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City Council Packet - 05/05/1997 CITY OF TIGARD FTIGARD ARD CITY COUNCIL ECIAL MEETING MAY 6,1997 8,30 PM WATER AUDITORIUM 8777 SW BURNHAM STREET ~ TIGARD, OREGON 97223 F } PUBLIC NOTICE: Anyone wishing to speak on an agenda item should sign on the appropriate sign-up sheet(s). If no sheet is available, ask to be recognized by the Mayor at the beginning of that agenda item. Visitor's Agenda items are asked to be two minutes or less. Longer matters can be set for a future Agenda by contacting either the Mayor or the City Manager, 11 C a f Times noted are estimated; it is recommended that persons interested in testifying be present by 7:15 p.m. to sign in on the testimony sign-in sheet. Business agenda items can be heard in any order after 7.30 pm I; Assistive Listening Devices are available for persons with impaired hearing and should be scheduled for Council meetings by noon on the Monday prior to the 1 Council meeting. Please call 639-4171, Ext. 309 (voice) or 684-2772 (TDD - Telecommunications Devices for the Deaf). Upon request, the City will also endeavor to arrange for the following services: • Qualified sign language interpreters for persons with speech or hearing impairments; and • Qualified bilingual interpreters. Since these services must be scheduled with outside service providers, it is important to allow as much lead time as possible. Please notify the City of your need by 5:00 p.m. on the Thursday preceding the meeting date at the same phone numbers as listed above: 639-4171, x309 (voice) or 684-2772 (TDD - Telecommunications Devices for the Deaf). SEE ATTACHED AGENDA I COUNCIL AGENDA - MAY 5, 1997 - PAGE 1 I r AGENDA SPECIAL COUNCIL MEETING MAY 5, 1997 - 8:30 PM 1. BUSINESS MEETING 1.1 Call to Order -City Council & Local Contract Review Board •i.2 troll Call y 2. URBAN SERVICES INTERGOVERNMENTAL AGREEMENT WITH I ' 1 WASHINGTON COUNTY ,a • City Manager " 3 3. LOCAL CONTRACT REVIEW BOARD ACTION: CONSIDERATION OF PURCHASE OF MODULAR BUILDING • City Manager 4. CONSIDER PROPOSAL TO FILL CERTAIN CITY STAFF POSITIONS 5. NON-AGENDA ITEMS 6. ADJOURNMENT i:ladmlcachykca\970505.doc COUNCIL AGENDA - MAY 5, 1997 - PAGE 2 >I % ■ Agenda Item No. Meeting TIGARD CITY COUNCIL MEETING MINUTES - MAY 5, 1997 1. BUSINESS MEETING 3 1.1 Call to Order - City Council & Local Contract Review Board Mayor Nicoli called the special business meeting to order at 8:30 p.m. 1.2 Roll Call r Council Present: Mayor Jim Nicoli; Councilors Paul Hunt, Brian Moore, Bob Rohlf, and Ken Scheckla - i Staff Present: City Manager Bill Monahan; Finance Director Wayne Lowry. 2. URBAN SERVICES INTERGOVERNMENTAL AGREEMENT WITH WASHINGTON COUNTY Bill Monahan, City Manager, informed the Council that Legal Counsel Pam Beery has proposed language for the IGA regarding extending the indemnification period of the County to two years beyond any termination date of the agreement. Two years was the statute of limitations period for torts, negligence and inverse condemnation. The County Counsel would present the language to the County Commissioners tomorrow night for their approval. Mr. Monahan reported that staff was still working on the road maintenance issue with County staff. He proposed including the road maintenance in the IGA with the understanding that staff would work out the details before November 1 when the City took over the responsibility. Hew mentioned a provision in which the dollar amounts were subject to renegotiation every three months. He stated that the City staff would keep pressure on the County staff to complete the road maintenance portion by June 1 if possible. Mr. Monahan asked for authorization to sign the agreement, should the j Commissioners approve the language. The Council agreed by consensus to authorize Mr. Monahan to sign the agreement as requested. CITY COUNCIL MEETING MINUTES - MAY 5, 1997 - PAGE 1 mom 3. LOCAL CONTRACT REVIEW BOARD ACTION: CONSIDERATION OF PURCHASE OF MODULAR BUILDING Mr. Monahan explained that staff has already set in motion the purchase of the modular building. He asked the Council to ratify the staff action, authorize the 7 purchase and waive the appropriate development fees. He stated that the fees to be waived totaled $1,490, not $8,078 as listed in the May 1 memo from I Community Development Director Jim Hendryx. Upon further investigation, t staff confirmed) that the traf c inipdci ices of $6,588 could not be waived. tt i , Motion by Councilor Rohlf, seconded by Councilor Moore, to authorize the purchase of the modular unit and waiving $1,490 in fees. y Motion was approved by a majority vote of Council present. (Mayor Nicoli and Councilors Moore and Rohlf voted "yes"; Councilors Hunt and Scheckla voted } f no 4. CONSIDER PROPOSAL TO FILL CERTAIN CITY STAFF POSITIONS 3 Mr. Monahan reviewed the General Fund positions that have become vacant _ since the hiring freeze was imposed last November in response to Measure 47. These included a Risk Technician and a Sr. Administrative Specialist in Human Resources, the Switchboard Operator, a Microcomputer Technician in Police, a Development Services Technician in Community Development, and a Librarian. A new position authorized by Council was the Code Enforcement Specialist in 1 Community Development. Mr. Monahan asked for authorization to advertise these seven positions immediately, but to not decide on whether or not to fill them until after the Measure 50 election. He said that the cost of advertising would be around $2000; these funds would come out of already budgeted amounts in Human Resources. He said that they did use temps to fill some of the positions in the i interim. Councilor Hunt expressed his opposition to advertising these positions without filling them. He said that he had disagreed with the hiring freeze from the beginning because it did not take into account the departmental need for the j position vacated. He contended that three more weeks would not make much difference. Mr. Monahan explained that several of these positions were now critical. The DST, the Microcomputer Technician, and the Switchboard Operator positions were vacated as of last Friday. The Risk Technician, the Sr. Administrative z t✓ Analyst and the Librarian positions have been vacant for a long time. CITY COUNCIL MEETING MINUTES - MAY 5, 1997 - PAGE 2 t I l " L~ L-- Councilor Rohlf