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NORTH PLAINS CITY COUNCIL - REGULAR SESSION AGENDA PACKET Monday, October 16, 2017

The City of North Plains

Agenda

City Council - REGULAR Session Meeting

Monday, October 16, 2017 @ 7:00 PM

North Plains Senior Center

31450 NW Commercial Street

Page

1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. CONSENT AGENDA:

(The items on the Consent Agenda are normally considered in a single motion. Any item may be removed for separate consideration upon request by any member of the Council.)

A. Approval of October 16, 2017 City Council Regular Session Agenda B. Approval of October 2, 2017 City Council Minutes. 5. PUBLIC COMMENT:

(Persons wishing to speak on matters not on the agenda may be recognized at this time. Speakers must complete a “Public Comment Registration form” on the information table and return it to the City Recorder. You are not required to give your address when speaking to the City Council, only your name. Presentations are limited to five minutes.)

A.

□ NW Vintage Thunderbird Club Request 3

6. PRESENTATION A. TVF&R PRESENTATION

□ North Plains State of the District 10-16-17 from TVF&R

7. STAFF REPORTS A. Library Director's Monthly Department Report

□ Library Directors Report October 2017

4 - 11

B. Chief of Police Monthly Department Report C. Public Works Director's Monthly Department Report

□ Public Works Directors Report October 2017

12

8. PUBLIC HEARING: A. Water System Development Charge (SDC)

□ Water SDC Increase Staff Report October 16

□ Updated Water SDC Noticev4

□ Water SDC Methodology (7-13-17)

13 - 24

9. NEW BUSINESS:

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NORTH PLAINS CITY COUNCIL - REGULAR SESSION AGENDA PACKET Monday, October 16, 2017

A. City iPad Policy □ City Supplied Device Use Staff Report

□ City Supplied Device Use Policy

25 - 26

B. Approval of James Fage to Planning - was not done last year when his term

expired □ James Fage Planning Commission Application

□ Resolution Number 1982 Reappointment to Planning Commission James Fage

27 - 28

C. Water Rate Study Proposal

□ Water Rate Study Staff Report

□ Water Rate Study Proposal

29 - 32

10. UNFINISHED BUSINESS: A. None Scheduled 11. ORDINANCES: 12. CITY MANAGER REPORT 13. COUNCIL REPORTS A. Council reports will be provided by the Mayor and City Councilors on meetings

attended and other items

B. Review November 2017 Council Calendar

□ 2017 Calendar of City Meetings

□ 2017 October Calendar all Meetings

33 - 34

14. ADVICE/INFORMATION ITEMS: 15. EXECUTIVE SESSION 16. ADJOURNMENT:

*****

North Plains City Council meetings are accessible for disabled individuals. The City will also endeavor to provide services for persons with impaired hearing or vision and other services, if requested, at least 48 hours prior to the meeting. To obtain services, please call City Hall at (503) 647-5555

*****

The following City Council Meetings are scheduled to be held at the North Plains Senior Center, 31450 NW Commercial Street, North Plains, Oregon.

The meetings will be held on the following dates at 7:00 p.m.:

Monday, November 6, 2017 Monday, November 20, 2017 Monday, December 4, 2017

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CITY OF NORTH PLAINS – LIBRARY DEPARTMENT REPORT FOR SEPTEMBER

TO: DONALD OTTERMAN, CITY MANAGER, CITY COUNCIL MEMBERS

CC: LIBRARY BOARD

FROM: WILL WORTHEY, LIBRARY DIRECTOR

STATISTICS FOR SEPTEMBER 2017 AND RECENT MONTHS

HISTORICAL COMPARISON DATA FY 2007 - 2017

2007- 2008

2008- 2009

2009- 2010

2010- 2011

2011- 2012

2012- 2013

2013-2014

2014- 2015

2015-2016

2016- 2017

Ave door count per month 1,918 2,046 2,130 2,191 2,977 2,953 3,100 3,137 3,264 3,384

Ave monthly Circulation 2,562 3,177 3,455 4,651 5,167 5,087 5,257 5,062 5,074 5,508

Notes We join WCCLS FY 07 - 08

The recession ends circulation flattens Growth!

RECENT MONTHS FY 2017 - 2018

JAN FEB MARCH APRIL MAY JUNE JULY AUG SEPT OCT

Recent months door count. 2157* 2844* 3,854 4,394 4,416 3,908 3,761 4371 3,516

Last year, same month door count 2,804 3,017 3,468 3,560 3,403 4,115 2,594 3,365 3,544

Recent months Circulation per month 5,507 5,335 5,648 5,599 5,391 5,577 5,810 6,466 5,334

Last Year Circulation per month 4,808 5,019 5,905 4,956 4,649 5,322 5,909 5,606 5,223

Notes * Gate was down & snow events.

The library’s public computers were used for 396 hours with 432 individual logins.

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There were 50 children and adults who attended Book Babies Story-times, 97 children and adults who attended Story-times for

preschoolers. Facebook followers now total 355.

