05/02/1994 - Minutes 4 .
TIGARD WATER DISTRICT
BOARD OF COMMISSIONERS MEETING MINUTES
May 2, 1994
,... Board Members Present: John Haunsperger, Chair; Commissioners Froude,
Morgan, Mortensen and Pedersen
Staff Present: Leslee Gemmill, Wayne Lowry, Randy Volk and Ed
Wegner
Visitor Present: Jack Polans
1. Call to Order
Chair Haunsperger brought the meeting to order at 7:02 p.m.
2. Visitor
Jack Polans addressed to the Board his concern about the budget and said
he hoped the Board members and budget committee take into consideration
the need for public input when reviewing the 1994-95 budget. He then
reminded the Board of his previous request that Tigard Water District
meeting minutes and cassette tapes be available in the library for the
public.
City of Tigard Maintenance Director, Ed Wegner, responded that this
project is near completion and the information should be available in
the library shortly.
3. Approve March 28, 1994 Meeting Minutes
Commissioner Froude moved to approve the meeting minutes as submitted
Nor and Commissioner Morgan seconded the motion. A voice vote was taken and
the motion passed unanimously.
Approve April 4, 1994 Meeting Minutes
Commissioner Morgan moved to approve the meeting minutes as submitted
and Commissioner Mortensen seconded the motion. A voice vote was taken
and the motion passed unanimously.
4. Tigard Water District Budget Committee Applicants
• Carol W. Callaway, 13140 SW Howard Dr. , Tigard, OR 97223
• Linda Fox, 11130 SW Fonner Street, Tigard, OR 97223
• Rod Kvistad, 13535 SW Fern, Tigard, OR 97223
• Eleanor Quimby, 11480 SW Fonner Street, Tigard, OR 97223
Budget Officer Mortensen informed those present that applicant, John
Martin, was unable to attend the meeting.
Chair Haunsperger informed the Board that applicant, Fred Rosebraugh,
asked that his application be considered even though he was unable to
attend the meeting as he still wishes to serve on the Committee.
As Chair Haunsperger introduced the applicants, each individual shared
with the Board briefly why he/she was interested in serving on the
Committee.
"err
TIGARD WATER DISTRICT BOARD MEETING, May 2, 1994 - Page 1
• Chair Haunsperger nominated Carol Callaway to the TWD Budget
Committee and Commissioner Froude seconded the motion. Hearing no
discussion, a voice vote was taken and the motion was approved
unanimously.
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• Chair Haunsperger nominated Linda Fox to the TWD Budget Committee
and Commissioner Froude seconded the motion. Hearing no
discussion, a voice vote was taken and the motion was approved
unanimously.
• Chair Haunsperger nominated Rod Kvistad to the TWD Budget Committee
and Commissioner Mortensen seconded the motion. Hearing no
discussion, a voice vote was taken and the motion was approved
unanimously.
• Chair Haunsperger nominated Eleanor Quimby to the TWD Budget
Committee and Commissioner Mortensen seconded the motion. Hearing
no discussion, a voice vote was taken and the motion was approved
unanimously.
• Chair Haunsperger nominated Fred Rosebraugh to the TWD Budget
Committee and Commissioner Mortensen seconded the motion. Hearing
no discussion, a voice vote was taken and the motion was approved
unanimously.
At 7: 20 p.m. , Chair Haunsperger informed those present that the Tigard Water
District Board will take a five minute break before the appointed Budget
Committee meets and the regular Board meeting will continue after the
conclusion of the Budget Committee Meeting. The Budget Committee met from
7: 25 to 8:45 p.m.
The regular meeting of the Board of Commissioners reconvened at 8:50 p.m.
5. Update - Asset/Liability Allocation
Gilbert Meigs, Economic and Engineering Services, Inc. summarized for
those present, the initial project meeting held April 7, 1994 . Those in
attendance were John Acker, Mike Miller, Randy Volk and Ed Wegner.
Randy Volk was appointed as the primary contact person.
Gilbert Meigs then distributed to the Board a criteria list he developed
for discussion. Mr. Meigs reviewed for the Board the basis of
allocations and valuations and then addressed the concerns of the Board.
Randy Volk responded to Chair Haunsperger's question regarding Well #4 .
He said #4 is never used because it's very deep and the water is high in
iron content. Because of the depth (930' ) , the shaft needs lubrication
by mineral oil leaving an oil film on the reservoir therefore requiring
high maintenance.
Mr. Meigs told the Board that District asset records of utility plant in
service, at cost, and net of accumulated depreciation do not yield
ready-for-use valuations for pipelines, hydrants, valves, services,
meters, etc.
After a brief discussion of the available options, the Board advised Mr.
