Bard Meeting Minutes Tuesday, Nvember 14, 2017 WRWC Bard Members r Alternates present: Richard Burke, WRWC Bard Chair Tualatin Valley Water District (TVWD) (arrived 5:33pm) Kim Yung City f Sherwd Frank Bubenik, Cuncilr City f Tualatin Jhn Gdhuse, Cuncilr City f Tigard WRWC Member Staff present: Jhn Gdrich City f Tigard Mark Knudsn, CEO TVWD Clark Balfur TVWD Paul Matthews TVWD Katherine Lipari DeSau TVWD David Kraska Willamette Water Supply Prgram Faye Brantn Willamette Water Supply Prgram Jeff Fuchs City f Tualatin Craig Sheldn City f Sherwd Call t Order Vice Chair Jhn Gdhuse called the meeting t rder at 5:32 pm. 1. Review and Apprval f Minutes f May 9, 2017 Bard Meeting Burke asked if there were any revisins t the May 9, 2017 WRWC Bard meeting minutes. There were n bjectins; therefre, Burke declared the minutes apprved. 2. Electin f Officers fr 2017-2018 Knudsn indicated that WRWC fficers need t be elected fr the 2017-2018 fiscal year. Mtin by Bubenik t elect Jhn Gdhuse as the 2017-2018 WRWC Bard Chair. The mtin passed unanimusly. Immediately thereafter, Burke passed Bard Chair respnsibilities t Gdhuse wh then presided ver the remainder f the meeting. Mtin by Bubenik, secnd by Yung t elect Richard Burke t serve as the 2017-2018 WRWC Vice Chair. The mtin passed unanimusly. Mtin by Yung, secnd by Bubenik t nminate Tualatin Valley Water District as the 2017-2018 WRWC Secretary. The mtin passed unanimusly. WRWC Bard Meeting Minutes Nvember 14, 2017 Page 1
3. WRWC Bard Meeting Schedule fr 2018 Knudsn asked the Bard t establish a meeting schedule fr the 2018 calendar year and prpsed quarterly meeting dates. Gdhuse requested that meetings finish by 6:15 pm. Mtin by Burke, secnd by Bubenik, fr the WRWC Bard t meet quarterly, n the fllwing dates: February 13, May 8, August 14, and Nvember 13, 2018 with meetings t start at 5:15 pm. The mtin passed unanimusly. 4. Financial Statements fr the Fiscal Year Ending June 30, 2017 and Unaudited Financial Reprt fr the First Quarter f the Fiscal Year Ending June 30, 2018 Matthews presented the financial statements fr the fiscal year ending June 30, 2017 and the first quarterly reprt fr fiscal year ending June 30, 2018. Fllwing are key highlights: Financial Statements - Fiscal Year Ending June 30, 2017 Since WRWC transactins are belw the state threshld, a review as ppsed t an audit was cnducted. The review resulted in an unmdified pinin. As directed by the Bard, the WRWC fund balance was reduced. The net psitin, at the end f the fiscal year, ttaled $24,074. Unaudited Financial Reprt First Quarter Fiscal Year Ending June 30, 2018 A revised first quarter financial reprt which included actual interest earnings, was distributed with this evening s meeting packet. First quarter s financial results perfrmed as anticipated. Dues will be billed when the WRWC fund balance drps t apprximately $5,000. Mtin by Burke, secnd by Yung t accept the review by independent auditrs fr the fiscal years ending June 30, 2017 and 2016. The mtin passed unanimusly. 