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City Council Packet - 03/22/1994 CITY OF TIGARD OREGON PUBLIC NOTICE: Anyone wishing to speak on an agenda item should sign on the appropriate sign-up sheet(s). If no sheet is available, ask to be recognized by the Mayor at the beginning of that agenda item. Visitor's Agenda items are asked to be two minutes or less. Longer matters can be set for a future Agenda by contacting either the Mayor or the City Administrator. Times noted are estimated: it is recommended that persons interested . in testifying be present by 7:15 p.m. to sign in on the testimony sign-in sheet. Business agenda items can be heard in any order ad w ZW P.m. Assistive Listening Devices are available for persons with impaired hearing and should be scheduled for Council meetings by noon on the Monday prior to the Council meeting. Please call 639-4171, Ext. 309 (voice) or 684-2772 (TDD - Telecommunications Devices for the Deaf). Upon request, the City will also endeavor to arrange for the following services: • Qualified sign language interpreters for persons with speech or hearing impairments; and • Qualified bilingual interpreters. Since these services must be scheduled with outside service providers, it is important to allow as much lead time as possible. Please notify the City of your need by 5:00 p.m. on the Thursday preceding the meeting date at the same phone numbers as listed above: 639-4171, Ext. 309 (voice) or 684-2772 (TDD - Telecommunications Devices for the Deaf). SEE ATTACHED AGENDA COUNCIL AGENDA - MARCH 22, 1994 - PAGE 1 Y .Ki .l TIGARD CITY COUNCIL MEETING MARCH 22, 1994 AGENDA • STUDY SESSION (6:30 P.M.) • Presentation to Council: Consolidation of Water, Sewer and Storm Drain Billings (Finance Director) • Water Supply Update - Impact on Intergovernmental Agreements 1. BUSINESS MEETING (7:30 P.M.) 1.1 Call to Order - City Council & Local Contract Review Board 1.2 Roll Call 1.3 Pledge of Allegiance 1.4 Council Communications/Liaison Reports 1.5 Call to Council and Staff' for Non-Agenda Items 2. VISITOR'S AGENDA (Iwo Minutes or Less, Please) 3. 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: 3.1 Approve Council Minutes - February 22, 1994 3.2 Approve Recommendation to Reduce Minimum Terms and Reoffer for Sale Vacant Land on McDonald Street - Resolution No. 94-j_;3 3.3 Approve Recommendation Allowing Staff to Negotiate an Agreement with the Parkwood Court Apartments to Collect Delinquent Sewer Charges - Resolution No. 94-IL 3.4 Amend the City of Tigard/Oregon Department of Transportation Agreement to Conduct 99W Transportation Management Study 3.5 Approve Recommendation to Offer for Sale Certain Parcels of Property Remaining from the Gaarde Street Realignment Project - Res. No. 94%15 3.6 Local Contract Review Board: a. Award Construction Contract for the 121 st Avenue Bikepath Project to Parker Northwest Paving b. Authorize Advertising for Bids for the North Dakota Street 12" Water Transmission Line Capital Improvement Project C. Award Construction Contract for the Bull Mountain Road Shoulder Improvements to Morse Brothers and Authorize the City Administrator to Sign the Contract d. Award Construction 'Contract for the Maintenance Services 'Yard Paving, Parking Structure and Pedestrian/Bike Path Project COUNCIL AGENDA - MARCH 22, 1994 - PAGE 2 r 4. PUBLIC HEARING - CONSIDERATION OF OFFERING PROPERTY FOR SALE r AT 12420 S.W. MAIN STREET AND ESTABLISHING A MINIMUM PRICE a. Opsn Public Hearing b. Declarations or Challenges C. Staff Report - Finance Director d. Public Testimony • Proponents • Opponents e. Council Questions/Comments f. Staff Recommendation g. Close Public Hearing h. Council Consideration: Resolution No. 94- 11-a 5. COUNCIL CONSIDERATION - CONSOLIDATION OF WATER, SEWER AND STORM DRAIN BILLINGS • Summary by Staff: Finance Director • Staff Recommendation • Council Comment • Council Consideration - Resolution No. 94-2 ARK 6. NON-AGENDA ITEMS 7. EXECUTIVE SESSION: The Tigard City Council will go into Executive Session under the provisions of ORS 192.550 (1) (d), (e), & (h) to discuss labor relations, real property transactions, current and pending litigation issues. 3. ADJOURNMENT coaMM94 r COUNCIL AGENDA - MARCH 22, 1994 - PAGE 3 Council Agenda Item T I G A R D C I T Y C O U N C I ~a MEETING MINUTES - PARCH 22, 1994 • Meeting was called to order at 5:30 p.m. by Council. President John Schwartz. 1.. ROLL CALL Council Present: Council President John Schwartz, Councilors Judy Fessler, Wendi Conover Hawley, and Paul Hunt. Staff Present: Patrick Reilly, City Administrator; Mary Gruss, Accounting Manager; Carol Landsman, Senior Planner; Wayne Lowry, Finance Director; Ed Murphy, Community Development Director; Liz Newton, Community Relations Coordinator; Bill Monahan; Legal Counsel; Randy Volk, Operations Manager; Ed Wegner, Maintenance Services Director; and Catherine Wheatley, City Recorder. j 7 STUDY SESSION Tig rd/ Tual.at7 n .~°i_Ph_QA_'I DJ St-Kist Cone =r. o Council President Schwartz advised he had met with School District representatives, at their request, to review two concerns discussed at the most recent Tigard/Tualatin School Board and City Council meeting (meeting was held on March 16, 1994). These concerns involve: • T-5/217 Interchange and how it will affect 72nd Avenue. • Phil Lewis School and the Tigard Triangle Master Plan The School Board plans to relocate Phil Lewis Elementary School students and dispose of this property. The Board has concerns over what changes may be planned for the' future under t?,.. Tigard Triangle Master Plan. Council discussed ramifications of examining the Phil Lewis property issue in very much detail, noting that zone amendment public hearings on specific properties are planned for Council consideration. Legal Counsel Monahan advised that any discussions or information obtained by Council must be disclosed during any quasi-judicial hearing process. After discussion, Council agreed that Councilors Hawley and Schwartz will meet with one or two School Board members to discuss concerns with the I-5/217 Interchange ODOT project. This subcotamittee will, at first, develop a role or mission statement defining what the Committee hopes to accomplish and then report back to their respective boards to obtain input/consensus. CITY COUNCIL MEETING MINUTES - MARCH 22, 1994 - PAGE 1 mom City Administrator Reilly advised that he asked Dr. Joki, School District Superintendent, to send a letter to the City outlining what the School Board desires with regard to the Phil Lewis School property. ' M.iscellmne gff Announcements: Councilor Fessler called to the attention of Council an I-5/217 Kruseway Interchange re-design meeting sponsored by the TV'EDC on Tuesday, March 29, 1994, 8:30 to 10:30 a.m., in the Home Builders building, 15555 SW Bangy Road. In addition, Councilor Fessler called to the attention of Council the article in the recent newsletter of the Metropolitan Area Communications Commission ("The MACC Cable'Monitor"), winter, 1994 Vol. 5, No. 1). The article is entitled "Feds Threaten Local Cable Control. o' City Administrator Reilly asked Council to note that some yard debris information was sent to them for their review. A public hearing on yard debris recycling is scheduled for April 12, 1994. City Administrator Reilly urged that if there were questions or a need for further information, to contact staff. In response to a question, Finance Director Lowry advised solid waste rates have not been increased for recycling. There have been pass--through TIP fees. The County gave a grant to the haulers for the purchase of the red recycling bins for all customers. Finance Director Lowery also advised recycling programs, so far, mauve typically lost money. Packet information for the April 12 public hearing on the recycling issue will be available by April 5. City Administrator Reilly said that a Study Session prior to April 12 would be possible if Council derAded it would be appropriate. Ac ends. Review: Councilor Hunt noted he would be requesting Items 3.3 and 3.6(d) of the Consent Agenda be pulled for separate discussion. Councilor Fessler said she also had questions on Item 3.6(d). Sewer Charges - Consumption-Based Rates: Finance Director Lowry gave a presentation on consumption-based rates: A portion of the sewer billings will be converted from a fixed rate to consumption-based (using winter-average water consumption as a basis for computation). A somewhat minor negative impact to City sewer revenue is anticipated. Each year, Unified Sewerage Agency, will have to go through a rate-setting process. CITY COUNCIL MEETING MINUTES - MARCH 22, 1994 - PACE 2 r Listed below are the main components of the new method of billing: 1. Effective July 1, 1994. 2. Bills split into:, a. 65% - fixed portion of the bill - $13.25/mo./unit b. 35% - variable portion of the bill - .90 cents/mo./100 ccf water usage 3. Variable porti.oa of the bill, based on winter period,, individual water consumption (November through April) Finance Director Lowry reviewed the impacts to different customers: 1. Large families - increase in billing 2. Fast food restaurants - increase in billing 3. Supermarkets - increase in billing 4. Schools - decrease in billing 5. Motels and apartments - decrease in billing council meeting recessed at 7:25 p.m. Council meeting reconvened at 7:32 p.m. BUSINESS MEETING 2. VIESITOR"S AGENDA - No visitors. ALM 3. COUSEM AGENDA: Motion by Councilor Fessler, seconded by Councilor Hunt, to approve Consent Agenda (less Items 3.3 and 3.6(d) as proposed. Motion was approved by unanimous vote of Council present. 3.1 Approve Council Minutes - February 22, 1994 3.2 Approve Recommendation to Reduce Minimum Terms and Re- offer for Sale Vacant Land on McDonald Street - Resolution No. 94- 13 3.4 Amend the City of Tigard/Oregon Department of Transportation Agreement to Conduct 99W Transportation Management Study 3.5 Approve Recommendation to Offer for Sale Certain Parcels of Property Remaining from the Gaarde Street Realignment Project - Res. No. 94- 15 3.6 Local Contract R(aview Board: a. Award Construction Contract for the 121st Avenue Bikepath Project to Parker Northwest Paving b. Authorize Advertising for Bids for the North Dakota Street 12" Water Transmission Line Capital Improvement Project CITY COUNCIL MEETING MINUTES - MARCH 22, 1994 - PACE 3 A, 16: i III . c. Award Construction Contract for the Bull Mountain Road Shoulder Improvements to Morse Brothers and Authorize the City Administrator to Sign the Contract Item 3.3 was pulled for separate consideration. Councilor Hunt had questions concerning the forgiving of a portion of the delinquent sewer charges for the Parkwood Court Apartments. He asked how this could be done noting the City is acting as the collection agency for the Unified Sewerage Agency (aiAl. Finance Director Lowry clarified that the City, ~rrr®Qme~n$- S as USA°s agent, can determine (as allowed D. .,as whether we should write off any billing amount. 