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03/25/1996 - Minutes TIGARD WATER DISTRICT BOARD OF COMMISSIONERS MEETING MARCH 25, 1996 MEMBERS PRESENT: Beverly Froude,John Volpe,Norman Penner, Lou Anne Mortensen,John Haunsperger STAFF PRESENT: Mike Miller,City Administrator,Bill Monahan, Kathy Kaatz,Diane Kuhn 1. Call to order/Roll Call The meeting of the Tigard Water District was called to order at 7:03pm on March 25, 1996 by Commissioner Penner. All members present. 2. Visitors Comments: No visitors were present at the meeting 3. Approval of February 26,1996 Meeting Minutes Commissioner Volpe moved to accept the minutes of the February 26, 1996 meeting as corrected. John Haunsperger seconded the motion and it was passed unanimously. 4. Facility Use Update Norm Penner stated that they invited Bill Monahan to meet with the Board again to discuss the best way to deal with the City's request. John Haunsperger stated that he would like to know what possibilities there are for the building being used solely for maintenance services. He feels that not having the crews working out of this building,they are quite removed from the daily activities. With the crew working out of the building, he feels the flow of work would be better, and would maintain the original intent of the building as originAlly constructed. Bill Monahan stated that the City has limited facilities for office space, and operations. By moving Operations into the building, they would need to find a home for the Finance Department. Operations has about 35 employees, and he doesn't feel there would be adequate space for managers, crew, vehicles and materials. Bill Monahan feels both the Ash Street site and Canterbury site need to be kept. City Council, is concerned that as the downtown properties become more valuable, Maintenance Services may be moved elsewhere, because the properties will be too valuable for that type of operation. Tigard Water District Board Meeting-March 25, 1996 The city has been approached by Sprint,they are interested in the downtown area for their cell sites. Sprint is interested either in our Maintenance Services yard or Water Building site and is willing to lease. Bill Monahan stated that the City is looking at purchasing Amber Foods,which would include the building, bus facility,and 10 acres of land for the purpose of a new library. Bill Monahan stated that in purchasing Amber Foods, there would be less need for the Water Building. Beverly Froude questioned that time frame. The City is looking at a 3 to 5 year time frame. City Council does not want to go out for bond, for the construction money. Current facility issues that need to be addressed(1) library and police are over crowded, (2) City Hall roof leaks. With the roof leaking at City Hall, one option is to build up, and the other is to spend about$60,000 to fix the roof. Police Department plans to expand their facility at the cost of about$360,000. The library expansion could be funded by Washington County serial library levy. Three weeks ago Washington County approved a operating levy for three years. The cooperative library group has been looking at a capital campaign and are focusing on making a decision on whether to go out for a five year serial levy in 1997 for 30 million dollars. If the Washington County Cooperative Library System does that,our share of funds would be about 3.8 million dollars. We would be the only city who would receive enough funds to build out to our capacity, and to meet the long term 20 year Oregon State Library standards for the size of facility needed for this area. With the size of our present site,and the potential of building out toward Hall Blvd.,we can only spend 2.6 million of the 3.8 million dollars on the library. With this in mind,we have become more interested in moving off site, and spending the full 3.8 million dollars,using the other 1.2 million for property acquisition. Amber Foods is being offered for around 1.4 million dollars. The building could possibly be renovated for$100 dollars per square foot and achieve all of our space needs. If the levy is put on the ballot in March 1997, and if it passes, our share of funds wouldn't be available for two years. Our choices would be to either wait for the funds, or to borrow. The City Councils direction is to purchase the Amber Foods property. The city needs to address short term problems, like the police,parking availability at the library,court, and crowding problems at City Hall. That's why the city is still looking at the Water Building even though Amber Foods may be the solution. Wayne Lowry did an analysis of the use of the Water Building as well as the percentage ownership's. The 1994 EES study found that the district owns 17.59%of the building, City Of Tigard 73.38%,King City 6.72%, and Durham 2.31%. Wayne has updated those percentages, based on the activities that has occurred. The Water District's percentage has increased to 20.1%, City Of Tigard is down to 71.03%,King City is down to 6.05%, and Durham is up to 2.82%. In the letter to Commissioner Penner on February 1,the evaluation from the Tigard financial statement is $1,370,000 and after depreciation, $1,079,382. The estimated value of the Water Building office area is $591,920,out of$930,355, with the remaMder being operations. Out of 6,700 sq. ft. of the Water Building, 2,733 sq. ft. is being used for water purposes. Figures show that 40%of the Water Building is being used for water purposes, 29%is being used by non-water purposes. One option that we have is for the district, and the other partners, to consider whether or not to let the City Of Tigard utilize more of the building. Tigard Water District Board Meeting-March 25, 1996 