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03/12/1997 - Minutes I TERGOMRN I�AL WATER BOARD March 12, 1997 Members Present: Beverly Froude, Patrick Carroll, Paul Hunt and Jack Kloster (arrived late) Staff Present: Ed Wegner, Mike Miller, Bill Monahan and Kathy Kaatz Visitors Present: Jack Polans 1. Call to Order The regular meeting of the Intergovernmental Water Board was called to order at 5:34 p.m. on March 12, 1997. 2. Roll Call Introductions Roll call was taken with all members present with the exception of Chairperson Scheiderich. New member Patrick Carroll was introduced as the newly appointed representative from the City of Durham. Mr. Carroll has been a member of the Durham City Council for three years. The Board welcomed the new member and each Board Member was introduced. The Board then discussed the election of officers and it was decided that this agenda item would be put off until the next meeting when all the members were present. The Board discussed the length of terms and the frequency that a member could be elected. It was noted that the length of the term was only for the appointment from their respective Board and for membership on the Board. Once per year the Board members then elect officers for a one year period. 3. Visitor Comments Jack Polans was present to discuss the minutes from the January 8 meeting minutes (page 2) and questioned the status of the negotiation that Mr. Monahan is having with Wilsonville, Tualatin, Sherwood, Tualatin Valley Water District and City of Tigard? Mr. Polans also questioned the status of Michael Denton's complaint regarding the psi level of his water service? Commissioner Froude stated that if the answer was not discussed regarding Mr. Denton it would be addressed later in the meeting by referring to the agenda items. Mr. Polaris stated his concern was that he wanted to request the information on the record. Commissioner Froude stated that this item being discussed later in the minutes would place in on the public record. Mr. Monahan stated that in reference to Mr. Polaris's question, Mr. Wegner was more involved in that negotiation and he would be discussing that in Executive Session later in the evening. Mr. Monahan continued by saying that he was involved with some discussion with the City of Wilsonville concerning possible participation of this group in a water treatment facility but they have not met recently regarding this matter. More recently discussion has been held on water rights collectively that the various Cities and Districts in this area have been pursing on the Willamette River. Mr. Wegner will be discussing these matters in Executive Session later in the evening. Mr. Polaris questioned the availability of this information? Mr. Monahan stated that the discussions that have been held have been for a potential contract and this information is privileged and discussions have been held in Executive Session and are not available to the public at this time. 4. Approval Meeting Minutes- January 8, 1997 Commissioner Hunt questioned on page six of the above noted minutes, that the top line be changed to reflect entities versus Cities. Mr. Hunt also stated that on that same page the minutes referred to a ten man steering committee and questioned whether those members were from the technical subcommittee. Mr. Wegner clarified that there is a technical subcommittee which consists of twenty- six members, and from that committee ten people were selected to make up the Steering Committee. Commissioner Hunt moved to approve the minutes with the above corrections which was seconded by Commissioner Carroll and passed unanimously. S. Request for Facility Use- Bill Monahan Mr. Monahan began by sharing some background information on the facility use matter and displayed some floorplans. Mr. Monahan continued stated that approximately one year ago the City was conducting studies on the long range space needs were, at which time he came to the Board and requested some potential use of the Water facility for City offices. This building is currently owned by the three Cities and the District (Tigard percentage is 78%). This facility was used for the Interfaith Outreach Group for a severe weather shelter for two years. Use was also requested from the Board to erect a mono pole with the Board's approval. This Board has expressed that if the facility space is needed in the future, with appropriate notice and discussion this could be ok. Mr. Monahan stated that the City has investigated many alternatives in regards to space needs Intergovernmental Water Board Meeting Minutes - April 12, 1997 Page 2 including acquisition or expansion. Mr. Monahan stated that since the City is working with Washington County to take over some of the duties (Planning, Building and Engineering) for the unincorporated area of Washington County that are in the Bull Mountain Area and the Walnut island. It was initially thought that this would require two to three additional staff people based on the estimates of the volume of work, and now we are finding that this will require ten new employees. Mr. Monahan continued by discussing the various City facilities and the departments that they house as follows: City Hall with Administration, some Finance, Police, Community Development and Engineering, Water Facility the remainder of the Finance department for utility billing and water services, SCADA system and some other water personnel in the rear of the building and the Water crew out in the bay as well as Fleet Services and the Public Works Facility on Ash Avenue. On the corner of Ash Avenue and Burnham there is a small building (1,800 sq ft) which currently houses the Interfaith Outreach Services. This building will be taken back by the City when IOS vacates those premises. The City also has the Niche which includes Human Resource facility, Network Services, Risk Manager and Purchasing staff. Mr. Monahan continued by stating that this has been a difficult process to determine which employees and divisions can be moved and still service the public efficiently. We are now looking at this facility since there is extra space available. Mr. Monahan displayed a drawing of the Water facility and its current inhabitants. Mr. Monahan