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City Council Packet - 10/10/1977 I TIGAR.D CITY COUNCIL REGULAR MEETING � OCTOBER 1.0, 1977, '7,.30 P,M. FOWLER JUNIOR HTCH SCHOOL LECTURE ROOM AGENDA. 1., CALL TO ORaFR y. ROLL CALL i 3. PLEDGE OF ALLEGIXNCE 4: CALL TO AUDIENCE FOR 'THOSE DESIRING TO SPEAK ON NON-AGENDA ITEMS 5. CONSENT A.';ENDAt ;Ali uLatters unde:7 this heading are cc:aider. d to be r :.[ 7Ie by the City Council and will be enacted ir. one motion in the fc listed below. Thete wi11 he no separate disci= icn cf these iu-,,s. If discussion is desired t,y any Council r,;=mber or the audience, that item will be removed f:o-n the Ccnses:t Ager-da and will. he considered sEpa ately. ) (a) Approval of Minutes - Scptcm:ber. 26, October 3, 19;'7 P70 3(oo•93 (b) Appr- v.al of Expenditures & I.nvestments: $_ (c) WRITTEN CO*11.:NICATIONS - REceive and File Transmittal re: United Nations Day observance Transmittal, re: League of Oregon Cities Convention •- Nove?:ber 13- 15 Transmittal f-rom Washingtcn County re: 1977-78 Assessed Values and Tax Rales F,. ORDINANCE N_. :77-Lf• AN ORDINANCE ADOPTING FINDINGS WITH RESPECT '10 AN APPLICATION BY MELVIN AND VICTORIA McBRIDE FOR AN AMENDMENT TO THE 19;0 ZONINr MAP OF THE CITY OF TIGARD, C"ANGING THE ZONE DISTRTCT OF A TRACT' OF LAND AT 9220 S.W. DURHRM ROAD AND DEPICTED ON WAS {I.NGTON COUNTY TAX MAP 2S1 14A, AS TAX LOT 400, FROM WASHINGTON COUNTY "RS-1" TO "R-7" SINGLE FAMILY RESIDENTIAL AND ADOPTING EXHIBITS "A" AND "B", GRANTING THE APPLICATION AND FIXING AN EFFECTIVE DATE. (a) Tabled frc,rr September 26, 1977 Council meeting. 7, ACCEPT 1976-77 AUDIT (a) C•^:Tc ;ets by Jim Savage - Coopers & Lybrand (b) Re.c=%merdation of Acting City Administrator. ?=. ACCEPT SEWER EASEMENT - Mrs. Elsie Ames (a) Reccrrcc4-.1dati`n of Acting City Administrator. l 1 f s 1 is 1 PUBLIC HEARINGS AT ;i0 P .M, NOTICE.- a'. .. r�:cs,..._ d air:I g to of.;,:t tiffK-CIV ort ary publi_ 11.7-acins l:L .._..c.yC_. Sib: iip shV'at's/ located at r' 1,.k or r; .. .. P , = dt:sz_ing r..:-• r:estifv will thet_ be called forward by th< Ct t.i t' to 9„ COMPREHENSIVE PLAN REVISION Regi: sr_ W t City :i Tigard and Ne:igl:bc•rl.�,cv P 3^'r!_ Ork�:;.. , -_ ... Tisa",,d CC..........:??:t Pia:- • 1971 f^r the arca b;u::ded b% 1 r 0 FI.L,C•�.w8.� 217 U`'. 0-'.- n—vrth, S.W. Fall Bi,v,'.eva:rd on t2::=" wr_St, and C= '.\' T!-:� revision requez t--d w;.uld a:..end bcr.h ,tap and -x: wi ,_ r,::sTe.�t' t:, t.h.e ab-,ve uF=r-,_1:: i a.r?a. Opened :,f a,:,ts ti)' Ptar'iir'.;; Direi-,tcr Plar lr:g _g Closed t:v C(,u:•:eil ORDINANCE Nc., ?-- AN AN ORDINANCE AMENDING THE NPO 05 FNAGrING ORDINANCE # 77-64 WITH RESPECT TO THE AREA DESIGNATED "S'P.'D'i AREA" ADJACENT THE DURHAM WASTEWATER TREATMENT P1 ANT AND TILE SPINE. ROAD PROPOSED TO CONNECT BONITA ROAD AND HAtt, BO?JI.EVARD, ".0. SIGN CODE PE 'ISTOV A Oir Tigard Sign Ccdc, (C!-apter i.b, :.'Hard M r - i: : r r•a,.� as tab,_: >Ii,.$ :Hn s'.z st:tod,ards accc :dir.g Lo traff_i r, :::d a r.',c,bez .;f r._'3., I la s 3r.d e I-1--at frt�^star.dLtF; sigT, 5J."4E 7:cE C.: lct l;i'_ ,d C, 1C,r. fIcntRg0. i3) Pian,?i:. Fcaring Opened ;t) St.a'.cr ^t. of Facts by Pl.am-ting Director (:) Pyrli TetFt.iRr,.ry Crc-ss Exa~i-iatiz-m of Plar_r_irtg Director (e) P,.bt is i-eari-.g Closed (f) Ccrsideraticr: by Ccur_cil ORDNANCE N�,, 77- AN ORDINANCE AMENDING TITLE 16, SIGN REGL'LATTONS, OF TPE TIGARD MUNICIPAL CODE. PAGE 2 - CO"%rI.L AGENDA - OCTOBER 10, 1977 US 9,-D STORM DRA NA..E .?'�') FEDES'TR.IAN: BIKEWAY .PROTECT - Tiga=d ardi. g contract & u'_'D Gant. CON S ID E.:R A T"0 .P a ?+ F'^ I,4y' TEMPORARYIVSPF!:TOR REGARDI'` HCD STORMDRA.LNA':E AND PEDESTR?: \;"BZKF.WAy PROTET c,f Acting City AdmInistrato',:, 3.. ACCO::NiTNG �.:`:S..FMS IMPROVEMENT PROPOSAL a j P. - t:- . :: by Stephen Roberts - Coopers & tyFr.ar_d (h) C- .-i•:te: atilr: by Council APPROVL av?"tR.i SEWER COMPLIANCE AGREEMENT 5 ACTHOR?ZE EXFf't'TIOV AY INI.alOR A.N0 C LTY R.FCORDER S.W. 11.5�h Aveztu.:,. Lacry Ka_t z-h (.�.) R:: . . _ e .d;i* _c r. it' A :t.i.r.g C,.t.y APPROVE S.A`ITKR'•. SEW£P CO'NTRAC'T AGREEMENT AND AUTHORIZE EXEC'-*71t?',' BY '.`^LNVOR CITY RF(CORDFR. - S.W, I1_`+;_►- Avc'.)a: and S.W. Noz.th D3k ::a S+ _f.st , K3' x;:31 H ;• i.c rf Ac:T.�.g City Ad.7,1- 111trator. ACCEPT STREET DEDICATION - Na i,.ber_g Hr�rr•es n ir•„ - r ;:t i +-- , S.W. Fa., . P -v: --d cE Ac-.,2..