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CCDA Packet - 07/23/2013 city Of Tiprd Tigard Business Meeting—Agenda TIGARD CITY COUNCIL, CITY CENTER DEVELOPMENT AGENCY AND LOCAL CONTRACT REVIEW BOARD MEETING DATE AND TIME: July 23,2013 -6:30 p.m. Study Session;7:30 p.m.Business Meeting MEETING LOCATION: City of Tigard-Town Hall- 13125 SW Hall Blvd.,Tigard,OR 97223 Agenda revised on July 17, 2013,to indicate that Item No. 6 will be reviewed by the City Center Development Agency. PUBLIC NOTICE: Anyone wishing to speak on an agenda item should sign on the appropriate sign-up sheet(s). If no sheet is available,ask to be recognized by the Mayor at the beginning of that agenda item. Citizen Communication items are asked to be two minutes or less. Longer matters can be set for a future Agenda by contacting either the Mayor or the City Manager. Times noted are estimated,-it is recommended that persons interested in testifying be present by 7:15 p.m. to sign in on the testimony sign-in sheet. Business agenda items can be heard in any order after 7:30 p.m. 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 (TDD-Telecommunications Devices for the Deaf). Upon request,the City will also endeavor to arrange for the following services: • Qualified sign language interpreters for persons with speech or hearing impairments;and • Qualified bilingual interpreters. Since these services must be scheduled with outside service providers,it is important to allow as much lead time as possible. Please notify the City of your need by 5:00 p.m. on the Thursday preceding the meeting by calling: 503-639-4171,ext.2410 (voice) or 503-684-2772 (TDD -Telecommunications Devices for the Deaf). SEE ATTACHED AGENDA VIEW LIVE VIDEO STREAMING ONLINE: httg://live.dgard-or.gov CABLE VIEWERS:The regular City Council meeting is shown live on Channel 28 at 7:30 p.m. The meeting will be rebroadcast at the following times on Channel 28: Thursday 6:00 p.m. Sunday 11:00 a.m. Friday 10:00 p.m. Monday 6:00 a.m. City of Tigard Tigard Business Meeting—Agenda TIGARD CITY COUNCIL, CITY CENTER DEVLOPMENT AGENCY AND LOCAL CONTRACT REVIEW BOARD MEETING DATE AND TIME: July 23,2013 -6:30 p.m. Study Session;7:30 p.m.Business Meeting MEETING LOCATION: City of Tigard-Town Hall- 13125 SW Hall Blvd.,Tigard,OR 97223 Agenda revised on July 17, 2013, to indicate that Item No. 6 will be reviewed by the City Center Development Agency. 6:30 PM •STUDY SESSION •EXECUTIVE SESSION:The Tigard City Council will go into Executive Session to discuss labor negotiations and for consultation with legal counsel about current/pending litigation under ORS 192.660(2)(d) and (h).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. 7:30 PM 1. BUSINESS MEETING A. Call to Order B. Roll Call C. Pledge of Allegiance D. Council Communications&Liaison Reports E. Call to Council and Staff for Non-Agenda Items 2. CITIZEN COMMUNICATION (Two Minutes or Less,Please) 7:35 p.m. -time is estimated A. Follow-up to Previous Citizen Communication B. Citizen Communication—Sign Up Sheet 3. CONSENT AGENDA: ("Tigard City Council and Local Contract Review Board) These items are considered routine and may be enacted in one motion without separate discussion.Anyone may request that an item be removed by motion for discussion and separate action. Motion to: 7:55 p.m. - time is estimated A. Authorize the Mayor to Execute the City's Continuity of Government Plan and Authorize Certain Staff to Update the Plan B. Adopt a Resolution of Necessity to Acquire Easements for the Main Street Sanitary Sewer Project C. Local Contract Review Board: 1. Award the contract for the construction of the 92nd Avenue street and storm sewer to R&R General Contractors, Inc. and authorize the City Manager to take all necessary steps to execute the contract. • Consent A,;enda-Items Removed for Separate Discussion:Ary items requested to be removed from the Consent Agenda for separate dlSetrssion will he considered immediately after the Corrnczl/City Center DevelopmentAen y has voted on those items which do not need discussion. 4. CONSIDER A RESOLUTION FOR RAISING AWARENESS OF THE DANGERS OF "THE CHOKING GAME" 8:00 p.m. - time is estimated 5. QUASI-JUDICIAL PUBLIC HEARING - ZONE CHANGE ANNEXATION (ZCA 2013-0002 - SOUTH VIEW HEIGHTS ANNEXATION 8:05 p.m. - time is estimated REQUEST:A request to annex 5.79 acres of property known as South View Heights (Knauss), located at 12035 SW Beef Bend Rd. into the City of Tigard. LOCATION: 12035 SW Beef Bend Road;Washington County Tax Assessor's Map 2S110CB, Tax Lot 02000. COUNTY ZONE: R6: Residential, 5 units/acre minimum density, 6 units/acre maximum density. The purpose of the R-6 District is to implement the policies of the Comprehensive Plan for areas designated for residential development at no more than six (6) units per acre and no less than five (5) units per acre, except as specified by Section 300-2, Section 300-5,or Section 303-6. The intent of the R-6 District is to provide the opportunity for more flexibility in development than is allowed in the R-5 District. EQUIVALENT CITY ZONE:R-7: Medium-Density Residential District. The R-7 zoning district is designed to accommodate attached single-family homes, detached single family homes with or without accessory residential units,at a minimum lot size of 5,000 square feet, and duplexes, at a minimum lot size of 10,000 square feet. Mobile home parks and subdivisions are also permitted outright. Some civic and institutional uses are also permitted conditionally. APPLICABLE REVIEW CRITERIA:The approval standards for annexations are described in Community Development Code Chapters 18.320 and 18.390, Comprehensive Plan Goal 1, Goal 11,Goal 12,and Goal 14;ORS Chapter 222;Metro Code Chapter 3.09. 6. CITY CENTER DEVELOPMENT AGENCY: RECEIVE UPDATE ON MAIN STREET GATEWAY PUBLIC ART 8:30 p.m. 7. CONSIDER A RESOLUTION TO PLACE A MEASURE ON THE NOVEMBER 5,2013, BALLOT FOR A PROPOSED CHARTER AMENDMENT THAT WOULD AMEND SECTIONS 47 AND 48 OF THE TIGARD CHARTER RELATING TO URBAN RENEWAL 8:50 p.m. -time is estimated 8. LOCAL CONTRACT REVIEW BOARD:AWARD CONTRACT FOR THE CONSTRUCTION OF THE FANNO CREEK TRAIL,MAIN STREET TO GRANT AVENUE,TO GSE INC. 9:00 p.m. -time is estimated 9. COUNCIL LIAISON REPORTS 10. NON AGENDA ITEMS 11. 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. 12. ADJOURNMENT 9:30 p.m. -time is estimated ' City of Tigard Tigard City Council Meeting Agenda TIGARDJuly 23, 2013 6:30 PM Mayor Cook to call the meeting to order. Boy Scout Troop 423 plans to attend. Scouts are working on their Communications and Citizenship in the Community badges. Steven Gillespie,Asst. Scout Master was the contact person for Troop 423. • STUDY SESSION Administrative Items: o Note: Consent Agenda Item 3.A. requests City Council authorize the Mayor to execute the City's Continuity of Government Plan and authorize certain staff to update the plan. o Council Calendar: August 6 Tuesday National Night Out (CCDA Meeting Cancelled) 13* Tuesday Council Business Meeting(Cancelled) 20* Tuesday Council Workshop Meeting-6:30 p.m.,Town Hall 27* Tuesday Council Business Meeting-6:30 p.m.,Town Hall September 2 Monday Labor Day Holiday–City Hall offices closed 3 Tuesday City Center Development Agency—6:30 p.m.,Town Hall 10* Tuesday Council Business Meeting-6:30 p.m.,Town Hall 12 Thursday Goal Setting Meeting at the Fanno Creek House;Noon-5 p,m. (lunch provided) 17* Tuesday Council Workshop Meeting–6:30 p.m.,Town Hall 24* Tuesday Council Business Meeting–6:30 p.m.,Town Hall 30 Monday Chamber of Commerce Program,"Meet Your City Council," 6-7 p.m.,location to be determined. Regularly scheduled Council meetings are marked with an asterisk(*). Mayor Cook to read the Executive Session Citation: • EXECUTIVE SESSION: The Tigard City Council will go into Executive Session to discuss labor negotiations and for consultation with legal counsel about current/pending litigation under ORS 192.660(2)(d)and (h).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. 1LI r ] GARD CITY COUNCIL AGENDA 07 / 23 / 2013 AGENDA ITEM NO. 2-B CITIZEN COMMUNICATION DATE: July 23, 2013 (Please keep remarks to around 2-5 minutes. If a large number of citizens have signed in,the Mayor may ask that testimony be kept to around 2 minutes.) The Council wishes to hear from you on other issues not on the agenda, but asks that you first try to resolve your concerns through staff. This is a City of Tigard public meeting, subject to the State of Oregon's public meeting and records laws. All written and oral testimony becomes part of the public record. The names and addresses of persons who attend or participate in City of Tigard public meetings will be included in the meeting minutes, which is a public record. NAME,ADDRESS & PHONE TOPIC STAFF Please Print CONTACTED Name:- 15 C47f 95,VCK Also,please spell your name as it sounds,if it will help the presiding officer pronounce: Address /1 -7 7 it .S0 CT IR TUB City -n &�b BOG CoNT�57" State D A Zip_ Phone No. 503 -317- Name: 41614 P1.0 Q L Also,please spell your name as it sounds,if it will help the presiding officer pronounce: L IfNASTt!fir��.� �,/ Hich Addressy 133 5 w 2*A A,le �r.,�,sp�.+��►;,, City orwi.'A th �r►�cr,I State Zip g�Zo4 Phone No. 211 47.45 Name: L-,xc, Also,please spell your name as it sounds, if it will help the presiding officer pronounce: U�.SJ �kq�� Address �^— City T � - State fl Zip q-)"2Z3 Phone No. (pq1 ' CITIZEN COMMUNICATION AGENDA ITEM NO. 2-B CITIZEN COMMUNICATION DATE: July 23, 2013 (Please keep remarks to around 2-5 minutes. If a large number of citizens have signed in, the Mayor may ask that testimony be kept to around 2 minutes.) The Council wishes to hear from you on other issues not on the agenda, but asks that you first try to resolve your concerns through staff. This is a City of Tigard public meeting, subject to the State of Oregon's public meeting and records laws. All written and oral testimony becomes part of the public record. The names and addresses of persons who attend or participate in City of Tigard public meetings will be included in the meeting minutes, which is a public record. NAME,ADDRESS & PHONE TOPIC STAFF Please Print CONTACTED Name: Pepe to f e I �)-%N. C dC�►'� d � t Also,please spell your name as it sounds,if it will help the presiding officer pronounce: Address S%"J City \ \ - A 60- State ot Zip ' Phone No. Name: Also,please spell your name as it sounds,if it will help the presiding officer pronounce: Address City State Zip Phone No. Name: Also,please spell your name as it sounds,if it will help the presiding officer pronounce: Address City State Zip Phone No. CITIZEN COMMUNICATION Ch r Is Gc-rs�� C�; '�? �a3�ao►3 f Virtual K Dog Contest! JL 4 Grab your favorite snap shots of your four legged buddy! Your Tigard Dog Park Committee is participating in the August 17th Explore Downtown Tigard Street Fair Choose one of the categories below and send us a digital picture of your pet.The committee will pick the top three entries in each category and the public will be invited to choose their favorites during the fair. There will be prizes! There will be lots of friendly competition! Dogs Craziest Cutest Sleepiest Most Curious do Kids Dog puppy Dog Dog 1. ONP e •a !• N t Most Mellow Owner—Dog Most Largest Smallest Dog Look-Alike patriotic Dog Dog Dog Please email your digital pictures to dttevents@tigardclsamber.org TODAY! (Don't forget to specify the category for your photo) Deadline to enter: August 12,2013 Questions? Call 503-970-7372 Iwo-, Posted by theTigard Dog Park Committee July 2013 After a 60 year boom,driving is on the decline MILLENNIALS ARE in the U.S.and no likely scenario shows it . THAN returning to previous levels of orowth PREVIOUS GENERATIONS INE MUNI:a URIVNYG � SCEW10s 0f fultmi YEM1CtE MILES TMVEtto(vMT) r t r n .. 2�1111_1& Kell n,r •r g P r r 3 � THE DRIVING BOOM 2007 1945 341 hiRlm '• • •' • 1 vehicle m*i ttramd FORCES BEHIND THE DRIVING BOOM:1946-2004 MILLENNIALS CHANGE THE LANDSCAPE Low gas prices mala driving inexpensive enough for As the Baby Boomers retire,the future of drivirvg wrtl almost anyone depend on the Millennials So tar,the ii,'% ia!s are The explosion of sutwrbia brought r driving srgnlcantly less than previous gerxerat+ons ougtt apid intxegsds In long commutes. r The most recent data stows that • r M Women newly entered the Labor force and became youth drove almost one-quartet j� commuters. less than their counterparts aigh', The Baby Boom led to a surge of people of peak years earlier driving age from the 1980s through the mid-2000s At the saute lime, .. ...........—............_.....- ...,.-......-_._....-............... their number of miles traveled per capita or, WHY THE DRIVING BOOM IS OVER public transit rose 401. The Baby Boomers are retiring,bring- ing an end to their commuting days. Minennials are twice as iL` 0 Minermare demonstrating a walling new helots as older Americans to want to and a preference for a walkable lifestyle live In urban walkable Rising gas prices have made ne+ghbwhoods driving more expensive. Millenniais have emkxa ed' While the decline began before the recesslon,the new technologies that red economy has contributed to reduced drivvtg i<q the need for driving.and r� •The internet and mobile technologies have coeds soonline shopping,oonrteoti socially online.and tong driving less necessary and possibly less attractive apps for public transit comparec to alternatives schedules and routes Im U.S ., • dDftr All data along with citations.can be tourd m our �! 