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City Council Minutes - 12/18/2018 City ofTigard Tigard City Council Meeting Minutes . . December 18, 2018 EDE0 1. BUSINESS/WORKSHOP MEETING A. At 6:31 p.m. Mayor Cook called the meeting to order. B. Deputy City Recorder Burgoyne called the roll. Name Present Absent Councilor Anderson Mayor Cook Councilor Goodhouse Council President Snider Councilor Woodard 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—None. Mayor Cook turned the first part of the meeting over to Council President Snider. 2. CITIZEN COMMUNICATION (Two Minutes or Less,Please) A. Follow-up to Previous Citizen Communication—None. B. Citizen Communication Sign-up Sheet Billy Winters, 15360 SW Thames Lane,Tigard, OR 97223,discussed his concerns regarding connectivity issues in the River Terrace neighborhood to the next neighborhood and Orchard Park. Community Development Director Asher met with Mr.Winters afterwards. Pete Truax,Forest Grove Mayor, Steve Callaway,Hillsboro Mayor,3131 Forest Gale Drive, Forest Grove OR 97116,and Lou Ogden,Tualatin Mayor,21040 SW 90`"Avenue, Tualadn,'OR, spoke about Mayor Cook's passion for his service to the city of Tigard and his many accomplishments during his time as Tigard Mayor. They presented him with a card, CITY COUNCIL MEETING MINUTES —December 18, 2018 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.tigard-or.gov I Pale 1 of 9 coins from the City of Forest Grove and a United States flag that was flying at the Capital in Washington D.C. Mayor Ogden thanked Councilor Woodard for his service,complimented him on his passion for the citizens of Tigard,and continued family legacy on Tigard City Council. 3. CONSENT AGENDA A. A RESOLUTION THANKING CITY COUNCILOR MARC WOODARD FOR HIS OUTSTANDING SERVICE TO THE CITY OF TIGARD B. A RESOLUTION THANKING MAYOR JOHN L. COOK FOR HIS OUTSTANDING SERVICE TO THE CITY OF TIGARD C. APPROVE CITY COUNCIL MINUTES: • October 30,2018 • November 13,2018 • November 20,2018 Councilor Anderson motioned to approve the consent agenda. Councilor Goodhouse seconded the motion. Motion passed unanimously. Name Yes No Councilor Anderson Mayor Cook Councilor Goodhouse Council President Snider Councilor Woodard Councilor Anderson read Resolution No. 18-55 thanking Councilor Woodard for his outstanding service to the city of Tigard. Resolution No. 18-55 -A RESOLUTION THANKING CITY COUNCILOR MARC WOODARD FOR HIS OUTSTANDING SERVICE TO THE CITY OF TIGARD Council President Snider thanked Mayor Cook for his friendship and read Resolution No. 18-56 thanking Mayor Cook for his outstanding service to the city of Tigard. Resolution No. 18-56 -A RESOLUTION THANKING MAYOR JOHN L. COOK FOR HIS OUTSTANDING SERVICE TO THE CITY OF TIGARD CITY COUNCIL MEETING MINUTES—December 18, 2018 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 9,223 www.tigard-or.gov I Page 2 of 9 4. LOCAL CONTRACT REVIEW BOARD—CONSIDER FANNO CREEK TRAIL ALIGNMENT STUDY CONTRACT AWARD Senior Project Engineer Enloe and Purchasing Manager Barrett presented this item. Mr. Barrett provided details outlining the contract and explained the project. Councilor Woodard motioned to award the contract for the Fanno Creek Trail alignment study. Council President Snider seconded the motion. Motion passed unanimously. Name Yes No Councilor Anderson Mayor Cook Councilor Goodhouse Council President Snider Councilor Woodard 5. CONSIDER RESOLUTION TO DELEGATE AUTHORITY TO HOLD A PUBLIC MEETING ON AFFORDABLE HOUSING Associate Planner Warren presented the item,provided background information and explained why staff had brought the item forward to council. Councilor Anderson motioned to approve Resolution No. 18-57. Councilor Goodhouse seconded the motion. Motion passed unanimously. Resolution No. 18-57—A RESOLUTION TO DELEGATE TO TIGARD COMMUNITY DEVELOPMENT DEPARTMENT STAFF THE AUTHORITY TO TAKE ALL NECESSARY AND REASONABLE ACTIONS TO HOLD A PUBLIC MEETING IN COMPLIANCE WITH OREGON ADMINISTRATIVE RULE 813-112-0030 AND THE CITY'S 2018-19 OREGON HOUSING NEEDS PLANNING GRANT OBLIGATIONS Name Yes No Councilor Anderson Mayor Cook Councilor Goodhouse Council President Snider Councilor Woodard 6. JOINT MEETING WITH THE TIGARD BUDGET COMMITTEE CITY COUNCIL MEETING MINUTES—December 18,2018 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.tigard-or.gov I Page 3 of 9 Finance and Information Services Director LaFrance presented this item and members of the Budget Committee in attendance included:Tim Cadman,Liz Newton,Chris Bence,Clifford Rone, Stephanie Veal and Heidi Lueb. Mr. LaFrance said they are looking for recommendations and guidance for the upcoming Budget Committee meetings. He said staff