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TWD-General Qualifications, Operations and Organization TIGARD WATER DISTRICT BOARD OF COMMISSIONERS GENERAL QUALIFICATIONS, OPERATIONS AND ORGANIZATION May, 1990 Approved by Board on May 8, 1990 Resolution #7-90 John P. Miller Administrator TIGARD WATER DISTRICT BOARD OF COMMISSIONERS GENERAL QUALIFICATIONS, OPERATIONS AND ORGANIZATION 1990 BOARD OF COMMISSIONERS: Dennis Borman, Chairman, 1993 Audrey Castile, Secretary, 1991 Jon Kvistad, Treasurer, 1993 Walt Stronach, 1991 Robert Bledsoe, 1991 John P. Miller.Administrator Randy J.Volk,Superintendent Derryck Dittman,Attorney Compiled by Yvonne Turner, Executive Secretary Sally Petersen, Editor • GENERAL 1 General Qualifications, Duties, and Responsibilities of the Board of Commissioners Board members of Tigard Water District have a considerable public responsibility. The power and authority given to districts is vested in,and is exercised by, a board of five commissioners. Each commissioner is required by ORS 264.410 to be an elector of the District. They must be aware of lega'requirements in areas ranging from budgeting and taxation to holding public meetings and elections. They are responsible to the people of the District for the quality of service and the competency of those persons providing that service. They must be able to put aside self-interest to assure the needs of the people are met. Effective leadership from the Board of Commissioners is essential if quality service is to be provided their patrons. Board members should: 1. Recognize that an individual member has no legal status to act for the Board outside an official meeting. 2. Refuse to make commitments on any matter that should properly come before the Board as a whole. 3. Respect the opinion of other members and graciously accept the principle of majority rule in Board decisions. 4. Insist that all the District's transactions be on an ethical and open basis. 5. Refuse to allow personal problems to be brought into Board considerations. 6. Insist that complaints from personnel go first through the proper grievance procedure and then only to the Board if not resolved at administrative levels. 7. Refer all complaints from patrons to the proper administrative office. Discuss complaints only at regular meetings, to determine if new policy is needed to cover such situations. 8. Recognize that the Administrator and Superintendent must have full administrative authority for property discharging their professional duties within the limits of established Board policy. 9. Discourage sub-committees of the Board which tend to nullify the Board's policy-making responsi- bility. Tigard Water District BOARD OPERATIONS MANUAL February 1990 GENERAL 2 POLICY MAKING Policy making is one of the most important responsibilities of a Board member. It is essential that each member thoroughly understand the goals,objectives, and general operating policy of the District. Developing objectives and policy is a two-step process: 1. Planning—begins with broad but measurable goals and objectives for the District. Planning allows the District to adapt to changing conditions by identifying and analyzing potential opportuni- ties. 2. Policy--or specific strategies to achieve these goals and objectives, must then be developed by _. the Board. Policy simplifies decision making. By developing defined steps and guidelines to steer the District's actions,the Board insures that objectives can be more easily realized. Policies should be evaluated periodically to see if they lead toward stated goals. If not,they should be modified. POLICY REVIEW The following policies should be considered at the annual organizational meeting,or reviewed at some time each year. 1. How the District employees are recruited, selected, and hired. 2. Mutual Aid or Mutual Response to crisis or disaster with adjacent water agencies. (Review plans and identify which ones will be applied.) 3. The regular Board meeting schedule. 4. Participation requirements for Board member attendance at Board meetings, and sanctions for excessive absenteeism. 5. Activities permitted within the District buildings. 6. Participation of staff and Board members in Water District-related educational sessions. 7. Accident and liability insurance coverage for the District and for District personnel. 8. Membership in the American Water Works Association,the Special District Association of Oregon, and other groups of potential value to the District. Tigard Water District BOARD OPERATIONS MANUAL February 1990 GENERAL 3 MANAGEMENT TECHNIQUES A Board members time is limited. The following techniques help in utilizing time efficiently and lead to more effective decision-making. 1. Set Priorities—List projects in order of importance and act on them accordingly. 2. Develop Study Plans—List steps that must be followed and completion dates for each project. 