Loading...
05/08/2013 - Minutes Intergovernmental Water Board JWB) Minutes SERVING TIGARD,KING CITY,DURHAM AND TIGARD WATER DISTRICT MEETING DATE: Wednesday, May 8, 2013 5:30 p.m. MEETING LOCATION: Tigard Public Works Building 8777 SW Burnham Street Tigard, OR 97223 Members Present: Gretchen Buehner Representing the City of Tigard Ken Henschel Representing the Tigard Water District Keith Jehnke Representing the City of Durham Dick Winn Representing the City of King City Andrew Barrett Member-At-Large Members Absent: None City of Tigard Staff Present: Dennis Koellermeier Public Works Director John Goodrich Utility Division Manager Kristie Peerman IWB Recorder Visitors: Attorney Clark Balfour 1. Call to Order, Roll Call and Introductions Commissioner Buehner called the meeting to order at 5:30 p.m. 2. Approval of Minutes —April 10, 2013 Commissioner Henschel moved to approve the April 10, 2013, minutes. Commissioner Winn seconded the motion. The motion passed by majority vote of the commissioners present, with Commissioners Barrett, Henschel,Jehnke and Winn voting yes. Commissioner Buehner abstained. 3. Public Comments There were no comments from the public. 4. Water Supply Update Mr. Goodrich reported: ■ Average water use for the month of April was about 4.2 million gallons per day (mgd). This usage is slightly higher when compared to the same time period last year. ■ 131 million gallons (mg) were injected into aquifer storage and recovery (ASR) well #2. With a water storage carry over from last year, current water storage is 210 mg. There is a 97.5-day supply stored in ASR#2. ■ Portland Water Bureau has not indicated that it expects any water shortages this summer. ■ The City of Tigard is currently obtaining 1 mgd from Lake Oswego. The board briefly discussed the City of Portland's water fluoridation issue and water rates. Commissioner Buehner questioned whether the city had budgeted enough money for water purchases based on anticipated demand. Mr. Goodrich responded he allotted for two billion gallons to be purchased. He added a contingency to the plan of approximately .5 mg; this water would be available without further action by city council. 5. Update on the Draft Intergovernmental Agreement for Water Service — Clark Balfour Mr. Koellermeier introduced the redraft of the water service agreement entitled, Preliminary Discussion New IGA regarding Water Service. The draft and a memo from Clark Balfour outlining the revised agreement were sent by email to board members on Monday, May 6, 2013, and are on file in the IWB record. Mr. Balfour stated Tigard City Council requested member jurisdictions look at two options: ■ Option A— City of Tigard (COT) would own all water system assets,which was outlined and discussed in the draft at the February13, 2013, IWB meeting. ■ Option B - COT and jurisdictions would each own separate assets of the water systems. COT would obtain full ownership of assets related to source, treatment, transmission, pumping and storage. Each jurisdiction would own and have complete control of its distribution system. A handout of discussion points from Mr. Balfour was distributed to the board. This document is on file in the I" record. Mr. Balfour stated King City is in agreement with Option A and intends to turn everything over to COT and have COT run and manage its system. The question remains are Tigard Water District (TWD) and Durham interested in pursuing Option B? Commissioner Winn affirmed King City is in agreement with Option A and is ready to sign a separate agreement. Commissioner Buehner relayed the Tigard City Council cannot allow the current agreement, as it exists, to continue past 2018. Mr. Koellermeier stated the Tigard City Council directed staff to pursue a supplier/client relationship not a partner/managing-partner relationship. Commissioner Jehnke responded Durham wants to be a partner, not a purchaser. Durham may consider other water supply options besides Tigard. Commissioner Jehnke remains concerned with repayment of assets if Durham leaves the agreement. Mr. Koellermeier and the board had a brief discussion on IGA draft version seven. Mr. Koellermeier stated Tigard City Council came to the conclusion that this version was not consistent with the approach the council wants to take. Commissioner Henschel stated the TWD had not had time to review the newest agreement. He could not provide any direction from the TWD. Commissioners Henschel and Jehnke concurred that their jurisdictions are interested in staying with Tigard, but