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11/10/1992 - Minutes TIGARD WATER DISTRICT 8777 S.W.BURNHAM ST. TIGARD WATER DISTRICT P.O. BOX 230000 TIGARD,OREGON 97223-9917 BOARD OF COMMISSIONERS PHONE(503)639-1554 REGULAR MEETING 7:30 P.M., November 10, 1992 MINUTES Executive Session. 7:00 p.m. The Board of Commissioners went into Executive Session under the provisions of ORS 192.660 (1)(e), (h) and (j) to discuss real property transactions, and possible litigation. 7:30 p.m. The Board of Commissioners came out of Executive Session. PRESENT: Board of Commissioners Bob Wyffels John Haunsperger Clarence Nicoli Jon Kvistad Audrey Castile (arrived at 7:48 p.m.) Staff Jeri L. Chenelle, Administrative Director Randy Volk, Superintendent Lorry Christian, Administrative Assistant Mike Miller, Engineering Technician Ill Visitors Hill Hampton Bonnie Turner, TWD Employee Diane Kuhn, TWD Employee Call to Order at 7:37 p.m. 1 . Visitors. Chair Wyffels welcomed the visitors and invited everyone who wished to speak to the Board to indicate "yes" on the sign in sheet. 3. Minutes of the October 13. 1992 regular Board meetings. A motion was made by Commissioner Clarence Nicoli and seconded by Commissioner Jon Kvistad to approve the minutes of the meeting. Hearing no corrections or additions to the minutes, a voice vote was called. The motion passed unanimously. 4. Payment of vouchers. A motion was made by Commissioner Kvistad and seconded by Commissioner Nicoli to approve the payment of vouchers. Superintendent Randy Volk explained that the 2 extra pages were corrections to the original financial report sent in the agenda packets. Commissioner Nicoli asked about the payment to the City of Tigard. Superintendent Volk said it was TWD's portion of the cost of street improvements on SW Gaarde Street to raise the road profile so that the Water District would not have to lower the 36" transmission 11/10/92 Board Meeting Minutes main. Hearing no further discussion, a voice vote was called. The motion passed unanimously. 4. Change in banking institution. Recommendation: Approve Resolution 18-92 establishing one or more deposit accounts with Key Bank of Oregon, and Resolution 19-92 authorizing use of facsimile signatures with Key Bank of Oregon. Administrative Director Chenelle said the Water District wants to change its accounts from U.S. National Bank, who has begun charging fees for our accounts. Staff wants to change to Key Bank because they will give the Water District fee-free government accounts. A motion was made by Commissioner Kvistad to approve Resolution 18-92, establishing one or more deposit accounts with Key Bank of Oregon, and Resolution 19-92 authorizing use of facsimile signatures with Key Bank of Oregon. The motion was seconded by Commissioner Nicoli. There was a brief discussion. Hearing no further discussion, a voice vote was called. The resolutions passed with a vote of 4-0. 5. Antenna Policy Report. Administrative Director Chenelle presented a summary of the Antenna Policy Report. Engineering Technician Mike Miller answered questions from the Commissioners. A motion was made by Commissioner Haunsperger, and seconded by Commissioner Kvistad to direct Staff to prepare a resolution with a 20 foot height limit policy. The motion was approved 4-0. 6. Administrative Director's Report. A. Computer RFP. Administrative Director Chenelle showed Commissioners a pile of 12 proposals for a computer system. Staff is in the process of reviewing the proposals. Some are for complete systems, and some are for software only. Commissioner Nicoli asked about hand- held meter readers. Ms. Chenelle clarified that the computer RFP didn't include automatic meter readers, but did ask which meter readers would be compatible with their systems. B. New Telemetry System. Superintendent Volk gave an update on the new telemetry system. The proposal prepared by Chuck Arrera, identifies work that can be done by TWD employees which will save quite a bit of money. Bids will go out January 4, 1993, include a manditory site visit on January 11, with contractor bids due back on January 22. He expects to have bid information ready to present the Board at the February 9, 1993 meeting. With the new telemetry system, data will be collected at a remote transmitter unit (RTU) at each site and transmitted via telephone lines (already in place) to the computer at the TWD Operations Center. Because the telephone lines are already in place, it is less costly to use that type of transmission for. C. Sewer Billing. Administrative Director Chenelle reported that she, Superintendent Volk and Bookkeeper Nancy Johnson have met several times with the City of Tigard to discuss having 2 11/10/92 Board Meeting Minutes TWD do the combined billing for sewer and storm water charges, with TWD water billing. The City of Tigard has a vacancy in the billing department. TWD can have one of our billing people work 20 hours at the City of Tigard, and 20 hours at TWD. Ms. Chenelle asked the Board if it met with their approval to pursue a formal agreement to have TWD be responsible for the combined billing. The Board gave their approval for TWD