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City Council Packet - 03/05/2019 City of Tigard Tigard Business Meeting—Agenda TIGARD TIGARD CITY COUNCIL MEETING DATE AND TIME: March 5,2019 - 6:30 p.m. Business Meeting MEETING LOCATION: City of Tigard-Town Hall- 13125 SW Hall Blvd.,Tigard,OR 97223 PUBLIC NOTICE: Anyone wishing to speak on an agenda item should sign on the appropriate sign-up sheet(s). If no sheet is available, ask to be recognized by the Mayor at the beginning of that agenda item. Citizen Communication items are asked to be two minutes or less. Longer matters can be set for a future Agenda by contacting either the Mayor or the City Manager. Times noted are estimated;it is recommended that persons interested in testifying be present by 6:15 p.m. to sign in on the testimony sign-in sheet. Business agenda items can be heard in any order after 6:30 p.m. Assistive Listening Devices are available for persons with impaired hearing and should be scheduled for Council meetings by noon on the Monday prior to the Council meeting. Please call 503-718-2419, (voice) or 503-684-2772 (IUD -Telecommunications Devices for the Deaf). Upon request,the City will also endeavor to arrange for the following services: • Qualified sign language interpreters for persons with speech or hearing impairments;and • Qualified bilingual interpreters. Since these services must be scheduled with outside service providers,it is important to allow as much lead time as possible. Please notify the City of your need by 5:00 p.m. on the Thursday preceding the meeting by calling: 503-718-2410 (voice) or 503-684-2772 (TDD -Telecommunications Devices for the Deaf). SEE ATTACHED AGENDA VIEW LIVE VIDEO STREAMING ONLINE: htto://www.tieard-or.eov/city hall/council meetine.oho CABLE VIEWERS:The first City Council meeting of the month may be shown live on Channel 28 at 6:30 p.m.The meeting will be rebroadcast at the following times on Channel 28: Thursday 6:00 p.m. Sunday 11:00 a.m. Friday 10:00 p.m. Monday 6:00 a.m. City of Tigard Tigard Business Meeting—Agenda TIGARD TIGARD CITY COUNCIL MEETING DATE AND TIME: March 5,2019 - 6:30 p.m. Business Meeting MEETING LOCATION: City of Tigard-Town Hall- 13125 SW Hall Blvd.,Tigard,OR 97223 1. BUSINESS MEETING - 6:30 PM A. Call to Order B. Roll Call C. Pledge of Allegiance D. Call to Council and Staff for Non-Agenda Items 2. CITIZEN COMMUNICATION (Two Minutes or Less,Please) A. Follow-up to Previous Citizen Communication B. Citizen Communication—Sign Up Sheet 3. CONSIDER A RESOLUTION TO ESTABLISH THE WATER ADVISORY BOARD 6:30 p.m. estimated time 4. CONSIDER A RESOLUTION TO AMEND CITY COUNCIL GROUNDRULES, SUPERSEDING RESOLUTION NO. 17-01 6:45 p.m. estimated time 5. APPROVE TIGARD CITY COUNCIL BOARD &COMMI FLEE LIAISON ASSIGNMENTS 7:15 p.m. estimated time 6. CONSIDER ADOPTION OF CITY COUNCIL GOALS 2019-2021 7:30 p.m. estimated time 7. NON AGENDA ITEMS 8. EXECUTIVE SESSION: The Tigard City Council may go into Executive Session. If an Executive Session is called to order, the appropriate ORS citation will be announced identifying the applicable statute.All discussions are confidential and those present may disclose nothing from the Session. Representatives of the news media are allowed to attend Executive Sessions,as provided by ORS 192.660(4),but must not disclose any information discussed. No Executive Session may be held for the purpose of taking any final action or making any final decision. Executive Sessions are closed to the public. 9. ADJOURNMENT 7:35 p.m. estimated time AGENDA ITEM NO. 2B - CITIZEN COMMUNICATION DATE: March 5, 2019 (Limited to 2 minutes or less,please) The Council wishes to hear from you on other issues not on the agenda and items on the agenda, but asks that you first try to resolve your concerns through staff. This is a City of Tigard public meeting, subject to the State of Oregon's public meeting and records laws. All written and oral testimony becomes part of the public record. The names and addresses ofpersons who attend or participate in City of Tigard public meetings will be included in the meeting minutes, which is a public record. NAME,ADDRESS & PHONE TOPIC STAFF Please Print CONTACTED Name:b k A 0.1 L `J f CL 4/e,40 ,5 T Also,please spell your name as it sounds,if it will 5A0 help the presiding officer pronounce:`4?‹? r lkc!1:44 /4-trkor/tA) 04'146412k- Address ` �'tw' 'ThtC 'T i City -1n i D t 4 �0 . State K Zip �Z� :�-I-.*�`�•� Phone No. 4 3 Name: 6LA'n'; 64-C Tu C h L Also,please spell your name as it sous,if it will help the presiding officer pronounce: M-h:-f-v-p CO( } 4') Address 1 7 7 3 3 i/ill �--�� c�°(=mg City etv.04//CY) State The Zip 9 7e0(C Phone No. Name: Also,please spell your name as it sounds,if it will help the presiding officer pronounce: Address City State Zip Phone No. CITIZEN COMMUNICATION 1:\ADM\CITY RECORDERS\000 City Recorder-Records Resources and Policies\CCSignup\Citizen Communication.doc AIS-3751 3. Business Meeting One Meeting Date: 03/05/2019 Length (in minutes): 15 Minutes Agenda Title: Consider Resolution to Establish the Water Advisory Board Prepared For: John Goodrich, Public Works Submitted By: John Goodrich, Public Works Item Type: Motion Requested Meeting Type: Council Resolution Business Meeting - Main Public Hearing: No Publication Date: Information ISSUE Shall council adopt a resolution creating the Water Advisory Board? STAFF RECOMMENDATION / ACTION REQUEST Staff recommends that the council adopt the resolution to create the Water Advisory Board. KEY FACTS AND INFORMATION SUMMARY The city recently approved the Tigard Water Service Area Agreement between the City of Tigard (Tigard), City of Durham (Durham), and Tigard Water District (TWD) for delivery of water service. This agreement is effective January 1, 2019. Under the agreement, the city council must establish the Water Advisory Board (WAB),with each governing member (Tigard, Durham, TWD) providing one representative to the Board, and two "at-large" members. The WAB will be an advisory board and may make recommendations to the Tigard City council on significant water service issues including, but not limited to: •Water system rate methodology and structure to be charge to TWSA users; •System development charges and methodology to comply with state law and to provide that development growth within the existing TWSA and future areas added to the TWSA pay an equitable share; •Propose capital improvement plans, master plans, water management and conservation plans, curtailment plans, emergency plans and amendments; •Recommendations to the budget committee and council on budget requests or amendments to the existing budget for water system operation and maintenance or capital improvement projects; •Policies, rules and regulations regarding the water system or TWSA users which may be adopted by the Tigard City Council; •Proposed issuance of bonds secured by water system revenues; •Other related issues assigned by the council or as suggested by the WAB. The resolution creating the WAB and proposed bylaws have been reviewed by the city attorney, and copies were provided to the governing bodies of the Agreement. OTHER ALTERNATIVES Council could choose to not adopt the resolution to create the Water Advisory Board, and direct staff on further actions. COUNCIL GOALS, POLICIES,APPROVED MASTER PLANS City of Tigard is the authorized water supplier within the TWSA and is recognized by the Division of Drinking Water, Oregon Health Authority, and by the Washington County Public Health Division as a municipal water supplier. As such, Tigard has sole authority to carry out the functions of a water supplier and responsibility to meet regulatory and other requirements mandated by federal and state law and to meet the technical, managerial and financial responsibilities to all customers within the TWSA regardless of jurisdictional boundaries of the governing bodies within the Tigard Water Service Area Agreement. Tigard is committed to working together as good stewards of a fully integrated water supply system so that all current and future water system users in the TWSA receive a high-quality, economical water supply. DATES OF PREVIOUS COUNCIL CONSIDERATION On December 18, 2018 the council approved and adopted the "Tigard Water Service Area Agreement Among the City of Tigard, City of Durham, and Tigard Water District for Delivery of Water Service". Fiscal Impact Fiscal Information: No fiscal impact regarding WAB Activities Attachments Resolution Creating WAB Exhibit A-WAB Bylaws CITY OF TIGARD, OREGON TIGARD CITY COUNCIL RESOLUTION NO. 19- A RESOLUTION CREATING A WA 1'ER ADVISORY BOARD (WAB) TO ACT AS AN ADVISORY BODY TO THE TIGARD CITY COUNCIL AND STAFF TO CONTINUE TO WORK TOGETHER WITH THE CITY OF DURHAM AND TIGARD WATER DISTRICT AS GOOD S 1'EWARDS OF A FULLY INTEGRATED WA LER SUPPLY SYSTEM FOR CURRENT AND FUTURE WATER SYS LEM USERS WITHIN THE TIGARD WATER SERVICE AREA. WHEREAS,the cities of Tigard,King City and Durham (collectively the"Cities") withdrew territory and water system facilities from the original Tigard Water District boundaries effective July 1, 1993. Tigard Water District("TWD") turned over to the cities its water mains, service installations, structures, facilities, improvements and other property in the area withdrawn from TWD as it existed on June 30, 1993.All parties to the separate 1993 