WASHINGTON COUNTY
MAY 5, 2009 10:00 AM
Public Services Building Huffman Auditorium 155 North First Avenue, Suite 300, MS 22 Hillsboro, OR 97124-3072 Phone: (503) 846-8681
Robert Davis County Administrator Bill Gaffi General Manager, Clean Water Services
BOARD OF COUNTY COMMISSIONERS
Tom Brian, Chairman: Chairman Brian was elected to the Board effective January 1999. He was raised on a farm outside of Monmouth, Oregon, and was educated at Western Oregon State College and Portland State University. His previous work experience includes: 3 ?h years as a Deputy Sheriff; Director of the Oregon Council on Crime and Delinquency for 6 ?hyears; and, for the past 18 years, he has been a small business owner. Chair Brian's previous civic involvement includes: 10 years of service to the City of Tigard as both Mayor and on the City Council; five terms in the Oregon House of Representatives where he served on the Ways and Means, Revenue, Judiciary, Transportation and Government Reorganization and Reform Committees; past president of the Tigard Chamber of Commerce; past chair and co- founder of Tigard Community Youth Services; founder and chair of Tigard's Old Fashioned 4" of July Committee and the Tigard Arts and Gifts committee. He has been recognized as Tigard's First Citizen and has also served on the Washington County Economic Development Task Force, the Community Action Organization Board and the County's Transportation Coordinating Committee.
Dick Schouten, District 1 Commissioner: County Commissioner Dick Schouten has represented Aloha, Beaverton and Cooper Mt. area since June of 2000. Mr. Schouten's family migrated from the Netherlands to California when he was four. Following a childhood spent in Fresno, he completed his undergraduate work at Santa Clara University and earned his law degree from UCLA. After serving as legal counsel for California cities, Dick, his wife and two daughters moved to Washington County in 1992. He has represented The Make Our Park Whole Committee, which helped obtain a 22-acre addition to the Tualatin Hills Nature Park. In 2003, he was awarded Oregon Parks Providers' "Legislator of the Year." Mr. Schouten serves on: the Board of Clean Water Services, Board of the Community Action Organization, County's Aging & Veteran Services Advisory Council, Metro's Blue Ribbon Trail Committee, Bridges to Housing Portland Regional Steering Committee, Homeless Plan Advisory Committee, Regional Emergency Managers Group (including regional anti-terrorism preparedness). Mr. Schouten's current term runs through December 2012.
Desari Strader, District 2 Commissioner: Commissioner Desari Strader serves Washington County's northeast corner including Cedar Mill, Cedar Hills, Raleigh Hills, Rock Creek, Helvetia and portions of Beaverton and Hillsboro. Her current term runs through December 2010. Ms. Strader grew up in Hillsboro and worked for most of her career in Beaverton. She held the position of brand manager with Nike, Inc., and served as director of marketing for RYKA Footwear and Apparel. Her prior government experience includes service as legislative director for State Representative Mitch Greenlick and as a congressional aide and business liaison for US Congresswoman Darlene Hooley.
Roy Rogers, District 3 Commissioner: Commissioner Rogers represents District 3, which includes the cities of Tigard, Tualatin, King City and Sherwood. His current term runs through December 2012. A Certified Public Accountant, Mr. Rogers is a partner in the fm of Pauly Rogers & Company PC, one of the largest municipal auditors in the State of Oregon. Mr. Rogers' other governmental experience includes the Washington County Clean Water Services Board; Mayor, City of Tualatin -A sl (1978-1985); President, Oregon Mayor's Association; Metro Policy Committee on Transportation Study; and, League of Oregon Cities Committees. Roy Rogers has served on the Board of Commissioners since January 1985.
Andy Duyck, District 4 Commissioner and Vice-Chairman: As the Commissioner for District 4, Mr. Duyck represents a large portion of Washington County's rural area including Forest Grove, Cornelius, North Plains, Banks and Gaston. His current term runs through December 2010. Mr. Duyck has operated his own business since 1983. Duyck Machine, Inc. produces metal and plastic components that are marketed throughout the country. Prior to opening his business, Mr. Duyck was employed as a machinistlforeman for OMET and Forest Grove Iron Works. Mr. Duyck has a degree in machine technologies from Portland Community College. TABLE OF CONTENTS
COMMISSIONER DISTRICTS
OTHER COUNTY AND CWS CONTACTS
MEETINGS AND SCHEDULES Current Meeting Schedule Regular Business Meetings Worksessions Second Tuesdays of the Month Board Meetings When There is a Fifth Tuesday in a Month Executive Sessions Once the Regular Business Meeting Begins 0rd.inance Testimony Time Limits Alternatives to Televised Proceedings Assistive Listening Devices Sign Language and Interpreters Meeting Protocol Meeting Calendar
HOUSING AUTHORITY BOARD OF DIRECTORS
1. CONSENT AGENDA 9
Approval of Minutes - April 7,2009 11 a. Accept Fiscal Year 2007-08 Housing Authority Annual Financial Report 15
2. ORAL CONIMUNICATION (2-Minute Opportunity)
3. ORAL COMMUNICATION (10-Minute Opportunity)
4. BOARD OF DIRECTORS ANNOUNCEMENTS
5. ADJOURNMENT 1. CONSENT AGENDA The items on the Consent Agenda are considered routine and will all be adopted in one motion unless a Board member or person in the audience requests, before the vote on the motion, to have the item considered separately. If any item is removed from the Consent Agenda, the Chairman will indicate when it will be discussed in the regular agenda. A list of Consent Agenda items is included at the end of the agenda packet.
2. ORAL COMMUNICATION Limited to two minutes per individual; ten minutes total.
3. PROCLAMATION a. Proclaim National Public Works Week, May 17 Through May 23,2009 (CPO All)
4. ORAL COMMUNICATION
5. BOARD ANNOUNCEMENTS
6. ADJOURNMENT CONSENT AGENDA
APPROVAL OF MINUTES April 2 1,2009
CLEAN WATER SERVICES a. Acquire an Easement for Sanitary Sewer
LAND USE AND TRANSPORTATION b. Approve Declaration of Necessity and Protective Rent Payments for Right- of-Way Acquisition for the Hahn Road Culvert Project (CPO 8)
COUNTY ADMINISTRATIVE OFFICE c. Authorize Intergovernmental Agreement with Oregon Emergency Management for Disaster-Related Emergency Assistance (CPO All)
COMMUNITY DEVELOPMENT d. Approve 2009 Action Plan for Submission to the U.S. Department of Housing and Urban Development e. Approve Substantial Amendment to the 2008 Action Plan 47
HOUSING SERVICES f. Approval of 2008 McKinney-Vento Homeless Assistance Shelter Plus Care 49 Prog~amRenewal Grant Agreement (CPO All)
SUPPORT SERVICES g. Accept Revised Fiscal Year 2007-08 Housing Authority Annual Financial 5 1 Report h. Declaration of Surplus Property 53 COMMISSIONER DISTRICTS (Chairman Serves Countywide)
OTHER COUNTY AND CWS CONTACTS
Robert Davis, County Administrator 846-8685 Don Bohn, Assistant County Administrator 846-8685 Rob Massar, Assistant County Administrator
- County Departments District Attorney, Robert Hermann 846-8671 Assessment & Taxation, Elections, 846-8741 Health & Human Services, Rod Branyan 846-4402 Rich Hobernicht Including Animal Services, Disability, Aging and Veterans Services Auditor, Alan Percell 846-8798 Housing Services, Val Valfre, Interim Director 846-4794 Community Corrections, John Hartner 846-3400 Juvenile, Joseph Christy 846-8861 , Community Development, Peggy Linden 846-8814 Land Use and Transportation, Kathy Lehtola, 846-4530 Director Cooperative Library, Eva Calcagno 846-3222 Sheriff, Rob Gordon 846-2700 County Counsel, Dan Olsen 846-8747 Support Services, Don Bohn 846-8685 I Clean Water Services I William Gaffi, General ~&a~er 1 681-3600 1 ( Robert Cmz, Deputy General Manager 1 681-3602 Jeny Linder, General Counsel 1 681-3645 ( I Mark Jockers, Government and Public Affairs 1 681-4450 MEETINGS AND SCHEDULES Current Meeting Schedule First Tuesdays: Worksession 8:30 a.m. Regular Business Meeting 10:OO a.m. Second Tuesdays: See "Second Tuesdays" section below. Third Tuesdays: Worksession 8:30 a.m. Regular Business Meeting 10:OO a.m. Fourth Tuesdays: Worksession 2:00 p.m. Regular Business Meeting 6:30 p.m. Fifth Tuesdays: See the "Fifth Tuesday" section below.
