City Council Packet - 05/16/2000r
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PUBLIC NOTICE:
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 interpreter for persons with speech or hearing impairments;
and
O 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, x309 (voice) or 684-2772 (TDD - Telecommunications Devices for the Deaf).
SEE ATTACHED AGENDA
COUNCIL AGENDA - MAY 16, 2000 - PAGE 1
AGENDA
TIGARD CITY COUNCIL WORKSHOP MEETING
MAY 16, 2000
6:30 PM
1. WORKSHOP MEETING
® Call to Order: Mayor Nicoll
Pledge of Allegiance
® Council Communications U Liaison Reports
• Call to Staff and Council for Non Agenda Items
6:35 PM
2. TIGARD MUNICIPAL COURT ANNUAL REPORT AND MEETING WITH
JUDGE O'BRIEN
a. Staff Report: City Administration Staff
b. City Council Questions/Comments
7:00 PM
3. CITIZEN INVOLVEMENT TEAM FACILITATOR DISCUSSION
a. Staff Report: City Administration Staff
b. City Council Questions/Comments
7:30 PM
4. WEB PAGE UPDATE AND REVIEW
a. Staff Report: City Administration and Finance Staff
b. City Council Questions/Comments
7:50 PM
S. PAPERLESS COUNCIL DEMONSTRATION
a. Staff Report: Network Services Staff
b. City Council Questions/Comments
8:10 PM
6. PREVIEW OF THE COMMUNICATIONS PLAN
a. Staff Report: City Administration Staff
b. City Council Questions/Comments
8:25 PM
7. UPDATE ON COMMUNITY CONNECTOR PROGRAM
a. Staff Report: City Administration Staff
b. City Council Questions/Comments
COUNCIL AGENDA - MAY 16, 2000 - PAGE 2
~ • A
8:30 PM
8. WASHINGTON COUNTY CONSOLIDATED COMMUNICATIONS AGENCY
(WCCCA) PRESENTATION OF DRAFT INTERGOVERNMENTAL AGREEMENT
AND DISCUSSION OF PROPOSED $13.8 MILLION WCCCA LEVY
a. Staff Report: City Administration Staff
b. City Council Questions/Comments
9:15 P.M.
9. DISCUSSION ITEMS:
9.1 Criteria for Performance Review of City Manager
9.2 Discuss whether City of Tigard wants to become a Korean War
Commemorative Community
9:30 PM
10. COUNCIL LIAISON REPORTS
9:35 PM
11. NON-AGENDA ITEMS
9:40 PM
12. EXECUTIVE SESSION: The Tigard City Council will go into Executive Session under
the provisions of ORS 192.660 (1) (d), (e), (f) U (h) to discuss labor relations, real
property transactions, exempt public records, and current and pending litigation
issues. As you are aware, all discussions within this session are confidential, therefore
nothing from this meeting may be disclosed by those present. Representatives of the
news media are allowed to attend this session, but must not disclose any information
discussed during this session.
10:00 PM
13. AD]OURNMENT
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COUNCIL AGENDA - MAY 16, 2000 - PAGE 3
Agenda Rom No._,Z.►®,
Meeting of-17-1 i on
TIGARD CITY COUNCIL
WORKSHOP MEETING
MEETING MINUTES - MAY 16, 2000
1. WORKSHOP MEETING
e Call to Order
Council President Moore called the meeting to order at 6:36 p.m.
e Roll Call
Council Present: Councilors Paul Hunt, Council President Brian Moore, Joyce Patton, and
Ken Scheckla. Mayor Nicoli arrived at 7:25 p.m.
Staff Present: City Manager Bill Monahan; Asst. to the City Manager Liz Newton; City
Recorder Catherine Wheatley; Judge Michael O'Brien; City Prosecutor
Larry Blake; Information Processing Technician Nancy Loff; Court
Administrator Nancy Robinson; Network Services Manager Paul deBruyn
e Council Communications & Liaison Reports
e Call to Council and Staff for Non-Agenda Items
Bill Monahan, City Manager, mentioned the information on the City Manager evaluation
and the continuation of the discussion of the meals at Council meetings.
2. TIGARD MUNICIPAL COURT ANNUAL REPORT AND MEETING WITH JUDGE
O'BRIEN
Judge Michael O'Brien referenced his written annual report (see Council meeting packet
materiais). He discussed a program initiated by the Police Department (under the direction of
Officer Jim Wolf) to help Hispanic defendants obtain their drivers' licenses and auto.
Judge O'Brien discussed his conversation with the Assistant Attorney General with respect to the
court challenge to photo radar. He indicated that they agreed that there were no fatal flaws in photo
enforcement, and that it was unlikely that the Oregon Supreme Court would make a finding that
would eradicate photo radar in Oregon or prevent its implementation.
Judge O'Brien mentioned the recent increase to $35 of the mandatory "unitary assessment" fee
added on to every fine and collected by local jurisdictions for the State coffers. He stated that
municipal judges could no longer waive that fee in cases of financial hardship. He commented that
the increased revenues from the default program offset the decreasing fine revenues overall,
resulting in a wash. He observed that photo enforcement was likely to increase revenues, especially
since few people contested citations accompanied by a photograph (thus decreasing trial costs).
Judge O'Brien commented that the split of a $100 fine ($51 to the City, $49 to the State) was not
popular with municipal court judges because they ended up with higher fines for similar offenses in
comparison to the State courts.
Judge O'Brie:, mentioned meeting with the Hillsboro Court Administrator to discuss the possible
impacts on court procedures, resources and case disposition of the new teenage drivers licensing law
and of laws for other crimes arising out of the use of motor vehicles. He reported that they were
seeing a change in the composition of cases from Juvenile Court, such as giving false information to
police officers. He indicated that new categories of offenses and the need to find a way to avoid
juvenile recidivism would place a strain on their resources.
Larry Blake, City Prosecutor, commented that he expected Hillsboro to send an onslaught of
juvenile cases to the City in the next couple of years, as a means of decreasing Hillsboro's caseload.
CITY COUNCIL MEETING MINUTES - MAY 16, 2000 - PAGE 1
He referenced his background in sociology (dealing with juvenile delinquents) and his work as a
municipal court judge in a coastal town in characterizing this as an opportunity to give the kids the
personalized attention they needed to turn their lives around and not come back later in the adult
criminal justice system. He spoke to working with the kids in the community where they lived.
Judge O'Brien concurred, commenting that the Peer Court served as a good model of local
adjudication and local remedies.
Councilor Scheckla mentioned the problems of photo enforcement with drivers in leased or rented
cars and with cars without front license plates. He indicated his concern that some people got out of
the tickets. Judge O'Brien indicated that he saw no easy answer to the issue of cars without front
license plates, as the choice for the car owner was between a citation for a non-moving violation and
a photo radar citation possibly affecting insurance.
Judge O'Brien concurred that the throwing out of citations for commercial vehicles was a possible
loophole, but one that he would handle on a case-by-case basis. He discussed the implications of
the legislature recently folding traffic infractions into the larger area of traffic violations on the issue
of corporate or driver liability for traffic violations by the driver of a corporate vehicle. He agreed
that the processing problem that created separate classes that were automatically excluded from
application of the law caused problems. Mr. Blake agreed with Judge O'Brien that the court system
would have to respond to the clever ways people thought up to get around the law.
Council President Moore asked what percentage of photo radar tickets were not enforced. Judge
O'Brien said that 40% of the photos taken did not receive citations because of photo quality or other
reasons. Council President Moore pointed out that the City, did not pay for photos taken and not
cited.
Councilor Scheckla asked what they gained by photo radar, given that fewer people got off from an
officer-written citation. Council President Moore explained that they probably got 60% more people
cited using photo radar and increased safety by making people think twice about speeding.
Councilor Scheckla asked what kind of Code enforcement issues came before the court. Judge
O'Brien observed that the fewer Code enforcement cases he saw, the more situations staff
successfully resolved without the expense of a hearing. He mentioned hearing a few temporary sign
and rubbish cases in the last six months. He said that if the person complied and it was his/her first
time through the process, he lowered the fines substantially (while still recouping the City's
administrative costs). Mr. Blake commented that his preference for these cases was also
compliance, concurring with the Judge that, theoretically, these cases could involve very high fines.
Judge O'Brien discussed how the educational process of photo enforcement should help to reduce
speeding by Tigard residents quickly and eventually reduce speeding by the transient population on
their way to somewhere else. He indicated to Councilor Scheckla that five Oregon cities had photo
radar.
3. CITIZEN INVOLVEMENT TEAM FACILITATOR DISCUSSION
Liz Newton, Assistant to the City Manager, introduced the CIT facilitators: Basil Christopher,
Wayne Pruner and Mike Benner. She presented the recommendations of the CIT members with
respect to the changes to the CIT program discussed over the last several months.
Ms. Newton confirmed to Councilor Hunt that the installation of cameras in the Town Hall included
an upgrade to the sound system and microphones. She reported that TVCA indicated that it had the
time available to cablecast the CIT meetings live from Town Hall, per the CIT recommendations.
Ms. Newton noted the recommendation that the staff educate the citizens on how to get involved in
what was going on in the city and how to participate in the governmental process. She mentioned
the members' desire to have staff available before the meeting started at 7:00 p.m., to include a
"Visitors Agenda" section during which attendees could raise concerns or issues to the group, and to
allow cableviewers to access the CIT meetings from home via e-mail. Mr. Pruner suggested
CITY COUNCIL MEETING MINUTES - MAY 16, 2000 - PAGE 2
allowing participation by phone also.
Councilor Hunt asked for clarification on the staff presence at the CIT meetings. Ms. Newton said
that they intended to have staff present from the departments most likely to get questions, such as those
or
Engineering
s time and
down aon staff tim
at the CIT Community meeting o nly e from 630 pm. to 700 p.m. also pointe out
staff members
cost.
Councilor Scheckla asked what the cost was of cablecasting the CIT meetings. Ms. Newton
indicated that they intended to reduce the costs by training volunteers to run the equipment and
relying less on the TVCA paid staff.
Councilor Scheckla asked how many people actually discussed the changes. Ms. Newton agreed
that it was a small number, mentioning 13 attendees at the May meeting. Council President Moore
pointed out that the numbers were similar to a Task Force making a recommendation. Ms. Newton
held that they were likely to reach more people, not necessarily more attending the meetings, but
more watching the meeting on TV. She indicated that in six months they would do a survey to
evaluate the number of people accessing the meeting via television to see if it was worthwhile to
continue the cablecast.
Councilor Scheckla asked if the facilitators thought that cablecasting the meetings would help
improve attendance. Mr. Christopher agreed with Ms. Newton that the same people might attend
the meetings but they would achieve greater citizen involvement by including those at home.
Council President Moore commented that it was up to the people with concerns to use the number
of forums that the City made available for voicing those concerns. Mr. Benner remarked that
holding the meeting at City Hall, a more formal location, could change people's attitudes towards
the CIT.
Mayor Nicoli arrived at 7:25 p.m.
4. WEB PAGE UPDATE AND REVIEW
Cathy Wheatley, City Recorder, introduced Nancy Loff, Information Processing Technician,
the staff person responsible for the City's webpage. Ms. Loff commented that the City's website
represented a collective effort of time and talent. She reviewed the highlights. She observed that
the listing of all current bids should reduce the number of calls received at Engineering and
Purchasing. She mentioned that the Police Department's Complaint Page continued to work well.
She noted the Municipal Court's study of the feasibility of secure online payments of fines, and the
City Administration's goal to incorporate an interactive search engine, once they finished putting
the rest of the Tigard Municipal Code online alongside the Community Development Code.
Mayor Nicoli mentioned a concern he heard about having to download a whole section of the Code
as opposed to just one paragraph. Ms. Loff explained that someone should be able to cut and paste
a single paragraph, as the City used a basic file format compatible with many word processing
softwares.
Ms. Loff noted Community Development's efforts to reduce foot traffic at the counter by making
the most requested forms available online. She mentioned using an outside consultant to set the
City's Tidewater program to provide online permit tracking, zoning and parcel information, and
electronic plan submittal as part of providing a higher level of customer service. She noted the
Finance Department's interest in partnering with PGE on a "one-stop shopping" premise for all
utility hook-ups, scheduled for June 2000 at a cost of $10 to the City.
Ms. Loff mentioned a goal to offer an online volunteer questionnaire at the Volunteer Page. She
noted that the Library offered a direct link to Wilinet ont its page and advertised its programs on the
Calendar of Events. She reported that the Jobs Opportunity Page has accumulated over 17,000 hits
since January 2000, twice as many as the City homepage. She referenced their work to get the
website to pop up on the larger search engines, and the home page link to Netstats. She pointed out
the sections on construction projects, the Walnut Island Annexation, the Washington Square
CITY COUNCIL MEETING MINUTES - MAY 16, 2000 - PAGE 3
Regional Center Plan, the proposed Transportation Bond, and Tigard Beyond Tomorrow.
Mayor Nicoli asked how much staff estimated it would cost for outside consultants. Ms. Loff
indicated that she did not bring the price ranges with her. She explained that they would not know
the costs until they had specific improvements to ask the vendors to price. She discussed creating a
priority list ranked in order of highest priority before sending out an RFP. Nadine Robinson,
Court Administrator, agreed that they needed a comprehensive plan first.
Councilor Moore discussed his interest in an online permit payment system. Mayor Nicoli
discussed the possibilities of a search engine for the City website. He mentioned putting the City
logo on each page of the website to identify clearly where a person was at.
The Council discussed including non-City sponsored events occurring in the city on a webpage at
the City's website, such as the Farmer's Market. Councilor Moore held that the City had a
responsibility to provide information on any event affecting their citizens. Mr. Monahan said that
staff has been cautious about including non-City sponsored events, citing the question of where did
they draw the line.
Councilor Moore discussed putting an e-mail address for each Councilor and the Mayor on the
website for citizens to ask questions of them. He said that staff could review the questions and
forward them to the Councilors. He commented that he preferred thinking about the question and
discussing it with staff before answering it in order to provide accurate and good information to the
public.
Councilor Moore spoke to staff developing a list of priorities for the website for Council review.
Ms. Wheatley indicated that staff had a committee in place to do that. Mayor Nicoli mentioned
including the equipment improvements and consultant work needed to implement the changes.
Council President Moore commented that in the world of electronics what seemed impossible today
would be on the market in five to ten years; therefore, staff should look to the future.
Council President Moore took over the meeting.
5. PAPERLESS COUNCIL DEMONSTRATION
Paul deBruyn, Network Services Manager, discussed the goals of storing the current and archive
City Council agendas and minutes on the web: to save money in staff time and wear and tear on the
copiers and to provide the public with infornation in a more timely fashion. He reviewed the
features he liked and disliked on other City websites: Gresham, Lake Oswego, Bend, Redmond,
Salem and Portland.
Mr. deBruyn said that he liked the Gresham page's access to old agendas but not the format. He
discussed the advantage of having the City Council link on the home page, as at the Lake Oswego
site. Mayor Nicoli noted Lake Oswego's access to the entire text of its Council minutes. He
discussed how a good search engine would eliminate the need for a summary of the meeting by
allowing people to read exactly what happened. Mr. deBruyn commented that he did not like the
lack of a specific download icon to click on for Lake Oswego's agendas, summaries and minutes.
Mr. deBruyn mentioned the download button at the Bend site for both PC and Mac formats as
something he liked but not the length of time it took to download their packets because they
packaged a reader in with the agenda. He disagreed with including the reader in with the agenda.
Mayor Nicoli suggested breaking a Council packet up into sections for download, and posting a
warning to the user on how long it would take to download something. Mr. deBruyn commented
that Bend had a great front page with pictures of the surrounding area. He pointed out the Councilor
page linking to bios and e-mail addresses.
Councilor Hunt pointed out that not all the Councilors had a computer or were computer literate.
Mr. deBruyn explained that a paperless agenda was optional; staff would create the paper packets
for those Councilors who wanted them.
CITY COUNCIL MEETING MINUTES - MAY 16, 2000 - PAGE 4
Mr. deBruyn discussed the need for links to the major items discussed at meetings without the user
needing to know the date of the meeting, citing the Redmond's page lack of that feature. He
pointed out the search engine at the Salem website, its use of pull-down menus, the City webcarn,
and the choice of file formats. He noted that the Portland website also had a search engine, two
formats, access to the Adobe Acrobat reader, live video of the Council meetings, and the archives
stored offline (thus slowing down the access time).
Mr. deBruyn indicated to Mayor Nicoli that they did not yet know the limits of the number of
people who could access their website before overwhelming the site. Mayor Nicoli spoke of an
interactive ability where a citizen could watch the meeting and send an e-mail comment at the same
time.
Mr. deBruyn reviewed his suggestions for improvements to the Tigard website. The Council
suggested including buttons to click on with a cursor change to indicate a link, and links to the
websites of other organizations in the city (such as the School District, the Chamber, other
government agency offices, the larger employers).
Mr. deBruyn discussed long-term development objectives (full motion video of Council meetings),
medium-term objectives (indexing the website by keyword for the search engine, brief meeting
descriptions), and short-term objectives (moving the Council link to the first screen, adding the
archives of the old meetings). He mentioned that all the cities he talked to made the use of laptop
computers optional among the Councilors. Council President Moore suggested using laptops on a
rotating, trial basis to see how it worked. Mr. deBruyn mentioned the need to request electronic
copies of information whenever possible.
Mr. Monahan mentioned allowing Councilors to make notes on electronic files, the same as they did
on paper. Mr. deBruyn said that full editing Adobe software was available at a cost of $250 per
license but he thought that it was a difficult program to work with.
Mr. deBruyn indicated to Councilor Scheckla that they could protect confidential materials,
although nothing was foolproof. He indicated that the Mayor that they had been lucky with respect
to the recent computer viruses; the virus could not decode the Novell e-mail program the City used,
as it attacked Microsoft Outlook Express. He said that they did lose computer files to the second
portion of the virus that changed pictures to a copy of itself (only eight computers had the virus).
6. PREVIEW OF THE COMMUNICATIONS PLAN
Ms. Newton reviewed the process staff used to develop a communications plan. She explained that
staff decided to develop the plan as a guideline for staff to use when needing to communicate with
the public on specific projects. She mentioned sections on Council packet materials, uses of the
webpage, and the different communication tools brainstormed by staff. She discussed the loose-leaf
format, which allowed samples as well as text. She discussed the staff education process and the
use of one staff person in each department to remind the others of the need to communicate with the
public.
Mayor Nicoli left the meeting.
Council President Moore recessed the meeting at 8:40 p.m. for a break. He reconvened the meeting
at 8:47 p.m.
7. UPDATE ON COMMUNITY CONNECTOR PROGRAM
Ms. Newton recounted several instances of the successful use of the Community Connector
program in resolving neighborhood issues, including work left unfinished by the developer,
stopping rumors of potential crime problems, and erosion problems at Erickson Heights. She
emphasized that this was a useful program for getting answers to questions, concerns and issues
back to citizens in a timely fashion. She indicated to the Mayor that they currently had 24
community connectors, four in process and a goal of 80 by the end of the year. She mentioned that
CITY COUNCIL MEETING MINUTES - MAY 16, 2000 - PAGE 5
three connectors did not have e-mail; staff mailed them hard copies.
Mr. Monahan spoke to the usefulness of the community connectors in the Erickson Heights
situation. He remarked that more frequent communication between the City and the neighborhoods
might eliminate the people feeling that they needed to show up en masse at Council to raise an
issue.
Councilor Scheckla mentioned the Mountain Gate residents' distress over the beer parties for
underage kids held in their area. Mr. Monahan noted that only part of Mountain Gate lay within the
city limits.
8. WASHINGTON COUNTY CONSOLIDATED COMMUNICATIONS AGENCY
(WCCCA) PRESENTATION OF DRAFT INTERGOVERNMENTAL AGREEMENT
AND DISCUSSION OF PROPOSED $13.8 MILLION WCCCA LEVY
Mr. Monahan introduced John Hartsock from WCCCA.
John Hartsock, WCCCA, mentioned that the City of Banks wanted to rejoin WCCCA, bringing
the total of this ORS 190 agency to 18 jurisdictions. He explained that this was the time to revisit
the goals and objectives of the intergovernmental agreement drafted 10 years ago.
Mr. Hartsock discussed the issue of governance, given that the larger agencies paid most of the cost,
and the question of whether they should maintain the current one representative, one vote format.
He described the seven-member Executive Board that met monthly to handle the day-to-day
business of the Agency. He recounted the Agency discussion and decision to group the smallest
nine agencies under a common vote at a fixed contribution rate. He confirmed to Councilor
Scheckla that WCCCA would revisit the governance issue in five years or when an agency paid a
fee greater than 1% of its budget. He pointed out that all the agencies had a full seat at the
Technical Assistance Board that handled the actual business of providing service.
Mr. Hartsock said that the WCCCA Board approved the change to the IGA and sent it out to the
participating jurisdictions for resolutions to amend the agreement. Mr. Monahan spoke in support
of this proposal as a possible way to include more representation from the larger entities, and
prevent a situation in which those representing less than 3% carried the day against the larger
entities, especially in issues of technological upgrades.
Mr. Hartsock mentioned another suggestion ccming out of the .retreat, a monthly Executive Board
composed of either City Managers or Chiefs (as opposed to elected officials) because staff was
more familiar with the day-to-day operations than the elected officials were.
