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City Council Packet - 07/16/2013
• City of Tigard Tigard Workshop Meeting—Agenda TIGARD • TIGARD CITY COUNCIL MEETING DATE AND TIME: July 16,2013 - 6:30 p.m. MEETING LOCATION: City of Tigard-Town Hall- 13125 SW Hall Blvd.,Tigard,OR 97223 PUBLIC NOTICE: Times noted are estimated. Assistive Listening Devices are available for persons with impaired hearing and should be scheduled for Council meetings by noon on the Monday prior to the Council meeting. Please call 503-639-4171,ext. 2410 (voice) or 503-684-2772 (IUD -Telecommunications Devices for the Deaf). Upon request,the City will also endeavor to arrange for the following services: • Qualified sign language interpreters for persons with speech or hearing impairments;and • Qualified bilingual interpreters. Since these services must be scheduled with outside service providers,it is important to allow as much lead time as possible. Please notify the City of your need by 5:00 p.m.on the Thursday preceding the meeting by calling: 503-639-4171,ext. 2410 (voice)or 503-684-2772 (TDD -Telecommunications Devices for the Deaf). VIEW LIVE VIDEO STREAMING ONLINE: http://live.tigard-or.gov Workshop meetings are cablecast on Tualatin Valley Community TV as follows: Replay Schedule for Tigard City Council Workshop Meetings-Channel 28 •Every Sunday at 7 a.m. •Every Monday at 1 p.m. •Every Wednesday at 2 p.m. •Every Thursday at 12 p.m. •Every Friday at 3 p.m. SEE ATTACHED AGENDA City of Tigard TIGARD Tigard Workshop Meeting—Agenda • TIGARD CITY COUNCIL MEETING DATE AND TIME: July 16,2013-6:30 p.m. MEETING LOCATION: City of Tigard-Town Hall- 13125 SW Hall Blvd.,Tigard,OR 97223 6:30 PM •EXECUTIVE SESSION:The Tigard City Council may go into Executive Session.If an Executive Session is called to order,the appropriate ORS citation will be announced identifying the applicable statute.All discussions are confidential and those present may disclose nothing from the Session. Representatives of the news media are allowed to attend Executive Sessions,as provided by ORS 192.660(4),but must not disclose any information discussed.No Executive Session may be held for the purpose of taking any final action or making any final decision.Executive Sessions are closed to the public. 1. WORKSHOP MEETING A. Call to Order-City Council B. Roll Call C. Pledge of Allegiance D. Council Communications&Liaison Reports E. Call to Council and Staff for Non-Agenda Items 2. BRIEFING ON THE CITY'S DRAFT CONTINUITY OF GOVERNMENT(COG)PLAN 6:35 pm estimated time 3. DISCUSSION ON THE POTENTIAL DEVELOPMENT OF A WILLAMETTE RIVER WATER SUPPLY 6:55 pm estimated time 4. COUNCIL LIAISON REPORTS 7:25 pm estimated time 5. NON AGENDA ITEMS 6. EXECUTIVE SESSION: The Tigard City Council may go into Executive Session. If an Executive Session is called to order,the appropriate ORS citation will be announced identifying the applicable statute.All discussions are confidential and those present may disclose nothing from the Session. Representatives of the news media are allowed to attend Executive Sessions,as provided by ORS 192.660(4),but must not disclose any information discussed. No Executive Session may be held for the purpose of taking any final action or making any final decision.Executive Sessions are closed to the public. 7. ADJOURNMENT 7:35 pm estimated time AIS-1287 2. Workshop Meeting Meeting Date: 07/16/2013 Length (in minutes): 20 Minutes Agenda Title: Briefing on the City's Draft Continuity of Government(COG) Plan Prepared For: Mike Lueck Submitted By: Greer Gaston,Public Works Item Type: Update, Discussion, Direct Staff Meeting Type: Council Workshop Mtg. Public Hearing: No Publication Date: Information ISSUE The council will be briefed on Tigard's draft Continuity of Government(COG) plan. STAFF RECOMMENDATION / ACTION REQUEST No action is required; the council will be asked to formally consider the COG plan at an upcoming meeting. KEY FACTS AND INFORMATION SUMMARY Background A COG plan is a federal initiative to ensure that agencies—including local governments—have policies in place so that the agency is able to perform essential functions during an emergency. Continuity planning is a fundamental government responsibility. This is the first COG plan developed by the city. If formally approved by council,it will serve as the city's official COG plan. How the Plan Come About The city was awarded a $45,000 Homeland Security federal grant to develop a COG plan. A consultant,with expertise in creating such plans, assisted the cite in writing the plan. City executive staff and other key emergency management staff helped to draft the plan. The plan was subsequently tested and refined based on experiences from two recent emergency exercises. City's Role Responsibility for continuity planning resides with the highest level of management of the city. The mayor or the city manager are ultimately responsible for the planning and continuation of essential services during an emergency. City staff responsibilities include the development of the strategic continuity vision and overarching policy, the appointment of key continuity personnel, and the development of a program budget that provides for adequate facilities, equipment, and training. Effective implementation of the COG plan requires the support of senior leaders and decision makers who have the authority to make commitments on behalf of the city. In addition to the COG plan, each city department has its own Continuity of Operations, or COOP, Plan. COOP plans provide details on the possible relocation of city employees and services in order to maintain essential functions, position succession and delegation of authority, security access and alert notification. Next Steps The council will be asked to formally consider the COG plan at an upcoming meeting. Staff will bring the COG plan back to council every five years or as needed for review and approval. In the interim, staff will ask the council to give the city manager, executive staff and the emergency services coordinator the authority to make routine, housekeeping-type updates to the plan. OTHER ALTERNATIVES The council could chose to revise the COG plan or could decide it does not want to authorize the mayor to execute the plan. However, the COG plan, and corresponding departmental COOP plans,will assist the city in providing essential services during an emergency—a time when services may be of the utmost importance to our citizens. COUNCIL GOALS,POLICIES,APPROVED MASTER PLANS Not applicable DATES OF PREVIOUS COUNCIL CONSIDERATION This is the first time the COG plan has come before the council. Attachments Draft COG CONTINUITY OF GOVERNMENT (COG) CITY OF TIGARD • 1111 TIGARD (R) FOR OFFICIAL USE ONLY Table of Contents COVER PAGE 2 DISTRIBUTION 4 PROMULGATION STATEMENT 5 EXECUTIVE SUMMARY 6 COOP VS. COG 7 PLANNING ASSUMPTIONS 8 CONTINUITY TEAMS 9 OBJECTIVES 23 SCOPE 24 PHASE I: ACTIVATION OF CONTINUITY OF GOVERNMENT PLAN 24 PHASE II: ALTERNATE FACILITY AND CONTINUITY OF OPERATIONS 25 PHASE III: RECONSTITUTION / RETURN TO NORMAL OPERATIONS 25 KEY PERSONNEL 26 VITAL RECORDS AND RESOURCES 26 TESTING, TRAINING, AND EXERCISING 27 CITY OF TIGARD MAIN CONTACTS BY ORGANIZATION 28 _- - -- - - - - 2IPage PRIMARY FACILITIES AND ALTERNATE FACILITIES 29 VITAL RECORDS AND RESOURCES 30 ORDERS OF SUCCESSION 49 TEST, TRAINING AND EXERCISES / PLAN MAINTENANCE 51 - - - - - - - 3IPage DISTRIBUTION This document shall be distributed to the City of Tigard Human Resources Division and all leadership positions of organizations within City of Tigard as changes or updates to this plan • occur. FOR OFFICIAL USE ONLY WARNING: This document is FOR OFFICIAL USE ONLY. It contains information that is sensitive, but unclassified, and may be exempt from public release under the Freedom of Information Act (5 U.S.C. 552). It is to be controlled, stored, handled, transmitted, distributed, and disposed of in accordance with local government policies relating to For Official Use Only information and is not to be released to the public or other personnel who do not have a valid "need-to-know" without prior approval of an authorized government official. This document is to be used to implement the Continuity of Government Plan and directs the notifications and actions of personnel in response to an emergency or continuity event affecting City of Tigard. Unauthorized use of this information may constitute an invasion of privacy. - - - - - -- - -- 4IPage PROMULGATION STATEMENT Transmitted herewith is the Continuity of Government (COG) Plan for City of Tigard. It provides a framework in which City of Tigard, along with its officials, departments, agencies, and other entities, can plan and perform their respective essential functions during a disruption, disaster or national emergency. This Continuity of Government Plan was prepared in accordance with direction from Presidential Decision Directive 67, Federal Continuity Directive 1, Federal Continuity Directive 2, and Continuity Guidance Circular 1. It is in accordance with other existing Federal, State, and local statutes and understanding of the various departments involved. There is no other previous COG Plan and it has been reviewed and approved by the city manager of Tigard. Staff will bring the COG Plan back to council every five years or as needed for review and approval. In the interim, staff is asking the council to give the city manager, executive staff and the emergency services coordinator the authority to make routine housekeeping maintenance changes to the plan. This authority will be included as part of the consideration of executing the document. Recipients are requested to advise the City of Tigard Executive Team of any changes which might result in its improvement or increase in its usefulness. APPROVED: DATE: John L. Cook, City of Tigard Mayor - -- - - - 5IPage EXECUTIVE SUMMARY City of Tigard recognizes that there are natural, man-made and terrorist threats that can impact the ability to perform essential functions that serve government organizations, citizens and private business. While the majority of these incidents cannot be prevented, many can be mitigated to reduce the impact through preventive measures to protect government assets or to rapidly recover from incidents in an organized and coordinated manner. The key purpose of Continuity of Government (COG) planning is to reduce the consequences of a disaster to acceptable levels and to ensure that City of Tigard has sufficient resources and planning alternatives to continue its essential operations. Although when and how a disaster will occur is not known, the fact that future disasters will happen is certain. How well (or poorly) the COG plan is designed and implemented will determine the response, recovery, resumption, and restoration capabilities of City of Tigard. The City of Tigard Continuity of Government plan, also referred to as "COG" is a strategic planning effort that helps ensure that City of Tigard has sufficient resources and planning alternatives to continue its essential operations should facilities and personnel be affected by any adverse event such as fire, severe storm, power disturbance/interruption or an emergency or disaster due to terrorism, natural or technological hazard. The Continuity of Government plan serves as the coordination point for the recovery of essential functions for City of Tigard. While each individual organization within City of Tigard develops an individual Continuity of Operations Plan (COOP) to address the functions at the organizational level, many resources required by these organizations will be organized, prioritized and coordinated by the Executive Team level of City of Tigard. This plan serves to coordinate the decision making process and those key resources for City of Tigard. Note: The generic term "organization"is used to refer to all entities of County and City government. When a specific department, organization, office, board, or commission is tasked within the Continuity of Government plan, its official title will be used. - - - - - - - - 6IPage COOP vs. COG Continuity of Operations Planning (COOP) Continuity of Operations planning is a planning strategy created within individual organizations to ensure their ability to continue the performance of their essential functions during a wide range of potential disruptions. Essentially, it is the capability of maintaining the core operations and essential functions of their organization under all eventualities. This is accomplished through the development of plans, procedures, and provisions for leadership succession, essential functions, alternative facilities, personnel, resources, interoperable communications, and vital records/databases. Within City of Tigard, there are 9 distinct Continuity of Operations plans that have been developed as an overall framework for the establishment of Continuity of Government. Each of these 9 plans is unique in nature specific to the organizations structure and operations, and has been tailored to address the following key elements of their continuity planning requirements: • Essential Functions (Ranked by Priority) • Vital Records / Vital Resources • Orders of Succession • Delegations of Authority • Alternate Facilities • COOP Teams and Responsibilities • Communications • Alert Notification • Testing, Training, and Exercises Continuity of Government Planning (COG) This Continuity of Government Plan for City of Tigard is the summation of the most critical and major elements of each of the 9 Continuity of Operations Plans highlighted above. As such, this Continuity of Government plan supports a higher level of planning which serves as the framework for the preservation, maintenance, or reconstitution of the institution of the overall City of Tigard government. Through the coordination of these 9 individual continuity planning strategies and elements within City of Tigard, the Executive Team has better visibility to develop a unified and cohesive Continuity of Government Plan that results in the ability to carry out essential functions and operational responsibilities of City of Tigard. COG COOP COOP COOP COOP COOP COOP COOP COOP COOP COOP Illustration of Individual COOP's Combining to Make Overall COG 7 IP < cr Provided below is a list of organizations within City of Tigard that have developed Continuity of Operations plans as part of this ongoing Continuity of Government initiative. Participating organizations are listed alphabetically by name: • Administrative Services • City Management • City of Tigard Human Resources Division • City of Tigard Police Department • City of Tigard Public Works Department • Community Development Department • Financial and Information Services • Risk Management • Tigard Public Library PLANNING ASSUMPTIONS The Continuity of Government plan assumes that all City of Tigard organizations have Continuity plans in place for their organizations and locations necessary to maintain or recover essential functions. Organizations are expected to understand their space allocation needs and communicate that to the proper continuity team when they don't have the ability to organize their own alternate site plan. This plan assumes that City of Tigard in coordination with the City of Tigard Human Resources Division will form specific Continuity Teams designed to address the situation and meet the needs and requirements of City of Tigard during continuity events. At a minimum, these Continuity Teams will consist of leadership, management, and key decision makers within City of Tigard who are thereby responsible for implementing the Continuity of Government plan and its actions as required. The assumptions listed below serve as a scope of an incident that could occur and what other situations may exist that will need to be considered in the recovery of essential functions: • An incident or operational disruption has occurred within City of Tigard which impacts the ability to perform or deliver of one or more organization's essential functions. • Whatever the incident, the consequences can be summarized to manageable situations that City of Tigard, its organizations, and their private partners can manage. • One or more City of Tigard organizations are becoming overwhelmed in their ability to recover from the incident independently. • Services provided by private enterprise, local government(s) and/or the federal government may be impacted. • Power, fuel, water, food, medical, power and telecommunications sources and supply chains may be impacted. CONTINUITY TEAMS The activation and implementation of the Continuity of Government plan is performed in conjunction with the details of the City of Tigard Emergency Operations Plan (EOP). Policy Support and executive leadership is a vital part of any response and the EOP guidelines for Policy Support sets forth the roles and responsibilities as part of the overall Incident Command - - - - - -- - - - - - - - 8IPage System (ICS). For the City of Tigard, the Continuity Teams and its members act as the primary decision-makers for Policy Support during the activation of the COG and for addressing the requirements regarding all COG issues. In order for City of Tigard to successfully manage and execute the actions contained within this Continuity of Government Plan, it is necessary to develop specific Continuity Teams which will have the responsibility in their various areas to oversee the design, strategy, and ongoing development and coordination of the Continuity of Government Plan as a whole. In addition, Continuity Team members will serve a significant role in the response and decision making process of the Continuity of Government plan when disruptions occur. The following are Continuity Teams developed specifically for City of Tigard: In preparation of potential continuity events, Legal Action / Declaration Team members are responsible for reviewing minutes and/or attending continuity meetings as scheduled, keeping the Legal Action/Declaration Team Chief apprised of continuity matters, developing notification cascades for all Legal Action/Declaration Team members, and participating in continuity trainings and exercises. During a continuity event, members of the Legal Action/Declaration Team are responsible for reporting in to their Legal Action/Declaration Team Chief, reporting to their designated locations to await further instructions (In many cases, this may be their home residence), and providing support to the City Management Division as requested. Legal Action/Declaration Team Members - City of Tigard Team Member Team Responsibility/Role Marty Wine - City Manager In preparation of potential continuity events, Legal City Management Action/Declaration Team Chief is responsible for Administration reviewing minutes and/or attending continuity Work: 503-718-2486 meetings as scheduled, keeping the Legal Work Email: Marty @tigard-or.gov Action/Declaration Team members apprised of continuity matters, developing notification cascades for all Legal Action/Declaration Team members, and participating in continuity trainings and exercises. During a continuity event, the Legal Action/Declaration Team Chief is responsible for contacting and coordinating with the Legal Action/Declaration Team members for reporting to their designated locations to await further instructions (In many cases, this may be their home residence), and providing support to the City Management Division as requested. - - - - - - - - 9 ' Page Team Member Team Responsibility/Role John Cook - City Mayor In preparation of potential continuity events, Legal City Management Action / Declaration Team members are City Council responsible for reviewing minutes and/or attending Work Email: MayorCook @Tigard-or.gov continuity meetings as scheduled. During a continuity event, responsible for reporting in to their Legal Action/Declaration Team Chief, reporting to their designated locations to await further instructions (In many cases, this may be their home residence), and providing support to the City Management Division as requested. Gretchen Buehner- Councilor In preparation of potential continuity events, Legal City Management Action / Declaration Team members are City Council responsible for reviewing minutes and/or attending Work Email: Gretchen @tigard-or.gov continuity meetings as scheduled. During a continuity event, responsible for reporting in to their Legal Action/Declaration Team Chief, reporting to their designated locations to await further instructions (In many cases, this may be their home residence), and providing support to the City Management Division as requested. Marc Woodard - Councilor In preparation of potential continuity events, Legal City Management Action / Declaration Team members are City Council responsible for reviewing minutes and/or attending Work Email: marc @tigard-or.gov continuity meetings as scheduled. During a continuity event, responsible for reporting in to their Legal Action/Declaration Team Chief, reporting to their designated locations to await further instructions (In many cases, this may be their home residence), and providing support to the City Management Division as requested. Marland Henderson - Council In preparation of potential continuity events, Legal President Action / Declaration Team members are City Management responsible for reviewing minutes and/or attending City Council continuity meetings as scheduled. During a Work Email: Marland @tigard-or.gov continuity event, responsible for reporting in to their Legal Action/Declaration Team Chief, reporting to their designated locations to await further instructions (In many cases, this may be their home residence), and providing support to the City Management Division as requested. 10IPage Team Member Team Responsibility/Role Jason Snider- Councilor In preparation of potential continuity events, Legal City Management Action / Declaration Team members are City Council responsible for reviewing minutes and/or attending Work Email: jason @tigard-or.gov continuity meetings as scheduled. During a continuity event, responsible for reporting in to their Legal Action/Declaration Team Chief, reporting to their designated locations to await further instructions (In many cases, this may be their home residence), and providing support to the City Management Division as requested. — _ - 11 Page The infrastructure assessment process consists of a series of activities designed to determine the extent, severity, and financial impacts of damage. The process facilitates effective use of life safety resources, provides a basis for seeking county, state and federal assistance, and ensures appropriate decisions are made regarding the structural safety of buildings, roads, and bridges throughout the county. Drive-by "windshield surveys"•of critical facilities are conducted immediately following an instantaneous event such as an earthquake, tornado, or flash flood. The surveys allow dispatchers and other officials to make best use of limited public safety resources. Critical facilities are pre-identified and survey responsibilities are assigned to patrol and operational districts throughout the city. (See Appendix 1 to this Annex for detailed critical facility assessment procedures). Financial damage assessments (IDA and PDA) are critical elements of the federal disaster declaration process. Estimating the financial losses sustained by government, business, and the public provides a basis for seeking access to federal disaster assistance programs and funds. County government is the focal point for compiling financial information and is the conduit for passing that information to the State. Select city staff will form damage assessment teams to inspect and estimate damages to city infrastructure, businesses, non-profits, and private residences. City staff will also coordinate the citywide financial damage assessment process by gathering loss estimates from all reporting sources in the city, completing the IDA form and submitting to the county. Safety focused inspections of buildings, roads, and bridges are another critical piece of the damage assessment process. Damaged city infrastructure must be inspected following a disaster to ascertain if it is safe for use or re-occupancy. First priority is given to buildings, roads, and bridges that are critical to response and recovery efforts and those facilities that are essential to the continuity of government and other public services. Building inspections are performed by the established city IDA teams and road and bridge inspections are conducted by representatives from state, regional, county, and city transportation agencies. _ Tigard Infrastructure Assessment team Members - City of Tigard Team Member Team Responsibility/Role John Goodrich - Utility Division Drive-by "windshield surveys" of critical facilities are Manager conducted immediately following an instantaneous Public Works event such as an earthquake, tornado, or flash Water Division flood. The surveys allow dispatchers and other Work: 503-718-2609 officials to make best use of limited public safety Work Email: johng @tigard-or.gov resources. Critical facilities are pre-identified and survey responsibilities are assigned to patrol and operational districts throughout the city. (See Appendix 1 to this Annex for detailed critical facility assessment procedures). Mark VanDomelen - City Building Drive-by "windshield surveys" of critical facilities are Official conducted immediately following an instantaneous Community Development event such as an earthquake, tornado, or flash Building flood. The surveys allow dispatchers and other Work: 503-718-2448 officials to make best use of limited public safety Work Email: Markv @tigard-or.gov resources. Critical facilities are pre-identified and survey responsibilities are assigned to patrol and operational districts throughout the city. (See Appendix 1 to this Annex for detailed critical facility assessment procedures). 12IPage Team Member Team Responsibility/Role Michael Stone - City Engineer The infrastructure assessment process consists of Public Works a series of activities designed to determine the Engineer Division extent, severity, and financial impacts of damage. Work: 503-718-2759 The process facilitates effective use of life safety Work Email: MStone @tigard-or.gov resources, provides a basis for seeking county, state and federal assistance, and ensures appropriate decisions are made regarding the structural safety of buildings, roads, and bridges throughout the county. Dennis Koellermeier- Director First priority is given to buildings, roads, and Public Works bridges that are critical to response and recovery Administration efforts and those facilities that are essential to the Work: 503-718-2596 continuity of government and other public services. Work Email: Dennis @tigard-or.gov Building inspections are performed by the established city IDA teams and road and bridge inspections are conducted by representatives from state, regional, county, and city transportation agencies. Mike Lueck - Emergency Services County government is the focal point for compiling Coordinator financial information and is the conduit for passing Public Works that information to the State. Select city staff will Administration form damage assessment teams to inspect and Work: 503-718-2593 estimate damages to city infrastructure, Work Email: mikel @tigard-or.gov businesses, non-profits, and private residences. City staff will also coordinate the citywide financial damage assessment process by gathering loss estimates from all reporting sources in the city, completing the IDA form and submitting to the _ county. Michelle Wright - Business Manager Financial damage assessments (IDA and PDA) are Public Works critical elements of the federal disaster declaration Administration process. Estimating the financial losses sustained Work: 503-718-2445 by government, business, and the public provides a Work Email: michellew @tigard-or.gov basis for seeking access to federal disaster assistance programs and funds. 