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HomeMy WebLinkAboutCAP102711Central Point City Hall 541-664-3321 city Council Mayor Hank Williams Ward I Bruce Dingler Ward II Kelly Geiger Ward III Ellie George Ward IV Allen )3roderick At Large Carol Fischer Kay Harrison Administration Phil Messina, City Manager Chris Clayton, Assistant City Manager Deanna Casey, City Recorder Community Development Department Tom Humphrey, Director Finance Department Bev Adams, Director Human Resources Barb Robson, Director Parks and Public Works Department Matt Samitore, Director Jennifer Boardman, Manager Police Department Jon Zeliff, Chief CITY OF CENTRAL POINT City Council Meeting Agenda October 27, 2011 Next Res. No. 1313 Next Ord. No. 1953 I. REGULAR MEETING CALLED TO ORDER - 7:00 P.M. II. PLEDGE OF ALLEGIANCE III. ROLL CALL IV. PUBLIC APPEARANCES V. CONSENT AGENDA 1tjs. 1 - 5 A. Approval of October 14, 2011, City Council Minutes 6 - 12 B. First Quarter Financial Statements VL ITEMS REMOVED FROM CONSENT AGENDA VII. PUBLIC HEARINGS, RESOLUTIONS, AND ORDINANCES 13 - 15 A. Second Reading --- Ordinance No. , An Ordinance Amending the Central Point Municipal Code Buildings and Construction Chapter 15, Section 15.04.010 Pertaining to Building Standards {Humphrey) 16 - 25 B. Resolution No. , A Resolution Approving the Rogue Disposal & Recycling Inc., Performance Audit Pursuant to Section 7.4 of the Solid Waste Franchise Agreement, Approving a 3.8 Rate Adjustment and Authorizing an Extension of the Term to December 31, 2021 (Messina} 26 - 51 C. Resolution No. , A Resolution adopting the City of Central Point Emergency Action Plan (Clayton} 52 - 56 D. Resolution No. A Resolution recommending adoption of the Central Point Hazard Mitigation Plan (Samitore} VII. BUSINESS ITEMS 57 - 61 A. Front Street Design Contract (Samitore) IX. MAYOR'S REPORT X. CITY MANAGERS REPORT XI. COUNCIL REPORTS XII. DEPARTMENT REPORTS XIII. EXECUTIVE SESSION The City Council may adjourn to executive session under the provisions of ORS 192.660. Under the provisions of the Oregon Public Meetings Law, the proceedings of an executive session are not for publication or broadcast. XIV. ADJOURNMENT Consent Agenda CITY OF CENTRAL POINT City Council Meeting Minutes October 13, 2011 I. REGULAR MEETING CALLED TO ORDER Mayor Williams called the meeting to order at 7:00 p.m. PLEDGE OF ALLEGIANCE Ili. ROLL CALL: Mayor: Hank Williams Council Members: Allen Broderick, Carol Fischer, Ke11y Geiger, Kay Harrison, and Ellie George were present. Bruce Dingier excused. City Manager Phil Messina; City Attorney Paul Nolte; Police Chief Jon Zeliff; Community Development Director Tom Humphrey; Parks and Public Works Director Matt 5amitare; Assistant City Manager Chris Clayton; and City Recorder Deanna Casey were also present. IV. SPECIAL PRESENATION A. Swearing in Reserve Officer Aaron Grissom Chief Zeliff introduced Aaron Grissom to the Council stating that this is the frst Reserve Officer they have sworn in far several years. They had put the program on hold until a ROLEA Academy was available. V. PUBLIC APPEARANCES County Commissioner Don Skundrick expressed the gratitude of the County Commissioners for the hard work that the City of Central Paint Council and Staff have provided for the RPS Project. The Project would not have been possible without the support and cooperation of the six cities involved. He especially wanted to thank Mayor Williams and Community Development Director Tom Humphrey for their never ending support of the project. VI, CONSENT AGENDA A. Approval of September 8, 2011, City Council Minutes B. Approval of OLCC Applica#ion for Ledger David Cellars, LLC C. Approval of OLCC Application for Dugout Sports Grill Allen Broderick made a motion to approve the Consent Agenda as presented. Rolle tali: Allen Broderick, yes, Kelly Geiger, yes; Carol Fischer, yes; Kay Harrison, yes; Hank Wilfams, yes; and E11ie George, yes. Motion approved. .~. City of Central Point Cihj Council Nffnutes October T3, 20T 7 Page 2 VII. ITEMS REMOVED FROM CONSENT AGENDA a None VIII. BUSINESS A. Rogue Disposal & Recycling, Inc., Annual Report Garry Penning from Rogue Disposal & Recycling presented the annual report for 2010111. He explained the solid waste management plan, current waste collection customers, types, and amounts. They have seen a decrease in accounts with the economic downturn like any other business. Mr. Penning provided a spreadsheet with the solid waste rates Rogue Disposal has one of the lowest rate structures in the state of Oregon. He presented the new recycling initiatives and the steps they are taking to reduce their environmental footprint. At this time they are not asking for a rate increase. They believe it is in the communities best interest to watch #heir costs and keep the rates low. They are asking for the City to extend their franchise fee and a letter of support for DEQ regarding their co-mingle program. City Manager Phil Messina stated that the Agreement extension will be brought before the Council at the second meeting in October, B. Medford Water Commission Contract Amendment Parks and Public Works Director Matt Samitore explained a few changes that were recommended by the Medford Water Commission regarding our agreement with them. He has been told that the Commission is ready to sign the agreement once returned to them. Kay Harrison made a motion to approve the amendments to the Medford Water Commission Agreement as presented. Carol Fischer seconded. Roll call: Allen Broderick, yes, Kelly Geiger, yes; Carol Fischer, yes; Kay Harrison, yes; Hank Williams, yes; and I=11ie George, yes. Motion approved. IX. PUBLIC HEARINGS, ORDINANCES AND RESOLUTIONS A. Public Hearing, First Reading - An Ordinance Amending the Central Point Municipal Code Buildings and Construction Chapter 15, Section 15.04.010 Pertaining to Building Standards Community Development Director Tom Humphrey explained that the legislatures periodically make changes to the State's Building Code. City staff also keeps track of outdated and unnecessary code requirements that should be changed. In this case there is one section in Chapter 15 which is being proposed for amendment. The amendments include replacing references to state building codes dated 2006 -- 2008 with more recent references. City of Central point City CounelI Minutes October 13, 20TT Page 3 Mayor Williams opened the Public Hearing. No one came forward, the public hearing was closed. Carol Fischer made a motion to move to second reading An Ordinance Amending the Central Point Municipal Code Buildings and Construction Chapter 15, Section 15.04.010 Pertaining to Building Standards. Kay Harrison seconded. Roll calk: Allen Broderick, yes, Kelly Geiger, yes; Carol Fischer, yes; Kay Harrison, yes; Hank Williams, yes; and Ellie George, yes. Motion approved. IX. MAYOR'S RSPORT Mayor Williams reported that he attended: • Two Jackson County Commissioner meetings regarding Regional Problem Solving. • Two Medford Water Commission meetings regarding the Central Point Agreement. ® The Quarterly Mayors lunch sponsored by Ashland Mayor where they discussed topics that are common to all the local communities. • The Mayor's United celebration sponsored by ACCESS in Jacksonville, and wanted to thank all those that attended in support. • Attended the League of Oregon Cities Conference in Bend. • An LCDC meeting in Grants Pass to discuss local land use issues. • The SOREDI meeting with site consultants to discuss Southern Oregon recruiting new businesses. • A lunch with Jacksonville's City Manager to discuss the Coalition of Cities. X. CITY MANAGER'S REPORT City Manager Phil Messina reported that: • He attended a SOREDI lunch and tour of possible areas in the valley for economic growth. • He attended the LOC Conference. • There was an all employee quarterly meeting yesterday morning. The Green Team presented the recycling efforts of the Parks and Public Works Departments. • Sarah Garceau and Mark Brindle tied for Employee of the Quarter. • Dave Croft and Ron Barnett were awarded 15 year service pins. Xl. COUNCIL. REPORTS Council Member Allen Broderick reported that he attended a Parks and Recreation Commission meeting. Council Member Kelly Geiger reported that he attended the SOREDI lunch and tour. ~' City of Central Point Cihj Council Minutes October 73, 2071 Page 4 Council Member Kay Harrison reported that she attended: • the Fair Board meeting. • an executive session for RVCOG. • the League of Oregon Cities Conference and encouraged other members to attend next year. Council Member Carol Fischer reported that she attended the Mayor's ACCESS Dinner and the Multicultural Committee meeting. XII. DEPARTMENT REPQRTS Community Development Director Torn Humphrey reported that: • the County is progressing with the Regional Problem Solving hearings. • Staff is preparing far the RPS fallout; once it is adopted staff will bring several changes to the code to the Council. • There were two meetings to discuss long range planning for the east side. • The destination business group is still active and enthusiastic. Police Chief Jon Zeliff reported that: • Captain Allison is finishing her second week of FBI training. • The city currently has three students enrolled in the ROLi=A Academy at RCC and hope to swear them in next year. Parks and Public Works Director Ma#t Samitore reported that in his hurry to leave town last week he forgot to provide the surplus item list to the City Recorder for the Consent Agenda. Staff is ready to move some vehicles out of inventory and have them auctioned off in two weeks. The Auctioneer is asking to have the vehicles delivered this weekend. In order to auction these vehicles the Council must declare them as surplus. 1. 1995 F25 4x4 2, 2007 Bandit Chipper 3. 1994 Chevy Caprice 4. 2005 Chevy Tahoe 5. Jenny Water Recycler Kelly Geiger made a motion to approve the surplus list provided. Carol Fischer seconded. Roll call: Allen Broderick, yes, Kelly Geiger, yes; Carol Fischer, yes; Kay Harrison, yes; Hank Williams, yes; and Ellie George, yes, Motion approved. Dan and Joyce's Tires have been cleaned up. When all is said and done the property owner will be responsible for approximately $3,800. It is likely the city will place a lien on the property but we are working with the property owner on this process. Walter Moczygemba has contacted Councilor George regarding the Don Jones pedestrian crossing, he is concerned that the lights are not working to alert the Citj of Cenfral Point Cify Council Minufes Ocfober T3, 201T Page 5 traffic. Mr. Samitore explained that these lights are in place all around the state and they do work. He will #alk with Mr. Moczygemba regarding the times and directions that the traffic is coming, We will be installing a pedes#rian crossing on Hwy 99 with the streetscape improvements. We can try a different type of system and see how they compare to the one we have at Don Jones. Assistant City Manager Chris Clayton reported that #here will be a Study Session on Monday, October 1Th to discuss Event Accounting, PE'&L Franchise, and Storm Water Quality. XIII. EXECUTIVE SESSION -None XIV. A©JOURNMENT Kay Harrison moved to adjourn, Ellie George seconded, all said "aye" and the Council Meeting was adjourned at 8:11 p.m. The foregoing minutes of the October 13, 2011, Council meeting were approved by the City Council at i#s meeting of October 27, 2011. Dated: ATTEST: City Recorder Mayor Hank Williams Return to Agenda C"' Icf Finance Department Staff Report ~~M~~ sew Adams, Finance Director ~rs~g~~at~ To: Mayor & Council ~~ From: Bev Adams, Finance Director ~ ` Date: October i7, zoss Subject: xst Quarter Financial Statements Backs~round: Attached are the financial statements for the period covering July 1st through September 30, 2011. Time is flying! It seems like we just finalized the budget and we're already almost 4 months into the new fiscal year. Just a few notes: • Most transfers have been made, except for the Housing transfer into the General Fund which is not made until year end. • Property taxes will begin to come in significantly next month. • Revenues and expenditures are in line and as expected for the first quarter Audited carryover amounts are posted to these financials. Although we do not yet have the comple#ed audit document, we do have audited carryover numbers. You will find the audited "Beginning Fund Balance" at the bottom of each fund statement under the "Year to Date Revenues & Expenditures" column. All funds are either at the budgeted carryover amount or were well within acceptable range of the budgeted carryover if you have any questions or would like further clarification of any items within these statements, please contact me at your convenience. 