WRWC Board Meeting. Tuesday, February 13, :15 PM. Tigard Public Works Building 8777 SW Burnham St. Tigard, OR 97223

Transcription

1 WRWC Board Meeting Tuesday, February 13, :15 PM Tigard Public Works Building 8777 SW Burnham St. Tigard, OR Meeting Agenda 1. Review and Approval of Minutes of November 14, 2017 Board Meeting 2. Willamette Governance Group Update 3. Willamette Basin Review Feasibility Study Update 4. WRWC Website Maintenance Update and Proposal 5. Unaudited Financial Report for the Second Quarter of the Fiscal Year Ending June 30, Proposed WRWC Annual Work Plan for FY Member Updates/Announcements 8. Public Comment 9. Adjournment Next Meeting May 8, :15 PM Tigard Public Works Building 8777 SW Burnham St. Tigard, OR SW 170th Avenue, Beaverton, Oregon // phone // fax //

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3 1 Link back to agenda Board Meeting Minutes Tuesday, November 14, 2017 WRWC Board Members or Alternates present: Richard Burke, WRWC Board Chair Tualatin Valley Water District (TVWD) (arrived 5:33pm) Kim Young City of Sherwood Frank Bubenik, Councilor City of Tualatin John Goodhouse, Councilor City of Tigard WRWC Member Staff present: John Goodrich City of Tigard Mark Knudson, CEO TVWD Clark Balfour TVWD Paul Matthews TVWD Katherine Lipari DeSau TVWD David Kraska Willamette Water Supply Program Faye Branton Willamette Water Supply Program Jeff Fuchs City of Tualatin Craig Sheldon City of Sherwood Call to Order Vice Chair John Goodhouse called the meeting to order at 5:32 pm. 1. Review and Approval of Minutes of May 9, 2017 Board Meeting Burke asked if there were any revisions to the May 9, 2017 WRWC Board meeting minutes. There were no objections; therefore, Burke declared the minutes approved. 2. Election of Officers for Knudson indicated that WRWC officers need to be elected for the fiscal year. Motion by Bubenik to elect John Goodhouse as the WRWC Board Chair. The motion passed unanimously. Immediately thereafter, Burke passed Board Chair responsibilities to Goodhouse who then presided over the remainder of the meeting. Motion by Bubenik, second by Young to elect Richard Burke to serve as the WRWC Vice Chair. The motion passed unanimously. Motion by Young, second by Bubenik to nominate Tualatin Valley Water District as the WRWC Secretary. The motion passed unanimously. WRWC Board Meeting Minutes November 14, 2017 Page 1

4 3. WRWC Board Meeting Schedule for 2018 Knudson asked the Board to establish a meeting schedule for the 2018 calendar year and proposed quarterly meeting dates. Goodhouse requested that meetings finish by 6:15 pm. Motion by Burke, second by Bubenik, for the WRWC Board to meet quarterly, on the following dates: February 13, May 8, August 14, and November 13, 2018 with meetings to start at 5:15 pm. The motion passed unanimously. 4. Financial Statements for the Fiscal Year Ending June 30, 2017 and Unaudited Financial Report for the First Quarter of the Fiscal Year Ending June 30, 2018 Matthews presented the financial statements for the fiscal year ending June 30, 2017 and the first quarterly report for fiscal year ending June 30, Following are key highlights: Financial Statements - Fiscal Year Ending June 30, 2017 Since WRWC transactions are below the state threshold, a review as opposed to an audit was conducted. The review resulted in an unmodified opinion. As directed by the Board, the WRWC fund balance was reduced. The net position, at the end of the fiscal year, totaled $24,074. Unaudited Financial Report First Quarter Fiscal Year Ending June 30, 2018 A revised first quarter financial report which included actual interest earnings, was distributed with this evening s meeting packet. First quarter s financial results performed as anticipated. Dues will be billed when the WRWC fund balance drops to approximately $5,000. Motion by Burke, second by Young to accept the review by independent auditors for the fiscal years ending June 30, 2017 and The motion passed unanimously. 5. Willamette Governance Group Update Knudson provided an overview and update of Willamette Governance Group (WGG) activities and partnerships. (See attached presentation.) He noted that considerable progress has been made and presented intake capacity and cost allocations. Next steps include finalizing the Willamette Intake Facility Intergovernmental Agreement and Purchase and Sale Agreements. It is anticipated that the WRWC agreement will be restated late Knudson reported that about $20,622 in WGG facilitation costs have been allocated to WRWC members for services provided but not budgeted in FY TVWD will pay the WGG facilitation fees and bill applicable WRWC partners for their cost shares. Matthews conveyed the following estimated WRWC partner dues for the new year: Sherwood - $2,800 Tigard - $10,000 Tualatin - $3,200 TVWD - $30,000 The partner dues will be in addition to WGG facilitation fees. WRWC Board Meeting Minutes November 14, 2017 Page 2

5 6. WRWC Website Maintenance Knudson discussed the existing WRWC website, noting that content is outdated and missing through no fault of the engaged contractor. He asked members about desired WRWC website objectives and presented four potential website maintenance options. After some discussion, it was decided that the website should be simplified to include the WRWC mission, meeting schedule, minutes and budget/financial statements. Members emphasized the importance of keeping basic content updated. Knudson responded that TVWD staff will pursue updates to the aforementioned key website sections; other content areas will remain outdated for the time being. TVWD agreed to present a proposal for in inhouse website maintenance at the next WRWC meeting. 7. Member Updates/Announcements Mark introduced the following meeting attendees: David Kraska, Willamette Water Supply Program Director, assuming Willamette Intake Facilities Commission management responsibilities Faye Branton, Willamette Water Supply Program Administrative Assistant Katherine Lipari DeSau, TVWD Executive Assistant Knudson reported that the US Army Corp of Engineers announced the availability of the draft environmental assessment for the Willamette River water reallocation. The findings identified no impact through the environmental assessment process. Staff will present additional information at the next WRWC Board meeting. 8. Public Comment There was no public present. 9. Adjournment Motion by Young, second by Bubenik to adjourn the meeting at 6:25 pm. The motion passed unanimously. WRWC Board Meeting Minutes November 14, 2017 Page 3

6 11/14/2017 Willamette River Water Coalition Meeting November 14, 2017 Election of WRWC Officers for Willamette River Water Coalition Meeting November 14,

7 11/14/2017 Election of WRWC Officers for WRWC Intergovernmental Cooperative Agreement o Chair & Vice Chair elected at start of fiscal year o Secretary appointed annually Existing Officers elected November 2016 o Chair: Richard Burke, TVWD o Vice Chair: John Goodhouse, Tigard o Secretary: Vacant, duties performed by TVWD Staff Recommendation o Elect, by motion, Chair & Vice Chair for o Appoint, by motion, Secretary 3 WRWC Meeting Schedule for 2018 Willamette River Water Coalition Meeting November 14,

8 11/14/2017 WRWC Meeting Schedule for 2018 WRWC Intergovernmental Cooperative Agreement o No minimum frequency of meetings o Traditionally WRWC Board has met quarterly Recent Schedule o Second Tuesdays in February, May, August, November Anticipated schedule for 2018 o February 13, 2018 May 8, 2018 o August, 14, 2018 November 13, 2018 Staff Recommendation o Establish, by motion, WRWC meetings schedule for FY2017 Financial Statements and FY2018 Unaudited Financial Performance Willamette River Water Coalition November 14,

9 11/14/2017 Tonight s Information FY2017 Financial Statements Review WRWC s financial performance Report of Auditors FY2018 Unaudited Performance Financial Performance in 1 st Quarter Strategy for coming year 7 FY2017 Financial Statements Report of Independent Auditors Review rather than audit Unmodified Opinion (i.e., clean audit ) Enterprise Fund Reporting Statements of Net Position (Similar to a Balance Sheet) Statements of Revenue, Expenses and Changes in Net Position (Similar to an Income Statement) Statements of Cash Flows Management s Discussion and Analysis Provides a good overview of the WRWC s financial results 8 4

