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09/16/2009 - Packet r City of Tigard Committee for Citizen Involvement — Agenda yr MEETING DATE: Wednesday, September 16, 2009, 7:00-8:30 p.m. MEETING LOCATION: TVF&R Tigard Fire Station 50 12617 SW Walnut Street, Tigard 97223 1. (Info) Welcome and Introductions 7:00-7:10 PM 2. (Action) Approval of July Minutes 7:10-7:15 3. (Info) Neighborhood Networks Update 7:15-7:25 /Liz Newton/ 4. (Info) Fanno Creek Conference History 7:25-7:35 /Liz Newton and Marissa Daniels/ 5. (Action) Fanno Creek Conference Topic Discussion 7:35-8:15 /Marissa Daniels/ 9. (Info) Other Business/Announcements/Next Agenda 8:15-8:30 Next meeting: • Wednesday, October 21, 2009, Library Second Floor Conference Room COMMITTEE FOR CITIZEN INVOLVEMENT AGENDA— September 16, 2009 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 July 15, 2009 CALL TO ORDER Committee Chair 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, Patti Anda, Anastasia Adriano, Sue Carver, Bev Froude,John Harris, Connie Ramaekers, & Gary Jelinek Members Absent: Rex Caffall Staff Present: Liz Newton,Assistant City Manager;Joanne Bengston, Executive Assistant to the City Manager and Mayor; Marissa Daniels, Associate Planner WELCOME AND INTRODUCTIONS APPROVAL OF MINUTES June Minutes: There was a motion by John Harris, seconded by Sue Carver, to approve the June 17, 2009 meeting minutes, as presented. The motion carried as follows: AYES: Christopher, Anda, Adriano, Carver, Froude, and Harris, Ramaekers NAYS: None ABSTENTIONS:Jelinek EXCUSED: Caffall NEIGHBORHOOD NETWORKS UPDATE (Liz Newton/Joanne Bengston) Liz explained that she and Joanne are putting together a report discussing the feasibility of the projects suggested at Area 3, 10, and 11's annual open houses. For example,Area 3 suggested additional lighting in Jack Park and Liz spoke to Steve Martin, Parks Manager who thought the extra lighting was a good idea. Because the new lighting was not budgeted for this year, Area 3 could apply for Neighborhood Network grant funds to install additional lighting. CCI MEETING MINUTES—July 15,2009—Page 1 of 7 L•\LRPLN\Marissa\CCI\2009\07-09\7-15-09 Meeting Minutes CCI.docx John explained that his area,Area 10, discussed the need for a school zone behind CF Tigard Elementary School. Gary's neighborhood,Area 11, discussed a new bridge in Jack Park. Liz said that the CCI would review the grant nominations in September. Friday,Joanne and Liz will send out a full report with the status on all of the projects suggested by each Neighborhood Network area. Liz shared that some of the projects had common themes, and may be something that can be addressed on a larger scale. For example, Liz talked to the Community Development Director, Ron Bunch, about sidewalks,which seemed to be a high priority for all three areas. Bev asked if the Transportation Financing Strategies Task Force would be discussing this issue, and Liz replied not yet. She reminded the group that anything addressed by the CIP, over $50,000, is not eligible for the grant program. Bev asked about the bridge near the new fire station. Liz explained that there is extra parking at the new fire station for Jack Park, and that the City will be adding a new fire truck themed playground to the field adjacent to Jack Park. There are plans for a bridge to connect the park to the additional areas added by construction of the fire station. Liz said the City is trying to determine funding for the bridge. Sue asked if there is a sign designating which parking at the fire station is for the park. Liz responded that parking for the park is allowed in any of the spaces, but that most people will park in the spaces adjacent to the park extension because that lot is larger. Gary asked about the community room at the new station, if it was available for reservations. Basil asked about the size of the room. Liz replied that the room is twice the size of the community room at the Burnham St fire station, and it is available for reservations. The Committee agreed to hold their September meeting at the new fire station. Liz talked about follow-up to the annual meetings, saying individual project suggestions eligible for the grant program will be included in the Cityscape newsletter, and all other suggestions will be posted on their respective website. Area 3 did mention some visibility issues,which have already been taken care of. On another note, Liz said she still needs a replacement webmaster. She is trying to recruit a student to take on the responsibilities. Basil confirmed with Liz that every neighborhood has an active website. He asked if he could send a message to his neighborhood steering committee.John,who is the Webmaster for his neighborhood area, replied yes. Basil then confirmed with Liz that each neighborhood steering committee is only required to meet once per year.John stated that in his case, there have been a lot of emails between steering committee members, and that they have already scheduled a second meeting for September. CCI MEETING MINUTES—July 15,2009—Page 2 of 7 L•\LRPLN\Marissa\CCI\2009\07-09\7-15-09 Meeting Minutes CCI.docx CIVIC LEADERSHIP ACADEMY RECOMMENDATION (Liz Newton) Liz reported the City of Tigard led a Civic Leadership Academy about five years ago. Typically, over the course of the program participation would decrease from 20 participants to about 12. The Academy included meetings once per month. At the end of the program, only a few citizens went on to join in City affairs. The academy included presentations by each City department, coupled with a hands-on activity at every meeting. At the same time, the City was contributing funds to the Tigard Chamber of Commerce's Leadership Institute. At