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04/10/2002 - Packet Intergovernmental Water Board Meeting Serving Tigard, King City, Durham and Unincorporated Area Wednesday, April 10, 2002 5:30 p.m. 1. Call to Order/Roll Call and Introductions Motion to call meeting to order, staff to take roll call. 2. Approval of Minutes—March 13, 2002 Motion from Board for minute approval. 3. Water Adjustment Request—Monica Skee 4. Long Term Water Update—Ed Wegner(15 minutes) a. Joint Water Commission b. Regional Drinking Water Supply 5. Utility Manager Report—Dennis Koellermeier(15 minutes) a. ASR b. Beaverton Intertie c. Gaarde Street PRV 6. FY 02/03 Budget Review—Ed Wegner/Dennis Koellermeier(15 minutes) Z Pressure Reducing Valves-Proposed Ordinance Revision —Dennis Koellermeier(15 minutes) 8. Informational Items Items will be discussed briefly if time allows—otherwise printed info will be distributed. 9. Public Comments Call for any comments from public. 10. Non Agenda Items Call for non-agenda items from Board. Next meeting date May 8, 2002, at WaterAuditorium. 11. Adjournment—Approximate time 7.00 p.m. Motion for adjournment. Executive Session: The Intergovernmental Water Board may go into Executive Session under the provisions of ORS 192.660(1) (d), (e), (fi&(h)to discuss labor relations, real property transactions, current and pending litigation issues and to consider records that are exempt by law from public inspection. All discussions within this session are confidential; therefore nothing from this meeting may be disclosed by those present. Representatives of the news media are allowed to attend this session, but must not disclose any information discussed during this session. 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 31 st 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 Project —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—AMA 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 Public Works Memo TO: Dennis Koellermeier °Public Works Makes it Happen" FROM: Richard C. Sattler RE: Beef Bend Ct. Apts. DATE: 4/4/2002 Following is information and a summary of the events, which have taken place at the Beef Bend Ct. Apts. located on Beef Bend Rd. and SW Chinn Ln. Beef Bend Ct. Apts. is a complex that has 11 water meters installed at the property. All of the 11 meters are of the manufacture "Metron" ranging in size from 1 -21"-2". Metron meters are meters of type "single jet", have accuracy unparalleled to other meters, outfitted with remote reads for ease of meter reading (electronic) and a 5-year warranty. Typical reading of a Metron meter is done with a remote reader. As stated before, the remote enables us to read the meters quicker and have less error rate on meter reads. Unfortunately, we have resorted to reading the water meters visually (without the remote reader) for the last 6-8 months in some areas due to the abilities of some of the remote readers. I must say that the water meter is a good mechanical, accurate device, giving true representation of all water being used with remote readers having had issues with batteries causing discrepancy on electronic reads. Since November 2001, the Beef Bend Ct. Apts. have been questioning the meter reads due to some unordinary reading (high recorded usage) at 3 of the 11 meters in this complex. Calls placed by Beef Bend Ct. Apts. have resulted in our staff checking meter operation on 10/22/01, 11/19/01, 12/17/01, 12/28/01 and recently with the testing of one meter on 3/19/02. Staff has been using the physical reads (not the remotes) on the meters that are in question since June 2001. None of the remotes were used to determine water usage on the meters in question. On 3/19/02, one of the Metron meters was pulled from service to be bench tested and checked for accuracy. The results report back levels within specifications. (See included information.) Beef Bend Ct. Apts. contends that the water was not used at the complex. We have assisted to try and surmise the causes of large quantities of water being used. They have regimented schedules for landscape maintenance. They have looked for leaks on their end as we have. My conclusion is that the water was used apparently for landscaping use (due to the time of year that large quantities were reported). Our water meter meets current specifications and accuracy. Quantities of water used have resumed back to background or normal levels. Attachments: Meter graphs Meter bench test for accuracy Copy of letter dated 1/14/02 from Beef Bend Ct. Apts. City Of Tigard Utility Billing 8777 SW Burnham Street PO Box 230000 Tigard, Oregon 97281-1999 January 14, 2002 To Whom It May Concern: This letter is regarding the incorrect billing of the Beef Bend Court account# 006924-000, _esul_tin? ;n an outraa^ous over_harge. Service Location.: 14075 SW Chinn. Lake. For the past 2 Z71'/2 months I have spoken with several people connected with the billing and maintenance of our water meters. To date I have not been given any answer as to what is being done to credit our account. The following is a summary of the conversations I have had with these people. 11/01/01: I called and spoke with the billing department. They said they would send someone out to check our meters. 11/13/01: I called and spoke with Jamie in billing. She said she had no idea what was going on, but that she did have a note from Public Works stating that no leak was found. At that time I asked for a corrected bill. Jamie then transferred me to Sam Morrison in Public Works. I left a message for him. 11/15/01: I spoke to Sam Morrison. He said he would send someone out to look and the meters again. 