompanied by Finance and Information Services Director LaFrance and Audit Committee Member Chris Middaugh. She said the Audit committee helps manage the contract,provides oversight and ensures transparency through the audit process. The Audit Committee met two times and was allowed to ask questions of audit firm TKW Talbot Korvola &Warwick LLP (TKW) and city staff. Mr. Middaugh said the answers were thorough and in easily understandable terms. TKW Auditor Tim Gillette briefed council on the audit report. He said the city's procedures are in accordance with accounting principles generally accepted in the United States (GAAP) and there is a clean opinion,which is desirable to receive. He updated council on Statement No. 68 related to changes in pension liability reporting. He commented that Tigard is in a more favorable position than some cities because only some police officers are covered by PERS. The pension liability share is now part of a $6.7 billion rather than $2 billion asset. This will hit on June 30, 2016. Mr. Gillette said their comments are footnotes in the report. There was nothing he would describe as a big issue. TIGARD CITY COUNCIL MINUTES - MARCH 15, 2016 City of Tigard 13125 SW Hall Blvd.,Tigard, OR 97223 1 www.tigard-or.gov Page 1 of 8 For the CCDA budget his part was to do an independent audit and it got a fairly clean opinion. This is a required report and nothing was out of compliance. Mr. Gillette said when areas for improvement are identified the auditors issue letters to the Audit Committee. They found a few areas for improvement. Assistant Finance Director Fitzpatrick has committed to fixing these things. She said council was provided with a list of areas for improvement. Mayor Cook commented that errors are often made when someone enters the next month's figures and overwrites a field. He advised locking formulas and careful checking of cells. He said he was not overly worried that this error occurred one year but did not want to see it happen next year. Council President Snider asked if this error was present in the prior year and Assistant Finance Director Fitzpatrick said the error had been present for three years. Council President Snider said that tells him it went through many steps to check it and he urged automation because humans make mistakes. Council President Snider commented that three consecutive audits did not catch it. That tells him that it passed through a lot of steps. TKW Auditor Gillette said you cannot have an accounting system built on spreadsheets. This was a reclassification and he did not call this a material weakness. It does not change the bottom line. In response to a question from Councilor Henderson,Assistant Finance Director Fitzpatrick said that staff turnover played a part with some of the errors being undetected. She noted that she was hired at the end of the fiscal year and immediately needed to put together year end statements last year. Auditor Gillette TKW Auditor Gillette thanked staff for their hard work. Finance and Information Services Director LaFrance thanked Chris Middaugh and the Audit Committee. 3. INTRODUCTION TO THE 2016 MURP TEAM AND STATE OF PLACE PROJECT Economic Development Manager Purdy introduced the council to Tigard's 2016 Masters in Urban and Regional Planning (MURP) graduate student team. They are working with the Community Development Department for their capstone project focusing on the Tigard Triangle. Their main staff contacts besides Mr. Purdy are Associate Planner Caines and Senior Planner Shanks. The MURP group is working with a consultant who does urban analytics,to study the Tigard Triangle's return on investment not just for walkability but the RIO on economic, environmental and social components. Team members introduced themselves: Curtis Fisher, Linn Davis, Ray Atkinson and Wala Abu Hejleh. Mr. Fisher said they were all impressed with the city's vision and are excited to contribute to it. TIGARD CITY COUNCIL MINUTES - MARCH 15, 2016 City of Tigard 13125 SW Hall Blvd.,Tigard, OR 97223 1 www.tigard-or.gov Page 2 of 8 Mr. Purdy showed a PowerPoint about the project. The MURP team noted underdeveloped properties but there is some good urban form to leverage in the future. The team deliverables include a walkability profile, a regulatory design package and investment proposals. This will be presented at the May 24, 2016 council meeting. They are looking for urban form, buildings close to the sidewalk, connectivity,parks and