30% of the collections belong to the City of Tigard for billing administration and maintenance; 70% of the dollars collected are forwarded to USA. Finance Director Lowry advised USA is aware of this particular account. 3.3 kpprove Recommendation Allowing Staff to Negotiate an Agreement with the Parkwood Court Apartments to Collect Delinquent Sewer Charges - Resolution No. 94---IA- RESOLUTION 94-14 - A RESOLUTION AUTHORIZING NEGOTIATION WITH OWNERS OF PARKWOOD COURT APARTMENTS FOR THE PAYMENT OF DELINQUENT UTILITY CHARGES. Motion by Councilor Hunt; seconded by Councilor Hawley, to adopt Resolution 94-14. Motion was approved by unanimous vote of Council present. (Council President Schwartz and Councilors Fessler, ,Hawley, and Hunt voted "yes.") Councilors Fessler and Hunt asked questions with regard to Consent Agenda Item 3.6(d) - Award construction contract for the Maintenance Services Yard, Paving, Parking Structure and Pedestrian/Bike Path Project. Of particular concern was that wi h the elimination of the parking structure from the contract and whether or not the low bidder would remain the low bidder. After discussion and clarification that the selection of the low bidder must be based on the total project, Legal Counsel Monahan clarified the City has the ability to negotiate out a part of the total bid package. Motion by Councilor Hunt, seconded by Councilor Hawley, to award the construction contract for the Maintenance Services yard paving, and pedestrian/bike project to Eagle Elsner and authorize the City Administrator to negotiate out the parking structure portion of the bid package. (Consent Agenda Item 3.6d.) CITY COUNCIL MEETING MINUTES - MARCH 22, 1994 - PAGE 4 Motion was approved by unanimous vote of Council present. (Council President Schwartz and Councilors Fessler, Hawley, and Hunt voted "yes.") 4. FM4C MFIG CONSIDERATION OF OFFERING PROPERTY FOR S AT 12420 5. R. N&M STREET AND ES ARLISRING_A R-BTI3M SCE a. Public hearing was opened. b. There were no declarations or challenges. C. Staff report - Finance Director Lowry reviewed the staff report as submitted in the LV UaIVii a..rrV fir...' raC__._ in a response to a question from Councilor Hunt, it was noted the funds received from the sale of this property can be earmarked at a later date for a specific project, or could be placed in the general fund. In response to a question from Councilor Fessler, Finance Director Lowry advised that asbestos abatement and other improvements will probably be points of negotiation with a prospective buyer. Finance Director Lowry explained that TMC 3.44, as recently amended by City Council, would give Council more flexibility in offering the property for sale. The Coura~o.i.l wVUl 1have the abi.11ty to re-establish the minimum terms. Councilor Hawley questioned setting the minimum acceptable price $92,500, noting the appraisal was done in May, 1993. She asked whether this was still an accurate appraisal price. After discussion with staff and Legal Counsel, City Council made the following amendments to the proposed resolution: (new wording in bold) ..the Council has found that the minimum acceptable terms of the sale should be $92,500 based upon an appraisal done in May of 1993, or the amount established by a review appraisal conducted in 1994 Section 2: The Finance Director shall contact the appraiser responsible for the May, 1993, appraisal and request a review appraisal to establish 1994 value. Section 3: The minimum acceptable terms shall be set at ,$92,500 unless the amount established by the review appraisal is higher. CITY COUNCIL MEETING MINUTES - MARCH 22, ,1994 -,PAGE 5 9 d. Motion by Councilor Hawley, seconded by Councilor Hunt, to adopt Resolution 94-16 as amended: RESOLUTION 94-16 - A RESOLUTION AUTHORIZING SAIE.OF A COMMERCIAL BUILDING AND PROPERTY LOCATED AT 12420 SW MAIN STREET, AND SETTING A MINIMUM ACCEPTABLE SELLING- PRICE e. Motion was approved by a majority vote of Council present. (Council President Schwartz and Councilors Hawley and Hunt voted "yes", Councilor Fessler voted "no. 11) Councilor Fessler voted against selling this property because she said the City may regret, in the future, that it does not have a presence on Main Street. If sold, she suggested that any City fees associated wit -LL registering this property as historic property be waived. Councilor Hunt said the City cannot afford to keep the building, because if kept, the City will have expenses for asbestos removal and ADA upgrade requirements. 5. COUNCIL CONSIDERAaIO CONSOLIDATION OF TATATER, SEWER AM STORM DPJ%IN BILLINGS Finance Director Lowry outlined the savings that can be realized by consolidating water, sewer and storm drain billings. Council registered some concerns realizing that, overall, the customer will not be paying any more services, but the bills, when received, will be larger because the charges will be combined. In response to a question by Agh Councilor Hunt, Finance Director Lowry explained that partial payments will be applied first to sewer, then storm drain, and then water services. Staff plans to send out advance notification to customers so they will be aware of billing changes. Also, staff will explore "hardship" policies of other jurisdictions to assist customers who are having financial difficulties under different sets of circumstances. Motion by Councilor Fessler, seconded by Councilor Hunt, to adopt RESOLUTION NO. 94-17 - A RESOLUTION APPROVING CONSOLIDATED BILLING OF SEWER, STORM DRAIN, AND WATER CHARGES. The motion was approved by unanimous vote of Council present. (Council Presidnet Schwartz and Councilors Fessler, Hawley and Hunt voted "yes.") 6. NON-AGENDA ITEMS O IGA - Water: Council authorized the City Administrator to request of the Cityls water partners (King City, Durham, Tigard Water District) an extension of the June 30 deadline for an updated capital improvement program. The new deadline, if approved, will be September 30, 1994. CITY COUNCIL MEETING, MINUTES - MARCH 22, 1994 - PAGE 6 7. ENE M ESSTO1N: Cancelled 8. O 8:16 p.m., Attest: Catherine Wheatley, City Reco r Mayor, C'ty of Tigard ate ° . L. h:\recorder\can\ccmO322.94 CITY COUNCIL MEETING MINUTES - MARCH 22, 1994 - RAGE 7 i I! 1 d COMMUNITY NEWSPAPERS, INC. Legal P.O. BOX 370 PHONE (503) 684-1360 Notice TT 7830 BEAVERTON, OREGON 97075 Legal Notice Advertising pm. A agendtt~ heii11b~2ftertt theityfi 312 Sr H€tlfl City of Tigard ® G=1 Tearsheet Notitz i3ctalavt dA artj j ()M M3yId b 13125 SW Hall Blvd.. ®Duplicate Affida C1U'GYf. B1ti~SlP~ `n f s Tigard,Oregon 97223SAC g Tt ?,s-H2" 1~4 MCARL> CITY MLL r T(l3 HAU, I312~;5 NSF BOUL)wYA P shy d~iects,~g(1bv~a Ccnretootu) g63~ I'A?} ~Rv~ety Pac®sa)_for8~I1,C'on~Ulion-ztcz,Sewier, AFFIDAVIT OF PUBLICATION Storm Fain ~$t'~Itlft0I1 STATE OF OREGON, ) g`g41ll kId) ~7 30>flfi j Tli. i•3esriu COUNTY OF WASHINGTON, )ss. ® Bispnsifien a>i Mach Cauncd jo cans ler l~€e~rtg 1,_ Kathy Snyder ° PWPCr6'1v> d~ k:12420 . `1,I~f Str t(pFescnlIy:I ti being first duly sworn, depose and say that 1 am the Advertising eo the 1 igW Are~ Charilzex o Commerce) Director, or his principal clerk, of theTicard-Tualatin 9.imes a newspaper of general circulation as defined in ORS 193.010 Locat Contiar,,. Rericw Boar=d Pvleuing and 193.020; published at Tigard in the aforesaid county and state; that the xecu`u~e`~es ion ..nc,Tig rd Caty Cgurlctl'ma g0 ant0' x0c dive Ci_ty.Council Business Mtg Sissigtctnd&thepiovj6jj;j~-ofORS y192660 1) (d ,(e)y tta).to ties= a printed copy of which is hereto annexed, was published in the Cesar °2aL~ 7,7.7 0 cns,`re~I)334Pe traiasactrons, eitrtf Iieadaiilg tttg, pan 153'i.e 5 entire issue of said newspaper for nNF successive and consecutive in the following issues: ~i 7S3Gbt Rdareii 17,1994 = ; z - - . P4arch 171994 I Subscribed and sworn to b or me this 17th date of I-larch, . OFFICIAL SEAL ~ ROBIN A. BURGESS 41, 1 NOTARY PUBLIC - OREGON Notary Pu for Oregon COMMISSION NO. 024562 MY COMMISSION EXPIRES MAY 16, 1997 Puffy Commission Expires: AFFIDAVIT YBSC~'®R 5: 99 dRGEND iTEtR NO /~GEND , ' DATA gel ch 2' ` 4 ...'P^.A'wY Liw]Rf.-n (Limited to 2 minutes or less, please) Afth Please sign on the appropriate shoat for listed agenda items. The Council wishes to hear from you on other issues not on the agenda, but asks that you first try to resolve your concerns through staff. Please contact the City Administrator prior to the start of the meeting. Thank you. STAFF NAME & ADDRESS TOPIC CONTACTED s 08 n o tors. t o Depending on the number of person wishing to testify, the Chair of the Council may limit the amount Wf time each person has to speak. We ask you to limit your oral comments to 3 - 5 minutes. The Chair may further limit time if necessary. Written comments are always appreciated by the Council to supplement oral testimony. PUBLIC HEARING - CONSIDERATION OF OFFERING PROPERTY FOR SALE AT 12421 S.W. MAIN STREET AND ESTAELISmtIWG A MINIMUM PRICE PLEASE SIGN IN TO TEST'IFY ON THE ATTACHED SHEETS d skim, M S, AM 4. Y SPA a - PLEASE PRINT Proponent - (Speaking In Favor) Opponent - (Speaking Against) Me e roes dress e Name roes Address Nr+me Name Address Address Name Name ress Address Name Name Address Address Name press Address Name Name Address Address Name Name Address dress Name Name Address Address Name rune Address Address Name Name Address Address maw, 5655; Dn MEMORANDUM CITY OF TIGARD, OREGON TO: Honorable Mayor and ity Council FROM: Patrick J. Reilly DA T E: March 15, i994 SUBJECT: IGA - Water The agreement with the Cities of Durham and King City and the Tigard Water District calls for submittal of an updated capital improvement. program by no later than June 30, 1994. in preparation of this update, th Joiee :t tivatci agency employed Murray, Smith and Associates, Inc. (MSA) to update the water supply plan. During a progress report by MSA to the Intergovernmental Water Board (IWB), MSA indicated that updating the water supply plan could not be completed in the originally