541.423.1023. Recommended Action: That Council review and accept the September 30, 2011 financial statements. City of Central Point Council Financial Statements For period ending September 30, 209 9 Flsca! Year to date 25.00% Year to Date 2011112 Revenues & Percentage Bud et Ex enditures Aifference ReceivedlUsed General Fund - 90 Revenues Taxes $5,616,000 $385,204 $5,230,796 6.86% Licenses & Fees 52,100 47,060 5,440 90.33% Intergovernmental 466,000 60,317 405,683 12.94% Charges for Service SD9,500 208,76D 600,740 25,79% Fines and Forfeitures 171,000 38,885 132,115 22,74% Interest Income 20,OOD 3,959 16,041 19,80% Miscellaneous 157,000 15,261 141,739 9,72% Transfers In 35,OOD 10,000 25,000 28.57% Total Revenues 7,326,600 769,446 6,557,154 10.60% Expenditures by Department Administration 729,500 165,684 563,816 22.71% City Enhancement 218,000 53,353 164,637 24,48% Technical Services 479,200 142,197 337,003 29.67% Mayor & Council 70,050 26,025 44,024 37.15% Finance 750,70D 167,572 583,128 22.32% Parks & Recreation -Parks 706,600 173,636 532,964 24,57% Parks & Recreation -Recreation 485,150 88,201 396,949 18.18% Planning 475,500 104,221 371,279 21.92% Police 3,442,OOD 893,711 2,548,289 25.96% Interdepartmentai 200,000 50,945 149,055 25.47% Transfers Out 427,900 427,900 0 100.00% Contingency 150,000 0 150,000 0.00% Total Expenditures by Department 8,134,600 2,293,456 5,841,144 28.19% Net Change in Fund Balance (1,524,010) Beginning Fund Balance 2,824,550 3,319,242 494,692 Ending Fund Balance 2,016,550 1,795,232 (221,318) 2011112 Revenues & Percentage Budget Expenditures Difference _ ReceivedlUsed HTCU Task Force Revenues Intergovernmental Revenue $530,500 $48,300 $482,200 9.10% Charges for Services 50,000 322 49,678 0.64% Interest Income 0 D 0 0.00% Inter#und Transfers 237,900 237,900 0 100.00% Total Revenues 818,400 286,622 531,878 36.01% Expenditures Operations 406,850 70,842 336,008 17.41% CaptialOutlay 141,000 0 141,000 0.00% Contingency 0 0 D 0.00% Total Expenditures 547,850 70,842 477,008 12.93% Net Change in Fund Balance $215,680 Beginning Fund Balance 10,000 10,000 0 Ending Fund Balance 280,550 225,680 (54,870) Council Stints 10/21/2011 City of Central Point Council Financial Statements For period ending September 30, 2099 Ftscat Year to date 25.00% 2411112 Revenues & Percentage Budget Expendltures _ Difference Re_celv_edlUsed Street Fund - 20 Revenues Water Franchise Tax $135,000 $3$,478 $96,522 28.50% Charges for Services 482,500 23,608 458,892 4.89% Intergovernmental Revenue 2,411,860 200,759 2,211,101 8.32% Interest Income 8,000 2,307 5,693 28.84% Miscellaneous 0 460 (460) 0.00% Transfers In 50,000 50,000 0 100.00% Total Revenues 3,487,360 315,613 2,771,747 10.22% Expenditures Operations 2,743,650 $443,804 2,299,846 16.18% SDC 104,200 43,661 5$,540 43.57% Contingency 100,000 0 100,000 0.00% Tq#al Expenditures 2,943,854 487,464 2,466,386 16.SS% Net Change in Fund Balance ($171,$52) Beginning Fund Balance 2,045,760 1,976,957 (68,803) Ending Fund Balance 2,189,270 1,805,105 (384,165) Housing Fund - 25 Revenues Interest Income $250 $61 $189 24.49% Loan Principal Payments 25,000 0 25,000 0,00% Total Revenues 26,254 61 25,189 0.24% Expenditures Materials and Services 5,000 1,250 3,750 25.00% Transfers Out 25,000 0 25,000 0.00% Total Expenditures 30,400 1,250 28,754 4.17% Net Change in Fund Balance ($1,189) Beginning Fund Balance 45,190 45,143 (47) Ending Fund Balance 40,440 43,954 3,514 Capital Improvement Fund - 30 Revenues Intergovernmental $0 $0 $0 0.00% Charges for Services 60,000 9,188 50,812 15.31% Interest Income 500 70 430 13.99% Total Revenues 60,500 9,258 51,242 16.30% Expenditures Parks Projects 0 0 0 0.00% Parks Projects -SDC 95,000 0 95,000 0.00% Transfers Out 35,000 35,000 0 0.00% Total Expenditures 134,440 35,000 95,000 26.92% Net Change in Fund Balance {$25,742) Beginning Fund Balance 63,000 68,171 5,171 Ending Fund Balance 28,500 42,429 13,929 Council Stmts 10/21/2011 City of Central Point Council Financial Statements For period ending September 30, 20a ~ Ftsca! Year to date 25.00% Year to Date 2011112 Revenues & Percentage laud et Ex enditures Difference ReceivedlUsed Reserve Fund- 35 Revenues Interest $2,000 $598 $1,402 29.92% Transfers In 180,000 180,000 0 100.00% Total Revenues 182,000 180,598 0 99.23% Net Change in Fund Balance 180,598 Beginning Fund Balance 300,300 300,613 313 Ending Fund Balance 482,300 481,211 1,089 Debt Service Fund- 40 Revenues Charges for Service $217,700 $48,750 $168,950 22.39% Interest Income 500 155 345 30.97% Intergovernmental 162,900 0 162,900 0.00% Special Assessments 70,000 5,620 64,380 8.03% Transfers In 225,200 225,200 0 100.00% Total Revenues 676,300 279,725 396,575 41.36% Expenditures Debt Service 651,970 129,900 522,070 19.92% Total Expenditures 651,970 129,900 522,070 19.92% Net Change in Fund Balance $149,825 Beginning Fund Balance 23,000 3,455 _ (19,544) Ending Fund Balance 47,330 153,281 105,951 Building Fund- 50 Revenues Charges for Service $177,300 $11,058 $166,242 6.24% Interest Income 1,D00 269 731 26,90% Miscellaneous 0 0 0 0.00% Total Revenues 178,300 11,327 166,973 6.35% Expenditures Personal Services 118,750 27,251 91,499 22.95% Materials and Services 12,200 2,652 9,548 21.74% Contingency 5,000 0 5,000 0.00% Total Expenditures 13S,9S0 29,903 106,047 22.00% Net Change in Fund Balance ($18,576) Beginning Fund Balance 139,550 187,031 47,481 Ending Fund Balance 181,90D 168,455 (13,445 Return to Agenda Council 5tmts 10/21/2011 3 City of Central Point Council Financial Statements For period ending September 30, 207 ~ Fiscal Year to date 25.00% Year to Date 2011!12 Revenues & Percentage Budget ~- Expenditures Difference_ - RecelvedlUsed Water Fund - 55 Revenues Charges for Services $2,677,500 $1,011,231 $1,666,269 37.77% Interest income 10,000 1,806 8,194 18,06% Miscellaneous 5,000,000 175,240 4,824,760 3,50% Total Revenues 7,687,500 1,188,277 6,489,223 15.46% Expenditures Operations 6,105,340 870,368 5,234,972 14.26% SDC Improvements 1,675,000 40,267 1,634,733 2.40% Contingency 145,000 0 145,000 0.00% Total Expenditures 7,925,340 910,636 7,014,705 11.49% Net Change in Fund Balance $277,643 Beginning Fund Balance 1,751,390 1,722,880 28,510 Ending Fund Balance 1,513,550 2,000,523 486,973 Stormwater Fund - 57 Revenues Charges for Services $697,250 $171,701 $525,549 24.63% Interest [ncome 2,000 464 1,536 23.18% Miscellaneous 0 0 0 0.00% Total Revenues 699,254 172,164 527,086 24.62% Expenditures Operations 625,650 142,482 483,168 22.77% SDC 68,000 0 68,000 0.00% Contingency 35,000 0 35,000 0.00% Total Expenditures 728,654 142,482 586,168 19.55% Net Change in fund Balance $29,682 Beginning Fund Balance 316,550 374,004 57,454 Ending Fund Balance 287,150 403,686 116,536 Council Stmts 10/21/2011 4 ,{~ City of Central Point Council Financial Statements For period ending September 30, 20a~ infernal Services Fund - t5t? Revenues Charges for Services Intergovernmental Interest Income Miscellaneous Total Revenues Expenditures Facilities Maintenance PW Administration PW Fleet Maintenance Contingency Interfund Transfers Total Expenditures Net Change in Fund Balance Beginning Fund Balance Ending Fund Balance Fiscal Year to date 25.00% Year to Date 2011112 Revenues & Percentage T Budget Expenditures Difference ReceivedlUsed $1,136,5D0 $283,610 $852,890 24.95% $33,000 $0 $33,000 0.00% 3,000 407 2,593 13.57% 15,000 354 14,646 2.36% 1,187,ti00 284,371 903,129 23.95% 270,000 103,177 166,824 38.21% 567,250 133,354 433,$96 23.51% 437,200 47,598 389,602 10.89% 0 0 0 0.00% 180,000 180,000 0 0.00% 1,454,450 464,129 990,321 31.91% ($179,757) 415,535 376,189 (39,336) 148,585 196,442 47,857 Council Stmts 10/21/2011 1L 5 City of Central Poinf Budget Compliance Report For period ending September 30, 2017 F1sca! Year fo date 25.00% 2011!12 Year to Date Percent Bud et Ex enditures Used Difference General Administration $729,500 $165,684 22.71% $563,816 City Enhancement 218,OOD 53,363 24.48% 164,637 Technical Services 479,200 142,197 29.67% 337,003 Mayor and Council 70,050 26,026 37.15% 44,024 Finance 750,70D 167,572 22.32% 583,128 Parks & Recreation -Parks 706,600 173,638 24.57% 532,964 Parks & Recreation -Recreation 485,150 88,201 18.18% 396,949 Community Development 475,500 104,221 21.92% 371,279 Police 3,442,000 893,711 25.96% 2,548,289 Interdepartmental 200,000 50,945 25.47% 149,055 Transfers 427,900 427,900 100.00% 0 Contingency 150,OOD 0 QAO% 150,000 8,134,600 2,293,456 2$.19% 5,841,144 HTCTF Personnel5ervice 217,450 51,828 23.83% 165,622 Maieriais and Services 330,44D 19,014 5.75% 311,386 547,850 70,842 12.93% 477,008 Street Operations 2,743,650 443,804 16.18% 2,299,846 SDC improvements 100,200 43,661 43.57% 56,540 Coniingency 100,000 0 0.00% 10D,OOD 2,943,$50 487,464 16.56% 2,456,386 Mousing Materials and Services 5,000 1,250 25.00% 3,750 Transfers 25,000 0 0.00% 25,000 30,000 1,250 4.17% 28,750 Capita! Projects Park Projects 0 0 0.00% 0 Park Projects -SDC 60,000 0 0.00% 64,000 Transfers 35,000 35,000 0.00% 0 95,000 35,000 36.84% $0,000 Water Operations 6,105,340 870,368 14.26% 5,234,972 5DC Improvements 1,675,000 40,267 2.40% 1,634,733 Transfers 0 0 0.00% 0 Contingency 145,000 0 0.00% 145,000 7,925,340 910,635 91.49% 7,014,705 Stormwater Operations 625,650 142,482 22.77% 483,168 SDC Improvements 68,000 0 0.00% 68,000 Transfers 0 0 0.00% 0 Contingency 35,000 0 0.00°1° 35,000 728,650 142,482 19.55°/a 586,168 Internal Services Facilities Maintenance 270,000 103,177 38.21% 166,824 PW Administration 567,250 133,354 23.51% 433,896 PW Fleet Maintenance 437,200 47,598 10.89% 389,602 Transfers 180,000 180,000 0.00% D Contingency 0 0 0.00% 0 1,454,450 464,129 31.91% 990,321 Total C-ty Operations $22,647,6611 _ _ _ $4,585,081 20.16% $18,082,599 September 2011 Financial Statement 10/21/2011 Ordinance Second Reading Building Code Revision Planning Department STAFF REPORT CENTI\I'1L 7omHumphrey,AICP, POINT Community Development Director/ Assistant City Administrator STAFF REPORT October 27, 2011 AGENDA ITEM: File No. 10011 Second Reading: Consideration of changes to Chapter 15, Building and Construction in the Central Point Municipal Code. Applicant: Community Development Department STAFF SOURCE: Torn Humphrey AICP, Community Development Director BACKGROUND: Oregon periodically makes changes to the State's Building Code as a result of legislative action. City staff also keeps track of outdated and unnecessary code requirements that should be changed. In this case, there is one section in Chapter 15, Building and Construction that is being proposed for amendment. This is Section 15.04.010, Standards applicable to building. This City Council considered changes to Chapter 15 at their last meeting, gave the public an opportunity to comment and then passed the ordinance to this second reading. DISCUSSION POINTS: The State of Oregon passed legislation that necessitates the following changes to the Central Point Municipal Code, Section 15A4.010. These include replacing references to state building codes dated 2006 - 200$ with more recent references dated 2009 - 2011 respectively ATTACHMENTS: Attachment A -Ordinance No. _ An Ordinance Amending the Central Point Municipal Code Buildings and Construction Chapter 15, Section 15.04.010 Pertaining to Building Standards. ACTION: Consideration, discussion and approval of Ordinance No. An Ordinance Amending the Central Point Municipal Code Buildings and Construction Chapter 15, Section 15.04.010 Pertaining to Building Standards. RECOMMENDATION: Based on the public hearing comments and general discussion the City Council has the followwing options: 1. Approve the attached Ordinance with the recommendations made by staff. Page 1 of 1 ~~ ORDINANCE NO. AN ORDINANCE AMENDING THE CENTRAL POINT MUNICIPAL CODE BUILDINGS AND CONSTRUCTION CHAPTER 1S, SECTION 15,04.010 PERTAINING TO BUILDING STANDARDS THE PEOPLE OF THE CITY OF CENTRAL POINT DO ORDAIN AS FOLLOWS: Section 1. Title 15 of the Central Point Municipal Cade is hereby amended to add and to delete portions of 15.04.010 as follows: 15.04.Oi0 Standards annlicable to building. A. All construction, building, and related activities within the city shall comply with all ordinances of the city and with the following specialty codes, which by this reference are expressly adopted and incorporated into this code: 1. The 2D10 Oregon Structural Specialty Code based on the International Building Code, 2009 Edition, as published by the International Cade Council and amended by the Building Codes Division; specifically adopting and including Section 108, Fees; permit and plan review fees shall be as per the building fee schedule as adopted by the city of Central Point; Section 111, Service Utilities; Section 115, Unsafe Structures and Equipment; Appendix H, Signs; Appendix I, Patio Covers; and Appendix J, Grading; Appendix G, Flood-Resistant Construction. 2. The 201 D Oregon Mechanical Specialty Code based on the 2009 International Mechanical Code and the 2009 International Fuel Gas Code, as published by the International Code Council, Inc., amended by the Oregon Building Codes Division; specifically adopting and including Section 103, Department of Mechanical Inspection; Section 106.5.2, Fee Schedule, with fees as per the mechanical fee schedule adopted by the city of Central Point. 