City Council Packet - 04/24/2001DAP/&//v'6z-
OREGON
TIGARD CITY COUNCIL
MEETING
APRIL 24, 2001
COUNCIL MEETING WILL E TELEVISED
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13125 SW Hall Blvd., Tigard, OR 97223 (503) 639-4171 TDD (503) 684-2772
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Revised 4-20-01
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and
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SEE ATTACHED AGENDA
COUNCIL AGENDA - April 24, 2001 page 1
AGENDA
TIGARD CITY COUNCIL BUSINESS MEETING
APRIL 24, 2001
6:30 PM
STUDY MEETING
> UPDATE ON THE STATUS OF PAPERLESS COUNCIL
> DISCUSSION ON JOINING THE NEW PUBLIC EMPLOYEES'
RETIREMENT SYSTEM LOCAL GOVERNMENT RATE POOL (Also See
Consent Agenda Item 5.7)
> UTILITY BILL RECEIPTING PROPOSAL
> EXECUTIVE SESSION: The Tigard City Council will go into Executive
Session under the provisions of ORS 192.660 (e) and (h) to discuss real
estate transactions and current and pending litigation. All discussions are
confidential and those present may disclose nothing from the Session.
Representatives of the news media are allowed to attend Executive Sessions,
as provided by ORS 192.660(3), but must not disclose any information
discussed. No Executive Session may be held for the purpose of taking any
final action or making any final decision. Executive Sessions are closed to the
public.
7:30 PM
1. BUSINESS MEETING
1.1 Call to Order - City Council & Local Contract Review Board
1.2 Roll Call
1.3 Flag Ceremony and Pledge of Allegiance - Boy Scout Troop 423
1.4 Council Communications az Liaison Reports
1.5 Call to Council and Staff for Non-Agenda Items
.52e. -i 412rm -
7:35 PM
2. DISCUSSION WITH STATE SENATOR RYAN DECKERT AND STATE
REPRESENTATIVE MAX WILLIAMS
8:05 PM
3. PROCLAMATION - BE KIND TO ANIMALS WEEK, MAY 6-12, 2001
8:10 PM
4. VISITOR'S AGENDA (Two Minutes or Less, Please)
COUNCIL AGENDA - April 24, 2001 page 2
8:20 PM
5. CONSENT AGENDA: These items are considered to be routine and may be enacted
in one motion without separate discussion. Anyone may request that an item be
removed by motion for discussion and separate action. Motion to:
Consent Agenda - Items Removed for Separate Discussion: Any items requested
to be removed from the Consent Agenda for separate discussion will be considered
immediately after the Council has voted on those items which do not need
discussion.
5.1 Receive and File:
a. Council Goal Updates as of April 2001
5.2 Authorize the City Manager to sign the Statement of Intent and
negotiate an Intergovernmental Agreement with Unified Sewerage
Agency for the Integrated Water Resources Management (IWRM)
Water Supply Feasibility Study
5.3 Enter into an Intergovernmental Agreement with Other Cities within
Portland General Electric's Service Area to Conduct a joint Review of
Portland General Electric Franchise Fees -
Resolulon No. 01 - I(.o-
5.4 Approve the Proposed Annexation Work Plan and Study Scope for
the Bull Mountain Area
5.5 Appoint David Cory, Bob Tinnin, ]an Gorsline and John Burtuille to
the Tree Board - Resolution No. 01 -
5.6 Authorize the Issuance of a Bond Anticipation Note to Provide
Interim Financing for the Portion of the Dartmouth Local
Improvement District Assessed to the Martins -
Resolution No. 01 - 1q,-
5.7 Approve a Resolution Declaring Tigard's Intent to Join the Oregon
Public Employees' Retir ment System Local Government Rate Pool -
Resolution No. 01 - I
8:25 PM
6. INTRODUCTION OF DAVID CORY, BOB TINNIN, ]AN GORSLINE AND
JOHN BURTUILLE AS TREE BOARD MEMBERS
• Mayor Griffith
NOTE: Item No. 7 has been cancelled. A set over date to be determined.
8:30 PM
7. PHOTO RADAR CONTRACT APPROVAL
a. Staff Report: Police Staff
b. Council Discussion, Questions, Comments
C. Council Motion: Approve implementation of the project.
COUNCIL AGENDA - April 24, 2001 page 3
8:40 PM
8. PUBLIC HEARING TO CONSIDER A RESOLUTION AUTHORIZING THE SALE
OF SURPLUS PROPERTY PURCHASED FOR ACCESS TO THE MENLOR
RESERVOIR
a. Open Public Hearing
b. Staff Report.: Public Works Staff
C. Public Testimony
d. Council Discussion, Questions, Comments
e. Close Public Hearing
f. Council Consideration: Resolution No. - D _
9:00 PM
9. BUILDING UPDATE
a. Staff Report: Community Development Staff
b. Council Discussion, Questions, Comments
9:20 PM
10. CONSIDER AN ORDINANCE REVISION OF ORDINANCE 96-09 EXHIBIT "A"
SECTION 10.060, REQUIREMENT CONTRACTS AND SECTION 70.010
PERSONAL SERVICE CONTRACTS
a. Staff Report: Finance Staff
b. Council Discussion, Questions, Comments
C. Council Consideration: Ordinance No, - Da
NOTE: Item No. I I is set over to June 12, 2001.
9:25 PM
11. CONSIDER AWARDING THE CONTRACT FOR AUDIT SERVICES TO PAULY,
ROGERS AND COMPANY
a. Staff Report: Finance Staff
b. Council Discussion, Questions, Comments
C. Council Motion: Should the Local Contract Review Board Award the
Contract for Audit Services to Pauly, Rogers and Company?
9:35 PM
12. CONSIDER A RESOLUTION TO AMEND THE PROCESS FOR APPOINTING
NEW MEMBERS TO BOARDS, COMMITTEES, COMMISSIONS AND TASK
FORCES
a. Staff Report: Administration Staff
b. Council Discussion, Questions, Comments
C. Council Consideration: Resolution No.
9:50 PM
13. COUNCIL LIAISON REPORTS
COUNCIL AGENDA - April 24, 2001 page 4
9:55 PM
14. NON AGENDA ITEMS
Q~ 1
10
00 PM V
:
15. EXECUTIVE SESSION: The Tigard City Council may go Into Executive Session. If
r
an Executive Session Is ca'lled to order, the appropriate ORS citation will be
announced identifying the applicable statue. All discussions are confidential and
those present may disclose nothing from the Session. Representatives of the news
media are allowed to attend Executive Sessions, as provided by ORS 192.660(3),
~S
but must not disclose any Information discussed. No Executive Session may be held
for the purpose of taking any final action or making any final decision. Executive
Q~--j
`
Sessions are closed to the public.
~
10:05 PM
16. ADJOURNMENT
I:WDWCATHY\CCA\010424.D0C
COUNCIL AGENDA - April 24, 2001 page 5
Agenda Item No. H. I
Meeting of Co • I -~k, 01
TIGARD CITY COUNCIL
MEETING MINUTES - APRIL 10, 2001
APRIL 24, 2001
STUDY MEETING
Council Present: Council President Moore, Councilors Dirksen, Patton, and Scheckla.
> UPDATE ON THE STATUS OF PAPERLESS COUNCIL
Council President Moore reported his experience with the Paperless Agenda
Meeting Packets and demonstrated to the Council how to use the electronic
packet.
After discussion, consensus of the Council was to proceed with the electronic
packet, which will entail staff setting up laptop computers for Council members
and providing computer discs containing the meeting agenda and support
material. One of the primary benefits of proceeding with developing an
electronic packet will be to have the meeting packet material available to the
public via the Internet.
Questions about public record will be researched by the City Attorney with
regard to annotations made by Council members on their electronic copies of
the agenda and meeting materials. Staff will also develop a process with
regard to distribution of confidential Executive Session materials.
> EXECUTIVE SESSION: The Tigard City Council went into Executive Session
at 7 p.m. under the provisions of ORS 192.660 (d), (e), and (h) to discuss
labor relations, real estate transactions and current and pending litigation.
Study Meeting reconvened at 7:30 p.m.
> REPRESENTATIVE WILLIAMS AND SENATOR DECKERT: City Manager
Monahan explained that, if members of the audience have questions for either
Representative Williams or Senator Deckert, (see Item No. 2) they will be
asked to write their question on a card. A staff greeter will be at the entrance
of Town Hall to assist.
COUNCIL AGENDA - April 24, 2001 page 1
> AGENDA REVIEW FOR THIS MEETING:
City Manager Monahan reviewed the following -
Mayor will be signing a proclamation for "Be Kind to Animals !Meek."
Items No. 7 and 11 have been removed from the agenda.
• Non-Agenda Item: A resolution recognizing Loreen Mills for 30 Years of
Service to the City of Tigard.
> House Bill 2934 (See memorandum dated April 24, 2001, from Finance
Director Craig Prosser to City Manager Bill Monahan, on file with the Council
packet materials.) - This proposed bill establishes statewide hotel/motel tax of
1 % dedicated to "tourism promotion" and preempts new or increased local
hotel/motel taxes. Finance Director Prosser confinmed Councilor Patton's
assessment that this would be one more piece of legislation that would limit
local jurisdiction flexibility.
House Bil! 2680, (affecting Internet) apparently did have one hearing and has
gone back to Committee for further action. It appears as if this bill will not
move forward.
House Bill 3697 (Qwest), would drastically change local franchising authority
also had one hearing. It appears as if this bill will not move forward.
1. BUSINESS MEETING
1.1 Council President Moore called the meeting to order at 7:40 p.m.
1.2 Council Present: Council President Moore; Councilors Dirksen, Patton, and
Scheckia.
1.3 Flag Ceremony and Pledge of Allegiance - Boy Scout Troop 423
1.4 Council Communications ax Liaison Reports
Councilor Scheckla reported that he attended the recent School District
meeting with regard to the possible survey of students regarding an inventory
"developmental assets." The program is called "Take the Time Washington
County." Councilor Scheckla noted the meeting was not well attended.
1.5 Call to Council and Staff for Non-Agenda Items
• Add to Non-Agenda (Item No. 14 - Resolution for Loreen R. Mills -
recognizing 30 years of service.)
• Agenda Item Nos. 7 and 11 have been removed from the agenda.
COUNCIL AGENDA - April 24, 2001 page 2
2. DISCUSSION WITH STATE SENATOR RYAN DECKERT AND STATE
REPRESENTATIVE MAX WILLIAMS
State Representative Max Williams visited with the City Council. He noted that the
legislature was working through issues, including budgetary matters and the fact that
the State's financial forecast is now less than what it was when the legislature was
convened. Overall, he reported that the session was moving along smoothly. He
advised that commuter rail was well received by the Committee. It appears that there
is widespread support for this project.
The legislature is making progress in securing a state park for the western part of
Washington County. The park would provide overnight camping. Representative
Williams said he was hopeful that this would be funded.
Representative Williams noted that he is the Chair of the House Judiciary Committee,
which hears approximately 1 /6 of all of the bills dealing with corrections, crime, and
courts.
He noted that the Measure 7 Committee was making progress and was hopeful that
there would be something to review within the next 7-10 days. Representative
Williams said he, as well as the League of Oregon Cities, was representing the interests
of the City of Tigard.
Representative Williams commented on the franchise fee bill (House Bill 3697). He
advised that the House Revenue Committee conducted a hearing; more data was
needed and the Committee did not commit to any action. There is a proposal that
was discussed with a new way to collect a franchise fee, which, according to
Representative Williams, would give Tigard more revenue. He said that there is
potential for a legal challenge directed at the method now being used to collect these
fees.
In response to a question from Councilor Scheckla, Representative Williams advised
that he was not aware of any effort to lower the state revenue sharing amount to local
governments.
In response to a question from Councilor Dirksen, Representative Williams noted that
there was a hearing today on House Bill 2944, which would make a statewide tax of
I% on hotel/motel charges to be dedicated to tourism investment. This Bill would
also preempt local governments from increasing the tax. This Bill has been challenged
because of the limitations to be placed on local governments. He referred to the
impact that would be felt by cities such as Seaside if local governments' ability to tax
hotel/motel revenue is curtailed.
COUNCIL AGENDA - April 24, 2001 page 3
Councilor Patton noted she was pleased with the efforts by Representative Williams on
Measure 7. She said she was also glad to hear the positive reports on commuter rail.
There was brief discussion on the proposed baseball stadium for Portland.
Representative Williams advised that he would be willing to continue to listen to the
proposals for the baseball stadium project, unless this project would compete for
dollars that could be used for the commuter rail project. There was discussion that
Tri Met would eventually need to work on issues concerning the commuter rail
proposal. Councilor Patton reported that the City has met with Tri Met's General
Manager after the Tri Met Board heard testimony from Tigard officials about concerns
about Tri Met service (short- and long-range planning for transportation needs) in
Tigard.
Representative Williams also noted that there is the question of what agency will fund
the ongoing operation costs of commuter rail.
3. PROCLAMATION - BE KIND TO ANIMALS WEEK, MAY 6-12, 2001
Mayor Griffith will be signing this proclamation.
4. VISITOR'S AGENDA
Kym Buchanan, 13669 SW Feiring, Tigard, Oregon, advised he worked at Tigard
High School. He noted that recently the media have been critical of Oregon
schools. He advised he valued the support of local government.
Councilor Patton noted that she believed that Tigard High School provided a good
education for its students. She referred to the updates the Council received about
the High School from Russ Rutledge, Student Envoy to the City. It appears that
positive things are happening at Tigard High School.
5. CONSENT AGENDA:
Councilor Scheckla questioned Item No. 5.6. Finance Director Prosser clarified that
the Dartmouth Local Improvement District is still in litigation in court. Notes are due
on May 1 and the City must either approve the proposed interim financing or payoff
$2 million dollars. In response to a question from Councilor Scheckla, Legal Counsel
Ramis advised that the litigation could proceed for another year or longer.
Motion by Councilor Patton, seconded by Councilor Dirksen, to approve the Consent
Agenda.
5.1 Receive and File:
COUNCIL AGENDA - April 24, 2001 page 4
a. Council Goal Updates as of April 2001
5.2 Authorize the City Manager to sign the Statement of Intent and negotiate an
Intergovernmental Agreement with Unified Sewerage Agency for the
Integrated Water Resources Management (IWRM) Water Supply Feasibility
Study
5.3 Enter into an Intergovernmental Agreement with Other Cities within
Portland General Electric's Service Area to Conduct a Joint Review of
Portland General Electric Franchise Fees - Resolution No. 01 -16
5.4 Approve the Proposed Annexation Work Plan and Study Scope for the Bull
Mountain Area
5.5 Appoint David Cory, Bob Tinnin, Jan Gorsline and John Burtuille to the Tree
Board - Resolution No. 01 - " 7
5.6 Authorize the Issuance of a Bond Anticipation Note to Provide Interim
Financing for the Portion of the Dartmouth Local Improvement District
Assessed to the Martins - Resolution No. 01 - 18
5.7 Approve a Resolution Declaring Tigard's Intent to Join the Oregon Public
Employees' Retirement System Local Government Rate Pool -Resolution No.
01-19
The motion was approved by a unanimous vote of Council present:
Council President Moore -
Yes
Councilor Dirksen -
Yes
Councilor Patton -
Yes
Councilor Scheckla -
Yes
6. INTRODUCTION OF DAVID CORY, BOB TINNIN, JAN GORSLINE AND
JOHN BURTUILLE AS TREE BOARD MEMBERS
• Tree Board member Jan Gorsline was present and introduced to the City Council.
Ms. Gorsline thanked the Council for the opportunity to serve on the Board and
said that she looks forward to working with City staff.
(Note - Senator Ryan Deckert arrived at 8:20 p.m. and the Council discussed issues with
Senator Deckert at this time.)
> Senator Deckert noted that the legislative committees are starting to close down. He
said that commuter rail seems to be moving forward. He advised there is some
discussion of a transportation package for road repairs and new project construction.
Senator Deckert discussed K-12 funding as well as the need to address the amount
owed to Federal government retirees.
COUNCIL AGENDA - April 24, 2001 page 5
In response to a question from Councilor Scheckla, Senator Deckert noted that the
proposal for a major league baseball stadium would be funded with lottery funds for a
one-time economic development purpose. He noted if the stadium would come to
pass, there would be a return on the money invested as it would help bolster the state
income revenue base.
7. PHOTO RADAR CONTRACT APPROVAL
NOTE: Item No. 7 was cancelled. A set over date to be determined.
8. PUBLIC HEARING TO CONSIDER A RESOLUTION AUTHORIZING THE SALE
OF SURPLUS PROPERTY PURCHASED FOR ACCESS TO THE MENLOR
RESERVOIR
a. Council President Moore opened the public hearing.
b. Public Works Director Ed Wegner introduced the new Utility Manager Dennis
Koelermeier
Public Works Director presented the staff report on this agenda item, which
is on file with the City Recorder. The issue before the Council was to
approve the sale of developed property acquired for access to the Menlor
Reservoir Site, located 13230 SW 154' Avenue.
C. Public Testimony: There was no testimony.
d. Council President Moore closed the public hearing.
e. Motion by Councilor Patton, seconded by Councilor Scheckla, to adopt
Resolution 01-20.
RESOLUTION NO. 01-20 - A RESOLUTION AUTHORIZING THE SALE
OF SURPLUS PROPERTY PURCHASED FOR ACCESS TO THE MENLOR
RESERVOIR.
The motion was approved by a unanimous vote of City Council present:
Council President Moore -
Yes
Councilor Dirksen -
Yes
Councilor Patton -
Yes
Councilor Scheckla -
Yes
9. BUILDING UPDATE
a. Planning Manager Dick Bewersdorff and Building Official Gary Lampella
presented information to the City Council. (A copy of the PowerPoint slide
presentation is on file with the City Recorder.)
COUNCIL AGENDA - April 24, 2001 page 6
The presentation consisted of what the Building and Current Planning Divisions
project for future construction in the City of Tigard, Urban Services Area, and
Icing City. The presentation illustrated trends in single family, multi family,
commercial and infill building activity.
10. CONSIDER AN ORDINANCE REVISION OF ORDINANCE 96-09 EXHIBIT "A"
SECTION 10.060, REQUIREMENT CONTRACTS AND SECTION 70.010
PERSONAL SERVICE CONTRACTS
a. Finance Director Craig Prosser reviewed the Staff Report, which is on file with
the City Recorder. The issue before the City Council was a proposal to adopt
a revision of the Purchasing Rules - AR 10.060 Requirement Contracts and
AR 70.010 Personal Services Contracts - which would extend the term of the
contracts to five years Instead of the current three-year period.
b. Motion by Councilor Dirksen, seconded by Councilor Scheckla, to adopt
Ordinance No. 01-02
ORDINANCE NO. 01-02 - AN ORDINANCE REVISION OF
ORDINANCE 96-09 EXHIBIT "A" SECTION 10.060, REQUIREMENT
CONTRACTS AND SECTION 70.010, PERSONAL SERVICE
CONTRACTS
The motion was approved by a unanimous vote of City Council present:
Council President Moore -
Yes
Councilor Dirksen -
Yes
Councilor Patton -
Yes
Councilor Scheckla -
Yes
11. CONSIDER AWARDING THE CONTRACT FOR AUDIT SERVICES TO PAULY,
ROGERS AND COMPANY
NOTE: Item No. 11 was set over to June 12, 2001.
