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City Council Minutes - 08/15/2006 Agenda Item No. (c. f For Agenda of q. ( a- c)co Tigard City Council Workshop and Business Meeting Minutes Date: August 15, 2006 Time: 6:30 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 Agenda Item Discussion& Comments Action Items follow u Workshop Mayor Dirksen called the City Council and the Local Meeting Contract Review Board to Order at 6:30 p.m. 2. Receive Site Risk Manager Mills summarized the Staff Report. Council consensus was to Committee proceed with the Senior Update— Below is a summary of the discussion: Center Remodel process. Senior Center ➢ Risk Manager Mills introduced Senior Center City Manager Prosser Remodel Executive Director Joan Smith and a advised that with Council representative of the Loaves and Fishes and City direction to proceed, funds of Tigard Site Committees Bill Gerkin. have already been ➢ Councilor Sherwood advised she needed appropriated for this project. clarification on the remodel. She said that since Staff will proceed to spend more than $1 million will be spent on the up to $100,000 of this year's project, she wanted to make sure a full Community Investment commercial kitchen is planned. She noted the Program funds for need for a facility available for groups to access a architectural work to get a commercial kitchen for community events, conditional use application fundraisers, etc. started for the remodel. ➢ Mr. Gerkin reviewed activity experienced with other senior centers in the region and the Risk Manager Mills advised populations served. that before proceeding with ➢ The Tigard Senior Center needs to be updated, architectural and engineering which would benefit Meals on Wheels and design bids to be funded provide opportunities for more activities and to with the second half of the expand activities already taking place. funds allocated for this fiscal ➢ Councilor Woodruff advised that the City year (an additional$100,000), Council is supportive of the remodel,but wants staff will return to the City to provide for growth in the Center's use. Council. ➢ Ms. Smith said some scratch cooking is now Tigard City Council Workshop and Business Meeting Minutes August 15,2006 Page 1 Agenda Item Discussion& Comments Action Items follow u done at the Senior Center. ➢ Loaves and Fishes will pay for part of the remodel. ➢ Ms. Smith said, depending on the amount that might be awarded by the CDBG, the Tigard Senior Center remodel plans might need to be pared down or they will need to do additional fundraising. ➢ Ms. Smith said they have worked with a kitchen architect to design a kitchen that meets commercial standards. ➢ Risk Manager Mills noted that the remodel could occur in phases as funding is identified. ➢ Risk Manager Mills advised the goal is to have this project finished by June 2008. 2. Discuss City Center Advisory Commission members present: Council members agreed Roles and Chair Carl Switzer;Commissioners Carolyn Barkley, they would like more time to Responsibilities Gretchen Buchner, and Alice Ellis Gaut review the draft Bylaws and - of the City scheduled another discussion Center Community Development Director Coffee on September 19,2006. Advisory introduced this agenda item. Commission Senior Planner Nachbar distributed a marked-up draft of the Bylaws noting this document reflected changes suggested by the CCAC. Key points of the discussion follow: ➢ Section 1 outlines "charge and duties": o Bylaws should be reviewed to assure compatibility with the Urban Renewal Plan. o Discussed the situation where another urban renewal district might be formed in Tigard. Speculation on whether another CCAC might be needed or adjustments to the existing CCAC. ➢ Chair Switzer advised of the detailed review by CCAC members. The CCAC members wanted to create a document to provide guidance if there should be a leadership change,provide for a minority report,and clarify the purpose and procedures of the CCAC. ➢ Discussed representation of community interests from the membership of the CCAC. ➢ Arepresentative from each interest group is not Tigard City Council Workshop and Business Meeting Minutes August 15,2006 Page 2 Agenda Item Discussion& Comments Action Items follow up necessary;however,interest groups should be invited to the table so the CCAC can receive their input. ➢ If care is taken to select a broad cross-section of the community, then there will