Regular Business Meetings Regular business meetings are the time during which the Board will consider the items published in their Board Agenda at the times noted above.
Worksessions Prior to the Board's regular business meetings, the Commissioners will meet for a general public worksession in Room 140 of the Public Services Center according to the schedule above. The purpose of this meeting is to provide the Board an opportunity to conduct informal communications with each other, review the agenda and identify questions they may have for staff before taking action on the agenda items in their regular business meeting. The Board typically asks our citizens observing the worksession meetings to hold their agenda comments and questions for the regular business meeting.
Second Tuesdays of the Month The Board has designated the second Tuesday of each month as a time that may be set aside for in-depth discussion of broader, strategic policy issues. Accordingly, Board consideratiodaction on regularly scheduled agenda items normally set on the second Tuesday of each month will be held only if necessary to make decisions that, in the Board's judgment, cannot be reasonably held over to a regularly scheduled meeting. If formal actions are not considered on these Tuesdays, the Board may use this time to conduct an informal worksession, retreat or similar informal meeting. Minutes will be recorded of these meetings.
Board Meetings When There is a Fifth Tuesday in a Month Historically, the Board has not held meetings when there is a fifth Tuesday in a month. Since May of 1999, the Board has set aside these fifth Tuesdays to hold a worksession, retreat or similar informal meeting. The purpose of these meetings is to provide the Board some additional time to focus on specific issues on a more in depth basis. Unlike its regular Board meetings, these informal meetings are not recorded verbatim, but minutes will be taken as required by law. No formal actions will be taken during these meetings unless special meeting notices are provided as outlined in the Board's Rules of Procedure. The Chairman will designate the location of these meetings 96 hours in advance.
Executive Sessions There are times when the Board must discuss confidential matters such as lawsuits, real estate transactions (or other sales transactions) and labor relations matters. When the Board calls an executive session (posted on the worksession agenda), it is done under the guidelines allowed for by Oregon State law. Each type of executive session generally fits under one of three types of State Laws that allow such closed sessions. These statutes are indicated on the worksession item. Although the press is allowed to remain in the room, they are not allowed to report on executive session issues. The Board recognizes the sensitivity of conducting closed sessions and only conducts them when confidentiality is required (and allowed by law) to protect the interests of Washington County and its taxpayers.
Once the Regular Business Meeting Begins The Board's formal meetings typically include the following elements:
Call to Order: At the start of the meeting, the Chairman (or Vice Chair) of the Board will call the meeting to order. Consent Agenda: The items on the Consent Agenda are considered routine and will all be adopted in one motion unless a Board member or person in the audience requests, before the vote on the motion, to have the item considered separately. If any item is removed from the Consent Agenda, the Chairman will indicate when it will be discussed in the regular agenda. A list of Consent Agenda items is included at the end of the agenda packet. Oral Communication Cfor non-agenda items): This is the time when members of the audience may step forward to address the Board. This opportunity is time-limited to 2 minutes per individual. If more time is needed, another (longer) oral communication opportunity is available at the end of the regular agenda. Speakers may select only one Oral Communication opportunity. a Presentations, Proclamations, Boards and Commissions a Public Hearings: Special rules regarding testimony and time limits may be established by the Board at the start of the hearing. Regular Agenda Items: Regular agenda items are also known as "action" items and will follow the public hearings. These items are less formal than the public hearings but still provide the public the opportunity to comment on the proposed actions. Second Opportunityfor Oral Communication Cfor non-agenda items): As noted above, this is the second opportunity for the public to address the Board if more than two minutes are needed. This opportunity is time-limited to 5 minutes per individual and 10 minutes per topic. The maximum time for Oral Communication is 30 minutes. Board Announcements: This is typically the time when the Board may want to provide other Board members, staff or the public with information regarding items that may or may not be on the Board's agenda. Adjournment: At the conclusion of the items on the Board's agenda, the Board Chair will formally conclude the Board's regular business meeting.
Ordinance Testimony Time Limits Public testimony for ordinances may be presented within the following time limits: First and second hearing - 3 minutes for individuals and 12 minutes for groups Additional hearings - 2 minutes for individuals and 5 minutes for groups
Alternatives to Televised Proceedings An alternative format to the televised proceedings of the meetings of the Washington County Board of Commissioners is available on request. Interested individuals may call the telephone number or TTY number noted below and request a verbatim transcript for this meeting. Assistive Listening Devices Assistive Listening Devices are available for persons with impaired hearing and can be scheduled for this meeting by calling 503-846-8611 (voice) or 503-846-4598 (TDD - Telecommunications Devices for the Deaf) no later than 5:00 p.m., on the Monday preceding the meeting.
Sign Language and Interpreters The County will also upon request endeavor to arrange for the following services to be provided: 1. Qualified sign language interpreters for persons with speech or hearing impairments; and 2. Qualified bilingual interpreters. Since these services must be scheduled with outside service providers, it is important to allow as much lead-time as possible. Please notify the County of your need by 5:00 p.m. on the Thursday preceding the meeting date (same phone numbers as listed above: 503-846-8611 or 503-846- 4598).
Meeting Protocol The Board of Commissioners welcomes public attendance and participation at its meetings. Anyone wishing to speak on an agenda item at a regular business meeting should feel free to do so. In doing so, the Board asks that the following guidelines be observed:
1. Please follow sign-in procedures located on the table by the entrance to the auditorium. 2. When your name is announced, please be seated at the table in front and state your name and home address for the record. 3. Groups or organizations wishing to make a presentation are asked to designate one spokesperson in the interest of time and to avoid repetition. 4. When more than one citizen is heard on any matter, please avoid repetition in your comments. Careful attention to the previous speaker's remarks will be helpful in this regard. BOARD OF COMMISSIONERS MEETING CALENDAR
Tuesdav, Mav 5,2009 Worksession - 8:30 a.m. Board Meeting - 10:OO a.m.
Budget Committee Meeting Noon - 2:30 p.m. Washington County - Walnut Street Operations Training Rooms 1&2 1400 SW Walnut Street
Tuesdav, Mav 12,2009 Board Retreat - 7:30 a.m. - 4:00 p.m. Jenkin's Estate Main House 8005 SW Grabhorn Road
Tuesdav, Mav 19,2009 Worksession - 8:30 a.m. Board Meeting - 10:OO a.m.
Thursdav, Mav 21,2009 Budget Hearing - 8:30 a.m. Public Services Building Auditorium
Tuesdav, Mav 26,2009 Worksession - 2:00 p.m. Board Meeting - 6:30 p.m. HOUSING AUTHORITY OF WASHINGTON COUNTY
May 5,2009 10:OO a.m. Huffman Auditorium
Housing Authoritv Board of Directors
Tom Brian Dick Schouten Desari Strader Roy Rogers Andy Duyck Sydney Sherwood Carol Gakin
TABLE OF CONTENTS
1. CONSENT AGENDA Approval of Minutes - April 7,2009 a. Accept Fiscal Year 2007-08 Housing Authority Annual Financial Report
2. ORAL COMMUNICATION (Two Minutes Per Individual; Ten Minutes Total)
3. ORAL COMMUNICATION (10 Minute Opportunity)
4. BOARD OF DIRECTORS ANNOUNCEMENTS
5. ADJOURNMENT MINUTES
HOUSING AUTHORITY OF WASHINGTON COUNTY
APRIL 7,2009
CONVENED: 10:09 a.m.
BOARD OF DIRECTORS: Director Andy Duyck Director Dick Schouten Director Desari Strader Director Roy Rogers Director Carol Gakin Director Sydney Sherwood
Director Tom Brian was absent today because he was representing the Board at a Metro meeting.
STAFF: Robert Davis, County Administrator Dan Olsen, County Counsel Bill Gaffi, General Manager, CWS Val Valfie, Director, Housing Services Gary Calvert, Asset Manager, Housing Services Patt Opdyke, CPO Coordinator Jim Thiessen, Audiovisual Technician Barbara Hej trnanek, Recording Secretary
PRESS: Jill Smith, The Oregonian Kurt Eckert, Hillsboro Argus
APPROVAL OF MINUTES: February 3,2009
1. CONSENT AGENDA
It was moved to adopt the Consent Agenda.
