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City Council Minutes - 04/20/2004 Agenda Itein No. 3,/ i Meeting of COUNCIL MINUTES TIGARD CITY COUNCIL MEETING April 20, 2004 1. WORKSHOP MEETING 1.1 Mayor Dirksen called the meeting to order at 6:30 p.m. 1.2 Roll Call: Mayor Dirksen; Councilors Moore, Sherwood, Wilson and Woodruff 1.3 Pledge of Allegiance 1.4 Council Communications 8z Liaison Reports: None 1 .5 Call to Council and Staff for Non Agenda Items: Assistant to the City Manager advised she would review some administrative items with the Council during the Non Agenda, Item No. 13. 2. JOINT MEETING WITH THE INTERGOVERNMENTAL WATER BOARD — QUARTERLY WATER UPDATE Intergovernmental Water Boar_d Members Present: Patrick Caroll, Dick Winn, Norman Penner. Interim Public Works Director Koellenneier presented an update on the water supply to the City Council and members of the Intergovernmental Water Board (IWB). The City continues to make progress on a variety of issues since the last Council update regarding Tigard's efforts to secure a long term water supply as well as to capacity increasing projects. This was the fifth joint meeting with the Intergovernmental Water Board where City staff has briefed the Council and IWB on the most current information available regarding both our relationship with the City of Portland and our efforts to become members of the Joint Water Commission ()WC). In addition, staff gave an update relating to the second phase of the Aquifer Storage Recovery Program and Alberta Rider School Reservoir. A copy of the PowerPoint slides highlighting the main points of Mr. Koellermeier's presentation is on file with the City Recorder. 3. JOINT MEETING WITH THE TREE BOARD Tree Board Members Present: Rob Callan, Robert Cancelosi, Janet Gillis, William Haack, Bob Tinnan. Urban Forester Stine overviewed the status of the work accomplished by the Tree Board. He reviewed what the Board has learned, the Board goals, Community Development Code regulations (18.745) for trees, and the vision of the Board and Council related to the city's need for urban forestry. A copy of the PowerPoint slides Tigard City Council Meeting Minutes — April 20, 2004 Page 1 highlighting the main topics of Mr. Stine's presentation is on f►le with the City Recorder. A Tree Board member commented that he had met with representatives from the downtown about trees to beautify the downtown. Interest in trees by those in the downtown appears to primarily support new trees in the parks located at each end of Main Street. Consensus of Council was that it is appropriate for the Tree Board to make recommendations to Council regarding suggestions for amending the Community Development Code tree regulations. The Planning Commissioner/Tree Board member Bill Haack suggested that the Urban Forester's role be clarif►ed with regard to development projects and be given an opportunity to assist with tree mitigation recommendations and suggesting alternate materials or designs with regard to the trees selected for planting. Discussion followed during which Assistant to the City Manager Newton noted that the Urban Forester could serve as a resource. Urban Forester Stine advised that he has assisted on several projects. Community Development Director Hendryx advised his staff could work with Urban Forester Stine during plan reviews so that Mr. Stine and the Tree Board would have an opportunity to give feedback on proposed development plans. 4. JOINT MEETING WITH THE DOWNTOWN TASK FORCE Downtown Task Force Members Present: Carolyn Barkley, Martha Bishop, Alexander Craighead, Marland Henderson, Mike Marr, Mike Stevenson. Assistant Planner Beth St. Amand presented the staff report on this agenda item. A copy of the PowerPoint slides containing the highlights of Ms. St. Amand's presentation is on file with the City Recorder. The City Council appointed the Downtown Task Force in November 2002 for an 18-month term. The Task Force completed its first two objectives, issuing the "Recommended Design Elements for the Downtown Tigard Commuter Rail Station" document in spring 2003. The Task Force also examined Downtown's existing land use and economic conditions to identify revitalization and economic development needs. The Downtown Task Force is now preparing for the Downtown Tigard Improvement Plan and an extended term and membership. For FY 2004-2005, the City will receive a $113,000 Transportation and Growth Management Grant (TGM) for the planning process. The Downtown Task Force will guide the PIan, which will provide a practical strategy for a community-supported, financially sound Tigard City Council Meeting Minutes — April 20, 2004 Page 2 downtown improvement effort stimulated by transportation infrastructure improvements. Tigard's Comprehensive Plan requires all planning processes to include citizen involvement. The draft Public Participation Program for the Downtown 7-1gard TGM Grant addresses the Comprehensive Plan requirements and the Downtown Tigard Improvement Plan goals. The primary objective of the Public Participation Program is to incorporate broad-based public participation early and throughout the planning process in order to build a community-supported improvement plan. Councilor Moore commented that the TGM grant represents a real step forward and he is anxious to see what the Task Force develops after receiving input from citizens. Task Force Member Stevenson advised that he was frustrated in that he believes the commuter rail will be coming to downtown Tigard before the City is ready. He said more involvement is needed and while there may be some small changes made, he does not know where the funding will be for major improvements. Discussion followed with additional comments from Task Force members also noting concerns about funding, placing priority for changes identified for the downtown, need for community support, and that the process is moving too slowly. There was brief discussion about how other cities have developed their "downtown" areas. One funding mechanism is to go through an urban renewal process, which would require a vote of the people or for a change to the City's Charter which now says that urban renewal cannot be used without approval of the voters. Councilor Wilson explained his concern that"we know what we're doing" before he could support major capital improvements in the downtown area. He supports completing the work that can be done with the TGM grant. After considerable discussion, Councilor Woodruff summarized by saying he believed all of Council was supportive of the public participation plan. Councilor Sherwood suggested that it might be worthwhile to have the Council meet with the Downtown Task Force during one of their meetings. 