3. Encourage Citizen Participation—citizen groups and advisory committees can produce a great deal of information and expertise to aid the Board in its decision-making. Generally, at least one Board member should be on each committee. 4. Delegate Responsibility Where Possible—do not get involved in every activity of the District. 5. Prepare—so you have knowledge of the District's activities. 6. Follow-through—use your leadership and authority to make sure good ideas are actually imple- mented by the Board. Tigard Water District BOARD OPERATIONS MANUAL February 1990 OPERATIONS 4 TIGARD WATER DISTRICT DISTRICT BOARD OPERATIONS SECTION 1 Section 1.01 Definitions 1.02 Powers of the Board 1.03 Functions of the Board 1.04 Orientation 1.05 Board Educational Development 1.06 Reimbursement for Expenses 1.07 Formulation of Policies 1.08 Formulation of Administrative Regulations 1.09 Meetings 1.10 Board Meeting Agenda 1.11 Preparation for Board Meetings 1.12 Procedures during Board Meeting 1.13 Membership in Associations Tigard Water District BOARD OPERATIONS MANUAL February 1990 OPERATIONS 5 Section 1.01 Definitions As used in these sections, unless the context requires otherwise: A. "Board of Commissioners"or"Board"means the governing body of the Tigard Water District. B. "District"means Tigard Water District. C. "Policy"means any governing principle, plan, or course of action. Section 1.Q2 Powers of the Board A. The powers of the Board are outlined in Chapter 264 and Chapter 198 of the Oregon Revised Statutes relating to independent water districts. (See Appendix.) B. The Board may authorize advisory committees as it sees fit. 1. The Board Chairperson or designee will outline the duties and responsibilities of each committee at the time of appointment. 2. Individual Board members have the right to serve on any advisory committee by virtue of their office as Board member. 3. The Board Chairperson will advise the committee(s) about the Oregon Public Meetings Law(ORS 192), and the Oregon Inspection of Public Records Law(ORS 192). 4. The Chair of each advisory committee is responsible for keeping written minutes and making them available to the public through the office of the Administrator. agctIpn 1.03 Functions of the Board The Board recognizes two functional activities: A. Policy Making 1. The Board will establish policy, reserving to itself all authority and responsibility for such policy not otherwise assigned to the Administrator or others. 2. By Resolution,the Board will designate itself as the District's Local Contract Review Board pursu- ant to ORS 27.055 (4). " fly. 3. The Board reserves to itself or its designee(s)the responsibility to assure that its plans and policies perform in such a way as to carry out the practical and essential work of the District. Tigard Water District BOARD OPERATIONS MANUAL February 1990 OPERATIONS 6 B. Executive 1. The Board will select an Administrator and delegate to said Administrator the responsibility for implementing plans and policies. 2. The Board will provide the financial means to the Administrator to implement its policies and to accomplish organizational goals and objectives it has adopted. ORS 279.055 (4), page 1207 ". . , board created under this section shall have all the powers granted the department and director under ORS 279.0111 through 279.063." 279.011 Definitions 279.015 Competitive bidding 279.017 Specifications for contracts (through) 279.023 Least cost policy for public improvements;costs estimates in budget process; record of costs. 279.025 Requirements for advertisements for bids (through) 279.063 Waiver of reasonable delay of public agency against public policy. Section 1.04 Orientation A. Cooperating with Board Candidates The Board,through its staff, shall cooperate impartially with candidates for the Board and provide them with information about Board policies, administrative regulations and other aspects of the operation of the District. B. Orienting New Board Members The Board and its staff shall assist new members-elect to understand the Board's functions,policies, and procedures before they take office. The following methods shall be employed: 1. The member-elect shall be given selected materials on the role of the member of the Board. 2. The member-elect shall be invited to attend and participate in meetings before being sworn in. Tigard Water District BOARD OPERATIONS MANUAL February 1990 OPERATIONS 7 3. The Administrator shall provide material pertinent to meetings and be responsive to questions regarding said material. 4. The member-elect shall be invited to meet with the Administrator and other administrative person- nel to discuss services each performs for the Board. 