as a partner not a purchaser. Commissioner Buehner stated the annual joint meeting with the IWB jurisdictions and the Tigard City Council has not occurred in the last few years. The meeting allowed communication between IWB members and Tigard City Council, which allowed members to voice their perspective to council. Mr. Koellermeier will look into having a joint meeting put on the agenda of an upcoming Tigard City Council workshop meeting. Commissioner Buehner questioned the definition of service area boundaries. The board had a brief discussion of service area boundary lines and definition of service area. Commissioner Buehner said COT intended to maintain an advisory board. Mr. Balfour stated in the new agreement the water advisory board would be created and continue to comment on budget, rates and operational items; this is similar to current practice. Mr. Koellermeier, Mr. Balfour and the board discussed the need for all jurisdictions to commit to stay with the agreement until debt is paid off. Debt is built into water rates for all user jurisdictions. Mr. Koellermeier will check on the wholesale debt withdrawal penalty. Mr. Koellermeier stated he has clear direction from King City and will draft an agreement for King City; this agreement can be used as a model for other member jurisdictions to review. The model would be similar to Clean Water Services or PGE utility model. Mr. Balfour stated the wholesale or supply rate for source, treatment, transmission, pumping and storage would be a uniformed rate for each member jurisdiction. Commissioner Herschel was concerned with the possibility of the COT withdrawing or terminating the agreement. Mr. Balfour responded that under the agreement, COT agrees to provide water to each member jurisdiction at the same quality and terms so long as the jurisdiction remains a party to the agreement. Mr. Balfour stated future discussion may be to redefine ownership and a possible change so member jurisdictions own capacity in the assets. This concept was briefly discussed with the board. Mr. Koellermeier and Mr. Balfour will continue to work together on the capacity concept and the King City agreement. 6. Consider Making a Recommendation to the Tigard Budget Committee and the Tigard City Council on the City of Tigard's Water Division Budget—Dennis Koellermeier Mr. Koellermeier updated the board on Tigard's budget process: ■ The water operating budget and water Capital Improvement Plan (CIP) budget were approved by Tigard's Budget Committee on May 6, 2013. Although the budget was approved prior to the May 8 IWB meeting, the IWB members may still make recommendations to the Budget Committee prior to the budget going to City Council on June 11, 2013. ■ Surplus balances for projects budgeted in fiscal year 2012-2013 will carry over into fiscal year 2013-2014. Surplus balances exist for the following projects: ➢ ASR well #3 ➢ Pipeline connecting 550 zone to 530 zone ➢ Lake Oswego Tigard Water Partnership (approximately $7 million surplus) Commissioner Buehner inquired on the status of ASR #3 construction. Mr. Koellermeier stated COT is currently in the consultant selection process. Construction should be complete, and ASR #3 should be operational within a year. Commissioner Henschel presented a copy of the budget to the TWD board at their May 6 meeting. The TWD questioned the following budget items: On page 299 of the Water Capital Improvement Plan, Lake Oswego-Tigard Partnership listed x'121,905,400. Page 57 of the Enterprise Fund estimated $132 million. Mr. Koellermeier stated the difference is monies already spent. The $121,905,400 figure is not the project total, but the total of the five-year CIP. Mr. Koellermeier will confirm with the finance department and email confirmation. On page 166 of the mater Operating Budget, Salaries- General increased 14 percent. Mr. Goodrich responded that the COT has had a vacant position which will soon be filled. The position is needed, in part, to implement an extensive flushing initiative associated with the Lake Oswego-Tigard Water Partnership. On page 167 of the Water Operating Budget, K&M Control Valves doubled from last fiscalyear. Mr. Goodrich indicated the Water Division had a drop in number of valves rebuilt last fiscal year. Numbers are expected to return to normal (rebuilding 15-20 valves) next fiscal year. On page 167 of the Water Operating Budget, Dues dam'Subscriptions increased 20 percent. Mr. Goodrich stated COT is a member of American Water Works Association (AWWA); other dues