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HomeMy WebLinkAbout1995-08-07 Min - Board REGULAR MEETING August 7, 1995 In accordance with District Code Section 2 08 010 the TDPUD minutes are action only minutes. All Board meetings are recorded on audio tapes which are preserved perpetually and made available for listening to any interested party upon their request. The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order at 7:05 PM in the TDPUD Board Room by President Jones. ROLL CALL:Directors Joe Aguera, Ron Hemig, Bob Jones, James Maass were present; Director Patricia Sutton was absent. EMPLOYEES PRESENT' Mary Chapman, Susan Craig, Steve Hollabaugh, Peter Holzmeister, Kathy Neus, Bob Quinn, Dave Rully and Scott Terrell. CONSULTANTS PRESENT- Consulting Engineer Keith Sauers and Attorneys Christina Bark and Steve Gross. OTHERS PRESENT. Among those present in the audience were Hirschdale residents John Minnis, Diane and Duane Brunson, Jerry Blakely, Jamie Cole, Bruce Waltrip; Angela Hollaway of the Sierra Sun; Jean Solberg and Leslie Veldman. CONSIDERATION OF A POLICY REGARDING WATER SERVICE LINES TO BUILDINGS CONTAINING MULTIPLE RESIDENTIAL OR COMMERCIAL UNITS At a previous meeting, the Board considered a request from the developer of Truckee Pines to grant a variance from District policy that requires buildings containing multiple premises to be served with separate water service lines for each unit within the building. The Board decided to deny the variance, but asked to review the policy. Staff discussed the advantages and disadvantages of the policy in relation to daily operations and concluded a high level of service can still be maintained to the end water user if the policy is repealed. The crew can still respond to water problems after hours and shut off water temporarily to a building. The owner can have a rental management service respond to problems and the renter can call a local plumber to solve the problem. It would remove some of the responsibility from the PUD Water Crew and places it on the shoulders of the building owner. After some discussion, Director Aguera moved that Section 6.48,030 of the District Water Code be repealed; seconded by Director Hemig. All Directors, aye, by voice vote. SO MOVED. PUBLIC INPUT There was no public input. ROUTE 801891267 SEPARATION UTILITY CONSTRUCTION PROJECT - POSSIBLE APPROVAL OF CONTRACT CHANGE ORDER NO. 2-POSSIBLE APPROVAL OF PERIODIC ESTIMATE FOR PARTIAL PAYMENT NO.2-RESOLUTION ACCEPTING THE PROJECT AND DIRECTING THAT THE NOTICE OF COMPLETION BE FILED WITH THE COUNTY The Route 80/89/267 Separation Utility Construction Project was started last year as part of the construction of the new bridge over Interstate 80 between Highway 267 and Highway 89 North. 817195 Page 1 it consisted of provisions for possible future water and electrical facilities including access ways and block-outs for pipelines in the new bridge. The project was approximately 95% complete last year before weather caused the contractor to shut down for the winter. The remainder of the project has since been completed. Director Hemig moved that the Board take the following action with respect to the Route 801891267 Separation Utility Construction Project constructed by BENCO Contracting & Engineering, inc.: a) Approve Contract Change Order No. 2 for an extension of the completion date from July 1, 1995 to July 31, 1995 to reflect the actual time of completion; b) Approve Periodic Estimate for Partial Payment No. 2 in the amount of$1,772.55; c) Adopt Resolution No. 9521 accepting the project as complete and directing the filing of the Notice of Completion. Director Aguera seconded the motion. ROLL CALL: Director Sutton, absent; all other Directors, aye. SO RESOLVED. CONSIDERATION AND POSSIBLE ADOPTION OF A RESOLUTION APPROVING A POLICY REGARDING FINANCE AND ACCOUNTING PROCEDURES At its July 17, 1995 workshop, the Board discussed a proposal to amend the District's financial practices. Counsel Gross suggested that, rather than create the position of Accountant (as was originally proposed), the Board designate a District Treasurer. This change in language will assure compliance with State law. After reviewing the proposed policy and related resolution, Director Maass moved, and Director Hemig seconded, that the Board adopt Resolution No. 