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02/17/2010 - Minutes CITY OF TIGARD COMMITTEE FOR CITIZEN INVOLVEMENT Meeting Minutes February 17, 2010 CALL TO ORDER Chairman Basil Christopher called the meeting to order at 7:10 PM. The meeting was held in the Tigard Public Library, second floor conference room, at 13500 SW Hall Blvd. ROLL CALL Members Present: Connie Ramaekers, Chairman Basil Christopher,Bev Froude Members Absent: Rex Caffall, Sue Carver, Patti Anda Staff Present: Marissa Daniels, Associate Planner; Kim McMillan, Engineering Manager WELCOME AND INTRODUCTIONS Basil welcomed everyone to the meeting. APPROVAL OF JANUARY MEETING MINUTES Basil suggested the minutes be amended on page three to read "He answered that it is very low relative to the number of employees." There was a motion by Connie, seconded by Bev, to approve the January 20, 2010 meeting minutes as amended. The motion carried as follows: AYES: Ramaekers, Froude, Christopher NAYS: None ABSTENTIONS: None EXCUSED: Caffall, Carver BURNHAM STREET COMMUNICATIONS Kim gave a brief update on the City's recent construction projects. She mentioned the new bridge and crosswalk from City Hall to the Library. She also talked about the upcoming Main Street Green Street project. The next major project coming to the City will be the Pacific Highway projects at Main Street/Greenberg Rd and Hall Blvd intersections. The Main Street/Greenberg Rd project is a county project. The Hall Blvd project is a City project funded by the City gas tax. To save money, both will be constructed at the same time. Kim warned about the traffic impacts of all the projects. I:\LRPIN\Marissa\CCI\2010\02-10\CCI_Minutes_Feb_10[1].d o cX I Kim also explained briefly that the City underwent reorganization a few months ago and the Engineering Division is now in Public Works and not the Community Development Department. On Burnham Street, Basil asked Kim about the Burnham Street Coffee meetings. Marissa passed out a copy of the Burnham Street Communications Plan and said the coffee meetings are one part of a plan that uses some new communication methods. Kim responded that the coffee meetings are going well. She let the Committee know about a change in the location of the meetings from the Tigard Sub Shop to the McDonalds further up Main Street. She briefly mentioned the sub shop is now out of business. Kim invited all of the CCI members to attend one of the meetings. The Mayor has attended in the past. One positive result of the Coffee meetings is that the editors of Travel on a Shoestring, a local publication,visited the meeting to get information for a feature article about Tigard. Kim noted many staff and Council members participated in coming up with a day's worth of activities in Tigard. Kim went on to discuss other aspects of the Burnham Street Communication Plan, partly in response to a question from Bev about the press in the Tigard Times at the beginning of the project. Marissa passed out refrigerator magnets, a copy of the Groundbreaking Ceremony invitation, a copy of the Tigard Times, and some posters. Kim talked about the magnets and pointed out the number for the 24 hour hotline. She noted that this number is forwarded to her cell phone which she keeps with her all of the time. She talked about the dog park flyer and the groundbreaking ceremony. Marissa then gave a tour of the Burnham Street web materials using a laptop. She pointed out the ways to enter the site, the up-to-date photos and coffee meeting recaps. Some features of this site are new methods of outreach for the City. For example, she pointed out a box including recent Twitter messages. Twitter was chosen because it ensures that the City's site is the best source of up-to-date information. City staff can update the public and this website through twitter messages from a blackberry phone in the field. Also, a volunteer photographer has been taking photos once a month throughout the project and the photos are posted on the website. Kim added that she has really been trying to change the general feeling on Burnham Street. First, she is making every effort to use businesses along Burnham Street. She took her car to Mannings for service, and used D'Angelos catering for the groundbreaking ceremony. She also baked cupcakes for some of the business owners. During Christmas, she ran a full page of paid advertising to promote business along Burnham Street. There has also been four half page ads in the Times,in addition to a banner at the top of the Times website. One of the City's main goals is to ensure each of the businesses driveways remain open. I:\LRPIN\Marissa\CCI\2010\02-10\CCI_Minutes_Feb_10[1].d o cX 2 Kim also