10 11/14/2017 Net Position 9 Revenues, Expenses and Changes in Net Position 10 5

11 11/14/2017 FY2017 Basic Financial Statements Findings and Conclusions Fund balances have declined keeping with the objectives of the Board Expenditures during FY2017 were within WRWC s Budget WRWC maintains sufficient working capital to fund its activities Unmodified review by Independent Auditors 11 First Quarter FY2018 Financial Performance FY2017 Financial Statements and FY2018 Unaudited Financial Performance Willamette River Water Coalition November 14,

12 11/14/2017 First Quarter Performance 13 Strategy Going Forward Continue to monitor expenditures and fund balance Invoice Members for dues when fund balance drops to around $5,000 Continue to earn interest on WRWC fund balance 14 7

13 11/14/2017 Questions and Answers FY2017 Financial Statements and FY2018 Unaudited Financial Performance Willamette River Water Coalition November 14, 2017 Willamette Governance Group Update Willamette River Water Coalition Meeting November 14,

14 11/14/2017 WGG Update to WRWC Presentation Overview WGG overview and relationship to WRWC Anticipated structure and scope of IGAs Intake capacity & buy in cost allocation WGG facilitation costs for Restating & updating the WRWC IGA 17 Willamette River Water Coalition (WRWC) o Administration of existing 130 MGD water right o Sherwood, Tigard, Tualatin & TVWD Willamette Governance Group (WGG) o New IGAs for planning, design, construction, operation & administration of Willamette supply o Sherwood, Tigard & TVWD (not Tualatin) o Wilsonville, Hillsboro & Beaverton Willamette Water Supply Program (WWSP) o WGG Overview Relationship to WRWC Partnership of TVWD & Hillsboro 18 9

15 11/14/2017 WGG Update Anticipated Agreements & Partners Raw Water Facilities IGA (Intake) Beaverton & Council Hillsboro & Council Sherwood & Council Tigard & Council TVWD & Board Wilsonville & Council WRWTP Existing IGA s TVWD Wilsonville Sherwood WWSS IGA TVWD Hillsboro Beaverton WRWC IGA (Water Rights) Sherwood Tigard TVWD Tualatin 8 WGG Update WIF Commission Organizational Structure Beaverton Council Hillsboro Council Sherwood Council Tigard Council TVWD Board Wilsonville Council Willamette Intake Facilities Commission Board WRWTP Management Committee Managing Agency Operations Committee Raw Water Facilities Operator WWSS WTP 8 10

16 11/14/2017 WGG Update Significant Progress Has Been Made Resolution of outstanding issues o o o o o Physical model confirmed 150 mgd capacity Allocated capacity ownership and cost shares Agreed to voting and decision making processes Planned for integration of intake improvements Agreed to assignment of duties for facility operation and Managing Agency 21 Currently Finalizing o o Real Property & Easements Interim Financial Procedures o Purchase and Sale Agreements Moving Forward With o o o WGG Update Significant Work is Underway Developing Work Plan for Managing Agency Establishing Committees & scheduling meetings Planning for WIF Commission Board meeting 22 11

17 11/14/2017 Intake Capacity Allocations Assumes 150 MGD Total Capacity Organization Long Term Max Day Demand (MGD) Resulting Capacity (MGD) Resulting Capacity & Cost Share (%) Wilsonville % TVWD % Sherwood % Tigard % Hillsboro % Beaverton % Total % 23 Intake Cost Allocations Assumes 150 MGD Total Capacity Organization Cost of Capacity Purchase from TVWD ($) Cost of Permitting, Screen & Seismic Improvements ($) Total Investment ($) Wilsonville $ 0 $ 125,000 $ 125,000 TVWD $ 0 $ 5,836,245 $ 5,836,245 Sherwood $ 238,443 $ 842,847 $ 1,081,290 Tigard $ 750,239 $ 2,258,783 $ 3,009,022 Hillsboro $ 1,810,577 $ 5,451,197 $ 7,261,774 Beaverton $ 250,080 $ 752,928 $ 1,003,008 Total $ 3,049,339 $ 15,267,000 $ 18,316,

18 11/14/2017 WIF IGA Bringing It In For A Landing Approval Schedule & Next Steps Completion of Final Draft IGA (almost) done Board & Council Briefings in Exec Session done Board & Council Briefings in Open Session underway Board & Councils consider approval December & January 25 WGG Facilitation Costs for FY Costs for WRWC Partners through 6/30/17 paid through WRWC WRWC budget assumed WGG IGA complete by 6/30/17 Facilitation costs for WRWC Partners since 7/1/17 to completion: ~ $20,622 (excludes cost shares for Wilsonville, Beaverton, Hillsboro & no cost to Tualatin; includes July 2017 invoice) Cost allocation for WRWC members using previously agreed cost sharing formula WGG Facilitation Organization for ($) Sherwood $ 3,814 Tigard $ 5,550 Tualatin $ 0 TVWD $ 11,258 Total $ 20,

19 11/14/2017 Future Steps Restating & Updating the WRWC IGA Pending completion and approval of: o Purchase & Sale Agreements for Intake Capacity o Willamette Intake Facility IGA o Beaverton TVWD IGA o Willamette Water Supply System IGA Scope: o Management of existing water right o Allocation of water right Anticipated schedule: o Late Willamette River Water Coalition Meeting November 14,

20 Revised Willamette River Water Coalition For the annual budget period ending June 30, 2018 For the quarter ending September 30, 2017 Activity for the Quarter Budget Actual Variance Resources Unaudited Annual Budget Annual Budget To date Actual Variance Remaining Budget Revenues $ 26,369 $ - $ (26,369) Dues by TVWD & other members $ 44,000 $ 26,369 $ - $ 26,369 $ 44, (57) Interest on Investments (57) , (26,426) Total Revenues 44,278 26, ,312 44,264 21,243 24,074 2,831 Beginning Fund Balance 21,243 21,243 24,074 2,831 (2,831) 47,683 24,088 (23,595) Total Resources 65,521 47,683 24,088 29,143 41,433 Requirements Materials and Services: 6,506 6, Operating Expenses 26,000 6,506 6, ,000 1,178-1, Professional Services 8,500 1,178-1,178 8, Business Expense 2, ,500 2,000-2, Other Sundry 2,000 2,000-2,000 2,000 2,000-2, Water Quality 2,000 2,000-2,000 2, Public information 3, ,000 12,568 6,000 6,568 Total Expenditures 44,000 12,568 6,000 6,568 38, Contingency 6, ,600 12,568 6,000 6,568 Total Expenditures & Contingency 50,600 12,568 6,000 6,568 44,600 35,115 18,088 17,027 Ending Fund Balance 14,921 35,115 18,088 17,027 (3,167) 47,683 24,088 23,595 Total Requirements 65,521 47,683 24,088 23,595 41,433 These statements unaudited and are preliminary for fiscal year ending June 30, Page 1 of 1

21 2 Link back to agenda MEETING DATE: February 13, 2018 TITLE: Willamette Governance Group Update WILLAMETTE RIVER WATER COALITION BOARD MEETING AGENDA ITEM ITEM: The Willamette Governance Group (WGG) was established to negotiate a long-term agreement for expanded use of the Willamette water supply. Founding member agencies included TVWD and the cities of Sherwood, Tualatin, Tigard, Beaverton, Hillsboro and Wilsonville. In August 2016, the City of Tualatin decided to not acquire an ownership interest in the ongoing expansion of the Willamette Water Supply System (WWSS). During the past three months, the WGG has concluded its work and completed a draft intergovernmental agreement (IGA) for the joint ownership, operation and maintenance of the Willamette Intake Facilities (WIF). This item will include a brief overview of the WIF IGA and the anticipated schedule for approval of the agreement. STAFF RECOMMENDATION: This item is presented for information only. BUDGET IMPACT: The budget for the current fiscal year does NOT include funding for continued work by the Willamette Governance Group. STAFF CONTACT: Mark Knudson, mark.knudson@tvwd.org, ATTACHMENTS: Presentation handouts will be provided at the WRWC Board meeting. MANAGER APPROVAL: Chief Executive Officer General Counsel Chief Financial Officer N/A Water Supply Program N/A 1850 SW 170th Avenue, Beaverton, Oregon // phone // fax //

