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City Council Packet - 06/28/2011 1I $111 TIGARD City of Tigard TIGARD CITY COUNCIL BUSINESS MEETING June 28, 2011 COUNCIL MEETING WILL BE TELEVISED I: \Design & Communications \Donna \City Council \ccpkt3 Cathy Wheatley 13125 SW Hall Blvd. • Tigard, Oregon 97223 • 503.639.4171 TTY Relay: 503.684.2772 • www.tigard- or.gov • City of Tigard TIGARD Tigard Business Meeting — Agenda TIGARD CITY COUNCIL AND LOCAL CONTRACT REVIEW BOARD MEETING DATE AND June 28, 2011 - 6:30 p.m. Study Session; 7:30 p.m. Business TIME: Meeting MEETING LOCATION: City of Tigard - Town Hall - 13125 SW Hall Blvd., Tigard, OR 97223 6:30 PM • STUDY SESSION A. DISCUSS THE CITY'S REVISED TRAVEL AND TAXABLE FRINGE BENEFITS POLICIES AND PROCEDURES B. ADMINISTRATIVE ITEMS • Council Meeting Schedule • Council Calendar: o July 4 Monday Holiday; City Hall is closed. o July 12 Tuesday Council Business Meeting o July 20 Tuesday Council Workshop Meeting o July 27 Tuesday Council Business Meeting • EXECUTIVE SESSION: The Tigard City Council will go into Executive Session for consultation with legal counsel concerning legal rights and duties regarding 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. TIGARD CITY COUNCIL MEETING AGENDA — June 28, 2011 City of Tigard 1 13125 SW Hall Blvd., Tigard, OR 97223 I 503 - 639 -4171 I www.tigard- or.gov I Page 1 of 4 7:30 PM 1. BUSINESS MEETING - TIGARD CITY COUNCIL, LOCAL CONTRACT REVIEW BOARD AND CITY CENTER DEVELOPMENT AGENCY - JUNE 28, 2011 A. Call to Order B. Roll Call C. Pledge of Allegiance D. Council Communications & Liaison Reports E. Call to Council and Staff for Non - Agenda Items 2. CITIZEN COMMUNICATION (Two Minutes or Less, Please) 7:35 PM - (Time is estimated.) A. Follow -up to Previous Citizen Communication B. Citizen Communication — Sign Up Sheet 3. CONSENT AGENDA: (Tigard City Council and the Center Development Agency) These items are considered routine and may be enacted in one motion without separate discussion. Anyone may request that an item be removed by motion for discussion and separate action. Motion to: 7:45 PM - (Time is estimated.) A. Approve City Council Meeting Minutes 1. May 10, 2011 B. Receive and File 1. 2010 Pavement Condition Report, Including Street Maintenance Fee Findings C. Resolution to Appoint Tigard Library Board Members Laura Cadiz, Dan Snyder, and John Storhm,and Alternates Stephanie Carter and Katie Harris - Resolution No. 11 -24 RESOLUTION NO. 11 -24 - A RESOLUTION REAPPOINTING JOHN STORHM TO A FOUR -YEAR TERM AS A BOARD MEMBER, APPOINTING LAURA CADIZ AND DAN SNYDER TO FOUR -YEAR TERMS AS BOARD MEMBERS AND APPOINTING KATIE HARRIS AND STEPHANIE CARTER FOR TWO -YEAR TERMS AS ALTERNATES TO THE TIGARD LIBRARY BOARD. D. Resolution Declaring the "Remnant Triangle" Property as Surplus Property and Authorizing the Transfer of the Property E. Submit a Non - Renewal Letter to Terminate the Regional Water Sales Agreement with the City of Portland in 2016 (City Manger authori < ed to sign the non - renewal letter.) TIGARD CITY COUNCIL MEETING AGENDA - June 28, 2011 City of Tigard I 13125 SW Hall Blvd., Tigard, OR 97223 I 503 - 639 -4171 I www.tigard- or.gov I Page 2 of 4 F. Approve FY 2011 Edward Byrne Memorial Justice Assistance Local Solicitation Grant Application G. Resolution to Approve Workers' Compensation Insurance for City Volunteers - Resolution No. 11 -26 RESOLUTION NO. 11 -26 - A RESOLUTION EXTENDING CITY OF TIGARD'S WORKERS' COMPENSATION COVERAGE TO VOLUNTEERS OF THE CITY. H. City Center Development Agency: Resolution to Consider Additional Sites for the Downtown Public Plaza - CCDA Resolution No. 11 -02 CCDA RESOLUTION NO. 11 -02 - A RESOLUTION AMENDING CCDA RESOLUTIONS 07 -03 AND 08 -01 TO ALLOW CONSIDERATION OF ADDITIONAL SITES FOR A DOWNTOWN PUBLIC PLAZA • Consent Agenda - Items Removed for Separate Discussion: Any items requested to be removed from the Consent Agenda for separate discussion will be considered immediately after the Council/ City Center Development Agency has voted on those items which do not need discussion. 4. PROCLAMATION - PROCLAIM GEOGRAPHY AWARENESS WEEK: AUGUST 1 -7, 2011 - 7:50 PM - (Time is estimated.) 5. INFORMATIONAL PUBLIC HEARING - CONSIDER A RESOLUTION FINALIZING SANITARY SEWER REIMBURSEMENT DISTRICT NO. 50 (SW CANTERBURY LANE) 7:55 PM - (Time is estimated.) • Open Public Hearing • Hearing Procedures — This is an informational public hearing in which any person shall be given the opportunity to comment. The formation of the reimbursement district does not result in an assessment against the property or lien against the property. (TMC 13.090.050 (hearing on City Engineer's Report) and TMC 13.09.1053 (final hearing) • Staff Report: Community Development Department • Public Testimony • Staff Recommendation • Council Discussion • Close Public Hearing • City Council Consideration: Resolution No. 11 -27 RESOLUTION NO. 11 -27 - A RESOLUTION FINALIZING SANITARY SEWER REIMBURSEMENT DISTRICT NO. 50 (SW CANTERBURY LANE) AND AMENDING THE PRELIMINARY CITY ENGINEER'S REPORT CONTAINED IN RESOLUTION NO. 10 -57 TIGARD CITY COUNCIL MEETING AGENDA - June 28, 2011 City of Tigard 1 13125 SW Hall Blvd., Tigard, OR 97223 1 503 - 639 -4171 1 www.tigard - or.gov 1 Page 3 of 4 6. BRIEFING ON COMMUNICATION EFFORTS RELATED TO CAPITAL IMPROVEMENT PLAN PROJECTS 8:10 PM - (Time is estimated.) 7. LOCAL CONTRACT REVIEW BOARD: 8:25 PM - (Time is estimated.) A. Award Contract for Financial Adviser Services to Western Financial Group and Direct Staff to Execute the Contract B. Award Contract for Water Quality Testing and Laboratory Services to Alexin Analytical Laboratories C. Award Contract for Pavement Maintenance Program Asphaltic Concrete Overlay to S -2 Construction D. Award Contract for the 100th Avenue Sanitary Sewer Project to S -2 Contractors 8. COUNCIL LIAISON REPORTS 9. NON AGENDA ITEMS 10. 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. 11. ADJOURNMENT 9:00 PM - (Time is estimated.) 1:\ADM\CATHY\CCA\2011 \110628 agenda - pink and green.docx TIGARD CITY COUNCIL MEETING AGENDA — une 28, 2011 City of Tigard 1 13125 SW Hall Blvd., Tigard, OR 97223 I 503 - 639 -4171 I www.tigard- or.gov I Page 4 of 4 dA AIS -558 Item #: A. Business Meeting Date: 06/28/2011 Length (in minutes): 15 Minutes Agenda Title: Discuss the City's Revised Travel and Taxable Fringe Benefits Policies and Procedures Prepared For: Joseph Barrett Submitted By: Joseph Barrett Financial and Information Services Item Type: Update, Discussion, Direct Staff Meeting Type: Council Business Mtg - Study Sess. ISSUE Discussion on the City' s revised travel and taxable fringe benefit policies and procedures. STAFF RECOMMENDATION / ACTION REQUEST Staff is presenting Council with the city's revised travel and taxable fringe benefits policies and procedures. Staff is seeking a discussion with Council with regards to how the policies and procedures impact Council travel. KEY FACTS AND INFORMATION SUMMARY The city has revised it's policies and procedures related to both business travel and taxable fringe benefits. (In IRS parlance, "taxable fringe benefits" refer to employee incentive programs, non - travel meals, and the like.) The revised polices and procedures are based on IRS rules, Oregon State Ethics Law, the Fair Labor Standards Act, and U.S. General Services Administration guidance. The policies and procedures apply to all public officials and representatives (staff, elected officials, committee and board members, etc.) Staff is prepared to discuss the policies and procedures with Council and clarify any questions that Council may have. Discussions will be centered around both local and overnight travel and the cost associated with each as well as on taxable fringe benefits. The Travel Policy and the training presentation is attached. In the interest of time, staff will focus the Study Session discussion with Council on the portions most applicable to their travel. OTHER ALTERNATIVES N/A COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION Council adopted revisions to the citywide personnel polices at the May 10, 2011 business meeting. These policies and procedures support those revisions. Attachments Travel Policies Travel Changes PP City of Tigard Oregon TIGARD Citywide Travel Policy Effective Date: June 1, 2011 Approved: Craig Prosser Signature: SUMMARY 1. General Provisions 2. Compliance and Accountability 3. Definitions 4. Pre - Authorization 5. Travel Time 6. Travel Methods 7. Lodging 8. Meals 9. Payment Methods 10. Personal Expenses 11. Travel Reconciliation 12. Compliance Auditing 1. GENERAL PROVISIONS 1.1. Purpose of Policy. The purpose of this policy is to provide guidelines to City employees for payment of travel expenses in a cost - effective and efficient manner ensuring the best result for the City. 1.2. Applicability. This policy applies to all City employees. The policy is to be adhered to by the following groups: 1.2.1. Mayor & City Council 1.2.2. Executive Staff (City Manager & Directors) 1.2.3. Management Staff 1.2.4. SEIU Staff 1.2.5. TPOA Staff 1.2.6. Other City Officials 1.3. The City's Financial and Information Services Department shall administer the travel policy and shall periodically review travel and training records to ensure policy compliance and provide any necessary training to departments on the implementation of the policy. 1.4. Department Directors and Managers shall be responsible for the implementation of policy within their departments, ensuring their department's employees comply with Citywide Travel Policy Page 1 the policy, and ensuring expenditures are appropriate and directly related to City business. Questions regarding the intent or application of this policy document shall be directed to the City's Financial and Information Services Director. 1.5. The City Manager shall have final authority for administering, interpreting, and applying the terms of these procedures. 1.6. Personal Expenses. The City, with very limited exception, shall not pay for any personal expenses incurred by an employee during City business travel. For example, employees will not be reimbursed for personal grooming items, parking tickets, entertainment expenses, etc. 2. COMPLIANCE AND ACCOUNTABILITY 2.1. All City staff and agents must comply with the provisions contained herein. Periodically, the City's Finance and Information Services Department may perform a review of the City's travel records to ensure compliance with this policy. The Finance and Information Services Department, working with the City Manager's Office, may implement appropriate and progressive sanctions related to misuse. All City employees must fully comply with requests for records and documentation supporting all travel expense claims. 2.2. Any and all staff may be liable for improper use of public funds. As public employees, staff that order, authorize or cause to be made any expenditure in violation of City policies, state statutes, rules, or procedures can and will be held personally financially liable for inappropriate expenditures. 3. DEFINITIONS The following terms may be used throughout these policies: 3.1. Actual. The actual meals or lodging cost supported by receipts. The City's policy is to pay actual costs for meals and lodging up to the Federal per diem rate for the location. 3.2. Conference /Training Meal. Any meal provided, through the registration process, by a conference or training. 3.3. Contracted Travel Agency. The travel agency under contract with the City to provide travel related services. Azumano Travel is the City's current Contracted Travel Agency. 3.4. Employee. An individual on the payroll of the City. 3.5. Employee Travel. Travel by City employees on official City business. 3.6. Frequent Flyer Miles. Credits acquired when making qualified air travel purchases. It is the City's policy that staff shall not earn any Frequent Flyer Miles while on City business. Citywide Travel Policy Page 2 3.7. Incidental Expense. Small costs associated with travel. Incidental Expenses include, but may not be limited to: Gratuities, taxi fare, work related mailing costs or phone charges, etc. 3.8. Itinerary - Airfare. Information provided by an airline or travel agency showing the traveler's name, dates of travel, class of travel, and travel route. 3.9. Meals. Standard breakfast, lunch, or dinner eaten by an employee during City business travel. 3.10. Mileage. The distance traveled via personal automobile by an employee during travel. The City calculates mileage during travel from Tigard City Hall, not the employee's home. To development the reasonable estimate of mileage, the City shall use an online travel /map site such as Mapquest.com or Yahoo.com 3.11. Official City Business. Business, and any travel associated with it, that directly provides a benefit to the City. 3.12. Overnight Travel. Any travel that requires an employee to stay overnight. A conference or training must be at least 50 miles away from the City to justify an overnight stay. 3.13. Per Diem Allowance. The allowance for lodging, meals and incidental expenses established for the travel destination as established by the U.S. General Services Administration (GSA). The City's policy is to pay actual expenses for meals and lodging up to the GSA rate unless otherwise required by union contract. 3.14. Pool Vehicle. A City -owned vehicle available for "check out" by general staff. 3.15. Purchasing Card. A City- issued credit card that is the preferred means of payment for travel expenses. 3.16. Receipt. A document detailing an expense incurred. To be valid, a receipt must provide the name and address of the business, the date of the purchase, an itemized description of the goods or service purchased, and the amount of the purchase. For lodging expenses, the receipt must also include the name of the guest, the number of guests, the dates occupying the room, the room number, the room rate, and the lodging tax. 3.17. Travel Pre - Authorization Form. A Departmental form that may or may not be required prior to any travel. Each Department Director shall determine the best way to document pre - authorization for their department. 3.18. Travel Purchasing Card. A generic purchasing card that can be checked out prior to travel by an employee who does not have a City- issued purchasing card. 3.19. Travel Reconciliation Statement. A City - required form that must be completed within five (5) full business days upon return from any overnight City business travel. Citywide Travel Policy Page 3 3.20. Travel Time. The amount of time that is required by an employee to travel to and from a conference or training. 3.21. U.S. General Services Administration (GSA) Per Diem Rates. The estimated daily cost of lodging, meals, and incidentals for various cities that is used by the City as the maximum actual costs to cover during travel. 4. PRE - AUTHORIZATION Pre - Authorization shall be a Departmental responsibility. Each City Department shall have travel pre - authorization procedures in place and train their staff on these procedures. Pre - Authorization may be required by a Department for any travel but especially in the case of travel with overnight stay, travel requiring air travel, or travel where lodging exceeds the daily allowance. 4.1. Pre - Authorization Form. Each Department shall have a Pre - Authorization Form available for staff use. The FIS Department has created a generic form that may be used by any Department or each Department may create their own form that best meets their needs. 4.2. Pre - Authorization Filing. Each Department shall be responsible for retaining a file of the Department's travel pre - authorization documents. This file shall include approved and denied travel information. 4.3. Travel Coordinator / Point of Contact. It is the recommendation of this Policy that each Department designate a Travel Coordinator or single point of contact for employees to refer to for guidance and questions. The FIS Department shall have a Coordinator or single point of contract for Citywide travel information and guidance. 