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City Council Minutes - 05/10/2016 City f Tigard ■ Tigard City Council Meeting Minutes May 10, 2016 STUDY SESSION Council Present: Mayor Cook, Council President Snider, Councilor Woodard and Councilor Goodhouse. Staff Present: City Manager Wine (excused herself during Executive Session) Assistant City Manager Newton, Human Resources Director Bennett,City Attorney Rihala and City Recorder Krager A. EXECUTIVE SESSION At 6:30 p.m. Mayor Cook announced that the Tigard City Council was entering into Executive Session to discuss the city manager's contract under ORS 192.660 (2) (i). The Executive Session ended at 7:16 p.m. B. COUNCIL LIAISON REPORTS -Liaison reports will be given at next meeting. Administrative Items: Assistant City Manager Newton discussed with council the purchase of artwork from last year's Art Walk that is available for sale at auction. Concerns were expressed about the wear and tear on the works of art which are large panels of painted plywood. They were left out in the elements all winter. Council decided not to spend public funds on the artwork due to the condition of the wood. 1. BUSINESS MEETING IR A. At 7:35 p.m. Mayor Cooked called the Tigard City Council and Local Contract Review Board to order. B. City Recorder Krager called the roll. Present Absent Councilor Goodhouse ✓ Councilor Henderson ✓ Council President Snider ✓ Councilor Woodard ✓ Mayor Cook ✓ C. Mayor Cook asked everyone to stand and join him in the Pledge of Allegiance. TIGARD CITY COUNCIL MINUTES - MAY 10, 2016 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 1 www.tigard-or.gov Page 1 of 7 D. Call to Council and Staff for Non-Agenda Items—City Manager Wine said she would bring up an item at the end of the meeting. 2. CITIZEN COMMUNICATION A. Follow-up to Previous Citizen Communication—None. B. Tigard High School Student Envoy—ASB President Shaina Azbari gave a report of current events and activities at Tigard High School.The final poetry slam was held with the largest turnout so far. The awards ceremony was held. Prom will be on May 21 at the Portland Art Museum. A Unified Soccer game was held which teams youth with and without mental disabilities together, sponsored by Special Olympics. She announced that Lauren Brown will be next year's Tigard High Student Envoy to the council. C. Tigard Area Chamber of Commerce—CEO Debi Mollahan announced the launch of Leadership Tigard which is an opportunity designed to educate and inspire emerging leaders to participate in the community and take on leadership or participatory roles, run for school board or city council. It is an annual nine-month program,with nine full-day sessions, scheduled once a month. The Tigard Farmers Market is in full swing and has a great mix of vendors selling meat, eggs, berries,beer and spirits. The Market Sprouts program is targeted at kids and 74 have signed up for the program which offers activities every week. The Art Walk is going on now and there is a pop-up gallery where people can view and buy art. The urban art from last year's Art Walk is for sale and can be seen along the Tigard Street Trail. In response to a question from Councilor Woodard about the Art Walk, Ms. Mollahan said there were 20 downtown business locations and this year artists were allowed to hold a pop- up event. It went very well and the artists were pleased with the opportunity. Larger pieces are available for yards or businesses and some are very affordable. She said the Art Walk runs through Saturday. D. Citizen Communication—Sign-up Sheet. No one signed up to speak. 3. CONSENT AGENDA: (Tigard City Council) A. RECEIVE AND FILE: 1. Council Calendar 2. Council Tentative Agenda for Future Meeting Topics B. PROCLAIM MAY 15-21, 2016 AS EMS WEEK TIGARD CITY COUNCIL MINUTES - MAY 10, 2016 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.tigard-or.gov Page 2 of 7 C. PROCLAIM NATIONAL SCHOOL NURSE DAY—MAY 11, 2016 Councilor Woodard moved to approve the Consent Agenda. Council President Snider seconded the motion and it passed unanimously. Yes No Councilor Goodhouse ✓ Councilor Henderson (Absent) Council President Snider ✓ Councilor Woodard ✓ Mayor Cook ✓ 4. ANNOUNCE "IF I WERE MAYOR" CONTEST WINNERS Mayor Cook announced the winners and slides of their contest entries were shown. They were called up for a photo opportunity and Mayor Cook presented them with a gift card. The Poster winner (from elementary grades 4-5) is Mason Thomas,a fourth grader from Templeton Elementary. The Essay winner (from Middle School grades 6-8) is Lindsay Drango, an eighth grader from St. Anthony's. Mayor Cook said their entries will be sent to Salem for the statewide contest. 5. RECOGNIZE THE 2016 TIGARD HIGH SCHOOL TIGERETTES ON THEIR NATIONAL CHAMPIONSHIP Coach Linda Sheron and five senior members of the dance team were honored by the City Council for winning the 2016 National Championship Title. Mayor Cook and the City Council offered their congratulations and asked them to come forward for photos. 