Mr. Hartsock discussed the need to upgrade the more than ten-year old communications technology,
for which they were having difficulty obtaining parts. He recounted the facilities and systems
purchased with the 1989 countywide levy. He indicated that the upgraded system (a cellular-like
system) would allow better communication witli other area 911 systems. He described how
partnering with Clackamas County's 800-megahertz system would provide better coverage for
Tualatin and Tigard.
Mr. Hartsock reviewed the statistics since the past 10 years, noting the increases in population
(40%) and 911 calls (69%) accompanied by only a 20% increase in staff due to the technology. He
noted that WCCCA was a model of cooperation and it was cost effective, citing its cost of $15 per
call compared to Portland and Clackamas County's costs of $25 per call.
Mr. Hartsock said that WCCCA decided on a $13.9 million bond to upgrade the system or 9 cents
per $1,000 countywide. He noted the WCCCA Board's discussion of whether to package the 911
levy in with the County's public safety levy or to ask the County to put it on the crowded November
ballot by itself. He pointed out that the County would handle the public education aspect if they
went with a package.
Mr. Hartsock explained to Councilor Scheckla that Wilsonville was not included because only a
small portion of the city lay in Washington County with the rest in Clackamas County. Mr.
CITY COUNCIL MEETING MINUTES - MAY 16, 2000 - PAGE 6
Monahan confirmed that Wilsonville has never been a member of WCCCA.
Councilor Patton pointed out that the 911 piece could be easily lost in a package of issues. Mr.
Hartsock explained that the County intended to present their public safety levy using the chain of an
incident, of which the 911 call was the first link. He indicated that if the Board members returned
with the message from their agencies that it was better for WCCCA to go out on its own, the Board
would seriously consider that option when making their final decision in June. He said that many
agencies have supported going alone.
Councilor Hunt spoke to WCCCA going alone because it had a better chance of passing if not
combined with the County's big levy. Mr. Hartsock indicated to Councilor Scheckla that
WCCCA's fallback option, if they lost with the full package, was to try again in two years.
Mr. Monahan asked the Council to think about this question and give him direction at the June 13,
2000, meeting.
9. COUNCIL LIAISON REPORTS
o Criteria for Performance Review of City Manager
Mr. Monahan informed the Council that, due to what happened in Sherwood last year, if the Council
decided to hold the City Manager's review in Executive Session, it needed to use criteria on which
the public had a chance to comment. He indicated that the Council could not do the review in
Executive Session. He suggested that the Council hold a discussion about how to do his review
without him present.
Councilor Hunt asked Mr. Monahan to provide a history of the benefits and increases he has
received in the past. Council President Moore mentioned holding the discussion on how to do the
review as the last agenda item on at a work session. Mr. Monahan concurred with Councilor
Scheckla that the staff report contained some inaccurate data. He indicated that he would ask
Human Resources to verify the information. He mentioned providing the Council with a copy of
his current contract.
S Korean War Celebration Commeration
Mr. Monahan asked if the Council wanted to refer this matter to the American Legion for
suggestions or to participate at all. He noted that the Legion contact person would be Patty Nestor.
Councilor Scheckla supported letting the Legion take the lead, as it had access to information on
Korean War veterans.
The Council discussed whether or not to participate. Council President Moore and Councilor Patton
supported acknowledging the veterans of this `forgotten war.' Councilor Hunt did not support
awarding medals to veterans 50 years after the war, holding that those entitled to medals received
them 50 years ago. Council President Moore indicated that he had been thinking of a proclamation
acknowledging that these veterans existed, not a major ceremony. Councilor Scheckla said that he
would not vote in the matter, as he was a Korean War veteran.
Councilor Patton agreed with Council President Moore on a low-key general acknowledgment, and
with Councilor Hunt that a special commendation ceremony for a specific individual would be
inappropriate. Mr. Monahan mentioned that the issue came up because 2000-2003 was the 50`"
anniversary of the Korean War. He said that staff would work up a resolution and put something in
the Cityscape while he and Councilor Scheckla met with the Legion to see what the Legion had in
mind. The Council agreed that they did not want staff to spend much time on this.
® Mark Lasswell Letter
Mr. Monahan reported that Gus Duenas replied to Mark Lasswell's letter questioning the staff's
interpretation of the conditions.
CITY COUNCIL MEETING MINUTES - MAY 16, 2000 - PAGE 7
• Council Meals
Mr. Monahan explained that he thought the Council decided last week that staff would not plan for
a meal for all Councilors but they would make provisions for a Councilor coming directly from
work (such as Councilor Patton). In addition, staff would visit with the Boards and Committees to
determine their preferences. He reported that the Intergovernmental Water Board wanted meals
served because it started at 5:30 p.m. and most members came directly from work. He noted that
the Planning Commission did not expect meals, as it started at 7:30 p.m.
Councilor Hunt spoke to making sure that staff members received meals, citing the inconvenience
of staff going home for a meal after work and then returning for an evening meeting.
The Council discussed how to handle providing meals appropriately. Council President Moore
suggested that employees put their meals on an expense account. Mr. Monahan mentioned creating
a per diem amount. He discussed his concern that a large amount of leftovers created a question of
waste in the public's mind. He indicated that staff did not expect meals provided to them.
Councilor Hunt pointed out that this was a policy that was not limited to this Council.
Councilor Scheckla asked what the cost difference was. Mr. Monahan said that they saved $100 a
night by not providing meals to the full Council, and half an hour of staff time. He recounted how
the Council meals grew from candies and nuts before the meeting in 1992 to a sit down dinner in
1999. He emphasized that the intention was to provide Councilors with something to eat so that
they could do their jobs.
The Council agreed to revisit the issue when new Councilors came on board. Mr. Monahan
suggested that whichever staff member picked up Councilor Patton's meal pick up something for
him/herself as well, and the City would pay for it out of petty cash. The Council agreed to try Mr.
Monahan's suggestion.
10. NON-AGENDA ITEMS
11. EXECUTIVE SESSION
12. ADJOURNMENT: 10:00 p.m.
Attest:
;oEnc~MPresdent,Brian J. Moore
Date: 7• U. OLD
I:\ADM\CATHY\CCM\00057 6.DOC
&#IPn Wheatley, City Recorder U
CITY COUNCIL MEETING MINUTES - MAY 16, 2000 - PAGE 8
AGENDA ITEM # .
FOR AGENDA OF
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
May 16, 2000
ISSUE/AGENDA TITLE Tigard Municipal Court Annual Report
PREPARED BY: Judge Michael O'Brien DEPT HEAD OK_ CITY MGR OK
ISSUE BEFORE THE COUNCIL
Informational update from Judge O'Brien and Nadine Robinson, Court Manager, on the status of the Municipal
Court. The report and presentation will address the court's current programs, caseload, fiscal considerations
and future programs under consideration.
STAFF RECOMMENDATION
No action necessary.
INFORMATION SUMMARY
The court's overriding goal is to promote public safety and community values by implementing state and
municipal laws in a fair, efficient and professional manner. Our court is unique in the various programs offered
to defendants. We are committed to making Tigard a safer place to drive by offering incentives for defendants
to obtain insurance and valid licenses. We also work with juveniles and seniors to provide education that. will
help them be safer drivers.
The court's caseload and staffing level has stayed fairly consistent over the last three years. Details related to
caseload are included in the memo attachments. With the anticipated implementation of the photo radar
enforcement program in October 2000, we are expecting an additional 4,365 citations in the fiscal year. This
volume of additional cases will have an impact on both court revenues and expenses, including staffing levels.
Staff has been working closely with the Police Department to ensure the successful implementation of the
program.
As we move into this next fiscal year, we will be looking at ways to provide better service to those cited into the
court. We are in the process of expanding the court's website by adding the state statute text of common
violations. We are also studying the feasibility of allowing secure online payment of fines through our website.
The City Manager has suggested that some court sessions be televised to the community via cable. If
volunteers can be located to set up and operate the equipment, the court would welcome this innovation. Lastly,
we will be developing a customer satisfaction survey. Though most defendants are not happy to be entering a
courtroom, we believe it would be useful to receive regular feedback on our level of service.
OTHER ALTERNATIVES CONSIDERED
None
ANNUAL REPORT TO CITY COUNCIL
Tigard Municipal Court
May 2, 2000
TO: Honorable Mayor and City Council
Bill Monahan, City Manager
FROM: Michael J. O'Brien, Presiding Judge
Nadine Robinson, Court Manager
SUBJECT: Annual Report from Tigard Municipal Court
The following report is intended to provide a brief summary of court operations and policies
for the workshop proposed by the City Manager in his memorandum of March 24th (of which a
copy is attached). We welcome the opportunity to meet with Council and support the City
Manager's proposal for an annual meeting. We invite any questions you may have concerning
court procedures and policies.
1. Mission statement: The court's overriding goal is to promote public safety and
community values by implementing state and municipal laws in a fair, efficient and professional
manner. For most people in Oregon, their direct experience of the legal process typically arises
from a traffic citation. The court strives to make that experience a positive one by educating
defendants about relevant laws and traffic safety in a context of excellent customer service.
2. Caseload: During the first nine months of fiscal 1999-2000, the court received and
processed 5,230 cases, predominantly traffic citations. Graphs detailing monthly and annual
caseloads are attached for Council's review. This volume of cases gives Tigard one of the largest
municipal courts in Oregon. Monthly variations in caseload typically result from changes in police
staffing and enforcement priorities.
3. Diversion Program: The vast majority of our traffic citations (about 95%) are resolved
through the imposition of a fine based on the nature of the violation, the defendant's driving record
and any special circumstances. In accordance with longstanding court policies adopted by Judge
Anthony Pelay, Jr., citations involving juvenile first offenders and senior citizens may be referred to
one of several driver-education programs: the SAFE Traffic Safety Awareness Class, the Emanuel
Hospital High-Risk Driver Program, the National Traffic Safety Institute, 55 Alive or a Seat-Belt
School. In addition to completing the assigned program, defendants may also be required to
receive no new convictions for a designated period of six months or more. Upon meeting these
requirements, the citation may be dismissed.
4. Compliance program: In cases involving insurance, drivers' licenses and equipment
violations, defendants may be allowed a reasonable time to come into compliance with Oregon law.
In return, a defendant presenting proof of compliance, including a valid license and proof of
insurance, may be allowed a reduction in the fine initially imposed by the court. This program,
0
originally established by Judge Pelay, has helped to bring hundreds of drivers into compliance with
Oregon's licensing, insurance and equipment laws. Though some administrative burdens result
from the hearings procedure, this program has enhanced public safety in Tigard by increasing the
number of licensed and insured drivers on our streets.
5. Court Interpreters: Though not required by state law, the court regularly provides
interpreters to defendants (typically Spanish-speaking) who are unable to effectively communicate
in English. On the second Wednesday of each month, the court sets aside two hours to conduct
arraignments and special hearings for Spanish-speaking defendants. As needed, the court provides
interpreters for other non-English-speaking defendants. The court plans to increase the number of
documents and brochures in Spanish.
6. Photo enforcement: Based the experience of other cities with photo-radar
enforcement, the court is preparing to administer the increased caseload projected by the Police
Department. We anticipate that the photo-radar program will begin on October 1, 2000,
generating about 4,365 additional citations during the remainder of that fiscal year. This volume of
additional cases will have an impact on both court revenues and expenses, including staffing levels.
Though the fiscal details will soon be presented to the Budget Committee, we are prepared to
answer your questions about the court's plans for implementation of this program. It is our
understanding that photo-enforcement at intersections will not be introduced in Tigard during FY
2000-01.
Public understanding and acceptance of photo enforcement will be important goals for the
court. One advantage of a municipal court, compared to the larger state courts, is our ability to
engage in more of a dialog with citizens who appear before us. Municipal courts can also respond
more quickly to specific community concerns regarding traffic safety.
7. Other recent legislation: Under state law, certain fees and assessments must be added
to any fines imposed by the coLtit. These fees and assessments are disbursed to various state and
local (non-City) agencies under a detailed statutory formula. During the 1999 session of the
Legislative Assembly, the state's "unitary assessment" was again increased and its imposition was
made mandatory in all cases. As a result of this legislation, a fine of $100 would currently be
allocated as follows: $51 in actual' fine," $49 in costs and assessments.
8. Community Goals: The court has responded to community goals articulated by the
Council and Tigard citizens. For example, the 1998 Progress Report for the Tigard Beyond
Tomorrow visioning process identified the following traffic safety goals: "reduce actual speed on
neighborhood streets" and "higher fines for speed violations in neighborhoods." While there is no
statutory authority for increasing fines only in residential areas, the court is allowed to impose base
fines in excess of the minimums established by the Oregon Supreme Court under state law.
Accordingly, our court has adopted a rule establishing a base fine 26% higher than the Supreme
Court's minimum base fine for speed violations.
The 1998 Progress Report also proposed a Municipal Court Study to determine how the
court could "create more efficient public safety service and reduce repeat offenders." Among other
2 - ANNUAL REPORT TO COUNCIL
A . . 0
issues, the Study may consider an expansion of the court's caseload to include certain
misdemeanors. Given the inconvenience and cost of traveling to Circuit Court in Hillsboro, the
advantages of local adjudication seem clear for both Tigard citizens and police officers. However,
City staff concluded that space limitations at City Hall preclude a major expansion in the categories
of cases accepted by the court. If and when Council determines that the court's space and staffing
needs can be met, the court will fully co-operate in completing the Municipal Court Study.
9. Juvenile cases: Legislation enacted in 1997 and 1999 increased the court's
responsibility for certain types of juvenile cases. As a result, the Presiding Judge of the Washington
County Circuit Court has the sole discretion to refer juveniles accused of violating motor vehicle
laws to the municipal courts. While we have recently begun to see new categories of cases on our
dockets, including some misdemeanors, the overall impact of these changes is difficult to assess.
New legislation also authorizes cities to enter into agreements with Circuit Court to expand the
types of juvenile cases referred to municipal court, including misdemeanors such as theft and
shoplifting cases. As the Council is aware, the Peer Court program has been adjudicating minor
law violations by juveniles for several years.
10. Code Enforcement: City staff has recently rewritten the civil complaint and summons
forms to increase their clarity and effectiveness. The court is available to assist staff in the current
process of revising and updating city ordinances relating to court procedures, civil infractions and
building-code violations.
11. Additional Community Services: The following services are being implemented or
are under consideration:
• Webside improvements: The court's website will be upgraded to add the full text of
certain state statutes. The court will also study the feasibility of allowing secure online
payment of fines through our website.
e Televised court sessions: The City Manager has suggested that some court sessions be
televised to the community via cable. If volunteers can be located to set up and operate
the equipment, the court would welcome this innovation.
• Customer Comment procedure: Though most defendants are not happy to be entering
a courtroom, we believe it would be useful to receive regular feedback on our level of
service. We will be implementing a customer-comment process for that purpose.
Thank you for giving us the opportunity to meet with you, and we look forward to
reinstating the tradition of annual meetings with the Council.
3 - ANNUAL REPORT TO COUNCIL
.4
MEMORANDUM
CITY OF TIGARD, OREGON
TO: Honorable Mayor and City Council
FROM: Bill Monahan, City Manage
DATE: March 24, 2000
SUBJECT: Council Meeting with Municipal Court Judge Michael O'Brien
Section 10 of the City Charter provides that City Council appoints and may remove the
City Manager, Municipal Judge, the City Recorder, and other officers as the City Council
deems necessary. The Council has the ability to designate any appointive officers to
supervise any other appointive officers "except the Municipal Judge in the exercise of
judicial functions."
In the case of all appointed officials of the City, whether it be the City Manager, City
Attorney, Police Chief, or any other position, an annual review and discussion of
performance is conducted. The Municipal Court Judge, however, due to the nature of the
position being relatively independent, is not subjected to a formal review. Instead, the
Judge functions independently: In the case of Judge O'Brien, however, staff has always
found him willing to share ideas and work cooperatively with us to make the court system
function efficiently and with excellent customer service.
It is my understanding that the City Council has not held a meeting with the Municipal
Court Judge for the last several years. During the 1980's and early 1990's, Council met
annually with Judge Anthony Pelay. At some point, City Council discontinued the practice.
I would like to suggest that the City Council consider meeting annually with the Municipal
Court Judge to discuss how the Municipal Court function is being carried out and how the
City staff, City Council, and Municipal Court Judge can better deliver service to the
community. I asked Nadine Robinson, Tigard's Court Administrator, to bring the question
up to Judge O'Brien to see if he felt a meeting would be beneficial. Nadine has reported to
me that he would welcome the opportunity to meet with City Council.
I have tentatively set the workshop meeting of Tuesday, May 16, as the time when the City
Council and Judge O'Brien can discuss Court functions. This is a very opportune time in
that there are a several areas that would benefit from discussion. They are:
Memorandum
Judge O'Brien to Meet with Council
Page 1
Photo Radar. The upcoming decision on the use of photo radar in Tigard
and the anticipated impact on the Municipal Court activity level.
2. Fines. The increase of the State uniform fines enacted by the Legislature in
the last legislative session. With the State portion of fines going up, there is
some question whether our Municipal Court Judge should take this into
consideration when assessing fines in Tigard. If there is no change to the
fines assessed, the City's share of revenue from fines would be reduced.
3. Code Enforcement Activity in Tigard. Recently Jim Hendryx and I met with
Judge O'Brien and discussed the potential for code enforcement issues to
reach his courtroom. We had a very productive discussion in which Judge
O'Brien reiterated that the City has workable code enforcement regulations
that will be enforced by the Court so long as the established process is
followed.
During the Study Session meeting of March 28, 1 would like to discuss this matter with City
Council and determine if there are other topics that should be placed on the agenda for
discussion with Judge O'Brien.
Memorandum
Judge O'Brien to Meet with Council
Page 2
Most Common Traffic Infractions
7/1/99-4/25/00
Misc.
Traffic co
17%
Insurance
16%
egistration
7%
is
NOTES
License violations: Driving While Suspended, No Valid Operator's License
Traffic control: Usually traffic signal and stop sign violations.
Miscellaneous category: Careless Driving, Following too Closely
35% -)ro
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AGENDA ITEM #
FOR AGENDA OF May 16 2000
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE Meeting with CIT Facilitators
PREPARED BY: Elizabeth Newton DEPT HEAD OK CITY MGR OK
ISSUE BEFORE THE COUNCIL
A discussion with CIT Facilitators and staff on the CIT program and recommendations for modifications to the
program.
STAFF RECOMMENDATION
Consensus of the members at the April and May CIT meetings was to make the following changes to the CIT
program.
1. Move the meetings to the City Hall Town Hall.
2. Begin showing meetings live on cable television in June or as soon as cameras are operational and a
program slot is arranged.
3. Have staff available at 6:30 p.m. to meet with citizens on issues or concerns.
4. Start the meetings at 7:00 p.m. with presentations by appropriate staff on current community issues and
how interested citizens can get involved.
5. Allow for time on each agenda for attendees to raise concerns or issues to the group.
6. As soon as practical, allow viewers at home to access CIT meetings via e-mail.
INFORMATION SUMMARY
Since January, CIT members have allocated time at each meeting to discuss ways to improve the CIT program.
At the April meeting, a suggestion was made to focus the CIT meetings on citizen involvement in current
issues. Those present at the meeting believed citizens would benefit from specific information on how to get
involved in issues currently being considered in the community. In addition, there was support for providing
time at each meeting for citizens to raise issues or concerns.
During the last month, staff discussed ways to accommodate the CIT members' suggestions. (See memo
attached.)
At the May CIT meeting, staff presented staff's recommendation. After discussion, consensus of the CIT
members present was to present changes to the CIT program outlined above.
OTHER ALTERNATIVES CONSIDERED
Not make changes to the CIT program.
86
VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY
Community character and Quality of Life Goal #2 "citizen involvement opportunities will be maximized by
providing educational programs on process, assuring accessibility to information, providing opportunities for
input and establishing and maintaining a program of effective communication.
FISCAL NOTES
Costs for cablecasting public meetings, including CIT meetings, have been included in the proposed budget.
I:\ADM\LIZ\CIT FAC AGENDA ITEM SUM.DOC
CITY OF TIGARD
Community Development
ShapingA Better Community
MEMORANDUM
CITY OF TIGARD
TO:
Bill Monahan .
FROM:
Jim Hendryx
DATE:
April 21, 2000
SUBJECT:
CIT meeting reports - Involvement Information
Presently, staff prepares a memo that provides summary information listing the types and locations
of individual development projects for the monthly CIT meetings. This includes pre-apps, decisions
and public hearings. Included are Director's decisions (SDRs, subdivisions, major SLRs, MLPs,
etc.) and Hearings Officer and Planning Commission decisions (PDs, conditional uses, zone
changes, code amendments, comp plan changes, etc.).
In the future, the above could be supplemented with relevant items such as grant applications, the
CIP, TSP, Park planning and acquisition, Washington Square Planning, Downtown Planning and
other long range planning issues.
A planner would briefly present the list of community development items at the first part of the CIT
meeting. Copies of the memo would be available for distribution to the CIT attendees. If there
were questions or the desire to learn more by the attendees, a planner could walk them through
the issues of involvement. This would include how and where they can become involved or have
input in the process related to the item of interest. This would include making sure they
understand the need to focus input on approval criteria for development projects and whatever
focus is necessary for other issues.. Emphasis at this point would not be on the merits of the
proposal or project but how to participate if desired. Each proposal, whether it is the capital
improvements program, a park plan or a development project has specific opportunity and times
for input.
