Loading...
City Council Minutes - 05/17/2016 City o{Tigard Tigard Workshop Meeting Minutes 1;1- Ma 17 2016 IR 1. WORKSHOP MEETING A. At 6:34 p.m. Mayor Cook called the Tigard City Council meeting to order. B. City Recorder Krager called the roll. Present Absent Mayor Cook ✓ Councilor Goodhouse ✓ Councilor Henderson ✓ Council President Snider ✓ Councilor Woodard ✓ C. Mayor Cook asked those attending to stand with him for the Pledge of Allegiance. D. Council and Staff were asked for any Non Agenda Items. 2. RECEIVE BRIEFING ON TIGARD'S RECREATION PROGRAM Recreation Coordinator Markey,Assistant Public Works Director Wright and Parks Manager Martin briefed council on what recreation program staff have been working on. A PowerPoint slide show was presented and is in the packet for this meeting. Recreation Coordinator Markey said they are close to completing the tasks identified in Year 1 as suggested in the MIG Recreation Program Study. He said they have hired an intern and begun developing procedures, considering fee schedules and event guidelines and today met with the city's risk department on insurance waiver requirements. They are working on a recreation activity guide which will be a clearinghouse for events and activities in Tigard. They hope to have it ready in early June in digital format with just a few printed copies. He said city's code does not allow providing grants and scholarships to individuals or families for those who want to take classes but cannot afford them. He hopes to partner with Tualatin Riverkeepers and offer some scholarships so more kids can participate in programs. They wish to have the city code changed and implement a program by the summer. Recent events include hosting the St. Anthony's School Public Works Day and a very successful egg hunt at Cook Park. They partnered with the city for its Public Works Day and the Safe Routes to Schools Bike Safety Fair. They purchased a blow up movie screen for movies in the park and two have been scheduled. The August 19 showing is Zootopia at Fowler Middle School and the second will be during the Family Fest. Upcoming events are the Tigard Balloon Festival, National Skateboard Day on June 21, and Family Fest. Later in the year will be the Tigard Dog Park Costume Contest and the Holiday Tree Lighting. TIGARD CITY COUNCIL MINUTES — May 17, 2016 City of Tigard 13125 SW Hall Blvd.,Tigard, OR 97223 1 www.tigard-or.gov Page 1 of 6 Assistant Public Works Director Wright said she has worked at many of these events and a frequent question she hears is how people can donate money towards the city recreation programs. Council President Snider asked if there was any reason this cannot be done currently and Ms. Wright said that is scheduled for discussion later in this meeting. Mayor Cook asked about the coordination of Family Fest with the Tigard Downtown Street Fair. He understood how an evening movie might not compete but asked how other Family Fest activities can avoid drawing people away from the Street Fair. Recreation Coordinator Markey said he met with the Tigard Downtown Alliance and that was also their question. He said staff is suggesting a Fun Run that will end at Symposium,right in the middle of the Street Fair. A Tour of Latin American will follow drawing more people to downtown activities. Council President Snider said he missed the last Budget Committee meeting and asked what the funding implications were for recreation and if the city was on track for next year. City Manager Wine said the Budget Committee opted not to fund Year 2 of the MIG study, meaning that the program will remain at status quo. Council President Snider asked about the rationale for that decision and Mayor Cook said of the items brought forward for consideration, the Budget Committee thought that hiring an extra police officer or other item was a more beneficial use of the dollars. He added that this does not mean that part could not be reinstated if we figure out other income to offset the cost. Council can discuss this again when the budget is considered on June 14. Councilor Goodhouse added that a suggestion was made to include the additional recreation programming into a local option levy. He said adding the $130,000 for parks and recreation to the utility bill would be around$0.40 a month. The Budget Committee decided they had other pressing general services needs. Council President Snider said now that the city is getting into the recreation business it would be a horrible shame to slow down and lose traction. He said it seemed like the discussion was not that recreation is not important,but that there needs to be discussion on how to fund it. Councilor Goodhouse said that the Budget Committee preferred taking baby steps rather than leaping forward with a program and then having to pull back. Councilor Woodard stated he did not agree with the Budget Committee