6 ��InOa report."A New Direction"For more on our work or srwwtr.w to lead the full report.Visit WWW.USPIRG.ORG Receipts, Outlays, and Balances of the Highway Trust Fund morons of donars) 44 tteE�b 20 0 .20 .40 _bn Gd-N-Yqr IW=e ar*artW -E0 -lv0 2tiw:�a If344 MA 2006 2088 201+ 2012 2014 201E 20111 20121.1 2022' Source: Congressional Budget Office. Note.Estimates are based on C OO s February 2013 baseline projections. Statement for the Receipts, Outla}s, and Balances of the Transit Account Record by Sarah Puro, (Billions of dollars) Analyst for Surface >s ,scwa� Fr•.,.r_teu � Transportation to Programs,for the s Committee on the 0 MW Budget, U.S. House of s Representatives Iq -10 This statement > provides information End-of-Year about CBO's Balance or shortfall zs projections of future spending from the 30 -35 Highway Trust Fund 2006 2007 MW MW 2010 2811 2012 2M3 2014 2015 2016 2017 2418 2019 2020 2021 2022 2023 and the agency's estimates of the excise taxes that will be credited to the fund. By CEO's estimates,the revenues from the existing excise taxes will fall far short of covering the spending that would result from continuing to obligate funds in the amounts provided for 2013,adjusted for inflation.Specifically,CBO's analysis indicates the following: *The current trajectory of the Highway Trust Fund is unsustainable.Starting in fiscal year 2015,the trust fund will have insufficient amounts to meet all of its obligations, resulting in steadily accumulating shortfalls. -Since 2008,the Congress has avoided such shortfalls by transferring$41 billion from the general fund of the Treasury to the Highway Trust Fund.An additional transfer of$12.6 billion is authorized for 2014. If lawmakers chose to continue such transfers, they would have to transfer an additional$14 billion to prevent a projected shortfall in 2015. -Lawmakers could also address that shortfall by substantially reducing spending for surface transportation programs, by boosting revenues, or by adopting some combination of the two. Bringing the trust fund into balance in 2015 would require cutting the authority to obligate funds in that year from about$51 billion projected under current law to about $4 billion, raising the taxes on motor fuels by about 10 cents per gallon, or undertaking some combination of those options. http://www.cbo.gov/publication/44093 r „L • n Alkn Advocating for a new transportation future The interstate highway system has been completed, but is now starting to crumble. Rising fuel prices and overburdened highways and public transit systems are causing many Americans to look for better, cheaper and more convenient ways to get around. It's time to imagine a new future for America. http://t4america.org * Transportation for America SINCE 2008, TRANSPORTATION FOR AMERICA(T4 AMERICA) has been changing the conversation on transportation — in Washington, DC. and across the country— by bringing together the most diverse coalition anywhere, eager to reform how we spend transportation dollars at the federal, state and local level to create a safer, cleaner and smarter transportation system that works for everyone. WE BELIEVE that it is past time for a bold new vision —transportation that guarantees our freedom to move however we choose and leads to a stronger economy, greater energy security, cleaner environment and a healthier America. Through our comprehensive work on Capitol Hill; our local events and partnerships across the country; unparalleled research, reports and data; and strong presence in the media; we have helped to change the conversation around how we spend our precious tax dollars on transportation for decades to come. A broad, diverse, national coaltion Putting bridge repair on the map coalition partners, J "=V '"�� t�o •�, 110&PAWS`�. .a 500+ including mayors, _.f ;, ^w councilmembers, and other elected officials. National and local business, labor, transit, environmental, safety and freight groups, among _ . Z. many others from across the country. Transportation for America is unique among groups based in Washington, DC. We are not a group of Our analysis of America's bridges in a series of industry insiders looking to boost our own bottom reports called "The Fix We're in For" found that one line — our coalition is made up of people who want a in nine highway bridges in the U.S. is classified modern, safe, efficient transportation system that works as "structurally deficient," requiring significant for their hometowns. Through our field presence in maintenance, rehabilitation, or replacement. The more than 15 states, legislative and policy expertise and interactive map accompanying this popular and the real-world experience of former elected and state oft-cited report allows anyone to map all deficient transportation officials, ours is an unmatched voice for bridges within ten miles of any U.S. address. reform in Washington, DC and across the country. A later release also included bridge data broken Our executive committee: up by congressional district—data that gives us Smart Growth America(co-chair) strong leverage with key targets. These reports made Reconnecting America(co-chair) headlines across the country, even garnering a Alternatives for Community& Environment primetime lead story on the NBC Nightly News. This America Bikes work also helped inspire repair provisions that were American Public Health Association (APHA) incorporated into the Senate's draft transportation bill. Apollo Alliance at the Blue Green Alliance LOCUS: Responsible Real Estate Developers and Investors National Association of City Transportation Officials National Association of Realtors '"' National Housing Conference j- Natural Resources Defense Council PolicyLink Rails-to-Trails Conservancy The Surface Transportation Policy Partnership Transit for Livable Communities (MN) U.S. Public Interest Research Group * Transportation Id for America , 9 1 Tr•niportabon ,,,.,�._. ForAmerica .. ,. !Cr rtirt»rt�+a _ Dangerous By Design Aging in Place, • Options Solving the Epidemic of Preventable Pedestrian Fixing the Mobility Crisis Facing the Baby Boom Deaths Generation The decades-long neglect of pedestrian safety in The baby boom generation grew up and reared the design and use of American streets is exacting their own children in communities that, for the first a heavy toll on our lives. From 2000 to 2010, more time in human history, were built on the assumption than 50,000 pedestrians were killed — two-thirds that everyone would be able to drive an automobile. happening on roads built with federal money What happens when people in this largest generation or according to federal standards. Despite the ever, with the longest predicted lifespan ever, outlive magnitude of these avoidable tragedies, little public their ability to drive for everything?That's one of the attention or resources have been committed to questions we set out to answer in this report, Aging in reducing pedestrian deaths and injuries. Place, Stuck without Options. Dangerous by Design made headlines in national and We found that by 2015, more than 15.5 million local media from coast to coast, and it's reverberating Americans 65 and older will live in communities still with citations in new stories almost weekly. It has where public transportation service is poor or non- become the go-to data source for local or regional existent, meaning many will lose their independent stories on pedestrian deaths. The interactive map mobility long before they lose the need to get out allows anyone to locate all the pedestrian deaths and about. That number is expected to continue to near them from 2001-2009— including information grow rapidly through 2030 and beyond. Aging in about the victim and a picture of the location. Place, Stuck without Options ranks metro areas by the percentage of seniors with poor access to public transportation, now and in the coming years, and 13= Transportation r�;»�;;;p+««938 09 39 24 ,co I= for America •^••«« w' « • presents other data on aging and transportation. Dangerous by DesW 2011 o__ mw.#Faun_ s.1.s,.tnres r■ t.,Meeks.CA.USA Y i_ e / rr.•i,•� W Y Y e moo M _ 7 � U It's time tor a new direction FP1 Imagine r an America where: A "fix it first" philosophy ensures Projects are built, not for political that all bridges are rated safe ° - reasons, but because they and roads are maintained so that w �� Ai get people where they need drivers and businesses waste less �. A to go, make America stronger on vehicle repairs. economically and improve energy You can avoid traffic on the way to security, safety and health. work, because multiple, frequent travel options-trains, trolleys, ' van pools, clean buses and more - connect your neighborhood to jobs, shopping and health care. Anyone who wants to work- be Investments in public they low-income or middle class _ transportation projects are - can get to jobs, whether by their putting thousands of engineers, own car or public transportation. factory workers, accountants and construction workers back to work with new skills they can transfer into other private sector jobs. IM ©� Transportation 1707 L Street NW Suite 250 Washington,DC 20036 190= for America t4america.org H 202-955-5543 Agenda Item No. 3A -- Meeting of -73—u Lt a 3 AIS-1288 Business Meeting Meeting Date: 07/23/2013 Length (in minutes): Consent Item Agenda Title: Authorize the Mayor to Execute the City's Continuity of Government Plan and Authorize Certain Staff to Update the Plan Prepared For: Mike Lueck Submitted By: Greer Gaston,Public Works Item Type: Motion Requested Meeting Type: Consent Agenda Public Hearing: No Publication Date: Information ISSUE Shall council: •Authorize the ma}-or to execute the city's Continuity of Government(COG) plan by signing the promulgation statement on page six of the plan? •Authorize the city manager,executive staff and the emergency services coordinator to make routine, housekeeping-type updates to the plan? STAFF RECOMMENDATION /ACTION REQUEST Authorize the mayor to execute the plan and authorize certain staff to update the plan. 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 cirVs official COG plan. How the Plan was Developed The city was awarded a $45,000 Homeland Security federal grant to develop a COG plan.A consultant,with expertise in this area, assisted the city in writing the plan. Cit}-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 cite 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 circ-. In addition to the COG plan,each city department has its own Continuity of Operations (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, securm,access and alert notification. Plan Updates As outlined in the promulgation statement on page six of the plan, staff will bring the COG plan back to council evei 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 snake routine,housekeeping-type updates to the plan. OTHER ALTERNATIVES The council could choose 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 deparnnental 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 The council was briefed on the COG plan at its July 16, 2013,workshop meeting. Attachments COG Plan 3. q . ✓-1�f arhmer� � I CONTINUITY OF GOVERNMENT (COG) CITY OF TIGARD '71 woo TIGARD FOR OFFICIAL USE ONLY Table of Contents COVERPAGE..................................................................................................2 DISTRIBUTION................................................................................................4 PROMULGATION STATEMENT..........................................................................5 EXECUTIVE SUMMARY....................................................................................6 COOP VS. COG....... 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 2 1 P a g e PRIMARY FACILITIES AND ALTERNATE FACILITIES.........................................29 VITAL RECORDS AND RESOURCES................................................................30 ORDERS OF SUCCESSION..............................................................................49 TEST, TRAINING AND EXERCISES / PLAN MAINTENANCE..................................51 — -- --- 31Page- 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. — -- 4 1 P a g e 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 --- -- - 5 1 P a g e 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. 6 1 P a g e 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 CkCO0P COOP COOP COOP Illustration of Individual COOP's Combining to Make Overall COG 7 1 P a g e 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 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 1 P a g e 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. --- 101Page 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). 121 Page 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. _ - - - - 131Page 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 overtime. 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 overtime. 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 overtime. 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 141 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. Work Email: louis@tigard-or.gov 151 Page 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. 161 Page Tigard Support Team Members - City of Tigard Team Member Team Responsibility/Role Paul Izatt- 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. - -- -- 17Page 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. 18Page 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 for social distancing. Determine the effects of union contracts on emergency Human Resource policy development. -- - 191Page 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 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 too en the doors. - —201Page 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. -- --- 21 jPage 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 Ian. 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 pandernic 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: mikel@tigard-or.gov -- -- -221Page 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 1 P a g e • 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 - 241 Page 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. -- - - -- -- -251Page • 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 -- — -- 261Page 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. - -- _ — — 271Page 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 -281 Page 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 --- - - — — — 29Page 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. 