REGIONAL WATER PROVIDERS CONSORTIUM BOARD EXECUTIVE COMMITTEE. Notes of January 6, 2016

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REGIONAL WATER PROVIDERS CONSORTIUM BOARD EXECUTIVE COMMITTEE Notes of January 6, 2016 Consortium Board Chair Tom Lewis called the meeting of the Executive Committee (EC) to order at 5:39 p.m. Introductions were made.

1 REGIONAL WATER PROVIDERS CONSORTIUM BOARD EXECUTIVE COMMITTEE Notes of January 6, 2016 Consortium Board Chair Tom Lewis called the meeting of the Executive Committee (EC) to order at 5:39 p.m. Introductions were made. Executive Committee members present at the meeting included Commissioner Ken Humberston from Clackamas River Water, Councilor Kirk French from the City of Gresham, Director Tom Lewis from Rockwood PUD, Mayor Russ Axelrod from South Fork Water Board, Commissioner Ernie Platt from Sunrise Water Authority, and Commissioner Jim Duggan from Tualatin Valley Water District. Others in attendance included John Collins from South Fork Water Board. Consortium staff included Rebecca Geisen, Lindsey Berman, and Patty Burk. Approval of the September 2, 2015 Meeting Summary: Commissioner Ken Humberston made a motion to approve the September 2, 2015 meeting summary as presented. Councilor Kirk French seconded the motion. The September 2, 2015 meeting summary was unanimously approved as presented. (6:0:0) Project Manager Report: Emergency Planning Committee (EPC): Rebecca Geisen, Consortium Project Manager reminded EC members that Consortium staff has been working on creating new TriMet bus sides that will have an emergency preparedness message much like the Consortium has done in the past with conservation messaging. Ms. Geisen showed the EC the final draft bus sides. Ms. Geisen noted that the EPC and the Consortium Technical Committee (CTC) have signed off on these designs. She noted that pending committees and board approval, the TriMet ads will run on 24 busses throughout the tri-county area from March through May. If it is a successful campaign, the bus sides will run again in September during National Preparedness Month. Ms. Geisen mentioned that Consortium staff is working on expanding and updating the personal preparedness portion of the Consortium website regionalh2o.org. Executive committee members approved the designs for the bus sides and recommended presenting them to the full Board at their February meeting.

2 Ms. Geisen reported that at the November CTC meeting, CTC members recommended that the Consortium postpone coordinating an emergency preparedness tabletop exercise for the FY 2015/16 because many members are participating in a large-scale, region-wide event called Cascadia Rising in June 2016 and their staff and resources are already being pulled into that effort. Ms. Geisen explained that she would like to propose that the funds budgeted for the exercise now be used to wrap the Consortium-owned Emergency Water Distribution System with signage that more clearly identifies itself as a water distribution station. Cost for the trailer wrap will be approximately $3,500. Ms. Geisen noted that the CTC approved the shifting of funds at their meeting this afternoon and recommended bringing the request to the EC at their meeting this evening. EC members supported the recommendation. Ms. Geisen advised that she recently participated in a table top exercise sponsored by the Clackamas River Water Providers which focused on coordination with state and county public health officials and neighboring water providers during a drinking water advisory. As part of the exercise, participants utilized the Drinking Water Advisory tool under various scenarios. Ms. Geisen said Consortium staff plans to put on a similar exercise for all Consortium members sometime in the near future. Ms. Geisen advised that a draft script has been written for the how to store water in your home video. The video will be featured on the Consortium s website regionalh2o.org. She noted that the videographer contract has been completed and work on the video will begin soon. Ms. Geisen mentioned that she will be attending the Oregon Water/Wastewater Response Network conference in late February. Urban Security Area Initiative (UASI) Projects: Ms. Geisen reported that on behalf of the Consortium, she submitted a grant application for 2016 UASI funding. The Consortium submitted a funding request for bladders/blivets and fittings for the Emergency Water Distribution Systems and reusable water bags. Ms. Geisen noted that it is still unclear whether or not the region will receive grant funding this year. She advised that the Portland metro region s risk profile and ranking by FEMA dropped from 21 to 27 for the 2016 project year and that this lower ranking could adversely affect the Consortium and it member s ability to secure UASI funding for RWSP Update: Ms. Geisen advised that the RWSP Update Committee met in December and will meet again in February. She noted that contracting for the Technical Writer is nearly complete. Rebecca said the committee hopes to have a draft plan available for review in late spring. City Club Forum: Ms. Geisen reported that tomorrow night she, Kevin Hanway, Mark Knudson, and Mike Stuhr will participate on a panel at the City Club of Portland and Washington County Public Affairs Forum to discuss regional water issues. The event will be held at the Beaverton Library. 2

