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03/03/2010 - Packet 41 Completeness Review for Boards, Commissions and Committee Records CITY OF TIGARD Na e of Board, Commission or Committee 3 - 3 - lD Date of Meeting I have verified these documents are a complete copy of the official record. l-- �i JA U il��s n Print Name Signature Date at ICity of Tigard m Transportation Advisory Committee — Agenda MEETING DATE: March 3, 2010, 6:30 p.m. MEETING LOCATION: City of Tigard Library, 2n1 Floor Conference Room 13500 SW Hall Blvd., Tigard 1. Call to order Jeremy 2. Committee Business 6:30 PM a. Roll Call Twila b. Visitor Comments Jeremy 3. TTAC Membership Judith 6:40 PM • Committee Vacancies • Member Terms for Committee Rotation 4. Update on CIP Carissa 7:00 PM 5. Bicycle/Pedestrian Subcommittee Mike 7:15 PM 6. Upcoming TTAC participation/representation Judith 7:35 PM a. Tigard Greenway Trails Master Plan b. High Capacity Transit (HCT) Corridor Land Use Plan 7. Other Staff Updates Judith/Mike/Carissa 7:45 PM 8. Preview of April Meeting: TTAC Charges and Duties Jeremy/Judith 8:15 PM 9. Adjourn POTENTIAL AGENDA ITEMS FOR UPCOMING MEETINGS • Transportation System Plan—Updates on the Adoption Process • Transportation Systems Development Charge • State Highways and development restrictions TRANSPORTATION ADVISORY COMMITTEE AGENDA—March 3, 2010 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 www.figard-or.gov I Page 1 oft Transportation Advisory Committee Staggered Terms for Initial Committee Members The eleven members of the Tigard Transportation Advisory Committee are appointed by Council to serve three-year terms. Here are some of the basics from the Bylaws regarding Terms of Office: • Membership is by appointment • Terms are 3 years • Members may be appointed to one additional 3-year term. • An initial 1-or 2-year term does not count towards the two consecutive term limit. The Bylaws also state that"Council shall determine a means of staggering appointments of members appointed initially to ensure membership continuity." We would like to assist Council in this determination by letting them know the preferences among the committee members for the initial term lengths. Please fill out the section below and we will forward this information to Council to assist them. TTAC Member Preferred Term: 1 year 2 years 3 years City of Tigard TIGARD Transportation Advisory Committee [TTAC] MINUTES Wednesday,March 3, 2010, 6:30 PM—8:30 PM Tigard Library, 2"a Floor Conf. Room- 13500 SW Hall Blvd,Tigard, Oregon MEMBERS PRESENT (7): Anthony Rivano (arrived at 6:35 pm); Basil Christopher; Cam Gilmour; Christopher Warren,Vice Chair; Jennifer Stanfield;Jeremy Vermilyea, Chair;Joe Schweitz MEMBERS ABSENT (1): Dennis Mitchell OTHERS PRESENT: Gretchen Buehner, Council Liaison; Carolyn Barkley STAFF PRESENT: Carissa Collins, Sr. Management Analyst;Doreen Laughlin, Sr.Administrative Specialist;Judith Gray, Sr. Transportation Planner;Michael McCarthy, Sr. Project Engineer;Twila Willson, Sr.Administrative Specialist 1. Call to Order The meeting was called to order at 6:33 by Chair Jeremy Vermilyea. Twila Willson was introduced as the Committee's Recording Secretary for the next four-month cycle. 2. Committee Business a. Roll Call-Twila Willson called the roll. b. Minutes —Jeremy Vermilyea presented the minutes from the February 3, 2010 meeting, asked if there were any additions, deletions, changes, or items for discussion. Hearing none,the minutes were approved as submitted by unanimous vote. c. Visitor Comments —No comments from the visitor. 3. TTAC Membership • Committee Vacancies Judith Gray informed the Committee that the by-laws indicate eleven appointed members are needed to complete the Advisory Committee,which means there are three vacancies. [Andiony lbvano arrived] I:\Transportation Advisory Committee\2010\030310\Draft Minutes_for_TTAc_3-3-10.docx Page 1 of 4 A formal announcement will be placed in Cityscape,but Committee members were also asked to invite interested citizens to apply to serve on the Committee. Applications for possible TTAC appointments can be located by going through the City's webpage under Volunteer Opportunities. • Member Terms for Committee Rotation The terms of appointment were reviewed describing the need for staggered terms to create rotation of the committee members according to the by-laws. Judith Gray distributed a form for members to complete with their term preferences. Gretchen Buehner pointed out that Council would prefer that the Committee make term decisions,however, Council has the final say in term appointments. There was some discussion regarding options for making term selections and it was suggested that staff could request that some members serve a longer term if not enough members initially request longer terms. 