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01/20/2010 - Minutes CITY OF TIGARD COMMITTEE FOR CITIZEN INVOLVEMENT Meeting Minutes January 20, 2010 CALL TO ORDER Chairman Basil Christopher called the meeting to order at 7:05 PM. The meeting was held in the Tigard Public Library, second floor conference room, at 13500 SW Hall Blvd. ROLL CALL Members Present: Sue Carver, Connie Ramaekers, Chairman Basil Christopher, Bev Froude, Patti Anda Members Absent: Rex Caffall Staff Present: Marissa Daniels,Associate Planner;Joanne Bengtson, Executive Assistant- City Administration WELCOME AND INTRODUCTIONS Basil welcomed everyone to the meeting. APPROVAL OF DECEMBER MEETING MINUTES There was a motion by Connie, seconded by Bev, to approve the December 16, 2009 meeting minutes as presented. The motion carried as follows: AYES: Carver, Ramaekers, Froude, Christopher NAYS: None ABSTENTIONS: None EXCUSED: Caffall 2010 GOAL SETTING/CITY COUNCIL JOINT MEETING RECAP The order of the agenda was rearranged to ensure everyone could participate in the discussion. Marissa introduced the topic and gave a brief description of the annual goal setting process. A memo included in the monthly meeting packet lists the 2009 CCI goals and accomplishments during each quarter. In 2009 the CCI set four goals: C:\Users\Lora\Desktop\TogoinLF\2011\toDAY\CCI Minutes Xan ZD.docX 1 2009 Goals Accomplishments 1 st Quarter 2nd Quarter 3rd Quarter 4th Quarter 1. Improve Citywide Citizen Involvement a. Outreach to Methods,CERT Underrepresented underrepresented Program Groups Follow-up groups b. Respond to City Transportation US Census Fanno Creek Fanno Creek Council ad hoc Committee Complete Count Conference Conference Topics requests Committee Logistics Discussion, Census Program, Census Discussion Complete Count Partner Support Committee Program Training c. Evaluate public Capital Main Street Green involvement plans Improvement Plan, Street,Downtown Urban Forestry Circulation Plan, Master Plan,Street Transportation Maintenance Fee System Plan,Hwy 99W Projects d. Coordinate with CPO program e. Reach out to Tigard business community Develop2. an active steering committee . . . Network Area a. Neighborhood 16 Confirmed 20 Confirmed 21 Confirmed Neighborhood Network Steering Committee Steering Committee Steering Committee Network Open application review Members, 3 Active Members,3 Active members,3 Active House Update Steering Steering Steering Committees Committees,3 Committees, 3 Annual Events Annual Events Develop3. an outline a. Present to City Brainstorm, Shift from Council Recommendation Leadership to Council Academy to Fanno Creek Conference Recognize4. . . . Citizenship • a. Tigard Chamber Development of Chamber Banquet Shining Stars Nomination held April 24,2009, Banquet Materials Mr.Bob Brown C:\Users\Lora\Desktop\To go in LF\2011\toDAY\CC1 Minutes fall 10.docX 2 2009 Goals Accomplishments chosen Marissa pointed out that a lot of the committee's time was spent responding to Council ad-hoc requests such as the Fanno Creek Conference, Census Complete Count Committee, and the city transportation committee. Combining agenda item #5 with this item, Basil gave a brief recap of City Council's input for the 2010 CCI goals. Marissa added Councilor Wilson's specific mention of outreach to underrepresented groups. Basil continued, noting Councilor Wilson felt he did not see the diversity of our Community reflected at City Hall. Basil added that he has noticed the same. Connie added that at Tigard High School the population of minorities has risen to 17%, and that it may even be more now. Basil spoke about an article Councilor Wilson read that said there is not a single minority elected official in the Metro area, and mentioned that this seemed to move the Councilor if this was the case. Sue asked Basil,who works for the Oregon Department of Transportation (ODOT), how many people at his work are from Hispanic descent. He answered that it is very low relative to the number of employees. Diversity is something Basil would like to look at in the next year on the Committee. Basil shared about ODOTs annual diversity conference, and mentioned the agency is trying to head towards inclusion. Marissa offered to research what other cities are doing to encourage the participation of typically underrepresented groups. Bev talked about the St. Anthony's event many Committee members attended last summer. She thought it was a great event. Patti added that St.Anthony's is currently trying to get together a service in Tagalog for community members from the Philippines. Patti mentioned that a Spanish version of CERT and the Citizens Police Academy would be a great way to reach out to the Spanish-speaking population. Marissa asked if the Committee prefers to keep this goal under the broader goal of"improving citywide citizen involvement," or if they would like to separate it out to be its own goal. Bev stated she preferred to have it stand alone, and the committee agreed. Basil asked Committee members if they had any additional ideas for this next year. He also posed the question, "how do we communicate our goals to the whole community?" Connie C:\Users\Lora\Desktop\To go in LF\2011\toDAY\CCI Minutes Jan 10.docx 3 suggested a Cityscape article, contacting each of the neighborhoods, a CCI blog. She suggested advertising the CCIs purpose and mission statement. She pointed out that unless a person is already connected to the city, they wouldn't know what the CCI is - she thinks some self promotion may be appropriate. Basil also mentioned his suggestion at the last meeting that the CCI invite one person from each neighborhood to a CCI meeting in 2010. Bev