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City Council Packet - 11/10/1980 TIGARD CITY COUNCIL REGULAR MEETING NOVEMBER 10, 1980 , 7 : 30 P.M. FOWLER JUNIOR HIGH SCHOOL SCIENCE ROOM NOTICE: ALL PERSONS DESIRING TO SPEAK ON ANY ITEM MUST SIGN THEIR NAME ON THE APPROPRIATE SIGN-UP SHEET(S) LOCATED AT THE BACK OF THE ROOM. PERSONS DESIRING TO SPEAK WILL THEN BE CALLED FORWARD BY THE CHAIR TO SPEAK ON THE INDICATED ITEM(S) . AGENDA: 1 . CALL TO ORDER 2. ROLL CALLco o 3 . PLEDGE OF ALLEGIANCE 4. CALL TO AUDIENCE FOR THOSE DESIRING TO SPEAK ON NON-AGENDA ITE;IS . 5 . CONSENT AGENDA: (All matters under this heading are considered to be routine by the City Council and will be enacted in one motion in the form listed below. There will be no separate discussion of these items . If discussion is desired by any Council member or member of the audience, that item will be removed from the consent agenda and will be considered separately. ) (a) Approval of Minutes : October 27 , 1980 (b) Approval of Expenditures and Investments : $ 191 ,843 .46 (c) RESOLUTION No. 80-97 A RESOLUTION OF THE TIGARD CITY COUNCIL ACCEPTING THE PUBLIC STREET IMPROVEMENTS KNOWN AS SW KATHERINE STREET EXTENSION, GENERALLY LOCATED WEST OF SW 121ST AVENUE , SUBJECT TO HEREIN SPECIFIED CONDITIONS . (d) RESOLUTION No. 80-98 RESOLUTION OF THE TIGARD CITY COUNCIL ACCEPTING THE PUBLIC IMPROVEMENTS CONSTRUCTED WITHIN SUMMERFIELD No. 13 SUBDIVISION, SUBJECT TO HEREIN SPECIFIED CONDITIONS . 6. ORDINANCE No. 80--88 AN ORDINANCE RATIFYING ANNEXATION OF LANDS BY THE BOUNDARY COMMISSION, ORDER No. 1634, AND ADOPTING FINDINGS WITH RESPECT TO AN AMENDMENT TO THE 1970 ZONING MAP OF THE CITY OF TIGARD TO CONFORM WITH THE TIGARD COMPREHENSIVE PLAN AS ADOPTED AND FIXING AN EFFECTIVE DATE . (Abbott Annexation_ & Zone Change) }< (a) Requires second reading from October 27 , 1980 meeting. 7. RESOLUTION No. 80- A RESOLUTION OF THE TIGARD CITY COUNCIL AMENDING k=; RESOLUTION No. 80-90 (a) Recommendation of City Administrator. 8. REQUEST FOR TEMPORARY USE PERMIT BY LAMB WESTON (a) Recommendation of City Administrator. 9. COMPUTER TIME SHARING - Request by Tigard Water District (a) Recommendation of City Administrator. 10. RENEWAL OF LIABILITY INSURANCE (a) Recommendation of Finance Director. 11 . RESOLUTION No. 80- A RESOLUTION OF THE TIGARD CITY COUNCIL TRANSFERRING FUNDS FOR UNFORSEEN EXPENSES (a) Recommendation of City Administrator 12 . RESOLUTION No. 80- A RESOLUTION OF THE TIGARD CITY COUNCIL ACCEPTING THE PUBLIC SANITARY SEWER IMPROVEMENTS KNOWN AS THE 92ND AVENUE SANITARY SEWER EXTENSION, GENERALLY LOCATED SOUTH OF SW DURHAM ROAD. (a) Recommendation of Director of Public Works 13 . RESOLUTION No. 80- A RESOLUTION OF THE TIGARD CITY COUNCIL ACCEPTING THE PUBLIC STREET IMPROVEMENTS KNOWN AS SW 68th PARKWAY, LOCATED SOUTH OF SW HAMPTON STREET AND NORTH OF (VACATED) SW IRVING STREET. (a) Reco=nzendation of Director of Public Works 14. OTHER 15 . ADJOURNMENT i TF PAGE 2 - COUNCIL AGENDA - NOVEMBER 10, 1980 T I G A R D C I T Y C 0 U N C I L REGULAR MEETING MINUTES - NOVEMBER 10, 1980V- 7 : 30 P .M. 1 . ROLL CALL: Present : President of Council_ , John Cook ; Councilmen Tom Brian, Kenneth Scheckla ; Councilwoman Nancie Stimler ; Chief of Police , Robert Adams ; Legal Counsel , Joe Bailey; City Administrator, Raeldon R. Barker; Director of Public Works , Frank Currie; Finance Director/City Recorder, Doris Hartig ; Administrative Secretary, Loreen Wilson. 2 . CALL TO AUDIENCE FOR THOSE DESIRING TO SPEAK ON NON AGENDA ITEMS . (a) Mr. Allan Paterson, 11605 SW Manzanita , stated that he wished to appeal a minor land partition on behalf of Mr. Dave Nicoli and Mr. Livingston. Legal Counsel requested that Mr. Paterson contact City Hall to file his objections and request an appeal hearing before the Planning Commission. (b) C.W. Stulier, 12215 SW Summer Street & Nancy Robbins , 12220 SW Summer Street questioned the bill which they received from Mr . Allan Paterson for $150.00 for sewer connection to the Leron Heights Interceptor. They requested that the City Administra- tor met with them and Mr. Paterson to go over the books . Council requested staff assist Summerhills citizens to see documentation they requested. 