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City Council Packet - 01/21/1985
TIGARD CITY COUNCIL PUBLIC NOTICE: Anyone wishing to speak on an SPECIAL MEETING AGENDA agenda item needs to sign on the appropriate JANUARY 21, 1985, 7:30 P.M. sign-up sheet(s). If no sheet is available, FOWLER JUNIOR HIGH ask to be recognized by the Chair at the start 10865 SW WALNUT of that agenda item. Visitor's agenda items TIGARD, OREGON 97223 are asked to be kept to 2 minutes or less; longer matters can be set for a future Agenda by con- tacting either the Mayor or City Administrator. 1. SPECIAL MEETING: 1.1 Call To Order and Roll Call 1.2 Pledge of Allegiance 1.3 Call To Staff and Council For Non-Agenda Items 2. VISITOR'S AGENDA (2 Minutes or Less, Please) 3. KEYS TO THE CITY 0 Presentation by Mayor 4. DISPATCH CONTRACT WORKSHOP o Clay Durbin 5. SALARY AND CLASSIFICATION STUDY REPORT o City Administrator 6. LID UPDATES o Dartmouth Street - Legal Counsel o Greenburg/N. Dakota/Tiedeman - City Engineer 0 135th LID - City Engineer 7. CONSENT A%.=NDA: These items are considered to be routine and may be enacted in one motion without separate discussion. Anyone may request that an item be removed by motion for discussion and separate action. Motion to: 7.1 Approve Council Minutes - January 14, 1985 7.2. Approve and Authorize Signatures: Street Dedication Compliance Agreement & Performance Bond - SW North Dakota Street - S & J Builders, Ltd. - Meadow Creek 7.3 Receive and File: o Burnam Segregation Update 7.4 Approve and Authorize Signatures: Signal Agreement with State of Oregon for 125th and Scholls Ferry Road 7.5 Accept Gallos Vineyard & place on 1 yr. Maintenance Period Resolution No. 85-04 8. NON-AGENDA ITEMS: From Council and Staff 9. EXECUTIVE SESSION: The Tigard City Council will go into Executive Session under the provisions of ORS 192.660 (1) (d) & (h) to discuss issues relating to labor negotiations and pending litigation. 10. ADJOURNMENT lw/2377A COUNCIL AGENDA - JANUARY 21, 1985- PAGE 1 T I G A R D C I T Y C O U N C I L SPECIAL MEETING MINUTES - JANUARY 21, 1985 - 7:30 P.M. 1. ROLL CALL: Present: Mayor John Cook; Councilors: Tom Brian (arrived at 7:35 P.M.), Phil Edin, Jerry Edwards, and Ima Scott; City Staff: Frank Currie, City Engineer (arrived at 8:27 P.M. and left at 8:37 P.M.); Bob Jean, City Administrator; Tim Ramis, Legal Counsel (arrived at 7:35 P.M.); and Loreen Wilson, Deputy City Recorder. 2. CALL TO STAFF AND COUNCIL FOR NON-AGENDA ITEMS a. City Administrator stated that the Civic Center Project should be added for consideration. 3. VISITOR'S AGENDA: No one appeared to speak. 4. KEYS TO THE CITY a. Mayor Cook presented the following keys of the City during the meeting: Jerry Edwards - Budget Committee Mark Padgett - Economic Development Committee Robert Williams - Economic Development Committee Robert Nunn - Economic Development Committee 5. DISPATCH CONTRACT WORKSHOP a. Councilor Edin stated "for the record" that he has a relative working in the dispatch center at the Police Department and for that reason will not be voting on this issue. Councilor Brian and Legal Counsel Ramis arrived: 7:35 P.M. b. Clay Durbin, Consultant, read portions of his 25 page draft report on the dispatch center issues and discussion ensued. He recommended the City continue providing the current dispatch services for the next year or so and work towards development of a County-wide dispatch system. He noted that investment and upgrading of the current equipment at the Police Department would be necessary even if the City were to contract out the dispatch center workload. Mr. Durbin further expressed his concern with using a Fire District dispatcher for police-related calls. He noted that Fire dispatchers work 24 hour shifts and and he questioned whether they would be able to do an adequate job of dispatching nearer the end of the shift due to fatigue. He also noted that normally Police dispatchers experience a heavier workload than Fire dispatchers. Mr. Durbin stated the local police records center may even be able to close during the night to increase cost savings when a County-wide dispatch center was implemented. Councilor Edwards stated in the metropolitan area this would be unadvisable. Page 1 - COUNCIL MINUTES - JANUARY 21, 1985 f Mr. Durbin suggested that Council should review the present 9-1-1 system and see where the revenues are being spent and look for the i input and control capabilities of the City. ` C. Councilor Edwards thanked Mr. Durbin for the good report, and noted that the issue being studied was more than just dispatch services. He agreed the City should join the County in looking at the possibility of a County-wide dispatch center. d. Mayor Cook requested the final report be sent to City Hall, to be received by January 28th for the Council to receive and file at the meeting of the same date. 6. SALARY AND CLASSIFICATION STUDY REPORT a. City Administrator introduced Colleen Haas from Local Government V Personnel Institute. t b. Ms. Haas stated that the City and Union had signed an agreement to conduct a Position Classification Plan. She noted that a task force of employees and management ,)as working on the task. She also stated that the classification process concentrates only on an evaluation of the job. Ms. Haas distributed the study report for review by Council and stated the task force will meet and 4 receive their copies of the report on Friday the 25th. f C. Ms. Kathy Black, representing OPEU/TMEA, stated the task force did not have copies yet, but would be reviewing this on Friday. 7. LID UPDATES a. Dartmouth Street LID: Legal Counsel reported that this is still in the Court of Appeals. He will keep Council informed of any new developments. City Engineer arrived: 8:27 P.M. b. 135th LID Pro-poralCity Engineer reported 135th Avenue LID was a s County LID project. The City originally entered into an agreement to pay $9,500 towards an estimated $22,000 engineer's report and feasibility study. The engineer was authorized by Washington y County to do additional design work and attend extra public meetings. Now Washington County is requesting a payment of and . additional $6,000 for the engineering work on the project. The City Engineer requested Council direction for payment of the additional $6,000. S Council consensus was to not pay the $6,000. pgY� +ewe r-p"ment -of—thV5 doetiments well- dene- and of the Page 2 - COUNCIL MINUTES - JANUARY 21, 1985 c. Greenburg/N Dakota/Tiedeman LID Proposal: City Engineer noted that the developer does not want to proceed with his half street improvement now. He recommended Council instruct staff to prepare an engineer's report and identify the scope of the project for that area. Consensus of Council was to direct staff to prepare a feasibility study for an LID in the area and identify the scope of the project looking at other property owners involvement, City involvement. City Engineer stated that this area may even need to be signaled. 8. CONSENT AGENDA: These items are considered to be routine and may be enacted in one motion without separate discussion. Anyone may request that an item be removed by motion for discussion and separate action. Motion to: 8.1 Approve Council Minutes - January 14, 1985 8.2 Approve and Authorize Signatures: Street Dedication Compliance Agreement & Performance Bond - SW North Dakota Street - S & J Builders, Ltd. - Meadow Creek 8.3 Receive and File: o Burnam Segregation Update 8.4 Approve and Authorize Signatures: Signal Agreement with State of Oregon for 125th and Scholls Ferry Road 8.5 Accept Gallos Vineyard & place on 1 yr. Maintenance Period Resolution No. 85-04 a. Motion by Councilor Brian, seconded by Councilor Edwards to adopt. Approved by unanimous vote of Council present. City Engineer left: 8:37 P.M. 9. NON-AGENDA ITEMS 9.1 Civic Center Discussion: a. City Administrator requested Council ratify their decision from the 1/19/85 meeting with the Civic Center Committee regarding elimination of the jail block from the building specs. x Motion by Councilor Edwards, seconded by Councilor Brian to eliminate the jail block from the architectural drawings with the [� mug room and Chief's office to remain in the plans. 1 Approved by unanimous vote of Council present. b. Lengthy discussion followed between staff, Council, and Civic Center Chairperson Valerie Johnson, regarding the following issues: Should we use City crews to assist with installation of landscape material? Who should maintain the Civic Center property on an on-going basis after the initial installation of landscape material? Where should the Park SDC funds be spent in relation to the Civic Center project? Page 3 - COUNCIL MINUTES - JANUARY 21, 1985 c. Consensus of Council was to have city park crews assist in the initial installation of the landscaping material. Council agreed to address the on-going need for Civic Center maintenance/up-keep during the budget process, j d. Consensus of Council was to also have the City Administrator be the project coordinator once the 'call for bid' has been let, with the Committee being informed as to status of the project. The Committee is currently drawing up prequalification criteria and bid evaluation forms. After further discussion, Council suggested that the Committee and staff separately give suggestions to Legal Counsel for additional items to be attached to the State Prequalification Form. Legal Counsel is to approve those items which can legally be added to the form and Council will adopt the amended form at a later meeting. RECESS: 9:25 P.M. l RECONVENE: 9:40 P.M. 10. EXECUTIVE SESSION: The Tigard City Council went into Executive Session a under the provisions of ORS 192.660 (1) (d) (h) t ues relating to labor negotiations and pending litigation. 10. ADJOURNMENT: 11:00 P.M. eputy City Recorder - City of Tigard ATTEST: dr - City of Tigard �/ZZ�� LW/2398A 1 . Page 4 - COUNCIL MINUTES - JANUARY 21, 1985 TIMES PUBLISHING COMPANY Legal 7-6228. P.O.BOX 370 PHONE(503)684-0360 Notice BEAVERTON.OREGON 97075 Legal Notice Advertising R • • 0 Tearsheet Notice t� City of Tigard P. O. Box 23397 • ❑ Duplicate Affidavit J0 • GFT�GR� Tigard, OR 97223 ,D • AFFIDAVIT OF PUBLICATION STATE OF OREGON, ) 1 COUNTY OF WASHINGTON, )ss. 1, Susan Pinkley — being first duly sworn, depose and say that 1 am the Advertising t Director,or his principal clerk, of the Ti Bard Times , a newspaper of general circulation as defined in ORS 193.010 and 193.020; pttuuyblished at— aforesaid t =i�ard in the aforPeu�l i cunHe and i ne�Not the c e a printed copy of which is hereto annexed, was published in the entire issue of said newspaper for 1 .successive and i consecutive in the following issues: -Jan. 17 , 1985 T Subscribed, wo to before is n. 17 , 1985 a Notary Public for Oregon WCommission Expires: 9/20/88 AFFIDAVIT 4 AGENDA ITEM # A — VISITOR'S AGENDA DATE ( (Limited to 2 minutes or less, please) Please sign on the appropriate sheet for listed agenda items. The Council wishes to hear from you on other issues not on the agenda, but time may require that we schedule your items for a future agenda. Please contact the City Administrator as to agenda scheduling. Thank you. NAME, ADDRESS & AFFILIATION ITEM DESCRIPTION CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY AGENDA OF: January 21, 1985 AGENDA ITEM #: DATE SUBMITTED: January 16, 1985 PREVIOUS ACTION: N/A ISSUE/AGENDA TITLE: Keys to the City PREPARED BY: Donna Corbet REQUESTED BY: Council DEPARTMENT HEAD OK: CITY ADMINISTRATOR: aaazmssas:aasaaaaaaaaaasaaaaaaaaaaasmamaaammamaa saa a=�aa saaaaaasamaaaaaaaaamamm INFORMATION SUMMARY The following former Board and Committee members are being recognized for service to the City by issuing "Keys to the City". Jerry Edwards Budget Committee Mark Padgett Economic Development Committee Robert Williams Economic Development Committee Robert Nunn Economic Development Committee Pa-i;l.e- md-Recreet4*n--Board sssssssssasssssssssssaaasamasm asasnsasssasasssss sssassaasassm sassssss------ ALTERNATIVES CONSIDERED ssasassssaeasssssssssssssassasasssmszsssszssssssss aaasssassssasssssss saaassss:ss SUGGESTED ACTION N/A t (dc:0546p) r l CITY OF TIGARD, OREGON MEMORANDUM TO: Loreen Wilson, Deputy City Recorder January 21, 1985 FROM: Donna Corbet, Executive Secretary SUBJECT: "Keys" Agenda item for 1/21/85 Council Please be advised that it is my understanding that Myrna Pinkerton's "Key" should be pulled. She has told Mr. Blaurock that she intends to continue her membership on the Parks and Recreation Board. Thank you. I i CITYOF T11FAIM wASHINGTON COUNTY,OREGON MEMORANDUM CITY OF TIGARD, OREGON TO: Mayor and City Council January 17, 1985 FROM: Loreen Wilson, Deputy Recorder QO SUBJECT: Dispatch Report Please bring your copies of the preliminary report which Clay Durbin distributed to Council at the January 7th meeting for agenda item 4. lw/2378A 12755 S.W.ASH P.O.BOX 23397 TIGARD,OREGON 97223 PH:539-4171 f k CITY OF TIGARD �. REVIEW OF POLICE COMMUNICATIONS CONSOLIDATION QUESTIONS V The attached report is an informal response by the contractor to questions previously submitted by members of the City Council . These responses are based on a review and analysis of the Compass Consulting y Group and the Request for Proposal (RFP) by the City of Tigard for Police Dispatching Services, and on the contractors' experience and knowledge in the f field of consolidated public safety communications. I 4 i • I/ 1 } i } i 1 . Is it economically feasible or cost-effective to move into the new Civic Center for a period of two or three years before contracting for police dispatching communications? In terms of required equipment, the RFP provides limited information upcl which to base a decision on cost, as it is incomplete; however, based upon known variables, I feel that, regardless of whether you move to the Tualatin RFPD, a new Communications Center or any other facility, there are Police Department support costs which must be incurred. Your present radio equipment was built, in 1967, it is not state-of-the-art. It is an old tube set which requires considerable maintenance. It has excluded its operational life, which was .approximately 10 years when built, and it could become a safety liability along with expensive to maintain. In order to provide adequate emergency communications to Tigard PD, it will be necessary to update the radio equipment, regardless of whether or not you move into a different facility (e.g., the new Civic Center,_ as is the present plan). Today's investment in the upgrading of radio equipment can be used at a later date• to support Tigard PD, regardless of their physical location. If you make a minimum investment,, in other words, by upgrading only that equipment which you need to provide an adequate level of service, you could possibly move into the new Civic Center for two or three years until decisions have been made regarding the future of public safety communications in Washington County, the establishment of a county-wide system and the City of Tigard's future involvement in this center, or a move to the Tualatin RFPD center. With the minimum investment in equipment, this could very easily be cost-effective. + 2 "Minimum investment" does not mean buying new, elaborate equipment other than that which is necessary to provide adequate radio communications for Tigard-RD. Basically, a determination of economic feasibility or cost- effectiveness depends upon the City of Tigard and Tigard PD in replacing only that equipment and furniture absolutely necessary for a move into the new Civic Center. Once the decision is made to consolidate or not, then the decisions regarding the City's desires regarding replacement of other equipment can be made. 2. What is the minimum equipment required in the Center if the Tigard Police Department was to move in two or three years into a consolidated Center? If you are to consolidate in two or three years, you may consider two options: (1) You could use the equipment presently in the old City Hall and move it into the new Civic Center, based upon your estimate of its reliability for the next two or three years. (In other words, will it last, and serve the PD for the next three years, or will it become a maintenance and safety hazard? (2) Your present radio equipment is very old and unreliable, and the time has come to consider replacing it, since its operational life was 16 years when it was built. So, I believe the minimum requirements would be to replace your transmitter station, and use the present furniture, file cabinets and the dispatch console. In this way, you would keep your investment in new equipment to a minimum, { at the present time. When moving into a new facility, it will be necessary to consider whether or not these items will look appropriate in the new facility. However, if the goal of the City is to keep invest- ments to a minimum until a firm decision has been reached on consolid- ation, then this may be the logical way to proceed. 3. What equipment would be required in the Civic Center if the City were to contract for communications immediately? M This depends on several things. As I have indicated in my two previous responses, there is a need for the City of Tigard to upgrade their base transmitter station. I am assuming that your base station will remain in the vicinity of City Hall (or wherever it is presently located), so I believe you would need a new base station, even if you consolidate immediately. The base station would be'linked to the Communications Center either by control line, or by a microwave or the method of your choice, unless you locate the base station at the Communications Center. As a minimum requirement, I believe the PD would need a remote, or control , station at Tigard PD, where the Chief of Police or his command staff could have access to the radio net, particularly in cases of emergency. There are occasions in which a command decision may be required, or information may be necessary from the Chief or staff to the field units. Other than the remote, or control station, and the base - transmitter station, there is no other required equipment. However, a remote or control set could serve as a backup Communications Center in an emergency, such as the consolidated Center going out, as long as the transmitter site is still operating. 4. Any proposal to contract out dispatch services involves arranging for another agency to assume responsibility for operating the ZEDS terminal , etc. Please comment on how such a transfer of responsibility is handled, what kinds of protection does the City need in case of violation of confidentiality, and are there other confidentiality issues that the e i !i 4 council should consider? LEDS pMides a criminal justice telecommunications and information system for the State of Oregon. In order to have access to LEDS information or to have a LEDS terminal , you must be a criminal justice agency as defined by the National Crime Information Center (NCIC) . In this particular case, it must be a police force/department, in all governments, which is responsible for enforcement of general criminal _ law. This responsibility, or the responsiblity for LEDS and security of LEDS information, cannot be transferred." It remains the responsibility of the criminal justice agent; in this case, the City of Tigard would continue to be responsible.. What would occur is that you may, through a management control agreement, enter into a written agreement between a criminal justice agency and a non-criminal justice agency which provides services such as dispatching, records-keeping or computer services to the criminal justice agency. In the case of the City of Tigard, if they were to consolidate with the Tualatin Fire District, this agreement would give the criminal justice agency (i .e., Tigard PD) management control over the operations of the non-criminal justice agency as they relate to accessing the LEDS network. This management control means Tigard PD would have authority to set and enforce priorities; standards for the selection, supervision and termination of personnel; and policy governing the operation of computers, circuits and telecommunciations terminals used to process, store or transmit information to or receive information from the LEDS system. Any agency using a terminal to access LEDS, whether directly or through another agency (as in the case of the fire district gaining access through Tigard PD), the agency (the RFPD) must adhere to C all applicable LEDS rules and policies, and must sign an agreement with LEDS to that effect. (This agreement is in addition to the one signed with Tigard PD). Further, any agency that enters any information into LEDS or NCIC files is responsible for the accuracy, timeliness and completeness of that information. LEDS sends a record validation review list regularly to each agency. The agency must review the status and content of the records and make any necessary changes, and return signed certification of their validity. This validation must be returned to LEDS within sixty (60) days. If you contract out for communications services, the Fire District would be required to designate an agency LEDS representative who would be the primary contact for all matters relating to the use of the terminal by the agency. Only Tigard PO is entitled, by law, as a criminal justice agency, to access LEDS. They would merely extend that access to the agency with whom they contract, if it is a non criminal justice agency. Tigard PD remains the responsible agency. Regarding the kinds of protection needed by the City in case of violation of confidentiality, I believe an understanding must be reached with the Fire District or the agency with whom you are contracting (if they are not a criminal justice agency) that this information may not be released; it must be stressed that release of such information is illegal, and some type of written safeguard should be prepared to protect the City, as the contractor becomes liable should there be monetary loss due to unauthor- ized disclosure. One other area that should be mentioned in reference to LIDS and confidentiality issues is the Oregon Computerized Criminal History (CCN) files. Access to the CCH information by means of terminals is limited to criminal justice agencies. A criminal justice agency may obtain CCH information only in situations in which it is required by that agency for the purposes of fulfilling its legal responsibilities. All inquiries to CCH records must be based on a valid reason for obtaining 6 that information. Inquiries for non-official purposes, or the checking of records for persons or agencies outside the criminal justice community, are prohibited. In the case of contracting out for communic- ations services, the need for protection of these sensitive records should be emphasized. 5. Both the Compass Consulting report and your previous conversations made reference that 75-85% of calls are police related with the balance - related to fire and 9-1-1 . Please comment on the significance of the high incidence of police calls and what"possible problems this mix could have if Tigard -acre to have a fire district handle their dispatch requirements. Nationwide, an average of between 80-85% of all calls to a 9-1-1 center or to a public safety Communications Center will be for police services. I have found this ratio to hold true, in my experience. What is the significance of this high incidence of police calls? I believe it means that the level of the intensity of communications is more pronounced for the dispatcher in handling police calls than in handling fire calls. (In police communications, there is an approximate average of five to six radio transmissions involving any given police call (an officer may ask for various types of information; this means that the dispatcher is working on the computer, getting a records check, and/or running a warrant check on a particular individual , etc.). The basic theory is that many more actions are required on a given police call than for a fire call . So, if the rate of police calls is higher, this means that the dispatcher is more occupied as aop lice dispatcher than as a fire dispatcher. There is no waiting or rest time for the dispatcher between police calls; they are continuously busy. In a fire or ambulance situation, on the other hand, there may be a considerable amount of time between calls. Again, this is not true in a police environment. The problem I would foresee, due to this mix, is a fire district where dispatchers work a 24-hour shift. Are these dispatchers adaptable to this level of intensity? Could they maintain this level of concentration for this period of time? It has been my experience that a police f dispatcher handling a normal call load and running all the records i checks, etc., have reached peak productivity after approximately six (6) hours on duty; at the end of an 8-hour shift, they are extremely tired; it would not be advisable to require them to work a 12-, 14- or 24-hour k shift as I believe the Tualatin RFPD does. I do not belive a police dispatcher could remain alert or interpret data correctly, etc., and I believe long shifts, such as Tualatin RFPD now has, could present not { only a stressful situation for the dispatcher but could also jeopardize the safety of police officers and, possibly, the security of the public. 