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01/08/1997 - Packet Ed Wegner Director, Maintenance Services G{�VLtlT1N'TALA ARU : TI G erng Ttgaxd, Ting Gcty,rlurh t� IrinorQrccea . AG l 'Wednesday, January 48, l 7 5:3a p rn: Cali to fJrder Roll +Call and Introductions Visitor Caninents Approve Meeting Minutes Compliance Review of'U rater Facilities L d, It UU 6 L� rect�rj s Report a. lUlenlor Reserupir Update Gu # rC Vis, w 4 et Lsc+ 7Non Agenda;Items- ON 8 Adjournment Executive Session: The Intergovernmental "Water Board may go into Executive Session under the provisions of ©RS'191,660:::(1):(d) (e), & {h) to discuss labor relations, real property transactions, and current and pending litigation issues. All discussions within this session are confidential; b tef6re nothing from this meeting maybe:disclosed by those present. Representatives of the news media are allowed to attend this session, but must not disclose;any information discussed. during this session. kMhyliwb\1-0&.agn INTERGOVERNMENTAL WATER BOARD MEETING MINUTES NOVEMBER 13, 1996 MEMBERS PRESENT: Bill Scheiderich, Beverly Froude, John Budihas, Paul Hunt and Robert Tydeman STAFF PRESENT: Ed Wegner, Bill Monahan, Mike Miller, and Kathy Kaatz VISITORS PRESENT: No visitors 1. Call to Order The regular meeting of the Intergovernmental Water Board was called to order at 5 : 30 p.m. 2 . Roll Call and Introductions Roll was taken with all Board Members present . 3 . Visitor Comments There were no visitors present . 4. Approve September 11, 1996 Meeting Minutes Commissioner Budihas made a motion to approve the September 11, 1996 minutes. This motion was seconded by Commissioner Hunt and an unanimous vote followed. 5. Visioning - A Look Into the Future for Tigard - Bill Monahan Bill Monahan was present at the meeting to discuss the City' s Visioning process . Mr. Monahan began by stating that the City has gone into the community in order to develop a vision for the next twenty years . The City currently has a long range financial plan, comprehensive land use plan, Council goals, citizen involvement process which help determine the direction in which Tigard is headed. Mr. Monahan stated that once a plan is developed on where we want to go, this vision will be used in each and every decision made by the City. Mr. Monahan shared the timeline of this process with the Board as follows : 114ww • Introduce the process 9/1 to 10/15 • Community survey 10/15 to 11/15 • Reviewing/sharing survey 11/15 to 2/97 • Defining issue areas 3/01 to 5/31 • Goal setting 6/01 to 7/31 • Action planning Fall 1997 • How are we doing? 1/98 and beyond There were approximately 19, 000 surveys sent out and when the surveys are returned we will review and come up with some preliminary results. A steering committee will be formed made up of volunteers that will take this preliminary information and narrow it down to some key issues and focus areas . Mr. Monahan shared a portion of the City of Sherwood visioning process with the Board Members . Mr. Monahan continued by stating that anyone interested in being a member of the steering committee should contact the City. This presentation has been given to various groups and have asked them to complete exercise on how would you describe Tigard? Commissioner Tydeman questioned the rail crossings (72nd/Bonita) in Tigard and the City' s input on the railroads . Mr. Monahan stated that the City is in regular contact with the railroads. 6 . Regional Water Supply Plan Update and Consortium Mr. Wegner stated that the Board needs to make a recommendation to the Tigard City Council on the Regional Water Supply Plan and an Intergovernmental Agreement for the establishment of a Water Consortium of the twenty-seven agencies that have been working on providing water services to the metro area. Mr. Wegner stated that the notebook were sent out last week as well as a news articles that summarized the changes that were made to the RWSP. The items that were highly discussed were; water conservation (re-use) , and system reliability. Alternate sources were listed in the RWSP as the Clackamas, Willamette, and Columbia rivers . Mr. Wegner stated these were the major changes to the Plan and a recommendation is necessary to pass along to the Tigard City Council to approve the adoption of the Regional Water Supply Plan. Mr. Wegner stated that the Sub Regional Committee that Tigard, Wilsonville, Tualatin, Sherwood, Tualatin Valley Water District have worked on the Willamette River is still active and will be moving forward. Mr. Wegner stated also a recommendation is necessary to tie into an Intergovernmental Agreement that the City of Tigard would be a member of the Consortium of Water Providers. Based IWB Meeting Minutes - November 13 , 1996 Page 2 on the formula for fees, the City of Tigard share would be- $5, 000 per year. This will allow the City a vote on a policy making board by representative of the City of Tigard and also gives a Technical Committee Member a vote on technical issues . Bill Scheiderich was on a legal committee that worked with the twenty-seven providers working through the Consortium Agreement to ensure that it is beneficial to all the participants . Commissioner Scheiderich stated that this Agreement is as neutral as possible and that Metro is involved with this process . Mr. Scheiderich continued by saying that the Agreement is little more than a continuation of the twenty-seven party agreement to complete the study. Commissioner Froude stated that there is a group of people that are asking Portland to delay the decision to join this group (Friends of Bull Run) . Ms . Froude questioned what effect this will have? Mr. Wegner stated that the IGA calls for only fifteen members and does not have to include Portland. Mr. Wegner stated that Commissioner Lindberg has supposedly stated that Portland did have enough investment in this . Mr. Wegner stated the only other agency that is up in the air at this time is Sandy. A motion was made by Commissioner Hunt to authorize the City of Tigard to join the Intergovernmental Agreement which was seconded by Commissioner Budihas. A unanimous vote followed. 