The Library Board agenda, meeting minutes and Directors reports with summary statistics may be viewed at the city website at:

http://cityofnp.org/index.php/departments/public-meetings/library-board/

ANNOUNCEMENTS: NUTS AND BOLTS

Following discussions at last month Library Board meeting and public input via survey Phillip Margolin was selected to be the candidate

for a One City One Book author. Following some phone conversations with the author it appears that he is willing to speak in North

Plains for free as long as we are willing to allow him to do some marketing for forthcoming books. We are currently looking at dates for

speaking engagements with late February or March being likely.

I am currently seeking quotes to install an automatic door opener for the library to enhance our accessibility for wheel chair bound

persons and caregivers with strollers. I intend to request that the Friends of the Library take on this expense. A door opening system

will most likely be in the $4000-$4500 range.

ANNOUNCEMENTS: ART MATTERS

The following fine objects of art will be on display in the library during October, and November.

Quilt display

For October, we will be displaying a donated quilt. This beautiful quilt has traditional blocks in a Row by Row design and was

anonymously donated to the Westside Quilters Guild. The quilting was completed by one of the WQG members. It will fit nicely on a

queen-size bed.

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Artist’s trading card

Each month Marie Buckley and other local artists meet to share Artist Trading Cards (ATCs). These miniature works of art are designed

to match a set theme and are about the size of a baseball card. The event occurs at 6pm on the third Thursday evening of each month.

This is a fun way to meet other artists and exchange art creations. The ATC exchange is free and open to the public.

Our ATC topic for October is Under Water/Oceans/Mermaids. The swap will occur on October 19.

Our ATC topic for November is Faces. The swap will occur on November 16.

Our ATC topic for December is Hair. The swap will occur on December 21.

In library art display

In October we will display the art of Leonardo Cocco. Leonardo said “I take the same pleasure at finding what I like to paint, as in the

making of a painting. My search for inspiration includes a lot of walking and driving, and I always take a camera and sketch book with

me. All of my paintings are done in my studio at home.

Street performers and musicians are my favorites. I rarely add or remove people or change the color of their clothing to satisfy my

composition or color scheme for a painting. The second subject that interests me is manmade structures...cityscapes, bridges and

buildings, especially the old, weathered ones. I am a self-taught oil painter. I have a preference for earth colors that seem to fit the

choice of the subjects I like to paint”.

Craft Guild Meeting

Join our informal group of knitters and quilters from 6pm until 8pm on the first Wednesday evening of each month. Anyone interested in

gathering for camaraderie as you work on your individual projects is welcome to do so at the library. This is intended to be an informal

get-together of crafters, with no formal instruction.

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ANNOUNCEMENTS: YOUTH SERVICES

The following items summarize our upcoming program offerings for younger library patrons.

TUTORING SERVICE

Stacie our tutoring volunteer will be providing her excellent Homework Help again this school year and will be here on Mondays. The

booking window is 2:30pm until 4:30pm for half hour blocks of time. Please contact the Library to book a free appointments. The tutor

will provide help with all subjects including math from an elementary school level through calculus.

Book Babies Storytimes

Babies 0-12 months are invited to hear stories, enjoy finger plays, and share songs and rhymes with Early Childhood Specialist,

Lauren, every Wednesday at 10:30am in the children’s section of the library.

Storytimes

Children ages 0-6 are invited to participate every Wednesday at 11:30am in the children's section of the library.

October 18. Storytime with Mr. Will, Planes, Trains and Automobiles.

October 25. Storytime with Mr. Will, Spooky Tales.

November 1. Storytime with Mr. Will, Down on the Farm.

November 8. Guest Storytime with National Guard recruiter Anthony Cox.

November 15. Storytime with Mr. Will, Puddles and Rain.

November 22. Storytime with Mr. Will, Robots Attack!

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Family Fun Night

Join us at the Library on the First Friday of each month for a free showing of a PG-rated movie, and a chance for parents to get their

holds or have a quiet moment!

November 3 @ 6:30pm, Captain Underpants

Two overly imaginative pranksters named George and Harold hypnotize their principal into thinking he's a ridiculously enthusiastic,

incredibly dimwitted superhero named Captain Underpants.

Super Saturday.

Come join the library at Jessie Mays Community Center for fun performers and activities for all ages! These events occur from 1 until

2pm. Events are always a blast, and always free of charge.

Saturday November 25th Super Juggling with Rys Thomas

Rhys Thomas dazzles you with improbable juggling, unique comedy and amazing acrobatics. JuggleMania shares the heroes that

taught him how to juggle: BOOKS! By reading and practicing, this Oregon boy gained enough skills to become an internationally touring

juggler, magician and comedian. Chinese yo-yos, cowboy lassos, Indian clubs, Egyptian juggling balls and other toys come alive in the

hands of an artist that has toured four continents.

ANNOUNCEMENTS: ADULT SERVICES

Here is a rundown on the adult focused news and programs that occurred recently or are scheduled to occur next month. All are

welcome at our programs.

