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06/09/1992 - Minutes 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 June 9, 1992 Minutes of Regular Meeting PRESENT: Board of Commissioners: ABSENT: Audrey Castile, Chair Denis Borman, Treasurer Clarence Nicoli Jon Kvistad Bob Wyffels Staff: John Miller, Administrator Jeri Chenelle, Consultant Randy Volk, Superintendent Mike Miller, Engineering Technician Ill Lorry Christian, Administrative Assistant Visitors: Sydney Sherwood, former Commissioner Richard Sattler, TWD employee Clair Purdy, Tigard resident Call to Order at 7:32 P.M. 1. Resolution to approve the minutes of the May 9 Regular Board Meeting. A motion was made by Commissioner Jon Kvistad and seconded by Chair Castile to approve the minutes of the May 9 regular Board Meeting. Hearing no corrections, a voice vote was called. The resolution passed unanimously. 2. Visitors Chair Castile welcomed the visitors, and invited visitor Clair Purdy to speak near the end of the agenda. 3. Resolution to approve the payment of vouchers. Motion was made by Chair Castile and seconded by Commissioner Kvistad to approve the payment of vouchers. Discussion was called for. Hearing no discussion or questions, a voice vote was called. The motion passed unanimously. 4. Report on Tualatin Valley Fire District's property on SW Commercial Street. Administrator Miller gave an update. Because we sold the property to the Fire District, and they hold the title, TWD is essentially out of the situation, based on the legal 6/9/92 Regular Meeting, Board of Commissioners opinion of Attorney Derryck Dittman. Gary Wells, TVF&R, is having an appraisal done of the Commercial Street property. June 30 is the estimated closing date. Gary Wells said that the present Fire District building has a community hall, but the new building won't have a community hall. Administrator Miller was instructed to prepare a resolution approving the sale of the property at 8905 SW Burnham Street, with the following suggestions: (1) TVF&R will do their best to match the style of TWD's present building with brick exterior, and metal roof comparable to the TWD building; and (2) Commissioner Kvistad suggested that the TWD Board strongly recommend that the building on SW Commercial Street be made available to the community at a reasonable cost. 5. Update on computer system. Jeri L. Chenelle said David Brezinski, Coopers & Lybrand, was unable to attend the meeting due to a conflict. Ms. Chenelle recommended, in her report, that TWD do a cooperative venture with Coopers & Lybrand to act as technical advisor. Chair Castile said she liked having Ms. Chenelle monitor the project. A motion was made that the Board go Ms. Chenelle's recommendation for a joint venture between Tigard Water District and Coopers & Lybrand where Jeri Chenelle and Staff will do most of the work, but Coopers & Lybrand specialists will be available for review of documents, technical expertise and guidance. A voice vote was called. Commissioner Aye No Abstain Audrey Castile X Jon Kvistad X Clarence Nicoll X Bob Wyffels X Motion passed with a 3:1 vote. 6. Chair's Comments. No comments at this time. 7. Commissioners' Comments. A. Commissioner Kvistad said he wanted to commend John Miller and the people at the Water District for putting together the mailing to Water District patrons which included the notice of rate increase and the two brochures on water conservation. It presented a good explanation, in concise language, for why water rates needed to be raised. The timing was appropriate, considering all of the concern in the area about the scarcity of water. B. Commissioner Wyffels said that considering it looks like there will be a long, hot summer, he would like to see TWD have an aggressive campaign with frequent articles in the Tigard Times, about the status of water sources, so customers are kept current about water availability. 2 6/9/92 Regular Meeting, Board of Commissioners Commissioner Kvistad asked about the possibility of TWD working with PGE's conversation program. Chair Castile suggested the possibility of some kind of reward system for conservation with TWD customers. 8. Administrator's Report A. Administrator Miller reviewed that wells #1 and #2 are operating, and #3 is expected to be turned on next week. B. Administrator Miller said he had been on jury duty all during May and the first week of June. C. Randy Volk, Superintendent, gave an update on the pump station at the 10 MG reservoir. Triangle Electric is the electrical subcontractor for Triad Construction. Triad is expected to be finished within the June 17 deadline. Triangle Electric is working with Frahler Electric, and it isn't certain if they will be finished by June 17. D. Mike Miller, Engineering Technician III, gave a report about two large subdivisions in the District. The subdivisions are: Castle Hill, a 200 lot subdivision, and Bull Mountain Meadows, 80 acres with 443 single family residential units. The concerns are: (1) that these lots could sell very quickly, which would seriously tax the 