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06/28/1999 - Packet TIGARD WATER DISTRICT BOARD of COMMISSIONERS MEETING Serving the Unincorporated Area AGENDA Monday, June 28, 1999 7:00 p.m. 1. Call to Order 2. Roll Call and Introductions 3. Approval of Minutes a. May 24, 1999 • 4. Intergovernmental Water Board Update 5. Utility Manager's Report 6. Non-Agenda Items 7. Adjournment Executive Session: The Tigard Water District Board may go into Executive Session under the provisions of ORS 192.660 (1) (d), (e), & (h) to discuss labor relations, real property transactions, and current and pending litigation issues. All discussions within this session are confidential; therefore nothing from this meeting may be 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. pw\twd\6-28.agn Tigard Water District Budget Meeting 1999/00 Fiscal Year • May 24, 1999 Members Present: Beverly Froude,David Strauss, Gretchen Buehner, Norman Penner Staff Present: Mike Miller Visitors Present: George Rhine The Tigard Water District budget meeting for fiscal year 1999/00 was called to order at 6:08 p.m. Commissioner Strauss discussed the following highlights: budget very similar to previous years budget with the exception which are addressed in the letter included attorney fees raised by$2,000 due to a higher level of activity surrounding the water supply situation. He continued by stating that the proposed budget also provides $300 for Board minutes which will hopefully enable the Board to receive minutes on a regular basis. The City staff support of$1,500 is a decrease from the previous budget due to past history. Other than that it auss is similar to the budget approved last year. tra-tc yEAfjc Commissioner Strauss stated that the Budget Committee is made up of members (10) from the Tigard Water District Board members and five additional citizens. Commissioner Buehner questioned the outstanding issue of insurance? Mike Miller stated that he had spoke with Loreen Mills, Risk Manager for the City of Tigard and she said that the fee won't change and she will attend the meeting in June. Commissioner Buehner questioned once again that there is enough budgeted to cover this issue. There was a!grief discussion regarding the decrease budget costs for staff support? Commissioner Strauss stated that the decrease was directly related to the amount of dollars used the previous budget year. Commissioner Buehner stated that in the event that legal fees go up substantially with the issue of water supply source,can funds in contingency cover these costs? Mike Miller stated that we can use up to $1,274 which is 10% of the total budget out of contingency without further approval by the Budget Committee or you have the flexibility of charging that figure at this time. Commissioner Penner stated that this he felt this line item should be increased due to the need for increased legal advice. He continued by questioning if everyone was aware that there is an agreement between the four of the governmental Tigard Water District .lune i4. ,90') Page 1 entities that make up the Tigard water system and that three of these entities have voted or decided to go to the Willamette as a long term water source. He stated that Tigard is faced with a possible citizen vote and could feasibly, if the citizens vote against the Willamette, could cause some serious questions about the contractual obligations that the City of Tigard and the other entities face and how it will be solved. Commissioner Penner stated he would like to make a motion but requested the assistance of the other members in determining how much to increase this line item. Commissioner Buehner stated that she thinks this should be increased to at least$5,000. Commissioner Penner made a motion to change the line item for attorney fees from $4,000 to$6,000. Motion was seconded by Commissioner Buehner. After a brief discussion by the members it was decided that Commissioner Penner would amend his motion to include the addition of$400 to the contingency fund, which will change that line item from $1,274 to$1,674. Commissioner Strauss stated that this would be subtracted from the ending balance and change the total from $44,000 to$31,086. The motion was voted upon unanimously. Commissioner Buehner asked Mr. Miller to clarify the amount of revenue generated (1%), location on budget outline and what if funds are not used are they carried over into a special fund? Mr. Miller stated that is displayed on the top portion of the budget outline and the unused portion of funds is carried over as an ending balance. Mr. Miller stated there was a suggestion to look at public relations funding which is actually proposed at$4,000. The members questioned the cost of the mailer that was sent out during this fiscal year. Mr. Miller stated the costs to be $800 for mailing, printing and other costs about$1,200. This was a mailing that was handled in house with no design costs. Mr. Wegner,Public Works Director for City of Tigard stated that during the next year, it is planned to do 2 or 3 public relations mailings for the Tigard water service area. A motion was made to raise the proposed budget amount for public relation costs from $4,000 to$6,000 and add$200 to the contingency fund. This would reduce the ending balance$2,200. The motion was seconded and voted upon unanimously. Commissioner Buehner stated that since the District is taking in some new property into the District (Section 47) a portion which included a portion already in the District and a portion that is not already in the District, will this require a new line item or does it need to be addressed in the budget? Mr. Wegner stated that this would not require any budget consideration since this area will be out of the urban water fund. A motion was made and seconded to accepted the proposed budget as amended. The motion passed unanimously. Tigard Water District kine 14_ ;LP) Page 2 Commissioner Strauss asked what could be done with the ending fund balance of approximately$28,000? Mr. Wegner stated that the water funds can only be used for water related items. When the City of Tigard took over the operation and maintenance of the water system, this question was raised and it was determined that these funds would have to be turned over to a water system for improvements or such. The Tigard Water District Budget Committee meeting was adjourned at 6:30 p.m. Tigard Water District lune 14. 1)9) Page 3 Tigard Water District May 24 1999 Members Present: Beverly Froude, David Strauss, Gretchen Buehner, Norman Penner Staff Present: Mike Miller Visitors Present: George Rhine 1. Call to Order The regular meeting of the Tigard Water District Board was called to order at 7:02 p.m. Commissioner Penner noted that there was a quorum with the absence of John Haunsperger and Gretchen Buehner. 2. Roll Call and Introductions Commissioner Penner noted that George Rhine,newly elected member was present and will be joining the Board as of July 1, 1999. 3. Approval of Minutes It was noted that the only minutes available for approval were the April 26, 1999. The minutes were reviewed and changes were made to the minutes to correct ??? It was noted by Commissioner Buehner that the Open Meeting Law regarding minutes being provided in a timely manner. A motion was made by Gretchen Buehner to approve the minutes as amended and seconded by Beverly Froude and voted upon- :• : },= p'/4-SSE 2 ;.': ON& A-p, aur e n ce,) 4. Intergovernmental Water Board Update -Beverly Froude Commissioner Froude stated she did not have a report since there was not an IWB meeting since the last meeting. 5. Utility Manager Report Mike Miller stated that he included in the packet a page of Water Week, May 7. He continued by saying that the Menlor Reservoir had been nominated for Excellence in Concrete Award. The Board decided that this nomination be made known to the water service customers via perhaps a billing note. Mr. Miller also briefly discussed a independent review of the Montgomery Watson, Willamette River monitoring program Tigard Water District Page 4 by Quality Associates from Maryland. The Board requested copies of this review be provided to them. He also stated that Wilsonville will be holding a public meeting to discuss long term water source options on June 7, 1999 with a Council vote on June 21, 1999. Mr. Wegner discussed the status of the Willamette project with the following tasks: • Proposal to Construct will be submitted to WWSA (Willamette Water Supply Agency) at their June 1 meeting. Each agency member will have 90 days to decide to participate • Proposed scope of services for the next four engineering items • Attorneys meeting to finish up legal documents to purchase land The Mayor of Tigard will be meeting with the water service partners within the next couple of weeks to discuss strategy on the ballot initiative. Mr. Wegner reiterated that the ballot measure states that before Tigard goes to the Willamette it has to go to a vote of the people. 