3. State of Oregon SAAB-2D11 Residential Specialty Code based on the ~AA6 2009 Edition of the International Residential Code, as published by the International Code Council, Inc., specifically adopting Section R104.8, Liability; ' ni.,.~-,i.,;,,,. tee,.+;..,., ~.,,~°a ,.,. +~,o ~nn~ tea;+;,,., „~+i.,, r T~.;F ,..,, n~,,,~.i..;,,,. r-~,.a,, 4. State of Oregon 2008 Electrical Specialty Code based on the 2008 Edition of the National Electrical Code as published by the National Fire Protection Association, Inc. 5. State of Oregon ~~8--2011 Edition Plumbing Specialty Code based on the 2A9f 2009 Edition of the Uniform Plumbing Code as published by the International Association of Plumbing and Mechanical Officials. G. 1994 Edition of the Uniform Abatement of Dangerous Buildings as published by the International Conference of Building Officials. 7. 1994 Edition of the Uniform Sign Code as published by the International Conference of Building Officials. 8. The 2D10 Edition Oregon Manufactured Dwelling and Installation Specialty Code. Ordinance No. ~~ 9. 2010 Oregon Fire Code based on the 2009 International Fire Code with Oregon amendments; repealing Chapter 8.16, Uniform Fire Code, and all former ordinances or parts thereof conflicting or inconsistent with the provisions of this section or of the 2010 Oregon Fire Code as adopted by the state of Oregon and Jackson County Fire District No. 3, the city of Central Point's fire code authority. 10. 2010 Oregon Energy Efficiency Specialty Code based on 2009 IECC. PASSED by the City Council and signed by me in authentication of its passage this _ day of , 2011. Mayor Hank Williams ATTEST: City Recorder Return to Staff Report Return to Agenda Ordinance No: ~. J Resolution Rogue Disposal & Recycling Agreement CEtyO~ _._.._....___._._._._.__.._..___._._.._______._.__._ ___ ._~_.______ .~~~'~'~~....___.__.__...__Administration Department POINT Phil Messina, City Manager Staff Report Chris Clayton, Assistant City Manager Oi eg°~ Deanna Casey, City Recorder Barb Robson, Human Resource Manager TO: Honorable Mayor and City Council FROM: Phil Messina, City Manager DATE: October 27, 2011 SUBJECT: Resolution No. A Resolution Approving the Rogue Disposal & Recycling, Inc. Performance Audit Pursuant to Section 7.4 of the Solid Waste Franchise Agreement, Approving a 3.$% CPI Adjustment and Authorizing an Extension of the Term to December 31, 2021 SUMMARY: This agenda item is a request by Rogue Disposal and Recycling for amendments to the current franchise agreement: 1) Accepting the Five Year performance audit performed by the firm of Maul, Foster, Alongi. 2) Extending the term of the Solid Waste Collection Franchise an additional five years to December 31, 2021. 3) Authorizing the annual CPI adjustment per the franchise. Rogue Disposal and Recycling {RDR) has provided solid waste collection and recycling services to Central Point since 1996. Under the terms of the solid waste franchise RDR is required to have a performance audit of their operations prepared and submitted to the City every five years. The performance audit covers regulatory compliance, organizational structure, collections, billing, personnel, training, customer service, equipment management and facilities management. We received the audit and have found no serious findings in RDR's operation. In the Customer Service section we found the following quote: "The fact that no complaints have been received by the City indicates that RDR provides more than adequate resolution of customer concerns and complaints." (pg. 9-3) ~. We found no other serious concerns within the performance audit. The purpose of the five year "rolling" extension of the franchise term gives RDR a window of planning capital improvements and new rolling stock in the event another firm was to locate in the area. At this time there is no other option for solid waste disposal and recycling, nor is there any indication that another solid waste company is looking to expand to the Rogue Valley. RDR is also requesting authorization of an adjustment to their rates of 3.8% based on paragraph 7.5 in the franchise agreement RECOMMENDATION: Accept the five year performance audit, extend the terms of the agreement an additional five years to December 31, 2021; and authorize the 3.8% rate adjustment. RECOMMENDED MOTION: Approve Resolution No. A Resolution Approving the Rogue Disposal & Recycling, Inc. Performance Audit Pursuant to Section 7.4 of the Solid Waste Franchise Agreement, Approving a 3.8% CPI Adjustment and Authorizing an Extension of the Term to December 31, 2021 Return to Agenda To Resolution ~~ History of RDR Rate Increases Effective Date CPI Lette r Date of Increase Chanee 10/1/2006 1/1/2007 3.82% CPI 7/1/2007 1.46% 5 year review, rate increase not taken 10/1/2007 1/1/2008 2.00% CPI 10/1/2008 1/1/2009 5.40% CPI plus ~.% for Franchise fee increase for Cities 4/22/2009 7/1/2009 3.20% Special Rate Review after disposal increase 10/1/2010 1/1/2011 1.24% CPI 8/1/2011 2% 5 year review, not asking for rate increase at this time 10/1/2011 1/1/2012 3.80% CPI i~ September 29, 2011 Mr. Phil Messina City Administrator City of Central Point 155 South 2nd $t. Central Paint, OR 97582 RI»: City of Central Point Solid Waste Collection Franchise Agreement Sec. 7.S Our File Na: RAT II 13A Dear Mr. Messina: ~~~ ~~m J 0 ?~ v ~ Ofd ~V~` ~ & R ~C' AO Box 3187 Central Pafnt DR 975D2 541 779 4161 Fax 541 779 4366 Paragraph 7.5 of the Solid Waste Collection Franchise Agreement between the City of Centrai paint (City} and Rogue Disposal & Recycling, Inc., (Rogue}, provides for an annual adjustment of approved service rate schedule based an the change in the Consumer Price Index during the previous year. Please accept this letter as Rogue's implementation of the 7.5 provisions. Set forth below is Rogue's detailed caiculatian of the adjustment to each "Rate Category Rate" (RCR) in the improved service rate schedule, then in effect, calculated in accordance with the Annual Rate Adjustment Formula set forth under Section 7.5. The Consumer Price Index (CP!) percentage change between August 2810 (218.3) and August 2011 (226.5) equals a percentage change of 3.856. Please see enclosed table tafcen from the Bureau of I.abar Statistics Data setting forth the Consumer Price Index-All IJrban Consumers far years 2010 and 2011. Accordingly, under the Annual Rate Adjustment Formula, the service rate far a particular rate category is multiplied by 3.856 plus the current service rate which equals the "Adjusted Rate Category Rate" (ARCR). For example, residential garbage/curbside recycling-one-can current rate of $16.63 renders the following adjustment: $1x.63 x 3.8°x6 (CPl) = $.59 Thus, the rate as of January 1, 2012 adjusted for the CPI (3.8°i5) equals: $15.63 * $.59 ~ $16.22 (ARCR) 1 have enclosed a copy of Exhibit "D" Schedule of Approved Maximum Monthly GaiieGtinn Rates for City of Central Paint, effective January 1, 2011, which sets forth the current RCR. The new rates reflecting the ARCR are attached hereto as Exhibit "C", amended as of January 1, 2012. ,L e~ Under the franchise, the City has 30 days to review the increase for the cost of living calculations. As required ley the franchise, 3i? days written notice this includes electronic notice for our customers who have opted for "paperless" cammunicatiion}will be provided to customers of all rate changes. After review of this information, please inform me as to whether you agree that the calculations set forth herein are accurate. l can be reached on my direct line at 541.494.5409. "hank you for your attention to this matter. Very truly yours, ~dZ~. Brenda B. Olfson Assistant Controller Rogue Disposal & Recycling, Inc. SMG/BR5 Encl ~+ U CONSUMER PRICE INDEXES PACIFIC CITIES AND U. S. CITY AVERAGE - August 2<t'I ~ -. ALL ITEMS INDEXES (1982-84=1D0 unless otherwise noted) Alt Urban Consumers {CPI-U) Urban Wage 1=arners and Clerlcaf Workers tCPf-WI MOfVTHE.Y CATA Percen# Change Indexes Year 1 Man#h indexes anriinn nnrGn.e Aug 2010 Jul 2011 Aug 20f1 Jui 2011 ~A 2[ U. S. City Average ................................ 218.312 225.822 2.26.545 3.6 (1967=100) ........................................... 653.966 676.762 878.628 - Los Angeles-Riverside-Orange Co...... 226.373 .231.303 231.833 2.4 (1967=i00) ........................................... 658.807 683.373 854.939 - ~lllest ..................................................... 221.523 227.$0$ 228.222 2.9 (i]ec_ 1977 =100) ................................ 358.079 368.234 388.90$ - West-A*.....---.-• ................................... 225.790 231.666 232.219 2.7 (Dec. 1977 = 100) ................................ 368.182 377.764 378.665 - West-BIC"~(Dec.1996=i40) .............. 133.704 138.128 138.179 3.3 ~~ Aft U rban Consumers (CPI-if) ~ ?ercent 1 3.8 2.4 3.0 2.$ 3.3 Aug F'ercer~t Change Year 11~lonth ending ending Jul Aug Aug 2010__1_ 2011 I 2011 I 2011 2011 2a 214.205 222.686 223.326 4.1 4.3 638.052 663.314 665.221 - 21$.752 224.277 224.665 2.7 2.7 646.479 662,806 663.954 - - 216.D48 222.815 223.204 3.2 3.3 347.610 358.457 359.123 - - 218.784 225.152 225.662 3.0 3.1 354.169 364.478 366.302 - - 133.480 138.151 138.255 3.S 3.6 Urban Wage Warners and Cter~ca! W artcers [CP I W) Indexes Bi-MONTHLY QATA Indexes Year 2 Months ending ending Aug Jun Aug Jun Aug Rug 2010 2019 2011 2011 San Francisco-Oakland-5an Jose........ 227.954 233.646 234.608 2.4 (1967=100) ........................................... 700.794 718.293 721251 - Seaftle-Tacoma-Bramer#on ................... 227.645 233.25D 233.810 32 {1967=10D) ................•-.-....................... 693.951 711.D38 712.742 - ' A = 1,5oD,000 population and aver '" 81C = Tess then 1,506,010 popuieNon Aug 2.9 - 0.4 724.195 238.603 231.445 - - 682.693 702.213 704.769 2.7 0.2 223.444 230.072 230.558 - 662.734 6$2.392 683.835 Dash () = lJa# Available D.3 D.2 0.2 0.2 0.1 Percent Change Year 2 Months ending ending ,fun Aug Aug 2D11 2011 2011 2.9 3.2 0.4 3.7 3.2 0.2 Release date Sep. 15, 2011. Tire next monthly releases are scheduled for Oct. 19, 2011. The next bi-morl#hly releases are scheduled for Nav. 16, 2011. Please note:. As of October 1, Z009,a1t hotline numbers were discantinuetl v~ith the exception of San Francisco's. Customers rare cdntinue to receive information by calling the -: BLS West Region Inforrsration Office. (415) SZ5-Z27l1. cam is available on the day of re#ease by electronic distribution. Just go fo www.bls.govlbfsllist.htm and sign trp forthe free on-line delivery service. Por bons lease contact us at BLSinfoSF BLS.GQV or 415 625-2270. EXHIBIT C CITY 0~' CENTRAL POINT, OREGON ROGUE DISPOSAL AND RECYCLING, INC, MAXIMUM MONTHLY COLLECTION RATES EFFEGTIVE JANUARY 1, 2012 Resldentla! Collection GarbagelCurbside Recydirag 35 gallon cart @ curb (1 can sen+ice) 65 gallon cart @ curb (2 can service} 95 gallon cart @ curb (3 can service) Each Additional Gan Serviced Weekly Extra 32 gallon Can ar l3ag On Route Special Rick-up -Non-Gari7age Customer Recycling Cart - NorrGarbage Customer Green Waste Cart -Garbage Customer Green Waste Cart -Non-Garbage Customer Commercial (Front-Load) Monthly Front-Load Rakes by Container size and Frequency of Pickup 1 1l2 YD 2 YD 3 YD 4 YD B YD 8 Yp 1 x Week $ 108.69 $ 141.56 $ 167.70 $ 217.13 $ 311.98 $ 406.74 2 x Week $ 175.92 $ 228.19 $ .316.10 $ 402.64 $ 563.49 $ 722.85 S x Week $ 264.24 $ 324.34 $ 452.14 $ 570.32 $ 880.29 $ 9,150.29 4 x Wsek $ 332.55 $ 408.95 $ 578.67 $ 772.36. $ 1,131,00 $ 1,491.11 5 x Weak $ 397,17 $ 499.95 $ 724.25 $ 967.86 $ 1,404.51 $ 1,851.14 6x Week $ 450.75 $ 589.59 $ 866.29 $ 1,142.04 $ 1,675.60 $ 2,211.24 Extra p!u $ 39.14 $ 47.38 $ 63.89 $ 80,42 $ 113.38 $ 146,35 industrial (Roll-ofFJ $ 16.22 Per month $ 27,18 Per manlh $ 38.16 Per month $ 10.96 Per month $ 4.Oti Each $ 13.76 Each $ 4.80 Per month $ 4.2$ Per month $ 5.60 Per month AROP BOX SER11tCE RA71:S SIZE 10 Yard Box (rate per haul} 20 Yard Box (rate per haul) 27 Yard Box (rate per haul) 30 Yard Bax (rate per haul) 33 Yard Box (rate per haul) 40 Yard Box (rate per haul} 50 Yard Box (rate per haul) RATE PER LOAD LOOSE, COMPACT $ 221.38 $ 371.00 $ 332.7s $ 629.eo $ 410.93 $ 443.92 $ 475.49 $ 575.96 $ 72o.2s bA1LY RENT ri PERM TEMP $ 2.36 $ 4.71 $ 2.95 $ 5.69 $ 3.53 $ 7.a7 $ 3.53 $ 7.07 $ 3.53 $ 7A7 $ 3.53 $ 7.07 $ 3.53 $ 7,07 EXHIBIT D CITY DF CENTRAL PC}INT, OREGON ROGUE D1SP03AL AND RECYC~.ING, lNC. MAXIMUM MONTHLY COLLECT-ION RATES EFFECTIVE JANUARY 1, 20'11 Residenkfal Collection GarbagelCurbside Recycling 35 gaflpn cart @ curb (1 can service} 65 gallon cart @ curb (2 can service) 95 gallon c2,rt C~ curb (3 can service) Each Additional Can Serviced Weekly Extra 32 gallon Can or Bag On Route Special Pick-up -Non-Garbage Customer Recycling Cart -Non-Garbage Customer Green Wasle Cart -Garbage Customer Green Waste Car# - Nvn-Garbage Customer Commercial (Front-Load) $ 15.63 Per month $ 26.19 Per month $ 36.76 Per month $ 10.5E Per month $ 3.91 Each $ 13.26 l;ach $ 4.