Motion - Gakin 2nd- Sherwood Vote - 6-0 1.a. HA MO 09-5 Approve Concrete Sidewalk and Driveway Repair for Public Housing (Approved Under Consent Agenda)
2. ORAL COMMUNICATION (2 MINUTE OPPORTUNITY)
None.
3. PUBLIC HEARING 3.a. HA MO 09-6 Conduct Public Hearing on Annual Public Housing Agency (PHA) Plan (All CPOs)
Gary Calvert stated that the Quality Housing and Work Responsibility Act of 1998 requires each public housing agency to develop an annual business plan and a five year business plan, as applicable. He said that the Fiscal Year 2009 Public Housing Plan therefore addresses both the short and the long term goals to better serve the low income residents of Washington County. Mr. Calvert reported that the Housing Authority of Washington County is a HUD High Performing Agency, allowing submission of the new streamlined plan. He related that the Fiscal Year 2009 Plan has been reviewed by the housing residents of the Resident Advisory Board and has been certified as consistent with the County's Consolidated Plan. Mr. Calvert indicated that the Plan itself has been available for public review and comment since February 13,2009. He stated that as of this date, there have been no public comments received by this agency. Mr. Calvert said that the 2009 Public Housing Plan is substantially the same as the 2008 Plan, with the exception that the agency is requesting authorization to convert 75 of the Section 8 vouchers to "project based" vouchers. He explained that the "project based" vouchers will be used to assist local service providers in the community to assist with the chronic homeless and persons with special needs.
The public hearing was opened.
No public testimony was offered.
The public hearing was closed.
It was moved to:
1. Conduct a public hearing for the annual FY 2009 Public Housing Agency (PHA) Plan for the Housing Authority of Washington County.' 2. Authorize the Chair or designee to execute the required PHA certifications. 3. Direct the Executive Director of the Housing Authority to incorporate any public cornment(s) received into the PHA Plan. 4. Authorize the Executive Director to submit the FY 2009 PHA Plan to HUD.
Motion - Schouten 2nd- Gakin Vote - 6-0
4. ORAL COMMUNICATION (10 MINUTE OPPORTUNITY)
None.
5. BOARD OF DIRECTOR ANNOUNCEMENTS
Commissioner Schouten announced that Director Tom Brian is conducting County business this morning at Metro relative to a funding issue.
6. ADJOURNMENT: 10:14 a.m.
Motion - Shenvood 2nd- Gakin Vote - 6-0
MINUTES APPROVED THIS DAY 2009
RECORDING SECRETARY CHAIRMAN AGENDA
BOARD OF DIRECTORS HOUSING AUTHORITY OF WASHINGTON COUNTY
Agenda Category: Consent - Housing Authority
Agenda Title: ACCEPT FISCAL YEAR 2007-08 HOUSING AUTHORITY ANNUAL FINANCIAL REPORT
Presented by: Adolph A. Valfie, Jr., Executive Director
SUMMARY (Attach Supporting Documents if Necessary) The audit firm of Talbot Korvola and Warwick completed their audit field work for the Housing Authority's 2007-08 fiscal year on January 23, 2009. The Financial Statements meet the reporting requirements of the GFOA and the GASB and include the unqualified opinion of the auditors. In addition to the opinion, the Authority received a letter of recommendations recommending improvement of review procedures for the recording of capital asset transactions. The Audit Committee met with the Auditors and Management staff on February 24, 2009 to review the financial reports and recommendations, along with other Washington County financial reports and related disclosures.
Subsequent to issue, information related to the footnote on long-term debt was discovered, and the report was reissued on March 30 with the needed revisions.
Copies of the original report and letter of recommendations were distributed to the County Board of Commissioners along with the other County audit materials, and were accepted by the Board at the March 3, 2009 meeting. Copies of the reissued report have been distributed to the Housing Authority Board concurrent with this agenda item, along with the Debt Coverage Certification and other related materials. The Audit Committee has been provided with the revised report.
DEPARTMENT'S REQUESTED ACTION: Request that your Board accept the Housing Authority's Report on Audit of Financial Statements as revised for fiscal year 2007-08.
COUNTY ADMINISTRATOR'S RECOMMENDATION: I concur with the requested action.
Date: 5/5/09 AGENDA
WASHINGTON COUNTY BOARD OF COMMISSIONERS
Proclamation - Land Use and Transportation and Clean Agenda Category: Water Services (CPO All)
Agenda Title: PROCLAIM NATIONAL PUBLIC WORKS WEEK, MAY 17 THROUGH MAY 23,2009
Presented by: Kathleen A. Lehtola, Director, Department of Land Use and Transportation; and Bill Gaffi, General Manager, Clean Water Services
SUMMARY: (Attach Supporting Documents if Necessary)
Clean Water Services and the Department of Land Use and Transportation request that the Washington County Board of Commissioners join with many other public works jurisdictions across the nation in declaring May 17 to May 23, 2009 as NATIONAL PLBLIC WORKS WEEK. This year's theme is Revitalize, Reinvest, Renew.
Since 1960 the American Public Works Association has sponsored National Public Works Week. Its 29,000 members use this week to energize and educate the public on the contribution public works makes to their daily lives: planning, building, operating and maintaining the infrastructure of our local communities. The celebration increases awareness of public works services and the contributions that they make to our citizens' health, safety, comfort and quality of life, and to express appreciation to public works employees.
DLUT and Clean Water Services are taking this opportunity to tell the story of public works to Washington County residents. This year there will be an emphasis on what federal and state stimulus money will do for our communities' infrastructure in this time of economic stress. A family-fiiendly interactive display will be set up and staffed at Washington Square the weekend of May 16-17, with partners from the Joint Water Commission, ODOT, TriMet and Washington County's Bicycle Transportation Coalition. Public building lobby displays, media releases, posters, newsletter articles and Web page information will also aid in this educational process.
DEPARTMENT'S REQUESTED ACTION: The Board of County Commissioners is asked to issue a proclamation (attached) supporting May 17 through May 23,2009, as National Public Works Week in Washington County.
COUNTY ADMINISTRATOR'S RECOMMENDATION: I concur with the requested action. in the Boardof Commi.ssionersfor Washington County, Oregon
WHEREASpublic works services provided in our community are an integral part of our citizens' everyday lives and are designed to protect and enhance our human environment; and
WHEREAS public works provide the physical infrastructure we must have for social and economic development, representing the investment of our tax money in our own futwe; and
WHEREAS public works employees plan for, build and maintain some of our county's most valued assets, such as water, sewers, streets and highways, public transit facilities, public buildings, and solid waste collection; and
WHEREAS, the quality and effectiveness of these facilities, as well as their planning, design and constr~~ctionis vitally dependent upon the efforts and skill of public works officials who keep our communities livable and economically vibrant; and
WHEREAS, the efficiency of the qualified and dedicated personnel who staff public works departments is materially influenced by the people's attitude and understanding of the importance of the work they perform,
NOW, THEREFORE, WE, the Board of County Comrrrissioners of Washington County, do hereby proclaim the week of May 17 through May 23,2009 as
"NATIONAL PUBLIC WORKS WEEK" in Washington County, and we call upon all citizens and civic organizations to acquaint themselves with the issues involved in providing our public works and to recognize the contributions which public works officials make every day to our health, safety, comfort and quality of life.
Given under our hands and Seal of the County this day, ,2009.
Tom Brian, Chair
Recording Secretary MINUTES
WASHINGTON COUNTY BOARD OF COMMISSIONERS
APRIL 21,2009
CONVENED: 10:14 a.m.
BOARD OF COMMISSIONERS: Chairman Tom Brian Commissioner Desari Strader Commissioner Roy Rogers
Both Vice Chair Andy Duyck and Commissioner Dick Schouten were absent as they testified on the Board's behalf in Salem this morning. Commissioner Schouten then proceeded to the two-day State Bike Summit.