6. The Compass report refers to several options for Tigard police including a county-wide dispatch center; two centers (one for fire and one for police); and Tigard PD remaining separate. Please comment on the pros and cons of each of these options. i i I agree with Compass Consulting Group's conclusions and recommendations. My belief is that the citizens of Washington County, the City of Tigard, I and other public safety agencies would best be served by one county-wide dispatch center. The advantages of a consolidated, or county-wide, Communications Center are that it reduces the overall f operational cost for services; if properly structured and negotiated, the j E 8 cost-sharing equalizes the cost for all county citizens in all jurisdictions (when I say "equalizes the cost," I mean that it costs every citizen the same amount to obtain public safety service). If you have a separate or a single center by itself, or one small police department and a rural fire district working together, then the cost is far greater for this same service. In addition, one of the greatest advantages to a county-wide system is it allows for the coordination of services. For example, a significant event takes place, in which mutual _ aid from the sheriff and/or another police department is needed; if everyone is dispatched from one center,"then other phone calls are not necessary. The dispatcher is not required to dial yet another phone number and explain the situation to another person, who then must dispatch the call . The result is, precious minutes are being saved. The same is true if you have a police call and a fire truck or ambulance is needed. If all operations are co-located in one room, ease in coordin- ation of services is far greater and much faster. This provides the public with a better measure of service for their dollar and, in many cases, minutes and seconds saved by services being co-located has saved 4 lives. Housing all public safety communications operations in the E county-wide system elminiates the need to transfer telephone calls, particularly in reference to 9-1-1 . Right now, for hxample, Tigard's calls are received by the Tualatin Fire District; each time an emergency call comes in for Tigard P0, the operators at the Tualatin RFPD have to transfer that emergency call to the PD. This is time-consuming, labor- intensive and defeats the entire purpose of 9-1-1 , which is to save time and, to provide easy access by the public to emergency services. In the case of two centers, one for fire and one for police, you again have the problem presented by transferring 9-1-1 calls when there is no way to t t l sort them out by jurisdiction, and when you have the police located in one area and fire in the other, because 9-1-1 is a number for all public safety agencies; you would need to transfer the call . It also does not �r provide the reduced overall operational costs; you would still be oper- ating two facilities, and would have a staff that you would not otherwise need. In the case of Tigard PD remaining separate, again you have the problem of transferring 9-1-1 calls. Tigard PD presently has six people who operate as records and communications specialist and a manager (hours unknown) ; this seems a heavy commitment for a city the size of Tigard. You do not have the coordination of services that you would have in a t consolidated center. The advantage to Tigard PD remaining separate is it gives the City total control over the Communications Center; the City can t set all policies and operational procedures without any regard to any other activity. This would not be true if you were in a consolidated ( center. However, in a consolidated center, you can establish a manage- ment structure in a manner which allows you input and control concerning policies/procedures. The greatest problem I see in having Tigard PD maintain an independent Communications Center is the cost of this activity, in the lack of coordination of services and the transferring of 9-1-1 calls between activities. Call transfer is cumbersome, and slows the process of getting public safety services dispatched to the public. I 7. The Chief's RFP includes references to ORS 190.020, related to transfer of personnel and preservation.of benefits. Please discuss how consolidation affects the employment rights of the personnel both for the remaining dispatchers and those who are displaced. ORS 190,010 covers the authority of local governments to create �- s 10 intergovernmental agreements for performance of services, or functions/activities between two government entities by consolidating a department, or by jointly providing administrative services, etc. Basically, this statute requires that any intergovernmental agreement must provide for the transfer of personnel and the preservation of their employment benefits. However, ORS 236.610 gives better guidance on the rights of an employee when their duties have been assumed or transferred to a different public employer. Basically, it states that no public _ employee will be deprived of employment solely because the duties of their employment have been assumed or acquired by another public employer, whether or not an agreement, annexation or consolidation with their present employer iG involved. Notwithstanding any other statutes, etc., public employees involved. would be transferred to the employment of the public employer who assumes or acquires these duties without further { civil service examinations. This means that if Tualatin RFPD were to take over your dispatching, you would transfer employees without their having to take a civil service examination for Tualatin RFPD. This statute also requires, in the transfer of a public employee, that the transferring employer furnish the employment records of that employee to the transferee employer at the time of the transfer, and that the time of transfer must be by written agreement between the public employers involved. As to the status of the transferred employee, a public employer who receives a transferred employee under ORS 236.610 must place that employee on its employee roster, subject to certain conditions; these are that if the employee was serving a probationary period with his employer at the time of transfer, the past service on probation will apply on the regular probationary requirements of the transferee employer, and notwithstanding any other provisions of law applicable to a I retirement system for employees of the prior employer or of the transferee employer, the employee, at their option, may elect to continue l under any retirement system in which they were participating prior to their transfer, or if they meet the qualifications therefor, they may elect to participate in the retirement system available to employees of the transferee employer. The employee's election must be in writing and made within thirty (30) days after the date of their transfer. If the employee elects to continue under the retirement system in which they were participating prior to transfer, they will retain all rights and be entitled to all benefits under that system, and they will continue to make contributions to that system; the transferee employer will make contributions to that system; the transferee employer will make contributions on their behalf to that system as required of employers participating in that system as if the transfer had not occurred. In t addition, the employee will retain the seniority they accrued under their prior employment; however, no regular employee of the transferee employer may be demoted or laid off by reason of that seniority. Otherwise, the employee will enjoy the same privileges and be..subject to_ the same regulations as other employees of the transfer employer. Regarding authority of the new employer over the transferred employee, the employer will place that employee in a position comparable to the position they enjoyed under their prior employment, subject to certain rules. One rule is, the transferee employer, in determining a comparable position, must consider the employee's education and physical qualifications, experience and salary, duties and responsibilities of their prior Cip lVyUent. Ta i the transferee emnr ln�ver finds that no - comparable position exists under this rule, the employee will be offered a lesser position; that is, if such a position is available, according to 12 their qualifications by the transferee employer. The finding and action of such an employer, under this rule, is subject to a hearing upon the employee's request, and subject to review under ORS 34.010-34.100. In the case of those dispatchers who are displaced, if the transferee employer finds that no positions exist, the employee will be listed as a regular laid-off employee and will have priority to appointment over other persons eligible for any position for which they are qualified. Basically, this means they have first opportunity at any vacancies that come up, subject to a time limitation. One other point to remember is the re-employment of employees at the erid of any cooperation agreement; that is, at the end of the cooperation agreement, the transferred employee is entitled to their position with the transfer employer, if they have remained an employee of the transferee employer in good standing to the termination of the agreement. Basically, this means that should Tigard enter into an intergovermental agreement with Tualatin RFPO, they would transfer employees if jobs existed for them. If not, these persons would be laid off; however, should the agreement be cancelled at some point, they would have the opportunity of reverting to their previous employer (the City of Tigard). 8. The RFP refers to a 30-day termination right for either party. Please discuss the pros and cons of this versus a three-year fixed contract. I find the 30-day termination right, as suggested in the RFP to be an insufficient amount of time for notification of contract termination. The budget year normally runs on an annual basis, and a 30-day termin- ation notice in the middle of a budget year could be disruptive. An orderly transition could not be made since a 30-day notice would not e allow for the hiring of staff by either party, the movement into a new t' Center, the acquisition of equipment, and/or other preparations which are required for setting up a Communications Center. It takes long-range a,. planning to accomplish this, and 30 days would be insufficient. The advantage of a 30-day termination is that if you were in a contract situation which was intolerable, a 30-day notice might then be desirable. Generally speaking, I believe you would find it unworkable for either the 3-year fixed contract I would not party. From the same viewpoint, i recommend, as you may find yourself in a contract situation which is not working, or which is not providing the Yevel of service you feel the City i of Tigard requires; if you are into a 3-year fixed contract, then you i have a legal obligation -to -serve out that full period of time. On the other hand, you may wish to consider an indefinite contract which runs basically on an annual basis which is automatically renewed unless either party serves notice to discontinue, but contains provisions for cancel- . lation by either party. A 90-day or a 6-month notice prior to the first day of each budget year could be set. My experience has shown this to be the most workable; it provides some leeway, yet allows a reasonable _ escape clause; you are not tied into a contract for a specific period of time, but its renewable if both parties agree, or either party may cancel it with a 6-month or 90-day notice, whichever is required. I believe you would find this option much more flexible and to your advantage. 9. Based on your review of the RFP language, are there requirements included which cause you concern and are there requirements which in your judgment are Missing? f C In addressing RFP language and the requirements, I find that it is not a F i • 14 precise or descriptive document regarding what services the City of Tigard is soliciting from a vendor. It appears cumbersome, in that it goes tKgreat lengths in quoting ORS 190 (intergovernmental cooperation agreements) and ORS 236 (transfer of employees). Both documents come into play only if the City decides to consolidate their communications with another agency. I find them both unnecessary in an RFP- Further, I find that the document includes specifications for a radio control console, and a satellite receiver/voter as if the City were soliciting bids for this type of equipment, rather than communications services. Those sections addressing direct dispatch requirements and indirect dispatching requirements are more in line with what I believe should appear in an RFP. One area where I noted the RFP to be seriously lacking is that it failed to include any provisions for the City to have input in the policy-making process, or any type of representation by the Police Department on an operational board with Tualatin Fire District (or other agency), so that the City may have direct input into the operating protocols/procedures of the Communications Center. This, I believe, is a serious area of concern any time you are soliciting this type of service, because you wish to have some type of control over the system. It is very necessary that this is documented and what the procedure would be. 10. The RFP lists many pages of equipment specifications. In your judgment, is this necessary or would any type of equipment be adequate? As 'I stated in the above response, I felt that the specifications of the the nco radio control console were inappropriately included in the ,.. If you are contracting for communications services, I do not belive that it would be appropriate to state specifications of the various elements of a piece of equipment. What would be appropriate is to specify your communications needs, e.g., coverage for the entire city of Tigard, levels of audio output and reception. I believe specifications in a document of this nature are incorrectly included, that the type of equip- ment utilized by the vendor/Communications Center is irrelevant as long as it provides the level of services you require. 11 . When police agencies use a central dispatch service, do they still need the same radio equipment in their individual station? If so, where do the proposed savings from centralized dispatch occur? Earlier, I stated that, should the City of Tigard consolidate their dispatching into a central dispatch service, Tigard PD should retain some type of a radio receiver/transmitter at the department. However, I did specify a remote, or control , station which can be procured for $300- $400, possibly a little more, and this is considerably less than the cost of a normal base station. The basic cost savings of centralized dispatch are realized through reduced personnel costs where, in a consolidated - ,- center, one dispatcher handles many jurisdictions simultaneously; this - personnel cost is shared equally among all users, based upon variables such as calls for service, population, assessed value, or some formula of this type. The Compass Consulting Group study of Washington County illustrates this very well on page 59, where Alternative 15 (staffing pattern to handle the average peak hour workload) shows that, through consolidation, twenty-seven (27) full-time operational positions, plus ten (10) part-time positions could be saved. This potential savings has been translated by Compass into 5766,000 per year; on a per capita basis, C- this is approximately a 576,000/year savings in communications 16 dispatching costs to the City, if this fund is distributed equally throughout the county. Personnel costs do not comprise all of the savings'; there are others, such as shared facilities (heating, lights, paper and pencils, etc.), which are shared among the users; and the shared management costs, also, as there are several law enforcement agencies accessing the LEDS terminal and teletype, phone lines, etc. All of these are cost savings which, when you spread them among many users, drastically reduce the cost of any operation. The maintenance/operation _ of a separate communications facility does not provide the economy of scale that consolidation does. 12. Does the Fire District have legal access to LEDS terminal information? I have addressed this issue in an earlier response to another question; however, I will reiterate. A fire district does not have legal access to LEDS terminal information. It may only have access through a management control agreement with a criminal justice agency which does have legal access. However, once a management control agreement is established _ between a criminal justice agency and a non-criminal justice agency which provides a service, the agency using the terminal (in this case, a fire district), must adhere to all applicable LEDS rules and policies, and must sign an agreement with LEDS to that effect; this agreement is legally binding. 13. Wouldn't having the Fire District in one center and the Police in another be more econ-ical for the entire county? Having the fire district in one center and the police in another would not be the most economical for the entire county, as pointed out by the Compass Consulting Group research, which shows that having two centers would save the citizens of Washington County approximately 5594,000 in personnel costs versus 5766,000 in personnel costs if Washington County established a single consolidated center. Again, we are talking only about personnel costs. If you have two separate Communications Centers, you are still paying for the operation of that facility; you would have two management staffs, plus all operating costs (heating, lights, etc.) . A major concern about two Communications Centers is the problem presented by transferring all 9-1-1 fire/EMS calls' received at one center to the other one, or vice versa: police calls being received by fire and having to be transferred to the. PD. Again, this complicates and slows down the operation and defeats the purpose of 9-1-1. Also, you would need to have the additional managerial and technical staff to handle two centers; this t is another cost. The most economical option would be the unified county-wide system. 14. Now many police clerks will still be necessary for filing and::report- _ - writing? Neither the RFP, compiled by the Tigard Police Chief, nor the Compass Consulting Group report identifies the number of calls for service received by Tigard PD, or if call-takers perform more than one function (e.g., call-taker/dispatcher) . In reviewing the Compass study, I find that Tigard PD indicates they have one manager and six call-taker/ dispatchers, for a total of seven (7) personnel devoted to this effort. ^� r Given the fact that communications is a 24-h-..- ope•°ration and it normally \ takes 5.0 personnel to cover a given position on a 24-hour basis, this 18 would indicated that two of these current positions could be assigned to records and administration. However, I have insufficient information upon M ch to base any conclusions about the number of police clerks required. An on-the-job audit is necessary to determine the staffing level for records. 15. How can contracting with Tualatin Rural Fire District be more economical when their dispatchers' salaries are three times more than the police dispatchers' salaries? The economy of contracting with Tualatin Fire District cannot be based on salaries alone. Whether.or. not it would be more economical to contract with Tualatin Rural Fire District for communications services depends solely upon the contract amount which they offer to contract for your dispatching services, versus how much you would save in salaries and other costs by doing this. I would agree that, if we are going to base the cost solely on ddispatchers' salaries and Tualatin RFPD's salaries are three times those of your present police dispatchers, then, of course, this would not be economically attractive. The City must carefully weigh all the variables involved, to ensure that the citizens of Tigaro receive the level of service they require, -that dispatching service provided by Tualatin RFPD or any other vendor meets the needs of Tigard PD and that there is an adequate cost savings. The cost savings in this case must be determined by looking at contract cost, plus the cost to operate your records section efficiently, versus your present budget which the Compass Group Report indicates is 5133,700 per year. C 16. If Tigard PD were to contract for "dispatch services," what equipment, if ' 17 any, would TPD need to retain? (Would there be no local communication capability with patrol cars, detectives, etc.?) As I have indicated in answering previous questions, if Tigard PD should contract to receive dispatch services, they would require a remote, or control, radio off the base station so the radio net may be accessed by the Chief of Police or his staff from the police station. Also, Tigard PD would continue to own the base radio transmitter station, although it may or may not be located at the Tigard Civic Center. ,, 17. TPD dispatchers do typing, filing and other duties while providing dispatch coverage. A patrolman can ask a dispatcher to pull a file, check an incident report and other tasks which help an investigation under way. What happens to this capability to assist officers if the dispatch function is separated from the records function? Along with consolidating of the Tigard PD communications function with a central center, there remains a need by the TPD to retain a records function managed/operated by a level of staffing sufficient to continue the provision of typing, filing and other records functions in support of the Department operation. I am unable to determine/recommend a level of staffing based on the documents I have reviewed. However, those clerks retained may continue to pull a file, check an incident report or perform other tasks to assist field officers in an investigation. Depending upon the number of support staff in the records section, it might be feasible to schedule work shifts where this function could continue to be performed for 16 or more hours per day. During those hours when this capability is not available, (i.e. , records is not staffed), the officers 20 could check records themselves, if necessary. Although this may not be the best situation, it may be one of the trade-offs of consolidation. It would appear that, considering the growth factor predicted for the Tigard area, it will be but a matter of a few years before the workload on the Tigard PD dispatchers is of such magnitude they will be unable to perform peripheral duties such as typing, filing and records maintenance, and it will be necessary to curtail these duties, regardless of consolidation, and you would have to provide additional staff for the records function _ at that time. Many small departments face similar problems concerning access to local records during non-office hours and, in most cases, if the need exists for information from local records when the records office is not staffed, the officer carrying out the investigation reviews the file personally. 18. Is it advisable to have a 30-day (or even larger) notice, single-party cancellation provision on a three-to-five-year dispatch contract? I believe it is advisable for a contract for communications services to contain a cancellation provision, whereby either party may withdraw. from _ the agreement after adequate notification. I do not believe a 30-day notice of cancellation is adequate. As indicated in* an earlier response to a similar question, this does not provide adequate time to make an orderly transition. If the service provider were to notify the City that they were invoking a 30-day notice of cancellation of the contract, Tigard PD would be unable to re-establish their communications operation Within this time limit. As I recommended earlier, I believe a minimum of six months is a more realistic time factor. This provides protection to the City of Tigard from cancellation with short notice and vice versa for the contractor/provider of services. c 19. In a contract relationship, what provisions should be made for dispatch/patrol joint sessions to maximize working relationships, field coordination, TPO working orders? The City of Tigard should ensure that provisions are included in any contract to provide "communications services" for the establishment of some type of structured committee or board, which determines operations/policy matters for the communications operation, with the City of Tigard having representation on this committee. This managemen_ ale is necessary to ensure that services being provided are adequate for the needs of the user (Tigard) and that the City has sufficient input and control over the Center's resources and policy formulation to provide responsive service to the public. 20. The Compass Report (Alternative #5) recommends dispatch consolidation at Fire District #1 over the next 3 to 4 years (including moving-of Tualatin Rural Fire Protection District's equipment to that location) . This. is projected to reduce personel needs 25-30% and save at least $760,000 per year initially. Given this report and recommendation, the following questions come to mind: a. Is this a good time to contract with any outside dispatch provider given the possibilities of change in two to four years? b. If TPO does not contract out, is this a good time to purchase (or C._ lease substantially upgraded equipment? 22 The Compass study appears to be a valid document which has adequately reviegeti the various aspects and alternative to the consolidation of public safety communications in Washington County. I concur with the Compass Report that Altes•native 5 would provide the greatest cost savings to the public and would eliminate the call transfer problem presented by the 9-1-1 Emergency Telephone System. In addition, it provides the optimum scenario for the coordination of activities by all county public _ safety agencies. At the present time, I do not know the status of the movement to implement recommendations iN the Compass study. After reviewing the political circumstances and activity involved in obtaining the consensus of several.political entities to consolidate communications services, I believe it will be several years before a county-wide system evolves, and its form, membership and location may not necessarily be in accordance with the outlined suggestions in the Compass study. For this reason, I believe it would be premature for the City of Tigard to enter into an outside contract. I believe the overall situation is fluid at the moment and some difficult decisions must be made by all of the local governments in Washington County concerning the future of public safety communications. I believe a consolidated, county-wide communications system best serves the interest of the public and provides the economy of scale needed by local government. I believe it would be in the best interests of the City of Tigard at the present time to continue providing their own communications services for the next year or so until there are further developments on the County-wide system. I would recommend the City enter into discussions and planning activity with the other agencies working toward development of the county-wide system, so that the City of Tigard's needs and requirements are included from the beginning of the process. I recommend anticipation and planning rather than reacting to reality. Further, I would not recommend circulating an RFP at the present time. In addition, I would recommend that, whenever a decision is made by the City to contract out this service, they not solicit it by an RFP, but, rather, they should develop written needs and requirements and notify interested agencies of the City's needs, and negotiate a price or cost formula to assess costs that is agreeable to all parties. 