12. CONSIDER A RESOLUTION TO AMEND THE PROCESS FOR APPOINTING
NEW MEMBERS TO BOARDS, COMMITTEES, COMMISSIONS AND TASK
FORCES
a. City Manager Monahan presented the Staff Report on this agenda item. (A
copy of the Staff Report is on file with the City Recorder.) The issue before
the City Council was whether the City Council should revise the Board and
Committee appointment process to allow appointment of alternates.
Councilor Moore clarified that alternates would attend meetings but would not
COUNCIL AGENDA - April 24, 2001 page 7
vote or be involved in decision making. City Manager Monahan advised that
alternates would be offered any training that was made available to board and
committee members.
b. Coui-IJI consensus was that wording should be added that would indicate that
the alternate would not be designated for a period exceeding two years unless
the alternate reapplied and was designated again as an alternate.
C. Motion by Councilor Patton, seconded by Councilor Dirksen, to adopt
Resolution No. 01-21, as amended.
RESOLUTION NO. 01-21 - A RESOLUTION OF THE TIGARD CITY
COUNCIL MODIFYING THE BOARD AND COMMITTEE
APPOINTMENT PROCESS TO INCLUDE APPOINTING ALTERNATES
The motion was approved by a unanimous vote of Council present:
Council President Moore -
Yes
Councilor Dirksen
- Yes
Councilor Patton -
Yes
Councilor Scheckla -
Yes
13. COUNCIL LIAISON REPORTS
Councilor Patton will be attending an upcoming Portland City Council meeting at
which time a proposed resolution will be reviewed to support a proposed regional
water authority.
Councilor Dirksen noted that a Transportation Financing Strategies Task Force
Committee meeting was held recently. Councilor Moore also attended. The Task
Force elected a chair and vice-chair. Discussion at this committee meeting
included identifying viable funding sources. An interim report to the City Council
is scheduled for August.
14. NON AGENDA ITEMS
City Manager Monahan introduced a resolution to recognize Loreen R. Mills for
30 years of service to the City of Tigard.
Motion by Councilor Scheckla, seconded by Councilor Patton, to adopt Resolution
No. 01-22.
RESOLUTION NO. 01-22 - A RESOLUTION RECOGNIZING LOREEN R.
MILLS FOR THIRTY YEARS OF SERVICE TO THE CITY OF TIGARD
COUNCIL AGENDA - April 24, 2001 page 8
The motion was approved by a unanimous vote of Council present:
Council President Moore -
Yes
Councilor Dirksen -
Yes
Councilor Patton -
Yes
Councilor Scheckla -
Yes
Council meeting recessed at 9:29 p.m.
Council meeting reconvened into the Study Meeting at 9:30 p.m.
> STUDY MEETING (Continued)
• Take the Time Washington County - A School District survey: City Manager
Monahan advised that another meeting would be set to discuss the survey. This
meeting would occur on May 21, 23 or 24.
• Budget Committee Meeting/Youth Forum Meeting: City Manager noted that
May 21, 2001, was reserved for a Budget Committee meeting (if needed). The
meeting would be scheduled from 6:30 - 7:30 p.m. A Youth Forum meeting
will be scheduled that same evening at 7:30 p.m. More information will be sent
to the City Council.
• Utility Billing Receipting Proposal: Finance Director Prosser reviewed the Staff
Report, which is on file with the City Recorder. Mr. Prosser gave the City Council
information on a proposal to contract with Clark Public Utilities to provide utility
billing remittance processing. This proposal will be included in the Fiscal Year
2001-2002 proposed budget.
• Meeting with Metro Councilor: City Manager reported that Metro Councilor Carl
Hosticka requested to have a meeting with Councilor Moore or the Mayor or
other Councilor on May 2, 3-4 p.m. The purpose is to view potential park
property to be purchased by Metro in the Tigard area. Councilor Moore will
attend the meeting.
• Lottery Grant Applications: Two lottery grant applications have been filed.
Determination of whether or not Tigard will receive grant funding will be known
by the first of July.
• Chamber Banquet: City Manager reminded City Council the Tigard Chamber of
Commerce's Shining Stars Awards Banquet reservations are required by April 27,
2001.
• Budget Committee - First Meeting: City Manager reminded City Council that the
first Budget Committee meeting would be held on Monday, April 30, 2001, at
6:30 p.m. at the Tualatin Valley Fire at Rescue Building on Burnham Street.
• Energy Crisis: City Manager Monahan reviewed the efforts by staff to resp: --d to
the current energy crisis. Some lights will remain off and space heaters have Seen
removed from employee work areas.
COUNCIL AGENDA - April 24, 2001 page 9
No Council Meeting: City Manager reminded the City Council that there would
be no City Council meeting next week.
15. EXECUTIVE SESSION: Canceled.
16. ADJOURNMENT: 9:55 p.m.
City Recorder, Catherine Wh ley
Attest:
law
yor, lty o
Date: ".J U,yI 12 2C D /
1:ADM\CATHY\CCM\010424.D0C
COUNCIL AGENDA - April 24, 2001 page 10
CITY OF TIGARD, OREGON
AFFIDAVIT OF POS'T'ING
In the Matter of the Proposed
STATE OF OREGON )
County of Washington ) ss.
City of Tigard )
I, begin first duly sworn, on oath,
depose an say:
That I posted in the following public and conspicuous places, a copy of Ordinance
Number (s) 0 t - Q
which were adopted at the Council Meeting dated a `~c, fl 1 copy(s)
of said ordinance(s) being hereto attached and by reference made a part hereof, on the _
day of fm aL. , 20 b
1. Tigard City Hall, 13125 SW Hall Blvd., Tigard, Oregon
2. Tigard Library, 13125 SW Hall Blvd., Tigard, Oregon
3. Tigard Water Department, 8777 SW Burnham, Tigard, Oregon
r
Subscribed and sworn to before me this day of may , 20 O/ .
Notary Public for Oregon
OFFICIAL SEAL
(W EERA G ASTON My Commission Expires: /D
NOTARY PUBLC-OREGON
COMMISSION NO. 327908
MY Cf1MMISSION EXPIRES OCT. 10.
CITY OF TIGARD, OREGON
ORDINANCE NO.01- 0a
AN ORDINANCE REVISION OF ORDINANCE 96-09 EXHIBIT "A" SECTION 10.060,
REQUIREMENT CONTRACTS AND SECTION 70.010 PERSONAL SERVICE CONTRACTS
WHEREAS, The City Council approved Ordinance 96-09 on February 27, 1996, which established
purchasing rules of the Local Contract Review Board, and
WHEREAS, Section 10.060 of such rules sets forth policy of Requirements Contracts, and Section
70.010 of such rules sets forth policy of Personal Service Contracts, and
WHEREAS, The City Council finds it desirable to extend the contract term "not to exceed five
years" for Requirement Contracts and add a contract term "not to exceed five years" for Personal
Service Contracts.
NOW, THEREFORE, THE CITY OF TIGARD ORDAINS AS FOLLOWS:
SECTION 1: The Tigard City Council, acting as the Local Contract Review Board, does
hereby amend Ordinance 96-09 as shown in the attached Exhibit "A".
SECTION 2: This ordinance shall be effective 30 days after its passage by the Council,
signature by the Mayor, and posting by the City Recorder.
PASSED: By (1 NML~tlSvote of all Council members present after being read by number
and title only, this 0day ofA DL_i L 12001.
rad'!A,~ cc Qc
Catherine Wheatley, City Recorder
W
,f L ---12001.
APPROVED: By Tigard City Council this D day of ILA
Brian Moore, Council President
Appr Veda as to form:
Ci y Attorne
zf- / ZI o I
DATE
ORDINANCE No. 01- Da
Page 1
EXHIBIT "A"
AR 10.050 Requirements Contracts
The City may enter into requirements contracts whereby it is agreed to purchase
requirements or an anticipated need at a predetermined price providing the following
conditions are complied with:
a. The contract must be let by competitive bidding pursuant to the requirements of
Chapter 279, Oregon Revised Statutes and applicable rules of the City's Local
Contract Review Board.
b. The term of the contract including renewals does not exceed three fine years
c. Emergency purchases declared pursuant to ORS 279.015(5) and AR 80.010
AR 70.010 Personal Services Contracts
Personal service contracts are not, according to the defmition of "public contract" in ORS
279.011(5,) subject to the competitive bidding provisions of ORS Chapter 279. Pursuant to
ORS 279.051(2), this rule describes a method for distinguishing between personal service
contracts and public contracts, particularly service contracts, and provide examples of
contracts or classes of contracts which are or are not personal service contracts.
a. The term of the contract inciuditrg- renewals does not exceed five nears.
2. The City may, subject to an analysis and determination of appropriateness in accordance
with subsection (2)(a) through (c) of this rule, enter into a personal service contract with an
independent contractor without competitive bidding under ORS Chapter 279 when the
City needs to have a service performed which requires the contractor to exercise a high
degree of technical skill or professional judgment and expertise:
a. The nature of the tasks to be performed, the needs of the City, and the interests of
the public form the basis for distinguishing between personal service contracts and
public contracts. Hence, if.
(1) The City requires a product or service for which the City has developed or
is reasonably able to develop, respectively, adequate design and/or
performance specifications; and
(2) Selecting a contractor on the basis of lowest price would be likely to meet
the City's needs, then the tasks should be performed pursuant to a public
contract let in accordance with competitive bidding provisions of ORS
Chapter 279. Conversely, if the City is reasonably unable to develop
adequate design and/or performance specifications but must instead have
the assistance of the contractors training, knowledge, and expertise to
develop a scope of work statement and selecting the contractor on the basis
of lowest price would be unlikely to meet the City's needs, then the tasks
would most appropriately be performed under a personal service contract.
Such a personal service contract should be entered into in accordance with
the provisions, as the case may be, of ORS 291.021 or 279.712(2). In
determining whether the City's needs will be met through award of a
personal service contract rather than a public contract, the City should
consider whether selecting the contractor on the basis of qualifications
rather than lowest price will result in the City obtaining the best value for
its money.
b. A personal service contract is appropriate where the contract is awarded primarily on the basis
of the contractors qualifications, including but not limited to, such criteria as experience,
training, knowledge and expertise, technical skill, creativity, artistic ability, performance
history, and demonstrated ability to exercise sound professional judgment. Price will be, at
most, a secondary criterion for awarding a personal service contract.
C. A personal service contract is not appropriate where price is or should be the primary
selection criterion. A public contract, in contrast to a personal service contract, will be
awarded primarily on the basis of price; criteria such as experience, training, knowledge and
expertise, technical skill, creativity, artistic ability, performance history, and demonstrated
ability to exercise sound professional judgment, which may be taken into account during the
selection process, will be of only secondary importance. Unless otherwise statutorily
excepted, a public contract must be awarded based on:
(1) Competitive bidding pursuant to ORS 279.015(1); or
(2) An alternative competitive process under ORS 279.015(2)(3).
3. Personal service contracts may include, but are not limited to, the following:
a. Contracts for services performed as an independent contractor in the professional capacity,
including but not limited to the services of an accountant; attorney; architectural or land use
planning consultant; physician or dentist; registered professional engineer; appraiser or
surveyor; aerial photographer; timber cruiser; broadcaster; or data processing consultant.
b. Contracts for services as an artist in the performing or fine arts, including but not limited to
photographer, filmmaker; painter; weaver; or sculptor.
C. Contracts for services of a specialized creative and research oriented, noncommercial nature.
d. Contracts for services as a consultant.
C. Contracts for educational and human custodial care services.
4. The following are NOT personal service contracts:
a. Contracts, even though in a professional capacity, if predominately for a product, e.g., a
contract with a landscape architect to design a garden is for personal services, but a contract to
design a garden and supply all the shrubs and trees is predominately a tangible product.
b. A service contract, including a contract with a temporary service or personnel agency, to
supply labor which is of a type that can generally be done by any competent worker, e.g., data
entry, key punch, janitorial, security guard, crowd management, crop spraying, laundry, and
landscape maintenance service contracts.
C. Contracts for trade related activities considered to be labor and material contracts.
d. Contracts for services of a trade-related activity, to accomplish routine, continuing, and
necessary functions, even though a specific license is required to engage in the activity.
Examples are repair and/or maintenance of all types of equipment or structures.
AGENDA
TIGARD CITY COUNCIL STUDY MEETING
P tr IL L-t, ZUV I - 0:3v p.m.
The Study Meeting is held in the Red Rock Creek Conference Room. Enter at the back of Town Hall. The
Council encourages interested citizens to attend all or part of the meeting. If the number of attendees exceeds
the capacity of the Conference Room, the Council may move the Study Meeting to the Town Hall.
> EXECUTIVE SESSION: The Tigard City Council will go Into Executive Session to discuss
labor relations, real property transaction negotiations, and current/pending litigation under
ORS 192.660 (d) (e) and (h). All discussions within this session are confidential; therefore
those present may disclose nothing from this meeting. Representatives of the news media are
allowed to attend this session, but must not disclose any information discussed during this
session. No executive session may be held for the purpose of taking any final action or
making any final decision. Executive sessions are closed to the public.
> ADMINISTRATIVE ITEMS:
0 Metro Councilor Carl Hosticka - request to have a meeting with Councilor Moore (or
Mayor or other Councilor) - May 2 - 3-4 p.m. - view property with Councilor Hosticka,
State Representative Max Williams, County Chair Tom Brian..
0 Tonight's Meeting:
Mayor will sign the proclamation for "Be Kind to Animals Week"
Items No. 7 and I 1 have been removed from the agenda
--Non Agenda Item (No. 14) - Proposed resolution recognizing 30 years of service -
Loreen R. Mills.
Senator Deckert 8i Representative Williams scheduled to visit with Council during
the Business Meeting. If audience members want to ask a question, the staff greeter
will give them a card to write down their question and the Council President will read
the question.
0 Take the Time Washington County Update
0 Update: Two lottery grant applications have been filed.
0 Budget Press Release distributed to the City Council.
0 Regional Water Update - (Information distributed)
0 Reminder - Budget Committee Meeting on Monday, April 30, 6:30 p.m. at the TVFaXR
station on Burnham.
0 271 Annual Shining Stars Awards Banquet - (Tigard Chamber) - reservations required by
April 27.
0 Mayor's schedule....
0 Craig Prosser Memo regarding HB 2934 - hotel/motel tax. (Memo distributed to
Council)
0 Metro - reorganizingtredistricting - (information distributed)
B
Executive Session -
The Public Meetings Law authorizes governing bodies to meet in executive session In certain
limited situations (ORS 192.660). An "executive session" is defined as "any meeting or part of
a meeting of a governing body, which Is closed to certain persons for deliberation on certain
matters."
Permissible Purposes for Executive Sessions:
192.660 (a) - Employment of public officers, employees and agents,
if the body has satisfied certain prerequisites.
192.660 (b) -
Discipline of public officers and employees (unless affected person requests
to have an open hearing).
192.660 (c) -
To consider matters pertaining to medical staff of a public hospital.
192.660 (d) -
Labor negotiations. (News media can be excluded in this instance.)
192.660 (e) -
Real property transaction negotiations.
192.660 (f) -
Exempt public records - to consider records that are "exempt by law from
public inspection." These records are specifically identified in the Oregon
Revised Statutes.
192-660 (g) -
Trade negotiations - involving matters of trade or commerce in which the
governing body is competing with other governing bodies.
192.660 (h) -
Legal counsel - Executive session are appropriate for consultation with
counsel concerning legal rights and duties regarding current litigation or
litigation likely to be filed.
192.660 (1) -
To review and evaluate, pursuant to standards, criteria, and policy
directives adopted by the governing body, the employment-related
performance of the chief executive officer, a public officer, employee or
staff member unless the affected person requests an open hearing. The
standards, criteria and policy directives to be used in evaluating chief
executive officers shall be adopted by the governing body in meetings open
to the public in which there has been an opportunity for public comment.
192.660
Public investments - to carry on negotiations under ORS Chapter 293 with
private persons or businesses regarding proposed acquisition, exchange or
liquidation of public investments.
192.660 (k)-
Relates to health professional regulatory board.
CITY OF TIGARD PRESS RELEASE
13125 SW Hall Blvd.
Tigard, Oregon 97223
City Manager Proposes FY 2001-02 Budget
For Immediate Release
Tuesday, April 24, 2001
Contact: Craig Prosser
City of Tigard
503-639-4171, ext. 345
Tigard City Manager Bill Monahan will present his proposal for FY 2001-02 City spending to the
Tigard Citizens' Budget Committee on Monday evening, April 30, at 6:30 p.m.
Monahan will propose a total City Operating Budget of $25.9 million, 4.3% higher than the
current fiscal year. The Operating Budget includes money to pay for City staff, supplies, and
operational equipment.
The proposed budget also includes a little over 10 additional positions. These new positions
include staff for increased support of City computers and the City Web page, increased
maintenance of City rights-of-way, maintenance of City water facilities and parks, and increased
support for building permit issuance and planning, and central administrative support.
In addition to the Operating Budget, Monahan is also proposing $10.4 million for capital
improvement projects. Capital improvement projects include construction of new and improved
roads, water facilities, and the first phase of a three-phase project of improvements at Cook
Park.
Monahan identified several issues that helped to shape his budget proposal. These issues
include the recent annexation of previously unincorporated areas completely surrounded by
City boundaries which are now receiving City services; development of an annexation policy for
other unincorporated areas such as Bull Mountain; responding to changes in building activity
and the demand for City building permits; continued progress towards building a new City
library; continuing work to secure a long-term water supply; the need for a secure funding
source for road improvements; and continuing uncertainty about the status of Measure 7 or a
successor property-reimbursement proposal.
Copies of the Proposed Budget are available at the City Finance Department, located at 8777
SW Burnham Street, Tigard.
The. Citizens' Budget Committee is made up of the five members of the Tigard City Council plus
an equal number of citizens appointed by the Council. The Budget Committee will consider this
proposal in three meetings scheduled for April 30, May 7, and May 14, starting at 6:30 p.m.
each evening. Meetings will be held in the Community Room at the Tualatin Valley Fire and
Rescue station located at 8935 SW Burnham Street. The public is welcome at these meetings.
After the Citizens' Budget Committee approves the budget, it then goes to the City Council on
June 12 for consideration. The budget takes effect on July 1, 2001.
Page 1 of 1
1AADMIPRESS RELEASESIBUDGET PROPOSAL 2001-02.DOC
MEMORANDUM
CITY OF TIGARD, OREGON
TO: Honorable Mayor and ity Council Members
f
FROM: Bill Monahan
DATE: April 24, 2001
SUBJECT: Portland Regional Water Resolution
Tomorrow, April 25, 2001,.the Portland City Council will take action on the attached
Resolution which proposes the formation of a regional water entity. This is a follow up to
information that was provided to you by Ed Wegner.
The Resolution calls for Commissioner Erik Sten to report to the full Portland City Council
no later than September 15, 2001, regarding the possible formation of a regional water
entity.
Our Council liaison and staff will likely receive information soon on upcoming meetings
where discussion of this proposal will take place. Council will be briefed on a regular basis.
aft
c: Cathy Wheatleyfl~
MADMIBILLWEMM-ORTLAND REGIONAL WATER RESDOC
FROM i F-L" I LHNU WH I tM liUlttHU t lw.$ U." b2.5! eWW 1. 40-4 - 1'y It. I lob M fU-4 t'. 101 ~ YJ.!
