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09/10/1991 - Minutes TIGARD WATER DISTRICT 8777 S.W. BURNHAM ST. P.O. BOX 230000 September 10, 1991 TIGARD,OREGON 97223-9917 PHONE(503)639-1554 Minutes of Regular Meeting TIGARD WATER DISTRICT BOARD OF COMMISSIONERS PRESENT: Board of Commissioners: Audrey Castile, Chair Jon Kvistad, Secretary Denis Borman, Treasurer Clarence Nicoli Sydney Sherwood Staff: John Miller, Administrator Randy Volk, Superintendent Lorry Christian, Administrative Assistant Visitors: Mike Miller, TWD employee Bonnie & Don Turner, TWD employee and spouse Bob Wyffels, TWD Budget Committee Andrew Spiak, Board member of Harmony House, Inc. The meeting was called to order by Chair Castile at 7:33 P.M. 1 . Resolution to approve minutes of the August 13 regular Board Meeting. A motion was made by Commissioner Jon Kvistad and seconded by Commissioner Denis Borman to approve the minutes of the August 13 regular Board Meeting. Discussion was called for. There was no discussion. A voice vote was called for. The resolution passed unanimously. 9/10/91 Regular Meeting, Board of Commissioners, pg.2 2. Resolution to approve the payment of vouchers. Motion was made by Commissioner Jon Kvistad and seconded by Commissioner Sydney Sherwood to approve the payment of vouchers. Discussion was called for. Commissioner Kvistad asked about Aratex Services. Administrator John Miller said that is the business that provides laundry service and rugs. Commissioner Kvistad asked if the payment for Chemlawn Services was quarterly or yearly. Administrator Miller said that was a quarterly payment. Commissioner Kvistad asked about the payment to Independent Cleaning. Administrator Miller said this was the charge for monthly janitorial service. Chair Castile asked if we had a cellular phone now. Administrator Miller said yes, we've had one for over a year. Chair Castile asked about the payment to Benge Construction. Administrator Miller said that was the payment for the last of the work on SW Greenburg Road. Commissioner Kvistad asked about the $1 ,000 payment to Coopers & Lybrand. Administrator Miller said this is part of the audit fee of approximately $11,000. Commissioner Kvistad asked about the payment to Marshall Associated. Administrator Miller said this is part of the construction project on SW McDonald Street. Chair Castile asked about Cotter Charge Card. Administrator Miller said that is a charge card for a local Tru-Value store where we occasionally buy things. Chair Castile asked if there was any other discussion. Hearing none, a vote was called. The motion passed unanimously. 3. Visitors Chair Castile welcomed the visitors to the meeting, and asked them to introduce themselves. 4. Resolution to accept apparent low bid for the purchase of a 1992 GMC Safari van, two wheel drive or equal, subject to review by the Staff. (Resolution 13-91). Bids were opened and read. Bids were received from D.S.U., Russ Chevrolet, and Carr Chevrolet. The apparent low bidder was Carr Chevrolet, for a Chevrolet Astro with a bid of $14,864.00. A motion was made by Commissioner Kvistad and seconded by Commissioner Borman to approve Resolution 13-91. Discussion was called for. There was a brief 9/10/91 Regular Meeting, Board of Commissioners, pg.3 discussion about details on one of the bids. A voice vote was called. Resolution 13-91 passed unanimously. 5. Resolution to accept the apparent low bid for the purchase of a 1992 Chevrolet Silverado, 3/4-ton pickup truck, two wheel drive or equal, subject to review by the staff. (Resolution 14-91) Bids were opened and read. Bids were received from D.S.U., Russ Chevrolet, and Carr Chevrolet. The apparent low bidder was Carr Chevrolet with a bid of $16,742.00. A motion was made by Commissioner Kvistad and seconded by Commissioner Borman to approve Resolution 14- 91. Discussion was called for. Hearing no discussion, a voice vote was called. Resolution 14-91 passed unanimously. 6. Resolution to approve computer consulting fees. (Resolution 15-91) Chair Castile referred everyone to the attachment from Coopers & Lybrand. Commissioner Kvistad said he wanted to refer this item back to Administrator Miller to put this out for competitive bids so as to have comparative figures. The other commissioners agreed. 7. Resolution to approve use of Richard M. Brown Auditorium. (Resolution 16-91) Chair Castile referred everyone to the chart of information included in the agenda about guidelines for public use rooms used by other public agencies. This information was prepared by Administrator Miller and includes information about location, weekend use, fees, hours available, activities, and restrictions. Chair Castile complimented Administrator Miller on the information. Chair Castile said that the newspaper articles brought several comments from the public to her that were supportive of the auditorium, having it available for community use, and wondering why it hadn't been available for weekend use. Chair Castile said she didn't sense any hostility with any of the feedback to her. Commissioners Kvistad and Sherwood said they had received similar input. A discussion followed. Commissioner Nicoli asked if weekend use meant that a janitor would be paid to be on the premises during the time of the gathering. Commissioner Sherwood said no--we don't now during 9/10/91 Regular Meeting, Board of Commissioners, pg.4 • weekdays. Chair Castile read the proposed resolution, and the discussion continued. A motion was made by Commissioner Sherwood and seconded by Commissioner Kvistad to approve Resolution 16-91 with the following amendments: • #3 - delete • #4 - delete • add - new #4. "Allow food to be served in the auditorium with proof of liability insurance or a deposit (deposit to be returned if facility is left in proper order); deposit wilt be set by the TWD Superintendent or Administrator; and type of food and beverage served to be at the discretion of TWD Superintendent or Administrator." A voice vote was called. Resolution 16-91 passed unanimously. 8. Chair's Comments Chair Castile had no comments. 