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HomeMy WebLinkAboutApproved Minutes - 2002-12-03 PM - LIUc[usy� CITY COUNCIL MEETING MINUTES '� December 3, 2002 W[fAN/ Mayor Judie Hammerstad called the regular City Council meeting to order at 6:05 p.m. on December 3, 2002, in the City Council Chambers. Present: Mayor Hammerstad, Councilors Schoen, Turchi, Graham, Hoffman, and Rohde. Councilor McPeak was excused. Staff Present: Doug Schmitz, City Manager; David Powell, City Attorney; Robyn Christie, City Recorder; Kim Gilmer, Parks & Recreation Director; Sidaro Sin, Associate Planner Youth Council Present: Mallory Boutin, Ian Green, Sean Green Brent Jostad, and Betsy Walls. Shawn Kelley was excused. 3. PRESENTATIONS 3.1 Review of Council Goals Councilor Schoen reviewed the Council goals (pages 1-6). 3.2 Unsung Hero Awards Mayor Hammerstad noted that Councilor Graham has worked hard on this program since the City started it two years ago. Councilor Graham recalled that the City Manager presented this idea to the Council based on a program in Carmel, California. She noted that the program allowed the community to thank those citizens who quietly went about their business yet made a profound difference to those around them. She acknowledged the work done by Carole Dickerson, Public Affairs Director, and the City's partnership with the Lake Oswego Review. Councilor Graham stated that the first winner was Alan Chinnock, nominated by Cathy and Eric Dausman for his extensive volunteer work in establishing the Lake Oswego Amateur Radio Emergency Services (ARES) in May 1996, and his continued hundreds of hours per year of work in keeping the program going. Councilor Graham mentioned that the mission of ARES was to provide an amateur radio base communication system to support the City's emergency response team, and that the Lake Oswego group had contacts with 150 licensed amateur radio operators in the Lake Oswego Fire District response area. She spoke of Mr. Chinnock's leading of weekly classroom training sessions, his conducting of weekly on air radio round tables, and his active recruiting of amateur radio volunteers to work as communication links during various local and regional events. Councilor Graham noted that Mr. Chinnock served as the liaison to the Clackamas County ARES. She said that he was responsible for positioning amateur radio equipment at each of the Lake Oswego fire stations, as well as at the maintenance shop, which any ARES member could operate in event of an emergency. She mentioned Lake Oswego ARES participation in city, county and state simulated emergency tests. Councilor Graham indicated that the several local communities have copied the Lake Oswego ARES program set up by Mr. Chinnock. She mentioned that Mr. Chinnock fielded calls from across the country requesting assistance in setting up similar programs. She observed that obviously Mr. Chinnock was an unsung hero in this community. City Council Minutes Page 1 of 8 December 3, 2002 -1 - Councilor Graham presented the award to Cathy and Eric Dausman who accepted on behalf of Mr. Chinnock. Councilor Rohde said that the next award recipient was Bob Brown, nominated by Sandra Gerling. He indicated that Mr. Brown has been a faithful volunteer and van driver at the Adult Community Center for many years, picking people up every week for transport to the Center's many activities. He mentioned that Ms. Gerling said that his cordial and caring manner made him a favorite among many of his passengers. Councilor Rohde mentioned Mr. Brown's work in forming, leading, and training more leaders for the Center's arthritis support group. He indicated that Mr. Brown was instrumental in making the Center's computer program an early success by raising funds for an in focus projector. He said that Mr. Brown and Art Dickow worked together to establish the Center's community garden, which moved from Kruse Way to Luscher Farm. Councilor Rohde noted Mr. Brown's ongoing active participation in the Center's annual Harvest Bazaar and other community good works. He quoted Ms. Gerling's description of Mr. Brown as the `quintessential unsung hero.' He presented the award to Ms. Gerling who accepted on behalf of Mr. Brown. Ms. Gerling thanked the Council for a wise decision in choosing Mr. Brown. She thanked Mr. Schmitz for the idea of the Unsung Hero program and the Council for adopting it. She observed that their community's strength was in their volunteers. She said that Mr. Brown sent his thanks as well, and that he was making a good recovery. Councilor Turchi said that the Rebecca Sponsel and Boy Scout Troop 432 nominated the next award recipient, Pat West. He indicated that Ms. West began working with Troop 432 in 1994 and continued