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HomeMy WebLinkAboutApproved Minutes - 2010-02-02 (04) mitiowo a, T CITY COUNCIL SPECIAL MEETING MINUTES February 2, 2010 Councilor Donna Jordan called the special City Council meeting to order at 5:37 p.m. on February 2, 2010, in the Municipal Courtroom, City Hall, 380 A Avenue. Present: Councilors Jordan, Tierney, Moncrieff, Olson, and Hennagin. Mayor Hoffman and Councilor Johnson arrived later. Staff Present: Alex McIntyre, City Manager; David Powell, City Attorney; Robyn Christie, City Recorder; Joe Hertzberg, Facilitator; Denise Frisbee, Planning and Building Director 3. WORK SESSION 3.1 Review of 2010 Draft Goals Mr. Hertzberg explained that the purpose of this work session was to review the notes from the goal setting session and to look at the format, the content, and the Boards and Commissions' suggestions. Councilor Olson indicated that she had more items for discussion than she had put in her e-mail. She commented that many of the items under the bolded headings seemed to be more Mr. McIntyre's work plan than the Council's work plan. She suggested changing the wording to action verbs for the Council, such as adopt infill recommendations, rather than present infill recommendations (which staff would do). She spoke to making sure that the goals had an objective and were measurable and time definite, as opposed to a loose philosophical statement. Councilor Hennagin referenced his e-mail. He described the goals as overly inclusive under the bold heading. He suggested separating "improve neighborhoods, facilities, and infill structure" into three separate items with the specific items related to each topic itemized under that topic. Councilor Tierney said that he was comfortable with the format. He agreed that the action items, while they incorporated the Council, also had a lot to do with staff. He indicated that he thought they were fine in a comprehensive document. He mentioned that he did not take the bolded statements as Council goals, as they were too broad for that. Councilor Jordan asked what were the items underneath the headings (if they were not goals) that the Council wanted to accomplish by December 31. Mr. McIntyre confirmed Councilor Olson's observation that the goals this year were not explicit. He explained that he did not handle the goal setting process this year the same as he did last year because his personal goals were to modulate the number of goals coming of the Council and to have an agreement that if the Council added anything new, then something else came off the table. He indicated that what he and staff heard in the goal setting session were many ideas and few specific goals. He mentioned staff understanding what words they used last year that got them into trouble. He explained that the bolded areas were themes or community values, rather than Council goals. He noted the difficulty they have had with defining exactly what a goal was. He described the document as an attempt to show that there was a lot of work to be done. He commented that this document did outline a direction in which to go, as Councilor Tierney noted. City Council Special Meeting Minutes Page 1 of 5 February 2, 2010 He mentioned his concerns of whether staff left something off or whether staff misdescribed things, used the wrong word, etc. He stated that staff would go back and cost these items, per Councilor Olson's concern. He indicated that last year's format did not work for this year. However, staff was happy to make any changes recommended by the Council. Councilor Jordan asked to see not only the cost but also the timing of these areas. Mr. Hertzb rg mentioned Councilor Olson's point that some of these might be goals for the budget year because of the asynchronicity between the goal year and the budget year. Mr. Hertzberg reviewed each of the goal statements, asking for Council input on any changes that the members wanted to see. • Update the City's emergency operations plan Councilor Olson contended that the Council goal should be to adopt a plan for City emergency operations. • Actively engage in the environmental process and plan for the streetcar Councilor Tierney commented that 'engage' and 'initiate' were words lacking the specificity needed to meet Mr. McIntyre's standard. Mr. McIntyre mentioned that he tried to eliminate the phrase 'continue to do,' because it did not add value to the process. He noted that the action this year relating to the streetcar was the Draft Environmental Impact Statement (DEIS) but he did not know what the measure of success was for that action. The Council agreed that the goal should read 'recommend a locally preferred alternative to Metro for adoption.' Councilor Johnson mentioned her discomfort with ongoing verbs, such as `monitoring' or 'participating.' She argued that a goal needed to be completed, and therefore the language should read 'complete monitoring until the process was over." Councilor Tierney argued that this goal should be for the Council to take a position on what it wanted the decision-making body to confirm. • Initiate a Foothills development framework planning