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11/19/2002-Packet BILL MONAHAN -- -- -- - - - -- -- Intergovernmental Water Board Meeting Serving Tigard, King City, Durham and Unincorporated Area Tuesday, November 19, 2002 5:30 p.m. 1. Call to Order/Roll Call and Introductions 1V;ntion tc sail v-eetiny to older, staff to take roll call. 2. Approval of Minutes—August 14, 2002 and October 15, 2002 Motion from Board for minute approval. 3. Assistant PWDirector's Utility Report—Dennis Koellermeier(15 minutes) a. Rate Study b. CIP Update 4. Informational Items Items will be discussed briefly if time allows—otherwise printed info will be distributed. 5. Public Comments Call for any comments from public. 6. Non Agenda Items Call for non-agenda items from Board. Next meeting date Jan. 21, 2003,at Water Auditorium. 7. Adjournment—Approximate time 6.30 p.m. Motion for adjournment. Move to Town Hall for joint workshop meeting with Tigard City Council. 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), (n&(h)to discuss labor relations,real property transactions,current and pending litigation issues and to consider records that are exempt by law from public inspection. All discussions within this session are confidential; therefore 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. Intergovernmental Water Board Meeting Minutes October 15, 2002 Members Present: Patrick Carroll, Norm Penner, Brian Moore, Jan Drangsholt and Bill Scheiderich Staff Present: Ed Wegner, Kathy Kaatz and Richard Sattler V.ssitors: Roel Lundquist; Paul Owen 1. Call to Order, Roll Call and Introductions Commissioner Patrick Carroll called the meeting to order at 5:30 p.m. Commissioner Bill Scheiderich arrived late at 5:40 p.m. 2. Approval of Minutes—August 14, 2002 Patrick Carroll requested that the minutes from the August 14, 2002, meeting, which were distributed in the September packet, be distributed again for review and that consideration for approval be addressed at the Intergovernmental Water Board meeting in November. 3. Credit for Water Leak, Section 12.10.070— Rich Sattler Rich Sattler indicated that this item was an "housekeeping" issue that was overlooked when the Tigard Municipal Code was revised. The IWB is to set the amount that is used for the credit relief form used by customers who have experienced a leak and request a credit. Historically staff has set the amount in-house based on the highest rate that Tigard pays for water. This year the amount is $.927 per ccf. Commissioner Jan Drangsholt moved that the Intergovernmental Water Board establish the rate of$.927 per ccf for the fiscal year 2002-03. Commissioner Norm Penner seconded the motion. The vote was unanimous to accept the motion. Ed Wegner indicated this motion would set up policy to be in compliance with the code. 4. Request for Credit— Scholls Car Wash — Rich Sattler Mr. Wegner requested that this item be postponed for another month so that staff could investigate the situation more fully. He and Rich Sattler have been reviewing the circumstances with the water user to find answers to the problem. Intergovernmental Water Board 1 October 15,2002 DRAFr COPY 5. PW Director's Utility Report— Ed Wegner Schedule Revisions - Mr. Wegner reviewed the memorandum that Dennis Koellermeier sent to IWB members about the changes in meetings scheduled for the next few months. The IWB will be meeting in combined sessions with the Tigard City Council on the 3rd Tuesday of each month through February and possibly March. The IWB will briefly meet prior to that joint meeting at 5:30 p.m. in the Water Auditorium and adjourn by 6:15 p.m. to go to the Council meeting, which begins at 6:30 p.m. There were no objections from members of the board to the suggested schedule changes. Beaverton Intertie - Beaverton Intertie—The work has been completed on the Intertie and Tigard has taken approximately 2 mgd from the Joint Water Commission connection. i'ne total costs are still being tabulated, but it appears tv be na v the budget estima"ie. ASR—Water has been withdrawn from the aquifer since July 9 and 90 mg of water or about 90% of the water placed in the aquifer has been removed to date. The withdrawals will be discontinued next Monday, October 21. Monitoring will continue on the well levels throughout that area and the final report from Montgomery Watson Harza is due in mid-November. There were no complaints from the water users during this test period. Samples of the water were used in a taste test that Clackamas River Water District was conducting and the results were very favorable. All in all the project has been successful. After receiving the report, the next step will be to decide how to continue with the project. Commissioner Carroll asked if a silt monitor was installed and Rich Sattler indicated that it would be done prior to the next injection of water. Mr. Sattler also explained that there was some fluctuation when putting the water in the ground as well as when taking it out, however neither process has affected other's wells. He stated that it has been estimated that the capacity of the aquifer is 4 billion gallons or about 1.5 year's worth of water. Mr. Wegner said that the consultants will advise as to whether another well should be drilled in the same general location or if another location should be looked at for a second well. The