her participation even after her sons matriculated out, and went on to college. He noted the description of Ms. West as 'the cement that held the group together.' He mentioned her record for the number of scouts she has mentored through to Eagle Scout. Councilor Turchi said that Ms. West sponsored a number of scouts to camp. He noted that she also coached them, and helped them to develop skills in decision making. He indicated that she served as a role model, not only for the scouts, but for their parents as well. Councilor Turchi said that it was with great honor and pleasure that the Council presented this Unsung Hero award to a fine community volunteer and a leader of scouts in the region. He presented the award to Ms. West. Mayor Hammerstad thanked the audience for coming to honor the community's Unsung Heroes. She spoke of the Council's pride in the community volunteers and the honor they had in saying thank you to them. She thanked those who nominated the recipients and participated in the program. 4. CONSENT AGENDA Youth Councilor Mallory Boutin reviewed the consent agenda for the audience. Councilor Rohde moved approval of the consent agenda. Councilor Turchi seconded the motion. A voice vote was taken and the motion passed with Mayor Hammerstad, Councilors Graham,Hoffman,Rohde, Schoen, and Turchi voting in favor. [6-0] 4.1 RESOLUTIONS 4.1.1 Resolution 02-79, making an appointment to the Development Review Commission ACTION: Adopt Resolution 02-79 4.1.2 Resolution 02-80, making an appointment to the Historic Resources Advisory Board ACTION: Adopt Resolution 02-80 City Council Minutes Page 2 of 8 December 3, 2002 1. 4.1.3 Resolution 02-83, initiate process to vacate public turnaround easement in the plat of Leslie Commons ACTION: Adopt Resolution 02-83 4.1.4 Resolution 02-85, appointing a youth member to the Parks and Recreation Advisory Board ACTION: This item was removed 4.1.5 Resolution 02-86, appointing Betsy Walls as a youth member to the Library Advisory Board ACTION: Adopt Resolution 02-86 4.1.6 Resolution 02-87, appointing Ian Green as a youth member to the Transportation Advisory Board ACTION: Adopt Resolution 02-87 4.2 REPORTS 4.2.1 Letter of support for Metro Greenspaces Map ACTION: Send letter of support to Metro END CONSENT AGENDA 5. ITEMS REMOVED FROM THE CONSENT AGENDA There were none. 6. CITIZEN COMMENT There was none. 7. PUBLIC HEARINGS 7.1 Parks and Recreation Comprehensive Plan Mayor Hammerstad noted that the plan date was July 2002. She mentioned the intensive public and internal City process it went through as well as the Council study sessions. She invited the two PRAB board members present to give their input. STAFF REPORT Kim Gilmer, Parks & Recreation Director, presented the staff report. She concurred that it took a two-year process to get the plan to this hearing. She described the process for gathering the initial information and the public input, as well as the Council work sessions. Ms. Gilmer described the plan as taking a comprehensive look at the City's existing inventories of parks and recreational facilities, and forecasting the future demand for these facilities over the next 10 to 15 years. She indicated that staff based the forecasts on population growth and on comparisons with national and regional standards for parks and recreation facilities. Ms. Gilmer noted that the plan provided recommendations for how much land to purchase to meet future demand, as well as the types of recreational facilities to add and their locations throughout the Lake Oswego area. She said that both staff and PRAB believed that the plan did a good job of describing the recreational needs of the community for the next 10-15 years. She recommended acceptance of the plan. Stephanie Wagner, Parks & Recreation Advisory Board (PRAB), observed that it has been an interesting process. She commented that it was wonderful to have the plan as a guiding City Council Minutes Page 3 of 8 December 3, 2002 document for the future, as they looked at parks and the needs of the community. She recommended Council adoption of the plan. Cary Strauch, PRAB, concurred that it has been a long process. She described the plan as reflecting the needs, if not the wants, of the community. She suggested a next step of surveying the community to see what the citizens of Lake Oswego wanted the City to focus its attention on. She indicated to Mayor Hammerstad that the survey could possibly connect to another bond measure. Mayor Hammerstad referenced the Council's discussion of the community survey, and the problem of creating expectations that it could not fulfill due to lack of money. She indicated that the Council would rely on PRAB to bring forward a recommendation of what it thought