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CCDA Minutes - 02/22/2011 Agenda Item No. 3.A.1 Meeting of April 12, 2011 City ®fTigard s Tigard Business Meeting — :Minutes TIGARD CITY COUNCIL MEETING DATE AND February 22, 2011 - 6:30 p.m. Study Session; 7:30 p.m. TIME: Business Meeting MEETING LOCATION: City of Tigard - Town Hall - 13125 SW Hall Blvd., Tigard, OR 97223 Mayor Dirksen called the meeting to order at 6:30 p.m. Name Present Absent Mayor Dirksen ✓ Council President Buehner ✓ Councilor Henderson ✓ Councilor Wilson ✓ Councilor Woodard ✓ Staff Present: City Manager Prosser,Assistant City Manager Newton, Senior Management Analyst Wyatt,Redevelopment Project Manager Farrelly, City Attorney Ramis, Senior Management Analyst Barrett,Associate Planner Pagenstecher, Finance and Information Services Department Director LaFrance,Public Works Director Koellermeier, Community Development Director Bunch, City Recorder Wheatley • STUDY SESSION A. City Center Development Agency (CCDA) - Discussion of Downtown Gateway Feature at Hall Blvd./Pacific Hwy. Intersection. City Center Advisory Commission Vice Chair Shearer was present. The issue before the CCDA is to give direction to staff for the design of a gateway feature at the intersection of Hall Boulevard and Pacific Highway. Redevelopment Project Manager Farrelly presented the staff report. This intersection was identified in the Downtown Streetscape Plan as a site for a gateway feature;however,no TIGARD CITY COUNCIL MEETING MINUTES — February 22, 2011 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 w•ww.tigard-or.gov Page 1 of13 specific design was prepared. The Plan recommended that all of the gateways be of a similar "feel" to brand the downtown. Mr. Farrelly the City Council discussion should include whether to do a lower-cost,interim treatment anticipating that the neighboring properties will redevelop; or, should a more permanent option should be pursued now. Two conceptual options were reviewed for the interim as described in the staff report on file with the packet materials. These two options would address the immediate need for aesthetics and screening. Mr. Farrelly noted that the option selected should not be anything that might adversely impact the neighboring properties from new development. The City Center Advisory Commission (CCAC) looked at the options and recommended the permanent design. They were reluctant to spend up to $25,000 on a structure that might be replaced in a few years. City Center Development Agency discussion included the following: • Board Member Buchner noted she did not like the idea of tall trees for safety reasons and the potential of negatively impacting how adjoining properties might develop. • Board Member Wilson shared concerns about impacts to new development. A developer might want to develop a "signature" corner at this location. He noted the initial effort should be for screening. He suggested a cedar hedge to give a nice back drop with lawn in the front. He also offered that more visual vertical displays could be put into place and referred to movable art pieces, similar to those used in Lake Oswego. • Board Member Woodard said he was in agreement with comments offered by Board Members Buchner and Wilson. He liked the idea of screening/lawn and was ambivalent about whether benches or trees should be added. He referred to a memorandum from Board Member Henderson regarding a "signature"monument of historical significance.. Board Member Woodard said the monument could be moveable. • In response to a question from Board Member Woodard, Redevelopment Project Manager Farrelly advised the State would monitor the brownfield assessment for a year (assessed last April at Level 1). At the of the year, the area will be turned over to the City of Tigard. Board Member Woodard said he would like to proceed with the least cost option to the taxpayer to make the area look nice while planning for the future. Money will be budgeted for this in the CCDA budget. • City Manager Prosser reminded that the issue before the CCDA is whether it would like to see an interim solution or long-term solution. He said he believes staff has received some useful feedback for the design of either type of solution. • Board Member Henderson said the one illustration showing the gateway into Tigard was at the wrong location. While it is at the entrance to the Central Business District,it does not indicate the entrance to the urban renewal district and lends to confusion. • Board Member Buchner recalled discussions at the time she was serving on the CCAC about an