Erik Sten. Commissioner
o+ °cc CITY OF Michael F. Rosenberger, Administrator
% ~ro 1120 S.W. 5th Avenue
POIRTIr A l" OREGON Pi Oregon 97204
Irdamrltiatind. c~n (503) 823-?404
s BUREAU OF WATER WORDS _ J 7D x (503) 823-saes
April 19, 2001
To: Regional Water Agencies
From: Mike Rosenberger
RE: Regional Water Resolution Before Portland City Council
On March 6`n at a work session the Portland City Council discussed the possibility
of the formation of a regional water entity. The Council was very supportive of the
concept, understanding the Water Bureau would be part of that entity. Commissioner
Sten was aske t by the Council to come back with a Rewlution whereby they could
formally and publicly state their support.
The attached Resolution will be filed today and acted upon by Council next
Wednesday April, 25, 2001 at 9:30 a.m. time certain, in Council Chambers. Please feel
free to attend and speak to the Council if you're so inclined. Please don't hesitate to call
if you have questions.
An Equal Opportunity Employer
. MUM s h'I.. I LF.NU WH I LH SUREHU bI03 627. 6133 Lb101 . 104 - 1 y l b 9 IOb a eU4 W. IOG/o s
YMSOLU110N No.
Endorse the development of a regional water entity that would include the
Portland Water Bureau and direct the Commissioner mr -Charge and the Water
Bureau to work with metropolitan area elected officials and water agencies to
study the interest'in, atxt feasibility of, creation of such an entity, and report to the
Council no later than September 15, 2001.
The City of Portland ordains:
Whereas, the Portland Water Bureau has provided high quality drinking water to
residents of both the City of Portland and other cities and special water
districts in the Portland metropolitan area for over 82 years; and
where", in 1979, nineteen cities and water districts signed 25-year wholesale
contracts for the purchase of water from the City of Portland; and
Whereas, the Portland Water Bureau now provides drinking water for over 840,000
Oregonians; and
Whereas, in 1989, the Water Bureau began discussions with the metropolitan area
water providers as to how they alight work together to plan for future long
term water supply and transmission needs; and
Whereas; in.1993 the regions' water providers jointly funded a series of studies
and plans to meet future needs, and elected officials approved the resulting
Regional Water Supply Plan in 1996; and
Whereas; in 1996, the region's elected officials formed and serve on the Regional
Water Supply Consortium to guide water supply planning, and
Whereas; in 1997 the Water Bureau also began preliminary discussions with its
wholesale customers to develop new long tern wholesale contracts; and
Whereas; for some time, and in several forums, there have also been discussions in
the region about the feasibility of the formation of one or more regional
water authorities, or similar entities; and
Whereas; the Portland metropolitan area has adequate, high quality water
resources to meet the needs of fish, people and the environment; however
the region lacks sufficient storage and transmission to develop these
resources in the most efficient, effective manner, and
Page 1 of 2
. . FROM SPORTLAND WATER BUREAU S03 623 6133 2001.04-19 16=06 9764 P.04/0-i
J
Whereas; the competing demands for water resources for municipal and industrial
needs, the lieung of threatened and endangered species, the designation of
in-stream flow r&luirements, increasingly expensive treatment mandates,
stringent water quality regulations and unprecedented growth, make it
incumbent on all water utilities to maximize the: use of the best water
sources as efficiently as possible; and
Whereas; developing these resources in atmore coordinated regional manner will
provide far greater benefits to the region's citizens than a series of
individual water development projects; and
Whereas; it may be easier, less costly, and obtainable in a more timely manner, if-the
institutional framework for pursuing these resources were within one
operational'regional entity;
Whereas; the Commissioner-ln- Charge of the Water Bureau has briefed the Council
on these issues and ideas, and the Council is fully supportive of pursuing
further work in this arena;
NOW THEREFORE, BE IT RESOLVED THAT:
1. The Commissioner-In-Charge of the Water Bureau is directed to work
with other elected officials in the region to identify and analyze alternative
institutional and governmice arrangements for water utilities;
2 The Water Bureau is directed to provide stall' assistance to the
Commissioner-In-Charge and to work jointly with managers and staff of
other water utilities. in the pursuit of preferred alternatives;
AND BE IT FURTHER RESOLVED THAT:
1. Tlr Commissioner-in-Charge will report back to. the Council and other
elected officials and water utilities in the region with their jointly
developed preliminary amessment no later than September 15, 2001.
Adopted by the Council,
Commissioner Erik Sten
Jeanne Weune
April 19, 2¢01
Page 2 of 2
GARY BLACKMER
Auditor of the City of Portland
E
MEMORANDUM
TO: Bill Monahan, City Manager
FROM: Craig Prosser, Finance Director
RE: HB 2934, A bill which adopts a statewide hotel/motel -tax and pre-
empts new or increased local hotel/motel taxes
DATE: April 24, 2001
HB 2934 was heard by Committee in the Legislature today. This bill establishes a
statewide hotel/motel (transient lodgings) tax and dedicates the proceeds of that tax to
"tourism promotion". This bill also pre-empts any new or increased hotel/motel taxes
unless approved by a vote of the people and unless it is dedicated to tourism promotion.
Tigard does not have its own hotel/motel tax. Tigard shares in the Washington County
hotel/motel tax. The hotel/motel tax is collected by Washington County and distributed
to all participating jurisdictions. The County rate is 7% of which the City receives about
one third of the amount collected in the City limits.
The City expects to receive about $320,000 from this tax in FY 2001-02, down from
$365,000 in FY 1998-99. The hotel/motel is a resource to the City's General Fund. The
General Fund supports Police, Parks, and Community Development activities, among
others.
This bill pre-empts Tigard from ever adopting a local hotel/motel tax and it prevents any
increases in the Washington County tax shared by Tigard (unless approved by voters
and dedicated to tourism promotion).
The philosophy behind this bill appears to be that the hotel/motel tax should only be
used for marketing, brochures and advertisements, which bring more tourists into the
state or city, and therefore customers to hotels and motels. It ignores the role that safe
and healthy communities play in creating clean, safe, and attractive places to visit. It
also fails to recognize the costs to a local community in hosting out of town visitors -
from traffic enforcement, crime prevention and enforcement, and maintenance of clean
and safe parks and public facilities. The bill seems to assume that costs generated by
these out-of-town visitors should be paid for entirely by local residents.
600 NOR T11 E AS T GRAND AVENUE I PORTLAND. OREGON 97232 7 736
T E L S 0 3 7 9 7 1 7 0 0 F A X 5 0 3 7 9 7 1 7 9 7
April 19, 2001
The Honorable Jim Griffith
City Of Tigard
13125 SW Hall Blvd
Portland OR 97223-8144
Dear Mayor Griffith:
III ~
METRO
Copies to:
/
Mayor/Council
V
City Manager
Council File
L!
RECEIVED C.O.T.
APR 2 3 2001
Administration
Other:
In November 2000, the citizens of the region approved Ballot Measure 26-10, authorizing a change in the
structure of the Metro elected leadership. The new structure replaces the current Executive Officer elected
region-wide and seven member Council with a regionally elected Council President and six Councilors
elected by district. The Metro Code requires Metro to establish new Council districts within 90 days of
receiving official census data from the federal government. This data arrived at Metro on March 15, 2001.
A Council Reapportionment Task Force, composed of council members whose terms expire in 2005, is
drafting a reapportionment proposal. The Council and Executive Officer appointed a Citizen Review
Committee, composed of 16 community members, to provide advice to the task force. The Metro Council
is scheduled to consider a recommendation from the Task Force in early June, 2001.
Metro is holding a series of four public hearings on the draft reapportionment plan:
Wednesday, May 2, 2001, 5:30 p.m.
Tualatin Valley Fire & Rescue -
East Division Fire Station
624 7`h Street, 2nd Floor, Oregon City
Thursday, May 3, 2001, 3:30 p.m.
City of Gresham Council Chamber
1333 NW Eastman Pkwy, Gresham
Tuesday, May 8, 2001, 5:30 p.m.
Beaverton City Hall First Floor Conf. Rm.
4755 SW Griffith Drive, Beaverton
Thursday, May 10, 2001, 2 p.m.
Metro Council Chamber
600 NE Grand, Portland
If possible, please announce the hearings at your upcoming public meetings to alert your citizens, fellow
elected officials and appropriate staff about the Metro reapportionment process. The draft maps will be
available for viewing at Metro's website at www.metro-region.org beginning on Monday, April 24, 2001.
For more information, contact John Donovan at the Metro Council Outreach Office, (503) 797-1942 or
,-----via e-mail, donovani@metro.dst.or.us.
Sincerely,
\'\~_Davtd Bragdon v Rod Monroe
Presiding Officer Reapportionment Task Force Chair
Re, y, Ied P, 1, e,
-metro regionOrg
T D D 7 9 7 1 8 0 4
_9
S rLt6.Lj
AGENDA ITEM # -Mee-tin
FOR AGENDA OF Apri124,20M
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE Update - Paperless Council Agenda Meeting Packets
PREPARED BY: Cathy Wheatley,-- DEPT HEAD OK CITY MGR OK
ISSUE BEFORE THE COUNCIL
Councilor Moore will report on his experience with the Paperless Agenda Meeting Packets.
STAFF RECOMMENDATION
Proceed with Paperless Agenda Meeting Packets with the next step to place the packet on the City's web page for
public access and set up laptop computers for those Councilors who want to participate.
INFORMATION SUMMARY
Administration and Network Services staff, along with consultant Rick Gates, have worked to develop a process to
provide a Paperless Agenda Meeting Packet. Councilor Moore has been utilizing a Paperless Agenda Meeting
Packet since the April 10, 2001, Council meeting and he will report to the Council what his experience has been. If
the Council determines that staff should continue to develop the Paperless Agenda Meeting Packets, then staff will
proceed to set up the laptop computers and provide computer discs containing the Council packet agenda and
support material by May 15, 2001, for those Councilors who wish to participate. Staff will also proceed to do what
is necessary to post the Agenda Meeting Packets on the City's web page.
Eventually time and cost savings may be realized because we will significantly reduce the number of paper copies
we currently provide to the Council, public, staff, and media. Staff believes the primary benefit will be the
increased accessibility to Council packet information for the public and staff.
OTHER ALTERNATIVES CONSIDERED
N/A
VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY
Community Character & Quality of Life: Communication Goal - Citizen involvement opportunities will be
maximized by providing education programs on process, assuring accessibility to information in a variety of
formats, providing input on community issues and establishing and maintaining two-way communication. Strategy
No. 3: Encourage public participation through accessibility and education.
ATTACHMENT LIST
None.
.d
FISCAL NOTES
Consultant costs: $ 2,500 (estimated and included in Network Services Budget)
Equipment costs: 13.000 (five laptop computers and a scanner; funds are budgeted in the
Total $ 15,500 Network Services Budget).
IAADM\CITY COUNCIL\COUNCIL AGENDA ITEM SUMMARIES\PAPERLESS COUNCIL DEMO BY MOORE.DOC
s+u dj~
AGENDA ITEM # ME-P-T n
FOR AGENDA OF April 24, 20
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE Study Session Utility Bill Receipting Proposal
PREPARED BY: Tom Imdieke DEPT HEAD OK CITY MGR OK f 1 r " ~
ISSUE BEFORE THE COUNCIL
Informational briefing on a proposal to contract for receipting of utility bills. This will be in the FY 2001-02
Pro osed Budget.
STAFF RECOMMENDATION
Information only.
INFORMATION SUMMARY
This will be an informational briefing on a proposal to contract with Clark Public Utilties to provide utility billing
remittance processing:
The major benefits of the contract would be:
• Avoid future investments in equipment.
• Eliminate need for additional staff in the Utility Billing Section to meet increased volume.
0 Enhances staff ability to research customer accounts and respond to customer inquiries.
Allows staff to continue posting of payments to customer accounts and deposit in the bank on the same day
they are received.
OTHER ALTERNATIVES CONSIDERED
N/A
VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY
N/A
ATTACHMENT LIST
Memo on proposal from Tom Imdieke to Craig Prosser.
FISCAL NOTES
Information briefing only at this time. Current proposal would cost approxmiately $17,000 per year with
$8,200 in intial setup fees.
1, 4
Scarc6 I Sti-tWE's 4® c-vet® eta[ Assets
Search Institute has identified the following building blocks of healthy development that help young people grow up
healthy, caring, and responsible.
Support
1. Family support-Family life provides high levels of love
and support.
2. Positive family communication-Young person and her
or his patent(s) communicate positively, and young per-
son is willing to seek advice and counsel from parents.
3. Other adult relationships-Young person receives sup-
port from three or more nonparent adults.
4. Caring neighborhood-Young person experiences car-
ing neighbors.
5. Caring school climate-School provides a caring,
encouraging environment.
6. Parent involvement in schooling-Parent(s) are actively
involved in helping young person succeed in school.
Empowerment
7. Community values youth-Young person perceivcs that
adults in the community value youth.
8. Youth as resources--Young people are given useful roles
in the community.
9. Service to others-Young person serves in the commu-
nity one hour or more per week.
10. Safety Young person feels safe at home, school, and in
the neighborhood.
Boundaries and Expectations
11. Family boundaries-Family has clear rules and conse-
quences and monitors the young person's whereabouts.
12. School boundaries-School provides clear rules and
consequences.
13. Neighborhood boundaries-Neighbors take responsi-
bility for monitoring young people's behavior.
14. Adult role models-Parent(s) and other adults model
positive, responsible behavior.
15. Positive peer influence Young person's best friends
model responsible behavior.
16. High expectations-Both parent(s) and teachers
encourage the young person to do well.
Commitment to Learning
21. Achievement motivation-Young person is motivated
to do well in school.
22. School engagement-Young person is actively engaged
in learning.
23. Homework-Young person reports doing at least one
hour of homework every school day.
24. Bonding to school-Young person cares about her or
his school.
25. Reading for pleasure-Young person reads for pleasure
three or more hours per week.
Positive Values -
26. Caring-Young person places high value on helping
other people.
27. Equality and social justice-Young person places high
value on promoting equality and reducing hunger and
poverty.
28. Integrity-Young person acts on convictions and
stands up for her or his beliefs.
29. Honesty-Young person "tells the truth even when it
is not easy."
30. Responsibility-Young person accepts and takes per-
sonal responsibility.
31. Restraint-Young person believes it is important not
to be sexually active or to use alcohol or other drugs.
Social Competencies
32. Planning and decision malting-Young person knows
how to plan ahead and make choices.
33. Interpersonal competence-Young person has empathy,
sensitivity, and friendship skills.
34. Cultural competence-Young person has knowledge of
and comfort with people of different cultural/racial/eth-
nic backgrounds.
35. Resistance skills-Young person can resist negative peer
pressure and dangerous situations.
36. Peaceful conflict resolution-Young person seeks to
resolve conflict nonviolently.
Constructive Use of Time
17. Creative activities-Young person spends three or more
hours per week in lessons or practice in music, theater,
or other arts.
18. Youth programs-Young person spends three or more
hours per week in sports, clubs, or organizations at
school and/or in the community.
19. Religious community-Young person spends one or
more hours per week in activities in a religious institu-
tion.
20. Time at home-Young person is out with friends "with
nothing special to do" two or fewer nights per week.
Positive Identity
37. Personal power-Young person feels he or she has
control over "things that happen to me.'
38. Sclf-esteem-Young person reports having a high self-
ell .
39. Sense of purpose-Young person reports that "my life
has a purpose."
40. Positive view of personal future-Young person is
optimistic about her or his personal future.
7irc 1Mp® ncC- ofIncrc-asing 1lssE*s
Based on Search Institute research with nearly 100,000 6th- to 12th-grade youth in hundreds of communitic
across the country,' these charts show how youth with more assets are much more likely to be involved in
healthy behaviors and much less likely to be involved in high-risk behavior patterns.
Percentage of Youth Involved in Risky Behaviors
too too 100
90 90 90
80 80 80
70 61% 70 70
60 60 60
53%
50
50 50
40 35% 40 33% 4o-
30 30 30 306
20 J 2t%
16% 20 20
10 6% 10 10% 10 11%
3%. 3%
0 0-10 11-20 21-30 31-40 0 0-10 11-20 21-30 31-40 0
0-10 11-20 21-30 31-40
assets assets asses duets assets asses assets duets assets assets assets assets
Violence Sexual intercourse Alcohol use
Percentage of Youth Involved in Healthy, Thriving Behaviors
10o 100 100
90 90 90 87%
80 80 80-
70-- 70 70 • 69%
60 60 53% 60
53%
50 43% 50 50
40 40 35% 40 34%
30 29% 30' 30
20 15% 20 19%
20
7%
- MJ I -
10 6% 10
10-
0 0-10 11-20 21-30 31-40 0 0-10 11-20 21-30 31-40 0 0-10 11-20 21-30 31-10
assets assets assets assets assets 'assets assets assets assets assets assets ' assets
Resists danger Succeeds in school Values diversity
Definitions of High-Risk Behavior Patterns
Violence Has engaged in three or more acts of fighting, hitting, injuring a person, carrying or' using a weapon, or
threatening physical harm in the past 12 months.
Sexual intercourse: Has had sexual intercourse three or more times in lifetime.
Problem alcohol use: Has used alcohol three or more times in the past 30 days or has gotten drunk once or more in
the past two weeks.
Definitions of Thriving Indicators
Resists danger: Avoids doing things that are dangerous.
Succeeds in school: Gets mostly As on report card.
Values diversity- Places high importance on getting to know people of other racial/ethnic groups.
AGENDA ITEM NO.2 - VISITOR'S AGENDA DATE : April 24, 2001
(Limited to 2 minutes or less, please)
Please sign on the appropriate sheet for listed agenda items. The Council wishes to hear from you on other issues
not on the agenda, but asks that you first try to resolve your concerns through staff. Please contact the City Manager
prior to the start of the meeting. Thank you.
NAME, ADDRESS & PHONE
TOPIC
STAFF CONTACTED
S~= h~,=• •x.76
I
VISITOR'S AGENDA Page 1
AGENDA ITEM #
FOR AGENDA OF Auri124 2001
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE Discussion with State Senator & an Deckert and State R resentative Max Williams
CITY MGR OK ' t
PREPARED BY: Cathy Wheatley DEPT HEAD OK
ISSUE BEFORE THE COUNCIL
On April 24, 2001, the City Council will have an opportunity to discuss issues of interest to the City of Tigard with
State Senator Ryan Deckert and State Representative Max Williams.
STAFF RECOMMENDATION
Identify issues of interest or concern to Senator Deckert and State Representative Williams
INFORMATION SUMMARY
Senator Deckert and Representative Williams have agreed to meet with the with the City Council on a regular basis
during the 2001 Legislative Session.
OTHER ALTERNATIVES CONSIDERED
None
VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY
Community Character and Quality of Life - Communication. Goal - Citizen involvement opportunities will be
maximized by providing educational programs on process, assuring accessibility to information in a variety of
formats, providing opportunities for input on community issues and establishing and maintaining two-way
communication.
ATTACHMENT LIST
No attachments.
