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05/14/1997 - Minutes INTERGOVERNMENTAL WATER BOARD MEETING MINUTES MAY 14, 1997 Members present: Beverly Froude, .Ian Drangsholt, Paul Hunt, Patrick Carroll, Bill Scheiderich Staff present: Ed Wegner, Mike Miller, John Early, Katliy Kaatz Visitors present: lack Polans 1. Call to Order The regular scheduled meeting of the Intergovernmental Water Board was called to order at 5:35 p.m. 2. Roll Call and Introductions Roll was taken and all members were present. John Early was introduced as the new Utility Manager (Randy Volk's replacement) effective May 12. John came to the City of Tigard from Georgetown, Texas. John has been living in the Beaverton area since February.. 3. Election of Officers Commissioner Hunt motioned to re-elect Bill Scheiderich as Chairperson which was seconded by Commissioner Carroll. Commissioner Hunt motioned for Beverly Froude as Vice Chairperson which was seconded by Commissioner Carroll and voted upon unanimously. 4. Visitor Comments Jack Polaris was present and requested that the Visitor Comments section of the agenda be moved to the end of the agenda. Moving this agenda item would allow the visitor to comment and ask questions after Board and Staff members have spoken. Chair Scheiderich agreed to move this item to the end of the agenda to accommodate Mr. Polaris's request. 5. Approval of Minutes Commissioner Hunt motioned to approve the minutes of the March 12, 1997 meeting minutes as presented. This was seconded by Commissioner Froude and passed unanimously. 6. Consortium Update Commissioner Hunt stated the consortium held their last meeting at Clackamas. There was no vice chair elected at that meeting since there was not a quorum and the newly elected chairperson is not interested in the position. The consortium group will be looking at the budget at their June 11 meeting. 7. Menlor Resernoir Update Mr. Wegner stated that the Menlor property was purchased in 1989 and we are now ready to build the reservoir. Currently asking City Council to approve the request for bids for construction on May 27. Hopefully we will award the contract by July 15, with substantial completion by July 30, 1998 with finishing work to be completed on landscape and fencing. Currently we are negotiating construction easement on Clute property and proposing removal of the existing garage. Since property owner has become ill, she has proposed to sell entire property (1.74 acres). If approval to purchase whole site, the residence will be left vacant during construction and will sell after completion. In response to Commissioner Hunt's question, there will be a hard surface road which will be maintained permanently. Mr. Wegner stated that Murray, Smith and Associates will attend the next meeting to discuss construction. This project will probably extend to approximately eighteen months. Mr. Wegner stated that Mike Miller is currently working with a property owner for an additional site located at a higher elevation (5 10 level). 8. Water Operations Budget 1997/98 Mr. Wegner stated that included in the Board packet was the highlights of the 1997/98 budget proposal. This proposed budget will be presented to the Budget Committee on May 23 and discussion will be held on any necessary changes which will be presented to City Council for adoption in June. Following are some of the highlights discussed: Water Operations Supervisor's proposal to take traditional four summer temps and replace with one FTE year around, CIP program to replace 1-1/2 + with new meters (costs to cover installation). Tests have shown a 39% increase with new meters, these meters are read automatically with a remote read touchpad. These meters are primarily commercial and multi-family services. In response to Commissioner Carroll's question, new construction will comply with installation of these new meters. Also proposed within this budget are the funds to purchase a new meter reading vehicle. Will work out meter reading/utility billing concerns and issues first. Commissioner Scheiderich questioned whether we have considered contracting meter reading out of house? Mr. Wegner stated that Public works have considered that although the Finance Department is hesitant. Further discussion on the issue of contracting these services out outlined the possibility of placing more employees in the field. Commissioner Hunt stated that Mr. Wegner has done a good job in negotiating various contracts and he would like to have furnished at the next meeting, consumption and cost from one year ago in comparison with this year. Mr. Wegner stated that we were able to reduce the project budget due to participation on various regional groups. There was discussion held that no formal recommendation is necessary that the budget document will be presented to City Council and Budget Committee and at this time appears that it will pass as submitted. Commissioner Scheiderich questioned the effect of Measure 50 and the budget? Mr. Wegner stated that all departments within the organization were required to make a 10% reduction in the 600 accounts (Materials and Services). 