12/05/01: 1 called and spoke to Jamie. She still didn't have any information and said that she would call me back. 12/17/01: I called Jamie again. She took my name and number and said that she would have the correct person contact me. 12/17/01: Richard S. called(The Water Quality Supervisor). He said they were having a problem with Metron, the company that installed the electronic meters. He also said that the City has been having some problems with Metron and incorrect billings. He said he was going to call them. 12/18/01: City Of Tigard meter readers came out. They said the meters'are now working correctly. They said they had been out before and could find no leaks. I told them that the meters would be correct now that the rep from Metron had replaced them. They didn't know what I was talking about. The Maintenance Supervisor for the property had accompanied the Metron rep while he replaced the electronic meters on buildings 13973, 13830 and 14075. His name was something like Jim or Jay. The city meter readers did remark that the wires looked brand new. They told me not to speak with Jamie when I called, only to speak with Amanda. They also explained that Metron has not given them any information on the meters they replaced. They mentioned a report that is usually given when a rep comes on-site, and that they had not received it. 12/19/01: A second City Of Tigard van showed up. He was out to read our irrigation meter, as it had not shown any usage. I explained that the irrigation had been shut off almost three months ago. 12/28/01: Rich called. He said the meter reads are correct. I explained the same thing to him that I had gone over with the meter readers. He said he called Metron, but the rep that came out won't be back until January 2, 2002. He said he would call me when he knew more. 01/10/02: I called and left a message for Rich. There is no doubt that we have been overcharged. The City Representatives, the property Maintenance Supervisor as well as the landscaping company have not been able to locate a leak. The hard fact is there was no leak. There was no abnormal usage. The billing units were incorrect. The bill amount for the service dates 08/16/01 to 10/22/01 was $1,757.33 with the usage being 1,136. The most recent bill for the dates 10/22/01 to 12/24/01 was $224.80 with the usage being 141. Please look up the account, there has been no usage even close to this in our entire history. I would also like to point your attention to the other two buildings that the Metron rep replaced the electronic meters. Service Location: 13830 SW Chinn Lane and 13973 SW Glastonbury Lane. They also show a higher than average charge for the service dates 08/16/01 to 10/22/01. I would appreciate a reply within two weeks from the date of this letter. I feel that I have given ample time for this issue to have been researched and resolved since I initially contacted the Utility Billing Department:on November 1, 2001. You may reach me by phone at 503-590-4995, or by correspondence to the address below. Thank you for your attention to this matter. Sincerely, Monica Skee Resident Manager Beef Bend Court 13830 SW Chinn Lane Tigard, OR 97224 13830 SW Chinn Ln Meter 13874 2000 1800 - --- ------____---- -_- _-___-_--__---_____-_- _ __-__- _ ____ _._�_ _-- 1600 -- ---------__ 1400 1200 1000 800 -- -.--'- 600 t Y 400 200 --------- - - - 0 00 00 O� Off' 00 00 O� 00 00 O� 00 00 O� 00 00 Oo) ,O O O O ,�O O O ,�0 �O �O ,�� �O �O �O (0 �O �O ryO �O `ti `L `Lt�' " opo Opo Opo j 13975 SW Chinn Ln Meter 13868 250 240 230 220 210 200 190 -- __ 180 170 160 i - -- - 150 - -- ----- - ' 140 -- 130 120 110 7 q. 100 90 . 80 70 60 50 4020 10 30 1 00000'` & (.:p61 ` 000° o0000000000'` No �o �yoZo ,�o �o �o ,�dj ,�o �o �o ,�o �o �o ,�o �o �o CF OGS, O O O 14075 SW Chinn Ln Meter 13869 1200 1000 -- 800 - _ 600 400 - - - 200 - uv i 0 Oma' Op O� O� sp Op O� o�°� Op O� cp Op p�` CP pp p ' �O 11 1 �O �p �O 1O 'p �O �O �O 1 Fe, �el�l �m� ��� PQM PQM PQM J�� J�� J�� J� `��' J� C�- O:"- O O O 13880 SW Chinn Ln Meter 13873 140 k i Y �rR.. '� k: s=ue .r •yrY,F;,. 120 t�- r 100 �f x w F � , 80IN 5 Fh 40 20 ro- s } S OOO OO� OO� �� OOO rOO� �����OOO �� I, r• ��� ��� ��• �� ���`L���`� ��' ��'`y ��' OGS OGS �G� OCG OCG OCG 13940 SVS/ Chinn Ln Meter 13072 250 200 --- __ _---_--. 150 i e. r 100 � � _ . ___ $ it 50 vy,+ O� Off' ✓�(� �� cp �l �eP �ZNQ ��'0 ���Q �Q� Q.Q� Q.Q� ���z CP OSP 13990 SW Chinn Ln Meter 13871 160i x F 140 F� C 120 4 ' fr € 100 -- ------ ------ �y 60 � L + 40 r. z , � ��� ('Z� 0� ,��� ,��� ���� 14050 SW Chinn Ln Meter 13870 300 250 � ag 200 x fi 150 .r 100 r. BM 5, e ( s 50 z: i NAz. a 4r �n.c 0 O O '� O✓ 00 O'� o�°� 61 O� o� 00 pN 00 61 O O O O O O O O O O O O O O O ►� -------------------- ------- --- 13925 SW Chinn Ln Meter 13867 120 G �u 100 80 a k rE-n y 60 _ 5, 17" 40 20 _ ff f � r spOQQN se OD O� �p OON �p oOOqOO � OOOT T T N N N 0& 0& �Z` OCG OCG OCG 160 13865 SW Chinn Ln Meter 13866 z z P 140 � ___ --------------___-�---------_-- -_- - -� 120 100 80 d 3' q r . a � z 60 z 40 20 . �°§, O61 ORS O(9 �cp O�� O�� �°�� O�� ��� J�� 0�� ��� 1�°���(���0 C���� 1�°���li�61 Cy��� N T T N N v v ��•0 ��•� ��� ��•Q Q�` Q�� Q�` ���� ���� ���� Pio, P�� Pio, �G� OGS OGS O�c� O�ri O�0 80 0 13973 SW Glastonbury Meter 13875 700 600 ky � 500 400 300 200 FTh� 100IS 0 0p RQ Q� Q °�� QQ Q� �o� QQ Q� �o� QQ Sop QQ Q� �Q �Q tiQ �Q NQ �Q �Q NQ �Q �Q �O� �Q �Q �Q �Q �Q NQ �Q �Q ��� 1<�� �z ��� Q�� Q�� Q�` ���� ���� ���� P�� Q�� P�� O�� 160 13935 SW Glastonbury Meter 13876 ugw IK k # 140 - - - --- - - - - � `ice �,_ a.74..�� $3`:�[k...: OU 120 TAR 100 ON 80 - ___..__,__ __.