12/09/2015 - Packet ■ Completeness Review
for Boards, Commissions
and Committee Records
CITY OF TIGARD
CCAC - City Center Advisory Commission
Name of Board, Commission or Committee
December 9, 2015
Date of Meeting
I have verified these documents are a complete copy of the official record.
Joe Patton,Meeting Secretary
Print Name
691
gnature
January 14, 2016
Date
City of Tigard
City Center Advisory Commission Agenda
MEETING DATE/TIME: December 9, 2015 — 7:05 to 8:30 p.m.
MEETING LOCATION: Red Rock Creek Conference Room, 13125 SW Hall Blvd., Tigard, OR 97223
NOTE: Community Meeting for Main Street/Fanno Creek Clean-up Grant will be held 6:00 —7:00 p.m.
in Tigard Town Hall immediately before CACC meeting. Please plan to attend.
1. CALL TO ORDER Carine 7:05
Welcome and Introductions
2. CONSIDER MINUTES Carine 7:10
3. NON-AGENDA ITEMS/PUBLIC COMMENT Carine 7:15
4. CCAC GOALS AND RETREAT PLANNING Carine and Linh 7:20
5. CCAC BY-LAWS DISCUSSION Carine and Sean 7:40
Formal action to be taken at future meeting
6. EPA BROWNFIELD GRANT LETTER OF SUPPORT Sean 7:50
Action item
7. CAPITAL IMPROVEMENT PLAN PROCESS Kenny Asher 7:55
8. NOMINATIONS FOR 2016 CCAC OFFICERS Carine 8:15
Election to be held January 2016
9. LIAISON REPORTS All 8:25
10. ADJOURNMENT Carine 8:30
*EXECUTIVE SESSION:The Tigard City Center Advisory Commission may go into Executive Session to discuss real property
transaction negotiations under ORS 192.660(2) (e).All discussions are confidential and those present may disclose nothing from the
Session.Representatives of the news media are allowed to attend Executive Sessions,as provided by ORS 192.660(4),but must not
disclose any information discussed.No Executive Session may be held for the purpose of taking any final action or making any final
decision.Executive Sessions are closed to the public.
Upcoming meetings of note:
Tuesday,January 12,7:30 p.m.,Appoint new CCAC members,Council Meeting,City Hall
Wednesday,January 13,6:30 p.m.,Regular CCAC Meeting,Town Hall
Tuesday,February 2,6:30 p.m.,joint CCAC-CCDA Board Meeting,City Hall
CITY CENTER ADVISORY COMMISSION AGENDA— December 9, 2015
City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 www.tigard-or.gov I Page 1 oft
CITY OF TIGARD
CITY CENTER ADVISORY COMMISSION
Meeting Minutes
December 9, 2015
Members Present: Carine Arendes (Chair),Linli Pao (Vice Chair),Joyce Casey,Lynn Scroggin,
Richard Shavey and Sherrie Devaney
Members Absent: Deanie Bush,Laura Fisher,Paul Miller, and Ravi Nagaraj (alternate)
Staff Present: Community Development Director Kenny Asher, Redevelopment Project Manager
Sean Farrelly, and Senior Administrative Specialist Joe Patton
Others Present: Councilor Marland Henderson, Council Liaison to the CCAC; Susan Pfahl;David
Walsh; Sarah Villanueva; and Quinton Harold
1. CALL TO ORDER
Chair Arendes called the meeting to order at 7:05 pm. The meeting was held in the Tigard Red Rock
Conference Room, at 13125 SW Hall Blvd.Joe recorded the roll call.
2. CONSIDER MINUTES
The October 14 and November 18, 2015 CCAC Minutes and the October 14,2015 Tactical
Urbanism Discussion Minutes were approved.
3. NON-AGENDA ITEMS/PUBLIC COMMENT
A. Richard said he would like to discuss the Saxony property development at a future meeting and
would like to see as much residential use for this site as possible.