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 30Page 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/VaultWebNaultUserLogin.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, plant and facilities, sewer, railway, roadway. and more. 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 tracking software IT staff Tape backups-offsite 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. 33Page 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 34Page 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. 35Page 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 Quick TM, council members, department heads and committees can easily submit agenda items and the corresponding documentation, electronically. 36Page _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 37Page 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/VaultWeb/VaultUserLogin.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[VaultWeb/VaultUserLogin.aspx this video for a basic overview of how AirWatch streamlines the entire mobile lifecycle management process from authentication to security, configuration and management 381 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: 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 htt s://www.vaultlink.net/VaultWeb/VaultUserLo in.as x 39Page 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. 40Page 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/VaultWebNaultUserLogin.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. 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 CloudTM, giving you the flexibility to download and install them at any time, plus access additional applications, new features, and services as th 42Page 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 playback. Combining desktop capture with the audio and video 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 44Page 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 Share Point, 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. 45Page 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 46Page 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. 47Page 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 48Page 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 Orr • 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 49Page • 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 50Page 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 Description: 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 I 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: 52Page Agenda Item No. 3 6 Meeting of �)a W a 3� ,a t�13 AIS-1380 Business Meeting Meeting Date: 07/23/2013 Length (in minutes): Consent Item Agenda Title: Adopt a Resolution of Necessity to Acquire Easements for the Main Street Sanitary Sewer Project Prepared For: Kin McMillan Submitted By: Greer Gaston, Public Works Item Type: Resolution Meeting Type: Consent Agenda Public Hearing No Newspaper Legal Ad Required?: Public Hearing Publication Date in Newspaper: Information ISSUE Shall the council adopt a resolution of necessity to acquire temporari,and permanent easements for the Main Street sanitary sewer project. STAFF RECOMMENDATION /ACTION REQUEST Adopt the resolution. KEY FACTS AND INFORMATION SUMMARY Under the Main Street sanitary sewer project the city plans to realign an existing sewer line in the downtown area. The realignment of the sewer line will allow the removal of the existing line that crosses Fanno Creek. The elimination of this crossing greatly reduces the risk of a future sewer failure and contamination of our natural resource areas, Fanno Creek and Fanno Creek Park. In order to realign the sewer, the city needs to acquire temporary and permanent easements.The cite needs to acquire a permanent sewer casement and temporary construction easement from owners of one property. The city's standard practice is to negotiate with the property owner and purchase the property at fair price. However, as a last resort,it is sometimes necessary to acquire easements via condemnation. If there is a possibility that condemnation may be required, the federal property acquisition process dictates that a resolution of necessity be adopted before negotiations begin. The city follows the federal process to ensure it will qualify for federal funding opportunities now and in the future. If council adopts the resolution of necessity, the city (or the city's agent) will enter into negotiations with the property owner to obtain the required easements at the appraised value. Should negotiations prove unsuccessful, the resolution authorizes the city to proceed with condemnation. OTHER ALTERNATIVES The council could choose not to adopt the resolution and direct staff on how to proceed in acquiring the easements. The city must obtain the easements in order to construct the project. The project also impacts the L\1ain Street Green Street project's bid schedule. A delay iri construction of this sewer could further delay the September 26, 2013 bid date. COUNCIL OR CCDA GOALS, POLICIES,MASTER PLANS Not applicable. DATES OF PREVIOUS CONSIDERATION The council was briefed on this resolution of necessity in executive session onune 25, 2013. Fiscal Impact Cost: 570,000 Budgeted (yes or no): Yes Where Budgeted (department/program): Sanitary Sewer Fund Additional Fiscal Notes: The cost shown is for the permanent and temporary casements needed to construct the public sewer line. Of the $212,000 for the project in the fiscal year 2013-2014 Capitallmprovelvent Plaii. $25,000 was set aside for Right of Way/Land Acquisition. The cost for the easement exceeds this portion of the project budget. The additional $45,000 in easement acquisition costs will be managed through appropriating funding vi the fust quarter supplemental budget amendment. Attachments Resolution Exhibits to Resolution Agenda Item No. L' t Meeting of TujLj a3 za i3 AIS-1390 Business Meeting Meeting Date: 07/23/2013 Length (in minutes): Consent Item Agenda Title: Contract Award- 92nd Avenue Street and Storm Improvements Prepared For: Joseph Barrett Submitted By: Joseph Barrett, financial and Information Services Item Type: Motion Requested Meeting Type: Local Contract Review Board Public Hearing No Newspaper Legal Ad Required?: Public Hearing Publication Date in Newspaper: Information ISSUE Shall the Local Contract Review Board award a contract for the construction of the 92nd Avenue street and storm sewer iunprovements to R& R General Contractors,Inc.? STAFF RECOMMENDATION / ACTION REQUEST Staff recommends the Local Contract Review Board award the contract for the construction of the 92nd Avenue street and storm sewer to R& R General Contractors, Inc. and authorize the Cm7 Manager to take all necessary steps to execute the contract. KEY FACTS AND INFORMATION SUMMARY The 92nd Avenue street and storm sewer project will construct sidewalk along the east side of 92nd Avenue from Waverley Drive (the southern end of the Tigard High School property) to Cook Park,providing pedestrians a place to walk besides the pavement. The project will consist of an 8-foot sidewalk,railing, and retaining wall in order to fit in the sidewalk while minimizing the impact to the slopes and wetlands in the area. The project also includes a stonmvater s}stem to collect and disperse the runoff frotn 92id Avenue. Construction is anticipated to start in late August with the Project substantially complete in October. The city issued an Invitation to Bid for the project on June 19, 2013. W/lien bids were due two weeks later the city received four (4) responses: • R&R General Contractors, Inc. - $560,024 •Braun Construction -$596,111 • ini Smith Excavating, Inc. - $598,996 •Pacific Excavation-$668,218 En,gineer'f Eslinvale - $30,000 (Including pavenrenl overlay). Staff reviewed the received bids and has found R& R General Contractors,Inc. to be the lowest responsible bidder and, as such,receives staff recommendation for contract award. OTHER ALTERNATIVES The Local Contract Review Board may reject all bids and direct staff to reissue the Invitation to Bid. COUNCIL GOALS, POLICIES,APPROVED MASTER PLANS DATES OF PREVIOUS COUNCIL CONSIDERATION This is the first tune this item has been presented to the Local Contract Review Board. Fiscal Impact Cost: $560,024 Budgeted (yes or no):Yes Where budgeted?: Adopted FY2014 CIP Additional Fiscal Notes: This contract will perform the construction work of the 92nd Street Sidewalk and a short overlay-project as part of the city's Pavement 1\1anagement Program (PMP). Both of these projects are part of the Adopted FY 2014 Capital Improvement Plan. The total FY 2014 budgeted project costs for the 92nd Street Sidewalk is $605,000, of which construction cost for project is $495,000. This contract will also perform approximately- $70,000 of PMP work, which has a total budget in FY 2014 of$1,800,000,including$1,380,000 in construction costs. The combined $565,000 of construction in adopted FY 2014 CIP budget is sufficient to pay for the $560,024 contract award. Attachments No fileO allached. Agenda Item No. Meeting of Jji,44 as 13 AIS-1391 Business Meeting Meeting Date: 07/23/2013 Length (in minutes): 3 Minutes Agenda Title: Raising Awareness of the Dangers of"The Choking Game" - Resolution Submitted By: Cathv\X lneatley,Administrative Services Item Type: Resolution Meeting Type: Council Business Meeting-Main Public Hearing: No Publication Date: Information ISSUE Council consideration of a resolution to support raising awareness of the dangers of"The Choking Game." STAFF RECOMMENDATION /ACTION REQUEST City Council to consider adopting the proposed resolution to educate Tigard residents on the dangers of"The Choking Game" and to learn of the physical,behavioral and environmental signs that could indicate a Mouth has participated. KEY FACTS AND INFORMATION SUMMARY Ma�,or Cook attended the 81st Annual Conference of Mayors in)Line, 2013. This body is the official non-partisan organization for cities of 30,000 or more.The United States Conference of Mayors sets polic} as the collective voice of municipalities and their leaders. Committees and task forces develop policies that the entire body votes on before sending their resolutions to elected leaders in Washington. One of the resolutions adopted in June was proposed by the organization's standing committee for Children, Health and Human Services intended to raise awareness of the dangers of"The Choking Game." The resolution calls for mayors to familiarize themselves with the dangers of"The Choking Game." Mayor Cook proposes council consideration of a resolution to support raising awareness as sone youth participating have suffered injury,brain damage or death. Attached is a proposed resolution for council consideration. Also attached is a fact sheet for parents and teachers on "The Choking Game" prepared by the Oregon Health Authority. The fact sheet lists possible signs and symptoms indicating a youth might be participating in this activity and offers suggestions about-,vliat parents, teachers and other caring adults can do. OTHER ALTERNATIVES N/A COUNCIL GOALS, POLICIES,APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION N/A Attachments Proposed Resolution Choking Game Fact Sheet The Choking Game: Facts for Parents and Teachers Page 1 of 1 The Choking Game: Facts for Parents and Teachers What is the"choking game?" The'choking game'is a strangulation activity that some youth may participate in to achieve a"high-like"sensation.It involves cutting off circulation to the carotid artery with a rope,bait,hands,or holding your breath.It may occur alone or in groups.The choking game is different from autoerotic asphyxiation(AEA),which has a sexual component and is almost always done alone. -....va The choking.game is also known as-the pass-out game,fainting game,blackout,knock out or flattlne game. Signs and symptoms It can be hard to identify.There might not be any signs of past participation.However,there are some physical,behavioral and environmental signs that could Indicate a youth has participated. Physical,signs Bloodshot eyes Unexplained marks on the neck Small red dots around the face,eyelids,or the lining of the eyelids and eyes Frequent,severe headaches Disorientation after spending time alone Behavioral,signs Discussion or mention of the activity or its allases Wearing high-necked shirts,even in warm weather Environmental signs Unexplained presence of dog leashes;choke collars,bungee cords,ropes,scarves or belts tied to,bedroom furniture or doorknobs or found knotted on the floor Who participates In this? Any,youth could be susceptible to participating.They may believe it is safe and fun.They may have participated before without anything bad happening. About 8%of eighth-graders and 7.50%of 11th-graders say they have participated in the choking game.This translates to approximately 5,200 eighth and'11th'grade students in Oregon.Among those who have participated,one In five;or about 450 eighth graders,have done so more than five times:These youth are exposed to an even greater risk of injury, especially d they,participate alone. Generally,males and:females participate at the same rate.However,black males and Pack Islander males and females may be participating at a higher rata than white youth. What can parents,teachers and other caring adults do? Talk to youth.Find out what is going on in their lives.Other behaviors,such as sexual activity,alcohol and drug use,poor nutrition and exposure to violence were found to predict participation in the choking game.You may want to involve a health.or mental health professional for more assistance. Risk-taking is a normal and important part of growing up.Encourage healthy alternatives that youth might enjoy.These activities ebuld be physical,social,community-oriented or creative.Some examples are: Snowboarding,rock climbing or martial arts Participating in art,music,theater or dance Taking a class you enjoy or teaming a new hobby with friends Volunteering in the community or working with younger kids Parents,make sure your youth has had a checkup(well visit)in the past year,including