13 ' Page Tigard Planning Team Members - City of Tigard Team Member Team Responsibility/Role Liz Newton - Assistant City Manager Responsible for identifying and managing team City Management members, scheduling and conducting Planning Administration Team meetings on a regular basis (recommended Work: 503-718-2412 every 6 months). Work Email: LIZ @tigard-or.gov Tom McGuire - Principal Planner Responsible for the on-going maintenance of the Community Development plan over time. Community Planning Work: 503-718-2490 Work Email: TomM @tigard-or.gov Mike Lueck - Emergency Services Serves as the Planning Team Chief and is the Coordinator primary point of contact for all continuity planning Public Works issues. Administration Work: 503-718-2593 Responsible for oversight for developing Work Email: mikel @tigard-or.gov department/division/sections of the draft version of the plan. Responsible for the official review and formal approval of the finalized plan. Sandy Zodrow - Human Resource Responsible for the on-going maintenance of the Director plan over time. City Management Human Resources Work: 503-718-2408 Work Email: sandy @tigard-or.gov Loreen Mills - Assistant to the City Responsible for the on-going maintenance of the Manager plan over time. City Management Risk Management Work: 503-718-2417 Work Email: loreen @tigard-or.gov Toby LaFrance - Financial and Responsible for the on-going maintenance of the Information Services Director plan over time. Financial and Information Services Administration Work: 503-718-2406 Work Email: toby @tigard-or.gov Nick Nissen - Facilities Services Responsible for the on-going maintenance of the Supervisor plan over time. Public Works Facilities Services and Fleet Division Work: 503-718-2605 Work Email: ngn @tigard-or.gov Jim de Sully - Assistant Police Chief Responsible for the on-going maintenance of the Police plan over time. Administration Work: 503-718-2568 Work Email: jdesully @tigard-or.gov - 14 ' Page Fill In Tigard Relocation Team Members - City of Tigard Team Member Team Responsibility/Role Debbie Smith-Wagar - Assistant Responsible for coordinating and managing Finance/Information Technology financial related issues during continuity events Director including purchases, petty cash and Financial and Information Services reimbursements. Financial Operations Work: 503-718-2493 Work Email: debbies @tigard-or.gov Steve Martin - Parks and Facility During a continuity event, members of the Manager Relocation Team are responsible for relocating to Public Works the designated Alternate Facility in a timely manner Parks and Facilities Division and re-establishing and recovering the operations Work: 503-718-2583 of the organization's essential functions as Work Email: SteveM @tigard-or.gov identified in Annex C. Serves as the Relocation Team Chief and is responsible for deciding if and when to relocate operations to an alternate facility. Serves as the primary point of contact for Facility Management; duties could include assistance in selecting alternate facilities and coordinating relocation efforts of furniture, office equipment, and IT related requirements. Serves as the primary point of contact for Information Technology; duties include managing IT resources and coordinating IT related requirements such as acquiring and installing: computers, telephones, internet/intranet connectivity, etc. Louis Sears - Information Technical Serves as the primary point of contact for Services Manager Information Technology; duties include managing IT Financial and Information Services resources and coordinating IT related requirements Information Services such as acquiring and installing: computers, Work: 503-718-2403 telephones, internet/intranet connectivity, etc. P Y Work Email: louis @tigard-or.gov • - - - - - - 151Page Team Member Team Responsibility/Role Brian Rager- Assistant Director In preparation of potential continuity events, Public Works Relocation Team members are responsible for Administration attending continuity meetings as scheduled, Work: 503-718-2471 keeping the Relocation Team Chief apprised of Work Email: BrianR @tigard-or.gov continuity matters, reviewing and updating organization's essential functions annually, developing notification cascades for key staff and/or division personnel, participating in continuity training and exercises, and developing a plan and methodology for off-site storage of data to include vital records and databases. 16 ' Page Tigard Support Team Members - City of Tigard Team Member Team Responsibility/Role Paul lzatt - GIS Technician Responsible for managing the communication Public Works efforts to staff regarding current status of the Administration situation. Work: 503-718-2589 Work Email: Paull @tigard-or.gov Steve Martin - Parks and Facility Responsible for managing the staffing levels and Manager successful completion of essential functions at the Public Works alternate facility. Parks and Facilities Division Work: 503-718-2583 Work Email: SteveM @tigard-or.gov Ken Richards - Senior Building Following notification that a relocation of a facility Technician has been ordered or is in progress, The Site Public Works Support Team Leader(SSTL) shall alert and notify Facilities Services and Fleet Division the appropriate alternate site manager. Together, Work: 503-718-2608 the Public Works (PW) Director, the SSTL, and the Work Email: KenR @tigard-or.gov alternate site manager will implement the PW COOP Alternate Site-Support Procedures and prepare for the initiation of the COOP and to receive the essential personnel within six hours and be fully functional within 24 hours. 17IPage In preparation of pandemic events, Pandemic Team members are responsible for attending team meetings and updating the Pandemic Annex on an annual basis. At a minimum, the team should review and address any pandemic related elements that might affect their organization during an event. Elements to consider might include: reviewing human resource policies and sick leave policies, establishing a method of communication with key staff and personnel, coordinating with local/state pandemic planning efforts, educating and training personnel on the effects of pandemics and their personal safety. The Pandemic Team's ultimate responsibility is to improve the organization's ability to prepare, respond, and sustain the long-term effects of a pandemic event. Pandemic Team Members - City of Tigard Team Member Team Responsibility/Role Louis Sears - Information Technical Identify technologies required for performing Services Manager essential functions and review the associated Financial and Information Services disaster recovery plans. Identify the supporting Information Services agency for each system (in-house, city/county, third Work: 503-718-2403 party, etc.) and contact them to discuss continuity Work Email: louis @tigard-or.gov planning efforts. Review IT staffing levels and develop clear succession lines for key technical skills. Research options for telecommuting for key staff including hardware, software and security requirements. Research options for videoconferencing and teleconferencing. Research options for the increased use of Internet and telephone communications. - - -- - --- - - 18 ' Page Team Member Team Responsibility/Role Liz Newton - Assistant City Manager Ensure that the organization's leadership is aware City Management of any existing laws, ordinances, and/or authorities Administration of health officials. Work: 503-718-2412 Work Email: LIZ @tigard-or.gov Review the organization's internal and external communications plans to ensure that it is prepared to successfully communicate with leadership, personnel, and the general public under pandemic circumstances. Communicate regularly with employees regarding current status and expectations. Communicate regularly with any operational partners that factor into the organization's essential operations for the distribution of event information and current status. Develop multiple channels and methods for disseminating information. Develop a Public Information Officer (PIO) capability for disseminating information to the public in an official manner. Communicate with health and emergency officials regarding any incidents or developments related to pandemics. Review the organization's policies and guidance regarding Injury/Illness as it might pertain to pandemics. Review Sick leave policies and train staff regarding appropriate sections and changes. Review organization's insurance policies, including health, disability, salary continuance, business travel, and life insurance. Review current travel policies and consider modifications related to pandemic issues. Develop a policy for vaccines and antivirals for staff including priorities and distribution methods. Develop crisis support or employee assistance programs. Develop plans for alternate work schedules where applicable. Develop policies PP Pp for social distancing. Determine the effects of union contracts on emergency Human Resource policy development. 191 Page Team Member Team Responsibility/Role Loreen Mills - Assistant to the City Establish contact with local public health officials for Manager coordination with local pandemic planning efforts. City Management Ensure that the organization is aware of and Risk Management possibly involved in current local preparedness and Work: 503-718-2417 planning efforts. Ensure that the organization is Work Email: loreen @tigard-or.gov kept informed of current local conditions and response efforts concerning a pandemic event. Develop mutual aid programs with neighboring organizations at the city, county, state, and/or private sector level. Ensure that the organization's leadership is aware of any existing laws, ordinances, and/or authorities of health officials. Review the organization's policies and guidance regarding Injury/Illness as it might pertain to pandemics. Review Sick leave policies and train staff regarding appropriate sections and changes. Review organization's insurance policies, including health, disability, salary continuance, business travel, and life insurance. Review current travel policies and consider modifications related to pandemic issues. Develop a policy for vaccines and antivirals for staff including priorities and distribution methods. Develop crisis support or employee assistance programs. Develop plans for alternate work schedules where applicable. Develop policies PP P P for social distancing. Determine the effects of union contracts on emergency Human Resource policy development. Nick Nissen - Facilities Services Oversee heightened cleaning efforts in offices and Supervisor common areas, such as frequently wiping Public Works doorknobs, railings, telephones, restrooms. Place Facilities Services and Fleet Division hand sanitizer in communal locations for staff and Work: 503-718-2605 visitors to use. Develop emergency kits of Work Email: ngn @tigard-or.gov equipment and supplies for preventing the transmission of the disease including cleaning supplies, respirators, masks, and disposable gloves, etc. Use damp rather than dry dusting to avoid spreading dust particles. Move restroom wastebaskets next to restroom doors so that employees can use towels to open the doors. - - - - -- -- -20IPage Team Member Team Responsibility/Role Sandy Zodrow - Human Resource Assure staff that their health, safety, and well-being Director are a top priority during a pandemic. Develop an City Management employee education and safety program and Human Resources ensure that training is available to all appropriate Work: 503-718-2408 staff. Instruct staff about Human Resource policies Work Email: sandy @tigard-or.gov related to the pandemic or similar illnesses. Instruct staff about proper health and hygiene habits for minimize transmission including covering coughs, washing hands, and using hand sanitizer. Encourage staff to prepare at home with plans and emergency items including a two-week supply of food. 211Page The Executive Team consists of the highest ranking officials and key decision makers within an organization. This team is designed to create an overarching decision and policy making group which plans, assesses, and coordinates the response to events that disrupt continuity of an organization's operations. Members selected to serve on the Executive Team should have the capacity to represent their respective area of expertise and make sound recommendations which serve in the best interest of the organization and its overall operations. At a minimum, the Executive Team should be comprised of key representatives from the following types of positions and organizations: Executive Management, Safety/Security, Facilities Management, Finance, Human Resources, and Information Technology. It is highly recommended that Executive Team members review and have a clear understanding of the vital elements contained within the various continuity plans for their organization. It is also recommended that the Executive Team conduct planning meetings every six months to discuss and update the Continuity Plan. Executive Team Members - City of Tigard Team Member Team Responsibility/Role Louis Sears - Information Technical (IT) Serves as the primary point of contact for all IT Services Manager issues including system availability, disaster Financial and Information Services recovery, telephones, and communications. Will Information Services identify all vital records and systems and provide Work: 503-718-2403 details regarding back-ups, redundancy, and Work Email: louis @tigard-or.gov Disaster Recovery (DR) planning. Review all departmental IT requirements for essential functions. Provide on-site support for IT related issues during disruptions or relocations. Marty Wine - City Manager (Executive) Provide a letter of executive City Management management support for the planning effort. Administration Allocate departmental resources for training, plan Work: 503-718-2486 development, and exercising. Approve the final Work Email: Marty @tigard-or.gov Business Continuity Plan / Continuity of Business plan. Sandy Zodrow - Human Resource (HR) Serves as the primary point of contact for all Director HR issues including personnel contact information, City Management HR policies and procedures, and staff training. Will Human Resources provide current contact information for all key staff Work: 503-718-2408 involved in the project. Coordinate all HR policies Work Email: sandy @tigard-or.gov related to continuity planning and pandemic situations. Assist with all staffing issues caused by a pandemic or other disruption. Steve Martin - Parks and Facility (Facilities) Serves as the primary point of contact Manager for all facility issues including security, Public Works maintenance, damages, and relocation alternatives. Parks and Facilities Division Will identify all building and facilities to be covered Work: 503-718-2583 by the Business Continuity Plan. Provide Work Email: SteveM @tigard-or.gov information about security, access, and evacuation procedures. Assist all departments with alternate facilities options and priorities. Mike Lueck - Emergency Services (Project Manager)Will identify all team members Coordinator and schedule all planning efforts. Manage the Public Works collection of data for the Business Continuity Plan Administration (BCP)/ Continuity of Business Plan (COB). Work: 503-718-2593 Work Email: mike)@tigard-or.gov 22 IPage OBJECTIVES The City of Tigard COG is designed to address and accomplish the following objectives: • Ensure uninterrupted command, control, and leadership of City of Tigard. • Protect critical facilities, systems, equipment and records. • Become operational within three (3) business days (or sooner) and maintaining capability for up to 30 days (or until primary facility is restored to full operation). • Resume technology operations and support for time-sensitive business operations in the event existing technology processing has been rendered inoperable. • Reduce the operational effects of a disaster on time-sensitive business operations through a set of pre-defined and flexible procedures to be used in directing