11/10/2004 - Packet t ei rernmental
W a
ter' Boarqj
Serving Tigard, King City, Durham and Unincorporated Area
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Wednesday, November 10, 2004
5:30 p.m.
City of Tigard
Water Auditorium
8777 SW Burnham Street
Tigard, Oregon 97223
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FILE COPY
Intergovernmental Nater Board Meeting
Serving Tigard, King City, Durham and Unincorporated Area
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Wednesday, November 10, 2004
5:30 p.m.
1. Call to Order, Roll Call and Introductions
Motion to call meeting to order, staff to take roll call.
2. Approval of Minutes—September 8, 2004
Motion from Board for minute_approval.
3. Authorization to Post IWB.Minutes on Webpage(10 minutes)
4. Discussion of Canterbury Tower Rental Agreement with WCCCA (I5 minutes)
5. Long Term Water Supply Update,—Dennis Koellermeier(20 minutes)
6. Informational Items—Dennis Koellermeier
Items will be discussed briefly if time allows—otherwise-printed info will be distributed.
® J& u z to accept Wholesale Water Rate on "Credit for Water Leak at$1.11
7. Public Comments
Call for any comments from public.
8. Non Agenda Items
Call,for non-agenda items from Board.
9. Next Meeting Wednesday, January 12,2005, 5:30 p.m. Water Auditorium
® JointIWB/City, Council Meeting,November 23, 2004, 6:30 p.m.-- Town Hall
o Willamette,River Water Coalition Meeting 6:30 p.m:,Dec. 8, 2004 — Water Auditorium
10. Adjournment—Approximate Time 7.00 p.m.
Motion for adjournment.
A light dinner will be provided.
Executive Session: The Intergovernmental Water Board may go into Executive Session under the provisions of ORS
192.660(1) (d), (e), 69&(h)to discuss labor relations, real property transactions, current and pending litigation
issues and to consider records that are exempt bylaw from public inspection: 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 rust not disclose any information discussed during this session.
f
Intergovernmental Water Board
Meeting Minutes
September 8, 2004
Members Present: Patrick, Carroll, Dick Winn, Norm Penner, and Bill Scheiderich
(arrived at 5:34)
Members Absent: Brian Moore
Staff Present: Dennis Koellermeier, Tom Imdieke, and Twila Willson
Visitors: Roland Signett, Paul Owen, and Henrietta Cochran
9. Call to Order, Roll Call and Introductions
Commissioner Patrick Carroll called the meeting to order at 5:3.1 p.m. Bill Scheiderich
arrived late at 5:34 p.m..and then took over as chair of the meeting.
2. Approval of Minutes—June 9, 2.004
Commissioner Norm Penner motioned to approve the minutes, Commissioner Dick Winn
:seconded the motion and the vote was carried unanimously to accept the June 9, 2004,
minutes as prepared'.
3. Credit for Leak Request for Brighton Hill Apartments Tom Imdieke
Staff was requesting Board approval for this leak credit because the adjustedamount
was over the. $500 limit that staff is authorized to reimburse. Following current leak
credit procedures, $879:30 is the:amount calculated for reimbursement. Water division
staff checked for the leak at the:apartment and the owner had the leak fixed the same
day it was discovered.
Commissioner Bill Scheiderich motioned to approve the reimbursement of$879.30,
Commissioner Penner seconded the motion and the vote to reimburse was.unanimous.
Tom Imdieke stated that he was also checking with other.agencies about their*credit
policies and would present recommendations to the Board in the future. It may prove
likely that the City of Tigard is being quite generous at this point in providing credits for
leaks when compared with other agencies.
4. Clute Property Update— Dennis Koellermeier
The Clute property is the surplus property that remained following the construction of the
Menlor Reservoir. Sale of the property has been authorized twice by the Board, however,
the final sale has fallen through both times.
Intergovernmental Water Board September 8,2004
DRAFT
The City of Tigard and the Bull Mountain area residents continue to discuss annexation
and there is a need for parks within the unincorporated area. If there is no change in the
Board's decision..to sell the property, staff would like to suggest to the City of Tigard the
possibility of buying the surplus property for use as a proposed park site in the
unincorporated area. The appraised value of the property is $285,000. The property
consists of approximately 1.5 acres with a house on.it that would have to be removed to
develop a small park.
The Board discussed the issue and concurred with their previous decision to sell the
property and directed staff to do-so.
5. Long Term Water Supply Update—Dennis Koellermeier
Commissioner Bill Scheiderich asked what the City of Tigard had planned for the Water
Building,in the city office remodeling projects and Mr: Koellermeier explained that Public
Works planned to eventually occupy that space. Commissioner Patrick Carroll stated
that the.Water Board was the owner of the building and questioned what legal issues
needed to be addressed. Mr. Koellermeier assured the Board that those issues would
be handled in the proper manner.