decision. Councilor Woodard said Mr. Markey is doing a great job and is pleased with the success so far. He asked if he is thinking about revenue generating recreation activities. Mr. Markey said he would like to add classes and camps because they are money generating programs. He said what they are considering now is following the MIG report and hiring contractors. The city would take a percentage what they make and offer space, such as beautiful locations like Cook Park. The city would help with promotion through the recreation activity guide and social media. Councilor Woodard said he looks at ravines such as those near Bull Mountain Park and thinks, "tree camps or zip lines." He said there are many potential recreation activities in Tigard. 3. BREIFING ON RECREATION PROGRAM FEE ORDINANC. Parks Manager Martin said staff wished to discuss with council two options for approval of recreation fees and charges. Most park and recreation agencies set their own fees and charges. The cities set the rest of the charges such as utilities, but because of the opportunities arise so quickly with classes, etc. they allow a director (usually a park and rec director) to set fees and charges. The first option is to allow the public works director to set the recreation program fees TIGARD CITY COUNCIL MINUTES —May 17, 2016 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 1 www.dgard-or.gov Page 2 of 6 • and charges. The second option is to list them in the Master Fees and Charges Schedule but many of the details for classes and events are unknown when the scheduled is approved by council. The best estimate staff would have would be formulas. The one most often used is direct, plus direct plus forty percent. That is what would appear in the Master Fees and Charges Schedule. Council has the ability to award scholarships and grants to non-profits but not to individuals and staff prepared language to change the code to allow this. Assistant Public Works Director Wright said City Attorney Rihala reviewed the proposed code language. Council President Snider asked who would set the fee and staff responded that it would be the public works director. Councilor Woodard asked what the process would be and Parks Manager Martin said administrative procedures have not been developed. Councilor Woodard asked if there is a level of service level to determine the percentage subsidization. City Manager Wine said it would be premature to have a user fee structure discussion. Assistant Public Works Director Wright said the first step was developing contracts that will be used with partners and there are seven identified so far that staff would like to partner with. The percentage is 70/30 so 70 percent will go to the class or sport provider who will be running the program and 30 percent to the city for administration and oversight. She said they are looking at selling ads in the recreation activity guide and this is another Master Fees and Charges Schedule item. These ads would help raise revenue to pay for the guide. Council President Snider said he favored putting the fee setting authority outside of council. Councilor Henderson said the market will indicate what a fair price is. Council President Snider said it has to be competitive because if it is not,people will not use it. Councilor Henderson said the recreation program in Lane County gets so many offers for donations they have had to develop guidelines on what they will take and what they won't and Tigard will have to develop those guidelines too. Assistant Public Works Director Wright said staff is often approached by people who want to rent city buildings, such as the Fanno Creek House and staff needs to identify costs and establish fees before we start doing this. Councilor Woodard said he saw the additional fee revenues listed in the general fund in the agenda item summary and preferred a designated and defined recreation fund where extra revenues can go towards capital park projects. Council President Snider reiterated that in the future there will be less money flowing from the general fund into the park fund but that does not mean that other funds are using park and recreation money. City Manager Wine said the recreation program and the lion's share of maintaining and operating city parks are still funded by the general fund and as long as those are general fund-funded programs there will not be a dedicated fund for parks. The park utility fund was created to collect the revenues from the park and recreation charge. But even the levying of that charge does not fully cover park and recreation costs. So it is still in large part a general fund-funded service. Finance and Information Services Director LaFrance clarified the park utility fund is where the park and recreation fee dollars are being collected and it is a dedicated fund. The parks maintenance and recreation program