City Council Packet - 09/14/1999
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CITY OF TIGARD
OREGON
TIGARD CITY COUNCIL
MEETING
SEPTEMEER 14,1999
COUNCIL MEETING WILL BE TELEVISED
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PUBLIC NOTICE: Anyone wishing to speak on an agenda item should sign on the
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at the beginning of that agenda item. Visitor's Agenda items are asked to be two minutes
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the City Manager.
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SEE ATTACHED AGENDA
GOUNC9. AGENDA - SEPTEMBER 14,1999 • PAGE 1
TIGARD CITY COUNCIL MEETING
SEPTEMBER 14, 1999
AGENDA
6:30 PM
• STUDY SESSION
EXECUTIVE SESSION: The Tigard City Council will go into Executive
Session under the provisions of ORS 192.660 (1) (d), (e), & (h) to discuss
labor relations, real property transactions, current and pending litigation
issues. As you are aware, all discussions within this session are confidential;
therefore those present may disclose nothing from this meeting.
Representatives of the news media are allowed to attend this session, but
must not disclose any information discussed during this session.
7:30 PM
1. BUSINESS MEETING
1.1 Call to Order - City Council & Local Contract Review Board
1.2 Roll Call
1.3 Pledge of Allegiance
1.4 Council Communications
1.5 Call to Council and Staff for Non-Agenda Items
7:35 PM
2. PRESENTATIONS AND PROCLAMATIONS
2.1 GRACE TIGARD HOUGHTON - BEQUEST PRESENTATION
® Presentation by Curtis Tigard
2.2 PROCLAIM SEPTEMBER AS DISABILITY AWARENESS MONTH
® Mayor Nicoll
7:45 PM
3. VISITOR'S AGENDA (Two Minutes or Less, Please)
7:50 PM
4. 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:
4.1 Receive and File:
a) Tentative Agenda
b) Council Calendar
4.2 Approve Budget Adjustment No. 3 - To Provide Additional Funding to the
Rite Center - Resolution No. 99-/-4-
COUNCIL AGENDA - SEPTEMBER 14,1999. PAGE 2
4.3 Approve Appointments to the Planning Commission - Resolution No. 99-
4.4 Correction of "Franchise Holder" Scriveners Error in Resolution No. 99-04
on January 26, 1999 - Resolution 99-
4.5 Local Contract Review Board (LCRB):
a. Award Construction Contract for the Sanitary Sewer Reimbursement
District No. 15 to Viking Construction
b. Award Water Rate Study Update Contract to CH2M Hill
■ Consent Agenda - Items Removed for Separate Discussion: Any items
requested to be removed from the Consent Agenda for separate discussion will
be considered immediately after the Council has voted on those items which do
not need discussion.
7:55 PM
5. VISION UPDATE
■ Risk Management Staff
8:10 PM
6. CONSIDER RESOLUTION DOCUMENTING THE CI Y'S EFFORTS TO BECOME Y2K
READY
a. Risk Management Staff
b. Council Discussion
C. Consider Resolution No. 99-
8:20 PM
7. INFORMATIONAL PUBLIC HEARING (Legislative) - FORMATION OF SANITARY
SEWER REIMBURSEMENT DISTRICT NO. 16 - 103RD AVENUE AND DELMONTE
DRIVE
a. Open Public Hearing
b. Summation by Engineering Department Staff
C. Public Testimony (Proponents, Opponents)
d. Recommendation by Staff
e. Council Questions or Comments
i f. Close Public Hearing
a g. Consideration by Council: Resolution No. 99-
COUNCIL AGENDA - SEPTEMBER 14,1999 - PACE 3
8:35 PM
8. CONSIDER ORDINANCE FOR MCI METRO ACCESS TRANSMISSION SERVICES
FRANCHISE AGREEMENT
a. Finance Department Staff
b. Council Discussion
C. Council Consideration - Ordinance No. 99-
8:45 PM
9. COUNCIL LIAISON REPORTS
8:55 PM
10. NON AGENDA ITEMS
9:05 PM
11. EXECUTIVE SESSION: The Tigard City Council will go into Executive Session under
the provisions of ORS 192.660 (1) (d), (e), & (h) to discuss labor relations, real
property transactions, current and pending litigation issues. As you are aware, all
discussions within this session are confidential; therefore those present may
disclose nothing from this meeting. Representatives of the news media are
allowed to attend this session, but must not disclose any information discussed
during this session.
9:25 PM
12. ADJOURNMENT
I: \ADM\CATHY\CCA\990914. DOC
COUNCIL. AGENDA- SEPTEMBER 14,1999 - PAGE 4
Agenda Item No. , i
TIGARD CITY COUNCIL Meeting of
MEETING MINUTES - SEPTEMBER 14, 1999
• STUDY SESSION
> Meeting was called to order at 6:30 p.m. by Mayor Jim Nicoli
> Council Present: Mayor Jim Nicoli, Councilors Paul Hunt, Brian Moore, and Ken Scheckla.
> Staff Present: City Manager Bill Monahan; Asst. to the City Manager Liz Newton; City
Recorder Catherine Wheatley; Legal Counsel Chuck Corrigan; Legal Counsel
Jim Coleman; Senior Administrative Risk Analyst Loreen Mills; City
Engineer Gus Duenas; Greg Berry, Engineering Department
> EXECUTIVE SESSION
The Tigard City Council went into Executive Session at 6:31 p.m. under the provisions of ORS
192.660 (1) (d), (3), & (h) to discuss labor relations, real property transactions, current and
pending litigation issues.
1. BUSINESS MEETING
1.1 Call to Order - City Council & Local Contract Review Board
Mayor Jim Nicoli called the meeting to order at 7:40 p.m.
1.2 Roll Call
Councilors Brian Moore, Mayor Jim Nicoli, Ken Scheckla and Paul Hunt were present.
1.4 Council Communications
Councilor Scheckla remarked on the excellence of the Tigard 38"' Birthday celebration
held last Saturday at Cook Park. On his and Martha Bishop's behalf, he thanked the
Council and all who worked on the dedication ceremony for the pavilion. He
acknowledged the work of those who built the beautiful park. He commended Bob Gray
for his excellent work in building an attractive pavilion that would serve only to enhance
the park. He mentioned the high quality music provided by the Tualatin Valley
Community Band and encouraged citizens to listen to them practice Tuesday evenings in
the pavilion.
1.5 Call to Council and Staff for Non-Agenda Items
2. PRESENTATIONS AND PROCLAMATIONS
2.1 GRACE TIGARD HOUGHTON - BEQUEST PRESENTATION
Curtis Tigard presented the City of Tigard with a check for $816,585 representing a bequest of
one-third of his s;ster Grace Tigard Houghton's estate to be used for library purposes. Mayor
Nicoli accepted tie check on behalf of the City, and thanked Mr. Tigard.
® Mayor Nicoli recessed the meeting for a break to take pictures.
Tigard City Council Meeting Minutes - September 14, 1999 - Page 1
11111E min 1 111
Mayor Nicoli reconvened the meeting.
Melinda Sissons, Library ]Director, advised the Council of the formation of a committee to
plan for the use of these moneys. She mentioned David Chapman of the Library Board and
George Burgess of the Friends of the Library Board as committee members. She asked the
Mayor to appoint a Councilor to the committee.
Councilor Hunt asked what recognition other donors received. Ms. Sissons stated that over the
years they have received donations in various amounts. She indicated that they followed the
wishes of the donor, sometimes naming a room or a collection after him/her. She said that they
listed the donor names on the Donor Board in the library, unless the person wished to remain
anonymous. She mentioned that Grace Houghton requested creation of the Grace Houghton
Browsing Room.
2.2 PROCLAIM SEPTEMBER AS DISABILITY AWARENESS MONTH
Mayor Nicoli stated that he would sign this proclamation later this evening.
3. VISITOR'S AGENDA
• Lori Queen, Triangle Properties, Triangle Professional Offices
Ms. Queen asked the City to allow the Triangle Professional Offices to hook up to the City
sewer as soon as it was installed in Beveland as opposed to waiting until after the Council's
official stamp of approval (usually occurring two to three weeks after installation). She
explained that they had people needing to move in as soon as possible (due to leases running
out). She indicated that they have completed many of the public improvements required of this
house to office conversion and were sewer ready. She said that they could not get a certificate
of occupancy until they were actually hooked up to the sewer. Ms. Queen said that they were
willing to submit a letter of agreement to pay any difference between the estimated cost and the
actual cost.
Mr. Monahan mentioned that this request related to Item 4.5 on the Consent Agenda which they
would pull for further discussion.
4. CONSENT AGENDA
Mayor Nicoli noted that Item 4.5a was pulled.
Motion by Councilor Hunt, seconded by Councilor Scheckla, to approve the Consent
Agenda, pulling Item 4.5a.
Motion was approved by unanimous voice vote of Council present. (Mayor Nicoli, Councilors
Hunt, Moore, and Scheckla voted "yes.")
4.1 Receive and File:
a) Tentative Agenda
b) Council Calendar
4.2 Approve Budget Adjustment No. 3 - To Provide Additional Funding to the Rite
Center - Resolution No. 99-64
4.3 Approve Appointments to the Planning Commission - Resolution No. 99- 65
4.4 Correction of "Franchise Holder" Scrivener's Error in Resolution No. 99-04 on
January 26, 1999 - Resolution 99-66
Tigard City Council Meeting Minutcs - September 14, 1999 - Page 2
Jill
4.5 Local Contract Review Board
a. Award Construction Contract for the Sanitary Sewer Reimbursement District '
No. 15 to Viking Construction
b. Award Water Rate Study Update Contract to CH2M Hill
Consent Agenda - Items Removed for Separate Discussion
4.5 a. Award Construction Contract for the Sanitary Sewer Reimbursement District No. 15
to Viking Construction
Gus Duenas, City Engineer, stated that staff checked with the City Attorney regarding the
Triangle Properties request to hook up to the sewer immediately upon completion. He said that
the Council could allow hook up as long as the sewer was tested and functional. He agreed that
sometimes it took two to three weeks to go through the official City procedures and hold the
final hearing at which Council adopted the district.
Mr. Duenas said that he had no problem with Council granting a waiver as long as the City
received a letter from the property owner agreeing to pay any difference between the estimated
amount and the actual cost, and waiving any objections to the district.
The Council agreed by consensus to allow the early hook-up.
Motion by Councilor Moore, seconded by Councilor Scheckla, to approve Item 4.5a as
corrected.
Motion was approved by unanimous voice vote of Council present. (Mayor Nicoli, Councilors
Hunt, Moore, and Scheckla voted "yes.")
Councilor Moore thanked the re-appointed Planning Commission members, Mark Padgett and
Judith Anderson, and the newly appointed member, Mr. Topp, for their time working on the
Commission.
5. VISION UPDATE
Liz Newton, Assistant to the City Manager, and Loreen Mills, Senior Administrative Risk
Analyst, presented an update on the progress of the Tigard Beyond Tomorrow visioning
program from May through August. Ms. Newton reviewed the extensive volunteer activity
occurring under the first area, Community Character and Quality of Life. In particular, she
mentioned the "Fire Hydrant Brigade" (teenage volunteers who painted many fire hydrants this
summer), the DARE summer camps, and the families and businesses participating in the Adopt
a Path or Park programs.
Ms. Newton reported that the Tigard Central Business District Association intended to discuss
with Council its desire to partner with the Oregon Downtown Development Association in order
to implement its adopted action plan which identified needs in the downtown. She noted the
new Adopt a Street program soon to be implemented.
Ms. Newton reviewed the three goals in the Growth and Growth Management area. She stated
that the Washington Square Regional Center Task Force was ready to present its report to the
Council and the Planning Commission, making recommendations on the plan for the future
growth and development of the Washington Square area. She noted further opportunities for
public input. She mentioned opportunities for public input into the City/County joint discussion
of the costs and benefits of a possible Walnut Island annexation. She said that they were
Tigard City Council Meeting Minutes - September 14, 1999 - Page 3
waiting for the results of a Metro study before proceeding with the affordable housing program.
Ms. Mills reviewed the Public Safety area and the goal to create partnerships between
community residents and emergency providers. She mentioned a new program in the City, the
Enhanced Safety Program (ESP), a "neighborhood watch" program for multi family dwellings.
She said that staff selected the Villa La Paz Apartments to conduct the first program, beginning
in the next few weeks. She referenced the information packets prepared by staff discussing how
citizens could prepare for emergencies, from Y2K to ice storms to earthquakes. She said that
those packets were available at the City's website, the library, City Hall and the Water Building.
Ms. Newton reviewed the Schools and Education area. She reported that the School District and
the City have worked closely on issues raised by students, parents and community members at
the January 1999 CIT meeting. She said that they scheduled the report on their responses to
those issues for the October 7, 1999, CIT meeting. She mentioned beginning discussions with
students and the community on a community center.
Ms. Mills reviewed the Transportation and Traffic area. She noted that the updated
Transportation System Plan would include elements addressing alternate modes of
transportation to the auto, including pedestrian and bike paths, as a means of improving the
traffic flow.
Ms. Mills reviewed the Urban and Public Services area. She mentioned the Long Range
Planning Committee formed by the Library to review library services and to identify funding
options. She noted the current library volunteer projects of book-mending and organizing the
collection. She spoke of the Task Force created to review the options for parks and recreation
for the community, the completion of the inventory of the City's parks and recreation assets
(including school fields), and the citizen survey scheduled for this fall to determine the need for
parks and recreation programming in the community.
Ms. Mills noted that all four jurisdictions comprising the Intergovernmental Water Board (King
City, Durham, Tigard and the Tigard Water District) voted to proceed with plans to develop a
water treatment facility on the Willamette River. She mentioned the charter amendment before
the Tigard citizens on the September 21 ballot on whether or not citizens would have the ability
to vote on the choice of a water source.
Councilor Scheckla asked how rollerblades fit into a transportation system. Ms. Mills said that
she did not know, and directed the Councilor to Mr. Duenas.
6. CONSIDER RESOLUTION DOCUMENTING THE CITY'S EFFORTS TO BECOME
Y2K READY
Ms. Mills reviewed the staff work done to make the City as Y2K ready as possible. She pointed
out that no one could say for sure what would happen when the clock changed from December
31, 1999 to January 1, 2000, but staff has tested and reviewed all the City's information and
computer embedded systems as part of their due diligence effort to be ready. She referenced the
documentation of the City's efforts located at the City's website. She stated that they would
have the Emergency Operation Center open on that night, ready to respond if necessary. She
noted that they were working with other jurisdictions as well.
Ms. Mills encouraged citizens to obtain copies of the 25 information packets prepared by staff
discussing how to prepare for emergencies and how to be self-sufficient for 72 hours in the
event of an emergency. She noted that each department prepared a back-up plan for continuing
to do business during an emergency.
Tigard City Council Meeting Minutes - September 14, 1999 - Page 4
Ms. Mills asked the Council to adopt a resolution documenting the City's efforts to be Y2K
ready. She explained that the legislature passed SB 268, requiring local governments to meet
the due diligence test in preparing for Y2K.
Councilor Scheckla asked Ms. Mills to describe more exactly what the City planned for
December 31. Ms. Mills reiterated that they would open the Emergency Operations Center for
part of December 31 in order to have staff on hand, ready to respond if necessary. She said that
they were coordinating with other jurisdictions, such as Tualatin Valley Fire & Rescue who
would also open the Washington County Emergency Operations Center. She referenced the
City department business continuation and staffing plans. She indicated that both the police and
public works would have extra staff standing by, ready to respond.
Motion by Councilor Moore, seconded by Councilor Scheckla, to approve Resolution No.
99-67.
The City Recorder read the number and title of the resolution.
RESOLUTION NO. 99-67, A RESOLUTION OF THE TIGARD CITY COUNCIL
DOCUMENTING THE CITY'S EFFORTS TO BECOME Y2K READY
Motion was approved by unanimous voice vote of Council present. (Mayor Nicoli, Councilors
Hunt, Moore, and Scheckla voted "yes.")
7. INFORMATIONAL PUBLIC HEARING - (Legislative) FORMATION OF SANITARY
SEWER REIMBURSEMENT DISTRICT NO. 16 -103` D AVENUE AND DELMONTE
DRIVE
a. Mayor Nicoli opened the public hearing.
b. Summation by Engineering Department Staff
Greg Berry, Engineering Department, presented the staff report. He stated that this project
would serve 22 lots with sewer service in the Delmonte-103`d-104"' area. He pointed out that
this was the eighth reimbursement district in this program that has brought sewer service to 116
lots. He reported that the estimated per lot cost for this project was $10,200. He mentioned
Resolution 98-51 which limited the property owner's cost to $8,000.
Mr. Berry reviewed an addition suggested by the City Attorney's Office to require payment of
the reimbursement fee in addition to the reimbursement district cast if the use of the property
increased significantly. He mentioned that 11 out of 22 property owners expressed support of
the project.
c. Public Testimony
o Jean Munhall
Ms. Munhall asked for clarification on the homeowner's responsibilities for hooking up. Mayor
Nicoli explained that the homeowner hired his/her own plumber to do the work necessary to
connect his/her home to the City sewer line. Mr. Berry reviewed the process necessary to
decommission a septic tank, including obtaining a permit from the County Health Department.
Ms. Munhall asked for confirmation that she had to pay the $8,000 and the connection fee up
Tigard City Council Meeting Minutes - September 14, 1999 - Page 5
NMI
front as opposed to paying it off over time. Mayor Nicoli explained that the City was not set up
to handle time payments, and therefore required payment upon connection to the sewer.
Councilor Moore asked if there was a miniinum or maximum time limit by which the
homeowner had to hook up. Mr. Berry said that there was no time limit for hook up. He
confirmed that the homeowners received a break if they hooked up in the first year because the
City capped the $10,200 actual reimbursement district cost at $8,000. He said that staff would
notify the homeowners when the first year began.
Mayor Nicoli asked what the assessment grew to in the second year. Mr. Berry said that in the
second year, a homeowner would pay the actual cost (estimated at $10,200) plus the annual fee
increase at 6% interest. Mayor Nicoli commented that there were probably enough savings
gained by hooking up the first year to make it worth obtaining a home equity loan from a bank.
He reiterated that the City was not set up to handle an installment payment system.
Ms. Munhall asked if this project impacted the Murdock Street extension. Mr. Berry stated that
this project was not related to the Murdock project.
Mr. Berry noted that the $2,335 connection fee could go up in July. He confirmed Councilor
Scheckla's remark that, upon expiration of the district in 15 years, a homeowner only paid the
connection fee of $2,335 plus any plumber expenses to connect to the sewer; the reimbursement
district fee expired.
