01/09/2008 - Minutes Intergovernmental Water Board (IWB)
Meeting Minutes
January 9, 2008
Tigard Public Works Building
8777 SW Burnham Street
Tigard, OR 97223
Members Present.
Gretchen Buehner Representing the City of Tigard
Patrick Carroll Representing the City of Durham
Julie Russell Representing the Tigard Water District
Bill Scheiderich Member At-Large
Members Absent.
Dick Winn Representing the City of King City
Staff Present. Public Works Assistant Director Brian Rager
Water Quality & Supply Supervisor John Goodrich
Accounting Supervisor Amanda BewersdorfP
Financial Operations Manager Roger Dawes
IWB Recorder Greer Gaston
1. Call to Order, Roll Call and Introductions
Commissioner Carroll called the meeting to order at 5:35 p.m.
2. Approval of Minutes — December 12, 2007
Commissioner Buehner motioned to approve the December 12, 2007 minutes;
Commissioner Russell seconded the motion. The minutes were approved by unanimous
vote, with Commissioners Buehner, Carroll, Russell, and Scheiderich voting yes.
3. Public Comments: None
4. Cedar Park Manor Appeal of Leak Credit
Ms. Bewersdorff provided background information on this credit for leak appeal.
Based upon past practice, Commissioner Carroll suggested the Board split the
remaining balance with the property owner. This would result in an additional credit of
about $1,130. He confirmed that the actual cost of the water would be recouped if this
additional credit was approved.
Commissioner Buehner motioned to split the remaining balance; Commissioner Russell
seconded the motion. The credit was approved by unanimous vote, with Commissioners
Buehner, Carroll, Russell, and Scheiderich voting yes.
5. Review Credit for Leak Policy
Mr. Koellermeier described the materials in the Board's packet. He explained other local
water providers allow for larger customer credits, so staff was not recommending any
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changes to this portion of the policy. He suggested some revisions the Board may wish
to consider:
• Increasing the $500 limit which requires staff to bring credits to the Board for
approval. The $500 limit has been in place since at least 1993. Increasing the
limit would mean fewer requests would come before the Board, and more
requests would be handled at the staff level.
• Altering shut off processing fees. Water service providers, including the City of
Tigard, typically issue three notices prior to turning someone's water off for
nonpayment. Most service providers assess a fee at the time each notice is
issued. The City of Tigard only assesses fees at shut off. By assessing some of
these fees when the first and second notices are issued, customers may be more
motivated to bring their accounts into good standing prior to the third notice and
subsequent shut off.
Commissioner Scheiderich suggested requiring a deposit when a past-due accounts are
paid.
Mr. Koellermeier suggested staff could present the Board with a proposal that would
implement the revisions described above. The Board discussed increasing the $500 limit
to between $750 and $1,000.
Commissioner Scheiderich proposed:
• Calculating the credit based upon excess water use when compared to average
usage during previous time period.
• Capping the maximum credit issued to $1,000 or$2,000. Water customers
should be aware of a leak of this magnitude.
■ Removing the Board appeal option from the process; all credits would be
processed by staff.
• Verifying the City of Tigard always recovers its water wholesale costs with regard
to credit for leak requests.
Board consensus was for staff to prepare the necessary documents to implement
Commissioner Scheiderich's suggestions. Mr. Koellermeier said this would likely come
before the Board as a policy and would then go before the Tigard City Council as an
ordinance to amend Tigard's municipal code.
Ms. Bewersdorff described the shut off process and timeline. Commissioner Buehner
suggested a door hanger notice fee be instituted. Commissioner Russell expressed
support for a deposit when past-due accounts are paid.
6. Renewable Energy Options
At the Board's December 12, 2007 meeting, the Commissioners requested information
on the actual cost of renewable energy options. Mr. Koellermeier introduced this item
and summarized the packet materials.
The Commissioners expressed concern that energy received through this program may
not actually be from a renewable energy source. They questioned whether money for
renewable energy could be better spent on something else.
Commissioner Buehner said the Tigard City Council wanted to discuss the purchase of
renewable energy and seek citizen input on the matter. Mr. Koellermeier said the
Council's presentation would not focus on the use of renewable energy for the water
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system. He will inform the Commissioners of the meeting in the event they wish to
attend.