likely be a good representation of interests. ➢ Chair Switzer said CCAC members felt they should have input on selection of members to the CCAC. Mayor Dirksen commented that this would be unusual as this is not how appointments are made for other boards and committees. Assistant City Manager Newton added that this would require an amendment to the resolution regarding how appointments to boards and committees are done. After brief discussion, Councilor Wilson suggested it was good to have open lines of communication to receive input from the CCAC,but questioned whether it was necessary to codify this as a requirement in the Bylaws. ➢ Community Development Director Coffee advised that if the Bylaws require that the membership reflects representation of certain interest groups within the community,how members are removed should be outlined. Chair Switzer directed attention to Section 4, "Term of Office." ➢ Councilor Harding noted the need for better recruiting efforts for members and supported having Committee members assist with this process. ➢ Councilor Wilson suggested that the representation of a broad spectrum of community members within the membership of the CCAC be a goal and not a"hard and fast rule." ➢ Councilor Woodruff said Section 3(a)(2) regarding the composition of the CCAC is not needed. There was general agreement to delete this wording. ➢ Commissioner Ellis Gaut noted there is a section in the draft Bylaws allowing a vote by proxy. ➢ Section 7 outlines the Commission members' responsibilities,including wording on acting with respect and consideration for the viewpoint Tigard City Council Workshop and Business Meeting Minutes August 15,2006 Page 3 Agenda Item Discussion& Comments Action Items follow up of others. ➢ Removal of members is outlined in Section 10. ➢ Mayor Dirksen confirmed,in response to a question from Commissioner Barkley, that the CCAC is a"Commission"not a"Committee." These two terms have been used interchangeably —use "Commission." 4. Discuss Information Technology Director Ehrenfeld Town Hall introduced Mr. Lon Cudy of New World Audio Audio Visual Video. Mr. Cudy was awarded the contract to Upgrade analyze the current condition of the Town Hall audio/visual capabilities. Mr. Cudy reported he has observed several deficiencies with the audio system in Town Hall. The following represents the key points discussed: ➢ Town Hall audio/video (a/v) system should accommodate overflow crowds;i.e.,lobby enhancements and/or off-site viewing. ➢ Mr. Cudy proposed a large overhead screen on the wall behind the City Council dais for easier audience viewing; people seated at the dais would be able to view presentations on computer screens. ➢ Mayor Dirksen and Councilor Harding noted issues with their laptop computers,including that the batteries no longer hold a charge for very long. ➢ Mr. Cudy noted the multi-purpose uses of the Town Hall. He suggested that one person operate the controls of the a/v system during the meetings;i.e., the recorder or secretary. ➢ Mr. Cudy recommended headset microphones for best results. ➢ Sufficient microphones for everyone seated at the dais and the public testimony desk are needed. ➢ Councilor Sherwood noted a preference for turning on the microphone when an individual wants to speak. ➢ Review of the system will include a testimony timing system and digital recording. Mr. Cudy said he would like to "clean up" the system; do away with the numerous power cords that are visible. Mr. Cudy said he plans to develop a Tigard City Council Workshop and Business Meeting Minutes August 15,2006 Page 4 Agenda Item Discussion & Comments Action Items follow u system that will be good to use ten years from now. ➢ City Manager Prosser noted the need to determine what a/v equipment will be made available for public use. 5. Discuss Community Development Director Coffee advised After discussion, consensus Whether to that City Council members Harding and Woodruff of the City Council was to Initiate a indicated interest in facilitating the use of the Quello initiate the Community Development House for limited commercial use. Development Code Code Amendment process for Amendment to City Manager Prosser explained the process for this consideration of establishing Allow Non- matter. If a Code Amendment is considered to set an overlay zone or Residential up a procedure for a conditional use permit, the conditional use process. Uses in a legislative hearing