is proposing some changes to the process and they want to be successful with these changes. City Manager Wine said it is important in the next year to put the city on a sustainable and financially stable fiscal path for the 2020 budget. She said the city is financially stable,but that the city's service level and resources for community growth are strained. She explained where the budget is currently and cuts that need to be made in the next budget cycle,which includes the elimination of Peer Court. She talked about the upcoming budget discussion and what that will look like,how to manage city resources,the performance audit that would be coming before council soon to see where the city can be more efficient and the possibility of pursuing another local option levy in May 2020. Mr. LaFrance said with direction from the City Manager,they are telling staff to "hold the line" when preparing their budgets in order to achieve these goals. He said each department is being asked to propose budget cuts in service areas that are funded through the general fund,and talked about how the performance audit would be funded and the proposed consolidated meeting schedule. Budget Committee Member Cadman said there is value in having more than one budget meeting, and they need to consider public perception as well as allow enough opportunity for public testimony. Council President Snider asked staff how long they propose having the meeting on a Saturday. Mr. LaFrance replied five hours. He said last year they held four budget committee meetings,which combined,totaled a little over four hours with public testimony. Councilor Goodhouse agreed that holding the budget committee meeting on one day is better and more efficient or possibly having one day for the meeting along with some kind of onboarding forms that could be submitted to the City Manager ahead of time,so that staff could be prepared. Mr. LaFrance explained the proposed schedule allows three-weeks for budget committee members to submit questions prior to the meeting so that staff could have responses to the questions ready at the meeting. Mayor Cook talked about when he sat on the County board,and said they normally held two-day budget meetings,and that they also held a meeting on the first or second week in February where they informed the committee on how the current year was going,what the upcoming budget looked like and fund balances. CITY COUNCIL MEETING MINUTES—December 18, 2018 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.tigard-or.gov I Page 4 of 9 Budget Committee Member Rone appreciated council's comments and said having enough information two to three-weeks ahead of time is good idea,and if staff could do that,then trying to have one meeting on a Saturday may work. Budget Committee Member and Councilor-Elect Newton said that when she was talking to people during her campaign,there was a lot of interest from the public to be informed. She said she is nervous about just having one meeting and there not being enough opportunity to engage with the public. Budget Committee Member Veal said that having just one meeting could be difficult with families. She suggested maybe having a meeting on a Saturday and then another on a Thursday. She wants to make sure they give the public enough opportunities to be engaged in the budget process. Mayor Cook asked staff if they have had fewer budget committee meetings in the past. Mr. LaFrance replied that in the past there have been two and sometimes three budget committee meetings. Mr. LaFrance suggested they hold a meeting in February to start the process,hold a Saturday meeting and plan to have another meeting on a Thursday if needed. Councilor Goodhouse said he thought they could get the budget done in two meetings. Budget Committee Member Cadman said it is important to communicate with the public so they understand why the proposed budget cuts would be less than originally anticipated when they went out for the Levy. Council President Snider asked if the budget committee wants to be involved in how the city is communicating the need for a Levy to the public. He asked which group is the right group in advising the communication team on what to say. City Manager Wine said the city has the Committee for Citizen Engagement,and that their role is to consult on how the city communicates with the community. Council President Snider said he has concerns that the group may not know all the details that are involved in this work. Councilor Goodhouse agreed and said the budget committee could explain better how the city's shortfall is less than was expected,but that there is still a need for budget cuts,especially going forward in