that time, the City Council thought it was ineffective to fund two very similar programs, so the decision was made to discontinue the Leadership Academy, and to support the Chamber's efforts. Currently, Liz said, the City does not have funds set aside this fiscal year (ending in July 2010) to use for a Civic Leadership Academy. However, the City has budgeted to host a Fanno Creek Conference this year, and City Council is hoping the CCI will host this conference. The Fanno Creek Conference is something that was held a few years ago. The Community would come together to pick topics, then the City would bring in experts in that field, one `for' and one `against' the questions posed. The first year, the City had high participation, with about 200 participants. However, attendance declined after that. Council would use the information gathered in the conference to set goals, get direction, etc. After four years, attendance declined to a point and the conference was ended. City Council wants to bring back the Fanno Creek Conference next spring. City Council has also committed funds to hold a, "So you want to be a City Councilor" type event. Council is interested in grooming people to feel comfortable enough to run for City Council. They want to host an event so people can hear firsthand what it is like to be a Councilor. The same Committee who recommended the Mayor's stipend be increased suggested the City send out invitations to an open event. This event is expected to be held this spring, and the City plans to invite volunteers, board and committee members, etc. Liz said the CCI could send budget requests to Council in time for the next budget cycle, by forwarding these requests when the Council calls for goal suggestions. Bev asked what the best choice of next steps would be for the Committee. Liz responded that there are several ways to approach this issue which will get the momentum going: 1. Approach Council now about starting a Civic Leadership Academy, although, to be honest, Council will have to shift resources to make this possible. 2. Wait until the next round of the budget cycle, and then submit the Civic Leadership Academy request to Council. CCI MEETING MINUTES—July 15,2009—Page 3 of 7 L•\LRPLN\Marissa\CCI\2009\07-09\7-15-09 Meeting Minutes CCI.docx 3. Pose a question about Civic Leadership at the Fanno Creek Conference next spring. There are already resources dedicated to this event, and the Committee could see if there is community support for such a conference. 4. A combination of two or three of the above methods. Liz said that she would like for the committee to decide how to proceed. John asked if the Civic Leadership Academy idea came from Council or the CCI. Bev shared that it was Basil's idea from a long time ago. Bev suggested that to her, Liz's approach looked like steps starting with the Fanno Creek Conference this year, then moving to approach Council about the Conference at the appropriate time for the budget process. Basil shared his intent,which is to develop the knowledge and tools for neighborhoods to feel comfortable to volunteer for leadership roles. Liz agrees, and thinks this is a great idea. John asked if other projects are in the works. He pointed out that it is a big step from going to not being involved at all, to wanting to be a City Councilor. Liz said that after listening to the Committee and hearing their motivations, maybe the Committee should approach Council. There are other issues which are not addressed by the activities budgeted for this year. She suggested reformatting the letter to explain the deficiencies. Gary asked if they need Council's support to use the websites to see if neighborhoods are interested in a leadership academy. Liz responded that they could do that if they were not looking to use City resources. Because the academy would require staff support and City funds, Council approval is required. For example, Liz pointed out that Marissa's plate is full, so to do the Conference will require a shifting of resources. Gary asked what the Civic Leadership Academy would look like. Basil explained that it would follow the format of the Citizen's Police Academy. Liz shared that before the leadership academy lasted seven weeks, and each department would host one of the nights. Basil shared that the purpose of the letter was to see if there is an interest in the leadership academy before the committee spends any more time fleshing out the details of what the conference could look like. Liz suggested putting together a summary of the reasons the leadership academy is, "a different breed of cat" than the other means of engagement. Marissa talked about timing the letter with the beginnings of the budget cycle. Basil reiterated that the intent of the letter was to see if such a conference is a good idea, he thinks the Fanno Creek Conference would be another vehicle, and resources are already CCI MEETING MINUTES—July 15,2009—Page 4 of 7 L•\LRPLN\Marissa\CCI\2009\07-09\7-15-09 Meeting Minutes CCI.docx dedicated to the event for this year. Liz suggested the Fanno Creek conference could be the first step. She suggested that maybe for the first year, the conference is more like a one day symposium. Basil thinks this will give the CCI an opportunity to test the waters. Gary suggested they could use their own committee as an example of what its like to serve on a City board or committee. He thought Committee members could talk individually about their roles, then City staff could talk about the expectations and their role on the Committee. He suggested Committee members speak about their own assumptions, roles, etc. Liz reminded the CCI that it is their call on the topic for the Fanno Creek Conference, maybe