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Y• t t r' M .tcw`"r. --`z."~ ~C :.t r~. 3~` f r,~'°^~`~ +:~r-; Nu%.~~a:J ...,sL ..v..~.. . ,..,,:.6.w_., .,.u..:._-, ~ .guy i .«Lwti_5,.`~ I f I Revised 10/20197 i s s CITY OF TIGARD FTIGARD CITY COUNCIL KSHOP MEETING BER 21, '49ST 6:30 PM D CITY HALL 13125 SW HALL BLVD. TIGARD, OREGON 97223 I E PUBLIC NOTICE: i 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 639-4171, Ext. 309 (voice) or 684-2772 (TDD - j 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 f 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 date at the same phone numbers as listed above: 639-4171, x309 (voice) or 684-2772 (TDD - Telecommunications Devices for the Deaf). SEE ATTACHED AGENDA i i 1 ~i COUNCIL AGENDA - OCTOBER 21, 1997 - PAGE 1 i ) AGENDA TIGARD CITY COUNCIL WORKSHOP MEETING OCTOBER 21, 1997 - 6:30 p.m. i 6:30 p.m. ; 1. WORKSHOP MEETING 1.1 Call to Order - City Council & Local Contract Review Board 1.2 Roll Call 1.3 Pledge of Allegiance 1.4 Council Communications/Liaison Reports } 1.5 Call to Council and Staff for Non-Agenda Items i. 6:35 p.m. 2. CITIZEN INVOLVEMENT TEAM UPDATE Citizen Involvement Team Members 6:45 p.m. . 3. DISCUSSION: SPACE PLANNING TASK FORCE RECOMMENDATIONS Introduction/Overview: Assistant to the City Manager 8:00 P.M. 4. DISCUSSION: CITY-SPONSORED EVENTS j • Introduction/Overview: City Manager 8:45 p.m. 5. DISCUSSION: COUNCIL GOAL SETTING (Continued from the Council Special Meeting of October 7,1997) • Introduction/Overview: City Manager 9:45 p.m. 6. NON-AGENDA ITEMS 10:00 P.M. 7. EXECUTIVE SESSION: The Tigard City Council will go into Executive Session under the provisions of ORS 192.660 (1) (d), (e), & (h) to discuss - labor relations, real property transactions, current and pending litigation issues. As you are aware, all discussions within this session are confidential; therefore nothing from this meeting may be disclosed by those [ present Representatives of the news media are allowed to attend this session, but must not disclose any information discussed during this session. 10:15 P.M. - i 8. ADJOURNMENT 0admXcathytcca\971021.doc i i COUNCIL AGENDA - OCTOBER 21, 1997 - PAGE 2 1 i !1 j Agenda Item No. - ' { TIGARD CITY COUNCIL Meeting of WORKSHOP MEETING MEETING MINUTES -OCTOBER 21, 1997 1. WORKSHOP MEETING 1.1 Call to Order - City Council & Local Contract Review Board Meeting was called to order at 6:30 p.m. by Mayor Jim Nicoli 1 1.2 Roll Call II J 4 Council Present: Mayor Jim Nicoli, Councilors Paul Hunt, Brian Moore, Bob Rohlf and Ken Scheckla. I Staff Present: City Manager Bill Monahan; Police Chief Ron Goodpaster; Finance Director Wayne Lowry; Asst. to the City Manager Liz Newton; Public Works Director Ed Wegner; and City Recorder Catherine Wheatley 1.4 Council Communications/Liaison Reports _ Councilor Hunt reported that the people dedicating the two strips of land on the Tualatin j River needed only the paperwork to move ahead. They did request a plaque placed on the { site with their name on it. f. Councilor Rohlf mentioned the Boy Scout troop that would attend the meeting next week. Councilor Scheckla asked about the "Make a Difference Day" article in the Cityscape. Cathy Wheatley, City Recorder, explained that that article would report on the event and be published after it took place. Councilor Scheckla asked that the Planning Commission inform citizens early on during a ' 1 meet; n^ .„.Oulu L_ I'"'c-jl-la b a• ay'y~.~..~..vu uw uu~ uc uat"'u, JV tl1t t11C 66/ens did not WAIL around unnecessarily, as happened last night. Bill Monahan, City Manager, said that he would check to see if the Commission had known early on that the application would not be heard. 1.5 Call to Council and Staff for Non-Agenda Items i Mr. Monahan asked to discuss the Tidemark contract, the Erickson property, the League of Oregon Cities voting delegate, and the Tualatin Valley Fire & Rescue request to meet with the Council. He mentioned additional items on the "Make A Difference Day" and an elected officials caucus. He requested a short Executive Session. 3 t j CITY COUNCIL MEETING MINUTES - OCTOBER 21, 1997 - PAGE I l S ? I I !1 2. CITIZEN INVOLVEMENT TEAM UPDATE Terry Smith, East CIT representative, presented several issues of concern to the CIT (see attached statement). He informed the Council that the CIT sent a letter to ODOT requesting correction of traffic hazards at the Hwy 217/SW 72°d interchange and at Gaarde Street and Pacific Highway. In both cases, they requested extensions of the existing meridians to reduce dangerous and illegal U-turns. Mr. Smith reviewed how the neighbors felt the process failed them regarding the Downing property application. The neighborhood had made a reasonable request for an interpretation of i the Code so that those interpretations could be applied to the decision. They did not think that it was fair to declare those terms as not crucial and then close the hearing without an explanation j of why they were not crucial. As a result, many in the neighborhood felt that the review was not f a true and complete review. K Mr. Smith stated that the written decision did not address the Code and Comprehensive Plan I issues raised by the neighbors, as was required by law. Consequently the neighborhood felt like their issues were swept under the rug. He expressed the neighbors' frustrations that the City had not dealt with this issue of significant trees or responded to the neighbors' requests to simply look and see if significant trees even existed. He reported that the CIT agreed with the neighbors and voted to request that the City provide clarifications of the terms "large and unique trees" and "area or tract" in the interest of citizen involvement and land use planning. He mentioned that he talked the neighborhood out of appealing to LUBA. Councilor Rohlf complimented the neighbors on their professional conduct. He mentioned that he has requested a Code review to increase protections for the livability of the neighborhoods. Mayor Nicoli pointed out that the arborist's report that most of the trees were diseased destroyed the argument that those trees should be declared significant. He held that it did not make any F sense to grant that designation when the trees were dying. He mentioned that thinning out a grove of fir trees weakened the underlying root structures of the remaining trees, making them vulnerable to blowing down. He commented that there were also varying opinions as to what constituted a "significant" tree. He said that the neighbors did not do anything wrong, but the evidence was not there for the Council to decide in their favor. M~ c...;th rA;tAr~tPrt the nPPrt in tlPfing ihPCP tPrmc in the rnntPxt of mninr nnrl minnr nnrt;t;nnc - - He stated that construction work could be done working around the trees, citing his 21 years of experience in construction. Councilor Rohlf asked if the Code rewrite dealt with these terms. Mr. Monahan said no. Making these definitions would be a new task. Councilor Scheckla asked that applicants provide documentation in advance to prove their assertions that trees were diseased. This would help the Council make a better decision. e CITY COUNCIL MEETING MINUTES - OCTOBER 21, 1997 - PAGE 2 3 l f j. 1 i ~ r 3. DISCUSSION: SPACE PLANNING TASK FORCE RECOMMENDATIONS Mr. Monahan noted the members of the Space Committee: Larry Beck and Lorin Hocklin of the f Library Board, Pat Repp and Doug Hookland representing citizens interested in police, Chief I Ron Goodpaster, Public Works Director Ed Wegner, Assistant to the City Manager Liz Newton, Finance Director Wayne Lowry, Councilor Paul Hunt, himself, and Architect Russ Hanson, ex officio member. Mr. Monahan reviewed the process and discussions of the Committee in reaching their recommendation. They identified their options as expanding on the existing site, building new facilities off site, or redistributing departments among the existing City buildings. Ms. Newton reviewed the Master Plan Site Study Option I drawing that illustrated the expansion of existing facilities on site. r Mr. Monahan reported the Committee's conclusion that they should ask for citizen comment on these options. The 1984 voter approval to build the existing civic center included the understanding that the buildings could be expanded on site. He reviewed the limitations to expanding on site. He described various scenarios for redistributing departments in the civic center if they built new freestanding buildings for the library and police department. He mentioned that renovating the existing buildings did not meet their long term space needs. However building new facilities for library and police presented the opportunity to customize the buildings, and gave additional expansion opportunities at the existing civic center site. 1 r Mr. Monahan said that Mr. Hanson priced out the options for the Committee. The Committee discussed the various financial options Mr. Lowry told them of, including the WCCLS levy. The Committee recommended addressing the police and library needs now with new construction and a bond on the November 1998 ballot. The Committee also recommended proceeding with the Phase I police expansion, as it would be usable space in any event. They recommended not participating in the WCCLS levy but focusing instead on creating the package and documentation to present these recommendations to the voters. i i l Mr. Monahan presented the Committee's request for authorization of the police expansion, for Mr. Hanson to develop more detailed plans for voter information, and for a property acquisition (to be discussed in Executive Session). Ms. Newton mentioned that the Committee discussed - r planning for space needs beyond 20 years, and concluded that Option 1 presented them with the _ vest yvastuuiucs tui e:iliatistutt to tue luiurc. rvu. Monahan explained that siphon 1 would also allow them to move the Public Works department to the Water Building, and release the Public Works property for sale as a means of recouping some of the construction costs. Councilor Scheckla asked what the projection was when City Hall was built. Ms. Newton said that the projection had been for 10 years. The City moved in on April 25, 1986. j > Mayor Nicoli recessed the meeting to Executive Session at 7:17 p.m. pursuant to ORS 192.660(1) (d), (e), (f), (g), and (h) to discuss labor relations, real property transactions, exempt i i public records, current & pending litigation issues. F > Mayor Nicoli reconvened the workshop meeting at 8:10 p.m. t t ;i a CITY COUNCIL MEETING MINUTES - OCTOBER 21, 1997 - PAGE 3 r C Wd E Motion by Councilor Hunt, seconded by Councilor Rohlf, to go ahead with Phase I of the 's expansion with the anticipation that the City will follow it with Phase II. Motion passed with a unanimous voice vote of the Council present. (Mayor Nicoli, Councilors Hunt, Moore, Rohlf, and Scheckla voted "yes.") The Council discussed authorizing Mr. Hanson to develop more concrete plans and cost estimates for voter information. Mr. Monahan spoke to beginning the process sooner rather than later. Councilor Hunt pointed out that the $25,000 to $30,000 estimate provided by Mr. Hanson as the cost of drawing up the plans would be included in the total estimate for the project of $200,000, if Mr. Hanson were the architect chosen for the long term plan. Mayor Nicoli commented that Mr. Hanson would be developing more of a master plan with costs. Mr. Monahan said that Mr. Hanson would include designs of what the structure might look like in relation to the other buildings. He said that staff would bring back dollar figures to the Council. Mr. Monahan asked for direction on what to tell the WCCLS Board regarding Tigard's participation in the WCCLS levy. He said that Beaverton wanted to proceed immediately with the levy, partly to tax the many non-Beaverton residents whom they served. Councilor Moore asked if Tigard residents would be taxed as part of the County levy, even if Tigard chose not to participate in it. Mr. Monahan said that point needed clarification. The Council discussed the issue and the Committee recommendation not to participate. Mr. Monahan said that he would tell the Board that Tigard was not interested in participating at this time, as they had plans of their own. He mentioned that Tigard was not the only Washington County jurisdiction interested in pulling out of the County levy. > Mayor Nicoli recessed the meeting at 