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City Council Minutes - 02/21/2006 Agenda Item No. 3 , I For Agenda of 3,3z.Dio Tigard City Council Meeting Minutes Date: February 21,2006 Time: 6:34 p.m. Place: Tigard City Hall, 13125 SW Hall Boulevard Tigard, Oregon Attending: Mayor Craig Dirksen Presiding Councilor Sally Harding Councilor Sydney Sherwood Councilor Nick Wilson Councilor Tom Woodruff AL__._ enda Item Discussion& Comments Action Items (follow up Workshop 1.1 Mayor Dirksen called the City Council and the Meeting Local Contract Review Board to Order at 6:36 p.m. 1.2 Roll Call: Mayor Dirksen; Councilors Harding, Sherwood,Wilson, and Woodruff. 1.3 Pledge of Allegiance 1.4 Council Communications & Liaison Reports — None 1.5 Call to Council and Staff for Non-Agenda Items 2. Presentation Financial Operations Manager Imdieke introduced Next steps: of Findings and Financial Strategy Task Force Chair Rick Parker and Reconmenda- Task Force members Gretchen Buehner and Bev Finance Director Sesnon said tions from the Froude. staff will review the Task Financial Force recommendations to Strategy Task Chair Parker reviewed the findings and identify options for Force recommendations of the Task Force. A copy of the implementation. Report is on file in the City Recorder's office. The key recommendations include: City Manager Prosser commented on the Budget a. Develop a comprehensive communication plan development process. to inform and educate on how the City is Departments have turned in Tigard City Council Minutes Page 1 February 21, 2006 Agenda Item Discussion& Comments Action Items follow up providing services. their Budget requests to the b. The Task Force did not find the City is Finance staff for review. providing any services it should not be City Manager Prosser will providing. start building his proposed C. Performance audits should be conducted in key budget and anticipates the areas/programs, especially in the general fund. City Council/Budget d. The City should continue adjusting fees and Committee will see many of charges to recover costs. the recommendations e. The City should support any reasonable County reflected in the proposed tax measure that would bring additional budget. revenue to the City. f. The City should make sure that it is maximizing Mayor Dirksen noted there is grant revenues and its share of revenues from no question the City should the State, County, and Clean Water Services. move forward with the Task g. Any local option levy rate should capture the Force's recommendations. cost of the program or service and all related If the City anticipates it support services and overhead. might have to ask citizens for h. The City should pursue corporate/private more money,it first must sector funding or sponsorships for programs validate what it is doing and projects. already. He supported the i. The City should continue to pursue existing idea of targeting certain areas efforts to develop cooperative agreements with for a performance audit and local jurisdictions for equipment sharing and to then,based on the outcome, minimize delivering duplicate services. determine whether an audit J. Future City budgets should be analyzed when in other areas is warranted. considering new programs and capital acquisition or construction. Mayor Dirksen said to continue citizen The Task Force's report also outlined an overall involvement. A citizen approach for a local option levy,identifying a group, such as the Task sequential set of actions. Force, could act as an oversight committee for the Council/Task Force/Staff discussion topics: performance audit. This might give a higher level of • Suggested using a graduate student intern to citizen comfort about assist with the performance audit. objectivity. He asked for • Suggested requesting assistance from a continued involvement of professional organization, such as American the Task Force members. Water Works, to evaluate the methodology proposed for the City-programs audit. City Manager Prosser • Keep citizens involved in the process throughout suggested that Task Force the audit. members be asked if they • Talked about the increased operating costs for want to remain involved as the library, the inability to keep pace with costs, all members serve either on and the need to identify a long-term funding the Budget Committee or on method. another Board or Tigard City Council Minutes Page 2 February 21, 2006 Agenda Item Discussion& Comments Action Items follow up • Discussed the comparison of tax rates for local Committee. Financial jurisdictions. There were questions about Operations Manager Imdieke whether variables were factored in (i.e., fire said some members have service and franchise fees). expressed interest in • First decide on overall strategy to determine how continuing to be involved. to proceed with more detailed work. • Discussed the performance audits with focus on the police and library departments. It was suggested that the police department budget was already lean and other areas in the City need to be reviewed. Response was that the Task Force recommended the audit target areas where the largest percentage of general fund dollars is used. • A comment in agreement about reviewing the services provided and whether there might be a way to recover costs. • Performance audits are not limited to financial data. Developing a good scope of work will be key. • Review what can be done with less;what services are critical to the life of the community. • A comment that it is good to periodically prepare reduction-package budgets. • Reticence expressed in pursuing a local option levy until all other alternatives are considered. • Discussed the current tax system, tax limitations, and inequities in property assessments. • Suggested a review of City programs, services, equity and restructuring; that is, a comprehensive review of the entire organization. 