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City Council Minutes - 12/06/2011 mCity of Tigard Tigard City Council Goal Setting Meeting — Minutes TIGARD CITY COUNCIL MEETING DATE AND December 6,2011 -Noon TIME: MEETING LOCATION: Tigard Fanno Creek House, 13335 SW Hall Boulevard,Tigard, Oregon Council present: Name Present Absent Mayor Dirksen ✓ Councilor President Buehner ✓ Councilor Henderson ✓ Councilor Wilson ✓ Councilor Woodard ✓ Staff Present: City Manager Wine,Assistant City Manager Newton,City Recorder Wheatley Mayor Dirksen called the meeting to order at 12:22 p.m. • City Manager Wine asked for individual City Council members to share what,in their service on the council,has been the most rewarding: o Councilor Woodard—Said that the most rewarding has been his service as liaison to the committees and boards,which has helped him identify differences in communication styles and differences in focus/perspectives. He feels he is more engaged in the process. o Councilor Wilson—Related that the most difficult was the time period when the city was dealing with the Bull Mountain annexation and people were berating the City Council and city organization. Since that time,credibility of the city has been restored and he noted that some of the persons most critical of the city are now among the strongest supporters. While a small thing,Councilor Wilson said updating the city logo was symbolic of a new direction for the city. o Mayor Dirksen agreed with Councilor Wilson's comment about the statement the logo made in the city's new direction and evolving community identity. TIGARD CITY COUNCIL GOAL-SETTING MEETING MINUTES—DECEMBER 6,2011 City of Tigard 1 13555 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 www.tigafd-or.gov I Page 1 of10 o Councilor Henderson—Said he realized how rewarding his job as a City Councilor could be when he spoke to the Metzger group attending that community's Centennial celebration. The Metzger residents expressed their appreciation that the city participated in their event. o Council President Buehner—Said she was frustrated before she came on City Council about the lack of action to move the city forward in key areas. During her tenure on City Council,the city has updated the Comprehensive Plan and has begun to address areas within the city's sphere of interest;i.e.,Areas 63 and 64. She referred to the city's increased outreach to citizens and taking steps to making this the best community it can be. Decisions for long-term community vitality have been made,such as the water partnership and the passage of the parks bond. The City Council has taken on controversial items and has gained acceptance of the decisions it has made for the city. She said it is now time to implement the provisions of the updated Comprehensive Plan. • City Manager Wine facilitated the City Council discussion on the goal-setting for 2012. Charts were kept during the discussion listing key points to be captured and these notes have been transcribed and are on file in the meeting packet. (City Recorder's note: A final list of 2012 City Council goals were adopted by the City Council on January 10,2012.) Below are bullet points of general observations and discussion: o Long-term goals: general agreement among the City Council was for staff to map out steps to implement these goals.There was stress on the word implement for items that have been in the planning and development stages, such as the Comprehensive Plan and Tigard Triangle Master Plan. These long-term goals will be listed under the heading of one goal. o There was discussion on the financial health of the state and the county and the need to monitor and be involved or give input on decision making for regional and statewide matters. o There was discussion on resource alignment and working as efficiently as possible. o City survey results were discussed. Councilor Wilson referred to the decrease in the number of people who feel safe,which might be a reflection of the state of the economy. A high number of citizens will have contact with members of the Police Department. There was interest in comparing traffic enforcement and its alignment with safety. Councilor Wilson said he would like to see crash data for trouble spots or some type of traffic safety performance measurements. o Financial stability and sustainability were discussed. Councilor Henderson referenced the requirement for continued communication on efforts in this area. Councilor Wilson added that constant monitoring for new technologies and practices is an important component. o Council agreed all of the five-year goals as stated last year should be retained. Meeting recessed: 1:45—2 p.m. • Councilor Woodard presented an electronic slide package entitled"City of Tigard— Recreation for the 2V Century." A copy of the presentation is filed in the meeting packet. • After the presentation,key points and follow-up activities were identified: TIGARD CITY COUNCIL GOAL-SETTING MEETING MINUTES—DECEMBER 6,2011 City of Tigard 1 13555 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 www.tigard-or.gov I Page 2 of10 o Prepare a white paper on a recreation program including the input received from the Park and Recreation Advisory Board and the 2011 Citizen Survey. ■ Create a proposed