21 . If a dispatch RFP is timely, is the TPD draft RFP adequate? Does it fairly and completely cover Tigard's needs? I do not believe that it. is appropriate at the present time to submit an RFP for communications dispatch services. As I indicated in an earlier response, there are competing agencies actually seeking customers for their services in a bid to ensure their existence or to become the county-wide Center. The real issue is which activity will survive and { become the central Communications Center. I believe there are some difficult decisions yet to be made by the various local governments 1 concerning the issue of a county-wide Communications Center. This could E be used to the City's advantage if they become involved early in the planning process for such a center, and express their interest to the backers. The City could then exert their influence in seeing a system established which meets their needs and would have input into the estab- lishment and control of the system costs, rather than waiting to identify needs after the system is consturcted and operating, and then seeking entry on another entity's terms. I have previously adressed the issue of the Tigard PD RFP in a previous response. There are portions which C! are adequate; however, there are some concerns regarding content, such as 4 i 24 the inclusion of console equipment specifications in an RFP for the purchase of services, not equipment; I believe it would be more approp- riate IB develop and describe the desired services. A major problem with the RFP is that it fails to provide for a management role for Tigard PO on a continuing basis where services delivery or operations are concerned. I believe a more realistic approach to a communications services contract is to develop requirements and negotiate a cost with the government entity for their delivery. Another area which should be explored concerning the issue of consolid- ation of public safety communications into one center is the cost savings which might be realized from providing the 9-1-1 service. A county-wide 9-1-1 system should result in a decreased requirement for 9-1-1 call- takers, thus providing another cost savings to the City of Tigard. Since t the Attorney General has ruled that 9-1-1 tax revenues may be spent by local governments on any aspect of the delivery of public safety com- munications, any savings in the cost of providing 9-1-1 call-reception could be used to offset the cost of dispatching. I would recommend the City of Tigard review the present 9-1-1 call-reception operation inview of this thought. Questions you may wish to review are: A. How are the present 9-1-1 tax revenues being spent? Are we receiving cost-effective service? B. How is the budget for the 9-1-1 operation determined and approved? C. What input and control does the Tigard City Council have over the expenditure of these funds? D. Are these funds being properly accounted for? 3 s • Y t' C11YOF T11FARD WASHINGTON COUNTY,OREGON MEMORANDUM CITY OF TIGARD, OREGON TO: Mayor and City Council January 17, 1985 FROM: Loreen Wilson, Deputy Recorder 6 SUBJECT: Salary & Classification Study Report Colleen Hass from LGPI will hand-carry the results of the Study on Monday evening. lw/2378A 12755 S.W.ASH P.O.BOX 23397 TIGARD,OREGON 97223 PH:639-4171 POSITION CLASSIFICATION PLAN FOR THE CITY OF TIGARD January , 1985 ~ Prepared By Local Government Personnel Institute P. O. Box 908 - 1201 Court Street NE Salem, Oregon 97308 503/588-2251 1 4 i fM TABLE OF CONTENTS Page 3 Introduction Development of the Classification Plan 6 Administration of the Plan 7 Use of Class Specifications 9 Allocation Recommendations 12 i Class Specifications : Public Works Maintenance Worker 14 Utility Worker I-Parks 16 Utility Worker I-Streets 18 Utility Worker I-Waste Water 20 Utility Worker II 22 Utility Worker II-Equipment Servicer 25 j Utility Worker III-Equipment Mechanic 27 i E Planning and Development=Engineering Building Inspector-Level C 29 Building Inspector-Level B 31 Building Inspector-Level A 33 Engineering Aide 37 Engineering Technician 1 40 Engineering Technician II 43 Engineering Technician III Clerical and Accounting � Office Aide 47 Office Assistant I 49 Office Assistant II 51 Office Assistant III 53 Accounting Assistant 56 Library Library Aide 58 Library Assistant II 6o Library Assistant III 62 ' 2 E i `( CLASSIFICATION PLAN INTRODUCTION In understanding the classification process , it is first necessary to distinquish between the duties and responsibilities assigned to the job and the attributes and levels of performance of the employee who performs the job. While the ovt. -all personnel management function is equally concerned with t, e structure of the job and the employee 's performance , the classification process concentrates only on an evaluation of job. As a result , each position is classified on the basis of its assigned duties and responsibilitie and the knowledges , skills , abilities , education and training required to perform the job without regard to the performance or specific background of individual employees in the position . Y 5 3 THE USES OF A CLASSIFICATION FLAN CA classification plan has a number of uses from a management point of view. It provides the basic structure for dealing with personnel matters -- the foundation upon which a positive , modern personnel program is built. It also permits the consideration of pay policies to be made in relation to duties , responsibilities and work requirements rather than in relation to personalities or subjective and arbitrary criteria. Each class specification is a detailed analysis of the nature , degree of difficulty and degree of responsibility involved in the work of each class of positions and provides a statement of the minimum qualifications that are required of an individual for successful performance on the job . The classification plan , therefore , forms the basis of an objective recruitment and selection program and of a number of other personnel activities . In addition , the analysis of division of work and responsibility. provided by the plan, can be used to advantage by the agency in perfecting or revising organizational structure, clarifying lines of authority, fixing responsibility and weighing personnel requirements , analyzing i budgetary needs and in establishing uniform fiscal and personnel records . The class specifications defining each class of positions are ^ r' descriptive and not restrictive in order to give supervisors flexibility in making work assignments. When it is determined that workload or organizational changes indicate the need for the establishment of new or altered positions , the official may, by proper use of the classification plan, place the new or altered position into an established class or determine wnstTerta the ` as class is needed. If the former is the case, q type of employee to be recruited and the proper pay level for the position are immediately settled. If it appears that the work requires the establishment of a new class , there is a framework into which the new class can be logically placed. The proper pay level can then be determined by an evaluation of the new class in relation to existing classes . From the individual employee 's view , a well maintained classification plan provides assurance that the content and requirements of his/her job have been analyzed properly and that he/she will receive the same treatment in salary and other matters as employees who have similar duties and responsibilities . Within a well-administered classification plan, employees gain a better concept of the activities of their own programs , of C, 4 x their own specific work assignments , and of the service as a j whole and may find incentive to improve their status by a more intensive application of their duties and by securing additional training. The plan provides a basis for designing in-service training programs that seek to develop abilities and characteristics known to be necessary to the classification. Employees should also be assured that management will adhere to the sound personnel practice of "equal pay for equal work." The concept of equal pay for equal work refers to the minimum and maximum rates of pay established for the particular class. This is commonly called a range of pay. It does not mean that all employees in a classification will be paid at the same rate of pay. The person who just begins work will usually be paid at a lower rate of pay than employees who have been in that classification for some length of time and are performing the duties at a higher level of proficiency . Top management officials must avoid compromising the "equal pay for equal work" by not doing the following: 1 . Creating a classification for an employee just to achieve a raise in pay when the new classification would involve essentially the same duties as those of a f lower level class . . 2 . Creating a lower level classification where the work is essentially the same as in a higher level classification and assign it a lower pay range. Thus , the employee would be doing essentially the same work as the higher classification , but receiving le-*s pay. . .. 3 . Creating a spacial classification for a particular employee and assigning it a higher pay range when the duties of the special classification can fit i.nto one of the existing classifications . 5 DEVELOPMENT OF THE CLASSIFICATION PLAN In developing the job classification descriptions , the major steps have been: 1 . An analysis of the duties and responsibilities of the existing positions . 2 . The preparation of written classification descriptions outlining the general duties , supervision received and exercised , typical examples of work , desired qualifications (knowledge, skills and abilities ), and experience and training. 3 . The allocation of individual positions and employees to the revised classifications . In order to insure that positions were classified properly , it was necessary to obtain complete information about the current duties and responsibilities of each existing position. At the outset , this was done through the completion of position description questionnaires by each employee who explained his or her work and other circumstances of the job. The statements of employees were reviewed by supervisors and department heads for accuracy and thoroughness of the employee statements . Supervisors and department heads also had the opportunity to provide information regarding job duties not included by employees. The original statements of employees , however, were not changed. Approximately 99 % of the current employees were personally interviewed by the consultant. Draft classification descriptions , prepared by LGPI , were then reviewed by individual employees , supervisors and department heads . All persons received the opportunity to review their class specifications and were given the opportunity to comment on the adequacy and appropriateness of them. Based on these comments , the final classification descriptions were prepared by LGPI . i 6 CADMINISTRATION OF THE PLAN It must be recognized that a classification plan is not static and is not intended to fix positions permanently into classes . Instead, the plan must be continually administered to adapt to changing conditions. Such changes may result from a variety of conditions , including the assumption of new services , the extension of certain activities , changes in organization, and the increase of assignment of .irregular tasks to some employees . Therefore, positions should be periodically reviewed with regard to allocations to classes. If this is done, the classification plan will continue to be a useful tool of management . Three types of changes in the classification plan can be anticipated : ' 1 . Abolishing a Class. When all positions in a class are abolished or when positions are significantly changed in the nature of their work duties and responsibilities , the class becomes vacant and the class description should be removed from the plan. 2 . Adiusting or Revising a Class . The adjustment or revision of a class description to meet certain changes t in job content when such changes do not materially affect the basic concept of scope of work and requirements of the class . Minor rewriting of class descriptions will suffice in such cases . 3 . Creating a New Class . New classes should be--created- when new work situations arise that are not covered in the scope of any established class specifications or when established classes cannot be adjusted or revised without substantially changing their basic character. A higher level class in a series should not be established solely for the purpose of providing additional pay steps to tenured employees when work to be performed by the higher class is substantially the same as the lower class . To facilitate the maintenance of the plan, several guidelines are suggested : 1. When an appointing power plans to install a new type of work or additional positions , a notice of such proposed action , �� 7 t` together with a description of the nature and examples of requirements of work in the new assignment should be submitted to the Personnel office. The Personnel Director or designated employee should investigate and verify the requirements , obtain budgetary and administrative confirmation, determine into which classification the new position should be allocated, or , if necessary , develop a new classification. 2. When substantive or significant changes are planned in the work , duties and responsibilities of established classes , including changes that would constitute a promotion or demotion, written notification of the proposed changes should be submitted by the Personnel Department to the City Administrator with a recommendation of the appropriate allocation of the position affected.The City Administrator would then be responsible for approving the new or revised classification. 3. The Personnel Department should periodically , or at the request of a department head or an employee, study the duties of any position to determine if its allocation is appropriate and discuss any apparent need for change with the involved staff before taking action . r_ I F i y S r S f USE_ OF_ CLASS_ SP_E_CIF_IC_A_TIO_N_S Class specifications provide information regarding the type and level of responsibility of work performed which can be used as a guide in determining pay levels and as an aid in recruitment and selection, including evaluating the qualifications of applicants and preparing examinations . These class specifications are intended to be descriptive and explanatory, defining the general duties and responsibilities of each class rather than prescribing the restrictions with regard to such duties. In recruiting for certain positions , the jurisdiction may want to provide prospective applicants with more detailed information than that contained in the class descriptions. The applicant may want to know the specific duties of that particular position, rather than the more generalized duties of the particular class . Each specification includes a class title, a general statement of the duties , a statement indicating the supervision received and the supervision exercised , a list of the typical examples of principal duties , an indication of the requirements in terms of knowledge , ability and skills necessary for successful performance, and a statement of minimum experience and training which will qualify the person to do the work of the class . The sections of the class description should be interpreted as follows : t Class Title \ The class titles have been selected to provide a brief but descriptive name for positions in the class. By using the class title on payrolls , personnel reports and other official forms dealing with positions or employees , a common understonding _of the position is provided. At times it may be necessary and desirable to use a more appropriate working title or legal title for signing correspondence or other official contracts . The use of working titles in the departments is to be expected and is also appropriate for purposes of identification and public contacts . General Statement of Duties This section is a general description of the work with emphasis on the basic factors which distinquish the class from other classes above or below it in the same series , or in closely related series , including such factors as nature of work, responsibility and difficulty . t 9 Supervision Received formation on the nature of the This section contains in supervision received . Supervision Exercised s the kind of pervision exercised, and This sectior summarize over what class or classes of employees . Typical Examples of Princip__al Duties ical tasks performed in the class . The list This is a list oL typ es of work performed , but is m does not include all examp•lwhich be illustrative only of theItaior sonotkintendedwtokincludeevery performed in the class . detail of the work of every position nor be restrictive of the major duties of each position . le In the case of a classification series a(o�a IIasill c etc." oran containing several levels depot Y her levels of ��A � g , C , etc." , the classifications at the hig skills , abilities , education and training are knowledge , erform at the lower levels understood to be able to adequately p of the series . Desirable gualifications s those knowledges , abilities and skills which This section list are desirable for successful t is desir blehwork. what for been written in terms of is of appointment and are intended to be of assistanln thedesirable personnel . This section is not intended to specifyto ee. Although qualifications of a thoroughly enera lerienced requirements such as honesty, not specifically mentioned, g and willingness to loyalty, dependability, initiative , sobrietart of this section. cooperate with associates are deemed to be p Knowledimplies sufficient knowledge in a subject in work. ge with the field to enable an employee to work effectively situations after sufficient familiarization organization . resent state of development of innate Abilities refer to the p ible the application of knowledge and skills ( physical , mental and social processes ) to work capacities making poss s i tustions . Skills refers to the proficiency level of knowledges and t 10 3 abilities developed through experience or training. Skill in operation of machines or equipment used in the successful completion of tasks . Necessary special reguirements : legally required certifications or licenses . Experience and training This section also includes a statement indicating the background of minimum experience and training which would ordinarily provide ills necessary a person with those knowledges , abilities and. These 9 a qualifications for successful performance of the worklevel . Their have not been stated at a particularly hig desirability is approximate and they are designed to serve as an additional aid in the selection of qualified persons for original and promotional appointments . This section does not have reference to the qualifications of present employees . i P 11 f` i CALLOCATION RECOMMENDATIONS 1 . Public Works The Public Works Department encompasses three divisions : Equipment, Streets and Waste Water. A crew chief is assigned to directly supervise the employees assigned to each division. Classification descriptions have been developed for: Maintenance Worker Utility Worker I - Parks Utility Worker I - Streets • Utility Worker I - Waste Water Utility Worker II Utility Worker II - Equipment Servicer Utility Worker III - Mechanic LGPI recommends establishment of the classification descriptions as proposed. II . Planning and Development Z. Engineering The Engineering Division has undergone some organizational changes over the past several months . However , individuals within the division are technically oriented and while they may be unsure of organizational structure, they are able to carry on with their assigned duties and responsibilities . Classification descriptions have been developed for: Building Inspector Level A Building Inspector Level B Building Inspector Level C Engineering Technician III Engineering Technician II Engineering Technician I Engineering Aide LGPI recommends establishment of the classifications descriptions as proposed . III . Clerical and Accounting The clerical classifications encompass work in a variety of departments each having specific types of tasks . However , the types of responsibilities , complexity and types of knowledge , { 12 essary to successfully perform can be skills and abilities nec grouped into classification levels across department lines . It is LGPI 's recommendation that an Accounting Assistant eparate from the Office Assistant classification be developed s series. This would re gnize the difference in skills necessary between the two f n tion of Accounting Assistant has While a single classifica been developed, it is likely that a classification series will in the need to be developed in the future. Basic record keeping , ns can be enc bookkeeping and cashier functiowhen these are butaone dfunction Office Assistant classifications of an entire job. scriptions have been developed for : Classification de Office Aide Office Assistant I Office Assistant II Office Assistant III Accounting Assistant LGPI recommends establishment of the classification descriptions as proposed . IV . Library with The Library while having need of employees with knowledge, skills skills and abilities s imi l ar to those of the duties for which those kOffice nowledge,. s Assistant kit ll series , has dissi and abilities are used. Therefore , classification descriptions have been developed for . Library Aide Library Assistant II Library Assistant III LGPI recommends establishment of the classification descriptions as proposed . 13 i MAINTENANCE WORKER GENERAL STATEMENT OF DUTIES : Performs a variety of unskilled and semi-skilled manual tasks . May be assigned to any division within the Public Works Department ; does related work as required. SUPERVISION RECEIVED: Works under the general supervision of the Operations Supervisor and may report for daily work assignments to a crew chief . SUPERVISION EXERCISED : Supervision is not a responsibility of positions in this class . EXAMPLES OF PRINCIPAL DUTIES: (Any single position of a class will not usually involve all of the duties listed and many positions will involve duties which are not listed. ) 1 . Assists in the maintenance , repair , cleaning and inspection of Storm and Sanitary Sewer Systems . 2 . Assists in patching and repair of streets . 3 . Removes brush and grass from road and walkways . 4. Loads and unloads rock , dirt , gravel , sweep-ings and other materials by hand or using hand tools . etc . S. Assists with repairs to building, fixtures , fences , 6. Sweeps walks , waters and mows grass , trims hedges and trees , and removes refuse and paper from parks grounds . 7. Assists skilled and semi-skilled Public Works employees in their daily work. 8 . Controls traffic manually through and around construction and maintenance projects . 9 . Assists with custodial responsibilities for maintenance of buildings including cleaning of employee and public access areas . 14 10 . Performs related work as required. C DESIRABLE 0!ALIICATIONS : Knowledge Of_ Use of hand tools and standard work practices ; safety precautions necessary to perform duties . Ability To; Perform heavy manual labor for extended periods of time in adverse weather conditions ; understand and follow oral and written instructions ; establish and maintain effective working relationships with other employees and supervisors ; sufficiently perform physical requirements of the classification . Skill In : Use of hand tools . KNE99IENCE AND TRAINING: Experience or training which would demonstrate the ability to perform work as determined by the hiring authority. NECESSARY SPECIAL RE 1 RENT: Possession of or ability to obtain valid driver 's lMEicense as issued by the State of Oregon. is UTILITY WORKER I C -PARKS- GENERAL STATEMENT OF DUTIES: Performs a variety of semi-skilled tasks related to the maintenance of parks and grounds operating light automotive and other equipment used in Public Works activities ; assists in other Public Works functions as needed; does related work as required. SUPERVISION REC_E_IVED: Works under the general supervision of the Operations Superintendent and may receive assignments and daily supervision from a crew chief . SUPERVISION EXERCISED : Supervision is not normally a responsibility of positions in this class , although some employees may occasionally be assigned lead worker responsibilities for specific work assignments . EXAMPLES OF PRINCIPAL DUTIES : (Any single position of a class will not usually ve involall of the duties listed and many positions will involve duties which are not listed . ) 1 . Mows , trims and waters lawns in City parks on established schedule . �. 2 . Maintains trees and shrubs including trimming , pruning , fertilizing , planting and watering. 3 . Cleans , paints and performs minor repairs on buildings and playground equipment . 4. Operates variety of mowing equipment , tractors , light trucks , and related equipment . S . Maintains and repairs small mechanical maintenance equipment . 6. Maintains turf and planted areas by implementing fertilizing and weed/pest control program. 7 . Assists Public Works road and waste water crews as needed . 8. Works either independently on assigned tasks or as part of a crew assigned to specific projects . g . Performs related work as required. 16 x CUTILITY WORKER I - PARKS DESIRABLE QUALIFICATIONS : Knowledge of : Lawn, shrub and tree care and maintenance ; landscaping techniques ; herbicides , pesticides and their applications ; use of vehicles , tools and equipment required to perform duties ; practices , methods , hazards and safety precautions in use of materials , vehicles , equipment and tools required to perform duties . Ability, To : Sufficiently perform physical labor for extended periods of time in adverse weather conditions ; operate equipment, power and hand tools required to perform duties ; understand and follow oral and written instructions ; work independently ; establish and maintain effective working relationships with other employees and supervisors ; deal effectively with the public ; perform duties of maintenance worker classification. Skill In : Use and care of hand and power tools ; operation of assigned equipment , vehicles and machinery . EXPERIENCE AND TRAINING: High school graduation or equivalency; or any satisfactory experience and training which would demonstrate ability to perform the work as determined by the hiring authority . NECESSARY SPECIAL QUALIFICATIONS : Possession of or ability to obtain a valid driver 's license as issued by the State of Oregon._, 17 ' UTILITY WORKER I / -STREETS- GENERAL STATEMENT OF DUTIES: Performs a variety of semi-skilled manual tasks or operates light automotive and other equipment used in public works activities . Assists other divisions within the Public Works Department ; does related work as required. SUPERVISION RECEIVED: Works under the general supervision of the Operations Superintendent and may report for daily work assignments to a crew chief . SUPERVISION EXERCISED : Supervision is not normally a responsibility of positions in this class . EXAMPLES OF PRINCIPAL DUTIES : (Any single position of a class { will not usually involve all of the duties listed and many positions will involve duties which are not listed. ) 1. Performs heavy manual labor, digging ditches , cleaning and i installing culverts or drain tiles , cutting and burning brush, spraying brush, removing obstacles from roadway and adjacent area, hand loading and unloading all types of materials onto trucks . f i 2 . Does routine manual work connected with patching and repairing roadways ; sands slippery or bleeding road surfaces ; installs and repairs guard rails , fences , sign posts , and mail boxes . E 3. Operates dump, platform or other types of light trucks and related equipment ; operates a variety of heavy trucks and equipment for training purposes . 4. Controls traffic manually through and around construction and maintenance projects ; performs a variety of tasks in the maintenance or construction of highways , bridges , and other public works projects . 5 . Performs custodial responsibilities for maintenance of buildings , including cleaning of employee and public access areas and maintenance of grounds . 6 . Conducts routine maintenance on refrigeration , heating, cooling and security systems . 7. Completes basic carpentry , electrical , painting, plumbing projects as required. E 18 i i i 8 . Assists with preparation and installation of traffic signs . 9 . Prepares roads for use by installing traffic buttons , painting traffic lanes and markings . 10 . Performs related work as required. DESIRABLE QUALIEICATIONS_ Knowledge of .- Use of vehicles , tools and equipment required to perform duties ; practices , methods , hazards and safety precautions in use of materials , vehicles , equipment and tools required to perform duties . Ability to : Perform manual and equipment operation work for extended periods of time in adverse weather conditions ; understand and follow oral and written instructions ; establish and maintain effective working relationships with other employees , supervisors and the public; sufficiently perform the physical requirements of the classification; use and care for tools , equipment, machinery and materials as required to perform duties ; perform duties of maintenance worker classification . Skill in: Operation of assigned vehicles , equipment, machinery and tools . EXPERIENCE AND TRAINING: High school graduation or equivalency; 1 or any satisfactory experience and training which would demonstrate the ability to perform the work as determined by the hiring authority . NECESSARY SPECIAA REQUIREMENT 1 Possession of or ability to obtain a valid driver 's license as issued by the State of Oregon. 