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05/11/1994 - Minutes INTERGOVERNMENTAL WATER BOARD Meeting Minutes May 11, 1994 Board Members Present: Chair Peggy Manning, Chair-Elect Bill Sheiderich, Lynda Jenkins, and George Morgan Staff Present: Pat Reilly, Ed Wegner, Wayne Lowry, Mike Miller, Kathy Kaatz 1. Call to Order Chair Manning called the meeting of the Intergovernmental Water Board to order at 5: 37 p.m. 2. Approval of Minutes Ed Wegner informed the Board that in their packet was a set of revised minutes from the April 27 , 1994 meeting which included additional comments made by Paul Hunt that had previously been omitted in regards to the Chair-Elect issue. George Morgan motioned to approve the minutes which was seconded by Lynda Jenkins. 3. Visitors Comments Jack Polans, King City resident, discussed the importance of public input. At the time a bond issues comes up for vote, the public needs to be informed in order for that to be passed. Jack discussed the importance of the City of Tigard providing this information to the public via the Library. All water information files are kept with Ed Wegner in a centralized location. Pat Reilly stated that Ed Wegner would be the source to refer the public to in order to gain information regarding water issues. Pat Reilly also stated that the Library has a local information center where information is readily available, which enables the City to facilitate the public access to information. Jack Polans asked how we could consolidate this information? Pat Reilly stated that in regards to the Tigard Water District information, the Tigard Water District is a separate entity and that Board is responsible for distributing information on their own. George Morgan stated that the Tigard Water District has a responsibility through the provisions of the Intergovernmental Agreement to provide access to records and minutes and make available to the public and all interested participants. George Morgan also stated that the primary reasons for continued meetings at this time, of the Tigard Water District Board is to meet their responsibilities in regards to long term water supply and a capital improvement program which will allow that water supply to contract to serve the interest of the water service area. Jack Polans questioned how the unincorporated area would get this information? It was stated that they also could go to Ed Wegner this obtain this information. Lynda Jenkins asked Jack where he obtains his information? Jack stated that he obtains his information from attending various Board meetings, and through the City of Tigard. It was stated by Lynda Jenkins that any members of the public can also contact Mr. Wegner, any of they other of various Board members, as well as the Library for information. Chair Manning thanked Jack Polans for his input. 4. Budget Discussion Ed Wegner stated that the packet of information that was provided to the Board members was a document called Water Budget Overview which is in outline form to highlight those areas of the budget that were determined to be of importance to the future programs of the Water Division. • 15 .5 FTE's within the Water operation for next year. The other positions were allocated to the Finance, Account, Customer Billing side. This does not show a reduction in staffing. • Water Costs for next year with Lake Oswego and Portland. Currently have a water sampling program throughout the system. Will also be starting a pump maintenance program to rebuild one pump and motor per year for the next five year period. We will also be continuing the replacement of 2" galvanized lines with copper. Most of these lines are located in King City. George Morgan asked if these were being replaced as part of the overall maintenance program? Ed Wegner stated that was the case. _ • Vehicle maintenance program this year will continue with contracting the work out. It may be pulled in a later date into our fleet maintenance program, depending upon the ability to offset costs. • IWB expenses covers meeting costs as well as other necessities of the Board. • Pipeline replacement have been designated in three areas that need additional work. Rates of new meter installations has averaged five hundred. • Field equipment. One item to be purchased in the budget is a chipper. This piece of equipment reflects a cost savings due to the fact that the costs are being shared among three other divisions of Maintenance Services. • Pipeline extensions. These differ from the replacement in the fact that these are additional lines. • Site work for the reservoir South of Scholls Ferry Road is also included in this budget and the possible purchase of land for a pumping station in the area of Beef Bend. Both of these items are subject to change when the Murray Smith report is finalized. Ed Wegner also included in the packet a table addressing some questions that he received from Board members regarding clarification. This table outlined specific funds, justification and dollar amounts being budgeted. INTERGOVERNMENTAL WATER BOARD MEETING MINUTES - MAY 11, 1994 - PAGE 2 Chair Manning Questions: • Account 51-6340 Engineers - Plans for reservoir off Scholls, Pump station off Beef Bend Road, ongoing system growth plan review. Why General Fund not Capital Investments. Wayne Lowry stated that this has been discussed and would be placed