JANUARY 10, 2005


The Regular Meeting of the Beaverton City Council was called to order by Mayor Rob Drake in the Forrest C. Soth City Council Chamber, 4755 SW Griffith Drive, Beaverton, Oregon, on Monday, January 10, 2005, at 6:35 p.m.


City Councilor Cathy Stanton (Council Position No. 3) was sworn in by City Recorder Sue Nelson.

Present were Mayor Drake, Couns. Catherine Arnold, Betty Bode, Dennis Doyle, Fred Ruby and Cathy Stanton. Also present were City Attorney Alan Rappleyea, Chief of Staff Linda Adlard, Finance Director Patrick O'Claire, Community Development Director Joe Grillo, Engineering Director Tom Ramisch, Operations/Maintenance Director Gary Brentano, Library Director Ed House, Human Resources Director Nancy Bates, Deputy Police Chief Chris Gibson, Assistant Finance Director Shirley Baron-Kelly, Information System Manager David Hughes and City Recorder Sue Nelson.


05007 Diversity Award Presentation:

Human Rights Advisory Commission Vice Chair Heminder Sinjh presented the 2004 Diversity Awards. He said this award was established to recognize outs tanding achievers, within the Beaverton Urban Services Boundary, who demonstrated sustained commitment to cultural diversity, and basic civil and human rights in this community. He said this award was given to individuals, community groups, non-profit organizations, and business establishments. The 2004 Diversity Award winners were:

Individual Achievement Award : Al Contreras for his dedication to creating better understanding between different faiths and cultures in Beaverton. He was instrumental in creating a dialogue between Christian and Muslim faith groups, and brought speakers of different cultures to area schools and churches. He also provided Spanish language classes to adults in Beaverton.

Community Group and Non-Profit Organization Award : Baha’i Youth Workshop, a youth group who reached out to schools and churches to promote the message of equality, elimination of racism and unity, through dance and performance art.

Business and Industry Award : IBM Corporation Beaverton Women in Technology Group that sponsored and hosted a week-long camp for middle school girls to promote science and technology careers for females; while mentoring the participants throughout the school year.

Mayor Drake presented the awards to the recipients and thanked them for their work and contributions to the community and citizens.

Al Contreas thanked the City for the award; he commended Mayor Drake and the City Council for their hard work to establish a City culture of equality and acceptance of all citizens. He said this set the example for all the citizens of Beaverton.

Riaz Parsianni, Baha’i Youth Workshop representative, reviewed the work of the Baha’i Youth Workshop members. He thanked the City for strongly promoting the acceptance of different cultures.

Tayna Fulmer and Cheri Terbenche, IBM Corporation Beaverton Women in Technology Group accepted the Business and Technology Award. Ms. Fulmer explained the mission of the Women in Technology Group was to reach out to girls to ensure they pursued their interests in math and science, and to promote future careers in these fields. She said 26 girls participated in the technology camp and 40 volunteers mentored the girls throughout the school year. She said it was a huge venture and they planned to do it again next year. Ms. Terbenche thanked the City and the Human Rights Advisory Commission for the award. She said they could not have done this without the community’s involvement and they planned to continue in 2005.

Sinjh congratulated all the award recipients.

Coun. Bode congratulated all the recipients and the Human Rights Advisory Commission. She said this marked another milestone in the City’s efforts to promote livability for all citizens and greater involvement in the community.


There were none.


Coun. Bode said the Beaverton Arts Commission Gala and Art Showcase was scheduled for February 5, 2005; the exhibit and art sale will be from February 6 - 20, 2005, at the City Library.


There were none.


Coun. Bode MOVED, SECONDED by Coun. Doyle, that the Consent Agenda be approved as follows:

Minutes of Regular Meeting of January 3, 2005

05008 Liquor License Application: New Outlet - Eatza Pizza; Greater Privilege -Hilton Garden Inn

05009 A Resolution Declaring the 2004 Fire Prevention Code of the Tualatin Valley Fire and Rescue District Effective Within the City of Beaverton and Repealing City of Beaverton Resolution 3512 (Resolution No. 3800)

Contract Review Board:

05010 Waiver of Sealed Bidding – Purchase Six Vehicles From the State of Oregon Price Agreement

05011 Consultant Contract Award – 2004/2005 Engineering Services for Water Works Utility Infrastructure Improvements

Coun. Stanton said she would abstain from voting on the January 3, 2005 Minutes as she was not at that meeting.

Question called on the motion. Couns. Arnold, Bode, Doyle, Ruby and Stanton voting AYE, the MOTION CARRIED unanimously. (5:0)


Request for Fee Waiver from Willamette West Habitat for Humanity

Mayor Drake said he submitted to the Council a fee waiver request from Willamette West Habitat for Humanity. He said this request was for the last of the five homes being built on land donated by the City ( SW Hall and Metz Road).

Coun. Doyle MOVED, SECONDED by Coun. Stanton, that Council approve the fee waiver request from Willamette West Habitat for Humanity in an amount not to exceed $2,000.00 as outlined in the January 4, 2005 memo to Mayor Rob Drake from Community Development Director Joe Grillo.

