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06/17/2009 - Packet City of Tigard Committee for Citizen Involvement — Agenda MEETING DATE: Wednesday,June 17, 2009, 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 May Minutes 7:05-7:10 3. (Action) Neighborhood Networks: 7:10-7:40 • Annual Meetings Follow Up • Confirm Steering Committee Members • Grant Program Schedule /Liz Newton and Joanne Bengston/ 4. (Discussion) Census Complete Count Committee Program 7:40-7:55 /Darren Wyss/ 5. (Action) Civic Leadership Academy Recommendation 7:55-8:15 /Basil Christopher/ 7. (Discussion) Proposed Development Code Changes 8:15-8:25 /Darren Wyss/ 8. (Info) Other Business/Announcements/Next Agenda 8:25-8:30 Next meeting: • Wednesday,July 15, 2009, Library Second Floor Conference Room COMMITTEE FOR CITIZEN INVOLVEMENT AGENDA—June 17, 2009 Cityof Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 1 503-639-4171 1 www.tigard-or.gov Page 1 of 1 CITY OF TIGARD COMMITTEE FOR CITIZEN INVOLVEMENT Meeting Minutes May 20, 2009 CALL TO ORDER Committee Chair Basil Christopher called the meeting to order at 7:03 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, Patti Anda, Anastasia Andriano, Sue Carver, Bev Froude,John Harris, Gary Jelinek. Members Absent: Rex Caffall, Connie Ramaekers Staff Present: Liz Newton, Assistant City Manager; Marissa Daniels, Assistant Planner; Joanne Bengston, Executive Assistant to the City Manager and Mayor; Darren Wyss, Senior Planner WELCOME AND INTRODUCTIONS Senior Planner Darren Wyss introduced himself to the Committee and reported that he will be the staff representative at the June meeting while Marissa is out of town. APPROVAL OF MARCH AND APRIL MINUTES April Minutes: On page four of the minutes Basil pointed to Liz's comment that there are many ways for people to access information on the City's website. He asked Liz to clarify what this means. She said that there are lots of links on the City's site, for example through the hot topics or planning categories, not just on the home page. Basil asked if all of the downtown stuff was on the web. Marissa replied that the Planning Department is currently in the process of updating that entire section of the City webpage. There was a motion by Sue, seconded by Gary, to approve the April 15, 2009 meeting minutes as presented.. The motion carried as follows: AYES: Christopher, Anda, Carver, Froude, &Jelinek NAYS: None CCI MEETING MINUTES—May 20,2009—Page 1 I:\LltPLN\Marissa\CCI\2009\05-09\05-20-09 Meeting Minutes CCI.doex ABSTENTIONS: Harris, Adriano EXCUSED: Caffall, Ramaekers March Minutes: Marissa shared that the reason the Committee is voting on two sets of minutes is because there were some questions about the March minutes at last month's meeting, and the Committee voted to delay a vote on the March minutes until there were more committee members present. In March it was suggested to increase the membership of the Transportation Advisory Committee to nine members from seven. After discussion, the motion was made to recommend the committee structure as presented —with seven members. Basil shared that he thought nine members may be more appropriate to allow for more points of view to be represented. Basil asked if he could make this recommendation to Council as the CCI Chair. Liz responded that he could as an individual, but that to do it as the Committee Chair implies that he has the Committee's support. Basil continued that additional members are important in the event of absences. He remembers a time when the Committee for Citizen Involvement got down to four regularly participating members. Also, the task forces he has participated in have had larger memberships. Liz confirmed that task forces usually have more members. Gary pointed out that if transportation is the number one concern of City residents, then maybe more people should be involved on the Committee. Two separate motions were made, the first to approve the March meeting minutes as presented, and the second to amend the recommendation on the Transportation Committee bylaws to increase the membership from seven to nine members. There was a motion by Sue, seconded by Gary, to approve the March 18, 2009 meeting minutes as presented. The motion carried as follows: AYES: Christopher, Froude, Carver, Harris, NAYS: None ABSTENTIONS: Andriano,Anda,Jelinek EXCUSED: Caffall, Ramaekers CCI MEETING MINUTES—May 20,2009—Page 2 I:\LRPLN\Marissa\CCI\2009\0509\05-20-09 Meeting Minutes CCI.docs Motion There was a motion by Sue, seconded by Bev, to amend the recommendation