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HomeMy WebLinkAbout1993-06-07 Min - Board REGULAR MEETING • June 7, 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 yerpetually and made available for listening to any interested party upon their re uest. The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order by President Aguera at 7:11 PM in the TDPUD Board Room. ROLL CALL: Directors Joe Aguera, John Corbett, Bob Jones, Jim Maass and Patricia Sutton were present. EMPLOYEES PRESENT: Joan Antonucci, Mary Chapman, Susan Craig, Peter Holzmeister, Rosana Matlock, Kathy Neus, Bob Quinn, Dave Rully and Scott Terrell. CONSULTANTS PRESENT: Consulting Engineer Keith Sauers Attorneys John Phelps and Steve Gross. OTHERS PRESENT. Breeze Cross, Bob Drake, Kathleen Eagan, Robin Foreman, Don Haile, Bill Masonheimer, from the Town of Truckee; Bill Quisnell and Eric Sandel. PUBLIC HEARING ON THE DRAFT ELECTRIC SYSTEM MASTER PLAN The public hearing to consider the Electric System Master Plan was opened at 7:12. To date, no written comments or objections to the master plan have been submitted to the State Clearinghouse. The California Regional Water Quality Control Board, Lahontan Region, has noted that projects within the plan will require individual CEQA review. There were no public comments and Director Maass moved that the public hearing be closed at 7:15 PM, the motion was seconded by Director Corbett. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF COMMENTS AND RESPONSES - CONSIDERATION OF ADOPTION OF THE ELECTRIC SYSTEM MASTER PLAN - CONSIDERATION OF AUTHORIZING THE FILING OF THE FINAL NEGATIVE DECLARATION AND NOTICE OF DETERMINATION - CONSIDERATION OF ADOPTING A DE MINIMUS IMPACT FINDING AND AUTHORIZATION TO FILE A DEPARTMENT OF FISH AND GAME CERTIFICATE OF EXEMPTION WITH THE COUNTY CLERK Director Maass moved, and Director Corbett seconded, that the Board approve the negative declaration as written. All Directors, aye, by voice vote. SO MOVED. Director Maass moved that the Board approve adoption of the Electric System Master Plan; seconded by Director Corbett. All Directors, aye, by voice vote. SO MOVED. Director Maass moved that the Board approve filing the Notice of Determination, as 617193 Pg 1 prepared, with the County Clerk; seconded by Director Corbett. All Directors, aye, by voice vote. SO MOVED, Director Maass moved that the Board state there is no evidence that the proposed project will have an adverse effect on wildlife resources resulting in a de minimis impact finding; seconded by Director Corbett. All Directors, aye, by voice vote. SO MOVED. Director Maass moved that the Board authorize filing with the county Clerk a California Department of Fish and Game Certificate of Fee Exemption; seconded by Director Corbett, All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF A REQUEST FROM THE TOWN OF TRUCKEE FOR ADDITIONAL OFFICE SPACE AT THE DISTRICT HEADQUARTERS BUILDING At 7:25 PM, Mayor Eagan called the Town meeting to order. Council Members Breeze Cross, Bob Drake and Kathleen Eagan were present along with Robin Foreman, Don Haile and Bill Masonheimer, consultants employed by the Town. The Mayorrecessed the meeting to allow time for other Council Members to arrive. PUBLIC INPUT There was no public input. CONSIDERATION OF A RESOLUTION DIRECTING THAT COMPETITIVE BIDDING BE DISPENSED WITH IN CONNECTION WITH THE DISTRICT'S PURCHASE OF A NEW TELEPHONE/VOICE MAIL/CALL ACCOUNTING INTEGRATED SYSTEM At the last meeting, a request to replace the District's existing phone system was presented. Staff is recommending an Executone system because it has some unique features which would result in handling calls more efficiently than the other systems and improve customer relations. After some discussion, Director Maass moved that the Board adopt Resolution No. 9327 directing that competitive bidding be dispensed with in connection with the District's purchase of a new telephone/voice mail/call accounting integrated system and directing staff to negotiate a contract with Executone for the purchase, installation, staff training and on-going maintenance of said system. Staff is to bring the negotiated contract back to the Board for approval. The motion was seconded by Director Corbett. ROLL CALL: all Directors, aye, with the exception of Director Sutton, who voted no. SO RESOLVED. CONSIDERATION OF A REQUEST FROM THE TOWN OF TRUCKEE FOR ADDITIONAL OFFICE SPACE AT THE DISTRICT HEADQUARTERS BUILDING Mayor Eagan reconvened the Town meeting at 7:31 PM. The Town has