5. UPDATE FROM REPRESENTATIVES OF THE REGIONAL ECONOMIC DEVELOPMENT PARTNERS Community Development Director Hendryx introduced Doug Rux who is the Chair of the Regional Economic Development Partners and also the Community Development Director for the City of Tualatin. Mr. Rux updated the Council on the activities of Regional Economic Development Partners, including a presentation on their six-month work plan toward creating a vital and sustainable regional economy. A detailed report is on file with the City Recorder. Tigard City Council Meeting Minutes — April 20, 2004 Page 3 6. UPDATE ON POLICE COMMUNICATION AND TECHNOLOGY Assistant Chief Orr reviewed a video with the City Council illustrating the activities of the dispatch center for Washington County and the computer equipment now installed in police vehicles. The Federal government has issued new security requirements regarding the transmission of law enforcement data. The security requirements can only be met by running new security software on the patrol car computers. It is the responsibility of each law enforcement-agency to make sure their patrol cars are compliant by September 1, 2005. The computers in the patrol cars currently have outdated hardware that cannot run this new software. Assistant Chief Orr reviewed the type of computer equipment (MCC's to replace MDT's) that will be installed. The Police Department has applied for grants to help with the cost of the new equipment. 7. REVIEW OF PUBLIC ART FOR NEW TIGARD LIBRARY Library Director Barnes introduced this agenda item pertaining to the selection commission of art for the New Library. Library Division Manager Cheryl Silverblatt reviewed slides of the artists being recommended for the children's area and the library lobby. The public art will be funded by $50,000 in donations and bequests. Staff will ask Council to approve the recommendations of the Public Art Committee at the April 27, 2004, City Council meeting. 8. UPDATE AND DISCUSSION OF THE BULL MOUNTAIN ANNEXATION PLAN TIMELINE AND PROCESS Community Development Director Hendryx reviewed the Bull Mountain Annexation PIan Timeline and Process for a July 27 public hearing. A copy of the timeline is on file with the City Recorder. Council agreed to proceed as outlined in the timeline and draft communications plan. Assistant to the City Manager Newton referred to the request by CPO 4B for a nine- month delay of the CounciI's consideration of the Annexation PIan scheduled for July. The purpose of the delay would be to fully study the "King City option." (Note: A copy of the CPO 4B April 16, 2004, letter requesting the delay is on fie with the City Recorder.) Consensus of Council was to review the work of the white paper subcommittees before it considers the requested delay. Tigard City Council Meeting Minutes -- April 20, 2004 Page 4 9. DISCUSSION OF EXCEPTIONS TO THE TRANSPORTATION SYSTEM PLAN STANDARDS ON CERTAIN STREET IMPROVEMENT PROJECTS City Engineer Duenas presented the staff report on this agenda item. Mr. Duenas reviewed PowerPoint slides highlighting the main points of his presentation; a copy of these slides is on file with the City Recorder. Mr. Duenas explained that it is the intent of staff to follow the current Transportation System Plan standards wherever possible, but reviewed some of the reasons for deviating from the current TSP standards. Council consensus was that there are situations that call for flexibility when administering the standards. After discussion with the City Council, Mr. Duenas advised he would prepare a resolution for Council consideration outlining the circumstances for exceptions to the Transportation System Pian Standards. 10. UPDATE ON COMMUNICATIONS Assistant to the City Manager Newton presented the staff report on this agenda item to update the Council on the City's major communication efforts: the Focus on Tigard program, the revised Communication Plan, press releases, Community Connectors, cable television, Cityscape, the web site, the TVTV Bulletin Board, and neighborhood association programs in other communities. After a review of Ms. Newton's analysis of how neighborhood associations operate in other communities, there was lengthy Council discussion on what kind of organization or structure could facilitate information sharing with the community. There was some discussion of formalizing and enhancing the Community Connector program. Councilor Sherwood commented that the homeland security concerns might generate citizen interest to participate in neighborhood planning and discussions. Assistant to the City Manager will return to Council in about two months after she has researched ideas about topics for neighborhood discussions. She will also look at enhancing the Community Connector Program and the Land Use 101 project. 11. DISCUSSION OF THE CITY MANAGER'S PERFORMANCE REVIEW (Discussed in Executive Session.) 12. COUNCIL LIAISON REPORTS: None. 13. NON-AGENDA ITEMS Tigard City Council Meeting Minutes — April 20, 2004 Page 5 o Tree Removal on Stanley Property: Community Development Director Hendryx reviewed with Council the recent events surrounding the removal of trees on what is known as the Stanley property. The property in question lies outside the city limits, but is within the City's planning service area, meaning that Tigard's development codes, versus Washington County's codes, apply. This property was formerly owned by the Trust for Public Land and is registered with the County Tax Assessors office as being under timber deferral status. The neighbors, said Mr. Hendryx, have expressed their feelings as being "upset and betrayed." No formai application for development has been submitted. Necessary permits were obtained for the logging of the trees. The tree removal activity is allowable and no public notice was required. Mr. Hendryx reviewed the extensive background with regard to the efforts to make this property public greenspace property including work done by the City of Tigard, Metro, and the Trust for Public Lands. o Assistant to the City Manager Newton reviewed several calendar items with the City Council, including an event on Friday for Affordable Housing at the Community Partners for Affordable Housing (Councilor Sherwood will attend) and the Shining Stars Banquet on April 30. 14. EXECUTIVE SESSION: The Tigard City Council went into Executive Session at 10:50 p.m. as provided by ORS 192.660 (1 ) (i) to discuss the evaluation of the City Manager under previously established criteria. 15. ADJOURNMENT: 11 :26 p.m. Catherine Wheatley, City Rec 'der Attest: y r, City of—Tigard Date: l/ -C > i:\adm\cathy\ccm\2004\040420.doc Tigard City Council Meeting Minutes — April 20, 2004 Page 6