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City Council Minutes - 02/20/2018 • Ci1y ofTigard Tigard Business / Workshop Meeting Minutes • ' February 20, 2018 1. WORKSHOP MEETING - 6:30 PM A. At 6:34 p.m. Mayor Cook called the meeting to order. 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 everyone to stand and join him in the Pledge of Allegiance. D. Call to Council and Staff for Non-Agenda Items—City Manager Wine said she had one non-agenda item to discuss under non-agenda items. 2. RECEIVE UPDATE AND AWARD FROM THE HEAL CAMPAIGN RECOGNIZING TIGARD This item was not heard and was rescheduled to a future date to be determined. 3. RECEIVE DOWNTOWN UNIVERSAL PLAZA CONCEPT Community Development Director Asher,Redevelopment Project Manager Farrelly and Public Works Director Rager presented this item. Mr. Asher talked about the Ferguson property,the universal plaza proposal and design considerations. He said the hope is to create a relationship between math,art and design and nature by using four elements found in nature;air,water, fire and earth. The desire is to accomplish this is by creating a splash pad, fire pit area,and ground playing elements. He talked about parking and street improvements,and introduced the consultants from Resolve Architecture and Planning who would talk more about the universal plaza design. Resolve Architecture&Planning Consultant Suenn Ho talked about creating a covered area within the universal plaza with the use of trees,in essence creating a canopy court and the use of light beacons that can be seen from Main Street. She explained the use of paths in finding ways to create educational discovery elements,placing of a maze,and use of different paving stones and art medallions. She said the plaza would create event opportunities for performances,exhibits and an area for the farmers market and would accommodate seating for 800 to 900 people. The northeast TIGARD CITY COUNCIL MEETING MINUTES — February 20, 2018 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.tigard-or.gov Page 1 of 6 corner of the site would have a luscious green wall,wind mobile,art objects, fiber optic lighting and benches for seating. Mr. Asher explained staff is only looking for council direction tonight and not for council to make a decision. The plan for tonight was to engage council in a discussion regarding the proposed design and to see where they would like to go from here. Mayor Cook said they initially asked for a splash pad,but that really it is number five on his list of considerations. He said the tree canopy is very inviting and expands the usage,and the maze and path elements are is favorite design concepts and the proposal as taken him in a direction he wants to go. Councilor Goodhouse agreed with Mayor Cook and does not feel that being off Main Street is a problem. He said young families walk along the Fanno Creek Trail and he loves the idea of drawing people here. He asked how the design would work in the Rotary Plaza. Mr. Asher said the Rotary Plaza and trail will have a lot of bike and pedestrian activity and is a smaller space that does not have the flexibility that the larger space of the plaza does. Ms. Ho said this design is a good way to bring the two plazas together. Councilor Woodard said he loves concept,but does not like the location for it. The more events held here,the more you would pull business away from the businesses located on Main Street and could hurt the future potential of this property. He said he would rather see the universal plaza at the Ash Street/Miller property. Council President Snider responded he is blown away by the design,but that he does share some of Councilor Woodard's concerns and would like to see some more due diligence done for the location. Mr.Asher said they are just showing the use of the public space and understands Councilor Woodard's concerns that this location could detract from Main Street. Councilor Anderson said he likes the design and the proposed site is a nice rare flat piece of property. He agrees it is close to Main Street,but likes the location. Ms. Ho said there would be food driven events in the plaza that could be operated by the businesses on Main Street. Councilor Woodard asked if they are suggesting creating a policy that would allow existing Main Street businesses access to having a space in the plaza. Ms. Ho replied that would be an ideal situation. Public Works Director Rager said that both he the parks manager like the plaza concept and they saw more opportunities to create more covered areas in the plaza. He explained that this would create an increase in maintenance needs and staff estimates there would need to be one full time employee designated to this site for maintenance. Councilor Goodhouse said he liked the location and it could bring people down to Main Street for an event that might not have otherwise gone to Main Street. He said people would be walking past other businesses on Main Street to get to the plaza. TIGARD CITY COUNCIL MEETING MINUTES — February 20, 2018 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.dgard-or.gov I Page 2 of 6 Mayor Cook said he looked at the original urban renewal plan and this meets a lot of the original concept. He thinks there is still several obstacles to work through,but that taking the next step to find out if this is the right location for the project is a good idea. Mr.Asher said the downtown area is more than just Main Street and is less concerned with the location and more concerned with the activation of the site. He said staff continue to look at things and do more outreach. He asked if council would like staff to proceed. Council President Snider said they need to figure out how to activate to this site from Main Street, will it be practical and asked if the location issue will be a deal breaker. Councilor Woodard asked if they city would wait until the current tenant's lease is up until a decision would be made. Mr.Asher said no and that staff has already sent them a letter letting them know the location is under consideration for a public plaza and encouraging them to accelerate their move out date;which they said they would do. Councilor Woodard said he still sees this property as too big,and asked what staff thought about including a mixed-use concept into this space. Mr.Asher agreed this would be a good site for housing or mixed-use. 4. EXTERNAL FINANCIAL AUDIT&CAFR PRESENTATION WITH MOSS ADAMS Finance and Information Services Director LaFrance,Assistant Finance Director Jared Issakson and Jim Lanzarotta from Moss Adams presented this item and discussed the FY2017 audit. Mr. Lanzarotta said the city has a very active and engaged audit committee and that the team at Moss Adams concentrated on answering five questions while performing the audit and explained their findings. 