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City Council Packet - 02/25/20201,1 . (:itt-o Tigard TIGARD Tigard Business Meeting—Agenda TIGARD CITY COUNCIL& LOCAL CONTRACT REVIEW BOARD MEETING DATE AND TIME: February 25,2020 - 6:30 p.m. Study Session; 7:30 p.m. Business Meeting MEETING LOCATION: City of Tigard-Town Hall - 13125 SW Hall Blvd.,Tigard, OR 97223 PUBLIC NOTICE: Anyone wishing to speak on an agenda item should sign on the appropriate sign-up sheet(s). If no sheet is available, ask to be recognized by the Mayor at the beginning of that agenda item. Public Comment items are asked to be two minutes or less. Longer matters can be set for a future Agenda by contacting either the Mayor or the City Manager. Times noted are estimated;it is recommended that persons interested in testifying be present by 7:15 p.m. to sign in on the testimony sign-in sheet. Business agenda items can be heard in any order after 7:30 p.m. Assistive Listening Devices are available for persons with impaired hearing and should be scheduled for Council meetings by noon on the Monday prior to the Council meeting. Please call 503-718-2419, (voice) or 503-684-2772 (TDD -Telecommunications Devices for the Deaf). Upon request, the City will also endeavor to arrange for the following services: Qualified sign language interpreters for persons with speech or hearing impairments; and Qualified bilingual interpreters. Since these services must be scheduled with outside service providers,it is important to allow as much lead time as possible. Please notify the City of your need by 5:00 p.m. on the Thursday preceding the meeting by calling: 503-718-2419 (voice) or 503-684-2772 (TDD -Telecommunications Devices for the Deaf). SEE ATTACHED AGENDA VIEW LIVE VIDEO STREAMING ONLINE: htto://www.tieard-or.eov/city hall/council meeting.oho CABLE VIEWERS: The regular City Council meeting is shown live on Channel 28 at 7:30 p.m. The meeting will be rebroadcast at the following times on Channel 28: Thursday 6:00 p.m. Sunday 11:00 a.m. Friday 10:00 p.m. Monday 6:00 a.m. 114 'I City of Tigard Tigard Business Meeting—Agenda TIGARD TIGARD CITY COUNCIL&LOCAL CONTRACT REVIEW BOARD MEETING DATE AND TIME: February 25,2020 - 6:30 p.m. Study Session; 7:30 p.m. Business Meeting MEETING LOCATION: City of Tigard-Town Hall- 13125 SW Hall Blvd.,Tigard, OR 97223 6:30 PM 1. STUDY SESSION A.DISCUSS AND CLARIFY COUNCIL GOAL 4.2 ANNEXATION 6:35 p.m. estimated time B.COUNCIL LIAISON REPORTS 7:30 PM 2. BUSINESS MEETING A.Call to Order B.Roll Call C.Pledge of Allegiance D.Call to Council and Staff for Non-Agenda Items 3. PUBLIC COMMENT (Two Minutes or Less, Please) A.Follow-up to Previous Public Comment B.Public Comment—Sign Up Sheet 4. CONSENT AGENDA: (Tigard City Council,Local Contract Review Board) The Consent Agenda is used for routine items including council meeting calendars, appointments to boards and committees and approval of contracts or intergovernmental agreements. Information on each item is available on the city's website in the packet for this meeting.These items may be enacted in one motion without separate discussion. Council members may request that an item be removed by motion for discussion and separate action. Motion to: A.APPROVE CITY COUNCIL MINUTES: September 24, 2019 October 8, 2019 October 15,2019 October 22, 2019 B.AWARD ENTERPRISE LICENSE AGREEMENT (ELA) TO ENVIRONMENTAL SYSTEMS RESEARCH INSTITUTE,INC. (ESRI) FOR GEOGRAPHIC INFORMATION SERVICES (GIS) CORE SOFTWARE Consent Agenda-Items Removed for Separate Discussion:Any items requested to be removedfrom the Consent Agenda for separate discussion will be considered immediately after the Council/Town Center Development Agency has voted on those items which do not need discussion. 5. CONSIDER A RESOLUTION APPOINTING DEPUTY CITY RECORDER 7:35 p.m. estimated time 6. CONTRACT AWARD TO RCH STUDIOS FOR UNIVERSAL PLAZA ACTIVATION, DESIGN AND PROJECT MANAGEMENT PROJECT 7:40 p.m. estimated time 7. NON AGENDA ITEMS 8. ADMINISTRATIVE REPORT 9. EXECUTIVE SESSION:The Tigard City Council will go into Executive Session to review a Public Official under ORS 192.660(2)(i). 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. 7:55 p.m. estimated time 10. ADJOURNMENT 8:40 p.m. estimated time AIS-4118 1. A. Business Meeting Meeting Date: 02/25/2020 Length (in minutes): 20 Minutes Agenda Title: Discuss and Clarify Council Goal 4.2 Annexation Prepared For: Gary Pagenstecher, Community Development Submitted By: Gary Pagenstecher, Community Development Item Type: Update, Discussion, Direct Staff Meeting Type: Council Business Mtg Study Sess. Public Hearing: No Publication Date: Information ISSUE Pursuant to Council Goal 4.2, initiate listening sessions with residents of unincorporated areas, within the urban growth boundary, about the opportunity for annexation. STAFF RECOMMENDATION / ACTION REQUEST Staff recommends that City Council lead a listening session and be available for questions at one established Community Participation Organization meeting in each of the unincorporated areas (CPO 4B and 4M). KEY FACTS AND INFORMATION SUMMARY To best accomplish Council Goal 4.2, staff recommends that Council lead two listening sessions with established Community Participation Organizations (CPOs) in unincorporated areas. This will provide Council an opportunity to learn and listen in an open forum. Since CPOs are led by volunteers who serve the community, they will give the Council insight into the unincorporated areas knowledge and interest level of annexation. Staff can arrange these sessions with the CPOs. Council Goal 3.1, expanding the City's urban growth boundary to include South River Terrace Area, will be starting this year and will include extensive outreach to South River Terrace residents and adjacent property owners, many of which are in unincorporated Washington County. Having two simultaneous projects occurring in the area will conflate the goals and could confuse area residents to the detriment of both Council Goals. Concept Planning for South River Terrace should be completed in 2021 in time for Metro to expand the UGB in South River Terrace by Summer of 2021. City Council and staff could conduct more extensive outreach and listening sessions in unincorporated areas in conjunction with South River Terrace annexation to occur after the Urban Growth Boundary is expanded by Metro. OTHER ALTERNATIVES Postpone listening sessions until outreach associated with South River Terrace annexation, which is likely to occur in fall or winter of 2021. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS 2019-2021 Tigard City Council Goals Goal 3: Ensure Tigard grows and develops in a smart and inclusive manner. Goal 4: Enhance two-way communication to understand community priorities and involve the community in the decision-making process. DATES OF PREVIOUS COUNCIL CONSIDERATION February 12, 2019 — Council Goal Setting Attachments No files) attached. I f IIIIIII j\\ OA s I B= 7-------------- 7- N1 w. 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'1111111 la 1111111111 NI 0008050 Nl"400800N1ad5 .} N1 aa0AlY 1x11111111.01 uxnnu 1 d7 3rna Hill HI11x11I IIIx1111xIlllx i s re"..", VIII IIN1111111111111/N11 l/1 111 i r m a dpi i 111111111 7111111111N11111111 1 17-0 dit AGENDA ITEM 2. 5/i 64--pFebruary 25, 20204e- 1 PUBLIC COMMENT 5i9e-aLimitedto2minutesorless, please) TI GARD The Council wishes to hear from you on other issues not on the agenda but asks that you first try to resolve your concerns through staff. This is a City of Tigard public meeting, subject to the State of Oregon's public meetings and records laws. All written and oral testimony becomes part of the public record The names and cities ofpersons who attend or participate in City of Tigard public meetings will be included in the meeting minutes, which is a public record. Name: City of Residence: Phonetic Pronunciation: Topic: Staff Contact(s) —Required Optional— Ifyou'd like staff to be able to contact you about your topic,please provide at least one way to contact you. Email: Phone: Address:City/State/Zip: Name: City of Residence: Phonetic Pronunciation: Topic: Staff Contact(s) — Required Optional— Ifyou'd like staff to be able to contact you about your topic,please provide at least one way to contact you. Email: Phone: Address:City/State/Zip: Page 1 AIS-4200 4. A. Business Meeting Meeting Date: 02/25/2020 Length (in minutes): Consent Item Agenda Title: Approve City Council Meeting Minutes Submitted By: Carol Krager, Central Services Item Type: Motion Requested Meeting Type: Consent Agenda Public Hearing: No Publication Date: Information ISSUE Approve City Council meeting minutes. STAFF RECOMMENDATION / ACTION REQUEST Approve minutes as submitted. KEY FACTS AND INFORMATION SUMMARY Attached council minutes are submitted for City Council approval: September 24, 2019 October 8, 2019 October 15, 2019 October 22, 2019 OTHER ALTERNATIVES N/A COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION N/A Attachments September 24, 2019 Minutes October 8, 2019 Minutes October 15, 2019 Minutes October 22, 2019 Minutes City of Tigard l-g , Tigard City Council Meeting Minutes September 24, 2019 STUDY SESSION A. EXECUTIVE SESSION: At 6:30 p.m. Mayor Snider announced that the Tigard City Council would enter an Executive Session called under ORS 192.660 (2) (e) to discuss real property negotiations. The Executive Session ended at 7:05 p.m. B. COUNCIL LIAISON REPORTS: Councilor Anderson reported on the Chamber of Commerce event held at the Library and the Police