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06/13/1994 - Minutes TIGARD WATER DISTRICT BOARD OF COMMISSIONERS MEETING Piiiiuir.S June 13, 1994 1. Call to Order Chair Haunsperger brought the regular meeting of the Tigard Water District Board of Commissioners to order at 7:25 p.m. Commissioners Present: Chair Haunsperger, Commissioners Froude, Morgan, Mortensen and Pedersen Staff Present: Leslee Gemmill, Randy Volk and Ed Wegner Guests Present: Gilbert Meigs and Jack Polans 2. Visitors Chair Haunsperger welcomed the visitors. 3. Approve May 2, 1994 Regular Meeting Minutes Commissioner Lou Ane Mortensen motioned to accept the meeting minutes as submitted and Commissioner Froude seconded the motion. A voice vote was taken and the motion passed unanimously. 4. Asset/Liability Allocation Update • Gilbert Meigs advised the Commissioners that Progress Report #2 was included in their agenda packets and he would be happy to address any questions or concerns regarding the progress of the Asset Allocation Study. • Commissioner Morgan asked Mr. Meigs if Economic and Engineering Services, Inc. received a final audit report by Coopers and Lybrand. Gilbert Meigs said the final report was received and work will continue on the project next week. A meeting will be scheduled with Wayne Lowry, City of Tigard Finance Director, and hopefully Coopers and Lybrand, to review the audited value of the assets. Mr. Meigs also informed the Commissioners that the mapping work is now complete and it appears as though the project will be completed by the end of July and within the original contract amount. • Commissioner Morgan asked Randy Volk, project staff liaison, if he had any concerns regarding the project and whether or not he saw any difficulties with the agreement as prepared. TIGARD WATER DISTRICT BOARD MEETING, June 13, 1994 - Page 1 Randy Volk responded that he didn't have any concerns nor did he have any problems with the agreement. • Commissioner Morgan asked if there was anything the Tigard Water District Board could be doing to facilitate work on the project and the response by staff and Mr. Meigs was no. 5. Update on Intergovernmental Water Board (IWB) a. ) Commissioner Morgan reported that the 1994/95 water department budget was submitted to the IWB in accordance with the intergovernmental agreement. The Board reviewed the budget, commented on it and the budget was approved as submitted, to be forwarded to the City of Tigard Budget Committee. The IWB requested a performance budget be developed during the coming year so that goals and objectives would be clearly delineated, some performance measures established and the elements of program budget developed during 1994/95 year. George Morgan said it was his understanding that the Budget Committee is recommending the budget be kept in the form submitted to them and it is now scheduled for public hearing and City Council action on June 28, 1994. b. ) Commissioner Morgan reported that the audit report for the period of July 1 through December 31, 1993, for the Southeast Washington County Joint Water Agency, prepared by Coopers and Lybrand, was distributed to and accepted by the IWB. Commissioner Morgan highlighted briefly on the contents of the audit report. c. ) George Morgan informed the TWD Board that no action had been taken on the IWB by-laws and the subject has been continued to the July 13, 1994 meeting. d. ) Commissioner Morgan reported that the IWB now meets monthly, on the second Wednesday at 5:30 p.m. e. ) George Morgan reported to the Board that Harold Murray, of Murray, Smith and Associates, Inc. (MSA) , presented to the Board on June 8,._ 1994 an update on the long term water supply study. Mr. Smith identified in his presentation seven alternatives for water supply. Commissioner Morgan said that one important consideration still pending is that Lake Oswego hasn't completed its engineering study but it should be completed shortly. Once it is done, the City of Lake Oswego will consider discussion with others about future or long term water supply contracts and at that time, MSA will be in a position to finalize the study and prepare the final report. " w TIGARD WATER DISTRICT BOARD MEETING, June 13, 1994 - Page 2 Commissioner Morgan said that a substantial capital investment (preliminary figure of $24 million) will be required for updating and expanding the capacity of the Lake Oswego system. George Morgan continued with the IWB update indicating three factors pertaining to the City of Portland. (1) Portland is a principal participant in the metropolitan region for the long term regional supply. (2) Portland is a major player in providing water to a number of the parties to whom the City water department or intergovernmental agencies would like for water supply contracts. George Morgan indicated it seemed unlikely to him that any serious long term water supply contract would be executed with any party until something more definite had resulted from the regional study. (3) Commissioner Morgan explained that the effective management of the Portland contract is one factor that makes a difference in the price paid for water and also, Portland uses essentially the same contract with all of its customers. Mr. Morgan suggested that sub-regional consortiums may be required for effective negotiations for long term water supply involving the Portland. George Morgan said in the coming months, the final report should be completed by Murray, Smith and Associates, Inc. and the data would then be available for presentation and review to determine the best option or combination of available options to be pursued or developed. Commissioner Morgan continued with the update informing the Board that MSA also tried to identify the evaluation criteria. Criteria useful & important to any decision for long term water supply. 1. Capital Improvement requirements. 2. Cost of water. 3. Supply connections and compatibility to existing systems. 4. Quantity and availability for long term reliable. 5. Water supply agreement and contract provisions that would identify the service commitments and long term. 6. Water rights as they relate to sources of supply. 