BARNEY RESERVOIR JOINT OWNERSHIP COMMISSION

BARNEY RESERVOIR

JOINT OWNERSHIP COMMISSION

AGENDA

Friday, April 10, 2020

City of Hillsboro Civic Center - 150 East Main St.

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Sign-language interpreters and Assisted Listening Devices (ALD) are available at no cost.

Please call 503-681-6100 or TTY 503-681-6284, 72 hours prior to the meeting.

All testimony is electronically recorded.

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Regular Meeting - 12:30 pm - City of Hillsboro Civic Center/Teleconference

The City of Hillsboro invites you to listen to the Barney Reservoir Joint Ownership Commission meeting on Friday, April 10, using the Zoom teleconference meeting details listed below. If you do not have access to a phone, audio of the meeting can be heard throughout the lobby of Outdoors In. The Civic Center and Outdoors In is currently closed to the public, however, at 12:25 pm, staff will open the door to Outdoors In located on the North side of the building for the duration of the teleconference.

Join Zoom Meeting at: https://zoom.us/j/681105928 Or call into the meeting at 1-253-215-8782 Meeting ID: 681 105 928

Call to Order - Roll Call

1. Consent Agenda

(The entire Consent Agenda is normally considered in a single motion. Any Commissioner may request that an item be removed for separate consideration.)

1.1. BRJOC Regular Meeting Minutes from January 10, 2020.

BRJOC Regular Meeting Minutes 1-10-20

2. New Business

2.1. Consider approval of Fiscal Year 2019-20 Supplemental Budget.

https://zoom.us/j/681105928

Staff Report - Mellisa Franklin Agenda Item 2.2 - Fiscal Year 2019-20 Supplemental Budget - Staff Report

2.2. Consider approval of Fiscal Year 2020-21 Proposed Budget.

Staff Report – Mellisa Franklin Agenda Item 2.1 - Fiscal Year 2021 Proposed Budget - Staff Report

Agenda item 2.1 - Fiscal Year 2021 Proposed Budget - Presentation

3. Items for Discussion (Items may result in action by the Commission)

3.1. Barney Fence Replacement Update. Staff Report - Kevin Meeuwsen Agenda Item 3 1 - Barney Fence Replacement Update - Staff Report

3.2. Stored Water Status. Staff Report – Kristel Griffith

Agenda Item 3.2 - Stored Water Status - Staff Report

3.3. General Manager's Report. Staff Report - Niki Iverson Agenda Item 3.3 - General Managers Report

4. Advice/Information Items

4.1. The next JWC and BRJOC meetings will be held on July 10, 2020. Meetings are held at

the Civic Center in Room 113B. The BRJOC meeting will be held at 12:30 p.m. with the JWC meeting following immediately after the BRJOC meeting adjourns.

4.2. The 2020 U.S. Census is underway, and we want to ensure everyone is counted.

A correct count ensures our entire community is represented.

Check your mail for Census instructions.

You can respond online, by phone, or by mail.

The Constitution requires that everyone be counted, regardless of your citizenship.

You can learn more at WeCountOregon-dot-com.

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BARNEY RESERVOIR JOINT OWNERSHIP COMMISSION MINUTES – January 10, 2020 Page 1

BARNEY RESERVOIR JOINT OWNERSHIP COMMISSION (BRJOC)

MINUTES

City of Hillsboro January 10, 2020Civic Center, Room 113B 12:30 p.m.150 E. Main St. Regular Meeting********************************************************************************Commissioners Present:Hillsboro: John GodseyForest Grove: Peter TruaxBeaverton: Marc San SoucieTVWD: Bernice BagnallClean Water Services: Mac Martin

Other Commissioners: Hillsboro: Deborah Raber TVWD: Dick Schmidt and Jim DoaneForest Grove: Carl HeislerBeaverton:

Staff Present: Hillsboro: Niki Iverson, Eric Hielema, Sophia Hobet, Mellisa Franklin,

Tacy Steele, Chris Wilson, Nesh Mucibabic, Kristel Griffith, Kevin Meeuwsen, Simon Christensen, Sarah Stalder, Jeff Wright, and Andi Eiesland

Beaverton: David WinshipForest Grove: Greg Robertson, Derek Robbins, and Brice BakerTualatin Valley Water District: Tom Hickmann and Carrie Pak

Other:Cable Huston LLC Tommy Brooks North Plains Andy VarnerCarollo Bill Carr

Jude Grounds********************************************************************************The meeting was called to order at 12:40 p.m.