5. The Administrator shall give each member-elect: a. A copy of Board Policies. b. A copy of the law relating to the operation of water districts. c. A copy of the Attorney General's"Public Records and Meetings Manual." Section 1.05 Board Educational Development A. Board policy is to keep members informed of all pertinent information relative to water service. B. Members shall be provided subscriptions to publications designated by the Board. C. Members are encouraged to attend the local meetings of the American Water Works Association and the Special District Association of Oregon. D. The Administrator is to alert members to other conferences, meetings, and publications he feels may be useful and informative. Section 1.06 Reimbursement for Expenses A. Members shall be compensated for Board meetings and legal work sessions attended and they shall be reimbursed for expenses incurred in the performance of Board functions as provided by ORS 198.190. B. In keeping with Board Education Development(Policy 1.05), members are authorized to travel within the Metropolitan area to activities that benefit the District. 1. Expenses for such activities incurred by a Member will be reimbursed by the District as provided for in ORS 198.190. 2. Reimbursement for said expenses are to be considered public and shall be included in the monthly register of paid bills. 3. Members are to report to the full Board on their attendance at meetings for which reimbursement is received. Tigard Water District BOARD OPERATIONS MANUAL February 1990 OPERATIONS 8 ORS 198.190 "A member of the governing body of a district may receive not to exceed$50.00 for each day or portion thereof as compensation for services performed as a member of the governing body. Such compensation shall not be deemed lucrative. The governing body may provide for reimbursement of a member for actual and reasonable traveling and other expenses necessarily incurred by a member in performing official duties." Section 1.07 Formulation of Internal Operational Policies (See definitions in Section 1.01) A. Recognizing the need to delegate authority to staff,the Board will formulate and adopt written policies to help staff in its discretionary use of said authority. B. Policies adopted and recorded in the minutes of the Board shall be regarded as official. In the ab- sence of written Board policy,the Administrator will make decisions necessary to operate the District. C. The Board shall authorize reports and studies it deems necessary to plan to meet goals and objectives to insure its policies have been properly executed. D. Any formal motion or action which amends or supplements existing policy shall be called to the Board's attention by the Administrator before a vote to adopt is taken. E. To insure its policies are flexible,the Board will review its policies annually at regularly scheduled Board meetings;said reviews will be agenda items. F. If a policy is found to be in conflict with state or federal law or the rules and regulations of a higher authority,such policy is automatically null and void without Board action and is to be deleted. G. In the event of Board disagreement over the application, extent, or interpretation of a policy,the conflict will be decided by a majority of the Board. H. Board rules,designed to explain,detail,or otherwise organize the application of a policy,once adopted,are considered to be a part of the policy. I. Proposals to adopt, change,delete,add to or repeal a policy may originate from several sources, including a Board member,Administrator,taxpayer, employee, employee organization, consultant, civic group, etc. J. Proposed new policies will be reviewed in draft form by the group(s) affected and by the Administrator before Board action. K. To assure that Board policies are well thought out and clearly understood by each member before a vote is taken, adoption of new policies,changes, additions to,deletions from, and repeal of established policies shall require a two-step procedure separated by no less than 28 days, as follows: Tigard Water District BOARD OPERATIONS MANUAL February 1990 OPERATIONS 9 1. Adoption of new policies or changes to or repeals of existing policies shall be made by Resolution of the Board. 2. Any adoptions or changes in policies must be included in the public agenda with introduction, discussion, and deliberation at a first Board meeting. 3. Those same adoptions or changes must be included in the public agenda with further delberation and a vote to be held at a second meeting. a. In the event of any emergency,with said emergency being recorded in the official minutes and agreed to by at least four Board members, a policy can be adopted,changed,or suspended in a single meeting. b. An emergency is defined as an unforeseen circumstance(s) requiring immediate action for the protection of the public health and safety,district property,district employees, or public good. L. Suggested procedure to be followed in bringing a proposal for a policy adoption or modiification before the Board: 1. Submit the proposal to the Administrator in writing at least one week before the next Board meet- ing. 2. The Administrator will have a copy of the proposal included in the agenda that will be distributed before that meeting. 