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City Council Minutes - 09/12/2017 Cito f Tigard Tigard City Council Workshop Meeting Minutes . . September 12, 2017 �9 1. WORKSHOP MEETING - 6:30 PM A. At 6:32 p.m. Mayor Cook called the City Council workshop meeting to order. B. City Recorder Krager called the roll. Present Absent Mayor Cook ✓ Councilor Anderson ✓ Councilor Goodhouse ✓ Council President Snider ✓ Councilor Woodard ✓ C. Mayor Cook asked those in attendance to stand with him for the Pledge of Allegiance. D. Mayor Cook asked Council and Staff for any Non Agenda Items. There were none. 2. RECEIVE PRESENTATION FROM WASHINGTON COUNTY THRIVES Vision Action Network Executive Director Glenn Montgomery, Sheila Greenlaw-Fink from Community Housing Fund and Rachael Duke from Community Partners for Affordable Housing were present to talk about a coalition called Washington County Thrives. Mr. Montgomery presented a PowerPoint which is in the packet for this meeting. Thrives is comprised of three dozen organizations with one purpose: to strengthen Washington County communities. Their agenda is that all residents prosper when each has the chance to succeed and contribute to the vitality of our community. Essentials for this are a home,a career-track job path and an early learning environment for children. Mr. Montgomery said the problem is that many in Washington County do not have these resources. Over 60,000 people are living at or below the federal poverty level. Over 26,000 people work full time but earn less than $25,000 annually. Tigard's poverty rate is 12 percent. The average wage of just under$20 is not enough to afford a two-bedroom apartment. Mr. Montgomery said investments in essential resources benefit everyone in Washington County. Thrives capitalizes on good work and regional solutions. Affordable housing helps children do better in school and stimulates the economy. Early learning has the greatest return on investment. Thrives wants to increase the ROI by building on what works. They are leveraging existing programs,raising the awareness of community leaders,engaging counties, cities and businesses and identifying new resources. TIGARD CITY COUNCIL MINUTES - SEPTEMBER 12, 2017 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 www.dgard-or.gov Page 1 of 7 Mr. Montgomery said Tigard was a leader in providing property tax exemptions. The city has attracted Community Development Block Grants and partnered with CPAH and the Good Neighbor Center by streamlining development review and parking requirements. They would like to align their priorities with the City of Tigard's and identify short-term projects, share resources and spread the word to constituents. Mayor Cook noted that because Thrives brings together various organizations,which would otherwise be siloed,it prevents redundancy in asking for the same money. There is a sharper focus with the Thrives coalition than 26 separate agencies and groups. Councilor Goodhouse asked how Tigard compared to other nearby cities and Mr. Montgomery said Tigard is doing better than Beaverton but there are more homeless children here than the average for Washington County. The overall poverty rate is lower. Councilor Woodard noted that he and his wife have provided support group activities for kids with a lack of programs and learning opportunities over the years. He said he would like to focus on children in their earlier years. Mr. Montgomery said awareness that we are interdependent is important. The conversation needs to have less talk about costs and more about investments. Council President Snider asked if they had a specific request for legislature in Salem. Mr. Montgomery suggested if Tigard has staff focusing on issue such as affordable housing,that they hold town halls and elevate the conversation, acknowledge challenges and ask legislators to help these constituents. Council President Snider asked staff to add this topic on the next goal setting session, find out what is being asked and focus the resources. Mayor Cook asked Mr. Montgomery that as they tell cities what they can do and learn what others are doing to come back and share that with council. 3. RECEIVE UPDATE ON WILLAMETTE GOVERNANCE GROUP Q Utility Manager Goodrich and DK and Associates Consultant Koellermeier presented this agenda item. Mr. Goodrich said the City of Tigard has been working cooperatively with the Tualatin Valley Water District, Hillsboro,Beaverton, Sherwood and Wilsonville to put together a regional water supply program using the Willamette River. Currently the cities of Sherwood and Wilsonville use the Willamette for drinking water through the Wilsonville treatment plant. Staff has been involved to ensure Tigard's interests are preserved. Mr. Goodrich said the Governance Group organized to look at a big picture regional water supply line within Washington County. Over the course of a few years that objective has been shrinking and now is focused on the WIF, or Willamette Intake Facility. The intake facility is a key component for Tigard in the future. The Willamette River is the last straw for water availability for Washington County for the next 20-30 years. Utility Manager Goodrich said he and Mr. Koellermeier have been working to make sure Tigard's interests are preserved both with the Willamette Governance Group and the Willamette River Water Coalition. The WIF is an existing facility that was built to 70 million gallons a day (mgd) but was designed and constructed to be expanded to 130 mgd. Recently TVWD,Tigard,Beaverton,Hillsboro and Wilsonville were involved in a water master plan for the plant. One task involved looking at the intake facility and what the expansion capacity could be and the engineers feel it could supply 150 TIGARD CITY COUNCIL MINUTES - SEPTEMBER 12, 2017 City