5. TRAVEL TIME It is the policy of the City to use a reasonable estimate for allowable travel time during which the employee is considered "on— the - clock ". Please see Citywide Personnel Policy # 47 for further information about travel time and compensation. Under FLSA, the rules for paid travel change when the travel involves an overnight stay. In these cases, time spent traveling during normal work hours are paid, while time spent traveling outside of normal work hours are not. The only exception permitting an employee to be compensated for overnight travel outside of normal work hours is when the employee is the actual driver of the vehicle or is actively engaged in doing work tasks. Passengers, regardless of the mode of travel, are compensated only for travel time during normal work hours. Please note: This particular rule applies seven (7) days a week. So if an employee is normally scheduled 8:00 am to 5:00 pm, M -F, and travels between the hours of 12:00 pm and 4:00 pm on a Saturday, the employee would be paid for four (4) hours of travel pay, even though the employee traveled on a Saturday: Look at the hours of travel, not the day of travel. In further accordance with the FLSA, the employee shall be paid their hourly rate during any official training or conference hours. Citywide Travel Policy Page 4 5.1. To development the reasonable estimate, the City shall use an online travel /map site such as Mapquest.com or Yahoo.com. An employee may receive additional time if appropriate justification for the needed time (i.e. delayed flight) is submitted to his /her supervisor and approved. 6. TRAVEL METHODS The City shall require the most direct and cost effective means of travel for an employee attending any conference or training. Prior to any travel, the traveling employee and his /her supervisor shall discuss the travel methods. During the discussion, the costs, both in dollars and requirements of staff, shall be weighed with the most beneficial to the City being utilized. 6.1. Auto Travel. Auto travel is the most common means of transportation used during City business travel. 6.1.1. City Pool Vehicle. Employees are strongly encouraged to use the City's Pool Vehicles during local travel. These vehicles may be reserved and checked out during the employee's travel dates. 6.1.1.1. Non -City Employee Ride - Along. Per the City's Personnel Policy: "Family members or other non -City employees shall not be transported in city vehicles except as specifically authorized by the department director or consistent with department policy or in cases in which the city vehicle is regularly assigned to the employee as a provision of an employment contract" As such, family member or other non -City employees may accompany an employee in a City -owned vehicle during City- related travel with the appropriate approvals. 6.1.2. Personal Vehicle. The City may authorize employees to use their own vehicles for City travel when it is in the benefit of the City. Use of a personal vehicle during City travel must be authorized during the pre - authorization process in the Department. 6.1.2.1. Insurance. Employees that use their private vehicle for City business are required to have personal automobile liability insurance to provide the primary coverage for any accidents involving that vehicle. Documentation of said coverage must be on file with the City's Risk Management Office. 6.1.2.2. Mileage Reimbursement. When an employee uses their personal vehicle for City travel, the City shall reimburse the employee for mileage up to, but not more than, the Federal per mile reimbursement rate. Total, allowable mileage shall be calculated from Tigard City Hall to the lodging location and back. If required, Citywide Travel Policy Page 5 additional mileage may be granted under certain circumstances. No other means of fuel or mileage reimbursement shall be approved by the City. 6.1.2.2.1. The City shall use an online travel /map site such as Mapquest.com or Yahoo.com to develop the total allowable mileage distance. 6.2. Air Travel. The City shall pay actual cost for an employee's City business travel. All employees shall utilize coach when traveling commercial airline. Reservations, where possible, should be made at least fourteen (14) or more days in advance to take advantage of any and all available discounts. Increased fees related to late booking may be disallowed unless documented with a sound business reason. Employees may at their own expense pay to upgrade their airline accommodations or alter their flight itinerary for personal business. 6.2.1. Contracted Travel Agent. City employees are strongly encouraged to utilize the City's Contracted Travel Agent for air fare during City travel. 6.2.1.1. Government Air Fare. The City's Contracted Travel Agent is authorized to provide the City with government air fare ( "City Pairs ") which are contracted, discounted, unrestricted, and one -way fares that require little advance reservation and have no cancellation or transfer penalties. Employees should seek to use these fares in order to maximize the benefits to the City. 6.2.1.2. Booking. This City is able to book air transportation through the Contracted Travel Agent either online or through an agent via the telephone. Staff should make every effort to use online booking to reserve air travel to maximize cost savings for the City. 6.2.2. Discount Travel Sites. Employees may, with documentation of the reasoning, use discount travel sites such as Expedia, Travelocity, Hotwire, Orbitz, or Priceline. 6.2.3. Airline Direct Booking. Employees may, with documentation of the reasoning, book air transportation directly with the airline. As this tends to be the most expensive option, it should be the last option and have solid documentation of the reason for the expense. 6.2.4. Cancelled /Missed Flights. Should a non - refundable flight need to be cancelled for either City- related business or a medical or family emergency beyond an employee's control, the City, in so long as documentation and approval are placed in the travel file, shall incur the cost of the air fare. If the flight is cancelled or missed due to any neglect, mistake, or other fault of the registered employee, the employee shall bare the cost of the ticket and all associated costs. Citywide Travel Policy Page 6 6.3. Rental Cars. The City will pay actual for rental vehicles when it is found to be an economical and efficient means of transportation for an employee during travel. Authorization for a rental vehicle must be obtained during the pre - authorization process for the travel. 6.3.1. Contracted Travel Agent. City employees are strongly encouraged to utilize the City's Contracted Travel Agent for rental vehicles during City travel. 6.3.1.1. Contracted Rental Car Company. The City has a Contracted Rental Car Company and the City's Contracted Travel Agent is authorized to book against this agreement. 6.3.1.2. Booking. This City is able to book rental vehicles through the Contracted Travel Agent either online or through an agent via the telephone. Staff should take every effort to use online booking to reserve air travel to maximize cost savings for the City. 7. LODGING The City shall pay true actual cost, up to the GSA daily per diem rate 7.1. Receipts. A detailed receipt is required for any lodging incurred during an employee's travel. For lodging expenses, the receipt must detail the following: 7.1.1. Name of the hotel 7.1.2. Address of the hotel 7.1.3. Name of the guest 7.1.4. Number of guests 7.1.5. Dates occupying the room 7.1.6. Room number 7.1.7. Total cost of the stay 7.1.8. Room rate 7.1.9. Lodging tax. 7.2. Lodging Per Diem Allowance. Lodging expenses are paid by the City at actual cost up to the specific GSA daily maximum allowable rate in effect at the time of travel for the specific area or locality. 7.2.1. The GSA rates can be found at this link: GSA Domestic Per Diem Rates. 7.2.2. Department Heads have the authority to approve lodging expenses over the GSA daily maximum allowable rate when unusual conditions exist. This approval, which requires written documentation by the traveling employee detailing the reason for the higher expenditure, is to be made on a case -by- case basis and signed by the Department Head. 7.3. Conference /Training Official Hotel. If an employee attends a conference or training and stay at the official hotel where the conference or training is being held, Citywide Travel Policy Page 7 the City shall cover, within reason and with prior approval, all actual lodging costs if the rate exceeds the GSA lodging per diem allowance for the city. If this exception is granted, the employee must book the cheapest available room or personally pay the difference between the room they book and the room with the lowest rate. This exception serves to save the City additional incidental costs such as a rental car or other transportation fees. 7.4. Alternative Lodging. The intent of this section is to reimburse employees that use their personal travel trailer or motor home during official City travel and should result in an economic benefit to the City. The daily maximum allowable reimbursement rate for all alternative lodging shall be $25. It is intended that the alternative lodging reimbursement rate apply for any overnight City travel. 8. MEALS The City shall pay true actual cost, up to the GSA daily per diem rate, for meals incurred by employees during City related travel unless otherwise mandated by union contract. 8.1. Multiple Locations /Single Rate. The City shall use a single per diem threshold rate for an entire day. If an employee travels to more than one location in one day, the per diem threshold shall be for the location in which the employee spends the night. On the final day of travel, the per diem threshold shall be for the location in which the traveler stayed the last night. 8.2. Actual Costs with Per Diem Rate Threshold. The City shall pay actual costs for lodging, meals and incidental expenses up to the U.S. General Services Administration's (GSA) established daily rates for the travel destination City unless otherwise required by union contract. 8.2.1. The GSA rates can be found at this link: GSA Domestic Per Diem Rates. 8.2.2. The allowance is a true daily allowance and unused portions do not role to the next day. 8.3. True Per Diem. As may be required by union contract, the City shall pay negotiated true per diems to certain employees covered by the contract during travel 8.3.1. Refer to union contracts for details on negotiated per diem. 8.3.1.1. SEIU /OPEU Agreement 8.3.1.2. TPOA Agreement 8.4. Conference /Training Provided Meals. When meals are provided by the conference /training and paid for through the employee's registration, the daily meal allowance or per diem shall be reduced for that particular meal. See Section 8.5 for a breakdown of the meal allowance. 8.4.1. If the meal is an optional piece of the conference or training registration process, the employee shall have the choice to participate in the meal or, instead, to receive the meal as part of the daily meal allowance or per diem. Citywide Travel Policy Page 8 8.5. Meal Allowance Breakdown. The City shall use the following meal breakdown regardless of a traveler using the actual costs or true per diem meals method: 8.5.1. Breakfast. Equals 25% of daily allowance. 8.5.2. Lunch. Equals 25% of daily allowance. 8.5.3. Dinner. Equals 50% of daily allowance. 8.6. Travel Day Meals. The City shall pay for meals on travel days according to the following schedule (per IRS rules the City cannot pay more than 75% of the maximum daily allowance during travel days): 8.6.1. Prior to Noon — 75 %. When an employee leaves on travel prior to Noon the employee shall be entitled to actual meals at 75% of the daily allowance. 8.6.2. Between Noon and 7:00 p.m. — 50 %. When an employee leaves on travel between Noon and 7:00 p.m. the employee shall be entitled to actual meals at 50% of the daily allowance. 8.6.3. After 7:00 p.m. — 0 %. When an employee leaves on travel after 7:00 p.m. the employee shall not be entitled to any meal allowance until the following day. 8.7. Alcohol. At no point or under any circumstance shall the City pay any alcohol expense incurred during a meal or travel. Any alcohol which is purchased by the employee must be paid for at the time by the employee and should be on a separate check. 9. PAYMENT METHODS The City's preferred method of payment during City travel is a City Purchasing Card. Other means of payment shall remain available but every effort must be taken to use a purchasing card then at all possible. 9.1. Purchasing Cards. The City preferred mean of purchase during City travel. The Purchasing Card is a City- issued MasterCard that can be used nearly anywhere MasterCard is accepted. Many employees have been issued an individual Purchasing Card and it is this card that should be used by the employee during City travel. If a traveling employee has not been issued an individual Purchasing Card, Travel Cards are available for issuance during travel. Follow the City's established procedures to utilize the Travel Cards. 9.2. City Check. Under a limited number of situations, a City- issued check may be used to pay for a portion of the travel costs. Employees shall follow the City's established procedures, which shall include documenting the reasoning for a check rather than a Purchasing Card, to obtain a travel - related check. Citywide Travel Policy Page 9 9.3. Employee Reimbursement. Under rare circumstances, and with detailed documentation, the City may directly reimburse an employee for costs incurred during travel. 10. PERSONAL EXPENSES The City, with very limited exception, shall not pay for any personal expenses incurred during City business travel. 10.1. Combining Personal Travel with City Business Travel. The City's policy for business travel does allow for combining personal travel with business travel with additional rules. 10.1.1. Personal Portion of Trip. If an employee combines personal travel with City business travel, the City will pay only the actual costs associated with City business, any additional cost shall be incurred by the employee. 10.1.2. Airline Costs. When an employee combines personal travel with City business travel and airfare is required, the City shall pay no more than the lowest cost of round -trip coach airfare for the days that the City business would have required. Any additional cost due to an extended personal stay shall be borne by the employee. 10.2. Alcohol. See Section 8.7. 10.3. Entertainment Expenses. The City shall not pay, at any time, for any entertainment expenses incurred by an employee on official City business. Entertainment expenses shall include, but not necessary be limited to, the following: 10.3.1. Movies, including in -room 10.3.2. Health Club /Gym Fees 10.3.3. Sporting Events 10.3.4. Golf (Including Conference - related Tournaments) 10.3.5. Spa Services Refer to Oregon Ethic Laws for further details on entertainment expenses. 10.4. Personal Grooming Items or Services. At no time, and for no reason, shall the City pay for any personal grooming items or services during an employee's time on City business travel. 10.5. Personal Phone Calls. No personal phone calls while on travel shall be paid by the City other than the following exception: 10.5.1. Personal telephone calls to immediate family members or significant others to confirm the traveler's well being while on overnight travel are allowed under this policy. The employee shall be allowed one phone call a day while on travel for not more than ten (10) minutes. The City does encourage the Citywide Travel Policy Page 10 traveler to use a personal cell phone in lieu of this personal call allowance when at all possible. 11. TRAVEL RECONCILIATION Within five (5) business days of return from any City business travel and employee must submit to the FIS Department's Accounts Payable Office a completed and authorized Travel Reconciliation Statement. The City shall develop guidelines to assist employees through the travel reconciliation process. 