budget based on the scenario(s) outlined in the white paper. ■ The white paper should present options for recreation programming services including the potential of partnering with the schools for cooperative use of facilities, fields and activities. ■ Councilor Woodard spoke of costing out a volunteer coordinator or a recreation manager. ■ Mayor Dirksen mentioned he and Public Works Director Koellermeier had discussed an outline for a white paper on this subject. ■ City Manager Wine spoke to identifying what services should be subsidized and those that should be fee based. ■ Councilor Woodard said thought should be given to how to generate revenues. ■ Council President Buehner said she wanted want voter input on implementation of a recreation program. ■ Fee structure was discussed regarding rates needed to pay for costs. There was a suggestion a certain amount could be designated for scholarships. ■ A section of this goal area was articulated as,"Partner with the School District to produce a pilot recreation program." ■ Assistant City Manager Newton suggested,in response to a suggestion from Councilor Henderson,that the white paper provide the amount of money that is now being spent on recreation programming. ■ Mayor Dirksen said he would like to change the name of the"Tigard Senior Center" to the"Tigard Center,"and that a broader range of events be offered at this facility. ■ A resource identifying existing non-profit organizations'offerings should be assembled. ■ Mayor Dirksen suggested the Park and Recreation Advisory Board could host an open house to invite people to see a list of the recreational activities available in the community. He suggested these services could be assembled into a catalog. 0 City Council discussed the progress on a number of planning efforts and the need to find a way to implement elements of these plans. (List was made on chart paper and has been transcribed and included in the meeting packet.) 9, City Council discussed a shift in activity for the downtown within its role as the City Center Development Agency: o There is now some money available to make progress on a downtown plaza. o Concentrate on acquiring tenants for existing buildings—tenants that will bring activity downtown. o A suggestion that it might be time to re-evaluate the facade improvement program. o Concentrate on areas with the greatest potential. o Developers are beginning to show interest. TIGARD CITY COUNCIL GOAL-SETTING MEETING MINUTES—DECEMBER 6,2011 City of Tigard 1 13555 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 www.tigard-or.gov I Page 3 of10 o Discussion on the urban creek. o Discussion on activities to identify willing participants. o Completing the trail system with MSTIP 3d dollars was mentioned. o Discussion on needed expertise and skill sets for: economic development,create a downtown association,real estate knowledge,identify potential tenant market to recruit businesses,and design and construction. o Review City Center Advisory Commission (CCAC) role to go forward with projects —articulate vision to the CCAC from today's discussion. o Mayor Dirksen suggested to City Manager Wine the City Council would like to see a list of priorities along with what resources should be devoted to move forward in the downtown. o Discussion included that some kinds of subsidies will be required in the beginning to get what we want for the downtown. • Council President Buehner reviewed her thoughts on the city's annexation: o There are 13 island-areas of unincorporated land with the city's boundaries. o The current annexation policy is not working and she sees the need to develop a proactive strategy to address islands. Neighborhoods "on the edges"around the Bull Mountain area should be coming into the city. • Councilor Wilson said it would be his preference to entice people to join the city;i.e.,phase- in taxes over a period of time. • Discussion on particular areas: o Area near Fred Meyer that is surrounded by the city on three sides and its potential for future urban renewal designation. o Councilor Henderson noted Metzger wants to retain its identity. There was discussion on recognizing neighborhoods formally and by name. • Other topics reviewed included: o The Walnut Street project and the need for staff to look for funding sources. o Develop a long-term financial plan. o Identify funding for the City Facilities Plan. o Relocation of the Public Works facility;develop an action plan. o Public art and the City Center Advisory Commission's role. Councilor Henderson referred to the idea of a clock tower in the downtown and referred to the Rotary Club's interest in this project. Mayor Dirksen suggested that Councilor Henderson determine how involved the Rotary Club would want to be with regard to a clock tower. City officials need to determine priority for budgeting funds for public art. Should a citywide arts committee be established? Councilor Wilson said he could support a one percent set aside for art,but selection of art should be done by professionals and the art should be unique to Tigard. o Discussed concerns about disruption of downtown businesses during continued construction. Councilor Wilson would like to find out how to complete the construction as quickly as possible. Mayor