FISCAL NOTES
None
I:WDM\CITY COUNCIUCOUNCIL AGENDA ITEM SUMMARIESIDECKERT - WILLIAMS - APRIL 24-01.DOC
d
Agenda Item No. 3
Meeting of__ , au awl
PROCLAIMATfONI
Be Kind to Animals Week
WHEREAS, Oregonians benefit tremendously from our animal friends, who give us
companionship and great pleasure in our daily lives; and
WHEREAS, we have a firm responsibility to protect these fellow creatures from need, pain,
fear and suffering; and
WHEREAS, we recognize that teaching attitudes of kindness, consideration and respect for all
living things through humane education In the schools and the community helps to provide
the basic values on which a humane and civilized society is built and
WHEREAS, we are deeply Indebted to the Oregon Humane Society for 133 years of
invaluable service in caring for homeless animals, instilling human values in our children
through education programs, and promoting a true working spirit of kindness and
consideration for animals in the hearts and minds of all people; and
WHEREAS, we depend g'eady upon our animal control agencies, veterinarians and other
organizations that provide humane care for animals; and
WHEREAS, May 6 - 12, 2001 is set aside to observe nationally the philosophy of kindness
to animals.
NOW THEREFORE BE IT RESOLVED THAT I, Mayor James Griffith of the City of
Tigard, Oregon, do hereby proclaim the week of May 6 12, 2001 as
Be Kind to Animals Week
in Tigard, Oregon and urge our citizens, businesses and organizations to join in this
observance.
Dated this day of
, 2001.
IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the City of
Tigard to be affixed.
James Griffith, Mayor
Oty of Tigard
Attest:
City Recorder
a
AGENDA ITEM #
FOR AGENDA OF
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
5.1 a.
April 24, 2001
ISSUE/AGENDA TITLE Council Goal Update
PREPARED BY: G. Gaston and C.Wheatley DEPT HEAD OK CITY MGR OK ~~VW/ `
ISSUE BEFORE THE COUNCIL
Update on the progress of the Council goals for the first quarter of 2001.
STAFF RECOMMENDATION
Receive and file the update.
INFORMATION SUMMARY
Attached are brief summaries of the progress made in the first quarter of 2001 on the Council goals developed
by the Council in January 2001.
OTHER ALTERNATIVES CONSIDERED
N/A
VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY
Visioning goals are identified throughout the goals and tasks developed by the City Ccuncil.
FISCAL NOTES
N/A
I:\ADM\CITY COUNCIL\COUNCIL AGENDA ITEM SUMMARIES\COUNCIL GOAL UPDATE - END 2000.DOC
2001 Tigard City council Goals
April 2001 Update
Goa( I Transportation.
Staff Responsible: Jim Hendryx and Gus Duenas
Continue the City's Transportation Improvement Program:
a. Complete the City Transportation System Plan, discuss funding
mechanisms and initiate implementation.
b. Support and promote commuter rail.
c. Develop a fixed route bus program for Tigard intra-city service.
d. Revisit Transportation Improvement Projects (the 2000 bond
measure) and potential funding sources.
e. Promote resolution of 99W issues (and other state owned facilities in
Tigard).
Tasks:
1. Reconstitute the Bond Measure Task Force.
2. Review the bond measure options.
3. Discuss alternative funding solutions
4. Work with Washington County to promote funding of
commuter rail.
5. Address issues of Hwy 99W with ODOT and raise issues to the
2001 legislature.
6. Continue to improve pedestrian/pathway connections.
7. Review the need for sidewalk and street lighting improvements,
even on trails.
8. Implement the City Transportation Improvement Program.
9. Promote opportunities to travel through the City of Tigard
without accessing Hwy 99W.
April 2001 Goal Update Page 1
I:XADM\CITY COUNCIMOALS\ OOMOALS APRIL UPDATE.DOC
April 2001
Continue the City's Transportation Improvement Program
a. Complete the City Transportation System Plan, discus funding mechanisms and
initiate implementation.
The Planning Commission Hearing was conducted on February 5, 2001. Planning
Commission approved the TSP and recommended that it be forwarded to City
Council. Planning staff is keeping a comment log on the TSP, which is currently in
draft version pending comments and public hearing before adoption. Once all the
comments have been received, all revisions to the draft plan will be made and a final
version will be published with relevant comments incorporated.
The TSP workshop with City Council was conducted on March 20, 2001. DKS,
the TSP consultant, made a presentation, answered questions from Council, and
received comments from Councilors regarding various aspects of the Plan.
Councilors were concerned about the lack of intra-City bus service and wished to
have that emphasized in the TSP. The impact of Measure 7 is still to be ascertained.
There will be consultation with the City Attorney's office on the ramifications of
adopting the TSP, but not moving to revised the Municipal Code until later. The
timing for adoption of the TSP will be reviewed periodically during the next few
months as these discussions with the City Attorney and City Council continues.
b. Support and promote commuter rail.
A resolution of support from the Tigard City Council, and letters of support from the
Tigard Chamber of Commerce, Tigard Central Business District Association and its
Board Members, have been sent to the Governor and key Legislators.
C. Develop a fixed route bus program for Tigard intra-city service.
Working with the Westside Transportation Alliance, an additional year of funding has
been awarded to continue the Access to Work program into 2003/2004.
Washington County received federal funding to expand the Transit Choices for
Livability program in the County. Staff continues to work with the County and the
Westside Transportation Alliance to increase transit options in Tigard.
Correspondence has been sent to Tri-Met requesting detailed information on the
April 2001 Goal Update Page 2
I:\ADM\CITY COUNCIL\GOALS\2001\GOALS APRIL UPDATE.DOC
Correspondence has been sent to Tri-Met requesting detailed information on the
amount of transit taxes paid by businesses within the community vs. the level of transit
service received.
d. Revisit Transportation Improvement Projects (the 2000 bond measure) and potential
funding sources.
City Council passed Resolution 01-06 appointing a Transportation Financing Strategies
Task Force to re-evaluate the bond package, determine what went wrong with the bond
issue and make recommendations to City Council for future funding strategies. The first
meeting of this Task Force is scheduled for April 19, 2001. The Task Force will be
presenting periodic progress reports every quarter. Major transportation improvements,
safety projects, and traffic calming measures will continue to be incorporated in the
yearly Capital Improvement Program subject to the availability of funding.
e. Promote resolution of 99W issues (and other state owned facilities in Tigard)
Staff continues to coordinate with the Oregon Department of Transportation on the
level of improvements needed on 99W and other state owned facilities. Opportunities
for grant funding is being evaluated to further peruse this effort.
April 2001 Goal Update Page 3
IAADKCITY COUNCIL\GOALS\2001 \GOALS APRIL UPDATE.DOC
Goal 2 Provide recreational opportunities.
Staff Responsible: Jim Hendryx
Tasks:
1. Develop and define a strategy to provide recreation
opportunities for all citizen needs including:
a. Programs
b. Facilities
c. Activities
2. Evaluate the need for a separate Parks and Recreation
Committee.
April 2001
Many organizations are attempting to fill voids in recreation opportunities for youth
in Tigard. On February 27, 2001, Mayor Griffith hosted a Tigard Youth Forum.
The idea was to brainstorm what services are being provided now for youth and
what additional services are needed.
The main theme seemed to be buses and rooms for programs are available from the
schools, however, funding is the issue. A discussion was held about forming a Youth
Advisory Committee. A Steering Committee is working on this formation.
April 2001 Goal Update Page 4
I:\ADM\CITY COUNCIL\GOALS\2001\GOALS APRIL UPDATE.DOC
Coal 3 Support the efforts of the Tigard Central Business
District Association (TCBDA) and their plan to
revitalize the downtown.
Staff Responsible: Jim Hendryx
Tasks:
1. Assist in getting funding for implementation of the TCBDA
downtown program.
2. Determine the level of City financial support to the revitalization
effort.
3. Review development code requirements that affect the
downtown (i.e., parking, etc.).
April 2001
a. Assist in getting funding for implementation of the TCBDA downtown program.
TCBDA, with financial assistance from Tigard, has contracted with the Oregon
Downtown Development Association (ODDA) to evaluate and pursue funding
options. TCBDA has evaluated options and is pursuing creating Economic and
Business Improvement Districts to support their revitalization efforts. A preliminary
budget has been established, assessments determined, and the program developed.
Funding for the program would come from a variety of sources including property
and business owners and the City. Presentations have been made before the CIT, City
Council and business and property owners outlining the accomplishments of TCBDA
and the proposed revitalization program. A public hearing to enable the City to
establish an Economic Improvement District and a Business Improvement District is
scheduled before City Council on April 10, 2001. Public hearings to create the
Economic Improvement District are tentatively scheduled in June and July of 2001.
b. Determine the level of City financial support to the revitalization effort.
Establishment of an Economic Improvement District and Business Improvement
District (EID/BID) would establish the level of support from the City. The City's
preliminary contribution towards the EID/BID would be approximately $26,667 per
year.
April 2001 Goal Update Page 5
IAADM\CITY COUNCIL\GOALS\2001\GOALS APRIL UPDATE.DOC
C. Review development code requirements that affect the downtown (i.e., parking
etc.).
Prior to voter approval of Measure 7, staff working with TCBDA proposed to modify
the parking standard for businesses along Main Street. Conversion of existing
buildings to uses requiring more parking would not be required to provide the
additional off-street parking. The Planning Commission considered the amendment
and voted unanimously in support of the amendment. Furthermore, new buildings
replicating the square footage of existing buildings would not be required to provide
off-street parking. Entertainment businesses would be excluded from these provisions.
Measure 7 delayed further action on this amendment.
April 2001 Goal Update Page 6
I:\ADM\CITY COUNCIMOALSX200MOALS APRIL UPDATE.DOC
Goal 4 Continue to implement the City Park
Master Plan.
Staff Responsible: Tim Wendryx
Tasks:
1. Apply funding to the plan.
2. Urge that Washington County establish a Parks Systems
Development charge for the Tigard Urban Services area.
3. Complete the Summerlake Park plan.
4. Update the City Park master plan elements as land is added to
the City system.
5. Continue to implement the Cook Park master plan.
6. Continue discussions with the Tigard-Tualatin School District
for creation of a City Park associated with the proposed Alberta
Rider School.
April 2001
e The proposed 2001-02 parks CIP includes four projects identified in the
master plan. These include Cook Park, the dog park, Fanno Creek trail
extension, and Woodard Park play structure (contingent on grant funding).
e A meeting between City and County officials regarding the unincorporated park
SDC is set for April 101.
With the recent completion of the lake management plan, staff now will move
forward with completion of the Summer Lake park master plan.
e A master plan for Northview Park has been completed and will be considered
for adoption by Council in April.
e Phase one of the three-phase Cook Park Master Plan is set for FY 2001-02
implementation.
e Discussions with the School District regarding a joint use park are ongoing.
April 2001 Goal Update Page 7
IAADM\CITY COUNCIL\GOALS\2001\GOALS APRIL UPDATE.DOC
Goal 5 Determine the City's long6term water supply.
Staff Responsible: Ed Wegner
Tasks:
1. Evaluate the three options presently under review.
April 2001
The City continues to work on three long-term water options, until such time that
sufficient data is available for Tigard and its Intergovernmental Water Board
partners to make a decision.
South Fork Water Board/Clackamas River
On March 15, 2001, the SFWB met to discuss three options that are available to
South Fork with regard to alliances with other entities:
Option 1 Take no action - preserve status quo.
Option 2 Proceed with formation of new intergovernmental
entity.
Option 3 Enter into wholesale water contracts.
After much discussion, the matter was held over to a later meeting.
Portland Water Wholesale Contract
o Negotiations on the wholesale contract are going very slowly. We are still
awaiting a staff response to the proposed wholesale contract.
Commissioner Erik Sten of the Portland City Council recently suggested that
the Bull Run water source become a more regional asset with regional
ownership. We are awaiting Portland's next move.
Joint Water Commission
o Staff continues to work on a Memorandum of Understanding allowing
Tigard to become a partner when an additional water source is secured and
is selling surplus water.
o Water source is still the key issue for ]WC membership; however, the
feasibility study for the Hagg Lake Dam could begin as early as May 1,
2001.
April 2001 Goal Update Page 8
1:\ADM\CITY COUNCIL\GOALS\2001\GOALS APRIL UPDATE.DOC
Goal b Establish an annexation policy for non-island areas.
Staff Responsible: Jim Hendryx
Tasks:
1. Consider options available to apply to annexation proposals.
2. Determine if the City should actively encourage annexation of:
a. Parcels
b. Areas
April 2001
Council provided direction to staff at the March 20, 2001 work session to prepare
a study for the Bull Mountain area. After the study is completed, staff will present
this information and ask for further direction from Council.
April 2001 Goal Update Page 9
1AADM\CITY COUNCIL\GOALS\2001\GOALS APRIL UPDATE-DOC
Goal 7 Encourage and support private sector programs to
rehabilhote existing, and develop new, affordable
housing.
Staff Responsible: Jim Hendryx
Tasks:
1. Continue to enforce the housing code.
2. Consider ways to support provision of affordable housing.
April 2001
1. Continue to enforce Housing Code:
o Housing complaints generally resolved within 2-3 days, the few
exceptions have involved issues requiring permits and corrective action;
o Have not yet had to issue formal summons to court to resolve housin
complaints - all have been resolved with "voluntary" cooperation;
♦ Close cooperation with TVFBZR is ongoing, seeking ways to improve fire
safety at apartment complexes.
2. Enforce Building Codes:
o Have not yet had to bring cases into court to resolve buildin complaints
- most respondents have come into "voluntary" compliance on receipt
of a formal Notice of Violation, and all of those we have served with
Summonses have (so far) chosen to come into compliance before
appearing in court;
3. Code Enforcement procedures:
s Have proposed a few "housekeeping" updates to the Municipal Code to
clarify parts of the Civil Infractions Enforcement Process;
4. Private Sector Programs: No requests for information or support have been
received from the private sector regarding "affordable housing."
Affordable Housing: Council consideration of options for supporting
affordable housing has been placed on hold until the impact of Measure 7 is
better known.
April 2001 Goal Update Page 10
1:\ADM\CITY COUNCIL\GOALS\2001\GOALS APRIL UPDATE.DOC
Goal 8 Review the report of the New Tigard Library
Construction Committee (NTLCC) and provide
direction.
Staff Responsible: Margaret Barnes
Tasks:
1. Hear the report of the NTLCC regarding programming and
potential sites for construction.
2. Provide direction on:
a. Size
b. Cost
c. Location
d. Funding
3. Determine when a bond measure for construction of a new
library should be placed before the voters.
April 2001
In early 2000 BML Architects and the consultant, Cynthia Ripley of Ripley
Architects were retained by the City to do a three-part study for a new library.
This study consisted of a needs analysis report, the development of a library
building program to accommodate the services and a site analysis. The New Tigard
Library Construction Committee has been meeting on a regular basis since
November of 2000. The Committee, after accepting the "Needs Analysis"
report, which was prepared by the consultant, has been working with BML
Architects reviewing the "Building Program" report and analyzing potential possible
sites. The Committee will be giving a preliminary presentation to Council on April
17, 2001. This presentation will include information concerning the approximate
recommended size of a new facility, recommended programming, preliminary
estimated costs for a new library, and a review of representative sites. When a
bond measure for construction of a new library should be placed before the voters
has not yet been determined.
April 2001 Goal Update Page 11
IAADM\CITY COUNCIL\GOALS\2001\GOALS APRIL UPDATE.DOC
Goal 9 Develop a new City-Wide sewer completion
policy.
Staff Responsible: Gus Duenas
Tasks:
1. Develop a City-wide sewer program which includes:
a. Cost alternatives and options;
b. A proposed construction sequence;
2. Take Into consideration how to make the program equitable for
those property owners who previously participated in the City
sewer reimbursement program.
April 2001
Engineering staff proposed to City Council the development of a Citywide Sewer
Extension Program during the December 19, 2000 meeting. This program would
include the recently annexed Walnut island area and other unsewered areas
throughout the City. Council provided direction to staff to proceed with
development of a plan to extend sewers to unserved areas Citywide.
Engineering staff is in the process of drafting the Citywide Sewer Extension Plan.
The plan will include a proposed sequence of implementation with list of prioritized
projects and estimated costs for each of the projects. A package of incentives with
cost implications will be packaged separately for Council consideration. The Plan is
scheduled for presentation to Council in June 2001. If Council provides direction
to proceed with the Plan, implementation will begin in FY 2001-02.
April 2001 Goal Update Page 12
RA M\CITY COUNCIL\GOALS\2001\GOALS APRIL UPDATE.DOC
Goal 1 0 Expand citizen involvement opportunities.
Staff Responsible: Liz Newton
Tasks:
1. Focus on improved ways to inform the public.
2. Expand citizen involvement opportunities.
3. Make more effective use of media (Cityscape, cable television,
City Web Page, press coverage, meetings, and public contact).
4. Strive toward a consistent public involvement effort.
5. Conduct a "City 101 " education program for the public.
April 2001
In the first quarter of 2001, citizen involvement efforts focused on tracking media
coverage, recruiting and training volunteers to operate the Town Hall cameras, and
developing a series of informational programs to be presented at CIT meetings.
In February staff began tracking media contacts. All but one of the weekly press
releases issued were picked up. The purpose of tracking the press releases is to get
a better sense of the type of stories the press is interested in covering.
Six volunteers took the initial training to operate the cable television cameras in
Town Hall. Staff is now scheduling volunteers to work on cable casting meetings so
that their skill level will continue to improve.
At the February CIT meeting, a 30-minute program on Land Use 101 was
presented.
In the next quarter, staff will continue to track media coverage, and work toward
expanding volunteer involvement in cable programming with plans to add coverage
of the Planning Commission meetings. CIT meetings will continue to be a forum
for providing educational and informational programming.
A new focus will be exploring the use of the Internet and City's web page as a
citizen involvement tool, including recruiting for Community Connectors on the
web page. With 70% of the Portland area connected to the Internet, it is
increasingly important to involve citizens through the use of the Internet.
A„ril 2001 Goal Update Page 13
I:\ADM\CITY COUNCIL\GOALS\2001\GOALS APRIL UPDATE.DOC
Goal II Participate in the 2001 Oregon Legislative
session.
Staff Responsible: Bill Monahan
Tasks:
1. Provide input to discussions of the Oregon Legislature regarding
retention of telecommunication franchise fees for local
government.
2. Provide input to the Oregon Legislature as it addresses concerns
raised by voter approval of Measure 7.
April 2001
Council met in December and February with Senator Ryan Deckert and
Representative Max Williams. The Council gave input about telecommunication
franchise issues and this discussion was followed up with information that was
mailed to the legislators.
Council heard a report from Representative Williams who is the chair of a new
committee formed to prepare a proposal to present a compromise to address
Measure 7 through the legislative process.
The Council chose not to participate financially with the League of Oregon Cities'
(LOC) lawsuit to challenge the constitutionality of Measure 7. The Council
supports efforts by LOC to work with the legislature to develop an alternative to
Measure 7, which leaves intact some of the elements of the Measure that the
Council favors.
The Council was pleased to be invited to the legislative event, initiated by
Representative Max Williams, honoring the late Mayor Jim Nicoli. The event was
well attended and a fitting tribute to the contributions of Jim Nicoli.
April 2001 Goal Update Page 14
I:\ADM\CITY COUNCIL\GOALS\200 I \GOALS APRIL UPDATE.DOC
Definitions:
Goal A specific direction that Council is taking. Reaching the goal may
not be achieved in one year.
Task A specific activity taken in furtherance of the goal which can be
achieved within a specific period of time.
Issue Matters of concern to the Council or raised by citizens over which
Council may or may not have direct control for policy setting or
decision making, but the City can contribute.
