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HomeMy WebLinkAbout1991-04-01 Min - Board REGULAR MEETING April 1, 1991 The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order by President Aguera at 7: 00 PM in the TDPUD Board Room. ROLL CALL: Directors John Corbett, Richard Curran, James Maass, Pat Sutton and Joe Aguera were present. EMPLOYEES PRESENT: Mary Chapman, Peter Holzmeister and Susan Craig. CONSULTANTS PRESENT: Counsel Phelps was absent. OTHERS PRESENT: Joe Suter, Bill Quisnell and Joel Alford. CONSENT AGENDA Director Sutton asked that both items be removed from the consent agenda and thereafter obtained clarification on several matters relating to the items. AWARD OF TRANSFORMER AND RECLOSER BIDS Responding to Director Sutton's question, it was noted that the evaluated lifetime cost for each transformer includes the cost of operating the transformers (value of the losses) . Director Maass moved, and Director Corbett seconded, that the bids for transformers be awarded as follows: Schedule A, Western States Electric - value $19, 632 ; Schedules B and C, General Electric - value $15,716.89 ; Schedules D and E, WESCO - value $14, 678 . All Directors, aye, by voice vote. SO MOVED. Director Maass moved, and Director Corbett seconded, that the bid for two vacuum circuit reclosers be awarded to Cooper Power Systems at a unit cost of $14, 516. 23 . All Directors, aye, by voice vote. SO MOVED. RESOLUTION AUTHORIZING ANNUAL ADVERTISING CONTRACT WITH THE SIERRA SUN In answer to Director Sutton's question, the Secretary advised that the cost of display advertising is less expensive under the terms of an annual contract. Director Maass moved that the Board adopt Resolution No. 9112 authorizing the annual advertising contract with the Sierra Sun; seconded by Director Corbett. ROLL CALL: all Directors, aye. SO RESOLVED. CONSIDERATION OF JOB DESCRIPTION/SALARY RANGE FOR ADMINISTRATIVE MANAGER 4/1/91 Pg 1 Manager Holzmeister noted that recently the Board adopted the report entitled "Analysis of Office and Financial Functions" prepared by Glenn M. Reiter and Associates and directed him to return with recommendations regarding a job description and salary range for the Administrative Manager. By memo dated March 27, 1991, Mr. Holzmeister provided the Board with a job description accurately describing what Mary Chapman is currently doing and what the report recommends. With respect to salary, the report concludes that the proper salary range is $43 , 200 to $52 ,800 annually. Mrs. Chapman's present salary is $43 , 084 . Mr. Holzmeister recommended setting Mrs. Chapman's salary at $48, 000 per year retroactive to the date she assumed the position and entering into a professional development program to encourage completion of her degree, at which time this accomplishment could be recognized by moving her to the top of the pay scale. Director Corbett moved that the Board accept the Manager's recommendation regarding salary retroactive to when Mrs. Chapman assumed the position (approximately May of 1990) ; the motion was seconded by Director Maass. Director Sutton stated she has a problem with placing a person in the position of having to complete her course work and earn a . degree while concurrently holding a demanding position with the District. She said she did not want to make the appointment contingent upon a degree. It was clarified that holding a degree is not a requirement of the position, but would be a means for Mrs. Chapman to reach the top of her pay scale. ROLL CALL vote on the motion to set Mrs. Chapman's salary at $48, 000 per year retroactive to the time she assumed the Office/Finance Supervisor position: Corbett, aye; Curran, no, stating he has a problem with the salary proposed by the Manager; Maass, aye; Sutton, abstain; Aguera, aye. SO MOVED. CONSIDERATION OF MANAGEMENT FRINGE BENEFIT POLICY Mr. Holzmeister noted that Director Sutton, Counsel Phelps and he were appointed to a committee to review a draft policy defining the fringe benefits that would apply to management and confidential employees. The issue was first raised by the auditors, who advised that there should be a written policy defining the vacation schedule for management employees. (There has been a consistent and long term practice of providing management employees with the same fringe benefits as the hourly employees, although the practice has never been formally set down as written policy. ) A draft policy formalizing not only the vacation schedule but other fringe benefits as well was prepared and reviewed by the committee. Several changes were incorporated into the final draft: 1) In every case, the term "permanent employee" was changed to read "regular employee. " 2) Regarding the long-term disability plan, the maximum 4/1/91 Pg 2 benefit has been changed to $4,000; it was $2, 000. Mr. Holzmeister noted there is no additional cost to the District since this is what the plan now provides for all employees. 3) The policy eliminates the ability of the employee to keep the first $5 of jury duty pay. 4) The vacation schedule was changed. 5) The new policy eliminates the need to take vacations of no less than one week increments. 6) It provides for three day administrative leave per year which cannot be accrued from year to year. 7) It allows the General Manager to provide additional vacation time for extra hours worked. 