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HomeMy WebLinkAbout1993-05-17 Min - Board REGULAR MEETING May 17, 1993 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 by President Aguera at 7:07 PM in the TDPUD Board Room. ROLL CALL: Directors Joe Aguera, John Corbett, Bob Jones, Jim Maass and Patricia Sutton were present. EMPLOYEES PRESENT: Mary Chapman, Susan Craig, PeterHolzmeister, Kathy Neus, Bob Quinn and Dave Rully. CONSULTANTS PRESENT: Attorney Steve Gross and Consulting Engineer Keith Sauers. OTHERS PRESENT., Bill Quisneli. CONSIDERATION OF ASSIGNMENT OF CONTRACT TO JJM CONSTRUCTION AND ENGINEERS, INC. FOR CHLORINATION STATION PROJECT The successful bidder on the Chlorination Station Project incorporated and changed his business name. Counsel prepared an assignment of agreement and James Maneatis has signed it. Everything is in hand except a revised insurance certificate and a rider for the bond acknowledging that the corporation is covered. Director Maass moved that the Board authorize the General Manager to execute the Assignment of Agreement - Chlorination Stations, assigning the contract to JJM Engineering-Constructors, Incorporated as soon as the insurance certificate and rider for the bond are received, seconded by Director Corbett, All Directors, aye, by voice vote. SO MOVED. COMPLETION OF OFFICE SPACE AT DISTRICT HEADQUARTERS BUILDING - CONSiDERATION OFA RESOLUTION APPROVING SPECIFICATIONS AND ISSUING A CALL FOR BIDS FOR FURNITURE - CONSIDERATION OF QUOTES FOR CARPENTRY MODIFICATION After some discussion, Director Maass moved that the Board adopt Resolution No. 9325 approving plans, specifications and contract documents and issuing a call for bids for furnishing the District's second floor office space; seconded by Director Corbett. 5117193 Pg. 1 . A rough estimate of the cost of the project is $140,000 to furnish 12 spaces, including a lounge and conference room. The bid opening date was set for 2:00 PM on June 2, 1993. ROLL CALL vote on the motion: all Directors, aye. SO RESOLVED. Director Maass moved, and Director Corbett seconded, that the Board authorize Norwegian Wood Construction Company to perform the improvements related to furnishing the upstairs office space at a price of $9,357.40. All Directors, aye, with the exception of Director Jones, who abstained since he works with the wife of John Traeger, owner of Norwegian Wood. SO MOVED. CONSIDERATION OF A REVISION TO THE DISTRICT'S CUSTOMER DEPOSIT POLICY In February, the Board authorized staff to waive deposits on homeowners who had provided the District with a letter from a prior or current utility showing a record of prompt payment history. Renters were not included in the group. After researching, Counsel Phelps advised this was discriminatory. District files of the renters that were on the last two write-off lists were reviewed. There were no customers on either list that had provided the District with a letter from another • utility. Director Corbett moved that Section 5.01.010.1A of the District's Residential Customer Deposits policy be amended to read as follows: Customers who are able to provide the District with a letter from a prior or current utility showing a record of prompt payments will not be required to pay a deposit so long as their account is paid in a timely manner. The letter from the utility must show that the customer has had utility service in his name for at least 36 months, has paid his bill promptly and is not currently past due on any accounts with that utility. The motion was seconded by Director Jones. All Directors, aye, with the exception of Director Maass, who voted no. SO MOVED. The write-offs will be monitored to see if there is any affect on future losses. PUBLIC INPUT There was no public input. CONSIDERATION OFA RESOLUTION APPROVING SPECIFICATIONS AND ISSUING A CALL FOR BIDS FOR A TELEPHONE SYSTEM The Administrative Services Manager, afterdiscussing the matterwith Counsel, has come to the decision that the telephone/voice mail/call accounting integrated system more . 5117193 Pg. 2 • nearly resembles a special service than a "good" and, therefore, no competitive bidding is required. Director Maass moved that the matter be tabled and a resolution making certain findings and directing that competitive bidding be dispensed with in connection with the District's purchase of a new telephonelvoice mail/call accounting integrated system be placed on the next meeting agenda. The motion was seconded by Director Corbett. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF A CONTRACT FOR ELECTRIC SYSTEM CONSTRUCTION WORK-CONSIDERATION OF RESCINDING A MOTIONAWARDING THE CONTRACT TO HAWKEYE CONSTRUCTION- CONSIDERATION OF AWARDING THE CONTRACT TO HARKER AND HARKER, INC. The Board, at its April 29 meeting, awarded the bid for a construction crew to Hawkeye Construction on the Electric Superintendent's recommendation. Mr. Quinn's recommendation was based on the proposed hourly rates for the labor to be supplied. On the surface, Hawkeye appeared to be the low bidder by providing journeymen at $50.35 per hour versus Harker's bid of$52.25 per hour, a difference of$1.90. What was not realized was that Harker's bid included the per diem mandated by the union and Hawkeye's proposal did not. Per diem on an eight hour day would add $3 per hour to Hawkeye's price, making Harker and Harker the low bidder. • Director Corbett moved that the Board rescind its motion awarding the contract for electric distribution construction to Hawkeye Construction, Inc. and award the contract forelectric distribution construction to Harker and Harker, Inc. The motion was seconded by Director Jones. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF INVOICES FROM TRUCKEE SANITARY DISTRICT FOR REPAIR OF SEWER LATERALS The Water Foreman provided a memo stating that he has reviewed the three sewer laterals that were repaired and he believes they were damaged at the time the Tahoe Donner water line was installed. Director Maass moved, and Director Corbett seconded, that the Board authorize payment of the three invoices submitted by TSD totaling $1,976 and withhold that sum from Ford Construction. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OFA RESOLUTIONAPPROVING SPECIFICATIONS AND ISSUING A CALL FOR BIDS FOR CONCRETE BOXES AND LIDS With the improvement of services in the downtown area and the busy construction season that is expected, a larger than normal supply of concrete boxes and lids for water services . 5117193 Pg. 3 • is required. Director Maass moved, and Director Corbett seconded, that the Board adopt Resolution No. 9326 approving specifications and contract documents and issuing a call for bids for concrete boxes and lids. ROLL CALL: all Directors, aye. SO RESOLVED. CONSIDERATION OF AWARDING ELECTRIC MATERIALS BIDS After reviewing the bid results on poles, wire and cable (copy attached), and hearing the Electric Superintendent's recommendations, Director Corbett moved to award bid for poles to the J. H. Baxter Company of San Mateo, California as follows: 35 foot poles, $170; 45 foot poles, $348; 50 foot poles, $399; 55 foot poles, $458; to award the bid for wire and cable, Schedules A, B, C, D, E, F, G and H to Western States Electric of Portland Oregon for the amounts specified in their bid and to the Okonite Company of San Ramon, California for Schedule t for the amount specified in their bid. The motion was seconded by Director Maass. All Directors, aye, by voice vote. SO MOVED. Bids received on transformers need clarification and will be considered at the next meeting. CONSIDERATION OF A PERFORMANCE REV►EWAND POSSIBLE COMPENSATION ADJUSTMENT FOR THE SUPPORT SERVICES MANAGER . The Manager reported that Kathy Neus has completed six months as Support Services Manager and her performance has been excellent. Director Corbett moved that the Board approve a 4.5% pay raise for Mrs. Neus effective May 13, 1993. The motion was seconded by Director Jones. Corbett and Jones, aye; Maass, abstain; Sutton and Aguera, no. MOTION FAILED. CONSIDERATION OF PROPOSALS FROM ELECTRICAL ENGINEERING CONSULTANTS REGARDING AUXILIARY POWER FOR WATER SYSTEM PUMP STATIONS Consulting Engineer Sauers reviewed with the Board the three proposals from electrical engineers for the standby generator project; they ranged from $12,100 (Sande)/Avery) to $60,950 (R. W. Beck). It was noted that although Sandel/Avery has experience with similar projects, they are presently quite behind schedule on the District's SCADA contract. Because there was concern about getting the generator and pump station connections on line by winter, Director Maass moved that the Board select the firm of Charles A. Martin & Associates to provide electrical engineering services for the standby generator project at a fee of 8% of construction (between $12,000 and $16,000). Director Corbett seconded the motion. All Directors, aye, by voice vote, SO MOVED. • 5117193 Pg. 4 CONSIDERATION OF MINUTES OF APRIL 19 AND MAY 3, 1993 Director Maass moved, and Director Corbett seconded, that the Board approve the minutes of April 19, 1993 as presented. All Directors, aye, with the exception of Director Sutton who voted no. SO MOVED. Director Corbett moved that the minutes of May 3, 1993 be approved as corrected by Counsel Phelps; Director Jones seconded the motion. All Directors, aye, with the exception of Director Sutton who voted no. SO MOVED. CORRESPONDENCE There was no correspondence discussed by the Board. SILLS FOR APPROVAL Director Corbett moved, and Director Maass seconded, that the bills presented for consideration be approved for payment. All Directors, aye, by voice vote. SO MOVED. Director Corbett moved that staff be authorized to transfer the money for payment of the Sauers and Wesco bills ($5,979.16) out of the Certificates of Participation funds on deposit with the Local Agency Investment Fund to reimburse the general fund; seconded . by Director Jones. All Directors, aye, by voice vote. SO MOVED. STAFF REPORT A complete copy of the staff report has been attached to these minutes for reference. Water quality report Attached is the summary of bacteriological water quality report for April 1993. There continues to be a bacteria problem at the Northside Well but the problem has been confined to the well head. Financial reports The financial reports for March 1993, including the statement of general fund, investment report, water and electric balance sheets and water and electric income statements, are attached. Vandalism at Martis Valley Substation During an inspection of the Martis Valley Substation, staff noticed damage to the transformers. A police report was filed and investigation of the premises revealed that 5117193 Pg. 5 numerous rocks had been thrown into the substation. One bushing will have to be replaced immediately at an approximate cost of$5,000; the other can be repaired with an epoxy type paint. The insurance company has been noticed of a pending claim. The Board discussed establishing a policy to offer a reward for information about vandalism to District facilities. CLOSED SESSION The Board adjourned to closed session at 8:50 PM for the purpose of discussing pending litigation on the Debi Black grievance/arbitration in accordance with Government Code Section 54956.9(a); pending litigation in accordance with Government Code Section 54956.9(b)(1); real property negotiations in accordance with Government Code Section 54956.8. The real property negotiations concern APN 19-460-06 owned by Victoria McIver, et al.; negotiators for the District are Peter Nolzmeister and Keith Sauers. RETURN TO OPEN SESSION The Board returned to open session at 10:52 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 at 10:53 PM. TRUCKEE DONNER PUBLIC UTILITY DISTRICT J s ph . Aguera, sident ---- Prepared by Susan M. Craig, Deputy District Clerk smc • 5117193 Pg. 6