&2 Per month $ 4.12 Per month $ 5.30 Pet month Monthly Front-Load Rates b Container size and Fre uenc of Picku 1 112 YD 2 YD 3 YD 4 YD 8 YD 8 YD 1 x Week 104.61 $ 13fi,38 $ 161.58 $ 209.18 $ 300.56 $ 391.85 2 x Week $ 189.48 $ 219.78 $ 304.53 $ 387.90 $ 542.8fi $ 696.39 3 x Week $ 244.93 $ 312.47 $ 435.59 $ 549.44 $ 828.80 $ 1,108.18 4 x Week $ 320.39 $ 393..21 $ 557.39 $ 74-4.08 $ 1,089.60 $ T 436.52 5 x We®k $ 362.63 $ 473.54 $ 697.74 $ 922.79 $ 1,353.Q9 $ 1,783.37 6 x Week $ 434.25 $ 568.01 $ $28.80 $ 1,100.23 $ 1,815.22 $ 2,130.29 trxtra plu $ 37.71 $ 45.65 $ 61.55 $ 77.48 $ 9 08.23 $ 140.99 Industrial (Roll!-atF} DROP BMX S1:RYICR RATJ=S SIZE 10 Yard Box {rate per haul} 20 Yard Box (rate per haul) 27 Yard Box (rate per haul) 30 Yard Hox {rate per haul) 33 Yard Box (race per haul) 40 Yard Box (rate per haul} 50 Yard Box (rate per haul} RATt= PER LOAD LOQSE COMPACT $ 213.28 $ 357.42 $ 320.60 $ 606.74 $ 395.89 $ 427.67 $ 45a.o$ $ 554.87 $ 893.89 DAILY RENT PERM TEMP $ 2.27 $ 4.54 $ 2.84 $ 5.87 $ 3.40 $ 6.81 $ 3.40 $ 6.81 $ 3A0 $ 6.81 $ 3.46 $ 6.81 $ 3.40 $ 8.81 i r /~ EXFIIBIT D CITY OF CENTRAL POINT, OREGON ROGUE DISPOSAL AND RECYCLING, !NG MAXIMUM MONTHLY COLLI=CTION RATES EFFECTIVI~ JANUARY 1, 2011 Residential Collection Miscellaneous Charges $ 21.89 Exchange Roll Cart $ 1.87 32 Gal Can Extra GW pick-Up $ 1.25 F-xtra GW Cart Ren# Per Month $ 2.38 On Call Extra GW Cart pick-up $ 5.90 Recyolo Bin Not Returned $ 2.38 For Each Addtt Resident Roll Car# $ 20.19 C+ff Route Charge $ 48.78 35 Gal Lost Cart Replacement $ 56.72 65 Gal Last Cart Replacement $ 71.46 95 Gal Lost Carl Replacement $ 5.10 Cart/Can not al Curb {per Month) $ 5.33 Long Driveway with Cart (per Month) $ 90.75 Misc. Labor {Truck and Driver) per Fleur $ 39.70 Misc. Labor {Helper) per Hour $ 38.45 Small Quantity Pgm - 5 Pre-paid Bags $ 53.09 5matl Quantity Pgm -10 pro-Paid Bags $ 58.99 1st Appliance $ 28.49 Ea. Additional Appliance $ 11.34 fire -Passenger $ 22,89 The-Truck $ 22.89 Misc. Loose Waste -Per Yard $ 7.15 Christmas Tree -Per 3 Fl Section Commercial CofleCtion Special Charges $ 22.69 Per month temporary container rental $ 22.69 Per month temporary cardboard only; waived ii` minimum p1u every ocher week $ 29.49 Trip chargelpull fee $ 45.37 Cleaning $ 45.37 Deposit $ 45.37 Pickup & Delivery $ 13.81 Puil Out from 30-9D ft (multiply by p/u per weak) $ 10.21 Key Acct $ 5.67 Per month auto lock oanfainer $ 18.15 Lock replacement $ 91.88 6 yd. or under FL compactor cleaning fee Deliver 'cku $ 99.37 f31n far aday - 5 yard - 24 hours 1 Dump $112.62 fain for a week-end - 5 yard - 4t3 hours 1 Dump Fri Mon am $125.87 Bin for 72 hours - 5 yard - 7 Dump 1st day 4th day $ 76.77 Yard debris bin for aday - 5 yard - 24 hours 7 Dump $ 89.58 Yard debris bin for aweek-end - 5 yard 1 Dump Fri Mon am $102.39 Yard debris bin for 72 hours - S yard 1 Dump 1st day 4th day Industrial Special Charges $ 30.37 Compactor -Per Yard Under 20 Yds $ 28.04 Compactor -Per Yard 20 Yds and Over $ 90x.96 Compactor Cleaning $ 29.49 Trip Charge{move box @ location) /Turn Around Charge $ 95.29 Maul Fee -Asbestos Box (Requires special per yard disposal charge) $ 95.29 Wood Box Haul Fee $ 2.27 Psr Mife, starting after border boundary $ 22.69 Car tire in drop box $ 34.03 i-ruck tire In drop box $ 58.99 Haui Fee to haul applianco from land#ill to transfer elation RESOLUTION NO. A RESOLUTION APPROVING THE ROGUE DISPOSAL & RECYCLING, INC. PERFORMANCE AUDIT PURSUANT TO SECTION 7.4 OF THE SOLID WASTE FRANCHISE AGREEMENT, APPROVING A 3.$°/a CPI ADJUSTMENT AND AUTHORIZING AN EXTENSION OF THE TERM TO DECEMBER 31, 2021. RECITALS: A. City and Rogue Disposal and Recycling, Inc. (Rogue Disposal) entered into a Solid Waste Collection Franchise Agreement dated July 18, 1996, including subsequent amendments. B. The purpose of the agreement is to obtain the benefits of the franchise fee for the use of the City's right-of--way and to establish rights and procedures for use of the right-of--way and to approve the rates established by Rogue Disposal; C. Rogue Disposal has requested an extension of the franchise as permitted in Section 3.1.b of the Franchise Agreement to December 31, 2021. D. A performance audit has been submitted for approval in accordance with Article 7 of the Agreement, and a rate increase of 3.$% as provided in Section 7.S has been requested. The City of Central Point resolves: Section L. The performance audit submitted by Rogue Disposal, effective as of June 1, 2011, is approved. Section 2. Pursuant to Section 7.S of the Agreement, a rate adjustment of 3.$% based on the CPI, is approved effective January 1, 2012. Section 3. Pursuant to Section 3.1 of the Agreement, the Term of the Agreement is extended to December 31, 2417. Passed by the Council and signed by me in authentication of its passage this day of 2011. Mayor Hank Williams ATTEST: City Recorder Return to Agenda Return to Staff Report Resolution Emergency Action Plan CENTRAL POINT AGENDA ITEM: Emergency Action Plan Consideration of Resolution IVo. Emergency Action Plan. STAFF REPORT October 27, 2011 recommending adoption of the Central Point STAFF SOURCE: Rick Bartlett, Safety Coordinator Chris Clayton, Assistant City Manager City of Central Point Safety Committee BACKGROUND: Workplace emergencies can occur at any time and threaten the life and safety of employees and visitors, disrupt or shut down business operations, and/or cause physical, emotional and environmental damage. The purpose of this Emergency Action Plan for the City Hall Campus is to establish a framework for preparing for and responding to emergency situations that may require evacuation or shelter-in-place actions to ensure the highest level of safety for employees and members of the public. Emergencies can be the result of natural or human caused events such as fire, earthquake, severe weather, civil disruptions, workplace violence, explosions, off site hazardous materials and onsite white powder incidences. This plan provides a brief overview of potential workplace emergencies and their characteristics, anexplanation of the emergency notification system, an overview of the chain of command hierarchy, description of procedures for employee evacuation and shelter in place, and review of evacuation staging location areas. FINDINGS: 1. The Central Point Emergency Action Plan provides written instruction an properly responding to a localized emergency. 2. The Central Paint Emergency Action flan will become a significant compent of the City's overall Emergency Operations Plan. 3. The Central Paint Emergency Action Plan has been reviewed and recommend for approval by the members of the City of Central Paint Safety Committee. 4. The development of an Emergency Action Plan meets mandates and recommendations from the following agencies: Oregon Occupation Safety & Health Division; Federal CITY OF CENTRAL POINT ADMINISTRATION 140 South 3`a Street Central Point, OR 97502 (541) 664-7602 www.centralpointoregon.gov ~~ Occupation Safety & Health Division; American National Standards Institute and the Office of Homeland Security. ATTACHMENTS: City of Central Point Emergency Action Plan June, 2011) RECOMMENDATION: Approve Resolution No. to adopt the Central Point Emergency Action Plan. Return to Agenda Go t o Resolution City of Central Pofnt Emergency Action Plan City Hall Campus June 2x11 Adopted by Safety Committee 6-2-2011 6 rr Poison Control Center Fire - Fire District #3 Police - Dispatch (ESCO) Non-Emergency Central Point Police Jackson County Sheriff Ambulance - Mercy Flight Wospitals - Providence Medicai Center ER Rogue Valley Medical Center ER 1-800-222-3222 9 -1-1 (DO NOT use #8 in front} 541-664-1234 (CP) 541-826-7100 (White City) 9-1-1 541-245-2203 541-664-557$ 541-774-6$00 9-1-1 541-779-6551 or 541-858-2600(Bus.) 541-732-6400 (24 hr. Emerg Serv.) 541-789-7000 Pacific Power - 541-776-5434 Rogue Valley Sewer - 541-779-4144 Arista Gas - 541-858-4745 Central Point Library - 541-664-3228 Sept. 1, 2011 ~~ ~ 2~ P a g e Emergency Contact Numbers - Key City Staff ~~.r; PERSONAL CONTACT INFORMATION IS ~ONFI~ENTIAL AN D AVAI LABLE FOR INTERNAL 1~5E ON I_l~, Sept. 1, 2011 - e~ U 3..~ P a g e .. .. ~ ,. ~. ~~ Police Department Contact Numbers: Key Staff ~',~ PERSQNAL ~~N~A~T INFCJRMATIaN IS C~NFIDENT~IAL AND AVAiLA~LE FAR INFERNAL USE ~JNLY. Sept. 7., 20.7. ~~ 4 ~ P a g e Overview Emergency Command Structure The City utilizes the Incident Command System (ICS) far all incident response, including emergency evacuation for public buildings. Since CPPD is housed in very close proximity to City Hall, the availability of high ranking personnel who could immediately assume the IC position, it is prudent that PD take the IC position upon notification. The ICS hierarchy for this Emergency Evacuation Plan is provided below: 3~ _ Sept. 1, 2011 5 ~ P a g e Emergency Notification /Alarm System Notification of workplace emergency plan activation shall be conducted using the most effective and appropriate method available for the particular situation. Generally, the telephone intercom system will be used for evacuation or shelter-in-place notifications. However, it may be appropriate to use other methods such as verbal shouts or even email in rare situations. The telephone intercom system has four designated "zones." 1-Campus Wrde 2 -Police Department 3 -Counter Duty 4 -High Tech Crimes Lab Messages sent to a "zone" will only be heard over the phones in that zone. Generally, ALC emergency no#ifications should be made to "zone 1." NOTIFY STAFF using the.lmer~enc~ Alarm Procedure (tele hone intercom systeni]: p .. _- IF.POSSIBLE NOTIFY LIBRARY STAFF (library is note part of the Citv.'s telebhone.iritercom svsteml The following are suggested announcements for different types of emergency situations. All employees should be familiar with these announcements and be prepared to make the appropriate announcement if necessary. FIRE-'?here is a Fire in the Budding -Evacuate and report to the staging area immediately. This is not a drill!" EARTHQUAKE - "There has been an earthquake. Take cover under your desk, up against a wall, under a sturdy table. Do NOT Leave the building." TOXIC MATERIALS !NClDENT - "There has been a toxic materials incident nearby. All staff needs to shelter-in-place immediately. This is not a drill. Do NOT leave the building." ACTIVE SHOOTER - "There is an active shooter in the building at (specify location - exact as possible.) Take cover. This is not a drill." Sept. 1, 2011 ~~ 6 ~ P a g e Evacuation Information A wide variety of emergencies both man-caused and natural may require a workplace evacuation. These emergencies include -fires, explosions, earthquakes, toxic material releases, radiological and biological accidents, civil disturbances, and workplace violence. The City has established procedures for fire, earthquake, and active shooter events. All employees are expected to familiarize themselves with all exit routes and identify, in advance, the best route to safety in the event of an emergency. In all situations, common sense should prevail. If an exit route is unsafe, use an alternate route; communicate with others from you office area if you are at a different staging area than expected, etc. The City uses the Incident Command System in emergency situations. All employees are required to follow instructions of authorized individuals under the ICS system, regardless of their normal reporting structure. General Evacuation Procedures In the event of an emergency that requires evacuation of the building, follow the procedures outlined below: Alarm; Notify others of the emergency. Use the telephone paging system. Call 911 if safe to do so before evacuating. When you talk with a 911 operator, state your name, address, and nature of the problem. Be sure to identify that you are at CENTRAL POINT City Hall. Speak slowly and clearly. Wait for the dispatcher to tell you to hang up. 1. When evacuating the building, leave by the nearest exit. If you are located on the 2"d floor, use the nearest staircase. Do not use the elevator. If you are on the first floor, use the nearest emergency exit. Floor plans .: ,: marked with the route of quickest ere „,,,,_-_ ss are posted at various areas around the buildi~n . If the nearest exit is blocked or unsafe, proceed to an alternate exit that is safe. 2. Da not use the elevators. 