8) It allows the District to require evidence of disability after three days rather than five days. 9) The new policy allows the District to request a doctor's release to return to work after an absence of three days. Current policy is five days. Relating to long-term disability, Mr. Holzmeister explained the difference between work connected injuries and disabilities occurring off the job for Director Sutton' s benefit. He said the District pays an insurance premium for long-term disability and does not make any payment to the employees. Director Maass moved, and Director Corbett seconded, that the Board adopt Resolution No. 9113 establishing a fringe benefit policy for management and confidential employees. ROLL CALL: all Directors, aye. SO RESOLVED. PUBLIC INPUT Relating to a recent newspaper article, Joe Suter (local contractor) asked how the Board is going to handle a multi-million dollar project if it's having a problem with a $6 dollar item. President Aguera noted that this problem was solved at the time it came up. Mr. Suter said he hopes the (Tahoe Donner water system improvement) project will be handled a little better than the last job he did for the District as he had to go through arbitration to obtain payment. CONSIDERATION OF POLICY REGARDING RECRUITMENT OF DEPARTMENT HEADS At the February workshop conducted by Bob Rauch, Mr. Holzmeister noted, there was some interest expressed by the Directors in setting forth in a formal policy the procedure used in recruiting department heads. He prepared a draft policy calling for wide publication of the vacancy, setting up a screening process, and placing final responsibility for hiring the department head with the General Manager. Mr. Holzmeister noted that this process was followed in the recruitment of Tom Buckhouse, Andy Hyde and Paul Colburn as well as himself. Director Sutton noted that the policy states an interview committee shall be appointed consisting of the President of the Board or a Director appointed by the President, the General Manger and three persons appointed by the General Manager. She said she'd rather leave it open and have the policy state " . . .consisting of a Director designated by the Board, the General Manager. . . . " 4/1/91 Pg 3 After some discussion, Director Maass moved, and Director Corbett seconded, that the Board adopt Resolution No. 9114 establishing a recruitment policy for department heads as drafted. ROLL CALL: all Directors, aye. SO RESOLVED. DIRECTION REGARDING DRAFT MINUTES OF FEBRUARY 2 AND MARCH 18, 1991 At Director Sutton's request, the minutes of February 2 , 1991 were tabled to the next meeting. Regarding the draft minutes of March 18, 1991, Director Sutton said perhaps the Secretary should listen to the tape recording of the meeting and verify that Counsel Phelps' suggested corrections were accurate. Director Aguera moved that the Secretary be directed to prepare the minutes in final form incorporating both Director Maass ' and Counsel Phelps' corrections; seconded by Director Curran. All Directors, aye, by voice vote. SO MOVED. CORRESPONDENCE There was no correspondence discussed by the Board. BILLS FOR APPROVAL Director Maass moved, and Director Corbett seconded, that the bills presented for consideration be approved for payment. All • Directors, aye, by voice vote. Director Sutton thanked staff for providing a breakdown on the list of bills; she said it was very helpful. STAFF REPORT A copy of the staff report has been attached to these minutes for reference. Board/Manager work plan Based on recent workshops and seminars, Mr. Holzmeister thought some programs could be implemented to steer him and the Board in a good direction. He suggested a work plan that focuses on some high priority areas. There was some discussion and, thereafter, Director Maass moved that the Board approve the concept of the Board/Manager work plan prepared by Mr. Holzmeister dated March 27, 1991; seconded by Director Corbett. All Directors, aye, by voice vote. SO MOVED. Report on status of restricted funds Administrative Manager Chapman made a brief presentation on the status of the District's various restricted funds, gave a short • description of the fund and related action which authorized or required the deposit. 4/1/91 Pg 4 Concerning the building fund, Director Maass said it was his hope that the District could make the payments from the interest and not have to use the principal. Also, he noted that the net amount collected from rent should be deposited into the fund. The Manager said he would look into the matter and if an adjustment seems appropriate, he will come back to the Board with a recommendation. Mr. Holzmeister summarized for the Board the Tahoe Donner funds. CLOSED SESSION The meeting was adjourned to closed session at 8 : 25 PM for the purpose of discussing personnel matters in accordance with Government Code Section 54957. RETURN TO PUBLIC SESSION The meeting was returned to public session at 9: 04 PM. There was no action taken or direction given as a result of closed session. ADJOURNMENT There being no further business before the Board, the meeting was adjourned by unanimous consent at 9: 05 PM. TRUCKEE DONNER PUBLIC UTILITY DISTRICT J s ph guera esident Prepared by Susan M. Craig, Deputy District Clerk smc 4/1/91 Pg 5