4. Update on CIP Carissa Collins explained there were still revisions needed before publishing the Financial Forecast. Capital Improvement Program (CIP) has been entered into the budget. New to the budget this year will be breaking staff costs into a category. The Financial Forecast will be completed by next Friday and presented after that. The CIP is updated annually and the City has new software that will allow even more frequent updates. 5. Bicycle/Pedestrian Subcommittee Mike McCarthy distributed the new Bike Maps to the committee. The TTAC members were very impressed with the final results. The map is made from a non-paper product made from a limestone material (calcium carbonate) and is waterproof, tear-resistant (baby proof, drool proof) and acid-free. The map features routes that are color coded indicating various levels for ease of biking and also highlights areas of interest. The map was created by city staff members Andrea Consalus,Helen Marvin, and Mike McCarthy. Maps were less expensive than originally anticipated, so the excess money will be used toward signage of paths and helping low income bikers. Mike McCarthy distributed a draft of policies and procedures for the Pedestrian/Bicyclist Subcommittee. The purpose of the subcommittee is to: • Advise staff and TTAC on issues affecting pedestrians &bicyclists • Enhance and promote the community of Tigard by supporting walking& cycling The subcommittee will act in more of an advisory role. Staff will be able to bounce ideas off them. It is suggested that nine members would be a good amount for this committee. Discussion by committee members about draft policies for the subcommittee highlighted the following points: • Recommended the subcommittee include a combination of bicyclists and pedestrians in order to provide a balanced view and not be dominated by one side or another • Accomplish balanced view through education and by management of the subcommittee by staff and the TTAC representative • Concentrate on filling in noticeable gaps (especially near schools) even though it may take years to accomplish • Include business representation,PTAs, and law enforcement officer support on the subcommittee • Research available funds through the State, etc. • Recommend one and two year terms so there would be a staggered term membership • Subcommittee Chair would be a TTAC representative (Basil Christopher will be the Chair)who would keep the interests of TTAC in the forefront. Representative would regularly update TTAC on subcommittee progress and recommendations I:\Transportation Advisory Committee\2010\030310\Draft NfinuteS_for_TrAC_3-34O.docx Page 2 of 4 • Members would have one vote • Meetings would be every other month initially,with additional meetings as needed • TTAC would want regular updates from the subcommittee • Bike Path Map Committee should continue to work with the Bike Pedestrian Subcommittee and help set priorities with trails/paths along with other projects Questions arose about by-laws for the subcommittee and how formal the structure needed to be. It was suggested there be a six-month trial period before deciding on setting the subcommittee's by-laws. In the meantime, staff would check whether the subcommittee was covered under the same by-laws as the TTAC. Pedestrians and cyclists might be able to come to a consensus of opinion when meeting as one group and develop more proactive approaches to solving needs. The subcommittee could begin by validating concerns using the bike map as a starting point to fill in what is needed. Subcommittee members will have variety in their vision and input that is beneficial for staff and in their approach to needs for CIP projects. Mike McCarthy closed with his request for TTAC to review and make recommendations to the draft of the Pedestrian and Bicyclist Subcommittee policies and protocol. 6. Upcoming TTAC Participation/Representation a. Tigard Greenway Trails Master Plan Judith Gray mentioned the importance of TTAC representation in identifying,ranking and prioritizing completion of the greenway trails. Practical, solid recommendations are needed before going to the grant process. Six citizen meetings, one field trip, and two optional open houses are planned. Duane Roberts will be making the recommendation. Basil Christopher will be serving on the Technical Advisory Committee, but not as a TTAC representative. b. High Capacity Transit (HCT) Corridor Land Use Plan First step is identifying locations with land uses that would support this type of transit. An advisory committee will operate as a liaison to this committee, but the formation of this committee is several months out. Jennifer Stanfield and Christopher Warren expressed an interest in serving on this committee. 