3. Joint Planning Commission Members Present: Chair Comments during discussion Meeting with Padgett; Commissioners Anderson,Buchner, Caffall, included: the Planning Inman,Padgett; Commissioner Duling arrived at Commission— 8:01 during discussion on the Planned Development -Be responsive to items Overview of Code review. identified in the vision the survey. Comprehensive Staff present: Interim Community Development -Public involvement needed Plan Work Director Coffee, Planning Manager Shields, Senior throughout the project. Program Planner St.Amand. - Council approval will be sought on sections, the City Senior Planner St.Amand presented an overview of Council will be asked to the Comprehensive Plan Update. A copy of the adopt the finalized document PowerPoint presentation is on file in the City as a whole. Recorder's office. - Continue to coordinate Tigard City Council Minutes Page 3 February 21, 2006 Agenda Item Discussion& Comments Action Items follow up with the County on areas The purpose of the update to the Comprehensive outside City boundaries; Plan is to develop a citizen-driven blueprint for the however,no detailed City's next 20 years based on current conditions, planning will be done outside community values and goals (Tigard Beyond the City. Tomorrow Vision), citizen surveys, and -The City has no authority state/regional requirements. Senior Planner St. to plan for areas outside the Amand reviewed with Council the action plan, City,including Areas 63 and methodology,Planning Commission role,multi- 64 in the urban growth phased work program, public involvement, and the boundary. timeline. -All of the City's planning staff will be involved in this project. Code Revision City Council,Planning Commission, and staff Projects discussed topics outlined in a February 17, 2006, memorandum from Interim Community Development Director Coffee regarding Code Revision Projects. A copy of the memorandum is on file in the City Recorder's office. Discussed in more detail was the Planned Planned development code Development Code review. A draft ordinance has revisions will be reviewed by been written by staff and will be scheduled for a City the Planning Commission on Council work session. Issues discussed regarding March 20. City Council will Planned Developments included: review on April 18. -Access by general public to the open spaces within planned developments. -Benefits to the community at large questioned. - Objectives of the developer are not necessarily to the benefit of the general public. -Presently,if the development meets the criteria of the Code, then the development must be approved. - Suggestion that Code language be developed identifying what is considered to be of benefit and findings must state how the community values are met. -Three things are usually of concern to the public with new development: 1) increase in traffic;2) loss of trees;and 3) loss of privacy. - Objection to including in calculations land within the development that can't be developed when justifying smaller lot sizes or to meet mitigation requirements. -Develop language to mitigate impacts of the development on the immediate neighborhood. Tigard City Council Minutes Page 4 February 21, 2006 Agenda Item Discussion& Comments Action Items (follow up -Policy decisions are needed on open space: Who will take care of it? Will it be dedicated to the public? -No limitations for developers on planned developments; there are "holes"in the Code. -Negative impacts to the immediate neighborhood includes: small lot sizes,lack of parking,private streets, and the perceived reduction in property values. -Need to reorganize Code language so it is more user friendly. There are regulations outside the Planned Development section of the Code that affect how the Planned Development regulations are applied. - Issues with Planned Development Code summarized as: • Evaluate the public benefit of a planned development. • Review general public accessibility of open space within a planned development. • Determine whether the open space will be the responsibility of the City. • Lot-size averaging—eliminate or significantly reduce availability of this provision;i.e.,use for a specific reason, not just for the convenience of developing the property. 4.Joint Committee Members Present: Chair Basil When asked what the next Meeting with Christopher;Teddi Duling,Bev Froude step is with regard to the Committee activities, Committee for Citizen Associate Planner Roberts introduced this agenda members requested Involvement item. CCI Chair Christopher summarized the continued City Council (CCI) Committee's activities and referred to the staff support for the report submit to the City Council members in their Neighborhood Program and meeting packet. The Committee's areas of focus utilization of the Cityscape included: and City's website. Associate Planner Roberts proposed • Neighborhood Program that City departments review • Land Use Neighborhood Meeting and comment on action • City Capital Project Notification Process items listed in the CCI's • Outreach to Under-Represented Groups report. City Manager • City Web Page Prosser suggested that the • Capital Improvement Program Public City of Tigard Executive Tigard City Council Minutes Page 5 February 21, 2006 Agenda Item Discussion& Comments, Action Items follow up Participation Process Staff review CCI's Annual Report to Council and report Committee members spoke of their support for the the status of the program- CCI to concentrate on improved communication specific recommendations with citizens. listed. There was discussion on connecting communication efforts to the Tigard Beyond Tomorrow Vision goals,which are also connected to the City Council 2006 Goals. Mayor Dirksen noted that the Agenda Item Summary forms used by staff to summarize items on the City Council agendas, describe each City Council agenda item's connection to City Council and Visioning Goals. Committee member Froude suggested that this would be good information to share with citizens. Council meeting recessed: 8:41 p.m. and Council members then met as the City Center Development Agency at 8:55 p.m. Council meeting reconvened: 9:39 p.m. 5. Update on Staff presenter: City Engineer Duenas City Council supported Burnham Street Option 1. Next step is to Project The PowerPoint presentation overview is on file in finalize the design and the City Recorder's office. acquire right of way. City Engineer Duenas reviewed the existing conditions of the