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07/09/1991 - Minutes 6 TIGARD WATER DISTRICT 8777 S.W.BURNHAM ST. P.O. BOX 230000 July 9, 1991 TIGARD,OREGON 97223-9917 PHONE(503)639-1554 TIGARD WATER DISTRICT BOARD OF COMMISSIONERS Minutes of Regular Meeting PRESENT: Board of Commissioners: Jon Kvistad, Chairman Audrey Castile, Treasurer Sydney Sherwood Clarence Nicoli, Commissioner-elect ABSENT: Denis Borman Staff: John Miller, Administrator Randy Volk, Superintendent Lorry Christian, Administrative Assistant Visitors: Rusty Thomas, TWD employee Rich Sattler, TWD employee Bob Wyffels, Budget Committee The meeting was called to order by Chairman Kvistad at 7:33 P.M. 1. Administer oath of office to newly elected Commissioners Castile and Nicoll Chairman Kvistad administered the oath of office to the newly elected Commissioners Audrey Castile and Clarence Nicoll, effective immediately. 2. Election of officers for the Board of Commissioners for fiscal year 1991-92. Motion was made by Commissioner Castile and seconded by Commissioner Sydney Sherwood to move this item to the end of the 7/9/91 Regular Meeting, Board of Commissioners, pg.2 agenda. Chairman Kvistad asked if that was all right with everyone. Everyone agreed, so the election of officers was moved to the end of the agenda. 3. Resolution to approve minutes of the June 11 regular Board Meeting. A motion was made by Commissioner Castile and seconded by Commissioner Sherwood to approve the minutes of the June 11 regular Board Meeting. Questions were called for. There no questions or comments. A voice vote was called for. The resolution passed unanimously. 4. Chairman Kvistad welcomed the visitors to the meeting. 5. Resolution to approve the payment of vouchers. Motion was made by Commissioner Castile and seconded by Commissioner Nicoll to approve the payment of vouchers. Discussion was called for. Chairman Kvistad asked if the payment to the City of Portland was the same as Portland Water Bureau. Administrator John Miller said yes. Questions were called for. Hearing none, a voice vote was called for. Motion passed unanimously. 6. Administrator's Report. Administrator Miller reported: a. Administrator Miller referred the Commissioners' attention to the financial report, to the $2 million in cash on hand, less $150,000 in inventory. This is a first for the Tigard Water District, and water rates haven't been increased since 1983. This is an outstanding accomplishment. b. Administrator Miller attended a meeting on Monday put on by the Special Districts Association of Oregon. Burton Weast, SDAO Legislative Director gave the following information about bills brought to the Legislature: 4,000+ bills introduced; of those, 1,400 pertained to 719/91 Regular Meeting, Board of Commissioners, p9.3 water; of those, about 4 concerning water were passed by both Houses of the State Legislature. Many of these bills don't impact us directly, except for annexation issues. Because of Measure 5, we don't want to annex raw ground any longer. The reason is that when raw ground is annexed, the tax base is established at the value of raw ground, even though houses will be added and the value increased later. In the future, if we were to annex raw ground, we would want an agreement that we would provide water service,_ and within 10 years, we would annex the property with the tax base at the higher value. Administrator Miller predicts that the volume of annexations won't be as high as it has been in the past. c. Administrator Miller said that SDAO also asks for volunteers from elected officials to be a board member of SDAO, to attend monthly meeting in Salem. Chairman Kvistad asked Administrator Miller for a status report on the work on High Tor. Administrator Miller said it is essentially finished. Still to be completed are: replacing the driveway apron; and repair of a damaged curb area. We are holding a $23,000 final payment to the contractor, so he expects that by Friday or Monday the work should be 100% complete. Administrator Miller said the Greenburg Road work is almost completed. With a few days more of dry weather, the work is expected to be completed--hopefully by about July 19. Administrator Miller said work on SW McDonald is progressing well- it is about 30%-40% complete. Commissioner Castile asked about the "Work to be accomplished" report, referring to TWD relocating existing facilities that "are in conflict" with the City of Tigard. Commissioner Castile asked for clarification of the "conflict". Administrative Miller said that whenever the City's contractor suggests a change, for example, a 4 foot cut in some of the hilly areas, by law, since our water pipes are in the City's right-of- way, we must lower or move our water pipes to accommodate the City, and do it at the expense of Tigard Water District. Commissioner Castile clarified that the City of Tigard won't bear any responsibility for the cost of the re-engineering changes. Administrator Miller confirmed that the law is on their side. 7/9/91 Regular Meeting, Board of Commissioners, pg.4 7. Other Business a. Chairman Kvistad mentioned the letter of resignation received from Dennis Ashley, Cascade Employers Association, thanking us for the opportunity to work with us. b. Chairman Kvistad mentioned the water conservation brochure prepared by the City of Portland which TWD distributed to our customers. In addition to the positive letter from a TWD customer (attached to agenda), Chairman Kvistad said he has received other positive feedback directly. c. Chairman Kvistad mentioned the article and editorial in the Valley Times about the study regarding TWD water system becoming part of the City of Tigard. He said he thinks both articles are positive. Administrator Miller said there are 4 consulting firms submitting bids to do the