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City Council Minutes - 03/20/2007 Agenda Item No. t . For Agenda of ';2y'20, Tigard City Council Meeting Minutes Date: March 20,2007 Time: 6:30 p.m. Place: Tigard City Hall, 13125 SW Hall Boulevard,Tigard,OR Attending: Mayor Craig Dirksen Presiding Councilor Gretchen Buehner Councilor Sally Harding Councilor Tom Woodruff Absent: Councilor Sydney Sherwood Agenda Item Discussion& Comments Action Items follow up) Workshop 1.1 Mayor Dirksen called the City Council to Order Meeting at 6:30 p.m. 1.2 Council Present: Mayor Dirksen, Councilors Harding,Woodruff and Buchner. 1.3 Pledge of Allegiance 1.4 Council Communications&Liaison Reports There were none. 1.5 Call to Council and Staff for Non-Agenda Items Mayor Dirksen noted that a discussion on the possibility of videotaping council workshop meetings would be discussed under Agenda Item No. 8—Non Agenda Items. 2.Joint Meeting *Staff Report—Public Works Director Koellermeier with the Inter- governmental Public Works Director Koellermeier gave a Water Board PowerPoint presentation updating Council on Aquifer Storage Recovery (ASR), current capital projects such as ASR#3 and the 555-foot Zone Reservoir, and water sources. He said consultant Mark Knudson of Carollo Engineers was present to brief Council on the Tigard/Lake Oswego Joint Water Supply System Analysis. Tigard City Council Minutes -March 20,2007 1 Agenda Item Discussion& Comments Action Items follow up Public Works Director Koellermeier said the ASR system supplies a major component of Tigard's water during the summer peak usage season. He said Tigard has two wells in the ground with combined storage capacity of 260 million gallons. He said water is injected eight months of the year and then recovered and used four months of the year. The ASR contributes 26.7% of peak season water and the five-year limited license was just renewed. In response to a question from Councilor Harding about the cost of the license fee,Public Works Director Koellermeier said it was nominal. Mr. Koellermeier gave an update on the 555-foot Zone Reservoir/Price Park project. The plans are 50% complete and it's now going through the land use process. He said if land use approval is received in June,bids will be let for reservoir construction, which is planned to start in August and will require nearly a year to complete. Upon completion of the reservoir,park construction and planting will begin. The park will open one year later to allow plantings and grass to mature. He said, "If ASR does turn out to be a good candidate on that site we will come in behind all of that and put in the ASR building and final plumbing. So we'll be busy on those 2-1/2 acres for about three years." Public Works Director Koellermeier gave updates on water sources: > The Joint Water Commission QWC) Hagg Lake Dam project's Environmental Impact Statement is due in June. The Tualatin Valley Water District (TVWD) set a goal of project completion and operation by 2015 or they will not participate. Tigard must decide by fall whether to stay in the project. > Tigard is in the first year of the new Portland water contract and water costs have stabilized. Tigard has benefited from the ability to structure the contract in such a way to get non-contract water from the ASR which has an 80% discount. Westside agencies are anticipating annual increases averaging 5 to 6.4 percent through the nine-year Tigard City Council Minutes -March 20,2007 2 Agenda Item Discussion& Comments Action Items (follow up Portland contract. > Willamette River Water Coalition (WRWC): Canby has withdrawn from the partnership. Tualatin Valley Water District (I"WD) received a proposed final order on the water rights through 2047. Ongoing work for this group includes continued public information and education to keep Willamette River water viable both politically and legislatively. A State mandated Water Management and Conservation Plan is expected to be completed by next fiscal year. After that,TVWD will assign rights to the WRWC and in that assignment Tigard is guaranteed 25.9 million gallons a day. Councilor Woodruff noted that the City is just keeping its options open at this time. Public Works Director Koellermeier introduced Carollo Engineers consultant Mark Knudson who gave a PowerPoint presentation on the Lake Oswego/Tigard Water Partnership Project. Mr. Knudson said the project objective is to develop and evaluate options for a potential joint water supply system which would provide a long-term supply to both Lake Oswego and Tigard. Mr. Knudson gave several water demand forecasts and alternative scenarios developed by the consultants. Councilor Buehner noted that she had served on the IWB and that not much had changed in six years. She stressed that Tigard must act soon and may not be