10/12/1971 - Packet 1
TIGARD WATER DISTRICT 0B41 S. W. COMMERCIAL ST.
TIGARD, OREGON 97223
PHONE (503) 639-1554
October 12, 1971
AGENDA
CALL TO ORDER
1. RESOLUTION TO APPROVE MINUTES OF LAST MEETING
2. VISITORS
3. RESOLUTION TO AWARD $500,000 BOND BID
4. RESOLUTION TO ADOPT FY1971-72 BUDGET, LEVYING TAXES, AND
APPROPRIATING EXPENDITURES AS APPROVED BY THE BUDGET COMMITTEE
ON JUNE 8, 1971
5. RESOLUTION TO CHARGE $115 FOR EACH 1—INCH METER IF THE COPPER
SERVICE HAS BEEN INSTALLED BY THE CONTRACTOR OR DEVELOPER
6, RESOLUTION TO AUTHORIZE THE USE OF "CONSTRUCTION" WATER FOR A
PERIOD NOT TO EXCEED SIX (6) MONTHS
,wil,, 7. RESOLUTION TO ACCEPT LOWEST QUALIFIED BID FOR PURCHASE OF
UTILITY TRAILER TO HAUL BACKHOE AND PIPE
8. RESOLUTION TO PLACE $10 EARNEST MONEY WITH MR. JOHN M. BURGE
TO PURCHASE A 105' x 150' LOT LOCATED ABOVE RESERVOIR #3 AT
135TH AND FERN STREET, ON A CONDITIONAL BASIS, FOR $10,000
9. RESOLUTION TO RESCIND MOTION OF JUNE 8, 1971 TO ABSORB DIFFER—
ENCE
IFFERENCE IN COST BETWEEN 8" AND 12" PIPE INSTALLATION ON FISCHER
ROAD TO 131ST AVENUE FOR TUALATIN DEVELOPMENT COMPANY; IN LIEU
THEREOF, REQUIRE THAT A 12" MAIN BE INSTALLED AT TDC EXPENSE,
AND TWD TO WAIVE 18% OVERHEAD AND ENGINEERING FEES IN ADDITION
TO PAYING FOR 3 FIRE HYDRANTS. TWD WILL NOT PARTICIPATE IN WORK.
10. RESOLUTION TO APPROVE WATER SERVICE TO DALE CONSTRUCTION CO.
DEVELOPMENT OF 34 HOMES WEST OF WEST COLONY PARK, OFF BULL MT. RD.
11. RESOLUTION TO APPOINT ELECTION OFFICER AND JUDGES FOR THE GENERAL
ELECTION WHICH SHALL BE HELD ON MONDAY, DECEMBER 6, 1971
12. RESOLUTION TO APPROVE ANNEXATIONS
13. RESOLUTION TO PAY VOUCHERS
14. OTHER BUSINESS
44iiw ADJOURNMENT
ADMINISTRATOR'S REPORT
1. Resolution to approve minutes of last meeting.
2. Visitors
3. Resolution to award $500,000 bond bid.
U. S. National Bank was low bidder at 4.92%. Ken Baines will present
a prepared resolution for the board's consideration.
Recommendation: Approve.
4. Resolution to adopt FY1971-72 budget, levying taxes. and appropriating
expenditures as approved by the budget committee on June 8, 1971.
The fiscal year 1971-72 budget was not officially adopted by the board.
Recommendation: Approve.
5. Resolution to charge $115 for each 1" meter if the copper service has
been installed by the contractor or developer.
The cost of a 1" meter including installation is $200. The rules and
regulations should reflect that a 1" meter costs $115 if others have installed
the copper service. This is similar to a 5/8" x 3/4" meter which costs $125
fully installed, but only $70 if the contractor installs the service.
Recommendation: Approve.
6. Resolution to authorize the use of "construction" water for a period not
to exceed six (6 ) months.
During the construction phase a contractor or developer is authorized to
use water at a flat rate of 250/100 cubic feet without regard to a minimum,
pumping charges, or size of meter. This flat fee is called "construction"
water rate. There is one case on record where "construction" water was utilized
goo, for 4 years. It would appear that 6 months should be ample time to construct a
home or multiple dwellings.
Recommendation: Approve.
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ADMINISTRATOR'S REPORT (Continued)
7. Resolution to accept lowest qualified bid for purchase of utility
trailer to haul backhoe and pipe.
The FY1971-72 budget included an estimated $2100 for the purchase of
a utility trailer. Specifications have been mailed to several companies
who manufacture these trailers.
Bids will be opened at the meeting.
Recommendation: Accept lowest qualified bid.
8. Resolution to place $10 earnest money with Mr. John M. Burge to purchase
a 105' x 150' lot located above reservoir #3 at 135th and Fern Street, on a
conditional basis, for $10,000.