STAFF: Robert Davis, County Administrator Dennis Mulvihill, Government Affairs Manager Philip Bransford, Communications Officer Dan Olsen, County Counsel Kathy Lehtola, Director, LUT Joanne Rice, Principal Planner, LUT
Joy Chang, Associate Planner, LUT . Robert Hermann, District Attorney Whitney Ziegler, Victim Assistance, DA Shelly Oliver, Juvenile Marcia Langer, Sheriffs Office Marci Nelson, Community Corrections John Hartner, Director, Community Corrections Dennis Erickson, ProbationParole Svcs. Spec. Pam Owen Jacobson, Management Analyst 11 Bill Gaffi, General Manager, CWS Patt Opdyke, CPO Coordinator Rob Reasoner, Audiovisual Technician Barbara Hejtmanek, Record.ing Secretary
PRESS: Jill Smith, The Oregonian
APPROVAL OF MINUTES: April 7,2009 1. CONSENT AGENDA
Chairman Brian announced the following modifications to the Consent Agenda:
There is award of contract on item 1.b. to Northwest Earthovers, Inc. in the amount of $2,453,009.20. Items 1.g. and 1.t. are removed from today's agenda, with the expectation that both will return at a later date. There is award of bid on item 1.w. to Intermountain Slurry Seal, Inc. in the amount of $384,384.00.
It was moved to adopt the Consent Agenda, as amended.
Motion - Rogers 2nd- Strader Vote - 3-0
CLEAN WATER SERVICES
1.a. CWS RO 09-9 Endorse Boundary Change Proposal WA-0109 for Annexation to Clean Water Services' Service District (City of Gaston) (Approved Under Consent Agenda)
1.b. CWS MO 09-35 Award Contract for Construction of the Locust Street Sanitary Improvement Project (Project No. 6335) (CPO 3) (Approved Under Consent Agenda)
1.c. CWS RO 09-10 Acquire Easements for Permanent Water System Facilities and Sanitary Sewer (Approved Under Consent Agenda)
1.d. CWS MO 09-36 Approve Thirteenth Amendment to Master Contract for Professional Services with CW2M Hill, Inc. for Predesign Services for Natural Treatment Systems at the Forest Grove and Hillsboro Treatment Plants (Approved Under Consent Agenda)
1.e. CWS MO 09-37 Accept the SW 85thAvenue Extension and Stormwater Modifications, Project No. 4969B as Final and Release Retainage (CPO 4M) (Approved Under Consent Agenda) 1.f. CWS MO 09-38 Approve Intergovernmental Agreement with City of Hillsboro for Investigation, Analysis and Improvements in the Turner Creek Basin (City of Hillsboro) (Approved Under Consent Agenda)
1.g. CWS MO 09-39 Accept Proposal and Award Contract for Financial Audit Services (Removed From Agenda)
1.h. ' CWS MO 09-40 Award a Sole Source Contract to ITT Water & Wastewater U.S.A., Inc. for the Purchase of Flygt N-Impeller Style Dry Pit Submersible Pumps for the Shenvood Pump Station Expansion Project No. 633 8 (Approved Under Consent Agenda)
LAND USE AND TRANSPORTATION
1.i. MO 09-75 Set a Public Hearing to Transfer Jurisdiction of Certain County Roads to the City of Beaverton (CR 3264 TIJ) (CPOs 1,3,6,7 and Beaverton) (Approved Under Consent Agenda) l.j. MO 09-76 Execute Deeds Dedicating County-Owned Property as Part of Hwy. 47 (Forest Grove Northern Arterial) to the Public as Right-of-way (CPO 12F & 13) (Approved Under Consent Agenda)
1.k. RO 09-21 Approve Declaration of Necessity and Protective Rent Payments for Right-of-way Acquisition for Spiesschaert Road at Council Creek Bridge Project (CPO 12C) (Approved Under Consent Agenda)
1.1. RO 09-22 Approve Feasibility Report, Establish Local Improvement District (LID) and Set Public Hearing for SW Parmele Road (CPO 10) (Approved Under Consent Agenda) 1.m. RO 09-23 Approve Feasibility Report, Establish Local Improvement District (LID) and Set Public Hearing for SW Whitrnore Road (CPO 1 1) (Approved Under Consent Agenda)
1.n. RO 09-24 Amend the 2008-2009 Work Program (All CPOs) (Approved Under Consent Agenda)
COUNTY ADMINISTRATIVE OFFICE
1.o. MO 09-77 Adopt the Fiscal Year 2009- 10 Budget Policy ( All CPOs) (Approved Under Consent Agenda)
COMMUNITY CORRECTIONS
1.p. MO 09-78 Authorize Acceptance of $161,219 from the Oregon State Police Edward Byrne Justice Assistance Grant Program (Approved Under Consent Agenda)
COUNTY COUNSEL
1.q. MO 09-79 Authorize Code Update Relating to Elections (All CPOs) (Approved Under Consent Agenda)
HEALTH AND HUMAN SERVICES
1.r. MO 09-80 Grant Waiver and Authorization to Contract with Trillium Family Serviicesto Provide Psychiatric Residential Treatment Services (Approved Under Consent Agenda)
JUVENILE SERVICES
1.s. MO 09-81 Authorize Formula Grant Award from the Oregon Commission on Children and Families (Approved Under Consent Agenda) SUPPORT SERVICES
1.t. MO 09-82 Accept Proposal and Award Contract for Financial Audit Services (Removed From Agenda)
1.u. MO 09-83 Accept ProposaVAward Contract for Fiscal Intermediary Services (Approved Under Consent Agenda)
1.v. MO 09-84 Authorize Purchase Orders for Cooperative Library for Hardware and Software Necessary to Provide Secure Public Wireless Access (Approved Under Consent Agenda)
URBAN ROAD MAINTENANCE DISTRICT
1.w. URMD MO 09-2 Approve Bid Award and Authorize Execution of Contract. for the 2009 Urban Road Maintenance District Slurry Seal and Crack Seal Projects (All CPOs) (Approved Under Consent Agenda)
2. ORAL COMMUNICATION (2 MINUTE OPPORTUNITY)
John Bockmier, 380 SE Spokane Street, submitted a brochure, which may be found in the Meeting File. He identified himself as a volunteer with the American Diabetes Association. Mr. Bockmier wished to talk about an upcoming bike ride entitled "Tour de Cure", which is an event sponsored by the American Diabetes Association that will move to the Hillsboro area this year. He specified that the event will take place on July 25, 2009 and will begin and end at the Hillsboro Stadium. Mr. Bockmier said that the ride is in its 14~year and has taken place on Mt. Hood for the past thirteen years. He explained that the ride is being moved to Hillsboro with the goal of making the ride more accessible to riders of all ages and skill sets and to increase its ultimate goal of raising funds to assist the American Diabetes Association in research and support for persons with diabetes and their families. Mr. Bockmier stated that Hillsboro was chosen for its scenery, the nice Stadium facility and for the positive response from people in the community. He remarked that the American Diabetes Association has had a regional office in this area for over 60 years. Mr. Bockmier reported that last year's ride had over 1,200 participants and raised just under $350,000. He went on to say that nationwide, "Tour de Cure" has over 38,000 cyclists in 78 cities and 40 states and raised over $16 million last year. Mr. Bockmier said that this year's ride will feature courses ranging from a 10-mile family ride to a 100-mile century ride. He stated that all of the permits and proof of insurance have been submitted to the County departments. Mr. Bockmier encouraged the Board to be either a participant or volunteer during this event.
Chairman Brian assured Mr. Bockrnier that the Association made a great choice in coming to Washington County and Hillsboro. He thanked him for his work relative to diabetes. Examining the brochure, the Chair was happy to see the strong sponsorship enjoyed by this event. He encouraged everyone to participate in this event on Saturday, July 25,2009.
3. PROCLAMATION 3.a. MO 09- 72 Proclamation in Honor of Volunteer Recognition Week (All CPOs)
The Clerk of the Board read the proclamation into the record.
Philip Bransford thanked the Board-particularly Chairman Brian and Commissioner Rogers-for attending the County's Volunteer Recognition event last Thursday. He also thanked District Attorney Robert Hermann, John Hartner (Director, Community Corrections) and County Administrator Robert Davis for attending the event. Mr. Bransford indicated that 150 volunteers attended last week. He introduced a volunteer with the Land Use and Transportation Department's Operations & Maintenance Division's "Adopt a Road" program, who is an employee of Nike.
Michael Britton distributed a submittal, which may be found in the Meeting File. He identified himself as a member of Nike's Green Team, which is an employee-led sustainability group. Mr. Britton explained that these employees do this in addition to their regular roles. He mentioned that the employees have found work on the "Adopt a Road" program to be very gratifying. Mr. Britton recalled that his group was looking for a project on which they could tell they made a difference at the end of the day. He testified that his group found the program at Washington County extremely well managed and that staff fully explained the process. Mr. Britton told of how he makes an appointment to clean up the road and then picks up all of the equipment fiom staff. He described the social aspects of working as a team while performing this service. Mr. Britton summarized that Washington County makes this job so easy for the group and he has recommended "Adopt a Road" to other persons interested in volunteering.