IGAs committed to cooperate with Tigard and each other in capital improvement planning and long-term water supply decisions so that Tigard could provide current and future water system users within the TWSA with high-quality water at a reasonable price;and WHEREAS,the 1993 IGAs expired on December 31,2018 and were replaced by the Tigard Water Service Area Agreement Among the City of Tigard,City of Durham,and Tigard Water District for Delivery of Water Service ("Agreement"), effective January 1,2019. Tigard has a previous agreement with the City of King City dated December 9,2014 that will remain in place;and WHEREAS,Tigard is the authorized water supplier within the TWSA and is recognized by the Division of Drinking Water, Oregon Health Authority,and by the Washington County Public Health Division as a municipal water supplier.As such,Tigard has sole authority to carry out the functions of a water supplier and responsibility to meet regulatory and other requirements mandated by federal and state law and to meet the technical,managerial and financial responsibilities to all customers within the TWSA regardless of the jurisdictional boundaries of parties to the Agreement;and WHEREAS,under the terms of the Agreement,the Tigard City Council will establish the Water Advisory Board ("WAB"). The WAB may adopt bylaws that must be approved by the Tigard City Council. The WAB will consist of five members. Members of the WAB will be designated by the respective governing bodies for approval by the Tigard City Council. At-large members will be nominated by the WAB with final decision and appointment by the Tigard City Council. NOW,THEREFORE,BE IT RESOLVED by the Tigard City Council that: SECTION 1: The Tigard City Council establishes the Water Advisory Board pursuant to the Agreement and the adopted bylaws; SECTION 2: Bylaws governing the Water Advisory Board are hereby adopted as specified in Exhibit A. SECTION 3: This resolution is effective immediately upon passage. PASSED: This day of 2019. RESOLUTION NO. 19- Page 1 Mayor-City of Tigard A 1'1'EST: City Recorder-City of Tigard RESOLUTION NO. 19- Page 2 EXHIBIT A BYLAWS OF THE CITY OF TIGARD WATER ADVISORY BOARD SECTION 1. CHARGE AND DUTIES (a) The Tigard Water Advisory Board ("WAB" or"the Board") has the powers conferred by the resolution creating the Board and approving these bylaws and such other powers as granted by the Tigard City Council,but no other powers. These bylaws are adopted by resolution of the Tigard City Council,are binding on the Board. The WAB may propose amendments to these bylaws that must be approved by the Tigard City Council. (b) The Board will act as an advisory body to the Tigard City Council and Staff pursuant to these bylaws. (c) The Board is charged with advising the Tigard City Council and staff by making recommendations to the council on significant water service issues including,but not limited to: • water system rate methodology and structure to be charged to TWSA users; • system development charges and methodology to comply with state law and to provide that development growth within the existing TWSA and future areas added to the TWSA pay an equitable share; • proposed Capital Improvement Plans,Master Plans,Water Management and Conservation Plans,Curtailment Plans,Emergency Plans and amendments thereto; • recommendations to the Budget Committee and Council on budget requests or amendments to the existing budget for water system operation and maintenance or capital improvement projects; • policies,rules and regulations regarding the water system or TWSA users which may be adopted by the Tigard City Council; • proposed issuance of borrowings secured by water system revenues; • proposed sale of water to areas outside the TWSA; • other water related issues assigned by the Tigard City Council or as suggested by the WAB SECTION 2. COMPOSITION (a) The WAB will consist of five members. Members of the Board will be designated by the respective governing bodies for approval by the Tigard City Council: Tigard- One Member Durham- One Member TWD -One Member At-Large—Two Members. One member who resides within the TWSA but outside Tigard and one member who resides within Tigard.At-large members will be nominated by the WAB with final decision and appointment by the Tigard City Council.The at- large members shall represent the interests of the general TWSA public. SECTION 3. APPOINTMENTS (a) Council will appoint individuals to meet the compositional requirements of the above. (b) Tigard,Durham,and TWD Board members will be an elected official serving on the appointing governing body. (c) Each governing body may appoint an alternate to attend meetings in the place of a regularly appointed WAB member.The alternate shall be appointed in the same manner and must meet the same qualifications as the regularly appointed WAB member. SECTION 4. TERMS OF OFFICE (a) Upon appointment as provided within the terms of the agreement,WAB members will serve an initial term from the date of appointment to December 31,2021. Members serve at the pleasure of the appointing body. (b) The at-large members serve at the pleasure of the Tigard City Council. (c) Thereafter,WAB members will be appointed in December of the expiring term year for the following four-year term. (d) Each term will begin on January 1st and end on December 31st four years hence. Each WAB board member serves until a successor has been appointed. (e) Members may be re-appointed to succeeding terms without limit. (f) Vacancies may be filled in the same manner as a regular appointment. (g) Members of the Board receive no compensation for their services. SECTION 5. ORGANIZATION OF THE BOARD (a) At its first meeting of the year,and thereafter annually,the Board will elect a Chair and Vice Chair from its members who will hold office at the pleasure of the Board. (b) If the Chair or Vice Chair should resign,the Board will,at its next meeting,conduct an election and provide a replacement. (c) WAB meetings will be held at least bimonthly in the Public Works Administrative Building. (d) Meetings may occur less frequently as provided in the bylaws. (e) If a meeting is held less than bimonthly,in lieu of a meeting Tigard shall provide an electronic status report to each Party that includes,but is not limited to,the information set forth within the Agreement under Section 6.4. (f) A special meeting or emergency meeting may be called as provided in the bylaws by the Chair or any two Members. (g) All meetings will be conducted in conformance with Oregon Public Meeting Law. (h) A record of the Board's proceedings will be filed with the city recorder. SECTION 6. VOTING (a) General procedures of the Board,including voting, shall follow Robert's Rules of Order. (b) A quorum of the Board is three (3) members. (c) All actions by the Board will require at least three (3) affirmative votes. SECTION 7. BOARD MEMBER RESPONSIBILITIES (a) Members of the Board will: (1) Regularly attend Board meetings and contribute constructively to discussions; (2) Consider and discuss issues from a"water service area" perspective,as well as that of particular stakeholders or interests; (3) Understand and be able to articulate the Board's charge,responsibilities,and duties under the provisions of the Agreement; (4) Strive to reach consensus on matters under consideration; (5) Act with respect and consideration for the viewpoint of others; (6) Review and provide comment on reports,presentation,and recommended policies or strategies related to water supply and utility service issues that may come before it;and (7) Vote on motions in front of the Board, except where reasonable abstention is necessary. SECTION 8. ATTENDANCE If any regular member of the Board is unable to attend a meeting,he or she is expected to notify the Chair or Vice Chair. If any at-large member is absent from any six(6),regularly scheduled meetings with one year or three (3) consecutive meetings without reasonable cause,the issue will be placed on the upcoming agenda,and upon majority vote of the Board,that position will be declared vacant. The Board will nominate a replacement at-large member and forward its action to the Mayor and Council,who will fill the vacant at-large position. SECTION 9. QUORUM At any meeting of the Board,a quorum will be at least three (3) members. No action will be taken in the absence of a quorum except that the meeting may continue with discussion on agenda items. For the purposes of forming a quorum,members who have disqualified or excused themselves from participation in any matter will be counted as present. In the event a quorum will not be present at any meeting,the Chair or Vice Chair will notify the Board members in advance so that a decision may be made whether to meet and take no action on agenda items, or to reschedule to a different time. SECTION 10. REMOVAL OF MEMBERS (a) The Tigard City Council may remove at-large members of the Board in accordance with Section 8 Attendance. (b) The Tigard City Council may also remove at-large members at its sole discretion. (c) The Board may make a recommendation to council for the removal of an at-large member for failure to comply with Section 7 Board Member Responsibilities. The Board will forward a recommendation for replacement to the Mayor and Council in a timely manner. SECTION 11. ANNUAL REPORT OF THE BOARD (a) Not