archway that would be at the corner near the Joanne's Fabric Store. Redevelopment Project Manager Farrelly said the streetscape plan did not provide any TIGARD CITY COUNCIL MEETING MINUTES —February 22, 2011 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 www.tigard-or.gov I Page 2 of13 definite design other than a circle around the Hall Boulevard/Pacific Highway area with a notation that this was a gateway site. • Board Member Henderson recalled a conversation with development of the Tigard Downtown Improvement Plan (TDIP) about an urban creek and fountain to earmark the entrance along with additional water features. • Board Member Henderson advised the site is contaminated and if it can be encapsulated, it can be developed. • Board Member Henderson said he heard at the CCAC meeting a concern that not a lot of money be spent because of the unknowns. • Additional discussion was conducted on previous planning and suggestions for entrance designations in the area. Board Member Buehner suggested to CCAC Vice Chair Shearer that she review the records of the Streetscape Committee. She recalled that the Committee was suggesting a structure at the other side of the street because of a vision for a high-rise office building that would be close to the curb. City Manager Prosser suggested that Board Member Buehner might be thinking of the 99W Vision,which identified two signature buildings at Pacific Highway and I-217. CCAC Vice Chair Shearer noted that Oregon Department of Transportation (ODOT) would not allow anything to be built over Pacific Highway. She also noted discussions about not planting lawn because of lack of irrigation. Redevelopment Project Manager Farrelly said there is water at the location and native plantings might be good to consider. • Chair Dirksen said it has always been his understanding that this area would be a gateway with a monument using a similar theme to what has been chosen previously at Burnham Street/Hall Boulevard. He supported a smaller,horizontal wall at this location with some sort of pillar reminiscent of the one located in the Tigard Triangle using similar stone treatment as the Burnham/Hall monument. He said he was opposed to planting trees at this location, because he was certain they would be removed later because of the desire for a clear visual into the downtown area. He supported a hedge as suggested by Board Member Wilson that could be torn out when something more permanent is placed there. He acknowledged that he did not hear agreement among the CCDA members regarding placing a stonework monument at this location at this time. There is no rush for a decision and it would be better to wait to reach agreement before deciding on a permanent structure. He supported a slope for better visibility, establishing a lawn (along with other plantings) if it does not become a maintenance problem. • CCAC Vice Chair Shearer recommended extending the facade improvement program. Mayor Dirksen said the Council/CCDA plans to discuss whether to extend the program to the entire downtown area. • Redevelopment Project Manager Farrelly summarized City Council directions as follows: o Support for landscaping. o Public art that could be moved later and eventually consider a water feature/fountain. City Manager Prosser reviewed: TIGARD CITY COUNCIL MEETING MINUTES —February 22, 2011 City of Tigard 13125 SVS'Hall Blvd.,Tigard,OR 97223 503-639-4171 www.tigard-or.gov Page 3 of13 B. Administrative Items: • Consent Agenda- Councilor Henderson requests Item 3E,Amard a Contract for a Turn-Key Restroom Building at Cook Park to Public Restroom Company, be removed for separate discussion. A preliminary City Council discussion was held. In response to a question from Councilor Henderson, Senior Management Analyst Barrett advised Public Works staff researched this item to seek estimates on a traditional design/bid/build. Staff came upon this proposed contract where the restroom will be built,brought to the site, and installed. This would save on design and administrative costs to manage the design and construction contracts. As a whole, the proposal would cost slightly under the $160,000 budgeted. The two traditional design estimates were around$163,000 to $183,000 (total project). Senior Management Analyst Barrett,in response to a question from Councilor Henderson, advised Public Restroom Company was headquartered in Nevada. The structure will be built in Aumsville, Oregon. Councilor Henderson indicated he would like to support local business. Senior Management Analyst Barrett confirmed that site preparation work would be the