Dirksen said particular attention should be paid to the sequence of construction and to convey urgency to private contractors to get projects completed—every day matters. TIGARD CITY COUNCIL GOAL-SETTING MEETING MINUTES—DECEMBER 6,2011 City of Tigard I 13555 SW Hall Blvd.,Tigard,OR 97223 503-639-4171 1 www.tigard-or.gov I Page 4 of10 a o City Council members discussed the individual liaison appointments to boards, r committees and commissions. A copy of the matrix is attached with changes made by the City Council shown. The meeting adjourned at 5:03 p.m. Catherine eatley,City Recorder Attest: zz Mayor,City of Tigard/ Date: TIGARD CITY COUNCIL GOAL-SETTING MEETING MINUTES—DECEMBER 6,2011 City of Tigard 1 13555 SW Hall Blvd.,Tigard,OR 97223 1 503-6394171 www.tigud-or.gov I Page.5 of10 2012 City Council Appointment Matrix Attachment to December 6,2011,CityCouncil Goal Setting Minutes ry Committee Name Re Primary ative Alternate Rep Meeting Frequency Ex Time ectation Staff Liaison 3-4 consecutive Monday Budget Committee All Council evenings in April&May Toby LaFrance The Budget Committee provides a public forum to obtain public views in the preparation of fiscal policy. Budget Subcommittee- Social Councilor Woodard 1 meeting in March Toby LaFrance Services Reviews applications submitted by social service agencies for contributions from the city. Consists of 1 Council member and 2 citizen-members of the Budget Committee. Budget Subcommittee-Events All Council Council Workshop c Study Toby LaFrance Session in March Reviews requests for contributions to community events. City Center Development All As needed during Council 2 x/month for 1 hr. Agen�' Council sessions,ongoing 2 hours month Sean Farrelly This committee's role is to assist the Urban Renewal Commission in develo ing and carrying out an Urban Renewal Plan. Community Development Block Councilor 2nd Thursday of the month Ongoing- appx. Henderson Marissa Daniels at 7 m.Location rotates 2 hours month Marissa Daniels Grant Policy Advisory Board P• By IGA,Washington Co. established the Community Development Policy Advisory Board(PAB) to represent the County Consortium,make recommendations to the County Commissioners on all matters pertaining to the CDBG program. Includes a representative,generally an elected official, from the County and each of the 11 participating cities in the Co. TIGARD CITY COUNCIL GOAL-SETTING MEETING MINUTES—DECEMBER 6,2011 City of Tigard 1 13555 SW Hall Blvd.,Tigard,OR 97223 1503-639-4171 1 www.figard-or.gov I P4ge 6 of10 Committee Name Primary Alternate Rep Meeting Frequency Time Staff Liaison Representative Expectation Intergovernmental Dater Board Councilor Buehner Councilor 2nd Wednesday/month, Monthly Dennis Koellermeier Woodard 5:30 p.m.,Water Building To make recommendations to the Tigard City Council on water issues and to carry out other responsibilities set forth in the IGA between Tigard,Durham, King City and the Tigard Water District. Each jurisdiction is represented by a member+ 1 at-large. City of Cornelius 2"d Thursday/month Metro Joint Policy Advisory Mayor Dirksen Councilor Jef Dalin 7:30-9 a.m. @ Metro Judith Gray Commission on Transportation A 17-member committee that provides a forum for elected officials and representatives of agencies involved in transportation to evaluate transportation needs in the region and to make recommendations to the Metro Council. 11July—DecMayor's Appointment Advisory Jan—June 11 JuJan—June 12 July—Dec 12 Staff Liaison to the Committee Councilor Henderson Councilor Councilor Buehner Councilor Wilson committee interviewing Woodard The Mayor& 1 Councilor (on a six-month rotation schedule) review applications and interview individuals interested in a board or committee appointment. Recommendations are forwarded to the Council for ratification. Metropolitan Area 6 times a year,usually Councilor Woodard Louis Sears Wednesday, 1-5 pm at Louis Sears Communications Commission MACC headquarters MACC is the governing body that oversees the contracts for cable services and TVCTV. The Executive Committee meets separately to make recommendations to the Commission on administrative issues including budget and the review of the Executive Director. Meta Policy Advisory Sherwood Mayor Tualatin Councilor 2"d and 4`'Wednesday Ongoing Ron Bunch Committee (MPAC) I Keith Mays Chris Barhyte 5-7 p.m. at Metro 4 hours/month MPAC it is made up of elected officials. Representatives are elected by peers within Washington County cities. TIGARD CITY COUNCIL GOAL-SETTING MEETING MINUTES—DECEMBER 6,2011 City of Tigard 1 13555 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 www.tigard-or.gov Page 7V10 Time Committee Name RepPrimar tives Alternate Rep Meeting Frequency Ex a ation Staff Liaison Regional Wlater Providers Councilor Buehner No appointment Quarterly meeting held at John Goodrich Consortium I I made Metro Consortium is comprised of all water suppliers in the metro area. The Councilor appointee to this group represents the city on regional policy issues. Tigard-Lake Oswego Joint We have two primary seats: Monthly—working on a Wlater Partnership Oversight Councilor Buehner&Mayor Dirksen new meeting schedule Dennis Koellermeier Committee Membership is comprised of staff and elected officials to