3. Assemble at the designated staging location. It is important to Hate active shooter emergency staging locations are different from fire, earthquake, etc. Be familiar with the staging locations map. If any persons are in immediate danger and assistance does not place you in immediate danger, rescue and assist the individual to the nearest safe exit and designated staging location. If a disabled or iniured occupant. is unable to exit the building unassisted, assist them. If you are unable to safely assist them in exiting the building, notify the Safety Officer or his/her designee of the person's location. Transporting of disabled or injured individuals up or down stairwells is to be avoided until emergency response personnel have arrived, unless imminent life-threatening conditions necessitate moving the individual(s) out of the building. Whenever possible, ask permission of the person before providing assistance. Once out of the building, report directly to the designated staging area. Notify your department head or his/her designee responsible for personnel accounting for your department of your location. Also, file a report with the incident command staff, if you noticed anyone remaining in the building. Sept. 1, 2011 ~~ 7 ~ Page Evacuation Map-CITY HALL f~ORTH Sept. 1, 201 ~~ 8 ~ P a g e Evacuation Map -CITY HALL SOUTH Plan View 2nd Flaar City Hall HTCU Tom H ~ Computer Leh ~ v~ ~ ' Grannie C Q ~ ~ ~ ~ Don H ~ hlTCtl ~ ' Dave .! 1 ~ IT {1r rr~r rr ~ ~ Support lil'CtJ ~ ~ ~ ~ .r rr rr rr ~ ~ o Camm~ ,~,~• . ~ ~ ~ 1 Develo ~ '~ ~ Meeting Ft m ~ ~ H'iCll Todd M To Main City Ha!! f=ront ~intlrtr ~u Sept. 1, 2011 9 ~ P a g e IN5ERT MAP OF "OLD CITY HALL" [PD} HERE SHOW EVAC ROUTES So that we can proceed with final Administrative adoption of this EAP, this portion is left out, to be inserted once a.n updated version of the downstairs portion is done. Waiting for the remodeling to be completed precluded that we could put in an accurate map. However, once the remodeling was completed, the plan showed only the remodeled portions of PD, not the entire floor plan. PW/GIS will be solicited to locate the old floor plan, and then make an overlay of the remodel. Once this map has been refined and escape routes are identified, it can be included. This does not prohibit adoption of the overall plan, but a priority will be put on obtaining an accurate floor plan for PD so that it can be included in the EAP. Rick B., Safety Committee Chair _ ........ ~ "r Sept. 1, 2011 10 ~ P a g e Sept. 1, 2D11 ~ _7 11 P a g e Fire Evacuation Procedures If you discover a fire: For a small, localized fire, first decide if you can safely put the fire out with a nearby fire extineuisher. Do not attempt to put a fire out if it is too large, has spread to the walls or ceiling, is not easily accessible, or you do i know how to use the extinguisher. NOTE: A SECOND PERSON SHALL REMAIN WITH THE PER50N USING THE FIRE EXTINGUISHER fOR SAFETY If you are unsure, evacuate immediateiy. Notify others of the situation. Use the phone intercom-alarm system or, a verbal announcements (yell_loudly to evacuate the building. Evacuate the building to the designated staging location using the evacuation procedure in this manual. Ever you are able to extinguish the fire, the building should be evacuated until deemed safe by fire personnel. !f the Alarm_Sounds or Emergency Evacuation Notification is Give:. __ __ 1.~Leave your workstation immediately.~Do NOT take time to collect persona! belongings or turn off equipment. Your first priority is to evacuate safely. 2. Evacuate the building and proceed directly to the designated staging area. 3. Move at a quick pace without running. Do not use elevators. ~~ if you-have to move through a closed doar• 1. Feel the door to see if it is hot using the back of your hand starting at the top of the door and working you way down. 2. Look for smoke under the door. 3. If not hot and you don't see smoke under the door, open the door slowly and look around to see if the firE behind it or nearby. 4. If there is no fire on the other side, proceed and remember to close the door behind you. if the door is h~ or you see fire, find an alternate route to escape. -- ~- If you notice someone needing assistance:. 1. Instruct others to follow you out of the building. 2. If necessary, guide others to the designated staging location. 3. Continue to monitor those you are helping. If they are uncooperative or start to grab bald of things, leave them where they are. 4. Evacuate yourself and inform your department head or designee in charge of personnel accounting for yo department, who you left behind and where they were last located. He/she will notify the Safety Officer ~ will coordinate with Emergency Services to have the person rescued. REMEMBER: ____ _ _ ~~. __ . . Fres spread rapidly. Fires may produce thick black smoke that is difficult to see through and cause suffocation. Stay low to the ground, as the freshest air will always be near the floor. Stop, drop, and roll if your clothing catches on (fixre. Sept. 1, 2011 ~ ~ 12 ~ P a g e Earthquake Evacuation Procedures BEFORE an Earthquake, Be Prepared: _ __ _ _ __ _ _ _ _ __ 1. Identify "safe places" in your office and other areas throughout the building, such as under a sturdy tab or desk or against an interior wall away from windows and bookcases or tall furniture that could fall on you. The shorter the distance you have to move to safety, the less likely you will suffer injuries. It will not be easy to walk any distance when the budding is violently shaking. 2. Practice, "drop, cover, and hold-on" in each "safe place." Drop under a sturdy desk or table and hold or to one leg of the table or desk. Protect your eyes by keeping your head down. Practice these actions so that they become an automatic response. DURING an If INSIDE, drop, cover and hold in a safe place. Protect your eyes by keeping your head down and keeping your back to any windows. Do not attempt to evacuate durine the earthquake. If you are OUTSIDE during an earthquake, stay outside. Move away from buildings, trees, streetlights, and power lines. Crouch down and cover your head. Many injuries occur within 10 feet of the entrance to buildings. Bricks, roofing, glass, and other material can fa!! from buildings, injuring persons nearby. Trees, streetlights, and power lines may also fall, cousin damage or injury. Wait inyour safe place until the shaking stops, then check to see if you are hurt. After the shaking stops, evacuate the buildine to the designated staging location for your building. Use the stairwells and avoid the eleva#ors. Be on the lookout for fires and other hazards. Move carefully and watch out for things that have fallen or broken, creating hazards. Be ready for aftershocks. ;. . .. . ------- - If you. notice someone In need of assistance: 1. Remain calm. If they are not severely injured, tell the person to follow you out of the building. If they ai severely injured and you cannot assist them without putting yourself in danger, evacuate and immediately notify the Safety Officer or emergency services personnel of their location. 2. Guide others to the designated staging location. 3. Continue to monitor the person. 4. If they will not cooperate or start to grab hold of things, leave them where they are. 5. Evacuate yourself and report to the staging area. s~fotify your department head or the person in charge personnel accounting for your department who you left behind and where. REMEMBER: Fire is the most common earthquake-related hazard, due to broken gas lines, damaged electrical lines or appliances, and previously contained fires or sparks being released. Proceed with caution. Damage from th quake may cause things to be unsteady or broken. Watch for overhead items falling and trip hazards. Sept. 1, 2011 (~~ 13 ~ Page Active Shooter Procedures An active shooter is an individual actively engaged in shooting or attempting to shoot people in a confined and populated area. In mast cases, active shooters use firearms and there is no pattern or method to their selection of victims. Active shooter situations are unpredictable and evolve quickly; therefore, it is important that employees be prepared both mentally and physically to deal with an active shooter situation. The following procedures are guidelines to help employees be prepared and take action to minimize loss of life. If you are in the direct line of fire from the active shooter, or you are the obvic target of the active shooter, or you are being pursued by the active shooter, attempt everything possible to create substantial distance between you and t active shooter and when it is again safety to do so, seek out cover or concealment. If you are in an area where there is a gathering of people, such as a cafeteria, and the shooter enters and begins firing, it is fight or flight. Try to leave the ar - ' through any means available. If no escape is possible, protect yourself by lyin€ on the floor, behind any tables/chairs/any objects available. Remain conceale~ in place and silent until the shooter has exited the area. `Since Active Shooters are generally very mobile, it is not a good idea to attem evacuation. Instead: _1. Hide in a place that is out of the active shooter's view and that provides protection from any gunshots fired in your direction. 2. Lock the door to your hiding place if possible. 3. Blockade the door to your hiding place with heavy furniture if passible. - 4. Take Cover behind large items that offer protection from bullets. Stay awe - from windows. -. = 5. Remain quiet and beh'md coyer until !aw enforcement personnel arrive an provide instructions to move. - -Silence your cell phone and/or pager -Turn off any sources of noise (i.e. televisions, radios, telephones} - -- Refrain from talking and keep still iVOTE: - "Cover" wi!! both hide you from view of the shooter and also be likely to prote~ you from gunfire. While "concealment" only hides you from you from view the active shooter and cannot typically be expected to also protect you fror gunfire. NO71FY Sept. 1, 2011 When it is safe to place a call: ~. 14~Page --.~._,._..~__,__.~.____r _._....._..._..-- EMEitGENCY Dial 911-when it is safe to do so, to alert police to the active shooter's locatic SERVICES: PROVIpE 7HE FOLLOWING INFORMATIDN IF POSSIBLE: • Number of shooters Location of active shooter(s) • Physical description of shooter(s) • Number and type of weapons held by the shooter(sy • Number of potential victims IF YOU CANNOT SPEAK, LEAVE THE LINE OPEN AND ALLOW THE DISPATCHER" LISTEN. Take action against an active shooter if you think you can make a difference, I only when your life or the life of others is in imminent danger. When. police arrive:- 1. Remain calm and fallow officers' instructions. 2. Empty vour hands (i.e. bags, jackets). 3. Raise vour empri hands and spread fingers. This helps to identify you as a victim. 4. Avoid makine auick movements toward officers such as holding onto them for safety. 5. Avoid pointine, screamine and/ar yeliine. 6. Follow officer's instructions. bo what the officer(s) tell you to do. Do not ask officers for hf or explanations. ~ ~_ REMEMBER: 1. Be aware of your environment and any possible dangers. ~. z. Take note of the nearest available exits. 3. !f you are in an office, stay there and secure the door. 4. !f you are in a hallway, get Into a room, secure the door, and stay away from a!! windows. - 6. CALL 911 WHFN !T !S SAFE' TO DO SO! i Dds and Don'ts in the event of being taken hostage: ~ ~W 1. Stay calm. Make a conscious effort to breathe to maintain the flow of oxygen to the brain and extremities. Think carefully to plan movements so that nothing is sudden or appears suspicious. 2. Comply immediately with all instructions and demands. Stay alert and dismiss any idea of escaping or being a hero. Remain in position as instructed, however uncomfortable. 3. Look the captor directly in the face only when directed to do so. Address him with respect and answer all questions briefly and to the point. Speak clearly and calmly. Resist any demonstration of anger. 4. Be as agreeable as possible. Remember that hostage-takers sometimes look for potential execution victims, so give no reason to be singled out. 5. Observe the terrorists and note behaviors. Assign nicknames to each captor and create a mental list of descriptive factors--facial characteristics, approximate height and weight, accent and clothing. Commit these facts to memory to help later identify them. 6.Pay attention to the surroundings. Assess potenAAtial escape routes in the event smoke bombs are used and Sept. 1, 2011 `1~ 15 ~ Page visibility is obscured. 