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City Council Packet - 01/23/2007 City of Tigard, Oregon 13125 SW Hall Blvd. Tigard, OR 97223 TIGARD CITY COUNCIL MEETING January 23, 2007 COUNCIL MEETING WILL BE TELEVISED 1.\Ofs\Donna's\Ccpkt3 Phone: 503.639.4171 Fax: 503.684.7297 • www.tigard-or.gov TTY Relay: 503.684.2772 ©Revised 1/18/07 -Added Study Session Topic (Pavement Management Services) and Consent Agenda Item 3.5 Revised 1/23/07 - Added an Executive Session item - pending litigation r® F ARD CITY COUNCIL, ENTER DEVELOPMENT CY & LOCAL CONTRACT IEW BOARD MEETING . ARY 23, 2007 6:30 p.m.IGARD CITY HALL 125 SW HALL BLVD PUBLIC NOTICE: Anyone wishing to speak on an agenda item should sign on the appropriate sign-up sheet(s). If no sheet is available, ask to be recognized by the Mayor at the beginning of that agenda item. Citizen Communication items are asked to be two minutes or less. Longer matters can be set for a future Agenda by contacting either the Mayor or the City Manager. Times noted are estimated; it is recommended that persons interested in testifying be present by 7:15 p.m. to sign in on the testimony sign-in sheet. Business agenda items can-be-heard in any order after 7:3012.m. Assistive Listening Devices are available for persons with impaired hearing and should be scheduled for Council meetings by noon on the Monday prior to the Council meeting. Please call 503-639-4171, ext. 2410 (voice) or 503-684-2772 (fDD - Telecommunications Devices for the Deaf). Upon request, the City will also endeavor to arrange for the following services: • Qualified sign language interpreters for persons with speech or hearing impairments; and • Qualified bilingual interpreters. Since these services must be scheduled with outside service providers, it is important to allow as much lead time as possible. Please notify the City of your need by 5:00 p.m. on the Thursday preceding the meeting by calling: 503-639-4171, ext. 2410 (voice) or 503-684-2772 (TDD - Telecommunications Devices for the Deaf . SEE ATTACHED AGENDA COUNCIL, CITY CENTF_R DE ELOPMENI AGENCY & LOCAL CONT Acr REVIEW BOARD AGENDA - JANUARY 23, 2007 page 1 AGENDA TIGARD CITY COUNCIL, CITY CENTER DEVELOPMENT AGENCY AND LOCAL CONTRACT REVIEW BOARD MEETING JANUARY 23, 2007 6:30 PM • STUDY SESSION > Review Encroachment Permit Process Policy Community Development Staff > Intergovernmental Agreement with Clean Water Services for Sanitary Sewer Master Plan Preparation • Community Development Staff Gontt~ Development Staff This item moved to February 13 Study Session > Review Additional Funding Request for Pavement Management Services • Community Development Staff • EXECUTIVE SESSION: The Tigard City Council will go into Executive Session to discuss pending litigation under ORS 192.660(2)(h). 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(4), 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 and City Center Development Agency 1.2 Roll Call 1.3 Pledge of Allegiance 1.4 Council Communications & Liaison Reports 1.5 Call to Council and Staff for Non-Agenda Items 7:35 PM 2. CITIZEN COMMUNICATION (Two Minutes or Less, Please) • Tigard Area Chamber of Commerce Representative - President-Elect Marjorie Meeks • Follow-up to Previous Citizen Communication COUNCIL, CITY CENTER DEVELOPMENT AGENCY & LOCAL CONTRACT REVIEW BOARD AGENDA - JANUARY 23, 2007 page 2 7:45 PM 3. CONSENT AGENDA: These items are considered to be routine and may be enacted in one motion without separate discussion. Anyone may request that an item be removed by motion for discussion and separate action. Motion to: 3.1 Approve Council Minutes for December 12 and December 19, 2006 3.2 City Center Development Agency: Appoint City Center Development Agency Budget Committee Members: Mark Haldeman, Rick Parker, Katie Schwab, Jason Snider, Dena Struck, and Cameron James (Alternate) - CCDA Resolution No. 07-01. 3.3 Appoint Planning Commission Members: Jeremy Vermilyea, Tom Anderson, and Margaret Doherty - Resolution No. 07-02. 3.4 Local Contract Review Board a. Approve ODOT Agreement for Traffic Signal Interconnection Upgrade on Carmen Drive/Boones Ferry Road at Sequoia Parkway b. Award Contract for 72"d/Dartmouth Intersection Project Design Services C. Approve the Purchase of a 4 x 4 Backhoe Loader d. Award Contract for a Geographic Information System (GIS) Needs Assessment and Implementation Plan e. Award Contract for Monthly Cityscape Newsletter Printing f. Award Contract for Pavement Management Services 3.5 Approve Budget Amendment #11 to the 2006-07 Budget to Increase Appropriations in the Capital Construction and Transportation Division for Additional Costs Related to Pavement Management Services - Resolution No. 07-03. 3.6 Authorize City Manager to sign a Dedication Deed Transferring Title of Reserve Access Strips to the Public - Resolution No. 07-04. • Consent Agenda - Items Removed for S4arate 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. 7:50 I'M 4. OREGON DEPARTMENT OF TRANSPORTATION REGION 1 MANAGER JASON TELL Staff Introduction: Community Development Staff 8:05 PM 5. TUALATIN RIVERKEEPERS PRESENTATION - UPDATED FIELD GUIDE Staff Introduction: Community Development Staff 8:10 PM 6. CITY VISION PROCESS UPDATE Staff Report: Administration Staff COUNCIL, CITY CENTER DEVELOPMENT AGENCY & LOCAL CONTRACT REVIEW BOARD AGENDA - JANUARY 23, 2007 page; 3 8:30 PM T. COUNCIL GOAL ADOPTION Staff Report: Administration Staff 8:35 PM 8. COUNCIL LIAISON APPOINTMENTS a. Staff Report: Administration Staff b. Council Consideration: Resolution No. 07-05 Council Member: I move for adoption of Resolution No. 07-05 Council Member: I second the motion Mayor: Will the City Recorder please read the number and tide of the resolution? City Recorder: (Reads as requested.) Mayor: Is there any discussion? Mayor (after discussion) All those in favor of adopting Resolution No. 07-05, please say "aye." Mayor/ Councilors Mayor: All those opposed to adopting Resolution No. 07-05, please say "nay." Mayor/Councilors Mayor: Resolution No. 07-05 (is adopted or has failed) by a (unanimous, or however votes were split) vote of the Council members present. Note. Tie votes =failure to pass. COUNCIL, CITY CENTER DEVELOPMENT AGENCY & LOCAL CONTRACT REVIEW BOARD AGENDA - JANUARY 23, 2007 page 4 8:45 I'M 9. INFORMATIONAL PUBLIC HEARING - FORMATION OF SEWER REIMBURSEMENT DISTRICT #37 (SW 87'I'I4 CT., HALL BLVD.) a. Open Public Hearing b. Declarations or Challenges C. Staff Report: Engineering Staff d. Public Testimony e. Staff Recommendation f. Council Discussion g. Close Public Hearing h. Council Consideration: Resolution No. 07-06 Council Member: I move for adoption of Resolution No. 07-06 Council Member: I second the motion Mayor: Will the City Recorder please read the number and title of the resolution? City Recorder: (Reads as requested.) Mayor: Is there any discussion? Mayor (after discussion) All those in favor of adopting Resolution No. 07-06, please say cc „ aye. Mayor/Councilors Mayor: All those opposed to adopting Resolution No. 07-06, please say "nay." Mayor/Councilors Mayor: Resolution No. 07-06 (is adopted or has failed) by a (unanimous, or however votes were split) vote of the Council members present. Note: Tie votes --failure to pass. 9:00 I'M 10. NON AGENDA ITEMS COUNCIL, CITY CENTER DEVELOPMENT AGENCY & LOCAL CONIRACT REVIEW BOARD AGENDA - JANUARY 23, 2007 page 5 11. EXECUTIVE SESSION: The Tigard City Council may go into Executive Session. If an Executive Session is called to order, the appropriate ORS citation will be announced identifying the applicable statute. 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(4), 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. 9:15 PM 12. ADJOURNMENT i:ladm Wathylccat2007\070129.doc COUNCIL, CITY CENTER DEVELOPMENT AGENCY & LOCAL CONTRACT REVIEW BOARD AGENDA - JANUARY 23, 2007 page 6 Agenda Item No. For Agenda of c&: d?, ®®7 . 9 = 41 Tigard City Council Meeting Minutes Date: January 23, 2007 Time: 6:30 p.m. Place: Tigard City Hall, 13125 SW Hall Boulevard Tigard, Oregon Attending: Council President Sherwood Councilor Gretchen Buehner Councilor Sally Harding Councilor Tom Woodruff Absent: Mayor Dirksen Agenda Item Discussion & Comments Action Items follow u Study Session Council President Sherwood called the meeting to order at 6:30 p.m. Review Community Development Director Coffee Encroachment Permit introduced this item and Right-of-Way Policy Administrator Werner. The issue before the City Council was a review of the City policy for permitting encroachments into the rights of way or easements, including a recommended $300 permit fee. Council will be asked to approve the permit fee at a later date. Right-of-Way Administrator Werner explained she was referring, for the most part, to fences and retaining walls that are built in the right-of- way or public utility easement or even in parks or other public land. There is a Code provision dealing with encroachments that requires a homeowner to obtain a permit before they can put anything in the right of way with the exception of a mailbox, lawn plantings and a few other things, such as handrails to steps and anything else that would have a minor impact on the primary or planned use of the right-of-way easement so long as there is not a line-of-sight hazard issue. People never come to get these permits; in fact, there was not even a permit form to be used. If there is a fee, it would need to be set b City Council resolution. Tigard City Council Minutes - January 23, 2007 1 1\ Agenda Item Discussion & Comments Action Items follow u Right-of-Way Administrator Werner said an issue would likely occur when people have already built something such as a fence and the City staff tells them that their fence is in the right of way and it will need to be moved or they need to get a permit and pay a fee. She said she wanted to make sure the City Council is aware because people might be upset when the City contacts them and asks them to relocate their retaining wall or fence. Ms. Werner said the Code is written such that the exception for a minor impact on the use of the right of way will keep a lot of people from being required to obtain a permit. Many of the rights of way are completely built out or the City has no plans to do anything on the right of way and, therefore, people would not be asked to remove anything unless there is a sight or other safety issue. There are a host of problems. For example, if you allow one person's fence to stay up and the neighbor wants to put one up, there will be a problem. There will be some issues that will need to be worked out. The plan staff is proposing is that before a structure is built, a permit will be obtained from Community Development Department staff. If there is a complaint from a resident that appears to be an issue, Community Development Department staff will view the situation to determine if it is a hazard or if it can be considered an exception to the Code and ignored. Another option would be to allow it, but require a permit. Ms. Werner said that part of the benefit of the permit is that it is a revocable permit that is recorded with Washington County so that it is clear that the use has been allowed but could be required to be removed at the applicant's expense. The permit would document the reason why the structure is being allowed. Ms. Werner said, basically the staff's proposal is to enforce the Code that is already in place. Tigard City Council Minutes - January 23, 2007 2 Agenda Item Discussion & Comments Action Items follow u Council President Sherwood asked if staff was going to start looking for violations or will it be complaint driven? Ms. Werner said enforcement activities would be complaint driven. However, sometimes staff sees where someone has built a fence around a speed limit sign or stop sign, which are blatant. Most of the time, the encroachments fall within the exception of a minor impact and, in this case, a permit would not be needed. For the most part, Ms. Werner said staff could ignore the minor impacts because there is no hazard and it does not impact the right of way. Council President Sherwood referred to recent boat-cover issues with a number of properties. Community Development Director Coffee said there are twelve such properties and he said he thought the City Council might hear more about this at their Fifth Tuesday meeting. These have to do with violations of setbacks. This issue now before the City Council deals with situations that are regulated in the Code: Do not build in the right of way. There has been no systematic procedure for allowing encroachment in the right of way and no permits have been issued to give the City a revocable right making it clear that when it comes time to use the right of way that either the applicant or the successor to the property has agreed to the revocable permit. If this is done over time then the City will be in a better position as "right-of-way requirements become real." Community Development Director Coffee said there is also a potential safety problem because of visibility. Recently there have been the storage containers (PODS), which are placed in the right of way and stay there for a long period of time. The Code can be cited to have the person move it or to issue a permit to establish a time period. He said this would give the staff the authority to more consistently enforce the Code. The bottom line is that the Code has been written for a reason, which is to protect the right of way. Tigard City Council Minutes - January 23, 2007 3 Agenda Item Discussion & Comments Action Items follow u In response to a question from Councilor Woodruff, Community Development Director Coffee explained that a similar action could be taken as what was done with front-yard structures; that is, publish an article in Cityscape to educate the residents about setbacks and that structures are prohibited. Right-of-Way Administrator Werner said that, internally, staff needs to do a better job when people call and ask about requirements for building a fence to consistently tell these people about the requirements if there is an easement or right of way. She said she thinks staff uses the height requirements and, if the structure is below that height limit, the person is told they are "fine" and can build the structure. Council President Sherwood noted her concerns of this being acceptable for years and now charging a fee and requiring a permit. City Manager Prosser said people often don't realize that their property line is not to the curb; often it is five or six feet back from the curb because there is space allowed for a sidewalk. Therefore, if a fence has been built to the curb, then the fence is in the right of way - that's an issue. If there is a fence in the middle of the block of a residential area and no sight obstruction is present and no sidewalk is planned, then it is not a problem. Councilor Harding asked whether a revocable permit was absolutely necessary. Councilor Buehner said there are legal reasons why this is needed. Right-of-Way Administrator Werner said the City could attempt to enforce the Code, but the difficulty is when the fence is in the right of way and "you've driven by that fence every day for ten years and now you want to enforce the Code ...we are in a better position if we've done something ahead of time." Councilor Harding disagreed with a sentence in the staff's packet materials stating that if the encroachment complies with Code requirements, a permit and permit fee will be needed. Right-of-Way Tigard City Council Minutes - January 23, 2007 4 Agenda Item Discussion & Comments Action Items follow u Administrator Werner responded that she thought there were two issues: 1. Do we like the policy of trying to enforce the Code? 2. What should the fee be, if anything? This will take a lot of staff time - a site visit would be needed, a plan review for a structure and then an inspection of the structure once built. Because of the staff time required a fee was proposed. Right-of-Way Administrator Werner said perhaps there could be different levels of a fee. For example, if you come in before the structure is built the fee would be less than if a permit is requested after the structure is in place. Council President Sherwood suggested there be an effort, at first, to have people come get a permit even if a structure is already in place. Councilor Harding said another way to look at it is if a home is sold, at the point of sale, one of the items checked before the title is signed off is that there be a compliance review by the City and the fee would be paid at that time. Councilor Harding noted a concern that trying to look at the entire City at once would be construed negatively. City Manager Prosser said he did not think staff was proposing to do this in a blanket effort across the City. It would still be complaint driven or as problems are identified. Councilor Harding referred to the possibility of ending in a neighbor-against- neighbor type of situation. Right-of-Way Administrator Werner said staff has discussed this and they think the biggest problem is that if we choose not to do anything, when the next neighbor decides to do the same thing, you "pretty much have to let them do it." Consistency in enforcement is needed. A decision is needed about how to enforce this section of the Code because it is difficult to enforce it now and not look at what is existing. The fee can be a separate issue and the decision Tigard City Council Minutes - January 23, 2007 5 Agenda Item Discussion & Comments Action Items follow u could be for no fee, a nominal fee, or a fee based on scale. Councilor Buehner noted she remembered reading a case where there was an argument made successfully that unless it was a revocable license, it could be construed as an irrevocable license. The City does not want to be in a situation where it cannot resolve issues "down the road." Council President Sherwood said this is something that needs to be discussed in more detail and asked that this be scheduled for a work session for further Council review. In response to a question from Councilor Woodruff, Council President Sherwood indicated that she thought there would be a hearing before the Council makes a decision. Community Development Director Coffee reminded the City Council that the Code provisions are already in place and stated that it is not in the public interest to allow property owners to encroach on the right of way. Customs, over a period of time, have evolved where people have claimed the right of way, and the encroachment has been ignored unless an issue came up that made it necessary for staff to enforce the Code. Community Development Director Coffee said, "That's not a very good way to run a business. You ought to be saying, `If that's important, at least prospectively, we ought to be insuring that people who want to build in our right of way get a permit.' It's not suggesting that we go out and round up everybody who has planted a tree or a fence in the right way. We ought to establish from a `day certain' how we are going to administer this Code or get rid of it, quite frankly. Because we are saying two things: We're saying don't build in the right of way, but go ahead. So, that's kind of the policy issue and, I think you are right, a workshop discussion that goes into it deeper, that's fine. Then, if we want to have a hearing, we can. But, it's not like we are enacting new legislation. We are simply saying, `How do we Tigard City Council Minutes - January 23, 2007 6 Agenda Item Discussion & Comments Action Items follow u administer this policy?"' Right-of-Way Administrator Werner said if the City Council decided to approve a fee, a fee resolution would be needed, so there will be at least a third discussion of this issue. Councilor Woodruff asked that when the staff returns for a workshop discussion to have information about how other Cities are handling this type of situation. Community Development Director Coffee added that Public Works Director Koellermeier has noted there is a related problem in public open space and park areas where adjoining property owners have claimed the park or open space as part of their property. This issue will be brought back to the City Council at the same time. Right-of-Way Administrator Werner said she has talked to Public Works staff and they like the proposed policy. This matter will be scheduled for a future workshop discussion. • Update - Right-of-Way Administrator Werner advised Metropolitan Area that MACC distributed information about an Communications FCC ruling that impacts cable franchising. She Commission said if the City Council has time to review this (MACC) information or if they have questions, to give her a call. She said the FCC is trying to preempt local governments' right to locally franchise cable providers, which would have an impact on the funding from franchises. • Intergovernmental City Engineer Duenas advised staff has been Agreement with coordinating with CWS for quite awhile Clean Water regarding an update of the CWS Sanitary Sewer Services (CWS) Master Plan. This update is expected to provide for Sanitary Sewer a schedule of projects to meet the needs of the Master Plan City for the next 20 years. Many of the projects Preparation listed in the 2000 Sewer Master Plan Update were based on a number of presumptions. After Tigard City Council Minutes - January 23, 2007 7 Agenda Item Discussion & Comments Action Items follow u a lot of discussion about the scope of what needs to be done, staff decided that field monitoring is probably the best way to proceed. The monitoring would need to be done over a two-year period because there is a need to get dry and wet weather flow. The sanitary sewer fund will be spent on construction projects that are really needed rather than on projects that may or may not be needed because they were proposed based on estimated flows. The estimated cost of the master plan update is $151,000: flow monitoring to cost $35,000 and $116,000 for the consultant contract. The need for this fiscal year is $85,000 and $50,000 was budgeted; therefore, there is a need for additional funding. Next fiscal year, staff will propose a budget of $70,000 for this project. If the City Council is agreeable, staff will return on February 13 with a consent agenda item asking for Council approval of the Intergovernmental Agreement with CWS. This will be paid out of the sanitary sewer fund. In response to a question from Council President Sherwood, City Engineer Duenas explained the flow monitoring indicates what is actually flowing through the pipes and can also indicate if there is inflow. For example, if there is a storm event and the flow increases dramatically, this indicates there is problem in the system. In response to a question from Councilor Woodruff, City Engineer Duenas advised the Sewer Master Plan update is for the Tigard area and we want to get our own master plan out of this project. It's an opportunity to get the true numbers of what is needed to be done and to move forward confidently based on the numbers to do the projects. Council President Sherwood said she is favorable to be proactive rather than reactive. City Engineer Duenas reiterated that this would allow the City to set u the projects to be done Tigard City Council Minutes - January 23, 2007 8 Agenda Item Discussion & Comments Action Items follow u over a 20-year period. The Community Investment Program is set up in five-year increments and this will allow us to program those funds for the next five years. CWS is also doing this with other cities. Councilor Harding said it seems to her that CWS would have to do some of this flow monitoring regardless whether Tigard participates or not. City Engineer Duenas said he did not think that CWS will be doing the monitoring in the detail that the City wants. Council consensus was for staff to present the IGA at the February 13, 2007, City Council meeting on the consent agenda. Study Session (cont.) City Engineer Duenas reported that staff wants Review Additional to re-rate the streets to update street-condition Funding Request for reports to develop a new five-year street Pavement maintenance plan and reevaluate the street Management Services maintenance fee. This reevaluation needs to be done within the next couple of months. A January 18, 2007, memorandum from City Engineer Duenas explains the supplemental funding request and is on file in the City Recorder's office. Council members agreed to proceeding with the Pavement Management Services because this reevaluation was a condition of implementation of the street maintenance fee and will assist in determining how to spend funds wisely. Council members directed that what is being done to reevaluate the street maintenance fee be communicated to citizens. On the Consent Agenda (see Item Nos. 3.4.f. and 3.5) Council will consider a budget amendment and a contract award relating to the street maintenance fee. Tigard City Council Minutes - January 23, 2007 9 Agenda Item Discussion & Comments Action Items follow u Executive Session The Tigard City Council went into Executive Session at 7:02 p.m. to discuss pending litigation under ORS 192.660(2)(h). Executive Session concluded: 7:22 p.m. Study Session (cont.) Administrative Items • City Council will advise City Manager Prosser of preferred dates for the Grand Opening and Dedication of the Tualatin River Bicycle and Pedestrian Bridge • Councilor Buehner advised she will need to get direction from City Council regarding whether to proceed with discussions with the Intergovernmental Water Board to determine the disposition of the Water Building. This was discussed further during Non Agenda (see Item No. 10). • There will be a joint meeting with the Tigard-Tualatin School Board on January 29, 6:30 p.m. Stud Session concluded at 7:29 .m. Business Meeting 1.1 Council President Sherwood called the City Council, City Center Development Agency, and the Local Contract Review Board to Order at 7:35 p.m. 1.2 Council Present: Council President Sherwood, Councilors Buehner, Harding, and Woodruff. 1.3 Pledge of Allegiance 1.4 Council Communications & Liaison Reports 1.5 Call to Council and Staff for Non- Agenda Items: See Item No. 10 - Discussion of ownership decision of the Water Building to come before the Intergovernmental Water Board. Tigard City Council Minutes - January 23, 2007 10 Agenda Item Discussion & Comments Action Items follow u 2. Citizen Tigard Chamber of Commerce President-Elect Communications Meeks updated the Council on Chamber activities. The membership drive that was to have taken place this month was canceled due to inclement weather. The drive was rescheduled to August. Gary Firestone, Attorney with Ramis, Crew, and Corrigan advised he will be leaving the firm to become the City Attorney for the City of Newport, effective February 1, 2007. He expressed his appreciation for the good working relationship with the City Council and members of the Tigard city staff. He also thanked City Attorney Tim Ramis for the opportunity to work with him and the members of his firm. He said he would miss Tigard. Council members wished Mr. Firestone well and told him that he would be missed. John Frewing, 7110 SW Lola Lane, Tigard OR 97223 invited members of staff and the public to a meeting of the Friends of Bull Mountain Trails next Tuesday, 7:30 p.m., in the TVF&R Community Room. One of the topics is to identify more pedestrian trails for Tigard. Councilor Harding thanked Mr. Frewing for his efforts. 