been using office space in the TDPUD building during the past several weeks. Truckee, since the County is refusing to cooperate, must establish a complete 617193 Pg 2 • city government in a very short period of time; it is moving quickly to create a staff. It is estimated they will need 3,000 square feet of space to accommodate a Town Manager, clerical staff, Assistant Town Manager/DirectorofFinance, Director of Public Works, Town Attorney and legal secretary with a combined office and law library, Community Development Department (combining building inspection, land use planning and code enforcement); also necessary is a small conference room. Unless District operations are changed significantly, the PUD will not be able to handle the Town's need for space. Currently, the District is changing its space configuration. Planning, Water and Electric operations will be consolidated into a single space on the second floor, probably by late summer. Other space that could be used by the Town is being used by CaiTrans; they have one more year on their lease and have been discussing an extension for two more years. Director Corbett moved that the Board direct the Manager to do what he can to accommodate the Town of Truckee's space needs; seconded by Director Maass. After discussion, Director Jones suggested that the motion be amended to include two Directors, Aguera and Sutton, working with the Manager to explore the possibility of providing space to the Town. They will look at short-term immediate fixes. Directors Corbett and Maass approved the amendment. All Directors, aye, by voice vote. SO MOVED. • Truckee representatives thanked the PUD for sharing space and expressed their appreciation to staff saying everyone has been very helpful and gracious. The Town meeting was adjourned to 4:00 PM on Wednesday. PROPOSITION- REVIEW OF ENGINEER'S REPORT REGARDING REIMBURSEMENT TO DISTRICT FOR PROJECT EXPENSES THROUGH MARCH 31, 993 - CONSIDERATION OF UPDATED PROJECT BUDGET - CONSIDERATION OF A PROPOSAL FROM SAUERS ENGINEERING FOR PHASE II SERVICES - CONSIDERATION OF A PROPOSAL FROM SIMON HYDRO SEARCH FOR HYDROLOGY SERVICES FOR PHASE II During May, documentation of$12,000 in Safe Drinking Water Bond Law Project costs was provided to the Department of Water Resources. It is a condition of the financing agreement that the District pay the first $12,000 of project cost. Simultaneously, documentation and a request for reimbursement for costs totaling $292,971.46 was submitted. This amount represents District expenditures (in addition to the first $12,000) through March 31, 1993. The request is currently being processed by the State. In April, the Board reviewed issues concerning the Prop 55 project and some revisions were made. These amendments included some new direction based on hydrogeology . considerations and concern over finding new wells with the least arsenic content. The Prosser Heights hydropneumatic system and tank replacement was added as well as the proposed electric power loop along Alder Creek Road. The California Department of 617193 Pg 3 . Health Services condones each item except the electric transmission main. The project budget has been revised to reflect the changes, total cost remains at $5,012,000. Director Maass moved, and Director Corbett seconded, that the Board approve the updated project cost estimate dated June 1, 1993. All Directors, aye, by voice vote. SO MOVED. The Board reviewed a proposal from Sauers Engineering to perform services for Phase I!of the Proposition 55 program in the amount of$339,263. It covers replacement of the Prosser Heights tank; development of a new well at Southside along with disinfection facilities and piping; a new well, storage tank, disinfection facilities and piping at Prosser Heights/Prosser Lakeview Estates; a test hole on Glenshire Drive; rehabilitation of Northside well; and auxiliary power generator for water pump stations. Director Maass moved that the Board approve the Phase II Engineer Service Contract with Sauers Engineering dated June 2, 1993 at a lump sum fee of$339,263; seconded by Director Corbett. All Directors, aye, by voice vote. SO MOVED. The emphasis on Phase ll of the Prop 55 project is new well development. This will require on-going input by Simon Hydro Search. Their proposal includes $158,155 worth of services for the following: Northside well rehabilitation, Southside test hole and production well, Glenshire Drive test hole and Prosser production well. • Director Maass moved that the Board approve the Simon