later than December 1 of each year, the Board will prepare and file its Annual Report to the Tigard City Council. (b) The Annual Report will include a summary of key activities and proceeding and any specific suggestions or recommendations which the Board believe would assist its mission or improvement of the City's water utility services. (c) The Annual Report will not be submitted unless approved by the Board. SECTION 12. INCORPORATION OF TERMS These Bylaws will be interpreted to comply with the provisions of the "Tigard Water Service Area Agreement Among the City of Tigard,City of Durham,and Tigard Water District for Delivery of Water Service (2018)" ("the Agreement") and any amendments thereto. In the event that these Bylaws are in conflict with the Agreement,the terms of the Agreement prevail. AIS-3781 4. Business Meeting One Meeting Date: 03/05/2019 Length (in minutes): 15 Minutes Agenda Title: CONSIDER RESOLUTION TO AMEND THE CITY COUNCIL GROUNDRULES, SUPERSEDING RESOLUTION NO. 17-01 Prepared For: Marty Wine, City Management Submitted By: Kelly Burgoyne, Central Services Item Type: Motion Requested Meeting Type: Council Resolution Business Meeting - Main Public Hearing: No Publication Date: Information ISSUE Consider a resolution updating and amending the City Council Groundrules and superseding Resolution 17-01. STAFF RECOMMENDATION / ACTION REQUEST Adopt the proposed resolution. KEY FACTS AND INFORMATION SUMMARY At its special meeting of February 13, 2019, the City Council reviewed and discussed potential amendments to the City Council Groundrules as established by Resolution 17-01. Proposed changes include the processes and procedures section, "Council liaisons should consult the board chair regarding the frequency of their attendance." The City Council compensation section was changed to be consistent with Tigard Municipal Code, and this section and the code need to be changed to be consistent with state ethics law. Attached is a draft resolution prepared for Cuoncil review and consideration with requested changes to the Groundrules. Once adopted, the Mayor and Council are asked to sign a Certificate of Acceptance of the Code of Conduct as defined in the Groundrules. OTHER ALTERNATIVES Further revise the groundrules and the resolution. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION The last update to the Groundules occurred on January 3, 2017, with the adoption of resolution 17-01. Attachments Council Groundrules Exhibit A Resolution Groundrules Certification Exhibit A —Resolution No. 19- Tigard City Council Ground rules The Tigard City Council hereby adopts the following rules for government of its members and proceedings. (Tigard City Charter,Chapter IV,Section 13).These rules will be reviewed and signed by each councilor annually. 1. Mandates are not discretionary. Any council or councilor who fails to abide by these is at risk of serious trouble and/or dysfunction. 2. Processes and Procedures are the rules the council sets to manage its own business. 3. Mutual Expectations reflect agreements and understandings among councilors to behave in certain ways. Once agreements are made,councilors who do not abide by them are likely to be mistrusted by their colleagues. 4. General Guidelines for Effective, Respectful Councils are basic rules of courtesy and respect that should guide any Council...or any other group. 1. Mandates • In no case should councilors direct the work of staff.Take issues to the city manager first,giving as much information as possible to ensure a thorough response. • Council members will not contact a board member to lobby on behalf of an individual,business or developer. Council members may contact the board member in order to clarify a position taken by the board. Council members may respond to inquiries from board members. Communications should be for information only. • Board members do not report to individual council members. Individual councilors have no authority to remove board members. • Be aware of the public nature of written notes,calendars,voicemail messages,and e-mail. All written or recorded materials including notes,voicemail,text messages and e-mail created as part of one's official capacity will be treated as public communication. • Respect the professional duties of city staff. Council members should refrain from disrupting staff from the conduct of their jobs;participating in administrative functions including directing staff assignments;attending staff meetings unless requested by staff;and impairing the ability of staff to implement policy decisions. • ORS 244.025 prohibits any public official to solicit or receive any gift of$50 or more from anyone reasonably known to have a legislative or administrative interest. • ORS Chapter 244 governs conflicts of interest among Councilors and requires disclosure of all potential or actual conflicts of interest prior to that Councilor's participation in the matter. Councilors with actual conflicts of interest shall not participate in the decision except when allowed by law. Councilors with concerns or questions regarding conflicts of interest are encouraged to contact the Oregon Government Ethics Commission or city attorney. • Protect confidential information concerning litigation,personnel,property,or other affairs of the city. • Use public resources,such as staff time,equipment,supplies or facilities,only for city-related business. UPage Exhibit A —Resolution No. 19- • A council member may be censured by the other council members for misconduct, nonperformance of duty or failure to obey the laws of the federal,state,or local government. 2. Processes and Procedures Ending Time for Council Meetings • The chair or other members if the chair fails to remember may call for a point of order at or around 9 p.m. to review remaining agenda items. The council may reset or reschedule items, which it feels may not be reached prior to the regular time of adjournment. • The council's goal is to adjourn prior to 9:30 p.m. unless extended by majority consent of council members present. If not continued by majority consent,the meeting shall be adjourned to the next scheduled meeting or the meeting shall be continued to another regular or special meeting at another date and time. Citizen Communication • The"Citizen Communication"portion of the agenda is a regular feature of a council business meeting. To manage the agendas to allow council time to consider the remaining agenda items scheduled for the business meeting,this agenda item will be allotted a maximum of 20 minutes. This item will be placed near the beginning of the council agenda to give citizens a chance to introduce a topic to the City Council. The mayor or the council president (if the mayor is absent) may ask speakers to keep their remarks to about two to five minutes. If a large number of speakers have signed up,the mayor might ask speakers to keep their comments doser to two minutes. • At the conclusion of the Citizen Communication period,the mayor,a council member or staff member will comment what,if any, follow-up action will be taken to respond to each issue. At the beginning of Citizen Communication at the next business meeting,staff will update the council and community on the review of the issue(s),the action taken to address the issue,and a statement of what additional action is planned. Council may decide to refer an issue to staff and/or schedule the topic for a later council meeting. Budget Decisions • Budget cuts or increases are policy decisions. Budgets will not be cut"piece meal" or"across the board," but rather should be made in service or program areas,giving staff full opportunity to provide data clearly defining the anticipated impact of the action. Council Liaisons • Council liaison assignments are determined by consensus of City Council. The goal is to have assignments evenly divided between council members. When making assignments consideration should be given to continuity and the background,experience and expertise of individual councilors. Should two or more Council members seek appointment to a position,preference of the longest serving Council member may be a consideration. • The role of the council liaison is to periodically attend board meetings,listen to the board discussion,set context for the board regarding council decisions/goals/policies and city priorities,answer questions and carry concerns and information to report back to the full council. Council liaisons should consult the board chair regarding the frequency of their 2IPage Exhibit A—Resolution No. 19- attendance. Councilors should make their role clear to the board when attending a meeting as a council liaison. • Council liaisons are not to direct the business or decision-making process of the board and do not vote of matters before the board. • Council liaisons do not initiate,propose or advocate for their personal position on a matter before the board. • Council liaisons at times may advocate council actions on behalf of their assigned board. Great care must be taken to avoid the appearance of unfairness,conflict of interest or circumstances where such possibilities may exist(e.g.,Planning Commission quasi-judicial matters). • Council liaisons are expected to represent the city positively and promote constructive relationships with community volunteers and city partners. Failure