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City Council Minutes - 12/19/2017 City o I Tigard Tigard Workshop Meeting Minutes December 19, 2017 1• WORKSHOP MEETING A. At 6:31 p.m. Mayor Cook called the City Council Workshop meeting to order. B. City Recorder Krager called the roll. Present Absent Mayor Cook ✓ Councilor Goodhouse ✓ Council President Snider ✓ Councilor Woodard ✓ Councilor Anderson ✓ C. Mayor Cook asked those in attendance to stand with him for the Pledge of Allegiance. D. Call to Council and Staff for Non Agenda Items— None 2. JOINT MEETING WITH THE PARK AND RECREATION ADVISORY BOARD Staff present included Parks Manager Martin and Assistant Public Works Director Wright. PRAB members present were Chair Wayne Gross,Troy Mears,Dave Brown,Tristan Irvin and Scott Winkels. Chair Gross said the Council was given a list of topics of concern and noted that many issues are related to the budget. He said the PRAB is aware that Council is considering a local option levy and the Levy and Bond Task Force identified park maintenance as one item that could benefit from increased funding. The other issue is the recreation program which made tremendous strides over the past two years, serving over 23,000 people with only 2 FTE and a few part-time people on staff. He said the PRAB is very concerned about the future of this program because one of the two recreation employees is leaving the city and it is PRABs understanding that the position will not be filled. He said the PRAB did not see how the recreation program can be run with just one coordinator. Not filling the position will be a step backwards. He mentioned that a potential new source of funding is the Transient Lodging Tax which creates an opportunity for parks and recreation to create additional tourism for the city. PRAB Member Mears commented that he has been on the PRAB for over eight years and he has seen a lot happen. After failing once,we got a parks bond measure. Even though it was a bad economy we saw that people support parks. They voted for a park acquisition bond and we got 120 acres with $17 million. The city has a lot more to take care of,including parks that come with new developments. Many people moved to Tigard because it is a great city. We need to continue the momentum and take care of these citizens and make sure we are not mothballing parks. People TIGARD CITY COUNCIL MINUTES — December 19, 2017 City of Tigard 13125 SW Hall Blvd., Tigard, OR 97223 www.tigard-or.gov Page 1 of 11 voted for parks acquisition and we need to keep them looking beautiful and useable for our citizens. The city has been trying to get a recreation program going for probably twenty years and now has great momentum for recreation. We have spent a lot in the private sector trying to figure out how to do this. He said we've figured it out but still have a lot to learn and will not learn any of that if we stop moving forward. PRAB Member Winkels called Council's attention to the fact that the PRAB took a vote last week and is in support of the city seeking a levy. We have the unfortunate situation of the permanent tax rate being frozen in 1995. Tigard only had 20,000 people then and the service demands have expanded. There is a cap on revenue growth but not a cap on costs. He said he would like to see a robust mountain bike track/bike trail in the city but the challenge is whether this is a safe or responsible thing to do unless park maintenance demands are addressed. He encouraged council to move forward with the levy. PRAB Member Brown said he has served on the PRAB for six years and felt the biggest achievements were the parks base and the establishment of the recreation program. He said he is disappointed about losing the recreation position and not filling the spot. He would like to build on or at least maintain what the city has done such as the Family Fest and the Movies in the Park. PRAB Member Irvin added that when Councilor Woodard came to their meeting he had some good thoughts and one thing they noticed was that the PRAB goals and Council goals clearly tie in together. She said financial support is needed to keep things moving and the danger in stopping and starting is losing that momentum. She said parents of young kids will go elsewhere if programs are discontinued and stop looking for what is available right in their own backyard in Tigard. She said she hoped parks and recreation will have the financial support to work towards the walkable city goal. Maintenance is needed for parks to be safe and we need recreation programs. She said aides and assistants were used but they cannot run the program alone without a program coordinator. Council President Snider said council has endorsed not replacing life safety positions and a recreation assistant does not meet that burden. He said from a private sector angle he wanted to know what specific revenue loss was expected from not replacing or postponing refilling the position. He continued, "Is it more or less than the cost of the FTE,and further,what is the cost of the lost momentum?" He said it may be difficult to quantify but there are always costs to stopping and