City Council Packet - 10/17/1983 TIGARD CITY COUNCIL PUBLIC NOTICE: Anyone wishing to speak on an
SPECIAL MEETING AGENDA agenda item needs to sign on the appropriate
OCTOBER 17, 1983, 7:30 P.M. sign-up sheet(s). If no sheet is available,
FOWLER JUNIOR HIGH ask to be recognized by the Chair at the start
10865 SW WALNUT of that agenda item. Visitor's agenda items are
TIGARD, OREGON 97223 asked to be kept to 2 minutes or less ; longer
matters can be set for a future Agenda by con-
tacting either the Mayor or City Administrator.
1. SPECIAL MEETING:
1.1 Call To Order and Roll Call
1.2 Pledge of Allegiance
1.3 Call To Staff and Council For Non-Agenda Items
2. VISITOR'S AGENDA (2 Minutes or Less, Please)
3. LIBRARY ANNUAL REPORT 6 LIBRARY BOARD WORKSHOP
Librarian
4. PURCHASING POLICY REVISIONS DISCUSSION
Finance Director
5. DISASTER PLAN REPORT AND ORDINANCE NO. 83-
Chief of Police
6. TRAFFIC ENFORCEMENT ORDINANCE NO. 83-
Chief of Police
7. INSURANCE ASSOCIATES TEMPORARY USE - PUBLIC HEARING
Public Hearing Opened
Summation by Planning Department
Public Testimony: Proponents, Opponents, Cross Examination
Staff Response
Public Hearing Closed
Council Consideration
8. CONSENT AGENDA: These items are considered to be routine and may be
enacted in one motion without separate discussion. Anyone may request
that an item be removed by motion for discussion and separate action.
Motion to:
8. 1 Adopt Economic Development Committee Resolution No. 83-99
8.2 Adopt Revisions To ICMA Deferred Compensation Plan - Resolution
No. 83-100
8.3 Approve 72nd Avenue LID #21 - Change Ordci #4
8.4 Approve Resolution No. 83-101 Side Yard Lot Vacation - Colony
Creek Estates
9. NON-AGENDA ITEMS: From Council and Staff
10. ADJOURNMENT
(DH: lw/0316A)
PAGE 1 - COUNCIL AGENDA - OCIOBER 17, 1983
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T I G A R D C I T Y C 0 U N C I L•
REGULAR MEETING MINUTES - OCTOBER 17, 1983 - 7:30 P.M.
1. ROLL CALL: Present: Chairman Tom Brian , John Cook, and Ima Scott; City
Staff: Frank Currie, Director of Public Works and Acting City
Administrator; Doris Hartig, City Recorder; Bill Monahan,
Director of Planning & Development; and Tim Ramis, Legal
Counsel.
Meeting was called to order by Councilor Brian. Motion by Councilor rook,
seconded by Councilor Scott, to appoint Councilor Brim, as Chairu.ar. for
the meeting.
Approved by unanimous vote of Council present.
2. CALL TO STAFF AND COUNCIL FOR NON-AGENDA ITEMS UNDER OPEN AGENDA
o Legal Counsel requested an executive session at the end of the
meeting for the purpose of discussing pending litigation.
o Councilor Scott requested discussion regarding procedure to limit
one-stop convenience stores by population or number in a specific
area.
3. VISITOR'S AGENDA
o Marilyn Tarkiainen, 9475 SW Oak St. , Metzger, expressed her
disappointment that Council disallowed industrial use zoning in the
CBD zone. She spoke specifically to the proposed development of
their property at 8935 S.W. Burnham which has railroad frontage. She
requested Council make an exception to allow some light industrial
zoning on a strip of land by the railroad tracks.
o Mr. Van S. Camp, 8905 S.W. Burnham, submitted a proposal to the City
in which he would build a structure to house the City Hall facilities
and lease back with an option to buy within ten years. He proposed
the building would be built on property he owns at S.W. Burnham and
S.W. Hall.
o Chairman Brian stated he would turn the letter over to staff and see
what happens after the November 8, 1983 election.
o Mr. Camp also spoke to the light industrial zoning issue in the CBD
zone for his property along the railroad tracks. He requested this
be granted for a strip of land, approximately 150' and the balance
remain commercial.
4. LIBRARY ANNUAL REPORT AND LIBRARY BOARD WORKSHOP
a. Librarian Irene Ertell spoke to the increased growth and use of the
library. She noted the increase in circulation and the limited staff
to provide services. The Librarian discussed their FY 1982-83 goals
and accomplishments and set out the FY 1983-84 goals as follows:
PAGE 1 - COUNCIL MINUTES - OCTOBER 172 1983
I. Plan for utilization of space at the Crow site or seek other
{� space solutions.
\ 2. Work through WCCLS to achieve a new 3-year serial levy to
include a county-wide computerized circulation system.
3. Explore and utilize where possible computer technology to
produce catalog cards and do in-library record-keeping tasks.
4. Develop the juvenile non-fiction collection.
5. Recruit a volunteer coordinator.
6. Develop a user survey dealing with aspects of library service
and programs.
7. Request additional staff for FY 1984-85.
8. Rebuild the book budget to a more realistic level of FY
1984-85.
o George Anne Clingan, Assistant Librarian, discussed the reference,
service and collection development and their success with the
volunteer program.
o John Henshell, Associate Librarian, explained the children's services
program, giving highlights of the past year,, .noting special programs
and events. He reported the average children's book costs $10.00.
o City Librarian concluded the program and turned the meeting over to
the Library Board and Friends of Library for Council workshop.
b. Library Board/Council Workshop. Walt Munhall, Chairman of Library
Board, restated request to obtain a new facility for the Tigard
_ Library and hoped the November 8, 1983 issue would pass. He also
requested the City contact the Washington County Commissioners
regarding their rejection of the WCCLS levy. The Board feels
libraries are an essential service needed for education of people.
The library provides for youth and elderly and works for the
betterment of people in the community. He synopsized their effort in
trying to provide a library for the community and it appears the only
option left is the Crow site.
o Susan Mueller, Board Member, spoke to the space needs and need for
adequate facilities.
o Council thanked staff for their report and Board and Friends of
Library for attending the meeting.
5. INSURANCE ASSOCIATES TEMPORARY USE
a. PUBLIC HEARING OPENED
OPPONENTS
o Planning Director summarized memo and application noting that Council
must make findings that they have met one or more of the required
conditions under TMC 18.80.030. NPO #1 has recommended that the
application be denied for esthetic reasons. Planning Director
distributed copy of letter from adjacent property owner, Tigard
Cleaners, stating they have no objection to the temporary use permit.
PAGE 2 - COUNCIL MINUTES - OCTOBER 17, 1983
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PROPONENTS
3
o Dan Berteuleit, co-owner of Insurance Associates, reviewed their
recent business merger and the need for additional space. He felt
the temporary office space would not have an adverse effect on z
esthetics for Tigard. He reported he was unaware of the NPO #1
meeting.
o Jar,es R. Cole, partner for Insurance Associates, stated that in
merging the company their first step was to seek temporary office
space on the site and then take a look at developing a permanent
site. They own other property in the City and may expand or develop a
at the other site.
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b. CROSS EXAMINATION
o Council and applicant discussed if there would be adequate parking if
a temporary building was moved on the site. Berteuleit responded i
there was enough parking space.
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C. STAFF RESPONSE
o Planning Director stated in his opinion condition #5 under "Required
Conditions" of TMC is condition over which applicant is seeking
approval. It would be a policy issue for Council to decide how long f
to allow the temporary use permit.
o Council, staff and applicant discussed the requested 2-year period of =
time and if it could be shortened. The Code does not specify if an
extension is allowable. City Attorney said there was no specific t
provision for renewal, but there was no reason why the applicant
could not reapply.
o Applicant requested letter from City stating they could reapply if
the proposed building was not ready.
i
d. PUBLIC HEARING CLOSED
o Council and staff discussed esthetics with Councilor Scott suggesting
the NPO and applicant meet and report back to Council. Consensus was
that the NPO had beer, notified and were not present at Council
meeting and esthetics is not a problem at this location.
4
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e. Motion by Councilor Cook, seconded by Chairman Brian, the temporary
use be allowed for a one-year period, with a letter of approval ;
4
stating the applicant will be able to apply for a one-year extension z
if the applicant provided proof that they are making progress toward
completion of their efforts to satisfy their space needs. The second a-
year of use would be the maximum allowed, should it be granted.
Approved by 2-1 vote of Council present with Councilor Scott voting
NAY.
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PAGE 3 - COUNCIL MINUTES - OCTOBER 17, 1983 `'
6. PURCHASING POLICY REVISIONS DISCUSSION
a. Frank Tepedino, of the IPSWICH Group, discussed to the revisions to
the purchasing system, the identified problems and recommended
solutions. The purpose is to have a streamlined system within the
scope of the law and provide checks and balances in the system.
While no system is perfect, he reported it would focus more
management control on procurement. The system, as it grows, will
have to be modified and refined, noting there are some issues that
have not been resolved as yet, but they are not critical. Council
discussed the report and if there would be additional costs or
personnel needed to carry out the program. Finance Director Jerri
Widner stated the City Recorder now has purchasing responsibility.
Finance Director requested Council accept the concept so that staff
can go forward with drafting appropriate ordinances and resolutions
to carry out the proposed system.
b. Motion by Councilor Cook, seconded by Councilor Scott, to accept the
report presented by Frank Tepedino and that staff be authorized to
prepare the documents to implement the purchasing system.
Approved by unanimous vote of Council present.
COUNCIL RECESSED AT 9:20 P.M. AND RECONVENED AT 9:36 P.M.
7. DISASTER PLAN REPORT AND ORDINANCES
a. Chief of Police Adams spoke to the problem and summarized elements of
the plan. He noted by having such a plan, it will greatly reduce the
City's liability if such an event would occur as it sets in place a
management system to coordinate a civil defense/disaster plan.
ORDINANCE No. 83-47 - AN ORDINANCE ESTABLISHING A LOCAL ORGANIZATION TO
PROVIDE EMERGENCY OPERATIONS; DESIGNATING THE
DIRECTOR OF EMERGENCY OPERATIONS AND GIVING THE
DIRECTOR ALL POWERS AND DUTIES UNDER THE OREGON
CIVIL DEFENSE ACT OF 1949, AS AMENDED; AND
DECLARING AN EMERGENCY.
b. Motion by Councilor Cook, seconded by Councilor Scott, to adopt.
Approved by unanimous vote of Council present.
ORDINANCE No. 83-48 - AN ORDINANCE ADOPTING AN EMERGENCY OPERATION PLAN,
PROVIDING FOR THE DECLARATION OF AN EMERGENCY,
ESTABLISHING A LOCAL ORGANIZATION AND PROVIDING
PROCEDURES DURING AN EMERGENCY; AND DECLARING AN
EMERGENCY.
C. Motion by Councilor Cook, seconded by Councilor Scott, to adopt.
Approved by unanimous vote of Council present.
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PAGE 4 - COUNCIL MINUTES - OCTOBER 17, 1983
8. ORDINANCE No. 83-49 - AN ORDINANCE ADDING SECTION 10.32.255, CROSSING
( PRIVATE PROPERTY, TO THE TIGARD MUNICIPAL CODE, AND
DECLARING AN EMERGENCY.
a. Motion by Councilor Cook, seconded by Councilor Scott, to adopt.
o Captain Kelley Jennings explained the need for the ordinance and past
experiences of traffic hazards where citizen-- cut corners on private
property. He reported no Oregon law applies to this particular
situation and recommended the adoption of the proposed ordinance as a
remedy for the problem.
Approved by unanimous vote of Council present.
9. CONSENT AGENDA
a. Motion by Councilor Cook, seconded by Councilor Scott, to remove
consent agenda item 8.3 "Approve 72nd Avenue LID #21 Change Order #4."
Approved by unanimous vote of Council present.
10. RESOLUTION No. 83-99 - IN THE MATTER OF CREATION OF AN ECONOMIC
DEVELOPMENT COMMITTEE.
a. Motion by Councilor Cook, seconded by Councilor Scott, to approve.
Approved by unanimous vote of Council present.
11. RESOLUTION No. 83-100 - A RESOLUTION OF THE TIGARD CITY COUNCIL ADOPTING
THE ICMA RETIREMENT CORPORATION DEFERRED
COMPENSATION PLAN AND AUTHORIZING FINANCE
DIRECTOR, AS COORDINATOR, TO CAST ANY REQUIRED
VOTES.
a. Motion by Councilor Cook, seconded by Councilor Scott, to approve.
Approved by unanimous vote of Council present.
12. RESOLUTION No. 83-101 - A RESOLUTION CONCERNING VACATION OF SIDE YARD LOT
LINE EASEMENTS IN COLONY CREEK ESTATES
SUBDIVISION, A PLAT OF RECORD, IN THE CITY OF
TIGARD, WASHINGTON COUNTY, OREGON.
o No one appeared to speak.
a. Motion to Councilor Cook, seconded by Councilor Scott, to approve.
Approved by unanimous vote of Council present.
13. APPROVE 72ND AVENUE LID #21 - CHANGE ORDER #4
a. Tony Maksym, property owner on S.W. 72nd, requested that the record
show the City is accepting the responsibility for the improvements
made without approval of the participants of the LID. He stated they
should not be involved and the City should pay the total cost of the
change order.
PAGE 5 - COUNCIL MINUTES - OCTOBER 17, 1983
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4
S
o Director of Public Works Lresponded these were all Council and taffn anal kind
the
items that occur on a project.
oJesment roll-
�. 75%-25� split and distribution of costs rooect ewasss"substantially
Director of Public Works commented the p J
completed" and that a punch list will be made of remaining items to
be completed within a couple weeks. Council requested staff report
punch listCouncil then
back November 7, 1983 on status of p - y Some
do
discussed the indemnity agreements for non-standard driveways. w to owners have not signd them
emaa d Council
un it c Project Engineer
acquire them as well as requesting
De Haas on the status of the railroad improvements. Staff to report
back on all items at November 7th Council meeting.
b. Motion by Councilor Cook, seconded by Councilor Scott, to approve
change order #4.
ous vote of Council present.
