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CCDA Minutes - 10/27/2009 Agenda Item N o. 3, i Meeting of 1 ,5 I I D kJ` City of Tigard Tigard Business Meeting — Minutes TIGARD CITY COUNCIL LOCAL CONTRACT REVIEW BOARD (LCRB),AND CITY CENTER DEVELOPMENT AGENCY (CCDA) MEETING DATE/TIME: October 27, 2009/6:30 pan. Study Session and 7:30 p.m. 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. City Council attendance: Name Present Absent Mayor Dirksen ✓ Council President Wilson ✓ Councilor Buchner ✓ Councilor Henderson ✓ Councilor Webb ✓ Staff present. City Manager Prosser, Community Development Director Bunch, Assistant Community Development Director Harnett, Finance and Information Services Department Director LaFrance, Code Enforcement Officer Darnell, Intcriin City Enguieer Kyle, Public Works Director Koellertmeier, City Attorney Ramis, and City Recorder Wheatley. City Manager Prosser read the statement regarding the reason for calling an Executive Session. o EXE-CUTIVE SESSION: The Tigard City Council went into Executive Session at 6:30 p.m. under ORS 192.660(2) (h) to discuss potential litigation with legal counsel. Executive Session concluded and die Study Session was called to order at 7:15 p.m. o STUDY SESSION o Discuss Whether to Schedule a Discussion on the Local Contract Review Board as a Workshop Meeting Agenda Item This item was before the City Council at the request of Councilor Henderson who has questions and concerns about the City Council members' additional responsibilities and its role as dhe City of Tigard Local Contract Review Board. Areas of concern by Councilor Henderson included: -in-depth review and understanding of contracts by City Council members needed, -assuming responsibilities without asking questions,and potential opportunities for controversy—especially as downtown improvement contracts axe considered. TIGARD CITY COUNCIL/LCRB/CCDA MINUTES — October 27, 2009 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 wwmtigard-or.gov J Page 1 of 8 Councilor Webb was not present at the meeting; however, she filed a message to the City Council widh the City Recorder indicating she was not supportive in changing the City's Local Contract Review Board procedures whereby the City Council would read and sign off on contracts. After City Council discussion, the majority of City Council members present supported discussing dais item on January 12. The discussion will include information to clarify= the purpose of the Local Contract Review Board. Mayor Dirksen indicated that Local Contract Review Board items would remain on the Consent Agenda per current practice. City Council might decide to make a policy change regarding die Local Contract Review Board process. o City Attorney Performance Review Consensus of City Council was to use the same procedure as was used Iast year. o Goal-Setting Meeting City Council goal setting is scheduled for December 22, 2009. City Council and City Manager Prosser discussed reference materials to be available for this meeting. Study session concluded at 7:32 p.m. 1. BUSINESS MEETING 1.1 Mayor Dirksen called tie City Council,Local Contract Review Board at 7:38 p.m. 1.2 Roll CaII 1.3 Pledge of Allegiance 1.4 Council Communications&Liaison Reports: None 1.5 Call to Council and Staff for Non-Agenda Items: None 7%1K03 P& 2. CITIZEN COMMUNICATION o Chamber of Commerce Report-None a Citizen Comrhhunication--Sign Up Sheet o Mr. Rob Drake and Mi. Harry Bodine representing tie Political Committee, People for Librniies presented information to the City Council regarding next year's WCCLS Ievy, which is up for renewal. (November 2010 election is die current target.) o Mr. Bodine talked to the City Council about tie paper distributed to the City Council,which shows the total operating expenses of tie Tigard Library. Of those expenses, 73% is funded by Waslvngton County either from the General Fund or from die levy. Levy funding for Tigard's Library is about$846,000 per year. o This is the fourth levy campaign in die last ten years and they have learned that when word gets out and people are properly informed about die importance of libraries and die importance of die levy to the library,the levy passes. o During these harder economic times,library use has increased dramatically. Mayor Dirksen agreed that statistics indicate that during tough economic tunes, cominunity libraries become more important when personal resources are reduced. Libraries offer sources of information, training, internet access to search for jobs, etc. He added that a couple of years ago, the City of Tigard initiated a professional, independent audit of the library. This was not only a financial audit but also a TIGARD CITY COUNCIL/LCRB/CCDA MINUTES-- October 27, 2009 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 1 503-639-4171 1 www.tigard-or.gov C Page 2 of 8 cultural audit to define the library's benefit to the corni-nunity. The auditor concluded that for every dollar spent in tax revenues, the residents of Tigard receive $4 of benefit. Discussion followed on the popularity of the newer Tigard and Beaverton libraries. Mr. Bodine corrimented on dhe WCCLS system formed in 1973, which capitalized and then augmented the