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City Council Minutes - 03/08/2016 a City ofTigard Tigard City Council Meeting Minutes • March 8, 2016 STUDY SESSION A. EXECUTIVE SESSION: Mayor Cook read the citation for an Executive Session called to discuss real property negotiations under ORS 192.660(2)(e). The Executive Session ended at 7:19 p.m. B. COUNCIL LIAISON REPORTS Councilor Henderson shared information from the Regional Water Providers meeting regarding earthquake preparedness communication. He distributed illustrations of the bus banners urging citizens to be prepared. He stressed the importance of storing drinking water at home for emergency use. Councilor Henderson said that the Tigard Youth Advisory Council members are creating memes to publicize the smoking ban in parks. He said they TYAC is also working on the little free libraries and he helped them by developing plans for the boxes. The first one will be installed at Symposium. Registration for a little free library is $65 for the national organization which gets them a plaque for the box and placement on their map. Administrative Items: City Manager Wine noted that council received a briefing during a February discussion on the Community Development Block Grant (CDBG) entitlement status and confirmed the city got official notice of a $100,000 award for the Commercial Street sidewalk project. City Manager Wine discussed some upcoming staff transitions. Associate Planner Grass has accepted another position within the city and will be working for Public Works Director Rager as the public works department executive assistant. Associate Planner Floyd will be leaving the city to work for the Washington County Planning Department. Mike Nolop has been hired as the IT Manager. He previously worked for Tigard as a network administrator. Ms. Wine said she was unsure how much detail council wanted on staff transitions and Council President Snider said at a minimum he would like to hear about management team or any staff who interact with council. She noted that another facility has come in for a pre-application meeting for a marijuana business in the 13500 block of Pacific Highway. 1. BUSINESS MEETING A. At 7:33 p.m. Mayor Cook called to order the City Council and Local Contract Review Board meeting to order. TIGARD CITY COUNCIL MEETING MINUTES — March 8, 2016 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 1 of 6 B. Mayor Cook asked City Recorder Krager to call the roll. Present Absent Council President Snider ✓ Councilor Woodard ✓ Mayor Cook ✓ Councilor Goodhouse ✓ Council Henderson ✓ Mayor Cook announced to the crowd that Councilors Woodard and Goodhouse were in Washington, DC representing Tigard at the National League of Cities Conference. C. Mayor Cook asked everyone to stand and join him in the Pledge of Allegiance. D. Call to Council and Staff for Non-Agenda Items None. 2. CITIZEN COMMUNICATION A. Follow-up to Previous Citizen Communication—None. B. Tigard High School Student Envoy—Associated Student Body President Azbari gave a report on Tigard High activities and events. For the past month they have had Teacher Appreciation but this time teachers and staff were encouraged to request items such as food and beverages. Leadership students arranged for warm lunches or other treats for the teachers. The girls basketball quarter-final game is tomorrow at the University of Portland. A free rooter bus will transport students from the high school to and from the game. The second poetry slam was held and they got with an even larger crowd. They just started a Bridge the Gap hygiene supply drive for local homeless people. The Tigerette dance team is heading to the national competition. Leadership election activities have begun. C. Tigard Area Chamber of Commerce—CEO Debi Mollahan said the Bowlorama event was successful. The chamber has networking every Thursday evening and their online calendar has time and location details. The Farmers Market will be opening earlier this year on Sunday,April 24. There are some new vendors and there will be eggs,meat and other new items for sale. They got a music sponsor this year which has been a goal of the chamber. This will help them provide more consistent musical entertainment.The Downtown Tigard Art Walk is scheduled for May 14. D. Citizen Communication—No one signed up to speak. TIGARD CITY COUNCIL MEETING MINUTES — March 8, 2016 City of Tigard 1 13125 SW Hall Blvd., Tigard, OR 97223 www.tigard-or.gov I Page 2 of 6 3. CONSENT AGENDA: (Tigard City Council) — A. RECEIVE AND FILE: 1. Council Calendar 2. Council Tentative Agenda for Future Meeting Topics B. APPROVE CITY COUNCIL MINUTES: January 26, 2016 February 2, 2016 C. PROCLAIM NATIONAL COMMUNITY DEVELOPMENT WEEK Council President Snider moved for approval of the Consent Agenda as presented. Councilor Henderson seconded the motion and all voted in favor. Yes No Council President Snider ✓ Councilor Woodard (absent) Mayor Cook ✓ Councilor Goodhouse (absent) Council Henderson ✓ 4. RECEIVE PRESENTATION ON WASHINGTON COUNTY COMMUNICATIONS SYSTEM BOND MEASURE CJ TVF&R Division Chief Sherrard and Tigard Police Chief Orr presented this item. Chief Orr said there is a Washington County Communications Agency (WCCA) System Bond Measure on the May 17, 2016 ballot. The 9-1-1 emergency communication system consists of towers,buildings, equipment, radios, fire alert systems and other technology. He said WCCA has done a tremendous job keeping it running for as long as it has. When a citizen calls 9-1-1 the system dispatches first responders countywide. It is used to transmit information on possible emergencies, to inform responders about an incident while en route and to coordinate with other units and agencies while on the scene. He said the equipment has been in service since the early 1990s and is reaching the end of its useful life. Manufacturers no longer support the current system and replacement parts are difficult to obtain. TVF&R Division Chief Sherrard gave specifics about the bond. He said with voter approval Washington County will issue general obligation bonds to pay for$77 million of capital costs for 9-1-1 equipment and facilities. This will include converting the existing system to digital technology,improving countywide coverage by installing additional towers, strengthening facilities in the event of earthquake or other natural disasters and providing