____ ____ r �' `R 60 RAI FIR 40 � - — ----- -- - - ' --- p .; 20 o \� VO VO T •`� VO VO N� (Z; VO "`� VO VO NCy VO VO �+ rpzi rO �ej �ejo ���o �0'0 PQM P�� P�� ���� ���� ���� �p P�� P�� O�� OGS OGS OCG OCG O�G Water Metrics Co. West EBrad Size Serial # GPM &IGPM �jGPM 3 8� J' /�.� �1� By: Date: Tested B , ,,4r� Client: MEMORANDUM TO: Ed Wegner FROM: Dennis Koellermeier, Assistant PW Director RE: Service Line Pressure Reducing Valves DATE: April 2, 2002 The Water Division currently supplies and maintains pressure reducing valves (PRV, regulators) on the service lines of residential customers in our water service area (including King City, City of Durham and the Unincorporated area of Washington County) that have greater then 80 psi at the water meter. This practice is a carry over of the Tigard Water District. After monitoring our expenses and the impacts of this practice on our daily operations, I am convinced that we need to change our current policy and process to a mode that is consistent with our surrounding water providers and current State law. This report presents the issues involved in this policy change proposal. Codes/ Rules/ Regulations: Our current Tigard Municipal Code 12.10.090, Water-Plumbing-Inspections, states, "... Plumbing should be of high test and first class, and in conformance with the appropriate codes of jurisdiction issuing the building permits, and where pressures may become high, on 5/8"x3/4"and I"meters, a pressure regulator may be installed at the meter by the City to control varying pressures... the City will not be responsible for damage from varying pressures." The requirement of the installation of pressure reducing valves is outlined in the Uniform Plumbing Code (UPC) 608.2. Excessive Water Pressure, states, "where local static water pressure is in excess of eighty(80) pounds per square inch (552Kpa), an approved type pressure regulator preceded by an adequate strainer shall be installed and the static pressure reducer to eighty (80) pounds per square inch (552Kpa) or less..." This code is enforced by the plumbing department's representatives and is a requirement of the builder/homeowner in which excessive pressure exists. Oregon Administrative Rules for Public Water Systems Chapter 333.61.050, (Construction Standards (9)-(e)) Responsibilities of Water Suppliers, states, "Distribution piping shall be designed and installed so that the pressure measured at the property line in case of Community water systems, or at the furthest point of water use, in the case of a Transient Non-Community water system of the type described in subsection (d) of this section, shall not be reduced below 20 psi." Our legal requirement as water purveyors is to supply a minimum amount of water pressure. Historical Costs• Installing and Maintaining Service Line Pressure Reducing Valves 1999-2000 1. New Installations - 380 water meters installed with approximately 80% of these meters (304) receiving a pressure reducing valve at a cost of$33.00 each. 304 pressure reducing valves for new meter installation at $33.00 each = $10,032 (Note: Labor and equipment costs being charged to the meter installation.) 2. Repair of Existing -164 service orders for defective/broken pressure reducing valves. 164 pressure reducing valves replaced (defective/broken) at $33.00 each = $5,412 164 hours for UWII averaging 1 hour per replacement at $16.63 per hour = $2,727 164 hours for utility vehicle/equipment at $15.00 per hour = $2460 Total cost breakdown for 1999/2000 = $20,631 Historical Costs• Installing and Maintaininq Service Line Pressure Reducing Valves 2000/2001 1. New Installations - 596 water meters installed with approximately 68% of these meters (406) receiving a pressure reducing valve at a cost of $33.00 each. • 406 pressure reducing valves for new meter installation at $33.00 ea. = $13,398 (Note: Labor and equipment costs being charged to the meter installation.) 2. Repair of Existing - 152 service orders for defective/broken reducing valves. 152 pressure reducing valves replaced (defective or broken) $33.00 ea. = $5,016 152 hours for UWII averaging 1 hour per replacement at $16.63 per hour = $2,528 152 hours for utility vehicle/equipment at $15.00 per hour = $2280 Total cost breakdown for 2000/2001 = $23,222 The total operating cost for two years of this program was $43,853 or $21,926.50 per year. Comparison to Neiahboring Water Providers The following water providers were contacted to ascertain how they dealt with this issue. U R+ du On aSell` ice Lines .as f�lar� h�Q002 Agency Install Agency Maintains Special Conditions Agency On New Installations Pressure Reducing that Alter Question #1 Valves on Existing Service Lines City of Tualatin NO NO One time, special case City of Hillsboro NO NO Remote taps on high pressure line City of Gresham NO (1) NO (1) YES (1) City of Beaverton NO (2) YES (2) YES (2) McMinnville Water NO NO NO Sunrise Water YES YES --- -Authority Clackamas River YES YES --- Water TVWD NO (3) NO SEE#3 City of Salem NO (4) NO SEE #4 City of Portland NO NO SEE #5 1 — City will install and maintain PRV upstream of meter to protect meter. 2 — City will install and maintain if City modifies existing pressure zone boundary. 3 —TVWD will install if the district altars existing pressure zone boundaries—customer maintains. 