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Approved Minutes - 2023-01-12 Special H(111, CITY COUNCIL SPECIAL MEETING MINUTES E.„.....)() 0 January 12, 2023 GREGO� Mayor Buck called the special City Council meeting to order at 6:11 p.m. on Thursday, January 12, 2023. The meeting was held in-person at the Adult Community Center at 505 G Avenue. Present: Mayor Buck, Councilors Corrigan, Wendland, Mboup, and Afghan. Councilors Rapf and Verdick were excused. Staff Present: Martha Bennett, City Manager; Kari Linder, City Recorder; Madison Thesing, Assistant to the City Manager; Ivan Anderholm, Parks Director; Paul Espe, Melissa Kelly, Library Director; Nell Diamond, Administrative Assistant; Associate Planner; Megan Phelan, Assistant City Manager; Weston Pay, IT Director, Erica Rooney, City Engineer; Jessica Numanoglu, Deputy Community Development Director; Erik Olson, Long Range Planning Manager; Kim Vermillion, Administrative Assistant; Maria Bigelow, ACC Manager; Amanda Watson, Sustainability Program Manager; Guilian del Rio, Equity Program Manager; Shauna Calhoun, Budget Accountant Others Present: Randy Arthur, Bruce Poinsette and John Dewes DRC members; Helen Leek, Planning Commissioner; Shima Salehi, Elisabeth Zeller, Lin Carson and Shannon Grindy, Budget Committee members; Doug Corder, 50+ Advisory Board member; Jason Dorn, Sarah Ellison, Kara Gapon, Doug McKean, Greg Wolley, PARKS board members, Sonal Haladay, Kimvi To, and Lisa Strader, Diversity, Equity, and Inclusion Advisory Board members; Kasey Holwerda and Robin Quon, Historic Resources Advisory Board members; Susan Mead, Robin Palao Bastardes, Matt Schaeffer, Whitney Street, Kara Orvieto, and Jay Hamachek, Sustainability Advisory Board members; Mark Pontarelli, Patrick Walsh, Kent Watson, and Anna Maher, Library Advisory Board members 1. WELCOME AND INTRODUCTIONS Mayor Buck welcomed all participants to the annual Boards and Commissions Summit. City Manager Martha Bennett provided background on the formation of Boards and Commissions, reviewed previous accomplishments, and summarized the purpose of the summit. After splitting into roundtable groups for breakout sessions, the entire group would reconvene and City Council Special Meeting Minutes Page 1 of 4 January 12, 2023 identify common themes among 2023 goals to highlight how Boards and Commission efforts cross over with work of the City Council and Staff, as well as how all work was directed at promoting the mission of an exception quality of life for everyone in the community. 2. BOARDS AND COMMISSIONS ROUNDTABLES Boards and Commissions members met concurrently in their assigned roundtable groups for 30-minute breakout sessions to discuss the following: • Introductions (name, board representation) • What goal/theme are you most passionate to work on for your Board? • How do you see your goal/theme overlapping with other Boards and Commissions? • How will you work together to achieve shared goals? 3. GROUP DEBRIEF Lisa Strader, Diversity, Equity and Inclusion (DEI)Advisory Board member, briefly summarized the discussion from the Red Table, which had representatives from the Library Advisory Board, Sustainability Advisory Board (SAB), Planning Commission, and DEI. • The library representative's highest priorities were related to DEI, included accessible literature, finding ways to make the library more approachable, and obtaining feedback from parents on children's books. • SAB priorities included outreach, such as Earth Day, reducing gas-powered lawn equipment in favor of EVs, and raising awareness of EV charging station locations within the community. • The Planning Commission identified the Palisades Mid Century Overlay project as the highest priority and listed other priorities as HB 2013, housing needs and production, Climate-Friendly and Equitable Communities rules, and psilocybin facilities. • As the DEI representative, recruitment and the city's cultural events were important with ADA accessibility being the highest priority for all events, infrastructure—everything the City does. • The group discovered a great deal of overlap and discussed the possibility of more meetings or a board exchange to learn from each other and increase visibility and cooperation. • Examples of overlap included the SAB and DEI on Earth Day event planning, as well as with SAB and the Planning Commission on electric vehicle (EV) and solar infrastructure requirements in Lake Oswego's new developments. Elisabeth Zeller, Vice Chair, Budget Committee, provided a summary of discussion from the Yellow Table, which had a broad representation, noting planning and budget were foundational to any goals/themes being considered. • Two primary threads woven throughout the conversation were sustainability and DEI with regard to buildings, programs, and public spaces, such as the library's aging building, the new swim center lessons and programs, and the city's landscaping. • The table discussed ways to increase Boards and Commissions soliciting perspectives from each other on various topics and promoting more information exchanges since none of them worked in isolation. • The table also