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23 3 Link back to agenda MEETING DATE: February 13, 2018 WILLAMETTE RIVER WATER COALITION BOARD MEETING AGENDA ITEM TITLE: Willamette Basin Review Feasibility Study Update ITEM: Jim Meierotto has previously briefed the WRWC on the Willamette River Basin Review feasibility study. The Portland District of the U.S. Army Corps of Engineers and the Oregon Water Resources Department are jointly sponsoring a feasibility study to determine if and how space in the reservoirs can be reallocated during the spring and summer to provide stored water for municipal and industrial water supply, irrigation and fish and wildlife uses. This could provide opportunities for the WRWC to contract purchase a portion of this newly reallocated stored water for municipal use. Over the last year, the study team worked with their water availability model, selected a Tentatively Selected Plan and completed the public comment process. Completion of this study will result in a Chief s Report in August At the meeting Jim Meierotto, WRWC s representative for reallocation efforts, will make a presentation on the progress of the study since our last briefing and provide a more in-depth look at the study progress and next steps. STAFF RECOMMENDATION: Reallocation efforts will require federal legislation with the opportunity to advocate for a better preferred option. Significant congressional delegation lobbying efforts will be required to encourage adoption of a better preferred option. BUDGET IMPACT: WRWC s share for federal lobbying efforts will be around $50,000 for the next fiscal year. At the May WRWC Board meeting, expect to see a proposal for an IGA or MOU with the City of Hillsboro after a final scope of work and budget are completed. STAFF CONTACT: Jim Meierotto, jim.meierotto@tvwd.org, ATTACHMENTS: Oregon Water Utilities Commission Public Comments Letter MANAGER APPROVAL: Chief Executive Officer General Counsel Chief Financial Officer N/A Water Supply Program N/A 1850 SW 170th Avenue, Beaverton, Oregon // phone // fax //

24 December 22, 2017 RE: Public Notice Number CENWP-PM-E Comments on Draft Willamette Basin Review Integrated Feasibility Report and Environmental Assessment December 22 nd, 2017 On November 7 th, 2017, the U.S. Army Corps of Engineers (Corps) issued a press release seeking comments on the Draft Integrated Feasibility Report and Environmental Assessment for the Willamette Basin Review Feasibility Study, which is evaluating the reallocation of storage space in the 13 reservoirs comprising the Willamette Valley Project (WVP). The Oregon Water Utilities Council (OWUC), League of Oregon Cities (LOC), and Special Districts Association of Oregon (SDAO) (collectively the water providers ) are providing these comments on behalf of their members in the Willamette Basin, which include both large and small water systems. Several members of OWUC, LOC and SDAO are directly affected by the Corps Tentatively Selected Plan (TSP). The Corps TSP proposes to allocate 73,300 acre-feet (AF) of storage space in the WVP for municipal and industrial (M&I) use. The water providers appreciate the ongoing effort of the Corps and the Oregon Water Resources Department (OWRD) on the Feasibility Study. However, as provided in more detail below, the TSP s proposed allocation of only 73,300 AF of storage space is inconsistent with the need for long-term water supply planning horizons and secure and reliable redundant water supplies, and is not sufficient to meet the future long-term needs of the water providers in the Willamette Basin. M&I water users will require the 159,750 AF of storage space identified in Reallocation Alternative C to meet their long-term anticipated demands. Approximately 70 percent of the state s population is located in the Willamette Basin, and approximately 85 percent of the population in the Willamette Basin is supported by public water systems. These public water systems provide safe, reliable water supply for public health, safety and for business and industrial development activities. The ability of the water providers to meet the projected long-term water supply requirements of our communities is critical to the economic viability of our state. Page 1

25 Public water providers are required to provide safe and reliable water supply to the communities they serve. Accordingly, they plan for water supply on 50-year or longer timeframes. In addition, they plan for multiple (redundant) water supplies to ensure uninterrupted service and the greatest protection possible for public health and safety. To meet these water service obligations, water providers must finance, permit and build complex and expensive infrastructure to extract, treat, and deliver water to homes and businesses. The monetary burden of this work is shouldered by our customers, the citizens of Oregon. The water providers in the Willamette Basin have been seeking access to the stored water in the WVP since the late 1980 s. After almost 30 years of effort we still have no reliable access to stored water and no M&I contracting program. It is well understood that the stored water in the WVP constitutes the overwhelming majority of the remaining water supply available to public water providers in the Willamette Basin to meet future demands. OWRD s Willamette Basin Program rules (OAR ) effectively preclude new water rights for municipal water supply from most surface water sources in the basin. Opportunities to obtain new groundwater supplies are constrained by multiple regulatory limitations. (There are 12 critical groundwater or groundwater limited areas in the lower Willamette Basin, and new groundwater appropriations with the potential for interference with surface water bodies have been disallowed.) Furthermore, some existing water rights for municipal water supply downstream from the WVP reservoirs are expected to become less reliable as a result of the reallocation of conservation storage for fish and wildlife (F&W) benefits and the subsequent issuance of water rights to protect stored water for instream purposes. The Corps own analysis of M&I water demands, described in Appendix A (M&I Supply and Demand Analyses), documents M&I demands of 159,750 AF more than two times the 73,300 AF proposed for M&I in the TSP. Although the water providers understand the Corps interest in retaining a joint use pool to provide for future flexibility, such flexibility should not be at the cost of sensible long-term water supply planning for the State of Oregon. Moreover, such flexibility will be available without the joint use pool since, as described by Corps staff, any water not under contract will be available for joint management. The TSP s proposed allocation of 73,300 AF of storage space for M&I use does not provide the water providers with the certainty they need to invest in large, regional water supply solutions and infrastructure needed to meet future demands over the next 50+ years. The water providers identified the following specific issues and concerns with the Corps proposal to allocate only 73,300 AF of storage space to M&I water use: In developing the TSP, the Corps reduced the M&I demand planning horizon from 2070 to The Corps reasoning that there is uncertainty that demands projected for the year 2070 would fully materialize when expected (section ) is arbitrary and inconsistent with the need for long-term planning and financing of water supply infrastructure projects. This change proposed in the TSP reduced public water suppliers projected supply deficits by 40,800 AF (see Table 7-1, Appendix A). M&I demands must anticipate the need for redundant water supplies. Many of the larger water suppliers in Oregon have made the development of supply redundancy a priority in order to Page 2