8:20 p.m. for a break. > Mayor Nicoli reconvened the meeting at 8:30 p.m. 1 4. DISCUSSION: CITY-SPONSORED EVENTS Mr. Monahan directed the Council's attention to the staff report summary questions on the issue j of City sponsorship of special events. If the City chose to sponsor an event, should the event serve one or more of the following purposes: to provide an event for Tigard citizens to eniov, to showcase the City to residents and others, or to provide an opportunity for non-profit organization fundraising. He mentioned that Bruce Ellis from the Balloon Festival was in attendance for the discussion. He asked that the Council discussion give direction to staff on what kind of information staff needed from other special events, and how staff should plan and work with those events. Councilor Hunt asked what the City costs were for the Fourth of July and Country Daze events. Staff said that the costs for the Fourth of July were minimal. Councilor Scheckla commented that these events and the Balloon Festival were significantly different in size and draw, and not i really comparable. Mr. Monahan pointed out that there were certain costs to the City for a ` variety of events, such as the Tigard High School Homecoming parade. He asked if staff should j limit what they participated in. E s f ~ p. E is Y CITY COUNCIL MEETING MINUTES - OCTOBER 21, 1997 - PAGE 4 1 F 1 F P' INS- -1 , a Councilor Hunt suggested setting a maximum dollar amount in the budget under which the City Manager could authorize expenditure but over which staff had to come to Council for authorization. Mr. Monahan restated Councilor Hunt's suggestion as, in addition to the direct cash contribution authorized by Council, staff set aside a dollar amount for services and in-kind contributions by the City to special events. He said that would work for staff because they preferred having definite parameters within which to work. In addition, an event organizer would know what he was getting from the City and what he had to make other arrangements for. The Council discussed Councilor Hunt's suggestion. Mr. Monahan suggested that staff become 1 more involved in the upfront planning of events in order to get an estimate from the event organizers on what they would need for use in the budget process. Councilor Moore spoke for discussing the small events separately from the big ticket events like the Balloon Festival. Councilor Rohlf commented that they were discussing a budget line item for all special events. ! f i Councilor Scheckla commented that the Council discussion grew out of their surprise at the i atnount of overtime the Festival generated for police and Public Works. The Council had questions about the City being billed for extra charges that perhaps could have been spread out more among the other organizations. Councilor Hunt said that it wasn't the dollar amount that bothered him so much as it was that the cost turned out to be so much more was anticipated. Councilor Rohlf pointed out that they have received only compliments on the Festival, and no objections on how much it cost the City to host it. Councilor Moore spoke to deciding first if the City wanted to support special events, and if so, what level of support did it want to give. Councilor Rohlf suggested a discussion in terms of the three purposes mentioned by Mr. Monahan in the staff report. Councilor Scheckla asked for information on how close the Balloon Festival was to maxing out the capacity of Cook Park. j Ed Wegner, Public Works Director, spoke to the importance of advance planning and notification to the City of the needs of a special event. He expressed his appreciation that Bruce Ellis has involved City staff in the planning of the Festival so they were not surprised by the increased needs this year. Bruce Ellis, Balloon Festival organizer, said that he believed that it was the Council's recnnncihi{ity to nmvirie »S aCti;;tics v.'th v citizc.~s d5 NusSi UiC. He held that the existence and livability of a city was measured by what it offered to its citizens, not just services. Mr. Ellis reviewed how the Festival met Mr. Monahan's three statements. The Festival was an event enjoyed by the citizens of Tigard. It showcased the city, drawing positive national attention. It provided non-profits with fundraising opportunities they otherwise would not have. Mr. Ellis stated that the Festival budget was designed to break even. He reviewed the amounts raised by the various non-profits this year. He mentioned that the Festival could operate those { concessions and allocate the money for extra services. He said that the total Festival budget was between $180,000 to $200,000 with only $100,000 of that in cash and the rest in in-kind ' services. He said that they would be happy to share their $1200 profit with the City. He f 1 reiterated that the budget was set up to help the non-profits raise money and to cover as many of the hard costs as they could. t CITY COUNCIL MEETING MINUTES - OCTOBER 21, 1997 - PAGE 5 4. a 7 t t _J s Mr. Ellis mentioned the possibility next year of charging a nominal fee for the Night Glow functions on Friday and Saturday nights to help offset expenses. He offered the City one-third of the revenues taken in. He said that he did not think that the Festival would grow much bigger. He expressed their surprise at the numbers that turn out this year - their emergency plans did not work as planned but with the help of the police department, they got things back under control and quickly devised a plan that did work. He said that they were considering formal programs for Sunday to increase the attendance on that day and to get the maximum use out of the facilities they set up. Mr. Ellis mentioned informal discussions between he and Chief Goodpaster on using a shuttle service to eliminate traffic jams next year. He said that even with the Festival tripling in size, they have cut down on the number of complaints, a testament to Festival organizers and City staff. lI } i. u Mr. Ellis spoke for dealing with special events on an individual basis. He asked that the Council allow people to present the merits of their event. He said that the $25,600 in extra costs plus the $5000 cash contribution amounted to a cost to the City of less than $1 per taxpayer. This was money well invested in an event that generated much goodwill for the City. Councilor Scheckla spoke for giving families relief from the nominal fee charged for the Night Glow. Mr. Ellis said that they were considering charging $1 per adult, and no charge for the kids. He commented that he has advocated keeping the event free, and not turning it into a "cash cow." He mentioned the possibility of charging either a can of food (for donation to the Food Bank) or $1 per adult. He pointed out that while they knew they generated revenue for the - ' area merchants, they had no way of knowing how much. ti Councilor Hunt asked what the structure was for the Balloon Festival organization, expressing j his appreciation for the wonderful relationship the City has had with Mr. Ellis. Mr. Ellis I reported that the Festival has been approached by other communities to move the event to their area but the Festival enjoyed the working relationship that it had with Tigard, considering the support it received from City staff as without comparison. He said that he worked as the director of the Rose Festival. He stated that he organized the Balloon Festival because he enjoyed hot air ballooning and because he thought that Cook Park was underutilized. The Festival saw no reason to leave Tigard. Councilor Scheckla pointed out that as the outlying areas developed around Tigard, the Festival would find fewer and fewer places to land the balloons. Mr. Ellis concurred. He said that he would not allow more than 50 balloons to fly (they averaged 42). He mentioned safety concerns in the area, such as not flying on days when the wind blew towards the east because of the event pilots' unfamiliarity with the hazards of the West Hills. He said that they might have to display more tethered balloons than flying ones as they ran out of space to land. Councilor Scheckla asked who decided which pilots flew. Mr. Ellis said that he made that decision. He reviewed the Festival's selection process which was primarily on a first come first served basis of those who responded to the invitations. I I CITY COUNCIL MEETING MINUTES - OCTOBER 21, 1997 - PAGE 6 C r f I 1 Councilor Rohlf asked if Mr. Ellis had any projections on the revenue generated by charging for the night events. Mr. Ellis said that he thought a realistic figure was between $25,000 to $30,000. He commented that attendance on Friday was probably in the upper 20,000s and on Saturday in the upper 30,000s, not 40,000 to 50,000 as rumor had suggested. i j Councilor Rohlf asked about the possibility of using volunteers to take over some tasks currently perfor,t d by City staff. Mr. Ellis pointed out the importance of not using volunteers to take away the jobs which the paid city staff should be doing as part of their job. He said that he felt traffic control should be left up to the police. He mentioned that using shuttle services would eliminate the paid parking concession of the Breakfast Rotary, and that they were looking at a major coffee contract which would compete with the Boy Scouts formerly exclusive concession for coffee and doughnuts, if the Boy Scouts chose to continue their participation. Mr. Wegner commented that getting youth organizations to help pick up trash during the day was difficult because of peer ridicule. He would rather have staff do the late night clean up than supervise volunteers. He mentioned that getting volunteer help to set up the community band stage was a possibility but they needed help during the day and school was still in session at the time of the Festival. Mr. Wegner reported his staffs comments on the Balloon Festival. His staff considered the Balloon Festival as an opportunity to show off the park and to get involved in interacting with the community in a positive way, instead of responding only to problems. In addition, it gave them a chance to work with community leaders and with other City departments. He described the camaraderie that quickly developed as the police and Public Works staff worked together on the Festival. He said that he did not know how to put a dollar amount on that but it was of great value to the City and helped offset the expense to the City. Councilor Moore asked Ms. Wheatley to review the Action Committee's work on special events. Ms. Wheatley reported that the Committee suggested creating a study group to propose criteria for evaluating events based on the Council's special event philosophy, and to distinguish events which drew locally versus regionally. She mentioned that the amount of community volunteer support for an event was also an important factor. Councilor Moore commented that there were many intangibles that they could not put a value on, such as the personal pride of the City and its citizens when others complimented the City on a job well done. He recommended that the City support as many of these kinds of activities as possible. He said that he considered the costs of supporting these events as "a drop in the bucket." Councilor Rohlf concurred but spoke to maintaining fiscal responsibility by keeping an eye out that expenses did not become outrageous. Councilor Hunt said that all of the Councilors agreed that the City got its money's worth out of the Festival. The issue was more j gaining an understanding of what were the costs involved. Councilor Rohlf spoke for separating the Festival out from the other special events in the budget, and discussing it separately. Mr. Monahan suggested that staff work with the Festival to develop cost estimates during the planning stage and present that information to the Council. If they thought later on that the costs might go over that authorized amount, staff would return to get authorization for another j ( appropriation. ; w CITY COUNCIL MEETING MINUTES - OCTOBER 21, 1997 - PAGE 7 `l 9 I The Council agreed by consensus that the summary questions in the staff report were good guidelines for a philosophy on special events. i i 5. DISCUSSION: COUNCIL GOAL SETTING { I > Councilor Scheckla left the meeting at 9:25 p.m. Mr. Monahan presented the staff work done on the Council goals to present them in a displayable format for ease of use and tracking. Ms. Newton noted that staff placed the tasks they identified for the goals in a timeframe. She said that they would report back to Council ever, three months on the status of the tasks. Mr. Monahan said that staff would fuse into one the different formats used by the departments in developing work programs to implement the goals. The current document was a preliminary stage document. > Councilor Scheckla returned at 9:30 p.m. Councilor Rohlf presented some "wordsmithing" changes for the goals. He suggested defining what "affordable housing" meant in Tigard, pointing out that "affordable housing" lay on a continuum and did not mean the same thing to everyone. He spoke to aggressively providing tools to protect and enhance the community's aesthetic qualities, not simply identifying tools. He said that he wanted to "obtain" a long term water solution, not simply "pursue" one. He asked to make it clear that as the lead agency, the City would define the course of the future of the downtown in cooperation with the merchants and community. He suggested taking an aggressive approach to the improvements on 99W. Rather than "facilitating" or "promoting" improvements, the City wanted something actually done to fix the problem. 