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12/17/2008 - Packet City of Tigard w Committee for Citizen Involvement — Agenda MEETING DATE: Wednesday, December 17, 2008, 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 Minutes 7:05-7:10 3. (Discussion) Website Advisory Committee 7:10-7:30 /Marissa Daniels/ 4. (Discussion) Bike/Ped Advisory Committee 7:30-7:45 /Basil Christopher/ 5. (Info) Annual Joint Meeting with City Council 7:45-7:50 /Marissa Daniels/ 6. (Discussion) Neighborhood Networks: Update and Open House 7:50-8:25 /Liz Newton/ 7. (Info) Other Business/Announcements/Next Agenda 8:25-8:30 Next meetings: • Tuesday,January 20, 2008, Annual Joint Meeting with City Council, Tigard Town Hall • Wednesday,January 21, 2008, Library Second Floor Conference Room COMMITTEE FOR CITIZEN INVOLVEMENT AGENDA— December 17, 2008 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 November 19, 2008 1. CALL TO ORDER Committee Chair 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. 2. ROLL CALL Members Present: Chairman Basil Christopher,Bev Froude, Gary Jelinek,Alma Islas,Rex CaffA, Myrna Boyce,Anastasia Adriano Members Absent: Patricia Anda, Sue Carver Staff Present: Liz Newton,Assistant City Manager;Darren Wyss, Senior Planner;Marissa Daniels,Assistant Planner; Joanne Bengtson, Executive Assistant to the City Manager& Mayor Citizens Present: Marland Henderson, City Councilor Elect;Tim McGilvrey 3. WELCOME AND INTRODUCTIONS Chair Basil Christopher asked everyone to go around the table and introduce themselves. Besides Committee members,Darren Wyss and Marland Henderson introduced themselves to the Committee. Darren is the Senior Planner in the City's Long Range Planning Department and stated that he was here for agenda item three. Marland Henderson is a business owner and resident of the City of Tigard. He was recently elected to serve on the Tigard City Council and his term begins in January, 2009. Mr. Henderson explained to the Committee his experience in planning for the downtown. He was involved in the Commuter Rail project, the Tigard Downtown Improvement Plan, and the Fanno Creek Park and Plaza Master Plan. He is also a former member of the City Center Advisory Commission. 4. APPROVAL OF MINUTES Marissa asked that the Committee make a formal motion regarding the October meeting minutes. CCI MEETING MINUTES—November 19,2008—Page 1 I:\LRPLN\MARISSA\CCI\2008\11-08\11-19-08 MEETING MINUTES CCI.DOCX There was a motion by Rex, seconded by Myrna, to approve the October 15, 2008, meeting minutes as presented. The motion carried as follows: AYES: Christopher, Caffall, Islas, Froude,Jelinek,Boyce,Adriano NAYS: None ABSTENTIONS: None EXCUSED: Carver,Anda 5. PERIODIC REVIEW EVALUATION Darren Wyss introduced this item. He began by reviewing the Periodic Review Process. Periodic Review is a state mandated process to ensure city plans, codes, and standards remain up to date. In May, the state Department of Land Conservation and Development (DLCD) notified the City of Tigard that it was time to enter into periodic review. The first step of the process is for Cities to evaluate their Comprehensive Plan and implementing documents to ensure that they are meeting state rules and guidelines. Periodic Review focuses on five areas: economic development, housing,public facilities and services, transportation, and urbanization. There are three main requirements for the City as it undergoes periodic review. The first of those is citizen involvement. The second is to determine a work plan. The third is to coordinate with the state-assigned periodic review assistance team. Tigard is in a unique situation,in that we have just finished an update to our entire Comprehensive Plan. Darren has identified three objectives for the City during the periodic review process: a. Complete an economic opportunities analysis; b. Update the Tigard Transportation System Plan (the City already received a grant for this project which will begin in January); and c. Update the Tigard Public Facility Plan (1991). Committee members asked what would be included in the Public Facility Plan,Darren responded that this document will mainly cover "pipes and pavement." Darren explained that this CCI meeting is the first of three opportunities for citizens to provide input on the Periodic Review Work Evaluation which was included in the November meeting packet. Since there were no citizens present to give input or ask questions about periodic review,Myrna asked Darren how the meeting and opportunity for comment had been advertised. Darren and Marissa stated that the meeting had been advertised online and in the Tigard Times. Also, a message was sent to the Comprehensive Plan listserv, all Comprehensive Plan Policy Interest Team members, the Community Connectors, and the Neighborhood network website administrators for posting on the neighborhood websites. CCI MEETING MINUTES—November 19,2008—Page 2 I:\LRPLN\MARISSA\CCI\2008\11-08\11-19-08 MEETING MINUTES CCI.DOCX Myrna asked if people usually come to these types of opportunities. Darren spoke from his experience with the Comprehensive