anticipated timeframe. Apparently our study has prompted possible water suppliers, including the City of Lake Oswego, to update their own plans, which will not be completed by April, when we had originally envisioned ours to be completed. Upon hearing this, the IWB encouraged MSA to delay finalization of our efforts, pending receipt of the important results of the water supplier studies. Board members understood that such a delay may retard the development of an updated water capital improvement plan. Pursuant to all of this, I am asking Council authorization to request of our water partners an extension of our deadline of June 30 to September 30, 1994. In the meantime, there is a CIP in place, which will govern our planning. I anticipate the other agencies will be s unnorth"M PJRAh h:\iog1n\jo\pjr0314.2 -4 lip 111~ All r .016 Murray l1Ix es,k 3 En&mA ' I?IS.W.Salmon. %ite1020 POWOregon 97204 PHONE 503.225-x)10 EtN 503-2'5.9022 k 93-0292.100 ~1 + r March 3, 1994 MAR 07 1994 Randy Volk t ~ o L Operations Manager City of Tigard Water Department 6777 SW Burnham St. P.O. Box 230000 Tigard Or, 97281-1999 Re: Water Supply Plan Update - Project Status and Schedule Dear Randy, The purpose of this letter is to review the project schedule transmitted to you on December 30, 1993, and to provide a brief status report of the project We have completed Task 1, Document Review, and are finalizing Task 2, Population and Water Demand Forecasts. The project schedule indicates that Task 3, Supply Alternatives, will be complete by mid March. We have reviewed all the supply alternatives, contacted all the existing providers identified in the project scope of work, and held meetings in early and mid February with the existing providers capable of supplying water to Tigard. At this point, the existing water providers capable of supplying water to Tigard include the Cities of Lake Oswego and Portland, and the Tualatin Valley Water District. Each of these providers are currently evaluating the improvements required to their systems in order to provide water to Tigard. We have contacted the City of Tualatin, however; we do not anticipate that Tualatin will be able to supply Tigard with significant amounts of water. We will confirm this through follow up discussions with Tualatin. The South Fork Water Board and The Joint Water Commission have both indicated that cannot supply water to Tigard. Lake Oswego has opted to hire an outside engineering consultant to complete an in- depth review of the 1988, Lake Oswego Water Master Plan recommendations for the supply of water to di`Igard from Lake Oswego. Lake Oswego anticipates this work may be complete near the end of April.. The Tualatin, Valley Water District and the City of Portland Bureau' of Water Works are presently evaluating how much water could be supplied to Tigard, the improvements necessary, and the costs. We anticipate receipt of this information by mid March. 15 cy i Randy Volk March 3, 1994 Page 2 We have expressed to each provider our need for data and costs as soon as possible. However, we anticppate that completion of the project will be delayed as a result of a delay in receiving this information. We will continue to keep city staff' informed as to the progress of the project. At the project start up meeting on January 18, 189-4, we discussed our participation in a meeting of Tiga rd's Inter-Governmental Water Board. We are scheduled to attend the March 9, 1994 meeting and will make a brief presentation about the Supply Plan Update. At John Ackers request, we prepared a brief outline of our presentation and transmitted it to him for inclusion in the meeting agenda. We are looking forward to the meeting and are excited about making a presentation to the Board about this project. Please feel free to call me should you have any questions. Sincerely, MURRAY, SMITH & ASSOCIATES, INC. Harold R. Murray, P.E. President cc: Patrick J. Reilly, City Administrator City of Tigard CHU:chu SOON! -slims= ~ll~ii,l,i.lilin 11 a Mika r AGENDA ITEM # 3.a For Agenda of IY1rvti~h aa} Iri9 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Disposition of McDonald street property PREPARED BY: DEPT HEAD OK CITY ADMIN OK ISSUE BEFORE THE COUNCIL Shall the City Council alter the minimum terms and reoffer for sale a parcel of vacant land on McDonald Street. STAFF RECOMMENDATION Staff recommends that the minimum terms be reduced and the property be reoffered for sale. INFORMATION SUMMARY The City received title to this property due to the failure of the previous owner to pay assessments levied in 1980 for a sewer and road LID. Principal. of $25,757 is due on the property along with interest accrued through February 28, 1994 of $28,198 for a total of $53,955. The parcel is located on McDonald Street and is approximately .62 acres. According to the Planning Department, this property is buildable into three lots. Detracting from the property's value is the fact that it has a substantial slope which may require fill and a USA pump station on its corner. It also fronts on McDonald Street. The City commissioned an appraisal in April of 1993 which valued the property at $43,200. A public sale was held on May 28, 1993. No bids were submitted. In talking with developers, it appears that the minimum terms were too high. They cited the slope and the frontage on a busy road as reasons why they felt the price was too high. In order to sell the property, it appears that the minimum bid must be reduced. In discussing the appropriate market price for the property, we consulted a realtor. Because of the costs to develop this property, it appears that the property should. be priced at $35,000. We therefore recommend that the minimum terms for the sale of this property be reestablished at $35,000 and that the property be offered for sale by sealed bid. If no offers are received, we recommend that the property be listed with a realtor to be selected as prescribed in TMC 3.44.025. OTHER ALTERNATIVES CONSIDERED 1. Alter the minimum terms. 2. List with realtor. FISCAL NOTES The sale of the property will allow the City to recoup the original assessment of $25,757 and a significant portion of the accrued interest. a a ( rd v w 14 CA [OI [a'el s - *rat w. urt 't 4',► °w ~OOLB g :r •aaw amvaeuas q•lslf f urs to $ ^ Woa - 4$ - as •eJw. muovrea r}' it Agri WIN". OOZY 0011. - 0001 0069 0099 •ase,ae~aov u •tlaama 1041 ' _ a siaa : oa nu 1 Oe B ~ 8018 SOIZ t[raelt 1 a.V 0051 r i ; ol[e e,w.ooa i/versa[ a►aot t ~rrr% or loV IN V, i ra[e • u.ao , . . •-i art/% ~ 001& - L01Z raol 0081 i r = u f a (siaY'i'~) Ye v e.[ca po AYR S = 5. M ~z.x:l 40,607 0041 err/% " i rv Z 061 OOLI aa.e •°°O r i rr ~y r ( r,ae.eee tare wa ~ '~Y067 • '~YBO'/ avaa e.r 15 ? ~;..1 OOZ1: 00 0081 ~IOdI, 6061 to•ese v,u.wnl ta'[s ao•w 1r►s .ara ,.ea A°attL~i°~1 :et,y( O1 uvaoct arree 1060 i , (01095 IOLS - y 1085 OI r ! wer Cc) L'01 0066 09S OOLS 0 ~I l l 8 0054 X ! 1 L • . ~ oa•u _ ~ ~ re. 0014 ~ 0094 r +2-° 1 L enr • 6 X0085 t~b~, ~o~~O' 6°•~5 ,.w Y ~rro' a OOOS+ 005 pa.n 1Ra V £1 vy.~ a i • 001 oa as u - (riJ6£ t... } y a on b I l 0 1 a s is ytu.r 8~>~ ~ 00158 0065 0062 _ oe•la { 1t 0011 801 8 _ eovm ° oaf. a[aoa i u o w A4 wild Lfo.II±wort • oerl OOZE Om1'.i ew OOf30 ea:at4i r tk w~ ; j o13;31Jls 3s®H"13 *a s: T,:> Ly 91 Y $ oYt/ ar6a' 101 p F" 78acs aas3i.rrt ,Y6 OOIb Z w , a OOL8 i• t C 601 - li6e+it's~l E o oe 404' i a iap v,w,w,aert '~rt►' aatot L1 $ oea =1•: t uvooat ar6o' 111 % oae 501 v.4w,ar-- 19024 r~ tmove 0.90,00.61 _ 001 b g y aaa aq q ~Z I~ naa 1 0084 of $ ow A°9 5 b £ OQZ$ ~4 (n 0044 A 'aYJ9• 7e , ` 1 _ - I +t r crate ` 1 401 1 :q Z ! sYO6 9Y8S' of ~v8t' -A ODG 8 0018 ♦ en8008i 0051+. 0011, 008 40d 1. jb1~O ~r ( .133U.L5 1 S e -1- 1019 ' 008 i 12 d~ 9x"5 Silt it ill I, I 1 awl AGENDA ITEM # 3.3 For Agenda of PYl nch, --)D. 1qQ' CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SU101 RY ISSUE/AGENDA TITLE Agreement for payment of delinquent sewer charges. PREPARED BY: DEPT HEAD OK CITY ADMIN OK ISSUE BEFORE THE COUNCIL 7 Shall the City Council authorize staff to negotiate an agreement with the Parkwood Court Apartments to collect delinquent sewer charger. STAFF RECOMMENDATION Staff recommends the Council authorize the negotiation of such an agreement. INF ORNiATION SUihi~RY The Parkwood Court Apartments located at 14000 SW 112th Avenue are billed for 92.units per month or $1,967. As of February 28, 1994 the outstanding balance on this account was just over $76,000. Over the past several years we have worked with the owners, property managers and the first mortgage lender to. try and bring the account current, but have had little success. Prior to Measure 5, this type of delinquent account would have been turned over to the County Assessor for collection. However, due to the tax implications, this is no longer an option. We have been approached by a potential buyer of the property who is interested in reaching an agreement with the City concerning the delinquent utility charges. The property has been approximately 50% vacant for the past several years. According to Mr. John Riches, the potential buyer, the high vacancy rate is due to the poor condition of a significant number of units in the complex. We toured a number of units in the complex and found many of them unrentable due to their deteriorated condition. In addition to the condition of the units themselves, we also found that the condition of several of the buildings, especially the roofs, were deteriorated which no doubt led to many of the interior problems. We have reached a tentative agreement with Mr. Riches in which he agrees to make payments in full on current monthly charges. In addition, he agrees to make payments of $3,000 per month until 60% of the outstanding balance has been paid. Once his obligations under this agreement have been met, the City would then write off the remaining balance on the account. If the agreement f is breached, the entire amount outstanding becomes a lien upon the property. Ask We see this type of arrangement beneficial to the City in that payments will again be made on this property and a significant portion of the past due charges will be collected. In addition, through this arrangement, a deteriorating and dilapidated property will be remodeled and refurbished. City will write off a total of $30,400 in If this agreement is approved, tA'^.e _j sewer and storm drain charges. Because most of these charges are raid over to USA, the City's share of the write off would