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City Council Packet - 05/10/2016 Phi " City of Tigard TIGARD Tigard Business Meeting—Agenda TIGARD CITY COUNCIL& LOCAL CONTRACT REVIEW BOARD MEETING DATE AND TIME: May 10,2016 - 6:30 p.m. Study Session;7:30 p.m. Business Meeting MEETING LOCATION: City of Tigard -Town Hall - 13125 SW Hall Blvd.,Tigard,OR 97223 PUBLIC NOTICE: Anyone wishing to speak on an agenda item should sign on the appropriate sign-up sheet(s). If no sheet is available, ask to be recognized by the Mayor at the beginning of that agenda item. Citizen Communication items are asked to be two minutes or less. Longer matters can be set for a future Agenda by contacting either the Mayor or the City Manager. Times noted are estimated;it is recommended that persons interested in testifying be present by 7:15 p.m. to sign in on the testimony sign-in sheet. Business agenda items can be heard in any order after 7:30 p.m. Assistive Listening Devices are available for persons with impaired hearing and should be scheduled for Council meetings by noon on the Monday prior to the Council meeting. Please call 503-718-2419, (voice) or 503-684-2772 (TDD -Telecommunications Devices for the Deaf). Upon request,the City will also endeavor to arrange for the following services: • Qualified sign language interpreters for persons with speech or hearing impairments;and • Qualified bilingual interpreters. Since these services must be scheduled with outside service providers,it is important to allow as much lead time as possible. Please notify the City of your need by 5:00 p.m. on the Thursday preceding the meeting by calling: 503-718-2410 (voice) or 503-684-2772 (TDD -Telecommunications Devices for the Deaf). SEE ATTACHED AGENDA 1 VIEW LIVE VIDEO STREAMING ONLINE: http://live.tigard-or.gov CABLE VIEWERS: The regular City Council meeting is shown live on Channel 28 at 7:30 p.m. The meeting will be rebroadcast at the following times on Channel 28: Thursday 6:00 p.m. Sunday 11:00 a.m. Friday 10:00 p.m. Monday 6:00 a.m. 14 I ' City of Tigard TIGARD Tigard Business Meeting—Agenda TIGARD CITY COUNCIL& LOCAL CONTRACT REVIEW BOARD MEETING DATE AND TIME: May 10,2016 - 6:30 p.m. Study Session;7:30 p.m. Business Meeting MEETING LOCATION: City of Tigard -Town Hall- 13125 SW Hall Blvd.,Tigard, OR 97223 6:30 PM •STUDY SESSION EXECUTIVE SESSION:The Tigard City Council will go into Executive Session to discuss the city manager's contract review under ORS 192.660(2) (i). 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. 6:30 p.m. B. COUNCIL LIAISON REPORTS 6:55 p.m. estimated time 7:30 PM 1. BUSINESS MEETING A. Call to Order B. Roll Call C. Pledge of Allegiance D. Call to Council and Staff for Non-Agenda Items 2. CITIZEN COMMUNICATION (Two Minutes or Less,Please) A. Follow-up to Previous Citizen Communication B. Tigard High School Student Envoy C. Tigard Area Chamber of Commerce D. Citizen Communication—Sign Up Sheet 3. CONSENT AGENDA: 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: A. RECEIVE AND FILE: 1. Council Calendar 2. Council Tentative Agenda for Future Meeting Topics B. PROCLAIM MAY 15-21,2016 AS EMS WEEK C. PROCLAIM NATIONAL SCHOOL NURSE DAY- MAY 11,2016 •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. ANNOUNCE "IF I WERE MAYOR" CONTEST WINNERS 7:40 p.m. estimated time 5. RECOGNIZE THE 2016 TIGARD HIGH SCHOOL TIGERS I-IES ON THEIR NATIONAL CHAMPIONSHIP 7:50 p.m. estimated time 6. RECEIVE REPORT FROM THE YOUTH ADVISORY COUNCIL DELEGATION'S TRIP TO THE NATIONAL LEAGUE OF CITIES CONFERENCE 7:55 p.m. estimated time 7. AUTHORIZE THE MAYOR TO SIGN A PORTLAND WA 1'ER BUREAU MEMORANDUM OF UNDERSTANDING (MOU) FOR WHOLESALE WATER CONTRACT 8:05 p.m. estimated time 8. LOCAL CONTRACT REVIEW BOARD: RECEIVE BRIEFING ON TELEPHONE SYSTEM AND 2016-2017 PAVEMENT MANAGEMENT OVERLAY PROJECT CONTRACTS 8:10 p.m. estimated time 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 dosed to the public. 11. ADJOURNMENT 8:30 p.m. estimated time 1111 City of Tigard I II Tigard City Council Meeting Agenda TIGARD May 10, 2016 CITY COUNCIL STUDY SESSION A. EXECUTIVE SESSION: Mayor Cook will read the following: The Tigard City Council will enter into Executive Session to discuss the city manager's contract review under ORS 192.660 (2) (i). 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 under 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. Human Resources Director Bennett will be in attendance. 6:30 p.m. estimated time B. COUNCIL LIAISON REPORTS 6:55 p.m. estimated time Administrative Items: City Manager Wine will discuss Art Walk art purchases by the city. Council Meeting Calendar May 2 Monday Budget Committee Meeting—6:30 p.m.,Public Works Auditorium 3 Tuesday City Center Development Agency Meeting—6:30 p.m.,Town Hall 9 Monday Budget Committee Meeting—6:30 p.m.,Public Works Auditorium 10* Tuesday Council Business Meeting—6:30 p.m.,Town Hall 17* Tuesday Council Workshop Meeting—6:30 p.m.,Town Hall 24* Tuesday Council Business Meeting—6:30 p.m.,Town Hall June 7 Tuesday City Center Development Agency Meeting—6:30 p.m.,Town Hall 14* Tuesday Council Business Meeting—6:30 p.m.,Town Hall 21* Tuesday Council Workshop Meeting—6:30 p.m.,Town Hall 28* Tuesday Council Business Meeting—6:30 p.m.,Town Hall TBA Council Summer Outreach July 5 Tuesday City Ccntcr Development Agency Meeting—CANCET.T.FD 12* Tuesday Council Business Meeting—6:30 p.m.,Town Hall 19* Tuesday Council Workshop Meeting—6:30 p.m.,Town Hall 26* Tuesday Council Business Meeting—6:30 p.m.,Town Hall Regularly scheduled Council meetings are marked with an asterisk(*). AGENDA ITEM NO. 2-D - CITIZEN COMMUNICATION DATE: May 10, 2016 (Limited to 2 minutes or less,please) The Council wishes to hear from you on other issues not on the agenda and items on the agenda, but asks that you first try to resolve your concerns through staff. This is a it of Tigard public meeting, subject to the State of Oregon's public meeting and records laws. Al written and oral testimon-v becomes part of the public record. The names and addresses of persons who attend or participate in Citi 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 0, help the presiding officer pronounce: U V e .� ' Address 1� 5 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 SUPPLEMENTAL PACKET City Council Update May 2016 FOR (DATE OF MEETING) Chamber Update Leadership Tigard Launches—Now accepting applications. —The Leadership Tigard program is designed to educate and inspire emerging leaders to participate in the life of our Tigard community. Building Leaders. Growing Community. See attached press release Good Morning Tigard (GMT),Thursday A.M. Networking 7:30 a.m.—Weekly 5/12/16—Hosted by the Waffle Window at the Tigard Chamber 5/19/16—Hosted by Whole Foods @ their location 5/26/16— Hosted by Chad Baker Photography at Tigard Chamber 6/2/16—Hosted by AIITEch1 at their downtown Tigard location Other • 5/11/16 8 a.m.—TYP Breakfast of Champions—Social Media Marketing for Small Business • 5/13 4 p.m.—Bonaventure Tigard—Grand Opening and Ribbon Cutting at their location • 5/17/16 8 a.m.—Home, Garden & Design referrals group hosted at Pacific Residential Mortgage • 5/17/16—6:30—8 p.m.—G.E.T. Connected After Hours at Broadway Rose Theatre Check our event calendar at http://business.tigardchamber.org/events/calendar/for details follow us on Twitter @tigardchamber Tigard Farmers Market Update • Berries, beer and spirits oh my! Come check out the diversity of vendors. • Tigard Farmers Market Sprouts program has 75 kids signed up. Bring your kid or grandkid and engage in kid friendly activities weekly • Follow us on Facebook at tigardfarmersmarket and on Twitter @tigardfarmers Downtown Updates • Art Walk is now in full swing through 5/14. Stop by the hosting businesses and vote on the People's Choice award. Stop by the pop up gallery and peruse or buy some art! Pop up gallery located at 12215 SW Main Street. Hours 10 am-6pm Monday—Saturday. • Urban Art for sale. Email you bid, panel number and phone number to tda@Exploredowntowntigard.com Opening bids $250, bid increments $100, buy now for$1000. Learn what there is to do in Downtown Tigard on Facebook at exploredowntowntigard and at www.exploredowntowntigard.com. Follow us on Twitter @Tigarddowntown and on lnstagram at downtowntigard P \r- TI GA R D Explore CHAMBER OF COMMERCE tigardyoungprofessionals MARKET DOWNTOWN connect.collect.collaborate.climb. GROW(:AfII FR.