of Tigard 13125 SW Hall Blvd.,Tigard,OR 97223 1 www.tigard-or.gov Page 2 of 7 mgd. Based on this,TVWD has excess capacity that Tigard may be interested in. Last November Council gave staff direction to pursue this extra capacity. Tigard had the availability of 12.7 mgd but that number was based on 140 mgd. Further study showed 150 mgd could be reached so Tigard could go to 15 mgd. In November,2016 the estimate for Tigard's share was $9.7 million;the current estimate based on the engineer's work is down to $3-3.5 million. Agreements are being prepared and will come to council for consideration at a future meeting. The Willamette Governance Group agreement will cover how to manage and operate the WIF. Consultant Koellermeier said Council gave marching orders to secure access and spend as little as possible and staff has accomplished this. What will come to council is a traditional intergovernmental agreement that explains that Tigard will have a seat on the board. There will be a managing agency because work will be coupled with a new treatment plant. There will be committees at the staff and city manager levels,much like the Joint Water Consortium. He said it has been a challenge to work with seven agencies but the IGA is almost in final form. A separate purchase and sale agreement for the real estate and facility Tigard is buying into will come forward by the end of the year. Mayor Cook said he was pleased to see on the website that Tigard is a named partner. When reading about it in the paper,it is referred to as the Hillsboro pipeline or Tualatin Valley Water District's Water Facility. He added that the numbers are more exact now and clarified with Consultant Koellermeier that Tigard does has 25 mgd rights. Mr. Koellermeier said all that is being offered for purchase is 15 mgd. If Tigard does not execute the agreement, someone else will purchase them. He said Tigard will still maintain the other 10 mgd water rights until the year 2040 when they must be renewed. Councilor Woodard asked what changed about the design to get it up to 150 mgd. Consultant Koellermeier said the level of mechanical detail in the late 1990s meant they knew the caisson was oversized but they had not taken their engineering to the level of fluid dynamics. A physical model of the piping system was built by Northwest Hydraulic Consultants and tested. Utility Manager Goodrich traveled to Washington to see the model and verified that this was done. Council President Snider asked for clarification on what the $3 million includes. Consultant Koellermeier said it keeps Tigard in the game;we are not participating in the treatment plant or delivery system but in the future will tap into our investment to lease surplus treatment plant and pipeline capacity to deliver water. This allows Tigard to avoid a large capital investment. Mayor Cook said Tigard will be a 10 percent owner. Mayor Cook said Tigard still has a charter amendment that disallows the use of Willamette River water without a vote. Mr. Koellermeier commented that none of the other members have that constraint. He said Tigard was the first to disallow the use of Willamette River water for drinking but had good reasons at the time. 4. DISCUSS SOCIAL SERVICE AND COMMUNITY GRANT PROCESS Finance and Information Services Director LaFrance gave the staff report on this item. He said Confidential Executive Assistant Lutz is a key part of this process but unfortunately unable to attend. He noted that former city councilor Marland Henderson was in the audience. Mr. La France said that during the last budget process council had questions on the social service and community grant process. Staff would like direction from council on funding amounts, TIGARD CITY COUNCIL MINUTES - SEPTEMBER 12, 2017 City of Tigard 13125 SW Hall Blvd.,Tigard,OR 97223 1 www.tigard-or.gov Page 3 of 7 process and establishment of a procedure for the new grant in honor of Marland Henderson,to be funded by 20 percent of the city's marijuana tax revenue. Mr. LaFrance said the amount to be awarded annually to social services and community events equals one-half of one percent of the operating budget. This amount is currently around$300,000 and the application ratio is 70 percent social services requests and 30 percent community events. Applications will be sought starting in November. In January they will be assembled for a subcommittee of the Budget Committee comprised of two Budget Committee citizen members and one councilor to hear social service presentations.The community event applications are organized and sent to council as part of a study session,who basing the decision on information in the applications and criteria,makes recommendations. The recommendations of the two subcommittees are given to the Budget Committee as part of the city budget process. The Councilor Henderson grant program will be funded by 20 percent of the city's three-percent marijuana tax revenue and will go towards substance abuse and mental health services. Councilor Henderson or a family representative will be a part of the award process but no other guidance was given. Staff would like some guidance from council regarding the selection process. Mayor Cook asked about a previous $10,000 housing grant program mentioned by the Thrives representative and Mr. LaFrance said it was supposed to be an application for individuals to seek help with housing but applications were not being received. Mayor Cook asked if one-half of one percent of the operating budget is the right number and said he was not a fan of simply dividing it by the number of applications submitted. His concern was that the numbers can be "gamed." If an event group has a very large ask one year,it could change the proportion of events to social services grants being awarded. He suggested deciding the