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02/11/2015 - Minutes Intergovernmental Water Board JWB) Minutes SERVING TIGARD,KING CITY,DURHAM AND TIGARD WATER DISTRICT MEETING DATE: Wednesday, February 11, 2015, 5:30 p.m. MEETING LOCATION: Tigard Public Works Building 8777 SW Burnham Street Tigard, OR 97223 Members Present: Ken Henschel Representing the Tigard Water District (TWD) Jodie Inman Member-At-Large Keith Jehnke Representing the City of Durham Marc Woodard Representing the City of Tigard Note: King City representative David Newham resigned from the board in July 2014. The King City City Manager will noti fy Tigard staff when a new representative is appointed. Members Absent: None City of Tigard Staff Present: John Goodrich Interim Assistant Public Works Director Ron Blecker Utility Billing Supervisor Judy Lawhead IWB Recorder 1. Call to Order, Roll Call and Introductions Commissioner Henschel called the meeting to order at 5:31 p.m. 2. Approval of Minutes —January 14, 2015 Commissioner Inman moved to approve the January 14, 2015,minutes. Commissioner Jehnke seconded the motion. The motion passed by unanimous vote of the commissioners present,with Commissioners Henschel, Inman,Jehnke and Woodard voting yes. 3. Public Comments There were no comments from the public. Note: The board discussed agenda item number S before discussing agenda item number 4. 4. Water Supply Update Mr. Goodrich reported: • Average water use for the month of January was 3.8 million gallons per day (mgd). This usage is normal for this time of year. Page 1 of 4 • The injection cycle for aquifer storage and recovery (ASR) well no. 2 continues at a rate of 1 million gallons (mg) per day,with 70 million gallons (mg) injected to date. A total of 129 mg is currently stored in ASR wells,which is approximately a 60-day supply. In response to an inquiry from Commissioner Henschel, Mr. Goodrich gave this brief update on the Oregon Court of Appeals case concerning Clackamas River water rights: • Four of the five items contested by Water Watch of Oregon were ruled in favor of Oregon Water Resources Department (OWRD). • The judge felt there was not sufficient information in the public record that supported the final order on the issue of fish persistence for the remaining item. That was remanded back to OWRD. • The time period has expired for Water Watch of Oregon to make an appeal to the Oregon Supreme Court on the four items ruled in favor of the OWRD. Mr. Goodrich reported that, despite delays in the completion of the water treatment plant,water will be delivered on schedule to the City of Tigard. The delays that extend the project into the year 2017 have to do with street improvements and landscaping to completely finish the project. Mr. Goodrich also reported that the City of Tigard recently received a good affirmation of the city's bond rating. The bond sale for the final bond to pay for the completion of Tigard's share of the Lake Oswego Tigard Water Partnership projects will be sometime in mid-March. 5. Update on Water Billing Cycles Ron Blecker provided the following information requested by the board at the December 10, 2014 meeting: • The formula used in the previous study to calculate revenue collected by the City of Tigard as a result of current billing cycle procedures was reviewed and found to be accurate. • The billing date differential between online statements and paper statements is the result of software limitations. The cost to upgrade the software to resolve the billing date differential would be $5000. • Due to staffing and union contract concerns, a 5-day work week for meter readers will not be a feasible solution for fluctuating billing cycles. Commissioner Woodard made a motion to advise the City of Tigard to spend the money needed to make the online statement billing period equal to the paper statement billing period. Commissioner Inman seconded the motion. The motion passed by unanimous vote of the commissioners present,with Commissioners Henschel, Inman,Jehnke and Woodard voting yes. At the April 8 meeting staff will provide: Page 2 of 4 • The number of customers that were bumped into higher water billing rate tiers at least once in the last 12 calendar months because of variable billing cycles. • The amount, on average, those customers collectively paid extra as a result of variable billing cycles. • The number of customers who underpaid as a result of variable billing cycles at least once in the last 12 calendar months. • A summary of 5 options to consider as possible solutions to the current variability in water billing cycles. 6. Election of Chair and Vice-Chair The commissioners are required to appoint a Chair and Vice-Chair at their February meeting each year. Commissioner Jehnke nominated Commissioner Henschel to serve as Chair. Commissioner Woodard seconded the nomination. Commissioner Henschel was appointed to serve as the Chair by unanimous vote of the commissioners present,with Commissioners Henschel, Inman,Jehnke, and Woodard voting yes. Commissioner Inman nominated Commissioner Jehnke to serve as Vice-Chair. Commissioner Henschel seconded the nomination. Commissioner Jehnke was appointed to serve as the Vice-Chair by unanimous vote of the commissioners present,with Commissioners Henschel, Inman,Jehnke, and Woodard voting yes. 7. Informational Items Mr. Goodrich gave this update regarding the cell tower located at 8777 SW Burnham Street: • The original agreement to build the cell tower and lease the property was on May 26, 1996. The lease will expire on May 22, 2021. • Revenues currently generated by the lease are approximately $30,000 per year, which go into the water fund. • The two companies in the original agreement have expressed a desire to extend the lease until the year 2051. Staff seeks direction from the board whether or not to extend the lease agreement beyond the 2021 expiration. After discussion, the decision was made to add this item to the March 11 meeting agenda, giving Commissioner Henschel time to research comparable lease rates. 8. Non-Agenda Items At the request of Commissioner Henschel, Mr. Goodrich explained how meter size for residential customers is determined. Mr. Blecker will email current documents to the commissioners that will assist customers with meter size questions. 9. Next Meeting March 11, 2015, at 5:30 p.m. Public Works Auditorium, 8777 SW Burnham Street,Tigard, Oregon Page 3 of 4 10. Adjournment At 6:59 p.m. Commissioner Inman moved to adjourn the meeting. Commissioner Woodard seconded the motion. The meeting adjourned by unanimous vote of the commissioners present,with Commissioners Henschel, Inman,Jehnke, and Woodard voting yes. Iden Henschel 1WB hair Ju Law ad, IWB Recorder %r / Date: �� Date: Page 4 of 4