(:1( : SUPPLEMENTAL PACKET IIP FOR -i O - )0 f' TIGARD (DATE OF MEETING) CXAMlet OF mMMevice PRESS RELEASE 5/10/2016 12345 SW Main Street 0 Tigard,OR 97223 0 www.tigardchamber.org 0 503.639.1656 For Immediate Release Contact: Debi Mollahan CEO,Tigard Chamber of Commerce (TCC) 503-639-1683, debi@tigardchamber.org Leadership Tigard Launches —Targeted at Building Leaders, Growing Community The Tigard Chamber is pleased to announce the launch of its Leadership Tigard program, designed to educate and inspire Leadership Tigard emerging leaders to participate in the life of our Tigard Building Leaders. Growing Community. community. Leadership Tigard is an annual nine-month program investing in leadership and community awareness. During nine full day sessions, scheduled once/month, participants work together with local leaders to expand their awareness and understanding of unique issues and opportunities facing the Tigard community as well as Washington County. Participants are challenged to explore current issues first-hand, will benefit from community & business tours and various leadership topics designed to enhance individual leadership skills. Leadership Tigard places a strong emphasis on volunteerism and towards the end of the program, participants then will apply the skills, knowledge and connections they have acquired in a community service project. Leadership Tigard educates emerging leaders on the issues impacting business and their community. At the completion of the program, graduates should be able to see themselves plugging into responsible community roles. Graduates from these types of chamber leadership programs are often found eventually serving in a variety of leadership roles in their community whether non-profit boards, school boards, citizen committees, city council or more. As the 3rd largest city in Washington, County (the economic engine of Oregon), and a suburb of Portland trisected by 3 major thoroughfares (1-5, 99W, 217) Tigard's issues are become increasingly more complex and the need for leadership is greater than ever. After all, who will "pass the torch" and continue to build upon what was already created by those before us? The Tigard Chamber is currently taking applications for Leadership Tigard. Application deadline is 7/29/16. The 2016-2017 program will run from September 2016— May 2017. For more information on this program, a brochure its advisory committee, pricing and applications go to http://www.tigardchamber.org/content/leadership-tigard. Questions regarding this program may be directed to Tigard Chamber CEO, Debi Mollahan at debi@tigardchamber.org SUPPLEMENTAL PT FOR SL-a Student Envoy City Update: 5/10/2016 (DATE OF MEETING) Recently • Badminton • Final slam poetry/open mic night of 2015/2016 year • Teacher appreciation • Academic week/Tiger pride awards Coming Up • Dodgeball, Tigard vs Sherwood on May 19th • Prom, May 21st • Little Shop of Horros, tickets $12 AIS-2707 3.A. Business Meeting Meeting Date: 05/10/2016 Length (in minutes):Consent Item Agenda Title: Receive and File: Council Calendar and Council Tentative Agenda Submitted By: Carol Krager,Central Services Item Type: Receive and File Meeting Type: Consent - Receive and File Public Hearing: No Publication Date: Information ISSUE Receive and file the Council Calendar and the Tentative Agenda for future council meetings. STAFF RECOMMENDATION / ACTION REQUEST No action is requested; these are for information purposes. KEY FACTS AND INFORMATION SUMMARY Attached are the Council Calendar and the Tentative agenda for future Council meetings. OTHER ALTERNATIVES N/A COUNCIL GOALS, POLICIES,APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION N/A -Receive and File Items Attachments Three-month Council Calendar Tentative Council Meeting Agenda V MEMORANDUM TIGARD TO: Honorable Mayor& City Council/City Center Development Agency Board FROM: Carol A. Krager,City Recorder RE: Three-Month Council/CCDA Meeting Calendar DA1E: May 4,2016 May 2 Monday Budget Committee Meeting—6:30 p.m.,Public Works Auditorium 3 Tuesday City Center Development Agency—6:30 p.m.,Town Hall 9 Monday Budget Committee Meeting—6:30 p.m.,Public Works Auditorium 10* Tuesday Council Business Meeting—6:30 p.m.,Town Hall 17* Tuesday Council Workshop Meeting—6:30 p.m.,Town Hall 24* Tuesday Council Business Meeting—6:30 p.m.,Town Hall June 7 Tuesday City Center Development Agency—6:30 p.m.,Town Hall 14* Tuesday Council Business Meeting—6:30 p.m.,Town Hall 21* Tuesday Council Workshop Meeting—6:30 p.m.,Town Hall 28* Tuesday Council Business Meeting—6:30 p.m.,Town Hall July 5 Tuesday City Center Development Agency—CANCELLED 12* Tuesday Council Business Meeting—6:30 p.m.,Town Hall 19* Tuesday Council Workshop Meeting—6:30 p.m.,Town Hall 26* Tuesday Council Business Meeting—6:30 p.m.,Town Hall Regularly scheduled Council meetings are marked with an asterisk(*). is\adm\city council\council calendar\3-month calendar word format.doc Meeting Banner 0 Business Meeting 0 Study Session Special Meeting Consent Agenda 0 Meeting is Full Workshop Meeting 0 CCD.A Meeting City Council Tentative Agenda 5/2/2016 3:15 PM - Updated Form Meeting Submitted Meeting Inbox or # Date By Type Title Department Finalized --- II 2449 05/10/2016 Carol Krager AAA 'May 10, 2016 Business Meeting i I 2694 05/10/2016 Dana ACCSTUDY 15 Minutes - Executive Session (192.660 (2) (i) to city manager City Management 04/22/2016 Bennett contract review 2433 05/10/2016 Norma Alley ACCSTUDY 15 Minutes - Council Liaison Reports Central Services 10/29/2015 I 2585 05/10/2016 Ron Blecker ACCSTUDY 15 Minutes - Discussion on Proposed Changes to TMC Ch. 12 Finance and Blecker, Ron, Information Util. Div. Services Supervisor Total Time: 45 of 45 Minutes II 267/ 05/10/2016 Joanne ACONSENT Consent Item - Proclaim EMS Week City Management 04/19/2016 Bengtson 11 2563 05/10/2016 Joanne CCBSNS 1 10 Minutes - Announce 2016 "If I Were Mayor" Contest City Management Bengtson 3, Bengtson Winners Exec Asst to City Mgr 2678 '05/10/2016 Joanne CCBSNS 2 5 Minutes - Recognize the 2016 Tigard High School Tigerettes City Management 04/27/2016 Bengtson on their National Championship 2665 05/10/2016 Kent Wyatt CCBSNS 3 10 Minutes - Report from the Youth Advisory Council City Management 04/21/2016 Delegation's Trip to the NLC Conference 2595 05/10/2016 John CCBSNS 4 5 Minutes - Authorization to Sign Portland Water Bureau Public Works 04/14/2016 Goodrich Memorandum of Understanding (MOU) Wholesale Water Contract 2520 05/10/2016 Carol Krager CCBSNS 5 20 Minutes - LCRB Contract Placeholder Central Services MartyW, City I Manager Total Time: 50 of 100 Minutes Scheduled 1I Pagc is\adm\carol\tentaty ag\2016\may 2 2016.docx Meeting Banner QBusiness Meeting 0 Study Session ® Special Meeting ❑® Consent Agenda 0 Meeting is Full Workshop Meeting 0 CCDA Meeting City Council Tentative Agenda 5/2/2016 3:15 PM - Updated I II 2451 05/17/2016 Carol Krager AAA May 17, 2016 Workshop Meeting I 2657 05/17/2016 Judy CCWKSHOP 1 15 Minutes - Briefing on Tigard's Recreation Program Public Works Grass M, Lawhead Con. Exec. Assst. 