6. NON AGENDA ITEMS t4 > Tidemark contract 1I Mr. Monahan reported on the staff discussions with Tidemark regarding a fixed price for the j software contract. Tidemark was concerned that if the City made changes, they could not j complete the job for $58,570. They submitted a proposal in which $58,570 -vas not a fixed ;j . amount but their estimate for the scope of work as defined by the City. If the City caused delays or problems that affected Tidemark's ability to perform the work within the budget, Tidemark c would inform the City in writing of these changes. The City and Tidemark would then negotiate on the costs. Tidemark's total billing would not exceed $58,570 without a signed change order f om the City. Tiremark did have to trrount for their hoprs and exnenses, and the $58.570 was not an amount guaranteed to Tidemark. - Councilor Hunt asked what the City's experience has been with Tidemark. Mr. Monahan said that the City has worked with them for 10 years, and felt that they were fair. Councilor Rohlf directed staff to monitor any activities that might cause a delay, as he did not think that Tidemark made any significant changes in their position. j I Motion by Councilor Hunt, seconded by Councilor Rohlf, to authorize the City Manager to sign the contract. t Motion passed by unanimous voice vote of the Council present. (Mayor Nicoli, Councilors t Hunt, Moore, Rohlf, and Scheckla voted "yes.") s is ;i CITY COUNCIL MEETING MINUTES - OCTOBER 21, 1997 - PAGE 8 K! T I f e I I t j > Erickson property Mr. Monahan reported that the Planning Commission overturned the Community Development Director's interpretation that logging had to go through site development review. The Commission felt that development meant building something, not simply clearing the land. He said that the Council could call it up for review in order to reinstate the Director's interpretation or leave it stand that logging did not have to go through site development review. Mayor Nicoli spoke to informing the property owners in writing that they were responsible to manage any erosion and water problems caused by their cutting down trees and disturbing the ground. Mr. Monahan said that staff has emphasized that to the Ericksons' in their discussions. The Council took no action. G ,1 - > League of Oregon Cities Conference Mayor Nicoli expressed interest in attending the conference. The Council appointed Councilor Moore as the voting delegate and Mayor Nicoli as the alternate. > Make a Difference Day I Mr. Monahan noted that Councilor Hunt was scheduled as the Council representative in the i downtown, and Councilor Moore was scheduled for Englewood Park. Councilor Scheckla said l that he would be at the Library. > Elected Officials Caucus ~ i Mr. Monahan reminded Council of the Elected Officials Caucus scheduled for tomorrow from 7 to 9 a.m. at Beaverton City Hall. Staff would attend. > Tualatin Valley Fire and Rescue dinner Mr. Monahan reported that TVF&R wanted to have a joint dinner meeting with each Council in their district at the regional training center in Sherwood. They wanted to present the smoke r; detector program and discuss affordable housing and their issues with preserving complexes. The Council agreed to the meeting and scheduled it for February 3. j I ~ I j CITY COUNCIL MEETING MINUTES - OCTOBER 21, 1997 - PAGE 9 1 - 1 1. Mood F 1 $Y[ 1 ' 7. EXECUTIVE SESSION I The Tigard City Council went into Executive Session at 9:52 p.m.. under the provisions of ORS R 192.660(1) (d), (e), (f), (g), and (h) to discuss labor relations, real property transactions, exempt public records, current & pending litigation issues. 8. ADJOURNMENT: 9:57 p.m. I I 2C f'V Attest: Catherine Wheatley, City Recorder I A4ayg~, City of Tigard LOt-lX1iC.l~ 1" FNL~' Date ~I a5 7 1 CITY COUNCIL MEETING MINUTES - OCTOBER 21, 1997 - PAGE 10 _ I f t COMMUNITY NEWSPAPERS INC. i° P.O. BOX 370 PHONE (503) 684-0360 Legale TT 8951 3 BEAVERTON, OREGON 97075 4 17 ^ Legal Notice Advertising RECEIVED • City of Tigard • ❑ Tearsheet Notice 13125 S11 Hall Blvd. OCT 2 0 1997 • Tigard,Oregon 97223 • ❑ Duplicate Affidavit RD *Accounts Payable • AFFIDAVIT OF PUBLICATION j STATE OF OREGON, ) COUNTY OF WASHINGTON, )ss. I, xarhy_Snyder_ being first duly sworn, depose and say that I am the Advertising Director, or his principal clerk, of theSigard_-Seal at_ i n Times 1 a newspaper of general circulation as defined in ORS 193.010 and 193.020; published at Tj ga in the aforesaid county and state; that the -City Cnllrir i 1 11or1LShng_lleetinq a printed copy of which is hereto annexed, was published in the entire issue of said newspaper for ONE successive and consecutive in the following issues: October 16.1997 1 VC-Cm Subscribed and sworn to fore me this16th day of October , 1997 OFFICIAL SEAL - ROBIN A. BURGESS Nota ublic for Oregon NOTARY PUBLIC-OREGON My Commission Expires: COMMISSION NO. 062071 MY COMMISSION EXPIRES MAY 16, 2001 AFFIDAVIT. _ The following meeting highlights are published for your information. Full agendas may be obtained from the City Recorder, 13125 S.W. Hall Boulevard, Tigard, Oregon 97223, or by calling 639-4171. CITY COUNCIL WORKSHOP MEETING October 21, 1997 - 6:30 P.M. TMARD CITY HALL-TOWN HALL 13125 SW HALL BOULEVARD, TIGARD, OREGON Workshop Meeting topics: > Discuss Community Events - Philosophy > Discuss Council Goals > Executive Session 1 M951 - Publish October 16, 1997. i - t To: The Tigard City Council t From: The East CIT C/0 Terry Smith 1 I have been participating in the meetings at East CIT for nearly four months and am here tonight representing that group regarding the following issues. 1. The east CIT represented by Mr. Mike Mills has issued a request to ODOT for the correction of traffic hazards at two locations in Tigard, both locations are in need of concrete barriers or delineators to extend existing meridians in order to reduce dangerous illegal U-turns. They have asked me to inform you of those situations and to provide you +j with a copy of the request to ODOT 1 2. At the last CIT meeting the members had asked for a report of the review by the council of the Downing minor land partition. The were told that the neighbors were thankful that the council was gracious enough to call it up for review. The 92nd neighbors understood y that the council had the right to their opinion, however they felt like the process failed them on two counts. j The first was that they made a reasonable request for definition or interpretation so that these could then be applied in making the decision at hand. The request was t . t reasonable because the City is the only one in that setting which has the right and responsibility to interpret its code. They felt it was intellectually dishonest, and unfair to I the 92nd neighborhood to say that these terms are not crucial or pivotal without explaining and then close the hearing. To them, how the decision is made is just as 1 important as the decision itself. The neighborhood felt as though the city took the ball and the bat and ran home. It made many feel like the review was not a true and complete review. The second item was that the law states that the written decision of the council is required to address any portion of the code or Comprehensive plan which has been raised I which could be construed as reasonably applicable and explain why it is or is not 1 applicable in this case. The written decision was silent on our code and plan issues raised by the neighborhood, with no explanations of applicability or why the request were not crucial. This appears to the neighborhood as an unlawful decision and like they and their issues were swept under the rug. l The CIT agreed with the request for interpretation, they did not feel the request was unreasonable and voted to request the City provide these clarifications in the interest of citizen involvement and land use planning. They were also told of how the neighborhood requested the council to determine whether the trees were large and unique during the first application submitted by Mr. Downing. During this period the City said "you should have done this before the application was submitted". Then, when the applicant withdrew his first application, and before he resubmitted his second application, the neighborhood appeared before the council with the same request on June 24th The council said the City would get back to Terry Smith. Mr. Bewersdorf wrote back to the council stating that although the City is required to deal with significant trees and has intended to do so, it has not been accomplished. I was never sent a copy although I did i acquire this document. The neighborhood thought then when the City called up for review I the second application they would have the question of whether these were large and F 1 i unique trees or not, fin-illy answered. However the council did not even address any of the neighborhoods requests. i i Even though the law says "where these trees exist the City shall ensure. etc." The City j never took the first simple step in the strategy which is to see if they exist. Even when all the evidence was before them. this made the neighbors feel disrespected and loose faith in the process. As a result the CIT requested the council to please not break faith with the tree task force and please provide a means of determining whether these large and unique/significant trees exist Please grant a timely written response which fully addresses these issues and requests. The terms/phrases requested for definition or interpretation were large and unique I trees, also "Area or tract". Thank you. cordially, Terry Smith r y r _ r I j / September 30, 1997 Dorothy J. Upton CITY OF TIGARD Region Traffic Operations Manager OREGON Oregon Department of Transportation 123 NW Flanders Portland, OR 97209-4037 ' CITs (Citizen Involvement Teams) meet monthly in Tigard to identify and discuss issues important to citizens. The CIT develops recommendations to be considered by government. Of problems identified by our CIT is an urgent and dangerous situation of j illegal U-tums at two locations in the City of Tigard on the State Highway System. Both of these dangerous situations need prompt correction! Our Police Department has s written hundreds of citations at these two locations, but this does not solve the problem. Accidents have occurred at both locations due to these illegal vehicles movements. ' Motorists argue that these movements mus, be legal because they are not physically I prevented. f ; 1. At times southbound traffic on Hwy 217 backs up at the interchange with 1-5. Vehicles waiting to go southbound on 1-5 line up past the 72nd St. exit. Some motorists take the I 72nd off-ramp, but before they get to 72nd they make a U-turn, and go back down the on-ramp to by-pass all of the waiting vehicles. The no U-turn sign has not been effective, - and now it appears to have been knocked down or removed. Recommended is a more permanent solution. Extend the median between the off-ramp and the on-ramp with a concrete barrier or with delineators. (See attached map) Also, the no U-turn sign needs to be reinstalled. 