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HomeMy WebLinkAbout1995-10-16 Min - Board REGULAR MEETING October 16, 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 nterested party upon their request The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order at 7:10 PM in the TDPUD Board Room by President Jones. ROLL CALL: Directors Ron Hemig, Bob Jones, James Maass and Patricia Sutton were present; Director Joe Aguera was unable to attend. EMPLOYEES PRESENT: Mary Chapman, Susan Craig, Peter Holzmeister, Kathy Neus, Bob Quinn, Dave Rully and Scott Terrell. CONSULTANTS PRESENT..- There were no consultants present. OTHERS PRESENT.- There were no others present in the audience. DISCUSSION OF TOWN OF TRUCKEE DRAFT GENERAL PLAN POLICY RELATING TO INCREASED DENSITY ON SINGLE-FAMILY LOTS; POSSIBLE DIRECTION There was discussion relating to the fact that the District designs its facilities based on a certain • number of approved dwelling unit equivalents in an area and requires the developer to pay fees based on that approved number. If the number of dwelling units is subsequently allowed to increase, the District systems may not be adequate to serve the area and there is no developer to pay for the upgrade. Codes, covenants and restrictions will prohibit adding second units in some subdivisions. Director Maass moved that the Manager and staff be directed to prepare a response to the Town regarding the proposed General Plan policy which would allow second residential housing units on single residential lots and to outline the concerns regarding the ability of the District to serve both electricity and water to these additional housing units. The motion was seconded by Director Sutton. All Directors, aye, by voice vote. SO MOVED. REVIEW OF BOARD BYLAWS The Board reviewed the suggested amendments to the Bylaws. The most significant change being suggested is moving the meeting night to the first and third Wednesday of each month. It is also being suggested that the Board make use of a consent agenda and formalize the practice of having a workshop at the second meeting each month. In addition, there are a number of small, non-substantive edits being recommended. The Manager will check with other Districts to see what criteria is used to determine whether or not an item is placed on the consent agenda. The Directors requested some changes be made to the draft and asked that it be placed on an agenda for action. If an ordinance is required to • change the day of the meeting, a public hearing for that purpose will be scheduled. PUBLIC INPUT 10116195 Page i • There was no public input. REVIEW OF DISTRICT ORGANIZATION CHART AND DEPARTMENT FUNCTIONS The current organization chart shows five departments reporting to the General Manager - Administrative Services, Support Services, Planning Services, Electric Operations and Water Operations. The Manager is recommending that the Board consider abolishing the Planning Services Department and allocating its functions to other departments. During the past year, two individuals have resigned from the District who worked in the Planning Services Department, one from Administrative Services and one from Support Services; they have not been replaced. Other jobs have been redesigned to absorb the duties. Other job changes could be implemented which would allow the District to do a better job with fewer staff, but the organizational structure would be different. Under the proposal, Scott Terrell would remain in the position of Planning Director and continue to perform his current duties (energy efficiency services, GSHP program, newsletter and safety). Sue Camara and Cindy Mann would move from Planning Services into Administrative Services and perform the same customer service and work order functions that they currently perform. The Manager and Executive Secretary would move upstairs with the electric and water staff and Planning Director. This would bring the Manager closer to the work he is involved in. Susan Craig would provide administrative support, work with the Planners on development agreements and assist Scott with the newsletter. • The Warehouse Clerk position would be redefined and a part time person hired. The end result would be a reduction of three and one-half staff persons through attrition, which is an ongoing annual savings of approximately $150,000, increased productivity and more reasonably designed jobs. REVIEW OF BUDGET PLANNING FOR 1996-MISSION STATEMENT-BUDGET MESSAGE- FINANCIAL STATUS AS OF AUGUST 31, 1995 The Board reviewed the mission statement, goals and budget message and suggested some changes that more clearly reflect the current Board's ideas. The new power supply contract with SPPCO and NCPA has provided the District with a significant reduction in wholesale power costs. Going into 1996, the financial picture looks strong and rates are competitive. No increase in electric rates is being recommended. Since the District will enter into a new agreement with SPPCo in 1997 and since it is not known what impact Southwest Gas will have on electric sales, the Manager is hoping to set up a rate stabilization fund and restrict money into it during the next two years. The fund would carry the District through any short term rough spots that develop in 1997 and 98. No new staff positions are recommended. Capital projects will be carefully reviewed and requests for new or replacement equipment must be thoroughly justified. Improvements in the water system infrastructure were continued during 1995. The COP and Proposition 55 programs are coming to an end. The water utility continues to experience bad luck. There are leaking water lines in Tahoe Donner that will need replacement during 1996. The 10116195 Page 2 aggressive construction program proposed by Southwest Gas will keep the water crew busy in 1996 and 97. Needed maintenance work has been postponed during the past few years while COP and Prop 55 projects were underway and it looks as if staff may not get to maintenance tasks in 1996 either. A rate increase in 1996 looks inevitable. There are significant capital projects planned for 1996. Costs will have to be cut and controlled wherever possible. No new positions are recommended in 1996. Training is important as staff will be relied upon to perform an increasing set of tasks. New and replacement equipment that is proposed needs to be thoroughly explained and justified. The Administrative Services Manager reviewed the Operating Budget Report through August 1995, Balance Sheets and Income Statements with the Board. DISCUSSION OF PRACTICES RELATING TO WATER BILLING DURING CONSTRUCTION Thomas Grossman recently attended a Board meeting and complained about the water billings he received during construction of a four-plex condominium project. The Board also stated concerns over the District's practice of initiating water billings at the time permanent power is installed. During 1992, staff met to discuss this same issue and concluded that it would be best for the PUD and the builders to continue the current practice of initiating water billings at the time the . builder requests permanent power provided there is paperwork in the office evidencing that the permanent water connection has been made. The Board saw no reason to consider a change in this practice. REVIEW OF RECORD RETENTION POLICY The District must comply with record keeping requirements of numerous federal and California laws. Staff prepared a proposed chapter that could be included in the District Codes along with a record retention schedule to give employees a clear understanding of the requirements. After some discussion, it was decided to place consideration of the record retention policy on the next meeting agenda. REVIEW OF STAFF METER READING COMMITTEE REPORT This matter was put over. REVIEW OF MONTHLY STAFF REPORTS The Board was provided with reports from the Manager and each of the department heads; copies are attached to these minutes for reference. ADJOURNMENT • There being no further business before the Board, Director Hemig moved that the meeting be adjourned at 9:50 PM; seconded by Director Maass. All Directors, aye, by voice vote. SO MOVED. 10116195 Page 3 THE DONNER PUBLIC UTIRJTY DISTRICT Robert A. .10p6s, fflresi#ht j Prepared by Susan M. Craig, Deputy District Clerk Smc • • 10/16/95 Page 4