stated that the City would propose to move a few people to the Water facility from City Hall in the first step of a yet to be determined long/short range plan. At this time, it is known that we need to move additional people into City Hall related to the new service(Building Inspectors, Plans Examiner, Engineering Technicians, Current Planner and Secretarial support) and move some people out(Senior Planner, 2 Associate Planner, Map/Graphic person) to make room for them. This plan will move 4 employees out of City Hall and 10 new employees in. Mr. Monahan stated that the City Council has not taken final action on this plan. Another plan is to move another 2 people from City hall for a total of six and move in 10, which is not a favorable plan. This plan would move Rich Sattler and the Scada System over to the Public Works facility. When the IOS's new facility is constructed they will vacate the building on the corner of Burnham and Ash and a decision will be made who could best occupy that facility. Commissioner Kloster questioned the purchase of a modular facility at City Hall? Mr. Monahan stated that we currently have a modular facility at City Hall for the past nine years which houses 12 employees. We have looked at the option of bringing in another triple wide facility with 2,600 square feet and move the Engineering Department into that new facility and free up the existing space. This would cost approximately $9,000 which we would hope to recover from Washington County since the arrangement is for them to make the City whole. The problem with this option is the time element since a custom made unit will Intergovernmental Water Board Meeting Minutes - April 12, 1997 Page 3 take approximately 120 days. The Board discussed the time frame on the IOS occupancy of the building on Burnham/Ash. IOS may vacate the premises as soon as the end of July but this option has a lot of details to be worked out first. Another option that has been considered is a rental/lease agreement on the Unified Sewerage Agency facility on Durham Road and Hall Boulevard. Commissioner Froude questioned whether Mr. Monahan would attend a Tigard Water District Board meeting to discuss this matter since she did not feel she was in a position to make this decision and he agreed. It was discussed that a special meeting may be called to hear this matter. Commissioner Carroll questioned how the proportionate amounts of the building ownership works? Mr. Monahan stated that when the withdrawal from the Water District occurred they moved a lot of employees from the facility to Public Works since all employees became a City employee. Finance was moved in since they were blended with the utility billing employees. The City has been sensitive to not overuse the facility with City employees. Mr. Monahan stated that we have always attempted to maintain that the people that are performing water functions remain in facilities that are better than the facilities that existed before the building of the Water facility. Commissioner Carroll questioned who controls the Water facility? Mr. Monahan stated that the facility is controlled by the City of Tigard as it does all the day to day operations. Mr. Monahan stated that the agreement of the four parties delegated all the responsibility for providing water service to the area and to manage all facilities, but due to political and customer services concerns, the City had attempted to defer decisions onto the IWB. The Water facility was built by the Tigard Water District with water funds. The governmental bodies of the three entities had no say in the operation of the Water District since it was a stand alone separate government entity (Special Service District). Commissioner Hunt stated that the division of assets was completed at the time of merger and divided accordingly with the combination of meters and patrons. The formulas and the division of assets were agreed upon by each entity. Mr. Monahan continued by stating that his goal was to get some direction from the IWB members on when a temporary move is made by the City would the Board agree upon option a) moving four FTE's or option b) moving six FTE's. Mr. Monahan stated that he would go to the Tigard Water District as well as any of the other entities if needed. Commissioner Froude questioned the time frame of needing a decision? Mr. Monahan stated that the issue of the Urban Services will be discussed at the March 25 City Council meeting with hiring of some of personnel by April 15. Commissioner Hunt stated that his view was that we are spending tax payers money to buy additional facilities to accommodate space needs when these facilities are not being fully utilized. Commissioner Carroll agreed with Mr. Hunt and Commissioner Froude stated that she was not at liberty to make this decision for the Tigard Water District. Mr. Monahan stated that he feels that the perception is that the Water facility belongs to the City. Commissioner Carroll Intergovernmental Water Board Meeting Minutes - April 12, 1997 Page 4 questioned whether the City had done a space needs analysis. Mr. Monahan stated that the City had in the past determined the square footage utilized by each division which showed that more space is being utilized by the Water Division in office space at other City facilities than the City is utilizing in this facility. Representatives from King City and Durham stated that they did not see any objection to the space utilization. Mr. Monahan stated that he will schedule to meet with the Tigard Water District and will proceed if the group agrees. 6. Consortium Update-Paul Hunt Commissioner Hunt stated that the Consortium is relatively new group which is an extension of the technical group which Mr. Wegner has participated on for the past three years. The Consortium group is made up of twenty-six entities in the tri- county area that are conducting a long range study of water needs. The technical group can bring recommendations to the Consortium for decision. The technical group had their first meeting one month ago and elected Bob Mitchell from Tualatin Valley Water District as Chairperson, a vice chair was not elected at that meeting but will elect that position at the next meeting. Commissioner Hunt stated that the group is represented by all different size agencies and each has one equal vote. Based upon Portland Water Bureau size and knowledge will betaking the lead role. Mr. Wegner stated that the subcommittee has met to discuss public involvement with elected officials from throughout the region. The next board meeting will be the first Thursday in May with the location to be announced. The technical group meets the fourth Thursday at the Tigard Water facility. 