19 i UTILITY WORKER I -WASTEWATER- GENERAL STATEMENT OF DUTIES: Performs a variety of semi-skilled manual tasks or operates light automotive and other equipment used in public works activities. Assists other divisions within the Public Works Department . Does related work as required. S_U_PERVISION RECEIVED: Works under the general supervision of the Operations Superintendent and may report for daily work assignments to a crew chief . SUPERVISION EXERCISED : Supervision is not normally a I responsibility of positions in this class . EXAMPLES OF PRINCIPAL DUTIES : (Any single position of a class will noc usually involve all of the duties listed and many positions will involve duties which are not listed. ) x 1. Performs heavy manual labor, digging ditches , cleaning and installing culverts or drain tiles , cutting and burning brush , spraying brush, removing obstacles from roadway , storm and sewer 3 drains and adjacent area, hand loading and unloading all types of r materials onto trucks . 2 . Cleans , repairs and installs sanitary and storm lines , manholes and catch basins . t P 3 . Inspects , cleans and repairs storm drains . r 4. Assists with operation of closed circuit video inspection equipment , s 5 . Operates high velocity sewer cleaning machinery and equipment . 6 . Checks waste water pump stations to insure proper working order . 7 . Assists with mapping of storm and sanitary lines . S . Operates dump , platform or other types of light trucks and related equipment- ; oerates a variety of heavy trucks and equipment for training purposes . C� 20 t UTILITY WORKER I - WASTEWATER S. Controls traffic manually through and around working areas ; performs a variety of tasks in the maintenance of construction of storm drains and sewers , and other public works projects . 10 . Performs custodial responsibilities for maintenance of buildings , including cleaning of employee and public access areas and maintenance of grounds . 11 . Conducts routine maintenance on refrigeration , heating, cooling and security systems . 12 . Completes basic carpentry, electrical , painting, plumbing projects as required. 13 . Performs related work as required . DESIRABLE QUALIFICATIONS_ Knowledge of : Use of vehicles , tools and equipment required to perform duties ; practices , methods , hazards and safety precautions in use of materials , vehicles , equipment and tools required to perform duties . Ability to : Perform manual and equipment operation work for .. extended periods of time in adverse weather conditions ; understnd and follow oral and written instructions ; establish and maintain effective working relationships with other employees ,. supervisors and the public; sufficiently perform the physical requirements of the classification; use and care for tools , equipment, machinery and materials as required to perform duties ; perform duties of maintenance worker classification . Ski11 in: Operation of assigned vehicles , equipment, machinery and tools . EXPERIENCE AN_D TRAINING: High school graduation or equivalency; or any satisfactory combination of experience and training which would demonstrate the ability to perform the work as determined by the hiring authority . NECESSARY SPECIAL REQUIREMENT : Possession of or ability to obtain a valid driver 's license as issued by the State of Oregon . 21 i i UTILITY WORKER II GENERAL STATEMENT OF DUTIES_ Operates a variety of medium to heavy sized trucks and equipment involving the manipulation of auxiliary controls ; performs a variety of manual tasks associated with public works ; does related work as required. May be assigned to any division within the Public Works Department. SUPERVISION RECEIVED: Works under the general supervision of the Operations Supervisor and may report for daily work assignments to a crew chief . { i SUPERVISION EXERCISED : Supervision is not normally a i responsibility of positions in this class . although some employees may occasionally be assigned lead responsibilities for specific work assignments . EXAMPLES OF PRINCIPAL DUTIES : (Any single position of a class will not usually involve all of the .duties listed and many positions will involve duties which are not listed . ) 1 . Drives a truck in connection with the transportation of aggregates , asphalt , sand , rock , stone , and other materials ; drives a truck with a snow plow attachment for removing snow from roads ; drives special purpose trucks . as needed . 2. Operates a loader in loading and moving gravel , rocks , dirt, solid waste and other materials ; operates a grader or dozer in moving or grading of a variety of materials or snow; operates a back- hoe to dig trenches and backfill . Operates special purpose equipment , as needed . R 3 . Performs daily preventive maintenance on assigned equipment. i 1 4. Performs a variety of manual tasks associated with public works projects and in conjunction with the operation of the equipment . 5 , Operates a variety of equipment requiring extremely close tolerances for grade alignment and contour for training purposes . b. Works either independently on assigned tasks or a part of crew assigned to specific projects . 7 . Operates closed circuit video inspection equipment to determine problems in sanitary and storm lines , manholes and catch basins . i_ 22 r S UTILITY WORKER II C. 8 . Operates high velocity sewer cleaning machinery and equipment . 9. Repairs and installs sanitary and storm lines , manholes and catch basins . 10 . Inspects operations of waste water pump stations to insure proper working order . 11 . Maintains up-to-date maps of storm and sanitary lines . 12. Maintains and repairs building and equipment requiring basic carpentry electrical and plumbing activities . 13. Constructs and insures proper installation of new and replacement traffic signs in accordance with Uniform Traffic Control Manual . 14. Estimates materials needed, orders and oversees storing and inventory control of traffic sign stock . 15 . Perforins related work as required . i DESIRABLE QUALIFICATIONS: Knowledge of : Care of vehicles , equipment, machines and tools required to perform duties ; practices , methods , hazards and safety precautions in use of materials and equipment required to perform duties ; basic carpentry , electrical and plumbing techniques . Ability- to_ Drive or operate vehicles , equipment, machines and tools skillfully, safely and in conformance with applicable laws , regulations and work rules ; detect needed repairs and make minor adjustments to equipment , machines or tools needed to perform duties ; understand and carry out written and oral instructions ; work independently in performance of regular assignments ; establish and maintain effective working relationships with other employees , supervisors and the public; function effectively in adverse weather conditions ; perform basic carpentry, electrical and plumbing tasks ; read and understand blue prints and drawings ; operate electronic video tracking equipment ; perform duties of Utility Worker I classifications . Skill in : Operation of assigned vehicles , equipment, machines and fools ; maintenance and repair of buildings . 23 UTILITY WORKER II EXPERIENCE AND TRAINING: High school graduation or equivalency and three years experience and/or training at a level equivalent to Maintenance Worker I in the operation of maintenance equipment associated with this class ; or any satisfactory equivalent combination of experience and training as determined by the hiring authority . NECESSARY SPECIAL UL_ AIF_ICA_TION : Possession of or ability to obtain a valid driver 's license. r {' 24 UTILITY WORKER II EQUIPMENT SERVICER GENERAL STATEMENT OF DUTIES: Lubricates , fuels and does routine servicing of automotive vehicles , equipment and machinery and other construction equipment ; performs limited mechanical or electrical repairs ; does related work as required. SUP_ERVIS_ION RECEIVED: Works under the general supervision of the Operations Superintendent and may receive daily supervision and work assignments from a crew chief . SU_PERV_ISION EXERCISED : Supervision is not normally a responsibility of this classification . EXAMPLES OF PRINCIPAL DUTIES : (Any single position of a class wi 11 not usually involve al l of the duties listed and many positions will involve duties which are not listed. ) 1 . Services automobiles , trucks , tractors , mowers and other public works equipment with fuel , oil grease , water , and air; reports defects and need for repairs . 2 . Maintains records of service to vehicles and equipment ; schedules vehicles for maintenance and notifies departments . 3. Performs limited mechanical or electrical repairs on trucks and cars ; installs headlights , light bulbs , fuses , other related electrical apparatus . 4. Performs equipment maintenance work, such as changing oil , filling or draining anti- freeze from radiators , replacing oil filters , and changing and balancing tires . 5 . Assists mechanics occasionally as assigned . 6 . Maintains an inventory of replacement and repair parts ; requisitions parts to replenish inventory. 7 . Maintain: work area in clean , orderly manner . 8 . Prioritizes own workload as assigned . 9 . Performs related work as required . i DESIRABLE QUALIFICATIONS : Knowledge Of . Automotive and equipment lubrication and servicing 25 methods and practices ; mechanical parts and accessories . Ability To_ Follow oral and written instructions ; read and interpret manufacturers ' lubrication and servicing manuals and charts ; operate and maneuver automotive and heavy road equipment; maintain clean, orderly work area; make mathematical calculations ; establish and maintain effective work relations with fellow employees and supervisors ; keep accurate records ; bend, stretch and lift materials and tools required. Skill In : Use of automotive and equipment servicing equipment and^ tools ; servicing automotive vehicles , equipment ane machinery . EXPERIENCE AND TRAINING: High school graduation or equivalency and two years experience and/or training in maintaining and servicing fleet and maintenance equipment ; or any satisfactory equivalent combination of experience and training as determined by hiring authority . NECESSARY SPECIAL QUALIFICATIONS : Possession of or ability to obtain valid 0-:-iver 's license as issued by the State of Oregon. a 4 �� 26 CUTILITY WORKER III EQUIPMENT MECHANIC GENERAL STATEMENT OF DUTIES : Performs a variety of skilled mechanical repairs and modifications to automotive vehicles , equipment, machinery and other standard construction equipment; does related work as required . SUPERVISION RECEIVED : Works under the general supervision of the Operations Superintendent and may receive assignments and daily supervision from a crew chief . SUPERVISION EXERCISED : Supervision isnotnormally a responsibility of positions in this classification. However , incumbents may occasionally exercise lead responsibility for employees assisting in assigned tasks. EXAMPLES OF PRINCIPAL DUTIES : (Any single position of a class will not usually involve all of the duties listed and many positions will involve duties which are not. listed . ) 1 . Performs a variety of skilled mechanical repairs and modifications to automotive vehicles , trucks , construction equipment and machinery . 2. Performs diagnostic inspections of engines , using electronic or mechanical analyzing equipment in performing engine tuneups . 3 . Performs preventive maintenance on equipment by checking; repairing , or replacing brakes , steering gears , fuel pumps., carburetors , generators , and alternators . 4. Inspects , adjusts , and replaces components and related parts .including cooling , fuel , and exhaust systems ; replaces thermostats , fuel line filters , and mufflers . S. Welds and modifies equipment and fabricates parts as needed or as directed. 5 . Services automobiles , trucks , tractors , and other construction equipment with fuel , oil , grease , water and air ; reports defects for replacement on repair schedule . 7 . Assist: with major overhauls . 8. Assists supervisor in maintaining schedules and solving work problems . 27 I i 1 UTILITY WORKER III - EQUIPMENT MECHANIC 9 . Maintains safe , clean work area. 10 . Assists with building and grounds maintenance and repair. 11 . Performs related work as required. DESIRABLE Ql1ALIFICATTONS : Knowledge Of _ Standard methods , materials , tools , equipment , and technology of the mechanic trade ; mechanical principles ; functioning of internal combustion engines ; occupational hazards and safety precautions of mechanic trade ; diesel - powered equipment; variety of welding techniques . Ability To: Locate , diagnose , and repair most mechanical malfunctions in automotive and construction equipment and machinery; understand and execute oral and written instructions ; s layout, plan and work from sketches ; establish and maintain effective working relationships with other workers and supervisors ; perform duties of Utility Worker I-Equipment Servicer classification . Skill In: Use and care of tools , equipment and materials of the t mechanic trade ; locating and adjusting defects in equipment. { EXPEF_,IENCE AND TRAINING: High school graduation or equivalency � and three years journeyman level mechanic experience, preferably including experience in maintaining and repairing fleet and maintenance equipment; or any satisfactory equivalent combination of experience and training as determined by hiring authority . NECESSARY SPECIAL gUALIF'ICA7'YONS : Possession of or ability to obtain a valid driver 's license as issued by the State of Oregon. r l 28 BUILDING INSPECTOR LEVEL C GENERAL STATEMENT OF DUTIES : Performs inspections of building and to altezatiansrare d4nerarcom'pliancea constructionin that ith applicable ncodes and plans ; does related work as required. SUPERVISION RECEIVED: Works under the direction and supervision of the Building Official or Inspector of a higher level . SUPERV_ISIO_N F_.XERCISED : Supervision is not a normal responsibility of positions in this class EXAMPLES OE PRINCIPAL DUTIES: (Any single position of a class will not usually involve all of the duties listed and many positions will involve duties which are not listed . ) 1. Conducts plans reviews and field al lowedinspections thef Cblevell gstate structures of the nature and size certification . 2. Issues building permits and other construction and alteration permits after computing related fees . 3. Recommends , or takes , appropriate action to insure compliance of construction with plans and applicable codes . 4. Consults with and advises contractors and builders regarding applicable regulations . 5 . Performs field checks of driveways and sidewalks . 6 . Assists other departments , contractors and the public by ' responding to inquiries at the counter . by phone and by mail . 7 . Works independently endentl with limited supervision and direction . B . Performs related work as required. DESIRABLE QUALIEI9AT1QNS : Knowledge of : Principles and practices of zoning codes ; government legal procedures and terminology in the area of engineering and planning; construction codes and regulations , materials , techniques and accepted safety standards ; proper inspection techniques ; planning , engineering , architecture or related field . 29 1 t � BUILDING INSPECTOR LEVEL C f Ability to: Establish effective working relationships with other workers , supervisors , property owners , builders and the general f public ; investigate and assure compliance with the building and zoning codes ; understand and execute oral and written instructions ; interpret blueprints , plans and specifications ; work independently in performance of regular assignments ; function effectively in adverse weather conditions ; bend, stretch and lift materials , tools and equipment as needed. j EXPERIENCE AND TRAINING: State certification at the C level as a ' Plans Examiner and Structural Inspector. SPECIAL NECESSARY REQUIREMENT : Possession of or ability to obtain a valid driver 's license issued by the State of Oregon. 1. t E E� 30 t . t ' BUILDING INSPECTOR LEVEL B GENERAL STATEMEN— T OF DUTIES : Performs inspections of buildings and structures in order to ascertain that construction and alterations are done in compliance with applicable codes and plans ; does related work as required . SUPER_VISIO_N R_ECEI_VED: Works under the direction and supervision of the Building Official or Inspector of a higher level . SUPERVISION EXERCISED : Supervision is not a normal responsibility of positions in this class . EXAMPLES OF PRIN_CFP_L DUTIES : (Any single position of a class will. not usually involve all of the duties listed and many positions will involve duties which are not listed . ) 1. Conducts plans review and field inspections of buildings and structures of the nature and size allowed by the B level state certification . 2. Issues building permits and other construction and alteration permits after computing related fees . 3. Recommends , or takes , appropriate action to insure compliance f of construction with plans and applicable codes . 4. Consults with and advises contractors and builders regarding appicable regulations . S . Performs field checks of driveways and sidewalks . 6 . assists other departments , contractors and the public by responding to inquiries at the counter , by phone and by mail . 7 . Works independently with limited supervision and direction . 8 . Performs related work as required . DESIRABLE S_UALIFICATIONS: Knowledge of : Principles and practices of zoning codes ; government legal procedures and terminology in the area of engineering and planning ; construction codes and regulations , materials , techniques and accepted safety standards ; proper inspection techniques ; planning , engineering , architecture or related field. i 31 i BUILDING INSPECTOR LEVEL B Ability to: Establish effective working relationships witr -they workers , supervisors , property owners , builders and the ,,.ral compliance with the building and public; investigate and assure zoning codes ; understand and execute oral and written ints . plans and specifications ; instructions ; interpret bluepr work independently in performance of regular assignments ; adverse weather conditions ; perform function effectively in [ duties of Building Inspector Level C classification. EXPERI_EN_C_E_ AND TRAINING: State certification at the B level as Plans Examiner and Structural Inspector and State certification at the C level as Mechanical Inspector . t SPECIAL NECESSARY REQUIREMEI3T : Possession of or ability to sued b the State of Oregon. obtain a valid driver 's license is Y R e 32 BUILDING INSPECTOR LEVEL A GENERAL STATEMENT OF DU_TIE_S: Performs inspections of buildings and structures of all complexities in order to ascertain that construction and alterations are done in compliance with applicable codes and plans ; enforces building codes and zoning regulations ; does related work as required. SUPERVISION_ RECE:IV_E_D: Works under the direction and supervision of the Building Official . SUPERVISION EXERCISED : Supervision is not a normal 1 responsibility of positions in this class although some employees may occasionally be assigned lead responsibilities for specific work assignments . EXAMPLES OF PRINCIPAL DUTIES : (Any single position of a class will not usually involve all of the duties listed and many 1 positions will involve duties which are not listed ) . 1. Conducts plans review and field inspections of buildings and structures of the nature and size allowed by the A level State Certification . 2. Issues building permits and other construction and alteration permits after computing related fees . 3. Recommends , or takes , appropriate action to insure compliance of construction with plans and applicable codes . 4. Consults with and advises contractors and builders regarding applicable regulations . S . Performs field checks of driveways and sidewalks . 5 . Assists other departments , contractors and the public by responding to inquiries at the counter , by phone and by mail . 7. Interprets zoning ordinances and regulations ; investigates violations and takes appropriate action . 8 . Works independently with limited supervision and direction . 9 . Performs related work as required. 33 DESIRABLE QUALIFICATIONS: Knowledge of : Principles and practices of zoning codes ; government legal procedures and terminology in the area of engineering and planning; construction codes and regulations , materials , techniques and accepted safety standards ; proper inspection techniques ; planning , engineering, architecture or related field. AF,ility }o: Establish effective working relationships with other workers , supervisors , property owners , builders and the general public; investigate and assure compliance with the building and zoning codes ; understand and execute oral and written instructions ; interpret blueprints , plans and specifications ; work independently in performance of regular assignments ; function effectively in adverse weather conditions ; perform duties of Building Inspector Level B classification. EXPERIENCE AND TRAINING: State certification at the A level as Plans Examiner Structural Inspector, Mechanical Inspector, and Fire/Life Safety Plans Examiner . SPEC_IAI. NECESSARY REQUIREeIENT : Possession of or ability to obtain a valid driver 's license issued by the State of Oregon . i 34 i CENGINEERING AIDE GENERAL STATEMENT OF DUTIES : Performs one or more routine engineering clerical or limited skill engineering support functions in the field or office ; does related work as required. SUPER_VISION RECEIVED : Works under the direct supervision of a Techician or Crew Chief who makes assignments and reviews work performance . SUPERVISION EXERCISED : Supervision is not normally a responsibility of positions in this class . EXAMPLES OF PRINCIPAL DUTIES_: (Any single position of a class will not usually involve all of the duties listed and many positions will involve duties which are not listed. ) 1 . Clears brush , drives stakes , holds chain or rod ; operates survey equipment in a training capacity . 2. Performs routine drafting, sketching, tracing and lettering in preparation of maps , cross sections , plans and plat layouts . + 3 . Updates existing drawings and maps . 4. Assists in routine inspections of construction projects ; maintains appropriate inspection records ; performs routine materials tests or prepares samples for testing. S. Installs traffic volume counters at designated locations ; retrieves counters at end of prescribed period; records traffic count ; assists in studies assembling, computing and expanding road data . 6 . Performs various inventory control functions . 7 . Makes basic engineering related mathematical computations including plotting grades and computing cost estimates . 8. Posts public notices , performs document and file maintenance and research . 9 . Performs related work as required. 35 DESIRABLE QUALIFICATIONS : l Knowledge of_ Mathematics ; survey techiques , instruments and tools ; drafting methods and instruments ; engineering maps and records . s Sks3. I in: Care and use of equipment and instruments used in surveying and drafting. I Ability to: Understand and execute oral and written instructions ; interpret engineering plans and specifications ; work out of doors in adverse weather conditions ; perform F mathematical calculations ; sketch and draw maps and plans ; establish and maintain effective working relationships with other workers , supervisors and the public ; bend , stretch and lift } materials , tools and equipment as needed. EXPERIENCE AND TRAINING: High school graduation or equivalency or satisfactory equivalent combination of experience and training as determined by the hiring authority . tt NECESSARY SPECIAL. UAI.IFICATIONS : Possession of or the ability to obtain a valid driver 's license issued by the State of Oregon . ` s= 36 ( ENGINEERING TECHNICIAN I GENERAL STATEMENT OF DUTIES : Performs a variety of technical engineering work in the field or office ; does related work as required. SUPERVISION RECEIVED: Works under the general supervision of a section manager and may report for daily work assignments to a crew chief . SUPERVISION EXERCISED : Supervision is not a normal responsibility of positions in this class , although some employees may be occasionally assigned supervisory responsibilities for specific projects . EXAMPLES OF PRINCIPAL DUTIES : (Any single position of a class will not. usually involve all of the duties listed and many positions will involve duties which are not listed . ) 1 . Performs a variety of surveying assignments ; operates a transit or level to turn horizontal and vertical angles for profiles , cross-sections , slopes , setting grades , and running control lines ; prepares field notes , sketches , and other records ; participates in running chain , rodding, and cutting brush as .• required by the project; locates monuments or other established control points . 2. Performs a variety of design and drafting assignments ; reduces survey field notes to engineering drawings ; drafts plans , profiles , cross-sections , and cut and fill drawings ; computes " grades , curves , areas , and material quantities ; maintains and updates engineering maps and drawings ; prepares as- built drawings . 3. Performs less complex inspections of privtae and public construction projects such as driveway aprons , sidewalks and street patching for compliance with plans/specifications and city codes and maintains inspection records . 4. Assists other departments and the public , responding to inquiries in person , by telephone and by mail . S. Conducts day and occasional night street , transportation route , traffic control device inventories and inspections , recording and maintaining data. �..:` 37 C6 . Conducts traffic and turning movement counts recording and maintaining data . 7. Conducts speed zone and travel time studies recording and maintaining data. S . Assists in collection of inspection samples , inspection of construction sites for compliance with approved plans , standards and specifications . 9 . Prepares accident report summaries identifying problem locations . 10 . Works independently or as part of a crew assigned to specific projects . 11 . Conducts or participates in special engineering projects ; organizes materials or information; researched data; and prepares reports of findings and recommendations . 12 . Performs related r:ork as required . DESIRABL_F_. QUALIEIGATIONS Knowledge af : Survey and drafting methods , techniques , instruments and tools ; mathematics and trigonometry, as applied to technical engineering ; engineering maps and records ; principles of traffic engineering and regulations governing it. Skill in: Use of field or office engineering instruments ; making- drafts , sketches or tracings of maps and plans . A_b_ilit tInterpret engineering plans and specifications ; ._Y o :___ P 9 9 p P perform variety of technical engineering work; work out of doors for extended periods in adverse weather conditions ; make accurate mathematical computations and maintain accurate records ; follow oral and written instructions ; establish and maintain effective work relationships with fellow employees and supervisors ; assume project chief responsibilities ; sketch and draw maps and plans ; use hand tools and equipment ; research files to obtain full , accurate data; write complete , concise reports ; perform duties of Engineerig Aide classification . EXPERIENCE AND TRAINING: High school graduation or equivalency and one year traffic engineering, surveying or drafting college coursework or experience; or satisfactory equivalent combination of experience and training as determined by the hiring authority. c j 38 � t t NECESSARY SPECIAL QUALIFICATIONS : Possession of or the ability to obtain a valid driver 's license issued by the State of Oregon . t t 39 F k E' ENGINEERING TECHNICIAN II ( GENERAL STATEMENT OF DUTIES : Performs technical engineering responsibilities in one or more specialized office or field functions including surveying , drafting , and inspecting of engineering projects ; assignments often require independent performance of functions ; does related work as required. SU_P_E_RV_ISI_O_N_ RECEIVED: Works under the general supervision of a section Ymanager�and�may report for project or daily assignments to a crew chief . SUPERVISION EXERCISED : May be assigned lead worker responsibilities for technicians of a lower classification. t EXAMPLES OF 'PRINCIPAL DUTIES : ( Any single position of a class will not usu_ally involve all of the duties listed and many positions will involve duties which are not listed. ) 1 . Acts as instrument technician in directing a survey crew involved in determining preliminary lines or road. location and performing other land survey work . s 2. Prepares and revises drawings and working plans of engineering i projects working from field notes , rough sketches , and verbal instructions ; preparespl. ans of engineering projects including access roads , pipe lines , drainage , retaining walls , traffic t signal and illumination installations , channelization plans , may prepare and review estimates and specifications ; checks the work of other engineering personnel ; may participate in the development of as-built drawings and updating of City maps . 