3 . APPROVAL OF MINUTES : OCTOBER 27 , 1980 , (a) Motion by Councilman Brian, seconded by Councilwoman Stimler to approve. Approved by unanimous vote of Council present. 4 . APPROVAL OF EXPENDITURES AND INVESTI•IENTS : $191)843 . 46 (a) Motion by Councilman Brian, seconded by councilwoman Stimler to approve . Approved by unanimous vote of Council present . 5 . RESOLUTION NO. 80-97 A RESOLUTION OF THE TIGARD CITY COUNCIL ACCEPTING THE PUBLIC STREET IMPROVEMENTS KNOWN AS SW KATHERINE STREET EXTENSION, GENERALLY LOCATED WEST OF SW 121ST AVENUE, SUBJECT TO HEREIN SPECIFIED CONDITIONS . (a) Motion by Councilman Brian, seconded by Councilwoman Stimler to adopt. Approved by unanimous vote of Council present. a 6 . RESOLUTION No. 80-98 A RESOLUTION OF THE TIGARD CITY COUNCIL ACCEPTING THE PUBLIC IMPROVEMENTS CONSTRUCTED WITHIN SUMMERFIELD NO. 13 SUBDIVISION, SUBJECT TO HEREIN SPECIFIED CONDITIONS . (a) Motion by Councilman Brian, seconded by Councilman Stimler to adopt. Approved by unanimous vote of Council present . 7 . ORDINANCE No . 80-88 AN ORDINANCE RATIFYING ANNEXATION OF LANDS BY THE BOUNDARY COMMISSION, ORDER No. 1634, AND ADOPTING FINDINGS WITH RESPECT TO AN AMENDMENT TO THE 1970 ZONING MAP OF THE CITY OF TIGARD TO CONFORM WITH THE TIGARD COMPREHENSIVE PLAN AS ADOPTED AND FIXING AN EFFECTIVE DATE (Abbott Annexation & Zone Change) . (a) Requires second reading from October 27 , 1980 , meeting . (b) Motion by Councilman Brian, seconded by Councilwoman Stimler to adopt . Approved by 3-1 majority vote of Council present , Councilman Scheckla voting NAY. 8 . RESOLUTION NO. 80-99 A RESOLUTION- OF THE TIGARD CITY COUNCIL AMEND- ING RESOLUTION NO. 80-90 . (a) City Administrator toted that the Council had decided after the adoption of the resolution to request $20,000 instead of $15 ,000 from the County and requested approval of the amending Resolution. (b) Motion by Councilman Brian , seconded by Councilwoman Stimler to approve. Approved by unan:_mous vote of Council present . 9 . REQUEST FOR TEMPORARY USE PERMIT BY LAMB WESTON . (a) City Administrator requested Council approve an additional nine month extension to a current temporary use permit held by Lamb Weston. The office trailer will be used until the building addition is completed. (b) Motion by Councilman Scheckla , seconded by Councilman Brian to approve a nine month extension of the current temporary use permit for Lamb Weston. Approved by unanimous vote of Council present . PAGE 2 - REGULAR COUNCIL MINUTES - NOVEMBER 10, 1980 10 . COMPUTER TIME SHARING - Request by Tigard Water District (a) City Administrator requested Council give direction as to their feelings regarding the concept of computer time shar- ing with the Tigard Water District. The Water District desires to purchase their own printer and terminals and use our disc drive . City Administrator expressed his interest in pursuing this plan. (b) After brief discussion by Council , unanimous consent was expressed to pursue time sharing with the Water District and consider joint water and sewer bills in the near future . 11 . . RENEWAL OF LIABILITY INSURANCE (a) Finance Director stated the liability insurance needs to be renewed at this time and discussed the quotes received. She pointed out that the total package for 1980-81 would be $32 ,287 .00 which is $9 ,000 below budget . (b) Motion by Councilwoman Stimler , seconded by Councilman Brian to approve. Approved by unanimous vote of Council present. 12 . RESOLUTION NO. 80-100 A RESOLUTION OF THE TIGARD CITY COUNCIL TRANSFERRING FUNDS FOR UNFORESEEN EXPENSES . (a) City Administrator stated that since there was approximately .��.9 ,vOv cavaliable froth the 5 . 1 . 2 . insurance account , he pro- posed to transfer money to cover the unforeseen expenses for computer costs . He discussed the needs for forms burster and decollator ; miscellaneous room modifications ; shipping costs and software expenses . (b) Motion by Councilman Scheckla , seconded by Councilman Brian to approve the transfer. Approved by unanimous vote of Council present . 