proportion,whether it be 70/30 or 60/40 before reviewing the applications. He said the new TLT will play into this and when it was first brought up to the Budget Committee in 2015,the city was looking for funding for the Tigard Downtown Alliance (TDA) for Main Street activities. He said using the TLT for community grants such as the Tigard Festival of Balloons frees up money in the general fund. The city is required to use at least 70 percent of the TLT towards tourist-related activities. Some could be used to fund TDA and the rest could go towards events that attract visitors. By using TLT for some of the larger community events,more money is freed up for social services grants. Mayor Cook suggested that if Tigard does not go out for a levy or if one is turned down,the city may need this $300,000 for police or library. He said it would be a difficult choice,but if it came to hiring a police officer and keeping the parks or library open the city may have to stop giving away money for social services and events. He added that he does not want to consider raising the percentage given away at this time because the city may potentially be asking people for money in a levy. Mayor Cook asked for clarification on the Marland Henderson grant. Can people apply for it and a social services grant? Or if they get one are they ineligible for the other? He suggested that doing those interviews at the same time as the social service grants would be better for staff. Finance and Information Services Director LaFrance said the recommendation from staff is to have some form of collaboration between social services and the Marland Henderson grant. He said about one to three organizations are likely to apply for this new funding source. TIGARD CITY COUNCIL MINUTES - SEPTEMBER 12, 2017 City of Tigard 13125 SW Hall Blvd.,Tigard,OR 97223 1 www.tigard-or.gov Page 4 of 7 Councilor Woodard asked about looking at the 30 percent available from the TLT to boost the Marland Henderson grant beginning fund. He agreed with funding some events with the 70 percent. He suggested reexamining the resolutions related to community event funding to see if they are still pertinent. In response to a question from Council President Snider regarding events listed in the agenda item summary for the Henderson grant, City Manager Wine clarified that wording about community events was mistakenly copied into information about the Henderson grant but does not apply. He said if funding is increased he is only comfortable if it addresses housing or affordable housing or wording to that effect. He said this recognizes a change in community needs. He agreed with Mayor Cook about the allocation and recommends setting priorities first and then allocating money based on priorities. He added that it also did not make sense to him to lock funding social services grants with community event grants as one is deciding how much to give to transitional housing and the other is about how many fireworks to buy, for example. They are not comparable. He cautioned that reducing the amount available to social service providers if they are also applying for funding from the Henderson grant defeats the purpose. Mayor Cook asked Mr. LaFrance if the first marijuana tax payment was lower because OLCC was being paid back. Mr. LaFrance said that was his understanding so the total amount may be closer to $20,000. Mayor Cook added that this estimate was for one facility and now there is another retail facility opening in Tigard opening. Councilor Goodhouse said he agreed that it is not the time to increase the overall amount for the grant funding. He said spending the TLT revenue should line up with city priorities rather than just doing what was done in the past. He said we want to attract people to the downtown area through a farmers market yet we split up the money and support two markets. He said he did not like the shotgun approach of giving small amounts all over and would rather consolidate towards events that support our priorities. Mayor Cook noted that to some groups,$3,000 is a big deal. Councilor Anderson said he agreed with Council President Snider about housing being a community priority. He said the Homeless Task Force will be approaching the city with an ask and Council will need to be able to respond to that. Mayor Cook asked if the TDA payment flows through Economic Development and Finance and Information Services Director LaFrance said it does. Mayor Cook suggested lowering the one-half of one percent amount by the TDA amount to leave more in the general fund. Mr. LaFrance said staring with$300,000 and taking$170,000 out requires that it be spent things that ORLA would agree attract hotel guests or results in people traveling more than 50 miles to attend. Mayor Cook said he did not mean to remove $170,000 from the$300,000 because part of it is actually funded elsewhere in the general fund. Mr. LaFrance said the 30 percent is intended to be undesignated, general fund revenue. Mayor Cook said the $300,000 would only be lowered by the amount that used to go to community events eligible to be paid for with TLT funds. Mayor Cook said the city will need to report how it funded the Tigard Downtown Alliance or the Balloon Festival. Mr. LaFrance confirmed that what will be removed from the community event funding are the TDA,Balloon Festival,Broadway Rose and Tigard Fourth of July to be funded by a portion of the TLT 30 percent. He asked Council what the portion should be. He said a certain amount of the 30 percent should be reserved for city services. TIGARD CITY COUNCIL MINUTES - SEPTEMBER 12, 2017 City of Tigard 13125 SW Hall Blvd.,Tigard, OR 97223 1 www.tigard-or.gov Page 5 of 7 Councilor Woodard asked for an average of what the requests have been for the four organizations removed from community