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04/21/2010 - Packet City of Tigard Committee for Citizen Involvement — Agenda _ A MEETING DATE: Wednesday,April 21, 2010, 7:00-8:30 p.m. MEETING LOCATION: Tigard Library, Second Floor Conference Room (Located on east side of building) 13500 SW Hall Blvd., Tigard, OR 97223 1. (Info) Welcome and Introductions 7:00-7:05 PM 2. (Action) Approval of February Minutes 7:05-7:10 3. (Discussion) Fanno Creek Conference 7:10-7:25 /Susan Hartnett/ 4. (Action) 2010 Goal Setting 7:25-7:40 /Basil Christopher/ 5. (Action) Urban Forestry Code Revisions Public Involvement Plan 7:40-8:10 /Marissa Daniels/ 6. (Info) Census Complete Count Committee Update 8:10-8:25 /Marissa Daniels/ 7. (Info) Other Business/Announcements/Next Agenda 8:25-8:30 Next meeting: • Wednesday, May 19, 2010, Library Second Floor Conference Room COMMITTEE FOR CITIZEN INVOLVEMENT AGENDA—April 21, 2010 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 1 503-639-4171 1 www.tigard-or.gov I Page 1 of 1 CITY OF TIGARD COMMITTEE FOR CITIZEN INVOLVEMENT Meeting Minutes March 17, 2010 CALL TO ORDER Chairman Basil Christopher called the meeting to order at 7:00 PM. The meeting was held in the Tigard Public Library, second floor conference room, at 13500 SW Hall Blvd. ROLL CALL Members Present: Chairman Basil Christopher,Bev Froude, Sue Carver, Patti Anda Members Absent: Connie Ramaekers,Rex Caffall Members Absent: Veronica Predovic, Cathy Olson Staff Present: Marissa Daniels,Associate Planner;Mike McCarthy, Streets & Transportation Senior Project Engineer;Dianna Weston, Community Events Coordinator WELCOME AND INTRODUCTIONS Basil welcomed everyone to the meeting. Cathy Olson and Veronica Predovic are the newest CCI members, they will be appointed to Council on March 23. They introduced themselves and gave a brief explanation about why they want to serve on the Committee. Veronica is especially interested in outreach to underrepresented groups and Cathy is looking for a way to volunteer her time to the City. Mike McCarthy was introduced as the Streets &Transportation Senior Project Engineer in Public Works. APPROVAL OF FEBRUARY MEETING MINUTES There was a motion by Bev, seconded by Sue, to approve the February 17, 2010 meeting minutes as presented. The motion carried as follows: AYES: Christopher, Froude, Carver,Anda NAYS: None ABSTENTIONS: None EXCUSED: Caffall, Ramaekers FANNO CREEK CONFERENCE Dianna gave a brief update of conference planning. A professor from Portland State University, Connie Ozawa,is scheduled to be the keynote lunch time speaker. Councilor Sydney Webb is confirmed and excited to be the emcee for the event. The Mayor is committed to speaking I:\LRPLN\Marissa\CCI\2010\03-10\CCI Minutes_March.docx 1 about transportation, along with a representative from Metro. Everyone was enthusiastic about the Urban Wildlife: "Shoot `ern or feed `em" topic being the opening topic. Dianna said her purpose was to go over the Communication Plan for this event. The event is being held to inform and engage Tigard citizens with their community and city government. The target demographics are primarily Tigard citizens who have already engaged with the City or would like to do so. Highlights from the Communication Plan include: • Cityscape Articles: o Request for Topics o Invitation to register o Conference Recap • Tigard Web Site o Future Events Listing o Invitation to register online o Conference Recap • Invitations to boards and committees, City Council • Flyers and Posters in City Hall, Public Works, Library • News releases to print, broadcast, and online media The next big step will be the invitations to register which will be sent out in April. In addition, Dianna shared that she is working to put together the afternoon citizen involvement fair. She plans to have booths representing volunteer opportunities, City Council vacancies, board and committee positions, information about registering to vote, etc. Dianna asked Committee members to forward her contact information to anyone they believe should receive a personal invitation. All current city volunteers,including board and committee members,will receive an invitation. Veronica suggested information be sent out via the Tigard Tualatin School District websites and e-updates. Bev asked Dianna to be sure to include the Neighborhood Networks in her outreach and communication plan. She suggested the web administrators and steering committee members receive personal invitations, and that information about the conference be posted on each of the Neighborhood Network websites. Dianna agreed to include this in her outreach. PACIFIC HIGHWAY COMMUNICATIONS Mike McCarthy asked if everyone had received a Bike Tigard Map. The maps are free and available at City Hall and local retailers. The maps are waterproof and tear resistant, to withstand use on a long ride. He briefly explained the route classification system which uses different colors to denote ease of street use for bicycles. Basil participated in the preparation of the map. I:\LRPLN\Marissa\CCI\2010\03-10\CCI Minutes_March.docx 2 The Pacific Highway/Main/Greenburg and