recovery operations. • Resume production processing of the most time-sensitive computer systems, network services and applications within three (3) business days (or sooner)following the disruptive event. • Provide a proper work environment for displaced staff while their facilities and their contents are being restored. • Resume and maintain adequate service levels to residents and businesses of City of Tigard. SCOPE This plan includes a comprehensive list identifying the time-sensitive and less time-sensitive essential functions, automated technology, and support areas for City of Tigard. This plan will be activated in the event any primary facility or a portion of a primary facility is involved in an emergency involving a disruption of operations for three (3) days or more or is declared unusable for normal operations. This plan addresses resumption and recovery in any emergency or disaster situation. It does not address building emergency and evacuation procedures or on-site resumption and recovery procedures which are addressed in each organizations individual Continuity of Operations plan. Actions related to the physical restoration process, in terms of primary site restoration, recovery de-activation, migration and reestablishment of normal operations, termination/shutdown of recovery operations at alternate sites, integration of supporting activities with other departments to ensure essential functions can be performed, and post-recovery operations are also addressed in each organization's COOP. This plan is based on the formal approval of the City Manager of those critical business functions and associated support functions identified as time-sensitive. A list of essential functions and services provided by each organization of City of Tigard has been arranged in order of priority is documented in their respective COOP's and identifies the essential functions operations, vital records and resources, and periods of time for which and after which disruptions could result in significant losses to City of Tigard. Each summary contained within the City of Tigard COG shall include: 23 ' Page • The line of succession for their organization, with a minimum of three alternates. • A minimum of two (2) points-of-contact for their organization, including the leadership of the organizations and a designated Continuity Coordinator. • A list of all essential functions of the organization, arranged in order of priority of those critical functions essential to the mission of the organization's operations. • A list of Vital Records and Vital resources used by each organization within City of Tigard, including documentation of the protection, duplication and movement of these items. • A specified Alternate Facility location identified for each Primary Facility where an organization operates. Additionally, this document serves as a starting point for the recovery of City of Tigard government operations. Included in this document is a list of all participating City of Tigard organizations, Department Heads, Continuity Planning Chiefs and their contact information. These people are responsible for developing, maintaining and implementing their own organizational level continuity plans with the assistance of the City of Tigard Human Resources Division. While all plans can be overwhelmed by the events presented, this plan attempts to address to consequences of an unknown incident by taking into account the needs of the citizens, businesses, and City of Tigard organizations, and how those needs could be met in an impacted environment. The goal is to perform as much pre-work in the form of coordination, prioritization, alternate work methods, or any other means necessary so that during an incident, focus can be on resolving issues instead of making decisions that could have been resolved in advance. PHASE I: ACTIVATION OF CONTINUITY OF GOVERNMENT PLAN This plan serves as a coordination document of the resources available to City of Tigard in a time of disruption or crisis. Analysis of the situation is important with as many verifiable facts as possible. Status of facilities and/or the functions impacted is the outcome of the analysis along with any time frames for recovery that the incident will allow. Once a decision has been made to activate the City of Tigard Continuity of Government plan, the City Manager will execute the plan and coordinate with the appropriate Continuity Teams. Each City of Tigard organization will then be contacted to activate their COOP at the direction of the City Manager. In the event of limited resources, allocation of resources will be made by the City Manager or their designee. Each organization in City of Tigard has designated a specific individual to serve as their organization's Continuity Coordinator to communicate directly with their internal leadership and provide information and requirements to the City Manager on continuity of operations planning. The support of organizations that perform the most essential functions will be prioritized and become the focal point at that time. Relocation of staff, resources and functions are coordination activities that will need to be considered as well as the availability of any private sector supplies or services such power, water, telecommunications, and fuel. All participating organizations of City of Tigard have identified essential functions as part of their continuity planning efforts. With 24IPage these lists which identify each organization's essential functions, the City of Tigard has the ability to broadly view the overall framework of functions and prioritize them based on specific criteria; including life/safety, financial, public perception, and recovery time requirements. While this is an objective measure of the priority, subjective decisions can be made based on this priority as to a potentially different order of restoration should occur. It is also not expected that in any one incident that all functions are impacted to the point of requiring restoration. This prioritized list would then be used to identify the functions impacted, what the recovery time would be, and what alternative arrangements are going to be put in place so that a clear and concise communication can be made to the media and public as to the functions impacted. PHASE II: ALTERNATE FACILITY AND CONTINUITY OF OPERATIONS This section speaks to how City of Tigard will conduct its functions during a Continuity Plan activation scenario. Each City of Tigard organization shall activate its COOP and understand its place in the priority of City of Tigard functions. Activation of the plan shall consider life/safety aspects first and that response to the incident may take a higher priority than the restoration of services, particularly when organization staff members have homes and families impacted by the incident. Any resource, facility or staff shortages shall be reported to the City Manager or their designee. PHASE III: RECONSTITUTION / RETURN TO NORMAL OPERATIONS During Prevention, the primary responsibilities of City of Tigard organizations include: • Plan to protect employees. • Plan for the protection and duplication of Vital Records and Vital Resources. • Plan for the efficient resumption of mission essential functions. • Plan for and identify potential alternate operating sites. • Plan to support and communicate with the City Manager and designated Continuity Teams. • Plan to streamline the reporting of resumption and recovery progress to the City Manager. • Provide and maintain a current Continuity of Operations Plan. • Review and re-approve Continuity of Operations Plan annually. During Response, the primary responsibilities of City of Tigard organizations include: • Establish an immediate and controlled presence for response. • Conduct a preliminary assessment of incident impact, known injuries, extent of damage, and disruption to the organizations operations and essential functions. - - — - - - - - 25IPage • Determine if and/or when access to the affected facilities will be allowed. • Provide the City Manager with the facts necessary to make informed decisions regarding subsequent resumption and recovery activity. During Resumption, the primary responsibilities of City of Tigard organizations include: • Monitor and report progress of the resumption operations. • Notify and appraise the City Manager of the situation. • Mobilize and activate the personnel necessary to facilitate the resumption process. • Notify employees, vendors and other internal and external individuals and organizations. During Recovery, the primary responsibilities of City of Tigard organizations include: • Prepare for and/or implement procedures to facilitate and support the recovery of less time sensitive operations. • Mobilize additional personnel and support organizations as required. • Maintain an information flow regarding the status of recovery operations among employees, vendors and other internal and external individuals and organizations. During Restoration, the primary responsibilities of City of Tigard organizations include: • Manage salvage, repair and/or refurbishment efforts at the affected facility. • Prepare procedures necessary to the relocation or migration of essential functions to the new or repaired facility. • Implement procedures necessary to mobilize operations, support and technology agency relocation. • Manage the relocation effort as well as perform employee, vendor, and customer notification before, during and after relocation or migration. KEY PERSONNEL Key personnel are those required to implement the Continuity Plan. These involve the leadership and management personnel of the organization and any other personnel as identified in the organizations plan. There are logistical staff that assist in setting up and supporting the operational staff and functions that the organization performs. There are operations personnel who perform the Mission Essential Functions of the organization. There are reconstitution personnel that are preparing the impacted site or a whole new site if the damage is severe, for operations again. Note that personnel should NOT be assigned double duty on multiple teams during a Continuity Plan implementation. Stress levels will be high, burnout will be an issue to be dealt with and availability of staff will be impacted post incident. VITAL RECORDS AND RESOURCES Vital Records, Vital Resources, databases, systems and other elements critical to operations are the responsibility of each individual organization to manage, mitigate and proactively protect 26IPage from potential incidents. Mitigation efforts include converting paper records to electronic forms, ensuring storage areas are not susceptible to water damage, and ensuring that a records retention policy is in place to avoid storing large amounts of records that are out-dated and beyond their useful life. Organizations should recognize in their assessment of what records and resources are truly vital to their operations. Given the considerable expense in recovering damaged records, organizations need to properly assess what is truly vital. Efforts to mitigate destructive effects on records will be repaid many times over if an incident occurs. If there is an incident that damages hardcopy records, the City of Tigard Information and Technology will need to assist organizations with document or artifact restoration services. TESTING, TRAINING, AND EXERCISING It is necessary for all levels of personnel, including those appointed or elected, to maintain their understanding of the goals and objectives of continuity planning; including how the plan affects their area, its overall design, and the strategy it employs. Awareness of Continuity Planning best practices and the basic discussion areas it addresses is crucial and how it differs from emergency response type plans. All personnel within City of Tigard should be tested and trained on their organizations plans so they are aware of their organizations COOP and its contents. The process of testing, training, and exercising the plans should include, but not limited to the following areas: what are the mission essential functions of the organization, what vital records and resources are critical for the organization to continue its functions, who are the key leadership personnel within the organization and who are their designated alternates, what alternate facilities have been identified as potential sites for relocation, and that each employee should have a plan for their family in case of emergency. Tests and exercises can take on a number of forms. The most basic is an orientation that resembles a meeting where aspects of the plan are discussed with employees. A_test may be of a new piece of equipment or procedure. A tabletop exercise is a realistic scenario posed in a conference room environment to key people in the organization who are asked to use the plan and their own knowledge to respond and recover from the scenario proposed. A functional exercise involves the actual use of equipment, moving of people, etc., from one organization, facility or division. A full scale exercise is a larger scale event than the functional exercise involving a large number of organizations, private sector, local government and/or federal government. Maintenance/Review of the plan shall occur on a quarterly basis. This can occur during a staff. meeting where staff identifies changes in contact information and function. 