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City Council Minutes - 12/11/2006 Agenda Item No. I b, For Agenda ofTIGARD 1 � � Tigard City Council Meeting Minutes Date: December 11, 2006 Time: 1:20 p.m. Place: 14565 SW Khpsan Lane Tigard, Oregon Attending: Mayor Craig Dirksen Presiding Councilor Sally Harding Councilor Sydney Sherwood Councilor Nick Wilson Councilor Tom Woodruff Also Present: Councilor-Elect Buehner, City Manager Prosser, City Recorder Wheatley Agenda Item Discussion& Comments Action Items (follow up Goal-Setting City Council discussed how goals have been set in Meeting the past. The process has evolved from setting a large number of goals to narrowing down to a few multi-year goals with benchmarks identified for the upcoming calendar year as a measurement for progress. There was discussion on whether Council members thought there had been much progress on stabilizing the City's financial situation. Listed below are some of the accomplishments identified for this long- range goal: • Identifying new revenues—established the Financial Strategies Task Force. Gas tax is now under consideration with a public hearing scheduled for December 19, 2006. Transportation Impact Fees will also be evaluated as a potential revenue source. In addition, the Street maintenance fee was implemented. • Franchise fees have been reviewed and adjusted. • Expenditures are being monitored closely. • Fees,in general,have been updated to recover more of the cost of service (i.e., developer fees). Because of the above activities, the"dire predictions"related to the General Fund Tigard City Council Minutes - Goal Setting Meeting—December 11,2006 l Agenda Item Discussion& Comments Action Items follow u balance have not come to pass. Other recurring goals or goals that were identified in past years included: • Long-range water supply • Build a new library • Communication • Traffic management • Support Tigard Youth Mayor Dirksen commented that he felt the City is "on track"with significant progress made in all goal areas. There was discussion on the transportation goals for improvement. Councilor Wilson noted the City of Milwaukie was able to do some major improvements to McLoughlin Boulevard,which received some federal funding—an effort that was several years in the making. He commented that the gas tax proposal was less controversial than he had anticipated at the open houses held recently. If the City Council should decide it did not want to place a sunset clause in a gas tax ordinance,if one is adopted, then additional projects could be earmarked for the future or for funds to be set aside to be used for grant matching dollars. General City Recorder's Note: City Manager Prosser wrote keg discussion on points of the City Council discussion on flip chartpages. A areas for summary and preliminary format for the goals is attached to potential goals these minutes and marked `AttachmentA." or for ongoing departmental work included the following: Discussion • Eventual need to build a Police Future: New facility for highlights: Department. police. • All departments will be working on strategic All departments to prepare plans to identify future needs. strategic plans. • The Public Works Department is preparing Public Works Facilities Plan a Facilities Plan; this will be introduced to be presented during next during the budget process. Budget process. Tigard City Council Minutes - Goal Setting Meeting—December 11,2006 2 Agenda Item Discussion& Comments Action Items follow u • Community Investment Program will be Changes to Community changed so that the City Council will be Investment Program to assist able to see all projects identified,but for Council in setting priorities. which there is no funding. This will be helpful to the City Council as it makes some project priority judgment decisions. • Money to be set aside for information Set asides to be implemented system replacement schedule (i.e.,personal to avoid spikes in computers). Also a set aside for police expenditures. vehicles. A planning position was created for the Economic development downtown urban renewal effort,which is position still planned. still planned to be transitioned to an economic development position. • Discussed status of Comprehensive Plan Comprehensive Plan remains Review. Inventory (baseline) will be as a goal. Complete baseline established in early 2007. Much of 2007 will in 2007. Public be devoted to public outreach/input. outreach/input primary Council Consensus: Tigard Comprehensive emphasis in 2007. Comp Plan will remain as one of the City Council Plan will update the goals for 2007,which was termed the blueprint for the city. "strategic plan for the growth of the city" and"updating the blueprint for the city." Write a preamble to the 2007 • Preamble—City Council agreed to have a Council goals so ongoing preamble before the goals as they goals and target areas are recognized there are several past goals that monitored and progress is need to be kept moving forward and shared with the public. tracked. • Council is choosing not to focus on day-to- Council focus to be on day activities,but to have a future years' future targets: 5, 10, 15 year focus. goals. • Councilor Harding suggested a revised Review format for goal format for listing the City Council goals and summary. Council members other areas that being tracked. She recalled agreed the goal list format there was a good example of another City should not be longer than that she shared with the City Council one page. previously. She thought it might have been from a city in Texas. Staff will review files to determine if this information can be Tigard City Council Minutes - Goal Setting Meeting—December 