26 plan for an array of events that may require the total curtailment of a single water source, including loss of supply due to drought or contamination of a source. In addition, several water providers are planning redundant supplies for natural disasters such as a Cascadia Subduction Zone earthquake. As water systems serving smaller populations continue to grow, developing redundant water sources will be of fundamental importance. In the TSP, the Corps has removed all redundancy demands from the M&I storage space allocation. As shown in table 7-5 (Appendix A), projected single source redundancy needs total 38,600 AF by This change proposed in the TSP reduced public water suppliers projected demands and related storage space allocation by 38,600 AF. The Corps identifies surplus water agreements tied to the Joint Use allocation as the preferred method for securing water for redundant supply needs on grounds of economic efficiency, because it would not require M&I users to repay the cost of storage (Section ). However, whether for redundant supply or to meet growing demands, the water providers in the Willamette Basin need access to reliable water supply in order to make long-term investments in infrastructure that support economic growth. The language in the Corps proposed rulemaking regarding surplus water contracts confirms that these supplies are both interruptible and have second-fill status, making surplus water contracts unreliable both from year-to-year and over the long-term (see 33 C.F.R. 209). Surplus water contracts do not provide the reliable water supplies water providers require, and therefore cannot provide a sound basis for investment in water supply infrastructure. The Corps analysis, shown in Table 9-2 in Appendix A, shows that even if conservation efforts are implemented to reduce unaccounted-for water in all M&I systems to no more than 10 percent of water production (a goal the state has set for public water suppliers under OAR ), the M&I supply deficit alone (not including redundancy needs or needs of selfsupplied industrial uses) is still projected to reach 92,800 AF by In reality, water demand reductions from conservation measures both to reduce system water losses and peak season demands will be offset by increased demands due to climate change, which unfortunately was not incorporated into the TSP, as described below. The projected M&I demands described above do not anticipate any increase in future demands due to climate change. Table 11-6 (Appendix A) shows that M&I demand for WVP storage is projected to increase by a total of 35.6 percent by 2070 due to climate change. Based on these needs, total M&I demands to ensure water supplies that are robust against climate change would be 216,650 AF. Even if one only considers the impacts of climate change on M&I demands, and not on the reliability of existing M&I natural flow water supplies, the Corps analysis in Table 11-4 (Appendix A) still projects that M&I demands for stored water will increase by 18.5 percent, to 189,350 AF. The analysis does not evaluate how reducing unaccounted-for water to 10 percent would affect this total, but it s clear from Table 9-2 (Appendix A) that the impact of increasing per capita demands due to climate change exceeds the impact of reducing unaccounted-for water to 10 percent across all water systems. The water providers are concerned that the TSP has treated M&I and F&W demands unequally in the selection of the TSP. For several years, the water providers were told by the Corps that only 32 percent to 35 percent of the reservoir storage was needed to meet Bi-Op flow targets. Page 3

27 With the release of the TSP, we were surprised to see the Corps now assert that reservoir storage needed to meet Bi-Op flow targets exceeds the entire volume of conservation storage available in the WVP. The TSP allocates 962,800 AF of storage space to F&W use 61 percent of the allocated storage space. Section explains that this figure was derived by reducing the F&W demand in equal proportion to the reduction for the combined M&I and Agriculture and Irrigation (AI) allocations under the TSP (39.5 percent). However, to develop the TSP the M&I demands were reduced by 54 percent from 159,750 AF to 73,300 AF. The analysis in Appendix C does not account for the fact that a large portion of M&I and AI demands for stored water are below reaches for which the Corps has actively managed flows to meet Bi-op flow deficits. Because stored water released under a water supply contract is protected from the point of release to the point of diversion, M&I and AI stored water contracts will directly reduce the deficits identified in Appendix C. Whereas the reduction in proposed storage space for M&I in the TSP represents a loss of potential access to one of the last remaining sources of water supply in the Willamette Basin, the reduction of the F&W allocation in the TSP by 39.5 percent impacts the amount of water that can be protected instream to meet Bi-op flow targets only minimally, if at all. This true because (a) the dual benefit of contracted water, and (b) any uncontracted water in the M&I pool (and in the AI pool) would be available to the Corps for joint management. Finally, while some industries require water that has been treated to the standards of public water providers, those treatments are not necessary in other industries. Demand projections for public water suppliers do not anticipate supplying water for such industries; however, having adequate water supplies for self-supplied industrial users (SSI) is a critical component to Oregon s economic development and a tax base for cities and counties. The reduced timeframe for SSI demands (2050 instead of 2070) potentially hampers long-term planning and economic development. This change proposed in the TSP reduced projected M&I demands by 7,050 AF. The Corps has conducted a robust analysis of M&I projected demands for stored water. Unfortunately, despite its own analysis, the Corps has proposed to cut in half the proposed storage allocation for M&I from 159,750 AF to 73,300 AF. The majority of these reductions are based on an arbitrary change to the planning horizon from 2070 to 2050 (a reduction of 40,800 AF) and a faulty assumption that redundant water supply can be provided by surplus water contracts (a reduction of 38,600 AF). Further, these proposed reductions in M&I storage space were made at the same time the Corps own analysis shows that M&I demands are likely much greater than 159,750 AF due to impacts of climate change on supply and demand. Page 4

28 The M&I projected demands and associated storage space in Alternative C (159,750 AF) should be the TSP. This would result in an equitable and sensible allocation of 10 percent of the storage space to M&I use and can be achieved without any impact to the allocations to F&W and AI by shifting some of the joint use storage space to M&I. Sincerely, Niki Iverson Oregon Water Utilities Council Project Manager OWUC is a committee of the Pacific Northwest Section of the American Water Works Association (AWWA). OWUC s mission is to promote and monitor legislation, public policies, and regulations that will ensure our communities can provide drinking water of the highest quality, in sufficient quantities, and at a reasonable cost. Page 5

29 4 Link back to agenda WEBSITE MAINTENANCE UPDATE AND PROPOSAL BOARD MEETING AGENDA ITEM MEETING DATE: February 13, 2018 TITLE: WRWC Website Maintenance Update and Proposal ITEM: Mark Knudson briefed the WRWC in November on the current arrangement for website services. WRWC requested a proposal for inhouse website maintenance and a simplified website that would be kept current. At today s meeting, Andrea Watson, TVWD Communications and Public Affairs Supervisor, will briefly present and outline the proposal. STAFF RECOMMENDATION: Consider the TVWD proposal to provide website services to the WRWC. BUDGET IMPACT: TVWD is currently requesting proposals for a website vendor. TVWD has provided estimated costs $4400 for the redesigned website build and launch. Up to 24 hours per year of website maintenance would be included in the current agreement for administrative services. Updated costs will be provided to the WRWC at the conclusion of TVWD s procurement process. STAFF CONTACT: Andrea Watson, andrea.watson@tvwd.org, ATTACHMENTS: Proposal to Provide Website Services to the Willamette River Water Coalition MANAGER APPROVAL: Chief Executive Officer General Counsel N/A Chief Financial Officer N/A Water Supply Program N/A 1850 SW 170th Avenue, Beaverton, Oregon // phone // fax //

30 Proposal to Provide Website Services to the Willamette River Water Coalition Submitted by: Andrea Watson, APR February 13, SW 170th Avenue, Beaverton, Oregon // phone // fax //

31 February 13, 2018 The Board of the Willamette River Water Coalition 1850 SW 170 th Avenue Beaverton, OR Subject: Proposal to Provide Website Services to the WRWC Dear WRWC Board Members: Tualatin Valley Water District (TVWD, the District) would be delighted to provide website services to support the current and future operations and management of the Willamette River Water Coalition (WRWC). TVWD currently operates a full-service communications program, which would efficiently manage the WRWC website design, hosting and content maintenance by utilizing current expertise and resources. TVWD s proposal for website services consists of two tasks; Task 1 includes ongoing hosting, maintenance services, and Task 2 includes website redesign and update. The District s proposal is described in detail in the following attachments: 1. Scope of Services: The District can provide website design, hosting and maintenance services in the most sustainable and efficient manner using secured vendor services. 2. Team: TVWD will make available qualified and skilled staff to manage website services for the WRWC. 3. Fee: Estimated costs are provided. 4. Appendices: The attached evaluation of website options and resumes detail the qualifications of the members of our communications and information technology team. TVWD is currently working to procure web design and hosting services for the TVWD website, which will be completed in By including the WRWC website services as part of this project, TVWD s proposed approach to delivering website services will result in improved website services and efficiencies for each of our agencies. TVWD values the partnership with the Cities of Sherwood, Tigard and Tualatin through the WRWC. We appreciate your consideration of this proposal and look forward to answering your questions. Sincerely, Mark Knudson, P.E. Chief Executive Officer SW 170th Avenue, Beaverton, Oregon // phone // fax //

