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04/04/1994 - Minutes y / TIGARD WATER DISTRICT BOARD OF COMMISSIONERS MEETING MINUTES April 4, 1994 Board Members Present: Chair Haunsperger; Commissioners Froude, Morgan, Mortensen and Pedersen Staff Present: Leslee Gemmill, Randy Volk and Ed Wegner Visitor: Jack Polans 1. Call to Order Chair Haunsperger brought the meeting to order at 7:08 p.m. 2. Request for Proposals for Asset/Liability Allocation The Board discussed at length the proposals and presentations for Asset/Liability Allocation by Economic Engineering Services, Inc. and Black and Veatch. Chair Haunsperger moved to accept the proposal from Economic Engineering Services, Inc. to perform the Asset/Liability Allocation. Commissioner Froude seconded the motion. Director Wegner addressed Commissioner Morgan's concern about whether or not staff received any input regarding the proposals from the parties to the Intergovernmental Agreement. Ed Wegner informed the Board that after checking references, staff felt comfortable with either firm. Ed Wegner continued saying it may be beneficial to have a contract with provisions up to and including Task 6 as Phase I and another including Task 7 - GIS (Phase II) before the initial project meeting. A voice vote was taken and the motion passed unanimously. Commissioner Morgan moved that a contract be prepared with the following primary conditions: a. ) Based on the proposal as submitted, to be refined by further discussion with staff and the Intergovernmental Water Board. b. ) The contract document be approved as to content and design and a staff person be designated as the contact person for the consultant. c. ) Monthly reports will be prepared and a presentation made by the EES Project Manager at the next Tigard Water District Board Meeting. In addition, written updates are to be included with the agenda for discussion at each of the Board's regular monthly meetings. Commissioner Morgan agreed to keep the Intergovernmental Water Board current with the information presented. TIGARD WATER DISTRICT MEETING MI*UTES - April 4, 1994 - Page 1 d. ) The contract document should provide for a "not to exceed" amount to be determined by staff negotiations with EES after refinement of the proposal for "Phase I" and "Phase II". e. ) EES should be provided a copy of the Intergovernmental Agreement. Commissioner Mortensen seconded the motion. The Board and staff briefly discussed the motion. Ed Wegner agreed to meet with Mr. Meigs and Randy Volk to outline the proposal as discussed tonight. The draft will include a provision for future inclusion of Phase II. The draft proposal will be sent to Chair Haunsperger and the Board for review hopefully by the end of the week. A voice vote was called for and the motion passed unanimously. 3. Budget Update Budget Officer Mortensen informed the Board that as of this date, there has been no response to the advertisement for individuals interested in serving on the Budget Committee. The draft budget should be available by the May 2, 1994 Board meeting. Commissioner Morgan expressed his concern about the Tigard Water District's and this Board's obligation to the indebtedness. George Morgan suggested the total amount be included in the 1994-1995 budget with a notation that the Board expects it will be serviced by all parties to the Intergovernmental Agreement. Ed Wegner responded to Commissioner Morgan's concern about the reasonable expenses and overhead costs as determined by the City of Tigard for Tigard Water District. Director Wegner mentioned' that a designated support staff was keeping track of time spent solely on Tigard Water District matters and was unsure of what will become of this record. Chair Haunsperger asked about the separate tracking of System Development fees. Director Wegner informed the Board that the Cities of King City and Durham have yet to adopt SDC methodology and it was on each of this month's city meeting agenda. The Board continued its discussion on the Budget and expressed a concern that enough money should be allotted for legal and engineering services. 4. Director's Report Ed Wegner, in response to the Board's request on the status of the provisions outlined in the Intergovernmental Agreement reported that: a. ) The City's insurance carrier cannot insure another Board and this Board's existing insurance coverage will continue until July 1, 1994. The renewal amount of $300 will then be due to extend the coverage beyond the expiration date. TIGARD WATER DISTRICT MEETING MINUTES - April 4, 1994 - Page 2 Art Pedersen asked about the insurance coverage. Director Wegner said he'd get a copy of the insurance policy and have an answer about coverage to and from meetings. Commissioner Morgan asked whether the Intergovernmental Water Board was covered under the City of Tigard's insurance policy. Ed Wegner will look into this question, will discuss the insurance issues with the City's Risk Manager and report back to the Board at the next meeting. b. ) System Development Charges is on the April 6 King City agenda and Durham's agenda April 26, 1994. John Acker will be at these meetings to answer questions. City of Tigard has requested each city follow the same format as the City of Tigard. Randy Volk assured the Board that in the meantime, fees are being collected. c. ) Ed Wegner reported that one of the outstanding issues still remaining as an issue to the water employees transferred to the City is the status of their retirement funds. The employees voted to withdraw from Ameritas and join ICMA (International City Managers Association) . The two companies are trying to resolve the issue of funds still remaining with Ameritas. Also, the water employees voted to not be represented by the union. Only two employees have been shuffled - Leslee Gemmill will soon be moving to Maintenance Services to work on water issues and maintenance matters and Lorry Christian is splitting her day working in Human Resources and the Library. d. ) Update on hand-held meter reading - Director Wegner reported that a position will soon be open for a meter reader. Employees are currently receiving training on the hand-held meter reading equipment. e. ) A new report format for the previous month's water activities will be presented to the Intergovernmental Water Board at the first meeting of each month. The report will summarize sales, expenditures, installations and major work accomplished by each area. • Chair Haunsperger asked about the City Parks Department and if under the water budget, the Department was going to take of the water sites/reservoirs. Ed Wegner reported that there was funding for two employees as summer help to take care of water sites, both within and outside city limits, and the individuals will work for the Parks Department at Cook Park on the weekends. • Commissioner Froude questioned staff about ,the water flowing down Royalty Parkway over the weekend. Randy Volk advised her there was a pipe break and i't` *as taken care of by the person on duty. TIGARD WATER DISTRICT MEETING MINUTES - April 4, 1994 - Page 3 • Commissioner Mortensen asked about the status of the Boundary Commission's letter dated February 22, 1994. The letter informed the Tigard Water District Board of the Boundary Commission's intent to levy an assessment against TWD for the 1994-1995 fiscal year as authorized by ORS 199.457. Ed Wegner responded that Wayne Lowry, Finance Director, followed up to the Boundary Commission regardint the letter but hadn't heard back. Ed Wegner agreed to follow up with Wayne Lowry and will report back to the Board. He also informed the Board that money Is available and will be paid when due and money is in next year's budget. • The Board reviewed briefly the March 3, 1994 statement from Davis Wright Tremaine and Chair Haunsperger approved the statement for payment. 5. Approve March 14, 1994 Meeting Minutes Commissioner Morgan moved to approve the meeting minutes as submitted and Commissioner Froude seconded the motion. A voice vote was taken and the motion passed unanimously. 6. Set Next Meeting Agenda • EES Update • TWD Budget 7. Adjournment The meeting adjourned at 8:40 p.m. TIGARD WATER DISTRICT MEETING MINUTES - April 4, 1994 - Page 4