discussed how information flowed between Boards and Commissions, out into the community, and back. City Council Special Meeting Minutes Page 2 of 4 January 12, 2023 Randy Arthur, Development Review Commission member, summarized the discussion from the Blue Table, which had representatives from 50+ Advisory Board, The Historic Research Advisory Board (HRAB), Development Review Commission, Parks Board, and the City Council. • The 50+ Advisory Board emphasized emergency preparedness outreach to the vulnerable, disadvantaged, and disabled, as well as the importance of affordable housing for older age groups. • HRAB emphasized the preservation of historic structures and the as-built environment of the city and prioritized continued realtor education efforts about the landmark designation list, the importance and responsibilities of, and benefits from historic structures in the city. • HRAB had worked with other city Boards and Commissions to review the definition of demolition versus remodel. The table discussed the importance of affordable house and some of the benefits and impacts of regulations to cost, quality, and build time for affordable housing. • The group emphasized the importance of communicating with each other and suggested additional meetings between Boards and Commissions to avoid being in isolated silos and coordinate their efforts to benefit the city even more. Matt Schaeffer, SAB member, summarized the discussion from the Green Table, which had representatives from SAB, Library Advisory Board, Budget Commission, and Parks and Recreation. The group also identified several overlaps amongst the Boards and Commissions. • Sustainability, DEI, and accessibility were huge topics of conversation as well as the need for coordinated community outreach to better communicate Board and Commission messages with one another and out to the community as a single voice. • Ideas to improve community involvement and coordinate outreach were discussed as a recent survey on accessibility at the library revealed a number of people want to get involved and participate. • Access to sporting events and providing childcare to allow parents to attend community events was also discussed. Sarah Ellison, Co-Chair, Parks, Recreation and Natural Resources Advisory Board, summarized the discussion from the Gold Table with representatives from City Staff, Parks, SAB, and the Budget Committee. • Topics discussed included the need to focus on doable annual goals for the Boards to make progress on and achieve. The group agreed progress had been made in the onboarding process for new Board and Commission members. • New ways needed to be identified for Boards and Commissions to keep abreast of what was going on in the city, as noted by other Tables as well. • Also discussed was how DEI influenced work in the various Boards and Commissions. Melissa Kelly, Library Director, noted the Pink Table included representatives from DEI, Parks, SAB, HRAB, Development Review Commission (DRC), and the Budget Committee, noting the key items discussed were: • The importance of a diverse and equitable community, as it was the number one priority identified by residents who took the community survey. • Natural areas and access, recognizing the good work done through the Natural Areas Management Plan and EV infrastructure. • The importance of keeping the city's historic resources inventory updated and continuing to support those resources for the community to enjoy into future generations. City Council Special Meeting Minutes Page 3 of 4 January 12, 2023 • Housing affordability and its importance to a diverse and equitable community. • Cultural events that had developed in the city over the past year. and • The importance of diversifying the workforce. • The importance of collaboration and communication, as expressed by the other groups. Ms. Bennett explained the group discussions were required by Charter but also played a critically important element in the City Council's goal setting. Council would be provided a summary of tonight's discussions prior to its goal-setting meeting on January 21St and the Board and Commission members would be sent the Council's goals once adopted. • One challenge was Council set its goals months after the Boards and Commissions and no process yet existed to ensure Council's goals informed the Boards and Commissions' goals and that there was more of a dialog rather than a disconnect between both sets of goals, which Staff was working to address. • Staff was inspired to innovate in helping the Boards and Commissions collaborate with one another having learned several ideas on how they could work together. • All Board and Commission members would be asked to complete a survey for feedback on the summit, so it remained meaningful for the Board and Commission members, as well as City Council. 4. ADJOURNMENT Mayor Buck adjourned the special City Council special meeting of the Boards and Commissions Summit at 7:26 p.m. Respectfully submitted, Kari Linder, City Recorder Approved by the City Council on April 4, 2023 Joseph . Buck, Mayor City Council Special Meeting Minutes Page 4 of 4 January 12, 2023