3. The individual who has submitted the proposal will be present at that Board meeting to introduce the proposal. 4. The Board will then discuss and deliberate on the proposal, and then defer any further action on it until the next regular Board meeting. (In the event of an emergency, see Section 1.07 K.3.a. and b. above.) 5. At this second regular Board meeting, the proposal will be brought to the floor as a resolution,and after allowing time for any final discussion and deliberation,the Board will act on the resolution as it sees fit. Section 1.08 Formulation and Adoption of Rules, Ordinances, Rates, and Adminis- trative Regulations A. The Board shall delegate to the Administrator the responsibility to develop the Rules, Ordinances, Rates, and Regulations governing the District;with a copy of said regulations being provided to each Board member. B. Rules, Rates, Ordinances and Regulations applicable to the District generally shall be adopted, amended, and repealed in the manner required by ORS 198.510- 198.600. (See Appendix). Tigard Water District BOARD OPERATIONS MANUAL February 1990 OPERATIONS 10 Section 1.09 Meetings ORS 264.430 Board meetings "The District Board shall hold meetings at such time and place within the District as it determines. It shall hold at least one regular meeting in each month on a day fixed by the Board, and may hold special meetings in each month on a day fixed by the Board, and may hold special meetings under such rules as it may make." See also ORS 192.610 and ORS 192.990. For definitions of"Meeting" see Section 2.13 of this document. Section 1.10 Board Meetina Agenda The Administrator shall draft the agenda after conferring with the Chair of the Board following the general order listed below: A. Call to order B. Approval of previous meeting minutes C. Audience participation(visitors) D. Approval of payment of vouchers E. Old business F. New business G. Administrator's report H. Items not on agenda open to Board, Staff and Public participation. I. Suggestion for future agenda items from Board members J. Adjourn Section 1.11 Preparation for Board Meetinas A. The Agenda, Administrator's Report, Budget Report, Financial Statements, and Check Register shall be given each Board member at least four(4) days before the Board meeting. B. The Administrator shall provide members information relative to the Agenda, including existing Board Policy pertinent to Agenda items. C. The proposed Agenda will be simultaneously distributed to the Administration coffee room,the news media, and any other location convenient for review by District employees and citizens. Tigard Water District BOARD OPERATIONS MANUAL February 1990 OPERATIONS 11 Section 1.12 Procedures Durina Board Meetinas, A. Except as otherwise provided by State Law and/or Board policy, Robert's Rules of Order(Revised) shall govern procedure used by the Board in its deliberations. Rules of order may be amended at any meeting by majority vote. The order of business may be amended at any meeting by a majority vote of those members present. B. Minutes of the Board shall be kept in accordance with the requirements of ORS Chapter 192. The Secretary of the Board shall maintain or cause to be maintained,the minutes and make them available for examination by the public at the District Office. Board meeting tapes will be kept for a minimum of six(6)years. C. Votes will be recorded by name. Any member may request a vote be changed if such request is made before consideration of the next order of business(See Section 2.12 of this document.) D. Three members shall constitute a quorum. If only a quorum is present, a unanimous vote is required to approve a motion. E. Any member may request a roll-call vote. F. Amy member may append to the record, at the time of voting, a statement indicating the reason for the vote or the reason for abstaining. G. Any member may declare a conflict of interest and abstain from voting. H. The meeting will be adjourned by a majority vote of those present and voting. Section 1.13 Membershio in Associations It is Board policy to maintain active membership in the American Water Works Association,the Special Districts Association of Oregon, and other associations as approved by the Board. Tigard Water District BOARD OPERATIONS MANUAL February 1990 ORGANIZATION 12 TIGARD WATER DISTRICT ORGANIZATION OF THE BOARD OF COMMISSIONERS SECTION 2 Section 2.01 Number of Members 2.02 Officers 2.03 Duties of the Chairperson 2.04 Duties of the Treasurer 2.05 Duties of the Secretary and Assistant Secretary 2.06 Duties of the Administrator as Clerk of the Board 2.07 