process • Complete the analysis and identify funding for public safety bond issue to include a newly sited police/9-1-1/court facility as well as refurbish the maintenance yard and South Shore Fire Station. Councilor Olson suggested a Council action verb of'approve the funding option for...". Councilor Jordan pointed out that the Council first needed to decide where to site the facility, and then figure out how to fund it. • Implement the Clean Streams program Mr. McIntyre indicated that the Council did not have to do anything with this item, but he included it because it was on the wall. Councilor Moncrieff commented that she thought this an important document for the Council to approve as the direction in which it wanted staff to go. • Actively manage the LOIS project— not a Council goal • Actively manage the LO/Tigard water project Mayor Hoffman noted that the Council had a subcommittee working on this issue, and that the Council needed to stay on top of it. Councilor Jordan mentioned 'participate in the evolution of the Lake Oswego/Tigard water partnership." • Execute the requirements of the City's facilities strategy • West End Building refinancing plan City Council Special Meeting Minutes Page 2 of 5 February 2, 2010 • Needs assessment and space planning work related to the proposed relocation of Public Works, Planning, and Building Services). Mayor Hoffman noted that this heading was not phrased in Council action verbs. Councilor Jordan suggested `adopt a plan for refinancing the West End Building during 2010.' Mr. Mclntyr indicated that the bullets under the main heading became staff work that helped the Council execute the strategy. • Present the following planning efforts to the Council Councilor Tierney described the Council goal as 'consider and act on.' Councilor Jordan concurred. • Infill recommendations Councilor Olson referenced a letter that the Council received from the Planning Commission a couple of weeks ago asking the Council to include a design handbook for infill development as part of the infill adoption. She suggested `consider and act on infill recommendations, including a design handbook from the Planning Commission.' Councilor Jordan mentioned the two-year-old request for a Lake Grove design handbook that has not yet been funded or achieved. Mr. Hertzberg noted that the Council would receive an update from Mr. McIntyre on the allocation of resources to do the plans. • Consider and act on the Second Look Task Force recommendations • Results of the Development Code Audit Mayor Hoffman held that the goal was to evaluate the zoning code and to determine whether it needed to be revamped and changed, and, if so, in what fashion. Ms. Frisbee indicated that the Audit would only have recommendations for revisions, so there would be no action for the Council to take. The Council agreed that this was another `consider and act on' item. Councilor Olson suggested an overall statement of`consider and act on the following issues,' followed by a list. She mentioned including the neighborhood planning kit on the list. • Develop a systematic, coordinated, integrated approach to the following planning efforts (followed by a list of six plans) Councilor Tierney suggested holding a study session on the content and direction of the master plans (including how to truncate planning and act) before moving the master plans forward. Councilor Olson mentioned Council expectations. Councilor Hennagin spoke of how far out into the future these plans would go. Councilor Jordan commented that the library needs assessment was more of an updating effort. • Cr ate opportunities for environmental outdoor park activities • Develop a plan to achieve a higher level of maintenance of City open space Councilor Jordan recalled that the Cook's Butte master plan was supposed to be a pilot program to identify what worked, did not work, and program costs for eventual application to other open space areas. Mayor Hoffman indicated that he did not remember deciding that they were going to fund a plan. Councilor Johnson commented that identifying a funding strategy was a second part to come after developing the plan. Mr. McIntyre suggested `adopt a plan.' Councilor Olson mentioned the NRAB goals with attached costs for Phase 3 of Cook's Butte and starting the Springbrook management plan. Mr. McIntyre pointed out that the City did not maintain its open spaces because it did not have the money to do it. He observed that it would take a comprehensive effort and broad approach to do a wholesale plan for 600 acres, or staff could do it piecemeal, one open City Council Special Meeting Minutes Page 3 of 5 February 2, 2010 space at a time. He indicated that what he thought he heard at the goal setting session was that staff needed to manage the open spaces better. Mr. Hertzberg noted that 'adopt a plan' meant to get serious, consider it, and prioritize it. • Westside Dog Park Mr. McIntyre clarified that last week the Council approved putting the dog park in the capital improvements program and letting it compete against the other projects. He commented that, unless it found its own funding source, it