11,2006 3 Agenda Item Discussion& Comments Action Items follow u located. • Mayor Dirksen wanted to make sure that Formally thank Board and the Boards and Cominittees were thanked Committees for their input for their input for goals. Committee to the Council goals. members should be notified that the goals on their list were reviewed. Noteworthy: Library Board included goals for other areas of the City as well as for the Library. • There was discussion on whether there is a Mayor's role—City Council need for the Mayor to be more visible in members agreed they should regional activities. After discussion, take on local assignments so consensus was to have City Council the Mayor will have time to members focus on local issues so the Mayor represent Tigard in the would have more time to represent the City region. of Tigard on regional issues. The Council wants the City to be known for its involvement and to work towards receiving the City's share of funding available from regional, state, and federal sources. Councilor Wilson put out the question whether there would be any way for a local government to offer an incentive to the official's employer to allow time to be spent on City issues. There is a large workload for the Mayor and Council and it appears there are not a lot of people who are willing to serve. Councilor Harding emphasized the importance of sharing what is learned by the Mayor and Council members through their liaison assignments and training sessions to build cohesiveness. Councilor Harding and Mayor Dirksen both Increasing members on mentioned the possibility of looking at Council would require a increasing the number of City Council Charter revision. members from five to seven. • Councilor-elect Buehner noted she has Strive to have Tigard served on several county committees and perceived as a team player in the perception is that Tigard and cities in the County. this part of the County are not"really committed" as participants at the county level. Councilor Wilson noted that Mayor Drake commented that 99W is "the worst" Tigard City Council Minutes - Goal Setting Meeting—December 11,2006 4 Agenda Item Discussion& Comments Action Items follow u transportation route in the county. Others are acknowledging that it is "Tigard's turn" to receive funding and assistance with transportation issues. City Manager Prosser said that it was the perception in the past that Tigard was not a "player";however, "we our out there now...much more involved." To say that the City of Tigard is not participating is probably linked to old perceptions. In the discussion about how to free up more time for Mayor Dirksen to attend some of the regional meetings,Mayor Dirksen noted that the Downtown Task Force had taken a lot of his time. He anticipates he will be able to attend more day-time meetings. There was consensus that the Mayor should be more visible. • The City of Tigard has a number of issues Consider a joint meeting similar to the City of Beaverton. Perhaps, with the Beaverton City the City should have a joint meeting with Council. the Beaverton City Council. • City Manager Prosser noted there has been Meetings to be started up: some discussion of starting up two 1. Washington County additional regular meetings for Washington Mayors. County Mayors and another for City 2. Washington County Managers. Managers • There was discussion on the number of Mayor's Appointment meetings the Mayor must attend including Advisory Committee— the Mayor's Appointments Advisory consider changing so the Committee. It would be possible for two Mayor does not necessarily City Council members to serve on this attend all meetings. The Committee and snake recommendations to committee is advisory to the the Mayor. Mayor Dirksen outlined the Mayor and,therefore,will broad powers of the Mayor including board make recommendations to and committee appointments and setting the Mayor regarding the City Council agenda. appointments. • There was discussion on training for board Establish board and and committee members and to suggest committee training. Urge members consider serving on the City Committee members to Tigard City Council Minutes - Goal Setting Meeting—December 11,2006 5 Agenda Item Discussion& Comments Action Items follow u Council in the future. consider service on the City Council. • The Transportation System Plan needs to TSP to be updated after the be updated;but first, the Comprehensive Comprehensive Plan is Plan needs to be completed. completed. • Items to be included in the preamble as Preamble to include: projects that will continue to be worked on • community center include a community center (meeting also • parks/greenspace the need for a teen center),parks and acquisition greenspaces acquisition (for which there is a plan in place). Some Metro dollars should The preamble will become available since their bond measure differentiate between City was approved in November. Mayor Council goals and staff Dirksen commented that if the Metro bond tasks. measure had not passed,he would have liked to put a measure for park acquisition dollars for the City of Tigard. • The Tualatin Valley Fire&Rescue bond Cultivate relationship with measure was also approved in November. TVF&R; explore possibility There was discussion about continuing to of joint ventures on projects. cultivate a good relationship with TVF&R to "bridge" a way towards funding some additional projects. • Councilor Sherwood noted the work done Blueprint for success was to gain support from other jurisdictions for established with the work on two years for the safety levy,which was also the safety levy. approved in November. • Councilor Harding noted the Washington Gas tax pros and cons— County