3. Maintains records and prepares periodic reports on status of engineering projects . f 4 . Determines topography of ground by elevation and location. S . Assists in cost analysis and estimates . { r 6 . Sets construction points for roads , bridges , culverts , etc. from notes and maps . 7. Contacts and confers wth private contractors and individual property owners regarding construction work being performed in public rights of way . 8. Searches for and restores or re-establishes geodetic control stations and uses these stations to position corners on a geodetic grid for updating and improving mapping accuracy . 40 9 . Performs a variety of inspection work on assigned construction projects ; insures compliance with specifications and plans ; performs appropriate materials tests and takes samples for later testing; maintains required notes and records ; determines continuance of construction projects based on contractor °s adherence to specifications and plans ; uses a variety of equipment and instruments in inspection work . 10. Testifies in court regarding disputed lines and in accident cases . 11 . Files and updates official records . 12 . Assists other departments and the general public by responding to questions pertaining lu services of the department . 13 . Reviews and issues permits . 14. Investigates complaints and takes or recommends action for resolution . 15 . Enters information into automated geographic information f system. R \ 16 . Inputs geographic information with data from the city control net and other municipal data into computer and other i record systems . 17 . May prepare various reports ; including the sanitary sewer mileage report , street mileage report , and annexation boundary-- report . a 18 . Performs related Mork as required . DESIRABLE QUALIFICATIONS : Knowledge of : Mathematics , including trigonometry as applied to field surveying , engineering computations and designs , practices and procedures of civil engineering and construction work ; surveying equipment . engineering principles and practices ; materials and equipment involved in technical engineering work; supervisory principles and techniques ; automated mapping systems ; traffic engineerig principles , practices and procedures . Ability to : Interpret engineering plans and specifications ; perform a variety of specialized technical engineering work assignments ; work out of doors for extended periods of time in adverse working conditions ; supervise the work of others ; make i ' 41 { accurate mathematicalcalculations and maintainaccurate records ; research legal documents ; follow oral and written instructions ; establish and maintain effective working relationships wih subordinates , peers , supervisors and the public ; prepare engineering drawings and plans ; perform duties of Engineering Techni,r-:an I classification . Skills in: Use of field and office engineering instruments and equipment ; drafting; writing complete , concise reports ; making cost extensions and understanding units of measure . EXPERIENCE AND 'TRAINING: High school graduation or equivalency and two years experience and/or college course work in technical engineering ; or satisfactory equivalent combination of experience and training as determined by the hiring authority . NECESSARY SPECIAL QUALIFICATIONS : Possession of or ability to obtain a valid driver 's license issued by the State of Oregon . t 42 ( ENGINEERING TECHNICIAN III l GENERAL STATEMENT OF DUTIES : Performs advanced engineering work of a technical nature in the investigation, location, design , inspection or construction of engineering projects ; incumbent may be assigned to a specialized area ; assisgnments require independent performance of technical engineering functions ; does related work as required. SUPERVISION RECEIVED: Works under supervision of a section manager , who reviews work performance for results obtained. t SUPERVISION EXERCISED: Supervises a variable number of technical r It engineering personnel engaged in surveying, design, construction , inspection or special project work . EXAMPLES OF PRINCIPAL DUTIES : (Any single position of a class will not usually involve all of the duties listed and many positions will involve duties which are not listed. ) 1. Receives , circulates , and checks public street, sewer and subdivision development construction plans and street t opening permit construction plans to assure conformance to City standards , specifications and design review conditions ; resolves s deficiencies and conflicts ; coordinates plan review process ; s ;( approves and issues final plan to principals . 2. Determines document requirements for public street, sewer and subdivision development , construction projects ; prepares , } processes and provides construction agreements , performance bond , and street opening permit documentation; resolves pxoblems ;_ coordinates documentation process ; approves and issues street opening permits to applicants . 1 3. Determines and collects fees and deposits for public streets , sewer and subdivision development, constr%xction projects and for street opening permit construction projects . 4. Receives land- use and site development review request application. ; investigates site ; researches relevant public records ; prepares and provides a (findings and recommendations ) written response pertinent to the City and general public 's best interest ; provides public improvement civil engineering and construction code information to staff and potential applicants at pre-application conferences and also over the telephone and public counter . �. 43 S . Develops , organizes and maintains public street , sewer and subdivision development construction project and street opening permit project records and files . 5 . Prepares Ordinances and Resolution as may be necessary. 7. Responds to staff and citizen requests for . public information at the public counter , over the telephone and by mail . 8. Prepares , reviews and revises drawings and working plan' of city engineering projects , works from field notes , rough sketches and verbal instruction ; including roads , pipe lines , paries , drainage , retaining walls , channeiization plans ; may prepare and review bid documents , cost and material estimates and specifications ; may participate in the development of "as built" drawings and the update of city maps . g. Assists in city construction project activities ; acquires and evaluates lab test reports of material samples for compliance with plans/specifications and city codes . Assists in the coordination of city construction activity with utility agencies , private contractors and individual property owners ; completes various status reports and prepares or obtains "as built" h drawings . # 10 . Performs maintenance of general engineering records , including project files , reference maps , standards and drawings of record; may conduct research of other agency records of field inventories to obtain reference record data. 11 . Conducts complex traffic studies and problem report investigation ; prepares reports and maintains records . May function as a "Traffic Engineering Technician . " 12 . Oversees and coordinates surveying activities within the department ; supervises and assigns locations to be surveyed; participates in surveys , as needed. 13 . Prepares legal descriptions and makes cost analyses and estimates . 14. Reviews the work of drafting personnel and assigns projects ; coordinates activities . 15 . Performs a variety of special engineering projects as assigned . 44 4 CENGINEERING TECHNICIAN III 15. May coordinate and oversee all inspection and traffic gathering activities ; prepares reports and makes recommendations ; participates in a variety of other technical engineering activities . 17. Inputs geographic information with data from the city control net and other municipal data into computer and other recor 3 systems . 18 . May inspect more complex private and public construction projects such as street and sewer installations for .compliance i with plan/specifications and city codes . i 19. Investigates citizen complaint reports and property damage reports relating to the public sector and takes action to resolve problems . E 20 . May prepare various reports ; including the sanitary sewer mileage report , street mileage report , and annexation boundary report. 21 . Performs related work as required. DESIRABLE UALIFICATIONS : Knowledge of : Principles , practices and techniques of civil engineering ; methods employed in land surveying and use of appropriate instruments and equipment;public construction and inspection methods and materials and testing techniques ; principles of engineering designing procedures ; mathematics including trigonometry and their application to engineering problems ; property mapping systems ; drafting principles , methods and practices ; bridge design ; supervisory techniques including training , evaluating, motivating and disciplining subordinates . Ability Lo: Plan and coordinate engineering projects ; read and interpret federal , state and local laws and regulations ; perform precise survey and design work; make complex calculations ; reduce field notes ; prepare plans and designs for public works and utilities projects ; use specialized office , field and laboratory equipment and instruments ; interpret engineering plans and specifications ; gather and correlate data from various sources and produce final plan or major chart; conduct research and draw up deed descriptions ; make complex mathematical computations ; read, interpret and apply engineering plans and specifications ; supervise and inspect the work of contractors to obtain adherence s 45 i j` to plans and specifications ; establish and maintain effective `- working relationships with subordinates , peers , supervisors and public and private officials ; understand and execute oral and written instructions ; work independently in performance of regular assignments ; assign and evaluate the work of others ; enter data into computer ; write complete , concise reports ; perform the duties of Engineering Technician II classification. Skill in: Uses of drafting machines and instruments ; use of office and field surveying instruments and equipment. EXPERIENCE AND TRAINING: Associate degree in civil engineering from an accredited institution or completion of an Engineer in r Training Certificate and three years progressively more responsible experience in engineering; or satisfactory equivalent combination of experience and training as determined by the hiring supervisor . NECESSARY SPECIAL QUALIFICATIONS : Possession of or ability to obtain valid driver 's license issued by the State of Oregon . { c 444: i 7 (i f t f 46 E x I ( OFFICE AIDE C GENERAL DESCRIPTION OF. DUTIES : Z't d work asrequired_ basic and routine clerical tasks , does rely SUPERVISION RECEIVED; Works under the supervision and direction of an administrative employee and may receivedaily supervision and assignments from a clerical employee of a higher classification. Supervision is not a responsibility of SUPERVISION E}{ERCISEv; positions in this class . EXAMPLES OF 1?RItJCIPAL I3UTIES : (Any single position of a class w. 1ies lis 1 not usi involve duties which ar7- y involve all Of e nottlist d )ted and many positions w> 1 , Operates photo copy machine , collating and stapling as required . 2 . Opens , sorts and distributes mail . 3 - Retrieves and delivers materials and supplies for department 4 . Sorts and files materials alphabetically, numerically or by r; _. other predetermined categories . 5 . Tallies data for inclusion in r =ports . 6 . Types address labels and forms . 7 . Conducts population counts for census . 1 g . Prepares materials for shipment or mailing. 9 . Removes materials from files upon request . 10 . Performs receptionist duties . answering routine inquiries , greeting the public for training purposes . DESIRABLE GUALIEICATIONS : Knowledge Of : office practices and procedures . Abil itl! To: Understand and follow oral and written instructions ; operate office equipment ; operate a typewriter to sufficiently perform duties ; akcourteous , without s �1ose effic entsupervision; respond manner ; establish and to the publico l 47 `• maintain effective working relationships with other employees and supervisors ; file according to established procedures ; make simple mathematical computations accurately and rapidly; learn assigned clerical tales and adhere to department routines ; carry or transport up to 35 pounds of material up stairs . Skills in: Operation of office machines and equipment as required to successfully perform the duties of the position . Experience and Training: High School graduation or equivalency and work experience in an office environment or coursework in office practices and procedures ; or any satisfactory equivalent combination of experience and training as determined by the hiring authority . i i� (f S 48 f OFFICE ASSISTANT I GENERAL STATEMENT OF DUTIES: Performs clerical duties according to established standard procedures which can readily be learned with training on the job , duties include operation of standard office machines ; does related work as required . SUPERVISION RECEIVED: Works under the supervision and direction of an administrative employee and may receive daily supervision and assignments from a clerical employee of a higher classification. SUPERVISION EXERCISED : Supervision is not normally a responsibility of positions in this class . EXAMPLES OF PRINCIPAL DUTIE'- . (Any single position of a class will not usually involve all of the duties listed and many positions will involve duties which are not listed. ) 1 . Operates typewriter , word processor or computer to prepare forms , reports , correspondence , requisitions , simple tabulations and other materials from copy, rough draft, dictating machine or simple oral instructions . 2. Sorts , codes files and indexes mate- ' al s alphabetically or numerically; conducts file and record searches , logs in documents for public record. 3. Posts information to various departmental , fiscal , billing or other records according to standard procedures; compiles reports containing tallied posted data and basic mathematic calculations . 4. Serves as receptionist or counter clerk answering routine inquiries , providing general information, forms and documents to the public ; refers callers to appropriate department. S . Opens , sorts and distributes mail , maintains files , distributes bulletins , 6 . Prepares materials for shipment or mailing , receives shipments and checks invoices . 7. Operates duplicating and copying equipment , collating and stapling as required . 8. Accepts payments from the public in cash and checks , issuing receipts . 49 t I t C 9 . Performs related duties as required. f DESIRABLE QUALIFICATIONS : Knowledge Of : Business English, spelling, punctuation and arithmetic ; modern office practices and procedures ; standard. office equipment and machines . { Ability To : Communicate effectively , orally and in writing; establish and maintain effective working relationships with other employees workers ands upervisors ;meet and respond to the publicina courteous , efficient manner ; learn and perform assigned tasks quickly and accurately from oral and written instructions ; make appropriate decisions within well-defined guidelines ; learn the operation of standard office machines and equipment; make simple computations accurately and quickly; perform the duties of office Aide classification. t Skill In: Operation of standard office machinery and equipment as required by position . EXPERIENCE AND TRAINING: High School graduation or equivalency and one year clerical support experience ; or any satisfactory combination of training and experience as determined by the hiring authority . 50 OFFICE ASSISTANT II GENERAL STATEMENT OF DUTIES : Performs clerical duties of some variety and increasing complexity often involving multiple steps in procedures and requiring judgment in applications of department policies , laws and regulations controlling work assignment; uses own initiative to accomplish tasks within prescribed work assignment ; may provide clerical support to a number of professional or administrative employees within a department. SUPERVISION RECEIVED: Works under the supervision and direction of an administrative employee and may receive daily supervision and assignments from a clerical employee ofa higher classification . SUPERVISION EXCERISED: Positions in this class may have lead worker responsibilities over one or more employees . EXAMPLES OF PRINCIPAL DUTIES : (Any single position of a class will not usually involve al l of the duties listed and many positions will involve duties which are not listed. ) 1 . Performs a range of advanced and complex clerical duties including composition of correspondence , maintenance and analysis of records . preparation of statistics and reports . 2 . Interprets laws , regulations , policies and procedures in order to obtain from or provide information to other work unit's-','- organizations nits ,organizations or the public . 3 . Operates typewriter , word processor or computer to prepare forms . reports , minutes of meetings , correspondence . and requisitions from copy , rough draft , dictating machine . oral instructions or self composition , applying full range of vocabulary, grammar and office procedures knowledge . 4. Receives. reviews , adjusts and records documents and reports requiring use of technical subject-clatter knowledge . S. Schedules meetings , notifying participants , posting notices , preparing materials . S . Reviews or checks work performed by others , locating and correcting errors , advising of proper procedures and assisting in training of new duties . 51 i 7. Advises general public on interpretation of laws , city ordinances and departmental regulations and procedures . S. Assists in maintaining various fiscal and personnel records ; posts and balances receipts , prepares bank deposits . 9 . Performs related duties as required. DESIRABLE QUALIFICATIONS: Knowledge Of: Standard office practices and procedures ; office recordkeeping and reporting ; Business English , spelling , punctuation and arithmetic ; basic bookkeeping principles . Ability To: Communicate effectively and appropriately orally and in writing ; interpret and apply program information in making work decisions or supplying information to others ; organize own workload efficiently and make appropriate decisions concerning work methods ; maintain specialized records and prepare narrative or statistical reports from information gathered, make accurate, arithmetic computations or apply standardized statistical or mathematical procedures , manually or by machine ; operate full scope of office equipment and machines ; transcribe meeting notes and minutes ; establish and maintain effective working relationship with subordinates , peers and supervisors ; train , supervise and coordinate the work of others ; understand and execute written and oral instructions , meet and respond to public and private officials in a courteous , efficient manner; organize workload in a logical , efficient manner ; work independently; work effectively in stressful situations meeting_ required deadlines ; perform duties of Office Assistant I classification. Skill In : Operation of standard office machines ; written and oral communication . EXPERIENCE AND TRAINING: High School graduation or equivalency and three years progressively more responsible clerical support experience ; or any satisfactory combination of experience and training as determined by the hiring authority. 52 OFFICE ASSISTANT III 1 GENERAL STATEMENT OF DUTIES : Performs complex and varied clerical functions involving -the interpretation and application of departmental policies governing the work performed; may provide direct clerical support to administrator at the department head level or may supervise a distinct clerical unit; does related work as required. SUPERVISION RECEIVED: Works under the direction of a department head who reviews work for conformance with policy . SUPERV_IS_ION EXERCISED : Positions in this class may exercise igned clerical personnel , often in a direct supervision over ass specialized clerical function . EXAMPLES OF PRINCIPAL DUTIES : (Any single position of a class will not usually involve all of the duties listed and many positions will involve duties which are not listed. ) 1 . Assumes responsibiity for major department activities insuring compliance with laws and established procedures ; monitors activities within scope of responsibility . 2 . Answers varied inquiries ; explains policies and procedures and arranges appointments ; i 3. Arranges committee meetings including coordinating selection kes of the time and place ; ascertains possiblea,reslacndasts ; aand reservations and notifies participants ; pre p g meeting materials . 4. Attends meetings recording matters discussed and action taken ; prepares minutes of meetings . S . Prepares a variety of correspondence , reports and other materials from direct or machine transcription , rough draft , general instructions or self initiation . o . Receives , sorts , analyzes and summarizes material for preparation of reports ; relays and interprets administrative decisions , policies and instructions . 7 . Compiles data for questionnaires and public reports , performing necessary investigtaions in developing the information; prepares work sheets and tables of some complexity and makes computations of materials assembled ; maintains financial , personnel and department transaction records . �_. 53 j_ 8. Supervises clerical unit, trains new employees and current employees in new duties ; assigns work according to changing needs within the department . 9 . Devises new forms , formats and procedures as necessary . 10 . Maintains records and reports not requiring special accounting techniques but requiring involved procedural determinations . 11 . Assists supervisor on a variety of administrative details and projects . 12 . Schedules and coordinates use of public facilities . 13 . Performs related duties as required. DESIRABLE gUALIFICATI0I3S : Knowledge o_f : Standard secretarial and office practices and procedures ; composition and grammar; Business English. spelling, � ! punctuation, arithmetic; re card keeping and reporting procedures ; basic bookkeeping principles ; office management . I t Ability to : Use tactdiscretion and courtesy in � interdepartmental and public contacts ; learn city codes , ordinances , regulations and procedures ; attend occasional evening meetings ; communicate effectively and appropriately orally and in z writing; organize work efficiently and make appropriate decisions concerning work methods and priorities ; maintain fiscal and operate general records and files ; the full scope of office cribe direct dictation and equipment and machines ; take and trans meeting minutes ; establish and maintain effective working relationships with subordinates . peers and supervisors ; train , supervise and coordinate the work of others ; maintain specialized ( records and prepare narrative or statistical reports from information gathered; make accurate arithmetic computations or apply standardized statistical or mathematical procedures manually or by machine; understand and execute written and oral instructions ; organize work load in a logical efficient manner; use good , independent judgment in making decisions ; work � effectively in stressful situations meeting required timelines ; comprehend and interpret pertinent laws , rules and regulations ; perform duties of Office Assistant II classification. Skill in : operation of standard office machines , written and oral communication . 54 K� C. EXPERIENCE AND TRAINING: High school graduation or equivalency and five years progressively more responsible experience including lead worker or supervisor responsibilities ; or any satisfactory combination of experience and training as determined by the hiring authority . r '� �: 55 ;i t C ACCOUNTING ASSISTANT f i GENERAL STATEMENTOF DUTIES: Performs a variety of bookkeeping and double entry tasks in maintenance of general and subsidiary records involving independent judgment in properly recording and documenting fiscal transactions ; does related work as required. , SUPERVISION RECEIVED: Works under the supervision and direction of an administrative or accounting supervisor who provides technical assistance on unusual or difficult bookkeeping problems . i SUPERVISION EXERCISED : Supervision is notnormally a responsibility of positions in this class although employees may be assigned lead responsibilities in supervising Office Aides or volunteers . EXAMPLES OF PRINCIPALDUTIES : (Any single position of a class will not usually involve all of the duties lasted and many dd positions will involve duties which are not listed. ) 1 . Maintains varied and complex records associated with accounting functions such as budget control , activity control , financial transactions such as personnel , equipment and Q materials . 2 . Compiles data and prepares summaries , statements , statistical and other business reports . 3. Prepares and processes payroll information for new .hires and terminations . 4 . Gathers payroll data for City employees ; voniemi- deductions , time worked; processes data; prepares checks on semi- monthly basis . 5. Computes employer paid contributions and distributes to appropriate budget accounts ; prepares all payroll deduction and payroll benefit reports ; prepares payment for all federal and state payroll taxes , premiums to all insurance companies and retirement groups ; distributes apyroll to appropriate accounts ; posts payroll and balances deductions . 6 . Makes journal entries and posts to general ledger . 7. Makes approved transfers to and from budgetary acounts and balances accounts against control data . F 56 8 . Maintains a variety of accounts receivable , billing appropriately ; posting payments to proper accounts ; preparing reports on collections ; preparing balances and periodic statements . 9. Prepares reconciliation sheets , maintaining accounting and fund records according to established account classifications and involving a wide range of bookkeeping methods . 10 . Performs related duties as required. 