Commissioner Haunsperger asked out of the 35 people involved in Maintenance Services,how many are office,and how many are field? There are eight office staff, and twenty seven field employees. Commissioner Haunsperger stated that maybe a portable structure would be snfcient,as the field crew doesn't need housing all day long. Or having Maintenance Services located in the Water Building. The major concern would be the investment in the Maintenance Services building,and no one to use it. Commissioner Penner stated that if they were to sell or lease the Water Building to the City Of Tigard,TWD doesn't know what they would do with the money. King City could use city services. There doesn't seem to be any services that Tigard could provide TWD. One of the concerns on the part of the other members is that if the city fully utilizes this building,they would take over and force out those people who are providing services to the water district which was the original intent of the building. TWD appreciates the fact that facilities like this should not sit vacant. If the City of Tigard, and Tigard Water District could come to some accommodations, or some assurance that the interest of the customers at large would continue to be served,then that is worth discussing. Beverly Froude asked Mr. Monahan what process was involved to make the Water Building a homeless shelter? Mr. Monahan stated that was when the City Council assigned a homeless task force committee. The homeless shelter won't be here next year. The Water Board feels they should have known about it before hand,because of the facility being used for meetings. When Tigard took on the severe weather shelter,there was a regional need. Tigard's intent was to help on a interim basis. Interfaith Outreach has found that they not only have the capacity to provide shelter services on a daily basis but also a severe weather shelter. John Haunsperger stated that when Finance was moved to the Water Building,that was done without discussing the move with the board. It didn't set real well. Mr. Monahan stated that the reason Wayne Lowry was sent over to the Water Building was,that there was a need for a department head to be in eharge of the building. Commissioner Mortensen asked when the City Hall was built? Mr. Monahan stated in 1986. Mr. Monahan again stated that with bringing court to the Water Building, there could also be a reserve officer available for security. The problem with the Water Building,would be the judges quarters and a restroom facility for him. Commissioner Froude asked if King City had made a decision yet,and what they are asking for? Mr. Monahan stated that they are asking for more information. Durham has stated that they would allow Tigard to use their portion of the building for about five hours of maintenance in Durham per month. Preser 1y Tigard already does that. The one option for TWD is to lower that water rates. Commissioner Penner stated,that to him,that would be the only thing that would make any sense. Commissioner Volpe stated that the commission as a whole is not very sympathetic to the idea of Tigard being able to use this building as seeing fit. Volpe stated that it might be better if the city could bring to them a proposal of how the Water Board would be paid in water rates. Doing so, the commission could say yes, or no. At the last commission meeting,the majority vote was to approach the City Of Tigard, and tell them it was TWD'S desire that this building be used Tigard Water District Board Meeting-March 25, 1996 specifically for water. I think we(TWD)would hate to see this building become used only for the City Of Tigard,and not be used for what the building was originally built. Commissioner Volpe stated that if a court were to be made out of the building,the Commissioners ought to be part of the planning. Mr. Monahan stated that he would like to access what the short term needs are, and make sure we let you know our thoughts. I think we are away from the potential of moving all of Finance out of the building. The customers are used to the idea of coming here to pay their water bills, and that was the intent of the building initially. We have more knowledge now of how we may need to go for our long term needs than when we spoke with you about this subject at first. Mr. Monahan stated that the reason for coming to you and asking whether you are willing to do it,before we had some plans, is that Tigard didn't want to repeat what they did with the severe weather shelter, and bringing Finance over here. Commissioner Froude stated it has opened a new focus, so it is being talked about in a different way,than when it first began, and needs time to talk it through. Commissioner Haunsperger stated that his major concern is that the facility was designed to serve Maintenance Service's functions. Commissioner Penner stated that if Tigard works with TWD in the plans,we certainly don't want to be in the way of progress for the city,but at the same time I think the Boards main desire is that the water service delivered to all constituents, continue to be as high of quality as possible. I feel that the Board would go along with that. Commissioner Penner stated that at this point,they are not interested in selling or leasing,as they don't know what they would do with the money. Accumulated money after two or three years could be refunded to the constituents of the unincorporated area. Commissioner Haunsperger stated that the property could be better utilized. The key thing for us, is,that this building may be a short term solution, if we are able to acquire an off site facility. Eventually we may find that we need to sell the Operations facility on Ash Avenue because downtown