4 — Only if pressure exceeds 100 psi. 5 — Only if pressure exceeds 100 psi, case by case basis. Analysis and Conclusion Tigard Water District historically provided a unique service to its customers by maintaining service line pressure reducing valves and the City of Tigard Public Works Department has continued that practice. The current cost of this program averages approximately $22,000 per year and consumes approximately 160 man-hours or four weeks of a staff member's time. The legal requirements for the installation of service line pressure reducing valves is clearly assigned to the property owner in the Uniform Plumbing Code. The City Ordinance or the Intergovernmental Water Board Rules and Regulations do not assign this responsibility to the City. By providing this service we are treating our customers inconsistently. By providing this service and absorbing these costs into the Water Fund we have created a subsidy, in that not all our customers need this service but all pay to install and maintain them for those that do. The dollars and man-hours that are expended on this program could be redirected to other more pressing tasks that are beneficial to all customers. Changing our current practice presents two areas where customers will be impacted. The first area is on new installations. We view the impact to the customer here to be minimal in that the vast majority of our new customers are contractors building homes. These building contractors apply for a water meter/connection as a part of their building permit application process. It will be a very simple task to notify all new water meter/service applicants of this policy change and the majority will know we are now becoming consistent with the surrounding communities. If a pressure reducing valve is needed, the plumbing inspector will require the builder to install it and the ultimate customer is then consistent with current UPC requirements. The second area of customer impact will be the maintenance of those pressure reducing valves currently installed in the system. Part of our problem in judging the impact of the change is the fact that the City has not historically recorded which services have pressure reducing valves installed on them. We are forced to estimate this number and our Water Supervisors estimate this number to be approximately 8,000. The issue before us is how do we stop providing a service to our customers that we have historically provided while maintaining customer satisfaction. This is addressed in the recommendations. Recommendations Staff recommends: 1. Tigard Municipal Code section 12.10.090 be modified to clarify that all water service plumbing shall be installed per UPC standards and maintained at the owner's expense. 2. The Intergovernmental Water Board's Rules, Rates and Regulations be modified to be consistent with Recommendation #1. Adoption of Recommendations #1 and 2 above will allow the Public Works Department to stop the installation of service line pressure reducing valves on new installations. This will allow our current number of installations to stop growing. These changes should be made as soon as practical. 3. The Public Works Department should adopt a department policy that states our plan to: a. Start on a program that will result in the City stopping its current practice of service line pressure reducing valve maintenance effective July 2, 2003. b. Develop an informational program that will distribute this policy change to our customers via bill stuffers, printed media, website, etc. c. Notify every service call for pressure reducing valve maintenance of our policy change. The Department shall continue to service/maintain existing service line pressure reducing valves until July 1, 2003. ` F DR-A� 2170 Program Results ♦ Safe and reliable water that meets or exceeds all EPA standards for water quality provided under normal,peak, and emergency situations. ♦ Tigard water service area has adequate and innovative funding mechanism to develop regional/subregional water sources. ♦ Efficient water use will reduce water consumption per customer by I%,per year for the next ten years. Program Description The Water Division has the primary responsibility to maintain, repair, and expand the water system,while at the same time providing a dependable water supply of the highest quality to its customers. The Tigard water service area is comprised of the cities of Durham, King City, two thirds of Tigard and the unincorporated areas of Washington County surrounding these cities (mostly in the Bull Mountain area). 2002-03 Goals and Objectives ♦ Implement Best Management Practices (BMP's) in the Division. ♦ Enhance Water Conservation Program through rebate programs and voluntary odd/even watering schedules during summer months. ♦ Reduce water loss of our water distribution system through better water accounting/metering. ♦ Implement additional security measures at reservoir sites. ♦ Reduce the number of taste and odor concerns by customer base through implementation of BMP's. ♦ Reduce the percentage of customers with interrupted water service through implementation of BMP's. ♦ Complete the pilot testing of Aquifer Storage and Retrieval (ASR). Continue with Phase III-full scale implementation. ♦ Continuing the fire hydrant replacement/upgrade program. ♦ Secure two sites for future water reservoirs. ♦ Upgrade existing telemetry(SCADA) system. ♦ Build two piping systems in the 550' grid. ♦ Expansion of the 2" service replacement program. ♦ Relocate and/or replace existing water distribution system in conflict with new Gaarde alignment. ♦ Participate in long term water supply studies in both Bull Run and Tualatin/Trask watersheds. ♦ Participate in two Joint Water Commission Capital Improvement Projects. 