Department Open House. Councilor Lueb commented that the feedback given at the Police Open House was good and visitors had many questions. Council President Goodhouse said there may be two levy renewals on the May ballot from Washington County. He testified in favor of two projects to be included as Tier 1 in the T2020 Transportation Funding Measure, Highway 217 and Highway 99W. City Manager Wine noted that Senior Transportation Planner Roth would be discussing efforts to move 99W from a Tier 2 to Tier 1 project. Mayor Snider asked if Council was interested in rotating attendance at each Chamber Morning Update. City Manager Wine said Executive Assistant Bengtson could help with scheduling. Council was on board for this. Mayor Snider noted that the SW Corridor meeting was covered by television reporters. He said cost cutting measures include reducing travel lanes on Barbur Boulevard.The SWC Steering Committee wants to know what the impact is of lane reduction in SW Portland. He said people favorable to the project do not want lanes taken off Barbur Boulevard, so support is eroding for the entire project. Council President Goodhouse added that three of four concept scenarios do not show light rail going all the way to Bridgeport. Administrative Items: City Manager Wine said the City applied for an RFFA grant in the amount of$550,000 for the Red Rock Creek Trail and Bull Mountain Road Complete Streets &Sidewalks projects. Input is needed at the Metro hearing which will occur while Council will be at the League of Oregon Cities. There is an opportunity for written testimony through October 7. TIGARD CITY COUNCIL MEETING MINUTES — September 24, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov 1 Page 1 of 8 1. BUSINESS MEETING A. At 7:32 p.m. Mayor Snider called the Tigard City Council and Local Contract Review Board to order. B. City Recorder Kruger called the roll. Present Absent Councilor Newton Councilor Lueb Councilor Anderson Mayor Snider Youth Councilor Turley Council President Goodhouse V C. Mayor Snider asked everyone to stand and join him in the Pledge of Allegiance. D. Mayor Snider asked Council and Staff for Non-Agenda Items—None 2. CITIZEN COMMUNICATION A. Follow-up to Previous Citizen Communication—There was none. B. Tigard Area Chamber of Commerce—CEO Mollahan gave an update on Chamber activities and events. Leadership Tigard will begin October 7 with a full-day class and the largest group to date. Five new businesses have joined the Chamber. There are five Sundays remaining to patronize the Tigard Farmers Market this fall. Trick or Treat Main Street will be on October 31. The Street Fair and Latino Festival were very well attended. Mayor Snider asked for a head count. CEO Mollahan said crowds seemed steadier than in the past, but she had no official count. C. Citizen Communication—Sign-up Sheet. Mr. Dan Quello, owner of the historic Shaver-Billyeu house requested Council's help. He noted that he has worked tirelessly to restore,preserve and make the historic house available to the public and has hosted many charitable events there. He said a five-lot subdivision is planned between their home and Cook Park. The developer wants to take down the rows of large trees which would create a radical change in their view. He showed a photo of the view to the south. He said his attorney advised him to speak to Council. A simple change in the number of homes built would enable the trees to remain and reduce traffic congestion along 92'd Avenue,where parking is already difficult. He added that keeping the trees would preserve the look and feel of this special place. He said he thought of Greta Thunberg who addressed the United Nations calling on everyone to care for the planet and for its trees. He asked Council to do what they could to step in and find a way to preserve the trees. Mayor Snider asked Community Development Director Asher to speak with Mr. Quello. TIGARD CITY COUNCIL MEETING MINUTES — September 24, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov 1 Page 2 of 8 3. CONSENT AGENDA (Tigard City Council&Local Contract Review Board) A. APPROVE CITY COUNCIL MINUTES July 9, 2019 July 24, 2019 August 20, 2019 September 3, 2019 B. PROCLAIM NATIONAL PREPAREDNESS MONTH C. LOCAL CONTRACT REVIEW BOARD: CONSIDER CONTRACT AWARD FOR OWNER'S REPRESENTATIVE/PROJECT MANAGEMENT SERVICES — UNIVERSAL PLAZA AND FANNO CREEK OVERLOOK Council President Goodhouse asked for a brief presentation on the contract award. Redevelopment Project Manager Farrelly said there are major urban renewal projects coming up and bringing on an owner's representative will help manage the scope,budget and timeline. He said the firm has managed many complex projects to completion such as Pioneer Courthouse Square. Councilor Newton moved to approve the Consent Agenda and Councilor Lueb seconded the motion. Mayor Snider conducted a vote and the measure passed unanimously. Yes No Councilor Newton Councilor Lueb Councilor Anderson Mayor Snider Council President Goodhouse 4. RECEIVE BRIEFING ON PACIFIC HIGHWAY COMPREHENSIVE PLAN SCOPING PROJECT Senior Transportation Planner Roth briefed Council on a collaborative,partnership-oriented approach to obtain funding for a comprehensive plan for the Pacific Highway 99W corridor from Tigard to Sherwood. The City of Tigard is working with Washington County, ODOT, King City, Sherwood and Tualatin to address the performance of this important corridor. The project provides an opportunity to convert a liability into a modern,multi-modal, safe road. Mr. Roth said the genesis of the scoping project was the omission of Pacific Highway as a Tier 1 project in the upcoming Metro-led T2020 Regional Transportation Funding measure. Pacific Highway sees approximately 48,000 daily trips, serves as a bus corridor and provides access to jobs, housing and commerce. Approximately 70,000 people live within one mile of Highway 99W and this will increase as the region grows. Despite this, analysis by Metro staff and T2020 Task Force Committees identified Highway 99W as a Tier 2 corridor, making it unlikely to be included for TIGARD CITY COUNCIL MEETING MINUTES — September 24, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov 1 Page 3 of 8 funding in the package referred to voters in November 2020. This omission raised the ire of local jurisdictions and a coalition was formed to question why this corridor was not deemed a Tier 1 project. Although it is unlikely to be funded through T2020, the coalition is funding a scoping project that enables the communities to have a meaningful discussion on the future of the highway and surrounding areas. The City of Tigard is taking a lead role in identifying the funding to support this study and CFM Strategic Communications has been engaged to help secure state funding during the 2020 legislative session. ODOT is supplying the resources and Tigard is helping develop a strategy to seek funding. Councilor Newton said the strategy is to cover the bases because it may not become a Tier 1 project. Councilor Lueb said she drives 99W to work in Portland and said there are many spots that are dangerous for cyclists. She said she was encouraged by the cities taking a proactive look forward. Mayor Snider said this topic started with elected officials when mayors and county elected officials discussed the tier rating and were not pleased. He noted that a lot of work has been done to get the coordinated study going 5. CONSIDER AMENDMENTS TO TIGARD TRANSPORTATION ADVISORY COMMITTEE BYLAWS Senior Transportation Planner Roth presented this agenda item regarding amendments to the TTAC bylaws reflecting changes to their charge, committee composition and minor housekeeping items. They recommend adding the Complete Streets Policy Implementation to the list of TTAC advisory activities. He said the TTAC played an integral role in developing the Complete Streets Policy and during that process it became apparent that the committee should include users of all forms of transportation. In that spirit,incorporating bike,pedestrian and transit advocates as TTAC members will ensure recommendations inclusive of all roadway users. He acknowledged TTAC members present in the audience. Councilor Newton said she supported the changes but advised keeping topics in the bylaws broad and recommended not putting the meeting time into bylaws, for example. Councilor Anderson moved to approve Resolution No 19-36. Council President Goodhouse seconded the motion. City Recorder Krager read the number and title of the resolution. Mayor Snider conducted a vote and the motion passed unanimously. Resolution No. 19-36 —A RESOLUTION OF THE CITY COUNCIL AMENDING THE BYLAWS OF THE TIGARD TRANSPORTATION ADVISORY COMMITTEE(TTAC) Yes No Councilor Newton Councilor Lueb Councilor Anderson Mayor Snider Council President Goodhouse TIGARD CITY COUNCIL MEETING MINUTES — September 24, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov 1 Page 4 of 8 6. RECEIVE UPDATE ON LOCAL OPTION LEVY PLANNING City Manager Wine introduced the local option levy project team:Assistant City Manager Nyland, Police Chief McAlpine, Central Services Director Robinson, and Communications Manager Wyatt. City Manager Wine said the team spent the summer soliciting outreach on what a levy package could look like and said she would present the Levy and Bond Task Force recommendations. There would also be an update on the status of facility planning and what is being considered for a future bond. Communications Manager Wyatt thanked the council for