responsibility of the City of Tigard. The City will contract for electrical and plumbing work. Councilor Henderson advised in his experience, these types of restroom facilities cost $110,000 to $120,000 and with the bid climate,he would expect the price to be lower. Senior Management Analyst Barrett advised he saw two estimates for the construction that were $100,000 and$115,000;however, this does not include the design. Design estimates are about$30,000. Site preparation would be needed to pull utilities to the site. The contractor would install the slab and groundwork. Internal costs would go up for the management of the contracts and preparing the invitation to bid. Councilor Wilson noted his experience with similar companies to Public Restroom Company and advised their product costs are competitive. City Manager Prosser advised this project is to replace the restroom that burned down. Also, a shelter was destroyed and has been rebuilt. Mayor Dirksen said he did not believe this is a policy issue. If estimates are approximately the same and would save staff time, then this appears to be a simpler way to proceed. He also assumed this would take less time. Senior Management Analyst Barrett added that the time factor was one of the reasons staff supports the turn-key restroom construction. The insurance company would prefer the insurance proceeds be utilized to rebuild the restrooms. Public Works staff has been busy with other projects and this would help expedite the project completion. Mayor Dirksen noted park users would appreciate the rebuild of the restroom facility as quickly as possible. Councilor Henderson said that as member of the Local Contract Review Board,he felt it prudent to question this expenditure to gain additional information that had not been included in the staff report. He referred to his experience as a builder and said the cost TIGARD CITY COUNCIL MEETING MINUTES -February 22, 2011 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 www.tigard-or.gov I Page 4 of 13 4 appeared to be"a bit much." Senior Management Analyst Barrett agreed it is currently an aggressive bidding environment in some instances;however, there have been examples this year where bids have come in higher than anticipated. The market,in recent history, has fluctuated. In response to a question from Councilor Woodard, Senior Management Analyst Barrett explained this project did not go out to bid. City Manager Prosser advised that under the Purchasing Rules,the City can piggyback on contracts that have been let by other jurisdictions if they have gone through the required public contracting process. Public Works Director Koellermeier added that from the viewpoint of the Public Works Department, they request support for the proposed purchase because of timing. Staff is trying to get the restroom in place and operational before the Balloon Festival. If the traditional build process is utilized, the facility would not be ready before the Festival. Public Works Director Koellermeier commented on whether this would be the least expensive option and said that one cannot determine this ahead of time as the only way to be certain would have been to spend the $28,000 for the design and go out to bid. If it would have been cheaper,then the $28,000 would have been wasted. Public Works Director Koellermeier pointed out that the current procurement rules do not specify a preference for local businesses. In response to a question from Councilor Woodard regarding a future LCRB discussion on preference for local businesses, Senior Management Analyst Barrett said staff is preparing revisions to the public contracting rules for City Council review within the next two months. This topic would be scheduled for a workshop meeting discussion followed by City Council consideration at a business meeting. Senior Management Analyst Barrett said he was not aware of any other jurisdictions, other than Metro, that has a local preference provision in its rules. Council President Buehner recalled that the City has experts employed as City staff to analyze the "nuts and bolts" of these types of matters. She said her concerns are that she does not see where this is a policy decision and staff's time is worth something as well for the "check that we write to an outside contractor." She said,in her opinion, staff is usually in the best position to make the decision regarding the most effective course. Even if it cost the City$5-10,000 more,it would be worth the price to have the facilities available for the Balloon Festival and for the youth activities at the Park. Mayor