We already have prepared a list of questions that can be used by the public at developer's
meetings. These questions were developed by staff and the CIT in order to help people respond
to that particular step in the development process. We expect to provide handouts of each
decision type (I-IV) for development projects. For long range and other issues, similar handouts
could be individually crafted.
I:curpln\dick\citinv.mem
AGENDA ITEM # `"f
FOR AGENDA OF May16, 2000
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE Update and Review - Web Page
PREPARED BY: Cathy Wheatle ~ _ DEPT HEAD OK CITY MGR OK
ISSUE BEFORE THE COUNCIL
Nancy Lof , Information Processing Technician, will review the Website with the City Council.
STAFF RECOMMENDATION
Staff recommends that after Nancy's presentation, City Council discuss ideas for the future direction and
expansion of the web site.
INFORMATION SUMMARY
One of the City Council "tasks" developed during the last City Council goal setting was:
Expand the use of the City's web page - the City made significant strides in 1999 and will place even
greater emphasis on using the web page as a communication tool in 2000.
The April 2000 goal update stated:
Nancy Lof, Information Processing Technician, has attended additional training on web
site technology. New software was purchased to optimize photographs, which allows
faster user load times when accessing our site. For an example, the City Council page
was redesigned with this new software.
An internal Web Steering Committee has had an initial meeting. One representative from
each department attends meetings on a quarterly basis and works with Nancy and their
departments to continuously review, update, and expand use of this communication tool.
Examples of changes and uses of the web site include:
® Updates of the progress (and meeting announcements) of the Transportation Bond
Task Force.
o New links added; i.e., to ODOT.
New maps available for public view.
® A welcome message to the newly annexed Walnut Island residents.
® News releases.
Local, county, and regional governments are working to assist one another to develop links and explore
new developments in this technology. Metro is coordinating a schedule of meeting topics; staff will
monitor this schedule to determine whether a representative should attend.
The current City web site is used for posting information about the City of Tigard and, to a limited amount, creates
opportunity for communication back to the City through e-mail or by providing contact names and telephone
numbers. At the Web Committee meeting of May 1, there was discussion of how to approach and develop a more
interactive site and offer services (i.e., permit processing, Tigard Municipal Code keyword searching, and public
record locating). The Committee discussed the need to assess what we currently offer, what the public would like
to have, and to set priorities on expanding the site. So far, the web site is a product of in-house expertise and taking
advantage of one- or two-day training opportunities. The Web Committee suggested that it may be time to consider
hiring a consultant to take us to the next level, with the site maintained by in-house staff.
OTHER ALTERNATIVES CONSIDERED
Discussion topic only.
VISION TASK FORCE GOAL AND ACTION COMMITTEE. STRATEGY
Community Character and Quality of Life - Goal #2: "Citizen involvement opportunities will be maximized by
providing educational programs on process, assuring accessibility to information, providing opportunities for
input and establish and maintaining a program of effective communication."
FISCAL NOTES
Discussion topic only at this time.
1:\ADM\CATHY\COUNCIL\SUM SHEET -WEB UPDATE.DOC
AGENDA ITEM # 5
FOR AGENDA OF May 16, 2000
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE Panerless Council Agendas
PREPARED BY: Paul deBruyn DEPT HEAD OK b CITY MGR OK
ISSUE BEFORE THE COUNCIL
Staff is examining methods to reduce costs and improve efficiency. One of the methods that will be
demonstrated will be the posting of the agendas and packets to the city web page.
STAFF RECOMMENDATION
No recommendation yet, this is a work in process.
INFORMATION SUMMARY
Council members will have the capability to download the information to their computers at home, then read,
edit, annotate, or print them. Council members who have laptops will be able to bring their laptops to Council
meetings with their annotated copies.
OTHER ALTERNATIVES CONSIDERED
N/A
VISION TASK FORCE GOAL, AND ACTION COMMITTEE STRATEGY
N/A
FISCAL NOTES
Preliminary estimate - $12,500 for council laptops, $1,000 for editing software.
iAcitywiWsum.dot
AGENDA ITEM #
FOR AGENDA OF May 16, 2000
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE Communications Plan
PREPARED BY: Elizabeth Newton lf- DEPT HEAD OK ITY MGR OK
ISSUE BEFORE THE COUNCIL
A presentation of the Communications Plan developed by staff.
STAFF RECOMMENDATION
No action necessary.
INFORMATION SUMMARY
For the past 6 months, staff representatives from each City department have been meeting to develop a
Communications Plan. The purpose of the Plan is to establish guidelines to enhance communication both
internally and externally, and to ensure a consistent message that is accurate, current and timely.
Many cities and counties have developed or are developing communications plans to provide strategies for
effective internal and external communication. The City of Tigard Communications Plan Group decided that a
plan that focused on guidelines and emphasized specific communication tools would be the most useful. A
copy of the draft Plan is attached. One of the key features of the Plan is the inclusion of samples and examples
of a variety of written communication tools that provide practical ideas. The final plan will be in a loose leaf
format so pages can be added or changed. Each department will be given one or two copies and will be able to
customize the Plan to include samples that best fit their department's communication needs. The Plan will be
finalized, printed and distributed by the end of May. In June, brief training on how to use the Plan will be
offered to each department
OTHER ALTERNATIVES CONSIDERED
The Communications Plan Group decided against a communication plan that contained lots of theory and
background on communications and opted for a shorter plan that focuses on "how to" and examples.
VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY
Community Character and Quality of Life goal #2 "Citizen involvement opportunities will be maximized by
providing educational programs on process, assuring accessibility to information, providing opportunities for
input and establishing and maintaining a program of effective communication."
FISCAL NOTES
The nominal cost of notebooks and printing 20-25 copies of the Plan will come from existing budgets.
I:\ADM\LIZ\COMM PLAN AGENDA SUKDOC
DRAfT
City of Tigard
Communications
Plan
This Communication Plan
combines the ideas, talents,
and enthusiasm of the
following people:
H
d
4
Cathy Wheatley
Administration
Sherman Casper
Community Development
Jeff Munro
Public Works / Parks
Gary Schrader
Police
Tom Imdieke
Finance
Nancy Lof
Finance
Diane Jelderks
Engineering
Paula Walker
Library
Liz Newton
Administration
Communications Plan
_ Revised 5/1/00
Table of Contents
Purpose
4
° . 6
Web Page
Community Connectors
8
Council Meeting Agenda Packet Material
9
11
Fact Sheets
Citizen Involvement Teams (CITs)
12
1 3
Media
Projects
15
Written Communication Tools
19
Presentations .
21
Promotional / Recognition Items
24
Department Communicators
25
Citizen / Customer Communications
26
l
28
es
Examp
r~
a
_ 3 _
Communications Plan
Revised 5/1/00
Purpose
The purpose of the communications plan is to establish guidelines to enhance communication,
both internally and externally, and to ensure a consistent message is conveyed that is accurate,
current and timely.
Desired Results:
Citizens view communications from the City as consistent, accurate, timely, and responsive
to citizens' needs, interests and community goals.
The City's communication efforts, both internal and external, are enhanced through the use
of a variety of tools and technologies.
Communication includes closure and feedback to ensure recipients understand information
presented and decisions made.
Guiding Principles:
The City of Tigard's values statement is as follows:
SETTING THE STANDARD
FOR SERVICE EXCELLENCE
We are committed to:
PARTICIPATION
Citizens and employees working together
INNOVATION
Consider and respect new ideas
RESPONSIVENESS
Accurate and timely
COMMUNICATION
Open and Clear
COURTESY
To all
Communications Plan -4- Revised 5/1/00
In addition, the following guiding principles provide overall direction for implementation of the
communication plan.
❖ All stakeholders and persons of interest are encouraged to participate in the decision-
making process.
❖ Information originates from those who have the most knowledge and expertise on a
particular issue. .
d• Commitments to deliver information are kept and accurate information is distributed as
quickly as possible.
❖ Two-way communication is encouraged between the City and citizens and tools are in
place to facilitate information exchange and feedback.
❖ Resources are allocated and tools provided to implement and maintain the
communication plan.
Communications Plan - 5 - Revised 5/1/00
Web Page
Purpose: Use of the City's Web Page as a communication tool has been identified as a top
priority by the City Council. The City's Web Page provides information that can be accessed at
the convenience of the user. The information is updated on a regular basis or as often as
circumstances warrant. The Web Page is interactive where appropriate.
Guidelines: Information on the Web Page must be updated as often as necessary to ensure it is
current and accurate.
The following are appropriate for the Web Page. (This is a list of examples, and is not an all
inclusive list.) .
❖ Information of general interest that has been distributed in written form.
❖ Status reports on ongoing projects (such as planning studies, major road construction or
master plans) of some duration.
❖ Surveys and forms that can be responded to without attachments or signatures.
❖ Technical documents and/or reports that are of general interest or used to file
applications or obtain City licenses or permits.
❖ Technical documents that can be downloaded by the user for research.
❖ Agendas and announcements of public meetings.
❖ Results of public meetings and hearings.
❖ Recap of events.
❖ Information or alerts on current issues.
❖ Announcements of programs, book reviews.
Communications Plan .6- Revised 5/1 /00
How to Get Information on the Web: After the information for the Web Page has been
developed in writing, e-mail the completed document to your department's Web Committee
member or send an e-mail to Nancy at nancv@ci.tivard.or.us with the name of the file where
the material is located. The department Web Committee members are:
• Administration - Cathy Wheatley
• Engineering - Diane Jelderks
• Finance - Tom Imdieke
• Library - Paula Walker
• Community Development - Sherman Casper
• Police - Jim Wolf
• Public Works - Jeff Munro
It is important to have someone proofread the information before it goes out, preferably
someone who is not familiar with the topic.
Web Resources: Graphics, photos and maps enhance the Web Page. (See examples and
resources beginning on Page Please provide original images/photos to Nancy if possible,
for web page optimization.
Create "links" to topics and information that are user-friendly. (See list of "links" on Page
The following staff members have agreed to assist with ideas for Web Page content and design:
Michelle Wareing
Howard Gregory
Patty Lunsford
Paul Izatt
Tom Imdieke
Jerree Gaynor
Karleen Aichele
Communications Plan .7- Revised 5/1/00
Community Connectors
Purpose: To facilitate communication between the City and its residents and business owners
on issues that are of interest or have an impact on the neighborhood.
How it Works: Neighborhood and/or business representatives agree to receive information on
issues, review the information, and facilitate the distribution to their neighborhood.
The City responds to Community Connectors' requests for information and resources,
Community Connectors identify issues of neighborhood concern to the City and facilitate the
distribution of information.
Communication Tools: A group e-mail box is available for Community Connectors. Brief
updates on the status of major ongoing projects will be posted bi-weekly or more often as
needed. The same update will be faxed or mailed to Connectors without access to e-mail.
Letters, flyers, and/or door hangers will be provided to Connectors for distribution or
distributed by the City as appropriate to provide information on issues of neighborhood
concern.
Staff will be provided for meetings on issues of neighborhood concern where discussion would
be beneficial as determined by the Connector and the City.
What to Connect:
• Brief status reports on ongoing major projects (park plans).
• Issue non-emergency alerts that affect all citizens or businesses (water conservation).
• Invite participation in the public process (Council meetings, CIT meetings).
• Gauge neighborhood interest in neighborhood issues
• Feedback on the best way to communicate with a neighborhood on a particular issue.
How to Connect: Send an e-mail or fax to the Assistant to the City Manager
(liz@ci.tigard.or.us, fax: 684-7297) containing the information you want to send out to the
Community Connectors. Indicate if it is URGENT or can wait for the next group of
a
communications. Also note if the information is in response to a request from a specific
N
community connector.
If you would like to receive the information that goes out to the Community Connectors, please
e-mail a request to the Assistant to the City Manager and your name will be added to the list.
Communications Plan -8- Revised 5/1/00
Council Meeting Agenda Packet Material
Purpose: To present information to the Council and the public that summarizes the issue,
presents a recommendation, if appropriate, provides sufficient information to facilitate public
testimony, and sets the framework for Council to make a decision or provide direction.
Council agenda items need to be scheduled through the City Recorder's office by submitting a
Request to Schedule form (attached). Forms are available on Tig20.
Packet Material Guidelines:
All Council agenda items require at least a summary sheet. The summary sheet should include
the following: (attachment)
❖ Issue before the Council - IMPORTANT! Why is the item before Council? What type of
action is expected? (i.e., Is the item before Council for information only or does staff
need Council direction. Or does an ordinance or resolution need Council
consideration?)
❖ Staff recommendations - what action do you want Council to take?
Information summary - should set the context, location, past Council action,
applicable policies and ordinances, consequences of action or inaction, citizen
participation to date, any unresolved issues or disputes, how other communities are
addressing a similar issue, any other agency comments/ concerns.
❖ Other alternatives - include two or three reasonable alternatives, even if not
recommended, including "no action." All possible alternatives don't need to be
included, just the most likely.
Vision Task Force goal - quote any applicable goals, strategies and/or action plan
items from the "Tigard Beyond Tomorrow" vision.
Fiscal notes - what is the cost? Are funds budgeted? If not, how will item/action be
funded?
Attach reports or memos and letters received from citizens or agencies to the summary sheet,
if necessary, to provide more detailed information.
Include copies of past Council minutes, Planning Commission minutes or other Board or Task
Force notes or minutes if previous action was taken or direction was given.
Include ordinances and/or resolutions, if appropriate. Proofread for accuracy. Appropriate
templates are available on Tig20, the City's Intranet. To access Tig20, select the Internet icon
on your computer, type Tig20 in the address field and you're there!
Include maps for items involving land. Label all attachments, including maps, charts, graphs,
or other exhibits.
Include the file name on all documents. Consider putting documents in a citywide directory for
ease of correction and posting on the City's Web Page.
Communications Plan ' 9 - Revised 5/1/00
Submit items in the order you want them to appear in the packet with the Fact Sheet on the
top.
Council packet material must be submitted to the City Recorder 13 days before the meeting (a
Wednesday) by noon. to provide adequate time for review. Council packets are copied and
distributed one week before the scheduled meeting.
Communications Plan
Revised 5/1/00
Request to Schedule - Council Agenda Item
(Fite with City Recorder Cathy Wheatley)
Meeting Date
Packet Material Due
Agenda Topic (please state as you avant the title to appear on
the agenda)
Check one:
Executive Session
Q
Study Session
Business Meeting
Q
Consent Agenda
Q
Workshop Meeting
Check if Applicable:
Public Hearing
Q
Resolution
.
Q
Ordinance
Q
Council Motion Requested
❑
Staff Report Required? Yes F-1 No ❑
Estimated Time Needed at Meeting:
Staff Contact Person(s):
Presentation Format
Other Information:
AGENDA ITEM #
FOR AGENDA OF Date of Meeting
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE Title as it appears on the Council AFenda
PREPARED BY: Author of Summary-- DEPT HEAD OK CITY MGR OK
ISSUE BEFORE THE COUNCIL
IMPORTANT! WHAT IS IT YOU WANT COUNCIL TO DO? WHY IS THE ITEM BEING
CONSIDERED BY COUNCIL?
STAFF RECOMMENDATION
WHAT ACTION DO YOU WANT COUNCIL TO TAKE?
INFORMATION SUMMARY
SET THE CONTEXT
location
past Council action
applicable policies, ordinances
consequences of action or inaction
citizen participation to date
unresolved issues or disputes
OTHER ALTERNATIVES CONSIDERED
LIST ANY LEGITIMATE ALTERNATIVES
VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY
ANY GOALS, STRATEGIES, AND/OR ACTION PLAN ITEMS FROM "TIGARD BEYOND
TOMORROW"
FISCAL NOTES
WIIAT IS TIIE COST? ARE FUNDS BUDGETED? IF NOT, HOW WILL IT BE FUNDED?
AGENDA ITEM #
FOR AGENDA OF Januaa 26, 1999
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE A Resolution Initiating Action to Transfer Jurisdiction of Certain County Roads to
the City of Tigard
PREPARED BY: A P Duenas.-f- DEPT HEAD OK °{~`--CITY MGR OK.
ISSUE BEFORE THE COUNCIL.
Shall the City Council pass a resolution requesting Washington County Commissioners to transfer jurisdiction
of certain County Roads within the City of Tigard to the City of Tigard?
STAFF RECOMMENDATION
Staff recommends that City Council approve, by motion, the attached resolution requesting transfer of
jurisdiction for the County Roads described and depicted in Exhibits "A" and "B" respectively.
INFORMATION SUMMARY
The City of Tigard has initiated the process of designing and constructing the realignment of SW Walnut Street at
its intersections with SW Tiedeman Avenue and SW Fonner Street. This project would realign Walnut Street to
eliminate an existing dogleg configuration at that location. In addition, the City is in the process of initiating a
Sewer Reimbursement District to install sanitary sewer lines along SW Johnson Street and SW 106th Drive to
serve the residents in that area. In anticipation of the extension of sewer service in that area, the.properties adjacent
to SW Johnson Street and SW 106th Drive have annexed to the City.
The portions of SW Walnut Street, SW Tiedeman Avenue, SW Fonner Street, SW Johnson Street and SW 106th
Drive lying within the proposed projects are within the City of Tigard, but are currently under Washington County
jurisdiction. ORS 373.270(6) provides a mechanism to transfer jurisdiction of County Roads within a City to a
City. The City of Tigard can more expeditiously manage the design and construction of both projects if the affected
streets were transferred to City jurisdiction. That transfer must occur via official action by Washington County
Commissioners based on a resolution from the City of Tigard requesting the transfer.
The City of Tigard has determined it necessary, expedient and for the best interests of the City to acquire
jurisdiction over those aforementioned County Roads, or part thereof, to the same extent as it has over other public
streets and alleys of the City. This resolution therefore initiates the transfer process by requesting the Washington
County Commissioners to transfer jurisdiction of the County Roads to the City.
OTHER ALTERNATIVES CONSIDERED
the County Roads rcmain under Washington County jurisdiction.
VISION TASK FORCE GOAL AND ACTION COMMI"1"1.1;1; s1xAI n"
The Walnut/Tiedeman realignment project meets the Tigard Beyond Tomorrow, Transportation and Traffic
Goal of Improve Traffic Safety, strategy Encourage Through Traffic on Major Collectors and Arterials. .
FISCAL NOTES
The Walnut/ Tiedeman realignment project is being funded through Traffic Impact Fee fua-iding. The Sewer
Extension Project will be designed and constructed through the funds provided under the Neighborhood Sewer
Extension Program in the 1998-99 CIP budget. The project funding provided under that program will be
recouped through formation of a Sewer Reimbursement District.
Attachments: Resolution Requesting Jurisdictional Transfer
Exhibit A: Description of Streets to be Transferred
Exhibit B: Drawing Depicting Streets to be Transferred
L• iCitywide\StmWgenda for Resolution to Transfer ludsdktion of Certain County Roads
Fact Sheets
Purpose: The Fact Sheets are designed to communicate basic information about upcoming
Council agenda items. Fact Sheets are distributed to the press and are made available to the
public at Council meetings. A summary of the issue, why the issue is before Council, and
information on cost should be included.
Fact Sheets should be submitted for all Council agenda items with the agenda packet material.
The Fact Sheet is stand-alone document and should not be considered part of the agenda
packet. Do not refer to agenda item attachments in the Fact Sheet because they won't be
attached. The Fact Sheet should include the following: (attachment)
❖ Agenda - the date the Council will consider the item.
❖ Topic - the title of the item and why the item is before Council.
❖ Background - this is a summary of the item/issue. Should include the action requested,
the context, (location, past Council action, applicable policies, and ordinances), citizen
participation to date, unresolved disputes and/or issues, and the recommendation.
Cost - the cost of the item. Is it budgeted? If not budgeted, how will the item be
funded?
Include the file name at the bottom of the document for ease in making corrections and posting
on the City's Web Page.
Communications Plan - 11 - Revised 5/1/00
CITY OF TIGARD FACT SHEET
13125 SW Hall Boulevard
Tigard, OR 97223
Contact: YOUR NAME HERE (503) 639-4171
AGENDA: THE DATE COUNCIL IS CONSIDERING THE ITEM
TOPIC: THE ISSUE
BACKGROUND: THE ACTION REQUESTED
THE CONTEXT
Location
Past Council action
Applicable policies, ordinances
CITIZEN PARTICIPATION TO DATE
UNRESOLVED ISSUES/DISPUTES
THE RECOMMENDATION
COST: THE COST
IS IT BUDGETED?
IF NOT BUDGETED, HOW WILL IT BE FUNDED?
CITE' OF TIGARD FACT SHEET
13125 SW Hall Boulevard
Tigard, OR 97223
Contact: Mustin P. Duenas, P.E., (503) 639-4171.
AGENDA: January 26, 1999
TOPIC: A Resolution Initiating Action to Transfer Jurisdiction of Certain
County Roads to the City of Tigard
BACKGROUND:
The City of Tigard has initiated the process of designing and constructing the realignment
of SW Walnut Street at its intersections with SW Tiedeman Avenue and SW Former
Street. This project would realign Walnut Street to eliminate an existing dogleg
configuration at that location. In addition, the City is in the process of initiating a Sewer
Reimbursement District to install sanitary sewer lines along SW Johnson Street and SW
106th Drive to serve the residents in that area. In anticipation of the extension of sewer
service in that area, the properties adjacent to SW Johnson Street and SW 106th Drive
have annexed to the City.