Introductions.

1. CONSENT AGENDA (The entire Consent Agenda is normally considered in a single motion. Any Commissioner may request that an item be removed for separate consideration.)

1.1. Approve regular meeting minutes from Friday, October 11, 2019.

1.2. Receipt of FY 2019 Audit Report.

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Motion made by Godsey, seconded by San Soucie, to approve the consent agenda as presented. Motion passed with Commissioners Truax, Godsey, San Soucie, Bagnall, and Martin all voting in favor.

2. COMMUNICATIONS AND NON-AGENDA ITEMS

2.1 None scheduled.

3. BUSINESS

3.1 Election of Chair and appointment of Vice Chairs and Alternates. Staff Report – Niki Iverson

Motion made by San Soucie, seconded by Truax, to approve the appointment of Chair, Vice Chairs, and Alternates as follows: Tualatin Valley Water District Chair Bernice Bagnall, Alternate Dick Schmidt BeavertonVice Chair Marc San Soucie, Alternate Denny DoyleForest Grove Vice Chair Peter Truax, Alternate Carl Heisler Hillsboro Vice Chair John Godsey, Alternate Dave Judah Clean Water Services Vice Chair Mac Martin, Alternate Tom VanderPlaat

Motion passed unanimously with Commissioners Godsey, Truax, San Soucie, Bagnall, and Martin all voting in favor.

3.2 Designation of Managing Agency. Staff Report – Niki Iverson

Motion made by San Soucie, seconded by Truax, to designate City of Hillsboro as the Managing Agency. Motion passed with Commissioners Bagnall, Truax, San Soucie, Godsey, and Martin all voting in favor.

3.3 Consider approval of budget amendment for Barney Fence construction. Staff Report – Kevin Meeuwsen

Meeuwsen presented the staff report outlining the project specifications, bid process, and budget for the project. The proposed budget increase of $115,455 would revise the project budget to a total of $291,405.

Motion made by Truax, seconded by Godsey to approve the amendment to increase the Barney Fence construction budget by $115,455, as presented. Motion passed with Commissioners Bagnall, Truax, San Soucie, Godsey, and Martin all voting in favor.

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4. DISCUSSION ITEMS (These items may result in actions by the Commission)

4.1 Stored Water Status Report. Staff Report – Kristel Griffith

Griffith presented the staff report, which included release season dates, percentages of water used, and current fill trends.

4.2 Financial Report Update. Staff Report – Mellisa Franklin

Franklin presented the year to date financial status regarding special payments, capital outlay, materials and services, and personnel services expenditures.

4.3 General Manager’s Report. Staff Report – Niki Iverson

No items to report.

5. ADVICE/INFORMATION ITEMS

5.1 The next JWC and BRJOC meetings are scheduled on Friday, April 10, 2020, at the Civic Center in Room 113B. The BRJOC meeting will be held at 12:30 p.m., followed by the JWC meeting.

There being no further business, the meeting was adjourned at 2:55 p.m.

Chairman, Barney Reservoir Joint Ownership Commission

ATTEST: Secretary

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BARNEYRESERVOIR

Joint Ownership Commission

STAFF REPORT

To: Barney Reservoir Joint Ownership Commission

From: Mellisa Franklin, Program and Support Manager

Date: April 1, 2020

b Agenda Item 2.1 – Consider approval of Fiscal Year 2019-20 Supplemental Budget

Staff Recommendation:Please consider authorizing the transfer of appropriations of $116,050 from Contingency to Capital Outlay for fiscal year 2019-20.

Background:This action item authorizes transfers of appropriations from the Contingency category to Capital Outlay category. Budget authority for the BRJOC Fund is set at the category level and expenses for each category cannot exceed the budget appropriation amount. As actual expenses are incurred throughout the year, the requirements for the various budget categories may need to be amended.

As the Commission was updated during the January 10, 2020 meeting, the project to replace chain-link fencing along the Eldon Mills Dam spillway structure would be going over budget. The project was originally budgeted for FY20 a total amount of $175,950 for structural engineering, custom fabricated fence brackets, BRJOC staff time, and permitting costs.

An invitation to bid (ITB) for the fence replacement work was initially completed in June 2019, but contractor participation was limited -- with only one contractor completing a bid package. The sole contractor to participate, Town & Country Fence, submitted a bid of $359,420. As a result of the contractor’s bid exceeding project budget, and the lack of competing bids, the bid solicitation was cancelled.