9522 appointing the District's Administrative Services Manager as the District Treasurer, determining the duties of the District Treasurer, authorizing the General Manager and the Treasurer to issue payments and adopting Title 3, Chapter 3.16.030, Accounts Payable, to the District's Code. ROLL CALL: all Directors, aye; Director Sutton, absent. SO RESOLVED. CONSIDERATION OF THE APPLICATION FOR ANNEXATION OF GOOSENECK RANCH; POSSIBLE DIRECTION TO STAFF It was learned that Placer County LAFCo is concerned with special districts in Nevada County annexing territory in Placer County prior to preparation of a comprehensive plan identifying where development is likely to occur, which special districts should most reasonably be the service providers, and how Placer County will receive tax revenues to support services in the large undeveloped portions of eastern Placer County. Staff expressed to Placer County LAFCo the District's interest in providing water service to Gooseneck Ranch through a contract with Placer County. Ron Parr of Camray Development would like the TDPUD to operate and maintain the Gooseneck water system. This plan would be furthered if the system is built to District standards. The Board agreed that there would be no conflict of interest on the part of Sauers Engineering and Hydro-Search if they enter into agreements with Camray Development. Director Maass moved that the District withdraw its annexation request and work with Placer County in its effort to plan for development and the provision of water services in Martis Valley; seconded by Director Aguera. All Directors, aye, by voice vote. SO MOVED. HIRSCHDALE WATER TREATMENT PLANT PROJECT-STATUS REPORT ON PLANS AND ESTIMATED COST- REPORT FROM GENERAL MANAGER ON OPTIONS FOR RATES AND FEES FOR HIRSCHDALE - CONSIDERATION AND POSSIBLE ADOPTION OF A 817195 Page 2 RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND CONTRACT DOCUMENTS AND ISSUING A CALL FORBIDS- CONSIDERATION OF A PROTEST LETTER SUBMITTED ® BY DIANE AND DUANE BRUNSON The Manager summarized the events leading up to the annexation of Hirschdale to the PUD's service territory, funding and construction of facilities. The water being produced by the Hirschdale well is high in iron and manganese; this is not a health threat, but is aesthetically objectionable in drinking water. The District budgeted $175,000 to construct a treatment plant to remove the iron and manganese. When detailed engineering design was completed, it was realized that the treatment plant is likely to cost $285,000. Staff reviewed the project budget and suggested modifications that would reduce the cost to $256,800. Various rate options for Hirschdale were discussed. John Minnis, Diane and Duane Brunson, Jerry Blakely and Jamie Cole all noted their dissatisfaction with the quality of water in Hirschdale. They stated their objection to Hirschdale residents alone absorbing the cost of the treatment plant. It was their opinion that the cost should be borne by the entire District such as when repairs were made to the Tahoe Donner water system. Ms. Cole inquired about individual purification systems (which would cost more to install than the treatment plant). Mrs. Brunson advised that she has paid her bill under protest because the water is aesthetically unacceptable. The Board was in agreement that the water treatment plant at Hirschdale is a necessity, although no decision was made as to how the project would be financed. . Director Hemig moved that the Board adopt Resolution No. 9523 approving plans, specifications and contract documents and issuing a call for bids on the Hirschdale Water Treatment Plant Project. The motion was seconded by Director Aguera. ROLL CALL: al! Directors, aye; Sutton, absent. SO RESOLVED. Staff was asked to gather statistics on Hirschdale costs, funding, assessments, etc. as well as operation and maintenance costs of the system. CONSIDERATION AND POSSIBLE ADOPTION OF A RESOLUTION SETTING FORTH CRITERIA FOR SELECTING A PROFESSIONAL ENGINEERING FIRM TO ASSIST WITH IMPLEMENTATION OF THE GROUNDWATER ASSESSMENT WORK PLAN Due to some petrochemical contamination at District headquarters, the State Water Quality Control Board, Lahontan Region, has ordered the TDPUD to monitor its groundwater. There is state funding available if the District should become