B. Joyce noted that she is working with the Tigard Youth Advisory Committee (TYAC) to work on
the Lending Library project along the Tigard Street Heritage Trail. They are meeting in January
and all are welcome.
4. CCAC GOALS AND RETREAT PLANNING
Carine stated that goal planning would take place in January,which will require additional time.After
discussion,it was agreed to start the meeting at 6:00 pm and end by 9:00 pm. She encouraged
members to think of ideas regarding what the CCAC would like to accomplish for 2016.
5. CCAC BY-LAWS DISCUSSION
Sean noted that there are a few minor issues to be addressed. The purpose of this topic is to gather
ideas on changes needed and the proposed changes will be presented for action at a future meeting.
The required composition of the CCAC has sometimes been difficult to meet due to the lack of
applicants meeting the specified requirements. Possible changes to composition include: allowing a
designated representative member for a business or property owner whose business or property is
within the City Center Urban Renewal District, allow a nonresident member if they have expertise in
an area beneficial to the CCAC and URD, and allow a member from another taxing jurisdiction such
as TVF&R. Other possibilities are to have a representative from a taxing district or a nonresident
with expertise in an area to have a non-voting role. The Tigard Transportation Advisory Committee
has a TVF&R voting member. Sean will research what other citizen advisory groups do. Another
suggestion is to postpone leadership elections until the second or third meeting of the year.
Page 1 of 2
CITY CENTER ADVISORY COMMISSION
December 9,2015
6. EPA BROWNFIELD GRANT LETTER OF SUPPORT
Sean stated that the CODA bought the Main Street/Fanno Creek properties to redevelop them into
public and private space and applied for an EPA cleanup grant. Part of the grant process is asking
nonprofits,board and committees in the City for letters of support stating how they will help
implement the project if the grant is received. If the grant is not received, the property will not be
developed for a while. It was unanimously agreed to allow Carine to make necessary changes to the
letter and to sign it on behalf of the CCAC.
7. CAPITAL IMPROVEMENT PLAN PROCESS
Kenny discussed the new transportation related CIP process utilizing the Strategic Plan to create a
standardized project evaluation.This allows the City to leverage limited local money as a match to
federal and state grants in a more organized manner with the matching funds set aside.The CTP
process described on the City's website needs updating.The CIP will be updated every two years
and a qualified list of projects for completion within the neat 12 to 15 years will be maintained and
compared to available grants to determine their priority.Denny suggested inviting Liz Harman, Safe
Routes To School program, to a future meeting. He also noted a new Urban Renewal Plan for the
Tigard Triangle is about 18 months away frons a public vote. Sean will arrange a Tigard Triangle
presentation at a future meeting. The Southwest Corridor project will connect the Tigard Triangle
area to downtown with a bridge for pedestrians,bicyclists and pedestrians.
S. NOMINATIONS FOR 2016 CCAC OFFICERS
Carine was nominated for Chair and Linli for Vice Chair the Commission for 2016. The willingness
of nominees to stand for office was confirmed. The elections will be held at the January meeting.
9. LIAISON REPORTS
A. Sean noted that the CCD.X liked the photos from the year in review and will use them as
part of a cit}-vide video..
B. There is a Southwest Corridor meeting regarding to discuss Tigard alignment options and
staff recommendations on_January 11,2015 from 9— 11 am.
10. ADJOURNMENT
The meeting was adjourned at 13:45 pm.
J oV Patton., CCAC Meeting Secretary
A=ST\Ca4fne Arendes, Chair
Page 2 of 2
i
UPCOMING MEETING
Main Street/Fanno Creek Cleanup
Grant CommunityMeeting
Wednesday, December 9 1 6-7 p.m.
City of Tigard Town Hall
(13125 SW Hall Blvd.)