to maintain positive relationships can result in the removal of a Councilor from committee assignments. City Council Compensation Today(2019),Section 2.44.020 of the Tigard Municipal Code provides for compensation for attendance at Council meetings and meetings for an intergovernmental board,committee or agency. The code states that the amount of the compensation for Council members may be reviewed and set annually by resolution of the City Council as part of the budget cycle.This Tigard Municipal Code section needs to be changed to meet Oregon Government Ethics guidance that it is a perceived and actual conflict of interest for Councilors to approve their current official compensation.The current ground rule also states that Council may elect to enter into an agreement with the Mayor or one City Councilor to assume additional responsibilities for additional compensation. The additional duties shall relate to representing the city on regional, state or federal issues and committees or task forces, and is set by agreement between the Mayor or Councilor and the Council members. (For 2019, Mayor Snider and Council President Goodhouse have agreed that the annual Mayor's stipend will be split between them.) 3. Mutual Expectations Communication among Councilors • Information received by a council member that affects the council should be shared with the whole council. The city manager is to decide on"gray areas,"but too much information is preferable to too little. • Councilors and the city manager agree to report and discuss any contact that might affect labor relations with the entire council in Executive Session. • No surprises or ambushes. • Bounce ideas off each other by phone or informal conversation,always mindful not to form a quorum. • Share substantive information that is relevant to a matter under consideration from sources outside the public decision-making process with fellow council members and staff. • It is the council's job to govern itself. If a discussion is going overly long or if a discussion becomes heated or tense,a council member may consider calling for a point of order to suggest taking a break or deferring the discussion to a future meeting. • The presiding officer should invite each councilor to express his or her opinion. 3IPage Exhibit A—Resolution No. 19- Communication with Staff • Councilors are encouraged to avoid substantive contact with staff below the department head level to avoid possible disruption of work,confusion on priorities and limited scope of responses. • The city manager shares information equally with councilors. Communication with Boards and Commissions • Council members may attend any board meeting,which is open to any member of the public. However,council members should be sensitive to the way their participation could be viewed as unfairly affecting the process. Communication with Other Public Agencies • Council members will be clear about representing the city or personal interests. If a council member appears before another governmental agency or organization to give a statement on an issue,the council member must clearly state whether the statement reflects personal opinion or is the official position of the city. • If a council member is representing the city on a board,committee or at a public meeting,that council member will consistently support and advocate the city's official position on an issue and cannot foster or further a personal viewpoint that is inconsistent with the official city position. Communication on Behalf of the City or the Council • Do not provide the official response to communications directed to the full council. The city manager or mayor will coordinate the response on behalf of the city. It is appropriate for councilors to acknowledge receipt of communication and thank the sender. • It is the policy of the council that if councilors are contacted regarding labor relations during labor negotiations or conflict resolution proceedings,the councilors have no comment. • Communication that represents the city's position on an issue should come through city hall and be provided by the city manager. Direct submittals or inquiries to the council or individual councilors should be referred to the city manager, or councilors may ask the city manager to look into an issue. • Make no promises on behalf of the council in unofficial settings. Council members will frequently be asked to explain a council action or to give their opinion about an issue as they meet and talk with citizens. It is appropriate to give a brief overview. Overt or implicit promises of specific action or promises that city staff will take a specific action are to be avoided. Use of Electronic Communications Devices During Council Meetings • Councilors shall not use electronic communication devices to review or access information regarding matters not in consideration before the council during a council meeting. 4. General Guidelines for Effective, Respectful Councils • Recognize that you are seen as a councilor at all times,no matter how you see yourself at any particular time. Thus,councilors are always treated by administration as council members. 41Page Exhibit A —Resolution No. 19- • Whenever you put anything in writing,assume that everyone in the city is looking over your shoulder. • If a communication is directed to an individual councilor,you may choose to respond as an individual or refer to the city manager. • Councilors are encouraged to maintain open communications with the city manager,both as a group and individually. • Councilors are encouraged to take issues to the city manager first,giving as much information as possible to ensure a thorough response. In the absence of the city manager,councilors are encouraged to contact the assistant city manager. In the absence of both the city manager and the assistant city manager,councilors are encouraged to contact the department head,realizing that the department head will discuss any such inquiries with the city manager. • Communicate clearly,directly and respectfully. Focus on problems and solutions,not people. • Our goal is mutual confidence and respect with staff. Compliment staff members when they make good presentations. Be friendly. Attend staff occasions when you can. • Be courteous. • Honestly share concerns and opinions with each other. • Don't blurt it out on TV. • If you hold back in a meeting, follow up later with fellow councilors or the City Manager. • Spending casual time together is allowed and encouraged. • Practice civility.professionalism and decorum in discussions and debate. Difficult questions, tough challenges to a particular point of view,and criticism of ideas and information are legitimate elements of democratic governance. This does not allow,however,council members to make belligerent,personal, slanderous,threatening,abusive,or disparaging comments. • Avoid personal comments that are intended to.or could reasonably be construed to,offend other members or citizens. If a council member is offended by the conduct or remarks of another member,the offended member is encouraged to address the matter early with the offending member. • Continue respectful behavior in private. The same level of respect and consideration of differing points of view deemed appropriate for public discussion should be maintained in private conversations. • Even private conversations can have a public presence. Council members should be aware that they are the focus of the public's attention. Even casual conversation about city business,other public officials or staff may draw attention and be repeated. • Understand proper political involvement. Council members,as private citizens,may support political candidates or issues but such activities must be done separate from their role as a council member. • Be welcoming to speakers and treat them with respect by giving them full attention demonstrated by eye contact and active listening;avoid interrupting them with questions or comments. For many citizens, speaking in front of the council is a new and difficult experience. • Council members should commit full attention to the speaker. Comments,questions,and non- verbal expressions should be appropriate,respectful and professional. • Be honest with fellow council members,the public and others. 5IPage Exhibit A—Resolution No. 19- • Credit others' contributions to moving our community's interests forward. • Make independent,objective,fair and impartial judgments by avoiding relationships and transactions that give the appearance of compromising objectivity,independence,and honesty. • Review materials provided in advance of the meeting. • Make every effort to attend meetings. • Be prepared to make difficult decisions when necessary. • Contribute to a strong organization that exemplifies transparency. • Make decisions after prudent consideration of their financial impact, taking into account the long-term financial needs of the city. • Promote meaningful public involvement in decision-making processes. • Treat council members,board members, staff and the public with patience,courtesy and civility, even when we disagree on what is best for the community. • Conduct myself in a courteous and respectful manner at all times. • Encourage participation of all persons and groups. 