2. On Hwy 99 at the Gaarde St. intersection, at times northbound traffic on Hwy 99 backs up from the traffic signal at the Gaarde St. intersection. Some motorists who wish to go west on Gaarde do not wait for the traffic signal. Instead, they make a U- turn on Hwy 99 and go west on Old Gaarde Rd. The existing concrete island was installed to prevent this movement, but it does not extend far enough to the north. t Recommended is to extend the concrete median or install delineators. (See attached t Please address and respond to ODOT's correction of these problems, either as recommended in this letter or a proposed alternate solution. I i ( Sincerely, / E Michael C. Mills E Senior Engineering Technician and Engineering Resource team member for East CIT I 1 c: Tigard City Council i I./eng/mikem/crtodot.doc ~ - i 13125 SW Hall Blvd.. Tigard. OR 97223 (503) 639-4171 TDD (503) 684-2772 i i I , t J J r" ~ th V 00 f ^,a6G~ ~ j o,I r 6EZ . \8~ 7. LD ST. i Ex-fend cone-ref f- ~'jeC~jan. or !n s full ~e~i~tea-~~3 i' = 100, VIIN.ITY MAP LEGEND I AGENDA ITEM # FOR AGENDA OF i a1 2" CITY OF TIGARD, OREGON ( COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE City Support of Community Events 1 PREPARED BY: William A. Monahan DEPT HEAD OK CITY MGR OK~ I ISSUE BEFORE THE COUNCIL i Council has requested that a policy discussion take place on the level of City participation and contributions to { special City events, such as the Tigard Festival of Balloons. On August 12, 1997, Council discussed the issue I and requested a workshop to discuss: What is the City's intent when it sponsors an event; that is, is it to provide events for our citizens, j showcase the City, or provide an opportunity for non-profits to raise money? i STAFF RECOMMENDATION o ( Staff recommends that Council discus the 1997 event with Bruce Ellis, Event Coordinator. Also, plans for 1998 need to move ahead. Council should discuss what the City's role should be in special City events, both from a l financial comment and a resource commitment. INFORMATION SUMMARY Tigard has benefited from several annual events sponsored by non-profits and supported by the City. The Tigard Festival of Balloons is the largest annual event. The City Council has requested that a discussion be held to better define the City's role and contributions in such events. Specifically, Council wishes to discuss: i What is the City's intent when it sponsors an event? Is the City choosing to sponsor an event because the event serves one or more of these purposes: ~ a. To provide events for Tigard citizens to enjoy; i + b. To showcase the City to residents and others; f c T^ provide an opportunity fr .,.^_pr,.ft ,rgon;vvr;nnc to raise mnney through an event. = - . . 77 Bruce Ellis, Event Coordinator for the Tigard Festival of Balloons, has been invited to discuss his event and the 1 Council's policy issues. I OTHER ALTERNATIVES CONSIDERED Continue to review special event funding at the Budget Committee without further review of the City policy. FISCAL NOTES 'he City has contributed to special City events to various degrees. The discussion to be held by Council could `lead to either a limit or City contribution, a commitment that the City receive a portion of future event process, - or some other direction that either adds to or decreases City cost. i:kitywidelsumlctyevent.doc E - t 1 MEMORANDUM CITY Or TIGARD TO: Honorable Mayor and City Council FROM: William A. Monahan, City ManagcTv DATE: October 14, 1997 SUBJECT: Special City Events Discussion On August 12, 1997, Council discussed City events during the Study Session portion of the Council meeting. Council suggested that Bruce Ellis, Event Coordinator for the Tigard Festival of Balloons, be invited to the October Study Session meeting to discuss the City's sponsorship of future City events. Attached is an August 6, 1997 memo which I wrote, describing the tally of special event costs related to the June, 1997 Tigard Festival of Balloons. Within that memo I raised several policy questions. Also attached are minutes of the Study Session discussion on August 12. At the conclusion of the Study Session, Council suggested that the following issues be discussed at the October meeting. _ _ What is the City's intent when it sponsors an event? Is the City's sponsorship given - becausc ilia cvcua aa.a.w va... or auvw va m, wuv.r aa.g yumpww. -7 7 7- a. To provide events for Tigard citizens to enjoy; b. To showcase the City to residents and others; C. To provide an opportunity for non-profit organizations to raise money through an event? In prior years, the City's contribution to events such as the Balloon Festival included both 1 l allocation of resources from existing budgets, as well as special appropriations. For instance, 1 r - . L_ Memo to Council October 14, 1997 Page Two in the case of the Balloon Festival, City Administration, Police, Public Works, and Engineering all devoted some regular staff time to helping plan for and coordinate the event. In addition, special costs were incurred by the Public Works and Police Department, primarily overtime and other costs to assist in crowd control, clean-up, and making transportation to and from the event as smooth as possible. The City Council has raised questions about the staff budgets for participation in the event. Staff needs direction on the limit of City participation and financial support for future events. Whatever direction Council arrives at, staff will implement in 1998 events. Staff will review i requests for funding from special event coordinators and prepare estimates of the City contribution required to support the event. It is important that staff and Council agree to the limits of City participation. Discussion of the Council policy and intent will be very beneficial to staff, Council and citizens. It is also important that clear direction be given to special event coordinators, such as Mr. Ellis, so that the planning of such events be completed in advance of the event dates. - Mr. Ellis has acknowledged that he will attend the Council meeting. Cathy Wheatley, Ron I; Goodpaster, and Ed Wegner, our key staff contacts for the event, will also attend. i 1 WAM\jh attachments 1 j I 6.od ft,IU01d97d d= i ~ 4 t~d3 5 i i i j i i -MEMORANDUM CITY OF TIGARD i TO: Honorable Mayor and City Council ' IJ 3 FROM: William A. Monahan, City Manage DATE: August 6, 1997 = j SUBJECT: Special Event Costs 1 During the Study Session preceding the Council meeting of July 8, 1997, Council briefly discussed my July 2 memo which presented Festival of Balloon costs for 1997. Council directed that a general discussion be held at a future meeting. Time has set aside at the August 12 Study Session for the discussion. After that discussion takes place, Council suggested that it would be appropriate to have a discussion of Festival costs with Bruce Ellis, the event a organizer. 1 i Festival of Balloon .o c: The July 2, 1997 memo presented a breakdown of expenses for City departments involved in the event. Some departments incurred special expenses and/or overtime costs. Council asked that staff review dic costs and separaic iuose costs incurred oniy for speciai events from costs which would have been incurred anyway. (That is, regular shifts, seasonal repairs to the { parks, etc.) The costs shown in the July 2 memo and the breakout of special and regular costs is as follows: July Memo Regular Special Engineering 696.03 696.03 0 Public Works 28,604.42 9,666.64 18,937.78 Police 11,995.83 5,245.36 6,750.47 g Administration 265.14 265.14 Q Total 41,561.42 15,873.17 25,688.25 lj j ` i 7 i l~ Memo to Council August 6, 1997 Page Two Therefore, the total estimated cost to the City was $41,561.42. Of this total, $15,873.17 was labor and materials which would have been expended, even if the event was not held. The remaining $25,688.25 was spent only because the Festival of Balloons was held. Public Works expenditures on the Festival included: Public Works expenditures on the Festival included: i f i $15,066.73 for 569.75 hours of labor tt} $2,727.70 of material costs $1,143.35 of outside contractor cost (electrician) i . Of the 569.75 hours, the major expenses were related to: Hours Field surveying (flagging for wetlands buffer and parking lot set-up) 83 i Stage set-up and take-down 123 Sign making, set-up, take-down 51.75 Cone barricade set-up and pick-up 24 Festival clean-up 236 Material costs for Public Works were: Sign material for 65 signs* $1,922.80 Steel for sign stands 187.90 Rock roadway fit? M _ 777- Total $2,727.70 *The signs can be used in future years for the event. An electrician was hired to address a need that developed during the event. Electrical power was needed by the food vendors and other Festival staff. • i Police costs directly related to the event were somewhat offset by 708 hours of volunteer help provided by our Police Reserves, State Troopers, and Reserves from Beaverton, King City, Sherwood, Tualatin, and West Linn. The Pacific Northwest Search and Rescue Squad also contributed time to the event. j D Memo to Council August 6, 1997 Page Three 4th of July Costs: In contrast to the Festival of Balloons, the 4th of July celebration has maintained a consistent series of activities over the past ten years. The event continues to require the same services from the City that it has for years, such as: i 1. Police assistance and traffic control a . , 2. Public Works assistance in digging a trench for fireworks canisters 1 3. Insurance riders to cover the pyrotechnic operator j Costs associated with this year's event were: C Police - $1,093 (18 regular hours and 14.5 overtime hours) F kz 1 Public Works - $388.50 for overtime (above the holiday pay which those employees i who worked were already entitled to). Other assistance was provided during regular business hours as the City arranged for event insurance and obtained 36 hours of volunteer assistance by the Police Reserves. Tssues Council expressed some concerns about the amount of the City contribution to the Festival of _ Balloons. In the past, special events have been granted City financing through the budgeting process. During the most recent budget cycle, staff provided the Council and citizen members of the Budget Committee with estimates of the additional contributions made by the City to events and social service agencies in the prior year. As events grow, in number, size of crowds, and in need for City involvement, the cost to the City could grow unless some controls are put in place. The fine line between an event being "City sponsored" and "City run" at times becomes difficult to determine. During the course j of an event, a City official may be put in the position of making a judgment call that either i incurs cost for the City or deflects cost to event organizers. It would be very helpful to establish some policies for application at future events. i i i j r I I i Memo to Council August , 1997 Page Four Staff has identified several policy issues for discussion by Council. Once preliminary direction is given, staff can prepare a set of policies for use in guiding City involvement in future events, while controlling the level of contribution. Policy Questions 1. What is the level of City contribution to a "City-sponsored event?" ti 2. When and how should the City level of involvement be set? 3 3. Should the City set a "budget" of funds to be earmarked for the event with j Department Heads authorized to expend up to that amount? That is, if Police have within their budget an amount of $6,000 set aside for the Festival of Balloons above and beyond the contribution of regularly-paid staff time, can the department expend up to that amount for any reasonable means of supporting the event (overtime, cost to replace supplies used, etc.?) 4. Should City contributions to events be requested by event organizers during the budget process? For example, should an organizer submit a request which details a proposal which is all inclusive for: i , A. Financial contributions (i.e., cash to be used by the organizers). B. City staff commitments, both assignment of employees and overtime to help set up, police, or clean up after an event. C. .....e.......u 6nYciucS such as Physical improvements IO IdCL1teS IO accommodate the event, (i.e., running electrical service to a location for stage events) materials to be purchased for the event (i.e., gravel to create a new access way or parking lot). 