%g City Ad•air.istsntcr. AUTH�1R I%A r I OR TO APPROIJE EXPEND-' -[TRES T'C R RECRIATMENT OF CIT A, �rRATnq p «, OTNER 7% Cc-_:nt:y El.ccred Officials Ca,seu7 - Thursday, Ocrcbe:: �.iO P. 57� *w : d High School, Meire.cka Road, L,G,L. Rr, c. L9. EXF+:''r'.VE SESSION n•; %cC_-1-+r-, c-:,-.ss- t. rl,: C,uncil will go into executive session usd<-v provisions .)f ORS tr-• d.+-;c},es City Administrator applications and interview s:.hcdu1-. 2(}, ADJOURNMENT i FACE 3 • COUNCIL AGENDA - OCTOBER 10, 197: a T I G A R D C I T Y C 0 U 14 C I L REGULAR MEETING MINUTES, OCTOBER 10, 1977, 7:30 P.M. i ,. ROIL CAl1.a Present: Mayor Wilbur A. Bishop; Councilmen John E. Cook, Alan W. Mickelson, Kenneth W. Scheckla, Lynn R. Wakem; Joe Bailey, i Legal Counsel; Richard Bolen, Planning Director; Doris Hartig, City Recorder; Aldace Howard, Administrative Aide; Ed Walden, Acting City Administrator. +-U!, TO ACDI.ENCE FOR THOSE DESIRING TO SPEAK ON NON-AGENDA ITEMS. j ":c ;a appeared to speak. ! l'FROI'AL, OF MINUTES - September 26, October 3, 1977 N:ti.o:: by Ccancilman Cook, seconded by Councilman Wakem to approve S_ptF_mber 26 & October 3, 1977 minutes. r` Approved by unanimous vote of Council. A.PPR»VAL OF EXPENDITURES AND INVESTMENTS: $117,360.93 s) Motion by Councilman Cook, seconded by Councilman Wakem to approve A-z submitted. Approved by unanimous vote of Council. WRI"CCE! COMMUNICATIONS T_j• smitta1 re: United Nations Day observance Tri-isa.ictal re: League of Oregon Cities Convention - November 13-15 Tra-.srr;ict.ai. fr:r:n Washington County re: 1977-78 Assessed Values and Tax Rates (a) :Notion by Councilman Cook, seconded by Councilman Wakem to receive and file. Approved by unanimous vote of Council. �,. ORDI%ANCE No. 77-86 AN ORDINANCE ADOPTING FINDINGS WITH RESPECT TO AN APPLICATION BY MELVIN AND VICTORIA McBRIDE FOR AN AMENDMENT TO THE 1970 ZONING MAP OF THE CITY OF TIGARD, CHANGING THE ZONE DISTRICT OF A TRACT OF LAND AT 9220 SW DURHAM ROAD AND DEPICTED ON WASHINCTON COUNTY 'SAX MAP 2S1 14A, AS TAX LOT 400, FROM WASHINGTON COUNTY "RS-1" to"R-7°° SINGLE FAMILY RESIDENTIAL AND ADOPTING EXHIBITS "A" AND /1B1°, GRANTING THE APPLICATION AND FIXING AN EFFECTIVE DATE. (a) Motion by Councilman Mickelson, seconded by Councilman Scheckla to adopt. Approved by unanimous vote of Council. `.9 -7 7 AUDIT (a) Audit report presented by Coopers and Lybrand. Jim Savage reviewed city°s financial condition for fiscal year 1976-1977. Noted that the fiscal budget for 1977-1978 was not available for review at the time of audit. The audit `4 i r.pc,:t showed the account reporting to be accurate and no exception wee_. lis ted. ?'^e auditor is to check with the Division of Audits concerning the necessit; of reviewing the current budget during the audit process and to report back. to Ccuncil. (b) Motion by Councilman Cook, seconded by Councilman Wakem t.e accept the audit. Approved by unanimous vote of Council. P'.3BLIC HEARING - 8230 P.M. n. COMPREHENSIVE PLAN REVISION Request by the City of Tigard and Neighborhood Planning Organization 5 to amend the Tigard Community Plan, 1971, for the area bounded by Interstate 5 on the east, State Highway 217 on the north, SW Hall Boulevard on the west, and the City of Durham on the south. The revision would amend both map and text of said community p_1ar... with -respect to the above described area. (a) Public Hearing Opened. (L; P1an: i.ng Department presentation - Planning Director explained that due to the problems inherent in the Unified Sewerage Agency Plant, in the area of residential zone, a special Institutional Zone should be created in this area. This is outlined in the ordinance. (c) Publi;: Testimony: Proponents: None Opponents: None (d) Planning Director recommended approval. (e) Public Hearing Closed W ORDINANCE No. 77-88 AN ORDINANCE AMENDING THE NPO #5 ENACTING ORDINANCE # 77-69 WITH RESPECT TO THE AREA DESIGNATED "STUDY AREA" ADJACENT THE DURHAM WASTEWATER TREATMENT PLANT AND THE SPINE ROAD PROPOSED TO CONNECT BONITA ROAD AND HALL BOULEVARD. Motion to adopt: Councilman Cook, seconded by Councilman Wakem. Approved by 4 to 1 vote. Roll call vote as follows: Mayor Bishop, Councilman Cook, Mickelson and Wakem voting aye and Councilman Scheckla voting nay. Ordinance No. 77-88 will require a second reading. 