16" water main on Scholls Ferry Rd., and (2) Bull Mountain Meadows is within 2 service zones--1 drawing from the 410' zone, and the other is drawing from the 713' zone. What we want to avoid is pumping water up to the High Tor reservoirs, and draining it back down to the system on the northwest side. In 1986 Gil Meigs, EES, developed a plan for 2 reservoirs to serve this area: a 2.5 MG reservoir at 410' which would supply the lots below 300 feet, and a 1.0 MG reservoir at elevation 470' with a pump station to boost the pressure above 300 feet which would serve the area above 300 feet. These reservoirs were planned to be built in the years from 1995 to 2010--the property is purchased and paid for. It is conceivable that these reservoirs will be needed much sooner if all phases of these subdivisions are completed before 1995. No decision is needed now, this is an overview to give early warning of a situation which might develop. It is expected that both subdivisions will break ground in October. Mr. Miller's recommendation is expect to build the 2.5 MG reservoir sooner than previously planned. There was a discussion about concerns about meeting the water needs of future developments. E. Randy Volk, Superintendent, talked about the possibility of installing a semi-public telephone in the TWD lobby. As more people use our public use 3 6/9/92 Regular Meeting, Board of Commissioners rooms, there are increased requests to use a TWD telephone by customers and people who are here for meetings unrelated to Water District business. There are also increased requests for TWD office people to take messages to people in the meetings. Even with the pay phone across the street, people still ask to use TWD phones. Lorry Christian, Administrative Assistant, had gathered cost information for having a pay phone in the lobby. The cost per month would be the same whether there is a pay phone installed in the lobby or a phone available to plug into a jack in the different rooms. There is a conduit in each of the public use rooms, but no phone lines in them. Chair Castile said she preferred having a telephone available on the counter for customers to use for local calls only. Commissioners decided we should have a 3-month trial of having a telephone available on the counter for people to use for local calls only. 9. Other Business Chair Castile invited visitor Richard Sattler to address the Board. Mr. Sattler said he agreed that TWD should be more aggressive with a water conservation program. Commissioner Wyffels suggested that we create doorhangers which can be used by field crew employees for those times when they are driving through the District and see water being wasted. Chair Castile suggested a banner across the building. Chair Castile suggested that the Staff discuss creative ways to increase awareness of water conservation. Ms. Christian described a recent saturation mailing to Water District patrons of two water conservation brochures. Visitor Clair Purdy talked about the need for water conservation measures, and his frustration with situations where he sees water being wasted. Chair Castile thanked Mr. Purdy for coming to speak to the Board, and asked him to write his suggestions for conserving water and forward them to the Board. There was a brief discussion about options for publicizing and implementing water conservation methods. 10. Executive Session At 8:43 p.m., Chair Castile adjourned the regular meeting and the Board went into executive session under the provisions of ORS 192.660 (1)(a), (e), and (h) to discuss employment of public officers and employees, real property transactions, and possible litigation. The first part of the executive session was for Commissioners only. At 10:33 p.m. Chair Castile reconvened the regular meeting. Chair Castile made two announcements: A. Jeri L. Chenelle has accepted their offer of employment as Acting Administrative Director, as an employee, with contract. 4 6/9/92 Regular Meeting, Board of Commissioners B. A motion was made by Chair Castile and seconded by Commissioner Wyffels to terminate John P. Miller's employment with Tigard Water District effective June 10, 1992. A voice vote was called. The motion passed unanimously. Superintendent Volk said he has worked with John Miller for almost 20 years and has known him even longer, and said John did a great job with Tigard Water District, helping to get it where it is today, and perhaps being Administrator wasn't his strength, but he couldn't be faulted for the work he had done before that. The Commissioners agreed and said it was a difficult decision, that they all liked and admired him and know that John Miller has done a lot of good things for the District. Chair Castile said it was a business decision, and that the direction of Tigard Water District is a change in administration as a positive force toward development and opportunity open to us now. Commissioner Kvistad said this is a transition--TWD has a fine crew of employees and a great facility. Chair Castile adjourned the regular meeting at 10:43 p.m. 5