7. Menlor Reservoir Update- Ed Wegner Mr. Wegner stated that in the packet distributed tonight was information regarding the Menlor site. Mr. Wegner stated that we are continuing to negotiate for purchase of property easement and waiting to hear from the property owner's attorneys. The document that was sent by MSA have been forwarded to the City attorney for the bidding process. Two major situations have developed that will alter the cost of the Menlor Reservoir site. One study was required to determine where the rock was and this test revealed shallow depth rock and there is also a concern by Unified Sewerage Agency regarding the discharge of chlorinated water, which will require extra design measures to prevent this from happening. The increase in this project will be between 25-46% higher, with a total estimated project cost of 3.6 million. The funds are available and we are staying within the 15% contingency amount. Commissioner Carroll questioned whether the City was acquiring an permanent access easement. Mr. Wegner stated that this would be a Intergovernmental Water Board Meeting Minutes - April 12, 1997 Page 5 permanent access easement to the reservoir site and the City may need to purchase more property than originally intended to satisfy the property owner. .... Commissioner Carroll also questioned even though the solid rock will increase excavation cost, will it help reduce construction cost? Mr. Wegner stated that this will not be a significant offset. Mr. Wegner also stated that the information packet included a quarterly report from Murray, Smith and Associates. 8. ADA Facility Compliance-Memo At the January meeting Loreen Mills was in attendance to discuss the need to upgrade and complete a study to ensure that we were in ADA compliance with the Water facility. The reservoir sites were assessed one year ago. The Tigard Water District did have questions regarding the payment for this study which Commissioner Froude said has since been resolved and the Tigard Water District agreed to pay the $2,600 for the study. The Water District will pay for the study and compliance measures needed, versus billing according to percentages of ownership. Mr. Wegner continued by saying that the City would authorize a contract with a consultant to complete the study and payment will be made from Water District funds. Staff will take the recommendation from the study and determine budget appropriately for completion. 9. Director's Report Mr. Wegner stated that included in the Commissioner's packet as well as Mr. Polaris's packet is a two page memo from Mike Miller who worked with Mr. Denton directly on this issue. This issue has now been resolved. Commissioner Carroll stated the importance of bringing matters to the attention of the Board for resolution. Mr. Wegner discussed the issue of citizen notification and stated that we had taken Mr. Denton's suggestion of notifying residents of work that will be conducted. Commissioner Hunt questioned how the system was flushed after discussion on the limitations of flushing? Mr. Wegner stated that precautions were taken to comply and flushed into the sanitary system. Mr. Wegner stated that also included in the packet was a Washington County Supply Line Hydraulic Study that is being done by Murray, Smith and Associates. This is a cooperative effort that is to study the amount of water that Portland can bring down in Tigard (72nd Street/Upper Boones) through this interconnection and see the capacity limits. Any new information on this study will be forwarded to the Board. Also included in the packet was the monthly purchase and demand figures report. Mr. Wegner stated that we included in the packet the two page narrative on the draft budget document. This document draft has been submitted to Intergovernmental Water Board Meeting Minutes - April 12, 1997 Page 6 the Finance Department. After the discussion with the Finance Director, we will bring back the highlights of the budget contents for the coming year. The Water Division budget was the first budget turned into the Finance Department. Next week we will be conducting a panel interview for Utility Manager which is the job vacancy created by Randy Volk's retirement, last August. Commissioner Carroll questioned on the Water Demand table why there is no reference to King City or Durham and Mr. Wegner stated that those figures are included collectively with Tigard (Tigard water service area). Mr. Wegner stated that we had included a copy of the Bylaws and the IGA for Mr. Carroll. 10. Non Agenda Items Bill Monahan stated that the Board will be going into Executive Session under the provisions of ORS 192.660 (1) (d), (e), & (h) to discuss labor relations, real property transactions, and current and pending litigation issues. All discussions within this session are confidential; therefore nothing from this meeting may be disclosed by those present. Representatives of the news media are allowed to attend this session, but must not disclose any information discussed during this session. Mr. Polaris questioned before the Board goes into Executive Session he requested clarification on earlier questions. Commissioner Froude stated that as Mr. Monahan stated earlier not all the information requested is public information at this time. Mr. Polans questioned what the total cost of the additional building referred to earlier in the meeting by Mr. Monahan? Commissioner Froude stated to Mr. Polans that the Board would not address that issue at this point and the Board will not be reconvening into regular session. 11. Adjournment The regular meeting of the Intergovernmental Water Board went into Executive Session at 7:10 p.m. Intergovernmental Water Board Meeting Minutes - April 12, 1997 Page 7