street. The challenge will be to decide how much of the project should be completed now and what can be reserved for future construction by developers. Two options,including advantages and disadvantages,were reviewed: Option 1 —Purchase entire right-of-way needed (including slope and construction easements) and construct full improvements out to the designated right-of-way width. Option 2—Purchase enough right-of-way to construct a basic section, construct the basic section, Tigard City Council Minutes Page 6 February 21, 2006 Agenda Item Discussion& Comments Action Items follow up and then let development dedicate and construct the remaining sections. The ideal would be to acquire the necessary right-of- way and construct the street as proposed in the concept design. Burnham Street is identified in the Transportation System Plan and must be constructed to a three-lane width in order to be eligible for Traffic Impact Fee funding. City Engineer Duenas advised he would explore with the County whether adding a bicycle lane would count towards adding additional capacity. Council members commented on the project implementation and support was expressed for Option 1. Burnham Street is a catalyst project for the downtown development and should not be constructed in a patchwork manner. There was discussion on a preferred median design with occasional islands to accommodate left turns and traffic. There was discussion about traffic calming; i.e., slower movement of traffic. Also to be considered is on-street parking and mid-block pedestrian crossings. The proposed 2005-06 budget includes $300,000 for design and right-of-way acquisition. Mike Marr advised the City Council direction for Option 1 is similar to that which is supported by most of the members of the City Center Advisory Commission. It is the desire of the City Council to move ahead as quickly as possible on this project. 6. Consider Staff Presenter: City Engineer Duenas Consensus of City Council is Formation of a to move forward and have Local Also present for Specht Development: Ed Murphy the City Engineer prepare a Improvement and Todd Schafer. resolution for Council District (LID) consideration authorizing in the Tigard City Council reviewed information regarding the preparation of a Preliminary Triangle petition to form an LID in the Tigard Triangle. The Engineer's Report. Council PowerPoint presentation overview is on file in the will consider this resolution City Recorder's office. Specht Development is the at its February 28, 2006, City Tigard City Council Minutes Page 7 February 21, 2006 Agenda Item Discussion& Comments Action Items follow up) owner or contract purchaser of 15 of the 25 parcels Council meeting. within the proposed LID boundary. City Council members discussed the affect the LID would have on other properties. Mr. Murphy said the area is zone MUE (Mixed Use Employment). He acknowledged there might be issues from property owners in the area and said the City has made the decision,by zoning the area MUE, that redevelopment is planned for the area. Property-owner notifications have not been done; direction is needed from the City Council whether to proceed with consideration of LID formation. Specht Development, Inc., has agreed to pay in advance the cost of the preliminary engineer's report with the understanding that the City will include the cost of preparing the report in the LID,if the District is established. City Manager Prosser described the Bancroft bonding process. He also noted some relief might be available from the state to low-income elderly residents who might live within the District (should the District be formed). 7. Discussion— City Council discussed ideas to improve Councilor communications,including: Harding Communicatio • Revise sign-in sheets at City Council n Ideas meetings so citizens can indicate their areas of interest and to help identify volunteers. • Discussed the Neighborhood Program, which will incorporate the Community Connector Program. There was a suggestion to reach out to Tigard residents in the Beaverton School District by using the Neighborhood pilot project. • Discussed a statistically valid citizen survey. City Manager Prosser noted a survey will be done as part of the Comprehensive Plan review. He suggested that a survey be conducted every other year. • Data from other surveys might be incorporated and compared with the Tigard City Council Minutes Page 8 February 21, 2006 Agenda Item Discussion& Comments Action Items follow up statistically valid survey. • Focus groups would also be another option for acquiring information from citizens. • Make public notice signs more visible. Supply telephone information on signs whereby interested parties could access a recorded message providing more detailed information regarding a proposed project. In addition,information should be made available on the City's web site;i.e., a link for public notices. • Suggestion for better City Council liaison reports and reports from staff to share what is occurring in the community. • Suggestion that less space be devoted to library programming in the Cityscape. • Utilize expertise of volunteers. • Post City Council goals at the Library. Make use of display area at the Library for City of Tigard programs. • Default screen on Library computers could be set to the City of Tigard home page. • Requested information be made available explaining system development charges— how these funds can be used. (Referred to information prepared by the League of Oregon Cities.) • Streamline City Council Agenda Item Summaries; avoid repetitive language. General City Council consensus was for staff to be cognizant of the need for concise writing, seeking improvements over time. • Suggested better relationships could be furthered with the School District if City Council members attended school activities. This idea could be explored with the School District at a joint meeting scheduled for April 2006. Adjournment 11:08 .m. Tigard City Council Minutes Page 9 February 21, 2006 Attest: Catherine Wheatley, City Recorder Mayor, Oty of Tigard Date: al-L,C-A Q Ti o o& iAadm\cathy\ccm\2006\060221.doc Tigard City Council Minutes Page 10 February 21, 2006