9. SIGN CODE REVISION A proposal to amend the Tigard Sign Code (Chapter 16, Tigard Municipal Code) to establish free-standing sign size standards according to traffic speed and number of travel lanes and to eliminate free-standing sign size restrictions based on lot frontage. PAGE 2 - COUNCIL MINUTES - OCTOBER 10, 1977 (a Pub!.ic. Hearing Ope!ied. (b) Planning Director summarised lrroposals for new standards of signs wit.,.in City (c:) Public Testimony: Proponentsa Jerry Scott, Chairman_ of Sign Revision Comr.ittee spoke it favor of the revisions, Allan Patersc=t, me brt ,< Sign Revision Committee spoke in favor of th,. proposals stressing the citizen participar ; ; encouraging adoption, Cpp•,n L:-`t s e None (d) Public Hearing Closed (e.) ORDINANCE No. 77•-89 AN ORDINANCE AMENDING TITLE 16, SIGN REGULATIONS. OF "r.:'_ TIGARD MUNICIPAL CODE, AND DECLARING AN EMERGENCY. Sev. ral amendments were made to the proposed ordinance; St.-.-.tion 1.A, Pagt- .3, a^...erld 16,1.2.010 removing Building Official and inserting rile words Pl,-•iin;• Di ':c'rtor; delete 16.08.040 which refers to enforcement by Building Officia` pages 3, 5^..:Tbe.r 2 changed to read "certified" mail not registr_ edi emei�et ,.; c l ai st, added. Mcticn by Councilman Cook, seconded by Councilman Wakem to adopt Ordi­a.acF:• /7-89 as amended. Approved by unanimous vote of Council. ACCEPTANCE OF SEWER EASEMENT - Mrs, Elsie Ames (a) MI tion to approve and authorize execution by Mayor and City P.ecorder: Councilman Cook, seconded by Councilman Wakem. Approved by unanimous vote of Council. 1! , ACCOUNTING SYSTEMS IMPROVEMENT PROPOSAL (a) Stephen Roberts, Coopers & Lybrand, submitted proposal which stressed the itri:ediate need to upgrade the accounting system of the City. Contract r,-,serxed to carry-out the procedures outlined in the presentation was submi trtd, (b) Moticn by Councilman Cook., seconded by Councilman Scheckla to authorize Mayor and City Recorder to execute contract for maximum of $4,500.00 payment Lo Coopers and Lybrand for update of accounting system. Money to be transferred from Federal Revenue Sharing Contingency Fund to Contractual Account in Fi-ance Department (4.3.1) Approved by unanimous vote of Council. 1.2. FCD STORM DRAINAGE AND PEDESTRIAN/BIKEWAY PROJECT. (a) Presentation of report by Acting City Administrator. Letter from Ken Meng., Zarozinski and Tatone, consultants for the project, was presented concernick, PACE 3 COUNCIL MINUTES e OCTOBER 10, 1977 r t;he nsgotiar:zons with 1. Bucli.n—,or--M—rthern. Railroad .• ttr rlght�-Ot-4. the proposed bik-way. HUD grant money was discussed. Staff -pinio -k was tl.e project could be curtailed to live within the gran:. money. Recommendati:. was made that thE- project be .tat..=.d itraLediatel.y and that negotiation= core with the railrc,ad. 3 (b) M,,tio=i by Councilman Schecklz, sec;nderl by Councilman Cook to authorize letting c•f bids for the project, continue negotiations wit.'. the railroad and live wi.t.h;- the budget for the project.. Approved by unanimous vote of Coun.ci1. :.3 HIRIN^ 01' TEMPORARY INSPECTOR FOR THE HCD PROJECT. P:_<=" Cation. by Acting City Administrator. Rt-coanendati.+-•n to Counc• -a t. r` "'i iv seek and hire a Te..ch 11 in the appropriate wage frame fox use on this wi.1-h the idea that this "temporary" status be reviewed by the nc[w Ci ty Ar!.-ri.nist:rator, Mr.ticin by Councilman Wakem, seconded by Councilman Cook to advertiser for j-i hits a T=ch I.I. on a temporary basis with permanent status to be decided by 4w City Adrn.i.p.i strator.. Approved by unanimous vote of Council. I- APPROVAL. OF SANITARY SEWER COMPLIANCE AGREEMENT & AUTHORIZE EXECUTION by MAYOR A''U CITY RECORDER - SW 11.5th Avenue Extension, Larry Kalsch ta) Acting City Act- i.nistrator t:ec%,minended approval.. (b) Moticn by C�uncil.man Wakem, seconded by Councilman Mickelson to approve, and a-. th.ori.ze execution by Mayor and City Recorder. Approved by unanimous vote of Council. �. APPROVAL OF SANITARY SEWER CONTRACT AGREEMENT AND AUTHORIZE EXECUTION BY 14AYOR AND CITY RECORDER - SW 115th Avenue & SW North Dakota Street., Latry Kalsch. ..a) A- ting City Administrator recommended approval. (b;: Motion by Councilman Wakem, seconded by Councilman Mickelson to approve, a;:d authorize execution by Mayor and City Recorder. Approved by unanimous vote of Council. 1.6., ACCEPT STREET DEDICATION - Hallberg Homes, Inc. - 15 foot right-of-way dedication SW Hall Boulevard. !a) Motion by Councilman Wakem, seconded by Councilman Mickelson to accept. Approved by unanimous vote of Council. 