2607 05/17/2016 Judy CCWKSHOP2 20 Minutes - Briefing on Recreation Program Fee Ordinance 'Public Works Rivera A, Lawhead Business Manager 2591 05/17/2016 Norma Alley CCWKSHOP 3 30 Minutes - Discussion on Potential Future Ballot Measures City Management MartyW, City Manager 2691 05/17/2016 Cara CCWKSHOP45 Minutes - SDC Placeholder Finance and Fitzpatrick C, Fitzpatrick Information Asst Fin Dir Services 2692 05/17/2016 Judy CCWKSHOP 10 Minutes - Briefing on an Agreement with Tri-Met Regarding Public Works Newbury A, Lawhead Cost Share Obligations for New Sidewalks Along SW Commercial Sr. Proj. Street and Pacific Highway Engineer 2656 05/17/2016 Lloyd Purdy CCWKSHOP 20 Minutes - Executive Session: Property Acquisition ORS Community 03/24/2016 192.660(2)(e) Development Total Time: 140 of 180 Minutes Scheduled II 2452 05/24/2016 Carol Krager AAA May 24, 2016 Business Meeting _ II 2434 05/24/2016 Norma Alley ACCSTUDY 15 Minutes - Council Liaison Reports Central Services 10/29/2015 2560 05/24/2016 Carol Krager ACCSTUDY 25 Minutes - Fiscal Year 2017 Master Fees and Charges Schedule Finance and Collins C, Sr Update Information Mgmt Analyst Services 2567 05/24/2016 Judy ACCSTUDY 5 Minutes - Briefing on an Intergovernmental Agreement Public Works Peck J, Lawhead Between the City of Tigard and Clean Water Services for Project Construction of East Tigard Sewer Replacement Coordinator Tiro 2 Pagc i:\adm\carol\tentatv ag\2016\may 2 2016.docx Meeting Banner 0 Business Meeting 0 Study Session Special Meeting Consent Agenda 0 Meeting is Full Workshop Meeting 0 CCDA Meeting City Council Tentative Agenda 5/2/2016 3:15 PM - Updated I II 2674 05/24/2016 Joanne ACONSENT Consent Item - Proclaim June as Play Ball Month City Management 04/19/2016 I Bengtson l II 2654 05/24/2016Joanne CCBSNS 1 15 Minutes - Presentation by Washington County Visitors City Management 04/12/2016 I Bengtson Association 2556 05/24/2016 Lloyd Purdy CCBSNS 2 20 Minutes - MURP/State of Place - final presentation Community Purdy, L, Development Econ Dev Mgr 2522 05/24/2016 Carol Krager CCBSNS 3 20 Minutes - LCRB Contract Placeholder Central Services Barrett 3, Sr Mgmt Analyst 2608 05/24/2016 Judy CCBSNS 4 15 Minutes - Legislative Public Hearing: Recreation Program Public Works Rivera A, Lawhead Fee Ordinance Business Manager 2611 05/24/2016 Alison ,CCBSNS 5 15 Minutes - Washington County Cooperative Library Services Library Grimes A, Grimes Intergovernmental Agreements Conf. Exec. Assistant 2555 05/24/2016 Lloyd Purdy CCBSNS 6 15 Minutes - (Hold for Scheduling) Approval: Development Community Purdy, L, Agreement Hunziker Infrastructure Development Econ Dev Mgr! AmmummimII 2453 06/07/2016 Carol Krager AAA June 7, 2016 CCDA Meeting i II 2454 06/14/2016 Carol Krager AAA June 14, 2016 Business & CCDA Meeting II 2647 06/14/2016 Dana ACCSTUDY 25 Minutes - Executive Session: Per ORS 192.660(2)(d) Labor City Management 03/21/2016 Bennett Negotiations 2435 06/14/2016 Norma Alley ACCSTUDY 15 Minutes - Council Liaison Reports Central Services 10/29/2015 Total Time: 40 of 45 Minutes Scheduled II 3 I i) a g c is\adm\carol\tentaty ag\2016\may 2 2016.docx Meeting Banner 0 Business Meeting 0 Study Session Special Meeting Consent Agenda 0 Meeting is Full Workshop Meeting 0 CCDA Meeting City Council Tentative Agenda 5/2/2016 3:15 PM - Updated 2588 06/14/2016 Liz Lutz CCBSNS 1 5 Minutes - Resolution to Appoint One Audit Committee Finance and Lutz L, Conf Member and One Alternate Member Information Exec Asst Services 2523 06/14/2016 Carol Krager CCBSNS 2 15 Minutes - LCRB Contract Placeholder Central Services Barrett J, Sr Mgmt Analyst 2612 06/14/2016 Alison CCBSNS 3 5 Minutes - Approval of Intergovernmental Agreements with Library Barnes M, Grimes Washington County Cooperative Library Services Library Director 2693 06/14/2016 Judy CCBSNS 4 5 Minutes - Authorize the City Manager to Sign an IGA with Public Works Newbury A, Lawhead Tri-Met Regarding Cost Share Obligations for New Sidewalks Sr. Proj. Along SW Commercial Street and Pacific Hwy Engineer 2667 06/14/2016 Cara CCBSNS 5 10 15 Minutes - Amend Tigard Municipal Code & Ord. 15-08 to Finance and Fitzpatrick C, Fitzpatrick address River Terrace Parks SDC Credits and TSDC Deferral Information Asst Fin Dir Services 2703 06/14/2016 Lloyd Purdy CCBSNS 6 15 Minutes - Resolution of Necessity: Hunziker Infrastructure Community Purdy, L, Development Econ Development 2568 06/14/2016 Judy CCBSNS 7 5 Minutes - Authorize the City Manager to Sign an IGA with Public Works Peck J, Lawhead Clean Water Services for Construction of East Tigard Sewer Project Replacement Coordinator 2578 06/14/2016 Liz Lutz CCBSNS 8 5 Minutes - Resolution Certifying that the City of Tigard Finance and Lutz L, Conf Provides Services Qualifying for State-Shared Revenues Information Exec Asst Services 2580 06/14/2016 Liz Lutz CCBSNS 9 5 Minutes - Resolution Declaring the City's Election to Receive Finance and Lutz L, Conf State Revenue Sharing Information Exec Asst Services 2582 06/14/2016 Liz Lutz CCBSNS 10 10 Minutes - Info. Public Hearing: Adopt Citywide Master Fees Finance and 'Lutz L, Conf and Charges Schedule Replacing Resolution 15-31 and Information Exec Asst Subsequent Amendments Services 2583 06/14/2016 Liz Lutz CCBSNS 11 15 Minutes - Info. Public Hearing Adopting the Budget, Finance and Lutz L, Conf Making Appropriations, Declaring the Ad Valorem Tax Levy and Information Exec Asst Classifying the Levy as Provided Services 4 11' .� .� is\adtn\carol\tentaty ag\2016\may 2 2016.docx Meeting Banner 0 Business Meeting 0 Study Session N Special Meeting Consent Agenda 0 Meeting is Full Workshop Meeting 0 CCDA Meeting City Council Tentative Agenda 5/2/2016 3:15 PM - Updated 2584 06/14/2016 Liz Lutz CCBSNS 12 10 Minutes - Info. Public Hearing: Resolution to Adopt CCDA Finance and Lutz L, Conf FY 2017 Budget with Adjustments, Make Appropriations, and Information Exec Asst Impose and Categorize Taxes Services l II 2455 06/21/2016 Carol Krager AAA June 21, 2016 Workshop Meeting I--- - II 2389 06/21/2016 Judy CCWKSHOP 10 Minutes - Briefing on an IGA with ODOT for Design and Public Works Faha L, City Lawhead Construction of New Sections of Fanno Cr. Trail Engineer 2461 06/21/2016 Lloyd Purdy CCWKSHOP 20 Minutes - Economic Development Update Community Purdy, L, Development Econ Dev. Mgr. Total Time: 30 of 180 Minutes Scheduled II 2458 06/28/2016 Carol Krager AAA June 28, 2016 Business Meeting I II 2436 06/28/2016 Norma Alley ACCSTUDY 15 Minutes - Council Liaison Reports Central Services 10/29/2015 Total Time: 15 of 45 Minutes Scheduled II 2524 06/28/2016 Carol Krager CCBSNS 1 20 Minutes - LCRB Contract Placeholder Central Services Barrett J, Sr Mgmt Analyst 2601 06/28/2016 Kent Wyatt CCBSNS 2 15 Minutes - Update on the Implementation of the Strategic City Management Wyatt K, Plan Management Analyst 2390 06/28/2016 Judy CCBSNS 3 5 Minutes - Consider Authorizing the City Manager to Sign an Public Works McCarthy M, Lawhead IGA with ODOT for Design and Construction of New Sections of St/Trans Sr the Fanno Creek Trail Proj Eng 2699 06/28/2016 Lloyd Purdy CCBSNS 4 15 Minutes - (Hold for Scheduling) Development Agreement Community Purdy, L, Hunziker Infrastructure - Second Review Development Econ Dev.Mgr Total Time: 55 of 100 Minutes Scheduled 5I „ ag �, is\adm\carol\tcntatv ag\2016\may 2 2016.docx Meeting Banner 0 Business Meeting 0 Study Session M Special Meeting Consent Agenda 0 Meeting is Full Workshop Meeting 0 CCDA Meeting City Council Tentative Agenda 5/2/2016 3:15 PM - Updated I II 2616 07/05/2016 Carol Krager AAA July 5, 2016 CCDA Meeting CANCELLED Central Services 03/21/2016 I II 2617 07/12/2016 Carol Krager AAA July 12, 2016 Council Business Meeting Central Services 03/21/2016 COUNCILOR GOODHOUSE ABSENT CITY MANAGER WINE ABSENT I iI 2679 07/12/2016 Carol Krager ACCSTUDY 15 Minutes - Council Liaison Reports Central Services 04/15/2016 Total Time: 15 of 45 Minutes Scheduled I II 2592 07/12/2016 Norma Alley CCBSNS 60 Minutes - Discussion on Potential Ballot Measures City Management MartyW, City Manager Total Time: 60 of 100 Minutes Scheduled I - II 2651 07/19/2016 Carol Krager AAA 'July 19, 2016 Workshop Meeting Central Services 03/21/2016 I II 2658 07/19/2016 Kent Wyatt CCWKSHOP45 Minutes - Briefing on the Council Goal of Providing City Management Wyatt K, Recreational