on the Transportation Committee bylaws to increase the membership from seven to nine members. The motion carried as follows: AYES: Christopher, Anda, Andriano, Carver, Froude, Harris,Jehnek. NAYS: None ABSTENTIONS: None EXCUSED: Caffall, Ramaekers NEIGHBORHOOD NETWORKS • Confirm Steering Committee Members Two applications for Neighborhood Network Steering Committees were included in the May meeting materials. Theresa Bogert is the first applicant for Neighborhood Network Area 8. Alice Estes is the fifth member for Area 3, and she is interested also in becoming a Neighborhood Watch Captain. Liz stated that she is planning to change the applications to distinguish under membership representation current roles vs. desired roles. There was a motion by Gary, seconded by Bev, to confirm Theresa Bogert and Alice Estes as steering committee members for their respective steering committees. The motion carried as follows: AYES: Christopher, Anda, Andriano, Carver, Froude, Harris,Jelinek. NAYS: None ABSTENTIONS: None EXCUSED: Caffall, Ramaekers • Program Status Joanne announced that she will now be serving as Associate Editor of the Cityscape Newsletter. Liz shared that three neighborhoods will be holding their annual neighborhood meeting in June. One of them is for John's neighborhood which will be held June 13, 2009 at CF Tigard Elementary School. His neighborhood would like to focus on trails. Gary and Patti's neighborhood, Area 11, will also be holding their neighborhood meeting on June 13, 2009. This meeting is scheduled at Mary Woodward from 11:00-1:00 and the agenda will include information about Jack Park and street lights which have been identified as interest items for this Area. This event is focused on encouraging people to come and meet their neighbors. CCI MEETING MINUTES—May 20,2009—Page 3 I:\I.RPI.N\Marissa\CCI\2009\05-09\05-20-09 Meeting Minutes CCI.docx Area 3 will hold their neighborhood meeting on June 11th, from 5-8 pm at Fowler Elementary School. The format of this meeting will be like an open house. Liz talked about the invitations which will be sent to every address in each neighborhood holding a meeting. Basil asked if the information was available online, and Liz responded that the information would be posted online as soon as the invitations were finalized. Basil asked Liz about the open house format; and Liz replied that the neighborhoods are deciding individually about the format of their neighborhood meeting. Area 3 is more interested in asking their neighbors what topics they are interested in and asking for feedback. They did request information about the Neighborhood Watch and Mediation programs. Patti shared that she is excited for their first neighborhood meeting, she asked if City Council shared her excitement. Liz responded that Council really hopes citizens take advantage of this program. She noted that it will take time for people to see how the program works. Basil shared that he thinks we are off to a good start. Gary asked when the invitations will be mailed, and Liz answered that they will all go out by next week. In closing, Liz shared that she would like to talk at the next meeting about the timeline for the grant program. Also, they are recruiting for a new webmaster for Neighborhood Network Area 12. CENSUS COMPLETE COUNT COMMITTEE GRANT PROGRAM Marissa shared that she has received information about funds available to local communities to help with the implementation of Census promotional programs. The deadline to submit requests is July 31, 2009. Requests may not exceed $2,999.00. These funds cannot be used to: make direct payment to partners, purchase advertising, purchase goods or services with a useful life beyond the 2010 Census time span, or pay for additional items with a commercial organization's name on it. Marissa pointed to the back of the handout included in the May meeting packet regarding the program, which has examples of approved and disapproved partner support program requests. Promotional items to be distributed to census employees and their families, claiming exclusive rights to promote the census, and unauthorized use of the census seal are all examples of disapproved program requests. CCI MEETING MINUTES—May 20,2009—Page 4 - I:\LRPLN\Ma,issa\CCI\2009\05-09\05-20-09 Meeting Minutes CCI.docx Bev shared that she thought the Balloon Festival would be a great outreach opportunity. Gary suggested the Neighborhood Network annual meetings and web pages. John suggested alerting the Neighborhood Watch volunteers, as people may not be used to people