2001-02 Accomplishments ♦ Developed Tigard's first Aquifer Storage and Recovery(ASR) Well (Phase II-ASR). ♦ Improved the inter-tie with the City of Tualatin to increase capacity. ♦ Voluntary odd/even watering, resulting in 10%reduction (high water usage day 11.6 mgd down from 13 mgd in 2001). ♦ Built an inter-tie with the City of Beaverton (Joint Water Commission— Tualatin/Trask watershed) . ♦ Avoided "peaking surcharge costs"by efficient operation of water system, thus avoiding substantial financial penalty. ♦ Developed Best Management Practices for the Division. ♦ Built a master pressure reducing station between zone 470 and 410. ♦ Met goal of 2" service line and fire hydrant replacements. WORKLOAD MEASURES 1999/00 2000/01 2001/02 2002/03 Number of main breaks-repaired N/? p. 12 Miles of distribution piping maintained �Olr' (wBMP's)—total number of miles of pipe 200—year 2001 50 Percentage of meters read by staff PP (manually) 100% Percentage of meters read by staff as/1, (automation) 0% Total meters in system 15,105 15,764 41,11 16,232 Number of conservation workshops 1 2 4 8 Average daily demand (mgd) 6.28 5.8 6.0 6.0 Peak day demand (mgd) 12.79 13.11 13.00 13.00 Replacement of old 2"galvanized water services; total 200 in system N/A N/A 20 40 Replacement of old, two-port fire Hydrants; total 170 in system N/A N/A 20 40 M,7 EFFECTIVENESS MEASURES 1999/00 2000/01 2001/02 2002/03 Summer peak water supplied in-house (support ASR development-mgd) N/A N/A N/A 1.5 Number of taste and odor concerns annual basis (excluding construction activites, 01 pop. Of 47,000) N/A N/A N/A 150 Reduction of water use due to conservation efforts (need formula for calculation for consistency year to year) N/A N/A N/A 1% Percentage of water customers with uninterrupted water service (excluding construction activities) N/A N/A N/A 98% Percentage of water samples absent of coliform bacteria N/A N/A N/A 100% Ratio of main breaks per mile of pipe (base of 200 miles pipe+ 5 miles pipe per year) N/A N/A N/A 0.06 FULL-TIME EQUIVALENT POSITIONS . 1999/00 2000/01 2001/02 2002/03 Engineering Technician II 1.00 1.00 1.00 1.00 Public Works Manager 0.00 0.00 0.00 0.30 Senior Utility Worker 3.00 3.00 3.00 3.00 Utility Divison Manager 0.50 0.50 0.25 0.00 Utility Worker II 7.50 7.50 8.50 8.70 Water Operations Supervisor 2.00 2.00 2.00 2.00 Water Quality Program Coord. 2.00 3.00 3.00 3.00 Water Resource Specialist 1.00 0.00 0.20 0.00 Water Works Inspector 0.00 0.00 0.00 0.00 Total 17.00 17.00 17.95 18.00 DRAFT 2170 Actual Actual Adopted Proposed Approved Adopted Description 1999/00 2000/01 2001/02 2002/03 2002/03 2002/03 Personal Services Positions 17.00 .17.00 17.95 18.00 0.00 0.00 Wages $567,430 $519,999 $703,001 $750,045 $0 $0 Overtime 24,658 36,573 40,673 32,015 0 0 Benefits 185,592 189,868 274,836 309,407 0 0 Total Personal Services $777,680 $746,440 $1,018,510 $1,091,467 $0 $0 Materials&Services Water Costs $3,118,428 $2,376,466 $2,656,000 $2,960,469 $0 $0 Prof. &Contract Services 269,864 139,079 131,365 117,043 0 0 Repair& Maintenance 239,233 197,263 157,925 150,445 0 0 Miscellaneous Expense 23,843 8,246 6,987 12,694 0 0 Small Tools & Equipment 7,227 23,519 18,105 13,355 0 0 Office Supplies 2,787 2,356 2,000 15,500 0 0 Advertising & Publicity 52,300 51,401 130,615 66,870 0 0 Fees/Dues/Subscriptions 15,796 7,245 3,899 8,070 0 0 Travel &Training 6,819 8,356 11,200 8,739 0 0 Fuel Expenses 17,896 19,320 17,500 17,010 0 0 Computer Software 2,325 0 0 0 0 0 Rents & Leases 2,735 1,720 3,000 3,000 0 0 Utilities 3,570 7,262 17,625 3,420 0 0 Insurance 686 1,945 1,000 1,000 0 0 Library Materials 0 0 0 0 0 0 Total Materials &Services $3,763,509 $2,844,178 $3,157,221 $3,377,615 $0 $0 Capital Outlay Land & Improvements $30,352 $0 $6,300 $5,000 $0 $0 Building& Improvements 0 0 0 0 0 0 Vehicles 17,832 0 39,350 170,000 0 0 Office Furniture& Equipment 3,076 0 0 0 0 0 Computer Equipment 0 0 0 0 0 0 Operation Equipment 79,435 0 0 0 0 0 Total Capital Outlay $130,695 $0 $45,650 $175,000 $0 $0 Total Budget Unit $4,671,884 $3,590,618 $4,221,381 $4,644,082 $0 $0 Water Capital Improvements FY 2002-03 FY 2002-03 Fund [Pr��ject Proposed Water 1 1/2"-2" Meter Replacements $40,000 Replacement Defective Meters $15,000 Meter Installations $60,000 Water Service Installations $10,000 Master Pressure Reducing Stations $8,000 Fire Hydant Installations $100,000 2' Service Line Replacements $60,000 Gaarde St. Phase II-Water Relocations $200,000 Scada System $175,000 Menlor Pump Station (1/2 funded by SDC) $675,000 Security Evaluation $30,000 Total $1,373,000 Water SDC Water Main Oversizing Program $50,000 Secure 550' Reservoir Land Sites $350,000 Menlor Pump Station (1/2 funded by Water) $394,875 Total $794,875 Water CIP Aquifer Storage and Recovery (ASR), ASR-I $85,000 Aquifer Storage and Recovery(ASR), ASR-II $370,000 Bull Run Regional Authority-Phase II report $25,000 Water Supply-Feasibility Report (Scoggins) $80,000 JWC-Femhill Reservoir pre-design $25,000 JWC-Raw water pipe line pre-design $85,000 Total $670,000 Intergovernmental Water Board Meeting Informational Items Supplement April 10, 2002 1. Integrated Water Resources Management Water Supply Feasibility Study, Project Progress Report, March 20, 2002 2. Tualatin Basin Water Supply Feasibility Study, Frequently Asked Questions (draft 3-20-02) 3. Oregonian article dated 3-21-02, Tigard flushes waterlines to answer wage of complaints 4. Wilsonville gets ready for switch to river water, 3-21-02 article in the Oregonian Intergovernmental Water Board Meeting Informational Items Supplement April 10, 2002 1. Integrated Water Resources Management Water Supply Feasibility Study, Project Progress Report, March 20, 2002 2. Tualatin Basin Water Supply Feasibility Study, Frequently Asked Questions (draft 3-20-02) 3. Oregonian article dated 3-21-02, Tigard flushes waterlines to answer wage of complaints 4. Wilsonville gets ready for switch to river water, 3-21-02 article in the Oregonian Integrated Water Resources Management Water Supply Feasibility Study Project Progress Report- March 20, 2002 These are the project elements since the last report of Water Manager Group meeting of February 20, 2002. 