9. Commissioners' Comments. Chair Castile asked if there were any Commissioners' comments. None were made. 10. Administrator's Report. Administrator Miller reported: A. Russ Joki, Superintendent of the Tigard-Tualatin School District contacted him recently about renting our site,, or a portion of the facility, located at 10490 SW Canterbury Lane (TWD old shop) as a storage area for 10 mini-buses and other equipment. The City of Tigard has given assurances that this request will not violate any land use laws or cause TWD to lose any rights to the use of this property. Administrator Miller asked the Commissioners for their approval to negotiate a rental rate. Included in the agreement would be use of some of the asphalt area, and 2 of the 4 bays. There was a brief discussion. Chair Castile made a motion, and it was seconded by Commissioner Kvistad, that Administrator Miller be given permission to proceed with a lease agreement for this property as soon as all of the necessary details 9110/91 Regular Meeting, Board of Commissioners, pg.5 have been resolved, subject to the approval of Chair Castile. Discussion was called for. Hearing none, a vote was called. The motion passed unanimously. 8. Other Business Chair Castile asked for other business. Commissioner Kvistad said he had four items. A. On Thursday, September 12, TWD Board of Commissioners will be asked to fund a portion of a study being done by the Regional Governance Committee. The Commissioners need to determine whether or not they want to fund it, and the amount of funding. The Regional Governance Committee will be making recommendations to METRO for input or changes to METRO's new charter, to watch out for the interests of special districts, cities, and other local public agencies in Washington County. We have been asked to participate financially as well as having Chair Castile serve as a representative. The initial funding assessment is a specific rate per the number of individuals served within our District. The assessment for our participation comes to approximately $3,000.00. Commissioner Kvistad said it's a good organization for us to participate in. There were questions and a discussion about how the assessment rate was developed, and the issue of double assessment for some (those individuals who are covered by services from several different agencies, i.e., the City of Tigard, United Sewace Agency, and Tigard Water District). Commissioner Kvistad said TWD should participate, but limit the funding. Commissioner Borman said he would like to learn more about the benefits of TWD participating in the Regional Governance Committee. Chair Castile said METRO has been legislated by the State of Oregon to write a new charter. METRO will be a governing body that can tax. This will directly affect us. The Regional Governance Committee will represent cities, counties and other special districts in voicing opinions in a positive manner in constructing a charter to protect rights of small special districts and cities to keep a community focus on important issues. The discussion continued. Commissioner Kvistad said the monies would be used to develop issue papers. The issue papers will help the METRO charter committee insure that the rights and needs of small community groups will be considered. This would reinforce that we believe that local communities are best served by local government. 9/10/91 Regular Meeting, Board of Commissioners, pg.6 A motion was made by Commissioner Kvistad and seconded by Commissioner Sherwood that an amount of money up to $1,000.00 be approved as the Tigard Water District's portion of funding for the study by the Regional Governance Committee. Discussion was called for. Hearing none, a vote was called. The motion passed unanimously. B. Regarding the area along 1-5, now being served by Tigard Water District, that is now part of the Tualatin Valley Water District (the old Metzger Water District), Commissioner Kvistad asked Administrator Miller to prepare for the next Board meeting information for discussion or action about whether it can be made part of Tigard Water District or discontinue service to that area. Administrator Miller said we have a contract for this service. This is an industrial area roughly south of SW Hunziker along SW 72nd to Carmen Drive. He said Tigard Water District receives the revenue from the meters, and Tualatin Valley Water District receives the revenue from the taxes. Commissioner Nicoll said the reason that situation exists is because Metzger Water District can't furnish enough water flow for fire services. Commissioner Kvistad said he wants to surface the issue so that businesses in that area can make decisions. Administrator Miller said that several years ago those people in the 72nd Avenue area were invited to petition the Boundary Commission to remove themselves from the Metzger Water District and unite with the Tigard Water District. If they united with Tigard Water District, they would still be responsible for their part of the approximately $5 million dollar bond indebtedness still outstanding for Metzger Water District. It was decided that it was unfair for them to become responsible for the bond indebtedness of both Tigard Water District, and Metzger Water District, in addition to paying retail rates for water to us. Commissioner Kvistad said he would still like this to be added as a discussion or an action item at the next Board meeting. C. Commissioner Kvistad said he would like to have a copy of the minutes from the previous meeting included in the agenda packet, or have additional copies of the minutes from the previous meeting available at each Board meeting. 9110191 Regular Meeting, Board of Commissioners, pg.7 D. Commissioner Kvistad said the Tigard Water District Newsletter was a very nice mailing--very well written. 9. Other Business Chair Castile said she is scheduled to have lunch with Lake Oswego Mayor Alice Schlenker on Thursday, to talk about a future agreement between the City of Lake Oswego and Tigard Water District. Commissioner Nicoll asked the visitors if they had any comments. Visitor Andrew Spiak thanked the Board for paying attention to the community in reconsidering use of the Richard M. Brown Auditorium. Adjournment. A motion was made by Commissioner Kvistad and seconded by Commissioner Borman to adjourn the meeting. Chair Castile adjourned the regular meeting at 8:27 p.m.