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05/22/2000 - Budget Minutes TIGARD WATER DISTRICT BUDGET MEETING May 22, 2000 Members Present: Norman Penner, David Strauss, Beverly Froude Staff Present: Craig Prosser, Mike Miller, Twila Willson Visitors Present: None 1. Call to Order The Tigard Water District Budget Meeting for fiscal year 2000-2001 was called to order by Commissioner Norman Penner at 6:01 p.m. 2. Roll Call and Introductions Commissioner Penner introduced the board members; George Rhine and Gretchen Buehner were absent from the meeting. He continued to thank those who serve on the budget committee. Doreen Hames, Mike Shirley and Noel Johnson are serving the second year of their appointed three-year term. There were two new appointees, Ron Baker and Faye Witherspoon. Faye Witherspoon was not present. Their term of office will be for three years. 3. Appointment of Budget Committee Commissioner David Strauss welcomed the participants. He proceeded to give a brief background. Tigard Water System is physically operated by the City of Tigard. The Tigard Water System serves most of the City of Tigard, residents of the cities of Durham and King City, and the unincorporated surrounding area, which is also known as the Tigard Water District. Those four entities make up a policy board known as the Intergovernmental Water Board. The TWD and IWB are not operating bodies, but rather act as a watchdog and policy body. The TWD does not own equipment, nor pay workers to lay pipes or operate the treatment plants. TWD is on the administrative side only. The physical operation of the system is done by the City of Tigard and will not appear in the budget. 4. 2000/2001 Fiscal Year Budget Discussion Mike Miller systematically reviewed the budget items. Tigard Water District 1 May 22,2000 Budget Meeting Resources • Revenues - $9,000 — 1% of annual water receipts in the unincorporated area. Some areas have been lost. Walnut Island area is now a part of the City of Tigard. • Interest Earnings — money is invested in the State pool and currently earning between 5.5 — 6% • Total Resources $11,400.00 Expenditures • Attorney fees — Commissioner Penner to explain • Financial Review — nominal fee for audit reviews • Contract for Board Minutes — estimated to produce minutes • Election Costs — elections for members during fiscal year • Meeting Notices — publications in newspapers • Public Relations — newsletter, if desired • Metro—costs for Metro funding (used to be Boundary Commission dues) • Special District Association Dues — annual dues • Meeting/Staff Support— Mr. Miller's and recording secretary's time. Higher than last year. • Special Districts Association Conference —to cover annual conference fees • Travel/Food & Lodging —for the board's expenses at the annual conference • Insurance — general liability insurance for board members. This amount was reduced as unnecessary coverage was recently eliminated. • Misc. — Doreen Hames asked Commissioner Penner to explain about the attorney fee. He referred to the IWB agreement and the Willamette River long term water issue that was taken to a vote by the citizens of Tigard. The other entities of the IWB did not vote and were left without a voice. It is suspected that there will be need for legal council in the revision of the IWB agreement to enable all the entities to have an equal voice in the issue. Ron Baker questioned a discrepancy on the general ledger for the 1999/00 budget. Craig Prosser will investigate why it didn't print out properly. Noel Johnson asked why there was such a jump last year (FY 99/00) for the public relations item. Commissioner Penner explained it was in an effort to provide information to those in the unincorporated area. That amount covered the printing, mailing, etc. It is anticipated to provide similar information during the next fiscal year. Commissioner Strauss asked Mr. Miller to explain the Meeting/Staff support again. Mr. Miller stated this amount included time for contractual services for recording the meetings and transcription of the minutes by the recording secretary and his time as well. Tigard Water District 2 May 22,2000 Budget Meeting Mike Shirley pointed out that the general ledger was lacking the staff support line. Craig Prosser will have the paperwork corrected. 5. Budget Recommendation Commissioner Strauss asked if there were further questions or points of discussion. There were none. Mike Shirley motioned to approve the budget as submitted and Ron Baker seconded the motion. The motion passed unanimously. 6. Adjournment Commissioner Strauss thanked the budget committee for their participation. The Tigard Water District Budget Committee meeting was adjourned at 6:28 p.m. Tigard Water District 3 May 22,2000 Budget Meeting