6. RECEIVE REPORT FROM THE YOUTH ADVISORY COUNCIL DELEGATION'S TRIP TO THE NATIONAL LEAGUE OF CITIES CONFERENCE Mayor Cook said the council funded three young people to go to Washington DC and attend the National League of Cities annual conference. Councilors Woodard and Goodhouse also attended. The Tigard youth delegation members were Zarah Hashmat,Nicole Bintliff and Marie Piatski, chaperoned by Assistant City Manager Newton. The youth delegates thanked the city for giving them the opportunity to attend the conference and said it was a great learning experience. They presented a slide show which has been added to the packet for this meeting. At the conference they met youth delegates from many states. They heard speakers say they do not let national politics get in the way of running a city and they"do not have a democratic or a republican" fire department. Sessions included workshops on the TIGARD CITY COUNCIL MINUTES - MAY 109 2016 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 1 www.tigard-or.gov Page 3 of 7 environment and responsible city planning. Oregon delegates attended the National Youth Convention and divided into states to experience a mock election and problem solving. They reported that they loved the focus on non-partisan government, transparency and community trust. They realized that people in different cities with different needs adapt to unique situations. Municipalities share needs and can work together. Tigard's delegation went to the Capitol, met Representative Bonamici's staff and learned about policy and Oregon focus. They visited the senate and house of representative's offices and also got to attend a senate session which was a special opportunity. Senior Management Analyst Wyatt instructed them to note things that could be improved. They commented that they did not enjoy the youth delegate "National Convention"where much time was spent developing planks and they felt it had a dubious connection to real-world politics. There were other workshops they would have rather attended such as using social media for citizen communication and engagement. Mr. Wyatt will forward this feedback to NLC. They thanked council for funding this and requested that students in the future are also given a chance to attend. Council President Snider said the young women are a great example and invited students in the audience to consider joining the TYAC. Councilor Woodard heard speeches at a youth delegates breakfast and suggested there be a TYAC speaker at the State of the City address because young people have something of value to say. Mayor Cook commented that he appreciated their social media updates on the NLC conference. 7. AUTHORIZE THE MAYOR TO SIGN A PORTLAND WATER BUREAU MEMORANDUM OF UNDERSTANDING (MOU) FOR WHOLESALE WATER CONTRACT Utility Manager Goodrich said council was briefed at the April 27, 2016 meeting on a short-term water sales agreement with the City of Portland for the supply of water if the Lake Oswego/Tigard Water Project is delayed. He noted that at this time the project is on schedule and no delays are anticipated but it is prudent to have an agreement in place. He said the short- term water sales agreement is for temporary provision of water to Tigard customers if unforeseen events prevent receiving water from the new source. It is a six-month extension with minor conditions related to minimum take and pay and a five percent cost premium. It would allow Tigard to take a minimum of four million gallons per day with a maximum of six million gallons per day. The city attorney has reviewed the agreement and the Intergovernmental Water Board passed a motion recommending council approve authorization to sign the agreement. Staff recommends council authorize the mayor to sign the agreement. Mayor Cook asked if it is not needed until August can it be started then. Utility Manager Goodrich replied that if the city does not utilize the agreement by the June 15 trigger date, this agreement would expire and we would need to renegotiate a new agreement as a functional group rather than a wholesale purchaser. Councilor Woodard asked who pays the five percent TIGARD CITY COUNCIL MINUTES - MAY 10, 2016 City of Tigard 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov Page 4 of 7 premium. Council President Snider responded as a member of the LOTWP Oversight Committee and said if the contractor does not uphold their responsibility the contract provides for liquidated damages and this has negotiated so we can clarify what our damages are. Because we know what it costs to produce water and we know what we are going to have to pay, the difference between the two is what the damages are. Councilor Goodhouse moved to authorize the mayor to approve the agreement and Council President Snider seconded the motion. Mayor Cook conducted a vote and the motion passed unanimously. Yes No Councilor Goodhouse ✓ Councilor Henderson (Absent) Council President Snider ✓ Councilor Woodard ✓ Mayor Cook ✓ 8. LOCAL CONTRACT REVIEW BOARD: RECEIVE BRIEFING ON TELEPHONE SYSTEM AND 2016-2017 PAVEMENT MANAGEMENT OVERLAY PROJECT CONTRACTS Finance and Information Services Director LaFrance introduced newly hired IT Manager Mike Nolop. He said the current telephone system is 15 years old, does not meet several business needs and is no longer supported by the vendor. The agenda item summary in the council meeting packet describes the process and different options.The search for a replacement system took a long time. Nine proposals were received and by the time staff figured out what would work best for Tigard through site visits and research the bids had expired. It was decided that a ShoreTel on-premise system would be the best choice. Staff identified a permissive, cooperative