A second ITB was completed in October 2019, following efforts to directly communicate with area fencing contractors and to make them aware of the project, potential shoulder season construction opportunities, and the flexibility to complete the project between now and June 2020. Contractor interest in the project appeared to improve, but staff only received two bid packages. The lowest responsive bidder was McDermott Fence & Construction Inc. with a bid of

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$230,088. The price quoted by McDermott Fence & Construction includes $20,000 in owner-directed contingency.

Although an improvement from the first ITB solicitation, the McDermott Fence & Construction bid indicates the original budgeted amount of $175,950 will be inadequate to complete the project as initially planned. Additional funding will be necessary to complete the project, as well as to accommodate additional expenses not previously defined, in the amount of $116,050 for special inspection for epoxy anchorage installation, and additional staff time for extended duration construction inspection. This brings the total budgeted cost of the project to $292,000.

The Commission approved the contract to move forward with McDermott Fence & Construction at the January 10, 2020 meeting, and we are now requesting the transfer of budget appropriations of an additional $116,050 from Contingency to Capital Outlay.

Cost: There is no net change in the Barney budget appropriations as existing appropriations are being moved from Contingency to Capital Outlay. However, total costs in Capital Outlay will increase by $116,050, which will be charged out to the partners per the usual process. The transfer is necessary due to the higher bids received, than assumed budget costs for the completion of the project.

PartnerOwnership

% FY 2019-20 Budget

Requested Transfer of

AppropriationsTotal Capital

OutlayHillsboro 31% 54,545$ 35,976$ 90,520$ Forest Grove 3% 4,399$ 2,901$ 7,300$ Beaverton 22% 37,829$ 24,951$ 62,780$ TVWD 35% 61,583$ 40,618$ 102,200$ CWS 10% 17,595$ 11,605$ 29,200$

Totals 100% 175,950$ 116,050$ 292,000$

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BARNEYRESERVOIR


STAFF REPORT


From: Niki Iverson, General ManagerLee Lindsey, Senior Program ManagerMellisa Franklin, Program and Support Manager

Date: April 10, 2020

Subject: Agenda Item 2.1 – Consider Approval of Proposed Fiscal Year 2021 Budget

Staff Recommendation:Approve the proposed fiscal year (FY) 2021 budget as presented for the Barney Reservoir Joint Ownership Commission (BRJOC), subject to final modifications not to exceed 5% of Personnel Service and Special Payments costs as determined by the City of Hillsboro.

Cost:Proposed costs are included in the budget document.

Background:The Proposed Budget FY 2021 has been reviewed with representation from all partners’ managerial, financial and operational staff. All of the reviewing partners recommend approval of the proposed budget, which includes the following:

Total Expenditures: The overall total expenditure budget is $1,254,548, a 5.8% increase from FY 2020 budget. This figure includes capital outlay of $287,000. $262,000 of the capital outlay budget is roll forward for the replacement fencing project. The project was budgeted in FY 2020 budget, but may be delayed, due to contractor impacts from COVID-19 requirements. In an abundance of caution, a budget is being rolled forward to next year in the event that the delay extends past June 30, 2020. BRJOC partners will only be charged for actual expenditures spent on the project. The budget also includes a $255,196 contingency reserve. The proposed expenditures without the reserve are $999,352. The main driver of the higher budget is the fence roll forward budget. A discussion of the proposed budget levels are provided below, by budget category.

Personnel Services: The personnel services budget decreased by $10,541 or -3.2% from FY 2020 to FY 2021. The proposed budget includes an assumed 5% overall increase in total personnel service costs to include: (1) estimated increases in Medical and Dental costs for the year; (2) Hillsboro’s estimated Cost of Living Adjustments (COLA) (final figures are not yet determined). The personnel service budget includes .05 FTE for the Communications Manager who was

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Agenda Item 2.1 – Consider Approval of Proposed Fiscal Year 2021 Budget

previously budgeted to the City, but now allocated back to the Water Department, Joint Water Commission (JWC), and BRJOC. PERS rates change every other year, and this is an off-year. Employee allocations have been updated to reflect actual time spent supporting Commission activities. These figures are preliminary as the City will finalize Personnel Services budgets in late April.