April 2001 Goal Update Page 15
IAADM\CITY COUNCIL\GOALS\2001\GOALS APRIL UPDATE.DOC
V
AGENDA ITEM # 5 Z
FOR AGENDA OF A nF. 2001
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE Statement of Intent Water Supply Feasibility Report
PREPARED BY: Ed Wegner DEPT HEAD OK CITY MGR OK eG4#~
ISSUE BEFORE THE COUNCIL
Shall the City Council authorize the City Manager to sign the Statement of Intent and negotiate an
intergovernmental Agreement with Unified Sewerage Agency for the Integrated Water Resources Management
(IWRM) Water Supply Feasibility Study.
STAFF RECOMMENDATION
City Council approves the authorization to proceed with the Feasibility Report, Letter of Intent and
Intergovernmental Agreement.
INFORMATION SUMMARY
The IWRM Water Supply Feasibility Report is to be completed as part of the Integrated Water Resources
Management Strategy Plan, we have discussed in the prior two Council meetings for the purposes of obtaining
additional water supply for in stream, municipal and industrial and agricultural uses. The report is to review
alternatives for facilities to secure about 50,000 acre feet of waer supply for the Tualatin River Watershed.
This report will be performed in accordance with the guidelines of the Bureau of Reclamation's Economic and
Environmental Principles and Guidelines for Water and Related Land Resources Implementation Studies. These
guidelines establish standards and procedures for use by Federal agencies in formulating and evaluating alternative
plans for waLor and related land resources implementation studies. They provide the following standard sequence
of steps in the planning process.
■ Specifications of the water related land resources problems and opportunities
■ Inventory, forecast, and analysis of water and related land resource conditions within the project area
■ Formulation of alternative plans
■ Evalation of the effects of alternative plans
■ Selection of a recommended plan
The Feasibility study project costs is estimated to be $14,000 to $16,000 per 1,000 acre feet
OTHER ALTERNATIVES CONSIDERED
At this time, the City should continue working with the three existing options available to the Tigard Water
Service area.
VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY
Securing a long term supply is a Vision Task Force Goal. The goal includes active participation in a regional
development of drinking water sources and the Action Committee Strategy to investigate developing partnership or
contracts with other jurisdictions on developing a long term source of water.
ATTACHMENT LIST
■ IWRM Water Supply Feasibility Report - Letter of Intent
■ Estimate of Water Supply Feasibility Report cost share
FISCAL NOTES
The Feasibility Study project cost is estimated to be $14,000 to $16,000 per 1,000 acre feet. Tigard is
requesting 10,000 acre feet for an approximate cost of $144,916. This would be paid for from the Water supply
fund.
Integrated Water Resources Management (IWRM)
Water Supply Feasibility Report
Statement of Intent
The following is a statement of intent for actions related to the completion of a planning
report and scope of a Draft Environmental Impact Statement - known here as the IWRM
Water Supply Feasibility Report. It is signed by representatives of the parties for City of
Tigard and the Unified Sewerage Agency (USA)
The IWRM Water Supply Feasibility Report is to be completed as part of the IWRM
strategy for the purposes of obtaining additional water supply for instream, municipal and
industrial, and agricultural uses. In cooperation with the Bureau of Reclamation, the
Report when completed will provide a preferred alternative recommendation and scoping
strategy for an Environmental Impact Statement (EIS). The report is to review
alternatives for facilities to secure about 50,000 acre-feet of water supply for the Tualatin
River watershed. The Draft Schedule A is a preliminary cost estimate for only the
feasibility portion of the project. The feasibility study project costs is estimated to be
$14,000 to $16,000 per 1000 acre-feet.
The preliminary estimated final project costs for the additional 50,000 ac.ft. is $2,240 per
ac.ft, which equates to $112 million dollars of impoundment ownership/right. This
statement of intent only deals with the IWRM Water Supply Feasibility Report
The Unified Sewerage Agency intends to:
1) Request its Board of Directors approve an Intergovernmental Agreement (IGA) for
development and completion of the Feasibility Report.
2) Request its Board of Directors approve a cost share agreement with the Bureau of
Reclamation for participation in development of the Feasibility Report.
The IWRM Water Supply Partner intends to
1) Request its City Council approve an Intergovernmental Agreement (IGA) for
development and completion of the Feasibility Report. This statement of intent will
terminate upon approval of the IGA.
February 26, 2001
Signatures:
Bill Gaffi, General Manager Date
Unified Sewerage Agency
Bill Monahan, City Manager Date
City of Tigard
February 26, 2001
IWRM - Water Supply Feasibility Report
Estimate of Water Supply Feasibility Report Cost Share
02/26/01
Schedule A
Request and Cost Allocations
Existing
Requests
Total
% Share
Costs
Water Quality
SA
12,618
15,000
27,618
29.62%
$217,374
&I
it of Tigard
0
10,000
10,000
19.74%
$144,916
WD
0
10,000
10,000
19.74%
$144,916
it of Hillsboro
5,000
5,000
10,000
9.87%
$72,458
it of Beaverton
4,000
4,000
8,000
7.90%
$57,966
it of Sherwood
0
2,000
2,000
3.95%
$28,983
it of Tualatin
0
1,850
1,850
3.65%
$26,809
it of Forest Grove
4,500
1,000
5,500
1.97%
$14,492
it, y of Cornelius
0
800
800
1.58%
$11,593
it of North Plains
0
500
500
0.99%
$7,246
it of Banks
0
500
500
0.99%
$7,246
ake Oswego Corp
500
0
500
0.00%
$0
otal M&I
14,000
35,650
49,650
Sub Total
26,618
50,650
77Y268
100.00%
$734,000
rri ation
27,022
0
27,022
ish and Wildlife
ecreation*
6,900
dro power
lood Management
otal
53,640
50,650
104 290
easibilit Report Estimat
e
$734,000
Non-active ool
AGENDA ITEM # 5 -3
FOR AGENDA OF April 24, 2001
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE A resolution approving an intergovernmental agreement to conduct a joint review of
PGE franchise fees paid and to collect base data necessarv to a determination of the future basis of calculation of
PGE franchise fees. ~~nn
PREPARED BY: Craig Prosser DEPT HEAD OK _CITY MGR OK 16" ""u*_ r ,W
ISSUE BEFORE THE COUNCIL
Should the City enter into an intergovernmental agreement with other cities within PGE's service area to conduct a
joint review of PGE franchise fees paid?
STAFF RECOMMENDATION
Approve the intergovernmental agreement.
INFORMATION SUMMARY
Staff from several cities within Portland General Electric's service area have been meeting over the past several
months to discuss the possibility of coming together to conduct a joint audit of our franchises to ensure that we
are receiving the correct amount of franchise fees due. Staff feel that a joint audit will have benefits for
participating cities and will also ease the audit process for the company being audited. For the first audit, staff
have agreed to focus on PGE as the one utility serving all of our cities, and further as the one utility serving the
vast majority of the citizens within each participating city.
Franchise fee revenues account for a significant portion of city revenues, and electrical franchise fees are often
one of the largest single franchise fees paid. The City of Tigard receives over $930,000 per year from PGE
franchise fee payments.
Traditionally, cities have not audited franchise fee payments. Payments from any one company may fluctuate
from year to year, and it may not be readily evident why this fluctuation occurs. In addition, city boundaries
change over time with annexation. It is not clear, however, whether cities have consistently notified utilities of
changes in their boundaries or whether utilities routinely update their customer lists in response to annexations.
Most cities have also experienced significant growth from new construction. Again, it is not clear whether
utilities have kept their customer lists by city current. Finally, most franchise fees are based on some definition
of "gross revenues." To the layman, this appears to be a simple, straight-forward term, but within utility
accounting procedures there are opportunities to assign revenues to other operations or other classifications
which could reduce the amount of gross revenue reported by the franchised utility.
None of this is to say that we anticipate large problems within our franchised utilities. It does say, however,
that it is prudent to check periodically to make sure that everything is okay. Several of the cities that have been
meeting over the past several months have tentatively decided to work together on a joint audit to make sure
that there are no problems in this significant revenue source.
In addition to these "general prudence" issues, there are specific reasons to audit PGE now. The 1999
Legislature passed SB 1149, which deregulates the electric utilities effective October 2001. Under
deregulation, large commercial and industrial customers will have the opportunity to buy electricity from
sources other than the traditional electric companies (though the traditional companies will continue to deliver
the power). Because of this, traditional electric companies may experience a significant drop in their gross
revenues. If there is a drop in gross revenues, there will be a corresponding drop in franchise fee payments.
The Legislature anticipated this problem by giving cities the authority to reopen their electrical franchises to
change the franchise fee from a gross revenue basis to a per kilowatt-hour basis in a cost neutral mode. They
established 1999 as the base year for this comparison, and the cities that have been meeting want to make sure
that the 1999 revenues are as accurate as possible.
Staff from 21 cities have tentatively agreed to form an intergovernmental agreement (IGA) to conduct a joint
audit of PGE. The League of Oregon Cities and the Metropolitan Area Communications Commission have also
been participating in these discussions and providing assistance. The proposed IGA provides for Tigard to lead
this consortium, with assistance from the City of Hillsboro which will handle the business side of the
consortium (issuing an RFP for consultant services, collecting payments from member cities and paying the
consultant.) Tigard will call meetings of the consortium, supervise the consultant, and coordinate work
products and information sharing.
The project schedule calls for the consultant work to begin in early May with a final report in late summer or
early fall.
OTHER ALTERNATIVES CONSIDERED
Do not approve the IGA:
a. The City has budgeted funds for one franchise audit in FY 2000-01. The City could use these funds for a
stand-alone review of PGE (or some other franchisee's) franchise fees paid. Such an audit would
probably be more limited in scope.
b. Do not audit PGE. The City has never audited this franchise and yet franchise fees continue to be paid.
The City could continue to trust that it is receiving all money due under this franchise.
VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY
N/A
ATTACHMENT LIST
Resolution
Attachment A to the resolution - the proposed IGA
meeting over the past several months have tentatively decided W work together on a joint audit to make sure
that there are no problems in this significant revenue source.
In addition to these "general prudence" issues, there are specific reasons to audit PGE now. The 1999
Legislature passed SB 1149, which deregulates the electric utilities effective October 2001. Under
deregulation, large commercial and industrial customers will have the opportunity to buy electricity from
sources other than the traditional electric companies (though the traditional companies will continue to deliver
the power). Because of this, traditional electric companies may experience a significant drop in their gross
revenues. If there is a drop in gross revenues, there will be a corresponding drop in franchise fee payments.
The Legislature anticipated this problem by giving cities the authority to reopen their electrical franchises to
change the franchise fee from a gross revenue basis to a per kilowatt-hour basis in a cost neutral mode. They
established 1999 as the base year for this comparison, and the cities that have been meeting want to make sure
that the 1999 revenues are as accurate as possible.
Staff from 21 cities have tentatively agreed to form an intergovernmental agreement (IGA) to conduct a joint
audit of PGE. The League of Oregon Cities and the Metropolitan Area Communications Commission have also
been participating in these discussions and providing assistance. The proposed IGA provides for Tigard to lead
this consortium, with assistance from the City of Hillsboro which will handle the business side of the
consortium (issuing an RFP for consultant services, collecting payments from member cities and paying the
consultant.) Tigard will call meetings of the consortium, supervise the consultant, and coordinate work
products and information sharing.
The project schedule calls for the consultant work to begin in early May with a final report in late summer or
early fall.
OTHER ALTERNATIVES CONSIDERED
Do not approve the IGA:
a. The City has budgeted funds for one franchise audit in FY 2000-01. The City could use these funds for a
stand-alone review of PGE (or some other franchisee's) franchise fees paid. Such an audit would
probably be more limited in scope.
b. Do not audit PGE. The City has never audited this franchise and yet franchise fees continue to be paid.
The City could continue to trust that it is receiving all money due under this franchise.
VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY
N/A
ATTACHMENT LIST
Attachment A to the resolution - the proposed IGA
FISCAL NOTES
An RFP was issued, and four firms submitted proposals. Proposal costs range from a low of $46,000 to a high
of $122,000. The consultant will be selected on April 26, 2001.
Project costs will be allocated to participating cities. A portion of the cost will be divided equally among
participating cities to reflect fixed set up and start up costs. (Cities of less than 10,000 population will be
pooled for purposes of allocating this portion of project costs.) The remaining costs will be allocated among
participants according to PGE's reported gross revenues generated within each city. In addition to these costs, a
portion of the work of comparing PGE customer lists to actual city addresses will have to be done by city staff.
The portion allocated to Tigard will not be known until after the consultant is selected, but Tigard's cost is
expected to fall within the budgeted amount.
The City budgeted $6,000 for one franchise audit in FY 2000-01. In addition, the Finance Department budget
includes $10,000 for temporary help in FY 2000-01. A portion of this temporary help budget may be used for
a temporary employee to help check PGE customer lists against Tigard addresses. These funds should be
sufficient to pay Tigard's share of this audit.
5-, L4
AGENDA ITEM It Consent Agenda
FOR AGENDA OF April 24, 2001
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE Bull Mountain Annexation Work Plan and Stu co~J
PREPARED BY:_ Julia Hajduk DEPT HEAD OK ITY MGR OK ✓ y~ ~'Y' I
ISSUE BEFORE THE COUNCIL
Review the proposed work plan and study scope. Should Council endorse the proposed annexation study scope for
the Bull Mountain area?
STAFF RECOMMENDATION
Staff recommends Council endorse the work plan and study scope for evaluating the Bull Mountain area for
annexation potential by approving this consent agenda item.
INFORMATION SUMMARY
At the March 20, 2001 City Council work session, Council directed staff to move forward with reviewing the
possibilities of annexing the Bull Mountain area. In order to do this, a study is necessary which will provide staff
and Council information to determine whether it is in the community's best interest to continue to move forward
with annexing this area. Staff told Council at the March 20, 2001 meeting that we would prepare a work plan and
come back to Council for approval. Attached is the proposed work plan. At the conclusion of the plan, once an
initial outreach meeting is held, further Council direction will be requested. Also attached is a proposed scope for
the study which is intended to provide necessary information for staff to convey to citizens and for Council to make
further decisions.
OTHER ALTERNATIVES CONSIDERED
N/A
VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY
Growth and Growth Management Goal #2, Urban services are provided to all citizens within Tigard's urban growth
boundary and recipients of services pay their share.
ATTACHMENT LIST
Attachment 1: Proposed work plan.
Attachment 2: Draft Study Scope for Bull Mountain Area.
FISCAL NOTES
The Study will be prepared by an intern with assistance from staff. The intern has been proposed in next fiscal
year's budget.
I:\Irpln\julia\BM annexation aisl.doc
Attachment 1
PROPOSED WORK PLAN
LOOKING AT THE ISSUES INVOLVED IN ANNEXING THE
UNINCORPORATED BULL MOUNTAIN AREA
Month
Task
rovided
b
t
d
April
.
e p
o
s
Define details of study and what information nee
April/May
interview and hire intern.
May - July
Intern researches and prepares the study document.
June/July
Staff meets with Washington County to get their input and support
on the annexations.
September
Once the study is complete, staff holds an initial open house to
share study information and get comments and input from citizens
in the area before bringing the issue back to the City Council.
October
Staff presents the results of the study and the initial open house
responses to the City Council at a work session meeting. Council
provides direction to staff on whether to proceed with actively
seeking annexation.
Nov/Dec
If Council directs staff to seek annexations, staff will prepare a
detailed public outreach plan for City Council comment and
ar)oroval.
lArplan/julia/annexation work plan.doc
Attachment 2
SCOPE OF STUDY TO EVLAUATE ISSUES WITH ANNEXING
THE BULL MOUNTAIN AREA
Task 1
Define developed and undeveloped areas. Undeveloped areas may be defined as lots
large enough to be subdivided and/or vacant properties. Definition must be specific.
Task 2
Identify total acreage of developed and undeveloped areas in the Bull Mountain area.
Identify the total number of tax lots for each. Provide a list of the tax lots in each area
along with the property owner information.
Task 3
Define the existing service providers and the services (public facilities) that would be
provided by the City. Note any significant differences. This may require breaking the
area up into smaller pieces if service levels vary throughout the Bull Mountain area.
Task 4
Where the City would be providing new services (public facilities), provide estimates of
the cost to provide these services. This will require evaluating developed and
undeveloped areas separately.
Task 5
Identify existing County tax examples versus City tax examples. Note any significant
differences. This will require evaluating developed and undeveloped areas separately.
Task 6
Identify public outreach opportunities. Gather contact names and numbers for
homeowner associations. Discuss any known obstacles to doing outreach. Provide
information on an incremental annexation plan.
Urplan/Julia/annexation draft study scope.doc
AGENDA ITEM # 5-15
FOR AGENDA OF April 24, 2001
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE Appointments to thelree Board
PREPARED BY: Susan Koeppingt M DEPT HEAD OK
ISSI - BEFORE THE COUNCIL
Appointments of initial members to the Tree Board.
CITY MGR OK e&*-
Adopt the attached resolution appointing David Cory, Bob Tinnin Jan Gorsline, and John Butruille to the Tree
Board. Mr. Cory and Mr. Tinnin will be appointed for 4-year terms. Ms. Gorsline and Mr. Butruille will be
appointed for 2-year terms. Two Planning Commissioners, Judith Anderson and Shel Scolar, were selected by
the Planning Commission to serve on the Tree Board. Ms. Anderson and Mr. Scolar will be appointed for
2-year terms.
On March 28 and April 3, 2001, the Mayor's Appointment Advisory Committee interviewed candidates for the
Tree Board. Attached is a resolution which, if adopted, would approve the appointments recommended by the
Mayor's Appointment Advisory Committee.
Delay action on the appointments.
Goal: City will maximize the effectiveness of the volunteer spirit to accomplish the greatest good for our
community.
none
AGENDA ITEM # 5 (o
FOR AGENDA OF =rj ! au.. a 00 I
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE A resolution authorizing interim financing for the Dartmouth Street Local
Improvement District in an amount not to exceed $2,100,000.
PREPARED BY: Craig Prosser DEPT HEAD OK 0 CITY MGR. OK G'
ISSUE BEFORE THE COUNCIL
Shall the Tigard City Council authorize the issuance of a Bond Anticipation Note to provide interim financing for
the portion of the Dartmouth LID assessed to the Martins?
STAFF RECOMMENDATION
Staff recommends approval of this resolution.
INFORMATION SUMMARY
A Bond Anticipation Note (BAN) with US Bank was issued on November 30, 1998 to provide interim financing
for the portion of the Dartmouth LID assessed to the Martin property. The Martins objected to their assessment and
filed a case in court. The suit has been proceeding through the courts, and the Martins and the City are attempting
to settle the case. No settlement has been reached, however, and the BAN is due for payment on May 1, 2001.
Since the Martin suit has not been resolved, the City has not received payment from the Martins. Because the City
has not received payment from the Martins, the City does not have funds to pay off the BANS when due on May 1,
2000. Because the City does not have funds on hand to pay off the BANS on May 1, the BANS must be extended
or refinanced.
The attached resolution authorizes an extension of the US Bank BANS for a period of not more than 18 months and
authorizes the City's Finance Director to set final terms and conditions. The BANS will be pre-payable so that they
can be paid off early should the Martin suit be settled before the new Notes mature.
