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03/13/2002 - Minutes Intergovernmental Water Board Meeting Minutes March 13, 2002 Members Present. Jan Drangsholt, Patrick Carroll, Bill Scheiderich, Norm Penner and Joyce Patton Staff Present. Ed Wegner, Dennis Koellermeier, Kathy Kaatz, Sally Mills and Richard Sattler Visitors: Paul Owen, Roel Lundquist, Bruce Stobbe and Mary Stobbe 1. Call to Order, Roll Call and Introductions The roll was called by staff. All board members were in attendance. Ed Wegner introduced Sally Mills, Water Quality Program Coordinator for the City of Tigard. Richard Sattler was also in attendance. Both would participate later in the meeting. 2. Approval of Minutes— January 9, 2002 Commissioner Patrick Carroll motioned to accept the minutes of the January 9, 2002, meeting. Commissioner Joyce Patton seconded the motion. All voted to accept the minutes, with the exception of Commissioner Bill Scheiderich who abstained from voting as he was not in attendance at that meeting. 3. Long Term Water Update— Ed Wegner Mr. Wegner commented on the need to adjourn the regular meeting as close to 6:30 pm as possible. At 7:00 pm another meeting would be held for Portland staff and consultants to make a presentation on the Bull Run treatment options. Mr. Wegner stated there were two long term water options that are still being investigated. Joint Water Commission —The Tualatin Basin Water Supply Feasibility Study is underway. It is a two-year project to look at options for increasing water at Scoggins Dam or other alternatives within the Tualatin Basin. Three scoping meetings have been held (Hillsboro, Metro and Tigard) but were not well attended by the public. The consultant asked all agencies to review the demand forecasts, which was provided by Tigard. The supply forecast would be looked at, as well as Intergovernmental Water Board 1 March 13,2002 DRAFT COPY alternative source options and evaluation criteria. A meeting is scheduled for next week and more information will be received then. The Bureau of Reclamation has been slow with their decision about performing a biological assessment of the current dam, and attempts will be made to move that along. Progress continues to be made, even though it is slow. Proposed Bull Run Regional Drinking Water Agency — Joyce Patton and Dennis Koellermeier attended the January 31s' meeting. They presented thoughts and comments on proceeding with Phase II. Most of what the agencies wanted was received in the Joint Funding Agreement and the rest will be addressed in the consultant's report, which is due in September. The City of Tigard has signed the Joint Funding Agreement. Seven of the 14 original entities have turned in their signed agreement as of this week. (Hillsboro stepped out, but the Raleigh Water District stepped in.) Request for Proposals have been advertised. Two proposals were received and were being reviewed by a committee of five (4 staff and 1 elected official). Sunrise Water Authority has agreed to be the "managing agency" of the contract. The scope of work is not complete, but will be after tomorrow. The scope of work will be approved by the Technical Committee before going to the Sunrise Water Authority for their approval. Last Thursday evening there was a public involvement workshop at Gresham. There were about seven citizens, 12 to 15 board members and the majority of staff from those agencies in attendance. It was a facilitated workshop to gather input. Citizens requested that officials discuss a PUD (Peoples Utility District), which they felt would provide them with better representation. City of Portland citizens had questions about the value of assets and asset distribution. Minutes from that meeting will be distributed after staff review and approval. Another request that came from the January 31St meeting was that they (interested citizen groups) be allowed to have a seat at all the tables, whether it be elected officials or Technical Committee. The Technical Committee approved them attending the staff meetings. Elected officials meet on March 28th and the citizen groups have requested that public comment be placed on the agenda. The negotiation process is moving along fast. Some involved agencies are pushing to get reports completed by August or September. The citizen groups have asked that this be called the Proposed Bull Run Agency since nothing has been finalized. Intergovernmental Water Board 2 March 13,2002 DRAFT COPY 4. Utility Manager Report— Dennis Koellermeier ASR — Injection of the ASR continues and is currently at about 60%. There was a hiccup this month with the pilot study equipment. Filters that monitor water flow in both directions (in and out) started to clog and caused a spike in the water level. Consultants were nervous so injection was stopped to take samples and purge. The process was repeated several times over the next few weeks. The lab is testing the samples to find the cause and we will have a complete report at the next meeting. In the meantime, the situation has stabilized. There have been no water quality complaints reported by customers. The final costs are being worked through. There have been a few change orders, but we are only at 2.91% over contract and are within the budget allocation. Beaverton Intertie —The construction plans are about 90% complete. The project should go out to bid by the end of the month. Gaarde Street Proiect —There is a very large hole in the ground and some existing utilities have been relocated with project completion in approximately 30 days. This project is part of a larger Gaarde Street improvement project. The street improvements were moving slower than our project, so we withdrew our project from that contract and will have our work completed before them. Flushing and exercising interties will be worked on this month. Valves that are not used very often will be exercised. Security Alerts from AWWA —AWWA has developed a semi-secure website connection to provide national security information to water providers. Since September 11th there has been some form of security alert. Homeland Security Offices came up with a five level color alert system. We are currently at level yellow, which is the middle level. 5. Lead and Copper Testing Update— Richard Sattler/Sally Mills Sally Mills stated that part of her responsibilities has been to conduct the lead and copper monitoring program for the City of Tigard. Monitoring was conducted with the City of Portland in 2001 and an elevated level was noted. A handout was distributed for future reference, which included background information about federal, state, and local responsibilities. She stated that lead was not found in the City of Tigard's sources or their distribution system. It was, however, found in homes that were specifically identified as needing to be checked, specifically those homes that were built between 1983-85 when lead solder was used in the piping. Requirements that the City of Tigard is responsible for include conducting the mandatory program, optimizing corrosion control and providing public education. The results of the mandatory programs were combined with all the other involved agencies in a joint report and Tigard's results were also listed separately. The Intergovernmental Water Board 3 March 13,2002 DRAFT COPY results were included in the informational material that was distributed, as were sample letters, announcements, articles, etc., that were used to educate the public. The City of Tigard does very well with the routine mandatory testing and generally there are no sites that go over the level of safety. Mr. Wegner asked Sally how many telephone calls had come in after all the public information had been circulated through letters, bill stuffers and announcements. She indicated that she has received about three calls per week over the past month. Most people did not call about the newspaper articles or brochures, but called when they saw the lead indication on their bill. Generally, once she sends them a brochure and explains who they can contact with any concerns, their questions are satisfied. 6. Informational Items Informational items were distributed for review by the Board Members. Mr. Wegner announced the appointment of Dennis Koellermeier to the position of Assistant Public Works Director for the City of Tigard. 7. Public Comments- None 8. Non-Agenda Items An update of information on the Clute property was requested. Mr. Wegner indicated that there has been a delay placed on further action until summer. Mr. Koellermeier stated that recommendation from the IWB was previously made to go without the conservation easement. Mr. Wegner stated that a formal election for chairman and vice chairman should be added to the agenda for the next month's meeting. Commissioner Jan Drangsholt motioned that the matter be resolved at that time and recommended the re-election of the existing chairman and vice chairman. Commissioner Joyce Patton seconded the motion. The vote was unanimous to retain the same representation. Commissioner Scheiderich asked if the architectural design consultant of the Wilsonville Water Plant would be part of the next phase. Mr. Wegner indicated that it was the same, Montgomery Watson Harza. Wilsonville is testing water now from their plant. 9. Adjournment Commissioner Drangsholt motioned to adjourn the meeting. Commissioner Patton seconded the motion and it was unanimously voted in favor of adjournment. The meeting adjourned at 6:25 pm. Intergovernmental Water Board 4 March 13,2002 DRAFT COPY