4 DESIRABLE UALIFICATIONS : Knowledge of: Bookkeeping principles and practices as applied to E governmental accounting ; business stand, methods and procedures ; fiscal records and preparatic .a of fiscal reports ; payroll processes . Ability to: Perform detailed work ii. fol wing numerical or written accounting principles to the data ; apply bookkeeping and maintenance of p3yroll , fiscal records and statements ; make involved and varied arithmetical computations accurately and rapidly , tabulate statistical data and prepare necessary reports ; use standard office and bookkeeping machines , including computer ; establish and maintain effective working relationships with other * employees and supervisors ; deal with the public in an effective , tactful manner ; understand and execute oral and written instructions ; organize work load and work independently with limited supervision ; perform responsibilities thoroughly and acurately in stressful situations ; solve problems ; bend, stretch and lift materials , tools and equipment as needed. Skill in: operation of standard office and bookkeeping machines including computer . EXPERIENCE AND TRLYNIE39: High school graduation or equivalency and three years progressively more responsible accounting experience, preferably using municipal accounting procedures ; or any satisfactory combination of experience and education as determined by the hiring authority . L ` 57 r t LIBRARY AIDE C GENERAL STATEMENT OF DUTIES : Performs clerical functions for a variety of activities within the library including shelving, filing, circulation and typing; work is routine and performed in accordance with specific instructions ; performs related work as required. SUPERVISION RECEIVED: Works under the direction of an Assistant Librarian ; however , daily supervision may be provided by a Library Assistant who assigns work and reviews for conformance with established practices and procedures . SUPERVISION EXERCISED: Supervision is not a responsibility of positions in this class . EXAMPLESOF PRINCIPAL DUTIES : (Any single position of a class will not usually involve all of the duties listed and many positions will involve duties which are not listed . ) 1 . Works at the circulation desk checking in and out books and maerials and providig general library information . 2 . Types and files catalog cards for public catalog . r 3 . Assists in processing overdue notices , A. Searches reserves . 5 . Types and files registration cards . -. 6 . Shelves books and other materials . i t 7 . Assists in maintenance of collection . i 8 . Assists with inter-library loan program . i 9 . Performs related duties as required . DESIRABLE UAI.IFICATIONS : Knowledge of : office procedures and practices . Ability to: Understand and follow oral and written instructions ; } establish and maintain effective working relationship with other employees and supervisors ; deal effectively and tactfully with the ! public; alphabetize and file accurately ; learn the Dewey Decimal E System; learn routine processes within the training period; write i f 58 r` legibly and maintain neat, accurate records ; perform a variety of assignments as necessary to balance workload; operate standard office machines ; physically perform the duties including bending, reaching and lifting up to 35 pounds . Skill in; Operation of standard office equipment. EXPERIENCE AyD TRAINING: Graduation from, or current attendance at high school ; or any satisfactory combination of experience and training as determined by the hiring authority. V, f 59 LIBRARY ASSISTANT II ( GENERAL STATEMENT OF DUTIES : Performs clerical and para- prof ess ionaT ara- professional duties for a variety of activities within the library including circulation; user registration, overdue records ; filing and typing ; performs related work as required. z SUPERVISION R_EC_E_IV_ED_: Works under the direction of an Assistant Librarian. However, daily assignments may be provided by a Library Assistant of a higher classification. SUPERVISION EXERCISf7 : Supervision is not normally a responsibility of positions in this class , although some r employees may occasionally be assigned lead responsibilities for specific work assignments . EXAMPLES OF PRINCIPAL DUTIES : (Any single position« of a class will not usually involve all of the duties listed and many positions will involve duties which are not listed. ) 1. Works at the circulation desk checking materials in and out, collecting fines and lost book charges and providing library information to patrons . k 2 . Registers library users , types user cards and maintains i files . 3 . Maintains book reserves and associated files . 4. Assists in processing overdue notices and maintaining statistics . 1 S. Types correspondence , reports and other materials for - Librarian . - ( 6. Assists with cataloging, handling new books and materials , and checking cards and shelf lists . 7. Occasionally responsible for library operation in absence of more senior staff members . S . Processes donated books and materials into system. 9 . Searches files . 10 . Performs related duties as required . 60 i DESIRABLE QUALIFICATIONS : Knowledge of : Practices , principles and philosophy of modern library procedures sufficient to perform assigned duties ; standard office practices and procedures ; Dewey Decimal System. Ability to : Exercise good judgment in carrying out library policies ; establish and maintain effective working relationships with other employees and supervisors ; communicate effectively and deal tactfully with the public; understand and follow oral and written instructions ; work independently completing assignments in a timely manner ; operate standard office equipment; file quickly and accurately both numerically and alphabetically; learn .library procdures ; physically perform the duties including bending, reaching and lifting ; perform duties of Library Aide classification. Skill in : Operation of standard office equipment including typewriter . EXPERIENCE AND TRAINING: High school graduation or equivalency r and two yeas general^ office experience ; or any satisfactory combination of experience and training as determined by the hiring authority . i f i 6 r 4 f 4 t i 61 L { CLIBRARY ASSISTANT III GENERAL STATEMENT OF DUTIES : Performs full scope of responsibility in specific library function including circulation and technical services ; performs related work as required. SUPERVISION RECEIVED: Works under the direction of the Librarian who reviews for the degree of maintenance of library standards. Daily supervision and assignments may be provided by an Assistant Librarian . i SUPERVISION EXERCISED: May supervise and direct daily work of employees assigned to section of responsibility . EXAMPLES OF PRINCIPAL DUTIES : (Any single position of a class will not usually involve all of the duties listed and many positions will involve duties which are not listed . ) 1 . Assists the public in the use of the public library by giving standard information in person or by phone . 2. Explains the use of library facilities to new patrons , assisting in the use of card catalog . t w� 3 . Answers reference questions as required . 4. Arranges and organizes circulation desk for operation; checks library materials in and out, following standard control procedures ; checks materials returned to the library for correct procedures and damage ; arrangeZ materials for reshelving:' S. Supervises and works in unit of responsibility ; reports major problems to supervisors ; schedules conmunity service workers and volunteers in unit. 6 . Receives new materials , checking invoices and condition . 7. Catalogs new and replacement material in accordance with library practice ; prepares list cards and materials for shelving. 8. Organizes and prioritizes materials for processing and supervises completion of process . 9. Maintains records of materials added to collection including periodicals . i 62 i ( 10 . Participates in selection of materials to be added to collection . 11 . Selects and prepares books for annual bindery shipment. 12. Maintains lists of volunteers for general and specific functions . 13 . Prepares correspondence , reports and statistics as required. 14 . Maintains shelf list and public catalog of entire book, record and cassette collection . 16 . Maintains records of and processes inter- library loan requests . 16 . Performs related duties as required . E. F E DESIRABLE UALIEIC:ATIONS : s Knowledge of : Practices , principles and philosophy of modern library procedures ; reference tools , book selection tools ; library classification system; library procedures and techniques ; gooks and literature ; rules of descriptive cataloging; book ; mending; Dewey Decimal system. {, Ability Lo : Exercise good judgment in carrying out library policies and procedures ; establish and maintain effective working relationships with subordinates , peers and supervisors ; communicate effectively and deal tactfully with the public ; understand and execute oral and written instructions ; train and supervise volunteer and paid subordinates ; organize and prioritize workload for self and subordinates ; operate standard office i equipment; physically perform duties including bending, reaching and lifting; appropriately catalog and file within established system; perform duties of Library Assistant II classification . { Skill in : Operation of standard office equipment . EXPERIENCE AND TRAYNING: High school graduation or equivalent and four years oiii.ce experience, at least one of which was in a library setting; or any satisfactory combination of experience and training as determined by the hiring authority . - 63 SALARY COMPENSATION STUDY FOR { THE CITY OF TIGARD CLASSIFIED EMPLOYEES JANUARY, 1985 PREPARED BY LOCAL GOVERNMENT PERSONNEL INSTITUTE 1201 Court Street NE - P . O. Box 908 Salem, Oregon 503/588-2251 �`�•. 64 TABLE OF CONTENTS Page i General Study Recommendations 66 Methodology 66 � 67 Job Evaluation Salary Pian Considerations 68 Analysis and Use of Salary Survey Data 69 ` Salary Plan Concept 70 Proposed Compensation Plan 70 Recommended Salary Schedule 70 Salary Plan Administrative Procedures 71 Adjustments to the Salary Plan 73 !� Tables Appendix 91 , Proposed Salary Schedule 74 Appendix #2 , Allocation of Proposed Job Classifications to Salary Schedule Ranges -76 Appendix #3 , Salary Range and Salary 81 Recommendations '. Appendix #4 , Comparison of Present Salaries 84 and Salary Survey Data l ` 65 i �( SALARY COMPENSATION STUDY This report is the result of an extensive study of the City of Tigard job classifications and compensation practices for classified employees (TMEA) . GENERAL STUDY RECOMMENDATIONS ------- ----- Specific recommendations recommendations include : The development of a salary plan concept and administrative guidelines which provide for the placement and advancement of employees on the basis of job qualifications . The allocation of all employees to the appropriate job classification based on job duties: , responsibilities and required experience and training. - The development of a salary schedule and allocation of positions to the schedule designed to insure internal equity and external parity in salaries , supported by extensive job analysis and salary survey data . 4 METHODOLOGY Developing a pr:�posed compensation plan for the City of Tigard employees required the gathering of data from similar organizations and the development of internal relationships among positions . Neither of these steps were done until after the__ consultants completed their evaluation of each classified position. This evaluation included group discussions with i. employees , individual questionnaires filled out by all employees and reviewed by supervisors , and one on one interviews between the consultants and almost 100% of the employees . The gathering of compensation dta was done by determining the salaries and benefits paid to comparable bench mark positions in the following jurisdictions : Beaverton Milwaukie Hillsboro Oregon City Lake Oswego West Linn On the basis of the analysis, of internal job relationship and external labor market data, a salary compensation plan for Tigard classified employees has been developed and is reported in detail f 66 .r � t in the remainder of this report. JOB EVALUATION The internal relationships reflect the "relative worth" of positions to each other and to the City on the basis of their respective duties , complexity, scope, responsibility and required knowledge, skills , abilities , experience and training. Placement of positions within the same level is based on evaluating jobs as a whole . No single factor determines the relationship of positions . f While the internal relationship of positions is developed using i professional job analysis techniques , it is by its nature a somewhat subjective and idealistic relationship in that it is not possible to assess the absolute internal relationship among positions anditdoes not directly take into accountlabormarket conditions which could influence the ultimate placement of a position in a salary schedule . r The internal relationship of positions is a necessary working instrument in the establishment and maintenance of a salary plan. some salaries must be set on the basis of internal relationship where comparable external salary data is not available. Also, the internal relationships are used in maintaining proper salary relationships within certain occupational fields . The overall internal relationship of positions should be weighed along with external salary data in establishing salary ranges because the maintenance of a fair and lawful salary plan combines a internal position equity with external salary parity. Generall-y- speaking, all positions placed on the same internal relationship level would also be placed on the same salary range. There can, however , be deviations from this practice where warranted by legitimate external salary data considerations . i The analysis of the positions which resulted in the internal relationship rankings was conducted utilizing the following job evaluation factors : - Complexity ( initiative , creativity , analytical skill , problem solving , judgment ) Variety arod scope ( recurrence of tasks , non-repetitive tasks , new tasks and problems ) ResponsibiIity (direction provided, accountability , freedom to act ) 67 R j Planning (development , recommendation , approval , breadth ) Interpersonal relationships ( internal , external , criticality , influencing , cooperation, tact ) - Managerial responsibilities ( personnel , budget) Supervision of employees (complexity , span of control , diversity of subordinate work ) Experience (minimum type and length required ) i Education (minimum level required ) E SALARY PLAN CONSIDERATIONS j The salary plan for any organization is normally based on at least three considerations : E F 1 . The prevailing rate of pay for comparable work in comparable organizations . E 2 . Consideration of equity and consistency in the internal salary relationships of the various positions within the organization . 3 . The values of the community . g The salary plan should also provide : F A mid-point which represents the value of the classification t to the organization . - A salary range framework which compares reasonably with other comparable employers and positions so as to enable the recruitment and retention of qualified employees . A means of compensating employees for meritorious performance of duties (i .e. job related performance appraisal tied to advancement through the salary range ) . A maximum price for each job in recognition of the concept ' that salary increases are not warranted after an employee reaches a stage where further growth in job performance is insignificant. In arriving at salary recommendations , compensation survey data is at best a general guide to the appropriate rates in terms of. } F '- 68 l ' outside judgments and competitive conditions. It is useful as an indication of generally prevailing social judgments concerning the pay relationships which should exist among different classes of work. Such information should be used as a guide since judgments may differ substantially from agency to agency . Of equal importance is how well pay relationships reflect the relative levels of difficulty , responsibility and required training and education for the various classes . Salaries of various positions must not only be compared with other employers (externally ) but must also be compared with other positions within the City (internally ). These internal relationships were carefully analyzed. There may have been cases where the pay averages in the salary survey could not be recommended exactly because the internal relationships or scope of the duties justified a slight increase or decrease from the survey results. In most cases , however , the internal relationships and the average from the salary survey were both considered to reach a viable recommendation. ANALYSIS AND USE OF SALARY SURVEY DATA In the analysis and use of pay data , several considerations deserve emphasis : 1 . Exact axon ons com arisdifferent employers as to the p g duties of positions , working conditions and general responsibilities are difficult to make . 2 . The policies of different employers in compensating for.. the same kind of work vary widely. There is rarely a single prevailing rate for any particular kind of work in a community or statewide . 3. The analysis of salary and fringe benefit data was made using 1984- 85 salaries . Data was gathered for established minimum/maximum salary ranges wherever possible. Total compensation was used as a comparison between agencies . 4 . If a workable pay plan. is to result, salary survey data cannot be applied without regard to existing compensation policies of The City of Tigard internal relationships among positions and the objective of maintaining a reasonable ranking among positions and the labor market . 69 ( s Sr_.LRRx PLAN CONCEPT i The recommended salary plan establishes salary ranges on which all positions will be placed. 's 1. The salary schedule recommends a minimum and maximum for each range. 2 . The salary schedule is proposed to provide realistic salary growth limits and to facilitate the establishment of salary ranges which are competitive with the labor market at both entry rate levels and maximum rate levels . The salary range recommendations for each job classification are shownin Appendix #3. In those cases where the employee 's present salary exceeded the recommended maximum rate of the new range , the employee 's present rate of pay was frozen or continued until the employee vacates the position or a subsequent general salary schedule increase brings the employee within the plan. PROPOSED COMPENSATION PLAN The recommended compensation plan includes : Procedures for implementation and administering the salary schedule Proposed salary schedule (Appendix #1 ) Allocation of proposed job classifications to the salary schedule ranges (Appendix #2 ) Comparisons of present salaries and salary survey data (Appendix #4 ) REC2MMEN4OED SALARY SCHEAULE The minimum salary range rate for each position is designed to provide a competitive salary which will allow the City to recruit competent employees on the basis of job qualifications. The salary range up to the maximum rate provides a means of retaining competent employees throujh normal growth and merit increases . The maximum rate establishes the maximum price of a job to the organization, thereby acknowledging the point at which an employee 's further growth on the job is insignificant in terms of criteria for salary increases . 70 { The salary schedule should always be adjusted in accordance with � any uniform cost of living adjustment . `{ SALARY PLAN ADMINISTRATIVE PROCEDURES ! i A. New Hires t 1 . New .employees are placed at the minimum rate within the assigned range unless special qualifications or labor market conditions justify placement above or below that level . In no instance should employees be placed more than ten percent above the range entry rate on the basis of specialized skills or experience i or unique labor market conditions . Underfilling of positions should occur only when the employee hired does not possess the necessary minimum qualifications and qualified employees cannot be recruited-usually due to labor market conditions. Underfilled positions should not be placed more than ten percent below the entry rate and a specific plan, including objectives and timeline, should be developed to bring the employee within the established salary range during the first ; six months to one year of employment. Placement of new employees 3 above or below the minimum step must be reviewed by the Perso;inel 3 Office and approved by the City Administrator . Placement of promoted employees will depend on the employee 's ourrent salary and the salary range of the new position. (See the Promotions Section . ) 2. The following procedure is recommended for administering the salary schedule . Minimum of Rangel This is the normal entry level for new employees or for promoted employees earning less than this amount. Merit P1. A merit increase based on performance evaluation is granted following satisfactory completion of the six-month probationary period. Employees not receiving this adjustment would normally be terminated , or in the instance of promoted employees , demoted to their previous position . Merit A2 . Employees are eligible for additional merit advancement at the completion of one full year of service following completion of the probationary period (1 1/2 years total service ). This adjustment can be denied if it is determined that the employee is not performing at a satisfactory level . Employees below the top of the range not receiving the -_ annual step increase would not necessarily be terminated, but 71 r� written agreement should be reached by the employee and supervisor detailing corrective actions and time frame necessary to qualify the employee for a merit increase . Additional Merits. Employees would be eligible for additional merit increases at the completion of each additional 12 months of employment provided performance evaluations conducted indicate satisfactory performance or above satisfactory performance . B .PROMOTIONS Employees who are promoted to a classification with a higher entry level should be placed within the new classification at a s rate of S$ above the previous rate of pay These employees will serve a six-month probationary period in the new classification. At the successful completion of one year service j in the new position , the . employee is eligible for a merit increase Merit increases would be eligible on an annual basis s untilthe employee has attained the top of the new range. It should be noted that promotions and reclassifications should only occur when the actual work performed and general responsibility of the position change significantly. What has been established here is a fair and equitable salary for each position. This should not be .increased just because an employee i has been with the jurisdiction for a long period of time. Promotions and reclassifications should never occur lust because an emplogee has reached the top of a range_ x t a t f I tYt f e f ' 72 t i CADJUSTMENTS To THE SALARY PLAN General wage and salary schedule adjustments may be set annually by the City according to cast-of-living adjustments determined by them. All salary ranges and steps within those ranges will be adjusted according to such general wage increases . This adjustment will maintain the internal balance between salary ranges for each classification and maintain employees ' salaries within their assigned salary range . t 73 t APPENDIX #1 r' fr ` LGPI recommend that the classifications reviewed utilize the salary schedule currently in place in agreement with the cot ectiga etween the City of Tigard and bargaining agreement bthe Tigard Municipal Employees Association (copy attached. 74 APPENDIX #1 SALARY SCHEDULE ( 1984-1985 TIGARD MUNICIPAL EMPLOYEES ASSOCIATION Range Minimum Maximum 1 94 1 ,255 2 1,010 1,350 3 1,090 1 ,450 . 4 1,170 1 ,560 5 1,260 1,680 6 1,350 1,800 7 1,550 1,940 8 1,665 2,080 9 1,790 2,240 10 1,930 2,410 11 2,070 2 590 , , 12 2,230 2,785 13 2,360 2,950 -- 14 2,505 3,130 15 2,650 3,315 3.75/hr. 5.75/hr. 75 1 APPENDIX #2 ALLOCATION OF PROPOSED JOB CLASSIFICATIONS TO SALARY SCHEDULE RANGES . 1. INTRODUCTION In reviewing total compensation for salary and benefit survey purposes, several items should be noted: A. The comparables surveyed were agreed to by the City and the Tigard Municipal Employees Association in a Letter of Agreement signed in January 1984. B. The benchmark positions surveyed were: Office Assistant If (Library Clerk) Accounting Assistant (Office Assistant IV) Office Assistant III Utility Worker 11 Engineering Technician 11 Building Inspector Level "A" C. Total compensation, including the value of paid days off for holiday and vacation, was used in considering relative ranking of Tigard among the surveyed cities. D. In discussion with the Ta,k Force, request was made that consideration of dollar amount of retirement paid by the City be taken into account in determining the comparative ranking of Tigard among the cities surveyed. LGPI has prepared rankings with consideration of the retirement contributions as well as without the retirement contributions. E. Tigard is the only city among those surveyed which has a severance pay policy. F. Retirement contributions ranged from 8% (Tigard) to 15.29% (Milwaukie) with the average of those surveyed (not including Tigard) 13.56%. G. Vacation days per year varied from 11 (Beaverton) to 16.5 (Tigard) with the average of those surveyed (not including Tigard) UAL H. Holidays per year varied from 9 (Hillsboro, Lake Oswego, West Linn) to 11 (Beaverton, Tigard) with the average of those surveyed (not including Tigard) 9.67. If. PUBLIC WORKS A. Maintenance Worker Concern was expressed that the employees assigned to the Maintenance Worker classification were performing Utility Worker 1 level duties and responsibilities. LGPI discussed with the employees and crew 76 chiefs the necessity of assigning employees tasks and levels of responsibility that are within the criteria of their classification. The Maintenance Worker classification provides the opportunity for applicants who are unskilled in the public works maintenance trades an opportunity to gain employment and through training and experience progress to the semi-skilled and skilled levels. Based on the skill requirements and taking into consideration the often adverse working conditions in which the classification is required to perform, LGPI recommends that the classification Maintenance Worker be maintained at Range 2 to provide for a training and unskilled labor classification in the Public Works Department. B. Utility Worker Classifications Concern was expressed that the Utility Worker II-Equipment Servicer was performing Utility Worker III-Equipment Mechanic functions above the level provided for in the classification description. LGPI discussed with both the incumbent and the crew chief the need- to perform tasks and levels of responsibility within classification criteria. The Mechanic indicates that his work is allocated 65% to repairs and fabrication and 20% preventive maintenance and servicing. The Equipment Servicer indicates that 45% of his time is allocated to repairs and fabrication and 35ro to preventive maintenance and servicing. Work assignments within the unit may need to be reviewed. i In the salary and benefit survey conducted, Utility Worker If was a benchmark classification. With exclusion of the dollar amount for the retirement contribution, Tigard ranked third overall in compensation; including the retirement contribution as part of total compensation, Tigard ranked fourth. Based on current total compensation, the City of Tigard compensates the Utility Worker 11 classification 4-84 above the average of the surveyed cities. x LGPI recommends that the classifications of Utility 'Worker 1 , 11 , and III be maintained at Ranges 4, 5, and 6 respectively. Ill . PLANNING AND DEVELOPMENT - ENGINEERING A. Engineering Technician Classifications In the salary and benefit survey conducted, the Engineering Technician 11 classification was a benchmark classification. .Both with inclusion and exclusion of the retirement dollars contributed by the city, Tigard ranked second. Based on current total compensation, the City of Tigard compensates the Engineering Technician if classification 3-7% above the average of the surveyed cities. LGPI recommends that the classifications of Engineering Technician 1 , 11, and III be maintained at Ranges 6, 8, and 9 respectively. f" 77 LGPI recommends that the classification Engineering Aide be maintained at Range 3 to provide for an entry level , training classification within the engineering technician series. B. Build in Ins actor Classification The Building inspector Level_ "A" (inspector 111) classification as a bt:nchmark classification in the salary and benefit was used survey conducted. In review of comparable cities with the exclusion of the dollar retirement contribution provided by the city, Tigard ranked third. With the inclusion of the retirement contribution, Tigard ranked fifth. Based on total current compensation, the City of Tigard pays equal to 3% less than the average of the surveyed cities. i s In review of internal equity, as well as external comparables, I Il classifications LGPI recommends that the Building inspector 1 , It , I be maintained at ranges 6, 8, and 9 respectively. i IV. CLERICAL AND ACCOUNTING F A. Office Assistant Classifications Two Office Assistant classifications were included in the salary and benefit survey - Office Assistant 11 (Library Clerk) and Office Assistant M . f Review of Tigard's place in the rankings follows: - office Office Assistant II Assistant III Excluding Retirement l 2. Including Retirement 1 3 Based on total compensation, the City of Tigard pays 7-11% above the average of the cities surveyed for the Office Assistant 11 classification and 5-9% above the average of the cities surveyed for the Office Assistant III classification. Based on a review of internal equity as well as comparables surveyed, LGPI recommends that the classifications of Office Assistant 1. 