OTHER ALTERNATIVES CONSIDERED
There are no alternatives to this measure. If the existing BANS are not extended, they will be due and payable
on May 1, 2001, and the City does not have the funds to pay the amount due.
VISION TASK FORCE GOAL AND ACTION COMMI"1"YEE 6TKA1bkjY
NA
ATTACHMENT LIST
None
FISCAL NOTES
The existing BANS total $1,948,177.98. The increased amount for the new BANS include fees and an amount to
cover legal costs accrued.
AGENDA ITEM #
FOR AGENDA OF April 24 2001
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE A resolution declaring Tigard's intent to join the Oregon Public Employees'
Retirement System Local Government Rate Pool.
PREPARED BY: Craig Prosser P DEPT HEAD OK CITY MGR OK ~aij Wes,"'
ISSUE BEFORE THE COUNCIL
Should Tigard join the PERS Local Government Rate Pool?
STAFF RECOMMENDNHUN
Declare the City's intention to join the PERS Local Government Rate Pool
INFORMATION SUMMAKY
The City Council was initially briefed on this issue on April 10, 2001. If Tigard wishes to join the Local
Government Rate Pool, the City Council must adopt a resolution stating this intent no later than April 30, 2001.
Tigard Police personnel participate in PERS. A separate retirement program covers all other Tigard employees.
Tigard currently has a surplus in its PERS employer account, meaning that there is more than enough money in
the account that (when combined with future contributions and earnings) will more than cover anticipated
benefits. As a result, Tigard enjoys a very low employer contribution rate as compared to other local
governments. Tigard's FY 2000-01 PERS employer rate is 6.99%. In FY 2001-02, that rate will drop to
6.09%.
In response to concerns raised by local governments about major fluctuations in rates, PERS has developed a
Local Government Pool option. This option addresses only the fluctuation in rates due to adverse experience
factors, it does not lower rates. Theoretically, it may tend to temper future rate increases, but that remains to be
seen.
Under this option, PERS will aggregate experience ratings for local governments that choose to join this pool.
This will create a large employee base. Pool members will see fewer fluctuations in rates due to poor
experience factors. Basically, the pool takes advantage of the law of averages.
Current unfunded liabilities or surpluses will continue to be tracked by individual employer for pool members
(as they are for non-pool members). Employers that join the pool will not assume any pre-existing liabilities
from other employers, nor will they receive any benefits from surpluses carried by other employers. All pool
members will share any liabilities or surpluses generated by the pool after its effective date (January 1, 2000).
V
Rates for pool members will be set to provide benefits to all pool member employees, starting with a clean slate
as of January 1, 2000. The rate for each employer in the pool will then be adjusted up or down depending on
whether the employer currently has an unfunded liability or a surplus in their current accounts.
This resolution states Tigard's intent to participate on the Local Government Rate Pool.
OTHER ALTERNATIVES CONSIDERED
Do not join the Local Government Rate Pool. (Tigard could either decide not to join at all, or could decide to
wait until a later date to join. Future enrollment period will occur every other year.) This option will save
Tigard money in the short run, but may cost additional money in the future.
VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY
NA
ATTACHMENT LIST
None
FISCAL NOTES
Tigard's employer's rate will be slightly higher if Tigard joins the pool (6.57% vs. 6.09%). This difference will
cost approximately $14,000 per year. Joining the pool, however, will protect Tigard against future large
fluctuations in its rate.
Agenda Item No. 6
April 24, 2009
Board, Committee, & Task Force Member
Sign-In
Name Board/Committee/Task Force
pt- v C_ J
V
I:\HDM\GREER\CCSIGNUP\BRD & COMM SIGN IN.DOC
AGENDA ITEM # U/
FOR AGENDA OF April 24.2001
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE Introduction and Acknowledgment of new Tree Roam Members
PREPARED BY: Susan KoQping 6C V i ' DEPT HEAD OK CITY MGR OK V V v' ,
TSS E BEFORE THE COUNCIL
The newly-appointed members of the Tree Board will be introduced and acknowledged.
STAFF RECOMMENDATION
No action required
INFORMATION SUMMARY
David Cory, Bob Tinnin, John Butruille and Jan Gorsline, as well as two Planning Commissioners, Shel Scolar and
Judith Anderson comprise the new Tigard Tree Board. The citizen members are being appointed under the
Consent Agenda this evening.
OTHER ALTERNATIVES CONSIDERED
None
VISION TASK FORCE GOAT AND ACTION COMMITTEE STRATEGY
Goal #1 " The City will maximize the effectiveness of the volunteer spirit to accomplish the greatest good for our
community."
FISCAL NOTES
None
AGENDA ITEM #
FOR AGENDA OF 04/24/01
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE Photo Radar
PREPARED BY: Ron Goodpaster DEPT HEAD OK CITY MGR OK
ISSUE BEFORE THE COUNCIL
The purpose of this agenda item is to present to City Council information regarding the proposed contract for
photo radar and request approval to implement the project.
STAFF RECOMMENDATION
Staff recommends Council approval.
INFORMATION SUMMARY
Following the period of research done on photoradar implementation, a vendor has been identified to provide
the service. This is based on a recently approved City of Portland photo radar, red light contract, which Tigard
can utilize.
OTHER ALTERNATIVES CONSIDERED
None.
VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY
Under the City's Visioning Plan, Goal #l, under Traffic and Transportation is the lowering of neighborhood
speeds. This technology would specifically address that concern.
FISCAL NOTES
0.5 FTE was budgeted to operate the photo radar.
i:bit)rMde\swn.dot
AGENDA ITEM No. 8 Date: April 24, 2001
PUB"'LIC HEARING
TESTIMONY
SIGN-UP SHEET
Please sign on the following page(s) if you wish to testify before City Council on:
Due to Time Constraints
City Council May Impose
A Time Limit on Testimony
I:\ADM\GREER\CCSIGNUP\PH TESTMNY UPDATED 6-13.DOC
AGENDA ITEM No. 8
PLEASE PRINT
_rroponent - (5peakin In Favor) Opponent - (Speaking Against) Neutral
fl Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone
11 Name, Address & Phone No. _J Name,
& Phone No. 11 Name, Address & Phone No.
Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No.
Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No.
~I Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No. -11 11 Name, Address & Phone No. 11 Name, Address & Phone No. Name, Address & Phone No.
AGENDA ITEM #
FOR AGENDA OF April 24 2001
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE Dis osition of su lus property for access to Menlor Reservoir site. , ~j~
DEPT HEAD OK CITY MGR OK eadif w7'~'" ~
PREPARED BY: Kathy Kaat7
ISSUE BEFORE THE COUNCIL
Shall the City Council approve the sale of developed property acquired for access to the Menlor Reservoir site
located at 13230 SW 154th Avenue (tax lot 600)
STAFF RECOMMENDATION
Authorize the sale of Parcel 1 of Tax Lot 600, T2S,R1 W, Section 05DB, W.M., Washington County.
INFORMATION SUMMARY
In May of 1997 the City of Tigard purchased the Clute property, a 1.76 acre parcel to construct the 3.5 mg Menlor
reservoir. The parcel was originally purchased for $350,000 or $198,865 per acre. The reservoir was built on a
portion of the parcel and after construction was completed, a Minor Land Partition was approved on the remaining
1.360 acre portion of the property, no longer needed.
TMC 3.44.015 (A) requires a hearing before Council to proceed with the disposal of property classified as
developed. According to TMC 3.44.015 (B) notice of hearing was published which included a description of the
proposed property for sale. An appraisal was completed on the above referenced property.
OTHER ALTERNATIVES CONSIDERED
The Intergovernmental Water Board and the City of Tigard could keep the property and utilize as an open
space, however, the parcel would need to be purchased from the Water fund to do so.
VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY
N/A
ATTACHMENT LIST
■ Summary appraisal report - April 2001
■ Draft Resolution NO. 01-
FISCAL NOTES
The summary appraisal report indicates the market value of the property is considered to be $265,000.00
City of Tigard, Oregon
Sale of Real Property
Vacant - Developed Parcel
Bids due: , 2001
INVITATION TO BID
The City of Tigard is seeking a buyer for a developed parcel of real property owned by
the City of Tigard. The minimum bid is set at . Sealed bids will be
received at City of Tigard - Court Counter, 13125 SW Hall Blvd., Tigard, OR 97223 by
Terry Muralt, Buyer no later than 2:00 p.m. , 2001 at which time they
will be opened and read.
The subject property consists of a 1.36 acre parcel of R-25 zoned land with an existing
1,984 sq. ft. single-family residence located at 13230 SW 154th Avenue in Tigard,
Oregon. The property can also be identified as Parcel 1 of Tax LOt 600, T2S, R1 W,
Section 05DB, W.M., Washington County.
Bid packets may be obtained by City of Tigard, Court Counter, 13125 SW Hall Blvd.,
Tigard, OR 97223 or by calling Terry Muralt at (503) 639-4171, extension 324.
The City may reject any bid not in compliance with the procedures and requirements set
forth in Tigard Municipal Code, Chapter 3.44, Resolution , and this
invitation to bid. The City may reject any and or all bids upon a finding if the City that it
is in the public interest to do so.
The property shall be sold to the highest responsible bidder whose bid is equal to or
greater than the minimum bid amount. A responsible bidder is one who is capable of and
does pay the full amount of the bid price to the City. In the event the highest bidder fails
to complete the sale, the property shall be sold to the next highest bidder whose bid is
equal to or greater than the minimum bid amount.
Published 12001.
Kathy\council\ad for bid -Clute property
SUMMARY APPRAISAL REPORT
PARCEL 1 OF THE CLUTE PROPERTY
1230 S.W. 154T" AVENUE
TIGARD, OREGON
PREPARED FOR
MR. DOMINIC G. COLLETTA
RAMIS CREW CORRIGAN & BACHRACH, LLP
ATTORNEYS AT LAW
1727 N.W. HOYT STREET
PORTLAND, OREGON 97209
PREPARED BY
LAWRENCE E. OFNER, MAI
MOSCATO, OFNER & HENNINGSEN, INC.
13765 N.W. CORNELL ROAD, SUITE 200
PORTLAND, OREGON 97229
EFFECTIVE DATE
MARCH 9, 2001
OURFILENO: COI-029
Moscato
®fnel- &
Henningsen, Inc.
March 26, 2001
Rcal Estate Appraisers and Uon,uhaw,
Principak
1.0111..1. A -Cale. %1A1
I.a"rence li. Olner. MA1
Scan A. Ilemmiu-,en. MA1
Mr. Dominic G. Colletta
Ramis Crew Corrigan & Bachrach, LLP
Attorneys at Law
1727 N.W. Hoyt Street
Portland, Oregon 97209
Dear Mr. Colletta:
Pursuant to your request, we have performed a complete appraisal in a summary report format of the
City's Parcel 1 of the Clute Property located at 1230 S.W. 154t1i Avenue in Tigard, Oregon.
In accomplishing this assignment, we have completed an inspection of the subject property, together
with observing both economic and land use trends in the subject's general area. In addition,
comparable market data was investigated, analyzed and applied as appropriate.
It is important to note that this is a complete appraisal in a summary report format which is intended
to comply with the reporting requirements as set forth under Standards Rule 2-2(b) of the Uniform
Standards of Professional Appraisal Practice. As such, it presents only summary discussions of the
data, reasoning and analyses that were used in the appraisal process to develop the appraiser's
opinion ofvalue. Supporting documentation concerning the data, reasoning and analyses is retained
in the appraiser's file. The depth of the discussion contained in this report is specific to the needs
of the client and for the intended uses as stated in this report. The appraiser is not responsible for
unauthorized use of this report.
In this appraisal, the property has been valued as though it would be sold on an all-cash or equivalent
new mortgage financing basis and has been prepared to comply with the Uniform Standards of
Professional Appraisal Practice (as promulgated by the Appraisal Standards Board of The Appraisal
Foundation).
Based on our investigation and analysis of the available information, the market value of the subject
property in fee simple, as described herein and as of March 9, 2001, is considered to be:
TWO HUNDRED SIXTY FIVE THOUSAND DOLLARS
26$ 5,000
Suite 200 • 13765 NW Cornell Road • Portland. Oregon 97229
Telephone (503) 646-8111 • FAX (503) 646-8425 • E-Mail office@,rnohportland.com
Mr. Dominic G. Colletta
March 26, 2001
Page Two
The valuation stated herein is subject to the important conditions and assumptions which follow on
the subsequent and attached pages including, but not limited to, the extraordinary assumption that
there are no toxic or hazardous waste materials or conditions which exist within any building
improvements, site improvements or the land itself and it must be noted that the appraisers are not
experts in this field; thus, if any questions or concerns exist, it is recommended that appropriate
experts be consulted. In this case, a Phase I Environmental Assessment Report was provided for our
review.
Respectfully submitted,
MOSCATO, OFNER & HENNINGSEN, INC.
Lawrence E. Ofne AI
Principal
Oregon State Certification No. 0000016
SUMMARY OF PERTINENT DATA
Effective Date:
March 9, 2001
Date of Appraisal:
March 26, 2001
Property Rights Appraised:
Fee Simple
Location:
13230 S.W. 154" Avenue, Tigard, Oregon
Improvements:
A one-story, wood frame single-family residence built in 1960
and containing 1,984 sq.ft. of gross area plus a detached utility
shed. Due to the subject's zoning for high density residential
development and the overall age, site layout, condition, quality
and design of the improvements, the subject improvements are
considered to contribute minimal value and would likely be
removed if the property were to be developed.
Site Size:
Acres SS_ .Ft.
Total Site Area: 1.360 59,242
Estimated Usable Area: 0.957 41,696
Zoning:
R-25 (Medium/High-Density Residential District)
2000-01 Real Market Value:
$149,200
Owner of Record:
City of Tigard
Highest & Best Use:
As vacant - high density attached housing development
Flood Hazard Area:
No portion of the subject site appears to be located within a
100-year flood hazard area.
Exposure Time:
Six months (assuming property had competent and aggressive
marketing)
Indicated Stabilized Values:
Cost Approach: N/A
Sales Comparison Approach: $265,000
Income Approach: N/A
Market Value Conclusion: $265,000*
* Subject to the extraordinary assumption that the property is free of any environmental
contamination.
ato, Ofner & Henningsen, Inc.
DEFINITION OF MARKET VALUE
For purposes of this report, Market Value is defined as:
"The most probable price which a property should bring in a competitive and open market under all
conditions requisite to a fair sale, the buyer and seller each acting prudently and knowledgeably, and
assuming the price is not affected by undue stimulus. Implicit in this definition is the consummation
of a sale as of a specified date and the passing of title from seller to buyer under conditions whereby:
buyer and seller are typically motivated;
2. both parties are well informed or well advised, and each acting in what they consider their best
interests;
3. a reasonable time is allowed for exposure in the open market;
4. payment is made in terms of cash in United States dollars or in terms of financial arrangements
comparable thereto;
the price represents the normal consideration for the property sold unaffected by special or
creative financing or sales concessions granted by anyone associated with the sale."
Source: OCC Definition of "Market Value": 12 CFR 34.42(f) and USPAP
DEFINITION OF FEE SIMPLE INTEREST
As defined in Real Estate Appraisal Terminology, sponsored by the Appraisal Institute, Fee Simple
is:
"An absolute fee; a fee without limitations to any particular class of heirs or restrictions, but subject
to the limitations of eminent domain, escheat, police power, and taxation. An inheritable estate."
;cato, Ofner & Henningsen, Inc.
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AGENDA ITEM # q
FOR AGENDA OF April 4, 2001
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE Building Trends
PREPARED BY: G!IU Lampella DEPT HEAD OK CITY MGR OK w
/ 1 44
ISSUE BEFORE THE COUNCIL
General update on past and projected building activity and trends.
STAFF RECOMMENDATION
Informational only.
INFORMATION SUMMARY
This presentation will consist of what the Building Division and Current Planning project for the future
construction activity in the City of Tigard, Urban Services Area, and King City. The presentation will show trends
in single family, multi-family, commercial, and infill building activity.
OTHER ALTERNATIVES CONSIDERED
N/A
VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY
N/A
ATTACHMENT LIST
Copy of PowerPoint presentation.
FISCAL NOTES
N/A
Development Trends
PSU Census and Population
Center Estimate
July 1, 2000
42,260
Includes Walnut Island Annexation
2000 Tigard Population Characteristics
Tigard Population Characteristics
2000 Census
Population 1990 Population 2000
29,344 41,223
Increase
40.5
METRO 2020 Population Forecast
59,246
Where have we been?
Subdivisions
From the 1950's to the 1990's
1
Leron Heights
Subdivisions
Leron Heights
R - 4.5
A; tk
-G• w1 4K t
Pebble Creek
R-25
Summerlake
Castle Hill
R-12 and R-25
2
R-7 in a Planned Development
Hillshire
R-7
Applewood Park
R-7
Redwood Vista
R-7
Recent Subdivisions
Arlington Heights
R-7
•~~p
r ~~YI l fir.,
3
Durham School Park
Maple Ridge Estates
gKZ .
Quail Hollow West
Hillshire Creek Estates
R-7 / PD
Townhouses
Dakota Village
R- 12
.``iii •~NJi" r~t•.•- h-.n
Ile
Apartments
4
Assisted Living
Arbor Heights
R-25 and R - 12
Woodland Heights
Summer Creek
R-25
Commercial
McCroskey Dental
Triangle Corporate Park
Specht
:3_
11,111131 an moo anon= OFEWN Is
ul1g711~®U4k90~ot: £N?%'~ e
Professional Offices
Triangle Corporate Park
Lowe's
A-Boy
Industrial
Downtown
Chamber of Commerce
Fought Steel
Censco
Future
Creek Side
Where will development occur?
a
Overview
• Higher Density
• Smaller Lots
• More Townhouses
• Infill Development
• Multi-story Commercial
• Parking Garages
8
Washington Square
Redevelopment
• GM Center
• Hall and 99W
• Central Business District
• Durham Pit
• Conversion/Teardown of
Single-Family Homes
Building Construction Trends
• Single-Family without Land
Increase/Annexation
• Single-Family with Land
Increase/Annexation
• New Commercial Projects
• Tenant Improvement/Commercial
Remodel
FY 1996.2005 Trends
With Some Annexation
Single-Family
WO
500
400
3DO
3!1
200
100
O F\' 1\' I\' I\' F1' Il' IY 1\' 1\' 1\ 1\
Ivvn IvvF IvvF Ivvv 1~~~~n .~~~~1 3~~1~3 lnn~ 1ni~, 1~~~~F lnnn
Possible Future Trends
Transit Oriented Development
Neighborhood Model Development
Life Cycle Housing
% Affordable Housing Goal
Live/Work Housing Developments
FY 1196.2006 Trends
Wthout Annexation
&ngle-Fam0y coo
400
-
3W lL
:11
zoo
IDO
0 I\' IY FY /Y tY /Y FY FY FY FY FY
1-0vn wuF rlv, wvv .w n .nul .m _ .unF .an, _ml .nne
f:
FY 1996-2006 Trends
New Commercial
'
40
AF
JO
iF
3
20
I3
10
0 Fv F\ F\ F\ intro 10\1 lFy lFy 311 1005 lF.Y
Ivvn IvvF IvvF lvvv 0
9
FY 1096.2006 Trends
Tenant Improvements
300
250
200
,
150
100
50
0
IY IV IY II IV IY II II r\' II IV
Ivve Ivvt 1'+vv Ivvv ]nun Innl Inn3 ]nnl ]u~~I Iuul lnnv
FY IM6.2006 Trends
NI Perm Its
6000
fl le
5000 WFA
4000
3000 m
2000
1000
0
1Y 1\' I'Y 11 rY iY IV rY FY iY iY
Ivey Ive1 IvVV Ivvv }u nn Eunl IIIUI .nnl Inuv In nl Snli6
10
hr`
AGENDA ITEM
FOR AGENDA OF
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
10
April 24, 2001
ISSUE/AGENDA TITLE Revision of Ordinance 96-09 Exhibit "A" Section 10.060, Requirement Contracts
and Section 70.010 Personal Service Contracts. 1 inn
PREPARED BY: Terry Muralt DEPT HEAD OK CITY MGR OKIMIfff IIV fir, 1
ISSUE BEFORE THE COUNCIL
Shall the City Council adopt a revision of the Purchasing Rules AR 10.060 Requirement Contracts and AR 70.010
Personal Service Contracts, which would extend term of the contracts to five years instead of the current three year
period.