3. Consent Agenda 3.1 Approve Council Minutes for December 12 *Councilor Buehner advised and December 19, 2006 she would abstain from 3.2 City Center Development Agency: voting on Consent Agenda Appoint City Center Development Agency 3.1. (Minutes are for Budget Committee Members: meetings prior to Councilor Mark Haldeman, Rick Parker, Katie Buehner's service on the Schwab, Jason Snider, Dena Struck, and City Council.) Cameron James (Alternate) Motion by Councilor CCDA RESOLUTION NO. 07-01 - A Woodruff, seconded by RESOLUTION APPOINTING MARK Councilor Buehner, to HALDEMAN, RICK PARKER, KATIE approve the Consent SCHWAB, JASON SNIDER, AND Agenda. DENA STRUCK TO SERVE AS Tigard City Council Minutes - January 23, 2007 1 1 Agenda Item Discussion & Comments Action Items follow u MEMBERS OF THE BUDGET The motion was approved COMMITTEE, AND APPOINTING by a unanimous vote of CAMERON JAMES TO SERVE AS Council present. ALTERNATE MEMBER OF THE BUDGET COMMITTEE Council President Sherwood Yes 3.3 Appoint Planning Commission Members: *Councilor Buchner Yes Jeremy Vermilyea, Tom Anderson, and Councilor Harding Yes Margaret Doherty Councilor Woodruff Yes RESOLUTION NO. 07-02 - A Councilor Woodruff RESOLUTION APPOINTING JEREMY commented on Agenda VERMILYEA, TOM ANDERSON, AND Item 3.4b regarding the MARGARET DOHERTY TO THE intersection project at SW PLANNING COMMISSION 72"d and Dartmouth. City Engineer Duenas confirmed 3.4 Local Contract Review Board that this intersection will a. Approve ODOT Agreement for Traffic now be signalized to Signal Interconnection Upgrade on improve orderly movement Carmen Drive/Boons Ferry Road at of traffic and enhance the Sequoia Parkway safety of pedestrians and b. Award Contract for 72"d/Dartmouth motorists. He suggested Intersection Project Design Services that something special be c. Approve the Purchase of a 4 x 4 done at this location, a Backhoe Loader significant entrance into the d. Award Contract for a Geographic City and solicit public input Information System (GIS) Needs on what might be done. Assessment and Implementation Plan e. Award Contract for Monthly Cityscape Newsletter Printing f. Award Contract for Pavement Management Services 3.5 Approve Budget Amendment #11 to the 2006-07 Budget to Increase Appropriations in the Capital Construction and Transportation Division for Additional Costs Related to Pavement Management Services RESOLUTION NO. 07-03 - A RESOLUTION APPROVING BUDGET AMENDMENT #11 TO THE FY 2006- 07 BUDGET TO INCREASE APPROPRIATIONS IN THE CAPITAL Tigard City Council Minutes - January 23, 2007 12 Agenda Item Discussion & Comments Action Items follow u CONSTRUCTION AND TRANSPORTATION DIVISION FOR ADDITIONAL COSTS RELATED TO THE PAVEMENT MANAGEMENT SERVICES 3.6 Authorize City Manager to sign a Dedication Deed Transferring Title of Reserve Access Strips to the Public RESOLUTION NO. 07-04 - A RESOLUTION AUTHORIZING THE CITY MANAGER TO SIGN ON BEHALF OF THE CITY, A DEDICATION DEED TRANSFERRING TITLE OF RESERVE STRIPS TO THE PUBLIC 4. Oregon City Engineer Duenas introduced ODOT Department of Region 1 Director Jason Tell. Mr. Tell's Transportation report and discussion with the City Council (ODOT) Region 1 included the following: Manager Jason Tell • Oregon, for the first time in many years, is receiving more federal dollars for transportation improvements than what the State's taxpayers are contributing. There is recognition of the value of investing in transportation. • ODOT will assess transportation needs to present to the State Legislature. • Challenges: The Highway Trust Fund is nearly insolvent because: o The gas tax hasn't been increased for a number of years; o People are buying more fuel- efficient vehicles; and o Construction costs have increased. A committee has been formed to review this situation with the Highway Trust Fund. • Region 1 receives $17 million per year for modernization projects, which is not a lot Tigard City Council Minutes - January 23, 2007 13 Agenda Item Discussion & Comments Action Items follow u of money when there are so many needs to address. Mr. Tell described efforts to motivate the business community to assist. He stressed the importance of partnerships and leveraging funding packages to maximize tight funding. • Mr. Tell noted the value of meetings, such as this one, to help local jurisdictions keep their needs to the forefront. He requested the City keep in contact with his assistant, Alan McDonald. • Mr. Tell noted the importance of setting priorities with projects ready to go as much as possible so that you can be ready if the legislature decides to move ahead. • There was discussion on whether it seems likely if the legislature will pass a statewide gas tax. Mr. Tell said that there appears to be some willingness to consider a revision to the collection of gas tax and for it to keep up with inflation. • Councilor Buehner advised of her concerns with communications from ODOT insofar as how the citizens are able to convey concerns about transportation. Also, she noted that 99 percent of the population is not aware that funding for transportation projects is done mostly at a local level. Mr. Tell asked Ms. Buehner to notify him when specific communication problems arise. He said the State funds the majority of the state system improvements; however, the cost of projects has risen so quickly, that purchasing power is down. The state is asking local jurisdictions to find ways to leverage. He agreed communications need to improve with the public and said that for a long time transportation funding has been taken for granted. People need to understand how transportation projects are funded and be asked to weigh-in with their opinion. • Councilor Woodruff noted there are questions about the future of Hall Boulevard and the need for a discussion in Tigard City Council Minutes - January 23, 2007 14 Agenda Item Discussion & Comments Action Items follow u the future about how joint efforts through a partnership with state are working. Mr. Tell suggested that the city and state staff work together to prepare information on projects and then when he returns to visit with the City Council, there can be a discussion about specifics. • City Engineer Duenas said ODOT is to be commended for providing additional funding for the Hall/99W improvements when the County realized it had a funding shortfall for the project. 5. Tualatin Tualatin Riverkeepers Executive Director Riverkeepers Patricia Irons and Watershed Watch Presentation - Coordinator Brian Wegener presented the City Updated Field Guide Council with copies of the most recent edition of its field guide Exploring the Tualatin Diver Basin, a nature and recreation guide prepared by the Tualatin Riverkeepers. The Guide was created by donation of more than 10,000 hours of volunteer-time from many individuals including professional photographers. Council members also received a copy of The Green Heron Herald, the Winter 2007 newsletter, which announced a number of upcoming events. The Riverkeepers website is: www. tualadnriverkeepers. org. The Green Heron Awards dinner is April 14, 2007. Nominations are encouraged. Councilor Buehner referred to the work done by Senior Planner Nachbar and the City Center Advisory Commission for downtown planning efforts. Mr. Wegener said forms will be posted on their website and encouraged nominations. Forms are due February 15. Mr. Wegener said they would like to be present during the grand opening of the Tigard-Tualatin Pedestrian Bridge. Council President Sherwood thanked the Tualatin Riverkeepers for all the work they have done in the community. Tigard City Council Minutes - January 23, 2007 15 Agenda Item Discussion & Comments Action Items follow u 6. City Vision Assistant City Manager Newton and Risk Process Update Manager Mills presented the update on citywide vision highlights and the process change to incorporate the visioning effort into the Comprehensive Plan update. An overview and an outline of key accomplishments in the Vision's six target areas were presented to the City Council. A copy of the presentation is on file in the City Recorder's office. All Council members present expressed words of appreciation to Ms. Newton and Ms. Mills for their enthusiasm and continued efforts to make the Visioning project such a success for the last ten years. The work accomplished on the vision will make the updated Comprehensive Plan better. Assistant City Manager Newton recommended that an annual update be maintained in the Comprehensive Plan process. 7. Council Goal City Manager Prosser referred to the draft Motion by Councilor Adoption goals submitted to the City Council for their Buehner, seconded by review. Mayor Dirksen and Councilor Councilor Woodruff, to Harding had made some suggestions for approve the 2007 City wording. Council President Sherwood Council goals subject to suggested that Mayor Dirksen and Councilor edits proposed by Mayor Harding meet to discuss how the final goals Dirksen and Councilor should be worded and that the Council adopt Harding. the draft subject to their edits. The motion was approved by a unanimous vote of Council present. Council President Sherwood Yes Councilor Buehner Yes Councilor Harding Yes Councilor Woodruff Yes Tigard City Council Minutes - January 23, 2007 16 Agenda Item Discussion & Comments Action Items follow u 8. Council Liaison City Manager Prosser introduced this agenda Motion by Councilor Appointments item for which a resolution was proposed to Harding, seconded by formally adopt and specify roles for City Councilor Buehner, to adopt Council liaison appointments to City of Tigard Resolution No. 07-05. and regional boards, commissions, committees and task forces. City Council had discussed The motion was approved these appointments on December 11, 2006, by a unanimous vote of and January 9, 2007. Council present. RESOLUTION NO. 07-05 - A Council President RESOLUTION SPECIFYING CITY Sherwood Yes COUNCIL LIAISON APPOINTMENTS Councilor Buehner Yes TO CITY OF TIGARD AND REGIONAL Councilor Harding Yes BOARDS, COMMISSIONS, COMMITTEES Councilor Woodruff Yes AND TASK FORCES City Manager Prosser advised this information will be shared with the City boards and committees as well as posted on the City's website. 9. Informational Council President Sherwood opened the Motion by Councilor Public Hearing - public hearing. Woodruff, seconded by Formation of Sewer Councilor Harding, to adopt Reimbursement There were no declarations or challenges Resolution No. 07-06. District #37 (SW 87`h regarding the Council proceeding with the Court, Hall hearing. The motion was approved Boulevard) by a unanimous vote of City Engineer Duenas presented the staff Council present. report regarding formation of Sanitary Sewer Reimbursement District No. 37. A copy of Council President the presentation outlined by City Engineer Sherwood Yes Duenas is on file in the City Recorder's office. Councilor Buehner Yes Councilor Harding Yes City Engineer Duenas confirmed that the Councilor Woodruff Yes three owners, who did not attend the neighborhood meeting, have not contacted the City. There was no public testimony. Tigard City Council Minutes - January 23, 2007 17 Agenda Item Discussion & Comments Action Items follow u Staff recommended approval of the proposed resolution forming the reimbursement district. In response to a question from Councilor Woodruff, City Engineer Duenas advised that more than 400 laterals (lots) have been connected to the sewer system since the reimbursement district program was started. There were 661 laterals identified at the beginning of the program; therefore, the program is about 2/3 complete. Council President Sherwood closed the public hearing. RESOLUTION NO. 07-06 - A RESOLUTION ESTABLISHING SANITARY SEWER REIMBURSEMENT DISTRICT NO. 37 (SW 87TH COURT, HALL BOULEVARD) 10. Non Agenda Councilor Buehner advised that each Items representative of the Intergovernmental Water Board (IWB) was asked to check with their City Council/Board members and ask whether a review should be done to determine the disposition of the Tigard Water Building. If the IWB representatives are directed to consider this matter of disposition, then the next steps will be to determine how to calculate property valuation and resolve related methodology issues. City Manager Prosser advised there are a few water staff members located in the building at this time. Consensus of the City Council was for the IWB to consider disposition of the building. Tigard City Council Minutes - January 23, 2007 18 Adjournment The meeting adjourned at 9:01 p.m. Motion by Councilor Woodruff, seconded by Councilor Harding, to adjourn the meeting. The motion was approved by a unanimous vote of Council present. Council President Sherwood Yes Councilor Buehner Yes Councilor Harding Yes Councilor Woodruff Yes a Carol A. Krager, Deputy City Recorder Attest: c Mayor, ity of Tigar Date: Tigard City Council Minutes - January 23, 2007 19 tir Agenda Item # Meeting Date Tanuary 23, 2007 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title Review City Encroachment Permit Policy Prepared BY: Nan Werner Dept Head Approval: City M~ Approval: V, ISSUE BEFORE THE COUNCIL Review City policy for permitting encroachments into the right-of-way or easements, including a recommended $300.00 permit fee. Council will be asked to approve the permit fee at a later date. STAFF RECOMMENDATION Recommend any changes to the encroachment permit policy and approve a $300.00 permit fee. KEY FACTS AND INFORMATION SUMMARY Section 15.16 of the Tigard Municipal Code prohibits, with some exceptions, the placement of any structures or vegetation in unimproved right-of-way, easements or other public property C'encroachments') without a revocable permit from the City. Most lots in the City include some portion of the right-of-way and/or a utility easement. Staff occasionally finds fences, retaining walls or other encroachments that have been built in the right-of-way, easements or other public property without the proper permit. Staff is recommending a policy to implement Section 15.16 and to ensure consistent treatment of both requests for new encroachments as well as enforcement of the Code when existing encroachments are discovered. Under the proposed policy: • Before constructing an encroachment, the property owner must submit a revocable permit application. Appropriate City staff will review the application and issue a revocable permit if the requested encroachment complies with Code requirements. • Unpermitted existing encroachments that staff becomes aware of will be investigated. If the encroachment interferes with the use of the right-of-way or easement or creates a line of site traffic hazard, the City will require the property owner to remove the encroachment. If the encroachment complies with Code requirements, staff will require the property owner to obtain a revocable permit. • When a revocable permit is issued, the applicant must pay a $300.00 permit fee, and the revocable permit will be recorded against the title of the property. If the application for a revocable permit is denied, no fee will be charged. OTHER ALTERNATIVES CONSIDERED N/A. COUNCIL GOALS AND TIGARD BEYOND TOMORROW VISION STATEMENT IY } r 'k The encroachment permit policy would contribute to the Tigard Beyond Tomorrow goals of "Communication" and "Improve Traffic Safety." Implementation of the policy will provide the City the opportunity to inform citizens of a Code requirement that is not widely known and will prevent or remove encroachments that create a traffic hazard. ATTACHMENT LIST • Memorandum to Tom Coffee regarding Encroachment Permit Policy FISCAL NOTES Reviewing permit applications, site inspections and issuing permits will require some additional staff time, but is not expected to be a substantial increase in workload. Sending notice to adjacent homeowners and recording revocable permits as required by the Code will result in costs for postage and the filing fee ($22 for the first page; $5 for each additional page). The recommended permit fee is intended to cover these additional costs. I:tadmtwthyVonnsUG06\cound1 agenda item summary sheet 08 - June revision.doc k MEMORANDUM TIGARD TO: Tom Coffee, Community Development Director FROM: Nancy Werner, Right-of-Way Administrator Va/ RE: Encroachments into Rights-of-Way and Easements DATE: November 15, 2006 Chapter 15.16 of the Tigard Municipal Code generally prohibits encroachments into the public rights-of-way, easements and public property without a revocable permit from the City. The permit may be issued only if certain enumerated conditions are met. As discussed with managers within the Community Development Department, the City's policy in applying this Code provision is as follows: Applications for Encroachments: Any person seeking to build, place or maintain a structure, landscaping and/or vegetation, including permanent or semi-permanent structures or appurtenances, water features, hardscape, and similar materials, in the public right-of-way or utility easements must submit an Application for Encroachment Permit (an example is attached) to the Right-of-Way Administrator. The ROW Administrator will confer with appropriate staff to determine if the encroachment is exempt from the permit requirement or, if it is not exempt, make a recommendation to the City Manager or designee to approve, modify or deny the application. An encroachment is exempt from the permit requirement if it does not create a line of sight hazard and: • The encroachment would have a minor impact on the present or planned use of the public right-of-way or easement; • The encroachment is expressly permitted by the Code; or • Is listed as exempt in section 15.16.020 of the Code. If the encroachment is not exempt, the ROW Administrator may recommend that the City Manager or designee issue the permit if the following conditions are met: • The appropriate clearances are met: o 3 feet on all sides of a fire hydrant; o 1 foot behind and 2 feet from the sides of water meter boxes (unless the applicant pays for relocation); o 7 feet from manholes or underground pipelines such as City sewer lines, water lines and storm drain lines; o Any clearance required by underground utilities such as power, telephone, and cable TV affected by the encroachment; • The encroachment does not prevent access to, cover or block the flow of water to or into catch basins, ditches or swales, or otherwise alter the natural drainage patterns in a manner that adversely affects other property (unless the applicant complies with specific requirements set by the City); • The adjacent right-of-way has been fully improved to its planned dimensions with associated curbs, sidewalks, utilities and street trees, provided there is at least one foot clearance between the encroachment and the back edge of the sidewalk; • There is sufficient room for off-street parking or pedestrian travel, and the encroachment does not result in a loss of area needed for parking, vehicular maneuvering, or pedestrian travel; • It is determined that the requested encroachment is consistent with the current use of the public right-of-way or easement; and • It is determined that the encroachment does not create a line of site hazard. In approving an application, the City may modify the application by adding any conditions permitted by TMC 15.16.050(2) and any conditions requested by affected utility providers. The ROW Administrator will recommend that the City Manager or designee deny the permit application if any of the conditions listed above are not met, or if staff finds that issuing the permit is not in the public interest. If Community Development staff determines that the encroachment is permissible, the applicant and the City Manager or designee must execute an Easement Agreement/ Encroachment (Revocable Permit). The City will send notice of the decision to all owners/ occupants within 200 linear feet in any direction of the boundary of the proposed encroachment. If no appeal is filed, or if the City Council upholds the City Manager's or designee's issuance of the permit on appeal, the permit will be recorded against the title of the property on which the encroachment is placed. Before the City issues the permit, the applicant must pay a $300.00 permit fee to cover the costs of permit review, inspection, preparation and mailing of notices, and the Washington County filing fee. If the City determines that the encroachment is exempt from the permit requirement, or denies the application, the applicant is not required to pay the application fee. ~I 'w The Engineering Development Review Division will handle the review and approval of any encroachments to be constructed in new developments. It is the City's policy that there will be no encroachments into the right-of-way or easements except under exceptional circumstances. A request to encroach must be approved by the Development Review Engineer, and, in most instances, will require an Easement Agreement/ Encroachment (Revocable Permit) or other written notice that the City authorized the encroachment. Enforcement of Existing Encroachments without Permits: Reports of existing encroachments into the right-of-way or easements should be routed to the ROW Administrator, who will confer with appropriate staff. If staff determines that the encroachment has a minor impact on the present or planned use of the right-of-way or is otherwise exempt under TMC 15.16.020, no further action will be taken. In determining the extent of the impact on the use of the right-of-way, staff may consider how long the encroachment has existed and any other relevant information. If the encroachment is not exempt under TMC 15.16.020 and it presents a safety concern or is otherwise not in the public interest, the ROW Administrator will contact the property owner with instructions to move (if possible) or remove the encroachment. If the encroachment is not exempt under TMC 15.16.020 but staff determines that it does not need to be moved or removed, the ROW Administrator will require the property owner to execute an Easement Agreement/Encroachment (Revocable Permit) as described above, including payment of the application fee. If the property owner does not comply with instructions to move or remove the encroachment or to sign a revocable permit, the Code Enforcement Officer will take necessary steps to ensure compliance with the Code. N.L.W. Agenda Item No. s C/ Ye --.s lod 12 Meeting of ~q h 1~4 0007 MEMORANDUM TO: Mayor and City Councilors Craig PrQser, City Manager FROM: Gus Duenas *POO"' City Engineer RE: Proposed IGA with CWS for Preparation of Sanitary Sewer Master Plan DATE: January 2, 2007 The purpose of the attached IGA (Intergovernmental Agreement) with CWS (Clean Water Services) is to prepare a Sanitary Sewer Master Plan for the City. The proposed IGA will be discussed at the January 23, 2007 study session. If Council direction is to move ahead with the IGA, it will be submitted for Council consideration on the consent agenda at the February 13, 2007 meeting. CWS is responsible for sanitary sewer pipes 24 inches in diameter and larger while the City is generally responsible for the smaller diameter pipes. CWS's current master plan is the 2000 SeverMaster Plan Update. The plan used a computer model to simulate the sewer collection system throughout the Tualatin River basin within the Urban Growth Boundary including the City of Tigard. The model estimated peak flows to the system and proposed capacity improvements to accommodate full development of the entire basin as currently zoned. In addition to the larger lines within the responsibility of CWS, the 2000 Sewer Master Plan Update also included evaluation of the capacity of some smaller lines serving large areas within Tigard. The model identified nine areas within Tigard that may be of insufficient capacity. The estimated cost of the construction required to correct these deficiencies is $2.34 million in construction costs. (These costs have been escalated from the master plan to current costs and do not include administration, engineering or a contingency.) In addition, City Public Works staff has identified three additional areas suspected of having inadequate capacity. These suspected deficiencies occur within small lines not included in the master plan. The extent of the deficiencies and cost of correction are unknown. CWS is currently initiating a review and update of the current master plan for an amendment to include areas that are being considered for an expansion of the Urban Growth Boundary. The amendment will be prepared by a consultant hired by CWS. Because the current CWS master plan is based on estimated flows, the areas in question need to be examined in greater detail to verify the proposed construction upgrades. Hence, the current master plan recommends measurement of the actual flows in the suspected capacity deficient areas before any actual construction projects are proposed. The master plan update will include flow monitoring to measure flows at key locations as part of the scope. The measured flows will be used to accurately determine the improvements required to remedy the capacity deficiencies. CWS will install and operate the flow monitoring equipment. The review and update of the CWS master plan therefore provides an opportunity for the City to develop a Sanitary Sewer Master Plan for its sewer collection system as part of that update. The flow monitoring results are expected to more accurately determine the actual capacity updates required. This will allow the City to plan for capacity upgrades in those areas that really need them. The sewer master plan update is expected to provide a schedule of projects that will meet the needs of the City for the next 20 years. Projects for the next five years will be included in the City's 5-year Community Investment Program. The estimated cost of the master plan is $151,000. This includes $35,000 for CWS to conduct the flow monitoring and $116,000 for the consultant to prepare the plan. Funding is through the sewer fund and has been included in the FY 06-07 and FY 07-08 Community Investment Program. Council approval of the proposed agreement with CWS will add the preparation of a City of Tigard Sewer Master Plan to the consultant's scope of services. c: Tom Coffee, Community Development Director Bob Sesnon, Finance Director Dennis Koellermeier, Public Works Director I:\eng\;usVnemorandums\Iga with ms for sanitary sewer master plan.doc INTERGOVERNMENTAL AGREEMENT BETWEEN CLEAN WATER SERVICES AND THE CITY OF TIGARD FOR PREPARATION OF A SANITARY SEWER MASTER PLAN PROJECT NO. 6174 This Agreement dated , 2006, is between Clean Water Services (District) a county service district organized under ORS Chapter 451 and the City of Tigard, Oregon (City) an Oregon municipality. A. RECITALS WHEREAS, ORS 190.003 - 190.110 encourages intergovernmental cooperation and authorizes local governments to delegate to each other authority to perform their respective functions as necessary. WHEREAS, City and District intend to jointly undertake the Sanitary Sewer Master Plan Update No. 6174 (Project), to update the District Sanitary Sewer Master Plan and create new sanitary sewer master plans for the cities of Tigard and Hillsboro. WHEREAS, City and District have agreed that the Project includes, selection of a consultant, preparation of a scope of services, negotiation of a contract, administration, and management of the consultant contracts; installation, maintenance, data collection and management of flow monitors, review of all consultant prepared documents, and preparation of a fmal Master Plan Document. NOW, THEREFORE, the parties do mutually agree as follows: B. CITY OBLIGATIONS City shall: 1. Designate an individual to serve as City Master Plan Project Manager. 2. Review and assist in development of the Scope of Services for the Request for Proposals. 3. Assist in the consultant selection process. 4. Assist in the development of the Scope of Services for the consultant contract. 5. Participate in project meetings with District and consultant. 6. Review and provide timely comments on consultant submittals. 7. Assist District with access to manholes for flow monitoring as needed. Intergovernmental Agreement City of Tigard and Clean Water Services Sanitary Sewer Master Plan Project No. 6174 Page 1 of 5 EACapital Pmj=ts\Projatsl6l74 Sani S- Master P1anlBOD and Final IGA 12-06\IGA Tigard Mastu Plan.doc 8. Review consultant invoices for "Tigard Master Plan" work as provided by District and provide feedback or approval to District within 2 weeks. 9. Reimburse District the cost of consultant services associated with the Tigard Master Plan Scope of Work attached as Exhibit A. Tigard Master Plan work shall not exceed $116,000 without written consent of City. 10. Reimburse District $35,000 for conducting flow monitoring at 9-12 sites for a period of time necessary to collect wet weather flow data and dry weather flow data. This time is estimated to be 7 months. Should the duration differ by more than 2 months from the estimate, City and District may negotiate a modified cost based upon actual labor costs to conduct monitoring, and depreciation of monitoring equipment. District will notify City at least 2 weeks prior to the end of the ninth month if additional monitoring will be necessary. City shall provide written authorization to continue monitoring beyond nine months. C. DISTRICT OBLIGATIONS District shall: 1. Work with City to prepare a Scope of Services for Tigard Master Plan. 2. Prepare Request for Proposals, advertise, coordinate and administer consultant selection process. 3. Negotiate contract with selected consultant. 4. Prepare technical scope of work and exhibits for consultant contract. 5. Contract with an engineering consultant for District and City master plan services. 6. Coordinate project meetings with consultant and City. 7. Coordinate review of consultant submittals. 8. Review and process all consultant invoices. District Project Manager shall confirm status of work with City Master Plan Project Manager prior to processing invoices. 9. Ensure consultant performance of work detailed in consultant contract and described in Tigard Master Plan Scope of Work attached as Exhibit A. 10. Invoice City on a regular basis as invoices are received from the consultant. 11. Make payments to the consultant. Intergovernmental Agreement City of Tigard and Clean Water Services Sanitary Sewer Master Plan Project No. 6174 Page 2 of 5 EACapitel Projccts\Pmj=ts\6174 Sani S-Mutes PlanOOD and Final IGA 12-06\IGA Tigard Mwa Plan.dan 12. Conduct flow monitoring at 9-12 sites within the Tigard local collection system for verification of modeling and/or calibration of the model as deemed necessary from modeling and monitoring results. District shall be responsible for installation, maintenance, and data collection. 13. Invoice City $5000/month for 7 months for flow monitoring activities. 14. Record actual costs of conducting the flow monitoring should it become necessary to adjust the cost based upon the flow monitoring lasting fewer than 5 months or more than 9 months. 15. Provide City with 2 copies of the final 2006 District Master Plan Update and ten copies of the City of Tigard 2006 Sanitary Sewer Master Plan. 16. Obtain written approval from City prior to making any contract amendments with the consultant that would affect the scope of services or the cost for City. D. GENERAL TERMS 1. Amendment of Agreement City and District may amend this Agreement from time to time, by mutual written agreement. 2. Indemnification Clause Subject to any provision of the Oregon Constitution and ORS 30.260-30.300 and within the limits set forth in ORS 30.270, each party hereby agrees to protect, defend, hold harmless, and indemnify the other, its officers, employees and agents of and from any claims, damages, compensation, suits, actions and expenses, including reasonable attorney's fees, occasioned in whole or in part by the negligent acts, errors or omissions of the indemnitor or its employees, while in any way engaged in the performance of this Agreement. 3. Resolution of Disputes If any dispute arising out of this Agreement can not be resolved by the project managers from each party, the City Manager and District General Manager will attempt to resolve the issue. If the City Manager and District General Manager are not able to resolve the dispute, the parties will submit the matter to mediation, each parry paying its own costs and sharing equally in common costs. In the event the dispute is not resolved in mediation, the parties will submit the matter to arbitration. The decision of the arbitrator shall be final, binding and conclusive upon the parties and subject to appeal only as Intergovernmental Agreement City of Tigard and Clean Water Services Sanitary Sewer Master Plan Project No. 6174 Page 3 of 5 E:\Capital Projects\Projects\6174 Sani Sewer Master Plm\BOD and Final IGA 12-06\IGA Tigard Master Plmdoc otherwise provided by Oregon law. 4. Laws and Regulations City and District agree to abide by all applicable laws and regulations. 