involved in a clean-up. In order to qualify for the funding, the District must choose a consultant based on an open competitive process such as that set forth in the proposed resolution. After review, Director Maass moved, and Director Aguera seconded, that the Board adopt Resolution No. 9524 setting forth criteria for selecting a professional engineering firm to assist with implementation of the Groundwater Assessment Work Plan. ROLL CALL: Sutton, absent; all other Directors, aye. SO RESOLVED. GATEWAYWATER TANK PROJECT-POSSIBLE APPROVAL OF PERIODIC ESTIMATE FOR PARTIAL PAYMENT NO. 3 The project is approximately 26% complete in about 55% of the contract time. Progress was 817195 Page 3 slowed somewhat due to construction of the retaining wall. ® Director Maass moved, and Director Aguera seconded, that the Board approve Periodic Estimate for Partial Payment No. 3 in the amount of$16,777.80 submitted by RDC, Inc. All Directors, aye, by voice vote. SO MOVED. PROSSER HEIGHTS TANK REPLACEMENT PROJECT - POSSIBLE APPROVAL OF CONTRACT CHANGE ORDER NO. 1-POSSIBLE APPROVAL OF PERIODIC ESTIMATE FOR PAYMENT NO. 4 The tank and appurtenances have been constructed and the interior and exterior coatings have been applied. Work remaining includes asphalt dike construction, erosion control seeding and clean-up. Director Maass moved that the Board approve Contract Change Order No. 1 for a time extension to August 15, 1995, and Periodic Estimate for Partial Payment No. 4 in the amount of$9,000 submitted by RDC, Inc.; seconded by Director Hemig. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF BIDS FOR PURCHASE OF UTILITY POLES; POSSIBLE AWARD OF CONTRACT Staff's recommendation was reviewed and, thereafter, Director Maass moved that the Board award the power pole bid to the low bidder, North Pacific Lumber of Portland, Oregon, for a total amount of$27,549. Director Aguera seconded the motion. All Directors, aye, by voice vote. SO . MOVED. DISCUSSION OF DISTRICT VEHICLE #17, A UTILITY BUCKET TRUCK, POSSIBLE AUTHORIZATION OF A CONTRACT TO PERFORM REPAIRS AND/OR REBUILD Unit#17, a 1985 GMC double bucket truck, is used by the Electric Crew daily. In order to get the lift equipment recertified as required by the State, a rebuild at the approximate cost of$17,000 is necessary. There are several options-rebuild the truck and continue to use it; rebuild the truck and then begin the process of replacing it with a new truck; replace the truck immediately. After some consideration, Director Maass moved, and Director Hemig seconded, that staff be authorized to rebuild Unit#17 at an estimated cost of$23,500 and, within a year or so, begin the process of specifying and going out to bid for a new vehicle. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION AND POSSIBLE ADOPTION OF A RESOLUTION APPROVING PLANS, SPECIFICATIONS AND CONTRACT DOCUMENTS AND ISSUING A CALL FOR BIDS FOR THE MARTIS FEEDER #3 - PHASE 2 PROJECT In 1993, staff was authorized to proceed with upgrading circuitry out of Martis Substation. A major portion of the upgrade included the installation of underground circuitry along Highway 267 from Estates Drive to East River Street. During last year's construction season, Harker & Harker installed facilities up to the Truckee River bridge and the remaining portion of the project was placed into the budget with a planned construction period of after Labor Day 1995. Completion . of this portion of the Martis Feeder#3 project will allow the District more flexibility in transference of its system loads. 817195 Page 4 Director Maass moved, and Director Hemig seconded, that the Board adopt Resolution No. 9525 • approving plans, specifications and contract documents and issuing a call for bids on the Martis Feeder #3 - Phase 2 Project (crossing Truckee River bridge). ROLL CALL: all Directors, aye; Sutton, absent. SO RESOLVED. CONSIDERATION AND POSSIBLE APPROVAL OF A LETTER OF AGREEMENT FOR SERVICES BETWEEN TDPUD AND NORTHERN CALIFORNIA POWER AGENCY From time to time, the District has need for certain services from the Northern California Power Agency relating to the supply of electric power. NCPA has a very experienced staff that may serve the District with these services. The Board reviewed the letter of agreement and clarified that compensation for services and costs to NCPA shall not exceed $5,000 per service order without further written agreement of the parties. Director Maass moved, and Director Hemig seconded, that the Board authorize the General Manager to sign the Letter of Agreement for Services between the Truckee Donner Public Utility District and the Northern California Power Agency. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF APPROVING WRITE-OFF OF UNCOLLECTIBLE ACCOUNTS The Board considered the current write-off list in the amount of$1,827,37, which represents all accounts that closed on December 31, 1994 and prior that still have an outstanding balance. Director Maass moved that the accounts on the attached list totaling$1,827.37 be written-off and that staff be directed to continue to maintain records of the customers for collection should they • apply for service in the future; seconded by Director Hemig. All Directors, aye, by voice vote. SO MOVED. The next agenda will include the following item for consideration by the Board: That staff be authorized to write-off accounts twice a year when under.25% of the amounts billed; when over that amount, they will be brought to the Board for action. Staff was complimented for doing such a good job on collections. CONSIDERATION OF A RESOLUTION AUTHORIZING WIRE TRANSFERS, DESIGNATING A BOARD MEMBER AND CERTAIN EMPLOYEES TO ACT ON BEHALF OF THE DISTRICT AND RESCINDING RESOLUTION NO. 9016 Director Maass moved, and Director Aguera seconded, that the Board adopt Resolution No. 9526 authorizing wire transfers, designating employees to act on behalf of the District, rescinding Resolution No. 9016 and amending Code Section 3.20.008.2. ROLL CALL: Sutton, absent; all other Directors, aye. SO RESOLVED. TRUCKEE PINES GROUND SOURCE HEAT PUMP PROJECT - CONSIDERATION OF PROPOSAL AND POSSIBLE ACTION Staff presented information on ground source heat pump projects sponsored by other California utilities along with their scope, program/technology and utility incentive. It was recommended that the Board of Directors express its intent to enter into an agreement with Oregon Investors 1 . providing for the installation of electric ground source heat pumps and electric water heaters at the Truckee Pines development in return for which the District would provide to Oregon Investors 1 a loan in the approximate amount of$198,000 at a fixed interest rate of 8% per annum for a 817195 Page 5 period of 30 years for installation of GSHP loops and a rebate of about $110,000; that the final amounts of the loan and rebate be determined based on bids for installation of the loops and . other materials and equipment; that DeCuir and Somach prepare a form of agreement, and that a final proposed agreement be submitted to the Board for review and action. After discussion, the Board indicated its support of the concept with the exception of the District making a loan to the developer. Staff was asked to aggressively pursue a bank to write the loan. CONSIDERATION AND POSSIBLE APPROVAL OF MINUTES OF JULY 3, 17 AND 19, 1995 Director Hemig moved, and Director Aguera seconded, that the minutes of July 3 and 19, 1995 be approved as presented and the minutes of July 17 be approved as corrected. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION AND POSSIBLE APPROVAL OF BILLS Director Maass moved that the bills presented for consideration be approved for payment; the motion was seconded by Director Aguera. All Directors, aye, by voice vote. SO MOVED. CORRESPONDENCE Town of Truckee Planning Division notice received 812195 relative to TDPUD's application to create an employee parking area The Board was provided with a copy of the Notice of Public Hearing and Environmental Review • Determination for the proposed PUD parking area at the west end of Glen Road, APN 18-602-08. The hearing is set for 6:00 PM on August 23, 1995. FINANCIAL REPORT FOR THE MONTH OF JUNE 1995 A copy of the Financial Report for the month of June 1995 is attached to these minutes for reference. There were no comments or questions. ADJOURNMENT There being no further business before the Board, Director Maass moved that the meeting be adjourned at 9:50 PM; seconded by Director Aguera. All Directors, aye, by voice vote. SO MOVED. TRUCK J�N R PUBLIC UTILITY DISTRICT Robert A. Jone , Pr dent / Prepared by Susan M. Craig, Deputy District Clerk smc 8/7/95 Page 6