07-12-2010 Agenda Packet
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ITYALL OUNCIL HAMBERSONTGOMERY TREET
1. CALL TO ORDER AND FLAG SALUTE
2. ROLL CALL
3. ANNOUNCEMENTS AND APPOINTMENTS
Announcements:
A. The Settlemier Teen Center Boys & Girls Club Grand Opening will
take place July 16 from 12:30 – 5pm with a free community
th
BBQ, music, skateboarding, and breakdancing.
B. Downtown Transit Facility Open house July 21 from 10:00 am to
st
noon.
Appointments:
None.
4. PROCLAMATIONS/PRESENTATIONS
Proclamations:
None.
Presentations:
A. Access to Ordinances Project
1
5. COMMITTEE REPORTS
A. Chamber of Commerce
B. Woodburn School District
6. COMMUNICATIONS
None.
–
This allows the public to introduce items
7. BUSINESS FROM THE PUBLIC
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July 12, 2010 Council AgendaPage i
for Council consideration not already scheduled on the agenda.
– Items listed on the consent agenda are considered
8. CONSENT AGENDA
routine and may be adopted by one motion. Any item may be removed
for discussion at the request of a Council member.
A.Woodburn City Council minutes of June 28, 2010 3
Recommended Action: Approve the minutes.
B.Woodburn Planning Commission minutes of May 25, 2010 7
Recommended Action: Accept the minutes.
C.Woodburn Planning Commission minutes of June 10, 2010 9
Recommended Action: Accept the minutes.
D.Crime Statistics through June 2010 12
Recommended Action: Accept the report.
9. TABLED BUSINESS
None.
10. PUBLIC HEARINGS
None.
– Members of the public wishing to comment on items of
11. GENERAL BUSINESS
general business must complete and submit a speaker’s card to the City
Recorder prior to commencing this portion of the Council’s agenda.
Comment time may be limited by Mayoral prerogative.
A.Council Bill No. 2834 –A Resolution Establishing Woodburn 16
Enterprise Zone Local Incentives
Recommended Action: Adopt the Resolution
B.Water Supply System Disinfection Briefing 20
Recommended Action: Upon receipt of briefing, Council
provides staff approval, approval with modifications or
disapproval of the preliminary design findings and
recommendations regarding pursuit of this public improvement
project.
C.Gervais Network Support Agreement 25
Recommended Action: Authorize the City Administrator to
July 12, 2010 Council AgendaPage ii
execute an Intergovernmental Agreement with the City of
Gervais to provide computer and network support.
–
These
12. PLANNING COMMISSION OR ADMINISTRATIVE LAND USE ACTIONS
are Planning Commission or Administrative Land Use actions that may be
called up by the City Council.
None.
13. CITY ADMINISTRATOR’S REPORT
14. MAYOR AND COUNCIL REPORTS
15. ADJOURNMENT
July 12, 2010 Council AgendaPage iii
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July 12, 2010
TO: Honorable Mayor and City Council
FROM: N. Robert Shields, City Attorney
SUBJECT:
Access to Ordinances Project
COUNCIL GOAL:
Refine City Policies. Complete long-range financial plan; create clear municipal
regulations and codes for greater understanding and eliminate unnecessary
over-regulation.
RECOMMENDATION:
This report is for information only and was prepared to accompany the
ordinance demonstration at Council meeting.
BACKGROUND & DISCUSSION
With the assistance of the IS Manager Brian Miles, Network Administrator Tim
Quinn and Executive/Legal Assistant Heather Pierson, the ordinances have been
completely updated and integrated into a new searchable format that will be
demonstrated at the Council meeting.
Here are the major improvements:
All ordinances have been checked and are up to date as of this Council
meeting
In the future, in coordination with the City Recorder, all ordinance
updates will be posted on line at the time they are effective.
The Table of Contents contains direct links to each ordinance listed
The Woodburn Development Ordinance (WDO) was checked, updated
and integrated into the other ordinances. Historically, the Planning
Division separately maintained this document.