Opportunities for Tigard Residents Management Analyst Total Time: 45 of 180 Minutes Scheduled I 11 2619 07/26/2016 Carol Krager AAA July 26, 2016 Council Business Meeting Central Services 03/21/2016 I 2696 07/26/2016 Carol CCBSNS (Placeholder for Potential Ballot Measures City MartyW, City Krager Management Manager I II 6II) arc is\adm\carol\tentaty ag\2016\may 2 2016.doca Meeting Banner Business Meeting 0 Study Session Special Meeting Consent Agenda Meeting is Full Workshop Meeting 0 CCDA Meeting City Council Tentative Agenda 5/2/2016 3:15 PM - Updated 2680 07/26/2016 Carol Krager ACCSTUDY 15 Minutes - Council Liaison Reports Central Services 04/15/2016 I 2587 07/26/2016 Judy ACCSTUDY 15 Minutes - Briefing on Capital Improvement Plan (CIP) Projects Public Works Faha L, City Lawhead Engineer Total Time: 30 of 45 Minutes Scheduled I II 2620 08/02/2016 Carol Krager AAA August 2, 2016 CCDA Meeting Central Services 03/21/20.16 I II 2621 08/09/2016 Carol Krager AAA August 9, 2016 Business Meeting Central Services 03/21/2016 I II 2681 08/09/2016 Carol Krager ACCSTUDY 15 Minutes - Council Liaison Reports Central Services 04/15/2016 I Total Time: 15 of 45 Minutes Scheduled I II 2652 08/16/2016 Carol Krager AAA August 16, 2016 Workshop Meeting Central Services 03/21/2016 I II 2627 08/23/2016 Carol Krager AAA August 23, 2016 Business Meeting Central Services 03/21/2016 I II 2682 08/23/2016 Carol Krager ACCSTUDY 15 Minutes - Council Liaison Reports Central Services 04/15/2016 I Total Time: 15 of 45 Minutes Scheduled 7 I Page is\adm\carol\tentaty ag\2016\may 2 2016.docx AIS-2677 3. B. Business Meeting Meeting Date: 05/10/2016 Length (in minutes):Consent Item Agenda Title: Proclaim EMS Week Prepared For: Joanne Bengtson, City Management Submitted By: Joanne Bengtson, City Management Item Type: Receive and File Meeting Type: Proclamation Public Hearing: No Publication Date: Information ISSUE Should Mayor Cook proclaim May 15-21,2016 as Emergency Medical Services (EMS) Week in Tigard? STAFF RECOMMENDATION / ACTION REQUEST N/A KEY FACTS AND INFORMATION SUMMARY Emergency Medical Service is now an essential public function and a vital component of the medical care continuum. On any given day,EMS practitioners help save lives by responding to a vast array of medical emergencies. Whether they're providing basic or advanced medical care at the scene of an emergency or en route to a hospital,EMS practitioners care for their patients'medical needs and show caring and compassion to their patients in their most difficult moments. The dedicated men and women who serve the Tigard community provide the day-to-day lifesaving services of medicine's "front line" and make our city a better place to live. OTHER ALTERNATIVES N/A COUNCIL GOALS, POLICIES,APPROVED MASTER PLANS DATES OF PREVIOUS COUNCIL CONSIDERATION Mayor Cook issued this proclamation in 2015. Attachments EMS Week Proclamation l 4k. [" tit # 50t a" i i t'y .. ‘-.--coll ,, , _71. 4r coo,ttonkartiti AtipiotCan of Tigard •x •t$ ;ll EMERGENCY MEDICAL SERVICES WEEK *:. ; 1 May 15-21, 2016 WHEREAS, Emergency Medical Services is a vital service to the community,the 'kj members of emergency medical service teams are ready to provide compassionate, li lifesaving care to those in need 24-hours a day, seven days a week; and WHEREAS,Access to quality emergency care dramatically improves the survival and -^-r" :,, .e,,,l recoery rate of those who experience sudden illness or injury; and e WHEREAS, EMS plays a critical role in public outreach and injury prevention, and is -. evolving in its role as an important member of the healthcare community; and µ' WHEAREAS,The emergency medical services system includes paramedics, ilvjaplot:; ` I firefighters, law enforcement officers,emergency physicians,emergency nurses, ; '• `i 1.�. emergency medical technicians,emergency medical dispatchers,educators and >- administrators; and ,: • Alf, 1 WHEREAS,The members of emergency medical services teams,whether career or ;,iii `; ;'. volunteer, enhance their lifesaving skills by completing thousands of hours ofs .. n specialized training and continuing education; and ' " i , 3i WHEREAS,Tigard residents benefit daily from the knowledge and skill acquired by - , Y these highly trained individuals, it is appropriate to recognize the value and accomplishments of emergency medical service providers. ' ,4,, NOW THEREFORE BE IT RESOLVED THAT I,John L.Cook,Mayor of the City of n.. Tigard,Oregon,do hereby proclaim the week of May 15-21,2016 as I ,4 EMERGENCY MEDICAL SERVICES WEEK ., in Tigard,Oregon and encourage people throughout the city to honor these brave mens! `: and women for a job well done. • 1` r, ;•-.1.,a,.-r- Dated this day of ,2016 •. IN WITNESS WHEREOF,I have hereunto set my hand and caused the Seal of �� the City of Tigard to be affixed. 4 I 1?mill � John L. Cook, Mayor ..,YAa . City of Tigard 7. Attest: '''0,k,. Carol Krager, City Recorder a, t. 1 A A A 1 - r. t. i .A fir. ar. 1 s. AIS-2706 3. C. Business Meeting Meeting Date: 05/10/2016 Length (in minutes): Consent Item Agenda Title: Proclaim National School Nurse Day Prepared For: Joanne Bengtson,City Management Submitted By: Joanne Bengtson,City Management Item Type: Receive and File Meeting Type: Consent Agenda Public Hearing: No Publication Date: Information ISSUE Should Mayor Cook Proclaim May 11,2016 as National School Nurse Day? STAFF RECOMMENDATION / ACTION REQUEST N/A KEY FACTS AND INFORMATION SUMMARY National School Nurses Day coincides with the anniversary of Florence Nightingale's birthday and celebrates a profession that supports and promotes the health of our school-age children and the contributions that nurses and nursing make to the Tigard community. Tualatin's Mayor Ogden asked Mayor Cook to share in his support of this important profession by issuing a proclamation. OTHER ALTERNATIVES N/A COUNCIL GOALS, POLICIES,APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION This is the first time this topic has been brought to Council. Attachments Proclaim National School Nurse Day 41 (5\ , q ,_,,..,... . r:'2" ( "A i .! ' i A ,fi / / r:.....;� Cit)of liigerd t R' . r• . L,' NATIONAL SCHOOL NURSE DAY ;:i May 11, 2016 L I =*•,10- Whereas,all students have a right to have their health needs safely met while in the :. school setting; and r Whereas, children today face more complex and life-threatening health problems = requiring care in school; and '* Whereas,school nurses have served a critical role in improving public health and in ensuring student's academic success for more than 100 years; and a !.» : Whereas, school nurses are professional nurses that advance the well-being, (' academic success, and life-long achievements of all students by serving on the • `% frontlines and providing a critical safety net for our nation's most fragile children; and `-" . Whereas,school nurses act as a liaison to the school community, parents, and health care providers on behalf of children's health by promoting wellness and improving health outcomes for our nation's children; and Whereas,school nurses support the health and educational success of children and :::I youth by providing access to care when children's cognitive development is at its peak;and "L Whereas,school nurses understand the link between health and learning and are in y a position to make a positive difference for children every day. crr,-,1 NOW THEREFORE BE IT RESOLVED that I,John L.Cook, Mayor of the City of Tigard,Oregon,do hereby proclaim May 11,2016 as NATIONAL SCHOOL NURSE DAY in Tigard, Oregon and applaud the accomplishments of school nurses and their yexemplary efforts to meet the needs of today's students by improving the delivery of a; health care in our schools. -.I, Dated this day of ,2016 r IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the {' City of Tigard to be affixed. T John L. Cook, Mayor 1''. City of Tigard sAttest: 01 • it City Recorder z a 3 r 3 7e. 4 A. i. AIS-2563 