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10/08/1991 - Minutes 4 • TIGARD WATER DISTRICT 8777 S .BURNHAM ST. P.O. BOX 230000 TIGARD,OREGON 97223-9917 October 8, 1991 PHONE (503)639-1554 Minutes of Regular Meeting TIGARD WATER DISTRICT BOARD OF COMMISSIONERS PRESENT: Board of Commissioners: ABSENT: Audrey Castile, Chair Denis Borman, Treasurer Jon Kvistad, Secretary Sydney Sherwood Clarence Nicoli Staff: John Miller, Administrator Randy Volk, Superintendent Lorry Christian, Administrative Assistant Visitors: Rusty Thomas, TWD employee Rich Sattler, TWD employee Bob Wyffels, TWD Budget Committee Jim Savage, Coopers & Lybrand John Bradley, IDAK Group Inc. The meeting was called to order by Chair Castile at 7:32 P.M. 1 . Resolution to approve minutes of the September 10 regular Board Meeting. A motion was made by Commissioner Jon Kvistad and seconded by Commissioner Clarence Nicoli to approve the minutes of the September 10 regular Board Meeting. Discussion was called for. There was no discussion. A voice vote was called for. The resolution passed unanimously. 2. Resolution to approve the payment of vouchers. Motion was made by Commissioner Clarence Nicoli and seconded by Commissioner John Kvistad to approve the payment of vouchers. 1918/91 Regular Meeting, Board of Commissioners, pg.2 Discussion was called for. 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. TWD employee Rusty Thomas said he had something he wanted to say. Chair Castile said they would hear his comments later during the Comments portion. 4. Presentation by John Bradley, President of IDAK Group, Inc. Chair Castile introduced John Bradley, saying he is the representative and consultant from IDAK hired by the Board. John Bradley briefly reviewed the circumstances which led to IDAK being hired by the Board. There has been an exceptional amount of growth in the Tigard Water District community over the past 2 years. These changes brought about quite a few differences of opinion by employees and Board members, and a variety of opinions about what should be done about these changes. The Board hired IDAK to do an audit of the management team which they completed in mid-September. The audit included a series of aptitude assessment exercises and interview assessment testing with each member of the management team. The results of the assessments were shared with each individual, and a summary CAP report of each given to Administrator John Miller, and a sub committee of the Board. There were three goals of the process: (a) help each person affirm their strengths; (b) give an outside opinion in allowing supervisor and subordinate to talk about growth and change; and (c) give the Board information to determine if recommended changes were warranted. John Bradley concluded his report, saying he wasn't aware of specific recommendations or changes being considered. Chair Castile asked if there were any questions of John Bradley. Hearing none, Chair Castile thanked him. Chair Castile said she felt resolution has come to some of the turmoil that had been present. She thanked employees for speaking their minds, and said although there wasn't a more detailed report, she wanted to assure employees that their input wasn't overlooked—the Board worked very hard to resolve the issues, and focus on a positive direction which will be good for everyone. 19/8/91 Regular Meeting, Board of Commissioners, pg.3 5. Resolution to approve flow chart and recommendations. Administrator John Miller referred Commissioners to copies of a flow chart showing positions at Tigard Water District, and a list of recommendations he is asking the Commissioners to approve. The information is included only in the Commissioners' packets. There was a brief discussion. A motion was made by Chair Castile and seconded by Commissioner Nicoll to approve the flow chart and accept the recommendations made by the Administrator. Discussion was called for. Chair Castile said she understood that Administrator Miller wanted to make this organization work, but this flow chart wasn't "cast in stone", that if it didn't work, the Commissioners wanted to hear about it. Input was called for from the floor. Hearing none, a voice vote was called. The resolution was passed unanimously. 6. Presentation of the 1990-91 Financial Audit, James L. Savage, Coopers & Lybrand, CPA. Commissioner Nicoli said he has known Jim Savage for 20-30 years, and asked Mr. Savage review his association with Tigard Water District. Mr. Savage briefly reviewed the history of his work with Tigard Water District, saying this was the first audit job he had. Mr. Savage reviewed the Report on Audit of Financial Statements and Supplementary Data, saying that Tigard Water District is in fine financial shape, having only one bond indebtedness which will be paid off in 1996. The financial statements look very good. Tigard Water District has done a good job of operating on a "pay as you go" basis. There was a brief discussion. Chair Castile thanked Mr. Savage for coming to make the presentation, and said the Board is happy to hear that the Water District is in such a fine financial condition. She said the Board has reviewed the District's policies and procedures, and routinely will review the financial auditor and legal counsel, in order to follow procedure, not as any reflection on the work of Coopers and Lybrand. 