study. Administrator Miller said the first phase of the study will be routine, based on information that is well known. He said the second phase of the study will determine if the system can be split apart, with the City of Tigard attempting to supply water to everyone. That's when the real choice will come. Chairman Kvistad asked about the timeline for completion. Administrator Miller said they would like to have the second phase completed before June 30, 1992. He said he read in one of the documents that the City wanted to have phase one completed by October 1991. Chairman Kvistad said he had heard comments to the effect of suggesting waiting for consolidation until the City has annexed all of the property included in the Tigard Water District boundaries. Chairman Kvistad said that we can continue to be alert to the directions being taken by the City, and be as helpful as possible within certain constraints. d. Chairman Kvistad made the motion to withdraw the administrator's evaluation, normally scheduled for June, since the Board already has the report from Cascade Employers Association and the IDAK management review is in process. Commissioner Nicoll seconded the motion. Discussion was called for. Hearing none, a voice vote was called for. Motion passed unanimously. 719/91 Regular Meeting, Board of Commissioners, pg.5 e. Commissioner Castile said that, because Cascade Employers Association has resigned from the management review study, the Board of Commissioners has hired John Bradley, IDAK, to follow up. To review, the Commissioners interviewed several facilitators, and determined that IDAK would best meet the objectives. One objective was to pick up where Cascade's report stopped-- to take the raw data (gathered by Dennis Ashley) and put it into summary form that can be used as a tool. Another objective was to prepare something that could be made public to employees. Chairman Kvistad said that all of the raw data has been given to John Bradley of IDAK, and the Commissioners have a lot of confidence in him, and expect positive things to come out of his work. Superintendent Randy Volk asked if employees would be interviewed again. Chairman Kvistad said no, he thinks IDAK prepares educational evaluations to plan educational programs, working with the management team. Commissioner Castile discussed the process and repeated that Bradley would be working with the management team. Chairman Kvistad said that after the other proposals had been received and the decision made to select IDAK, he received a proposal from Stan Groth & Associates. The proposal is available for other Commissioners to look at if they wish. Visitor/TWD employee Rich Sattler asked what the timeframe is for completion of the personnel study. Commissioner Sherwood said by the next Board meeting, they expect a summary of the raw data from the first report. Bradley will summarize the raw data, finalize the educational part of it, and define the direction of the next step. Sattler said that employees have been curious about the information from the employee interviews. Commissioner Castile said the Commissioners have been very sensitive about that. Commissioners have reminded each other about the need to give feedback to employees--recognizing that interpretation of this information isn't their expertise, and they didn't want to present anything that was biased or false information. Commissioner Castile said they hope to finish the report by September. Commissioner Sherwood said it will take until September because of Bradley's vacation schedule. f. Chairman Kvistad asked for other business. Administrator Miller asked that he be able to meet with the Board in executive session to discuss the letter he wrote to them. Chairman Kvistad asked if there 719/91 Regular Meeting, Board of Commissioners, pg.6 was agreement. Everyone agreed that following the Board meeting Commissioners will go into executive session with Administrator Miller. 8. Election of Officers for the Board of Commissioners for Fiscal year 1991-92. Chairman: Jon Kvistad nominated Audrey Castile, and Clarence Nicoll seconded the nomination. There were no other nominations. A voice vote was called for. Motion passed unanimously. Commissioner Denis Borman is absent, but left a proxy ballot with Commissioner Kvistad before leaving. He voted for Audrey Castile as well. Treasurer: Sydney Sherwood nominated Denis Borman, and Jon Kvistad seconded the nomination. There were no other nominations. A vote was called for. Motion passed unanimously. Secretary_: Jon Kvistad nominated Sydney Sherwood, and Clarence Nicoll seconded the nomination. Audrey Castile nominated Jon Kvistad, and Sydney Sherwood seconded the nomination. There were no other nominations. A vote was called for Sydney Sherwood. Commissioners Aye NJ Abstain Audrey Castile Jon Kvistad X Clarence Nicoll X Sydney Sherwood A vote was called for Jon Kvistad. Commissioners Aye No Abstain Audrey Castile X Jon Kvistad Clarence Nicoli Sydney Sherwood X Sydney Sherwood said she would like to withdraw from being Board secretary. 7/9/91 Regular Meeting, Board of Commissioners, pg.7 Another vote was called for the position of Secretary. Commissioners Ave Ng Abstain Audrey Castile X Jon Kvistad X Clarence Nicoll X Sydney Sherwood X Nomination passed by a vote of 3 ayes and 1 abstention. Jon Kvistad then said he would be happy to be Board secretary. Officers for FY1991-92 for the Board of Commissioners are: Chairperson - Audrey Castile Secretary - Jon Kvistad Treasurer - Denis Borman Adjournment. The regular meeting was adjourned at 8:01 p.m. At 8:15 p.m. the Board of Commissioners moved into executive session. At 8:55 p.m., the Commissioners reconvened the regular meeting. Hearing that there was no other business, Chairman Kvistad adjourned the meeting at 8:55 p.m.