The portions of SW Walnut Street, SW Tiedeman Avenue, SW Former Street, SW
Johnson Street and SW 106th Drive lying within the proposed projects are within the City
of Tigard, but are currently under Washington County jurisdiction. ORS 373.270(6)
provides a mechanism to transfer jurisdiction of County Roads within a City to a City.
The City of Tigard can more expeditiously manage the design and construction of both
projects if the affected streets were transferred to City jurisdiction. That transfer must
occur via official action by Washington County Commissioners based on a resolution
from the City of Tigard requesting the transfer. This resolution initiates the transfer
process by requesting the Washington County Commissioners to transfer jurisdiction of
the County Roads to the City.
COST: Nolte
1ACitywidcU:acts\1'act Shcct for County Road Jurisdiction Transfer
Citizen Involvement Teams (CITs
Purpose: The Citizen Involvement Teams (CITs) serve as broad-based organized forums for the
identification of the public's concerns and values. CITs are grass roots, neighborhood groups
established to: educate citizens on issues and process, and create better access to the
decision-making process; encourage citizens to address neighborhood problems, identify issues
of concern, communicate issues to decision-makers, and provide a platform for citizens and the
tools to ensure action on issues.
How CITs Work:
• Membership is open to all residents, property owners and/or one representative of each
business in the CIT area.
• There are four CITs (map attached).
• CITs meet no more than once a month and may meet jointly.
• Meetings are facilitated by citizen volunteers who receive City training in facilitation.
Agenda Topics: Agendas are set by the members at the prior meeting or meetings and
advertised in the Cityscape (attached). City staff may suggest agenda topics. Staff may not
schedule agenda topics suggested that are not of interest to or do not affect a large group of
citizens. Staff will present alternatives to persons interested in those topics to address the
particular interest or concern.
• Items that will benefit from citizen input and affect a large number of citizens or
businesses such as the Capital Improvement Program Budget, the Transportation Bond, or
changes in policies or ordinances.
• The introduction of new programs that could affect a majority of citizens or a particular
group of citizens, such as the Community Connector program or the sewer reimbursement
district program.
• Status reports on major ongoing projects that may be of interest to or affect a large
number of citizens such as the Washington Square Regional Plan, the Park Master Plan, or
the downtown plan.
Staff Resources: Departments are expected to have at least one representative attend each
CIT meeting to respond to citizen issues and concerns. Additional staff may need to attend as
presenters on agenda topics.
One representative from each department shall also serve as a CIT coordinator. Coordinators
meet monthly to discuss upcoming agendas and determine which department is responsible for
providing presenters for each agenda topic. The CIT coordinator is then responsible to schedule
presenters.
Communications Plan - 11- Revised 5/1 /00
CIT - Citizen Involvement Team
When: Thursday, May 6, 1999 from 7-9 p.m.
Where: Tigard Senior Center, 88 15 SW O'Mara
6
J 1 AT
Come and hays an impact on decisions affecting your community,,
7 p.m. - GENERAL SESSION
CAPITAL IMPROVEMENT PROGRAM BUDGET
In April, the CIT members nominated the following projects for consideration for funding in the capital improvement
program budget:
~k Murdock Street not be extended
~k Speed Humps -103`d, Canterbury & Murdock
* Storm drainage issues on Hoodview
* Speed Humps -108th south of Durham
* Sewer extension - Pepper Tree Lane
* Sewers - James, Marion & Alberta near 121st
* Property on Walnut - storm drain in Brookside area
* Sidewalks - Murdock - 97th to 103rd
* Sidewalks -103rd - Canterbury to Murdock
* Sattler improved from 98th to 100th
* Sewers on 103`d & 104th (Del Monte area)
* Sidewalk on one side 78th from Pfaffle to Spruce
* Canterbury Park
* Sattler pavement resurfacing
* Improved landscape on Durham Road, Hall to
92nd
* 121St improvements - storm drains, sidewalks
* Street lights on 69th behind Fred Meyer
* Sidewalks on Hall between Langtree and Durham
* Street widening or sidewalks on 72nd between
Pine & Locust
* Speed Humps on Ashford
At this meeting, staff will discuss the CIT member nominations listed above and will present the recommendations to the
Planning Commission at a future date.
M O p.m. BREAKOUT SESSIONS
The Walnut Island -
A few Walnut Island residents asked to have this issue on the May CIT agenda - they are interested in annexing their
properties to the City and obtaining sewer service. If you would like to participate in the discussion, please plan to
attend.
One-on-Ones
If you have questions or issues, this is YOUR chance to talk with staff members! The following staff members will attend:
X Vannie Nguyen, Engineering Manager - Responsible for engineering construction projects.
X Greg Berry, Project Engineer - Manages storm and sanitary projects.
X Mike Mills, Engineering Technician II - Responsible for capital improvement construction inspections and traffic
counts.
X Jim I-lendryx, Community Development Director - Responsible for managing building; an l LI,;; nirr n Alai
programs including annexations and development review.
C&11 Lis Newton at 639-4171 x3O8 if you are unable to attend but would like to have your ideas included.
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Media
Purpose: Print or broadcast media provides information on current City issues. Print media is
a good tool to communicate detailed information and on-going status reports. Broadcast media
is a good tool for emergency communications and "alerts."
Guidelines:
❖ The City encourages the most knowledgeable person on an issue to speak with the
media. In general, the following are identified as City spokespeople:
- General City Issues:
Assistant to the City Manager
Mayor and City Council
Department Directors
For technical information - managers, supervisors, professional staff
- Police Department Issues:
Police Public Information Officer
Chief of Police
City Manager
If you are contacted by the media:
- Are you the best available source?
- You may ask for time to respond to questions - ask for a deadline
- For complex issues, you may request a face-to-face interview, with others present
- Let your supervisor/ department director know you are speaking with the media
- Inform the Assistant to the City Manager of the contact.
- If you are asked questions or asked to comment "live", don't comment if you are
not prepared.
- It is ok to say "no comment" or comments will be made (state when and by whom).
s How to Prepare:
- Ask what the topic is and specifically what information is of interest.
- For TV or radio, ask if the interview is live or taped.
- Know the who, what, where, when, why, how, and how much.
- Refer policy questions to the department head, City Manager, or Assistant to the
City Manager.
- Anticipate questions.
- Keep responses short, concise and accurate.
Your Message:
View the interview as an opportunity to communicate the City's message.
- Decide what message should be communicated.
Think about the audience - it's not just the reporter.
Speak in terms of benefits and impacts.
Start with a conclusion and support it - examples help illustrate your point.
Avoid jargon and overly technical terms.
The more you repeat the message, the more likely it will appear.
- Silence is golden - answer the question, then be silent; be comfortable with silence.
Communications Plan 13- Revised 5/1 /00
Avoid talking off the record.
End the interview and the conversation.
❖ The Best Tool for the Jobs
- Print media (i.e., newspapers), allow for more depth, more than one source, more
than one side of an issue. Visuals are an asset. Remember, your remarks will often
be paraphrased.
- Television - allows a story to be told. Visuals and kids are key. Look for
connections to a broader group or uniqueness in routine issues or events.
- Radio - good for "alerts" (i.e., closures, traffic detours). Can't use visuals on
radio.
Communications Plan .14- Revised 5/1 /00
Proiects
Purpose: To help define the type of communication tools appropriate for different types of
projects so that citizens and interested parties are aware of and have input into City projects
that affect them.
For All Projects: Decide if a project requires:
Public Information- Schedules, project elements, project status
Public Education- Changes in regulations, fees
Public Involvement- Input into plans, decisions
Communication tools vary by the project size and type of input desired. Before beginning the
project, determine who the project affects and, using the guidelines below, develop a
communication plan, and timeline that includes public information, education, or involvement
tools as appropriate and the cost of each communication tool. The list of tools is not inclusive.
Consider printing information in other languages. Remember, proactive communication can
limit anxiety and confusion on the part of residents, businesses and property owners.
Communications Plan ' 1 - Revised 5/1/00
Lame Projects: A project that impacts residents and businesses citywide.
Examples include: Major highway improvement projects, new City facility planning or
construction, emergency preparedness training, developing the City's budget, updating the
comprehensive plan, preparing a citywide master plan for parks, utilities or transportation.
Public Information Tools:
Press release(s) to the media
Cityscape articles
Web Page announcement(s)
Project newsletter(s)
Council/Planning Commission presentation(s) (on cable if available)
Display ads
Public notices
Legal notices
Presentation(s) to community group(s)
CIT meeting(s) presentation(s)
Open house(s)
Cable television program(s)
Community Connectors
Targeted mailings to those most affected
Focus Groups
Public Education Tools:
Press release(s) to the media
Cityscape articles
Web Page announcement(s)
Council/ Planning Commission presentation(s)
(on cable if available)
CIT meeting(s) presentation(s)
Cable television program(s)
Presentations to community group(s)
Community Connectors
Targeted mailings to those most affected
Public Involvement Tools:
Advisory committee or task force
Public hearing(s) before Council or Planning Commission
Survey(s)
Open House(s)
CIT meetings
Targeted mailings to those most affected
Communications Plan .16- Revised 5/1 /00
Medium Proiect: A project that has a moderate impact on citizens citywide,
impacts one specific group, or multiple neighborhoods.
Examples include: A new tree ordinance, an increase in building fees, construction on a minor
collector street, improvements in a park, utility construction, or library programs.
Public Information Tools:
Press release(s) to the media
Cityscape article(s)
Web Page announcement(s)
Presentations to target grouq(s)
Mailings to target group(s)
Community Connectors
Council/ Planning Commission presentations
Public Education Tools:
Press release(s) to the media
Cityscape article(s)
Web Page announcement(s)
Presentations to target group(s)
Mailings to target group(s)
Public Involvement Tools:
Meetings with target group(s)
Surveys to target group(s)
Advisory committees or task forces
Public hearing(s)
Communications Plan -17- Revised 5/1/00
Small Projects: A project that has a minor impact, affects one neighborhood,
or involves little or no controversy.
Examples include: Street slurry seal, trail repair, administrative land use action, or utility
repair and maintenance.
Public Information Tools:
Door hangers to affected persons
Post cards to affected persons
Community Connectors
Mailings to target group(s)
Public Education Tools:
Door hangers to affected persons
Post cards to affected persons
Community Connectors
Neighborhood meeting(s)
Mailings to target group(s)
Public Involvement Tools:
Surveys
Neighborhood meeting(s)
Communications Plan - 113- Revised 5/ 1 /00
Written Communication Tools
Purpose: Written communication is the most effective means to communicate factual
information, the specifics of an upcoming meeting or event, the status of an ongoing project,
or announce activities that affect a specific group.
There are a variety of ways to communicate information in writing. When considering which
written communication tool to use, consider the audience and the purpose of the
communication. Have items proofread by someone who is unfamiliar with the issue or program.
Some suggested written communication tools, a brief description of each and their
effectiveness follows:
Brochures: Brochures are a good tool to describe new or existing programs (Community
Connectors, adopt-a-path, peer court). A good tool to communicate information that will not
change. Brochures can be mailed, placed in public areas, or distributed at presentations.
Bill Stuffers: Bill stuffers go out in utility bills over a nine-week period. This is not an
effective tool for information where timelines are critical. It is a cost-effective tool, however,
since there is no additional cost to insert an additional piece with the bill.
This is a cost effective way to get out information that is not time sensitive. It's a good tool
for education (water conservation tips, changes in billing format, census information).
Advertisements: There are two basic types of ads: display ads and legal ads. Display ads can
be effective to raise awareness of programs, promote upcoming events, or express
appreciation. Legal ads or notices are used to meet legal requirements for notification of
meetings or legal actions. Display ads are effective in reaching a broad audience. Legal ads,
when placed in conformance with regulations, meet legal requirements for notification and are
placed in the same location in the paper, so readers know where to look if interested. Display
ads range from to . Legal ads to
Displays: Displays are an effective tool to communicate information on projects and programs
that involve maps or graphics. They are best suited to major plans and projects of longer
duration as a way to solicit input of draft proposals or announce final results or decisions (Park
Master Plans, planning studies). Displays take time to assemble and are not effective after a
month or so. Consider using this tool when the information will be current for two - four
weeks. Display space is available in the lobby and at the library where they reach a general
audience.
Door Hangers: Door hangers are a good way to communicate important information to a target
audience. They are inexpensive but can't be mailed, so consider the time involved to place the
door hangers. (Are there neighbors or volunteers that might be willing to place the door
hangers?) Examples of topics for door hangers include reminders of upcoming construction
projects, road closures and detours, or slurry seal application.
Communications Plan - Iv - Revised 5/1/00
Flyers: Flyers are a good communication tool for meeting reminders, project updates and
event announcements. Use graphics and print on bright colored paper to catch attention.
Flyers can be mailed or distributed in public locations or at public meetings. They serve a
broader target audience than a door hanger and are cheaper to produce, but if mailed, there
are postage costs.
Letters: Letters are the best way to transmit detailed information on a specific issue or
project whether in response to an individual inquiry or to follow up on a decision or action.
Letters are inexpensive and can be targeted to specific individuals or groups. Unlike specific
phone responses, letters can be included in the public record.
Newsletters: Newsletters are an effective way to communicate the status of ongoing programs
or long-term projects. Newsletters can be mailed at cheaper than first class postage rates or
can be distributed at public meetings or in public buildings. Newsletters are best suited to a
general audience or large target audiences. Consider newsletters for long-term, complex
projects when there are changes or decision points along the way.
Postcards: Postcards are less expensive to mail than first class letters and are a good tool to
use for invitations and reminders. They are also an effective tool to obtain input or feedback,
especially if marked with postage for return.
Press Releases: Press releases are used to inform the media of city activities, issues, and
events. A press release is the best way to get the media to print information that should be
communicated to the public. Consider issuing a press release to counter negative events or
stories and control rumors. Press releases are also effective tools to communicate upcoming
events, important decisions, and encourage participation at upcoming public meetings.
Reports: Written reports are a common way to communicate study results and findings.
Reports can vary in length with Executive Summaries often included in longer reports. Report
format can vary from newspaper to 3-hole punch with tabs. Before deciding on a format,
determine if pages will be a consistent size (e.g. will foldout maps be included) and also
whether or not the report will be updated.
Stamps: Consider having a rubber stamp made for forms that are regularly used by customers
to announce program changes, fee adjustments, or new deadlines. This allows existing forms
to be used while still communicating the information. This is most effective when targeting a
specific customer base that may include individuals who are not regular users.
Surveys: Written surveys are the best way to gauge public opinion or get citizen feedback on a
variety of issues. Surveys can be short (on postcards) or multiple pages. Surveys may be stand-
alone documents, included as part of another publication and/or posted on the web. Consider
using a consultant to develop and administer more complex scientifically valid surveys. When
asking for citizen feedback, think about how the results will be communicated back to the
citizens.
Communications Plan -20- Revised 5/1 /00
FOR IMMEDIATE RELEASE
DECEMBER 16, 1999
CONTACT: Liz Newton
639-4171, Ext. 308
MACC GRANT AWARD TO FUND CAMERAS IN TOWN HALL
OREGON
The City of Tigard will be the beneficiary of a $99,500 grant awarded to
Tualatin Valley Communications Access (TVCA) by the Metropolitan Area Cable
Commission (MACC). The grant is dedicated to the design and installation of
television equipment for the City's Town Hall.
The installation of four television cameras and an improved sound system will
facilitate the City's goal to offer expanded live and taped programming of
community meetings and events. Initially, the focus will be on increasing the
coverage of public meetings such as airing additional City Council meetings and
Citizen Involvement Team meetings.
Over the next year, citizens will see events on cable television such as special
children's Library programming. In the near future, the City will explore
interactive cable programming.
The grant was awarded to TVCA as part of the MACC Public Education and
Government/Public Communication Network (PEG/PCN) Grant program, funded
through AT&T cable, which is a requirement of the new AT&T franchise
agreement with Tigard and other MACC jurisdictions.
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'13125 SW Hall Blvd., Tigard, OR 97223 (503) 639-4171 TDD (503) 684-2772
Presentations
Purpose: Public presentations are the most effective way to present information to citizens
and decision makers that allows for interaction with the audience, and to facilitate informed
decisions. The suggestions for effective presentations may vary for citizen audiences (public
meetings) and decision makers (City Council, Planning Commission.)
The Basics
Time: If possible, keep your presentation to 10 minutes or less. If the issue is more complex,
consider breaking the presentation into 10 minute segments. For example, 10 minutes to
introduce the issue and provide background; 10 minutes to outline the specifics or technical
information, and 10 minutes to present options, recommendations, next steps. Most
presentations should not exceed 30 minutes. If it is necessary to go over 30 minutes, use more
than one presenter. Allow time at the end of the presentation for questions.
Focus on the Issue: State the issue(s) clearly and concisely, and explain why the issue is
before the decision makers or citizens.
Consider the Audience: Decision makers need specific information about the issue or
proposal, what the consequences of particular decisions might be, and how the options will
affect specific individuals as well as the larger community. Citizen audiences are more
interested in how specific proposals or actions will affect them.
Be Flexible: Be prepared to modify your presentation if necessary to accommodate a smaller
or larger audience, or to address issues or concerns brought up by the audience. The
presentation may need to be shortened to fit a time schedule. If there are "technical
difficulties" with equipment, be prepared to speak from handouts and/or notes.
Communications Plan - 21 - Revised 5/1 /00
The Presentation
Depending on the issue and the audience, your presentation should include some or all of the
following elements:
An introduction sets the context, defines the issue, and explains why the presentation is being
made. Include the location description, any past decisions made or actions taken, and any
applicable policies, ordinances or regulations. Include information on citizen involvement or
input to date. Describe the proposal and share any technical information in terms appropriate
to the audience.
Present options or alternative courses of action. Detail the pros, cons, and consequences of
each. Explain any unresolved issues and/or disputes.
Present the recommendation and explain the impacts.
The Tools
Remember to reserve any equipment ahead of time that is needed for presentations. Reserve
the equipment for the shortest time possible to accommodate the presentation.
PowerPoint: Good for policy decisions where codes or ordinance wording changes need to be
highlighted and where photos and graphics can illustrate the key points. Practice your
presentation in advance using the equipment that you will use for the actual presentation.
Resources
Overheads: Good for presentations where PowerPoint is not technologically possible and
where photos are not used as illustrations. Charts, graphs and vicinity or location maps work if
not too detailed. Practice the presentation ahead of time using the projector that will be
available for the presentation. Resources
Videos: Good in place of a visit to the site or to include speakers and images that can't be
live. Also a way to show equipment in operation or how a process works. Play the video in
advance on the monitor that will be available for the presentation. Set the volume and channel
in advance so the tape is ready to play.
Graphics on Easels: Large maps and/or graphics work well for large audiences and when
PowerPoint or overheads are not available. Maps, graphs and charts show up welll Make
arrangements to have someone change the charts if there are several.
Handouts: Prepare handouts that summarize your presentation for the audience. This allows
audience members to follow the presentation and if the technology doesn't work, may serve as
notes for the presentation.
Practice the presentation! (in the room if possible.)
Communications Plan - Revised 5/1/00
Promotional/Recognition Items
Purpose: Promotional and/or recognition items are used to promote the City and City
programs and recognize citizens or dignitaries. Promotional items include water bottles,
pencils, stickers, hats, bags, shirts, etc. Recognition items include pins, plaques, keys to the
City, etc.
Promotional items are used in schools to enhance education, or at City events as giveaways.
Items distributed in schools should connect to the program such as water conservation kits or
McGruff "Take a Bite Out of Crime."
Recognition items are often awarded by City Council, but can be given by departments.
Recognition is generally tied to an accomplishment, such as completion of a task force project,
the end of service on a City committee, a special accomplishment by a citizen of Tigard (youth
included), or may be awarded to visiting dignitaries. The general guidelines for recognition are
outlined on page
Resources: The City's Buyer, Terry Muralt, ext. 324, and Susan Koepping, ext. 460, have
information and catalogs on items appropriate to use for promotion or recognition. Consider
budgeting adequate funds for ongoing promotional items and/or items for occasional
recognition.
Communications Plan -24- . Revised 5/1 /00
Guidelines for recognizing resigning or retiring Committee. Board. Task Force Members
Currently, there seems to be no consistent way of acknowledging service by volunteers when
they resign committees, boards or task forces or when their eligibility to serve expires. For
example:
® Library Board: other members of the Board write a letter to the person who is leaving.
According to Connie Martin and Library Director that has been a function of the Board;
we do not even have copies of the letters.
Water Advisory Committee: They were invited to a reception with refreshments to thank
them for their efforts.
® Planning Commission: There appears to be no formal acknowledgment by the City
o Budget Committee: Same
® Task Forces and Committees in the Engineering Department: Same
Occasions for formal recognition
Formal acknowledgement of an individual's voluntary contribution should occur:
o Upon the individual's resignation
® When the individual's term expires and that person will not be continuing to serve on that
body.
o When the task force or committee has completed the mission and the group is being
disbanded
Formal recognition of departing members of Planning Commission, Budget Committee or
Library Board:
1. Departing members will receive a certificate signed by the Mayor and the Chairperson of the
group upon which they served.
2. The individual will be invited by the City Manager on behalf of the City Council to attend
the next televised meeting of the Council, where the Mayor will acknowledge the person's
departure and contribution.
