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12/12/1994 - Minutes Randy Volk TIGARD WATER BOARD MEETING December 12, 1994 MEMBERS PRESENT: Chair Froude, Commissioners Morgan, Mortensen, Haunsperger and Pedersen STAFF PRESENT: Ed Wegner, Randy Volk, Mike Miller, and Kathy Kaatz VISITORS PRESENT: Jack Polans 1. Call to Order The meeting of the Tigard Water Board was called to order at 7:00 p.m with all Board members present. 2. Visitors Mr. Polans was present and discussed the regional 2040 Plan and what the results are and whether funds are being wasted. Mr. Polans also discussed water storage. Mr. Wegner stated that the Regional Plan does follow the guidelines of the 2040 Plan and that Metro is charged with looking water storage in it's Charter as well as each individual organization. ,way 3. Approval of Minutes A motion was made by Commissioner Haunsperger to approve the minutes from the November 21, 1994 meeting, the Motion was seconded by Commissioner Pedersen and passed unanimously. Mr. Wegner stated that he would like to highlight some items in the minutes. • Page 1 of the minutes, Mr. Polans had questioned the public copy of the TWD minutes in the Library and they are in the book and up to date. • Page 2 on the Division of Assets - there are corrected pages available. • Page 3 - CIP Program, paragraph 2 we will be discussing on Wednesday at the IWB meeting. Paragraph 3 negotiations will be discussed later in his report. • Page 4 - Mr. Morgan talked about responsibility of the agency and the staff to ensure that the IGA is being implemented as written, Mr. Wegner has spoke with the City's attorney and also with Mr. Mardikes and it was made clear that the major points have been made with the exception of the Capital Improvement Plan and whether the Water Supply Plan does cover this. • Page 6 - Mr. Morgan asked that Mr. Nicoli be 440. provided a copy of the Intergovernmental Water Agreement which has been done. A • Page 7 - Interim water supply will be discussed later by Mike Miller as well as the Lake Oswego Contract for the interim supply. • Page 10 - Resolution to the Tigard Water District- according to the Contract items first need to be presented to the Intergovernmental Water Board prior to being presented to the Tigard Water Board. Since there was not a Intergovernmental Water Board meeting, this will be presented to the Tigard Water Board at the next meeting. Mr. Wegner stated that we will be supplying a copy of the Murray Smith and Associates Contract to the Intergovernmental Water Board members. • Page 11 - Will take to the Intergovernmental Water Board a six month Plan of Action at their next meeting. The items in this Plan will be outlined in his report. Mr. Morgan questioned whether the Division of Assets, Water Supply Plan and the Capital Improvement Plan which did the attorneys agreed that have been completed? Mr. Wegner stated that they agreed that the Division of Assets, Water Supply Plan and they are currently following through on the action plan (pages 3-5 through 3-9) and in doing will be developing the Capital Improvement Plan as the third component. Mr. Morgan questioned if the Contract has not been officially cancelled but technically cancelled what will happen on January 1st? Mr. Wegner stated that if an long term water agreement has not been reached with Lake Oswego between now and December 31st, we will have another extension for one year or until our long term contract is approved. 4. Intergovernmental Water Board Update - George Morgan Mr. Morgan stated that he had no update since there was not a meeting held in November. Their next meeting will be held December 14, 1994. Chair Froude discussed agenda item #10 which is setting next meeting agenda. Chair Froude stated that she would like to propose that the Tigard Water Board change their meeting date to meet after the Intergovernmental Water Board. Board members discussed meeting the fourth Monday of the month. Mr. Wegner distributed a meeting schedule that reflected the Tigard Water Board meeting on the fourth Monday of each month and the Intergovernmental Water Board will continue to meet on the second Wednesday of the month. Mr. Wegner stated that this would follow the legality of the Intergovernmental TIGARD WATER DISTRICT BOARD MEETING - DEC. 12, 1994 PAGE 2 `� Agreement which allows items to be presented to the `44.- Intergovernmental Water Board prior to being presented to the Tigard Water Board. Mr. Morgan made a motion that: The Tigard Water Board will change their meeting date from the second Monday of the month to the fourth Monday of the month with a determination to be made as to the frequency of those meetings, as needed. This motion was seconded by Commissioner Haunsperger and passed unanimously. 