7 . Capital Project Update - Mike Miller Mr. Miller stated that included in the Board' s packet was a memo updating the capital projects during the last calendar year. The focus has been placed on the major capital improvements projects that the State, City and County have been involved in which does not reflect the current work being done on installation of services. Mr. Miller stated that two of the projects on Hall Blvd (99W to McDonald) have had contractor do some of the work due to lack of crew. There is one correction on the 130th Avenue extension from Scholls Ferry is 825 feet instead of 300 feet . Commissioner Budihas questioned the Beef Bend/King Arthur project . Mr. Miller stated that he meet with the County to discuss horizontal and vertical alignment of Beef Bend Road. Due to the cuts on that road and age of the pipe looked at the necessity of replacing the pipeline. We are currently working on designing a facility to replace the line. On October 31 which was the last meeting with the County, due to Measure 47 there could be some postponements to the MSTIP 3 projects (one of which is the Beef Bend project) . Commissioner Scheiderich questioned whether there is any revision being done or planned for the CIP for Water given the new fire code requirements for single family over 3 , 600 square feet? Mike Miller stated that there has not been a problem IWB Meeting Minutes - November 13 , 1996 Page 3 with fire flow capacities . Commissioner Froude questioned the portion of the memo which discussed the eventual extension of a 24 inch water main from SW King Arthur to Pacific Highway and Gaarde Street and whether this would necessitate the need the tear up Beef Bend Road? Mike Miller stated that this would be a possibility. Mr. Miller continued by saying that this was the first summer that we have had actual SCADA telemetry from that reservoir site off Beef Bend Road. The concern is that the demands are great enough that the need to keep water in that reservoir is critical . Something needs to be done in that area to bring more water to that facility. One of the best ways to do this would bring water down 112th off Gaarde on old frontage roads and down Beef Bend Road, of course, this is in the preliminary stages. Commissioner Tydeman questioned whether the funds for this project would be allocated from MSTIP #3? Mr. Miller stated this would be the new section only (120th to 131st) these funds would cover the road only, since the water services would come from Water funds . Mr. Wegner stated that this project would be done in conjunction with the road work. Mr. Wegner continued by saying that this memo was written prior to the passage of Measure 47 and this may place this project on hold. Commissioner Froude stated that in the memo she gave to Mr. Wegner tonight (from Washington County) , page 2 stated that 500 of the MSTIP III funds could be lost . Commissioner Budihas questioned whether there would be enough water for the proposed school? Mr. Scheiderich questioned whether public buildings are charged System Development Charges? Mr. Miller stated they are. 8. Director' s Report Mr. Wegner began by updating the Board on the Menlor Reservoir site. Firstly, a Special Use Permit was granted with some special conditions . Mr. Monahan stated that a great deal of credit need to be given to Mr. Wegner and Mr. Uber in working through the hoops of Washington County Land Use process without any outside help. The success of this process was due in part to the fact that we had a public hearing and have attempted to keep the citizens informed. One of the conditions of the permit was to obtain an easement through tax lot 600 . This resident has been ill, and we are now beginning negotiations with her to buy a easement or a portion of the property to access the site. We are currently in the final design stage (6 month process) . At the next meeting we will hopefully have some additional design information. This week the geo-tech engineers are on site doing some drilling (soil composition) . The tree survey and wildlife survey are completed. Based upon the wildlife survey there is a bird housed on the site and one of the conditions is that we will IWB Meeting Minutes - November 13 , 1996 Page 4 not be able to cut during a certain period of the year (during nesting) . The project is still on target for June of 1998 . Commissioner Scheiderich questioned who the design engineer was? Mr. Wegner stated that a motion was passed in a previous meeting to appoint Murray, Smith and Associates for the design and we will be calling for bids for construction. Water Supply - Mr. Wegner stated we continue to work on three or four different areas. 1. Currently have a draft of an agreement from the City of Lake Oswego to purchase surplus water. 2 . Working with Tualatin Valley and Portland to expand our contract with Tualatin Valley (originally signed contract to take 6mgd, currently taking 2mgd) . May be financially beneficial to work directly with Portland to save on construction costs. 