5. Willamette Gvernance Grup Update Knudsn prvided an verview and update f Willamette Gvernance Grup (WGG) activities and partnerships. (See attached presentatin.) He nted that cnsiderable prgress has been made and presented intake capacity and cst allcatins. Next steps include finalizing the Willamette Intake Facility Intergvernmental Agreement and Purchase and Sale Agreements. It is anticipated that the WRWC agreement will be restated late 2018. Knudsn reprted that abut $20,622 in WGG facilitatin csts have been allcated t WRWC members fr services prvided but nt budgeted in FY 2017-18. TVWD will pay the WGG facilitatin fees and bill applicable WRWC partners fr their cst shares. Matthews cnveyed the fllwing estimated WRWC partner dues fr the new year: Sherwd - $2,800 Tigard - $10,000 Tualatin - $3,200 TVWD - $30,000 The partner dues will be in additin t WGG facilitatin fees. WRWC Bard Meeting Minutes Nvember 14, 2017 Page 2
6. WRWC Website Maintenance Knudsn discussed the existing WRWC website, nting that cntent is utdated and missing thrugh n fault f the engaged cntractr. He asked members abut desired WRWC website bjectives and presented fur ptential website maintenance ptins. After sme discussin, it was decided that the website shuld be simplified t include the WRWC missin, meeting schedule, minutes and budget/financial statements. Members emphasized the imprtance f keeping basic cntent updated. Knudsn respnded that TVWD staff will pursue updates t the afrementined key website sectins; ther cntent areas will remain utdated fr the time being. TVWD agreed t present a prpsal fr in inhuse website maintenance at the next WRWC meeting. 7. Member Updates/Annuncements Mark intrduced the fllwing meeting attendees: David Kraska, Willamette Water Supply Prgram Directr, assuming Willamette Intake Facilities Cmmissin management respnsibilities Faye Brantn, Willamette Water Supply Prgram Administrative Assistant Katherine Lipari DeSau, TVWD Executive Assistant Knudsn reprted that the US Army Crp f Engineers annunced the availability f the draft envirnmental assessment fr the Willamette River water reallcatin. The findings identified n impact thrugh the envirnmental assessment prcess. Staff will present additinal infrmatin at the next WRWC Bard meeting. 8. Public Cmment There was n public present. 9. Adjurnment Mtin by Yung, secnd by Bubenik t adjurn the meeting at 6:25 pm. The mtin passed unanimusly. WRWC Bard Meeting Minutes Nvember 14, 2017 Page 3
Willamette River Water Calitin Meeting Nvember 14, 2017 Electin f WRWC Officers fr 2017 2018 Willamette River Water Calitin Meeting Nvember 14, 2017 1
Electin f WRWC Officers fr 2017 18 WRWC Intergvernmental Cperative Agreement Chair & Vice Chair elected at start f fiscal year Secretary appinted annually Existing Officers elected Nvember 2016 Chair: Richard Burke, TVWD Vice Chair: Jhn Gdhuse, Tigard Secretary: Vacant, duties perfrmed by TVWD Staff Recmmendatin Elect, by mtin, Chair & Vice Chair fr 2017 18 Appint, by mtin, Secretary 3 WRWC Meeting Schedule fr 2018 Willamette River Water Calitin Meeting Nvember 14, 2017 2
WRWC Meeting Schedule fr 2018 WRWC Intergvernmental Cperative Agreement N minimum frequency f meetings Traditinally WRWC Bard has met quarterly Recent Schedule Secnd Tuesdays in February, May, August, Nvember Anticipated schedule fr 2018 February 13, 2018 May 8, 2018 August, 14, 2018 Nvember 13, 2018 Staff Recmmendatin Establish, by mtin, WRWC meetings schedule fr 2018 5 FY2017 Financial Statements and FY2018 Unaudited Financial Perfrmance Willamette River Water Calitin Nvember 14, 2017 3