Deborah Margeson
Ms. Margeson asked if homeowners could pay the $8,000 the first year but not actually hook up
and pay the connection fee and plumber costs until later. Mr. Monahan said that staff has not
discussed this situation but he thought that Council could make the interpretation to allow a
homeowner a credit for paying the reimbursement district fee the first year. He indicated that
the homeowner would pay whatever the connection fee was during the year he/she hooked up.
The Council agreed by consensus with that interpretation.
Mayor Nicoli stated that the City was not forcing people to go on sewer through these
reimbursement districts at this time. He observed that that could change with the Endangered
Species Act and the interest in reducing "non-point discharge" of waste into the groundwater
systems in the Tualatin River and Fanno Creek watersheds. He cited that as a reason why the
City has slowly been trying to bring neighborhoods on line with sewer, especially those
neighborhoods with septic tank programs. He reiterated that no citizen had to hook up to sewer
but the line was available should the septic tank fail. He commented that the City saw a range
of 50% to 80% of the people in a neighborhood hooking up immediately. He emphasized that
the City placed no 'lien against someone's house for the reimbursement district fee.
e Gentleman in the audience
A gentleman asked what the average sewer bill ran in the city. Councilor Hunt explained that
there was no average because they based the sewer bill on the amount of water used by a
household. Councilor Moore indicated that his combined water/sewer bill ran between $80 to
$90 every two months, half of which was sewer and half water. Councilor Hunt pointed out that
the bill included storm water sewer, so the sanitary sewer portion ran closer to $20 to $30 per
month. Mayor Nicoli directed citizens with questions regarding sewer billing to the Finance
Department.
Several audience members indicated their understanding that staff would send them more
Tigard City Council Meeting Minutes - September 14, 1999 - Page 6
financial information regarding hooking tip to the sewer. A lady commented that she thought
that they would get a cost analysis. Mr. Berry reported that he sent out the letter today with the
financial information.
Mayor Nicoli asked if there was a rush on staff's part to receive approval of this project. Mr.
Berry indicated that, with several people anxiously awaiting the sewer installation, staff wanted
to start construction while they still had good weather.
Mayor Nicoli asked who in the audience wanted to hold up the project another week in order to
get their questions answered. Three people raised their hands.
Craig Smelter, 34900 SW 103rd
Mr. Smelter stated that he lived in the neighborhood and worked as a contractor. He questioned
the City going out to bid on this project when it has not yet established the district. Mayor
Nicoli stated that they had a firm district. He explained that this was an informational hearing,
although the Council did have the authority to delay or stop the project.
Mr. Smelter asked if homeowners had any input on the location of the laterals going to their
individual lots. Mayor Nicoli said that the City gave discretion to the homeowner to dictate the
location of the laterals, although the homeowner did need to coordinate his request with City
staff. Mr. Berry said that the on site inspectors would talk with the homeowners individually to
determine where they wanted the lines installed.
Mr. Smelter asked when the estimated completion date was for the project. Mr. Berry said that
they expected completion in mid-November if they formed the district tonight. He commented
that he was not certain what the consequences would be to the schedule if they delayed the
project. He explained that the financial information he sent the homeowners related to other
methods of paying for the sewer.
The Council agreed to recess the hearing to allow Mr. Berry to meet with the homeowners in the
lobby and to present the infonnation included in the letter. They would reconvene the hearing later
this evening.
Mayor Nicoli reconvened the hearing. Mr. Berry stated that he answered the questions but he did
not take a consensus vote. Mayor Nicoli asked if anyone wanted to talk to the Council or had ar.
objection to proceeding with the district. Councilor Moore commented that it was to the
homeowners' advantage to proceed.
s Eric Margeson
Mr. Margeson asked if the Engineering Department could extend the lateral line another 30 feet
to make it easier for him to hook up to the sewer. He explained that the line came in from the
south end of the lot but their tank was located at the north end (a situation common to the
properties on his side of the street). Mr. Berry indicated that they could; work something out,
although it would raise the cost of the project.
d. Recommendation by Staff. Approve the establishment of Sanitary Sewer Reimbursement
District No. 16.
e. Mayor Nicoli closed the public hearing
f. Council Consideration: Resolution No. 99-68
Tigard City Council Meeting Minutes - September 14, 1999 - Page 7
Motion by Councilor Hunt, seconded by Councilor Scheckla, to adopt Resolution No. 99-
68.
The City Recorder read the number and title of the resolution.
Tigard City Council Meeting Minutes - September 14, 1999 - Page 8
s
RESOLUTION NO. 99-68, A RESOLUTION ESTABLISHING SANITARY SEWER
REIMBURSEMENT NO. 16.
Motion was approved by unanimous voice vote of Council present. (Mayor Nicoli, Councilors
Hunt, Moore, and Scheckla voted "yes.")
Councilor Hunt asked if staff had an estimate on the number of unsewered areas remaining in
the City. Mr. Berry said that he did not have an estimated figure but they did put a big dent in
the number of unsewered areas and reached the most critical ones.
o The Council considered Item 12, Study Session, at this time.
8. CONSIDER ORDINANCE FOR MCI METRO ACCESS TRANSMISSION SERVICES
FRANCHISE AGREEMENT
Craig Prosser, Finance Director, reported that he worked with the City Attorney's Office to
revise a paragraph in the agreement to address the Council's concerns regarding the ambiguity
of the language discussing coverage of costs for moving lines or excavation. He said that MCI
has reviewed the changes. He mentioned that Scott Snow from MCI was here to answer
questions.
Councilor Scheckla asked if Councilor Patton commented on the change. Mr. Monahan stated
that, while Councilor Patton provided staff with her comments on other items in the packet, she
did not make any comments on this item.
Motion by Councilor Scheckla, seconded by Councilor Hunt, to adopt Ordinance 99-25.
The City Recorder read the number and title of the ordinance.
ORDINANCE NO. 99-25, PAN ORDINANCE ESTABLISHING THE FRANCHISE OF MCI
METRO ACCESS TRANSMISSION SERVICES LLC, ITS SUCCESSORS AND ASSIGNS,
GRANTING THE RIGHT TO PLACE, ERECT AND MAINTAIN POLES, WIRES AND
OTHERAPPLICANCES AND CONDUCTORS AND TO LAY UNDERGROUND WIRES
FOR THE TRANSMISSION OF ELECTRICITY FOR TELECOMMUNICATION
PURPOSES IN, UPON, UNDER, AND OVER THE STREETS, ALLEYS, AVENUES,
THOROUGHFARES, AND PUBLIC HIGHWAYS OF THE CITY OF TIGARD, OREGON;
AND TO CONDUCT TELECOMMUNICATION BUSINESS WITHIN THE CITY OF
TIGARD, AUTHORIZING THE MAYOR TO ENTER INTO SUCH AN AGREEMENT, AND
REPEALING ALL ORDINANCES AND PARTS OF ORDINANCES IN CONFLICT
HEREWITH AND DECLARING AN EMERGENCY.
Motion was approved by unanimous roll call vote of Council present. (Mayor Nicoli,
Councilors Hunt, Moore, and Scheckla voted "yes.")
e The Council returned to Agenda Item 7 at this time.
9. COUNCIL LIAISON REPORTS
10. NON AGENDA ITEMS
Tigard City Council Meeting Minutes - September 14, 1999 - Page 9
11. EXECUTIVE SESSION
The Tigard City Council went into Executive Session at 8:50 p.m. under the provisions of ORS
192.660 (1) (d), (3), & (h) to discuss labor relations, real property transactions, current and
pending litigation issues.
12. STUDY SESSION
e City Council December meeting dates
The Council discussed when to hold their December meetings. They agreed by consensus to
schedule two business meetings for December 7 and 14 and to make December 21 available if
necessary. They agreed to keep December 14 as the TV night. Cathy Wheatley, City
Recorder, noted that the next Council meeting (following the December 14 meeting) would be
January 11.
o Funding for the Tigard High School Marching Band
Ms. Newton recalled the Council's direction at its August 24 meeting for the City Manager to
discuss this issue with the District. She reported that she discussed this issue with Susan Stark
Hayden of the School District. She said that the District cut the funding this year for both the
Marching Band ($6,000) and the Jazz Band ($1,050). She indicated that they authorized the
middle schools and high school to raise revenue through billboard sales to fund programs like
this.
Ms. Newton explained that the bands did receive loans from the District to stay in place for this
year (since their billboard revenues would not come in until January). She noted that the
students and Booster Club intended to pay back the loan through fund-raisers. She said that if
the Council did decide to authorize funding,, it would be a one time commitment because the
bands would use the billboard revenue for future funding of extra-curricular activities. She
asked for Council direction.
The Council discussed the Mayor's suggestion of hiring the band to provide entertainment at the
annual Council volunteer dinner held at the high school or at other Council functions. Ms.
Newton pointed out that the Marching Band would not fit in the Council Chambers while
Councilor Moore noted that the Jazz Band would fit. Councilor Moore suggested a dollar for
dollar match by the City for any funds raised by the students. Councilor Hunt suggested
combining the two suggestions: provide the 50% match but require band services in return. The
Council directed staff to talk with the District to see what could be arranged.
Council Dinners
The Council discussed the staff request for input on the Council dinner menus. They discussed
each Councilor choosing one of the menus but decided to leave the menu selection up to staff.
o Communications
> Mr. Monahan advised Council that staff wanted to schedule discussion of the letter from Tom
Brian (received today) regarding a vehicle registration fee in connection with HB 2082 for the
September 28 meeting.
> Mr. Monahan asked the Council to return its comments regarding the Cityscape to Ails.
Tigard City Council Meeting Minutes - September 14, 1999 - Page 10
Wheatley by Thursday at 10:00 a.m. in order to meet their publishing deadline.
> Mr. Monahan advised Council of a request from County Chair Tom Brian for a City
representative to attend a Housing Services discussion of the Washington County Consolidated
Plan on Housing, scheduled for Thursday, September 30, at 10 a.m. The Councilors agreed to
check their calendars and get back to Mr. Monahan.
> Mr. Monahan advised the Council that the developer was completing the final street paving in
the Hillshire Woods subdivision. Councilor Moore asked why it took so long for the second lift
on this project. Mr. Monahan explained that each phase had a different period of time in which
the developer needed to comply and it had not run out in some cases. He commented that
apparently the developer wanted to wait until the street settled with all utilities in to prevent
future patches.
Mayor Nicoli described it as a situation in which the developer waited until the last minute to do
the paving in order to allow his money to earn as much interest as possible. He spoke to
changing the regulation to require developers to do the paving the summer following 80%
buildout of the subdivision. Mr. Monahan said that Engineering has been working on that
requirement because they found that the City did not get the cooperation it expected in calling in
the bond.
> Mr. Monahan reported receipt of a letter from Jenelle Eakins (who coordinated the Country
Daze Parade) thanking the Council and staff for the donation, support, and clean-up work for the
parade. The Council discussed how well the parade was organized and run. They mentioned
hearing comments from the community on the excellence of the event. Mayor Nicoli asked the
Council to send a letter commending the parade organizers for their work in putting on this
event and asking them to do it again next year.
> Councilor Hunt complimented the staff on the birthday celebration and pavilion dedication at
the park last Saturday. The Council discussed how well that event went and the positive
feedback from the community.
11. EXECUTIVE SESSION
The Tigard City Council went into Executive Session at 9:40 p.m. under the provisions of ORS
192.660 (1) (d), (3), & (h) to discuss labor relations, real property transactions, current and
pending litigation issues.
12. ADJOURNMENT: 9:50 p.m.
Attest: Catherine Batley, City Recorder `
or, Zty of Tigard
Date:
I; SAD M\CATHYIC C W990914. D OC
Tigard City Council Meeting Minutes - September 14, 1999 - Page 1 l
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1
COMMUNITY NEWSPAPERS, INC. Legal I
P.O. BOX 370 PHONE (503) 684-0360 Notice TT 9 4 d 4
BEAVERTON. OREGON 97075
Legal Notice Advertising
City of Tigard • ❑ Tearsheet Notice
13125 SW Hall Blvd.
• Tigard,Oregon 97223 0 ❑ Duplicate Affidavit
•Accounts Payable •
_i
AFFIDAVIT OF PUBLICATION
STATE OF OREGON, )
COUNTY OF WASHINGTON, )ss'
I, Kathy Snarler
being first duly sworn, depose and say that 1 am the Advertising
Director, or his principal clerk, of thiyigarA-Tilal ati n Times
a newspaper of general circulation as defined in ORS 193.010
and 193.020; published at Ti Bard in the
aforesaid county and state; that the
_f i +'3Y COlIn-~i 1 /r nca-1 Contract Rev Srdi Neating
a printed copy of which is hereto annexed, was published in the
entire issue of said newspaper for ONE successive and
consecutive in the following issues:
September 9,1999
Subscribed and sworn to b ore me this 9th cla~of September, 1999
OFFICIAL SEAL
ROBIN A. BU610E88
Not Pu lic for Oregon } NOTARY PUBLIC-OREGON
COMMISSION NO. 062071
My Commission Expires: MY GOMMISSIUN EXPIR[S MAY 16, 2001
AFFIDAVIT I
Ttie i.q1 _ v M0a9 lti : e published for your iat`ciM*Ion, Full
agendasinay be pbtainid=f10bii.the.City Recorder, 13125 3W Hall
Boulevard, Tigard, Oregon "223`b,r by calling 639-4171.
TIGARD CITY COUNCIL
AND LOCAL CONTRACT. REVIEW BOARD MEETING
September ],4;;:1999.. 6:30 P.M..
TIGARD: CITY fIALL TOWN MALL
13125 SW HALL BOULEVARD, T1GARD, OREGON
• DisabilityAwaieness Month PmLladnation '
Curtis Tigard Check,Presentatian and Discussion
• Vision Update
• Y2K Update
• Public Heaiiiig: Establish San tary Sewer R6imbursement Diltriet
110. 16, at 103rd Avenue' and-Delmunte Drive.
t ` • Increase in Administration; Release'Fees.;or.Impounded Vchieles
• : > MCI Mctm A i6t T=511nission Se; vices, Frafiddsa Agrooineht
• eutive Sessns n
77'94W4 Publish Septimber, 9,1999. 4 .
w
AGENDA ITEM NO: 2 -VISITOR'S AGENDA DATE : September 14,1999
(Limited to 2 minutes or less, please)
Please sign on the appropriate sheet for listed agenda items. The Council wishes to hear from you on other issues
not on the agenda, but asks that you first try to resolve your concerns through staff. Please contact the City Manager
prior to the start of the meeting. Thank ycu.
STAFF CONTACTED
NAME, ADDRESS & PHONE TOPIC
f-c~r11 oue 7►^ravira~e Jgrope4.4i e5 USA S U 6
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MEMORANDUM
CITY OF TIGARD, OREGON
TO: Honorable Mayor and Council
FROM: Elizabeth Newton, Assistant to the City Manager
DATE: September 7, 1999
SUBJECT: Funding for Tigard High School Marching Band and Tigard High
School jazz Band
At the August 24, 1999, City Council meeting, Council discussed the School
District budget cut to the Tigard High School Marching Band. Consensus of
Council was to authorize the City Manager to discuss the budget cut with the
School District and bring information back to Council.
On Friday, August 27, 1 met with Susan Stark Hayden. The cost to reinstate the
marching band is $6,000. Funds for the jazz band have also been cut. The cost
to reinstate the jazz band is $1,050.
It is important to note that the Districts has provided the funds for both programs
so there will be a marching band and a jazz band when school starts in the fall.
However, the funds must be repaid to the District by the end of the school year.
At this point, the students and band boosters intend to pay back the money
through fund raising.
It is also important to note that the District has signed an agreement to allow
billboard advertising in the middle and high schools. The advertising revenue
will, in future years, provide funding for the marching band and jazz band along
with other extracurricular activities. This school year however, revenue from the
billboard advertising will not be avallab!e until January and will not be sufficient to
cover all of the extracurricular activities that need funds.
If Council decides to cover the cost of the marching band and jazz band this
school year, it appears that it would be a one-time commitment.
Staff will review the following options with Council during the study session at the
September 14, 1999, Council meeting:
1. Direct staff to pay $6,000 to Tigard High School to fund the Tigard High
Marching Band for the 1999-2000 school year.
2. Direct staff to pay $7,050 to Tigard High School to fund the Tigard High
Marching Band at $6,000 and the Tigard High jazz Band at $1,050.
I:1admXIM090799-band tunding.doc
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'AGENDA ITEM #
FOR AGENDA OF 9/14/99
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE Curtis Tigard Check Presentation
PREPARED BY:-elinda Sisson DEPT HEAD OK_ CITY MGR OK
ISSUE BEFORE THE O JN IL
Curtis Tigard will make a presentation of a (pseudo) check in the amount of $816,585 to the Library on behalf
of his sister, Grace T. Houghton.
STAFF RECOMMENDATION
Accept the donation for the purpose of constructing an expansion to the existing Library building.
INFORMATION TMMAl2Y
The Library was notified in April that it was a beneficiary of the Grace T. Houghton Trust. Council adopted
Resolution 99-29 accepting a donation from the Revocable Living Trust of Grace T. Houghton on May 11,
1999. A check was delivered to the City on August 16, 1999 in the amount of $816,585. Mrs. Houghton had
specifically devised the following to City of Tigard Oregon Public Library: "...to be applied and utilized in
establishing, fizrnishing designating and supplying a room or area to be known as the Houghton Browsing
Room," marked by a bronze plaque..."
OTHER ALTERNATIVES CONSIDERED
VISION TASK FOR T AND A T10N COMMITTEE STRATE
Urban & Public Services/Library. Goal #1: Library will have a stable funding base for the provision of basic
services. Strategy #3: Seek alternatives to current tax base funding mechanism.
FISCAL NOTES
A check in the amount of $816,585 was received on August 16, 1999 and deposited with the Finance
Department for the creation of a special fund.
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P R IV A T E F I N A N C I A L~ S E R V I C E 5
BANKING • TRUST • INVESTMENT MANAGEMENT
August 16, 1999
City of Tigard, Oregon Public Library
Melinda Sisson, Director
13125 SW Hall Blvd.
Tigard, OR 97223
Re: Grace T. Houghton Bequest
Dear Mrs. Sisson:
The time has arrived to make a large parii^I distribution to each beneficiary of the Grace T. Houghton Trust.
Enclosed is a check to your organization for $816,585.00. Mrs. Hougl~>on had specifically devised the following
to City of Tigard, Oregon Public Library:
Section C (1) "One (1) (which equals .33330 of the trust) of such parts to the CITY OF TIGARD,
OREGON, PUBLIC LIBRARY, established pursuant to ORS 357.400 et seq, or
any successor, the principal thereof to be'applied and utilized in establishing,
furnishing, designating and supplying a room or area to be known as the "Houghton
Browsing Room", marked by a bronze plaque; provided, that such funds may be so
utilized only with respect to a library building constructed on lands owned by the
City of Tigard, or its governmental successor; and further provided, that the income
from said fund may, in the iscretion of the City Library administration, be utilized
for general purposes of the Tigard City Library administration. It is my intent
hereby that the principal of such fund shall remain intact except for expenditures as
hereinabove stated."
