04/04/1994 - Packet TIGARD WATER DISTRICT
Board of Commissioners
Meeting Minutes
March 14, 1994 - 7 p.m.
Board of Commissioners Present: John Haunsperger, Chair; Commissioners Beverly Froude, George
Morgan and Lou Ane Mortensen
Board of Commissioner Absent: Art Pedersen
Staff Present: John Acker, Leslee Gemmill, Wayne Lowry, Mike Miller, Randy Volk
and Ed Wegner
Visitor: Jack Polans
1. Call to Order
The meeting was called to order at 7:07 p.m.
2. Approve Minutes of February 7, 1994 Meeting
Commissioner Morgan motioned to accept the meeting minutes as presented and Commissioner
Mortensen seconded the motion. A voice vote was called for and the motion passed unanimously.
3. Request for Proposals for Asset/Liability Allocation
Black and Veatch and Economic Engineering Services, Inc. submitted proposals for the
Asset/Liability Allocation.
Chair Haunsperger motioned to delay any decisions on these proposals to allow the Board time
to review them further. Commissioner Morgan seconded the motion.
• Chair Haunsperger informed the Board he asked Mr.Hill Hampton to review the proposals
and report to the Board.
• Commissioner Morgan suggested the other involved parties have the opportunity to select
an individual to review the proposals.
• John Acker said he talked with representatives from both companies and each were willing
to participate in whatever selection process the Board chooses.
• Chair Haunsperger suggested the Board use this additional time to review, develop
questions and prepare to interview the Project Manager from each firm.
• In response to Commissioner Morgan's request that background and reference checks be
done on the clients identified in each of the proposals, Ed Wegner agreed to solicit input
from the Intergovernmental Water Board members and this along with the reference check
information would be available to the Board by Monday, March 21, 1994.
A special meeting was scheduled for Monday, March 28, 1994 for the Board to interview the
Project Manager from each firm.
The motion was amended by George Morgan to include the Board invite Hill Hampton, on behalf
of the District to review the proposals; the Board give the other parties time to review the
proposals to determine the adequacy and responsiveness of the proposals to the solicitation;
reference checks be made of projects involving the principals who are proposed to be Project
Managers for each of the submittals and this information be completed and provided to the Board
by March 21, 1994. Lou Ane Mortensen seconded the motion. A voice vote was taken and the
amended motion passed unanimously.
TIGARD WATER DISTRICT BOARD MEETING - March 14, 1994 - Page 1
t' s
4. Tigard Water District Budget
Wayne Lowry, City of Tigard Finance Director, informed the Board that City Attorney, Jim
Coleman recently prepared a legal brief on how to handle the debt service for the next two years
because the County Assessor was having a problem determining how to assess the levy of tax to
pay the general obligation bond. Since the draft, it's been suggested the best way to handle this
matter is to let the remnant District pretend its boundaries are the same for tax purposes and levy
the tax as it has in the past. There was discussion regarding the possible financial impact to the
Tigard Water District.
John Haunsperger read to those present a letter from Ken Martin, Boundary Commission, dated
February 22, 1994 informing the Tigard Water District Board of the Boundary Commissions intent
to levy an assessment against Tigard Water District for the 1994-1995 fiscal year as authorized by
ORS 199.457. The total amount due is $3,226. Wayne Lowry took the letter and agreed to look
into the matter further.
There was a brief discussion regarding Tigard Water District's financial obligation to the Phase 2
Regional Water Study. John Acker indicated he's in the process of looking into this matter and
will report back to the Board.
a.) Selection of Budget Committee
Lou Ane Mortensen reported to the Board that John Martin, Fred Rosebraugh, Linda Fox,
Eleanor Quinby and Rod Kvistad have agreed to serve on Tigard Water District's Budget
Committee.
John Haunsperger moved these five names be submitted as nominees to the Budget
Committee and Beverly Froude seconded the motion.
• George Morgan said public offices and positions should be posted for public
awareness so interested individuals could be considered for appointment to the
Budget Committee. There was a brief conversation regarding the process and
timelines. Discussion continued on the various methods to adequately notify the
public. Staff was asked to assist in whatever way possible to bring this to the public's
attention.
b.) Review draft Letter to Committee Members
Lou Ane Mortensen read to the Board the proposed letter to nominated budget committee
members. The Board briefly discussed the Tigard Water District budget and the
responsibilities of the budget committee.
c.) Chair Haunsperger reviewed with the Board the amount due to Davis Wright Tremain for
legal services for the months of December and January.