process would be followed. If the Residential Code Amendment is approved,Mr. Quello would Zoning District need to apply for a Conditional Use Permit by going at the Quello before the Hearings Officer;this would be a quasi House and judicial hearing. Similar Properties Mr. Quello spoke to the City Council. He submitted a written statement outlining how a conditional use approval would benefit his property. A copy of this statement is on file in the City Recorder's office. His key points were: ➢ There is a need in the City of Tigard for this type of facility. ➢ The Quellos are willing to share this facility with the community at no cost to the taxpayers. ➢ Historic property will disappear if a way is not found to make such property viable. In response to a question from Councilor Sherwood, Mr. Quello advised he and his wife have no plans to use this facility as a Bed and Breakfast Inn. Councilor Woodruff commented that the 100-year old,restored Quello home is an asset for the City of Tigard. He said he would like to figure out a solution so a property such as this does not get sold for development. He said he understands there was neighborhood opposition to the events held at the Quello house in the past. Councilor Woodruff said he supported reviewing this again. Tigard City Council Workshop and Business Meeting Minutes August 15,2006 Page 5 Agenda Item Discussion& Comments Action Items follow u Councilor Wilson said he was serving on the Planning Commission when this issue came before the City last time regarding the Quello property. While the alternative might be that the property will be sold to a developer, there was a need to balance neighborhood concerns. Mr. Quello acknowledged the issues previously, which he characterized as a learning experience. At that time,weddings were being conducted on the property. If he is allowed to have events on the property,he said he would agree to restrictions, including rules regarding amplified music and the use of"DJ's." Discussion followed regarding parking and concerns that might arise. Community Development Director Coffee suggested that conditional use standards could be developed to address these types of issues. Mr. Quello advised the Quello House was listed on the National Historical Site registry,which must be renewed every 15 years. He will need to reapply next year to retain this designation. Councilor Harding supported another review and coming up with something creative for the Quello House. Councilor Sherwood said she would be happy if a good compromise could be found. She suggested that Mr. Quello talk to his neighbors to build support for his proposal. Community Development Director Coffee referred to the process for a Community Development Code text amendment to allow conditional uses on historical sites. The legislative hearings on a proposed text amendment would take place before the Planning Commission and the City Council. He reiterated that if the text amendment is approved, the conditional use approval for a specific site will be held before the hearings officer. Neighbors would be notified of this conditional use hearing. Tigard City Council Workshop and Business Meeting Minutes August 15,2006 Page 6 Agenda Item Discussion& Comments Action Items follow u 6. Discuss City Assistant City Manager Newton presented the staff After discussion, City Council Report report. Council members agreed that Card staff should review the At the May 16, 2006, City Council meeting, Council report card draft and make members asked that the Committee for Citizen appropriate grammatical Involvement review and provide comments on the changes. Room should be proposed Council report card. Councilor Sherwood left after each question for noted that she and Councilor Woodruff came across written comments. The the report card idea and thought this would be a Report Cards will be good evaluation tool for Tigard City Council. submitted to Board and Councilor Woodruff suggested using the proposed Committee Chairs and the format this year and modify as needed. Report Executive Staff. Names of cards could be done every year or two. persons filling out the card will not be requested; however, the City Council would like differentiation between the two groups;that is,identify whether the form was completed by a Board/Committee member or an Executive Staff member. 