Pacific Highway/Hall intersections cost the public an estimated $20 million per year in delay, etc. The MSTIP program was started by Washington County in the 1990's and included $5 million dollars for the Hall intersection. Recognizing that fixing this intersection would do little without fixing the Main/Greenburg intersection as well, the City instituted a gas tax to fund the second intersection project. To save money, the County will be administering both contracts at once, and construction is scheduled to start soon. The bids are out currently. PGE is already working Downtown to get power poles out of the way. Mike laid out a large map showing both intersections with design details. The project will add turn lanes, street trees, sidewalks, bike lanes, flashing lights at the crosswalks, etc. There will be some building impact associated with this project. The Tigard Auto Center and Brake Team will be affected. The Bank of America will be okay, according to Mike. Bev suggested additional lighting by the funeral home; Kathy asked if the work will be completed during the day or night. Mike said mostly at night. On the Communication Plan, Mike said the County is taking the lead. Their website for the project is already up and running at: http://www.co.washington.or.usMUT/News/99w-at- hall.cfm. Similar to the Burnham Street project, outreach will include a 24/7 hotline number and Twitter messages. In addition, the County will develop TVCTV programming, an email update list, and press releases to reach print,TV, and radio media. The County will use electronic reader signs, eight in total, to alert commuters of the construction. Originally the County had suggested using Facebook, but that idea has been dropped. The City will compose articles for the Cityscape Newsletter and City website. There will be a "meet the contractor" open house held in April. Project staff will also attend the current Burnham Street coffee meetings, and split the time with the Burnham Street project. Patti asked about the purpose of the coffee meetings,which Mike said will address any ongoing construction issues. Mike confirmed that the majority of the work will take place at night when traffic volumes drop significantly. Contractors will need to be off the road by 5:00 a.m. Mike is also working to get in touch with freight groups who may be affected by the construction. In closing,Mike asked if the committee had any input or additional outreach ideas. Basil thanked him for coming to the meeting and said he thought the Communication Plan was very good. CENSUS COMPLETE COUNT COMMITTEE Marissa distributed a draft letter she proposed to send to property managers within the Census "hard-to-count" area. With the Committee's approval, she will send the letter, along with promotional materials, to each multi-family housing complex by the end of the week. Committee members suggested that she include suggestions for ways managers could promote the census— such as hanging the flyers up in laundry rooms,including information in resident newsletters, and placing reminders near the mail area. I:\LRPLN\Marissa\CCI\2010\03-10\CCI Minutes_March.docx 3 Marissa thanked the Committee for their suggestions. She will make the changes and send the letters out. 2010 GOAL SETTING Marissa went through a draft of the 2010 Goals: 1. Improve citywide citizen involvement. a. Respond to Council ad hoc requests b. Evaluate public involvement plans 2. Outreach to underrepresented groups a. Diversity conference b. St. Anthony's event c. Spanish version of CERT and Citizens Police Academy 3. Support Neighborhood Network Program a. Host a meeting in 2010 During the discussion several ideas surrounding these topics surfaced, the majority about outreach to underrepresented groups. Suggestions included: • Change diversity conference to diversity event. This could include a speaker at the library, for example. • Veronica spoke about the importance of cultural awareness. • There was talk at the previous meeting about celebrating Cinco de Mayo in Tigard; Committee members discussed alternate ways of celebrating diversity in a broader sense. • The Committee discussed other ways to do outreach about diversity such as library displays or a CCI booth at the Farmers Market. The Committee will vote on the 2010 Goals at their next meeting. OTHER BUSINESS/ANNOUNCEMENTS/NEXT AGENDA • The CCI will review the Tree Code Communication plan at the next meeting. • Marissa offered to meet with new committee members. ADJOURNMENT Basil adjourned the meeting at 8:30 PM. I:\LRPLN\Marissa\CCI\2010\03-10\CCI Minutes_March.docx 4 City of Tigard Urban Forestry Code Revisions Public Involvement/Communications Plan Purpose Our Tree Code will be revised to deliver on the Comprehensive Plan as recommended in the Urban Forestry Master Plan: • FOCUS on large groves and important trees • INVITE extensive participation from most affected property owners • EMPHASIZE and incentivize preservation before mitigation • SHARE responsibility for urban forestry across the city • PROTECT the public with new standards for hazard trees • INCORPORATE methods for increasing tree