3. The certificate and a token gift such as a Tigard-triangle pin or glass mug will be given to the
person at the meeting. If the person does not attend the City Council meeting, the staff
liaison will see that the certificate and gift are sent to the individual.
Formal recognition of voluntary members of task forces and other committees when the
task force or committee is being disbanded.
1. A letter of appreciation signed by the Mayor and the staff liaison will be sent to each
individual. The letter will include the name of the task force, committee or board.
2. When the group's final report or recommendation is presented to the City Council, the Mayor
will publicly thank the members of the group for their contribution and present each with a
Tigard-triangle pin.
Department Communicators
Purpose: One individual from each department will serve as the Department Communicator to
ensure that each department develops and implements a communication element for each
project and program, takes advantage of opportunities to communicate, and identifies
available resources.
Role of the Communicator: The department director or project manager is responsible for
getting suggestions from the Department Communicator for the communication element of
projects of programs prior to implementation.
The Department Communicator is responsible for making suggestions to the department
director or the project manager on appropriate communication strategies and tools for projects
and programs.
The Department Communicator is responsible for maintaining one department copy of the
communications plan including updating with replacement pages and retaining samples of
written communication tools.
The Department Communicator is expected to attend a bi-monthly meeting of all Department
Communicators. The purpose of the meetings is to share ideas, examples of effective
communication tools, identify resources that can be shared, discuss issues or concerns related.
to implementing the communication plan and possible changes or additions to the plan.
Communications Plan .25- Revised 5/1 /00
Citizen / Customer Communications
Purpose: To ensure the best service, it is important that consistent information goes out, both
externally and internally and that information is accurate, current and timely.
Guidelines: Departments may have different priorities for prioritizing customer and citizen
communication. Some departments receive emergency calls for service. Some departments
have less contact with the public and deal primarily with internal customers. In some
departments, the status of projects changes daily.
Each department should discuss and establish guidelines for communicating with citizens and
customers. Employees are responsible to know and follow their department's guidelines.
The following points are good general guidelines but may vary some from department to
department depending on the type of work and customers.
Prioritization
1. Phone or radio if staff member is not with another citizen /customer. Check
voice mail as often as possible, but at a minimum at the beginning, middle and
end of the work shift.
2. In person. Those with scheduled appointments generally take priority over
walk-ins. This includes internal (co-workers) and external customers.
3. E-mail. Check e-mail as often as possible, but at a minimum at the beginning,
middle and end of the work shift.
4. FAX. Generally these are treated as written communications, but depending on
the urgency, may take priority over letters and memos.
❖ Phone calls / voice mail
• Return calls by the end of the business day if possible or within the next 24 hours.
• If you are not able to provide all of the information requested in the first call, let the
caller know who will return the call with the information and when.
• Change your voice mail message every day. Let callers know on the message when you
will be out or unavailable and when they can expect a return call.
44- In person
• For scheduled appointments, be prepared with copies of appropriate regulations,
documents requested by the customer, and any file(s).
• For walk-ins, know where copies of the needed forms or documents are and how the
customer can get copies.
• If follow-up is needed after the meeting to provide more information, communicate a
decision or agreement, it's best to do it in writing.
❖ Written Communication
• If you are not able to respond in writing to the author within a couple of days, write
acknowledging receipt of the letter and let the author know who will respond and
when.
Letters in response to citizen/ customer inquiries should be complete and concise. It's
a good idea to reference the author's questions or concerns in the response.
Remember all written communications (letters and memos) are public record unless
they are confidential attorney/client privilege. Don't write anything that shouldn't be
seen by others.
Communications Plan _26- Revised 5/1 /00
E-mail is just another form of written communication and is public record. As with
other written communication tools, be concise and complete. Be careful not to use too
familiar a tone when responding to citizen /customer concerns via e-mail.
Respond to a-mails within a couple of days, even if it is to let the author know that
their message has been forwarded to another staff person. Always include the name of
the person that will respond and when to expect a response.
If you will be out of the office and not accessing your e-mail for more than a couple of
days, please take a minute to modify your e-mail message to let message senders know
when to expect a response. It's easy to do! Just follow these instructions:
➢ Open GroupWise
➢ Go to Tools, Rules, New
Y Rule Name: "Vacation message"
➢ When event is new item and items are I I received
➢ Item types 0 mail
➢ Then actions are:
Add action
Reply
➢ Reply options:
Reply to sender
OK
➢ Reply box:
From: (your name should be automatically filled in)
Subject: "Out of the Office"
Message: "I'm out of the office from
➢ OK
Save
➢ Enable
➢ Close
I:WDMIMMARKETING-COMM PLAN.DOC
Communications Plan -27- Revised 5/1/00
AGENDA ITEM #
FOR AGENDA OF May 16, 2000
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE Community Connector Program Update
PREPARED BY: Elizabeth Newton tjZ- DEPT HEAD OK j _CITY MGR OK
ISSUE BEFORE THE COUNCIL
An update on the status of the Community Connector program. _
STAFF RECOMMENDATION
No action necessary. This is an information item.
INFORMATION SUMMARY
In November 1999, City staff formally initiated the Community Connector program. As the attached brochure
explains, the program is designed to facilitate communication between the City and its residents and business
owners on issues of interest or those that have an impact on the neighborhood. Neighborhood representatives
volunteer to be a "community connector" for the neighborhood they define. The community connectors receive
information from the City via e-mail (hard copies are sent by mail to participants without e-mail.) Some
examples are attached. The information includes the status of current issues, how City services are provided
and how to access services and resources. Community Connectors contact the City with issues of concern to
the neighborhood and work with the City to facilitate the distribution of information to neighbors regarding
issues.
Several connectors have contacted the City regarding neighborhood issues. The Naeve Street connector
suggested flyers be distributed regarding the status of the Erickson Heights Subdivision. The flyers, mailed by
the Engineering Department, were well received. One connector raised concerns about potential criminal
activity and was contacted by the Chief and got information quickly. The Deer Point connector raised an issue
about the new subdivision being incomplete. The Engineering Department responded by facilitating an on-site
meeting with the neighborhood and developer.
OTHER ALTERNATIVES CONSIDERED
None
VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY
Community Character and Quality of Life - Goal #2: "Citizen involvement opportunities will be maximized by
providing educational programs on process, assuring accessibility to information, providing opportunities for
input and establish and maintaining a program of effective communication."
FISCAL NOTES
Brochures were developed and copied in-house. There is a nominal cost to mail "communications" to the three
connectors without access to e-mail.
I:\ADM\CATHv\COUNCIL\SUM SHEET COMMUNITY CONNECTORS-DOC
Community Connectors - Fifth Communication
Blossom by blossom, the spring begins...
Thanks to our hard-working volunteers and staff, almost all of the Community Connector brochures are out.
Thanks, Connectors, for getting back to me about your preference for information!
Garage Sale Signs
As the weather turns better, the garage sale season is upon us. Just a reminder - garage sale signs do not
require a permit. The signs should not be placed in the public right of way. Please remember to take the signs
down when the sale is over!
Tall Grass
Not only is everything blooming, but grass is growing! Most residents take pride in keeping their lawns green
and lean. But did you know? Grass and weeds over 10 inches tall is considered noxious vegetation and
needs to be cut! Call our Code Compliance Officer Barbara Gomez at 639-4171, Ext. 314 if there is tall grass
(or weeds) in your neighborhood.
Park and Recreation Partnership Proposal
City Council will consider public comment on a proposal to ask Washington County to consider placing a
measure on the November ballot to form a special recreation partnership. The hearing will be on March 28 at
7:30 p.m. in the Town Hall at City Hall. For more information, call Jeff Munro at City Hall at 639-4171, Ext. 398.
We Can Work it Outl
bid you know about the City's Mediation Program? It's designed to address primarily neighbor-to-neighbor
disputes. The City contracts with the City of Beaverton's Mediation Center for the service and it's free to Tigard
residents. Both parties have to agree to mediation for it to work, but the success rate is over 95% satisfaction.
Feel free to offer this service in your neighborhood. For more information, call Liz Newton at 639-4171, Ext.
308.
Erosion Control
Spring also brings more construction activity. The Unified Sewerage Agency (USA) monitors and regulates
erosion control. If you notice mud or dirt in the street as a result of construction activity, call Fred Wright at USA
Erosion Control at 844-8903.
Be Countedl
Census forms are in the mail. It's important that the form be filed out and returned. Census numbers are used
to determine Congressional representative districts, for allocating Federal program funds, and returning per
capita tax dollars to counties and cities. It is estimated that Washington County lost 13 million dollars in federal
funds in the last 10 years due to an undercount of the population.
1:\ADM\LMCOMMUNITY CONNECTORS\5THCOMMUNICATION.DOC
Community Connectors - Sixth Communication
You know how it is with an April day when the sun is out and the wind is still
So far - so good.
Some of you know from personal experience that ODOT has started construction on the 1-5/217 interchange
improvements and that the 72nd Avenue on ramp south bound to 217 is closed. If you are interested in getting
information on the project, there is a recorded information fine available 24 hours a day. I did a test run! Call
(503) 223-0066, press 4, then press 1, then press 2. The message gives week to week details about the
project. You can also go to the web site did) at http•//www.odot.state.or.us/regionl/construc.htm. There are maps
and graphics of the final project online!
Prevent Crime
Did you know that ten times more arrests come from neighbors reporting suspicious circumstances to the police
than from routine police patrol? If everyone who saw something suspicious in their neighborhood would call the
police, far more arrests would be made! Neighborhood Watch has proven to be one of the most effective and
cost efficient crime prevention programs in the country. If your neighborhood is not participating and you would
like more information, please call Jim Wolf at the Tigard Police 639-4171 x220.
Spring Clean-Up
Time to get the old paint cans out of the garage! Let your neighbors know there will be a Household
Hazardous Waste Event on Saturday April 15 from 9 a.m. to 3 p.m. at the JC Penny parking lot at
Washington Square. Waste products that they will accept include paint, solvents, pesticides, automotive fluids
and household cleaners - up to 35 gallons per vehicle and must be in containers 5 gallons of smaller. Call
Metro recycling at 234-3000 for more information.
Transportation Bond Projects
The Transportation Bond Task Force has finalized a list of recommended projects to present to the Planning
Commission. The recommended projects and costs are:
Major Collectors
Gaarde Street - 99W to 1215` Ave $3,140,000
1215` Avenue - Walnut to North Dakota $2,030,000
Walnut Street - Tiedeman to 12151 Ave $4,990,000
1215 Avenue - Gaarde to Walnut $3,760,000
98`h Avenue Signalization - at Durham Rd $280,000
Minor Collectors
Fonner Street - Walnut to South of 115`h Ave $1,570,000
Totals $15,770,000
Bond Issue and Other Costs (1.5%) $240,000
Grand Total for Bond Issue $16, 000,000
Alternative Projects
Commercial Street (North side, Main St. to Lincoln St.) $460,000
Burnham Street - Main St. to Hall Blvd. ' $1,570,000
Tigard Street - Main to Tiedeman (South side) $990,000
Tiedeman Avenue - Greenburg to Tigard St. $860,000
Note: Alternative Projects in the order of priority shown will be implemented if funding becomes available
because of favorable bids, partnerships, or if some other funding mechanisms are identified.
The Planning Commission will take public testimony on the recommendations at their meeting on April
17 at 7:30 p.m. In the Town Hall. For more information, call Gus Duenas at 639-4171 x 378 or send email
to gus(a-M.tigard.or.us.
Recreation District Proposal
On March 28, the City Council voted three to two to forward a resolution to the Washington County Board of
Commissioners to consider placing a measure on the November ballot. If approved by voters, a county service
district would be formed known as the Atfalati Recreation Partnership. The district would have the authority to
provide recreational services. Since the district would be a new county service district, the Board of County
Commissioners must approve its placement on the ballot. The Board has until September 7, 2000, to take
action and meet the filing deadline for the November election. For more information, call Jeff Munro at 639-
4171 x398 or Ed Wegner at 639-4171 x396. You may also email Jeff at jeff a,ci.tigard.onus or Ed at
ed a,ci.tieard.onus.
I\\TIG333\USR\DEPTS\ADM\LIZ\COMMUNITY C,ONNECTORS\6THCOMMUNICATION.DOC
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AGENDA ITEM #
FOR AGENDA OF May 16 2000
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE Washington County Consolidated Communications Agency (WCCCA) Presentation
of a Draft Intergovernmental Agreement and Discussion of a Proposed $13.8 Million WCCCA Lew
PREPARED BY: Cathy Wheatlev Q-Y7~) DEPT HEAD OK -b4444L~-_CITY MGR OK
ISSUE BEFORE THE COUNCIL
Hear information from RoxAnn L. Brown, Director of the Washington County Consolidated Communications
Agency (WCCCA), about the draft intergovernmental agreement (IGA). Director Brown will also present
information about a proposed $13.8 million WCCCA levy.
STAFF RECOMMENDATION
The purpose of this agenda item is to present information to the City Council for discussion and to respond to City
Council questions. Formal City Council consideration of the IGA and a resolution of support for the $13.8 million
levy is scheduled for the June 13, 2000, City Council Agenda. City Manager Bill Monahan participated in the
IGA discussions and thinks that the proposal is a good compromise. With regard to the $13.8 million levy, City
Manager Monahan recommends that the City Council support the upgrades, known as the 911 Wireless
Enhancement Project.
INFORMATION SUMMARY
WCCCA Director RoxAnn Brown is visiting with member jurisdictions to discuss proposed amendments to the
IGA, which will be on the WCCCA Board Agenda on June 15, 2000.
Director Brown will also be reviewing the draft resolution of support for the WCCCA levy, which is part of the
Washington County Five-Year Local Option levy that will appear on the November, 2000 General Election
Ballot.
The following information is attached for City Council review:
➢ May 8, 2000, memorandum from RoxAnn L. Brown, WCCCA Director
➢ Amended IGA.
➢ "Redline" version of the amended IGA, reflecting the proposed changes.
➢ Presentation packet on the 911 Communications System - Wireless Enhancement Project
➢ A draft resolution supporting the Washington County Three-Year Serial Levy for a 911
Communications System Wireless Enhancement Project
OTHER ALTERNATIVES CONSIDERED
Propose changes to the IGA and/or elect not to support the levy.
VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY
N/A
FISCAL NOTES
The proposed IGA amendments have no fiscal impact.
If the voters approve the proposed five-year serial levy, ($13.9 million), the average cost will be $0.09 per
$1,000 assessed valuation.
I:\ADM\CATHY\COUNCIL\WCCCA - SUM SHEET 000516.DOC
W.C.C.C.~i.
POI1CE - F[RE • MEDICAL.
WASHINGTON COUNTY CONSOLIDATED COMMUNICATIONS AGENCY
MEMORANDUM
DATE: May 8, 2000
TO: Tigard City Council
FROM: RoxAnn L. Brown, Director
RE: Agenda Items for Vote
The amended IGA for the Washington County Consolidated
Communications Agency (WCCCA) that is before you came out of a
WCCCA Board retreat last June. There were 2 issues that needed to be
addressed. The first was the request of the City of Banks to rejoin WCCCA.
Banks was an original member and withdrew when their police
department was, disbanded. Since they have a police department
again, they have requested to rejoin WCCCA which has been approved
by the Board. The amended IGA you have received includes Banks as a
member of WCCCA.
The second issue is governance. 97% of WCCCA's funding comes from 10
agencies. With technology very important to the larger agencies, those
costs will become an issue to the smaller agencies who do not require or
desire the technology. It is important that WCCCA stay together, but their
must be some changes made to simplify the quorum process. With Banks
joining the Board, we now have 18 members making a quorum 10. The
Board did not feel it would be right to lower the 50%+1 requirements of a
quorum for this public body. And how do we accommodate the needs
of the larger and not price the smaller out of.
It was decided to appoint a Blue Ribbon Committee to work on the IGA
issues. The WCCCA Board Chair Forest Soth, a City Councilman from
Beaverton made the appointments and chaired the committee. This
17911 NW Evergreen Parkway Beaverton, OR 97006
Ph:503.690.491 1 x206 FAX 503.531.0186 E-Mail: rbrown@wccca.com
committee was on a fast track meeting several times within a short period
of time proposing most of the document you have before you with some
amendments at the last full board meeting in December where the draft
was adopted with only one dissenting vote.
To deal with the quorum issues and the ability to pay/governance issue. It
was decided that the less than full service agencies who pay less than 1%
of WCCCA's budget would have their fees frozen at the 1999/2000
budget level with no more than a 3% increase. Any WCCCA increase for
those 8 agencies over the 3% would be spread throughout the 10 full
service agencies that already pay 97% of WCCCA's budget. The 8
capped agencies will share a vote by discipline. That means that Banks,
Durham, Gaston, King City, and North Plains will share a vote. And
Cornelius Rural Fire Protection District, Gaston Rural Fire, Tri-Cities Rural Fire,
Washington County Fire District #2 will share a vote. By group they can
pick a representative for the Quarterly Board meetings.
The Committee and the Board felt the smaller jurisdictions would be
protected financially and yet still retain voting rights.
The Technical Advisory Committee will not change. That committee is
where all of the service and operational issues are handled and each
Chief or designee is entitled to a vote there.
The Executive Board which meets monthly will change to more of a
Managers board where the Director will receive guidance and assistance
on a monthly basis. The WCCCA Board Chair will still be in charge of that
group.
The amended IGA will remain in place for 5 years. At the end of the 5
years, a review can be requested by any member.
The second item on your Agenda is resolution of support for the WCCCA
levy. 3 years ago TAC requested that we start working on Phase 2 of
WCCCA's radio system. When the system was built almost 10 years ago,
the best system for the money available was put in. Time has changed
technology and population. Today our State of the Art radio system can
be compared to a 286 computer. We have some holes on the East Side
of the County which cannot be fixed with the current system, this includes
Tiffany Court. And the traffic level and growth to the West has created
difficulties for public safety responding in those areas.
17911 NW Evergreen Parkway Beaverton, OR 97006
Ph:503.690.4911 x206 FAX 503.531.0186 E-Mail: rbrown@wccco.com
Clackamas County and Lake Oswego have been working toward an 800
MHz radio system as we already has in Washington County. They have
decided though, that to build all of the tower sites they need and the
backbone infrastructure would be impossible at the same time. WCCCA
has been working towards an IGA between the organizations whereby
WCCCA will provide for a fee the radio backbone. This is significant as it
will hold down Washington County costs, allow easier working relationships
for joint resources, and lessen the Washington County sites needed, as the
Lake Oswego and Clackamas County sites will fill in many of our holes.
The WCCCA Board in December approved the $13.8 million levy, the bulk
of which is for technology upgrades, including new mobile radios in all
vehicles. We will be taking our 286 to a Pentium III with the capability for
encryption and digital technology. We will also be set up for automatic
vehicle location (AVL) technology, which allows us to send the closest
public safety unit regardless of jurisdiction during an emergency.
WCCCA is requesting approval of both resolutions prior to our June 15 full
Board meeting.
I:\ADM\CATHY\COUNCIL\WCCCA 5-16 MEMO - R BROWN.DOC
17911 NW Evergreen Parkway Beaverton, OR 97006
Ph:503.690.4911 x206 FAX 503.531.0186 E-Mail: rbrown@wccca.com
9.1.1 CONNUNICATIONS SYSTIN %
WIRILISS INNANCHINT PROJECT
PRESENTATION
May 2000
Presenters:
RoxAnn Brown, Director WCCCA
John Hartsock, Project Manager
AGENDA:
1. The Issue /Proposed Upgrades
2. Who and What is WCCCA
3. History of Public Safety Communications in Washington County
4. Project Achievements from the 1990 Levy
5. Current Issues Obsolescence
6. Proposed Upgrades
7. Financial Impact
9-1-1 Communications System - Wireless Enhancement Project
May 2000
ISSUE:
The ability of Washington County Consolidated Communications Agency (WCCCA) to
continue to provide the level of 9-1-1 emergency communications services required by the
member agencies and the citizens of Washington County.
The most significant technical challenge facing WCCCA today is the need to upgrade
equipment and systems to maintain technologically current solutions. It is important to avoid
obsolescence and have the ability to maintain these vital systems and equipment.
WCCCA strives to maximize technology to minimize staff and increase efficiencies.
The WCCCA Board has therefore determined there is a need to proceed with a $13.9M
technology upgrade project to maintain WCCCA's level of service.
PROPOSED TECHNOLOGY UPGRADES:
Voice Radio System:
❖ Updated to the `SmartZone' technology similar to the seamless type service on cellular
telephones. Improved interoperability with the Portland, Clark County and Marion County
systems, as well as the new Clackamas County system currently under development.
❖ Upgrade of existing base station radios and related microwave equipment from analog to digital-
capable equipment and the manufacture has discontinued the current equipment.
❖ Improved radio coverage and quality within the most populated areas of the County.
Addition of 2 new simulcast radio sites.
❖ Upgrade of 4 existing standalone sites to IntelliRepeater sites.
❖ Addition of Inew IntelliRepeater site.
❖ Expansion of the microwave system that is utilized to communicate between the sites and back
to WCCCA.
❖ Construction of new radio sites, which includes buildings, towers, battery systems, and
emergency generators.
Data Radio System:
❖ Addition of 5 new radios on existing and new sites developed for the voice system to improve
coverage and availability of mobile data.
