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City Council Minutes - 12/10/2019 City ofTigard Tigard City Council Meeting Minutes December 10, 2019 STUDY SESSION Council Present: Mayor Snider, Councilor Anderson, Councilor Lueb, Councilor Newton and Council President Goodhouse Staff Present: Human Resources Director Bennett EXECUTIVE SESSION At 6:30 p.m. Mayor Snider read the following citation:The Tigard City Council will enter into an Executive Session to review and evaluate the employment-related performance of the Chief Executive Officer under ORS 192.660(2)(1).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 under 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 decisions. The Executive Session ended at 7:23 p.m. 1. BUSINESS MEETING A. At 7:34 p.m. Mayor Snider called the City Council meeting to order. B. City Recorder Krager called the roll. Present Absent Councilor Anderson ✓ Mayor Snider ✓ Youth Councilor Turley ✓ Council President Goodhouse ✓ Councilor Newton ✓ Councilor Lueb ✓ C. Mayor Snider asked everyone to stand and join him in the Pledge of Allegiance. D. Mayor Snider asked staff and council if they had any Non-Agenda Items—None. 2. PUBLIC COMMENT A. Follow-up to Previous Public Comments— City Manager Wine stated that at the last City Council meeting, a non-agenda item relating to the Little League World Series (LLWS) was discussed. She reported that there is a resolution supporting the LLWS in Tigard on tonight's agenda, as requested by Council. TIGARD CITY COUNCIL MEETING MINUTES —December 10, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 1 of 10 B. Tigard High School Envoy— THS Envoy Sarah Gentry reported on the past month at Tigard High School,which she described as very quiet. Shrek the Musical was a hit, and the Club of the Month for December is Model United Nations. They will be going to State in April,representing Somalia.There is a can and food drive benefitting St. Vincent de Paul that has been extended until Friday. The Tigerettes dance team received first in jazz and third in pom at their category Fall Championships.The jazz and guitar programs have their annual holiday concert this Saturday. Choir will be performing at the Grotto tomorrow. Boys Varsity Basketball team got first in their tournament this past weekend. C. Update from Police Chief McAlpine— Chief McAlpine explained she brought November's dashboard, and the Council will receive one more dashboard report in 2019. Current projections show the Police Department has seen 20 percent fewer person crimes than last year. Societal crimes have risen almost 22 percent. Property crimes are down 19 percent. Response times are better and trending downward to 6 minutes for priority one calls. Behavioral health calls,including homelessness,mental health, drug issues or any combination thereof,comprise about 62 percent of all calls, or 242 total. Of these, 174 were dispatch-initiated versus 68 self-initiated calls. Chief McAlpine described the time it takes officers to resolve each of these calls. She provided several examples,including a call for an intoxicated homeless person,and transient situations at both a hotel and an abandoned house. She explained that these types of calls are taming the City's resources and really impact the community. Mayor Snider thanked Chief McAlpine for her report and said he thought the additional narrative she provided in presenting the data was valuable. D. Tigard Area Chamber of Commerce— Community&Membership Engagement Manager Jessica Love provided an update on current and upcoming events and activities. The Chamber's Leadership Tigard program met today and learned about human and social needs. Next month they will learn about business and the economy in Tigard. Four additional members joined the chamber in November. Staff are working on forming a committee for workforce development and drafting a program outline. Ms.Love asked the Council to save the date for Bowl-a-Tama coming up on Saturday, February 29`' and the Shining Stars Community Awards Gala on May 1". She said the Chamber is now accepting nominations for the community and business awards on their website. The college scholarship application and community college and vocational college scholarship applications will open next week. Ms. Love reported that 20 businesses participated in Small Business Saturday. The Tigard Downtown Alliance launched their new directory and two new members were elected to their board. The Holiday Tree Lighting event was successful and had lots of participating businesses, including the City of Tigard. Mayor Snider said he thought that event went very well and thanked Ms. Love for her report. TIGARD CITY COUNCIL MEETING MINUTES — December 10, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 2 of 10 E. Public Communication— Mayor Snider called on Josh Breese, the President of Tigard Little League. He said he was there to support the resolution on the agenda this evening in support of the Little League World Series (LLWS) coming to Tigard. Mr. Breese thanked the Parks Division,the City Manager and City Council. He said that he knows it has not been easy to move things so quickly,but he appreciated the consideration. He said he has been in communication with Little League and is the point contact for the Vice President of Operations. What the City is competing against is a turn-key solution. Mr. Breese said he has emphasized the Tigard community and what it can bring to the table. The odds are long,but the resolution is a demonstration of the support from the community Even if the City does not win this bid,there are other tournaments that would still be a possibility in the future. Not all of the communities bidding have the backing of their community or of their City Council. 