Please review the partial allocation schedule and receipt enclosed. Sign and return the receipt in the envelope
provided.
We are withholding a cash reserve of approximately $55,000.00 until we receive a tax release letter from the
Federal Government. We expect to send another distribution out May, 2000 after the Internal Revenue Service
completes its tax audit and delivers a tax release letter to U.S. Bank. In the meantime, you will continue to
receive statements on this account.
Please contact us with any questions or concerns.
Sincerely,
01
Wendy Godd d Gregory
Trust Officer
(503) 275-6656
(800) 531-4894
R
PO Sox 3168 Portland, OR 97208-3168
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MEMORANDUM Agenda Item No.~
CITY OF TIGARD, OREGON
Meeting of 6111 TO: Honorable Mayor and City Council
FROM: Bill Monahan
DATE: August 26,1999
SUBJECT: COUNCIL CALENDAR, September 1999 - November 1999
Regularly scheduled Council meetings are marked with an asterisk If generally OK, we can
proceed and make speck adjustments in the Monthly Council Calendars.
September
6 Monday Labor Day Holiday - City Offices Closed
* 14 Tues Council Meeting (6:30 p.m.)
Study Session -Business Meeting
* 21 Tues Council Workshop Meeting (6:30 p.m.)
* 28 Tues Council Meeting - (6:30 p.m.)
Study Session - Business Meeting
October
* 12 Tues Council Meeting - (6:30 p.m.)
Study Session - Business Meeting
*19 Tues Council Workshop Meeting - (6:30 p.m.)
23 Sat Make a Difference Day
*26 Tues Council Meeting - (6:30 p.m.)
Study Session - Business Meeting
November
* 9 Tues Council Meeting (6:30 p.m.)
Study Session - Business Meeting
11 Thurs Veterans' Day Holiday - City Offices Closed
*16 Tues Council Workshop Meeting (6:30 p.m.)
* 23 Tues Council Meeting - (6:30 p.m.)
Study Session - Business Meeting
25-26 Thurs & Thanksgiving Holiday - City Offices Closed
Fri
1:ndm\catey\cound1\ccca1.doc
Nil III III 1 11
AGENDA ITEM # 4, a
FOR AGENDA OF September 14, 1999
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE A RESOLUTION APPROVING BUDGET ADJUSTMENT #3 TO THE FY 1999-
00 BUDGET TO PROVIDE ADDITIONAL FUNDING TO THE RITE CENTER.
PREPARED BY: Craig Prosser DEPT HEAD OK ~ CITY MGR OK Vw-
ISSUE BEFORE THE COUNCIL
Shall the City Council approve an amendment to the FY 1999-00 Budget to appropriate additional funding for
the RITE Center?
STAFF RECOMMENDATION
Staff recommends approval of this budget amendment.
INFORMATION SUMMARY
The FY 1999-00 Budget contains $8,760 as a grant to the RITE Center, which provides services to the homeless
in eastern Washington County. The RITE Center has requested additional funding of $6,240 to bring the total
grant from the City up to $15,000. This request was reviewed and approved by the City Council on July 27,
1999. It is now necessary to amend the FY 1999-00 Budget to allow this additional payment to be made.
OTHER ALTERNATIVES CONSIDERED
Do not approve this budget amendment; maintain the City's FY 1999-00 contribution to the RITE Center at
$8,760.
VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY
N/A
FISCAL NOTES
This resolution transfers $6,240 out of the General Fund contingency to allow the additional payment to the
RITE Center.
AGENDA ITEM #
FOR AGENDA OF September 14, 1999
CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE Appointments to the Planning Commission
PREPARED BY: Susan Koepping DEPT HEAD OK CITY MGR OK
ISSUE BEFORE THE COUNCIL
Appointments to the Planning Commission.
STAFF RECOMMENDATION
Adopt the attached resolution reappointing Mark Padgett and Judith Anderson, and appointing Steven Topp to
the Planning Commission.
INFORMATION SUMMARY
On Aug. 26, 1999 the Mayor's Appointment Advisory Committee interviewed candidates for openings on the
Planning Commission. Attached is a resolution which, if adopted, would approve the appointments
recommended by the Mayor's Appointment Advisory Committee.
OTHER ALTERNATIVES CONSIDERED
Delay action on the appointments.
VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY
Goal: City will maximize the effectiveness of the volunteer spirit to accomplish the greatest good for our
community.
FISCAL NOTES
none
AGENDA ITEM # 4,4
FOR AGENDA OF September 14. 1999
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE _Correction of "Franchise Holder" scrivener's error in Resolution No. 99-04 adopted
by Council on January 26. 1999.
PREPARED BY:_ Cathy Wheatley DEPT HEAD OK CITY MGR OK
ISSUE BEFORE THE COUNCIL
Correction of scrivener's error in Resolution No. 99-04.
STAFF RECOMMENDATION
Adopt the attached resolution correcting the scrivener's error on Resolution No. 99-04.
INFORMATION SUMMARY
Resolution No. 99-04 granted a renewal of a non-exclusive cable television franchise agreement to TCI of
Oregon, Inc. The correct name of the franchise holder should have been TCI of Tualatin Valley, Inc. The
current resolution asks the Council to change the designated franchise holder from TCI of Oregon, Inc. to TCI
of Tualatin Valley, Inc.
OTHER ALTERNATIVES CONSIDERED
None.
VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY
There is no Vision Task Force Goal that directly applies to this item.
FISCAL NOTES
None.
\UIa333\usr\depls\adm\calhylagnda sum lei.doc
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AGENDA ITEM # 5 a,
FOR AGENDA OF Sgptember 14.1999
CITY OF TIGARD, OREGON
LOCAL CONTRACT REVIEW BOARD ITEM SUMMARY
ISSUE/AGENDA TITLE Baveland Street w Extension
PREPARED BY: G Bg= DEPT HEAD OK Gus Duenas MGR OK Bill Monahan
ISSUE BEFORE THE COUNCIL
Shall the Local Contract Review Board award the contract for the construction of the SW Beveland Street &
Hermoso Way Sanitary Sewer Extension?
STAFF RECOMMENDATION'
The staff recommends that the Local Contract Review Board, by motion, approve the contract award to diking
Development L.L.C. DBA Viking Construction, in the amount of $100,551.13.
INFORMATION SUN MARY
The line would serve twenty-five properties along SW Beveland Street and SW Hermoso Way through Sewer
Reimbursement District No. 15 of the Neighborhood Sewer Extension Program. Council authorized formation
of Sewer Reimbursement District No. 15 by approving Resolution No. 99-63 on August 24, 1999.
The bid opening was conducted on August 31, 1999. The bid results are:
Viking Construction Tigard, OR $100,551.13
Sight Excavating, Inc. Mosier, OR $124,323.63
HUBCO Excavating Gresham, OR $125,939.00
ECI Hillsboro, OR $127,627.10
APC Undergrounding Canby, OR $134,162,55
3DC Beaverton, OR $140,191.00
S-2 Contractors Oregon City, OR $140,631.00
J.W. Underground, Inc Gresham, OR $141,339.00
K&R Plumbing Const. Clackamas, OR $149,882.80
Kerr Contractors, Inc. Tualatin, OR $154,690.00
H&H Excavating Clackamas, OR $212,8871.90
WA Jones Sherwood, OR $233,803.00
Engineers Estimate $133,500.00
The contractor has been requested to provide references.
OTHER ALTERNATIVES CONSIDERED
There is no other available connection point that would be able to provide sanitary sewer service for the subject
properties.
h
r
VISION TASK FORGE GOAT AND ACTION COMMUEE SMATEG
N1A
FISCAL NOTES
The amount of $500,000.00 has been set aside in the approved FY 1999-2000 budget for the Neighborhood and
Commercial Area Sewer Extension programs. This funding is adequate for this project.
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N/W 1/4 NE 1/4 SECTION 1 T2S R1W (T,L1401) N/W 1/4 NE 1/4 SECTION 1 72S R1W (T.LJ608) ~f
N/W 1/4 NE 1/4 SECTION i T2S R9W (T,L.1402) N/W 1/4 NE 1/4 SECTION 1 T2S R1W (T.L.1609)
N/W 1/4 NE 1/4 SECTION 1 T2S R1W (T.L.1403) N/W 1/4 NE 1/4 SECTION 1 T2S R1W (T.L.1700)
N/W 1/4 NE 1/4 SECTION 1 T2S R1W (T.L1404) N/W 1/4 NE 1/4 SECTION 1 T2S R1W (T.L.1800) PROPERTIES INCLUDED IN
REIMBURSEMENT DISTRICT
N/W 1/4 NE 1/4 SECTION i T2S RiW (T.L.1500 N/W 1/4 NE 1/4 SECTION 1 T2S R1W (T•L.2703) -SS- EXISTING SANITARY SEWER LINE
N/W 1/4 NE 1/4 SECTION 1 T2S R1W (T•L.1501) N/W 1/4 NE 1/4 SECTION 1 T2S R1W (T.L.2704) EXHIBIT "B'' a PROPOSED SANITARY SEWER LINES
N/W 1/4 NE 1/4 SECTION 1 T2S R1W (T.L1502) NOT TO SCALE
N/W 1/4 NE 1/4 SECTION 1 T2S R1W (T•L.1600)
N/W 1/4 NE 1/4 SECTION 1 T2S R1W (T,L.1601)
N/W 1/4 NE 1/4 SECTION 1 T2S R1W (T.L.1602) SW ®EYELAND ST & SW HERMOSID WAY
N/W 1/4 NE 1/4 SECTION 1 T2S R1W (T,L,1603) SAF1iTARY
MJ DISTRICT $15
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AGENDA ITEM # L4.5 b,
FOR AGENDA OF 9-14-99
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE . Award Contract to CH2M Hill for Water Rate Study 11pdate
PREPARED BY: Mike Miller DEPT HEAD OK _ CITY MGR OK
ISSUE BEFORE THE COUNCIL
Shall the Local Contract Review Board award the contract for Water Rate Study Update to CH2M Hill.
STAFF RECOMMENDATION
Award contract to C112M Hill
INFORMATION SUMMARY
In light of the recent rate increase from the City of Portland, and the need to determine what the water rates
should be in relation to the anticipated debt financing of major capital investments, a water rate update is
required.
In 1996, CH2M Hill completed a Water Rate Study for the City. Included in the Water Rate Study was a
software program to allow City Finance personnel to review and modify the water rates on a three-year term.
However, with recent staff turnover and time commitments, City staff is not able to complete the analysis in a
timely fashion.
The Water Rate Update will include a modification to the existing rate model to incorporate expected impacts
on water rates due to anticipated debt financing of major capital investments for a long term water source and
the recent rate increase from Portland. The model will be enhanced to calculate cost of service rates on an
annual rhis improvement will better represent the impact of the expected annual debt service
rer airements on water rates.
This proposal was brought before the Intergovernmental Water Board on August 25, 1999, and was
unanimously approved. Cost of the Water Rate Update is $18,490.
OTHER ALTERNATIVES CONSIDERED
Do not award contract to CH2M Hill.
Do not update existing program and perform a RFP for a completely new water rate study.
VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY
This ties into Goal #1 for Water in which we are to "Actively participate in regional development of water
sources and adequate, innovative funding mechanisms to develop those sources for Tigard users..."
FISCAL NOTES
The cost for this update is $18,490. Funding for this project will come from 15-2170-601.000.
iAciWMde\nmdot
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AGENDA ITEM #
FOR AGENDA OF SeFtember 14, 1999
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE 1J 2date on Tigard Beyond Tomorrow Vision
PREPARED BY: L Mills/ L Newton DEPT HEAD OK CITY MGR OK~
ISSUE BEFORE THE COUNCIL
An update on the status of activities implementing the Tigard Beyond Tomorrow Vision.
STAFF RECOMMENDATION
Review the attached summary report on the status of the implementation of the Tigard Beyond Tomorrow
Vision action plans.
INFORMATION SUMMARY
Attached is a summary report that outlines highlights of ongoing activities in each of the six Tigard Beyond
Tomorrow target areas. In Community Character and Quality of Life, the summer activities of youth volunteers
are highlighted along with the recent activities of the Tigard Central Business District Association. In addition,
several volunteer groups are assisting with the community aesthetics goal through Adopt a Street and Adopt a
Path programs.
In th, Growth and Growth Management target area, efforts have been concentrated on the Washington Square
Regional Plan Task Force and gathering information for the possible annexation of the Walnut Island.
In the Public Safety area, the Enhanced Safety Program will be implemented in the next few weeks and
emergency preparedness for the community has been a priority.
The major focus in Schools and Education has been a partnership between the school district and the City to
address issues raised by parents and students at the July 1, 1999 CIT meeting.
The Transportation System Plan to improve traffic flow has been the focus in the Transportation and Traffic
target area.
In the Urban and Public Services target area, the Library has formed a long range planning committee to review
the Library's services and identify funding options. A task force has been created to review park and recreation
options for the community, and a citizen survey to determine needs will be conducted in the fall.
OTHER ALTERNATIVES CONSIDERED
None.
VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY
Several Vision Task Force goals and strategies are highlighted in the attached summary report.
FISCAL NOTES
None
I.AadmUiz%eyond tomorrow SUMAOC
TIGARD BEYOND TOMORROW UPDATE
1999 - Second Report - May - August
TARGET AREA GOAL ACTIONS THIS QUARTER
Community Character Volunteerism: #1 City will maximize Youth volunteers have been very active
& Quality of Life the effectiveness of the volunteer spirit this summer. 83 residents inc!uding
to accomplish the greatest good for our teenagers, members of the King City
community. Lions Club, families, and neighbors have
contributed 385 hours to paint fire
hydrants in several neighborhoods. In the
past year, 16 groups have "adopted"
streets and paths in Tigard and are taking
responsibility for keeping them litter-free.
Community Character Downtown: #1 Provide opportunities to The Tigard Central Business District
& Quality of Life work proactively with CBD businesses Association (TCBDA) has filed with the
and property owners and citizens of State of Oregon and the Department of
Tigard to set the course for the future Revenue. TCBDA has adopted an action
of the central downtown area. plan identifying needs for the downtown.
TCBDA will update Council on their
progress at the September 21 work
session and will request funds to hire the
Oregon Downtown Development
Association (ODDA) to assist with
implementation of a successful downtown
(an and program.
Community Character Community Aesthetics: #1 Develop More families and businesses continue to
& Quality of Life strategies to balance needs of new and participate in the cleanup of our
infill development with need to provide community throughrhe Adopt a Path and
protection of defined aesthetic qualities Adopt a Street programs. An Adopt a
valued by those who already live and Stream program will be starting soon.
work in Tigard.
Growth & Growth #1 Accommodate growth while Planning and growth issues associated
Management protecting the character and livability of with the Washington Square Regional
new and established areas. Center have been considered by the Task
Force. The Task Force report will be
presented at a public workshop on
September 15, 1999.
#2 Urban services are provided to all The City is working with Washington
citizens within Tigard's urban growth County to evaluate the costs and benefits
boundary and recipients of services of annexing the Walnut Island. A draft
pay their share. report is complete. Public workshops are
scheduled for October 4 and 25.
#3 The City encourages and supports The City is waiting for information from a
private sector programs to maintain Metro task force that is addressing this
diverse and affordable housing. issue before implementing an affordable
housing ro ram.
TIGARD BEYOND TOMORROW UPDATE
1999 - Second Report - May through August
TARGET AREA COAL ACTIONS THIS QUARTER
Public Safety #1 The community residents, business The Enhanced Safety Program (or ESP)
owners, and service providers will form is a neighborhood watch program for
partnerships to effectively enhance multi-family complexes. Villa LaPaz is the
public safety and emergency services. City's first ESP property and the program
will be implemented in the next few
weeks.
#3 The community is trained and The City's web site is now updated with
prepared for emergencies. 25 information flyers that will assist
residents in knowing how to prepare for
various storms and emergency events.
Packets of this information are also
available in the Tigard Library and City
Hall lobby.
Schools & Education #1 Schools and City government will At the July 1, ,1999 CIT Meeting, City and
work together to provide a community- school district staff met with students and
based recreation activity program for parents to discuss concerns. As a result,
young people. the City and school district have started
discussions with students and community
members about a community center. In
addition, the school district is also
implementing some changes in response
to concerns raised by the students. A
report on the results of the July 1, 1999
meeting will be available and discussed at
the October 7, 1999 CIT meeting.
Transportation and #2 Improve traffic flow The Transportation System Plan (TSP),
Traffic when updated will contain new elements
addressing alternate modes of travel
(including bicycle and pedestrian ways).
This will include a strong public input
process.
Urben and Public #1 Library will have a stable funding The Library has formed a long-range
Services base for the provision of basic Planning Committee to review the
o services. Library's services & identify funding
Library options.
#2 Identify entrepreneurial means of Innovative funding options have not been
generating support for Library services. identified yet, however, the Library
continues to find new ways to use
volunteers to do tasks that otherwise
would fall to staff (i.e., mending books and
or anizin the collection).
v
TIOARD BEYOND TOMORROW UPDATE
1999 - Second Report - May through August
TARGET AREA GOAL ACTIONS THIS QUARTER
Urban and Public $1 Create a special parks and Task force has been created to review
Services recreation district with the City of park & recreation options for the
P Parks & Recreation Tigard spearheading the process and community. An inventory of all assets
maintaining membership for its has been completed. A citizen survey to
citizens. determine needs will be conducted this
Fall.
Urban and Pub IIC #1 Actively participate in regional The Intergovernmental Water Board
Services development of water sources and (IWB), the cities of King City, Durham &
® Water adequate innovative funding Wilsonville and the Tigard Water District
mechanisms to develop those sources have all voted to proceed with plans to
for Tigard users while exploring local develop a water treatment plant on the
option for water reuse and groundwater Willamette River. A Tigard City Charter
sources. amendment on the use of Willamette
River water as a drinking source will be
on the September 2151 ballot.
I/citywide/vision/89-2nd Report-Mcloc
AGENDA ITEM # l Y
FOR AGENDA OF 09/14/99
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE Y2 date
PREPARED BY: Loreen Mill DEPT HEAD OK CITY MGR OK
V ISSUE BEFORE THE COUNCIL
Receive an update on the City's Y2K status.
STAFF RECOMMENDATION
Motion to approve resolution documenting the City's efforts to become Y2K ready.
INFORMATION SUMMARY
The City has been actively addressing the potential of Y2K issues for a number of months. The City's mission
is "to assure that the millennium change will have minimal impact on the critical business operations of the City
of Tigard."