a comprehensive risk assessment,which can help identify important health and mental health issues. Important messages to share with youth If you know someone who is doing this,you should tell a trusted adult It is not safe. This is a dangerous activity that could be harmful to you or your friends.Some youth have done this and suffered injury,brain damage or death. Resources and more information For help finding a health or mental health professional In Oregon,please•call SAFENET at 1-800SAFENET(1.80(3- 723-3638)or visit 2111nfo.0ro. Download the Choking Game Fact Sheet fodf) http://public.health.oregon.gov/HealthyPeopleFamilies/Youth/Pages/ChokingGame.aspx 7/9/2013 Agenda Item No. 5 Meeting of 013 AIS-1353 Business Meeting Meeting Date: 07/23/2013 Length (in minutes): 25 Minutes Agenda Title: Quasi-judicial Public Hearing- Zone Change Annexation (ZCA) 2013-00002— South View Heights Annexation Submitted By: Marissa Daniels, Community Development Item Type: Ordinance Meeting Type: Council Public hearing- Quasi-Judicial Business Meeting - Main Public Hearing Yes Newspaper Legal Ad Required?: Public Hearing Publication 07/11/2013 Date in Newspaper: Information ISSUE Consider adoption of an ordinance to annex approximately 6.13 acres at 12035 SW Beef Bend Road,including adjacent right-of-way,into the City of Tigard. STAFF RECOMMENDATION / ACTION REQUEST Staff recommends the City Council approve the proposed South View Heights annexation (ZCA2013-00002) by adoption of the attached ordinance. KEY FACTS AND INFORMATION SUMMARY Key Facts: The annexation includes one (1) parcel totaling 5.79 acres and adjacent right-of-way (approximately .34 acre).The parcel is located north of Sys%Beef Bend Road and is developed as a rural homestead. The residence is now vacant, and the applicant is requesting annexation to obtain city services for future subdivision at urban densities.All property owners and registered voters in the proposed territory have consented to the annexation. The City invited two adjacent property owners to join the annexation and received no response. Washington County zoning is R6.The parcel will be zoned R-7 upon annexation.This is the closest equivalent city-zoning. Key Findings: The proposed territory is contiguous to the Tigard City 1-inits. Urban services are available and of sufficient capacity to serve the subject parcel. The proposed territory is within Metro's Urban Growth Boundary. As outlined in the staff report, the proposed annexation meets the requirements of the Tigard Communit},Development Code and Comprehensive Plan, state statutes and the Metro Code. OTHER ALTERNATIVES Adopt findings to deny the application COUNCIL OR CCDA GOALS,POLICIES,MASTER PLANS No applicable council goals. DATES OF PREVIOUS CONSIDERATION n/a Fiscal Impact Cost: Minimal Budgeted (yes or no): no Where Budgeted (department/program): N/A Additional Fiscal Notes: If approved the proposed annexation territory would likely be transferred to the City's tax roll on July 1, 2014. Annexations must be final (ORS 222.010) by March 31 of the same calendar year for the tax year beginning July "I st. In accordance with Tigard Ordinance 13-08, city property taxes will be phased-in over a three year period. Attachments Attachment 1 -Proposed Ordinance Exhibit A - Leval Description Exhibit B-LgZal Map Exhibit C- Staff Report Attachment 2-Applicant's Materials Z�,e m 6- -7/.13 /d D/3 Ca-n a ,� Pau a� VentureProperties RECEIVED I N C O R P O R A T E D MAY 0 2 2 013 Creating Tomorrow's CITY OF TIGARD Communities PLANNING/ENGINEERING Today Application for a Annexation and Zone Change for South View Heights Washington County; Oregon By Venture Properties, Inc. Maf-2, 2013 Contents I. Introduction .....................................................................................................................2 General Infortnation........................ 2 Request................................................................................ ............. SiteDescription..............................................................................................................................................................2 ProjectDescription........................................................................................................................................................3 II. Tigard Comprehensive Plan........................................................................................4 Goal14: Urbanization.............................................................................................................................................4 III. Tigard Development Code..........................................................................................5 Chapter 18.320ANNEXATIONS..........................................................................................................................5 Chapter 18.220 ZONING ADMINISTRATION...............................................................................................6 Chapter 18.510 RESIDENTIAL ZONING DISTRICTS.................................................................................7 Exhibits: Exhibit A: and Proposed Zoning Map Exhibit B: Property Title Information Exhibit C: Application Exhibit D: Certified Legal Description/Boundary Map Exhibit E: Certification of Service Availability Error! Reference source not found. South View Heights Venture Properties, Inc - Page 1 Annexation and Zone Change application May, 2013 I. Introduction General Information Applicant/Contact. Venture Properties,Inc. 4230 Galew•ood Street Lake Oswego,Oregon 97035 (503) 387-7577 Contact: Mimi Doukas,AICP,RLA Engineer: AKS Engineering& Forestry 13910 SW Galbreath Drive,Suite 100 Sherwood,OR 97140 503.925.8799 Contact. Alex Hurley,PE,PLS Owner Information: Hlknauss LLC 4661 Wildwood Street Lake Oswego,Oregon 97035 Contact: Sarah Knauss Property address: 12035 SVC Beef Bend Rd Portland, Oregon 97224(Washington County) Tax Lot:: TL 2S110CB 02000 Acreage 9.13 acres Existing Comprehensive Plan Designation: Low Density Residential Existing Zoning Designation: R-6(Washington County) Proposed Zoning Designation: R-7(Tigard) Request The Applicant, Venture Properties, Inc. requests annexation and a zone change to a Tigard R-7 zone. The property is located on the north side of Beef Bend Road and carries an R-6 zoning designation in Washington County. The properties to the east and west are also in Washington County with an R-6 designation. The land to the north is located within the City of Tigard and zoned R-4.5. The land south of Bull Mountain Road is located within King City. Site Description South View Heights (IT. 2S110CB 02000) is located north of SW Beef Bend Road. aside from SVP Beef Bend Road,no streets currently stub or abut the property. The property generally slopes down from north to south toward Beef Bend Road with slopes of 10-151,16. The South View-Heights property has been used as a rural homestead with only a few existing trees primarily located along the perimeter of the property. Sanitary sewer exists in SW Beef Bend Road at both the intersection of SVP 122-J Street and SV(' 119th Court. Both locations require an extension along SAX'Beef Bend Road. Water abuts the site with a 24 inch transmission line,but a direct connection is not permitted. A 12 inch water line exists at the intersection of South View Heights Venture Properties, Inc-Page 2 Annexation and Zone Change Application Nfav,2013 Il. Tigard Comprehensive P1 in Goal 14: Urbanisation. Policies: 1, The City shall assigt a Tigand coning district designation to annexed property that most closel) conforms to the existing Washington County zoning designation for that property. Response: The South View Heights property currently carries a Washington County zoning designation of R-6. Per Conversion Table 320.1 in Section 18.320.020, a Washington County R-6 shall be annexed to a Tigard Zone of R-7. 2. The City shall ensure that capacity exists, or can be developed, to provide needed urban le-,el services to an area«hen approving annexation. Response: Exhibit E of this application documents that all public facilities and services have capacity to allow for urban level development of South View Heights. Analyzed services include: sanitary sewer, water, stormwater, and fire/emergency services. 3.The City shall approve proposed annexations based on findings that the request: A. can be accommodated by the City's public facilities and services; and Response: Exhibit E of this application documents that all public facilities and services have capacity to allow for urban level development of South View Heights. Analyzed services include: sanitary sewer,water, stormwater, and fire/emergency services. B. i, consistent with applicable state ctahtte. Response: ORS 222 governs annexations within the State of Oregon. Most of the procedures and requirements have been implemented by the City of Tigard, so this application shows compliance. This annexation request is made by 100% of the property owners and 100%of the registered voters, which complies with ORS 222.125 Annexation by consent of all owners of land and majority of electors; proclamation of annexation: "The legislative body of'a city need not call or hold an election in the city or in any contiguous territory proposed to be annexed or hold the hearing otherwise required under ORS 222.120 when all of the owners of'land in that territory and not less than 50 percent of the electors, if any, residing in the territory consent in writing to the annexation of'the land in the territory and file a .statement of'their consent with the legislative body. Upon receiving written consent to annexation by owners and electors under this section, the legislative body of the city, by resolution or ordinance, may set the final boundaries of the area to be annexed by a legal description and proclaim the annexation. " This criterion is met. 4. The Cite shall evaluate and may require that parcels adjacent to proposed anneNation� be included to. A. avoid creattn; unincorporated islands Rithin the City, Response: The South View Heights property abuts the City of Tigard boundary on the north propertyline. Annexation of this property would not create any islands within the City. No additional parcels need to be added to the annexation application. The annexation boundary has been certified by Washington County as shown in Exhibit D. This criterion South View Heights Venture Properties, Inc - Page 4 Annexation and Zone Change Application May, 2013 is met. B. enable public services to be efficiently and effectively extended to the entire area; or Response: Exhibit E of this application documents that all public facilities and services have capacity to allow for urban level development of South View Heights. Analyzed services include: sanitary sewer, water, stormwater, and fire/emergency services. Public services can be logically extended to the property as part of a subdivision development process. No additional parcels need to be added to the annexation application. This criterion is met. C. implement a concept plan or sub-area master plan that has been approved by the Planning Commission of CitN Council. Response: No concept plans or sub-area master plans have been adopted for this region; this criterion does not apply. III. Tigard Development Code Chapter 18.320 ANNEXATIONS 14.320.020 Approt all Prvicebs and Standards A. Approval Process. Annexations shall be proces,ed by means of a Type 1V procedure, at; governed by Chapter 18.390 using standards of approval contained in Subsection B2 belovc Response: The South View Heights annexation will be reviewed as a Type IV application, with public notice and a public hearing. B. Appro,,al Criteria. The decision to approve, approv(- with modification, or deny an applicatiun to annex property to the City shall be based on the follo.ving criteria: 1. All services and facilities arc A-%ailable to the area and have sufficient caparin, to provide stn ice for the propohed annexation area; and Response: Exhibit E of this application documents that all public facilities and services have capacity to allow for urban level development of South View Heights. Analyzed services include: sanitary sewer, water, stormwater, and fire/emergency services. Public services can be logically extended to the property as part of a subdivision development process. No additional parcels need to be added to the annexation application. This criterion is met. 2. The applicable comprchensne pl:m policies and impletnvating ordinance provisions have been satisfied. Response: The Tigard Comprehensive Plan policies in regard to annexation have been addressed previously in this application narrative. The application is in compliance with the goals and policies of the Tigard Comprehensive Plan; this criterion is met. C. As%ignm.•nt of comprehensive plan and zoning designations. The comprehensive plan designation and the zoning designation placed on the propern shall be the Cit)'s zoning district which most close[)- implements the City'% or County's comprehensive plan map designation. The assignment of these designation-, shall occur automaticall% and concurrently with the annexation. In the ca%e of land w hick carries County designations, the City shall convert the Counh-'s comprehensi%e plan map and zoning designations to the City South View Heights Venture Properties, Inc- Page 5 Annexation and Zone Change Application May, 2013 designations which are the most similar. A zone ch.rnge is required if the applicant requests a comprehensive plait map and/or zoning map designation other than the existing designations. (See Chapter 18.380). A request for a zone change can be processed concurmnth with an annexation application or after the .mnexition hay burn appro,ext Response: The South View Heights property currently carries a Washington County zoning designation of R-6. Per Conversion Table 320.1 in Section 18.320.020, a Washington County R-6 shall be annexed to a Tigard Zone of R-7. The Comprehensive Plan designation for Tigard will be Medium Density Residential. This criterion is met. D. Conversion table.Table 320.1 summarizes the conversion of the County's plant and zoning designations to City designations which are most similar. "TABLE 330.1 CONVERSION TABLE FOR COUNTY AND CITY PLAN AND ZONING DESIGNATIONS ashiltgton Count° Lind Lsc City of Tigard Zoning City nfTigrard Plan Designxtinn Di;tri.:r,/Plan Dt:�itgnarion R jFR - tr. i c R I R;,IMtt'`t� I' `•it.