to pursue combined sewer and water billing for the City of Tigard and USA. • D. Public Art. Administrative Director Chenelle presented dollar amounts for the 1/4% and 1/2% of the building construction costs. Commissioner Castile made a motion directing Staff to include in the budget, $2,698 for each of the next three years (not to exceed three years) for a total of $8,094 to be designated for hanging art at the TWD Operations Center, with up to 50% of the art considered from the local community. The motion was seconded by Commissioner Kvistad. Hearing no more discussion, a voice vote was called. Commissioner Aye No Abstain Castile X Haunsperger X Kvistad X Nicoli X Wyffels X The resolution was approved 4-1. E. Lake Oswego Transmission Line. Administrative Director Chenelle gave an update to the Board about the negotiations for a water transmission line between Lake Oswego and West Linn. This line would allow Lake Oswego to make more water available to TWD. TWD's share would be one-half of the cost about $1.5 million. Lake Oswego would then guarantee 4 million gallons of water per day to TWD, (a guarantee which we've never had before). The Board instructed Administrative Director Chenelle to contact a financial advisor to investigate a $1 million revenue bond, with the plan that TWD would pay $500,000 in cash, to pay our share. F. Lead and Copper Study. Superintendent Volk reported that Lake Oswego (as well as TWD) exceeded the lead "action levels" in more than 10% of the at-risk homes during the first (of three) samples taken in the lead and copper sampling program mandated by the State of Oregon Health Division and the U.S. Environmental Protection Agency. (These samples test the lead and copper content resulting from the leaching effect of in-home plumbing (copper pipe with lead solder) in some houses built between 1983 and 1985. The water flowing into the houses is OK, but water providers are required to adjust the corrosiveness of the water such that the water coming out of the taps of these houses falls below the EPA "action level".) Lake Oswego has decided they will make a public announcement, but assured TWD that they will give us notice first. The mandatory language of the notice is harsh, but a notice will be in the TWD Newsletter which will help prepare water customers. Administrative Director Chenelle said it's important for people to understand that nothing 3 11/10/92 Board Meeting Minutes is wrong with the water, it's the plumbing in their houses which causes the problem. A second set of samples will be taken in January 1993. 7. Chair's Comments. Chair Wyffels asked about a customer's letter regarding a water leak on the customer's side of the meter. Administrative Director Chenelle said the policy of the Water District is to pay 50% of the cost of the water, over what the normal usage would be, up to a maximum of $100. Staff is in the process of writing a formal policy for this which would raise the maximum to $150. 8. Commissioners' Comments. A.i. Commissioner Castile appologized for arriving late, and asked about a voucher payment to Dr. Gary Rapaport, MD. Superintendent Volk said it was payment for mandatory physical examinations for TWD employees holding driver's licenses to drive TWD vehicles. A.ii. Regarding the letter in the packet about the ad hoc committee on regional conservation pricing, Commissioner Castile said we must be certain that the green industry is not targeted to be penalized as a result of lawn watering restrictions. Administrative Director Chenelle said TWD's position is that we won't specify how customers use the water. We are anticipating implementing conservation pricing within the next year. 9. Other Business. A. Commissioner Kvistad said he had asked TWD Bookkeeper Nancy Johnson to apply any residual per diem beginning in August (after payment for the Tigard-Tualatin Youth Services account) as a credit to his home water account. Since there wasn't any policy regarding this, he wanted to get approval from the other members of the Board to do this. The other Commissioners approved. B. Commissioner Kvistad submitted his resignation, required by Metro, because of winning the election to the Metro Council. He asked that his resignation be effective with the appointment of someone to take his position on the Board, or January 1, 1993, which ever occurs first. He said his experiences on the Water District Board have been a joy, and he appreciated working with other Commissioners and the TWD Staff. Commissioner Castile suggested that the list of candidates compiled in August be reviewed again for an appointee to the vacancy (which would run until the July 1993 Board meeting), and if there are other people interested, they contact Administrative Director Chenelle. There was a general discussion. The other Commissioners agreed. 10. The Board adjourned the general session at 8:48 p.m. and went into Executive Session. under the provisions of ORS 192.660 (1)(e), (h) and (j) to discuss real property transactions, and possible litigation. 1 1 . The Board came out of Executive Session at 9:05 p.m. and adjourned the meeting was adjourned at 9:06 p.m. 4