12. COMPLIANCE AUDITING The City's FIS Department shall conduct routine review of a Department's travel records to ensure compliance with all aspects of this Travel Policy. The FIS Department, working with the City Manager's Office, may implement appropriate and progressive sanctions for inappropriate use of City funds related to travel. All employees must fully comply with requests for records and documentation supporting any and all travel expenses. Citywide Travel Policy Page 11 Agenda Item No. 51 I J SeS St 6 Meeting c)- j �ll(11A1 \\ City ofTigard Respect and Care I Do the Right Thing I Get it Done Travel and Taxable Fringe Benefits June2011 TIGARD • City ofTigard Travel Policies Why? • Accountability 1 Public • Other Agencies Requirements, Recommendations and Guidelines Internal Revenue Service (IRS) / Fair Labor Standards Act (FLSA) / State of Oregon Ethics Laws and Regulations 1 General Services Administration (GSA) City ofTigard Travel Topics • Transportation • Lodging • Meals • Personal Expenses • General Travel Tips City ofTigard T ransportation Suitable Options • Air Travel Azumano & Government Fares - Preferred 1 Employees may not at any point accrue frequent flyer miles (regardless of the program) during business travel • Auto Travel Personal Vehicles O• Insurance on file Risk - Liability limits of at least $100,000/$300,000 /$50,000 per occurrence are required / Rental Vehicle City ofTigard Lodging • Lodging Per Diem Allowance / GSA Domestic Per Diem Rates • Requires travel of at least 50 miles • Exceptions / Requires documentation City ofTigard Meals Durin g Travel • Meal Per Diem Allowance / Actual Cost ■ The city will pay actual cost for meals for an amount not exceeding the GSA rate. ■ Daily amount - unused allowance will not roll forward. / GSA Domestic Per Diem Rates • Conference Meals / Deducted from GSA daily allowance • Alcohol = NEVER! City ofTigard Meals Durin g Travel (cont. • Meal Allowance Breakout — 1 25% Breakfast 25 % Lunch / 50 % Dinner • Travel Day Meals (First & Last) ■ City cannot pay more than 75% on travel days per GSA Outbound (Departure Time) Returning (Arrive Home) Prior to Noon = 75% Prior to Noon = 25% Noon to 7:00 pm = 50% Noon to 7:00 pm = 50% After 7:00 pm = No allowance After 7:00 pm = 75% City ofTigard Personal Kxpenses • Personal Travel with City Business 1 Employee will pay all additional costs • Entertainment Expenses 1 Conference Receptions ■ If included in the registration cost = Allowable ■ If additional cost = City will not pay Others never allowed • Personal Items / Never allowed • Alcohol = Again NEVER City ofTigard General Travel Tips • Common Sense 1 Avoid front page (or any pages!) • Public Stewards / Oregon Ethic Laws • Plan Ahead City ofTigard Taxable Fringe Benefit Topics • Incentives and Benefits • Meals • Meetings • General Tips City ofTigard Taxable Fringe Benefits = $ • The IRS views certain benefits in the same light as it views a COLA or other raise••• additional income. • Income = taxable City ofTigard Incentives and Benefits • Gifts purchased by the city City ofTigard Meals • On -site vs. Off -site / Meeting Location On -Site = The city may pay with no tax considerations ► Off -Site = Taxable / City has determined due to the administrative costs of processing taxable meals, City policy shall be not to pay for a taxable meals. / Applies to all public officials and representatives (staff, elected officials, committee members, etc.) • Convenience of the Employer ll ." City ofTigard Meals (cont. • Local and Non - Overnight Stay Required Conferences /Training / Included with registration = no tax considerations / Other = taxable Remember the city will not pay for taxable meals during local conferences or trainings. City ofTigard Meetings • Regularly Scheduled / The city will not pay for meals or refreshments • Infrequent / Infrequent = quarterly or less frequently • Committees, Boards, and Commission Meetings / Refreshments ok if the meeting is on -site City ofTigard General Tips • Common Sense / Avoid front page (or any pages!) • Public Stewards • De Minimis • Payroll Notification AGENDA ITEM NO. 2 — B CITIZEN COMMUNICATION DATE: June 28, 2011 (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 Tigard public 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 ofpersons 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: Also, please spell your name as it sounds, if it will help the presiding officer pronounce: r ilD (74 Address City State Zip 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. 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 AIS -565 Item #: 3. A. Business Meeting Date: 06/28/2011 Length (in minutes): Consent Item Agenda Title: Approve City Council Minutes Submitted By: Carol Krager City Management Item Type: Motion Requested Meeting Type: Consent Agenda ISSUE Approve City Council Minutes for: May 10, 2011 STAFF RECOMMENDATION / ACTION REQUEST n/a KEY FACTS AND INFORMATION SUMMARY OTHER ALTERNATIVES n/a COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS n/a DATES OF PREVIOUS COUNCIL CONSIDERATION n/a Attachments Jvlay 10.2011 Minutes AIS -435 Item #: 3. B. Business Meeting Date: 06/28/2011 Length (in minutes): Consent Item Agenda Title: Receive and File the 2010 Pavement Condition Report. Including Street Maintenance Fee Findings Prepared For: Ted Kyle Submitted By: Greer Gaston Public Works Item Type: Receive and File Meeting Type: Consent Agenda ISSUE Receive and file the 2010 Pavement Condition Report, including street maintenance fee findings. STAFF RECOMMENDATION / ACTION REQUEST No action is requested; this is a receive and file item. KEY FACTS AND INFORMATION SUMMARY • Staff is providing the Council with a report on the City's pavement condition following the 2010 paving season. • Tigard Municipal Code Chapter 15.20.050 requires the Finance Director to review street maintenance fee revenues annually as part of the budget process. The review determines if revenues meet funding levels set from the updated five -year street maintenance fee plan. The Finance Director is required to report these findings to the Council and may make recommendations on any potential fee adjustments. The Finance Director's findings are included in the 2010 Pavement Condition Report. OTHER ALTERNATIVES Not applicable COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS Not applicable DATES OF PREVIOUS COUNCIL CONSIDERATION This is the first time 2010 Report has come before the Council. Fiscal Impact Cost: N/A Budgeted (yes or no): N/A Where Budgeted (department /program): N/A Additional Fiscal Notes: The reportexamines the fiscal condition of the Pavement Management Program and the status of the Street Maintenance Fee. Please see the attached report for the findings of the Finance Director. Attachments 2010 Pavement Condition Report • 2010 Pavement Condition Report e Accomplishments for 2010 T I G A R D The Tigard Public Works Department is responsible for the maintenance of 148 miles of paved streets. The maintenance strategy for each street varies depending on the use and character of that street. Pavement projects completed in 2010 are summarized in the following table. Project Pavement Overlays Slurry Seals Length Completed 4.5 miles 12.5 miles Street maintenance fee, American Recovery Funding Source and Reinvestment Act (ARRA) Grant, and Street maintenance fee Community Development Block Grant Cost $1.64 million $330,000 Cost Per Mile $360,000 $26,000 Street Type Arterial, collector, commercial Residential A map, (Attachment A), and detailed list, (Attachment B), of the 2010 pavement projects are included in this report. 2010 was a very good year for Tigard's roadways. The average PCI of Tigard's city streets increased from 68.1 at the end of 2009 to 68.7 at the end of 2010. This was better than our projected PCI of 67.9. This improvement was primarily the result of three factors: 1) The American Recovery and Reinvestment Act (ARRA) provided $1.1 million for pavement overlays in Tigard. 2) Successful completion of a large City - funded slurry seal project in southern and northwestern Tigard. 3) A competitive bidding climate, likely due to the poor economy, resulted in favorable pricing for the City's paving projects. The Pavement Condition Index (PCII Pavement condition is measured by a Pavement Condition Index (PCI), with zero being the poorest condition and 100 being the best condition. PCI factors include pavement condition, pavement distress, structural strength, and rideability. Previous Council Action and the Street Maintenance Fee Pavement maintenance is funded through the City's street maintenance fee and various grants, if available. The street maintenance fee is a monthly user fee dedicated to the maintenance of existing roadways in Tigard. The fee was recommended by a citizen task force and established by Ordinance No. 03 -10 in November 2003. 2010 Pavement Condition Report — June 28, 2011 Page 1 Since the fee was originally adopted, construction costs increased significantly, largely due to increases in the cost of asphalt, which is a petroleum product. The Council re- visited the street maintenance fee in 2009 and determined the fee was not generating enough revenue to realistically address the City's $8.5 million road maintenance needs. In January 2010, the Council adopted: • Ordinance No. 10-01 which amended the Tigard Municipal Code (TMC). The ordinance directs that beginning July 1, 2010 the street maintenance fee will be increased in three phases, with subsequent phase -ins taking effect April 1, 2011 and January 1, 2012. The ordinance also directs that the fee be adjusted for inflation. • Resolution No. 10-01 which established a long -term average PCI goal of 70 to 75 and also established an interim goal to "hold the line" by maintaining an average PCI of 67. A long -term average PCI of 75 would allow the City to get the most out of street maintenance revenues by strategically paving streets before the underlying road structure is • compromised. When an overall PCI gets below 75, street maintenance life cycle costs begin to increase, because streets are in poorer condition and need some level of reconstruction before they can be paved. When Resolution 10 -01 passed, the Council recognized that funding would not be adequate to get to a PCI of 75. The Council sought to prevent a decline in the PCI below 67. Beyond this point, streets require more extensive reconstruction prior to paving; this results in substantially higher street maintenance costs. • Resolution No. 10-02 which adjusted the street maintenance fee in the City's Master Fees and Charges Schedule. Current street maintenance fees, as they appear in the City's 2010 -2011 Master Fees and Charges Schedule, are as follows: Effective Dates Before 7/1/10 — 4/1/11— After 7/1/10 4/1/11 1/1/12 1/1/12 Residential (per house or unit) $2.18 $3.01 S4.13 $5.25 ** Commercial and Industrial (per required parking space) $0.78 $0.92 1.(16 X1.19 ** ** Note: Fee amounts in later phases are to be adjusted for inflation based on the methodology adopted in Ordinance 10 -01. An inflationary adjustment (not shown here) is included in the 2011 -2012 Master Fees and Charges Schedule that was considered by the Council at its June 14, 2011 meeting. Outlook for 2011 and Beyond 2011 is expected to be a more typical paving year, since there will be no ARRA funding. As the economy picks up, paving prices are likely to increase. Until January 2012, when the street maintenance fee will be fully phased -in, the revenue generated will not be sufficient to maintain the existing PCI of 68.7. The PCI of Tigard's city streets is expected to decrease from 68.7 to 68.2 at 2010 Pavement Condition Report — June 28, 2011 Page 2 the end of the 2011 paving season. There are still many roadways in poor condition that are not slated for repair. The following chart depicts the actual and projected citywide Pavement Condition Index through 2016. Citywide Pavement Condition by Year 78 76 — X � 74 - —Current p 72 Projection ..471 Feb 2011 C 70 Forecast 68 = r PCI at 2010 Fee 66 Adoption a Actual 64 through 2010 62 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 PCI at the Close of Paving Season Long -term projections indicate the street maintenance fee, when fully phased -in, will allow the City to "hold the line" and maintain the average PCI at or above 67, as directed in Resolution No. 10 -01. This is contingent upon asphalt prices remaining within the range of the fee's inflationary adjustment. It is anticipated that $1.1 million in street maintenance fee revenue collected in fiscal year 2010 -11 will be available for paving projects in the summer of 2011. Approximately $300,000 is required to fund 10 miles of slurry seal applications. The remaining $800,000 will be used to fund pavement overlays. We anticipate overlays on about two miles of streets in the summer of 2011. A map, (Attachment C), and detailed list, (Attachment D), of the proposed 2011 pavement projects are included in this report. These attachments represent staff's "best guess" for paving projects in the summer of 2011. Changes in asphalt prices and the construction bidding climate may have a significant impact on the amount of work the City will be able to fund. Streets may need to be 2010 Pavement Condition Report – June 28, 2011 Page 3 deleted from the pavement overlay list in order to keep the project within budget. On the other hand, streets could be added to the pavement overlay list if bids are lower than expected. Finance Director's Findings The Finance Director has reviewed this report and future pavement maintenance funding requirements as identified in the Pavement Management Program (PMP). Data has not changed significantly from what the Council considered in 2010. Actual revenue collections through the first eleven months of the fiscal year were analyzed and, after twelve months are collected, they will be sufficient to meet the annual funding level set from the street maintenance plan and the FY 2011 -2012 Adopted Budget. Completion of the street maintenance fee phase -in, along with an inflationary adjustment(s), is expected to generate sufficient revenue to fund the PMP in the coming years. The 2011 -2016 CIP PMP approved budget is as follows: Fiscal Year 2012" 2013 2014 2015 2016 PMP $1,115,400 1,390,400 1,690,400 1,690,400 1,690,400 Additionally, the split between customer types was analyzed to determine if costs were equitably split when compared to revenues collected. The allocation of the costs of the five -year plan is set in TMC 15.20.050 and is summarized as follows: Road Type liercentage o es i ential Percentage of Non- Allocation Residential Allocation Arterial 62% 38% Local Commercial /Industrial 0% 100% Collector 50% 50% Neighborhood /Local 100% 0% It is important to realize the fee is based on a five -year plan and that there will be variance from one year to the next where one customer group my subsidize another in any given year; the important thing is that the program costs reflect the revenues collected by customer type over the five -year period. If they do not, the TMC instructs the Finance Director to make recommendations based on this review. The following table summarizes my findings: Total PMP Percentage Expense Related of Total Percentage Share of to Street Expense of Expenses Based Maintenance per the Revenue on Revenue Customer Class Fee TMC Collection Collected Variance Residential $558,000 68% 62% $507,692 $50,308 Non - Residential $260,000 32% 38% $310,308 ($50,308) Total $818,000 $818,000 Tigard incurred $818,000 in FY 2011 in the PMP expenses related to the street maintenance fee. Based on the types of roads, (arterial, collector, etc.), that received pavement maintenance through 2010 Pavement Condition Report — June 28, 2011 Page 4 the PMP, $558,000 (68 percent) of the PMP expenses should have been born by residential customers and $260,000 (32 percent) of the PMP expenses should have been born by non- residential customers. The actual revenues collected in the first 11 months have a slightly different split. Sixty-two percent of the revenues came from the residential sector and 38 percent of the revenues came from the non- residential sector. Based on the size of the PMP and the way revenues were collected, a more equitable split would have been for $507,692 to come from the residential sector and for $310,308 to come from the non - residential sector. During the last year, the non - residential sector subsidized the residential sector by $50,308, or six percent of the total PMP. A six- percent variance, in the first year of a five -year plan, is relatively small and does not merit a recommendation to adjust the street maintenance fee at this time. Pavement Maintenance Background Residential Streets with Low Traffic Volumes Residential streets with low traffic volumes tend to deteriorate due to weathering. As years of rain, sun, and freeze -thaw cycles wear the pavement from the top down, the sticky asphalt binder that holds the pavement together deteriorates. In a slurry seal application, a liquid mixture of asphalt emulsion and sand is applied to the roadway. The mixture hardens as it cools and counters the effects of weathering by restoring the asphalt binder near the pavement's surface. Slurry seal applications cost about one -tenth as much as pavement overlays and are the most cost - effective way to extend the life of residential streets. The application is applied when a street is still in relatively good condition in order to maintain that condition for several more years. Slurry seal applications don't make streets look like new, but they do prevent further deterioration. Some streets have deteriorated to a condition that is too poor to slurry seal; these streets require pavement overlays and will be addressed as funding allows. The City's slurry seal strategy is to work on an eight -year cycle by Neighborhood