61 Page CITY OF TIGARD, OREGON TIGARD CITY COUNCIL RESOLUTION NO. 19- A RESOLUTION AMENDING THE COUNCIL GROUND RULES AND SUPERSEDING RESOLUTION NO. 17-01. WHEREAS,the Council Groundrules were reviewed and updated on January 3,2017,with the adoption of Resolution 17-01;and WHEREAS,newly elected officials and mid-term elected officials reviewed the ground rules during a special council meeting held February 13,2019;and WHEREAS,the City Council determined at the February 13,2019 meeting that updating the groundrules was desired. NOW,THEREFORE,BE IT RESOLVED by the Tigard City Council that: SECTION 1: Council Groundrules as outlined in Exhibit A represent the agreement of the Mayor and City Councilors and are hereby adopted. SECTION : This resolution is effective immediately upon passage. PASSED: This day of 2019. Mayor-City of Tigard A 1'1'EST: City Recorder-City of Tigard RESOLUTION NO. 19- Page 1 TIGARD CITY COUNCIL GROUNDRULES COUNCIL GROUNDRULES CERTIFICATION As a member of the Tigard City Council,I affirm that: ✓ I have read and understand the Council Groundrules including the Code of Conduct and its application to my role and responsibilities while serving on the City Council. ✓ I pledge to conduct myself by the Council Groundrules/Code of Conduct. ✓ I understand that I may be officially censured by the City Council if my conduct falls below these standards. Signature: Position: Signed this day of ,20 AIS-3782 5. Business Meeting One Meeting Date: 03/05/2019 Length (in minutes): 5 Minutes Agenda Title: APPROVE TIGARD CITY COUNCIL BOARD & COMMITTEE LIAISON ASSIGNMENTS Prepared For: Marty Wine, City Management Submitted By: Kelly Burgoyne, Central Services Item Type: Motion Requested Meeting Type: Council Business Meeting - Main Public Hearing: No Publication Date: Information ISSUE Consider and adopt Council liaison assignments to Tigard's boards and committees for 2019. STAFF RECOMMENDATION / ACTION REQUEST Consider and adopt Council liaison assignments to Tigard's boards and committees for 2019. KEY FACTS AND INFORMATION SUMMARY At the City Council's ground rules meeting on February 13, 2019, the City Council discussed and determined the Council liaison assignments for Tigard's boards and committees. An updated matrix outlining the board and committee assignments for 2019 is attached that reflects the assignments made by consensus of the City Council. Council ground rules guide the activities of the Council liaisons which are made by consensus of the Council. The role of the council liaison is to periodically attend board meetings, listen to the board discussion, set context for the board regarding council decisions, goals and policies, and city priorities, answer questions and carry concerns and information back to the full council. Council liaisons are not to direct the business or decision making process of the board and do not initiate, propose or advocate for their personal position on a matter before the board. OTHER ALTERNATIVES The Council could consider alternative liaison assignments. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS City Council will consider a resolution at the March 5, 2019 meeting to update the Council ground rules. DATES OF PREVIOUS COUNCIL CONSIDERATION Council ground rules meeting February 13, 2019. Attachments Board&committee matrix 2019 City Council Appointment Matrix Updated 2-14-19 Regional Liaison Assignments Primary Committee Name Representative Alternate Rep Meeting Frequency Time Expectation Staff Liaison Arts Council (to be developed) Audit Committee CC Lueb CC Pres. 3- 6 times per year 10-12 hours per yr. Jared Isaksen Goodhouse Audit Committee is responsible for selecting the city's auditing firm and meets twice (minimum) with CPA firm reps appointed to perform the city's annual financial audit. Members participate in the appointment,compensation,retention and oversight of any independent accountants engaged for the purpose of preparing and issuing an independent audit report or performing other independent audit,review or attest services. Additionally,members will assist the city and make recommendations on Performance Audits in calendar years 2019 and 2020. Budget Committee All Council None 3-4 consecutive Monday 12-15 hours/yr Toby LaFrance evenings in April&May The Budget Committee provides a public forum to obtain public views in the preparation of fiscal policy. Budget Subcommittee-Social Services CC Anderson None 2 meetings in March 10 hours a year Toby LaFrance Reviews applications submitted by social service agencies for contributions from the city. Consists of 1 Councilor and 2 citizen-members of the Budget Committee. Budget Subcommittee-Events All Council None Study Session in March 5 hours/yr (reading Toby LaFrance proposals&deliberation) Reviews requests for contributions to community events. Community Development Block 2 td Thursday of the month Approximately Grant Policy Advisory Board CC Newton Schuyler Warren at 7 p.m. Location rotates 2 hours month Schuyler Warren By IGA,Washington Co. established the Community Development Policy Advisory Board (PAB) to represent the County Consortium,make recommendations to the County Commissioners on all matters pertaining to the CDBG program. Includes a representative,generally an elected official, from the County and each of the 11 participating cities in the county 2019 Council Appointment Matrix—Page 1 Updated 2-14-19 Committee Name Primary Alternate Rep Meeting Frequency Time Expectation Staff Liaison Representatives Greater Portland Inc. Small Cities CC Pres Goodhouse None Monthly in Tualatin, 1 hour/month Consortium(GPI SCC) follows MMC meeting The Small City Consortium consists of small cities and public entities throughout the region that are represented as a group on the GPI Board by an annually-elected representative. Provides economic development support,collaboration and coordination with regional partners and assists with competitiveness strategies. Metro Joint Policy Advisory Beaverton Mayor Cornelius Mayor 3rd Thursday/month 7:30- Commission on Transportation Doyle Dalin 9 a.m. @Metro 2-3 hours Dave Roth PACT) Tigard monitors meetings of this 17-member committee which provides a forum for elected officials and representatives of agencies involved in transportation to evaluate transportation needs in the region and to make recommendations to Metro council. Mayor's Appointment Advisory The Councilor serving as liaison to the committee that is recruiting will interview applicants with Depends on the Committee the committee's staff liaison and make recommendations to the Mayor. committee recruiting The councilor serving as the recruiting committee's council liaison will interview applicants with the staff liaison to fill available seats on city boards, committees and commissions. Recommendations for appointment are given to the Mayor for selection. Metropolitan Area Communications Quarterly,set by Board when they meet,usually Commission (MACC) CC Newton Louis Sears Wed. lunch@ MACC office in Beaverton Louis Sears MACC is the governing body that oversees the contracts for cable services and TVCTV. The Executive Committee meets separately to make recommendations to the Commission on administrative issues including budget and the review of the Executive Director. Metropolitan Mayors Consortium 4d'Thursday @ noon in (MMC.) Mayor Mayors only Tualatin 3 hours/month None Consortium is comprised of all Mayors in the metro area and represents the city on regional policy issues and interests. Regional Water Providers Quarterly meeting held at Consortium(RWPC) CC Anderson John Goodrich Metro 8 hours/year John Goodrich Consortium is comprised of all water suppliers in the metro area. The Councilor appointee to this group represents the city on regional policy issues. Southwest Corridor Steering Mayor CC Pres. 2nd Mon.,9-11 a.m.—date 2-3 hours/mo. Kenny Asher Committee(SWC) Goodhouse &location by TriMet Consists of project partners,elected and appointed officials from jurisdictions involved in the next phase of possible Light Rail in the Southwest Corridor. 2019 Council Appointment Matrix—Page 2 Updated 2-14-19 Committee Name Primary Alternate Rep Meeting Frequency Time Expectation Staff Liaison Representatives • Tigard Chamber Government CCAnderson None 3rd Thurs. @ 1:30 p.m. at 2 hours/mo. none Affairs&Public Policy(GAPP) Tigard Chamber Membership tracks and reviews relevant city,county and state initiatives,bills,measures,legislation,proposals and more that effect the local economy and business activity/livelihood, determines positions using the Tigard Chamber Business Advocacy Agenda and Legislative Policy Guide as filters. Tigard-Lake Oswego Joint Water Tigard has two seats: Quarterly-location Partnership Oversight Committee CC Newton, CCP Goodhouse rotates between Tigard& 2-4 hours/mo. John Goodrich (01/C) Lake Oswego Membership is comprised of staff and elected officials to govern water partnership between the cities. Town Center Development Agency All Council None Part of Council meeting Appx. 2 hours/month Sean Farrelly (ICDA) agenda when needed. Charged with the revitalisation of downtown and implementation of the Urban Renewal Plan approved by voters in May of 2006. Washington Co. Coordinating Mayor CC Anderson 2°'Monday @noon 2 hours per month Dave Roth Committee (WCCC) Beaverton Library WCCC reviews and comments on major land use and transportation issues and provides a forum for discussion which results in recommendations for a coordinated approach between jurisdictions.The Committee has specific authority on the Major Streets Transportation Improvement Program(MSTIP) and the Countywide Traffic Impact Fee (TIF) program. Representatives to JPAC and MPAC from County and cities in the Co.will be on the policy body. Water Advisory Board Bi-monthly @ Public Works (WAB is new, replaces IWB) CC Lueb Mayor or less often as decided by IBD John Goodrich members Established per terms of Tigard's agreement with Durham and the Tigard Water District to deliver water service to the Tigard Water Service Area (TWSA). Members commit to working together and with other agencies and jurisdictions in a cooperative effort to plan for the future long-term water supply needs of the TWSA and make recommendations to Tigard City Council on significant water service issues. Scheduled for Council meeting:3/5/19 Plus,monthly breakfast Westside Economic Alliance Board 4th Wed.