7.Get down immediately and remain still when the rescue team enters. Be prepared to identify terrorists who try to exit as hostages. Tips & Warnings • Keep your mind focused; use whatever mental images necessary to endure until help arrives. • Don't loose hope, despite the circumstances. Visualize your homecoming with loved ones standing by to embrace you. Shelter-in-Place Information The release of chemicals, biological, or radiological contaminants into the environment in such quantity and/or proximity to a place of business that it is safer to remain indoors rather than to evacuate employees. Such releases may be either accidental or intentional. Examples of situations that might result in a decision to "shelter-in,-,,place" include an explosion in a hazardous materials facility, such as the Grange Co-op or a chlorine leak from a train, or at the Rogue Creamery refrigeration facility located west of the train tracks behind the Grange Co-op plant. Red Cross advises that, "in the case of an airborne contaminant, it is 500 times safer than staying outside as long as you enter the shelter before the arrival of the contaminant..." "Shelter-in-place" means selecting an interior room or rooms within your facility, or ones with no or few windows, and taking refuge there until it is safe to leave. In many cases, local authorities will issue advice to shelter-in-place via TV or radio. Designated Shelter-in-Place Locations It is important to select interior room(s) above the ground floor, with the fewest windows or vents. The room(s) should have adequate space for everyone to be able to sit. Avoid overcrowding by selecting several rooms if necessary. Large storage closets, utility rooms, pantries, copy and conference rooms without exterior windows may work well. Avoid selecting a room with mechanical equipment like ventilation blowers or pipes, because this equipment may not be possible to seal from the outdoors. Designated Shelter-in-Place locations in City Hall: When possible, it is preferable for all occupants to Shelter-in-place in one location. If it is not possible for all occupants to gather in one location, the following list of locations is preferred, in the order listed. One_location fo r all occupants: Separate location for. ` 5eparafe location:for ' , ,City Hall Narth . : . .City Wall,South Sun Room and/or Sun Room and/or planning Manager's Office Break Room/Kitchen Break Room/Kitchen Planning Manager's Office Payroll/Accountant's Office Community Development Director's Office Shelter-in-Place Emergency Kits Each Shelter-in-place location must be equipped with an Emergency Kit that includes essential disaster supplies, including: Sept. 1;2011 4~ 16 ~ Page - Plastic Sheeting, pre-cut and rolled & extra - Bottled Water - Food - 5 gallon bucket(s) - Battery powered radios - First-aid supplies - Super glue Shelter-in-Place Procedures - Walkie-talkies - Flashlights - Extra batteries - Duct tape -- Plastic garbage bags - Blankets - Telephone Activate Shelter-in-Place procedures using the Emergency Telephone Intercom Notification System. Once activated, employees must immediately take appropriate action to secure the facility to protect against the identified threat. ° 1. Secure the building. a. Lock exterior doors. Post a sign on the door indicating that the facility is closed, and implementing shelter-in-place procedures - if there is adequate time to do so. b. Turn off HVAC system IMMEDIATELY when the incident involves release of chemical, biological, or radiologicaE contaminants or when the incident cause is unknown. The Control Panel is located in the storage closet in the Public Works Department. Instructions for emereency shutdown are posted in the event trained personnel are not available to turn off the HVAC System. This is extremely important to prevent exchange of inside air with outside air. These systems, in particular, need to be turned off, sealed, or disabled IMMEDIATELY. c. Close windows and air vents. d. Close the window shades, blinds, or curtains if you are told there is danger of explosion. e. Activate call-forwarding or alternative telephone answering systems or services. Change the automated attendant/voice mail recording to indicate that the business is closed, and that staff and visitors are remaining in the building until authorities advise it is safe to leave. 2. Provide for employee and public safety. a. Direct employees and members of the public to shelter-in-place rather than leave the building. Walking outdoors and driving are considered unsafe when shelter-in-place procedures are activated. b. Direct employees and members of the public to the designated shelter-in-place location(sy. c. If possible and when practical (unless there is an immediate danger), allow employees and members of the public to contact their emergency contact to let family and friends know where they are and that they are safe. 3. Secure the Shelter-in-Place Location(s). a. Account for all staff and visitors and ensure everyone is safely located in a shelter-in-place location. Write down the names of everyone in the room and contact the designated emergency contact to report who is in the room with you and their affiliation with the City (i.e. employee, visitor, client, and customer.) A b. Secure the doorways by closing and locking them. If the incident is biological, chemical, or radiological, use pre-cut plastic sheeting and duct tape provided in the shelter-in-place supply kit to seal off every doorway to ensure that the room is airtight. c. Seal off all windows and vents in biological chemical or radiological incidents using pre-cut plastic sheeting and duct tape to ensure the room is airtight. 4. Wait for instructions. listen to the radio, watch television, or use the Internet if available for further instructions until told it is safe to evacuate. Local officials may call an evacuation in specific areas at greatest risk in the community. ciderit Comrrriander The IC's du.t is to activate and oversee the . ; Roles aind . the In , _ v ' :. , .. p y . ,p lies.. ,O.1ilSlhl impaementatiori of"this Ian;,.Primar 'res onsibiEities Include; ~] i1l~1CS. • Plan Activation.. Incident Commander {IC) .. • Emergency fVotificatiori -. Manage;inadent; make decisions, direct oversight ove"r Prrri~ary• incident command staff:and SQCtion Chiefs `CPPp - The-first person on scene at an mcid.ent sha.il: establish Incident Command Secondary:.',- : as soon as possible, until arrival of a-Rrimary:iC. Incident Command would; ;:GRPD'.. '_ ~' __: Tertiary then be. transferred immediately.to the Prrn~ary IC: Transfer n f corrimpnd CPPD' shall be.documented by the scribe natinp the time and place of transfer wrth both 1G, PrrmariilCmiti_a!!np the~stribe's'notation. Thrs transfersshallbe: N07E. For the sake of rpp Mice 'COmmunrcated to a!I 1C5poslflans (rf plreadY.apporr7tedl as soon as raossrbles - _ - -, , : - drills; rhls plan will name rhe.. ' , 'The IC has flexibility end rnay..exercise his/her~udgnlent Yeg~rding how ' . ;. . person to fNl-each of'the rotes - .~ ., many; individuals needed to implement this-plan far.a given emergency In replity, one or more of these ._ :He/she. may perform°all functions of the Incident Command Tear?1 during; , arrd ether personnel maynot be ". : small-scale emergencies; delegate responsibility for all functions to two to. presentto fill the role Ar~vpeson. .. < five individuals in n•iedium scale emergencies or designate:individuals to` ' fn a "[eadershrp" role rn AdmlR^, ..: serve each of-the functional areas of the Inctlent,Commahd 7eam''in,the - niay out of netessltif: take on the event?cSf a large scale emergency. - kole~o IC ,` See, !C Checklist for details of duties in an evacuation -:, L~,dison Off'iser , . ... :.. ' ~ The LiaisorrOffieer i§ responsible for callmg:•911, coordinating all . ~ ,, . =comf7t.uriicatio~~s with outside agencies, such as emergencyservices ` Pr-ripry ~` personnel and law enforcement, ancf personnel accounting.:,-The Liaison .°',': ; Human, ReSOUrces Director:` . ::Officer is responsible,;for notlf:ying the Information Officer of anything:that . .secondary ~' ` . may be relevaht to the coordjnatmg.ef releasing public inforrnation`andfgr 'i~mance. Director . _; 'notifying library staff of a sltuatkon'in',City Hall - : ..; . . E Tertiar y - ' ~ ,..,. . Reports directly to the'IC ; . . Recorder Cat , . , , - See Liaison. Checklistfor details of dutres in an evacuation , ,; ,-.. ~. • . .. -- Public InformationQffrcer . (PIO) ~ `The Publrc Information Officer fP1O} is responsible'for caordmating,all . public iYrforntiation. The Incident Commander appro.ve5 ni?ws releases and : , Primary; `media:contaet~.when necessary or appropriate: - - , ; : Assistant City ManagQr . ,.. lie ores drrectl to.the lC _ p ,: y. , 'Secondary::,: Pubhc:Works pirector` ,; - ,:: ; See pi0 Checklrs for,di5tails of duties in art eVacuatron . y. , .:. tar Tent ~ , ' ComrnunityDev Director -: ``_ eJ Sept. 1, 2011 18 P a g e Safety Officer The Safety Officer is responsible for observing all operations for life/safety concerns including implementing evacuation protocols when called for by Primary:. the Incident Commander. Specific duties include ensuring that all Admin Safety Officer employees and members of the public have either evacuated, assisting with Secondary:. evacuation/safety concerns for persons with disabilities and non-English PW Adniin Field Inspector speaking customers, inspecting facilities including restrooms, meeting Tertiary:- rooms, elevators and stairwells, and securing the facilities to ensure no one City itecorder re-enters until "all clear" is given. Reports directly to the IC. - See 5afet Officer Checklist far details of duties in an evacuation y QpQrationS Section The O erations Section Chief oversees implementation of actions needed to secure City facilities in an emergency. Such actions might include Primary: securing the building (i.e. lacking doors, posting notices far shelter-in-place, ' Public Works Director shutting off HVAC system, sealing ashelter-in-place location, etc. The 5ecoi?dary;: , ~ Operations Section Chief will likely have several personnel in charge of 13iildirig Official implementing necessary response actions. 'Tertiary: Reports to Safety Officer. PW •Adrnin Field Inspector - See Operations Chief Checklist fpr details of duties in an evacuation Facilifv.Security - -- The Operations Chief ar his/her designee(s) are responsible for securing the building(s), locking doors, posting notices, shutting off HVAC system, etc. However, this will take place only when it i5 safe to do so. Designees for Facility Security report to Operations Chief shelter-in-Place Securit The Operations Chief orhis/her designed(s) are responsible for securing any shelter-in-place lacation(sJ upon notification from the Information Officer that all personnel have been accounted for. Shelter-in-place security involves closing and locking doors, Sealing doors and windows with_plastic sheeting and closing vents, and setting pp privacy/restroorn areas as needed. Designees for Shelter in Place Security report to Operations Chief. ~Plamm~g/Intelligence Section -: The Plannine/intellieence Chief is tasked with overseeing personnel Arimary, accounting. This is most necessary during an evacuation scenario or, a Comrxtunity DeV Director shelter-in-place scenario. The accounting information is to determine when Secondary.;.. it iS safe to evacuate or, end the shelter-in-place status. This Section may Friariee: Director also need activated during an Active Shooter scenario when staff and ` Tertlgry;:' members of the public are in an off-site staging facility. .:Parks/Recreation Manager Reports to the Liaison Officer. - See Planning/Intelligence Chief Checklist for details of duties in an .. . evacuation ' - Personnel Accounting Each Department Head orhis/her designee wiA be tasked with accounting for all staff in the respective department and reporting status updates and'resuits to the Planning Chief. • - Incident Monitorine Incident monitoring may be necessary during shelter-in-place Sep#. 1, 2011 emergencies. The Planning Chief may designate one ar more individuals to monitor television, radios and/or Internet to determine status of the emergency. These individuals will report findings to the Planning Chief. V 19 ~ Page Logi$#ics Section The Cosistics Chief oversees resources management in an ongoing., . . _ , . emergency. This involves ensuring Emergency Krts are available and ; , . Prrr~ary: obtain. trig needed. resources and getting them, where they.need to be. Th1s;. 'City Recorder role is necessary during a shelter in-place emergency or active shooter , SPCOndorys staging location; PyV Adm.in GIS Tech Reports to the Safety'Offtcer.. . Tertiary:. - See~Logrstics'Chief Checklistfor details-of duties in'an evacuation PW Flood lain .. p Coordinator Emer~encv Kits The Logistiics Chief ar one or two-designees wilt lie rn'charge of managiig. , ... , . .. p.royrsions in the ~mergericy Kit far each locatlor~, In.:the el~ent: only one location i5'being utilized; the Logistics Chief ni.ay; designate one or more people toaocate ar,d retrei+e Emergency Kits from other locations. This . i5 especially necessary when there is an, off site biologiC~f, radiological; ._ :: . qr chemical incident that.,may take more than one day to resolve Finance Section -.The iFinance.Chief is responsible #or:fiscal and risk management issiies, . _. mcliadi~ig cost-tracking; procurement~of contract services and compensation' . Pr~ri~ary . ,. :, and claims management Activation of this'ptrsitipn during evacuation and Finance Director .:, - . shelter-in place emergencies.t~rscuSSed rn thi5 plan, but rather afterthe Seconds initia emergency is u-rider control and recovery begins , ' Accouritanf .' ,. Variou's situations may arise-that require the Finance Chief tomake - Tertiary decisions ancf.authorize expenditures in an,emergency. :~; Asslsta;nt City IVlanager Reports to the IG., :: AA YAM Sept. 1, 2011 4Z f 20 P a g e Employee Emergency Preparedness Training 5ummarv of Emereency Evacuation, Training • Safety Committee review and discussion of the Emergency Evacuation Plan and its various scenarios • Safety Committee conducts a table top exercise to determine if the Plan can proceed to the next step • Safety Committee distributes the Evacuation Plan to the Evacuation Team for review • Feedback provided, corrections and adjustments made Fire Scenario +rninir.r, nF+er+l+a Firms++nhln_+n.