under Capital Improvements under 51- 2170-701.000. • Janitorial supplies 51-6730 - recognize there might be a bulging of this account. Ed Wegner stated that this fund was left at the amount that the staff had requested. We will be consolidating with other City Departments to contract these services out. Lynda Jenkins questioned how many restrooms we have to deodorize? It was stated that were seven restrooms at the Water Building. This cost alone runs approximately $67 .00/month which seems excessive. Yearly rag and coveralls costs were also discussed with Ed Wegner where it was determined that there was a duplication under the Safety Equipment account 51-6720. Chair Manning requested that this account be looked at. • Maintenance and repair of equipment 51-6200 - The City apparently owns 99 rolling stock vehicles and 45 pieces of various equipment and these costs are on a shared basis with these costs reflecting the Water Division's share. • Safety Programs 51-6720 - A dollar amount of $8 ,000 was requested which also includes the purchase of a $5,000 shoring shield. • Lynda Jenkins questioned if there would be accurate history of these accounts made available. Ed Wegner stated that he has access to reports _. that show what has been expended in these account for the last year minus the last three months. • Office supplies 51-6401 - $5,000 amount appears to be totally out of line. Would like to see justification for this account next year, if not available this year. Wayne Lowry stated that this was one of the accounts that was scrutinized and was reduced from the previous budget year from $18 ,700. • Chair Manning stated that it was her understanding that the Intergovernmental Water Board appropriation was canceled and was placed into another account • Due and Subscriptions 51-6480 - In the additional information that was provided to the Board tonight those costs were broken down. It seems still quite high at $500/month. Perhaps this is an area that could be looked into to cut. Bill Sheiderich questioned how many employees were enrolled in the AWWA association? Ed Wegner stated that there is five members and membership is based upon service area size. The current members are Mike Miller, Ed Wegner, Randy Volk, backflow water quality person and an inspector. Peggy Manning questioned what value is received from this membership? Ed Wegner stated that we received a lot of technical advise, materials, and new equipment information. • What League of Oregon Cities provides to the Water District that is not currently being provided to the City resulting in the cost of $2,500? Pat Reilly stated that the LOC initiated a state wide effort to look at water resource issues within the state which are not a part of the regular LOC membership. A lot of time is being spent with DEQ and water standards and Drinking Water Act. The LOC has also been involved with the reservation effort with the Willamette River trying to protect INTERGOVERNMENTAL WATER BOARD MEETING MINUTES - MAY 11, 1994 - PAGE 3 domestic use. The City of Tigard has not participated until the last few months to protect the Water Division interests. Chair Manning stated that in 1991 there were 61 different water studies completed. These were almost a sure way to provide guaranteed employment by bringing up water issues and during this time period, she never seen LOC representing other Cities. Would like to have some thought go into joining other groups and agencies and look at the what we are getting in return for that membership. Pat Reilly stated that he would evaluate these memberships but after only three months does not feel that we can fairly evaluate this membership other than based on what other agencies are gaining. • Travel and Training 51-6800 - Typing error on the part of personal versus personnel in the 1-1/2% for travel and training purposes. Apparently this was also added in twice which adjusted this account from $7 ,100 to $3 , 200. • Seminars and Classes 51-6850 - Classes and seminars for 12 FTE's not included in the prior budget amount. This account includes registration whereas, 51-6800 includes travel, food and lodging. • Scada equipment, Phase II - has already been approved by Council, Phase III is what will be budgeted. Phase III will be $200 ,000 which will include hard and software. Meter van which was listed on the budget is no longer in the budget. Lynda Jenkins noted that she has gone through some issue with Ed Wegner on the phone and he responded to all questions asked. Lynda Jenkins did state that she would like to have the history and background which provides a lot of information. When addressing Citizens questions, it is beneficial to share this information with them. For example, Lynda_ questioned if rain gear is bought every year, or a partial set each year? Ed Wegner addressed the issue by stating that rain gear is bought on an as needed basis. Bill Sheiderich questions: • Overview of water costs - Are we currently purchasing water from both agencies (Lake Oswego and Portland) minimum purchase contracts? Mike Miller stated that during the peak season, we play the market. We have a Purchase Agreement with Portland for a minimum purchase set amount (3 .8% purchased) . The next year will purchase water during winter months versus during peak season, to avoid peak season pricing. Beaverton has inquired into using