5. Should events be expected to always require a City contribution or is there a point that events are expected to be self sufficient; i.e., operate on their own without City contribution and/or reimburse the City for costs incurred to support the event? i 6. If an event has the means to generate revenue, (such as for parking on City land) should the City have the opportunity to recover some or all of the revenue to offset City costs? t - i 3 1 1 j i - r 1 Memo to City Council - August 6, 1997 Page Five 7. Should the City capitalize on special events and devise fund raising methods to recover some or all of City contributions? Staff will be prepared to discuss fees, policy questions and others at the Study Session portion of the August 12 Council meeting. WAM\jh 1 I j L\adm\bdPM0677-I.doe i I 1 f - (~.ouncil (11 r)u-+o, - >Ila ~C7 ivlr. Monahan asked if Council concurred with the staff work to create an environment of communication with those citizens who had concerns while not issuing a permit until they were sure of compliance with all regulations. He said that staff was trying not to make promises that they could save something that they could not save. Councilor Scheckla asked several questions on mitigation in this situation. Mr. Hendryx said that the Code gave specific exemption to removal of trees in a forest tree deferral wood lot. Dick Bewersdorff, Planning Manager, explained that the Tree Ordinance Task Force had specifically excluded tax deferred woodlots because of testimony from people who had set them aside to harvest for funds to send their children to college. The owners of this lot intended to harvest the timber before selling the lot to developers. A developer going through the subdivision process would have to mitigate for those trees. Mr. Monahan said that tonight staff expected neighbors at the meeting to report to the Council on the CIT discussion. He reported that neighbors have requested staff to make a commitment to do whatever they could to make sure that neighborhoods were protected from erosicn. Staff wanted this situation to have the least impact possible but with the understanding that the trees would be cut down. t i Councilor Hunt mentioned the erosion problems that resulted from the steep slope of the hill of the Renaissance Summit development. Councilor Scheckla asked if they would have a j ,problem.-vitlrrne6l' ountam. Mr. Monahan said that they hoped to avoid that. i > City Events: Policy Discussion on City Participation and Contributions Mr. Monahan reference a memo on the costs o' `e Ct o a oon` estrval, broken 1 down by department detailing costs that would have been incurred anyway and special costs. It also included the Fourth of July costs which were very limited. He pointed out that the r Balloon Festival was growing so fast that it was a new event every year. E r Mr. Monahan: suggested requiring special events and social agencies to give the City more 1 advance notice of what their proposals would be prior to the budget process and assigning a staff person as the contact person for the event or agency. This staff person would identify all the potential costs so that staff could include a real cost by department into the budget process. If Council wanted to, they could set an amount for the event, and staff would know that they E had to limit expenses to that amount. With sufficient notice, the special event or agencies COUId make decisions on their nrnarnmc nr tr rn Snri niternn~ive fi ndino- Ed Wegner, Public Works Director, reviewed the staff work at the Festival, agreeing that it did impact his department most of all. He pointed out the positive attitude of staff towards the Festival, despite the extensive overtime required. He mentioned that the soccer fields were scheduled to be shut down after the Festival regardless. He said that staff worked Sunday and Monday to finish cleaning up. He noted the help provided by the carnival and food vendors in making it easy for them to pick up trash. Bruce Ellis, Event Coordinator, had arranged for the contractor to retrieve all the rented equipment. Councilor Scheckla asked if there were items that the City could have the Festival pay for, such as extra trash pickups. Mr. Monahan said that was an item for discussion. He explained that last year the Festival did not have any surplus revenue; however, this year it appears that j ~ i - TIGARD CITY COUNCIL MEETING MINUTES - AUGUST 12, 1997 - PAGE 3 i t I 1 i there was profit. He advised that Mr. Ellis had indicated willingness in the past to help finance any needed post-event field repair. Mr. Wegner commented that eventually the Festival would "top out" where the City would have to limit the number of balloons. Mayor Nicoli asked about using volunteers to assist City staff. Mr. Wegner said they would have more success asking volunteers (such as the Boy Scouts) to help with the set up than with the clean up. He pointed out that school was still in session during the week prior to the Festival. i i Councilor Rohlf asked if they would see an adjustment to the budget. Mr. Monahan said no, because all the costs were within last year's budget. Councilor Hunt expressed concern with the extra money being spent without the Council knowing it was being expended. Mr. Monahan said that it had been a surprise to staff who had j not realized the crowd the Festival would draw until they "saw the cars coming." He said that the year before had not reflected these dollar amounts but possibly staff was now doing a better job of reporting the costs. Mr. Monahan said that the information this year would help staff in their discussions with the Balloon Festival organizers. He said that there was not an expectation on the Festival's part i that the City would support the event to the point where the Festival retained all profits without assisting the City with some of the expenses incurred. 1 - j Councilor Hunt asked if there was a way to measure the economic value the Festival brought to the business community of Tigard. Mayor Nicoli said that the nonprofits could tell the City how much money they made (which he thought was roughly around $30,000). He said that he was certain that with 10,000 to 15,000 people coming into the town for a three day event, there 1 was money going into the business community. Councilor Hunt asked who authorized the nonprofits that operated at the Festival. Mr. Monahan said that the Festival did. He reported that Mr. Ellis told him that he tried to restrict it to Tigard based non-profits only. The City's only input has been questions about traffic. € insurance and neighborhood impact. He said that if the Council felt it was important to know 4 how much money the non-profits made, he thought that Mr. Ellis would be willing to share that :i rrnation with them. Mayor Nicoli pointed out that the non-profits reinvested the money into the community. The t Festival fed the social service structure of the City in one way or another. f Mr. Monahan reported that he informed Mr. Ellis that the report in the Oregonian regarding the Council discussion on the Festival did not accurately reflect- the tone of the Council. The Council was simply curious, not critical. 1 1 , Councilor Moore asked that a discussion on a special events policy include what the intent of the City was in sponsoring events. Was it to showcase the City or to provide an opportunity 7 for non-profits to raise money? Councilor Rohlf suggested a workshop on those issues. Councilor Moore asked for information on what other communities spent on their big events. j i TIGARD CITY COUNCIL MEETING MINUTES - AUGUST 12. 1997 - PAGE 4 ri ~J MIA i i He expressed concern that the Festival might move elsewhere due to lack of space at Cook Park. The Council discussed when to schedule the discussion. They agreed on the October workshop. Staff would invite Mr. Ellis to the study session prior to the workshop. > National League of Cities Conference - Distribute Information > Agenda Review • Mr. Hendryx reported that the County reached tentative agreement with Jerry Cache today to purchase the properties for the Greenspaces program. i • Mr. Monahan explained that staff selected the second lowest bidder on the Menlor Reservoir project because the lowest bidder had difficulties with his subcontractors' bid. 3 The second lowest bidder's offer was within the engineer's estimate. • Mr. Monahan noted an agenda change: the monopole discussion will occur before the business agenda f • Councilor Scheckla asked for an update on the Rite Center. i I. BUSINESS MEETING • Call to Order - City Council & Local Contract Review Board Mayor Nicoli called the business meeting to order at 7:35 p.m. • Council Communications/Liaison Reports • Call to Council and Staff for Non-Agenda Items Mr. Monahan noted the Council discussion on whether or not to call up CUP 97-0004, the AT&T monopole tower, and the Rite Center update. 2. PRESENTATION: APPRECIATION ACICNOWLEDGiViENT FOR KATHY DAVIS, LIBRARY DIRECTOR AND CITY EMPLOYEE FOR OVER 21 YEARS On behalf of the Council, Mayor Nicoli than ked Kathy Davis L.u... cncucu~ - her cxcelll lem work .........as Library Director and presented her with an Award of Appreciation plaque. Ms. Davis presented the ' Council with ajar of honey from her business, Mountain Home Apiary, which was moving to LaGrande. } 2A. DISCUSSION: CALL-UP CONSIDERATION - AT&T CUP 97-0004 Mr. Monahan mentioned that the appeal deadline date for this land use application was August 18. Mr. Hendryx noted the receipt of a petition today requesting the Council to call up i this application. Mayor Nicoli opened up the meeting to public comment. i Spencer Vail, AT&T Wireless Services, asked that the Council not call this up application. He argued that the appeal process already in place should be used, rather than the Council L,, J initiating appeals on behalf of the people, losing the appeal fee and establishing a precedent. TIGARD CITY COUNCIL MEETING MINUTES - AUGUST 12, 1997 - PAGE 5 } L i i CITY OF TIGARD October 14, 1997 OREGON j Bruce Ellis a 14396 SW Tewkesbury Drive { Tigard, OR 97224 j Re: October 21, 1997 Council Discussion i { I ? Dear Bruce: Cathy Wheatley has advised me that you do plan to attend the City Council Study Session meeting of October 21, 1997. I look forward to your input as the Council discusses its policy on sponsorship of special City events. Enclosed for your information is a copy of my memo to Council, and attachments I regarding this Council agenda item. As you review the minutes from the August 12, 1997 meeting, you will note issues raised by Council. I expect that the following questions will be asked of you at the s upcoming meeting. 1" Can you provide the Council with the final figures on the festival costs and revenue for the 1997 event? 2" Do you propose to share any profits from the 1997 event (and future events) with the City? 3. Can you tell us what each non-profit involved in the 1997 event earned from the event? ` 4. Do you have any ideas how the City may offset expenses which it incurs j j to support the event? 1 5. Have you developed plans for dealing with transportation questions for the upcoming event? 6. Do you have any major changes planned for the 1998 event? { i l i 13125 SW Hall Blvd., Tigard, OR 97223 (503) 639-4171 TDD (503) 684-2772 i i t a Letter to Bruce Ellis October 14, 1997 Page Two The City staff would like to meet with you in the very near future to begin planning for I the 1998 event. Staff would like to hear your plans for activities over the event weekend, so they may begin formWating action plans for delivery of City service during that time. I expect that the Council discussion will give us a clearer idea of what the City's level of participation will be, and limitations that will be placed on our budget. As in prior years, the transportation question will be among the most important issues requiring attention. r F I look forward to your participation in the October 21 Council discussion. Sincerel William A. Monahan City Manager J WAM\jh attachments I I t~am~mmua~-s.ax f _ f - I, i i - i I „ AGENDA ITEM # FOR AGENDA OF I U;:21 jr, -1 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Council Goal Setting PREPARED BY: -LI , F W DEPT HEAD OKU41~,CITY MGR OK ISSUE BEFORE THE, COUNCIL, Consideration of Council Goals. 