~ ...nr .- .. 1 ~ As;of. ~,0-1=1,1 ah'e above items' are:done. • EAP is sent to Admin for formal adoption with recommendations to Administration that bi-annual practice drills begin an opts-announced basis to start; followed by unannounced drills within 1$ mo. • Fire Scenario practice drib is conducted (The evacuation also allows personnel the practice for any other emergency that dictates an evacuation is in order. Fire is the most common and expected emergency that might develop.) + Download of all participants for feedback. • Set schedule for practice drills tooccur on a bi-annual basis Earthquake Scenario Review of procedures are conducted by Evac Team (Safety Committee/Wardens/Stewards) • Evac Team conducts inspection of personnel's shelter in place choices, makes recommendations to personnel • Evac Team conducts a table top exercise based on an earthquake scenario • Corrections and adjustments made • Earthquake scenario practice drill is conducted • Download participant/Evac Team Active Shooter Scenario Training • This scenario is to be presented in an all City Staff meeting by Capt. Newel! • To practice an active shooter in the building may not be practical but discussions of the subject and various scenarios communicated to city staff. • The variables of an active shooter in the building may dictate the actions by City Hal! staff. Sheltering in- place is the recommended action for most situations involving an active shooter. • By presenting the topic of Active Shooter in an All City Staff meeting, the possibility is made valid and staff will be more aware and prepared to act appropriately. Sept. 1, 2011 A ~,? 21 P a g e Emereency Power Disconnec>F/HVAC shut-down ~nformat;on "New" CH„ buildine• There are two locations where a_ complete IPOWER DISCONNECT can be made for NEW City Hall. #1 -MDP panel, close to the entry to the CEI Break Room and, #2-the Server Room panel_(aka "Bridge Room") Breakers for sub-panels "A", "B", "C" and, ALL HVAC, are located in the "Server Room". ~ #1-For an ALL POWER DISCONNECT. the most convenient location to access: find the panels near the Break Room entry: then, so to the panel called "MDP" (Main Distribution Panel"), there are mam_power istri ution breakers are labeled A , B, ,R „C . These three breat<ers ("A", "B", "C") will shut down Citv Hall's power and HVAC, thrOLliQhOUt abut only in "new" CH,1 ~ #2 -For an alternate ALL POWER„DISCONNECT. the Server Room power disconnect, called "CA", main feed for the entire buildine,_includinR the elevator, and the HVAC system. The Server Room also has sub- anels that serves as a power disconnect for the Council Chambers and HVAC. The HVAC controls (thermostats, insid%utside air mixture controls, timer), are located in the "roof access" closet adjacent to Karen's area. There are two HVAC controls, which control the entire building -east and west (new CHy. Adjustments for temperature, outside air intake percentage, or change a schedule, or SHUT DOWN made here. • Sub-panels" A"&"B" are located near the Break Room, adjacent to the "MDP" panel. • Sub-pane! "C" is located by Deanna's office. "Old City Hall" -Police/HTCU/Community Development: The ower and HVAC control for all of "Old Ciri Hall", which includes Police, Community Development, Building Departments, is located on the 2"d floor, in a small room, near the HTCU entry. ~ For an _ ALL POWER DISCONNECT to "Old City Hall", find the main power disconnect. This room also has the Hower transferswitch for the,emervencv venerator. The generator supplies power to Police's lower floor only, in the event of an extended power outage. (Directions to activate the power transfer switch are posted in the pane! for the switch.) The propane-powered generator is on the east end of the building {off 3`d St.j in a locked/fenced area. The women's restroom in PD has asub-panel that controls the lower floor's iPD) power, and the outside li htin on the west and south sides of the old city hall building. Sept. 1, 2011 2z P a g e .i J ~ ~ tl RESOLUTION NO. A RESOLUTION ADOPTING THE CITY OF CENTRAL POINT EMERGENCY ACTION PLAN RECITALS: A. The City of Central Point's Emergency Action Plan strives to reflect the values and requirements as outlined in the Oregon Emergency Operations Plan Section 5.1 Emer~ency Operations Plan,-,Emergency Support Function (ESF) Annexes,.Worker Safetyand Health Protection. B. OR-OSHA Requirement 437-002-0042 Emer~ency Action Plan: 1) Requires an employer to develop an Emergency Action Plan. 2) The Plan must be in writing, in the work area, and available to employees on request. C. Federal-OSHA requires the development of an emergency action or fire prevention plan to be in written form is for any employer with 11 or more total employees. D. These recommendations reflect the Emergency Preparedness and Business Continuity Standard [N FPA 1600 developed by the National Fire Protection Association and endorsed by the American National Standards Institute and the Department of Homeland Security. The City of Central Point resolves: Section 1. The "City of Central Point Emergency Action Plan" is adopted as the official plan for the City Section 2. The City will submit copies of this resolution to the Oregon Occupational Safety & Health Division and City County Insurance Services. Section 3. The "City of Central Point Emergency Action Plan" will become a significant componet of the City's overall Emergency Operations Plan ~~ Passed by the Council and signed by me in authentication of its passage this day of ,~ , 20_ Mayor Hanks Williams ATTEST: City Recorder Return to Agenda Pg. 2 Resolution No. (10/2712011} J ~. Resolution Hazard Mitigation Plan CENTRAL POINT Stephanie Holtey, CFM PUBLIC WDRKS DEPARTMENT Floodplain/Stor-nwater Coordinator 140 South 3`d Street Central Point, OR 97502 (541J 664-7602 www.tentralpointoregon.gov STAFF REPORT October 27, 2011 AGENDA ITEM: File No. 08163 Consideration of Resolution No. recommending adoption of the Central Point Hazard Mitigation Plan. STAFF SOURCE: Stephanie Holtey, CFM Floodplain/Stormwater Coordinator Matt Samitore, Parks & Public Works Director BACKGROUND: The Central Point Hazard Mitigation Plan is a planning and educational document that aims to reduce the adverse impacts of future disasters from natural hazard events on the City of Central Point by proposing measures that achieve the following objectives: • Protect life and safety • Protect buildings and infrastructure, especially critical facilities • Enhance emergency response capability, planning and post disaster recovery • Seek funding sources for mitigation action items • Increase public awareness of natural hazards • Incorporate mitigation planning into natural resources management and land use planning Floods, earthquakes, and severe storms were identified as having the most significant impact on the City. Other hazards addressed in the plan had virtually negligible risk on the community. These hazards include wildland/urban interface fires, landslides, volcanic events, drought, subsidence, expansive soils, and sinkholes. The plan was developed under the guidance of an advisory committee composed of government, business, non-profit, and citizen representatives. In addition, several public meetings were held to present the plan through the various stages of development and to solicit feedback. The Central Point Hazard Mitigation Plan meets the Federal Emergency Management Agency's (FEMA) planning requirements by addressing hazards, vulnerability, and risk. Adoption of a mitigation plan is required for Central Point to be eligible far future FEMA grant funds. FINDINGS: 1. The Central Point Hazard Mitigation Plan aims to proactively facilitate and support community-wide policies, practices, and programs that make Central Point more disaster resistant and disaster resilient. Mitigation action items identified in the plan include projects that would achieve the mission, goals and objectives established therein if implemented. ~ti 2. The planning process for the Central Point Hazard Mitigation Plan provided several opportunities for citizen involvement utilizing various media and public meetings, which exceeded the minimum FEMA hazard mitigation planning requirements and is consistent with Oregon Statewide Planning Goal 1 addressing citizen involvement. ~. The Central Point Hazard Mitigation Plan is consistent with Statewide Planning Goal 7 that directs local governments to adopt comprenensive plans to reduce risk to people and property from natural hazards including floods, earthquakes, landslides, coastal erosion and fires at a .minimum. 4. The Central Paint Hazard Mitigation Plan has been reviewed by FEMA and found to be consistent with the federal mitigation planning requriements set forth in 44 CFR Part 201. ISSUES: In a letter dated October 3, 2011, FEMA staff provided written comment on the Central Point Hazard Mitigation Plan. Although the plan meets all of the federal requirements established in 44 CFR Part 201, the plan cannot be approved by FEMA until the Central Point City Council adopts the plan. Adoption of the plan is required to make the City eligible for FEMA mitigation project grants. ATTACHMENTS: FEMA Pre-adoption Approval Letter dated October 3, 2011. RECOMMENDATION: Approve Resolution No. to adopt the Central Point Hazard Mitigation Plan. Return to Agenda e~ U.S. Ileparime«i ai' 3lcnncinntl Security Rc~ion ~0 22RUi Strcct, ti1V 13nthc3l, 117/1 9fi{12i t)79G x~~~ ~~~~ 6 ~ ~F2.~kU.5~LJ4 October 3, 201 f Mr. Dennis Sigrist State of Oregon Office of Homeland Security Oregon E311ergeney Management P.o. Box 143~a Salem, Oregon 97309-50G2 Dear Mr. Sigrist: As requested, the U.S. Department of 1-lonleland Security's Federal 1lmergency Management Agency {rEMA) has co3ilpleted apre-adoption review of the Centrrr! Paint Hazard Mitigatial Plan. Tl1e p1a31 successfully contai3ls the requircd criteria, excluding tfle adoption, for hazard mitigation plans, as outlined in 44 CFR Part 201. Phis letter serves as Region 10'5 C0311I111ti11ellt t0 approve the plan upon receiving docunlentaiion of its adoption by the city. The p1a31 will not be formally approved by l~E1VIA until it is adopted. The city is not eligible tar mitigation project grants until thin plan is formally approved by 1~1:.MA. Please contact our Regional Mitigation Planning Manager, Kristen Meyers, at (425) 487-4543 with any questions. Si3leerely R an Ik isk Analysis I3rancli Chid Mitigation Division BH:bb l:~ lr <.; is l `~` s.: ~7 i DC~' ~- 6 2.011 l Oie;;crt (met ~ei~cy S'anase~~~~:it ~~ ~v-v~v.1'ema.gnv ~Palr rr ~ Public Warirs Departrnenlt MEMORANDUM Stephanie Hoitey, Floodplain Coordinator July 15, 2011 TO: Mayor Wank Williams City Council FROM: Stephanie Holtey, CFM RE: Central Point Hazard Mitigation Plan The City is in the final phase of developing a hazard mitigation plan that evaluates potential natural hazards and impacts to the community, and identifies actions to reduce the identified risk. This planning effort is funded by the Federal Emergency Management Agency's (FEMA} Hazard Mitigation Grant Program (HMGP}and has been conducted under the direction of a Hazard Mitigation Advisory Cammlttee that formed fn 2Ut17. The purpose of this memo is to brief you on this planning effort in preparation for the upcoming Study Session presentation, Completion of the Central Paint Hazard Mitigation Plan will be a significant achievement far the community. The plan not only promotes awareness of risk, potential losses and risk reduction actions for natural hazards, it also makes the City eligible for Pre-and Post-Disaster Mitigation grant funds from the FEMA that would not otherwise be available. These funds can be used to implement actions identified in the plan to reduce risk. The plan addresses natural hazards that have the potential to affect the community. These include: • Floods • Earthquakes ~ Severe Weather • Other Hazards (Wildland/Urban Interface Fires, Landslides, Volcanic Events, Drought, Subsidence, Expansive Solis, and Sinkholes} During Monday's study session we will briefly review the project history and the plan's organization. We will focus most of our attention on the hazard chapters and spend most of our time discussing flood hazards as they are represent the mast significant risk for the community. I am very excited to share a flood mitigation project tha# was identified in the planning process on Griffin Creek that, if implemented, will reduce the Griffin Creek floadpiain and re-zone many high risk properties to a lower risk hazard designation. Finally, we will ga over what to expect in the coming weeks as move from planning to adoption and implementation. f look forward to presenting the plan and hearing your feedback on the draft plan Monday evening, I've enclosed flood hazard maps for FEMA-mapped hazards, as well s the Emigrant Dam failure inundation zone. 190 South 3`° Street ~ Central Point, OR 97502 ~ 541.664.7602 ~ www.centraipointoregon.ggv ~..