Materials and Services: The proposed budget has decreased $13,900 in Materials and Services or -5.3%. The decrease is due to reduced budget in contractual services, centered in FY 2020 costs for a federally-mandated risk and resilience study and a federally-mandated update to the emergency response plan. These plans are scheduled for a major update every five years. Small decreases in certain other budgets are reflected as well.

Special Payments: The proposed budget has increased by $32,226 for Special Payments or 29.3%. The category of “special payments” includes items such as insurance, facilities depreciation, support services charges, equipment depreciation, etc. The increase is centered in equipment depreciation and support service charges, along with smaller increases in certain other items. The City will finalize Special Payments budgets in late April, so this budget is still considered preliminary

Capital Outlay: The Capital Outlay budget is increased by $62,550 to $287,000 for FY 2021. This is primarily due to rolling forward a budget for the fencing project. Details of the capital projects are presented in the chart below.

FY 20-21 Budgeted Hillsboro

Forest Grove Beaverton

Tualatin Valley Water District

Clean Water Services

100% 31% 2.5% 21.5% 35% 10%

Capital Outlay[1] Water Quality Software 20,000 6,200 500 4,300 7,000 2,000[2] Water Quality Server 5,000 1,550 125 1,075 1,750 500[3] Fencing Project 262,000 81,220 6,550 56,330 91,700 26,200

Total Capial Outlay 287,000 88,970 7,175 61,705 100,450 28,700

Notes:

[3] The Barney fence project was on track to be completed by June 30, but will be delayed due to COVID-19. This construction project may be delayed because the contractor cannot complete the fencing work while also maintaining the “social distance” of the workers to safely complete the work. As a result, we are rolling forward a budget for this project to FY2021.

[2] Roll over budget for purchase of WQ data management program and server to house it scheduled to be purchased in FY20. Total cost shared by BRJOC, JWC and Resources.

BARNEY RESERVOIR JOINT OWNERSHIP COMMISSIONCapital Outlay

FY 2021 PROPOSED Budget

Capital Outlay (Ownership %):

[1] Roll over budget for purchase of WQ data management program and server to house it scheduled to be purchased in FY20. Total cost shared by BRJOC, JWC and Resources.

Fencing project: A structural inspection was completed with no major findings. The majority of the capital budget is centered in a fence repair project that is rolling forward from the FY 2020 budget. The project has required fencing design work and

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will require work to repair sleeves in the concrete where fence poles are inserted. The project budget was increased in FY 2020 when first and second bid openings came in higher than the budget.

New WQ Server and Software: The new water quality (WQ) server and software are needed to replace items that are nearing end-of-life. The current WQ database is in an older version of Microsoft Access and was developed in 2012. A new program will be sought that has user functionality for trending and reporting. This cost is being shared with the Joint Water Commission and the City of Hillsboro, so this budget covers 25% of the total project. This project is a roll over from FY 2020, as we do not expect to for the purchase to be completed till the beginning of FY 2021.

The next chart provides a multiyear summary of the BRJOC capital improvement plan (CIP).

Barney Reservoir Joint Ownership Commission CIP Budget Estimate Estimate Estimate Estimate Estimate

FY2021 Round 1 Draft FY2021 FY2022 FY2023 FY2024 FY2025 FY2026

ESCALATED Capital Repair/ReplacementBRJOC Capital Repair/replacement - 124,200 128,547 133,046 137,703 142,522 666,018Rollover of Fencing Project from FY20 262,000 - - - - - 262,000BRJOC Capital Repair/Replacement 262,000 124,200 128,547 133,046 137,703 142,522 928,018

ESCALATED New/Expansion ProjectsWater Quality Software 20,000 - - - - - 20,000Water Quality Hardware 5,000 - - - - -BRJOC Capital New/Expansion Projects 25,000 - - - - - 25,000

ESCALATED BRJOC TOTAL CIP BUDGET 287,000 124,200 128,547 133,046 137,703 142,522 953,018

BRJOCFY2021-26 TTL

The next chart provides a CIP summary by partner.