32 Proposal to Provide Website Services to the Willamette River Water Coalition February 13, 2018 Page 1 BACKGROUND TVWD has been asked to manage the WRWC website and provide a proposal for updating the existing site. The WRWC website is currently hosted by a third-party service that was set up by the former WRWC contractor. The existing WRWC website is hosted by a third-party service, pair Network, Inc., at a cost of $ per year. The existing WRWC website is built on a platform that cannot be easily updated by TVWD staff. APPROACH & SCOPE OF SERVICES TVWD s approach to providing website services for the WRWC consists of two tasks. Task 1 will include ongoing hosting and content maintenance. Task 1 services include support of the existing website as well as website maintenance following completion of the proposed update. Task 2 services include updating the WRWC website, including design, development and implementation of new site content. Each task is detailed below. TASK 1 ONGOING HOSTING AND MAINTENANCE The following Task 1 services include support for the existing website as well as support following implementation of the updated website. Note that website hosting costs may be subject to change following completion of Task 2 services. T1.1 - WEBSITE HOSTING The WRWC website will be hosted by a third-party vendor with the same redundancy, speed and performance standards procured by TVWD s for the TVWD website. TVWD recommends that the WRWC continue hosting site via on pair Networks, Inc. until Task 2, website design and update, is completed and the new WRWC website would transition to website hosting by the contracted TVWD provider. WRWC will receive an update on the actual pricing for all TVWD website hosting services. T1.2 - CONTENT MANAGEMENT/WEBSITE MAINTENANCE TVWD Communications Staff will maintain the content and/or provide training and access to the content management platform for authorized persons to maintain the WRWC website content. The content management platform will comply with accessibility regulations and provide version control to maintain records. Technical advice and emerging issues will be monitored by TVWD and shared with the WRWC in regular reporting periods. TVWD would provide up to 24 hours of staff time per year for website maintenance as part of the existing contract to provide administrative services. Any TVWD staff time that would be billable to the WRWC, would be proposed via a time/cost estimate and billed at the hourly rates contained in the fee section.

33 Proposal to Provide Website Services to the Willamette River Water Coalition February 13, 2018 Page 2 TASK 2 WEBSITE REDESIGN AND UPDATE The following Task 2 services include a one-time update to the WRWC website. TVWD is currently undertaking a complete re-design, rebuild and launch of the TVWD website. This process will be completed in The vendor and TVWD will negotiate a work schedule to complete the web design, build and launch. This presents an opportunity for the WRWC to obtain website services on the same platform and timeline as TVWD by tying into the RFP/contract process. The proposed WRWC website update is intended to result in a simplification of content and significant improvements to the visual appearance and content management platform. The new WRWC website would place primary emphasis on public access to the WRWC Board meeting records, including meeting notices, Board meeting packets, and meeting minutes. The goals for the WRWC website redesign include: Modernize the look/feel of the WRWC virtual presence Provide simple and clear content management that requires minimal training to generate appealing content Better serve the WRWC web needs Comply with current regulations for records retention and accessibility in the digital space Reduce costs for website services Engage stakeholders to provide input to assure website meets needs of users T2.1 - WEBSITE DESIGN The WRWC website will be redesigned. Three options and two types of web design products were evaluated. TVWD concluded that the option of the WRWC site being designed and managed with same website vendor for the TVWD was the preferred option. Using the same vendor and platform minimizes risks and maximizes the possible efficiencies for website services. The proposal would be to build a modern website for the WRWC with a new, updated design and basic functionality, such as: ability for users to contact the WRWC and view upcoming and past meeting information, and to improve the east and stability for the WRWC administrative staff to post notices, photographs, videos and documents, primarily Board meeting notices, agendas, and minutes. Estimated costs are outlined in the proposal. TVWD would include up to six (6) hours of staff time to conduct the design process, which involves an opportunity for stakeholder input into the features the WRWC would like to have included in the new website and selecting a design template. Additional time, if required to complete the design process, would be billed at the rates quoted in the fee section. T2.2 - WEBSITE PROGRAMMING (BUILDING AND LAUNCH) The WRWC website will be built and launched at the conclusion of the website design process. The timeline for building and launch will be negotiated with the TVWD website vendor.

34 Proposal to Provide Website Services to the Willamette River Water Coalition February 13, 2018 Page 3 PROJECT TEAM The TVWD proposal team for the WRWC website services includes members from the District s management, communications and information technology departments. This team is responsible for the TVWD website services. TVWD will be contracting for services and the qualifications of the vendor personnel will be provided to the WRWC upon vendor selection. TVWD staff assigned to the WRWC website effort are summarized in the following table: Personnel TVWD Title WRWC Responsibilities Mark Knudson, P.E. Chief Executive Officer Primary point of contact for WRWC administrative services Andrew Carlstrom Customer Service Manager Manager of TVWD Communications Department Andrea Watson Communications and Public Affairs Supervisor Project Lead, WRWC Design Process, Site Content Jim Van Hook Development Coordinator and Programmer, Information Services Technical support, Project team, Domain Name Registration Frank Reed Communications and Youth Site Content, Site Design, Site Setup Education Coordinator Jim Meierotto Outreach and Engagement Site Content Coordinator Katherine Lipari DeSau Executive Assistant Addition of routine updates including meeting dates, notices, agendas and minutes OPTION FOR WEB DESIGN AND PROGRAMMING WEB DESIGN/WEB PROGRAMMING Three options, Word Press, Wix and TVWD vendor, were evaluated for web design and website programming. See Appendix for a summary of the analysis of the three options. All options require maintaining the current domain names. TVWD proposes maintaining the WRWC current website service package and then providing services through one vendor and one website hosting service upon completion of the TVWD RFP and website design process. The TVWD option provides sustainability in the partnership and the greatest opportunities for efficiencies for both agencies. The estimated TVWD pricing is a worst-case scenario, and actual costs will be available no later than April 30, 2018.

35 Proposal to Provide Website Services to the Willamette River Water Coalition February 13, 2018 Page 4 TVWD A vendor relationship between TVWD and the website service provider will be established through the TVWD procurement process. The vendor will provide technical expertise and support, as well as a predictable pricing structure with a pre-negotiated annual increased based on CPI for our region. The TVWD website services provider will comply with the current ADA accessibility regulations. TVWD OPTION The TVWD option will give the WRWC access to the most technical assistance, lowest risks and most robust features at the most predictable cost. This option enables the WRWC maximum design opportunity with a flat fee set up cost. TVWD staff will provide up to 2 hours per month or 24 hours per year to maintain the WRWC site and content under the existing contract for TVWD to provide administrative services to the WRWC. Any need that would exceed the two hours per month would result in TVWD staff preparing a report, estimate of costs for the WRWC to consider and approve before performing any billable website maintenance or design work. SCHEDULE Task 1 activities will begin immediately and continue for the duration of these duties are assigned to TVWD. Task 2 activities could have a full schedule by April 30, 2018, but would be no later than December 31, The Design process will take 2-4 weeks. The website Build Process will take up to 8 weeks. FEES Task 1 Costs, Ongoing Maintenance Based on TVWD s efforts to review the existing website and prepare this proposal for website maintenance and updates, it has been determined that costs for ongoing hosting and maintenance of the existing website are minimal and can be accommodated under WRWC s existing budget for Operating Expenses. This assumes no changes to the existing WRWC website and no changes in the level of support required to maintain the website. These expenses include Domain Registration & Hosting, which currently costs $11 per year through pair Networks, Inc. This service by pair Networks would be maintained until TVWD website vendor selection process complete. When the newly designed WRWC website is completed and transferred to the common web hosting provider, TVWD will transfer domain registration and website hosting to a common provider(s). The WRWC Board will receive an update on the actual pricing for all TVWD website services.

