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City Council Minutes - 06/12/2018 ® City o f Tigard ■ Tigard City Council Meeting Minutes June 12, 2018 STUDY SESSION Council Present: Council President Snider,Councilor Anderson,Councilor Woodard and Councilor Goodhouse. Absent: Mayor Cook Staff Present: City Manager Wine,Assistant City Manager Zimmerman,City Attorney Rihala,Finance and Information Services Director LaFrance,Senior Management Analyst Kang,Senior Management Analyst Barrett,Utility Manager Goodrich and City Recorder Krager A. RECEIVE FISCAL YEAR 2017 MASTER FEES AND CHARGES SCHEDULE UPDATE Senior Management Analyst Kang said this update is to give Council a chance to ask questions or request follow-up prior to the budget adoption hearing. He gave an overview of changes which are mainly driven by indices identified by resolution or the Tigard Municipal Code. There are also some changes to planning fees due to a clean-up of the Development Code. Finance and Information Services Director LaFrance addressed some increases in solid waste fees. As required by the TMC Tigard's two franchised solid waste haulers submit their financial reports for the calendar year and the code sets a target aggregate profit for waste haulers between 8 and 12 percent. The aggregate rate for the year ending December 2017 shows a profit rate of 9.7 percent so standard practice is to increase all solid waste rates by the index. The index for 2017 is 3.9 percent. Finance and Information Services Director LaFrance said the haulers experienced a drastic change in November of last year and now have to pay for recycling. This was not reflected in their financials. Most recycling is being shipped and handled in China and they have requirements about contaminated recycling that we are not meeting because our residents put the wrong things in their recycle bins. It slows the belts and increases labor costs to process which get passed along to the haulers.Because of this staff is suggesting a$1.50 residential monthly surcharge and 90 cents per yard for commercial customers. A rate study is coming up and will include this change to the industry. Councilor Woodard said he was supportive of the staff recommendation. Councilor Anderson asked how consumers will be notified of the increases. Mr. LaFrance said the haulers will put information on their bills. The budget hearing is on June 26 and some increases will go into effect on July 1. Councilor Goodhouse noted that the city no longer processes passports and asked why it remained a line item. Mr. LaFrance said it would be stricken. TIGARD CITY COUNCIL MEETING MINUTES —June 12, 2018 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 w,,vw.tigard-or.gov, I Page 1 of 10 Councilor Woodard asked about the removal of the Overdue Cultural Pass fee and Mr.Kang said it was eliminated because the pass is now digital. B. COUNCIL LIAISON REPORTS Councilor Anderson reported on the Regional Water Providers Consortium meeting and said they have new video content which he will share with council. He attended the League of Oregon Cities Housing Summit. Councilor Goodhouse said the SW Corridor DEIS is available with electronic links and City Manager Wine said Council will be copied with the Executive Summary in their newsletter. Administrative Items: City Manager Wine said two items were removed from the agenda and will come forward at a later date:Agenda Item 9 -Purchase of Utility Truck Bodies and Agenda Item 10— Dirksen Park Shelter/Restroom. She said DHM Research will be setting up focus groups of citizens who voted against the levy. Council may observe these discussions or get a copy of the video. Councilor Woodard requested a copy of the video. She will get time and location details to council. The Study Session was adjourned at 6:54 p.m. 1. BUSINESS MEETING A. At 7:32 p.m. Council President Snider called the City Council and Local Contract Review Board to order. B. City Recorder Krager called the roll. Present Absent Councilor Anderson ✓ Mayor Cook ✓ Councilor Goodhouse ✓ Council President Snider ✓ Councilor Woodard ✓ C. Council President Snider asked everyone to stand and join him in the Pledge of Allegiance. D. Call to Council and Staff for Non-Agenda Items—Councilor Woodard requested a discussion on how to handle the potential third council seat in the upcoming election. He recommended this conversation happen well before the Washington County election deadlines. Council President Snider said he also had a Non-Agenda Item and these will both be discussed at the end of the meeting. 