said that he believed that the decision for a hiring freeze had been a responsible decision at that time and based on the information that they had available to them. He expressed concern that not filling these positions would "burn out" staff and contribute to low morale. He noted that most of the staff vacating these positions left for the private sector where they could get higher pay. While he agreed that three weeks was not a critical factor, he spoke for hiring these positions as soon as possible to prevent key personnel leaving due to overwork. Mr. Monahan pointed out that the ads for the urban services personnel were " doing well. Right now they had a pool of qualified applicants from which to draw for several of these positions. i j The Council discussed whether or not to wait until after the Measure 50 election f to authorize advertising these positions. Councilor Hunt spoke for advertising ! the positions and filling them at the same time rather than later on. Motion by Councilor Rohlf, seconded by Councilor Moore, to advertise and 611 the positions listed in the City Manager's May 2, 1997 memorandum. Motion was approved by a majority voice vote of Council present. (Mayor Nicoli, Councilors Hunt, Moore and Rohlf voted "yes"; Councilor Scheckla voted "no.") 1 X 5. NON-AGENDA ITEMS: None. 6. ADJOURNMENT. ni Catherine Wheatley, City Recordei Attes . l a or, City of Tigard i _ Date: 5/ oL 7 ~rl i9adm\cuhy\mm\970505.doc _ CITY COUNCIL MEETING MINUTES MAY 5, 1997 - PAGE 3 1 j NOTICE OF SPECIAL COUNCIL MEETING May 5, 1997 - 8:30 p.m. Tigard Water Building Auditorium a 8777 SW Burnham Tigard, Oregon ` 7 ! Notice is hereby given that the Tigard City Council will hold a Special Meeting on - Monday, May 5, 1997 at 8:30 p.m., at the Tigard Water Building Auditorium 8777 SW Burnham, Tigard, Oregon. The purpose of the meeting is to convene the ..9 Local Contract Review Board to consider the final approval of the purchase of a Modular _ Building, to consider authorization to fill certain staff positions and to discuss the Intergovernmental Agreement with Washington County regarding Urban Services. For further information, please contact City Recorder Cathy Wheatley by calling 639- 4171, Extension 309 or at 13125 SW Hall Boulevard, Tigard, Oregon. City Recorder r~ Notified: Kari Jensen at Tigard Times (facsimile transmission of notice)✓ Bill MacKenzie @ The Oregonian - 221-8206 (voice mail) t Post: City Hall Lobby Date of Notice: May 2, 1997 i:\adm\cadry\cca\wdce i.dm i 05/02/97 16:48 e503 684 7297 CITY OF TIGARD I~J001 a$aSxxaaxaaaaaaaSZx$.'$i:x $axaaSxx$$$a'1'Sxx'a sax ACTIVITY MANAGEMENT REPORT TX xzx xaaa$a$xx$a$aaaas:asaaasaS:'.'aaaax$SaSa$Sxxx: ACTYa MODE CONNECTION TEL CONNECTION 1D START TIME USAGE T. PAGES RESULT $8296 TX G3 5032247531 05/01 15:40 01'26 3 OK x8298 TX G3 503 281 2547 05/01 15:43 01'15 2 OK x8300 TX G3 503 020 2086 NICOLI ENG.,Inc. 05/01 15:46 01'32 3 OK 28303 TX G3 6571303 05/01 17:05 01'10 2 OK x8306 TX G3 2473 CITY ATTORNEY 05/01 17:36 02'29 5 OK x8308 TX G3 503 620 2086 NICOLI ENG.,Inc. 05/02 07:04 01'04 2 OK - _5315 TX C3 620 3433 TIGARD TIMES 0c/02 09.48 01'18 9 UK j x8317 TX G3 5036561601 05/02 10:07 08'30 13 OK j 28320 TX G3 503 624 0157 05/02 11:12 04'43 5 OK x8323 TX G3 3607350627 05/02 12:10 04'52 10 OK x8325 TX G3 503 620 2086 NICOLI ENG..Inc. 05/02 12:43 02'05 5 OK a8327 TX 5033784844 05/02 13:13 00'00 0 NG -F' 0 STOP 28329 TX 3784844 05/02 13:15 00'00 0 NG 0 STOP $8331 TX G3 5038233161 05/02 13:17 01'51 3 OK .a x8334 TX G3 503 378 4844 STATE LANDS 05/02 13:21 00'49 2 OK 28339 TX G3 620 3433 TIGARD TIDIES 05/02 14:09 00'44 1 OK x8345 TX G3 503 620 2086 NICOLI ENG.,Inc. 05/02 14:38 01'08 2 OK 8347 TX G3 5036813909 05/02 14:43 00'42 1 UK 8349 TX G3 6921799 05/02 16:03 00'39 1 OK 8350 TX G3 5036203433 503 TIGARD TIMES 05/02 16:46 00'37 1 OK j s{ xzaa$szaaxazxsa:aaxx$xsas:xxsassxxax:xxx•xxxx a$a ACTIVITY 31ANAGEMENT REPORT RX a xasxaasaaassxsa$sx$ssa.xxxss$sxzxxxxssxxs I ACTY# DIODE CONNECTION TEL CONNECTION ID START TIME USAGE T. PAGES RESULT :8302 AUTO RX C3 05/01 16:11 00'31 1 OK x8305 AUTO RX G3 05/01 17:20 01'00 1 OK x8307 AUTO RX G3 05/01 18:40 01'432 OK 28311 AUTO RX G3 503 684 3611 05/02 08:03 01 "292 OK _ x8312 AUTO RX G3 503 245 8571 05/02 09:10 00'33 1 OK x8313 AUTO RX G3 503 538 0845 05/02 09:14 01'37 1 OK 'j x8314 AUTO RX G3 503+221+0553 05/02 09:33 01'11 2 OK x8315 AUTO RX G3 05/02 09:46 00'44 1 OK x8319 AUTO RX G3 05/02 10:59 01'57 2 OK x8321 AUTO RX G3 503 684 3611 05/02 11:22 01'27 2 OK x8322 AUTO RX G3 5036813909 05/02 11:27 00'56 2 OK x8324 AUTO RX G3 05/02 12:39 01'56 3 UK x8336 AUTO RX G3 503 640 3588 05/02 13:49 02'48 5 OK ~ - x8337 AUTO RX G3 05/02 13:57 02'17 4 OK x8338 AUTO RX G3 05/02 14:06 01'57 2 OK x8341 AUTO RX G3 6022571751 05/02 14:13 01'46 2 OK - - x8342 ALTO RX G3 503 693 4412 05/02 14:21 01'08 2 OK V x8343 AUTO RX G3 NIP TEMP R:9SR SO 05/02 14:23 01'21 2 OK E• °.144 AUTO RX C3 15036847933 05/02 14:21 01'40 2 UK j 348 AITO RY G3 05/02 15:05 00'59 2 OK j •.1 I I 1 1 ~ a i \ NOTICE OF SPECIAL COUNCIL MEETING May 5, 1997 Tigard City Hall - Town Hall Room I 13125 SW Hall Boulevard e Tigard, Oregon l Notice is hereby given that the Tigard City Council will hold a Special Meeting on J Monday, May 5 , 1997 at 8:30 p.m., at the Tigard Town Hall, 13125 SW Hall Boulevard, Tigard, Oregon. The purpose of the meeting is to convene the Local Contract Review Board to consider the final approval of the purchase of a Modular Building, to consider authorization to fill certain staff positions and to discuss the j Intergovernmental Agreement with Washington County regarding Urban Services. j For further information, please contact City Recorder Cathy Wheatley by calling 639- 4171, Extension 309 or at 13125 SW Hall Boulevard, Tigard, Oregon. _ City Recorder Notified: Kari Jensen at Tigard Times (facsimile transmission of notice) ✓ Bill MacKenzie @ The Oregonian - 221-8206 (voice mail) ; . Post: City Hall Lobby Date of Notice: May 2, 1997 y~ i:ladm\cathy\cca\nodccl.doc "4F 05/0'2/97 14:10 $503 684 7297 CITY OF TICARD z 001 I 2xx2x22222'.t:t2xx'1'xxx2 x'L'x23:S x'6 xx.i: x'1"i: x'i :t :t ::9::i: j xxs ACTIVITY MANAGEMENT REPORT TX xs22xxxxxx22s222szsxxsszasxxsx2xzxxzx:22x2 j ACTY« DIODE CONNECTION TEL CONNECTION ID START TIME USAGE T. PAGES RESULT ~Y I x8290 TX G3 503 533 6666 PACIFICRE 05/01 15:02 02'13 5 OK x8292 TX C3 503 274 0123 