13 . RESOLUTION No. 80-101 A RESOLUTION OF THE TIGARD CITY COUNCIL ACCEPTING THE PUBLIC SANITARY SEWER IMPROVE- MENTS KNOWN AS THE 92ND AVENUE SANITARY SEWER EXTENSION, GENERALLY LOCATED SOUTH OF SW DURHAM ROAD. (a) Director of Public Works recommended approval . (b) Motion by Councilman Brian, seconded by Councilwoman Stimler to approve. Approved by unanimous v _e - f Council present . PAGE 3 - REGULAR COUNCIL MINUTES - NOVEMBER 10, 1980 is 14. RESOLUTION NO. 80-102 A RESOLUTION OF THE TIGARD CITY COUNCIL ACCEPTING THE PUBLIC STREET IMPROVEMENTS KNOWN AS SW 68TH PARKWAY, LOCATED SOUTH OF SW HAMPTON STREET AND NORTH OF (VACATED) SW IRVING STREET. (a) Director of Public Works recommended approval . (b) Motion by Councilman Brian, seconded by Councilwoman Stimler to approve . Approved by unanimous vote of Council present . 15 . OTHER: (a) City Administrator requested Council approve a nterpro dedication agreement for the Senior Citizens Center property. If the dedication is made at this time , the City would save $4,640 on the sewer connection fee . The fee would be $2 ,320 . Motion by Councilwoman Stimler, seconded by Councilman Brian to approve the City entering into a greenway dedication agree- ment on the property and authorizing the President of Council and City Recorder to sign. vote of Council present . Approved by unanimous (b) City Administrator stated he would be out of fawn for the nc November 17 , 1980 , Couil meeting. He mentioned that Helen the 11-17-80 meeting , if Council wishes to Terry could be 80 interview her for the assessment center position for the Lieutenant ' s vacancy After discussing. the backgrounds of Ms . Terry and the other consultant which the C1i.y iiau con- tacted, Council ' s decision was to talk with Ms . Terry at the 11-17-80 meetingrem . (c) Councilwoman Stimler and Council discussed briefly the problems being experienced with the traffic signals on SW Pacific Highway. (d) - Councilman Cook requested the Director of Public Works present the Street Report draft by 11-17-80 if passible . (e) Councilwoman Stimler requested staff make reservations for her to attend the METRO' S meeting being held on 11-19-80 for urban quested staff to see if someone from the renewal . She also re Downtown Committee could attend . (f) Councilman Sc discussed with staff some of the recent flooding problems in the City. Director of Public Works stated staff had been working all week cleaning up after the PAGE 4 - REGULAR COUNCIL MINUTES - NOVEMBER 10 , 1980 17 flooding, which occured mainly due to plugged street drains . 16 . ADJOURNMENT: 8:52 P.M. City RecorTer ATTEST: Mayo G PAGE 5 — REGULAR COUNCIL MINUTES — NOVEMBER 10, 1980 j'. PAYMENT OF BILLS FOR COUNCIL APPROVAL PROGRAM BUDGET Octo�)er 31, 1980 Community Protection ! Police 9,258.10 Public Works 530.41 _ Municipal Court 202.59 Planning 875.30 Building 644.91 Total Community Protection 11,511.31 Home & Community Quality Public Works 8,290.86 Social Services Library 2,778.70 Aged Services 340.57 Youth Services 5,000.00 Historical Total Social Services 8,119.27 Policy & Administration Mayor & Council 187.12 Administration 458.24 Finance 1,801.28 Total Policy & Administration 2,446.64 City Wide Support Functions Non-departmental 51,359.91 Misc. Accounts (refunds & payroll deductions, etc.) 22,200.97 CAPITOL BUDGET Community Protections Road Acquisition & Dev. Parks Acquisition & Dev. 1,385.33 Storm Drainage Total Community Protection 1,385.33 Support Services Building improvements DEBT SERVICE General Obligation Bond Bancroft Bond 472167.66 UNIFIED SEWERAGE AGENCY Contract 39,361. 