Network area, slurry sealing all of the streets in that area which have fair to good pavement condition and low traffic volumes. Slurry seal projects require extensive public notification because sections of the street are closed for several hours at a time. Consolidating slurry seal streets by Neighborhood Network area improves the efficiency of both the notification process and the slurry seal application. In order to keep up with pavement deterioration on low volume residential streets, it is necessary to slurry seal about 11 miles of roadway each year. Streets with High Traffic Volumes and Streets Used by Heavy Vehicles Streets with high traffic volumes and streets used by heavy vehicles are also affected by weather, but tend to deteriorate more due to the volume and weight of vehicles using the street. Deterioration on these streets most commonly takes the form of cracking from the repeated loading of thousands of vehicles, especially heavy vehicles, each day. A pavement overlay consists of spreading a new layer (typically 2 inches thick) of asphaltic concrete pavement on top of the existing street pavement. This covers minor cracking and provides additional structure which extends the life of the roadway. Overlays are typically constructed when a street is in fair condition. Once a street deteriorates to poor condition, cracking has developed to a level where it compromises the structure of the pavement and its ability to withstand future loading. At this point large -scale reconstruction is 2010 Pavement Condition Report — June 28, 2011 Page 5 necessary to remove and replace the cracked pavement and establish an adequate base. Such reconstruction often costs five times more than a pavement overlay. The City's current pavement overlay strategy focuses on keeping arterials, collectors, and other key connection routes in good condition. When funding rises to a level adequate to protect our investment and keep these through streets in fair or better condition, the City will then be able to address some of the non - through streets with poor pavement condition that need more extensive repair work. In order to keep up with pavement deterioration on streets with high traffic volumes, significant heavy vehicle use, or poor pavement condition, it is necessary to overlay about 3.5 miles of roadway each year. 2010 Pavement Condition Report — June 28, 2011 Page 6 / 1 Attachment A 1 �� 2 1 �� 0 0 __ Itt ..nD....., D_ Paving z a Projects K s \® 1A � 4 - ■� _ ` �- Slurry Seal "pp, r IIC diii Pavement • t .� # . , �d, 1 Overlay ¢ " ` �� \ � i Om. i ARRA ' ��}r I s ��► _ Pavement ■ ND ' � / � al ■ © Overlay al f � MI . /' � 1' I / �,�► r , �j \� / - o -■ .,,,.1.., _ -.. ..'•.'::.. \ , I U![.W"� 41191 ii p 114110 _ "EMI Air I : "' . 1 MO , li la Fa . t 411raill . . .., _„, mC-- i t. /!=fH� =ND.D D V. M AD ��L�. .. �.'` ! Mika . ._ • ,.., .. •......„_,..., � � o g I e (.DWF•.•... e j ,.. D_.�� • o. � , (` ✓- ' "� Y' a ; o w+�. f p JJ °" R �� / r cA MAP`'` 99V4 -- 1A74.111...t 7 / _ e". ° i .:7µ i..---7 +I N�.�.N..a... 1 Attachment B Paving Projects Completed in 2010 - Pavement Overlays 2010 Overlay From To Funding Source Street 72n Avenue Beveland St Baylor St Street Maintenance Fee 72n Avenue Upper Boones Fir St (Just South of American Recovery and Ferry Rd 217) Reinvestment Act (ARRA) 121" Avenue Springwood Drive Scholls Ferry Rd Street Maintenance Fee Bonita Rd 76 Ave I -5 Overpass American Recovery and Reinvestment Act (ARRA) Durham Rd Hall Blvd Upper Booties Ferry American Recovery and Rd Reinvestment Act (ARRA) Garrett St Pacific Hwy 99W Ash Ave Street Maintenance Fee and Community Development Block Grant Pfaffle St 84 Ave Pacific Hwy 99W Street Maintenance Fee Sequoia Pkwy Upper Boones Cardinal Ln Street Maintenance Fee Ferry Rd Sequoia Pkwy Cardinal Ln Bonita Rd American Recovery and Reinvestment Act (ARRA) Upper Boones Durham Rd 72n Ave (Northern American Recovery and Ferry Rd Intersection) Reinvestment Act (ARRA) Paving Projects Completed in 2010 — Slurry Seal Applications 2010 Slurry Sealed Street From To Picks Landing Area (Area # 9) 93rd Ave Martha St End of Street 93rd Ave Millen Dr Julia P1 103rd Ave Durham Rd Riverwood Ln 104th Ave Durham Rd Kent St 107th Ct Titan Ln End of Street 108th Ave Tualatin Dr Kent St 109th P1 Chateau Ln End of Street Bonanza Wy Riverwood Ln Riverwood Ln Chateau Ln 108th Ave End of Street Cook Ct Serena Wy End of Street Copper Creek Dr Riverwood Ln End of Street Greenland Dr Riverwood Ln Serena Wy Grimson Ct Serena Wy End of Street Julia PI 93rd Ave End of Street 2010 Pavement Condition Report — June 28, 2011 Page 8 2010 Slurry Sealed Street From To Kent Ct 103rd Ave End of Street Kent Ct Greenland Dr End of Street Kent P1 Greenland Dr End of Street Kent St 103rd Ave 108th Ave Ken Ct 104th Ave End of Street Martha St 92nd Ave Copper Creek Dr Meadowood Wy Woodcrest Ave Woodcrest Ave Millen Dr 92nd Ave Copper Creek Dr Picks Ct Serena Ct End of Street Picks Ct Serena Wy 103rd Ave Picks Wy 104th Ave End of Street River Dr Tualatin Dr Tualatin Dr Riverwood Ln Tualatin Dr End of Street Riverwood PI Riverwood Ln End of Street Serena Ct Durham Rd Serena Wy Serena Wy Serena Ct Serena Ct Sylvan Ct Serena Wy End of Street Titan Ln 104th Ave 108th Ave Tualatin Dr 108th Ave Riverwood Ln Waverly Dr 92nd Ave End of Street Woodcrest Ave Riverwood Ln Serena Wy 135th /Walnut/ Morning Hill (Area # 1) 131rd PI Hawksbeard St End of Street 132nd Ave Walnut St Rockingham Dr 132nd Ct Benish St End of Street 133rd Ave 131st Ave End of Street 133rd Ave Sheffield Cir End of Street 133rd PI Brittany Dr End of Street 134th Ave 133rd Ave Benish St 134th P1 Sheffield Cir End of Street 134th Terr Shore Dr Brittany Dr 136th Ct Walnut Ln End of Street 138th Ave Walnut Ln Fern St 139th Ave 138th Ave Marcia Dr 140th Terr Northview Dr Liden Dr Ashbury Ln Feiring Ln Tallwood Dr Benish St Walnut St 133rd Ave Benish St Morning Hill Dr 131st Ave Bouneff St Morning Hill Dr 131st Ave Brittany Dr 135th Ave Winterlake Dr 2010 Pavement Condition Report — June 28, 2011 Page 9 2010 Slurry Sealed Street From To Chehalem Ct End of Street End of Street Chimney Ridge Ct Morning Hill Dr End of Street Chimney Ridge St Morning Hill Dr 131st Ave Crane Ct Tallwood Dr End of Street Crist Ct Wilton Ave End of Street Eschmen Wy Winterlake Dr Hawksbeard St Falcon Rise Dr Morning Hill Dr 128th Ave Feiring Ln 135th Ave Swendon Lp Fern St 135th Ave 138th Ave Hawksbeard St 135th Ave Summerlake Dr Horizon Blvd Ascension Dr City Limits Huntington Ave Hawksbeard St End of Street Katherine St 131st Ave Morning Hill Dr Laurmont Ct Shore Dr End of Street Laurmont Dr Shore Dr End of Street Liden Dr Marcia Dr Chehalem Ct Marcia Dr Northview Dr Liden Dr Morning Hill Ct Morning Hill Dr End of Street Morning Hill Dr 131st Ave End of Street Northview Dr Walnut St Marcia Dr Rosy Ct 138th Ave End of Street Scottsbridge Dr Morning Hill Dr End of Street Sheffield Cir Brittany Dr Brittany Dr Shore Dr Morning Hill Dr Winterlake Dr Springbrook Ln Tallwood Dr Barrows Rd Stardust Ln Liden Dr Northview Dr Swendon Lp Feiring Ln Feiring Ln Tallwood Dr Ashbury Ln Bluestem Ct Tamera Ln Laurmont Dr Laurmont Dr Toland St 133rd Ave Morning Hill Dr Walnut Ln End of Street , 139th Ave Westbury Terr Wilton Ave Morning Hill Dr Wilton Ave Liden Dr Ashbury Ln 2010 Pavement Condition Report — June 28, 2011 Page 10 f --• 11 • C9 e. ttachment C aJ lanned s 2011 1 ,ENOIL,AIRISRD i.) i 1 � ■ ( . F _ WMON,.,! Paving _ Projects a , MIDI 1 5 40 bra — ' �� I � DR 2 If Funding Allows 4010) v ti rf� `*` _ w�luD mc. o 1 . J ( F DISADOWS AD r - I 111 t _ 1 libl ,� ...._.k.,4\j- ; OM F if -- — 7 k r mile: .� ` — 0 0.2 0 1 1 J._ � I tfMeNO• ItD �. i d , a CDs dies, SeAe it , DO4 T NI CIM,R �Naf;n Rryer O r , F fsft rv.. Attachment D Paving Projects Planned for 2011- Pavement Overlays Estimates indicate the City will have approximately $800,000 to spend on pavement overlays in the 2011 paving season. We anticipate these revenues will be adequate to fund the overlays listed in Table 1. However, the actual cost of these overlays will be affected by the price of asphalt and the construction bidding climate. It is possible some streets will be deleted from the pavement overlay list in order to keep the project within budget. On the other hand, the streets in Table 2 could be added to the pavement overlay list if bids are lower than expected. Table 1 2011 Overlay Street From To North Dakota St 95th Ave Greenburg Rd 98th Ave Scott Ct Greenburg Rd Commercial St Main St Hall Blvd Kable St 103rd Ave 100th Ave Hoodview St 200' N of Kable St Kable St 79` Ave Ashford Ln Hansen Ln Dartmouth St 69th Ave (End Concrete) 68th Pkwy 68th Pkwy Dartmouth St Haines St Haines St 68th Pkwy I -5 Bridge 66t Ave. Franklin St. End near Dartmouth St. Table 2 2011 Possible Overlay Street From To McDonald St 104th Ave 97th Ave 97th Ave Murdock St McDonald St O'Mara St McDonald St Frewing St Scoffins St Ash Ave Hall Blvd Park St Watkins Ave Pacific Hwy 99W 74t Ave Durham Rd Bonita Rd Paving Projects Planned for 2011— Slurry Seal Applications Estimates indicate the City will spend approximately $300,000 on slurry seal applications in Neighborhood Network Area 3 (northern central Tigard) and Area 13 (west Tigard, on the northern side of Bull Mountain). 2011 Slurry Seal Street From To North Central Tigard (Area #3), 90t Ave Greenburg Rd North Dakota St 91st Ave Greenburg Rd 92nd Ave 91" Ct North Dakota St End of Street 91st Ave Greenburg Rd 92nd Ave 2010 Pavement Condition Report — June 28, 2011 Page 12 92nd Ave Greenburg Rd End of Street 93rd Ave North Dakota St End of Cul -De -Sac 94th Ave Greenburg Rd End of Street 94 Ave North Dakota St End of Cul -De -Sac 95 Ave Greenburg Rd 200' North of North Dakota St 95 Ave Greenburg Rd Commercial St 98th Ave Commercial St Scott Ct 106 P1 Walnut St Tiedeman Ave 109th Ave North Dakota St Geneva St 110 P1 North Dakota St Torland St 112th Ave North Dakota St Torland St Brookside Ave Johnson St Walnut St Clydesdale Ct 106 P1 End of Street Clydesdale P1 106 P1 End of Street Commercial St 95 Ave 98 Ave Cornell P1 Tigard St End of Cul -De -Sac Gallo Ave Tigard St End of Street Johnson St Pacific Hwy 99W End of Street Johnson St 106 P1 End of Street Lincoln Ave Greenburg Rd Commercial St London Ct 98Th Ave 145' east of 98th Ave Meadow St Tiedman Ave End of Street North Dakota St 90Th Ave 95th Ave Scott Ct 98Th Ave End of Street Tangela Ct 92nd Ave End of Street Tangela Ct 95th Ave End of Street Torland St 112TH Ave 110TH P1 Twin Park P1 Tigard St End of Cul -De -Sac Bull Mountain (Area #13) 128 P1 Gaarde St End of Street 129th Ave Morningstar Dr Gaarde St 130 P1 Morningstar Dr End of Street 132nd Ave Greenfield Dr Rockingham Dr 133rd Ave Bull Mtn Rd Mountain Ridge Ct 134th Ave Mountain Ridge Ct 133rd Ave 135th Ave Hillshire Dr Lauren Ln 136th Ave Westridge Terr End of Street Alpine View Ct Benchview Terr End of Street Alpine View Benchview Terr 134th Ave Alpine View 133rd Ave 130' east of 133rd Ave Angus P1 Bull Mtn Rd End of Street 2010 Pavement Condition Report — June 28, 2011 Page 13 Ascension Dr Mistletoe Dr Fern St Boxelder St Essex Dr Hillshire Dr Brim P1 Benchview Terr End of Street Broadmoor P1 End End of Street Edgefield Terr Woodshire Ln End of Street Essex Dr Mistletoe Dr Lauren Ln Essex Dr Hillshire Dr Mistletoe Dr Fern St City Limits 100' east of Ascension Dr Fernridge Terr Morningstar Dr End of Street Greenfield Dr Benchview Terr End of Street Hillshire Dr 135` Ave End of Street Jenna Ct Essex Dr End of Street Lauren Ln Essex Dr 135th Ave Leah Terr Alpine View End of Street Michelle Ct Essex Dr End of Street Mint P1 Boxelder St End of Street Mistletoe Dr Powerline near Nahcotta Dr Alpine View Dr Morningstar Dr Woodshire Ln End of Street Mountain Ridge Ct End End of Street Oxalis Terr Ascension Dr 175' north of Ascension Dr Racely P1 Leah Terr End of Street Ridgefield Ln Greenfield Dr west end of street Rockingham Dr 132ND Ave End of Street Tamaway Ln Essex Dr 136th Ave Tanoak Ct Brim PI End of Street Tracy P1 Hillshire Dr End of Street Wagoneer P1 Mistletoe Dr End of Street Wellington P1 Rockingham Dr End of Street Westridge Terr Essex Dr 135th Ave White Cedar PI Benchview Terr End of Street Whitehall Ln 135Th Ave Broadmoor PI Wilmington Ln Ridgefield Ln 110' east of 131st Terr Woodshire Ln Edgefield Terr Fernridge Terr 2010 Pavement Condition Report — June 28, 2011 Page 14 AIS -550 Item #: 3. C. Business Meeting Date: 06/28/2011 Length (in minutes): Consent Item Agenda Title: Resolution to Appoint Tigard Library Board Members Laura Cadiz, Dan Snyder, and John Storhm,and Alternates Stephanie Carter and Katie Harris Prepared For: Margaret Barnes Submitted By: Alison Grimes Library Item Type: Motion Requested Meeting Type: Consent Agenda Resolution ISSUE Approval of the Mayor's Appointment Advisory Council's appointment of two (2) new Tigard Library Board members, the reappointment of one (1) Library Board member and the appointment of two (2) alternates. Reappoint John Storhm as member. Appoint Laura Cadiz and Dan Snyder as members. Appoint Katie Harris and Stephanie Carter as alternates. STAFF RECOMMENDATION / ACTION REQUEST Recommend approval by City Council of the Mayor's Appointment Advisory Council choices for Tigard Library Board members and alternates. KEY FACTS AND INFORMATION SUMMARY See attached biographies. OTHER ALTERNATIVES N/A COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION City Council previously approved the appointment of new Board members and alternates for the Tigard Library Board on July 14, 2009. Fiscal Impact Fiscal Information: None. Attachments Resolution Brief Biographies Library Board Appointments Brief Biographies Reappointment of Member John Storhm • Self - employed (Burned Books Publishing) • Member American Booksellers Association • Previous Library Board member in Cleveland Heights, Ohio Appointment of New Members Laura Cadiz • B.A (University of Oregon) • JD (Lewis and Clark Law School) • Assistant Attorney General, Oregon Department of Justice Dan Snyder • Telecom Services broker • Associate Publisher /Editor • B.S., Journalism Appointment of Alternates Stephanie Carter • Master of Librarianship (University of Washington) • Masters in Public Administration (Evergreen State College) • JD (Willamette University) • Full-time attorney Katie Harris • B.A., Anthropology and Environmental Studies • MPH (Health Management and Policy) • Operations Technical Specialist with Volunteers of America Oregon AIS -501 Item #: 3. D. Business Meeting Date: 06/28/2011 Length (in minutes): Consent Item Agenda Title: Resolution Declaring the "Remnant Triangle" Property as Surplus Property and Authorizing the Transfer of the Property Prepared For: Kim McMillan Submitted By: Ted Kyle Public Works Item Type: Resolution Meeting Type: Consent Agenda ISSUE Shall the City Council adopt a resolution declaring the "remnant triangle" property as surplus, authorizing the property transfer, and authorizing the City Manager undertake all tasks and execute all documents related to the property transfer. STAFF RECOMMENDATION / ACTION REQUEST Staff recommends the Council adopt the resolution. KEY FACTS AND INFORMATION SUMMARY Background • The City purchased a triangular piece of property for the Burnham Street Reconstruction project. • After right -of -way dedication was made along the frontage of this property, a smaller "remnant triangle," of approximately 3500 square feet, remained. A map of the remnant triangle is attached. • This remnant triangle is comprised of a 1,800 - square -foot landscaped area and a 1,700- square -foot paved area with a driveway used by Frontier, the City and the Matsumotos. • The paved area is encumbered by a joint access easement and a maintenance agreement between Frontier, the Matsumotos and the City of Tigard. The easement guarantees the parties continued driveway access, irrespective of who owns the property. • The remnant parcel cannot be developed, and the landscaped portion will require ongoing maintenance. • There is no reason for the City to retain ownership of the remnant triangle. Disposal of the Property • The only privately owned properties adjacent to the remnant triangle are owned by William and Nina Matsumoto and Frontier Communications. • The City considered dividing the remnant triangle and offering half the property to Frontier and half to the Matsumotos. Frontier declined ownership. The Matsumotos have expressed an interest in taking ownership of the property and maintaining the landscaped area. • Because the property cannot be developed, is of negligible value, and represents an ongoing maintenance issue for the City, staff proposes the property be transferred to the Matsumotos free of charge. Additionally, the City would pay for and cooperate with the Matsumotos in filing a lot line consolidation application. • Tigard Municipal Code 3.44.010 outlines the process for the disposal of substandard undeveloped property such as the remnant triangle. The City's real estate attorney has reviewed the resolution and is overseeing the process to dispose of the property. • The attached resolution, if approved, will: • Declare the remnant triangle as surplus property. • Authorize the property transfer to the Matsumotos. • Authorize the City Manager to sign all other documents pertaining to the transfer. • No one, besides the Matsumotos, has expressed an interest in this parcel. OTHER ALTERNATIVES The Council could decide not to adopt the resolution and could propose some other course of action to dispose of the property. Otherwise, the property will remain in City ownership. If the City retains ownership, it would be responsible for the ongoing maintenance of the property. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS None DATES OF PREVIOUS COUNCIL CONSIDERATION This item was discussed in Executive Session at the Council's May 24, 2011, meeting. Fiscal Impact Cost: $5,000 Budgeted (yes or no): Yes Where Budgeted (department/program): Downtown CIP - Burnham Street Reconstruction Additional Fiscal Notes: Staff estimates legal fees and other costs associated with the property transfer will total less than $5,000. There are sufficient funds remaining in the Burnham Street Reconstruction project to cover these costs. Attachments Map of Remnant Triangle Resolution 7' - ,' Ec. ' . � A 4 t ,- 1 t ' '.' :' `-' *r fi g ` r rte. . m ", 4 , 2S- 1- 02AD - 03 �+ ' CITY OF TIGARD r .: . t..11 M S : . \ '15' t ,. '9 , fir wavoil. .,,,t ' +1,1*.' ' ' \ ' ... . , - ‘ 2S- 1 -02AD -03451 �� CITY OF TIGARD - SURPLUS PROPERTY TO � � RE CONVEYED TO MATSUMO '° :' �� Yy . -' ma y. ' b ' ,,,,:pi .,k. _ ...:1, 1 . .,...: ig , 4 4 d g 25- 1 -02AD -00300 2S- 1 -02DB -00100 MATSUMOTO FRONTIER COMMUNICATIONS , .� EXHIBIT 'A' CITY OF TIGARD SURPLUS i\ PROPERTY TRANSFER TO MATSUMOTO N AIS -541 Item #: 3. E. Business Meeting Date: 06/28/2011 • Length (in minutes): Consent Item Agenda Title: Submit a Non-Renewal Letter to Terminate the Regional Water Sales Agreement with the City of Portland in 2016 Prepared For: Dennis Koellermeier Submitted By: Greer Gaston Public Works Item Type: Motion Requested Meeting Type: Consent Agenda ISSUE Shall the Council authorize the City Manager to sign a non - renewal letter to terminate the Regional Water Sales Agreement with the City of Portland in 2016? STAFF RECOMMENDATION / ACTION REQUEST Staff recommends the Council authorize the City Manager to sign a non - renewal letter. KEY FACTS AND INFORMATION SUMMARY • The City of Tigard is the managing authority and water provider for 57,000 customers in Durham, King City, two- thirds of Tigard, and the unincorporated area represented by the Tigard Water District. • In 2006, Tigard entered into a wholesale water supply contract, the "Regional Water Sales Agreement," with the City of Portland. Tigard purchases the majority of its water through this agreement. While Portland is a reliable water supplier, Tigard has little control over cost and other issues like water treatment and water quality. • The Regional Water Sales Agreement contains a "take or pay" provision in which Tigard is required to pay for a specific quantity of water, irrespective of whether or not the City actually uses the water. The agreement also requires Tigard to obtain 60 percent of its annual water supply from the City of Portland. • Rather than purchasing water from other entities, the City's long -term goal has been to secure ownership in its own water supply. For years, Tigard had pursued alternatives to the Portland water supply; Portland was not willing to offer Tigard ownership in its water system. • In 2008, Lake Oswego and Tigard entered into a water partnership, the culmination of Tigard's 15 -year search for ownership in a water supply. Under the partnership, Tigard and Lake Oswego joined forces to improve and expand Lake Oswego's existing water system to meet both communities' future water needs. Tigard's share of the partnership projects is estimated at $118 million. For Tigard's investment, it will gain ownership in the Lake Oswego system and will receive 14 million gallons of high- quality drinking water per day starting in June 2016. • Once the new water system is operational, Tigard will no longer need to purchase the majority of its water from the City of Portland. • In order for Tigard to terminate the 2006 Regional Water Sales Agreement in June 2016, it must provide the City of Portland with a "written notice of non - renewal" five years before the agreement is terminated, or on July 1, 2011. • Should Tigard fail to terminate the Portland agreement, the agreement will automatically be extended another year, and Tigard would be obligated to pay the City of Portland for water it does not expect to use in fiscal year 2016 -2017. • At its June 8, 2011, meeting, Intergovernmental Water Board members unanimously recommended the City of Tigard submit the non - renewal notice to terminate the Regional Water Sales Agreement with the City of Portland in 2016. • Following submission of the non - renewal notice, Tigard intends to continue its long- standing relationship with Portland and has proposed the two cities open discussions regarding a replacement contract addressing regional connectivity, emergency water supplies, surplus water and other issues of mutual interest. OTHER ALTERNATIVES The Council could direct staff not to submit the non - renewal notice. This will automatically extend the Regional Water Sales Agreement for another year, and Tigard would be obligated to pay the City of Portland for water it does not expect to use in fiscal year 2016 -2017. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS 2011 Tigard City Council Goal No. 5 - "Continue Coordination with Lake Oswego on Water Partnership." DATES OF PREVIOUS COUNCIL CONSIDERATION The Council discussed this item at its June 21 workshop meeting. Fiscal Impact Cost: 0 Budgeted (yes or no): N/A Where Budgeted (department/program): N/A Additional Fiscal Notes: Submission of the non - renewal notice has no immediate financial impact. If Tigard does not submit the non - renewal notice on July 1, 2011, the Regional Water Sales Agreement will automatically be extended another year, to June 30, 2017. Tigard would be obligated to pay the City of Portland for water it does not expect to use in fiscal year 2016 -2017. The cost of this water is estimated to be nearly $3.9 million. Attachments July 1. 2011-Non-Rene N.N. al Letter to Terminate Regional Water Sales Agreement in 2016 June 8. 2011-Portland Water Bureau Letter on Regional Water Sales Agreement Termination Process July 1,2011 Commissioner Randy Leonard Portland Water Bureau 1120 SW 5th Avenue, Room 600 Portland, OR 97204 -1926 Dear Mr. Leonard: Re: Five -Year Non - Renewal Notice for the Regional Water Sales Agreement In 2006, the City of Tigard and the City of Portland entered into a ten -year wholesale water purchase agreement, known as the Regional Water Sales Agreement. The agreement took effect on July 1, 2006. Since that time the City of Tigard has partnered with the City of Lake Oswego to develop a regional joint water supply project. Tigard anticipates this supply will be operational in June 2016, at which time it will shift from the Portland supply to Lake Oswego - Tigard supply. Based upon a June 8, 2011, letter from Portland Water Bureau Administrator David Shaff, I understand Tigard must provide the City of Portland with written notice of non - renewal on July 1, 2011, in order to terminate our Regional Water Sales Agreement effective June 30, 2016. Please accept this letter as Tigard's formal written notice of non - renewal. The City of Tigard and the City of Portland have had a long -term relationship, and both cities have benefited from our mutual water supply agreements. Tigard hopes to continue its relationship with Portland and would like to begin a dialogue to develop a replacement contract addressing regional connectivity, emergency supplies, surplus water, and other issues of mutual interest. Our goal would be to have such an agreement in place by 2016, thus providing both parties with a seamless transition. Sincerely, Craig Prosser City Manager c: David Shaff Dennis Koellermeier P r � 'l P Randy Leonard, Commissioner oa �o David G. Shall, Administrator ` l \ iOEE R 1120 5W 5th Avenue, Room 600 r W' a BUREAU Portland, Oregon 97204-1926 '� r Information: 503 -623 -7404 + 1151r s i FROM FOREST TO FAUCET www.pordandonline.com /water Au F.p, „lOppoun;r,•f' mpGoer June 8, 2011 r RECEIVED Dennis Koellermeier City of Tigard JUN I) 9 2011 13125 SW Hall Blvd Public Works Admin. Tigard, OR 97223 Re: Non - Renewal Notice — 10 Year Contract Customers Dear Dennis At the May 11, 2011 Water Managers Advisory Board meeting I reminded the attendees of the non - renewal dates for customers with a 10 Year Water Sales Agreement. This letter is to ensure we have the same understanding of the language of the agreement. The Regional Water Sales Agreement (the Agreement) Section 3 — DURATION OF AGREEMENT AND RENEWAL says that July 1, 2011 is the earliest possible date for either party to issue a written non - renewal notice. If a non - renewal notice were given July 1, 2011 the earliest date for contract termination is June 30, 2016. The Agreement Section 3.A. states "...Each "contract year” shall run from July 1 through June 30." which means a termination date is always June 30 of a given year. If notice is given AFTER July 1, 2011 Section 3.B. states " ... the contract will terminate on the next June 30 at least five years but not more than 6 years from the date of the notice." So, for instance, a notice given from July 2, 2011 through July 1, 2012 would provide for contract termination on June 30, 2017. Notices of non - renewal may be issued at any time up to June 30, 2016, and the contract will expire on the June 30 that is "at least five years, but not more than six years" from the notice's date. Please send any non - renewal notices to Commissioner Leonard with a copy to me. Sincerely, David Shaff Water Bureau Administrator C: David Hasson Cecelia Huynh Jan Warner Anne Conway The City of Portland will make reasonable accommodation for people with disabilities. Please notify us no less than five (S) business days prior to the event by phone 503- 823 -7404, by the City's TTY at 503- 823 -6868, or by the Oregon Relay Service at 1- 800 - 735 -2900. AIS -547 Item #: 3. F. Business Meeting Date: 06/28/2011 Length (in minutes): Consent Item Agenda Title: Approve FY 2011 Edward Byrne Memorial Justice Assistance Local Solicitation Grant Application Prepared For: Alan Orr Submitted By: Tom Imdieke Police Item Type: Motion Requested Meeting Type: Consent Agenda ISSUE Should the City Council approve an application to the Department of Justice for the 2011 Edward Byrne Memorial Justice Assistance Grant in the amount of $14,364. STAFF RECOMMENDATION / ACTION REQUEST Staff recommends approval of the grant application. KEY FACTS AND INFORMATION SUMMARY The Police Department was recently notified by the Department of Justice that the city qualified for applying to receive an Edward Byrne Memorial local solicitation grant in the amount of $14,364. This local allocation uses an assistance formula that is adjusted using each state's share of the national population and the state's share of the country's part 1 violent crimes statistics. Once the state funding is calculated, 60 percent of the allocation is awarded to the state and 40 percent to eligible units of local government. The City of Tigard qualified for this particular grant. One condition of the grant is that the governing body of the jurisdiction must approve the application before it can be submitted to the Department of Justice. It is the intent of the Police Department to use the funds to acquire additional computer related hardware that will allow greater efficiency when duplicating hard drives for use in multiple computers. Any remaining funds would be used for information technology related items. OTHER ALTERNATIVES Not applicable. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS Not applicable. DATES OF PREVIOUS COUNCIL CONSIDERATION Not applicable. Fiscal Impact Cost: Budgeted (yes or no): No Where budgeted ?: Police Additional Fiscal Notes: This grant, if awarded, will bring an additional $14,364 to the City to be used to purchase computer equipment in the Police Department. If the grant is awarded, the City will bring a budget amendment or a supplemental budget to Council to recognize and appropriate these funds. AIS -530 Item #: 3. G. Business Meeting Date: 06/28/2011 Length (in minutes): Consent Item Agenda Title: Resolution to Approve Workers' Compensation Insurance for City Volunteers Prepared For: Loreen Mills Submitted By: Loreen Mills City Management Item Type: Motion Requested Meeting Type: Consent Agenda Resolution ISSUE Should the City continue to provide Workers' Compensation Insurance for volunteers to protect them if they are injured during their volunteer work time? STAFF RECOMMENDATION / ACTION REQUEST Approve resolution to provide workers' compensation benefits to City volunteers 7/1/11 through 6/30/12. KEY FACTS AND INFORMATION SUMMARY • Protect City volunteers by providing Workers' Comp insurance for them when they volunteer • Workers' Comp insurance is less costly and provides more benefits than health insurance • City Council places high value on volunteers and the volunteer program and has provided this coverage for several years to protect volunteers if they are injured during volunteer work • Oregon law requires cities to decide whether Workers' Comp insurance will be provided to volunteers (ORS 656.031) OTHER ALTERNATIVES - Provide health care coverage, accidental death & dismemberment insurance or no coverage at all rather than Workers' Comp insurance. Insurance coverages other than Workers' Comp are more expensive and provide less coverage/benefit for the volunteer. Not providing any insurance coverage is not in keeping with Council's past practice. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION On 7/13/10, City Council approved volunteer Workers' Comp coverage for FY 10/11. Fiscal Impact Cost: $14,750 Budgeted (yes or no): Yes Where Budgeted (department/program): All Departments Additional Fiscal Notes: Workers' Comp insurance expenditures for volunteers are included in the 2012 budget. Attachments Volunteer WC Resolution Resolution Exhibit A AIS -528 Item #: 3. H. Business Meeting Date: 06/28/2011 Length (in minutes): Consent Item Agenda Title: City Center Development Agency: Resolution to Consider Additional Sites for the Downtown Public Plaza Submitted By: Sean Farrelly Community Development Item Type: Resolution Meeting Type: Consent Agenda - CCDA ISSUE Shall the City Center Development Agency (CCDA) approve a resolution to amend resolutions 07 -03 and 08 -01 to consider additional sites for a downtown public plaza? STAFF RECOMMENDATION / ACTION REQUEST Staff recommends CCDA approval of the resolution to allow flexibility in the search for a suitable plaza site. KEY FACTS AND INFORMATION SUMMARY The Tigard Downtown Improvement Plan and the Urban Renewal Plan both recognized the need for public plaza and open space in Downtown that would serve as the "green heart" of Tigard. A yearlong planning process in 2007 -2008 resulted in the Fanno Creek Park and Plaza Master Plan, which identified the location of the plaza as the Stevens Marine site. City Center Development Agency (CCDA) resolution 07 -03 identified the Stevens Marine property as the site of the Downtown public plaza. A subsequent CCDA resolution, 08 -01, adopted the Fanno Creek Park and Plaza Master plan, which also identified the property as the plaza site. As reported at the June 14, 2011 CCDA study session, after the adoption of these resolutions, staff made a concerted effort to work with the Stevens Marine property owners and representatives to negotiate a practicable arrangement. The owners of the property and business have stressed their wish to keep Stevens Marine in operation, and thus the need to consider other locations for a suitable plaza site. The issue of the plaza location has become more time sensitive, as the parks acquisition bond approved by voters in November 2010 made available up to $1.7 million for park land in the Downtown. These funds need to be expended within three years of bond sale per state law. The Stevens' site may not be realistically available, even looking beyond three years, and there may be other suitable sites in the Downtown with less complicated relocation issues. At its May 11, 2011 meeting the City Center Advisory Commission (CCAC) approved a motion recommending that $1.7 million in bond funds be utilized for a Downtown public plaza. They also recommended that the CCDA consider sites in addition to the Stevens Marine site for the public plaza. In the next few months, additional sites will be assessed for suitability by staff and the CCAC. The CCAC will make recommendations to the Parks and Recreation Board (PRAB) and the CCDA via executive sessions. OTHER ALTERNATIVES CCDA could choose not to approve the resolution. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS Council Goal 2: Implement Downtown and Town Center Redevelopment Opportunities Fanno Creek Park and Plaza Master Plan DATES OF PREVIOUS COUNCIL CONSIDERATION June 14, 2011 Study session regarding proposed resolution January 25, 2011 CCDA study session CCDA resolution 07 -03, selecting the location for the Downtown Plaza CCDA resolution 08 -01, adopted the Fanno Creek Park and Plaza Master Plan Attachments Resolution AIS -447 Item #: 4. Business Meeting Date: 06/28/2011 Length (in minutes): 5 Minutes Agenda Title: Proclaim Geography Awareness Week - August 1 -7, 2011 Prepared For: Joanne Bengtson Submitted By: Joanne Bengtson City Management Item Type: Public Hearing - Informational Meeting Type: Proclamation ISSUE Shall Mayor Dirksen proclaim August 1 -7, 2011 as Geography Awareness Week? STAFF RECOMMENDATION / ACTION REQUEST n/a KEY FACTS AND INFORMATION SUMMARY The Oregon Geographic Alliance at Portland State University is dedicated to improving geographic knowledge and awareness in Oregon. They work with educators, parents and students to increase citizens' understanding of Oregon geography and the state's connection to the greater world. The City of Portland is the host site for the 2011 National Council for Geographic Education conference. OTHER ALTERNATIVES n/a COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS n/a DATES OF PREVIOUS COUNCIL CONSIDERATION n/a Attachments Geography Awareness Week ; tv ` r: � r :2 ( .4,- CJtgof GEOGRAPHY AWARENESS WEEK August 1 -7, 2011 Whereas, The National Council for Geographic Education is holding its annual geography �. conference in Portland, Oregon from August 1 -7, 2011; and ,1 Whereas, Geography teachers from throughout the State of Oregon are invited to y ,, participate in the national meeting; and ‘ Whereas, The study of geography is essential to understanding our relationship with our • environment and the world around us; and Whereas, The world is changing rapidly and where people once focused on their city, • geographic study has led to the adoption of a more global perspective; and D Whereas, The study of geography teaches Tigard children to think critically, research, and y • communicate their thoughts through writing and other means of communication; and Whereas, Children who understand Oregon geography can see how Tigard, and our state, ' - connects to the world beyond our border; and , Whereas, The study of geography is one of the most useful subjects offered in our schools •,, ' and those who choose to study geography will learn skills that are valued in all careers. NOW THEREFORE BE IT RESOLVED THAT I, Craig E. Dirksen, Mayor of the City of Tigard, Oregon, do hereby proclaim August 1 -7, 2011 as � sI GEOGRAPHY AWARENESS WEEK And encourage all Tigard residents to become more knowledgeable about geography as we go forward in an ever - changing world. *, y r Dated this day of , 2011. is c•-,zyrr IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the City of Tigard to be affixed. a < a Craig E. Dirksen, Mayor City of Tigard �. Attest: • City Recorder AIS -485 Item #: 5. Business Meeting Date: 06/28/2011 Length (in minutes): 15 Minutes Agenda Title: Informational Public Hearing to Consider a Resolution Finalizing Sanitary Sewer Reimbursement District No. 50 ( SW Canterbury Lane) Prepared For: Ted Kyle Submitted By: Ted Kyle Public Works Item Type: Resolution Meeting Type: Council Business Public Hearing - Informational Meeting - Main ISSUE Shall the City Council hold a public hearing and consider a resolution finalizing Sanitary Sewer Reimbursement District No. 50, established to construct sanitary sewers in SW Canterbury Lane? STAFF RECOMMENDATION / ACTION REQUEST Staff recommends the Council hold the public hearing and approve the resolution. KEY FACTS AND INFORMATION SUMMARY Under the Citywide Sanitary Sewer Extension Program, the City installs public sewers to each lot within a reimbursement district. Property owners are not required to pay any fees until they connect to the public sewer. At the time of connection, the property owner: • Pays a connection and inspection fee. • Reimburses the City for the owner's share of the sewer installation. • Assumes responsibility for any plumbing modifications to connect to the public sewer. • Assumes responsibility for disconnecting the owner's existing septic system in accordance with county regulations. This sanitary sewer project installed sewer service to two lots on SW Canterbury Lane. Final costs are as follows: • Construction $49,714 • Engineering and Inspection $6,711 (13.5 percent of construction cost as defined in TMC 13.09.040(1)) • Project Total $56,425 Construction costs came in under budget; the final project cost is 55 percent less than the $125,663 estimated in the original City Engineer's Report, prepared when the district was formed. This is a direct result of lower construction costs, which staff attributes to the competitive bidding climate in the construction industry. The district includes a city-owned lot and a residential lot. On June 10, 2011, a notice of the public hearing to finalize the district was mailed to the owner of the residential lot. The notice is attached. No response to the notice was received, although the owner did submit a letter of support when the district was formed. If the resolution is approved, the owner of the residential lot will be notified that the sewer is ready for connection. OTHER ALTERNATIVES The Council could decide not to approve the resolution and provide staff with direction regarding the finalization of the district. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS The reimbursement district meets Goal No.1, "Implement Comprehensive Plan," by furthering Comprehensive Goal 11.3, "Develop and maintain a wastewater collection system that meets the existing and future needs of the community." On September 14, 2010, City Council adopted the City of Tigard Sewer Master Plan. The proposed sewer extension is consistent with this plan. DATES OF PREVIOUS COUNCIL CONSIDERATION At its November 9, 2011 meeting, the City Council held an informational public hearing and approved the formation of Reimbursement District No. 50 by adopting Resolution No. 10 -57. Fiscal Impact Cost: $56,425 Budgeted (yes or no): Yes Where Budgeted (department/program): Sewer CIP Additional Fiscal Notes: The final actual cost of the project is $56,425. This amount includes the fmal costs as follows: • Construction $49,714 • Engineering and Inspection $6,711 (13.5 percent of construction cost as defined in TMC 13.09.040(1)) The portion of the final costs assigned to each owner is tabulated in Exhibit A, Final City Engineer's Report. The cost to each owner under the incentive program established by Resolution No. 01 -46 is also shown. Funding is by unrestricted sanitary sewer funds. Attachments Attachment 1 - Resolution Attachment 2 - Exhibit A - Final Engineer's Report Attachment 3 - Exhibit B - Property Map Attachment 4 - Resolution No. 10 -57 Establishing District Attachment 5 - Vicinity Map Attachment 6 - Letter to Property Owner Attachment 7 - Notice to Property Owner Attachment 8 - Mailing List Attachment 9 - Resolution No. 01 -46 Attachment 10 - Resolution No. 03 -55 CITY OF TIGARD, OREGON TIGARD CITY COUNCIL RESOLUTION NO. 105 V A RESOLUTION ESTABLISHING SANITARY SEWER REIMBURSEMENT DISTRICT NO. 50 (SW CANTERBURY LANE). WHEREAS, the City has initiated the Citywide Sanitary Sewer Extension Program to extend public sewers and recover costs through reimbursement districts in accordance with TMC Chapter 13.09; and WHEREAS, the property owners of proposed Sanitary Sewer Reimbursement District No. 50 (SW Canterbury lane) have been notified of a public hearing in accordance with TMC 13.09.060 and a public hearing was conducted in accordance with TMC 13.09.050; and WHEREAS, the City Engineer has submitted a report describing the improvements, the area to be included in the reimbursement district, the estimated costs, a method for spreading the cost among the parcels within the district, and a recommendation for an annual fee adjustment, and WHEREAS, the City Council has determined that the formation of a reimbursement district as recommended by the City Engineer is appropriate. NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that: SECTION 1: The City Engineer's report titled "Sanitary Sewer Reimbursement District No. 50," attached hereto as Exhibit A, is hereby approved. SECTION 2: A reimbursement district is hereby established in accordance with TMC Chapter 13.09. The district shall be the area shown and described in Exhibit B. The district shall be known as "Sanitary Sewer Reimbursement District No. 50." SECTION 3: Payment of the reimbursement fee, as shown in Exhibit A, is a precondition of receiving City permits applicable to development of each parcel within the reimbursement district as provided for in TIM 13.09.110. SECTION 4: An annual fee adjustment, at a rate recommended by the Finance Director, shall be applied to the reimbursement fee. SECTION 5: The City Recorder shall cause a copy of this resolution to be filed in the office of the County Recorder and shall mail a copy of this resolution to all affected property owners at their last known address, in accordance with INC 13.09.090. SECTION 6: This resolution is effective immediately upon passage. RESOLUTION NO. 10 -S 7 Page 1 � PASSED: This r j '114 day of 1 t 2010. z or - 'ty of Tigard AT EST: City Recorder - City of Tigard RESOLUTION NO. 10 - 5c7 Page 2 t" Exhibit A City Engineer's Report Sanitary Sewer Reimbursement District No. 50 (SW Canterbury Lane) background This project will be constructed and funded under the Citywide Sanitary Sewer Extension Program. Under the program, the City of Tigard installs public sewers to each lot within an established reimbursement district. At the time of connecting to the public sewer, the property owner: - Pays a connection and inspection fee, currently $4,135. - Reimburses the City for the owner's share of the sewer installation. - Assumes responsibility for any plumbing modifications necessary to connect to the public sewer. - Assumes responsibility for disconnecting the owner's existing septic system in accordance with Washington County regulations. There is no requirement to connect to the sewer or pay any fee until connection is made. Project Area - Zone of Benefit Serving the two lots in the following table will require extending an existing sewer in SW Inez Street. No further extension of this line will be required. The surrounding area is completely served with sewer. The owner of 10380 SW Canterbury Lane is requesting sewer service to accommodate a proposed addition to his home. The City is the owner of the adjacent lot at 10310 SW Canterbury Lane. This lot is a City park and the site of the John Tigard House managed by the Tigard Area Historical and Preservation Association. The association has expressed an interest in constructing a restroom to the south of the house. The proposed sewer would provide service to this restroom. The proposed project would provide sewer service to a total of two lots within the proposed reimbursement district as shown on Exhibit B to the proposed resolution. • Cost The estimated construction cost to provide sanitary sewer service to the two lots is $110,716. Engineering and inspection fees amount to $14,947 (13.5 %) as defined in TMC 13.09.040(1). The estimated total project cost is $125,663. This is the estimated amount that would be reimbursed to the sanitary sewer fund as property owners connect to the sewer and pay their share of the project costs. However, the actual amount each property owner pays may be affected by the owner's participation in the City's early connection incentive program. In addition to sharing the cost of the public sewer, each property owner will be required to pay a connection and inspection fee, currently $4,135, upon connection to the public line. Exhibit A Page 1 of 4 M. All owners will be responsible for all plumbing costs required for work done on private property. Reimbursement Rate The two lots are dissimilar but are receiving the same benefit. Therefore, it is recommended that the total cost of the project be divided equally between the two properties. Other reimbursement methods include dividing the cost proportional to lot area or by the length of frontage of each property. These methods are not recommended because there is no correlation between these methods and the cost of providing service to each lot or the benefit to each lot. Each property owner's estimated fair share of the public sewer is $62,831. In accordance with Resolution No. 01-46, owners who complete their connection within three years of City Council approval of the final City Engineer's Report are eligible for incentives. Under these incentives, each owner's share would be limited to $6,000, to the extent that this share does not exceed $15,000. In addition to paying for the first $6,000, owners will remain responsible for paying all actual costs that exceed $15,000. Upon request, payment of costs that exceed $15,000 may be deferred until the lot is developed, as provided by Resolution No. 03 -55. Annual Fee Adjustment TMC 13.09.115 states that an annual percentage rate shall be applied to each property owner's share of the public sewer costs on the anniversary date of the reimbursement agreement. The Finance Director has set the annual interest rate at 6.05% as stated in Resolution No. 98 -22. Recommendation It is recommended that a reimbursement district be formed with an annual fee increase as indicated above and that the reimbursement district continue for fifteen years as provided in Tigard Municipal Code (TMC) 13.09.110(5). Fifteen years after the formation of the reimbursement district, properties connecting to the pubic sewer would no longer be required to pay the reimbursement fee. Submitted October 26, 2010 • Theodore S. Kyle, P.E. City Engineer InENG11 • Adlve Proleete%Ceeertney In -103rd Ave Son Sewer ReInter ment Mo. >a WAS 9 D.o Key%CoendMonneon1114.10 Contenoury Reim OW 80 Report Ex Moe Exhibit A Page 2 of 4 CANTERBURY LANE FY 2010 -11 Sanitary Sewer Extension Program Estimated Cost to Property Owners Moods'', October 18, 2010 Estimated Amount that Owner Site Address Tax Lot ID Reimbursement Amount to be Amount to be can be Fee Paid by Owner Paid by City Deferred by Owner 1 Miller, Paul E &Judith A 10380 SE Canterbury Ln 2S111BCO2700 $ 62,831 $ 53,831 $ 9,000 $ 47,831 2 City of Tigard 10310 SW Canterbury Ln 25111BCO2603 $ 62,831 $ 53,831 $ 9,000 $ 47,831 Totals $ 125,663 $ 107,663 $ 18,000 $ 95,663 The "ESTIMATED REIMBURSEMENT FEE" column shows the estimated reimbursement fee for each lot. There are no requirements to connect to the sewer or pay any fees until the owner decides to connect to the sewer. The final reimbursement fee will be determined once construction is complete and final costs are determined. In accordance with Resolution No. 0146, each property owner will be required to pay the first $6,000 of the final reimbursement fee for connections completed within .t the first three years of City Council's approval of the final City Engineer's Report following construction. The "AMOUNT TO BE PAID BY CITY" column shows that portion of the reimbursement fee that the owners will not be required to pay if they connect to the sewer during this three year period. This resolution also requires owners to pay any fair share amount 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 that amount of the fair share that 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. This amount is shown in the AMOUNT THAT CAN BE DEFERRED BY OWNER" column. In addition to the reimbursement fee, the owners will also be required to pay a connection fee, currently $4,135 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. Page 4 of 4 I: \ENG\ I - Active Projects \Canterbury• Ln -103rd Ave San Sewer