Agenda Item Review: City Administrator ___x___ City Attorney ___x___ Finance __x___
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Honorable Mayor and City Council
July 12, 2010
Page 2
The integration of the WDO with the other ordinances allows all
ordinances to be searched simultaneously with just one search.
The advanced features of the ordinance search tool will be
demonstrated at the Council meeting.
The “Woodburn Documents” folder of City Councilor laptops has been
updated to contain all the new information.
Because the ordinance document we created is a MS Word based PDF,
and not just a scanned image, it can be cut and pasted into a text
document and is compatible with Screen Reader programs to assist the
visually impaired.
The City Recorder, of course, will continue to maintain the original copies
of all ordinances. Hard copies of the updated ordinance compilation will
be maintained in the Library and City Attorney’s office.
FINANCIAL IMPACT:
None.
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COUNCIL MEETING MINUTES
June 28, 2010
ôêïî
DATE: COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN,
0:38
COUNTY OF MARION, STATE OF OREGON, JUNE 28, 2010.
CONVENED:
The meeting convened at 7:39 p.m. (after Urban Renewal Agency
Meeting) with Mayor Figley presiding.
ROLL CALL:
Mayor Figley Present
Councilor Cox Present
Councilor Lonergan Present
Councilor McCallum Present
Councilor Morris Present
Councilor Pugh Present
Councilor Schmidt Present
Staff Present:
City Administrator Derickson, Assistant City Administrator
Stevens, Assistant City Attorney Stuart, Police Chief Russell, Police Captain
Garrett, Public Works Director Brown, Economic & Community Development
Director Hendryx, Community Services Director Row, Transit Division Manager
Warner, City Recorder Shearer.
ANNOUNCEMENTS:
0:38
A.In observance of Independence Day, City Hall offices and the Library will be closed
thth
Monday, July 5. The Aquatic Center will be closed Sunday, July 4.
thth
B.Wave Broadband 4 of July Celebration – Sunday, July 4 6:00-11:00 pm Fireworks
@ 10:00 pm Centennial Park. Featuring family activities, face painting, bounce
houses, kids games and activities, music, entertainment, and a fabulous fireworks
show! Admission is free and concessions will be available for purchase.
PROCLAMATIONS:
0:41
A.National Recreation and Parks Month
B.Robin Murbach day
PRESENTATIONS:
0:45
A.Transit Briefing – Public Works Director Brown gave a presentation on the Transit
plan update project.
B.Woodburn Development Ordinance (WDO) Update – Economic and Community
Development Director Hendryx gave a presentation on efforts to update the WDO.
(1:27)
COMMITTEE REPORTS:
1:40
A.Chamber of Commerce – none.
B.Woodburn School District – none.
Page 1 - Council Meeting Minutes, June 28, 2010
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COUNCIL MEETING MINUTES
June 28, 2010
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BUSINESS FROM THE PUBLIC:
1:42
No one wished to address Council.
CONSENT AGENDA:
1:43
A.approve the Woodburn City Council minutes of June 14, 2010;
B.accept the Woodburn Park and Recreation Board minutes of June 8, 2010
C.accept the Community Services Statistics for May 2010
D.accept the Woodburn Planning Commission minutes of May 27, 2010; and
E.accept the Building Activity report for May 2010.
Pugh/McCallum
... adopt the Consent Agenda. The motion passed unanimously.
TABLED BUSINESS:
1:43
COUNCIL BILL 2814 – A RESOLUTION MODIFYING THE BUSINESS
ASSISTANCE LOAN PROGRAM GUIDELINES
.
Pugh/McCallum
… move to remove Council Bill 2814 from the table and remove from
the Council agenda. Council discussed the effect of removing the bill from the table.
The motion passed unanimously.