suggested this should be a goal. Connie suggested perhaps the CCI could host something for the neighborhoods. Marissa clarified with the committee that a second goal should be about the neighborhood program with an action item about hosting a gathering. Committee members suggested a dessert or networking opportunity with time available for presentations. NEIGHBORHOOD NETWORKS UPDATE Joanne has had a great response from the one-on-one coffee meetings with Neighborhood Network website content administrators. So far, she has received fantastic comments. She noted that many administrators pointed out that residents do not know their neighborhoods very well. Three of the administrators requested a design workshop to improve the look of their sites. Mary Woodward Elementary is central to three of the neighborhoods,who love receiving all of the information about the Mary Woodward garden. Joanne is now working with each of the areas to brand their neighborhood and find out what is unique about each one. For example, the neighborhood containing the urban renewal district tripled the number of hits after sending out a postcard with news specific to that Area. Basil asked if all neighborhoods now have an active website.Joanne reported that this is true in all but one Area where the content administrator recently resigned because they had a new baby. Open House The third annual Neighborhood Network Open House will be held February 6, 2010 from 11:00-3:00 in the Tigard Public Library Community Room.Joanne reported that bill stuffers were being sent to 80% of residents in the city utility bills. Public Works placed posters in each of the city dog parks. The library will also have bookmarks advertising the open house. The "hold music" at the city will feature a message about the open house. Press releases have been sent, and an announcement will be made at the noon Rotary Club meeting. Bev asked if information was placed in the Chamber newsletter.Joanne reported that it is getting harder to get space in Chamber materials. She said that she would send them the information, but could not guarantee that they would publicize it. Basil asked if information had been sent through the schools.Joanne said she would try to get information sent out through the districts weekly texts. C:\Users\Lora\Desktop\To go in LF\201 1\toDAY\CCI Minutes Xan ZO.docX 4 Joanne spoke about the plan for the open house which included a station for each neighborhood including neighborhood specific handouts. There will also be tables for programs such as CERT and Neighborhood Watch. Basil asked about the neighborhood grant program and if this money could be used to host a neighborhood walkabout/bike about. The funds could support the neighborhood hiring a ride leader. This would be an opportunity to get people out in their own neighborhood. He also mentioned that the city's bike map will be completed by March 1 st. He said 30 people out walking could also help to draw interest about the program. Marissa asked the Committee if they would like to add this to their goals list under neighborhood network program - a community events/neighborhood grant program list of possibilities/suggestions. Joanne pointed out that this could be an opportunity to have older members of the committee share what each neighborhood used to be like. Bev agreed. CENSUS COMPLETE COUNT COMMITTEE MEETING Marissa went through a draft of the Census Complete Count Committee Work Plan. Information is included about Census basics,why the 2010 Census is important. How Tigard can make a difference, the hard-to-count areas, key messaging, and an outreach plan. The Census has already started their national paid advertising campaign. The $133 million campaign builds on the success of the 2000 Census efforts,where the Census Bureau used paid advertising for the first time and reversed a three-decade decline in public response rates by mail. The four-month 2010 Census advertising campaign will officially start across television, radio,print, outdoor and the Internet on Jan. 18., but the first television spot will debut the night before on NBC's broadcast of the Golden Globe Awards. With ads produced in an unprecedented 28 languages, the 2010 Census advertising campaign will reach the average person 42 times with messages around the importance of participating in the census. More than half of the budgeted advertising will be targeted to media consumed by minority and ethnic audiences. Marissa focused on the local campaign and pointed the committee to a table within the plan listing each target population and outreach strategies. She asked the committee for any input. Committee members suggested adding the creation of a handout specific to Tigard about why the Census is important. Patti suggested adding information available at the DMV, county clinics, and hospitals as ways to reach out to the hard-to-count areas. Because Tigard does not have any direct influence on these areas, Marissa said she would pass this suggestion on to the Washington County Complete Count Committee. C:\Users\Lora\Desktop\To go in LF\201 1\toDAY\CCI Minutes Xan ZD.docX 5 As for reaching young adult males, committee members suggested displaying information in local gyms and stores. Sue pointed out that when she is in the store she is on a mission and generally trying to, "get the heck out of dodge." Bev asked about the feasibility of lawn signs. Marissa said she would check with our code enforcement officer. 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 by February 12, 2010. ADJOURNMENT Basil adjourned the meeting at 8:35 PM. C:\Users\Lora\Desktop\To go in LF\201 1\toDAY\CCI Minutes Xan ZO.docX 6