the line that was built to serve Washington Square, which from his understanding there is capacity there and Portland contractual commitment to send water through it to either City. Beaverton's interest is only as a second supply at the South end of Beaverton, at Washington Square. Beaverton is not currently paying that rate to Portland for surface water. • Vehicle Maintenance - Have any other public entities been solicited to do a joint program? Ed Wegner stated that we currently have our own full time Fleet Maintenance Manager and Mechanic and are looking at the prospect of the ability to absorb those vehicles into our program. • Pipeline Replacement - Bull Mountain road widening to be funded by Road Levy and if so could relocation costs of water facilities be charged to INTERGOVERNMENTAL WATER BOARD MEETING MINUTES - MAY 11, 1994 - PAGE 4 that levy also? Pat Reilly stated that there is no Bull Mountain Road widening other than a walkway. Mike Miller stated that the widening project is being funded by MSTIP. It was determined that it would be to late to be a part of that project. • Bill Sheiderich also questioned the other two capital improvement projects and whether they were General Fund Projects (Beef Bend and Durham Road) or are they out of road levies. Has the Tigard Street Levy expired? Wayne Lowry stated that these are not our projects and was not a street levy but a bond issue. Mike Miller stated that both projects are outside the City limits. • Site work for the 2.5 million gallon reservoir - Land use approval is in place? This is outside the City limits. George Morgan questions: • Took a different approach at looking at the budget document. He has planned on forwarding on a document to the Board with his comments, but was unable to have that ready at this time. His primary purpose to approaching the budget was to devise a plan of operation and to try to identify what the responsibilities of the Board are. Primary purpose was to review a plan that anticipates a variety of services and actions, capital improvements, consultant contracts, works that are in progress or are likely to be in progress during the year. First recommendation to establish a program budget for the water enterprise, basically identifying programs and activities that relate to production, maintenance and operation, training and development, public and consumer information. He has great respect for the efforts that have been made in reducing the budget to a more manageable level. George discussed the issue of developing a program budget, which he realizes, would take a considerable amount of time in defining terms. He feels that this should be an objective to be accomplished during the first quarter of the 1994/95 budget year. Important for two reasons; allows you to forecast and identify the priorities and to access achievement of those goals; and establishment of accountability. A program budget is a) framework to accomplish things which should include a more sophisticated reporting system, b) major program that addressed the subject of public information and consumer services. The need to be more aggressive in making sure that the information is available not when things are already accomplished but as it is being developed, an example of this is the City Newsletter. At this time, it seems to be only a handful of people that have inquired about information as it relates to the Water Division. We need to generate an interest in asking the public to support this plan and the need to provide information, orientation and education programs. c) Staff training and development Chair Manning, wanted to clarify at this time, if the issue of staff training and development is an area that we as an advisory board to the City Council on water related matters, have the authority to get into George Morgan stated that the responsibilities of this agency as outlined in the IGA are quite remarkable. We are neither an administrative board nor a policy making agency, except to our respective jurisdictions as it applies to water supply and capital INTERGOVERNMENTAL WATER BOARD MEETING MINUTES - MAY 11, 1994 - PAGE 5 improvements. We are an advisory board to the City of Tigard in those things that the City of Tigard asks for advise on. one of those is specified in the application for variance, etc. We have a responsibility to inform the City Council things that we believe are items that should be of concern to them, as we observe as a result of our activities. Chair Manning stated that she did not agree with George Morgan on this issue. George Morgan stated that a reporting system is important to staff training and development in trying to find out what is being done and make a judgement to its adequacy and any necessity if there is some to advise the City of Tigard that there are needs that require attention. George Morgan stated that our role today is to support and encourage and hold people accountable for what they propose and what they do. Chair Manning thanked George for his input and asked staff that when the budget document goes to Council will the comments that were made by the Board accompany that document? Chair Manning questioned whether the minutes should accompany this document to the Budget Committee to convey concerns and suggestions? Pat Reilly stated that the Board put together a Motion to convey their concerns