starting and he would like to know those costs in order to make an intelligent decision. Parks Manager Martin said he can't give loss numbers but guessed the revenue is not equal to the cost of the FTE. He said there will be fewer programs if there is only one person so there is revenue associated with that. City Manager Wine clarified that status of reviewing vacant positions. The City of Tigard has a workforce of 300 people and over the last year experienced turnover. There is not a total hiring freeze;openings are reviewed on a case by case basis to see if positions are critical. Currently there are 20 vacant positions. Long term elimination of those positions may not be viable. Councilor Anderson complimented the PRAB and said they had done a great job. TIGARD CITY COUNCIL MINUTES — December 19, 2017 City of Tigard ( 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov Page 2 of 11 Councilor Woodard asked what other cities around us do when they tighten their belts. PRAB member Brown said Hillsboro has 100,000 people and there are 13 recreation programmers,partly because there are facilities they help operate. He suggested looking at the cost of individual programs. Tigard got a late start. Other cities made a commitment long ago and ours was just funded recently. Public Works Assistant Director Wright said one thing is that Tigard's instructors are contracted. Chair Gross said it is more typical to hire part-time instructors to run programs and most do not do contracts. Councilor Woodard asked how long could it take for a recreation program to begin paying for headcount revenues and Chair Gross said there is not a specific timeframe. He said most children's programs do not pay for themselves and adult programs help pay the costs. He said in general any recreation program is not self-sufficient unless you have a specialized facility. Councilor Woodard asked if the loss of this position would kill the program. Chair Gross said it is unrealistic in the long term to expect one person to run the program. Council President Snider noted that Hillsboro has a local option levy. PRAB member Brown offered an idea of using a part- time library employee to assist with recreation so we do not add to the headcount. This could be a temporary fix while funding is resolved. Public Works Assistant Director Wright said the revenue from shelter and park reservations is hard to estimate. Reservations have doubled and they have one and one-half FTEs handling reservations. She said she was not sure if that level could be maintained. Mayor Cook said he appreciated PRABs passion and time and effort and added, "We all want the same end result but how we get there may not look the same to all of us." Council President Snider said it sounded like PRAB supports a local option levy passing and hoped to have their help in an active way to move this forward. Chair Gross said there was unanimous support and he thought Council could get some support from the PRAB to help tell the story to the citizens. 3. JOINT MEETING WITH THE PLANNING COMMISSION ON HOUSING ISSUES Planning Commissioner President Fitzgerald said Washington County met with the Tigard Planning Commission on November 27, 2017 to give highlights on affordable housing. The Planning Commission found there are opportunities for Tigard to move forward with and have developed recommendations for Council. President Fitzgerald said since that time the Planning Commission has had a chance to read additional material including the Affordable Housing Report presented to Council on December 20, 2016 and the Angelo Planning Report from 2013. All recommendations dovetail and there are opportunities for Tigard to take and move forward on. She covered a few of the highlights they learned about. Developer incentive requirements could include making it simpler to put in Accessory Dwelling Units (ADUs) to increase density at a price point available to a wider variety of renters. Inclusionary zoning was recently adopted in Portland and she felt there were some lessons to be learned from that. The City can streamline the permitting process for affordable housing. Ms. Fitzgerald noted that she currently has a project with the City of Portland that is currently the largest TIGARD CITY COUNCIL MINUTES —December 19, 2017 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 1 www.tigard-or.gov Page 3 of 11 affordable housing project in the last 50 years. Portland worked on a modified permitting process which could have taken two months off the schedule. Direct subsidies include SDCs or fees in lieu where every housing or mixed use project could have a fee set aside that goes towards affordable housing gap financing or for the City to buy property for in a targeted area. She said there is a current opportunity because of SW Corridor work to get a memorandum with Metro and TriMet for any surplus land on those projects that does not go forward for transportation uses. The City would get the right of first refusal to purchase land or offer it to affordable housing developers. She said Tigard is not currently taking advantage of the multiple unit tax exemptions. The City is