3 . Involved with two sub-regional work groups. One is to bring water from Portland through Tualatin Valley down Tigard through Tualatin to Sherwood. In conjunction there is another group looking at the Willamette River for 10-12 years in the future. One of Tigard' s main concerns has been do we build on the Willamette right away to secure water? At this time we are looking at an interim plan where we buy water from Portland, Lake Oswego or Tualatin Valley and buy 3-4 years of planning time and 3-4 years of construction time. We are currently in negotiations with the State of Oregon on water rights. We have joined with Tualatin Valley, Wilsonville, Tigard, Canby, Newberg and Lake Oswego on water rights . We have requested a 120 day extension to allow the State the opportunity to work with us and us a chance to work with the Clean Water and the other groups . This has been put off until the end of January at our request. Commissioner Hunt questioned whether the water rights would be granted to individual cities or would they be granted to the consortium? The rights will not go to the consortium. Some of the rights were set aside a few years ago (total rights for water) , set aside for drinking water. The City of Tigard has applied for 40 mgd, Wilsonville 25mgd, Tualatin Valley has 120 mgd. Water rights will be determined by the State and will be granted in the City of Tigard' s name. Some of the issues that will affect this decision will be the prison issue. The State will probably help the consortium push the water rights due to the prison. Commissioner Scheiderich questioned whether the Army Corp is contesting the water rights applications? Mr. Wegner stated the Army Corp is not contesting at this time. A year ago the Army Corp agreed to work with the cities to obtain an agreement that would beneficial to both groups . IWB Meeting Minutes - November 13 , 1996 Page 5 Commissioner Scheiderich questioned what group is studying the contaminant that is causing deformities in the fish in that area? Mr. Wegner stated that the water right is granted that water can be taken from the river and then it is up to people that the rights are granted to, to complete the study. Mr. Wegner stated that studies were done two years ago by Montgomery Watson. 9 . Non Agenda Items Mr. Wegner provided the Board with two articles as follows: 1 . Copy of Black & Veatch, Water/Wastewater Rate Study. 2 . Memo from Mike Miller dealing with fall water color. Mr. Wegner stated we had a few calls regarding water color, due to tinting of the water.. Commissioner Froude noted that John Budihas and Bob Tydeman are leaving and this will be their last meeting. Ms . Froude made a motion to thank them for their time and service. This motion was seconded by Commissioner Scheiderich. Mr. Wegner stated that in accordance with the IGA, the City of Durham and King City will need to appoint a new representative and alternate by the second meeting of the new year. The next meeting will be January S, 1997. 10. Adjournment The meeting was adjourned at 6 :25 p.m. kathy\iwb 11-13.min IWB Meeting Minutes - November 13 , 1996 Page 6 From: "Loreen Mills" <FINANCE/LOREEN> To: Ed, KathyK .. Date sent: Mon, 30 Dec 1996 22:59:06 +0000 Subject: IWB Packet Info I am sending a copy of the signed 1 page memo for the IWB packet for the 1/8/97 meeting. Kathy, if you or Ed need to change the document, " I've filed a copy of it in is\citywide\adawater.doc See you later. . .if you have questions about this, feel free to call me (just no too early though - after two weeks of vacation, I find that I sleep till 8 or 9 now) . Have a good New Years! '+�rw MEMORANDUM CITY OF TIGARD TO: Intergovernmental Water Board FROM: Loreen Mills, Risk Manager/ADA Coordin or DATE: December 30, 1996 SUBJECT: Compliance Review of Water Facilities Request for IWB direction: Would the Board authorize staff to hire an ADA Consultant to evaluate all Water buildings, facilities, services, programs, policies, and procedures for compliance with the Federal American's with Disabilities Act (ADA) of 1990? The City of Tigard developed a written plan to comply with the Federal American's with Disabilities Act (ADA) of 1990. To come into compliance with the ADA requirements, Tigard conducted an evaluation of its services, programs, policies, and procedures as well as brought existing facilities and buildings up to ADA access standards. rreviewing and updating this plan for the City, I find that a written plan has not been done for any of the water buildings or facilities to date. Also missing is a formal evaluation of water services, programs, policies and procedures. A written plan documenting evaluation results and facility compliance with the ADA regulations was required to be accomplished at the time of the merger of the Tigard Water District and the City of Tigard. Since this type of review is very time consuming as well as technically exacting for building/facility review, I would recommend using an ADA Consultant to assist my office and the City's Public Works Department in completing an evaluation and the written plan. Following is what would be expected of the consultant: Evaluate all water services, programs. olp icies, and procedures :-* Document evaluation process, results, and recommended changes to achieve compliance. => Present report to IWB no later than 12/10/97. Evaluate all existing water facilities and buildings => Document evaluation process, results, and recommended changes to achieve compliance. => Review City-developed transition plan (a plan detailing the changes by: location or item; responsible party; the fiscal year scheduled; and estimated cost). Present report to IWB no later than 12/10/97. -*,,,,ne IWB authorizes staff to get quotes for the work, I would come back to you no later than your March meeting with a more accurate cost estimate and a request for authorization to begin work. Im/h/adawater.doc