7. Other Staff Updates Judith Gray informed the Committee that the draft Transportation System Plan (TSP) update was going to the Planning Commission. Presentations will be made to Planning Commission (March 15) and Council (March 30). These will be followed by a series of work sessions with Planning Commission, followed by a public hearing and recommendation to Council.A parallel series of discussions is an option to inform TTAC,however a 30-minute presentation would not make it very meaningful. TTAC is also able to attend the March 15 Planning Commission and March 30 Council presentations as well as the work sessions (the meetings build upon each other). Carissa Collins reported the CIP/Budget public meetings start in the PW Auditorium on Mondays in April. Mike McCarthy briefly reviewed construction projects: Pacific Highway (the preferred terminology,not Highway 99W) bids for the county project have a March 24 deadline. Tigard will pay the county,who manages the project.Work will be at night and start in May. The goal is completion this December, although weather conditions and anticipated construction issues make it likely the I:\Transportation Advisory Committee\2010\030310\Draft Minutes_for_TTAc_3-3-10.docx Page 3 of 4 project would not be completed until next May. Utilities will be relocated as part of the project,which will involve multiple utility companies. There is also a strong possibility of short term (a few days) closure of Main Street, diverting traffic along Scoffins. This is a $10million total project. The Hall Blvd. crosswalk/bridge project is completed with the grand opening on March 23. Street Maintenance fees are reviewed every 5 years. Business fees are being reviewed now to ensure accuracy. Projects for slurry seals and pavement overlays are selected for this summer. Pavement prices are very good this year so many projects could be completed. Look for flashing yellow arrows to be increasing in Tigard. Those improvement projects are underway. Main Street design project—The consultant contract is being finalized, then design will begin. This will include the three options (as-is,bike lanes, or people space) we talked about at a previous meeting. Technical analysis, parking, and traffic analysis will be part of the early phase of conceptual design. CCAC and TTAC will be involved in the process. Burnham Street improvements are ahead of schedule. Next May is the scheduled completion date,but the contractor is pushing to complete well before then and will likely succeed. ODOT called the City of Tigard about an intergovernmental agreement (IGA) for a reconfiguration project to improve the intersection of Pacific Highway with Gaarde Street and McDonald Street. Some group members mentioned reasons why that intersection would be a good candidate for improvement. 8. Preview of April Meeting: TTAC Charges and Duties • Review of the TTAC charges and duties in the bylaws • Review Council's intent with TTAC and outline steps needed to accomplish recommendations to Council.Any proposed changes would be recommendations to Council. • TTAC is jointly staffed by three departments -- Finance,Public Works and Community Development. How to ensure that appropriate involvement is accomplished? 9. Adjourn Jeremy Vermilyea adjourned the meeting at 8:18 pm. �t Twila Willson,TTAC Recording Secretary "ST: JAemyn ilyea, hairman The next TTAC meeting will be held on Wednesday, April 7, at the Tigard Library 2nd Floor Conference Room, 13500 SW Hall Blvd. from 6.•30pm —8.30pm. I:\Transportation Advisory Committee\2010\030310\Draft Minutes_for_TTAC_3-3-10.docx Page 4 of 4 BY LAWS OF THE CITY OF TIGARD TRANSPORTATION ADVISORY COMMITTEE SECTION 1. CHARGE AND DUTIES (a) The Tigard Transportation Advisory Committee CITAQ (the "Committee") has the powers conferred by the resolution creating the Committee and approving these bylaws and such other powers as granted by the Tigard City Council,but shall have no other powers. These bylaws are adopted by resolution of the Tigard City Council, are binding on the Committee, and may be amended only by the City Council. (b) It shall be a function of the Committee to act as an advisory body to the Tigard City Council and City staff pursuant to these bylaws. (c) The Committee is charged with advising the City Council and staff regarding planning and development of a comprehensive transportation network for the City of Tigard. This involves tasks such as preparation of multi-modal transportation system plans and corresponding transportation financing/capital investment programs; development of funding mechanisms and sources to implement transportation projects and ensure adequate maintenance of the existing transportation infrastructure;public involvement and education in transportation matters and ways to improve traffic safety and accessibility in all transportation modes. The Committee shall assist and advise City Council and staff regarding development of traffic safety programs and public education about traffic safety. The Committee shall also provide a venue for citizen involvement opportunities in transportation matters. Furthermore, it shall also work to increase community awareness of transportation issues that affect the City of Tigard. The Committee shall coordinate its tasks, actions, and recommendations with other City advisory commissions and committees. This includes,but is not limited to, the Planning Commission regarding the relationship between land use and