SRI SHAPIRO 05/01 15:30 03'56 7 OK 28294 TX G3 503 620 2086 NICOLI ENG., Inc. 05/01 15:36 01'50 3 UK 68296 TX G3 5032247531 05/01 15:40 01"26 3 OK x8298 TX G3 503 281 2547 05/01 15:43 01'15 2 OK 28300 TX G3 503 620 2086 NICOLI ENG., Inc. 05/01 15:46 01'3'2 3 OK II x8303 TX G3 6571303 05/01 17:05 01'10 2 OK l: - x8306 TX G3 2473 CITY ATTORNEY 05/01 17:36 02'29 5 OK x8308 TX G3 503 620 2086 NICOLI ENG..Inc. 05/02 0704 01'04 2 OK x8316 TX G3 620 3433 TIGARD TIDIES 05/02 0948 01'18 2 OK x8317 TX G3 5036561601 05/02 10:07 08'30 13 OK< x83'20 TX G3 503 624 0157 05/02 11:12 04'43 5 OK u x8323 Tx G3 3607350627 05/02 1'2:10 0452 10 OK x8325 TX G3 503 620 2086 NICOLI ENG.,Inc. 05/02 12:43 02'05 5 UK *9327 TX 5033784844 05/02 13:13 00'00 0 \G , 0 STOP _ i_j 28329 TX 3784844 05/0'2 13:15 00'00 0 NG - 31 0 STOP x8331 TX G3 5038233161 05/02 13:17 01'51 3 OK 28334 TX G3 503 378 4844 STATE LANDS 05/02 13:21 00'49 2 OK 8339 TX G3 620 3433 TIGARD TIMES 05/02 14:09 00'44 1 OK ' 'x 222x2'x2S'x x2x8::x xx x:t:l':i::•^.x:G a:x 2'6'i:'l :G'8 xxxx:i::::::::: ' - ' xs:x ACTIVITY MANAGEMENT REPORT RX 22•t2222xz2xxz2:csxx::•<sa:x:r.:xx :22xxxxxx:ts::'r.x:t 77 ACTYDIODE CONNECTION TEL CONNECTION ID START TIME USAGE T. PAGES RESULT 28284 AUTO RC G3 05/01 13:24 00'54 1 OK x8285 AUTO RX G3 03/01 13:20 01'33 Y OK - x8286 AUTO RX G3 503 620 2086 NICOLI ENG.,Inc. 05/01 13:38 01'4'2 3 OK x8288 AUTO RX G3 503 378 4317 05/01 14:47 00'55 1 OK 28'289 AUTO RX G3 503 646 6286 05/01 14:52 02'07 3 OK 28291 AUTO RX G3 5034927564 05/01 15:13 01'06 1 OK 28302 AUTO RX G3 05/01 16:11 00'31 1 UK 28305 AUTO RX G3 05/01 17:20 01'00 1 UK i x8307 AUTO RC G3 05/01 18:40 01'432 OK k x8311 AUTO RX G3 503 684 3611 05/02 08:03 01'29 2 UK - r s8312 AUTO RX G3 503 245 8571 05/02 09:10 00'33 1 UK x8313 AUTO RX G3 503 538 0845 05/0'2 09:14 01'37 1 OK x8314 AUTO RX G3 503-221+0553 05/02 09:33 01'11 UK s8315 AUTO RX G3 05/0'2 09:46 00'44 1 OK _ x8319 AUTO RX G3 05/02 10:59 01'57 2 OK x8321 AUTO RX G3 503 684 3611 05/02 11:22 01'27 2 OK x8322 AUTO RC G3 5036813909 05/02 11:27 00'56 2 OK 28324 AUTO RX G3 05/02 1'_1:39 01'56 3 UK 8336 AUTO RX G3 503 640 3588 05/02 13:49 02'48 5 OK " )737 AUTO RX G3 05/02 13:57 02'17 4 OK jj X1338 AUTO RX G3 05/02 1406 01'57 2 OK 1 Agenda Item No. Meeting of t-lt MEMORANDUM CITY OF TIGARD - TO: Honorable Mayor and City Council 1 FROM: William A. Monahan, City Manager i. DATE: May 2, 1997 3 SUBJECT: Urban Services IGA Discussions have continued between our City Attorney and the County Counsel, since Council 1 voted to enter into the Urban Services Agreement. Language related to indemnification and insurance has been discussed and a solution prepared by County Counsel Dan Olsen. Pam - Beery has reviewed the language and needs direction. a I have received Pam's memo (attached), which explains that the County would retain its indemnity obligation throughout the statute of limitations for claims in negligence, tort, and inverse condemnation. In return, the County may terminate maintenance of the $500,000 fund f two years after termination of the agreement, rather than forever. .l This second issue relates to road maintenance responsibilities. One option is to leave the reference to road maintenance in the agreement, with a commitment to negotiate terms prior to i November 1. We received a FAX this afternoon from Washington County responding to Ed ;j Wegner's questions which were aimed at clarifying road maintenance responsibilities. I will know better on Monday how close we are to reaching agreement. I Council should discuss the revised language Monday evening and give direction if this language, and the other section of Pam's memo are acceptable. If they are, Pam will advise Dan Olsen who will seek ratification by the County Commission on Tuesday. WAM/jh 3 attachment ,i i:\adm\bi11\050297.4.dw 111 f G O'DONNELL RAMIS CREW CORRIGAN & BACHRACH ATTORNEYS AT LAW 1727 N.W. Hoyt Street Portland, Oregon 97209 TELEPHONE: (503) 222-1402 ' - FAX: (503) 243-2944 DATE: April 30, 1997 i. TO: Bill Monahan, City Manager, City of Tigard rr FROM: Pamela J. Beery, City Attorney's Office q RE: Washington County Active Planning Area Agreement k.. This is a follow-up to my voicemail message to you of today regarding the status of this agreement. County Counsel had three remaining concerns about the agreement: 1. Equipment transfer. The language I drafted last week is acceptable to Dan Olsen, and I think yy7 to the City, so this matter is resolved. 2. "Claims made". Dan Olsen, as you know, drafted the indemnity provision to be effective only on a "claims made" basis. Thus, if a claim arose during the term of the agreement but was not filed until after termination, the County's indemnity obligation would have expired. I do not think this is acceptable, and redrafted his language accordingly. In discussions regarding this provision, we have arrived at a proposed compromise, which would provide that the County's indemnity obligation and the special fund would remain in place for two vears after the termination of the agreement. This gives the County some certainty as to when they could free up their $500,000 fund, and gives the City assurance that it is covered throughout the statute of limitations for claims in negligence, tort and inverse condemnation. I 3. Road maintenance. Recent concerns have been voiced by Ed Wegner regarding this element of the agreement. I had proposed dropping it out and negotiating its terms prior to November 1, the anticipated effective date for this program's transfer to the City. Dan Olsen would like some language in the agreement to the effect that the City and County recognize that this function will not transfer until November 1, but committing both parties to negotiating the solution prior to that date. I said I believed that was the City's intent and that such an approach would be acceptable. As I mentioned, Dan intends to talk with County staff and approach the County Commission at its May 6 meeting on these remaining issues. I need to get back to him prior to that date to a O'DONNELL RAMIS CREW i CORRIGAN & BACHRACH Memo re: Washington County Active Planning Area Agreement April 30, 1997 Pape 2 confirm our position. Please let me know when you have had an opportunity to consider these remaining points. If you agree, I can draft new language by Monday so that both the County t and City elected officials