Chairman Brian appreciated the work performed by Michael Britton and his team. He was proud of Washington County's staff and of the County's incredible 1,200 volunteers. Chairman Brian found the effort very special when people are working not to be paid but to be volunteers. He thanked Mr. Britton for all of his work. It was moved to proclaim April 19 to 25 as Washington County Volunteer Week for 2009.
Motion - Strader 2nd- Rogers Vote - 3-0
At this time, Commissioner Rogers asked the Board to take up item 5.a. in order to accommodate anyone in the audience who might wish to speak on that item. He recognized that item 3.b. will entail a longer presentation. The Board concurred.
5. PUBLIC HEARING - LAND USE AND TRANSPORTATION 5.a. RO 09-20 Consider the Annexation of Property Encompassing Approximately 71.32 Acres to Clean Water Services District (WA-0109) (CPO 11)
Joy Chang stated that the County received a request to annex three parcels to the Clean Water Service District. She said that the request was initiated by Consent Petition of the property owners. Ms. Chang pointed out the pertinent parcels on a map. She indicated that the parcels are located north and south of the Washington County and Yamhill County line, north of Olson Road-all within the City of Gaston. Ms. Chang stated that Tax Lot 3800 is in Washington County and Tax Lot 1000 and 1100 are in Yarnhill County. She said that ORS 198 dictates that the decision maker for the annexation to a special district is the County Board within which the largest portion of the assessed value of the District lies. Ms. Chang reported that the largest portion of Clean Water Service District's assessed value lies within Washington County. She concluded, therefore, that the Washington County Board is the authority to consider this request. Ms. Chang stated that Yamhill County was notified and has reviewed this request. She reported that Yamhill County has no objection to the proposal. Ms. Chang told the Board that required notification and postings were completed and that no letters of comment were received. She recommended that the Board adopt a Resolution and Order approving the annexation, with approval becoming effective immediately.
.The public hearing was opened.
Ryan OYBrienstated that he represents the property owners and is available to answer any questions.
The public hearing was closed. It was moved to adopt a Resolution and Order approving the annexation with the approval becoming effective immediately and to authorize the Chair to sign a Resolution and Order for Service District Annexation WA-0109.
Motion - Rogers 2" - Strader Vote - 3-0
3.b. MO 09- 73 Proclamation of Crime Victims' Rights Week and Review of County Victims' Services (All CPOs)
The Clerk of the Board read the proclamation into the record.
District Attorney Robert Hermann noted that Crime Victims' Rights Week is officially next week and that there will be a number of events statewide and countywide. He announced that the annual barbecue will take place next Tuesday afternoon and invited everyone to attend.
District Attorney Hermann stated that virtually every minute of every hour of every day, someone is victimized across the country. He listed the partner agencies (for whom he is speaking this morning) and the person who can answer specific questions:
District Attorney's Victim Assistance Program - Whitney Zeigler Juvenile Department Victim Services - Shelly Oliver Elder Safe Program - Marcia Langer WCCC Center for Victims' Services - Marci Nelson Domestic Violence Resource Center - L. Burgess Sexual Assault Resource Center - Erin Ellis Beaverton Police Department - Captain Steve Stevenson Hillsboro Police Department - Domestic Violence Response Team - Martha Bertell
District Attorney Herrnann stated that his office has been providing services to victims since 1983. He reported that through the Constitution by votes of the public, victims' rights have been made constitutional rights for citizens in this state. District Attorney Hermann explained that this has given victims enforceablerights. He summarized that Washington County has provided these services to victims for years and continues to do so. District Attorney Hermann provided a couple of statistics:
There were 29,543 victim contacts by the District Attorney's Office in FY 07-08. $5 million in restitution was ordered by the Courts in the last Fiscal Year. District Attorney Hermann listed the components of his office's Victim Assistance Program:
Contact all victims in all cases prosecuted by the District Attorney Notify victims of their rights Keep victims informed of the progress of their cases Accompany victims to court and grand jury Determine restitution and provide loss information to the Court Assist victims in applying for Crime Victims' Compensation benefits Refer victims to other agencies for services
District Attorney Hermann reported that his volunteers logged almost 4,000 hours in the year 2008 and that they are an integral part of providing comfort and support for victims through Grand Jury and Court accompaniments. He provided statistics regarding the Juvenile Department Victim Services:
The goal of Victim Services is to inform all victims of their rights and provide support and information that will aid in overcoming the effects of crime. In 2008, 1,424 victims were referred for crimes committed by juveniles. 77% of the restitution ordered was successfblly paid. (This is a significantly high number .)
The Juvenile Department is involved in:
Notification of crime victims' rights Support and advocacy throughout the Court process Court accompaniment Speaking on behalf of the victim in Court Liaison between the Juvenile Counselor, DDA and the victim Assistance in requesting restitution Case status information Court hearing notification Victim Empathy Educational Group for Juveniles Community referrals Assistance in filing for Crime Victims' Compensation
District Attorney Hermann Wedto the Elder Safe Program, which serves crime victims aged 65 years and older. He specified that this is provided by the Sheriffs Office, the District Attorney's Office and Disability & Aging Services. District Attorney Hermann highlighted the following aspects of the Elder Safe Program:
Provides victim services to seniors and adults with disabilities since 2001 Able to provide immediate support, direct services and advocacy to victims even if their case is not prosecuted Coordinates the Washington County Elder Abuse Multi-disciplinary Team monthly meetings
In 2008, the Elder Safe Victim Services;
Assisted 1,001 elderlyldependent crime victims Utilized the services of eight trained Elder Safe volunteer advocates (donated 637 hours) Assigned 837 cases to Elder Safe volunteer victim advocates for personalized assistance Referred 189 cases to DAVSIAdult Protective Services and 32 to Washington County Mental Health
District Attorney Hermann indicated that the Center for Victims' Services:
Is sponsored by Washington County Community Corrections Supports government and community partners to assure continuation of care Maintains a specialized staff to address unique needs of victims: Coordinator Counselor, Post-Conviction Advocate, and Graduate Intern Counselors Houses Partner Programs: DVRC Protective Order Program, Domestic Violence Surrogate Dialogue Program Counseling: Individual, Couples, Family, Crisis and Group Counseling Advocacy and Support Insider Information through Community Corrections Assistance with Protective Orders DV Survivor Impact Panels Community Outreach and Public Relations
District Attorney Hermann recognized that the Domestic Violence Resource Center:
Empowers all individuals and families to have safe and healthy relationships Since 1975, it is the only non-profit in the County specifically serving domestic violence survivors. All services are free, bilingual, accessible and open to all survivors.
District Attorney Hermann stated that the Domestic Violence Resource Center is involved in prevention, intervention and empowerment efforts. He now provided data regarding the Sexual Assault Resource Center:
It was established in 1977. Its mission is to promote social justice by ending sexual violence through advocacy, support and education. SARC remains one of only two stand-alone rape crisis centers in the State of Oregon. It is extremely valuable to the role of prosecution. 0.85% of adult women in Washington County (or 1,321) will experience some sort of sexual trauma each year (Oregon Behavioral Risk Factor Surveillance Survey, 2004).
Services offered by the Sexual Assault Resource Center include: 24-hour Crisis Line; in- person crisis response - hospitals and police departments; case management; free mental health services - individual and group; school-based prevention education - nine week curriculum; culturally appropriate services for Spanish-speaking survivors; and intervention services for minor victims of human trafficking. Fifty percent of all service provision is donated by the tireless efforts of 60 volunteers equaling 17,280 hours per year and 2,300 unduplicated individuals are served confidentially and free of charge each year.
District Attorney Hermann now spoke about the Beaverton Police Department "Enhancing Response to Crime Victims" program. He reviewed that the Beaverton Police Department was selected in 2007 to participate in an IACP project "Enhancing Police Response to Crime Victims". District Attorney Hermann believed that having this centered in the police agency is of tremendous value and he has seen its results, particularly in domestic violence cases. He said that this process invited review of existing procedures and collaboration with County victims' services providers and made some of the following policy changes:
All reported incidents of domestic disturbance will be documented on incident reports, whether or not a crime occurs. Reports will be forward to DVRC. New General Order giving proper protocol to follow with domestic violence situations involving members of the Police Department. Officers may obtain approval from supervisors to testify at civil stalking hearings when appropriate. Supervisors given discretion to allow more latitude in the apprehension of suspectb. The latter is a significant advantage.