1. Feasibility Study Project Review - ■ The main focus area over the last month has been on development of source options and alternative packages. MWH will be finalizing the Scoping Summary, which will include the public and agencies comments. The Oregon Department of Fish and Wildlife and the Environmental Protection Agency provided comments on the sources options and the Notice of Intent information. The development of the field study work program has been started based on the comments provided by the natural resources agencies. • On March 5,the Clean Water Services Board approved the Memorandum of Agreement with the Bureau of Reclamation for the Feasibility Study. If you are interested in a copy of the agreement, contact Tom VanderPlaat, CWS. ■ The Bureau of Reclamation completed preliminary geologic investigation of the left abutment area of Scoggins Dam for the possible construction of a replacement spillway for a raised structure. The Summary and Conclusions indicate the following: "Design data investigations (1969-72) indicated that the foundation on the left abutment was the preferable site for the spillway structure because of the overburden was thinner and the bedrock was less weathered and stronger. The current geologic indicates that similar foundation condition exist left of the existing spillway, thus confirming that the left abutment is also well suited for the replacement spillway structure"(BOR Feb 26, 2002-Summary& Conclusion of geologic report). • A draft of the Study Questions and Answers has been developed. It will be distributed for review next week. This Q&A will be used as a tool for communicating the issues with the public. 2. Other Projects Coordination—I attended a Wapato Lake Planning Study meeting with the US Fish and Wildlife related to water issues. The US Fish and Wildlife is working with Oregon Water Resources Department and Tualatin Valley Irrigation District related to water issues and other elements for the planning study. Progress Report I f TUALATIN BASIN WATER SUPPLY FEASIBILITY STUDY Frequently Asked Questions (draft 3-20-02) Organizational/Process Questions Why is Clean Water Services the lead agency for this water supply study? Clean Water Services has a long history of partnerships in the Tualatin Basin and was asked by other water resource managers to coordinate this study. In addition, the agency has acquired nearly a quarter of the basin's stored water to replenish instream flows in the Tualatin River and therefore has a strong interest in the future water supply. Who are the other agencies involved in the study? The other partners include the U.S. Bureau of Reclamation, the Cities of Banks, Forest Grove,Cornelius,North Plains, Hillsboro,Beaverton, Tigard, Tualatin, Sherwood and the Tualatin Valley Water District. Why is the Bureau of Reclamation (BOR) involved? The BOR is involved because they own Scoggins Dam/Hagg Lake,which is one of the supply sources being studied. The BOR also is coordinating the Hagg Lake Resources Management Plan (RMP), which is being coordinated with the water supply study. Why are you doing a Planning ReportlEnvironmental Impact Statement(PR/EIS)? If raising Scoggins dam is selected as a supply option,the BOR must follow a prescribed process in order to apply for funding. An EIS is a document required by the National Environmental Policy Act(NEPA)that will assess the environmental impacts of alternative options for increasing the water supply in the Tualatin Basin. A Planning Report will be prepared to assess the economic impacts of these alternatives. What is the time frame for this study and a future construction project? This study,which began in October 2001,will continue for 18 months to two years. Upon completion of the study, a decision will be made whether to proceed to the,next steps of a final EIS and permitting for the preferred ;alternative. The entire process, including construction of the project,may take between 7 and 10 years. Who makes the final decision on the preferred alternative when the study is finished? The policy-makers from participating partners(i.e. city councils,boards of directors, etc.) funding this study in cooperation with the BOR and other involved agencies will decide the preferred alternative. The final decision will be based on technical, financial and environmental considerations as guided by an extensive public involvement process. How can I stay informed about the decisions for this study? The study is using several ways of providing the public the opportunity to stay involved. Clean Water Services and its partners will conduct public meetings throughout the study and maintain a mailing list with regular updates. Materials will also be posted on the web 1 Frequently Asked Questions site (www.cleanwaterservices.org),through community newsletters and newspaper advertisements. Clean Water Services Advisory Commission(CWAC)will monitor the public review process and the Tualatin River.Watershed Council (TRWC)is serving as the main stakeholder contact point. The meetings for both of these groups are open to the public. How does this study integrate with other studies about water supply in the metro area? Partners from this study are also participating in other studies including the Regional Water Providers Consortium and the Regional Water Supply Plan Update. Technical Questions What was the basis for determining the amount of additional supply(50,000 acre feet) needed by 2050? The current water demand in the Tualatin Basin is approximately 