Coun. Bode stated for the record this was a concrete step the City was taking to support livability and housing, and to ease transportation by putting housing closer into the City. She said the City was responding to the needs of the citizens and she wholeheartedly supported this action.

Coun. Stanton said she remembered when the project began and all the hard work and volunteer hours Coun. Arnold contributed to Habitat. She said she was glad that the City had an opportunity to help in a tangible way.

Coun. Doyle said he supported the motion. He said anyone over the age of 18, who had time on a Saturday, could work on the project by checking in with Habitat for Humanity. He said two more of the houses were near completion.

Coun. Arnold stated this was a rewarding project for the entire community. She said she learned how to install siding while working on the project.

Question called on the motion. Coun. Arnold, Bode, Doyle, Ruby and Stanton voting AYE, the MOTION CARRIED unanimously. (5:0)


05012 Proposed Procurement of a Human Resources and Payroll Software System

Finance Director Patrick O’Claire introduced Human Resource Services Manager Nancy Bates, Assistant Finance Director Shirley Baron-Kelly, and Information Systems Manager David Hughes.

O’Claire said there was a companion agenda bill for this item, under Action Items, that authorized the Mayor to proceed with final negotiations with the vendor to purchase the Human Resources (HR) and Payroll System. He said the current system had been in place since 1980 and it had a number of limitations; including the inability of the Payroll and HR Systems to work together which requires double data entry. He said the new system enhanced HR and payroll processing that would allow the City to be more efficient and provide for future growth needs.

O’Claire reviewed the Request for Proposal (RFP) process and the enhancements requested in the RFP in detail (in the record). He discussed the vendor evaluation and selection process. He said High Line Corporation was ranked the highest in all evaluations; the cost for High Line was higher but it would best meet the City’s requirements. He said High Line was ranked the best for: (1) Web recruitment interface, (2) employee self-service module, (3) employee leave request tracking system. He said High Line also ranked the highest for system layout and functionality; it was the most professional and well prepared of all the three final vendors. He said High Line received high marks from the Gartner Group; an internationally recognized research firm for information technology issues. He said Gartner’s goal was to support products and software that were industry leaders, in order to promote further development of technology and software. He said the Gartner Group evaluated ten Human Resource system vendors and High Line rated the highest in functionality, and tied for highest ranking in investment weights that measures the costs associated with purchasing, implementing and integrating a system.

O’Claire said the final step in the selection process were the reference checks for High Line. He said staff contacted eight of High Line’s references (seven cities and one private business) and the client’s consensus was that High Line was extremely professional; it has a very strong product and its customer support was excellent. He said based on this entire process, staff recommended the High Line Software System as the replacement payroll/HR system for the City.

Coun. Doyle asked if this was an Oracle database product.

Information Systems Manager David Hughes explained it was an Oracle database; but High Line had committed to assisting the City to integrate to a SQL database in three years.

Coun. Doyle noted in the companion agenda bill staff was recommending that an additional $30,000 be appropriated in addition to the contract cost. He asked if that was in anticipation of implementation costs.

O’Claire replied it was not for additional software; it would be for additional implementation assistance. He said the $30,000 would be used if additional help was needed other than what was dedicated in the contract. He said the system was extremely flexible and there might be other processes that could be automated into the new system.

Coun. Doyle asked how many modules were being purchased and if there were any that would not be purchased.

O’Claire said there were 13 modules being purchased; the forecasting modules would not be purchased because they were used for manufacturing companies.

Coun. Doyle referred to the on-going yearly maintenance of $100,000. He asked if that figure was correct and if it was the norm for a large system. He asked what the City would receive for the $100,000.

O’Claire said the continuing maintenance cost was $106,916 for four years; averaging to approximately $26,000 per year.

Coun. Doyle thanked him for the clarification.

O’Claire said software maintenance usually runs about 18% to 20%.

Coun. Doyle referred to High Line’s philosophy statement on page 105 (Agenda Bill 05013) that “the system should do most of the work according to each client’s rules without custom programming” and asked if staff had tested the veracity of that statement.

O’Claire replied that they had; as staff followed the script the vendor showed the program had flexibility to do multiple tasks. He said the vendor would provide on-line support or telephone support on a seven day a week, twenty-four hours a day basis.

Coun. Doyle asked if staff had any questions about the system that still needed to be resolved.

O’Claire did not indicate that there were; he said the next step would be to finailize the contract documents. He said kickoff planning was scheduled on site for the entire week of February 14 th; that planning would set the stage for the implementation process.

Coun. Doyle asked if City staffing was sufficient for this project.

O’Claire said the City was under no deadline obligation to rush; the City had the necessary time to devote to the project to ensure the parallel process between the two systems worked and staffing was adequate to meet the implementation demands.

Coun. Doyle asked when the City expected to go live with this system.

O’Claire said this was a two phase project; the first phase was to get the core systems for payroll and HR operating; the second phase was the ancillary modules and Web self-service products. He said staff knew they did not want to be conducting parallel testing this time next year because of year-end payroll and W-2 forms. He said the parallel testing would be done either before or after the end of the year. He said the first phase should be completed in a year to a year-and-a-half.