Approved by unanim
14. DISCUSSION REGARDING LIMITING ONE-STOP CONVENIENCE STORES
the
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a- Councilor Scott inquired if there was some
eshey doesto l of 1 ke too
nemany
convenience stores on Pacific Highway She sugge
of the same type of bussted
business in the same area.
limiting them by population or need. Council to consider her
proposal.
COUNCIL RECESSED AT 10:11 P-M'
15. EXECUTIVE SESSION
a- Council went into executive session under the provisions of ORS
192.660(1)(h) to consider pending litigation.
COUNCIL RECONVENED AT 10:18 P-M-
16- PENDING LITIGATION
a- Motion by Councilor Cook, seconded by Councilor Scott, that legal
counsel be authorized to settle the litigation as outlined in
executive session.
Approved by unanimous vote of Council present.
17- MEETING ADJOURNED AT 10:20 P-M. /
Z �City der - ity / Tigard
ATTEST:
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Mayor - City of Tigard
(DH:pm/0867A)
PAGE 6 - COUNCIL MINUTES - OCTOBER 17, 1983
Da to 1ST1�,�83
I wish to testify before the Tigard City
Council on the following item:
(Please print your name)
AGENDA ITEM # 2 VISITOR'S AGENDA
Name, Address & Affiliation Item Description
.,
3 ! '
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Da to l0/17/83
I wish to testify before the Tigard City Council on
the following item: (please print your name)
Item Description: AGENDA ITEM # 7
1P,8j ry n�cc�noTnT>:c T�f�^A(1R0}Y iTCF P1TRT TC' TTFARTNC�
Proponent (for) Opponent (against)
dame, Address and Affiliation Name, Address and Affiliation
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FOR YOUR INFORMATION
The City will make an informal tour of S.W. 72nd Avenue at 6:00 P.M. ,
Monday, October 17, 1983. Anyone interested meet at City Hall at 6:00 P.M.
Eh
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October 17, 1983
8800 S. W. 57th Ave.
Portland, Or. 97219
Tigard City Council
Tigard, Oregon 97223
Gentlemen:
For your consideration I would like to present a
proposal to the City of Tigard in which a structure to
house the City Hall, Police Department and Library would
be built and leased to the City with an option to buy
this total facility within 10 years.
This building would be situated on my property which
I own free and clear at Burnham Avenue and Hall Boulevard.
This is a short distance along Burnham Avenue from your
present office. There is enough property to provide what-
ever parking and landscaping that is deemed appropriate.
All present buildings on that end of the property would
be razed. Your new center there mould have the greatest
accessibility and visibility so that it would give not only
excellent immediate use but a great future potential for
Tigard.
After discussing with your City Manager, Mr. Bob Jean,
the probable building size needed; location along with cost
requirements, I consulted with the architectural firm of
Brun, Moreland & Christopher located in Portland. They
have had a long and successful experience in designing and
supervising the building of many facilities of the very
kind you will need. I talked with Mr. Dennis Brun and we
went over possibilities in design and cost. It appears
that I could provide a .mopt superior facility at a monthly
rental about what you tee- paying and with an opportunity
to purchase this complete facility within a feet years. A
glance at the attached neighborhood map shows the nearly
central location.
If the above seems the best course for the City, I
would request the Council direct the Staff to write me a
letter of intent listing the specifics that need to be met.
This will allow me to get together with Mr. Brun and pre-
pare a detailed proposal for your approval.
Very ftr ly yours,
VanSantvoorMmp
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TIGARD PUBLIC LIBRARY
Annual Report
October 1983
TIGAoffifto LIBRAKIr
rutmic
Tigard Public Library
12568 SW Main St.
Tigard, OR 97223
C (503)639-9511
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VOLUNTEER INFORMATION CONCERNING YOUR SERVICE FOR THE TIGARD PUBLIC LIBRARY
I Welcome to the inner workings of your library: Thank you for choosing your
library as one of the public agencies in which to volunteer your time, talent
and interest. The Tigard Public Library staff and library patrons appreciate
your help at various stations throughout the library.
Tigard Public Library began as a volunteer project and it is the continued support
of volunteers that has helped the library grow yet preserve that personal touch,
that vite ' link to the community.
Volunteers have donated an average of 6.5 hrs/day the past year, 1981-82. This
is a real service to the efficient operation of the daily routine at your library.
II Below is a listing of the jobs available to volunteers:
1. Checking in books at the circulation desk
2. Answering the phone for staff member
3. Processing new books and paperbacks
4. Filing catalog cards
5. Mending/cleaning books/making labels
6. Typing catalog cards
7. Picture file
8. City scrapbook
9. Cleaning records/checking damaged records
10. Vertical file/map file
11. Art work/displays
12. Shelving/shelf reading
13. Magazine check-in
14. Special projects and assignments
III When you first come to the library, the Volunteer Coordinator (Assistant Librarian),
will show you the layout of the building, where to put your things, the volunteer
time sheet, your work station and duties, and will introduce you to the other staff
and volunteers.
If the Assistant Librarian is not available to show you around, the Head Librarian
or a staff member involved with your task will help you.
IV If you have a problem or suggestion, please feel free to talk to the Volunteer Co-
ordinator about it. We want your time spent here at the library to be as productive
and satisfactory to you as possible. This is your time and it is important to the
library staff and to the library that you enjoy your contribution to the library.
When you can't come to the library during your appointed time (doctor appointments,
illness, vacation, busy at home, etc.), if possible, please call us or let the
Volunteer Coordinator know in advance. This way we won't be concerned that something
has happened to you and it will help us plan our work. When the time comes that you
feel you are ready to "retire" for whatever reasons, also let us know about your
decision so that we can take your name off the volunteer list, and so that we can
also wish you good-bye and express our thanks again: As you leave, this will be a
good time to review your service to see if you have any suggestions for us, too.
And we will be happy to have you back on active duty again if you should decide to
come out of "retirement."
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VOLUNTEER INFORMATION -- page 2
Some suggestions while working in the library:
1. If a patron asks you for help locating material, please refer them to an
employee. TPL Volunteer buttons will be provided to help identify you as
Volunteer Staff.
2. If you need a change of pace from your given tasks, talk to the Volunteer Co-
ordinator and she will try to arrange some new responsibilities.
3. Any problems or suggestions should be brought to the attention of the Volunteer
Coordinator so that we can improve the library and your service here as a Volunteer.
4. You are volunteering your time as a back-up to a staff member at a given station.
Please do not feel obligated to try to do everything and therefore become too
hurried and frustrated. Let the staff member take up all the tasks at your station
that you have not specifically been assigned. If you feel the staff member is not
responding quickly enough and that you feel you must take up the "slack", please
talk to the Volunteer Coordinator so that the problem might be resolved.
5. Your shift will be scheduled at a specific time to cover workload needs. Please
come in at your appointed time so that you will have work to do at your station.
Call the Volunteer Coordinator if you cannot come in at the appointed time and
other arrangements can be made. You will be asked to work a minimum of 2/3 hours
per week.
VI Meetings between Staff and Volunteers:
The staff would like to meet with all volunteers periodically to discuss new
procedures, suggestions, problems, etc. , and also just to get better acquainted:
Meetings will be announced ahead of time for you to include on your calendar.
VII Thank you again for choosing to donate your time to your Tigard Public Library.
Your efforts are appreciated and the library really is a better place because of
your dedication and generosity.
TIGARD PUBLIC LIBRARY BOARD MEMBERS:
Walter Murhall 6-30-86
Madalyn Utz 6-30-84
Peggy A. Ober 6-30-87
Dorene L. Thomas 6-30-84
Susan Mueller 6-30-86
Jane Miller 6-30-87
Richard Bendixsen 6-30-87
LIBRARY STAFF:
Irene Ertell -- City Librarian
George Anne Clingan -- Assistant Librarian
John Henshell -- Associate Librarian
Karrin Hawes -- Library Assistant
Barbara White -- Library Clerk
Pamela Rasmussen == Library Aide
Holly Hunston Library Aide
VOLUNTEERS -- ACTIVE LIST -- OCTOBER 1983:
Frank Allison
Ruth Boots
Yvonne Burgess
Jean Carlisle
Sue Carver
Sue Curtis
Katie Hagen
Marga Jersey
Pearl Lawson
Fred Meisenhelder
Anne Nichol
Jean Riche
Neva Root
Della Russell
Bernice Stearns
Fred Strauch
Phyllis Strauch
Jenny Williams
Bernice Wisotosky
June Young
1
This past year has been another year of continuing growth for the Tigard Public
Library. The shelves have become more crowded, but because of heavy usage we've
not had to stack books on the floor. The Tigard Lions Club added some shelving
E and we also continue to "weed" the out-of-date materials creating space for new
books. Overall circulation increased by 12% for FY 1982-83. Much of that increase
was in juvenile materials and more specific information on that follows in the youth
services section of this report.
One service cut-back was made this past year after much thought and analysis. The
Library is no longer able to offer unlimited reserves on materials which are checked
out. Reserves are now placed only on new materials which have a two-week check-out
period. This has reduced the Library Clerk's time on the service by at least 75%,
allowing more time for overdues and registration, both of which have also increased
this past year. The Library continues to take telephone calls to check the shelves
for specific books and to "reserve" them for the user to come in and pick up.
A further effort to reduce work loads in the face of rising circulation has been to
limit the number of fiction paperbacks which are carded and checked in and out. Now
the only fiction paperbacks which are controlled with check-out cards are science
fiction and traditional titles. The others are counted as they circulate but are no
longer put through the "check-out" or "check-in" procedure. The large number of
paperback donations makes this option feasible.
Paralleling the increased usage of the Library has been an increase in volunteer
hours and retention of productive volunteers. This very visible community support
continues to give the Tigard Public Library a unique character which the staff
values greatly. There were no changes in paid staffing and the inctease in volun-
teer production has been important in trying to maintain service levels. The
library is at a critical stage in staffing open hours and if circulation continues
to grow at all, changes will be necessary.
The collection continued to grow in quantity and quality. The book budget would
have been inadequate had it not been for state aid funds of $2,000, donations
through Buy-A-Book and quality donations of used books from the community. Of the
6,744 items added to the collection 4,042 were donated. Granted, a large number of
donations are popular paperbacks. However, with the evsr increasing costs for
paperbacks this adds up to a considerable savings.
The Buy-A-Book program which began last October has been a success in supplementing
the book budget. $1146 has been donated for specific purchases as well as undesignated
purchases through this program. Following a news item submitted to the International
City Managers Association newsletter, we received nearly 50 inquiries from all over
the United States about this program. Two Washington County libraries have also
instituted a similar program.
Friends of the Library donated $607 at various times this past year to purchase
cassettes for the youth collection and to pay for the summer reading awards party.
To reiterate, the Tigard Public Library has excellent community support from
individuals and groups who share some of the costs and donate time as well as
their taxes. We should note also that a sizable amount of this support comes
from users who reside outside of the city's boundary.
2
WCCLS: The allocation from the county-wide library serial levy was $79,302 for
FY 1982-83. The FY 1983-84 allocation is $78,058. The slight reduction is probably
caused by recent annexations and concurrent renewal of- registrations which reduced
our out-of-city circulation figure.
This past year Washington County Cooperative Library Services (WCCLS) has been planning
for a new serial levy to go before voters in March 1984. A task force of public
librarians, city managers, library board members and WCCLS staff met throughout the
year searching for an adequate, equitable budget which would maintain service levels
and adequately reimburse public libraries for service to the unincorporated areas.
The process was long and sometimes tortuous, but all groups reached agreement on an
equitable formula and an adequate amount for reimbursement to all libraries. The
three-year serial levy proposed $2.2 million per year, to include $333,000 per year
for a county-wide computerized circulation system. This proposal was approved by
the WCCLS Professional Board and the Citizens Advisory Committee. Then it was pre-
sented to the Washington County Commission at their regular meeting on October 11, 1983,
requesting that the measure be placed on the ballot for the March 1984 election. The
commissioners voted 3 to 2 against the request. At this point, it is not known what
l WCCLS or the original task force will do. The current five-year serial levy, $873,000
per year, expires June 30, 1984.
GOALS: in last year's report, goals for FY 1982-83 were set as follows:
1. Conduct a local survey to determine needs and expectations of the
user and non-user alike.
ed procedure for recruitment, training
2. Establish a more structur
and retention of volunteers.
3. Develop a minimum level of senior outreach.
4. Utilize city's word processor for catalog card production. (Note:
The Library Assistant has completed training and the Library Clerk
will also be trained. )
5. Work to develop a new levy for the Washington County Cooperative Services.
6. Work toward a county-wide computerized circulation system.
7. Continue to develop the entire collection, both print and non-print.
Goal #1 was set aside when the city decided to survey the residents on various issues
including library concerns. A survey covering aspects of library service is still
needed but the time necessary to do a reliable survey is not available at this time;
however, we will continue to set this as a goal.
Goal #2 has been achieved to a degree beyond my expectations with credit going to
George Anne Clingan, Assistant Librarian.
Goad #3 has also been achieved. Associate Librarian John Henshell has developed our
program. Senior outreach is not as extensive as we would like but we have our program
in place and it can be expanded as resources increase.
Goal #4 was not realized this past year. One reason was the heavy work load placed on
the Word Processing Support Staff at City Hall by the city's comprehensive plan project
Another difficulty is the distance between city hall and the Library. Now that the
ssened its demands, we are once again exploring that
comprehensive plan project hay le
possibility with the thought of placing a terminal in the library. We will see.
3
t
Goals #5 and #6 have been discussed in the section under WCCLS. Obviously much work
and effort will be needed to get the issue on the ballot and then approved by the voters. f
G
C Goal #7 is a goal which will be with us every year. The library's collection improves F
every year, but it is a living thing that must be nourished with new materials and trimme�
of non-usable, out-of-date items so that those who come to feast are fed and nourished.
t
Goals for FY 1982-83:
1. Plan for utilization of space at the Crow site or seek other spece
solutions.
