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11/09/2011 - Minutes Intergovernmental Water Board Minutes SERVING TIGARD,KING CITY,DURHAM AND TIGARD WATER DISTRICT MEETING DATE: Wednesday, November 9, 2011, 5:30 p.m. MEETING LOCATION: Tigard Public Works Building 8777 SW Burnham Street Tigard, OR 97223 Members Present: Gretchen Buchner Representing the City of Tigard Ken Henschel Representing the Tigard Water District Keith Jehnke Representing the City of Durham Dick Winn Representing the City of King City Mike Stone Member-At-Large Members Absent: None City of Tigard Staff Present: John Goodrich Utility Division Manager Greer Gaston Intergovernmental Water Board (IWB) Recorder 1. Call to Order, Roll Call and Introductions Commissioner Winn called the meeting to order at 5:31 p.m. 2. Approval of Minutes — September 14, 2011 Commissioner Buchner moved to approve the September 14, 2011 minutes. Commissioner Stone seconded the motion. The motion passed by unanimous vote of the Commissioners present, with Commissioners Buchner, Henschel,Jehnke, Stone and Winn voting yes. 3. Public Comments There were no comments from the public. 4. Water Supply Update Mr. Goodrich reported: ■ Average water use for the month of October was about 4.1 million gallons per day (mgd). This is 1 mgd less than the 10-year average for the month of October and .6 mgd less than October 2010 demand. ■ Average water use for the first week-and-a half of November was about 3.9 mgd. ■ Approximately 173 million gallons of water is stored in aquifer storage and recovery (ASR) wells. A small amount of ASR water was used this year. Limited injection of water into the ASR wells will occur in the upcoming months. ■ This fall, Tigard had not experienced any water quality issues with the Portland water supply. Water quality issues will likely arise as the rainy season gets underway. 5. Extra Storage Space Credit for Leak Request Mr. Goodrich provided background information on this credit for leak request for $1,929.78. Credits over $500 must be approved by the board. Commissioner Buehner moved to approve the credit. Commissioner Henschel seconded the motion. The motion passed by unanimous vote of the commissioners present, with Commissioners Buehner, Henschel,Jehnke, Stone and Winn voting yes. 6. Briefing on Water Sales Mr. Goodrich reported, via Tigard's 18,000 service connections, that the city sold 1.9 billion gallons of water to water customers in fiscal year 2010-2011. Sales were comparable to those in fiscal year 1994-1995 when the City of Tigard supplied water to about 11,000 service connections. He advised the Water Financial Plan assumed the average household would consume 9 ccf per month (one ccf equals 100 cubic feet, or 748 gallons, of water). However, actual demand is more like 7.4 ccf per month; this is 18 percent lower than expected. Mr. Goodrich attributed the decrease to wetter, cooler summers, which reduced demand. The board discussed how the decrease in water sales might affect revenues, especially as they pertain to the Lake Oswego-Tigard Water Partnership. Commissioner Buehner noted there was a "cushion" in the new rate model. Despite decreased usage, the rate model has generated more revenue. Mr. Goodrich added that the water division remained on target with its financial forecasting, budgeting and expenditures. 7. Briefing on the Addition of 3/4-Inch Diameter Water Meters Mr. Goodrich briefed the board on the addition of a 3/4-inch diameter water meter as outlined in the memo included in IWB packet materials. 8. Briefing on Communication for Upcoming Water Rate Increase Mr. Goodrich distributed a bill stuffer and the winter edition of KnoWH20; both communication pieces inform the public of the January 1, 2012 water rate increase. The commissioners discussed the future rate increase structure and comments they have received from constituents. 