Plan saying attendance is usually topic specific. For example the Parks, Recreation,Trails and Open Space meetings drew a lot more people than chapters such as Land Use. Rex,who also serves on the Planning Commission, felt that people show up for things which are occurring in their backyards. Bev clarified that because the City recently updated their Comprehensive Plan, this time around periodic review has a different flavor. People already know what the real issues are, such as trees for example. Compared to the last time the City underwent periodic review, this time is pretty uneventful. Darren said yes, the heavy lifting has already been done prior to entering periodic review. Councilor Elect,Marland Henderson, asked what happens next. Darren said that, after the approval of City Council,we will start working on the work program. Marland asked, and Darren affirmed, that DLCD will be involved all along. Bev asked how often cities are required to undergo periodic review. Darren replied, every seven years,but the City has not undergone Periodic Review since 1989 because of staffing issues at DLCD. Marland asked if this was about the time the City completed the Washington Square Plan. Darren replied that the WA Sq. Plan was adopted in the late 1990's. He then asked who is responsible for Washington Square. Darren responded that the Washington Square Regional Center is part of both Tigard and Beaverton. Each jurisdiction changed their zoning within the Center to comply with Metro 2040. Basil suggested that most people will not take the time to learn about projects like this. He asked that the project be explained more in layman's terms. For example,what does periodic review mean to a homeowner/ renter/ business owner? People may get lost in trying to figure everything out. Marissa reported that there are not that many people, although there are some,who are interested in reviewing our codes. Staff is planning more targeted outreach later as we talk about specific issues which the average resident or business owner can relate to, for example, transportation, housing, and economic opportunities in Tigard. Basil spoke about his experience at the Lake Oswego-Tigard water partnership open house. This project will mean major construction,including a large pipe under Highway 43. He feels, people don't realize everything that goes along with the water partnership. Any topics citizens may review will have an impact on the community. Basil thanked Darren for attending the meeting. CCI MEETING MINUTES—November 19,2008—Page 3 I:\LRPLN\MARISSA\CCI\2008\11-08\11-19-08 MEETING MINUTES CCI.DOCX 6. NEIGHBORHOOD NETWORKS: OPEN HOUSE AND WEBSITES Liz was pleased to report someone had volunteered to manage the neighborhood website for Area 2, the last area to find a web manager. She wants to start really marketing the websites, now that all of the neighborhoods will have active websites. Liz is planning to make the neighborhood websites a "hot topic" on the front of the City's webpage. The hot topic link will take citizens to a survey that asks, "What improvements would you like to see in your neighborhood?"Liz asked the Committee for their opinion on the question. For outreach, Liz is talking to the schools about sending postcards about the Neighborhood Program home with Tigard elementary school students. Liz would like to encourage City Council to use the Neighborhood websites to get informal feedback from citizens. For example, on an issue like basketball hoops in the right of way, Council could pose a question on the neighborhood websites to determine if this is a large or isolated issue. Liz introduced Joanne Bengtson,Executive Assistant to the City Manager&Mayor,who will be helping Liz to plan the Neighborhood Networks open house in February. On the subject of the survey question,Myrna thought Liz's suggestion was a great idea. Marland asked if the survey would be area specific. Liz explained that website administrators can choose whether or not to post specific content. She is assuming people will visit their own neighborhood webpage; however, they can visit any active neighborhood webpage. Bev asked if the question would be posted on all of the neighborhood sites. Liz said no, the question would be available on the City's front page under hot topics. Marland asked, for example,if someone suggested a parade in Tigard,will all of the responses go to the same place? Liz responded yes. If someone were to suggest the addition of a crosswalk in front of Fowler Middle School,Liz can follow up with that neighborhood. Basil suggested this follow up could include an additional survey, for example, "do you feel safe walking in front of Fowler Middle School?"Liz thought the next step could be a meeting with neighborhood representatives to talk about what the next steps could be. Liz asked if the survey idea and question sounded like a plan. The Committee agreed yes. Basil suggested a future question could center on Commuter Rail. Liz suggested, for example, when Council is looking at light rail on Highway 99W, they can pose a question to residents via the