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02/11/1992 - Minutes •t i TIGARD WATER DISTRICT 8777 S . BURNHAM ST. P.O. BOX 230000 TIGARD,OREGON 97223-9917 TIGARD WATER DISTRICT PHONE(503)639-1554 BOARD OF COMMISSIONERS February 11 , 1992 Minutes of Regular Meeting PRESENT: Board of Commissioners: Audrey Castile, Chair Denis Borman, Treasurer Jon Kvistad, Secretary Sydney Sherwood (arrived at Clarence Nicoli 7:35 PM) Staff: John Miller, Administrator Randy Volk, Superintendent Mike Miller, Engineering Technician Ill Lorry Christian, Secretary Visitors: Rusty Thomas, TWD employee Diane Kuhn, TWD employee Sam Morrison, TWD employee Bonnie Turner, TWD employee Ed Wyant, TWD employee Brian Clancy, TWD employee Trish Toedtemeier, TWD employee John Powell, TWD employee Mike White, TWD employee Richard Sattler, TWD employee Lynn Tesky, TWD employee Bob Wyffels, TWD Budget Hill Hampton, Tigard resident Committee The meeting was called to order by Chair Castile at 7:33 P.M. 1 . Resolution to approve minutes of the January 14 meeting. A motion was made by Chair Audrey Castile and seconded by Commissioner Jon Kvistad to approve the minutes of the January 14 regular Board Meeting. Discussion was called for. There was no discussion. A voice vote was called for. The resolution passed unanimously. 2/11/92 Regular Meeting, Board of Commissioners 2. Visitors Chair Castile welcomed the visitors and thanked them for coming. 3. Resolution to approve the payment of vouchers. Motion was made by Commissioner Jon Kvistad and seconded by Commissioner Denis Borman to approve the payment of vouchers. Discussion was called for. Commissioner Kvistad asked about the payment to American Business Machines. Administrator John Miller said we purchased a new copy machine. Commissioner Kvistad asked what OMFOA is. Secretary Lorry Christian said that is the professional finance organization of which Bookkeeper Nancy Johnson is a member. Hearing no more discussion, a voice vote was called. The motion passed unanimously. 4. Discuss Tigard Water System Study prepared for the City of Tigard. Chair Castile talked about the discussion meeting she had with TWD employees on Feb. 6. Chair Castile said she wanted to come back to this item later in the meeting. 5. Review auditors for annual financial audit. Chair Castile reviewed the comments and recommendation by Administrator Miller about the 3 auditing firms he contacted about bids for the annual financial audit. Administrator Miller said the auditors would submit bids only if TWD opened a formal bid process--they wouldn't give informal verbal bids. There was a brief discussion. Chair Castile suggested TWD continue using Coopers & Lybrand, and in the December meeting review the idea of opening a formal bid process for the auditing process. The Commissioners were all in agreement with this. 6. Resolution to approve salary adjustment for FY 1992-93 (Resolution 2-92). Chair Castile said she wanted to come back to item 6 later in the meeting. 2 2/11/92 Regular Meeting, Board of Commissioners 7. Chair's Comments: a. Chair Castile asked Administrator Miller if TWD received rent payment from Rain & Shine? Administrator Miller said no, it hadn't arrived. b. Chair Castile said she would like to call a short Executive Session after the rest of the items on the agenda are completed, to discuss the hiring process for the General Manager position. c. Regarding the proposed computer system, Chair Castile said although she doesn't want to waste money, she thinks we should continue going forward with it. Chair Castile asked Administrator Miller to have Commissioner Kvistad review the request for proposal for the new computer system if he does proceed with it. Administrator Miller said he doesn't plan to go forward with the RFP until he understands what the City of Tigard wants from TWD as far as combining sewer billing with TWD water billing. Administrator Miller said the RFP is complete except for a couple of items and he will continue working on it. Commissioner Kvistad said he would work with Administrator Miller on the RFP for the computer system. d. Chair Castile thanked Commissioners for responding to her letter regarding them missing the January 23 meeting with the City of Tigard. The Commissioners' absences were due to a variety of reasons--not because of a lack of support for TWD or the Chair. 8. Commissioners' Comments Chair Castile asked if there were any comments from Commissioners. There were no comments. 9. Administrator's Report a. Administrator Miller distributed copies of a summary of ORS under which executive sessions can be convened, prepared by Secretary Lorry Christian. 