be approximately $8,000. OTHER ALTERNATIVES CONSIDERED • Turn over to collection agency. • Court action. FISCAL NOTES Under this proposed agreement, the Council will write off an estimated $30,400. The City's share of this revenue is an estimated $8,000. The City will have collected $77,000 over the next 16 months. R t AGENDA ITEM # 3. t4 For Agenda of MAA ch a a . I'l 4 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Amend C.O.T. O.D.O.T. Intergovernmental Agreement to Conduct 99W Trans ortation S-li ms Management Study. PREPARED BY: C. Landsman DEPT HEAD OK C iTY A DwtM OK alf- ISSUE BEFORE COUNCIL Should the Council authorize signing the amended 99W Transportation Systems Study Intergovernmental Agreement with ODOT. STAFF RECOMMENDATION Staff recommends signing amended agreement. INFORMATION SUMMARY On September 28, 1993, the City Council voted to execute the 99W Study Intergovernmental Agreement with ODOT. It was then sent to ODOT which amended the agreement by integrating an attachment into the text of the document and changing some language. The content of the agreement remains the same. In reviewing the agreement, Tigard staff noted two errors in the attached scope of work. One is a typographical d must be errors the other refers to a map that doesn't exist. These errors have been crossed out in ink an initialed. This study will look at ways to improve the efficient use of 99W primarily through short terra, low cost improvements that will not expand 99W. ODOT would provide $20,000 and the City would provide up to $20,000. The project would be jointly managed by the City and ODOT through a management team consisting of representatives from the 99W Task Force, ODOT staff, City staff and a representative from Metro. OTHER_ ALTERNATIVES CONSIDERED 1.) Not conduct the study. 2.) Conduct the study without ODOT. - FISCAL NOTES REM Misc. Contracts & Agreements No. 12250 I VERNI N TAL. AGREEI4 ENT THIS AGREEMENT is Made and entered into by and between the STATE OF OREGON, acting by and through its Department of Transportation, hereinafter referred to as "ODOT', and the City of Tigard, acting by and through its elected officials, hereinafter referred to as RECITALS 1.' By the authority granted in ORS 190.110 and 233.110, state agencies may enter into agreements with units of local government or other state agencies for the performance of any or all functions and activities that a party to the agreement, its officers, or agent have the authority to perform. 2. Under such authority, ODOT and CITY plan to jointly conduct a Transportation System and Access Management Plan Study of the Pacific West Highwayrrigard corridor. Said work is described in Exhibit A'', attached hereto and by this reference made a part hereof. ODOT and CITY will share the cost of the project equally. ODOT shall provide an amount not to exceed $20,000 of state funds for payment of the CITY and consultant portions of the work. The CITY shall also provide an amount not to exceed $20,000 and shall administer the work to be performed. Under no conditions shall the project costs exceed a total of $40,000 unless CITY wishes to be responsible for-the additional funds. 3. The purpose of this project is to identify safety and operational problem areas on Highway 99W through the City of Tigard; define and evaluate a range of ti management strategies and projects; and recommend a package of cost efficient proposals to improve operational efficiency and safety consistent with the State, regional, and local function of the highway, while supporting existing and planned land uses along the corridor. Reoomrmnded actions will consist of transportation system management and access management techniques which are relatively low cost and which use existing capacity more efficiently. 4. Work to be performed under this study will be directed by a Project Management Team consisting of members from ODOT, CITY, 99W Task Force, and Metro as further described in Exhibit 'A. NOW, THEREFORE, the premises being in general as stated in the foregoing RECITALS, it is agreed by and betwveen the partieb hereto as follows: Eii, Nti C. & A. No. 1 2250 CITY OF TIGARD 013UGATIONS CITY, through the use of consultants, will conduct a transportation system and access management study as defined in Exhibit W. It vAll produce a report that lists and evaluates possible improvements, makes recommendations and contains pp. n 2. CITY shall administer the work to be perfon>ried as described in Exhibit'A' following the purchase rules adopted by the City of Tigard and its local Contract Review Board. It will hire a consultant with the approval of the Project Management Team. CITY will also provide administrative and technical support to the project manage- ment team. The work may begin by all parties upon execution of this agreement and is to be completed no later than December 31, 1994, unless a subsequent time extension is mutually agreed upon in writing between both parties in the form of a supplemental agreement. 3. CITY shall present properly certified bills for 100 percent of actual costs incurred on behalf of the project directly to ODOTs liaison person for review and approval. Such bills shall be in a form acceptable to ODOT and documented in such a rrranner as to be easily verged. Billings shall be presented for periods of not less than one month duration, based on actual expenses to date. Final billing should be submitted not more than 45 days after completion of the work. Under no conditions shall ODOTs obligation exceed $20,000. If total project costs exceed the combined amount of $40,000, the additional costs will be subject to renegotia- tion between MOT and CITY and a supplement to this agreement would be necessary prior to additional payment. 4. CITY shall keep cost records and accounts pertaining to the work covered by this agreement available for inspection by representatives of MOT for a period of three (3) years following date of final payment. Copies of such records shall be made available upon request. 5. CITY shall prepare, for submission with each billinfY. Mon#hili Progress and Financial Reports showing the current status of work d in Exhibit 'A, the percentages of work remaining to be completed, a comparison of actual and budgeted costs and the relation of financial infonmtion with progress reports. 2 Y 211 MINION NI. C. &A. No. 12250 CITY OF TIGARD 6. CITY shall give ODOTs liaison person the opportunity to participate in the consultant selection process and shall obtain ODOTs written approval prior to all Jq selections. Any indemnification or insurance required of consultant by CITY shall include MOT in its coverage to the same extent as it does CITY. 7. CITY shall not be compensated for work performed under this agreement from any char "um.,0," • fhc `state of C1regon or the Federal Government. 461 I ~yv~ ,v v. .ev ._a _ _ 6. CITY agrees to comply with all applicable federal, state, and local laws, and ordinances applicable to the work under this contract. CITY agrees that the provisions of ORS 279.312, 279.314, 279.320, and 279.555 shall apply to and govern the performance of this agreement. 9. CITY agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation statutes, rules, and regulations. CITY also shall comply with Americans with Disabilities Act of 1990 (Pub L. No. 101-366) including Title 11 of the Act, ORS 659.425, and all regulations and administrative rules established pursuant to those laws. 10. CITY further agrees to cooperate fully with liaison personnel assigned to the project by ODOT. Conferences with these personnel shall be held at the request of CITY and/or ODOT. 11. CITY shall provide staffing to attend all project-related citizen and technical cornrrittee meetings, public workshops, and public hearings. City of Tigard staff will prepare a staff report recommending appropriate action for consideration by the appropriate policy boards, including the CITY Council. CITY shall also insure proper preparation and distribution of all meeting agenda and minutes. 12. CITY shall present to ODOT copies of all preliminary and final study reports. CITY authorizes MOT to review and inspect the study activities. 13. CITY shall be responsible for all costs and expenses related to its employment of individuals to perforrn the work under this agreement, including but not limited to PERS contributions, workers compensation, unemployment taxes, and state and federal income tax withholdings. 3 i MININVOR ili is 11 IVI. C. & A. Na 1220 CITY OF TICARD 14. CITY shall be free to copyright materials developed under this contract. ODOT reserves a royalty free, non-exclusive and irrevocable licenseto reproduce, publish or otherwise use, and to authorize others to use, the work for governmental purposes. 15. CITY agrees to review report recommendations for consistency with the Tigard Comprehensive Plan and where there is not oorSistency, will indicate appropriate _ lA~ r~..~~~• ;s ; ; ~ to imn- lernent the recommendations. CZ311 1~IICII~1vC fna~e wvww. CITY shall also conduct a public participation program in accordance with its acknowledged comprehensive plan. 16. CITY shall enter into and execute this agreement during a duly aLAhori`ed session of its City Council. ODOT OBULIGATIONS 1. Upon receipt of acceptable billing from CITY, ODOT agrees to reimburse CITY for 50 percent of actual costs incurred on the project, up to a maximum amount of $20,000. Thi's amount will be comprised entirely of State funds. Said maximum amount shall include reimbursement for travel expenses. Travel expenses shall be reimbursed to CITY in accordance with current ODOT rates and shall not exceed the enaximurn amount of $57.00 in a 24-hour period in ,Much lodging expense is incurred. ODOT will reimburse mileage at a maximum of $0.22 per mile. 2. ODOT will assist the CITY, or its consultant, in evaluating existing deficiencies and alternatives developed for overcoming such deficiencies for their effectiveness in meeting ODOT objectives and for compatibility with ODOT Plans (OTP, Highway Plan, Bicycle Plan, etc.) and operational and design standards. 3. ODOT will prepare a staff report recommending appropriate action on the results of the study by Region management andfor the Oregon Transportation Corry r is- sion. 4. ODOT certifies, at the time this agreement is executed, that sufficient funds are available and authorized for expenditure to finance costs of this agreement within ODOTs current appropriation or limitation of current biennial budget. 