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HomeMy WebLinkAbout1991-03-04 Min - Board REGULAR MEETING March 4, 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 : 08 PM in the TDPUD Board Room. ROLL CALL: Directors John Corbett, Richard Curran, Jim Maass and Joe Aguera were present; Pat Sutton was out of town on vacation. EMPLOYEES PRESENT: Tom Buckhouse, Peter Holzmeister and Susan Craig. CONSULTANTS PRESENT: Counsel John Phelps. OTHERS PRESENT: Among those present in the audience were Ron Schmidt, Lisa Larson, Josh Cwikla, Ricke Branum, Mark Selcon and Traci Hall. CONSENT AGENDA Approval of January 21, 1991 minutes Director Maass moved, and Director Corbett seconded, that the consent agenda be approved as follows: That the minutes of January 21, 1991 be approved as presented. All Directors, aye, by voice vote. SO MOVED. DIRECTION REGARDING OVERTIME HOURS POLICY Manager Holzmeister noted that, at the last Board meeting, overtime use was discussed. As a result, he drafted guidelines that could be adopted as formal Board policy, or could be left to the General Manager to implement. By use of overhead projection, Mr. Holzmeister presented the following points: 1. It is the intent of the District to accomplish the work of the District during normal scheduled working hours to the extent practicable. It is recognized that situations will arise where overtime will be required in order to accomplish the work of the District. 2 . In preparing the annual budget, the General Manager shall plan for a reasonable and necessary amount of overtime work. The General Manager shall plan for the staffing of the District such as to accomplish the work of the District with no more than a reasonable amount of 40 overtime work. 3 . Overtime work will be used as needed and as 3/4/91 1 reasonable. To the extent practicable, overtime work shall be pre-authorized by the appropriate department head. 4 . Compensation for overtime work shall be as provided for in the MOU with the IBEW. 5. No employee shall be authorized to work alone in the headquarters building between the hours of midnight and 7: 00 AM, except for periods of short duration, such as parking vehicles or securing material. 6. The General Manager shall, on a quarterly basis, review overtime hours worked to determine if problems are developing or staffing is adequate. After some discussion, Director Maass moved that the draft proposed by the Manager be adopted by the Board so that it may be codified and become an official policy of the District. All Directors, aye, by voice vote. SO MOVED. REVIEW OF CONSULTANT'S RECOMMENDATIONS RE OFFICE MANAGER/FINANCE SUPERVISOR POSITIONS; POSSIBLE ACTION Glenn Reiter & Associates was engaged to analyze the District' s organizational structure of the finance and office departments, • including functions performed; analyze compensation for the two departments, exempt and non-exempt classifications; review salary information for department heads from surrounding districts; and prepare a report of findings and recommendations. Gregg Lowry of Reiter compared the advantages and disadvantages of the combined/separate structure and analyzed how the District' s growth rate will impact the number of staff. The advantages of the combined structure are that the General Manager has one department head versus two to supervise; D/P management - singular responsibility and accountability; resources are easily shared between sections; additional resources can be added to each section without increasing supervisory staff. The disadvantages are double the number of people and functions supervised; amounts of time may not be available for special projects or major financing without freeing the office manager of some of her current duties. The advantages of a separate structure are supervisory personnel positions do not require multiple function experience; additional resources can be added to each section without increasing supervisory staff. Disadvantages are higher labor costs incurred by having two department heads; vertically oriented staff; difficulty in sharing resources to meet peak demands, territorial boundaries have to be crossed; data processing responsibilities • become less clear. The report concludes that a combined department structure offers 3/4/91 2 noteworthy advantages. It recommends that the two departments be . combined into one new department of Administration. Two other changes are also recommended to facilitate the restructuring: 1) combining the sections of Collections and Customer Service into one section headed up by a lead clerk position; 2) add a new clerical position that would be responsible for day to day execution of the office Manager' s collateral duties, which are primarily clerical in nature, as well as providing backup to the other sections when the need arises. Mr. Lowry also noted an additional consideration - the District' s IBM 36 is now obsolete and maintenance will probably not be supported after 1993 . He said the situation needs attention and recommended that a staff member or consultant be added to assist the existing computer committee in the completion of "management information system and data processing needs analysis" as soon as possible. Mr. Holzmeister reviewed