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City Council Minutes - 10/16/2001 Agenda Item No. , Meeting of MINUTES TIGARD CITY COUNCIL MEETING October 16, 2001 1. WORKSHOP MEETING 1.1 Mayor Griffith called the meeting to order at 6:39 p.m. 1.2 Roll Call: Mayor Griffith and Councilors Dirksen, Moore, Patton and Scheckla were present. 1.3 Pledge of Allegiance 1.4 Council Communications & Liaison Reports: None 1.5 Call to Council and Staff for Non Agenda Items: City Manager Bill Monahan stated that at the end of the meeting there were several administrative items to discuss, and an executive session should be held. 2. UPDATE ON THE TIGARD SENIOR CENTER Risk Manager Loreen Mills introduced Karen Gardner, executive director of the Tigard Senior Center. A PowerPoint presentation was made, and is on file in the City Recorder's office. The Senior Center is owned by the City and was built and remodeled with Community Development Block Grant money. Loaves and Fishes contracts to run the Center, and employs Ms. Gardner. The Loaves and Fishes program is run by one full-time employee, four part-time employees, and volunteers. The Senior Center serves as a community resource, and provides Meals on Wheels meals at the Center, classes (including English as a second language), healthcare,, healthcare education, support groups, and leisure time activities. Last year, the program served 41,862 meals. Two-thirds of those meals went to Tigard residents. The Tigard service area has the highest proportion of seniors of any area in Washington County. In Oregon, the senior population is projected to increase 124 percent over the next 20 years as baby boomers grow older. Partnerships for dealing with the projected increase were discussed. Ms. Gardner thanked the Council for the City's wonderful support of the Center. Mayor Griffith expressed his appreciation for the Center's services and efforts. Ms. Gardner handed out a Senior Center brochure and the Loaves and Fishes Annual Report. These documents are on file in the City Recorder's office. COUNCIL MINUTES — October 16, 2001 page 1 3. UPDATE ON WASHINGTON COUNTY'S VISION WEST PROCESS Assistant to the City Manager Liz Newton introduced Walt Peck, Washington County's communications officer. Mr. Peck updated the Council on the VisionWest process to date, future plans, and opportunities to participate. After receiving input from 1,300 Washington County residents, the following nine issues of concern were identified: Aging and disabled Housing Children and families Primary healthcare Behavioral healthcare Education Training English as a second language Environment The County determined that it could not address these issues on its own, but needed to establish collaborative relationships with a variety of organizations. Nine "issue teams" were created to develop practical strategies to address each issue_ The teams placed an emphasis on developing collaborative partnerships among public agencies, civic groups, community involvement organizations, not-for-profit agencies, and the faith, education, and business communities. A non-profit organization called the Vision Action Network has been formed to create a forum for sharing information and to facilitate cooperation among these organizations. The Network currently has nine board members from various areas of the community. It is hoped that the board's representation will increase to 25 members. Issue team reports will be available in early 2002, and the Vision Action Network expects to hire an executive director in the spring of the same year. The Network will be patterned after a similar organization in Austin, Texas, which has a staff of three. 4. DISCUSSION OF THE MODEL FOR THE PROPOSED NEW LIBRARY AND PUBLIC PARTICIPATION PLAN Library Director Margaret Barnes introduced Kathy Sleeger and Lonn Hoklin of the New Library Construction Committee, and Marvin Diamond of the Library Board. Ms. Sleeger talked about the proposed library's location at the corner of Hall and COUNCIL MINUTES — October 16, 2001 page 2 Wall, and read a poem she had written. The poem is on file in the City Recorder's office. Ms. Sleeger stated that the model has contour lines representing changes in elevation. There is parking for 190 vehicles. The proposed two-story, 47,000 square foot, building is mostly glass on the east side, facing Fanno Creek. Ms. Barnes described diagrams, which depict the layout of various library areas on each floor. The proposed building is red brick with metal trim, and there is room for a 27,000 square foot expansion. Mr. Hoklin stated the goal of the public information plan, "A coordinated public information/education plan to provide the City of Tigard voters accurate information about the City bond measure for the proposed new library." He provided information on the plan's timeline, purpose and communication tools. He indicated that the level of activity regarding the new library will increase from this point on. Councilor Patton clarified the purpose of the plan was to provide information and was not to advocate for the bond measure. She emphasized that the model is dynamic, and this was the Committee's "best guess" at what the new library might look like. She added that if expansion were to occur, it would be to the cast. Meeting recessed to view the model at 7:55 p.m. Meeting reconvened at 8:08 p.m. 5. UPDATE ON THE COMMUNICATION PLAN Assistant to the City Manager Liz Newton offered an update on communication tools used by the City to inform, educate and involve the public. A memo, on file in the City Recorder's office, detailed each of the following avenues of communication: Citizen Involvement Team (C.I.T.) Meetings are aiming for a more polished look to cater to the television audience. Shortly, viewers will be able to e-mail their questions and comments to presenters, who will respond during the show. Ms. Newton and Volunteer Coordinator