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
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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
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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
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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