The City's Y2K Task Force is comprised of staff from each department. Critical City programs relying on
technology have been identified and prioritized. Each department has now developed a "Business Continuation
Plan" which identifies how the department will continue to provide services if.
➢ Systems aren't Y2K ready for the new millennium;
➢ We doubt the validity of a projected completion date or we are not able to "test" a system we depend on;
➢ There is failure of a system reported to be Y2K ready; or
➢ We believe any City vendor may cause disruptions in their service to us 1/2000 and beyond.
Essential City systems and services will be ready for January 1, 2000. The City's web site is periodically updated
with new information about the City's readiness efforts. The City has obtained limited Y2K insurance coverage
and staff will share updated information about specific systems and their readiness status at the meeting.
The attached resolution will formally recognize the City's priorities for Y2K readiness and are addressed in detail
in the business continuation plans.
OTHER ALTERNATIVES CONSIDERED
i Take no action - wait and see if there are problems
VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY
{
{
N/A FISCAL NOTES
a
The 99-00 budget contains $116,795 in expenditures, which are identified to meet Y2K readiness needs.
Lm/h:/docs/y2k/CC 9.14 sum.doc
AGENDA ITEM # . ~I
FOR AGENDA OF September 14, 1999
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA TITLE Formation of Sanitary Sewer Reimbursement District No. 16.
PREPARED BY: G. Berm DEPT HEAD OK CITY MGR OK
ISSUE BEFORE THE COUNCIL
Formation of a sewer reimbursement district to construct a sanitary sewer project as part of the Neighborhood
Sewer Extension Program.
STAFF RECOMMENDATION
Approval of the attached resolution forming the Reimbursement District.
INFORMATION SUMMARY
The proposed project would provide sewer service to twenty-two lots along SW Delmonte Street and SW 103'd and
104' Avenues south of SW Murdock Street. Through the City's Neighborhood Sewer Extension Program, the
City would install public sewers to each lot within the Reimbursement District and the owners would reimburse
the City for a fair share of the cost of the public sewer at the time of connection to the sewer. In addition, each
owner would be required to pay a connection fee of $2,335 before connecting to the line and would be
responsible for disconnecting the existing septic system according to County rules and any other plumbing
modifications necessary to connect to the public line. Each owner has been notified of the hearing by mail. The
notice, mailing list and additional details are included in the City Engineer's Report for the proposed Ordinance.
If Council approves this request to form the Reimbursement District, bids from contractors to construct the
sewer will be requested.
Another resolution to finalize the formation of the Reimbursement District, with cost adjustments, will be
submitted for Council action after construction is completed and actual construction costs are determined
OTHER ALTERNATIVES CONSIDERED
1. Direct that the resolution be revised.
2. Reject the Reimbursement District.
FISCAL NOTES
Funding is by unrestricted sanitary sewer funds.
1AdtywidelwmVe1M 16-s.doc
September 1, 1999 ,
CITY OF TICS
OREGON
N 00"T I C E
Informational Hearing
NOTICE IS HEREBY GIVEN
THAT THE TIGARD CITY COUNCIL
AT A MEETING ON
TUESDAY, September 14, 1999, at 7:30 PM
IN THE TOWN HALL OF THE TIGARD CIVIC CENTER
13125 SW HALL BLVD
TIGARD OR 97223
TO CONSIDER THE FOLLOWING:
Proposed Sanitary Sewer Reimbursement District No. 16.
The Tigard City Council will conduct an informational public hearing to hear testimony
on the proposed Reimbursement District formed to install a sewer in Delmonte Drive
and SW 103rd, 104th Avenue south of Murdock Street.
Both public oral and written testimony is invited.
The public hearing on this matter will be conducted as required by
Section 13.09.060 of the Tigard Municipal Code.
Further information and the scheduled time for this item during the Council meeting may be
obtained from the Engineering Department, 13125 SW Hall Blvd. Tigard, Oregon 97223 or by
calling 639-4171 extension 373.
iA&V 9dpMNirmt#jvU= of= leww"M ew m1p.0oe
13125 SW Hall Blvd., Tigard, OR 97223 (503) 639-4171 TDD (503) 684-2772
11 M1151111
2S111C13-00200 2S111CB-00300
HART THOMAS J AND LEONA M ZINDA TODD M
14915 SW 103RD AVENUE 14875 SW 103RD AVE
TIGARD, OR 97224 TIGARD, OR 97224
2S111CB-00400 2S111CB-00500
COXEN TAMMY RAE HAHN MUNHALL WALTER F JR AND
14835 SW 103RD AVE 14805 SW 103RD AVE
TIGARD, OR 97224 TIGARD, OR 97224
25111 CB-00600 2S111 CB-00700
PAEPIER MARGARET A TRUSTEE MEEUWSEN ERIC T & WENDY S
14820 SW 1'13RD AVE 14860 SW 103RD AVE
TIGARD, OR 97224 TIGARD, OR 97224
25111 CB-00800 2S111 CB-00900
SMELTER CRAIG C & JULIE A THOMAS DON W BONNIE L
14900 SW 103RD AVE 14940 SW 103RD AVE
TIGARD, OR 97224 TIGARD, OR 97224
2S111CB-01000 2S111CB-01100
SHERIDAN DANIEL J & HUMMEL DENNIS AND JUDY A
14980 SW 103RD 14975 SW 103RD AVE
TIGARD, OR 97224 TIGARD, OR 97224
2S111 CB-01200 2S111 CB-01301
ALLEN LINDA L BANFORD ROBERT D
10330 SW DELMONTE DRIVE 14790 SW 104TH
TIGARD, OR 97224 TIGARD, OR 9722¢
2S111CB-01302 2S111CB-01303
FRY HERMAN W JR & BETTY JUNE DEVERS JAMES R & SUSAN M
14830 SW 104TH 14870 SW 104TH AVE
TIGARD, OR 97224 TIGARD, OR 97224
2S111CB-01304 2S111CB-01305
DERIDDER JANET E STEARNS SHARON E
10365 SW DEL MONTE DRIVE 10370 SW DELMONTE DR
TIGARD, OR 9722.¢ PORTLAND, OR 9722E
2S111 CB-01306 2S111 CB-01307
BISBEE ROBERT LBARBARA A CROMBIE RICHARD D JR & MICHELE
10410 SW DEL MONTE DRIVE 10450 SW DEL MONTE
TIGARD, OR 9722 TIGARD, OR 9722+
2S111CB-013U8 2S111CB-01309
LAPIDUS DAVID J/KAY W KNUTSON GENE H MARION B
14905 SW 104TH 14865 SW 104TH
TIGARD, OR 97224 TIGARD, OR 97224
2S111C"1310 2S111CB-01311
BAKER JOHN G & MARGESON ERIC C & DEBRA J
14825 SW 104TH AVE 14785 SW 104TH
TIGARD, OR 97224 TIGARD, OR 97224
I
CITY OF TIGARD, OREGON
RESOLUTION NO. 98- S
A RESOLUTION ESTABLISHING A NEIGHBORHOOD SEWER REIMBURSEMENT
DISTRICT INCENTIVE PROGRAM.
WHEREAS, the City has initiated the Neighborhood Sewer Extension Program to extend public sewers
through Reimbursement Districts in accordance with TMC Chapter 13.09; and
WHEREAS, the amounts reimbursed by residential lot owners in the past have been below $8,000 per
connection; and
WHEREAS, the reimbursement districts that are currently under consideration have estimated
reimbursement costs ranging from $9,000 to $14,000 per connection; and
WHEREAS, the costs of reversing residential plumbing, closing the existing septic tank, installation of a
sewer lateral to connect to the public system, and payment of the connection fee add several thousand
dollars more to the burden of a residential lot owner who wishes to connect to City sewer; and
WHEREAS, the City Council wishes to initiate an incentive program to encourage residents to connect to
public sewer; and
WHEREAS, the City Council finds that establishing a maximum reimbursement fee for residents to pay
will further the objectives of the program by encouraging formation of sewer reimbursement districts and
actual connections to public sewer; and
WHEREAS, based on previous reimbursement districts, the amount of $8,000 appears to be a reasonable
amount to establish as the maximum fee for reimbursement by residential lot owners; and
WHEREAS, the City Council concurs that the sum of $15,000 should be established as the maximum cost
per connection; and
WHEREAS, the City Council wishes to offer this incentive program for a two-year period, after which the
program will be evaluated for continuation.
NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that:
SECTION 1: An incentive program is hereby established for the Neighborhood Sewer Extension
Program with a maximum fee of $8,000 for reimbursement by residential lot owners.
This applies only to the reimbursement fee for the sewer installation and not to the
connection fee, which is still payable upon application for sewer connection.
SECTION 2: This Resolution shall apply to sewer connections provided through sewer
reimbursement districts established by October 12, 2000. All connections qualifying
RESOLUTION NO. 98- Jc' 1
Page I
under this incentive program must be completed within one year after Council approval
of the final City Engineer's Report following a final public hearing conducted in
accordance with TMC Section 13.09.105.
SECTION 3: The City Engineer's Report required by TMC Chapter 13.09 shall include a provision
that to the extent that the reimbursement fee determined in accordance with Section
13.09.040 does not exceed $15,000, the amount to be reimbursed by an owner of a lot
zoned single-family residential shall not exceed $8,000 per connection, provided the lot
owner complies with the provisions of Section 2. Any amount over $15,000 shall be
reimbursed by the owner. Residential lot owners who do not connect to sewer in
accordance with Section 2 shall pay the full reimbursement amount as determined by
the final City Engineer's Report.
SECTION 4: The funding source for the Neighborhood Sewer Reimbursement District Program shall
provide the funding for the installation costs over $8,000 up to a maximum of $15,000
per connection.
PASSED: This 13 day of 0C-t-0 J.XA_ 1998.
y r - City of igard
ATTEST:
City Recorder - City of Tigard
tlciryrid Vvkn-i.doc
RESOLUTION NO. 98-51
Page 2
2~= Ionic
NW 1/4 SW 1/4/ SECTION 11 T2S R1W W.M,
CITY OF TIGARD, WASHINGTON COUNTY, OREGON
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VICINITY MAP
I
LEGAL DESCRIPTION; DEL MONTE SUBDIVISION & 047Cwo0maA. 'toe7wraaA+ Io7mwGnmpaM 103mwD#nmuo. • 11070161o70Aw' I
(cL +~I iry try fry 1700) fry u7y leer w Taa we
DEL MONTE SUBDIVISION PLAT NO. 2 ay'7aa)
.....i..............:i......:':.
i.'..'.......:.'::
:
LOT 1 (T.L.200) LOT 8 (T.L.900) LOT 15 (T.L.1308)
LOT 2 (T.L.300) LOT 9 (T.L.1000) LOT 16 (T.L.1304)
LOT 3 (T.L.400) LOT 10 (T.L.1100) LOT 17 (T.L.1303)
PROPERTIES INCLUDED IN m
LOT 4 (T.L.500) LOT 11 (T.L.1200) LOT 18 (T.1.1309) REIMBURSEMENT DISTRICT
LOT 5 (T.L.600) LOT 12 (T.L.1305) LOT 19 (T.L.1310) -SS- EXISTING SANITARY SEWER LINE
LOT 6 (T.L.700) LOT 13 (T.L.1306) LOT 20 (T.L.1302) EXHIBIT "B77 ® PROPOSED SANITARY SEWER LINES
LOT 7 (T.L.800) LOT 14 (T.L.1307) LOT 21 (T.L.1301)
LOT 22 (T.L.1311) NOT TO SCALE
e Y 103RD AVENUE & DELMONTE DRIVE
SANITARY SEWER EXTENSION
MEMO= NOTE: ALL PROPERTIES IN THE REIMBURSEMENT DISTRICT ARE ZONED R-3.5 R EEMENT DISTRICT 118
L YFwYA1 QlY F l DMEEM PaAAw1 "1 tuD 110. su D10 NAMEI
cmcm On
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G DEPART urn 1u-11 1 R 1
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DEPARTMENT°SPECIFIC BUSINESS CONTINUATION PLANS - EFFECTIVE 08/25199
CITY MANAGER'S OFFICE /CITY COUNCIL
Y2K BUSINESS CONTINUATION PLAN
CITY OF TIGARD, OREGON
Following are the programs and services provided by the City Manager's office that rely
on technology. It is assumed that we need to be prepared in case of loss of power, phones
or the inability of outside vendors to provide service which would interrupt the following:
➢ Computer and communication equipment (phone, fax, email); and,
➢ U.S. Postal system for mail delivery
Citywide-priorities for this business plan are:
#1 Public health and safety services (prevent loss of life/personal injury)
#2 Quality of life services
#3 Maintain ability to generate revenue for City operations
Based on the assumptions and areas of service, this plan was developed to keep the City
Manager's office and support to City Council operational during possible Y2K
interruptions.
City Council Support:
1) Between December 1 and December 8, 1999, review all items (including
templates) on the computer system and transfer work in progress or
documents needed after December 31, 1999 to disk.
2) Recommend that the City Council December meeting schedule be adjusted to
meet December 7, December 14, and December 21 (if necessary) eliminating
the need to meet December 28, 1999.
3) Request all information for the Mayor's State of the City Address (to be
delivered January 11, 2000), be received from departments no later than
December 23, 1999.
4) Arrange for delivery of Council mail by City staff on December 30, 1999,
January 4, 2000 and January 7, 2000.
City Manager Support:
I) Between December 1 and December 8, 1999, review all items (including
templates) on the computer system and transfer work in progress or
documents needed after December 31, 1999 to disk.
2) Beginning December 1, print all email that needs to be retained on a weekly
basis.
3) Update the City Manager's Exec Staff Action Plan notebook by December 23,
1999.
4) Request all information for the City Manager's year end report to be
submitted by December 23, 1999.
General Support
1) Charge batteries for cell phones and lap-top computers the week of December
20, 1999.
2) Notices to the public regarding meetings will continue through the newspaper
and postings. Mail notices for any public meetings to be held between
December 28 and January 10, prior to December 28, 1999.
Elections:
1) Contact the State Elections Division at the end of November and request hard
copies of all forms and instructions.
2) No election dates are available until March 2000. Filing deadline will be in
January. The City Recorder will maintain hard copies of all necessary forms
and instructions.
CIT's:
1) Between December 1, and December 8, 1999, make hard copes of CIT
mailing labels and rosters.
2) Recommend cancellation of the January 2000 meeting.
Visioning - Tigard Beyond Tomorrow:
1) Between December 1 and December 8, 1999, review vision computer files
and transfer work in progress to disk. Make hard copies of all historical
information.
2) Complete annual report and have to printer by December 15, 1999. Get report
back from printer by December 29, 1999.
Volunteer Program:
1) Between December 1 and December 8, 1999, review all documents (including
data bases) on the computer system and transfer work in progress or
documents needed after December 31, 1999 to disk.
2) Avoid starting new volunteers or new volunteer projects between December
24, 1999 and January 9, 2000.
3) Develop a list of existing volunteers who have the skills and time to assist in
the event of disruption of City services.
MitywideN21C Plan/Admin business plan summary.doe
SS COWUMATXON PLAN
~R STORE ~~SI
& SER~CES r Y2 theY
T,ON OO~' S and other
~jST 2K
is peri°dicall,Pd C t~;zens are beC ri
CITY AD
art ett~,
the Adrnmtsua-ion Council ency Operation P th ,s web Page
the Emergency eme1g re arations ftirougli a City
emergency situation, advance of Y2K PP anon posted on d'
d sca e, inform the I,ibrarY
rticipate 11 .
Staff will pa Communications toe The t;iry P ated in
2 operation Center. will follow and inforrnatlon dissemin staff often delivers
elected officials member is ractice, laces of
Council Su °rt L Between from the EOC. One staff regular lar business P cilors' homes or places
Communications, officials, procedures of th the office dtaring ps a regu directly to the Coun
Elected Signed to work in , ce maybe information be done, if needed, duMg
down•
Citizens and Directives Additional assistance a EOC this can CarrY.out Council hours. een th business - are
ng
worki d running (betty Staffing eliverl systems ar
needed for erx lion offices); when regular d with delivery vendors to
and Policies dmuiistra Services or from a orking referred priority
and the A
Office staff Or placed on a P
potentia the from office services "'if ty c is w
determine if emergency situation.
volunteer. ems during an es, Phone,
er an d December, staff willand are packag
In Novernb documents LAN & Microsoft s° art.
air ox and
aansfer essential EOC asks Systems-
first two for activities for pute" cettutar phone, US M f
documents January tO will be
weeks °f Council meeting and 21; no
December December 7, 14 scheduled for
meeting scheduled December and lap top
Batteries for cell phones d the week Of
computers 20, 01999• charged,
reputed to
December Address to be CePa supply of
State of City 1999• measure CounciUAdministr tlon snpp°aze i~n advan
Information for 3avu December 23, having prep
meet deadlines by
departrii ce a been
due lithe from City Council dec des to Plaeline has been
needed. 'evare packages, Fhone.
the March 10 Ballot' ~ meedugs and & Microsoft i co
pr d a-mail.
2 prep ed to e prov ide a Plan 12131!99. If the stems: LAN ax an
US Mail' f
lace pr,or to would be hone.
Elections action to place then a hearing P
E le forms from the State ballot is challeng al ads will be needed
Assure on tune held on 01111100. Lard Timesi has advised
and County' with d
and our vendors I ready. Measure an
that they are are due 01113100 and
film opn~thorities-
EVV lannatory a on Pieprntted forms.
canoe prep l
alemptA~busincss °0nunuationPtan.doc
RVICES - Y2WWINTER STORM BUSINESS CONTINUATION PLAN
CITY ADMINISTRATION PROGRAMS & SE
l s~ - Ex._ ~.:.d.
~ R • ` the Administration The Executive Staff has been kept apprised, and is oaffc the
In an emergency situation,
T 1 Emergency in, the operational structure (chain of command)
operation Center. Citizens are being informed
City Ma^jer Support k Staff will participate in the
City's chief executive officer operation Center. Communications to and Emergency preparations through the City
carries out Council policies and from elected officials will follow the in advance of ~2p posted on the City's
manages the City's business procedures of the EOC. One staff ng mem re erla Web page anandeinformation disseminated in the Library.
(expends funds as authorized; is assigned to work in the office during gu hone,
hours. Additional assistance may be LAN & Microsoft software packages, P
financial (between the EOC Systems:
responsible for working
programs, employment and City needed for errand running (b cellular hone, US Mail, fax and e-mail.
services; investigates and acts on and the Administration offices); staffing P
complaints. potential from office Services staff or from a
volunteer.
Batteries for cell phones and lap top
computers will be charged the week of
December 20, 1999.