Susan Koepping will be conducting training for C.I.T. facilitators. Communication Plan The City is striving for a unified communication effort, and is working on ways to share information between departments. Neighborhood Meetings Press Releases City staff are encouraged to generate press releases. The City has been getting very good press coverage from its press releases. COUNCIL MINUTES — October 16, 2001 page 3 Community Connectors This program was featured as one of the "40 Excellent Things About Tigard" in a recent Tigard Times article. Ms. Newton hopes to attract more participants from the business community. Cable Television Details relating to the "Tigard Studio" are being ironed out prior to airing Planning Commission meetings. The City is awaiting a finalized contract before proceeding. Cityscape Format changes are planned to give the newsletter a fresh look. Web Page Preliminary demonstrations of the redesigned web site look great. Ms. Newton noted that the Council is slated to preview the updated site at its November 20 meeting. Goal Guide These will be updated quarterly with the next guide coming out in October. The Library will be the featured goal. Bulletin Board The City is awaiting software from Tualatin Valley Community Access. City Manager Bill Monahan pointed out that through the Community Connector program, Ms. Newton has been working with various City departments to inform the public about complex development issues. Mr. Monahan stated that staff are enthusiastic and have a greater appreciation of being proactive when it comes to providing information to the public. In response to a question from the Mayor, Ms. Newton responded that approximately 70 percent of Portland area households are connected to the internet. 6. DISCUSSION ON RENEWAL OF CONTRIBUTION OF FRANCHISE FEES FOR PUBLIC, EDUCATION, AND GOVERNMENT (PEG) ACCESS (METROPOLITAN COMMUNICATIONS COMMISSION — TUALATIN VALLEY COMMUNITY ACCESS) Assistant to the City Manager Liz Newton discussed the percentage of franchise fees contributed to PEG Access. The City's current contribution is 15 percent, which is the minimum allowed under the intergovernmental agreement. Contract issues are pending. Council consensus was to retain the current contribution level of 15 percent. COUNCIL MINUTES — October 16, 2001 page 4 7. DISCUSSION OF INTERNET POLICY City Manager Bill Monahan described the City's current internet policy. Since the creation of the policy, several internet related issues have arisen. These problems have resulted in disciplinary action for two employees, necessitated the City add more protection to the system, placed the City's computer system at risk for uninvited materials and viruses. Mr. Monahan continued by saying that at a recent legal education class he was advised that permitting personal use of the internet increases the City's liability risk. As a result, Mr. Monahan recommended that the City eliminate all personal use of the internet. Councilors Moore and Dirksen stated that this was an internal issue involving the day- to-day operation of the City. Councilor Patton agreed, and was supportive of Mr. Monahan's recommendation. Mr. Monahan said that he would bring the policy back to Council for formal action. 8. COUNCIL LIAISON REPORTS: None. 9. NON-AGENDA ITEMS Metro Greenspaces Discussion of the County's efforts to obtain Metro support for parkland/greenspaces ensued. Mayor Griffith stated that he could not justify using Tigard taxpayer dollars to purchase parkland outside the City, however, he was very supportive of the County's efforts. Councilor Moore stated that the parkland under consideration, the Conklin, Stanley and Gage properties, was in the City's area of interest, and he was in favor of additional parks in any location. Councilor Dirksen stated that he would like to see natural areas preserved. Councilor Scheckla expressed concern over the County's reluctance to assess System Development Charges to fund parks. Councilor Patton was supportive of the attempt to acquire parkland, but reiterated that Tigard tax dollars should not be used to purchase property outside the City. Mayor Griffith added that Washington County has not received its proportional share of Metro funding. Since the status of the County's request to Metro was unclear, the Council agreed that Mayor Griffith should send a general letter of support regarding the County's efforts to acquire additional parkland through Metro. The letter should emphasize an equitable allocation of Metro funds, but no specific properties would be mentioned. COUNCIL MINUTES — October 16, 2001 page 5 Metro's 2040 Growth Concept The Council had no additions or changes to the Metro summary. Make a Difference Day Councilor Moore indicated he would be out of town. Metro's Policy Advisory Committee (MPAC) Nomination Lou Ogden will no longer be the primary representative to MPAC; Richard Kidd will take over this position. Mayor Griffith encouraged Councilors to consider participating on the Committee in the alternate position. He expressed his concern that Tigard has not had sufficient representation. Both Councilor Moore and Councilor Dirksen asked for additional information regarding the Committee and said they would think about serving. The issue will be revisited at the next Council meeting. November 28 Meeting Postponed The meeting with Beaverton and Washington County representatives regarding the Washington Square Regional Center Plan has been postponed. Executive Session was called to order at 8:55 p.m. 10. EXECUTIVE SESSION: The Tigard City Council went into Executive Session to discuss real property transaction negotiations under ORS 192.660(1 e). Executive Session adjourned 9:22 p.m. and Business Meeting resumed Meeting adjourned at 9:22 p.m. Attest: -Greer A. Gaston, Deputy City Recorder or, i 1 D e: a< < I:ADM\CATHY\CCM\011016.DOC COUNCIL MINUTES — October 16, 2001 page 6