the position evaluation summary and explained how the comparative worth of positions reporting to the General Manager was evaluated by Mr. Lowry. Also reviewed was a comparison of salaries for similar positions in the local area. A range of between $3 ,600 and $4 ,400 per month was recommended for the Administrative Manager. Director Corbett moved that the structure stay the way it is and that the Board study the report and make refinements as necessary. Motion died for lack of a second. There was some discussion, and Mr. Holzmeister noted that he agrees with the recommendations presented in the Reiter study. Director Corbett moved to adopt the flow chart as recommended by the Manager. At Director Maass' suggestion, Mr. Corbett amended his motion to include directing the Manager to make a recommendation to the Board regarding a job description and salary range for the position of Administrative Manager. The motion was seconded by Director Maass. ROLL CALL: Sutton, absent; all other Directors, aye. SO MOVED. A copy of the flow chart is attached to these minutes for reference. PUBLIC INPUT There was no public input. RESOLUTION RESCINDING RESOLUTION NO. 8440 AND AUTHORIZING CERTAIN DISBURSEMENTS The Manager pointed out the changes on the pre-authorized disbursement list to the Directors. After some discussion, it was decided to change the $1, 000 limit set forth in Sections . 3 . 16. 010. 1(R) and 3 . 16. 010. 2 to $3 , 000. Director Corbett moved, and Director Maass seconded, that the Board adopt Resolution No. 9108 authorizing disbursements for which the Administrative Manager 3/4/91 3 may issue checks for payment without prior submission to the Board . for approval and rescinding Resolution No. 8440. ROLL CALL: Sutton, absent; all other Directors, aye. SO RESOLVED. Mr. Holzmeister advised that the register of bills paid under this policy will remain available for Board review. RESOLUTION ESTABLISHING POLICY FOR PURCHASE OF COMMODITIES Director Maass noted that the CMUA, on the District's behalf, requested legislation that would raise the limit for public utility districts to $10, 000 for the purchase of supplies without public bid. Section 3 of the Public Contract Code, Section 20207 .7 , which accomplishes this, went into effect January 1, 1991. Director Maass moved, and Director Corbett seconded, that the Board adopt Resolution No. 9109 establishing policy on of purchase orders for commodities under $10, 000. ROLL CALL: all Directors, aye; Sutton, absent. SO RESOLVED. CALL FOR BIDS FOR TRANSFORMERS AND RECLOSERS District Engineer Buckhouse recommended that the Board issue a call for bids for two vacuum circuit reclosers at a cost of $20, 000 and 32 distribution transformers at a cost of approximately $56, 000 . Funds have been included in the 1991 budget, he said. . Director Maass moved that the Board issue a call for reclosers and transformers as recommended by Mr. Buckhouse. All Directors, aye, by voice vote. SO MOVED. DIRECTION REGARDING DRAFT MINUTES OF FEBRUARY 41 1991 Counsel Phelps suggested a revision to the draft and, thereafter, Director Corbett moved that the Secretary be directed to prepare the minutes in final form as corrected. The motion was seconded by Director Maass. All Directors, aye, by voice vote. SO MOVED. CORRESPONDENCE Mr. Holzmeister made note of the February 26, 1991 letter from Tahoe Forest Hospital regarding abandonment of utility easements. The Board agreed that the hospital will be expected to follow the District's established procedure for such abandonments. 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. SO MOVED. STAFF REPORT • A copy of the written staff report has been attached for reference. 3/4/91 4 vehicles The Civil Engineer's vehicle arrived last week. Investment of pension assets Manager Holzmeister noted that Hartford Insurance Company is guaranteeing an interest rate of 8.75% for 1991 and 8. 25% for 1992 for the District's pension investment. He suggested evaluating other options. After brief discussion, Director Maass moved that the Manager be directed to seek proposals from asset managers; seconded by Director Corbett. All Directors, aye, by voice vote. SO MOVED. Energy Watch Energy Watch is a publication of the California Energy Commission. It publishes statistics on the price and use of energy. The current issue presents statistics on electric rates throughout California. Mr. Holzmeister noted that the District compares very favorably. Completion of second floor The Manager advised that approximately two thirds of the second . story remains unfinished and he is going to begin planning for completion. With the start of the Tahoe Donner water line project the Engineering Department will be much busier and will need additional space. CLOSED SESSION At 8 : 10 PM the meeting was adjourned to closed session in accordance with Government Code Section 54956.9 (b) (1) . RETURN TO PUBLIC SESSION The meeting was returned to public session at 9 :24 PM. There was no action taken as a result of closed session. ADJOURNMENT There being no further business before the Board, the meeting was adjourned at 9:25 PM. R CREE DONNER BLIC UTILITY DISTRICT o// ep R.VAgue , P s d nt °'prepared by . Susan M. Craig, Deputy District Cler smc 3/4/91 5