5. Integration This document constitutes the entire agreement between the parties on the subject matter hereof and supersedes all prior or contemporaneous written or oral understandings, representations or communications of every kind on the subject. No course of dealing between the parties and no usage of trade shall be relevant to supplement any term used in this Agreement. Acceptance or acquiescence in a course of performance rendered under this Agreement shall not be relevant to determine the meaning of this agreement and no waiver by a party of any right under this Agreement shall prejudice the waiving party's exercise of the right in the future. 6. Attorney If any dispute arises concerning the interpretation or enforcement of this Agreement, the prevailing party in any such dispute shall be entitled to recover all of its attorney fees, paralegal fees, costs, disbursements and other expenses from the nonprevailing party, including without limitation those arising before and at any trial, arbitration, bankruptcy, or other proceeding and in any appeal. 7. Term of Agreement This Agreement is effective from the date of execution by both parties until the completion of all obligations created by this Agreement. 8. Termination This Agreement may be terminated only by mutual written agreement of both parties. 9. Interpretation of Agreement A. This Agreement shall not be construed for or against any party by reason of the authorship or alleged authorship of any provision. B. The paragraph headings contained in this Agreement are for ease of reference only and shall not be used in constructing or interpreting this Agreement. 10. Severability/Survival If any of the provisions contained in this Agreement are held illegal, invalid or unenforceable, the enforceability of the remaining provisions shall not be impaired. All provisions concerning the limitation of liability, indemnity and conflicts of interest shall survive the termination of this Agreement for any cause. 11. Approval Required This Agreement and all amendments shall become effective when approved by 1) District's General Manager or the General Manager's designee and, when required by applicable District rules, District's Board of Directors and 2) the City Council and the City Manager. Intergovernmental Agreement City of Tigard and Clean Water Services Sanitary Sewer Master Plan Project No. 6174 Page 4 of 5 E:\Capital Project0rojects\6174 Seni Se-r Master Plan\BOD end Final IGA 12-06H0A Tigard Master Plm.dw 12. Choice of Law / Venue This Agreement and all rights, obligations and disputes arising out of the Agreement shall be governed by Oregon law. All disputes and litigation arising out of this Agreement shall be decided by the state courts in Oregon. Venue for all disputes and litigation shall be in Washington County, Oregon. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed the day and year first written above. CITY OF TIGARD, OREGON CLEAN WATER SERVICES . By: By: Craig Prosser, City Manager Bill Gaffi, General Manager City of Tigard APPROVED AS TO FORM 71 District Counsel Intergovernmental Agreement City of Tigard and Clean Water Services Sanitary Sewer Master Plan Project No. 6174 Page 5 of 5 EACapital Praject0rojects16174 Sani Sewer Master P1m\B0D and Final IGA 12-06UGA Tigard Master Plm.doc Exhibit A City of Tigard 1. Identify Rehabilitation Needs and Maintenance Issues Objective: The objective of this task is to identify those portions of the Tigard sewer system that are experiencing capacity, surcharging, significant I/I, and/or maintenance, problems and are in need of rehabilitation. Task Description Consultant shall interview City engineering and operations staff and utilize large scale maps, aerial photographs and maintenance records to identify problem areas in the collection system. The following topics shall be addressed in the interviews: • System condition and performance in sewer lines • Known hydraulic bottlenecks, overflows, blockages, and other recurring O&M issues 2. Evaluate Identified Problems Objective: The objective of this task is evaluate the underlying issues creating the observed system problems not associated with capacity that were identified in Task 1. Task Descri tp ion Consultant shall conduct one or more of the following activities to evaluate the non-capacity items of concern identified in Task 1: • Review of record drawings • Review of system age information • Review of available closed circuit television inspection records. Consultant may also recommend additional CCTV inspections that appear to be warranted Following investigation of deficiencies, consultant shall rank problems by level of severity and risk based upon anecdotal information and formal documentation. Deliverables Technical Memo T-1 - summarizing the findings of the evaluation and recommended course of action. A system map will be prepared coding priority of the work and method of rehabilitation. The recommendations will include modifications to the structural data in the District Hydra model where needed. 3. Conduct Flow Monitoring Objective: The objective of this task is to conduct flow monitoring in areas that have been identified as potential over-capacity portions of the system. The flow monitoring data shall be sufficient to calibrate the Hydra model for the sub-basins identified. Intergovernmental Agreement - Exhibit A City of Tigard and Clean Water Services Sanitary Sewer Master Plan Project No. 6174 Page 1 of 5 12. Choice of Law / Venue This Agreement and all rights, obligations and disputes arising out of the Agreement shall be governed by Oregon law. All disputes and litigation arising out of this Agreement shall be decided by the state courts in Oregon. Venue for all disputes and litigation shall be in Washington County, Oregon. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed the day and year first written above. CITY OF TIGARD, OREGON CLEAN WATER SERVICES . By: By: Craig Prosser, City Manager Bill Gaffi, General Manager City of Tigard APPROVED AS TO FORM 11 District Counsel Intergovernmental Agreement City of Tigard and Clean Water Services Sanitary Sewer Master Plan Project No. 6174 Page 5 of 5 EACapital Prcjccts\Projmts\6174 Sani Semen Mastro Plan\1300 and Final IGA 12-06\IGA Tigard Master Plan.doc Exhibit A Task Description A. Flow Monitoring Plan Consultant will work with District and City staff to develop a Flow Monitoring Plan. The Plan will include: • Recommended flow metering locations, selected to measure I/I in areas affecting the nine sewer reaches with apparent capacity limitations identified in previous modeling, plus three additional reaches. The sites selection criteria will also include maximizing coverage of the collection system and differentiating between various sub-regions. • Identification of the personnel, roles, schedule, and general procedures for the monitoring program. This portion of the plan will be developed in large part by District staff, in consultation with Consultant and City staff for coordination of resources. Consultant will attend a metering program kick-off meeting with City and District staff to review and fmalize the Flow Monitoring Plan and schedule, and identify key team contacts and lines of communication between the metering team and the city. B. Site Assessments Consultant will participate during the initial site field assessments to be conducted by District staff, and review recommendations of the metering installation team regarding suitability of the selected sites. C. Metering Program Coordination Consultant will coordinate flow monitoring activities and facilitate good communication throughout the flow monitoring period. This will include participation in key portions of the field work. We will periodically review the flow data to monitor the success of the metering program and to assess the nature of peak flow events captured by the meters. Consultant will meet twice with City and District staff during the metering period to discuss preliminary results and to determine when sufficient data has been collected such that the metering program can be terminated. District will provide flow metering data in spreadsheet format that has been subjected to quality control review and can be relied upon as an acceptable representation of flows at the metered locations for the purposes of model calibration. 4. Refine the District Hydra Model Objective: The objective of this task is to determine where capacity restrictions exist based upon modeling and observation of high flows. Where metering results Intergovernmental Agreement - Exhibit A City of Tigard and Clean Water Services Sanitary Sewer Master Plan Project No. 6174 Page 2 of 5 Exhibit A verify a potential for surcharging, the District Hydra model shall be calibrated using data from flow monitoring in the Tigard Area. Task Descri tp ion Consultant shall perform the following tasks to determine where calibration is necessary and to calibrate the model: • Process the flow meter and rainfall data into wet and dry season templates • Determine wet weather:dry weather flow ratios under various rainfall events • Compare wet-weather flows with modeled wet-weather flow projections under similar storm condition • Where wet-weather flows exceed the flows projected by the uncalibrated model AND the model projects pipe surcharging, calibration of the model to the metered flows for the given sub-basin shall be conducted. • Where wet-weather flows do not exceed the flows projected by the uncalibrated model or the model does not project pipe surcharging, I/I input parameters shall be adjusted to more closely match the observed flow rates, but calibration of the model to the metered flows for the given sub-basin shall not be conducted. • When calibration is determined to be necessary, the following procedure shall be followed: • Revise the dry and wet weather spreadsheet tools to associate sewersheds with the flow meter. • Revise the dry-season Defects database for the Hydra model. • Set up graphing tools for dry-season calibration • Calibrate to dry-season flows metered during the upcoming dry weather season. • Select wet-weather events for calibrating the Tigard system (moderate antecedent condition). • Set up graphing tools for wet-weather event calibration. • Prepare first-cut estimates for I/I ratios using a graphical method for each flow meter. • Revise the monitor defects summary spreadsheet by adding the flow meters and estimated parameters. • Revise wet-weather Defects database. • Calibrate the Tigard area captured by flow meters to selected storm events. • Determine unit I/I rates for existing land use conditions and the 5-year 24- hour design storm by sewershed. Deliverables Technical Memo T-2 presenting flow metering results and determination of which sub-basins are recommended for calibration„ UI calibration and recommended modeling parameters. Updated model input files and results tables. Intergovernmental Agreement - Exhibit A City of Tigard and Clean Water Services Sanitary Sewer Master Plan Project No. 6174 Page 3 of 5 Exhibit A 5. Develop Capital'Improvement Plan Objective: The objective of this task is to assess the priority of identified projects and categorize them near-term or development driven. Task.Descrip! on Consultant shall develop recommended improvements and/or maintenance activities to address each of the problem areas identified under Tasks 2 and 4. The analysis will include consideration of replacement vs. rehabilitation with respect to costs, 1/I reduction, and system age or other factors. The cost estimating methodologies developed for the District Master Plan Update will be used to estimate costs of proposed improvements. The improvements, along with those identified in the Hydra model run, shall be listed in a capital improvement plan and categorized as near-term or development driven. Each CIP project shall be presented with a project map and project description, justification and estimated project cost. Consultant shall develop recommendations for an ongoing assessment and I/I reduction program including flow metering, video inspection, and smoke testing. Consultant shall present the draft CIP and program recommendations to City staff for review prior to producing the technical memorandum. Deliverables Technical Memo T3 -Five-Year Capital Improvement documenting individual projects with descriptions, justification, and maps. Digital Mapping files shall be provided. 6. Prepare Tigard Master Plan Objective: The objective of this task is to compile the findings of Tigard Tasks 1- 4 documented in Technical Memoranda T-1, T-2 and T-3 as well as data compiled from the District Master Plan into a comprehensive document that will serve as a tool and guiding document for the City of Tigard sanitary sewer operations. Task Description Consultant shall compile selected District and City technical memoranda, supplemented with background text in a master plan document. The document shall reflect review comments on the technical memoranda, and will incorporate, as appendices, detailed data used to develop the conclusions and recommendations. Recommended improvement projects will be presented on a collection system map. Deliverables City of Tigard 2006 Sanitary Sewer Master Plan - Consultant shall compile findings and recommendations for future sanitary sewer conveyance system improvements. Report shall be divided into logical sections documenting Intergovernmental Agreement - Exhibit A City of Tigard and Clean Water Services Sanitary Sewer Master Plan Project No. 6174 Page 4 of 5 Exhibit A background, process used in developing the plan, assumptions, modeling results, and recommendations. Appendicies shall include data and technical memo used to develop the conclusions and recommendations in the report. Consultant shall produce 5 paper draft copies of the Master Plan for review by the City and District. Following City and District review, Consultant shall produce 10 final paper copies and an electronic version in pdf format. Project Management and Quality Control Consultant shall conduct the activities necessary to produce a quality product while maintaining good coordination and communication with the District and City. The project management and quality control activities include: 1) Preparing and maintaining a Project Management Plan addressing project team organization, roles and responsibilities, schedule, budget, and QA/QC procedures. 2) Meetings with District Project Manager on a schedule to be determined to discuss progress and overall direction of the project at key milestones and decision points. 3) Monitoring project progress by tracking work completed, work remaining, budget expended, schedule, estimated cost of work remaining, and estimated cost at completion. 4) Monitoring staff availability and making adjustments as necessary to assure availability for the Master Plan Update project. 5) Preparing and submitting a monthly narrative report, invoice, and progress schedule. 6) Preparing and implementing teaming and partnering plans. 7) Identifying responsibilities for review of key work products. 8) Performing quality controls reviews on all project deliverables prior to submittal to the District and City. Reviewing documents to confirm approach taken and material developed conforms to the needs of the project. Checking overall quality of the document, technical accuracy and adherence to established standards. Project Management and Quality Control deliverables include: 1) Project management Plan 2) Meeting minutes 3) Periodic schedule updates 4) Monthly Status report with invoices 5) QA/QC Plan including teaming and partnering plans. Intergovernmental Agreement - Exhibit A City of Tigard and Clean Water Services Sanitary Sewer Master Plan Project No. 6174 Page 5 of 5 Agenda Item No. aL64 Sessi,Dq Meeting of _z3, :7 MEMORANDUM TO: Mayor and City Councilors Craig Prosser, City Manager FROM: Gus Duenas, City Engineer`411_~ RE: Additional Funding Request for Pavement Management Services DATE: January 18, 2007 The supplemental funding request to allow award of a contract for the full range of pavement management services needed to establish a new 5-year street maintenance plan and re-evaluate the current Street Maintenance Fee rates was scheduled for discussion with Council at the workshop meeting on January 16, 2007. Because of inclement weather and icy conditions, the Council meeting was cancelled and the discussion is now scheduled for the study session at the meeting on January 23, 2007. The budget amendment to provide the additional funding was originally scheduled for the consent agenda at the January 23, 2007 meeting, and will remain on the agenda. In addition, the selection committee has completed the selection process and recommends that IMS Infrastructure Management Services be awarded a contract on an as-required basis to provide pavement management services for the City. Because the street condition ratings need to be updated as soon as possible to establish a new 5-year street maintenance plan, the contract award has also been added to the consent agenda at the January 23, 2007 meeting. Council approval of the budget amendment and LCRB approval of the contract award at the same meeting would allow the work to begin without delay. Attached for your information are the documents prepared for the January 16, 2007 meeting. The information provided explains the need for the additional funding to contract for pavement management services and begin the process for re-evaluation of the Street Maintenance Fee rates. If Council agrees with the request for additional funding at the study session, the budget amendment to provide the funding and the contract award will be on the consent agenda during the business meeting of January 23, 2007 for Council consideration. If Council does not agree with the request, the two agenda items will be removed from the consent agenda. Attachment c: Tom Coffee, Community Development Department Director I; ~~.rjy Agenda Item # SS. -Q510 o Meeting Date January 23, 2007 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title Additional Funding Request for Pavement Management Services Prepared By: A.P. ~Duenas Dept Head Okay City Mgr Okay ISSUE BEFORE THE COUNCIL Council direction will be requested on whether or not to proceed with a budget amendment to provide supplemental funding for pavement management services needed to establish a new 5-year street maintenance plan and re-evaluate the current Street Maintenance Fee rates based on that new plan. STAFF RECOMMENDATION That Council approve the request to move ahead with a budget amendment and direct staff to prepare the amendment and submit it for Council consideration at the January 23, 2007 Council meeting. KEY FACTS AND INFORMATION SUMMARY Ordinance No. 03-10 establishing the Street Maintenance Fee requires re-evaluation of the current fee rates after three full years of collections. Before the fee rates can be re-evaluated, the street condition ratings must be updated so that a new 5-year street maintenance plan can be developed based on those ratings. The budgeted amount of $30,000 in the FY 2006-07 operating budget is insufficient to provide the full range of services needed to allow for the establishment of the new 5-year street maintenance plan. The responses to the RFP (Request for Proposals) were for full services envisioned with the potential for additional services needed before the end of FY 2006-07. The $81,800 proposal by IMS included anticipated fees from Hansen for their portion of the work. The Stantec proposal of $74,043 did not include those fees, which are expected to be $5,000 or more. The two proposals are basically equivalent in cost. The two proposals have been carefully evaluated and the selection committee recommends award of a pavement management services contract on an as-required basis to IMS Infrastructure Management Services with an initial work order amount of $81,800 and subsequent work orders as needed for the remainder of the fiscal year. A supplemental amount of $70,000 is therefore requested to allow for award of that contract for the pavement management services and for any additional services that may be needed during the remainder of FY 2006-07. The re-evaluation of the Street Maintenance Fee rates must be completed during the next few months. If Council approves the request for additional funding for those services, a budget amendment will be submitted for Council consideration together with a request for Local Contract Review Board contract award to IMS, both on the consent agenda at the January 23, 2007 Council meeting. The additional funding will provide the means to update the street condition ratings, establish a new 5-year street maintenance plan, and re-evaluate the Street Maintenance Fee rates in a timely manner for incorporation into the FY 2007-08 budget formulation process. OTHER ALTERNATIVES CONSIDERED Do not submit the budget amendment to provide the supplemental funding and the contract award request. COUNCIL GOALS AND TIGARD BEYOND TOMORROW VISION STATEMENT Timely maintenance of the public street infrastructure meets the Tigard Beyond Tomorrow goal of Improve Traffic Safety. ATTACHMENT LIST Memorandum from the City Engineer to the Community Development Department Director dated January 4, 2007 explaining the need for the supplemental funding. FISCAL NOTES The FY 2006-07 Community Development Department budget includes $30,000 for pavement management services needed to update the street condition ratings, establish a new 5-year street maintenance plan, and subsequently re- evaluate the current Street Maintenance Fee charges as required by Ordinance No. 03-10. Based on the full scope of services developed in consultation with firms that provide those services, that budgeted amount needs to be supplemented with an additional $70,000 to contract for those services and to provide a contingency amount for additional services that may be required during the remainder of FY 2006-07. The additional work will be paid for by Street Maintenance Fee and Gas Tax revenues. A budget amendment to provide the additional funding is on the consent agenda for Council consideration at the January 23, 2007 meeting. i:\eng\gus\council agenda summaries\t-23-07 additional funding request for pavement management services ais.doc MEMORANDUM TO: Tom Coffee Community Development Department Director FROM: Gus Duenas City Engineer RE: Request for Additional Funding Pavement Management Services DATE: January 4, 2007 The Street Maintenance Fee was established by Ordinance 3-10 in November 2003 and collections began in April 2004. The ordinance establishing the fee requires re-evaluation of the fee after three full years of collections. This re-evaluation must be completed during the next few months. It requires updating of the street condition ratings and establishment of a new 5-year maintenance plan, which will be used to determine the new residential and non-residential charges. The decision was made a couple of years ago to convert the current Pavement Management software to the Hansen System. This would allow the Community Development staff to share information with Public Works staff already using various modules in that system. We purchased the Hansen Pavement Management Module in FY 2005-06, but were not able to activate it until the servers were upgraded to run the entire Hansen system adequately. The amount of $30,000 is included in the FY 2006-07 Capital Construction and Transportation Division budget for pavement management services via consultant to update the street condition ratings and to train staff in the use of the Pavement Management Module. During discussions with consultants in the preparation of the scope of work for the RFP (Request for Proposals), we found out that there is a lot more involved than updating of the ratings and training. The initial setup prior to the physical inspections, the data entry and conversion, the uploading of the data to Hansen, the certification of the data by Hansen, the creation of the reports needed, and any other services required after the training is completed are all necessary to ensure that the system is operational and able to be used by the City staff. Included in the overall costs are the fees that Hansen charges for their part of the process. So that the product can be complete as possible, we included digital photo acquisition in the RFP scope as part of the street rating updates to provide visual documentation of street segments. The costs for those services are significant and were not anticipated during the budget formulation for this fiscal year. The work is best performed by consultants that are fully familiar with the Hansen System and are able to closely coordinate the data preparation, conversion, and upload so that it can be certified by Hansen. We, as City staff, do not want to assume responsibility for part of the scope since we are not conversant with the process necessary to produce a fully operational system. The scope of work developed for the RFP therefore reflects the full services needed to establish the new system, to certify the data with Hansen, to ensure that the reports are the ones desired, and to fully train staff in the use of the software. There were two proposals (Stantec and IMS) submitted in response to the RFP, both from firms that have performed this type of work successfully. Both are in the range of $80,000 to $85,000 for the effort required by the scope of work. Attached are the fee schedules from each firm showing the tasks to be performed and the compensation involved. The firm with the lower fee proposal did not include the Hansen certification fees, which may be $5,000 or more. As a result, the two firms are basically equivalent in terms of fee proposal. Any services beyond the scope shown in the attachments would be at additional cost. To ensure that sufficient funding is available during FY 2006-07, I request that the budgeted amount of $30,000 be increased to $100,000 to award the contract and provide a contingency amount for any additional services that may be needed as the contract is executed. This would require an additional amount of $70,000 to supplement the budgeted amount. The current budgeted amount of $30,000 is funded from the Street Maintenance Fee revenue. So that the Street Maintenance Fee Fund is not unduly burdened by the increased cost of the pavement management services, I propose that the supplemental amount be charged to the following: Street Maintenance Fee Fund: $20,000 Gas Tax Fund: $50,000 With the supplemental amount, each fund would be charged half of the total amount of $100,000 needed for the services. I have discussed the need for this additional funding with Michelle Wareing of the Finance Department. This memorandum provides the justification she needs to begin the process for providing the supplemental amount. The consultant selection committee is in the process of evaluating the proposals and will make a selection within the next two weeks. The consultant selected and awarded the contract would be able to complete the street rating work during any period that provides several days of relatively dry weather. We would like to move ahead quickly with this work so that establishment of the new 5- year maintenance plan and the re-evaluation of the fee can be completed and the new charges incorporated into the City's budget formulation process for FY 2007-08. Attachments c: Vannie Nguyen, CIP Manager Marco Cabanillas, Project Engineer I: teng%gusVnemorandumsladditional funding for pavement management services.doc 4.0 COMPENSATION 4.1 FEE BASIS AND DELIVERABLES The fee schedule presented herein is based on the IMS work plan and deliverables. A summary of the deliverables is as follows: Task 1.0 - Project Initiation A technical memorandum outlining the approved project scope, deliverables and schedule. A technical memorandum defining the limits of the survey program and QA/QC procedures. A street inventory containing all existing streets to be surveyed plus identification of the location of new streets to be added to the surveys and database(s). One site meeting is planned for the project kick off meeting and confirming the scope of work. Task 2.0 - Field Surveys A technical memorandum documenting the results of the project calibrations. Pavement surface distress data collection of 145 centerline miles of roadway. IMS will two pass test all roadways greater than 3 lanes bringing the adjusted mileage to 180 test miles. Updating the streets inventory and sectional attributes, including ownership. Collection of GPS and digital image data. The following project meetings are planned: 2 - meetings with the RST crew chief, one prior to the surveys and one at the completion of the surveys to review the data collection coverage. Task 3.0 - Data Management System configuration of the Hansen V8 PMS. Pavement condition data loaded into the City's software application. Exceptions reports for inventory, length and attributes. Digital images, and GIS linkage data as ordered. Software training for users of the Hansen application. Report & Analysis. The following project meetings are planned: 2 - trip for software training meetings. 