Coun. Doyle said he was happy staff found a firm that could deliver on all the products needed.

Mayor Drake thanked Coun. Doyle for his questions and noted this was Coun. Doyle’s area of expertise. He said when the City did the conversion for the utility system the staff finished the project ahead of schedule and under budget. He said he had a great deal of confidence in the staff’s ability to achieve the same results on this project.

Coun. Bode asked if there was a guarantee that the City’s hardware could sustain such a large software program. She asked if High Line had guaranteed that it had evaluated the City’s hardware system and it could handle the program efficiently.

O’Claire replied that as part of the process the vendor had given the City specifications and the City was also purchasing an additional server for this system. He said Information Systems Manager David Hughes was working with High Line to work out the specifications for the server and what would be required to operate the software. He said High Line had specified what equipment needed to be purchased. He said the new server was funded in this year’s Information Systems budget and was not part of this request.

Hughes replied that the system was “solid.”

Coun. Stanton asked if O’Claire had said the enhancements to the payroll and human resources system were mostly off the shelf.

O’Claire replied most of the vendor software packages presented were off the shelf; as was High Line’s.

Coun. Stanton said she was looking for a guarantee that the City would not end up a Beta site.

O’Claire said High Line’s base software system had all the capabilities the City was looking for; the system would be tailored to the City’s work flow and forms.

Coun. Arnold asked if the tailoring modifications were part of the package or would the City have to modify the High Line package.

O’Claire replied it would be a combination of both; there would be some changes to the software work flow such as integrating the City’s forms into the system.

Coun. Arnold asked how easy would it be to re-implement the City’s system modifications when the program was updated.

O’Claire said all the modifications would reside on the City’s side of the software and any software updates would be fully integrated into the City’s system.

Coun. Arnold asked what were the differences between the High Line process and the City process.

O’Claire replied that 100% of what the City did today was in the High Line system; the difference was in how the work was done. He said the City had a paper-based system and the new system implements an electronic process. He said these were improvements and efficiencies for payroll and HR staff.

Mayor Drake said the City was the first in the country to go to a totally paperless court system and the efficiencies gained there were outs tanding. He said this type of technology was being applied here and it would slow the need for additional staff as the City grew.

Coun. Stanton asked in the transition period how the system would work regarding plugging in vacation times; would it be a place-holder or would it actually take time from someone’s vacation bank.

O’Claire said when an employee submitted a leave request and it was approved by the manager when it was time for the employee to process his time card the system would load the vacation days on the timecard and then it would be sent to the supervisor for approval. He confirmed the hours documented could be over-ridden if changes occurred and it would be the responsibility of the employee to validate the time.

Mayor Drake thanked staff for the information.


Contract Review Board:

05013 Contract Award – Authorize the Mayor to Negotiate and Finalize a Purchase Contract for a Human Resources and Payroll Software System Including Installation, Conversion, Training; and Transfer Resolution (Resolution No. 3801)

Coun. Bode MOVED, SECONDED by Coun. Doyle that Council acting as the Contract Review Board Authorize the Mayor to Negotiate and Finalize a Purchase Contract for a Human Resources and Payroll Software System Including Installation, Conversion and Training in the amount of $251,000, in a form approved by the City Attorney, and approve extra fees in an amount not to exceed $30,000, and approve the attached Transfer Resolution that provides the necessary appropriation.

Coun. Stanton said she supported the motion and she was pleased staff found a vendor that provided all the services needed by the City.

Question called on the motion. Couns. Arnold, Bode, Doyle, Ruby and Stanton voting AYE, the MOTION CARRIED unanimously. (5:0)


Second Reading:

City Attorney Alan Rappleyea read the following ordinance for the second time by title only:

05006 An Ordinance Vacating a Portion of Unimproved Right-of-Way of NW 170 th Avenue; SV2004-0001 (Ordinance No. 4336)

Coun. Ruby MOVED, SECONDED by Coun. Doyle, that the ordinance embodied in Agenda Bill 05006, now pass. Roll call vote. Couns. Arnold, Bode, Doyle and Ruby voting AYE, Coun. Stanton abstaining, the MOTION CARRIED unanimously. (4:0:1) Coun. Stanton explained she abstained as she was not present at the meeting when this item was discussed.


Mayor Drake called for a brief recess at 7:40 p.m.


Mayor Drake reconvened the meeting at 7:50 p.m.


Coun. Doyle MOVED, SECONDED by Coun. Ruby, that Council move into executive session in accordance with ORS 192.660 (1) (d) to conduct deliberations with the persons designated by the governing body to carry on labor negotiations. Couns. Arnold, Bode, Stanton, Doyle, Ruby and Stanton voting AYE, the MOTION CARRIED unanimously. (5:0)

The executive session convened at 7:50 p.m.

The executive session adjourned at 8:10 p.m.

The regular meeting reconvened at 8:10 p.m.


There being no further business to come before the Council at this time, the meeting was adjourned at 8:10 p.m.


Sue Nelson, City Recorder




Approved this 24th day of January, 2005.

Rob Drake, Mayor