Dirksen noted a portion of the project will be paid by insurance funds. He said the LCRB policy issue review for this matter was triggered because of the cost of the project and to approve the process for a piggy-back onto an existing contract. The LCRB needs to review and confirm that the bidding and purchasing requirements are met; not to review the technical aspects. He acknowledged if Councilor Henderson has issues he would like to discuss and have examined further, then that is appropriate to determine if there is interest on the part of other LCRB/City Council members. TIGARD CITY COUNCIL MEETING MINUTES —February 22, 2011 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 503-639-4171 1 www.tigard-or.gov I Page 5 of13 Councilor Woodard said he would like to explore whether it is possible to consider preference to local contractors. Council President Buchner said she personally attempts to give business to local contractors;however, there are times when they are more expensive. The City Council has a fiduciary duty to monitor expenditures. Mayor Dirksen added that time is also an issue. Councilor Wilson noted that it is sometimes difficult to determine whether a company is a "local" contractor;i.e., subsidiaries, ownership structure, etc. City Manager Prosser advised that Senior Management Analyst Barrett would be available to answer questions by the LCRB/Council for this agenda item during the business meeting. City Manager Prosser and the City Council reviewed the following: • Agenda Item No. 4-Proposed Resolution-typographical error in Section 1 corrected to show the extension date is February 2012 (not February 2011). City Council received a new draft resolution. Councilor Buchner advised Mayor Dirksen that she has the same concerns about the proposed resolution as she had a year ago regarding annexation incentives. The resolution,which has offered incentives for the last three years, does not work. She said she would like to have the resolution redone or get rid of it. In response to Mayor Dirksen, she said her preference would be to "let go" and not offer incentives. Council President Buchner said she would vote against the resolution as now proposed because it is a waste of time. This matter will be discussed further during the Business Meeting. • Meet the City Council- Chamber of Commerce. Council members tentatively selected April 7, 6-7 p.m. • Review of Public Meeting Requirements - City Attorney Ramis noted recent Court of Appeals and LUBA activities and advised the City Council about e-mails and public meeting law. He defined what is known as "serial meetings,"which is when City Council members speak independently with each other, but not within the context of the hearing room. A second issue deals with e-mail communications from citizens that become ex parte communications. City Attorney Ramis said the serial-meeting issue recently came to light in Lane County, where there are three County Commissioners. Some citizens brought a law suit, claiming that the Commissioners made a decision outside the public hearing setting, through e-mail conversations. The Commissioners' defense was that they did not communicate at the same time;the conversations were separate. The Court said if those separate conversations amount to a deliberation where the governing body is moving towards a decision or if a decision was actually made during the course of those conversations, then that was a public and should have been noticed and held as such. City Attorney Ramis advised that if someone files a lawsuit,then discovery is allowed. If an official has used a personal email account or computer/hard drive,then the personal computer is subject review to determine if there have been ex parte contacts or public- meeting-type conversations. City Attorney Ramis emphasized the importance of not using personal email for public business. In response to a question from Council President TIGARD CITY COUNCIL MEETING MINUTES —February 22, 2011 City of Tigard 1 13125 SVC Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 www.tigard-or.gov I Page 6of13 i Buchner, City Attorney Ramis said he does not know how the discovery process was conducted in the recent court case. Council President Buchner asked City Attorney Ramis to research this. Council discussion followed about concerns with client confidentiality and/or having a business server taken away for inspection by the court. City Attorney Ramis said the message from the recent cases,is that separate email accounts are not good enough and that a computer should be dedicated to the public's