Selection and Duties of the Legal Counsel 2.08 Selection and Duties of the Auditor 2.09 Amendment or Suspension of Policies 2.10 Adequate Information to Precede Action 2.11 Minutes 2.12 Definition of Public Meetings 2.13 Regular and Special Meetings 2.14 Budget Hearing—Dates and Place 2.15 Agenda for Budget Meeting 2.16 Formulation of Budget Documents 2.17 Budget Committee—Membership and Responsibility Tigard Water District BOARD OPERATIONS MANUAL February 1990 ORGANIZATION 13 Section 2.01 Number of Members A. The Board shall be composed of five members elected bxpistrict voters pursuant to ORS 198(Special Districts Generally0.55(Special District Elections), and 2M(Domestic Water Supply Districts). (See Appendix.) B. No person,elected or appointed, shall be sworn in unless they meet the qualifications set forth in ORS 198, 255,AND 264. If an eligibility question arises,the Board will obtain an opinion from legal counsel before swearing in. C. Unless a vacancy is being filled,terms start officially on July 1. A new member must qualify by taking an oath of office before assuming the duties of the position. D. Should a vacancy occur on the Board,that vacancy will be filled in the manner prescribed by ORS 198.320, except as otherwise provided by law. Section 2.02 Officers A. The officers of the Board shall consist of: 1. Chairperson 2. Secretary 3. Treasurer B. The term of office for the officers shall be for one year as provided in ORS 264. C. No member may serve more than one consecutive term as Chairperson. In case of a change of Presidents in mid-term, any period served in excess of six(6) months shall be considered a term. D. At the first regular meeting in July of each year the Board shall elect from its members the officers for the ensuing year. Section 2.03 Duties of the Chair A. The chairperson shall preside at all meetings,shall have the right to make motions,discuss questions, and vote on any issue. B. The chairperson shall sign on behalf of the Board such documents as may require an official signature. C. The chairperson or designee of the chair shall represent the Board in deliberations with other boards, districts,or agencies unless another member is nominated and elected by a majority of the Board. Tigard Water District BOARD OPERATIONS MANUAL February 1990 ORGANIZATION 14 D. The chairperson shall appoint all committees, subject to approval of a majority of the Board;call special meetings, and perform all other duties prescribed by law or set forth in the Boards policies and rules. E. The chairperson and the treasurer shall co-sign all checks of the District. Section 2.04 Duties of the Secretary A. In the absence of the chairperson,the secretary shall perform the duties and obligations of the chair. B. In the absence of both the chairperson and the secretary, any other member selected by the Board shall perform the duties and obligations of the chair. C. The secretary shall countersign contracts and other official documents as necessary. In the absence of the secretary,the chairperson shall appoint another Board member to act temporarily in that capac- ity. Section 2.05 Duties of the Treasurer The treasurer shall countersign all checks. In the absence of the treasurer,the chairperson shall appoint another Board member to act temporarily in that capacity. Section 2.06 Duties of the Administrator a$ Clerk of the Board It shall be the duty of the Administrator to perform the following functions as clerk of the Board. A. Correspondence 1. Manage routine correspondence directly. 2. Deal with correspondence of special interest to the Board as follows: a. Draft replies in advance,when possible,for Board consideration. b. Seek instruction for reply when necessary. c. Write to those persons with whom the Board wished direct contact. B. prepare for Board Meettngg 1. Prepare the agenda with the advice of the chairperson 2. Maintain a calendar of the Board's unfinished business. 3. Call to the attention of the Board,legal requirements of those matters for which the District is responsible. Tigard water District BOARD OPERATIONS MANUAL February 1990 ORGANIZATION 15 4. Draft policy motions at the request of any Board member. 5. In this document,see Section 1.07,paragraphs I and J, for other preparation duties. C. Board Meeting Duties 1. Attend all board meetings or designate an alternate to do so. 2. Make physical arrangements for Board meetings. 3. Record Board decisions. a. Record or cause to be recorded briefly the disposition of all matters on which the Board consid- ered action,referring to the author of major written recommendations by title, name, and date. b. Have prepared,check, and distribute minutes in advance of each meeting for approval at that meeting. c. Maintain properly authenticated official copies of minutes. d. Maintain an official record of policies of the Board. 