Dennis Koellermeier proceeded to give an update on the long term water'supply.
Copies of the City.of,Portland's letter to the Tigard Water Service Area-and Tigard's
response to that letter regarding the minimum penalty billing were previously mailed to
Board Members. Portland seems to be willing to talk, but they'were not happy with.the
newspaper article. The matter of double paying is an issue that will affect several other
agencies.
Portland's penalty billing was initiated because Tigard took less than the.minimum
amount of water required under the Portland contract. This is due to the fact that Tigard
is now taking more water from the•Joint Water Commission.
Summer Water Supply Update— Bull Run water was restored with the August rain
storms, which is much different than the scenario from last year. Portland has lots of
water and so does the JWC. The storms refilled reservoirs and the demand dropped
because of the storms.
Negotiations with Portland continue and are generally positive. Mr. Koellermeier thinks
they are within a month or two of-having a bulleted contract approach to finalize.
Portland has been flexible and the terms and,conditions now look much better. It is
looking.more like a take and pay policy. Mr.'Koellermeier should be able to,present
more details soon.
Regional Water Supply Update -Tigard is a member in the regional consortium and the
adoption process requires all to participate and approve. In November-there will be a
formal presentation in a joint meeting of the IWB and Tigard City Council. An advance
draft copy will be available for'review prior to that time.
Willamette-River Water Coalition —At their Iasi board meeting the WRWC'indicated they
wanted more action on education to clarify Willamette River water issues, including
Intergovernmental Water Board September 8,.2004
DRAFT
2
i
:public information campaigns. The WRWC will discuss at their next meeting an initial
draft plan and is requesting that feedback and'suggestions from Board Members be
passed on to Councilman Moore or Dennis Koellermeier. The factual information will
include water and fish test results.
There was a court decision several months ago dealing with the water right approval
processes that turned things around. (It had to do with North Bend and Coos Bay, was
challenged by Water Watch, and may now need to use water differently (Municipal
Water Industry, League of Oregon Cities, Special Districts). .Mr. Koellermeier will
provide more information after studying the information further. The state now holds
water rights in a bank.
6. Informational Items— Dennis Koellermeier
7. Public Comments - NONE
8. Non Agenda Items
The City of Durham has brought up an issue about landscape improvements on street
improvement projects where water is needed.to establish the.landscape"for first few
years. This:wilt require payment,of SD.C`s. The:rules and regulations do not allow the
Board to waive the SDCs, rather that must be done by the Council.
SDCs are set by state laws and methodology. There was a discussion about why we
charge ourselves SDCs and how to change,the rules and regulations. It would take
several years before the water SDG cou_Id be rewritten, Legal staffand consultants and
the 1W.B would have the authority to make the changes,when it's time to rewrite. Dennis
Koellermeier said he would have to check with legal council about how to go about
making changes.
The short term proposal would keep within. the parameters of the present rules and
regulations and;.would charge actualcosts for meter installation plus the water used.
9. Next Meeting- Wednesday, October 13, 2004, 5:30 p.m. Water Auditorium
Bill Scheiderich and Dennis Koellermeier will be out of town for'the.October meeting.
If something pressing comes up, a meeting will be scheduled; otherwise it was.proposed
that the October meeting should be cancelled.
10. Adjournment—Approximate Time 7:00 P.M.
The meeting adjourned at 6:12 p.m.
Intergovernmental Water Board September 8,2004
DRAFT
3
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1 .
Public Works Memo
TO.: IWB Public Works:.Makes'it Happen"
FROM: Richard C. Sattler
RE: Establishing Wholesale Water Rate on "Credit for Water Leaks" for
Fiscal Year '04/05
DATE: November 1, 2004
The section of fhe Tigard Municipal Code: "Credit for Water Leak", 12.10:070,
needs your direction for setting the wholesale water rates. The issue regarding
this section is that the Intergovernmental Water Board is required to'set the
average wholesale cost of'water for.each fiscal year.
Background:
Each year we receive notice from our various water sources (JWC,,City of
Portland, TVWD) regarding Tigard's cost of water per; 100 cubic feet (ccf). . This
year the wholesale rate from the City of Portland is $1.11 per ccf.
.Based on past practices of determining the.wholesale cost, staff is`recommend'ing
that IWB establish a rate of $1.11 per ccf for fiscal year 2004/2005.
:1APMUtility Diy\NVB 03-04 rate.doc .
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PICICA
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FOLIC E` - FIM ',MED1CA1.
Washington County Consolidated Communications Agency
November 8, 2004
Dennis Koellermeier
Public Works Director
13125 SW Hall Blvd.
Tigard, OR 97223
Re: Lease agreement for Canterbury'tower site
Dear Dennis:
Thank you for the opportunity to further discuss the proposed lease arrangement between
the Intergovernmental Water Board and Washington County Consolidated
Communications Agency. We appreciate the relationship between our agencies and look
forward to finalizing the lease and completing the enhancements to.our public safety
communications system.