Coordinating Committee might potential for a County consider a gas tax. She expressed concern and/or a State gas tax that Tigard would not look like a team proposal. Cooperate and player if it went ahead an approved a gas tax coordinate with other now. Councilor-elect Buehner noted the jurisdictions. need for funding to leverage additional dollars for Tigard transportation projects. Councilor Wilson said the State might also be considering a gas tax of about 10 cents/gallon. Councilor-Elect Buehner expressed concern with rural communities voting down tax measures. Tigard City Council Minutes - Goal Setting Meeting—December 11,2006 6 Agenda Item Discussion& Comments Action Items follow u Meeting recessed at 2:40 p.m. Meeting reconvened at 2:55 p.m. • Councilor Sherwood reported on a National An action item (not a City League of Cities session she attended Council goal): recently regarding a pandemic. She spoke of a business continuity plan, how to care Emergency preparedness for for the elderly and poor in the community, pandemic including educate people so they are able to feed and establishing a business care for themselves for at least two weeks. continuity plan. We also need to prepare for a City Manager Prosser referred to the CERT massive earthquake. training;people representing neighborhoods and businesses should be encouraged to attend this training. Revisiting lessons learned from past widespread emergencies. For example,it is possible that up to 40% of the workforce would be lost if there is widespread illness due to those who are ill and unable to work and those who need to stay home and care for the sick. • Water source will not be a major goal,but Water source will be noted it is a continuing item to be included included in the preamble. in the preamble. • Mayor Dirksen said City Council goals Goals will focus on policy should focus on those areas where the City formulation. Council needs to formulate policy. • There was discussion on the past Transportation goal to be transportation goal and it might now be stated in broad terms. phrased to more broadly represent that the goal will be to aggressively pursue financing for congestion relief. The last transportation bond presented was voted down several years ago. The measure identified work on smaller roads and not the areas where there was the greatest frustration. Tigard City Council Minutes - Goal Setting Meeting—December 11,2006 7 Agenda Item Discussion& Comments Action Items follow u • There was discussion on whether the City Support of I-5 connector to Council would support the I-5 connector. ease congestion on Hwy. 99. If this connector is planned too far to the south,it will not be of benefit to the problems on Highway 99. • There was discussion on whether the City Determine status of Metro's Council would support funding on Highway study of Highway 217. 217. Solutions are expensive because of extensive on/off rainp designs (flyovers). One lower-cost proposal is to reduce the number of exits to fewer merge connections; for example, the Denney exit could be closed, and the Allen exit would remain. • Councilor Wilson said it will be great for the No goal on annexation in City Council in that it will not need to spend 2007. so much time on Bull Mountain related issues and to let this matter settle down. Concerns about subsidies. Councilor Sherwood suggested that the City First right of refusal could make efforts to accommodate people suggested for properties for who want to annex to Tigard. City Manager future parks. Prosser suggested developing an annexation policy—it would not be a City Council goal, Annexation policy discussion however. Mayor Dirksen agreed he did not scheduled in January. want any type of annexation effort listed as a City Council goal. Councilor-elect Buchner advised she was concerned about continuing to subsidize areas that are not within cities. She suggested some land might become available in unincorporated areas and that the City of Tigard should anticipate where these areas might be and negotiate a"right of first refusal" so land might be purchased for future parks. An annexation policy discussion will be scheduled as a workshop discussion item in January. Council agreed there would be no goal relating to annexation and the focus in 2007 would be on the City of Tigard. Tigard City Council Minutes Goal Setting Meeting—December 11,2006 8 Agenda Item Discussion& Comments Action Items follow u • Council agreed emphasis should be placed 2007 emphasis: on the activation of the neighborhood Neighborhood Program program. Councilor-elect Buehner brought up issues with Work with the County on how CPO4B does not function well for City of CPO structure. Tigard residents and there was discussion about how this might be addressed. City Manager Prosser advised he met recently with Washington County's Lobbyist Dennis Mulvihill to communicate areas of interest from the City of Tigard's perspective for the upcoming year relating to City-County joint efforts and also regarding the legislative session. City Manager Prosser said Mr. Mulvihill expressed interest in learning more about the concerns of the city with the CPO. City Manager Prosser noted this issue will also be pursued by the regional City Manager's group. • The City of Beaverton is experiencing Explore possibility of a joint similar issues as the City of Tigard and it meeting with the Beaverton might be worthwhile to schedule a joint City Council. meeting with the Tigard and Beaverton City Councils. • Councilor Harding supported efforts to Relationship building: building relationships with the County County government and Bull government and Bull Mountain Mountain unincorporated unincorporated