two consultants that are reporting on the ASR project are Groundwater Solutions and Montgomery Watson Harza, however a third opinion may also be sought. Commissioner Carroll asked what the pumping capacity was for injecting water into the aquifer. Mr. Sattler said that there is the ability to inject 1000 gpm, however only about 700 gpm would be injected. The theory behind using the slower injection rate decreases the probability of pushing particles further into the system. Mr. Wegner stated that the consultants have also recommended that routine back flushing be performed on the filtering system, which would ensure a higher level of efficiency. The ASR has permitted Tigard to double the water capacity and allowed for .5 mgd that did not have to be purchaseu. Intergovernmental Water Board 2 October 15,2002 DRAFT COPY Commissioner Scheiderich asked if Tigard was working on any joint ASR projects with Beaverton and Mr. Wegner said that it was too soon for that, but possibly would look into that for Wells 3 and 4. Portland charges Tigard $.01 per hcf for the water injected into storage, then Tigard pays them $.45 hcf to withdraw the water. Conservation —A rebate program was initiated this year for conservation materials. There were 22 people who participated in the program for a total refund of$626.78. The conservation calendar contest was successful with the schools and 2003 calendar] have been distributed at schools again. Calendars are also available to anyone who warts a calendar. 6. Informational Items Informational items were distributed and briefly reviewed. 7. Public Comments— None 8. Non-Agenda Items Commissioner Scheiderich asked for an update on the excess property at the Menlor Reservoir(Clute Property). Mr. Wegner reported that the sale of the property was executed at$290,000 and was purchased by one of the neighbors to that property. He intended to build onto his residence and was going to talk with some of the other neighbors about selling off part of the property to them if they wanted to make a park area. Mr. Wegner said that the City Council and school board met last week about the Rider school property. The school board anticipates having the school open in September 2004. Changes to Tigard's CIP will be needed to get the reservoir project underway. Tigard will not have all the money to finance the project and will need to get water service area bonds for a few million dollars. The reservoir will store 3.5 mg of water. The preliminary design is not available yet, but the conceptual drawing is. The next 18 months will involve the reservoir construction project, which is anticipated to be completed in Spring 2004. The school board will begin their construction project with the replacement schools on their properties (C.F. Tigard, Metzger and Tualatin Elementary schools) before beginning Rider School. 9. Adjournment The meeting adjourned at 6:00 p.m. and the next Intergovernmental Water Board meeting is scheduled for Tuesday, November 19, 2002. Intergovernmental Water Board 3 October 15,2002 DRAFT COPY Intergovernmental Water Board Meeting Minutes August 14, 2002 1 Members Present: Bud Wilkinson, Patrick Carroll, Bill Scheiderich, Norm Penner, and Joyce Patton Staff Present: Ed Wegner, Dennis Koellermeier, Tom Imdieke, Kathy Kaatz, and Richard Sattler Visitors: noel Lundquist, Paui Owen, Mrs. V�u�llvnsc►�,, and Br's an Moore 1. Call to Order, Roll Call and Introductions The meeting was called to order at 5:30 p.m. Patrick Carroll arrived late at 5:45 p.m. 2. Approval of Minutes—July 10, 2002 Commissioner Joyce Patton requested editorial changes to the statements she made regarding the Proposed Bull Run Drinking Water Agency in clarification of what was intended. The changes begin in page 2 starting with the first full paragraph and are as follows: "Commissioner Joyce Patton continued by stating that there has been an underlying concern to slow down the process, to be deliberative and not jump to conclusions. The governance discussion would help create the process slow down. The PSC meeting had lengthy discussions regarding the governance issue. For example,the representative from the Tualatin Valley Water District had differing personal opinions from some other TVWD Board members. Following a recess for TVWD to caucus, one motion was proposed and failed, and a second motion was unanimously adopted to move forward with an ORS-190 agreement as the focus of governance. "Commissioner Saltzman has been placed in charge of the Portland Water Bureau instead of Commissioner Sten and he attended the PSC meeting for the first time. He remained neutral through most of the discussions, however did vote in favor of continuing. The members are ready to move forward. "Mr. Wegner added that Commissioner Saltzman was given this new appointment without the benefit of orientation from Commissioner Sten and was somewhat uncomfortable because of that. However, Commissioner Sten has since spent a lot of time bringing Commissioner Saltzman up-to-date on the issues. Commissioner Saltzman has indicated he is comfortable in proceeding with the timeline and is in favor of transferring all of the Water Bureau, including the distribution functions. All indications show that momentum will not slow down during the transition time." Intergovernmental Water Board 1 August 14,2002 DRAFT COPY Commissioner Patton motioned to approve the minutes as changed for clarification and Commissioner Norm Penner seconded the motion. The vote to accept minutes with the changes presented was unanimous, with Bud Wilkinson abstaining. Ed Wegner announced that Councilor Joyce Patton was moving to Beaverton and would no longer be representing the City of Tigard at the IWB and regional water meetings. He introduced Brian Moore as the new Tigard City Council liaison for water issues and he would be the IWB representative. Commissioner Patton added that it was appropriate for Brian Moore to serve as liaison as he has been on the Council for many years and is familiar with Tigard's `water woes'. 