Background on system:.
WCCCA currently operates our radio network from'7 sites located throughout the county.
We are currently in the:process of upgrading the public safety wireless communication
system in Washington.County to include enhanced voice, data and:paging capabilities.
The Canterbury Site serves a crucial role in this upgrade and will dramatically improve
user communications in and around the Tigard community. When the project is complete
we will operate from a total of 12 sites strategically located and engineered to better serve
the urban, suburban and rural areas of Washington County.
The voice radio system WCCCA operates utilizes both trunking and simulcast
technologies in the 800 MHz band. These are very robust solutions that allow many
users to access and operate simultaneously on the network. As part of our upgrade,
funded through a.Department of Homeland Security grant, we also will be significantly
increasing the capacity of our system enabling the addition of many more users for day to
day and emergency operations. Another important feature of the WCCCA network is
that our system computers control both Washington and Clackamas County simulcast
PO Box 6375 * Beaverton, Oregon 97007 * (503) 690-4911
"Excellence In Emergency Communications"
zones. Users equipped with mobile and portable radios programmed to our system can
operate seamlessly throughout both counties. Additionally, Multnomah and Clark
counties operate similar systems affording interoperability throughout the greater
metropolitan area.
As you have expressed an interest, I will be happy to work with you to develop a business
case supporting the migration of your staff to the WCCCA system. Many agencies in
Washington County have done so since we originally built the system. Currently over
500 users not directly associated with emergency,response use our systeni'> These include
schools, parks, Clean Water Services and area public works agencies. These users enjoy
access for d'ay to day operation and benefit.whenever a need arises for interoperability
with other agencies on the system or the approximately 3000 public safety/response
radios on our system.
Because we are replacing almost 800 mobile radios in police and fire vehicles as a part of
our upgrade, we will have many available for re-deployment at low or no cost depending
on how the WCCCA Board.chooses to go. Our vendor has also been lowering the price
of new mobile and handheld units to meet the growing need for interoperability.
Background on site leases:
Of the 12 sites that we will operate from after the upgrade, 7 are owned by government or
public agencies and 5 will be owned by private parties or timberland owners. Weare
currently in the process of re-negotiating existing leases and developing.new
arrangements for most all of our sites. 'The WCCCA Board.has taken a keen interest in
pursuing ownership opportunities or easement arrangements whenever possible for the
privately held sites. This strategy is the result of their desire to develop long term access
as well as contain our cost of operation. While we enjoy having many radios on the
system; the continuing escalation of costs:may make it difficult for our users to-afford
over time.
For our publicly owned,sites both existing.and proposed;WCCCA has typically entered
into an agreement that provides;long-term acces's with lease,costs,established at $1/year.
Our most recent example involves a proposed towef on Clean Water Services property
located on River Road. In this agreement we have established terms similar to those
discussed above.and developed language, should a commercial carrier decide to co locate
on our tower that those net revenues go to CWS. The WCCCA Board has not yet
.approved the final lease however I expect that will take place very soon.
Proposal for Canterbury lease:
WCCCA proposes we develop an agreement similar to the CWS_lease that allows for any
net revenue from.a co-located commercial carrier go to the Intergovernmental Water
Board. As you are aware, we currently have land use permission to operate a public
safety communications tower. Should a carrier desire to.locate with us, they would need
to process their own development and land use applications for approval. Most
jurisdictions now encourage maximizing the usefulness of towers through co-location in
an effort to minimize the total number of towers. It would be prudent to market the
availability.of space on the tower to local carriers so they can consider the option in their
planning. WCCCA would be willing to help with such an effort..
If this arrangement is acceptable to you I will be happy to process a draft,agreement for
your review. I thank you again for supporting WCCCA in our efforts to enhance our
radio network.
Sincerely,
Dave Austin
Director
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Public Works Memo
TO IWg Public Works.Makes itHappen"
FRO"M� Richard C. Sattler
RE Establishing Wholesale Water Rate on "Credit for Water Leaks" for
Fiscal Year '04/05
DATE: November 1, 2004
The section of the Tigard Municipal Code: "Credit for Water Leak", 12.10':070,
needs your direction for sefting the wholesufe water rates. The'issue regarding
this section is that the Intergovernmental Water Board is required to set the
average wholesale cost of water for each fiscal. year.
Background:
Each year we receive notice from our various water sources (JWC, City of
Portland, TVWD) regarding Tigard`s cost of water"per 100 cubic feet (ccf...). This
year,the wholesale rate from the City of..Portland is $1.`11 per ccf.
.'Based on past practices of determining the wholesale cost, staff is recommending
that IWB establish a rate of $1.11 per ccf for fiscal year 2004/200.5.
i:\PV!nU6lity Div\IW B 03-04'rateaoc