The Beaverton Police Department "Enhancing Response to Crime Victims" provides:
Improved communication with Victim Service Providers and District Attorney's Victim's Assistance Program Greater awareness of Provider Services and Access to Updated Resources; Improved Officer Response Expanded Mandatory Training that includes Domestic ViolenceIStalking, Crime Victims' Rights, and Mental Health.
District Attorney Hermann characterized the above a forward-looking and coordinated approach. He next highlighted the Hillsboro Police Department Domestic Violence Response Team and provided the following information about it:
DVRT advocacy first responder program implemented in 2004 Program consists of community volunteers who respond 24 hours a day, 7 days a week, 365 days a year to DV crime scenes. o Over 1,000 victims have received services. o Volunteers have donated over 35,000 hours. o Referred over 800 victims to DVRC and Victim Services o Review police reports and contact victims who have refused services at the time of the incident The program has enhanced the number of successful convictions in DV cases, community outreach (community and businesses) and victim contact information for the DA and law enforcement.
District Attorney Hermann stated that there are victims in every jurisdiction in the County and both non-profit and governmental agencies respond. He said that there is a critical connection and link to greater County services in the justice system and non- profits that makes his job much easier. District Attorney Hermann wanted to ensure that we are doing our best to serve victims every step of the way.
Chairman Brian thanked District Attorney Hermann for his presentation. He appreciated this reminder of the amount of service provided and the collaboration of all of the agencies and volunteers. Chairman Brian recognized that this working together really benefits the public in a huge way. He thanked the leaders, staff and non-profits who are involved in this. Chairman Brian was personally aware of the trauma involved in property crimes and noted that person-to-person crimes involve much more trauma. He said that it is great to have staff and volunteers available to help them.
Commissioner Rogers thanked District Attorney Hermann and all those who attended today. He was pleased to hear about the available resources and the community of helpful people who want to make things better in a very difficult time. Commissioner Rogers thanked everyone for their hard work.
Chairman Brian encouraged everyone to attend next week's barbecue. He joked that it is not often that the District Attorney, Sheriff and the Corrections Director barbecue hamburgers for the County. Chairman Brian said that it is a fun event and that the proceeds go to victims' assistance.
District Attorney Hermann reiterated that the barbecue is next Tuesday, April 28,2009 at 11:30 a.m. in the courtyard of the Public Services Building. He added that there are some donated baskets for raffles. District Attorney Hermann related that a special emergency hdis used to help victims with changing locks right away, to have emergency dental appointments, and other valuable services to help fill some of the gaps. It was moved to proclaim April 26 to May 2,2009 as National Crime Victims' Rights Week in Washington County.
Motion - Rogers 2nd- Strader Vote - 3-0
4. BOARDS AND COMMISSIONS 4.a. MO 09-74 Appoint Members to the Enhanced Sheriff Patrol District (ESPD) Budget Committee and the Urban Road Maintenance District (URMD) Budget Committee (All CPOs)
It was moved to appoint Bonnie Hadley and Carl Bernards to the ESPD and URMD Budget Committees for terms expiring 613 01 11.
Motion - Rogers 2nd- Strader Vote - 3-0
6. ORAL COMMUNICATION (5 MINUTE OPPORTUNITY)
None.
7. BOARD ANNOUNCEMENTS
None.
8. ADJOURNMENT: 11 :00 a.m.
Motion - Strader 2nd- Rogers Vote - 3-0
MINLTTES APPROVED THIS DAY 2009
RECORDING SECRETARY CHAIRMAN Cleanwater* Services AGENDA CLEAN WATER SERVICES BOARD OF DIRECTORS
Agenda Category: Consent
Agenda Title: ACQUIRE AN EASEMENT FOR SANITARY SEWER
Presented by: Bill Gaffi, General Manager (cp)
SUMMARY (Attach Supporting Documents if Necessary)
The following easement is necessary to provide sanitary sewer service in Clean Water Services' service district.
I. EASEMENT FOR SANITARY SEWER PROPERTY OWNER PROJECT AREA VALUE Gary Siegberg Project No. 6335 750 sf $8,163
FISCAL IMPACT: $8,163 Budget Info: 101.062.8224.55220 (Project No. 6335)
REQUESTED ACTION: Acquire an easem'ent necessary to provide sanitary sewer service in Clean Water Services' service district. 1 BEFORE THE BOARD OF DIRECTORS OF CLEAN WATER SERVICES 2 In the Matter of the Acquisition of 1 RESOLUTION AND ORDER 3 an Easement Needed for District Purposes. 1 1 NO. 4
The above-entitled matter came before the Board of Directors of Clean Water Services (Board) at its regular meeting of May 5,2009; and It appearing to the Board that Clean Water Services (District) requires a certain easement to provide sanitary sewer service in the District's service district; and It appearing to the Board that ORS 45 1.550 (3) and (4) give the Board the power to acquire easements determined to be necessary and proper in the exercise of District purposes; and It appearing to the Board that District representatives have secured from the property owner(s) named in Exhibit A, a duly executed Easement for Sanitary Sewer, which recites therein an appropriate amount of consideration for acquisition of the easement; and It appearing to the Board that the easement should be accepted and recorded, and the Board being hlly advised in the premises and that the grantors thereof should be compensated for the easement granted thereby as provided in the easement document and as set forth in Exhibit A' it is therefore
Page 1 - RESOLUTION AND ORDER CLEAN WATER SERVICES 2550 S.W. Hillsboro Highway Hillsboro, Oregon 97123-9379 Telephone (503) 68 1-3600 Fax (503) 68 1-3603 RESOLVED AND ORDERED that the easement granted by the property owner(s) named in Exhibit A to this Resolution and Order be, and hereby is, accepted by the Board of Directors of the District. DATED this 5th day of May, 2009.
CLEAN WATER SERVICES By its Board of Directors
Chairman
Recording Secretary
Page 2 -RESOLUTION AND ORDER CLEAN WATER SERVICES 2550 S.W. Hillsboro Highway Hillsboro, Oregon 97123-9379 Telephone (503) 681-3600 Fax (503) 68 1-3603 EXHIBIT A
I. EASEMENT FOR SANITARY SEWER PROPERTY OWNER PROJECT AREA VALUE Gary Siegberg Project No. 6335 750 sf $8,163 AGENDA
WASHINGTON COUNTY BOARD OF COMMISSIONERS
Agenda Category: Consent-Land Use and Transportation (CPO 8)
Agenda Title: APPROVE DECLARATION OF NECESSITY AND PROTECTIVE RENT PAYMENTS FOR RIGHT-OF-WAY ACQUISITION FOR THE HAHN ROAD CULVERT PROJECT
Presented by: David L. Scharnp, Operations and Maintenance Division Manager
SUMMARY:
On February 17,2009, the Board approved a Resolution and Order Number 09-12 authorizing staff to acquire necessary right-of-way acquisition for the Hahn Rd and Timber Rd culvert projects. However, the description for the Hahn Rd centerline has changed. Attached is the updated centerline description which will allow us to purchase necessary right-of-way along the Hahn Rd culvert.
The project is scheduled for construction Summer 2009. In order to replace the culvert, additional right-of-way and ancillary easements may be required. Right-of-way acquisition for the project will follow Oregon State Department of Transportation guidelines and policies adopted by the Board.
There may be opportunities to acquire right-of-way for the project, which may require protective rent payments. Accordingly, the Board is requested to approve protective rent payments for these projects as necessary.
A Resolution and Order has been prepared for the Board, which would allow the County to acquire the right-of-way and easements by condemnation, if necessary.
Attachments: 1. Resolution & Order with Exhibit A 2. Vicinity Map
DEPARTMENT'S REQUESTED ACTION: Approve the attached Resolution and Order authorizing the staff to acquire the necessary right-of- way and protective rent payments for the Hahn Rd Culvert Replacement project. rowL26587545 dec. nec. agenda 04-09.doc 04/24/09 COUNTY ADMINISTRATOR'S RECOMMENDATION: I concur with the requested action.
