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04/09/1991 - Minutes TIGARD WATER DISTRICT 8777 S.W. BURNHAM ST. April 9, 1991 P.O. BOX 230000 TIGARD WATER DISTRICT TIGARD,OREGON 97223-9917 PHONE(503)639-1554 BOARD OF COMMISSIONERS REGULAR MEETING PRESENT: Board of Commissioners: Jon Kvistad, Chairman Bob Bledsoe Denis Borman Audrey Castile, Treasurer Walter Stronach, Secretary Staff: Randy Volk, Superintendent Lorry Christian, Administrative Assistant Visitors: Sydney Hieb, future commissioner Clarence Nicoli, future commissioner Bonnie Turner, TWD employee Don Turner, Bonnie's spouse Bob Wyffels, Budget Committee Member Mike Miller, TWD employee Rich Sattler, TWD employee The meeting was called to order by Chairman Kvistad at 7:30 p.m. 1 . Chairman Kvistad acknowledged and welcomed the visitors to the meeting. 2. Motion was made and seconded to approve the minutes of the last meeting. Chairman Kvistad said there was a request from TWD employee Bonnie Turner to amend the minutes of the March 12, 1991 meeting. There was a discussion and clarification about the grievance procedure on page 29 of the Employee Handbook. A motion was made and seconded to amend the motion to approve the March 12 meeting minutes by appending or adding Bonnie's memo to the minutes of the March 12 meeting. 4/9/91 Board of Commissioners Regular Meeting, page 2 Discussion was called for. Questions were called for. Motion carried unanimously. Chairman Kvistad asked for a motion to accept the minutes of the March 12 meeting as amended. Motion was made and seconded. Questions were called for. Motion carried unanimously. 3. Resolution to approve the payment of vouchers. Motion was made by Audrey Castile and seconded by hand motion to approve payment of vouchers. Discussion was called for. There was no discussion. Questions were called for. Motioncarried unanimously. 4.10D,DO0.DO _GN CnQfSt(µhiscr 4. Resolution to transfer>Ads from Operating Contingency to Material and Services (water costs). Motion was made by Walt Stronach to transfer funds from the Operating Contingency to Material and Services. Audrey Castile seconded the motion. Discussion was called for. Chairman Kvistad asked Superintendent Randy Volk to review the information. Randy Volk referred to the *Revised 1990-91 Budget, Expenditures: Material & Services, Water Costs, General Fund. The 1990- 91 Budget showed an ending balance of $877,500 (as of June 30, 1991). The estimated actual ending balance, as of June 30, 1991, is going to be $1 ,055,200. With the transfer of the $200,000 from the Contingency Fund to the line item Material & Services, Water Costs, General Fund, the ending balance will be $1,077,500, and will keep us within the Budget. Questions were called for. There were no questions. A voice vote was called. The motion carried unanimously. 5. Resolution to approve Capital Improvement Plan for the next five (5) years, utilizing System Development Charges. Motion was made by Bob Bledsoe to table the resolution. There was no second. 4/9/91 Board of Commissioners Regular Meeting, page 3 Motion was made by Audrey Castile to approve the Capital Improvement Plan. The motion was seconded by Walt Stronach. Discussion was called for. Bob Bledsoe said that the plan presented is not actually a plan. It does contain items with estimates, but does not contain a comprehensive list of all the projects which might be funded with System Development money. A plan should state the what, why, and other options considered. The plan should show all projects being considered. Chairman Kvistad clarified that Bob Bledsoe was not disputing the actual project, he was disputing that there wasn't written documentation stating the reasoning to support the plan. Walt Stronach and Audrey Castile voiced their agreement. Audrey Castile said there was money available for hiring an outside agency to help conduct a study from which to prepare a plan, so as to not make an added burden on the Administrator. Bob Bledsoe clarified that he was not objecting to the project, but rather to the process. Walt Stronach said that under the System Development Charge, the state requires documentation proving that the funding is for an actual system development and not a repair or replacement. Randy Volk suggested that more detail could be added to make this a more comprehensive study. Voice vote was called for. There were no yes votes. Motion failed unanimously. Bob Bledsoe made the motion that the Administrator, with the aid of a consultant, if he wishes, prepare a Capital Improvement Plan for the next five years, with substantiation, reasoning and options considered,. meeting the state requirements, keeping in mind the projects offered in the present plan. Audrey Castile seconded the motion. Discussion was called for. Randy Volk said he believed work on this would begin as soon as possible, because the necessary work needs to begin. Voice vote was called for. Motion passed unanimously. 6. Resolution to approve restated Pension Plan (2-91). A motion was made by Audrey Castile to approve Resolution 2-91. Denis Borman seconded the motion. Discussion was called for. Bob Bledsoe said that this had been reviewed at the last meeting, and asked if any input had been received. Administrative Assistant Lorry Christian said information had been presented at an employee meeting on March 15, 4/9/91 Board of Commissioners Regular Meeting, page 4 and no input had been received. Randy Volk also said that notices to interested parties had also been posted on the two employee bulletin boards. Voice vote was called for. Motion passed unanimously. 7. Resolution to appoint administrator for Restated Pension Plan (3-91). A motion was made by Denis Borman and seconded by Audrey Castile to appoint Tigard Water District Administrator, John Miller, as administrator of the Pension Plan. Discussion was called for. Voice vote was called for. Bob Bledsoe abstained from the vote. Resolution passed. 