attending the Police Department Open House event. He recapped outreach efforts conducted during Phase I.The community was engaged at Concerts in the Park, Pop-up in the Park, Movies in the Park, Police Open House, Street Fair and Latino Festival. Staff and Council participated in a Tigard Chamber forum about the levy. The levy webpage and social media plan launched and a video was produced called Minutes Matter: Day in the Life of a Police Officer. Police Chief McAlpine reported on the Street Fair and Latino Fest and noted that people spent time at the City's booth holding conversations about the number of officers working on a shift which allowed staff to discuss services, or the lack thereof,provided currently. The Police Open House had a little over 400 attendees and this message was carried over,looking at the population growth of Tigard and the impacts and constraints police have providing service. They gave tours of the facility. She offered to engage with any interested group, no matter the size, because she has found that the education portion and conversations are invaluable. Communications Manager Wyatt said digital outreach included launching the levy webpage and a social media plan. On June 25 Council directed staff to do outreach on including Safe Routes to Schools in the levy. A survey was created on the engagement platform and a paper version in Spanish was completed for use at the Street Fair and Latino Festival. More than 215 community members completed the survey. 80 percent indicated they feel walking and biking are important in this community. 80 percent think the City should fund the neighborhood projects and 85 percent of survey respondents were likely to support a levy. Assistant City Manager Nyland is the staff liaison to the Levy and Bond Task Force which was originally convened in 2017 and recommissioned in 2019. Twelve of the original 17 members returned and Council appointed five new members in August. The group was going to meet three times and has met two times so far with a focus on discussing three questions: Which specific services do voters most value and would be willing to pay for? What information do voters need to better understand the finances, the services levels and the ask? What communication tools and messages are most effective in delivering the information? TIGARD CITY COUNCIL MEETING MINUTES — September 24, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov 1 Page 5 of 8 Ms. Nyland said the task force gave a critique of the last levy and the valuable lessons learned. They received an update on the City's finances from Finance and Information Services Director LaFrance and did a calculation exercise. Steps the City has taken to increase efficiencies were discussed along with proposed levy packages being considered for the May 2020 election. She said many issues the task force grappled with are the very same issues Council is concerned about. Clarity and specifics in the ballot language are important to them. Since space for police is an issue, they had questions about where additional police officers would be housed. They discussed a facilities bond. The task force stressed that voters need to be reminded how they will benefit if they vote yes. The task force valued Safe Routes to Schools and sidewalk projects. They spent a significant amount of time talking to Police Chief McAlpine about the department needs. They looked at collateral material from other campaigns and discussed how Washington County is possibly moving forward with a public safety levy on the same election. The task force urges using the word local, to distinguish between the two levies. Their last meeting is October 16 and the group wants to hear about communication refinements in Phase II. Communications Manager Wyatt said an important item in Phase II (October to January 2020) is administering two community surveys. City Manager Wine said the City has contracted with DHM Research to test messages, ballot title language and tradeoffs, such as talking about ten officers or eight officers, plus two. The first survey will be released next week. The second survey will test specific ballot title language and is planned for early December.The goal is to provide information to Council on whether to go to the voters in the May election. Communications Manager Wyatt said staff is preparing another video focusing on community connections. There will be city-wide mailers about the levy proposal and a link to an online tax calculator. Central Services Director Robinson discussed facility needs and said sizing information has been identified. The Police Department will look at it to make sure all their activities are covered in the recommended space. Staff is looking for potential sites. A few proposed sites were not optimal. One question was whether the City can build up from the existing buildings and the findings indicate only two floors could be added and this would not be adequate. She said Council will receive an update in November that will include renderings and drawings. Council President Goodhouse expressed concerns about adding the Safe Routes to Schools funding to the levy. He noted that when elected to Council he proposed a sidewalk gap funding program but thinks what is happening with the current levy is that sidewalks and public safety are two different topics. Sidewalk needs were added at the last minute and the most important thing now is to add more officers. He acknowledged the need but felt it would break it into too many segments and it would be ridiculous to have a separate three-cent levy. Councilor Newton is concerned about how long it takes to explain things. If she goes directly to the benefits it doesn't take very long. When she is specific about a SRTS project in a neighborhood it makes more sense. She often hears, "Just have the Chief decide where the officers should go," indicating they have a lot of faith in Police Chief McAlpine. She said she gets asked about using other funding for police and suggested talking about how other funding would work. TIGARD CITY COUNCIL MEETING MINUTES — September 24, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov 1 Page 6 of 8 Mayor Snider asked about using community policing for traffic enforcement. Chief McAlpine said going to district policing means they could make traffic stops while in between calls. We will have to test this and see if that is the case. Mayor Snider said some people want traffic saturation at each school during mornings. He asked why we would not just add two more officers. Council President Goodhouse said the tickets written would offset the salaries. Councilor Lueb asked Chief McAlpine if this was the actuality. Chief McAlpine responded that they could, but that the philosophy of justifying officers by having quotas and attaching them to a revenue stream was problematic. Councilor Lueb said communication should be very specific. In person communication is very different than surveys. She noted that using the map and the car erasers was impactful at the Street Fair booth. She suggested everyone use the most effective channel. She added that it is important for students to be able to safely cross streets and we need more reliable ways for kids to bike and walk to school. A lot of the traffic in the morning is school related and she was in favor of keeping SRTS in the levy. Councilor Anderson said continue on with the task force. He said once people read the third paragraph and find out that SRTS is only 3 cents it is very popular. Youth Councilor Turley said SRTS is incredibly important. The student body depends on sidewalks to get to and from school and would benefit from SRTS improvements. Mayor Snider said while people may spend an extra $10-$15 because they would get nice sidewalks, just doing a few crosswalks and connections may not get the same support. Council President Goodhouse suggested having two levies, one for police and the 3-cent one for SRTS. There would be two separate campaigns. City Attorney Rihala noted that any future renewal would need to same language so if there is a combination, the same amount for SRTS will need to be put in a renewal. City Manager Wine asked for clarification about allowing voters to choose and said the City would do well to not compete with itself on the ballot. Mayor Snider said he leaned towards addressing bike and pedestrian safety by adding an officer towards that effort and not including the sidewalk portion. He suggested there was too much at risk to chance adding confusion and the sidewalk expenditures would create renewal problems in the future. Assistant City Manager Nyland said staff will work on the language and she will email to Council the conversation held by the levy bond task force. One member felt strongly that putting in SRTS would encourage some to vote for the levy rather than the other way around. City Manager Wine said there will be regular check-ins with Council and staff will return in mid- November with the survey results. Mayor Snider asked that the feedback be quantified. TIGARD CITY COUNCIL MEETING MINUTES — September 24, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov 1 Page 7 of 8 7. NON-AGENDA ITEMS 8. EXECUTIVE SESSION: (Held during the Study Session.) 