DRAFT. Board Meeting Minutes Monday, March 4, 2019

Transcription

1 DRAFT Board Meeting Minutes Monday, March 4, 2019 WRWC Board Members or Alternates present: Bridget Brooks, Councilor City of Tualatin John Goodhouse, Councilor City of Tigard Tim Rosener, Councilor City of Sherwood Todd Sanders, Commissioner Tualatin Valley Water District (TVWD) WRWC Member Staff present: Jeff Fuchs City of Tualatin John Goodrich City of Tigard Richard Sattler City of Sherwood Mark Knudson TVWD Clark Balfour TVWD Paul Matthews TVWD Dave Kraska TVWD/WWSP Joelle Bennett TVWD/WWSP Andrea Watson TVWD Joel Cary TVWD Katherine Lipari DeSau TVWD Call to Order Chair Todd Sanders called the meeting to order at 5:17 pm. 1. Review and Approval of Minutes of December 3, 2018 Board Meeting Balfour confirmed that the WRWC Board has the authority to approve the minutes for a prior meeting even though there has been Board representative turnover. However, he recommended that members who attended the prior meeting, initiate and second the motion. Motion by Goodhouse, second by Sanders to approve the December 3, 2018 Willamette River Water Coalition (WRWC) Board meeting minutes. The motion passed unanimously. 2. WRWC Board Meeting Schedule for 2019 Knudson explained that consensus was not reached on a standardized 2019 WRWC Board meeting schedule. Therefore, he proposed two meeting schedule options for consideration. Motion by Goodhouse second by Brooks to adopt Option #1 which continues the previously established quarterly meeting schedule, meeting on the second Tuesday of the designated months. The motion passed unanimously.

2 The schedule for the remainder of calendar year 2019 is as follows: May 14, 2019 August 13, 2019 November 12, 2019 Meetings will commence at 5:15pm and be held at the Tigard Public Works Building. 3. WRWC Website Update Knudson reminded members that approximately one year ago, the Board decided to update the WRWC website in conjunction with TVWD s website redesign/vendor process. At that time, members adopted TVWD s Proposal to Provide Website Services to the Willamette River Water Coalition. At today s meeting, Watson provided a project update including the timeline to launch a new WRWC website. (See attached presentation.) In response to questions, Watson confirmed that the annual cost is comprehensive and includes web hosting, support, training, etc. It was agreed that the WRWC website protype will be presented at the May 14 WRWC Board meeting. 4. Unaudited Financial Report for the Second Quarter of the Fiscal Year Ending June 30, 2019 Matthews presented the second quarterly report for fiscal year ending June 30, (See attached presentation.) Following are key highlights: Expenditures are under budget. Fund balance is adequate at approximately $8,000. Dues are assessed as expenses are incurred. Fiscal Year 2019 estimated dues total $95,400 and are allocated amongst the members. 5. Proposed Annual Work Plan and Budget for FY 2020 Matthews presented the proposed FY Annual Work Plan totaling $84,500. (See attached presentation.) Knudson noted that WRWC s professional services budget for the Willamette Basin Review Feasibility Study, totaling $50,000, includes $13,000 for work which was budgeted but not completed in fiscal year Motion by Rosener, second by Brooks to adopt the WRWC Work Plan and Budget for the fiscal year ending June 30, The motion passed unanimously. 6. Willamette Basin Review Feasibility Study Update Cary provided an update on the Willamette Basin Review Feasibility Study by the US Army Corps of Engineers and the Oregon Water Resources Department. He summarized recent progress and provided a timeline update. Staff highlighted the following: The cost estimated for stored water per acre foot is $2,500; the Signal Group is seeking to reduce this rate. WRWC and other public agencies, through the Oregon Water Utility Council, are jointly paying for the Signal Group s legislative communication services. Agriculture is opposed to the recommended allocation of stored water. Congressional delegation is supportive, and the Corps is eager to complete this project. WRWC Board Meeting Minutes March 4, 2019 Page 2

3 Knudson explained that at present, there is no urgent need to access stored water; the goal is to preserve the recommended municipal and industrial water storage allocation as a future option. 7. Second Restatement of WRWC Intergovernmental Agreement Balfour reported that Sherwood recently provided comments which seek additional flexibility within the draft WRWC Second Restated Intergovernmental Agreement. It was agreed that staff and legal counsel will meet to discuss the requested revisions. A final draft for consideration is anticipated at the May WRWC Board meeting. 8. Member Updates/Announcements Knudson noted the following TVWD updates: TVWD, Hillsboro and Beaverton are making progress towards completing the Willamette Water Supply System Intergovernmental Agreement. The Agreement will solidify governance of the supply system construction and includes provisions pertinent to ongoing operations and maintenance of the supply system. The Willamette Intake Facilities Commission may conduct routine cyanotoxin monitoring at the intake point; this would be an important step towards regionalization of the Willamette River resource. Sherwood noted that they are in the process of completing the 124 th Avenue project. Goodrich shared that Tigard is jointly working with Lake Oswego to update their water management and conservation plan. The plan is in anticipation of Clackamas River water rights adjudication. 9. Public Comment No public was present at today s meeting. 10. Adjournment The meeting was adjourned at 6:07 pm. WRWC Board Meeting Minutes March 4, 2019 Page 3