can see the final document (the County on May 6, and the City on May 13). t Thank you. f cc: Jim Hendryx, Community Development Director Loreen Mills, Risk Manager f P - r 7- 7 • I I i AGENDA ITEM # FOR AGENDA OF May 5, 1997 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY i ISSUE/AGENDA TITLE _Approve Purchase of Modular Office for Urban Services and Waive Local Development Fee i t 1 PREPARED BY: William A. Monahan DEPT HEAD OK ._61 CITY ADMIN OK r" ISSUE BEFORE THE COUNCIL i Should the Council as the Local Contract Board Review Board and City Council authorize purchase of a -a modular office structure to house the Building Division, when the space need is caused by the assumption of Urban Services from Washington County? Should the City waive fees which would normally be charged for this purpose? STAFF RECOMMENDATION Staff recommends approval of the purchase of the Modular and waiver of local development fees. INFORMSTION SUMMARY In March, 1997, Council heard a proposal for purchase of modular office space to absorb the space demands brought on by the City assuming Urban Service responsibilities from Washington County. The cost has been estimated at $85,000, which includes installation and set-up. At that time, Council gave direction for staff to i proceed to purchase the building with the option of dropping the purchase if a contract with Washington County could not be negotiated. Actual approval of the Intergovernmental Agreement (IGA) with Washington County was granted by Council on April 22, 1997. 3 While the IGA was adopted by Council, no formal action was taken to authorize purchase of the modular office structure. Staff has proceeded to order the unit, relying on earlier Council informal direction. In j i order that the City's Purchasing Rules may be complied with, it is necessary that Council formally authorize the City Manager to purchase the modular space for Urban Service purposes. The normal procedure for a purchase of this size is to proceed with a competitive bid process. However, due to the time constraints and the need to have the unit set up before June 1, 1997, we are recommending the Council approve the purchase under the emergency section of the purchasing rules. Section 80.012 j allows a purchase to be expedited without competitive bids to preserve public funds or to maintain the a uninterrupted provision of government services. We believe the need for uninterrupted government services iustifies using the emergency section. 1 " rt 7, 1 he emergency section requires an effort be made to gather quotes from potential vendors. City staff .The quotes from three manufacturers and have selected Pacific Mobile. This vendor had the most appropriate unit and could meet the delivery dates needed by the City. The emergency section also requires the City to document the circumstances requiring the prompt purchase and describe the harm from failing to transact the purchase in an expedited manner. The attached memo describes those findings. Staff also recommends that Council waive all development tees associated with the placement of the modular space. Fees such as inspection fees, sewer connections, etc., total $8,078.11 for this project. Since the City ! will own the structure and lease it to the program (to recover full cost of construction in five years), charging fees to itself may appear to be an excessive cost charged to the program. A list of fees is contained on the attached memo from Community Development Director Jim Hendryx K i OTHER ALTERNATIVES CONSIDERED A. Space Need 1. Authorize purchase of the modular structure. J 2. Take no action to acquire additional space to accommodate staff. Make use of the existing space under the control of the City. 3. Lease space for additional staff use. 3 Fees j 1. Waive all City controlled fees associated with the project. 2. Collect all City-controlled fees and charge them to the Urban Services program. .ri FISCAL NOTES _ The modular is being purchased by the facilities fund. The fund will be paid back by the urban services fund with interest over the next five years. Appropriations already exist in the facilities fund; therefore no budget adjustment is necessary at this time. i:1citywide\sum\modular.doc CITY OF TIGARD Connnunity D-riopn,ent SbapingA Better Community MEMORANDUM CITY OF TIGARD TO: Bill Monahan FROM: Jim Hend x / / _ f c a DATE: May 1, 1997 SUBJECT: Modular Unit Costs The following is a list of fees associated with buying and setting up the modular unit for the ` inspectors. The City has the discretion to waive some of the fees (Wayne suggests we do not waive any fees - everything could be charged to Urban Services). This list is to the best of our knowledge. There is always a possiblity that something may come up that was overlooked. Item Cost Amount eligible to be waived i Modular unit, including installation of $58,082 extra walls Building Permit fee $167 $167 Traffic Impact fee $6,588 $6,588 Sewer Connection fee w/ inspection $2,245 $440 Parks SDC $637 $637 Water Quality & Quantity $280 $56 Site Permit $118.66 $118.66 3 Electrical Permit $63 $63 Erosion Control $42.90 $8.45 TOTALS $68,223.56 $1;,078.11 Mike Mills has not yet received bids for the electrical and plumbing work. He should have the bids available after 2:30 tomorrow. Also, we do not have material costs from John Roy (pipe, gravel, etc.). for the work that is underway. ,k - a ~t t l1 4 MEMORANDUM CITY OF TIGARD, OREGON TO: Honorable Mayor & City Council FROM: Catherine Wheatley, City Recorder ~Y DATE: May 1, 1997 SUBJECT: Purchase of Modular Building u Attached is a memorandum dated March 20, 1997 prepared for the City CoLaicil meeting of 7, 7- March 25, 1997. The memo outlines the process for purchase of the modular building for the urban services effort. The Council was asked to approve the purchase under Section 80.012 of the purchasing rules as the acting Local Contract Review Board at the March 25, 1997 meeting. When the finalization of the IGA with the County was delayed until the April 22nd Council meeting, the request to approve the modular purchase was not put on a business agenda for approval by the Council as the Local Contract Review Board (LCRB). For this reason, we are - requesting consideration of a request for approval by the City Council as the LCRB at a special meeting on Monday, May 5. ' i:\adm\urblcrb.dm 1 r f r