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03/14/1994 - Minutes TIGARD WATER DISTRICT Board of Commissioners Meeting Minutes March 14, 1994 - 7 p.m. Board of Commissioners Present: John Haunsperger, Chair; Commissioners Beverly Froude, George Morgan and Lou Ane Mortensen Board of Commissioner Absent: Art Pedersen Staff Present: John Acker, Leslee Gemmill, Wayne Lowry, Mike Miller, Randy Volk and Ed Wegner Visitor: Jack Polans 1. Call to Order The meeting was called to order at 7:07 p.m. 2. Approve Minutes of February 7, 1994 Meeting Commissioner Morgan motioned to accept the meeting minutes as presented and Commissioner Mortensen seconded the motion. A voice vote was called for and the motion passed unanimously. 3. Request for Proposals for Asset/Liability Allocation Black and Veatch and Economic Engineering Services, Inc. submitted proposals for the Asset/Liability Allocation. Chair Haunsperger motioned to delay any decisions on these proposals to allow the Board time to review them further. Commissioner Morgan seconded the motion. • Chair Haunsperger informed the Board he asked Mr.Hill Hampton to review the proposals and report to the Board. • Commissioner Morgan suggested the other involved parties have the opportunity to select an individual to review the proposals. • John Acker said he talked with representatives from both companies and each were willing to participate in whatever selection process the Board chooses. • Chair Haunsperger suggested the Board use this additional time to review, develop questions and prepare to interview the Project Manager from each firm. • In response to Commissioner Morgan's request that background and reference checks be done on the clients identified in each of the proposals, Ed Wegner agreed to solicit input from the Intergovernmental Water Board members and this along with the reference check information would be available to the Board by Monday, March 21, 1994. A special meeting was scheduled for Monday, March 28, 1994 for the Board to interview the Project Manager from each firm. The motion was amended by George Morgan to include the Board invite Hill Hampton, on behalf of the District to review the proposals; the Board give the other parties time to review the proposals to determine the adequacy and responsiveness of the proposals to the solicitation; reference checks be made of projects involving the principals who are proposed to be Project Managers for each of the submittals and this information be completed and provided to the Board by March 21, 1994. Lou Me Mortensen seconded the motion. A voice vote was taken and the amended motion passed unanimously. TIGARD WATER DISTRICT BOARD MEETING - March 14, 1994 - Page 1 4. Tigard Water District Budget Wayne Lowry, City of Tigard Finance Director, informed the Board that City Attorney, Jim Coleman recently prepared a legal brief on how to handle the debt service for the next two years because the County Assessor was having a problem determining how to assess the levy of tax to pay the general obligation bond. Since the draft, it's been suggested the best way to handle this matter is to let the remnant District pretend its boundaries are the same for tax purposes and levy the tax as it has in the past. There was discussion regarding the possible financial impact to the Tigard Water District. John Haunsperger read to those present a letter from Ken Martin, Boundary Commission, dated February 22, 1994 informing the Tigard Water District Board of the Boundary Commissions intent to levy an assessment against Tigard Water District for the 1994-1995 fiscal year as authorized by ORS 199.457. The total amount due is $3,226. Wayne Lowry took the letter and agreed to look into the matter further. There was a brief discussion regarding Tigard Water District's financial obligation to the Phase 2 Regional Water Study. John Acker indicated he's in the process of looking into this matter and will report back to the Board. a.) Selection of Budget Committee Lou Ane Mortensen reported to the Board that John Martin, Fred Rosebraugh, Linda Fox, Eleanor Quinby and Rod Kvistad have agreed to serve on Tigard Water District's Budget Committee. John Haunsperger moved these five names be submitted as nominees to the Budget Committee and Beverly Froude seconded the motion. • George Morgan said public offices and positions should be posted for public awareness so interested individuals could be considered for appointment to the Budget Committee. There was a brief conversation regarding the process and timelines. Discussion continued on the various methods to adequately notify the public. Staff was asked to assist in whatever way possible to bring this to the public's attention. b.) Review draft Letter to Committee Members Lou Ane Mortensen read to the Board the proposed letter to nominated budget committee members. The Board briefly discussed the Tigard Water District budget and the responsibilities of the budget committee. c.) Chair Haunsperger reviewed with the Board the amount due to Davis Wright Tremaine for legal services for the months of December and January. Commissioner Morgan motioned to authorize payment of the invoice and Lou Me Mortensen seconded the motion. There was discussion regarding the invoice. A voice vote was taken and the motion was approved unanimously. 