3. Document Review— Tom lmdieke/Dennis Koellermeier Tom Imdieke introduced himself as Financial Operations Manager for the City of Tigard and was there to explain the significant changes/revisions and updates to the Tigard Municipal Code. • Section 12.03.030 (e)—The existing practice is that if a customer does not pay a bill by 10:00 a.m. on "shut-off day", the water will be shut off. Presently there is someone on staff until 7:00 p.m. to answer the telephone if someone wants their water turned back on after normal business hours and pays the additional $100.00 charge. If they pay after 10:00 a.m. the charge is$50.00. There are 17,000 customers that generate 102,000 bills annually and of those, only 16 times have customers called after hours to request their water service be turned back on. It is being recommended that the practice be discontinued. The City has maintained the operating costs of staff time after hours and Public Works staff is called in to tum on the water service after hours at a time and a half rate. The majority of other jurisdictions surrounding us have also discontinued the practice. • Section 12.03.030 (f)—Meter Disconnection Charge—If a customer physically disconnects their meter, there will be utility charges, water disconnection charges and meter disconnection charges. This change is to clarify understanding within the code. • Section 12.03.050 (q)—If repairs or replaces gents are required, the property owner will be charged and not the initial purchaser. • Section 12.03.060—Routine adjustments to accounts will be reported to the IWB each month upon their request. Other changes to this section deal with raising the authorization levels for administrative adjustments (miscalculations, reading errors,) from $50.00 to $250.00 for the Finance Director, from$250.00 to$500.00 for the City Manager, and anything above $500.00 would go before the IWB for review and consideration. • Other changes to clean up the wording by changing USA to Clean Water Services and City Administrator to City Manager. These changes are on the City Council's agenda for August 27d'. Mr. Wegner added that the Council would adopt these code changes based on the IWB's recommendations and the changes would go into effect in all affected communities (King City, Durham). Mr. Imdieke continued with the Resolution amendment of fees and charges. Intergovernmental Water Board 2 August 14,2002 DRAFT COPY • Resolution 02-06—Exhibit A—Fire Hydrant Usage— Temporary- Rates have not been formalized and this will include them in the fees and charges. The rate for fire hydrant usage will be changed from the commercial rate to the higher irrigation rate, which will more appropriately cover current costs. Meter Disconnection—Will now include a 10% administrative cost. Meter Out-of-Order Test—This establishes the rate for the first time and will include calibration, actual labor and material costs, and 10% administrative costs. Water Main Extension—Designed and installed by others—This formalizes the rate that has always been used at that level. Dennis Koellermeier presented items that affect Public Works more than the financial side of things. New language is used to align the code to current practices and also has suggested deletions of things that are no longer done. • Section 12.10.030— The meter size language was outdated and the-plumbing division now determines the size on a fixture count basis. This change aligns the code into consistency with the plumbing code for the State of Oregon. This section also adds the provision allowing the installation of water services by the developer as part of the subdivision improvements. • Section 12.10.040—Language changes and the creation of a new section to better address master metering. • Section 12.10.045—Master Metering-Typical applications are for condominiums on private streets dealing with homeowner associations as the responsible party. The new section allows for better flexibility keeping the costs down for Public Works and the developer. • Section 12.10.060—Service Pipe Standards and Maintenance—Changes to language dealing with plumbing codes. • Section 12.10.080—Jurisdiction—Clarification of Public Works operating facilities. • Section 12.10.140—Temporary Discontinuance of Service—Language clarifications dealing with fee changes. • Section 12.10.160—Service Connection Maintenance—Added language clarifying the right to access of meters by City staff, the City's liability and recovery of charges related to clearing the area. • Section 12.10.220—Fire Hydrants—This section was deleted as these practices are no longer performed. • Section 12.10.240—Illegal Use