ry TIGARD CITY COUNCIL MEETING MINUTES - MARCH 18,1997 > WORKSHOP MEETING Meeting was called to order at 6:30 p.m. by Mayor Jim Nicoli Council Present: Mayor Jim Nicoli, Councilors Paul Hunt, Brian Moore, Bob Rohlf, and Ken Scheckla. Staff Present: City Manager Bill Monahan; Computer Network Manager PauldeBruyn; Community Development Director Jim Hendryx; Asst. to the City Manager Liz Newton; and City Recorder Catherine Wheatley. i > EXECUTIVE SESSION The Tigard City Council went into Executive Session at 6:30 p.m. under the provisions of ORS i 192.660 (1) (d), (3), & (h) to discuss labor relations, real property transactions, current and pending litigation issues. > Executive Session adjourned at 6:42 p.m. > URBAN SERVICES TRANSFER I Bill Monahan, City Manager, reported the results of the Friday staff meeting with Washington County regarding the urban services transfer. The County has increased their upfront funding from $150,000 to $215,000. City staff continued to ask for clarification on how the County 1 would make the City whole. They agreed that both the City Council and the County Board needed to see a final intergovernmental agreement document; it should be ready by next Tuesday, when both the City and the County have scheduled hearings on it. The County expressed concerns about the insurance provisions but did not get the latest draft to the City in time for staff review prior to the Council meeting tonight. Jim Hendryx, Community Development Director, presented the times Pam Beery, Legal Counsel, would be available to meet with the Council to answer questions on the IGA. Mr. Monahan recommended that staff write up a memo explaining what the IGA did and did not accomplish, and their reasons why they thought it would be beneficial to the City. The Council approved the recommendation for the staff memo. In response to a question from Councilor Scheckla regarding equipping the new employees, Mr. Monahan explained that the County was not transferring employees or equipment. He said that the County was providing $215,000 for start up costs. This included the costs of transferring records and making County records compatible with the City system, leasing vehicles (possibly from the City of Portland which has excess vehicles), and purchasing computers and office furniture. CITY COUNCIL MEETING MINUTES - MARCH 18, 1997 - PAGE 1 _ 1 i t 1 Mr. Monahan raised the space issue. He reviewed the recommendation brought by staff last } week to purchase a triple wide manufactured unit to house the engineers while putting the building inspectors in the old engineering module, as well as the other options brought up during the discussion. He reported that he met with Kim Brown of Interfaith Outreach Services. Interfaith would not be able to move onto their new property for two to three months even if all went well with their land use application. He said that Kim indicated that they would move into space rented for them by the City but preferred not to. i j Mr. Monahan reported that the cost of renovating the Interfaith building was $50,000 to $60,000 i and expressed concern at investing that much in a remodel when their long-range plan included " tearing that building down. He reported on the site visit to the USA building. While one end of ' the building had nice office space, the other end would require major remodeling for offices. Also there were only 45 parking spaces available at that facility. He said that neither the Interfaith building nor the USA building were necessarily good short-term solutions. 1 . Mr. Monahan reported that staff met on Monday to discuss the space situation. He presented the resulting recommendation to rent or purchase a double-wide modular office to place next to the engineering module to house the building inspectors. He noted that a major consideration was the need to keep the City Hall functions within close proximity to one another, both for 1 customer convenience and the department interrelationships. 3 1 Mr. Monahan noted the question of whether to purchase a unit with restrooms or without 1 restrooms. He explained that the City Hall restrooms were currently overloaded and that the building and the HVAC system needed to be cleaned; he mentioned that some offices had mold problems. The estimated cost of a new double-wide unit without restrooms was $51,000; j adding on- site preparation work and other fees raised that cost to $69,300. The estimated cost of a unit with restrooms was $56,000 with an additional $7000 in site preparation work for an estimated total of $81,300 ($12,000 more than without restrooms). While the units could be 3 leased for $1500 to $1800 per month, the cost of a lease longer than three years exceeded the purchase price. i y Mr. Monahan recommended purchasing a unit over leasing it because of the City's prior experience of first leasing, and then buying the engineering module seven years ago for a total cost of $56,000. He noted the usefulness of having the extra space of the module available in implementing a long term space plan. He recommended buying the unit with restrooms to help _ 3 alleviate the City Hall problem. j ' Councilor Hunt asked why staff was backing away from transferring staff to the Water Building. y Mr. Monahan reported that he presented the request to the Intergovernmental Water Board (IWB). While Durham and King City supported the request, the Tigard Water District representative requested that Mr. Monahan present it to the District directly. He explained that by moving the four long-range planners and Mr. Hendryx and his assistant over to the Water Building, they could free up space in City Hall to put in sufficient modular offices to maximize the capacity of the City Hall building. He spoke against moving Mr. Hendryx because he wanted Mr. Hendryx to supervise the new employees, and noted Nadine Smith's concern that long-range planning worked closely with other departments also; however, staff could live with that option if necessary. CITY COUNCIL MEETING MINUTES - MARCH 18, 1997 - PAGE 2 j j >1 1 Councilor Hunt asked why they were buying a new building if they weren't using the building 1 they already had. Mr. Monahan reviewed the space-needs pressure created by the addition of the urban services employees. Councilor Hunt asked what the $215,000 paid for. Mr. Hendryx said it was intended to cover the