transportation; the Parks Commission concerning trails and pathways, and the Budget Committee concerning matters of transportation related funding. (d) The Committee shall perform other duties as assigned by the City Council. (e) The Committee may form subcommittees to investigate areas relevant to its charge or duties pursuant to this section. SECTION 2. COMPOSITION (a) The Committee shall consist of eleven (11) members appointed by the City Council who are residents of Tigard or own businesses or property within the City as follows (1) There shall be three (3) representatives who own or have primary management responsibility for businesses with the City of Tigard; \\TigDept\TigDept\Transportation Advisory Committee\Resolutions and ByLaws\bylaws updated 20100315.doeX 1 (2) Eight (8) persons who are residents of Tigard and who represent a cross-section of interests in the community at large. Effort shall be made to recruit a youth member and a person with an interest in alternative transportation modes. SECTION 3. APPOINTMENTS (a) Council shall appoint individuals to meet the compositional requirements of above. (b) Council shall determine a means of staggering appointments of members appointed initially to ensure membership continuity. (c) Appointments shall be made according to established Council procedures. SECTION 4. TERM OF OFFICE (a) After the initial staggering of terms, the term of office of all future, appointed members shall be three (3) years or until their successors are qualified and appointed. (b) Any vacancy on the Committee shall be filled by appointment by the Council upon recommendation by the Mayor for the unexpired portion of the term. The unexpired portion of a term does not count towards the two consecutive terms limit in Section 4(d). (c) Members may be reappointed for one additional three year term. An initial one or two year term under Sections 3(a) and (b) does not count towards the two consecutive terms limit. (d) Members of the Committee shall receive no compensation for their services. SECTION 5. ORGANIZATION OF THE COMMITTEE (a) At its first meeting of the year, and thereafter annually, the Committee shall elect a Chair and Vice Chair from its members who shall hold office at the pleasure of the Commission. (b) If the Chair or Vice Chair should resign, the Committee shall, at it next meeting, conduct an election and provide a replacement. (c) The Committee shall meet at least quarterly during a calendar year at a time and place that is specified at least 5 days in advance. (d) All meetings shall be conducted in conformance with Public Meeting Law. (e) A record of the Committee's proceedings shall be filed with the city recorder. SECTION 6. VOTING (a) General procedures of the Committee,including voting, shall follow Robert's Rules of Order. \\TigDept\TigDept\Transportation Advisory Comnuttee\Resolutions and ByLaws\bylaws_updated_20100315.doeX 2 (b) A majority of votes shall determine the official position of the Committee on a given issue. (c) Chair and Vice Chair shall vote on all matters before the Commission. SECTION 7. COMMITTEE MEMBER RESPONSIBILITIES (a) Members of the Committee shall: (1) Regularly attend Committee meetings and contribute constructively to discussions; (2) Consider and discuss issues from a Citywide perspective, as well as that of particular stakeholders or interests; (3) Understand and be able to articulate the Committee's charge,responsibilities, and adopted annual work program; (4) Strive to reach consensus on matters under consideration; (5) Act with respect and consideration for the viewpoint of others; (6) Review and provide comment on reports,presentations, and recommended policies or strategies related to transportation issues that may come before it; and (7) Vote on motions in front of the Committee, except where reasonable abstention is necessary. (b) Committee members shall discharge their duties as specified and or directed by Council. However, the Committee shall not discuss specific land development applications that are likely to be heard and/or decided upon by the Planning Commission, City Hearings Officer, or City staff. However, the Committee may propose recommendations or otherwise participate regarding legislative matters including but not limited to, citywide transportation policy; transportation system planning, development standards, etc. This provision does not restrict in any way the rights of any Committee member from exercising their participatory or due process rights as a private citizen. In addition, members shall not make representations on behalf of the City of Tigard or the Committee unless specifically authorized. SECTION 8. ATTENDANCE If any regular member of the Committee is unable to attend a meeting,he or she is expected to notify the Chair or Vice Chair. If any member is absent from any six (6),regularly scheduled meetings within one year or three (3) consecutive meetings without reasonable cause,the issue shall be placed on the upcoming agenda,and