canopy and improving stormwater management • INVOLVE private arborists and/or landscape architects throughout development process • CREATE resources for effective implementation o Tree Manual o Permit activity tracking o Publicly accessible inventory of protected trees • CLARIFY jurisdictional requirements including along ODOT right-of-ways • DETERMINE appropriate code placement • ENFORCE new standards and procedures Public Involvement Plan Components The Tigard Comprehensive Plan Citizen Involvement section is divided between two goals: Goal 1.1: Provide Citizens, affected agencies, and other jurisdictions the opportunity to Participate in all phases of the planning process. Goal 1.2 Ensure all Citizens have access to: A. Opportunities to communicate directly to the City; and B. Information on issues in an understandable form. Thus, the Communication Plan breaks down each phase of the process and speaks to the ways in which citizens and stakeholders can participate, communicate, and receive information about the Urban Forestry Code Revisions. z Guiding Principles/Priorities Project communication will be guided by the following principles and priorities: • Employ multiple communications channels to ensure we are able to reach a broad audience. • Keep City policymakers up-to-speed on the project. • The task is to manage conflict, not resolve it. Messaging/Branding Key messages will contribute to initial and ongoing project communications. The project management team will refine messaging and also explore options for "branding" the Urban Forestry Code Revisions in the context of the previous tree related efforts. Theme: Progress results from improvements rather than solutions. Initial Messages: ❖ Urban forestry is generational in time ❖ Issues surrounding urban forestry can be polarizing, the City seeks to create a balanced code ❖ The urban forest is more than what any one interest sees it as ❖ The City prefers a comprehensive look at urban forestry to address the many broad functions of trees Key players ❖ Project Management Team (PMT) -The Project Management Team (PMT) will consist of City staff from Community Development. The PMT will be responsible for project management and oversight; developing draft documents; facilitating meetings (except for the CAC); and implementation of the Communication Plan. •:� Citizen Advisory Committee (CAC) -A Citizen Advisory Committee (CAC), composed of Citizen Stakeholders will advise staff and seek consensus solutions. The CAC may be led by an independent and neutral project facilitator in order to focus and manage the meetings, ensure meaningful input by all participants, and deal with differing views and ideas. At a minimum, the CAC will be composed of representatives from existing Tigard committees such as the Tree Board, the Tigard Transportation Advisory Committee (TTAC), and the Parks and Recreation Advisory Board (PRAB). These members are uniquely qualified to advise staff due to their technical knowledge and familiarity with urban forestry issues unique to Tigard. ❖ Technical Advisory Committee (TAC)—The Purpose of the Technical Advisory Team is to foster information sharing and to review technical issues brought to it by the Project 3 Management Team, Citizen Advisory Committee, Peer Review Committee, and other City staff. ❖ Peer Review Panel (PRP) -A Peer Review Panel will provide a comprehensive technical evaluation of the draft amendments prior to consideration by the Planning Commission and City Council. The function of the PRP will be to provide a professional evaluation of the package of code amendments and program recommendations to ensure they are technically sound and are likely to perform as intended. The PRP would include private and public sector professionals and stakeholders with experience in urban forestry, development, and natural resources. Stakeholders •'• Impacted: • ■ Tigard Development Community ■ Urban Forestry Professionals ■ Directly Impacted Property Owners ❖ Highly Interested: ■ City Council ■ Planning Commission ■ Tree Board ■ Portland Metropolitan Home Builders Association ■ Interested Parties -Trees ❖ Interested: ■ CPO 4B and 4M ■ Tualatin Riverkeepers ■ Interested Parties—CD ■ Parks Board ■ TTAC ■ CCI ❖ General Public: ■ Tigard Residents and Businesses Project Phases •'• Project Kickoff • o Approve Communication Plan o Get the word out ■ Launch Urban Forestry Code Revisions Citizen Advisory Committee ■ Launch Urban Forestry Code Revisions Website •'• Assessment and Collaboration ♦ o Field inventories o Receive input from CAC, Tree Board, consultants, citizens •'• Draft Code Revisions 4 o Develop manual for tree regulations and design standards o Staff review o Tree Board, CAC, and consultant review o Peer Review o Notify significantly affected property owners •'• Adoption Process • o Planning Commission o City Council Schedule Project Kickoff Assessment Draft Code Revisions Peer Review Adoption • Current Codes Process • Tree Groves CAC Meetings: 0 !0 ® '�> 000 0 ® 0 Spring 2010 Summer 2010 Fall 2010 Winter 2011 Spring 2011 Summer2011 *Open diamonds represent potential additional meetings.