The City Center Development Agency of the City of Tigard is applying for a
$400,000 grant from the U.S. EPA to clean up two publically owned properties
located at Main Street and Fanno Creek. Stakeholders can review and provide
feedback on the draft grant proposal, including the potential methods to clean
up the properties. For more information, go to www.tigard-or.gov/brownfields.
Z-- -I
City of Tigard
COMMUNITY DEVELOPMENT
13125 SW Hall Blvd.,Tigard,OR 97223
www.tigard-or.gov/brownfields
Sean Farrelly
Redevelopment Project Manager
503-718-2420
sewn@tigard-ongov
2015 Annual Report of the City Center Advisory Commission to the Board of the City
Center Development Agency
December 1, 2015
The City Center Advisory Commission (CCAC) adopted annual goals and objectives for calendar year 2015.
'lie annual agenda for the CCAC was largely devoted to developing and implementing the goals.This
report is organized around the adopted 2015 CCAC Goals and Objectives.
Goal 1 Support implementation of current City Center Urban Rene al projects and programs
Projects:
■ Ash/Burnham redevelopment
• Public space (Tigard St. Trail, Fanno Creek Park improvements, etc.)
• Gateway art
Attract additional development:
• Development incentives
Outcomes:
Staff provided the CCAC with regular updates on the progress of the Ash/Burnham redevelopment
project to add 165 housing units downtown. At the April 8' meeting the commission found that the
proposed development agreement met the criteria for public/private partnerships developed by the
CCAC in 2014. They recommended approval of the development agreement and urban reneival plan
amendments to the CCDA. A letter expressing the endorsement was provided to the CODA Board prior
to Board approval of the Ash/Burnham Disposition and Development agreement (DDA). CCAC
commissioners also attended the public open house for this project..
CCAC members actively participated in the public Tigard Street llesitage Trail concept design sessions.
Additionally, the CCAC reviewed the Tigard Street Heritage Trail concept at regular business meetings,
snaking suggestions that were incorporated into the presentation to Council.
After the city closed on the Saxony properties in July, members of the CCAC participated in the interview
panel to select the team led by Resolve Architecture to study site suitability for public space and mixed-
use development.A member of the CCAC provided input on the Saxony project goals at the hick-off
meeting for the study..
The CCAC endorsed the installation of the Gateway art and implementation of the. finalized Gateway
plans at the March 3,2015 CCDM meeting. Construction of the stone walls,landscaping,artwork
installation and lighting were completed in the fourth quarter of the year.
In 2014 the {CCAC investigated the effectiveness of development incentives and developed an incentive
matrix. The Ash/Burnham DDA incorporated incentives from the matrix,including property tax
abatement (VHDZ crane) and a SDC subsidy. A downtown Transit Oriented Development rate is
proposed for the new city-wide transportation SDC. Recommendations to adopt development incentives
were also incorporated into the commission's review of the Urban Renewal Plan (see Goal 3).
Gaal 2. Support planning for Medium/Long Term projects
Main St / Green St Phase 2
Qutcomes:
Phase 2 of the Main Street Green Street is in the Capital Improvement Plan (C IP) for FY 17-18.The
Commission continues to support the inclusion of the Main Street Green on the CIP and has
recommended that staff identify additional funding for this project.The estimated cost is $2.4 million.A
Metro grant will fund half,the source of other half needs to be identified.
The CCAC incorporated direction received from the CCDA at the joint meeting in February 2415
regarding improving the view from Highway 99 into this goal. Ideas generated to encourage
improvements through voluntary measures and visual examples of potential improvements were
presented to CCDA at the joint meeting in October.
Goal 3. Urban Rcnewal Plan review
Review City Center Urban Renewal Plan and prioritize future projects.
Outcomes:
The CCAC reviewed the City Center Urban Renewal Plan (URP) and URP projects over the course of
multiple meetings The Commission examined the progress of the plan and considered the
implementation of projects already completed. CCAC members participated in a prioritization exercise
for projects `snot yet completed",and developed policy and project recommendations for council
consideration.This review was formally presented in the report"Ten Years On"to the CCDA at the
joint meeting in October.