Date: 05/05/09 IN THE BOARD OF COUNTY COMMISSIONERS
FOR WASHINGTON COUNTY, OREGON
In the Matter of Declaring the Necessity and ) Purpose for Acquisition of Certain Right-of-way ) RESOLUTION AND ORDER For the Hahn Road Culvert Replacement Project, ) Directing an Attempt to Agree With Owners as to ) NO. Compensation; Authorizing Condemnation ) Proceedings to Acquire the Said Rights-of-way; ) and Authorizing the Payment of Protective Rent. )
The above-entitled matter came on before the Board of Commissioners of Washington County, Oregon, at its regular meeting of May 5,2009; and It appearing to the Board that hnding has been approved for an improvement project for the Hahn Road Culvert Replacement Project, Project No. 002658, which provides for the construction of the proposed improvements; and It appearing to the Board that the Board of Commissioners has authority under ORS Chapter 35 to acquire right-of-way by purchase or condemnation proceedings; and It appearing to the Board that it is consistent with the powers and purposes of County government, and necessary for the continued growth, safety and welfare of the community, that the Hahn Road Culvert Replacement Project be constructed and that the necessary right-of-way and easements be acquired; and It appearing to the Board that the proposed construction of Hahn Road Culvert Replacement Project are planned and located in a manner which is most compatible with the greatest public good and causes the least private injury; it is therefore RESOLVED AND ORDERED that it is necessary for the preservation of the public health, safety and welfare of Washington County that the County, in connection with the construction of the Hahn Road Culvert Replacement Project, immediately start the acquisition process for the necessary right-of-way and easements for the Hahn Road Culvert Replacement Project, through exercise of the power of eminent domain; and it is further RESOLVED AND ORDERED that the right-of-way and easements to be acquired are described as follows: the centerline is described in the attached Exhibit A; the width of right-of-way will be in accordance with the current Washington County Transportation Plan; ancillary easements
, including slope, sidewalk, utility, wetland mitigation, storm water treatment, storm water detention, 38 and temporary construction purposes; together with such incidental additional right-of-way at intersections, and due to topography, as may be reasonably necessary in order to accommodate project design; and any uneconomic remnants, as determined by appraisal; and it is further RESOLVED AND ORDERED that the Department of Land Use and Transportation and the Office of County Counsel are authorized to retain real estate appraisers and negotiators, said appraisals to be prepared under the auspices of the Office of County Counsel and submitted to said Office for initiation of proceedings as described below; and it is further RESOLVED AND ORDERED that the Department of Land Use and Transportation is authorized to make protective rent payments in conjunction with acquisition of the subject property, when determined to be feasible and economically advantageous to the project; and it is fbrther RESOLVED AND ORDERED that the Department of Land Use and Transportation shall in good faith, attempt to negotiate an agreement as to just compensation with affected property owners, but the Board recognizes that there is a reasonable likelihood that formal litigation will be necessary for a substantial number of properties and, therefore, hereby authorizes the Office of County Counsel to file complaints in condemnation and take said other steps as it determines are necessary for the immediate possession and condemnation of the right-of-way described herein. DATED this 5th day of May 2009.
BOARD OF COUNTY CONIMISSIOIVERS FOR WASHINGTON COUNTY, OREGON
CHAIR .
RECORDING SECRETARY Approved as to form:
Loretta Skurdahl Senior Assistant County Counsel Date and Signed: April 12,2004
Page 2 - R&O#
Declaration of Necessity For Right-of-way EXHIBIT "A"
NW HAHN ROAD COUNTY ROAD PROJECT NO. 2658 April 14,2009 ROAD CENTERLINE DESCRIPTION
CENTERLINE DESCRIPTION FOR NW HAHN ROAD (C.R. 65)
A road centerline situated in the Southwest one-quarter of Section 27, T2N, R3W, W.M., Washington County, Oregon, being more particularly described as follows:
Commencing at a 3/16 inch by 1-118 inch iron bar at the intersection of the North line of the Smith Bledsoe Donation Land Claim Number 46 and the West line of said Section 27; thence along the North line of said Donation Land Claim, S 88'34'04'' E, 656.34 feet to the centerline of County Road No. 65 at centerline station 155+72.04, and the true point of beginning; thence continuing along said North line S 88'34'04" E, 648.78 feet to, and terminating at, the 3-114 inchaluminum disc marking the Southwest corner of the Samuel B. Raffety Donation Land Claim Number 41 at centerline station 162+20.82. Said disc bears N 89'48'14'' W, 862.72 feet from the 3-114 inch aluminum disc marking the Northeast corner of the Smith Bledsoe Donation Land Claim Number 46.
BASIS OF BEARINGS: S 89'48'14" E between the 3-114 inch aluminum disc marking the Southwest corner of the Samuel B. Raffety Donation Land Claim Number 41 and the 3-114 inch aluminum disc marking the Northeast corner of the Smith Bledsoe Donation Land Claim Number 46, per U.S.B.T. Book 3, Page 174, Entry No. 80.
REGISTERED Prepared by: I Washington County Surveyor's Office I LAND SURVEYOR I 1400 SW Walnut Street t / Mu Hillsboro, Oregon 97123 JAN. 14,2003 SCOTT M. YOUNG 4-/Y-0 9 ~dhnKidd Date Survey Technician Ill
Exhibit "A Page 1 of 1
AGENDA
WASHINGTON COUNTY BOARD OF COMMISSIONERS
Agenda Category: Consent - County Administrative Office (All CPOs)
Agenda Title: AUTHORIZE INTERGOVERNMENTAL AGREEMENT WITH OREGON EMERGENCY MANAGEMENT FOR DISASTER- RELATED EMERGENCY ASSISTANCE
Presented by: Don Bohn, Assistant County Administrator Steve Muir, Emergency Management Supervisor
SUMMARY: The December 2008 snow and ice storm caused an initial estimated $1.6 million in damages and response costs among jurisdictions within Washington County due to damaged buildings and power lines, hours spent removing snow and ice and other actions taken to protect the public. In response, the President included Washington County among nine Oregon counties eligible for federal aid to compensate for response and recovery costs. This presidential disaster declaration (No. 1824-DR-OR) will allow the affected jurisdictions within Washington County to receive federal reimbursement for 75 percent of the costs determined to be eligible by the federal government, with each local jurisdiction addressing the remaining 25 percent.
As your Board is aware, damage and work hours for Washington County government were largely experienced within the Operations and Maintenance Division of the Department of Land Use and Transportation and the Facilities Management Division of Support Services. Washington County has identified for the Federal Emergency Management Agency (FEMA) an estimated $153,000 of eligible costs.
Oregon Emergency Management (OEM) developed an intergovernmental agreement that if signed, would allow the reimbursement process to continue for eligible costs incurred during the period December 20 to 26,2008. Subsequently, OEM developed a formal addendum to the intergovernmental agreement that would extend the time period of the disaster relief finding to December 13 to 26,2008. Reimbursement hdswould flow from FEMA, through the Oregon Military Department, Office of Emergency Management.
The agreement is available at the clerk's desk for review.
DEPARTMENT'S REOUESTED ACTION:
COUNTY ADMINISTRATOR'S RECOMMENDATION: Approve the intergovernmental agreement and addendum with Oregon Emergency Management for emergency public assistance pending completion of the contract review process and authorize County Administrator or designee to complete any procedures required for receipt of these finds.
Date: 5/5/09 43 AGENDA
WASHINGTON COUNTY BOARD OF COMMISSIONERS
Agenda Category: Consent - Office of Community Development
Agenda Title: APPROVE 2009 ACTION PLAN FOR SUBMISSION TO THE U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT
Presented by: Peggy A. Linden, Program Manager
SUMMARY (Attach Supporting Documents if Necessary)
The purpose of this agenda item is to request that the Board approve the 2009 Action Plan for submission to the US Department of Housing and Urban Development (HUD).
The 2009 Action Plan describes how Washington County will use Community Development Block Grant (CDBG), HOME Investment Partnerships Program (HOME), Emergency Shelter Grant (ESG) and the American Dream Downpayment Initiative (ADDI) resources to address priority needs and local objectives for the period July 1,2009 through June 30,20 10. The plan also serves as the county's application to HUD for funding.
Washington County estimates it will allocate $4,731,270 in federal funds next year in an array of housing and community development activities. The Action Plan contains specific information about these proposed activities, which are being presented to your Board for approval.
Washington County and the city of Beaverton held public hearings on the Action Plan in Beaverton and Hillsboro on April lStand April gth.