In November and December, Administration
staff will transfer essential EOC documents
and documents for activities for the first disks two
weeks of January to back up computer
By December 23, 1999, information will be
due from all City departments for the
Executive Summary, the City Manager's
year-end report to the Council and citizens. meetings will continue
Tigard Times and The Oregonian have Notices to the public regarding Notices for any
2 Both through the newspaper and postings- 10 will
Le~aal Notices indicated that they are Y2K ready.
organizations have advised they will send to public meetings between December 28 and January
mailed 28,
The City of Tigard utilizes Recorder letters indicating that they be prior to December jh 9. ware packages, phone,
the City Systems: LAN & Microsoft so soft
Tigard Times and The are Y2K ready. cellular phone, us Mail, fax and e-mail.
Oregonian for legal
advertisements.
2
i:/citywidWU ptanlAdmin business continuation plan.dac
CITY ADMINISTRATION PROGRAMS & SERVICES - X2KfWINTER STORM BUSINESS CONTINUATION PLAN
Lden Involvement Team p T 2 Information on Y2,1, to be delivered to the citizens are being informed in advance Cityscape,
CIT organizations at meetings prior to the end preparations through the City newsletter,
1 m of the year. information posted on the City's Web Page and
meetings established to information disseminated in the Library.
te citizens on issues and CITs also shall be apprised of how the City
s; to encourage citizens to operates when the EOC is in place. This Systems: LAW & Microsoft software packages, phone,
ss neighborhood problems; topic will be suggested for the November CIT cellular phone, US Mail, fax and e-mail.
eate better access to the agenda.
on-making process; and to
as zn organized forum to The January CIT meeting, scheduled for
ify the public's concerns January 6, 2000, will be cancelled.
seminated to
alues. 2 A list will be developed of existing volunteers Y2K and EOC information to dis
nteer P_ row who have the skills and time to assist in the volunteers in the last quarter of 1999.
ounteers assist City staff and event of disruption of Cityservices. Provide
work m projects for all City volunteers and employees with information to Citizens are being informed in advance e Ciof Y2K
tyscape,
Deparirnents. make their homes Y2K/winter storm ready so preparations through the City newsletter,
they can respond if needed for City support. information posted on the City's Web Page and
information disseminated in the Library.
Volunteers will receive information on Y2K
activities from the Volunteer coordinator so Systems: N & Microsoft software packages, phone,
they are informed of potential disruption of cellular phone, US Mail, fax and e-mail.
normal City activity. This will also give them
direction as to what they should do if an
emergency arises and whether they should
report in during the situation, including who
they should contact for information.
New volunteers and volunteer projects will
not be started between December 24, 1999,
and January 9, 2000.
3
Ucitywi&/y2k pladAdmin business continuation plan.doc
Roam
Community Development
Y2K Business Continuation Plana
The following are plans for the continuation of business by the City of Tigard Community
Development Department in the event of loss of outside services resulting from Y2K, winter
storm or similar causes. The attached plan assumes the interruption of electrical power from
PGE, external telephone, Internet and postal service.
The priorities are those stated as citywide priorities by the City's Y2K Task Force and adopted
by the Executive Staff.
#1 Public health and safety services
#2 Quality of life services
#3 Maintain ability to generate revenue for City operations
Listed are programs deemed to be susceptible to Y2K failure.
a) Housing Code Enforcement
b) Building Code Enforcement
c) Processing of Permits
d) Building Inspections
e) Receive Permit Applications
f) Review of Plans
g) Public Meeting Notice Distribution
h) Legislative Matters Notice Distribution
i) Fee Receipting
The" Action to Continue Program" indicates planned actives or alternative methods to provide
assurance essential service will continue. All of the actions, methods and process dependent
software applications have been tested or certified by the manufacturer and, in some cases, will
be retested by the resetting of the LAN clock scheduled for 9/99.
The following assumptions are incorporated into this plan.
1) Backup generators provided by the Public Works Dept. will supply the electrical power.
2) Generator will power the appropriate servers required to run Tidemark P*P software in the
City Hall building.
3) Failures discovered, as a result of rolling of the LAN clock forward to Year 2000 scheduled
September 9, 1999 will be addressed as we continue to search out potentia! system failures
and to develop contingencies.
Infrastructure such as voice mail and e-mail is not considered critical. The impact of these
systems failure would result in a manageable degradation of efficiency but would not result in
the loss of ability to provide services.
For comments or question regarding this plan, please contact: Sherman Casper, Development
Services Supervisor, City of Tigard: phone (503) 639-4171, fax (503) 684-7297 or email
sherman cr.ci.ti9ard.or.us
LL' UiDil~i i i L.7 1 1L11 ,
i NORM BUSINESS COMMATION PLAN
C.1). PROGRAMS & SERVICES - Y2K/WINTER
e
4 Receive comptain~ in No additional staff aV able.
Forms are curren y
All key elements have person at front
Housing code enforcement 1 Telephone been successfully counter.
performed No addirional staff ava~itla le.
All key elements have forms are currently
game as Above * uter functions to
Telephone been successfully 12
p -03-99
Code Enforcement 1 erformed *P Y2K Assume that conversion completed and tested by
. Statement of "Year New P *P power source comp Poits P*P Backup
Tidemark Mfg certified software (Niche network server currently sup
2000 Certification" installed April
Process permits 2 Software, accepted, Additional test power source needed)
PGE will roll LAN clock to Nand write action lists if P*P not available
2000 in 9199 No additional staff required -99
uest for 30 day supply of forms to °in hours of current
Receive req Relocation and possible change fire chains and will
Telephone All key elements have inspection at front
l been successfully staff. All inspectors vehicles cant
Building inspections counter via existing be winterized by Nov.1,1999.No additional staff
performed form required
N red
Require applicants to No additional staff requi
random
Telephone, Tested by provide a copy of
applications 2 Internet, occurring errors & electrical and
Receive perinit omissions, last test 7199 plumbing license
PGE Includes TVF&R and Bldg.
miners have Utilize hand held No additional staff required
PGE, All plans exautilized this calculators and
2 MS Word successfully engineering scale.
Review Plans process in the past
software Hand write letters as
required. Temp agency, OT, or volunteers will cover a potenti
The Planning Staff has Obtain addresses from Te25 additional hours. be during critical
U.S. Post microfiche file hand
office, PGE performed every task a address, deliver No vacation time will granted
Public Meeting Notices 2 to accomplish tYP periods.
or staff Office Services is perusing contracting with a
necessary by courier if mail not
the indicated contingency
messaging service. s
at various times during band carrY functioning.
The volunteer coordinator ha
1999. determined the additional
volunteers will be available to provide
hours if needed. with non-Y2K
Mailing label routine successfully ran
version of database disabled 8-1699
t
I..\CaYWIDBY2K Plan\CD Business Confmuadon Plan.doc
O~.~A~ON pEA~
T
~Eg~t1.CES Y ,
~►tQCst"'S as as Above
Same as above
Same as above
post
2 office, gGE requ~
istnbution b1o additional sniff
Notace D Nand write receipts
Legislative Matters
61 receipts were hdluly
gGE, and issued oath The only
writte cei is each m
g
than 10 ma ps copies of eX
3 Spfmgbp0k 1999. e vri ptY Of
t covered 2 GIS makes less vrouldbefor the ater
Sotwaxe' a and
Fees ade ut
Receip ttansactions machine m anticipated den► also be m
Use copy o ies maY
were ove copy maps ,C p
Copy machoes sure power Pmaclime to PD poW es guildm&
2 gGE checked to u' ale
requuemen %vithback-up
compatible
G15 Generator
2
I ~h
CD Business Conw~uadon Ylando~
_,..,,vinE\Y~KFt
Engineering Y2K Business Continuation Plan
City of Tigard, Oregon
Following are the programs and services provided by the Engineering staff that relies on technology.
Engineering staff assumes that during a Y2K or winter storm event, we may experience loss of power,
phones, or outside vendors who supply services which would Interrupt the following:
Computer & communication equipment (phone, fax, e-mail); and
U.S. Postal system for delivery of mail, contracts, & forms
The City has over one third of its staff that respond to storm and emergency events because of the
type ::1 response the City offers.
NOTE: Citywide prior !ties for this business plan are as follows:
#1 Public health & safety services (prevent loss of life/personal injury)
#2 Quality of life services
#3 Maintain ability to generate revenue for city operations
Engineering ftgrams
a) Permit Issuance - Copies of blank permits and contracts will be made available before
12/29/99.
b) Computer Aided Design - Design of projects will continue by hand. Maps of current
projects and data will be printed before 12/29/99
c) Graphic Information System - Data can be gathered by hand. Street and Sewer Maps will
be printed before :12/29/99. Information will be placed onto printed maps until systems
operate again.
d) Inspection Service - Services should continue as normal. Use of alternate vehicles maybe
used. Record of inspections will be written by hand.
e) Customer Service, Complaints - Services will continue. Complaints can be logged by hand.
Without power and phones this service will be provided at the front counter.
f) Review of Private Development Plans - This process is visual and should continue. Record
keeping will be done by hand. Contact with Developers will be limited to resources
available.
g) EOC Response - Top Priority will be response in case of emergencies (staff available 24-
7). Daily services will be limited to, personnel available. Services will be prioritized by the
above mentioned citywide priorities. (See note above)
Saedal Projects -assigned by City Manager
a) Outages or interruption of service from outside providers may impact projects, programs,
or services assigned.
Based on the above assumptions and areas of service, the attached plan was developed to keep the
programs and services (provided by Engineering staff) available during possible Y2KJwinter storm
interrupt~,ns. Current Engineering Staff is anticipated to be sufficient to keep top priority functions
running fe'r 1 month without assistance.
questions about this report, please contact Agustin P. Duen
Should you have as, City Engineer, City of
Tigard, at:
Phone - 503-639-4171
Fax - 503-624-0752
Email - gus(aDcUiQard.orms
I:/dtyw1de/y2k plan/engineering busing plan summary.doc last updated - 08/18/99
Aaos
$TORMBUS eSS COxnIl`N
YZER
won" P~ I,pST oN 8\18\9}
GGR~MS & ~E NvvCTE°S -
~C, j~EPAR are p~~geS, phopse fax
ENGE iU be SY tems: LAN & Mzcrosoji so.t"'
s ages, phone, fax'
and contract w hi~ sof are P~
copies of blank permits icroso
d availablebefore 1229199 Systems
.
l made tout by band email. Packages
will conicroso, so me
f+'
of projects d data will be
Design ent protects an Systems: LAN & M
permit Issuance maps of curr 9199
and
2 rintedbefore 1212 hand Street
P1%
can be gatheredby 1229199. are packages ,vehicles
Design Dam will be printed before d maPs
Computer Aidad onto p - NficrosO i sof '
2 Sewer maps will be P laced systems: &
Information to again.
ra normal. Use of
anon System stems ope as
Inform until sy continue s) maybe
Graphic Services shouldwlo computer chip en
older vehicles (of inspections willbe watt phone
t used. Records Can be systems:
~spection Service by hand. will continue. Gomwer and hones vehicles
services d without power an P e packages .
logged by ham • rovided at the front & Microsoji sof
t . e will be P Systems
Complau+ts this cerv tmue .
Custom, counter. d should com hon
er Service e f~
Chis process is visual anrare Packages, P
. will be dOIe w blimited dto Ivticroso~ so
1 Recordkeep Developers Systems
Inert Contact with areas of the
vate Develop resourCeSavailable. edto 2 al email.
Review of Iets are ~ a
are because °rm of
Pr► S pC members available (
plans ited bec
1 E erations willanbemeigency the
daily oP e ices in
C th sere
gp ;taffmg personnel. D will prior* '
remaining sta ways: services (prevent
the follow health ing safety ,
1 public e&ISonal inlurY}.
loss of lifelp ces.
ality of life ser"i anemte reveune for
3 Mainmin ability to g
city operations
1
aitn~entBusincssC°ntinuati°nP1ar+•doc
Finance Y2K Business Continuation Plan Summary
City of Tigard, Oregon
Following are the programs and services provided by the Finance Department that relies
on technology. Staff assumes that during a Y2K or winter storm event, we may
experience loss of power, phones, or outside vendors who supply services which would
Interrupt the following:
Computer & communication equipment (phone, fax, e-mail); and
U.S. Postal system for delivery of mail, claims, & forms
Citywide priorities for this business plan are:
#1 Public health & safety services (prevent loss of life/personal injury)
#2 Quality of life services
#3 Maintain ability to generate revenue for City operations
Following are services provided by the f=inance/Accounting staff that relies on
technology:
Director of Finance
a) Investment transactions
b) Year end expenditure and revenue projections for FY 99/00
c) Budget workbooks for FY 00/01
d) Monthly trial balance reports
Budget Anaivst
a) Detailed General Ledger reports for fiscal year
b) Transfer monies into checking account
c) Maintain monthly statements
Utility Billing
a) Processing utility bills for water and sewer usage
b) Processing utility payments
c) Maintain detailed A/R reports
d) Maintain meter reading reports
e) Maintain list of entire customer base of current balances
f) Maintain list of current customers turned over to Collection agencies
Business Tax
a) Process business tax payments and receipts
b) Maintain business tax database, queries, forms and reports
r
is/citywide/y2k plan/finance business continuation plan summary.doc 1
Finance Y2K Business Continuation Plan Summary
City of Tigard, Oregon
Purchasing
a) Process bids, quotes
b) Process purchase orders; input into system and placement of order
c) Maintain the City's Fixed Asset database
d) Maintain the City's Surplus listing
Payroll
a) Process Payroll
b) Maintain master lists of payroll information I.e., biweekly/hourly pay rates,
c) Incentive pay, car allowance, bonus pay, overtime rates, schedule of deductions,
accruals list
d) 1999 W -2s printed and mailed
e) 1999 4t' quarter payroll taxes
f) Roll over payroll for the year
Accounts Payable
a) Process payments on invoices
b) Maintain the LID accounts; invoicing and receiving payments
c) 1099s printed and mailed
d) Bank statement reconciliation
e) Maintain account balances of boot and clothing allowances
Based on the above areas of service, the attached plan was developed to keep the
services available during possible Y2K interruptions.
Should you have questions about the Finance/Accounting report, please contact Craig
Prosser, Finance Director, City of Tigard, at:
Phone - 503-639-4171
Fax - 503-639-1471
Email - craig&i.tigard.orms
Following are services provided by the Finance /Adlministrative-Services staff that
relies on technology:
Office Services
a) Switchboard and Messaging
b) Fax Services
c) Mail Services
d) Room Reservations
e) Copy Projects
f) Information Processing & web site development
1:/citywide/y2k plan/finance business continuation plan summary.doc 2
Finance Y2K Business Continuation Plan Summary
City of Tigard, Oregon
City-Wide Records Su®port
a) Customer Records Requests
b) Discovery Requests
c) New File Development
d) Microfilm Coordination
Municipal" Court
a) Customer Service
b) Tracking File Activity
c) Court hearings
d) Collection Activity
Based on the above areas of Finance/Administrative Services, the attached plan was
developed to keep the services available during possible Y2K interruptions.
Should you have questions about the Finance/Administrative Services report, please
contact Nadine Robinson, Administrative Services Manager, City of Tigard, at:
Phone - 503-639-4171
Fax - 503-639-1471
Email - nadine&i.tigard.orms
is/citywide/y2k plan/finance business continuation plan summary.doc 3
SSONTATjON PLAN
_ Y2r~TER STOW BUSINE
'FINANCE PROGRAMS & SEVICES
1 operator will
tch
tional, the
if phones are not opera ocher ar GTE, and
. n r..,.
QFFtCE SERVt ment is reported to be Y2K ready. be available to er stem, voice all tem: sys
Equip systems - p
2 PGE or generator be needed to provid awe we
c oming calls Additional resources may late, if none are not
In not operating, would be app o cy Funds were
ail system is not ins V°lunteers a te ag
mp
if the voice M pr-vide nt g o through
2 Office Services will sniff within the will g rson. stem, GPE+ and
voice mail sy
when support budgeted for a temp° stein, Person
services Per Sherrie, she S stems - phone sy
Voicemail department is not available. p voice mail y generator
will be rolling back the date on the function PGE or ements for system so it should continue to
ally. K ready. 1f it Office Services E cressf~~g Depdents pick UP
norm orted to be Y2 Ups and Federal l xl?
Equipment is rep will need to the costs of the extra mail services.
Express(UT'S, or enerator, fax machine
lacing ,,our mail machines. The
N/A is not operational, Departments
mail, Federal Systems -PGE g of the evaluation
ax services e-mail, information in the process of replacing
part
F messenger, or hand cart ui ment is We lete by .
(hat equipment Will Y 2K ready.
t for our scale the mail eq P process will be cc
ge-by-
Excep will be to assure Bowes mail machines, 4~m
generator, vehicle
3 reported to be Y2K ready. Pitney c PGE or
systems - m n
~ded to help
Mail services phone, u.s• Post Uffr e, n could also
We are Temp or volo kte~ p
orntY staff person
is not Y2K ready to process the m~ n d d
Schedule + moving reservations help with messag g
NIX working °Il not occurred
GroupWise. If the c ste is not operational,
in reservations or in the event the sy
calendars will be printed out 12(31u o f sheets
year 2000. Enough daily room
will be printed for each conference will
one month. In house room O.S. A book
be through tin O.S.
s), ..up sheets will be kea on
containing the
will be posted each daf for pubic
The sheets doors. All f Ousts including
conference r0°rn Te_Prin d,
reservations d schedule+, and marl services
wi be P
u . P.C.,
letters, key author ►zatrons, and refund - 1
requests.
l-jc-gwidtfYXk pl3tjfiMct business continuation plan.doc
& SERVICES -'~2K/WINTER STORM BUSINESS CONTINUATION FLAN
FINANCE PROGRAMS
rovide copy services.
If the Office Services will continio an agency copying will be
_ Copiers are reported tobeY2K ready. back at cost.
City However, if wp have nt° s gull be charged
2 Operational, copy pr0jec~ Will
ects copiers are not op batched and de actin
Copy proj need to be sent out or contracted out. A
staff person can take the projects to a vendor Paper and envelopes will be on-site to take us
and do the copying or the project can be th °o gh February
contracted to the vendor. hone system, GTE, and PGE -or
' Systems - copiers, p
generator responsible for costs associated with
In the Departments will be out-
all printing done through a vendor. O.S. can coordinate out-
Software is reported to b Kise down,
2 r
Information Processing & Web event the computer system necessary software (and the format for the of-house printing by has been purchased.
Site Development Cityscape) will be loaded on to disks New desktop publishing software
December 31, 1999- If there are Printing ubl''hing
issues, files will be copied to disk and taken Systems - P.C., Mlcrosoft suite, desktop p
to a vendor for printilg• software, printer
e ported to be Y2K ready. If film is sent to a service bureau there will be a decay in
Software is re the Clerk's responding to customer requests.