50,000 acre feet. This includes municipal and industrial drinking water needs (14,000 acre feet); agricultural irrigation(11,500 acre feet) and instream flow(24,500 acre feet). In the next 50 years, water demands are projected to double. All water resource managers in the Tualatin Basin developed their future supply needs based on technical analyses. Where does the water supply for the Tualatin Basin currently come from? The majority of the water supply for the Tualatin Basin comes from rivers and streams and a small amount from groundwater. • Municipal and Industrial: majority is from outside the Tualatin Watershed (Barney Reservoir and Portland's Bull Run) • Agricultural: majority is from Hagg Lake and Tualatin tributaries • Instream flow: majority is natural flow in the winter and CWS releases of their stored water and cleaned wastewater in the summer. (The proportion of each varies with time of year and from year to year.) How is the current water supply used? The needs for water are divided among three major areas: • Municipal and Industrial(28%) • Agricultural(irrigation) (23%) • Instream flow for fish,wildlife and water quality (49%) Would Scoggins dam be structurally sound if the level is raised by 20 to 40 feet? Based on a recent technical evaluation,the dam could be raised to store additional water. Further analysis will be done as part of the water supply study. What would happen to existing water rights if the level of water is increased in Hagg Lake? 2 Frequently Asked Questions The BOR holds the water rights for Hagg Lake and manages service contracts with the water users in the Tualatin Basin. If the amount of water is increased, new service contracts may need to be developed for new users. Is it safe to use untreated river water for irrigation? Yes, untreated river water is used for all agricultural irrigation in the Tualatin Basin, including food crops. Some river water contains cleaned wastewater released from sewage treatment facilities. The safety and quality of the cleaned wastewater is highly regulated and closely matches most federal standards for drinking water. Will this study insure that water is available in the event of a natural disaster such as a volcano or earthquake? The partners in this study are seeking multiple sources for future water supply in the Tualatin Basin and in the region with the ability to shift among these sources in the event of an emergency or natural disaster. Will fish passage be constructed on the current dam? The BOR is conducting a Biological Assessment(BA) for the existing operation and facilities that will determine whether a fish ladder is required based on the Endangered Species Act(ESA). The results of the BA will be considered as a part of the water supply study. The requirements of the U.S.Fish and Wildlife Service(USFWS),National Marine Fisheries Service(N`MFS)and other natural resource agencies will be considered as part of the study and the EIS. If Hagg Lake is raised, will more land be purchased for buffer? The amount of land purchased would be based on needs for relocation of the roads and recreation facilities adjacent to the existing BOR property. That amount will be determined on a case-by-case basis. A buffer would be needed to maintain the shoreline due to the possibility of erosion over time and to protect water quality in the reservoir Couldn't an aggressive conservation program provide enough water for future needs? Conservation targets will be developed as part of this study,but a targeted reduction in water usage would not be sufficient to meet all future demands. Woudn't it make sense to expand the reuse of cleaned wastewater from treatment plants as a source of water for irrigation? Clean Water Services has experimented with reuse in the past. But data has shown that use of cleaned wastewater to augment instream flow also improves water quality,which makes that a better option than reuse for irrigation. What are the impacts on recreational development around Hagg Lake? The BOR is developing a 10-year Resource Management Plan(RMP)for the lands around Hagg Lake. The water supply study will review the potential impacts on recreation in cooperation with the BOR's RMP. Some facilities would need to be moved if the dam is raised and the partners are coordinating with Washington County Facilities Dept.,which operates the Hagg Lake Park. 3 1Frequently Asked Questions f a How will this project help control flooding? The current Scoggins Dam/Hagg Lake provides flood control for the upper Tualatin watershed and would continue to serve that function if the dam is raised. Raising the dam could enable flood control to be improved over current conditions. Because there was not enough water in 2001 to fill Hagg Lake, how could water fill a larger lake if the dam is raised? Last year(2001)was a record drought year for rainfall. The normal average watershed yield is 87,000 acre-feet per year. If the Hagg Lake is expanded, it is less likely to fill during a single year,but more water can be carried over from wet to dry years. Financial Questions Who is paying for the study? The majority of funding for the study is from local partners. The total cost of the study is estimated at$850,000. How much will it cost to expand the water supply? The estimated cost of developing a new water supply is between$120 and 150 million. The cost is based on several previous studies and information. The recent expansion of Barney Reservoir as well as a technical report on the expansion of Hagg Lake, served as a basis for cost. The estimated cost could vary appreciably dependant upon the results of the study. Property Questions What is the process for acquiring property? If the project that is selected requires land acquisition,every reasonable effort will be made to reach agreement with affected property owners before condemnation would be considered. When will I know if my property will be acquired? The decision about property acquisitions would not occur until after the study is completed and funding is approved for the project. Any acquisition of property is still several years away. Who would be purchasing land for the project? This issue has not been determined; since the BOR owns property around Hagg Lake,it is likely they would be authorized to acquire land to raise the level of Hagg Lake if that is the preferred alternative. 