library systems already in place. The result is the operating costs of the libraries are well below that of other libraries in the metropolitan area. o Follow-up to Previous Citizen Communication: 7:46:58 Pl-I City Manager Prosser advised that IVI'.Jori Frewing had come before the City Council in September, as he was concerned about construction materials dumped at Red Rock Creel:. Staff looked into tllls and found that a City crew was doing cleanup work and used the duLnped material to get a vactor in and out of the area. City crews have cleaned up the area and were advised about proper care of wetlands. Mayor Dirksen reviewed: 3. CONSENT AGENDA: (Tigard City Council and Local Contract Review Board) 3.1 Approve Council Iviinutes for August 25,September 8 and 29,2009 3.2 Receive and file: Engineering Performance Review Report--FCS Group 3.3 Approve Right-of-Way Dedication for City Property within the Burnham Street and Ash Avenue Project 3.4 Approve Intergovernmental Agreement with die Oregon Department of Transportation and Washington County for the Hall Boulevard/Highway 99W Intersection Improvement Project 3.5 Approve Intergovernmental Agreement with the Oregon Department of Transportation for Right-of- Way Services on the Greenburg Road/Highway 99W/Main Street Intersection Improvement Project 3.6. Local Contract Review Board: a. Award Contract for Purchase of Two Ten-Yard and One Five-Yard Dump Trucks (Brattain International for One Ten-Yard and One l=ive-Yard Truck; TEC Equipment for One Ten-Yard Thick without Winter Setup) b. Award Contract for Construction Management for the Burnham Street and Ash Avenue Project to W&H Pacific Councilor Buchner noted the contract for ODOT relates to construction of improvements on 99W, w1iich should begin next spring. Motion by Council President Wilson, seconded by Councilor Buchner, to approve the Consent Agenda. The motion was approved by a unanimous vote of Council present. Mayor Dirksen Yes Council President Wilson Yes Councilor Buchner Yes Councilor Henderson Yes Councilor Webb Absent Agenda Item No.4 has beenrescheduled to the City Council Meeting of December 8,2009. 4. z , TIGARD CITY COUNCIL/LCRB/CCDA MINUTES — October 27, 2009 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 1 543-639-4171 1 www.tignrd-ongov I Page 3 of 8 • City Council recessed and the City Center Development Agency was called to order by Chair Dirksen. • Roll Call Naive Present Absent Chair Dirksen ✓ Board Member Wilson ✓ Board Member Buehner ✓ Board Member Henderson ✓ Board Member Webb ✓ 5. REVIEW COMMERCIAL FA,BADE IMPROVEMENT PILOT PROJECT Redevelopment Project Manager Farrelly presented the staff report on the Fagade Improvement Program on Main Street. The purpose of the program is to help revitalize Main Street as a place to shop, do business, and invest in. A joint subcommittee of the CCDA and CCAC have been working with staff since June to develop the program specifics. The program will have two parts: 1. Design assistance — free to eligible applicants and includes 30 to 40 hours of professional architectural services. The result would be schematic-level drawings and a general estimate of project cost. ?. Matching grant — applicants who received design assistance and wish to complete their project can apply for a 50% matching grant. Mr. F,.trrelly reviewed how the applications would be evaluated. This fiscal year, 328,000 is available for thatching grants. Mr. Farrelly distributed brochures on the program to the CCDA. These brochures will be distributed to Main Street business and property owners. Discussion followed on the program. The program will be available for a year to see how it works and whether adjustments might be needed. Chair Dirksen commented on the historic buildings on Main Street and noted his hopes that this would result in restoration of some of the buildings. 7:56:02 PIv1 6. UPDATE ON DOWNTOWN CIRCULATION PLAN Redevelopment Project Manager Farrelly presented the staff report. Per die Tigard Downtown Development Plan, one of the major constraints for downtown development is the lack of connectivity for pedestrians, bicycles, and vehicles. To address this, staff engaged a consultant team and they developed a draft Preferred Alternative Circulation Map, street classifications, and street sections. These materials were reviewed and discussed by the CCAC and a technical advisory committee. Prelitninaq materials were displayed at a downtown open house in July. Mr. Farxelly reviewed the preferred alternative Snap (draft). This snap proposes a great increase in connectivity by reducing block sizes to male it easier to travel from one place to another. The Plan would be TIGARD CITY COUNCIL/LCRB/CCDA MINUTES — October 2'7, 2009 City of Tigard 1 13125 SAY/Hall Blvd.,Tigard, OR 97223 1 503-639-4171 1 www,dgard-ongov I Page 4 of 8 implemented gradually (over the next 20 years) as new development occurs. In the early stages, it is likely there would be public participation in street constriction. Mr. Farrelly referred to the bike and pedestrian routes on the preferred snap and explained these are not exact locations; locations will be determined as development occurs. Flexibility will be necessary and the