Goal 4. Communications
Continue to liaise with other city boards and committees, as well as other groups (i.e.Tigard
Downtown Alliance, S'l'y Corridor Plan, etc.),on issues related to Downtown
Consider a communications plan to proactively engage with the community on Downtown
issues
Outcomes:
The CCAC continued to maintain and improve its communications with other'hoards and cornxnissions.
one or more commissioners routinely attended meetings and/or monitored the agendas of the Park and
Recreation Advisory Board (PRAB),Tigard Transportation Advisory Committee (TTAC) and the TTAC
Bicycle and Pedestrian Subcommittee, The CCAC had two joint meetings with the Board of the CCDA
in 2015, The chair of the CCAC regularly attended CCDA Board meetings, including executive sessions,
and Council/CCDA's liaison regularly attends CCAC meetings.
1-he CCAC hosted members of the SW Corridor outreach team at the May 13`s business meeting and
offered comments regarding potential transit corridor alignments.
`rbe city's Communications Strategist attended the CCAC business meeting in September, Target
audiences were identified and initial communication messages were proposed. Tasks to continue to
formalize communications are likely to continue in 2016.
2
The City Center Advisory Commission looks forward to further progress in the year to come.
On behalf of the City Center Advisory Commission,
Carine rezxdes -`Linn Pao
Chair Vice-Chair
3
Tigard City Center Development Agency
The City of Tigard's Urban RenewalAgency
CODA M E M O R A N D U M
TO: Chair Arendes and the City Center Advisory Commission
FROM: Sean Farrelly, Redevelopment Project Manager
RE: Agenda Item 5: CCAC By-Laws Review
DATE: December 3, 2015
Section 2 of the City Center Advisory Commission By-Laws specifies the desired composition of
the Commission. The bylaws currently state:
2(a) The Commission shall consist of nine (9) members appointed by the City Council who are residents or own
businesses orproperty within the City Center Urban renewal District with the following representation if
possible.-
(1)
ossible.(l) At least two (2) business owners orproperty owners whose business orproperty is located within the
City Center Urban renewal District;
(2) Five (S)persons who are residents of Tigard and represent a cross-section of interests of the
community at large;
(3) One (1)person residing within or adjacent to the boundaries of the City Center Urban renewal
District;
(4) One (1)person with expertise in real estate development, urban planning or design, or affordable
housing
(5) Two (2) alternates (non-voting) including one (1) at large resident of Tigard, and one (1) business or
property owner from within the City Center Urban renewal District.
There are two potential changes to the by-laws that would increase the pool of eligible candidates.
One would be to amend 2(a)(1) to allow "designated representatives" of downtown business or
property owners to be considered for appointment. Right now, a general manger of a downtown
business (who is not the owner) who is not a Tigard resident would not be eligible. It has often
been a challenge to find applicants who meet the qualifications and are willing to apply.
Another potential change would be to create a new category that would allow a non-resident with a
desired background to serve. For example, someone with a background in finance or development
who is not a Tigard resident. This could also accommodate a taxing jurisdiction requesting
representation,which is common in other cities urban renewal advisory committees. Tualatin Valley
Fire and Rescue at one point had been interested in becoming a member of the CCAC. In all cases
candidates would still be interviewed by the Mayor and Council liaison and appointed by Council.
These changes will be discussed at the next CCAC meeting. Please review the current by-laws to see
if there are other changes that should be considered.
Model by-laws
In January the CCAC will be requested to review additional proposed changes to conform to the
City's Board, Commission, and Committee Model By-laws. The model by-laws were actually based
on the CCAC by-laws, so there are only a few required changes relating to the Code of Conduct,
use of electronic devices during meetings, etc.
All changes to the by-laws must be approved by City Council, after the Commission makes a
recommendation.