capital costs of the transfer and the employee costs for two months. Mr. Monahan explained that the County has structured its application fees to cover all expenses for running the service; the revenue should cover Tigard's expenses over a year's time. If it did not, then the City would i ` present the County with a request to make up the difference. However, the County would prefer j that the City increase the fees to roger the loss as opposed to giving the City a pimp cum. 1 In response to issues raised during Council discussion, Mr. Monahan said that the agreement signed by the County Commissioners would be binding on future Commissions unless both the City and the County agreed to make changes to it. He said that there would be two dedicated funds: the current building fund dedicated for City building division activities, and a new h dedicated fund for the urban service activities. He mentioned that providing street maintenance services in this area would be put off until November. In response to an inquiry from Councilor Hunt, Mr. Monahan explained that the entire HVAC system needed cleaning, and spoke to establishing a maintenance cycle to take care of the building properly. Councilor Scheckla asked if implementing the urban services transfer on May I would impact f the current budget. Mr. Monahan explained that, if the Council approved the IGA, they would Council would need to consider a budget resolution to authorize the staff to use the $215,000 transferred from the County for the start up costs, authorize the new position of Building Supervisor, and consider increasing the Building Official's salary to reflect his increased responsibilities. j Mr. Monahan reiterated his recommendation to get the unit with the restrooms. He said that he would talk to the Tigard Water District on March 31. l Mr. Monahan asked for clarification in direction, stating that he had understood that the Council a wanted the transfer to happen by May 1; staff needed to begin the set-up work now to meet that deadline. 1 X In response to a concern from Councilor Hunt, Mr. Monahan suggested placing the order for the i modular building with the ability to cancel it next Wednesday if the Council did not approve the IGA. He confirmed to Councilor Moore that even if the Council did not approve the IGA, they a could use the new modular. Councilor Hunt expressed concern at approving a building expansion for one department when they already turned down a building expansion request for the police department. Councilor Moore commented that he trusted staff s ability to have Tigard made whole in this urban services transfer agreement. He supported ordering the unit with the option to cancel on Wednesday. Councilor Rohlf supported ordering a unit with restrooms. Councilor Scheckla indicated that he did not want to vote on anything without reading the contract. Mayor Nicoli spoke for ordering the unit. CITY COUNCIL MEETING MINUTES - MARCH 18, 1997 - PAGE 3 Mood Mr. Hendryx noted that the County and the City scheduled hearings on the IGA for the same ( night. He said that staff could represent the City at the County meeting. He noted a public information meeting on the transfer to be held this Thursday at Christ the King Lutheran. Mayor Nicoli reported that he spoke with County Commissioners last week about informing the public that this transfer of urban services came out of the County's long-range planning begun five or six years ago, and the reasons why it made sense for Tigard, the County, and the region. > DOWNTOWN BUSINESS DISTRICT a Mr. Monahan directed attention to the two memos in the Council packet, one from Mike Marr of j the Downtown Merchants Association listing their areas of concern, and one from him f summarizing the outstanding issues from staff's perspective. Mike Marr, Downtown Merchants Association, reviewed the first item of concern: parking. " He mentioned that the code required new construction or change of use to provide one parking space per 50 square feet of retail use but did not require non-retail uses to address parking at all. My or Nicoli noted the elimination of parking requirements by the City of Portland in the NW 23` area as an incentive to redevelopment, though no existing parking could be removed. (Mayor Nicoli recessed the meeting: Emergency medical situation.) ) Mayor Nicoli reconvened the meeting. ' Mr. Monahan suggested sending the concept of eliminating parking to the Code Rewrite • Committee for investigation. He noted that it did work in some successful areas. Mr- Marr mentioned that residents in the NW 23`d area had to struggle constantly for parking space, and that this was not a "utopian" solution. He spoke for looking at the entire picture of parking in downtown Tigard. a The Council discussed parking in the downtown. Mayor Nicoli commented that no parking requirements might be a short-term option to revitalize the downtown while working on a long- range solution. Councilor Scheckla pointed out that NW 23`d had regular bus service. Councilor Rohlf spoke for looking at the concept as a means of getting things going. t Mr. Man noted the request for no parking on the curb lane turning into the post office to alleviate the congestion. Mayor Nicoli asked that the Engineering Department investigate the situation and return to Council with a recommendation. Mr. Marr commented that the post office was an asset to the downtown because it brought people down there. In response to Councilor Rohlf s question on whether or not people stopping at the post office did any other business in the downtown, he said he thought that anything that drew people to a particular area was an asset because it created general public awareness of the downtown. He mentioned relocating municipal facilities, such as the library, closer to Main Street for that reason. Mr. Man reviewed Item 2 on his memo: a four-way stop at Burnham and Main. He commented that the temporary stop signs put up by the City during flooding made a significant CITY COUNCIL MEETING MINUTES - MARCH 18, 1997 - PAGE 4 f y~ ? Agenda Item No. i 'j Meeting of 5/516t`1 i MEMORANDUM CITY OF TIGARD TO: Honorable Mayor and City Council FROM: William A. Monahan, City Manager" l DATE: May 2, 1997 SUBJECT: Vacant Staffing Positions In November, Council agreed with my recommendation to hold General Fund vacancies open ; - ! unless