public space, pedestrian and bike amenities and activity generators such as recreational facilities. They are looking for things that improve the value of the properties. Community engagement will be a part of this and a community workshop will be held at the end of April to test ideas with the public. In response to a question from Council President Snider about whether they are having fun, the MURP team said yes, this is an interesting area with lots of charm. The team is using the "State of Place" process to profile what is already in the Triangle, how it performs and look for opportunities for improvement. Councilor Henderson asked who they are surveying. MURP team member Fisher said they are talking to people,industries and developers. When asked how they will approach developers he said they willjust call them and ask for a sit down meeting. Mayor Cook thanked them and said he looked forward to their report. 4. UPDATE ON ECONOMIC DEVELOPMENT PROGRAMS Economic Development Manager Purdy highlighted economic development programs in the city. • Hunziker industrial core—Staff is preparing clarifications requested by the Department of Commerce regarding an Economic Development Agency (EDA) grant. He said all indications are that they wish to fund this project but seek additional information on process issues. • Enterprise Zone—Mr. Purdy meets annually with eligible firms to certify that they are meeting the desired criteria for tax abatements. There are currently four firms in the program and two made capital investments in 2015 and met the hiring requirement of at least a 10 percent increase. He said two additional firms in Tigard have expressed interest in the program. Lake Oswego signed a memorandum of understanding with Tigard to join its Enterprise Zone and it is up to their staff planner to submit paperwork to the state so they can be ready when their firms meet the program requirements. • Business Roundtable—This is a chance for businesses to connect and promote themselves. He plans on a SW Corridor tour at an upcoming Business Roundtable. • Tigard's Table—This program is moving forward and includes local food and beverage entrepreneurs (restaurants, food distributors, cookie kit makers and other food related businesses). A food truck program brings a different food truck to the city hall parking lot each Wednesday in March and April to help showcase how a city food truck policy can be put into action. TIGARD CITY COUNCIL MINUTES- MARCH 15, 2016 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 1 www.tigard-or.gov Page 3 of 8 • Business retention and expansion continue,but at a slower pace. When he talks to CEOs it is a way to connect and let them know we are working on projects. Mayor Cook noted the number of write-ups about the Agilyx tour. Greater Portland Inc. (GPI) blogged about it. It is good publicity for Agilyx and for Tigard. • Mr. Purdy briefed the council on the Tigard Downtown Alliance (TDA). They received their 501.C.3 IRS status without issues. They are a good partner. On March 29 there will be a downtown walkabout tour of vacant property,public and private. Bankers,builders and real estate professionals will attend. TDA says they want more public art downtown and an Art Walk is planned for May. Their next step is hiring a staff person. They currently hired an AmeriCorps grad student. Councilor Henderson asked if the AmeriCorps person would be educated in the community development field. Mr.Purdy responded that they may not have a related degree or experience but they have an interest. Some of the financing for a staff person will come from the city's economic development budget. The TDA is on its way to meeting their eight performance measures. • Mr. Purdy is working with Communications Strategist Owens on communications strategies. Assistant City Manager Newton projected the YouTube video that Mr. Purdy and Mr. Owens worked on featuring Tigard firms and business leaders talking about their local businesses. 