27IPage CITY OF TIGARD MAIN CONTACTS BY ORGANIZATION The following is a list of Main Contacts for continuity planning initiatives for each of the organizations within City of Tigard. This list is arranged alphabetically by organization. Administrative Services Leadership: Liz Newton Assistant City Manager LIZ @tigard-or.gov 503-718-2412 Planning Team Chief: Kent Wyatt Senior Management Analyst kentw @tigard-or.gov 503-718- 2809 City Management Leadership: Marty Wine City Manager Marty @tigard-or.gov 503-718-2486 Planning Team Chief: Kent Wyatt Senior Management Analyst kentw @tigard-or.gov 503-718- 2809 City of Tigard Human Resources Division Leadership: Marty Wine City Manager Marty @tigard-or.gov 503-718-2486 Planning Team Chief: Kent Wyatt Senior Management Analyst kentw @tigard-or.gov 503-718- 2809 City of Tigard Police Department Leadership: Alan Orr Police Chief chiefalanorr @tigard-or.gov 503-718-2472 Planning Team Chief: Rick Rhodes Lieutenant 22110 @tigard-or.gov 503-718-2571 City of Tigard Public Works Department Leadership: Dennis Koellermeier Director Dennis @tigard-or.gov 503-718-2596 Planning Team Chief: Brian Rager Assistant Director BrianR @tigard-or.gov 503-718-2471 Community Development Department Leadership: Kenny Asher CD Director KennyA @tigard-or.gov 503-718-2443 Planning Team Chief: Dianna Howse Building Division Services Supervisor Dianna @tigard- or.gov 503-718-2430 Financial and Information Services Leadership: Toby LaFrance Financial and Information Services Director toby @tigard-or.gov 503-718-2406 Planning Team Chief: Debbie Smith-Wagar Financial and Information Services Asst. Director toby @tigard-or.gov 503-718-2493 Risk Management Leadership: Loreen Mills Assistant to the City Manager loreen @tigard-or.gov 503-718-2417 Planning Team Chief: Kent Wyatt Senior Management Analyst kentw @tigard-or.gov 503-718- 2809 Tigard Public Library Leadership: Margaret Barnes Library Director margaret @tigard-or.gov 503-718-2501 Planning Team Chief: Joyce Niewendorp Senior Librarian/Person In Charge (PIC) joyce @tigard-or.gov 503-718-2522 28 IPage PRIMARY FACILITIES AND ALTERNATE FACILITIES The following is a list of Primary Facilities and their corresponding Alternate Facilities for each of the organizations within City of Tigard. This list is arranged alphabetically by organization. Administrative Services City Hall - Public Works Auditorium City Hall - Tigard Public Library City Management City of Tigard Human Resources Division City of Tigard Police Department City of Tigard Public Works Department Public Works Operations Annex - Public Works Administration and Operations Public Works Facilities Services Center- Public Works Administration and Operations Public Works Administration and Operations - Public Works Operations Annex Public Works Administration and Operations - City of Tigard Public Library Public Works Administration and Operations - City Hall Public Works Operations Annex - City Hall Public Works Operations Annex - City of Tigard Public Library Public Works Administration and Operations - Senior Center Public Works Operations Annex - Senior Center Public Works Facilities Services Center- Public Works Facilities Services Center Public Works Operations Annex - Canterbury Facility Public Works Operations Annex - Cook Park Maintenance Facility Public Works Facilities Services Center- Cook Park Maintenance Facility Community Development Department Permit Center- Tigard Library Permit Center- Public Works Auditorium Financial and Information Services Risk Management Tigard Public Library -- - - - - 29IPage • VITAL RECORDS AND RESOURCES The following is a list of Vital Records and Resources which have been identified as critical to the operations of City of Tigard. The Vital Records and Resources are listed in order of priority. IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: Springbrook Server located in Niche Server Primary Location: Review/Update Date: 11/14/12 room. Format: Electronic- File Use for Payroll, Invoicing, bill payments grant checking Type: Enterprise System / Server/LAN etc. I Database Locked doors, Alarm system, camera System, limited access Backup Location: Location : Niche Description: Financial Software. room. Format: Electronic-Tape 8720 SW Burnham St Springbrook's Financial System is a IT staff Remote Accessible: No General Ledger-based collection of Tigard, Oregon 97223 applications designed to meet any organization's financial accounting Tape backups -offsite needs. https://www.vaultlink.net/VaultWeb/VaultUserLogin.aspx The Finance System includes: •Accounts Receivable • Bank Reconciliation • Clearing House • Extended Budgeting 30IPage IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: I: Drive Server located in Niche Server Primary Location: Review/Update Date: 11/14/12 room. Format: Electronic- File City-Wide Application Type: Hardware/infrastructure Server/LAN Locked doors, Alarm system, Location : Niche Description: Department and camera System, limited access Backup Location: shared files. room. Format: Electronic-Tape 8720 SW Burnham St Server Tigdept. IT staff Remote Accessible: Yes Tigard, Oregon 97223 Server located in Niche Server room. Tape backups -offsite Locked doors, Alarm system, camera System, limited access https://www.vaultlink.net/VaultWeb/VaultUserLogin.aspx room. IT staff Vital Record Name: H: Drive Server located in Niche Server Primary Location: Review/Update Date: 01/17/2012 room. Format: Electronic- File City wide application with remote access with Type: Hardware/ infrastructure Server/LAN permission. Locked doors, Alarm system, Description: Individual Personal camera System, limited access Backup Location: Tape backups -offsite Home directory room. Format: Electronic-Tape https://www.vaultlink.net/VaultWeb/VaultUserLogin.aspx Server Tigdept. IT staff Remote Accessible: Yes Server located in Niche Server room. Locked doors, Alarm system, camera System, limited access room. -- - -- - - - 31 Page IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: Accela Web Interface. Primary Location: Review/Update Date: 01/17/2012 Format: Electronic-CD Electronic access provided online Type: Web Based IT staff http://www.accela.com/ Backup Location: Description: Permitting Software, Username/password Format: Electronic-Wide Area Network Accela's Land Management application helps track and manage Remote Accessible: No all of land use and community development activities. A single, centralized database gives agency staff parcel information instantly, thereby speeding up the process from application to occupancy while reducing errors and redundancy. Activities include: Permits Building safety Inspections Investigations Document or plan review Code enforcement Accela's Asset Management tracks and manages your assets, work orders and resources, providing an automated solution for costing, inventory, maintenance, investigations, and inspections. This-application-is-flexible-enough — to manage all your agency's 32 P a g e assets—fleet, street, water, wastewater, parks and recreation, nlant and facilities sewer. railway. IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: MainStar Server located in Niche Server Primary Location: Review/Update Date: 11/14/12 room. Format: Electronic- File Location : Niche Type: Enterprise System / Server/LAN Database Locked doors, Alarm system, 8720 SW Burnham St camera System, limited access Backup Location: Description: Department wide room. Format: Electronic- Tigard, Oregon 97223 work order and maintenance Remote Data Storage r kin software IT staff Tape backups ac t p s -offsite p 9 ware Remote Accessible: No http://www.maintstar.com/ https://www.vaultlink.net/VaultWeb/Va MaintStar has a specialized suite of modules specifically designed for - the asset management& maintenance needs of city, county, state, and federal governments. The system allows for the tracking of distinctive information pertaining to individual infrastructure assets such as streets, sewer systems, potable water, signs, bridges, paving, facilities, projects and more. The System also records and tracks information about code enforcement and permits. 33IPage IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: CodeRED To Be Determined Primary Location: Review/Update Date: 11/14/12 Emergency Notification System Format: Electronic- File Multiple Locations: PD, City Management, PW Server/LAN Type: Enterprise System / Database Backup Location: Format: Electronic- File Description: Reverse 911 ENS Server/LAN software Remote Accessible: Yes Vital Record Name: People Trak Software. SQI database. Primary Location: Review/Update Date: 11/14/12 Format: Electronic- File Tape backups -offsite Type: Enterprise System / Server located in Niche Server Server/LAN Database room. https://www.vaultlink.net/VaultWeb/VaultUserLogin.aspx Backup Location: Description: Human Resource Locked doors, Alarm system, Format: Electronic-Tape Tool. camera System, limited access room. Remote Accessible: No People-Trak HR Software has been developing innovative Human IT staff Resources software that empowers HR management to be more efficient and effective. Comprehensive HR software features, dedicated support and affordability make People-Trak HRIS the choice of HR professionals in Private, Government, and Nonprofit - - - -- — - ---34IPage IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: HANSEN Server located in Niche Server Primary Location: Public Review/Update Date: 11/14/12 room. Works Administration and Primary Location: Public Works Administration and Type: Enterprise System / Operations Operations Database Locked doors, Alarm system, 8777 SW Burnham St camera System, limited access Tigard, OR 97223 8777 SW Burnham St Description: CMMS Work Order room. USA Software. Format: Electronic- File Tigard, OR 97223 IT staff Server/LAN Managing the Business of USA Government. Backup Location: Format: Electronic-Tape Location : Niche Hansen Information Technologies is the leading supplier of Remote Accessible: Yes 8720 SW Burnham St application software that helps manage the operations of Tigard, Oregon 97223 government. Hansen's leading edge products aggregate citizen Tape backups -offsite and business requests for services and business transactions, across the enterprise, offering multiple channels (i.e. web portal, kiosk, front counter, telephone, and email) of secured access to back-office functions. - - - - -- - - - - -- -- 35 ' Page IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: Agenda Quick TIGAGENDA Server located in Primary Location: Review/Update Date: 11/14/12 Niche Server room. Format: Electronic- Local TIGAGENDA Server located in Niche Server room. Type: Disk Locked doors, Alarm system, Software located 2nd floor Niche, locked room, Description: City Council Agenda camera System, limited access Backup Location: electronically available. System. room. Format: Electronic-Wide Area Network Location : Niche AgendaQuickTM is a web-based IT staff agenda creation tool and meeting Remote Accessible: Yes 8720 SW Burnham St planner specifically designed to facilitate the creation and Tigard, Oregon 97223 distribution of electronic agendas. Tape backups -offsite With Agenda QuickTM, council members, department heads and committees can easily submit agenda items and the corresponding documentation, electronically. 36IPage IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: Outlook Exchange Servers 2010 -Niche Primary Location: Review/Update Date: 11/114/12 Building Format: Electronic- File Exchange Server located in Niche Server room. Type: Enterprise System / Server/LAN Database Software- Outlook 2010, MS Office Locked doors, Alarm system, camera System, limited Backup Location: access room. Description: Email- Microsoft Locked doors, Alarm system, Format: Electronic-CD Outlook. camera System, limited access IT staff room. Remote Accessible: Yes Microsoft Outlook 2010 offers premium business and personal e- IT staff mail management tools to more than 500 million Microsoft Office users worldwide. With the release of Outlook 2010, you get a richer set of experiences to meet your communication needs at work, home, and school. From a redesigned look to advanced e-mail organization, search, communication and social networking features, Outlook 2010 provides you with a world-class experience to stay productive and in touch with your personal and business networks 37IPage IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: Inside Tigard Servers located in Niche Server Primary Location: Review/Update Date: 11/14/12 room. Format: Electronic- File City-Wide Application Type: Hardware/ infrastructure Server/LAN Locked doors, Alarm system, http://insidetigard Description: Employee Resource camera System, limited access Backup Location: Intranet room. Format:Electronic-Tape Tape backups -offsite http://insidetigard IT staff Remote Accessible: Yes https://www.vaultlink.net/VaultWebNaultUserLogin.aspx 2-3 Server, Sharepoint, Windows 2008. Location : Niche TIGINTRANET 8720 SW Burnham St Tigard, Oregon 97223 Vital Record Name: Mobile Device TIGMDM Server located in Niche Primary Location: Review/Update Date: 11/14/12 Management Server room. Format: Electronic-Wide Location : Niche Area Network • Type: Hardware/ infrastructure Locked doors, Alarm system, 8720 SW Burnham St camera System, limited access Backup Location: Description: AirWatch provides a room. Format: Electronic-Tape Tigard, Oregon 97223 comprehensive mobile security, mobile device management and IT staff Remote Accessible: Yes Tape backups -offsite application management solution in a single, integrated console.Watch https://www.vaultlink.net/VaultWebNaultUserLogin.aspx this video for a basic overview of how AirWatch streamlines the entire mobile lifecycle management process from authentication to security, configuration and management IDENTIFY VITAL RECORDS, I PLANS FOR PROTECTION, LOCATION AND I ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) _ Vital Record Name: GIS Servers located in Niche Server Primary Location: Review/Update Date: 11/14/12 room. Format: Electronic- File Used city-wide for multiple applications. Type: Hardware/ infrastructure Server/LAN Locked doors, Alarm system, http://www.tigard-or.gov/maps/default.asp Description: City mapping camera System, limited access Backup Location: application. room. Format: Electronic-Tape Tape backups -offsite http://www.tigard- IT staff Remote Accessible: Yes https://www.vaultlink.net/VaultWeb/VaultUserLogin.aspx or.gov/maps/default.asp 10-15 Servers Location : Niche Vital Record Name: Full Court Server located in Niche Server Primary Location: Review/Update Date: 11/14/12 room. Format: Electronic- File Server: TIGJUSTICE2 Type: Hardware/ infrastructure Server/LAN Locked doors, Alarm system, Location : Niche Description: Court System camera System, limited access Backup Location: Software room. Format: Electronic-Tape 8720 SW Burnham St Server: TIGJUSTICE2 IT staff Remote Accessible: Yes Tigard, Oregon 97223 Tape backups -offsite https://www.vaultlink.net/VaultWeb/VaultUserLogin.aspx - — - - - - - - - 39IPage i IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS • NECESSARY) Vital Record Name: Volgistics EOC Staff, Volunteer Primary Location: Review/Update Date: 11/14/12 Coordinators Format: Electronic-CD Type: Enterprise System / Database Backup Location: Format: Electronic- File Description: Volunteer Hours and Server/LAN Action Tracking Software. Remote Accessible: Yes The online tool for tracking, recruiting, and coordinating your volunteers. Volgistics provides a rich set of features that help people who lead volunteer programs recruit, track, and coordinate volunteers. Volgistics is adaptable to the needs of many different kinds of volunteer organizations. You can easily turn features on or off to fit the way you work, making the system as simple or complete as you need. IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: Microsoft Located in Niche software room. Primary Location: Review/Update Date: 