walking through their neighborhood. Gary shared that people born outside the US tend to avoid the census, and he suggested getting materials in other languages, especially Spanish. Patti said that a small promotional item, such as a key chain would go a long way. Marland, who is involved in the Tigard Area Farmers Market suggested Market Bags with the census logo. Such bags have been very successful for the Market. Also, he suggested taking advantage of the civic activities booth at the market to do outreach for the census. Marissa said that she would provide some cost information about different types of promotional items at the next meeting. PUBLIC,INVOLVEMENT PLAN — HIGHWAY 99W PROJECTS Marissa gave a brief recap of the public involvement plan training held in early May. The Committee was broken into teams of two and asked to come up with at least three recommendations regarding the Highway 99W Public Involvement Plan. Included in the meeting packet was a memo dated May 15, 2009 detailing all of the suggestions that were made during the training. Marissa explained that she divided the suggestions between three categories depending on whether she thought the items could be implemented now, implemented during construction, or implemented on future projects. She explained further that all suggestions and category assignments are up for discussion. Gary spoke about the fact the Highway 99W impacts the entire City. He personally uses alternate routes to avoid 99W. He asked what the impact of construction would be on these neighborhoods. He also asked what the impact would be on 99W businesses. Bev believes this will all get better eventually. Darren pointed out that the second phase of the outreach is the community wide phase where issues such as this will be addressed. Bev believes regular reminders about the upcoming construction are a good idea. CCI MEETING MINUTES—May 20,2009—Page 5 1:\I,RI'LN\Marissa\CCI\2009\05-09\05-20-09 Meeting Minutes CCI.docx There was a motion by Gary, seconded by Sue to approve the Highway 99W Public Involvement Plan as amended by the implement now section of the memo dated May 15, 2009. The motion carried as follows: AYES: Christopher, Anda, Andriano, Carver, Froude, Harris,Jelinek. NAYS: None ABSTENTIONS: None EXCUSED: Caffall, Ramaekers OUTREACH TO UNDERREPRESENTED GROUPS FOLLOW-UP In March the CCI heard a presentation by Duane Roberts about outreach to underrepresented groups, which has long been a goal of the Committee. Marissa pointed the Committee to the last handout in the May meeting packet titled `CCI Goal: Improve outreach to underrepresented groups.' This material was the outline for Duane's presentation. At the end of the handout was Duane's recommended techniques for facilitating outreach to underrepresented groups. Marissa reviewed each technique, individually. The first two are already being implemented by the City. Marissa asked the Committee if they are interested in pursuing further any of the other suggestions: • Spanish language content in the Cityscape and Tigard webpage; • Free, onsite Spanish language classes for City staff who deal with Spanish speakers; • Implement a leadership development program; • Host a conference on race and ethnicity involving elected and community leaders to focus attention and awareness. Patti suggested that she would like to follow up on the progress of the Spanish CERT program. Basil likes the idea of holding a diversity conference. He has attended one at ODOT, and the event is always a "sell out." He feels it is good to get a picture of the situation from people with experience and knowledge on the topic. Bev suggested the City could contact the leaders of different ethnic communities. This item was suggested for inclusion on the July agenda. CIVIC LEADERSHIP ACADEMY BRAINSTORM Basil,who suggested the Civic Leadership Academy, would like to see more civic engagement in Tigard. He feels people are hesitant to volunteer because they are unsure what it is all about. He is hoping the Civic Leadership Academy will be similar to the Police Academy, about 6-8 weeks long. He'd like to give people the opportunity to learn about all of the different volunteer opportunities and City processes. This could be an opportunity for CCI MEETING MINUTES—May 20,2009—Page 6 I:\LRPLN\Marissa\CCI\2009\05-09\05-20-09 Meeting Minutes CCI.docx the City to develop a resource within the community. He thinks we need to develop people to be the next generation of leaders. Marland spoke about his experience. He attended the Tigard Leadership