2. Work through WCCLS to achieve a new three-year serial levy to include
a county-wide computerized circulation system.
3. Explore, and utilize where possible, computer technology to produce
catalog cards and do in-library record-keeping tasks.
4. Develop the juvenile non-fiction collection.
5. Recruit a volunteer coordinator.
6. Develop a user survey dealing with aspects of library service and
programs.
7. Request additional staff for FY 1984-85. #
8. Rebuild the book budget to a more realistic level in FY 1984-85.
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CHILDREN'S SERVICES
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W
PUBLIC
LIBRARY
phow 639-9511
12568 SW blain.Tigard. Or.97223
CIRCULATION STATISTICS: JUVENILE MATERIALS
180/181 181/'82 +7. 182/'83 +7
f
EASY BOOKS 15, 137 15,239 .677 18,192 19.37
7,780 6.47 11 ,006 41 .52
JUVENILE & YOUNG ADULT BOOKS 7 ,312 26.87
TOTAL JUVENILE FICTION
22,449 23, 109 2.57 29,198
JUVENILE NON-FICTION 3,690 4,086 10.77 4,548 11.37
33,746 24.57
TOTAL BOOK CIRCULATION 26, 139 27, 105 3.77
1. NON-BOOK MEDIA 851 805 -5.47 1 ,280 59.07
25.57
TOTAL CIRCULATION 26,990 27,908 3.47 35,026
Notes
i. Gaarde Christian School used TPL as a "school library" until FY '32/'83.
circulation
They accounted for about 4,000 of our posters,2. Non-book media includes cassettes, magazines1s, No new s.
Magazines were started in late 1981 and puppets st
cas-
s.ettes or posters were acquired during any of the three fiscal years.
3. Seperate statistics for Juvenile and Young Adult books are not kept.
large majority of our Juvenile and Young Adult
Juvenile books constitute a
circulation.
July '82 July +7 Aug. 82 Aug.
'83 +7
EASY BOOKS 1943 1743 C*)-10.37 1491 1778 19.27
36.57 1005 1505 49.77
JUVENILE & YOUNG ADULT BOOKS 1296 1770 8.47 2496 3283 31.5%
TOTAL JUVENILE FICTION 3239 3513 39.5%(**)
JUVENILE NON-FICTION
424 481 13 7 342 437
TOTAL BOOK CIRCULATION 3663 3994 9.07 2838 3720 31 .07
NON-BOOK MEDIA
144 137 -4.87 142 182 28. 17
TOTAL CIRCULATION
3807 4130 8.5% 2980 3902 30.97
June
9 .
her
wer
*We ached
booksalefttonnthe lshelf toseither umeet othe ndemand 1orr3top Touree
July
not enough g
1982 or June 1983 statistics.
**Non-fiction animal books were on display in the juvenile fiction room accounting
for this sharp circulation increase.
About 357 of all Juvenile circulation is in June, July, and August.
JUVENILE CIRCULATION INCREASES
LIBRAWY
PUBLICphone 639_9511 FY 1981/1982-1982/1983
12568 SW Main-Tigard. Or.97223
35,000
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71 EI
rv%JWpL1C Phone 639-9511
12568 SW Main•Tigard, Or. 97223
CHILDREN'S SERVICES: A SUMMARY OF 1982-1983 HIGHLIGHTS
Special Programs (Other than Summer Reading and Story Time)
We had 5 pre-school visits, and 7 Tigard School District
classes in for special programs. We participated in the
TCYS Parent's Fair (Oct. '82) and Washington Park Zoo's
Sugar Free Halloween. 2 scout groups came in for special
programs and 2 Boy Scouts did community service projects in
the library. Our general special programs in the library
included a Christmas Party, "Things to Make and Do for Val-
entine's Day," and a puppet show performed by Jeanne Jenkins.
39 people attended the puppet show. Our top draw was
Zoo-to-You (Aug. 26, 1982) : 100 children and 18 adults cram-
med in to see and touch small animals.
Book Labelling
Holiday (Halloween and Christmas) books were labelled in
1981 and this year we were able to collect them by the stickers.
This year we added stickers for horse stories (Nov.), myster-
ies (Jan.) , dog stories (Apr.) , and baseball, basketball,
and football stories (May) . For each category we added
f
subject headings in the card catalog.
r
Other Service and Collection Improvements
Last fall we completed an authority file for Juvenile
i
fiction subject headings. This is a list of subject headings
i
in use. We added 3 new magazine subscriptions. November 6
was "Library Helpers Month." This triggered several of our
juvenile volunteers. In January we added 18 puppets to the r
collection. This has been a very popular improvement and f
9
PUBLIC LIBRARY
8,r4-9511
12588 SW Mein-Tigard. Or.97223
at no cost to the taxpayer. We circulated 98 puppets through
June (an average of 16 1/3 per month!).
In February we imposed a limit of 25 easy books to pre-
vent monopolization of the collection (mostly by pre-school
teachers). In March we finished recataloging all of our old
cassettes and putting them into circulatable holders. Our
Story Time brochure (attached) was completed; over 200 have
been handed out in the library.
Improving our juvenile non-fiction collection is a main
goal. The following chart shows that our adult non-fiction
circulates twice as well as our juvenile non-fiction:
Adult non-fiction circulation 21,586
Total adult circulation 84,278
non-fiction percentage of total 25.6%
Juvenile non-fiction circulation 4,548 FY 1982=3983
Total juvenile circulation 35,026
non-fiction percentage of total 12.9%
This is partially due to having an integrated non-fiction
collection, but we ordered many good books in April and Ju-
ly, and expect to see a dramatic increase in our juvenile
non-fiction circulation this year.
On June 22 we broke our circulation records in the three
main categories. 177 juvenile and young adult books and 220
easy books were checked out. Altogether 422 items were check-
ed out and we set a record for summer reading registrations
on the same day.
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THE PURPOSE OF STORY TIME
Story Time provides children with an introduction to
literature and the oral tradition.
An introduction to culture features pictures, musical
activities, motor activities, various media, drama, games,
and other fun things to experience and do. Children are
given a chance before the stories to share experiences and
feelings and to receive positive reinforcement.
Children are exposed to the learning situation of being
in a group; the sharing, caring relationship with peers
that is an important .part of the school experience as well
as part of "learning to become human." This also includes
being away from parents. We hope that young people learn
to love books and become highly motivated to read indepen-
dently. Parental support is a crucial part of that process.
THE STORY TIME FORMAT
In addition to stories being read or performed from
books, many of our Story Times involve various media (such
as felt board and tell-and-draw stories) ; some revolve a-
round a theme, and others fit a pattern of "something old,
someth ng new, something to do."
STORY TIME IS BROUGHT TO YOU BY . . .
At this time, Story Time is prepared and presented by
the Children's Librarian.
Books and materials are very carefully selected. Al-
J
's
E
though most picture book stories project a moral or lesson,
that is not the point, and specific moral values are not
i
emphasized. We aim for the more universal values such as
"be a caring person."
Tigard Public Library participates in Washington t
i
County Cooperative Library Services, and some of our story-
telling materials come through the cooperative.
t
LIBRARY SERVICE FOR PRE-SCHOOLERS
i
Story Time is for children aged 32-6. Parents may
stay with the child the first time if necessary. Regis-
tration is not currently required. Parents do not have to
stay in the library during Story Time, but pre-schoulers
must be attended at all other times.
Occasionally we will have special programs for pre-
schoolers or programs open to children of all ages. We
also do orientation programs for groups.
i
The library is limited in the service and materials
we can provide to toddlers. We encourage parents to check j
out our "I red dot" books to read to even the youngest.
We also recommend board books and cloth books which are
F
not circulatable, but are available in many local stores.
You may find the following information, from Story-
telling for Pre-Schoolers, very useful: "2 year olds love i
books and to be read to, but most of them are best off on a
one to one basis with the reader.
"3 year olds are usually ready for a brief group ex-
s
r
i
i
perience; their average attention span is about 10 minutes.
They enjoy recognizing forms, simple stories and rhymes, and
they love to ask questions.
"4 year olds can verbalize about the story they just
'read. ' They enjoy singing and their coordination is im-
proving.
"5 year olds have picked up about 90% of their working
vocabulary. They can sit well for a 20-30 minute storytime.
"This is generalized information; as you probably know. . .
children are delightfully uncategorizable!"
In our "E" or "1 red dot" section we have beginning stor-
ies, stories without words, alphabet and counting books, and
object and concept identification books.
We have a parent's shelf located in the young people's
room with materials that will help you with children of all
ages.
STORY TIME FOR OLDER CHILDREN
In summer of 1982 we had Story Time for school-aged
children on Wednesdays at 2:00. We hope to continue this
popular program in future summers.
est: STORY TIME TIMES eat:
1t =fit=
�� Wednesdays 1:00- 1:30 511-
�t5 -1t:
e11 Thursdays 10:00-10:30 ;B! It
- October-August '1t2 �
;1t
;Ste There will be no Story Time 1t_•
during the week of Christmas. 1t:
4
A9
G 1983
GO HOG WILD: SUMMER READIN i
— i
6
s
Planning and Prom_ otion
Planning got underway through WCCLS in January. Coopera-
tive materials were planned ankdesigned. These included pig k
stamps, bookmarks (5 colors and 5 designs), and pig pencils
(prizes) . Posters (The Pigs Are Coming) were printed with
our information and distributed to area businesses. They
were put on display in supermarkets and places frequented by
young people such as Dairy Queen, 2 video game arcades, and
several fast food restaurants. ll special programs and 8
t, school age story times for a total of 19 summer events were
planned.
After some additional last minute urging, the Tigard
Times printed a short article about the program. The Tigard
School District did not distribute our information this year
(as they had in 1981 and 1982) , but neither publicity problem
prevented us from increasing our enrollment by about the same
rate our circulation has been increasing.
Our bulletin boards, walls, etc. were decorated with pigs
and piglore. Pig books were on display all summer and Pigli-
ographies (printed by WCCLS) were available for patrons to
t take.
Programs
Registration ran from June 15-30. 337 people registered
on time. People signing up received a schedule, a reading
record form, a map or a word search (copies are attached),
and a bookamrk which they were given the opportunity to
stamp a pig on.
"PigMania and other games" on June
Our first program was
28. 46 children showed up. Our first school-age Story Time
was June 29, and we had 30 children come. They were treated
l
i
to a story, pig name tags, pictures of Potter Pig (a character
in the story) to color, pig bookmarks, and a couple of games.
On July 5 we held a Pig Crafts program and an amazing to-
tal of 52 came to make paper plate pigs. Nelda Foster, a
former school librarian, donated her time and materials to
plan the program. We had 21 for filmstrips on July 13. Ju-
ly 19 we had our second PigMania & other games program and 22
showed up. 21 came for our special Grandparent's Day program
on a very hot afternoon. Children, grandmothers, and grand-
fathers enjoyed a story and root beer floats. Each family
got a booklist: PICTURE BOOK STORIES ABOUT GRANDPARENTS and
�.
other handouts. The turnout was very good for a unique pro-
gram idea. July 26 we were priviledged to have Walter Kaf-
ton Minkel do a puppet play, a fractured fairy tale version
of "The Three Little Pigs." The performance was excellent
and enjoyed by an audience of 44. Zoo-to-You, traditionally
our biggest draw, was on July 29. Priority seating tickets
held the group size to a very manageable 58.
Our first August program was a regional performance of
the play, "I Was a Spy for the DEQ," performed by the Lady-
bug Theater at Cook Park. The morning of the play, the thea-
ter group notified us that they would be an hour late, so we
l
had an hour of games and activities before the performance.
We held a "Swap Meet" on August 5. Children traded
stickers, baseball cards, buttons, and other collectables,
and received a few freebies to add to their collections. In
the second half of the program, they made bookmarks using
pictures of posters and books. It was a very successful pro-
gram; of the 22 who attended, many did not come to other pro-
;rams. Greg Robbins did a puppet play version of "The Hero
of Hamblett" on August 9. 21 people enjoyed his performance.
1
Our grand finale was the awards party at Pizza Merchant.
We played several games involving shoes, showed movies, had
book questions (identify a major book by a brief description),
and of course had drinks and pizza and prizes. Everyone re-
ceived at least a GO HOG WILD AT YOUR LIBRARY pig pencil, a
bookmark, and a prize out of the prize box.
54 people came, a record for any program other than
Zoo-to-You.
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GO HOG IN V ' '.I L D 10
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SUM
" amn ER R EADI NG
1983 f
12588 SW Main-Tapard. Or.97223
Color is one book for each -
book you read. Color in Hours: Tuesday 9:30-8:30
ine pig for each time you Wednesday 9:30-8:30
visit the library. Thursday 9:30-8:30
Friday 9:30-5:00
Saturday 9:30-5:00
LA
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63G-+9511
12568 SW Mein`Tigard. Or.97223 }
9
p'
Reading forward, backward, u down, and diagonally in the
pigs: Emily (Mummers), Wilbur
grid below are the following p t; Porky,
y
(Charlotte's Web), Roland (Roland the Minstrel Pig e
Oink (Oink & Pearl) , Miss Piggy,
Piglet (Winnie-the-Pooh) , Boss Hogg, Pearl (Oink &
Portly McSwine (Portly McSwine), Henry (The Pig Who i
Pearl), Oliver (Tales of Oliver Pig), ) Amanda
Saw Everything) , Sir Hamm (The Hero of Hamblett ,
Paddy (The Adventures of Paddy Pork),
(Tales of Oliver Pig) , y
Daggie Dogfoot (Pigs Might Fly) , and there are a few sur- €
you find
prises hidden in the puzzle. Circle
appears words(for example:
them. If a name has 2 words, appears
how many you can
E BOSSHOGG). For an extra challenge, et boared!
find without using the list. Don't g
A D T U I F P I G L E T H G J P U E A I
0 L R E M A D B P 0 U V E B R L Y C P Q
H E N R Y M M I E B V Y C L L E M I O D
., A K B 0 P R A A U R L X I O N Y V V R I
D G I B O S S H 0 G G 0 E H X D 0 I T H
N Z W E R G P I R F N W A 0 I N K T L N
A K J I K L W D D I U S X A C N J F Y O
` M C R U Y G G I P S S I M M G M D E M L
1 A T R M R G I I E C E S A W B D N O C Y
O I 0 R I T 0 O F G 0 D E I G G A D S R
t
_ Q G N R U B L I W Y P E G E T T L H W
O A E D C A A E D P T B M T A H O S' I R
F R T A I B E D Q M E M Y I 0 H R G N B
Y D Y M C S A R U U T A T S L A T A E I
U A L U E P. O W S I E-O R F A Y E F P L
Z T S A G R G 0 H O G W I L D Z K V I 0 Cb
l Y
A buffet A sit-down dinner for four
(-TIGARD
I LIBRARYP 639-9511
12568 SW Main•Tigard. Or.97223
ECONOMICS OF JUVENILE BOOK BUYING
The average cost of a childreu's book is $10.00 (see attached
editorial from School Library Journal).