4 Frequently Asked Questions Tigard Rushes water Ones to answer:wave of complaints TIGARI)—Thecity tested the waters on Wednesday after resi- dents reported dozens of cases of dirty tap water in their homes. City officials`say work being done on Tuesday to flush the fire hydrant system caused dirty water to appear in homes.The flushingstirred up sediments in the pipes. Officials said that although the water appeared dirty,it,Was sate. to drink, About 75 residents reported "dirty water"at their homes.The homes affected ranged from south of Southwest Bonita Road to Southwest Durham Road and from east of Southwest Sequoia Parkway to Southwest 113th Ave- nue. lo L oM d 'f A? HE OREGONIAN ♦ THURSDAY,MARCH.21 2002 ag >_oy3 River: Exploratory 22 1 - well tests unsuccessful a r Continued from Page 1 The process, intended to re- ville Mayor Charlotte Lehan said. move iron and "Just about everyone else has manganese years of anxiety ahead concerning sediments just where their drinking water is from the lines, going to come from." involves open- In Wilsonville, that decision ing hydrants wasn't a snap by any means.But around town w, $ it wasn't anything the city could and letting put off, either, because the eight LEHAN water run until wells Wilsonville residents had re- Ensure a it turns from lied op for years began to deterio- reliable source cloudy to clear. rate in quantity and quality in the ♦ Placing mid-1990s. pressure-reducing valves in The problem of so-called brown water — heavily laden some locations to ensure that ' with minerals such as iron and pressures don't exceed 80 1manganese sucked from the ba- pounds per square inch — i salt aquifer beneath the city—got enough to potentially blow out so bad that the city two years ago valves in home water heaters and had to start adding a special solu- pipes. o� n tion to keep the minerals in sus- ension. ♦Preparing to put the wells on .° ' Shortages of water in summer, standby for emergencies. Left to 1Z 2 1when demand runs roughly dou- be determined is how often the a m co ble to winter needs, forced local pumps will be turned on to make o g o officials to impose mandatory ra- sure they remain operational. c. °s "t tioning four times in seven years �, ♦Changing water-testing proce- =fnthe late 1990s,as well as in 2000 dures .from those governing °z j and 2001. fD ° z N A cao' ® In 1999,following unsuccessful ground water to ones addressing ° oma' efforts to sink new wells in a dif- surface water.The changes aren't ferent aquifer southeast of Wil- huge,Johansen said,but are im- ou _sonville, the city briefly entered portant in meeting state guide- 1 o into discussions with Portland lines for water quality tests. g about signing on as a customer of „All in alleverything has gone i♦ the Bull Run watershed.Although suburban cities including Tigard very smoothly," he said. "We're $ o g ° ° ' `and Tualatin continue those talks, right on schedule to get it all 8 c 0 in p Wilsonville decided to go its own done on time." c: E E1 5� CD way in 2000,when local voters,in City officials say they've heard °-- a y o an outcome that still rankles C ° 5 hardly a peep from members of �+ o ' $ °Q some residents, approved plans the ublic about the imminent o � o ac .to drink treated Willamette River p c � - =- fD `D O water. change. The city is still moving 'kR ff cff -g ? :_�� A series of subsequent lawsuits, ahead with a public relations ef- CD'" '� ° i hallenging everything from the .fort to make sure local residents validity of the vote to assertions know what's coming and what � that the city hadn't followed ° tY the changeover will entail. `$ ' ? proper procedures in switching to Informational inserts are being CD -tN the Willamette, failed. Barring some last-second turnaround,the included in utility bills to explain w:city's future growth will be irrigat- the change. In addition, a video ed by the Willamette. that will be televised on local ca- ble and available for public dis- _ �, b 9 tribution is scheduled to be com- iA Wilsonville officials are putting pleted by early next week, said o o ° ^the finishing touches on convert- Danielle Cowan, a city spokes- FF 50 o,a ing the water distribution system N cr R w '" 0 and on preparing the public for a Woman. "��� o `�b• newsource. All materials will stress the $ � ., a �° Eldon Johansen, the city's need to flush existing deposits M ¢ �» q o V o .,,o.° community development direc- C �, rs e . y o ° �- tY p out of water lines. ,n ° o C 0 tor,has helped oversee the detail- 70 `"' c, y laden process of hooking the new "It's really more of a political ° w E r� 0 a w o treatment plant to pipes based on issue than a health issue," said I g, ; rr o�5� AD the well system.The biggest tasks Lehan, laughing. We just don't � :have included: want people thinking when they 6° o.P 9 a I � ,= = ♦Using`'fiigh_velocity water see sediments that they are a o i o =$.I? ��• - ` flows to flush the entire system. drinking the Willamette."