@7:30-9 a.m. at (WEA) Mayor CCP Goodhouse St.Vincent's Hospital forum if interested in None the topic Create an environment conducive to business growth,working to influence decisions on policies and regulations impacting the economic vitality of the area. Tigard's Mayor position holds a seat on the Board of Directors. WEA Government Relations 2nd Thurs. @ 7:30 a.m. in Committee CCP Goodhouse None Lake Oswego 2 hours/month None The Government Relations Committee meets to talk about the Legislative session and other issues affecting the region. Meeting is held at Jordan Ramis (Two Centerpointe Dr., 5th Floor,Lake Oswego,OR 97035) unless otherwise noted. 2019 Council Appointment Matrix—Page 3 Updated 2-14-19 Committee Name Primary Alternate Rep Meeting Frequency Time Expectation Staff Liaison Representatives Quarterly,last Mon. of Jan., Brian Rager,John Willamette Intake Facility (W7F) CCP Goodhouse CC Anderson April,July,Oct.,6-8 p.m. @ 6 - 8 hours/year Goodrich TVWD 2/13/18:Council adopted an ordinance/IGA for joint ownership,operation and management of the Willamette Intake Facilities. Tigard,Sherwood, Wilsonville,Hillsboro,Beaverton and Tualatin Valley Water district are member agencies,with TVWD as the managing agency. Willamette River Water Coalition CCP Goodhouse CC Anderson Quarterly, 1st Wed.in Feb, 6 - 8 hours/year John Goodrich (WRWC) May,Aug Nov.,5 p.m.@ PW The Willamette River Water Coalition (WRWC) was created in 1997 under ORS Chapter 190 and is comprised of four local governments that have united together in order to preserve water rights/access to the Willamette River as a potential municipal and industrial water source for their communities. Member cities:Tigard,Tualatin,Sherwood,and the Tualatin Valley Water District. Tigard Board & Committee Liaison Assignments Primary Time Committee Name Representative Alternate Rep Meeting Frequency Expectation Staff Liaison Committee for Community CC Newton CC Lueb 3rd Wednesday/quarterly @ 7p.m. 6 hours/year Nadine Robinson Engagement (CCE) at PW building The Committee for Community Engagement is charged with oversight,accountability and policy direction on program design for citywide community engagement activities.This includes review,commend and recommendation on specific plans for community input, feedback,education and information.The goal is to inspire active two-way community engagement,broad participation of diverse community members and encourage shared responsibility and ownership(community members and elected officials)to use knowledge, skills and experience to improve the community and advance the city's strategic vision. Development Advisory Committee CC Anderson CC Lueb Quarterly as needed Kenny Asher This committee developed from settlement with HBA. Scope and details will be determined. Homelessness Task Force CC Anderson None TBD Kent Wyatt (ad-hoc) Task force to identify short-term and long-term recommendations to the City Council focused on issues related to homeless population in Tigard.Task Force of 10-15 community leaders representing organizations that serve and support those experiencing homelessness. Levy/Bond Task Force Councilors Newton and Lueb (no alt.) 3rd Thursday/month I Kent Wyatt 2019 Council Appointment Matrix—Page 4 Updated 2-14-19 Task force to identify&consider solutions,such as a local option levy,to prevent an erosion of city services caused by 4%cost growth and 3.5% revenue growth per annum. In December, the City Council will receive the task force's recommendation on how to address the financial challenges. Primary Time Committee Name Representative Alternate Rep Meeting Frequency Expectation Staff Liaison Library Board CC Lueb ? 2"d Wednesday- 7 p.m. 2 hrs/mo Margaret Barnes This board advises Council on library policies,budget, facilities &other community needs to provide quality library service,per TMC 2.36.030. Park& Recreation Advisory CC Lueb None 2nd Monday@ 7 p.m.in the Water 2-3 hrs/mo Steve Martin Board (DRAB) Bldg To advise the Council on park and recreation policies, facilities,programs and budgets. Planning Commission CC Anderson None 1"&3`1 Monday @ 7p.m. 5-6 hrs/mo Tom McGuire Assists the City Council to develop,maintain,update and implement the Comprehensive Plan,to formulate the Capital Improvements Program,and to review and take action on development projects and development code provisions delegated to the Commission. Town Center Advisory CCP Goodhouse CC Newton 2"d Wednesday @ 6:30 p.m. 3-5 hrs/mo Sean Farrelly Commission (ICAC) The TCAC makes recommendations to the TCDA on urban rcnewal policy,budget and implementation to improve Tigard's urban renewal districts. Urban Renewal Funding Councilors Lueb &Anderson* As needed Sean Farrelly Selection Subcommittee To encourage businesses to make improvements to storefronts or commercial facades in downtown by providing design assistance and/or matching funds and to make recommendations for various public art options that may be purchased with the urban renewal funds for the Main St./Green St.project. '"Two council reps required. Transportation Advisory Mayor CCP Goodhouse 1St Wednesday, 6:30 p.m.,Library 2 hr. meetings Dave Roth Committee (1"1AC) 2 floor Conf.Rm. Advisory to council&staff regarding planning and development of a comprehensive transportation network,including development of plans and corresponding financing programs;development of funding mechanisms and sources to implement transportation projects and ensure adequate maintenance of the existing transportation infrastructure;public involvement and education in transportation matters and ways to improve traffic safety and accessibility in all transp.modes. Bike/Ped Subcommittee:The group typically meets from 5-6:30 p.m. on 3rd Thurs./month in Red Rock Creek Conference Room at City Hall. Charged with identifying and prioritizing projects to address gaps and key connections in the city's pedestrian and bicycle transportation system,providing input on project design and planning issues related to walking and cycling and helping city staff understand the needs of walkers and cyclists who travel in and around Tigard. Transportation Strategy Team Mayor CCP Goodhouse 4th Tuesday @ 5 p.m.in Red Rock 1.5 hours/mo Dave Roth (FST) Creek Staff-level planning group to inform and propose approaches to all aspects of Tigard's transportation system,including advancing the city's strategic plan, funding and grants,CIP prioritization,and recommendations regarding regional funding and transportation project priorities. Tigard Youth Advisory Council CC Newton CC Lueb 1S'Monday/mo. @ 4 p.m. at Permit 2-3 hours/mo Kent Wyatt 2019 Council Appointment Matrix—Page 5 Updated 2-14-19 (IYAC) Ctr#1 Tigard students in grades 6-12 advise City Council on the best ways to build developmental assets for each youth in Tigard.The Youth Advisory Council also facilitates the development and implementation of programs and activities that are important to youth. 2019 Council Appointment Matrix—Page 6 Updated 2-14-19 AIS-3783 6. Business Meeting One Meeting Date: 03/05/2019 Length (in minutes): 30 Minutes Agenda Title: REVIEW AND CONSIDER ADOPTION OF DRAFT CITY COUNCIL GOALS 2019-2021 Prepared For: Marty Wine Submitted By: Kelly Burgoyne, Central Services Item Type: Motion Requested Meeting Type: Council Business Meeting - Main Public Hearing No Newspaper Legal Ad Required?: Public Hearing Publication Date in Newspaper: Information ISSUE Review and consider adopting City Council Goals for 2017-2019. STAFF RECOMMENDATION / ACTION REQUEST Discuss and consider adoption of Council goals for 2019-21. KEY FACTS AND INFORMATION SUMMARY Every two years, the Tigard City Council sets goals for its priorities for Council attention and action. The criteria for setting goals that the Council agreed on included: a policy-level focus; two-year timeframe; limit impacts on core service delivery; implement the strategic plan; be achievable; and that goals would benefit the whole. On February 12, the City Council met in a goal setting session focused on the two-year timeframe that the council will serve together, 2017-2019. The facilitated discussion included an inventory of possible issues as priorities that were previously identified to the facilitator through individual interviews with the City Council. Through its discussion, the City Council agreed that it would focus its attention and action