17.. RECRUITMENT EXPENDITURES FOR CITY ADMINISTRATOR. (a) Council agreed to cover recruitment expenditures and charge City Administrate Division 4.2. PACE 4 - COUNCIL MINUTES - OCTOBER 10, 1977 f_,I Cffi.t L11.S Caucus TIn.urz;Ia ', '30 Po"?�, S- :-rwood1. ;t�.irecka Road. L,G.i . r...,2,... _ ief p nCoc.:n_ci.l'. in.tenti.n.; i t MdT1l3.•.l't<_ y .,'.;FX3tiOS: P; Li t icn— Qll?s tion of wbc }hc•.?: .,) "i� ,f P. F� '{'F2 aroLi..d tFeV two ,SII?31.1 lOLS petiri _u x r. ='m:,exation. Ccur:' d.i:'&-:.ed E s f f to rake S'"'.a' ` +:Ufnl f;:!' r%r ;i1CI11 j,Ci.eS '^•. 1 trE: 3Tc^3 to d8 terII:l??c - t.aff to re:p-•,rt. h•;_k t:, „ouncil. ' , f.. .. cr;F,d at. 1.0:30 P�".. sled 3., .P. i. r'_.'wr at lU: � a .d :a- c nt , scion U.-A, E visions of ORS 192, 660(a) to discuss C4 ry Adm'' st..=a:1. app .._ ..`t:d SF1CCLi01', p :)c c s s and re uested Cit Recc r(I^r t_ r 9 y v sake ar e. tc•: aG cas tc) h: i .erviewed.. Suggested date C, •. ir-tervjf,, = to t� ra.k. c f C)'I 9011",, Ci ty Rs-c.c tdcr to set.. up schedule and r:p:, .s. beck to Cn. .•. i ' 'ii .:1.'1,`(�?•kat+lF;�t'' �. 1()�5i) P.M. City Retarder X" -F-S T PACE .5 •- CC?:yC?;_. MINT?TFS - OCTOBER 1.0, .1977 BILLS PRESENTED FOR PAYMENT GENERAL BUDGET.- PROGRAM October 10, 1977 For Period Ending September 30, 1977 Community Protection Check No. 4793 Portland Community College - Tuition Fee, Legal Aspects Class (1.1) $ 76.50 4795 Petty Cash - Doris Hartig, Custodian - Travel Subsistence - Office Expense (1.1) 23.44 (1.4) .60 (1.5) 2.59 26.63 4798 Traveler's Insurance Co. - Employee Retirement (1.2) 33.35 (1.3) 80.90 (1.5) 238.91 353.16 4802 ICMA Retirement - Administrative Retirement (1.4) 133.34 4804 Western Insurance Co. - Police Insurance (1.1) 63.05 4806 Oregon Dental Service - Dental Insurance (1.1) 499.35 (1.2) 38.27 (1.4) 120.21 (1.5) 84.77 742.60 4808 Barbur Blvd. Rentals - Equipment Rental (1.2) 27.50 4810 Mr. C's Camera Co. - Film & Processing (1.1) 57.46 4812 Chevron USA - Gas (1.1) 5.66 4813 Crest Printing - Building Permit Forms (1.5) 153.40 4820 Doug's Auto Parts - Misc. Auto Supplies (1.2) 30.62 4821 Nancy Edwards - Mileage & Subsistance (1.4) 14.55 4822 Billie Rawlings - Mileage (1.3) 11.13 4823 Dick Bolen - Mileage & Subsistence (1.4) 53.25 4824 John Laws - Mileage & Subsistence (1.4) 6.10 4827 Forbes Automotive - Rep. Paint Sprayer (1.2) 12.40 4828 Goodyear Tire & Rubber - Tires (1.1) 202.50 4829 Goodyear Services - Front End Align (1.1) 13.50 (1.5) 31.83 45.33 4831 Harris Uniform - Police Reserve Uniform (1.1) 46.29 4832 The Identi-Kit Co. - Systems Rental (1.1) 27.00 4833 International Assoc. of Chiefs of Police - Membership (1.1) 35.00 4834 International Conference of Building Officials Membership (1.5) 75.00 4839 Northwest Natural Gas - Utility (1.1) 13.91 4840 Photo Factory - Speed Finder (1.1) 112.45 4860 Power Rents, Inc. - Post Hole Digger Rental (1.2) 66.00 4846 Southwest Office Supply - Misc. Office Supplies (1.1) 38.75 4847 Tigard Arco - Car Wash (1.1) 10.00 4851 Traffic Safety Supply - St. Paint & Signs (1.2) 1,307.05 4852 Valley Communications - Radio Maintenance (1.1) 149.00 4855 Willamette Industries - Building Maintenance (1.2) 30.40 4856 Xerox - Developer (1.1) 28.50 BD U. S. National Bank - Social Security (1.1) 1,785.40 (1.2) 116.49 (1.3) 12.95 (1.4) 392.59 (1.5) 259.39 2,566.82 $ 6,521.35 Home and Commiinity Quality Check No. 4795 Petty Cash - Doris Hartig, Custodian, Misc. Expense (2.1) 2.49 4798 Traveler's Insurance Co. - Employee Retirement (2.1) 255.59 1L4811 Oregcn Dental Service - Dental Insurance (2.1) 177.88 A-Boy West - Electrical & Plumbing Supplies ;2.1) 24.21 Case Power & Dquipment - Parts Backhow & Tracor (2.1) 72.13 Bills Presented for Payment, Period Ending September 30, 1977 Page 2 Check No. 4814 Daily Journal of Commerce - Advertisement for Bids (2.1) 41.70 4820 Doug's Auto Parts - Misc. Auto Supplies (2.1) 154.58 4825 Farmcraft - Liberty Park (2.1) 96.00 4827 Game Fun - Liberty Park (2.1) 246.05 4830 Grimm's Fuel - Liberty Park (2.1) 200.00 4835 Jerry's Auto Upholstery - Repair Seat 2-4 (2.1) 60.00 4836 Maryatt Industries - Laundry (2.1) 58.00 4837 Mt. Hood Chemical Cleaner - Park Restrooms (2.1) 305.25 4841 Pipeline Products - Risers (2.1) 812.64 4844 Rose City Uni-Hoist - Unihoist (2.1) 720.00 