'I i. i ' AK.Ah mom Tignrd 2006 page 27 4.2 SERVICES TO BE PROVIDED BY THE CITY In accordance with the RFP, the IMS work plan and fee schedule are based on the City providing the following information and services: • Provision of GIS topology covering the survey area. • Participation in the review of traffic volumes, unit rates and strategies. • Access to the client sites and Hansen applications for implementation and loading. • Provision of street width information if required. • Participation in the software training FEE SCHEDULE The project will be completed using a combination of unit rate and lump sum based activities. Activities than can be physically measured - such as miles of road surveyed, will be completed on a unit rate basis. This will ensure each agency is only charged for the actual miles surveyed and approved. The spreadsheet presented on the following page is based on the IMS work plan and deliverables. It represents a realistic budget to complete the work, and we are confident we can maintain an on-time, on-budget approach to the assignment. Task Activity Quant Units Unit Rate Total A. Data Acquisition Project Initiation 1 LS $2,500.00 $2,500.00 Network Referencing 180 MI $10.00 $1,800.00 Distress Protocols 1 LS $1,500.00 $1,500.00 Mobilization 1 LS $2,500.00 $2,500.00 Pavement Data Collection 180 MI $100.00 $18,000.00 B. Digital Photo Acquisition Digital Images 180 MI $12.00 $2,160.00 C. Data Evaluation Data QA/QC, Format, and Processing 180 MI $20.00 $3,600.00 GIS Linkage 180 MI $18.00 $3,240.00 D. Data Entry IMS to Hansen Segment Based Condition Data Entry 8 Da $1,500.00 $12,000.00 PMS Data Conversion Certification 3 Da $1,500.00 $4,500.00 E. System Configuration System PMS Configuration 10 Da $1,500.00 $15,000.00 F. Detailed Final Report Report & Analysis Development 8 Da $1,500.00 $12,000.00 G. Staff Training On-site Training for Hansen PMS 5 Da $1,500.00 $7,500.00 Eskel Porter Out Of Pocket Expenses (Billed As Incurred) 1 LS $5,000.00 $5,000.00 I F Project Total: $81,800.00 The bud, et proposed is a not-to-e.weed f ee schedule that includes direct expenses front Eskel Porter and IMS. The MIS direct expenses are built into the proposed fees and Eskel Porter direct expenses are listed at the bottont of the fee schedule. it I I ~RAli and 20pF page 28 i ~ RFP FOR THE CITY OF TIGARD 4 PAVEMENT DATA COLLECTION AND EVALUATION SERVICES 4 OCTOBER 27, 2006 _ 1 WORK PLAN TASKS I Task 1: Project Initiation 1 To review the City's goals and objectives, and develop an implementation plan I for the Hansen Street and Pavement Management Modules ■ Attend project initiation meeting at the City 1 Finalize contract, develop work plan, including scope of work, budget, schedule, deliverables, and quality control/quality assurance issues I ■ Finalize the data collection requirements in terms of distress types and I summarization of results 1 Schedule for the various tasks involved in the implementation ■ Information/data to be provided by the City 1 ■ Availability of City staff to finalize the data collection requirements ■ Proiect implementation plan 1 I Task 2: Pavement Data Collection and System Data Gathering I To assemble all required data elements for proper implementation of the Hansen I Street and Pavement Management Modules I ■ Review available City data sources ■ "Gap Analysis" on data sources and recommendations for further data collection needs or standardize interim default values ■ GIS linkage to road segmentation I Surface Distress, Roughness, and optional ROW digital Image data collection I Availability of existing GIS centerline with linkage to Hansen Street Database ■ Availability of other required data elements, including: road functional I classifications, traffic (AADT values), geometric information, pavement structure, maintenance/rehabilitation alternatives, and unit rates I Identify other rims data sources Upload files for the Hansen system OBS SC and OBS IRI t I ' Page 17 Stantec RFP FOR THE CITY OF TIGARD PAVEMENT DATA COLLECTION AND EVALUATION SERVICES OCTOBER 27, 2006 . Task 3: System Configuration I- . . _ To develop decision trees, identify suitable deterioration models, and Hansen s stem setups that will provide realistic Pavement Management system outputs ■ Develop pavement deterioration models based on pavement type, structural composition, and anticipated and predicted traffic considerations ■ Consult with City on maintenance and rehabilitation strategies, including types, unit rates, timing, benefits, and life expectancy ■ Definition of levels of service for various road classes ■ Develop Rehabilitation Decision Trees ■ Establish various budget scenarios ■ Availability of staff for meetings ■ City staff to provide input and acceptance of system configuration Fully configured Pavement Management system ready to accept and analyze pavement condition data Task 4: Hansen Upload . . _ To upload all pavement source data including pavement condition and street se ment attribute data collected during Task 2 ■ Obtain copy of City's Hansen database ■ Document conversion methodology and receive certification form Hansen ■ Create required SQL scripts to populate the collected data into the Hansen Database ■ Run scripts against a "test" database at client site and verify results ■ Final data conversion to production database ■ Copy of the City's Hansen database ■ Hansen certification of upload process ■ Successful upload of data . Hansen database fully populated with pavement condition and other data sources collected during this project Page 18 Rantec I RFP FOR THE CITY OF TIGARD PAVEMENT DATA COLLECTION AND EVALUATION SERVICES rA,' OCTOBER 27, 2006 rllFga Task 5: Staff Training I To ensure that the City is self-sufficient in running and maintaining the Hansen software City staff understand the concepts and results of the Hansen outputs in order to I generate programs and present the information to other City staff and Council ■ 2-day on-site Hansen training and system review session with selected City I staff I ■ 2-day on-site Pavement Condition training with selected City staff I • Availability of staff for training I Errors in core Hansen software functionality Fully trained and self-sufficient staff equipped to maintain the Hansen system 1 I Task 6: Final Report 1 ' To provide the City with a document that identifies the current and predicted future pavement conditions, outlines the City's rehabilitation needs and programs, and summarizes budgetary impacts on the City's road network performance over a 10- ear period ■ Modifications to system configuration if required ■ Consult with City to determine report format and deliverables • Assemble and document all Hansen analyses ■ Review and finalize report with the City ■ Third party reporting software (i.e. Crystal Reports) available for use at and by the City • City staff availability to review and "sign-off" on report - Comprehensive report on the Hansen implementation and findings (2 copies Page 19 Stantec I RFP FOR THE CITY OF TIGARD I' PAVEMENT DATA COLLECTION AND EVALUATION SERVICES q OCTOBER 27, 2006 i COMPENSATION The following table outlines our fees to provide the services as defined in our proposal and do not include any applicable Federal, State, and Local taxes. Note: The fees do not include any Hansen Certification Fees if required. Any such fees will be negotiated with Hansen based on the current status and requirements of the Hansen system at the time of upload. It is recommended that the City participate in any such negotiations to limit the potential costs back to the City. Estimated Hours Estimated Not to Services Description PM Advisor Engineer Analyst Survey Admin Total Hours Expenses Exceed Fee A Data Aquisition 37.5 15 24, 150 3 229.5 $5,000 $23,303 B Optional Digital Photo Aquisition 4 3 24 30 61 $1,500 $6,219 C Data Evaluation 4 32, 36 $500 $3,564 D Data Entry/Upload"' 37.5 37.5 24 99 $2,000 $12,208 E System Configuration 67.5 8 75.5 $2,000 $10,505 F Final Report 37.5 12 49.5 $500 $5,957 G Staff Training 37.5 37.5 75 $4,000 $12,288 Sub Total 625.5 $15,500 $74,043 Does not include Hansen Certification Fee if required Grand Total $74,043 Rate Table - $ /Hour Project Manager $126 Senior Advisor $126 Project Engineer $95 Data Analyst $80 Survey Technician $67 Administration $61 Page 20 Stantec AGENDA ITEM NO.2 - CITIZEN COMMUNICATION DATE: January 23, 2007 (Limited to 2 minutes or less, please) 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. This is a City of Tigandpublic meeting ~ , subject to the State of Oregon's public meeting and records laws. All written and oral testimony becomes part of the public record. The names and addresses of persons who attend or participate in City of Tigard public meetings will be included in the meeting minutes, which is a public record. NAME, ADDRESS & PHONE TOPIC STAFF Please Print CONTACTED Name:GRKq F fZr 65`►-' QF_ Gi tit ►`~c~! (Z- 9-pc V-- Also, please spell your name as it sounds, if it will help the presiding officer pronounce: Address I x -7 tJJ R&-tr City & P , ~ State Zip 912-o9 Phone No. y~ ~o G O ZSA Name• -~I L~o ~i~ry Also, please spell your name as it sounds, if it will help the presiding officer pronounce: Address h c 6 cr,~~ L-P t- City 16s19 279 State Cam-- Zip 31 Phone No. Name: Also, please spell your name as it sounds, if it will help the presiding officer pronounce: Address City State Zip Phone No. CITIZEN COMMUNICATION 1~ Agenda Item # C OA Meeting Date January 23, 2007 CITY CENTER DEVELOPMENT AGENCY AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title Shall the current citizen members of the City of Tigard Budget Committee be appointed to serve on the Budget Committee of the City Center Development Agency? Prepared By: Robert Sesnon Dept Head Approval: /x41 City Mgr Approval: ISSUE BEFORE THE CITY CENTER DEVELOPMENT AGENCY In order to comply with Oregon state budget law, the City Center Development Agency must appoint an equal number of citizens to board members to serve on its budget committee. The CCDA previously indicated its desire to appoint the current members of the City of Tigard Budget Committee to also serve on the Development Agency's Budget Committee. STAFF RECOMMENDATION Staff recommends that the current members of the City of Tigard Budget Committee be appointed to serve on the Budget Committee of the Tigard City Center Development Agency, concurrently with their terms on the City Budget Committee. The current members and terms are as follows: Original Appointment Term Expires Mark Haldeman April 2004 December 2007 Rick Parker July 2005 December 2008 Katie Schwab July 2004 December 2007 Jason Snider May 2005 December 2009 Dena Struck January 2007 December 2009 Cameron James (Alternate) January 2007 December 2007 KEY FACTS AND INFORMATION SUMMARY In accordance with Oregon state budget law, each government entity must form a budget committee composed of an equal number of citizens to board members. With the approval by Tigard voters of the urban renewal district in June 2006 the City Center Development Agency must also form a budget committee. The CCDA previously indicated its desire to appoint the current members of the City of Tigard Budget Committee to also serve on the Development Agency's Budget Committee. OTHER ALTERNATIVES CONSIDERED The City Center Development Agency may recruit and appoint other citizen members to the Budget Committee. CITY COUNCIL GOALS City will maximize the effectiveness of the volunteer spirit to accomplish the greatest good for our community. ATTACHMENT LIST None. FISCAL NOTES None. l%ig20UnetpubUig20Xw rootVortnsVOnn docstcoda agenda Rom summary sheet 07.doc Agenda Item # Meeting Date January 23, 2007 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title Appointments to the Planning Commission Prepared By: T. Coffee Dept Head Approval: City Mgr Approval: ISSUE BEFORE THE COUNCIL Should Council appoint Jeremy Vermilyea, Tom Anderson, and Margaret Doherty to the Planning Commission? STAFF RECOMMENDATION Staff recommends appointing Jeremy Vermilyea, Tom Anderson, and Margaret Doherty to the Planning Commission. KEY FACTS AND INFORMATION SUMMARY Jeremy Vermilyea was filling an unexpired term on the Planning Commission which expired December 31, 2006. He has applied for reappointment to a 4-year term which would expire December 31, 2010. Commissioner Gretchen Buchner was elected to Council. She leaves an unexpired term on the Planning Commission which expires December 31, 2009. Commissioner Patrick Harbison resigned from the Planning Commission effective December 31, 2006. He was filling an unexpired term which expired on the same date. Tom Anderson and Margaret Doherty applied for Planning Commission seats. They were interviewed by the Mayor's Appointment Advisory Commission and were recommended to fill current vacancies on the Planning Commission. OTHER ALTERNATIVES CONSIDERED None COUNCIL GOALS AND TIGARD BEYOND TOMORROW VISION STATEMENT Visioning Goal #1 - The City will maximize the effectiveness of the volunteer spirit to accomplish the greatest good for our community. ATTACHMENT LIST Attachment 1: Proposed resolution appointing Jeremy Vermilyea, Tom Anderson, and Margaret Doherty as Planning Commissioners. Attachment 2: Biographical Information FISCAL NOTES N/A Agenda Item # • -k a Meeting Date January 23; 2006 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title Agreement with the Oregon Department of Transportation for a Traffic Signal Interconnection Upg ade project on Boones Ferry Road at Sequoia Parkway Prepared By: Vannie Nguyen kh/ Dept Head Approval: City Mgr Approval: C14~ ISSUE BEFORE THE COUNCIL Should Council approve an agreement with the Oregon Department of Transportation (ODOT) for a traffic signal interconnection upgrade project on Booties Ferry Road at Sequoia Parkway? STAFF RECOMMENDATION Staff recommends that Council, by motion, approve an agreement with ODOT for a traffic signal interconnection upgrade project on Boones Ferry Road at Sequoia Parkway and authorize the City Manager to sign the agreement. KEY FACTS AND INFORMATION SUMMARY • The project is initiated by ODOT and conducted in partnership with the City of Tigard and Portland & Western (P&W) Railroad as part of the federally-funded Highway-Railroad Crossing Program. • In June 2006, ODOT, P&W Railroad, Washington County, and City staff reviewed the railroad crossing site on Boones Ferry Road west of Sequoia Parkway. As a result of the site investigation, all parties agreed to propose safety improvements to the crossing to enhance the safety, convenience and general welfare of the public. • Improvements to the crossing include upgrading the existing train detection equipment circuitry, reprogramming the traffic signal controller at the Boones Ferry Road/Sequoia Parkway intersection, and interconnecting the traffic signal with the crossing. The upgraded crossing and traffic signal systems will operate such that when an approaching train is detected, the pedestrian and traffic signals will be preempted to provide an appropriate interval for vehicular and pedestrian traffic to clear the tracks before the train enters the crossing. • An agreement has been prepared by ODOT outlining the terms and conditions that are mutually agreeable to the contracting parties, which include the City of Tigard and the State of Oregon, acting by and through ODOT. In accordance with the agreement, the City will agree to perform all field surveys, preliminary engineering and final design required to produce construction plans, specifications and cost estimate for reprogramming the traffic signal and interconnecting the signal to the crossing. The City will also provide construction, construction inspection and construction management services for the project, which are estimated to cost $20,000. The amount will be fully reimbursed by ODOT upon completion of the project. • P&W Railroad will perform all necessary work to upgrade the existing train detection equipment circuitry at the Boones Ferry Road grade crossing and interconnect it with the 72"d Avenue grade crossing. Work performed by the railroad will also be reimbursed by ODOT. OTHER ALTERNATIVES CONSIDERED None COUNCIL GOALS AND TIGARD BEYOND TOMORROW VISION STATEMENT This project meets the Tigard Beyond Tomorrow Transportation and Traffic goal of "Improve Traffic Safety". ATTACHMENT LIST Project Location Map FISCAL NOTES The amount of $20,000 has been proposed for the FY 2007-08 CIP. This amount should be adequate to complete the work specified in the agreement. The $20,000 will be fully reimbursed by ODOT upon completion of the project. Upon City Council approval of the agreement and the budget and after ODOT has issued a Notice to Proceed, staff plans to begin the project in late summer of this year. i:\eng\2007-2008 ty cip\upper boones ferry traffic signal Interconnection upgrade\1-23-07 iga with odot ais.doc INTERCONNECTION UPGRADE ON PARKWAY BOONSIGNAL AT SEQUOIA P ES FERRY ROAD UPPER TRAFFIC ABLE LN PRO ECT LOCATION Q Q w J v 0 11~0 p~ VICINITY MAP NTS Q~ ~Q Agenda Item # 3 'y. 6 Meeting Date January 23, 2006 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title Contract Award for Design Services for the 72"d Avenue /Dartmouth Street Intersection project Prepared By: Vannie Nguyen Vp7 V Dept H pproval: City Mgr App , ea A royal: ISSUE BEFORE THE COUNCIL Should Council, acting as the Local Contract Review Board, approve a contract award to W&H Pacific Corporation to perform design services for the 72"d Avenue/Dartmouth Street Intersection project? STAFF RECOMMENDATION Staff recommends that the Local Contract Review Board, by motion, approve a contract to W&H Pacific Corporation to perform design services for the 72"d Avenue/Dartmouth Street Intersection project in the amount of $220,154.62. Staff further recommends authorization of an additional amount of $22,000 to be reserved as a contingency for the project and applied as needed as the project progresses towards completion. The total amount committed to the project is therefore $242,154.62. KEY FACTS AND INFORMATION SUMMARY • In March 2006, staff prepared a Request for Proposal to qualify engineering firms for survey, engineering design and construction management services on an as-needed basis. • On April 25, 2006, Council approved three contract awards to the following Civil Engineering firms: Century West Engineering Corporation, Group MacKenzie, Inc. and W&H Pacific, Inc. Council also authorized the City Manager to execute design contracts with the firms for projects up to and including $50,000. Projects exceeding that amount will be submitted for LCRB approval. • Group MacKenzie and W&H Pacific have been authorized to perform work for various projects including Tigard Triangle Local Reimbursement District, Derry Dell Creek Geological Slope Evaluation, Ash Avenue Extension, 97 h Ave and 100'' Ave Sanitary Sewer Reimbursement Districts. • The design for the 72"dAve/Dartmouth Street Intersection project is included in the FY 2006-07 CIP. Upon completion of the design, the final plans will be used during the Development Review process requiring developers to construct the improvements to meet land use approval conditions. • Staff requested a proposal from W&H Pacific for design services on the subject project and has reviewed the proposal to ensure completeness of the scope of services and adequacy of the fees proposed. The amount of $220,154.62 submitted by the consultant includes topographic survey, traffic study, wetland permitting, preliminary design, and final design. • Staff also requested the consultant to submit a fee proposal for bid assistance, construction survey and as-built plan preparation to provide the City an opportunity to expand the scope of services if the City chooses to proceed with the construction. These tasks amount to $39,503.88, which could be used to issue a separate work order with the consultant without further negotiations. The contract amount of $242,154.62 requested for Council approval does not include this fee. • The FY2006-07 CIP identifies a culvert enhancement project located on 72nd Ave, approximately 100 feet south of the intersection. Enhancement of existing culverts is one of the action plans identified in the Healthy Streams Plan prepared by Clean Water Services (CWS) to improve water quality, water quantity management and aquatic species habitat. This project is developed in partnership with CWS utilizing the Water Quality/Quantity Fund for design and construction. • Due to close proximity of the existing culvert, staff has included the design for the culvert in the 72nd Ave/Dartmouth Intersection project to minimize the cost of project design and management. The design fee for the culvert enhancement project is $6,644.50, which is included in the total cost of $242,154.62. OTHER ALTERNATIVES CONSIDERED None COUNCIL GOALS AND rTIGARD BEYOND TOMORROW VISION STATEMENT The 72nd Ave/Dartmouth Intersection project meets the Tigard Beyond Tomorrow Transportation and Traffic goal of "Improve Traffic Safety". Signalization of the intersection improves the orderly movement of traffic and therefore enhances the safety of pedestrians and motorists. Upgrading the culvert on 72nd Avenue meets the Tigard Beyond Tomorrow Urban & Public Services goal of "Stormwater runoff is effectively managed". ATTACHMENT LIST Project Location Map FISCAL NOTES The amount of $300,000 is available in the FY 2006-07 CIP Traffic Impact Fee Fund for the 72nd Ave/Dartmouth Street Intersection Signalization. The amount of $100,000 is available in the Water Quality/ Quantity Fund for the 72nd Avenue Culvert Enhancement project. These amounts are sufficient to award the design contract of $220,154.62 to W&H Pacific. These funds are also sufficient to allow the additional amount of $22,000 to be set aside as contingency funds for both projects. is\eng\2006-2007 ty cip\72nd eve-0arhnouth st intersection imp\coundh1-23.07 w&h pacific contract award ais.ooc DARTMOUTH ST 72ND AV E 8c SIGN ADZAT ION 1 NT ERS E~TioN TLA BA YL OR S > > N ~ N r` fem.. JECT LOCATION CLIN TON S ST DA1?71VoU;,1-1 ~ Q T = ELMHURST rn HERMOSO WAY FRA KLIN ST BEVELAND S VICINITY MAP NTS Agenda Item # G Meeting Date January 23, 2007 LOCAL CONTRACT REVIEW BOARD AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title A rove the Purchase of a 4x4 Backhoe Loader Prepared By: Dennis Koellermeier Dept Head Approval City Mgr Approval: t/y IssUE BEFORE THE LocAL CoNTRAcr REviEw BOARD Shall the Local Contract Review Board approve the purchase of a 4x4 backhoe loader from The Halton Company utilizing the State of Oregon contract and authorize the City Manager to sign for the purchase? STAFF RWOMMENDATION ' Staff recommends that the Local Contract Review Board approve the purchase of the 4x4 backhoe loader from The Halton Company utilizing the State of Oregon contract and authorize the City Manager to sign for the purchase. KEY FACTS AND INFORMATION SumwARY The City's Water Division needs to replace its current backhoe which was purchased in January of 1996 and is a fully depreciated asset. Staff identified the features and specifications needed in a new backhoe and determined the Caterpillar 430E IT best meets the City's requirements. Features of this equipment include: • 4 -wheel drive with extendable boom • Additional hydraulics to run a compactor or hammer • Maximum counterweights • 1.25 cubic yard bucket • Street stabilizers The State of Oregon currently has a contract with The Halton Company for the Caterpillar backhoe. Through its membership in the Oregon Cooperative Purchasing Program, the City is eligible to purchase the backhoe through the State's contract with The Halton Company. Purchasing through State contract assures the City will receive a competitive price and this process also reduces the amount of staff time spent on the purchase. OTHER ALTERNATIVES CONSIDERED The Local Contract Review Board could chose not to approve the State contract purchase of the backhoe from The Halton Company and could direct staff on how to proceed with the backhoe purchase. COUNcm GOALS AND TiGARD BEYOND TOMORROW VISION STATEMENT None. ATTACI IlvI NT LIST None. FISCAL NOTES The cost of the backhoe through State of Oregon contract is just over $112,000. There is $120,000 budgeted in the current FY '06/ '07 Water Fund for this purchase. Agenda Item # 3 7. Meeting Date January 23, 2006 LOCAL CONTRACT REVIEW BOARD AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title Award of contract for a Geographic Information System (GIS) needs assessment and implementation plan. Prepared By: Joe Barrett Dept Head Approval: Atli City Mgr Approval: ISSUE BEFORE THE LOCAL CONTRACT REVIEW BOARD Shall the Local Contract Review Board approve the award of a contract for services related to a Geographic Information System (GIS) needs assessment to Tetra Tech/KCM? STAFF RECOMMENDATION Staff recommends that the Local Contract Review Board approve the award of a contract for services related to a GIS needs assessment to Tetra Tech/KCM and authorize staff to take the necessary steps to execute the agreement. KEY FACTS AND INFORMATION SUMMARY Work on the City's new GIS system has been underway for several months now and it is anticipated that the project will be completed within the next 24 months. To date, a GIS Strategic Plan has been completed as well as the first phase of the crime mapping pilot project. The next critical step is the completion of a comprensive needs assessment that will fully identify all data elements to be collected and a clear articulation of the specific outcomes to be achieved. On November 06, 2006 staff issued a Request for Proposals to qualified firms for the development of a GIS needs assessment and implementation plan. This solicitation was open to the 13 firms that had been prequalified through a formal Request for Qualifications that was issued in May of 2006. Of the prequalified firms, the City received proposals from six. The proposals were reviewed and scored by staff on the following criteria: • Project Understanding, • Proposed Project Plan, • Cost Proposal, • Proposed Project Schedule, and • Project Team Member Qualifications. After the review and scoring was completed, Tetra Tech/KCM has been determined by staff to have the proposal that best meets the City's needs and is staffs recommendation to received the contract to conduct the City's GIS needs assessment and develop an implementation plan. OTHER ALTERNATIVES CONSIDERED As mentioned above, proposals from five other firms were reviewed and considered COUNCIL GOALS AND T'IGARD BEYOND TOMORROW VISION STATEMENT The GIS system will provide tools to be used by staff in support of several of the City Council goals, including the revision of the City of Tigard comprehensive plan, implementation of the downtown plan, and improvements to the 99W corridor. ATTACHMENT LIST None. FISCAL NOTES The estimated total for the contract is $76,000. The contract will be will be funded through cost savings in multiple funds including, but not limited to, the City's Stormwater, Sanitary Sewer, and Water funds. i:WCmicathyUOnnst2006VCrb agenda dem summary sheet 06 - june revision.doc Agenda Item # 3 • L~. e- Meeting Date January 23, 2006 LOCAL CONTRACT REVIEW BOARD AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title Award of contract for monthl Ci sca e newsletter printing services. Prepared By: Joe Barrett Dept Head Approval: ~(,,K,4 City Mgr Approval: ISSUE BEFORE THE LOCAL CONTRACT REVIEW BOARD Shall the Local Contract Review Board approve the award of a contract for services related to the printing and mailing of the City's monthly Ci sc e newsletter to Precision Graphics? STAFF RECOMMENDATION Staff recommends that the Local Contract Review Board approve the award of a contract for services related to the printing and mailing of the City's monthly Ci sc e newsletter to Precision Graphics and authorize staff to take the necessary steps to execute the agreement. KEY FACTS AND INFORMATION SUMMARY As a vital communication tool for its citizens, the City issues a monthly newsletter, Ci sca e, which is mailed to all homes and businesses in the City. Ci sc e includes information on timely topics such as elections or City- sponsored events, the "Mayor's Corner" message from the Mayor, volunteer opportunities, and the "Shelf Life" page on Library events. In November of 2006, staff issued a Request for Proposals seeking a contractor to provide services relating to the printing and mailing of Ci sca e. The City directly mailed the solicitation to five printers as well as advertising in newsprint and posting on the City's website. Proposals were due on December 7, 2006 and the City received one valid proposal from Precision Graphics, the City's current Ci sc e ri pnter. A proposal evaluation committee found the proposal to be attractive to the City based upon a review of the firm's qualifications, project understanding & approach, ability to meet deadlines, and proposed fee. Based on the strength of their proposal, the evaluation committee recommends the contract be awarded to Precision Graphic. OTHER ALTERNATIVES CONSIDERED None. COUNCIL GOALS AND TIGARD BEYOND TOMORROW VISION STATEMENT None. ATTACHMENT LIST None. FISCAL NOTES The estimated total over the life of the contract, if the contract extends the possible five years, is $350,000. The service is annually included in City Administration's budget. The contract does not commit the City to five more years of printing Ci sc e, that decision is made annually through the budget process. Agenda Item # 3 , 4 f Meeting Date January 23, 2007 LOCAL CONTRACT REVIEW BOARD AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title Contract Award for Pavement Management Services Prepared By: A.P. enas Dept Head Okay ~L City Mgr Okay. ISSUE BEFORE THE LOCAL CONTRACT REVIEW BOARD Should the Local Contract Review Board award a contract to IMS Infrastructure Management Services for pavement management services on an as-required basis, and approve an initial work order for $81,800? STAFF RECOMMENDATION That the LCRB approve, by motion, a contract award to IMS Infrastructure Management Services for pavement management services on an as-required basis with an initial contract work order authorized in the amount of $81,800. The contract will be for a term of two years with option to renew for two additional one-year terms renewable one term at a time upon mutual agreement. Staff also recommends that the City Manager be authorized to execute work orders with the firm for additional services up to and including $50,000. Any work orders exceeding $50,000 will be submitted for approval by the LCRB prior to commencement of work. KEY FACTS AND INFORMATION SUMMARY Ordinance No. 03-10 passed in November 2003 established the Street Maintenance Fee and required re-evaluation of the fee after