+tl.�l'.. I C. , .. t1 1nt��; R-I_Nltliri-t it l - `�11.(1Cnr -Cilli` - '1.:.. i_'t,nii 'AC1'� cic•mir, S 12 units IZCa. 1-5 Ut111S .ICI's 25 l.uL t r-1 •,ntr• 'a- .. J1— ' -14ligh density IJ *s '.tcrc% R-_3 Nitllti-f i" 1 tin t" c:.. �i"i :nl-High dcnstt� l3 ?i units,`.tcrc al '.-P Cummcro.tl Profcscional :P Curnincrual Profrssnlnal d Commute . '-\NLigliborhim,d Conlnurcial :N Ncighborluti)d C,aluncrci.11 'Br)l:ummcrcial Bu•inc,:s Disvict 'BD t_nnlnierci.il Basi , Di,:tr?Cr G ^.ural Cw-nmcrci.tl 76 General(•tmimcro.t1 Tq. -til jf.igzhtlnclt Response: The South View Heights property currently carries a Washington County zoning designation of R-6. As shown above in Conversion Table 320.1 in Section 18.320.020, a Washington County R-6 shall be annexed to a Tigard Zone of R-7. This criterion is met. Chapter 18.220 ZONING ADMINISTRATION 1$.220.010 Classification of Zones A. Classification of zones. All areas within the corporate limits of the City of Tigard are divided into zoning districts. Thr use of each tract and ownership of land within the corporate limits is limited to those uses permitted by the coning classification applicable for each such tract. 18.220.020 Zoning District Map A. Consistency with zoning map. The boundaries of each of the foregoing districts as listed in Chapter 18.500 and the zoning classification and use of each tract in each of said zoning district is perceived to coincide with the identifying zone classification shown on thr map entitled "Tigard Zoning District Map", dated with the effective date of this title retained by the City Recorder and referred to as the "zoning district niap." Said map by this reference i, made a part of this title. A certified print of the adopted zoning district map or map amendments shall be maintained in the office of the Planning Di%ision as long as the code remains in effect. South View Heights Venture Properties, Inc - Page 6 Annexation and Zone Change Application May, 2013 B. Applicability of zoning requirements. Each lot, tract and parcel of land or portion thereof within the zone boundaries as designated and marked on the zoning map,is classified,zoned and limited to the use,; as hereinafter specified and defined for the applicable zone classification. C. 'Zoning map amendments. Amendments to the City zoning district map may be made in accnrdance with the provisions of Chapters 13.380 and 18.390- 1. Copies of all map amendments shall be dated with the effective date of the document adopting the map amendrracnt and shall be maintained .vithout change, together with the adopting documents,on file in the Planning Division;and 2. The Director shall maintain in the office and a,ailable for public inspection an up- to-date coPy of the city zoning district map to he revised-o that it accurately portrays changes of zone boundarie.. (Ord.09-13) 18.220.030 Determination of Zoning Boundaries A. Boundary determination. Where due to the scale lack of scab, lack of detail or illegibility of the City zoning district map or due to any other reason, there is uncertainty, contradiction or conflict a., to the intended location of district boundary lines, the boundary lines shall be determined by the Director in accordance w ith the following standards: 1. Boundaries indicated as approximately tollowing the center lines of streets, highways, railroad tracks or alleys shall be constructed to follow such center line; 2. Boundaries indicated as approximately follovviug platted lot lines shall be constructed as following such lot lines; 3- Boundaries indicated as approximately following City limits shall be constructed as following City limit-: 4. Boundaries indicated as approximately follnwing river, stream and/or drainage channels -hall be constructed as following river, stream and/or drainage channels; and 5. Whenever any street as lawfully vacated, and when the lands within the boundaries thereof attach to and become a part of lands adjoining such street, the.lands formerly vtiithin the vacated street shall automatically be subject to the same coning district designation that is applicable to lands to which the street attaches. Response: The annexation and zone change application includes a certified legal description in Exhibit E. This legal description shall serve as the boundary for the new City limit line as well as the zoning boundary. It has been written to the centerline of Beef Bend Road, which is the boundary of the King City boundary. Chapter 19..510 R.LSIDENTIALZONING IJISTRICTS 18.510.020 List of Zoning Districts E. R-7: Medium-Density Residential District. The R-7 zoning district is de-igned to accommodate attached single-family- homes, detached single-family honks with or without accessory tecidential units, at a minimum lot size of 5,000 square feet, and duplexes, at a minimum lot size of 10,000 square feet. Mobile home p.trks and subdivisions are also permitted uutright. Some civic and institutional uses are also permitted conditionally Response: The South View Heights property currently carries a Washington County zoning designation of R-6. Per Conversion Table 320.1 in Section 18.320.020, a Washington County R-6 shall be annexed to a Tigard Zone of R-7. Per the zone description, future urbanization will occur with single family homes and an average density of 5,000 square foot lots. A future subdivision application will be reviewed according to these standards. South View Heights Venture Properties, Inc -Page 7 Annexation and Zone Change .\ppfication May, 2013 _ 2S 1 1OCB 2S 1 1oCB �^ C 4 �' •'i�"• ' P� _wv�...f4.. ' • ' r. 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M7IA) u me a = :I W 6 Exhibit B: Property Title Information AME. � ,Rl. First American. Title Insurance Company of Oregon ..... ..... Washington(OR) Prepared'For: Prepared By:: Customer Service ervice Departmerit. 222.;SWZQl.UjhlbJ-a St,Suite 4010 Portland,.0re gon 97201 Phone:(503)'219-TRIO Fax:.(503)790-7872 OWNERSHIP INFORMATION Owner filknauss LLC Ref Parcel Number :2S l l0CB 02000 ObOwner .7:625 8-101W S: 10 Q:252 Site Address 1'2035 SW Beef Bend Rd Portland 97224 Parcel Number R0493718 Mail Addh?ss :4661WIldwoodStLake�0§we99'Of97035 . Telephone" owner: Tenant: County Washington(OR) SALESIAND LOAN INFORMATION` Transferred 02/10/2- 012 Loan Amount. Document;# :9929 Multi-Parcel Lender Sale Price Loan Type Deed'Type Warranty Interest Rate %.Owned : 100 Vesting Type Corporation ASSESSMENT AND TAX INFORMATION PROPERTY DESCRIPTION AlktLand -. $1,158,000 )Pake-&Grid :655 B7 MktStructure $1,000 Census Tiaci:319.08 Block: 2 MkiTotal "$1,1'59,000 Improvement Type M50 Assd Total t462,060 Subdi.visionlPlat Improved Neighborhood Cd :4TL9 11-12 Tates $6,997;98 Land Use 1910 Res,Potential Development,improved Exempt Amount Legal- ACRES 5.79 Exempt Type Lev , y Code -,92378 Millage Rate : 15.1235 PROPERTY CHARACTERISTICS .Bedrooms :3 Building SF' 2j020 Stories Bathrooms 1.00 Ist Floor SF :988 Garage.SF 400 Fireplace Above?GroundSF Lot Acr& 5*'79 Heat Type Upper Finished SF Lot,SF 252,21 lnt-efiQrMaterial:Pldster UnfnUpperStory YearBuilt 1940 Exterior Finish Upper ZotalSF :644 Year Appraised Floor Cover Wood Finished SF Appraisal.Area Roof Type :"Comp:Shingle Basement Fin SF School District Tigard Roof Shape Gable Basement Unfln SF 988 Utility District Foundation. :"Concrete Fig Basement"Total SF 998 This title information ha&been furnished,without charge,in conformance with the.guidelines approved,'by the State-of Oregon Insurance Commiss,loner. The Insurance Division cautions intermediaries that this service.is.de§igned to benefit the ultimate insureds. Indiscriminate use only benefiting intermediaries will not be permitted. Said services may tie disc6ntihu6d. No liability is assumed for any errors in this report: AME R First America'n Title InsuranceCompany of'Oregon An assu'rrfcd.businessname of TrrLE INSURANCE COMPANY OF,OREGON o-- ThisImap,isprovided as a convenience in locatingprqpfrty, First.American Title Insurancetompany assumes'no liability for any variations as-maybe disclosed-by,an actual survey Reference Parcel.Number 2S110CB02000 Zb I IULAJ JULA5 11 It —AUTUWVIEW zo STREET oIr/�A'4`16,h ,ra WASHINGTON COUNTY OREGON NW1144WIASecrlom 01TISAM".M. SCALE V-1w A04 V. Al 3. n A 31 23-78 C. 5 a 1 0 21 2 Al A 2 1 q m ADDI"DoM'AA."s vwr BBBDraws Ar GA AD AA 5 1 rKKAfL;L ......,I .1� 11 1 1 1 Is T z z I•— s V , -- -1 ". - ,M A A 0 2. AG AD 3-74�i ,K rzco a7 a' • SECTION 10 X. DO D' Ls S., a. C 91, zz 23-86 7, 23-78 CAMCGRAPHY 2 1i'{ PLOT DA-":M—h 19,201 O _rT" qF1 11 4— :r,Lfiti TIGARD 'KING CITY. 2S 1 10CB 2S 1 10CB AFTER RECORDING RETURN TO: Christine P. grown Garvey Sch6bertgarer th 12] S.W.Morrison Street, 1-1 Floor Portland,:011.07204-314 I UNTIL A CHANGE IS REQUESTED,SEND TAX STATEMENTS TO:. HLKNAU.$S-1LC vJ o Sarah J. Knauss 466J MldWood St. Lak6 Oswego, OR 97035 WARRANTY DEED KNOW ALL NUN BY THESE PRESENTS,that SARAH J. K NAVSS, Grantor,does-hereby convey and warrant unto HLKNAUSS1LC,an.Oregon limited liability company,"Grantee"and Grantee's successors an&assigns,,any and:al I of Grantor's interestin,that certain real property with the tenem6nts,.hereditaments and-appufteFfancesAhereunto belonging or in any wayappertaining,situated in the County of'Washington, State of Oregon, described as OlOws: See:attached Exhibit A The true and actual consideration paid for this transfer consist of or includes other property or value given or promised which is the whole consideration. Grantorherebycovenants to and With Grantee and Grantee's succ.essors,and assigns that Grantor is lawfijlly seized in fee,,simple.of the above granted premises, free from all encumbrances, EXCEPT those which may appear of record. Grantor will warrant and forever defend the premises and-every part and-parcel thereof.against the lawful'didims and demands of-all persons whomsoever., The liability and obligations of the Grantor to Grantee and G'rantee's successors and assigns under the warranties And covenants contained herein or provided by lawshall be.limited to:the extent of coverage that:would be:available to Grantor under a standard policy of title insurance. The .limitations contained herein expressly do not felidve Grantor of any liability or obligation under this instrument, butifierely d6fine the scope, nature, an&amount of'sucb liability or obligation. It,construing ing this-',deed, Where the context so.re4uires,the singular includes the plural.and all grammatical.changes shall be made so that-this deed shall apply equally to trusts and to individuals. BEFORE SIGNING OR ACC EPTING"TUIS INSTRUMENT,THE PERSON TRANSFERRING FEE,TITLE SHOULD INQUIRE ABOUTTHE PERSON'S RIGHTS,IF ANY, 195,300,;195:301.'AND 19530570 195336 AND SECTIONS 5 TO 11,CHAPTER 424,OREGON LjkWS�.2007,AND,SECTIONS2TO,.9AND l,.-�F,,eHAPTER-855 OREGON ONI�AWS�21009-JHIS' _ INSTRUMENT DO9S'NOT- ALLOW.USE OF THE PROPERTY DESCRIBED IN THIS INSTRUMENT IN VIOLATION OF APPLICAB.LE..LANI).USE.LAWS,AND.REGULk-TIONS. BEFORE SIGNING OR ACCEPTING THIS THE PERSON ACQUIRING'FEE 2 q Warranty Deed Page kof R' EXHIBIT A A portion of that tract-conveyed to E.R. Stromquist by deed recorded in Book 142,.page 48; in Section IO;,Township,2 South,Aange 1 West,Willamette Meridian, Washington County, Ofegon,.desciibed as follows: Beginning at the Northeast,corner of said Stroinquist,tract;thence South 9:33 chains to the Southeast comer thereof in the center of Southwest Beef Bend Road;thence South-54°58'.45" West along said center line 440.2 feetto,the Southeast corner of tract described in contract:of sale to Joseph F.Grimstad,et ux;recorded December 7,,1965, in Book 580;page.272;thence North 0°2,4'.1.5".W.est a distance.of 871.32 feet to.the North line of tract!described in deed book 124, page.48;thence North 89°39`East a distance of 362.27 feet to the'true point of beginning. .Parcel No:R0493.718 Commonly known,as: 12035 SSW Beef'Bend Rd Portland;OR '97224 Condominium Unit,2-2;2,Buildirig.2,Imperial Court Condominiums;together with the limited common elements appurtenant thereto,and Together with an undivided interest in and to the,.general cornimorielements;all as.set•foilh in a Declaratiori-of Unit'Ownership recorded September 1'6, 1977,in Book'1200, Page'706,Records of Washington County,Oregon. Parcel No. R0493941 Common ly.known.as: 12120 SW King Arthur St Portland,OR .97224 PDX DOCSA75469.1 Warranty Deed Paged oC4 Exhibit C: Application City ofT'igord Annexation/Zone Change PRE-APP I->EI.D WITH Pagenstecher DATE OF E1tE-APP:: Z f y12 Type N Application GENERAL:INFORMATION ICOR STAFF USE ONLY Property Address%LocationM 12035 SW Beef Bend Road Case-No.(s): Other Case No.