5. Update of the Willamette River Study Mr. Wegner stated that the staff recommendation was to urge the City Council to appoint an elected official as well as someone from the staff to sit on the Committee being set up by Gene Sibel. Commissioner Haunsperger stated he felt that this was a prime opportunity for something to occur within the region. The Board discussed what they were looking for at this point? Mr. Wegner stated that they are looking for an elected official and a staff person to meet with their Board to discuss the status of the project with no financial commitment at this time. The Board discussed what needs there would be for the "'N"'` City of Tigard assuming Lake Oswego doesn't happen? Mr. Wegner stated that in the year 2010, the City of Tigard will need 19 mgd. The Board discussed who would the participants be? Mr. Wegner stated that hasn't been discussed. Portland has not been a player but Tualatin Valley, Sherwood, Tigard, Tualatin, Wilsonville have been. Canby and West Linn are looking at rights further down the river. Commission Haunsperger made a motion that: The Tigard Water Board would encourage the City of Tigard to pursue the Willamette River Water Treatment Facility possibilities with Tualatin Valley Water District. This motion was seconded by Commissioner Morgan and a vote was taken which passed unanimously. Commissioner Morgan questioned whether Tualatin Valley Water District has water rights on the Willamette, then how will they resolve the water rights issue on the Willamette on the context that Lake Oswego working out the water rights on the Clackamas. If Tualatin Valley Water District is looking for financial participants what about the water rights? Nur TIGARD WATER DISTRICT BOARD MEETING - DEC. 12, 1994 PAGE 3 Commissioner Pederson questioned the significance of the year 2010? Mr. Wegner stated that within the Region, two years ago they began a regional supply study, the first figures looked at 2010, then 2020, then 2040. He stated that by 2040 to be realistic to look at water supply. 6. a. Meeting Schedule for 1995 This was already discussed earlier in the meeting. 6. b. March Election Chair Froude questioned whether Mr. Wegner has found out any additional information from George Mardikes. Mr. Wegner stated that there is a discrepancy that the Elections Division thinks that Hill Hampton, Michael Brewin, Bob Wyfffels, Clarence Nicoli and Audrey Castile (the last three) are up for re-election. Mr. Mardikes believe that all five members of the Board are up for re-election, some with full terms and some with some not. As soon as Mr. Mardikes gives the Board Members a legal opinion, the members will have to fill out the election packets and file with the Elections Division not before December 16th. or no later than January 26, 1995. Randy Volk stated that he would check the meeting minutes prior to December of 1993 for clarification. 100 Mr. Wegner stated that Mr. Mardikes believes that all Board Members will have to run for re-election in March of 1995. He will notify Mr. Wegner. Commissioner Morgan made a Motion that: Upon receipt of the opinion of the legal opinion, that steps be made to advised each present Board member with the term of office and that a public advertisement be placed in the local newspaper advising the public of the election and the opportunity for candidates to file. This motion was seconded by Commissioner Mortensen. Commissioner Haunsperger requested that staff place a notice of this election on the City's bulletin boards. Commissioner Mortensen questioned whether this notice could be placed in the Cityscape. Mr. Wegner stated that we could do this as long as we could meet the deadline. Today, December 14th. is the deadline for the Cityscape that goes out right after Christmas. TIGARD WATER DISTRICT BOARD MEETING - DEC. 12, 1994 PAGE 4 Mr. Volk having gone through the prior meeting minutes stated that on June 29, 1993 there was a resignation of Audrey Castile, Position #5, appointment of Bev Froude to fill Position #5, resignation of Clarence Nicoli, Position #4, John Haunsperger, Position #2, appointment of John Haunsperger to fill Position #4, George Morgan was appointed at the County. Mr. Volk will provide Mr. Wegner a copy of these minutes. Chair Froude voted upon the motion regarding proper advertising and posting by the staff which passed unanimously. 