1 respectively. and III be maintained at their current ranges 1 , 2, and 3 LGPI recononends that the classification Office Aide be established .at a range * to provide for on-the-job training for persons interested in pursuing an office services career. B. Accounting Assistant Office Assistant IV (Accounting Assistant) was included in the r salary and benefit survey conducted. This is considered to be a Senior Accounting Assistant classification. Both including 78 and excluding retirement dollar contribution in the total compensation, Tigard ranked second among the comparable cities. In total compensation, Tigard was 8-11$ above the average of a the surveyed cities. Based on an internes review reeomm ends fthat' the classification comparables surveyed, of Accounting Assistant be maintained at its current range and that, in the event future expa�a�t�onaiof tciassif'scathe ions assistant functions takes place, be establish below this "Senior" level. 3 v. LIBRARY 1 Library+ Assistant Classifications In surveying the office Assistant 11 classification, the Library Clerk classification was specified. As stated above, Tigard ranked first in compensation and currently compensates at 7-11% above the average of the surveyed cities. well as review of the comparables, Based on internal equity, as LGPI recommends that the Library Assistant II and III classifications be established at Ranges 2 and 3 respectively. LGPI recommends that the classification Library Aide be established at Range to provide training opportunities for persons interested V in pursuing library careers. 79 r (� CLASSIFICATION SALARY RANGE Maintenance Worker 2 Utility Worker I 4 Utility Worker It 5 Utility Worker 111 6 Building Inspector Level C 6 Building Inspector Level B 8 Building Inspector Level A 9 Engineering Technician 1 6 Engineering Technician 11 R Engineering Technician 111 9 Engineering Aide 3 r Office Aide t Office Assistant I 1 Office Assistant 11 2 Office Assistant 111 3 Accounting Assistant 4 Library Aide Library Assistant it 2 Library Assistant 111 3 r so a • c ro dP dP U U U U L1 U U U U U LPN LA \ \ \ \ \ \ \ \ \ \ + + z z z z z z z z z z _r Cl ON \ Ql QN L N PN M [1N LA O O Ql a L O O to •a• Go n LC% 07 N n t71 ro C •- K i/T N H V1 N N N 411• 4? lR• VA ro ro \ \ \ \ \ \ \ \ % \ \ \ d A to N N ? 3 LPN LPN tfN lLJ1 AL1 QN co C a L L L > u — C O O L L L L L L L L a - o a w a a a a s a Pa x .`1 L .Y x lx x xLn x us = a L L L L L L C cn ro ro u u O O + 0 O O O O a+ O DC 3 3 3 3c 3 c� 3 u ¢ u •c e^ a c CP ro •ro L a✓ i+ a+ ya u a+ W a+ a C ca ujO z w ci v uj M D.' 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N .1C ui ►.- T m N v v cc t. V) ¢ S 3 U! _r N a0 M 01 t�- ON O Cl O �O \ co O M ? co O n O lA t%: L!1 M Qj L OM O ONcm m C14 � N M �' •7 �' O N C N t/Y N t/Y t? t? VY A^- t? N t/> tiY f/T N m m \ \ \ \ \ \ \ \ \ \ \ \ \ \ {AQO Ol •- — •- CIS N N M •7' -M N M M a OCL L — — — — — — mu at a+ a+ u sJCL c c c c c c c - •- m m m c — — m m m m m m m .tn C c w r W 0 Lnw 4n ¢ ¢ — •- 0 th � m C- C .� W •tn .tn .tn •V1 Vt Ot cn W to Vt �;; u •- u - u W in 0 to +n in v; c c d < 4 -etc:* x u.. aLi c •� •c ¢ ¢ ¢ ¢ ¢ ¢ ¢ -- — m c u c u u u u u u u u O O L L L L- CA- m IM F- cr+►- w- 4- w 4- u u .n .n Cl- C C %&- t+.. t+,. 4- b- 4- ® d u J J J ' .Cr t� LLI W O O O O O O Footnotes to Appendix #3 (1) City of Tigard may wish to perform a work flow study on the equipment division for a determination of staffing needs. Such a study may result in the recommendation to upgrade this position to Utility Worker III - Equipment Mechanic. (2) Based on the tasks performed and level of responsibility and complexity of work, this position as utilized is more appropriately allocated to the Office Assistant 1 classification. (3) It is LGP'I `s understanding that the department within which this position is assigned is in transition. The City of Tigard may want to review assignments, level of independent judgment utilized as well as technical knowledge required to perform in relation to this position to determine whether the position should be reallocated to the Office Assistant III classification. (4) The position as currently utilized does riot meet the criteria necessary for allocation to the Office Assistant 111 classification. LGPI recommends reallocation to the Office Assistant II level with review of that allocation within the next six months to determine whether the position is performing at the Office Assistant Ii or Office Assistant I level . (5) In review of the levels of complexity of tasks and degree of independent judgment currently utilized in this position, LGPI recommends reallocation to the Office Assistant 11 classification. (6) LGPI recommends freezing salary until top of range reaches or surpasses current salary. 83 r i 4 CPL J'r��� mow° d O co Lr AM 0 C3 iel_see co UN Le A Z O t S 3 1 L c c u _ N Ll wpl Cu Ilk- I �• A � 4 .3 .6 ap .O N W C2, O S S O S CL CL O o o Aq a- 0 co a 'tom s P St y AR I, •r!° N N N N N ' N meq~ I I 's K..• w E UE. _r g.s . ' eMl v. ®.IP o C4 co "'fV- �i T,!• t ' ifs 07 0 o N o '' � d f-Y •O o 7� � . { t�, yr,• •.! 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O N QS 1R .y n tl\ L � ^ R N N 6A Om -2'• • ^ Ot ON O O 61a% 4 c a :tip : ~ %r ' O n •'e o • kV•=" n� .i ' :�.�-.:•';;•moi' f E S CITY OI' TIG�_01ALGON t ' COUNCIL AGENDA ITEM SUMMARY AGENDA OF: January 21, 1985 AGENDA ITEM q: l DATE SUBMITTED: January 17, 1985 PREVIOUS ACTION: None ISSUE/AGENDA TITLE: Greenburg/North Dakota Tiedeman Update REQUESTED BY: City Engineer -- " .� r_ITY FiDMINTSTRATOR-------a=--=--_____ DEPARTMENT HEAD OK: _ ---- aassa=s=a=====s==aasas= ssaae,=aa=aaaa:s.v:a s=e=sssss===c==s-s-==�.__.�.••_.__._.- INFORMATION SUMMARY Staff will present an oral report at the meeting. a aaavas asaa sa ss a a ora a a a as ss s sasaa aas saaaasasnos s a as a ac a:=a as a c= as=aa as aaaasasaasaaa ALTERNATIVES CONSIDERgD a¢a m a as a.a=a z a a x a n a s a a s s a as a ass a s an s s aaaaa a a=a s s s==a=__ SUGGESTED ACTION i K c CITY OP TIGARD. OREGON COUNCIL AGENDA ITEM SUMMARY AGENDA OF: January 21, 1985 AGENDA ITEM h: DATE SUBMITTED: January 17, 1985 PREvICUS ACTION: None ISSUE/AGENDA TITLE: Reimburse County $6,000 for 135th L.I.D. REQUESTED BY: Washington County and City Engineer DEPARTMENT HEAD OK l �v�✓yam CITY ADMINISTRATOR: _ as=.masa=s=ssa----" ===as-maasaasas====_'=_____='--=_--•---'-'--------- INFORMATION SUMMARY Attached is a request from Washington County for payment of an additional $6,000 for engineering work on the SW 135/130/Walnut L.I.D. You may recall the City had entered into an agreement with the County to pay $9,500 towards an estimated $22.,000 engineer's report and feasibility study. Thra engineer was authorized by Washington County to do additional design work and public meetings. The total amount expended was $49,079.28. Others have apparently agreed to pay a new distribution as shown on the attached request. Staff can only report that considerable additional work was completed. I don't think the extra work was sufficient to use for a new project to allow us to recoup any of this expenditure when this project, or more likely a series of projects is ever completed. ass:sasas sassssasss sss sas:a sass as saasaa aas as a=a cs aaa a as s i ss ansa ssa=a a a=s=s a m:a s a s a a ALTERNATIVES CONSIDERED None aaasaaaaasaasaaasasa�s iva saesa:aaacaaaassa:==s==ass=s=sass===s=='=------'ss=====ssae:=ass / SUGGESTED ACTION None E P 6 •r � _7,9 WASHINGTON WASHINGTON COUNTY FC , R., ADMINISTRATION BUILDING — 150 N. FIRST AVENUE �, HILLSBORO, OREGON 97124 R � DEPT.OF LAND USE AND TRANSPORTATION BOARD OF COMMISSIONERS Engineering/Survey Division ;y 2nd Floor ' WES MYLLENBECK, Chairman 15031648.8761 BONNIE L. HAYS, Vice Chairman EVA M. KILLPACK ' JOHN E.MEEK LUCILLE WARREN December 6, 1984 Mr. Frank Currie, Public Works Director City of Tigard 12755 S.W. Ash Tigard, Oregon 97223 RE: S.W. 135TH AVENUE LOCAL IMPROVEMENT DISTRICT Its opurpose of this letter e Nov is to make you costs aware ofthe withuthe SfW h135thember ' The pure sharing of 7, 1984 meeting regarding _ Avenue/S.W. Walnut Street Local Improvement District. We regret you couldn't attend. present that the apportionment of costs per It was generally agreed by those the attached letter is fair and reasonable. Although the original agreement rd to of January 22, 1982 obligatedWashingtonunty C si ounty snagreed to pay d City of aan additional $9,500.00 each, the Boarit is d of$6,000.00 for a total o$15,ith e County 1believethe costs of thiseprojecte to ask the �^ City to share equally w and County are concerned that we jointly solvf thishe darea.a In of Both the City a growth o these inadequate roads while not unduly inhibiting our discussions with Russ Krueger, he has indicated that the City has plans for the improvement of this roadway and would 135thlike tAvenuemanduSiW�iWalnut We will support transfer of jurisdiction of This support is Street within Tigard City ntlbetWeenpthe rCis tyand uest yCounty the �and assurancebythe conditioned upon agreeme City that these roadways will be constructed to the requirements o t Washington County Comprehensive Plan. By this letter, the Count y requests the City to reimburse thei�t�dtwith d additional $6,000.00 as a final payment toward the casts app administering this LID. Please call me if you have questions. Bruce Warner, Deputy Director Department of Land Use and Transportation `�- CC: Bob Jean, City Manager Richard A. Daniels, Director Land Use and Transportation Attachment BW:bb an equal opportunity employer 135L4/E _. _ WASHINGTON COUNTY ADMINISTRATION BUILDING — 150 N. FIRST AVENUE HILLSBORO, OREGON 87124 BOARD OF COMMISSIONERS DEPT.OF LAND USE AND TRANSPORTATION Engineering/Survey Division WES MYLLENBECK,Chairman 2nd Floor BONNIE L. HAYS,Vice Chairman (503)648.8761 EVA M. KILLPACK JOHN E. MEEK LUCILLE WARREN October 29, 1984 wiling List attached On September 25, 1984, the Washington County Board of Commissioners abandoned the S.W. 135th Avenue/S.W. Walnut Street Local Improvement District. The Local Improvement District (LID) was established by the Board over three years ago at the request of a number of property owners in the area, including several development firms that had large property holdings. During the past three years, Washington County has accrued costs totaling nearly $50,000 to process this Local Improvement District. An ay-~eement entered into between Washington County, City of Tigard, Russell Krueger, Amart Development Company and Pentera Corporation obligated all parties to participate up to a total amount of $21,500. A copy of the agreement is attached. The $18,000 in the agreement was amended to $19,000 ($9,500 each for Washington County and City of Tigard). The Washington County Board of Coasmissioners subsequently authorized an additional $6,000, bringing the County's obligation to $15,500. The purpose of this letter is to ask you to share in the expense of this project. We appreciate the interest and participation you have given to this Project. Perhaps this work will have benefits in the future. The following Is a suggested way of sharing the costs, based upon general benefit that would have been received and the previous agreement obligations. Washington County $15,500.00 City of Tigard 15,500.00 Russell Krueger 4,500.00* Wedgewood Corp. 4,500.00 Century 21 3,079.28 BenjFran Development 4,500.00 Amart Corp. 1,000.00* Pentera Corp. 500.00* 9.28 *Includes amounts of previous agreement. an equal opportunity unpluver A • • JI I • I.r• .. S.W. 135th Avenue/S.W. Walnut Street LID Page 2 Please mark on your calendar for Wednesday, November 7, 1984, at 10:00 a.m. to discuss this proposal. The meeting will be held in the Administration Building, 2nd Floor Conference Room, 150 N. First Avenue, Hillsboro, Oregon. Please call myself at 648-8738 or Dick Knowles at 640-3488 if you can not make this meting or if you have questions. Jerry Parmenter Project Manager Attachment CC: Rick. Daniels, Director of Land Use 6 Transportation Bruce Warner, Deputy Director R. C. Pearson, County Surveyor JP:bb 4252ABAN/E CITY OF TIGARD, OREGON tt COUNCIL AGENDA ITEM SUMMARY AGENDA OF: JG.vd . Z( AGENDA ITEM N: DATE SUBMITTED: Januarys 14, 1985 PREVIOUS ACTION: ISSUE/AGENDA TITLE: Street Dedica— tion Compliance edica—_tionCompliance Agreement & Perform - PREPARED BY: Development Service Dept. ance Bond for SW North Dakota St REQUESTED BY: John Hagman A DEPARTMENT HEAD OK: -/ ( CITY ADMINISTRATOR: INFORMATION SUMMARY 1. The attached agreement and bond documents are submitted to the Council for Council acceptance and execution. 2. Said documents are required of developers, prior to commencing public improvement work, to assure compliance with the City's development conditions and, also, to assure completion of proposed work. 3 . Said documents relate to City required street improvements, near 121st Aveneue and Scholls Ferry Road, serving the development of a multi—family site known as Meadow Creek (to be constructed behind the present shopping center). ALTERNATIVES CONSIDERED SUGGESTED ACTION Authorize the Mayor and Recorder to execute the SW North Dakota St. (S. & J. Builders, Ltd.) Street Dedication Compliance Agreement in behalf of the city and, also, to accept the Irrevocable Standby Letter of Credit (Performance Bond). ( 0917P E r z STREET DEDICATION COMPLIANCE AGREEMENT day of THIS January 1985 , AGREEMENT dated this 10th tl� t s hereinafter between the CITY OF TIGARD* a municipality of the State of Oregon, and S & J Builders, Ltd termed the "City", and hereinafter termed "Petitioner W I T N E S S lied to the City for approval for dedication of WHEREAS, Petitioner has applied North Dakota Street street to be known as as illustrated on the attached Ex}iibit "A" , and by reference made a part hereof; and WHEREAS, the City of Tigard requires Petitioners for street ditda=ats°eWersp install streets, sidewalks, street lighting, storm sewers, y underground utilities and other public facilities for the development of the es; and strei.t and requires the payment of fe approved and adopted the standard specifications for WHEREAS, the City has APWA, Oregon Chapter, and the Unified Sewerage Public Works construction by specifications for sanitary sewers prepared by professional engineers for Public Works construction; and public improvements required to be constructed or placed in WHEREAS, the p t petitioner has nonetheless requested but aw the said street area are incomplete, to the public and the parties the City to permit dedications of the property public interest generally by legally herein named desire to protect the p enforceable assurance that the public improvements will be installed as hin the time hereinafter set forth, required and completed wit + remise and the NOW, THEREFORE, in consideration of the foregoing Pe itioner and its covenants and agreements to be kept and performed by surety, IT IS HEREBY AGREED AS FOLLOWS: proceed with the intent and purpose to complete all 1. Petitioner shall p roved by the City public improvements as shown on the improvement plin� as{Partlan3, OR) of Tigard, prepared by David Evans s Associates, ear from the date of Said improvements to be completed no later than one �1) Y comply with standard this agreement, and Petitioner hereby agrees to specifications as adopted by the City, or as otherwise Z1 terms bind approved by the Department of Public Works, to comply provisions specified here this improvement by the Council and Planning such material and to Commission of the City of Tigard, Oregon, and to use only may be required to conform thereto. Petitioner shall follow such designs as installation conformance, via a registered civil provide certification of ! engineer, to the City prior to City inspection of petitioners improvement work for City tentative and final acceptance consideration. t` 2• To assure compliance with the City's requirements and the provisions hereof, Petitioner tenders herewith to the City a letter of credit in 4,hereo by the City, with liabiforma r is d lity in the amount of $ 116 466.00 a copy hereto attached and by this reference made a part hereof. - 1 - 3. In the event that the Petitioner shall fail, neglect or refuse to proceed with the work in an orderly and progressive manner to assure completion within the time limited, upon ten (10) days' notice by the City to the Petitioner and the Petitioner's surety, and such default and failure to proceed continuing thereafter, the City may at its option proceed to have the work completed and charge the Costs thereof against the Petitioner and the Petitioner's surety and in the event the same be not paid, to bring an action on the said bond to recover the amount thereof. In the event that such action be brought', the Petitioner and the Petitioner's surety shall be required to promise and agree to pay, in addition to the amounts accruing and allowable, such sum as the court shall adjudge reasonable as attorney's fees and costs incurred by the City, both in the Trial Court and Appellate Court, if any, or the City may at its option bring proceedings to enforce against the Petitioner and/or Petitioner's surety specific performance of the contract and compliance with the standards adopted by the City of tigard, and in any event, in a like manner, the City shall be entitled to recover such sums as the court may 1 adjudge reasonable for the City's attorney's fees and costs, both in the Trial Court and Appellate Court, if any. ' 4. Petitioner, concurrent with the execution hereof, has deposited with i the City an amount estimated to equal rental and maintenance fees with respect to the street lighting facilities according to Portland General Electric Schedule #91, Option B together with a further sum equal to the estimated cost of providing electrical energy to energize the street lighting facilities for a period of two (2) years from the date of initial energizing of said lig,ts, in the sum of $ 1,786.32 _• P 5. The City agrees to make and provide periodic and final inspections which in the City's interest are desirable to assure compliance herewith, in consideration whereof the Petitioner has paid prescribed inspection fee of kX of the total estimated cost of the construction; said fee being $4,659..36. 6. The City agrees to installation of certain street identification and traffic signs for said street, in consideration of payment in the amount of = $ 111.15 7. At such time as the public improvements have been completed in accordance with the City's requirements, Petitioner shall submit a "certificate of installation conformance" to the City to notify the City of the readiness for acceptance consideration inspection and upon notification by the Department of Public Works that the requirements of the City have been met, the Petitioner will submit to the City a good and sufficient maintenance bond, if not already provided with the performance bond form approved by the City, in the sum of $23,297.00 to provide for correction of any defective work or maintenance becoming apparent or arising within one (1) year of tentative acceptance of the public improvements by the City. B. Within one year of tentative acceptance of the public improvements the Petitioner agrees to place a two (2) inch asphaltic concrete Class "B " overlay on all roads. 9. Petitioner agrees to provide for correction of any defective work and/or maintenance becoming apparent or arising during the guarantee period as hereinabove set forth. - 2 - 10. At such time as all public improvements have been completed in accordance with the City's requirements, Petitioner shall Y o the the City of the readiness for final inspection and upon certification b Department of Public Works that all requirements of the City have been met, the Council agrees to accept said improvements, for operation and maintenance responsibility thereinregard, and release the Petitioner's guarantee bond. IN WITNESS WHEREOF, the parties have executed this agreement pursuant to authority in each of them. PETITIONER S & J Builders, Ltd. By: TITLE: , By: � 'A TITLE: CITY OF TIGARD, OREGON yo B .VA A Recorder (00705) e - 3 - PAWFINER (S) AC KN01ti,F:LI °. r.,i'1' STATE OF 011EGON ) C'OU N'1'Y OF Washington---- On ashington_--_On this Eleventh 1:: ()f January 1985 b�2 o!-e Robert G. Johnson tit H l E'Ci i ....i .. _ '1 �: - 1 I•t S & J Builders, Ltd a inGtrt :n�,it as s.iicl firm. IN TF:,'f 1'.10,.NY ti ;E hereunto sot my },:+tld --."d of-- fixed my of ficial / al .!,Id day and )'� � r lca�;t ;,1,� �� �r �. 1•� tt �•n . Notary P!thl iC for !il MY co"imi s.- ion expi t•c's 3; r n,`R �n li A A JX• Jq > ti.. � San J{- F 2 P J e F Ck c r•y � m y }} H 6i�L� °� l ► � _� 3�g n §x � I �rN31Z,ZG • � � T �. i l f>. a r 9. 3 to H e O H • � r V a h � n Ftb i � pOCC CA K. CF q•sM t. N a ra.so ;y 2 �P ° r 40 i ED Ea i 4i i �i � .�� � ��� ® 'r+rM•na••so•a 4i�CCT I•iJb p/�etNr.e4�G {°b-NJ )OPP- &PLOT NOIR--MWPlfi tnrOA-&eMPrrt GOMPPUY • c I d � �. •rb'GS•'► 3 s�i J Q pq lit 4 O ' ,• v p Q Q y � 0 t,SNs1h h 0 z sr-so•i'3, rt Cj � r1 � ` • G�'N•N IbH � V N � h t0'LE�t wry kn yGa4 'O7 � `1 1 � li w s aM T Y o S Y t Y �� 609tt '1'1 4'�-~I6•Y COYLL Wild 4i+2 'Oh 14 J b' Lt y E b w Q a - n RtOF� ILI s ® UIN I t CtJ J 1 H 1 tJ INH I IUWAL OA N K Ur' Utit_IaUIV International Banking Division P. O. Box 4412, Portland,Oregon 97208 IRREVOCABLE STANDBY LETTER OF CREDIT Telex No.: 360540 USNB INTL PTL Cable Address: UNITSANK City of Tigard DATE January 11, 1985 12755 S.W. Ash NUMBER S- . 07109 Tigard, Oregon 97223 AMOUNT US$116,484.00**US Dollars 0 "s GENTLEMEN: `o & We hereby authorize you to draw Z on UNITED STATES NATIONAL BA`K OF OREGON,PORTLAND,OREGON o for account of S & J Builders Ltd. 5355 S.W. Murray Blvd. a Beaverton, Oregon 97005 up to an aggrga.te amount or One Hundred Sixteen Thousand Four Hundred Eighty-Four US Dollars e ; t v° available by your draft at SIGHT c accompartiod by the following documents: 21 A signed statement from the beneficiary stating the following: "We certify that the funds drawn are required relating to the Street Dedication U Compliance Agreement dated January 10, 1985." SPECIAL CONDITION: n the event that S & J Builders Ltd. (the Petitioner) shall fail , neglect or refuse to proceed with the work in an orderly and progressive manner to assure completion within the time limited, upon ten (10) days' notice by the City to the Petitioner and E such default and failure to proceed continuing thereafter, the City may at its option proceed to have the work completed and charge the costs thereof against the Petitioner and'draw on the said letter of credit number S-07109 to recover the amount thereof. T v B a`. 4 Drafts must be drawn,negotiated and presented at this office on or before January 11, 1986 v F! Each draft must state that it is"Drawn under United States National Bank of Oregon,Portland,Oregon Irrevocable Standby Letter of Credit No.S'0 7109 We hereby engage with you that drafts drawn and/or documents presented under and in compliance with the terms of this Irrevocable Standby Letter ° of Credit will be duly honored upon presentation to us. B t t0 Uniform Customs STATES NATIONAL.BANK OF OREGON Subjec and Practice for Documentary 1. Credits(1903 Revisi;It), International ChamLu of / Commerce,PublicAic:. '�: A n„trea signature David.a Erickson 18-3955 3181 fit.VICO PM8- & UC Mgr' MEMORANDUM , CITY OF TIGARD, OREGON TO- Mayor and City Council January 17, 1985 FROM: Jerri L. Widner, Finance Director `' SUBJECT: MARY BURNAM AGREEMENT As you requested, I sent Mary Burnam a letter explaining that if we had not received her signed agreement to the segregation of the street assessment by January 18, 1985 the offer would be rescinded. I h, of yet received this signed document. (O758F) CITY OF TIGARD. OREGON COUNCIL AGENDA ITEM SUMMARY AGENDA OF: January 21, 1985 AGENDA ITEM q: Li DATE SUBMITTED: January 14, 1985 PREVIOUS ACTION: None ISSUE/AGENDA TITLE: Traffic Signal Agreement With ODOT for Scholis Ferry Rd. REQUESTED BY: ODOT and S.W. Sorrento DEPARTMENT H1EAD OK: CITY ADMINISTRATOR: ssssmassassmssaaarsassa assssassissasaxssss=assassa=c.ce.sc..ssssssassssssscsssescss=esssssx INFORMATION SUMMARY Attached is a proposed agreement with the Oregon Department of Transportation covering the responsibilities providing for a traffic signal at S.W. Scholls Ferry Road and 125th. The agreement calls for expenditure of $50,000 of Federal Hazard Elimination Funds, and the balance of funding, estimated to be between $30,000 and $45,000, to be equally shared by the State (1/3) , Beaverton (1/3) , and Tigard (1/3) . Tigard's share is estimated to be from $10,000 to $15,000. aaasaasaasaaa:rasasamas�aaaaaa:sssaa eases=a:ewacsasasszaasssssa==saatsaaamaaa=asaawassa ALTERNATIVES CONSIDERED 1. Approve agreement and authorize Mayor and Recorder to sign. 2. Altar the agreement. 3. Reject agreement. a ssssaass rsaaassasa:asssasaaassssssa.v sasssaascsss==secs=ss:sssaa:sssassxaassasscssacv _ SUGGESTED ACTION Staff recommends approval of agreement_ as it is written and recommend Council authorize the Mayor and Recorder to sign the agreement - funds to be from SDC as priority expenditure on extra capacity facility. Department of Transportation HIGHWAY DIVISION VICTOR ATIYEH Metro Region GOVERNOR 9002 SE. McLOUGHLIN BLVD.,MILWAUKIE,OREGON 97222 PHONE 653-3090 January 2, 1985 In Reply Refer To File No.: Frank Currie, Director of Public Works 80-44 City of Tigard P.O. Box 23397 Tigard, OR 97223 Subject: PROPOSED AGREEMENT Project Name: Scholls Hwy. @ Sorrento Rd. Funding: FHWA Title 11, State, Beaverton, & Tigard City: Tigard Attached are four bound copies and one unbound information copy of a proposed agreement covering r_e_�nsibiiities related to a proposed traffic signal installation at the subject location. Would you please review this with your staff and with other affected City personnel , and if it is satisfactory, arrange for an ordinance or resolution authorizing execution by the proper City officials. The bound, signed copies should be returned to me at this office along with a copy of the authorizing document. You may retain the information copy. Following final action by the Highway Division, you will be sent a fully executed copy for your records. Remarks: If you have any questions, please call . ,41 =.0 WAY14E SCHULTE Federal Aid Specialist WS:P0 Attachments (4 copies, Agreement) cc: Ed Marges 734-1&W i i Approved: OSHD Staff s EDM:me December 6, 1984 t t Revised: 12/28/84 WS:po Misc. Contracts & Agreements LOCAL AGENCY AGREEMENT HAZARD ELIMINATION PROJECT THIS AGREEMENT is made and entered into by and between the STATE OF f OREGON, acting by and through its Department of Transportation, Highway Division, hereinafter referred to as "State"; and CITY OF BEAVERTON, acting by and through its Elected Officials, hereinafter referred to as "Beaverton", and the CITY OF TIGARD, acting by and through its Elected Officials, herein- after referred to as "Tigard". 