business. Councilor Wilson raised questions about how the public meeting law is currently being interpreted. He pointed out that public officials need to ask questions on matters coming before them so they are better informed and can make good decisions. City Attorney Ramis referred to the current Attorney General's proposals at this Legislative Session. The League of Oregon Cities is analyzing and participating in the legislative process. Discussion followed on how to mitigate the impact on personal/business emails of the City Council while serving as a public official. City Attorney Ramis referred to a recent land use case in West Linn where there was an email exchange between a citizen and the Planning Director regarding acceptance of an application. Four months later,when the matter was before the City Council,a citizen emailed the Council members an e-mail communication chain. The staff was unaware of the email that was sent to the City Council. One of the participants in the case had a copy of the email,but did not disclose this in the hearing or raise the issue at the hearing. The participant, however,raised this before the Land Use Board of Appeals stating it was an ex parte communication. City Attorney Ramis said the point was whether an email sent to a City Council member should be presumed to have been read. A ruling on this is anticipated on March 6. • Social Service Grants—Tigard Historical Association request for fee waiver for historic overlay review, $595. A copy of the written request is on file in the meeting packet. After brief discussion, City Council consensus was for the City of Tigard to pay the fee and City Manager Prosser will determine the correct appropriation. Council President Buchner suggested a future discussion be held on non-profit requests and Mayor Dirksen commented that a situation such as this does not come up often. • Council Calendar o 2/28/2011 - Monday-Presentation on Successful Community Economic Development 7-9 p.m. o 3/1/2011 - Special Meeting CANCELLED! 0 3/8/2011 - Council Business Meeting- 6:30 p.m. o 3/15/2011 - Council Workshop Meeting CANCELLED! o 3/22/2011 - Council Business Meeting o 3/29/2011 - Council to Meet with Tualatin Valley Fire and Rescue Board (dinner at 6 p.m.), at TVF&R new headquarters, 11945 SW 70th Avenue,Tigard • EXECUTIVE SESSION: Not held. TIGARD CITY COUNCIL MEETING MINUTES -February 22, 2011 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 503-639-4171 1 www.tigard-or.gov I Page 7of13 iJ I. BUSINESS MEETING A. Mayor Dirksen called the meeting to order at 7:34 p.m. B. Roll Call Name Present Absent Mayor Dirksen ✓ Council President Buehner ✓ Councilor Henderson ✓ Councilor Wilson ✓ Councilor Woodard ✓ C. Pledge of Allegiance D. Council Communications &Liaison Reports: None E. Call to Council and Staff for Non-Agenda Items: None 2. CITIZEN COMMUNICATION II A. Follow-up to Previous Citizen Communication None G B. Presentation of Certificate of Appreciation to the City of Tigard from Tigard American Legion,Post 158, for Participation in the September 11, 2010, "Welcome Home Again Parade." American Legion Post 158 Representatives,led by Tim Harless,presented a plaque and letter of appreciation to the city for its participation in the homecoming parade. C. Citizen Communication—Sign Up Sheet No-one signed up to speak. D. Mayor Dirksen announced the postponement of the hearing as described below. The postponement was at the request of the applicant: HEARING POSTPONED (CONTINUED) TO MAY 24, 2011 QUASI-JUDICIAL PUBLIC HEARING - COMPREHENSIVE PLAN AMENDMENT, SENSITIVE LANDS REVIEWS AND ADJUSTMENT TO EXTEND WALL STREET TO FIELDS'PROPERTY COMPREHENSIVE PLAN AMENDMENT (CPA) 2009-00004/SENSITIVE LANDS REVIEW (SLR) 2009-00004/SENSITIVE LANDS REVIEW (SLR) 2009-00005/ADJUSTMENT (VAR) 2010-00002 -WALL STREET EXTENSION (FIELDS) QMayor reviewed the items on the Consent Agenda 3. CONSENT AGENDA: (Tigard City Council,Local Contract Review Board and City Center Development Agency): TIGARD CITY COUNCIL MEETING MINUTES - February 22, 2011 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 www.dgard-or.gov I Page 8 of13 A. Approve City Council Meeting Minutes 1. November 16,2010 2. January 25, 2011 B. Receive and File: 1. Meeting Minutes -Joint Tigard and Lake Oswego City Council Meeting of November 8, 2010 C. Approve an Intergovernmental Agreement with the Oregon Department of Transportation for Administration of Right-of-Way Services for the Main Street/Green Street Retrofit Project D. City Center Development Agency: 1. Financial Impact Report of the City of Tigard's Urban