9. ADJOURNMENT At 9:01 p.m. Council President Goodhouse moved for adjournment and Councilor Newton seconded the motion. Mayor Snider conducted a vote and the motion to adjourn passed unanimously. Yes No Councilor Newton Councilor Lueb Councilor Anderson Mayor Snider Council President Goodhouse Carol A. Krager, City Recorder Attest: Jason B. Snider,Mayor Date TIGARD CITY COUNCIL MEETING MINUTES — September 24, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov 1 Page 8 of 8 ppll City of Tigard Tigard City Council Meeting Minutes X October 8, 2019 STUDY SESSION Council Present: Mayor Snider, Councilor Anderson, Council President Goodhouse, Councilor Lueb, Councilor Newton,Youth Councilor Turley Staff Present: City Manager Wine,Assistant City Manager Nyland, City Attorney Rihala, Public Works Director Rager, Public Works Executive Manager Goodrich, Finance and Information Services Director LaFrance, Community Development Director Asher and City Recorder Kroger A. DISCUSSION ON SOLID WASTE MANAGEMENT FRANCHISE Utility Manager Goodrich said staff was present to update Council on a rate comparison with nearby cities and continue the discussion on drop boxes and service complaints. He said the City does not handle complaints when received; they are routed to the haulers. Most have to do with missed service, either they forgot to put out their trash or the hauler missed it. Councilor Lueb referred to the Table in the October 3, 2019 memo to Council from Executive Manager Goodrich and asked why Sherwood's Pride Disposal rates were less than Tigard's. Mr. Goodrich said Pride is located in Sherwood so mileage may be the difference. He noted that with drop boxes there is a demurrage fee which is charged for the length of time the drop box is left at the address,whether daily,weekly or monthly. Some other jurisdictions have higher daily charges than Pride charges for drop boxes. Mayor Snider commented on what seemed to him to be a long renewal lead time. Mr. Goodrich said Tigard's Municipal Code originally had a ten-year franchise period, but it was changed to seven. He said any change would have to be made to the code. He said a six-year period allows a hauler to prepare for changes such as purchasing new equipment (business recycling compactors, for example). Mayor Snider asked if this franchise period was typical throughout the country and Mr. Goodrich said he did not know. Councilor Lueb noted that one council may be responding to a major issue with the hauler but by the time the franchise is being considered, there could be an entirely new council in place. Councilor Lueb said citizens have talked to her about the announcement Pride mailed to customers blaming the City for the fee increases; the City blamed Pride, and residents got frustrated. She said it did not feel like a partnership. Mr. Goodrich said the City could have a better communication plan. He said there is information on the website, but people need to know to go there for information. TIGARD CITY COUNCIL MEETING MINUTES — October 8, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov 1 Page 1 of 8 Councilor Anderson asked if the drop box service is used frequently. Finance and Information Services Director LaFrance said the 2018 figures show out of$13.25 million revenue of the two haulers combined, almost$4 million was franchise income for drop boxes, at 6.6%profit. Mike from Pride Disposal said seven years depreciation is based on a report that the county adopted, and all jurisdictions accepted. Some equipment is five years but trucks cost$350,000 and are depreciated over seven years. Councilor Newton said since the City does an annual review in March, she wanted to take a closer look at communication and other issues then. Mayor Snider asked if Tigard would have to wait seven years to exclude drop boxes. City Attorney Rihala said the process in the code is either by mutual agreement or through an advisory committee of which the haulers are a member. Mayor Snider said Council needs a better understanding of how they can have an impact. A long- term question is how to fix the issue of totes left on the walking paths. The City has received complaints, the haulers receive complaints and the media has asked about it. Public Works Director Rager said most of the offenders are residential and a reasonable way to address it is to put them out in the street but up against the curb. B. DISCUSSION ON POSSIBLE SOUTHWEST CORRIDOR ALIGNMENT CHANGES Community Development Director Asher said Mayor Snider and the SW Corridor Steering Committee will be voting in five weeks on the light rail alignment, likely the last vote of local significance for the project. TriMet is moving into the engineering phase for the project,which has a $400 million gap. He passed out a copy of four concept scenarios. Two of the scenarios assume the state will provide an additional$200 million and two show the project scope reduced by reducing lanes on Barbur Boulevard. Mayor Snider asked the Council for their input on the proposed scenarios. Councilor Anderson noted the impact the lane reductions will have on ten SW Portland neighborhoods. Council President Goodhouse is against the land reductions and advised keeping TriMet to their MOU to discuss a west of Hall Boulevard station. He is concerned about transit-oriented development on industrial sites. Councilor Newton wants no lane reductions on Barbur. She said public transportation needs to be better for the entire area and is concerned about how the Minimal Operating Segment (MOS) decision will be made. Councilor Lueb said that skinnying Barbur is not a good idea and fundamentally changes the infrastructure of the area. She did not want the area around Barbur and Tigard to become a place no one wants to live because it is too hard for people to get to work. The detrimental impacts to nearby areas must be considered. TIGARD CITY COUNCIL MEETING MINUTES — October 8, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov 1 Page 2 of 8 Mayor Snider noted that he was told the number of riders that drop off if the line does not go all the way to Bridgeport was 4,400 out of 43,000 riders. He said he was shocked at the small ridership impact overall because the rhetoric was that it had to go all the way to Bridgeport, or it could not be built. Mayor Snider said he heard that the project may not happen if it does not go to Bridgeport. He summarized Council input. They do not support Barbur Boulevard lane reductions. They prefer building the right project and if there is enough money to build to Bridgeport without Barbur lane reductions, an east of Hall Boulevard station is OK. Mayor Snider does not support the MOS with an east of Hall Boulevard station. Councilors Newton,Lueb and Anderson said they prefer a station west of Hall Boulevard but are not adamant about it. Administrative Items: 1. The National League of Cities Conference is coming up in November. City Manager Wine asked Council to let Confidential Executive Assistant Bengtson know if they are interested in attending. 2. City Attorney Rihala said a proceeding has been filed by Verizon to the FCC about whether the 270 fee for small cells is reasonable. City comments are needed that the $270 does not represent the actual cost to cities for full implementation. Council agreed that the City should comment. 1. BUSINESS MEETING IR A. At 7:35 p.m. Mayor Snider called the Tigard City Council meeting to order. B. City Recorder Krager called the roll. Present Absent Youth Councilor Turley x Council President Goodhouse x Councilor Newton x Councilor Lueb x Councilor Anderson x Mayor Snider C. Mayor Snider asked everyone to stand and join him in the Pledge of Allegiance. D. Call to Council and Staff for Non-Agenda Items —None. 2. CITIZEN COMMUNICATION A. Follow-up to Previous Citizen Communication—There was none. B. Tigard Area Chamber of Commerce—Community and Member Engagement Manager Jessica Love gave an update on Chamber activities. This year's Leadership Tigard class started today with 23 participants working on a simulated society exercise. Bowl-o-Rama will TIGARD CITY COUNCIL MEETING MINUTES — October 8, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov 1 Page 3 of 8 be on February 29. She invited the Council to form a team. The Tigard Downtown Alliance will host Main Street Trick or Treat on Halloween and the Holiday Tree Lighting is scheduled for December 6. She noted that seven members joined the Chamber in September. In response to a question from Councilor Lueb, Ms. Love said the Tigard Farmers Market did well this year, but weather was a challenge. C. Citizen Communication—No one signed up to speak. 