events. Mayor Cook said the TLT will be considered separately. Mr. La France asked about setting priorities for the one half of one percent. He said the mayor's comment about the process being"gamed" was a real concern and has not happened yet but there have been attempts. Council President Snider said applicants are either a social service or an event and it is easy to tell. Mayor Cook agreed but said some applications seem fluid and could be placed in either category. He gave an example of a Relay for Life,which is an event but the proceeds go to a non-profit. Council President Snider noted that by the same token, dentists treating patients for free one day at the high school is a social service,not a community event. Councilor Woodard said another red flag is a grant request for a capital project. Mr. LaFrance said it would be helpful if staff had the authority to let an applicant know if staff thinks they have applied to the wrong category and let them know in time to reapply. Former City Councilor Marland Henderson spoke and said the grant is a great opportunity to do the right thing with marijuana tax receipts. He said he champions mental health, addiction and housing and if he had to choose just one social service it would be mental health. He said he is more concerned about who will apply and making sure the dollars go towards the best use. He commented on the earlier discussion on the two farmers markets and said when he began his involvement with the farmers market in Tigard it was not a popular idea but it has now become vogue and even considered a community event. He said he goes to both markets, enjoys seeing people that live near each other connecting and views them as a community event that goes on for 26 weeks,making them the largest events in Tigard. Finance and Information Services Director LaFrance clarified that staff has enough information for the application process to move forward. The social services grant form will include information about the Henderson grant process and the applicant can check one or both boxes. Mr. LaFrance said items that were not settled tonight include the allocation outside of what comes from the TLT and staff will report to Council when they know what the marijuana tax will be. City Manager Wine reminded Council that when they considered the TLT they looked at a five-year program of potential projects,apart from events,and this might need a separate discussion. Mayor Cook agreed and said the percentage of the amount used for tourism-related investments might increase in certain years depending on how Council wants to invest it that year. He said he would like to bond part of TLT receipts to help fund projects in future years. He would like this to be a future workshop discussion. Council President Snider suggested asking the grant applicants how their events or social services align with our goals and vision, such as a walkable community. Councilor Goodhouse said there might be grants for events that we want to change or extend, such as the downtown street fair and this would change the event allocations. 5. RECEIVE TVFR STATE OF THE DISTRICT REPORT TVF&R Chief Duyck presented a slide show featuring a year-to-date snapshot of Tigard calls for assistance.At two percent, fires are a very small portion of the total calls. EMS personnel were TIGARD CITY COUNCIL MINUTES - SEPTEMBER 12, 2017 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 www.tigard-or.gov Page 6 of 7 dispatched to 86 percent of calls but were actually only needed at 68 percent.There was a 27 percent increase in call volume from 2012-2016 most likely due to increased population. TVF&R is becoming more resilient by adding a new type of employee—specialized paramedics with some firefighting support skills. Their support is mainly medical but they also have some training enabling them to assist with fighting fires from outside structures. TVF&R is also putting various types of vehicles on the road,including motorcycles that can get personnel to emergencies more quickly than other apparatus. Chief Duyck highlighted the Pulse Point national pilot program. This is a smart phone app that notifies 400 off-duty firefighters of cardiac arrests within one-quarter mile of where they live. Called "Verified Responders," their availability has cut critical minutes off response time and has saved lives. It is planned to include off-duty police officers and medical personnel in the future. Chief Duyck said Newberg and surrounding area residents will vote in November whether to join the TVF&R permanently.Annexation of Washington County District 2 was finalized in July. On the horizon they are looking at bond refinancing that will save nearly$1 million. He reported that TVF&R has a AAA bond rating. He noted that they moved their headquarters to Tigard but are also bringing their logistics facility and occupational health and wellness facilities to Tigard. He thanked the city for their emergency preparedness efforts and said anytime they can partner and push information to citizens; they want to join Tigard in helping citizens to be prepared. Mayor Cook thanked Chief Duyck for recent facility tours and said while some cities boast about providing all their own fire services,he prefers the TVF&R partnership and the excellent service. 6. NON AGENDA ITEMS None. 7 EXECUTIVE SESSION None scheduled. 8. ADJOURNMENT At 8:28 p.m. Councilor Anderson moved for adjournment. Councilor Goodhouse seconded the motion and it passed unanimously. Yes No Mayor Cook ✓ Councilor Anderson ✓ Councilor Goodhouse ✓ Council President Snider ✓ Councilor Woodard ✓ Carol A. Krager,City Recorde At t: John 9 Cook,Mayor Date: OCZ�/ Z. 94117 TIGARD CITY COUNCIL MINUTES - SEPTEMBER 12, 2017 City of Tigard 13125 SW Hall Blvd.,Tigard,OR 97223 1 www.tigard-or.gov Page 7 of 7