using the vertical housing tax exemption in the Tigard Triangle and downtown urban renewal areas. Planning Commissioner Middaugh said affordable housing is a very complex topic with many factors and statistics involved. He said the economy is still recovering from the recession and for some, affordable housing is a problem. Housing is affordable when a family spends less than 30 percent of their income on housing. Many families spend more than that. He said he would like to learn more about the pros and cons of inclusionary zoning. Planning Commission President Fitzgerald said there are things that can be done immediately such as renter protections (90-day instead of 30-day rent increase notice). She read from a summary which was distributed to Council by Assistant Community Development Director McGuire on December 20, 2016. It listed what is in place in Tigard,what is working and what is underperforming. • Streamlining development—underperforming • Biggest frustration is the complexity of financing. Gap financing is an area where a city can help. The financing for affordable housing often adds a year or two to the project. • Reduced parking—difficult topic for suburbs • Increased density—reduces need for cars. Tigard has an opportunity with the potential for mass transit coming for transit oriented development. Could have less parking and a way to make it more palatable is to work with TriMet and make sure the developer is providing transit passes. • It really depends on whether the community is vocal about parking or not. This varies. • Tigard's Planning Commission has experienced parking concerns with every multi-family project that comes in. The right fit has to be found by Tigard for its community. • The Accessory Dwelling Units are underperforming. Staff recently changed the ADU to 800 square feet in the Triangle and the code is probably where it needs to be but we could encourage ADUs additionally by waiving SDCs or not requiring that the owner live in it. • The City is doing well at tax exemptions. • The Affordable Housing Assistance fee has expired. Could it be reinstated? • Selling or donating land may not have a mechanism in place. Is there a way to figure out better boundaries so surplus land can be put in the pot for affordable housing? • Membership in housing groups—is there a more robust group that could help with the conversation on this issue with the community and neighbors? TIGARD CITY COUNCIL MINUTES — December 19, 2017 City of Tigard 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov Page 4 of 11 Councilor Anderson said this is a good list. He said inclusionary zoning will help with financing. He noted that the City of Bend charges one percent of a project's gross that goes into a kitty for affordable housing. Builders benefit because they can then build the houses. Planning Commission Chair Fitzgerald said the federal tax increment financing market is impacted negatively. She asked the council to let the Planning Commission know how they can help. She said there are builders ready to build ADUs but SDSs are$40,000 on a$20,000 building! Council expressed interest in inclusionary zoning, direct subsidies, fees in lieu of, and waiving a percentage of SDCs. Council President Snider asked for more information on renter protection. Councilor Anderson said affordable housing is a topic discussed by the Homeless Task Force but they have not really attacked it;perhaps a like-minded citizen group could look at options. Councilor Woodard said he would like more information about building workforce housing on park land. Council President Snider said he is interested in it going anywhere it would be useful and noted that there is a lot of undeveloped park land owned by the city. Mayor Cook added what is nice to see is that it is a regional issue more than trying to solve it ourselves. There are also private companies involved and hopefully that will continue. Planning Commissioner Middaugh mentioned he is also on the Bond and Levy Task Force and noted there are a lot of competing needs. PRAB also just reported some tonight. He felt the City should consider these competing needs and anything that will cost more should be considered carefully. 4. RECEIVE RECOMMENDATIONS FROM THE TASK FORCE FOR THE HOMELESS Senior Management Analyst Wyatt, ELGL Fellow Westendorf and Luke-Dorf Home Outreach Service Worker,Jeanne-Marie Ritter gave the presentation for this item,including a PowerPoint. Other Homeless Task Force members present were Carol Herron,Lexi Hallum, and Sue Stephens. Senior Management Analyst Wyatt said their report and a summary of recommendations was included in the agenda packet and all materials are on the homeless resources page of the City's website. He noted that Councilor Anderson was on the task force and Associate Planner Warren and Police Officer Wakem spoke to the group on how they see the community needs. Articles were published in the Cityscape and several citizens commented and dialoged as this issue is top of mind for many. Council wanted to identify key projects and actions the city of Tigard could take. There are other regional players but we