3. CONSENT AGENDA (Tigard City Council&Local Contract Review Board) A. RECEIVE AND FILE 1. Council Calendar 2. Tentative Agenda B. CONSIDER AGREEMENT WITH NORTHWEST HOUSING AL IERNATIVES C. LOCAL CONTRACT REVIEW BOARD: CONSIDER CONTRACT FOR ON-CALL INFORMATION TECHNOLOGY SUPPORT AND OTHER RELATED SERVICES Councilor Lueb asked for a separate discussion on Item C. Council President Goodhouse moved for approval of the Consent Agenda with Item B and C removed for separate discussion. Councilor Lueb seconded the motion. Mayor Snider conducted a vote and the motion passed unanimously. Yes No Council President Goodhouse x Councilor Newton x Councilor Lueb x Councilor Anderson x Mayor Snider x Redevelopment Project Manager Farrelly said Consent Agenda Item B is an exclusive negotiating agreement with Northwest Housing Alternatives. Council is being asked to authorize the City Manager to sign the agreement which lays out the framework for upcoming negotiations for development of affordable senior housing on city-owned property. Council President Goodhouse moved for approval of the agreement with Northwest Housing Alternatives. Councilor Newton seconded the motion. Mayor Snider conducted a vote and the motion passed unanimously. TIGARD CITY COUNCIL MEETING MINUTES — October 8, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov 1 Page 4 of 8 Yes No Council President Goodhouse x Councilor Newton x Councilor Lueb x Councilor Anderson x Mayor Snider LCRB Consent Agenda Item C - IT Manager Nolop and Purchasing Specialist Greenberg were present to discuss this item. The motion before Council is to approve contracts to vendors responding to an RFP for on-call Information Technology and GIS services in various categories across the network. Staff identified efficiencies in doing a large block of contracts instead of seeking quotes and contracting for each one at a time as needs arise. Councilor Lueb noted that none of the contracts would be over$100,000 and asked for an estimate of the total. IT Manager Nolop said it will vary year by year and is pre-budgeted, mostly in the IT budget but some will come from individual departments. There is $142,575 in the IT budget and $95,000 earmarked for on-call services such as security audits. As the city grows, contracts that had been in the $5,000 range were now$15-30,000. He noted that a lot of the work is unanticipated. Councilor Lueb moved to approve the LCRB Contract for on-call IT Services and Council President Goodhouse seconded the motion. Mayor Snider conducted a vote and the motion passed unanimously. Yes No Council President Goodhouse x Councilor Newton x Councilor Lueb x Councilor Anderson x Mayor Snider x 4. CONSIDER RESOLUTION ACCEPTING A STREET PLUG TRANSFER FROM WASHINGTON COUNTY Assistant City Engineer Murchison gave the staff report. Washington County currently owns a small property recorded in the late seventies. There is a development underway and this street plug needs to become a dedicated right of way. Washington County approved the transfer to the City of Tigard and this resolution accepts the transfer. Councilor Newton asked about the location and Engineer Murchison said it is on 114th and North Dakota near the Brightwood Subdivision. Councilor Anderson moved to approve Resolution No. 19-37 and Councilor Lueb seconded the motion. City Recorder Krager read the number and title of the resolution and Mayor Snider conducted a vote. The motion passed unanimously. TIGARD CITY COUNCIL MEETING MINUTES — October 8, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov 1 Page 5 of 8 Resolution No. 19-37—A RESOLUTION ACCEPTING THE TRANSFER OF "TRACT A" OF "WINTERS ADDITION" FROM WASHINGTON COUNTY Yes No Council President Goodhouse x Councilor Newton x Councilor Lueb x Councilor Anderson x Mayor Snider 5. EXECUTIVE SESSION: At 7:48 p.m. Mayor Snider announced that the Tigard City Council was entering into an Executive Session to discuss exempt public records under ORS 192.660(2)(f). He said Council will return to Town Hall at the end of the Executive Session and reconvene in regular session. At 8:21 p.m. the Tigard City Council reconvened in Town Hall. 6. DISCUSSION REGARDING TIGARD'S STREET MAINTENANCE FEE Finance and Information Services Director LaFrance led the discussion. Staff recently reviewed the street maintenance fee administration and process and came up with a few recommendations. He gave the history of this funding source for the annual street maintenance program. The program has slowly increased the pavement condition index over the years. The way the fee is calculated is set in the code. The residential program is divided by number of residential households. For Commercial the number of required parking spaces is used in the calculation. Because changes have been made to the parking requirements in different areas, this is difficult to administer. Staff recommends using another way to come up with a different, standardized method using the I'1'h Manual, called trip generation. Staff is asking Council whether they wish to move to this method, which is used by nearby jurisdictions. Finance and Information Services Director LaFrance noted that in 2016 Council asked for the cap on parking spaces be removed for the 29 large business in Tigard that have more than 250 parking spaces. The idea was to use additional spaces to raise revenue. The cap was not removed at the time and the City of Tigard did not collect$140,000 of revenue per year. Council President Goodhouse asked how to amend the problem that the City was not paid. City Attorney Rihala suggested Council take no action and accept that this is foregone revenue. No billing was placed on the businesses. She said there is a policy decision on statute of limitations on taxes so she will investigate it. Councilor Newton asked how often the SMF is paid. Toby LaFrance said it is paid monthly and to move to the trip generation method would take one year. TIGARD CITY COUNCIL MEETING MINUTES — October 8, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov 1 Page 6 of 8 Mayor Snider asked council for their direction on future methodology. Councilor Anderson said trip generation is the future and recommended that staff move to it. He noted that most municipalities are already using this method. Councilors Lueb, Councilor Newton, Council President Goodhouse and Mayor Snider agreed. Mayor Snider asked Council what should be done in the interim and what should be done about the cap going backwards. Councilor Anderson said he did not think it advisable to go back and retroactively charge the businesses. He suggested explaining to them what they would have paid and communicate about the upcoming methodology. City Manager Wine said staff is not recommending that the City go back and charge the businesses to the 2016 level. The rationale for that decision is the impact on businesses. Councilor Lueb said it is unfortunate, and staff is probably frustrated with themselves. She said if it was a matter of back billing for a month or two it would be different than going back years and so the answer is that we do not go back and charge them. It is not their fault;it was our responsibility and we did not do it. Councilor Newton agreed that it was not a good idea to go back and charge the 29 businesses. She noted she was back charged by PGE once because they did not have their equal pay software running correctly. Council President Goodhouse asked what the legality was to go back. He wanted to implement the cap removal immediately or in 2020. Mayor Snider noted that this had already been passed by Council in 2016 so there was probably no reason to wait. Councilor Anderson supported a November start. Councilor Lueb asked if was the same 29 business originally affected by the cap, how much it would be, and how much of a shock it would be for those businesses. She said she was also OK with doing this in January Councilor Newton suggested sending a letter to the 29 businesses with their next utility bill, explaining what happened and giving them a heads up about the cap removal. Mayor Snider summarized that in the interim the method remains parking spaces. A letter will be sent to the 29 larger businesses. We will not be back billing and will start billing without the 250 cap in November. Councilor Lueb said to let them know that they were not billed for the extra previously although they could have, since 2016. Councilor Anderson advised letting people know in plenty of time that there is another change coming. 7. NON-AGENDA ITEMS None. 8. ADJOURNMENT At 8:47 p.m. Council President Goodhouse motioned for adjournment. Councilor Lueb seconded the motion. Mayor Snider conducted a vote and the motion passed unanimously. TIGARD CITY COUNCIL MEETING MINUTES — October 8, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov 1 Page 7 of 8 Yes No Council President Goodhouse x Councilor Newton x Councilor Lueb x Councilor Anderson x Mayor Snider x Carol A. Krager, City Recorder Attest: Jason B. Snider,Mayor Date TIGARD CITY COUNCIL MEETING MINUTES — October 8, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov 1 Page 8 of 8 Er„. City of Tigard Tigard City Council & TCDA Meeting Minutes i T October 15, 2019 ALJ la 1. BUSINESS MEETING A. At 6:30 p.m. Council President Goodhouse called the Tigard City Council and Town Center Development meeting to order. B. City Recorder Krager called the roll. Present Absent Mayor Snider Youth Councilor Turley Council President Goodhouse Councilor Newton Councilor Lueb Councilor Anderson C. Council President Goodhouse asked everyone to stand and join him in the Pledge of Allegiance. D. Call to Council and Staff for Non-Agenda Items—None 2. CITIZEN COMMUNICATION A. Follow-up to Previous Citizen Communication—None B. Citizen Communication—Sign-up Sheet. No one signed up to speak 3. CONSIDER RESOLUTION ON TIGARD SOUTHWEST CORRIDOR AFFORDABLE HOUSING PREDEVELOPMENT PROJECT WORKPLAN Redevelopment Project Manager Farrelly presented this agenda item. In 2017, staff began work on the Tigard SW Corridor Affordable Housing Predevelopment Project, funded by a Metro Equitable Housing Planning and Development Grant.The first phase was to engage with Tigard residents at risk of being displaced by rising rents. The second phase was identifying an affordable housing opportunity site near a proposed light rail station. The Senior Center site was selected as TIGARD CITY COUNCIL MEETING MINUTES — October 15, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov 1 Page 1 of 6 a site to study for 50 units of affordable senior housing. It was determined that such a project was feasible on this site. Staff issued a Request for Information for