4845 S & W Farm Equipment - Parts-Spreader (2.1) 28.05 4848 Tigard Times - Advertisement for Bids (2.1) 9.20 4850 Tigard Wigwam - Rain gear (2.1) 84.60 4852 Valley Communications - Radio Maintenance (2.1) 24.50 4853 Valley Yard Supply - Barkdust (2.1) 12.00 4855 Willamette Industries - Bldg. Maintenance (2.1) 100.59 BD U. S. Bank - Social Security (2.1) 585.25 $ 4,070.71 Social Services Check No. 4794 Goatsheard Book Store - Books (3.1) $ 62.91 4798 Traveler's Insurance Co. - Employee Retirement (3.1) 78.84 4806 Oregon Dental Service - Dental Insurance (3.1) 44.35 4854 Western Office Products - Ribbons (3.1) 8.01 BD U. S. Bank - Social Security (3.1) 109.15 $ 303.26 Policy & Administration Check No. 4795 Doris Hartig - Custodian, Petty Cash - Travel Subsistence - Office Expense (4.1) 18.75 (4.2) 24.60 $ 43.35 4798 Traveler's Insurance Co. - Employee Retirement (4.3) 208.51 4802 ICMA Retirement - Administrative Retirement (4.2) 130.20 (4.3) 329.26 459.46 4806 Oregon Dental Insurance - Dental Service (4.1) 27.17 (4.2) 40.76 (4.3) 69.02 136.95 4809 Beaverton Printing - Envelopes (4.3) 327.00 4813 Crest Printing - Sewer Billing Forms (4.3) 102.50 4815 Wilbur Bishop - Mayor (4.1) 165.00 4816 Kenneth Scheckla - Councilman (4.1) 135.00 4817 John Cook - Councilman (4.1) 165.00 4818 Lynn Wakem - Councilman (4.1) 165.00 4819 Alan Mickelson - Councilman (4.1) 165.00 BD U. S. Bank - Social Security 4.2) 131.35 (4.3) 232.63 363.98 $ 2.436.75 k`,� Bills Presented for Payment, Period Ending September 30, 1977 Page 3 City-Wide Functions Check No. 4795 Doris Hartig - Custodian, Petty Cash - Postage (5.1.5) $ 7.00 4809 Beaverton Printing (5.1.9) 327.00 4839 Northwest Natural Gas - Utility (5.1.3) 43.01 4843 Rentex - Laundry (5.1.11) 31.15 4846 Southwest Office Supply - Miscellaneous Office Supply (5.1.9) 25.27 4849 Tigard Water District - Utility (5.1.3) 317.00 4857 Zarosinski-Tatone - HCD Engineers - Consultant Engineers (5.1.9) 294.50 $L-1.044 93 Capital Projects Check No. 4848 Tigard Times - Advertisement for Bids (6.1.2.5) $ 6.80 Refund Deposits - Payroll Liability Refunds Refunds to Revenues and etc. Check No. 4790 Hal Merrill - Refund Deposit - Retirement (622) $ 71.14 4791 Linda Raineri - Refund Deposit - Retirement (622) 18.54 4796 Tigard Employee Assoc. - Payroll Withholding (604) 24.00 4797 Banker's Life Co. - Police Retirement (608A) 1,684.92 4798 Traveler's Insurance Co. - Employee Retirement (608B) 261.38 4799 Tigard Police Officers Association - Payroll Withholding (611) 218.00 4800 Tigard Credit Union - Payroll Withholding (609A) 617.77 4801 Washington County Credit Union - Payroll Withholding (609B) 630.00 4802 Oregon Admin. Co. - Payroll Withholding (619) 79.36 4804 Western Life Insurance - Police Insurance (618) 7.15 4805 Oregon State Tax Commission - Payroll Withholding (614) 3,982.20 4858 United Good Neighbor - Payroll Withholding (617) 18.00 BD U. S. National Bank - Payroll Withholding (610) 75.00 BD U. S. National Bank - Federal Tax (613) 10,938.81 > BD U. S. National Bank - Social Security (612) 3,627.53 (622) 2.33 3,629.86 $22,256.13 Contract Payments Check No. 3384 Unified Sewerage Agency (753-755.1) $32.136.55 Bills Payable $ 68,776.48 Payroll September 48,584.45 { TOTAL BILLS PAYABLE $117,360.93 x: :a Prank A. Bauman 2815 S. W. sunset Blvd. Portland, Oregon 97201 September 28, 1977 Mayor Wilbur Bishop P.O. Box 23557 Tigard, Oregon 97223 Dear Mayor Bishop: This is a personal letter supporting the United Nations Association of the United States of America's request that you appoint a local Chairman for the nationwide state and city U.N. Day observance this October 24th. As Governor Bob Straub wrote when he named me Oregon Chairman for 1977: "We must all continue our longstanding commitment to make the United Nations a strong, workable tool for dealing with international problems." One thing we hope to do on the state level October 24th, is to bring to Salem foreign students from our colleges for the formal ceremony and then introduce them to various de- partments of state government in which they have a special interest. Perhaps you might want to apply this idea by in- troducing foreign students at your observance and then giving them a chance to become acquainted with your municipal gov- ernment scene. In any event, do send the name and address of your Chairman, if you have not already done so, to