Correspondence 1 �J �
VLMK Consulting Engineers �� �.� E �
3933 SW KELLY AVENUE, PORTLAND, OREGON 97201 -4393 - 1 1
1 - -7/0
- _ _ (503) 222 -4453 / FAX (503) 248 -9263 / vlmk Cc? vlmk.com
PRINCIPALS
ALFRED H. VAN DOMELEN, P.E.
JAMES E. KNAUF, P.E.
GREGORY J. BLEFGEN, P.E.
JOHN T. BROOKS
December 16, 1998 HAVLIN G. KEMP, P.E.
KIMBERLY A. SCHOENFELDER
David Scott
City of Tigard PL/Atil — 00 � 'l
13125 SW Hall
Tigard, OR 97223
RE: McCroskey Dental Clinic
Completion of Water Quality Facility
This is to certify that we have reviewed the construction work for the water quality facility for 'the
McCroskey Dental Clinic on S.W. 69 Avenue.
The work observed conforms to the requirements indicated in the construction drawing set dated
March 9, 1998.
Should you need any additional information to approve this project for occupancy, please do not
hesitate to give me a call.
Sincerely,
John Brooks
Project Manager
CC: Sue Stocker, Meadowlark Properties
JTB:pew
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RVO1 \TYPING \Letters\Nlccroskey Dental 12- 16.Doc
MEMBER
September 2, 1998
4401 ,
Susan Stocker
Meadowlark Partners LLC CITY OF TIGA
1750 SW Skyline Boulevard
Suite 224 OR EGON
Portland, OR 97221
Dear Ms. Stocker,
Your letter of August 17, 1998 has been forwarded to me today by my supervisor, Jim
Hendryx, for review. I apologize for the difficulty you recently experienced in securing
permits for the McCroskey Dental Clinic project and for the delay of a response for
which research took much longer than anticipated.
While the City of Tigard has instituted many changes in recent years to improve our
permit processing, including updated informational packets, pre - construction meetings,
and cross - trained staff, we always welcome constructive ideas from our constituents,
especially those who are new to the our development process and can provide a fresh
outlook. This assists us in identifying areas where improvement is needed.
In the permit process, an occasional misunderstanding arises in differentiating between an
approved plan and a ready to issue plan. Approval is a technical assessment granted by
the plans examiner that indicates the submitted plans meet minimum state building code
standards. The authorization to issue the permit for the approved plans require further
processing steps beyond the plans examiner's approval including such things as
verification of fee type and amount and proof of a current status for contractor licensing,
which is a task assigned to the Development Services Technicians (DSTs). This is why it
is possible for a plan to be approved by the Plans Examiner, but denied for issuance by
the DSTs. We will endeavor to communicate these differences to our customers in a
clearer manner so that false expectations are not created.
The issue of fee increases has been a major concern to me, simply because most fees are
established by the State or other agencies for which the City acts as administrator through
inter - governmental agreements. Therefore, the issues of amount, timing and method of
implementation that effect our customers the most in terms project planning are out of
our direct control. Because of this, all potential fee increases are posted as a Public
Notice, and all new building packets carry the disclaimer that fees can increase without
notice. While the notification of possible fee increases by the Unified Sewerage Agency
was posted as a Public Notice well in advance of the increase date, we were not notified
until Monday, June 29th that the increase, to be effective July 1, 1998, was officially
adopted by the Washington County Commissioners. Given the above, a refund of the
increase differential is not possible.
13125 SW Hall Blvd., Tigard, OR 97223 (503) 639 -4171 TDD (503) 684 -2772
Between the time the McCroskey plumbing permit was approved and the DSTs
performed initial post review processing, the contractor contacted the city's plumbing
plan reviewer on June 29th and indicated a change in the fixture type and count. This
customer change necessitated a recalculation of both the plumbing permit fee and the
resulting system development charge. The DST staff expedited post review processing
so that by noon on June 30, 1998, notification was provided that the permit was ready for
pick up, that the USA sewer system development fee amount was due prior to the
plumbing permit issuance and that the system development fee amount would increase
July 1, 1998.
In an effort to be responsive to customer needs, the DST staff regularly assists customers
outside our stated hours of operation between 4:45 p.m. (the time of our last customer
intake) and 5:00 p.m. closing time. Providing customer service during this time is
determined upon the number of customers with pre -4:45 p.m. arrival times and the
estimated transaction time based upon the inquiry type. Your request was that staff stay
open until your arrival, estimated to be after 5 p.m. To complete both your transaction
and the required closing procedures would result in significant overtime, creating
financial impacts that have been eliminated in our most recent year's budgetary process
in an effort to be fiscally responsible. However, your concerns about your client's
monetary savings are valid. Based upon your experience, I will recommend to the city
administration that Development Services be open later the days preceding a fee increase
date to accommodate our customers who wish to take advantage of the lower fee rates.
Thank you again for your letter, and for taking the time to share your concerns with us. If
I can be of further assistance, please contact me directly at 639 -4171, extension #322.
Sincerely,
•
)f,a, atd/LVI
Ji D. Aldrich
Development Services Supervisor
1 2 4 $
E71 I
MEMORANDUM
CITY OF TIGARD
TO: Jim Hendryx
FROM: Jill Aldrich, Development Services Supervisor
DATE: August 19, 1998
SUBJECT: McCroskey Denta / Clinic
The McCroskey Clinic Plumbing permit was submitted and accepted for review on
6/16/98. The Development Services Technician performed pre -view processing and
routed the application and plans to the plumbing plans examiner the same day.
