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12/11/1990 - Minutes TIGARD WATER DISTRICT 8777 S.W.BURNHAM ST. P.O.BOX 230000 TIGARD,OREGON 97223-9917 PHONE(503)639-1554 December 11, 1990 PRESENT: Board of Commissioners: Jon Kvistad, Chairman Walter Stronach, Secretary Audrey Castile, Treasurer Robert Bledsoe Denis Borman Staff: John P. Miller, Administrator Randy J. Volk, Superintendent Yvonne Turner, Secretary Visitors: Bob Wyffels, Tigard resident Clarence Nicoli, Tigard resident Richard Sattler, TWD employee The meeting was called to order by Chairman Kvistad at 7: 30 p.m. Robert Bledsoe moved that the board adopt his revised minutes which he had offered with whatever amendments that the other commissioners may deem appropriate. Motion was seconded by Walter Stronach. Mr. Bledsoe handed out copies of his revised minutes. (copy attached hereto) . -1- TWD Board of Commissioners Minutes December 11, 1990 Robert Bledsoe stated that there were changes in the original minutes (copy attached hereto) on pages 1, 3 and page 4 at the bottom. He stated that his motivation (for his revising the minutes) was the item on page 4 and that he did get a transcribed copy of that conversation following the executive session. Mr. Bledsoe noted that there was a motion made and seconded and noted written copies of the resolution. There was no motion to amend the original motion. The question was called for and the vote was unanimous. Mr. Bledsoe stated that the motion or resolution (attached to back of revised minutes) that had been prepared and passed out was adopted. Mr. Bledsoe said that he took the liberty of assigning a number 90-90 to the resolution. Mr. Bledsoe stated that the staff' s original version of the minutes stated that he (Bledsoe) had made a resolution after the motion to approve the minutes (of the last meeting) . Bledsoe said that he made no resolution. He stated that his request was the same as Audrey' s (Castile) request, pointing out errors that needed to be corrected. (This pertained to page 1) . Mr. Bledsoe noted that the minutes on page 3 contain a very sensitive political issue or concern and the way it is stated in the original minutes it sounds as if we (the board) are eager to buck the metro system and start developing as much as possible outside the district' s boundaries. This is not at all what Mr. Bledsoe intended to do or what he and the board concurred that the district should address. The chairman called for any questions or comments to the revised minutes as prepared by Mr. Bledsoe. There was none. The question was called for and passed unanimously. The chairman greeted the visitors. Motion was made and seconded to approve payment of vouchers. Mr. Bledsoe referred to GF 52-7410-30 (Equipment) and wondered how the monthly account for November could have a negative figure. He thought perhaps it should belong in the income account GF 40- 4600 (Sale of Equipment) . The administrator advised that he did not know why there was a negative figure but he would find out. -2- TWD Board of Commissioners Minutes December 11, 1990 (Note: Subsequent to the meeting, Bookkeeper Nancy Larson advised that the credit (negative) showing in the current monthly column for capital outlay (equipment) was for a credit memo dealing with a purchase in the previous month but the invoice for the credit was not received until November. ) Mr. Bledsoe asked about the payment of $135, 000 (Check #35879) to Ward-Henshaw (to construct the 1-MG reservoir) ; whether that completed payment. Administrator advised that that was a part of the retainage held on the contract to con- struct the reservoir which amounts to about 90% of total con- struction costs. Bledsoe asked if the reservoir would be built within budget amount ($615, 000) . Administrator stated that it would be and there are no extras. He noted that the only problem has been the weather which precludes the contractor from backfilling earth around the reservoir. Mr. Bledsoe questioned what work Sally Petersen performed to receive a check for $472. 53 (Check #35864) . Secretary Turner stated that Petersen who is a technical writer was working on the "Policy and Procedure" Manual. Question was called for. Motion carried unanimously. Motion was made by Denis Borman and seconded by Walter Stronach to implement Coopers & Lybrand recommendations. For the record, these recommendations as shown in the recent audit report are as follows: a. The district currently uses an informal system for the recording of employee labor and materials on individual work orders. As the district continues to expand its customer base and number of employees, Coopers & Lybrand (C&L) believes it is of increasing importance to formalize the district' s work order system. b. C&L recommends the district consider establishing a formal system to track actual labor hours worked and material used on individual projects. Alternately, a more practical approach for the district might be formally establish standard labor hours and material use by type of work performed. Additionally, as the district' s work order system is complex, C&L believes the entire system should be documented in a procedure manual to protect against unexpected employee resigna- tion or illness. -3- • TWD Board of Commissioners Minutes December 11, 1990 c. As a direct result of the district's growth, the district' s financial accounting work has expanded in scope and volume. Currently, the district has only one employee who understands the accounting system and daily accounting tasks. C&L recommends the district provide cross training in accounting functions to other district employees, so as to provide backup accounting personnel to assist the bookkeeper during times of high work load and in case of illness. The Administrator, in his monthly report, described the corrective actions which have or will be taken in accordance with the recommendations. The motion was amended to mean the resolution as prepared by Attorney Derryck Dittman. (See complete resolution on next page) . The date to report back to the board was established to be the date of the board meeting in March 1991. Question was called for to approve the amended motion. Motion carried unanimously. Motion was made by Robert Bledsoe and seconded by Denis Borman to adopt the resolution prepared by the attorney (Dittman) pertaining to the seven-step employee pay schedule. (See attached resolution on succeeding pages) . Walter Stronach noted that a resolution to this effect had already been passed and that the board had asked (the attorney) for clarification only. Robert Bledsoe stated that slight changes had been made (in the previous resolution) . Administrator stated that the attorney had advised that the previous two resolutions in this matter could be con- sidered "tentative" and this last one as the actual resolution. Walter Stronach stated that the board was getting off track by eliminating any public input by passing more than one resolution on one issue. He felt the district should consummate the total resolution before making any final adoption and that he would abstain from voting on passing any resolutions that have already been passed. Audrey Castile and Jon Kvistad felt that the pre- vious resolutions were tentative and the actions incomplete because the issues had to go before the employees for discussion. Walter Stronach stated that the board could not put the onus on employees for board decisions. Denis Borman stated that this body, historically, has never had any problem with duplication -4-