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02/13/1990 - Minutes TIGARD WATER DISTRICT 8777 S.W. BURNHAM ST. P.O. BOX 230000 TIGARD,OREGON 97223-9917 PHONE(503)639-1554 February 13, 1990 PRESENT: Board of Commissioners: Denis Borman, Chairman (Absent) Audrey Castile, Secretary (Acting Chairperson) Jon Kvistad, Treasurer Walt Stronach Robert Bledsoe Staff: John P. Miller, Administrator Randy Volk, Superintendent Yvonne Turner, Secretary Visitors: Robert Wyffels, Tigard Resident (Arrived at 7:44 p.m.) The meeting was called to order by the acting Chairperson, Audrey Castile at 7:35 p.m. Motion was made and seconded to approve the minutes of the last meeting , as written. Motion carried unanimously. Motion was made to approve payment of vouchers. Audrey Castile asked about the payment to Economic and Engineering, Inc. John Miller explained it is for the Gil Meigs study. Vote to approve payments passed unanimously. The next item on the agenda was the appointment of the Budget Officer for FY 1990-91. John Miller was nominated. It was moved and seconded to appoint John Miller as Budget Officer for FY 1990-91. Jon Kvistad asked to have the process explained. 'Join Miller explained. Vote was taken, and passed unanimously. Acting Chairperson, Mrs. Castile, asked about the next item, the appointment of the Budget Committee. It was explained that four of the people are holdovers and one new individual needs to be appointed or the Board can reappoint Mr. Bruce Clark. Discussion ensued. Bruce Clark was nominated and seconded by Jon Kvistad. A vote was taken and passed unanimously. The Chairperson asked the Administrator to give the FY 1990-91 Budget Preview. Mr. Miller gave the presentation. General discussion ensued. The date of the Budget Committee meeting is scheduled for April 10, 1990. The time is set for 6:30 p.m. The regular meeting will begin at 7:30 p.m. Audrey Castile asked the members if the next item on the agenda, number 8, the Employee Handbook, can be set aside to the last item to be discussed. The members concurred. In Other Business, John Miller described a letter from the City of Portland stating that our cost for water will be 86.4 cents instead of .92 cents for the next year. Also we are still looking at the 1.5 acres on 150th, a reservoir site. In addition, he has contacted a consultant and had a meeting regarding a study of Wages and Benefits for next year. The Board wishes to have flowers sent in remembrance of John Miller's brother. Audrey Castile and the Executive Secretary will take care of this. Comments were than made regarding alleged premature disclosure of the water study. Consensus of the Board is that any discussion of water business should come to the Board first. The Chairperson asked about how the water district complies with state laws regarding contracting versus in house construction. The Administrator explained how it is done and specifically how the Bonita Road project was handled. The Board further asked if Mr. Miller could have our lawyer look into the law and Tigard Water District practice. Mr. Miller said he would. Audrey Castile stated that she would like to see Tigard Water District hire a female for the field. Mr. Miller said that Mr. Volk had already looked into it and will probably have someone here for summer work. Jon Kvistad said he would like to have in writing the procedure that the Board should follow so that they can be sure that it is complying with all the rules and regulations. He was also concerned about liabilities, and anyone who is doing contractual studies and projects for the district not to discuss nor sell to any one else the work done for the district. He wants contractors of such studies not to discuss projects in such a way as to inform building contractors prematurely of possible bid opportunities. He also was concerned that district employees not sell to anyone else, work such as the Employee Handbook, for personal gain. He asked that the lawyer write a letter to cover this situation. The Board concurred. The next subject was the letter to the Board from the Board of Commissioners of Metzger Water District, and that they would like to have a joint meeting to discuss many water issues pertaining to both districts. The Board decided to invite Metzger Water District here to our facilities. Motion was made and seconded to pursue the meeting. Vote was taken and passed unanimously. The date of March 5th or 6th, 1990, Monday or Tuesday at 7:00p.m. The annexation of the City of Durham to Tualatin was discussed. Mr. Stronach said that the issues at this time is between the two cities and perhaps the City of Tigard and not the Tigard Water District. The Board suggested that our Administrator talk to the City of Tigard and see if they are aware of this issue. The Chairperson suggested that the next item, the Employee Handbook, could be a lengthy item and would like to postpone this until next Board meeting on March 13, 1990. There was a short discussion on succession and then the subject of one item of the Employee Handbook was brought up by Jon Kvistad. Discussion ensued. Mr. Stronach made a motion to table the discussion on the Employee Handbook until next board meeting. Audrey Castile seconded. Vote was taken and Mr. Stronach and Audrey Castile voted yes and Mr. Bledsoe and Mr. Kvistad were silent. The Chairperson declared the vote unanimous. The Board went into Executive Session at 9:44 p.m. to discuss Wages and Benefits. The Secretary was advised by the Administrator that the Executive Session adjourned at 10:13 p.m., and the Regular Meeting reconvened at 10:14 p.m. and adjourned at 10:14 p.m.