Renewal Plan for Fiscal Year 2009-10 Motion by Council President Buehner, seconded by Councilor Henderson, to approve the Consent Agenda. (Item E was removed from the Consent Agenda for separate consideration by the City Council at the request of Councilor Henderson.) Councilor Woodard advised he would abstain from voting on the minutes of November 16,2010, since he was not serving on the City Council at that time. The motion was approved by a unanimous vote of City Council present. Mayor Dirksen Yes Council President Buehner Yes Councilor Henderson Yes Councilor Wilson Yes Councilor Woodard Yes (abstained from voting on the November 16, 2010 City Council meeting minutes) Council consideration of the following Consent Agenda item: E. Local Contract Review Board: 1. Award a Contract for a Turn-Key Restroom Building at Cook Park to Public Restroom Company Senior Management Analyst Barrett summarized the motion before the City Council to award a contract to provide a turn-key restroom at Cook Park to replace a restroom that burned down (as did a shelter in the park) due to an electrical fire. The shelter has been TIGARD CITY COUNCIL MEETING MINUTES - February 22, 2011 City of Tigard 1 13125 Ste'Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 www.tigard-or.gov I Page 9 of13 replaced. He said the recommendation is to utilize a"piggy i back" contract on a State of Florida contract that will save staff time on a design-bid-build project. Staff estimates that the total cost of the project will be $159,000. Councilor Henderson noted a concern from the Local Contract Review Board standpoint as it appears to him that the costs for the restroom are high. He also was concerned about not being able to use a local contractor. Senior Management Analyst Barrett responded that the current LCRB rules do not include a local-preference policy. The City follows a model similar to the State of Oregon in that if there is a low-tied bid, a preference would be given to an Oregon company. In this proposal,while the company is headquartered in Nevada, the structure will be assembled in Aumsville, Oregon. A local-preference policy can be explored with the LCRB if it wants to implement this in the future. Councilor Henderson said he would have preferred to review the contract,as he did not receive enough information to make a decision. Staff will provide more information for Councilor Henderson at the direction of Mayor Dirksen. Mayor Dirksen commented that the current procedure does not provide for a preference for a local contractor and would be subject to challenge if the Council made an award based on this preference. He said he would be willing to discuss this on the upcoming review of contracting rules that staff is preparing. Councilor Wilson said it is a good idea for the LCRB to become familiar with the rules and asked that the City Attorney give the members a primer. City Attorney Ramis said an update/rewrite of the rules is scheduled at a workshop meeting. Motion by Councilor Wilson to approve the award of the contract. Councilor Woodard seconded the motion. The motion was approved by a majority vote of City Council present. Mayor Dirksen Yes Council President Buehner Yes Councilor Henderson No Councilor Wilson Yes Councilor Woodard Yes IR 4. CONSIDER RESOLUTION TO RENEW ANNEXATION INCENTIVES Community Development Director Bunch presented the staff report. Every year the City Council reviews annexation incentive policy,which is set by resolution. After review of the current policy, Community Development Director Bunch advised staff recommends the City Council approve extending the incentive policy for another year. TIGARD CITY COUNCIL MEETING MINUTES -February 22, 2011 _ City of Tigard 1 13125 S`Y%Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 www.tigard-or.gov I Page 10 of13 i Council discussion followed and Community Development Director Bunch and City Manager Prosser responded to questions on the effects of the annexation incentives on the city's financial picture. IRCouncil President Buehner advised that she has the same concerns she had with the proposed policy as she had last year;that is, the incentives are not working. She said it is time to reevaluate the policy. She said she would not support the proposed resolution to continue the incentive. Councilor Woodard said he supported additional discussion on annexation incentives. After discussing the impacts on the city with staff,he said he could support voting favorably for the proposed resolution. Mayor Dirksen indicated he was willing to schedule this policy as a future City