PUBLIC HEARING – UNITED DISPOSAL RATE ADJUSTMENT
1:51
Mayor Figley declared the hearing open at 8:50 pm for the purpose of hearing public
input on the proposed United Disposal rate adjustment. City Administrator Derickson
provided a staff report on proposal. Robin Murbach of United Disposal (Allied Waste)
provided a report on the proposal to Council. Councilor Lonergan stated that although he
is employed by a Washington County division of United Disposal, he has no financial
interest in the Marion County division. Therefore, as Council had no objection, he
retained his voting status on this issue. Council discussed the proposed rate adjustment
and the necessity for it; requesting additional clarification from Ms. Murbach. Councilor
Schmidt expressed concern for the impact on residents given the economic downturn and
high unemployment rates in Woodburn. Dagmar Kinne of 586 Grant St spoke in support
of the adjustment and had a suggestion for an alternative billing method. No one wished
to speak in opposition to the rate adjustment. Mayor Figley declared the hearing closed
at 9:15 pm.
COUNCIL BILL NO. 2833 – A RESOLUTION GRANTING UNITED DISPOSAL
2:16
SERVICE, INC. AN ADJUSTED RATE SCHEDULE FOR PROVIDING SOLID
WASTE SERVICE WITHIN THE CITY OF WOODBURN AND REPEALING
RESOLUTION 1833.
McCallum
introduced Council Bill No. 2833. Recorder Shearer read the bill by title
only since there were no objections from the Council. On roll call vote for final passage,
the bill passed 5-1 with Councilor Schmidt voting nay. Mayor Figley declared Council
Bill No. 2833 duly passed.
Page 2 - Council Meeting Minutes, June 28, 2010
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COUNCIL MEETING MINUTES
June 28, 2010
ôêïî
ENTERPRISE ZONE – LOCAL INCENTIVES
2:17
Economic & Community Development Director Hendryx provided a staff report
recommending local incentives to work with the recently approved Enterprise Zone
designation. Council expressed general support for the incentives listed in the staff report
and requested that a resolution be brought before them for approval.
AUTHORIZATION TO APPLY FOR STATE GRANT FUNDING (ODOT URBAN
2:34
TRAIL FUND 2010) WYFFELS PARK MILL CREEK TRAIL SEGMENT
Public Works Director Brown gave a staff report outlining the proposed grant
application.
Cox/Lonergan
...authorize the City Administrator to apply for an Oregon Department of
Transportation (ODOT), Urban Trail Fund Grant. The motion passed unanimously.
LAND USE DECISION – PLANNING COMMISSION APPROVAL OF CASES
2:39
DR 2010-03, EXCP 2010-03, AND PA 2010-01 FOR THE CAPACES
LEADERSHIP INSTITUTE
The Council declined to call this item up for review.
LAND USE DECISION – DIRECTOR’S APPROVAL OF A TYPE II DESIGN
2:40
REVIEW FOR A GARAGE AND STORAGE BUILDING AT 211 PARR ROAD
(HOPE LUTHERAN CHURCH)
The Council declined to call this item up for review.
CITY ADMINISTRATOR’S REPORT:
2:40
A.Sign enforcement actions have gathered 130 illegal signs. Other stakeholders have
been notified verbally and by letter. An improvement in sign violations has been
noted.
MAYOR AND COUNCIL REPORTS:
2:41
Councilor McCallum inquired about signs and business licenses for temporary
fireworks businesses. Administrator Derickson stated that vendors are being
monitored for compliance.
Councilor Schmidt reminded Council and Staff about the Kiwanis breakfast on July
th
4.
Councilors Pugh and Schmidt had questions regarding mowing frequency for City
properties.
Councilor Cox announced his intention to file for re-election.
Councilor Morris requested that illegal fireworks and firearms enforcement be
stepped up during the holiday.
Page 3 - Council Meeting Minutes, June 28, 2010
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COUNCIL MEETING MINUTES
June 28, 2010
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ADJOURNMENT:
2:55
McCallum/Pugh…
meeting be adjourned. The motion passed unanimously.
The meeting adjourned at 9:55 p.m.