renewal may make the property too valuable. Tualatin Valley Mental Health,has stated that they do not need the old police station any longer. Up until two weeks ago, they had been leasing the 1600 sq. ft. building for$1.00 per year. There is also property behind that building that we may be able to purchase,the property between that building and Operations. Long term that property could become very valuable. Commissioner Mortensen stated that it may even be advantageous to move court to the TTYS Building,to take pressure off City Hall. Commissioner Penner stated that a vote could be taken without any difficulty to move court to the Water Building. Commissioner Haunsperger moved that TWD support the use of this meeting room for the court functions, and any modification that need to be made to accommodate security. Commissioner Volpe seconded that motion. Mr. Monahan stated that modification would be to buy some furniture,to make it look more judicial. Motion passed unanimously. Administrator Monahan asked if he could speak about the one hundred thirty foot mono pole? Commissioner Haunsperger stated that it didn't bother him. Commissioner Mortensen asked if the sign code would permit it? Mr. Monahan stated that a mono pole is located on Phaffel Street. Sprint would be willing to pay from $600.00-$1,000.00 per month to rent a portion at the far end of the Water Building lot,behind the Fire Department. We would have to make sure it would not interfere with the Fire Department emergency signals. Another benefit of this is, if they lova_to here, is it would allow us to leave the capacity on the pole for their competitors to use also. ff we get involved in this,we could work out an arrangement that we could co-habitat the cells so that we could put some of our own emergency arrays on the pole to send signals. In 1992 Tigard Tigard Water District Board Meeting-March 25, 1996 Water District passed resolution 20-92, a resolution establishing a policy to restrict antenna height at district owned properties. What it says is that the existing antennas, as well as the proposed antennas for the new telemetry system can function at 3 feet above the roof ridge. As a result, there is a policy to restrict antenna height at district owned property,to not exceed 20 feet or 3 feet above the highest point of an existing structure which ever is greater. Commissioner Haunsperger offered to give some history on that issue. Sprint would need a 1500 sq. ft. equipment room at the base. It may be designed also for other users to utilize the space. Commissioner Haunsperger stated that cell sites are like a honeycomb, and need to over lap areas. Mr. Monahan stated that it would improve the cellular service, as there are a lot of cellular phones throughout the area. The City Council also asked Mr. Monahan to mention the space issue to the downtown merchants. In mentioning it to the president of the downtown merchants,he wasn't thrilled about the idea. Commissioner Haunsperger stated that as long as the resolution didn't get changed for the reservoir sites,and it was only for this area,there would not be a problem. Commissioner Froude stated that when they are put in the residential area,that's when it becomes a problem. Commissioner Mortensen asked if they would be analog, or digital signals? It would be digital. Commissioner Haunsperger stated that the density in the cellular business has become so great,that they have to add more to handle the capacity. Mr. Monahan stated that the rent would go to the water fund. Commissioner Penner stated that on behalf of the Water Board,their real interest is to feel like they are being kept in the loop. Administrator Monahan apologized for moving the severe weather shelter so quickly, and also for the Farmers Market. Mr. Monahan stated that he recommended that the Farmers Market use the Water Building,rather than City Hall,and plans to be here again this year. Commissioner Mortensen asked if the liability insurance will be covered? Mr. Monahan stated it would,as we have a rider on their insurance policy. Commissioner Penner thanked Mr. Monahan for taking the time to speak with them. 5. Intergovernmental Water Board Update Commissioner Froude stated that Mike Miller is going to speak about the Menlor Reservoir Site. She stated that they got an up-date, a draft of the water rate study. CH2M Hill are suppose to come back with a finished product next time. There are items that need to be looked at and decisions the IWB need to make. We will need to look at the system development charges, and adjustments to the revenue requirement, and decide if we want to change any of these. The water rate is moving along, and should be completed next month. She feels that with spending this much money on water the water rate study, the rates will be raised. Mike Miller stated that the SDC'S will probably increase,but the water rates are still being reviewed. Commissi•-ner Froude stated that Tigard's SDC'S are $1,000 in comparison, McMinnville's are $2400. Commissioner Haunsperger asked if the IWB had reviewed the statement of the account'for-the water. Do they have a revenue statement,and a full accounting of the moneys that were transferred to the city from the Water Department? And,has it been reviewed by the auditors? He Tigard Water District Board Meeting-March 25, 1996 . 