expenditures come out of that fund. He said the park and recreation fee dollars cover about 40 percent of that total cost and the remainder is funded by a transfer from the general fund into the park utility fund. He said revenues would go into the park utility fund. Councilor Woodard noted that the agenda item summary is incorrect. TIGARD CITY COUNCIL MINUTES — May 17, 2016 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 1 www.tigard-or.gov Page 3 of 6 Finance and Information Services Director LaFrance said it appeared council direction is to have the recreation program fees set by the public works director who will then do an annual report. He suggested when the code changes come before council they specify that revenues are going into the park utility fund. He said a future budget discussion can be held once we know what kind of revenue is coming in from the recreation program. Council raised questions that they will need to answer in that discussion: Does recreation revenue increase what can be spent on recreation?Does it decrease the transfer from the general fund? Mayor Cook said with master fees and charges the council is the appeal body and asked what the process would be for this first option. Parks Manager Martin said it would probably be the public works director. Assistant Public Works Director Wright said they have many fees in place already and rarely receive an appeal. Mayor Cook asked if the 30 percent being added to a class fee will cover the number of scholarships being awarded. He asked if staff wants to break even and at what point is it revenue generating. Mr. Markey said he would like to get close to 95 percent. Councilor Woodard said cost recovery can include getting sponsorships, renting out space in kiosks and taking a percentage during events. A few larger events a year can help pay for the recreation program. Councilor Henderson asked if the scholarship money would be in a separate fund. Finance and Information Services Director LaFrance said they are actually a reduction of the fee that would have charged them so it is not money going out;just less money coming in. Council President Snider said the question is how it would be accounted for and he suggested in the future there might be a line item called scholarships. Mr. Markey said the scholarship guidelines state that they will be given until the money allotted for scholarships is used. He said the "need" criteria will be developed for scholarship eligibility. Mayor Cook asked council if any member did not want to delegate the setting of recreation program fees to the public works director and no one had concerns. Staff will return with updated code language. 4. BRIEFING ON AN AGREEMENT WITH TRIMET REGARDING COST SHARE OBLIGATIONS FOR NEW SIDEWALKS ALONG SW COMMERCIAL STREET AND PACIFIC HIGHWAY Senior Project Engineer Newbury gave the staff report. This agreement is with TriMet and proposes cost share obligations for new sidewalks along Commercial Street and Pacific Highway from Naeve Street to Beef Bend Road. These sidewalks will improve access to transit facilities. The Commercial Street project is currently in the CIP and includes a stormwater management facility that will be managed by the city. It includes a sidewalk along Commercial Street between Main Street and Lincoln Avenue under the Pacific Highway bridge. The Commercial Street pedestrian path was completed as a"lighter,quicker, cheaper" city project but may need additional work to meet stormwater regulations. The Naeve Street to Beef Bend Road sidewalk will infill 510 linear feet on northbound Pacific Highway. The total cost of these projects is $1,305,000 and the funding ratio is 89.73 percent of Multimodal Transportation Enhancement Program (MTEP) funds to 10.27 percent of city funds. MTEP funds TIGARD CITY COUNCIL MINUTES — May 17, 2016 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 www.tigard-or.gov Page 4 of 6 are fixed at$1,170,976. The city's contribution is $134,024, funded by the gas tax. Funding is not due until two years after the IGA is finalized so project costs could go down. He noted that cost overruns will need to be paid by the city so he referred the IGA to City Attorney Rihala who added language that the city has the right to comment on any proposed change orders. Council President Snider asked if we could get left with an unfunded portion similar to a situation with the Gaarde/McDonald/Pacific Highway intersection project. Mayor Cook said we were not able to comment on any changes with that project so this is a step in the right direction. He added that the work is federally funded and their costs are fixed. ODOT and TriMet are just the contracting agencies so any overruns would fall to the city. Engineer Newbury said there is a clause that the city can back out of the project before it is built if cost estimates rise. Councilor