4 r M C. &A. N06 12260 ary 6F'I7 5. O®OT liaison person for this contract is an ODOT Region 1 !Tanner. The liaison person shall ensure compliance with State plans, regulations and standards and with the terns of this agreement, and shall review and approve billings. GENET PROVISI 1. cth nnnT =..d CITY shall provide at least one representative to the project management team as defined in "Exhibit A 2. CITY and MOT will help determine the range of alternatives to be developed, without excluding from evaluation, any option that meets the purpose of the study, impacts to be evaluated, and criteria for evaluating alternatives. 3. The CITY, its consultant, if any, and all employers working under this agreement are subject employers under the Oregon Workers Compensation Law and shall comply with ORS 656.017, which requires them to provide Workers Compensation coverage for all their subject workers. 4. Publication of any reports by either party shall give credit to the other party. However, if MOT does not wish to subscribe to the findings or conclusions of the study, the following statement will be added: '7he opinions, findings, and conclusions expressed in this publication are those of the authors and not necessarily those of the State of Oregon." 5. ODOTs failure to object to any breach of this agreement shall not constitute a waiver of ODOTs right to object to any additional breach or to require strict perfomrance of the agreement. 6. The parties hereto agree that if any term or provision of this contract is declared by a court of competent jurisdiction to be invalid, unenforceable, illegal or in conflict Wth any law, the validity of the remaining terms and provisions shall not be affected, and the rights and obligations of the parties shall be construed and enforced as if the contract did not contain the particular term or provision held to be invalid. 5 lVL C. A. No. 1 CRY OFTiCARD 7. ODOT, the Secretary of State's office of the State of Oregon, the federal government, and their duly authorized representatives shall have access to the books, documents, papers, and records of the CITY which are directly pertinent to the specific contract for the purpose of making audit, examination, excerpts, and transcripts for a period of three (3) years after final payment. Copies of applicable records shall be made available upon request. Payment for cast of copies is rein-bursable by ODOT. 3. This agreement may be terminated by mutual consent of both parties, or by either party upon 30 days' notice, in writing, and adivered Dy oercm~ maii or iii persol . If MOT terminates this agreement, for any reason other than a breech or default, after CITY has incurred expenses and obligations pursuant to this agreement, ODOT's obligation to reimburse CITY for 50 percent of actual costs incurred on the project, prior to termination, to a maximum amount of $20,000 shall survive temronation. ODOT may terminate this agreement effective upon delivery of written notice to CITY, or at such later date as may be established by ODOT, under any of the following conditions, but not limited to these conditions: A. If CITY fails to provide services called for by this agreement within the time specified herein or any extension hereof. " S. If CITY fails to perform any of the other provisions of this agreement, or so fails to pursue the worts as to endanger perfom-nnoe of this agreement in accordance with its terms, and after receipt of written notice from MOT fails to correct such failures within 10 days, or such longer period as MOT may authorize. IN WITNESS \PMEREOF, the parties hereto have set their hands and affixed their seals as of the day and year hereinafter written. 6 NL C. &A N x.12250 CPIV OF TlCs/4E2® This project was approved by the Oregon Transportation Commission on February 17, 1993, at which time the Manager of the Transportation Development Brandh was authorized to sign this agreement for and on behalf of the Corrynission. Said authority is set forth in the Minutes of the Oregon Transportation Commission. APPROVAL RECOMMENDED STATE OF OREGON, by and through ~ - ~ IM vcNa1u i I =i a Sri i i a1 iaPvo LauU1i i1a) By Region Manager Transportation Development Mgr. Date APPROVED AS TO LEGAL SUFFICIENCY CITY OF TI , by and t rough its Elected als oy Asst. Attorney General By 12 PAY" C C ;L P~ rte, By-t~.✓e' Gtr APPROVED AS TO LEGAL Recorder SUFFICIENCY Date City Attorney 4 7 EXHI®IT'A' 99W TRANSPORTATION SYSTEM AND ACCESS MANAGEMENT STUDY SCOPE OF WORK PURPOSE The purpose of this project is to identify safety and operational problem areas on Highway. 99W through the City of Tigard; define and evaluate a range of management strategies and projects; and recommend a package of cost efficient proposals to improve operational Nle1 1t.~i and sQ 6C y Wnaistt viii i t1c vtcaState, r. y;vnal, anti ]%^.iwl IUI 9 ealVi i V ti i~ iiigiiio°Y°'ocy, while supporting existing and planned land uses along the corridor. Recommended actions will consist of transportation system management and access management techniques which are relatively low cost and which use existing capacity more efficiently. STUDY AREA Pacific Highway West in Tigard BACKGROUND 99W is a principal arterial connecting Portland and communities to the Southwest; it moves large amounts of commuter and recreational traffic. It is a State-owned Access Oregon Highway which must conform to certain state standards. It is also a major commercial district with many types of busy activities that attract trips, conflicting turns and congestion. Improvements on 99W have implications for the region. The regional transportation plan identified the need for improvements to 99W in Tigard. ODOT has conducted studies of this corridor. The results of the western bypass study will affect traffic on 99W as will the proposed Barbur LRT study, the Metro's 2040 effort, the RTP update. Whatever the results of these studies, mobility and safety need to be improved on 99W. This study will identify low cost interim improvements that will not preclude, as much as can be determined, mode assignments, functional classification and associated multi modal improvements these other studies may recommend in this corridor. STUDY This study will review existing conditions and identify points of conflict, accident locations, and unsatisfactory service levels. It will explore a range of low cost actions and projects to improve nobility, safety and access on 99Wand determine and discuss their costs and benefits. It will. involve and inform the business comnnunity and general public and build a consensus for a series of road improvements and regulatory mechanisms. OPTIQ'a CONSIDERED IN STUDY • Access management techniques such as consolidating driveways, dosing off non- essential driveways and streets, adding frontage roads and medias; iA '®n of missing links in local street system to avoid reliance in state highway for direct access to abutting land uses. This option includes assigning an access manage- rnent category and designing regulatory mechanisms for implementation by CITY in coordination with ODOT road approach parrI system. • ~'~s1GC•1/sF'E/S~i/ae~ wiwL~w.w.. mi nagernCint -,-roq ~t vv ___i - . G111 LIZILI I , aya~v-~ r ea i i rai icaycw a iiiit rT[S such as modifications t0 Signal system or lane striping patterns and adding turn lanes. • Improved signs to reduce driver confusion and last second lane switching. Any proposed improvements should either meet ODOT standards or an exception should be justified, in accordance with established ODOT procedures. PROPOSED CONSULTANT SCOPE OF WORK The following tasks are those for which the consultant will be responsible. The CITY, working with the project management team, will establish a policy and technical oversight mechanism, and design and implement a public participation and information program that complies with Tigard comprehensive plan requirements. The project management team will review the consultant's report and make recon nrendations to the appropriate policy boards. The CITY will provide the consultant existing data and reports including: a p--ef- d base maps; copies of the comprehensive plan and other policy documents; existing land use, natural resources, and zoning maps of the study transprrtn or rea; existin relevant traffic count and accident ir~fomation; applicab le atio other re avant studies an previously considered projects and deslgns; and any other relevant infomration the consultant may need to carry out the technical wo k described in the Scope of Mrk. The CITY will provide guidance to the consultant in defining transportation operational deficiencies and in developing and evaluating alternative improvement or management strategies for overcoming those deficiencies. CONSULTANT TASKS • Develop study methodology. • Gather and analyze existing studies and applicable policy statements; create databases and maps. • Identify trouble areas and deficiencies. u Inventory existing conditions, emphasizing trouble areas, including, but not limited to the width and condition of travel lanes, bicycle lanes, sidewalks, signals, signs and other traffic control devices, accident history, traffic volumes and delay times; adjacent existing and planned land uses; location, width and spacing of existing drivemys. • Identify range of possible improvements including design, management and regulatory approaches. • Determine and discuss total social impacts of each improvement, quantifying where possible or giving magnitude and direction of each. Determine who benefits or bears cost. (Evaluate improvements on other criteria including compatibility with future improvements determined in consultation with management team. • Attend and make presentations at 5-6 public meetingsthearings. Develop a package of recommended improvements and implementation techniques. • Provide a final report including evaluated improvements, recommendations and appropriate graphics. PROJECT MANAGEMENT i ne 9vv TSfvi study will be managed jointly by the City of Tigard and ODOT. The City of Tigard will administer the project and provide staff, support. Tigard and ODOT will establish a project management team consisting of two representatives from the Tigard 99W Task Force, t*,-,~ representatives from ODOT, one from Tigard CITY Staff, and one from Wtro based on availability. This policy oversight committee will meet regularly with and direct the consultant and the