three full years of collections. This re-evaluation must be completed during the next few months. It requires updating of the street condition ratings and establishment of a new 5-year street maintenance plan, which will be used to determine the new residential and non-residential fee rates. The City will use the Hansen System Pavement Management software in the update of the street condition ratings. This will allow the Community Development Department staff to share information with Public Works staff already using various modules in the Hansen System. The pavement data collection, evaluation, entry and conversion, uploading to Hansen for certification, and training of City staff is best performed by consultant firms that are experienced in this work. These firms must have the appropriate equipment to perform the street ratings swiftly, must be able to obtain Hansen certification in a timely manner, must develop the reports needed to establish a new 5-year maintenance plan, and must have experienced staff available to fully train City staff in the use of the software. The City sought the services of consultant firms through a Request for Proposals (RFP) to provide a full range of pavement management services on an as-required basis. These services include the following: • Data Acquisition • Digital Photo Acquisition • Data Evaluation • Data Entry, Conversion and Certification • System Configuration and Development of Reports • Detailed Final Report (Identification of the high-priority projects for the next five years and an assessment of the annual costs and potential street segments to be considered for the subsequent five years). • Staff Training The City received proposals from two firms on October 27, 2006 in response to an October 10, 2006 RFP. Both firms have provided pavement management services to other jurisdictions and are well-qualified to provide the full range of services requested. A selection committee consisting of representatives from the Community Development Department and the Information Technology Division evaluated each proposal and selected IMS Infrastructure Management Services as the firm best suited to provide the services requested. This firm possesses the resources needed to provide the required services and was selected based on firm qualifications, personnel qualifications, knowledge of local conditions, fee evaluation, and excellent performance based on reference checks. OTHER ALTERNATIVES CONSIDERED Do not award the contract for pavement management services. COUNCIL GOALS AND TrIGARD BEYOND TOMORROW VISION STATEMENT Timely maintenance of the public street infrastructure meets the Tigard Beyond Tomorrow goal of Improve Traffic Safety. ATTACHMENT LIST Memorandum dated January 4, 2007 from the City Engineer to the Community Development Department Director explaining the need for additional funding to contract for pavement management services needed in the re-evaluation of the Street Maintenance Fee. FISCAL NOTES The FY 2006-07 Community Development Department budget includes $30,000 for pavement management services needed to update the street condition ratings, establish a new 5-year street maintenance plan, and subsequently re- evaluate the current Street Maintenance Fee rates as required by Ordinance No. 03-10. Based on the full scope of services developed in consultation with firms that provide those services, that budgeted amount needs to be supplemented with an additional $70,000 to contract for those services and to provide a contingency amount for additional services that may be required during the remainder of FY 2006-07. The additional funding will be from Street Maintenance Fee and Gas Tax revenues. The discussion of the additional funding needed for pavement management services was originally scheduled for discussion with Council at its workshop meeting on January 16, 2007, which was cancelled because of inclement weather and icy conditions. That discussion has been rescheduled for the study session on the January 23, 2007 meeting. A budget amendment to provide the funding for the contract award and for additional services that may be needed during the remainder of FY 2006-07 has been submitted as part of the consent agenda for the meeting on January 23, 2007. This contract award is likewise submitted as part of the consent agenda at the same meeting. If Council agrees with the request for additional funding, the two items will remain on the consent agenda for Council consideration. If Council does not agree with the request, the two agenda items (budget amendment and contract award) will be removed from the consent agenda. i:tengVWcouncil agenda summariest01-23-07 contract award for pavement management services ais.doc MEMORANDUM TIGARD, TO: Tom Coffee Community Development Department Director FROM: Gus Duenas City Engineer RE: Request for Additional Funding Pavement Management Services DATE: January 4, 2007 The Street Maintenance Fee was established by Ordinance 3-10 in November 2003 and collections began in April 2004. The ordinance establishing the fee requires re-evaluation of the fee after three full years of collections. This re-evaluation must be completed during the next few months. It requires updating of the street condition ratings and establishment of a new 5-year maintenance plan, which will be used to determine the new residential and, non-residential charges. The decision was made a couple of years ago to convert the current Pavement Management software to the Hansen System. This would allow the Community Development staff to share information with Public Works staff already using various modules in that system. We purchased the Hansen Pavement Management Module in FY 2005-06, but were not able to activate it until the servers were upgraded to run the entire Hansen system adequately. The amount of $30,000 is included in the FY 2006-07 Capital Construction and Transportation Division budget for pavement management services via consultant to update the street condition ratings and to train staff in the use of the Pavement Management Module. During discussions with consultants in the preparation of the scope of work for the RFP (Request for Proposals), we found out that there is a lot more involved than updating of the ratings and training. The initial setup prior to the physical inspections, the data entry and conversion, the uploading of the data to Hansen, the certification of the data by Hansen, the creation of the reports needed, and any other services required after the training is completed are all necessary to ensure that the system is operational and able to be used by the City staff. Included in the overall costs are the fees that Hansen charges for their part of the process. So that the product can be complete as possible, we included digital photo acquisition in the RFP scope as part of the street rating updates to provide visual documentation of street segments. The costs for those services are significant and were not anticipated during the budget formulation for this fiscal year. The work is best performed by consultants that are fully familiar with the Hansen System and are able to closely coordinate the data preparation, conversion, and upload so that it can be certified by Hansen. We, as City staff, do not want to assume responsibility for part of the scope since we are not conversant with the process necessary to produce a fully operational system. The scope of work developed for the RFP therefore reflects the full services needed to establish the new system, to certify the data with Hansen, to ensure that the reports are the ones desired, and to fully train staff in the use of the software. There were two proposals (Stantec and IMS) submitted in response to the RFP, both from firms that have performed this type of work successfully. Both are in the range of $80,000 to $85,000 for the effort required by the scope of work. Attached are the fee schedules from each firm showing the tasks to be performed and the compensation involved. The firm with the lower fee proposal did not include the Hansen certification fees, which may be $5,000 or more. As a result, the two firms are basically equivalent in terms of fee proposal. Any services beyond the scope shown in the attachments would be at additional cost. To ensure that sufficient funding is available during FY 2006-07, I request that the budgeted amount of $30,000 be increased to $100,000 to award the contract and provide a contingency amount for any additional services that may be needed as the contract is executed. This would require an additional amount of $70,000 to supplement the budgeted amount. The current budgeted amount of $30,000 is funded from the Street Maintenance Fee revenue. So that the Street Maintenance Fee Fund is not unduly burdened by the increased cost of the pavement management services, I propose that the supplemental amount be charged to the following: Street Maintenance Fee Fund: $20,000 Gas Tax Fund: $50,000 With the supplemental amount, each fund would be charged half of the total amount of $100,000 needed for the services. I have discussed the need for this additional funding with Michelle Wareing of the Finance Department. This memorandum provides the justification she needs to begin the process for providing the supplemental amount. The consultant selection committee is in the process of evaluating the proposals and will make a selection within the next two weeks. The consultant selected and awarded the contract would be able to complete the street rating work during any period that provides several days of relatively dry weather. We would like to move ahead quickly with this work so that establishment of the new 5- year maintenance plan and the re-evaluation of the fee can be completed and the new charges incorporated into the City's budget formulation process for FY 2007-08. Attachments c: Vannie Nguyen, CIP Manager Marco Cabanillas, Project Engineer i:tengtguMmemoandurnMadditional funding for pavement management services.doc 4.0 COMPENSATION 4.1 FEE BASIS AND DELIVERABLES The fee schedule presented herein is based on the IMS work plan and deliverables. A summary of the deliverables is as follows: Task 1.0 - Project Initiation A technical memorandum outlining the approved project scope, deliverables and schedule. A technical memorandum defining the limits of the survey program and QA/QC procedures. A street inventory containing all existing streets to be surveyed plus identification of the location of new streets to be added to the surveys and database(s). One site meeting is planned for the project kick off meeting and confirming the scope of work. Task 2.0 - Field Surveys A technical memorandum documenting the results of the project calibrations. Pavement surface distress data collection of 145 centerline miles of roadway. IMS will two pass test all roadways greater than 3 lanes bringing the adjusted mileage to 180 test miles. Updating the streets inventory and sectional attributes, including ownership. Collection of GPS and digital image data. The following project meetings are planned: 2 - meetings with the RST crew chief, one prior to the surveys and one at the completion of the surveys to review the data collection coverage. Task 3.0 - Data Management System configuration of the Hansen V8 PMS. Pavement condition data loaded into the City's software application. Exceptions reports for inventory, length and attributes. Digital images, and GIS linkage data as ordered. Software training for users of the Hansen application. Report & Analysis. The following project meetings are planned: 2 - trip for software training meetings. I I 'A w' Tigar,( 2006 page 27 4.2 SERVICES TO BE PROVIDED BY THE CITY In accordance with the RFP, the IMS work plan and fee schedule are based on the City providing the following information and services: • Provision of GIS topology covering the survey area. • Participation in the review of traffic volumes, unit rates and strategies. • Access to the client sites and Hansen applications for implementation and loading. • Provision of street width information if required. • Participation in the software training FEE SCHEDULE The project will be completed using a combination of unit rate and lump sum based activities. Activities than can be physically measured - such as miles of road surveyed, will be completed on a unit rate basis. This will ensure each agency is only charged for the actual miles surveyed and approved. The spreadsheet presented on the following page is based on the IMS work plan and deliverables. It represents a realistic budget to complete the work, and we are confident we can maintain an on-time, on-budget approach to the assignment. Task Activity Quant Units Unit Rate Total A. Data Acquisition Project Initiation 1 LS $2,500.00 $2,500.00 Network Referencing 180 MI $10.00 $1,800.00 Distress Protocols 1 LS $1,500.00 $1,500.00 Mobilization 1 LS $2,500.00 $2,500.00 Pavement Data Collection 180 MI $100.00 $18,000.00 B. Digital Photo Acquisition Digital images 180 MI $12.00 $2,160.00 C. Data Evaluation Data QA/QC, Format, and Processing 180 MI $20.00 $3,600.00 GIS Linkage 180 MI $18.00 $3,240.00 D. Data Entry IMS to Hansen Segment Based Condition Data Entry 8 Da $1,500.00 $12,000.00 PMS Data Conversion Certification 3 Da $1,500.00 $4,500.00 E. System Configuration System PMS Configuration 10 Da $1,500.00 $15,000.00 F. Detailed Final Report Report & Analysis Development 8 Da $1,500.00 $12,000.00 G. Staff Training On-site Training for Hansen PMS 5 Da $1,500.00 $7,500.00 Eskel Porter Out Of Pocket Expenses (Billed As Incurred) 1 LS $5,000.00 $5,000.00 i Project Total: $81,800.00 F7__ The budget proposed is a not-to-exceed fee schedide that includes direct expenses from Esk:el Porter and IMS. The IA,!S direct expenses are built into the proposed fees and Eskel Porter direct expenses are listed at the bottom of the fee schedule. i' `I ligard 2006 page 28 i D RFP FOR THE CITY OF TIGARD PAVEMENT DATA COLLECTION AND EVALUATION SERVICES OCTOBER 27, 2006 1 WORK PLAN TASKS I 1 Task 1: Project Initiation mum ( To review the City's goals and objectives, and develop an implementation plan 1 for the Hansen Street and Pavement Management Modules ■ Attend project initiation meeting at the City 1 Finalize contract, develop work plan, including scope of work, budget, schedule, deliverables, and quality control/quality assurance issues 1 Finalize the data collection requirements in terms of distress types and 1 summarization of results 1 ■ Schedule for the various tasks involved in the implementation ■ Information/data to be provided by the City 1 Availability of City staff to finalize the data collection requirements Project implementation plan 1 1 Task 2: Pavement Data Collection and System Data Gathering 1 To assemble all required data elements for proper implementation of the Hansen I Street and Pavement Management Modules I Review available City data sources I "Gap Analysis" on data sources and recommendations for further data collection needs or standardize interim default values • GIS linkage to road segmentation I Surface Distress, Roughness, and optional ROW digital Image data collection I Availability of existing GIS centerline with linkage to Hansen Street Database I Availability of other required data elements, including: road functional I classifications, traffic (AADT values), geometric information, pavement structure, maintenance/rehabilitation alternatives, and unit rates I Identify other primary data sources Upload files for the Hansen system OBS SC and OBS IRI I I 1 l i Page 17 Stantec RFP FOR THE CITY OF TIGARD PAVEMENT DATA COLLECTION AND EVALUATION SERVICES V OCTOBER 27, 2006 • Task 3: System Configuration _ To develop decision trees, identify suitable deterioration models, and Hansen system setups that will provide realistic Pavement Management system outputs ■ Develop pavement deterioration models based on pavement type, structural composition, and anticipated and predicted traffic considerations ■ Consult with City on maintenance and rehabilitation strategies, including types, unit rates, timing, benefits, and life expectancy ■ Definition of levels of service for various road classes • Develop Rehabilitation Decision Trees ■ Establish various budget scenarios ■ Availability of staff for meetings ■ Cit staff to provide input and acceptance of system configuration Fully configured Pavement Management system ready to accept and analyze pavement condition data Task 4: Hansen Upload _ To upload all pavement source data including pavement condition and street segment attribute data collected during Task 2 ■ Obtain copy of City's Hansen database ■ Document conversion methodology and receive certification form Hansen ■ Create required SQL scripts to populate the collected data into the Hansen Database • Run scripts against a "test" database at client site and verify results ■ Final data conversion to production database ■ Copy of the City's Hansen database ■ Hansen certification of upload process ■ Successful upload of data Hansen database fully populated with pavement condition and other data sources collected during this project Page 18 Stantec I ' RFP FOR THE CITY OF TIGARD P PAVEMENT DATA COLLECTION AND EVALUATION SERVICES q OCTOBER 27, 2006 Task 5: Staff Training F, ' ifv } ~'w tali` W-0 ' To ensure that the City is self-sufficient in running and maintaining the Hansen software 1 City staff understand the concepts and results of the Hansen outputs in order to 1 generate programs and present the information to other City staff and Council • 2-day on-site Hansen training and system review session with selected City 1 staff ■ 2-day on-site Pavement Condition training with selected City staff 1 Availability of staff for training 1 Errors in core Hansen software functionality _ Fully trained and self-sufficient staff equipped to maintain the Hansen I system 1 I Task 6: Final Report 1 To provide the City with a document that identifies the current and predicted • _ future pavement conditions, outlines the City's rehabilitation needs and programs, and summarizes budgetary impacts on the City's road network performance over a 10-year period • Modifications to system configuration if required ■ Consult with City to determine report format and deliverables • Assemble and document all Hansen analyses ■ Review and finalize report with the City ■ Third party reporting software (i.e. Crystal Reports) available for use at and by the City • City staff availability to review and "sign-off" on report _ Comprehensive report on the Hansen implementation and findings (2 copies Page 19 1 - - Tk Stantec RFP FOR THE CITY OF TIGARD PAVEMENT DATA COLLECTION AND EVALUATION SERVICES V OCTOBER 27, 2006 i COMPENSATION The following table outlines our fees to provide the services as defined in our proposal and do not include any applicable Federal, State, and Local taxes. Note: The fees do not include any Hansen Certification Fees if required. Any such fees will be negotiated with Hansen based on the current status and requirements of the Hansen system at the time of upload. It is recommended that the City participate in any such negotiations to limit the potential costs back to the City. Estimated Hours Estimated Not to Services Description PM Advisor Engineer Analyst Survey Admin Total Hours Expenses Exceed Fee A Data Aquisition 37.5 15 24 150 3 229.5 $5,000 $23,303 B Optional Digital Photo Aquisition 4 3 24 30 61 $1,500 $6,219 i C Data Evaluation 4 32, 36 $500 $3,564 D Data Entry/Upload*** 37.5 37.5 24 99 $2,000 $12,208 E System Configuration 67.5 8 75.5 $2,000 $10,505 F Final Report 37.5 12 49.5 $500 $5,957 G Staff Training 37.5 37.5 75 $4,000 $12,288 Sub Total 625.5 $15,500 $74,043 Does not include Hansen Certification Fee if required Grand Total $74,043 Rate Table - $ /Hour Project Manager $126 Senior Advisor $126 Project Engineer $95 Data Analyst $80 Survey Technician $67 Administration $61 Page 20 Stantec Agenda Item # 3 'S Meeting Date January 23, 2007 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Tide A Resolution Approving Budget Amendment #11 to the FY 2006-07 Budget to Increase Appropriations in the Capital Construction and Transportation Division for Additional Costs Related to the Pavement Management Services. Prepared By: Michelle Wareing Dept Head Approval: City Mgr Approval: ISSUE BEFORE THE COUNCIL Shall the City Council approve Budget Amendment #11 to increase appropriations in the Capital Construction and Transportation Division within the Community Development Department to fund additional costs related to pavement management services to update the street condition ratings and to train staff in the use of the Hansen Pavement Management Module? STAFF RECOMMENDATION Staff recommends approval of Budget Amendment #11. KEY FACTS AND INFORMATION SUMMARY At the January 16, 2007 Council workshop, staff briefed City Council on the need to increase appropriations for pavement management services. Currently, the FY 2006-07 includes $30,000 for this service. During the preparation of scope of work for the Request for Proposal (RFP), it was determined that $30,000 was insufficient to cover all the costs for the street ratings, data entry and conversion to Hansen, certification of data by Hansen, and staff training. Based on proposals received and to cover contingency, an additional $70,000 is needed to fund this project. It was planned that the original $30,000 would be paid for with Street Maintenance Fee revenues that are to be transferred into the General Fund in FY 2006-07 as the costs for the pavement management services are included in the Capital Construction and Transportation Division's operating budget. This Division's expenditures are budgeted for in the General Fund although its costs are paid for by transfers in from other funds and a portion of the costs are paid for with General Fund revenues. It is planned that the additional $70,000 will be paid for with Street Maintenance Fee revenues of $20,000 and Gas Tax revenues of $50,000. Due to Oregon Budget Law, it would require a supplemental budget, which is an extensive process requiring 90 days notification and a public hearing, to establish additional transfers from these two funds to the General Fund in FY 2006-07. Therefore, it is being recommended that the additional costs be funded by a contingency transfer from the General Fund to the Capital Construction and Transportation Division's operating budget. In FY 2007-08, transfers will be established from the Street Maintenance Fee and Gas Tax Funds to the General Fund to reimburse the General Fund for these additional expenditures. Budget Amendment #11 transfers $70,000 from the General Fund contingency to the Capital Construction and Transportation Division operating budget. I I OTHER ALTERNATIVES CONSIDERED Do not approve Budget Amendment #11. CITY COUNCIL GOALS None ATTACHMENT LIST Resolution including Attachment A. FISCAL NOTES The Resolution transfers $70,000 from the General Fund contingency to the Community Development, Capital Construction and Transportation Division operating budget. In FY 2007-08, transfers will be established from the Street Maintenance Fee and Gas Tax Funds to reimburse the General Fund for these costs. Agenda Item # 16 Meeting Date January 23, 2007 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title Dedication of Reserve Access Strips to the Public for Street Purposes Prepared By: G. Berry Dept 4ed Approval~~/ City Mgr Approval: tR ISSUE BEFORE THE COUNCIL Shall City Council dedicate certain reserve strips to the public for street purposes? STAFF RECOMMENDATION Approve the attached resolution authorizing the City Manager to sign the attached Dedication Deed. KEY FACTS AND INFORMATION SUMMARY • The Bond Park No. 4 subdivision plat, recorded in 1987, conveyed a reserve access strip to the City along the edge of SW Bond Street as required by the Community Development Code in effect at the time. Similarly, the Langtree subdivision plat, recorded in 1989, conveyed reserve access strips at the temporary ends of Langtree Street and Patti Lane. The County Surveyor has indicated that the reserve strips need to be dedicated to the public for street purposes when the streets are extended. A request from the developer's engineer to dedicate the strips is attached. • These street extensions have been authorized by the City through the development approval for the Gage Forest subdivision. • With the extensions of the streets, the reserve strips should now be conveyed to the public for street purposes. • Approval of the attached resolution will authorize the City Manager to sign the attached deed conveying the reserve strips to the public for street purposes. • The purpose of reserve strips was to discourage unauthorized street extensions into parcels adjacent to completed subdivisions. The current Community Development Code no longer requires reserve strips. OTHER ALTERNATIVES CONSIDERED None considered. CITY COUNCIL GOALS The dedications support Transportation Goal No. 2; improve traffic flow, through Strategy No. 2, look for additional points of connectivity. ATTACHMENT LIST Attachment 1: Proposed Resolution Exhibit 1: Dedication Deed Exhibit 2: Map Attachment 2: Request FISCAL NOTES The dedications will not require funding. 1:\eng\greg\gage forest dedication\12.23-07 gage forest dedication ais.doc Agenda Item # / Meeting Date January 23, 2007 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title Meeting with Ore on Department of Transportation Re on 1 Mana er Jason Tell Prepared By: A.P. Duenas Dept Head Okay City Mgr Okay ISSUE BEFORE THE COUNCIL Initial meeting with the Oregon Department of Transportation (ODOT) Region 1 Manager, Jason Tell, to discuss various issues of importance to both the City of Tigard and ODOT. STAFF RECOMMENDATION That Council establish a continuing dialogue with Mr. Tell, similar to the regular meetings with now ODOT Director Matthew Garrett, with the intent of facilitating the close coordination and partnership with ODOT needed to implement key projects aimed at improving traffic circulation on Highway 99W, Hall Boulevard, and on other arterials and collectors within the City. KEY FACTS AND INFORMATION SUMMARY This is the initial meeting with the new Region 1 Manager, Jason Tell. The meetings with the Region 1 Manager are part of an effort to establish a closer working relationship with ODOT staff, to share information of significance, and to help resolve issues that may need direction from top management in ODOT. Council met with the previous Region 1 Manager, Matthew Garrett (now ODOT Director), every six months or so for discussion of current and potential issues. Council wishes to establish a similar continuing dialogue with Mr. Tell. Some of the issues of significance for discussion at this meeting are: • The Highway 99W Corridor Improvement and Management Plan preparation is underway and should be completed by June 30, 2007. The Plan is expected to produce a package of projects for future implementation, and some land use recommendations to help improve circulation for all modes of travel. Funding will be needed to design and construct these projects. In addition, ODOT support will be needed to effect land use changes aimed at improving access to adjacent properties and achieving congestion relief on the highway. The City will be looking to partner with ODOT in funding some of these improvements. The discussion of ODOT participation in implementing these improvements needs to begin early in the process and must be continued as projects are identified and prioritized. • The City is currently considering a local gas tax to provide funding for the improvements to the Greenburg Road/Highway 99W/Main Street intersection. If the local gas tax is approved and implemented, ODOT support and cooperation will be essential to the timely implementation of that project in conjunction with the Hall Blvd/Highway 99W intersection improvements. The Region 1 Manager can help greatly in ensuring that issues are resolved promptly during this process. • ODOT, Washington County, and the City began exploratory discussions (initiated and led by ODOT staff) in January 2006 regarding conditions under which jurisdiction for Hall Boulevard could be transferred to either the City or the County. After the initial discussions, nothing has happened regarding the potential transfer. There is a general understanding that Hall Boulevard will have to be significantly improved before the City would consider accepting jurisdiction for that street. However, if ODOT is still pursuing transfer of Hall Boulevard, the City is receptive to continuing those discussions so that the conditions for the transfer of the street can be clearly defined. The commitment by Mr. Garrett to periodically meet with Council demonstrated his willingness to be proactive in discussing and resolving current and potential issues in a timely manner. Council wishes to establish that same close relationship with Mr. Tell. This close coordination between MOT and the City will continue to receive strong emphasis as improvement projects are initiated to alleviate congestion on highways and arterials (such as Highway 99W and Hall Boulevard) that are under ODOT jurisdiction but adversely impact infra-city circulation, and as the types of improvements needed to effect a transfer of Hall Boulevard are more clearly understood. OTHER ALTERNATIVES CONSIDERED None COUNCIL GOALS AND TIGARD BEYOND TOMORROW VISION STATEMENT Major projects to improve state facilities in the City support the Tigard Beyond Tomorrow goal of Improve Traffic Flow and Impmve Traffic Safety. The planned improvements to the Hall Blvd/Highway 99W intersection and the proposed improvements to the Greenburg Road/Highway 99W/Main Street intersection support the Council Goal to Irrpmve 99WI Corridor. ATTACHMENT LIST None FISCAL NOTES No fiscal requirements at this time. Projects initiated and implemented would be funded through the City's Community Investment Program formulation process. The Hall Blvd/Highway 99W intersection project is funded in the amount of $4.9 million in the County's MSTIP 3 program, with a maximum additional contribution from ODOT of $750,000 to supplement the project shortfall and enable the project to meet ODOT requirements prior to construction. The current estimate range for the Greenburg Road/Highway 99W intersection improvements is $3.5 to $4.0 million. A 3-cent local gas tax is expected to raise $4.5 to 5.0 million over a 5 year period. This revenue should be sufficient to fund the project. i:tengtguslcouncil agenda summaries101-23.07 meeting with jason tell, oregon department of transportation region 1 manager.doc Agenda Item # Meeting Date January 23, 2007 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title Tualatin Riverkeepers Field Guide Presentation Prepared By: Duane Roberts Dept Head Approval: City Mgr Approval: ISSUE BEFORE THE COUNCIL The Tualatin Riverkeepers wish to present copies of the most recent edition of its field guide Exploring the Tualatin River Basin to each Council member. STAFF RECOMMENDATION No formal Council action is required. KEY FACTS AND INFORMATION SUMMARY The Tualatin Riverkeepers, established in 1989, is a community-based organization working to protect and restore Oregon's Tualatin River system. The Riverkeepers build watershed stewardship through public education, access to nature, citizen involvement and advocacy. The organization's current headquarters is on Main Street in Downtown Tigard. The Riverkeepers are responsible for the 162-page Exploring the Tualatin River Basin, published by the Oregon State University Press. This is a guide to the wildlife, ecology, and history of the Tualatin River Basin. In 2000, the City contributed $1,000 to the cost of the field guide's first-year publication. Brian Wegener, the organization's Watershed Watch Coordinator, will be present at the meeting to present copies of the latest edition of the field guide to each Council member as a token of the Riverkeeper's appreciation for the City's past financial support for its activities and programs. These activities and programs include the publication of its field guide, its Trips and Tours Program, the production of Access Guide Signs, the publication of its Construction Erosion Guide, and its volunteer restoration events at Bonita Park. OTHER ALTERNATIVES CONSIDERED N/A COUNCIL GOALS AND TIGARD BEYOND TOMORROW VISION STATEMENT The publication of Exploring the Tualatin River Basin supports Urban and Public Services, Parks and Greenways, Goal #1: The City will educate and support citizen efforts to understand the importance of floodplains and wetlands and how the areas are managed and protected. 