9. Discuss the Selection of a Member-At-Large Commissioner Winn asked the board to consider appointing Commissioner Stone to another term as the member-at-large. The board discussed: ■ Whether to open the position to the public. ■ How the reappointment of Commissioner Stone would maintain continuity on the board. ■ Commissioner Stone's expertise and how it benefits the board. Commissioner Stone agreed to serve another term. Commissioner Buchner motioned to appoint Commissioner Stone to another term as the member-at-large. Commissioner Henschel seconded the motion. The motion passed by unanimous vote of the commissioners present, with Commissioners Buehner, Henschel,Jehnke, Stone and Winn voting yes. 10. Informational Items ■ Update from Commissioner Buehner on Lake Oswego/City of Tigard Oversight Committee activities. — The project manager was authorized to approve change orders up to $1 million in order prevent delays; delays could cost $500,000 to $1 million per day. — Commissioner Buehner encouraged the commissioners to attend an upcoming tour of the pilot water treatment plant. Three treatment processes will be tested. Depending upon how these various processes perform, the partnership may be able to reduce the treatment plant footprint and save up to $3 million in costs. — First quarter projections indicate the water partnership budget is on target. — The Gladstone planning commission has approved the raw water intake. — Commissioner Buehner discussed possible ways to route the transmission pipeline once it crosses the Willamette River. The preferred route travels underground through a small portion of a West Linn park. West Linn's charter does not allow the pipeline to be routed through the park without the approval of its citizenry. An alternative route, that avoids the park, could add an additional $7 or $8 million. — A joint meeting between Tigard and Lake Oswego City Councils will take place Monday, November 14 at 6:30 p.m. Commissioner Buehner invited the commissioners to the meeting. — Public outreach meetings are taking place with neighborhood associations/groups regarding the construction of the finished water pipeline. Meetings are also taking place with county commissioners and legislators representing West Linn, Lake Oswego and Gladstone. — Commissioner Buehner explained the timeline related to the WaterWatch appeal; action on the appeal will likely take place this summer. — State law requires 1.5 percent of water treatment plant project costs be spent on energy savings/conservation. Commissioner Stone said Wilsonville had challenged this requirement and suggested the partnership might consider doing the same. 11. Non-Agenda Items Commissioners Henschel,Jehnke and Winn indicated they would like to attend the pilot water treatment plant tour on Monday, November 21. Commissioner Henschel asked if board would like to move IWB meetings to a later time since dinner is no longer being served as a part of the meeting. Commissioner Buehner said she had another meeting immediately following the IWB meeting; a later meeting time would create a conflict for her. The board decided not to change the meeting time. Commissioner Henschel noted that four IWB meetings had been cancelled in 2011. He said Tigard Water District (TWD) commissioners wanted to know why so many meetings had been cancelled. Commissioner Winn said he and Mr. Koellermeier typically discuss the agenda and whether there is enough business to merit holding the meeting. Commissioner Henschel expressed concern that some meetings were cancelled, because staff members were unavailable and that those who have something to bring before the board, such as the public or TWD commissioners, were not afforded the opportunity to do so. Commissioner Henschel said the IWB had cancelled too many meetings. Commissioner Winn said if the IWB doesn't have any business to conduct, it doesn't make sense to hold a meeting just for the sake of holding a meeting. Commissioner Stone concurred. Commissioner Henschel countered that the TWD might have an issue it wanted to bring forward to the IWB. Other commissioners said, in that case, Commissioner Henschel should contact Mr. Koellermeier to get the issue on the agenda. Commissioner Stone noted the public rarely attended IWB meetings, and there did not seem to be much public interest in the board's business. 12. Next Meeting December 14, 2011 at 5:30 p.m. Public Works Auditorium, 8777 SW Burnham Street, Tigard, Oregon 13. Adjournment At 6:38 p.m. Commissioner Stone moved to adjourn the meeting. Commissioner Buehner seconded the motion. The meeting adjourned by unanimous vote of the commissioners present, with Commissioners Buehner, Henschel,Jehnke, Stone and Winn voting yes. Dick Winn, IWB Chair recr Gaston, I" Recorder �z Date: I Date: Ana. 1.4 02-011