2. CITIZEN COMMUNICATION A. Follow-up to Previous Citizen Communication—None. TIGARD CITY COUNCIL MEETING MINUTES -June 12, 2018 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.tigard-or.gov I Page 2 of 10 B. Tigard High School Envoy—Associated Student Body Vice-President Sierra Kruse gave her school year-end report on Tigard High activities and events. She introduced next year's Student Envoy,Tigard High ASB Vice-President John Freudenthal. Councilor Woodard moved to approve Resolution No. 18-29 and Councilor Goodhouse seconded the motion. Council President Snider conducted a vote and the motion passed unanimously. Resolution No. 18-29—A RESOLUTION ACKNOWLEDGING AND COMMENDING SIERRA KRUSE FOR HER SERVICE AS TIGARD HIGH SCHOOL STUDENT ENVOY TO THE CITY OF TIGARD Yes No Councilor Anderson ✓ Mayor Cook (absent) Councilor Goodhouse ✓ Council President Snider ✓ Councilor Woodard ✓ Council President Snider read the resolution and presented THS Envoy Kruse with a copy. C. Tigard Chamber of Commerce—Tigard Chamber Farmers Market Manager and Marketing and Events Coordinator Jessica Love gave an update on Chamber activities. She said 35 people have graduated from Leadership Tigard in the past two years. Applications are being accepted for next year's class. The ArtWalk went well and the pop-up gallery was a big success at Tigard Tap House. Berries are in at the Farmers Market.The Tigard Festival of Balloons is on Friday,June 22. The Tigard Street Fair will be on Saturday,September 8. D. Police Department Update—Chief McAlpine gave her monthly update to council with two PowerPoint slides and written material that have been added to the record. She said Tigard is trending up with person and property crimes,including a burglary spree along Hall Boulevard between O'Mara and Durham during the daytime. Calls to police went up past 2,000 and 61 percent of those are"Other,"which includes behavioral health situations, subject stops and working with the homeless.There was a 77 percent increase in stolen vehicles from last year and this is occurring in commercial areas as well as residential. She said the community should be diligent about not leaving valuables in their vehicles. Chief McAlpine noted that the Police Department received an action plan on the Gendewoods neighborhood nuisance house and she will report next month on its status. The Police Open House was cancelled. There will be a police presence at the upcoming Balloon Festival. E. Citizen Communication—Sign-up Sheet. Charles Larson, 12479 SW Brook Court,Tigard,OR 97223 said he represents a student-led record company called North Records LLC.They are working with Tigard Parks and Recreation on the very first Beginnings Music Festival. Tigard-Tualatin School District music students are involved and this gives them an opportunity to gain experience and TIGARD CITY COUNCIL MEETING MINUTES—June 12, 2018 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.tigard-or.gov I Page 3 of 10 exposure. A short film about the musicians will be shown at the joy Theater at 6 p.m. on June 28,and the music festival starts at 5:30 p.m. on July 25th in Cook Park. He invited council to attend. Megan DeSalvo and Kelsey Love,8527 SW Avon St,Tigard, OR 97224, spoke about the Tigard-Tualatin Relay for Life on July 14-15,a 24-hour walking event to honor cancer survivors. This is one of just a few 24-hour cancer relays remaining and will be held at Fowler Middle School. They requested city involvement and Council President Snider asked them to discuss off-line with Assistant City Manager Zimmerman how the city can best offer assistance and help get the word out on this event. 3. CONSENT AGENDA: (Tigard City Council) — A. RECEIVE AND FILE: 1. Council Calendar 2. Council Tentative Agenda for Future Meeting Topics Councilor Woodard motioned for approval of the Consent Agenda as presented and Councilor Anderson seconded the motion. Council President Snider conducted a vote and the motion passed unanimously. Yes No Councilor Anderson ✓ Mayor Cook (absent) Councilor Goodhouse ✓ Council President Snider ✓ Councilor Woodard ✓ 4. CONSIDER RESOLUTION OF APPRECIATION FOR TIGARD HIGH SCHOOL STUDENT ENVOY SIERRA KRUSE This was done earlier at the time of her report. 