2 However if the system i.. down,
RECORDS SECPPON SUPPORT Index database will be printed out the last
Customer records requests,
including microfilm requests. week in December. Searches for files Supply of
done manually using the rep. A A . A
records request forms will be pre-puntto ed.
manual log will be kept of request activity
and who has files. rted to be YZK
The reader/printer if reF°notthe fun microfilm.
ready. However,e and view Sea bucr4soft Word,
customers can com stems - P.C., Clerk's Indexing,
If copies are needed, a service bureau will be der/printer
used. Same as above
gmne as above
2
Discovery requests
Sufficient file folders and labels to laA
N/A through January will be on hand.
New file development typewriter will be used to type labels. A
manual log will be kept of new files entered Systems-Typewriter
into the filing system. 2
iJc-M, idvy2k p{an/ mce business conticroation plan.doc
gFLAN
ESIl`MSS CONT
ACES ~'ZnvT F ° w
of
~L SE~ ved the first tw
F~IANCE~RCCS tl vacatons will not be appt0
curT~ y municipal court
Service as is more January- n to SpringbrOOk s n will be able
when
hwe the LAN
ti Continprovwe are an~op gservlce The Access conne°°vedto 198. WC
done,
be St te formaaOII
:3 counte service it phones an y2K database bas. tegr►tm`I of the in
`AL oKT is integuptesoftware is repo t o ystem . tto te is esting done 919199• soil
C and FullCoun the event daern I are, Access,
mom r Service - Phones
However, in tout of the Tu11Court
week of December hone system, for a short
ter ready' alpbabetic l Prin
coup w°1 be done the last t t,vo weeks wi 1 be u d Systems - 1: rime uai. sy w ' aaeve d why we are
stem ill
the reports COPY'machine, l a man ee
Dockets bfor e tinted The
. to Y2K Going back t° $everely impa~ t'have the of 'f~prma on
Will also p . files. by amount of tim be necessary
to locate existing is certified is not nay
R h°0 to get se baWOF,
On-1'meT
are program will back
Fu1lCourt oowe ei if the and case activity will increase h e computer ormadon
ready- cites an ivea for any
3 operational, "x5 cards. into th
new is to Re last tceipting hrough entered time will be g or
be respOuse.
recorded on l Y Receip in December. an appewance
Data EnuY case activity, be done man urchased Additional response 1 require
that
ed on a milled
Zvew cites, trials January will b h dwrttten or typ ',ter
receipting, docket, will be Any new urt- Copy rnaehme,c tions•
ty lear
Dbewriter January. YuXICo c~tOmetstoc
set tl►ro°gh d dockets will be Systems' amore
w m
.Trials will be sabppenas p ndcipate
trial notices,
or Or written nsions will be pt0cj3egdnnithe n% hone
chine, P
new susp tna
Nfust two weeks Of janu~s received bn1lC°u COPY
b 15,1999, paym w-11 be faxed ail System - Y. C.,
em a spension Ow what m fax. ®achine
3 Dec et
tements at cleat until we 10 systems
ensionhetnsta marl or phoned
Susp D~ service is going. to e. 'etivity will be pr°cestwo
No new collection and first mfaz
,
weeks of DeCe ~~notifrcadou On HMV, phone syste
the last two3anuary• F f~ d Or called into the guliCourt,
3 weeks ° cases will be 'P.C., system -
eXisting a enCY ding collection machiae
Collections ropriate g of all
o 31!99•
Updo dts lberz eived Y
3
acc
2k pl ~atsustn~ss coa,40 ion pt~" dpe
iJc~d~
pLA.~`j
C ,r~®~
Il`Nl, i
n ONT
~
y,siY ,SS
'tx U 's.
S ,S - ~2 „otl3tstao•
C
c
a
~'Y•Vl •llm
w
eats
~'Ra~s ~ ~ _ ~ Ct>rrent~y, p0 investm
will be completed Peen ~ecrihcal.
eats No new ur s i this is not
w + k t lrtvestm 31, 1999' 0• Cra g
December uary 204 properly, Per
3 " willbe made for Jan not worktn books and
..r' tf the netwoTaknd revenue w00141 will be
G enditae for pY ents will
c entC 'sa s 3 budget workb° ~e month Dea data will . ~XCeI, pfinters
ln
Ulm,
vestm and tools printed late orkbooks,xhen the systems Systems
Budget Reports complete ont° the netw
be entered th up to
or pro° is not brook,p~nters
erational. for e
are orts will be tracked s Spring
Rep e Tte will be System "
12t3ti99• If thinf0rr.ation
3 nctioning, e sferred into the
WAS and
manuallmonies will be cover Iran 011 an
cial Rep gXtra
~
N onthiy pu► unt s for TWO weeks.
acco eeks un for each
clteckmg ayable run will be if the
3 accounts pedger reports on 12131199
be
wngbrook, p
ledger paPberwb0oks rioter
udgei~Frnancial AcCOUn mo l ncladm one On
st Systems _P.C., Sp
B sydnoo close the ~i necessa ,
em
s manually and one y statementabaseb w, be
Decembers a customer data water rates,
list of balances, ort will
prated. a a inter average" the ~d factory Wi11
unt, , locations be printed brook, p rinters wee
3 gD[J co ks•
eter aumbets s will b tional, C. SpTlTtg Off for tw° the system
ameT Service include in Service order form when
itv E,iiling Cust numbers. e If the system is not o ,ally Systems es. will with data entry eot
and
Util Counter b 1213119 s willbe done m 12131149. Bill Pb~ peed assts~°ce ,mail etlnlpp° b
p order form is by robs y tors, d y
_ by rvice of all accoun account Probably
ctioritng Rngbrook, prm w be fib qty. It- lbs a&
ant a full report . not wO~T mgthe reports tgystem " So be read, ed on prior V equ pment
If the sy will be taken dwrVA If meters cat'n in; bas ding
3 anon tswillbehaad. ?IS for tvttQ estimating 0T averag 0k, meter rea
inform p.r a Spr1°gbr°
payment receip eter Tea anual reads. m a
for Water and 0f all IS i i . red to allow m Syste
process Bills process A and I'tst rot
willbe
sewer U:;age an months p
uic0mh'f Patents 3
tainMetc Reatlmg
ase and reports
h~~ess ~a~uation4l~.doc
.,,"h'.tk4tvifinaro
SS CO CATION 'PLAN
$US'iNE "
YZyNTER STORE.
svoacl' to the collection
_ ~ re being for and
'FINANCE pR® sent
No accounts are p sently
new activity is planned December
from a agency by 12131199. agency- No ne
Update report bO lanuaty
3 In
1
the
s._..... r._
print full rt of all businesses forms,
repo queries tout
Collections a 12!31199. Save tables, 31199 rimers
3 system onto disk by report p•C,, Excel, P
Service and reports Use the systems:
Customer smnples of eace report m is not working•
Business Tax
-phone and counter info rmation if tll Y Al wg° °isst no
Business tax statements
199 network
If the will be
9dvvritten receipts to
3 December adde the
d rioters
rmation p•C., Excel, P
Bill'mgs - functioning, the info e
ess Tax issued wilt b done at a Systems
' Data enrY
process Bus and receipts reports by hand
payments urchase
later time.
is not functional, pro °ehand ,rite.
If sy the typewriter a rioters, word
.order's on of the purchase orders Orders C„ Sgringbrook, P cop
ies acing 0 w procorders 3 meanual log of purch hone,lfax, Internet or be Systems: P•
punch and place laced by P
purchase orders will be p ct. Have a , Printers word
mailed in. a model contra stem is not p. C., Springbrook
Have copies of thIf the sY Systems tical.
The updagmg is not time
rioters
3 supply of all forme used.
the net, Ac~* P
functional, process of 1y31199. brook, jntra ,
and quotes rep ort , ring a tempo
t current not ing, update manually. Systems: P.C. Sp maY hired through
bids pra work
process system 1s Additional staffing
3 help process payroll.
of all
forms- eshects agency to
gave a supply of not fumctaoning, ti wally.
twin City's fixed asset If springbcook osii progrgf°'
Main d surplus listing Sngbro°k, auto deP
database and will be available to be fitter or wed, ositing p.C., P
Checks will be hand onsible for dep Systems
loyees will be re P sit is down. Printers
payroll thew checks if auto deed accruals will be
payroll taxes, benefits,
calculated by hand'
low
cyh^`''d~2k ptrsdfi~~ business continuation ptan.doc
iJ
PLAN
T0? $USINE *7
~Eg,~CES . Y2I~
~gOGS ~t
-FjA1vGE
5 ._t be after
to-date ill
not fuuctioning
A of
quarter rbP~k !"not weeks
12118199. If Spfor the, g last two
wdl be calculated and added
of 3 a the information
1999 quarter payment December ctions on Winter
manually. for instm Lion care S ringbrook, P
taxes IRS needs to be cant.1 V CA and Medi Systems: P
to pay federa , ok, Printer
how rimed by January Systems. Springbro
taxes -2's will be P
The 1999 W
due date. checks will be
3 functioning, the payment tinter
stem is not tten brook, P
Systems: Spring
1499 ~1J 2's if a frMen or ban dk t a manual ledger
3 ation will be P
an ist showing
ccounts pay able and entered at _a later tun Smstet lces, Md
ocess A By 12131199, P a e dates, . rook is not
weekly rates, bi Ceres amortization . schedule' If SPrin accompfished
3 billings ,III be will be rater
database wctional, any eats. eT; the S ringbrook, Prt
,Ulaintain L~ by typing sta ua ly and entered into Systems: P
receipted la r date.
ste at a m lete vendor list and
sy roll a come If the computer
13y 121311x9, ent history new vendors will rioter
3 vendor p Q fanchoning, entered into the Systems: Springbrook, P
system ed manually and
Vendor be be iogg tint the 1099's
aintam at a later date.
system made to p ssfu
An attemPt will be it is unsucce s w d
12131199. the 1099 brook, Frinter
3 before1,213109
is not functional , using the S ring
wally in January Systems: P
ntyendor 1099 forms be processed manvendor history report.
manual process.
Continue
3
ciliation &
Bank statement recon
. k lan~~ncebus~~c0nunuationpian•doc
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ilcdYv+id~2 p
v
HR Y2K Business Continuation Plan
City of Tigard, Oregon
Following are the programs and services provided by the HR staff that relies on technology. HR staff
assume that during a Y2K or winter storm event, we may experience loss of power, phones, or
outside vendors who supply services which would Interrupt the following:
➢ Computer & communication equipment (phone, fax, e-mail); and
➢ U.S. Postal system for delivery of mail
The City has over one third of its staff that respond to storm and emergency events because of the
type of service the City offers.
NOTE: Citywide priorities for this business plan are as follows:
#1 Public health & safety services (prevent loss of life/personal Injury)
#2 Quality of life services
#3 Maintain ability to generate revenue for city operations
C11hWide Re yitment
HR will not open recruitment processes or schedule candidate testing between 12/20/99 & 01/10/00
unless the City Manager authorizes an exemption to this standard.
C1JW1de Training
Training will not be scheduled for non-emergency topics between 12/01/99 and 02/01/00.
EOC Sunnort
Staff will be prepared to respond & have adequate forms ready should EOC call-out be necessary
(staff available 24-7). Staff anticipates being able to assist in the EOC for a limited time and still keep
basic services staffed in the HR department.
Based on the above assumptions and areas of service, the attached plan was developed to keep other
programs and services available during possible Y2K/winter storm interruptions. HR staffing is
anticipated to be sufficient to keep top priority functions running for 1 month without assistance. The
use of split shifts and workload prioritization will be used if necessary.
Should you have questions about this report, please contact Sandy Zodrow, Human Resources
Director, City of Tigard, at:
Phone - 503-639-4171
i Fax - 503-639-6795
Email - sandy(oki.tieard.or.us
H '
1s/dWWde/y2k plan/HR business plan summary.doc last updated - 08/19/99
Elm_
HR PROGRAMS & SERVICES - Y2lK/WINTER STORM BUSINESS CONTINUATION PLAN
2K readiness City cannot provialternative insurance. Photocopier, telephone; employee data bases on City-wde
Y2K ready per Network Services; hard
PServ ce Pro viders Y
h Ins. Blue Cross reported by objective is to be able to confirm insurance ACCESS, H drive,
vendors eli ibili to doctors/hospitals, and have copies in employee files(Finanpce & updat d regular ly; all
y diskk
Kaiser forms available for employees to submit to forms are available in hard copy now; copy to flo pp is
Retirement Plans ICMA-RC carriersiproviders; we will continue to enroll to be made in December.
PERS employees as usual. No additional staffing or time needed
Deferred Comp AETNA
in process on Y2K readiness
Standard Life Insurance *
C * . -up p
Credit dit Union Oregon Central Follow statement.
Washington Co.
Unemployment Gibbens Co.
Agent of Record EBS
Employee Assistance CAPE
Flexible Spending Manley
Agent of Record - EBS I Y2K ready per Communication ndneeded n, fax, telephone, or in Same as above
EBS person only
Employee Assistance - CAPE 1 Y2k ready per Refer employees as usual or employees may Same as above
CAPE pick up information at ML
)r in
on hat its qu pment, a fax a,ilabil ty e nrso on addi onal staff garry given
time
meetings ttome Services 2 Y2K ready Seek 1 of ad counsel as needed in
Labor A y person, , phone, P
working needed
1 Y2K ready per Hard copies of all data in People Trak Photocopier, telep YZR ready per N~tv or9lc ii Services- on es~ide
Software People Trak available in Personnel Files, a HR manual ACCESS, H drive,
people Trak binder, & Finance; updated as forms are No additional staffing or time needed.
submitted; copy to disk of all People Trak to
be made in December. P hotoco ter, a!1 hard copy
Y2K ready per Distribute and process forms, letters, ano forms/letters availableforrdistribution now; employees can
FMLA 2 vendor policies already in hard copy format, copy pickup, appropriate paperwork in
disk of all FMLA to be made in December. person; hard copies of individual eaves in personnel file;
no additional staffing or time needed.
2 Y2K ready, per Distribute and process forms, letters and Same as above.
COBRA vendor policies already in hard copy format, copy to
disk of all COBRA to be made in December. • previous City wide id
Employee ID Badges 1 Y2K ready per Use standard camera to take pictures, ~azwith~sandaarrd Polaroidrioter, use picture as temporary id
vendor cut/paste picture on previous id cards (HR badge additional staffing or time needed.
does not handle security system component) badge; no
1
iJciryM&iy2k rlmrdR business continuation plan.doc
a
1
Library Y2K Business Continuation Plan Summary
City of Tigard.. Oregon
Following are the programs and services provided by the Library staff that rely on
technology. Library staff assumptions during a Y2K or winter storm event are: loss of
power, phones, or outside vendors who supply services which would interrupt the
following:
➢ Computer & communication equipment (phone, fax, e-mail); and
➢ Delivery services from WCCLS Courier, US Postal Service, UPS, etc.
Citywide priorities for this business plan are as follows
#1 Public health & safety services (prevent loss of life/personal injury)
#2 Quality of life services
#3 Maintain ability to generate revenue for city operations
Countvwide Library Services Sutanort
a) WILInet Computer Systems Support
b) Interlibrary loan
c) Material holds
Library Operations & Programs
a) Circulation
b) Reference
c) Story Times & Craft Times
d) Collection Development
e) Technical Services
f) Local Computer Systems Support
Special Programs & Services
a) Homework Center
b) Adult Programs
c) Summer Reading Program
d) Young Adult Programs
e) Library Board Meetings
!Volunteer Activities
a) Shelving
b) Shelf-reading
c) Check-in
d) Materials Processing
The Library will be closed on Friday, 12/31/99 and Saturday, 01/01/00 for the holiday,
reopening on Sunday, 01/02/00. When, bookdrops are emptied on Friday and Saturday,
the Library's online computer system (Polaris) will be used to check-in materials. If any
problems are identified, staff will contact WCCLS and the Library Director to determine
if Polaris will be available for use on 01/02/00. If Polaris is unavailable, Library Director
will contact the lead supervisor so that preparations can be made for off-line checkout.
l:/dtywide/y2k plan/library business plan summary.doc 1
Library Y2K Business Continuation Plan Summary
City of Tigard, Oregon
If the EOC Is In operation, Library staff not already identified for the EOC will be
prepared to open and operate the Library. Staff who have received training and/or
have been selected to serve in the EOC Include:
Melinda Sisson Paula Walker Mara Sani
Connie Martin Trish Stormont Amy Emery
Supervisors, Librarians and Lead Workers that are available to open and operate the
Library Include:
Linda Parker Kathy Smith Teresa Laubach
Kate Miller Tony Greiner Marin Younker
Connie Anderson Sandra Thorne Nikky Wiles
Mary Madland
Based on the above assumptions and areas of service, the attached plan was developed
to keep the programs and services (provided by Library staff) available during possible
Y2K/winter storm interruptions.
Should you have questions about this report, please contact Melinda Sisson, Director of
Library Services, City of Tigard at:
Phone: 503-684-6537
Fax: 503-598-7515
Email: melinda@ci.tigard.or.us
i
i
3
1:/cityvildeffik plan/library business plan summary.doc 2
INS!
t
LIBRARY PROGRAMS & SERVICES - Y2KIWINTER STORM BUSINESS CONTINUATION PLAN
Circulation 2 If we have power and Polaris is not working Systems:
on-line, we can try off-line circulation. If we Polaris automated circulation system - Y2K ready
have no power and we remain open, we can 3M security system and desensitizer - Y2K ready
check out items by hand, writing down patron Metrologic barcode readers - YX ready
names and barcodes and item names and PGE for power and heat.
barcodes. Patrons must have library cards
with them if we are to check out. This is our
typical policy whenever the computers are
down. We usually inform patrons of this
tluough additional signage in library.
Because this is a highly staff intensive
procedure, we might need to schedule more
staff on each shift. If we had no power or
heat, it would probably be unwise to open the
library.
Check-in 2 If we have power and Polaris is not working Systems same as above
on-line, we can try off-line check-in. If we
have no power and we remain open, it would
depend upon how long we were without
power. It is less effective to check-in items
by hand than it is to check them out. If we
were without power for more than 2 days, yet
we remained open, we may have to resort to
hand check-in - a laborious task. In that case,
we would want to schedule additional staff
and carefully selected volunteers to assist
with manual check-in. If we had no power or
i heat, it would be unwise to open the library.