The cost of children's books has gone up 207 a year in each
of the past 5 years. This means that children's books cost
twice as much as they did 5 years ago.
We buy library bindings or better whenever available. Trade
bindings typically will withstand a year or two of circulation
while library bindings are theoretically permanent. Library
bindings are available at little or no discount while trade
bindings are available at an average of 1/3 off (from major
publishers) through "jobbers."
f. We currently do most of our hard cover business with Lanson/
Tremaine. We are pleased to do business with a firm located
in Tigard, and there are associated economic and convenience
advantages. Specifically, we do not have to type book orders
or pay any shipping costs. Returns of defective books are
simply accomplished. Lanson/Tremaine is giving us discounts
of 367 on trade bindings and 57 on library bindings on books
where discounts are available. Baker & Taylor, who we do most
of our adult business with, will give us just 347 on trade
bindings and 47 on library bindings (and only with a minimum
purchase of $4,000/year) .
We are now buying most of our paperbacks from Himber in Eu-
gene. We get 'a 387 discount off the total list price on every-
thing ordered from Himber. This year, we were able to get a
407 discount by ordering over $750 (list price).
r
e
T119ARDPtJBL1Ck1WKf
12558 SW Main-Tigard. Or.87223
ECONOMICS OF JUVENILE BOOK BUYING, continued
Our philosophy is to buy almost exclusively paperbacks for
young adults. Today's teenagers will not read hardcover
books, and we do want them to read. By buying paperbacks
for young adults, we are able to acquire more books for
less money, and therefore have more money available to buy
hardcover easy books (which is where our greatest demand for
/ growth lies).
Last fall we acquired "pre-rebound" books from Perma Bound.
These are paperbacks that have been converted to hardcover.
We were able to acquire permanent copies of many popular
titles available only in paperback.
This summer we bought books from Bound-to-Stay-Bound. They
make prebound hardcover books with heavy duty covers and
strong reinforcement. These cost just slightly more than
most publishers library bindings, and are significantly bet-
ter. Our goal is to build a core collection of picture book
classics in bindings that will last forever.
t
Not only are we spending our tax dollars very effieiently,
but we are also significantly improving our collection. Our
circulation statistics attest to this fact; especially since
our collection cannot grow as fast as our circulation.
MM Moab,
K=
70RIAL
Stand Up and Be Counted & Count Again
This figure looked very low to SL-J's Book Review
There are two short pieces in this issue to which more editors—for two good reasons. Mr. Grannis has used
attention should be paid than their length might suggest 'ver-
rude bindings to achieve these 1
to browsers. one addresses some principles undergird- the list prices for t
librari- ages. but those figures don't reflect what librarians pay
ing the organizational commitments of school oo. wholesalers for reinforced bindings or publisher's
1 some intensely practical consid- their
ans;the other is about collections seri ing the library bindings (PLB).
Review pages
erations of budgeting for library c
We set out to see what SLJ*s Book R
young. would show as an average price of a new children's
book in hardcover. From the bibliographic indicia at
Stand Up and Be Countedused the PLB prices or the
the head of each review, we
prices given for the so-called uniform editions, which
On page 40, you will find a one-page Your are sold to bookstores at deep trade-binding discounts
any opin- discounts—as if they were in
Point" column, the most potent among the m, and to libraries at short
ions we have published under that heading since we special library bindings.
established that free-for-all page ten years ago. Dr. We plugged our way th-OLIP-h the first five issues of
n L. Miller is calling for a new national oryaniza- SLJ in both 1982 and 1983. After unravelling, yards of
ar;ly
tion f school librarians. calculator tape. we know this much for sure: the lowest
Asa ditor of a magazine with a monthly--Letters" prices are assigned to books in series and to easy-to-
read books; not surprisingly, the prices of the glossiest
column. I ve always thooght it unnecessary to invite
I o the editors. Howev- books have steadily
or prod reale - to write )titters t of the four-color. 32-page picture boo -
er. in the case o- Dr. lyiller's proposal, there is good climbed past S12++ and seem headed towards $15-
reason to set aside hi editorial reservation. Quality fiction and nonfiction at the junior high school
I think that the sc of librarians among SLJ's read- level is well over an average of$10++ this year; and,
ership should write,. sQf their reactions to a call for a the number of titles in so-called uniform bindings ap-
devoted to their interests. of the total
national org�Aizaticqn pears to have climbed to nearly 50 percent
new n
What Dr. Miller 1's saying\aloud in print has been for output. For 1982, the average price for libraries of a
too long a matt r of off-thee--'record discussion among new children's book in hardcover came to $9.02; for
members of t American A�ssociation of School Li- 1993. it came to $9.72.
Association
of the leaders in We decided io check SLJ's averages against the ex-
state
and ,among
v- the most a complete records of a major public
state school/librar-, media organt z;4t ions. perience and more school district. We were told
The sutJJ!ct needs a thorough airine in daylight- It librar,, s,.,,tem and a big s
ation. in this in- he'ads of both acquisitions departments that our
takes 1*me_�to %%,rite a letter for publi& by e
Forget t e pennies: we
i F_
stance,it' worth taking after thinking through the __a_v4�ruves had come close. :)rget t e pel
s time
t were told.
you after,,,�ou -,e read book budgeting for children and
pros andcons that will occur 10 r
and thq(ught about this month's -Make YRur Point— YAs should be based this year on an average hardcover
colu". Send letters to: The Editors. School\Library \,,-r lijjC_pj�ce of$10�Z----
JourXal, 11180 Avenue of the Americas, New-York. The kicker 1-n this is the discounting on titles in
10036form bindings." The publishers sell them at general
trade discounts to the bookstores and to wholesalers
(3 1 5 percent and often more). The wholesalers resell
Count Again them to libraries at PLB discounts (I I percent to the
Ura page i2. you will find a news story that excerpts biggest gest library buyers, 5-8 percent to medium-sized
units:and often at it()discount to the smallest). Individ-
the information in "Title Output and Average Prices:
1982 Preliminary Figures- by Chandler B. Grannis. ual libraries squawk to no effect beyond their own
-
published in the March 11. 19 has
S3 issue of 111thlishers contract-,. No national or state library association
ice of a investigated or challenged the practice.
I'Veckipr
According this report. the average
.v. %Z nionev for childron*. b"Ok' "Ire
in 1947 il
BRARY
Pputui Pio see 839--9511
12585 SW Main o Tigard. Or. 87223
COMPARISON OF JUVENILE CIRCULATION/OVEE0.LL CIRCULATION TO
JUVENILE BOOK BUYING/OVERALL BOOK BUYING 1982/ 1983
s
t
100% 100% 100%
f
80%
I
i
t
60%
F
i
t
i
40%
29.3%
{
t
20% 20.9-7, s
4
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> O A
W
W b •'7 � i-d H
E-4 a a a
W 00 H
maw W � � wo-G
>. H
TIGARD PUBLIC LIBRARY ANNUAL REPORT 1982-83
Volunteer Program
The Tigard Public Library began as a volunteer effort in 1961 , and though it has grown
tremendously since that small beginning at City Hall on Main Street, with a present paid
staff of 6 FTE and approximately 26,000 volumes, volunteers are still vital to the con-
tinuing everyday operation of the library. Their job descriptions range from Circulation
Desk Check-In Aide to Volunteer Co-ordinator. They type and file catalog cards, process
new books and materials, mend books and edit and type the library newsletter. These people
truly serve their community with their time and talents.
The roster is usually steady at 20 to 25 active volunteers. The juvenile volunteers work
irregular hours and Lsually serve most of their hours during summer vacation. A corps of
volunteers have been with the library longer than all the staff members and all have accepted
their changing responsibilities with great flexibility and have been the mainstay of the
library's clerical routines and services. The adult volunteers usually contribute about
2 hrs/wk, but the average number of hours per day for 1982-83 were 7. 3 hrs/day, in part
due to a number of volunteers working more than 2 hours per week. The total number of
volunteer hours per year for 1982-83 was 1961 hours, which is close to the average number
of hours per year, 1760 hours, taken from a 4 year average (1979-80 to 1982-83. ) This
means that the library has the services of approximately a 3/4 time employee every day.
Andaccording to the figures produced from the productivity measures that the city has
,
f been formulating, the library staff averages 26 hrs/mo supervising the 142 hrs/mo that
the volunteers contribute.
To ensure that the volunteers were receiving at least as much as they were giving, the
staff have endeavored to organize and manage the program more than it has been in the
past so that the volunteers and the staff would have a clearer idea of what was expected
of them. Job descriptions were written up for every job open to a volunteer defining
supervisor, job title and responsibilities. A handout explaining the volunteer program
in the library was developed, a simple orientation Nas devised and various other materials
were generated to make training easier for both the staff and the volunteers. Quarterly
meetings are also held to introduce topics of inter-est, for general instruction and for
socializing. A recognition procedure has been est:�blished also, with small gifts and
cards for birthdays, recognition lunches, farewell Letters, certificates and other such
activities. At one point in the past year a Volunteer Co-ordinator was recruited and
trained, but she resigned to take a full-time paid position.
rhe volunteers contribute valuable clerical suppor7. to the library staff, helping to free
them for professional responsibilities such as book selection, cataloging, budgeting and
reference service. It also helps to free the staff for complicated daily routines that
cannot be turned over to a volunteer just for time and continuity reasons among others.
Volunteer services supplement the library staff and help to make a better library for Tigard.
Reference, Service and Collection Development
The total collection for Tigard Public Library in l'?32-83 currently stands at approximately
26,000 volumes, 1 per capita for our service area uZ 26,000 as defined by local government.
This is in comparison with 1981-82 figures supplied by Washington County Cooperative Library
Service (WCCLS) for other libraries; 2.06 vol/per capita for Multnomah County Library and
1.23 vol/per capita for Clackamas County Library and 1.11 vol/per capita for Washington County.
The library collection has grown from 20,771 volume_ in 1979-80, for example, to the 26,000
volumes now. A patron can find detailed informatics on musical subjects from a specialized
music encyclopedia, varied books on the Pacific Nor -hwest, repair manuals for cars and trucks,
numerous cook books from microwave to the Presidents favorites, travel books on various
:ountri.esrepresented. The collection is growing all the time,
and many more interests are
and it needs to keep on growing to update informat :n, replace lost and stolen materials,
provide more than one volume on popular subjects act to just plain fill in those gaps that
exist.
�s
Tigard Public Library Annual Report 1982-83 page 2
A public library is a generalist library fulfilling the interests and needs of man people,
much like a General Practitioner in medicine serves all the family members. A public library
can grow to meet the many needs and demands that people have for information and entertainment.
�. for the public as many self-motivated people have
t can be considered a free university
proven. Their value has inspired, and continues to inspire, such people as Andrew Carnegie,
who donated generously around the turn of the century to provide many public libraries to
needful communities. The growth of the collection generates jumps in circulation and it is
an eve-r-widening circle. When people can find what =hey need, they will return for more.
Our job at the library is to interpret those needs to the best of our ability in order to
expend our resources to suit the needs of the community. We find that the people in TigarJ
typically desire more self-help materials, ranging from auto repair, to how to cut hair, to
gardening and composting, to investing and real estate.
Computer and electronics materials, covering soft and hardware, languages, repair and
maintenance, continue to grow in popularity. One way Tigard Public Library endeavored to
stretch book budget dollars on these materials was =hrough a cooperative program with
Prentice-Hall Publishing Company. The publishers aLlowed us to display computer books
in the library for patrons to choose for the collet--ion at a 50% discount price. The
Special Buy-A-Book program was written up in the Tigard Chamber of Commerce Hotline and
promoted in-house. Three patrons contributed compu:ier books and the library chose another
lozen for the collection at the 50% discount.
Business materials are very popular and the library has been successful in discarding old
materials and replacing them with updated materials. The emphasis is on how to do it
rather than theory in such things as accounting, auditing, small business, etc. Also
popular are the resume and job hunting materials and they are added to regularly, as are
the associated career and education materials. A relatively new addition are phone books.
The library has all of Oregon, and a good representation of out-of-State phone books,
-ecently added to due to the closure of the General Telephone office in Tigard.
The collection, in regard to juvenile non-fiction, �s also beginning to show signs of
growth due to the extra attention the staff has placed on buying with the children in
mind. New, fresh books on all types of subjects, s:.ich as animals, astrology, transpor-
tation and biographies, are very attractive to the .:hildren and check out regularly. In
order to fill empty shelves in the Children's Room during the Summer Reading program, the
Children's Librarian selected children's animal boo;Ks and placed them in the Children's
Room where they were easily seen and those books experienced a 107 % increase in circulation
,luring those months.