5. DISCUSSION WITH CLEAN WATER SERVICES ON SERVICES AND PARTNERSHIPS Clean Water Services Representatives Diane Taniguchi-Dennis and Mark Jockers presented a report accompanied by a PowerPoint. Mr.Jockers told the story of water quality improvements in the Tigard area. He showed slides of what the Tualatin River looked like in 1959 through the present. Earlier it had high irrigation use and no flow requirements. Tigard in 1969 had a population of 3,000 and there were five wastewater treatment plants on Fanno Creek alone. In the summer of 1969, 97 percent of the flow in Fanno Creek was treated sewer water and the state placed a building moratorium until the public health problem of sewage was solved. They demanded a regional authority, a financing solution and a new source of water for Fanno Creek. A ballot measure in 1970 to place all the smaller sewer agencies into a single entity passed overwhelmingly. In 1972 the Unified Sewerage Agency (USA) received Clean Water Act funding. After Scoggins Dam was built at Hagg Lake that water became the new source for Fanno Creek. In 2001 USA became Clean Water Services,an agency with 12 partner cities that cleans 60 million gallons of water a day and provides a higher level of treatment than 98 percent of facilities in the country. Ms. Taniguchi-Dennis discussed services provided to cities and ways CWS is cutting costs with improved efficiency. Recovered methane gas at the Durham treatment plan produces electricity.A cogeneration system captures FOG (fats,oils and grease) from restaurants. An event and tour to showcase their systems is planned for May 4 from 9:30-11:30 a.m. Council will receive invitations. TIGARD CITY COUNCIL MINUTES - MARCH 15, 2016 City of Tigard 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov Page 4 of 8 Mr.Jockers said they are focusing on infrastructure repair and replacement and how to optimize their assets and plan for growth. He said they have been working closely with Tigard staff on River Terrace. They partner with cities and the agriculture industry. For example,working with farmers to create shade over a stream cools the water at a fraction of the cost of other processes. Mr.Jockers said for every dollar collected from cities CWS gets 84 cents and 16 cents goes to cities for local sewer maintenance. Mr.Jockers noted that each of their city partners collects a local surcharge except Tigard. He spoke about upcoming challenges including securing Hagg Lake and dealing with weather changes that are causing greater droughts and flooding. They also need to plan for population growth in this area. Mr.Jockers showed a slide of average household costs and regional comparable rates. He mentioned a new permit under review requiring more processing from CWS related to cooper, aluminum and water temperature. Ms. Taniguchi-Dennis said CWS was proud to work with the city on the Derry Dell project and want to continue to look for projects to work on together. Councilor Henderson is looking forward to the Fanno Creek remeandering project. Council President Snider thanked them for being good partners. He lives within a quarter mile of the site and said they are good neighbors. 6. REVIEW APPLICATIONS FOR THE COMMUNITY EVENT GRANTS Finance and Information Services Director LaFrance and Executive Confidential Assistant Lutz presented this item. The Social Services Sub-committee met last week and heard commentary from agencies requesting funding. The committee's recommendations will be considered during the budget process. For community events there is $89,000 available to distribute but$118,000 in requests. Council is being asked for recommendations on dividing the money among the applicants which will be forwarded to the Budget Committee for consideration during the budget process. Mayor Cook requested that staff project a slide showing the actuals from last year to see what the bottom line is and discuss both new events and existing events with increased requests. New events were considered: Tigard Breakfast Rotary—Mayor Cook expressed a preference for supplying in-kind support. Picnic in the Park—This proposal ranged from 3-4 concerts and hopes to attract 75 neighbors which is a small number. Council said it was nice to help get things underway for a new event but not fund the entire project the first year and suggested funding$2,000. Set Asides: Agency Council Recommendation for FY 2016-17 Broadway Rose Direct $10,000 Festival of the Balloons Direct $20,000 TIGARD CITY COUNCIL MINUTES- MARCH 15, 2016 City of Tigard 13125 SW Hall Blvd.,Tigard, OR 97223 1 www.tigard-or.gov Page 5 of 8 In-kind $65,000 Tigard 4`" of July Direct $19,485 In-kind $ 1,600 Set Aside Total Direct $49,485 In-kind $66,600 Other: Downtown Tigard Events $11,335 John Tigard House $ 1,000 Mask&Mirror $ 6,000 (new) Picnic in the Park (Bull Mt. Park) $ 2,000 Relay for Life $ 1,000 Tigard Area Farmer's Market $ 8,500 (new) Tigard Breakfast Rotary 0 Tigard Bull Mt. Farmer's