~ ~ RESOLUTION N0. A Resolution Adopting the Central Point Hazard Mitigation Plan Recitals: A. The City of Central Paint recognizes the threat that natural hazards pose to people and property within the community; B. Implementing hazard mitigation actions will reduce the potential far harm to people and property from future hazard events; C. An adopted, Federal Emergency Management Agency (FEMA)--approved hazard mitigation plan is a prerequisite for mitigation project funding eligibility under FEMA pre- and post-disaster mitigation grant programs; D. The City of Central Point engaged in the FEMA-prescribed mitigation planning process in the development of the Central Point Hazard Mitigation Plan; and E. The Oregon Department of Emergency Management and FEMA Region X officials have reviewed the Gity of Central Point Hazard Mitigation Plan and ()approved it ()contingent upon this official adoption of the participating governing body; The City of Central Point resolves: Section 1. The "Central Point Hazard Mitigation Plan" is adopted as the official plan for the City. Section 2. The City of Central Point will submit this resolution to the Oregon Department of Emergency Management and Federal Emergency Management Agency Region X officials to facilitate final approval of the plan. Passed by the City Council and signed by me in authentication of its passage this day of 2011. Mayor Hank Williams ATTEST: City Recorder Return to Agenda ~~ Business Items Parks &Public Works Department ~~~~~~ PCJINT STAFF REPORT DATE: AUGUST 3, 201'1 TO: HONORABLE MAYOR AND CITY COUNCIL FROM: MATT SAMITORE, MANAGER SUBJECT: North Front Streetscape Matt Samifore, Director SUMMARY: The City received a grant from the Oregon Department of Transportation, Bicycle and Pedestrian Enhancement Fund to add bike lanes, sidewalks, medians, and traffic calming from Manzanita Street to Crater High School. The first phase of the project is to select a qualified design team to complete the project. The deadline for the Request for Qualifications (RFQ) was Wednesday, August 3, 2011 at 4:00 PM. Staff will present the findings from the screening committee at the City Council meeting on the qualified firm. Below is a list of all the teams who submitted a RFQ for the project. COMPANY RECEIVED Thornton Engineering Inc. 08/02/11 Murray, Smith & Assoc, lnc (MSA) 08/02/11 Balzhiser & Hubbard Engineers 08/03/11 Keller & Associates, Inc. 08/03/11 KAS & Associates, Inc. 08/03/11 Sisal Engineering 08/03/11 Hardy Engineering 08/03/11 Zbinden Carter Sounders (ZCS) 08/03/11 RECOMMENDATION: Staff will recommend a firm at the City Council meeting. 140 S. Third Streef ~ Central Paint, OR 97502 •54 7.664.3321 ~~~ Fax 54 7.664.6384 #~ October 20, 2D11 Front Street.US Highway 99W Bicycle, Pedestrian and Streetscape Project SCOPE OF WORK 1. Project Management, Coordination, and Contract Administration a. OBEC shall establish and maintain lines of comrxtunicationwhh City staff, consultant staff, sub-consultant staff, and project stakeholders. b. OBEC will prepare and maintain a detailed project schedule for use by the City and project design team. c. OBEC shall conduct regular design review meetings with City staff during design phase. Fox budgeting purposes, it is assumed that two OBEC staff will attend up to 6 design review meetiangs at City offices; DKS & Galbraith shall each attend up to 3 meetings by phone. It is assumed that each meeting willlast no Langer than 2 hours. In addition, a project design kick-off meeting will be held at the City offices to be attended by key design team members. d. OBEC shall prepare display materials and attend one public open house after approval of the 30% project design. City shall advertise the event and provide the meeting space. Two OBEC staff shall attend the open house assumed to be 3 hours long. e. OBEC shall produce monthly invoices, including a brief progress report, to be mailed to the City for payment. 2. Information Gathering, Pavement Evaluation, & Utility Coordination a. OBEC shall obtain data from the City and Utilities that would affect the project. OBEC shall coordinate with all utilities within the project corridor to determine which, if any, will require relocation. OBEC shall obtain relocation plans from those utilities that require relocation. b. Pavement cores shall be collected by City staff at selected Locations in order to determine the depth of existing pavements for the purpose of determ~~~~g excavation limits for new landscaping medians, as necessary. c. OBEC shall examine existing pavement surface conditions and make recommendations for pavement rehabilitation. It is assumed that a flexible pavement inlay and/or overlay will be necessary. Pavement design shall be based on City standards, with input provided by APAO staff. d. Galli Group shall perform one subsurface exploration up to 15 feet deep for the purposes of designing the foundations for the HAWK signal poles. The results of this exploration shall be summarized in a technical memorandum addressed to the City. For budgeting purposes, it is assumed that this work will not require traffic control or City permits. e. OBEC shall review collected information with the City. f. Analyze data to be incorporated in the project preliminary design. g. Review information with City and School District and business community on pedestrian movements within the corridor. *It is assumed that environmental perxn:'ttting will not be necessary for this project. Permit support is not included in this scope of work. 3. Survey/ Mapping a. Establish survey control for the project. b. Call for utility locates within project boundaries. c. Provide topographic survey as need to complete project base mapping. d. Conduct Monument Recovery and Right-of-way Retracernent Survey e. Prepare base mapping. f. File Right of-way Retracement Survey with Jackson County Surveyor's Office. *Right-of way Acquisition Services are not included in this scope of work 4. Preliminary Project Design a. Design team shall evaluate design options and prepare a tentative layout of the project improvements, including curb and gutter, sidewalks, medians, storm drainage, pavement markings, illumination, landscaping, and irrigation on the established base mapping. For budgeting purposes, it is assumed that the limits for illumination design will be from approximately Manzanita Street to Cherry Street. Improvements between Cherry and Hazel Streets shall be limited to adding sidewalk behind the existing curb and gutter on the east side of the highway and xestxiping the xoadway to include bike lanes. b. DKS shall evaluate potential options for the location and type of pedestrian crossing treatment for the Highway 99 north gateway area. This evaluation will be based on information gathered in the field as well as current standards and recent research such as NCHRP Report 562. DKS will collect one bi-directiona124-hour traffic count along Highway 99 for use in the analysis. The DKS findings and recommendations will be summarized in a brief technical memorandum. The technical memo will include estimated construction costs for each alternative considered, including the preferred alternative. c. DKS and OBEC shall attend one City Council meeting to present the options for the pedestrian activated cxossing signal and seek approval for the preferred alternative. For budgeting purposes, it is assumed that one Project Manager from OBEC and DI<S will attend the meeting with City Staff, which is assumed to last approximately 3 hours. d. DKS will evaluate up to three light pole and illumination options along Highway 99. Options will include the existing post top mount luminaires currently installed along Pine Street neax Highway 99 as well as two other options to be determined by the City and the design team.. Once the thxee light pole and luminaire options have been determined, DKS will analyze these thxee options to determine the mounting heights, wattages, and pole spacing to meet Illuminating Engineering Society (IES) standards. DKS will summarize the results of the lighting analysis, along with recommendations, in a brief technical memorandum to the City. e. OBEC shall review the tentative layout with City Staff and obtain approval prior to preparing preliminary plans and cost estimates. f. Design team shall prepare project plans to a 30% level of completion, which shall include typical sections, general construction plan and profile sheets, drainage plan & pxofiles, illumination layout, pavement marking layout, and genexal landscaping layout. City shall review and comment on preliminary plans prior to the design team starting an the 90% plans under task 5. g. OBEC shall incorporate waterline design sheets provided by the City into the project plan set. City shall provide drafted waterline plan sheets on formatted title block provided by OBEC. City shall provide all quantities, estimated construction costs, and special specifications necessary to incorporate into the project documents. h. OBEC shall prepare and submit a preliminary construction cost estimate for review by the City. i. Design Team will pxovide an independent QA/QC review of all preliminary (30%) deliverables. ~~ 5. Advance Engineering and Plan Preparation a. Design team shall prepare 90% advance plans, specifications, and engineer's cost estimate based on feedback from City Sfaff on the preliminary plans. Advance plans shall include details, traffic control plans, erosion control plans, and irrigation plans in addition to the information included in the preliminary plans. Design team shall utilize City of Central Point Standard Drawings where applicable. Otherwise, ODOT standards drawings and details shall be utilized. Specifications and special provisions shall conform to the 2008 Oregon Sfandard Specifications for Construction. b. OBEC shall submit said plans to the City and affected utilities and agencies for final review. c. Design Team will provide an independent QA/QC review of all advance {90%) deliverables. 6. Final Bid Document Preparation a. Design team shall modify plans, special provisions, and engineer's cost estimate based on review comments from the advance PS&E documents. b. OBEC shall coordinate with City to establish bid dates, contract time and other pertinent data relative to the project and the invitation fox the bid. For budgeting purposes, it is understood that City staff will advertise the project, distribute bidding documents, and open public bids. c. OBEC shall finalize all contract documents and provide the City with Final / Reproducible sets of plans and specifications for bidding purposes. d. Design Team will provide an independent QA/QC review of all final deliverables. For budgeting purposes, it is assumed that this bid package will include the following sheets in 11" x 17" format: • Title Sheet • Index Sheet • Typical Section Sheets (2) • Detail Sheets (4) • Traffic Control Sheets {3) • Pipe Data Sheet • General Construction PIan & Profile Sheets (5 Q 40 scale) + Utility PIan & Profile (5 Q 40 Scale) • Pexxnanent Signing & Striping Plan Sheets (4 C~ 40 Scale} • Sign Detail Sheet • Sign & Post Data Table Sheet • Illumination PIan. Sheets (2 Q 40 scale} • Illumination Detail Sheet • Landscaping PIan Layout Sheets (6 @ 30 scale} • Landscaping Detail Sheets {2) • Irrigation Layout Sheets (b Q 30 scale) • Irrigation Details (2} • Pedestrian Crossing Warning System (1) • Pedestrian Crossing System Details (1) • City of Central Paint Standard Drawings (AlI) • Oregon Department of Transportation Standard Drawings {All) ~o 7. Bidding Assistance a. OBEC shall assist City with conducting pre-bid meeting for both the Pedestrian Activated Crossing Signal and the overall Streetscape Project, as needed. City sha11 advertise and provide the location for pre-bid meetings. b. OBEC shall answer questions, as requested by the City, prior to bid openings. c. OBEC shall assist the City in review of the bid results and selection of the contractor if requested. d. OBEC shall prepare list of required contractor submittals as requested by the City. To following will be part of a separate contract for Construction Services: 8. Construction Project Management/ Construction Assistance (Reserved} 9. Asbuilts and Project Closeout (Reserved} Return to Agenda 6 ~.