2
■ CITY OF TIGARD
BOARD, COMMISSION,AND COMMITTEE
. MODEL BY-LAWS
• The model bylaws were developed using the CCAC and Tree Board Bylaws.
• The model bylaws serve as a guide for boards.
• Section headings should remain the same for all boards.
• Each board has the discretion to revise the model bylaws before adoption with the exception of the areas
below highlighted in yellow.
SECTION I. CHARGE AND DUTIES
A. The (insert board name) hereafter referred to as the "Board" shall have no powers except as
conferred by resolution, City Charter, Tigard Municipal Code, or the Oregon Revised
Statutes.
B. It shall be the function of the (insert board name) to act as an advisory body to the City
Council.
C. The Board and its members shall conduct itself in a manner that's in keeping with applicable
federal, state, and local laws pertaining to conduct and ethics and the City of Tigard Code of
Conduct. Any violation of the provisions of such laws shall be grounds for removal from
office.
D. The (insert board name) is charged with advising the City Council on matters pertaining to:
• List mission and duties of board.
E. The Board may form subcommittees to investigate areas relevant to its charge or duties
pursuant to this section.
• List provisions for forming subcommittee.
SECTION II. COMPOSITION
A. The Board shall consist of (insert # of members) appointed by the City Council with the
following representation:
• State whether members must be a resident, have a certain expertise, live in a certain
area, etc.
B. Membership may temporarily drop below required minimums due to resignations and/or
difficulty in recruiting qualified applications.
SECTION III.APPOINTMENTS
A. Council shall fill vacancies with individuals who meet the compositional requirements listed
in Section II.
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■ CITY OF TIGARD
BOARD, COMMISSION,AND COMMITTEE
MODEL BY-LAWS
B. Appointments of at-large members shall be made the City Council, with recommendations
from the Mayor.
SECTION IV.TERM OF OFFICE
A. Board members serve for a term of(insert term length) beginning (insert beginning date) on
the year of appointment.
B. Any vacancy in the Board shall be filled by appointment by the Council and Mayor for the
unexpired portion of the term. The unexpired portion of a term does not count towards the
fulfillment of the maximum number of allowed terms.
C. Members may be reappointed for up to (insert# of consecutive terms) consecutive terms.
D. Members shall receive no compensation for their services. (Note whether reimbursements
are given for trips, conferences, etc.)
E. An individual board member may not act in an official capacity except through the action of
the board.
F. A member who seeks to resign from the Board shall submit a written resignation to the chair
of the Board, the staff liaison, or the city recorder's office. If possible, the resignation should
allow for a thirty (30) day notice so the City Council can appoint a replacement.
SECTION V. ORGANIZATION OF THE BOARD
A. At its first meeting of the year, and thereafter annually, the Board shall elect a Chair from its
members who shall hold office at the pleasure of the Board.
i. Chair. The chair shall have general directional powers over the Board. The
chair shall preside at all meetings and, in consultation with support staff, set
the agendas and notify the board of all meeting times and place. The chair
shall also be an ex-officio member of all subcommittees and shall be the sole
spokesperson for the Board unless this responsibility is delegated to support
staff.
(Insert other applicable officers such as vice-chair, secretary, etc.)
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CITY OF TIGARD
BOARD, COMMISSION,AND COMMITTEE
MODEL BY-LAWS
B. If the Chair should resign, the Board shall, at its next meeting, conduct an election and
provide a replacement to fill the unexpired term.
C. Staff liaisons are the primary contacts for City of Tigard boards and the primary interface
between these bodies and the City Council, City Manager, and departments. Besides serving
as a technical resource, staff liaisons are responsible for meeting logistics, member
recruitment and recognition, recordkeeping,and monitoring board effectiveness.
SECTION VI.MEETINGS
A. The regular meeting of the Board shall be held on the (insert meeting day/how often) of
each month at (insert time), at (insert location) unless otherwise determined by the Board. If
the regular meeting day is a holiday,the meeting will be held on (insert alternative date).