1. By the authority granted in ORS 366.770 and 366.775, the State may enter into cooperative agreements with the Counties and Cities for the per- formance of work on certain types of improvement projects with the alloca- tion of costs on terms and conditions mutually agreeable to the contracting s parties. The project will be financed with a combination of Federal , State, and local funds. Federal Hazard Elimination Funds assigned to the project shall be limited to an amount not to exceed $5n,000. Any other costs incurred in the completion of the project exceeding $50,000 shall be shared in equal amounts by State (1/3) , Beaverton (1/3) , and Tigard (1/3). 2. Under such authority, the State, Beaverton, and Tigard plan and propose to design and install traffic control equipment on Scholls Highway { at Sorrento Road, hereinafter referred to as "project". The location of the project is approximately as shown on the sketch map attached hereto, marked Exhibit A, and by this reference made a part hereof. The project shall be conducted as a part of the Title II, Hazard Elimination Program under Title 23, United States Code, and the Oregon Action Plan. 3. The Special and Standard Provisions attached hereto, marked Attach- ments 1 and 2, respectively, are by this reference made a part hereof. The Standard Provisions 'apply to all federal-aid projects and may be modified only by the Special Provisions. The parties hereto mutually agree to the terms and conditions set forth in Attachments 1 and 2. 4. Beaverton and Tigard shall adopt ordinances or resolutions authori- zing their designated City Officials to enter into and execute this agreement:, and the same shall be attached hereto and become a part hereof. ti ti IN WITNESS WHEREOF, the parties hereto have set their hands and affixed their seals as of the day and year hereinafter written. The Oregon Transportation Commission, by a duly adopted delegation order, authorized its Chairman or Vice Chairman to act in its behalf in approving this agreement. Approval for this agreement was given on by The delegation order also authorizes the State Highway Engineer to sign this agreement for and on behalf of the Commission. Such authority is set forth in the Minutes of the Oregon Transportation Commission. All except SPECIAL PROVISIONS, approved as to legal sufficiency on September 1, 1983 by Jack L. Sollis, Chief Counsel. APPROVAL RECOMMENDED STATE OF OREGON, by and through its Department of Transportation, By Highway Division Region Engineer By State Highway Engineer Date APPROVED AS TO LEGAL SUFFICIENCY BEAVERTON by and through its Elected Officials BY City Attorney By Mayor BY City Recorder APPROVED AS TO LEGAL SUFFICIENCY TIGARD by and through its Elected Officials BY City Attorney By Zy ,— By '0eF,�y C yRecorder -2_ a 4. The parties hereto agree and understand that they will comply with all applicable statutes and regulations, including but not limited to: Title 6, USC, Civil Rights Act; Title 49 CFR, Part 23; Title 18, USC, Anti- Kickback Act; Title 23, USC, Federal-Aid Highway Act; Titles 2 and 3 of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970; provisions of 23 CFR 1.11 and FHPM 1-4-5 (23 CFR 140.7); and the Oregon Action Pian. STATE OBLIGATIGNS: PROGRAM REQUEST 5. State shall submit a program to the FHWA with a request for approval of federal-aid participation in all engineering, right-of-way acquisition, eligible utility relocations and construction work for the project. NO WORK SHALL PROCEED UNTIL SUCH APPROVAL HAS BEEN OBTAINED. The program shall include services to be provided -by-the State, the Agency or others. The State shall notify the Agency in writing when authorization to proceed has been received from the FHWA. Major responsibility for the various phases of the project will be as outlined in the Special Provisions. All work and records of such work shall be in conformance with FHWA rules and regulations, and the Oregon Action Pian. AUTHORITY FOR SURVEY 6. State shall prepare an Authority for Survey which will itemize the estimate of cost for preliminary engineering services to be provided by the State, the Agency or others, and shall furnish the Agency with a copy of such cost estimate. FIKANCE 7. State shall , in the first instance, pay all reimburseable costs of the project, submit all claims for federal-aid participation to the FHWA in the normal manner, compile accurate cost accounting records and furnish the Agency with an itemized statement of actual costs to date at the end of each State Fiscal Year. When the actual total cost of the project has been computed, the State shall furnish the Agency with an itemized statement of such final costs. PROJECT ACTIVITIES 8. State shall , if the work is performed by the Agency or others, review and process or approve all environmental statements, preliminary plans, specifications and cost estimates, prepare the contract and bidding documents, advertise for bid proposals, award all contracts and, upon award of a construction contract, perform all necessary laboratory testing of materials, process and pay all contractor progress estimates, check final quantities and costs, and oversee and provide intermittent inspection services during the construction phase of the project. The actual cost of laboratory testing services provided by the State will be charged to the project construction engineering cost account number (prefix) and will be included in the total cost of the project. -2- ATTACHMENT NO. 2 STANDARD PROVISIONS JOINT OBLIGATIONS PROJECT ADMINISTRATION 1.. State is acting to fulfill its responsibility to the Federal Highway Administration (FHWA) by the administration of this project, and the Agency hereby agrees that the State shall have full authority to carry out this administration. If requested by the Agency, the State will further act for the Agency in other matters pertaining to the project. The State and the Agency shall actively cooperate in fulfilling the require- ments of the Oren ....Cion Plan. For x,11 projects the State and the Agency shall c,.,.n assign a liaison person to coordinate activities and assure tha' eye interests of both parties are considered during all phases of the _aect. P.E. 'a CONSTRUCTION ENGINEERING 2. Preliminary and construction engineering may be performed by the State, the Agency or others. If the Agency, or others, perform the engi- neering, the State will monitor the work for conformance with FHWA rules and regulations. In the event that the Agency elects to engage the services of a consultant to perform any of the work covered by this agree- ment, no reimbursement shall be made using Federal-Aid funds for any costs incurred by such consultant prior to receiving written authorization from the State to proceed. Any such consultant shall be selected using pro- cedures acceptable to the State and the FHWA, and an agreement prepared describing the work to be performed and the method of payment. REQUIRED STATEMEW FOR USDOT FIKANCIAL ASSISTANCE AGREEMENT: 3. If as a condition of assistance the recipient has submitted and the U.S. Department of Transportation has approved a minority business enterprise affirmative action program which the recipient agrees to carry out, this program is incorporated into this financial assistance agreement by reference. This program shall be treated as a legal obligation and failure to carry out its terms shall be treated as a violation of this financial assistance agreement. Upon notification to the recipient of its failure to carry out the approved program, the U.S. Department of Trans- portation shall impose such sanctions as noted in Title 49, Code of Federal Regulations, Part 23, Subpart E, which sanctions may include termination of the agreement or other measures that may affect the ability of the recipient to obtain future U.S. Department of Transportation financial assistance. The recipient further agrees to comply with all applicable Civil Rights Laws, Rules and Regulations, including Section 504 of the Rehabili- tation Act of 1973 and the Vietnam Era Veterans' Readjustment Act. Millili�l�lillilil FREE BRIDGE DESIGN 9. State shall , as provided in ORS 366.155(k), prepare plans and specifications for bridges and culverts (structure portion only) at no expense to the counties. AGENCY OBLIGATIONS: FINANCE 10. Agency shall , prior to proceeding with each phase of work covered by this agreement, forward to the State an advance deposit in the amount of 100 percent of the difference between the estimated total cost of such work and the amount anticipated to be contributed by the State and the FHWA. In the event that cost overruns are identified during the course of the pro- ject, the State may request additional deposits. When the actual total cost of the project has been computed, an adjustment will be made in the Agency local matching share of costs. In the event that the Agency elects to perform certain phases of the work with its own forces, no advance deposit will be requested for such work. No advance deposit for services to be provided by the State will be requested if the local matching share is less than $2,500. 11. Agency shall present properly certified bills for 100 percent of actual costs incurred by the Agency on behalf of the project directly to the State Liaison Person for review and approval . Such bills shall be in a form acceptable to the State and documented in such a manner as to be easily verified. Billings shall be presented for periods of not less than one month duration, based on actual expenses to date. All billings re- ceived from the Agency must be approved by the State Liaison Person prior to presentation to the Highway Division Accounting Office for payment. The Agency's actual costs eligible for federal-aid participation shall be those allowable under the provisions of 23 CFR 1.11 and FHPM 1-4-5 (23 CFR 140.7). 12. The cost records and accounts pertaining to the work covered by this agreement are to be kept available for inspection by representatives of the State and the FHWA for a period of three (3) years following the date of final payment. Copies of such records and accounts shall be made available upon request. PROJECT CANCELLATION 13. Agency agrees that should the project be cancelled or terminated for any reason prior to its completion, the Agency shall reimburse the State for any costs that have been incurred by the State on behalf of the project. DELAYED STARTING DATE 14. In the event that right-of-way acquisition for, or actual con- struction of the facility for which this preliminary engineering is under- -3- taken is not started by the close of the FIFTH FISCAL YEAR following the fiscal year in which this agreement is executed, the State may request reimbursement of the sum or sums of Federal-Aid funds disbursed to the Agency under the terms of this agreement. RIGHT OF WAY 15. Agency shall be responsible for acquisition of the necessary right-of-way and easements for construction and maintenance of the project. The State shall review all right-of-way activities engaged in by the Agency to assure compliance with applicable laws and regulations. The Agency may request the State to perform the acquisition functions, subject to exe- cution of a Right-of-Way Services Agreement. If any real property pur- chased with federal-aid participation is no longer needed for right-of-way, or other public purposes, the disposition of such property shall subject to applicable rules and regulations which are in effect at the time of dis- position. Reimbursement to the State of the required proportionate share of the fair market value may be required. UTILITIES, 16. Agency shall relocate or cause to be relocated, all utility con- duits, lines, poles, mains, pipes and such other facilities where such relocation is necessary in order to conform said utilities and facilities with the plans and ultimate requirements of the project. Only those utility relocations which are eligible for federal-aid participation under the Federal-Aid Highway Program Manual, Volume 1, Chapter 4, Section 4, shall be included in the total project costs and participation; all other utility relocations shall be at the sole expense of the Agency, or others. The State will arrange for utility adjustments in areas lying within juris- diction of the State and, if the State is performing the preliminary engi- neering, the Agency may request the State to arrange for utility adjust- ments lying within Agency jurisdiction, acting on behalf of the Agency. Agency shall , five weeks prior to the opening of construction bid proposals, furnish the State with an estimate of cost for eligible reim- burseable utility relocations, based on the plans for the project. The Agency shall notify the State Liaison Person prior to proceeding with any utility relocation work in order that the work may be properly coordinated into the project and receive the proper authorization. CO STRUCTIOlV 17. Construction plans shall be in conformance with standard practices of the State for plans prepared by its own staff, and shall be developed in accordance with the design standards published by AASHTO which pertain to the type of facility proposed. The latest design standards adopted by AASHTO shall govern the design of highway bridges and related structures. All specifications for the project shall be in substantial compliance with the "Oregon Standard Specifications for Highway Construction". -4- f y � t 4 1 GRADE CHANGE LIABILITY 18. Agency, if a County, acknowledges the effect and scope of ORS 105.755 and agrees that all acts necessary to complete construction of the project which may alter or change the grade of existing county roads are being accomplished at the direct request of the County. Agency, if a City, hereby accepts responsibility for all claims for damages from grade changes. Approval of plans by the State shall not subject the State to liability under ORS 105.760 for change of grade. CONTRACTOR CLAIMS 19. Agency shall provide legal defense against all claims brought by the contractor, or others, resulting from the Agency's failure to comply with the terms of this agreement. 20. Agency shall , upon completion of construction, thereafter maintain and operate the project at its own cost and expense, and in a manner satisfactory to the State and the FHWA. f t t F i t 1 4 t t t t r R t ztt f r ATTACHMENT NO. 1 4 i SPECIAL PROVISIONS I i 1. State or its Consultant shall , as a federal-aid participating preliminary engineering..function, conduct the necessary field surveys, environmental studies, traffic investigations, foundation explorations } and hydraulic studies, identify and obtain all required permits, and perform all preliminary engineering and design work required to produce final plans, preliminary/final specifications and cost estimates. i 4 i 2. State shall , upon award of a construction contract, furnish all construction engineering, field testing of materials, technical inspection and project manager services for administration of the contract. The State shall obtain "Record Samples" at specified intervals for testing in the State Materials Laboratory in Salem. t 3. State shall , conform with requirements of the Oregon Action Plan, and if necessary, shall appoint and direct the activities of a Citizen's g Advisory Committee and Technical Advisory Committee, conduct any required public hearings and recommend the preferred alternative. i 4. Beaverton and Tigard shall be referred to jointly as "Agency" on attached standard provisions. 5. Beaverton in the first 'instance will pay cost of electrical energy ' necessary to operate signal and will bill and share equally power costs with Tigard. 6. State will maintain the signals and bear the cost of such maintenance t upon completion of the project. 7. Beaverton and Tigard shall be responsible to maintain the pavement surrounding the vehicle detector loops installed within their respective city streets in such a manner as to provide adequate protection for said loops. Misc. Contracts & Agreements No. 8338 Date: December 6, 1984 Rev: December 26, 1984 �-, o= ERTO�`dJ..._[ o ... E _ ftsL".100 V' '. aULJ C•l•�." ln°'..cxua `\.�N a •a ` rr ..D �� J C• 8 t L�i ii=J ra a ar. \ ° � 5 It r � dg ... O //ll a � Q•t ; l ' `•�` I• a2 ,.±aCI� :N r— ' : RGD '� '1 DI r�1 Y.�� i S,.•nD.('Q <t .4 O, - '•.ra T W.v `-0N• t : I)�\ =I LJ,b �s - ��1 � ��SV �� 4�.a.1 G..O(N V❑I� �N7 ll IL�� R 1�, `�• 1 lo L. vti-slfl, It -�4fi .� tl� t� t 1,D� ooD�ra•.`��.♦ M•"a ___� � :� 6 4p r off, a1DlN r�— • , ' ;- ;��.� .>rta _� -� •.;\�\�._J�` �: I � � ••�o°::'iou:ac"• � :ij }l. �r.,,lr«oo�d �a a,l.,� C •.[.rcnco- l I--`n�=i.. I'1�a e«..•t a er. , i rwoGPf3t ,cr i a� !t... __.�--�.1� I� ePCOR ,.ottr { -.C' `LS'er•Y i `•.I,= i•:..:.aa. •+ .J�-_ I �, a. `/ _ !// Plat L� �•,� `n-f`•]'���C� !"c''".?a lie :`•ia \ cocusv ' vt�a;TP cocas. E-JE:31 [—DCS �.vc..��.. __ _ C _� }mac, a�.ti.�7�•\�/ D r1� r� "c` ILis 3 ."*..K-5.�°"p�J '•_i41\A.u.i�r //�•+`1 r I x �•. c ,w.. •..w.,r r T �. r— a PROPOSE D �� /f —7 217 PROJECTt o ,, .....,• � . I_ , STAR l ,". r a .wu ac— .fl 4..c '�T\'.`:_'.�/� � Etna i oo.aaa s, O �_ I \\\\� � N `' - rig`✓X N L i t s CoEER BEAVERTON Ii t_ •a e. _ �,� I`LL _;I� ^'"� •� 1l1lASHiNGTON COUNTY, OREGON PREPARED BY HIGHWAY ' ' , OREGON STATE HIGHAY DIVISION Ex �5 I a �� IN COOPERATION WITH U.S. DEPARTMENT OF TRANSPORTATION f ���R>`s t ef�;:��r �;� r`��: —•- FEDERAL HI(fk%VAY AOMI3�:STRATION f t CITY OF TIGARQ OREGON COUNCIL AGENDA ITEM TU—t01MARY AGENDA OF: Januar 21 1905 AGENDA ITEM #: 17. 1485 „_ PREVIOUS ACTION: Accept of performance DATE SUBMI'T'fEQ: Januarl and Sub. Com liance ISSUE/AGENDA TITLE: Resolution Bond A ree�mesn't ndCl�.rno accepting Gallos Vineyard_ - placing PREPARED By. -- REQUESTED BY: Herb Morissette Lame onto its 1 yr, Maint.. Period Builders t DEPARTMENT" 4IEAD OK: CITY ADMINISTRATOR: TM -- LNFORMATION S�Y 1, Galles Vineyard is a 15 lot subdivisiotlleocstAdditionWsubdgvisionrcet just east of SW 115th Avenue and adjacent to Mut y ed 2, All public een improvements except uildersalks lnc.have h5s b posted insa110ne Year developer being Herb Morissette B Performance Bond to guarantee of all sidewalks. a one year Maintenance Bond to assure said developer has posted of installed public facilities and to assure correction maintenance of any 3. Further 4 deficiencies which may arise. performance bond 4. The developer's (original) project sufficient released;be to meet all the aforesaid maintenance and sidewalk bond being terms of the City's agreement therewith. remaining j i F ALTERNATIVES CONSIDERED SUGGESTED ACTION That the City Council accept the One Year cMaintenance ednw thin Gal osand Vineyard subject and accept the public improvements constru r" to specified conditions; and, further, authorize release of the original project performance bond. 0924P/dmj RESOLUTION NO. 85— Page 1 w Union Indemnity Insurance Company New York BOND NUMBER UI 67487 PERFORMANCE BOND — PUBLIC WORKS KNOW ALL MEN BY THESE PRESENTS: i Thatwe, HERB MORISSETTE BUILDERS, INC. 7470 SW 76TH AVENUE, PORTLAND, OREGON 97223 as Principal, t S and UNION INDEMNITY INSURANCE COMPANY, a Corporation organized and existing under the laws of the State of New York,and authorized to transact a general surety business in the State of OREGON as Surety,are i held and firmly bound unto: CITY OF TIGARD ,as Obligee, i in the sum of TWENTY THREE THOUSAND ONE HUNDRED TWENTY & NO/100 'S*** DOLLARS, ` (S 23, 120.00 ),lawful money of the United States of America,for the payment-,,vhereof,well and truly to be made, we hereby bind ourselves, our heirs, executors, administrators, successors and assigns, jointly and severally, firmly by these presents. THE CONDITIONS OF THIS OBLIGATION IS SUCH, that E WHEREAS, the above-bounden Principal entered into a contract dated the 10TH OF SEPTEMBER, 1984 with said Obligee to do and perform the following work, to wit: A.C. OVERLAY AND SIDEWALK IMPROVEMENTS TO THE GALLO°S VINEYARD SUBDIVISION, TIGARD, WASHINGTON COUNTY, OREGON t NOW,THEREFORE, if the above-bounden Principal shall well and truly perform or cause to be performed,each and all of the requirements and obligations of said contract set forth, then this bond shall be null and void,otherwise it shall remain in force and effect. SIGNED,SEALED AND DATED this 15TH day of JANUARY 1985 HERB MORISSETTE BUILDERS, INC. PRINCIPAL - . qtq f UNION INDEMN U CE COMPANY i { BY DENN GILBERT ATTORNEY-IN-FACT 9/8Q MAINTENANCE BOND BOND NUMBER UI 67488 KNOW ALL MEN BY THESE PRESENTS: THAT, HERB MORISSETTE BUILDERS, INC. as Principal and the UNION INDEMNITY INSURANCE COMPAN)� a NEW YORK CORPORATION authorized to transact general surety business in the State of AEGON as Surety, are held and firmly bound unto CITY OF TIGARD _State of OREGON in the sum of TWENTY H _NTY FOUR THOUSAND SEVEN HUND ED_TI I & 0 'S*** Dollars ($ 24 ,793. 16 _) lawful money of the United States for the payment of which, well and truly to be made, we bind ourselves, our heirs, executors, administrators, successors and assigns, jointly and severally, firmly by these presents. THE CONDITION OF THE ABOVE OBLIGATION IS SUCH THAT: WHEREAS, the Principal entered into a written contract dated 9-10-84 with the Obligee for GALLO'S VINEYARD SUBDIVISION and, WHEREAS, the said Principal is required to post a bond to protect the said Obligee against the result of faulty material or workmanship for a period of i ONE YEAR :ro.!, and after the date of acceptance of said work; COMMENCING JANUNRY 21, 1985 & ENDING JANUARY 21, 1986 NOW, THEREFORE, if the said Principal shall for a period of ONE YEAR from and after the acceptance of said work, replace any and all defects arising in said work whether resulting from defective materials or defective-.workman- - ship, efectiveworkman- _ship, then the above obligation to be void; otherwise, to remain in full force and effect. SIGNED, SEALED AND DATED this 15TH day of JANUARY, lq 85 HERB MORISSETTE BUILDERS, INC. UNION INDEMNITY INSURANCI' COMPANY Surety By DENNIS . GILBERT Attorney-In-Fact t CITY OF TIGARD, OREGON MEMORANDUM TO: Honorable Mayor and City Council January 20, 1985 FROM: Bob Jean, City Administrator SUBJECT: Civic Center Several questions remain which require Council clarification: o Should the future Cell Block area be bid or simply deducted now? o With only $5,000 for actual landscaping (lawn areas, no trees or plantings), should City crews be authorized to do the plantings if the Park Board recommends use of $11,187 of S.D.C. funds (or donated items)? This would save about $5,000? o Are Civic Center grounds to be de facto an extension of Downtown Fanno Creek Park? The Park Board has agreed to undertake and coordinate above and beyond the project funding. o As of the Council 's Call-For-Bid and prior to Bid Award, the Architect's reporting relationship needs to be clarified before we get into construction and contract administration. Does the Architect then report directly to the City Administrator? Is the City Administrator then responsible for ongoing Committee coordination? Attachments f FRED GLICK ASSOCIATES, INC. 1020 Taylor Building • Suite 830 1020 S.W.Taylor o Portland.OR 97205 E. (503)242.1342 URBAN DESIGN LANDSCAPE ARCHITECTURE PLANNING TIGARD CIVIC CENTER LANDSCAPING MATERIALS ONLY COST ESTIMATE January 10, 1985 Item Size Qty Unit Cost Total Cost TREES: Red Sunset Maple 2-1/2" c. 38 $89.00 $ 30382,00 Amanogana Cherry 1-1/2" C. 8 $40.00 320.00 Southern Magnolia 2" c. 4 $85.00 340.00 Saucer Magnolia 7-8' Ht. 27 $50.00 • 1,350.00 Incense Cedar 5-6' Ht. 30 $30.00 900.00 SHRUBS: Coral Sell Azalea 2 G. 90 $ 3.00 $ 270.00 Japanese Spurge 2" pot 428 $ 0.30 130.00 Aaron's Beard 2" pot 3,055 $ 0.25 770.00 LAWN Grass Seed Area 60,500 sf $ 0.05 $ 3,025.00 MULCH: 7,000 sf $ 0.10 $ 700.00 Total Landscapii►g*M•ater.ials Only $ 11.187.00 l f E 3 tt t 4 z i ti 2 l`y Z �RCNyT�� r �- pAoc�m PEVEJ-0 CN coy _ �► - _ __ _ _. - , CA" r p,qo,7,Egfr i f s i r{ 1/15/85 i `r I a ALL TOTAL CIVIC RELATED BUILDING FIXTURES & SUB-TOTAL OTHER CENTER COSTS BUILT-IN FURNISHINGS RESOURCES -0- 2200000 -0- 2200000 Bond Sale 708000 1492000 202000 -0•- 202000 -0_ 202000 -0' _0- 25000 Interest -0_ 25000 25000 80000 Pinebrook Lot -0- 80000 80000 -0- Old City Hall -0- -0 65000 10000 --0- _.0,.. 35000 35000 10000 1 10000 WCCLS -0_ -0- ".p_ 10000 Rotary -0- 10000 -0 -0_ 10000 �- 20000 S.D.C.(1/? ST.) -0- 20000 Parks S.O.C. _0_ 5200052000 -- General Fund - 140000 2552000 147000 2699000 708000 1,704000 EXPENDITURES *x 708000 --0-- 708000 Related Costs 708000 -0- * 986532 -0- 986532 Arch./Bldg. 27800* 227800 929982 56550 , 0_ 227800 Mechanical 200000 -0- 141700 Electrical 148202 20000 100000 41-0_700* 141700 168202 Landscape/Paving(?) 148202 34000 -0- 34000 34000 -0- _0_ 92294 -*If Street 83924 8370* 92294 .overhead 5580* 65221 -0- 65221 Profit 59641 --0- <7000> <7000> -O- <7000> Less Permits -- 140000 2396749 20000 2416749 SUB-TOTAL 70800'0 1548749 --0- 28344 -0- 23344 C/O Contingency -0- 28344 126907 5000 126.907 -0_ 126907 �� 2577000 A/E Fees 140000 2552000 25000 SUB TOTAL 708000 1704000 ** 20000 21500 Partitions 1500 1500 Blinds 2500 2500 Furniture 7500 T500 Moving Files 5500 5500 Town Hall Furn. 10000 10000 Misc. 6 Phones # 75000 _ 75000 LB Shelv. b Fur!2- — 140000 2552000 147000 2699_000 TOTAL 708000 1704000 *ESTIMATED **ORIGINALLY $50.000 FOR MORE PARTITIONS, NOW LESS BUT BUILT-IN. . . (BJ:pm/0674p) 3 CITY OF TIGARD, OREGON 7 MEMBERS RESOLUTION NO. 84-�� A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TIGARD. OREGON. ESTABLISHING A CIVIC CENTER PROJECT ADVISORY COMMITTEE. WHEREAS: The Civic Center program to date has been successful in large part due to the extensive effort and involvement of the community; and WHEREAS: The Council recognizes the need for effective professional project same time Council desires to continue management by staff yet at the the active citizen involvement in the project NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that: �I 1. The Civic Center Project Advisory Committee is hereby established; 2. The Committee shalladviseCouncil as to Architect selection and project design, and shall advise staff and report monthly to Council as to construction progress; 3. The Committee term shall be through June 30. 1985 or project close-out by �F Council; 4. . The Committee shall be comprised of seven (7) members of which three (3) shall be technical or professional persons experienced with such projects and four (4) shall be citizens at large; 5. The Committee shall be asked to immediately meet with staff and recommend a preliminary project work program and budget to Council, and, without further delay, shall immediately begin to ask for Request For Qualifications from architects interested in being considered as the design architect; and, b. The Mayor pro tem, subject to Council approval, is authorized to appoint the Committee members based upon received Interest Applications at City Hall; alternatively failing unanimous Council consent as of April 27, 1984, a Special Council meeting is called for April 30. 1984, at 7:3,0 P.M- at Tigard City Hall. PASSED: This day of 1984. Mayor'pro tem - City of Tigard ATTEST: AeputyCity Recorder �-y City of Tigard ucC/311�T 4/17J Nn.