Academy though the Tigard Chamber. This program took him through City Hall and the Police Department, they even went down to the capitol building in Salem. This experience is what inspired him to get involved in City affairs. Basil suggested that maybe students could get credit for attending the academy. Patti suggested offering the course in other languages for non-English speakers. This could focus issues such as taxes and the court system. John suggested putting some study material online before the classes that way people would be prepared for the training, as long as the materials were short and sweet. Basil asked if everyone had taken the Police Academy. Basil, Marland and Sue have, Connie is currently enrolled in the class. Basil suggested everyone take the course when they get the chance. He said the class was very informative, and covered topics such as K-9 units, responding to calls, and drug abuse. Marland shared that this class completely changed his outlook on the Police Department, and showed him that he needed to be working as a partner with the Department. He said this was the result of just becoming more familiar with the process. Basil thought the format of the Leadership Academy could be presentations and discussions so that people could get a sense for local government and local issues. He concluded that this type of training could help get more people involved in the community. Bev added that the training could also help to get people to run for public office. Gary suggested that this is a great time to implement such a program with the infancy of the Neighborhood Network Program. He pointed out that with the Neighborhood Network program there is new potential to reach those who have not been involved before. He thinks it would be great for leaders of the Network Areas to get further involved. Darren said that if the Committee thinks the Leadership Academy is a good idea, then staff could take it to Council. He stated that there is no sense in developing the idea any further if the Council is not supportive. Marland feels the community needs to be engaged. He said that he was a wallflower until he needed something back from the community. CCI MEETING MINUTES—May 20,2009—Page 7 I:\LRPI,N\Marissa\CCI\2009\05-09\05-20-09 Meeting Minutes CCI.docx There was a motion by Gary, and a second by Sue to recommend to Council the formation of a Civic Leadership Academy. The motion carried as follows: AYES: Christopher, Anda,Andtiano, Carver, Fronde, Harris,Jelinek. NAYS: None ABSTENTIONS: None EXCUSED: Caffall, Ramaekers OTHER BUSINESS/ANNOUNCEMENTS/NEXT AGENDA The following items were pointed out under other business: ■ Basil announced to the Committee that Marissa will be traveling over the next two months and will miss the June meeting. Future Agenda Items: ■ Diversity Conference • Census Complete Count Committee ■ Neighborhood Network Program Update ADJOURNMENT Chair Christopher adjourned the meeting at 8:35 p.m. CCI MEETING MINUTES—May 20,2009—Page 8 I:\LRPLN\Marissa\CCI\2009\05-09\05-20-09 Meeting Minutes CCI.docx City of Tigard Neighborhood Network Steering Committee Application Name: �(lp�l Nolma,1 Address: g735 SV( /VQClfct 1.04e Email: brl'u() • holmon 82USO-ele� Phone: 503 (o39 966Q Neighborhood Network Area Name/Number: 3 The Neighborhood Network Steering Committee serves as a conduit for residents to raise issues or concerns;convenes an annual meeting to gather input on proposed Capital Improvement Program (CIP) projects,neighborhood clean-up activities, community building events and promote neighborhood network program opportunities;based on input,determines issues to be carried forward and projects and activities to be sponsored by the Neighborhood Network. Membership Representation: O Community Emergency Response Team Member: Training Dates O Neighborhood Watch Captain: Name of Neighborhood O School PSO Representative: Name of School Attach confirmation from PSO O Neighborhood Web Page Administrator/Content Manager Xi At-Large Member 1) What neighborhood issues interest you? — AjelcjhG(-h, Winch — Web coNEribv+or- &-oj i A-La4-(um - --- - S(ccJl2Wr"1ks 2) Mark any of the following that apply: _Served as a Community Connector _Am a Member of the City's Committee for Citizen Involvement(CCI) _Interested in being trained as a Land Use Coordinator for my neighborhood Return completed application to: City o Tigard Neighbor Network 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 Email:NeighboiNstmark@tigardangou City of Tigard Neighborhood Network Steering Com' nittee