APPROVED
KATHRYN FIGLEY, MAYOR
ATTEST
Christina M. Shearer, Recorder
City of Woodburn, Oregon
Page 4 - Council Meeting Minutes, June 28, 2010
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July 12, 2010
TO: Honorable Mayor and City Council through City Adminstrator
FROM: Jim Hendryx, Economic and Development Services Director
SUBJECT:
Resolution -Enterprise Zone Local Incentives
RECOMMENDATION
Adopt the attached resolution.
BACKGROUND
A key goal established by the Council is to promote economic development by
revisiting the City’s economic strategy regarding business attraction, retention
and sustainability.
This past March, in recognition of this goal, the Council passed Resolution 1961,
initiating an Enterprise Zone application with the State of Oregon’s Business
Oregon Department on behalf of the City of Woodburn. Woodburn’s Enterprise
Zone designation became official on July 1, 2010.
The Enterprise Zone Program provides specific tax incentives for qualifying
businesses located within designated Enterprise Zones. Local incentives, offered
in addition to the State’s incentive program, further the attractiveness of such
programs. On June 28, 2010, the City Council reached a policy consensus on
Enterprise Zone local incentives in Woodburn, complementing the State’s
Enterprise Zone Program. These incentives will be available to all qualified
applicants under the program.
DISCUSSION:
Oregon’s Enterprise Zone program was developed in the 1980’s to assist
economically struggling communities retain and recruit new businesses. Today,
there are over 50 Enterprise Zones in Oregon, with Woodburn being one of the
newest additions to the program. Local incentives differentiate one program
from another and demonstrate local commitment for retaining and/or
attracting new businesses. Taken together, the Enterprise Zone and a local
Agenda Item Review: City Administrator __x____ City Attorney ___x___ Finance __x___
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Honorable Mayor and City Council
July 12, 2010
Page 2
incentives package carry out the Council’s goal of business attraction, retention
and sustainability.
The City Council reached a policy consensus on Enterprise Zone local incentives
at its June 28, 2010 meeting. Enterprise Zone local Incentives include:
1.An expedited permit process for Enterprise Zone projects
2.Waiver of 50% of land-use fees for businesses qualifying for the Enterprise
Zone
3.A waiver of 100% of land-use fees for businesses qualifying for the Enterprise
Zone that also meet the 150% salary and benefitthreshold of county
median income
4.Waiver of the following fees for qualifying businesses:
a.Sign permit fee
b.Business license fee
c.Pre-application fee
d.Expedited review fee
e.Water and sewer hook-up fees (up to $2,000)
f.Enterprise Zone application fees
FINANCIAL IMPACT:
Exact impacts are dependent upon a several variables, such as the number of
businesses qualifying yearly for incentives, the size of the project, the size of
water meters, etc. Amounts associated with a significant project (200,000+ sq.
ft.) would total approximately $20,000, while businesses simply installing new
machinery would have no discernible financial impact on City revenue.
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COUNCIL BILL NO. 2834
RESOLUTION NO. 1974
A RESOLUTION DIRECTING THE CITY ADMINISTRATOR TO IMPLEMENT CERTAIN
LOCAL INCENTIVES FOR THE WOODBURN ENTERPRISE ZONE CONSISTENT WITH THE
POLICY DIRECTION GIVEN BY THE CITY COUNCIL
, the City applied under the Oregon Enterprise Zone Act (ORS
WHEREAS
285C.0502 to 285C.250) for designation of an Enterprise Zone within its corporate
city limits; and
in its application for an Enterprise Zone the City committed to
WHEREAS
,
considering local incentives to qualifying businesses within the proposed
Enterprise Zone; and
, on July 1, 2010 the State of Oregon approved the City’s
WHEREAS
Enterprise Zone application and designated all property within the corporate
city limits of Woodburn as an Enterprise Zone; and
, at its meeting on June 28, 2010, the City Council discussed the
WHEREAS
merits of providing local incentives in addition to the State of Oregon Enterprise
Zone incentives and took the position that local incentives are good public
policy;
NOW, THEREFORE,
THE CITY OF WOODBURN RESOLVES AS FOLLOWS:
The City Council finds that the establishment of Enterprise
Section 1.