study. The management team will make decisions by consensus. AGENDA ITEM # 3.5 For Agenda of A-AUn Qa t CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Disposition of substandard parcels from the Gaarde Street Realignment Project s PREPARED RV; DEPT HEAD Ulf A CITY ADMIN OK -ISSUE BEFORE THE COUNCIL Shall the City Council offer certain parcels of property left over from the Gaarde Street improvement for sale? STAFF RECOMMENDATION Staff recommends that the parcels be offered for sale in accordance with TMC 3.44. INFORMATION SUMMARY On April 27, 1993 the City Council approved Resolution 93-15 which authorized the sale of three substandard parcels of property left over from the Gaarde Street Improvement. The resolution set minimum terms of the sale of each parcel and directed the Finance Director to proceed with a sealed bid sale. A sealed bid sale was held on May 27, 1993 at which no bids were received. ffift'l this date, the City still owns the property and continues to offer them for sale at the established minimum terms. The City Council amended TMC 3.44 in March 1994 for the purpose of streamlining and simplifying the surplus property sale process. The new process for disposal of substandard property such as these parcels requires Council to determine whether or not to offer the property for sale. The Council must then direct staff to proceed with the sale, find interested buyers and negotiate for the sale. After reaching an agreement with a prospective buyer, the agreement will be presented to Council for approval before the sale is final. Although these parcels were appraised for a total of $4,200, no bids were received at that price. Because substandard parcels such as these generally only have value to adjacent property owners, the appraised value has little relevance to the amount they can be sold for. The new procedures therefore do not require Council to establish a minimum acceptable price but rather leave the price at which the parcels will be sold to the negotiation process. In order to proceed with the disposal of these parcels, the Council must approve the attached resolution. OTHER ALTERNATIVES CONSIDERED Keep the parcels for City purpose. FISCAL NOTES Norte w, GARDEN P ARK pi ACS S. u's _ Lfl~ 13 4 LdS $ L4~ kcDGt4 ALD STR o - r u, GPWO NEW v Q~ s yr c ~qAR©e S _ ~FEr rte- , 4.61 268-2 ISO 113 AGENDA ITEM # For Agenda of 3-22-1994 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Award construction contract for the 121st Avenue Bi a h project PREPARED BY: G Alfso DEPT HEAD OK CITY ADMIN OK' ISSUE BEFORE THE COUNCIL Award the construction contract to the lowest responsible bidder, Parker Northwest Paving, for the 121st Avenue Bikepath project. STAFF RECOMMENDATION Award the contract to Parker Northwest Paving and authorize the City Administrator to sign the contract. INFORMATION SUMMARY The project will widen the existing pavement of 121st Avenue as necessary and add striping to provide 5' paved bike lanes on both sides of the road from Walnut Street to Scholls Ferry Road. The project has been approved by the Oregon State Bicycle/Pedestrian Program Manager. The State is providing 800 of the cost of the project, up to $50,000, for the project. Eight bids were opened on March 8, 1994 for the 121st Avenue Bikepath project. The bid results are as follows: Parker NW Paving, Oregon City $ 77,862.00 All Concrete Specialties, Vancouver $ 80,879.90 Eagle/Elsner, Tigard $ 94,763.75 Kerr Contractors, Tualatin $ 98,594.00 Western Paving, Portland $ 98,837.00 Cassetta Const. Portland $ 98,878.41 Hal's Const. Oregon City $101,455.00 Baker Pock, Beaverton $123,277.13 The engineer's estimate was $ 65,000.00 OTHER ALTERNATIVES CONSIDERED FISCAL NOTES Funding for this project is provided from the $50,000 State of Oregon grant and the 93/94 CIP. The CIP funding was based on the total cost of $65,000 less the grant. Additional funding $15,000 will be necessary to construct the project. ga\121-bike.ss MEMORANDUM CITY OF TIGARD, OREGON TO: Randy Wooley FROM: Gary Alfson DATE: March 10, 1994 SUBJECT: 1218t Avenue Bikepath On March 8th eight bids were opened for the project. The low bid of $77,862 exceeded the project budget and engineer's estimate of $65,000. The next two bids were $3,000 and $17,000 higher. Therefore I believe the low bid is responsive. The higher cost is mostly due to underestimating the cost of the pavement widening and guardrail. Funding was proposed as $50,000 from the State grant and $15,000 from the CIP budget. The State grant cannot be increased. Our options are to reject the project „ reduce the scope of the project, readvertise the project or increase the CIP funding. If we reduce the scope of the project we will lose the State grant money. Since we received 8 bids I do not believe we will get a lower bid if we readvertise. We have held a project meeting with the affected property owners and also notified the school district. We, have received a favorable response from everyone except one property owner. The project will provide a safe and viable one mile long bike path, and pedestrian path where there are no sidewalks, which will be used by school children, commuters and exercisers. Rejection of the project is not recommended. The additional funds must come from the City CIP budget, increased from $15,000 to $30,000 including a small contingency. In review of the 93/94 CIP project expenditures I have concluded we have a combined savings of $26,000 from the Bonita Railroad, 96th Avenue, Pavement Major Maintenance Program and 79th Avenue Projects. I recommend we designate an additional $15,000 towards this project from the CIP and award this project to Parker N--W Paving. ga\121-rv.m= x ~ ANIL AGENDA ITEM # b, For Agenda of March 22, 1994 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Authorization to advertise for bids for the North Dakota Street 1211 Water Transmission Line Capital Improvement Project. PREPARED BY: Michael Miller DEPT HEAD OK CITY ADMIN OK ISSUE BEFORE THE COUNCIL Shall the LCRB authorize advertisement for bids for the North Dakota Street 1211 Water Transmission Line Capital Improvement Project? STAFF RECOMMENDATION Authorize the Maintenance Services/Water Division to advertise for bids for the North Dakota Street 1211 Water Transmission Line Capital Improvement Project. 0 INFORMATION SUMMARY In accordance with the City's purchasing rules, authorization is requested to advertise for construction bids for the North Dakota Street 1201 Water Transmission Line Capital Improvement Project. The justification for this project comes from the Engineering Study of 1990 that recommended this pipeline. This area of our service area lacks a large diameter water main and is in need of reinforcement and looping. This is the beginning of a program that will eventually utilize existing 1211 lines on North Dakota (west of SW 121st Avenue) to complete a loop between Scholls Ferry Road and Tiedeman Street. The second phase of this project is included in the 1994-95 fiscal year budget. After construction bids are received, LCRB review will again be required prior to awarding a contract for the project. - - OTHER ALTERNATIVES CONSIDERED FISCAL NOTES - - This project was adopted and approved by the Tigard Water District Board of Commissioners and the Southeast Washington County Joint Water Agency Board of Directors. This project is fully funded from System Development Charges. i e AGENDA ITEM # 3. Co c, For Agenda of 3-22-1994 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Award nstruction contract for the Bull Mountal/xi Road Shoulder Imoprovements PREPARED BY: G Alfson DEPT HEAD OK CITY ADMIN OK ISSUE BEFORE THE COUNCIL Award the construction contract to the lowest responsible bidder, Morse Bros., for the Bull Mountain Road.Shoulder Improvements project. STAFF RECOMMENDATION Award the contract to Morse Brothers and authorize the City Administrator to sign the contract. - INFORMATION SUMMARY The project will widen the existing pavement of Bull Mountain Road to provide 5' paved shoulders for a continuous pedestrian/bike lane on both sides of the road from 99W to 150th. The project is part of the Washington County MSTIP. The widening will occur on one or both sides of the pavement followed by a full width overlay and striping to 150th. The overlay is part of the Washington County annual maintenance program and was added to this project in order to reduce costs and provide a better finished product. Ten bids were open on March 1, 1994 for the Bull Mountain Road Shoulder Improvements project. The bid results are as follows: Morse Brothers, Sherwood $451,971.50 N-B Hatch Co. Portland $459,071.00 Clearwater Const. Tualatin: $483,591.00 Western Paving, Portland $494,419.60 Kerr Contractors, Tualatin $524,302.25 Parker NW Paving, Oregon City $542,750.10 Northwest Earthmovers, Tualatin $551,190.00 Baker Rock, Beaverton $553,007.00 Eagle/Elsner, Tigard $571,177.00 Benge Construction, Tualatin $589,818.50 The engineer's estimate was $500,000.00 OTHER ALTERNATIVES CONSIDERED FISCAL NOTES Funding for this project is provided from the Washington County MSTIP. The $500,000 MSTIP funds have been deposited with the City. The funding for the overlay will be provided from the County Maintenance budget. qa\bu11-mtn.ss AGENDA ITEM # to d. For Agenda,of. 3-22-1994 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Award construction contract for the Maintenance S i es Yard Paving, Parkin Structure and Pedestrian Bike Path ro'ect PREPARED BY: G Alfso DEPT HEAD OK CITY ADMIN OR ISSUE BEFORE THE COUNCIL Award the construction contract to the lowest responsible bidder, Eagle/Elsner Inc., for the Maintenance Services Yard Paving, Parking Structure and Pedestrian/Bike Path. STAFF RECOMMENDATION Award the contract to Eagle/Elsner, Inc. and authorize the City Administrator to sign the contract without construction of the Parking Structure. The decision whether or not to proceed with the parking structure should be deferred pending the City Administrator's recommendation. INFORMATION SUMMARY The project includes paving the existing Maintenance Services gravel parking lot, constructing a covered parking structure for the maintenance vehicles and extending the Fanno Creek ped/bike path to Ash Avenue. The bid exceeded the budget for the paving and parking structure, however the budget included a washrack which has been deleted. Therefore funds are available for the paving but an additional $25,000 is required to