Copies of the 2009 Action Plan are available at the Clerk's desk for review.
DEPARTMENT'S REOUESTED ACTION: 1. Approve the County's 2008 Action Plan and authorize the Chair or designee to execute and submit the plan to HLJD with the required certifications and applications for federal assistance for the County's CDBG, HOME, ESG and ADDI programs. 2. Following HlJD approval of the plan, authorize the Chair or designee to execute 2008- 2009 funding agreements with HUD on behalf of Washington County for the CDBG, HOME, ESG and ADDI programs. COUNTY ADMINISTRATOR'S RECOMMENDATION: I concur with the requested action.
Date: 5/5/09
4 5 AGENDA
WASHINGTON COUNTY BOARD OF COMMISSIONERS
Agenda Category: Consent - Office of Community Development
Agenda Title: APPROVE SUBSTANTIAL AMENDMENT TO THE 2008 ACTION PLAN
Presented by: Peggy A. Linden, Program Manager
SUMMARY (Attach Supporting Documents if Necessary) The purpose of this agenda item is to request that the Board approve the Substantial Amendment to the 2008 Action Plan for submission to the US Department of Housing and Urban Development (HUD). Approval of this Substantial Amendment will be your Board's acceptance of $824,990 in new federal funding under the Homelessness Prevention and Rapid Re-Housing Program (HPRP), part of the American Recovery and Reinvestment Act signed into law on February 17,2009.
The purpose of the HPRP is to provide homelessness prevention assistance to households who would otherwise become homeless - many due to the economic crisis - and to provide assistance to rapidly re-house persons who are homeless. The resources will be targeted and prioritized to serve households that are most in need of this temporary assistance and are most likely to achieve stable housing, whether subsidized or unsubsidized, outside of the HPRP after the program concludes.
The four eligible activities are financial assistance (includes short/medium term rent, security deposits, utility payments); case management (housing placement and stabilization services); data collection and reporting; and, administration.
The Office of Community Development will work with the County's Department of Housing Services and the Housing and Supportive Services Network to ensure that the program supports, to the maximum extent possible, strategies outlined in the County's Ten Year Plan to End Homelessness.
Copies of the Substantial Amendment are available at the Clerk's Desk. DEPARTMENT'S REQUESTED ACTION: 1. Approve the Substantial Amendment to the 2008 Action Plan and the required certifications which will be the County's application for federal assistance under the new program. 2. Following HLTD approval of the amendment, authorize the Chair or designee to execute the funding agreement with HUD on behalf of Washington County for the Homelessness Prevention and Rapid Re-Housing program. COUNTY ADMINISTRATOR'S RECOMMENDATION: I concur with the requested action. I Agenda Item No. 1.t?. 1 Date: 5/5/09 WASHINGTON COUNTY BOARD OF COMMISSIONERS
Agenda Category: Consent - Housing Services (CPO All)
Agenda Title: APPROVAL OF 2008 MCKINNEY-VENT0 HOMELESS ASSISTANCE SHELTER PLUS CARE PROGRAM RENEWAL GRANT AGREEMENT - HUD Project No. OR0095COE060801.
Presented by: Adolph 'Val' Valfie, Jr., Director
SUMMARY: The Shelter Plus Care Program (SPC) offers the only permanent tenant-based rental assistance in Washington County for the exclusive use of homeless persons with disabilities. Through the provision of social services and affordable permanent housing, SPC participants experience increased opportunities to regain and maintain their health and stabilize their lives, thus reducing the need for crisis intervention.
The U.S. Department of Housing and Urban Development funded projects from the Washington County FY2008 McKinney-Vento Homeless Assistance grant application include two Shelter Plus Care one-year project renewals. The two grant awards have been consolidated into this one Shelter Plus Care project OR0095COE060801 in the amount of $960,828 and will renew funding for 110 units of tenant-based rental assistance. In total, the County will receive Shelter Plus Care voucher fimding for a total of 135 units (including this year's new and renewal funding awards).
In partnership, a network of supportive service sponsors link housing and services for participants in the Shelter Plus Care Program. The seven sponsoring agencies of these renewal projects are Cascade AIDS Project, Community Action, Good Neighbor Center, Lifeworks NW, Luke-Dorf, Inc., Open Door Counseling Center, and Sequoia Mental Health Services, Inc. The renewal project will serve homeless single adults and families with children experiencing disabilities to include physical, mental, developmental andfor emotional impairment. Each sponsor agency will furnish appropriate supportive services to its designated share of SPC assisted tenant households, helping them to attain stability and remain as independent and self-sufficient as possible. Assisted households will pay no more than 30% of their monthly income for rent and utilities. The department will administer the Shelter Plus Care grant and the Housing Authority will administer the rental assistance payments. DEPARTMENT'S REQUESTED ACTION: That your Board: 1) Approve the FY2008 Shelter Plus Care Renewal Grant Agreement with the U.S. Department of Housing and Urban Development; 2) .Authorize the Chair or his designee to execute the agreement; 3) Assign the rental assistance funds to the Housing ~uthorit~of Washington County for administration under its Shelter Plus Care voucher program. COUNTY ADMINISTRATOR'S RECOMMENDATION: I concur with the requested action. I Agenda Item No. 1 Date: Jii9 AGENDA
WASHINGTON COUNTY BOARD OF COMMISSIONERS
Agenda Category: Consent - Support Services
Agenda Title: ACCEPT REVISED FISCAL YEAR 2007-08 HOUSING AUTHORITY ANNUAL FINANCIAL REPORT
Presented by: Mary E. Gruss, Chief Finance Officer SUMMARY (Attach Supporting Documents if Necessary)
In developing the information related to a refinancing of outstanding Housing Authority bonds, it was determined that the debt coverage ratio disclosed in footnote 4 had been miscalculated, and as a result misreported in the financial statements of the Housing Authority for the year ended June 30,2008. Housing Authority worked with bond counsel and the audit firm to correct the information and subsequently reissue the statements.
Copies of the original report and letter of recommendations were distributed to the County Board of Commissioners along with the other County audit materials, and were accepted by the Board at the March 3,2009 meeting. Copies of the reissued report have been distributed to the Housing Authority Board concurrent with this agenda item, along with the Debt Coverage Certification and other related materials.
The Audit Committee has been provided with the revised report.
DEPARTMENT'S REQUESTED ACTION: Request that your Board accept the Housing Authority Annual Financial Report, as revised for fiscal year 2007-08.
COUNTY ADMINISTRATOR'S RECOMMENDATION: I concur with the requested action.
Agenda Item No. 1.g. 1 Date: 1/5/09 1 AGENDA
WASHINGTON COUNTY BOARD OF COMMISSIONERS
Agenda Category: Consent - Support Services
Agenda Title: DECLARATION OF SURPLUS PROPERTY (29048SA)
Presented by: David Switzer, Fleet Manager, Support Services Linda Baumgartner, Purchasing Supervisor
SUMMARY (Attach Supporting Documents if Necessary)
The Purchasing Rules require that any surplus personal property deemed to have a current market value of $50,000 or more (per item) be declared as surplus by specific Board action prior to disposition.
Support Services, Fleet Management Division (Fleet) is responsible for managing the County's Fleet Replacement Fund. As a part of this replacement program, Fleet scheduled and budgeted for the replacement of four motor graders in the current fiscal year. On June 3,2008, MO 08-21 1, your Board approved the agenda item for replacement and authorized purchase of various vehicles and equipment. These graders were included on that schedule. The County has decided to purchase three graders from the Halton Company utilizing an existing Skamania County bid for $254,398 each.
The motor graders, Fleet Units 17271, 17272, 17273, and 17274 are no longer required. The graders were acquired in 2004 for $196,825 each from the Halton Company. The contract to acquire the four units included a 5-year buy-back provision in the amount of $149,772 each. This Board action requests your approval to declare these graders surplus and to execute the buy-back provision. The fimds received from the buy-back will be used to offset the acquisition of the three new motor graders making the net cost of $54,702 per grader.
DEPARTMENT'S REQUESTED ACTION:
Request that your Board declare the motor graders (Fleet Units 17271, 17272, 17273, and 17274) as surplus County property and authorize disposition by accepting the buy-back provision for $149,772 on each of the four motor graders.
COUNTY ADMINISTRATOR'S RECOMMENDATION: I concur with the requested action.
Agenda Item No. 1.he Date: 5/5/09