1 stated that he would like to see the report. Commissioner Froude stated that they would go over the budget at the next meeting. Commissioner Haunsperger asked if we are using an outside auditor for the figures,or using the finance figures? Mike Miller stated that he can get them a copy of the audit for last year,that was done by Coopers&Lybrandt. Commissioner Froude stated that they were just starting the budget process now,and will be brought up next time. 6. Operations Manager's Report Mike Miller spoke about the Menlor Reservoir Site, located off Scholls Ferry Road next to Bull Mt. Meadows. In 1990,EES completed the master plan,called for a 2.5 million gallon reservoir at the elevation of 410 ft, and an additional 1.0 million gallon reservoir at 470 ft. on the North side of Bull Mountain. It just so happens that the Menlor property will accommodate both reservoirs. However,when Murray Smith&Associates looked at the master plan and where we are going, the reservoirs on the South side of Bull Mountain,the current plan calls for the reservoirs to be built at 410 ft., and 550 ft. which makes more hydraulic sense because of pumping to a higher elevation,and back feeding down. They looked at what they could do to accommodate a 550 zone on the North side of Bull Mountain. The proposal is to look at acquiring new property on the North side to build a new reservoir at 550 ft. There is pi.Lo1 if adjacent to our current parcel that is up that high. We haven't been given the go ahead to look for it,but are studying the possibilities. One of our reservoirs on 135TH Ave., South of Walnut Street, is a 800,000 gallon reservoir,built in two sections is leaking. Chris Uber, from Murray Smith explained it,to be like two doughnuts stacked on top of one another, and where the two doughnuts meet is where the crack is, and we have never been able to seal it properly. We have attempted several times to seal it,but the two sections are incompatible to seal properly. Several things have been tried, but we still have leakage problems. The reservoir is too old to really salvage, so in the proposal it is to expand the 2.5 million gallon, add the additional 800,000 gallons to the capacity, and round to 3.5 million gallon reservoir. We started the conditional use process, looking at what we need to do to meet conditional use conditions and issues that the county will propose. Then start preliminary engineering this spring. We have the site work done,at least where it should be located. Construction is slated for 1996- 97. Commissioner Volpe asked when they were going to do 510 feet? Mike stated that if they can get the property, the pumping facilities will be there,whether it be at 470 feet, or 550 feet. If we can get the y..,Yc.ly it may be as long as five years out, before we would build a new one million gallon reservoir at 550 feet. Currently, we pump water from 125TH and Bull Mt. Road to Hi Tor, and then it feeds down to Bull Mt. Meadows, and Kerrons Crest,to Scholls Country Estates, and to the end of Bull Mt. Road. By having the 3.5 million gallon reservoir, or 4.70, 5.50 million gallon reservoir up here, it will service a ban out here, and not deleting. Commissioner Volpe asked if there are enough customers to need both reservoirs? Mr. Miller stated yes. Commissioner Volpe asked that when you service the people from Hi Tor,to Bull Mountain Meadows are they being served through a pressure reducing valve? Mike Miller stated that currently there is a pressure reducing valve located on our property. Commissioner Mortensen asked what happened with the 135TH site off Walnut Street? Mr. Miller stated there are,two reservoirs on that site,the 800,000 gallon reservoir, and the 2.5 million gallon reservoir. There is also a well on site. Commissioner Volpe asked if the 3.5 million gallon reservoir would be concrete? Mike stated that we would be looking at pre-stressed concrete Dykman wrapped, like Tigard Water District Board Meeting-March 25, 1996 the 2.5 million, 10 million, and 1 million at Hi Tor. Commissioner Mortensen asked if the well was not usable any longer? Mike stated the well is,usable, and we are keeping it. Commissioner Haunsperger asked if we are still looking at the property at the end of 141ST and Bull Mountain? Mike stated that he last time they had spoken with Mr. Baggenstos on 144TH,he indicated his unwillingness to sell until tax laws changed. 7. Non Agenda Items Kathy had stated that Wendy had resigned as taking minutes at the TWD meetings, and that Diane will be her replacement. Kathy stated that a replacement notice for Lou Anne Mortensen, who has resigned as Tigard Water District Commissioner can still be run in the April issue of the City Scape, as the dead line is April 8th. The ad can also be run in the Tigard Times, or in the Oregonian. Commissioner Froude asked if they should run the ad in the Oregonian, or try the City Scape and Tigard Times for a month? Commissioner Haunsperger asked if we don't normally post the notice? Kathy stated that we could do that,post it at City Hall, and Library. Commissioner Froude stated we would do that first, before advertising in the newspapers. 8. Commissioner's comments Commissioner Penner stated that he had a note from the Portland Metropolitan Local Government Boundary Commission about a levy that is assessed against us for the 1996-97 fiscal year for $910.00,and the first assessment, or the first quarter payment is due July 1996. It was given to kathy for payment. 9. Set Next Meeting Agenda Commissioner Haunsperger moved to seek the services of the previous budget committee of last year. Commissioner Froude seconded the motion. Motion carried. Commissioner Mortensen stated that the Budget Meeting is set for May 13, 1996, with the Midget committee. Approval from the commissioners for the budget on June 24,1996, with two public notices going out for two different dates. 10. Adjournment Chairperson Penner made a motion to adjourn the TWD meeting. This was seconded by Commissioner Haunsperger. The meeting adjourned at 8:35pm. Tigard Water District Board Meeting-March 25, 1996