and present it to the Budget Committee. It has not been effective in the past to provide the Budget Committee with a lot of additional reading information. Chair Manning questioned what the expectation of Council was in regards to the Budget document? Pat Reilly stated that the Council's expectation is that the Board has seen a full disclosure of the document and had the opportunity to comment on it. George Morgan stated that he would like to see the Board address a Motion. The Board's responsibilities are to make recommendations to the Budget Committee and the Council on all budget requests for operation and maintenance. A Motion was entertained by George Morgan that stated: The primary recommendation being that the budget document reflect a plan and a series of programs which anticipate a variety of maintenance and operation activity during the 1994/95 fiscal year. That a program budget be developed to achieve that objective and that reporting system adequate to valuate progress in achievement of those objectives be established. Public information and customer service program be formalized to ensure public awareness and orientation and education relating to the activities of the Water Division in pursuit of long term water supply, capital improvement plan and maintenance and operation of operational efficiencies. Budget program be established for the personnel training and staff development so that some consolidation proposals of staff can be pursued. INTERGOVERNMENTAL WATER BOARD MEETING MINUTES - MAY 11, 1994 - PAGE 6 Chair Manning stated that hearing no second, this motion fails to continue in the process. Bill Sheiderich made a motion to recommend that Chair Manning make a verbal presentation to the Budget Committee summarizing the concerns the Board has. This would be contingent on being recognized by the Chair of the Budget Committee to speak. If at that time we are unable to speak, we would come back to the Board and come up with a written document. This was seconded by Lynda Jenkins. Pat Reilly stated that if the Board wishes to present a verbal presentation to the Budget Committee that is fine, but the Board need to clarify what there concerns actually are. Chair Manning stated that through the IGA this Board is given the right to go through the budget and make comments and requests changes. Bill Sheiderich stated that he would like to withdraw the Motion. The Board continued with further discussion on a Motion. Pat Reilly stated that the Board need to focus on the issue at hand, being whether or not to recommend the budget for approval. A short break was taken at 7:00 and meeting was resumed at 7:08 p.m. Lynda Jenkins made a Motion that moved that the Administration inform the Budget Committee of the Intergovernmental Water Board's preference that the budget for fiscal year 1995 be managed using performance criteria (goals and objectives) to be devised and that the fiscal year 1996 budget be prepared using that format, showing history and justification. The Motion was seconded by Bill Sheiderich. The Motion passed unanimously. Chair Manning stated the Board's appreciation for Ed Wegner and Wayne Lowry to take the time to discuss and clarify their budget questions during the week. 5. Director's Report Ed Wegner stated that he provided the monthly report, but due to the difficulty in getting those completed, would discuss at the next meeting. In the future, will include these reports in the packet sent to the Board members. Ed Wegner stated he had two questions for the Tigard Water District; 1) Has King City and Durham passed SDC's. Lynda Jenkins stated that the Water Division should have received a copy. 2) City of Durham is close to passing and will provide a copy to the Water Division. Pat Reilly stated that we have asked the various entities to affirm the request to extend the CIP deadline from June 30 to September 30 , and have not had a response to date. King City did send a copy but will make sure another copy is provided. City of Durham has not acted on that at this time. Chair Manning requested that Mr. Feldman get together with the City of Tigard to discuss these issues. INTERGOVERNMENTAL WATER BOARD MEETING MINUTES - MAY 11, 1994 - PAGE 7 6. Non Agenda Items George Morgan brought up the issue of asset allocation and as a matter of information that program is underway and the Consultant is using his judgement. Their is uncertainty to what direction to head since it is not as simple as it sounds. It would be appropriate for members of each jurisdiction to direct those questions to the consultant or attend the meeting. Hope to be finish in the next couple of months. Items for next agenda would be: Discussion of the draft bylaws. Water Budget update Long term water supply update The next meeting of the IWB was set for June 8 , 1994 at 5 : 30 p.m. Lynda Jenkins questioned the possibility of obtaining copies of the water quality reports. Lynda stated that the Board in the past has received copies of the sampling printouts. Mike Miller stated that the Water Division is done with the testing for Lead and Copper for the last period. Lynda stated she would like to receive these when available with their agenda packets. Bill Sheiderich made a Motion to Adjourn and was seconded by Lynda Jenkins at 7 : 20 p.m. INTERGOVERNMENTAL WATER BOARD MEETING MINUTES - MAY 11, 1994 - PAGE 8