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Oregon Military History Book Talk

Join us at the library October 19 at 7pm. Oregon’s military heritage goes back thousands of years with native warrior traditions. From

1847 to 1880 Army and volunteers units engaged Oregon’s native peoples in eight major conflicts. The Army built several forts from

Oregon’s coast to the Snake River. The Oregon Militia was first created in 1843 and this led to creation of the Oregon National Guard

in 1887. As the Pacific Northwest’s well-trained National Guard unit, the 41st Infantry Division served commendably from 1941 to 1945.

Oregonians served heroically in Korea and Vietnam. Recently Oregon Army and Air National Guard units have been serving in

Afghanistan and Iraq conflicts.

International Movie Night

With the kind support of the Cultural Trust of Oregon, the Cultural Coalition of Washington County, and the Abbey Creek Winery, we

are able to bring you fresh foreign film every month. All showings occur at the Abbey Creek Winery tasting room on Commercial Street.

Fine wine is available for purchase.

Thursday, October 26, International Movie Night will be the film Glory from Bulgaria at Abbey Creek tasting room at 6pm.

Tsanko Petrov, a railroad worker, finds millions of leva on the train tracks. He decides to turn the money over to the police, for which the

state rewards him with a new wristwatch that soon stops working. Meanwhile, Julia Staikova, head of the PR department of the Ministry

of Transport, loses Petrov's old watch, a family relic. This starts his desperate struggle to recover both his old watch and his dignity.

Thursday, November 16, International Movie Night will be the film Moka from France. This screening is in French with English subtitles.

Diane Kramer is led by one obsession: to find the driver of the mocha color Mercedes which hit her son and devastated her life. With a

few belongings, some money and a gun, she goes to Evian, where she's learned the driver lives.

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Seed exchange day at the Library

Have fun and get a start on your 2018 garden. On November 18 from 11am until 1pm bring your seeds to show and share. Gardeners

can bring seeds they’ve saved, or seed from partially used packets, to share with others. In turn, participants take away new seeds for

their 2018 garden. Bring your questions! We will have plant smart volunteers on hand to answer them!

Library Book Club

New members are always welcome to join in the monthly discussions. The group meets regularly once a month, usually on the last

Wednesday of each month at 7pm at the North Plains Public Library.

October 25 When Breath Becomes Air by Paul Kalanithi at 7pm

At the age of thirty-six, on the verge of completing a decade's worth of training as a neurosurgeon, Paul Kalanithi was diagnosed with

stage IV lung cancer. One day he was a doctor treating the dying, and the next he was a patient struggling to live. And just like that, the

future he and his wife had imagined evaporated. When Breath Becomes Air chronicles Kalanithi's transformation from a naïve medical

student "possessed," as he wrote, "by the question of what, given that all organisms die, makes a virtuous and meaningful life" into a

neurosurgeon at Stanford working in the brain, the most critical place for human identity, and finally into a patient and new father

confronting his own mortality.

ANNOUNCEMENTS: UPCOMING MEETINGS

The following is a listing of the library related meetings scheduled for the next few months.

Friends of the North Plains Public Library

Our supportive Friends group usually meets quarterly on Monday evenings in the Library at 7pm and all members are invited to attend.

Date for upcoming friends meetings are as follows:

December 11, 2017

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March 12, 2018

June 11, 2018

Library Board

Our board will meet generally on the third Wednesday of each month at 7pm to discuss the library, its goals and objectives.

There will be a meeting of the Library Board on November 15, 2017.

There will be no meeting of the Library Board for December; traditionally it is replaced by the cookie gathering.

SAVE THE DATES: KEY DATES FOR LATER IN THE YEAR

Carolers / Jingle event - December 7, 2017.

Culinary Literacy III – tentatively December 9, 2017.

International Film Night – December 21, 2017.

Super Saturday Mo Phillips – January 13, 2018.

International Film Night – January 18, 2018.

Ukulele event – January 26. 2017.

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City of North Plains Public Works Department

Month End Department Report: September

TO: City Council Department Heads

Date: October 16, 2017

FROM: Blake Boyles Public Works Director SUBJECT: DEPARTMENT REPORT

The 2017 murals are almost complete Allison McClay has just

some touch up work to complete

Public Works has been performing maintenance of equipment

and buildings.

Locates numbers are reaching highs we have not seen before, an

average of 10 per day.

Crews have been installing meters and inspecting concrete

pouring in subdivisions.

To date we currently have 1,121 water services. Water samples

Crews have done two taps and ran two water services this month

Crews have repaired 3 leaks on mainlines this month

Work on the Ghost Creek Trail design continues Crews have attended a Hydrant Maintenance class

Work on the RFQ for engineers of the reservoir continues. Coordination with contractors involve with Sunset Ridge and

North Meadows. Preparation for hydrant maintenance program, with new

mapping and flow testing. West Union Pedestrian path surveying and design continues.

Working with Engineering to update several outdated maps.