Tnight s Infrmatin FY2017 Financial Statements Review WRWC s financial perfrmance Reprt f Auditrs FY2018 Unaudited Perfrmance Financial Perfrmance in 1 st Quarter Strategy fr cming year 7 FY2017 Financial Statements Reprt f Independent Auditrs Review rather than audit Unmdified Opinin (i.e., clean audit ) Enterprise Fund Reprting Statements f Net Psitin (Similar t a Balance Sheet) Statements f Revenue, Expenses and Changes in Net Psitin (Similar t an Incme Statement) Statements f Cash Flws Management s Discussin and Analysis Prvides a gd verview f the WRWC s financial results 8 4
Net Psitin 9 Revenues, Expenses and Changes in Net Psitin 10 5
FY2017 Basic Financial Statements Findings and Cnclusins Fund balances have declined keeping with the bjectives f the Bard Expenditures during FY2017 were within WRWC s Budget WRWC maintains sufficient wrking capital t fund its activities Unmdified review by Independent Auditrs 11 First Quarter FY2018 Financial Perfrmance FY2017 Financial Statements and FY2018 Unaudited Financial Perfrmance Willamette River Water Calitin Nvember 14, 2017 6
First Quarter Perfrmance 13 Strategy Ging Frward Cntinue t mnitr expenditures and fund balance Invice Members fr dues when fund balance drps t arund $5,000 Cntinue t earn interest n WRWC fund balance 14 7
Questins and Answers FY2017 Financial Statements and FY2018 Unaudited Financial Perfrmance Willamette River Water Calitin Nvember 14, 2017 Willamette Gvernance Grup Update Willamette River Water Calitin Meeting Nvember 14, 2017 8
WGG Update t WRWC Presentatin Overview WGG verview and relatinship t WRWC Anticipated structure and scpe f IGAs Intake capacity & buy in cst allcatin WGG facilitatin csts fr 2017 18 Restating & updating the WRWC IGA 17 Willamette River Water Calitin (WRWC) Administratin f existing 130 MGD water right Sherwd, Tigard, Tualatin & TVWD Willamette Gvernance Grup (WGG) New IGAs fr planning, design, cnstructin, peratin & administratin f Willamette supply Sherwd, Tigard & TVWD (nt Tualatin) Wilsnville, Hillsbr & Beavertn Willamette Water Supply Prgram (WWSP) WGG Overview Relatinship t WRWC Partnership f TVWD & Hillsbr 18 9
WGG Update Anticipated Agreements & Partners Raw Water Facilities IGA (Intake) Beavertn & Cuncil Hillsbr & Cuncil Sherwd & Cuncil Tigard & Cuncil TVWD & Bard Wilsnville & Cuncil WRWTP Existing IGA s TVWD Wilsnville Sherwd WWSS IGA TVWD Hillsbr Beavertn WRWC IGA (Water Rights) Sherwd Tigard TVWD Tualatin 8 WGG Update WIF Cmmissin Organizatinal Structure Beavertn Cuncil Hillsbr Cuncil Sherwd Cuncil Tigard Cuncil TVWD Bard Wilsnville Cuncil Willamette Intake Facilities Cmmissin Bard WRWTP Management Cmmittee Managing Agency Operatins Cmmittee Raw Water Facilities Operatr WWSS WTP 8 10
WGG Update Significant Prgress Has Been Made Reslutin f utstanding issues Physical mdel cnfirmed 150 mgd capacity Allcated capacity wnership and cst shares Agreed t vting and decisin making prcesses Planned fr integratin f intake imprvements Agreed t assignment f duties fr facility peratin and Managing Agency 21 Currently Finalizing Real Prperty & Easements Interim Financial Prcedures Purchase and Sale Agreements Mving Frward With WGG Update Significant Wrk is Underway Develping Wrk Plan fr Managing Agency Establishing Cmmittees & scheduling meetings Planning fr WIF Cmmissin Bard meeting 22 11