Zone incentives encourages new business investments, job creation, higher
incomes for local residents and greater diversity of economic activity.
The City Council further finds that the availability of local
Section 2.
Enterprise Zone incentives will provide employment and facilitate the expansion
of facilities.
The City Administrator shall, through the Economic and
Section 3.
Development Services Director, make the following local Enterprise Zone
incentives available to all applicants who qualify under the Enterprise Zone
criteria, consistent with state law:
1.Expedited permit processing
2.Waiver of 50% of land use fees
Page – Council Bill No. 2834
1
Resolution No. 1974
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3.Waiver of 100% of land use fees for applicants who meet the 150%
salary and benefitthreshold of county median income
4.Waiver of the following fees:
a.Sign permit fees
b.Business license fees
c.Pre-application fees
d.Expedited review fees
e.Water and sewer hook-up fees (up to $2,000)
f.Enterprise Zone application fees
Approved as to form:
City Attorney Date
Approved:
Kathryn Figley, Mayor
Passed by the Council
Submitted to the Mayor
Approved by the Mayor
Filed in the Office of the Recorder
ATTEST:
Christina Shearer, City Recorder
City of Woodburn, Oregon
Page – Council Bill No. 2834
2
Resolution No. 1974
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July 12, 2010
TO: Honorable Mayor and City Council through City Administrator
FROM: Dan Brown, Public Works Director
SUBJECT:
WATER SUPPLY SYSTEM DISINFECTION BRIEFING
RECOMMENDATION:
That the City Council be provided a briefing on the Water Supply System
Disinfection public improvement project. The Public Works Department has
identified a preferred method of disinfection and is ready to purchase
equipment, complete design, prepare contract documents, and to conduct
public outreach. Upon receipt of the briefing, Council provides staff approval,
approval with modifications, or disapproval of the preliminary design findings
and recommendations regarding pursuit of this public improvement project.
BACKGROUND:
The Council approved by Resolution 1953 on December 14, 2009, providing
authorization for the Public Works Department to expend funds for primary and
secondary disinfection of the water supply system in accordance with best
practices and federal and state regulatory guidelines. Council directed the
Public Works Department to provide them a briefing when the technical analysis
was completed and a methodology for providing the disinfection had been
determined.
DISCUSSION:
The City of Woodburn has acquired the professional services of the firm Murray,
Smith, and Associates to design the water supply disinfection system. The firm
Confluence Engineering Group, LLC, is the sub-consultant providing biological,
bacterial, and chemical analysis of the existing water supply system. The testing
and analysis of the existing water system has taken more time than originally
estimated and the disinfection installation project is approximately one month
behind the original schedule.
Agenda Item Review: City Administrator __x___ City Attorney ___x___ Finance __x___
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Honorable Mayor and City Council
July 12, 2010
Page 2
A bench-testing program was developed to allow for the assessment of various
disinfection processes in City water sources. The program involved the use of
simulated distribution system tests under batch conditions to represent chemical
reactions that may occur as water ages and travels through the distribution
system. In addition to source testing, the program was coupled with high-
velocity flushing activities at select system sites to collect distribution system flush
water (DSFW) samples that were tested to assess the impact of chloramine
reactions with pipe surfaces, biofilm, etc. These interactions typically lead to
worst-case demand conditions and thus have a major impact on design criteria
for chlorine dosing and equipment sizing.
The analysis completed included chloramine/breakpoint bench-testing program
and initial system monitoring effort collectively provide critical information for
disinfection design and implementation. The key findings from these tasks have
been distilled into the following conclusions and recommendations.
Chloramine Dose and Residual
For monochloramine production, chlorine should be injected and
completely mixed immediately after the filters in the common filtrate
header. A more detailed analysis of post chlorine dosing residence time in
the filtrate piping and existing sample line should be performed to confirm
sufficient reaction time is available prior to sample collection and on-line
analyzers.