Future reports will include tasks accomplished and those pending. If

there is any other information you may want to see in the report, please let me know.-

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CITY OF NORTH PLAINS

31360 NW Commercial Street, North Plains, Oregon 97133


To: Mayor and City Council

From: City Manager Don Otterman

Subject: Public Hearing on Proposed Increase in System Development Charges

Request: Conduct public hearing on increase in water system development charges. Background: System development charges are charges placed on building permits to help pay for the increase in infrastructure necessary to support new development. The need for that infrastructure is considered when public facility master plans are prepared and are shown as future projects in the master plan. The costs of the projects are computed and the system development charges are calculated based upon the percentage need for that infrastructure based upon future development and how much the infrastructure is needed by existing development. In 2006, water system development charges were calculated by the city based upon a new water master plan that was adopted by the city council in December 2005. At the time that the water master plan was prepared, the urban growth boundary expansion was in the final stages of consideration, but not completed and the annexations had not taken place. Murray Smith Inc., City Engineer, has been revising the water master plan, and Deb Galardi with Galardi Rothstein Group was retained by the city to revise the system development charges based upon the revised water master plan. The water master plan is in the final stages of revision, and Kevin McTeague of Murray Smith and Deb Galardi have been coordinating the preparation of the system development charges. However, the master plan is not complete. In order for the city to have a hearing on the system development charge increase, the city must notify those contractors doing business in the city and those requesting notification 30 days in advance and provide copy of the methodology to be considered. This hearing was originally scheduled for September but the methodology was not complete. The hearing has been re-noticed to this evening. The water master plan update has not been completed, however, the finance consultant has been coordinating the preparation of the SDC’s with the city engineer and is aware of the projects that are identified as being needed. of 34

Fiscal Impact: The fiscal impact on private development varies depending upon meter size. Environmental Issues: None identified. Recommendation: It is recommended that the council hold the public hearing and then continue the matter to a date certain (the date will be suggested at the hearing) to enable the city engineer to complete the master plan and allow hearings on the water master plan. Then the city council can adopt the master plan and adopt the revised water system development charges to go into effect on the day the master plan approval becomes final. Sample Motion: I move that the City Council continue the public hearing on the revised water system development charges to (date supplied night of the hearing.)

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June 14, 2017

TO: Interested Parties

FROM: Blake Boyles, City Manager

SUBJECT: NOTIFICATION OF INTENDED ADOPTION OF A WATER SYSTEM

DEVELOPMENT CHARGE (SDC) METHODOLOGY, FEES AND PROJECT

LIST

This letter is to inform you of the proposed adoption of a new water SDC methodology by the City

of North Plains, Oregon and serves to fulfill the 90 day notice to interested parties as required by

ORS 223.304(7). If adopted, the proposed local water SDC methodology will go into effect for all

applicable permits applied for on or after September 19, 2017.

Implementation of the proposed methodology consists of two separate components:

1. The proposed water SDC methodology will be available for public review on July 18,

2017 (60 days prior to the public hearing).

2. The City Council will hold a public hearing on September 18, 2017, regarding the

proposed Resolution adopting a new water SDC methodology and charges.

The proposed water SDC methodology will be available for public review by July 18, 2017, at

City Hall and via the City’s website: http://cityofnp.org/

If you have any questions please contact the City Manager at City Administrator, at 503-647-

2679.

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1

Methodology Report

Water System Development

Charges

Prepared For

City of North Plains

July 13, 2017

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2

SECTION 1

Introduction

Oregon legislation establishes guidelines for the calculation of system development charges (SDCs). Within these guidelines, local governments have latitude in selecting technical approaches and establishing policies related to the development and administration of SDCs. A discussion of this legislation follows, along with the methodology for calculating updated water SDCs for the City of North Plains (the City) based on the recently completed Water System Master Plan Update (Murraysmith).

SDC Legislation in Oregon

In the 1989 Oregon state legislative session, a bill was passed that created a uniform framework for the imposition of SDCs statewide. This legislation (Oregon Revised Statute [ORS] 223.297-223.314), which became effective on July 1, 1991, (with subsequent amendments), authorizes local governments to assess SDCs for the following types of capital improvements:

Drainage and flood control

Water supply, treatment, and distribution

Wastewater collection, transmission, treatment, and disposal

Transportation

Parks and recreation

The legislation provides guidelines on the calculation and modification of SDCs, accounting requirements to track SDC revenues, and the adoption of administrative review procedures.

SDC Structure

SDCs can be developed around two concepts: (1) a reimbursement fee, and (2) an improvement fee, or a combination of the two. The reimbursement fee is based on the costs of capital improvements already constructed or under construction. The legislation requires the reimbursement fee to be established or modified by an ordinance or resolution setting forth the methodology used to calculate the charge. This methodology must consider the cost of existing facilities, prior contributions by existing users, gifts or grants from federal or state government or private persons, the value of unused capacity available for future system users, rate-making principles employed to finance the capital improvements, and other relevant factors. The objective of the methodology must be that future system users contribute no more than an equitable share of the capital costs of existing facilities. Reimbursement fee revenues are restricted only to capital expenditures for the specific system with which they are assessed, including debt service.