would be reasonable in moving forward with some of these plans. Ms. Gilmer indicated to Councilor Hoffman that the next step for developing SDCs would be to obtain a consultant who specialized in SDC development. She said that staff was certain that the consultant would find that the figures in the plan were accurate enough to use in developing a new SDC. She mentioned that staff's hope was to develop a new SDC by the end of this fiscal year. Councilor Rohde observed that SDCs were based primarily on the list of projects that the City intended to do. He asked if there was an interim step to decide what that list was, as he expected that an SDC based on the implementation of the entire plan would be enormous. Ms. Gilmer clarified that SDCs were normally based upon the value of the current park system. She explained that the City used its current SDC to pay for the existing system as well as setting aside a small portion for future development. David Powell, City Attorney, reviewed the two portions of the SDC: the reimbursement portion (new development helping to pay for the community's investment in the parks system) and the future improvement fee. He commented that, as long as the City had a consistent methodology, the percentages did not have to be weighted so strongly towards the reimbursement fee. He explained that consistency in methodology depended on making sure that similar uses and impacts paid similar rates and fees. Councilor Rohde recalled that the City developed its transportation SDC based on the list of transportation projects it decided needed to be done. He said that they took out the I-5/217 interchange because it was not a Lake Oswego transportation project, but doing so cut in half the total cost of transportation projects in Lake Oswego, which reduced its overall SDC. He asked if there was an interim step with the plan in developing the parts of it on which they would base the SDC. Ms. Gilmer indicated that there probably was but they would take that step once they hired an SDC consultant. She commented that she did not have clear guidance at this point, on exactly what the City needed to go through in order to develop its SDC methodology. Mr. Powell confirmed that the improvements portion of the SDC had to be based on a project list in the CEP. He indicated that there was a decision process for what the Council wanted to put into a five to ten year plan. Councilor Rohde asked if staff has discussed the implementation period. Ms. Gilmer said no. She indicated that PRAB wanted to propose a community needs assessment in order to determine which of the laundry list of potential projects the community saw as a priority before looking at an implementation period. She noted that PRAB intended to present a goal based on its proposal to Council in January. PUBLIC TESTIMONY Mayor Hammerstad opened the hearing to public testimony. Hearing none, she closed the public hearing. She commented that those who wanted to testify have already had many City Council Minutes Page 4 of 8 December 3, 2002 - opportunities to do. She referenced the revisions and additions to the plan based on the public involvement. COUNCIL DISCUSSION Councilor Graham moved to accept the Parks & Recreation Comprehensive Plan. Councilor Schoen seconded the motion. A voice vote was taken and the motion passed with Mayor Hammerstad, Councilors Graham, Hoffman, Rohde, Schoen, and Turchi voting in favor. [6-0] Mayor Hammerstad noted that it was Ms. Gilmer's birthday. The Council sang `Happy Birthday' to her. 7.2 Appeal of the Development Review Commission's decision for 15393 Diamond Head Road (LU 01-0047/AP 02-09) Mayor Hammerstad indicated that the attorneys involved in this decision were unable to be there this evening. She expressed the Council's regret that it could not hear this tonight. Councilor Schoen moved to continue LU 01-0047 to January 14, 2003. Councilor Rohde seconded the motion. A voice vote was taken and the motion passed with Mayor Hammerstad, Councilors Graham,Hoffman, Rohde, Schoen, and Turchi voting in favor. [6-0] 8. REPORTS 8.1 Council Selection of Neighborhood Enhancement Program (NEP) Projects for 2002- 2003 Sidaro Sin, Associate Planner,presented the staff report. He noted that, in this, the fourth year of this program, staff received eight applications for a total amount of approximately$58,600 with projects ranging from $700 to $17,000. He mentioned that the Council budgeted $25,000 for the program. He reviewed the composition of the five-member staff review committee, which evaluated the applications based on City requirements and the criteria given in the NEP guidelines. Mr. Sin reviewed the eight applications, and the committee's recommendations on each one: 1: Bryant Woods Homeowner Association requested funding for park improvements Recommendation: Do not fund this project due to equitable distribution of funds, as this project has received funding three out of the last four years for a total of $18,100. 