The City should be aware of potential issues associated with reaction
kinetic limitations if long-term operation in a breakpoint free chlorination
mode is desired.
The target operating chlorine dose is dependent on the extent of
chloramine demand/decay. Based on bench-testing results, design doses
of 3.5 mg/L and 7.5 mg/L should be used for chloramine and breakpoint
free chlorine applications, respectively. Based on a 5:1 ratio, a design
chlorine dose of 3.5 mg/L requires 0.7 mg/L of ammonia-nitrogen. The 7.5
mg/L dose for breakpoint free chlorination is based on a typical upper-
limit ammonia-nitrogen level of 0.5 mg/L in the well supplies.
Based on limited available data, the typical ammonia-nitrogen
concentration in the well supplies is 0.4-0.5 mg/L. The City should continue
to monitor ammonia concentration in each well to establish baseline
conditions. The chlorine dose will be limited to five times the ammonia
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Honorable Mayor and City Council
July 12, 2010
Page 3
level; therefore, the levels of naturally-occurring ammonia may constrain
the maximum chlorine dose and chloramine residual. Supplemental
ammonia addition may be required if distribution system monitoring
indicates the need for sustained operation at higher chlorine doses, which
could occur if excessive chloramine demand/decay occurs. Provisions for
supplemental ammonia addition should be considered early in design,
e.g., space allocation, possible dosing locations.
A minimum monochloramine residual of 1.5 mg/L as Cl2 should be
targeted in the distribution system, at least initially. This residual is consistent
with reported levels for effective midge larvae control. It is also a fairly
typical lower-level maintained by utilities that use chloramination for
secondary disinfection. Depending on monitored system response, revised
and/or seasonal residual targets can be developed in the future.
Organic nitrogen may be present in the water supplies; however,
organochloramine formation was not observed.
Chloramine demand/decay is exerted over time by constituents in the
bulk water as well as through pipe wall effects. The latter is significant
under current system conditions, likely due to existence of biofilm and
deposited material. Consequences of chloramine demand/decay
include: higher chlorine doses (higher costs); higher ammonia levels (and
possible need for supplemental ammonia system); higher potential for
chlorine-related taste-and-odor issues; potentially higher disinfection by-
product (DBP) formation; and higher levels of free ammonia release
(increased nitrification potential and nitrite-catalyzed decay).
Process Control
The City water supplies are “well-behaved” with regard to breakpoint
profile development, i.e., chlorine responses as a function of Cl2:NH3-N
are internally consistent between the wells and closely match theoretical
predictions. Maximum monochloramine formation occurs at a Cl2:NH3-N
mass ratio of 5:1, while breakpoint occurs at a ratio of about 10:1. The
breakpoint profiles contain critical information for process operation,
monitoring, control, and troubleshooting.
Monitoring of total chlorine, total ammonia, and free ammonia will be
needed for accurate process control. Select HACH bench-top
spectrophotometric methods were demonstrated to be reliable for these
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Honorable Mayor and City Council
July 12, 2010
Page 4
parameters. The City will need to procure additional instruments/analyzers
for these methods.
Two key objectives of chloramine formation and nitrification control are to
maximize the yield as monochloramine and minimize free ammonia
residual. These are achieved by maintaining Cl2:NH3-N ratio of 4.5-5:1 and
a pH above 7.5. Tight control of the Cl2:NH3-N ratio is particularly critical.
Lower ratios result in free ammonia directly entering the system, which can
stimulate nitrifying bacteria. Ratios above 5:1 result in depletion of chlorine
residual, chemical overuse, and formation of taste and odor-causing di-
and tri-chloramine compounds.
Nitrification/Biofilm/Midge Fly Larvae Control
The City’s distribution system is already colonized with AOB/NOB bacteria
and is currently nitrified. To suppress these bacteria and help stabilize
chloramine residual, it may be necessary to practice a period of free
chlorination (i.e., chlorine “burn) at disinfection startup, and occasionally
in the future as needed. This is a fairly common practice employed by
chloraminating utilities. The need to perform free chlorine burns should be
considered when selecting the method of chlorine supply and when sizing
the equipment.
