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07/11/1994 - Minutes TIGARD WATER DISTRICT Board of Commissioners Meeting Minutes July 11, 1994 Commissioners Present: Chair John Haunsperger, Commissioners Beverly Froude, George Morgan, Lou Ane Mortensen, and Art Pedersen. Staff Present: Ed Wegner, Randy Volk, Mike Miller, and Lorry Christian. Visitors: Jack Polans, Beverly Hoffman, and Gilbert Meigs, Economic and Engineering Services, Inc. 1 . Call to Order Chair Haunsperger called the meeting to order at 7 : 04 p.m. 2 . Visitors Chair Haunsperger welcomed the visitors and asked whether anyone had any comments at this time . Visitor Jack Polans asked whether the new City of Tigard Council members and the recruitment for the position of City Administrator would hold up the goals for the Tigard Water District? Chair Haunsperger said it shouldn' t cause any delays or changes . 3 . Approve June 13, 1994 Regular Meeting Minutes Commissioner Morgan motioned to accept the meeting minutes as submitted, and Commissioner Lou Ane Mortensen seconded the motion. A voice vote was taken and the motion passed unanimously. 4 . Asset Valuation and Allocation Update Gilbert Meigs, Economic and Engineering Services, Inc . reported that the numerical part of the work has begun. The drafting work was completed in June . The final audit report by Coopers and Lybrand was reviewed, but since values of assets weren't listed individually, EES will need to complete that first . EES will have a draft prepared for staff to review and distribute to Commissioners at the August meeting, and discuss with Mr. Meigs at the September meeting. Mr. Meigs referred to a map showing the southwest quadrant of the area included in the water utility, which is one of four maps . Items on the map are color coded to indicate ownership: Green indicates exclusive property of TWD; Tan - King City; Red - City of Tigard; and Blue is community shared. The lines have asset numbers which correspond to a table that will show ownership and value. There are over 2, 400 assets, each listed in an adendum to the report . The "*" indicate special features . The task now is to assign values as of 12/31/93 . The data base can be updated in the future, if desired. Assets listed will be pipelines wh'ibh will include valves, hydrants, and allowances for customer services . Other assets listed with allocated values will include reservoirs, water wells, pumping stations, and primary metering vaults . TWD Board Meeting Minutes, July 11, 1994, Page 2 Additional assets will include cash, land, machinery, buildings, and furniture . All assets shown on the Asset and Liability Statement will be listed. Commissioner Morgan and Ed Wegner talked about a summer joint meeting with the Intergovernmental Water Board to discuss the EES report and the Murray Smith plan. Ed will try to schedule a joint meeting toward the end of August, giving each consulting firm time to make a presentation. 5. Update on Intergovernmental Water Board (IWB) a. Commissioner Morgan said there has been no IWB meeting since the last TWD meeting. b. Recently there have been several newspaper articles about water rates in the area, and TWD has been presented in a favorable position. c . Copies of the 1994-94 Budget will be available next month and will give information about the completion or updating of the Capital Improvement Plan. d. Commissioner Morgan emphasized the importance of sub- regional or county contractual agreements among water providers relative to the growing dependency on more than one source of a water supply. 6. Director' s Report a. Ed Wegner referred to a report from Murray Smith, regarding the possibility of the City of Portland as a likely long- term water supply alternative for Tigard. The report says there are some unresolved issues, but hope to have these issues clarified within the next week. Regarding the Lake Oswego Plan option, Murray Smith has received technical information detailing the anticipated improvements and associated estimated capital costs . The Lake Oswego consultant is making this information public on July 19, and Tigard will receive them then. When Tigard gets this information, then we can discuss with Lake Oswego how these costs might be paid, e .g. , a percent added to the wholesale rate, a raise in water rates, etc. Murray Smith will require about two weeks to prepare their report after receiving the cost information on July 19 . Mike Miller said that Tualatin Valley Water District owns the rights to 80% to 90% of the capacity of the 60" water main going west from the City of Portland. TVWD uses all of that watch' and is asking for more . Portland has retained approximately 10% of the rights to the water capacity. Ed Wegner said Tigard is buying water from Portland earlier this year because of the warmer weather this spring and summer. TWD Board Meeting Minutes, July 11, 1994, Page 3 b. The project on SW North Dakota Street is almost complete . c . $5, 577 . 69 was paid to EES per the contract . d. Meetings regarding regional and sub-regional water issues have been attended regularly by Ed Wegner, Randy Volk, Mike Miller, and John Acker. This ensures that Tigard has been and is represented in discussions regarding water management for the future . Within the next 60 to 90 days, the elected officials will need to become more involved. e . Maintenance Services Department has been reorganized effective July 1 : Randy Volk, Utility Manager, with Sam Morrison, Water Crew Chief and John Roy, Waste Water Crew Chief, both reporting to him, thus combining the utilities for the City. Mike Miller will be the Operations Manager in Maintenance Services with responsibilities for water quality, water supply, computer support, fleet maintenance, and community involvement . Reporting to Mike Miller is Mike White, the Construction Inspector. Fleet Maintenance will relocate to the two end bays at the Water Building, which will be a cost savings by having maintenance of water vehicles done in-house. f. Ed presented a certificate of membership to the Special District' s Association of Oregon, who is the insurance carrier for TWD . g. At 7 p.m. on Wednesday, July 13 there will be a second roundtable discussion of the Regional Water Supply Study at the Home Builders Association Building on Bangy Road. The Intergovernmental Water Board will not meet this week so that members will be available to attend this meeting. 7 . Non-Agenda Items a . Vacation of Easement . Visitor Beverly Hoffman asked the Board to approve vacating an easement owned by TWD on Tax Lot 600 . The easement began in 1987 . Chair Haunsperger asked the staff to review the situation and make a recommendation to the Board. b. Election of Officers. Commissioner Mortensen nominated Beverly Froude as Chair of the TWD Board. Chair Haunsperger seconded the nomination, and Commissioner Morgan moved to close the nominations. A voice vote was called, and the vote was unanimous . Beverly Froude is the newly elected Chair. Commissioners will be vote at the August meeting for the other office positions on the TWD Board. Newly elected Chair Froude was authorized to sign for the Board' s approval of the vacation of easement for Tax Lot 600, if TWD Board Meeting Minutes, July 11, 1994, Page 4 Staff is able to complete the review and recommends approval by the Board. 8. Commissioners Comments a. Chair Froude referred Commissioners to an article regarding "Son of Measure 5" . b. Chair Froude received a notice saying that the City of Tigard will take in three parcels of property on Bull Mountain. Another notice was received by the Boundary Review Commission regarding about 50 acres which may be annexed off of Fern Street . Chair Froude wants to ensure the Tigard Water District Board is notified after property is transferred from the unincorporated area to the City. c . Commissioner Haunsperger referred to a notice from the Washington County Elections Board saying there will be at least a 25% increase in the cost of participating in an election. d. The next IWB meeting will be in August 10 at 5 :30 p.m. e. The next TWD Board meeting will be August 8 . f. Visitor Jack Polans asked if there is information about how much water is used on lawns . Mike Miller said winter water consumption is 148 gallons per person per day, and 350 gallons per person per day in the summer. Randy Volk said Lake Oswego says that only 30% of all the water coming through their water plant is consumed by people. Lorry Christian stated that in early spring the Water Staff participated in distributing "Watering Wisely" brochures to retail nurseries . These brochures promote alternative landscaping which would reduce water required for landscaping. g. Commissioner Mortensen asked Lorry Christian to write thank you letters to the citizens who served on the Budget Committee for the Tigard Water District . 9. Adjournment The meeting adjourned at 8 : 38 p.m.