1:\LRPI,N\Council Materials \2007\t-23-07 Riverkeepers Presentation AIS.doc ATTACHMENT LIST N/A FISCAL NOTES N/A 1:\LRPLN\Council Materials\2007\1-23-07 Rieerkeepers Presentation AIS.doc 2 he Green Heron Herald A Quarterly Newsletter of the Tualatin RiVERKEEPERS® VOLUME 14, ISSUE 1, WINTER 2007 ti. Visit our website at www.tualatinriverkeepers.org. Getaway with Grant McOmie at TRK's 18th Annual Meeting those journeys of discovery with Sunday, January 28th • 1:30 pm - 4:00 pm readers and viewers has provided _ Tigard Library • 13500 SW Hall Blvd. the greatest personal rewards and Bring a friend! RSVP is appreciated. the dominant themes in his work. Grant has received numerous Grant McOmie is a journalist, author and teacher who awards for his journalism work writes and produces television broadcast news stories including several Emmy Awards from the and programs about the people, places, outdoor National Academy of Television Arts and activities and environmental issues of Sciences, and two prestigious Iris Awards from the Pacific Northwest. - the National Association of Television Program • _ Executives. He also shares the distinct honor of A fifth-generation Oregon native, ! the Edward R. Murrow Award for News Grant's roots run deepest in the Coverage from the Radio-Television News central Oregon region near Prineville Directors Association. and Redmond where his family continues to live. Grant is a graduate , _ - He is a seven-time winner of the Outdoor of Pacific Universitv in Forest Grove and has continued graduate studies Writers of America Associations Theodore Roosevelt Conservation Award a six-time in Journalism, English and Speech ` Communications at the University winner of the International Wildlife Film Festival Award for News and Environ- of Washington and the University of Portland (Master of Arts Degree). r mental Programming, as well as winner s, a f of many Oregon AP News Awards over Grant began his broadcast career in 1982 "v^ . the past two decades. in Portland, went to KOMO-TV in Seattle and since 1985 has been with KATU-TV in Grant McOmie is the author of a series of books titled Portland. While he has had a varied career Grant's Getaways, chronicling many of his adventures across reporting and producing topical and timely fish/wildlife the region. In addition, he is currently writing a new book, and environmental news stories, features and documentary Through the Heart of Oregon: Down the Willamette River, programs, it's been the exploration of the Pacific Northwest which examines the critical environmental . backroads and byways that he has enjoyed the most. Sharing issues of the famous Oregon watershed. Youth Award winners, 2006 Oregon Episcopal School's Mark your C41&olirs Now. 4th Grade and their teachers. The Green Heron Awards Dinner & Auction is Saturday, April 14, 2007 at 6 pm at the Tualatin Country Club. Don't miss the gala tradition! Nominees sought for 9th Annual Green Heron Awards Each spring Green Heron Awards are given out to individuals and groups whose action in the Tualatin River Basin in the past year best support the TRK News 3 mission of the Tualatin Riverkeepers. There are five award categories: Volunteers ......................4 Business, Community Group, Youth & Schools, Public Official and Individual. Restoration Program ..............5 Watershed Watch .................6 Do you know of or have you worked with an exceptional individual, ti Citizen Action Program ...........7 organization or business in our watershed? We need your help in identify- Education Program ...............8 ing this year's award nominees! To recommend your favorite watershed Trips & Tours Program ............9 steward, please call our office at (503) 620-7507 for a nomination form or Membership and Funding .........10 find the form at www.tualatinriverkeepers.org/ghnom.html. ti Calendar of Events ...............11 Become a Member 12 The deadline to submit your choice is February 14th! PROTECT RESTORE ENJOY THE GREEN HERON HERALD OUR MISSION From the Executive Director, Patricia Iron Tualatin Riverkeepers is a community-based organization Our November election night was exciting and certainly moved us onto a new path, particularly working to protect and restore in conservation measures. Our own Metro bond measure 26-80 passed with 68% of the vote. Oregon's Tualatin River system, Your vote was a strong voice for open spaces complementing the confines of the urban building watershed stewardship growth boundary. Thank you for voting for a positive step to our future and our future generations. through education, public restoration, We joined a solid trend throughout the United States for land conservation. There were 128 conser- access to nature, and advocacy. vation funding measures on the ballot of which 99, an astounding 777o, passed. The total approved for local conservation spending during the entire year of 2006 was a record-reaching $6.03 billion. The Tualatin Riverkeepers became a non-profit in 1992 and is tax-exempt Closer to home, more than 40 scientists and natural resource experts from around the region under Section 501(c)(3) of the Internal helped the Metro Council identify regional target areas. The criteria for selection were based on Revenue Code. ecological principles established by decades of collaborative natural resource protection work in Please join us by completing and the region. Now that we have approved the bond measure, the work begins. Metro will be working mailing the membership application with citizens, scientists and neighbors to gather additional information about target areas and begin in this newsletter or by contacting its. zeroing in on desirable parcels. The natural areas acquisition program will operate entirely on a Phone: (503) 620-7507 willing-seller basis with local property owners. Metro acquisition specialists will be working Fax: (503) 620-7645 individually with landowners to craft agreements that are flexible, creative and best suited to their info@tualatinriverkeepers.org personal needs. If you are interested in this program or would like more information, please contact www.tualatinriverkeepers.org a Metro real estate negotiator: William Eadie, eadiew@metro.dst.or.us, (503) 797-1925 or Hillary Wilton, wilton@metro.dst.or.us, (503) 797-1845. This is an exciting time for us, our communities and Ron GBOARDars President DIRECTORS our region. Working together, we have demonstrated that we can make a difference and we will Bob Fu , Vice-President continue to work on expanding our land conservation opportunities. Please see page 7, for a list of quay, criteria used for target selections. - - - jean Sandwiek, Treasurer John Driscoll, Secretary AI~4 r Bruce DeBolt A Fantastic Fall Fest! John Donnelson Sue Manning Liverkeepers was a rainy day on Cooper Mountain, Ramsay Weit ut that didn't deter hundreds of Tualatin 4 supporters from attending STAFF the 4th annual Fall Fest held at Cooper Patricia Iron, Executive Director Mountain Vineyards. This year's event was Sara Halverson, Office Manager the best ever with 13 artists displaying their 7'- 1 Brian Wegener, works in photography, paper and printmaking, r s Watershed Watch Coordinator jewelry, pottery, stained glass and metal works. Monica Smiley, Stewardship Coordinator In the tents, provided by the Vineyards and NW Natural, it was warm and cozy. Just the right place Ann Leach, Youth Education to be on a wet November afternoon. The food, donated by Whole Foods of Bridgeport, was exceptional Coordinator/AmeriCorps Member and attendees had a great time tasting organic wine and taking in the art. The Green Heron Herald is a Thanks to all for making Fall Fest a success. Presenting sponsors NW Natural and Umpqua Bank contributed quarterly publication of the the bulk of financial backing; sponsors PGE and Hamilton Realty also helped to make it a success. Tualatin Riverkeepers. We welcome your comments This year we had a terrific committee of volunteers who took on the task of researching great artists, and suggestions. Please let us planning and coordinating event logistics, designing marketing materials and getting the word out. know if we have misspelled A special thanks goes to the Fall Fest committee: Margot Fervia-Neamtzu, Chris Fenner, Lynn Carver, your name or if we mis- Nancy Mattson, and Debby Garman. They were a talented team with great ideas and energies, evident addressed the newsletter or when 30 volunteers arrived on site to set up and work the well-planned event. sent you a duplicate copy. Please support our sponsors; they support us! 1N-KIND CONTRIBUTORS: Editing: Marilyn Stinnett Cooper Mountain Design: BeBop Graphics 4d General COOPER Vineyards Electric K(YU Vt t NW Natural Starbucks Rob Bauer [I + WATMEEPHMENBNE CEE UMPQVA Friends Tryon Tualatin Riaerkeepers is proud to 6e a N W Natural FOODS. Creek State Park Waterlseper Alliance Member. ^a Recycled Paper B• A N • K Bridgeport Margot Fervia-Neamtzu Chris Fenner Tualatin RIVERKEEPMIS 2 Winter 2007 THE GREEN HERON HERALD Staff Updates Goodbye, Margot (Thank you to our generous funders. For five years, Margot Fervia-Neamtzu managed Tualatin Riverkeepers' office. We truly appreciate She oversaw grants and contracts, outreach your vision and educational programs. "Margot was able to juggle so many tasks at once. She has been and support. .y the glue that held us together," says former TRK Executive Director Sue Marshall. Jonathan Foundation for the Tiger. Margot's new job ~•;i Margot most enjoyed coordinating the Trips the second year of a could be a difficult & Tours program and working with volunteer one, as tigers can two-year unrestricted be hard to catch! paddle trip leaders. Most recently she has grant of $ 30,000 Margot with lent her skills to TRK as the Membership and Daisy Bay. Events Coordinator. She supported a team of volunteers to achieve a very successful 2006 Fall Fest event. Margot leaves Wessinger Foundation TRK to parent her one-year-old son Jonathan Neamtzu full time. We are for a $5,000 general thrilled that Margot will continue her efforts to help TRK as a volunteer! support grant AmeriCorps Member Andrea Nelson Next Base Foundation d' for a $2,500 general After completing two years of service with the AmeriCorps support grant National Service program, Andrea Nelson is leaving her position as the Youth Education coordinator with Tualatin Riverkeepers. Andrea is a stellar example of why this Autzen Foundation program exists. She researched and crafted a new program, for $5,000 Nature Awareness and Service, to meet an identified com- to support Nature I munity need: to connect youth with natural areas in their Awareness and Service - neighborhood so they can become stewards of the land. - The program has three components: classroom, field and education program for service. Volunteers trained through Metro Parks' Naturalist youth - Phase II training program will lead students through native plant identification, ethnobotany, animal tracking, and predator Umpqua Bank Andrea leads a drum stalking and prey simulation components. Students on field trips for $1,000 to support activity with students from have said, "This is the first forest I've ever been to," of the Oregon Episcopal School. Brown Natural Area and, "I learned more about plants in Nature Awareness and one day than I have in my entire life." Andrea, your success is a win for all of us, especially Service education the frogs, turtles, foxes and other wildlife of the Tualatin watershed. Andrea plans to stay in program for youth the area and continue to volunteer as a field trip leader. City of Tigard Tualatin Riverkeepers Welcomes Ann Leach' for $4,000 to support our 2007 _ TRK is excited to welcome AmeriCorps member Ann Leach ' `f= Trips & Tours season. ` to the flock. Ann began working as the Youth Education Coordinator for TRK in October 2006. She holds a Bachelor - of Arts degree from Carleton College in Northfield, i Minnesota, where she studied studio art and environmental w on, studies. When she is not fulfilling her duties as an AmeriCorps member, Ann spends her time reveling in her Northwestern-ness: knitting, drinking coffee, dancing y. in the rain, and performing random acts of eco-art. Casting her line into a school near you... AmeriCorps member Ann Leach. Tualatin RIV =EPERS 3 Winter 2007 THE GREEN HERON HERALD Volunteers Volunteer Spotlight Shines Mena samples Volunteer Classifieds on Elena Sample a stellar TRK Everyone Can Help! volunteer! Lena Sample has lived in Tualatin and Do you have special skills ETigard for seven years. She first discovered or a desire to learn new the river on foot: "I have known about the skills as you help protect Tualatin River since I moved here. I did a lot of and restore your Tualatin walking to Tualatin from Tigard before I could River watershed? drive, so that means a lot of crossing the bridge Contact Monica Smiley to volunteer at (503) to get to Tualatin. 620-7507 or monica@ "My friends motivate me to work to protect tualatinriverkeepers.org. the river. They all think it's dirty, but I update Although Elena volunteers primarily in the them on everything I have learned so that they Tualatin Riverkeepers office, she loves to have First Monday don't make the river any dirtier. We all like to the opportunity to get outside and work on Mailing Party: go down by the river and sit in the sun and restoration projects. "One volunteer activity Fold, stuff, seal, and just enjoy how calm it is." where I have actually gone out in nature was stamp. Join us the first with Monica and the Native American Youth Monday of every month, Elena came to volunteer with the Riverkeepers and Family Center. We labeled native trees 10 am to Noon, at the to complete a community service project. "I planted along Fanno Creek at Bonita Park to TRK office in Tigard. loved the people and working in the office make them more visible to maintenance crews. with them and decided not to leave! I volunteer It was really fun to get outside!" for TRK because I love everyone here! They Welcome Our are all so wonderful and inspiring. I look up Elena is a fantastic volunteer. Her efforts help New Members: to all of them; they are really great people and move the Tualatin Riverkeepers forward. Call new members and do a lot for the community." We're excited to see her every Thursday. welcome them to TRK. This activity can be Elena works in the Tualatin Riverkeepers office Can you give some of your time to Tualatin done from your home. every Thursday. She answers the phone and Riverkeepers as a volunteer? Contact Monica works on office support projects. She finds Smiley at monica@tualatinriverkeepers.org or her way easily around the computer and is (503) 620-7507 to find out how you can help! Volunteer proficient in many applications. Receptionists: Answer phone and register participants for paddle trips. GREEN HERON EVENT COMMITTEE MEMBERS NEEDED Volunteers needed Tuesdays and Help coordinate the 9th Annual Green Heron Awards Dinner & Auction. The event will Wednesdays 3 - 5 pm. be held Saturday, April 14, 2007, at the Tualatin Country Club. Join our volunteer committee and help raise thousands for TRK and a healthy watershed! Field Trip Leaders: Committee positions include: Help lead youth ` • Media & Outreach Coordinator field trips on Metro • Event Logistics Coordinator properties. We are • Auction Coordinator seeking energetic, f flexible field trip join the Green Heron Event Committee. leaders with interest Meetings will be held week nights at the and skills in local TRK office; exact dates to be announced. ecology, youth education Contact Monica Smiley to be part of this and leadership, and exciting gala event at (503) 620-7507 or nature awareness. monica@tualatinriverkeepers.org. Tualatin RNE=EPERs 4 Winter 2007 THE GREEN HERON HERALD Restoration Program Volunteer Chris Daley, an Intel employee, volunteers at Gotter Prairie at the SOLV/Intel Washington the County Clean and Green Event. In Octo ers came out as part of volunte a and G on County Clean Y" a w ber, a hardy crew of Washingt f -SOLV Gee Intel hosted event, w eed• With the pid + adjacent - L ulled invasive Chicory acquire 100 r ar- hand-p Metro intends to Tualatin f~;d bond measure 26-80 the size nearly d of the Natural e e Division of State-' r acres, oubling of restoration on the Bob Fuquay _..rRiverkeepers is still phase funding two from lanting the Oregon white ---Lands to move forward Irawaiting wibe p Stellmacher has ` i prair ie. In the meantim , Metro Ranger Adam r \ ; oaks) that bsite and newsletter for oak trees (Garry Watch the TRK we rairie. r1 a_ information grown from on uacornps. volunteer efforts at the p c Bob FuquaY, oming Volunteer Land Stew Nike Cleans Up at the Brown Natural Area - i~ :r rt Thirty-five employees from Nike volunteered at the Brown i'"rt °a 4y Natural Area as part of a o-4~~ as-" t~:~ company-wide effort on October 10th, Community Involvement Day. Volunteers removed five ~u\ ? , ( imp ° z car tires from Fanno Creek and 16 cubic yards of trash ands` invasive weeds from the site. The Brown Natural Area ins` r f ..r a'= urban Tigard is often subject to misuse. Sixty students from Twality Middle School explored the - banks of Fanno Creek the very My name is Jackie Edwards and I am an next day as part of Tualatin Environmental Science student at Portland Riverkeepers' youth education Community College. I have been contributing program, Nature Awareness my time to Tualatin Riverkeepers as part of a and Service. Nike sent a clear requirement for my biology class. I volunteer message to everyone who visits each week for various projects. I most enjoyed this site that we-care about this participating in a restoration project at the Brown land. Congratulations to you , Natural Area, a Metro-owned greenspace in Tigard. all on your achievement and dedication to protecting clean I spent the day with a group of women from the water and healthy habitat in Nike volunteers remove a fallen tree limb strangled by ivy. Native American Youth and Family Center. We the Tualatin River watershed! removed invasive English ivy that crept up trees and into an oxbow behind Fanno Creek. Putting in my time for just a few hours made a noticeable • • 4 Volunteers at restoration events are difference in the appearance of the area. I really nourished with yummy bars provided by Clif. felt a sense of accomplishment. I hope to continue • to give my time to such a valuable organization. Tualatin RWE=EPERS 5 Winter 2007 THE GREEN HERON HERALD Watershed Watch • Program Restoring Watershed Health through Low Impact Development Natural vs. Urban Hydrology With so little stormwater infiltrating into infiltration. In the Tualatin Valley there the ground, our streams suffer in the dry are several LID projects. We will highlight Back before human development took season. Historically, the groundwater a few of the best below. over, much of the Tualatin Valley was system would feed streams with cooling wetlands that absorbed and filtered rain. flows in the summer. With groundwater 155th Avenue - The headwaters in the West Hills and the depleted, urban streams are reduced to a Beaverton 's Green Street Coast Range were forested with hemlock, trickle and heat up. Low flows and high fir and cedar that caught the rain and held temperatures are compounded by low This fall, the City of Beaverton has it until it evaporated or infiltrated into the oxygen levels. The streams that once installed some "green street" features groundwater system. Virtually none of the supported young steelhead and cutthroat on 155th between Bristol and Middleton rainwater ran over the surface into streams. trout in the summer can no longer Court. A close look at the sidewalk on the support these fish. west side of the street may remind you of Now in our increasingly urban environ- Rice Krispie treats. The concrete is porous, ment, with rooftops, parking lots, streets Growth in Impervious Area - allowing water to pass through. Between and driveways, up to half of rainwater the sidewalk and the street is a bioswale, runs over round and through drain Paved Paradise g a ditch filled with native plants to filter pipes into our neighborhood streams, and Clean Water Services has estimated in out sediments and allow water to far less ends up recharging the ground- 2001 that 28% of land within the Urban infiltrate. Cuts in the curb allow water water system. During a storm, the flow in Growth Boundary of the Tualatin Basin to run from the street into the swale. The an urban stream can increase over one was impervious area. The Bronson east side of the street is planted with fir hundredfold in a matter of hours. Creek watershed increased from 14.5% trees to catch falling rain. Quickly changing urban streams from a impervious area (465 acres) in 1994 to trickle to a gushing torrent, storm events 22,47o (715 acres) in 2001. Of this carry the pollutants of urban life: oil from impervious area 54.57o is dedicated to cars, metals from brake linings, pesticides car habitat (streets, driveways, parking , from lawns, moss killers from roofs, pet lots) and the remainder being other t I feces, garbage and a host of other human habitat (buildings and sidewalks). pollutants. High flows cause erosion that Studies by the University of Washington destroys habitat and suspends sediments indicate that impacts on the biological that can deplete dissolved oxygen. communities of streams are detectable (See Fanno hydrograph below.) when impervious area of the watershed Fanno Creek at Durham Road (14206950) reaches 5-8%. They also found that macro- t" Data from U.S. Geological Survey invertebrate communities are moderately r a to severely impaired when impervious Porous concrete resembles Rice Krispie treats. we area reaches a threshold of 10-157o. Aloha-Huber Park School - Technologies that Rooftop to Rain Garden = Promote Infiltration 5000 SW 173rd Avenue We With the population and development The new Aloha-Huber Park Elementary Wa continuing to grow, the outlook for our School is harvesting rainwater from their urban streams is not good. Growth in roof to use in their rain garden. The 3 goo impervious area is projected at 1.27o garden beautifully mimics a natural 900 _ per year. How we develop the landscape stream with local native plants. Cobble- T can reduce the "effective im ervious xo°_ _ 1? stone gutters feed the stream from the t 1- 1 area" if we use techniques that encourage downspouts, and stream crossings are _ - 1- rain-water infiltration. Collectively, provided by large strategically placed -'1 ° these techniques are called Low Impact stepping stones. The stream feeds into Development (LID). Pavement that lets the creek along 170th St, Washington d b a "e_ e a e e e - 7 7 - _ water soak through and gardens that County's stormwater treatment and Stor collect rainwater from rooftops are two Storm events cause flow in urban streams restoration project that is lush with to increase 100-Fold in a matter of hours. LID building practices that encourage native plants. (Photo on right, page 7.) Tualatin RNERKEEPERS 6 Winter 2007 THE GREEN HERON HERALD Citizen • Program Clean Water Services' Field Operations Center YES ON 2025 SW Merlo Court, -AAA o Beaverton 2~ ~ 0 i for a M u.. A tremendous showcase of LID Natural Areas x + u technology, this site has it all. Parks The roof is covered with light- and Streams r, weight soil medium and planted with sedums and other drought- 1~e1/ We did it tolerant plants, forming an eco- roof. The street in front of the facility is curbless, allowing a sheet-flow' Metro bond measure 26-80 passed and of water into the beautifully landscaped bioswales. Gravel and stone paths sent a strong voice for preserving meander through the beautiful rain gardens, fed from artistic downspouts open spaces within the urban growth that drain water from the eco-roof. Parking lots are paved with Uni-stone boundary. The criteria for selection were pervious pavers and porous concrete. based on ecological principles established Bioswales with native plants separate by decades of collaborative natural the rows of parked cars. Monitoring of resource protection work in the region. storm-water data from this site will help Here is a summary of that criteria. direct future development of LID technology. CWS has published Slow Water quality the Flow, a booklet describing the costs,, a , contributes to the protection of installation, advantages, and limitations watersheds and water quality of each of the LID features on this site. Habitat value supports a diversity of plant and Tualatin Riverkeepers is compiling a list of LID projects in the basin. animal life This winter we will be arranging tours of these sites for architects, Rarity developers, planners and other interested people. If you would like reflects the relative rarity of an to nominate a site or participate in planning the tours, contact Brian ecosystem or possesses unique Wegener at (503) 620-7507 or brian@tualatinriverkeepers.org. natural features Parcel size sustains fundamental biological Above left: Native features wetland plants cover the bioswales at Clean Restoration potential h ri r o . Water Services' Field provides opportunities for ~e l r 'j Operations facility. restoration action t!i I r y t" Curbless streets, g Connectivity pervious pavement, y) 1 , rain gardens and links stream and wildlife corridors, t` ► 1 =ra i„' ' an eco-roof are other existing parks, natural areas and incorporated features of the facility. trail systems Scenic resources } protects views to and from the g ti t Above: Uni-stone - visual resources representative of pervious pavers are e`r t~ featured at several LID the region's natural and cultural projects in the Tualatin landscapes i Basin. Public access provides opportunities for 0 Left: Cobblestone rain nature-based recreation activities utters deliver rain- 9 near where people live - I water from downspouts to rain gardens at Aloha-Huber Park To get involved in target area refinement, 4y - School. get on the natural areas mailing list by calling (503) 797-1870 or sending e-mail to metroparks@metro.dst.or.us. Tualatin RRTEFJMEPERS 7 Winter 2007 THE GREEN HERON HERALD Education Program A Reflection On Service, By Andrea Nelson ~ often tell the story that on my second day in the TRK office, as I sorted through I information left by the previous AmeriCorps volunteer, I found notes on a class- room activity. The purpose of the activity was to demonstrate the importance of riparian zones on a river, creek or stream. I turned to Monica Smiley, my supervisor, + and in reference to the word "riparian," asked her if Amie had made a typo. Monica politely answered my question, as she has continued doing throughout my service. But to this day, I don't know what ran through her head at that moment. Fortunately for me, Tualatin Riverkeepers are a compassionate bunch. They patiently f led me to an inclusive understanding of the Tualatin River watershed - one that considers the intrinsic link between people, plants, animals and, of course, water. I am grateful for the opportunity that allowed me to share this perspective with youth and families in the watershed. That sharing has led to personal growth with immeasurable value. I've been touched by the ceaseless curiosity of children and the unassuming wisdom of Andera Nelson helps fourth grade students learn how laces like Gotter Prairie. I've learned that I will not drop dead if I stick my nose to identify their "mystery track" using field guides. p p y When they get to the field, they'll be experts! in scat. I know how to get kids' attention with a story about spittle bugs making their