construct the parking structure. Ed Wegner and Pat Reilly are currently evaluating the options available and will be making a recommendation whether to proceed on the parking structure or not. Nine bids were opened on March 8, 1994. The bid results are as follows: Eagle-Elsner, Tigard $192,135.00 Parker NW, Oregon City $201,474.00 Baker Rock, Beaverton $205,520.30 Western Paving, Portland $212,271.00 Benge Const, Tualatin $227,206.75 Clearwater Con, Tualatin $227,767.50 Hal's Const, Oregon City $229,772.00 Morse Bros, Sherwood $266,325.00 Kerr Contr, Tualatin $280,016.00 The engineer's estimate was $165,000.00 OTHER ALTERNATIVES CONSIDERED FISCAL NOTES Funding for the paving and parking structure is provided from the General Capital Improvements. Funding for the ped/bike path is from the Park Levy and Washington County MSTIP II Bikeway Funds. Iqa\main-ser.ss s --mlsomms. OEM MINUDIM MEMORANDUM CITY OF TIGARD, OREGON TO: Randy Wool^y FROM: Gary Alfson 1/1~[ DATE: March 14, 1994 SLT'3JECT. Maintenance Services Yard Paving, Parking Structure and Ped/Bike Path The low bid of the nine bids received exceeded the available budget items for the paving and parking structure. The bid schedule was divided into three schedules; Schedule A for the paving, Schedule B for the parking structure and Schedule d for the ped/bike path. The bid for the pathway is within budget. The budget for the paving is $82,200 and the bid is $92,020. The budget for the parking structure is $32,300 and the bid is $72,000. These items are budgeted from the General Capital Improvements fund which also included $26,800 for an equipment washrack, which has been deleted from this project. The washrack has been deleted due to the possibility that the USA treatment plant may provide facilities to empty the sanitary sewer and storm drain flush trucks and the water department and adjacent fire station may go together to construct a vehicle wash rack. The total budget is $142,600 for the paving, structure and washrack. The bid is $21,490 over the budget. With a minimal contingency to cover miscellaneous costs we would need an additional $25,000 to construct the paving and parking structure. I believe the bid is responsive. Therefore our options are to either reduce the scope of the project, increase the budget, or to reject the project. Reducing the scope of 'the project would include removing items from the structure or reducing the area of the paving. Possible deletions from the parking structure would be to delete the enclosed portion for a savings of $6,000, delete the electrical system for a savings of $2,000 and to reduce the size of the structure for a savings of approximately $6,000 per 12 feet in length. These deletions would not save enough money to keep the structure within budget and would decrease the function of the structure substantially. Ed Wegner is researching the options available with Pat Reilly and will be making a recommendation to Council whether to construct the structure or not. The largest area we could delete from the paving would be 7,500 square feet for a savings of $4,500. We could also delete the fence repair for a savings of $3,000, however the fence is in _poor condition and would need to be repaired in the near future. I recommend we award the bid for the paving and ped/bike path with the condition that the parking structure not proceed until further notice. qa\main-rw.mem t f i1 AGENDA ITEM # "T For Agenda of . as CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Disposition of Main Street Properr. PREPARED BY: DEPT HEAD OK CITY ADMIN OK ISSUE BEFORE THE COUNCIL Shall the C .Flilfar property ty 1 a.vCa+k. a~. -'...7cu 1 `5A')n yW Main CotrcPf_ PA r.' 1ty Council osi. ic.z~v sale, and if so, at what minimum acceptable price? STAFF RECOMMENDATION Staff recommends that the property be offered for sale and that the minimum bid price be set at $92,500. INFORMATION SUMMARY The property considered for sale is located at 12420 SW Main Street. The City has owned this 2,900 square foot building since the early 1960s. It is currently leased to the Chamber of Commerce and is used in part for the storage of city surplus and records. The City Council was advised in April of 1992 of the costs to upgrade the building to meet ADA standards and maintenance needs. The property was appraised in may of 1993 for $92,500. On September 28, 1993 the Council was presented a staff report identifying a variety of alternatives and the associated financial outcomes in order to determine whether the property should be disposed of or improved. t After allowing the Chamber of Commerce time to consider their alternatives, the Council, on December 21, 1993 asked that staff prepare a report on the sale of the property. Tigard Municipal Code requires that if a property of this nature is proposed for sale, a hearing must be advertised and held to solicit public testimony to determine if a sale is in the public interest. After the hearing, the Council determines whether it will offer the property for sale and what the minimum acceptable terms will be. If the property is offered for sale, the sale will be advertised and sealed bids will be solicited based on the minimum terms. OTHER ALTERNATIVES CONSIDERED 1. Chance minimum terms and hold sale. 2. Keep property and put to city use. FISCAL NOTES Net proceeds from sale of property will be deposited to the General Fund. ti• ]MEMORANDUM CITY OF TIGARD, OREGON TO: Pat Reilly, City trator FROM: Wayne Lovtry, Finance Director DATE: August 24, 1993 The City of Tigard acquired property located at 12420 SW Main Street in 1963 from U.S. National Dank. During the 1960s and 1970s the property was leased to an Engineering firm and later occupied by the City. Sinc a moving City Hall to a location on Durnham► Street, the City has leased space to the Tigard Chamber of Commerce. An appraisal of the property was completed in May of 1993 which placed the value of the property at $92,500. 1 nis value Was Sl1DS~ "WU iii ` ULM BIJFL OLMU a k j.",i, u: U" by a market comparison and a market lease rate comparison. In owning the property, the City currently receives monthly rent from the Chamber of $350. In addition, the City incurs certain expenses each year related to the property as follows: Chamber rent - $4,200 Property tax 900 Insurance 500 Building maintenance 200, Total Expenses 1,600 Net income per year $2,600 The net income shown above does not include any reserves to replace depreciable items in the future such as 'the roof, carpeting, or the HVAC system. The Chamber lease agreement indicates that they are only leasing 1,050 square feet of space for $350 per month, or $4 per square foot per year. According to the appraisal report, the market lease rate is $.50 per square foot. In addition, the appraiser concluded that there are 2,625 leasable square feet in the building. This would suggest that the building is significantly under leased given the current arrangement. AIL The appraisal report suggests the following annual income analysis at comparable market rates. Gross lease income 15,480 Expenses/Reserves Prowztv taxes 2,130 Insurance 500 Maintenance & supplies 1,000 Reserves 720 Mmnagement 738 Vacancy/collection loss 777 Total Expensea (5,865) Estimated Annual Net Income 9 615 The reserves cover carpeting, roofing, and HVAC systems and the management fee is calculated at 5% of the annual lease amount. It should be noted that the City currently uses 535 square feet of leasable space for storage of surplus equipment and Records. The storage of surplus equipment will no longer be needed after the Auction however, arrangements will have to be made for records storage if the current use of the property is changed. During my review of this property, I determined that certain improvements to the building will he necessary if the City wishes to keep the building for an estimated total cost of $18,350. A review of the building was completed in June of 1992 by Asbestos Resources Inc. They estimated that removal and/or encapsulation of suspect materials in the Chamber building would cost $1,350. There has also been a concern that the electrical system in the building is not up to code and is dangerous. A bid from Frahler Electric in April of 1993 indicated that rewiring would cost $7,000. In addition, the ADA may require certain access improvements that will have to be in place by ,1/26M. It is somewhat unclear exactly w..I ich improvements will be required, however, the cost has been estimated at $10,000. cone I believe the City has four alternatives at this point ruing the Main Street property 1.. Continue current arrangement. With this alternative, the City would continue to lease space to the Chamber of Commerce at the current rate and use portions of the building for storage. The City would break even each year after providing for the replacement of depreciable items in the future. In addition, thq City would have to make the required improvements estimated at $18,350. The.City currently does not have such funds earmarked in the titre year plan, but they would have to come from the General Fund. 2. Sell property as is. The appraisal suggests that the property could be sold for $92,500. The asbestos abatement would have to be done, however, the electrical work and ADA improvements would be done by the buyer as necessary. The City could net an estimated $30,000 to $85,000 depending on negotiation and closing costs. 3. Make improvements, lease at market. The City could make the necessary code and ADA improvements with the intent of leasing the space at its market value rather than at a subsidized rate as it is now. '-leis option would cost the City $18,350 in upfront improvements, but would then generate an estimated net cash flow each year of over $7,000. 4. Use property for other public purpose. The City could terminate the lease with the Chamber and use the property for some other public purpose. This could include city office space, storage, a community facility, or various recreation uses. A major drawback to this type of use is the lack of parking near the building. The costs associated with this alternative would depend upon the ultimate use of the facility. The asbestos abatement and some of the ADA improvements would most likely be required. In addition, there would be costs associated with remodeling the interior to suit the desired public use. The City's decision on what to do with this property is, fnianc:ial in nature, but is driven by higher level policy choices. The City Council roust decide its policy related to v; a v-w-nership of surplus city property. Does the Council want to be the landlord Of commercial property? Does the Council wish to keep the Chamber of Commerce as a tenant in the building? Does the Council want to preserve this property for future City use? Does the Council want to keep a City presence in the downtown area through property ownership? 