The methodology for establishing or modifying an improvement fee must be specified in an ordinance or resolution that demonstrates consideration of the projected costs of capital improvements identified in an adopted plan and list, that are needed to increase capacity in the system to meet the demands of new development. Revenues generated through improve-ment fees are dedicated to capacity-increasing capital improvements or the repayment of

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debt on such improvements. An increase in capacity is established if an improvement increases the level of service provided by existing facilities or provides new facilities.

In many systems, growth needs will be met through a combination of existing available capacity and future capacity-enhancing improvements. Therefore, the law provides for a combined fee (reimbursement plus improvement component). However, when such a fee is developed, the methodology must demonstrate that the charge is not based on providing the same system capacity.

Credits

The legislation requires that a credit be provided against the improvement fee for the construction of “qualified public improvements.” Qualified public improvements are improvements that are required as a condition of development approval, identified in the system’s capital improvement program, and either (1) not located on or contiguous to the property being developed, or (2) located in whole or in part, on or contiguous to, property that is the subject of development approval and required to be built larger or with greater capacity than is necessary for the particular development project to which the improvement fee is related.

Update and Review

The methodology for establishing or modifying improvement or reimbursement fees shall be available for public inspection. The local government must maintain a list of persons who have made a written request for notification prior to the adoption or amendment of such fees. The legislation includes provisions regarding notification of hearings and filing for reviews. The notification requirements for changes to the fees that represent a modification to the methodology are 90-day written notice prior to first public hearing, with the SDC methodology available for review 60 days prior to public hearing.

Other Provisions

Other provisions of the legislation require:

Preparation of a capital improvement program (CIP) or comparable plan (prior to the establishment of a SDC), that includes a list of the improvements that the jurisdiction intends to fund with improvement fee revenues and the estimated timing, cost, and eligible portion of each improvement.

Deposit of SDC revenues into dedicated accounts and annual accounting of revenues and expenditures, including a list of the amount spent on each project funded, in whole or in part, by SDC revenues.

Creation of an administrative appeals procedure, in accordance with the legislation, whereby a citizen or other interested party may challenge an expenditure of SDC revenues.

The provisions of the legislation are invalidated if they are construed to impair the local government’s bond obligations or the ability of the local government to issue new bonds or other financing.

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Methodology Overview

The general methodology used to calculate water SDCs is illustrated in Figure 1. It begins with an analysis of system planning and design criteria to determine growth’s capacity needs, and how they will be met through existing system available capacity and capacity expansion. Then, the capacity to serve growth is valued to determine the “cost basis” for the SDCs, which is then spread over the total growth capacity units to determine the system wide unit costs of capacity. The final step is to determine the SDC schedule, which identifies how different developments will be charged, based on their estimated capacity requirements.

Figure 1—Overview of SDC Methodology

Growth DemandExisting Demand

Existing

Capacity ($)

Existing Facilities New facilitiesExisting Facilities New facilities

Determine Capacity Needs

New Capacity ($)

Develop Cost Basis

IMPROVEMENT FEEREIMB. FEETOTAL SDC

Develop SDC Schedule

Growth units

=

÷

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SECTION 2

Water SDC Methodology

This section presents the updated water system development charge (SDC) analysis, based on the City’s recently updated Water System Master Plan (Master Plan).

Determine Capacity Needs

Table 1 shows the planning assumptions for the water system. Capacity requirements are generally evaluated based on the following system design criteria:

Maximum Day Demand (MDD) -- The highest daily recorded rate of water production in a year. Used for allocating source, pumping and delivery facilities.

Storage Requirements – Storage facilities provide three functions: operational (or equalization) storage, and storage for emergency and fire protection needs. Used for allocating storage facility costs.

Table 1


Water System Development Charge Analysis

Capacity Requirements

Max Day (mgd) Storage (mg)

Current 0.60 0.9

Future 1.61 3.0

Growth 1.01 2.07

As shown in Table 1, system MDD is currently about 0.6 million gallons per day (mgd). Future MDD is projected to be about 1.61 mgd (growth of 1.01 mgd over the study period.) Storage requirements are almost 1 million gallons (mg) currently, and are projected to increase to 3.0 mg in the future.

Develop Cost Basis

The capacity needed to serve new development will be met through a combination of existing available system capacity and additional capacity from planned system improvements. The reimbursement fee is intended to recover the costs associated with the growth-related capacity in the existing system; the improvement fee is based on the costs of capacity-increasing future improvements needed to meet the demands of growth. The value of capacity needed to serve growth in aggregate within the planning period, adjusted for estimated contributions used to fund facilities, is referred to as the “cost basis”.

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Reimbursement Fee

Table 2 shows the reimbursement fee cost basis calculations based on the replacement value of existing facilities. Existing facilities are limited to a portion of the Joint Water Commission (JWC) Supply Line and the City’s emergency back-up well, both of which have sufficient capacity to meet projected demands through the planning period. The SDC share (63 percent) is based on the projected growth in MDD (about 1 mgd from Table 1), as a percent of future MDD (1.6 mgd).