Council agenda topic to determine if there are ways to make the program better. IR The current policy was the result of the bad feelings after the Bull Mountain annexation process. The current policy is a neutral annexation policy. City Manager Prosser referred to a current City Council goal to work with partners on urbanization policy issues. The annexation policy could be included in discussions as the city works toward this goal in the coming year. Councilor Wilson noted he was ambivalent about the current annexation policy;however,he agrees with Council President Buehner's comments that the current policy does not provide much incentive to annex. Motion by Councilor Henderson, seconded by Councilor Woodard,to approve Resolution No. 11-08. RESOLUTION NO. 11-08 --A RESOLUTION AMENDING RESOLUTION NO. 07-13 TO EXTEND THE INCENTIVES FOR VOLUNTARY ANNEXATION OF UNINCORPORATED LANDS TO THE MUNICIPAL CITY LIMITS TO FEBRUARY 2012 The motion was approved by a majority vote of City Council present. Mayor Dirksen Yes Council President Buehner No Councilor Henderson Yes Councilor Wilson No Councilor Woodard Yes TIGARD CITY COUNCIL MEETING MINUTES - February 22, 2011 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 503-639-41.71 1 VAVW.tigard-or.gov I Page 11 of13 R 5. DISCUSS DEPARTMENTAL STRATEGIES FOR ACCOMPLISHING 2011 CITY COUNCIL GOALS Executive Staff present: Community Development Director Bunch,Library Director Barnes, Public Works Director Koellermeier, Finance and Information Services Department Director LaFrance,Assistant to the City Manager Mills,Police Chief Orr, and Human Resources Director Zodrow. City Manager Prosser introduced this agenda item. A copy of the staff report and City Council goal work plan is on file with the agenda packet. Executive staff members reviewed their areas of responsibility with the City Council. Council held a lengthy discussion on the value of the work plan prepared by staff. Key points of the discussion included: IR • The City Council goal work plan sets out what could be achieved this year,with caveats. IR • Goal achievement assumptions include staffing levels and how circumstances are expected to unfold during the year (a thin margin). It is anticipated that much progress on each of the goals can be achieved. IQ • Councilor Wilson acknowledged that some goals are not entirely within the city's control. The work plan is a valuable tool to organize what needs to be done and who will take the lead. 18 • Finance and Information Services Department Director LaFrance advised the staff proposals for the upcoming budget process have included specific funding requests to accomplish the City Council goals. IR • Councilor Henderson noted his appreciation for the approach taken by staff to gain an understanding of the entire project before taking the steps to accomplish. im • Councilor Wilson referred to the value of long-term goals set the last few years by the City Council. By so doing, milestones were identified and the Council and staff have been able to maintain continuity from year to year. Setting goals outside the current capacity is useful in identifying the smaller steps that can be taken. Establishment of long-term goals gives direction. TIGARD CITY COUNCIL MEETING MINUTES — February 22, 2011 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 www.tigard-or.gov I Page 12 of13 • Mayor Dirksen complimented the Executive Staff on the comprehensive nature of the work plan,which illustrates the depth of staff's understanding of the ramifications of the goals. • Council President Buehner suggested Executive Staff members review the progress on goals toward the end of the year and submit suggestions to the City Council for timelines and format. This will help the City Council be better prepared during its December goal-setting session. • City Manager Prosser said quarterly goal updates will be more detailed this year. 6. COUNCIL LIAISON REPORTS: None 7. NON AGENDA ITEMS: None 8. EXECUTIVE SESSION: Not held. IR 9. ADJOURNMENT (8:53 p.m.) Motion by Council President Buehner, seconded by Councilor Wilson, to adjourn. The motion was approved by a unanimous vote of City Council present. Mayor Dirksen Yes Council President Buehner Yes Councilor Henderson Yes Councilor Wilson Yes Councilor Woodard Yes Catherine Wheatley, City Recorder Attest: Mayor, City of Tigard— Date: I:\ADM\CATHY\CCM\2011\Final Minutes\2 February\110222 final.docx TIGARD CITY COUNCIL MEETING MINUTES — February 22, 2011 City of Tigard 1 13125 Ste'Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 www.fgard-or.gov I Page 13 of13