7 ORO ]Policy choices such. as those mentioned above may impact the alternative to be adecte& prom a financial perspective, notwithstanding other considerations, the following table depicts the financial outcomes of the four alternatives shown above. Assumptions include activity over a 10 year period, inflation at 3% per year, and interest at 4.6% per year. Income and expenses are projected at today's levels understanding that any increases in expenses would be offset by increased lease rates. #1 # 2 #3 #4 Alternative Current Sell Market Public Use Income Sale Proceeds 85,000 Interest 46,750 Lease Revenue 42.000 154.800 0 Total Income 42,000 131,750 154,800 0 Expenses Property Tax 9,000 21,300 ? Insurance 5,000 5,000 Maint & Supplies 2,000 10,000 Reserves 7,200 7,200 Management, 0 7,400 Vacancy/Loss 0 7,750 Records storage 0 7,000 7,000 Total Expenses 23,200 7,000 65,650 Net Income 18,800 124,750 89,150 0 Improvement Costs 18,350 0 18,350 18,350 Net cash flow 450 124,750 70,800 (18,350) Value of Building 114,000 0 114,000 114,000 Total Value '@ 10 yrs. 114 450 1124,750 1184,800 195,650 The above analysis indicates that the best financial alternative is to make tlaa improvements and lease the property for the market rate. This produces a positive net cash flow of $70,800 and retains the building. The sell alternative and continuing the current arrangement produce sim iar financial results, however, the sell alternative requires no ongoing effort or risk by the City. Recommendation a. of the City Council sloes not want to be in the position of landlord and sees no overwhelming need to keep the property, I would recommend the sale of the property. The process for sale is outlined in TMC 3.44 and would provide for a public hearing, a sealed bid opening and then listing with a realtor until Paold. b. If the Council does not mind the landlord situation, and city ownership of property in the downtown area is desirable, the building should be kept, improved and leased at market rates. i M%LOGINXAUCE%WAYM VlAIlQS4TiPTY 15211111M iiii~iiiiii~lillililli~ill''! !111! ~ 11 1 11, t COUNCIL AGENDA ITEM e a CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY AGENDA* OF: Sept. 28. 1995 DATE SUBMITTED: ISSUE/AGENDA TITLE: PREVIOUS ACTION: Ain Street Prou%rty 'DisipositigA 4., PREPARED BY: P-M DEPT HEAD OR CITY ADNIN OH REQUESTED BY: O COUNCI ISSUE B Future of the City°s property on Main Street STAFF RECOMMENDATION Staff recommends that the Council authorize staff to proceed with the sale of the property. INFORMATION SUMMARY At-cached please find a financial analysis and discussion of the subject, as prepared by the Wayne Lowry, Finance Director. ]PROPOSED ALTERNATIVES 1. Retain and improve building and lease at market rates ? _ 4Aa~ a+fi°a i n ~~-af-nc cram _FISCAL NOTES Please see attached. Aft MEW X ceq)k - I `i,.~ I jG3 IZZ . C k1Gmbml r3l . Non- Benda Items: C' 11 advised that under Agenda Item 5 (water issues of actions had been Council consideration. All would be postponed until next week. City Administrator Reilly note Bullard, otiator, will brief Council during Exec ' • n about the upcoming negotiate the Tigard Police coation. 2. DISCUSSION AND CONSIDERATION - CHAMBER OF COMMERCE OFFICE BUILDING City Administrator Reilly advised the City had been waiting to hear from the Chamber of Commerce as to what interest they would have in the building located on Main Street;. City Administrator Reilly advised he would recommend placing the building on the market for sale. The Chamber of Commerce is looking at options to relocate and has asked for some assurances to remain in the building until July. It is anticipated the staff would be coming to Council in January for an official declaration of the building as surplus. Discussion followed. In response to Council questions, Mr. Jim Nicoli, Chamber of Commerce representative, relayed some of the options the Chamber has been reviewing. One of the problems with the Main Street location is lack of parking. Also, the Chamber has limited funds. Mayor Edwards noted Council would need to discuss the disposition of the building in an Executive Session to determine how to best proceed in the public's interest and review the options. He noted the process must be fair to all parties if it is decided the building should be disposed of. He advised he would have no problem with allowing the Chamber of Commerce to stay until July. City Administrator Reilly noted the issue before Council was to decide whether they wished to invest in the property or to proceed with disposal of the property. Councilor Hawley asked whether the City wanted to maintain a presence on Main Street. Mayor Edwards said he did not think a presence on Main Street was necessary. Councilor Hunt concurred, noting he did not think this would be a wise economic decision. Councilor Fessler suggested the building could be marketed in different ways. She also noted the City may want to retain it as a Community Policing or bike patrol outpost. She added that other non-profit organizations such as the YMCA might be able to use part of the building. CITY COUNCIL MEETING MINUTES - DECEMBER 21, 1993 - PAGE 2 Councilor Schwartz recalled that when the new City Ball was located and built on the Bali Boulevard site, it was the thinking that the fire and water buildings would also be located in this vicinity thereby establishing a core area of government offices. He advised he would not want to have another City office on Main Street. After discussion, consensus of Council was that staff sl oudd P.--m-re a report to C.- uncil on u hey sale of the building for a presentation in January, City Administrator Reilly noted options would be presented to Council, as well as information on the appraised value. v. UPDA'T'E - PLANNING COMMISSION DECISION - COSTC HOLESALE - SDR 93-0019/PDR 93-0010 City Administrator Reilly noted that Councilor Fessler ed for a review of the tanning Commission decision for the Costco devel ent. Co unity Development Director Murphy nevi ed the type of development. The follows a key points of his summary: • 156, square foot store (b ' ing would be about 4 acres in size) • Constru n will stay out a wetlands area ' • 849 -parkin aces • Several house ll moved out • Almost all trees a site will go AIM& • There will be " um - off retaining -W-- d- 11' s • New trees a plan • Access a off of Da uth Street • Lands ing concerns by a Planning Commission resulted in the re ement of screening on th ighway 217 side • objections were expressed at Planning Commission level • e area is zoned commercial with a nned development overlay cuncilor Fessler reported it was her understan that this will be the largest of all the Costco stores. She asked whether a four-ac building was what the City wanted as the gateway onto Dartmouth Street (Trian area)? She noted staff had thought that 515 parking spaces would be enough, b ostco added several hundred more, resulting in what appeared to be a great exce Councilor Fessler suggested some creativity could be used with parking to inate the large amount of asphalt on the site. Community Development Director Murphy noted Costco did explore ouple of alternatives t save many trees. Mr. rphy e Development Code sets the minimum n ace ut no maximum. According to Costco's experience, they determined the nu parking spaces needed. CITY COUNCIL MEETING MINUTES - DECEMBER 21, 1993 - PAGE 3 AGENDA ITEM For Agenda of CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Consolidation of water, sewer__and storm drain billing. PREPARED BY: DEPT HEAD OK CITY ADMIN OK ISSUE BEFORE THE COUNCIL Shall the Tigard City council approve the consolidation of sewer and storm drain billings with water billings. STAFF RECOMMENDATION Staff recommends that these billing operations be consolidated. - INFORMATION SUMMARY The City has for many years billed customers within the City limits for sewer and storm drainage charges on behalf of USA. The Tigard water district has billed its customers for water services. Because many of the customers billed by Water department are also billed by the City, we would like to consolidate both billings into one common billing. In our examination of this issue, we have found that about 8,000 accounts. are aftcommon to both water and the City. This proposal entails consolida_t;ner thAGe accounts by June 30, 1994. Other accounts within the Tigard water system are not billed for sewer by the City. These include King City, Durham, and the unincorporated areas. In addition, a portion of the City is billed by the City for sewer but is outside the Tigard water system. In the future, we envision billing all accounts within the Tigard water system for both water and sewer. After common accounts are successfully consolidated, we will pursue consolidation of the other accounts with surrounding agencies. we propose to add current sewer and storm drain billings to existing water accounts for all accounts common to both systems. The existing water meter reading and billing cycle will remain unchanged. The only difference will be that customers bills will include not only two months of water charges but also two months charges for both sewer and storm drain. As a result of this consolidation, customers will be able to write only one check for these services every other month in place of the three checks they write now. In addition, because postage, billing materials and labor costs will be reduced, an estimated savings of $2,500 per month will be realized. This issue was discussed with the Intergovernmental water board on February 23, 1994. The attached resolution approves the concept of consolidated billing and directs staff to move ahead with its implementation. a OTHER ALTERNATIVES CONSIDERED A)Leave billings separate. dft B)Wait_to consolidate billings until some future date. FISCAL NOTES Consolidation of billing will reduce costs an estimated $2,500 per month. Savings realized through consolidation will be shared among the water fund, the sewer fund, and the storm drain fund. g