wanted to identify what Tigard could do. The task force came up with recommendations most feasible for the city. TIGARD CITY COUNCIL MINUTES — December 19, 2017 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 1 www.tigard-or.gov Page 5 of 11 ELGL Fellow Westendorf discussed data on homelessness. He said this the first year it has increased in Tigard since in 2010. Overall Oregon saw an increase of 5.4 percent. Main driver is lack of affordable housing. Rents have gone up 27 percent and an average worker needs to make $24.00 per hour to live in an affordable house. He said the Point in Time homeless census is done in January each year and the latest figures were 369 unsheltered and 520 in shelters. He acknowledged that the data is most likely low as homeless individuals are fluid in location and the count is done by volunteers. Washington County had a ten-year plan to end homelessness which expired in 2017. Many strides were made but it will be extended. The County provides resources for severe weather shelters and implements a continuum of care. Metro is planning-based so their focus is more on affordable housing. Ms. Ritter listed the task force recommendations. 1. Expand and improve services to homeless individuals by working with non-profits The main priority is to assist with the Just Compassion day center down payment.Just Compassion will take care of half. ($60,000) This would allow the purchase of the property they currently lease. In-kind support includes producing shower cards,maintaining funding for the post office box, and consider providing public restrooms or portable restrooms in the downtown core and nearby neighborhoods. 2. Expand shelter and housing options for homeless and others facing housing barriers Partner with Luke Dorf for homeless outreach; allocate funding for four hours of police overtime dedicated to the homeless community and appointing a Homeless Services Coordinator. 3. Improve public understanding and the public's ability to assist in improving the situation Approve a guiding statement for the City's approach to homelessness, host an annual service event (including city councilors) focused on the homeless, create an internal tracking system for incidents,participate in the annual Point-in-Time count,issue a proclamation for Hunger and Homelessness Awareness Week, create a GIS map showing resources, and replicate Oregon City's outreach stories which tell the stories of police officers interacting with the homeless community. 4. Advocate this for regional, state and federal support. This cannot be solved at the city or county level. The Task Force would like to meet quarterly and once annually with council. TIGARD CITY COUNCIL MINUTES —December 19, 2017 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 1 www.tiptd-or.gov Page 6 of 11 Council questions: Councilor Woodard asked for clarification with regard to the volunteer coordinator and asked if there had been any discussion on that person coming from one of these groups to volunteer. Ms. Herron responded that there has been a change of directors in Love, Inc. and a new executive director but was not sure she has had a chance to get on board. Their focus is more at-risk individuals living in vehicles or apartments and providing essentials or goods so they can save money for rent. Just Compassion is concerned with the homeless on the streets or living in their cars. Councilor Woodard said it is hard for the city to create a position due to competing priorities. He asked if Just Compassion might consider supplying a person. Ms. Stephens said they have resources and this was a possibility. Councilor Goodhouse said council created this as a task force body and asked if it is something that should be turned into an official board or committee. Ms. Ritter said the work of the task force was to find out how much more there is to do by seeing what other cities are doing and evaluating what is working. Mayor Cook stated a preference for extending the task force rather than creating a committee. Council President Snider asked Finance and Information Services Director LaFrance if he knew what the percentage of city marijuana taxes going towards the Marland Henderson grant would be and suggested dedicating the next four years of marijuana tax to the down payment. Mayor Cook advised talking to Councilor Henderson about this proposal first. Councilor Anderson said one process of this task force was to not reinvent the wheel. Beaverton used Just Compassion (Tigard) to develop their shelter system. The building has been identified and they are leasing it. It makes sense to buy it rather than throw money at a building that is not owned.. Councilor Woodard said police officers go out and communicate and assist at encampments in Tigard and asked if the four hours of overtime is in addition to that. Mr. Wyatt responded that this figure was a total for the year and addresses the growing workload of proactively visiting homeless camps, doing outreach, and potentially working with Luke Dorf. Councilor Goodhouse asked if it had to be a police officer or could it be an experienced volunteer like Eugene uses. Mr. Wyatt