order to be sustainable. Budget Committee Member Rone said the focus has to be on what was done,why it was done and additionally there are things the citizens are not getting that they would have gotten before. There have been cuts to the police department and to the library. Budget Committee Member Bence offered to help with the community engagement piece. CITY COUNCIL MEETING MINUTES —December 18, 2018 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 5 of 9 Budget Committee Member Veal stated she does not believe the smaller budget cuts are a detriment, but instead work to their favor. She said what she heard when the levy failed,was that people wanted proof that the city can take what they have and be efficient with it before asking for more. She said now the city can go back and say they listened to the public and then let them know where the city still needs to be. Mayor Cook said he does not want to lose the fact that they are still talking about$400,000,when the total cuts have been about 3 million dollars. As they go forward and communicate this to the public,the city needs to continue letting people know how much has been cut over the last couple of years. Budget Committee Member Lueb said that from an outside perspective and from someone who was not involved in the process last year,the communication failed on the levy. She said she did not understand the levy and did not support it. It is incredibly important that the people with the knowledge help and be involved in the messaging,to explain it to the community. She said people do not recognize services that are being cut unless it is to the services they utilize. Budget Committee Member and Councilor-Elect Newton said it is important for the community to see what services they do get for their money. Budget Committee Member Rone said the city needs to start communicating and educating the public on why a levy is needed earlier. Mr. LaFrance said staff has the direction they need and is excited about going forward with such an active group. They need to remind the community there has been 3 million dollars in budget cuts already,what led to the reduction in the next budget cycle budget cuts and have a plan moving forward with services in the future and what that could look like. 7. EXTERNAL FINANCIAL AUDIT AND CAFR PRESENTATION WITH MOSS ADAMS Finance and Information Services Director LaFrance and Assistant Finance Director Isaksen presented this item. Jim Lanzarotta with Moss Adams attended. Mr. Isaksen said staff would be presenting the results of the annual audit,which had already been presented to the Audit Committee and then introduced Jim Lanzarotta with Moss Adams who would provide council with the details of the audit. Mr. Lanzarotta explained the audit review included an independent verification of the financials to make sure the numbers are correct;looking at source documents,talking to the bank and legal counsel, notifying council of any financial weaknesses in controls and management uses. They are required to perform an additional financial audit of the Federal Grant money the city receives,and reviewing the administration of that money. They are required to test the city's compliance with specific laws relating to the city's adoption, administration of the budget and noticing of budget meetings,changes the city made,and did the city go through all the correct steps to correct those necessary changes legal. He said because staff compiles the budget documents,they perform a CITY COUNCIL MEETING MINUTES—December 18, 2018 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.tigard-or.gov I Page 6 of 9 technical review of the documents making sure they are consistent with the audited numbers and if the city has all the things required by the governmental accounting standards. Reviewing additionally because the city submits the budget for an additional financial award,and finally their review includes reporting their findings. He was pleased to say the results from their audit is an unmodified opinion,a clean opinion and is the best result the city could get. He explained there were some things within the internal controls,but nothing that needed to be reported in writing,which is good. There were a few non-compliance standards issues,but found no compliance issues,and discussed the few audit adjustments that needed to be made. He congratulated city staff,council's leadership and thanked the audit committee for being so active and engaging. Mayor Cook said it is not unusual for cities to have some type of audit adjustments,and these are not items that were accrued or change what the city has in the bank. Mr. Lanzarotta confirmed. Mr. Lanzarotta