mentioned that an article will appear in the Oregonian soon about a very popular flagger on the Burnham Street project. Franklin has become a great spokesperson for the project, as Kim reported. He even wore a Santa suit on the job during Christmas. Basil thanked Kim for attending the meeting. CENSUS COMPLETE COUNT COMMITTEE MEETING Marissa handed out a copy of the Complete Count Committee Work Plan. She reported that the information is exactly the same as the last time the Committee saw the document, but Office Services was able to put the text into a great looking format. She mentioned that one item is still missing from the Work Plan, and that is the map of the hard-to-count areas. Briefly, Marissa reviewed the action items from the Plan. Basil asked about the letter from the Committee encouraging others to take part in promoting the Census. He asked if a letter from the Mayor may be more effective. It was decided to keep with a letter from the Committee because they can use their neighbor status to encourage other residents to return the form. There was a motion by Connie, seconded by Bev, to approve the Census Complete Count Committee Work Plan with the addition of the hard-to-count map. The motion carried as follows: AYES: Ramaekers, Froude, Christopher NAYS: None ABSTENTIONS: None EXCUSED: Caffall, Carver Marissa also handed out a copy of the March Cityscape article encouraging residents to fill out their Census forms. The article includes information specific to Tigard as the Committee suggested. OTHER BUSINESS/ANNOUNCEMENTS/NEXT AGENDA • At-large Committee member's terms are expiring in February. Anyone who would like to continue on the Committee must fill out a volunteer application,included in the meeting packet, and return it to Marissa immediately. • Marissa received two applications to participate on the Committee. Interviews with the Mayor will be held on Monday, February 22, 2010. Marissa will keep the Committee informed of the Mayors decision. • Dianna asked Marissa to pass along a sheet with details about the upcoming Fanno Creek Conference. She is currently working to find speakers. She will be attending the meeting next month to talk about publicity for the event. • Liz would like to invite any members of the CCI who are interested to participate with Council in choosing the winner of the Shining Stars good citizenship award. Marissa I:\LRPIN\Marissa\CCI\2010\02-10\CCI_Minutes_Feb_10[1].d ocX 3 passed out the nomination form and Bev and Connie said they were willing to participate. Marissa will pass this information on to Liz. • Marissa passed out a copy of the new Tigard Bike Map to committee members. Basil reported that he had served on a Committee to assist with the map. • Marissa asked the Committee if any members would like new binders. Basil, Bev, and Connie reported that theirs are just fine. • Connie passed out information about an upcoming preschool health fair and the "incredible years." 2010 GOAL SETTING Marissa presented a poster summarizing the goals discussion from the previous meeting: Draft 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: • Provide information to residents about community diversity,perhaps through Cityscape articles. Connie spoke about an increase in Latino and Asian populations in the Tigard- Tualatin School District. Also mentioned was an increase in Pacific Islanders. • Incorporating the annual St. Anthony's event. • Celebrating Cinco de Mayo in Tigard. • A cultural talent show,which Connie reported is a great way to do outreach—by giving them an opportunity to showcase their culture. • Change the diversity conference listed in 2(a) to a diversity awareness event. The Committee also added a fourth goal to publicize to the community the role of the CCI and how citizens can be involved in bringing issues forward. ADJOURNMENT Basil adjourned the meeting at 8:35 PM. I:\LRPIN\Marissa\CCI\2010\02-10\CCI_Minutes_Feb_10[1].d o cX 4 Communications Plan: Fanno Creek Conference, May 1, 2010 Purpose: To inform and engage Tigard citizens with their community and city government Target Demographics: We hope to speak primarily with Tigard citizens who have already engaged with the City or would like to do so. Communications Channels and Schedule: What When Cityscape Articles Request for Topics January 2010 Invitation to register April 2010 Conference Recap June 2010 Tigard Web Site Future Events Listing March 2010 Invitation to register online March 2010 Conference Recap May 2010 Invitations to boards and committees, City April 2010 Council Flyers and Posters in City Hall, Public Works, March 2010 Library News releases to print,broadcast and online March and April 2010 media