3. CONSIDER RESOLUTION TO APPOINT BUDGET COMMITTEE MEMBERS Confidential Executive Assistant Lutz gave the staff report, explaining that the appointments were needed due to expiring terms. There was an opening for one Budget Committee voting member and one non-voting alternate. Council President Goodhouse and Councilor Lueb interviewed seven candidates and Siobhan Chandler was selected as the voting member and Leah Voit as an alternate member. She clarified that both members were present at the meeting. Councilor Lueb moved to approve Resolution No. 19-47. Council President Goodhouse seconded the motion. City Recorder Krager read the number and title of the resolution. Mayor Snider conducted a vote and announced that the motion passed unanimously. Resolution No. 19-47—A RESOLUTION APPOINTING SIOBHAN CHANDLER TO THE BUDGET COMMITTEE AS A VOTING MEMBER AND APPOINTING LEAH VOIT AS AN ALTERNATE MEMBER Yes No Councilor Anderson ✓ Mayor Snider ✓ Council President Goodhouse ✓ Councilor Newton ✓ Councilor Lueb ✓ Mayor Snider asked the two newly appointed members to come forward and receive a City pin. 4. CONSIDER A RESOLUTION OF SUPPORT FOR WORLD SERIES GIRLS SOFTBALL AT COOK PARK Public Works Director Rager introduced this item and said he would be presenting with Parks Operations Supervisor McKnight. Director Rager said last week Council asked staff to estimate TIGARD CITY COUNCIL MEETING MINUTES —December 10, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 3 of 10 the costs of all the improvements needed. These include upgrading the backstop for$25,000 and installing a perimeter fence for around $5,000 for a total of$30,000. Staff propose using the transient lodging tax(TLT) to fund those improvements. He said staff believe the City can support this event and the number of people it would bring to Cook Park, therefore staff recommends adopting the resolution of support. Mayor Snider clarified that Director Rager's conclusion was that the City could host this event and fund the necessary improvements. Director Rager agreed and said that the recommendation is to fund the improvements with TLT dollars. Council President Goodhouse asked if the City would make the improvements no matter what, or whether they will wait to see if they are asked to host the series. Director Rager said staff would likely wait until they know the City was selected. Parks Operations Supervisor McKnight said the backstop, along with artificial turf was on the list of projects for next fall. Councilor Newton asked Director Rager if there was discussion regarding upgrading the stands. Director Rager said that some of the other items discussed included seating or stands,which the Little League organization would bring in for the event. The same applies to lighting and the temporary broadcast tower. Councilor Newton agreed that this is good match for the TLT and the City does not already have additional projects planned for the TLT. Council President Goodhouse asked for clarification on the requirements for using the TLT funds. Director Rager said he wasn't prepared to answer that. Mayor Snider suggested they have Finance and Information Services Director Toby LaFrance advise the Council on this aspect. Director LaFrance said that because the event promotes tourism and spending the night in Tigard or gavel from over 50 miles away,it is certainly a good match for the funding. Council President Goodhouse echoed that it was a perfect match. Councilor Lueb acknowledged this was additional work for staff and said she appreciated their working with community members,going above and beyond to take a serious look at this. Councilor Anderson restated that the City was already planning on improving the fields and so this event would simply move that project forward.Public Works Director Rager said the work ahead of the event is not the artificial turf,but they would be accelerating the backstop project in order to complete it before the Series.The turf is proposed in the Capital Improvement Project list and will come before City Council during the budget process.Mayor Snider asked if that was a requirement for the Little League World Series and Mr. Rager confirmed it was not. Mayor Snider said he enthusiastically supports passing the resolution.Councilor Lueb moved to approve Resolution No 19-48, with the word `enthusiastically'included. Councilor Anderson seconded the motion. Mayor Snider asked City Recorder Krager to read the number and tide of the resolution. Mayor Snider conducted a vote and the motion passed unanimously. Resolution No. 19-48—A RESOLUTION SUPPORTING TIGARD LITTLE LEAGUE'S EFFORTS TO HAVE THE LITTLE LEAGUE SOFTBALL WORLD SERIES MOVED TO COOK PARK TIGARD CITY COUNCIL MEETING MINUTES — December 10, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 4 of 10 Yes No Councilor Anderson ✓ Mayor Snider ✓ Council President Goodhouse ✓ Councilor Newton ✓ Councilor Lueb ✓ 5. RECEI`TE QUARTERLY UPDATE ON CITY COUNCIL GOALS City Manager Wine presented the staff report. She said that Council last received their quarterly report from staff on Council Goals in September 2019. The Council adopted Council Goals for a 2-year period on March 26,2019. Staff have made progress toward those goals since that time. 