able to wait for Lake Oswego to make up its mind. IWB Member Carroll asked if Junior water rights are a viable option. Mr. Knudson said they were. Councilor Woodruff said he would like to explore public opinion on water sources. Councilor Woodruff suggested meeting with the IWB again in the next few months. Tigard City Council Minutes -March 20,2007 3 Agenda Item Discussion& Comments Action Items follow up 3.Joint Meeting • Staff Report-Library Director Barnes said with the Library several Library Board members were present and Board would present the report. Library Board Chair Kelly provided an audit report recap,noting that the consultant's conclusion that the Tigard Public Library (IPL) is well managed and provides a high level of service to the community. He said the consultant reported that the return on investment at the library was $4.00 per$2.00 spent. Library Board Member Nguyen discussed Tigard Public Library Programming,mentioning that there are programs for young and old. She said the new Book Babies and Toddler Time programs were so fitll the Library is considering back-to-back sessions. She said there are other programs including summer reading, teen reading,book clubs, teen movie nights, Tigard Teen Zine newsletter, and the Tigard Library Youth Council. Ms. Nguyen said there were 42 adult programs including: adult reading,book clubs,AARP Tax Help, Cultural Pass, Friendly Visitor Program (which takes Library materials to long-term care facilities), computer programs and the new Primetime Family Reading Program, designed to encourage family reading time and bonding for families with low literacy skills. Library Board Member Diamond summarized his reflections on being a Board member for seven years. Highlights for him included Tigard citizens passing the bond measure to fund the new library and how most of the 50 acre property remains a green space. Councilor Woodruff thanked the Board for their passion about the library. Councilor Harding said she appreciates their efforts to be creative with hours of operation. Councilor Buehner encouraged increased non-traditional services such as the Friday Night Concert Series. Tigard City Council Minutes -March 20, 2007 4 Agenda Item Discussion& Comments Action Items (follow up) 4. Update on *Staff Report—Financial and Information Services GIS Project and Presentation of Geographical Information Systems (GIS) Crime Analysis Coordinator Beck gave the status of the City's GIS Application system. He said a GIS steering committee has been formed which developed a strategic plan, costibenefit analysis, preliminary assessment, goals and objectives and a financing strategy. The committee is currently working with a consultant on the Citywide needs assessment. GIS Coordinator Beck described a new map-based tool for general information about criminal activity in Tigard. He said it provides a visual representation of where crime has occurred using a 12-month database of crimes created specifically for use on the Web. The database is updated monthly. He said this pilot program will be of use to the City's Police Department during crime investigations and will be available to the public on April 1. Mayor Dirksen asked what other information could become available to the citizens. GIS Coordinator Beck replied that information on zoning, comp plan, parcels, land use, and what's happening in neighborhoods could be available by simply typing in an address when this program is accessed at the City's website. 5. Proposed *Staff Report—Community Development Community Community Development Director Coffee Investment introduced staff involved in preparation of the 2007- Program for FY 2012 Community Investment Plan: Budget Analyst 2007-2012 Wareing, Community Development Analyst Collins and City Engineer Duenas. He said Public Works Director Koellermeier was also involved. He emphasized that this is a draft document that will continue to evolve and is scheduled to come before Council for adoption at the May 22nd Council meeting. Community Development Director Coffee said staff is looking for policy direction from Council. He said Tigard City Council Minutes -March 20, 2007 5 Agenda Item Discussion& Comments Action Items follow up) the main focus should be the first year's projects which will be the 2007-08 budget's capital projects. He noted that Council identified a funding source (local gas tax) for the Greenburg Road project;that is,if it withstands any challenges that may come up. Community Development Director Coffee said word was just received that Metro has granted$2.5 million in federal funding for the Main Street/ Greenstreets project. This will require the City to spend$500,000. He said that spending this $500,000 plus the budgeted amounts on the Hall Blvd./Wall St. extension and Burnham Street within the next two