Travel books are very popular and the old, out-dated materials have been discarded and new
travel books and photo essays have begun to appear on the shelves to tempt readers and
travelers. The Baedaker travel guides are the series that the staff has decided are most
worthwhile in adding to the collection and the library receives books on different countries
regularly on the Continuations Program through the library jobber, Baker and Taylor.
Also in need of new materials is the religion section and with the addition of new materials
in the last year, circulation in this section has slowly increased, from 441 in 1981-82,
to 484 in 1982-83. The staff has made a special effort to purchase religious materials,
from handbooks and self-help materials to philosophies to archeological histories. A non-
denominational group, Preaching Print, interested in seeing Christian materials represented
in the library offered to purchase a number of books for the library. New editions of several
translations of the Bible, some Christian conduct of life books and a child-rearing book were
selected.
t
�9 L
E
All Report 1982-83
Tigard Public Library Apage 3 ,
y mendin
Frankly, every area in the collection could use new throut2rlhloverdue notices,s. The library sta g. �
endeavors to preserve what the library already has, g i
hat
re
etc. , and to purchase as widely as possible with al=onsuwlthtwhatatheyvwantband needs
our greatest satisfaction to be able to supply p
A growing collection insures that questions can be answered and titles and authors
ared
found. In 1982-83, Tigard Public Library answered 6,248 reference grow.
Inso COMP
contrast,
to 6,166 reference questions in 1981-82. The number continues to gber
one aspect of reference work, inl2rrebuestsrary linn1981u82. The oststaff ed lconsiders lthis 8asign
com arod to 1, q more
t 1
to 951 requests, beginning to improve noticeably and that patrons are finding
that the collection is beg g Questions can range from unusual to simple and straight-
of what they need right at home. Q
d. Attached are
re a sampling of some queble from Washstions and ingtoneCounty Cooperative Library
forwar available
found. The interlibrary loan service, continues to expand our level of service and is
Services (WCCLS) and Oregon State Library,
but
other
al
of great value.
Loans r_ot only can comerfonothroughoutcthelcountrys� Whenuatpatronyneeds oagh i
the computer terminal data base, OCLC, £
y valuable.
particular item, this can be ver4
ear and it has made avail-
proved
opportunity to circulate an unusual item this past y f
have known about it. The Polaroid Company has
the contryThe library has had tproved to be popular once people . The library has
to libraries aacradvertisedutheirtheir adventeinSoneCofethe city newsletters
able for circulation .
of times since they were put out for the public and
had the cameras since mid summa
Four cameras have
circulated
14 number the new service.
patrons seemed pleased
the
will
ive
use
An
up-to-date collection, with proper service
cefroilitiestand�materialseavaiglable. The ds staff
t again to use and enjoy
bring patrons back �
welcomes new and old patrons alike and hopes to continue to provide good service an new
materials at all times.
f
't
M E M O R A N D U M
TO: MAYOR AND CITY COUNCIL
FROM: BOB JEAN, CITY ADMINISTRATOR
DATE: SEPTEMBER 23, 1983
SUBJECT: PURCHASING AND CONTRACTING SYSTEM
As you are aware, I view the City's fiscal system as three interrelated sub-
systems:
1. Budgeting
2. Purchasing
3. Accounting
The first of these systems to be revised was Budgeting. That overall process
seems to be working well , and to the satisfaction of the Council and Budget
Committee. Accounting system improvements has been and continues to be the
major area of emphasis for the Finance Director, particularly as to management
information and project reports. The last of the systems -- last only because
it had the least difficulties, despite its complexity -- was Purchasing.
i
The consultant has now completed his review and prepared his recommendations.
Staff is in support of his reforms. The objectives we feel have been achieved
are:
1. system streamlining;
2. fiscal checks and balances; and
3. update within Oregon law.
Although I am out of town at the time of the consultant's scheduled presenta-
tion, I recommend acceptance of his report. Staff will then prepare the
necessary ordinances and resolutions with assistance of the City Attorney's
office for November, and the subsequent manual for fiscal approval in December_
RWJ : dkr
I '
CONTRACT P-0483-17
THE IPSWICH GROUP
Consulting Services —
REPORT ON THE CITY OF
TIGARD'S PURCHASING AND
CONTRACTING SYSTEMS AND
PROCEDURES
t
PRELIMINARY REPORT
JULY, 1983
IDENTIFIED PROBLEMS
11910 S.W. Summercrest a Suite 100 e Tigard, Oregon 97223
TELEPHONE (503) 639-7600 a TELECOPIER (503) 228-2058 . TELEX 360823 HQ PTL
i
G
r.
F
`- INDEX
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l
Page
Section Title
`s
1
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I INTRODUCTION E
t
Y
II OVERVIEW
2
A. GENERAL STATEMENT
:
B. IDENTIFIED PROBLEMS
2 �
1. The Purchasing Manual is obsolete in part, 2
and incomplete F
2. Department Heads and senior level personnel
are performing clerical purchasing tasks
2 {
r/ 6
l
3. Loss of coordination among departments as
to who contacts vendors, issues purchase
orders , receives material and authorizes
3
payments
4. Major expenditure commitments are made
outside the "Encumbrance Control" system
3
5. A multiplicity of files of Purchase Orders
and Contracts exist with no system for
cross-indexing or accumulation of City
Expenditures by Project 3
b. The General Fund is probably not receiving
3
full reimbursement
7. The General Ledger is being adversely ce
affected by the lack of a unified ,
controlled Purchasing system
4
INDEX - Continued
Section Title Page
II OVERVIEW (Continued)
B. IDENTIFIED PROBLEMS (Continued)
8. Risk Control is being lost by Improper/
Poorly Timed Release of Contractor Bonds 5
9. Risk Control is being lost by Premature/
Improper Release of Contractors
Development Requirements 5
10. There exists inconsistent use of the
"Three-Way Match" system in Accounts Payable 5
t
11. The City 's Purchase Order form does not
contain necessary standard Terms and
Conditions 6
12. The Purchase/Check Request form aggravates
the Purchasing System problems 6
13. The City needs simplified standard Procurement 6
forms
14. The City does not fully utilize Blanket
Order approaches to reduce repetitive issue
of Purchase Orders 6
15. There seems to be inadequate control over
the Fuel Purchase Orders 7
16. There seems to be only a minimum of
Purchasing/Contracting Planning 7
INDEX - Continued
Section Title Page
II OVERVIEW (Continued)
B. IDENTIFIED PROBLEMS (Continued)
17. There seems excessive "Control" in some
low risk areas and inadequate control
exercised in other more meaningful areas 7
18. The City has been forced to pay a higher
prices for used equipment than necessary
due to its inability to react quickly
7
enough
19. The "System" or lack thereof propels
various Departments into buying new
office furniture rather than used or
surplus equipment from within the City
7
itself
20. There seems to be inadequate use of Vendor
Assistance and Resources 8
21. There seems excessive "Nervousness" about
"Low Bid" and "Sole Source" awards 8
22. Improvements can be made in understanding
the methods and mechanics of "Risk
Shifting"
8 -
INDEX - Continued
Section Title Page
II OVERVIEW (Continued)
B. IDENTIFIED PROBLEMS (Continued)
23. Present City Purchasing Authority
Limits are inordinately restrictive 9
24. The City should adopt State Defined
Purchasing Limits 9
III CITY PERSONNEL INTERVIEWED 10
IV DOCUMENTS REVIEWED 10
V DEVELOP AND IMPLEMENT SOLUTION
1. Develop/implement Systems and Procedures 10
and Purchasing Manual
2. Issue a Purchasing Manual 10
3. Centralize Purchasing Responsibilities 10
4. Establish Purchasing/Contracting main files 10
5. implement appropriate "Checks and Balances"
(Three Way Match, etc. ) 11
e
t
j
t
i
INDEX - Continued
6
Section Title Page
6. Redraft appropriate language for Purchase
Order form and other standard forms 11
7. Relax signature authority level
restrictions and increase management E
responsibility and control 11
x
8. Standardize City Procurement Limitations
to be consistent with State Law it
t
1
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ti
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3
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- 9-26-83
{
CITY OF TIGARD
12755 S.W. ASH AVENUE
TIGARD, OREGON 97223
PURCHASING MANUAL
SEPTEMBER, 1983
t
r
INDEX
l
E
ARTICLE TITLE PAGE NUMBER
{
r
FORWARD ;tt
I REGULATING ORDINANCES 1 I
r
II OBJECTIVES 1 j
III PURCHASING POLICIES 2
I
IV DEFINITIONS 3
1
V CENTRALIZED PURCHASING 4
VI DEPARTMENT AND DEPARTMENT HEAD RESPONSIBILITIES 5
VII ENFORCEMENT RESPONSIBILITIES 5
VIII PURCHASING AGENTS RESPONSIBILITIES 5
IX PROCEDURE 6
X EXPENDITURE APPROVALS AND PROCEDURE 13
XI PETTY CASH PROCEDURE 14
XII BLANKET ORDERS 14
XIII SEALED BID PROCEDURE 15
17
XIV BONDS
XV FEDERAL AND STATE GRANTS 18
E
E
i
r
k
'e
t
li
18
XVI TAX EXEMPTION
18 F
"SOLE SOURCE" SUPPLIER `t
XVII 19
XVIII EMERGENCY PURCHASES `.
19
XIX SURPLUS PROPERTY
20 v
XX SERVICES CONTRACTS
20
f;
XXI CONSTRUCTION CONTRACTS AND CHANGE ORDER �
E
4
T
EXH�=
Y
25
P, PURCHASE ORDER SYSTEM - FLOW CHART
FLOW CHART
26 3
RECEIVING AND PAYMENT PROCEDURE
B 27
C PROCUREMENT REQUISITION .
28
D SOLE SOURCE JUSTIFICATION MEMO
29
E PURCHASE ORDER FORM
F CONTRACT REVIEW BOARD RULES
G STANDARD PURCHASE ORDER TERMS & CONDITIONS
H STANDARD SERVICES CONTRACT
I STANDARD CONSTRUCTION CONTRACT
F
FORWARD
f4
E
l
6
This Purchasing Manual describes our Purchasing System and
e
Procedures. We have developed these systems and procedures to
enable the City to obtain required goods and services in order to
operate efficiently and economically.
Each City employee must be familiar with these procedures and rules
Y
r.
in order to obtain maximum value for every tax dollar spent and to
protect the City from unwarranted liability and obligations.
a
a
This manual is effective upon issuance pursuant to Ordinance � e
t
and supercedes all previous Purchasing Systems, Procedures, and
Directives.
t
City Administrator Date
}
c
tpEf
REGULATING ORDINANCES
E
E
ORS Chapter 279 et seq. (sets forth rules for political f
subdivision procurement).
City of
d Ordinance No. 76-3 (designating the
Tigar , !!
E
_ E
F
Local Contract Review Board).
city of Ti ard, Resolution No. 77-5 (adopting Contract �f
t
Review Board Rules).
Cit of Ti ard, Ordinance No.
amending Tigard
Municipal Code.
II. OBJECTIVES
THE PURCHASING OBJECTIVES OF THE CITY INCLUDE:
o To consistently obtain the best quality goods and services
at the lowest price in the proper quantity for delivery when
and where required.
o To vigilant,, guard against unnecessary obligation and
liability risks in all transactions.
o To treat all bidders and suppliers fairly, equally , and with
the utmost professionalism.
o to assure that expenditures from the Public Trust are made
within the constraints of out- Budget Laws, City
scrupulously
Charter, and Ordinances, the Tigard Municipal Code and
applicable State and Federal Laws.
- 1 -
III. PURCHASING POLICIES
Each City Employee is charged with the responsibility of
conducting the business of the City with the highest standard
of ethics, observing both the letter and spirit of the law.
City Employees are expressly prohibited from soliciting or
accepting any rebate, money, costly entertainment, gifts or
gratuities (excepting advertising mementos and novelties of
nominal value), from any person, company, firm or corporation
to which any Purchase Order or Contract is, or may be,
awarded. Violation of this prohibition may result in severe
diciplinary action including employee dismissal and
cancellation of purchase orders and contracts with involved
vendors or suppliers.
All of the City's purchases and contracts shall be awarded
based upon competitive bidding, except:
1. Contracts made with other public agencies, the State or
Federal Government
2. Contracts which are exclusively for personal services.
Such contracts may include incidental materials such as
written reports, architectural or engineering drawings,
data, and like material. However, where practical,
award of these contracts should as closely as possible,
follow the City's policies and procedures.
3. Contracts in the following categories:
2 -
(a) Under $500
(b) Emergency Contracts (See Procedures)
(c) Contracts for price regulated items
(d) Copyrighted Materials
(e) Institutional Book Stores
(f) Advertising Contracts
(g) Investment Contracts
(h) Contracts for purchases under established
requirements contract
(i) Sole Source Contracts (See Procedures)
(j) Data Processing Contracts (See Sole Source
Procedures)
(k) Insurance Contracts
(1) Affirmative Action Contracts
(m) Contract/Purchase Order Change Orders
(n) Used Equipment and Vehicles valued under $10,000.
(o) Other approved exclusions (See Procedures and ORS
279.015 Et Seq)
IV. DEFINITIONS:
"Competitive Bidding: The solicitation by the Purchasing
Office of formal competitive offers, including the process for
Advertising, Bid and Bid opening.
' Informal Quotes: The solicitation of competitive oral or
written offers by the Purchasing Office of competitive bids.
3 -
Requests for Bids: Used generically in this manual - may be
used interchangably with the words "QUOTES", or "PROPOSALS" - -
Request by the Purchasing Office for an "Offer" on the part of
interested and qualified suppliers or vendors for goods or
services.
Contract/Purchase Order: Those documents, which taken
together, define and memorialize a legally enforcable agreement.
V. CENTRALIZED PURCHASING
The City has adopted a Centralized Purchasing System.
Essentially, this means that ANY and ALL purchases MUST go
through the Purchasing office, except those specifically
excepted.
This arrangement will allow other Departments in the City to
concentrate their skills, expertise and attention on their
particular tasks and responsibilities.