area residents. She noted area residents. some issues stillremain to be resolved. Councilor Sherwood noted that future discussions would be good and expressed hope that personalities could be taken out for a more productive dialogue. Councilor Harding suggested that discussions might progress better if new participants are involved. Councilor Wilson noted the City of Tigard will be establishing a couple of new park areas on Bull Mountain. Tigard City Council Minutes - Goal Setting Meeting—December 11,2006 9 Agenda Item Discussion& Comments Action Items follow u • There was discussion about the recent City Areas 63 and 64 will be of Bull Mountain incorporation election planned by the County. results. Three precincts were involved. The precinct at the "top of the hill"was supportive while the other two precincts' voters turned down the proposal to incorporate. Councilor Wilson noted that Areas 63 and 64 will now be planned by the County. • In further discussion, City Council noted it City receptive to people would be receptive to citizens requesting requesting annexation. annexation. Councilor-elect Buehner noted there is a park along Barrows and suggested it would be worthwhile to consider developing trails the area off of Fern Street. • Interactions with schools and youth were Continue to work on discussed. The Mayor attends events at the interaction with Tigard schools and City Manager Prosser and youth. Police Chief Dickinson meet every month with the superintendent. The High School Administration staff is also aware the City Council is available to come to or participate in events. There was discussion on progress made Traffic congestion issues. toward traffic congestion issues, especially Gas tax under consideration relating to 99W and Highway 217. The City by the City Council on Council will be considering a gas tax on December 19,2006. December 19, 2006. City Council members supported the idea of City Council liaison to be appointing a City Council liaison to all the appointed to all boards and Board and Committees. This City Council committees. liaison would attend a meeting once or twice a year and also this Council member would be the contact for the Board or Committee if it has issues or concerns it would like to bring to the attention of the City Council. Tigard City Council Minutes - Goal Setting Meeting—December 11,2006 10 Agenda Item Discussion& Comments Action Items follow u • There was discussion about the need to Improve communications communicate to boards and cornrnittees between the City Council about final decisions on matters they have and Boards and Committees. forwarded to the City Council. Also,the City Council members were supportive of Provide training to Boards procedures established to provide training and Committees. to advisory committees outlining its purview and responsibilities. Bylaws for these Encourage Boards and groups should be considered. Committees to establish bylaws. • City Council members decided to leave the Downtown Plan will again downtown on the City Council goal list be on the City Council goal noting the next steps will be promoting list. Next steps listed: development and identifying funding funding, development, sources. People-centered activities to create community square, cultural a community fabric were discussed: A and community activities. theme or identity would be a component as well as support of a community square, which could be used by a theater group such as Broadway Rose, the Farmer's Market, artists, art galleries,books/authors, evening shows,and music (specifically an orchestra group mentioned by Councilor- elect Buchner). • Mayor Dirksen referred to an area in the Acquire property for downtown (where railroad tracks are being community square. removed) and suggested looking in to the possibility of acquiring some property. • There was discussion on the 99W viaduct Work with ODOT to and cleaning up the area underneath. If determine how viaduct can modern supports were constructed,it would be improved. open up more space in the downtown. Councilor Wilson said the City might offer to work on this project for the Oregon Department of Transportation. A representative of ODOT is scheduled to talk to the City Council in the near future and improvement and maintenance to this structure should be brought up at that time. Tigard City Council Minutes - Goal Setting Meeting—December 11,2006 11 1 Agenda Item Discussion& Comments Action Items follow u • Color theme/identity was briefly discussed. City identity: color theme. Councilor Sherwood suggested bronze and green. • During discussion on the work of the Improvements to Transportation Financing Strategies Task comparison information in Force, Councilor Harding indicated she the budget document. would contact City Manager Prosser to outline her suggestions regarding improvement to comparison information presented in the budget document. • There was discussion on the police Address incorrect department. About 10 percent of the police perception: large portion resource is devoted to traffic enforcement. police department resources Enforcement also occurs when police devoted to traffic personnel are traveling in the community enforcement. for other purposes. • Councilor Sherwood noted the need to look Future Tigard signature for a future cultural event for the City of event. Tigard should the Balloon Festival be discontinued due to a lack of places for balloons to land safely. • Council liaison appointments were Review of the established discussed,with the following appointments liaison appointments. Some agreed to by City Council members: reassignments agreed upon. Social Services Subcommittee— Councilor Woodruff Tigard