4. Business Meeting Meeting Date: 05/10/2016 Length (in minutes): 10 Minutes Agenda Title: Announce 2016 "If I Were Mayor" Contest Winners Prepared For: Joanne Bengtson Submitted By: Joanne Bengtson, City Management Item Type: Update,Discussion,Direct Staff Meeting Type: Council Business Meeting- Main Public Hearing No Newspaper Legal Ad Required?: Public Hearing Publication Date in Newspaper: Information ISSUE Should Mayor Cook award prizes in 2016 "If I Were Mayor" youth contest? STAFF RECOMMENDATION / ACTION REQUEST N/A KEY FACTS AND INFORMATION SUMMARY Tigard students in grades 4— 12,including students who are home schooled,were encouraged to enter the 2016 "If I Were Mayor..." student contest sponsored by the Oregon Mayors Association (OMA). Mayor Cook selected one winner in the Poster and Essay category;no submissions were received in the Video/PowerPoint category. *Poster (Elementary grades 4-5) •Essay (Middle School grades 6-8) •Video/PowerPoint (High School grades 9-12) The local winner in each category (listed below) will be awarded a$50 Visa gift card and recognition at the May 10,2016 City Council meeting. Poster: Mason Thomas,4th grader at Templeton Elementary Essay: Lindsay Drango, 8th grader at St. Anthony's Elementary Each winner from Tigard will be entered into the statewide contest,where they will compete for one of three Apple iPad Air 2 tablets from the OMA. Statewide winners will be notified (along with their Mayor) in mid-June. The winner and his/her parents will be invited to the OMA Summer Conference in Lincoln City' Salishan Lodge on July 23, 2016 to be recognized and receive their prize. OTHER ALTERNATIVES N/A COUNCIL OR CCDA GOALS, POLICIES, MASTER PLANS DATES OF PREVIOUS CONSIDERATION Tigard has participated in this annual contest since its inception. Fiscal Impact Cost: 111.90 Budgeted (yes or no): Yes Where Budgeted (department/program): 100-0500 Additional Fiscal Notes: Only two of the three contest categories received submissions. Attachments Mason Thomas Poster Lindsay Drano Essay , (.•lit,i ' , I ' . t .. -.7 si 111, lit • I , ._ 4. Jf- , i_.,.%,. . k. • 1 .1'I: . t ./.2: , , , ..... MAYOR THOMAS WANTS YOU TO MAKE TIGARD BETTER Lindsay Drango Mayor Essay Mrs. Hunt 12-8-15 if I Were Mayor. . . If I were the mayor of Tigard I would put our community first. As Mario Batali once said, "One of the most important leadership lessons is realizing you're not the most important or the most intelligent person in the room at all times." I would listen to the community and give them a voice. I could put in a recreational center, homeless shelter/soup kitchen, environmentally friendly art, and many more of your ideas. Furthermore, first I would put in the recreational center. I would make this available to all families in Tigard. This would allow families to have some quality family time, while still getting exercise. A recreation center is also a great place to make friends and meet new people. in addition, it can make Tigard a much more cohesive community. By promoting fitness to the community we can make Tigard a much healthier place. Next I could put in a homeless shelter and soup kitchen. Every day when I drive to school, I see countless people sitting on the curb with signs. Most of them say, "Anything can help." By putting this in we can keep people off the streets. According to the U.S. Department of Housing and Urban Development, "About 47,725 veterans are homeless on any given night." If they were willing to risk their lives for us, shouldn't we be willing to help them? The homeless shelter and soup kitchen could give them a second chance to get their life back on track. Everyone has a story, but not everyone - has a fair chance. Additionally, I could fill Tigard withenvironmental art. Instead of having public art made of metal and other harsh materials, it could be made of recycled materials and other eco-friendly materials. By making our art eco-friendly, the community would be doing the earth a favor. As David Orr said. When we heal the earth, we heal ourselves. If I could invite some life back to Tigard, I could attract more tourist. For example, I could add more flower beds and encourage stores to advertise with eco-friendly materials. Instantly people will start to recognize the beauty within Tigard. Tigard is like a stone. All it needs is to be polished, to be beautiful again. Right now Tigard is full of car fumes, signs, and buildings, but this could all change. I could add more nature reserves, introduce eco-friendly advertisement options, and encourage people to ride in carpools or on the city bus. All Tigard .seeds is a little bit of care and hard work. This art would make Tigard a much cleaner and nicer place for tourists to visit. In conclusion, if I were the mayor of Tigard I would make all of these things happen along with many more of the community's ideas. At any time you could give me a suggestion and I will try to make it happen. it's not you, not me, always we." As a team, the possibilities are unlimited. Together let's make Tigard a better place. • 10' ., .4Yr 43_ F.. a r,l N `1 �`. __ TWelcome to " - TIGARD .:. ..: .•awry,.,.;:,�, I • 40V . • 414 44. AIS-2678 5. Business Meeting Meeting Date: 05/10/2016 Length (in minutes): 5 Minutes Agenda Title: Recognize the 2016 Tigard High School Tigerettes on their National Championship Prepared For: Joanne Bengtson,City Management Submitted By: Joanne Bengtson,City Management Item Type: Update,Discussion,Direct Staff Meeting Type: Council Business Meeting -Main Public Hearing: No Publication Date: Information ISSUE Should the Mayor and Council congratulate the Tigard High School Tigerettes Dance Team on their 2016 National Title win? STAFF RECOMMENDATION / ACTION REQUEST City Council's policy is to honor any Tigard team that earns a national championship award. KEY FACTS AND INFORMATION SUMMARY The Tigard High School Tigerettes Dance Team dance team earned a National Championship title in the United Spirit Associations Spirit&Dance competition held March 18-20,2016 in California. The Tigerettes previously won the championship in 2014,becoming the first dance team in Oregon to win such an honor. Coach Linda Sheron and members of the dance team were invited to this evening's meeting receive the Mayor and City Council's congratulations and have their photo taken. Coach Sheron noted that this evening's meeting is during try-outs but she would bring the Senior members of the team with her to Council. OTHER ALTERNATIVES N/A COUNCIL GOALS, POLICIES,APPROVED MASTER PLANS DATES OF PREVIOUS COUNCIL CONSIDERATION In 2014, the Tigerettes won the United Spirit Associations competition and were honored by Council. Attachments No file(s)attached AIS-2665 6. Business Meeting Meeting Date: 05/10/2016 Length (in minutes): 10 Minutes Agenda Title: Recieve Report from the Youth Advisory Council Delegation's Trip to the NLC Conference Prepared For: Kent Wyatt, City Management Submitted By: Kent Wyatt,City Management Item Type: Update,Discussion, Direct Staff Meeting Type: Council Business Meeting - Main Public Hearing: No Publication Date: Information ISSUE The City Council will hear a report the Tigard Youth Advisory Council members who attended the National League of Cities conference in Washington,DC. STAFF RECOMMENDATION / ACTION REQUEST Receive the report and discuss opportunities to improve future NLC trips. KEY FACTS AND INFORMATION SUMMARY In March, three Tigard High School students Zarah Hashmat,Nicole Bintliff and Marie Piatski represented the Tigard Youth Advisory Council (TYAC) at the National League of Cities Conference in Washington,DC. The students were selected via an application process where applicants responded to two essay questions. The TYAC delegation attended conference sessions,met elected officials from Oregon, and visited national monuments. More than 150 youths from throughout the country attended the conference. This is the second year