Mr. Burge is strongly opposed to selling any portion of his land for a
reservoir site. However, the lot in question is ideally located adjacent to
our present reservoir site and is at the correct elevation for construction
of an underground tank. The new reservoir should be constructed 12 feet
higher than the present tank so that the hydraulic level of 410 feet can be
maintained.
The lot could be valuable in the future as a residential site when water,
other utilities, and street improvements are available. It is particularly
valuable to the TWD as it will preclude unnecessary and costly pipe extensions.
A consolidated reservoir site would be feasible with its inherent advantages
in maintenance and landscaping.
The purchase of a parcel 125' x 150' was originally requested from Mr.
Burge. He reluctantly stated that if the TWD had to purchase that particular
lot it would cost $12,000. In view of the fact that a 20-foot setback would
not be required on our existing property it is proposed that $10,000 be offered
for a 105' x 150' lot.
This lot is not worth $10,000 on the real estate market. However, sub-
stantial savings can be realized by the TWD by a consolidated site without
extensive pipe installations and a common fence line.
The attached drawing shows the exact location of the site. Please take
a look at it if you are driving in that area this weekend.
Condemnation proceedings would be costly and it would be difficult to
prove that other lots at the 410-foot elevation are not available.
«w.• Recommendation: Approve.
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ADMINISTRATOR'S REPOT (Continued)
9. Resolution to rescind motion of June 8, 1971 to absorb difference in
cost between 8" and 12" pipe installation on Fischer Road to 131st Avenue
for Tualatin Development Company; in lieu thereof, require that a 12" main
be installed at TEC expenses and TWD to waive 18% overhead and engineering
fees in addition to paying for 3 fire hydrants. TWD will not participate
in work.
A tentative solution to our problems with Tualatin Development Company
was agreed upon after a special conference with Mr. George Marshall, Vice-
president.
The original plan called for the TWD to absorb the difference in cost
between an 8" and 12" pipe, but TWD personnel would participate in the pipe
installation. The new proposal means an "out-of-pocket" cost of about $650
for the 3 fire hydrants which can be appropriated from the budgeted account
of fire hydrants (capital outlay). A 12" main will be installed and our
personnel will not be involved.
Financially, the TWD is better off with this latest proposal, and also,
frees our field personnel to do other important tasks.
Recommendation: Approve.
Aviv
10. Resolution to approve water service to Dale Construction Company Develop-
ment of 34 homes west of West Colony Park, off Bull Mountain Road.
Mr. Deharport of Dale Construction Company appeared before the board at
the regular meeting on May 11, 1971 to inquire about water availability for
a tract of land west of West Colony Park. According to the minutes he was
advised to wait until September 1971 to see if TWD had a larger water storage
capacity.
Mr. Deharport's plot plan indicates that 34 homes will be constructed over
an 18-24 month period. House construction would commence in August 1972 at a
rate of 1 or 2 per month.
It is believed that the district can serve the additional load at the
planned rate of construction. By next August the 1-million gallon reservoir
at Hi Tor will be in service and the new pump station installed at #2 reservoir
site.
Two requirements should be j3aced upon the developer, namely: (1) that
an 8" main be extended along Bull Mountain Road, a distance of about 650 feet,
and (2) that a circulation loop to Roshak Road be installed via an easement.
It is possible to serve the tract from the "back-door" via the West Colony
,0 park development. This route would place an excessive burden upon property
owners further west on Bull Mountain Road.
Recommendation: Approve.
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ADMINISTRATOR'S REPORT (Continued)
11. Resolution to appoint election officer and iudgties for the General
Election which shall be held on Monday, December 6, 1971
Oregon Revised Statutes state that a general election shall be held in
the corporation on the first Monday of December of each year for the election
of one commissioner to succeed the commissioner whose term expires the follow—
ing January 1, and to elect commissioners to fill any vacancy which then may
exist.
The new law creates a new officer called the "Election Officer". The
election officer is selected by the Board of Commissioners and may be a
commissioner or an employee of the district or any other person.
It is recommended that the following young ladies be appointed as
judges:
Virginia R. Staehnke
Hazel Adams
Lena Nunnenkamp
Beaulah Butterfield (Alternate)
4/110,
Each district must publish a notice to prospective candidates of the
date of the annual election and the latest date on which the candidate for
the office of commissioner may file with the district his nominating peti—
tion or declaration of candidacy. This notice need be published only onee
and must be published not later than 35 days before the election. The
appropriate notice will be published in the Tigard Times on October 28th
which is 39 days prior to the election.
A notice of annual election will also be published twice on November
17th and 24th.
12. Resolution to approve annexations.
13. Resolution to pay vouchers.
14. Other business.
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mow
ADMINISTRATOR'S REPORT (Continued)
15. Letter to the Auditor
The Auditor's letter of August 12, 1971 requested a clarification
of board policy on specific matters. Accordingly, a letter has been
prepared for the signature of the chairman. (See enclosed letter).