nest from whipped-up urine. I've come to understand that any child, when 71-7m given the proper outlet, will shine. In my two years with TRK, I've learned what it means to work in an atmosphere filled with people who care deeply for their cause. TRK leads by example and I plan to do the same. So teachers, keep bringing your students to our program. Parents, listen to what your kids learn. And kids, thank your teachers for caring and providing you with rich experiences. . Kids test the turbidity of McFee Creek. L;` As part of the new water quality component of Nature Awareness and Service, students throughout F the basin test the pH, dissolved oxygen, temperature and turbidity of water in the Tualatin watershed. An Ear-Opening Experience, By Ann Leach T have always felt Natural Area, I had never performed the simple act of - 1 that I share a deep cupping my hands around my ears. I think I gasped louder connection with than the kids around me as subtle background sounds nature. I come from a became a concerto of rushing water, birds, and squirrels. family of avid back- packers, biologists, In that moment, my perception of nature was dramatically and birders. I've spent transformed. I have always been a visual learner; I studied tfR 4tIweeks surveying studio art in college. But now when I walk through Gotter " ire` grizzly and moose Prairie, the sound of the wind in a dry stalk of water-plantain t' habitat in the wilder- enchants me more than the colors of the dogwood leaves. !0 ness of northern British Columbia, drawn sea If such a simple activity can humble and awaken me, I can lions on a beach in only imagine how inspired this experience must be for kids, Students learn about ethnobotany and New Zealand, and especially those (and there are too many) who have never been teach each other cool ways to remember counted herons in a to a natural area. I am so excited to spend the next year opening the names common local plants. Corpseberry, ry, anyone? Minnesota wetland. their ayes, ears, and hearts to the nature in their neighborhoods. So it's hard to believe that I had never before put on my "deer If you have questions about our youth education program, ears." But until that first day shadowing volunteer naturalists Nature Awareness and Service, or would like to get involved, and an energetic group of 6th graders on their field trip to Brown please contact ann@tualatinriverkeepers.org. Tualatin RWVERIEEPERS 8 Winter 2007 THE. GREEN HERON HERALD Trips & • Program i r Tualatin Riverkeepers Paddle Planning Party Thursday, January 25, 2006 6:30 pm - 8:30 pm Tualatin Riverkeepers Office • 12360 SW Main St., Suite 100, Tigard Trip leaders are invited to plan our routes, dates and leaders for the upcoming Tualatin Riverkeepers' Trips & Tours. Volunteer Trip Leader Mike Dees enjoys his Clear your calendar (and bring them, too) as we set up this year's day on the river with his son, Ian, and family. schedule for leading paddle trips down, and up, the Tualatin. What a Day! By Ian Dees The party this year is at the Tualatin Riverkeepers office. Come and enjoy the stories, friendships, light snacks, n April 2006, my dad flew in from Texas to and beverages as we plan the year's River adventures. visit. What activities should I suggest for this outdoorsman and experienced canoeist? The RSVP is required. Please contact Sara at (503) 620-7507 perfect answer fell from the Internet into my lap: or sara@tualatinriverkeepers.org for more information. Portland Audubon and the Tualatin Riverkeepers were teaming up to host a combined "Wild in the City" bike 'ri boat outing. Need o? 4'euse to C'etOuto? Elie kftr:7 We assembled at the north end of the Fanno ,lei? *e &/I and Become 4 Add/e Tiyp Leadff! Creek trail in Beaverton for a bike ride down to Cook Park. The trail was a miracle of urban nature There's no better way to inspire people to protect and restore the Tualatin i restoration, and Jim Labbe from Portland Audubon River than by showing them the river up-close. Help us introduce community was there to point out its best features to us. members to this jewel of a river via our paddle trips. Down at Cook Park, many of the bikers headed on back, but not us. Our trip wasn't even halfway Tualatin Riverkeepers is seek- seek- through yet. We followed TRK's Sue Marshall ing trip leaders for over to the waiting canoes, spent an entertaining this season's paddle trips. We 20 minutes matching the number of paddles to will be offering a Trip Leader the number of people, hopped in, and headed Training class on a Saturday ~ two miles up the river and back. in March 2007. The class will cover access points on the I put my then-girlfriend (now fianc6e) Lynn river, local wildlife, canoeing and her daughter Avalon into Dad's canoe. safety tips and training (we'll I They were in great hands. Dad has navigated be in a pool with our canoes!), rapids in loaded-down open canoes for years; and much more. All trip lead- the day's flat waters would prove a relaxing ers and assistants are strongly alternative to some of the shoals he's faced. Since > encouraged to attend. I was nominally an assistant leader that day (we were a gaggle of experienced paddlers; there wasn't Registration is required. much for me to lead!), I soloed in a Grumman just Please contact Sara at like the tin titans I'd cut my canoeing teeth on. (503) 620-7507 or sara@tualatinriverkeepers.org The day was perfect: the current was mild, the for more information. wind pleasant, and the sun was soaking down into us as if to say, "Hey, put down that paddle for a few minutes and just enjoy the river." t And then we got back on the bikes and completed 14 John Driscoll prepares the afternoon with an uphill return haul to the for a river adventure. "starting point. Tualatin RIVEMEPERS 9 Winter 2007 THE GREEN HERON HERALD Membership We would like to thank those members who joined or renewed their membership between September 16 and November 30, 2006. KINGFISHER MEMBERS ($100+) INDIVIDUAL/FAMILY ($35+) Steve King _ 3i MaB'orie Braker* Robert and Bonnie Acker Don and Judy Kramer Phil Broome & Liz Newhouse Leslie Anderson & Jim Labbe ! t' Lynn Carver Victor Leach Becky Legrande _ Alan and Deanna Chavez Kip and Phyllis Ault Ralph and,',--- Ruth and George Dallas Bonnie Beebe Susan Luan Reisbeck aj Jennifer and William Davies Jon Begley Phyllis Martin " - C. DeJardin Manny and Karen Berman Earl and JoAnn McCracken Lillie Fitzpatrick Bob and Barb Blair Wilma and Joel McNulty Annabelle Hiegel Jacqui Bostrom William and Nancy Meyer Dave and Carole Hull Pieter Braam Marguerite Morin Marianne Kandel Pat Budahl Judy and Jim Morton William McCormick Paul and Audrey Oliver Stephanie Burchfield Keith O'Conner r Vince E. Rogers Patrick Callahan Ingrid and Thomas Palm Jean Sandwick & John Elrod John and Carrie Cardascia Vonda Marie Purdy-Myers 1 Rita and Bill Tomison Judy Carlisle Mark Roberts Richard and Becky Turner Carne Clarke Elaine Rybak Rick and Stephanie Wagner Clarence and Freddie Cole Nancy and Tom Seidl Gary and Leslie Worthen Rachel and Derek Comforth Sharon Shannon Ty and Theresa Culver Allan and Maureen Smith DRAGONFLY ($50+) Roger and Patty David Louis Sowa & Carolyn Lang Jean Dresler Ameele David Eddy Mary and Michael Stock Rob and Carol Baird Richard Eyde J. Robert Swanson & Jeanne Garst Neil Farmer Terry Kenny Sandra Gravon Barb Fitzgerald Gail Swanstrom ' Marion Hammer Bill Gilham Amy Tucker Joel Hurd John Goodyear John Wadsworth Mike Lee & Kay Korzun Susan Hanson Judy and Jim Wallin JJoheann anandd Ralph Mary lph Reeding ding y Monique and Paul Harris Alaine Warfield Maggie Rising Marlise Hoffman Suzanne Whisler . V . Gary Vallens Jan Kern Asia Young Coral Mirth Walker Brent Kimberly William Young Rebecca and Darryl Walters Jane Miller, Master Gardener, Paul and Diane Whitney *River Bank Members, a monthly donation program volunteers to bring life to Tualatin Margaret and David Zeps (see below for more information). Riverkeepers' office garden. Simplicity in Giving Greetings to my Riverkeeper friends, W ' hat do you know about the Tualatin Riverkeepers River Bank program? This new program Y V is your annual membership, made easily and conveniently by monthly donations from your bank to TRK's bank, in support of TRK's programs in the Tualatin Watershed. For as little as $5 per month, you are supporting TRK's ongoing work with a $60 annual membership; and it does not require annual renewal notices, follow-up calls, or exchange of mail and checks to renew your support. Your bank statement indicates the amount withheld each month according to your initial pledge; and of course, you could cancel it at any time. The simplicity of this program requires only a voided check or a credit card number to be sent to TRK, with an indication of the amount you would like to contribute monthly. You will be joining me and other members who are choosing the simplest way to support TRK. Please sharpen those pencils and take a close look at your budget. Find a few dollars here and there each week, and make the pledge to join TRK's River Bank program. See the form on the back cover or visit www.tualatinriverkeepers.org. On behalf of the Board of Directors and staff, I thank you for your generosity. l v °<<✓ `0 Ron Garst, Board Chair © James Fullmer Tualatin RIVE=EPERS 10 Winter 2007 THE GREEN HERON HERALD Calendar of Events For information about Tualatin Riverkeepers (TRK) events call s~ (503) 620-7507 or email info@tualatinriverkeepers.org. TRK's office is located at 12360 SW Main Street, Tigard, OR. JANUARY 2007=1~~y+ Thursday, 25 6:30 pm to 8:30 pm Paddle Season Planning Party TRK Office Sunday, 28 1:30 pm to 4 pm Tualatin Riverkeepers' Annual Meeting- Tigard Library Community Room, Tigard I MARCH Saturday, TBA 11 am to 6 pm Trip Leader Training I Exploring the Tualatin River Basin: TVFD Station #51 / Tigard Swim Center A Nature and Recreation Guide by Tualatin Riverkeepers APRIL is available for only $19.95. Saturday, April 14 6 pm Green Heron Awards Dinner & Auction Tualatin Country Club To order your copy today, use the form on back or call (503) 620-7507 or visit # ! , www.tualatinriverkeepers.org. A concise, accurate, thorough and downright Thank You to beautiful guide to an area that is under- Earth Share Donors appreciated by those who haven't taken the a member of Earth Share time to look around them. OF OREGON This little book is so well written, so well organized, so well illustrated, that readers What a year! Tualatin Riverkeepers is a member of Earth Share of Oregon can learn to love the beauty and value of the (ESOR), which supports our work by partnering with businesses and Tualatin justbyreadingfhe book. public agencies to conduct annual workplace giving campaigns. In 2006, guy this amazing book and let itsparka Earth Share raised nearly $800,000 through individual and corporate donations in summerofoutdoordiscoveries. 100 workplaces. If you count yourself among the over 4,000 individual donors to - Dan Hays, this year's giving campaign, THANK YOU! Statesman journal For Tualatin Riverkeepers, this translates into $8,600 for our continued efforts to protect and restore the Tualatin River system by building community-based R watershed stewardship. r If you and your co-workers don't have an ESOR giving program, this is how it works: ESOR coordinates with employers to allow employees who want to support environmental nonprofits to donate by making a payroll contribution. Through this program, employees can choose to support Earth Share as a whole, enabling a' all of ESOR member groups to benefit, or they can designate their support for one or more specific groups. In this way, even a small gift of $5 per paycheck adds up to a generous contribution. It's easy and it makes a difference! For more information, please contact Meghan Humphreys at ESOR: (503) 223-9015 Oscar Smiley at or meghan@earthshare-oregon.org; or visit www.earthshare-oregon.org. 13 months old is Tualatin Riverkeepers' youngest volunteerl Tualatin RIVERKEEPERS 1 1 Winter 2007 NON PROFIT ORG. U.S. POSTAGE TUALATIN PAID RIVERKEEPERS® PORTLAND, OR PERMIT NO. 2726 12360 SW Main Street Tigard, Oregon 97223 Return Service Requested 0ee0 q e Pnr0a 2~~1 S th 2B or ti ~~s , \?r c V01al all O S\0rdal L\ Quaff Support Tualatin Riverkeepers! Help protect and restore Oregon's Tualatin River Watershed. Name Email Address CityState Zip Phone (h) (w) ; For a membership of $35 or more, you will receive our Paddler's Guide, quarterly Green Heron Herald newsletter, and discounts at events and classes, as well as use of canoes on our trips. ❑ $35 Family/ Individual ❑ $50 Dragonfly ❑ $100 Kingfisher ❑ $ _____Other ❑ $250 Osprey: includes free guided paddle trip ❑ $500 Green Heron: includes paddle trip plus two tickets to Fall Fest ; ❑ $1,000 Sustaining: includes all of the above plus two tickets to Green Heron Awards Dinner & Auction ❑ $2,500 River Benefactor: includes all of the above plus one van tour, paddle, or hike with TRK's Executive Director ; ❑ Check enclosed for $ Your contribution is tax-deductible as allowed by law. ❑ Please charge my: ❑ VISA ❑ MasterCard ❑ Discover Signature Card Number Exp. Date ; ❑ I will donate on a monthly basis with the River Bank Program. Monthly amount $ ❑ Please deduct the indicated amount from my CHECKING ACCOUNT. Submit a voided check. ❑ Please charge my CREDIT CARD. Fill out the information above. We may occasionally share our mailing list with other organizations. If you wish to NOT have your name shared, check here. ❑ Contact me regarding volunteer opportunities. ❑ Contact me about my employer's company matching programs. ❑ ❑ I'd like to purchase Exploring the Tualatin River Basin: A Nature and Recreation Guide for only $19.95. Please add $3 Shipping & Handling for first book and $1 for each additional copy. ction Through en ''t, , rshed Pr°te velopm > ate Gt J)e _QVV T~ Imp oGal Prolects mjkT1 Tour of erkeckners A 7 R~U Februa -i :OOam_-Noon park $ Hills Blvd, re gea\jerton _ ` - Tualatin 15655 .r' `a ~ ~ RYI qLr - - - I . r ~11 I lr ,rf,.._ 11 ~ ..tf a' r~i 4 ]1 - q `~+sE Y e.F z T , r ` „S ~?~`'r'~ir, ~ ~~~'r ,raw ~ ,i"a r ,x 1 4 ul Low tN ^ w L v .+4 "h.. artj - y~ Stour of su tat h us for a bu t Pro1eGts throud join t gevelOP n' al-I ter inf►Itrat~on :~.:fi., Irr►'Pac storrnwa e►ment. Talk urage r,~anag per sand ex % other r . . t . eno° stormwater onsite ect manager in RiVerkeePers at t r call T lat with p o register Tua send e-mail to 503-620-7507 or ers.org .o tualatinriV erkeep inriv erkeepers brian~ W\NW Cost $A0. More info Agenda Item # 6 Meeting Date 1/23/07 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title V/ /City Vision Process Update Prepared By: Liz ewton & Lo ee'~ n ~1^s ' Dept Head Approval: City Mgr Approval: ISSUE BEFORE THE COUNCIL Receive update on citywide vision highlights and process change. STAFF RECOMMENDATION Receive update presentation. KEY FACTS AND INFORMATION SUMMARY In 1996, the Tigard City Council expressed concern that the community's future was too important to leave to chance and directed a process to pull resources together to determine long-term goals for Tigard. Residents, government professionals, business people, and community group leaders volunteered to work together to determine the community's future direction. Adopting the name "Tigard Beyond Tomorrow," they established a process that defined a vision for our community and identified resources for implementing that vision. Over the last 10 years, the citizen-based Task Force has reviewed and updated the strategies and action plans to accomplish the goals identified by the community's visioning process. It is now time to consider new ways to bring attention to the community-wide vision process and take another step in honoring the community's desire for a "place to call home". Tigard's Comprehensive Plan update will be accomplished within the next several months. The Comp Plan is a guide for Tigard's planning, actions and investments for the next several years. It is also the plan that will reflect the community's values and vision too. In order to have one set of guiding principles and laws to guide decision making for community livability, land use, provisions of public facilities and services, the Comprehensive Plan process will also embody the community's vision as well. Tigard's community vision has been well championed by the Tigard Vision Task Force and its Action Committees for 10 years. The Vision Task Force is now passing the baton to the Tigard Planning Commission who will now advocate for the community's desire for making Tigard a great place to live, work and play. People who served on the old Tigard Vision Task Force will continue to be a vital part of the vision process; being involved in the new process and sharing their experience, expertise and interests as citizens of this community. A brief presentation of Vision process accomplishments will be provided at the Council meeting on 1/23/07. OTHER ALTERNATIVES CONSIDERED N/A CITY COUNCIL GOALS Comprehensive Plan Update Connect with Citizens - Communication ATTACHMENT LIST Vision Task Force Action Themes 1999 - 2006 FISCAL NOTES The cost of the vision component of the comprehensive plan update is not easily identified. The budget for this process is in the Community Development Department budget. Lm\H:\DOCS\Vlsion 2008\CC Sum 1.2347.Aoc VISION TASK FORCE THEMES 1999-2006 1999 ■ Develop & Adopt Washington Square Regional Plan - addressing growth, traffic and open space issues 2000 ■ Library Space & Increase Programming ■ Annex Walnut Island 2001 ■ Greenway, Open Space/Natural Areas and Parks 2002 ■ Library Building Bond Measure ■ Communication With Citizens - more effective ■ Dog Parks • Water Conservation 2003 • Youth Focus ■ Skate Park ■ Schools ■ Tigard Youth Advisory Council 2004 ■ Access to Pathways, Sidewalks, Streets and Mass Transit ■ Community Appearance ■ Better Two-Way Communication Between Citizens & City ■ Community Center/Gathering Place ■ Transportation Congestion - Focused on 99W ■ Park & Recreational Opportunities 2005 ■ Community Appearance ■ Better Two-Way Communication Between Citizens and City ■ Downtown Plan & Financing Mechanism ■ Community Center/Gathering Place 2006 ■ Downtown Redevelopment ■ Open Spaces and Park Land ■ Transportation and Traffic - Focused on new financing options and 99W issues r~ Community Visioning Tigard Community Visioning First 10 Years ■ City Council began visioning in 1996 T ■ Community voiced, t> vision desires L-:j M' The community's future is , P _r 0 ■ Citizen-based Vision too important to leave to Task Force . tt chance ■ to years of o accomplishments so far t+ Accomplishment Highlights Tigard Beyond Tomorrow Community Character & Quality of Life ■ Community Events and s.r~o~ u r a~•~ Festivals ■ Downtown A Redevelopment aya Financin r ~afity o f L Uffe Schools g ~ and L ■ Community Aesthetics ■ Volunteers Support say, 4~ , •nt Tigard Accomplishment Highlights Accomplishment Highlights Growth & Growth Management Public Safety ■ Washington Square ■ Business Crime a i Regional Master Plan Prevention Program "f ■ Walking areas - ■ Neighborhood Watch connection & protection Program ■ 99W Corridor Study with k- J! ■ Child arson intervention ODOT ■ Increased community ■ Downtown education opportunities Af, Redevelopment Plan ■ Emergency preparedness ■ Tree protection training 1 _ I 1 Accomplishment Highlights Accomplishment Highlights Schools, Education & Youth Transportation & Traffic -Major street improvement projects -Increased street lighting ■ YAC -empowering t youth i -Alternative transportation connectivity • City/'ITSD partnerships fG -Commuter Rail (build in 2008) • Volunteering in schools " • Life-long learning (1 (p~ ti~~ Bonita Street 'J Before & After G s , Accomplishment Highlights Urban & Public Services Visioning - A New Look ■ New Library building c,,,,P Comprehensive (voter approved) Pia' ' chapte I Ian Update ■ Park expansions and O mom„,, ® © Plan provides ® ® © p ® one document wetland restoration / 0 - for vision, goals projects 'a:~ e ® a and policies .~K © ® ■ Water conservation N. Planning storm water runoff ® d ~ a ® ® CommmisSion r "wwa vim. q programs 0 },tivcs vision • Community-wide ~a a a © oversight b... recreation httn:///www.tigard-or.gov/community[ How To Get Involved In Making A More Information? Difference In Tigard's Future 4 / Work Together and... Contact: Attend ,=S1 Open Houses Ron Bunch or Beth St. Amand at City ■ Participate in "Interest" of Tigard by calling 503-639-4171 Groups ■ Provide input or ~ , • Newslist - sign up for Check out the City's web page at r regular email updates www.tigard-or.gov 2 Thanks to Citizen's Vision Task Force Tigard Area Citizens Business Community Hundreds of people and achievements 10 years of Tigard visioning success 3 Item No. a For Council Newsletter dated / ' q O 7 Craig's DRAFT 41--7 Council Goals 2407 on 11-23 Comments Cl- Qn ~c)L- Preamble The Tigard City Council meets annually to set out its goals for the coming year. For our 2007 Goals we have focused our attention on those tasks that Council feels must be done in 2007 to lay the foundation for progress five, ten, and fifteen years in the future. We would also like to acknowledge on-going tasks, programs, and projects that will be done to serve and protect Tigard citizens. These work items are in process, will be primarily handled by staff, and do not require specific Council action for progress. Examples of these work items include: obtaining a permanent and secure water source for the City, additional greenspace acquisition, the financial health of the City, public safety, and library services. 2007 Council Goals 1. Comprehensive Plan a. Updating the blueprint for the City b. Public Input 2. Continue to Support Implementation of the Downtown Plan a. Pursue funding for projects b. Prepare for business/developer recruitment c. Promote Tigard identity d. Promote community fabric in the downtown i. Public Square ii. Farmers Market iii. Arts iv. Culture v. Business development 3. Aggressively pursue funding to correct traffic congestion within the City a. Seek funding for 99W improvements b. Support the I-5 Connector c. Support Hwy 217 funding 4. Improve Council communications with Tigard Citizens a. Complete the City Active Neighborhood (CAN) Program b. Citizen comment card at City Hall/Council meetings c. Boards and Commissions 1. Develop a regular training program for new members .2. Develop Boards and Commissions as "farm teams" for future Council candidates 3. Councilors will periodically sit in on meetings 4. Develop a tracking system for Board and Commission recommendations 5. Appoint Council liaisons to each Board and Commission d. Council members periodically attend staff meetings 5. Increase Tigard's involvement with Washington County, Metro, State, ODOT, Tri-Met, and Federal government a. Enhance Council Communications and visibility i. Work with Boards and Commissions ii. Citizens b. Have Mayor focus more externally (State, Federal, etc.) c. Have Councilors focus more locally Page 1 of 1 Craig Prosser - Goals From: ~sallyfortigard@comcast.net> To: <craig@tigard-or.gov> Date: 1/16/2007 2:26 PM Subject: Goals Hi Craig, I just faxed them ...and I did not "save" a copy after I quickly tried to type changes ...(as you can see by the header, etc., or I would have edited once more ...oops! You should have 4 pages. Let me know if you don't. I tried to take out any redundancies anyone reading it should already know it pertains to Tigard and that goal setting is annual. I eliminated the item about "farm" teams ...having a training program should suffice to bring people up to speed for firiure election recruitment and preparedness. The masses are so prone to coming up with their own interpretations that I think politically it is best not to put that one paper! Drive safe. Sally file://C:\Documents and Settings\Craig.000\Local Settings\Temp\GW)00001.HTM 1/16/2007 , Tigard City Co= it Annual Goals 2007 The focus this year, is to lay the foundation for five, tern, and fifteen years in the future. To serve and protect Tigard citi2ens, ongoing casks, programs, and projects in process, have been assigned to staff. Not requiring specific Council action for progress, examples include: obtaining a permanent and secure water source; acquisition of additional greenspace; the financial health of the city; public safety; and library services. two Goals 1. Comprehensive Plan a. update the City's blueprint b. public input 2. continue lmpkmeentation of the Dow?ttown Plan a, pursue funding for projects b. prepaxe for business /developer recruitments downtown C. promote Tigard's identity and community fabric i. public square u, farmers market arts and culture business/ economic development iv. traffic congestion 3. Aggres$ively Pmrs"+e~solaf L 99W improvements a. seek fun g b. support the 1-5 Connector c. support 1Ivey 217 funding TO 3EJCd AIIVS JNIUHVH 99BSZLECOS BT:V1 LOOZ/91/10 4. Increase CaMndI1 GdVn communications a. complete the City Active Neighborhood (CAN) Xogram b. citizen comment card at City Hall/Council meetings, c. Boards and Commissions i. develop regular training program for new members I develop tracking system for Board and Commission recommendations iii. appoint Council liaisons to each Board and Commission d. Council members periodically attend staff meetings 5. Increase Tigard's wtvlvexent wth Washington Count', Metm, State, ODOT, Tri Met, and Federalgommwent a. Enhance Council's visibility and voice with boards and commissions (mayor: state, federal; council: more local) b. Recruit citizens to help Tigard be "heard" 'rte Z0 3Jdd A33t1S EJNIaNVH 9989ZLEE09 8T:VI L00Z/91/10 Craig's DRAFT ~ i vd Council Goals 2007 Comments -4 ~l e. J , r d u t~~ 7a' 4 C'LvS lpzr J . ze 200 to lay the foundation for.~five, ten, and fifteen years in the future.'~ d 55 i 5 l<LP~ ~Fn4~,~ l~ ► ~ b , YY P acknowledgOorx&gr'oing tasks, programs, and projects ~has; . These work items are iri prc..)ccs-,, -will be -Pv:n~ handled b staff, ' do n'ai frequire specific Council action for progress. rxampies ` clude: obtaining .a permanent and secure water source # ttp, adds-txcsnal greenspace acquisition, public safety, and library services. -a s< v t ka, 2007 Council Goak 1. Comprehensive flan r. f y' JS a, Updating the bluephat-for the Gify- b. Public Input 2. Continue' Implementation of the Downtown flan a. Pursud funding for projects b. Prepare for business/developer recruitment J /e, Promote Tigard identity %m=s community fabric S4hc do3►mtown i. 26' blic Square ii. ,,Fanners Market; -ulture; & Ka' v. }jrisiness development t l-' „ a law 3. Aggressivelysue j din correct trac congestion a. Seek n 99W improvements b. Support the I-5 Connector c. Support Hwy 217 funding 60 39Vd A-I CS EJNICINVH 9989ZLE£05 81:171 L00Z/91/10 G ~ .z~r. C..••a1''?'\ ~vuc vL.~ t. a.h ~rrr ,C1l.rriC11 ~irrrLBITC1TTtT~~f'itrtArE4H~!G-Ykr" 1. ,e a, Cc• rn let•c the. (,;i y Active Nc.i~l~ht~rh<>c:~~l.{f ;:1I~) t'rc►~;r~tril 1). Cir. mi coinuleat card at (:itc t-lall/Couricil mcetin ps c.. Iatds and Cornmis iotis I. OCV'(Ik)p a .tx~g,-ub r trai.aling progmrl.1 fr• MIR :R~m L ~L > OLL2•lC•1 ertO i~.,tlly si.•r in on ineet.in s \ 4.a rracl kig syscrtrt for Board anal Co.ninussion re.co.mr-nendarions ,1pPOiru- COLlnt-11 l.iaisuns ro ead) Board and Cor11mis51011 Ll. ('.ounc:il -members pe.tri«dic;:tlly attend stuff mcuings U', .S ~ ~ \'~R cla, i b -k- J . c a. lncrease'lig-ard' Washingron Coucrcy, Metro, State, C.)D07', n-Mc:L, and .l-~t:xieal Im e-rivnc.ru a.. :;ouncil C oii.i nunic-arions :Lad visJtatlity i. Work vpith Board, and C(Jarmussimis t:l.t\ e N(;tyc~c: focu. more exterrull~ (Stszte, E;eclc:lai., etc.) C. Have C."oul:tc,iLnrs facts aumx.: i.ncall)! Gam. J PO 3JCd A71VS 9NIa8VH 9989ZLEEOG BT :VT L00Z/9I/10 - e . ~e.~.... . Item No. 3 For Council Newsletter dated /-/q-0-7 Agenda Item # Meeting Date January 23, 2007 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title Consider a Resolution Confirming City Council Liaison Appointments to City of Tigard arc Regional Boards, Commissions, Committees. and Task Forces Prepared By. Liz Newton V, Dept Head Approval: Cuy Mgr Approval: ISSUE BEFORE THE COUNCIL. Consider a resolution to formally adopt and specify roles for City Council liaison appointments to City of Tigard and regional boards, commissions, committees, and task forces. STAFF RECOMMENDATION Adopt the proposed resolution. KEY FACTS AND INFORMATION SUMMARY • Council members reviewed the traditional board and committee Gty Council liaison appointments at their December 11, 2007 special goal setting meting and reached general consensus on City GDuncd member representation. • During discussion at that same meting, City Council set a goal regarding better communication with City of Tigard committees. To that end, the City Council decided it would appoint a City Council liaison to each City of Tigard board and commission. • On January 9, 2007, the City Council reviewed City of Tigard board and committees and reached consensus on liaison appointments, set forth in the proposed resolution. OTHER ALTERNATIVES CONSIDERED Modify the attached resolution pertaining to the description of the City Council liaison role. CITY COUNCIL. GOALS Improve communications with CkyCouncil members and Boards and Commissions. ATTACHMENT LIST Proposed Resolution with Attachments FISCAL NOTES N/A i_ladm1packet'071070123\council liaison appts ais.doc CITY OF TIGARD, OREGON , TIGARD CITY COUNCIL RESOLUTION NO. 07- A RESOLUTION SPECIFYING CITY COUNCIL LIAISON APPOINTMENTS TO CITY OF TIGARD AND REGIONAL BOARDS, COMMISSIONS, COMMITTEE AND TASK FORCES WHEREAS, on December 11, 2006, City Council discussed and reached consensus on appointment of its individual members as liaisons to City of Tigard Boards, Commission, Committees, and Task Forces; and WHEREAS, on January 9, 2007, City Council discussed and reached consensus on additional appointment of its individual members as liaisons to certain regional and local Boards, Commissions, Committees, and Task Forces; and WHEREAS, the City Council desires that the liaison roles be clarified. NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that: SECTION 1: Liaison appointments, and alternates, are listed in Exhibit A attached hereto. SECTION 2: The purpose of the City Council Liaison role with City Boards and Commissions is to represent the City Council for the purpose of keeping lines of communication open among the Council and the Boards, Commissions, Committees, and Task Forces. a. The Council Liaison will not be a voting member of the Board, Commission or Committee. b. The Council Liaison will receive all meeting agendas and information. c. The Council Liaison will attend meetings periodically, not on a regular basis. d. Board and Committee members are responsible for setting their meeting agendas. e. Board and Committee Chairs are encouraged to contact their assigned Council Liaison to discuss issues and concerns. f. The Liaison appointment shall continue until such time it is superseded by further City Council action changing the designated City Council member Liaison assignment. RESOLUTION NO. 07 - Page 1 SECTION 3: This resolution is effective immediately upon passage. PASSED: This day of 2007. Mayor - City of Tigard ATTEST: City Recorder - City of Tigard RESOLUTION NO. 07 - Page 2 S Exhibit A - Council Liaison Appointments .ffl oun~sAds~ 1 tt ~~Y~orZINC, ~ ~ ~n„zz emu a^~P ~.