(s): Tax Map&Tag Lot#(s): 29110CB02000 Receipt No.: Application Accepted By: Date- Site size: 5.79 acres Date Determined To Be Complete: Property Owner/Deed Holder(s)* (NOTE: If.more than one (1) property owner,please,complete the attached'petitibn form): Current Comp,Plan/Zone Designation: Hlknauss LLC, cto Sarah Knauss Address: 4661 Wildwood St Phone: Crr fires: City: Lake Oswego, zip: 97035 Rev.7/1/10 ;i:\auOl6\iames\mussed\mnex-u.doc jpplicant*: Venture Properties, Inc Address: 4230 Galewood'Street, #100 Phone: 503-387-7600 )�ZUIRED'SUBMITTAL ELEMENTS city: Lake Oswego zip: 97035 ✓ Application Elements Submitted: When'the owner.and the.applicant are different people,the applicant must be the purchaser of record or a lessee do possession with written..authorization ❑ Application Form froth the, owner:or an agent of the owner with written authorization. The ovine"r(s)::must.sign this application in the space provided on the back of this E] Completed Annexation Petition-for "Double Majority"Annexation(attached) form or submit a written authorization with this application. ❑ I egal.Description of Area to be Included in PROPOSAL SUMMARY the Annexation ❑ Map.Identifying Areas to beIncluded in the The owner(s)of record of the subject property(ies).request to Annex Annexation 5.79 acres.into.the City of Tigard and a'Zone Change.Annexation from ❑ Applicaries Statement/Narrative - Washington County's Zone; R-6 to City of Tigard-Zone: R-7 (#bf copiesbased on pre app check fist) E] 2'.Sets of Pie Addressed/Pre-Stamped Legal (if applicable): The current use of,the:area requesting to be Annexed is: Size Envelopes- orie single family home. - ❑ Filing Fee$2,750.00 a C.4v,nFTianM I 1'A17S CW Nall Rlv.1 Tioard nR 97 71 I SM-71 R-7471 I UMM7 tioarvl-nr onv I pflop f n{9. APPLICANTS: )To consider an application complete,you will need to submit ALL of the REQUIRED SUBMITTAL ELEMENTS as described on the.front of this applicatiodin the iPRequiied Submittal Elements"box. THE APPLICANTS)SHALL CERTIFY THAT: ♦ The above request does not violate any deedrestrictions that may be attached to or iLaposed upon the subjectpmpert� ♦ If the application is granted,the applicant will exercise the rights granted in accordance with"the terms and subject to all the conditions and limitations of theaapproval. ♦ All of the:above statements and the statements in'the:plot,plan, attachments,and exhibits transmitted herewith, are true; and the applicants so,acknowledge,that,any permit issued,,lias_ed on its application,may be revoked if itis found that any such statements are false. ♦ The applicant has:read the entire contents of the application,including the polices and criteria,andunderstands the;requirements for approving or denying the application. SIGNATURES)of Applicant(s)representing property owners listed'on the attached petition: DATED this day of _ 20A2? Signatu Signature Signature Signature 1 City of-Tigard I -13125S W Hall Blvd.,Tigard,OR 97223 503-718-2421 www.dgard-ongov Page 2of2 TO'THE COUNCIL OFTHE CITY OF TIGARD,OREGON: We;the undersi�ned owner(s)of the property described below'and/or elector(s)residing at the referenced location(s),hereby peptton for;and< ''ve conseat to,Annexation of satd;propeity to the City of Tigard. We iirideistand tharthe City wdl review this request to accordance with ORS Chapter 222 and applicable regional and local policies prior to approving or denying.the request for Annexation. - ,LEGEND PO-Property Owner ,RV-Registered Voter PAGE _OF_ OV-Pr" Owner,&R - tered Voter I AM A PROPERTY DESCRIPTION SIGNATURE PRINTED NAME By 'ov ADDRESS TowashiPf Map Tax Lot Precinct DATE Section Number Number Number a SS 12035 SW Beef Bend:Road '02S01 W 'CB 02000 397 ao• 1 ��amin�inasteri\icii \uucpcm.mst 2SJ=-08 Exhibit D: Certified Legal Description/Boundary Map, Registered Voters, and Property Owners WASHINGTON COUNTY OREGON CERTIFICATION OF REGISTERED VOTERS FOR ANNEXATION PURPOSES* I hereby certify that the attached petition for the annexation of the territory listed herein to the City of Tigard contains, as of the date listed, the following information- 1 Number of signatures of individuals on petition. -0- Number of active registered voters within the territory to be annexed. -0- Number of VALID signatures of active registered voters within the territory to be annexed, on the petition. Tax lot number(s): 2S110CB-02000 DIVISION: ELECTIONS COUNTY: WASHINGTON v o4 confM�sJ� 0 DATE: Aril 29 2013 4 . NAME: Barbara Harness t � , TITLE: Senior Administrative Specialist �TQry CO ll�0,�. (Signature of Election Official) *This 'Certification of Registered Voters for Annexation Purposes' DOES NOT, in any way, make the determination if this petition meets the annexation requirements of the city/district listed. Annexation certification sht rev4-043009 Department of Assessment& Taxation, Elections Division 3700 SW Murray Blvd. Suite 101 Beaverton OR 97005 Phone: 503/846-5800 Fax: 503/846-5810 Email: election Cat co.wash ington or.us Website:www.co.washington.or.us/elections THIS SECTION IS TO BE COMPLETED BY WASHINGTON COUNTY ASSESSOR'S OFFICE CERTIFICATION OF PROPERTY OWNERSHIP (Double Ma,orityMethod) I hereby certify that the attached petition for annexation of the territory described therein to the City of Tigard contains the names of the owners' of a majority of the land area of the territoryto be annexed,as shown on the last available complete assessment role. NANE: r �JSX-tZ ANNEXATION CEH)IfiED TITLE: -7—CC44 BY DEPARTMENT: CAM G,Rq AY APR 2 6 2013 COUN71Y OF: WASHINGTON COUNTY A&T GeoTAGRAPHY DATE• 1� ,Zt 3 ' ind axs rix"Owner"means the owner of 6!tide to .21 property nr the contr= pumbser of real prope:r,-. THIS SECTION IS TO BE COMPLETED BY WASHINGTON COUNTY ELECTIONS OFFICE CERTIFICATION OF REGISTERED VO'T'ERS I hereby certify that the attached petition for annexation of territory described herein to the City of Tigard contains the names of at least a majorit;,,of the electors registered in the territory to be annexed. NAME: TITLE: DEPARTMENT: _ COUNTY OF: DATE: is\curpin\trusters\revised'\cendy,;mt 15-Aug City �f Tigard Annexation/Zone Change PRE-OP.HELD W]TH: Pagenstecher DATE-OF-PRE-APP.: 7112/12 Type IV Application GENERAL INFORMATION FOR,STAFF USE ONLY PropeftvAddress/Locatio,(,): 12035,SW Beef Bend Road Case No.(s): Other Case No.(s): Receipt No:: Tax Map&TaiLot#(* 2SI10CB02000 Application Accepted By: Date: Site siie 5.79 acres Date Determined To BeiComplete: Prop erty-0,4,ner/Deed Holder(s)* (NOTE: If more than one (1) property, I owner,please complete the aftached,petition form): Hlknauss LLC, do Sarah Knauss Current Comp,Plan/Z6ne Designation: Address: 4661 'Wildwood St Phone: CIT Area: city: Lake Oswego Zip: 97035 Re-7/1/10 i:\Curpl6\miaiici3\tvvised\annix-2c.d6c Venture Properties, Inc Address: 4230 Galewood Street, #100 Phone: 503-387-7600 City: Lake.Oswego z1b: 97035 REQUIRED SUBMITTAL ELEMENTS V Application Elements Submitted: When the owner and the applicant are differentpeople,the applicant-must be the'purchaser of record or a lessee..i.n possession with written,authorization I El Application,Form from the owner, or an agent of the -owner.with. -written authorization_ Tile E] Complete&.Armexation-Petition for !Double owners)�rnusi sjgn.�this appli!zatign in the soace prggided on the back this Majority"Annexation(attached) form or submit a written iuthorizittion,%rith this application. 0 Leo Desci!iption of Area to be Included in PROPOSAL SUMMARY the.Annexan'on El Map ldenffTing Areas to be Included in the The ow_ner(s)of record of the subject P;operty(ies)request to Annex Annexation 5.79 acresAnto the City of ti '-ra and a Zone Change,Annexation from El Apphcaties'.StAt&ritnt/Namatiive I (#,of copies bised,'on pre-dpp'check list) Washington County's Zone: R-6 to City of Tigard Zone: R-7 - Y - I (if.dpplicable). The current use of the area requesting to be Annexed is:. El 2 Sets,of Pre-Addressed./Pre-Stamped LegalSize Ehv6l6p6s one single family home,. El Olin g Fe6$2;750.00 cl'"r of tio'm I 1-;,i 9S.qW 14,01 RIvri Tlaaawrl f)R 1 rl)'A-719-949.1 I ummrtio,,Arr1-nrcnv I Pa QP 1nf9 APPLICANTS: NT- oiconsider an application complete,you will-need to submit ALL olft.he-REQUIRED SUBMITTAL ELEMENTS,as described on ihe,frolA of this application in.thi,"Required Submittal Elements"boxf.. THE APPLICANT(S).SILALLCERTIFY THAT:♦ above iequest does not violate a&y deed restrictions that may be,at.tached,to or imposed upon the subject Rrooijy. ♦ If application is:granted,the applicant willexercise the rights,granted in.ac exercise the terms and subject to all the conditions .. . p a .n, and,lidiiati6ns of ffie'4pproval. ♦ All oFthe:above statements,and the statements-In the plot plan, attachments; an&exbibits,.transmitted berevith, are true; and the applicants so:atkhowledge that any,pernuit issued,,based on-tlis-application,may be revoked-if it is found that any such statements,are false. Tlie-,applicant has read the entire contents of applicationd includingthepplicies-aln criteria,and-understands the requirements for approving or denying the application. ,SIGNATURE(S)of Applicant(s)representing property owners listed on the attached petition: DATED Ahis, day.of Si ,guatureD Signature Signature Signature City of 13125 SW HA Blvd.,Tigard,OR 97223 503-7.18-Ml tuww,.dgard-cirgov Page 2 a2 TO THE.COUNCIL OF THE CITY;OF TIGARD.OREGON: We,the under sst gmned owner(s)of the property described below and/or electors)residing:at the referenced location(s�,hereby petition for,ancdgive.consent to,Annexation of said property to the City of Ti-ar&'We;understand that the City wV review this. request in accorddance with ORS Chapter`222'and applicable regional and localipolicies pnor to approving or denying the request for Annexation. LEGEND: P.O.-Property Owner Registered,.Voter PAGE_OF_ OV-Pro .__. Ov n6&-Re ' tered Voter I AMA PROPERTY DESCRIPTION SIGNATURE PRINTED NAME. PO Rv Ov ADDRESS' Township/ Map I Tgx 1..ot Precinct .DAT. Section Number Number, Number 141 \� SS 12035.SW Beef Bend Road 02S01 W Io CB 02000 3V i:\cu�ln\mastus\rtviecd\un<peln.mst 2H Jan1lS' CITY OF TIGARD CERTIFICATION OF LEGAL DESCRIPTION AND MAP I hereby certify that the description of the property included within the attached petition (located on Assessor's Map 2S 1—10 ) has been checked by me and it is a true and exact description of the property under consideration, and the description corresponds to the attached map indicating the property under consideration. NAME —fc-b R5rra- TITLE G+S litt4 DEPARTIMINT C-a-rDG+ AA i' COUNTY OFSEkryG _crcril DATE 1'64 /13 ANNEXATION CERTIFIED BY APR 2 6 2013 WASHINGTON COUNTY A&T CARTOGRAPHY I:curpin\masters\reviscd\legal description certification.doc IS-?pug-o2 ENGINEERING PLANNING LANDSCAPE ARCHITECTURE FORESTRY SURVEYING 13910 S.W.Galbreath Dr.,Suite 100 AKS Group of Companies: Sherwood,Oregon 97140 SHERWOOD,OREGON Phone:(503)925-8799 ENGINEERING do FORESTRY SALEM,OREGON Fax:(503)925-8969 VANCOUVER,WASHINGTON www.aks-ene.com Job No. 3252 EXHIBIT A Legal Description Annexation Parcel A tract of land located in the Southwest One-Quarter of Section 10,Township 2 South,Range 1 West,Willamette Meridian,Washington County,Oregon and being more particularly described as follows: Beginning at the northwesterly corner of the plat"Emerald Heights";thence along the westerly line of said plat South 01°35'31"West 624.08 feet to the centerline of SW Beef Bend Road;thence along said centerline along a non-tangent curve to the left with a Radius of 2000.33 feet,a Delta of 01'44'37",a Length of 60.87 feet,and a Chord of South 59°49'43"West 60.87 feet to a point;thence South 58057'25"West 367.87 feet to a point; thence along the easterly line of Exhibit B of Document Number 2009-101881 and the southerly extension thereof North 01°35'31"East 854.76 feet to a point on the southerly line of Exhibit A of said Document;thence along said southerly line,and the southerly line of the plat of"Aspen Ridge",and City of Tigard city limits South 88°22'09"East 361.55 feet to the Point of Beginning. The above described tract of land contains 6.13 acres,more or less. 4/26/2013 REGISTERED PROFESSIONAL LAND SURVEYOR ORE G N JANUARY 9. 2007 = 1M n 70652LS RO(M 6/30/14 ANNEXATION CERTIFIED BY APR 2 6 2013 WASHINGTON COUNTY A&T CARTOGRAPHY EXHIBIT B A TRACT OF LAND LOCATED IN THE SOUTHWEST 1 /4 OF SECTION 10, TOWNSHIP 2 SOUTH, RANGE 1 WEST, WILLAMETTE MERIDIAN, WASHINGTON COUNTY, OREGON DOC. N0. -�P1E�� � - — 2009-101881 r_�T EXHIBIT A ASPEN RIDCE" ANNEXATION CERTIFIED S88'22'09" 361.55' BY POINT OF BEGINNINGPR 2 6 20F o /WASHINGTON COUNTY A & I CARTOGRAPHY DOC. NO. 2012-009929 �� � = SCALE 1" = 200 FEET DOC. NO LoAREA=6.13 ACRESt 2009-101881 LO z, / S o Cl 0 o a EXHIBIT 6 w N' N Ln- Z y PREPARED FOR !! VENTURE PROPERTIES, INC. i ' - / 4230 GALEWOOD STREET, SUITE 100 Q10 LAKE OSWEGO, OR 97035 LEGEND DOCUMENT NUMBER CITY TS CURVE TABLE CURVE RADIUS DELTA LENGTH CHORD C1 2000.33' 01'44'37" 60.87' S59'49'43"W 60.87' 4/26/2013 REGISTEREDBEEF BEND ENGINEERING • PLANNING • LANDSCAPE ARCHITECTURE PROFESSIONAL JOB NAME. ROAD - VENTURE FORESTRY SURVEYING LAND SURVEYOR LICENSED IN OR & WA JOB NUMBER: 3252 13910 SW GALBREATH DRAWN BY: WCB DRIVE, SUITE 100 ORE G O N SHERWOOD, OR 97140 JANUARY 9, 2007 NICK WHITE CHECKED BY. NSW SNC/NBE'R/A� FOR�''S7RY PHONE (503) 925-8799 70652LS I FAX (503) 925-8969 RENEWS. 6/30/14 DWG NO.:3252042613ANNEX OFFICES LOCATED IN SALEM, OR & VANCOUVER, WA 2S 1 10CS 2S 1 10CB r.tt/».1/a A• !C"' " ee ,too - �, i a Iii ra•• • .. "tet\ IN r :•.R'N rail n �: -..«y4 -•- a - -_ - t '"� ..,. ,� � � �."-�- •Y �1 nao c u , e000 y u- 1°°d II�U ` /"' AUTUMN . 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Z j __ is f zs �n ! SECTION 10 f -� �+. G/ qa G "A e� i ii°'-• ,� Q .a,� F'w.c r}ao�c�� 4 QVf 1t. t� �4."n _V. C _ 0 w� a.." i 10t0o e: nao • �. �y 'i r 'w �IE'q S,1 �. „ w r u! ! w t. e H Stiw« w',r ✓ V ' �Mcut M� � .� ' m:.3 _s �„tm :. „�>• `� ,.ce �3 :.` `3 � \, , e•o=s ,.., tee+la/raw ,ias"`oo'� �—;�= cc co DC ao _ r,• _� _ ' t v 1 n^_ IJ .,> o�� .�. �,wo. ,M'. + .�.^`: . w> C ~T^o 1-1e110CS /! ''� l 'u° Y1Ia G�''g�)•s ,�P- ice`•• r a p� �" 1a,�a,r1�,a,n^in.N,.rw.n,r�rnA - �,• _ 23-86 ' . •" • " - mP ,.^ ��:> �'` �M♦w i Ins i > ,.f ieoe.s A y wr r� "OJ nr. «•�r! w u'�°°ia:aoin a,°:^t0,u:n�a nw «�^� •e «« - VI �° �.✓ '!� a �� a 4,�ww, '°". :: + i•T t �i �1 bM1` ►' Im^u..u+aa naa N,^.TI 6 T•noo+.. NO.3 ! _ _p +w : a_'f•r Pw wen �w ism•. Cj Ar..• �, +e.. d :ra"•.•."..i•Ni�a, 'aw�11a`wii �e1`wa } fn "• P�o hm �i b«.••- -2� �w.>.«^[w,irw,.ara"�a ••er O,Swo n • a� .N.. INN, 1jm w,w' ' 23-781 :`+ ''s'°� �., _..i4 N -.• ''PPA. •':� 6 r _ ;Zo ,�� "w, carToGr�w+v kp a y*t} « �„ "110�it a N n • �Z PLOT DSAjTTE�:M[IN,�Chh 19.200110 p �-!� ./ twwew a z v r• Y. X00" OR C hMER ES 1' � �� - �� y: 0,��0. G�OPG � ' ,�it Gtfe ..IwNe-.an.r<..ti ro►.r,«..+�. • � r rA: - k J (� /N-Ma.h•.Ywrlti.ets�ti«w 9 v. . `r r/ °.." :�..e7<a y 4 ✓+w.r,wr..�..rrwa.,.�...• r �4'J!'i` r` '. FYo�r;'y".n to .•' .� °ei„s.:i�'. .'' 4e F • `9 0. TIGARD y,Fif a'4. .. �� '"y11»>M1.