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. City Manager Wine explained that this goal is focused on the local option levy (LOL). It seeks financial sustainability in police services in order to increase patrol services and address response times.The focus now is on communications and letting the public know why Council is seeking a funding source to address that particular issue. This includes how the City will use data to explain and inform strategies and next steps. City Manager Wine said that staff had made a lot of progress on this goal since the last report, working hard to communicate the need and the services it would provide. Council heard from the Levy and Bond Task Force, and held several public events to help determine the scope of the levy. This communication included a City Report Card that was distributed with the local publication,Tigard Life. These efforts aim to tell the community about all the services provided and give key metrics. The City then used the feedback received through this outreach to further refine the scope of the LOL. Finance and Communications teams are currently working on the Popular Annual Financial Report(PAFR). The PAFR represents a pared-down version of the Comprehensive Annual Financial Report and is presented in plain language for easier public consumption. A voter survey was completed in October and a second survey is out right now. Staff have also begun to develop factual and neutral communications tools Goal 2.Invest and connect key areas of the city to promote economic growth and community vitality. This goal corresponds to the City's Strategic Plan goal about making development advance the vision.Therefore, this item includes projects in the Tigard Triangle, the downtown area,SW Corridor and initiating changes to the Washington Square Plan District. Staff have begun the study for 72°d Avenue. The Washington Square Project has launched,and a consultant team will begin meeting with stakeholders soon. The Universal Plaza design consultant has been chosen and the contract awarded. The conceptual design is underway for the SW Corridor station areas. Finally, Council awarded a design contract for Main Street Phase 2 and work began on the City Center Futures project, centered on transit-oriented development(TOD) in the City. TIGARD CITY COUNCIL MEETING MINUTES —December 10, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 5 of 10 Goal3:Ensure Tigard grog s and develops in a smart and inclusive manner. City Manager Wine explained that this goal is about guiding the way Tigard grows across multiple dimensions.As part of this effort, staff have been directed to address concept planning for River Terrace South and West. Council has adopted an Affordable Housing Plan and a Construction Excise Tax (CET). Future work includes a study of employment lands and future urban growth boundary (UGB) expansions. Council approved the developer agreement to fund concept planning at River Terrace South and West. The City has hired a senior planner to serve as the project manager for the application for UGB expansion,which will take several years. Coming up, Council will hear from staff regarding the allocation of the CET,Tigard's status as an entitlement community for Community Development Block Grants (CDBG),as well as the employment lands study. Goal 4.Enhance two-way communication to understand communitypriortties and involve the communityin the decision--rnaldngprocess. This goal encapsulates many things,including communications,outreach and engagement; building relationships with partners;connecting with people in the community. The City has hosted several events related to major projects currently underway. The performance audit report and implementation of its recommendations are an ongoing project that Council will hear about for the next 3 to 5 years. Staff are reviewing the City's communications structure and how staff approach outreach and engagement. Staff are trying to create the best customer experience possible and will be sharing more in the future. Part of the goal also includes diversity,equity and inclusion efforts,which was reflected at the multi-city equity summit. Staff plan to debrief and will try to build off the opportunities there. Goal 5.•Enhance walkability and pedestrian connectivity. City Manager Wine said that this goal focuses on physical walking connections and transportation system planning. Several projects are underway,including setting standards for 10% of projects focused on walking connections. Council also adopted the ADA Transition Plan and the Safe Routes to School Program is going strong. Other upcoming projects include a Transportation System Plan (TSP) update and a sidewalk infill study. City Manager Wine said that the City has accomplished a lot this year and thanked the staff team for getting so much done. She said she hopes they keep the momentum into 2020. Councilor Newton commended staff for the progress made toward the goals. She said it would be helpful to link these goals to the performance audit recommendations. City Manager Wine said that staff would be trying to make those linkages very clear in the departmental work plans that will result from the performance audit implementation. Mayor Snider said he had a very specific question and wanted to know the name of the senior planner that will be managing the project. City Manager Wine said it would be Senior Planner Schuyler Warren. Councilor Lueb said that these updates are helpful, and the Council understands that staff are always busy. She thanked the staff and said it is incredible to see everything the City is doing. TIGARD CITY COUNCIL MEETING MINUTES —December 10, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 6 of 10 Mayor Snider commented that the Council is asking a lot from the staff team, and they are delivering. 