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01/19/2022 - Minutes City of Tigard Committee for Community Engagement Minutes MEETING DATE/TIME: Wednesday,January 19, 2022, 7:00 — 8:30 p.m. MEETING LOCATION: Virtual meeting held via MS Teams Members Present Dolly Specht, Vice-Chair Kristi Allen Basil Christopher Bhushan Gupta Shaila Kotadia Connie Ramaekers Christine Rehse Lauren Rowles Councilor Newton, Council Liaison Councilor Jeanette Shaw Not Present Dave Hanna, Chair City Team Present Nicole Hendrix, Team Liaison Kent Wyatt, Communications Manager Meeting start: 7:00 pm Welcome Dolly welcomed committee members in attendance and asked members to share the favorite part of the holiday season. Subcommittee Updates No member updates. Nicole shared that there is upcoming opportunity for the onboarding subcommittee to review the onboarding process as we recruit for new members. 1 Nicole shared that the city hosted its first citywide MLK Weekend of Service the previous weekend and it was very successful volunteer event. CCE members were invited. Nicole used the event as a recruitment opportunity for CCE. City Charter Interpretation— Kent Wyatt Dolly introduced Kent Wyatt to provide an overview of this agenda item. Kent shared three questions that will be posted to the community related to City Charter Interpretation. 1. What is the meaning of"consecutive years?" 2. Is it acceptable to have a break in service to reset the consecutive years calculation? If able to have a break, how much a break is needed? 3. Does the final sentence in Section 7 apply regardless of whether the unexpired term was filled by election or appointment? Kent acknowledged that these questions are "in the weeds" and asked the committee how this could be framed so the community cares to give their opinion and that we reach a broader audience. Outreach will be going until the end of April and taken back to Council for their consideration. Kent opened it to Councilor Newton and Shaw to clarify the ask as part of City Council. Nicole suggested that the committee brainstorm how to make this more digestible because this is very technical. Asking the question of what about these questions matter to the community and bozo do we use this as an engagement? Bhushan agreed with Nicole. He doesn't consider himself a legal interpreter or in a position to determine what the intention was when people wrote the charter. He thinks it's more of a legal question. Also if the community interprets in many different ways, how would that be resolved? Councilor Newton clarified that these questions were presented to Council and Councilor Goodhouse and Mayor Snider would be impacted by this. They want to see what the community think about these questions. Councilor Shaw added that Council wants community input to help the Council decide. Shaila suggested that the questions have options laid out for how these questions can be interpreted. In addition, providing a case study with a real-world example of the implications of that decision would be helpful. Lauren agrees with Shaila that examples would be helpful. She also suggested a visual component of different paths. Bhushan asked if we have had complex situations such as this in the past ten years. Councilor Newton shared there have been interesting situations with Mayor and Council transitions. She liked Shaila's idea of the examples and maybe we could use past experiences for those examples. 2 Basil asked for clarification on what the phrasing of the second question about "reset" means. Dolly responded that her first thought is why is this coming up? And why now? Councilor Newton noted that it matters because we have term limits in Tigard. Bhushan restated that people will be curious if this situation has happened before and interest in why we are discussing now. Bhushan is not sure a hypothetical example would be useful for a community member to analyze. To answer Basil's earlier question, there was discussion around the meaning of"reset" and it was decided that is meant from the beginning. Basil suggested reworking the questions to be more defined for sake of clarity, such as changing "consecutive years" to "8 years". Dolly appreciates the process and the website. She mentioned how CCE minutes and agendas are available to public. Shaila asked if there is a goal or metric of what a satisfactory amount of engagement looks like for these questions. Kent mentioned based on previous engagement of this kind 50 would be a baseline but the city would like to exceed that. Councilor Newton shared that people should at the very least know there is an opportunity for feedback. Bhushan asked what will be done with the feedback from the community. Kent said Council will discuss in late April and use the feedback provided to decide. Councilor Shaw noted that the April timeline is due to the filing deadline that elected officials must meet in early May. Bhushan asked for way to share this information with his HOA. Printed examples would be helpful. Kent shared that a one-pager can be developed for CCE members to use. Bhushan said some written context,with questions, examples, and a way to give feedback would be the most helpful. There was discussion around the community voting in the past about terms. Basil asked if the public voted on this specifically. Councilor Newton shared that we need to determine what was their intent when they voted on it. CCE Recruitment and Membership —Nicole Hendrix Nicole shared that recruitment has started for new CCE members and shared the various advertisement techniques being used. The application review date is February 6th. The application is open all year long, so applicants who have already submitted will be considered. If members have preference on what should be asked in the interviews, please email her with ideas. The goal is to have the new members appointed by and attending the March meeting. 3 Lauren asked what happened to the six members who left. Nicole shared that a couple people resigned over the last two months. Nicole informs the chair and vice chair when people resign however moving forward she can let the whole committee know. Dolly asked Nicole to send the roster of members and their term end dates. Nicole will send. Chair and Vice Chair Election Nicole described what the Chair and Vice Chair responsibilities are. She noted that she asked for any interested members to email her in November. When Nicole didn't receive any emails with interest, she reached out to see if Dave Hanna and Dolly Specht to see if they were willing to be re-elected. Both were interested but offered to step down if anyone else was interested. Bhushan moved to appoint Dave Hanna as Chair. Dolly seconded. No objections. Connie moved to appoint Dolly Specht as Vice Chair. Lauren seconded. No objections. November minutes Bhushan moved to approve minutes, Basil seconded the motion. No objections. Minutes are approved. Nicole mentioned that a future training on Robert Rules would be helpful since they are referenced in the bylaws. Open Agenda Nicole shared that Councilor Shaw is joining CCE as an alternate council liaison. Basil asked about the Tigard police survey and wanted an opportunity to see the results and hear what prompted this survey in a future agenda item. Nicole shared that the Chief and Library Director are on the schedule for March and will also talk about houselessness. Basil is interested in equity and inclusion within the city. He also mentioned the heritage trail and a city planner who championed the project. He suggested the Dwayne, the city planner, should be recognized somewhere on the trail. Councilor Newton knows Dwayne well and said he would be uncomfortable with specific recognition as he was very team-oriented, but she would like Dwayne know that there was interest in recognizing him. Dolly noted that she represents CP04 and fills that role as mentioned in the bylaws. Meeting adjourned at 8:28 p.m. 4