it could focus on civic engagement with speakers and events under that broad topic. She asked the committee to think about issues that would be important to them. Basil suggested the committee propose the academy for the 2009-10 budget year. He suggested the committee put together the draft proposal, and a summary of the points that make the academy valuable. However, if the Conference could serve the same purpose, he liked that idea as well. He likes the appeal of having the event last only one day. He asked Liz what the next steps of the Committee should be. Liz responded that if the Committee thinks they can achieve some of their original goals through the Fanno Creek Conference, then they should focus on that. They can put the Civic Leadership Academy idea in the hopper for Council goal suggestions. Liz thinks the Council would be excited about a Fanno Creek Conference centered on Civic Engagement. Going back to the issue of a lack of City Council candidates, Gary said a huge drawback is that Council is a citywide position, and it takes a huge amount of resources to run Citywide. He asked what would be required to split the City into districts. Liz thinks this would be a City Charter amendment. He asked if such amendments are allowed, and she said yes. Gary explained that his `gig' is elections, and a citywide campaign can be overwhelming. Liz suggested this could be a topic for the Conference. TIGARD AREA CHAMBER OF COMMERCE LEADERSHIP INSTITUTE (Marissa Daniels) The Chamber's Leadership Institute did take a year off, but is going to start up again soon. The Institute is open to anyone living or working in Washington County. A maximum of 25 individuals will be selected to participate in the nine month program. Upon completion of the program, each participant will be required to organize at least one class for the following year's program. Selection is based upon the following criteria: 1. A strong interest and commitment to serve Tigard beyond the training period. 2. The willingness to devote time to the program both in terms of attendance and field projects. CCI MEETING MINUTES—July 15,2009—Page 5 of 7 L•\LRPLN\Marissa\CCI\2009\07-09\7-15-09 Meeting Minutes CCI.docx 3. A demonstration of leadership skills and abilities on the job. 4. Demonstrate leadership qualities and potential as evidenced by community and organizational activities reflected within the application. 5. Ability to make a substantial contribution to the program both in terms of issues and projects, as well as networking with peers. 6. The ability to make the time and resource commitment required by the program. 7. Financial and time commitment of your employer or sponsoring organization. Connie asked if the meetings are held in Tigard. Marissa said yes,with the exception of a training exercise and ropes course. Marissa explained that her coworker took the course, and he noted that the group also completes service projects during the course of their training. For example, during his course, it came up that the Good Neighbor Center needed some painting so the group completed this task. CCI GOAL UPDATE (Marissa Daniels) Marissa quickly ran through the Goals update chart included in the Committee's packet. She shared that items presented in bold where items which were added as accomplishments since the Committee's last update. The following items took place during 2nd quarter: 1. Improve Citywide citizen involvement a. Underrepresented groups follow-up b. Census Partnership Support Program c. Hwy 99W Projects 2. Develop an active steering committee in each Neighborhood Network Area a. 20 Confirmed Steering Committee Members, 3 Active Steering Committees, 3 Annual Events 3. Develop an outline to implement a Tigard Civic Leadership Academy a. Brainstorm, Recommendation to Council 4. Recognize good citizenship Bev asked when the Committee would discuss coordination with the CPO program. Marissa explained that she is planning this discussion after the Council's discussion of the formation of a CPO 4T which will include all of Tigard. This is much like how the CPO program is handled in Beaverton. Currently, Tigard is covered by two CPO's that also include some of the unincorporated area surrounding Tigard. Marissa said that she is also waiting to discuss outreach to the business committee at a future meeting. Gary asked if this was appropriate, seeing that this is the Committee for Citizen Involvement, and often the desires of residents and business owners differ. Marissa said that this would be a good discussion to have in the future. The reason that this item appears on CCI MEETING MINUTES—July 15,2009—Page 6 of 7 L•\LRPLN\Marissa\CCI\2009\07-09\7-15-09 Meeting Minutes CCI.docx the goal sheet is that it was suggested by one of the City Councilors at the Committee's last annual meeting with Council. OTHER BUSINESS/ANNOUNCEMENTS • Connie shared that she is part of a Safe Schools, Healthy Families Grant, and part of this mission is to help Latino families feel connected to the school district. They are planning a big activity on October 3rd focusing on 40 developmental assets. They will bring in a speaker, and have information about relevant programs. The Family Advisory Council is hosting this event.John requested she share information about the event with the Neighborhood Network website administrators. • Patti pointed out that National Night Out is approaching, hosted by the Tigard Police Department. • The Committee voted to take August off, and resume meeting in September at the TVF&R Fire Station. ADJOURNMENT Chair Christopher adjourned the meeting at 8:34 p.m. CCI MEETING MINUTES—July 15,2009—Page 7 of 7 L•\LRPLN\Marissa\CCI\2009\07-09\7-15-09 Meeting Minutes CCI.docx