51 TOTAL AMOUNT OF CHECKS WRITTEN 191,843.46 DateQ�R n I wish to testify before the Tigard City Council on the following item: (Please print your name) AGENDA ITEM # 4 CALL TO AUDIENCE FOR THOSE DESIRING TO SPEAK ON NON AGENDA ITEMS ::ame, Address & Affiliation Item Description -rl STc- c < <•� LAAfl&f%% E� I CGU=I V E0 AN AynF3C COMPANY CITY 4F TtGF.RQ October 24, 1980 Raeldon R. Barker City Administration City of Tigard Tigard, Oregon 97223 Dear Ray: The permit for our office trailer expires about December 15th. We have not finalized our office expansion program, but plan on doing so by April 1, 1981. We request a nine (9) month extension on the permit, and are confident this will be our final extension. Very ruly yours, s i Sd RReese Manager Executive Services SR:gt Lamb-Weston,a Division of Amfac Foods, Inc. General Office: 6600 S.W.Hampton Street 0 P.O. Box 21517 a Portland,Oregon 97223 Phone 503/639-8612 s TWX 910/458-8796 o Cable: LAMBWESTON .TIGARD WATER DISTRIC'� 8841 8. W. COMMERCIAL. ST. DIS TIOA1zO, OREGON 97223 Pt4ONE (RG3) 63S-tb54 October 30, 1980 Raeldon Barker ' City Administrator Re: Computer time-sharing 12420 S. W. Main Street and joint water and Tigard, Oregon 97223 sewer billing Dear Ray: Enclosed is an extract of my monthly report to the Board of Commissioners for the regular meeting to be held on November 11, 1980. The feasibility and desirability of the City of Tigard and Tigard Water District jointly utilizing the city's WANG computer is discussed in detail. Terry Fleming, Sales Representative from WANG, has advised that the programs and disk storage would be com- pletely independent of each entity and that the city would not notice the water district on the system. Further, there would be no additional electrical or power consumption with Tigard Water District utilizing the same computer. As noted in tee report. the water district would purchase the equipment to upgrade the memory from 54K to 128K. 1t is my understanding that this additional capacity for memory was not planned to be used by the city for many years. Please review the report and advise as soon as possible if the city would consider time-sharing of your computer. If so, perhaps we can discuss an agreement for rental tees, etc. , for such use. I would like to present a proposed agreement to the Board of Commissioners at the November meeting so that an affirmative decision can be made at -that - time. Please advise. Sincerely your3, TIGARD WATER DISTRICT �s Robert E. antee Administrator . ADMIN*ISTRATOR'S REPORT ..(Continued) . .. . .... .... .. S. Resolution to reject any and all bids for computerized billing system and consider feasibility and desiraby of jointly utilizing WANG system with City of Tigard. The recommendation for selection of the vendor to provide a computerized billing and accounting system continues to be a very difficult; time-consuming assignment. Additional data have been requested from several of the competitors, copies of which are enclosed. On such a large expenditure it is prudent to take the extra time and effort in ensuring installation of the best possible billing and accounting system to meet the needs of the water district. Of the sites recently visited, Metzger, Wolf Creek, Hillsboro, etc., it becomes -obvious that no one is completely satisfied with their system. I believe it is the nature of the "monster", complexity, excess time to establish the base, etc., which makes it difficult for the amateur to understand and effectively utilize the equipment. In visiting the various sites where computers are util- ized, the following characteristics are prevalent: a. The computer unit (processor) is nnois_y and a special room for instalLition is highly desirable. i b. A-ir conditioning and special electrical power requirements area necessity. At the last meeting, there appeared to be three (3) finalists. In view of new information I would like to add one more vendor, WANG. WANG is nationally known, and is the system adopted- by the City of Tigard as recommended by Coopers & Lybrand. The four (4) finalists are listed as follows: Company Hardware + Software = Total Maintenance ACC $39,000 + $12,000 = $51,000 $290/mo. NCR 38,121 + 17,200 = 55,321 273/mo. WANG 44,885 + 13,000 = 57,885 452/mo. BURROUGHS 48,020 + 14,330 = 62,350 487/mo. -2- ADMINISTRATOR'S REPORT (Continued) Since further study has been requested by the board, other options have come to light which may prove better and result in substantial savings to the .public. Other alternatives are listed