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10/08/2014 - Packet Completeness Review for Boards, Commissions and Committee Records CITY OF TIGARD Intergovennental Water Board Name of Board, Commission or Committee 10/08/2014 Date of Meeting I have verified these documents are a complete copy of the official record. Judy Lawhead Print Name Si nature 4 12/23/2015 Date Intergovernmental Water Board Agenda SERVING TIGARD,KING CITY,DURHAM AND TIGARD WATER DISTRICT MEETING DATE: Wednesday, October 8, 2014, 5:30 p.m. MEETING LOCATION: Tigard Public Works Building 8777 SW Burnham Street Tigard, OR 97223 1. Call to Order, Roll Call and Introductions 2. Approval of Minutes — September 11, 2014 Action: Motion to approve the September 11, 2014, minutes. 3. Public Comments Call for comments from the public. 4. Water Supply Update—Aaron Beattie No action required. 5. Discussion Regarding Utility Billing Cycles — Ron Blecker 6. Informational Items • A review of the results of the water and sewer rate studies has been tentatively scheduled for the November 18, 2014,Tigard City Council meeting. 7. Non-Agenda Items Call for non-agenda items from the board. 8. Next Meeting November 12, 2014, at 5:30 p.m. 8777 SW Burnham Street,Tigard, Oregon 9. Adjournment Action: Motion for adjournment. Executive Session The Intergovernmental Water Board may go into Executive Session. If an Executive Session is called to order, the appropriate ORS citation will be announced identifying the applicable statute. All discussions are confidential and those present may disclose nothing from the Session. Representatives of the news media are allowed to attend Executive Sessions, as provided by ORS 192.660(4), but must not disclose any information discussed. No Executive Session may be held for the purpose of taking any final action or making any final decision. Executive Sessions are closed to the public. INTERGOVERNMENTAL WATER BOARD AGENDA— October 8, 2014 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503-718-2591 1 www.tigard-or.gov I Page 1 of 2 The City of Tigard tries to make all reasonable modifications to ensure that people with disabilities have an equal opportunity to participate in all city meetings. Upon request,the city will do its best to arrange for the following services/equipment: ■ Assistive listening devices. ■ Qualified sign language interpreters. ■ Qualified bilingual interpreters. Because the city may need to hire outside service providers or arrange for specialized equipment,those requesting services/equipment should do so as far in advance as possible,but no later than 3 city work days prior to the meeting. To make a request,call 503-718-2591 (voice) or 503-684-2772 (TDD -Telecommunications Devices for the Deaf). INTERGOVERNMENTAL WATER BOARD AGENDA— October 8, 2014 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 1 503-718-2591 1 www.tigard-or.gov I Page 2 of 2 Intergovernmental Water Board JWB) Minutes SERVING TIGARD,KING CITY,DURHAM AND TIGARD WATER DISTRICT MEETING DATE: Wednesday, October 8, 2014, 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 (TWD) Keith Jehnke Representing the City of Durham Jodie Inman Member-At-Large Note: King City representative David Newham resigned from the board in July, 2014. The King City City Manager will notify Tigard staff when a new representative is appointed. Members Absent: None City of Tigard Staff Present: Aaron Beattie Interim Utility Manager Ron Blecker Utility Billing Supervisor Judy Lawhead IWB Recorder 1. Call to Order, Roll Call and Introductions Commissioner Buchner called the meeting to order at 5:35 p.m. 2. Approval of Minutes — September 11, 2014 Commissioner Jehnke moved to approve the September 11, 2014,minutes. Commissioner Inman seconded the motion. The motion passed by unanimous vote of the commissioners present,with Commissioners Buchner,Jehnke,Henschel, and Inman voting yes. 3. Public Comments There were no comments from the public. 4. Water Supply Update Mr. Beattie reported: • Average water use for the month of August was 9.1 million gallons per day (mgd). This was about 500,000 gallons per day less than was used during August, 2013. • Approximately 98 million gallons of water was pumped from well aquifer storage and recovery (ASR) no. 1 as native groundwater for the year. 62 million gallons was drawn from ASR no. 2,with approximately 79 million gallons left in storage, or about 37 days at 1,500 gallons per minute withdrawal rate. • As September and October water usage drops, staff will begin the injection cycle for ASR well no. 2 sometime in December. 