4. Advise the Board of pertinent provisions of the Oregon Revised Statues concerning its duties. Section 2.07 Selection and Duties of the Leaal Counsel A. At the first meeting in July of each year.the Board shall select legal counsel for the District. B. Upon request of the Board, legal counsel shall advise on specific legal problems and recommend a course of action. C. The Administrator or his designee also has general authority to seek advice on District matters from the Board-selected legal counsel. Individual Board members and staff are not authorized to seek advice from the District's legal counsel without prior authorization from the Board or the Administrator. Section 2.08 Selection and Duties of the Auditor A. At the first business meeting in January of each year the Board shall select an auditor. B. The auditor shall: 1. Examine the accounts of the District at the close of every fiscal year in accordance with Oregon statutes. Tigard Water District BOARD OPERATIONS MANUAL Fib usy 1990 • ORGANIZATION 16 2. Include such tests of the accounting records and such other auditing procedures as are necessary in the circumstances. 3. Render an opinion on the financial statements prepared at the close of the fiscal year. 4. Make recommendations to the Board concerning District accounting records, procedures,and related activities. 5. Perform such other related services as requested by the Board. Section 2.09 Amendment or Suspension of Policies A. Board policies may be suspended or amended by Resolution of the Board. B. Board policies may only be amended by a majority vote of the Board after the proposed amendment has been written and placed on the agenda. C. Board policies may be suspended by a majority of members of the Board In the call for which the proposed suspension has been described in writing,or by unanimous vote of all members when no such written notice has been given. D. District Ordinances, Rates, and Regulations may be adopted, amended and repealed only in the manner prescribed by ORS 198.510-ORS 198.600. Section 2.10 Adeauate Information to Precede Action A. Except in emergencies,the Board shall not decide questions before examining and evaluating infor- mation pertinent to the action being proposed. The Administrator shall examine and evaluate such information and recommend action before the Board makes its decisions. B. Whenever possible,disputed items should be discussed with the Administrator and the other parties to the dispute. If a satisfactory conclusion can not be reached, the dispute may be placed on the agenda of a future Board meeting at the discretion of the Board. All relative information shall then be provided to the Board by the Administrator for its study and consideration. Section 2.11 Minutes A. The Board shall keep,or cause to be kept, minutes of all its meetings in accordance with the require- ments of ORS Chapter 192. Neither a full transcript nor a recording of the meeting is required,except as otherwise provided by law, but the written minutes must give a true reflection of the matters dis- cussed and the views of the participants. All minutes shall be available to the public within a reason- able time after the meeting and shall include at least the following information: 1. Members of the governing body present. Tigard Water District BOARD OPERATIONS MANUAL February 1990 ORGANIZATION 17 2. Motions, proposals, resolutions,orders,ordinances, and measures proposed and their disposition. 3. Results of all votes, including the vote of each member by name. 4. The substance of any discussion on any matter. B. Minutes of executive sessions may be limited to material the disclosure of which is not inconsistent with ORS 192. ORS 192.650 paragraph (2) "Material the disclosure of which is inconsistent with the purpose for which a meeting under ORS 192.660 is authorized to be held may be excluded from disclosure. However, excluded materials are authorized to be examined privately by a court in any legal action and the court shall determine their admissibility." Section 2.12 Definitions for Public Meetinas The Board adopts the definitions for public meetings as set forth in ORS 192.610 which are as follows: A. "Decision"means any determination, action,vote,or final disposition upon a motion, proposal, resolu- tion,order,ordinance, or measure on which a vote of a governing body is required, at any meeting at which a quorum is present. B. "Executive Session"means any meeting or part of a meeting of a governing body which is closed to certain persons for deliberation on certain matters. C. "Governing Body" means the members of any public body which consists of two or more members with the authority to make decisions for or recommendations to a public body on policy or administra- tion. D. "Public Body"means the state, any regional council, county,city or district, or any municipal or public corporation, or