Intake Capacity Allcatins Assumes 150 MGD Ttal Capacity Organizatin Lng Term Max Day Demand (MGD) Resulting Capacity (MGD) Resulting Capacity & Cst Share (%) Wilsnville 25.0 25.0 16.7% TVWD 56.5 59.1 39.4% Sherwd 9.7 9.7 6.5% Tigard 15.0 15.0 10.0% Hillsbr 36.2 36.2 24.1% Beavertn 5.0 5.0 3.3% Ttal 147.4 150.0 100.0% 23 Intake Cst Allcatins Assumes 150 MGD Ttal Capacity Organizatin Cst f Capacity Purchase frm TVWD ($) Cst f Permitting, Screen & Seismic Imprvements ($) Ttal Investment ($) Wilsnville $ 0 $ 125,000 $ 125,000 TVWD $ 0 $ 5,836,245 $ 5,836,245 Sherwd $ 238,443 $ 842,847 $ 1,081,290 Tigard $ 750,239 $ 2,258,783 $ 3,009,022 Hillsbr $ 1,810,577 $ 5,451,197 $ 7,261,774 Beavertn $ 250,080 $ 752,928 $ 1,003,008 Ttal $ 3,049,339 $ 15,267,000 $ 18,316,339 24 12
WIF IGA Bringing It In Fr A Landing Apprval Schedule & Next Steps Cmpletin f Final Draft IGA (almst) dne Bard & Cuncil Briefings in Exec Sessin dne Bard & Cuncil Briefings in Open Sessin underway Bard & Cuncils cnsider apprval December & January 25 WGG Facilitatin Csts fr FY 2017-18 Csts fr WRWC Partners thrugh 6/30/17 paid thrugh WRWC WRWC 2017 18 budget assumed WGG IGA cmplete by 6/30/17 Facilitatin csts fr WRWC Partners since 7/1/17 t cmpletin: ~ $20,622 (excludes cst shares fr Wilsnville, Beavertn, Hillsbr & n cst t Tualatin; includes July 2017 invice) Cst allcatin fr WRWC members using previusly agreed cst sharing frmula WGG Facilitatin Organizatin fr 2017 18 ($) Sherwd $ 3,814 Tigard $ 5,550 Tualatin $ 0 TVWD $ 11,258 Ttal $ 20,622 26 13
Future Steps Restating & Updating the WRWC IGA Pending cmpletin and apprval f: Purchase & Sale Agreements fr Intake Capacity Willamette Intake Facility IGA Beavertn TVWD IGA Willamette Water Supply System IGA Scpe: Management f existing water right Allcatin f water right Anticipated schedule: Late 2018 27 Willamette River Water Calitin Meeting Nvember 14, 2017 14
Revised Willamette River Water Calitin Fr the annual budget perid ending June 30, 2018 Fr the quarter ending September 30, 2017 Activity fr the Quarter Budget Actual Variance Resurces Unaudited Annual Budget Annual Budget T date Actual Variance Remaining Budget Revenues $ 26,369 $ - $ (26,369) Dues by TVWD & ther members $ 44,000 $ 26,369 $ - $ 26,369 $ 44,000 71 14 (57) Interest n Investments 278 71 14 (57) 264 26,440 14 (26,426) Ttal Revenues 44,278 26,440 14 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) Ttal Resurces 65,521 47,683 24,088 29,143 41,433 Requirements Materials and Services: 6,506 6,000 506 7000 - Operating Expenses 26,000 6,506 6,000 506 20,000 1,178-1,178 7310 - Prfessinal Services 8,500 1,178-1,178 8,500 245-245 7330 - Business Expense 2,500 245-245 2,500 2,000-2,000 7360 - Other Sundry 2,000 2,000-2,000 2,000 2,000-2,000 7440 - Water Quality 2,000 2,000-2,000 2,000 639-639 7450 - Public infrmatin 3,000 639-639 3,000 12,568 6,000 6,568 Ttal Expenditures 44,000 12,568 6,000 6,568 38,000 - - - Cntingency 6,600 - - - 6,600 12,568 6,000 6,568 Ttal Expenditures & Cntingency 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 Ttal Requirements 65,521 47,683 24,088 23,595 41,433 These statements unaudited and are preliminary fr fiscal year ending June 30, 2018. Page 1 f 1