Meigs to research and value transmission pipelines and develop arils
estimating system for all other pipelines, hydrants, valves, services,
meters, etc.
TIGARD WATER DISTRICT BOARD MEETING, May 2, 1994 - Page 2
At this time, Mr. Meigs asked the Board to consider the total fee for
services be adjusted to a "not to exceed $25,000" amount and it be
reflected in the yet, unsigned contract.
'g.r Discussion continued regarding the project and the means to communicate
the updates to the other entities.
Chair Haunsperger thanked Mr. Meigs for the update.
Commissioner Morgan suggested written progress reports be available to
the TWD Board monthly, for his subsequent distribution to the parties of
the intergovernmental agreement. He also suggested the reports be
easily identifiable (perhaps by number) and the date of the next
progress report be indicated. Mr. Meigs agreed to prepare the report
monthly and submit it in time to be included with the agenda packets.
Ed Wegner agreed to copy and include in the agenda packet for the next
Intergovernmental Water Board, the progress report dated May 2, 1994
submitted by Gilbert Meigs.
Commissioner Morgan thanked Mr. Meigs for the well done, organized
presentation and indicated it was a solid base for the beginning of the
project.
6. DIRECTOR'S REPORT
• Maintenance Services Director, Ed Wegner, reviewed with the Board,
the new format of the Monthly Water Report and indicated the report
would be included in the meeting agenda packets of the
4•60, Intergovernmental Water Board and Tigard Water District Board.
Chair Haunsperger asked if the City Councils of King City and
Durham had adopted the SDC methodology as outlined in the
intergovernmental agreement. The Board discussed with staff the
collection of System Development Charges and Ed Wegner responded
that the two cities had the item on April agendas and indicated he
would follow up on the matter.
John Haunsperger complimented staff on the new format of the Monthly
Water Report.
Ed Wegner requested direction from the Board regarding Mr. Meigs'
request for an adjustment to the contract amount. After discussion, the
Board agreed to accept the original $21,131 contract amount.
7. INTERGOVERNMENTAL WATER BOARD UPDATE
Commissioner Morgan reported to the Board that after reviewing the
proposed bylaws, he was reminded of recording responsibilities of
elected and appointed officials in the State of Oregon. He mentioned
there is a requirement to file a Statement of Economic Interests by
elected representatives and certain designated officials of public
agencies. He continued and said he reviewed the statute and didn't see
any reference but asked whether or not any TWD Board members are
required or had been in the past, required to file the statement. After
a brief discussion, the consensus of the Board and staff was that
+ m, jurisdictions are excluded, if the decision was made and voted on by the
members not to accept the requirement and there was no disclosure
requirement under the blanket of special districts.
TIGARD WATER DISTRICT BOARD MEETING, May 2, 1994 - Page 3
Commissioner Morgan informed the Board that he received and reviewed the
preliminary water department budget and it reflected a decrease of
$350,000 in operating costs. He said the personnel allocation showed a
reduction of water employees to 15.5 employees and the other employees Iwo
had been assigned to other responsibilities/duties and not paid from
water fund.
George Morgan advised the Board the Intergovernmental Water Board is
continuing its review and discussion on bylaws, rules and regulations.
There was a brief discussion regarding adoption of the TWD budget and
the budget line items questioned during the budget committee meeting.
Commissioner Morgan said the Intergovernmental Water Board is scheduled
to consider at its May 11 meeting, the water department budget. He
asked the Board members for other priorities among those
responsibilities assigned to the IWB that should be identified as 1994-
95 objectives for TWD.
Identified below were ideas presented by the Board for consideration.
• Rate structure.
• Recommendation of long range operation and management program.
• Investigate and study means of affecting economies in the operation
and management.
• Recommendations to the budget committee and council on all budget
requests for operation maintenance (underway) .
• Study and consider ways and means of improving the water system and
service which it provides.
• Study and make recommendations in Tigard's program for providing
insurance for system assets and operations.
• Rules and regulations (underway) .
• Future water supply (underway) .
• Any other matters the Intergovernmental Water Board may feel be for
the good of the water system and overall public interest and
benefit of the consumer.
• Refining public information possibly specific to each of the four
jurisdictions.
After a brief discussion regarding a public information program, the Board
agreed that perhaps the Intergovernmental Water Board consider instituting a
quarterly newsletter to all patrons of the water department with input from
each of the four jurisdictions. Commissioner Morgan agreed to bring the
matter up to the Intergovernmental Water Board.
Lou Ane Mortensen thanked Commissioner Morgan for his assistance.
The Tigard Water District Board of Commissioners meeting adjourned at 10 : 20
p.m.
TIGARD WATER DISTRICT BOARD MEETING, May 2, 1994 - Page 4