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02/07/1994 - Minutes TIGARD WATER DISTRICT Board of Commissioners Meeting Minutes February 7, 1994 - 7 p.m. Board of Commissioners Present: John Haunsperger, Chair; George Morgan; Beverly Froude and Lou Ane Mortensen Board of Commissioner Absent: Art Pedersen Staff Present: John Acker, Leslee Gemmill, George Mardikes, Mike Miller, Randy Volk and Ed Wegner 1. Call to Order The meeting was called to order at 7:04 p.m. 2. Approve Minutes of January 10, 1994 Meeting Commissioner Morgan motioned to accept the meeting minutes as submitted and Commissioner Froude seconded the motion. A voice vote was called for and the motion passed unanimously. 3. Request for Proposals for Asset/Liability Allocation After a brief discussion regarding the draft Request for Proposal for the Asset and Liability Division, the Board asked that Chair Haunsperger's name be included as a Tigard Water District representative for questions and be given the proposals upon receipt. 4. Tigard Water District Budget Commissioner Mortensen,TWD Budget Officer,asked the Board members to submit names of individuals interested in serving on the Budget Committee to her. Commissioner Froude offered to contact Rod Kvistad regarding his continuing his current term on the Tigard Water District's Budget Review Committee. 5. Extra Territorial Water Service Connection SW 131st Avenue The Board reviewed the materials for this agenda item and after a brief discussion, Chair Haunsperger motioned to uphold Tigard Water District Resolution 15-92 (A resolution establishing a policy for extra-territorial water service connections). Commissioner Froude seconded the motion. Hearing no further discussion, a voice vote was taken and the motion passed unanimously. ' t 6. Non Agenda Items Chair Haunsperger asked staff for an update on long term water sources. Mike Miller outlined the water department's schedule for meeting with various water suppliers as well as information on the Willamette River and Barney Reservoir. There was a brief discussion regarding water fluoridation. Commissioner Morgan highlighted for the Board, the Intergovernmental Water Board Agenda for February 9, 1994. Lorna Stickel, Project Manager for the Regional Water Supply Plan and Randy Volk & Mike Miller, Tigard Water Department employees will be giving presentations at Wednesday's meeting. Hal Murray, Murray Smith and Associates, is scheduled to attend the February 23 meeting of the Intergovernmental Water Board. Commissioner Morgan mentioned the upcoming deadlines as outlined in the Intergovernmental Agreement and asked for an action plan. Ed Wegner, Maintenance Services Director for the City of Tigard indicated that a Plan of Action for March 1 through June 30 and another for the next fiscal year would be done in a timely manner. Commissioner Froude informed the Board that the first public information meeting for Regional Water Providers is scheduled for February 22, at 7 p.m. at the Tualatin Valley Water District. Attorney Mardikes reviewed for the Board, correspondence with Jim Coleman, City of Tigard Attorney, regarding Tigard Water District legal files currently located at offices of attorneys previously used by the District. George indicated he has a list of 31 files that are old, dated and don't deal with current issues. George Mardikes also discussed briefly with the board the status of the general obligation bonds. He has been discussing this issue with Wayne Lowry, City of Tigard's Finance Director and Jim Coleman, City of Tigard Attorney and both attorneys will review the materials and forward a letter of agreement to the County Assessor for a response. 7. Adjournment The meeting adjourned at 8 p.m. The next meeting of the Tigard Water District Board of Commissioners is scheduled for Monday, March 7 at 7 p.m. TIGARD WATER DISTRICT 18 Month Budget - DRAFT DESCRIPTION JAN-JUNE 1994 1994/1995 Professional Services Attorney Fees $5,000 $6,000 Audit/Review $3,000 Meeting Support $1,300 $ 950 Bookkeeping $ 200 $ 350 Total $6,500 $10,300 Other Expenses Office Supplies & Misc. $ 160 $ 320 Advertising & Publicity $2,800 $ 300 Insurance $2,055 $2,300 Miscellaneous 37121 $ 48 Total Other $5,085 $2,968 TOTAL OPERATING BUDGET $11,585 $13,268 FOOTNOTES TO TIGARD WATER DISTRICT 18 MONTH BUDGET DRAFT PROFESSIONAL SERVICES Attorney fees are estimated at $600 per month for remainder of fiscal year and $500 per month the next fiscal year. Although it is not yet clear whether an audit will be required, we have estimated $3,000 for preparation of financial statements and other disclosures by Coopers and Lybrand. Meeting support was estimated at 16 hours per meeting with the assumption that the Board will continue to meet monthly through June and then quarterly thereafter. Bookkeeping is estimated at one hour per month and includes recording transactions and preparing periodic financial reports. OTHER EXPENSES Office supplies includes paper, copies, letterhead, envelopes, postage and other miscellaneous supplies and materials. Advertising costs related to elections are included in the current fiscal year in the amount of$2,500. All other amounts are related to public notice for meetings and budget process. Insurance estimates include general liability, error and omissions and Director and Officers coverage. Other items include food and drinks available at meetings, etc. DEBT SERVICE There is still a question about how the debt service levy will be handled among the four jurisdictions. The city attorney is preparing an interpretation of the statutes which would allow each jurisdiction to levy its share of the levy for the next two years. We will be discussing this solution with the County Assessor over the next several weeks. Until an agreement is reached, we will not know if the district should budget just its share, or the entire amount. ,We, therefore, have not put any debt service amount in this budget draft.