5. CONGRATULATE TIGARD HIGH SCHOOL STATE CHAMPIONS IN DANCE,TRACK AND FIELD Council President Snider offered the Tigard City Council's congratulations to Tigard High State Champions in dance,track and field. He commented that Mayor Cook was unable to attend the meeting tonight but is a super fan of Tigard High athletes and all of Council follows their • achievements. The dance,tennis,track and field athletes were presented with city pins and posed for photographs. Lizzy Stevens was honored for her second Tennis singles championship in Class 6A. Councilor Goodhouse invited the State Championship 4x100 Meter Relay Team (Josh Burns, Antonio Angel, Skylar Holloway and Breden Lenzy) forward and also noted that Antonio Angel earned an additional state title in Boys 300 Meter Hurdles. TIGARD CITY COUNCIL MEETING MINUTES -June 12, 2018 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 4 of 10 6. CONSIDER RESOLUTION APPOINTING PARK AND RECREATION ADVISORY BOARD MEMBERS Park and Facilities Manager Martin gave the staff report. Mayor Cook and Councilor Anderson interviewed ten citizens for vacancies on the PRAB on May 30. Their recommendation was to reappoint Scott Winkels and appoint Tristan Irvin and Ellen Seminara to their first terms as PRAB members. They also recommend appointing Sean Ernes and Darlene Dick to terms as alternate members. Councilor Goodhouse moved to approve Resolution No. 18-30. Councilor Anderson seconded the motion. City Recorder Krager read the number and title of the resolution. Resolution No. 18-30 — A RESOLUTION TO APPOINT SCOTT WINKELS, TRISTAN IRVIN,AND ELLEN SEMINARA AS VOTING MEMBERS AND SEAN ERNES AND DARLENE DICK AS ALTERNATE MEMBERS OF THE PARK AND RECREATION ADVISORY BOARD Council President Snider conducted a vote and announced that the motion passed unanimously. Yes No Councilor Anderson ✓ Mayor Cook (absent) Councilor Goodhouse ✓ Council President Snider ✓ Councilor Woodard ✓ 7. LOCAL CONTRACT REVIEW BOARD—CONSIDER AWARD OF CONTRACT FOR WATER METERS Senior Management Analyst Barrett and Utility Manager Goodrich presented the staff report. Utility Manager Goodrich said Tigard has 19,650 meters currently in use.The city will need to purchase new meters as new development comes on line and other meters are purchased to replace the 18,000 that are starting to age out. Most,including all in River Terrace, are specialized to allow utility billing division staff to read them with new radio read technology. Councilor Woodard moved to approve the water meter purchase as presented. Councilor Goodhouse seconded the motion. Council President Snider conducted a vote and the motion passed unanimously. Yes No Councilor Anderson ✓ Mayor Cook (absent) Councilor Goodhouse ✓ Council President Snider ✓ Councilor Woodard ✓ TIGARD CITY COUNCIL MEETING MINUTES -June 12, 2018 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.tigard-or.gov I Page 5 of 10 8. LOCAL CONTRACT REVIEW BOARD—CONSIDER AWARD OF CONTRACT FOR GENERAL TREE CARE AND CERTIFIED ARBORIST Senior Management Analyst Barrett and Park and Facilities Manager Martin gave the staff report. Every five years the city goes out for what used to be called the hazardous tree maintenance contract and is now called the general tree care and certified arborist contract. Two of the three bids received were deemed unresponsive. Staff recommends awarding the contract to Bartlett Tree Experts. Councilor Anderson moved for approval of the contract for general tree care and certified arborist services. Councilor Woodard seconded the motion. Council President Snider conducted a vote and the motion passed unanimously. Yes No Councilor Anderson ✓ Mayor Cook (absent) Councilor Goodhouse ✓ Council President Snider ✓ Councilor Woodard ✓ 9 LOCAL GONTDACT REVIEW BOARD GONSIDER A IARD OF !0N-T-DAcT FO= c T TTTT TTV TD T GK BopiL'Q This item was removed from the agenda and will be rescheduled. 10. LO GAL GONTRAGF RR*!E-V'B0APcD OF 8148 TR D /�S4RG lA T FGR TITD TICS TAT N A TT TD L' n d D TP This item was removed from the agenda and will be rescheduled. 