3 2/11/92 Regular Meeting, Board of Commissioners b. Administrator Miller distributed copies of a letter from the City of Lake Oswego in reply to his letter. c. Administrator Miller distributed copies of a letter from Beverly Froude, CPO #4 Steering Committee Member, asking for an exception to the 4-week scheduling rule in reserving the TWD Richard Brown Auditorium. There was a brief discussion. A motion was made by Chair Castile and seconded by Commissioner Nicoll to allow reservations to be scheduled for up to 1 year. A voice vote was called. The vote was unanimous. d. Administrator Miller reviewed the plot plan of the property adjacent to TWD Operations Center (present Rain & Shine rental property). Tualatin Valley Fire & Rescue wants to buy this excess property from TWD. There was a brief discussion about the possibility of TWD gaining ownership of the present site of the Tualatin Valley Fire & Rescue on SW Commercial Street. e. Administrator Miller said the FY'92-'93 proposed budget will include several items he wants Commissioners to be aware of: - $75,000 - TWD portion of funding for a study done by the Regional Water Purveyors to develop a new water source by the year 2000. - $30,000 - TWD portion of funding to test Willamette River water by Tualatin Valley Water District. TVWD wants to make a presentation to the Board in order to secure the funding. f. Administrator Miller said he will give specific information in the Executive Session about a proposed rate increase to TWD patrons to meet the proposed expenses in FY'92-'93, and because of increased water rates from the City of Portland. There was a general discussion. 4 2/11/92 Regular Meeting, Board of Commissioners Chair Castile distributed copies of a resolution to METRO, from the Regional Governance Committee, stating a brief history and their position. Associations, cities, and special districts are being asked to sign this as evidence of being a member, and their support. Chair Castile proposed that she sign the resolution for the Tigard Water District. The Commissioners agreed. Chair Castile distributed copies of an attitude survey from the Regional Governance Committee, and asked each Commissioner to complete it and return it. Chair Castile asked if Attorney C. Aken Blitz had returned our copies of the job descriptions. Administrator Miller said no,. 4. Discuss Tigard Water System Study prepared for the City of Tigard. Chair Castile said the City of Tigard wants feedback from the Commissioners so that TWD can return with an official opinion at the next meeting with the City. There was a brief discussion. Chair Castile summarized 4 options she sees for TWD: - TWD remain as it is - TWD combine with the City of Tigard - form a water authority - TWD combine with Tualatin Valley Water District Chair Castile said she has heard, from her discussions with TWD employees, the City, and from the community, that TWD should work toward a consolidation with the City of Tigard. The conditions we ask for are: - a letter of commitment from the City that Tigard, Cities of Durham and King City, and the unincorporated areas all be contracted back to us as a department, with a 20-year agreement. - TWD assets be put in a protected status. - TWD become a water department. Chair Castile suggested that she meet with the mayors and administrators of the Cities of Durham and King City, and the unincorporated areas to get their input. A discussion followed. The 5 2/11/92 Regular Meeting, Board of Commissioners Commissioners agreed for there to be a meeting with the representatives of the affected areas. Chair Castile said the Board of Commissioners would go into executive session, with Administrator Miller and Superintendent Randy Volk, to discuss the following issues: a. The hiring process for the general manager position b. Wage negotiations The Board adjourned the general session and went into executive session at 8:21 p.m. w The Board came out of executive session at 9:05 p.m., and went back into general session. 6. Resolution to approve salary adjustment for FY 1992-93 (Resolution 2-92) Chair Castile said she didn't want to put the increase in the form of a formal resolution. Commissioner Borman presented a motion that was seconded by Commissioner Sherwood, that the Board of Commissioners grant a cost of living salary increase of 4% of base salary, effective July 1, 1992, for FY1992-93. Chair Castile gave an overview of the Board's prospective of the wage increase. She said that the consensus of the Board of Commissioners is that TWD employees are good people who work well for the District, and are supportive. When looking at wage negotiation, however, the Board needs to look at the economics of the issue. A voice vote was called: . Commissioners Aye No Abstain Denis Borman X Audrey Castile X Jon Kvistad X Clarence Nicoli X Sydney Sherwood X The motion passed by a 4 to 1 vote. 6 2/11/92 Regular Meeting, Board of Commissioners Chair Castile thanked everyone for the negotiations. a. The hiring process for the general manager position. Chair Castile proposed that the Board freeze the selection process for the General Manager position at this time. All of the Commissioners agreed. 10. Other Business Chair Castile presented a letter of resignation from Commissioner Sherwood, who bought a residence 1 block outside the Water District. Chair Castile suggested that the letter of resignation not be accepted, and that Commissioner Sherwood remain as an advisor, without voting privileges, until a replacement is found. Chair Castile asked the Commissioners to be thinking of names to be submitted to fill the vacancy. Chair Castile asked Administrator Miller to do some research about the present site of the Fire Department. Commissioner Borman thanked Diane Kuhn and Ed Wyant for being the Employee Negotiating Team for TWD. Adjournment Chair Castile adjourned the regular meeting at 9:15 p.m.