36 Proposal to Provide Website Services to the Willamette River Water Coalition February 13, 2018 Page 5 Task 2 Costs, Website Programming (Build and Launch) and Yearly Hosting Costs Option Year One Estimated Costs* Estimated Future Costs per Year* TVWD Website Vendor* $ = $4400 $900 + CPI for Portland Metro *Actual TVWD Costs would be a based on the RFP process. The billable hourly rates for the TVWD staff who would work on the website services team are listed. TVWD to provide updated schedule to the WRWC annually. Billable rates for the website/web hosting firm which would include future design changes and programming, if the WRWC requested services, will be provided when the vendor selection process is concluded. Personnel Billable Rates 2018 Fiscal Year Andrea Watson $170 Jim Van Hook $145 Frank Reed $125 Jim Meierotto $120 Katherine Lipari DeSau $90

37 Proposal to Provide Website Services to the Willamette River Water Coalition February 13, 2018 Appendix A Options Evaluation EVALUATION OF THREE OPTIONS FOR WEBSITE SERVICES TO THE WRWC WORD PRESS A common website development platform, which offers over 350 pre-built, easy-to-use themes. There are a variety of plug-ins available to add functionality to the website. Many web developers use the Word Press platform, enabling easy access to robust technical expertise from contractors, if desired. Currently, 29% of all websites are created on the Word Press platform. WIX A cloud-based content management website platform that provides pre-built template websites. The plug-in features available are not as robust at Word Press. Wix expertise would be less available than expertise for Word Press. Wix is one of a field of competitors, such as SquareSpace and Weebly that offer similar pricing. Both Word Press and Wix are third-party providers that may have periodic rate increases or other service changes that TVWD would monitor and report to the WRWC. Regulatory requirements for public agencies, mergers, acquisitions and other unforeseeable risks may occur. TVWD A vendor relationship between TVWD and the website service provider will be established through the TVWD procurement process. The vendor will provide technical expertise and support, as well as a predictable pricing structure with pre-negotiated annual increased based on CPI for our region. The TVWD website services provider will comply with current ADA accessibility regulations. Alternatives Word Press Wix TVWD Estimated TVWD Staff Time to Learn Platform Up to 55 hours HIGH Up to 40 hours MEDIUM LOW Technical Criteria Evaluated for Three Options Robust Features Availability of Technical Assistance Risk of Change in Structure HIGH HIGH MEDIUM MEDIUM LOW HIGH HIGH HIGH LOW

38 Proposal to Provide Website Services to the Willamette River Water Coalition February 13, 2018 Appendix A Options Evaluation Evaluated Alternatives Cost Criteria for Evaluated Options Cost of Platform TVWD Staff Time to Manage Platform Estimated TVWD Staff Time to Build Site Estimated Year One Design & Hosting Costs Word Press $24.92/month Up to 55 hours 20 hours $9674 Wix $14/month Up to 40 hours 15 hours $7043 TVWD Web TBD^ 0 Contractor $4400 Provider ^The design costs will be based on the request for proposal process. Typical costs are expected to be less than $35000 for the design selection and site building process.

39 Proposal to Provide Website Services to the Willamette River Water Coalition Appendix B Resumes

40 Andrea Watson, APR Communications and Public Affairs Supervisor SUMMARY OF QUALIFICATIONS 25 years of communications, public relations and outreach experience in the public, nonprofit, and health care sectors. Manage and evaluate service delivery and programs. Design and deliver professional internal and external communications tools, including publications, strategic communication plans, presentations, and engagement strategies Provide accurate and relevant digital information, including website and social media content Maintain professional relationships with internal and external stakeholders to promote understanding of services and programs WORK EXPERIENCE COMMUNICATIONS AND PUBLIC AFFIARS SUPERVISOR Tualatin Valley Water District, Beaverton, Oregon November Present Manage district s communications program, including strategic, routine and emergency matters for internal and external stakeholders. Design and promote district activities, events, and programs. Participate in public affairs and coordinate intergovernmental relations. Manage communications budget and procurement. COMMUNICATIONS DIRECTOR Reynolds School District), Fairview, OR September 2003 October 2017 Responsible for strategic communications programs. Developed, implemented and evaluated communication plans for: crisis, emergency, strategic and routine matters. Created and managed content for publications, press releases, social media and website. Created publicity materials for and participated in fairs, promotions and special events. Built library of photographs, displays, audio and video messages to promote and inform. Conducted media interviews and media outreach. Managed department budget and procurement Supervised volunteer program SW 170th Avenue, Beaverton, Oregon // phone // fax //

41 Andrea Watson Page 2 COMMUNITY RESOURCES COORDINATOR Gresham-Barlow School District, Gresham, OR February 2000 September 2003 Managed district volunteer programs, including recruitment, training, recognition and retention. Developed and maintained relationships with community members, business leaders and partner agencies. CAMPAIGN COORDINATOR Greater Douglas United Way, Roseburg, OR Planned, organized and executed the annual giving campaign. Interim Executive Director for six months. Managed local chapter of United Way. EDUCATION UNIVERSITY OF OREGON Continuing Administrator Licensure Coursework Bachelor of Science, Community Health Education PORTLAND STATE UNIVERSITY Master of Public Administration GEORGE FOX UNIVERSITY School of Education: Initial Administrator Licensure Program CERTIFICATION AND PROFESSIONAL DEVELOPMENT Accreditation in Public Relations, Universal Accreditation Board, September 2015 Administrator Licensure, Teacher Standards and Practices Commission, 2009-present FEMA Courses: Social Media (IS-042) Basic PIO (G290) Joint Information System (G291) Incident Command System (IS-100, IS 200, IS-201) NIMS Intro and NIMS Public Information Systems (IS-700, IS-702); National Response Framework ( IS-800) Community Preparedness (IS 909), Public Works Role in Emergency (IS-552), Emergency Support Function 15 (IS-250).

42 Andrea Watson Page 3 PROFESSIONAL ASSOCIATIONS AMERICAN WATER WORKS ASSOCIATION Member PUBLIC RELATIONS SOCIETY OF AMERICA Member, Public Affairs and Government Section NATIONAL SCHOOL/OREGON PUBLIC RELATIONS ASSOCIATION Member, National Conference presenter Board member, past Treasurer New professional mentor, APR Coach, conference presenter COMMUNITY SERVICE BOARD MEMBER West Columbia Gorge Rotary: Charter member, Past Secretary, Past President, Committee Chair Emilio, Inc.: Vice Chair MetroEast Community Media, Past Member and Board Chair West Columbia Gorge Chamber of Commerce, Past Board Member VOLUNTEER Oregon Food Bank SnowCap Community Charities Comcast Cares Day Multnomah Dental Society Children s Health Fair Reynolds Education Foundation Umpqua Community College Joint Information Center October 2015 mass shooting event AWARDS Outstanding Media Relations in a Crisis, Troutdale Police Department (2014) Family Adovcacy Award, Member, Public Affairs and Government Section (2008) Golden Achievement Award, Member, Public Affairs and Government Section (2016) PRESENTATIONS National School Public Relations Association o School Based-Crisis Communications, 2015 o Using Students in Your School Communications Program, 2015 o Inter-agency Crisis Communications, 2016 o Preventing Cyberbullying, 2017