11. LOCAL CONTRACT REVIEW BOARD—CONSIDER AWARD OF CONTRACT FOR UNDERGROUND UTILITY LOCATING SERVICES Senior Management Analyst Barrett and Utility Manager Goodrich presented the staff report. Mr. Goodrich said utility locating has been done in the past using in-house staff but there has been growth in the water system which now includes 260 miles of underground water pipe within the Tigard Water Service Area, 167 miles of sewer pipe,and 168 miles of storm water pipe within the city. Our system is also complex in that there are portions of the community served by Tualatin Valley Water District so they do those locates. We have also acquired pipe as part of the Lake Oswego-Tigard Water Partnership that we are responsible for locating.Tigard is a member of Oregon 811,which requires that the city receive and pay for any and all locate requests that Oregon 811 receives within ten feet of city infrastructure. The city has been performing its own locating services but to maximize the availability of staff to perform other duties,the city is looking to contract for locating needs. On staffs recommendation USIC was hired to do a short-term pilot project so staff could compare what an outside contractor could do compared to in-house forces. Councilor Woodard asked if the staff previously doing the utility locating workload was needed. Utility Manager Goodrich said there is a vacancy in the water division that will not be filled. The person who used to do the locating is freed up to do deferred maintenance.They are in the master TIGARD CITY COUNCIL MEETING MINUTES—June 12, 2018 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 6 of 10 plan process which will also examine staffing needs. Councilor Woodard asked about coordination loading updates to the CMMS program. Utility Manager Goodhouse said the law requires each operator to locate their underground utilities within a certain timeframe and staff recognizes the importance of this.Their experience in using USIC for a trial period has been very positive. Staff wants to award the contract to for this service. They are local and have an office in Tigard.Tigard's Enterprise GIS people can share GIS information with their systems using new technologies and protocols so records can be quickly updated. Councilor Woodard said he liked that the funding was divided between the water,sewer and storm funds. Council President Snider said it was hard to imagine that one employee is doing services costing $125,000 a year. Utility Manager Goodrich said it is one FTE but Friday, Saturday and Sunday service must be available for emergency locates. The city would be able to get that service with the contractor for$35 per hour. Two FTE employees would be required to provide the same availability for this complex system. Councilor Goodhouse moved for approval of the contract as presented. Councilor Anderson seconded the motion. Council President Snider conducted a vote and the motion passed unanimously. Yes No Councilor Anderson ✓ Mayor Cook (absent) Councilor Goodhouse ✓ Council President Snider ✓ Councilor Woodard ✓ 12. CONSIDER AUTHORIZING A FOURTH AMENDMENT TO THE LASICH PROPERTY PURCHASE AGREEMENT Parks and Facilities Manager Martin gave the staff report on this amendment to the Lasich property purchase agreement. He said this adjusts the lease slightly by moving up the timetable on the last payment so it can be paid off as soon as possible in the new fiscal year so partners working on the Roy Rogers Road water system line can stage their equipment and vehicles. The city will not be charging them rent but will request that they mow the property,gravel the road and maintain the building which could serve as a job shack for the project. He noted that if the City charges the project it would be charging itself because Tigard is paying one-third of the Roy Rogers Road costs. Councilor Anderson moved to approve a fourth amendment to the Lasich property purchase and authorize the City Manager to sign. Councilor Goodhouse seconded the motion. Council President Snider conducted a vote and the motion passed unanimously. TIGARD CITY COUNCIL MEETING MINUTES—June 12, 2018 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.dgard-or.gov I Page 7 of 10 Yes No Councilor Anderson ✓ Mayor Cook (absent) Councilor Goodhouse ✓ Council President Snider ✓ Councilor Woodard ✓ 13. CONSIDER AUTHORIZING THE PURCHASE OF A PARK FACILITY ON THE LASICH PROPERTY Parks and Facilities Manager Martin gave the staff report. Staff is requesting the purchase of a double-wide modular home on the Lasich property,located across the driveway from a large metal shed. He said this modular unit will work for future park crew members to use and store their equipment. The asking price is$50,000 and it was appraised at$82,000. Councilor Woodard commented that it looks like a good facility. Councilor Goodhouse moved