The Plumbing plans examiner approved the plans on 6/29/98 with an action memo
noting the discrepancy between the application and plans where 7 RP devices and a
dishwasher were missing from the application.
In post review processing there was an error in the Plans Examiners calculations and
the submittal was routed back to the PE on 6/29/98. The PE indicated the customer
called and decided to remove the RP devices. This change would effectively lower the
DU (Dwelling Unit) count for the corresponding sewer permit. On 6/30/98 the DST
called the contractor indicating the plumbing permit would be ready, but the sewer
permit must be paid prior to issuing the plumbing.
Susan Stocker's letter indicates that the contractor came on the 6/29/98. If this is
accurate, then he came to get a permit that was not ready yet (it was made ready
6/30/98) and based on that the "denial" of release of permit would be appropriate. It
was approved by the PE on 6/26/98, (the attached screen print shows only partial
history), but routed back for to the PE by the DST for correction on 6/29/98. Ms.
Stocker's letter states "if it did not get paid that day, it was going up another $600.00
dollars ", leads me to believe that this information was given on 6/30/98 by the DST
calling for the ready permit and as we call the contractor, this information must have
been forwarded by the contractor to the owner. This statement could only be true if the
date in question is 6/30/98, as the increase date was 7/1/98.
The sewer fees are established by the Unified Sewerage Agency. There was a request
to their governing body for a $100 per DU increase in February 1998 effective July 1,
1998. This notice of possible fee increase was posted on the City of Tigard's Public
Notice Board.
The DSTs received official notification of the USA fee increase late in the afternoon of
Monday, June 29. The DSTs were directed by me on Tuesday to call all plumbing
contractors with readied permits and inform them of the increase. This call when to the
plumber for this project on 6/30/98.
The DST team has policy of taking the last customer at 4:45 pm to be able to complete
all transactions still in progress from earlier arrivals by 5:00 pm closing time. After
customers transactions are complete, close -up procedures dealing with equipment and
cash receipts need to be finalized before staff can leave for the day, which can take 5-
10 minutes. These closing procedures affect other staff areas. We regularly assist
customers after the 4:45 pm time as a courtesy, however, doing so depends upon the
transaction type and the number of customers left to assist with arrival times before
4:45 pm. According to staff, the customer in this situation was wanting staff to stay "5
minutes" past the 5:00 pm closing time. There was no assurance that the customer
would be able to make it by that time. Permit issuance takes approximately 7 minutes,
add the 5 minutes for the customers arrival after 5:00 pm and the closing procedures,
the staff was realistically looking at a minimum of 20 -25 minutes if the customer arrived
as stated. Taking customers past closing time places an unfair burden for forced
overtime on the DSTs and imposes monetary that have not been budgeted for.
As an aside the sewer DU fees are set by USA and the City of Tigard has
administrative responsibility for implementing them through an IGA. The fee increase
was posted. Additionally, our commercial and residential building packets indicate that
fees can increase at any time. Unfortunately, the USA fee in geared toward the date,
and submittal date has no bearing upon it's assessment.
ACTIVE CASE: Grp Smry Edit Prcl Name Actn Cond Log -note Fee Doc Tag Misc Xit
List related cases in project group # 10180
— ENGINEERING PERMIT
:ENG98 -0022: PROJECT:SOP...STR IMPR : STATUS:I : UPD:04/29/98: :JSH:
PERMITTEE:JOHN MCCROSKEY PRIM..:SDR97 -0005:
SITE ADDRESS:12645 SW 69TH AVE Unit: PREV JUR...:TIG:
— DESCRIPTION OF PROJECT /WORK (1)
STREET OPENING, TO INSTALL HALF- STREET IMPROVEMENTS INCLUDING ROAD BASEING
AND SURFACING, CONCRETE CURB /SIDEWALK /APPROACH, A.C. RAMPS, STORM WATER
DRAINAGE FACLIITIES, SANITARY SEWER SIDE - SERVICE LATERAL, WATER SERVICE
AND UNDERGROUND UTILITIES.
— PROJECT LOCATION /LIMITS (2)
12645 S.W. 69 TH AVENUE; IN THE WEST HALF OF S.W. 69TH AVENUE, NORTH OF
S.W. HAMPTON STREET.
PERMIT TYPE.:SOP: PERFORMANCE BOND MAINTENANCE BOND
AGREE. DATE.: / / SURETY..:INS.CO.OF WEST : SURETY..:
PROJ VAL...$: 28000: AMOUNT.$: 28000: AMOUNT.$: 0:
EXPIR.. / / EXPIR...: / / .
RECEIPT.: RECEIPT.:
NOTES:
ACTIVE CASE: Grp Smry Edit Prcl Name Actn Cond Log -note Fee Doc Tag Misc Xit
List related cases in project group # 10180
—SITE DEVELOPMENT REVIEW
:SDR97 -0005: PROJECT:MCCROSKEY DENTAL : STATUS:P : UPD:06/26/98: :DRA:
APPLICANT:JOHN MCCROSKEY PRIM..:SDR97 -0005:
SITE ADDRESS:12645 SW 69TH AVE Unit: PREV JUR...:TIG:
— PROJECT DESCRIPTION (1)
Site Development Review request to allow the construction of a 2,964
square foot dental office.
— PROJECT LOCATION (2)
North of SW Hampton Street, south of SW Franklin Street, east of SW 70th
Ave., and on the east west side of SW 69th Ave.
LOT AREA . 26571:sf PROPOSED USE.:COM: RESOLUTION NO:
BUILDING AREA: 2964:sf PROJ VALUATION:$ 0 :
ZONING •? # OF DWELLING UNITS: 0:
—NOTES (3)
? = MUE zone