Paging Radio System:
❖ Addition of 5 new radios on existing and new sites developed for the voice system to
improve coverage and availability of paging coverage countywide.
BACKGROUND:
Washington County Consolidated Communications Agency (WCCCA), is an ORS 190 organization
formed in the fall of 1990 to provide 9-1-1 call answering and public safety dispatch for all of
Washington County, except the City of Forest Grove which maintains its own 9-1-1 call answering
and Police dispatch. WCCCA serves 12 law enforcement agencies, and 7 fire/EMS agencies, which
are:
Law Enforcement
Washington County Sheriff's Office
City of Beaverton, Police Department
City of Hillsboro Police Department
City of Cornelius Police Department
City of North Plains Police Department
City of Gaston Police Department
City of Tigard Police Department
City of Tualatin Police Department
City of Sherwood Police Department
City of Durham
City of King City Police Department
City of Banks Police Department
Fire / EMS
Tualatin Valley Fire and Rescue
City of Hillsboro Fire Department
Washington County Fire District #2
City of Forest Grove Fire Department
Tri-Cities Fire Department
City of Cornelius Fire Department
City of Gaston Fire Department
WCCCA is governed by a Board of Directors (Board) made up of one elected or appointed member
(an alternate) from each jurisdictional member, with equal voting shares, which meets quarterly.
The Board appoints a five member Executive Board (E Board), which meets monthly to oversee the
agency's policy and financial operations.
WCCCA's FY 99-00 budget is $6.07M that is funded through: user fees of $3.71M; 9-1-1 telephone
taxes collected by the State of Oregon of $1.37M; and miscellaneous income from operations of
$.19M and beginning fund balance of $.80M. The Agency employs 50 dispatchers and 16
administrative and support personnel. In 1999 WCCCA:
❖ ANSWERED 182,637 - 9-1-1 CALLS (Land Line)
❖ ANSWERED 17,777 - 9-1-1 CALLS (Cellular)
❖ ANSWERED 340,692 - NON-EMERGENCY CALLS
❖ DISPATCHED 391,618 - POLICE CALLS
❖ DISPATCHED 34,724 - FIRE / EMS CALLS
This work effort expands each year primarily due to population growth, which over the last ten
years has averaged 3.4% per year. This kind of growth challenges the personnel and systems in
place to maintain a high level of service to the Citizens and Public Safety personnel in Washington
County.
9-1-1 Communications System - Wireless Enhancement Project Page 2
April 18, 2000
Since 1989 the following factors have occurred:
❖ COUNTY POPULATION HAS INCREASED 40%
❖ 9-1-1 CALLS HAVE INCREASED 69%
CALLS FOR LAW ENFORCEMENT / FIRE / EMS HAVE INCREASED 55%
(This includes 9-1-1 Calls, non-emergency calls, and officer initiated activity i.e. community policing)
❖ DISPATCH STAFF HAS INCREASED 20%
❖ TECHNOLOGY HAS IMPROVED AND ADVANCED
❖ EQUIPMENT HAS OR IS BECOMING OBSOLETE
(Technology Enhancements and Upgrades)
❖ MEMBER AGENCY OPERATIONAL NEEDS HAVE CHANGED
• STAFFING LEVELS
• COMMUNITY POLICING
• FIRE RESPONSE METHODS
❖ ENHANCED INTERAGENCY COOPERATION AND RESPONSE TO EMERGENCIES
❖ MORE SOPHISTICATED EMERGENCY MANAGEMENT PLANNING
❖ GROWTH HAS DICTATED A BROADER RADIO COMMUNICATIONS COVERAGE
WCCCA is the second largest dispatch center in the state, and a model for cooperation and
consolidated operation. Its level ofservice is the highest and its cost ofproviding service to its
users is the lowest in the metropolitan area.
The Agency's mission statement is:
"EXCELLENCE IN EMERGENCY COMMUNICA 'IONS"
The Agency's Goals Are:
❖ Provide the highest level of service possible to assure protection of the public.
❖ Dispatch appropriate responders to all calls for service in a timely manner.
❖ Provide and maintain effective telephone, radio and computer communications
equipment.
HISTORY OF PUBLIC SAFETY COMMUNICATIONS IN WASHINGTON COUNTY:
In 1988, public safety communications in Washington County was a somewhat confusing situation.
The ten police agencies, the sheriff, ten fire agencies, and three emergency medical agencies, were
served by three 9-1-1 centers for call answering and four dispatch agencies. Those providing 9-1-1
call answering and dispatch were Tigard, Tualatin Fire, Forest Grove, and Washington County
Consolidated Communications Agency (WCCCA).
9-1-1 Communications System -Wireless Enhancement Project Page 3
May 1, 2000
It was determined that:
❖ Most of the public safety agencies could not communicate with one another due to differing
radio frequencies and equipment;
❖ Call taking and dispatch times were slow and resulted in delaying emergency response;
❖ Citizen calls were transferred to various agencies to provide service;
❖ Only basic 9-1-1 was being offered to the citizens in lieu of enhanced, i.e., the ability of the
9-1-1 operator to receive address and telephone number information automatically;
❖ Lack of adequate facilities and technology to provide appropriate service to the citizens and
public safety personnel of the County.
WCCCA, developed a plan to resolve these issues which included:
❖ Consolidation of Public Safety Answering Points (PSAP's) for 9-1-1 calls and dispatch
centers in a new facility to house the consolidated organization.
❖ Implementation of Enhanced 9-1-1 for the County.
❖ Development of a new radio system countywide to allow cross communication and growth,
as well as improved coverage and reliability.
❖ Development of the computer aided dispatch system (CAD) to improve dispatch time,
accuracy, and reporting.
❖ Development of a mobile data terminal system, i.e., computer terminals in the public safety
vehicles, to improve dispatch time and information reporting.
❖ Development of a new radio paging system for fire and EMS users to improve dispatch
time, coverage and reliability.
❖ Improvement of geographical map development for fire dispatch and reporting needs.
The plan was completed in 1990 and recommendations prepared with the total cost of the project
being $16.6 million. The County took the lead agency role and placed the issue before the voters.
In August 1990, by a 60 to 40 margin, the voters approved a three-year serial levy.
PROJECT ACHIEVEMENTS:
Significant improvements set as a part of the long-range plan were achieved:
❖ 9-1-1 call answering average speed to be 5 seconds or less, 95% of the time.
❖ Reduce the dispatch time of 90% of priority 1 calls from 3 minutes 25 seconds for law
enforcement and 1 minute 45 seconds for fire EMS to 1 minute.
❖ Development and implementation of a countywide public safety radio system.
❖ Reduction in radio airtime of 45% due to the use of Mobile Data Computers.
❖ Stabilization of work force expansion due to added technology. Though added staff has
been required due to population increases it is considerably less due to the implementation
of the technology additions.
9-1-1 Communications System - Wireless Enhancement Project Page 4
May 1, 2000
CURRENT ISSUES:
"The most significant technical challenge facing WCCCA today is the need to upgrade
equipment and systems to maintain technologically current solutions. It is important to avoid
obsolescence and have the ability to maintain these vital systems and equipment."
As with all technology, the Washington County radio system being no exception, it ages and
becomes obsolete. Obsolescence manifests itself as software and hardware being no longer
available, technical support becomes difficult, components do not perform as needed, and the
system dose not meet the operating expectations of the users.
There are also issues relating to coverage of the radio system or more importantly, the lack of
coverage of the radio system. This occurs in significant portions of the County that were not
covered with the current system, due to technology and/or available funds or were unpopulated
when the current system was developed. Some of the more significant areas are: Highway 26 at the
West end of the County (high traffic counts); Highway 8 (high traffic counts); Tiffany Court
Apartments, Tigard (high crime activity - gang - domestic - drugs); Washington Square Mall (high
concentration of citizens); and inside large office and retail buildings. There are significant needs
for system coverage improvements to maximize citizen and officer safety.
Technology Direction: Fully digital and/or satellite public safety communications systems are still
significantly (8 to 10 years) into the future. Though the equipment we would purchase now is
digitally capable and upgradeable, there is much of what we own that isn't and will have to be
replaced when the technology is developed.
Who Benefits from the Upgrades: All of the current WCCCA radio system users will benefit by
the proposed enhancements. Though the large countywide agencies, Sheriff and TVF&R, will
receive the most overall benefit it does improve what Hillsboro, Tigard, Tualatin, Beaverton, Forest
Grove, Sherwood, Cornelius or even North Plains, Gaston or King City will get from the system.
Therefore a Countywide bond issue or levy will be an equitable distribution of cost to benefit as in
the original levy.
PROPOSED TECHNOLOGY UPGRADES:
Voice Radio System will be updated to the SmartZone technology. This allows the system to
utilize multiple zones within one system in a seamless manner, similar to the cellular telephone
system. This also improves interoperability with the Portland, Clark County and Marion County
systems, as well as the new Clackamas County system currently under development.
Upgrade of existing base station radios to allow compatibility with the new equipment and allow the
conversion to digital technology in the future. Motorola no longer offers the current base station
radios, and replacement and repair will become more difficult in the near future. Upgrade of
channel bank communications equipment to improve performance and compatibility with the new
equipment.
Addition of a second simulcast control system to allow the utilization of two simulcast systems to
provide coverage for the County. This will improve coverage and quality within the most populated
areas of the County and resolves many of the user issues.
9-1-1 Communications System - Wireless Enhancement Project Page 5
May 1, 2000
Additions of 2 new simulcast sites, the upgrade of 4 existing standalone sites to IntelliRepeater
sites, and lnew IntelliRepeater site to expand and enhance coverage of the system. The addition of
these radio sites will require the expansion of the microwave system that is utilized to communicate
between the sites and back to WCCCA. This will be an addition of 6 new microwave links. The
addition of these sites also requires the construction of the sites, which includes buildings, towers,
battery systems, and emergency generators.
Data Radio System: Addition of 5 new radios on existing and new sites developed for the voice
system. This will improve coverage and availability of mobile data.
Paging Radio System: Addition of 5 new radios on existing and new sites developed for the voice
system. This will improve coverage and availability of paging coverage countywide.
FINANCIAL IMPACT:
This project is budgeted at $13.9M. This budget projection is based upon a partnership between
WCCCA and Clackamas County in which the new Clackamas system, now under development, will
provide radio coverage enhancements into Washington County. In return WCCCA will provide use
of their system controller and management of the Clackamas system. This partnership creates a
regional solution to radio issues, and reduces capital and operating costs for both entities.
The WCCCA Board of Directors has determined that a voter approved levy will be required to fund
this project. Further the Board has determined that the project should be included within the
Washington County public safety levy planned for the fall of 2000.
The Washington County Board of Commissioners has reviewed the project and agrees with the
WCCCA Board and has included the project within their proposed levy. This will be presented to
the voters as a five-year serial levy with an average cost of $0.09 per $1,000 assessed valuation for
this portion of the levy.
9-1-1 Communications System- Wireless Enhancement Project Page 6
May 1, 2000
GLOSSARY
800 RADIO SYSTEM TERMS
VICE:
Trunking: The ability for individual radios to utilize an available frequency for a specific
conversation then release the frequency at the conclusion of the conversation for use by others on the
system. Computer controlled optimum method for radio frequency resource utilization, i.e., fewer
frequencies for more radio usage.
Talkgroup: The term used in trunking systems to define a channel or frequency designation, i.e.;
fire dispatch. In a conventional system this would be a dedicated frequency only available for this
use. In a trunking system a frequency is assigned to this use by the computer when it is needed;
when it is not needed it is returned to the pool and is available for another use.
SmartNet system: A single site, or multiple site (simulcast or voting sub-system) 800 MHz trunked
radio system, with no seamless subscriber roaming capabilities.
SmartZone system: A multiple site, including simulcast sub-systems, radio system network. A
simulcast sub-system is considered to be one site. Allows subscriber radios to operate seamlessly
between the sites, i.e.: no user intervention when changing zones.
Simulcast sub-system: Multiple radio sites with multiple radios, each on a different frequency, with
full trunking features, in a square or circular area, no site more that 20 miles from any other site,
transmitting on a single frequency at the same time. Receiver voting is incorporated within a
simulcast sub-system. Simulcast sites must be connected together with microwave or fiber optic
communications link. This provides optimum coverage for primary coverage area with minimum
frequency use.
Intelirepeater (IR) Site: Single radio site with multiple radios, each on a different frequency, with
full trunking features. These are utilized to fill in a system in secondary or fringe coverage areas.
Each IR site is independent with separate frequencies from any other zone, therefore not as efficient
frequency use. IR sites can be connected by microwave fiber optics or leased lines
Conventional site: Single radio site with single radio or multiple radios, each on a different
frequency, without any trunking features. User must set radio for the particular frequency desired
and lose communication with the rest of the system. These are utilized in remote very low-use areas
to fill in holes in the system at low cost. These are very inefficient sites relative to the use of
frequencies and are discouraged by the FCC.
SmartZone Controller: A computer device that receives the digital electronic request from a
subscriber radio or system radio site when the radio is activated (push to talk) and directs the radio
traffic to the appropriate site within the system to connect the call to the desired other radio.
Audio Switch: Switches the radio audio (analog) to the proper zone based upon instructions from
the SmartZone Controller.
CEB (Central Electronics Bank): Control electronics to facilitate the operation of dispatch
positions in a dispatch center.
9-1-1 Communications System -Wireless Enhancement Project Page 7
May 1, 2000
Base Station: Mountain top radio part of system backbone.
Subscriber Unit: Portable or mobile radio utilized by field personnel.
Control Station: Fixed radio position such as a fire station or police station similar to a portable or
mobile but fixed.
Backbone / Infrastructure: All system components such as mountain top sites with radios and
antenna structures, microwave systems, power systems, CEB and dispatch equipment, behind the
scenes to make the radio system operate. It specifically excludes subscriber equipment such as
mobile and portable radios.
Interoperability: The ability to utilize the subscriber radios across the region. This would mean a
radio from the Portland system would work on the Washington County, Clark County, or Clackamas
system if the unit were in those system coverage areas. It is not intended due to system resources on
any one system that an individual radio will have seamless coverage from their home system and
dispatch center anywhere in the region. Instead individual radios will be programmed with the
appropriate and requested talkgroups from the adjacent system as needed.
Further there will be a nominal amount of region wide common talkgroups on all subscriber radios.
These talkgroups would be available for region wide communication and
coordination of major events.
Example of use Police: A Milwaukie unit in pursuit into Portland will change their radio to the
appropriate Portland Police talk group to communicate with the Portland field unit and dispatch on
the Portland system. Milwaukie dispatch can monitor that talk group on the dispatch console, if so
desired and the console is programmed with the talkgroup. Likewise the Portland field unit could
change to the Milwaukie talkgroup and communicate on the Clackamas system.
Example of use Fire: A CCFD #1 engine is dispatched to a Portland incident. Upon dispatch the
Clackamas dispatcher will advise the engine which Portland tactical talkgroup to utilize for response.
When the personnel get in the engine they will change their radio to the Portland tactical talkgroup
and Tespond. Clackamas dispatch may monitor the talkgroup on the dispatch console, if so desired
and the console is programmed with the talkgroup.
DATA:
The data system is a separate 800MHz system not affiliated with the voice system. It does not utilize
the trunking technology instead it utilizes a strongest signal technology. The base stations sample
the mobile output and the base station that provides the best signal then sends or receives the
message from the mobile radio.
® PAGING
The paging system is a separate system from the voice and data systems. Paging operates on
150MHz / 450MHz / 900MHz in lieu of 800MHz. It is a standalone or simulcast system.
9-1-1 Communications System- Wireless Enhancement Project Page 8
May 1, 2000
IN THE MATTER OF SUPPORTING THE WASHINGTON
COUNTY THREE YEAR SERIAL LEVY FOR A 911
COMMUNICATIONS SYSTEM WIRELESS ENHANCEMENT
PROJECT
THIS MATTER having come before the , at its regular
meeting of , 2000; and
IT APPEARING that is a participating member
jurisdiction of the Washington County Consolidated Communications
Agency ("WCCCA"), an ORS 190 organization, formed in 1985 to provide
911 call taking and dispatch to its member jurisdictions; that WCCCA
operation, maintenance and administration is funded by member jurisdiction
user fees and capital improvements are funded by Washington County serial
levies; and
IT APPEARING that in 1995 WCCCA completed an upgrade of the 911
telephone system, public safety two-way radio communications system and
other related systems and facilities to serve its member jurisdictions and the
citizens of Washington County; and
IT APPEARING that since the WCCCA system upgrade completion in 1995
the County population has increased by 40% and calls for law enforcement,
fire and EMS services have increased by 55%; and
IT APPEARING that given improvement in technology since 1995 the
WCCCA system has become obsolete and further, the growth in population
necessitates a broader two-way radio communications coverage; and
IT APPEARING that WCCCA has established the goals of providing a level
of service required by its participating member jurisdictions, maintaining
technologically current solutions and increasing efficiencies by maximizing
technology and minimizing staff; and
IT APPEARING that in furtherance of the WCCCA goals and in response to
the needs for an upgrade of the WCCCA call taking and dispatch, a Blue
Ribbon Task Force was established to evaluate the needs of WCCCA and
make recommendations, and in a report dated September 1, 1999 the Task
Force identified four options to address the needs for WCCCA upgrades to
be known as the 911 Wireless Enhancement Project; and
IT APPEARING that of the four options identified by the Blue Ribbon Task
Force, and in consideration of the ability to partner with Clackamas County
and the resulting cost sharing and efficiencies, Washington County has
elected to present to the County voters the 911 Wireless Enhancement
Project described in Option 1, in the amount of $13,843,000, to be levied
over a five year period; now therefore it is
RESOLVED that hereby recognizes the need for
and benefit to its citizens resulting from the implementation of the 911
Wireless Enhancement Project, funding for which is included in the
proposed Washington County 5-year local option levy; and it is further
RESOLVED that hereby proclaims its support
for the above to be presented to the voters at the November 2000 general
election.
DATED this day of 920000
\\PDXI\CLIENTS\CLIENTS\11977\2\WCCCA LEVY RESOLUTION.DOC
AMENDMENT TO INTERGOVERNMENTAL AGREEMENT
WASHINGTON COUNTY CONSOLIDATED COMMUNICATIONS AGENCY
THIS AMENDMENT to the Washington County Consolidated Communications
Agency Intergovernmental Agreement ("Intergovernmental Agreement") is made and entered
into, pursuant to ORS 190.010 and by and among the Cities of Banks, Beaverton, Cornelius,
Durham, Forest Grove, Gaston, Hillsboro, King City, North Plains, Sherwood, Tigard, and
Tualatin; the Fire Districts of Tualatin Valley Fire & Rescue, Washington County No. 2,
Cornelius Rural Fire, Gaston Rural Fire, Tri-Cities Rural Fire; Forest Grove Rural Fire and
Washington County (herein "participating jurisdictions").
WITNESSETH
WHEREAS the participating jurisdictions have previously entered into the
Intergovernmental Agreement creating the Washington County Consolidated Communications
Agency ("Agency") for purposes of establishing and operating a public safety emergency
communications system inclusive of a 9-1-1 jurisdiction as contemplated by ORS 401.710 to
401.790 that provides a cooperative and coordinated 9-1-1 primary public safety answering point
for police, fire and emergency medical services for the benefit of all participating jurisdictions;
and
WHEREAS, from time to time, by amendment, the Intergovernmental Agreement has
been modified to provide, among other things, expanded membership in the Agency; and
WHEREAS the participating jurisdictions now desire to further amend the
Intergovernmental Agreement to provide, among other things, for a Voting Board among the
participating jurisdictions and assigning responsibilities thereto;
NOW THEREFORE, the Intergovernmental Agreement is hereby amended, with said
amendments incorporated into the text of the Intergovernmental Agreement and the entirety of
the Intergovernmental Agreement, as amended, set forth below.
TERMS AND CONDITIONS
WASI-IINGTON COUNTY CONSOLIDATED COMMUNICATIONS AGENCY
The participating jurisdictions hereby create a 9-1=1 jurisdiction responsible for the
provision of 9-1-1 service and public safety communications and agree that the Agency will
be under ORS 190.003; and known as the WASHINGTON COUNTY CONSOLIDATED
COMMUNICATIONS AGENCY.
2. POWERS AND AUTHORITY
The Agency is vested with all powers, rights and duties necessary for performing the
functions of a 9-1-1 public safety answering point and initiating appropriate response
pursuant to ORS 401.710 to 401.790, including, but not limited to, contracting for such
services.
WP51/AGMT/REVISEDIGAAgreement.doc Page 1
Board Approved 12/16/99
Notwithstanding the above, it is understood and agreed that the City of Forest Grove shall
be the 9-1-1 public safety answering point for all such phone calls originating in the City of
Forest Grove, and further the City of Forest Grove shall forward those calls for fire and/or
emergency medical services to the Agency and shall be responsible for dispatch of police
services within the City of Forest Grove.