any board, department, commission, council,bureau, committee or subcommittee or advisory group or any other agency thereof. E. "Meeting"means the convening of a governing body of a public body for which a quorum is required in order to make a decision or to deliberate toward a decision on any matter. "Meeting"does not include any on-site inspection of any project or program. "Meeting"also does not include the attendance of members of a governing body at any national, regional, or state association to which the public body or the members belong. Section 2.13 Regular and Special Meetinaa A. The Board shall hold meetings at such times and places within the District as it determines. The Board shall hold at least one regular meeting in each month on a day fixed by the Board and may hold special meetings under such roles as it may make. Tigard Water District BOARD OPERATIONS MANUAL February 1990 ORGANIZATION 18 B. The Board reserves the right to change the place,time, and date of such regular Board meetings, and to call and hold such additional meetings as shall be deemed necessary, in accordance with the provisions covered in the laws. Interested citizens are encouraged to attend and participate at these regular meetings. C. Except in the case of emergency meetings (ORS 192.640), all meetings are to be properly posted and advertised and the media notified. D. The current policy of the Board is to hold regular meetings at the District offices on the second Tues- day of each month. QBS 192.640 Paraaraph (3) "No special meeting shall be held without at least 24 hours' notice to the members of the governing body,the news media which have requested notice, and the general public. In case of an actual emergency, a meeting may be held upon such notice as is appropriate to the circumstances, but the minutes for such a meeting shall describe the emergency justifying less than 24 hours'notice." Section 2.14 Budaet Hearina - Date and Place The annual hearing on the budget shall be held at the time and place designated in the notice of the meeting required by ORS 294.416 through ORS 294-430. ORS 294.421 naraaraph (1) "The publication shall be not less than 15 days and not more than 25 days prior to the date of the meeting." Section 2.15 Aaenda for Budaet Meeting The chairperson of the Board shall open the annual budget meeting and then give over the chair to the elected chairperson of the District Budget Committee. Section 2.16 Formulation of Budget Documents A. The adopted Budget Document shall serve as the financial plan of operation and provide guidelines for carrying out the goals and objectives of the District. B. Within the budget process the Board shall approve the budget calendar, appoint the Budget Commit- tee membership, appoint the District Budget Officer,and adopt the budget. C. The District budget shall be prepared and adopted in full compliance with State of Oregon Local Budget Law. (See ORS 294.305 through ORS 294.520, and ORS 294.555 through ORS 294.565.) D. The District's engineering division is to review existing District capitalized items and facilities annually to determine normal maintenance needs and future needs. The review is to relate to changing laws, area growth,and/or fire control. All jobs/projects with an estimated cost of$10,000 or more are to be included in the Capital Improvement Program. Tigard Water District BOARD OPERATIONS MANUAL February 1990 ORGANIZATION 19 Section 2.17 Budaet Committee - Membership and Responsibilitieq A. The Budget Committee shall consist of the five members of the Board of Commissioners and five community members. Board members shall be responsible for recommending a candidate for consid- eration and subsequent appointment by the Board of Commissioners,for a three year term. B. At its first meeting, the Budget Committee shall select a chairperson and a secretary from its member- ship. C. The responsibilities of the Budget Committee are: 1. Approve the level of expenditures and set the corresponding tax levy requirements, if any, to balance each fund requiring a tax levy. 2. Review and, if necessary, revise the proposed budget. 3. Be aware of the legal constraints imposed upon the District. 4. Be familiar with the Budget Document and what it means. D. Fiscal powers of the Budget Committee include the authority to: 1. Limit the amount of tax which may be levied. 2. Establish a tentative maximum for total permissible expenditures for each fund. 3. Approve the budget. 4. Be involved in the same capacity in the supplemental budget activity as in the regular budget procedure. E. The Board of Commissioners shall adopt the budget, make appropriations, and determine the tax levy to finance the programs approved to satisfy District goals and objectives. (See ORS 294.336, ORS 294.406, and ORS 294.435.) Tigard Water District BOARD OPERATIONS MANUAL February 1990