Commissioner Morgan motioned to authorize payment of the invoice and Lou Ane
Mortensen seconded the motion. There was discussion regarding the invoice. A voice vote
was taken and the motion was approved unanimously.
5. Director's Report
In addition to the Work Accomplished Report, Ed Wegner, Maintenance Services Director
reported to the Board the status of the following projects:
TIGARD WATER DISTRICT BOARD MEETING - March 14, 1994 - Page 2
• • The hand-held meter reading equipment arrived and employees will receive training the
week of April 4, 1994.
• Phase 4 of Bull Mountain Meadows will be completed this year.
• The transition of the water district staff as a result of the Intergovernmental Agreement is
going well. He indicated that customer service has been consolidated and work is beginning
on combined billing for water and sewer customers. The City's Finance Department has
relocated to the water building to better assist in the consolidation of functions. He
reported further to the Board that the water department employees voted "no" to union
representation and the Maintenance and Operations employees seem to be working well
together.
• Ed Wegner reported on the purchase of the second phase of the SCADA equipment.
• Randy Volk responded to a question from Chair Haunsperger regarding the software
problems with the accounting and SCADA software. Randy Volk said the problems have
been resolved now that they upgraded from a 386 to a 486 computer.
• At the March 22, 1994 Tigard City Council meeting, the water department is requesting
authorization to advertise for bids for the North Dakota Street 12" Water Transmission Line
Capital Improvement Project.
• Staff is attending meetings and actively working on long range water supply.
• Ed Wegner reported briefly to the Board on the presentation by Murray, Smith and
Associates presentation at the Intergovernmental Water Board Meeting on March 9, 1994.
6. Non-Agenda Items
a.) Mike Miller, Water Management Analyst,reported that currently,the Tigard Water District
is the recipient of a waterline easement for a parcel of land located north of SW Bull
Mountain Road and east of High Tor subdivision. Due to the position of this existing
waterline easement,it cannot be utilized within the new subdivision. Mike Miller responded
to questions asked by Commissioner Morgan.
Commissioner Morgan moved to accept Resolution 94-01, a Resolution to extinguish a
waterline easement across the northern 15 feet of Tax Lot 1500, Assessor's Map #2S, 1
9BA. Commissioner Froude seconded the motion. A voice vote was called for and the
motion passed unanimously.
b.) Commissioner Morgan informed the Board that a formal request may be made to the
Tigard City Council for an extension of the June 30, 1994 deadline for an updated capital
improvement program. During a progress report by Murray, Smith and Associates, Inc.
(MSA) to the Intergovernmental Water Board on March 9, 1994, MSA indicated that
updating the water supply plan could not be completed in the originally anticipated
timeframe due to the delay of receiving needed information from water providers.
Apparently,the study has prompted possible water suppliers, to update their own plans and
this information is not yet available. George Morgan reported to the Board that the City
of Tigard's contract for water with the City of Lake Oswego expires at end of this year.
• Ed Wegner clarified for the Board the agreed upon terms between City of Tigard
and City of Lake Oswego regarding the expiration date of the contract.
The Board continued discussion on the delay and its impact on the development of an
updated water capital improvement plan and the Tigard Water District budget.
TIGARD WATER DISTRICT BOARD MEETING - March 14, 1994 - Page 3
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George Morgan commented that the presentation by MSA was exceptionally good and this •
Board will be pleased with the completed report.
• Ed Wegner indicated that a 90 day extension will be requested at the next Tigard
City Council Meeting.
c.) Commissioner Morgan asked staff for input regarding the Intergovernmental Agreement
specifically regarding the responsibilities of this Board and the City of Tigard. He wants
verified that both parties are meeting their responsibilities according to the Agreement. The
following concerns were identified: certificates of insurance coverage;whether the boundary
lines were updated and filed and the status of the adoption of SDCs by the parties. Ed
Wegner said a response to this request would be provided to the Board prior to the next
regular meeting.
Commissioner Morgan explained to the Board the procedure by which the
Intergovernmental Water Board chose its fifth member, Bill Scheiderich.
d.) Chair Haunsperger reviewed for the Board an outstanding invoice for $63 due to the Daily
Journal of Commerce for the advertising for the Request for the Proposals for the Asset and
Liability Division.
