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City Council Minutes - 03/21/2017 " City afTigard Tigard Workshop Meeting Minutes March 211 2017 1. WORKSHOP MEETING A. Mayor Cook called the meeting to order at 6:32 p.m. B. Deputy City Recorder Burgoyne called the roll. Name Present Absent Councilor Woodard ✓ Councilor Anderson ✓ Mayor Cook ✓ Councilor Goodhouse ✓ Council President Snider ✓ 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—There was none. 2. SANITARY SEWER LATERAL GRANT PROGRAM UPDATE Water Division Manager Goodrich presented this item. He explained staff is recommending approval of the proposed Administrative Rule for the sewer lateral program grant that would financially assist single-family homeowners with major repairs to sewer lines located in the right-of- way. He said if approved,homeowners would have access to a specific amount of money through the grant program and that the maximum amount allowed is $4,000. Councilor Woodard asked if there have been many lateral sewer failures. Mr. Goodrich replied that in three years there have been sixteen repairs out of four thousand and generally the cost for repairing these failures is approximately$5,000. Councilor Woodard asked if there is a maximum amount a homeowner can be awarded. Mr. Goodrich explained the administrative rule does not list the maximum amount and currently this amount would be determined by city council. Councilor Goodhouse said there is a company on the east coast that provides insurance to homeowners for this kind of thing and asked if there is something like this available here. He suggested the city look into a program like this. Mr. Goodrich said the city has been approached a couple of times by insurance companies like this and part of the agreement would be that the city would be the entity collecting fees from homeowners and then homeowners would have automatic coverage. Councilor Goohouse said he was under the impression a letter was sent out by the insurance company and the homeowner would then have the choice to purchase the insurance or not and the city's name would be included on the letter as being supportive of it and would only get a part of the franchise fee if a homeowner participated. City Manager Wine said her recollection is TIGARD CITY COUNCIL MEETING MINUTES — March 21, 2017 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.tigard-or.gov I Page 1 of 6 that this type of insurance helps with the water line and not the sewer line. She would have staff look into this again. Council President Snider asked if the city was providing this grant so that repairs would be made in a timely manner. Mr. Goodrich said yes the grant program is essentially an incentive to homeowners to make timely repairs. Council President Snider suggested there should be more requirements in the grant program so the city ensures timely repairs are made. He said an example of this could be that in order to apply for the grant,the homeowner would need to make the repairs within a specific timeframe from the moment they inquired about the grant;something like within sixty days. Mayor Cook agreed. Councilor President Snider asked how much the average repair cost is. Mr. Goodrich said approximately$5,000 and that the grant would provide approximately 60% -70% of the repair cost. Mr. Goodrich said he would discuss the timeframe of the grant with the public works director and would then include this in the administrative rule. Mayor Cook asked if private lines apply. Mr. Goodrich said it does not apply to the section located on the property owner's property,just what is located in the right-of-way. Mayor Cook agreed with including the sixty-day incentive period and that not including the timeline could create a larger problem and a more costly fix. Mr. Goodrich said staff would look at this and reminded everyone that this is an administrative rule process and staff will be seeking public comment and will include councils' comments made tonight. 3. RECEIVE CIVIC CENTER FACILITIES PLAN STATUS REPORT Assistant City Engineer McMillan and MWA Architects Consultants Jeffrey McGraw,Casey Hagerman,and Barney&Worth Consultant Libby Barg gave a PowerPoint presentation and provided council with an update. MWA Architects Consultant Jeffrey McGraw explained that in Phase I they were just gathering information on needs assessment,public outreach,community uses on site,project goals, design and site options. He talked about city service goals,community service goals and site location. MWA Architects Consultant Casey Hagerman discussed and gave an overview of the needs analysis and Civic Center staff forecast. He said staff has a good handle on the city's needs and the amount of space staff will need. He explained their findings and discussed each department's growth and potential needs,noting that the police department is currently underserved in space. He talked about parking and outdoor space needs;existing spaces vs spaces needed. He said there is a large desire for parking and they have come up with a way to maximize parking along with a potential for shared-use parking agreements with other organizations. Mr. Hagerman discussed the entry point off Hall Boulevard and shifting the entry to the south,existing building conditions and the need for building seismic improvements,public outreach findings,traffic concerns and plaza design. Mr. Hagerman discussed feedback received from the Leadership Team,showed photos of different plaza designs,discussed possibilities and activities for the Tigard plaza,options for architectural design and internal meeting spaces. Mr. Hagerman discussed common features and differences TIGARD