8. Resolution to appoint trustees of the Restated Pension Plan (4-91 ). A motion was made by Audrey Castile, and seconded by Walt Stronach, to appoint as trustees, Tigard Water District Administrator, John Miller, and Commissioner Denis Borman. Discussion was called for. There was no discussion. Voice vote was called for. Bob Bledsoe abstained from the vote. Resolution passed. 9. Resolution to approve Restated Deferred Compensation Plan (5-91). A motion was made by Audrey Castile, and seconded by Walt Stronach to approve the Restated Deferred Compensation Plan. Discussion was called for. There was no discussion. Voice vote was called for. Resolution passed unanimously. 10. Administrator's Report. Superintendent Randy Volk referred to the enclosed memo stating the results of the Employees Negotiating Committee. He said he thought the matter hadn't been settled. He asked if the Board was going to approve it tonight. Walt Stronach said he didn't want to approve it. He said the results stated in the memo had been discussed, but thought they hadn't come to any conclusions. Audrey Castile said she reviewed her notes, and 4/9/91 Board of Commissioners Regular Meeting, page 5 the results in the memo reflect exactly the consensus agreement, although it had not been formally accepted by the whole Board. Bob Bledsoe asked that this item be moved to the end of the Administrator's Report, and reviewed later. Randy Volk referred to the letter from Pat Reilly, City Administrator for the City of Tigard, sent to the Boundary Review Commission, dated the day after the city council meeting where the City of Tigard decided to do nothing about the merger between Wolf Creek Highway and Metzger Water Districts. TWD employee Ed Wyant is the only one from the District who attended the meeting of the Boundary Review Commission. Ed said at the meeting, he had been asked why no one else attended the meeting--the thought being that Tigard Water District was the one who could stop the merger. Randy went on to say that the paper (Friday Oregonian) article said, "Nobody spoke in opposition of the merger" -that everyone who spoke talked about what would happen after the merger. Randy said after a meeting of water purveyors at the TWD Operations Center, Mike Walker, Wolf Creek Highway Water District, said he was upset by comments made by people from TWD. Randy told Mike he was sorry he felt that way, but TWD people had concerns about the merger. Randy continued that the thinking was that the merger was a "done deal", because it was stated that commissioners for the to-be-merged water districts were selected before the Boundary Commission meeting to approve the merger. Chairman Kvistad said that, after participating in many discussions with people in the community and members of the Boundary Commission, and sending the 6-page letter, his attendance at the meeting would not have changed the outcome, and may have made more enemies than done any good. So, he chose to not attend, but let his testimony speak for itself. Walt Stronach said he thinks we need to become more aggressive about issues we oppose. He said he thought the letter should have been followed up with attendance at the meeting. There was a discussion regarding the City of Tigard's intent to begin looking into incorporating Tigard Water District into the City. Jon 4/9/91 Board of Commissioners Regular Meeting, page 6 Kvistad said that when we hear of something specific, then we can handle it as an agenda item. Going back to the Results of the Negotiating Committee, Walt Stronach said he didn't remember there being an agreement about one of the items in the memo. Audrey Castile said that at this point, the Board can only clarify--the Board had already discussed and approved the changes. The action tonight is to only formalize the approval. Bob Bledsoe agreed that the Board did discuss this at another Board meeting, and these were the words chosen at that time. Walt Stronach acknowledged and withdrew his comments. Motion was made by Denis Borman to formally accept the changes to the Employee Handbook know as the Results from the Employee Negotiation Committee. Bob Bledsoe seconded the motion. Discussion was called for. Voice vote was called for. Walt Stronach voted no. Motion carried. Randy Volk talked about attending a meeting of the water purveyors, (approximately 33 representatives from the tri-county area) held recently at the TWD Operations Center. He said the chairman of the committee strongly urges conservation over construction, saying organizations they poll, say before they spend any money for construction, they want conservation. Randy continued by saying the chairman also predicted that within a couple of years there will be a demand for information on water usage broken out by commercial, residential, and possibly rates based on a step-program. Randy made comments about other predictions from the meeting. Jon Kvistad suggested that be added as an agenda item for a future meeting. 11 . Other Business. Chairman Kvistad said he received a letter today from Bonnie Turner requesting that the Board discuss an employee grievance at this meeting. Jon Kvistad contacted legal council Derryck Dittman asking what the procedure would be. He was told that there was a requirement for a full 24-hour notification, and so the grievance couldn't be heard. Bonnie Turner had also requested in the letter that the meeting be an open session (allowed at the discretion of the employee). As a result, meeting 4/9/91 Board of Commissioners Regular Meeting, page 7 notices will be changed to reflect that the meeting will be open to the public and employees can attend. Randy Volk asked the question, "Are you giving my staff permission to attend?", and Bob Bledsoe and Jon Kvistad said yes, they could do that. Bob Bledsoe asked if notices could be posted on employee bulletin boards, and Lorry Christian said notices have been posted on the bulletin boards in the field crew lunch room and the office staff coffee room. Chairman Kvistad adjourned the meeting at 8:32 p.m.