B. The Board shall meet (insert frequency of meetings during a calendar year) at a time and
place that is specified at least five (5) days in advance.
C. The parliamentary authority for the Board is Roberts Mules of Order Revised, except where
superseded by these bylaws or local, state, or federal law.
D. The Chair may call a special meeting, and the Chair shall call a special meeting if requested
by three or more members. The call shall state the purpose of the meeting. Notice of a
special meeting must be in writing and communicated to all members at least (insert # of
days) before the meeting.
E. Agendas and minutes shall be posted for public notice on the City of Tigard web page and in
the lobby of City Hall in compliance with Oregon Public Meetings Law. All meetings shall
be open to the public.
(If applicable, include policy on Exec Session)
F. A majority of votes of Board members present shall determine the official position of the
Board on a given issue. Alternates are not allowed to vote under any circumstances.
G. The Chair shall vote on all matters before the Board unless having declared a conflict of
interest.
H. Board members shall not send or receive electronic communications concerning any matter
pending before the Board during a Board meeting.
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■ CITY OF TIGARD
BOARD, COMMISSION,AND COMMITTEE
. MODEL BY-LAWS
I. Board member shall not use electronic communication devices to review or access
information regarding matters not in consideration before the Board during a Board
meeting.
SECTION VII. BOARD MEMBER RESPONSIBILITIES
Members of the Board shall: (insert specific responsibilities, examples listed below)
A. Regularly attend meeting and contribute constructively to discussions,
B. Consider and discuss issues from a Citywide perspective, as well as that of particular stakeholder or interests,
C. Strive to reach consensus on matters under consideration
D. Act with respect and consideration for the vienpoint of others
E. Members shall not make representations on behalf of the City of Tigard or Board whether
intentional or not,without authorization.
SECTION VIII.ATTENDANCE
If a member is unable to attend a meeting,he or she is expected to notify the Chair. If a member has
(insert # of allowable unexcused absences) regularly scheduled meetings within one year, the issue
shall be placed on the upcoming agenda, and upon majority vote of the Board members present that
position shall be declared vacant. The Board shall forward its action to the Mayor and Council,who
shall fill the vacant position.
SECTION IX.QUORUM
At any meeting of the Board, a quorum shall be a majority of the current members (excludes
alternates) of the Board. No action shall be taken in the absence of a quorum except that the
meeting may continue with discussion on agenda items. For the purposes of forming a quorum,
members who have disqualified or excused themselves from participation in any matter shall be
counted as present.
In the event a quorum will not be present at any meeting, the Chair or Vice Chair shall notify the
Board members in advance so that a decision may be made whether to meet and take no action on
agenda items or to reschedule to a different time.
SECTION X.REMOVAL OF MEMBERS
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■ CITY OF TIGARD
BOARD, COMMISSION,AND COMMITTEE
.
z� MODEL BY-LAWS
A. The City Council may remove members of the Board in accordance with Section VIII
Attendance.
B. The Council may also remove members, when, in its judgment the conduct of a member
does not conform to the City of Tigard Code of Conduct for Boards, Commissions and
Committees or based on other conduct unbecoming a representative of the City.
C. The Board may make a recommendation to Council for the removal of a member in
accordance with Section VII Member Responsibilities. The Board shall forward a
recommendation for replacement to the Mayor and Council in a timely manner.
SECTION XI.ANNUAL REPORT OF THE BOARD
A. Not later than (insert deadline for submitting annual report), the Board shall prepare and file
its Annual Report to the City Council.
B. The Annual Report shall include a summary of key activities and proceeding and any specific
suggestions or recommendations which the Board believes would be noteworthy to the
Council.
C. The Annual Report shall not be submitted unless approved by the Board.
SECTION XII.AMENDMENTS
These bylaws are adopted by resolution of the Tigard City Council, are binding on the Board, and
may be amended by the City Council. Boards may propose amendments for Council consideration.
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