Barney Reservoir Joint Ownership Commission CIP Budget Estimate Estimate Estimate Estimate Estimate

FY2021 Round 1 Draft FY2021 FY2022 FY2023 FY2024 FY2025 FY2026

Partner Shares - Contributions in Aid (Capital Outlay) - EscalatedBeaverton 61,705 26,703 27,638 28,605 29,606 30,642 204,899Clean Water Services (CWS) 28,700 12,420 12,855 13,305 13,770 14,252 95,302Forest Grove 7,175 3,105 3,214 3,326 3,443 3,563 23,825Hillsboro 88,970 38,502 39,850 41,244 42,688 44,182 295,436Tualatin Valley Water District (TVWD) 100,450 43,470 44,991 46,566 48,196 49,883 333,556

Escalated BRJOC Partners Total 287,000 124,200 128,547 133,046 137,703 142,522 953,018

BRJOCFY2021-26 TTL

Attachments:1. Summary Budget Proposal2. JWC/BRJOC Employee Allocation – FY 2021 Proposed Budget

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BUDGET 19-20

20-21 PROPOSED

BUDGETRevenues

Beginning Working Capital 256,196 $255,196 ($1,000) -0.4%

Maint ReimbursementHillsboro - Maint Reim. 217,951 220,364 2,413 1.1%Forest Grove - Maint Reim. 17,577 17,771 194 1.1%Beaverton - Maint Reim. 151,159 152,833 1,674 1.1%TVWD - Maint Reim. 246,074 248,798 2,724 1.1%CWS - Maint Reim. 70,307 71,085 778 1.1%

Total Maint Reimbursement 703,068 710,852 $7,784 1.1%

Contributions in Aid (Capital Outlay)Hillsboro Capital Outlay 69,924 88,970 19,046 27.2%Forest Grove Capital Outlay 5,639 7,175 1,536 27.2%Beaverton Capital Outlay 48,496 61,705 13,209 27.2%TVWD Capital Outlay 78,945 100,450 21,505 27.2%CWS Capital Outlay 21,445 28,700 7,255 33.8%

Total Contributions in Aid 224,449 287,000 $62,551 27.9%

InterestInterest Earned 1,500 1,500 - 0.0%Total Interest 1,500 1,500 - 0.0%

Total Current Revenues 929,017 999,352 $70,335 7.6%

Expenditures

Operating CostsPersonnel Services 333,810 323,269 (10,541) -3.2%Materials and Services 260,900 247,000 (13,900) -5.3%Capital Outlay 224,450 287,000 62,550 27.9%Special Payments 109,857 142,083 32,226 29.3%

Total Operating Costs 929,017 999,352 70,335 7.6%

Other ExpendituresContingency 256,196 255,196 (1,000) -0.4%

Total Other Expenditures 256,196 255,196 (1,000) -0.4%

Total Current Expenditures 1,185,213 1,254,548 69,335 5.8%

Ending Working Capital - - - -

ATTACHMENT 1: Barney Reservoir Joint Ownership Commission (BRJOC) - FY 20-21 Summary Proposed Budget

CHANGE FROM PRIOR YEAR

($) (%)BRJOC FUND

5.8%1,254,548Total Resources 1,185,213

5.8%Total Expenditures

69,335

1,254,5481,185,213 69,335

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ATTACHMENT 2: JWC/BRJOC EMPLOYEE ALLOCATION - FY 2021 PROPOSED BUDGET

