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07/21/1993 - Minutes TIGARD WATER DISTRICT BOARD OF COMMISSIONERS SPECIAL WORKSHOP MEETING MINUTES 7 p.m. July 21, 1993 Commissioners Present: John Haunsperger, Beverly Froude, George Morgan, Lou Ane Mortensen and Art Pedersen Staff Present: Randy Volk, Acting Administrative Director; Mike Miller, Senior Management Analyst; Nancy Johnson, Accounting Supervisor; Lorry Christian, Administrative & Human Resource Coordinator; Leslee Gemmill, Office Assistant; and David Knowles, Attorney. Visitors: Bob Wyffels, Rusty Thomas and John Schwartz The meeting was called to order at 7:17 p.m. by Chair Haunsperger. 1. Minutes of July 13 meeting. Commissioner Morgan motioned to approve the meeting minutes of July 13 as submitted and Commissioner Pedersen seconded the motion. A voice vote was called and the meeting minutes were approved unanimously. 2. David Knowles, attorney, reviewed the Interim Intergovernmental Agreement for Creation of a Joint Water Agency with the new Board of Commissioners. There was brief discussion regarding this agreement. Then Mr. Knowles outlined ORS 308.225, ORS 222.520 and the local budget law. (See attachment.) 3. a. Self Introduction and Brief Summary of Background by Commissioners. Each Commissioner presented their background and how they became members of the Tigard Water District as Board of Commissioners. b. Copies of Resolutions and Ordinance approved at 6/29/93 Board meeting. There was no discussion or comments regarding this agenda item. c. Educate about Water and Supply, etc. Randy Volk reviewed the history of the Tigard Water District and Mike Miller talked about water lines, transmission mains and future reservoir sites. d. Tour of the District. This agenda item was not discussed. e. Billing: bi-monthly to monthly. This agenda item was not discussed. f. Employee feedback regarding transition from TWD to SEWCJWA. This agenda item was not discussed. g. Complaints from water patrons? Randy Volk indicated there were no specific complaints from water patrons however, a federally required statement regarding lead and copper levels in the customer's water which will be printed on the back of this month's water bill may increase the number of phone calls to the water district. There was brief discussion regarding delinquent accounts and water accounts actually shut off for lack of payment. h. Training and Development of Employees. This agenda item was not discussed. i. Auditors: Are there any pending issues from the last audit? Nancy Johnson indicated that there is still one issue pending from the last audit management letter and due to a lack of people we are unable to comply. j. Control costs for purchases. This agenda item was not discussed. k. Control fees to patrons. This agenda item was not discussed. I. Review of assets and infrastructure required to maintain service to unincorporated area without incurring unnecessary costs to patrons of unincorporated area. This agenda item was deleted by the Commissioners. At 8:35 p.m., Chair Haunsperger requested a five minute recess. The regular meeting reconvened at 8:48 p.m. m. Current definition of agreement between SEWCJWA and TWD for continued operational requirements and water service. This agenda item was deleted by the Commissioners. n. Who is drafting final 190 agreement? Commissioner Morgan addressed the other Board of Commissioners regarding his concerns about certain policy issues of the 190 agreement. Commissioner Pedersen agreed with Commissioner Morgan's statements and asked what the advantages and/or reasons for the three cities to have withdrawn from the Tigard Water District. John Schwartz, Board of Director for the SEWCJWA briefly talked about the City of Tigard's reasons for the withdrawal and explained that special districts were originally designed to dissolve when a city was capable and/or willing to manage the water district. 2 o. City of Tigard's giving consideration to consolidation, elimination and duplications to save dollars. John Schwartz said one of the contributing factors to the Cities of Tigard, Durham and King City withdrawing and forming a joint water agency was for the possible consolidation of efforts and duplication of equipment. At 8:58 p.m., the Board of Commissioners and David Knowles, Attorney, went into Executive Session under the provisions of ORS 192.550(1)(e), (h) and (j) to discuss real property transactions, public investments and possible litigation. At 9:45 p.m., the Board came out of Executive Session and Chair Haunsperger brought the general meeting to order. Letter from Patrick Reilly, City Administrator_ City of Tigard dated and received July 21, 1993. Commissioner Morgan made a motion that the City of Tigard be informed that the District wishes to continue its existence as a District, and to also have representation on any effort to establish a joint water agency on a more permanent basis than now exists. To implement this, Commissioner Morgan further moved that the District engage David Knowles as its attorney to represent the policy position that the Board feels was incorporated in the interim agreement that recognizes two things: (1) the identity of the unincorporated area be maintained and (2) the policy of non discrimination, favoritism or partiality be avoided in the establishment of any service conditions. Commissioner Froude seconded the motion. A voice vote was called for and the motion was passed unanimously. p. Administrator. Correspondence dated July 20, 1993 from John Schwartz, Vice Chairman, SEWCJWA, addressed to the members of the King City City Council. The SEWCJWA subcommittee met on July 20, 1993 to write a proposal regarding an interim manager. The proposal was to be presented to the King City council members on July 21st for consideration at their next council meeting or before if possible. The proposal for consideration includes that John Buol work for the Joint Water Agency 16 hours per week with set office hours at the Agency and at King City. a. Goals and objectives of Commissioners. This agenda item was not discussed. r. How TWD can best serve water patrons. This agenda item was not discussed. 4. Other Business. Beverly Froude asked the Board for their input regarding the written proposal outlining Mr. Buol's employment as interim administrator for the SEWCJWA. After discussion, it was decided that the Board was in favor of this proposal for the interim period and 3 Commissioner Morgan stated it was important that a work plan be formulated and a !�I formal open recruitment process begin. The 1993 Washington County Leaders' Conference is scheduled for August 25 and 26 at the Silver Falls Conference Center. Commissioner Froude is going to consider attending. Randy Volk mentioned that Mrs. Martha Bishop formally requested the big yellow van be driven in the Tigard Town Country Days Parade. After a brief discussion, the Board of Commissioners agreed that it would not be a problem to have the van in the parade however, to keep in mind the name reflected (Tigard Water District) isn't correct. Comments were heard from Bob Wyffels. The meeting adjourned at 10:05 p.m.. 4