that the City of Tigard has sent a delegation to the conference. OTHER ALTERNATIVES N/A COUNCIL GOALS, POLICIES,APPROVED MASTER PLANS Council Goal 5: Expand opportunities to engage people in the community. DATES OF PREVIOUS COUNCIL CONSIDERATION N/A Attachments No file(s)attached SUPPLEMENTAL PACKET FOR (DATE OF MEETING) ,,�je'P1 l-7em TYAC goes to DC • • • By Nicole Bintliff, Zahra Hashmat, and Marie Piatski 9 Dayl - Sightseeing Visited: • White House • Thomas Jefferson Library of Congress Building ,. • Smithsonian Air and Space Museum • The Capitol • Monuments (JFK, Lincoln, ‘541,r4 ri'i nit miAniU iV Iwo Jima, MLK) lir 4I,I'll1y!i'i iI 141/4 Sill Ids, ,'� Irl"! Day 2 - The Conference Begins • Youth Delegate Committees (Speed-Dating) • Strengthening your Youth Council • Addressing Real-World Situations ES 2016 , -Dinner and Workshop at ,. George Washington University f fr 1 r ,-; ' 10 I ► t Day 3 - More Conference Fun 'aluirimm"111411 • Opening General SessionIrsir. '17 ' • Address on Political situation 4 From Ana Navarro r' ' ,h (then a supporter of Rubio) r i (((i 4 • t ,**## {� .. _ Day 3 - Ana Navarro i Ni, , -t, i ,, Fr , ,,_ .,.., i .._ ,,,,. IJ ii\-- '6,' - i'' n� ) Ali Pras. . T rc II y ` _____ __ _ Day 3 - First General Workshop! • Environment Workshop o Solar Panels o Moving Away from Fossil Fuels o Compact of Mayors �,` - 1 ar `'0 o Paris Climate Accords o Responsible City Planning F — , J Day 3 - National Youth Convention ellill ,,,,. ._ , , sc �- -. Oregon o - ' 4 ,� Delegates _• 4 $ % lii :)., . ' 1 It. i 4% 1 : 1 I • ) . ‘F . #1/f, i w - Day 3 • What we liked: o Nonpartisan focus on needs of cities. o Address of overall political climate o Idea that although there are partisan feuds on the federal level, municipally we all need the same thing and can work together accordingly. Day 4 - The Conference Wraps Up • Attended Committees: 1 _ I o Opioids 171"'"-, - - • Community-Based Prevention _ t • Treatment ..�. ¢ •,g 111 • Drug disposal - _ `= r --� • Naloxone Circulation �' o Community Policing • President's Task-force on Policing in 21st Century • Transparency!! What We Liked . . . . • EVERYTHING • Nonpartisan focus on needs of people • Transparency and community trust • People of different cities with different needs adapting to unique situations Day 4: Wrapping Up • Final Dinner o Michelle Obama Video Address o Speech by DC Mayor ^II1 A '' o Address by Secretary of Agriculture j UOV10- .)1( ,,1 ■ On Drug Addiction and Prevention f, o Final Reminder to Care 9 , • The Capitol Steps Performance . il ill Mockery A+ Day 5 - Capitol + Bonamici's Staff - , . , • Met with Bonamici's Staff Aem6111il • • Learned about policy + Oregon focus \� • Went to Senate and House of Reps Offices 1 ' • Sat in on Senate Session (!!!) f , ' . 414--R ,. 1 -. „,.., 11_ \OO\ 1 ,.._ ri,, -, , , . 4 . - - i 1tt Coolest Things • General Workshops o Solar Panels o Opiods • o Community Policing • Sightseeing • Connection between Local and National Politics o Meeting with Bonamici's staff o NLC banding together Things To Work On • Youth Delegate "National Convention" o Dubious connection to real-world politics o Took time away from General Workshops ■ "Social Media and Local Government" ALI{ A . . 1 • i AIS-2595 7. Business Meeting Meeting Date: 05/10/2016 Length (in minutes): 5 Minutes Agenda Title: Authorization to Sign Portland Water Bureau Memorandum of Understanding (MOU) Wholesale Water Contract Prepared For: John Goodrich Submitted By: John Goodrich, Public Works Item Type: Motion Requested Meeting Type: Council Business Meeting- Main Public Hearing No Newspaper Legal Ad Required?: Public Hearing Publication Date in Newspaper: Information ISSUE Shall council authorize Mayor Cook to sign a Memorandum of Understanding(MOU) with Portland Water Bureau (PWB) extending wholesale water delivery to the city,if needed,beyond June 30,2016? STAFF RECOMMENDATION / ACTION REQUEST Staff recommends council authorize the mayor to sign the MOU agreement. KEY FACTS AND INFORMATION SUMMARY The city is in the final stages of completing the Lake Oswego-Tigard Water Partnership water supply project. This project will provide a water supply capacity of up to 18 million gallons per day for Tigard use. Substantial project completion is on schedule to meet the June 30,2016 deadline. During the project design, a risk register was developed to identify various types of risks associated with the project, and measures or actions to mitigate each risk was prepared by the city. The register identified a specific risk of delay in the delivery of an adequate capacity of water to Tigard prior to June 30,2016. The city has an existing wholesale water purchase agreement with Portland Water Bureau that expires on June 30,2016. Under the expiration terms, the city would no longer be able to purchase wholesale water from Portland. As part of the mitigation measures for this risk,staff is working with Portland Water Bureau to develop a strategy and propose a Memorandum of Understanding(MOU) that provides Tigard with a short term extension of the existing wholesale water agreement. The proposed MOU allows the city to request an extension of water delivery prior to June 15, 2016. The agreement allows Tigard to purchase 4-6 million gallons per day under the terms provided. The agreement requires Tigard to commit to a purchase minimum of 30 days under "take and pay" terms. Portland Water Bureau negotiated a small premium for providing this short term water supply,with a purchase price calculated at approximately$2.21 per hundred cubic feet (CCF). The proposed MOU is a short term agreement that expires December 31, 2016. The purpose of this meeting is to seek council review and approval of the attached MOU. This agreement is an insurance measure to ensure that the city has access to adequate water supply after June 30,2016. There are no costs or fiscal impacts associated with signing and retaining this agreement. Costs associated with the proposed MOU only occur should the city make a request prior to June 15,2016 to Portland Water Bureau to continue wholesale water purchases. The proposed MOU agreement is attached for review. Fiscal impacts are calculated based on actual use of Portland wholesale water purchased after June 30, 2016. The city attorney has reviewed this MOU and the Intergovernmental Water Board passed a motion to recommend that the city council approve this agreement. OTHER ALTERNATIVES Council could decide not to authorize the mayor to sign the MOU agreement with Portland Water Bureau. COUNCIL OR CCDA GOALS, POLICIES, MASTER PLANS Not applicable. DATES OF PREVIOUS CONSIDERATION Information regarding this MOU agreement to extend access to wholesale water supply by the Portland Water Bureau was presented at the April 26, 2016 city council meeting. Fiscal Impact Cost: 366,695 Budgeted (yes or no): yes Where Budgeted (department/program): Water Additional Fiscal Notes: The proposed MOU calculated fiscal impact only applies should Tigard request extended wholesale water delivery after June 30,2016. The minimum purchase for the month of July is 165,775 CCF at$2.212/CCF based on 4 million gallons per day. This calculated fiscal impact is approximately$366,695 for the month of July 2016. There is no cost to the city should the wholesale water contract not be extended. . Attachments Short Term Water Agreement Rev SHORT-TERM WATER SALES AGREEMENT This Short-Term Water Sales Agreement (Agreement) between City of Tigard (Tigard), a municipal corporation of the State of Oregon, and the City of Portland (Portland), a municipal corporation of the State of Oregon, is effective this day of , 2016. The Parties recite: A. The Parties entered into a 10-Year Regional Water Sales Agreement(10 Year Agreement) on June 7, 2006 by which Portland agreed to furnish and sell and Tigard agreed to purchase a firm supply of potable water on an annual basis. B. Pursuant to the terms of the 10 Year