discussed his observations and improvements that could be made,like reviewing utility billing rates to ensure approved rates are entered into the system,review right-of-way worksheet to ensure square-footage amount is accurate and establish a governing agreement with Lake Oswego for the water partnership. He thanked city staff for their excellent facilitation of the audit process. Councilor Goodhouse asked if there are any recommendations to catch the adjustments for the future. Mr. Lanzarotta said these adjustments are year-end processes and are common,but that possibly a more frequent review in the processes that are in place could help. Councilor Goodhouse stated that over all,the audit was good and complimented staff on their work. Mr. Lanzarotta said although there were a few errors,there was nothing significant and the results of the audit are good. Mr. LaFrance recognized the citizen members from the audit committee and asked those in the audience stood to be recognized. Mayor Cook said six years ago,the city did not have an audit committee and that some cities still do not. He said this helps in making the city more transparent and more accountable. Mr. LaFrance said audit committees are a best practice and that an engaged committee makes for a better process. Mayor Cook thanked everyone. 8. CONSIDER A LONGTERM WATER SERVICE AGREEMENT WITH THE CITY OF DURHAM AND THE TIGARD WATER DISTRICT Public Works Director Rager and Information Services Director LaFrance presented this item. CITY COUNCIL MEETING MINUTES—December 18, 2018 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.fgard-or.gov I Page 7 of 9 Mr. Rager discussed the previous agreement and the process they followed to work with the facilitator in 2016 to work towards a new agreement. He said a year ago, each city had their attorneys work together to get to final agreement,it was not an easy process,and there were some ambiguous language and challenges to get through,but in the end they were able to come to an agreement. He explained this is an agreement about how water will be provided to each entity in the future and the relationship between Durham and the Tigard Water District. He outlined changes that all three entities agree need to be made that came together after council received their agenda packet. He said council has those changes in front of them and the city attorney will go over these changes. He informed council that the Intergovernmental Water Board would become an advisory board to the city council and referred to as the Water Advisory Board. City Attorney Rihala explained the two changes to the agreement that came in earlier that day in which all parties agreed to. The first is in section 10.4,clarifying that all parties equally share the costs of possible withdrawal from Tualatin Valley Water District (TVWD), funding to come from the water fund,and the other change is in 11.3,clarifying the process for valuing the system assets. Councilor Woodard motioned to approve the long-term water agreement with the city of Durham and the Tigard Water District as presented with the amendments as stated by the City Attorney. Council President Snider seconded the motion. Motion passed unanimously. Name Yes No Councilor Anderson Mayor Cook Councilor Goodhouse Council President Snider Councilor Woodard 9. CONSIDER CHANGES TO THE EMPLOYMENT AGREEMENT CONTRACTS FOR THE CITY MANAGER AND CITY ATTORNEY Human Resources Director Bennett presented this item and explained the adjustments and provided background on the market analysis. Mayor Cook clarified that staff did not come up with the numbers but that council had. HR Director Bennet assisted with corrections after council discussion. Council President Snider motioned to approve the employment contract changes for the City Manager and a merit increase to the City Attorney. Councilor Goodhouse seconded the motion. Motion passed unanimously. Name Yes No CITY COUNCIL MEETING MINUTES—December 18, 2018 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.tigard-or.gov I Page 8 of 9 Councilor Anderson Mayor Cook Councilor Goodhouse Council President Snider Councilor Woodard 10. NON AGENDA ITEMS—There was none. 11. EXECUTIVE SESSION—There was none. 12. ADJOURN At 8:27 p.m. Councilor Goodhouse moved to adjourn the meeting and Councilor Woodard seconded the motion. Motion passed by a unanimous vote. Name Yes No Councilor Anderson Mayor Cook Councilor Goodhouse Council President Snider Councilor Woodard Kelly Burgoy ,Deputy City Recorder ttest: jag". Snider,Mayor Date: ( bO l d q CITY COUNCIL MEETING MINUTES—December 18, 2018 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.tigard-or.gov Page 9 of 9