George Morgan motioned to authorize payment and Lou Ane Mortensen seconded the
motion. The motion was passed unanimously.
The Board requested staff that they be kept informed of their expenditures in some format
on a monthly basis.
e.) Jack Polans addressed to the Board his concern about the lack of public involvement and
asked about the Tigard Water District policy on meeting tapes and minutes. Mr.Polars was
assured that the meeting tapes and minutes are always available for review by the public and
staff will look into the possibility of making this known to the public via the library.
7. Adjournment
The meeting adjourned at 8:45 p.m.
TIGARD WATER DISTRICT BOARD MEETING - March 14, 1994 - Page 4
CITY OF TIGARD WATER DEPARTMENT
SERVING TIGARD, KING CITY, DURHAM AND UNINCORPORATED AREA
FEBRUARY 28, 1994
WELL RECORDS:
WELL HOURS COSTS-ELECT
NO OFF CUBIC FEET PUMPS, ETC. HOURS DESCRIPTION
1 T/OFF 09/30/93 $ 793.82 Well ,Canterbury Shop and Pressure Pumps
2 T/OFF 09/30/93 $ 519.06 Well& Pumps to Hi-Tor& 10 MG Reservoir
3 T/OFF 09/30/92 $ 45.30 Well and Lights
4 T/OFF $ 20.30 Well and Lights
All Pump Stations &Alarm-Telemetry Phones $ 5.297.77 132nd St., High Tor, & 10-MG Reservoirs
$ 6.676.25
METER RECORDS:
METER#11,816 THROUGH #11,854 & 11,856 THROUGH 11,859 = 43 NEW METERS SOLD
METER# 320 BROUGHT IN FROM LAKE GROVE = 1 OLD METER SOLD
44 TOTAL METERS SOLD
BILLING DETAIL:
FEBRUARY $ 215,230.47
12,772,600 CUBIC FEET OF WATER BILLED.
G: MTRFRM10.DOC
CONSUMPTION & WATER LOSS REPORT
Percentage of each type of water consumed, FY 1993-94
Month & Wells Clackamas R. Bull Run Total
Year Cubic Feet Cubic Feet Cubic Feet Cubic Feet .
July 1993 168,510 21,160,000 - 0 - 21,328,510
Aug. 1993 4,036,860 26,820,000 16,600 30,873,460
Sept. 1993 3,799,500 25,152,000 - 0 - 28,951,500
Oct. 1993 - 0 - 19,165,000 - 0 - 19,165,000
Nov. 1993 - 0 - 17,380,000 - 0 - 17,380,000
Dec. 1993 - 0 - 15,235,000 - 0 - 15,124,000
Jan. 1994 - 0 - 17,102,000 1,700 17,103,700
Feb. 1994 - 0 - 14,077,000 368,500 14,445,500
Mar. 1994
April 1994
May 1994
June 1994
Total 8,004,870 155,980,000 386,800 164,371,670
4.87% 94.89% 0.24% 100.00%
001"" Unmetered water, FY 1993-94
Pumped Purchased Total Sold Loss *
Month Cu. Ft. Cu. Ft. Cu. Ft. Cu. Ft. Cu. Ft. Loss
& Year x 1000 x 1000 x 1000 x 1000 x 1000 % .
Feb. - 0 - LO 14,077 14,446 12,845 1,601 11.08%
1994 P 369 .
Total: 8.005 156.367 164.372 159.875 4.496 2.74%
( 8 months)
*Monthly water losses are not accurate. Billing is accomplished every month,with one-half of the patrons billed for a 2-month
period of water pumped/purchased computed on a monthly basis.
Compare Unmetered Water, FY 1993-94 to 1992-93 FY
Pumped Purchased Total Sold Loss *
Month Cu. Ft. Cu. Ft. Cu. Ft. Cu. Ft. Cu. Ft. Loss
& Year x 1000 x 1000 x 1000 x 1000 x 1000 % .
Feb'94 - 0 - 14,446 14,446 12,845 1,601 11.08%
Feb'93 - 0 - 12.397 12.397 14.214 -1.817 -14.65%
DIFF - 0 - 2,049 2,049 (1,369) 3,418 166.84%
This shows we purchased more and sold less water in 1994 than in 1993.