Reimbursement Dist.xx WAS 930xx 1Ccy \ Engineers Estimate \Canterbury Estimate By Tax Lot.xtss CANTERBURY LANE - REIMBURSEMENT DIST NO. 50 FY 2010-11 SANITARY SEWER EXTENSION PROGRAM A PORTION OF THE NW 1/4 SECTION 11 T2S R1W W.M. '� ! _ 1 \�� ! ��+ VIE TERR - \(� I III i \'A)- I N J INE S I MURDO -T. ! • ` " U R Y LN JUDITH A PAUL '� r - i �� MILLER, E, do ►,L•,: +:1�� K PL. � � /r, 25111BCO2700 Li > O 10380 CAMERBURY LN �� . / / / /// O 103 2511N3 LN a -1 a = F r = cD 7 rn 0 o Co MURDOCK T I J II I l ( ) , NOTE: All properties in the reimbursement EXHIBIT B district are zoned R3.5 NTS CANTERBURY LANE - REIMBURSEMENT DIST NO. 50 FY 2010-11 SANITARY SEWER EXTENSION PROGRAM A PORTION OF THE NW 1/4 SECTION 11 T2S R1W W.M. I I i i > a \C-9, VIE TERR I ii _i I ENE S MUR DO� K -T. N ` = U RY LN i : mi• K PL. > 1 j [ 1 • Li.1 L _ Q = = c0 0 F- O O O M I II I If 1- 7/ VICINITY MAP NTS /-� Gta ch rn&n June 10, 2011 2S111BCO2700 Paul E. and Judith A. Miller 10380 SW Canterbury Lane Tigard, OR 97223 Subject: Notice of Hearing to Finalize SW Canterbury Lane Sanitary Sewer Reimbursement District No. 50 The construction of a new public sanitary sewer that will serve your property has been completed. With the competitive bidding market the project was constructed for 48% less than originally estimated. This means that your share of the project costs will be lower. City Council will hold a public hearing on June 28, 2011 to finalize Reimbursement District No. 50, see enclosed notice. You are encouraged to attend and offer oral or written testimony. Enclosed with the hearing notice is the proposed final cost of the project along with a list of each property owner's proposed reimbursement fee. The reimbursement fee is your share of the cost or constructing the public sewer and is one half of the total project cost as shown in the column with the "Final Reimbursement Fee" heading. Your fee is calculated as follows: Total project cost $56,425/2 = $28,213 The actual fee required to connect is subject to the City's Incentive Program. We will send you the results of the hearing, which will include the approved amount your final reimbursement fee. The fees discussed above are not due until you decide to connect to the sewer. Please call me if have questions. I may be reached at 503 - 718 -2468 or at gregO,,tigard- or.gov. Sincerely, Greg N. Berry, P.E. Project Engineer I: \ENG \1 - Active Projects \ Canterbury Ln -103rd Ave San Sewer Reimbursement Dist 50 Key # 93050 \ Council \ Finalization 6- 28-11 \Revised 6 -8-11 \Letter to Property Owners.doc Lri June 10, 2011 NOTICE of INFORMATIONAL HEARING Tuesday, June 28, 2011 7:30 PM Tigard Civic Center Town Hall The following will be considered by the Tigard City Council on June 28, 2011, at 7:30 pm at the Tigard Civic Center - Town Hall, 13125 SW Hall Blvd., Tigard, Oregon. Both public oral and written testimony is invited. The public hearing on this matter will be conducted as required by Section 13.09.105 of the Tigard Municipal Code. Further information may be obtained from the Public Works Department at 13125 SW Hall Blvd., Tigard, OR 97223, or by calling 503 - 718 -2468. INFORMATIONAL PUBLIC HEARING: FINALIZATION OF SANITARY SEWER REIMBURSEMENT DISTRICT NO. 50 (SW Canterbury Lane). The Tigard City Council will conduct a public hearing to hear testimony on the finalization of Sanitary Sewer Reimbursement District No. 50, which has been formed to install public sewers in SW Canterbury Lane. Each property owner's recommended fair share of the public sewer line is $28,213 as shown on the enclosed list. For owners with a fair share amount of less than $15,000, the owner's fair share would be limited to $6,000 for connections completed within three years of City Council approval of the final City Engineer's Report as in accordance with Resolution No. 01- 46. In addition to paying for the first $6,000, owners will remain responsible for paying actual costs that exceed $15,000. Upon request, payment of costs that exceed $15,000 may be deferred until the lot is developed as provided by Resolution No. 03 -55. 1:1ENG \1 - Active Projects\Centerbury Ln -103rd Ave San Sewer Reimbursement Dist 50 Key # 03050\Counci0Finalintion 6-28-11 Notice to property owners.doc 2S1116CO2700 MILLER, PAUL E & JUDITH A 10380 SW CANTERBURY TIGARD, OR 97224 I CITY OF TIGARD, OREGON RESOLUTION NO. 01- 4 it" 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 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 be 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. 014I 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 d ay of 2001. y aYor ( Ci of •;,ard ATTEST: 111—i rk_O A '') 4 ic±lia i it Re - City of I:\Citywide\Res\Resolution Revising the Neighborhood Sewer Incentive Program RESOLUTION NO. 01- (/ 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 ST/WYNo.9 4,506 No reimbursement available NILLVIEW ST No.11 8,000 July 11, 2003 106 & JOHNSON No.12 5,598 No reimbursement available 100 & 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 Three years from service availability ROSE VISTA No.20 - determined once final costs are determined. • Currently being ccnnstninted CITY OF TIGARD, OREGON RESOLUTION NO. 03 - 555 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. 01-46 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- 5 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 a lien. 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 I"7 day of 2rt 2003. hg _ Craig E. Dirksen, Council President ATTEST: d„ City Recorder - City of Tigard I: kreNteo4eirnb rsenee OWriThevhbns res o1-4e at 20031oct 14 039 o undI10.14-03 addtlon to rob 1.46 nes Doc RESOLUTION NO. 03- 55 Page 2 AIS -456 Item #: 6. Business Meeting Date: 06/28/2011 Length (in minutes): 15 Minutes Agenda Title: Briefing on Communication Efforts Related to Capital Improvement Plan Projects Prepared For: Ted Kyle Submitted By: Ted Kyle Public Works Item Type: Update, Discussion, Direct Staff Meeting Type: Council Business Meeting - Main ISSUE The Council will be briefed on communication efforts related to Capital Improvement Plan (CIP) projects. STAFF RECOMMENDATION / ACTION REQUEST No Council action is requested; the Council is asked to listen to the briefing. KEY FACTS AND INFORMATION SUMMARY This presentation will cover CIP communication efforts on three vastly different projects: • Small improvement project (Lower Cherry Drive Sanitary Sewer construction). • Large City project (Burnham Street reconstruction). • Large improvement program (Lake Oswego - Tigard Water Partnership). Communication techniques range from simple face- to-face conversations to elaborate public communication campaigns. New techniques, including social media (Facebook, Twitter), e- newsletters, and web sites are being used to support our projects. CIP communication strategy and execution is currently accomplished through a combination of in -house staff and outside consultants specializing in communications, public involvement and public relations. The Public Works Department manages CIP projects. The department understands the City places a high value on communication; one of the Council's goals for 2011 is to "Advance Methods of Communication." As the department continues place more emphasis on the communication aspects of the CIP, the department's ultimate goal is to consolidate work currently being performed by outside consultants into an in- house, "public information officer" position. If this position was added, it would be offset by a reduction in professional service costs. OTHER ALTERNATIVES Not applicable COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS 2011 Tigard City Council Goal No. 4 - "Advance Methods of Communication." DATES OF PREVIOUS COUNCIL CONSIDERATION This update is one in a series of CIP updates. The last update was in April 2010. Fiscal Impact Cost: N/A Budgeted (yes or no): N/A Where Budgeted (department/program): N/A Additional Fiscal Notes: This briefing does not have a fiscal impact. However, the FY 2012 Budget does address the costs and efforts of providing effective communication on CIP projects. This is currently performed by a mix of in -house staff and contracts. Public Works is interested in exploring the distribution of where the work is completed. One option may to to reduce the contracted work and replace that expense with an in -house "Public Information Officer" position. Attachments PowerPoint Presentation C I T Y O F T I G A R D Respect and Care I Do the Right Thing I Get it Done N _ ' TIGARD Capital - Benefits of Public Involvement Tigard City Council Meeting I June 28, 2011 C I T Y O F T I G A R D Public Involvement Philosophy ✓ Be transparent — no surprises ✓ Start early! ✓ Be strategic: target outreach to those most interested /affected ✓ Be clear about the genuine opportunity for input ✓ Be ready to seize opportunities and adapt to changes ✓ Keep policymakers informed C I T Y O F T I G A R D Public involvement is important on all projects! Small: Cherry Drive Sewer Extension ► Medium: New Burnham Stree Large: ellbk Lake Oswego•Tigard Water Partnership sharing water • connecting communities C I T Y O F T I G A R D • ��.; � # rr „ � " R A G S � .�a, - _ •��. . ' 4 . . ..4” ' f x w " V r. ` . It ti If A i . � Y 4k111111\11 14 ''' 4, 1 1 \k" __,.....,. ..,_ - . . ..._ Cherry Drive Sewer Extension Tigard eng staff worked with property owners impacted by project. r 1 toc A . 1 „ . 4 , -, . MIN . , , , _ '9ffill Pa N1111441144 ::.! " ? '4.1%". 44" 441404, 4 , 4 Face -to -face meetings, letters and door hangers resulted in good two -way communications. C I T Y O F T I G A R D T■115 r _� �"r p e.,. Mt= — _ _ — M il I I4W.' "1 1, 1 1 , r r . I , -_.fir 1' ',sr' � i i =_ . y -1 I[ %a. . cr - , ..„..z.,. '. _ s ♦ • •' :.. + i A r °" . -. -'- :_ ~_ - 7- Ali _ .., ! , ■awai \ rte. , 1 11111 _ I i. isli, _ _ y 4. New Burnham Street A strategic communications plan guided outreach efforts for this important transportation project. C I T Y O F T I G A R D I ,410- # i .ate `. 1 1, . _ ....I 1 _ i r se 1 * Tip !ft 4 i ' s •,. IE IL 4* 4 ____. li ,„ iskor,..........„,„, / .� " Outreach to impacted business owners was a top _- ,.‘) priority. Fr Coffees kept everyone i nformed. I 1, _ C I T Y O F T I G A R D City of Tigard, Oregon - ,,, t -- _ _� 1i11SSW! /Rfl /�. lgi.L OR Y?57.1.14 .� ^ „ II - 103439-4171 n ,. �y - �L,. I I TIGARD ' A Meet to C a l l Horne" 4 BM • ._ Tigard Public Library Search 'r ity Hell J 'Business Community r.I'Police t! !Library z] (Help ESI 13 Jun 2011 Quick Links :. Home Downtown Tigard — The. Heart of Our Community :. Affordable Housing :. Bldg & Pro :. Budget Docs cc :. City Council :. Construction in Board i. Departments r. Development[ ode Who's Who on Burnham Street? I. Emergency Mgmt /Resources :. Events & Meetings r. Forms Forrest Johnson :. lob Opportunities :. New to Twardl Forrest Johnson is currently in the property management business with :. Parks in Tigard properties around Tigard. One of his properties and his office is on Burnham ..Passports Street. His tenants at the Burnham Street property include Bare West and i 3. Public Records Gray's Automotive. Bare West builds wake board towers and boat accessories . Tigard Municipal Code for pulling wake boards. Gray's Automotive builds and rebuilds racing engines. `. volunteer Forrest's father, Carl, is 96 and still managing properties around Tigard. Forrest • Opportunities grew up in Tigard, now lives in Estacada and was visited recently by a 3. Water Division 4 Z 3 bobcat...never a dull moment on his tree farm. i. ^t • Online Services r. Code Compliance r. Library Catalog-WE C LS Otak, Inc • :. Park Reservations :. Security Alarm Permit OTAK, Inc. has been the consulting firm working on the Burnham Street project over the last several veers. They nrnvlded the street utility and stnrmwater desinn fnr Who's Who on Burnham Street? C 1 `h V C) F T I G l R I) .te r .\ 1 21 ` NradItl Strrct A SH AVENUE facebook t - ii -: - -- - ' .,. ,.. ‘.,,,iii, ?jiatifit „,-- :-/ --: .:- ..,,, . - ,,,, .,,a,-47_,,,-.,:t More than 300 dog owners provided input on the design of the Ash Avenue Dog Park. ) I T I C C R " " Ash Avenue Dog Park r • - ,4 �4 r , . 's. " J ; ! * ,� AM.' Before ,.. After Burnham Street Grand Opening Celebration Sunday, July 24! i T I G A R D MULTNOMAH CQ .. _..... »...« CLICKAMAS CO. .. »........... » ». ».._... ;i 11Go•i ..... .... At' .. ..... .. : � a � F WO' vw. 4 '.' R LAKE OS WEGc' • tai Ufa onnco w. GL L)STONL fa4nirwr vwr r4 W _ E • Cuauwr '. Rrvre NMI • 5 9af • r Lake Oswego Tigard Water Partnership A communications team supports outreach for construction of six facilities in five jurisdictions. C I T Y O F T I G A R D Many Interested Stakeholders _. / _ 1 Policymakers (from four cities) 1--- / Facility neighbors ,- ,� ; ) / Ratepayers �; 1 i- • / Regulators - r ii y / Environmental advocates _ _ / Fishers /park users. A d 1 Many others! Neighbors tour the water treatment plant located in West Linn. C I T Y O F T I G A R D Applying a Wide Array of Communications Tools / Project website / Facebook / Twitter / Weekly / monthly Council updates TWSA SF��E H2O / Cities' websites AR[A r mnng Wean rac. rneman n,p(N n anrkmg ratAr temp n 411r. -n�meR, rnc ^n ,1E, srn nmm een. n; -, / Newsletters: HelloLO, KnowH2O S P E C I A L E D I T I O N ,► , $ regard and lake Oswego / Community presentations City Councils Endorse / Fact Sheet /Water Savvy s >4, Water Partnership Videos Commuv�e , A K'A Rp I NNER A �� / Consumer Confidence Reports *p . ine, b .oN� / Water conservation outreach materials: Beat the Peak! C I T Y 0 h T I G l R D DRAFT Lake Oswego Water Treatment Plant Good Good Neighbor Plan Neighbor -.7- Plan s Iiimmil I' -. -e,p d.t 4 . I. - i .. w,. i i • v %.9arcr 2011 Lake Oswego Tigard Water Partnership C I T Y O F T I G A R D Benefits of Public Involvement ✓ Project moves ahead, s Lasting partnerships on -time ✓ An informed ✓ Achieves cost savings customer base ✓ Long -term s/ Confident community trust and policymakers support AIS -556 Item #: 7. A. Business Meeting Date: 06/28/2011 Length (in minutes): 10 Minutes Agenda Title: Award Contract for Financial Adviser Services to Western Financial Group and Direct Staff to Execute the Contract Prepared For: Joseph Barrett Submitted By: Joseph Barrett Financial and Information Services Item Type: Motion Requested Meeting Type: Local Contract Review Board ISSUE Shall the Local Contract Review Board award a contract for financial advisory services to Western Financial Group? STAFF RECOMMENDATION / ACTION REQUEST Staff recommends the Local Contract Review Board award a contract for financial advisory services to Western Financial Group and direct staff to execute the contract. KEY FACTS AND INFORMATION SUMMARY The Tigard /Lake Oswego Water Partnership will upgrade, upsize and expand six existing facilities: 1. The river intake in Gladstone 2. The pipeline that conveys untreated water to the water treatment facility 3. The water treatment facility in West Linn 4. The pipes that convey treated water to Lake Oswego and Tigard 5. The Waluga Reservoir in Lake Oswego that provides water storage for Lake Oswego and needed capacity to provide water to both communities 6. The Bonita Road pumping station in Tigard. Tigard has already adopted a Water Financing Plan, approved a resolution authorizing the sale of up to $160,000,000 in water revenue bonds and approved five years of water rate necessary to pay for the Plan. Beginning in fiscal year 2011 -12, the City will need financial advisory services to manage multiple bond sales of approximately $125 million to support the activities in the Water Finance Plan. The city anticipates working with underwriter(s) for this bond sale. A Financial Advisor will be needed assist with the selection of the underwriter(s), but will not be eligible to provide underwriting services as it is important to maintain an independent third party role. Tigard currently does not have staff with experience in issuing revenue bonds. The City has a Moody's Aa2 rating awarded for our General Obligation Parks Bond in January 2011. The City anticipates the first revenue bond sale to occur in the fall of 2011. No additional financing issues have been identified at this time, but the proposal should include hourly rates that the financial advisor would charge for additional work. On May 24th, staff issued a Request for Proposal (RFP) for financial advisor services. Upon the closing of the RFP staff received and reviewed proposals from three firms: • SDM Advisors, Inc and A. Dashen & Associates (joint submission) • Western Financial Group • Seattle- Northwest Securities Corporation A proposal review team reviewed and scored the proposals based on the criteria identified in the RFP. The scoring averages fell as follows: Firm Name Firm/Team Quals Understanding /Approach Cost Total J (50 pts) I (35 pts) (15 pts) (100 pts) SDM Advisors and 36.8 26.3 6.3 69.4 A. Dashen & Assoc. 