years would deplete available funding. He said if there are significant policy issues that need deliberation by Council including: >Shortfall in primary funding sources for street improvements (State gas tax and Traffic Impact Fees) >Increasing TIF's and SDC's >Financing for short-term and long-term projects >Many projects are in the downtown area to support downtown urban renewal. Downtown redevelopment projects are scheduled but the tax increment financing will not be available for years; the first year estimate is only$56,000. Council will need to decide whether the City should enter into an IGA with the CCDA to loan funds for projects and whether recovery should be all of the costs or some portion. >Pavement Maintenance Management Program (PMMP) is under-funded. >Storm water project challenges—no money available after the first year of the Capital Investment Plan. Should there be a surcharge? >Trails group has requested more pedestrian/bicycle paths >Water budget funding—may need to sell revenue bonds to finance completion of one reservoir project. Increase SDC's after City water source is determined? Tigard City Council Minutes -March 20,2007 6 Agenda Item Discussion& Comments Action Items (follow up) >Parkland acquisition—Has to be a match for SDC in order to spend SDC funds. >Relocating public facilities including Police and Public Works >Project Prioritization Regarding the downtown projects, Councilor Woodruff said the City cannot wait until they have all the financing. He suggested that intergovernmental loans would keep projects moving. Councilor Harding suggested sending a survey to all City boards and commissions to see how those members would prioritize the projects. Councilor Buehner suggested buying property and selling off the developable land portions not appropriate for parks. City Manager Prosser said there were questions about using bond money for this but it was worth further exploration. City Manager Prosser said this document was valuable because it shows the complete picture of the City's needs and points out the larger discussion the City needs to have with the community. Community Development Director Coffee thanked the committee for working on the draft document and said they would be bringing it back to Council for further discussion. 6. Gang Graffiti • Staff Report—Police Department Problem Police Chief Dickinson introduced Lieutenant Rhodes who gave the background on this agenda item. Lieutenant Rhodes said gang activity has increased in Tigard within the last six months and there is a need to increase the community's awareness of this activity and the police department's efforts to address it. He said gang activity in 2007 has increased by 26% from 2006 levels. School Resource Officer Charlton of the Youth Services Unit said there has been an increase at Tigard High School of Latino an -related activity. Tigard City Council Minutes -March 20,2007 7 Agenda Item Discussion& Comments Action Items (follow up) Tension has increased, especially in the areas along Hall Boulevard and Greenburg Road. He said the primary age group is between 13-21 years. He said youth gang activity often starts with graffiti and is an indicator of much more activity. Officer Charlton said Tigard Police recognize that outreach to families is crucial,but it is difficult. He said they are searching for ways to get the community together to come up with solutions to stop gangs and violence. Officer Charlton gave a PowerPoint presentation on Gang Activity and Graffiti, a copy of which is available in the City Recorder's Office. Police Chief Dickinson said the Department is reconfiguring officer allocation to increase participation in gang-prevention activity. 7. Review of FY • Staff Report—Financial and Information Services 2007-2008 Department Community Event Funding Mayor Dirksen asked Council if they had studied the Requests materials in their packets on Agenda Item 7 and whether or not a presentation on each organization was necessary. Council agreed that they did not require individual presentations. Financial and Information Services Director Sesnon noted that the City solicits applications from community organizations for grants for the following fiscal year. He said the Social Services Subcommittee of the Budget Committee needed a preliminary decision on which grants should be included in the Proposed 2007-08 Budget. He noted that the subcommittee met one week ago and identified an additional$4,000 available. Mayor Dirksen noted that three sponsored community events -Broadway Rose,Festival of Balloons, and Tigard's July Fourth celebration were guaranteed base funding. Mayor Dirksen said he would add Atfalad Recreation District because of a prior agreement when land was purchased in Cook Park. Tigard City Council Minutes -March 20,2007 8 Agenda