govern water partnership between the cities. Wlashington County Mayor Dirksen Councilor 2nd Monday @ noon Buehner Beaverton Ci Hall 1-2 hours per month Mike McCarthy Coordinating Committee City WCCC reviews and comments on major land use and transportation issues and provides a forum for discussion which results in recommendations for a coordinated approach between jurisdictions.The Committee has specific authority on the Major Streets Transportation Improvement Program(MSTIP) and the Countywide Traffic Impact Fee (TIF) program. Representatives to JPAC and MPAC from County and cities in the Co.will be on the policy body. 3`d Wednesday of month PLUS: Optional Wlestside Economic Alliance Mayor Dirksen Councilor Wilson 7:30-9 a.m. @St.Vincent's Thursday Forum Ron Bunch Hospital Board Room breakfast wl speakers Create an environment conducive to business growth,working to influence decisions on policies and regulations impacting the economic vitality of the area. Wlillamette River Wlater Councilor Councilor Wilson Monthly Dennis Koellermeier Coalition Henderson Mission of the coalition is to protect the Willamette River and to protect Tigard's water rights. TIGARD CITY COUNCIL GOAL-SETTING MEETING MINUTES—DECEMBER 6,2011 City of Tigard 1 13555 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 www.tigard-or.gov I page 8 of10 Tigard Board & Committee Liaison Assignments: Primary „Time S a ctation tern Councilor 2° Wednesday/month@ City CenterAdvisory Commission Henderson 6:30 pm Sean Farrelly This committee's role is defined in the City Charter and is to assist the Urban Renewal Commission in developing and carrying out an Urban Renewal Plan. High Capacity Transit Land Use Councilor meet during regularly Councilor Wilson Buehner scheduled Transportation Judith Gray Plan Citizens Advisory Committee Advisory Committee Mtgs Metro has identified the "SW Corridor" (PDX-Sherwood via Tigard) as the next priority expansion line for the regional HCT system.The city is gearing up for an extensive planning process beginning with a state-funded land use plan to identify potential station area locations and development traits to warrant HCT investment and achieve the city's aspirations.The Transportation Advisory Committee serves as the Citz.Advisory Comm. for the land use plan. Library Board Councilor second Thursday of each Margaret Barnes Henderson month at 7:00 PM Adviso to the Council re rding libranpolicies,budget, facilities and other needs of the communityto provide uali fibra service,per TMC 2.36.030. .... .__ Committee Alternate Rep13m Meeting _ Neighborhood Involvement Committee Wednesday/every other Mayor Dirksen 6 hours a year Joanne Bengtson (formerly CCI) mo. @ 7pm Charged with oversight for the Neighborhood Network program,encourages two-way communication between city and residents and encourages residents to be more involved. (The committee changed its name to reflect new mission—previous incarnation was Committee for CitiZen Involvement.) Councilor 2nd Monday/month 7 pm Park Kecreation Advisory Board Woodard I I in the Water Building Steve Martin To advise the Council on park and recreation policies, facilities,programs and budgets. Planning Commission _ Councilor 1st&3rd Monday/month Susan Hartnett Woodard @ 7pm Assists the City Council to develop,maintain,update and implement the Comprehensive Plan,to formulate the Capital Improvements Program, and to review and take action on development projects and development code provisions delegated to the Commission. TIGARD CITY COUNCIL GOAL-SETTING MEETING MINUTES—DECEMBER 6,2011 City of Tigard 1 13555 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 www.tigard-or.gov I Page 9 of10 Committee Name Primary Alternate Rep Meeting Frequency Time Expectation Staff Liaison Le resentative Councilor Wilson Councilor 1St Wednesday,6:30 p.m., Transortation Advisory Committee Buehner library 2„d Floor Conf Rm 1.5 hr. meetings Judith Gray Advisory to council&staff regarding planning and development of a comprehensive transportation network,including development of plans and corresponding financing programs;development of funding mechanisms and sources to implement transportation projects and ensure adequate maintenance of the existing transportation infrastructure;public involvement and education in transportation matters and ways to improve traffic safety and accessibility in all transportation modes. Councilor 1St Wednesday of month Tree Board Henderson @ 6:30 p.m. Todd Prager The mission of the Tree Board is to develop and administer a comprehensive program for the management,maintenance,removal,replacement& protection of trees on public property. Youth Advisory Council Mayor Dirksen 1St&3 rdWednesdays @City Hall Sheryl Huiras Students in grades 5-12 represent their peers as resources to the community to advise the best ways to build developmental assets for each youth in Tigard. The Youth Advisory Council also facilitates the development and implementation of programs and activities that are important to youth. l:\adm\cathy\ccm\20l1\final minutes\12 december\111206 final goal setting.docx TIGARD CITY COUNCIL GOAL-SETTING MEETING MINUTES—DECEMBER 6,2011 City of Tigard 1 13555 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 www.tigard-or.gov I Aage 10 of10