The existing nitrified condition of the system and observations of significant
chloramine demand/ decay during bench-testing suggest that ammonia
release and nitrite-catalyzed chloramine decay could accelerate the loss
of residual beyond conditions demonstrated in bench-testing. Stabilization
of the monochloramine residual is a critical measure to help protect
against this condition.
An aggressive system-wide cleaning program should be implemented
prior to disinfection start-up to remove demand-exerting substances from
the distribution system. This may also help to “unprotect” midge larvae
and nitrifying bacteria, allowing them to be more readily inactivated by
chloramines. The cleaning program should employ high-velocity
unidirectional flushing and reservoir cleaning.
Repeat flushing should be perform after a period of disinfection
application to help remove deposits, biofilm, and associated bacteria
and larvae that may have been destabilized by chloramine.
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Honorable Mayor and City Council
July 12, 2010
Page 5
Unidirectional flushing and other system cleaning practices should be
applied as needed in the future to help ensure chloramine effectiveness
and residual stability.
The implementation of a Nitrification Control and Response Plan and
associated routine monitoring will be key elements of a successful
disinfection program.
An addendum to the Consultant’s scope of work was issued for an evaluation of
methods and costs estimates for the addition of supplemental ammonia to the
treatment process. Initial analysis indicates that the presence of naturally
occurring ammonia in the City’s water supply will be sufficient to support the
formation of chloramines. However, we do not know the source or historical
consistency of the naturally occurring ammonia in the water supply. This
uncertainty required us to identify how and how much it would cost to add
ammonia to the water treatment process in the event that the naturally
occurring ammonia is not sufficient to sustain the required formation of
chloramines needed for disinfection.
As a result of the supplemental ammonia study, it is recommended that on site
production of required supplemental ammonia be accomplished by dissolving
ammonium sulfate salt. This process does not involve the handling of a
hazardous material and would not require major modification of the existing
water treatment plants. Due to the high cost of providing the supplemental
ammonia, it is also recommended that the installation of this system be deferred
until such time as it is determined that the naturally occurring ammonia levels
are not sufficient to support the needed level of chloramine formation for proper
disinfection.
Should Council approve of preferred method of disinfection recommended, the
Public Works Department will present to Council at the July 26, 2010 a contract
award for City provided chlorine generation and injection equipment for the
water treatment plants.
FINANCIAL IMPACT:
The project is currently within the allocated budget limitations. Current revised
estimate for complete project, including amendments for additional analysis, is
just over $1,000,000.00. Project expenditures are being made from Fund 466.
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July 12, 2010
TO: Mayor and City Council through City Administrator
FROM: Ignacio Palacios, Finance Director
SUBJECT:
Gervais Network Support Agreement
RECOMMENDATION:
Authorize the City Administrator to execute an Intergovernmental Agreement
with the City of Gervais to provide computer and network support.
BACKGROUND:
The City of Gervais approached the City requesting a proposal for network
support services. Currently, the City provides network support to several local
governments and districts in the area providing network support, equipment
and software installation.
The proposal is to provide network support services at a set hourly rate with all
equipment, software and peripherals to be provided by the City of Gervais and
is consistent with other support agreements already in place with other
jurisdictions. The proposed support will take approximately 5 hours per month to
provide adequate coverage to be covered by Information Services.
FINANCIAL IMPACT:
The agreement would supplement the IS department’s revenue by
approximately $2,000 annually.
Agenda Item Review: City Administrator ___x___ City Attorney ___x___ Finance __x___
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Agreement
Computer and Network Support
This Agreement is made to engage the services of City of Woodburn (“Woodburn”) to provide
Computer and Network Support to City of Gervais (“Gervais”); and is made under the authority
of ORS 190.003 to 190.110.
In consideration of mutual benefits and obligations herein set forth, the parties agree as follows:
1.Scope of Services
1.1.Woodburn shall provide support for and maintenance of desktop computers,
printers, servers, and any other computer related equipment for Gervais. All
ownership rights to said equipment shall remain with Gervais.