STAFF RECOMMENDATION
Staff recommends adoption of the revision increasing the term of contracts from "not to exceed three years" to
"not to exceed five years".
Staff recommends adding a contract term "not to exceed five years" for Personal Service contracts that coincides
with 10.060 Requirement contracts.
INFORMATION SUMMARY
Currently the City's contract term for public contracts cannot exceed three years including any renewal periods.
Many of the other local agencies along with the State of Oregon have changed their contract term to state "not to
exceed five years". The City currently utilizes many other agency's contracts per AR 10.115 and ORS 279.015 that
allow purchases using contracts by other public agencies. Extending the contract term to a maximum of five years
would allow the City to continue to use an existing contract from another agency's for the full life of the contract.
Currently the City's purchasing rules do not state any contract term for Personal Service Contracts. Past practice,
for most personal service contracts, has followed AR 10.060 Requirement Contracts "not to exceed three years",
but some personal service contracts have continued for several years beyond that term. Staff recommends setting a
contract term to prevent contracts from going on for an unlimited number of years without completing a bid process
to make sure that the City is receiving the best service at a fair and reasonable cost.
OTHER ALTERNATIVES CONSIDERED
1. Leave AR 10.060 and AR 70.010 as is.
2. Leave AR 10.060 as is and establish the same term of contract of "not to exceed three years" for Personal
Service Contracts.
VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY
N/A
ATTACHMENT LIST
Ordinance with Exhibit "A" attached shows the change of term of contracts from "nut to exceed three years" to
"not to exceed five years" in AR 10.060 and the adding of a term of contracts of "not to exceed five years" for
AR 70.010 Personal Service Contracts.
FISCAL NOTES
No fiscal impact.
AGENDA ITEM #
FOR AGENDA OF April 24, 2001
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE Revision of Ordinance 96-09 Exhibit "A" Section 10.060, Requirement Contracts
and Section 70.010 Personal Service Contracts.
PREPARED BY: Terry Muralt DEPT HEAD OK CITY MGR OK
ISSUE BEFORE THE COUNCIL
Shall the City Council adopt a revision of the Purchasing Rules AR 10.060 Requirement Contracts and AR 70.010
Personal Service Contracts, which would extend term of the contracts to five years instead of the current three year
period.
STAFF RECOMMENDATION
Staff recommends adoption of the revision increasing the term of contracts from "not to exceed three years" to
"not to exceed five years".
Staff recommends adding a contract term "not to exceed five years" for Personal Service contracts that coincides
with 10.060 Requirement contracts.
INFORMATION SUMMARY
Currently the City's contract term for public contracts cannot exceed three years including any renewal periods.
Many of the other local agencies along with the State of Oregon have changed their contract term to state "not to
exceed five years". The City currently utilizes many other agency's contracts per AR 10.115 and ORS 279.015 that
allow purchases using contracts by other public agencies. Extending the contract term to a maximum of five years
would allow the City to continue to use an existing contract from another agency's for the full life of the contract.
Currently the City's purchasing rules do not state any contract tern for Personal Service Contracts. Past practice,
for most personal service contracts, has followed AR 10.060 Requirement Contracts "not to exceed three years",
but some personal service contracts have continued for several years beyond that term. Staff recommends setting a
contract term to prevent contracts from going on for an unlimited number of years without completing a bid process
to make sure that the City is receiving the best service at a fair and reasonable cost.
OTHER ALTERNATIVES CONSIDERED
1. Leave AR 10.060 and AR 70.010 as is.
2. Leave AR 10.060 as is and establish the same term of contract of "not to exceed three years" for Personal
Service Contracts.
VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY
N/A
ATTACHMENT LIST
Ordinance with Exhibit "A" attached shows the change of term of contracts from "not to exceed three years" to
"not to exceed five years" in AR 10.060 and the adding of a term of contracts of "not to exceed five years" for
AR 70.010 Personal Service Contracts.
FISCAL NOTES
No fiscal impact.
AGENDA ITEM # 11 .
FOR AGENDA OF April 24 2001
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE -.Award of contract for audit services to Paul Rogers and Co. y~
DEPT HEAD OK CITY MGR OK fAWrn~' f
PREPARED BY: Tom Imdieke
ISSUE BEFORE THE LOCAL CONTRACT REVIEW BOARD
The City's contract for audit services
ith an with Pauly,
two year extension to Pauly, Rogers and Co ~ Shall the City
award a new three year contact p
STAFF RECOMMENDATION
Staff recommends the Local Contract Review Board award the audit contract to Pauly, Rogers and Co.
INFORMATION SUMMARY
The City received five qualified proposals for audit services. A review committee composed of City staff graded
each proposal based on their qualifications, level of experience, ability to perform an audit the size of the City of
Tigard's, and contract price.
Proposed fees from each firm are ase follows:
& Co.$18,925; oand Talbot, Ko ola & Warwick $28wank, 0$18,000; Merina,
McCoy & Co., $18,010; Pauly, Rog
Three firms (Grove, Mueller & Swank, Merina, McCoy & Co., and Pauly, Rogers & Co.) were selected to be
interviewed by an audit review committee. Based upon the interviews, it is recommended that the selection of
Pauly, Rogers & Co. would provide the highest quality of services to the City.
The audit review committee concluded that although Pauly, Rogers & Co. proposal was not the lowest cost
proposal, the firm's past experience with the City of Tigard and knowledge of what will be needed for the City to
implement GASB Statement No. 34 are significant factors that warrant the selection of this firm. The City of
Tigard is required to implement GASB 34 for Fiscal Year 2003. This statement requires dramatic changes to the
way all local governments, school districts, ports, and special districts prepare and present their Comprehensive
Annual Financial Report (CAFR).
Pauly, Rogers & Co. is a local firm which has been providing quality auditing and advisory services to numerous
non-profit and municipal entities since 1947.
OTHER ALTERNATIVES CONSIDERED
Select a firm other than Pauly, Rogers and Co.
VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY
Does not apply
ATTACHMENT LIST
Personal services contract for audit services.
FISCAL NOTES
Contract price for audit services from Pauly, Rogers & Co. are as follows:
FY 2001
$18,925
FY 2002
$19,675
FY 2003
$20,450
FY 2004
$21,275
FY 2005
$22,125
The prices listed do not include performing a Single Audit of federal grants. Once the City expends more than
$300,000 in federal financial assistance, a Single Audit will be required. Pauly, Rogers will charge an
additional amount for conducting a Single Audit.
CITY OF TIGARD, OREGON
PERSONAL SERVICES CONTRACT
FOR
AUDIT SERVICES
THIS AGREEMENT made and entered into this 24th day of April, 2001 by and between the CITY OF TIGARD, a municipal
corporation of the State of Oregon, hereinafter called CITY, and Pauly, Rogers and Co., P.C., hereinafter called
CONTRACTOR.
WITNESSETH
WHEREAS, CITY has need for the services of a company with a particular training, ability, knowledge, and experience
possessed by CONTRACTOR, and
WHEREAS, City has determined that Pauly, Rogers and Co., P.C. is qualified and capable of performing the professional
services as CITY does hereinafter require, under those terms and conditions set forth:
NOW, THEREFORE, in consideration of the mutual covenants contained herein, the parties agree as follows:
SERVICES TO BE PROVIDED:
CONTRACTOR shall initiate services immediately upon receipt of CITY'S notice to proceed, together with an
executed copy of this Agreement. CONTRACTOR agrees to complete work, which is detailed in Exhibit "A" and by
this reference made a part hereof.
2. EFFECTIVE DATE AND DURATION:
This Agreement shall become effective upon the date of execution, and shall expire, unless otherwise termirated or
extended, on June 30, 2003 with an optional two (2) year extension. All work under this Agreement shall be
completed prior to the expiration of this Agreement.
3. COMPENSATION:
CITY agrees to pay CONTRACTOR for the performance of those services described herein in amounts not to exceed
those shown in Exhibit A, which payment shall be based upon the following applicable terms:
a. Payment by CITY to CONTRACTOR for performance of services under this Agreement includes all
expenses incurred by CONTRACTOR, with the exception of expenses, if any identified in this Agreement as
separately reimbursable.
b. Payment will be made in installments based on CONTRACTOR'S invoice, subject to the approval of the City
Manager, and not more frequently than monthly. Payment shall be made only for work actually completed as
of the date of invoice.
C. Payment by CITY shall release CITY from any further obligation for payment to CONTRACTOR, for
services performed or expenses incurred as of the date of the invoice. Payment shall not be considered
acceptance or approval of any work or waiver of any defects therein.
d. CONTRACTOR shall make payments promptly, as due, to all persons supplying labor or materials for the
prosecution of this work.
e. CONTRACTOR shall not pen-nit any lien or claim to be filed or prosecuted against the CITY on any account
of any labor or material fiunished.
Personal Service Contract - Audit Services
April 10, 2001
f. CONTRACTOR shall pay to the Department of Revenue all sums withheld from employees pursuant to ORS
316.167.
g. If CONTRACTOR fails, neglects or refuses to make prompt payment of any claim for labor or services
furnished to CONTRACTOR or a subcontractor by any person as such claim becomes due, CITY'S Finance
Director may pay such claim and charge the amount of the payment against funds due or to become due the
CONTRACTOR. The payment of the claim in this manner shall not relieve CONTRACTOR or their surety
from obligation with respect to any unpaid claims.
h. CONTRACTOR shall promptly, as due, make payment to any person, co-partnership, association or
corporation, furnishing medical, surgical and hospital care or other needed care and attention incident to
sickness or injury to the employees of CONTRACTOR or all sums which CONTRACTOR agrees to pay for
such services and all moneys and sums which CONTRACTOR collected or deducted from the wages of
employees pursuant to any law, contract or agreement for the purpose of providing or paying for such service.
i. The CITY certifies that sufficient funds are available and authorized for expenditure to finance costs of this
contract.
4. OWNERSHIP OF WORK PRODUCT:
CITY shall be the owner of and shall be entitled to possession of any and all work products of CONTRACTOR which
result from this Agreement, including any computations, plans, correspondence or pertinent data and information
gathered by or computed by CONTRACTOR prior to termination of this Agreement by CONTRACTOR or upon
completion of the work pursuant to this Agreement.
ASSIGNMENT/DELEGATION:
Neither party shall assign, sublet or transfer any interest in or duty under this Agreement without the written consent of
the other and no assignment shall be of any force or effect whatsoever unless and until the other party has so consented.
If CITY agrees to assignment of tasks to a subcontract, CONTRACTOR shall be fully responsible for the acts or
omissions of any subcontractors and of all persons employed by them, and neither the approval by CITY of any
subcontractor nor anything contained herein shall be deemed to create any contractual relation between the
subcontractor and CITY.
6. STATUS OF CONTRACTOR AS INDEPENDENT CONTRACTOR:
CONTRACTOR certifies that:
a. CONTRACTOR acknowledges that for all purposes related to this Agreement, CONTRACTOR is and shall
be deemed to be an independent contractor as defined by ORS 670.700 and not an employee of CITY, shall
not be entitled to benefits of any kind to which an employee of CITY is entitled and shall be solely
responsible for all payments and taxes required by law. Furthermore, in the event that CONTRACTOR is
found by a court of law or any administrative agency to be an employee of CITY for any purpose, CITY shall
be entitled to offset compensation due, or to demand repayment of any amounts paid to CONTRACTOR
under the terms of this Agreement, to the full extent of any benefits or other remuneration CONTRACTOR
receives (from CITY or third party) as a result of said finding and to the full extent of any payments that City
is required to make (to CONTRACTOR or to a third party) as a result of said finding.
b. The undersigned CONTRACTOR hereby represents that no employee of the CITY, or any partnership or
corporation in which a CITY employee has an interest, has or will receive any remuneration of any
description from CONTRACTOR, either directly or indirectly, in connection with the letting or performance
of this Agreement, except as specifically declared in writing.
If this payment is to be charged against Federal funds, CONTRACTOR certifies that the Federal Government
does not currently employ him or her and the amount charged does not exceed his or her normal charge for
the type of service provided.
Personal Service Contract - Audit Services
April 10, 2001
CONTRACTOR and its employees, if any, are not active members of the Oregon Public Employees public
Retirement System and are not employed for a total of 600 hours or more in the calendar year by any p
employer participating in the Retirement System
C. CONTRACTOR certifies that it currently has a CITY business license or will obtain one prior to delivering
services under this Agreement.
d. CONTRACTOR is not an officer, employee, or agent of the CITY as those terms are used in ORS 30.265.
INDEMNIFICATION:
CITY has relied upon the professional ability and train.- of CONTRACTOR as a material inducement to enter into
this Agreement. CONTRAC'T'OR warrants that all its work will be performed in accordance with generally accepted
professional practices and standards as well as the requirements of applicable federal, state and local laws, it being
understood that acceptance of a contractor's work by CITY shall not operate as a waiver or release.
CONTRACTOR agrees to indemnify and defend the CITY, its officers, agents and employees and hold them harmless
from any and all liability, causes of action, claims, losses, damages, judgments or other costs or expenses including
attorney's fees and witness costs and (at both trial and appeal level, whether or not a trial of appeal ever takes place)
that may be asserted by any person or entity which in any way arise from, during with the
performance of the work described in this contract, except liability arising out of the sole negligence of the CITY and
its employees. Such indemnification shall also cover claims brought against the CITY under state or federal worker's
compensation laws. If any aspect of this indemnity shall be found to be illegal or invalid for any reason whatsoever,
such illegality or invalidity shall not affect the validity of the remainder of this indemnification.
Personal Service Contract - Audit Services
April 10, 2001
8. INSURANCE:
CONTRACTOR and its subcontractors shall maintain insurance acceptable to CITY in full force and effect throughout
the term of this contract. Such insurance shall cover all risks arising directly or indirectly out of CONTRACTOR'S
activities or work hereunder, including the operations of its subcontractors of any tier. Such insurance shall include
provisions that such insurance is primary insurance with respect to the interests of CITY and that any other insurance
maintained by CITY is excess and not contributory insurance with the insurance required hereunder.
The policy or policies of insurance maintained by the CONTRACTOR and its subcontractor shall provide at least the
following limits and coverage's:
a. Commercial General Liability Insurance
CONTRACTOR shall obtain, at contractor's expense, and keep in effect during the term of this contract,
Comprehensive General Liability Insurance covering Bodily Injury and Property Damage on an
"occurrence" form (1986 ISO or equivalent). This coverage shall include Contractual Liability insurance
for the indemnity provided under this contract. The following insurance will be carried:
Coverage Limit
General Aggregate 1,000,000
Products-Completed Operations Aggregate 1,000,000
Personal & Advertising Injury 1,000,000
Each Occurrence 1,000,000
Fire Damage (Any one fire) 50,000
Medical Expense (Any one person) 5,000
b. Commercial Automobile Insurance
CONTRACTOR shall also obtain, at contractor's expense, and keep in effect during the term of the
contract, "Symbol 1" Commercial Automobile Liability coverage including coverage for all owned,
hired, and non-owned vehicles. The Combined Single Limit per occurrence shall not be less than
$1,000,000.
C. Workers' Compensation Insurance
The CONTRACTOR, its subcontractors, if any, and all employers providing work, labor or materials
under this Contract are subject employers under the Oregon Workers' Compensation Law and shall
comply with ORS 656.017, which requires them to provide workers' compensation coverage that satisfies
Oregon law for all their subject workers. Out-of-state employers must provide Oregon workers'
compensation coverage for their workers who work at a single location within Oregon for more than 30
days in a calendar year. Contractors who perform work without the assistance or labor of any employee
need not to obtain such coverage." This shall include Employer's Liability Insurance with coverage
limits of not less than $100,000 each accident.
Personal Service Contract - Audit Services 4
April 10, 2001
d. Additional Insured Provision
The City of Tigard, Oregon, its officers, directors, and employees shall be added as additional insureds
with respect to this contract. All Liability Insurance policies will be endorsed to show this additional
coverage.
e. Notice of Cancellation
There shall be no cancellation, material change, and exhaustion of aggregate limits or intent not to renew
insurance coverage without 30 days written notice to the CITY. Any failure to comply with this
provision will not affect the insurance coverage provided to the City. The 30 days notice of cancellation
provision shall be physically endorsed on to the policy.
f. Insurance Carrier Rating
Coverage's provided by the CONTRACTOR must be underwritten by an insurance company deemed
acceptable by the CITY. The CITY reserves the right to reject all or any insurance carrier(s) with an
unacceptable financial rating.
g. Certificates of Insurance
As evidence of the insurance coverage required by the contract, the contractor shall furnish a Certificate
of Insurance to the CITY. No contract shall be effected until the required certificates have been received
and approved by the CITY. The certificate will specify and document all provisions within this contract.
A renewal certificate will be sent to the above address 10 days prior to coverage expiration.
h. Independent Contractor Status
The service or services to be rendered under this contract are those of an independent contractor.
CONTRACTOR is not an officer, employee or agent of the CITY as those terms are used in ORS 30.265.
i. Primary Coveraize Clarification
All parties to this contract hereby agree that the CONTRACTOR'S coverage will be primary in the event
of a loss.
j. Cross-Liability Clause
A cross-liability clause or separation of insureds clause will be included in all general liability,
professional liability, pollution and errors and omissions policies required by this contract.
CONTRACTOR'S insurance policy shall contain provisions that such policies shall not be canceled or their limits of
liability reduced without thirty (30) days' prior notice to CITY. A copy of each insurance policy, certified as a true
copy by an authorized representative of the issuing insurance company, or at the discretion of CITY, in lieu thereof, a
certificate in form satisfactory to CITY certifying to the issuance of such insurance shall be forwarded to:
Personal Service Contract - Audit Services
April 10, 2001
Craig Prosser
Finance Director
13125 SW Hall Blvd.
Tigard, Oregon 97223
Such policies or certificates must be delivered prior to commencement of the work. Ten days cancellation notice shall
be provided CITY by certified mail to the name at the address listed above in event of cancellation or non-renewal of
the insurance.
The procuring of such required insurance shall not be construed to limit contractor's liability hereunder. oss
Notlvithstanding said insurance, CONTRACTOR shall be obligated for the total amount of andamnge, injury, o
caused by negligence or neglect connected with this contract.