1. What does an audit of the city entail: Mr. Lanzarotta explained they inspect financial documents,verify third parties,review controls in certain accounts,test operational effectiveness and report any control weaknesses. He'said balances and transfer actions were verified and financial statements meet all General Accepted Accounting Principles (GAAP) and Government Finance Officers Association (GFOA) award requirements and that all supplemental information presented was accurate. 2. Are financial statements a fair representation of the transactions and ending balances for the year:Mr. Lanzarotta said they performed a risk assessment to identify any risk areas and performed a technical review of financial statements. Moss Adams gave an unmodified (clean) opinion for the city's CAFR and CCDA's separate financial statements. Financial statements are presented fairly and in accordance with GAAP. Mr. Lanzarotta noted audit adjustments that needed to be made and said staff would adjust pension expenses and deferred inflows to match the information provided by PERS. 3. Did the city comply with applicable State and Federal laws:Mr. Lanzarotta explained they performed a risk assessment to identify any significant compliance risk areas and Moss Adams noted there are no instances of non-compliance with Oregon Minimum TIGARD CITY COUNCIL MEETING MINUTES — February 20, 2018 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.tigard-or.gov I Page 3 of 6 Standards Law. 4. Did the audit identify any fraud,waste or abuse: Mr. Lanzarotta said they evaluated key controls for all significant balances and transaction cycles and fraud risk,interviewed individuals throughout the city and performed supervisor procedures. Controls were found to be effective with one exception and there is no instance of fraud,waste or abuse. 5. What is the financial condition of the city: Mr.Lanzarotta said the results show a nice trend line with all elements of the city's funds,but it does not tell you if the city is meeting the needs of the community,but that at least financially the city has done a good job. Assistant Finance Director Issakson stated staff had made changes to their process to address the areas of concern and now have a thorough checks and balance system in place. Mr. Lanzarotta thanked Mr. Issakson,Mr. LaFrance and Ms. Lawson for their cooperation. Councilor Goodhouse asked about the error and adjustment needed regarding the reporting of PERS information. Mr. Lanzarotta said this was an adjustment in how the PERS information was reported and it did not affect the budget as it related to the PERS obligation;therefore,no change to forecasting is needed. Mayor Cook said it is good to have an audit committee because the city did not use to have one. He asked about the noted weakness in control and what that means. Mr. Lanzarotta explained there could be a minor error and good internal controls so there is a good action plan in place,and staff is doing that. Mayor Cook asked why one error was corrected and the other three management chose not to change. Mr. Lanzarotta explained these errors are in different opinion units,are different in nature and GAAP is in the process of changing their definitions of some of these units. 5. CONSIDER LOCAL OPTION LEVY BALLOT TITLE ALTERNATIVE City Manager Wine presented this item and said there was concern that the current question in the ballot title was not clear and descriptive enough. Because of this,staff proposes amending the ballot title to include a list of city services that would be supported by the local option levy. Councilor Goodhouse asked if they should include a line that states the money collected from the levy would not be spent on the SW Corridor project. After council discussion,there was consensus not to include this language. Council President Snider moved to approve Resolution No. 18-10 and Councilor Goodhouse seconded the motion. TIGARD CITY COUNCIL MEETING MINUTES — February 20, 2018 City of Tigard 1 13125 SW Hall Blvd.,'Tigard,OR 97223 www.tigard-or.gov I Page 4 of 6 Councilor Woodard asked to read a statement into the record. Councilor Woodard read his statement and gave a copy to the deputy city recorder to be included into the record. Councilor Goodhouse stated that if the city waits until 2019, there would already have been massive staffing cuts to police and other operating services throughout the city. Council President Snider said he made a motion,it was seconded and he called for question. Mayor Cook asked the deputy city recorder to read the number and title of the resolution. Mayor Cook conducted a vote and the motion passed by a majority vote. Resolution No. 18-10—A RESOLUTION APPROVING REFERRAL.TO THE ELECTORS OF THE CITY OF TIGARD AT THE MAY 15,2018 PRIMARY ELECTION ,THE QUESTION OF WHETHER TO ISSUE A FIVE-YEAR OPERATING LEVY Dame Yes No Councilor Woodard Councilor Anderson Mayor Cook Councilor Goodhouse Council President Snider Council President Snider suggested council move forward with having a performance audit done regardless of whether or not the local option levy passes. 6. NON AGENDA ITEMS —City Manager Wine said council had asked whether there was a previous vote or approval for moving forward with the red light photo program. She explained that while council had not taken a vote on this,they gave guidance to staff to move forward with the program and is developing a plan,which they will bring back to council. She explained this may not result in a need for council approval and would depend on the terms of a contract. 7. EXECUTIVE SESSION—None. 8. ADJOURNMENT At 8:35 p.m. Councilor Woodard moved to adjourn the meeting and Councilor Anderson seconded the motion. Motion passed by a unanimous vote. Name Yes No Councilor Woodard Councilor Anderson Mayor Cook Councilor Goodhouse Council President Snider TIGARD CITY COUNCIL MEETING MINUTES — February 20, 2018 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.dgard-or.gov I Page 5 of 6 C" "Ou'll A Kelly Burgoy i ,Deputy Ci e rder Attest: John L. Coo Mayor Date: 4U° TIGARD CITY COUNCIL MEETING MINUTES — Februaly 20, 2018 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.tigard-or.gov I Page 6 of 6