CLACKAMAS RIVER WATER BOARD OF COMMISSIONERS REGULAR BOARD MEETING January 10, 2019 COMMISSIONERS PRESENT: Hugh Kalani, President Sherry French Secretary Naomi Angier, Treasurer Rusty Garrison David McNeel STAFF PRESENT: Todd Heidgerken, General Manager Karin Holzgang, Executive Assistant to the Board CRW Employees: Chief Financial Officer, Carol Bryck; Chief Engineer, Adam Bjornstedt; Engineering Manager, Joe Eskew; Water Resources Manager, Rob Cummings; Emergency Manager, Donn Bunyard; IT Manager, Kham Keobounnam COMMISSIONERS ABSENT: 0 VISITORS: Bob Steringer (Legal Counsel), Chris Howes, Mona Kalani, Gary Kerr Call Work Session to Order Commissioner Kalani called the meeting to order at 6:00 pm. The pledge of allegiance was recited. 1. Commissioner Communications- at this time Work Session Adjourned at 6:01pm Call Regular Meeting to Order Commissioner Kalani called the meeting to order at 6:01pm Commissioner Angier move to approve the agenda as presented. Commissioner Garrison seconded the motion Angier, French, Kalani, Garrison, McNeel Public Comment: Agenda Item 1.0 Acknowledge receipt of the Audited Financial Statements for Fiscal Year 2018 Page 1 of 5
Commissioner Angier move to acknowledge receipt of the Fiscal Year 2018 Comprehensive Annual Financial Report ending June 30, 2018 Commissioner French seconded the motion. Ms. Bryck reminded the Board about the presentation that was given by Moss Adams in December which provided an overview of the FY 2018 financial report. The Board now has a hard copy of the report. Commissioner French and Angier also gave kudos to staff on the financials and the saving of money on staff s part. Agenda Item 2.0 Appoint Budget Officer for BN 2019-2021 Commissioner Angier move to adopt resolution No. 05-2019 appointing Carol Bryck, CRW s Chief Financial Officer, as the CRW Budget Officer for biennial period 2019-2021. Commissioner French seconded the motion. Ms. Bryck gave an overview of the process that by statute requires the appointment of a budget officer. Agenda Item 3.0 Acknowledgement of Proposed Budget Calendar for the 2019-2021 Biennial Budget Commissioner Angier move to acknowledge the proposed budget calendar as agreed upon for the 2019-2021 Biennial Budget. Commissioner French seconded the motion. Mr. Bryck review the calendar of dates for the budget process from meetings through a hearing to adoption of the budget for BN 19-21. Page 2 of 5
Agenda Item 4.0 Professional Services Contract: Edgewood Waterline Project, CIP 18-5239 Commissioner Angier move to award a Professional Services Contract to West Yost Associates for design and construction services associated with the Edgewood Waterline Project for an amount not-to-exceed $166,929 and authorize the General Manager s signature on the completed contract. Commissioner Garrison seconded the motion. Mr. Eskew provided background on this project. Staff has selected West Yost Assoc. to design, manager the construction and perform inspection for this scheduled CIP project. The approval is for the total of the base project in addition to options 1 and options 2 that may be exercised if there is enough money in the budget available. Commissioner Garrison asked the age of the current waterline that is being replaced, the line was installed in the 1960 s. Also asked is the likelihood that all of the options will be exercised. Agenda Item 5.0 Easement Acquisition: Consider approval of a waterline easement to be granted by Rock Creek Junction, LLC for TL 900, Map 2S 2E 12D, for the HWY 224 Intertie. Commissioner Angier move the Board accept the purchase of a waterline easement on TL 900 Map 2S 2E 12D, in the amount of $10,000, as described in Exhibit B and authorize the General Manager to sign the Easement document. Commissioner Garrison seconded the motion. Mr. Eskew shared that this is an easement that allows work to be conducted on the HWY 224 Intertie project. This easement allows the waterline to be out of the way of existing utilities and traffic lights and run the waterline on the proposed easement. Agenda Item 6.0 Easement Acquisition: Consider approval of a waterline easement to be granted by Providence Health System- Oregon for TL 900, Map 2S 2E 12A, for the HWY 224 Intertie Project. Commissioner Angier move the Board authorize the purchase of a waterline easement on TL 900 Map 2S 2E 12A, in the amount to be determined and as Page 3 of 5
described in Exhibit B and authorize the General Manager to sign the Easement document when complete. Commissioner French seconded the motion Mr. Eskew shared that this is an additional property easement for the HWY 224 Intertie project. The final price has not yet been negotiated but the Board is being asked to approve an amount in addition to the minimum. MOTION to Amend: Commissioner Garrison move the Board amend the motion to include in the amount not to exceed $7,300 and strike the words to be determined as described in Exhibit B. Commissioner Angier seconded the motion. Amended Commissioner Angier move the Board authorize the purchase of a waterline easement on TL 900 Map 2S 2E 12A, in the amount not to exceed $7,300 and authorize the General Manager to sign the Easement document when complete. Commissioner French seconded the motion Agenda Item 7.0 Proposed Amendment to the General Manager Employment Agreement Commissioner Angier move the Board approved the First Amendment to the Amended and Restated Employment Agreement for the General Manager and authorize the Board President to sign on behalf of the District. Commissioner Garrison seconded the motion Mr. Steringer provided the background for the recommended adjustment to the General Managers as it relates to the COLA increase. This amendment would no longer tie the COLA to the labor contract and would set an amount with the option for the Board to increase that amount. Page 4 of 5
Consent Agenda CA-1: Gross Payroll and Account Paid for December 2018 CA-2: Cash Position and Transfers December 2018 Commissioner McNeel moved to approve the Consent Agenda as presented. Commissioner Angier seconded the motion. Agenda Item 8.0 General Manager Report The Board was provided their W2 statement, the monthly report for January, a copy of a memo from Bob Steringer and a flyer on a water resiliency forum The CRW website has been updated and the Board is encouraged to take a look at the updated site Moving forward on the phase three of the VHF Emergency radio project Next week staff will be doing some safety training, defensive driving and hand on fire extinguisher training Mike Avery will be retiring this month from Water Resources January work session is being held on a Tuesday January 22 nd. There will be an update from The Clackamas River Water Providers and Mr. Heidgerken will provide a draft of this next year s goals. Three applications have been received for budget committee member Commissioner Angier asked when the next opportunity will be for the Board to review the COLA for the General Manager based on the next current CPI number. Ms. Bryck shared that that CPI used for the labor contract is determined as of 12/31/18. Commissioner McNeel asked if there was any more information on what the status is on the interest on the part of the Veterinary Clinic for the purchase of the Admin building. At this time there has been no additional inquiry from them Agenda Item 10.0 Commissioner Reports and Reimbursement Requests Commissioner French gave a report from the Sunrise Water Authority meeting- there were two new commissioners appointed to their Board in December making this a full board. Open meeting is adjourned at 6:45pm Page 5 of 5