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03/23/1994 - Minutes INTERGOVERNMENTAL WATER BOARD Meeting Minutes March 23, 1994 Board Members Present: Lynda Jenkins, Peggy Manning, George Morgan, Bill Scheiderich and John Schwartz Board Alternate Present: Paul Hunt, City of Tigard Staff Present: Leslee Gemmill, Mike Miller, Liz Newton, Randy Volk and Ed Wegner 1. Call to Order Ed Wegner, City of Tigard Maintenance Services Director, brought the meeting to order at 5:35 p.m. He introduced Bill Scheiderich to those present and welcomed him to the Intergovernmental Water Board as the fifth member. 2. Approve March 9, 1994 Meeting Minutes Lynda Jenkins motioned to approve the meeting minutes as submitted and Peggy Manning seconded the motion. A voice vote was taken and the motion passed unanimously. 3. Discussion of Meeting Procedures Liz Newton, City of Tigard's Community Involvement Coordinator, presented to the Board for discussion, basic ideas on meeting procedures. In addition to using the modified Roberts Rules of Order, outlined are decisions the Board made. • A Board quorum is 3 members. • Agendas are okay as is, however an additional item should be added requesting agenda items for the next meeting. • The Board Chair can make a motion and vote. • Tie Votes - Call for reconsideration. • Visitors will be requested to limit their comments to 5 minutes. Chair has the authority for flexibility (with consent of group) to limit visitor comments. • Chair should speak on behalf of the Board on activities and actions of the Board. • The By-Laws will be somewhat informal. • Agendas should be distributed one week prior to the meeting. • At least 48 hours lead time will be given the Board on last minute agenda items. • The By-Laws should reference conflict of interest. • The Board will be kept aware of and current with necessary training on water-related issues. • Executive Sessions apply to this Board. Liz Newton told the Board that as a result of the discussion, an easy-to-reference pamphlet would be put together and brought back to the Board for further discussion and subsequent approval. 4. Selection of Chair and Vice Chair After a brief discussion on the role and responsibilities of Board officers, the Board decided to elect a Chair and Chair-Elect. The appointments will be one year commitments and consistent --. with the Agreement and Board terms and therefore expiring December 31, 1994. Liz Newton facilitated the election of officers. INTERGOVERNMENTAL WATER BOARD MEETING MINUTES - March 23, 1994 - Page 1 Lynda Jenkins nominated Peggy Manning as Chairperson. Hearing no further nominations, the Board unanimously agreed on the appointment of Peggy Manning. Peggy Manning's term as Chairperson will expire December 31, 1994. John Schwartz nominated Bill Scheiderich as Chair-Elect. Hearing no further nominations, the Board unanimously agreed on the appointment of Bill Scheiderich. Bill Scheiderich's term as Chair-Elect will expire on December 31, 1994 and on January 1, 1995, Bill Scheiderich will be the Chairperson. The Board recessed from 6:13 - 6:18 p.m. 5. Existing Long Term Capital Improvement Program Michael Miller, Water Management Analyst, reviewed for the Board, the current 5 year Capital Improvement Plan. He outlined the comprehensive plan developed to meet the water demands of the service area. He briefly discussed the objective of SDCs (System Development Charges) stating the income for SDCs comes from water meter installations. Approximately 60% of the water meter sales revenue is directed to the SDC Fund and the remaining 40% is deposited into the Water General Fund. Bill Scheiderich questioned Mike Miller about the amount charged for SDCs and how it compares to neighboring communities. Mike Miller responded that this should be re-examined within a year or two. • George Morgan asked why there is a 60/40 split of the SDC revenue and whether or not an update is envisioned as the cost of business and installations increase. Mike Miller responded that the SDC methodology hasn't been changed since 1991 and this too is an area in need of future review. The Board continued to discuss with Mike Miller the area currently being served by the water department and its future needs as the area develops. • Peggy Manning asked what other cities Lake Oswego provides water to. Mike Miller responded that the City of Tigard is Labe Oswego's main customer, however also serves the Cities of Lake Grove, Rivergrove, portions of Portland and Tualatin. • George Morgan asked how the water department visualizes having the flexibility of meeting demands in light of the budget process; the need to establish rates and fees that might be applicable for new demands; and with the uncertainty of the capital improvement demands that might be modified referring to the presentation by Murray, Smith and Associates, Inc. and their inability to meet the time schedule. • Ed Wegner responded that when the Water Supply Study Update by Murray, Smith and Associates, Inc. is completed, the CIP will again be examined and updated to meet the necessary changes to reflect the recommendations for capital improvements for water source needs. Mike Miller explained that the CIP has been updated and altered to some degree every year since 1990 to better serve the changing needs of the service area. INTERGOVERNMENTAL WATER BOARD MEETING MINUTES - March 23, 1994 - Page 2 Chair Manning thanked Mike Miller for staff report and helping the Board better understand the long term capital improvement plan. f` 6. Update on Levying Debt Service Ed Wegner reported the City Attorney and City of Tigard Finance Director, Wayne Lowry is working with the Department of Revenue and there is no news as of this date. The Board will be notified of the Department of Revenue's findings as soon as they are available. 7. Non-Agenda Items Ed Wegner reported to the Board that the Tigard City Council approved at the March 22 meeting, the consolidation of billing for City of Tigard water and sewer customers effective July 1, 1994. Ed Wegner also reported that at the March 22nd, Tigard City Council Meeting, Patrick Reilly, City Administrator, requested and Council agreed to a 90 day extension for the completion of the Water Supply Plan Update by Murray, Smith and Associates, Inc. The Council authorized the City Administrator to request of the City's water partners (King City, Durham, and Tigard Water District) an extension of the June 30, 1994 deadline for an updated capital improvement program. The new deadline, if approved, will be September 30, 1994. Bill Scheiderich requested a map identifying future improvements be made available for the Board and Director Wegner indicated one would be done. George Morgan brought up for discussion the delay of the completion of the Water Supply Plan Update. George Morgan suggested that-this Board sponsor an organized presentation for public awareness. After a brief discussion, the Board decided it was a good idea and perhaps it could be done after the completion of the study by Murray, Smith and Associates, Inc. Another idea was discussed regarding a press release and article in the Tigard Times inviting the public to the next presentation/update by Murray, Smith and Associates, Inc. 8. Adjournment Lynda Jenkins motioned to adjourn the meeting and John Schwartz seconded the motion. The meeting adjourned at 8:15 p.m Leslee Ge ATTEST: Board Secretary Chair Peggy Manning 1L\1ogin\I.es1ee_2\iwbmt323_min INTERGOVERNMENTAL WATER BOARD MEETING MINUTES - March 23, 1994 - Page 3