CITY COUNCIL MEETING MINUTES—March 21, 2017 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.dgard-or.gov I Page 2 of 6 between the three schemes being proposed. He said the first two schemes assume all new buildings and that scheme 2 includes acquisition of the KEI property for the addition of a community center. Mr. McGraw discussed different layouts for the parking garage,differences in costs and said the consultant recommends tucking the parking off the street face. He said this allows for a more generous plaza, future development spaces and creates a funnel into the plaza space from Burnham Street. He explained that scheme 3 retains most of the existing buildings,taking into consideration seismic regulations and shoring up the buildings. The existing police department would be torn down and relocated to a new building and the parking garage would be located behind the KEI property. He said that with this option everyone would need to move out of the buildings while construction occurred. Council President Snider asked what the police department thought of this option and Mr. McGraw said they were fine with this option. Mr. McGraw explained the phases of each option and costs associated with each. Mayor Cook asked where parking would be located if they would not be addressing parking until phase 4. Mr. Hagerman said they have inquired with Frontier to see if the city could utilize part of their parking area. Council President Snider asked if there is a difference between scheme 1 and scheme 2 besides just the location of the community center. Mr. McGraw replied yes. Mayor Cook asked about scheme 3 and if there was additional storage being built. Mr. McGraw explained that in this scheme,they would need to shore up the city hall site to allow for a second level. Barney and Worth Consultant Libby Barg discussed the purpose of the Leadership Advisory Panel. She said the outcome from panel is to advise council on what they find from the community. The committee would meet twice monthly for three months and discussed what kinds of topics would be covered and then they would evaluate phasing and financing options for a set of recommendations. Council President Snider said schemes 1 and 2 are mostly sighted the same,scheme 3 is distinctively a different plan,but he doesn't like it,thinks it's short and doesn't address the actual needs and problems or think enough into the future,especially for the cost. Mr. McGraw asked what if the cost was ten percent less. Council President Snider said he would not find that compelling and would not make a difference for him because while it is ten percent less in cost,it still has to be fixed. He said the public plaza in both schemes is fine,but it is nicer in the scheme where the KEI property is acquired. He threw caution to creating a big plaza because they do not feel intimate enough and people do not feel comfortable going to those places. In order for the plaza space to be used as it should,it needs to be designed right from the beginning. Councilor Woodard said the plan looks good,but he does not think it is in the right location. He explained it is a wasted opportunity with the money it will take,with exception of the police department. It is the wrong project and the wrong time. Councilor Anderson agreed that the plaza is a little out of place and if it were moved closer to downtown,it would be utilized more. Within ten years,the downtown area will be the go to place. TIGARD CITY COUNCIL MEETING MINUTES— March 21, 2017 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.tigard-or.gov I Page 3 of 6 Councilor Goodhouse discussed the options between city owned land vs not owned. Regarding the plaza area,he said people in the downtown area might start spilling into the plaza area. Scheme 3 is his least favorite and agrees they should make the plaza an intimate space. He would like to see city hall as a fluidly flowing campus. Mayor Cook asked if they would be taking all three schemes to the panel or narrowing it down and then asking for comments. Ms. Barg said it could be done several ways. If there is an option council does not want,they can take it off the table before bringing it to the panel. Mayor Cook said he agrees with Council President Snider,that scheme 1 and 2 do not need to be decided today because just the locations will be swapped. He said he likes scheme 3 because he thinks people feel that in this scheme council is being fiscally responsible in trying to utilize more of what we already have vs building new buildings. He listened to former Councilor Henderson when he said that sometimes older buildings could not be fined no matter what is done,especially in the functionality of a building. Mayor Cook said in scheme 3 he does not like not getting a new driveway and that this could be a game changer for him because it divides the campus in half. Mr. McGraw said in terms of polling,they found that voters would embrace the renovation scheme more. Council President Snider said any analysis needs to show how long each option will last going into the future. Councilor Goodhouse would like to do the hard work up front so that the buildings last far into the future and thinks there should be two separate panels. Council President Snider asked if they received the input they needed to move forward. Assistant City Engineer McMillian said they did and explained that everything they do they will be working with the Leadership Team so they are not out of line with what they are doing. 