over the next two years in five areas (in no particular priority order): - Ensure the City's continued financial stability and sustainability while providing mandated services. Seek ways to fund and increase services valued by the community. - Invest and connect key areas of the city to promote economic growth and community vitality. - Ensure Tigard grows and develops in a smart and inclusive manner. - Enhance two-way communication to understand community priorities and involve the community in the decision-making process. - Enhance walkability and pedestrian connectivity. The goal-setting session was facilitated by Jeff Aprati of Jensen Strategies, and the goal-setting report from both council goal-setting and groundrules meeting is attached. The discussion regarding goals begins on page 6 of the Jensen report. Potential draft goals including strategies to carry out the goals (as refined, drafted and provided by city staff) is presented for Council consideration and discussion. OTHER ALTERNATIVES City Council may: - Choose to amend these goals for the next two-year period. - Develop alternative goals for adoption. - Not adopt Council Goals. COUNCIL OR TCDA GOALS, POLICIES, MASTER PLANS DATES OF PREVIOUS CONSIDERATION 2017-19 Council Goals were adopted on January 27, 2015. Attachments Council Goals draft Jensen Report 2019-2021 Tigard City Council Goals Priorities for Council Attention and Action On February 12, the Tigard City Council discussed the city's goals for the next two years. Criteria for the goals included a policy-level focus;two-year timeframe;limited impacts on core service delivery; implementing the strategic plan;be achievable;and benefit the whole. Goal 1: Ensure the City's continued financial stability and sustainability while providing mandated services. Seek ways to fund and increase services valued by the community. Corresponds to Strategic Plan Goal 4 Develop a communications plan, for city staff and elected officials, to Strategy 1.1 engage the public about the cost and value of city services and explain funding challenges. Increase trust with the community by regularly publishing a City report Strategy 1.2 card, detailing our progress and challenges, and comparing our work to peer cities. Strategy 1.3 Pursue a public safety local option levy and/or bond in May 2020. By May 2019, determine specific services and/or facilities the voter will Strategy 1.3.1 get by approving a local option levy and/or bond proposal and begin communicating it to the voters. Council will actively participate in the city's communications regarding the Strategy 1.3.2 community benefits of the local option levy and/or bond. Strategy 1.3.3 By mid January, 2020 refer a local option levy and/or bond for voters to consider at the May,2020 election. Draft Tigard City Council Goals—Page 1 Goal 2: Invest and connect key areas of the city to promote economic growth and community vitality. Corresponds to Strategic Plan Goal 2 Strategy 21 Ensure that Tigard Triangle urban renewal investments promote equitable development and create a vibrant,walkable, and connected district. Continue to make Downtown Tigard a place people want to be by making substantial progress on projects that attract new residential and business investment: • Design and engineering of the Universal Plaza Strategy 2.2 • Construction of the Tigard Street Heritage Trail/Rotary Plaza • Redevelopment of the Main St. at Fanno Creek property • Main Street Green Street Phase 2 • Fanno Creek Overlook Ensure the Southwest Corridor project maximizes benefits to the Tigard community and minimizes negative impacts by implementing the Strategy 2.3 memorandum of understanding with Tri-Met. Ensure pedestrian access to Tigard light rail stations is prioritized in station area access plans. Complete an initial assessment of Washington Square Regional Center Plan District and related development code. Identify barriers to redevelopment Strategy 2.4 and begin a project of plan and code updates to attract investment in commercial, office, and high-density residential development at a range of price points. Draft Tigard City Council Goals—Page 2 Goal 3: Lnsure Tigard grows and develops in a smart and inclusive manner. Corresponds to Strategic Plan Goal 2 Secure external resources to expand the City's urban growth boundary in the South River Terrace Area. The city will direct the work and application for UGB expansion planning, to include equitable development, contingent Strategy 3.1 on all direct and overhead costs funded by private sector partners, and while ensuring that existing city plans and projects are neither slowed nor disrupted. Complete an Affordable Housing Plan and adopt recommended strategies to promote the Strategy 3.2 Increase advocacy affordable at the regional level for housinggr ha t is affordable,fTigard. d funding of strategies through an excise tax. Study the viability for any future expansions of the city's urban growth Strategy 3.3 boundary to include employment land so that new growth and ongoing service costs to Tigard residents and businesses are balanced. Goal 4: Enhance two-way communication to understand community priorities and involve the community in the decision-making process. Corresponds to Strategic Plan Goal 3 (update underway) Develop strategies for city staff and Council to engage with and hear Strategy 4.1 directly from a wide variety of residents and businesses on important issues. Initiate conversations with residents of unincorporated areas,within the Strategy 4.2 urban growth boundary, about the opportunity for annexation. Increase community understanding and knowledge of the city, its services Strategy 4.3 and fiscal situation. Promote an inclusive, open-minded, and progressive community. Strategy 4.4 Implement initiatives to improve city services and participation that captures the diversity of the community and improves equity and inclusion. Draft Tigard City Council Goals—Page 3 Goal 5: Enhance walkability and pedestrian connectivity. Corresponds to Strategic Plan Goal 1 Develop an implementation strategy related to the ADA Transition Plan Strategy 5.1 to identify the priorities for wheelchair ramps and public sidewalks that must be repaired or replaced to meet current ADA guidelines. Invest in walking connections by reviewing the Tigard sidewalk infill study uing dedicate Strategy 5.2 forpedestrin and bike facility prof projects in thetospecific city's Capital Improvement Plan equaling at least ten percent of the transportation CIP costs. Continue to advance and develop Safe Routes to School (SRTS) plans for Strategy 53 Tigard schools and implement an improvement for at least one school per year including funding priorities. Use Complete Streets Policy and update the Transportation System Plan Strategy 5.4 to implement Neighborhood Traffic Management Program, Citywide Traffic Safety Action Plan, and Pedestrian crossing improvement plan. Strategy 5.5 Seek Regional Transportation Options funding to develop a regional trail wayfinding plan, and improve signage along the Fanno Creek Trail. Draft Tigard City Council Goals—Page 4 OVERVIEW INTRODUCTION To provide structure and strategic direction to -'` ? %, _ f 4 its policy development efforts, the Tigard City ik Council engages in a biannual goal setting ,: ,i ¢ ' process, in which a Council retreat is held shortly after each general election once ��r Council members have been sworn in for the r111/6 new term. ; In conjunction with its goal setting exercise, the _ - Council also uses the retreat as an opportunity i to review its Council Groundrules, which articulate a series of principles the Council agrees to uphold regarding their mutual interactions, behavior, and conduct of business, and to designate liaison assignments to a variety of boards and committees (both internal and external to the City). The City of Tigard retained Jensen Strategies (consultant)to facilitate its 2019 Council retreat. The retreat was held over two consecutive evenings, on Tuesday, February 12 at the Public Works Auditorium (8777 SW Burnham St.), and on Wednesday, February 13 at the Fanno Creek House (13335 SW Hall Blvd). The first session focused on goal setting for the 2019-2020 period, while the second centered around the Groundrules and liaison assignments. The participant list and retreat agendas can be found in Appendices A, B,and C respectively. 2 Tigard Council 2019 Retreat Summary RETREAT OUTCOMES GOAL SETTING PROCESS The consultant employed a collaborative, consensus-based approach in facilitating the retreat. In an effort to ensure that all applicable points of view were heard and understood at the outset, the consultant began the process by conducting interviews with all members of the City Council, inquiring as to their perceptions of Tigard's strengths and challenges, as well as their preliminary ideas for policy goals for 2019-2020. Draft Goals Using the preliminary goal ideas gathered from the Council interviews, the consultant developed a draft set of goals for the Council to discuss and revise at the retreat. The draft goals were crafted within a hierarchical structure stemming from the City's Strategic Plan `Vision' statement(available in Appendix D), thereby ensuring continuity of purpose and clarity of intent. `Goals' were written to describe the Council's desired policy outcomes, while also noting the way in which the goal fits within the Strategic Plan's framework. Under each goal were several `Strategies,' articulating the means for accomplishing goals and establishing a strategic direction for policy implementation. Specific, on-the-ground implementation steps will be identified by staff going forward, and thus `Actions' were not included as part of the Council's goal discussion. Figure 1 on the following page illustrates the hierarchical goal approach used by the consultant. 