Hydro Search proposal of May 14, 1993 at a cost not to exceed $158,155. The motion was seconded by Director Corbett. All Directors, aye, by voice vote. SO MOVED. SCADA PROJECT- CONSIDERATION OF A CHANGE ORDER TO CONTRACT FOR INSTALLATION OF SCADA EQUIPMENT - CONSIDERATION OF AN INVOICE SUBMITTED BY SANDEUAVERY ENGINEERING - CONSIDERATION OF PROGRESS PAYMENT REQUEST NO. 1 FROM MOUNTAIN ELECTRIC - CONSIDERATION OF TRANSFERRING FUNDS FROM THE ACQUISITION RESTRICTED FUNDS TO THE WATER GENERAL FUND The District awarded a construction contract to Mountain Electric to furnish and install various electrical equipment at 29 sites to accommodate SCADA equipment being furnished by Sandei/Avery Engineering. Sandel/Avery is requesting that Mountain Electric be authorized to install 19 radio antennas as part of their contract. The work was not included in their bid; it would be change order work. Mountain Electric will perform the task for $5,885, a cost consistent with the project budget. Director Corbett moved, and Director Maass seconded, that the Board approve Contract Change Order No. 1 for the contract with Mountain Electric in the amount of$5,885. All Directors, aye, by voice vote. SO MOVED. . The contract amount prior to this change was $25,364.36; the new contract total is $31,249.36. 617193 Pg 4 After reviewing SandellAvery's invoice covering services from April 29 to June 1, 1993, Director Maass moved that the Board approve payment in the amount of $24,669.96; seconded by Director Corbett. All Directors, aye, by voice vote. SO MOVED. The Board considered Periodic Estimate for Partial Payment No. 1 for the SCADA electrical work project from Mountain Electric covering work from May 19 to May 24, 1993, Director Corbett moved that the Board authorize payment of Periodic Estimate No. 1 in the amount of$4,008.14; seconded by Director Maass. All Directors, aye, by voice vote. SO MOVED. The SCADA project is funded through the COP program. Since the Board approved payment to SandellAvery and Mountain Electric, Director Maass moved that the Board authorize transfer of$28,678.10 from the COP acquisition fund to the water general fund. The motion was seconded by Director Corbett. All Directors, aye, by voice vote. SO MOVED. REPORT ON JIBBOOM STREET WATER LINE REPLACEMENT PROJECT The Manager met with representatives of the Town of Truckee and Downtown Merchants relating to replacement of the waterline in Jibboom Street. The Merchants noted concern . with the traffic flow and with the poor condition of Jibboom; they asked that no work be done on the street until after Memorial Day weekend and that the project be given high priority so the Town can then repair the street surface. At the meeting, the possibility of eliminating the asphalt paving from the District's project and giving that money to the Town for use in completing an overlay was explored. Also discussed was the possibility of adding to the PUD contract - to do the entire overlay with the Town paying the additional cost. The District's contractor is willing to cooperate. The Downtown Merchants have also requested that the District complete work on Jibboom Street, Bridge Street near the new bridge and West River Street before June 28 (Airshow weekend). The contractor began work on Jibboom on June 3, 1993 and will give high priority to the areas of concern to the Merchants. CONSIDERATION OF AN AGREEMENT WITH NCPA TO PERFORM ELECTRIC CUSTOMER END USE STUDY The Northern California Power Agency has conducted end use surveys for many of its D t an member utilities and is willing to conduct a study fort PUD a he approximate cost of $7,275. The information gained will be especially useful in evaluating the potential for demand side management programs. is Director Maass moved, and Director Corbett seconded, that the Board authorize the NCPA to conduct an electric end use survey at a cost of$7,275. PUD staff is to have 617193 Pg 5 . the latitude to change questions on the survey as necessary. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF A REQUEST FOR GRANT OF EASEMENT FOR AFFORDABLE HOMES PROJECT This matter was postponed because the District is still waiting for additional information from the developer of the Affordable Housing Project proposed to be between Highway 267 and the Truckee River. CONSIDERATION OF A RESOLUTION DIRECTING THAT COMPETITIVE BIDDING BE DISPENSED WITH IN CONNECTION WITH THE DISTRICT'S PURCHASE OF A NEW COMPUTER SYSTEM The existing computer system was purchased in 1987. For the past two years, staff has dealt with a slow computer system. Continually, transaction history has to be removed in order to have enough disk space to process the billing cycles. Now, there are no more files to remove in order to free up space. Many operations have to be run after hours in order to have the system available during office hours. The response time for customer calls is very slow; operators have to wait for screens to change in order to answer customer questions or to process their work. Other software applications may not be added and it is not possible to increase the size of the processor or add more disk storage. Staff is proposing an IBM AS400, which is designed as a modular system (meaning that if more speed is needed, you "swap out" the processor- if more disk storage is needed, you add what is needed - if there are additional users, another controller is added). It would be financed through a lease/purchase arrangement over a five year period. After discussing the matter, Director Jones moved that the Board adopt Resolution No. 9329 directing that competitive bidding be dispensed with in connection with the District's purchase of an IBM AS400 computer system and associated hardware and software; further, that staff be directed to negotiate a contract with OrCom Systems, Inc. for the purchase, installation and staff training on the operation of such system. Staff is to bring the negotiated contract back to the Board for its approval along with a proposal for the financing of these costs. Director Corbett seconded the motion. ROLL CALL: Directors, Corbett, Jones, Maass and Aguera, aye; Sutton, no. SO RESOLVED. CONSIDERATION OF A RESOLUTION SUPPORTING THE TOWN COUNCIL OF TRUCKEE PROTESTING THE PROPOSED APPROPRIATION OF THE TOWNS PROPERTY TAX AND ITS DIVERSION TO STATE PURPOSES After reviewing the proposed resolution supporting the Town of Truckee's position on property tax issues, Director Corbett moved that the Board adopt Resolution No. 9328; . seconded by Director Maass. ROLL CALL: all Directors, aye. SO RESOLVED. CONSIDERATION OF MINUTES OF MAY 17, 1993 617193 Pg 6 . Director Corbett moved, and Director Maass seconded, that the Board approve the minutes of May 17, 1993 as presented. All Directors, aye, with the exception of Director Sutton who voted no. SO MOVED. CORRESPONDENCE There was no correspondence discussed by the Board. BILLS FOR APPROVAL Director Maass moved that the bills presented for consideration be approved for payment; seconded by Director Corbett. All Directors, aye, by voice vote. SO MOVED. Director Maass moved that the Board authorize staff to transfer out of the Certificates of Participation funds on deposit with the Local Agency Investment Fund to reimburse the general fund the amount of$22,751.77 for bills related to the SCADA project; seconded by Director Corbett. 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. Ground source heat pumps The Planning Services Department is developing the details of a ground source heat pump demonstration project in Truckee in order to show it is a cost effective way to heat a home. Damage to District property At the last meeting, offering a reward for information on vandalism to the Martis Substation was discussed. The Board was provided with an existing policy that allows the Manager to offer a reward. He will proceed under the terms of the policy. CSDA and APPA conferences CSDA and APPA are holding their conferences in southern California this and next week. Mary Chapman, Directors Corbett and Jones have registered for the CSDA meeting; Director Corbett is registered for the APPA meeting. The Board authorized attendance at both conferences for the Manager. Vacation for the General Manager Mr. Holzmeister will be vacationing in Hartford, Connecticut the weeks of June 21 and 28. . He will return on July 7. He has asked Mary Chapman to fill in at Board meetings during his absence. 617193 Pg 7 Financial reports Attached are financial reports for the month of April. Water quality report The monthly bacteriological report for May is attached. CLOSED SESSION At 9:52 PM, the Board adjourned to closed session for the purpose of discussing pending litigation, the Black Grievance, in accordance with Government Code Section 54956.9(a). RETURN TO PUBLIC SESSION The Board returned to public session at approximately 10:40 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 10:41 PM. T CKEE DONNER PUBLIC UTILITY DISTRICT J se h R. Ague r P sident Prepared by — Susan M. Craig, Deputy District Clerk smc • 617193 Pg 8