said they could look into that. Councilor Woodard asked about tracking homeless incidents and Mayor Cook noted that Chief McAlpine has devised a way for officers to code reports so statistics can show how much time is being spent already in their daily jobs. Mr. Wyatt said that was a good solution. Councilor Woodard noted that there are GIS maps of overlaps of non-profit and for-profit resources. Regarding the Just Compassion property,Ms. Herron said the down payment gives them the opportunity to secure other money. If they do not own the property or land they cannot seek grants;it is leverage. Council recommended that the task force continue to meet as they wish and complimented Mr. Wyatt and Mr. Westendorf for doing a great job facilitating. Mayor Cook thanked the task force for meeting and for their recommendations. TIGARD CITY COUNCIL MINUTES —December 19, 2017 City of Tigard 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov Page 7 of 11 5. DISCUSS SOCIAL SERVICE AND COMMUNITY GRANT PROCESS Finance and Information Services Director LaFrance, Confidential Executive Assistant Lutz and Assistant City Manager Zimmerman discussed the process for administering the social service and community event grants,including the Marland Henderson grant. Issues council has brought up to staff include applicant"gaming" of these two sections,lack of coordination, alignment with council goals and the potential use of the transient lodging tax (TLT). There was also concern about how to wrap the new Marland Henderson grant into this. Mr. LaFrance said the proposed process is outlined in a memo in the agenda packet for this item and takes care of the council's concerns. Outlined in memo, takes care of concerns council brought forward. He said with budgetary concerns they would like to freeze the dollar amount to the current year's budget ($305,000) split approximately 70/30 with the ability to make adjustments. The TLT will be used for$50,000 of regional events. One of the largest changes staff is proposing is to have a single subcommittee to review the Henderson, social services and community event grants. This group will consist of a Council member, two citizens a Budget Committee members and when reviewing the Henderson grant, Councilor Henderson or his designee. They will be authorized to vary by five percent in each category the split based upon quality of applications and how well they align with council goals. The Council and Budget Committee have the final say in awarding these grants. Forms were revised to make it easier to identify which grant an entity is applying for and also a line asking them to say how their proposal aligns with council goals. Mayor Cook asked staff to correct the Marland Henderson grant form to use the word grant. He asked whether the goals should say council goals/strategic plan. Councilor Goodhouse said that made sense and Council President Snider suggested adding both. Councilor Woodard suggested adding a statement that if it does not relate to the goals or strategic plan it will not be disqualified but will not get bonus points. Finance and Information Services Director LaFrance said Council gave staff the authority to contact applicants to if it appears they have applied for the wrong one. Mayor Cook said as the budget gets developed it may be found that$305,000 is too large an amount. Mr. LaFrance said staff has been discussing that and they recommend asking the sub-committee to prioritize recommendations so if the Budget Committee wants to draw a new line,we will know which services/events drop off the list. In response to a concern from Council President Snider about doing interviews for all categories the same day,Mr. LaFrance said staff is contemplating not having interviews for community events. Assistant City Manager Zimmerman said Council President Snider's point is well taken and staff will work with the sub-committee to come up with a process that separates them. City Manager Wine said council received correspondence asking if there is any intent to prohibit folks from applying in multiple categories. Council President Snider said there is not an event he could think of that could overlap both categories but acknowledged that the same entity could apply for two very separate things. City Manager Wine said that was the example given in the TIGARD CITY COUNCIL MINUTES — December 19, 2017 City of Tigard 13125 SW Hall Blvd., Tigard, OR 97223 www.tigard-or.gov Page 8 of 11 correspondence. Assistant City Manager Zimmerman said there could be overlap in social services and the Henderson grant. Staff will make sure that applicants apply for the grant that will be most fruitful for them. 6. DISCUSSION ON SIX-YEAR PLAN FOR THE TRANSIENT LODGING TAX Finance and Information Services Director LaFrance and Assistant City Manager Zimmerman led a discussion with Council on a six-year Transient Lodging Tax Plan. Mr. LaFrance said on August 8, 2017, Council adopted a TLT for hotel-type stays in Tigard,including AirBnb. He said the tax will generate roughly$625,000 annually. At least 70 percent must be spent on tourism and tourism related facilities. Up to 30 