neighborhood websites and then address any concerns that come up at an open house on the topic. CCI MEETING MINUTES—November 19,2008—Page 4 I:\LRPLN\MARISSA\CCI\2008\11-08\11-19-08 MEETING MINUTES CCI.DOCX Marland asked about the blogging capabilities of the neighborhood websites. Liz explained that there are two different parts to each neighborhood site- the information portion and the comment section. He then asked if the comments were screened, and Liz replied yes. However, they are not going to shut sites down unless comments become inappropriate (i.e. attacking others). Gary asked if the comments are anonymous and become inappropriate, can the City turn that feature off Joanne,who works with the City Manager and Mayor, responded yes. For her, the frustration with anonymous comments is that she can't send information back to the person. Often, the people who are upset are misinformed. Rex suggested people be required to submit their full name and whether or not they are a Tigard resident in order to post comments. Bev feels the websites are relative to people living outside of Tigard as well. Liz clarified that what Rex is looking for is something like, "Larry, Tigard resident," attached to each post. Gary suggested people be required to state their last names as well. Joanne pointed out that the Tigard Times website and OregonLive, the Oregonian's website, won't allow you to post a comment unless you provide your name and email address. Liz asked the Committee if this is what they want, as they are the Neighborhood Network advisory committee. So far, the comments she reported have been nice and sunny. Basil,who himself does not blog, does not think he needs to know the identity of each person making comments. Liz asked the committee if the City should try to monitor and see if there is a need for identification. Again, so far there have not been any issues. Basil asked her to research what other cities are doing. Gary asked if currently he would need to log in in order to leave a comment on his neighborhood webpage. The answer is yes. He then asked if any newsletters were sent out and Liz replied no, however citizens can sign up for an RSS feed.Joanne added that the City does send out the Community Connectors email, but that this comes from the City, not the neighborhoods. Gary clarified that it is his neighborhood website administrator who is posting the information on their website.Joanne responded that she feeds the neighborhood website administrators all types of content, and then it is up to them what to post. Basil took a quick pulse of the committee. He asked the committee whether they thought people needed to identify themselves, or if anonymous comments were okay. They responded: • Let's try it with anonymous comments and see how it works. (Gary) • If it gets out of hand,let's discuss the issue again. If not,we should let it ride. (Rex) • Let's leave it how it is to start out. (Basil) • Let's try it and see. (Myrna) • Let's leave it simple, and see. (Bev) • It is better to keep the comments anonymous. (Anastasia) CCI MEETING MINUTES—November 19,2008—Page 5 I:\LRPLN\MARISSA\CCI\2008\11-08\11-19-08 MEETING MINUTES CCI.DOCX • Leave it anonymous with the option for people to leave their contact information if they would like to receive a response. (Alma) Myrna added that she always puts her name when leaving a comment, but some are not like her. She noticed on the CNN website that many people will only give their first name. She asked Liz if they were going to encourage citizens to ask questions, and she replied yes. Shifting gears,Liz said that Saturday, February 7, 2009 has been chosen as the date for the 2nd Annual Neighborhood Network Open House. Liz chose this date to avoid any inclement weather that may happen earlier in the year. Last year at the open house 177 packets were passed out to City residents. Liz and Joanne have been brainstorming ideas for the open house. The following is a list of the ideas they summarized for the Committee: • Continue to have a map with pins for residents to identify their neighborhood • Create a station for residents to propose boundary adjustments • Set up 13 Computers so that every neighborhood website is accessible • Focus on encouraging residents to join their Neighborhood Network Steering Committee • Volunteers are needed to help with the open house in 1-2 hour shifts • The open house will be held from 11:00 -3:00 in the Library Community Room and refreshments will be provided • Last year,Myrna helped to funnel people in who were heading into the Library • At the December or January meeting,Liz and Joanne will bring a draft packet to the Committee for review Myrna made one suggestion from her experiences at last year's open house. She suggested the refreshment table be placed at the far corner of the room to avoid any distraction. Liz asked if the ideas sounded good. Basil asked her to bring a list to the next meeting that details which programs will be represented at the open house. For example, he thinks the neighborhood trail study should be represented. Myrna suggested there be lots of signage to advertise the open house. Basil asked if there were any transportation projects which are relevant with the timing of the open house.Joanne suggested that TriMet is opening WES in February. In fact, the open house will be held at the tail end of WES Week. Rex suggested that the TriMet WES safety videos be handed out as a takeaway at the open house. 