the UNA-USA, 300 East 42nd Street, New York, New York 10017, attention Ms. Beth A. Sullebarger. I understand that the National U.N.A. will supply him or her with a useful desk kit. Note too, that our Oregon U.N. Association and I would like to assist you where we can so that your presentation does credit not only to your community but serves as a tangible and forceful reminder of our ongoing ties with the international community through the United Nations system. Do write or phone me (246-9293) if you have any questions. Sincerely yours, FAB:pb cc: Ms. Beth A. Sullebarger S C_ SALEM: Local Government Center EUGENE: Hendricks Hall TlaD 1201 Court Street N.E._ University of Oregon P.O.Box 928,Salem 97308 P.O.Box 3177,Eugene 97403 Y a Telephone:(503)588-6466 Telephone: (503)686-5232 fCitiesLea ue o ore on Salem, Oregon September 27, 1977 To: Mayors of Oregon Cities We are now completing plans for the 1977 convention of the League of Oregon Cities and are writing to request suggestions and ideas from you and your city council for topics and speakers. The League's 52nd annual convention will be held November 13- 15 at the Hilton Hotel in Portland. Copies of the preliminary program outline and suggestion sheets are enclosed. We would appreciate it if you would distribute these to members of your city council . Again this year we plan to offer a wide variety of activities, including workshops , general sessions, luncheons, the annual banquet, study tours, films, issue debates, training seminars, and roundtable discussions. Guest speakers include Phyllis Lamphere, city councilwoman, Seattle, and president of the National League of Cities and Governor Bob Straub. Other speakers will be announced in a future issue of the League News Letter. We hope that you will use one of the enclosed suggestion sheets to let us know of ideas, topics or programs which you would like incorporated into the convention this year. e would appreciate your assistance in circulating information on the convention to city councilmen and administrative officials in your city and encouraging their attendance at this year's convention. We will ask that the city recorder or city manager in each city handle hotel reservations and advance registrations for all of your delegates. Hotel reservations and convention pre-registration forms will be sent to your city manager or city recorder within the next week and a half to be used for all delegates from your city. We appreciate your suggestions and ideas and look forward to the active participation of your city officials in the 1977 convention. Sincerely, jo/_t, C Stephen C. Bauer Executive Director S C B:bas v� �'�t �f�A.� at d+n/ CL�zt/U Enclosures OFFICERS: Ellen C. Lows, councilwoman, Salem, DIRECTORS: Mayor Ronald L Bryant, Redmond • Mayor Richard T. Carruthers, Hammond, Immediate President • Charles R. Jordan, commissioner. Port• past praNdant • Mayor Lawrence P. Gray. Hermiston • Mayor R. A. Keller. Eugene Eldon land, vita president • C. Dean Smith, city manager, S.Mille,city manager.Hillsboro • Jack R.Nelson,councilman, Beaverton • Mayor Ronel Paddock, Corvallis,treasurer•Stephen C.Bauer,exec.dl for Oakridge • Mayor Gary Prickett,Ashland • James Richards, councilman, Bay City C. ON /ocZ Q WASHING 1L ON COUNTY ADMINISTRATION BUILDING—150 N. FIRST,AVENUE l HILLSBORO, OREGON 97123 ` • OR pts i DEPT.OF ASSESSMENT AND TAXATION ' BOARD OF COMMISSIONERS O EC� � DONALD W.MASON,Director RAY MILLER,Chairman C ROOM 105 BILL BLOOM (503)648-8741 VIRGINIA DAGG C/'/ J I MILLER M.OURIS �FT7G9R0 I RICHARD C.HEISLER Gentlemen: ' A copy of the -1977" $ staxingvdistrictsaluesp xrates, taxes inWashingtonCounty produced for the various is enclosed. Please let me know if you have any questions or comments in this regard. Yours v ry truly, u ... L � w Donald W. Mason, Director DEPARTMEI4T OF ASSESSMENT A14D TAXATION DWM/vt I'I INDUSTRIAL FIELD SWEET INDUSTRIA+. •�• NAME OF PLANT BLDG. _PAGE ~ LOCATION _DATE 1 L --,cr-•�- ,l�f'L7 V� Sg elg :5,1 4-4-7 '4 '3roi13/ r... -i --,-- 8;' AO L_. 1 44- . . -�—E_ -�• _`` _�t._.:L. :IT'�.. _ !_ .�_ .f_, -i.. _:moi._._ �_�_ �?