2. First Addition Neighborhood Association requested funding for an entrance improvement at the intersection of 5th and B Recommendation:Do not fund this project as the City's Neighborhood Traffic Management Program has not yet evaluated it, the application involved additional design, engineering and permitting processes, likely required ongoing maintenance by the City, and would not be completed within six months. Mr. Sin noted that staffs previous experience with entrance improvements found that the requested amount did not cover the cost of the improvement. 3: Lakewood Neighborhood Association requested $8,805 to build a pathway at the end of Middlecrest City Council Minutes Page 5 of 8 December 3, 2002 Recommendation:Full funding, as the project met all the criteria, addressed a need in the community for pedestrian connectivity, and the neighborhood has volunteered to maintain it. 4. Oswego Summit Homeowners Association requested $2,500 for entryway beautification at the intersection of McNary and Jefferson Parkway, with an Association match of $2,500 Recommendation:Full funding, as the request did meet all the criteria, and provided an aesthetic improvement on a major collector intersection 5. Springbrook Park Association of Neighbors requested $2,500 for seven neighborhood signs, a path upgrade,tree planting, and money to sponsor a Springbrook Park Education and Clean up Day Recommendation:Fund only$700 for tree planting and sponsorship of the Springbrook Park Education and Clean up Day Mr. Sin explained that the committee felt that the estimates provided for the signs were less than the likely cost. He mentioned that he verified the cost differential with a call to the sign maker. He spoke of the committee's feeling that, given the City's sensitivity to signs in the community, seven signs were a lot of signs. He noted that the request was not clear with respect to the design of the signs. 6. Summerhill Homeowners Association requested $8,000 for a tree removal/planting and sidewalk repair Recommendation:Fund $5,000 with a $3,000 match from the Homeowners Association, as the request met the criteria, fixed a potential neighborhood hazard, and provided for an aesthetic improvement 7. Westlake Homeowners Association requested $6,000 to clear underbrush in an area of open space along the Kruse Way Corridor Recommendation: Fund $3,000 with a $3,000 match from the Homeowners Association, as the request met all the criteria, and would provide an aesthetic improvement along a major arterial 8. Woodside Community Association requested $700 to purchase bark dust for common area beautification Recommendation: Full funding, as it met the criteria,provided an aesthetic improvement, and would help preserve the City's grant investment from last year for the purchase of shrubs Mr. Sin noted that the committee recommended six out of eight applications for a total of $20,705, with the remainder of the grant fund to go into a contingency fund. Mr. Sin confirmed to Councilor Graham that the recipients had to use the grant monies within a set period of time, which was by the end of FY 2002/03. Councilor Hoffman asked how staff balanced the fact that homeowners associations could raise money internally with the neighborhood associations could not. Mr. Sin said that the committee struggled with that question but concluded that it should look at the projects in totality and identify the best use of the grant money. Councilor Hoffman asked if the committee asked to see the CC&Rs (conditions, covenants, and restrictions) of the homeowners associations in order to determine whether the CC&Rs covered the items for which the association was asking for public money. Mr. Sin said that they have not asked for the CC&Rs. City Council Minutes Page 6 of 8 December 3, 2002 Mr. Sin concurred that the homeowners associations had the authority to charge internally for improvements. He indicated that they would have to change the application process for the neighborhood enhancement grants if they wanted to remove homeowners associations from the process. Mayor Hammerstad noted that the Palisades Neighborhood Association wrote a letter in support of a homeowners association within its neighborhood. She commented that possibly the balance came with the neighborhood association supporting the request, and therefore, it did not matter whether the homeowners association made the application. Councilor Graham expressed her appreciation for staff holding out almost $4,300 for contingency. She