9. Director's Report Mr. Wegner stated that included in the packet is a copy of the capital improvements projects for the next seven years. Mike Miller stated that one of next years project is to construct the 3.5 million gallon reservoir at the Menlor Site as well as the installation of a small pipeline on 135th. Mr. Miller stated that in looking at the overall system, some improvements are in the unincorporated area and some are contingent upon County projects with MSTIP III. MSTIP III for Beef Bend, King Arthur to 135th, have been pulled and completion is unknown at this time. Mr. Wegner continued by discussing that we are currently transitioning from purchasing the majority of water from Lake Oswego to Portland (as much as doubling) this July. One concern has been the quality of water and ensuring compliance with EPA rules and regulations and the inclusion in Portland's testing and various programs. Mike Miller discussed the lead/copper rules through EPA and adopted by the State requires us to control lead/copper levels inside the homeowners plumbing. Mr. Miller continued by stating that there is not a problem within the distribution system with lead/copper levels, actually we are below level limits. The homes that may have concerns are ones that have lead soldier, copper pipes and brass fittings (homes built between 1983-85). Compliance date on lead/copper mandate is July 1, 1999. Mr. Miller continued by saying that Portland's water make up is different than Lake Oswego's and since we are purchasing more water from Portland they are allowing us to participate in their Lead/Copper Control Program. Portland is basically following the EPA program called XL. Instead of following stringent guidelines, this program allows Portland to bring the water via treatment to a pH level of 7 4. Mr. Wegner continued by stating that also including in the Board's packet was the executive summary on the Willamette River Raw Water Monitoring Program which was a follow up to the Tualatin Valley Water District pilot program in testing for drinking water at Wilsonville (2 year study). The results of this study have shown that the Willamette is a viable source for drinking water, if treated. Mr. Wegner stated that the complete document is available in his office. This will conclude the study that Tualatin Valley Water District completed and they will meet next week to see what the next stage will be. Mr. Wegner also stated that we are involved with a subregional group on studies dealing with water rights. Tigard applied two years ago for water rights in the Wilsonville area (Wilsonville, TVWD, Newberg, Clackamas, Canby). At this time, Tigard is involved in forming an entity that would allow entities with junior rights to buy into someone elses rights and place the junior rights aside for a later date when actually needed. Once a draft is developed, it will be brought back before the Board for discussion. Also being discussed is the Washington County Supply Line (Tigard, TVWD, Tualatin, Sherwood and Wilsonville) which comes down through Beaverton, Tualatin Valley area to 72nd Street and into Tualatin. Tigard is looking jointly with other agencies if they need their water and if there is still water available for Tigard. The source of this water is Powell Butte through Portland Water. During the winter months average demand was 4.1 or 4.2. Mr. Wegner continued by saying that the demand has continued to increase since May 1 up to the current demand of 7.3. Discussed the education process with irrigation techniques. The Conservation Coalition that Mike Miller is currently involved with will be taking on the issue of landscaping ordinances-with design and/or control of these concerns. We need to educate on using water wisely! Discussed that Cook Park is currently working on irrigating with effluent system and both both Summerfield and King City golf courses already use USA effulent. 10. Facility Use Recommendation (TWD) Commissioner Froude stated that the Tigard Water District Board members discussed the facility needs issue and at this time it appears that this is not an issue since the City has purchased a modular building to eliviate some of the space needs. Ms. Foude stated that the TWD Board voted and asked that when changes come up and the uses of the Water facility are known that this facility become a Public Works building entirely. This would vacate the current Public Works building for other uses. Mr. Wegner stated at this time this would be very premature since we do not know what the future needs will be. Commissioner Hunt stated that City Council and the IWB would need to take a look at what the facility needs are and how the space can be utilized the most efficiently. 11. Non Agenda Items There were no non-agenda items for discussion. Chairperson Scheiderich stated that Mr. Polaris could now speak. Mr. Polaris stated that he had three items for discussion: 1) Memo dated April 29 on Lead/Copper discussion and the Federal guidelines requirement to comply by July 1, 1999. Mr. Miller stated that is the actual date for compliance. 2) City of Tigard agenda item in estimation of the cost of developing in unincorporated area and future annexation situations. Mr. Polans stated he would talk to Mr. Monahan at a later date. 3) Status of the IGA with Willamette, Sherwood, Canby and other entities? Chair Scheiderich stated that we do not have any further information at this time. Mr. Wegner stated that this was discussed earlier since this is a part of consortium group. 12. Adjournment The regular meeting of the Intergovernmental Water Board was adjourned at 6:45 p.m. kathy\iwb5-14