expansion for the continually growing county. It includes replacement of 3,000 radios used by first responders in 19 different entities using the WCCA system. Division Chief Sherrard said the proposed levy is TIGARD CITY COUNCIL MEETING MINUTES — March 8, 2016 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 3 of 6 not expected to be more than 8 cents per thousand and will last less than 21 years. For a house assessed at$250,000 it would be approximately$20 in the first year. A competitive bid process will be used for the purchasing with the hope that the costs can be kept as low as possible. Council President Snider asked which entity would issue the bonds and in response Division Chief Sherrard said it would be Washington County. Mayor Cook added that it must be voted on. He noted that digital technology becomes outdated very quickly and questioned the 20-year bond period. He asked how to tell the public that they are paying for something for 20 years that will be outdated in less time. Division Chief Sherrard said this bond will also cover upgrades and subscriber fees paid by the entities can help with other changes or new technology not contemplated during the issuance of the bond. In response to a question on communication towers, Division Chief Sherrard said many entities use these facilities. Police Chief Orr commented that Tigard uses Clackamas County towers and agencies are already sharing towers. Mike Fletcher from WCCA said they use a combination of towers owned outright, leased towers and towers they co-locate. Mayor Cook noted that towers may not be popular with citizens but they love the coverage and cutting down the number of towers is a good thing. He noted that a selling point to the public is that WCCA can lease space on their tower facilities to others. Mr. Fletcher referred to Mayor Cook's question on keeping up with changes in technology and said a component of the purchase plan is that the equipment will be refreshed and kept current with the latest technology. Council President Snider asked about depreciation and if the public would need to do this again in 21 years. Mr. Fletcher said they do not know what the future will be and technology could change dramatically in that time. Council President Snider asked if text to 9-1-1 will work with the new equipment. Mr. Fletcher said it will be working soon in Washington County. Officially it is a state system and a pilot program for the Portland metro region is in process. Councilor Henderson asked if other counties are upgrading their programs as 9-1-1 does not stop at jurisdictional borders. Chief Sherrard said Multnomah County is already in the process. The Salem area 9-1-1 agency is upgrading their radio equipment. Clackamas County is in the same process and is talking about a bond measure. Clark County,Washington has also and Marion County just completed their request for proposals. The national system is moving from analog to digital. Councilor Henderson asked what would happen if this did not pass. Division Chief Sherrard said it would fall back to each jurisdiction to figure out how to pay for their portion. Police Chief Orr said$5 million would be Tigard's portion. Mayor Cook thanked them for coming and urged everyone to vote on favor of the bond measure in May. 5. LOCAL CONTRACT REVIEW BOARD: AWARD CONTRACT FOR 95""'AND NORTH DAKOTA SIDEWALK INFILL Public Contracts Manager Barrett and Senior Engineer McCarthy spoke to council about the 95`' Avenue and North Dakota Street sidewalk project contract. Mr. Barrett said there were some TIGARD CITY COUNCIL MEETING MINUTES — March 8, 2016 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.dgard-or.gov I Page 4 of 6 changes to the contract since it was last discussed at council. Two driveways had to be added to the project, making the contract total$131,615. Staff will bring a third quarter supplemental budget to council to transfer money from the gas tax for these additional driveways, a contingency and additional right-of-way costs. Staff has also asked Washington County for additional money. Mr. McCarthy said Washington County staff recommended approval of $30,000 in additional funds and the decision on this will be made at the next CDBG Policy Advisory Board meeting. City gas tax funds will make up the additional$30,000. Councilor Henderson asked if$92,000 in engineering costs were a normal fee. Engineer McCarthy said engineering costs were higher than normal partly due to the extensive federal right-of-way process involved. He said another aspect to higher engineering costs was the use of porous concrete, a material new to Tigard that took more time to engineer. Councilor Henderson noted that the other contractor bids were higher and Mr. Barrett said one factor for the low bidder is that they do have their own concrete crew which gave them an advantage. He said staff received a protest to this award because of an incomplete form but it was determined they did not have to provide that form. He said this was communicated to council in a memo to council last week. Council President Snider moved that the contract to be approved as presented. Councilor Henderson seconded the motion. Mayor Cook conducted a vote and the motion passed unanimously. Yes No Council President Snider ✓ Councilor Woodard (absent) Mayor Cook ✓ Councilor Goodhouse (absent) Council Henderson ✓ Public Contracts Manager Barrett said the next step is to bring a supplemental budget to council for approval and the amount will either be $60,000 or$30,000, dependent upon action the CDBG Policy Advisory Board takes. Mayor Cook thanked staff for including photos in the agenda packet and said they were helpful in explaining the project layout. 6. NON AGENDA ITEMS None. 7. EXECUTIVE SESSION None scheduled TIGARD CITY COUNCIL MEETING MINUTES — March 8, 2016 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.dgard-or.gov I Page 5 of 6 8. ADJOURNMENT At 8:08 p.m. Council President Snider moved for adjournment. Councilor Henderson seconded the motion. Mayor Cook conducted a vote and the motion passed unanimously. Yes No Council President Snider ✓ Councilor Woodard (absent) Mayor Cook ✓ Councilor Goodhouse (absent) Council Henderson ✓ Carol A. Krager, City Rec rder Attes . John . Cook, Mayor Date TIGARD CITY COUNCIL MEETING MINUTES — March 8, 2016 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.dgard-or.gov I Page 6 of 6