7. Water quality and public's perception of it. 8. City ownership of the facilities. Commissioner Morgan suggested that upon completion of the long term water supply study by MSA, it may be an appropriate time to schedule the annual meeting of the parties of the intergovernmental agreement for mutual consideration of the study. TIGARD WATER DISTRICT BOARD MEETING, June 13, 1994 - Page 3 Beverly Froude asked Commissioner Morgan about the Metro 2040 and/or 2010 plans and how it relates to the long term water supply study. Commissioner Morgan stated that the Metro plans could have a significant impact on the service areas if the Urban Growth Boundary is changed. Maintenance Services Director, Ed Wegner, also responded to Commissioner Froude's question. He informed those present that within the last two weeks, the Participants Committee had gone to County Council and Metro and asked for information for its regional long term regional water study. He stated that Metro will now be a member of the Participants Committee, along with the other 26 water providers, and has agreed to provide additional information i.e. , population forecasts, to the regional supply group by the end of June. At this time, Jack Polans addressed Commissioner Morgan about the MSA presentation and another option presented on June 8, specifically that the city can get its own water. Commissioner Morgan responded that MSA suggested some local water is available however not anywhere near the magnitude that would be required long term. Jack Polans then expressed his concern to the Board regarding a recent Metro survey whereby citizens ranked water quality low on the list. Beverly Froude responded that water quality has not been a high priority to the public because water quality has always been good. She continued and said that that doesn't mean in the public's perception, water quality is ranked low. Chair Haunsperger thanked Mr. Polans for his input. 6. Director's Report • Randy Volk informed the Commissioners that all five Board positions are up for election in March 1995. He recently received a phone call from the Washington County Election Office regarding the county voters wanting a voters pamphlet. Randy Volk informed the Board that if the County Commissioners vote to publish a pamphlet and ballot, the cost to the Tigard Water District could be approximately $4,000 for the election. • John Haunsperger addressed Randy Volk about the possibility of another erm that would border the High Tor reservoir and the property next door. He was concerned that a berm may be needed to help prevent water damage like recently experienced. TIGARD WATER DISTRICT BOARD MEETING, June 13, 1994 - Page 4 Randy Volk explained to the Board about SCADA and it's alarm capability that can automatically dial call-out, duty personnel in the event of an emergency and it's not the departments intention to build another berm. • Ed Wegner advised the Board that in the future, the Monthly Water Report will be distributed at the monthly Board meetings and not included in the agenda packets. He encouraged the Commissioners, if after reviewing the report, to address their questions and/or concerns to him. . • Work has started on the North Dakota Street 12 inch transmission main project and the neighborhood and school concerns have been addressed. • July 1, 1994 is still the target date for combined water and sewer billing for City of Tigard residents receiving both water and sewer bills for the City of Tigard's residents that receive water and sewer bills from Tigard. Beverly Froude asked if the department was anticipating an abundance of citizen comments regarding their receiving one larger bill and asked whether or not the combined billing was going to be bi-monthly. Ed Wegner reported that the Finance Department-Customer Service is gearing up for an increase of phone calls in July and August and billing is going to remain bi-monthly. There was a brief discussion regarding the monthly financial report and the water consumption and water loss figures and reconciliation process of budget and actual projections on a twelve month basis. • Ed Wegner updated the Board on SDCs informing them that each entity has adopted its SDCs except Durham. The City of Durham needs to change the wording. • Pursuant to City Administrator Reilly's request for the cities and Tigard Water District to approve an extension for the completion of the Capital Improvement Plan, the Tigard Water District Board took formal action. George Morgan motioned that the Tigard Water District approve the time extension requested by the City of Tigard for the completion of the Capital Improvement Plan from July 1, 1994 to September 30, 1994. Commissioner Mortensen seconded the motion. A voice vote was taken and the motion was approved unanimously. TIGARD WATER DISTRICT BOARD MEETING, June 13 , 1994 - Page 5 • • • Ed Wegner distributed to the Board, a copy of the Tigard Water District's liability insurance coverage and a brief discussion regarding the policy took place. • Ed Wegner reported to the Board that the Accounting Department is getting ready to order new bills for the July billing and asked for a confirmation of the TWD Board of Commissioner meeting dates. There was a brief discussion regarding other city meetings including the Tigard Planning Commission. The Board agreed to meet monthly, on the second Monday of each month, at 7 p.m. • The Board discussed with staff the possibility of a joint newsletter with the Intergovernmental Water Board and the associated cost. Ed Wegner reported that each of the three cities already produce a newsletter and the unincorporated residents are currently the only residents not already receiving a newsletter. Ed Wegner said that special mailings and/or inserts can be included with the monthly bills as required for example, lead and copper notices. In addition to the Tigard library, the City of Durham may make available for citizens, at Durham city hall, copies of the water meeting minutes and water information. The Board asked about the possibility of adding a general statement on the water bills regarding the fact that water information including meeting agendas and minutes are available .in the library, etc. • There was a brief conversation regarding the grounds maintenance of the reservoirs and Ed Wegner apologized and assured the Board that the maintenance levels will be back on track within a week or two. 7. Non-Agenda Items 8. Commissioners Comments 9. Set Next Meeting Agenda 10. Adjournment The meeting adjourned at 8:50 p.m. TIGARD WATER DISTRICT BOARD MEETING, June 13, 1994 - Page 6