Materials Holds 2 The service can be continued with lesser Polaris is an integral part of this program. Holds are placed
efficiency if telephones and/or fax machines by patrons and/or librarians on books, videos, etc., at
can be employed. An even slower and less individual WCCLS libraries. These requests are then
efficient method would be by making printed (printer) out for retrieval from shelves by libraries
requests through the U.S. mail service. The that can meet the "holds." Courier service (roads)
distribution would still require a courier distributes the items..
service or some other transportation which
implies roads. One staff person. Systems: same as above
i9citywidely2k plaMibraty business continuation plan.doc 1
MWIMH~Nww~ Billy 111112
LIBRARY PROGRAMS & SERVICES - Y2K/WINTER STORM BUSINESS CONTINUATION PLAN
,
The ability to engage' in shelving is directly Systems: PGE
Shelving 2 related to our ability to check in items. If we
are unable to check-in electronically, the
number of shelvers needed at any one time
may not be as great as our normal
staffing/volunteer levels. If we have no
power, it could be unsafe for shelvers to try
shelving in the dark. If we can check in items
off-line, we would schedule shelvers at
normal levels.
2 Minimum staffing needed at the Reference ➢ No pflashlp paper ~cpecReference staff (1 per 8
Reference Desk to assist public with reference hr.);
y come Hower/some phone service - Reference staff (1-
questions. 2 per 8 hr.); flashlights; paper and pencils
➢ Full power/full phone service - Reference staff (1-2
per 8 hr.); minimum computer support; computer
resources - paper, ink
libraries
2 If the Internet is functional, we can access We use Polaris to access World Cat to identify
Interlibrary Loan World Cat that way. Telephone and fax that have books that our local libraries cane t ~suuprpn
might be employed after some major holding Other libraries use us, as well, through e U.S. mail
libraries have been identified. However, U.S. Transportation of materials is through
mail service and passable roads will be service.
needed to implement the service. One staff Systems: PGE & GTE
person. Books, staff, volunteers, crag supplies, master copies of
Storytimes and Craft Times 2 Have available 2 pre planned of each program (storytimes, craft times, and toddler times) so coloring sheets, copy machine, and and ose that can be
that staff or volunteers can perform them if those to be read during storytim
youth services staff is unavailable. Also have used as sources for songs and fingerpllaays.n Craft PP~~
available coloring sheets, crayons, and craft include paper, scissors, glue, supplies that can be used when children need miscellaneous supplies.
to be entertained. Inform staff and volunteers
of location of such items in case a member of. Systems: PGE & GTE
the youth services staff is unavailable.
2
i*ityw dely2k piz Aibrary business continuation p1m.doe
a
15
IEGIBILTTY STJOY
SS coNavu~,TION 'PLAN
yy~ INTER STORM` B~SINE
~ ~E^ ~~~E~r~Y
LIBRAO 1J~S
u~, and
gomewark Help supp Center.
Staff or volunteers, o~y used by visitors t° as, and
s volunteer or materials comntdi o-9, es, en
reference cyclopedi
e homework include dude calculators,
Have available at least
itors of th 7ltese materials Supplies and
other reference sources hole punch,
member to assist to pro.de bus
Continue long a
Center trcenter.ansportation frothe schools, lnforin paper, scissors, lies.
Homework normal schedules. miscellaneous supp books, and
lies
busses are running to location of supp Systems; pGE mac hine, staff, P pe
staff and volunteers as a r, pencils,
work Center .
that can be used in the Home PGE, Copy
lies from previous Years outside vendors.
Have available supp Summer Reading
2 Program so that be implemented. mented. Decorating,
Club theme can be will be done
Surnmer Reading ptOgr' promoting, and Photocopyuing will continue
only if possible. Programm is available- card games, and
in house if youth services staff be used for { board games,
vendors will and aid.
Outside mg if they can be hired an P ed as pGE, ouu"- vendors,
progian►m . will continue as p ,armed
m vendors are available or lfill ei
2 long as outside an is available to long adult librari Have available board young Young Adult Programs when necessary, d inform and games, card games, of ai l
so that
volunteers eit location
staff and bated if youth services staff 30 G
enerator for back uP Power.
they can be distri
I' unavailable. rCl are functioning, lotion
on
If WCCLS au bridge, router and Coco d
to hubs, access Polaris, Internet an
workstations to Cations for Polaris,
CD Rom network. y circulation works
Computer Systems support
but we have power,
mode. Internet
If i olaris is unavailable,
off-line . If
need to use Pola * in ending on 7CI
may be accessible dep unavailable, then
Polaris or power are anually.
be m
circulation funct10~ will done
3
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SeNtces c d pro ~ cess n►ate owet, service pro
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T bntcal S records owerino ho .
rce _ pro
unavailable, but, a vie ailable. r if needed p flan t, meeting sp ace g
Room) tor,
wrllanbd cover boobs hone se ett program
{unctions for vend°c~ to facilitate hUgh weclsome faciliffi
mend,lCapffmg 9 SOn1e. t;meetin&spae Slice
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togram• ➢ Full space (~jettashligl'tsn°ts
p meeting andligh
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meetillgs
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°p if
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.a ~J~ibtar! b'1n'sss ~ntauadon 7».doc
Network Y2K Business Continuation Plan Summary
City of Tigard, Oregon
Following are the programs and services provided by the Network Services staff that rely on
technology. Network staff assumes that during a Y2K or winter storm event, we may experience loss
of power, phones, or outside vendors who supply services which would interrupt the following:
➢ Computer & communication equipment (phone, fax, e-mail); and
➢ U.S. Postal system for delivery of mail, claims, & forms
The City has over one third of its staff that respond to storm and emergency events because of the type
of response the City offers. Citywide priorities for this business plan are as follows:
#1 Public health & safety services (prevent loss of life/personal injury)
#2 Quality of life services
#3 Maintain ability to generate revenue for city operations
LAN System & operating software
Citywide Personal Computers support
Phone System/Voice Mail support
Network service staffing
EOC support
Based on the above assumptions and areas of service, the attached plan was developed to keep the
programs and services (provided by Network Services staff) available during possible Y2K/winter
storm interruptions: Network Services staff is anticipated to be sufficient to keep top priority functions
running during limited EOC responses without assistance. The use of split shifts and workload
prioritization may be used. We may depend more on some contractual service providers during that
time if necessary.
Should you have questions about this report, please contact Pawl deBruyn, Network Services Director,
City of Tigard, at:
Phone - 503-639-4171
Fax - 503-639-6795
Email pdbAcLflgard.or.us
i
3
i1citywide/y2k plan/network business plan surnmary.doc 1
BUSINESS CONTINUATION PLAN
K/ 2VVINTER STORM
VICES PROGRAMS & SERVICES
1~ETW SERVICES
r,.
and servers have been Bindview software & LAN
All network softwaze assed Priority 1
x' certified by manufacturer and have P etwork services p
2 pDB
W issues Y2K checks. We will modify staff schedules N are & Microsoft software
I,pr1 S~ yste _
Systems: LAN. operating so support.
Network hardware & software to provide require d coverage- es, PGE & internet supp software
packag so are & Microsof t f 1131199, we will run a full systems: LAN. operating '
packages & PGE
2 Ready -pDB On the evening
network backup before 12:00 Midnight- LAN Backup 97% of city computers have been certified Bindview software
pDB third part' Y2K checks.
2 and have passed die being replaced in Network Services Priority 2
w
Citywide PCs Those passing not to operating software & Microsoft software
August 99. We have sufficient spare parts systems: LAN, ort.
operate for 30 days. packages, PGE & internet supp
Office is loaded on every hard drive so no Systems: PGE
Ready - pDB aired to operate. an electric generator from
2 network is req are attempting to obtain ui ment need not
Microsoft office State surplus. If we are successful, the eqP
PDB All hardware enclosed chas been hecks. cTh re is and We moved.
1 has passed third party
Electric power emergency power in the Niche building in be process to provide uninterrupted Jed period We are in the bidding int is moot.
which the LAN servers are located. If the
ower to the Niche. If successful, this po
city is without power for we can move the P
of time (8 hours or more
equipment to either the Water Building oo Network Services priority 3
City Hall. This will take about 2 hours
move and reset the network' We Systems: PGE
If the power fails in these two buildings
can, move flee equipment to another building
in the city that has space and power available.
If there is no electric power available
anywhere, no computers will be running- We
will wait until power is available. stems: GTE
hone system has been certified as N
The city p Network Services priority 4
1 PDB being Y2K ready by GTE.
phone S stem
phone system
1
r,►ckdY~ ptetwodc business ~uauon ptan.doc
ilcitY
NETS®p ~ER11CES p
JRQ7CRAlyIS 8z SEnVCES - Y
ZK/WINTER STORM BUS
NESS CONTMATIDN
Voice AN
,Mail pL
2 Read
Y - PDB If the voice
read mail system is not
ready by 1/1f2000, we will chap made Y2K SYsremiii 12 111 11!
s: GTE
the system to 1972 ge the date on
Network Service Stafl;n operate properly. and it will contm
Emergent subsequent to 1/1/20pp its continue to Network Se
will be done Vices priority S
daily service (EOC l Ready _ pDB time of day on messy It does not affect
vs. Network Ser Provision by Personnel messages.
vices staff customer to
customer trouble the EOC will handle
EOC, calls on a priority Daily ser•yice
lower thaill n All
EOC w 6e staffon duty d level will be provided
m the 130C, but available the with the number ofstaf available °n a level co
answer trouble calls. ailable fornon-BO mm to
~'srems; C activity.
y
parka operating so
gas PGE, GTE'& inter ue Microsoft snare
Mort.
i:lcityW, 2k Ptan/network business continuation plan.
dot
2
Police Y2K Business Plan Summary
City of Tigard, Oregon
Following are the programs and services provided by the Police Department that relies on
technology. Police assume that during a Y2K or winter storm event, we may experience loss of
power, phones, or outside vendors who supply services which would interrupt the following:
➢ Computer & communication equipment (phone, fax, e-mail); and
➢ U.S. Postal system for delivery of mail, claims, & forms
➢ WCCCA (our regional police dispatch center)
The City has over one third of its staff that respond to storm and emergency events because of
the type of response the City offers. The Citywide priorities for this bushiess plan are as follows:
#1 Public health & safety services (prevent loss of life/personal injury)
#2 Quality of life services
#3 Maintain ability to generate revenue for city operations
See the attached memorandum that addresses the Police Department Y2K contingent plans
and addresses the State Legislature adopted Y2K Affirmative Defense Test questions. Based
on the type of service provided by the Police Department, this p' an is viewed as a Priority #1.
Based on the above assumptions, the attached plan was developed to keep the programs and
services (provided by the Police Department) available during possible Y2K/winter storm
interruptions. Police staff is anticipated to be sufficient to keep top priority functions running with
the use of split shifts and workload prioritization.
Police staff is trained & equipped to respond to emergencies and staff the EOC.
Should you have questions about this report, please contact Ronald Goodpaster, Chief of
Police, City of Tigard, at:
Phone - 503-639-6168
Fax - 503-684-5654
Email - ron(&-ci.tigard.or.us
Y2K Plans
August 20, 1999
Page 2 of 4
MEMORANDUM
TIG. RD POLICE DEPARTMENT
August 20, 1999
TO: Y2K Committee
FRONT: Ronald D. Goodpaster, Chief of Police
Capt. Gary L. Schrader, Support Services Commander
SUBJECT: Y2K Contingent Plans
The Y2K Task Force asked for certain questions to be answered to insure the City will be able to obtain
insurance coverage for Y2K exposures. Following are the answers to those questions.
a. Identifies those failures that the City (Department) believes most susceptible to Year 2000 failures:
The Y2K Task Force identified the following systems used by the Police Department that may be
susceptible to Year 2000 failures:
Internal Police Department Administrative Databases
RISS Net
Video/Security Cameras
Vending Machines
Calibration units
Typewriters
Cameras
Microwaves
Radar Units
PPDS"
Computer Aided Dispatch System`
Mobile Data Terminals'
Radio System`
9-1-1/telephone system'
i
b. Prepares or causes to be prepared a written analysis of the systems used by the City (Department):
i
See the citywide listing of systems and service providers completed by the Y2K Task Force.
c. Prioritizes the relative importance of the different systems used by the City (Department):
3
Of the systems identified, those marked with an asterisk are critical to providing public service. All of
those systems are owned, operated, and maintained by governmental agencies and or private
companies that are not within or under the control of the City of Tigard.
The other systems are not critical to our operation.
d. Identifies resources available for addressing possible Year 2000 failures:
Y2K Plans
August 20, 1999
Page 3 of 4
All of the critical systems have been declared Y2K ready and tested by the responsible
agencies/companies. Written confirmation has been received by all but PPDS, which has been
requested.
Each of the agencies/companies owning, operating, and maintaining the critical systems has support
agreements with the providers of those systems for addressing possible failures.
e. Has approved plans and resources that are to be committed to correct possible Year 2000 failures:
All of those systems have been declared Y2K ready and tested by those agencies/companies.
Plans for providing continued service to the citizens of Tigar,i are adopted and approved as the City
of Tigard Emergency Management Plan.
f. Can document substantial implementation of the plans approved under the above item (e):
Since all critical systems are Y2K ready and tested, thera are no system plans to be executed.
The Tigard Police Department is preparing to implement the various components of the Tigard
Emergency Management Plan, but until specific public ser0ce issues are identified and prioritized as
required by the plan, no specific operational plans can be approved. The framework for developing
the plans and executing them is included in the Emergency Management Plan.
The Department will implement the following precautionary actions to be better prepared for Y2K
issues:
1. No time off, other than regular scheduled days off, is authorized from December 28, 1999 through
January 5, 2000. Two-officer patrol units will be implemented, if necessary.
2. The Training Officer and two School Resource Officers will be assigned to work in patrol from
December 29, 1999 through January 1, 2000. They will be assigned to a 1200 to 2200 shift
Wednesday, Thursday, Friday, and Saturday to help cover days and swing shift.
3. Two detectives will be assigned to work from 1700, December 31, 1999 to 0300, January 1,
2000. They will work in uniform, but remain available for calls to major felony crimes. In the
event of civil unrest or disturbances, they will be a uniformed resource for patrol operations.
4. The Records Unit will be staffed with two Records Specialists from 1300, December 31, 1999
through 2300, January 2, 2000. The Records Unit will be closed to the public, but will be staffed
until 0200 on January 1, 2000, but will close at 2300 the next two nights, unless activity dictates a
need for additional staffing. In that event, the on duty Records Specialists will be held over until
the need subsides.
5. The swing shift will remain on duty until 0200, January 1, 2000. This will maximize the number of
officers available.
6. One Community Services Officer will work from 1800 to 0200 starting on December 31, 1999 and
ending on January 2, 2000.
7. All patrol vehicles will be operational, winterized, and equipped with studded tires no later than
December 17, 1999.
8. Additional flares, flex cuffs, o.c. spray, report forms and crime scene tape will be ordered and
received no later than December 17, 1999.
9. Watch commanders will ensure that all patrol vehicles and CSO trucks are fully equipped and
stocked with emergency equipment.
Y2K Plans
August 20, 1999
Page 4 of 4
10. A coordination meeting will be held with Public Works by 10/1/99 to ensure field radio
communications, to arrange for signs and barricades to be staged, and to discuss operation
issues.
11. Conduct/participate with executive staff in a coordination meeting regarding the proposed
"skeleton" E.O.C. for the evening of 12/31/99.
12. Discuss and finalize Y2K preparedness with staff by 9/1/99.
13. Distribute information to department members on Y2K preparedness on 10/18/99 and 12/1/99.
14. Watch o^mmanders, supervisors, and patrol officers will receive training during the two weeks
preceding the new year. The training will focus on the department policies and will emphasize
the use of maximum discretion. Custody and detox will be a last resort, depending on the totality
of the situation, in dealing with calls for service. This will ensure the maximum number of officers
available at all times. Emphasis will be placed on de-escalation of incidents rather than strict
enforcement action.
15. WCCCA (our regional police dispatch center) will be contacted on 8/23/99 and advised of our
contingent manpower plan. They will be holding a Police Technical Advisory meeting in
September to put together a Y2K Communications Plan.
16. Mutual Aid Agreements will be confirmed with the Washington County Law Enforcement
community by the 10/14/99 Washington County Law Enforcement Council meeting.
BEEN Nil
Public Works `if2K Business Flan Summary
City of Tigard, Oregon
The attached memorandum addresses the Y2K contingent plans and addresses the
State Legislature adopted Y2K Affirmative Defense Test questions for programs and
services provided by the Public Works Department. Public Works assumes that during
a Y2K or winter storm event, we may experience loss of power, phones, or outside
vendors who supply services which would interrupt the following:
➢ Computer & communication equipment (phone, fax, e-mail); and
➢ U.S. Postal system for delivery of mail, claims, & forms
WCCCA (our regional emergency dispatch center)
The City has over one third of its staff that respond to storm and emergency events
because of the type of service the City offers. The Citywide priorities for this business
plan are as follows:
#1 Public health & safety services (prevent loss of life/personal injury)
#2 Quality of life services
#3 Maintain ability to generate revenue for city operations
In the event of emergency response, some of our plans set our priorities to
protect public health first, property second, and environment third.
Based on the attached assumptions, this plan was developed to keep the programs and
services (provided by the Public Works Department) available during possible
Y2K/winter storm interruptions. Public Works staff is anticipated to be sufficient to keep
top priority functions running with the use of split shifts and workload prioritization.
The Public Works Director also serves as the City's Emergency Management
Coordinator. He is coordinating on a countywide basis with all other jurisdictions to be
prepared to respond to emergencies during the Y2K time-sensitive times. The City's
EOC will be activated 12/31/99 and 1/1/00 as a precautionary measure. On-going
coordination with all departments is occurring to ensure that communications,
equipment, staging, and staffing are available for emergency response.
' Should you have questions about this report, please contact Ed Wegner, Public Works
Director, City of Tigard, at:
Phone - 503-639-4171
Fax - 503-684-8840
Email - edO-ci.tiaard.or.us
Ucitywlds/y2k plan/PW business continuation plan.doc
MEMORANDUM
TO: Loreen Mills, Risk Manager
FROM: Ed Wegner, Public Works Director
Kathy Kaatz, Program Assistant
RE: Y2K Contingency Plans - PW
DATE: August 25, 1999
The Public Works Department has identified critical functions for this department in case
of an emergency related to possible Y2K failures. Listed below are those identified
functions and the contingency plan for each. Note that there are paper, pens, hard
copies of maps, tools & equipment that can be used manually as support for the
following services.
➢ Power for the Ash Avenue Facility - Priority #1
One of the critical issues would be the loss of power at the Public Works Facility on Ash
Avenue. While we have the Water Building to operate staff out of, we still have need for
equipmentA supplies on Ash Avenue. We have obtained a quote to have emergency
generator power installed at this facility in the amount of $33,246. This figure was not
previously identified in the Y2K budget needs. If this purchase is not approved by the
City Council, plans will be prepared to relocate materials, equipment and staff for
emergency response to the Water Building.
Card Lock Security Access System - Priority #2
The City has installed a card lock security system in all City-owned office buildings.