Agreement, Tigard has elected not to renew that agreement and the 10 Year Agreement therefore expires on June 30, 2016. C. Tigard has developed an alternative water supply and anticipates delivery from its new water source to all Tigard residents by July 1, 2016. D. This Short-Term Water Sales Agreement is intended to assure temporary water service to Tigard's residents if unforeseen events prevent Tigard from receiving water from its new water source on time. NOW,THEREFORE THE PARTIES AGREE: SECTION 1. NATURE OF SERVICE A. Subject to the terms and conditions contained herein, Portland agrees to furnish and sell and Tigard agrees to purchase a firm supply of potable water on a monthly basis for the life of this Agreement. B. Water is to be delivered to Tigard at the wholesale meter vault located at the intersection of SW Hall Blvd. and SW Oleson Rd,provided that Portland is not obligated to meet Tigard's demands for water during any period of time that Tigard operates its system not in compliance with operational rules established pursuant to Section 4.D.1 of the parties' previous 10 Year Agreement. C. Portland shall deliver water to Tigard from the same source or sources of water that Portland delivers to Portland inhabitants. Portland shall meet all applicable drinking water regulatory requirements up to Tigard's point of delivery. D. Tigard's supply of water shall be reduced or terminated only in accordance with the terms of this agreement. E. Tigard recognizes and agrees that no liability for damages shall attach to Portland on account of any failure of supply or changes in pressure, flow rate, or water quality due to circumstances beyond the reasonable control of Portland acting in accordance with standards of care common and usual in the municipal water supply industry. Examples of such circumstances include,but are not limited to,natural events such as earthquakes, 1 landslides and floods,and human-caused events such as terrorism,malevolent acts, contamination of the water supply, and acts of war. F. The service and commodity provided by Portland pursuant to this Agreement are special contract services and are not provided by Portland as a common utility service. G. Tigard hereby agrees to abide by and be bound by the terms and provisions of Chapter 21.28 of the Code of the City of Portland,Oregon, as it presently exists or as may be amended to comply with federal and state law, during the life of this agreement,to the extent to which such terms and provisions do not conflict with any material provisions of this agreement. SECTION 2. NOTICE AND PROVISION OF WATER A. Notice Of Intent To Take Water; Delivery of Water 1. No later than June 15, 2016, Tigard may give written notice that it intends to purchase a guaranteed quantity of water for the month of July 2016, in a quantity not less than 4 million gallons a day and no more than 6 million gallons a day. Portland shall deliver no less than the quantity noticed, calculated on a monthly basis, or such greater or lesser quantity as Tigard may draw from Portland during that month. Provided, however,that Portland may decline to provide more than 6 million gallons on any day or more than 186 million gallons in July if it determines that to do so may threaten its ability reasonably to supply its other wholesale and retail customers while meeting all regulatory obligations. 2. No later than the 25th day of each month thereafter, until the termination of this contract, Tigard may give notice that it intends to purchase a guaranteed quantity of water for the month following in a quantity no less than 4 million gallons a day and no more than 6 million gallons a day. Portland shall deliver no less than the quantity noticed, calculated on a monthly basis, or such greater or lesser quantity as Tigard may draw from Portland, provided however that Portland may decline to provide more than 6 million gallons on any day or more than 186 million gallons in the month if it determines that to do so may threaten its ability reasonably to supply its other wholesale and retail customers while meeting all regulatory obligations. B. Obligation to Pay For each month that Tigard notices its intent to take any water, it shall pay Portland no less than the sum of money equal to the daily quantity identified in the notice times the number of days in the month times the rate or, if the quantity actually taken and delivered exceeds the monthly quantity noticed, then the actual quantity taken in a month times the rate. Seven days after the end of each month for which Tigard takes water, Portland will send a monthly bill to Tigard. Tigard shall pay the bill within 21 days of its receipt. 2 C. Rate For purposes of calculating Tigard's payment obligations, the rate shall be $2.212 per 100 cubic feet of water. SECTION 3. WATER CURTAILMENT By signing this agreement, Tigard and Portland acknowledge that unforeseen or unavoidable circumstances may limit the amount of water available to Portland for sale and distribution. Should the available supply fall below the aggregate of all demands placed on Portland system, or should it be reasonably predicted that supply will fall below demands before other supplies are available,the Administrator of the Portland Water Bureau may curtail delivery of water to Tigard. If water deliveries are curtailed, Tigard need not pay for any quantity of water for which it provided a monthly notice of intent but which was not delivered during the period of curtailment. SECTION 4. TERM OF AGREEMENT This agreement shall terminate on the 26th day of any month that Tigard does not give notice of intent to take water or December 31,2016,whichever is earlier. IN WITNESS WHEREOF, Tigard has, pursuant to official action of its governing body on the day of , 2016, duly authorizing the same, caused its proper officers to execute this instrument to be signed on its behalf, and Portland has caused this instrument to be signed by its Mayor and the Commissioner-in-Charge of its Portland Water Bureau,pursuant to Portland City Code 21.28.20. TIGARD: City of Portland City of Tigard By: By: Mayor Mayor Attest: By: City Recorder Commissioner-in-Charge Date: Date: Approved as to Form: Approved as to Form: Tigard City Attorney Portland City Attorney Certified Pursuant to City Charter 2-509(b) Mary Hull Caballero, Auditor 3 AIS-2520 8. Business Meeting Meeting Date: 05/10/2016 Length (in minutes): 20 Minutes Agenda Title: LCRB Receive Briefing on Telephone System and 2016-17 Pavement Management Overlay Project Submitted By: Carol Krager,Central Services Item Type: Motion Requested Meeting Type: Council Business Meeting- Main Public Hearing No Newspaper Legal Ad Required?: Public Hearing Publication Date in Newspaper: Information ISSUE Council will be apprised of upcoming contracts for a new telephone system and for the 2016-2017 pavement management overlay project. STAFF RECOMMENDATION / ACTION REQUEST Staff is seeking Council direction on any additional information or direction they would like to see in preparation of an award decision for these proposed contracts. KEY FACTS AND INFORMATION SUMMARY Telephone System The City currently owns an aged NEC 2000 telephone system that is more than 15 years old and no longer provides the functionality needed to support the Cities business needs. The NEC is currently in an unsupported and inconsistent state and fails to meets staff needs for remote access when not in the office, consistent voice mail service,and modifications to the system to address staffing changes. The current phone system requires special expertise for many functions including telephone moves,additions and changes. These simple and frequent types of maintenance requires support from the vendor whom we purchased the system from. Additionally the vendor has lost their internal resources and are not able to fully support the system in the same state as they initially were able to provide support. This