5. Update on Water Billing Cycles Mr. Blecker referred to a memo that was mailed to board members on October 1, 2014, and is on file in the IWB record. The memo from Toby LaFrance, presented four utility meter reading scenarios for consideration as possible solutions to the current variability in water billing cycles. Mr. Blecker explained that, while none of the four scenarios were without fault, scenario number four would add the best level of precision. This system would be based on average daily usage, and could take approximately 120 days to implement. After discussion, the board came to a consensus that they would like to know the answers to the following questions: • How many water customers have been affected by variable billing cycles? • What is the dollar amount collected from customers who were affected by the higher rates? • How much would it cost the city to implement a solution? • Is it possible to implement a consistent system of reading meters every month with a plus or minus variable of only one or two days? Mr. Blecker will provide the board with answers to those questions by means of a memo to be included in the November packet. Note: Commissioner Inman left the meeting at 6.90 p.m. 6. Informational Items Commissioner Buehner reported: • A review of the results of the water and sewer rate studies is tentatively scheduled for the November 18, 2014,Tigard City Council meeting. • The River Intake Pump Station (RIPS) is nearly complete,with deconstruction of scaffolding that remains in the water scheduled to take place next summer. • Total cost of the Lake Oswego Tigard Water Partnership project is still expected to be very close to the original estimate, with completion expected to be close to September, 2015. 7. Non-Agenda Items Staff was asked to provide the board with an update regarding representation from the City of King City. 8. Next Meeting November 12, 2014, at 5:30 p.m. Public Works Auditorium, 8777 SW Burnham Street,Tigard, Oregon 9. Adjournment At 6:30 p.m. Commissioner Henschel moved to adjourn the meeting. Commissioner Jehnke seconded the motion. The meeting adjourned by unanimous vote of the commissioners present,with Commissioners Buehner,Jehnke, and Henschel voting yes. fir; IWB Chair Judy a, hc, , IWB Recorder Date: fl/�!§K Date: /. / Agenda Item No.: 5- IWB Meeting Date: e")-,,P-/ City of Tigard Memorandum To: Intergovernmental Water Board Commissioners From: Toby LaFrance, Finance and Information Services Director CC: John Goodrich, Interim Assistant Public Works Director Ron Blecker, Utility Billing Supervisor Re: Utility Billing Cycle Date: September 29, 2014 The Intergovernmental Water Board (IWB) recently expressed concern about City of Tigard's water billing practice. The IWB correctly identified the primary flaw in our practice: our rates are monthly but our meter reading is not monthly. This memo summarizes the utility billing reading/billing scenarios for IWB information and consideration. There are four scenarios described below for consideration: 1. Read and bill on the same day of the month for each customer. 2. Read and bill every 4 weeks,leading to 13 "monthly" bills a year. 3. Status quo. Read and bill every 4 or 5 weeks and bill monthly. With this, 8 months of the year,customers are billed for fewer days than 30-31 (a month) and 4 months of the year, they are billed for more than a month's worth of days. Since the rates are based on monthly amounts,there are 8 months where we potentially under-bill and four months where we potentially over-bill. 4. Continue the current read and bill schedule,but bill on"average daily use" during the reading period. The monthly bill is based on average daily use times the average number of days in a month (30.42 days) The quick summary of the above methods of read/bill is that: 1. Scenario #1 is logistically unfeasible. If we read on Monday the 8`h one month,two months later,the 8th is on a weekend. 2. Scenario#2 fits with our weekly work schedule and provides consistent reading intervals of about 28 days. However,it will mean that there are 13 bills per year. The bill will not be "monthly" and there will be one calendar month a year with two bills. 3. Scenario #3 fits with our weekly work schedule and provides for 12 bills a month,meeting the expectation of monthly billing. However,the number of days between monthly readings is inconsistent. There are eight monthly bills where we are 2-4 days short of a 30-31 day month. This leads to potential under-billing and every third month there is an extra week, leading to potential over-billing. 4. Scenario #4 has the benefits of#3 above,plus it fixes the problem of under and over billing. Moving to average daily usage would add a level of precision. Added precision also adds higher complexity. We would be faced with the choice of moving to average daily usage for our rates; or maintain our rate structure, but bill on an amount that is different from our read. a. Industry standard is billing on hundred cubic feet of water (cco. Using daily usage would likely necessitate going to a smaller unit of measure. We would have to change our rate structure and billing from ccf/month to?/day. We would also need to look at if our billing system would be able to adjust to this system. There are likely one-time setup costs. b. Currently,a customer can look at the units used between reads and correlate that to their bill. Under a system where the monthly bill is based on average daily usage,there will frequently be differences between the reported read and the amount that forms the basis of the bill. There is no way to perform billing without its faults;however, I think we have implemented the best solution. Even with its faults, I think that the method described in Scenario #4 is worth investigating;including potential impact on rate structure,bill appearance/readability, and the ability of our billing system to change. The IWB has scheduled this issue as an agenda item for the next regular meeting on October 8. I look forward to your comments.