It will also provide benefits to the City which include: lower
prices ; better service; appropriate control over commitments ;
and improved records.
Our suppliers will also gain the benefits of dealing through
one Purchasing Agent with understandable Contract/Purchase
`. Order Terms and Conditions and with the knowledge that when
they perform promptly and properly they will be promptly paid.
4 -
a
k
F
4
VI. DEPARTMENT AND DEPARTMENT HEAD RESPONSIBILITIES f
c
and Department Head must cooperate
Each Department Employee
r
with our Purchasing Agent to enable our system to work.
l
6
s
Each Department shall:
f
(a) Carefully prepare and submit their Annual Department
Expenditure Projection Report.
(b) Make full use of our Purchasing Agent.
(c) Avoid making Contract/Purchase Order commitments.
(d) Prepare and submit proper Requisitions to Purchasing.
e
f
VII. ENFORCEMENT RESPONSIBILITIES
Each Department Head will be responsible for enforcing our
Purchasing Policies and Procedures within his/her organization.
The City Administrator will retain overall responsibility for
compliance with these requirements but may delegate the
day-to-day responsibilities .
VIII PURCHASING AGENT'S RESPONSIBILITIES
The City's P4rchasing Agent's responsibilities include:
o Solicit quotations and proposals from vendors/supplies.
o Provide requesting Departments with cost/delivery
information.
o Coordinate and monitor, in cooperation with Accounting, the
t
Encumbrance Control System.
5 —
F
[F4
f
i
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F
o Negotiate Purchase Orders and assist in negotiations of
contracts. i
o Establish and maintain official City files on Purchase
Orders and Contracts. t
o Evaluate periodic requirements for Goods and Services and
g
issue, as appropriate, Blanket Orders.
o Provide Annual Reports on expenditures for Goods/Services
and Procurement Planning Data.
o Coordinate actively with State, County and other
jurisdictions for volume-purchasing of Goods and Services.
O Review City requirements for "Used" versus "New" Equipment/
Furniture procurement decisions.
o Evaluate and analyze Bids/Proposals and make recommendations
to Department Heads, Administration, or City Council.
o Review, approve, authorize and issue Purchase Orders/
Contracts thereby obligating the City.
IX. PROCEDURE
the following description sets out the general procedures and
omits some details. This is done for clarity of the basic
steps and requirements of the process (See Exhibit A for
Diagram - Flow Chart) .
All purchases will follow these procedures except petty cash
purchases.
6 -
1. the Purchase Requisition (P.R. ) starts the entire
Procurement Cycle. the P.R. provides Purchasing with
necessary information to allow a Purchase Order (P.O. ) to be
issued. (No Purchase Order will be is. ued without a P.R. ).
See Exhibit No. C as to how to complete a P.R.
2. A P.R. can be used to:
(a) Request the purchase of goods or services
(b) Change or cancel an outstanding P.O. commitment
(c) Request purchasing to solicit Bids/Proposals
This form should be filled out as completely as possible by the
requesting Department and delivered to the Purchasing Agent as
far as possible in advance of the date the item is required.
3. You must:
(a) Fill out the Requisition form. Include all necessary
information including an adequate description of the
goods or services you wish to purchase.
(b) Check the appropriate box as follows:
If you want the Purchasing Agent to obtain quotes, Y
locate vendors, etc. , check the box and send the
Requisition form to the Purchasing Agent. The
Purchasing Agent will do the necessary work and
s
contact you. If the results meet with your €
s
approval, contact the Purchasing Agent to have the
Purchase Order completed, the order placed, and a
copy of the Purchase Order returned to you.
7 _
c
If the item is to be purchased "Sole Sourced" The 4
~ Requesting Department must provide the Purchasing
Agent with a "Sole Source" justification memo.
(See Exhibit D ) I
(c) If you have cost estimate information, include it on the €
Y
Requisition Form. You must make sure that the
t
Requisition Form is signedby the Department Head. k
4
(d) Retain the yellow copy of the Requisition form for
3
department files.
i
4. Vendor Contacts and Selection
After receiving the properly completed P.R. , Purchasing will
contact/solicit information-quotes-proposals from vendors/
suppliers. This information will be made available to you. 3
For the larger, more complex, purchases, Purchasing will
provide you an analysis of the Bids/Proposals.
5. competitive Bidding and Contract/Purchase Order Issuance
(a) For expenditures of 0 to $25.00, The Petty Cash
Procedures shall be used.
(b) For expenditures of $25.01 to $500.00 The Purchasing
Agent, using Best Purchasing Practices, may issue
Purchase Orders or Contracts without Competitive
Bidding.
(c) For expenditures of $500.01 to $5,000, The Purchasing
Agent will obtain where practical, 3 informal written or
oral quotes and provide reasonable written documention.
The Finance Director will be the authorized Agent for
issuing such contracts or Purchase Orders.
8 -
�r (d) For expenditures of $5,000.01 and above, The Purchasing
Agent will document and will follow The Sc..:led Bid
Procedures. The Mayor or City Administrator acting for
the City Council, will be the Authorized Agent for
issuing such contracts on Purchase Orders.
6. Purchase Order Issuance
After the preliminary steps are complete, Purchasing will
issue the Purchase Order to the successful vendor. The
Purchase Order is a multi-part form and will be distributed
after order placement, as follows: (See Exhibit A For A
Simplified Flow Chart)
White (original) Copy: To Vendor
Green Copy: To Purchasing Files
f
Yellow Copy: To Accounting Department
Blue Copy: To Receiving
Goldenrod Copy: To Requesting Department
(See Exhibit E for Sample Purchase Order Form)
7. Delivery/Receipt of Goods and Services
All goods/equipment/supplies will be delivered to the
designated receiving area. (In some limited cases,
deliveries may be made elsewhere but the requesting
Department must make special arrangements with Purchasing. )
9 -
E
F
S. Receiving/Requesting Department
When the goods are delivered , the Receiving
Function/Requesting Department must check them against the ;(
ackin slip and the Purchase Order for !
shipping document/pg P
conformity to quantity, quality and specifications.
F
The following steps are to be followed:
f x
(a) Check the delivery slip to see that it agrees with the
goods received.
(b) Check the delivery slip against the Purchase Order.
(c) Check to make certain that the Purchase Order number is
shown on all documents.
(d) If all is complete and correct, sign the "Receiving
Copy" of the Purchase Order and send all documents to
the Accounting Department.
(e) In case of damaged delivery, you must make note of such
on Bills of Lading/Delivery Documents and "Receiving
Copy" of the Purchase Order.
(f) In case of incomplete (shortage) or overage you must:
Record on the "Receiver Copy", all items received,
Make a copy of the marked-up "Receiver Copy",
Send the copy of marked-up "Receiver Copy" together
with packing slips to Accounting,
When the final delivery on the Purchase is made, sign
the "Receiving COPY 11 as "Complete" and send the signed
Receiving Copy and packing slips to Accounting.
10 -
9. "Collect Freight Bills"/Delivery Tickets
f
(a) Employees receiving merchandise should not sign
"Collect" Freight bills. All such bills should be -referred
to Purchasing.
(b) Do not accept any delivery without obtaining a delivery
ticket or packing list.
ti
f
10.Pant of Suppliers/Vendors
On a periodic basis, Accounts Payable will pay
t
suppliers/vendors.
The following payment procedures will be followed: (See
t
Exhibit B For A Simplified Flow Chart)
Accounting will match the copy of the Purchase Order for the
e
goods/services to the Invoice sent in by the Vendor to the
t
Receiving Copy of the Purchase Order.
g
When all three documents match exactly, payment will be made.
If any problems are apparent, Accounts Payable will ask
Purchasing to resolve them prior to making any payment.
ll.Payment for Services
The City's Standard Form Contract shall be used for Services
Contracts valued over $500.00, or for any amount where
unusual risk exists to life or property.
For Services contracts valued under $500.00 and without
unusual risks to life or property, The City's Standard
Purchase Order may be used.
- 11 -
In these cases, Accounting will match the copy of the Purchase
Order (or Contract) to the invoice sent in by the supplier of
the service and the requesting Department's copy of the P.O.
VOTE: In these cases, the Requesting Department acts like the
Receiving Clerk and must sign-off their copy of the P.O. Such
signature is an approval of payment and verifies that the work
was done, it is acceptable and complete and that City funds
should be paid.
When all three documents match exactly, payment will be made.
If any problems are apparent, Accounts Payable will ask
Purchasing to resolve them prior to any payment.
12 -
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XI. PETTY CASH PROCEDURE
4
For immediate day-to-day purchases up to $25 when cash payment j
is expected or required (i.e. grocery stores, restaurants, taxi
i
cabs, etc.) use either procedure below as appropriate.
1. Submit a Petty Cash Voucher and the receipt for
reimbursement. The Petty Cash Voucher must be approved and
signed by the Section Manager and Petty Cash Custodian.
Submit receipts and signed requests to Petty Cash Custodian.
2. Submit a Petty Cash Voucher for a cash advance. This must
be approved and signed by the Section Manager. After the
purchase has been made, submit the receipt to the Petty Cash
Custodian.
The Finance Director will be responsible for the periodic
review of the Petty Cash System.
XII. BLANKET ORDERS
Where and when appropriate purchasing will establish a Blanket
Order with selected vendors and suppliers.
Generally, these Blanket Orders will be issued where repetitive
purchases are made from the same vendor/supplier.
Use of a Blanket Order will simplify and make more efficient
the entire procurement cycle while assuring the City that
proper procedures and safeguards are employed.
14 -
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Purchasing
will periodically advise Department Heads as to
those vendors/suppliers with whom the City has a Blanket Order.
k
4
s
XIII SEALED BID PROCEDURES
It is necessary to advertise the request for sealed bids in
either the _Oregonian, Daily Journal of Commerce, or t1ie Tigard
Times, in addition to trade papers when applicable. In
addition, notice of Request For Bids shall be posted on the
public bulletin board in City Hall. (See ORS 279.025 Et Seq) �
All such notices shall include a description of the item; the
manner and detail of accepting and opening bids.
The Purchasing Agent will coordinate advertisement of Requests
For Bids.
The following steps are required when sealed bids are necessary.
The City's Request For Bid must:
1. Inform the bidders that their bid must be sealed and mailed
directly to the City's Purchasing Agent with a notation
"Sealed Bid" and the number of the bid also plainly marked
on the envelope.
2. State the date, time and place of scheduled opening.
3. State that no late or otherwise non-conformi"e bids will be
considered.
4. Provide a full description of the goods or services
required.
15 -
5. Include a sample set of terms and conditions.
6. Provide, when appropriate, manufacturer's brand name or
equal, trade names catalog numbers.
7. Request where appropriate, literature and other data.
8. Specify that no variance from requirements will be allowed.
9. Specify a required delivery date.
10. Specify the place of required delivery.
11. State that prices are to be F.O.B. Tigard City receiving
area or as otherwise specified.
12. State that the City reserves the right to reject or accept
all or any bids.
13. Specify whether the bid is to be Firm Fixed Price; Cost
Plus some Base-Line cost; Cost plus Incentive; Fixed Price
plus Escalation, etc.
Sealed bids submitted pursuant to the above will be kept
unopened in a locked enclosure, by Purchasing until the hour
set for the bid opening.
At least two authorized personnel will be present for the bid
opening.
The Purchasing Agent will publicly open the bids and announce
the bid information.
A bid tabulation of all bids received will be made available
for public inspection.
- 16 -
J
The Purchasing Agent will report all sealed bids to the City
Council with a recommendation.
XIV. BONDS
1. Bid Bonds
Bid bonds may be required (Contract Review Board Rules).
If so, the bid bond will be retained until the
-.Contract/Purchase Order for goods or services has been
issued. If the bidder fails to comply with the stipulated
provisions as outlined in the legal publication and/or
specifications, or accept the Contract/Purchase Order, the
bond shall be forfeited to the City. (See also:
"Retainage" and "Prequalification" provisions of the
Contract Review Board Rules. )
2. Performance Bonds
Performance Bonds may be required of Contractors (See
Contract Review Board Rules). These bonds assure the
proper performance and completion of the work under the
contract.
3. Payment Bonds
Payment Bonds may be required of Contractors (See Exhibit
E, Contract Review Board Rules. ) These bonds assure that
sub-contractors and suppliers under the contract to the
prime contractor will be paid.
�. 4. Guaranty Bonds
Guaranty Bonds for maintenance of park spaces, etc. may be
required.
17 -
XV. FEDERAL AND STATE GRANTS
Whenever grant funding requires sealed bidding, the above
procedures shall apply.
XCI. TAX EXEMPTION
The City is tax exempt as a political subdivision under Section
4221 (b) of the Internal Revenue Code. When purchases are made
of items normally subject to taxation, the City shall furnish
the vendor with certification signed by the Purchasing Agent.
XVII. "SOLE SOURCE" SUPPLIER
i The Purchasing Agent may purchase, without competitive bidding
if there is only one supplier of goods or services of the
quality required or if the efficient utilization of existing
equipment or supplies requires specification of comparable
goods or services for which there is but one supplier.
Change Orders to existing contracts or Purchase Orders, under
appropriate circumstances may be deemed "Sole Source" purchases
in accordance with Exhibit F; Contract Review Board Rules.
However, it will be the responsibility of the requesting
department to provide the Purchasing Agent a "Sole Source"
justification memo which adequately describes the circumstances
surrounding such situations. (See Exhibit D)
- 18 -
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XVIII EMERGENCY PURCHASES
i
protect the Public Health, Safety
Where necessary, in order to
i
or Welfare, the responsible Department Manager shall take
the constraints of the City's
appropriate action within
}
Plans, Local Contract Review Board
Emergency and Disaster
Rules, and other applicable Local, State and Federal statutes
and regulations.
l
Administrative considerations and procedures shall be attended
4
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to as promptly as the emergency allows. j
f
XIX. SURPLUS PROPERTY
i
I
- Y
Agent periodic
All departments must submit to the Purchasing g
consider to be,
or which will
lists of property that they
i
become, surplus to the needs of that department.
f
It will be the responsibility of the Purchasing Agent to
circulate such information among City departments and arrange
transfers if appropriate, or disposal.