Job Title JWC Admin JWC Ops BRJOC Admin BRJOC Ops

ADMIN SUPPORT SPECIALIST 0% 5% 0% 2%ADMIN SUPPORT SPECIALIST 5% 0% 2% 0%ADMIN SUPPORT SPECIALIST 91% 0% 2% 0%ADMIN SUPPORT SUPERVISOR 10% 0% 2% 0%COMMUNICATIONS RESOURCES MGR 0% 25% 0% 5%DIRECTOR WATER 15% 0% 5% 0%ELECTRICIAN 0% 98% 0% 1%ENGINEERING COORDINATOR 0% 5% 0% 0%ENGINEERING TECHNICIAN 0% 3% 0% 0%ENGINEERING TECHNICIAN 0% 20% 0% 0%ENGINEERING TECHNICIAN 0% 5% 0% 3%ENGINEERING TECHNICIAN 0% 12% 0% 3%GOVT RELATIONS MGR 5% 0% 2%INFORMATION SYSTEMS ANALYST 0% 45% 0% 5%INFORMATION SYSTEMS ANALYST 0% 50% 0% 5%LEAD WATER PLANT OPERATOR 0% 95% 0% 0%LEAD WATER PLANT OPERATOR 0% 98% 0% 1%LEAD WATER PLANT OPERATOR 0% 98% 0% 1%LEAD WATER PLANT OPERATOR 0% 98% 0% 1%LEAD WATER PLANT OPERATOR 0% 98% 0% 1%LEAD WATER PLANT OPERATOR 0% 95% 0% 2%LEAD WATER PLANT OPERATOR 0% 95% 0% 2%LEAD WATER PLANT OPERATOR 0% 95% 0% 2%LEAD WATER PLANT OPERATOR 0% 95% 0% 2%MAINTENANCE COORDINATOR 0% 98% 0% 1%MANAGEMENT ANALYST 0% 46% 0% 4%MANAGEMENT ANALYST 30% 0% 13% 0%PRINCIPAL ENGR 0% 15% 0% 5%PROGRAM & SUPPORT MANAGER 0% 15% 3% 0%PROGRAM & SUPPORT MANAGER 15% 0% 3% 0%PROJECT ENGINEER 0% 5% 0% 5%PROJECT ENGINEER 0% 8% 0% 8%PROJECT MANAGER 0% 5% 0% 0%PROJECT MANAGER 0% 15% 0% 5%PROJECT SPECIALIST 0% 1% 0% 0%PROJECT SPECIALIST 0% 15% 0% 0%PROJECT SPECIALIST 0% 100% 0% 0%PROJECT SPECIALIST 0% 35% 0% 10%PROJECT SPECIALIST 0% 44% 0% 12%PROJECT SPECIALIST 0% 50% 0% 15%SENIOR ENGINEERING TECHNICIAN 0% 5% 0% 0%SENIOR ENGINEERING TECHNICIAN 0% 5% 0% 0%SENIOR FACILITIES & MAINT TECH 0% 98% 0% 1%SENIOR PROGRAM MANAGER 5% 0% 1% 0%SENIOR PROGRAM MANAGER 10% 0% 5% 0%SENIOR PROGRAM MANAGER 14% 0% 3% 0%SENIOR PROGRAM MANAGER 35% 0% 5% 0%SENIOR PROGRAM MANAGER 80% 0% 0% 0%SENIOR WATER DISTR OPERATOR 0% 1% 0% 0%SENIOR WATER DISTR OPERATOR 0% 1% 0% 0%SENIOR WATER DISTR OPERATOR 0% 1% 0% 1%SENIOR WATER DISTR OPERATOR 0% 0% 0% 2%SENIOR WATER DISTR OPERATOR 0% 0% 0% 50%SUPERVISING ELECTRICIAN 0% 7% 0% 1%WATER DISTRIBUTION COORDINATOR 0% 1% 0% 0%WATER DISTRIBUTION COORDINATOR 0% 1% 0% 0%WATER DISTRIBUTION COORDINATOR 0% 1% 0% 0%WATER DISTRIBUTION COORDINATOR 0% 0% 0% 3%WATER DISTRIBUTION OPERATOR 0% 1% 0% 0%WATER DISTRIBUTION OPERATOR 0% 1% 0% 0%WATER DISTRIBUTION OPERATOR 0% 0% 0% 1%WATER DISTRIBUTION OPERATOR 0% 0% 0% 2%WATER LAB COORDINATOR 0% 100% 0% 0%WATER PLANT MANAGER 50% 0% 0% 0%WATER PROGRAM COORDINATOR 0% 40% 0% 5%WATER PROGRAM COORDINATOR 0% 40% 0% 5%WATER RESOURCE SPECIALIST 0% 25% 0% 5%WATER RESOURCE SPECIALIST 0% 40% 0% 10%WATER RESOURCE SPECIALIST 0% 30% 0% 10%WATER TREATMENT PLANT COOR 80% 0% 0% 0%Personnel Services (Allocation) Totals - Proposed FY 2021 3.4 19.8 0.4 2.0Total Count

Total Employee CountFY 2021 (PROPOSED)FY 2020FY 2019FY 2018FY 2017FY 2016

23.0 2.524.0 2.2

23.2 2.4JWC BRJOC23.2 2.4

21.7 1.720.7 2.4

22.6 2.4

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April 10, 2020

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FY2020 Projected Year‐End Budget

333,810 295,130

260,900

104,060

224,450

315,500

109,857 104,905

256,196

‐

‐

200,000

400,000

600,000

800,000

1,000,000

1,200,000

1,400,000

Budget PYE

Fiscal Year 2019‐2020 Projected Year‐End Expenditures

Contingency

Special Payments

Capital Outlay

Materials and Services

Personnel Services

$1,185,213 819,5952 of 29

FY2021 BRJOC Budget

3

Hillsboro31.0%

Forest Grove2.5%

Beaverton21.5%

TVWD35.0%

CWS10.0%

Partner Billing Percentages

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FY2021 Proposed Revenue Budget