4. TIGARD TRIANGLE CODE UPDATE Community Development Director Asher and Assistant Community Development Director McGuire gave the staff report and an overview of what the lean code will/will not regulate. Mr. Asher showed a video on form use based vs land use based development and passed out a handout that showed one development in the city that can happen when the environment is right. Assistant Community Development Director McGuire talked about the importance of creating an atmosphere,how form based code works, facades,minimum requirements for windows,minimizing stairs, storefronts,designs to frontage and different types of plazas that create spaces. Council President Snider asked if the current code has pictures. Mr. McGuire replied that currently there are some diagrams. Mr.Asher explained that form based codes are very visual and they will include several pictures in the code update. Councilor Anderson asked about costs to developers. Mr.Asher said in theory anything that makes the development of a site more predictable will be less expensive because there is an easier path in getting to the result. He said it will not necessarily make it easier for staff,but allows the applicant/developer more approaches on the engineering side of things and currently staff is doing a TIGARD CITY COUNCIL MEETING MINUTES — March 21, 2017 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.tigard-or.gov I Page 4 of 6 lot of this anyway. Mr. McGuire said they may provide early assistance to applicants prior to them submitting their applications. Councilor Woodard said he likes the streetscape designs and asked how the city will manage the stormwater. Mr. McGuire explained Clean Water Services regulates this and the costs will be the same. Mr.Asher said private development will have to treat their own stormwater and the city would not be driving the costs either up or down for stormwater. Mayor Cook discussed building heights and asked why the building heights are limited since in the future building heights could continue to change. Mr.Asher explained a developer can get a lot of density in a six-story building and people do not realize just how large a four to five-story building actually is. 5. BRIEFING ON CAPITAL IMPROVEMENT PLAN (CIP) PROJECTS City Engineer Faha gave a PowerPoint presentation and provided council with an update on the Capital Improvement Plan (CIP) projects. She talked about the project status sheet,which gives a larger level of detail for each project,how staff measures success of projects and how that helps staff manage projects. She explained the Tigard Triangle and SW Corridor require quite a bit of engineering staff time to make sure these areas are done correctly and said Tigard has had amazing success in acquiring grants for projects. The downside to the grants however is the amount of staff time required and the grant requirements. Currently there are sixteen active grant projects. Ms. Faha discussed the park projects,streets projects,water projects,sanitary sewer projects,storm projects, facilities and other projects;their budgets and schedule status. Council President Snider asked what agency is delaying the Upper Boones Ferry/Durham Adaptive Signals project. Ms. Faha said the problem is ODOT was recently sued under the American with Disabilities Act and ODOT had to settle that case,so now they have more stringent ADA requirements. She explained the city is trying to alleviate some of this through the Pavement Management Program to see if the city can take care of the ADA improvements for this project,and take care of this separately. Council President Snider stated this is a mistake and thinks the city needs to figure out how to move this project forward. Mayor Cook asked if finances were not an issue would the project be on schedule. Ms. Faha explained the project started late and is taking longer because of the ODOT procurement,so the schedule as originally anticipated has been moved forward. Council President Snider asked if staff has an estimate of when the project will start. Ms. Faha said it is currently in design and they are unsure of the start date at this time. Council President Snider worries that by the time the project is designed the project may not happen due to more requirements and higher costs. Council President Snider said this needs to be figured out. Councilor Goodhouse agreed with Council President Snider. Ms. Faha continued to discuss the status of other ongoing projects. City Manager Wine said every time staff applies for a grant they have to take special care on how they apply and evaluate the grant process in moving forward. Ms. Faha gave an update of the Tigard Storm Master Plan,showed pictures of areas of concern and talked about the city's problem with erosion. TIGARD CITY COUNCIL MEETING MINUTES— March 21, 2017 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.tigard-or.gov I Page 5 of 6 Mayor Cook asked about the timeline for the school twenty one flashing and if it is still on schedule for completion. Ms. Faha replied,yes. 6. NON AGENDA ITEMS—City Manager Wine confirmed with council the council goals were adopted at the March 7 meeting and the copy in their mailbags is the adopted goals. She asked council to look them over and make sure they are ok. 7. EXECUTIVE SESSION—There was none. 8. ADJOURNMENT At 9:29 p.m. Council President Snider motioned to adjourn the meeting and Councilor Goodhouse seconded the motion. Motion was approved by unanimous vote of council. Name Yes No Councilor Woodard ✓ Councilor Anderson ✓ Mayor Cook ✓ Councilor Goodhouse ✓ Council President Snider ✓ Kelfy Burgc4ne,DepdQy Ciiy Recorder AttesQ. . John L. ook,,Mayor Date: y/ aSl,9z 17 TIGARD CITY COUNCIL MEETING MINUTES—March 21, 2017 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.dgard-or.gov I Page 6 of 6