3 Tigard Council 2019 Retreat Summary Figure 1 VISION GOALS Retreat Focus: STRATEGIES The initial draft goals prepared for the Council's consideration were as follows: Draft Goal 1: Ensure that the City has the financial resources necessary to maintain desired service levels Corresponds to Strategic Plan Goal 4 Draft Strategy A: Develop communications plans to engage the public about the cost and value of city services, and explain funding challenges Draft Strategy B: Pursue a local option levy in Spring 2020. Draft Goal 2: Continue to spur investment and connectivity in key areas of the city to promote economic growth and community vitality. Corresponds to Strategic Plan Goal 2 Draft Strategy A: Continue to establish the Tigard Triangle as a "multimodal district connected to the City and the region that attracts new residents and businesses." Draft Strategy B: Continue to "Make Downtown Tigard a place people want to be"with residential units, gathering spaces, entertainment, restaurants, and shopping options. Draft Strategy C: Ensure the final alignment of the Southwest Corridor project is consistent with the City's interests. 4 Tigard Council 2019 Retreat Summary Draft Goal 3: Ensure that Tigard's growth occurs in a prudent and inclusive manner. Corresponds to Strategic Plan Goal2 Draft Strategy A: Examine the possibility of expanding the City's urban growth boundary (River Terrace area). Draft Strategy B: Pursue annexation of unincorporated territory within the urban growth boundary. Draft Strategy C: Develop approaches to promote affordable housing in Tigard, including robust advocacy at the regional level. Draft Goal 4: Enhance the City's efforts to actively engage residents and encourage public input in municipal decision-making processes. Corresponds to Strategic Plan Goal3 Draft Strategy A: Organize regular `listening sessions' at which Council members can hear directly from constituents on important issues. Goal Discussion and Refinement A matrix containing the draft goals produced by the consultant were presented to the Council at the goal setting meeting on February 12. During the beginning stages of the retreat, staff were given an opportunity to share their own proposals for Council goals. Notably, the two goal topics mentioned by staff were consistent with the Council's initial goal ideas: pursuing a local option levy and increasing community engagement. Following the staff's input, the consultant led the Council through consideration of the draft content, beginning with high-level `Goals' and followed by corresponding `Strategies.' The Council reviewed each item and decided, on a consensus basis, whether and how to add, remove, and/or edit text. The Council also agreed that any new goals added should meet the following criteria: Goal Criteria • • Policy-level focuseaat • Two-year timeframe • Limited impact on core service delivery >1 rF _ `;. t' • Implement the Strategic Plan • Achievability ...� ; • Benefit the whole community 5 Tigard Council 2019 Retreat Summary Once the Council had proceeded through all the proposed goals and strategies and reached initial agreement on revised verbiage, staff were invited to provide feedback on what had been developed so far. Upon consideration of staff's feedback and after further discussion, the Council added clarifying points to the goal matrix to underscore its intent. A complete list of the Council's 2019-2020 Goals and Strategies, as refined at the February 12 retreat session, are included on the following pages. 2019-2020 COUNCIL GOALS (as refined on 2/12/19) Goal #1: Ensure the future financial stability of the City while providing both mandated services and services valued by the community. Corresponds to Strategic Plan Goal 4 Develop communications plans to engage the public about the cost and value of city services, and explain funding challenges. • Council will take an active role in engaging the Strategy 1.1 public. • Create and regularly distribute a City report card, explaining where we are and how we compare to peer jurisdictions. Strategy 1.2 Pursue a local option levy and/or bond in Spring 2020. 6 Tigard Council 2019 Retreat Summary Goal 4#2: Invest and connect key areas of the city to promote economic growth and community vitality. Corresponds to Strategic Plan Goal 2 Establish the Tigard Triangle as a "multimodal district Strategy 2.1 connected to the City and the region that attracts new residents and businesses." Continue to "Make Downtown Tigard a place people want to be" with residential units, gathering spaces, Strategy 2.2 entertainment, restaurants, and shopping options. • (staff will provide a list of particular projects to emphasize) Ensure the Southwest Corridor project maximizes Strategy 2.3 benefits to the Tigard community and minimizes negative impacts, through implementing the MOU. Strategy 2.4 Washington Square Regional Center Plan District. 7 Tigard Council 2019 Retreat Summary Goal #3: Ensure Tigard grows and develops in a smart and inclusive manner. Corresponds to Strategic Plan Goal2 Expand the City's urban growth boundary in the South River Terrace area. Strategy 3.1 • Contingent upon all necessary additional staff positions being funded by private sector partners, with the understanding that UGB expansion will impact staff capacity throughout the organization. Implement strategies to promote the development of Strategy 3.2 affordable housing in Tigard, including robust advocacy at the regional level. 8 Tigard Council 2019 Retreat Summary Goal #4: Engage and involve residents to encourage participation in municipal decision-making processes. Foster two-way communication to educate, inform, and listen to residents about important city issues. Corresponds to Strategic Plan Goal 3 Develop strategies for staff and Council to engage Strategy 4.1 and hear directly from residents on important city issues. Engage residents of unincorporated territory within Strategy 4.2 the urban growth boundary, and discuss the possibility of annexation. Goal #5: Enhance walkability and pedestrian connectivity. Corresponds to Strategic Plan Goal] 9 Tigard Council 2019 Retreat Summary GROUNDRULES During the second retreat session on February 13, the consultant facilitated a discussion concerning the Council Groundrules, which, as stated above, articulate a series of principles and expectations regarding the Council's interpersonal dynamics and conduct of business. The Groundrules document is divided into four sections: Mandates, Processes and Procedures, Mutual Expectations, and General Guidelines for Effective, Respectful Councils.The group proceeded through each section of the Groundrules (the pre-retreat version of which is contained in Appendix E), and considered whether any alterations were warranted. Decisions were made on a consensus basis. Edits decided upon by the Council are included below: GROUNDRULES DOCUMENT CHANGES:2019 • Mandates: o (no changes made) • Processes and Procedures: o In the Council Liaison section: • In the second bullet point, replace the sentence that begins "Council liaisons may attend board meetings more frequently..." with: "Council liaisons should consult the board chair regarding the frequency of their attendance." o In the City Council Compensation section: • The text in parentheses that begins "Mayor Cook will serve"will be replaced by updated text that will be proposed by staff. • Mutual Expectations: o (no changes made) • General Guidelines for Effective, Respectful Councils: o Replace the twelfth bullet point with "Spending casual time together is allowed and encouraged." 10 Tigard Council 2019 Retreat Summary In addition to amending the Groundrules document, the Council made the following related agreements: • The Council will take responsibility for enforcing their rules • Council members will copy the City Manager on all email communications with City staff • The Mayor will more fully explain the Consent Agenda at Council meetings for the benefit of those in the audience, by very briefly summarizing the items included for approval. Staff will make adjustments to the to the prepared meeting text to facilitate this effort. LIAISON ASSIGNMENTS Also during the February 13 session, the consultant facilitated a discussion regarding Council liaisons to boards and committees. There are a variety of boards and committees to which the Council designates liaisons to foster two-way communication and collaboration, including both regional collaborative groups and internal City advisory bodies. The purpose of the discussion was to establish liaison assignments for the 2019-2020 period. As with other portions of the retreat, decisions were made on a consensus basis. A matrix containing the final assignments can be found in Appendix F. j . /4. 214R$ V "4/1/1.7 . a \a. ..„_„,. , - ';',///11# 1":;: It 4 •5 11+1: 11 Tigard Council 2019 Retreat Summary