16. Installation of fire hydrants on private property
The fire district indicated that they would take into consideration
our desire not to require fire hydrant installations on private property.
Each case will be judged on actual need.
17. Construction progress on Hi Tor Reservoir
Everette Wiggins has completed excavation work on the new reservoir.
Forms are now being constructed for the footings.
Amy
18. Work accomplished by TWD personnel.
a. Installed 15 copper services for Penrose development on 93rd and
Inez Street.
b. Moved 8 copper services and raisolone fire hydrant for new con—
struction on Walnut Avenue.
c. Installed fire hydrant at 9986 S. W. Walnut Street for Randall
Construction Company.
d. Completed installation of 1450 feet of 6" C.I. pipe plus 1 fire
hydrant on 110th Avenue, between Park and Fairhaven Streets (Mira Court)
for Mrs. Lee Miller and Mr. A. C. Edwards.
e. Installed 700 feet of 8" C.I. pipe plus 1 fire hydrant, along west
side of Pacific Highway, south of Fischer Road, for Tualatin Rural Fire Pro—
tection District.
f. Installed 42 meters.
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�.. ADMINISTRATOR'S REPORT (Continued)
19. Work to be accomplished by private contractors.
a. Install 1770 feet of 12" C.I. , 250 feet of 6" C.I. , and 200 feet of
4" C.I. plus 3 fire hydrants along Fischer Road, between 124th and 131st
Avenue for Tualatin Development Company.
b. Install 1770 feet of 6" C.I. pipe plus 1 fire hydrant to complete
phase 2 of Brookway by Mr. McQuerry for Mr. J.A. Paterson.
c. Install 415 feet of 12" D.T. pipe plus 1 fire hydrant along Bonita
Road through Fanno Creek to 74th Avenue for Western Puget Die Casting Company.
d. Install 1250 feet of 12" C.I. and 100 feet of 12" D.I. pipe along
Highway #217 between Burnham and O'Mara Streets, including a Fanno Creek
crossing for TWD. (New Bond Construction project).
20. Work to be accomplished by TWD personnel.
October:
'" a. Install 1040 feet of 8" C.I. and 300 feet of 6" C.I. pipe plus 2
fire hydrants along 50-foot right-of-way, south of Fischer Road and west of
Pacific Highway for Mr. Wills.
b. Install 400 feet of 12" C.I. pipe plus 2 fire hydrants, north of
Hunziker Road for Partex Corporation.
c. Install 2700 feet of 8" C.I. pipe plus 2 fire hydrants along O'Mara
between Highway #217 and Frewing Avenue. (Pipe replacement program).
November:
a. Install 500 feet of 6" C.I. pipe plus 1 fire hydrant on 115th
Avenue, north of Gaarde Avenue. (Pipe replacement program).
b. Install 280 feet of 12" C.I. pipe and 80 feet of 8" C.I. pipe along
Pacific Highway, near MacDonald Avenue. (Pipe extension program)
c. Install 550 feet of 12" C.I. pipe plus 1 fire hydrant on S. W. Fern
Street for Mr. George Coleman.
d. Install 300 feet of 8" C.I. pipe plus 1 fire hydrant on 150th Avenue,
south of Bull Mountain Road, for Mr. R. A. Gray.
December:
a. Install 1200 feet of 8" C.I. pipe plus 1 fire hydrant on 95th Avenue,
south of Greenburg Road, and 350 feet of 6" C.I. pipe on Lewis Lane.
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ADMINISTRATOR'S REPORT (Continued),
January 1972:
a. Clean reservoirs and maintenance.
February 1972:
a. Install 12" C.I. main along Hunziker and Scoffins to Main Street,
including fire hydrant for Pollack Investment Company. (New bond construc-
tion program)
March 1972:
a. Install 12" C.I. along Katherine, between Tigard and Tiedeman Ave.
(New bond construction program)
b. Install 6" C. I. along Edgewood, adjacent to O'Mara Avenue. (Pipe
replacement program)
April 1972:
a. Install 12" C.I. along Walnut Avenue, between Tiedeman and 121st
""" Avenue. (New bond construction program)
May and June 1972:
a. Install 12" C.I. pipe along Durham Road, betwee 79th and 92nd
Avenues for School District 23J.
21. Work to be accomplished by private contractors, January - June 1972
a. Install pump station near Coe Manufacturing Company.
b. Install pump station at reservoir #2.
c. Drill crossings on Pacific Highway at Johnson, Walnut, and Park
Avenues for 12" C.I. pipe.
w�
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TIGARD WATER DISTRICT 5541 5. W. COMMERCIAL ST.