~t+«~ - IN City-Center Advisory Councilor Sherwood ✓ Commission Committee for Citizen Mayor Dirksen ✓ Involvement Fanno Creek Master Councilor Sherwood ✓ Plan Steering Committee Highway 99W Citizen Councilor Buehner ✓ Advisory Committee Libraty Board Councilor Hardin ✓ Parks and Recreation Councilor Woodruff ✓ Advisory Board Planning Commission Councilor Buehner ✓ Tigard Youth Advisory Councilor Harding ✓ Council Transportation Councilor Buehner ✓ Financial Strategies Task Force Tree Board Councilor Woodruff ✓ and Councilor Hardin Budget Subcommittee Councilor Woodruff ✓ - Social Services Community Councilor Sherwood ✓ Development Block Grant Policy Advisory Board Intergovernmental Councilor Buehner ✓ Water Board (Primary) and Councilor Sherwood (Alternate) Mayor's Appointment Jan -June 07 - ✓ Advisory Committee Councilor Woodruff July - Dec 07 Councilor Harding Jan -June 08 Councilor Sherwood July - Dec 08 Councilor Buehner Joint Water Councilor Woodruff ✓ Commission RESOLUTION NO. 07 - Page 3 I r / y K n a _ nr~h .Y Metropolitan Area Councilor Harding ✓ Communications Commission Tualatin Basin Natural Councilor Harding ✓ Resources Coordinating Committee Willamette River Water Councilor Woodruff ✓ Coalition Regional Water Councilor Woodruff ✓ Providers Consortium Washington County Mayor Dirksen ✓ Coordinating Committee Westside Economic Mayor Dirksen ✓ Alliance Tualatin Basin Water Mayor Dirksen ✓ Policy Steering (Primary) Committee Councilor Sherwood (Alternate) i:\adm\packet '07\070123\resolution - council appts for 2007.doc RESOLUTION NO. 07 - Page 4 Agenda Item # IF Meeting Date January 23; 2007 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title Formation of Sanitary Sewer Reimbursement District No. 37 (SW 87`h Ct., Hall Blvd.) ,A Prepared By: G. Berry 3 Dept Head Approval: City Mgr Approval: ISSUE BEFORE THE COUNCIL Shall City Council approve the formation of a sewer reimbursement district to construct a sanitary sewer project as part of the Neighborhood Sewer Extension Program? STAFF RECOMMENDATION Approval, by motion, of the attached resolution forming the Reimbursement District. KEY FACTS AND INFORMATION SUMMARY • The proposed project would provide sewer service to six lots along SW 87`'' Court and Hall Boulevard. • Through the City's Neighborhood Sewer Extension Program, the City would install public sewers to each lot within the Reimbursement District and the owners would reimburse the City for a fair share of the cost of the public sewer at the time of connection to the sewer. In addition, each owner would be responsible for disconnecting the existing septic system according to County rules and any other plumbing modifications necessary to connect to the public line. • On September 7, 2006, staff held a neighborhood meeting for owners to review the project procedure, construction schedule and estimated costs. The one owner attending the meeting owns three of the six lots. This owner expressed support for the project and intends to connect the three lots to the sewer. The remaining three owners did not attend the meeting and have not expressed a view on the project. Each owner has been notified of the hearing by mail. The notice, mailing list and additional details are included in the Ciry Engineer's Report attached as Exhibit A to the proposed resolution. • If Council approves this request to form the Reimbursement District, bids from contractors to construct the sewer will be requested. • Another resolution to finalize the Reimbursement District, with cost adjustments, will be submitted for Council action after construction is completed and actual construction costs are determined. OTHER ALTERNATIVES CONSIDERED None COUNCIL GOALS AND TIGARD BEYOND TOMORROW VISION STATEMENT The project is part of the Citywide Sewer Extension Program established by City Council to provide sewer service to developed but unserved residential areas in the City. It meets the Tigard Beyond Tomorrow Growth and Growth Management goal of "Growth will be managed to protect the character and livability of established areas, protect the natural environment and provide open space throughout the community." Sewer service enhances the environment and protects the health of the residents by providing for the closure of septic systems 40 to 50 years old. ATTACHMENT LIST Attachment 1- Proposed Resolution Exhibit A, City Engineer's Report Exhibit B, Map Attachment 2- Vicinity Map Attachment 3- Map of Reimbursement District No. 1 Lots to be Provided with Service Attachment 4- Notice to Owners Attachment 5- Mailing List Attachment 6- Resolution No. 01-46 Attachment 7- Resolution No. 03-55 FISCAL NOTES The estimated cost of the project is $147,994. This amount includes the estimated cost of construction plus an amount for the administration and engineering as defined in TMC 13.09.040(1). Funding is by unrestricted sanitary sewer funds. is%eng\2006-2007 ry dp\87th me san sew reimh list 37Vormatlon\1-23-07 ream disc 37 ais.doo Attachment 2 87TH COURT FY 2006-07 SANITARY SEWER EXTENSION PROGRAM REIMBURSEMENT DISTRICT NO. 37 A PORTION OF THE SW 1/4 SECTION 2 T2S R1 W W.M. R IN N 87 z McDONALD ST Q O J ~ m COLON CREEK CT MOUNTAIN VI LN C VICINITY MAP NTS REIMBURSEMENT DISTRICT NO. 1 Attachment3 LOTS TO BE PROVIDED WITH SERVICE 1 LUNG, DA WD W 8855 SW MCDONALD ST 87TH CT 2SI02DC01303 2 MARKS, GARY AND KELLY 8815 SW MCDONALD ST 2SI02DD00804 3 SNOW, GEORGE AND DOROTHY 8775 SW MCDONALD ST 2SI02DD00805 2 3 4 4 BOZICH, LINDSEY AND DANIEL 5 6 8685 SW MCDONALD ST 2S102DD00800 5 WHITMAN, WA YNE AND BETTY McDONALD ST 8665 SW MCDONALD ST 2S102DD00806 6 MONTIEL, LOURDES AND VALADEZ, FRANCISO 8 9 ,O 13985 SW HALL BLVD Q 2S102DD00803 7 BIGGS, PA TRICIA AND 7 m ARTHUR TRUSTEES 14250 88TH AVE 2S111 AA00700 8 SENKEL, DONALD AND LINDA Q J 8740 SW MCDONALD ST _ 2S 111 AA00600 = 9 BLACK, CHRIST AND DEBOOM Oa 8680 SW MCDONALD ST 2S 111 AA00500 10 PITMAN, JEFFREY AND ELIZABETH 8640 SW MCDONALD ST 2S111 AA00100 r Attachment 4 January 5, 2007 NOTICE Informational Hearing NOTICE IS HEREBY GIVEN THAT THE TIGARD CITY COUNCIL AT A MEETING ON TUESDAY, January 23, 2007 AT 7:30 PM IN THE TOWN HALL OF THE TIGARD CIVIC CENTER 13125 SW HALL BLVD TIGARD OR 97223 WILL CONSIDER THE FOLLOWING: Proposed Sanitary Sewer Reimbursement District No. 37 (SW 87`h Court, Hall Boulevard) The Tigard City Council will conduct an informational public hearing to hear testimony on the proposed Reimbursement District formed to install sewers in SW 87th Court and Hall Boulevard. Both public oral and n ritten testimony is invited. The public hearing on this matter will be conducted as required by Section 13.09.060 of the Tigard Municipal Code. Further information and the scheduled time for this item during the Council meeting may be obtained from the Engineering Department, 13125 SW Hall Blvd. Tigard, Oregon 97223, by calling 503-718-2468 or at www.tigard-or.gov. heng\2006.20071y dp\67th me san sew reimb dist Monnation\1-23-07 reim dist 37 notice 1.doc Proposed Sanitary Sewer Reimbursement District No. 37 (SW 87`h Court, Hall Boulevard) At this meeting, City Council will be requested to form a sewer reimbursement district to provide your neighborhood with sewer service as described during the September 7, 2006, neighborhood meeting. There is no requirement to connect to the sewer or pay any fee until connection is made. Each property owner's estimated fair share is summarized in the attached tables. The amount each property owner will be required to pay will be limited to $6,000 for connections completed within three years of City Council approval of the final City Engineer's Report following construction, in accordance with Resolution No. 01-46. Please note that this resolution also requires the owner to pay any fair share amounts that exceed $15,000. Consequently, if the final fair share for an owner exceeds $15,000, the owner would be required to pay $6,000 plus the amount the fair share exceeds $15,000. Under Resolution No. 03-55, payment of the amount in excess of $15,000 may be deferred until the owner's lot is developed. The owner would also be required to pay a connection fee, currently $2,735, at the time of connection to the sewer. In addition, property owners are responsible for disconnecting their existing septic system according to Washington County rules and for any other modifications necessary to connect to the public sewer. 87TH AVENUE FY 2006-07 SANITARY SEWER EXTENSION PROGRAM REIMBURSEMENT DISTRICT NO. 37 A PORTION OF THE SW 1/4 SECTION '2 T2S R1W W.M. EDGEWOOD FANN0 . 7 cr N m OR MCDONALD ST J J Z NY' CREEK CT r VICINITY MAP NTS i1eng\2006-2007 (y dp\87th we san sew reimD disl 370rmadom1-23-07 notice 7 reim dist 371etter.doc Impression antibourrage et a sechage rapide ® www.avery.com Utilisez le gabarit 5961mc 1-800-GO-AVERY ® A Attachment 5 2S102DD00809 2S102DD00801 GARDNER RICHARD A BOGAN REGINALD & SUSAN HANSON 13940 SW 87TH CT PO BOX 230732 TIGARD OR 97223 TIGARD OR 97281 2S102DD00808, 2S102DD00812, 2S102DD00813 2S102DD00802 CURTIS FAMILY TRUST BOSSHARDT AURTHER A 15285 SW ALDERBROOK CT 13915 SW HALL BLVD TIGARD OR 97224 TIGARD OR 97223 A213AV-09-008-L wA96S 3lVldW31 efueAd asn wA96S QAM3 V tuo3-Aj9Ae•AkMM 11m 6ullulJd aaa3 96pnwS pue wed Attachment 6 CITY OF TIGARD, OREGON RESOLUTION NO. 01- P A RESOLUTION REPEALING RESOLUTION NO. 98-51 AND ESTABLISHING A REVISED AND ENHANCED NEIGHBORHOOD SEWER REIMBURSEMENT DISTRICT INCENTIVE PROGRAM WHEREAS, the City Council has initiated the Neighborhood Sewer Extension Program to extend public sewers through Reimbursement Districts in accordance with TMC Chapter 13.09; and WHEREAS, on October 13, 1998, the City Council established The Neighborhood Sewer Reimbursement District Incentive Program through Resolution No. 98-51 to encourage owners to connect to public sewer. The program was offered for a two-year period after which the program would be evaluated for continuation; and WHEREAS, on September 26, 2000, the City Council extended The Neighborhood Sewer Reimbursement District Incentive Program an additional two years through Resolution No. 00-60; and WHEREAS, City Council finds that residential areas that remain without sewer service should be provided with service within five years; and WHEREAS, Council has directed that additional incentives should be made available to encourage owners to promptly connect to sewers once service is available and that owners who have paid for service provided by previously established districts of the Neighborhood Sewer Extension Program should receive the benefits of the additional incentives. NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that: SECTION 1: Resolution No. 98-51 establishing the Neighborhood Sewer Reimbursement District Incentive Program is hereby repealed. SECTION 2: A revised incentive program is hereby established for the Neighborhood Sewer Extension Program. This incentive program shall apply to sewer connections provided through the sewer reimbursement districts shown on the attached Table 1 or established thereafter. All connections qualifying under this program must lie'completed within three years after Council approval of the final City Engineer's Report following a public hearing conducted in accordance with TMC Section 13.09. 105 or by two years from the date this resolution is passed, which ever is later, as shown on the attached Table 1. SECTION 3: To the extent that the reimbursement fee determined in accordance with Section 13.09.040 does not exceed $15,000, the amount to be reimbursed by an owner of a lot zoned single family residential shall not exceed $6,000 per connection, provided that the lot owner complies with the provisions of Section 2. Any amount over $15,000 shall be reimbursed by the owner. This applies only to the reimbursement fee for the sewer installation and not to the connection fee; which is still payable upon application for RESOLUTION NO. 01-4p Page 1 sewer connection. SECTION 4: The City Engineer's Report required by TMC Chapter 13.09 shall apply the provisions of this incentive program. Residential lot owners who do not connect to sewer in accordance with Section 2 shall pay the full reimbursement amount as determined by the final City Engineer's Report. SECTION 5: Any person who has paid a reimbursement fee in excess of the fee required herein is entitled to reimbursement from the City. The amounts to be reimbursed and the persons to be paid shall be determined by the Finance Director and approved by the City Manager. There shall be a full explanation of any circumstances that require payment to any person who is not an original payer. The Finance Director shall make payment to all persons entitled to the refund no later than August 31, 2001. SECTION 6: The Sanitary Sewer Fund, which is the funding source for the Neighborhood Sewer Reimbursement District Program, shall provide the funding for the installation costs over $6,000 up to a maximum of $15,000 per connection. EFFECTIVE DATE: July 10, 2001 PASSED: This d - day of 2001. Flip ayor Ci of and ATTEST: ~2-L4%-o^ Recorder - City of ligard JACj"delRes\R=1udon RcvWng the Neighborhood Sewer hwwfive Program RESOLUTION NO.01-YU Page 2 TABLE 1 Reimbursement Districts with Refunds Available DISTRICT FEE PER LOT REIMBURSEMENT AVAILABLE INCENTIVE PERIOD ENDS TIGARD ST.No.8 5,193 No reimbursement available FAIRHAVEN STNWYNo.9 4,506 No reimbursement available HILLVIEW ST No.11 8,000 July 11, 2003 106' & JOHNSON No.12 5,598 No reimbursement available 10071 & INEZ No.13 8.000 July 11,2003 WALNUT & TIEDEMAN No.14 8,000 July 11,2003 BEVELAND&HERMOSA No.15 5,036 No reimbursement available DELMONTE No.16 8,000 July 11,2003 O'MARA No. 17 8,000 July 11,2003 WALNUT & 121 No.18 - Amount to be reimbursed will be Throo yoore from service availability 'ROSE VISTA No.20 determined once final costs are determined. Currently being constructed Attachment 7 CITY OF TIGARD, OREGON RESOLUTION NO.03-55 A RESOLUTION PROVIDING ADDITIONAL INCENTIVES TO THE NEIGHBORHOOD SEWER REIMBURSEMENT DISTRICT INCENTIVE PROGRAM (RESOLUTION NO.01- 46). WHEREAS, the City Council has initiated the Neighborhood Sewer Extension Program to extend public sewers through Reimbursement Districts in accordance with TMC Chapter 13.09; and WHEREAS, on July 10, 2001, the City Council established the Revised and Enhanced Neighborhood Sewer Reimbursement District Incentive Program through Resolution No. 0146 to encourage owners to connect to public sewer within three-years following construction of sewers; and WHEREAS, Council has directed that additional incentives should be made available to encourage owners of large lots to promptly connect to sewers once service is available. NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that: SECTION 1: In addition to the incentives provided by Resolution No. 01-46, any person whose reimbursement fee exceeds $15,000 and wishes to connect a single family home or duplex to a sewer constructed through a reimbursement district may defer payment of the portion of the reimbursement fee that exceeds $15,000, as required by Section 3 of Resolution No. 01-46, until the lot is partitioned or otherwise developed in accordance with a land use permit. The land use permit shall not be issued until payment of the deferred amount is made. The Annual Fee Adjustment required by TMC Section 13.09.115 shall not apply to payment of this deferred amount. SECTION 2: Lots that qualify under Section 1, within reimbursement districts that have exceeded the three-year period for connection, and have not connected to sewer can connect the existing structure, pay a reimbursement fee of $6,000, and defer payment of the portion of the reimbursement fee that exceeds $15,000 if connection to the sewer is completed within one year after the effective date of this resolution. SECTION 3: Vacant lots improved with a single family home or duplex during the term of the reimbursement district shall qualify for the provisions of Resolution No. 01-46, pay $6,000 if the fee exceeds that amount, and may defer payment of the portion of the reimbursement fee that exceeds $15,000 as provided by Section 1. SECTION 4: Vacant lots that are partitioned, subdivided, or otherwise developed during the life of the reimbursement district shall qualify for the provisions of Resolution No. 01-46, shall pay a reimbursement fee of $6,000, and shall pay any amount due over $15,000 at the time of development. The Annual Fee Adjustment required by TMC Section 13.09.115 shall not apply to payments made under this section. SECTION 5: The owner of any lot for which deferred payment is requested must enter into an agreement with the City, on a form prepared by the City Engineer, acknowledging the RESOLUTION NO. 03- 55 Page 1 owner's and owner's successors obligation to pay the deferred amount as described in Section 1. The City Recorder shall cause the agreement to be filed in the office of the County Recorder to provide notice to potential purchasers of the lot. The recording will not create alien. Failure to make such a recording shall not affect the obligation to pay the deferred amount. SECTION 6: Any person who qualifies under Section 1 and has paid a reimbursement fee for the portion of the reimbursement fee in excess of $15,000 is entitled to reimbursement for that amount from the City upon request. The amounts to be reimbursed and the persons to be paid shall be determined by the Finance Director and approved by the City Manager. There shall be a full explanation of any circumstances that require payment to any person who is not an original payer. Any person requesting a refund must sign an agreement similar to that described in Section 5 acknowledging the obligation to pay the refunded amount upon partitioning or developing the lot. SECTION 7: The Sanitary Sewer Fund continues to remain the funding source for the Neighborhood Sewer Reimbursement District Program and shall provide the funding for the installation costs over $6,000 up to a maximum of $15,000 per connection and for any deferred payment permitted by this resolution. SECTION 8: This resolution is effective immediately upon passage. PASSED: This day of 2003. Craig E. Dirksen, Council President ATTEST: G City Recorder - City of Tigard L%efgbfep4einbwumefq dWdds evlsbns fps 01-19 au0 26 0710fa 14 03 ouu=M10-14-W aWrion m m 1.46mcdoc RESOLUTION NO.03- Page 2 AGENDA ITEM No. 9 Date: January 23, 2007 TESTIMONY SIGN-UP SHEETS Please sign on the following page(s) if you wish to testify before City Council on: PUBLIC HEARING (Informational) Formation of Sanitary Sewer Reimbursement District No. 37 (SW 87th Court, Hall Boulevard This is a City of Tigard pubfic meeting, subject to the State of Oregon's public meeting and records laws. All written and oral testimony become part of the public record and is openly available to aff members of the public. The names and addresses of persons who attend or participate m City of Tigard pubfic meetings will be included in the meeting minutes, which is a public record. Due to Time Constraints City Council May Impose A Time Limit on Testimony ileNnVMeACty ooundllusipnuptptt testlm ny tnIonnMlonelAm AGENDA ITEM No. 9 January 23, 2007 PLEASE PRINT This is a City of Tigard pubfic meeting, subject to the State of Oregon's public meeting and records laws. All written and oral testimony become part of the public record and is openly available to all members of the pubfic. The names and addresses of persons who attend or participate in City of Tigard public meetings will be induded in the meeting minutes, which is a pubfic record. Pro onent - (Speaking In Favor Opponent - (Speaking Against) Neutral 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. 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. Name, Address & Phone No. °Reimbursement District No. 37 W,r8Th Court, Hall Boulevard /Tormation of Sanitary Sewer Reimbursement District No. 37 6 lots in the \SGK871h Court, Hall Boulevard proposed distract I Y..... i e__ January 23, 2007 l l "°i`` 1 ' : z Reimbursement District No. 37 " Meetings Conducted S4i871h Court, Hall Boulevard -Sewer service will be provided to 6 lots : Neighborhood meeting :•Completes service in the O'Mara Street AConducted September 7, 2006 at Town Hall and Hall Boulevard area AStaff reviewed project details with these owners AThree of the lots have one owner AThat owner expressed an intention to connect the three lots to sewer a R1e'imbursement District No. 37 Rfeimbursement District No. 37 1r87rh Court, Hall Boulevard 8Th Court, Hall Boulevard c• Estimated Project Cost for 6 lots: $147,994 3 In addition, each owner pays the following: Reimbursement Fee (Per Owner) A$2,735 connection and inspection fee, which A$1.58 per square foot funds treatment facility construction Incentive Program A $50 (average) service charge per two months for AReduced to $6,000 to the extent that it does not exceed operation and maintenance of the entire system $15,000 if connection is made within three years after service becomes available AAII costs to connect to the lateral installed ♦Amount over $15,000 can be deferred upon request until through this project development occurs s 6 Reimbursement District 37 (SW 87th) 1 Reimbursement District No. 37 If" 87th Court, Hall Boulevard Sta - Recommendation Project will be constructed this spring Final costs will be based on actual : That Council approve the resolution forming construction costs plus 13.5% engineering Reimbursement District No. 37 SW 87th and inspection fees Court, Hall Boulevard Finalization of the district will be brought back to Council after all work is completed and actual costs are known Reimbursement District 37 (SW 87th) 2 I Cathy Wheatley _Re additional item for agenda ~ Page 1 j From: <gbuehner@bigplanet.com> To: Craig Prosser <CRAIG@tigard-or.gov> Date: 1/12/2007 9:28:28 PM Subject: Re: additional item for agenda Whenever is more convenient for Dennis. 0 1 Gretchen i/z3/07 Original Message From: Craig Prosser <CRAIG@tigard-or.gov> Date: Friday, January 12, 2007 11:25 am Subject: Re: additional item for agenda > There is no Study session on the 16th because that is a workshop. You > could bring that up as a non-agenda item, or we can put it on the > 23rd. > Let us know your preference. > <gbuehner@bigplanet.com> 1/12/2007 10:24:36 AM > Craig: > During the IWB meeting Wednesday night, there was discussion about > disposition of the Water Building. Each of us was assigned to get our > city's position for an IWB vote on Feb. 13. Could we discuss the > issueon Tuesday night during the study session? I anticipate > needing not > more than 10 minutes to outline the issue and the concerns raised. >I > guess the backup is the study session on the 23rd. The council will > need to take a formal position before the 13th, so I will know how to > vote. > Also, the IWB finally has a majority supporting a rewrite of the > Agreement, to avoid a repeat of the BM issue. That is not time > sensitive. > I'm at 503 684-1031. > Gretchen > Original Message > From: Craig Prosser <CRAIG@tigard-or.gov> > Date: Friday, January 12, 2007 8:14 am CC: Cathy Wheatley <CATHY@tigard-or.gov>, Dennis Koellermeier <DENNIS@tigard- or.gov> council mail councilman IWB discussion _.._.._.Pa9e 1_ From: Dennis Koellermeier To: Gretchen Buehner Date: Fri, Jan 12, 2007 3:47 PM Subject: IWB discussion Gretchen, I see you are preparing to discuss the water building w/ ther Council. I just wanted to see if we heard the same thing in that discussion. Bottom line, a partner (COT in this case) can buy out the other partners share, with the condition that asset would continue to be pledged for the use of the water enterprise. Payments would be redirected to the water construction fund. Also the agreement would be re-written to assure the selling partner that they won't have to buy that asset again. Unanswered is a key point, how to value the asset. In the case of a member withdrawl, assets are valued using a depreciation schedule, except land. Patrick was talking about market value. This makes a lot of difference. Any input on this one would be appreciated. Dennis Koellermeier Public Works Director City of Tigard Main #:503.639.4171 ex.2596 Direct 503.718.2596 Fax 503.684.8840 Dennis@tigard-or.gov council mail councilmail u Re: Fwd: IW- B discussion (Forwarded from vGretchen@CityHall) Page-1] From: Gretchen Buehner <gebuehner@yahoo.com> To: <Gretchen@tigard-or.gov> Date: Fri, Jan 12, 2007 9:47 PM Subject: Re: Fwd: IWB discussion (Forwarded from Gretchen@CityHall) Dennis: Valuation is a tough issue. Using a sale of business asset analogy,there are many approaches that I can think of at the moment. One is straight book value(however the buiding is being carried on the books),probably not approprate in this instance. Two: do a straight market valuation, as if the building was up for sale and do the percentage allocation based upon the formula in the current agreement. Another is to do a minority interest valuation, which is usually discounted to some degree based upon the fact that a minority interest is not realistically saleable. I would not normally think that this method would be appropriate in this type of situation, but I think that the issue should be run by the City attorney to give us advice. There may be others out there, including some combination of the above. One issue to look at would be what and how many improvements have been made to the asset before and after the 1994 transfer. Obviously, the method of depreciation will be a factor. Assuming the building is on a 40 or 50 year schedule, its value is significantly affected because of its age. I think the decision at the moment is whether the parties want to sell out the minority interests and transfer whatever consideration is involved into the long term capital fund. I don't think we even got to the valuation methodology issue. It doesn't come up, unless the parties agree that the status quo is not OK and a transfer is the appropriate way to go. It seems to me that the issue currently before the IWB is the status issue. Bill made it quite clear that they were two separate issues. I think COT can proceed on the first issue, while doing research on the appropriate valuation methodology. I apologize for rambling. (I am home with a bad cold). Gretchen . _61 _ council mail councilman - Re: Fwd IWB di_scuss. ion Forwarded from Grchen@.._t CiY Hall P age2J (F,. .....____.....M.__, r Gretchen Buehner <Gretchen@tigard-or.gov> wrote: > Date: Fri, 12 Jan 2007 15:47:51 -0800 > From: "Dennis Koellermeier" <DENNIS@tigard-or.gov> > To: "Gretchen Buehnee' <G retchen@tigard-or. gov> > Subject: IWB discussion > Gretchen, I see you are preparing to discuss the > water building w/ ther > Council. I just wanted to see if we heard the same > thing in that > discussion. > Bottom line, a partner (COT in this case) can buy > out the other > partners share, with the condition that asset would > continue to be > pledged for the use of the water enterprise. > Payments would be > redirected to the water construction fund. Also the > agreement would be > re-written to assure the selling partner that they > won't have to buy > that asset again. > Unanswered is a key point, how to value the asset. > In the case of a > member withdraw[, assets are valued using a > depreciation schedule, > except land. Patrick was talking about market value. > This makes a lot of > difference. Any input on this one would be > appreciated. > Dennis Koellermeier > Public Works Director > City of Tigard > Main #:503.639.4171 ex.2596 > Direct 503.718.2596 > Fax 503.684.8840 > Dennis@tigard-or.gov Bored stiff? Loosen up... Download and play hundreds of games for free on Yahoo! Games. http://games.yahoo.com/games/front - _ Carol Krager - Fwd_ Re: ___additional item for agenda From: Cathy Wheatley To: Carol Krager Date: 1/12/2007 11:27:07 AM Subject: Fwd: Re: additional item for agenda Cathy Wheatley, Tigard City Recorder 639-4171 Ext. 2410 NEW E-MAIL ADDRESS: cathy@tigard-or.gov Craig Prosser 01/12 11:25 AM There is no Study session on the 16th because that is a workshop. You could bring that up as a non- agenda item, or we can put it on the 23rd. Let us know your preference. <gbuehner(aa.bigplanet. com> 1/12/2007 10:24:36 AM Craig: During the IWB meeting Wednesday night, there was discussion about disposition of the Water Building. Each of us was assigned to get our city's position for an IWB vote on Feb. 13. Could we discuss the issue on Tuesday night during the study session? I anticipate needing not more than 10 minutes to outline the issue and the concerns raised. I guess the backup is the study session on the 23rd. The council will need to take a formal position before the 13th, so I will know how to vote. Also, the IWB finally has a majority supporting a rewrite of the Agreement, to avoid a repeat of the BM issue. That is not time sensitive. I'm at 503 684-1031. Gretchen Original Message From: Craig Prosser <CRAIG(a)tigard-or.gov> Date: Friday, January 12, 2007 8:14 am