-tau-- n-.ya 't \NG .a \1 ,. +" s J • KING CITY „„„.a 2S 1 10CB 2S 1 10CB Exhibit E: Certification of Service Availability Mimi Doukas Ft—n: Mike McCarthy <MikeM@tigard-or.gov> Sent: Wednesday, May 01, 2013 4:01 PM To: Mimi Doukas Cr: Kim McMillan; Greg Berry Subject: FW: Service Provider Letter - Tigard annexation of 12035 SW Beef Bend Road Attachments: Sewer 119th, 122nd.pdf; Mike McCarthy P E .vcf Hi Mimi, Kim forwarded your message to me. Please consider this your service provider letter. Thanks, Mike Mike McCarthy P.E. City of Tigard Senior Project Engineer Streets and Transpoi tation 13125 SV;Hell Blvd Tigard,OR 97223 ,1503)718-2462- '503)624-0752 mikem�bgard-or.gov From: Greg Berry Sent: Tuesday, April 30, 2013 10:29 AM To: Mike McCarthy Cc: Kim McMillan Subject: FW: Service Provider Letter -Tigard annexation of 12035 SW Beef Bend Road CWS sewers are available from 119`h and 122^0 Avenues as shown on the attached. Both are 8" so their adequacy has not been evaluated by the master plan but there is no reason to believe they are inadequate. Drainage is to King City so CWS might be expected to require a downstream analysis. The existing water line in 122re is probably inadequate. Applicant intends to discuss extending a line through the undeveloped lot to the north with the owner. Rob M. has proposed a required line extension as well. From: Kim McMillan Sent: Tuesday, April 30, 2013 8:45 AM To: Mike McCarthy Cc! Greg Berry; Rob Murchison; Gary Pagenstecher ect: FW: Service Provider Letter -Tigard annexation of 12035 SW Beef Bend Road Mike, 1 We are working on a form that can be used by an applicant to track down information on service providers. In the meantime, please let Mimi know if we can provide water and sanitary service to the site on Beef Bend Road. If you can let her know today or tomorrow it would be appreciated. I typically check with Rob Murchison on water and Greg Berry on sewer, as they are& keepers of the master plans. They can let you know if an extension or upsizing is required. Kim Kim S. McMillan, P.L. f n{;rn.rr-nn f m m i.ixr Oir*CT Sni 11$Jt;4) [f11 1)61 got) 5484 cwlu kwir Otiy,irn o,guv WEX wvaw.np,rrp ov ROv Qii�W (,igard I Pr ar it WOW;01 P101 X11 `I 11LIS Sw 11,1111"Witv.rrd, ispirt{,04972?1 From: Mimi Doukas [mai Ito:mimigstonebridgehomesnw.coml Sent: Friday, April 26, 2013 10:27 AM To: Kim McMillan Subject: RE: Service Provider Letter -Tigard annexation of 12035 SW Beef Bend Road Hi Kim—just wanted to check in on the Knauss annexation. Did any major concerns come up at yesterday's meeting? Will the SPL's be sent out soon? We are anxious to submit to keep things moving along. Thanks— Mimi Mimi Doukas, AICP, RLA Venture Properties, Inc I www.venturetrop.com office. 503.387.76QC I fax. 503 367.7615 s;•+oCd St.,Su`t.. 100 1 Lake 05Nvego. Oregan 97035 From: Kim McMillan [mailto:KIM@tigard-or.govl Sent: Monday, April 22, 2013 4:28 PM To: Mimi Doukas Subject: FW: Service Provider Letter-Tigard annexation of 12035 SW Beef Bend Road Hi Mimi, We will be discussing this at our Thursday team meeting Also, Gus is no longer with the city. Mike Stone is the City Engineer, 503-718-2759, MStoneCDtigard-or.gov . I thought I would give you his contact info. He will be at the meeting Thursday, along with Tom McGuire, Asst. CD Director. Kim 2 Kim S. McMillan, R . Engineer.ng Manage- olREct S03 718-2642 CELL 503-8665784 EMAIL ksm@Dtlgard or,gov wE* www ngard or gov CtlY�Tii[anl I M KI rr ptrRA�UhP�1RrS1Eti7 '13125 SW Hall Boulevard, ►igard,OR 97223 From: Vance Walker Sent: Monday, April 22, 2013 2:25 PM To: 'mimi@stonebridgehomesnw.com' Cc: Brian Rager; Kim McMillan; Mike Stone Subject: FW: Service Provider Letter -Tigard annexation of 12035 SW Beef Bend Road Hi Mimi. Sorry for the delay in responding. I believe people are looking into this but I do not have any info for you at this point. I'll make sure to follow up with City staff so we can get you the information you require. Thanks, Vance From: Mimi Doukas [mailto:mimiCaustonebridgehomesnw.com] S Monday, April 22, 2013 2:02 PM To: Rob Murchison; Greg Berry; Vance Walker; gus@tigard-or.gov; brian.sherrard@tvfr.com Cc: mimi@ventureprop.com Subject: RE: Service Provider Letter-Tigard annexation of 12035 SW Beef Bend Road I wanted to check in with everyone on Service Capacity and Willingness to Serve for our proposed annexation of 12035 SW Beef Bend Road. Please let me know if you need additional information or would like the request in a different format We are hoping to submit an application in about a week, so your timely response is appreciated Mimi Mimi Doukas, AICP, RLA Venture Properties, Inc I www.ventureprop_com office. 5J3.387,7600 I fax.503 387.76.5 4230 Galewood St., Swte 100 1 Ake O�;.a�2go, Oregon 97035 From: Mimi Doukas Sent:Tuesday,April 09, 2013 3:23 PM To: robm@tigard-or.gov; greg@tigard-or.gov;vance@tigard-or.gov;gus@tigard-or.gov; jim@tigard-or.gov; brian.sherrard@tvfr.com Cc: Mimi Doukas Subject:Service Provider Letter-Tigard annexation of 12035 SW Beef Bend Road V ire Properties, Inc is requesting annexation of 12035 SW Beef Bend Road (TL 2S110CB 02000)from Washington County to Tigard. It currently carries a Washington County zone of R-6, and a Tigard zone of R-7 is being requested. The property is 5.79 3 acres in size and currently has one single family house on it. After annexation,Venture Properties plans to submit an application for a 36 lot subdivision for detached homes. As part of our annexation application,we need to address the availability and willingness for infrastructure providers to accommodate the proposed urbanization of the property. Please reply back to me with your agency's willingness and capacity to serve this project. Please let me know if you need additional information or have any questions. Thank you—Mimi Mimi Doukas, AICD, RLA Venture Properties, Inc I www.ventureprol).com office.503.3x7.7600 I fax.503.387.7615 4-230 Gatewood St., Suite !00 1 Lake Oswego, Oregon 97-. 35 DSCa f',POIER E.-mads Sent or received oy Ci`l; of Tigard erns coyees are- subject to public record Ic,vvs. If regUl isteal e-r".a l may F:•C ''dose d 'o another pariy wiicSS eX21`pi {rorty fsclasure !rider Oregon Pubfic Records La-iv 11E-mailis are "?,ailEri C\ t"--Cit-y of guru it !OrTlpiiBf":o@ wittl til£ Of'?Cj•In Adfr+r7l5i c_i'; ;it ;Icy Geieral Records Retecl•..n SC'iE:Li,:it:. 4 12380123601234012320 i2276 ~ 12096 120Ul 12012' 11988 11960r 11926 11902 11891 15055 } x/ 5125 15105 15100 1504 5 '" r' f/r f' w � 10 3 ._--' _ - "��. •'f r / � _ fes,,i •� �/r/j'�� / 15085• 11777 42377 � 'S � 15120 1233312311 15097 .� ;; { MNV1 f f: 515157 ',P 15142 15113 151 j71 1236612344 12035 , 11855 12310f 15135? A516 -� 12322 15187 f r - 15157 _. 15172 15245 15233 15179 r 15207-- 15257 15191 15269 15254 15232 15271 �, .! �p� 11790 15270 15273 / 14 Cs � 11800 15313' �1 11840 1�53�35 15318 15305' GO��� 1202 05 11860 11830 11810 12065 11870 11820 -+ 15340 15327.; L" 0" 1207212022 119201 1537 12022' �.. - z 15349 ;� :cl 12084 11910. 15379 2 15362 12092 12044 �Q 11940 11900 , D 15384 15361'' 12120 12044 '' 11950 15391 D 17155121. 20 112044 _ 1.5406 15383 11960 15413 12163 < • 12045 Q 12215. 12066 Feet 12220 12066• l~` 12020 119911970 120651206 0 250 r 12243 120401208812088 �� 12060.,a 2000 2D10 L Mimi Doukas Ft-.o: Jim Wolf <jim.wolf@tigard-or.gov> Sent: Wednesday, April 10, 2013 1:46 PM Tc: Mimi Doukas Cc: Gary Pagenstecher Subject: RE: Service Provider Letter - Tigard annexation of 12035 SW Beef Bend Road Hello Mimi: In consideration of the annexation and proposed new development of the property located 12035 SW Beef Bend Road (TL 2S110CB 02000), the Tigard Police Department is prepared and able to provide police services to the affected area. If you require any further information, please feel free to contact this office. Regards, Jim Wolf Public Information Officer Tigard Police Department HT11 WAIF . r.•cxmat+on Oftel pic(rt 503 718 2561 [MAIL prhtwngard-ar gov was wwwNBardor.gw C,il)dr rrKANf ' rp{,(camrAavaso i 13125 SW"I Soulevard,TKad,0119 223 NOM-EMMINCT WJ-619-0111 I TAX WS-1184b,45 K F-om: Mimi Doukas [mailto:mimi@stonebridgehomesnw.com1 Sent: Wednesday, April 10, 2013 11:30 AM To: Jim Wolf Lc: Mimi Doukas; Gary Pagenstecher Subject: Re: Service Provider Letter -Tigard annexation of 12035 SW Beef Bend Road P -i, I have been working with Gary Pachenstecher. Sent from my iPad i On Apr 10, 2013, at 11:21 AM, "Jim Wolf" <jim.wolf@tigard-or.gov>wrote: Hello Mimi: Typically an internal request for comments is generated from the planner who is managing the project. I would prefer to continue with this protocol. If you would provide me your contact within the City of Tigard Planning Department, I can provide your requested information. Thanks for your cooperation. Regards, Jim Wolf Public Information Officer Tigard Police <image001.png> <image002.png><image003.png> <image004.jpg> From: Mimi Doukas [mailto:mimi@stonebridgehomesnw.com] Sent: Tuesday, April 09, 2013 3:23 PM To: Rob Murchison; Greg Berry; Vance Walker; gus@tigard-or.gov; Jim Wolf; brian.sherrard@tvfr.com Cc: Mimi Doukas Subject: Service Provider Letter - Tigard annexation of 12035 SW Beef Bend Road Venture Properties, Inc is requesting annexation of 12035 SW Beef Bend Road (TL 2S110CB 02000) from Washington County to Tigard. It currently carries a Washington County zone of R-6,and a Tigard zone of R-7 is being requested. The property is 5.79 acres in size and currently has one single family house on it. After annexation, Venture Properties plans to submit an application for a 36 lot subdivision for detached homes. As part of our annexation application,we need to address the availability and willingness for infrastructure providers to accommodate the proposed urbanization of the property. Please reply back to me with your agency's willingness and capacity to serve this project. Please let me know if you need additional information or have any questions. Thank you— Mimi Mimi Doukas, AICP, RLA Venture Properties, Inc I www.ventureprol).com office. 503.367 750C I fax. 503.387 7515 4230 Galewood St . S-uice 100 1 Lake Oswego. .:,regon 37' '5 DISCLAIMER: E--a+!3 sent or received by 04,y of 719rd employees are subiecct to public record laws If requestec a-mail may be diso-ased to anotree party unless exempt from disciosure under Oregon Public Records 2 Law. E-mails are retained by.the City of Tigard in compliance with the Oregon Administrative Rules"City General Records Retention Schedule." i I 3 ® www.tvfr.com ualatin Valley Fire & Rescue EMERGENCY SERVICE PROVIDER LETTER THIS IS NOT AN APPROVAL The Fire District has personnel and equipment in the area that can respond to an emergency incident and implement such actions as may be necessary for fire and/or rescue operations at the address cited below: For planning purposes,access and fire fighting water supply complying with fire code requirements shall be included on plans submitted to the City of Tigard. See approved (stamped) plan for additional information. Signed: Date: John Wolff `� G Deputy Fire Marshal II Tualatin Valley Fire & Rescue ,03 259-1504 Subject Property: 12035 SW Beef Bend Rd TL2S110CB 02000 North Operating Center Command&Business Operations Center South Operating Center Training Center 2UEG5 SW Blanton Street and Central Operating Center 7401 SW Washo Court 12400 SW Tonquir Road Aloha,Oregon 97007-1042 11945 SW 70"'Avenue Tualatin,Oregon Sherwood,Oregon 503-649 8577 Tigard,Oregoi 57223-9196 97062-8350 97140.9734 503-649-8577 503-649 6577 503 259-160J South View Heights Annexation July 23, 2013 Statement by City Attorney—Quasi-Judicial Hearing Procedures A copy of the rules of procedure for today's hearing is available at the entrance. The staff report on this hearing has been available for viewing and downloading on the City's website and a paper copy of the staff report has been available in the Tigard Public Library for the last seven days. The Council's role in this hearing is to make a decision under existing laws. The Council cannot change the law for the application now under consideration. Any person may offer testimony. Please wait until you are asked to speak by the Mayor and try to limit your remarks to the application standards for the application. Members of the City Council will be asked whether they have any conflicts of interest. If a Council member has an actual conflict, the Council member will not participate. Council members must declare any contacts about this case with a member of the public. Council members must also declare if they have independent knowledge of relevant facts, such as from a visit to the site in question. A Council member who describes ex parte contacts or independent information may still participate in the decision. After the discussion of conflicts and ex parte contacts, any person may challenge the participation of a Council member or rebut any statements made. The Council member in question may respond to such a challenge. Tonight, City staff will summarize the written staff report. Then the parties requesting the application and those in favor of the proposal testify. Next witnesses who oppose the application or who have questions or concerns testify. If there is opposition or if there are questions, the proponents can respond to them. The Council members also may ask the staff and the witnesses questions throughout the hearing until the record closes. After all testimony is taken, including any rebuttal, the proponents can make a closing statement. After the record is closed, the City Council will deliberate about what to do with the application. During deliberations, the City Council may re-open the public portion of the hearing if necessary to receive additional evidence before making a decision. You must testify orally or in writing before the close of the public record to preserve your right to appeal the Council's decision. You should raise an issue clearly enough so that Council understands and can address the issue. Failure to do so precludes an appeal on that issue. Please do not repeat testimony offered by yourself or earlier witnesses. If you agree with the statement of an earlier witness, please just state that fact and add any additional points of your own. Please refrain from disruptive demonstrations. Comments from the audience will not be part of the record. The point is, come to the microphone to get your comments on the tape, otherwise, they wonP 't be reserved for appeal. (Continued on reverse.) 