N
TIGARD, OREGON 97223
PHONE (503) L39-1554
Octeher 13, 1971
Savage, Carlson & Company
205 Harding Building Re: Report of Audit,
Oregon City, Oregon -97045 FY 1970-71
Gentlemen:
The subject report and your letter of August 12, 1971 are acknowledged.
Your consideration in submitting a separate letter to correct internal
operating pros ederes in the dl s( ri c t is appreciated. The hoard desires to
Implement the recommendntiona and negg,estlona contained in the reports .Is
boon f1 7 posul hie.
The supplemental comments on pages 22 to 24 of the FY 1970-71 Report of
Audit reflect minor discrepancies that occurred during the past fiscal year
which cannot be rectified by the board at this late date. Your recommends-
tions and suggestions will be incorporated into the accounting procedures of
future budgets and controls. The fact that the bookkeeper is involved in
record keeping and also has access to cash may not he resolved for a few
years. As the water district continues to grow additional clerical assistance
will be required at which time the bookkeeper will be divorced from cash
transactions.
The following paragraphs indicate the action taken in view of your
comments in the separate letter. It is believed that the measures taken
will correct the omissions and errors, and clarify policies of the board.
a. On October 12, 1971 at the regular meeting of the hoard, a motion
was passed adopting the FY 1971-72 budget, levying taxes, and appropriating
the expenditures.
b. Usable salvaged parts shall he added to the perpetual inventory
records.
c. Checks drawn for petty cash reimbursement will he drawn to "Tigard
Water District Petty Cash" and endorsed by the bookkeeper.
d. The $10 error in the Bond Construct'on Fund has been corrected.
e. All expenditures submitted to the board for approval are. double
checked by the bookkeeper and administrator to ensure that duplicate payments
are not made and to verify amounts.
a
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f. The matter of dellacating Lii,ir?es an developer's wirk orders wee
reviewed with the administraLor. or_cas:onr ` 'v, the estimated eoet for e Y _ _
is exceeded due to no fault of tither the developer er the water lietr{c ".
Examples could he; ( 1) encountering rock e: nnicksand upon excavation ( ,')
inclemeet weather; (3) inadequate or failu,.o of equipment; (4) trainees
performine work in lieu of journeymer, r_te, Addi. i.on,ally, it is difficult
on certair ;ohs to distinguish hetweee meintcnance and new constrnctien when
' problems eceur in connecting to existing mi,ins. it appears unrcrasenrhie, in
some ceses, to place all of the financial burden upon a developer in these
unusual situations. Accordinele, each case must be judged on its merits so
that injustices do not occur.
The administrator is given some latitude in making judgments whether the
work is charged to the developer as new construction or to the dis,rriet as
maintenance. However, the administrator is expected to consult wi`-h the field
foreman and to advise the board at a subsequent meeting of any unusual charges.
The "hard" copy of the work order is prepared by the field foreman as a
working copy and does not represent the district's official record for the pro-
ject. Errors, omissions, and material, labor, overhead costs, etc., are checked
and corrected by both the bookkeeper and administrator without reflection upon
the "hard" copy. The file copy in the district office contains the official
record.
• g. The board expects the administrator to adhere to the rules and regu-
lations regarding advance deposits for developer's projects, except in unusual
circumstances. In the coordination of work projects involving preparation of
plans, permits, easements, volume purchases, available district man-power, and
construction time, the administrator is, infrequently, confronted with a situa-
tion where considerable time and funds can be saved by proceeding expeditiously
without advance deposit. • These cases would be exceptions to the rule, and the
administrator has, been instructed to keep the board informed of such instances
at the next regular meeting.- The fact that the district can now utilize devel-
, oper's funds on deposit tb purchase material for that specific job should be of
considerable financial, assistance.
h. On October 12, 1971 af ,the regular meeting of the hoard, a motion was
passed to amend the rules and regulations to include the cost of $115 for 1"
meter installations if the copper services are installed at developer's expense.
1. At the-October 12, 1971 regular meeting, the board resolved to authorize
the use of "construction" water for a period not to exceed six (6) months.
j. In view of the many customer requests for adjustments in high water
bills due to undetected leaks, the board, on February 9, 1971 authorized the
k.: administrator, in legitimate cases, to discount 507 of that amount in excess
of the normal bill .far a similar period of time. For obvious reasons, this
authorization was not to he publicized.
}
lii
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Ir is hoped that the comments above will clarify the administrative
policies of the board and will assist you in future audits. 4c look forward
to you ,ery i c ink; our account next year.
Very truly yours,
TIGARD) WATER DISTRICT
i;larence F. Nicoii
Chairman
410
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I Tax Lot 1800 Existing Portion or Prometa ed site
I Map 2S 1 4B 29' Property .�, Tax Lot 4O for additional '
Line 1 1-million gallon
j , reservoir -
• 7 i
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ExistingProposed TIGARD WATER
1 i million I-million DISTRICT
gallon gallon
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