7. Update on Assistant City Manager Newton presented the staff the Status of report. The summary of progress made on the City the 2006 City Council goals for the second quarter of 2006 is on Council Goals file in the City Recorder's office. 8. Consider an City Council discussed the Council Groundrules on Motion by Councilor Amendment to July 11,2006. The following wording was proposed Sherwood, seconded by the City for consideration as an addition to the City Council Councilor Woodruff, to Council Groundrules: Council members should attempt to give at adopt Resolution No. 06-51. Groundrules least 24 hours'notice, by advising the City Manager and the City Recorder of a request to remove a ConsentAgenda item The motion was approved by for separate discussion. a unanimous vote of Council Present. RESOLUTION NO. 06-51 —A RESOLUTION AMENDING THE COUNCIL GROUNDRULES Mayor Dirksen Yes (EXHIBIT A) AND SUPERSEDING Councilor Harding Yes RESOLUTION NO. 04-83 Councilor Sherwood Yes Councilor Wilson Yes Councilor Woodruff Yes 9. Consent Mayor Dirksen reviewed the Consent Agenda before Motion by Councilor Wilson, Agenda the City Council: seconded by Councilor Sherwood, to approve the 9.1 Approve Council Minutes for July 18,2006 Consent Agenda. Tigard City Council Workshop and Business Meeting Minutes August 15,2006 Page 7 Agenda Item Discussion& Comments Action Items follow up 9.2 Appoint Building Appeals Board Member- Resolution No. 06-52 The motion was approved by a unanimous vote of Council A RESOLUTION OF THE TIGARD CITY present. COUNCIL APPOINTING DAN PELISSIER TO THE TIGARD BUILDING APPEALS Mayor Dirksen Yes BOARD Councilor Harding Yes Councilor Sherwood Yes 9.3 Approve Budget Amendment#4 to the FY Councilor Wilson Yes 2006-07 Budget to Increase Appropriations in Councilor Woodruff Yes the Gas Tax Capital Projects Budget within the Community Investment Program for Additional Funding for the Hall Boulevard Sidewalk Project —Resolution No. 06-53 A RESOLUTION APPROVING BUDGET AMENDMENT#4 TO THE FY 2006-07 BUDGET TO INCREASE APPROPRIATIONS IN THE GAS TAX CAPITAL PROJECT BUDGET WITHIN THE COMMUNITY INVESTMENT PROGRAM FOR ADDITIONAL FUNDING FOR THE HALL BOULEVARD SIDEWALK PROJECT 9.4 Approve Budget Amendment#5 to the FY 2006-07 Budget to Increase Appropriations in the Parks Capital Project budget within the Community Investment Program for Additional Funding for the Tualatin River/Cook Park Trail from Garden to Bridge Project—Resolution No. 06-54 A RESOLUTION APPROVING BUDGET AMENDMENT#5 TO THE FY 2006-07 BUDGET TO INCREASE APPROPRIATIONS IN THE PARKS CAPITAL PROJECTS BUDGET WITHIN THE COMMUNITY INVESTMENT PROGRAM FOR ADDITIONAL FUNDING FOR THE TUALATIN RIVER/COOK PARK TRAIL,FROM GARDEN TO BRIDGE PROJECT 9.5 Local Contract Review Board: a. Award Contract for the Construction of the Tigard City Council Workshop and Business Meeting Minutes August 15,2006 Page 8 Agenda Item Discussion& Comments Action Items follow up FY 2006-07 Pavement Major Maintenance Program(PMMP) —Phase 1 b. Award Contract for Grounds Maintenance at the City's Water Reservoir Sites and Storm Water Quality Facilities Administrative City Manager Prosser reviewed the following Items Administrative Items with the City Council: ➢ Mayor Dirksen advised Tri-Met would like to hold its quarterly board meeting (October 25) in the City of Tigard. It is possible there will be a demonstration of the equipment that lays railroad track a quarter mile at a time. ➢ Potential joint meeting with the Intergovernmental Water Board and the City of Lake Oswego City Council on October 24. The consultant will present information so policy discussions can begin. ➢ Fifth Tuesday Council Meeting will be on August 29, 2006, 7-9 p.m. in the Tigard Water Building. ➢ Status of nominations for Mayor and City Council candidates for November 2006 election: Mayor Candidate: Craig Dirksen; Councilor Candidate Gretchen Buehner. Nominations for Mayor are closed;nominations for Council members close August 28, 4 p.m. Tigard City Council Workshop and Business Meeting Minutes August 15,2006 Page 9 Adjournment The meeting adjourned at 8:53 p.m. Motion by Councilor Sherwood, seconded by Councilor Woodruff, to adjourn the meeting. The motion was approved by a unanimous vote of Council Present. Mayor Dirksen Yes Councilor Harding Yes Councilor Sherwood Yes Councilor Wilson Yes Councilor Woodruff Yes Catherine Wheatley, City Recorder Attest: Mayor, Ci of Tigard Date: Ob Tigard City Council Workshop and Business Meeting Minutes August 15,2006 Page 10