6. Non-Agenda Items Commissioner Buehner wanted to address the issue of annexation of a new area (area west of 135th) into the District and what actions are required. Commissioner Strauss discussed a letter that was written by him and addressed to the Tigard Water District Board from Mr. Strauss regarding Budget Committee members. This letter stated Commissioner Strauss's strong objection to the methods used this year and insist that the Board follow the State Statues in the future. Commission Strauss presented Mr. Miller with a copy. Commissioner Buehner stated that this issue had been discussed at the previous Board meeting which unfortunately Commissioner Strauss was not in attendance at. Ms. Buehner continued by stating that they had decided to appoint individuals for one and two year terms. Commissioner Strauss stated that a few months back the Board was to receive a letter to be sent to the City of Tigard regarding compensation should there be a split service necessary due to a vote of the people. Commissioner Buehner stated she would like to discuss this issue in Executive Session. A motion was made by Commissioner Strauss and seconded by Commissioner Buehner to go into Executive Session @ 7:43 p.m. The regular meeting of the Tigard Water District was resumed at 8:05 p.m. 7. Adjournment The regular meeting of the Tigard Water District was adjourned at 8:10 p.m. Tigard Water District lune 14. ;WY,' Page 5 Tigard Water District Board of Commissioners Meeting Minutes of Special Meeting - June 15, 1999 - 5:30 p.m. Tigard City Hall, 13125 SW Hall Blvd., Tigard, Oregon At 5:33 p.m. Mayor Jim Nicoli of Tigard opened the meeting. Attending from the Tigdrd Water District Board of Commissioners were Norm Penner, Beverly Froude, and George Rhine, elected Board member who takes office on July 1, 1999. David Strauss arrived at approximately 6:47 p.m. Others in attendance: Members of the Intergovernmental Water Board, Jan Drangsholt, TWD Commissioner Beverly Froude, Paul Hunt (Tigard City Council member) and alternate Dean Gibbs of the City of Durham. Mr. Gibbs attended on behalf of member Patrick Carroll who arrived at approximately 6:47 p.m. Others in attendance were: King City Council members Bud Wilkinson and Al Deschenes, King City City Manager Jane Turner, Durham City Manager Roel Lundquist, City of Tigard Mayor Jim Nicoli, Tigard Public Works Director Ed Wegner, and Bill Monahan, Tigard City Manager. Bill Monahan confirmed the roll call for the Tigard Water District and IWB to conform with the public meeting law. Mayor Nicoli gave an overview of the background of the City charter amendment issue which relates to the water system. Mayor Nicoli suggested that the meeting was an opportunity for participants to discuss options. He noted that legal options have been raised, including the ability of the Intergovernmental Water Board to challenge the proposed charter amendment. Mayor Nicoli outlined several options which have been discussed by the Tigard City Council. The meeting concluded at 6:30 p.m. \\TI G333\USR\DEPTS\ADM\B ILL\061799-1.DOC 5/27/99 Tigard Water District Proposed Budget General Fund 1999/2000 Actual Actual Adopted Proposed Approved Adopted Resources 1996/97 1997/98 1998/99 1999/00 1999/00 1999/00 Revenues One Percent Water Sales 8,044 9,217 9,300 8,900 8,900 Interest Earnings 1,516 1,769 1,500 1,800 1,800 Recovered Expenditures Total Revenues 9,560 10,986 10,800 10,700 10,700 Beginning Balance 28,870 31,403 35,000 38,800 38,800 Total Resources 38,430 42,389 45,800 49,500 49,500 Expenditures Personnel