and subscription are also budgeted here. On page 167 of the IYlater Operating Budget, Bad Debt Expense showing a substantial increase. Mr. Goodrich indicated the budget amount is a forecast and had been increased due to the economy and recession. On page 167 of the Water Operation Budget, Computer Hardware and Software proposed amount of x'153,300. Mr. Goodrich stated COT is switching from Hansen work order system and purchasing a new system called MaintStar; this is a one-time expense. On page 168 of the TrIater Operating Budget, Indirect Charges- Utility Billing increased 9.6 percent. Mr. Goodrich reported COT added a utility billing supervisor position and the increase is also due to several indirect administrative costs. On page 168 of the Water Operating Budget, Indirect Charges-Fleet Maintenance increased 61 percent. Mr. Goodrich responded the sizable increase is for the purchase of new fleet equipment. The COT is using a cleaner truck as a hydro-excavator. The cleaner truck was purchased used and is very expensive to maintain. A new hydro-excavator would cost approximately $400,000. COT is still in the process of resolving whether it will keep the cleaner truck or purchase a hydro-excavator. On page 168 of the Water Operating Budget, Total 1Vater has in three million dollars, two years inarow. Mr. Goodrich and Mr. Koellermeier discussed the reallocation of cost based on actual costs. They reported this reallocation resulted in an increase to the water operating budget. Should the Lake Oswego Partnership be apart of the Water Operating Budget? Mr. Koellermeier was not certain and will check with the finance department. Commissioner Henschel inquired about the current bond. Mr. Koellermeier stated the current bond is a 30-year bond. The original plan was to issue three bonds over the life of the project; that has changed to two bonds. The interest rate in 2012 was so favorable that COT went with a 30-year bond. Another bond will be issued in 2014. The amount of that bond is yet to be determined. The board did not make a formal recommendation to the Tigard Budget Committee and the Tigard City Council on the proposed 2013-2014 budget. 7. Consider Making a Recommendation to the Tigard Budget Committee and the Tigard City Council on the City of Tigard's Water Capital Improvement Plan Budget—Dennis Koellermeier The board did not have separate discussion on Tigard's Water Capital Improvement Plan. The plan was mentioned briefly in agenda item 6. 8. Informational Items The board briefly discussed: ■ The Willamette River Water Coalition. ➢ Tualatin Valley Water District (TVWD) has decided to develop the Willamette River water supply. Hillsboro may also be interested in developing this source. ➢ TVWD will soon issue two design contracts related to the Willamette River supply. ➢ The Tigard City Council will discuss the TVWD's development of the Willamette River supply at a workshop meeting on July 16, 2013. ■ The recent joint meeting with Lake Oswego. ➢ The total water supply from the future Lake Oswego-Tigard supply is 38 mgd, with 24 mgd allocated to Lake Oswego and 14 mgd allocated to Tigard. ➢ Lake Oswego is considering allocating more water to COT. ■ The Land Use Board of Appeals (LUBA) and WaterWatch. ➢ Mr. Koellermeier stated the record has been filed with LUBA, but has been challenged by the appellant. He was uncertain if this issue had been resolved. ➢ The WaterWatch water rights issue is with the court of appeals. The COT is awaiting word on a request for an expedited hearing. ■ Sherwood partnership. ➢ Mr. Koellermeier stated the COT needs to look over the future water supply; there are three options to solve: o Buy more water from Lake Oswego o Go to the Willamette River through the Sherwood route, or o Go to the Willamette River through the Hillsboro/TVWD route. Commissioner Henschel inquired whether rates will decrease when areas 63 and 64 develop. Mr. Koellermeier stated any rate decrease would be minimal, as growth is included in rate calculations. 9. Non-Agenda Items The board did not discuss any non-agenda items. 10. Next Meeting June 12, 2013 at 5:30 p.m. Public Works Auditorium, 8777 SW Burnham Street, Tigard, Oregon 11. Adjournment At 7:39 p.m. Commissioner Winn moved to adjourn the meeting. Commissioner Henschel seconded the motion. The meeting adjourned by unanimous vote of the commissioners present, with Commissioners Barrett, Buehner, Henschel,Jehnke and Wi voting yes. Gretchen Bueh er, IW hair Kristie Peer an, IWB Recorder Date: O Date: 1 i .3