developers.Three organizations were interviewed, and Northwest Housing Alternatives was selected to negotiate a development agreement. The final phase of this grant is for Council to consider the adoption of a workplan to implement funding strategies and recommendations from the feasibility report. This plan is attached to the resolution and will guide and inform the development of the affordable senior housing on this site. Councilor Lueb moved for approval of Resolution No. 19-38. Councilor Anderson seconded the motion. City Recorder Krager read the number and title of the resolution. Resolution No. 19-38—A RESOLUTION ADOPTING A WORKPLAN TO IMPLEMENT THE STRATEGIES AND RECOMMENDATIONS OF THE TIGARD SOUTHWEST CORRIDOR AFFORDABLE HOUSING PREDEVELOPMENT PROJECT Council President Goodhouse conducted a vote and the motion passed unanimously. Yes No Mayor Snider absent) Council President Goodhouse Councilor Newton Councilor Lueb Councilor Anderson 4. CONSIDER APPROVAL OF AN AGREEMENT WITH METROPOLITAN LAND GROUP FOR URBAN RESERVE AREA PLANNING City Manager Wine presented the staff report. The agreement with Metropolitan Land Group MLG) is for land use planning for Tigard's urban reserves area. City Council Goal 3 is to ensure Tigard grows and develops in a smart and inclusive manner. An objective of this goal is to secure external resources to get concept planning done for River Terrace South and possibly River Terrace West. The city will direct the work and the agreement is a fairly detailed list of work and what it costs. Three positions will be needed—a senior planner in Community Development, a project engineer in Public Works and a senior management analyst in Finance. There will also be work done by the city attorney. It is recognized that some regular work will be disrupted. Councilor Newton complimented staff and MLG on the detailed scope of work and said the approach was the right way to go. She expressed concern that Council Goal 3 is technically not being met because there will be staff working on this and this will disrupt other work. Existing planners will be called to work on this project. She said she realizes that the city will be reimbursed but took issue with using the General Fund. She said she was also concerned about Council Goal Strategy 3.3, to make sure any future expansions of the city's urban growth boundary include employment land so that new growth and ongoing service costs to Tigard residents and businesses TIGARD CITY COUNCIL MEETING MINUTES — October 15, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov 1 Page 2 of 6 are balanced. Council has talked about having employment lands in River Terrace West but there is the issue about adding a lot of residential land which skews the balance. She did not recall they agreed to submit River Terrace West but it appears staff is saying it makes sense to plan them together. She added that she is interested in how much of the concept planning work was made necessary by the work King City is doing, and said she has no objection to planning but is worried about disrupting existing work and using General Fund money because the city is considering goingoutforalevy. City Manager Wine said employment land can only be planned for River Terrace West and staff is trying to strike a balance. Assistant Community Development Director McGuire said the agreement with MLG is set up for concept planning for both areas. The plan is to submit River Terrace South mid-cycle and it would be for residential only. Councilor Lueb said that makes sense but she also wants employment land and Council has been clear about that. City Manager Wine said the two planning and engineering staff may have less than full-time work and the city has other high priority work they can do, such as SW Corridor when they are not working on this project. Councilor Newton said the recent goal update showed that the MLG land survey work is beginninginJanuaryandwillwrapupthistimenextyear. She asked, "Are we jumping ahead with this?" Assistant Community Development Director McGuire said the timing would come together. The study will cover three different projects and includes this one. Councilor Anderson said the agreement is very detailed and, "if we get close to this, bravo!'He said the city has a willing partner with MLG and should take advantage of this. Councilor Lueb said it was clear that staff and the private developer put in a lot of work and it was helpful to read through the agreement details. She said it appears to meet the council goal. Council President Goodhouse said this has been in the works for years and is a good model of a partnership finding a solution, especially for a city with a tight budget. Councilor Newton said her biggest concern is the General Fund. She asked that it be flagged when staff is working on this and diverted from their regular work and services. Councilor Anderson moved to approve the agreement with Metropolitan Land Group for Urban Reserve Area Planning. Councilor Lueb seconded the motion. Council President Goodhouse conducted a vote and announced that the motion passed 3-1. Yes No Mayor Snider absent) Council President Goodhouse Councilor Newton Councilor Lueb Councilor Anderson TIGARD CITY COUNCIL MEETING MINUTES — October 15, 2019 City of Tigard 1 13125 SW Hall Blvd., Tigard, OR 97223 www.tigard-or.gov 1 Page 3 of 6 5. PUBLIC HEARING: CONSIDER APPROVAL OF RESOLUTION FOR FIRST QUARTER SUPPLEMENTAL BUDGET A. Council President Goodhouse opened the public hearing. B. Council President Goodhouse announced that anyone may give testimony and a sign-up sheet was at the front of the room. C. Senior Management Analyst Kang and Finance and Information Services Director LaFrance presented this item. Mr. Kang described each change in City Management, Central Services, Finance and Information Services, Police, and the Public Works Depat hent and the Capital Improvement Plan. D. Public Testimony—No one testified. E. Response to public testimony—None F. Council President Goodhouse closed the public hearing. G. Council Discussion and Consideration of Resolution No. 19-39. Councilor Lueb acknowledged staff for the pay equity work. She asked about the vacation payout for the Parks and Recreation Manager and Finance and Information Services Director LaFrance said the city does budget for leave that has been earned and the money set aside needs to be appropriated. Councilor Lueb moved to approve Resolution No. 19-39. Councilor Newton seconded the motion. City Recorder Krager read the number and title of the resolution. Council President Goodhouse conducted a vote and the motion passed unanimously. Resolution No. 19-39—A RESOLUTION TO ADOPT THE FY 2020 FIRST QUARTER BUDGET SUPPLEMENTAL INCLUDING BUDGET ADJUSTMENTS TO PUBLIC WORKS, POLICY AND ADMINISl'RATION,AND COMMUNITY SERVICES Yes No Mayor Snider absent) Council President Goodhouse Councilor Newton Councilor Lueb Councilor Anderson Council President Goodhouse convened the Town Center Development Agency for the next item. TIGARD CITY COUNCIL MEETING MINUTES — October 15, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov 1 Page 4 of 6 6. PUBLIC HEARING: TO CONSIDER APPROVAL OF RESOLUTION FOR THE FIRST QUARTER TOWN CENTER DEVELOPMENT AGENCY SUPPLEMENTAL BUDGET A. Director Goodhouse opened the public hearing. B. Director Goodhouse announced that anyone may give testimony and a sign-up sheet was at the front of the room. C. Senior Management Analyst Kang and Finance and Information Services Director LaFrance presented this item. Two items are carry forwards and one is due to construction contract bids coming in higher than anticipated for the Heritage Trail/Rotary Plaza Restroom. D. Public Testimony—No one testified. E. Response to public testimony—None F. Director Goodhouse closed the public hearing. G. TCDA Board Discussion and Consideration of TCDA Resolution No. 19-08. Director Anderson asked about the restroom and whether it was a different design or was the cost increase because contractors are busy. Public Works Business Manager Barrett said the custom restroom is prefab and needs to be delivered and installed. He said all bids have been higher than anticipated. Director Anderson made a motion to approve Resolution No. 19-08. Director Newton seconded the motion. City Recorder Krager read the number and title of the resolution. Director Goodhouse conducted a vote and the motion passed unanimously. TCDA Resolution No. 19-08—A RESOLUTION TO ADOPT THE FY 2020 FIRST QUARTER BUDGET SUPPLEMENTAL INCLUDING BUDGET ADJUSTMENTS TO TOWN CEN 1'hR DEVELOPMENT AGENCY (TCDA) URBAN DEVELOPMENT Yes No Chair Snider absent) Director Goodhouse Director Newton Director Lueb Director Anderson Director Goodhouse reconvened the City Council for the remainder of the meeting. 