7. Director's Report - Ed Wegner Mr. Wegner stated that Mike Miller would report on Tualatin Valley interim program which he has been working on with Chris Uber from Murray Smith. Mr. Miller stated that they met with Tualatin Valley Water District the end of November to discuss possible connections. The agencies looked at maps and came up with logical sites in which interconnections can be made. They came up with the following three sites: a. Baylor Street - Baylor Street reservoir tanks. b. Bradley Corner - Corner of Hall, Olson, Greenburg Road which is the connection with City of Portland. "'r Tualatin Valley also has a 24" line that goes through that area. c. Cascade Ave. - Unmetered connection underneath the railroad tracks. Interconnect with our 16" and their 8" line. Tualatin Valley has stated publicly that they have 6mgd available during the summer. This is yet to be determined. We are currently asked Tualatin Valley to do some modeling to ensure that this capacity does exist. They are assuming that they can bring in that much from the Barney Reservoir Project on the Coast range. They are looking at bringing in this amount and to keep from being impacted by the City of Portland minimum purchase requirements, they will unload this water to us and utilize their agreements with Hillsboro and Forest Grove to bring in water from the Coast Range. Looking at water availability and the hydraulics, the Baylor site looks reasonable because it is coming from a higher elevation. It will come in and be forced into the system. We would be looking at some metering and some pressure reducing stations, but interties are capable and the 12" line is approximately two blocks away. TIGARD WATER DISTRICT BOARD MEETING - DEC. 12, 1994 PAGE 5 Greenburg Road the 24" line is where the most water but, the operating zones are very different. This would possibly 10, involve a compact pumping station to boast into our zone during a demand period. Cascade connection would involve a metering device. Mr. Miller stated that he will be meeting again tomorrow with Tualatin Valley to discuss the progress of their modeling. Commissioner Haunsperger questioned the minimal amount of investment to be brought online? Mr. Miller stated that the largest expense would be installation of a new pumping facility at the cost of approximately $80,000 to $100,000. This might be something we could share a cost in. There also is the need to remove a 10" meter and upsize to 16" meter to remove a restriction in their system. The other connections are minimal, the Bradley Corner connection would involve approximately 500 feet of 12" pipe. Discussed the fact that Tualatin Valley is currently paying .48 cents/100 cf. Mr. Wegner stated that Murray Smith will be looking at preparing a cost estimate after tomorrow's meeting with Tualatin Valley. Commissioner Morgan questioned whether they were discussing a five year contract? Mr. Wegner stated that we have looked at wrr� this with two different approaches. We are attempting to get Lake Oswego to commit to the quantity that they will see to the City of Tigard and in turn Tualatin Valley will let us know how much they can sell us also. Mr. Wegner stated that we would be looking at this as a primary source for a five year contract and a secondary source for another five year period. Commissioner Mortensen questioned the Contract with the City of Portland? Mr. Miller stated that we are currently in the middle of a twenty-five year contract. The contracts are due in approximately 2003 and 2008. The minimum purchase requirements at the time the Contract was signed were 5%, but it is a floating average that is currently down to 3 .7%, although this is based upon summer usage. Tigard had not taken water until the summer of 1994 in which there was an emergency declared. We began taking water around July 1 through July 26 and were unable due to system depletion until second week of August. Commissioner Morgan questioned whether there were any other agencies except for emergency basis that have expectations of TIGARD WATER DISTRICT BOARD MEETING - DEC. 12, 1994 PAGE 6 _ water source from Tigard? Mr. Wegner stated that we do not, and at this time none of our plans include Tigard to be a wholesale water provider. Mr. Polans questioned what the population projection that we are basing our emergency water needs upon? Mr. Wegner stated that the population today shows that we will need additional water sources. Mr. Wegner stated that population forecasts for the Tigard Water Service Area are in 1990 the population was 30,800, 1994 33,500, 2000 39,700 which is on page 2-7 in the Water Supply Plan. Chair Froude stated that with no further discussion they will plan on discussing any new or updated information next month. Mr. Wegner stated that he had provided the Board with an revised September and October 1994 monthly reports as well as the current November monthly report. On the September and October monthly reports the corrections which were reported by Commissioner Morgan were the total expenditures which were misleading and have been reduced. Mr. Wegner stated that the Finance Director did not provide a monthly financial report for the month of November. Mr. Wegner stated that we will obtain those and send them out to *,w the Board members. Mr. Wegner stated that he had also provided a copy of the Regional Supply Plan Update that was distributed two weeks prior at a Regional meeting. Mr. Wegner stated that there is a slide show on the Regional Supply Plan that he is attempting to get to show at one of the meetings. Also distributed in the packet