5. Director's Report In addition to the Work Accomplished Report, Ed Wegner, Maintenance Services Director reported to the Board the status of the following projects: TIGARD WATER DISTRICT BOARD MEETING - March 14, 1994 - Page 2 . • The hand-held meter reading equipment arrived and employees will receive training the week of April 4, 1994. • Phase 4 of Bull Mountain Meadows will be completed this year. • The transition of the water district staff as a result of the Intergovernmental Agreement is going well. He indicated that customer service has been consolidated and work is beginning on combined billing for water and sewer customers. The City's Finance Department has relocated to the water building to better assist in the consolidation of functions. He reported further to the Board that the water department employees voted "no" to union representation and the Maintenance and Operations employees seem to be working well together. • Ed Wegner reported on the purchase of the second phase of the SCADA equipment. • Randy Volk responded to a question from Chair Haunsperger regarding the software problems with the accounting and SCADA software. Randy Volk said the problems have been resolved now that they upgraded from a 386 to a 486 computer. • At the March 22, 1994 Tigard City Council meeting, the water department is requesting authorization to advertise for bids for the North Dakota Street 12"Water Transmission Line Capital Improvement Project. • Staff is attending meetings and actively working on long range water supply. • Ed Wegner reported briefly to the Board on the presentation by Murray, Smith and Associates presentation at the Intergovernmental Water Board Meeting on March 9, 1994. 6. Non-Agenda Items a.) Mike Miller, Water Management Analyst,reported that currently,the Tigard Water District is the recipient of a waterline easement for a parcel of land located north of SW Bull Mountain Road and east of High Tor subdivision. Due to the position of this existing waterline easement,it cannot be utilized within the new subdivision. Mike Miller responded to questions asked by Commissioner Morgan. Commissioner Morgan moved to accept Resolution 94-01, a Resolution to extinguish a waterline easement across the northern 15 feet of Tax Lot 1500, Assessor's Map #2S, 1 9BA. Commissioner Froude seconded the motion. A voice vote was called for and the motion passed unanimously. b.) Commissioner Morgan informed the Board that a formal request may be made to the Tigard City Council for an extension of the June 30, 1994 deadline for an updated capital improvement program. During a progress report by Murray, Smith and Associates, Inc. (MSA) to the Intergovernmental Water Board on March 9, 1994, MSA indicated that updating the water supply plan could not be completed in the originally anticipated timeframe due to the delay of receiving needed information from water providers. Apparently, the study has prompted possible water suppliers, to update their own plans and this information is not yet available. George Morgan reported to the Board that the City of Tigard's contract for water with the City of Lake Oswego expires at end of this year. • Ed Wegner clarified for the Board the agreed upon terms between City of Tigard and City of Lake Oswego regarding the expiration date of the contract. The Board continued discussion on the delay and its impact on the development of an updated water capital improvement plan and the Tigard Water District budget. TIGARD WATER DISTRICT BOARD MEETING - March 14, 1994 - Page 3 • George Morgan commented that the presentation by MSA was exceptionally good and this Board will be pleased with the completed report. • Ed Wegner indicated that a 90 day extension will be requested at the next Tigard City Council Meeting. c.) Commissioner Morgan asked staff for input regarding the Intergovernmental Agreement specifically regarding the responsibilities of this Board and the City of Tigard. He wants verified that both parties are meeting their responsibilities according to the Agreement. The following concerns were identified: certificates of insurance coverage;whether the boundary lines were updated and filed and the status of the adoption of SDCs by the parties. Ed Wegner said a response to this request would be provided to the Board prior to the next regular meeting. Commissioner Morgan explained to the Board the procedure by which the Intergovernmental Water Board chose its fifth member, Bill Scheiderich. d.) Chair Haunsperger reviewed for the Board an outstanding invoice for $63 due to the Daily Journal of Commerce for the advertising for the Request for the Proposals for the Asset and Liability Division. George Morgan motioned to authorize payment and Lou Ane Mortensen seconded the motion. The motion was passed unanimously. The Board requested staff that they be kept informed of their expenditures in some format on a monthly basis. e.) Jack Polans addressed to the Board his concern about the lack of public involvement and asked about the Tigard Water District policy on meeting tapes and minutes. Mr. Polans was assured that the meeting tapes and minutes are always available for review by the public and staff will look into the possibility of making this known to the public via the library. 7. Adjournment The meeting adjourned at 8:45 p.m. TIGARD WATER DISTRICT BOARD MEETING - March 14, 1994 - Page 4