Item Discussion& Comments Action Items (follow up Councilor Harding said Council needs to ask how these tax dollar expenditures impact the entire city. Mayor Dirksen said he felt no compunction to spend the entire amount. The following grant requests were recommended by Council for forwarding on to the Budget Committee: >Broadway Rose Theater >Festival of Balloons >Fourth of July >Atfalad Recreation District > City of Tigard Dog Park >Family Fest (another reason to come downtown) >Tigard High School Graduation Party >Tualatin Riverkeepers >Tualatin Valley Community Band Council chose to recommend that the Budget Committee not fund the following requests for funding: > Chamber of Commerce - Pearson Community Room Update > Tigard Historical Association and Washington County Historical Association — annual support and expanded educational services and exhibits > Tigard Symphony Orchestra — founding an orchestra > Tigard Playschool- 50`h anniversary celebration > Tigard Tualatin School District - Seeding our Future Garden Tour&Art Show Financial and Information Services Director Sesnon verified that the amount suggested by the Council is $50,400 and asked, "Are we stopping there?" Mayor Dirksen said, "Yes." 8. Non-Agenda Update on Televising Workshop Meetings Items • Staff Report—Financial and Information Services City Manager Prosser said a request had come from Councilor Buehner to consider televising Council Workshop meetings. He asked Financial and Information Services Director Sesnon to look into costs. Tigard City Council Minutes -March 20,2007 9 Agenda Item Discussion& Comments Action Items (follow up Mr. Sesnon said the meetings can be taped by Tualatin Valley Television (TVCTV) but they would not be live broadcasts because other city council meetings are being aired at the same time. It is unknown when the workshop meetings would be aired in their rotation. He said TVCTV can provide a crew at$75/hr.which is approximately$3,000 per year. He said another option is using a staff member who is a certified producer and is familiar with the equipment. He said IT Network Technician Myers is willing to tape Council workshop sessions and the only cost would be his overtime. Meeting tapes would be forwarded to TVCTV to be aired at a later time. Mr. Sesnon estimated the annual cost to be $1,500. Councilor Buehner said it was important to televise workshop meetings because one of the Council's goals is more community outreach. She said most policy discussions happen at workshop meetings and citizens need an opportunity to hear the background information that frames Council decisions. Councilor Harding suggested this be on the next survey. She said she'd like to know if citizens tune in and whether they watch the entire meeting. She also referenced a National League of Cities Conference speaker who suggested presentations longer than 10 minutes lose audience attention. She encouraged the City to consider this when preparing presentations. City Manager Prosser said surveys indicate 6% of Tigard citizens get their information from council meeting broadcasts. Councilor Harding suggested putting this in the "did you know" section of the Cityscape because people may not even know that Council meetings are being televised. Councilor Woodruff said that if the City has someone in-house who has the expertise and it doesn't cost us much money to do, he'd be Tigard City Council Minutes -March 20,2007 10 Agenda Item Discussion & Comments Action Items (follow up favorable to televising workshop meetings. He said he agreed with Councilor Buehner that if there are people out there who are interested we should provide this. Mayor Dirksen said he was not opposed to it if other Councilors were interested in trying it. Financial and Information Services Director Sesnon said that one feature of the new audio/visual system is a digital recording system which will enable the City to attach files of a particular discussion as a hyperlink in the minutes. These are posted on the website so this gives citizens more access. He said it is also possible to post video on the City's website. City Manager Prosser asked if Council wanted to try this for a few months, see if we get a response and then bring it back for a discussion. Mayor Dirksen and Council agreed with this. Staff will videotape Council Workshop Meetings for the next few months and send the tapes to TVTV for airing at a to-be-determined time. 9.Adjournment The meeting adjourned at 10:22 p.m. Motion by Councilor Harding, seconded by Councilor Woodruff, to adjourn the meeting. The motion was approved by a unanimous vote of Council Present. Councilor Harding Yes Councilor Woodruff Yes Mayor Dirksen Yes Councilor Buehner Yes Carol A. Krager,Deputy City Recor r Attest: Ma"or, of Tigard Date Tigard City Council Minutes -March 20,2007 11