00*
1 03/17/94 08:41 AM
Re: wtrlossc.xls, wtrlosst.xls, wloscmpr.xls
CONSUMPTION & WATER LOSS REPORT (CONT.)
Summary of water purchased and/or pumped and water losses
Fiscal Year Well Lake Osweao Portland Water Losses
1987-88 0% 97% 3% 3.90%
1988-89 3% 93% 4% 7.90%
1989-90 6% 90% 4% 6.05% Average
1990-91 5% 90% 5% 9.00% 5.275%
1991-92 7% 89% 4% 15.50%
1992-93 9% 83% 8% 3.25%
1993-94 5% 95% 0% 2.74%
(8 month)
2 03/17/94 08:41 AM
Re: wtriossc.xls,wtrlosst.xls, wloscmpr.xls
•
INVOICE, Tax I.D. #91-0839480
DAVIS WRIGHT TREMAINE
LAW OFFICES
2300 FIRST INTERSTATE TOWER• 1300 SW FIFTH AVENUE• PORTLAND.OR 97201-5682
(503) 241-2300 •FAX: (503) 778-5299
City of Tigard Water Dept .
Page 2
Fees Disbursement Interest
Balance from Previous Statement 7,037 .00 146.86 .00
Less Payments Received .00 .00 .00
Previous Balance Due 7,037 .00 146.86 .00
Current Charges 735.00 101.65 .00
Total Due this Matter 7, 772.00 248.51 .00
- - - - SUMMARYBY PROFESSIONAL - - - -
Hours Billed Bill
Professional Worked Per Hour Amount
G. Mardikes 4 . 20 175 .00 735.00
Total all Attorneys 4 .20 175.00 735.00
Total Balance Due This Matter $8,020. 51
RMG:0748m:jds
PURCHASE
ORDER*:
ACCOUNT 1:
I3 - ay- (lc 1 .0 -
APPROPRIATION
BALANCE:
PURCH SPECIALIST
APPROVAL;
_ ''A RTMENT
AP-.ROVAL:
-1111g30 p6t,r,aet rude P\-, 3 Ito/
DUE UPON RECEIPT
A LATE PAYMENT CHARGE WILL BE ADDED TO ALL AMOUNTS MORE THAN 30 DAYS PAST DUE AT THE RATE OF 1%PER MONTH.
PLEASE DISREGARD PREVIOUS BALANCE DUE IF REMITTANCE HAS BEEN MADE AFTER INVOICE DATE.
INVOICE. Tax I.D. #91-0839480
DAVIS WRIGHT TREMAINE
LAW OFFICES
2300 FIRST INTERSTATE TOWER• 1300 SW Fin-H AVENUE• PORTLAND,OR 97201-5682
(503) 241-2300• FAX (503) 778-5299
Client ID 790026
City of Tigard Water Dept .
13125 SW Hall Blvd. Statement as of March 3, 1994
Tigard, OR 97223 Invoice No. 851883
ATTN: ACCOUNTS PAYABLE
For Legal Services Rendered:
Matter No. 2
General
02/02/94 G. Mardikes . 40 Telephone conference with Mr. Lowry;
review bond file
02/03/94 G. Mardikes .30 Draft correspondence to Mr. Coleman
02/07/94 G. Mardikes 2.80 Review outstanding matters; telephone
conference with Mr. Lowry; attend
meeting of Tigard Water District
02/23/94 G. Mardikes . 70 Review memorandum from City' s attorney
regarding general obligation bonds
• Total Hours 4.20
Total Current Services $735.00
Expenses
01/28/94 Travel expense 77. 10
02/22/94 Mileage 5.72
Telecopy charges 6.65
Copying expense 11 .20
Postage •98
Total Current Expenses $101.65
Total Current Invoice • $836.65
DUE UPON RECEIPT
A LATE PAYMENT CHARGE WILL BE ADDED TO ALL AMOUNTS MORE THAN 30 DAYS PAST DUE AT THE RATE OF I%PER MONTH.
PLEASE DISREGARD PREVIOUS BALANCE DUE IF REMITTANCE HAS BEEN MADE AI•I tit INVOICE DATE.
WATER DISTRICT COVERAGES
Effective January 1, 1994 insurance coverages for the governance and operation of water
distribution facilities was purchased by the City.