procurement opportunity with a local jurisdiction that allowed the city to get the system for less money than what was quoted on the original RFP. The total cost for the system (licenses, phones, switches, and support) is $185,388. This is a five-year cost,payable up front. Staff recommends that the Local Contract Review Board approve a contract with Inflow Communications for a ShoreTel on-premise phone system. The funds are currently budgeted in the Central Services Fund in the Information Technology Division. Council President Snider asked for clarification from staff and Finance and Information Services Director confirmed that the amount is in this year's budget and not spread out over five years. IT Manager Nolup said the city will own the system with a one-time purchase which includes five years of maintenance. Councilor Woodard asked if the voice recognition feature would be better and Mr. Nolop said technology has improved. Mr. LaFrance said that was one option considered but he was unsure if we are getting that and he will report back. TIGARD CITY COUNCIL MINUTES - MAY 10, 2016 City of Tigard 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov Page 5 of 7 Mayor Cook asked if staff knew what maintenance in year six would cost. Mr. Nolop said the cost for a smaller system in a nearby city was $6,500 annually. Mayor Cook said he does not want to pay $185,000 for a new system in five years. Mr. Nolop said he has worked in other locations with ShoreTel systems in year ten and fifteen and it is a very robust system. Council agreed to place this contract on the Consent Agenda at the next business meeting. Finance and Information Services Director LaFrance and Senior Engineering and Transportation Engineer McCarthy discussed the second contract for the annual pavement management overlay program which protects the city's investment in street infrastructure. It includes slurry seal and major maintenance rehabilitation projects (overlays). He referred council to the agenda item summary which has the types of treatments and street list. Mr. LaFrance said staff 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. The city received responses from five companies. The city will be able to reach the third tier this year by managing some projects earlier this fiscal year and r under the$1.3 million for fiscal year 2017. Staff has reviewed the bids and determined that S2 Contractors submitted the lowest responsible bid and they recommend that the Local Contract Review Board approve awarding a contract to them for $1,341,590.50. This is an updated number that includes adding Oak Street and Sandburg Street. With tier 3 added the city will be able to get through the entire list of streets needing repair. LCRB Member Woodard asked if anything fell off the list and Engineer McCarthy said this contract covers all streets in tiers 1-3 this year since bids came in lower than expected. LCRB Member Snider asked if there were any "curb cuts to nowhere." Engineer McCarthy said there were not. Mayor Cook asked for the number of curb cuts and Engineer McCarthy said there were 68 but he would need to verify. Mayor Cook noticed some work on Walnut Street was listed and asked how the timing would work with the Washington County's Walnut Street project. Engineer McCarthy said the city will be paving at the west end where the county project will be finished, out through 121" or 122"d. The county said it was no problem and ideally it can be done during the three-week period Walnut is closed for the water line replacement. Mayor Cook said the neighborhood notification and signs with dates are very helpful to residents. This contract can be placed on the Consent Agenda at the next business meeting. 9. NON AGENDA ITEMS City Manager Wine said the city was not successful in getting a U.S. Department of Commerce Economic Development Agency Public Works and Economic Development Assistance program grant for the Hunziker core. Additional questions were submitted and the city has another opportunity in June for consideration after responding. The questions relate to businesses,engineering and environmental permits and staff is able to answer these questions. Mayor Cook asked if the funding amount would be the same in June and City Manager Wine said it would be. Council President Snider asked if we need other opinions on how to make sure the city's responses are as robust as possible. City Manager Wine said we have received good feedback from the Washington DC agency staff and our federal lobbyist. Council TIGARD CITY COUNCIL MINUTES - MAY 102 2016 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 1 www.tigard-or.gov Page 6 of 7 President Snider asked if it would be worthwhile to ask a group of peer cities who have gone through this process to review our answers. City Manager Wine said that may be difficult because projects submitted by cities are very diverse. 10. EXECUTIVE SESSION None. 11. ADJOURNMENT Councilor Goodhouse motioned for adjournment at 8:44 p.m. Council President Snider seconded the motion and all voted in favor Yes No Councilor Goodhouse ✓ Councilor Henderson (Absent) Council President Snider ✓ Councilor Woodard ✓ Mayor Cook ✓ Carol A. Krager, City Rec rder Atte ". P4 John L. ook,Mayor Date QH a .20/6 TIGARD CITY COUNCIL MINUTES - MAY 10, 2016 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 www.tigard-or.gov Page 7 of 7