The capacity of the City’s existing storage reservoir is about 1 mg (about equal to existing requirements), so no reimbursement value is included. Similarly, the reimbursement cost basis excludes existing distribution mains – some of which were funded by developers, and others which will be replaced by planned improvement projects. The growth capacity for storage and distribution is assumed to be met primarily by future improvements.

As show in Table 2, the reimbursement fee cost basis totals almost $4.5 million.

Table 2



Reimbursement Fee Cost Basis

Replacement SDC Share

Description Cost % $

JWC Supply line $6,522,450 63% $4,084,151

Emergency Back-Up Well $650,000 63% $407,009

Total $7,172,450 $4,491,160

Improvement Fee

Table 3 shows the improvement fee cost basis calculations. As discussed previously, the storage capacity requirements for growth are assumed to be met by a new 2.0 mg reservoir and pump station. Since existing development capacity needs are met by the existing reservoir, 100 percent of the new reservoir is included in the improvement fee cost basis.

As with the existing water delivery facility costs, the costs of planned distribution improvements funded by the City are allocated in proportion to future MDD requirements (63 percent for growth), as is master planning studies. These improvements are needed to upgrade the existing system, and as such will benefit both existing and future development. New distribution system improvements that are assumed to be funded by developers total over $10 million, and are excluded from the cost basis.

The improvement fee cost basis is just over $9 million, and includes almost $6 million for storage and pumping, and about $3 million in distribution and planning costs.

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Table 3 City of North Plains Water System Development Charge Analysis Improvement Fee Cost Basis (Project List)

Time Cost SDC-Eligible Portion

PROJECT Period Estimate % $

Storage Proposed 2.0 MG Reservoir and Pump

Station 2018 $5,973,000 100% $5,973,000

Subtotal $5,973,000 $5,973,000

Distribution Upgrades for Fire Flow Gordon Crossing 2021 $440,409 63% $275,770 NR1 2020 $69,660 63% $43,619 UE1 2022 $198,720 63% $124,432 UE2 2023 $261,360 63% $163,655 UE2 2023 $244,620 63% $153,173 UE3 2024 $70,200 63% $43,957

Subtotal $1,284,969 $804,606

Distribution Standard Upgrades 4" 2026 $804,580 63% $503,802 6" 2027-2037 $2,905,455 63% $1,819,304

Subtotal $3,710,035 $2,323,106

Planning Master Plan 2017 $35,000 63% $21,916 SDC Study 2017 $10,000 63% $6,262

Subtotal $45,000 $28,178

Developer-Funded Pipelines North 2018-2023 $3,585,938 0% $0

East 2018-2023 $4,127,227 0% $0 Northeast 2018-2023 $2,543,476 0%

Subtotal $10,256,642 $0

Total $21,269,646 $9,128,890

Develop Unit Costs

The unit costs of capacity are determined by dividing the respective cost bases by the system-wide growth-related capacity requirements defined in Table 1. The system-wide unit costs are then multiplied by the capacity requirements per equivalent dwelling unit (EDU) to yield the fees per EDU. Table 3 shows these calculations.

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Table 3



Unit Cost Calculations

System Component

Supply Storage Distribution Upgrades for

Fire Flow

Distribution Standard Upgrades

Planning Total

Reimbursement Cost Basis $4,491,160 $4,491,160

Improvement Cost Basis $5,973,000 $804,606 $2,323,106 $31,916 $9,132,628

Growth Capacity MDD (mgd) 1.0 1.0 1.0 1.0 1.0

Unit Cost ($/mgd) $4,468,816 $5,943,284 $800,603 $2,311,548 $31,757

MDD Capacity per EDU (mgd) 0.000491 0.000491 0.000491 0.000491 0.000491

$/EDU $2,193 $2,916 $393 $1,134 $16 $6,651

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EDU capacity requirements are estimated based on current MDD and the total number of meter equivalents in the system. The base service unit for the water system is a 3/4-inch meter, the standard size for a single family dwelling. The meter equivalents for larger meter sizes represent the equivalent hydraulic capacity relative to a ¾-inch meter. Table 4 shows the meter equivalency factors for each meter size.

Based on the existing MDD and meter equivalents, the estimated capacity requirement per EDU is 491 gallons per day (0.000491 mgd). Applying the capacity requirement per EDU by the unit costs of capacity yields reimbursement and improvement costs per EDU of $2,193 and $4,459, respectively as shown in Table 3.