Materials and Services Attorney 219 59 1,050 2,000 6,000 Financial Reveiw 30 10 30 10 10 Contract for Board Minutes 51 300 300 Election Costs 706 800 800 800 Meeting Notice 46 100 300 100 100 Public Relations 1,261 4,000 4,000 6,000 BoundraryCommission Dues 910 910 910 Metro 360 360 Special District Assoc Dues 100 100 100 120 120 Meeting/Staff Support 2,096 5,000 1,500 1,500 Special Districts Assoc conference 400 400 400 Travel/Food&Lodging 650 650 650 Insurance 1,659 2,458 2,000 2,000 2,000 Engineering Services 2,500 Misc 500 500 500 Total Materials and Services 7,027 3,687 18,240 12,740 18,740 Capital Outlay Total Expenditures 7,027 3,687 18,240 12,740 18,740 Contingency 1,824 1,274 1,874 Total Appropriations 7,027 3,687 20,064 14,014 20,614 Ending Fund Balance 31,403 38,702 25,736 35,486 28,886 J:\USERS\NANCYJ\EXCEL\CITY\BUDGET\OOtwdbgt.xls,G.F. 5/27/99 2:28 PM Tigard Water District Insurance Update As of 6/1/99 - by Loreen Mills Agent of Record: Drew Bolliger of Bolliger & Sons Inc. General coverage through: SDAO (Special Districts Association of Oregon) Current policy year: 01/01/99 - 12/31/99 1999 Premium Total $1,512 to SDAO & $487 to Western Surety = $1,999 TYPE OF COVERAGE COVERAGE PREMIUM I. PROPERTY ($250 deductible) Business Personal Property (13125 SW Hall Blvd) $ 5,000 $ 287 Construction Equipment - Rented/Leased $ 100,000 Extra Expense $ 25,000 QUESTION: IS ALL OF THIS COVERAGE NECESSARY? BOARD DOESN'T HAVE BUSINESS PERSONAL PROPERTY OTHER THAN MINUTES d INSURANCE POLICY THAT IS HOUSED BY CITY OF TIGARD. II. LIABILITY ($-0- deductible) General Liability (includes MO coverage) $ 500,000 $ 505 III. BUSINESS AUTO ($-0- deductible) Non-Owned & Hired Auto Liability only $ 500,000 $ 120 IV. UMBRELLA Excess Liability $2,000,000 $ 600 QUESTION: DOES THE UMBRFLLA COVERAGE MEET THE SUBLIMITS IN ALL OTHER COVERAGES EXCEPT FOR BONDS? V. BONDS (by Western Surety Company) Highway Permit Bond (08/22/98 - 08/22/01) $ 2,000 :$ ? ? ? Faithful Performance Bond (07/01/99 - 07/01/00) °? ? ?r? ? $ 487 pU4S7ION: ARE THESE BONDS NECESSARY? IS THE HIGHWAY BOND STILL IN PLACE? Lm/h:/docs/insurance/twd coverage questions.doc II MEMORANDUM CITY OF TIGARD TO: Kathy Kaatz FROM: Bill Monahan DATE: June 17, 1999 SUBJECT: Minutes of the IWB and Tigard Water District Meetings Attached are the minutes which I prepared for the joint meetings of the Tigard Water District and IWB and others. I hope these minutes are satisfactory. WAM\jh attachments \\TIG333\US R\DEPTS\ADM\BILL\061799-3.DOC • Intergovernmental Water Board Minutes of Special Meeting - June 15, 1999 - 5:30 p.m. Tigard City Hall, 13125 SW Hall Blvd., Tigard, Oregon At 5:33 p.m., Mayor Jim Nicoli of Tigard opened the meeting. Attending from the Intergovernmental Water Board were Jan Drangsholt, TWO Commissioner Beverly Froude, Paul Hunt (Tigard City Council member) and alternate Dean Gibbs of the City of Durham. Mr. Gibbs attended on behalf of member Patrick Carroll who arrived at approximately 6:47 p.m. Attending from the Tigard Water District Board of Commissioners were Norm Penner, Beverly Froude, and George Rhine, elected Board member who takes office on July 1, 1999. David Strauss arrived at approximately 6:47 p.m. Others in attendance were: King City Council members Bud Wilkinson and Al Deschenes, King City City Manager Jane Turner, Durham City Manager Roel Lundquist, City of Tigard Mayor Jim Nicoli, Tigard Public Works Director Ed Wegner, and Bill Monahan, Tigard City Manager. Bill Monahan confirmed the roll call for the Tigard Water District and IWB to conform with the public meeting law. Mayor Nicoll gave an overview of the background of the City charter amendment issue which relates to the water system. Mayor Nicoli suggested that the meeting was an opportunity for participants to discuss options. He noted that legal options have been raised, including the ability of the Intergovernmental Water Board to challenge the proposed charter amendment. Mayor Nicoli outlined several options which have been discussed by the Tigard City Council. The meeting concluded at 6:30 p.m. \ADM\B I LL\061799-2.DOC PLEASE REGISTER DATE: (o -2S - 99 MEETING: 72O i J4 r a D/smLi c-r NAME REPRESENTING