3 Conservation Program Update: Conservation Program Report: Lindsey Berman, Consortium Conservation Program Manager reported that a total of $123,600 has been budgeted for the 2016 water conservation media campaign which consists of indoor and outdoor television advertising, Spanish television advertising, radio advertising and Garden Time television programming. From that investment, Consortium staff has negotiated an additional $138,050 of in-kind media dollars more than doubling the investment to bring the Consortium s total media budget to $261,650. Ms. Berman noted that a comprehensive conservation program report will be in the February Consortium Board meeting materials packet. Ms. Berman highlighted a few media items including: KGW Channel 8 was selected as the 2016 media partner for a 2 nd year commitment due to the success we had with the station this last year. KGW was rated as Portland s top news station for the last two years for adults. That rating, along with the highly anticipated 2016 Summer Olympic Games makes it good sense to partner with the station this coming year. The Consortium will re-air the same (:05, :15, and :30) water conservation ads spots produced and aired in 2015 for the Consortium s 2016 Indoor and Outdoor water conservation campaigns. All ad spots feature KGW s meteorologist, Matt Zaffino, serving as the Consortium spokesperson for water conservation tips. Indoor water conservation ads to air on KGW beginning Feb. 1 through March 13 during early morning, late afternoon and evening news hours. Consortium staff renewed a partnership with KUNP Univision for the 2016 outdoor summer water conservation campaign to increase water conservation awareness among the Latino community in the tri-county region. Consortium staff renewed a media agreement with Garden Time TV for the 2016 summer water conservation campaign to increase water efficiency awareness for the gardening and landscape design enthusiasts. Consortium staff renewed a media agreement partnership with Entercom Radio Group Portland for the 2016 summer water conservation campaign (June August). Entercom Radio consists of 7 diverse radio stations which include: KFXX, KGON, KMTT, KNRK, KRSK, KWJJ, and KYCH. These 7 stations reach a variety of radio listeners including, rock, country, alternative rock, adult contemporary, classic oldies, and sports talk. Ms. Berman concluded that she and Amy Geerling from the City of Hillsboro met with the Portland Trailblazer organization to discuss partnership opportunity. While the Consortium could not afford to participate in a halftime event, there may be opportunities to have a table at the Blazers green night, or other such events. FY 2016/17 Budget and Work Plan: Ms. Geisen pointed out that included in the meeting materials packet was a draft FY 2016/17 budget memorandum and matrix. Ms. Geisen reminded EC members that the Consortium Board is scheduled to review and approve the FY 2016/17 budget and work plan at their February 3 meeting. She advised that at the October Board meeting, the Board concurred with the recommendation of the CTC and EC on the draft work plan and budget and was supportive of some kind of emergency preparedness project 3

4 placeholder. Ms. Geisen reported that since that time, the CTC and Emergency Planning Committee each discussed options for a placeholder project. The consensus was to utilize funding for regional equipment or reusable bags. Ms. Geisen advised that she has also submitted a 2016 Urban Area Security Initiative grant application for the purchase of nine additional water bladders with fittings (one for each emergency water distribution system) and 27,000 reusable water bags. If the grant application is denied or if a decision about grant allocation is not timely enough, the recommendation would be that the Consortium fund the nine water bladders and fittings ($27,000) and use the $20,000 in sinking funds to purchase reusable bags. However if the UASI grant gets approved and we get confirmation before the Board meeting, the recommendation would be that all the Consortium funds go to reusable bags. Ms. Geisen reported that staffing costs have been provided by the City of Portland and the increase was relatively small. She said if the carryover from FY 2014/15 is applied, the proposed budget reflects an increase of about 1.25%. The work plan reflects the update of the regional interconnections geodatabase, but since it is being funded with sinking funds ($18,000) and UASI grant ($25,000), it is not reflected in the line-item budget. That project is $43,000. Below is a summary of the proposed FY 2016/17 Consortium budget and work plan: A. Administration and Public Involvement Reduce web budget by $4,000 and general materials and services by $2,000. Maintain similar proportion of funds allocated to personnel hours. Materials and Services: $18,000 B. Emergency Preparedness Maintain the similar program level as the current year (continue TriMet ads, produce additional how-to video). New: Update Regional Interconnections Study and Geodatabase: Incorporate interconnection and seismic upgrade changes and update geodatabase information, evaluate and rank interconnections, identify locations for staging water treatment and distribution equipment, conduct exercise. o Funds Needed: $0 (will utilize $18,000 in sinking funds and $25,000 UASI Grant) Purchase nine water bladders and fittings to augment the emergency water distribution systems around the region. OR if UASI grant secured, direct funds to purchase of reusable one-gallon water bags. o Funds Needed: $27,000 ($3,000 for each system) Purchase 10,000 reusable one-gallon water bags to distribute with emergency water treatment and distribution systems and to use as outreach promotion for citizen preparedness. o Funds Needed: $-0 (utilize $20,000 in sinking funds originally budgeted to replace single-use bags) 4