43 Jim Van Hook Development Coordinator and Programmer SUMMARY OF QUALIFICATIONS More than 39 years of software development experience Develop software programs for desktop, server, and websites Provide analysis, business and project management for in-house and company customers Manager of software staff, customer support staff, and a small business general manager in the software development industry WORK EXPERIENCE DEVELOPMENT COORDINATOR AND PROGRAMMER Tualatin Valley Water District, Beaverton, Oregon May Present Manage IT projects for both in-house developed software and purchased software implementations and upgrades. Manage non-it projects with significant IT components. Responsible for recent replacement of District s online payment provider, including coordination of consultant, vendor, customer service, communications, and accounting staff participation, as well as the development of software to support the new provider. Develop and test software for District use including public website, the Utility Billing system, integration with purchased software, and solutions for other business process requests. Provide analysis, support, and documentation for in-house software and business rules captured within the software. DEVELOPER APPLICATION SUPPORT Tualatin Valley Water District, Beaverton, Oregon May 2008 April 2010 Provided support and analysis functions to custom software. Programmed.NET applications in C#, ASP.Net, and SQL Server for customer requested feature requests and problem resolutions. Upgraded public website to use a single content management system. Implemented first issue tracking system for District. Created three new user manuals for existing systems SW 170th Avenue, Beaverton, Oregon // phone // fax //

44 Jim Van Hook Page 2 OWNER; DIRECTOR OF BUSINESS DEVELOPMENT OnShore Software, Beaverton, Oregon November 2003 April 2008 Founded software development firm providing Windows and Web programming, project management, and application integration primarily serving law firms. Responsible for vendor and partner relationships, sales, and marketing. Created Windows installation scripts, Office macros, and various VB6 and VB.NET code enhancements for software for sale. Managed and participated in projects included fax routing center for law firms, internal websites, and building training web applications for customers. DIRECTOR OF SOFTWARE DEVELOPMENT LEGAL SYSTEMS Omtool, Ltd., Beaverton, Oregon March 1998 October 2003 Managed all law firm oriented software development for Omtool Ltd., including budgetary and project management responsibilities, and entire product lifecycle. Developed new products for law firms incorporating additional server platforms, PDF integration, new MS Office features, and secure using Outlook, Lotus Notes, and Novell GroupWise. Added web-based versions of desktop applications to product portfolio. Provided guidance and leadership for a group of eight developers, including mentoring and skills development. EDUCATION COMPUTER CAREER INSTITUTE AA Equivalent (1977) Computer programming PROFESSIONAL SKILLS AND DEVELOPMENT Software development in multiple languages and environments including: C#, VB.NET, ASP (web), SQL-Server, HTML and Java. Proficient in business analysis and project management disciplines including the development and use of Use-cases, User stories, and Business and Functional requirements, and the use of tools such as MS-Project and Visio for analysis and management. Generalist providing super user or administrator support for COTS applications including Microsoft Office, SharePoint, New World accounting, Azteca CMMS, and internet and web usage.

45 Frank Reed Communications and Youth Education Coordinator SUMMARY OF QUALIFICATIONS More than 19 years of communications, public relations and outreach experience Develop and provide professional internal and external communications tools, including publications, communication plans, presentations, and educational resources Ensure accurate and relevant digital information, including website and social media content Maintain professional relationships with internal and external stakeholders to promote understanding of services and programs WORK EXPERIENCE COMMUNICATIONS AND YOUTH EDUCATION COORDINATOR Tualatin Valley Water District, Beaverton, Oregon September Present Write, edit and design internal and external communication publications, including annual report, fact sheets, newsletters, talking points, brochures, calendars and news releases Develop and present educational programs for schools, clubs, and community groups Create and manage content for the Tualatin Valley Water District website, serve as the District s webmaster Manage the District s media relations program, including the preparation and distribution of press releases, updating key and supporting messages, and conducting media interviews Audit communication materials and create templates for consistency Create publicity materials for and participate in fairs, promotions and special events VEHICLE INSPECTION OUTREACH COORDINATOR Oregon Department of Environmental Quality (DEQ), Portland, OR September 1999 September 2002 Wrote, edited and designed news releases, fact sheets, newsletters and other informative literature to promote understanding of the Vehicle Inspection Program Created and managed content for the Vehicle Inspection Program s website Created publicity materials for and participated in fairs, promotions and special events Wrote and implemented objectives in the Vehicle Inspection Program communications plan Conducted media interviews 1850 SW 170th Avenue, Beaverton, Oregon // phone // fax //

46 Frank Reed Page 2 Led the communications portion at a national conference forum on vehicle inspection outreach techniques PUBLIC AFFAIRS ASSISTANT Oregon Department of Environmental Quality (DEQ), Portland, OR February 1999 September 1999 Compiled, wrote and edited DEQ s first communications plan Created DEQ brochures and fact sheets, including Major Media Contacts, Working With the Media and Publication Standards Compiled daily summaries of DEQ in Oregon newspapers Worked in the Joint Information Center portion of the Incident Command System for the New Charissa Shipwreck EDUCATION LINFIELD COLLEGE BS Communications PROFESSIONAL SKILLS AND DEVELOPMENT Co-chair of Regional Water Providers Consortium s Water Communicators Network committee Member of American Water Works Association Pacific Northwest Section Communications Committee Highly proficient with Adobe InDesign and Photoshop, and the Microsoft Office suite of software Completed multiple levels of FEMA Incident Command System Training

47 Jim Meierotto Outreach and Engagement Coordinator CAREER SUMMARY PROGRAM COORDINATOR OUTREACH SPECIALIST COMMUNICATIONS STRATEGIST PUBLIC UTILITIES EDUCATOR Versatile, influential and engaging professional with 17 years of experience managing and promoting programming, communication and outreach efforts within the water and electric utilities sectors. Specific knowledge of the Tualatin basin water community. An exceptional program leader, communicator and bridge builder with advanced strategic and problem-solving aptitude. Able to gain consensus and successfully tackle issues with people across all levels of an organization. A strong storyteller and content strategist with demonstrated success in building awareness and inspiring action, across a diverse range of projects and campaigns. An articulate presenter and educator who excels in articulating complex information to business leaders, community members, and non-technical stakeholders in a manner that s both clear and actionable. A pivotal contributor to daily business operations. Energized by opportunities to improve processes, build alliances, provide strong leadership and customer service, and identify avenues for growth. AREAS OF EXPERTISE Public Affairs Communications Program Management Team Leadership Content Development Research & Analysis Public Relations Outreach Campaigns Marketing Negotiation Customer Service Public Utility Operations Process Improvement Budget Management Problem Solving WORK EXPERIENCE OUTREACH AND ENGAGEMENT COORDINATOR Tualatin Valley Water District, Beaverton, Oregon 2016 Present Responsible for developing and successfully executing a program of work dedicated to enhanced in-person customer and stakeholder outreach and building customer relationships SW 170th Avenue, Beaverton, Oregon // phone // fax //

48 Jim Meierotto Page 2 PROGRAM COORDINATOR Tualatin Valley Water District, Beaverton, Oregon Promoted into a hybrid role that included management of the Valley View Water District (which contracts with TVWD to manage its water district), TVWD district communications and outreach and procurement. Integrally involved in TVWD communications initiatives as the alternate PIO and a collaborator on overall communications strategies. Called upon as needed to guide communication response in times of emergency, lead other communication campaigns and support youth education. Select Highlights: Fluent in TVWD communication processes, serving as the primary backup to both the agency s PIO and webmaster. Called upon to lead numerous boil-water emergency events, demonstrating a firm grasp of the processes and critical nature involved in communicating water issues to the public. Excel within an industry that thrives on partnerships, forging strong relationships with key water utility stakeholders across the Pacific Northwest. Possess a succinct grasp of legislative matters and other big picture policy and regulatory aspects related to providing high quality water to customers. Adeptly manage all aspects of running a water district for VVWD. Work directly with a Board of Commissioners, write resolutions for rates and SDC updates, develop outreach messaging, create budgets and manage customer service issues. Authored VVWD s five-year Intergovernmental Agreement and budget, and successfully negotiated its terms. CONSERVATION COORDINATOR/COMMUNITY OUTREACH Tualatin Valley Water District/Willamette Water Supply Program, Beaverton, OR Initially recruited as a field customer service representative. In 2006, promoted into a conservation coordinator role, directing a staff of one and managing an $800K biennial budget. Managed TVWD s residential water conservation program including community outreach until taking on community outreach and communications development for the newly-formed Willamette Water Supply Program (WWSP) in Built an extensive community and industry outreach effort for WWSP, devising communication strategies to educate the public on this major water supply program and its impact on the community. Specific efforts included website design, development and distribution of mass mailings, press releases and advertisements, and coordination of focus groups and workshops. Select Highlights: Built one of the best water conservation programs in the state, developing effective marketing and communication campaigns that created community engagement and reduced water consumption. Made television and radio appearances and participated in PSA video promotions to communicate the importance of water efficiency. Increased conservation rebates by 700% through highly effective marketing and outreach campaigns. Initiated development of an outreach program that helped secure a decision on future water supply. Co-developed the ourreliablewater.org website. Collaborated with a team of four on design strategy, naming and logo. Also supported content development for the new communication platform.