11/14/12 Office Locked doors, Alarm system, Format: Electronic-CD City Wide Application camera System, limited access Type: Software room. Backup Location: Tape backups -offsite Format: Electronic- File Description: Word, Excel, Power IT staff Server/LAN https://www.vaultlink.net/VaultWeb/VaultUserLogin.aspx point and Access. Remote Accessible: Yes Microsoft Outlook 2010 offers premium business and personal e- Location : Niche mail management tools to more than 500 million Microsoft Office 8720 SW Burnham St users worldwide. With the release of Outlook 2010, you get a richer Tigard, Oregon 97223 set of experiences to meet your communication needs at work, . home, and school. From a redesigned look to advanced e-mail organization, search, communication and social networking features, Outlook 2010 provides you with a world-class experience to stay productive and in touch with your personal and business networks. it - - 41 Page IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: Adobe Located in Niche software room. Primary Location: Review/Update Date: 11/14/12 Creative Suite Locked doors, Alarm system, Format: Electronic- CD Location : Niche camera System, limited access Type: Web Based room. Backup Location: 8720 SW Burnham St Format: Electronic-Wide Description: Software needed for IT staff Area Network Tigard, Oregon 97223 the Design & Communications group. Suite includes: InDesign, Remote Accessible: Yes Acrobat, Illustrator, Photoshop, Distiller. Adobe®Creative Suite®6 software delivers a whole new experience for digital media development, enabling you to work lightning fast and reach audiences wherever they may be. Now, for the first time, Creative Suite applications are available through Adobe Creative CloudTA4, giving you the flexibility to download and install them at any time, plus access additional applications, new features, and services as th 42IPage IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: Liberty Located in Niche software room. Primary Location: Review/Update Date: 11/14/12 Software Locked doors, Alarm system, Format: Electronic-CD Location : Niche camera System, limited access Type: Software room. Backup Location: 8720 SW Burnham St Format: Electronic-Wide Description: Allows us to book IT staff Area Network Tigard, Oregon 97223 mark audio with minutes. Remote Accessible: Yes The Liberty Presentation Recorder captures and optionally streams the audio and video from your venue, as well as a continuous capture of the presenting computer's desktop. The Recorder is ideal for use in a broad spectrum of educational, training and business settings. By including a dynamic capture of the presenting computer's desktop, the Liberty Presentation Recorder provides a richer online viewing experience that better engages your clients. The Liberty Presentation Recorder extends past the typical, static slide-by-slide type solution usually associated with online training and presentation solutions. Instead, the • recorder makes a complete capture of all of the presentation computer's desktop activity and plays this alongside the audio and video from the venue. All of the dynamic aspects of your 43 P a g e presentation applications, including even video replay, are captured for later nlavher.k. C omhininn ciesktnn IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: Wonderware Controlled and maintained at the Primary Location: Review/Update Date: 11/14/12 PW Admin Operations building and Format: Electronic- File Primary Location: Public Works Administration and Type: Hardware/ infrastructure remotely through the city's VPN. Server/LAN Operations system is protected by the city's Description: Operator interface for Firewall Backup Location: 8777 SW Burnham St the SCADA(Supervisorial Control Format: Electronic- File and Data Acquisition)telemetry for Server/LAN Tigard, OR 97223 the City's water system. Remote Accessible: Yes USA Key Capabilities Format: HMI visualization and geographically distributed SCADA Template based development and maintenance Remote application deployment and change management Data level security built into the system Easy and flexible alarm definition Data collection and analysis for new and existing systems Easy-to-use report generation 44IPage IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: Viso CAD Located in Niche software room. Primary Location: Review/Update Date: 11/14/12 Locked doors, Alarm system, Format: Electronic- CD Location : Niche Type: Software, camera System, limited access room. Backup Location: 8720 SW Burnham St Description: Building Footprints Format: Electronic-Wide and Floor Plan Software. IT staff Area Network Tigard, Oregon 97223 The advanced diagramming tools Remote Accessible: No of Visio 2010 help you simplify complexity with dynamic, data- driven visuals and new ways to share on the Web in real time. Start by building your diagram with professional-looking templates and modern, pre-drawn shapes. Then, easily link your diagram to popular data sources (such as Excel). You'll see data automatically refresh right within your diagram, reflected in vibrant visuals such as icons, symbols, colors, and bar graphs. Finally, with just a few clicks, publish your data-linked diagram to SharePoint, and provide access to others on the Web, even if they don't have Visio. Together, simplicity, data-driven shapes, and Web sharing make Visio 2010 one of the most powerful ways to see and understand important information. 45IPage IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: Quickfields Located in Niche software room. Primary Location: Review/Update Date: 11/14/12 Locked doors, Alarm system, Format: Electronic- File Tape backups -offsite Type: Enterprise System / camera System, limited access Server/LAN Database room. https://www.vaultlink.net/VaultWeb/VaultUserLogin.aspx Backup Location: Description: Scanning software IT staff Format: Electronic-CD Location : Niche that works with Laserfiche. Remote Accessible: Yes 8720 SW Burnham St Tigard, Oregon 97223 With Laserfiche Quick Fields, you accelerate the flow of useful information in business operations, reducing labor costs and eliminating errors associated with manual data entry—while empowering staff to use their time more productively. Highlights: Reduce labor-intensive, error-prone manual sorting and data entry. Gain more control over capture processes with flexible configuration tools Integrate Quick Fields into existing business processes 46IPage III IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: ESIS EOC Personnel in Public Works. Primary Location: Review/Update Date: 11/14/12 Format: Electronic-CD Public Works Administration and Operations Type: Enterprise System / Maintained at the EMC in PW and Database at the Admin Support Specialist Backup Location: 8777 SW Burnham St 'Renee Ferguson' Format: Electronic-Wide Description: PW and City-Wide Area Network Tigard, OR 97223 Emergency Management Training Database. Remote Accessible: No USA assists emergency management Location : Niche teams and first responders in the development of incident action plans. This revolutionary software enables response organizations to work together on a city, state and federal level. IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: Been Verified The software is maintained on Primary Location: Public Review/Update Date: 11/14/12 only one machine (Program Works Administration and Use for CERT Volunteer background Checks Type: Software Managers) and is protected by Operations the city's firewall. The system is 8777 SW Burnham St Description: CERT Background backed up weekly Tigard, OR 97223 Checks software. After session 6 of USA each class Program Manager runs Format: Electronic-Other a felony check on each student to verify their eligibility Backup Location: Public Works Administration and Operations 8777 SW Burnham St Tigard, OR 97223 USA Format: Electronic-Other Remote Accessible: Yes - - 48 ' Page ORDERS OF SUCCESSION — CITY OF TIGARD The following is a list of Orders of Succession identified for each of leadership positions for City of Tigard organizations. This list is arranged alphabetically by organization. Orders of Succession for Administrative Services Leadership Succession for Assistant City Manager, City Management, Liz Newton • Assistant to the City Manager, City Management, Loreen Mills • Administrative Services Manager, Administrative Services, Nadine Robinson • City Recorder, Administrative Services, Catherine D Wheatley Orders of Succession for City Management Leadership Succession for City Manager, City Management, Marty Wine • Assistant City Manager, City Management, Liz Newton • Director, Public Works, Dennis Koellermeier • Police Chief, Police, Al On • Financial and Information Services Director, Financial and Information Services, Toby LaFrance • Community Development Director, Community Development, Kenny Asher • Library Director, Library, Margaret Barnes • Human Resource Director, City Management, Sandy Zodrow • Assistant to the City Manager, City Management, Loreen Mills Orders of Succession for City of Tigard Human Resources Division Leadership Succession for City Manager, City Management, Marty Wine • Principal Human Resources Analyst, City Management, Cathy Herbert • Senior HR Analyst, City Management, Sherrie Burbank • Assistant to the City Manager, City Management, Loreen Mills Orders of Succession for City of Tigard Police Department Leadership Succession for Police Chief, Police, Alan F Orr • Assistant Chief of Police, Police, James E de Sully • Captain, Police, Robert L Rogers • Lieutenant, Police, Rick S Rhodes • Lieutenant, Police, Rick J Boothby • Lieutenant, Police, Michael J Eskew Orders of Succession for City of Tigard Public Works Department Leadership Succession for Director, Public Works, Dennis Koellermeier • Assistant Director, Public Works, Brian Rager • City Engineer, Public Works, Michael Stone • Engineering Manager, Public Works, Kim McMillan Orders of Succession for Community Development Department Leadership Succession for CD Director, Community Development, Kenny Asher 49IPage • Asst. Community Development Director, Community Development, Tom McGuire • City Building Official, Community Development, Mark VanDomelen • Redevelopment Project Manager, Community Development, Sean Farrelly Orders of Succession for Financial and Information Services Leadership Succession for Financial and Information Services Director, Financial and Information Services, Toby LaFrance • Assistant Finance Director, Financial and Information Services, Debbie Smith-Wagar • Information Technical Services Manager, Financial and Information Services, Louis Sears • Accounting Supervisor, Financial and Information Services, Amy Lawson • Senior Accounting Assistant, Financial and Information Services, Angela McCoy • Senior Accounting Asst., Financial and Information Services, Jamie Greenberg Orders of Succession for Risk Management Leadership Succession for Assistant to the City Manager, City Management, Loreen Mills • Senior Management Analyst, City Management, Kent Wyatt • Senior HR Analyst, City Management, Sherri Burbank Orders of Succession for Tigard Public Library Leadership Succession for Library Director, Library, Margaret Barnes • Technical Services Manager/Person In Charge (PIC), Library, Teresa Ferguson • Reader Services Manager/Person In Charge (PIC), Library, Molly Carlisle • Circulation Manager/Person In Charge (PIC), Library, Craig Carter 50IPage TEST, TRAINING AND EXERCISES / PLAN MAINTENANCE The following is a list of testing, training, exercise, and plan maintenance events that have taken place in the creation and ongoing development and of the City of Tigard Continuity of Government Plan. This list of events is arranged by date of occurrence. Event Title: City Kick Off Training Event Date: 8/13/2012 Event Type: Training Event Status: Completed Description: Day 2 of 2 of the Cities Team Kick Off training Event Title: City Kick Off Training Event Date: 3/27/2012 Event Type: Training Event Status: Completed n: Descri ti p o Initial day one Kick Off training conducted. Day 2 scheduled for tomorrow Event Title: Annual Plan Review and Update Event Date: 12/18/2013 Event Type: Plan Maintenance Event Status: Scheduled Description: Event Title: Annual Plan Test TTX Event Date: 11/15/2013 Event Type: Table Top Exercise Event Status: Scheduled Description: Event Title: Quarterly Staff Training Event Date: 3/13/2013 Event Type: Training Event Status: Completed Description: 51 ( Page Event Title: COOP Initial TTX After Action Review Event Date: 12/12/2012 Event Type: Plan Maintenance Event Status: Completed Description: The BOLD Solution Facilitator and the project manager coordinated comments based on observations from the Table Top Exercise conducted in November 2012. Comments were drafted into a final report which noted requirements for some revisions. Event Title: Plan Review Graded and Complete Event Date: 10/31/2012 Event Type: Plan Maintenance Event Status: Completed Description: BOLD Solutions staff completed the review evaluation and graded each departments nine functional annexes. Once the graded the project manager highlighted the gaps in the department plans and forwarded to department leads. Event Title: Drop Dead Department Input Complete Event Date: 9/30/2012 Event Type: Plan Maintenance Event Status: Completed Description: Department project leads completed their annex input. They completed the revisions and pushed the final review to the Department Directors Event Title: Mid-Term Plan Development Training Day 2 Event Date: 8/27/2012 Event Type: Plan Maintenance Event Status: Completed Description: Event Title: Mid-Term Plan Development Day 1 Event Date: 8/20/2012 Event Type: Training Event Status: Completed Description: 52 ' Page AIS-1290 3. Workshop Meeting Meeting Date: 07/16/2013 Length (in minutes): 30 Minutes Agenda Title: Discussion on the Potential Development of a Willamette River Water Supply Prepared For: Dennis Koellermeier Submitted By: John Goodrich, Public Works Council Workshop Item Type: Update, Discussion, Direct Staff Meeting Type: Mtg. Public Hearing Newspaper Legal Ad Required?: No • Public Hearing Publication Date in Newspaper: Information ISSUE Staff is seeking council direction regarding Tigard's investment and participation in two opportunities to develop the Willamette River water supply: Opportunity 1 -The City of Sherwood's existing\Villamette River supply pipeline Opportunity 2-The Tualatin Valley Water District's (TVWD's) 124th Avenue transinission pipeline design and preliminary supply system design STAFF RECOMMENDATION / ACTION REQUEST Opportunity 1-The City of Sherwood's existing Willamette River supply pipeline Staff recommends the city pursues