1.2.Woodburn will help setup and/or relocate any computer related equipment.
Network drop locations, power receptacle locations, and furniture relocation will
be the responsibility of Gervais.
1.3.Woodburn will work with hardware and software vendor support to resolve
issues. If items need to be returned to the vendor for support Gervais will take
care of and pay for any shipping and handling charges.
1.4.Woodburn will not provide any physical hardware but will help make hardware
choice recommendations and work with Gervais to order any necessary hardware.
1.5.Woodburn will work with Gervais to backup and maintain Gervais’s data.
1.6.Support will be provided during normal business hours, 8am – 5pm Monday
through Friday. After-hours support will be available Monday through Friday but
will be limited to 2 calls per month and lasting no more than 2 hours each. If
additional after-hours or weekend support is needed, it will be available on a
mutually agreed upon time frame.
2.Limitations of Services
2.1Woodburn shall, at its sole discretion, select which personnel will provide
services under this Agreement.
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2.2Woodburn shall be the sole employer of any and all personnel providing services
under this Agreement. Woodburn reserves the right to prioritize the workload of
its personnel.
3.Fees and Charges
3.1.Services rendered will be charged at $50 per hour (regular hourly rate) and be
based on quarter-hour increments.
3.2.After-hours and weekend support services under this Agreement shall be billed at
a rate of one and one-half (1.5) times the regular hourly rate.
3.3.Time spent traveling will be added to the hourly rate billed, but there will be no
additional travel costs billed.
3.4.Since Woodburn will not be providing any hardware, all hardware costs will be
the responsibility of Gervais.
4.Billing and Payment
4.1.The hourly charges shall be billed quarterly.
5.Security
5.1.Woodburn will use the existing encrypted VPN connection to remotely access
Gervais’s computers and help troubleshoot and resolve issues.
5.2.Woodburn will not release any of Gervais’s information unless directed to do so
by Gervais.
6.Standard of Care/Limitation of Liability
6.1.Woodburn assumes no liability for the accuracy of any data on Gervais’s network.
6.2.Woodburn agrees that all service under this Agreement will be performed in a
professional manner with the degree of care and skill ordinarily exercised under
similar circumstances by professionals practicing in the State of Oregon.
6.3.Gervais understands and agrees that Woodburn shall not be liable to Gervais for
any damage that may occur while Gervais’s computer system is being serviced by
Woodburn, including liability for indirect, special, exemplary or consequential
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damages.
7.Terms and Termination
7.1.This Agreement shall be effective upon execution hereof on behalf of both
parties, and shall continue until terminated as provided in 7.2.
7.2.This Agreement may be terminated by either party upon (30) days written notice.
7.3.Notwithstanding the giving of notice of termination as provided in 7.2, Gervais
shall remain obligated with respect to any unfulfilled financial obligation which
accrued hereunder prior to the effective date of such termination.
8.Communication and Notice
8.1.Any notice in writing required to be given hereunder shall be sufficient if sent by
regular mail or personally delivered to City Administrator of Woodburn and to the
City Manager of Gervais.
8.2.Each party shall designate, and may change from time to time, a representative for
communication, negotiations, and general liaison with the other concerning the
content, future and administration of this Agreement.
9.Amendments
9.1.This Agreement represents the complete and integrated agreement between the
parties with respect to the subject matter hereof, and may be amended only by
written amendment executed by both parties. As such, this Agreement cancels
and supersedes all prior written and oral agreements, representations,
negotiations, and communications between the parties and their representatives
with respect to the subject matter hereof.
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IN WITNESS WHEREOF the parties have caused the Agreement to be executed on
behalf by their duly authorized representatives as of the dates set forth below.
City of Woodburn City of Gervais
By: _______________________________ By:_______________________________
Scott C. Derickson, City Administrator Gervais City Manager
Date: ______________________________ Date: _____________________________
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