4

$1,185,213 $1,254,548

256,196 255,196

703,068 714,186

224,449 287,000

1,500 1,500

‐

200,000

400,000

600,000

800,000

1,000,000

1,200,000

1,400,000

FY2020 FY2021

Revenue Budget Comparison Year‐to‐Year

Interest

Contributions in Aid

Maintenance Reimbursement

Beginning Working Capital

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FY2021 Proposed Expenditure Budget

5$1,185,213 $1,257,882

333,810 323,269

260,900 247,000

224,450 287,000

109,857 142,083

256,196 255,196

‐

200,000

400,000

600,000

800,000

1,000,000

1,200,000

1,400,000

FY2020 FY2021

Expenditure Budget Comparison Year‐to‐Year

Contingency

Special Payments

Capital Outlay

Materials and Supplies

Personnel Services

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6

FY2021 Personnel Services Budget

• .05 FTE for the Communications Manager

• Personnel percentage allocations updated with payroll actual data

• 5% payroll inflation for current service level

• Overall, personnel services budget is reduced by 3.2%

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7

FY2021 Non‐Personnel Budget• Materials and Services reduced by 5.3%

• Reduced contractual services budget in FY2021 for Risk and Resiliency Study and Emergency Program

• Reduced travel, supplies, and computer budgets

• Special Payments increased 29.3%

• Increase is primarily for equipment depreciation, support service charges, insurance and support

• Also, budget added for League of Oregon Cities and Dam Safety support

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8

FY2021 Capital Budget• Capital Projects increased by 27.9%

• Primary driver is the roll forward of the fencing project

• Capital budget includes roll forward of funds for water quality hardware and software

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9

Staff Recommendation:

Staff recommends the approval of the proposed FY2021 budget as presented, subject to final modifications not to exceed 5% of Personnel Services and Special Payments costs as determined by the City of Hillsboro.

Questions?

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STAFF REPORT

To: Barney Reservoir Joint Ownership Commission (BRJOC)

From: Kevin Meeuwsen, P.E., Project Manager


Re: Agenda Item 3.1 – Barney Fence Project Update ____________________________________________________________________

Staff Recommendation:This staff report is informational only. No Commission action is required at this time.

Background:The project to replace chain-link fencing along the Eldon Mills Dam spillway structure at Barney Reservoir was originally budgeted for $175,950 during fiscal year 2019-2020 (FY20). An initial invitation to bid (ITB) process was cancelled after it garnered only limited contractor interest and the lone bid significantly exceeded project budget. A second ITB was issued and resulted in two responsive bidders. Although the lowest responsive bidder was a marked improvement from the first ITB, total anticipated project costs ($291,405) continued to exceed the FY20 project budget. The BRJOC approved initiating the budget amendment process for the Barney fence replacement project at their regular meeting on January 10, 2020, to allow contract negotiations to proceed with McDermott Fence & Construction. A contract between BRJOC and McDermott Fence & Construction was executed February 12, 2020.

BRJOC engineering staff and McDermott Fence & Construction have been engaged in pre-construction coordination activities and have completed product submittal review, conducted a pre-construction meeting, transferred fence bracket hardware, and contracted with Carlson Testing for special inspection of epoxy adhesive anchors. Staff issued a notice to proceed on March 6, 2020.

During pre-construction coordination, the contractor anticipated starting construction March 21, 2020. Following the March 12 announcement by Oregon Governor Kate Brown that, because of the COVID-19 public health emergency, all Oregon K-12 schools would be closed between March 16 and March 31, the contractor revised their construction start date to April 6, 2020, due to staffing issues related to childcare needs and the closure of schools.

BARNEYRESERVOIR


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Subsequent, expanded COVID-19 mitigation measures ordered by Governor Brown and outlined in Executive Order 20-12, issued March 23, 2020, have placed constraints on the means and methods of the contractor to conform to social distancing requirements (i.e. 6-ft separation). Although fence construction is typically “shoulder to shoulder” work, the unique nature of this fence replacement project will provide opportunities for construction activity to continue while observing social distancing. Specifically, the contractor will be able to proceed with the installation of 155 custom fabricated fence post brackets on the vertical wall surfaces of the spillway structure.