below. . .... .... .... .... .... a. 2nd hand' equipment. The City of Hillsboro has used an NCR 8231 (the exact model proposed by NCR to TWD) for the past few vears. Already, they have outgrown the system and are making plans to purchase 'a larger model. The trade-in value of the NCR e231 is about one-half the cost of new equipment. (NCR has since advised that they will probably add to Hillsboro's equipment versus installing a larger computer system) . Wolf Creek Highway Water District recently enlarged its system and they have on hand an NCR printer, Model No. 349-100, which is excess to their needs and is for sale. If the above items could be purchased on resale, only the two (2) terminals (CRT's) would have to be acquired to complete the hardware. b. Computer-timesharing. (1) Wolf Creek Highway Water District desires to discuss the possibility o£ TWD uting their system for billing and accounting on a time-sharing basis. (See R. Martin Johnson's letter dated October 20, 1980) . The distance between the water districts would appear to make this alternative cumbersome and infeasible. Also, it is believed that the NCR equipment (hardware) is not as high of quality as that of other vendors nor does it have the capability for expansion without purchasing the next generation of computer. (NCR will dispute this assessment) . (2) Jim Savage, Coopers & Lybrand, has suggested that consideration be given to sharing the City of Ti ard's computer system. This concept was discuzsed briefly by Aldie Howard in his letter of February 23, 1978 to the Board of Commissioners. (See attached letter) . As conditions exist and in view of recent developments, this course of action appears very interesting and should be studied further. At first glance, .it appears that savings can be realized by both the city and water district, in addition to the public, as'a whole. Some of the elements and events that have 'occurred which make this more f2easible are noted below: -3- 17 ADMINISTRATOR'S REPORT "(Continued) (a) The City of Tigard received a computer unit (processor) with twice the capacity of that ordered. This was an error on the part of the WANG Company. The city was allowed to keep the unit without additional charge. Therefore, the computer is capable .of handling TWD's accounts as well as the City of Tigard's accounts. For example: the computer system is capable of handling 13 CRT's. (Tigard intends to use only two CRT's for its present needs) . (b) TWD does not possess a special room for a computer unit. Space is hard to come by, and the fire district has been very reluctant to grant additional space in the community hall. It appears that there 'is common ground whereby the city and water district could save funds by (1) the city receiving a monthly rental fee- for use of its computer unit, 'and (2) the water district by not making a large capital expenditure for the -computer unit. Programs and disc storage would be completely inde- pendent so there would be no interference with one another's billing or accounting. The following narrative discusses how this concept might be implemented. The phyg,i_nal confiauration of the eauipment (hardware_ ) would be as shown below: City of Tigard Tigard Water District Computer 1 (Processor) a Printer __ �N` Printer CRT CRT CRT CRT -4- ADMINISTRATOR'S REPORT (Continued) Connection to the computer (processor) would be by [77�0 telephone line or land line. The printer and 2 CRT's i,. would be purchased by TWD and .could be employed in the existing office space *and environment without air-condi- tioning or special electrical requirements. Either printer could be used inter-changeably with the other and would serve as a back-up. This is important because 90% of' the break-downs in the system is the printer which is pri-marily a mechanical device. The following equipment would have to be purchased by TWD (from WANG) : (Software --- COGEBEC) -item Cost 1 64K to 128K Memory Upgrade for Computer..... ... $5,000 1 4-Port Terminal Multiplexer (Used to interface up to 4 terminals to computer) . . . . ., 1,200 2 CRT's. ................ ...... 