4 STAFF RECOMMENDATION Adopt the attached Council Goals. INFORMATION SUMMARY Based on the discussions at the Council meeting on October 7, staff developed ten goals for Council consideration. The task list was revised to reflect Council direction and staff's estimate of time needed to complete tasks. Department work programs are being revised to reflect the proposed goals and will be mailed with Council Newsletter on Friday 10/17/97. Please review the Goals presented for discussion. OTHER ALTERNATIVES CONSIDERED Goals presented here may be modified as directed by Council. FISCAL NCITRC t t ~ Goals adopted will be incorporated in department work programs and budgeted for us I appropriate. 1 13. c I i i GOAL. A specific new direction Council wants to take or a specific change in past direction, or a specific position the City wants to advocate. • Maximize opportunities for citizens to participate and contribute through an effective VOLUNTEER PROGRAM. i • Identify the City's commitment top PARK FACILITIES AND RECREATION programming to the year 2010. K • Identify, schedule and participate in specific activities the City can under take or promote that facilitate IMPROVEMENTS TO 99W balanced with community interests. 1 Define the CITY'S ANNEXATION PROGRAM on four distinct ! areas; Walnut Island Bull Mountain, Metzger, and other areas. j~y Defrniqh-e City's responsibility as the lead agency,~ti~ course for t FUTURE OF THE DOWNTOWN, and specific actions that can be taken toward desired results. A Lt~ jw- iimue a LONG-TERM WATER supply solution. Identify tools and implement programs that PROTECT AND ENriANCE THE COMMUNITY'S AESTHETIC: QUALITIES balanced with development - such as planting 2000 trees by the year 2000. t • Encourage and support private sector programs TO MAINTAIN DIVERSE AND AFFORDABLE HOUSING AND ( PROTECT TIGARD'S OLDER HOUSING STOCK. b 3 4ttp- 1 GOALS CONTINUED... • Promote BETTER PUBLIC TRANSPORTATION to serve riders within Tigard and from Tigard to other suburban communities. Page Two - Goals... • Develop a COMPREHENSIVE PUBLIC FACILITIES PLAN that includes construction, management, funding, and maintenance for streets, sewers, sidewalks and street lights. I izNision/goalsldoc - I i _ _ I, r ~ i TASK A specific activity that is part of a departments' assigned responsibilities; part of a department or individual's work program. COMPLETED . C • Change Council Goal Setting Cycle to Fall. 1 • Finalize long-range plans for Cook Park. • Apprise Council of Pending Development Locations. t • Evaluate use of traffic calming devices for SW North Dakota. TO BE COMPLETED WITHIN 3 MONTH • Survey, assemble and evaluate opportunities to create tools to protect community aesthetics. • Implement a revision to the CIT program to emphasize citizen education, and citizen access to resources on one evening a month. • Conduct Visioning Process. ' TO BE COMPLETED WITHIN 6 MONTHS • Develop long-range and short-range space plans and evaluate funding ' . alternatives. • Employee Recognition. Implement Workplace Violence Recommendations. ~yy Review Existing City Ordinances and Resolutions. f~ . TASK TO BE COMPLETED WITHIN SIX MONTHS CONTINUED... • Rewrite Tigard Development Code. F • Promote use of Metro Greenspaces funds for the Tualatin River and Fanno Creek. i • Schedule regular Board, Committee & Task Force Updates. • Define philosophy and budget for community events. 1 Develop duties and justification for volunteer coordinator position to serve all City departments. TO BE COMPLETED WITHIN ONE YEAR • Develop and implement a mechanism to revise development fees annually to recover costs. Review engineering fees in 1998. • Police Funding - specialty programs: programs such as Youth Officer, GREAT, DARE, Officer at the Square, etc. must be examined. Support heavy passenger rail service planning through Tigard. • Participate in Youth Center Study (of private interest groups), consider the results, and determine City position on developing a youth center and youth programs. Investigate options for a non-profit group to enhance plastics recycling 77 opportunities. TO BE COMPLETED WITHIN TWO YEARS Planning Studies Washington Square Scholls Walnut is! (moved to annexation goal) s TASK CONTINUING Improve Media Relations Implement Define and Develop Tigard's approach to working/dealing with MAO regional issue coordination. 11 • Implement Vision Goals f } „ I F : . 1 ~ + I TASK TASKS INCORPORATED INTO COAL INCORPORATED INTO AFFORDABLE HOUSING GOAL ii • Develop Housing Code Section for the Community Development Code. INCORPORATED INTO PARK MASTER PLANNING GOAL Parks Master Plan: Review and update the city parks master plan to meet the changing recreational needs of the community and the planning requirements of Oregon state law affecting system development charges. INCORPORATED INTO COMPREHENSIVE PUBLIC I I FACILITIES GOAL • Develop A Neighborhood Traffic Management Program. r • Comprehensive Public Facilities Plans for Streets • Road Bond Process • Meet with Planning Commission Sewer System w Meet with USA Sidewalks Street Lights l ~ - Develop a long-range plan for development and maintenance of city streets. I ir/v ision/goals1doe - i MEMORANDUM CITY OF TIGARD, OREGON TO: Honorable Mayor & City Council Item NO FROM: Liz Newton, Assistant to the City Manager For Council Newsletter dated ~7 I DATE: October 17, 1997 SUBJECT: Work Programs to Implement Council Goals Attached are copies of preliminary work programs developed by deparL~nents that will be responsible to implement the proposed Council goals. All of the work programs include goal elements and timelines. The work programs are preliminary because, in most cases, while they reflect realistic timelines, they do not incorporate all of the department's programs, just the Council goals and visioning strategies. The work programs were developed and submitted in different formats. A consistent I format will be used for the final version. i I ! The Community Development Department sheets include all of the Council goals and visioning strategies that complement the goals; however, the timelines still need to be reviewed in conjunction with other tasks. i Upon Council adoption of the goals, all City departments will revise their work programs to include 1 implementation of the Council goals. J is tadmtcathy\council\goismemo. d o c I { I - f i • I • Maximize opportunities for citizens to participate and contribute through an effective volunteer program 1) Develop duties and justification for Volunteer Coordinator position - report to Council. - Recruitment November-January 28 - Training January-March - Recognition April - Develop and implement reporting and tracking System May - on going j - Volunteer recruitment program On going I k 2) Citizen involvement opportunities will be maximized by providing education programs on process, assuring accessibility to information, providing opportunities for input and establishing and maintaining a program of effective communication. - Implement a revision to the CIT program to emphasize citizen education, I and citizen access to resources on one ! evening a month February 1998 - Review use of CITYSCAPE features for CIT program December-January 1998 -Review options to make Council meetings more accessible March 1998 - Investigate sponsoring Annual Residents Open House September 1998. - Develop a Citizen Handbook July 1998. 1 - Review and implement tools to T communicate Council decisions April 1998. i _ The schools and City government will work together to maximize financial efficiencies and address funding shortfalls. 1) Examine the potential for City government to provide some support services for the Tigard-Tualatin School District. December 1997-February 1998 j 1 i 1 r 1 PAGE TWO - Budget for positions identified, intern program and field maintenance if appropriate June 1998. - Implement intern program June-September 1998. - Assume field maintenance July 1998. - Recruit and hire new positions July 1998. Government policies will permit the Tigard-Tualatin School District to prepare for growth and control the quality of services it provides students. 1) Propose policy changes for Council consideration that will promote ! the Districts ability to provide adequate school facilities. - Meeting with School Board I to identify issues February 1998 - Develop and implement programs to involve City District other agencies and developers in school siting and unding March-June 1998 - Identify financial programs available June-September 1998 - Identify Legislative proposals September-December 1998 lWvision/goa110.do - - t- I i j I WOO i I Define the City's annexation policy on four distinct areas: Walnut Island, Bull Mountain, Metzger, and other areas. Council 1997 Goal 15: Develop Annexation policy, especially for island area. { Visioning strategies: j 1. Adopt a plan for the orderly annexation of Walnut Island Action plans: • Create and implement a public information plan (12/97 - 3/98) • Proceed with annexations where waivers have been obtained (12/97- 6/98) i Create a plan to evaluate and provide necessary infrastructure (City Engineer) (12/97 - 12198) • Proceed with annexation of the remainder of Walnut Island (12/98 - 12/99) { Create agreement with County that establishes under what conditions the i City will accept County facilities (12/97 -12/98). 2. Adopt criteria that outlines when and under what circumstances areas on Bull Mountain will annex Action Plans: • Provide targeted educational program aimed at newcomers and specific r. Bull Mountain areas (Assistant to City Manager) (1998) . J Reach agreement with Washington County that allows full provision of services by City including police service and annexation (7/98) • Expand ability to get annexation waivers for provision of sewers to Bull Mountain (City Engineer) (1998) 3. Adopt a plan to educate Metzger residents about annexation to Tigard. Action Plans: • With area west of Hall as a priority, create public information program that uses CPO 4 as a partner, reaches out to newcomers, emphasizes benefits of joining Tigard and emphasizes the retention of Tigard's identity (19981 • Explore costs of providing needed infrastructure to Metzger, i.e., storm ! sewer (City Engineer) (1999) • Negotiate agreement with Washington County that clearly outlines their role in the provision of urban services, including provision of police services (2000) 4. King City/Urban Growth Boundary Annexation Action Plan: • Explore existing city boundaries with King City, the urban growth i boundary down to the Tuala*;- Fiver for possible annexation (2005) f i Encourage and support private sector programs to maintain diverse and 1 affordable housing and protect Tigard's older housing stock. Council Goals 1997: 10. Develop Housing Code Section for the Community Development Code. Visioning Strategies: 1. Implement a program to educate Tigard citizens about the importance of affordable housing Action Plan • Start community dialogue on issues associated with affordable housing (1/98) j • Define community goals for affordable housing to determine target (Council) (3/98 - 6/98) Prepare written materials that reflect the community's goals (Assistant to City Manager) (6/98) • Develop outreach program including Cityscape articles, press releases, j speaking opportunities, outreach to businesses, churches, senior centers and community based organizations (7/98) i • Implement outreach program (8/98 - 10198) i 2. Make incentive programs available to providers of affordable housing units Action Plan • Form study committee (2/98) • Committee consider waiver or reduction of SDC's, tax abatement for nonprofits, and or property tax reductions for affordable housing projects (2198 - 6/98). Committee consider targeting financial incentives to specific areas of the city • Study committee report issued to City Council (6/98) • Council consideration of recommendations of study committee (7198) • Implement Council direction (7/98) • Develop outreach program to "advertise" incentives (Assistant to City Manager) (8/98) _ -7 7,777 i 3. Review City's zoning code and Comprehensive Plan policies to provide maximum opportunities for affordable housing Action Plan • Consider minimum densities, inclusionary zoning and density bonuses as tools to encourage affordable housing (10/98) • Incorporate code language into the Development Code to require minimum densities and inclusionary zoning and for density bonuses to encourage affordable housing (2/99) • Develop a mechanism to track affordable housing units constructed (3/99) e _ V I L 4. Incorporate affordable housing policies into study of Downtown, Washington Square and other mixed use areas Action