Henderson said he supports the connectivity of the Commercial Street project and he hopes this addresses the stormwater issues. He recommended any underground stormwater work be done before the sidewalks are built and also questioned whether where it joins Main Street is the best location. He noted that there is a grant for 95th Avenue near Lincoln and advised making sure the alignment matches. With three projects in this contract he asked staff to keep close watch on the costs. Mayor Cook asked about the area between the end of the new sidewalk and Bull Mountain Road and said it was dangerous. He said he hoped there is a way to connect it to this area. He said there was a development going in on the hill above and there will be a trail so people can access the bus stop on Pacific Highway and he asked if they would need to provide sidewalks. Engineer Newbury said the land use approval could be conditioned with that requirement. Council agreed this IGA with TriMet can be placed on the June 14 Consent Agenda. 5. DISCUSSION OF PROPOSED CODE CHANGES RELATED TO SYSTEM DEVELOPMENT CHARGES Finance and Information Services Director LaFrance,Assistant Finance Director Fitzpatrick and Parks Manager Martin presented this item. Mr. LaFrance led a discussion on necessary Tigard Municipal Code changes related to system development charges (SDCs). Mr. LaFrance briefed council on the history of the development and adoption of citywide and River Terrace parks and transportation SDCs which were consistent with council direction. Staff noticed some inconsistencies and gaps and created an interdepartmental workgroup. They have some recommended amendments to address issues. The first is to allow issuance of Transportation SDC credits for 50 percent of the local street portion of River Terrace Boulevard in addition to credits allowed for non-local portions of the street. Council wanted to be a little more generous than the 50 percent credit but allowing it to be in addition to non-local portions needs to be added to the Tigard Municipal Code (TMC). A lot of discussion was held on neighborhood parks built by developers. The city did a separate overlay for River Terrace and code language needs to be changed so the city can give credits to builders of neighborhood parks in River Terrace. The third change is citywide, not specifically for River Terrace. For multi-family developments we said that all development fees are due at the time of building permit issuance which is a standard practice, with one exception. The Washington County Transportation Development Tax (IDT) is TIGARD CITY COUNCIL MINUTES — May 17, 2016 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 1 www.tigard-or.gov Page 5 of 6 not payable until they are getting their occupancy permit. For consistency with TDT practice this needs to be changed in Tigard's code. Councilor Henderson asked if staff received feedback from developers and builders. Finance and Information Services Director LaFrance said they have been talking with Polygon, a developer in River Terrace and some inconsistency related to neighborhood parks was discovered in the code. They discussed the River Terrace Boulevard issue with a multi-disciplinary team. Council President Snider commented that the city made policy decisions but did not consider the details. Mayor Cook asked if there was a reason not to allow other fees to be due upon occupancy permit issuance rather than up front. Mr. LaFrance said the primary reason is that building permit issuance is when the city has the most leverage. City Manager Wine clarified that leverage implies that the applicant will meet conditions. Mayor Cook asked why multi-family developers can pay the TDT at occupancy rather than at permitting and Mr.LaFrance said there was a reason but he will need to get back to council on that. He clarified for Councilor Henderson that the city does not give credits on reimbursements. He added that for these code changes reimbursement is not an issue. City Manager Wine said this will return to council for a public hearing on June 14, 2016. 6. NON AGENDA ITEMS None. * EXECUTIVE SESSION At 7:55 p.m. Mayor Cook announced that the Tigard City Council would be entering into Executive Session to discuss real property negotiations under ORS 192.660 (2) (e). He said the council will adjourn from Red Rock Creek Conference Room after the Executive Session immediately after the Executive Session. 7. ADJOURNMENT At 8:15 p.m. Council President Snider moved for adjournment. Councilor Goodhouse seconded the motion and all voted in favor. Yes No Mayor Cook ✓ Councilor Goodhouse ✓ Councilor Henderson ✓ Council President Snider ✓ Councilor Woodard ✓ Carol A. Krager, City Rec der Attest: 6& John L. C ,Mayor AG_ANN D e TIGARD CITY COUNCIL MINUTES --May 17, 2016 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 www.tigard-or.gov Page 6 of 6