SDC Schedule

Table 4 shows the SDC schedule for each meter size. The total SDC per EDU, including compliance costs of $195 per EDU is $6,846. The SDCs for larger meter sizes are scaled up based on the hydraulic capacity factors. Table 4



SDC Schedule

Total Meter

Meter Size SDCr SDCi Compliance SDC Factor 1

3/4" $2,193 $4,459 $195 $6,846 1.0

1" $3,727 $7,579 $332 $11,639 1.7

1 1/2" $7,235 $14,713 $644 $22,593 3.3

2" $11,621 $23,630 $1,035 $36,286 5.3

3" $21,926 $44,585 $1,953 $68,464 10.0

4" $36,616 $74,457 $3,261 $114,334 16.7

6" $72,355 $147,131 $6,444 $225,930 33.0

8" $116,206 $236,301 $10,350 $362,857 53.0

1AWWA M6, 2nd Edition

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Subject: Adoption of Policy Regarding City Supplied Device Use

Request: Adoption of a policy regarding the use of city supplied device use (Ipad for council and cell phone for staff). Background: The city provides Ipad’s for the city council to use for city business including email and city council agendas. The city also provides cell phones for police department use and the on call public works employee. There are Oregon Revised Statutes that apply to the personal use of such technology equipment. North Plains has not adopted a policy regarding the use of technology equipment. Councilors need to limit the use of their city provided technology equipment to comply with State Law ORS 244.040 and staff need to limit their use of cell phones. The incoming city manager may also use an Ipad for city council age and it would make it easier for councilors, and staff to comply if the city adopted a policy to reflect this ORS. The policy also discusses the use of personal computer equipment and personal email for city business. Most cities have such policies. Fiscal Impact: No city fiscal impact. Environmental Issues: None identified. Recommendation: It is recommended that the council adopt the attached policy. Sample Motion: I move that the city council adopt the attached policy regarding City Supplied Device Use.

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Resolution No. 1982 Adopted: October 16, 2017 Planning Commission Reappointment-James Fage

RESOLUTION NO. 1982

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NORTH PLAINS, OREGON, REAPPOINTING JAMES FAGE TO THE NORTH PLAINS PLANNING

COMMISSION

WHEREAS, the City Council of the City of North Plains adopted a Zoning and Development Code Ordinance which sets forth in Section 3 the City Council is to appoint persons to the Planning Commission by Resolution; and

WHEREAS, the City of North Plains has a Planning Commission consisting of residents, property owners and business owners in the community; and

WHEREAS, James Fage has submitted an application for re-appointment; and WHEREAS, Procedural Rules 1.05.190(A)5 states a sitting member of the

Commission may be reappointed by the Council without an open application process if the member of the commission requests reappointment in writing, and the City Council waives the requirement for an open application process.

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF NORTH PLAINS, OREGON, that James Fage is appointed to the Planning Commission for a four year term expiring December 31, 2020.

CITY OF NORTH PLAINS, OREGON BY: _____________________________________

Teri Lenahan, Mayor ATTEST: BY: ______________________________________

Lori Lesmeister, City Recorder

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Subject: Approval of proposal for water rate study.

Request: Approval of proposal for water rate study. Background: The last water rate study was done in 2010. The last water rate increase was 3% in 2013. So the city has only had a 3% water rate increase in seven years. Deb Galardi, Galardi Rothstein Group, has been working on the Water SDC study (which is on the agenda tonight). Water rates and Water SDC’s can be considered together when the payment of debt service for the water system is determined based upon the conditions in the loan documents. The Water Master Plan projects that we will need additional storage in the near future, in fact, staff is currently determining how the additional storage will be financed. So, water rates and water SDC’s must be updated to determine the amount from water rates will be needed for debt service. I have confirmed with the finance consultant that Water SDC’s have not been used, in part, or in full, for debt service payments. We are reviewing the loan documents of 2005 to determine how Water SDC’s can be considered in payment of the debt. Water SDC’s can be pledged, if loan documents allow, for debt service for the storage, but, it has to be shown that there is adequate funds from rates to pay the debt service if SDC revenue is not adequate for payment of the debt service due to financial slow down like we had in 2005-09. Section 1.10.020(5) of the Municipal Code states “The City Manager may negotiate with a single source for the personal services if the services are available from only one contractor, or the prospective contractor has special skills uniquely required for the performance of the services. The City must make written findings to demonstrate why the proposed contractor is the only contractor who can perform the services desired.” City Manager’s finding - Deb Galardi, Galardi Rothstein Group, prepared the Water SDC Study and is familiar with the city’s water system and the interrelatedness of the Water SDC rates, the City’s water system and the City’s water rates and it will save the city funds because of her knowledge of the water system to have her prepare the water rate study. of 34

Fiscal Impact: $38,000 is budgeted for professional services for this fiscal year in the water fund. The Water SDC study will be paid from Water SDC funds, the water master plan will be paid from water rates. There is $151,000 in contingency in the Water Fund. The cost of the proposal is $10,925. Environmental Issues: None identified. Recommendation: It is recommended that the Council approve the proposal from Galardi Rothstein for a water rate study in the amount of $10,925 and authorize the city manager to sign the agreement and concur with the City Manager’s finding that going sole source for this work will save the city funds. Sample Motion: I move that the Council approve the proposal from Galardi Rothstein Group for a water rate study in the amount of $10,925, concur with the city manager’s finding that going sole source for this contract, and authorize the city manager to sign the agreement.