consultant will advise bow this can be provided for in the Code. Mr. Farrelly said it is important to recognize that there will be both. positive and negative impacts on properties. New street frontage for a previously interior lot will create a significant increase inn property value and for the urban renewal district as a whole. With the construction of Ash Street, there will be an opportunity to slow how opening up some of the interior lots can increase those property values. Mr. Farrelly referred to die snap showing street character and classifications,which correspond to draft street sections. The consultants will be concluding their report in late November. The circulation plan will be evaluated by the Transportation System Plan consultants. City Council will receive tl.e consultant presentation in January,which will be the time to discuss the next steps leading to the Plan adoption. Board Member Wilson noted that tl.ere was the Lope there would be ground-floor retail on many of the downtown area streets. For retail to survive, there needs to be a significant amount of drive-by traffic. He said that when the last TSP update was done, the connection from Ash Street to 99W continuing to Hunziker showed 8,000 trips per day. That would be about enough to start to support retail. Council President Wilson noted that tl.ere are many connections parallel to Burnham Street; but thcre are not many perpendicular connections. He said that ratl.er than a connection to Scoffuns, die better choice would be for a connection to Ash Street, especially if it connected to Walnut Street. He questioned whether the TSP consultant (Kittelson) has stepped back to consider the Iarger context to ask if"these are really the desired lines and wouldn't it be better to round the corner and have a different configuration at that intersection." Discussion followed and Board Member Wilson clarified that if a connection was made (Ash to Walnut), a significant amount of traffic would use d.is entire route. The intersection, as it is now designed, would have difficulty handling traffic movement efficiently. Mr. Farrelly advised he would have tl.e TSP consultant look at dus as they are now in the process of doing modeling. After additional discussion on die intersection, Chair Dirksen noted that the layout as it is now designed is the result of a lot input from the committee. The current intersection design is one of two serni-final layouts. He said he would be interested to lmow what die Conunittee discussion was and dicir reasoning that led to tl.is recommendation. Mr. Farrelly said the other alternative had Ash Street connecting to Greenbt.rg Street and would have resulted in a dead-end on Mau. Street or cut off direct access because of the intersection's basic requirements. Board Member Henderson commented on the difficulties of the angles around tl.is intersection. Mr. Farrelly noted that diey tried to follow, as much as possible, along property lines so a little bit was taken from each property to take equity into account. Chair Dirksen acknowledged there is concern by current property owners and this is envisioned to occur as redevelopment happen. He noted the plan shows that some properties would be very much impacted (one property shows 7')% of it would be affected). He reiterated that flus would only occur if redevelopment was happening and if it worked for die owner of the property. Board Member Buehner asked if the consultant is looking a prioritization of street connections "sooner rather than later." Mr. Farrelly said recommendations would be made as part of the final report. Board Member Wilson asked about the northwestern rights of way along Main Street. I Ie said they are not being shown as being abandoned, yet they do not go anywhere. Would there be merit, for example, to extend Burnham Street to the north., under the viaduct. Board Member Wilson said the cluster of TIGARD CITY COUNCIL/LCRB/CCDA MINUTES -- October 27, 2009 City of'figard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 ww.v.tigard-or.gov I Page S of 8 intersections around the railroad track are not functional and he does not see anything in the proposed designs to address dins. Chair Dirksen commented that the small stub street (Electric Street) to the south of Tigard Street is the access for a piece of property that would otherwise be landlocked. Mr. Farrelly said these stub streets are being reviewed as potential places for on street parking as well. Mr. Farrelly said preserving the tight of way would enable a better connection if a new viaduct were built. Chair Dirksen referred to the street cross sections as presented in the City Council's meeting material. He asked the structure of the more arterial/collector designs be reviewed and for the location of the bike lanes to be reconsidered. He noted an earlier discussion by the City Council about the possibility of placing the bike lanes adjacent to the pedestrian paths and moved away from the vehicle ti.