is a colored graph that Mr. Miller created to show the daily water consumption averages from January to December from 1991-1994. Mr. Wegner discussed the fact that Murray Smith is currently involved on the water supply program in three areas: 1) reviewing the capital figures for the Lake Oswego Contract and, 2)are also sitting in on the negotiations with the City Manager and Wayne Lowry and Ed Wegner in reviewing some of the language in regards to capital projects and division of assets, and 3) also working with Tualatin Valley with the interim water supply, and 4) also looking at our 10 mg reservoir site and some pumping requirements. In the near future they will be working with us on talking with the Water Master in Salem in regards to water rights in our well field and the transferring of those. Also in January they begin reviewing whether there is an immediate need to construct a reservoir site at Menlor (3 .5 mg) . This has been originally slow TIGARD WATER DISTRICT BOARD MEETING - DEC. 12, 1994 PAGE 7 been scheduled to begin clearing the land on that site this year and begin construction next year (1995/96) and be online _ by July of 1997. Commissioner Morgan questioned whether they visualized rate or system development charges for next fiscal year (1995/96)? Mr. Wegner continued with the Operational review which included discussion on: • Completion of the second phase of the Scada system which will allow us to begin phase three during the next budget year. • Looking at updating Rules, Rates and Regulations which was passed by the Board of Commissioners • about 1992. These changes will be brought to the IWB in January or February. • Working on completion of a six month plan of action and will hopefully have dates to this by next week. • Water supply issues, Mr. Wegner stated they had received demand forecasts on the Regional Plan, Mr. Miller is reviewing those at this time. • Contract negotiations with Lake Oswego are continuing to meet with the two staff and feel that they have a good start to a document with the exception of four areas. Two of these areas deals with division of assets and allocation of water. Hal Murray has re-written those two areas of the ,,, NW contract and they have been faxed to Lake Oswego. Two other issues of concern deal with water rights and the make up of the agency's Board. Lake Oswego City Council will be discussing these two items in Executive Session within the next two days and the Tigard City Council will be discussing this week in Executive Session. It is the Tigard City Manager's thought now that if he gets a consensus from Council this week, he will attend the IWB meeting on Wednesday and discuss in Executive Session. Mr. Wegner discussed that Randy Volk will be meeting with Badger Meter Company tomorrow to discuss new ways of doing meter reading. This new system may have the capability of allowing us to read meters more frequently. Mr. Wegner also stated that he and Wayne Lowry met with financial consulting firms (EES and PF&M, Public Finance Management) which deals with cost of service, rate increases and financial planning for system development charges. There will be a possibility that within the next 60 days will be a recommendation to interview and hire a financial planner to look at options such as inclining block rate which we will talk more about next month. TIGARD WATER DISTRICT BOARD MEETING - DEC. 12, 1994 PAGE 8 `'� Chair Froude questioned when the appropriate time would be to *ft"'' gather public input on these issues? Mr. Wegner stated that the financial planners have suggested that we will hold public meetings in each of the three areas. Commissioner Haunsperger stated that there was an inverted block rate that was to take place and questioned whether that had been implemented? Mr. Wegner stated it had not. Commissioner Haunsperger then questioned that in the IGA all the groups adopted the previous water rates which included those inverted rates. Mr. Volk stated that the inverted block was never implemented since it was during the summer months and this needs to be accomplished during the winter months. Mr. Wegner stated that Mr. Volk is attempting to regain the Metzger water area as part of the Tigard Water service area. He will be working with Gene Sibel from Tualatin Valley Water District in putting together a plan for a systematic withdrawal of the Metzger area that are within the Tigard City limits. This withdrawal will involve approximately 3 ,000 customers. Chair Froude questioned if there were any non agenda items, or Commissioner's comments and the only discussion was a reminder to check calendar in regards to meeting date changes. Chair Froude also stated as a reminder that the election forms need *we to be filed with the Elections Division by January 26th. The meeting was adjourned at 8:45 p.m. kathy\twd\twd12-12.mtg TIGARD WATER DISTRICT BOARD MEETING - DEC. 12, 1994 PAGE 9