19/8/91 Regular Meeting, Board of Commissioners, pg.4 7. Resolution to approve agreement with Tigard-Tualatin School District (Resolution 17-91). Administrator Miller reviewed the circumstances leading to the request from Tigard-Tualatin School District to rent space at the Water District's Canterbury site. Commissioner Kvistad clarified that the agreement was for storage of vehicles inside and outside--not storage in the upstairs portion. Commissioner Nicoli asked if they intended to use the shop for repairs. Administrator Miller said no. Chair Castile said that the $100 monthly rent was low. Commissioner Kvistad suggested that the resolution be approved with the provision that the School District pay any increase in the cost of utilities. A brief discussion continued. A motion was made by Commissioner Kvistad and seconded by Chair Castile to approve Resolution 17-91. A voice vote was called. Resolution 17-91 passed unanimously. 8. Chair's Comments A. Rusty Thomas said the problems over the past year have created a lot of pressure on the Board as well as the administration and employees of Tigard Water District. Something has happened, bringing things together to improve the situation. Rusty said he wanted to give credit to the Board for their concern, and for their part in working toward resolution. Chair Castile thanked Rusty. She said Board members appreciated employees who have admitted there were problems, dealt with whatever the Board and the administration struggled with, and taken what there was and made the best of it. She said the Board is hearing only good things about all employees. B. Chair Castile said she met separately with Alice Schlenker, Mayor of Lake Oswego, and Dan Anderson, Councilor, and talked about Tigard Water District joining in partnership with the City of Lake Oswego in owning water rights. They both listened, and although they didn't make a commitment, they agreed to take to their City Council our request for joint ownership. Chair Castile said she asked for them to consider giving TWD a letter of intent. She expressed her pride in Tigard Water District. 1918191 Regular Meeting, Board of Commissioners, pg.5 9. Commissioners' Comments. Chair Castile asked if there were any Commissioners' comments. A. Commissioner Nicoll asked about the Regional Governance Committee--if they had been given the $1,000 from Tigard Water District which had been approved at the September meeting. Commissioner Kvistad said no. Chair Castile said the check had been processed, but that the payment wouldn't be released to the Committee until it became clear whether or not Tigard Water District would receive direct benefit from the Committee's work. Commissioner Kvistad said that with Chair Castile on the Committee she has a direct vote. Chair Castile said that at the last meeting, several cities and districts have paid their monies in full. She said the Regional Governance Committee is working with the METRO Charter Committee to try to ensure representation for the local districts and governments when METRO has the right to tax. B. Commissioner Kvistad said, with the current water restriction situation that the City of Portland's Bureau of Water Works is experiencing, patrons of Tigard Water District don't have to worry--we have an independent source with an ample supply of clean, filtered water. 10. Administrator's Report. A. Administrator Miller presented a Safety Manual, containing a Hazard Communication Program, Confined Space Entry Policies and Procedures, and Assured Equipment Grounding Conductor Program. He congratulated Rich Sattler, Safety Officer, who compiled and developed the information, and Lorry Christian who edited and coordinated the final production of the manuals. The Commissioners were pleased with the manuals. B. Administrator Miller said, in order to communicate how dry the weather was this year, in August 1990, TWD used 7.6 million gallons per day (mgd). In August 1991, we used 8.0 mgd. In September 1990, we used 4.68 mgd, and in September 1991, we used 6.5 mgd. The District isn't having any trouble keeping up. In response to Commissioner 1918191 Regular Meeting, Board of Commissioners, pg.6 Kvistad's question, Administrator Miller said we are drawing from our 2 wells--producing just short of 1 million gallons between the two. 11. Other Business A. Commissioner Kvistad reported that Jack Schwab is the newly appointed member of the Tigard City Council. Adjournment. Chair Castile adjourned the regular meeting at 8:32 p.m.