BRJOC project management staff have issued letters to McDermott Fence & Construction detailing their position that construction activity related to the operation and maintenance of Barney Reservoir is regarded as an essential service, and that construction may continue on the project so long as all work complies with Governor Brown’s Executive Order No. 20-12. Compliance in this case specifically requires the contractor to implement the following: include the identification of an employee to establish, implement and enforce social distancing policies; require workers to practice appropriate social distancing while performing work; and utilize appropriate hygiene measures, including the use of personal protective equipment, as needed.

A path to completion for the Barney Reservoir fence replacement project before the conclusion of FY20 remains, but staff has taken a conservative approach for the budget given initial concerns raised by the contractor. Construction delays resulting from required, or expanded, social distancing protocols beyond the end of May 2020 may compromise the ability to complete the project before the close of FY20. As such, the BRJOC approval to initiate the budget amendment process at the meeting held January 10, 2020, will be accompanied by a FY21 budget item for Barney Fence replacement in the amount of $262,000, should delays arise as a result of worsening COVID-19 disruptions. Project management is in communication with McDermott Fence & Construction to develop a work plan to allow the start of construction activities that can be reliably achieved with social distancing.

Timeline:Commencement of construction activity on April 6, 2020, will allow for the installation of fence post brackets, fence posts, new chain link fabric, and concrete repair tasks prior to the close of FY20. Installation of the custom fabricated fence post brackets are expected to take two weeks and will be installed prior to demolition and replacement of the existing fence posts and chain link fabric. Fence installation is currently scheduled to be completed June 11, 2020, with concrete repair and demobilization occurring through the end of June, 2020. Construction schedules will remain a function of required COVID-19 protection measures, and are subject to change.

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BARNEYRESERVOIR


STAFF REPORT


From: Kristel Griffith, Water Resources Program Coordinator


Re: Agenda Item 3.2 – Stored Water Status Report

Staff Recommendation:No action needed, for informational purposes only.

Background:Barney Reservoir reached full capacity on February 10, 2020. Each agency will receive their full storage allotment, shown below.

Hillsboro: 5,127 ac-ftForest Grove: 414 ac-ftBeaverton: 3,556 ac-ftTualatin Valley Water District: 5,789 ac-ftClean Water Services: 1,654 ac-ftOregon Dept. of Fish & Wildlife: 3,000 ac-ft

Cost and Budget: None.

Attachments:1. Barney Reservoir storage levels as of March 24, 2020

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Information on BRJOC’s COVID Essential OperationsAt this time, the Barney Reservoir Joint Ownership Commission (BRJOC) has not activated its Emergency Operations Center (EOC). Instead, BRJOC staff is working through the Hillsboro EOC to obtain necessary updates and resources as needed, which conserves staff resources and interactions. If the situation changes, staff will notify the partners of any BRJOC EOC activation. Most likely, a BRJOC would be activated as part of a Joint Water Commission (JWC) EOC, if a separate EOC was needed. Staffing has been staggered to limit exposure, and a Continuity of Operations Plan (COOP) has been implemented to keep essential functions of the Barney Reservoir Joint Ownership Commission running as smooth as possible.Protection of public health is the number one priority. We want to reassure you that, as the managing agency, Hillsboro will continue to maintain water operations and essential staff. As a precaution; however, quarantine measures to limit person-to-person exposure will continue through April 28, and possibly longer, as warranted and/or decreed by the governing authority.

Barney Reservoir Operations: Operations staff continue operate and maintain Barney reservoir under the normal schedules. Back up staff has been trained to ensure continuity of operations at the reservoir.

Water Treatment Plant: The Water Treatment Plant remains in full-time operation, but is closed to non-essential staff and the general public. The JWC has put together a COOP staffing

plan, in order to maintain essential treatment operations while complying with state requirements for social distancing and limiting exposure. Some of the staff, who have treatment operator certifications and don’t normally serve in operator positions, have been asked to telecommute or stagger shifts to lower their potential exposure rate. Those staff can serve as back-up treatment operators, if the need arises.

Tualatin River and Barney Reservoir Monitoring and Sampling: A continuity plan is in place to keep all essential monitoring and sampling operations continuing as normal. Staff continues to pull samples, monitor the watershed, and meet all regulatory requirements. Several staff have been cross-trained on required sampling if additional resources are needed, and additional laboratories have been contacted for support if needed as well.

General Manager ReportApril 10, 2020

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BARNEY RESERVOIR JOINT OWNERSHIP COMMISSION

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