All real property previously insured by the Tigard Water District is now insured on the
City of Tigard's policy. However, prior to placing this coverage, our office physically
visited and appraised all sites previously owned and insured by the district. As a result,
insured values jumped from $3,100,000 in January 1993 to $7,675,000 effective January
1, 1994. The city has now received our formal appraisal, and a summary of this appraisal
is included in this section of our report.
Liability coverages for water distribution integrated easily with your current insurance
carrier, Northland. By placing all liability coverages with one carrier, coverage gaps
should be minimized as should pricing.
Acquisition of water district responsibilities poses no particular insurance problem, now
that coverage has been placed at proper levels. The insurance marketplace for special
districts and for cities is similar, in that most markets which will write cities will also write
water districts as a part of a city. There are currently several solid programs competing
for this business in Oregon.
Also included in this section is an insurance summary separately outlining the coverages
currently applying to water distribution responsibilities.
C6—.1; i i 1__1
JBL & KINSURANCE
City of Tigard (Tigard Water District)
13125 SW Hall Blvd.
Tigard, OR 97223
INSURANCE SUMMARY
Policy Company/ Additional Pro-Rata
Period Policy No. Term Coverage Limits Deductible Premium
1-1-94 Chubb 1 yr. PROPERTY $1,000 $3,689
to Group Blanket Real Property, $7,675,000
5-12-94 35303187 Contractors Equipment, Radio Equipment
Combined Business Income $1,300,000 Included
Boiler& Machinery
On All Real & Personal Property
Earthquake & Flood $3,000,000 $100,000 Included
ELECTRONIC DATA PROCESSING EQUIPMENT
Equipment $500,000 $1,000 Included
Media/Software $50,000
Extra Expense $50,000
1-1-94 Northland 1 yr. COMMERCIAL GENERAL LIABILITY $4,388
to Ins. Co. "Property Damage" Liability $50,000 to any one claimant for claims arising
5-1-94 CPP77252 out of one single accident or occurrence.
"Bodily Injury," "Personal Injury," $200,000 to any one claimant for claims arising
"Advertising Injury," and/or Errors out of one single accident or occurrence.
Omissions Liability
"Bodily Injury," "Property Damage," $500,000 for any number of claims arising
"Personal Injury," "Advertising Injury," of a single accident or occurrence.
and/or Errors and Omissions Liability
Combined
Fire Damage Limit $25,000 any one fire
JBL& KINSURANCE
City of Tigard (Tigard Water District)
13125 SW Hall Blvd.
Tigard, OR 97223
INSURANCE SUMMARY
Policy Company/ Additional Pro-Rata
Period Policy No. Term Coverage Limits Deductible Premium
Products/Completed Operations $1,000,000
Aggregate Limit
General Aggregate Limit $5,000,000
Property Damage Deductible $500
1-1-94 Northland 1 yr. AUTOMOBILE LIABILITY $2,396
to Ins. Co.
5-1-94 CPP77252 "Bodily Injury" Per Person $200,000
"Bodily Injury" Per Accident $500,000
"Property Damage" $50,000
"Personal Injury Protection" Statutory
Uninsured Motorists $500,000
Property Damage Deductible
1-1-94 Northland 1 yr. AUTOMOBILE PHYSICAL DAMAGE Included
to Ins. Co. Per schedule on file
5-1-94 CPP77252 Comprehensive on all vehicles Actual Cash Value $100
1980 and newer and 1968 Mack and
1978 Int'l 1700
Collision on all vehicles Actual Cash Value $500
1980 and newer and 1968 Mack and
1978 Int'l 1700
Hired Physical Damage $10,000 $100/500
-
JBL & KINSURANCE
City of Tigard (Tigard Water District)
13125 SW Hall Blvd.
Tigard, OR 97223
INSURANCE SUMMARY
Policy Company/ Additional Pro-Rata
Period Policy No. Term Coverage Limits Deductible Premium
1-1-94 Northland 1 yr. UMBRELLA LIABILITY Included
to Ins. Co.
5-1-94 UB4408 Occurrence Limit $2,000,000
Aggregate Limit $2,000,000
Retained Limit $10,000
Subtotal Prop./G.L,/Auto $10,073
7-1-93 Liberty 1 yr. WORKERS' COMPENSATION To Follow
to Northwest
7-1-94 WC4-INC-003731-013 Accident $100,000
Policy Limit $500,000
Employee $100,000
3