Application Name: Address: 2i Email:��� A��� L' . N Phone: Neighborhood Network Area Name/Number: Afm vi—dg The Neighborhood Network Steering Committee serves as a conduit for residents to raise issues or concerns; convenes an annual meeting to gather input on proposed Capital Improvement Program (CIP) projects,neighborhood clean-up activities, community building events and promote neighborhood network program opportunities;based on input,determines issues to be carried forward and projects and activities to be sponsored by the Neighborhood Network. Membership Representation: O Community Emergency Response Team Member: Training Dates O Neighborhood Watch Captain: Name of Neighborhood O School PSO Representative: Name of School Attach confirmation from PSO O Neighborhood Web Page Administrator/Content Manager *At-Large Member 1) What neighborhood issues interest you? k.C.etwitrrobd 4,��re (Aa_n (�Pc r te ) �lunu 2) Mark any of the following that apply: _ Served as a Community Connector �x �� Am a Member of the City's Committee for Citizen Involvement (CCI) Interested in being trained as a Land Use Coordinator for my neighborhood Return completed application to:���� City of Tigard Neighbor Network 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 Email:NeigbborNetwrk@tigord-or.gov Chapter 18.390 DECISION-MAKING PROCEDURES 18.390.080 General Provisions E. Director's duties. With regard to processing applications submitted under this Section, the Director shall.- 3.Accept all development applications which comply with the provisions of Section 1$ 88 080 C3 18.390.080.D.3, Findings: Scrivener's error;incorrect Section reference. Therefore, this proposed amendment better implements the City's Comprehensive Plan and implementing ordinances by promoting consistency among the Code Sections. 18.390.040 Type II Procedure C Notice ofpendine Type II Administrative Decision 1. Prior to making a Type II Administrative Decision, the Director sball provide notice to: a. All owners of record within 500 feet of the subject site; b. Any City-recognized neighborboodgroup whose boundaries include the site; C. Any governmental agency which is entitled to notice under an intergovernmental agreement entered into with the City which includes provision far sucb notice or who is otherwise entitled to such notice. and 18.390.050 Type III Procedure C.Notice of hearing. 1. Mailed notice. Notice of a Type II Administrative Appeal hearing or Type III hearing shall be given by the Director in the following manner. a. At least 20 days prior to the bearing date, notice shall be sent by mail to.• (1) The applicant and all owners or contract purebasers of record of the site which is the subject of the application; (2) All property owners of record within 500 feet of the site; (3) Any affectedgovernmental agency which has entered into an intergovernmental agreement with the Ciy which includes provision for such notice, or who is otherwise entitled to such notice; (4) Any City-recognized neighborhood xou whose boundaries include the site; (5) Any person who has submitted a written request, and who has paid a fee established by the Ciy Council, and (6) In actions involving appeals, the appellant and all parties to the appeal and 18.390.060 Type IV Procedure D. Notice of hearing. 1. Required hearings. Two hearings, one before the Commission and one before the Council, are required for all Type IV actions, except annexations where only a hearing by the Ciy Council is required. 2. Notification requirements.Notice of the public hearings far the request shall be given by the Director in the following manner: a. At least ten days prior to the scheduled hearing date, notice shall be sent to: (I) The applicant, (2) Any affectedgovernmental agency; (3) Any City-recognized neighborhoodgroup whose boundariesinclude the site;and (4) Any person who requests notice in writing and pays a fee established by Council resolution. DCA2009-00003"Omnibus Items" PAGE 25 OF 46 06/01/2009 PUBLIC HEARING STAFF REPORT TO PLANNING COMMISSION Finding: These amendments synchronizes the neighborhood notice process for Type II, III, and IV Procedures.This will allow City Staff to send notices based on the new Neighborhood Network Boundaries (or any future boundary) for all types of decisions. Therefore, this proposed amendment better implements the City's Comprehensive Plan and implementing ordinances by promoting consistency among the Code Sections. DCA2009-00003"Omnibus Items" PAGE 26 OF 46 06/01/2009 PUBLIC HEARING STAFF REPORT TO PLANNING COMMISSION