lengthens the time and cost of service,and in most instances City staff does not have the expertise to perform certain changes our upgrades to the system. Ongoing support from the vendor,if at all possible,is slow as the vendors internal resources to support the system are nonexistent. This leads the vendor to contacting NEC directly which adds costs and time of our support calls. Currently all staff changes to the system are denied except if the request is deemed critical to operations and able to be performed with in-house knowledge. The City's current network is composed of private fiber between buildings in a campus environment with a core Cisco 6504e switch and Meraki POE switches in department phone closets. There are approximately 250 desk and conference phones and the need for just over 50 more virtual licenses. Those who have a virtual number are currently not able to receive direct calls and do not receive any notification when they have received a voicemail. It is the City's desire that under a new phone system,everyone will be assigned a dedicated extension. The calls to those assigned a virtual extension will be routed to their mobile devices for the ability send and receive calls from their assigned extension and receive notifications wherever and whenever they are working. The most critical component that needed to be determined was the purchase of an on premises system versus a hosted one. Under an on-premises system, the city would physically house the phone system and would be responsible for maintenance of the hardware and software associated with the system. It would give more the city complete control of the system and a reliable "LAND"line connection to support the incoming and outgoing calls. Under a hosted system, the city would purchase a virtual phone system with minimal hardware on-site (essentially just the phone handsets) and everything running via the internet. Maintenance of the hardware and software would be the responsibility of the phone system company as the physical components are housed in their datacenters.The reliability and connection would be dependent upon internet connectivity even when calling the next desk or building over. The city issued a Request for Proposals for a new phone system in late 2014. Responses were received from nine firms proposing an array of options for the city. A review team comprising of staff from all departments was assembled and the proposals were reviewed based on the criteria in the RFP. It was fairly obvious at the time of the first meeting of the review team that the city was truly more in a Request for Information stage than a Request for Proposal stage as the city was not sure of what system and options it truly needed or wanted to purchase based on what was available. Site visits were conducted to review systems,internal discussions were conducted,and the end result was that the city did not want to be rushed into a decision and allowed the proposal validity period to expire. Finally the committee decided on a ShortTel on-premises system as it was determined to be the best fit for the city and its future. As the proposal validity period has expired by quite some time,staff explored additional procurement methods for the system. Staff was able to find a possible permissive cooperative procurement opportunity under an existing contract Inflow has with the King County Directors'Association in the State of Washington (serving public school districts). This contract allows the city to purchase the system it desires for less money than was proposed by another firm under the RFP process. The total cost for the new system including licenses,phones, switches, support,and more is $185,388. This is a five-year cost that is paid at the time of acquisition of the system. As this an on premise system,the city will continue to pay for monthly fees on two PRI trunk lines and other standard"LAND"line costs that are budgeted at the divisional level. Staff is recommending the Local Contract Review Board award a contract to Inflow Communications for a ShoreTel on-premises phone system in the amount of$185,388—paid in the first year of a five-year agreement. The funds are currently budgeted in the Central Services Fund in the Information Technology Division. Pavement Management Overlay The yearly Pavement Management Program (PMP) protects the city's investment in street infrastructure. The program typically includes a combination of minor maintenance projects (slurry seal applications) and major maintenance and rehabilitation projects (pavement overlays). In a payment overlay project, the pavement on a street has deteriorated due to traffic usage and weather,and is at the point where pavement repairs and overlays are necessary to avoid further deterioration and return the street to a good condition. Work under the project will include: •Construction of asphaltic concrete inlays and overlays •Asphalt concrete removal (grinding) and repair •Adjustment of facilities to match new pavement level •Applying sealant along pavement edges and joints •Temporary signage,protection, and traffic control •Striping and pavement marking •Construction of concrete curbs and ramps •Performance of additional and incidental work as called for by the specifications and plans. For fiscal year 2016-2017, streets, or sections of these streets,in need of this level of repair,include: •Ventura Court—Barbara to Alfred •Locust Street—Greenburg to Hall •Oak Street—71st to 69th •72nd Avenue—99W to 260' South of 99W •Walnut Street— 122nd to 116th •121st Avenue—Ann to Tippitt •72nd Avenue—Beveland to OR 217 Ramp •Hunziker Street—Lot 7585 to 72nd •Sandburg Street—72nd to End •Landmark Lane—End to 72nd •72nd Avenue—Upper Boons Ferry to City Limits The city issued an Invitation to Bid for the project on April 8th and published notice in the Daily lournal of Commerce and in The Oregonian. The city issued a multi-tiered bid schedule,adding streets under each tier with the intention of contracting for the most streets the budgeted$1.3 million would cover. Bids were due on April 21st and the city received responses from five companies and will able to reach the second tier and stay under the budgeted$1.3 million: •Engineer's Estimate through Tier 2- $1,315,113 •S-2 Contractors - $1,195,986 •Knife River Corporation- $1,243,993 •Brix Paving Northwest, Inc. - $1,481,745 •Kodiak Pacific Construction - $1,494,921 •Baker Rock Resources - $1,562,451 Staff has reviewed the bids and determined that S-2 Contractors has submitted the lowest responsible bid. S-2 Contractors has no State of Oregon Contractor Construction Board violations and is not on the Bureau of Labor and Industries ineligible list. S-2 has performed this work for the city for the past few years and the city has been very satisfied with their performance. As such, staff will be recommending an award for the city's pavement overlay contract to S-2 Contractors in the amount of$1,195,986. This amount is requested in the FY 2016-2017 proposed budget. Staff is seeking any addition information the Local Contract Review Board may like to see in advance of the contract award presentations for these projects. Staff also asks that the Local Contract Review Board consider the future award action on the consent agenda to free up meeting space and time if no further information is requested. OTHER ALTERNATIVES The Local Contract Review Board may direct staff to resolicit the proposed work. COUNCIL OR CCDA GOALS, POLICIES, MASTER PLANS DATES OF PREVIOUS CONSIDERATION This is the first time the Local Contract Review Board has discussed these potential contracts. Fiscal Impact Cost: See Body Budgeted (yes or no): See Body Where Budgeted (department/program): See Body Additional Fiscal Notes: Please see the body of the AIS for cost information on these two potential contracts. Attachments No file(s)attached AgendaQuick©2005-2016 Destiny Software Inc.,All Rights Reserved