5 Materials and Services: $57,000 C. Regional Coordination Continue maintenance of the drinking water advisory tool and the PSU population and household estimate and forecast project and intergovernmental coordination work. New: Regional Water Curtailment Coordination Plan o Funds Needed: staff only Update Regional Source Water Protection Strategy o Funds Needed: staff only Materials and Services: $13,500 D. Conservation Program Maintain reductions from FY15/16 and continue the same level of effort in materials and services. Small reallocation of staff time to emergency preparedness. Continue the emphasis on the summer and indoor marketing campaign, youth education, regional resource materials, website, trade ally and regional events. Materials and Services: $163,900 E. Contingency Increase contingency to $10,000. F. Travel and Training Funds professional development and conferences. Maintain budget at $4,000. Total Materials and Services (does not include contingency): Current Year FY15/16 - $257,400 FY16/17 - $256,800 G. Budget Carryover from FY 2014/15 *The Consortium has a carryover amount of $115,500. Total Consortium budget if carryover is used to off-set dues: $827,718 This reflects an increase of 1.25% or $10,338. *Traditionally the carryover amount is used to off-set future dues, however, the Board has discretion as to how to spend the carryover. At their meeting in February, the Board will need to make a recommendation for how to disperse the carryover amount of $115,500 from FY 2014/15. If no action is taken by the Board for the carryover amount, the carryover will be credited to the participant dues for FY 2016/17. 5

6 Ms. Geisen advised that the CTC discussed the FY 2016/17 budget proposal at their meeting earlier this afternoon and recommended presenting it to the EC at this meeting for their approval and recommendation to the full Board. EC members approved the budget and work plan proposal as submitted and recommended presenting to the full Board at their February meeting. February Consortium Board Meeting Draft Agenda: Ms. Geisen pointed out that included in the meeting materials was the February Consortium Board meeting draft agenda. Agenda items include approval of Board meeting minutes, the adoption of the FY 2016/17 budget and work plan, committee reports, and a placeholder discussion. Topics for the placeholder discussion included a presentation on communicating with customers, member experience with AMR, inconduit hydroelectric; storm response; member roundtable; and a 2016 weather outlook presentation similar to a presentation given at the November CTC meeting. Ms. Geisen advised that the CTC discussed the placeholder topics at their meeting earlier this afternoon and concurred that the weather outlook presentation was timely and would be of interest to the Board. EC members discussed the placeholder discussion topics and agreed that a presentation on the 2016 weather outlook would be of interest to the Board. It was suggested if a speaker could not be arranged for the February Board meeting, a member roundtable could be the back-up plan. State and Local Updates: Ms. Geisen reported that the 2016 regular session of the Oregon Legislative Assembly will convene on February 1, She noted that it is to be a short session of 35 days and will end on March 6, 2016 or earlier. The meeting was adjourned at 6:55 p.m. The next meeting of the Executive Committee is April 6, 2016 in the 5 th floor, Bull Run Conference Room, Portland Building, 1120 SW 5 th Avenue, Portland. Submitted by Patty Burk, Consortium Staff 6

REGIONAL WATER PROVIDERS CONSORTIUM BOARD MEETING Minutes of February 7, 2018

REGIONAL WATER PROVIDERS CONSORTIUM BOARD MEETING Minutes of Consortium Board Chair Russ Axelrod called the Regional Water Providers Consortium Board Meeting to order at 6:30 p.m. The meeting was held