-;�` _I •iL - � I ZAROSINSKI-TATONE ENGINEERS. INC. STRUCTURAL-CIVIL-WATER AND SEWERAGE SYSTEMS RONALD G.TATONE. P.E. DONALD J.ZAROSINSKI. P.E. PHONE(503) 235.8795 3737 S.E.EIGHTH AVENUE PORTLAND.OREGON 97202 October 5, 1977 Mr. Ed Walden Acting Administrator City of Tigard 12420 S.W. Main Street Tigard, Oregon 97223 Re: Storm Sewer - Bikeway Greenburg and Tigard Dear Ed: As you know, the Tigard City Council at their regular meeting on Monday, October 3, 1977, took under advisement the awarding of the contracts for the above captioned project. The Council directed that certain informa- tion be obtained before their meeting of Monday, October 10, 1977. Subsequent to the October 3rd Council Meeting, I met with Mr. Clifford Safranski of the Department of Housing and Urban Development to discuss the concerns of the council. . The Department (HUD) does not review con- tracts for construction or construction work in block grants. In Mr. Safranski ' s opinion there would be no objection by the department if the City found it necessary to shorten the amount of pedestrian/bike- way construction in order to stay within the funds allocated by the grant. Although the department is short of field personnel, there are two types of audits which they would hope to make during the project. One type is a procedures audit to make sure the city is following the provisions of the federal requirements. Such items as Federal Labor Standards, Davis Bacon Act, Equal Opportunities regulations, etc. The second type of audit is financial in nature and involves reviewing the City audit pertaining to receipt and expenditures of block grant funds. This review is primarily to make sure the funds are used for the purpose intended and not to review each unit item of construction. Procedures for periodic drawing on grant funds are outlined in materials already in the possession of the City. No draw can be less than $10,000. therefore the City should plan ahead to be able to have the funds to pay the contractor his monthly partial payment. Cliff suggests your financial. official should contact Mr. Cal Ross (221-2601) in the near future to be, sure the City is aware of the procedures and methods for handling the financial portion of the project. Mr. Ed Walden Re: Storm Sewer/Bikeway Page Two We had previously cleared the project with many federal, state and local agencies but, at the suggestion of Mr. Safranski, I have transmitted copies of the Environmental Review to several of these agencies with copies to you. The other matter of concern to the Council was inspection. It is obvious that the contractors can complete the work in the time requested pro- viding there are sufficient number of days in which the weather permits working. The contractors know that if weather does cause them to run over the time, the city will grant extensions. As far as inspection is concerned, we should only consider the actual number of working days. In this regard, it is difficult to estimate working days without knaving the resources (men & equipment) the con- tractors intend to devote to the project. Traffic and resident con- venience are also improtant factors affecting working time, especially on Greenburg Road. The agreement between the City and our firm, among other things, calls for periodic inspections at the site to check the contractorks work for general compliance with the contract documents. under "Basic Services. " We have estimated the number of working days for the project to be as follows: Tigard Street Storm Sewer. . . . . . . . . . . . . . . . .26 days Greenburg Road Storm Sewer. . . . . . . . . . . . . . . . .59 days Bikepath, both streets . . . . .37 days Total' Estimate: 122 days While the presence of an inspector 100% of the ti me the contractor' s are working would give the best assurance of compliance, portions of his time would be rather unproductive and, therefore not really necessary. It is our experience that a good inspector on the job approximately 50% to 75% of the time can assure proper compliance and deal with contractor, citizen and city problems. Estimating 60% of the construction time would be approximately 73 days or 584 man hours. There would be times r Mr. Ed Walden Re: Storm Sewer/Bikeway Page Three when the inspector would work several days in a row and other times when he would be required part of the day or not at all. Our firm can provide this inspection work at the rate equivalent to the "Design Draftsman" set forth in Exhibit "A" of the agreement ($15.50 per hour) of course, the city has other options in providing project inspection. We hope the information