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01/22/1996 - Minutes A TIGARD WATER DISTRICT BOARD OF COMMISSIONERS MEETING JANUARY 22, 1996 MEMBERS PRESENT: Beverly Froude, John Volpe, Norman Penner STAFF PRESENT: Ed Wegner, Mike Miller, Wendy Hungerford, Bill Monahan 1. Call to Order/Roll Call The meeting of the Tigard Water District was called to order at 7:07pm on January 22, 1996 by Chairperson Penner. Members absent included John Haunsperger and Lou Anne Mortensen. 2. Approval of November 27, 1995 Meeting Minutes Commissioner Froude moved to accept the minutes of the November 27, 1995 meeting. Norman Penner seconded the motion and it was passed unanimously. Beverly Froude asked if she was the current Vice Chair? The members all stated that elections had been by-passed at the previous meetings. John Volpe moved to elect Beverly Vice Chair and was seconded by Norman Penner. 3. Executive Session - Bill Monahan, City Administrator Meeting went into Executive Session at 7:13pm Meeting went out of Executive Session at 7:50pm 4. Visitor's Comments No visitors were present at this meeting. 5. Board Member Resignation Lou Anne Mortensen will be writing a letter of resignation to the Tigard Water Board. She will be serving on the board until the vacancy is filled. Commissioner Beverly Froude attended the Citizen Involvement Team-Central and told members and visitors there of the vacancy. This position will be advertised so anyone in the community can apply. Mike Miller informed the TWD Board that they can conduct interviews of the individuals that apply. 6. Metro Policy Advisory Committee a. Affirmation of alternate Commissioner Beverly Froude received a letter that was sent to all Special Districts of Washington County. The letter read as follows, "On October 2, a special meeting was called for all Special Districts to select an alternate to Rob Tigard Water District Board Meeting - January 22, 1996 Mitchell, as a representative to the METRO Policy Advisory Committee for the Special Districts of Washington County. The meeting was held and the alternate elected was Carol Gearin. She is the alternate to the representative." Beverly Froude stated to the members that they needed to vote to select this person as the alternate. Norman Penner asked for some background history on Carol. Beverly state that Carol Gearin also serves on the Tualatin Valley Fire and Rescue Board of Commissioners and that she was very active in the community. She would only be serving as an alternate if Rob Mitchell could not attend the meetings. Commissioner John Volpe moved to approve Carol Gearin as the alternate. The motion was seconded by Beverly Froude and approved. Beverly Froude updated the TWD Boardmembers on the Rate study update that CH2M Hill is working on. Commissioner Froude stated that they are almost complete with the technical design work and they are waiting for some information. For the next meeting, they hope to bring the draft. The rate study is looking at how much the rates should change: cost of service, minimum charge, current rate and rate structure update, fixed rate charge and uniform volume charge. Beverly stated that they are also looking at conservation for homes and businesses for water use, also looking at inverted rate system: this is where the more water you use, the more you pay. She said that they are looking at whether the surcharges should continue for pumping. Beverly re- interated that this is for the entire Tigard water service area including, Durham, King City, Tigard and the unincorporated area. Commissioner Froude stated that at next months meeting when they hope to present the draft copy, she will copy all of the TWD members with that information. 7. Facility Use Commissioner Froude asked the members if they could talk about this agenda item on March 25, 1996. The TWD members agreed. Beverly asked if they meeting location does change to another building, to please place that in the packet for all the members as well. Mike Miller stated that the meeting location should not change, but in the future we will place the location in the packets. 8. Intergovernmental Water Board Update Beverly Froude stated this was discussed in Agenda item#6. 