Methods of disposal may include trade-in,
return to suppliers,
selling as scrap, advertising for sale, auction, or disposal
through the State of Oregon, Department of General Services,
Surplus Property Division. If the estimate value of the
surplus is in excess of $500, the sale shall be accomplished by
19 -
L
4
F
2
receiving sealed bids or public auction after receiving City ;
s
Council approval to sell. The Finance Department will notify
t
rier of deletions of surplus property.
the insurance car �
. PERSONAL/PROFESSIONAL SERVICES CONTRACTS
XX
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XXI. CONSTRUCTION CONTRACTS AND CF,ANGE ORDERS
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20 -
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EXHIBIT C
^
CIIYOFT167ARD
PROCUREMENT REQUISITION No.
TO: PURCHASING DEPARTMENT
FROM: Dept.
PLEASE / / ISSUE PURCHASE ORDER
GET PRICE/DELIVERY QUOTATIONS AND CALL ME
WHEN THEY ARE RECEIVED
SPECIAL INSTRUCTIONS:
SUGGESTED VENDORS:
DELIVERY TO:
QUANTITY REQUIREI ACCOUNT ESTIMATED
REQUIREREQUIREE DESCRIPTION DATE NUMBER PRICE
l
APPROPRIATION BALANCE: AS OF: SIGNATURE
APPROVALS: SECTION MANAGER
(if over $500.01)DEPI. HEAD /PURCH. AGENT
(i£ over $5000.00DEPT. HEAD /PURCH. AGENT /FIN. DIR.
(FT:pm/0727A)
J
EXHIBIT E
I
PURCHASE ORDER NO. C17YO T16DA
DATE �'ii
VENDOR SHIP TO:
I
I
I
1
1. Our Purchase Order Number must appear on all invoices, packing slips and
correspondence.
2. Unless you notify us within ten (10) days of the date of this order, you
tions printed on the front and
agree to be bound by the terms and condi
reverse side of this Purchase Order, and those incorporated by reference.
REQUIRED
DELIVERY DATE FOB DESTINATION SHIP VIA TERMS
ACCOUNT NO.ITEM NO. QUANTITY DESCRIPTION AUNIT AMOUNTPRICE
f
i
TOTAL
SEND BILLINGS TO: BY:
PURCHASING AGEN1
City of Tigard TELEPHONE NO.
POB 23397
Tigard, Oregon 97223 AUTHORIZED BY:
Title
REQUISITION NO.
VENDOR'S COPY PAGE 1 OF PAGES
(FT:pm/0727A)
STANDARD TERMS AND CONDITIONS
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CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
AGENDA OF: 10-17-83 AGENDA ITEM #: ' 5
DATE SUBMITTED: 10-7-83 - PREVIOUS ACTION: None
ISSUE/AGENDA TITLE: Tigard Emergency
Operations Plan (Civil 'Defense/Disaster REQUESTED BY: Chief R.B. Adams
Plan)
DEPARTMENT HEAD OK: CITY ADMINISTRATOR:
INFORMATION SUMMARY
_ The ordinances included in the disaster plan sets in place the requirements of Oregon
law that municipalities have such a plan. The ordinance establishes coordination
between the' City and Washington Couftty to deal with Civil Defense and disasters.
Having this plan in place will greatly reduce the Citv's liabilities if such an event'
should occur. It sets out responsibilities, provides for call down 12sts to notify
various agencies who have responsibilities in specific events, and provides a
mobilization strategy to aid tEe city in managing such an occurrence.
The plan has been reviewed by Washington County Emergency Planning, and meets with
thQir approval. - .The ordinances have been developed by the City's legal sta7ff, and
are consistent with the requirements of Oregon law, and for the adoption of the
City .of Tigard disaster plan.
The plan may not be perfect at this stage, but will go forward- to that end.
ALTERNATIVES CONSIDERED
Q. Can the city be expected to deal with Civil Defense or disasters on its own? NO!
Q. Can the city legally rely on other agencies to deal with disasters in the city? NO!
0, According to Oregon law, can the city coordinate its Civil Defense/Disaster Plan
with Washington County? YES!
Q. Doe" the ordinances and plan meet the mandate of Oregon law? Generally YES!
SUGGESTED ACTION
Recommend adoption of the- Civil Defense/Disaster Plan and ordinances required to
set the plan in place.,
L Respectfully submitted,
R.$: Wdam_s
Chief of Police
MEMORANDUM
October 12, 1983
TO: Staff Members
FROM: Chief of Police V.--'l
SUBJECT: Attached Disaster Plan Update
/ Attached are revision sheets to the Disaster Plan which will be heard Monday
evening, 10-17-83, at Council. Please insert these pages in the document
which you have received.
RBA:lw/0029C
ORDINANCE No. 83—
PAGE 2
i
MEMORANDUM
October 7, 1983
TO: City Administrator/City Council
FROM: Chief of Police
SUBJECT: Tigard Emergency Operation Plan.
RE: Enabling Ordinances, Civil Defense/Disaster Plan
for City Council Agenda 10-17-83
Sir:
I am taking the liberty of distributing the above to the City Council
early for their review. This is scheduled for City Council review
and action on October 17, 1983.
Due to the volume of material in the plan, I felt it was appropriate
to distribute it in advance, whereby more time would be provided for
review.
Respectfully,
Adams
Chief of Police
RBA:ac
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
AGENDA OF: -7 --S AGENDA ITEM #
DATE SUBMITTED: 9-14-83 PREVIOUS ACTION- NIA
ISSUE/AGENDA TITLE: Traffic Code
Ordinance REQUESTED BY: Chief of Police
DEPARTMENT HEAD OK: CITY ADMINISTRATOR:
INFORMATION SUMMARY
The police department is receiving an increasing number Of complaints from businesses
located on corners of controlled intersections, relative to traffic cutting the corners
to avoid the traffic signals. This activity is creating a hazard to customers,
vehicles, and equipment on the private property. (See attachments). - -
t
4
ALTERNATIVES CONSIDERED
Research was conducted relative to the State Traffic Code fora possible remedy; none was
found to apply to the problem. Other City Ordinances were reviewed, and the Ordinance
proposed was identified in the Beaverton Municipal Code.
SUGGESTED ACTION
Recommend the passage of the proposed ordinance and declaring an emergency.
Reviewed as to form by legal counsel.
MEMORANDUM
August 15, 1983
TO: Chief of Police
FROM: Officer Featherston
Si r.
Due to numerous complaints from local businessmen, I have been working
at corners where businesses are located with parking lots that people
cut across to get from one street to another to avoid the intersections.
I have been able to stop some of the problems by using O.R.S. 487.450
which makes it mandatory for a vehicle to stop before entering a road-
way from a private drive, alley, road or building. The problem of
course is that many of the people who cut across parking lots or private
premises stop prior to entering onto a public roadway, and so this state
law is not enforceable in those situations.
To deal with this problem I would propose that the City of Tigard adopt
a city traffic ordinance similar to one which the City of Beaverton has
currently in their city ordinance.
The law states the following: "CROSSING PRIVATE PROPERTY. No operator
of a vehicle shall proceed from one street to another street by crossing
private property. This provision shall not apply to the operator of a
vehicle who stops on the propert; for the purpose of procuring or pro-
viding good or services."
In addition, I would propose that a similar law be drafted and given to
our local State Representative to be brought before the next regular
session of the Legislature to be added to the Oregon State Motor Vehicle
Code.
Respectfully submitted,
John C. Featherston
Traffic Division
Tigard Police Department
JCF:ac /
r
So 1,,� d��.6 f
�1 �S ase
t.� Cc 1cr� b-,
Nine T tine `Vowing Inc.
TOWING - RADIO DISPATCHED z
11900 S.W. PACIFIC HWY. -TIGARD, OREGON 97223 - PHONE 639-2133
E
September 13 , 1983
Chief Robert B. Adams
Tigard police Department
9020 S. W. Burnham
Tigard, Oregon 97223 �
Re: Dangerous driving practices
Dear Chief Adams :
o
intersection of South
Nine-T-Nine Towing
is located at the
trance
West pacific Highwayand andegress Blvd.
hnstreetsand exit drive-
ways prove
r locations, are
We, as well as otht�ebu�Oeofwauto ith sand ruck
ltctraffic driving
faced daily with problem
through our facility to avoid waiting for traffic signals and
t
or other traffic. This presents a very real danger to both
our employees and customers. in addition, it disrupts the
legitimate flow of vehicle and pedestrian traffic to and from
our location.
The insurance question is also an interesting one. . . . e .who
will be responsible for damage or injuries resultingblom
an uninvited vehicle using priiiate property for a P
ic
highway? private business should not be forced to provide
for such coverage and the costs involved.
We understand that a proposal to prohibit this type of traffic
flow is soon to be considered. The purpose of this letter
Is to indicate our strong support for action to eliminate this
dangerous practice.
if we may be of further help, just let us know.
Cor ' ally,
E M. D oley
resident
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14030 S.W. Pacific Highway
Tigard, Oregon 97223
620-2676
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AUG ]. 7 A.M.
PACIFIC MOBIL SERVICE CENTER
12825 S.W. Pacific Higliway
Tigard, Oregor< 97223
639-0116
Re: Traffic Problem
To Whom It May Concern:
I would like to call to your attention the everyday problem
I have at my service station located at I2825 S.W. Pacific Hwy.
If your at all. familar with the design of my station you'd know
that my lot is very large and that my islands are far enough apart
that you could easily drive two vehicles through my lanes on
either side. With this in mind, please help me find some way
to prevent people from cutting across my lot to avoid the lights
at Pacific and Walnut and visa-versa.
We try to have our customers and their children feel free
to use our waiting areas, our restrooms , and our mini-snack shop;
at this time it is a very hazardous risk to do so. Everyday we
have eight to twelve people "cut" across our lot in the morning
hours between ?AM and 9:30AM and history repeats its self in the
afternoons and the evening rush. I'm most concerned that we'll
be seeing accidents and injuries if there is no law or r4unicipal
Code directed at this problem.
` To date, we've had several close calls with pedestrians and
four rear-enders when our gas lines are full . not to
mention all the close calls with vehicles barely missing our
gas pumps, our stationary signage, and our building. If you
checked with the Tigard Police Dept. you'd find a report already
concerning -this issue. We lost a 450 dollar sign one evening
when a semi-truck cut through our lot and tore a price sign down
that was one a forty foot pole (this pole also has two large
flood lights on it) .
I have read the proposed Municipal Code that Officer John
Featherston of the Tigard Police has drafted and I truly feel
that if this were approved it would cut this problem of
"cutters" in half within a week. I feel that the city should
protect both citizens and private property owners from the
risk of injuries and fatalities. . . . . this Code should accomplish
just that.
As a final note let me add that I shouldn' t have to be worried
on a day to day basis about the hazards I now have with the foremention
ed problem to my customers, my employees, and the travelers to the
coast.
If you have any questions about this, please call me.
r.M.
ly,"Mo" Blake III
�. .; POSTAL INSTANT PRESS
f f The "While - U- Wait" Printers!
F 12035 S.W.PACIFIC COAST HIGHWAY 0 TIGARD.OREGON 97223 0 (503)684-1313
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CITY OF TIGARD, OREGON
* COUNCIL AGENDA ITEM SUMMARY
AGENDA OF: AGENDA ITEM h :
n - nhP 17 1983
`7
DATE SUBMITTED: nCtober 13, 1983 PREVIOUS ACTION: Continued from
ISSUE/AGENDA TITLE: 10/10 Meeting
Insurance Associates Inc. REQUESTED BY: Insurance Associates, Inc.
Temporary Use TU-13-R3
DEPARTMENT HEAD OK: CITY ADMINISTRATOR:
INFORMATION SUMMARY
Insurance Associates, Inc. has applied for a temporary use to utilize a mobile office
set on blocks at 12501 SW Main Street. The need is due to expansion of the business
resulting from a merger. The application is for a two year period beginning November 1,
1983, and ending November 1, 1985.
The Tigard Municipal Code, section 18.80.030 requires that an applicant submit evidence
sufficient to allow the City Council to make a finding that one or more of the required
conditions have been met. A copy of the conditions is attached. The applicant has been
asked to address these conditions. Attached is the applicant's submission, Council
will be able to determine if any conditions, particularly condition # 5 are met.
NPO # 1 held a meeting and recommended that the Council deny the application.
ALTERNATIVES CONSIDERED
Council may approve the application, modify it, or deny it. Council must find that
one or more of the required conditions are met.
SUGGESTED ACTION
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18. 80. 030
circunisr-ances of emergency and where consistent with the
public interest, to grant a permit for immediate temporary
occupancy or use of the premises, if consistent with the
conditions hereinafter set forth, to continue during the
r: time a petition may be pending before the planning commis-
sion as herein provided.
(3) City Council. Applications for temporary use per-
mits to continue in effect for a longer period than six
months from date of issuance may be granted only by the
city council, following the procedure for conditional
uses as set forth in Chapter 18. 84 . (Ord. 81-54 §1 (part) ,
1981 : Ord. 72-62 §6, 1972 : Ord. 70-32 §245-2, 1970) .