3. GOVERNING BODY AND VOTING BOARD
a. The Agency shall be governed by a Board of Commissioners (herein "Board"),
whose membership shall consist of voting and non-voting members. One
representative from each participating jurisdiction shall constitute the Board. Each
participating jurisdiction shall appoint, at its pleasure, one primary representative
and one alternative representative, who may attend and participate, as provided
herein, in all Board meetings in the absence of the participating jurisdiction's
primary representative. Representatives and alternates shall be an elected official or
employee of their respective participating jurisdictions.
b. Only the herein identified participating jurisdictions' Board members shall have the
authority to move, second or vote on any Agency Board action. These participating
jurisdiction representatives shall be known as the Agency Voting Board. The
Agency Voting Board will consist of those representatives of participating
jurisdictions, singly or in combination, contribute one percent or more of the total
user fees paid by all participating jurisdictions. Initially the Voting Board shall
consist of representatives of the cities, of Beaverton, Hillsboro, Tigard, Tualatin,
Forest Grove, Sherwood, and Cornelius; Washington County; and the Tualatin
Valley Fire and Rescue. In addition the Voting Board shall include one
representative selected by the City participating juri sdictions of King City, Durham,
North Plains, Gaston, and Banks), and one representative selected by the
participating Fire District participating jurisdictions ofCornelius Rural Fire
Protection District, Tri-Cities Rural Fire Protection District, Gaston Rural Fire
Protection District, and Washington County District #2.
Notwithstanding the above, the City of Forest Grove and the Forest Grove Rural
Fire Protection District together shall appoint a single, primary representative and
single alternate representative to the Voting Board.
The Voting Board shall be responsible for
• Approval and adoption of the Agency Strategic Plan
• Approval and adoption of the Agency annual objectives and work plan
• Adoption of general policy guidelines and performance standards for Agency
service levels
• Adoption of the Agency's annual budget
• Approval of all contracts in amounts as authorized by Voting Board
administrative directive.
d. All meetings of the Voting Board and CEO Board shall be held in accordance with
Oregon Public Meeting Laws, ORS 192.610 to 192.620. A majority of the members
WP51/AGMT/REVISEDIGAAgreement.doc Page 2
Board Approved 12/16/99
of the Voting Board shall constitute a quorum for purpose of deliberation and
decision of the Agency. All decisions of the Voting Board, unless otherwise
provided herein, shall require a majority vote of those representatives in attendance
and voting.
e. The Voting Board, at its first organizational meeting, or as soon thereafter as
reasonable, shall adopt rules governing its procedures, and including at a minimum
1) time and place of regular meetings; 2) method and manner of calling special
meetings; 3) method, term and manner of election of Voting Board officers; 4)
procedures for executing documents on behalf of Agency; and 5) CEO Board and
User Committee rules of procedure.
f. The Voting Board, at its first organizational meeting, shall elect a Chair and
Vice-Chair. The Chair shall be an elected official unless there is no elected official
on the Voting Board willing to accept the position of Chair. If an elected official is
unavailable or unwilling to serve, any member of the Voting Board may be elected
Voting Board Chair. The term of the Chair and Vice-Chair shall be two years, with
elections held at the Board's first meeting in January of even-numbered years. The
Chair, and in his/her absence the Vice-Chair shall preside over all Voting Board
meetings. The Communications Director, or designee, shall act as Clerk of the
Board and be responsible for providing notices of meetings and keeping of minutes,
as required by Oregon Public Meetings Taws.
4. CEO BOARD
a. There is hereby established a Chief Executive Officer's Board (herein "CEO Board")
consisting of five (5) Voting Board participating jurisdiction representatives. The
CEO Board shall consist of the Chair of the Voting Board (who shall be the Chair of
the CEO Board); the Chief Administrative Officers or their designees from the two
largest participating jurisdictions (as determined by the participating jurisdiction's
user fee contribution), and two Chief Administrative Officer members who shall be
appointed at-large by the Voting Board from the remaining participating jurisdictions.
In the event the CEO Chair also represents one of the two largest participating
jurisdictions, then three at-large members of the CEO Board shall be appointed, by
the Voting Board, from the remaining participating jurisdictions.. The CEO Board
shall designate a Vice-Chair at the first meeting of each year. In no case shall any
jurisdiction have more than 1 member on the CEO Board.
b. The CEO Board shall, among other things:
• Nominate and recommend contract employment terms and conditions for the Agency
Manager subject to Board ratification
• Based upon the direction of the WCCCA Board of Commissioners, provide oversight
and direction to the WCCCA Manager regarding all Agency operations
a Adopt implementing policies and strategies for Agency service levels
•
• Approve all other agency operating policies including personnel policies
• Approve salary levels for all Agency employees subject to Board ratification
WP51/AGMT/REVISEDIGAAgreement.doc Page 3
Board Approved 12/16/99
• Recommend the Agency's annual budget to the Voting Board
• Provide for an annual audit of the Agency's finances
• Approve all contracts in amounts as authorized by Voting Board
administrative directive.
• Review all contracts over $50,000 and make recommendations to the Voting Board
• Serve as final step of grievance procedure for unclassified employees
• Provide direction and advice to Director regarding labor negotiations and make
recommendations to Board of Commissioners.
• Perform other duties and responsibilities that may be assigned by the Voting Board.
C. A majority of the members of the CEO Board attending a duly held meeting shall
constitute a quorum for the purpose of deliberation and decision. Each CEO Board
member shall have one vote. Approval of at least three (3) CEO Board members is
required for any action.
5. TECHNICAL ADVISORY COMMITTEE
a. There is hereby established a Technical Advisory Committee (herein "User
Committee"), consisting of one representative appointed from each of the following
agencies: Banks Police, Beaverton Police, Cornelius Police, Gaston Police, Hillsboro
Police, King City Police, North Plains Police, Sherwood Police, Tigard Police
Washington County Emergency Medical Services, Tualatin Police, Washington
County Sheriff s Office, City of Durham, City of Forest Grove/Forest Grove Fire,
Cornelius Fire, Gaston Fire, Tri-Cities Fire, Hillsboro Fire, Tualatin Valley Fire &
Rescue, and Washington County Fire No. 2. It is understood that the User Committee
shall include a single representative for the City of Forest Grove and the Forest Grove
Rural Fire Protection Agency. User Committee representatives shall be employees of
their respective agency.
b. The User Committee shall 1) provide advice and counsel to the Board, CEO Board
and Communications Director in matters of Agency operational priorities, policies
and procedures; 2) review and recommend to the Communications Director for
adoption by the Agency, Standard operating Procedures (herein "SOPS"); and 3)
provide advice and counsel to the Communications Director in the development of
the Agency's annual operating budget.
WP51/AGMT/REVISEDIGAAgreement.doc Page 4
Board Approved 12/16/99
C. A majority of the User Committee members in attendance at a duly held meeting shall
constitute a quorum for the purpose of deliberation and decision. Each agency
representative on the User Committee shall have one vote. All decisions of the User
Committee shall require a majority vote of those representatives in attendance.
d. The User Committee, at its first organizational meeting, shall elect a Chair and
Vice-Chair for a one-year term. The User Committee shall meet at least quarterly, and
at a time and place designated by its members. Special meetings of the User
Committee may be called by the Chair or any two (2) members upon at least seven (7)
days prior written notice to all User Committee members.
6. COMMUNICATIONS DIRECTOR
a. The Board shall select and appoint a Communications Director, based upon
administrative and technical competence.
b. The Communications Director shall be the chief administrative officer of the Agency
and be responsible for 1) Agency administration, personnel, purchasing and budget
functions, in conformance with the policies and rules adopted by the Board; 2)
dispatching, phone answering, recordkeeping, security and other Agency functions in
conformance with the policies adopted by the Board; 3) hiring, training, discipline
and/or discharge of all subordinate Agency personnel, subject to applicable Agency
rules and policies; 4) attending and providing executive staffing of Board, CEO Board
and User Committee meetings; and d) preparing and presenting to the Agency Budget
Committee, not later than the first Monday in January, a proposed budget for the next
budget year.
7. FUNDING
a. The services of the Agency shall be funded from contributions from participating
jurisdictions, including the relinquishment or assignment of each participating
jurisdiction's 9-1-1 excise taxes. Participating jurisdiction contributions shall be
made in the manner described in Appendix A attached hereto and known as the "User
Formula." User Formula contributions shall be paid in four (4) equal installments and
due no later than July 10, October 10, January 10, and April 10 of each year.
Participating jurisdictions that elect to continue to receive 9-1-1 excise tax funds
directly shall promptly forward those funds to be provided to the Agency in
accordance with the User Formula as set forth in Appendix A.
b. Notwithstanding the above, the City of Forest Grove shall keep any and all 9-1-1
excise tax funds it receives directly and shall not forward those to the Agency. In
addition, Appendix A, the user formula, as applied to the City of Forest Grove, shall
not attribute to the City of Forest Grove costs associated with police dispatch.
WP51/AGMT/REVISEDIGAAgreement.doc Page 5
Board Approved 12/16/99
8. EQUIPMENT
a. The Voting Board shall consider and adopt policies relating to ownership and
maintenance responsibilities for equipment necessary for the operation of the Agency.
Upon adoption of such policies by the Voting Board, the Communications Director
shall cause them to be mailed to each participating jurisdiction's city manager or chief
administrative officer, for purposes of review and/or comment and objection. If no
participating jurisdiction provides the Communications Director with written
objections to the policies, within 30 days of their mailing, it shall be assumed the
policies are acceptable to the participating jurisdictions and the policies shall be
deemed effective as of that date.
b. In the event of Agency dissolution, equipment and furnishings not identified for
return to a participating jurisdiction shall be sold, in accordance with applicable law,
and the funds from such sale distributed to the participating jurisdictions in proportion
to their funding contribution to the Agency for the preceding three (3) year period.
9. INCREASING MEMBERSHIP
The Voting Board shall develop a method for allowing Agency membership for other
units of local government. New participating jurisdictions shall be accepted as members
of the Agency only upon unanimous approval of all Board members. All participating
jurisdictions shall be responsible for directly or indirectly providing an emergency
service. Emergency services are police, fire or emergency medical services.
10. DURATION WITHDRAWAL AND TERMINATION
This Agreement is perpetual and the Agency shall continue from year-to-year provided,
however, 1) any participating jurisdiction may withdraw from the Agency upon providing
written notice to the Chairman not later than June 30 of any year for withdrawal effective
July 1 of the following calendar year; and 2) the Agency may be dissolved upon mutual
agreement of all participating jurisdictions. A participating jurisdiction may withdraw
from the Agency without written notice required herein, only if agreed to by all
remaining participating jurisdictions. The governance and funding structure of this
agreement may be subject to review by the Voting Board upon completion of 4 years
from the effective date if a review is requested by at least one participating jurisdiction.
11. REMEDIES '
If a participating jurisdiction withdraws from this Agency, but fails to provide necessary
notice or to obtain mutual consent of all participating jurisdictions, the parties agree that
the liquidated damages for such action shall be not less than the withdrawing party's share
of the Agency's annual operation costs for the next fiscal year, as determined by the
Agency's User Formula. In the event any party files litigation to enforce this Agreement,
or any portion thereof, the prevailing party shall be entitled to reasonable attorney fees
and costs, including any fees and costs incurred in an appeal, and as determined by the
appropriate court.
WP51/AGMT/REVISEDIGAAgreement.doc Page 6
Board Approved 12/16/99
12. AMENDMENTS
This Agreement may only be changed, modified, or amended upon three-fourths (3/4)
vote of all participating jurisdictions.
13. EFFECTIVE DATE
This Agreement shall become effective when it has been authorized by resolution of a
majority of the governing bodies of the participating jurisdictions identified herein.
Notwithstanding paragraph 9, Increasing Membership, those participating jurisdictions
that do not enter into this Agreement prior to its effective date, may become members of
the Agency upon authorization by resolution of their governing bodies, provided such
authorization is enacted prior to December 1, 1990. Any jurisdiction desiring to join the
Agency after December 1, 1990, may do so subject to paragraph 9, Increasing
Membership.
14. PRIOR AGREEMENTS
This Agreement, upon its effective date, supersedes the previous WCCCA
Intergovernmental Agreement, however, any and all prior agreements of WCCCA and/or
between the participating jurisdictions regarding cooperative and coordinated efforts to
provide a 9-1-1 primary public safety answering point for police, fire and emergency
medical services shall remain in full force and effect until modified, terminated and/or
replaced by the participating jurisdictions. The WCCCA established pursuant to this
Agreement shall maintain any and all rights and responsibilities of the previous WCCCA
in regard to other persons or parties.
15. SEVERABILITY
The terms of this Agreement are severable and a determination by an appropriate body
having jurisdiction over the subject matter of this Agreement that results on the invalidity
of any part, shall not affect the remainder of the Agreement.
16. INTERPRETATION
The terms and conditions of this Agreement shall be liberally construed in accordance
with the general purposes of this Agreement.
WP51/AGMT/REVISEDIGAAgreement.doc Page 7
Board Approved 12/16/99
SUBSCRIBED TO AND ENTERED INTO by the appropriate officer (s) who
are duly authorized by resolution to execute this Agreement on behalf of the governing body of
the below-named unit of local government.
SIGNATURE LINES HERE
Dated this day of , 2000
City of Banks
Dated this day of
City of Beaverton
Dated this day of
City of Cornelius
Dated this
day of
Cornelius Fire District
WP51/AGMT/REVISEDIGAAgreement.doc
Board Approved 12/16/99
City Attorney
APPROVED AS TO FORM
92000
City Attorney
APPROVED AS TO FORM
2000
City Attorney
APPROVED AS TO FORM
_,2000
City Attorney
APPROVED AS TO FORM
Page 8
Dated this day of , 2000
City of Durham
Dated this day of
City Attorney
APPROVED AS TO FORM
.2000
City of Gaston City Attorney
APPROVED AS TO FORM
Dated this day of , 2000
Gaston Fire District City Attorney
APPROVED AS TO FORM
Dated this day of , 2000
City of Hillsboro
City Attorney
APPROVED AS TO FORM
Dated this day of
City of King City
WP51/AGMT/REVISEDIGAAgreement.doc
Board Approved 12/16/99
2000
City Attorney
APPROVED AS TO FORM
Page 9
Dated this day of
City of North Plains
Dated this day of
City of Sherwood
Dated this day of
City of Tigard
Dated this day of
City of Tualatin
Dated this day of
Tualatin Valley Fire & Rescue
WP51/AGMT/REVISEDIGAAgreement.doc
Board Approved 12/16/99
2000
City Attorney
APPROVED AS TO FORM
2000
City Attorney
APPROVED AS. TO FORM
2000
City Attorney
APPROVED AS TO FORM
.2000
City Attorney
APPROVED AS TO FORM
2000
City Attorney
APPROVED AS TO FORM
Page 10
Dated this day of
Washington County Fire District #2
Dated this day of
Washington County
Dated this day of
City of Forest Grove
Dated this day of
Tri-Cities Rural Fire Protection District
WP51/AGMT/REVISEDIGAAgreement.doc
Board Approved 12/16/99
2000
City Attorney
APPROVED AS TO FORM
2000
City Attorney
APPROVED AS TO FORM
2000
City Attorney
APPROVED AS TO FORM
2000
City Attorney
APPROVED AS TO FORM
Page 11
APPENDIX A
USER FORMULA
Agency costs shall be distributed to the users based on a per-console cost.
The base operating budget shall be determined and direct costs which can be identified to the
listed divisions shall be directly allocated.
Divisions are as follows:
1.
9-1-1/Call Answering
2.
Police Dispatch
3.
Fire/EMS Dispatch
4.
Technical
5.
Administrative/Overhead
Indirect costs not identified to a division and technical division costs shall also be distributed to
the listed divisions in the same proportion as direct costs.
The administrative/overhead costs shall be allocated to 9-1-1, police, and fire/EMS based on a
direct labor ratio.
9-1-1 Excise Tax Revenue shall be directly forwarded from each participating jurisdiction
receiving excise tax to the commission.
After each division has had all direct and indirect costs distributed, 9-1-1 revenue will be used to
fund the 9-1-1 division. Excess 9-1-1 revenue will be distributed to offset costs to the police
division and the fire/EMS 3~:iaion on a proportional share of 9-1-1 activity.
The f ire/EMS dispatch console costs will then be apportioned to each fire user based upon a
proportional share of actual incidents, based on the previous year's activity levels.
The police dispatch costs shall be apportioned to each user based on consoles used by each
jurisdiction. In the event a console is shared by several jurisdictions, the console cost shall be
apportioned based on the percentage of population served.
After actual costs for each jurisdiction are determined, the agencies represented by a combined
Voting Board Representative (Cornelius Fire, Tri-Cities Fire, Gaston Fire, Washington County
District #2, King City, Durham, North Plains, Gaston Police, Banks) shall have their adjusted
costs determined. As adopted by the Board of Commissioners on 12-16-99, these members' fees
may not increase by more than 3% per year, using the FY 99-00 user fees as the base year. Any
remaining increase is to be distributed to the remaining users proportionate to their share of the
user fees for agencies without combined representation.
WP51/AGMT/REVISEDIGAAgreement.doc Page 12
Board Approved 12/16/99
USER FORMULA
The workload user cost distribution formula is prepared for the purpose of allocating operating
costs to each user based on actual workload. Upon data becoming available, a full management
report shall be directed to the CEO Board of the Commission for the review and adoption of a
workload user formula. The revised formula shall be patterned directly from the following cost
distribution workload formula.
Workload and user costs will be identified by cost center. 9-1-1 revenue for each user will be
credited for each user's 9-1-1 costs as identified by the cost center. Should there be excess 9-1-1
revenue, the credit shall be applied to the user's dispatch cost centers, thereby assuring costs and
revenue are directly applied to a jurisdiction and assuring no one entity subsidizes another's 9-1-1
costs.
All 9-1-1 Excise Tax Revenue received by each participating jurisdiction shall be directly
forwarded to the Agency.
The operating budget of the Agency shall be prepared and costs allocated to users as identified in
the following steps.
STEP 1. Identify Cost Centers.
A. Five (5) cost centers are identified:
1)
Call Answering
2)
Police Dispatch
3)
Fire/EMS Dispatch
4)
Technical Support
5)
Administration/Overhead
STEP 2. Identify Operating Costs of Each Cost Center.
A. Call Answering:
Call answering costs include personnel staffing requirements, telephone line charges, and
associated costs for 9-1-1 (basic or enhanced) and business calls (7-digit into the dispatch center).
This call answering does not include administrative business calls.
WP51/AGMT/REVISEDIGAAgreement.doc Page 13
Board Approved 12/16/99
B. Police Dispatch:
Police dispatch costs will include personnel staffing requirements for all police consoles and
associated direct costs for police dispatch.
C. Fire/EMS Dispatch:
Fire/EMS dispatch costs include personnel staffing requirements 'dhd all associated costs for
fire/EMS dispatch.
D. Technical:
Personnel requirements and equipment for technical support are the costs included in the
technical cost center. (This does not include parts.)
E. Administration/overhead:
Staffing and costs associated with the general day-to-day operation, i.e., heating, electrical,
insurances and supplies.
STEP 3. Apportion Administration/overhead.
Administration and overhead costs shall be charged to each cost center based on the cost center's
share of total costs less administration and overhead.
STEP 4. Apportion Call Answering Costs to Users.
A. 9-1-1 Costs:
9-1-1 costs will be based on the proportionate time devoted to 9-1-1 call answering. Costs shall
be allocated among all users based on the number of 9-1-1 calls for each user.
B. Business Calls (7 -digit) /Incidents:
The time allocated to business incident calls will be determined using the following process:
Using the average time for 9-1-1 calls and multiplying the number provided by the management
system of business incident calls will yield the total time allocated to business incidents.
This figure shall be subtracted from the total time allocated to the business calls (provided by the
call management system) thereby providing the time devoted to business calls generating
incidents.
WPS1/AGMT/REVISEDIGAAgreement.doc Page 14
Board Approved 12/16/99
7-digit business calls (incidents) shall be allocated to each user.
C. Business Calls:
The remaining amount of calls shall be allocated to each user based on the number of incidents
per 9-1-1 and business/ incident calls as determined by police and f ire/EMS dispatch.
STEP 5. Police Dispatch Allocation.
The costs, including administration and overhead, shall be allocated by consoles, i.e., sheriff
consoles (county), and city consoles. The costs shall be allocated to each user based on incident
activity level for each political jurisdiction based on the previous year Is activity and workload.
Incident activity will be determined by number of dispatched incidents and number of
officer-initiated incidents per jurisdiction.
STEP 6. Fire/EMS Dispatch.
Costs of the fire/EMS dispatch cost center, including administration and overhead, shall be
apportioned to each user based on incidents for each jurisdiction.
STEP 7. Technical.
Costs of technical, including administration and overhead, shall be allocated based on previous
year usage of each member.
WP51/AGMT/REVISEDIGAAgreement.doc Page 15
Board Approved 12/16/99
N•\CLIENTS\ 11977\2\UOCS\NEW IGA-DOC
ANN9ENDMENi'TO INTERGOVERNMENTAL AGREEMENT
WASHINGTON COUNTY CONSOLIDATED COMMUNICATIONS AGENCY
THIS AMENDMENT to the Washington County Consolidated Communications
Aaencv Intergovernmental Agreement ("Intergovernmental Agreement") is made and entered
into, pursuant to ORS 190.010 and by and among the Cities of Banks, Beaverton, Cornelius,
Durham, Forest Grove, Fer-est e Rtir =t. Fife, Gaston, Hillsboro, King City, North Plains,
Sherwood, Tigard, and Tualatin; the Fire Districts of Tualatin Valley Fire & Rescue, Washington
County No. 2, Cornelius Rural Fire, Gaston Rural Fire, Tri-Cities Rural Fire; Forest Grove Rural
Fire and Washington County (herein "participating jurisdictions").