Market $ 4,000 Tigard Safety Town $ 2,000 Tualatin Riverkeepers Nature Rec. Events Direct $ 2,000 In-kind $ 1,000 Tualatin Valley Community Band $ 1,000 Washington Co. Bicycle Transportation Coalition $ 1,000 Other Total Direct $39,835 In-kind $ 1,000 Total (set asides and others) Direct $89,320 In-kind $67,600 Council President Snider said he would like to see Friday night summer movie kid events in Cook Park and wanted to save some of this money for the new recreation coordinator to figure out how to make this happen. City Manager Wine said the recreation coordinator is also putting together a budget and she envisioned that it will include some outdoor events that the city will do itself rather than a community organization. Downtown events were discussed. The Tigard Downtown Alliance puts on the regular ones and makes them programs and divides the rest of the money among the rest. Mayor Cook was not sure why the cost rose significantly from last year. City Manager Wine gave some background. The city got out of the business of putting on the downtown events and the Tigard Chamber accepted responsibility for them. They were asked to go through this process to request that the events get funded. Another option is to have a sponsoring partner fund them through another process as part TIGARD CITY COUNCIL MINUTES - MARCH 15, 2016 City of Tigard 13125 SW Hall Blvd.,Tigard, OR 97223 1 www.tigard-or.gov Page 6 of 8 of the budget. But there is no guarantee they will rise in the priority process of the budget. Mayor Cook and Council President Snider agreed to continue the downtown events as they are this year and look at changes in the future. Councilor Henderson said he would like a report at the end of the year so the city knows how money was spent on the events. City Manager Wine suggested including in next year's application materials a request for a description of how many residents attended or were involved in the event and how the money granted was used. Council President Snider requested that this discussion be scheduled for a Study Session next year. 7. DISCUSSION ON A CONTRACT FOR TIGARD TRIANGLE STRATEGIC PLAN IMPLEMENTATION Senior Planner Shanks presented this item. Metro grant money will be used to hire a consultant team to develop a streetscape and urban renewal plan. A request for proposals was released in January and three proposals were received. Staff recommends awarding the contract to MIG and will bring a contract forward for council consideration. She confirmed for Councilor Henderson that all proposing firms were asked to develop a proposal consistent with the budget and based on MIG's qualifications and team they were selected for this project. Senior Planner Shanks said a Tigard Triangle Citizen Advisory Commission (CAC) is being created to advise staff on the creation of the urban renewal district and will include members from the city's standing boards and committees and council. As yet she has not heard back from the PRAB or the Youth Advisory Council. Councilor Goodhouse volunteered to serve as council's representative. Ms. Shanks said a Technical Advisory Committee (TAC) will be formed of members from affected taxing districts, agencies and staff. Council President Snider suggested including members from Lake Oswego due to their proximity to the Triangle across I-5 and also a member representing Portland Community College. Mayor Cook requested that this contract not be placed on the Consent Agenda so Councilor Woodard,who was absent could hear the presentation. 8. NON AGENDA ITEMS None. 9. EXECUTIVE SESSION At 8:53 p.m. Mayor Cook announced that the Tigard City Council was entering into Executive Session to discuss exempt public records under ORS 192.660 (2)(f) and labor negotiations under TIGARD CITY COUNCIL MINUTES - MARCH 15, 2016 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 1 www.tigard-or.gov Page 7 of 8 ORS192.660(2)(d). He said the Tigard City Council would adjourn from the Red Rock Creek Conference Room after the Executive Session. 10. ADJOURNMENT At 9:37 p.m. Council President Snider motioned for adjournment. His motion was seconded by Councilor Goodhouse and all voted in favor. Yes No Councilor Henderson ✓ Council President Snider ✓ Councilor Woodard (Absent) Mayor Cook ✓ Councilor Goodhouse ✓ Carol A. Krager, City Rec der Attest: John Cf ok, Mayor Date TIGARD CITY COUNCIL MINUTES - MARCH 15, 2016 City of Tigard 13125 SW Hall Blvd.,Tigard, OR 97223 1 www.dprd-or.gov Page 8 of 8