9. Operations Manager's Report Mike Miller stated that the Rate Study is progressing, which will not only be the rates for what will be charged for water, but they are also looking at the System Development Fees for meter installations. At the IWB meeting Mike stated this wasn't made clear. Mr. Miller explained to the TWD members what System Development Fees are. He stated a portion of it is reimbursement, which is a buy into the existing facilities. The facilities are about $22 million to service the entire area. When a new service connection comes on board, they are buying Tigard Water District Board Meeting - January 22, 1996 7 , into that existing system. Another portion of the fees is based on the future: what kind of impact does that house, multi-family unit, or commercial put on the system in order to bring a new supply in? Then there is the regular connection costs: installing of the service and meter. Norman Penner asked when a sub- division is going in and they are digging the trenches and laying pipeline in, who is paying? Mike Miller stated it is the developer that pays for the new lines, but once the project is completed it becomes a public facility which is the property of the City. In order for the City to put water in the pipes, the City has to do more work, like reservoir capacity or larger transmission mains and that is what the System Development Fees are designed around Mike stated. Mike stated that they are gathering information for the Rate Study and will be presenting that to them as soon as the information is complete. Mike told the members of the High Tor reservoir overflowing at the beginning of January, 1996 which did some damage to the surrounding area homes landscaping and some crawl spaces. Mike stated that there was a failure with the SCADA system and it locked up. It was on automatic mode and started pumping up to High Tor at about 11:50pm and at 12:00am it locked up after it generated its reports, so the pump continued to run. This filled the reservoir and the unit at the reservoir which usually shuts if off when full, was not functioning because the signal did not go to the unit because the computer was locked up. Beverly Froude asked how the water department got notice that this was occurring. Mike Miller stated that a citizen called in. The City had on-call personnel come out and turn it off. Beverly Froude asked how much financial damage occurred? Mike Miller stated that what cleanup or repair that occurred was done for the next week by the Maintenance Service department. Beverly Froude asked if there could be a back-up system on this to prevent this from happening again. Mike Miller stated that they are looking at going to another operation which allows the remote transmitting units to communicate with one another. 10. Non Agenda Items a. Water service at 16880 SW Bull Mountain Road Mike Miller stated that at the end of Bull Mountain Road before Beef Bend Road, there are a few homes that are presently being served by the Tigard Water District which are outside of the boundaries and have been given 3 or 4 service connections that have been granted as extra territorial connections. There is one parcel that is presently being partitioned. The City of Tigard and the Boundary Commission cannot serve two homes from one service. The City does not know at this time how they are going to obtain water as they are also located in a critical groundwater area. There is an information investigation underway to determine whether or not the City will continue to service the property upon partitioning. The only way another service can be granted is to present it to the Boundary Commission. Mike Miller will also be advising the Water Master for Washington County of the situation because he monitors the well drilling in the area. Tigard Water District Board Meeting - January 22, 1996 b. Meeting attendance-Board Members Beverly Froude suggested to the TWD that this be an item of agenda for the March 25, 1996 meeting. The TWD members unanimously agreed. c. Mailing address change Staff member Wendy Hungerford asked if Kathy Kaatz could send all of the mail to the members personal homes rather than to the City because of the lapse of time involved with receiving mail. The members all agreed that Kathy Kaatz could forward all mail to personal homes. Beverly Froude asked that Norman Penners name get added to the Special Service District Mailing lists. 11. Commissioner's Comments Beverly Froude asked that Rate Study presentation be a topic of the agenda for the March 25, 1996 meeting. The members agreed unanimously. Beverly Froude felt that it is time to let the public know what is going on with the Rate Study and hold some public meetings and send the information in the Utility billings. Mike Miller stated that it has been in the public meetings as far as the IWB and the meeting agendas. 12. Set Next Meeting Agenda Commissioner Froude asked board members if they could all meet again on March 25, 1996. All accepted the March 25, 1996 date as the next Tigard Water District Board meeting. 9. Adjournment Commissioner John Volpe made a motion to adjourned the TWD meeting. This was seconded by Beverly Froude. The meeting was adjourned at 8:30pm. Tigard Water District Board Meeting - January 22, 1996