of Fire Hydrant or Meter—Cleaned up the language and linked it into the civil infraction process. Commissioner Bill Scheiderich requested clarification about the master meters. Mr. Koellermeier explained that the concept of a master meter would be to add up all the small users and size the meter accordingly. The homeowner's association could sub-meter to deal with their equity of the meter. Different cases have varying scenarios but this section assures that a responsible party covers costs. Intergovernmental Water Board 3 August 14,2002 DRAFT COPY Commissioner Scheiderich asked what type of emergency situation availability the City had set up. Mr. Koellermeier explained that the City has trained Public Works staff available 24-hours a day to deal with shut-off problems or any other emergency situation. Ed Wegner requested a motion to approve the Resolution and two changes to the Tigard Municipal Code. Commissioner Patton motioned to approve the changes to the Municipal Code 12.10, Resolution 02-06, and Ordinance 12.03, and Commissioner Norm Penner seconded the motion. The vote to accept the motion was unanimous. Dennis Koellermeier added that procedurally as follow up, changes to the Rules, Rates, and Re3ulatiors woitd h;z hrulght back, mirroring the language for the effected Tigard residents and represented water area. 4. Proposed Bull Run Drinking Water Agency— Ed Wegner/Joyce Patton Ed Wegner reported that they received the Principles of Agreement at the last meeting (that information was forwarded to IWB members) and was being reviewed by all agencies. Any comments should be directed to Commissioner Joyce Patton. Dennis Koellenneier and Commissioners Patton and Moore will be attending a public hearing next week on Thursday to receive input. By taking another month for review and deliberation of the Principles of Agreement, the final report would not be adopted by the Policy Steering Committee (PSC) until September, which will push back that report to the IWB into October. Also during the last month, three public meetings were held in the cities of Gresham, Tigard and Portland. Tigard's meeting received the most participation, but that was primarily by staff and elected officials and about six interested members of the public. There were very few questions asked at the meetings and to date, no comment cards have been received from the open houses. Next week's Thursday meeting will be taped by Multnomah County Cable TV who will be doing a feature story and they will hopefully make that available to Clackamas County and Tuala ii, Valley Cable TV channels. Members of the PSC and Technical Advisory Committee (TAC) attended the Water Spot (Citizens for Safe Water) live television broadcast several weeks ago. Those who attended thought it was a good experience. Two of the technical memos have been approved by the TAC and are to be forwarded to the PSC for consideration. The meetings have had a few heated discussions about money, asset values, directions in voting, and what is to be included/excluded. The TAC report will probably say that there are still unanswered questions, but it will also provide the 13 participating agencies with good information to base decisions on for future consideration of participation in the Proposed Bull Run Water Agency. More money will be involved if it is decided to continue, appraisals of the assets may be required, and an outside consultant may be brought in to analyze the pros and cons. Commissioner Patton reported that Commissioner Saltzman and Eddie Campbell were speaking with all the PSC members on an indi\rdual basis. She made it clear to them about concerns regarding the financial issues, the change in Portland's Commission Intergovernmental Water Board 4 August 14,2002 DRAFIrCOPY representatives in mid-stream, and the need for getting the numbers out very soon. She said some jurisdictions will make speedy decisions after receiving the report. Mr. Wegner added that Portland provided some preliminary numbers on Monday, but those numbers have not been analyzed yet. Attempts are being made to set up a meeting to discuss the wholesale contract with the City of Portland on September 18"'. It is anticipated that some agencies will make decisions quickly and decide to stick with the wholesale contract and not participate in the new agency as a partner. It will be very costly to participate, but the value may be worth the money. The overall value needs to be measured carefully and Tigard will have to look at all the options. Commissioner Patrick Carroll said the wholesale contract should be available to compare as ar option. Mr. Wegner said the decision would be difficult because the comparison will be between apples and oranges. There will be political and financial aspects to compare as well as consideration as to where Tigard wants to be in the future with the water issue. The decision will have to be made on the information available and will be a gamble no matter what direction is chosen. Commissioner Patton stated that the regional process has been good in that it has held Portland accountable for providing information they have never been willing to discuss until now, it has allowed the development of relationships with surrounding jurisdictions and has strengthened and united the groups on the west side. Tigard will not be the first