Plan • Identify opportunities to provide affordable housing in mixed use areas (10/97 - 7/98) • Include discussions on affordable housing in public workshops on mixed use areas (10/97 - 7/98) Write policies and zoning code language to reflect desired affordable • housing opportunities in mixed use areas 10/97 - 7/98) • Implement policies (7/98) j.':. • Consider jobs/housing ratio as an incentive to focus housing (10/97 - 7/98) 5. Strengthen ties between City, Washington County, and other Washington County cities to jointly provide affordable housing services. ~ Action Plan _ { • Hold summit on affordable housing with policy makers, develop community and technical resources to identify issues (9/98) • Summit follow up to consider jointly providing technical assistance for developers of affordable housing (10/98) • Consider increase in number of Washington County subsidized units allowed in Tigard (11/98) I:LLARNWADINEIGOALDOO GOAL'S HE fU 0 TH - :1997.19J6 FORT TUBE 'f E 1 THE COURSE S OHSIB4ITT AS THE LEAS ApttE tat, lilt to, ~j DEf1HE THE CITT'S RES~P pNDSpECIfIC ACTIONSTHAT CAIN DOWHTOWH~ ,19964997 GOALS ORTNE DOWNTOWN AREA 18: DOW? ell'rSDIRECTIOlIf continue bility worts GOAL# Goals . In addition, a continuation ~g97: Project to review for Liva of the Association and JUNE Visioning s direction for the downtown area as Metro Town Center UPDATE - the City' with representatives This is one °f the area s identified in the geVetopment or stall will work eet the intent of the town Merchant s mAcla unity~on to develop the area to M with the 'Down oal. a concept plan fi of the 1996 Councila work plan for Counctl to d faced on the downtown. designation p the Visioning work. area `i9991 project and 20`t0area. °ee.1998 Feb, s requested lot the dowen ntown dments lot the downtown . V101100. downtown issues through a Identity ment code am At this time, no additionaltan and develop propose comprehensive. P tatives of downtown resen representatives qg7; et in August with rep were wilt finalize SEpTENIBER 1.-- ommittee m Also in attendant ~ tee UPDATE ' Liva ies tor. the downtown, The Action ()MM Character and b ailnts lormon V15. n'Cask Force. °mmunity strateg „success stories. The C erty °wn-"S to o er.cial areas to share business m October 9th to the an downown and Com of othe tfor the downtown to be presented strategies . jR . VISIONING TIGARD'S DOWNTOWN CITIZEN VISION TASK FORCE GOAL, STRATEGY ACTION PLANS RESPONSIBLE TIMELINE DIRECTION ; . PARTY TIGARD'S DOWNTOWN Tigard's local economy as a whole 1.) Provide 1.) Tigard's CBD: ♦ Establish Central Business District (CBD) Committee CD Staff 1998 is doing quite well while the opportunities to Be Pro-active ♦ Develop Mission Statement For The CBD CBD Committee 1998 downtown area is not keeping work proactively ♦ Explore Options: Outside Expertise CD Staff 1998-1999 Pace. Many residents might say with Central (i.e... Economic Development Dir, Livable Oregon) Washington Square is the Business District 2.) Tigard's CBD: ♦ Use 'Core Concept" Approach When Developing CBD Committee 1998 commercial center of Tigard. (CBD) busiresses, Review City of Identity/Theme Two efforts at downtown property owners Tigard ♦ Develop Economic Development Plan CD Staff 1998.1999 revitalization failed at the ballot and citizens of Regulations ♦ Participate In Make A Difference Day - 10/25/97- StaffNolunteers 10/25/97 box in the 1980's. Tigard to se: the Clean-Up Along R/R Tracks P g course for the future of the 3. • Plant Trees Is there a role for the City in ) Tigard's CBD: Public Works Staff 1997-2000 determining what the citizens central dowr town Work on desire is for a central downtown area Strategies area? Addressing • Review Zoning Code - How Does It Promote The Mission CD Staff 1998-1999 Aesthetics Statement? What role should public financing "Court" Family-Oriented Business Through Design Criteria CD Staff 1998-1999 play in downtown development? ♦ Explore Grant Programs and/or Matching Funds CD Staff '98-Beyond ♦ Become A Member of Livable Oregon CD Staff 1998.1999 ♦ Revise Parking Regulations In CBD CD Staff 1998-1999 ♦ Develop Long-Term Strategy With ODOT RE: 99W CD Staff 1998.1999 Widening And Affects On CBD ♦ Develop "Gateway" (Portal) Improvements CD Staff 1898 (i.e..."Welcome To Tigard") • Install Special Street Lighting Fixtures Reflecting Theme CD Staff 1998.1999 ♦ Fanno Creek: Showcase This Amenity - Use As A CD Staff 1998-2003 Connection to Community ♦ Install Public Restrooms CD Staff 1998-2003 • Develop Connectivity Plan - Pedestrians/Bicycles CD Staff 1998-1999 Through CBD ♦ Develop Amenity Improvement List For Implementation CBD Committee 1998.2003 - - i 1 _.JI ' PALS - - ":1997-1998 G p6D RNO FROM 11GARD OTHER ~ pt10NtOSERUERIBERS1NItH1Nt1G SRS'D ORT ~ PROMOTEBETtERPUBLIE~ NICOMMUNItI ;'1996-1997 GOALS SUBURB GORL#11: PUBLIC TRANSIT 1MP110NEMEKTS sit choices within Tigard. ~ t. Staff to advocate improvements to create better trap UPDATE - JUNE 1997: cne by Tri Me Monitor and participate in work being possible Washington Square area fora p coming study of the ortalion Alliance 10 obtain Stall is EPTEMBER 1997 has been working with Tri-Met on their up with the Wes UPDATE- S tside Traeceives from Tri Met. -Transportation Range planning range planning staff has been working This shuttle will also Staff from Long ro ect. Long- Tri Met in payrolNs . how much bus service the City nstrabon p 1 to ers pay bout `Transit Managem it onv'lle and BeavertoWeStside Tri-Met demo and emp Y tween Wlls with Westside Transportation Allianc 1o eteunning a shuttle be information on how much Tig to exp also working applying fora grant from DF rd. Alliance is including g service points in between j 5 a~ S l a ' i VISIONING TIGARD'S TRANSPORTATION SYSTEM CITIZEN VISION TASK FORCE ° GOAL; r , STRATEGY • ` ACTION PLANS RESIPONSIBLE TIMELINE DIRECTION PARTY Can alternate transportation such 2.) Improve 1.) Identify ♦ Determine Optimum Route For Alternate Modes CD DirJCity Engineer 6P98 as mass transit, walking, carpooling Traffic Flow Alternate ♦ Explore Rail Commute Options Comm. Rail Task Force 1OP98 and biking help reduce traffic Transportation ♦ Coordinate With Other Jurisdictions For Continuity Of CD Dirl,~ity Engineer 12/'97 congestion? Modes Various Modes Of Transportation ♦ Participate In Regional Efforts To Develop And Promote Use City Council/Staff Continuous If so, what steps can be taken to Of Alternate Modes Of Transportation encourage their increased uses? 1.%URPLNVAASTERSIPLNGOALS.DOCI:\CURPLNV'AASTERSIPLNGOALS.DOC f1 1 1 I _ 66[ ~j 1997-98 Council Goals October 16, 1997 i Engineering Department I C:ouneii Goai: Deveiop a comprehensive Public Facilities Plan that includes construction, management, funding, and maintenance for streets, sewers, sidewalks and streetlights. Comprehensive Public Facility Plan for Streets • 2 weeks - Compile information and assemble existing plans (November 1997) F: • 1 month - Evaluate available information and existing plans. (December 1997) i • Review progress submittals and provide input into the City of Tigard Transportation _ System Plan (TSP) update study currently being performed by DKS. This TSP will I I provide critical information on points of traffic congestion, need for alternate routes, and will provide a list of projects for future implementation. The updated TSP is expected to be submitted by April 1998. (April 1998) • 1 month - Identify additional studies and plans that are necessary to a) serve the f existing City and b) serve those areas within the urban growth boundary that are I " likely to be annexed to the City. (April 1998) • 1 month - Develop tasks that would result in preparation of the comprehensive plans (May 1998) • 10 months - Develop comprehensive facility plan incorporating such elements as the TSP, preventative and corrective maintenance programs, and a comprehensive Traffic Calming Management program. This includes updating of the Pavement Management Program and incorporation of the results in the comprehensive facility plan. Schedule presentations to and discussions with the Planning Commission during the formulation process. Citizen participation and input will also be solicited during this phase. (May 98 thru March 1999) • 1 month - Identify funding options based on the developed plan. The funding element - will need to be coordinated with the funding strategy and action plans developed i during the visioning program. That process recommended formation of a task force to examine funding alternatives and to make recommendations for implementation of needed future improvements. The funding elements for the comprehensive street plan should be based on the findings and recommendations of the task force. (April 1999) • 2 months - Establish a long-term program for implementation. Elements can be incorporated in the yearly CIP budget effective July 1, 1999. i . Submit findings, proposed funding mechanisms, and long-term implementation plan to Planning Commission (May 1999) • Submit findings, proposed funding mechanisms, and long-term implementation plan to City Council for approval (June 1999) Progress Reports to City Council (January 1997 and quarterly thereafter) U City Council Goals - 1997-98 } : . i Page 1 01 75 3 I i j i. 1 1 i a 1 Comprehensive Public Facility Plan for Sanitary Setiver t • 2 weeks - Compile information and assemble existing plans (November 1997) j • 1 month - Evaluate available information and existing plans, to include ongoing studies. (December 1997) • 1 month - Identify additional studies and plans that are necessary to a) serve the existing City and b) serve those areas within the urban growth boundary that are likely to be annexed to the City. (January 1998) • 2 months - Evaluate the existing system to determine general conditions of lines and state of maintenance. (January and February 1998) i 3 months - Perform system evaluation to determine capacity of existing lines (March thru May 1998) j 5 months - Identify unserved areas and line extensions required to provide service (June thru October 1998) • 1 month - Review, validate, and incorporate pertinent elements from the USA Master Plan for increasing capacity of main transmission lines. Coordinate with USA during this portion of the process. (May 1998) • 2 months - Evaluate the capacity of the remaining smaller lines. Review past flow monitoring results. (May and June 1998) • 12 months - Initiate flow monitoring program to provide current data through the various seasons in the year, and to provide a basis for future projections. Outside f , assistance via consultants or USA will be necessary for this work. (January thru _ December 1998) • 6 months - Prepare a comprehensive facility plan for sanitary sewer. Schedule discussions with Planning Commission, and include citizen participation and input during the formulation process. (July through December 1998) • 3 months - Identify funding options based on the developed plan and establish a long- term program for implementation. (January thru March 1999) • Submit completed Public Facility Plan to Planning Commission for review and recommendation (April 1999) • Submit completed Public Facility Plan to City Council for approval (May 1999) r • Progress Reports to City Council (January 1997 and quarterly thereafter) i j Comprehensive Public Facility Plan for Storm Drainage • 2 weeks - Compile information and assemble existing plans (November 1997) • 1 month - Evaluate available information and existing plans, to include ongoing studies and the USA Fanno Creek Watershed Management Plan. (December 1997) • 1 month - Identify additional studies and plans that are necessary to a) serve the existing City and b) serve those areas within the urban growth boundary that are likely to be annexed to the City. (January 1998) . • 2 months - Evaluate the existing system to determine general conditions and state of maintenance. (January and February 1998) City Council Goals - 1997-98 Page 2 of 5 L~ a _ i • 3 months - Perform system evaluation to determine capacity of existing storm i drainage facilities (March thru May 1998) i { • 5 months -Identify problem areas and compile a list of potential projects for future i design and construction. (June thru October 1998) • 6 months - Prepare a comprehensive facility plan for storm drainage facilities. 