7. NON-AGENDA ITEMS There were none. 8. EXECUTIVE SESSION None TIGARD CITY COUNCIL MEETING MINUTES — October 15, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov 1 Page 5 of 6 9. ADJOURNMENT At 7:08 p.m. Councilor Lueb made a motion to adjourn. Councilor Anderson seconded the motion. Council President Goodhouse conducted a vote and the motion passed unanimously. Yes No Mayor Snider absent) Council President Goodhouse Councilor Newton Councilor Lueb Councilor Anderson Carol A. Krager, City Recorder Attest: Jason B. Snider,Mayor Date TIGARD CITY COUNCIL MEETING MINUTES — October 15, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov 1 Page 6 of 6 City of Tigard1111TigardCityCouncil Meeting Minutes ylittiMM R xk October 22, 2019 STUDY SESSION Council Present: Mayor Snider, Council President Goodhouse, Councilor Anderson, Councilor Newton, Councilor Lueb and Youth Councilor Turley. Staff Present: HR Director Bennett, City Attorney Rihala and City Recorder Kroger. A. DISCUSS CITY MANAGER PEFORMANCE EVALUATION CRI I'HRIA HR Director Bennett led a discussion on the format and process for the city manager evaluation. Councilor Lueb had revised the form and Council referred to both her revised form and last year's form and directed HR Director Bennett bring back a finalized form for a discussion on November 19. Council will meet with City Manager Wine in December to evaluate. B. COUNCIL LIAISON REPORTS Councilor Newton mentioned that the Tigard Youth Advisory Committee will help with a dinner at the Good Neighbor Center on November 9 and the Trick or Treat Main Street event. TYACs focus is on recruitment. She noted that Frontier has been transferred to NW Fiber LLC and a resolution is coming to Council on the November 12 agenda. She said the Bond and Levy Task Force is finalizing their recommendations and while they will support whatever decision staff or council makes, they are leaning towards not going on the ballot in May,based on the survey results. Council President Goodhouse noted that the TTAC would like the Council to support the Metro Transportation Bond. He reported on JPACT and said there is momentum not to do the lane widening project on I-5 due to concerns with emissions, etc. Councilor Anderson reported on a Housing and Economic Mobility meeting which featured the issues of poverty and affordable housing. He noted Washington County supports efforts Tigard is making to protect affordable housing. Councilor Lueb mentioned that it is difficult for the Water Advisory Board to recruit members. Mayor Snider suggested contacting former Tigard City Councilor Woodard. She said the PRAB will be ranking projects in the Capital Improvement Program and a joint meeting with Council is scheduled for December. TIGARD CITY COUNCIL MEETING MINUTES — October 22, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov 1 Page 1 of 4 Youth Councilor Turley said Tigard and Tualatin High Schools formed a Student Union which is run for and by students and advocates for their needs and wellbeing.They are planning a Student Voice discussion on November 8. Mayor Snider reported on the ODOT Region 1 Area Commission on Transportation where he saw a presentation about making the Burnside Bridge earthquake-proof and a report from the Task Force on Autonomous Vehicles. He mentioned projects on the statewide Transportation Improvement Program (STIP). 1. BUSINESS MEETING A. At 7:31 p.m. Mayor Snider called the Tigard City Council and Local Contract Review Board meeting to order. B. City Recorder Krager called the roll: Present Absent Councilor Anderson Mayor Snider Youth Councilor Turley (left after the Study Session) Council President Goodhouse Councilor Newton Councilor Lueb C. Mayor Snider asked everyone to stand and join him in the Pledge of Allegiance. D. Mayor Snider asked Council and Staff for any Non-Agenda Items. None 2. CITIZEN COMMUNICATION A. Follow-up to Previous Citizen Communication—Mayor Snider asked HR Director Bennett if there was any follow-up to previous citizen communication. None. B. Citizen Communication—Sign-up Sheet. Bradford French, P. O. Box 23611,Tigard, OR 97281 said he was raised here and lived in Tigard in the 1990s during the boom and bust. He reported that there were some serious issues with some people coming into the Tigard Plaza mall. They accumulate trash and there are violent crimes and drug activity. He is very concerned about public safety and thought there should be more police patrols because of the concerns business owners have. He said he is also concerned about light rail coming here and that is it not feasible TIGARD CITY COUNCIL MEETING MINUTES — October 22, 2019 City of Tigard I 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 2 of 4 or in the best interests of the environment and wildlife in Tigard. It would be a detriment to the City because we already have mass transit that is not being used and it would be tragic to see properties and businesses torn up. He said an independent study would show that financially in the long run it would not benefit the city and Washington County. Mayor Snider asked HR Director Bennett to make sure Mr. French's concerns are forwarded to Police Chief McAlpine. 3. CONSENT AGENDA A. LOCAL CONTRACT REVIEW BOARD—Consider Contract Award for Right-of-Way Maintenance Council President Goodhouse moved for approval of the Consent Agenda as presented. Councilor Anderson seconded the motion. Mayor Snider conducted a vote and the motion passed unanimously. Yes No Councilor Anderson Mayor Snider Council President Goodhouse Councilor Newton Councilor Lueb 4. EXECUTIVE SESSION:At 7:39 p.m. Mayor Snider announced the following: The Tigard City Council was going into Executive Session to review and evaluate the employment- related performance of the Chief Executive Officer under ORS 192.660(2) (i). 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. Council will adjourn from Red Rock Creek Conference Room at the conclusion of the Executive Session. The Executive Session ended at 8:45 p.m. 5. ADJOURNMENT At 8:45 p.m. Councilor Lueb moved for adjournment. Councilor Newton seconded the motion and Mayor Snider conducted a vote. The motion passed unanimously. TIGARD CITY COUNCIL MEETING MINUTES — October 22, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov 1 Page 3 of 4 Yes No Councilor Anderson Mayor Snider Council President Goodhouse Councilor Newton Councilor Lueb Carol A.Kruger, City Recorder Attest: Jason B. Snider,Mayor Date TIGARD CITY COUNCIL MEETING MINUTES — October 22, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov 1 Page 4 of 4 AIS-4185 4. B. Business Meeting Meeting Date: 02/25/2020 Length (in minutes): Consent Item Agenda Title:CONTRACT AWARD TO ESRI FOR ENTERPRISE LICENSE AGREEMENT FOR CITY'S GIS SYSTEM Prepared For:Preston Beck Submitted By: Jamie Greenberg, Finance and Information Services Item Type: Motion Requested Meeting Type: Consent Agenda - LCRB Public Hearing No Newspaper Legal Ad Required?: Public Hearing Publication Date in Newspaper: Information ISSUE Will the Local Contract Review Board award an enterprise license agreement (ELA) to Environmental Systems Research Institute, Inc. (ESRI) for Geographic Information System GIS) core software? This is a routine agreement and would be the 5th between the parties since ESRI started offering the umbrella license agreement in 2008. STAFF RECOMMENDATION / ACTION REQUEST Staff recommends the Local Contract Review Board approve the enterprise license agreement from ESRI and authorize the City Manager to take the necessary steps to execute the agreement. KEY FACTS AND INFORMATION SUMMARY Environmental Systems Research Institute, Inc. (ESRI), the software vendor for the city's geographic information system (GIS), offers a tiered licensing program for municipalities of under 50,000 population, greater than 50,000 and over 100,000 population. The licensing program institutes an Enterprise License Agreement (ELA) and essentially allows a municipality to have a single umbrella license agreement covering ESRI's core software suite, rather than individual licenses for each piece of software. The City of Tigard entered into a Small Municipality ELA with ESRI in 2008 (under the less than 50,000 population tier) and the arrangement has proven to be very successful. In this next 3 year term the city will be moved into the greater than 50,000 population tier. The renewal of ELA program is $50,000 per year and requires the city to commit to a 3 year term. The first year is being prorated at $35,000 and year's two and three will be $50,000 each total over three years: $135,000). Billing will occur on an annual basis and after the 3 years, the city can again renegotiate the program. Staff evaluated licensing cost with the increase and found it still to be a good value for the city. In addition, staff time related to software procurement and license administration was greatly reduced with the ELA. The licensing program also allows the city use additional functionality and software extensions previously unavailable, which allows for a much more robust set of analytical tools for desktop users and further increase the city's ability to deploy the enterprise GIS to even more users. In addition, new software applications introduced by the vendor have been included in the ELA, further increasing the value the city receives from this agreement. Based on this evaluation, entering into a new ELA term with ESRI will continue to provide the best value for the city. Under Tigard Public Contracting Rule 10.125, the city may award a contract without a formal competitive process if it is determined that the maintenance, licenses, subscriptions and upgardes are available from only one source or, if available from more than one provider, are obtained from the city's current provider in order to utilize the pre-existing knowledge of the vendor regarding the specifics of the city's hardware or software system. Under these conditions staff recommends the Local Contract Review Board award the contract for an Enterprise License Agreement to ESRI for their core GIS software. OTHER ALTERNATIVES The Local Contract Review Board may reject this contract award, however, no other alternative exists at a reasonable cost and effort level for the city's existing GIS system. The city would be forced to look at alternative solutions at a much higher cost and risk disruption to daily activities related to GIS. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS No City Council Goals are directly impacted, however the city's GIS is an important analytical and information system that supports City Council Goals, such as data informed decision-making, The Tigard Triangle Strategic Plan, walkability, and the Southwest Corridor. DATES OF PREVIOUS COUNCIL CONSIDERATION A request for an ELA agreement with ESRI was presented and approved by City Council in previous years: 2008, 2010, 2014, and 2017. Fiscal Impact Cost: 135,000 Budgeted (yes or no): Yes Where budgeted?: Financial and Information Services Additional Fiscal Notes: The cost of the ELA is $135,000 over three years. The funds for the cost of the license are annually allocated in the Information Technology division. Attachments No file(s) attached. AIS-4191 5. Business Meeting Meeting Date: 02/25/2020 Length (in minutes): 5 Minutes Agenda Title: Consider a Resolution Appointing Deputy City Recorder Prepared For: Nadine Robinson, Central Services Submitted By: Carol Krager, Central Services Item Type: Motion Requested Meeting Type: Council Resolution Business Meeting - Main Public Hearing: No Publication Date: Information ISSUE Shall Council approve a resolution appointing Caroline Patton as Deputy City Recorder. STAFF RECOMMENDATION / ACTION REQUEST Staff recommends approval of the resolution. KEY FACTS AND INFORMATION SUMMARY Section 22 of the City of Tigard Charter states that in the absence from a Council meeting, the Mayor shall appoint a clerk of the Council pro tem who, while acting in that capacity, shall have all the authority and duties of the Recorder in order to assure continuity of the job functions and services provided by the office of the city recorder. Ms. Patton will be scheduled to attend and take minutes periodically at Council and Town Center Development Agency meetings. In addition, she will assist with council packet preparation, meeting follow-up and local election support. She will also provide backup for the records management specialist. OTHER ALTERNATIVES N/A COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION N/A Attachments Resolution CITY OF TIGARD, OREGON TIGARD CITY COUNCIL RESOLUTION NO. 20- A RESOLUTION OF THE TIGARD CITY COUNCIL APPOINTING CAROLINE PATTON AS DEPUTY CITY RECORDER WHEREAS,the office of the City Recorder is held by Carol Krager;and WHEREAS,it is necessary from time to time for the City Recorder to be absent from City Hall;and WHEREAS,Section 22 of the City's Charter states that in the absence from a Council meeting,the Mayor shall appoint a clerk of the Council pro tern who,while acting in that capacity, shall have all the authority and duties of the Recorder; and WHEREAS,it would be beneficial during such times when the City Recorder is absent to have individuals appointed as Deputy Recorder in order to assure continuity of the job functions and services provided by the office of the city recorder;and WHEREAS,Caroline Patton has been hired to provide support in the City Recorder's Office. NOW,THEREFORE,BE IT RESOLVED by the Tigard City Council that: SECTION 1: Caroline Patton is named as Deputy City Recorder. By virtue of this office, she is empowered by the City Council to act as City Recorder at any time in the absence or unavailability of the City Recorder. SECTION 2: This resolution is effective immediately upon passage. PASSED: This day of 2020. Mayor-City of Tigard A'1`IEST: City Recorder- City of Tigard RESOLUTION NO. 20- Page 1 AIS-4123 6. Business Meeting Meeting Date:02/25/2020 Length (in minutes): 35 Minutes Agenda Title: Contract Award to RCH Studios for Universal Plaza Activation, Design, and Project Management Project Prepared For: Christine Moody Submitted By:Christine Moody, Finance and Information Services Item Type: Meeting Type: Local Contract Review Board Public Hearing Newspaper Legal Ad Required?: Public Hearing Publication Date in Newspaper: Information ISSUE Shall the Local Contract Review Board award a contract to RCH Studios for the Universal Plaza Activation, Design, and Project Management? STAFF RECOMMENDATION / ACTION REQUEST Staff recommends that the Local Contract Review Board award a contract to RCH Studios for the Universal Plaza Activation, Design, Construction and Project Management Project for an amount not to exceed $643,300.00 and authorize the City Manager to take the necessary steps to execute the contract. KEY FACTS AND INFORMATION SUMMARY In 2017, the Town Center Development Agency (TCDA) Board directed that an agency-owned piece of property in downtown Tigard be redeveloped as a large public plaza. Envisioned as the most important public space in downtown Tigard, the future plaza will be a hub of activity, a stimulus for downtown's continued redevelopment, and an emblem of civic pride and identity for Tigard residents. The scope of services includes an initial activation/programming (Phase 1) followed by plaza design (Phase 2). The City issued a Request for Proposals in October 2019 and on November 21, 2019 received four proposals from the following firms: 2 Ink Studio RCH Studios RESOLVE Architecture and Planning Grains of Salt The RFP asked proposers to demonstrate their understanding of the project vision and goals; the design drivers outlined in the Tigard Universal Plaza Design and Engineering Brief and Public Life Public Space Insights Brief; as well as activation challenges and opportunities presented by the site. Staff reviewed and scored proposals based on the following criteria: Project Understanding and Approach Design Consultant Team Qualifications Design Consultant Team Experience with Similar Projects Project Management and Timeline After careful consideration, including reference checks and follow-up interviews, staff recommends that the City award the contract to RCH Studios and their team of subconsultants. Redevelopment Manager Sean Farrelly will manage the contract and resulting work products, including the following key deliverables. Activation Plan and Programming. The goal of the Activation Phase is to attract people to the site and to test multifunctional approaches that combine creativity, the arts and the end user-experience. The consultant team will fabricate and produce installations, seating, shade and water features, event happenings and exhibits. The team will also make space and time available at the site, for community-led programming that meet the objectives of the Activation Phase. The City hopes to program activities during the Activation Phase to coincide with four large-scale events (Taste of Tigard/ArtWalk, Latino Fest, Street Fair and the Tree Lighting ceremony). The consultant team will produce three additional large format events. Only after understanding how the site performs with crowds of all sizes, those with food offerings and without, with marketing and without, and in rain or shine, will the City's project management team feel ready to sign off on a Universal Plaza design concept that will serve Tigard residents for generations to come. Design. The design of the Universal Plaza will be informed by the Activation Phase. The consultant team will be responsible for the following: o Conceptual Framework Design Plan o Schematic Design Drawings and Cost Estimates o Land Use Approval Submittal o Design Development Drawings o Construction Drawings Staff anticipates this phase of the project taking 18 months to complete. This contract does not include permitting, construction observation and subconsultant construction documents, including water feature engineering, structural engineering, lighting, irrigation, and electrical specifications. The estimate for these services range from $350,000 to 425,000. Council will be asked to authorize these additional design services when subconsultant costs are further refined. OTHER ALTERNATIVES The Local Contract Review Board may choose to not enter into this contract with RCH Studios or to direct staff to adjust the scope or to issue another Request for Proposals. Any of these options would significantly delay the project. COUNCIL OR TCDA GOALS, POLICIES, MASTER PLANS City Strategic Plan Goal 2 — Ensure development advances the vision. 2019-2021 Tigard City Council Goals - Goal 2: Invest and connect key areas of the City to promote economic growth and community vitality. Strategy 2.2: Continue to make downtown Tigard a place people want to be by making substantial progress on projects that attract new residential and business investment. Design and engineering of the Universal Plaza City Center Urban Renewal Plan Goal 4B: Develop urban spaces that will provide active and passive recreational opportunities for pedestrians and attract residents and visitors to downtown. DATES OF PREVIOUS CONSIDERATION June 11, 2019 Universal Plaza Pre-Design Kickoff. Fiscal Impact Cost: 643,300.00 Budgeted (yes or no): Yes Where Budgeted (department/program):TCDA FY 19-20 Budget Additional Fiscal Notes: The FY 19-20 TCDA Budget includes $500,000 for design and engineering of the Universal Plaze. Next Year's TCDA Budget will include sufficient funds to complete all activation, design and engineering tasks. The TCDA has budgeted $3.5 million over three fiscal years to complete plaza design and construction. C al 0' 9 rD m 08 0 CD Vf fD R° b cn 5. tu CD 2 R 1. a• g. a a b N o 0) a. 1' I o f CD CD o z P r) 6 r'. 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