4 When you are called to testify, please come forward to the table. Please begin your testimony by giving your name, spelling your last name, and give your full mailing address including zip code. If you represent someone else, please say so. If you have any exhibits you want us to consider, such as a copy of your testimony, photographs, petitions, or other documents or physical evidence, at the close of your comments you must hand all new exhibits to the City Recorder who will mark these exhibits as part of the record. The City staff will keep exhibits until appeal opportunities expire, and then you can ask for their return. I:\adm\cathy\eea\quasi judicial rules of procedure\rules of procedure-annexation is quasi judicial but not land use-south view heights annexation.doc AGENDA ITEM No. 5 Date: July 23, 2013 PUBLIC HEARING (QUASI-JUDICIAL) TESTIMONY SIGN-UP SHEETS Please sign on the following page(s) if you wish to testify before City Council on: ZONE CHANGE ANNEXATION (ZCA 2013-0002 - SOUTH VIEW HEIGHTS ANNEXATION REQUEST:A request to annex 5.79 acres of property known as South View Heights (Knauss),located at 12035 SW Beef Bend Rd. into the City of Tigard. LOCATION: 12035 SW Beef Bend Road;Washington County Tax Assessor's Map 2S110CB,Tax Lot 02000. COUNTY ZONE: R6: Residential, 5 units/acre minimum density,6 units/acre maximum density. The purpose of the R-6 District is to implement the policies of the Comprehensive Plan for areas designated for residential development at no more than six (6) units per acre and no less than five (5) units per acre,except as specified by Section 300-2,Section 300-5,or Section 303-6.The intent of the R-6 District is to provide the opportunity for more flexibility in development than is allowed in the R-5 District. EQUIVALENT CITY ZONE: R-7: Medium-Density Residential District.The R-7 zoning district is designed to accommodate attached single-family homes,detached single family homes with or without accessory residential units, at a minimum lot size of 5,000 square feet,and duplexes,at a minimum lot size of 10,000 square feet.Mobile home parks and subdivisions are also permitted outright. Some civic and institutional uses are also permitted conditionally. APPLICABLE REVIEW CRITERIA: The approval standards for annexations are described in Community Development Code Chapters 18.320 and 18.390,Comprehensive Plan Goal 1,Goal 11,Goal 12, and Goal 14;ORS Chapter 222;Metro Code Chapter 3.09. Due to Time Constraints City Council May Impose A Time Limit on Testimony I/ADM/Cathy/CCSignup/Q1PH130723 AGENDA ITEM No. 5 Date: July 23, 2013 PLEASE PRINT Proponent—(Speaking In Favor) Opponent; S akinAgainst) Neutral Name,Address&Phone o. Name,Address&Phone No. Name,Address&Phone No. V-ek "oafs r.�u s Pt 2`I Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. l s2-►3 Sw 1 ZZn.A t�vp�nr t- 9 -7 22%4 Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Name,Address&Phone No. Agenda Item No. (p Meeting of AIS-1300 Business Meeting Meeting Date: 07/23/2013 Length (in minutes): 20 Minutes Agenda Title: Main Street Gateway Public Art Update Submitted By: Sean Farrell\,, Convnunity Development Item Type: Meeting Type: GnT Center Development Agency Public Hearing Newspaper Legal Ad Required?: Public Hearing Publication Date in Newspaper: Information ISSUE Receive update on Main Street gateway public art STAFF RECOMMENDATION / ACTION REQUEST Staff recommends that the Board of the CCDA provide feedback on the public art concept. A refined plan will be brought to the board for approval at a future meeting. KEY FACTS AND INFORMATION SUMMARY Public art was identified in the Tigard Downtown Streetscape Design Plan as an important element"to bring more vitality to the downtown experience by creating a set of interconnected places and emphasizing the flow of people, history, and nature."Pubhe art sited at the intersections of Main Street at Pacific Highway would mark the gateways to Downtown and invite travelers on to Main Street. In December 2012, the CCAC Public Art Comnhittee,including CCAC liaison Director Henderson selected artist Brian Borrello,one of 80 artists who responded to an RFP. Borrello has completed public art projects in several cities, including Oregon Cite and Portland. On March 27, 2012 a Downtown Art visioning session was held with artist Brian Borrello and over 25 participants. Participants expressed a preference for art that was inspired by natural forms and had a connection to Tigard histol\,. On July 8, 2012 presented a gateway art concept to the CCAC Public Art Subcommittee.The art is inspired by the natural forms of the filbert(hazelnut) tree, specifically the stage where the nut emerges from the flower (see attachment). Tigard was once home to many filbert orchards,and many residents have filbert trees in their yards. The art pieces would be constructed of durable metal and be internally lit. The subcommittee responded favorably to the proposal,and gave it high marks for artistic quality, scale, audience engagement,connection to natural forms,and contributing the vitality.of Downtown. One suggestion was to investigate ways to make the artwork more visible from Pacific Highway. On July 10 the City Center Advisory Commission will review the concept. Borrello will continue to refine the concept, working with a landscape architect and incorporating the gateway-wall feature. OTHER ALTERNATIVES The Board of the CCDA could recommend starting the public art selection process over. COUNCIL OR CCDA GOALS, POLICIES,MASTER PLANS Tigard Downtown Streetscape Design Plan DATES OF PREVIOUS CONSIDERATION Nlaj,7,2013 update Fiscal Impact Cost: 60,000 Budgeted (yes or no): yes Where Budgeted (department/program): CCDA Additional Fiscal Notes: Included in lam'213-14 CCDA Budget Attachments Gateway Public Art Concept AgendaQuick©2005-2013 Destiny Software Inc.,All Rights Reserved i '� .nF..'.f�y �-�..k E�`•it k L .H. �M•� ® �w�'e��t���' .;f ;•, '�,c+� ' . ';}'y s'��'tS_;< ice•' f` ��dr r -- t +' 14Ak `►C' r Alft sr £ Gateway site - north Ji 1 ' Wool* i r�t^� Re' 4 �•i�F 7,ti � i�Z • � t� 1 i%i�/�r•r��y �rr�/..N.� .� �G�[la[LLYAI. f ,-- ,' �� �' `� �� � 1 _ _ _ �. "+s ±e � ' ' aA. yet► _ i,76) file Ok r .�. � �` r waw,.... • � y y 1 i�c r M+ :f 77. I, .e s Air i r AL � � Y 1 1 _ . _ � r o O I i - Agenda Item No. 7 Meeting of 41,t AIS-1376 Business Meeting Meeting Date: 07/23/2013 Length (in minutes): 10 Minutes Agenda Title: Resolution to place a measure on the November 2013 ballot Submitted By: Toby LaFrance, Financial and Information Services Item Type: Resolution Meeting Type: Council Business Meeting-Main Public Hearing: No Publication Date: Information ISSUE Shall Council approve a resolution placing a measure on the November 2013 Ballot? STAFF RECOMMENDATION /ACTION REQUEST Approve the resolution. KEY FACTS AND INFORMATION SUMMARY The portions of the city's charter that pertain to urban renewal were written and passed prior to the statewide passage of Measures 5& 50. Under prior property tax law,Sections 47&48 of the charter prevent increases in property taxes outside of the urban renewal area without a citizen vote,but the substantial changes of Measures 5& 50 made the existing charter provisions hard to interpret.Additionally, the urban renewal plan that was approved by the voters in May 2006 includes provisions for public/private partnership projects,but the language of the ballot measure did not mention these provisions.The result of these two issues is that the city's urban renewal agency,the City Center Development Agency(CCDA),is unable to secure bonds,or other private financing, for public/private partnership projects to redevelop and improve Tigard's downtown. Approval of the resolution will place a measure on the November 2013 ballot.The ballot measure and accompanying ballot language will accomplish: •Amending City Charter Sections 47 &48 to comply with current state property tax rules. •Maintain the requirement for voter approval of any new urban renewal plan and for voter approval of any plan or amendment that permits the city or the agency to impose additional property taxes outside an urban renewal area. •Affirming the current urban renewal plan,in its entirety,including: • the ability of the CCDA to enter into public/private partnership projects using tax increment financing • the ability of the CCDA Board to amend the plan via a board vote,within the rules set forth in the plan The ballot measure will not allow the urban renewal agency to take actions that significantly change the agency without undertaking a public process that could result in a citizen vote, such as:increasing the maximum allowable indebtedness, significantly increasing the size of the district,or the duration of the district. Until these issues are addressed, the CCDA is effectively limited to funding public infrastructure projects. OTHER ALTERNATIVES •Not approve the resolution and place the measure on a future ballot,resulting in a significant delay in funding public/private partnership projects in Tigard's downtown. •Not approve the resolution and limit the CCDA to funding public infrastructure projects. COUNCIL GOALS,POLICIES,APPROVED MASTER PLANS DATES OF PREVIOUS COUNCIL CONSIDERATION Executive Session on)une 18,2013. Council Business Meeting on July 9,2013. Fiscal Impact Fiscal Information: The greatest potential cost will be$1.5012.00 for Tigard's 27,478 voters,or approximately$55,000 if Tigard's issue is the only matter on the ballot in November. If there are additional measures from other jurisdictions, then the cost will decrease. Budget will need to be transferred from the General Fund Contingency to pay for the election. Attachments Resolution and Exhibits A and B Agenda Item No. C4Z^ Meeting of AIS-1393 Business Meeting Meeting Date: 07/23/2013 Length (in minutes): 5 Minutes Agenda Title: Contract Award-Fanno Creek Trail-Main Street to Grant Avenue Prepared For: Joseph Barrett Submitted By: Joseph Barrett, Financial and Information Services Item Type: Motion Requested Meeting Type: Local Contract Review Board Public Hearing No Newspaper Legal Ad Required?: Public Hearing Publication Date in Newspaper: Information ISSUE Shall the Contract Review Board award a contract for the construction of the Fanno Creek Trail-Main Street to Grant Avenue project to GSE,Inc.? STAFF RECOMMENDATION /ACTION REQUEST Staff recommends the Local Contract Review Board award a contract for the construction of the Fanno Creek Trail- Main Street to Grant Avenue project to GSE, Inc.in the amount of$447,817 and authorize the City Manager to take the necessary steps to execute the contract. KEY FACTS AND INFORMATION SUMMARY The Fanno Creek Trail Main to Grant project includes the installation of an 8'—10'wide concrete trail from Main Street to Grant Avenue. This trail is a key part of the larger Fanno Creek Regional Trail System from Portland to Tualatin. The project also features: e A water quality facility along Grant Avenue providing treatment for the upstream drainage basin. •Restoration of the vegetated corridor in the Fanno Creek floodplain. •Pacific Highway 99W Undercrossing Lighting. •Sidewalk"infill" from the Grant Avenue/Fanno Creek bridge crossing to Johnson Street. The city issued an Invitation to Bid for the project on June 12,2013. At the ITB's closing on June 26th the city received one bid from Anderson Environmental for$601,128,which was nearly $140,000 higher than the engineer's estimate for the work. Staff became aware of issues that prime contractors were having with electrical subcontractors and timing and a decision was made to reissue the ITB with no changes as staff heard the timing issues had cleared up. Staff rejected the sole bid determining it to be in the public's best interest to do so. The ITB was reissued on July 1,2013 with a close date of July 16th. The city received seven (7) bids as follows in response to this reissue: • GSE,Inc. -$447,817 • Keystone Contracting,Inc. - $487,000 • Banzer Construction Co. - $511,925 Civilworks NW- $517,154 • Kodiak Pacific Construction- $547,745 • Anderson Environmental Contracting,Inc. -$581,590 • Brown Contracting,Inc. - $639,732 Engineer's Estimate—$463,086 Staff reviewed the received bids and found GSE,Inc. to be a responsible bidder with no Construction Contractors Board (CCB) or State Bureau of Labor and Industries (BOLI) flags. After thorough review, staff has concluded that GSE Inc.is the lowest responsible bidder with a bid of$447,817 and receives staff recommendation for contract award. OTHER ALTERNATIVES The Local Contract Review Board may reject all bids and direct staff to rescope the project and issue a new Invitation to Bid. COUNCIL GOALS,POLICIES,APPROVED MASTER PLANS DATES OF PREVIOUS COUNCIL CONSIDERATION This is the first time this item has been presented to the Local Contract Review Board. Fiscal Impact Cost: $447,817 Budgeted (yes or no): Yes Where budgeted?: Multiple Funds Additional Fiscal Notes: This project(92024)is included in the 2014-2018 Capital Improvement Plan with funding in FY 2013-2014. The total funding for this project is as follows: •$143,000-Parks SDC Fund •$82,000-Sanitary Sewer Fund •$69,000- Stormwater Fund •$127,000 -Metro Greenspace .Total= $421,000 Of the total funding, $340,380 is targeted for construction with the remaining used for internal project management. Additional funding for this project includes$70,000 from Urban Renewal funds for the lighting under Hwy 99,as adopted by CCDA for FY 2014. Lasdy,$40,000 of the available$70,000 construction budget from project 95027-Citywide Pedestrian and Cyclist Improvements,will be reallocated to construction of this trail. These combined sources provide a total of$450,380 for construction and sufficient budget to pay for the contract. Attachments No frle(s)attached.