to approve the purchase of the modular building on the Lasich property and authorize the City Manager to complete the transaction. Councilor Anderson seconded the motion. Council President Snider conducted a vote and the motion passed unanimously. Yes No Councilor Anderson ✓ Mayor Cook (absent) Councilor Goodhouse ✓ Council President Snider ✓ Councilor Woodard ✓ 14. CONSIDER AUTHORIZING THE CITY MANAGER TO SIGN AN AGREEMENT WITH ODOT FOR RIGHT OF WAY SERVICES FOR NEW SIDEWALKS ALONG SW COMMERCIAL STREET Senior Project Engineer Newbury gave the staff report. He said in 2016 the city entered into an intergovernmental agreement with TriMet for sidewalks near Main and Commercial Streets. During the design phase it was determined that some temporary construction easements were needed. This agreement will allow ODOT to perform right-of-way services on Tigard's behalf. Costs involved will be taken care of by TriMet. Councilor Goodhouse moved to authorize the city manager to sign an agreement with ODOT for right-of-way services for new sidewalks along SW Commercial Street. Councilor Woodard seconded the motion. Council President Snider conducted a vote and the motion passed unanimously. TIGARD CITY COUNCIL MEETING MINUTES—June 12, 2018 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.tigard-or.gov I Page 8 of 10 Yes No Councilor Anderson ✓ Mayor Cook (absent) Councilor Goodhouse ✓ Council President Snider ✓ Councilor Woodard ✓ 15. EXECUTIVE SESSION None. 16. NON-AGENDA ITEMS 1. Councilor Woodard requested a discussion on the vacant council seat. City Manager Wine said a letter was received from Council President Snider stating he was running for mayor so he is resigning from his council term at the end of December. Councilor Woodard said he wanted to ensure Council makes a decision in time before running into deadline issues with Washington County Elections. He recommended holding this discussion within 30 days. City Manager Wine commented that the last time Council had a council seat vacancy decision before them was in 2012 and it took three meetings to decide a course of action. 2. Council President Snider said he has been reflecting on the results of the levy and suggested that the performance audit process begin immediately. He said he made this suggestion in January and while that would have been the best time to start the process,the next best time is now. He said a majority of the council did not support his recommendation then but asked council to join him now in supporting that all city departments be audited, or at a minimum,all departments supported by the General Fund,by the end of 2018. He asked if there was council support. Councilor Goodhouse said one thing coming from the levy results is that people want to know what the city is doing and it is a good time to look at performance audits. He suggested the sooner the better because the city is facing another year with budget cuts and it would be good to have this done before entering into the next budget cycle. Councilor Anderson said he was supportive and asked about the costs. Councilor Woodard said he was pleased to hear this recommendation and has been suggesting this since 2011 but unfortunately could not get council to shift gears. He questioned whether the timing was a political ploy. He said he wants to put this to a vote because citizenry would be favorable and it will take a charter change. A task force would be required and that would need to be defined in the city charter. He estimated that the cost may range from $20,000-$40,000. City Manager Wine clarified that the direction is for staff to develop a plan that includes how to fund,options and prices for a performance audit by end of the year 2018. She said an audit would not be completed by the end of the year but this would map out a plan and determine the scope. 17. ADJOURNMENT At 8:25 p.m. Councilor Anderson moved for adjournment. Councilor Woodard seconded the motion and all voted in favor. TIGARD CITY COUNCIL MEETING MINUTES-June 12, 2018 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 www.tigard-or.gov I Page 9 of 10 Yes No Councilor Anderson ✓ Mayor Cook (absent) Councilor Goodhouse ✓ Council President Snider ✓ Councilor Woodard ✓ Carol A. Krager, City Recorder Attest: Jason Hider, Council President Date TIGARD CITY COUNCIL MEETING MINUTES —June 12, 2018 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.dgard-or.gov I Page 10 of 10