contained herein will enable the Council to make the necessary determinations and proceed with the project. Very truly yours, ZAROSINSKI-TATONE ENGINEERS, INC. Kenneth A. Meng, P.E. KAM/cs cc. Mr. John Hagman City of Tigard ' i i t i` !44 7i 71 1 1 _ r COOPERS & LYBRAND CERTIFIED PUBLIC ACCOUNTANTS IN PRINCIPAL AREAS 2700 FIRST NATIONAL BANK TOYER OF THE WORLD PORTLAND.OREGON 97201 RESIDENT PARTNERS (503)227-8600 WEBBER C.HARRINGTON ROY H.WEBSTER CLIFFORD T.STEWART HAROLD O.BREVIG HYRON J.FLECK JAHCS L.SAVAGE October 10, 1977 JOHN R.M.0 LU RE 'I OCRALD A.M.LLROY J Mr. Ed Walden i City of Tigard 12420 S. W. Main Tigard, Oregon 97223 s Dear Mr. Walden: At the request of Mr. Bruce Clark, we have surveyed your accounting and reporting needs for the purpose of making recommend- ations for system improvements. Our findings, recommendations and proposal are set forth below: FINDINGS: Our survey included a review of the various cash receipts, cash disbursements, accounts payable, payroll, general ledger and financial reporting procedures. Our findings are as follows: Neither transaction volumes nor complexity of work indicate a need to computerize the City' s overall accounting system at this time. There are numerous opportunities to reduce duplication of clerical effort. Several elements of the system are susceptible to simplification, thereby permitting further reduction of clerical effort and of the possibilities for error. Various receivable and payable accounts need to be placed under general ledger control. The personal services system needs to be upgraded to provide required reports with greater timeliness and efficiency. Management and budgetary control reports are required t on a more timely basis. a i a s s r,_ Mr. Ed Walden City of Tigard October 10, 1977 Page 2 RECOMMENDATIONS: The City should continue to maintain its overall accounting system on a manual basis, but should restructure it where opportunities exist for simplification, elimination of duplicate effort, and increasing the effectiveness of internal control. A study should be made to determine the feasibility of computerizing the personal services sub-system through an outside service bureau. PROPOSAL: We propose to perform the following tasks in close consultation with the City' s management and staff: Design a simple, effective accounting system that will provide financial information relative to the City's various activities. This will include: . . A review of the City's current chart of accounts for possible account consolidations and simpli- fication. The restructuring of the general ledger to simplify reporting procedures. . . The reformating of all journals and ledgers to increase their efficiency and improve posting time. . . The reformating of appropriate financial statements and financial summaries for increased effectiveness. Review the City' s needs for and determine the feasibility Of computerizing personal services reports. Implement such personal services reports where deemed appropriate. Restructure the billing and collection procedures for sewer charges to reduce the level of clerical effort. Institute general ledger control over various accounts receivable and payable. Review and improve procedures for issuing licenses and permits to increase efficiency. il III Mr. Ed Walden City of Tigard October 10, 1977 Page 3 Institute additional internal controls to enhance reliability of data and simplify preparation for the annual audit. Instruct your staff in the proper performance of all new or modified procedures. Prepare a manual of accounting instructions for use as a reference, training, and management monitoring tool. i As a result of these services, the City should have a more efficient and smoothly functioning accounting system which would produce timely, reliable and usable information for budgetary and managerial control. tat rthese ange from�a$4,000mtoe$4h500our andfee wouldrexpect thevices projectuld to be completed within two months after acceptance of the proposal. We wish to emphasize that, as the City grows and matures, the accounting systems be periodically reviewed to insure that adequate controls and efficient processes are in place. lie will be pleased to discuss this report and proposal further with you. Upon your approval, we will schedule the work to begin at a mutually convenient time. Very truly your JLS SKR:lr