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P R O P O S A L

City of North Plains Water Rate Study

Project Understanding The City of North Plains (the City) last conducted a water rate study in 2010 (Economic and Financial Analysis, May 27, 2010). The 2010 study projected water system revenue requirements and rate adjustments through fiscal year (FY) 2013-14. The City would like to update the financial forecast in light of recent updates to its Water System Master Plan.

Proposed Scope of Services

The goal of the rate study is to establish a long-term funding plan that ensures adequate revenue to address the capital and operation and maintenance (O&M) needs of the system.

The proposed scope of work for the study includes the following tasks:

Task 1 – Project Initiation and Management

Task 2—Financial Plan Development

Task 3 – Presentations and Reports

Each task is described in more detail below.

Task 1— Project Initiation and Management

We will conduct a meeting with City staff to discuss rate and financial polices and issues to be addressed in the study. We will prepare a data request list. The requested data will include operational, financial, and customer information for the water system. We will review operating and capital budgets, and billing system data, as well as information from the water master plan update.

Task 2—Financial Plan Development

We will analyze historical financial information, as well as recommendations from the Water System Master Plan in order to project system revenue requirements for a 5-10 year planning period. Total revenue requirements will include current revenue funded capital projects, debt service (existing and any projected new), O&M costs (including indirect and direct administrative costs) and policy-related requirements (e.g., funding of reserves). Miscellaneous revenues, including revenue from SDCs, interest income, etc, will be projected and deducted from total requirements to determine the amount of annual revenue required from user rates. Revenue under existing rates

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CITY OF NORTH PLAINS WATER RATE STUDY PROPOSAL

2

will be projected, and we will work with the City to develop a rate increase strategy to meet the projected requirements.

A computerized financial planning model will be developed so that alternative financing scenarios, and policy and forecast assumptions will be evaluated against rate increases, and other financial indicators to develop a plan that meets the City’s risk management and other objectives.

Task 3— Presentations and Documentation

3.1 Presentations. We will participate in up to three (2) formal presentations of the study findings and recommendations, to the City Council and public. We will also have conference calls with City staff throughout the course of the project to discuss data, alternative approaches, and results.

3.2 Documentation. We will prepare draft and final rate study reports. The documentation will outline the data analyzed, methods used, and findings and recommendations.

Proposed Budget A proposed budget is provided below, based on our current understanding of the project. It is assumed that work will be billed on a time and materials basis.

Table 1

City of North Plains Water Rate Study

Budget Estimate

Hours Labor Costs

Task Galardi Natanson (Rounded) Expenses Total

Project Initiation and Management 7 0 $1,200 $25 $1,225 Financial Plan Development 20 14 $5,400 $0 $5,400 Presentations & Documentation 20 6 $4,200 $100 $4,300

Total 47 20 $10,800 $125 $10,925

Billing Rates $170 $140

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1/3 4/3 7/3 10/2

1/17 4/17 7/17 10/16

2/6 5/1 8/7 11/6

2/21 5/15 8/21 11/20

3/6 6/5 9/5 12/4

3/20 6/19 9/18 12/18

2nd Wednesday

7:00 p.m. Planning

Commission 3rd Wednesday

7:00 p.m.

Library Board

4th

Wednesday

6:00 p.m.

Parks Board

1/11 Lenahan 1/18 Lenahan 1/25

2/8 Simmons 2/15 Sheldon 2/22

3/8 Sheldon 3/15 Gonzales 3/22

4/12 Kindel 4/19 Simmons 4/26

5/10 Gonzales 5/17 Kindel 5/24

6/7 Gonzales 6/21 Martinez 6/28

7/12 Lenahan 7/19 Gonzales 7/26

8/9 Martinez 8/16 Eimers 8/23

9/13 Eimers 9/20 Lenahan 9/27

10/11 Lenahan 10/18 Simmons 10/25

11/8 Gonzales 11/15 Kindel 11/22

12/6 Kindel 12/20 Sheldon 12/27

Filename: City Council\2017 Calendar of Meetings

2017 Schedule for Board and Commission Meetings

2017 City Council Meeting Dates-7:00 p.m.

2017 City Council Meeting Calendar Schedule

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October 2017 Council Calendar

MEETING PRIMARY ALTERNATE NOTE DATE

City Council

1st Monday at 7:00pm

at NP Senior Center 10/2Washington County Coordinating

Committee (WCCC) Lenahan Boyles 2nd Monday at 12:00 noon 10/10

Planning Commission Simmons

2nd Wednesday 7:00pm

at NP Senior Center 10/11Washington County Office of

Community Development Policy Lenahan Kindel 2nd Thursday 7:00pm 10/12

City Council

3rd Monday at 7:00pm

at NP Senior Center 10/16

Library Board Simmons

3rd Wednesday 7:00pm

at NP Library 10/18

Parks Board Martinez

4th Wednesday at 6:00pm

at NP City Hall 10/25Metro Policy Advisory Committee

(MPAC) TBD 4th Wednesday at 5:00pm 10/25Metropolitan Area Communcations

Commission (MACC) Gonzales Sheldon

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