Central Business District Association—No City Council liaison appointed; this is group of downtown business owners and is not a City of Tigard committee. Metro Highway 217 Study Policy Staff will check to determine Advisory Committee—Former City if this committee's work has Councilor Moore continued to serve been completed. on this committee. Metro Policy Advisory Committee Staff should notify Metro PAC) —Councilor Wilson has that Councilor Wilson will Tigard City Council Minutes - Goal Setting Meeting—December 11,2006 12 Agenda Item Discussion& Comments Action Items follow up been serving as the alternate to no longer be serving and Mayor Kidd on this committee. City Council supported nominating Mayor Dirksen to serve as the alternate. Transportation Financing Strategies Task Force—Councilor-elect Buehner Tualatin Basin Natural Resources Coordinating Committee—this committee's work is concluding. Current representative is Councilor Harding. Community Development Block Grant—Councilor Sherwood Water-related groups Willamette River Water Coalition —Councilor Woodruff Intergovernmental Water Board —Councilor-elect Buehner as primary and Councilor Sherwood as alternate Regional Water Providers Consortium —Councilor Woodruff Washington County Coordinating Committee—Mayor Dirksen Work toward involvement JPACT—City of Tigard should look on FACT. to requesting a seat on this. Westside Economic Alliance— Mayor Dirksen After discussion, the Council Mayor's Appointment Advisory decided to continue with this Committee—There was discussion committee as it is now and about trying to free up more time for review changing the process the Mayor as he is supported by the at a later date. City Council to represent the City at regional venues. Tigard City Council Minutes - Goal Setting Meeting—December 11,2006 13 Agenda Item Discussion& Comments Action Items follow u • City Manager Prosser reminded the City Elect Council President on Council that a Council President shall be January 9. elected on January 9. After discussion, Council members New configuration of seating supported a new configuration of how arrangement for City Council the City Council and staff are seated at and staff at business the Council desks in Town Hall. The meetings beginning Mayor and City Council will be located December 19,2006. in the center and staff members will be on either side of the Council. Staff will set up the new configuration to try out at the December 19, 2006, Council Business meeting. Executive The Tigard City Council went into Executive Session: Session to discuss pending litigation under ORS 192.660(2)(h). Out of Executive Session at 4:55 p.m. Adjournment The meeting adjourned at 4:55 p.m. Motion by Councilor Wilson, 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, Cof Tigard Date: �/ v L\adm\cath \2006\061211.doc Tigard City Council Minutes - Goal Setting Meeting—December 11,2006 14 Attachment A Final Goals to be submitted for City Council approval on January 23, 2006 DRAFT DRAFT Council Goals 2007DRAFT DRAFT Preamble The Tigard City Council meets annually to set out its goals for the coming year. For our 2007 Goals we have focused our attention on those things that Council feels must be done in 2007 to lay the foundation for progress five,ten, and fifteen years in the future. We also would like to acknowledge on-going tasks, programs, and projects that must and will be done to serve and protect Tigard citizens. These work items are primarily handled by staff and do not require specific Council action for progress. Examples of these work items include: obtaining a permanent and secure water source for the City, greenspace acquisition,the financial health of the City,public safety, and library services. 2007 Council Goals 1. Comprehensive Plan a. Updating the blueprint for the City b. Public Input 2. Continue to Support Implementation of the Downtown Plan a. Pursue funding for projects b. Prepare for business/developer recruitment c. Promote Tigard identity d. Promote community fabric in the downtown i. Public Square ii. Farmers Market iii. Arts iv. Culture v. Business development 3. Aggressively pursue funding to correct traffic congestion within the City a. Seek funding for 99W improvements b. Support the I-5 Connector c. Support Hwy 217 funding d. Question for Council: There was some discussion about possible light rail down 99W. Should that be added to this list? Tigard City Council Minutes - Goal Setting Meeting—December 11,2006 15 Note for Council. Items #4 and#5 below sound a bit awkward. Council may wish to wordsmith them. 4. Connect with citizens by completing the neighborhood organizations a. Communications i. Boards and Commissions 1. Develop a regular training program for new members 2. Develop Boards and Commissions as "farm teams" for future Council candidates 3. Councilors will periodically sit in on meetings 4. Develop a tracking system for Board and Commission recommendations 5. Appoint Council liaisons to each Board and Commission ii. Staff 1. Periodically attend staff meetings 5. Build Tigard's presence with Washington County,Metro, State, ODOT, Tri-Met, and Federal government a. Enhance Council Communications and visibility i. Citizen comment card at City Hall/Council meetings ii. Work with Boards and Commissions iii. Citizens b. Have Mayor focus more externally (State, Federal, etc.) c. Have Councilors focus more locally Next Steps • Councilors to review and edit draft • Council to adopt Goals January 23 • Once Goals are finalized, Craig P to write cover letter for Mayor's signature thanking Board and Commission members for their valuable input and assistance. Tigard City Council Minutes - Goal Setting Meeting—December 11,2006 16