Unless he receives further instruction from the Board, Mr. Koellermeier said he would
not include the cost of renewable energy in the fiscal year 2008-2009 water budget.
Commissioner Buehner confirmed the purchase of renewable energy could be
addressed via a white paper to the City of Tigard's Budget Committee.
7. Briefing on City of Tigard and Tigard Water District Administrative Services
Proposal
Mr. Koellermeier noted this information was an update for the Board and no action was
required.
He explained the City of Tigard had been providing services to the Tigard Water District.
These services had been under negotiation since July. The District rejected Tigard's
recent proposal and has elected not to have Tigard provide services. Mr. Koellermeier
reported:
■ District records, previously under Tigard's custodial control, have been turned
over to the District.
• District funds, previously managed by Tigard, have been turned over to District.
• The auditorium of the Tigard Public Works Building will be made available to the
District for their 2008 regularly scheduled meetings.
• Tigard's web site has been modified to explain the change in the relationship
between the District and the City. Tigard will provide a link to the District's web
site when it is operational.
8. Water Supply Update
Mr. Goodrich and Mr. Koellermeier reported:
• Current water demand is about four million gallons per day.
• Aquifer storage and recovery 2 (ASR2) is being injected at a rate of 1.67 million
gallons per day.
• 188 million gallons are in storage.
■ ASR 2 goals will be met in February or March, and then injection will begin at
ASR 1.
• On the City's progress to bring two private wells into compliance. The City has
offered to pay to properly abandon the wells if the work can be completed by
June 2008. Several Commissioners expressed urgency in getting the wells
capped. The Board discussed the status of City wells and ASR.
• Construction of the 550-foot Zone Reservoir#2 is on time. Piping from the new
reservoir to the 10-million-gallon reservoir will require construction work on Bull
Mountain Road in the near future.
9. Informational Items
Automated Meter Reading
Mr. Koellermeier informed the Board that Portland General Electric (PGE) has made the
decision to automate their meter reading. Other jurisdictions may be able to take
advantage of PGE's system; the City of Tigard and PGE have entered into preliminary
discussions on the matter. The infrastructure for automated meter reading is expected to
be operational in about three years. The Board discussed the costs associated with
manual and automated meter reading.
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10. Non-Agenda Items
IWB Term Expirations
Ms. Gaston informed the Board that Commissioner Carroll's and Commissioner
Scheiderich's terms expired as of December 31, 2007. According to IWB bylaws,
Commissioners can serve on the Board until a successor is appointed. The City of
Durham will consider an appointment to Commissioner Carroll's position on January 22.
Commissioner Carroll motioned to elect Bill Scheiderich to fill the new term as the
member-at-large representative to the IWB. There was no second and the motion was
not placed before the Board for consideration.
Commissioner Russell requested the member-at-large position be filled on a rotating
basis by someone from each jurisdiction. It was noted such a change would require an
amendment to the 1993 intergovernmental agreements.
Joint Meeting with the Tigard City Council
Based on anticipated timelines and availability of the Commissioners, the Board decided
it would hold its regular April meeting on Tuesday, April 8 at 5:30 p.m., followed by a
joint meeting with the Tigard City Council that same evening.
11. Future Agenda Items
• Discussion of a potential water partnership with the City of Sherwood
• Update on water partnership negotiations with the City of Lake Oswego
• Update on the status of the Tualatin Basin Water Supply Project
Future agenda items were not discussed.
12. Next Meetings
• February 13, 2008, 5:30 p.m.
Tigard Public Works Building, 8777 SW Burnham Street, Tigard, Oregon
• Special Joint Meeting with the Tigard City Council
(Note: See Joint Meeting with the Tigard City Council under agenda item #10)
13.Adjournment
At 6:37 p.m. Commissioner Carroll motioned to adjourn the meeting; Commissioner
Buehner seconded the motion. The meeting was adjourned by unanimous vote, with
Commissioners Buehner, Carroll, Russell, and Scheiderich voting yes.
5'157,3 4z��,
IWB Chair Greer A. Gaston, IWB Recorder
Date:_ Ae' h. ;2 e,03
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