WITNESSETH
WHEREAS the participating jurisdictions have previously entered into the
Inter governmental A veentent creatim-, the Washington Countv Consolidated Communications
Aaencv ("Agency") liar purposes of establishing and operating a public safety emergency
communications system inclusive ofa 9-1-1 jurisdiction as contemplated by ORS 401.710 to
401.790 that provides a cooperative and coordinated 9-1-1 primary public safety answering point
for police lire and emergency medical seiwices for the benefit of all participating iurisdictions:
and
WI IEREAS. from time to time by amendment the lntersovcr-mnental Agreement has
been nugdified to provide among other things expanded membership in the Agency: and
WHEREAS the participating jurisdictions now desire to further amend the
Inter goy ernment 31 Agreement to provide among other things for a Voting Board among the
participating jurisdictions and assigning responsibilities thereto:
401.710 t t01 790 t bP }E.neWt} HS the'~hE2-,e+}e;, " Mid
-g.
NOW THEREFORE the Intergovernmental Agreement is hereby amended, with said
amendments incorporated into the text ol'the Intergovernmental Agreement and the entirety of
the Intergovernmental Agreement as amended, set forth below.
TERMS AND CONDITIONS
WASHINGTON COUNTY CONSOLIDATED COMMUNICATIONS AGENCY
The participating jurisdictions hereby create a 9-1-1 jurisdiction responsible for the
provision of 9-1-1 service and public safety communications and agree that the Agency will
WP51/AGMT/REVISEDIGAAgreement.doc Page 1
Adopted 12/16/99
be under ORS 190.003; and known as the WASHINGTON COUNTY CONSOLIDATED
COMMUNICATIONS AGENCY.
2. POWERS AND AUTHORITY
The Agency is vested with all powers, rights and duties necessary for performing the
functions of a 9-1-1 public safety answering point-and initiating appropriate response
pursuant to ORS 401.710 to 401.790, including, but not limited to, contracting for such
services.
Notwithstanding the above, it is understood and agreed that the City of Forest Grove shall
be the 9-1-1 public safety answering point for all such phone calls originating in the City of
Forest Grove, and further the City of Forest Grove shall forward those calls for fire and/or
emergency medical services to the Agency and shall be responsible for dispatch of police
services within the City of Forest Grove.
3. GOVERNING BODY AND VOTING BOARD
a. The Agency shall be governed by a Board of Commissioners (herein "Board"),
whose membership shall consist ol'votinv and non-voting members, _eotisistitig-
o0ne representative from each participating jurisdiction shall constitute the Board.
Each participating jurisdiction shall appoint, at its pleasure, one primary
representative and one alternative representative, who may attend and participate. as
provided herein, in all Board meetings and ' '.h aiid vat in the absence of the
participating jurisdiction's primary representative. Representatives and alternates
shall be an elected official or employee of their respective participating
jurisdictions.
b. Only the herein identified participating jurisdictions' Board members shall have the
authority to move second or vote on any Agency Board action. These participating
jurisdiction representatives shall be known as the Agency Voting Board. The
Agency Voting Board will consist of those representatives of participating
jurisdictions singly or in combination contribute one percent or more ofthc total
uses fcc,s paid by all participatingTjurisdictions. Initially the Voting Board shall
,
consist of representatives of the r-v ' sties; , . , ~ "vet •of Beaverton, Hillsboro, Tigard, Tualatin, Fit 0 Forest Grove- 6!-et
Gfeve Sherwood, and Cornelius-F k; Washington County;: and the
Tualatin Valley Fire and Rescue.; In addition the Voting Board shall include one
representative selected by the City participating Jurisdictions ofg
North Plains, Gaston, and Banks), and 4-A,&4w,-, one
fees-E_King City, Durham,
representative selected by the participating Fire District participating jurisdictions
4, Cornelius
Rural Fire Protection District, Tri-Cities Rural Fire Protection District, Gaston
Rural Fire Protection District, and Washington County District #2). " 'i ' ' and `
WP51/AGMT/REVISEDIGAAgreement.doc Page 2
Adopted 12/16/99
Notwithstanding the above, the City of Forest Grove and the Forest Grove Rural
Fire Protection District together shall appoint a single, primary representative and
single alternate representative to the Voting Board.
C. The Voting Board shall be responsible for
• Approval and adoption of the Agency Strategic Plan
• Approval and adoption of the Agency annual objectives and work plan
• Adoption of general policy guidelines and performance standards for Agency
service levels
• Adoption of the Agency's annual budget
• Approval of all contracts ever Q000 in amounts as authorized by Voting
Board administrative directive.
d. All meetings of the Voting Board and CEO Board shall be held in accordance with
Oregon Public Meeting Laws, ORS 192.610 to 192.620. A majority of the members
of the Voting Board shall constitute a quorum for purpose of deliberation and
decision of the Agency. All decisions of the Voting Board, unless otherwise
provided herein, shall require a majority vote of those representatives in attendance
and voting.
e. The Voting Board, at its first organizational meeting, or as soon thereafter as
reasonable, shall adopt rules governing its procedures, and including at a minimum
1) time and place of regular meetings; 2) method and manner of calling special
meetings; 3) method, term and manner of election of Voting Board officers; 4)
procedures for executing documents on behalf of Agency; and 5) CEO Board and
User Committee rules of procedure.
f. The Voting Board, at its first organizational meeting, shall elect a Chairfl+aii and a
Vice-Chaim+an. The Chair shall be an elected official unless there is no elected
official on the Voting Board willing to accept the position of Chair. $effrd4+as
If an elected official is
unavailable or unwilling to serve, any member of the Voting Board may be elected
Voting, Board te-Chair''i d. The term of these Chair and Vice-Chairs
shall be two years, with elections held at the Board's first meeting in January of
even-numbered years. The Chairtttan, and in his/her absence the Vice-Chaim;
shall preside over all Votin , Board meetings. The Communications Director, or
designee, shall act as Clerk of the Board and be responsible for providing notices of
meetings and keeping of minutes, as required by Oregon Public Meetings Laws.
WP51/AGMT/REVISEDIGAAgreement.doc Page 3
Adopted 12/16/99
4. CEO BOARD
a. There is hereby established a Chief Executive Officer's Board (herein "CEO Board")
consisting of five (5) Voting Board participating ye iii-jurisdictions representatives'
g _ The CEO
Board shall consist of iflehKle-the Chair of the Voting Board (who shall be the Chair
of the CEO Board);; the Chief Administrative Officers or their designees
from ?the two largest participating paying -j urisdictions_(as detennined by the
participating jurisdiction's user fee contribution), and two-2 Chief Administrative
Officer members who shall be appointed at-large by the Voting Board from the
remaining uarticipating jurisdictions. In the event the CEO Chair also represents one
of the two largest participatin«jurisdictions then three at-large members of the CFO
Board shall be appointed, by the Voting Board Iiom the remaining participating
jurisdictions. at lu.-ge Chie'&,ieeutiv Offil a O The CEO Board shall
designate a Vice-Chair at the first meeting of each year. In no case shall any
jurisdiction have more than 1 member on the CEO Board.
b. The CEO Board shall, among other things:
• Nominate and recommend contract employment terms and conditions for the Agency
Manager subject to Board ratification
• Based upon the direction of the WCCCA Board of Commissioners, provide oversight
and direction to the WCCCA Manager regarding all Agency operations
• Adopt implementing policies and strategies for Agency service levels
• Approve all other agency operating policies including personnel policies
• Approve salary levels for all Agency employees subject to Board ratification
• rzTpr-eve. a Recommend the Agency's annual budget to the
Voting Board el"Ge.,,.,,issi n . the.kgeney's annual btidget
• Provide for an annual audit of the Agency's finances
• Approve all contracts ever- $15,900 and andeF $25, in amounts as
authorized by Voting Board administrative directive
• Review all contracts over $50,000 and make recommendations to the Voting Bboard
• Serve as final step of grievance procedure for unclassified emrioyees
• Provide direction and advice to Director regarding labor negatiations and make
recommendations to Board of Commissioners.
• Perform other duties and responsibilities that may be assigned by the Voting Board.
C. A majority of the members of the CEO Board attending a duly held meeting shall
constitute a quorum for the purpose of deliberation and decision. Each CEO Board
member shall have one vote. Approval of at least three (3) CEO Board members ie
attetidatiee -is required for any action.
WP51/AGMT/REVISEDIGAAgreement.doc Page 4
Adopted 12/16/99
TECHNICAL ADVISORY COMMITTEE
a. There is hereby established a Technical Advisory Committee (herein "User
Committee"), consisting of one representative appointed from each of the following
agencies: Banks Police, Beaverton Police, Cornelius Police, Gaston Police, Hillsboro
Police, King City Police, North Plains Police, Sherwood Police, Tigard Police
Washington County Emergency Medical Services, Tualatin Police, Washington
County Sheriff s Office, City of Durham, City of Forest Grove/Forest Grove Fire,
Cornelius Fire, Gaston Fire, Tri-Cities Fire, Hillsboro Fire, Tualatin Valley Fire &
Rescue, and Washington County Fire No. 2. It is understood that the User Committee
shall include a single representative for the City of Forest Grove and the Forest Grove
Rural Fire Protection Agency. User Committee representatives shall be employees of
their respective agency.
b. The User Committee shall 1) provide advice and counsel to the Board, CEO Board
and Communications Director in matters of Agency operational priorities, policies
and procedures; 2) review and recommend to the Communications Director for
adoption by the Agency, Standard operating Procedures (herein "SOPS"); and 3)
provide advice and counsel to the Communications Director in the development of
the Agency's annual operating budget.
C. A majority of the User Committee members in attendance at a duly held meeting shall
constitute a quorum for the purpose of deliberation and decision. Each agency
representative on the User Committee shall have one vote. All decisions of the User
Committee shall require a majority vote of those representatives in attendance.
d. The User Committee, at its first organizational meeting, shall elect a Chairtrran and I
Vice-Chairman for a one-year term. The User Committee shall meet at least quarterly,
and at a time and place designated by its members. Special meetings of the User
Committee may be called by the Chairfl+Effi or any two (2) members upon at least
seven (7) days prior written notice to all User Committee members.
6. COMMUNICATIONS DIRECTOR
a. The Board shall select and appoint a Communications Director, based upon
administrative and technical competence.
b. The Communications Director shall be the chief administrative officer of the Agency
and be responsible for 1) Agency administration, personnel, purchasing and budget
functions, in conformance with the policies and rules adopted by the Board; 2)
dispatching, phone answering, recordkeeping, security and other Agency functions in
conformance with the policies adopted by the Board; 3) hiring, training, discipline
and/or discharge of all subordinate Agency personnel, subject to applicable Agency
rules and policies; 4) attending and providing executive staffing of Board, CEO Board
and User Committee meetings; and d) preparing and presenting to the Agency Budget
Committee, not later than the first Monday in January, a proposed budget for the next
budget year.
Page 5
Wp51/AGMT/REVISEDIGAAgreement.doc
Adopted 12/16/99
7. FUNDING
a. The services of the Agency shall be funded from contributions from participating
jurisdictions, including the • I-elinguishinent or assignment of eachthe
11;11,ticipat6w iurisdiction_s 9-1-1 excise taxes. Participating jurisdiction contributions
shall be made in the manner described in Appendix A attached hereto and known as
the "User Formula." User Formula contributions shall be paid in four (4) equal
installments and due no later than July 10, October 10, January 10, and April 10 of
each year. Participating jurisdictions that elect to continue to receive 9-1-1 excise tax
funds directly shall promptly forward those funds to be provided to the Agency in
accordance with the User Formula as set forth in Appendix A.
b. Notwithstanding the above, the City of Forest Grove shall keep any and all 9-1-1
excise tax funds it receives directly and shall not forward those to the Agency. In
addition, Appendix A, the user formula, as applied to the City of Forest Grove, shall
not attribute to the City of Forest Grove costs associated with police dispatch.
EQiIIPMENT
a. The Votin Board shall consider and adopt policies relating to ownership and
maintenance responsibilities for equipment necessary for the operation of the Agency.
Upon adoption of such policies by the Voting- Board, the Communications Director
shall cause them to be mailed to each participating jurisdiction's city manager or chief
administrative officer, for purposes of review and/or comment and objection. If no
participating jurisdiction provides the Communications Director with written
objections to the policies, within 30 days of their mailing, it shall be assumed the
policies are acceptable to the participating jurisdictions and the policies shall be
deemed effective as of that date.
b. In the event of Agency dissolution, equipment and furnishings not identified for
return to a participating jurisdiction shall be sold, in accordance with applicable law,
and the funds from such sale distributed to the participating jurisdictions in proportion
to their funding contribution to the Agency for the preceding three (3) year period.
9. INCREASING MEMBERSHIP
The Voting Board shall develop a method for allowing Agency membership for other
units of local government. New participating jurisdictions shall be accepted as members
of the Agency only upon unanimous approval of all Board members. All participating
jurisdictions shall be responsible for directly or indirectly providing an emergency
service. Emergency services are police, fire or emergency medical services.
10. DURATION WITHDRAWAL AND TERMINATION
This Agreement is perpetual and the Agency shall continue from year-to-year provided,
however, 1) any participating jurisdiction may withdraw from the Agency upon providing
written notice to the Chairman not later than June 30 of any year for withdrawal effective
July 1 of the following calendar year; and 2) the Agency may be dissolved upon mutual
agreement of all participating jurisdictions. A participating jurisdiction may withdraw
from the Agency without written notice required herein, only if agreed to by all
WP51/AGMT/REVISEDIGAAgreement.doc
Adopted 12/16/99
Page 6
remaining participating jurisdictions. The governance and funding structure of this
agreement may be subject to review by the Voting Board upon completion of 4 years
from the effective date if a review is requested by at least one participating jurisdiction.
11. REMEDIES
If a participating jurisdiction withdraws from this Agency, but fails to provide necessary
notice or to obtain mutual consent of all participating jurisdictions, the parties agree that
the liquidated damages for such action shall be not less than the withdrawing party's share
of the Agency's annual operation costs for the next fiscal year, as determined by the
Agency's User Formula. In the event any party files litigation to enforce this Agreement,
or any portion thereof, the prevailing party shall be entitled to reasonable attorney fees
and costs, including any fees and costs incurred in an appeal, and as determined by the
appropriate court.
12. AMENDMENTS
This Agreement may only be changed, modified, or amended upon three-fourths (3/4)
vote of all participating jurisdictions.
13. EFFECTIVE DATE
This Agreement shall become effective when it has been authorized by resolution of a
majority of the governing bodies of the participating jurisdictions identified herein.
Notwithstanding paragraph 9, Increasing Membership, those participating jurisdictions
that do not enter into this Agreement prior to its effective date, may become members of
the Agency upon authorization by resolution of their governing bodies, provided such
authorization is enacted prior to December 1, 1990. Any jurisdiction desiring to join the
Agency after December 1, 1990, may do so subject to paragraph 9, Increasing
Membership.
14. PRIOR AGREEMENTS
The
R+e,4-. This Agreement, upon its effective date,
supersedes the previous WCCCA Intergovernmental Agreement, however, any and all
prior agreements of WCCCA and/or between the participating jurisdictions regarding
cooperative and coordinated efforts to provide a 9-1-1 primary public safety answering
point for police, fire and emergency medical services shall remain in full force and effect
until modified, terminated and/or replaced by the participating jurisdictions. The
WCCCA established pursuant to this Agreement shall maintain any and all rights and
responsibilities of the previous WCCCA in regard to other persons or parties.
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Page 7
15. SEVERABILITY
The terms of this Agreement are severable and a determination by an appropriate body
having jurisdiction over the subject matter of this Agreement that results on the invalidity
of any part, shall not affect the remainder of the Agreement.
16. INTERPRETATION
The terms and conditions of this Agreement shall be liberally construed in accordance
with the general purposes of this Agreement.
SUBSCRIBED TO AND ENTERED INTO by the appropriate officer (s) who
are duly authorized by resolution to execute this Agreement on behalf of the governing body of
the below-named unit of local government.
SIGNATURE LINES HERE
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Adopted 12/16/99
APPENDIX A
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M'rUSER FORMULA
Agency costs shall be distributed to the users based on a per-console cost.
The base operating budget shall be determined and direct costs which can be identified
to the listed divisions shall be directly allocated.
Divisions are as follows:
1.
9-1-1/Call Answering
2.
Police Dispatch
3.
Fire/EMS Dispatch
4.
Technical
5.
Administrative/Overhead
Indirect costs not identified to a division and technical division costs shall also be
distributed to the listed divisions in the same proportion as direct costs.
The administrative/overhead costs shall be allocated to 9-1-1, police, and fire/EMS
based on a direct labor ratio.
9-1-1 Excise Tax Revenue shall be directly forwarded from each participating
jurisdiction receiving excise tax to the commission.
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After each division has had all direct and indirect costs distributed, 9-1-1 revenue will be used to
fund the 9-1-1 division. Excess 9-1-1 revenue will be distributed to offset costs to the police
division and the f ire/EMS division on a proportional share of 9-1-1 activity.
The f ire/EMS dispatch console costs will then be apportioned to each fire user based upon a
proportional share of actual incidents, based on the previous year's activity levels.
The police dispatch costs shall be apportioned to each user based on consoles used by each
jurisdiction. In the event a console is shared by several jurisdictions, the console cost shall be
apportioned based on the percentage of population served.
After actual costs for each jurisdiction are determined, the agencies represented by a combined
Voting Board Representative (Cornelius Fire, Tri-Cities Fire, Gaston Fire, Washington County
District #2, King City, Durham, North Plains, Gaston Police, Banks) shall have their adjusted
costs determined. As adopted by the Board of Commissioners on 12-16-99, these members' fees
may not increase by more than 3% per year, using the FY 99-00 user fees as the base year. Any
remaining increase is to be distributed to the remaining users proportionate to their share of the
user fees for agencies without combined representation.
USER FORMULA
The workload user cost distribution formula is prepared for the purpose of allocating operating
costs to each user based on actual workload. Upon data becoming available, a full management
report shall be directed to the CEO Board of the Commission for the review and adoption of a
workload user formula. The revised formula shall be patterned directly from the following cost
distribution workload formula.
Workload and user costs will be identified by cost center. 9-1-1 revenue for each user will be
credited for each user's 9-1-1 costs as identified by the cost center. Should there be excess 9-1-1
revenue, the credit shall be applied to the user's dispatch cost centers, thereby assuring costs and
revenue are directly applied to a jurisdiction and assuring no one entity subsidizes another's 9-1-1
costs.
All 9-1-1 Excise Tax Revenue received by each participating jurisdiction shall be directly
forwarded to the Agency.
The operating budget of the Agency shall be prepared and costs allocated to users as identified in
the following steps.
STEP 1. Identify Cost Centers.
A. Five (5) cost centers are identified:
1) Call Answering
2) Police Dispatch
3) Fire/EMS Dispatch
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Adopted 12/16/99
4) Technical Support
5) Administration/Overhead
STEP 2. Identify Operating Costs of Each Cost Center.
A. Call Answering:
Call answering costs include personnel staffing requirements, telephone line charges, and
associated costs for 9-1-1 (basic or enhanced) and business calls (7-digit into the dispatch center).
This call answering does not include administrative business-calls.
B. Police Dispatch:
Police dispatch costs will include personnel staffing requirements for all police consoles and
associated direct costs for police dispatch.
C. Fire/EMS Dispatch:
Fire/EMS dispatch costs include personnel staffing requirements and all associated costs for
fire/EMS dispatch.
D. Technical:
Personnel requirements and equipment for technical support are the costs included in the
technical cost center. (This does not include parts.)
E. Administration/overhead:
Staffing and costs associated with the general day-to-day operation, i.e., heating, electrical,
insurances and supplies.
STEP 3. Apportion Administration/overhead.
Administration and overhead costs shall be charged to each cost center based on the cost center's
share of total costs less administration and overhead.
STEP 4. Apportion Call Answering Costs to Users.
A. 9-1-1 Costs:
9-1-1 costs will be based on the proportionate time devoted to 9-1-1 call answering. Costs shall
be allocated among all users based on the number of 9-1-1 calls for each user.
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B. Business Calls (7 -digit) /Incidents:
The time allocated to business incident calls will be determined using the following process:
Using the average time for 9-1-1 calls and multiplying the number provided by the management
system of business incident calls will yield the total time allocated to business incidents.
This figure shall be subtracted from the total time allocated to the business calls (provided by the
call management system) thereby providing the time devoted to business calls generating
incidents.
3. 7-digit business calls (incidents) shall be allocated to each user.
C. Business Calls:
The remaining amount of calls shall be allocated to each user based on the number of incidents
per 9-1-1 and business/ incident calls as determined by police and f ire/EMS dispatch.
STEP 5. Police Dispatch Allocation.
The costs, including administration and overhead, shall be allocated by consoles, i.e., sheriff
consoles (county), and city consoles. The costs shall be allocated to each user based on incident
activity level for each political jurisdiction based on the previous year Is activity and workload.
Incident activity will be determined by number of dispatched incidents and number of
officer-initiated incidents per jurisdiction.
STEP 6. Fire/EMS Dispatch.
Costs of the fire/EMS dispatch cost center, including administration and overhead, shall be
apportioned to each user based on incidents for each jurisdiction.
STEP 7. Technical.
Costs of technical, including administration and overhead, shall be allocated based on previous
year usage of each member.
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