5,400 1 Printer (250 LPM) ... ... . .... 8,500 1 Land line or telephone imode.' 4.000 Total: (Hardware) $24,100 Software: 11,000 TOTAL: $35,100 Monthly maintenance costs: $ 244/month C. Time-sharing with City of Tigard, but also initia- tion of joint billing of water and sewer accounts. The concept of joint billing is an intriguing one. The City o£ Tigard has had some problems with sewer billing, collecting, etc., in the past. (See Aldie Howard's letter attached hereto) . The computer system should resolve the sewer billing problem, but the collecting problem will remain. The city also has limited space. -5-. _ r............. � ADMINISTRATOR`S REPORT (Continued) In view Of the complexity of water billing versus sewer billing, and the limited space at city hall, the only way-that-this concept could be implemented would be for TWD to do all billing, both water and sewer, and relieve the city of this responsibility. No additional emplovees wouid be required by TWD to perform this service. Another reason for TWD assuming this responsibility is because our field personnel must physically control and monitor the "turn-off" and "turn-ons". "Move-ins" and "move-outs" have always been a problem with the city and this .problem will continue on a computerized sewer billing system unless combined with the water billing. The city has difficulty collecting bills because they have no "whip" to ensure that payment is made. Sewer lines cannot be shut off the same as water meters. Therefore, the city :rust go the tax lien route to make collections of delinquent accounts. Since the sewer bill would be a com- ponent part of the water bill, both payments would have to be made prior to restoring water service. As you know, the water district has no bad debts; all are collectible. The city could. take advantage of Tigard Water District's well-trained office employees who do an outstanding job billing, collecting, and accounting for delinquents. This is reflected in the "clean" audit reports by Coopers & Lybrand for at least the past six years. The district has never received a management letter from the auditor. ' (A management letter is' a special addendum to the audit report specifying areas where improvements could be made in account- it-1a procedures) . The water district has 6,300 accounts and the city has about 4,000 sewer connections, only about.100 of these sewer connections are outside the Tigard Water District, . located just north of Greenburg Road in the Metzger Water District.. A special bi-monthly billing of $6 per month would be sent to each of them for sewer only. Billing would not affect those in King City (U.S.A.) or those persons without sewer connections. (inside or outside the City of Tigard) . It is noted that the municipal program (software) package includes provisions for joint water and sewer billing. It would be relatively easy to incorporate the sewer charge of $6 per month with the bi-monthly water billing. There would-be only one mailing to all customers, including those utilizing the city sewer System. Assuming that TWD did all sewer billing (and posting) , itis estimated that the city could save funds as .follows: -6- ADMINISTRATOR'S REPORT CContinued) Postage: (4,000 accts x 150 x 4 quarters) _ $2,400 Billing forms: (4,000 x 8h0/ea. x 4) = 1,360 Labor: = 5,200 Miscellaneous: (Bad debts,' collections, other labor, headaches, etc.)= 3,040 Total: $12,000 These savings would more than offset the computer rental fees charged to Tigard Water District. The city would still maintain_ ownership and control of the sewer system with common information provided on their CRT's. Both city hall and the water district would become collection stations for each other. A recapitulation of funds would be provided by the water district staff upon billing and posting each month. Receipts would be deposited to the respective account at the bank, similar to the manner in which Cook's Pharmacy.and 1st National Bank at King City deposit payments for water service. Conclusions: Obsolescence of the computer system selected has always been a primary concern, of the board in