1 Coordinate with USA and other agencies as needed, schedule discussions with Planning Commission, and include citizen participation and input during the formulation process. (July through December 1998) • 2 months - Identify funding options based on the developed plan and establish a long- term program for implementation. (January 1998 thru February 1999) • Submit completed Public Facility Plan to Planning Commission for review and recommendation (March 1999) • Submit completed Public Facility Plan to City Council for approval (April 1999) • Progress Reports to City Council (January 1997 and quarterly thereafter) . Comprehensive Public Facility Plan for Sidewalks • 1 month - Compile information and assemble existing plans (December 1997) • I month - Evaluate available information and existing plans, to include planned pedestrian paths in the CIP Budget, as well as existing on-street and off-street I bike/pedestrian paths (January 1997) • 1 month - Identify additional studies and plans that are necessary to a) serve the existing City and b) serve those areas within the urban growth boundary that are j likely to be annexed to the City. (January 1998) • 3 months - Identify areas where sidewalk connections are desired, such as residential areas to schools, etc. (February thru April 1998) • 5 months - Prepare a comprehensive facility plan for sidewalk connections Cit! %vide. Include a separate section on the Urban Growth Boundary area for future connectivity ± should annexation occur. Schedule discussions with the Planning Commission and include citizen participation and input during this phase. (May thru September 1998) • 2 months - Identify funding options based on the developed plan and establish a long- term program for implementation. (October thru November 1998) • Submit completed Public Facility Plan to Planning Commission for review and f recommendation (Deceinnbcr 19790) • Submit completed Public Facility Plan to City Council for approval (January 1999) • Progress Reports to City Council (January 1998 and quarterly thereafter) f Comprehensive Public Facility Plan for Street Lights • 1 month - Compile information and assemble existing plans (December 1997) • 1 month - Evaluate available information and existing plans. (January 1997) • 2 months - Identify collector roads and major intersections which require new street lights to enhance traffic safety (February thru March 1998) City Council Goals -1997-98 Page 3 of 5 j i i r 1. • 2 months - Identify residential streets and local street intersections that require new street lights for increased pedestrian visibility and to deter crime (April thru May 1998) • 3 months - Prepare a comprehensive facility plan for new street light installations Citywide. Include a separate section on the Urban Growth Boundary area for future implementation should annexation occur. (May through thru July 1998) • 2 months - Identify funding options based on the developed plan and establish a long- term program for implementation. (August thru September 1998) • Submit completed Public Facility Plan to Planning Commission for review and recommendation (October 1998) • Submit completed Public Facility Plan to City Council for approval (November 1998) • Progress Reports to City Council (January 1998 and quarterly thereafter) i . Council Goal: Identify, schedule and participate in specific activities the City can undertake or promote that facilitate improvements to 99W balanced with community interests. i • Review progress submittals and provide input into the City of Tigard Transportation j System Plan (TSP) update study currently being performed by DKS. This TSP will j provide critical information on points of traffic congestion, need for alternate routes, j and will provide a list of projects for future implementation. The interaction of 99W with intersecting streets and adjacent commercial establishments will be incorporated - in the findings and recommendations. The TSP is expected to be submitted by April 1998. (November 1997 thru June 1998) • Coordinate with Washington County, ODOT and METRO on the progress of projects pp within the vicinity of Tigard that should alleviate the traffic congestion on 99W. E Some of the projects include the Hall Blvd/99W intersection and approach improvements, the proposed bypass road connecting Sherwood and 15, the 15/217 Interchange improvements, and planned maintenance improvements to repave and install sidewalk at segments of 99W. (Periodically over the next 2-3 years) • Initiate projects based on the comprehensive Public Facilities Plan to improve major and minor collectors throughout the City to allow better movement to and from 99W. (Each fiscal year in accordance with the long-term implementation plan for the streets C and in consonance with the funding mechanisms established for these streets) Council Task: Revise Engineering Fees to recover staff time spent in the development review process. • 2 months - Evaluate options for fee increases (November-December 1997) • Present options to Council for discussion (January 1998) • 3 months - Prepare final package of fee revisions (March thru May 1998) • Submit fee package to Council for approval. If submitted to Council after June 30, 1998, the fee increases do not have to go before the voters. (July 1998) • Implement revised fees at beginning of new calendar year (January 1999) City Council Goals - 1997-98 Page 4 of 5 Council Task: Improvements to the Pond at Summer Lake Park I y • 1 % months - Select and contract with consultant to perform study on Summer Lake (November-mid-December 1997) - • 4 months - Consultant study period. Study will provide feasible options and recommendations on initial work plus long-term maintenance effort required. (Mid- December 1997-Mid April 1998) ! • Present options and recommendations to Council for discussion and direction (Late April 1998) • Submit final improvements package to Council for approval and funding (May 1998) • 6 months - Construct improvements to Summer Lake (June thru November 1998) I:\c ityw id6ecogo97.doc r yl f I: S Y I i i ! City Council Goals - 1997-98 Page 5 of 5 L: E - v v COMMUNITIES ESTHETIC QUALIT AND ENHANCES THE V 2000 TREES BY THE YEAR 2000 % PROGRAM THAT PROTECTS & IMPLEMENT A yELOPMENT _ SUCH AS PLANTING 0 IDENTIFY TOOLS WITH DE TIMELINE PLAN FOR ACTION 10125197 GOAL anting 10197 to 12197 tree P1. p147 to 12197 Englewood Part: - Make a Difference Day park, gDowntown clean-up consuitandstaff 4198 to 6198 reenways, wetlands - 199 t to Plant 99 1197 X000 fall plantings of Panno creel, 4198 to 6198 the year _ lantings - USA, Friends ency coordinatio 2000 trees by spring P eneies - StafflAg Schools & other n public ag oatof _ Plantings 2006 trees 711198 fiscal years to achieve this g Arbor. L/uw 11) FV 1998199 budget 2 FTG to PW ( development issues 9188 to 12199 cess will be followe d for the next 3 Forester -a dd ' reeenways, street trees, 10198 to 5/99 *1Jote: This pro Urban urban forest & gCde Revisions 199912000 tree maintenance, endation CD o 10128197 rmn Review and Recomm ro ram street Tree Prog comprehensive street p g ointment Develop lieation and app Tree City> USA - a- to city Council 11147 to 6130198 Memo of understanding 10197 ices Maintenance 2)98 Washington County Urban Sc" 9198 W ashinb lmplementatron Program contract award to consultant 7)98 Consultants recommendation ent & management Plan Completion of Protect enhancem 10197 to 6198 lvlerestone Pond endation on 7198 Consultant recon' tovement Implementation on imp ocess 1 Par s Management Plan -budget P1 Sununerlake Park La1,` of Management Plan 1mPlementati on r " t . f' Intra-Agency Cooperation/Develop Partners Budget process 12/97 to 6/98 Development IGA's or processes 5198 to 7/98 Implement program 7/98 to 6/30/99 Trails & Bikeway System Metro greenspace ? Develop maintenance standards 1/98 i Development of paths On going Adopt a Path program 9/97 Water Quality Ponds - Publicly Owned Design standards - acceptable for maintenance (USA/Engr/PW) 11/97 to 5/98 Develop maintenance standards 11/97 to 3/98 Develop budget for water quality pond maintenance 12/97 to 6/98 Implement program 7/1/98 Privately owned Identify locations/inspections (PW/Engr/CD) 12/97 to 3/98 Acceptance by City policy - financial/maintenance impact and schedule policy and 5/98 to 10/98 procedures for acceptance Roadside Beautification Signs - removal & community education Code Enforcement Row maintenance - determine City responsibility, standard of maintenance 1998/99 Abandon ROW/future ROW On going Adopt a Street Program 7/98 Storm Corridors & Wetlands Develop partnership w/USA, State agencies, City of Tigard Engineering, environmental 6/98 to 12/98 groups Determine responsibilities of maintenance program Implementation of maintenance program 7/1/99 Develop community education program 8/98 - on going kathylgoalA.97 is IDENTIFY CITY PARK FACILITIES & RECREATION PROGRAM - YEAR 2010 GOAL PLAN FOR ACTION TIMELINE COSTS/NOTES Parks Master Plan for 10 years Selection process 9/1/97 TO 10/25/97 Contract to City Council 10/28/97 Community Involvement, consultants 11/1/97 TO 4/98 Completion of Plan 5/98 Implementation of Plan 7/98 TO 6/2010 Annual budget decisions Annual Park Improvements - fiscal Year 1997/98 Jack Park 6/30/99 $46,000 2,700 Lf of path Woodard Park 6/30/98 60,000 Playground structure & surfacing Summerlake 6/30/98 26,000 ADA Accommodations *Note: Will be reviewed in Master Plan before implementation Cook Park Expansion Plan Atfalati Agreement signed 12/31/97 Bandshell/Gazebo Design 11/1/97 to 5/1/98 Community involvement, selection of consultant, preliminary design, City Council approval. Construction 6/15/97 to 8/1/98 *Note: Management and charges of facility use should be addressed in Park Master Plan Pilot Recreation Program Coordination w/school 10//97 to 3/98 1 Implement program _ Spring 1998 Park & Recreation District Appoint task force Investigate options/community meeting Recommendation to City Council .othy~goxts.97 - - .-.....ter-fix ~ 1 . = 71- CONTINUE TO PROVIDE QUALITYPUBLIC WORKS SERVICES TO COMMUNITY GOAL PLAN FOR ACTION A DMINIS TRA TION DIVISION CDL Training for Class A Hansen Maintenance Management Program Well Duty/On Call Identify PW role in community events Internal Monthly Departmental Meetings (CD/Engr/PW - Management staffs) Emergency Management UTILITYDIVISION Develop flushing program Water quality & backflow Evaluate Water Inspector Position & Responsibilities Water construction specifications (Engr/PW) Meter reading program (Pinance/PW) PROPERTYDIVISION Library roof City Hall Improvements PD Remodel Work place & Niche Speed Hump program kathy\goa[0.97 I PURSUE A LONG TERM WATER SUPPLY TIMELINE PLAN FOR ACTION 10197 to 12/97 12197 -On going GOAL 10147 -12198 Agency approval 1199 to 12101 & DEVE~OFMENT public information program PROTECTION , & financing SOURCE Project Planninb 12197 to 1199 pesign & construction ~ejtte1it Entergelrcy interne 2000102 Forttand 1Vater Contract. SiiPP on going Model contract 1198 to 1119 Contract negotiations -i- Other Regio+ial Issues ltant and modeling flydrar+lic n►adel 1WB approval, se utsid- su, s tudy 8115197 Budget approval ( 7/15198 SYSTEhf hfANAGEhiEN7 ISSUES hlefitar Reservoir 10131198 Construction begin 12/98 to 3/99 Reservoir on line Completion 8197 to 11197 Clute property 12197 to 6198 Tiedemaii Vault 7/1198 to 811/98 Design Budget process 11/97 to 3/98 Construction 12197 to 6/98 Tie - ht #4 Reservoir to lOatg 7195 to 10198 Design & Easements Budget process ; Construction f r CITY OFTIOARD MEMORANDUM Community Development Sk,Ipiny:i'Better Community CITY OF TIGARD, OREGON TO: Bill Monahan FROM: Dick Bewersdorff DATE: October 21, 1997 SUBJECT: Approved Land Use Decisions Through October 21, 1997 tTotaldecisions UdSmemo: lu final Order Issued: 10/23/91 r nnalAppealoate: 11/ 3/91 120 DAYS: N/A t PPEAL OF A DIRECTOR'S INTERPRETATION DEFINING LOGGING AS DEVELOPMENT Q I ember 18, 1997, the Applicant filed an appeal of the Director's Interpretation that logging is defined opment and that cutting timber requires a Site Development Review. The Tigard Planning sion, at a meeting on October 20, 1997, upheld the Appellant's appeal that logging is NOT as development. LOCATION: 15200 SW 109th Avenue; WCTM 2S11ODA, Tax Lots 00100, 00200 and 00500 (Plot I'llon/M lity ap below] ~I JI JI [YiciitY Map 6lowt A 4E ~ BONN\ "o- a 1 SUBJECT > ARC a ma• - ZONE Residential, 3.5 Units Per Acre; R-3.5. APPLICABLE REVIEW C11MRIA• Community Development Code Section 18.26.030. hApattyldocsY10-23-97.m2 (Memo Cover Page 1/1) S 7 till - ~r