specific justification was presented and Council authorized filling a position. With the exception of the Police Department positions authorized by Council for filling in March, all other General Fund positions remain vacant. Now that the proposed budget is before the Council and Budget Committee, and now that Measure 50 is before the voters for action on May 20, I feel that it is time to begin recruitment r of several General Fund positions, in case funds are available to allow filling the positions. ' Since recruitments take several weeks to complete, there is a need to start the process now so that customer service and the delivery of City services are not negatively impacted more than necessary. Should Council agree to free up these positions for advertising, notice will be u provided in the job notices that the position will only be filled if funding allows. The positions are: :j 1. Development Services Technician (DST) - An existing DST has transferred to another position in Community Development, creating a vacancy. At the same time, we are filling an Urban Services funded DST position. With development - activity higher in the summer months, Urban Service responsibilities initiating on June 1, and training of staff beginning soon, it is important that the recruitment begin. In fact, since the Urban Services funded position generated a pool of applicants, we may be able to fill the new vacancy from that pool. L~ Mood `j 1 t ;i Memo to City Council a May 2, 1997 Page Two Y 2. PBX Operator - Our Switchboard Operator resigned to take a promotion in the private sector. This position is a key citizen service contact. We originally a to fill the vacancy IiiaiuiCuiacancy -with u iCiipvraiy C~p1oyCC; h oCv'CYCr, the indiui-vdliai , did not work out. Recruiting now will allow for stability in the position. k 3. Senior Administrative Specialist - This position in Human Resources has been y vacant for a few months, since Wendy Hungerford resigned to accept a promotion in the private sector. A temporary employee has worked out well during a period of recruitment of Urban Services personnel, turnover of several staff, and completion of personnel actions related to the adoption of the TPOA contract. l 4. Risk Technician - This position was created in the 1997-97 budget. Actually, l prior to this position being created, the Human Resources position described t above (Senior Administrative Specialist) was responsible for both Human Resources and Risk support; 50%a funded by each unit. The 1996-97 budget added one-half FTE to each section to allow splitting of the position. The _ individual hired to fill this position did not work out; the position has been vacant two months. Loreen Mills has operated without support and needs to fill i this position to catch up on Workers Compensation claims and other issues. 4 5. Micro Computer Technician - The Police Computer Support staff person resigned, effective today, to accept a promotion in the private sector. Over the years, her position not only supported Police computer functions, but she assisted other departments in hardware installation and maintenance. During the Budget Committee discussion of Network Services, Paul deBruyn will explain how Network Support has been handled in the past and raise the questions whether department positions, such as the Police position, can provide y network (hardware) support in addition to department (software) support. This position is also critical to supporting our crime analysis section while managing the Police data base which interfaces with the Portland Police data I t' system. 6. Code Compliance Specialist - Recent Council action transferred code enforcement responsibility from Police to Community Development. Since the Community Services Officers (CSOs) will remain working with the Police Department, it is necessary that the position be advertised and filled. The sooner the advertising can occur and a pool of applicants created, the sooner the person selected can be trained and ready to assume responsibilities, freeing up the CSOs to fully support Police activities. r 1 l ~ Memo to City Council May 2, 1997 Page Three 7. Librarian - The Library has had a vacancy since October due to a resignation. No other General Fund funded position has been vacant this long. The denartment has snlit the duties perfnrmed by the former eMntnyre among several other individuals. Volume of activity at the Library has not reduced; in j fact, it has grown. Advertising for the position now will allow us to fill the position promptly, should funding be available after the May 20 election and budget process clarifies our financial position. 1 Several other positions are vacant; however, the recruitment and selection process is underway. These positions in Engineering, Police, Public Works, and Community K` Development have been authorized by Council or are funded by resources other than General _ Fund dollars. Recommendation: I recommend that Council grant authority for Human Resources to advertise of the seven General Fund positions now, with notice that filling of the positions is dependent upon the availability of funds. WAM\jh i:\adm\bi0\050297-.doo - f, j 4. ~ i - MEMORANDUM CITY OF TIGARD, OREGON - ,aa TO: Bill Monahan, City Manager FROM: Wayne Lowry, Director of Finance f DATE: March 20, 1997 ;i SUBJECT: Modular and Purchasing Rules t The purchase of the modular unit for the urban services effort will require certain purchasing rules to be followed because the purchase will be over $25,000 and would normally require competitive bids. Section 80.012 of the purchasing rules allows for contracts without competitive bidding in emergency situations. Such situations are described as those needed to preserve public fiords, property, or the uninterrupted provision of government services. Because the purchase of the 1 modular is necessary to preserve the uninterrupted provision of government services, we have 0MIN determined that the it may be purchased under this emergency section. 