4 Website Services Update Andrea Watson, APR TVWD Communication & Public Affairs Supervisor Maintaining the public s rights on the Willamette River for local and regional needs. Project Status Procurement Complete Competitive RFP process with six bidders, which were narrowed to two finalists Municode selected WRWC maximum price $4400, which includes $3500 to Municode and up to $900 for billable staff time, if staff time exceeds 24 hours. Design Workshop Scheduled Planning process to guide designer Design proposals Maintaining the public s rights on the Willamette River for local and regional needs. 2 1

5 Current WRWC Website Maintaining the public s rights on the Willamette River for local and regional needs. 3 Sample Municode Website Maintaining the public s rights on the Willamette River for local and regional needs. 4 2

6 Timeline for Website Launch March 6, 2019: March 20, 2019: April 17, 2019: May 17, 2019: May 31, 2019: June 30, 2019: Design workshop with the vendor First design concept Finalize design approval Testing complete Content complete on new platform Website Launch Maintaining the public s rights on the Willamette River for local and regional needs. 5 Questions? Maintaining the public s rights on the Willamette River for local and regional needs. 6 3

7 Unaudited Financial Report for the Second Quarter Willamette River Water Coalition WRWC Board Meeting March 4, 2019 Maintaining the public s rights on the Willamette River for local and regional needs. Quarterly Financial Report Tonight s Information Results through 12/31/2018 Upcoming dues Fiscal Year Proposed Budget Proposed expenditures Proposed dues Maintaining the public s rights on the Willamette River for local and regional needs. 8 4

8 Quarterly Financial Report Key Findings Expenditures under budget Fund balance is adequate at about $8,000. Dues will be assessed as expenses are incurred Maintaining the public s rights on the Willamette River for local and regional needs. 9 Projected FY2019 Dues by Member Based on Number of Meters Based on Equal Share Member Water Meters Percent Members Percentage Weighted Percentage FY2019 Estimated Dues Sherwood 5, % % 15.6% $14,874 Tigard 19, % % 22.8% 21,718 Tualatin 6, % % 16.1% 15,400 TVWD 62, % % 45.5% 43,408 Total 94, % % 100.0% $95,400 Maintaining the public s rights on the Willamette River for local and regional needs. 10 5

9 FY2019 Dues Status Member Dues to Date 1 Remaining Dues Total Sherwood $3,274 $11,600 $14,874 Tigard 4,781 16,937 21,718 Tualatin 3,390 12,010 15,400 TVWD 9,555 33,853 43,408 Total $21,000 $74,400 $95,400 1 As of 12/31/2018. Maintaining the public s rights on the Willamette River for local and regional needs. 11 Questions and Answers Unaudited Financial Report for the Second Quarter WRWC Board Meeting March 4, 2019 Maintaining the public s rights on the Willamette River for local and regional needs. 6

10 Proposed Annual Work Plan and Budget for FY Willamette River Water Coalition WRWC Board Meeting March 4, 2019 Maintaining the public s rights on the Willamette River for local and regional needs. Proposed FY2020 Work Plan and Budget Key Points Managing Agency operating expenses are unchanged from prior year Professional Services includes $50,000 to fund continued participation in the Willamette Basin Review Feasibility Study Business expenses (business meals, printing, Oregon Secretary of State filing fees, etc.) unchanged from prior year Other Sundry expense item removed from budget Water quality responsibilities assumed by Willamette Intake Facilities (WIF) Commission External audit increased by $500 in anticipation of results from Managing Agency's RFP for independent auditors. Public information reduced to $2,000 as website transfer nears completion. Maintaining the public s rights on the Willamette River for local and regional needs. 14 7

11 Baseline Work Plan and Budget FY2018 Actual 2019 Adopted Budget FY2020 Proposed Description General Administrative Costs Operating Expense $24,000 $26,000 $26,000 Professional Services 0 55,000 50,000 Business Expense 1,018 2,500 2,500 Other Sundry 1,135 2,000 0 Water Quality 0 2,000 0 External Audit 3,150 3,500 4,000 Public Information 298 4,400 2,000 Total $29,601 $95,400 $84,500 FY2020 Description Proposed Resources Beginning Fund Balance $5,000 Dues 84,500 Interest Earnings 0 Total Resources $89,500 Requirements Personnel Services $0 Materials and Services 84,500 Other 0 Contingency 0 Ending Fund Balance 5,000 Total Requirements $89,500 Maintaining the public s rights on the Willamette River for local and regional needs. 15 Resulting FY2020 Dues Based on Number of Meters Based on Equal Share Member Water Meters Percent Members Percentage Weighted Percentage FY2020 Estimated Dues Sherwood 5, % % 15.6% $13,200 Tigard 19, % % 22.7% 19,203 Tualatin 6, % % 16.0% 13,530 TVWD 63, % % 45.6% 38,567 Total 95, % % 100.0% $84,500 Maintaining the public s rights on the Willamette River for local and regional needs. 16 8

12 Staff Recommendation Approve by motion: The WRWC Work Plan and Budget as presented for Fiscal Year ending June 30, 2020 Maintaining the public s rights on the Willamette River for local and regional needs. 17 Questions and Answers Proposed Annual Work Plan and Budget for FY WRWC Board Meeting March 4, 2019 Maintaining the public s rights on the Willamette River for local and regional needs. 9