-avel lane. He said he would be interested in hearing arguments why this wouldn't be a better layout. Board Member Wilson said he recalled a bicycle study that reported most bicycle accidents are not from the rear, but from the side. Anytlnirng that makes bicycles less visible, i.e., behind cars and approaching driveways, that is a potential accident point. Mr. Farrelly commented that this layout has been unplernented in Portland and it would be interesting to see the results. Chair Dirksen said European cities have more bicycle travel than here and he would be interested to know about their experiences for intersections with this set up. 8:14:20 PM In response to a question from Board Member Henderson regarding area near the railroad tracks, Mr. Farrelly advised this is being proposed as an alley. Board Member Henderson said at this time this area is being used for parking. Mr. Farrelly said the alley would service the rear of development and would not interfere with parking. Board Member Buehner noted there has been discussion about a parking structtue in about 15-20 years that might change how parking is accommodated in the immediate vicinity. Chair Dirksen said there is a location for structured parking adjacent to the station; however, he agreed with Board Member Buehner that would be years in the future. In the meantime, other alternatives are under consideration to provide off-street,ground-level parking. He called the City Council's attention to the alley that parallels Mw.l Street between the rail station and Burnham Street, he said this might become a landscape zone and include the "urban creek" discussed in the past. 8:18:03 PM Motion by Board Member Buehner, seconded by Board member Wilson, to adjourn the City Center Development Agency. The motion was approved by a t:nanimaus vote of CCDA members present. Chair Dirksen Yes Board Member Wilson Yes Board Member Buehner Yes Board Member Henderson Yes Board Member Webb Absent Mayor Dirl>sen reconvened the City Council meeting. TIGARD CITY COUNCIL/LCRB/CCDA MINUTES — October 27, 2009 City of Tip,rd I 13125 SW I-Iall Blvd.,Tigard, OR 97223 1 503-639-4171 1 wu%v-6gard-or.gov � Page 6 of 8 8:18:07 PM 7. - UPDATE ON BURNHAM STREET IMPROVEMENT PROJECT City Manager Prosser said the City Council has asked for monthly updates on this project and this is the first of many to come. Interim City Engineer Kyle reported on preview of "coining attractions" for this project, which has just started. He reviewed Phase 1, generally the Ash Avenue area -- tearing out part of the street, clearing, and underground utility work. Traffic will be kept moving while des utility wort: is being done through June 2010. He also described die fust work to be done near Hall Boulevard,which will be done on half the street, keeping the other half open for traffic. This work will include building sidewalks, tearing out the subgrade, and laying in rock--this will be done the entire length of Burnham to Main Street, Nvidh work then switching to tae other half of the street to Ash Street. Then, the contractor will complete the work on this section of Ash Street and then finish the rest of Burnham, Street-- this will take until December 2010. In February or Mardi 2011, the final li'£t of pavement will be applied. The entire project is scheduled to be complete by June 2011. Interitrr City Engineer Kyle reported activity for nest month would include tree removal, clearing and utility work. Interim City Engineer Kyle advised City Council there is a lot of construction activity occurring in the City of Tigard—.tight now, there are seven active construction projects. Mayor Dirksen commented dant it was unfortunate that so many trees needed to be removed and said the City briefly explored whether two of the more significant trees could be preserved by moving thetas elsewhere, but the costs were too great (more than $100,000 with no guarantee that they would survive). He said many trees would be added back to the area. 8:23:22 PM Council President Wilson asked how comtmwih cation is going with adjacent property owners. Interim City Engineer said Project Manager McMillan has been managing the communications and initial activity occurred prior to the project's start-up and there are meetings scheduled regularly at one of the local businesses where people can come to discuss what is going on with tie project. 8:27:34 PM 8. COUNCIL GOAL UPDATE Assistant City Manager Newton presented the staff report. Status of die 2009 goals are outlined in the staff report on file iia the City Recorder's office. Mayor Duksen announced the City Council would hold its 2010 goal setting meeting on December 22,2009. 9. NON-AGENDA ITEMS TIGARD CITY COUNCIL/LCRB/CCDA MINUTES— October 27, 2009 Ciry of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 1 503-639-4171 1 www.tigard-or.gov I Page 7 of 8 8:32:13 PM 10. ADJOURNMENT Motion by Council President Wilson,seconded by Couneilor Buehner, to adjourn die meeting;. The motion was approved by a unanimous vote of Council present. Mayor Diel-sen Yes Council President Wilson Yes Councilor Buebner Yes Councilor Henderson Yes Councilor Webb Absent f Catherine MicatIcy, City Reco der - Attest: v iYSayor., ityo Tigard Date: �/' / IA aA f4 <2 o a22 v ( 0- 1AAD,4s\cATI IY\CChI\2009\0 1()27 rtni.dac TIGARD CITY COUNCIL/LCRB/CCDA MINUTES— October 27, 2009 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 1 503-639-4171 1 ww%v.6gard-or.gov I Page 8 of 8