6. PUBLIC HEARING: CONSIDER RESOLUTION ON ADOPTING STORMWATER RATES A. Mayor Snider opened the Public Hearing. B. Hearing Procedures —Mayor Snider announced that anyone may offer testimony. There was a sign-up sheet at the front of the room. C. Utility Manager Goodrich provided the staff report with City Engineer Faha and Doug Gabbard, Project Manager from FCS Group. Mr. Goodrich explained this was a report on the stormwater utility rate study accompanied with a resolution that staff are recommending Council adopt to amend the master fees and charges schedule to include the stormwater utility rate beginning July 2020. The study was done to meet the requirements of the Tigard Municipal Code (TMC) Section 3.32.030. FCS Group has prepared a presentation on the study methodology as well as their recommendations. FCS Project Manager Gabbard introduced himself and explained he would give an overview of the stormwater program,including stormwater rate basics, the current rate and what it needs to be to meet Tigard's financial needs. Utility Manager Goodrich explained there is a staff team that operates and maintains the City's stormwater system,which includes street sweeping, catch basic cleaning,pipe cleaning, and all things related to riparian areas. City Engineer Faha explained they adopted the stormwater master plan in 2018. Prior to the master plan, the City did not have a plan. It did operations and maintenance but no overall strategic plan about how to deal with the stormwater.The plan found many problems and identified projects and programs that represented over$50 million worth of needs, $30 million of which were Capital Projects to address large erosion problems. The master plan recommended completing this work over a 20-year period. The problems stem from years of not managing stormwater whatsoever. Prior to 1991, there were no requirements for stormwater control when developing within the City. Since 1991, there have been a series of additional requirements from Clean Water Services in place for new development,but the existing problems persist.That's why staff are recommending the City address those erosion issues. City Engineer Faha said the rate study was completed to determine how much it would take to get the City to a point where it can implement the stormwater projects and programs that existing funding will not cover. Staff recently conducted a public survey in Tigard regarding streams, erosion and stormwater issues.What they found was that citizens thought the streams were in fair condition,which Engineer Faha thought was a fair assessment.The largest concerns regarded pollution and trash runoff, as well as erosion from stream banks and construction sites. Surprisingly, flooding was not a major issue for the public,which mirrors the findings in the master plan.Tigard's floodplain and stream corridors have been protected. City Engineer Faha said the public seemed to support all the measures proposed to manage water quality and erosion. TIGARD CITY COUNCIL MEETING MINUTES —December 10, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 7 of 10 FCS Project Manager Gabbard said that ideally utility rates should cover the cost of providing service. Costs can be operating in nature,but also include capital costs. The magnitude and timing of capital expenses can have an outsized influence on what rates need to be. Rates should recover costs equitably,across different types of customers and achieve City objectives. He discussed the components of the study,including the budget, capital improvement plan, fiscal policies, and potential SDCs (System Development Charges). A large issue in Washington County is the overlap of city utilities and Clean Water Services (CWS) jurisdictions. It isn't always clear which agency gets what money for stormwater management. Currently, there is a CWS charge, of which 75 percent goes to the City and 25 percent goes to CWS,as well as a City surcharge of$2.00. The stormwater rate study seeks to determine the rate that the City surcharge should be set in order to fully recover costs. The plan must make assumptions about CWS. Mr. Gabbard highlighted that the CWS stormwater charge grows by$0.50 per year. If this changes it would impact the equation and change Tigard's rate.The capital needs identified in the stormwater management plan total $40.6 million over a 20-year period from 2020 to 2039. This plan is front-loaded so that higher payments into the system produce lower costs in subsequent years. Mr. Gabbard presented a revenue requirement forecast to meet the needs identified in the stormwater master plan. If the City's current surcharge isn't increased, some of these