to make their decision and will be able to observe the reactions to other's decisions. It may b e beneficial to continue our participation in the regional negotiationG or combine with our surrounding jurisdictions in order to formulate a unified strategy on how to proceed. This process has shown that there is strength in numbers. The purpose of the regional process has been to determine whether it is feasible to create the new agency. Portland cannot afford to have a lot of negative public relations at this point. A lot of the issues being brought to the table are from Portland citizens about Portland issues that will have to be dealt With no matter which direction the regional agency takes. The report will address issues that the City of Portland will have to respond to such as the charter changes and legality of governance. On Monday Commissioner Saltzman stated that Portland holds all the water rights and they will probably keep their name on the water rights because of the congressional authority they were given with those rights. However, he indicated they will proposed to assign, pledge, or give full rights and privileges to that water to the new agency at no charge, with the understanding that the water rights charges will be recuperated from the O&M costs and other costs associated with the assets of the system. Mr. Wegner said he thought there would be a rather large contingency of Portland citizens that will not want to give up their water system. It has been questioned as to what Portland will do with the money they receive from the participating entities and Portland has indicated they will put it into their distribution system. Portland has stated they need $400 million worth of improvements to their distribution system and they appear to be willing to sell part of their assets to pay for fixing the distribution system. Intergovernmental Water Board 5 August 14,2002 DRAFT COPY Mr. Wegner reported briefly on the Tualatin River Basin Study and said that next month he would be reporting in detail about it. He said that it would cost more money to proceed in that direction. The progress reports are slow, but cohesive in that there are not the political issues with the agencies involved and all the member agencies are working together to accomplish a positive outcome. Due to federal issues dealing with security, the Bureau of Reclamation (BOR) has had funding cutbacks and the support and commitment that was hoped for from them has been slow in coming. It would cost Tigard an additional $80,000 to continue, but that would be worth it if the damn is built. Mr. Wegner will discuss the additional funding proposal at the September IWB meeting. Technical reports will also soon be ready for presentation. He reiterated that the progress has been slow, but deliberate and cooperative in its coordination. A. Assimtant PW Director's Utility Report— Dennis Koellermeier ASR—Water has been pumped from the well since July 5"'without any problems. The well has been producing 700 gpm and even though we know it can produce more than that, for good data-stream throughout the completion of the pilot program, we have been asked to stay at that level. The summary report of the ASR project will be ready in October or November and at that time a decision will need to be made as to how to proceed. Beaverton Intertie—The piping work is completed and we are now in the testing phase. Switches will be flipped in about 30 days. Mr. Koellermeier said he would be presenting a revised CIP schedule next month reflecting the necessary changes to accommodate the school district reservoir project. The (RFP) Request for Proposal will go into process within the next few weeks. Rich Sattler reported on the Summer Operation Plan. With the higher temperatures, demand has also been up and that has stressed the system and required optimizing of the system. There have been a few days that we have reached 12.5 mgd, which causes us to be more vulnerable. We have been utilizing the system more with storage that we have. The current water supplies come tram the i;ity or Portland, Tualatin 'Valley Water District, and Beaverton and today we started using the City of Tualatin connection. The ASR water has been very productive and so has Well#2. The conservation message still continues to promote the even/odd watering of one-inch per week as well as the rebate program. The projected weather trend will allow us to get the upper hand again. 6. Informational Items Informational items were distributed for review by the Board Members. Mr. Wegner encouraged Board Members to read the Regional Water Supply Plan newsletter update, complete the conservation survey and mail it in. 7. Public Comments— None 8. Non Agenda Items - None Intergovernmental Water Board 6 August 14,2002 DRAFT COPY 9. Adjournment The next IWB meeting is scheduled for September 11"'and Mr. Wegner explained that there are several memorial functions planned throughout the area that evening as well. It was discussed and recommended that the IWB would still meet that evening but plan to adjourn no later than 6:45 p.m. Commissioner Patrick Carroll motioned to adjourn the meeting and Commissioner Joyce Patton seconded the motion. The vote was unanimously carried and the meeting was adjourned. . ,s..a Intergovernmental Water Board 7 August 14,2002 DRAFT COPY