previous years. It is a valid and real concern. Significant improvements in the state of the art continue to be made. Therefore, it would be wise to consider utilizing any new computer system for a period of about 10 years (present billing machine is- 13 years old) and make as small a capital investment as possible. After that time period, a new -(updated) system may, and probably will, be on the market. Time-sharing with the City of Tigard would certainly fulfill the district's immediate needs for a computerized billing and accounting system and would provide the city with a return on investment. WANG is an excellent vendor, better and more qualified than any of the other finalists. Their municipal software is a packaged program, proven and working throughout the U. S. There is absolutely no risk. -7- ADMINISTRATOR'S REPORT (Continued) Recommendations: a. Reject any and all bids received in response to "Request for' Proposals". b. Approve time-sharing with the City of Tigard's computer unit, contingent upon satisfactory agreement with City of Tigard. C. If "b" above agreeable, approve contract with WANG and COGEBEC for purchase of hardware and software, respectively. d. After a reasonable time on line, consideration be given to joint billing of water and sewer by Tigard Water District. ^g- MMMMM-J- Wolf Creek Hlohway Water District- Post Office Box 745 1850 S.W.170th • Beaverton.Oregon 97006 • 5031642-1511 October 20, 1980 Clarence Nicoli � - 15515 S.W. 74th Tigard, Oregon 97223 COMPUTER TIME-SHARING I have tried to call you a number of times, but have been unable toreach you. It is my understanding that the Tigard Water District is currently investigating the possibilities of computer purchase, or lease. I would certainly like the opportunity to meet with you and discuss the possibility of the Tigard Water District time-sharing Wolf Creek's computer. I feel sure there are some real savings that can be effected, without the loss of staff or copmuter efficiency. Even if there is no interest in computer time-sharing, perhaps we can be of helpasyou pursue lease-purchase. . . .having been "down the road with ours. It would also be valuable to me if we could informally discuss other topics of mutual interest relative to our two water districts. 1 shall look forward to hearing from you. R. Mart ' , Johsnon, M.D. , Chairman Wolf Creek Highway Water District RMJ/dlp P.S. I can be reached during the day at 639-7671 , and evenings at 649-1914. L W'A'DER -.not to be taken for granted r CITY OF TIGARD P.O. Sox 23397 12420 S.W. Main Tigard,Oragon 97223 February 23, 1978 Commissioners of the Tigard Water District Attention: Mr. Robert Santee 8841 S.W. Commercial Tigard, OR 97223 Re: Sewer Joint-Billing With The Tigard Water District Gentlemen: At the present time, the city has a very cumbersome and unorganized system for billing for sewer service. We have no automated ac- counting machinery. One addressograph machine is used to address envelopes. Each quarter we send out approximately 2400 bills at a postage cost of $312; postage costs per year of about $1,250. We use a three part form: one file copy, one customer copy, and one copy returned with the payment. Keeping this many slips of paper in order is impossible. Accounting, by hand, for each payment is very difficult. The labor cost to maintain this system is a staggering $5,200 per year figured by half an employee and quarterly assistance from three other persons. We have a very difficult time keeping employees due to the frustration of the system. Apparently, Mr. Santee requested funds for new machinery last year and was delayed. The space limitation in the water district office is a. problem. However, one additional part-time person could be accommodated if that person was present only during the billing period. With this rather sketchy background, perhaps we could pursue an alternative which would be beneficial to all parties concerned. We could bill for sewer in accordance with your present schedule. We could transfer our present employee to your office for the billing period. If new equipment was