upon majority vote of the Committee,that position shall be declared vacant. The Committee shall forward its action to the Mayor and Council,who shall fill the vacant position. \\TigDept\TigDept\Transportation Advisory Committee\Resolutions and ByLaws\bylaws_updated_20100315.docx 3 SECTION 9. QUORUM At any meeting of the Commission, a quorum shall be a majority of the current members of the Commission. No action shall be taken in the absence of a quorum except that the meeting may continue with discussion on agenda items. For the purposes of forming a quorum,members who have disqualified or excused themselves from participation in any matter shall be counted as present. In the event a quorum will not be present at any meeting, the Chair or Vice Chair shall notify the Committee members in advance so that a decision may be made whether to meet and take no action on agenda items, or to reschedule to a different time. SECTION 10. REMOVAL OF MEMBERS (a) The City Council may remove members of the Committee in accordance with Section 8 Attendance. (b) The Council may also remove members at its sole discretion. (c) The Committee may make a recommendation to Council for the removal of a member for failure to comply with Section 7 Committee Member Responsibilities. The Committee shall forward a recommendation for replacement to the Mayor and Council in a timely manner. SECTION 11. ANNUAL REPORT OF THE COMMITTEE (a) Not later than December 1 of each year, the Committee shall prepare and file its Annual Report to the City Council. (b) The Annual Report shall include a summary of key activities and proceedings and any specific suggestions or recommendations which the Committee believes would assist its mission or improvement of the City's transportation infrastructure. (c) The Annual Report shall not be submitted unless approved by the Committee. \\TigDept\TigDept\Transportation Advisory Committee\Resolutions and ByLaws\bylaws_updated 20100315.docx 4 Tigard Pedestrian and Bicyclist Subcommittee of the Tigard Transportation Advisory Committee (TTAC) Draft Policies and Protocol Purpose of Subcommittee: 1) To advise staff and the TTAC on issues affecting pedestrians and bicyclists. 2) Enhance and promote the community of Tigard by supporting walking and cycling. Membership: The Pedestrian and Bicyclist Subcommittee is composed of nine members. Efforts should be made to provide balance among the committee membership in terms of pedestrian or bicyclist interest, characteristics of their walking and cycling travel, and balanced demographics reflecting the community. Preference is given to residents of Tigard,though others who live near or work in Tigard are eligible. As this is a subcommittee of the TTAC, it will include at least one TTAC member. Subcommittee members would be appointed by the TTAC following an application process established by the TTAC. Members would serve an initial one-year term. If reappointed, subsequent terms would be two years in length. Members may serve consecutive terms. Membership terms should be staggered to provide continuity on the subcommittee. Members may recommend the removal of a member for nonparticipation. This would typically be demonstrated by absence from three consecutive meetings. The TTAC would take the official removal action. Members may resign at any time. The TTAC may fill committee vacancies as they arise by appointing a new member to serve the remainder of the vacated term. Chair: The chairperson of the Pedestrian and Bicyclist subcommittee would be the TTAC member(or one of the TTAC members) serving on the subcommittee. This chairperson will preside at all meetings and is the designated spokesperson for the subcommittee at outside activities. The chairperson may designate other subcommittee members to be the spokesperson for specific events. The subcommittee may designate a vice-chairperson who will assume the duties of the chairperson in his/her absence. Voting: Each committee member is entitled to one vote. City staff will not vote. Meetings: The subcommittee will meet at a frequency, date, and time to be set by the subcommittee. The initial meeting schedule is anticipated to be every other month in the late afternoon. Additional meetings may be called by a majority of members or by the chairperson. All meetings are open to the public. Conduct of Meetings All decisions require a quorum of five members in attendance. The subcommittee may establish rules of procedure as deemed necessary for the conduct of business. An opportunity will be provided at each meeting for visitor communication on agenda and non-agenda items. Staff Support The City will provide a staff member to serve as a liaison with the City's Community Development and Public Works departments. Staffing will be a joint effort of the Community Development and Public Works departments,with each designating a primary staff liaison to the subcommittee. There should be at least one of these liaisons or their designee at each subcommittee meeting.