This system is reported to by Y2K ready by the vendor. Testing is being scheduled with
the vendor now. If it is not possible to test the system then the following measures
should be followed in relation to the date change.
Prior to 12/31/99, the Executive Staff and Building Maintenance Staff will be furnished
with master keys to allow access to all buildings. There will also be a master key set
available at Police Records.
Computer Systems - Priority #1
Hansen: The current version of Hansen Software, which is utilized for the infrastructure
management system was not Y2K ready. We have purchased and installed a Y2K-
ready version of this software (Version 7) and have been training staff on the system.
The conversion costs involved were approximately $65,415.
Ucitywide/y2k plan/PW business continuation plan.doc 2
We are also going to need to upgrade our two (2) pen computers, which are not
currently Y2K ready. These computers are used to collect data in the field for inputting
into the infrastructure management system. The cost to upgrade these units was
identified in the Y2K budget items for a total of $4,000.
LAN System and Microsoft Office Software: The testing of these is being completed
by Network Services. LAN & MS Office will be tested on 9/9/99.
Communications - Priority #1
The manufacturer (Erickson/GE) has declared repeater, portables and mobile radios
Y2K ready.
If power is interrupted to the repeater, it has battery backup suitable for a ten-hour
period. After ten hours, Public Works will switch to F2 (Simplex) and communicate
without the use of the repeater. The coverage of communications will be acceptable
although not as complete as with the repeater.
In the event all two-way radio's malfunction, the City has the following options available:
• Purchase back up mobile and portable radios with Y2K readiness statements with
the f-Alowing costs: 20 Mobiles - $10,000
20 Portables -$12,000
Total Costs - $22,000
Cell phones and citizens band radios (CB's) are not suitable options due to the fact that
they will be jammed with traffic from the general public.
A Fuel Supply Priority #9
Bretthauer Oil has supplied us with their Y2K information, which indicates that they are
Y2K ready. If the fueling system is interrupted, we will have on-hand 550 gallons of
gasoline and 150 gallons of diesel, which will be dispensed manually. All standby
generators will be topped off at or before 12-10-99. Storage of this fuel will be in two
275 gallon above ground storage tanks located at the Water facility.
Public Works has several underground storage tanks (UST) as well as some above
ground storage tanks (AST). The following is a listing of the storage tanks, locations
and their designated function. We do have documentation from the manufacturer that
these tanks have all been designated as Y2K ready.
Underground Storage Tanks
Unleaded fuel Water Facility 2000 gallon citywide fuel
Diesel fuel Water Facility 2000 gallon citywide fuel
Waste motor oil Water Facility 550 gallon Fleet - Waste oil disposal
Diesel fuel (2) Police Department 250 gallon ea. Emergency generator
Ucitywride/y2k plan/PW business continuation plan.doc 3
Above Ground Storage
Diesel fuel Canterbury 250 gallon Emergency generator
Diesel fuel High Tor 550 gallon Emergency generator
Diesel fuel # 2 Reservoir 550 gallon Emergency generator
Diesel fuel Water Facility 250 gallon Emergency generator
The City has an agreement with the fuel supplier for priority delivery service since the
fuel is used for emergency response (Tigard Police, Tigard Public Works, ar:d Tualatin
Valley Fire & Rescue).
The fueling system has a card reader system, which is reported to be Y2K ready by the
prov;uls_,r. Ben Tracy wiil schedule testing of this system no later than 11/15/99. On
8/26/99, the card reader system was not operational. Both diesel & gasoline could be
dispensed without the use of a fuel card. Handwritten records were kept during that
time and could be used again if needed.
Fleet & Equipment - Priority #1 & #2
Fleet services both emergency response vehicles & equipment (priority #1) and non-
emergency vehicles & equipment (priority #2). All emergency response vehicles will be
operational, winterized and equipped with studded tires (when appropriate) no later than
12/17/99.
The only practical course of action in the event-that patrol vehicles or any vehicle or
equipment does not run in the next millennium is to perform standard troubleshooting
procedures and determine the cause. Priority will be given to emergency vehicles.
After the Fleet staff has determined the cause of failure, repair of vehicles would be
quick, as the fleet is comprised of General Motors and Ford vehicles of similar makes
and models.
Vehicles needed for weather related emergencies:
Pick Up #049 Pick Up #049 Pick Up #049 Pick Up #049
#056 w/plow #056 w/plow #048 #048
#010 w/sander #010 w/sander #050 #050
#051 #051
#029 w/winch #029 w/winch
#015 w/chipper #015 w/chi per
#005 w/bucket #005 w/bucket
#017 w/sander #017 w/sander #028 7 and #028 7 and
#035 w/sander #035 w/sander
#020 Cat backhoe #020 Cat backhoe #020 Cat backhoe #020 Cat backhoe
Chipper
Ucitywide/y2k plan/PW business continuation plan.doc 4
It is anticipated that (Fleet staff will be able to provide essential services on City
equipment & vehicles during this time. City staff may be required to gait for non-
essential functions to be completed once any emergency response is completed.
➢ Traffic & Railroad Crossing Signals - Prloi►ty
City owned traffic signals have been updated to be Y2K ready by Washington County
through a contract with the City Engineering Department. Railroad crossings are
reported to be being ready by Burlington Northern and Union Pacific Railroad websites.
This review was assigned to the City Engineer.
The Public Works contingency plan for outages of these signals will be as follows:
o Have five utility trucks loaded with barricades with stop signs mounted.
® Have a list of priority traffic signals divided into five areas as determined by the
Police Department.
a Have two PW employees per vehicle to install stop signs at prioritized traffic signals.
Wastewater/Storm Systems - Priority #1
The Department has reviewed the information provided from USA regarding their Y2K
plan for pump stations near the City Of Tigard and the Durham Treatment Plant. The
big issue for them is potential loss of power. To address this issue USA is adding
stationary or portable emergency generators at all of their remote pump stations. The
Durham Treatment Plant already has backup generator in the event of a power outage.
The City's wastewater collection system is 100% gravity flow and there are no pump
stations that, in the event of a power loss, would prevent the wastewater from flowing to
the Durham Treatment Plant. Any wastewater overflow that may occur during 12/27/99
to 01102/00 is anticipated to be due to normal maintenance issues (vandalism, grease,
roots, etc.) rather than a pump station failure or the Durham Plant not operating due to
Y2K issues.
The Wastewater/Storm Section's Y2K plan is simple.
1. The Section will handle wastewater overflows as normal, in our day to day
operations with the line cleaning trucks. If the line cleaning trucks are not operating,
we have 600 feet of hand rods that would be used to clear a blockage.
2. In the unlikely event the whole wastewater collection system backed up from the
Durham Plant and caused an overflow somewhere in our system, we have
approximately 600 sandbags filled and ready should we need to contain/direct any of
these overflows. Our priorities will be to protect public health first, property second,
and environment third. Bypass pumping in this scenario would be useless. With the
collection system that full there would be no place to pump it too.
A Water System - Priority l#9
SCADA Software (Supervisory Control and Data Acquisition) There are two
elements to our SCADA system, the computers at Public Works and the RTU's (remote
i:/citywide/y2k plan/PW business continuation plan.doc 5
IN IN_
transmitting units) in the field. The computers at Public Works were recently replaced
with Pentium II based computers that are Y2K ready. The Prosoft and Wonderware
software programs have been successfully upgraded to the latest versions, which are
Y2K ready. The SCADA computers and software have been on-line and functioning
correctly since July 1, 1999.
The RTU's are Y2K ready and we have done some field testing, where we have roiled
the time and date stamp forward to December 31, 1999 at 23:55. We then monitored
the RTU's as they moved forward pass January 1, 2000. The BTU's that were tested
operated correctly. We will continue to test all of the remaining RTU's in order to ensure
readiness. We anticipate that testing of all RTU's and other field equipment will be
tested by September 30, 1999.
Power and GTE Failure We do not expect that any hardware or software failure of our
SCADA system will occur as a direct result of Y2K. We are however very venerable for
having a failure due to either a power outage at Public Works or a telecommunications
failure at GTE.
Public Works is currently proposing to install an emergency generator at the Ash
Avenue Public Works facility. Even if a large emergency generator is not acquired and
installed by December 1999, we can still operate the SCADA computers at Public
Works with a small portable generator that is available. Other key facilities such as
Canterbury, Reservoir site #2, and High Tor all have back-up emergency generators.
Their manufacturers have certified these generators and their transfer switches as being
Y2K ready. In the event of a power grid failure these facilities would remain operational.
This leaves telecommunications. If we lose communication with the RTU's and still
have power, the RTU's are programmed to continue to operate with the last instruction
that was given to them. This holds true for all sites except for the pump station at the 10
million-gallon reservoir. If this site loses power and communications with the main
computer or with High Tor the pump will shut down and lock its self out. Meaning that
the pump will not restart until telecommunications is re-established and the RTU is reset
in the field. This feature was added to the system after the overflow of the High Tor
reservoirs and is proven to work.
If we were to lose telecommunications only, we can operate the system manually. A
number of the sites do not require power for control and operate hydraulically to prevent
overflow. Other sites such as the connection with Portland and Tualatin Valley Water
District, can be manipulated by hand by turning the valves. Even the new 24-inch
control valve that controls the flow of Portland Water to the 10 million-gallon reservoir
can be operated manually.
We can have experienced a complete telecommunication failure and still operated the
pumps at the reservoir sites that have emergency generators. The Canterbury and
High Tor sites have pressure-sustaining pumps that operate at all times. Additional
pumps come on and off in the event of a pressure loss. These facilities do not require
personnel to physically turn on or off pumps.
Reservoir site #2 has two transfer pumps. In the event of a telecommunications failure,
we would need to actually monitor the water levels in the High Tor reservoirs and
is/citywide/y2k plan/PW business continuation plan.doc 6
physically turn on the pump at Site #2 to fill them. The second pump is to transfer water
to the 10 million-gallon reservoir.
9 Water Supply
The City of Portland is our main water source provider in the winter. Our average daily
demand is approximately 4.4 minion gallons a day. The way we operate the system in
the winter is that we have a set flow rate, allowing the system to naturally rise and fall
and have reservoir turn over.
The City of Portland is mostly a gravity system, although we are on the pumped portion.
Portland has confirmed they are Y2K ready and have extensive contingency plans in
case of a power grid failure. Portland does have emergency generators at key locations
throughout their distribution system. They also have large portable generators that can
be brought to those facilities that do not have their own emergency power generators in
case of a power outage. Portland also has a number of portable pumps in case of large
grid failure or in case of a pump failure at a site that does have power.
We have contacted Portland and made arrangements with them if we should lose
control of the water flow from them. Portland is willing to throttle the valves at Bradley
Corners to establish a safe steady flow rate. This will only be necessary if we had a
total failure of our system.
We will also exercise our wells (Wells #1 and #2) that have emergency generators on
December 29, 1999. Bacteriological samples will have been taken and results received
so that, if needed, we can operate our wells for an additional 1.0 million gallons of water
per day.
We plan on having the 10 million gallon reservoir full and topped off on December 30-
31. All other reservoirs will be within the 85% of capacity on December 31, 1999. If we
should have a catastrophic failure we will have approximately 22 million gallons of
storage, which will last 4-5 days depending on demands.
Tualatin Valley Water District (TVWD) provides water to a portion of the City of Tigard.
Their website reports they anticipate all their system testing will be completed by
8/30/99 for Y2K readiness. However, they too will be purchasing water from Portland.
TVWD receives its water via gravity from the Washington County Supply line. It is not
anticipated that they will have any trouble receiving water from Portland. Our
connection with TVWD is also gravity and is operated hydraulically. If we should have
either a telecommunication or power failure at the Baylor reservoirs we are confident
that we will be able to receive up to 1.8 million gallons of water per day.
Lake Oswego was a water supplier for the City of Tigard. They too are upgrading their
computer systems, but we have not received official word from them on their Y2K
status. Until we receive word about their status, they will not be included in our
contingency plans for water supply.
Ucitywide/y2k plan/PW business continuation plan.doc 7
A Building Maintenance - Priority #1 & #Z
Building Maintenance response to loss of power and door security card lock systems
failures will be a priority #2. Response for emergencies in buildings that are open for
business and other Public Works emergency response needs are considered to be a
priority #1. It is anticipated that Building Maintenance staff will be able to provide
essential services to all buildings during this time. City staff may be required to
complete some non-essential functions personally.
Power for buildings is a concern for all Departments. The Police Department and Water
Buildings have large emergency generators in place to support the functions in their
buildings. John Roy will document what systems in each building these generators
support no later than 9/10/99, If extra capacity exists, this may be utilized to power
emergency lighting in other buildings or run equipment transferred from buildings
without power during an emergency.
Testing of these generators is regularly conducted monthly. In preparation for winter
storms and possible Y2K failures, Ben Tracy will provide testing "under load" prior to
12/1/99. Ben will also be load-testing generators at Canterbury, Gaarde, and High Tor
facilities.
➢ Parks & (grounds Maintenance - Priority #1
Since parks are closed during the winter and the City anticipates Y2K failures to be
most prevalent during that time, Parks staff will be ready to respond to emergencies
with other Public Works emergency responders.
ilcitywide/y2k plan/PW business continuation plan.doc 8
Risk Y2K Business Continuation Plan
City of Tigard, Oregon
Following are the programs and services provided by the Risk staff that relies on technology. Risk
staff assumes that during a Y2K or winter storm event, we may experience loss of power, phones, or
outside vendors who supply services which would interrupt the following:
➢ Computer & communication equipment (phone, fax, e-mail); and
9 U.S. Postal system for delivery of mail, claims, & forms
The City has over one third of its staff that respond to storm and emergency events because of the
type of response the City offers.
(VOTE: Citywide priorities for this business plan are as follows:
#1 Public health & safety services (prevent loss of life/personal injury)
#2 Quality of life services
#3 Maintain ability to generate revenue for city operations
CiiM!de Ylsion Support
a) Annual report for 1999
Risk Programs
a) Claims - General Liability (tort, auto, bonds, etc.)
b) Claims - Workers' Compensation
c) Collections - EAIP, restitutions & billings
d) Policy management - All policies (marketing, interpretation, vendor support)
e) Safety Program (Safety Committee, Evacuation Plans, OSHA Compliance, MSDS, etc.)
f) EOC Response - Response in case of emergencies (staff available 24-7)
Solid Waste Programs & Services
a) Franchise administration (rates, service standards, ord. enforcement, complaint response)
b) Commingling recyclables at curbside (program monitoring)
Special Projects - assigned by City Manager
a) Outages or interruption of service from outside providers may impact projects, programs,
or services assigned.
Y2K Supper
a) Assistance citywide for Y2K monitoring, reporting - with an eye to protecting the City from
excessive liability
Based on the above assumptions and areas of service, the attached plan was developed to keep the
programs and services (provided by Risk staff) available during possible Y2K/winter storm
interruptions. Risk Staff are anticipated to be sufficient to keep top priority functions running for 1
month without assistance. The use of split shifts and workload prioritization will be used. We may
depend more on some contractual service providers (i.e., SAY, SIMS, & JBL&K) during that time.
Should you have questions about this report, please contact Loreen Mills, Risk Manager, City of
Tigard, at:
Phone - 503-639-4171
Fax - 503-639-6795
Email - loreen(d,ci.tigard.or.us
Lm/ms/h:/docs;(y2k/risk business plan summary.doc last updated - 08/17/99
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complaint response, etc.) not available. for their Y2K readiness.
Systems: LAN & Microsoft software packages, phone, fax
& email for contact with service providers
SPECIAL PROJECTS - ASSIGNED
BY CM MANAGER
EOC staffing 1 Update & print EOC & Risk forms/logs & EOC exercise on 09/08/99. Determine at that time what
photocopy by 12/03/99. Store in Risk files at updated info is needed. Risk Manager assigned to 10 PM -
Water Building Auditorium. 2 AM shift in EOC 12/3109 -1/l/00.
Systems: LAN & Microsoft software packages, pho.1e, fax
& email for contact with other jurisdictions & insurance
providers & OSHA
Y2K SUPPORT
iN RISK & CrTYWME
Y2K monitoring, documenting 1 Risk: Update & print forms/logs & photocopy Y2K Task Force meeting held by 12/01/99 to plan for
& reporting by 12/03/99. Hand-write or type occurrence documentation of events within departments which may be
log if LAN not available. a result of Y2K.
Citywide: timeline follows:
8/99 finalize business continuation plans Systems: LAN & Microsoft software packages, phone, fax
9/1/99 file w/CCIS for insurance coverage & email for contact with software providers, other
9/10/99 test 1/1100 real time computer/LANs jurisdictions, & insurance providers.
9/9-10/15/99 Correct test result problems
9/1-10/31/99 Test non-LAN systems
9/14/99 City Council receives Y2K update
11/9/99 City Council receives Y2K update
is/citywide/y2k plan/risk business continuation plan.doc 2
9r7
RECEIVEp C.0.1:
SEP 13 1999
September 10,1999
f~
Tigard City Council
13125 SW Hall Blvd
Tigard, Or 97223
Subject: Proposed Sanitary Sewer Reimbursement District No. 16. Informational
Hearing September 14, 1999.
Dear Council:
We will not be able to attend the Hearing on September 14* but in accordance
with your notice dated September 1, 1999, wish to go on record as being
opposed to the proposed Sanitary Reimbursement District No. 16.
ours truly,
DON W. THOMAS
BONNIE L. THOMAS
14940 SW 103`d
Tigard, Or 97224
639-1772
AGENDA ITEM # Z5
FOR AGENDA OF Sept. 14, 1999
CITY OF TIGARD, OREGON
COUNCIL AGENDA ITEM SUMMARY
ISSUE/AGENDA n- TLE MCI Metro Access Transmission Services franchise agreement
PREPARED BY: C. Turner/C. Prosser DEPT HEAD OK_ CITY MGR OK
ISSUE BEFORE THE COUNCIL
Shall the Council approve an ordinance to establish a new franchise agreement for local telephone services
provided by MCI Metro Access Transmission Services, LLC?
STAFF RECOMMENDATION
Staff recommends approval of the franchise agreement.
INFORMATION SUMMARY
The City has a franchise agreement with MCI as a long distance service provider. MCI has branched into local
telephone access and is requesting a franchise agreement for this new service.
This ordinance was originally presented to Council on August 24, 1999. At that time, Council identified an
ambiguity in the agreement. That ambiguity has been corrected by replacing the second paragraph in section 10
of the agreement. This new language makes clear that the franchise fee does not relieve MCI of the
responsibility of making reimbursement for the restoration of excavations or line moves when those costs are
borne by the City.
OTHER ALTERNATIVES CONSIDERED
Do not approve the local telephone access franchise agreement.
VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY
N/A
FISCAL NOTES
Telephone franchise agreements generate General Fund revenue based on 5% of the franchisee's revenues
generated within the City of Tigard.