projects will go unfunded. The recommended rate that will meet all the needs is $5.50 per equivalent service unit. That is an additional$3.50 above the current rate collected of$2.00. This would be the rate for a fixed period of four fiscal years with no additional increases. Assuming the surcharge is increased,revenue increases fund the projects and programs identified in the stormwater master plan. There is a "pinch point"in FY 2026-27, but then the revenue begins to grow again. Mr. Gabbard said that the increased rate would be comparable to other jurisdictions in the area. The modeling assumes there would be a 5 percent franchise fee that would be applied and added to the General Fund, based on the portion of the stormwater utility charges retained by Tigard. Council President Goodhouse asked if the City had a set list of projects with a timeframe and estimated costs. He said it would be valuable to show the public what they plan to complete before imposing the increased rate. Mayor Snider said that was required to complete the rate study. City Engineer Faha affirmed that the stormwater master plan has a prioritized list of capital projects and programs, such as major maintenance. For the purposes of the study, staff took the list and created a timeline for implementation over the 20-year period.The reason for the front-loading is the eroding canyon that frankly scares City staff and needs to be addressed as soon as possible. City Council will see these projects as part of the Capital Improvement Plan review and adoption. Council President Goodhouse repeated that if the increased rate was imposed, he would want to be able to show the public the projects and report progress toward completion as time moves forward. Council President Goodhouse asked about the erosion problems in Tigard. City Engineer Faha said that the topography in Tigard creates the erosion problems. Other cities have TIGARD CITY COUNCIL MEETING MINUTES —December 10, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 8 of 10 erosion problems,but she believes that Tigard's erosion problems are far worse. She said some projects on the list include Kruger Creek canyon and Red Rock Creek canyon in the Tigard Triangle. Councilor Newton clarified the amount of the franchise fee since she found the Agenda Item Summary hard to understand. She asked if they could explain this further. Mr. Gabbard said that the City's Code provides for 5 percent of growth revenues. Mr. Gabbard said that 5 percent is a worst-case scenario. A lower franchise fee would potentially require a lower City surcharge needed to recover costs. Mayor Snider confirmed that this was taken into consideration in the rate study modeling. Councilor Newton asked City Engineer Faha to elaborate about the new programs. Engineer Faha said that these "major maintenance"programs are not standard maintenance,but also do not rise to the level of capital projects. Some examples are rehabilitating a pipe,repairing road culverts, and fixing stormwater retention ponds. Councilor Anderson verified that these changes will occur on July 1, 2020,which gives staff time to educate the public. Utility Manager Goodrich confirmed and said they anticipate putting a plan for public outreach together in the next six months for both this increase and other fee adjustments taking effect July 1,2020. D. Public Testimony—No one signed up to testify. E. Response to testimony by staff. None F. Mayor Snider closed the Public Hearing. G. Council Discussion and Consideration: Resolution No. 19-49 Council President Goodhouse reiterated that some of the deep canyons caused by erosion are close to houses and the City needs to avoid having roadways washing away and damaging homes. Mayor Snider said"scary"was the right word to describe some of these areas. Council President Goodhouse moved to approve Resolution No. 19-49. Councilor Anderson seconded the motion. City Recorder Krager read the number and title of the resolution. Resolution No. 19-49—A RESOLUTION AMENDING THE MASTER FEES AND CHARGES FOR STORM AND SURFACE WATER SERVICES Mayor Snider conducted a vote and the motion passed unanimously. Yes No Councilor Anderson ✓ Mayor Snider ✓ Council President Goodhouse ✓ Councilor Newton ✓ Councilor Lueb ✓ 7. NON-AGENDA ITEMS—None. TIGARD CITY COUNCIL MEETING MINUTES —December 10, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 9 of 10 8. EXECUTIVE SESSION At 8:43 p.m. Mayor Snider read the following citation: The Tigard City Council will enter into an Executive Session to review and evaluate the employment-related performance of the Chief Executive Officer under ORS 192.660(2)(i). 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 under 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 decisions. Executive Sessions are closed to the public. Council will adjourn from Red Rock Creek Conference Room at the conclusion of the Executive Session. 9. ADJOURNMENT At 9:20 p.m. Council President Goodhouse moved for adjournment and Councilor Lueb seconded the motion. Mayor Snider conducted a vote and the motion passed unanimously. Yes No Councilor Anderson ✓ Mayor Snider ✓ Council President Goodhouse ✓ Councilor Newton ✓ Councilor Lueb ✓ " rol A. Krager,City Recorder Attest: _ ^1"- Jason B. Snider,Mayor Date: a0 TIGARD CITY COUNCIL MEETING MINUTES -- December 10, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 10 of 10