9. METHOD AND PLACE OF GIVING NOTICE, SUBMITTING BILLS AND MAKING PAYMENTS.
All notices, bills and payments shall be made in writing and may be given by personal delivery or by mail. Notices,
bills and payments sent by mail should be addressed as follows:
CITY OF TIGARD
Craig Prosser
Finance Director
13125 SW Hall Blvd.
Tigard, Oregon 97223
CONTRACTOR
Pauly, Rogers and Co., P.C.
12700 SW 72"d Avenue
Tigard, Oregon 97223
and when so addressed, shall be deemed given upon deposit in the United States mail, postage prepaid. In all other
instances, notices, bills and payments shall be deemed given at the time of actual delivery. Changes may be made in
the names and addresses of the person to whom notices, bills and payments are to be given by giving written notice
pursuant to this paragraph.
10. MERGER:
This writing is intended both as a final expression of the Agreement between the parties with respect to the included
terms and as a complete and exclusive -,atement of the terms of the Agreement. No modification of this Agreement
shall be effective unless and until it is made in writing and signed by both parties.
it. PROFESSIONAL SERVICES:
The CITY requires that services provided pursuant to this agreement shall be provided to the CITY by a
CONTRACTOR, which does not represent clients on matters contrary to CITY interests. Further, CONTRACTOR
shall not engage services of an attorney and/or other professional who individually, or through members of his/her
same firm, represents clients on matters contrary to CITY interests.
Should the CONTRACTOR represent clients on matters contrary to CITY interests or engage the services on an
attorney and/or other professional who individually, or through members of his/her same firm, represents clients on
matters contrary to CITY interests, CONTRACTOR shall consult with the appropriate CITY representative regarding
the conflict.
6
Personal Service Contract - Audit Services
April 10, 2001
After such consultation, the CONTRACTOR shall have 30 days to eliminate the conflict to the satisfaction of the
CITY. If such conflict is not eliminated within the specified time period, the agreement may be terminated pursuant to
Section 13 (b - iii) of this agreement.
12. TERMINATION WITHOUT CAUSE:
At any time and without cause, CITY shall have the right in its sole discretion, to terminate this Agreement by giving
notice to CONTRACTOR. If CITY terminates the contract pursuant to this paragraph, it shall pay CONTRACTOR
for services rendered to the date of termination.
13. TERMINATION WITH CAUSE:
a. CITY may terminate this Agreement effective upon delivery of written notice to CONTRACTOR, or at such
later date as may be established by CITY, under any of the following conditions:
i. If CITY funding from federal, state, local, or other sources is not obtained and continued at levels
sufficient to allow for the purchase of the indicated quantity of services. This Agreement may be
modified to accommodate a reduction in funds
ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that
the services are no longer allowable or appropriate for purchase under this Agreement.
iii. If any license or certificate required by law or regulation to be held by CONTRACTOR, its
subcontractors, agents, and employees to provide the services required by this Agreement is for any
reason denied, revoked, or not renewed.
iv. If CONTRACTOR becomes insolvent, if voluntary or involuntary petition in bankruptcy is filed by
or against CONTRACTOR, if a receiver or trustee is appointed for CONTRACTOR, or if there is
an assignment for the benefit of creditors of CONTRACTOR.
Any such termination of this agreement under paragraph (a) shall be without prejudice to any obligations or liabilities
of either party already accrued prior to such termination.
b. CITY, by written notice of default (including breach of contract) to CONTRACTOR, may terminate the
whole or any part of this Agreement:
i. If CONTRACTOR fails to provide services called for by this agreement within the time specified
herein or any extension thereof, or
ii. If CONTRACTOR fails to perform any of the other provisions of this Agreement, or so fails to
pursue the work as to endanger performance of this agreement in accordance with its terms, and
after receipt of written notice from CITY, fails to correct such failures within ten (10) days or such
other period as CITY may authorize.
iii. If CONTRACTOR fails to eliminate a conflict as described in Section 11 of this agreement.
The rights and remedies of CITY provided in the above clause related to defaults (including breach of contract) by
CONTRACTOR shall not be exclusive and are in addition to any other rights and remedies provided by law or under
this Agreement.
If CITY terminates this Agreement under paragraph (b), CONTRACTOR shall be entitled to receive as full payment
for all services satisfactorily rendered and expenses incurred, an amount which bears the same ratio to the total fees
specified in this Agreement as the services satisfactorily rendered by CONTRACTOR bear to the total services
otherwise required to be performed for such total fee; provided, that there shall be deducted from such amount the
amount of damages, if any, sustained by CITY due to breach of contract by CONTRACTOR. Damages for breach of
contract shall be those allowed by Oregon law, reasonable and necessary attorney fees, and other costs of litigation at
trial and upon appeal.
Personal Service Contract - Audit Services
April 10, 2001
14. ACCESS TO RECORDS:
CITY shall have access to such books, documents, papers and records of CONTRACTOR as are directly pertinent to
this Agreement for the purpose of making audit, examination, excerpts and transcripts.
15. FORCE N AJEURE:
Neither CITY nor CONTRACTOR shall be considered in default because of any delays in completion and
responsibilities hereunder due to causes beyond the control and without fault or negligence on the part of the parties so
disenabled, including but not restricted to, an act of God or of a public enemy, civil unrest, volcano, earthquake, fire,
flood, epidemic, quarantine restriction, area-wide strike, freight embargo, unusually severe weather or delay of
subcontractor or supplies due to such cause; provided that the parties so disenabled shall within ten (10) days from the
beginning of such delay, notify the other party in writing of the cause of delay and its probable extent. Such
notification shall not be the basis for a claim for additional compensation. Each party shall, however, make all
reasonable efforts to remove or eliminate such a cause of delay or default and shall, upon cessation of the cause,
diligently pursue performance of its obligation under the Agreement.
16. NON-WAIVER:
The failure of CITY to insist upon or enforce strict performance by CONTRACTOR of any of the terms of this
Agreement or to exercise any rights hereunder, should not be construed as a waiver or relinquishment to any extent of
its rights to assert or rely upon such terms or rights on any future occasion.
17. NON-DISCRIMINATION:
CONTRACTOR agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation
statues, rules, and regulations. CONTRACTOR also shall comply with the Americans with Disabilities Act of 1990,
ORS 659.425, and all regulations and administrative rules established pursuant to those laws.
18. ERRORS:
CONTRACTOR shall perform such additional work as may be necessary to correct errors in the work required under
this Agreement without undue delays and without additional cost.
Personal Service Contract - Audit Services
April 10, 2001
19. EXTRA (CHANGES) WORK:
Only the Finance Director may authorize extra (and/or changes) work. Failure of CONTRACTOR to secure
authorization for extra work shall constitute a waiver of all right to adjustment in the contract price or contract time due
to such unauthorized extra work and CONTRACTOR thereafter shall be entitled to no compensation whatsoever for
the performance of such work.
20. WARRANTIES:
CONTRACTOR shall guarantee all work for a period of one year after the date of final acceptance of the work by the
owner. CONTRACTOR warrants that all practices and procedures, workmanship and materials shall be the best
available unless otherwise specified in the profession. Neither acceptance of the work nor payment therefore shall
relieve CONTRACTOR from liability under warranties contained in or implied by this Agreement.
21. ATTORNEY'S FEES:
In case suit or action is instituted to enforce the provisions of this contract, the parties agree that the losing party shall
pay such sum as the court may adjudge reasonable attorney fees and court costs, including attorney's fees and court
costs on appeal.
22. GOVERNING LAW:
The provisions of this Agreement shall be construed in accordance with the provisions of the laws of the State of
Oregon. Any action or suits involving any question arising under this Agreement must be brought in the appropriate
court of the State of Oregon.
23. COMPLIANCE WITH APPLICABLE LAW:
CONTRACTOR shall comply with all federal, state, and local laws and ordinances applicable to the work under this
Agreement, including those set forth in ORS 279.310 to 279.320.
24. CONFLICT BETWEEN TERMS:
It is further expressly agreed by and between the parties hereto that should there be any conflict between the terms of
this instrument in the proposal of the contract, this instrument shall control and nothing herein shall be considered as an
acceptance of the said terms of said proposal conflicting herewith.
25. AUDIT:
CONTRACTOR shall maintain records to assure conformance with the terms and conditions of this Agreement, and to
assure adequate performance and accurate expenditures within the contract period. CONTRACTOR agrees to permit
CITY, the State of Oregon, the federal government, or their duly authorized representatives to audit all records
pertaining to this Agreement to assure the accurate expenditure of funds.
26. SEVERABILITY:
In the event any provision or portion of this Agreement is held to be unenforceable or invalid by any court of
competent jurisdiction, the validity of the remaining terms and provisions shall not be affected to the extent that it did
not materially affect the intent of the parties when they entered into the agreement.
27. COMPLETE AGREEMENT:
This Agreement and attached exhibits constitutes the entire Agreement between the parties. No waiver, consent,
modification, or change of terms of this Agreement shall bind either party unless in writing and signed by both parties.
Such waiver, consent, modification, or change if made, shall be effective only in specific instances and for the specific
purpose given. There are no understandings, agreements, or representations, oral or written, not specified herein
Personal Service Contract - Audit Services 9
April 10, 2001
regarding this Agreement. CONTRACTOR, by the signature of its authorized representative, hereby acknowledges
that he has read this Agreement, understands it and agrees to be bound by its terms and conditions.
IN WITNESS WHEREOF, CITY has caused this Agreement to be executed by its duly authorized undersigned officer
and CONTRACTOR has executed this Agreement on the date hereinabove first written.
CITY OF TIGARD
By: Bill Monahan, City Manager
Date
CONTRACTOR
By: Pauly, Rogers and Co., P.C.
Date
Personal Service Contract - Audit Services 10
April 10, 2001
EXHIBIT °A'
SERVICES TO BE PROVIDED AND FEE FOR SERVICES
SERVICES TO BE PROVIDED
1. Examination of financial statements of the City as required by the Oregon Revised Statutes (ORS 297.425 and
297.465) and Oregon Administrative Rules 162-10-000 through 162-16-000.
2. "Single audit" examination covering the City's federal grants-in-aid for the year as required by the Uniform Single
Audit Act of 1984 and OMB Circular A-133; (NOTE - the City may NOT require a single audit every year of the
contract).
3. Assistance with the implementation of GASB Statement 34.
4. Assistance to City staff on various accounting and reporting questions.
5. Written recommendations to management.
6. And other services as provided in the Request for Proposal for audit services dated March 13, 2001.
FEE FOR SERVICES
1. FY 2002 $19,675
FY 2003 $20,450
FY 2004 $21,275
FY 2005 $22,125
2. All other services to be billed at the following rates:
Shareholder - $125 per hour
In-Charge - $75 per hour
Senior Staff - $65 per hour
Junior Staff - $50 per hour
Clerical - $45 per hour
AGENDA ITEM # f
FOR AGENDA OF April 24.2001
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE Resolution to Alter Interview and Appointment process for Mid-Term Vacancies_4n
Boards and Committees
PREPARED BY: Susan Koepping = W~ DEPT HAD OK ITY MGR OK G r
ISSUE BEFORE THE COUNCIL
Should the City Council revise the Board and Committee appointment process to allow appointment of
alternates? When new members for boards and committees are interviewed and recommended for full-term
appointments, one or two additional individuals could, at the discretion of the Mayor's Appointments Advisory
Committee, be recommended for appointment as alternate(s). If a member of that specific board or committee
resigned mid-term, the designated alternate could immediately be appointed to finish that term. An appointment as
an alternate would end when the next full-term committee position opens. This process would be used only for
those Boards and Committees that require appointment by the City Council.
STAFF RECOMMENDATION
Approve the accompanying resolution to modify the process for mid-term appointments to Boards and Committees.
FORMATION SI Z4MA.RY
When a member of a Board or Committee resigns mid-term the existing process to fill that opening is the same
as the process used for filling a full-term position. That requires the announcement of the opening with a one month
application deadline, interviews and appointment of the replacement. The whole process can take as long as 3
months. In the mean time, the Committee is left without full membership. While this process works well when the
end of a term is expected, a midterm resignation is generally effective immediately and this lengthy replacement
process is not efficient. If the remaining portion of the original term is short i.e. 3 months, the lengthy appointment
process will reoccur almost immediately. These redundant interviews can be frustrating and time-consuming for
applicants and the members of the Mayor's Appointments Advisory Committee.
The process of interviewing and appointing new members to full terms would continue to be done as it is now.
The opening is advertised, applicants submit Citizen Interest Applications, are interviewed by the Mayor's
Appointments Advisory Committee, and the new member is appointed by Council.
In the proposed modification of that process, interviews would be held to fill full terms of 3 or 4 years
depending upon which committee has an opening or openings. New members and 1 or 2 alternates, designated as
1st alternate and 2nd alternate, would be selected from the applicants who were interviewed and would be
submitted to Council for appointment. Later, if an alternate were needed to complete a term, the Council would
appoint that individual as a member of that specific committee. A person who originally applied to become a
member of the Library Board would be appointed as an alternate only to the Library Board. The same would be
true for the Budget Committee and Planning Commission.
Alternates would be encouraged, but not required to attend the committee meetings, would receive the
information packets, and would be offered the opportunity to participate in any training offered. An alternate would
not sit with the committee members at meetings, vote or have input beyond what any other citizen would have.
That would change, of course, when an alternate became a committee member.
When an alternate had served to complete an existing term, that person would be eligible to apply for a new,
complete term, and would go through the application and interview process as would any other applicant.
Alternates would have the same requirements of residency and occupation as stipulated for members.
Two nearby cities use this process to more quickly replace a member who has resigned. They have found that by
using this process they can quickly bring a committee back to full membership using a person who
1. has previously been interviewed and was determined to be qualified.
2. has had an opportunity to prepare for membership.
One city indicates that this system provides an opportunity to involve more citizens.
In the past few years, so many qualified and interested citizens in Tigard have applied for boards and committees
that selecting candidates for appointment has sometimes been difficult. An opportunity to involve more citizens is
attractive.
Modify the accompanying resolution to the satisfaction of a majority of the City Council.
Goal: City will maximize the effectiveness of the volunteer spirit to accomplish the greatest good for our
community.
NOTES on amending the process of selecting board and committee members to fill midterm openings by
appointing designated alternates.
There are no costs specific to this resolution.
NOTES on amending the process of selecting board and committee members to fill
midterm openings.
Current process:
Each position opening on all boards, committees, commissions, task forces requires
1. Public announcement of the opening
2. Approximately 1 month to receive applications
3. Review of all applications by staff liaison and Mayors Appointments Advisory
Committee
4. Interviews, usually of all applicants
5. Selection of recommended candidates
6. Appointment of successful candidates via Consent Agenda at next Council meeting.
7. Notification of all applicants and successful candidates
Currently, this process must be carried out even if candidates have recently been
interviewed for an earlier opening on the same committee. This entire process can take
as much as three months which is acceptable when a term is expiring and the timing is
known in advance.
Problem: Resignations from boards or committees are generally effective immediately
and are usually unforeseen. The Committee from which the member resigns is left with
less than optimal membership until the entire process shown above is completed.
Problem: Applicants who have recently been interviewed for openings on the same
committee may be interviewed again by the same members of the Mayor's
Appointment Advisory Committee if they are still interested in serving. This can result
in applicants being interviewed multiple times without being selected - a poor use of
their time and somewhat insulting if they still aren't appointed the second time around.
Problem: The Mayor, Councilperson and staff person involved spend more time
interviewing applicants even though they already have sufficient information on a
previously interviewed candidate.
Proposed solution: When a full-term position on a board or committee opens, the
current process shown would be completed. From those persons interviewed, they
would select the candidate(s) for immediate appointment. They would also select 1 or 2
alternates. Those individuals would be asked if they would be willing to be named as
alternates. The names of the alternates would be submitted for appointment and would
be identified as alternates. In the event that any member of that committee resigned
before the completion of the full term, the first alternate would be contacted and asked
to complete that term. If the first alternate were unable or unwilling to accept that
position, the second alternate would be asked
Duties of an alternate:
The appointed alternates would be encouraged to attend the committee meetings,
would receive all relevant materials, participate in any training, and would have as
much opportunity to be heard as any other citizen but no more
FF
CITY.•OF TIGARD. OREGON
RESOLUTION NO. 01-
NoAlAgeoe~a.
Tf'eGv, a- / 4
A RESOLUTION RECOGNIZING LOREEN R- MILLS FOR THIRTY YEARS OF SERVICE TO THE
CITY OF TIGARD
WHEREAS, Loreen R. Mills began service to the City of Tigard on April 1, 1971, and
WHEREAS, since initiating employment with City, Loreen has devoted thirty years of her life to serving
the citizens of Tigard, and
WHEREAS, in her tenure with the City, Loreen has held a variety of positions starting as a Clerk Typist,
then Administrative Secretary, Office Manager, City Recorder, Support Services Manager, Administrative
Services Manager, Acting Public Works Director and Senior Management Analyst/Risk Manager.
NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that the Tigard City Council
congratulates Loreen R Mills and expresses its appreciation for her devotion to serving the citizens of
Tigard for the past thirty years:
PASSED: This 245ay of 2001.
Council President - City of Tigard
ATTEST:
City Recorder - City of Tigard
MEMORANDUM
TO: Craig Prosser
Finance Director
FROM: Tom Imdieke-%~,
Budget and Financial Operations Manager
RE: Utility Billing Receipting Proposal
DATE: April 10, 2001
The Financial Operations Division's proposed budget for FY 2002, includes funds to
contract with Clark Public Utilities to provide utility billing remittance processing. By
entering into this contract, the City would avoid future investments in equipment as well
as additional staff labor hours.
Currently, the City's Utility Billing staff processes over 106,500 payments which includes
the receipting and posting of these payments to individual accounts. Time spent
processing this increasing volume takes away valuable time for responding to customer
inquiries in a timely manner as well as for preparing the billing statements.
The Clark County Treasurer's Office and Clark Public Utilities acquired automated
equipment enabling the utility to process payments at a rate of 250 items per minute.
This investment in equipment was approximately $500,000. Clark Public Utilities
currently utilizes the equipment to process receipts for six different clients: Clark Public
Utilities, Clark County Treasurer's Office, City of Vancouver, Tualatin Valley Water
District, Unified Sewerage Agency, and the City of Camas.
This Remittance Processing System also allows for all items, checks and utility bill stubs
to be imaged, front and back. This allows for a much faster response time for research
and archive retrieval of payment information. It is possible for a remote client to retrieve
image data at individual locations.
Once processing is complete, the host information is then transmitted to a client via the
Internet. These payments can then be posted to individual customer accounts by 2:00
p.m. on the same day. A courier service then returns payment stubs and other mail to
the client. When items are encoded and endorsed, the checks are sorted to different
banks using the information on the checks. This means that a deposit is made on the
same day that payments are received by the processing center.
all utility bill
If the City of Tigard contracts with Clark Public Utilities for this service,
payments sent in by mail would be addressed to a City of Vancouver address.
Customers would still have the ability to pay in person, however, at the office in the
Tigard Water Building.
Projected costs for this contract are estimated to be approximately $17,000 per year
with initial setup costs to be in the range of $8,200. As volumes increase, per item rates
will decrease with all clients sharing in the overall lower cost of operation. Contracting
for these services eliminates the need to add staff to the Utility Billing Section of the
Finance Department, allows payments to be credited to customer accounts and
deposited in the bank on the same day received, and enhances staff ability to research
customer accounts and respond to customer inquiries. Utility Billing staff would also
continue preparing and mailing the statements to customers.