the purchase of pipeline capacity from the City of Sherwood. Opportunity 2-The TVWD's 124th Avenue transmission pipeline design and a preliminary supply system design Staff recommends the city participates in these projects, but limits its capacity to 5 million gallons per day and limits its financial investment to approximately $50,000. KEY FACTS AND INFORMATION SUMMARY Willamette River Water Rights Along with several other water providers,Tigard and the TVWD are members of the Willamette River Water Coalition (WR\WC). Tigard has an allocation of 25 million gallons per day (mgd) uh Willamette River water rights held by the coalition. Developing Future Willamette River Water Rights Projections from the city's 2010 Water Master Plan indicate the Lake Oswego-Tigard water supply,when combined with the city's aquifer storage and recovery (ASR) wells,will meet the demand of Tigard water customers for the next 30 years. Additional water supplies may be needed beyond 2040. Since the city has water rights to the Willamette River, it may look to this supply in order to meet its long-term water needs. Participation in either of the projects discussed here would further the development of the city's Willamette River water rights. • Opportunity 1-The City of Sherwood's existing Willamette River supply pipeline The City of Sherwood has excess capacity in an existing pipeline that transmits water from the\Vilsonville water treatment plant to Sherwood. Sherwood has offered this excess capacity to Tigard. Opportunity 2-The TVWD's 124th Avenue transmission pipeline design and preliminary supply system design The TVWD notified WRWC members of a proposed water pipeline project that will bisect the region from\Vilsonville to I-Iillsboro. TVWD is asking\XWRWC members,including Tigard,if they want to invest and participate in the transmission pipeline design and preliminary supply system design. The council was briefed on this request via a council newsletter item on May 23, 2013. A copy of the newsletter item is attached. Willamette River Charter Prohibition The City Charter states in Chapter IX, Section 51: "The City of Tigard shall not use the AVillamette River as a drinking water source for its citizens unless the question of using the Willamette River as a drinking water source has been approved by not less than fifty percent (50%) of voters voting in a City wide election (Measure 34-8, September 21, 1999 Election)." This prohibition does not apply to other jurisdictions served by Tigard,including Durham,King City, and the Tigard Water District. In 2010 the city attorney rendered an opinion that the purchase of future pipeline capacity—constructed by others and not connected to the Tigard water system—was not a violation of the City Charter. OTHER ALTERNATIVES The council could direct staff to pursue one,both or none of the Willamette River water supply opportunities. COUNCIL OR CCDA GOALS, POLICIES,MASTER PLANS The council adopted the Water Master Plan in 2010. For various reasons, neither of these projects is included in the plan. DATES OF PREVIOUS CONSIDERATION On June 15, 2010, the council discussed an agreement with Sherwood to develop a water supply pipeline and other improvements. This agreement was never finalized. The agenda item summary and minutes from that discussion are attached. The council was briefed on the TV\VD's 124th Avenue transmission pipeline design and preliminary supply system design via its May 23, 2013, council newsletter. A copy of the newsletter item is attached. Fiscal Impact Cost: Unknown Budgeted (yes or no): No Where Budgeted (department/program): • Additional Fiscal Notes: For discussion purposes at the conceptual level, staff identifies the following fiscal impacts regarding each water supply opportunity: Opportunity 1-The City of Sherwood's existing Willamette River supply pipeline Based on discussions with Sherwood in 2010, this opportunity requires a pipeline capacity buy-in of approximately $5 million. Costs to develop the remaining improvements—so that the system is accessible and functional for Tigard—arc estimated to be $170 million in 2030 dollars for 25 mgd capacity. Since Tigard would be solely responsible for this project, the city could make the improvements as additional capacity is needed. Current projections indicate the city may need additional supply around the year 2040. Based on this projection, improvements would need to be funded in the years preceding 2040. • Opportunity 2-The TVWD's 124th Avenue transmission pipeline design and preliminary supply system design The T\T\XTD did not provide cost estimates in its design notifications. Staff recommends the city participates in these projects,but limits its capacity to 5 million gallons per day and limits its financial investment to approximately $50,000. Costs to develop Tigard's share of the remaining unprovcments in the supply system are estimated to be between $60 million (for 5 mgd capacity) and $250 million (for 25 mgd capacity). Since the project is slated to begin in 2014 and be completed by 2026,Tigard would likely be required to determine its capacity requirements and provide project funding in the near future. Attachments May 23, 2013 Council Newsletter Item Regarding TV\VD Project Notifications June 15, 2010 Agenda Item Summary and Minutes on Potential Sherwood Agreement PowerPoint Presentation AgendaQuick©2005-2013 Destiny Software Inc.,All Rights Reserved O-23-'3 (iUIeLL q City of Tigard T,G„R Memorandum To: Mayor Cook and City Councilors From: Utility Manager John Goodrich Re: Notification of Willamette River Water Coalition (WRWC) Project Proposals Date: May 21, 2013 Along with several other water providers,Tigard and the Tualatin Valley Water District (TVWD) are members of the Willamette River Water Coalition (WRWC). Tigard has an allocation of 25 million gallons per day (mgd) in Willamette River water rights held by the coalition. The city of Hillsboro and the TVWD announced plans to tap into the Willamette River as a water supply for their respective customers by 2026. Hillsboro and TVWD plan to work together to develop this water supply and are looking for cost-sharing opportunities with other water providers in the WRWC. As a WRWC member, Tigard has 90 days to decide if it will to participate in two design projects related to the development of the Hillsboro/TVWD supply. Formal notifications for each project are attached, along with a memo from the TVWD. Tigard has no obligation to participate and development of the Hillsboro/TVWD supply will not affect Tigard's WRWC allocated water rights. The council will have the opportunity to discuss this issue during its July 16 workshop meeting. Tualatin Valley Water District Memo To: Willamette River Water Coalition Members From: Gregory E.DiLoreto,Chief Executive Officer /( CC: Kelly Ross,Administrator,Willamette River Water Coalition Bryan Cosgrove,City Manager,City of Wilsonville Kevin Hanway,Water Director,City of Hillsboro Water Department Date: May 16,2013 Re: Notification to the members of the Willamette River Water Coalition (WRWC) of proposed projects related to the Willamette Water Supply System. The Tualatin Valley Water District(TVWD)is proposing two projects for consideration by the members of the Willamette River Water Coalition(WRWC). The WRWC members are being asked to indicate if they are interested in partnering on the projects. The TVWD Board of Commissioners has reviewed and authorized TVWD staff to present the information to the WRWC members. The WRWC intergovernmental agreement provides a process whereby any WRWC member can propose a project involving the Willamette River Water Supply System. The process allows for coordination with other WRWC members and provides an opportunity for other WRWC members to indicate if they are interested in participating in a proposed project. WRWC members are provided with a brief project proposal and are then given up to 90 days to respond. TVWD is asking that the WRWC members provide a reply by August 14,2014 or earlier. The first proposal is to design a water transmission pipeline that will be included as part of Washington County's 124th Avenue project. The pipeline design work will include preparing the final design of a segment of the water transmission pipeline that will eventually become part of the Willamette River Water Supply System. Washington County has indicated that 60% complete design documents for this pipeline segment are needed by January 2014 in order for the pipeline work to be incorporated into the county's road project. The second proposal is to develop a Willamette Supply System Preliminary Design. The proposed project will include preparation of a preliminary design of the Willamette water supply system from the Willamette River Water Treatment Plant to the supply points into the water distribution systems of the participating utilities. This work will include establishing design guidelines for the supply system, refining system hydraulics,establishing criteria for a terminal reservoir, identifying permitting requirements and preparing the overall schedule and cost estimates for the required improvements. NOTIFICATION TO THE WILLAMETTE RIVER WATER COALITION BY THE TUALATIN VALLEY WATER DISTRICT A PROPOSAL TO DESIGN A WATER TRANSMISSION PIPELINE AS PART OF WASHINGTON COUNTY'S 124111 AVENUE PROJECT Distributed to WRWC membership on May 16, 2013 Response by WRWC members due no later than August 14,2013 The Tualatin Valley Water District(TVWD) offers, for consideration by the Willamette River Water Coalition(WRWC) membership, this proposal to design a water transmission pipeline. The goal of this proposal is to coordinate with the WRWC members to gauge interest and extend an offer to partner on the design of a water transmission pipeline to be included as part of Washington County's 124`h Avenue Project. The County's proposed project would consist of a new road generally along the alignment of SW 124th from the southern portion of the City of Tualatin to SW Tonquin Road near the northern city limits of the City of Wilsonville. The project would include approximately 2.2 miles of water transmission pipeline that would eventually be connected to the Willamette River Water Supply System. Invitations to participate in an analysis of the inclusion of a water transmission pipeline within the 124th Avenue Project were provided to the WRWC members. The results of the analysis demonstrated the County's proposed alignment was as a preferred location to route a portion of the water supply transmission pipeline from the Willamette River Water Treatment Plant to the TVWD service area. The analysis also demonstrated that the inclusion of a water transmission pipeline as part of the road project will result in significant project savings. Washington County has indicated the need for a response from TVWD regarding the District's participation by July 2013 and will need preliminary designs for the pipeline by January 2014. TVWD is prepared to proceed with giving Washington County notice of the intent to participate in the project yet realized that the design of the pipeline will be dependent on the participation of other partners. An 1GA with the County will also need to be completed by July 2013. The proposed project would include: 1. Development of an agreement with the project partners; 2. Development and distribution of a request for proposal for pipeline design; 3. Selection of a firm to complete the pipeline design; and 4. Provide draft design to Washington County by January 2014 • 5. Complete final design following right-of-way acquisition and permitting by Washington County. The final scope, schedule, and budget for the project will be provided as part of the development of the request for proposal. • • TVWD Notification to the"WRWC Water Transmission Pipeline Design Project May 16,2013 Page 2 It is anticipated that TVWD will be the lead agency, responsible for the coordination of the Project. A project agreement will be negotiated between Project participants. Unless,otherwise agreed to by the parties participating in the Project, the participants will own the proposed improvements. Section 5.1 of the WRWC Agreement provides a process whereby a WRWC member can propose projects and the remaining WRWC members can notify the proposer of their acceptance or rejection of the proposal by no later than 90 days following receipt of the notice. Acceptance of this proposal by a member will he considered acceptance of participation in the project by that member. Rejection of this proposal by a member or failure of a member to respond within 90 days will be considered a rejection of participation in the project by that member. Final notice of acceptance or rejection by WRWC members in less than 90 days would be especially welcome given that time is of the essence in completing the proposed project. Given the location of the water transmission pipeline,TVWD anticipates that there might be WRWC members who are not interested in capacity in the pipeline yet would like to be included as a technical resource. An indication from WRWC members if they are interested in serving in this capacity as opposed to being a financial partner in the project would also be appreciated. The City of I-lillsboro, who is not a WRWC member, has indicated an interest in participating in the water transmission design project. It is anticipated that they would be included as a participant in a project agreement. Other participants outside of the WRWC members may also be identified. A project agreement between participants in the Project will be adopted following the conclusion of the notice period. The project agreement will establish participation and cost shares associated with the proposed project. NOTIFICATION TO THE WILLAMETTE RIVER WATER COALITION BY THE TUALATIN VALLEY WATER DISTRICT A PROPOSAL TO DEVELOP A WILLAMETTE SUPPLY SYSTEM PRELIMINARY DESIGN Distributed to WRWC membership on May 16,2013 Response by WRWC members due no later than August 14, 2013 The-Tualatin Valley Water District(TVWD) offers, for consideration by the Willamette River Water Coalition(WRWC)membership, this proposal to develop a Willamette Supply System Preliminary Design. The goal of this proposal is to coordinate with the WRWC members to gauge interest and extend an offer to partners who might be interested in the development of a design that will begin to identify the design of the Willamette water supply system from the Willamette River Water Treatment Plant to a terminal reservoir site. The proposed project will result in the preparation of a preliminary design of a Willamette supply system that would include the following components: 1. Establishment of transmission system