18. 80 .030 Required conditions. Applicants for tempo-
rary use permits shall submit such evidence as may be required
to enable the planning commission or the city administrator
to make a minding that one or more of the following condi-
tions exists:
(1) That the need for the temporary use or occupancy
permit is the direct result of a casualty loss, such as fire,
windstorm, flood or other severe damage by the elements to a
Fjreexisting structure or facility previously occupied by the
applicant on the premises for which the permit is sought;
(2) That the applicant has been evicted within sixty
days of the date of his application from a preexisting occu-
pancy of the premises for which the permit is sought as a
result of condemnation proceedings by a public authority, or
eviction by abatement of nuisance proceedings, or by determi-
nation of a public body or court having jurisdiction that E
the continued occupancy of the facilities previously occupied
constitutes a nuisance or is unsafe for continued use; F
_Y- (3) Loss of leasehold occupancy rights by the applicant }
c:a'> to unforeseeable circumstances or other hardship beyond
- t:-.e foresight and control of the applicant;
(4) That the temporary occupancy required is limited in
':oration by the purposes for which the permit is sought, such
as parade stands, circus, fairs, or other exhibitions, sales
�f goods, wares, merchandise, produce, or Christmas trees,
-and other similar obviously temporary reeds; and that there
::i-sts adequate ingress and egress when combined with per-
'!nent use of property; there exists adequate parking for
_-omers of temporary vendors; the use will not result in
•:,�:7estion on adjacent streets; and the use poses no hazard
inconvenience to pedestrians or vehicles in the area of `
re use;
(5) That the purpose for which the temporary use or oc-
�:upancy permit s sought is compatible with and incident to
he completion of tho basic purpose -for which the land is
tieing_ developed, and the duration of such use is limited by
period of development, such as temporary sales office in
r-esidential district. (Ord. 81-54 §1 (part) , 1981 : Ord.
-32 §245-3, 1970) .
308 (Tigard 9/81)
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insurance Associates, Inc. �ECE1�E� (503) 639-1126
This Firm is Independently Owned and Operated
12501 S.W.Main St.
P.O.Box 23338
Tigard,Oregon 97223 v ��GARp
October 13, 1983
City of Tigard
P. 0. Box 23397
Tigard, Oregon 97223
Attention: Mr. William Monahan
Gentlemen:
T am writing to you pertaining to our application for a
temporary use permit. Our company recently had the opportunity
to have another business merge into it. This occurred rather
suddenly and involves the addition of approximately four persons
to our present staff. Time has not permitted us to obtain other
quarters or to initiate a potential building project on property
that we own in this city.
The pre-built unit will be placed behind our office building so
it will not obstruct any traffic patterns or detract from the
aesthetics of the area.
Yours sincerely,
Daniel Bertuleit
DB:mb
jgppll. hOt.NT
Insurance Systems Unlimited m.
'�.,„t�A _
t4. Our Knowledge Is your Best insurance
T�^
°LYV1iHlt bL' A YLlt_.H'1'1ViV H1V' i'L• 1<LV1I
(MU UBE AVAILABLE FOR INSPECTIAT SITE)
PERMIT #
FEE RECEIVED
m-IGARD PLANNING DEPARTMENT 6_19-4171 RECEIPT
DATE RECEIVED _
/ _2420 SW Main Street RECEIVED BY
Tigard, Oregon 97223 BUSINESS LICENSE #
i
BUS LIC EXPIRE DATE
The applicant named in this application will receive all major correspondence
fbom the Tigard Planning Department and that person is responsible for
providing same to owner. In this case the "applicant" is: 1
APPLICANT 'S NAME Insurance Associates, Inc.
TELEPHONE (Business) 639-1126 (Residence)
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ADDRESS 12501 S.W. Main St. Tigard OR 97223
Street - City - ZIP
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SIGNATURE ;�` �� }� fC � ,� - Date_ 9/12/83 f
illiam H. Burton President
LENGTH OAF TILME/OR SPEC IC DATES AND REASON FOR TEMPORARY USE REQUEST
0v- !
From 4�' 1983 to � 0, 1985. Expanding Business by Merger and need
additional office space IvLL, L ' c c3
PROPERTY OWNER' S
rAME (S) William H. & Audrey B. Burton PHONE (Bus) 639-1126 (Res) 538-8795
Daniel & Miriam R. Bertuleit PHONE (Bus) 639-1126 (Res) 639-6847
ADDRESS Route 1, Box 82A4, Newberg, Oregon 97132
(Street
ADDRESS 10390 S.W. View Terrace, Tigard, Oregon 97223 —
(Street - City - Zip)
PROPERTY OWNER(S) RECOGNITION OF APPLICATION AND ACKNOWLEDGEMENT OF PERMISSION
TO USE PROPERTY AS REQUESTED ABOVE:
J" f ;7 5 ' AN✓
- (Signature O ner (s)
(Signature of Owner (s)
(Signature of City Administrator or Planning COmmission Chairman
APPLICATION WILL NOT BE ACCEPTED UNLESS IT IS COMPLETE IN ALL RESPECTS . . . . . . .
opy to Police Department
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PHONE 639-2009
12519 S.W. MAIN / TIGA ID.OREGON 97223
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October 14, 1983
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City of Tigard
P.O. Box 23397
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Tigard, Oregon, 97223
Gentlemen:
As the owners of the property adjacent to the south of
Insurance Associates,Inc., we would like to go on record that
we have no objection to the temporary use permit for which
they have applied and encourage your approval of same.
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Sincerely yours,
- Donald Hanson
Shirley Hanson
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CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY I
1
AGENDA OF: October 17, 1983
AGENDA ITEM h:
DATE SUBMITTED: October 13, 1983 PREVIOUS ACTION: Council on October 10, 1983 k
Economic requested resolution
ISSUE/AGENDA TITLE: k
Development Committee REQUESTED BY: William A. Monahan
6.
DEPARTMENT HEAD OK: CITY ADMINISTRATOR: R
INFORMATION SUMMARY
0n October 102 1983, the City Council authorized me to prepare a
resolution for the creation of an Economic Development Committee. ,
Attached is the resolution creating the nine member committee.
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ALTERNATIVES CONSIDERED !
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SUGGESTED ACTION
Staff recommends that the Council approve the Resolution creating an
Economic Development Committee.
` CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
AGENDA OF: 10-17-83 AGENDA ITEM
DATE SUBMITTED: 10-12-83 PREVIOUS ACTION: N/A
ISSUE/AGENDA TITLE: Revisions
to ICMA Plan REQUESTED BY: City �mc j �lpr
DEPARTMENT HEAD OK: `) CITY ADMINISTRATOR:
INFORMATION SUMMARY
The City has been participating in the ICMA deferred compensation plan since March
1977. The enclosed letter from ICMA Corp. explains the recent changes made tothe
plan to meet new Internal Revenue Service regulations. In addition the new Trust
establishes a Board of Trustees to be selected by participating employees, thus
giving employers ultimate control over the management of the fund.
The proposed amendments have been approved and meet the new IRS regulations.
-------
ALTERNATIVES CONSIDERED
1 . Adopt amended plan and appoint Finance Director as coordinator of the program.
2. Take no action and let plan become effective October 31 , 1983.
3. Submit objections in writing by October 31 , 1983.
SUGGESTED ACTION
Adopt amended plan and appoint Finance Director as coordinator.
l CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
AGENDA OF: 10-17-83 AGENDA ITEM
DATE SUBMITTED: 10-12-83 PREVIOUS ACTION: _
ISSUE/AGENDA TITLE: Change Orde r
#4 LID 421 REQUESTED BY: Public Works
DEPARTMENT HEAD OK: CITY ADMINISTRATOR:
INFORMATION SUMMARY
Attached is Change Order #4 to the contract with Columbia Excavating on the
SW 72nd Avenue LID #21 totaling $12,856. 14 . Items 1 , 4, 6, 7, 8, and 9 are
solutions to the normal kinds of conflicts which are next to impossible to
predetermine and are included herein as appropriate cost to the project.
Items 2, 3, and 5 are a result of extra work requests to be specifically
charged to individual properties.
Item 10 Additional traffic markings necessary for safe and efficient movement
of traffic.
These are a series of small item accomplished during the process of the project
this summer and have the approval of the Public Works Director.
a-aasaaaaacaaaaaasaasaa===aaa==aaa=aaaa==aaaaaaaaaaaa______________a=a=aa=as==aa==
ALTERNATIVES CONSIDERED
N/A
s�=aaaaa�aaa=taxa=aaaaasaasaa aaaa==aaaa=aaa==a=a====a===aaa=a a==___as aaa=aaaaaa=aa
!f" SUGGESTED ACTION
Staff recommends Council approval of this Change Order #4 and authorization for staff to
sign and process for payment.
CHANGE ORDER (No. 4)
PROJECT: S.W. 72nd Avenue Area Street Improvements - LID 21
CONTRACTOR: Columbia Excavating, Inc.
It is hereby agreed by the (Rxgt umr) (Owner) and the Contractor that the
following changes be made in the construction of the above project:
Price Agreement:
1. Raise gate to Allied Moving and Storage (Ident. 51) near Sta B 18+00
to accommodate new driveway grade. Lump sum at $248.80 $ 248.80
2 Sidewalk construction on Tech Center Drive (to be assessed to
Ident. 12a) 1500 sq. ft. at $1.49 per sq. ft. 2235.00
3. Remove 4 trees for construction of additional sidewalk bench on
westerly side of street at approximate Sta A 33+00 per Pac Trust
request. (to be assessed to Ident. 52) Lump sum at $1 ,000 1000.00
4. Reconstruct lid of water vault at approximate Sta B 58+00 to
remove from curb line. (see detailed backup sheets attached) 819.81
5. Remove 60 foot concrete apron at Sta B 20+50 right and construct
new 60' concrete apron at Sta 23+00 right per Pac Trust request
(to be assessed directly to Ident. 52) . Lump sum at $960.00 960.00
6. RV1110ve concrete apron wing at approximate Sta 64+50 right
(Ident. 67) and repour to add 8 feet to driveway width. Lump
sum 0 $721 .00
721 .00
7. Construct 6" PVC storm drain lines and 5 steel catch basins at
following driveway locations: (see detailed backup sheets attached)
a) B 50+25 Lt. (Ident. 39)
0) B j8+25 Rt. (Ident. 65)
C) B 59+50 Rt. (Ident. 65)
d) 11, 62+75 Rt . (Ident. 67)
u) 3 64+50 Rt. (Ident. 67)
3217. 14
8. Repair damaged underground electrical conduit to Convoy Company
(Ident. 63) gas pumps. (see backup sheets attached) . (Contractor
and LID split costs) : ($927.45) (0. 50) = 463. 73
9. t,f relaying 56 feet of storm drain between Sta 2+03. 58 and
2+59. 58 Main B because of conflict with City of Tualatin water vault
(sve detailed backup sheets attached). 1435.66
` 1'rc) jc•ct Change order No. 4
:';�� I of 2
10. The word "ONLY" made of "THERMOPLASTIC" or equal plastic material
13 each at $135.00 $ 1,755.00
TOTAL COST $ 12,856.14
The cost of these changes shall be as follows: $12,85 .14
which amount shall be (Added to) (8Hhxrastgdxfxow) the present
contract sum.
Time Extension for Extra Work Change Orders
The time of completion of the work shall be extended 0 calendar days
to allow the contractor time to complete the extra work required in the
change order.
APPROVED: ;C� - ,� —�I2ate: It-
APPROVED: --z,
Contractor
APPROVED: Date:
(Enganeez) (Owner)
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Project Change Order No. 4
Page 2 of 2
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v DE HAAS & suite 445 -AGC Center
% 95 9460 S.W. Commerce Circlet
Wilsonville, Oregon 97070
63 62 s J o c 1 a t e s, Inc. (503)582-2450
'N 295 297 b `
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Consulting Engineers & Surveyors {
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October 10, 1983
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Frank A. Currie, P.E.
City of Tigard
P.O. Box 23397
Tigard, OR 97223
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Dear Frank:
p
Attached for your review and approval are three (3) copies of
Change Order No. 4 for S.W. 72nd Avenue Area Street Improvements.
(, Also attached is one (1 ) set of documentation for your file.
Please execute and return two copies of the Change Order.
Sincer
Marlin J De Haas, P.E.
P1JD:pk
Attachment
cc: 80.194.118 9.
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CITY OF TIGARD, OREGON 1
s
COUNCIL AGENDA ITEM SUMMARY
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AGENDA ITEM
AGENDA OF: 10-17-83
DATE SUBMITTED: 10-13-83
PREVIOUS ACTION: N/A
ISSUE/AGENDA TITLE: Side Yard Lot
Lire Easement ption - Colonv
REQUESTED BY: City Recorder
Creek E tates -
" / 1 CITY ADMINISTRATOR:
DEPARTMENT HEAD OK:
INFORMATION SUMMARY
o The petitioners have submitted a vacation for the following reason(s) :
O The original plat was recorded in error due to duplex zoning that was allowed
and now the developer requests elimination of said easements to allow for
zero lot line construction.
o One hundred percent of the property owner(s) within the plat has signed the
petition.
o The petition has been presented to the City Recorder and found to be sufficient.
o The petitioner has been notified this matter will come before City Council
on Ocotber 17, 1983.
o Staff Development Committee recommends Council pass resolution setting the
public hearing.
----------------- --------
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ALTERNATIVES CONSIDERED
1 . If no apparent reason to deny petition, set public hearing for ::30 P,M.
December 5, 1983.
2. Direct staff to give notice to petitioner of intent to deny petition.
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r SUGGESTED ACTION
i
Pass Resolution setting public hearing for 7:30 P.M. December 5, 1983.
� ?l CIVIC ASSOCIATION
10650 S.W. Summerfield Drive
Tigard, Oregon 97223
620-0131
October 5, 1983
Mr. Frank Currie
Director of Public Works
City of Tigard
P.O. Box 23397
i. Tigard, Oregon 97223
Dear Frank:
There is serious problem on Oak Meadow Lane in Summerfield
brought about by lack of parking space for evening events at
Tigard High School.
The cars park bumper .o bumper on both sides of the street
on Oak Meadow Lane beginning at Alderbrook Drive. They also park
on Alderbrook Drive_ from Oak Meadow Lane to Durham Road.
It is hard for residents to leave their driveways. There is
room for only one-way traffic. And the serious part of the pro-
blem is that fire and ambulance vehicles could not get to the
places where they might be needed.
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We are requesting that you investigate this problem and con-
sider parking on one side of street only.
Sincerely,
Eunice Day, Chairman
Liaison Committee
cc: Wilbur Bishop V
Bob Jean
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