percent can be used on general governmental services. Staffs recommendation is funding a number of areas the city already does, some related to tourism and some falling more under the general government category. Staff is asking that Council direct the PRAB to undertake a process over the next year to review facilities such as tournament fields or BMX bike tracks that could be built with approximately$3 million generated by bonding this revenue source over a ten-year period. Mr. LaFrance said funding for the Tigard Downtown Alliance ($40,000 currently) could come out of the existing 30 percent. Other downtown events such as farmers markets draw people in but would not necessarily be considered as tourism so their funding could come from this source as well. There is also some city overhead for general services such as safety, transportation,parks, etc. allowed to be paid for out of the 30 percent by law. Existing support such as that for Tigard 4`h of July,Festival of Balloons and Broadway Rose Theater ($50,000 currently) could come out of the 70 percent as well as the Tigard Chamber's existing visitor center ($4,000) and the debt service on the$3 million facility. Mr. LaFrance noted that one concern brought up in letters was escalating costs over time and he emphasized that this is a general plan and does not set budget. Mayor Cook said when the Budget Committee was trying to figure out one and a half years ago how to help the TDA hire a part-time person,it was up against opening the library on Thursdays,hiring police officers and Summerlake Park sprinkler repair. The $40,000 did not make the cut.At that time he recommended exploring a TLT and he thanked council for considering it. Looking ahead to FY 2023 the TLT will free up $250,000 in the general fund. He said if we bond a project now we can let the hoteliers and Oregon Restaurant and Lodging Association know that we are building something to bring heads in beds. Council President Snider suggested a robust zip line facility be considered along with the Babe Ruth level ball field and BMX track. Councilor Woodard commented in both categories someone will be needed to coordinate this. He said this could be combined with the recreation staff position and he was surprised not to see resources to fund a coordinator. TIGARD CITY COUNCIL MINUTES —December 19, 2017 City- of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 1 www.tigard-or.gov Page 9 of 11 Councilor Goodhouse wants more activities and events that bring people downtown, such as a more robust farmers market. He said whatever money is bonded for should be a well thought out,long term use; something with lasting popularity. He mentioned Leavenworth,Washington where tourists are bussed in to see Christmas lights. Councilor Woodard added that PRAB is still interested in a downtown plaza space and has some money left from the parks bond. He noted that activation of downtown spaces requires servicing that space and that is typically done through recreation staff. He mentioned Council President Snider's zip line idea and said combining tree canopy rappelling activities, an obstacle course and a BMX track provides warrior-type competitions which attract a lot of people. Mayor Cook noted that restrooms in the downtown are listed as part of the homeless agenda discussed earlier but they would also make it easier on downtown businesses and help activate the space. He suggested that as PRAB is asked to come up with a project,maintenance needs to be considered. Some items will have a longer maintenance requirement than others. It doesn't help us in the long run if we do not account for that maintenance. Councilor Goodhouse suggested an indoor place such as a shell of a building appropriate for many uses. He agreed that tournaments will attract hotel and motel stays. Assistant City Manager Zimmerman said it may be awhile before a big project comes up but smaller projects may arise during the year. We need to look at things we can fund with the TLT that are already being done. As ideas bubble up they will be vetted from a holistic standpoint (maintenance standpoint or market analysis) in order to deliver something that will be a return for the TLT. Councilor Goodhouse suggested that if we are looking at something big,why not team up with the cities of Tualatin and Sherwood and find a strategic place. Council consensus was for staff to continue forward. A separate enterprise fund will be created making it transparent and easy to track. 7. NON AGENDA ITEMS—None. 8. EXECUTIVE SESSION —None. 9. ADJOURNMENT At 9:12 p.m. Council President Snider moved for adjournment. Councilor Anderson seconded the motion. Mayor Cook conducted a vote and all voted in favor. TIGARD CITY COUNCIL MINUTES — December 19, 2017 City of Tigard 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov Page 10 of 11 Yes No Mayor Cook ✓ Councilor Goodhouse ✓ Council President Snider ✓ Councilor Woodard ✓ Councilor Anderson ✓ l-r%CN Attes Carol A. Krager, City Recorde John ook,Mayor Date TIGARD CITY COUNCIL MINUTES — December 19, 2017 City of Tigard 13125 SW Hall Blvd., Tigard, OR 97223 www.tigard-or.gov Page 11 of 11