cited the example of remodeling a house, which always had unexpected costs showing up. Mayor Hammerstad opened the floor to public testimony. There was none. Mayor Hammerstad mentioned receiving a letter from the First Addition Neighborhood Association President asking the Council to address the question of how to bring neighborhood capital projects, such as traffic calming devices, into the process. She noted that staff saw First Addition's grant application as a traffic-calming proposal, which did not meet the criteria. Mayor Hammerstad suggested that the Council look at this question during its goal setting session to see if there was a role for neighborhood association representatives in a process that looked at applications for entryway treatments that doubled as traffic calming devices. Councilor Rohde moved to adopt the recommended Neighborhood Enhancement proposal. Councilor Graham seconded the motion. Councilor Hoffman noted that five of the eight applications came from homeowners associations. He indicated that he would like to follow up on whether that was the original intent of the ordinance. He acknowledged that it might not make any difference because it was a neighborhood improvement. A voice vote was taken and the motion passed with Mayor Hammerstad, Councilors Graham, Hoffman, Rohde, Schoen, and Turchi voting in favor. [6-0] Sandra Ferguson, Oswego Summit Board of Directors, commended the Council for assigning Mr. Sin to this program. She recounted how helpful he was to them in writing the grant. Ms. Ferguson explained that these enhancement grants were important to homeowner associations because they functioned similarly to City government: they could not impose internal charges on the residents without voter approval. She indicated that they too had to follow a process and structure their budget accordingly. 9. INFORMATION FROM COUNCIL 9.1 Councilor Information 9.1.1 Adoption of the Declaration of the Vote for the November 5, 2002,election Councilor Rohde moved to approve the declaration of the vote. Councilor Schoen seconded the motion. A voice vote was taken and the motion passed with Mayor Hammerstad, Councilors Graham,Hoffman, Rohde, Schoen, and Turchi voting in favor. [6-0] 9.2 Reports of Council Committees,Organizational Committees, and Intergovernmental Committees 10. REPORTS OF OFFICERS 10.1 City Manager City Council Minutes Page 7 of 8 December 3, 2002 Doug Schmitz, City Manager, asked for Council authorization to proceed with an RFP for landscape services for the chip plant property. He described it as the centerpiece of the bond measure passed last month. He indicated that a staff committee has been working on it, and was ready for a pre-app meeting with the Community Development Department later this month. He said that staff would like to get the landscape services portion of the project underway. Mayor Hammerstad commented that this was timely. She expressed her appreciation that staff was moving expeditiously on the park development, as she thought that the voters were looking forward to using the park next summer. Councilor Schoen moved to accept the City Manager's recommendation to go out for an RFP on the chip plant. Councilor Turchi seconded the motion. A voice vote was taken and the motion passed with Mayor Hammerstad, Councilors Graham, Hoffman, Rohde, Schoen, and Turchi voting in favor. 16-0] 10.2 City Attorney 11. ADJOURNMENT Mayor Hammerstad noted that the Lake Oswego High School football team was in the finals, which she described as a momentous achievement for them. She encouraged the community to attend their game on Saturday at 12 noon in PGE Park in Portland. She wished them the best of luck. Mayor Hammerstad announced the Council's decision to change the process whereby it heard the Advisory Board's goals as part of its goal setting process. She explained that, in the past, the Boards presented their goals on the Saturday of the Council goal setting retreat, which did not give the Council much time to consider them. She indicated that they would invite the Board and Commission chairs to a meeting on January 9 at 5 p.m. to discuss their goals with the Council. Mayor Hammerstad said that the Council would then invite the community groups and civic organizations to meet with the Council at 4 p.m. on Friday afternoon, the first day of its goal- setting session. She mentioned that the groups were free to submit anything to the Council in writing before then for its consideration during its goal setting process. Mayor Hammerstad adjourned the meeting at 6:50 p.m. Respectfully submitted, Robyn •stie City Recorder APPROVED BY THE CITY COUNCIL: ON March 4, 2003 J ie Hammerstad, Mayor City Council Minutes Page 8 of 8 December 3, 2002