49 Jim Meierotto Page 3 PROJECT MANAGER (CONTRACT) Albertsons Corp., Boise, Idaho Took on a comprehensive project management role, supporting the Vice President of IT in revamping and modernizing several outdated, inefficient processes. Led an eight-person team and collaborated with 12 cross-functional departments/teams, conducting process mapping and implementing technology upgrades. Select Highlights: Authored a department training manual, researching and compiling data accumulated over 50+ years to provide employees with a comprehensive educational guide. Completed the redesign project in just 12 months (originally targeted to take 18 months), while simultaneously reducing the department s annual budget by $150K. FOREST TECHNICIAN Trees, Inc., Albany, Oregon Oversaw tree and vegetation management issues for PacifiCorp utility customers. Managed up to 25 tree-trimming crews and maintained positive working relationships with property owners and government entities. Earned international certifications and state licensure to ascend to the company s highest technical role. EDUCATION UNIVERSITY OF IDAHO Bachelor of Science, Natural Resource Management PROFESSIONAL ASSOCIATIONS American Water Works Association, PNWS Personal Leadership Committee Chair Oregon Water Utilities Council (OWUC) Tualatin River Watershed Council International Association for Public Participation Oregon Public Purchasing Association Willamette 2100 Technical Advisory Group Urban Water Innovation Network, Stakeholder Advisory Committee

50 Katherine Lipari DeSau Executive Assistant SUMMARY OF QUALIFICATIONS More than 18 years of administrative experience supporting executives and Board members Experience assisting committees by drafting agendas, compiling and distributing meeting packets, recording minutes and executing related tasks/projects Successful management of multiple projects with varying priorities and deadlines WORK EXPERIENCE EXECUTIVE ASSISTANT Tualatin Valley Water District, Beaverton, Oregon September Present Provide administrative support to the Chief Executive Officer, Board of Commissioners and General Counsel Serve as the Travel Coordinator for the Administration Department and Board Serve as back-up for the District Recorder, recording minutes and executing applicable tasks Provide administrative support to the Willamette River Water Coalition including but not limited to drafting meeting agendas, compiling and distributing meeting packets and recording minutes. SENIOR EXECUTIVE ASSISTANT TO THE CHIEF FINANCIAL OFFICER Cedar Sinai Park, Portland, OR July 2016 August 2017 Managed and prioritized Chief Financial Officer s schedule and commitments including calendar, travel and continuing education opportunities Served as the point person for the Chief Financial Officer. Managed information requests and conducted research, relieving executive of administrative duties Assisted with reviewing, compiling and routing financial report and budget documents Acted as a liaison between staff and the Board Finance Committee including composition and distribution of meeting minutes Served as the key point of contact for administrative banking and property/liability insurance matters Managed the organization s contract files and ensured compliance with documentation requirements for risk management purposes. Served as a resource to management concerning contract policies and procedures. Researched risk management matters as needed 1850 SW 170th Avenue, Beaverton, Oregon // phone // fax //

51 Katherine Lipari DeSau Page 2 REPORTING, BUDGETING & COMPLIANCE COORDINATOR Cedar Sinai Park, Portland, OR May 2012 July 2016 Served as Executive Assistant to the Chief Financial Officer. Performed daily clerical functions including but not limited to working with multiple calendars to schedule meetings and arrange conference calls. Coordinated conference and travel arrangements as needed Acted as a liaison between staff and the Board Finance Committee including composition and distribution of meeting minutes Managed the organization s contract files and ensured compliance with documentation requirements for risk management purposes Additional Tasks Coordinated the organization s human resources, safety and HIPAA committees by researching and promoting regulatory compliance, creating meeting agendas and composing minutes. Completed a variety of tasks, reports and projects pertinent to these committees Responsible for coordinating and calculating annual operating budget draft. Created, compiled and published budget reports for staff and the Board Published monthly internal and external financial reports ADMINISTRATIVE ASSISTANT TO THE CFO Cedar Sinai Park, Portland, OR October 1999 May 2012 Served as the Administrative Assistant to the Chief Financial Officer including calendaring, correspondence, creating schedules and other projects as assigned Acted as a liaison between staff and the Board Finance Committee including composition and distribution of meeting minutes Supported human resources, safety and HIPAA committees with increasing growth in responsibility and tasks Assisted in the calculation, compilation and publication of the organization s annual budget EDUCATION PORTLAND STATE UNIVERSITY BS Psychology

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53 5 Link back to agenda MEETING DATE: February 13, 2018 WILLAMETTE RIVER WATER COALITION BOARD MEETING AGENDA ITEM TITLE: Unaudited Financial Report for the Second Quarter of the Fiscal Year Ending June 30, 2018 ITEM: The WRWC completed the second quarter of its fiscal year on December 31, The WRWC s spending is under budget and the required dues are lower than budgeted. Staff will recap the WRWC s financial results for the second quarter and present information on dues for the remainder of the fiscal year. STAFF RECOMMENDATION: This agenda item is presented for information only - no Board action is required. BUDGET IMPACT: The cost of preparing and presenting the financial report is included in the WRWC s management agreement with TVWD. There is no budget impact for this agenda item. STAFF CONTACT: Paul Matthews, paul.matthews@tvwd.org, ATTACHMENTS: Quarterly financial results MANAGER APPROVAL: Chief Executive Officer General Counsel N/A Chief Financial Officer Water Supply Program N/A 1850 SW 170th Avenue, Beaverton, Oregon // phone // fax //

54 Willamette River Water Coalition For the annual budget period ending June 30, 2018 For the quarter ending December 31, 2017 Activity for the Quarter Budget Actual Variance Resources Unaudited Annual Budget Annual Budget To date Actual Variance Remaining Budget Revenues $ 8,800 $ - $ (8,800) Dues by TVWD & other members $ 44,000 $ 35,169 $ - (35,169) $ 44, (24) Interest on Investments (81) 219 8, (8,824) Total Revenues 44,278 35, (35,250) 44,219 35,115 18,088 (17,027) Beginning Fund Balance 21,243 21,243 24,074 2,831 (2,831) 43,984 18,133 (25,851) Total Resources 65,521 56,552 24,133 (32,419) 41,388 Requirements Materials and Services: 6,500 6, Operating Expenses 26,000 13,006 12,000 1,006 14, ,448 (2,816) Professional Services 8,500 1,810 3,448 (1,638) 5, (300) Business Expense 2, (55) 2, Other Sundry 2,000 2,000-2,000 2, Water Quality 2,000 2,000-2,000 2, Public information 3,000 1,064-1,064 3,000 7,704 9,896 (2,192) Total Expenditures 44,000 20,272 15,896 4,376 28, Contingency 6, ,600 7,704 9,896 (2,192) Total Expenditures & Contingency 50,600 20,272 15,896 4,376 34,704 36,280 8,238 28,042 Ending Fund Balance 14,921 36,280 8,238 28,042 6,683 43,984 18,133 25,851 Total Requirements 65,521 56,552 24,133 32,419 41,388 These statements unaudited and are preliminary for fiscal year ending June 30, Page 1 of 1