design guidelines 2. Evaluation of transmission system hydraulics including refinement of system hydraulics, pipe size, reservoir elevation, and supply points; 3. Evaluation of transmission line alignment options; 4. Evaluation of terminal storage sites; 5. Identification and coordination with key stakeholders along the transmission system alignment; 6. Identify permitting requirements; and 7. Establish overall schedule, cost and cash flow needed to connect to the Willamette River Water Treatment Plant. The Willamette supply system preliminary design will provide information that will allow for the identification of corridors that will facilitate the development of easements,rights of way and property acquisition useful to a future project. Modifications or expansion of the existing Willamette River Water Treatment Plant are not included as part of this project. This work will be beneficial to the 124th Avenue Pipeline Project also proposed by TVWD that has also been submitted to the WRWC members for their consideration. The proposed project would include: 1. Development of an agreement with project partners; 2. Development and distribution of a request for proposal for a Willamette supply system preliminary design; 3. Selection of a firm to complete the Willamette supply system preliminary design; and 4. Development and delivery by a firm of the Willamette supply system preliminary design. TVWD Notification to the WRWC Willamette Supply Preliminary Design Project May 16, 2013 Page 2 The final scope, schedule, and budget for the project will be provided as part of the development of the request for proposal. It is anticipated that TV WD will be the lead agency, responsible for the coordination of the Project. A project agreement will be negotiated between Project participants. Unless, otherwise agreed to by the parties participating in the Project, the participants will own the project results. Although this project doesn't result in the construction, expansion or modification of the Willamette Water Supply System, Section 5.1 of the WRWC Agreement does provide a useful process whereby a WRWC member can propose projects and the remaining WRWC members can notify the proposer of their acceptance or rejection of the proposal by no later than 90 days following receipt of the notice. It is TVWD's intent to use this process for the Willamette supply preliminary design project. Acceptance of this proposal by a member will be considered acceptance of participation in the project by that member. Rejection of this proposal by a member or failure of a member to respond within 90 days will be considered a rejection of participation in the project by that member. Final notice of acceptance or rejection by WRWC members in less than 90 days would be especially welcome. Given the location of the scope of the project area, TVWD anticipates that there might be WRWC members who are not interested in being a partner in the preliminary design project yet would like to be included as a technical resource. An indication from WRWC members if they are interested in serving in this capacity as opposed to being a financial partner in the project would also be appreciated. The City of Hillsboro, who is not a WRWC member, has indicated an interest in participating in the Willamette supply preliminary design project. It is anticipated that they would be included as a participant in a project agreement. Other participants outside of the WRWC members may also be identified. A project agreement between participants in the project will be adopted following the conclusion of the notice period. The project agreement will establish participation and cost shares associated with the proposed project. • Agenda Item# `v Meeting Date June 15,2010 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Tide Discussion regarding an Intergovernmental Agreement between the City of Tigard and the City of Shenvood for Joint Funding of Water Supply Improvements k Prepared By Dennis Koellerineier Dept Head Approval: _ -•�/\ City Mgr Approval: C.J ISSUE BEFORE THE COUNCIL Shall the City Council enter into a joint financial agreement with the City of Sherwood to develop water supply improvements? STAFF RECOMMENDATION Participate in discussion and recommend entering into the Intergovernmental Agreement at a future date. KEY FACTS AND INFORMATION SUMMARY • The City of Tigard is a member of the Willamette River Water Coalition(WRWC).That coalition indudes,among others,the City of Sherwood. • The WRWC currently acts as the custodian of water rights on the Willamette River,granted to its members. • Tigard,by previous agreement,is entitled to 20 million gallons per clay (MGD) of those water rights, which have been extended to 2040. • Sherwood is currently building pipelines and other improvements to access water from the Willamette Treatment Plant and deliver it to Sherwood. Sherwood has elected to oversize portions of these improvements due to favorable bidding conditions and anticipation of future use by other∎, RWC partners. • Sherwood has offered this surplus capacity to both Tualatin and Tigard. Tualatin has since elected not to participate at this time. • Tigard has recently completed its Water Master Plan which concludes that Tigard's total system capacity resulting from the Lake Oswego partnership and our ASR sources will need to be augmented with additional supply sometime near 2030. • Staff has concluded that development of the Willamette River water rights during the 2030-40 time period is a likely scenario for the Tigard Water Service Area(TWSA),and as such should be considered • in future planning. • Partnering with Sherwood to develop a portion of the necessary infrastructure at this time would save TWSA customers a significant amount of money in the future. • The total investment needed at this time is$1.rnilliou,with additional payments of an estimated$3.3 million needed over the next five years. This partnership agreement will provide the following: 0 20 MGD of capacity to the TWSA via the new pipeline connecting Wilsonville to Sherwood; and • o Guaranteed access to the existing supply pipeline that extends from Sherwood to Tualatin. Tigard and Sherwood would execute a separate agreement for this pipeline,along with a firm buy-in pricing structure,at some future date,not yet determined. • The City Attorney's office has reviewed this agreement in light of the Tigard Charter provisions dealing with the requirement for a citywide vote to use the Willamette River as a water source and has indicated they will prepare a favorable opinion prior to Council adoption. • The Intergovernmental Water Board (IWB)has been studying this proposal and generally supports the IGA. OTHER ALTERNATNESCONSIDERED The City could choose to not partner with the City of Sherwood at this tune.The results of that decision would be to defer investing in water improvements that would allow use of the City's water rights as held by the Willamette River Water Coalition. CITY COUNCIL GOALS None ATTACHMENT LIST 1) DRAFT IGA 2) WRWC AGREEMENT 3) PRojEcr MAP FISCAL NOTES This partnership has been in development for over a year,and the initial$1 million dollar investment has been included in the FY 2010-11 budget. Subsequent payments totaling an estimated $3.3 million can be included in future debt financing instruments being developed for the Lake Oswego/Tigard partnership. Those debt issuances are anticipated to be repaid by water rates and water SDC's. • 6. DISCUSS INTI-?RCGOVI RNMEN'I'A1.. AGRE MEN'I' (IGA) BETWEEN THE CITY OF"11GARD AND THE CITY OF SHERWOOD FOR JOINT FUNDING Of WATER SUPPLY IMPROVEMENTS Public Works Director Koellermcier introduced Sherwood Public Works Director Craig Sheldon who has been working with Tigard's legal staff to bring this proposal tonight. He said the partnership with Lake Oswego has a fixed capacity and Tigard officially expects to get 14 million gallons a day (MGD). He said the current supply plan is using water from the. Lake Oswego partnership and buffering it with ASR wells which will get us to the year 2030,according to the latest estimates. He said towards the year 2035 Tigard's water needs will grow above the 14 MGD. He said Sherwood has decided to go to the Willamette Treatment Plant. He showed pipeline alignment maps. He said Sherwood is currently building pipelines and has elected to oversize portions of these improvements due to favorable bidding conditions and anticipation of future use by other Willamette River Water coalition partners. He said Tigard is a member of the Willamette River Water Coalition (\XR\WC) and is entitled to 20 million gallons per day of those water rights, which have been extended to 2040. Tigard would buy 20 MGD of capacity in the Wilsonville to Sherwood pipeline and have guaranteed access. He said Tigard has the option to pay into this over time. He said the legal question is whether this violates Tigard's Charter Amendment regarding Willamette River water. The City Attorney is confident that he will be able to render an opinion that since this pipeline doesn't connect to the city of Tigard,there is no violation. Public Works Director Koellenneier reminded Council that • Tigard's Water Service Area is larger than the city limits and also includes Durham, King City and the Tigard Water District. None of these other partners have the Willamette River restriction the City of Tigard has. As to the question of timing, Public \X'orks Director Koellermeier said it is an opportunity that is being presented to us now as Sherwood builds their pipeline. I-le said Tigard owns 20 MGD at the Willamette Treatment Plant as part of its membership in \XR\WC. He said taking action now will ensure Tigard has the future capacity it needs. Councilor Webb mentioned an opportunity she heard about at the last WRWC meeting to place the pipeline along a Metro trail that is going to be built,potentially saving money by combining the work. Sherwood Public Works Director Sheldon said that decision will be made in July. Councilor Henderson noted that the pipe wouldn't connect to Sherwood,but asked if water could go the other direction is case of need. Sherwood Public Works Director Sheldon agreed that it could. Mayor Dirksen asked if Tigard could sell unneeded\XR\WC water in the future to Sherwood or Tualatin. Public Works Director Koellermeier said that could be done in the terms of our agreement. Sherwood Public Works Director Sheldon said there will need to be upgrades at the treatment plant and a pipe section in Sherwood that would have to be added onto. They are putting in a 48-inch pipe rather than a 36- inch pipe for the regional partners. Council President Wilson said, thinking regionally, having interconnected pipes would be a good idea. Public Works Director Koellermeier said the Intergovernmental Water Board has been following this for awhile. A draft agreement is before Council and staff will schedule approval for a future Council meeting. TIGARD CITY COUNCIL MINUTES-JUNE 15,2010 City of Tigard I 13125 SW 1-fall Blvd.,Tigard,OR 97223 www.tigard-or.gov I Page 7of9 07/08/2013 C I T Y O F T I G A R D Respect and Care l Do the Right Thing Get it Done INe TIGARD Potential Development Willamette River Supply Presented by Public Works Department July 16,2013 C I '1' Y O I 'l' 1 C :\ R I) Willamette River Water Supply Opportunities INTRODUCTION 1 Member - Willamette River Water Coalition (WRWC) — since 1997 WRWC Water Rights — 130 million gallons per day (mgd) / Tigard - 25.8 mgd by agreement 1 07/08/2013 (' 1 "1' '' () I I I C C \ R I) Willamette River Water Supply Opportunities HISTORY / Tigard planned Willamette River - primary supply - 1998 / City Charter 1999 — voter approval required / Tigard's other water supply options — 2008 Lake Oswego-Tigard Water Partnership Y O I• T I C .\ R I) Willamette River Water Supply Opportunities WATER SYSTEM PLAN / Aquifer Storage Recovery (ASR) 1 6 mgd / Lake Oswego-Tigard Water Partnership 1 14 mgd + 4 mgd / 24 mgd meets water demands— 2030 plus 2 07/08/2013 1 I Y c) I� 'I' I C -1 R 1) ii ,, . ii I. mow.. C 1 1 Y OF T I G A R D Willamette River Water Supply Opportunities Opportunity#1 — City of Sherwood Transmission pipe capacity available 1 Benefits: ► Control timing improvements ► Control incremental capacity improvements ■ Possible least-cost alternative 3 07/08/2013 (' I '1' 'V () 1' '1' 1 G .1 R I) Willamette River Water Supply Opportunities Opportunity#1 — City of Sherwood Transmission pipe capacity available / Other Considerations: Minor improvements - 5 mgd or 10 mgd Major improvements - 25 mgd Not designed as one project Requires other system components C I T V OF T I G A R D Willamette River Water Supply Opportunities Opportunity#1 — City of Sherwood Cost Considerations: / Purchase capacity - $5 million 1 Construct future improvements 1 5 mgd to 10 mgd capacity - $20-50 million 25 mgd - $170 million 4 07/08/2013 t I 1 O I I I <; \ R I) Willamette River Water Supply Opportunities Opportunity#2 —Tualatin Valley Water District Regional Water Supply Project: / Proposed to WRWC - May 15, 2013 / Requires response - August 15, 2013 / Design of 124th Avenue transmission pipeline ► Supply system preliminary design (: I I 1 l) I I I ( \ R I) Willamette River Water Supply Opportunities Opportunity#2 —Tualatin Valley Water District Regional Water Supply Project: / Benefits 1 Partners with TVWD and City of Hillsboro 1 One project — design and construction ► Emergency supply available by 2026 5 07/08/2013 (: I I l' O F I' I G .A R I) Willamette River Water Supply Opportunities Opportunity#2 —Tualatin Valley Water District Regional Water Supply Project: / Other considerations: 1 Construction of transmission pipeline immediate —funding required ► No timing control — scheduled by 2026 ► No capacity control — must commit to size (: I I 1 ( ) I I I c; A I; I) Willamette River Water Supply Opportunities Opportunity #2 —Tualatin Valley Water District Cost considerations: TVWD — no costs provided / Preliminary estimate — ? 1 5 mgd - $50-60 million ► 25 mgd - $250-300 million 6 07/08/2013 C I T Y OF T I G .\ R I) Willamette River Water Supply Opportunities Recommendations Opportunity #1 — City of Sherwood: ► Pursue the purchase of pipeline capacity 1 Structure incremental costs over time Develop water supply planning strategy Willamette River source C I T Y OF T I G .A R I) Willamette River Water Supply Opportunities Recommendations Opportunity #2 —Tualatin Valley Water District / Participate in 124th Avenue transmission pipeline design and preliminary supply system design / Limit capacity to 5 mgd / Limit financial investment to $50,000 limit 7 07/08/2013 C I 7' l OF 1' I G .\ R ID Willamette River Water Supply Opportunities Questions? 8