necessary, the city could contract for half of the expense with 'a condition that if either party wished to terminate the agreement, the machinery could be assumed by you if you would pay the balance and reimburse the city for its share. This sort of detail- car- obviously be worked out to the satisfaction of parties. JIM `r+ater District Page 2 Another alternative might be for us to pay half the salary of an additional person for the Tigard Water District . That person would then become a part of your staff. I am not sure that the physical space limitation is that important. One of the factors is setting up the system and getting it to work, then the problems are minimal. With new equipment, we may find that the entire process could be made easier and might require less space. `tee are very negotiable. them. I have outlined the difficulties as I see The transfer of monies collected is easy. The major problem is implementation of the system on a joint-basis. I would that we do it in stages over a six-month that of the city to start with and Period. Pick a section joi;nt-bill with a letter of explanation enclosed using our addressograph and your forms. Trial at first . Then increase the transfer to bill full-strength by September, 1978. If new forms were required, we would be able to pay a portion of the costs. These details could be worked out as we progressed. Postage could be shared. What might work would be that you charge the city for the service. We might pay you a percentage of the allowance we receive from Unified Sewerage Agency for administration . Anything is possible. We have a problem. You could use new equip- ment. Perhaps we could house the equipment here and go the so- phisticated computer route. It just seems to us that an equitable solution could be worked out . We would like to meet with the Com- Mission to discuss this problem prior . to a presentation to the City Council . If you have specific auestinn- 1°nssiblG answers. -- Rs J II _provide the best We look forward to meeting with you in this regard. Yours truly, Aldie Howard Administrative Assistant to City Administrator �' 17 AWW 11420 S.W.Canyon Road P.O. Box AA B--eerton,Oregon 97005 (503)644-1156 CITY CF TIGAM INSURANCE PROPC` AL - 1980-1981 CCMPFMGIVE UTABILITY INSURANCE Limit of Liability $300,000 Canbined Single Limit Anal Premium $ 20,500.00 FALSE ARREST. COVERAGE T.in t of l=iability $300,000 Canbi.ned Single Limit w/ $750 ded. claims expense Annual Premum $ 5,887.00 UMnEMTA Llt]DUJ.LLS C JYEL4"'YM IF Limit of Liability $1,000,000 W/ 10,000 retention Arai &I Premium °` $ 5,900:00 - L� Total Package for 1980-1981 $ 32,287.00 Total Package for 1979-1980 $ 35,209.25 Attached is Loss History for 1979-80 for your review. insurance Brokers Serving The Northwest Since 1933 oV ARM AWIL i$ City of Inigard ; Page 2 _ Alte—rmte Quotation Coprehei�sive I&abi-Uty Insurance $ 18,211.00 Crete.Toast-Liability ESA $ 3,500-00 � V False Arrest Coverage $1 6,600.00 ` Umbrellas Liability 6,150.00 Tbt a Package Premium $ 34,461.00 i } Y^ r - V - t-R y�,.'5•�p r'� s � 5 t yi 3 r� � t x.�y?s .- - � r14 -rv,'�f�@,:e��+4b t�-� l 5.� -t -r•`J?",�_..zv ' ss•e Qe. t-_ 09 600 14 n t Zj V4 �. Z o � N WSW N B I n O O n b x iW� � EASEMENTIfl m 1007/4a9 N.n 109.35 � (�� • td e 604 0 279.24 S 99e Z8� 30� W d EO2 93.24 ♦ tt3..G,1 351d3e.0. 1 03 Ga f; �� NB90 28' 0E 294.$ 2s ) STRE y. 8 c �� as A CM10FTIVAMD WASHINGTON COUNTY.OREGON October 20, X980 Mr. ties Kvar°tsen Depart. of band Censerv. & Dev. 1175 ®oust Street NE Salem, Oregon 973:.0 Dear Sir: This letter is a request for "postponement" of our Comprehensive Plan compliance review. We anticipate major changes in the complexion of Tigard very soon; and these changes will drastically alter the "context" of our Comprehensive Plan. As you know, we are working closely with.Washington County and we. feel that pmYhappa by March of 1981 we will b✓ irL a position t— e.^a�..c-% ate`. 10 c;.mp�.iurA.'.'d .�.� ,i-W thank you for your understanding. rely. Alan Mikelson Mayor . City of Tigard AMfps 12420 S.W. MAIN P.O. BOX 23397 TIGARD, OREGON 97223 Phi:639-4171