'Western Financial Group 1149.5 1132.5 j 15 097 I 'Seattle Northwest 1145 1132.5 112 1189.5 I After review of the proposal, the proposal review team recommends a contract for the needed financial advisory services be awarded to Western Financial Group. OTHER ALTERNATIVES The Local Contract Review Board can elected to now award the contract at this point in time and direct staff to go forward without the services of a financial advisor. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION This is the first time the Local Contract Review Board is being asked to award this contract. Fiscal Impact Cost: 21,878 Budgeted (yes or no): Yes Where budgeted ?: Water Capital and Finance and I.S. Administration _ Additional Fiscal Notes: The major project the Finance Advisor will assist Tigard with during the duration of the contract is assisting Tigard in issuing Water Revenue Bonds to finance the LO /Tigard Water Partnership. In the RFP's the proposals included the estimated cost for the issuing the first bond. Western Financial Group's RFP estimated the cost at $21,878. This cost will be paid by through the bond proceeds in the Water Capital Fund. The City's Financial Advisor also provides guidance in other areas such as financing of General Obligation Bonds, Urban Renewal, Local Improvement Districts, and other debt. Western Financial Group will charge $225 per hour for these services. These additional services will be paid by the Finance and Information Services Administration Division and is included in the Adopted FY 2012 Budget. AIS -538 Item #: 7. B. Business Meeting Date: 06/28/2011 Length (in minutes): 10 Minutes Agenda Title: Award Contract for Water Quality Testing and Laboratory Services to Alexin Analytical Laboratories Prepared For: Joseph Barrett Submitted By: Joseph Barrett Financial and Information Services Item Type: Motion Requested Meeting Type: Council Business Meeting - Main ISSUE Shall the Local Contract Review Board award a contract for water quality testing and laboratory services to Alexin Analytical Laboratories? STAFF RECOMMENDATION / ACTION REQUEST Staff recommends the Local Contract Review Board award the contract for water quality testing and laboratory services to Alexin Analytical Laboratories and authorize staff to finalize the contract with the vendor. KEY FACTS AND INFORMATION SUMMARY The city issued a request for proposal (RFP) on March 28, 2011 for the required laboratory services. The city received proposals from three firms prior to the close of the RFP. A review team scored the received proposals based on the following criteria detailed in the RFP: • Firm and Team Qualifications - 40% • Project Understanding and Approach - 30% • Cost Structure - 30% A total of 300 combined points was available during the review and the scores were as follows: • Alexin Analytical - 298 points • Columbia Analytical Service - 236 points • Pyxis Laboratories, LLC - 233 points As Alexin Analytical was determined to best meet the current needs of the city for this project, staff recommends Alexin for contract award. OTHER ALTERNATIVES COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS None DATES OF PREVIOUS COUNCIL CONSIDERATION This is the first time the LCRB is seeing this contract award request. Fiscal Impact Cost: 225,000 Budgeted (yes or no): Pending Where budgeted ?: Water Fund Additional Fiscal Notes: Staff anticipates a first year (FY 2011 -12) cost for this contract to be $45,000 and is in the approved Water Fund budget. If the city chooses to enact the four one -year renewal clauses in the contract the total cost for the project over the life of the contract is estimated at $225,000. AIS -561 Item #: 7. C. Business Meeting Date: 06/28/2011 Length (in minutes): 5 Minutes Agenda Title: Award Contract for Pavement Maintenance Program Asphaltic Concrete Overlay to S -2 Construction Prepared For: Joseph Barrett Submitted By: Joseph Barrett Financial and Information Services Item Type: Motion Requested Meeting Type: Local Contract Review Board ISSUE Shall the Local Contract Review Board award a contract for Tigard's Pavement Maintenance Program's Asphaltic Concrete Overlay project to S -2 Construction? STAFF RECOMMENDATION / ACTION REQUEST Staff recommends the Local Contract Review Board award the contract for the City's Pavement Maintenance Program's Asphaltic Concrete Overlay project to S -2 Construction and direct staff to carry out the necessary steps to execute the contract. KEY FACTS AND INFORMATION SUMMARY The yearly Pavement Management Program (PMP) protects the City's investment in the street infrastructure. The program typically includes a combination of minor maintenance projects (slurry seal applications) and major maintenance projects (pavement overlays). In a payment overlay project, the pavement on a streets has deteriorated, due to traffic usage and weather, to the point where pavement repairs and overlays are necessary to avoid further deterioration and return the street to good condition. For fiscal year 2011 -2012, the city has identified the following streets that are in need of this level of repair: • North Dakota Street • 98th Avenue • Commercial Street • Kable Street • Hoodview Street • 66th Avenue • Atlanta Street • Scoffins Road • 79th Avenue • Park Street • 74th Avenue • 97th Avenue An Invitation to Bid was issued on June 9, 2011 and advertised in both the Daily Journal of Commerce and The Tigard Times that same week. The Invitation to Bid contained a bid schedule that broke the work into five packages: one base package and four adds. The Base package contained North Dakota Street, 98th Avenue, Commercial Street, Kable Street, Hoodview Street, 66th Avenue, Atlanta Street, and Scoffins Road. Each street thereafter was considered an add package and would be added to the project if the submitted bids and available appropriations were in alignment. This Invitation to Bid structure allowed the city to award the project lowest responsible bidder offering the most available streets to be overlayed within the available appropriations in the adopted budget. The City had approximately $700,000 of remaining appropriation for the work and when the bids were publicly opened at 2 p.m. on June 9th the city received bids which allow for all the streets identified to be included in the project. The received bids (with pricing for the base bid plus all add packages) were as follows: Bidder's Name - Base Bid + Add Packages Total S -2 Contractors - $687,894 Knife River - $875,067 Eagle- Elsner - $828,060 Oregon Asphaltic Paving - $772,459 Baker Rock Resources - $848,545 Brix Paving Northwest - $901,674 Staff has reviewed the bids and believes S -2 Contractors to be a reputable company that is capable of doing the work. Staff is not aware of any problems, issues or other reasons to not award the contract to them. Therefore, staff recommends awarding the 2011 -12 Pavement Management Program — Asphaltic Concrete Overlay contract to S -2 Construction, Inc. OTHER ALTERNATIVES N/A COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION This is the first time the Local Contract Review Board has seen the 2011 -12 Pavement Maintenance Program's Asphaltic Concrete Overlay contract award item. Fiscal Impact Cost: $687,894 Budgeted (yes or no): Yes Where Budgeted (department/program): Street Maintenance Fund Additional Fiscal Notes: The proposed contract for the asphalt overlay project is for $687,894. The City's adopted Fiscal Year 2011 -2012 budget has $1,025,000 for the construction phase of the Pavement Management Program which, after the $293,176 contract for the slurry seal portion that the LCRB awarded on May 24, 2011, leaves roughly $730,000 for the pavement overlay portion of the program. No work on this contract will begin prior to July 1, 2011 or without budget appropriations. AIS -546 Item #: 7. D. Business Meeting Date: 06/28/2011 Length (in minutes): 10 Minutes Agenda Title: Award Contract for the 100th Avenue Sanitary Sewer Project to S -2 Contractors Prepared For: Joseph Barrett Submitted By: Joseph Barrett Financial and Information Services Item Type: Motion Requested Meeting Type: Local Contract Review Board ISSUE Shall the Local Contract Review Board award the contract for the city's 100th Avenue sanitary sewer project to S -2 Contractors? STAFF RECOMMENDATION / ACTION REQUEST Staff recommends the Local Contract Review Board award the contract for the city's 100th Avenue sanitary sewer project to S -2 Contractors and authorize staff to finalize and execute the contract. KEY FACTS AND INFORMATION SUMMARY The Sanitary Sewer Extension Program began in FY 2001 -02 in order to extend sewers to all developed but un- sewered residential areas citywide. The city uses the formation of reimbursement districts to construct the sewers. The Commercial Area Sewer Extension Program is also funded from the Sanitary Sewer Fund and offers commercial entities the opportunity to participate in reimbursement districts for extension of sewer service to commercial areas. One of the areas schedule for the 2011 -2012 fiscal year is SW 100th Avenue and View Terrace - Sewer Reimbursement Disctrict No. 42. An Invitation to Bid was issued for the project on April 25, 2011. A mandatory pre -bid meeting was held with potential bidders on May 4, 2011 and staff detailed the project for those present. The Invitation to Bid closed on May 12, 2011 and the city received bids from eight firms. Firms submitting bids and their bid total were as follows: S -2 Contractors - $260,642 Canby Excavation - $349,707 NW Kodiak Construction - $368,998 Integrity Excavating & Construction - $369,539 Landis & Landis Construction - $379,054 Paul Lambson Contracting - $389,000 Emery & Sons Construction - $448,295 Jim Smith Excavating - $461,722 Staff has reviewed the bids and believes S -2 Contractors to be a reputable company fully capable of performing the work required on this project. Therefore, staff recommends that the Local Contract Review Board award the 100th Avenue project in the city's sanitary sewer extention program to S -2 Contractors. OTHER ALTERNATIVES The Local Contract Review Board could direct staff to reissue the Inviation to Bid. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS 1 DATES OF PREVIOUS COUNCIL CONSIDERATION This is the first time the Local Contract Review Board is being asked to award a contract for this project. Fiscal Impact Cost: $260,642 Budgeted (yes or no): Yes Where budgeted ?: Sanitary Sewer Fund Additional Fiscal Notes: This project is part of the Citywide Sanitary Sewer Extension Program for which there is $420,500 for contruction budgeted in FY 2011 -12. Construction of this portion of the program will leave just under $160,000 for construction of the other portion of the program during the fiscal year. T I GARD City of Tigard, Oregon Affidavit of Notification In the Matter of the Notification of the CCDA Meeting June 28, 2011 STATE OF OREGON) County of Washington) ss. City of Tigard I, f ' r" A .. -if _ , being first duly sworn (or affirmed), by oath (or affirmation), depose and say: That I notified following organization by fax : Newsroom, Tigard Times and the following people /organizations by e -mail: f,]/ Eric Florip, The Oregonian (ericfl news.oregonian.com) l� d s ¢a lie • ■s' N.- •. eionian 's;11.fh• -.. • '.•... •u 00 We-. vs ; w Q / Editor, The Regal Courier (Editor( theregalcourier.com) E r,�cG CiY V Geoff Pursinger, Tigard Times(gpursinger a,commnewspapers.com) A copy of said Notice being hereto attached and by reference made a part hereof, on the 21 day of 011. .W-e' '' Signature of Person who Performed No ti attion 1. Subscribed and sworn (or affirmed) before me this day of ,?ice , 2011. Signature of Notary Public for Oregon TIGARD CITY CENTER DEVELOPMENT AGENCY MEETING JUNE 28, 2011 7:30 pm TIGARD CITY HALL TIGARD 13125 SW HALL BLVD. TIGARD OR 97223 NOTICE The City Center Development Agency (CCDA) will have before it the following item for consideration at the June 28, 2011 City Council and City Center Development Agency Meeting Agenda: 3. H - Resolution to consider Additional Sites for the Downtown Public Plaza Please forward to: ❑ Eric Florip, The Oregonian (eticfloripLp,oregonian.com) ❑ Listings, The Oregonian (listings(aioregonian.com) ❑ Editor, The Regal Courier ( Editor([iiitheregalcourier.com) ❑ Geoff Pursinger, Tigard Times (gpursinger@commnewspapers.com) ❑ Newsroom, The Times (Fax No. 503 - 546 -0724) The CCDA was reactivated by Resolution 05 -32 on May 10, 2005, and will meet occasionally to address issues related to urban renewal. The CCDA, functioning as the city's urban renewal agency, will work on an urban renewal plan designed to facilitate the development and redevelopment of downtown Tigard and possibly other areas within the city. For further information, please contact Deputy City Recorder Carol Krager by calling 503 - 718 -2419. Deputy City Recor ed r �� ' Date: / / p c / Post: Tigard City Hall Tigard Permit Center Tigard Public Library ** Transmit Confirmation Report ** P.1 Jun 21 2011 12:23pm D.S. S Name /Fax No. Mode Start Time Page Result Note 5035460724 Normal 21,12:23pm 0'27" 1 * 0 K TIGARD CITY CENTER DEVELOPMENT AGENCY MFPTING 1 JUNE 2 2011 p 7:30 pm TIGARD CITY HALL TIGARD 13125 SW HALL BLVD. TIGARD OR 97223 NOTICE The City Center Development Agency (CCDA) will have before it the following item for consideration at the June 28, 2011 City Council and City Center Development Agency Meeting Agenda: 3. H - Resolution to consider Additional Sites for the Downtown Public Plaza Please forward to: ❑ Eric Florip, The Oregonian (ericflorip onian.com) ❑ Listings, The Oregonian ( s a oregonian conci) • Editor, The Regal Courier dit• • • r •urier.c. ❑ Geoff Pursinger, Tigard Times .ursin■e ' • 4,, e _ • :_•.com • Newsroom, The Times (Fax No 503 - 546 - 0724) The CCDA was reactivated by Resolution 05 -32 on May 10, 2005, and will meet occasionally to address issues related to urban renewal. The CCDA, functioning as the city's urban renewal agency, will work on an urban renewal plan designed to facilitate the development and redevelopment of downtown Tigard and possibly other areas within the city. For further information, please contact Deputy City Recorder Carol Krager by calling 503 -718 -2419. ` &4 &A .j Deputy City Reco er Date: (A 2 / cs / Post: Tigard City Hall Tigard Permit Center Tigard Public Library !NI . q . TIGARD City Council City of Tigard, Oregon Affidavit of Posting In the Matter of the Notification of the CCDA Meeting on June 28, 2011 STATE OF OREGON) County of Washington) ss. City o Tigard ..) / I, J k _ / . 1, 1,. 7 vi , being first duly sworn (or affirmed), by oath (or affirmation), depose and say: That I posted in ➢ Tigard City Hall, 13125 SW Hall Boulevard, Tigard, Oregon ➢ Tigard Public Library, 13500 SW Hall Boulevard, Tigard, Oregon ➢ Tigard Permit Center, 13125 SW Hall Boulevard, Tigard, Oregon A copy of said Notice being hereto attached and by reference made a part hereof, on the a day 3't of . h , 2011. /4 ,.._ ..,_,. Signature of Person who Performed Notification Subscribed and sworn (or affirmed) before me this ° - — day o , 2011. L ----- i� IL . Signature of Notary Public for Orego 4 TIGARD CITY CENTER DEVELOPMENT AGENCY MEETING JUNE 28, 2011 7:30 pm TIGARD CITY HALL TIGARD 13125 SW HALL BLVD. TIGARD OR 97223 NOTICE The City Center Development Agency (CCDA) will have before it the following item for consideration at the June 28, 2011 City Council and City Center Development Agency Meeting Agenda: 3. H - Resolution to consider Additional Sites for the Downtown Public Plaza Please forward to: ❑ Eric Florip, The Oregonian (ericfloripOoregonian.com) ❑ Listings, The Oregonian (listings( oregonian.com) ❑ Editor, The Regal Courier (Editoratheregalcourier.com) ❑ Geoff Pursinger, Tigard Times(gpursinger@commnewspapers.com) newspapers.com) ❑ Newsroom, The Times (Fax No. 503 -546 -0724) The CCDA was reactivated by Resolution 05 -32 on May 10, 2005, and will meet occasionally to address issues related to urban renewal. The CCDA, functioning as the city's urban renewal agency, will work on an urban renewal plan designed to facilitate the development and redevelopment of downtown Tigard and possibly other areas within the city. For further information, please contact Deputy City Recorder Carol Krager by calling 503 - 718 -2419. �1 ./(" Deputy City Recor ed r�� Date: 4,/ 1 / v / Post: Tigard City Hall Tigard Permit Center Tigard Public Library