might not compete very well. • Rosemont Pathway Councilor Jordan mentioned that this was a PRAB goal that has come to the Council many times. Councilor Tierney recalled that the Council direction had been to put it in the capital budget for weighting against the other projects. The Council agreed that it was not its own goal. • Protect, enhance, and manage the watershed Councilor Tierney suggested `actively manage and improve the watersheds.' Mayor Hoffman pointed out that the Council members themselves were not going to do that. Councilor Olson mentioned doing this in partnership with the Lake Corporation. Councilor Jordan recalled the discussion around this item as putting more energy into identifying ways to manage the watershed as the City moved forward, given that the Council heard from the Lake Corporation that the Clean Streams Plan was only a piece and not the whole. Councilor Tierney said that his goal was that the Council have more activity around the issue, including reviewing it more frequently and adopting it as a goal. He acknowledged that they would have to free up funding for it from other sources. He indicated to Councilor Hennagin that, since the Lake Corporation made it clear that the Clean Streams Plan was not a watershed plan, this goal would go beyond that plan. He agreed with Mayor Hoffman that staff would present a new proposal to the Council stating what the City could do for how much. He reiterated that he wanted to see the Council actively engaged in trying to achieve an improved watershed. Councilor Johnson suggested a goal for 2010 of identifying specific key issues and/or areas in the Clean Streams Plan on which the City could expand. Councilor Hennagin agreed that identifying ways in which the City could improve the watershed was a reasonable goal. Councilor Moncrieff asked to add under this heading the specific goals from the golf and tennis study of identifying a site for the tennis facility and implementing the re-landscaping of the golf course. • Business retailNisitor • Complete and submit an economic development strategy for Council consideration Mr. Hertzberg noted that this was another 'consider and act on' item. • Explore opportunities to expand the Gallery Without Walls. Councilor Tierney held that that was too narrow for what the Council said during the Arts Council's visit. Councilor Jordan recalled that the discussion focused on how the arts fit into the community overall and how to use the arts as an identifier for the community. This statement focused on the other part of the discussion, which was Mayor Hoffman's interest in exploring the use of art actively in creating an active commercial section. Mayor Hoffman concurred. Councilor Jordan indicated that the Arts Council had a plan to address each of the areas of town. She suggested a Council goal of finding ways to actively support or enhance arts opportunities in the City, of which the Gallery Without Walls was one piece. Mr. H rtzb rg observed that this was another `consider and act on' item. City Council Special Meeting Minutes Page 4 of 5 February 2, 2010 • Iron H ritag Trail Councilor Olson suggested 'approve funding for,' as HRAB has already developed a project and just wanted funding for it. She mentioned another high priority for HRAB of stabilizing the Ironworkers Cottage on Wilbur Street. She noted that it would be $72,000 for both items. Councilor Jordan asked why they were talking about funding this item as a goal when the Council put other items needing funding in the capital improvement program for discussion at budget time within the context of all the funding requests. Councilor Moncrieff agreed with treating all requests the same. Mayor Hoffman suggested leaving the Iron Heritage Trail in as a Centennial project and considering the cottage as a budget item. • Complete installation of the Foothills Park dock • Complete Phase 2 of the Lake Grove Village Plan • Redevelopment/Economic Development • Develop Downtown Parking management study—staff item • Dedicate Millennium Park in time for the Farmers Market—staff item • Dedicate and officially name Lakeside Park prior to the summer Centennial events The Council agreed that this should be done as part of the summer Centennial events, and not prior to them Mr. Hertzberg noted that they had left the section on 'manage City operations in a fiscally prudent manner.' Councilor Jordan concurred with Councilor Olson's comment in her e-mail referencing the Clackamas County library money that the City needed to spell out that what the Council was talking about was the $900,000 in the City budget, and not the Clackamas County money (which was dedicated to the library and would not be used for a study). Councilor Olson suggested finishing this discussion after the regular meeting if there was time. The Council agreed to Councilor Johnson's suggestion to make a 'game time decision.' 4. ADJOURNMENT Mayor Hoffman adjourned the meeting at 6:22 p.m. Respectfully submitted, 17W)"7 j Robyn Christie City Recorder APPROVED BY THE CITY COUNCIL: pril 2 , 010 J . Hoffman, City Council Special Meeting Minutes Page 5 of 5 February 2, 2010