3 Our findings include the fact that we are in the process of hiring a number of new positions needed C to service the urban services area under the Intergovernmental agreement with the County. The space to be provided by the modular is necessary to provide workspace b ay 1, 1997It r such 7~une It employees, without which government services to be provided in the area could interrupted. Attached are documents that evidence our efforts to gather quotes from several vendors for the i purchase and installation of a modular unit. We believe that the avoidance of the competitive bid process due to the timeline of this effort does not materially affect the price to be paid for the modular. In order to make use of this section of the purchasing rules, I suggest that the council be asked to approve the purchase under section 80.012 of the purchasing rules acting as the Local Contract Review Board at the March 25, 1997 meeting. If you have any questions about this information, please let me know. Now* l a MEMORANDUM CITY OF TIGARD, OREGON lu: i3i11 Monahan, Wayne Lowry FROM: Michael Mills DATE: March 17, 1997 SUBJECT: Modular Office Space Available Immediately Large modular office buildings available immediately are very limited. I contacted all the businesses in the telephone book and found three double-wide modular offices available. I asked about the temporary classrooms that schools use and was told that they rarely get returned. They usually are moved to another school site, or used for storage. j GE Capital Modular Space in Eugene has on 24' x 44' designer unit available for $64,000. This is a deluxe model with th:ee enclosed offices and a restroom. (see attached quotation and floor plan) McKinney Mobile Modular has a 28' x 64' double-wide unit available for $51,000. Price includes set-up and delivery and does not have a restroom. r. Pacific Mobile Structures has a similar 28'x64' double-wide with two restrooms available for 556,000, delivered and set-up on site. (see attached floor plan.) r Leasing or leasing with the option to purchase is an option with all of the modular offices described above. There are many different plans, with one plan especially for municipalities. Lease ' payments for these three available units would range from 51,500 per month to 51,800 per month. Leasing for more than 36 months would exceed the purchase price. Leasing with the option to purchase would add around ten percent to the total cost Site preparation should include storm drainage for the existing parking lot, replacing the existing sewer lateral with ductile iron, installing a compacted gravel pad, and placing conduit for the power, telephone, and computer connections. We would need to construct steps and a landing at each door into the new modular building, and a ramp would be needed if ADA access is required. The estimated costs for the above site preparations items are S10,000 to 512,000. If restroom facilities are included in the modular office, then add S4,000 to S5,000 for sanitary sewer and water connections. These estimated costs along with other fees are summarized below. (The cost of wiring the telephone and power are not included. - i VCnVM&CMWQdMMxadm a SUMMARY OF COSTS & FEES 0 ~ GE Capital Modular McKinney Mobile Pacific Mobile (one restroom) (no restroom) (2 restrooms) Site Preparation S 17,000 S 12,000 S 17,000 ~ Trailer S 64,000 S 51,000 S 56,000 -1 TIF S 5,350 S 5,350 S 5,350 j h S 2,250 S 2,250 SWM Fee S 280 S 280 S 280 Building Permit Fees S 750 S 700 S 750 TOTAL $ 89,600 S 69,300 S 81,600 3790 ~t MAR 11 97 17:14 FROM GE SPACE EUGENE PAGE.001 Capita/ Modular Space EUGENE 29336 AIRPORT ROAD EUGENE OR 97402 I . Phone: 541-461-9172 Fax: 541-689-9942 Did You Know That We Can Provide Many VALUE-ADDED PRODUCTS AND SERVICES Including: OFFICE; RECEPTION and CLASSROOM FURNITURE • RESIDENTIAL and DORMITORY FURNISHINGS • STEPS. RAMPS and DECKS LOCKERS, SHELVES, and STORAGE EQUIPMENT • EXTENDED SERVICE PLANS ON PURa W M UNITS ,i COMPREKENSIVEdAMI GE and LIABILITY WAIVER • SITE SE?V!KS • MCNIT"" een Len.. -.r.. CRED ` w.w 11111 SIMEM I FACSIMILE TRANSMISSION SHEET Date: 03/07/199716:11:15 To: Mike Mills _ Company: City/ of Tigard Phone: 503-6394171 Fax: 503-684-7297 l - From: MARY ZORNEK _r4 r Number of pages including cover sheet s The following building Is currently located in our Eugene facility. This building was manufactured in 1996, but has never been used. Please call me if you have any questions. ' Sincerely. Mary Zomek Vy _ 1 MARY It 197 17:15 FROM GE SPACE EUGENE PAGE. 002 it C~ Capita/ Modular Space Quotation BAANCfr ONCE Quota No: 054003 EUGENE Cuote Expinm 04/06/1997 29336 AIRPORT ROAD EUGENE OR 97402 Contact MARY ZORNEK PaWNo.: 1 Phone: 541-461-9122 Fax: 541-689-9942 E Crammer _ DellnrTo # City of Tigard I Tigard OR Attn: Mika Mills Tigard OR Phone: 503-639-4171 LFax: 503-684-7297 _ UN 0 SCAIPTION AMOUNT I PEMOD 001 Sale - I Class: DESM Unit 076617 Unit length 44', Unit Width - 24' DESIGNER MULTI UNIT I M. 000.00 SerlaW. SM071A BUILDING DELIVERY I 805.00 BLOCK AND LEVEL 2.300.00 I ANCNOR/TlE DOWN 880.00 wl- SKiH-nN r 1.768.00 i I Total 63,753.001 SET-UP based on 2000 ps.f. Customer Is responsible for all permits, fees, licenses, utility connections, foundation engineering, and preparation of a level, compact and accessible site. 1 All transactions are subject to credit approval. + GE Capital Modular Space does not warrant that unit meets any kcal or state code not specifically listed. Used equipment Is sold on an as-is basis. a No phone J-boxes or lacks. Quotation good for 30 (thirty) days. No fire sprinklers, fire alarms, fire extinguishers. WAC balancing by customer. Customer is responsible for connecting electrical sub-panels and electrical cross-avers between modules. Main on panel has not been included. ,We is based on customer signing standard GECMS Lease Agreement, Sale Agreement, or Finance Lease Agreement No gutter & downspouts. i I MAR 11 '37 17:15 FROM GE SPACE EUGENE PAGE.003 - Am% E Ca ha/ Modular Space . l~ Quotation BRANCH OF FM @rors No.: OS4003 EUGENE - war Z-ORNEK Datm 03/07/1997 Phone: 541-4611--91229122 Fax: 541-689-9942 Pape No.: 2 i Pricing provided herein is based upon non-union set-up labor at non-prevalling wage. All buildings are subject to availability. j I s ID - _ f a I } r4 ~ B U' Q d ~t!`1 Y•~ ' •.r 1 H T•n O+ srr• ©1 ILL V6 w~ z „e+r Q h k 1 I" ~ W 1 I 1 ~ Rdm O ' ~ 1ol~ >`s P.1 04) 1 i ~ ~ ~ tr~^ b ~ _ npo~q d.. - - tt.... _::_..7~....:.c.::n~'e:::i.:.a 'vw4cat~ .L._+ . t~ :iv:_,:a yi .t. :rsi,lr~:~;s•~sl. ..e,~uu~.nase.ao•....e._.a..u.+~...-..e.. ,..,:.~........s.~.+..... j nuvv.. V n I 0 IF R'..T'~ T..stti.T' 'TT•LTi{:T~ T1. 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