7. URBAN FORESTRY MASTER PLAN COMMUNICATION PLAN At the last meeting the Committee briefly discussed the Urban Forestry Master Plan (UFMP). CCI MEETING MINUTES—November 19,2008—Page 6 I:\LRPLN\MARISSA\CCI\2008\11-08\11-19-08 MEETING MINUTES CCI.DOCX Marissa explained that this is the first of several projects Long Range Planning staff will be working on to implement the Comprehensive Plan. Marissa gave a brief background about the City's citizen involvement structure. Statewide Planning Goal 1 is, "To develop a citizen involvement program that ensures the opportunity for citizens to be involved in all phases of the planning process."Tigard complies with the state's citizen involvement requirements as they relate to the City's land use program activities. Specific requirements relating to citizen involvement are included in the Development Code. These requirements ensure citizens are informed and can participate. The Comprehensive Plan contains the City's Citizen Involvement Goals and Policies. The two goals are included below: Goal 1.1 Provide citizens and 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. At the November meeting, CCI members asked what the Committee's role is in the land use process. To answer that question, Marissa shared Comprehensive Plan, Policy 1. This policy states: Policy 1 The City shall maintain a Committee for Citizen Involvement representative of a broad cross-section of the community to: a. Make recommendations to the City regarding ways to engage the public in City issues,projects, and the land use process; b. Help implement and develop a public information and citizen involvement program applicable to a wide range of issues; and C. Support the enhancement of Tigard's overall level and quality if civic engagement by promoting meaningful citizen involvement in city government. Marissa further explained that the Committee has an opportunity to make recommendations through communication plan review about the way we plan to engage the public to help implement a specific citizen involvement program and promote meaningful citizen involvement. Specifically,Marissa asked the Committee to review our plans for the next year regarding citizen involvement in the creation of the Urban Forestry Master Plan. Marissa asked the Committee to consider,in your opinion, are we meeting the Comprehensive Plan Citizen Involvement Goals and Policies? Specific questions to ask may include: (Based on Comp Plan policies) • Is the role of citizens defined and publicized for each phase of the planning process? • Are the opportunities for citizen involvement planned for in the Communication Plan appropriate to the scale of the planning effort and do they involve a broad cross- section of the community? CCI MEETING MINUTES—November 19,2008—Page 7 I:\LRPLN\MARISSA\CCI\2008\11-08\11-19-08 MEETING MINUTES CCI.DOCX • Will pertinent information be readily accessible to the community? • Are the communication methods planned for in the Communication Plan appropriate for this project? • Is the City planning to seek citizen information and input through collaboration with community organizations,interest groups, and individuals in addition to City sponsored boards and committees? Marissa pointed the Committee specifically to page four of the Communication Plan and summarized the proposed level of involvement for each phase of the project. She asked the Committee if they had any suggested changes. There was a motion by Alma, seconded by Gary, to approve the UFMP Communication Plan as presented. The motion carried as follows: AYES: Christopher, Caffall, Islas, Froude,Jelinek, Boyce,Adriano NAYS: None ABSTENTIONS: None EXCUSED: Carver,Anda 8. ROBERTS RULES Marissa briefly discussed the fact that the Committee for Citizen Involvement bylaws state that the Committee will run their meetings according to Roberts Rules of Order. Although on many of the items the Committee will discuss an informal consensus is appropriate,items which are forwarded to City Council (including meeting minutes) should contain an official motion. A brief handout on how to craft motions was included in the November meeting packet. 9. OTHER BUSINESS/ANNOUNCEMENTS/ NEXT AGENDA Marissa pointed out the following items under other business: 1. Next month the Committee will have their annual joint meeting with City Council. Suggested for future agenda items: 1. Continuation of the discussion about the formation of a bike/'Pedestrian committee; 2. Discussion of the Neighborhood Network Open House to be held in February; and 3. Website Advisory Committee. 10. ADJOURNMENT Chair Christopher adjourned the meeting at 8:41 pm. CCI MEETING MINUTES—November 19,2008—Page 8 I:\LRPLN\MARISSA\CCI\2008\11-08\11-19-08 MEETING MINUTES CCI.DOCX