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HomeMy WebLinkAbout1993-06-21 Min - Board REGULAR MEETING June 21, 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 7:12 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, Kathy Neus, Ron Reynolds, Dave Rully and Scott Terrell. CONSULTANTS PRESENT. Consulting Engineer Keith Sauers; Attorneys Steve Gross and John Phelps. OTHERS PRESENT:A representative of SchwabacherFrey was present in the audience. POSSIBLE DIRECTION REGARDING THE LEASE OF SPACE TO THE TOWN OF TRUCKEE Although they have not made a final request, the Town of Truckee may want to lease 1,280 square feet in the District complex (the current Planning Services office) for eight to eleven administrative staff people. Various lease conditions were discussed and, thereafter, Director Maass moved that the Board propose a lease charging the Town $1.50 per square foot for space downstairs in the District building (Planning Services Department) effective July 1, 1993; there would be no additional charge for use of common areas, the Board and conference rooms. Further, between now and July 1, the Town may continue to use space in the building at no charge. The motion was seconded by Director Corbett. All Directors, aye, by voice vote. SO MOVED. The Board noted the PUD sign that was to have been removed and replaced is still in existence and suggested erecting a frame with room for the lessees' names as well as the District's. PUBLIC INPUT There was no public input. 6121193 Pg. 1 . CONSIDERATION OF PERFORMANCE REVIEW FOR KATHY NEUS; DIRECTION REGARDING SALARY ADJUSTMENT It was noted that Mrs. Neus' performance review was excellent. Director Maass moved, and Director Corbett seconded, that the Board increase the salary of the Support Services Manager, Kathy Neus, by 4.5% retroactive to May 13, 1993. ROLL CALL: all Directors, aye, Aguera and Sutton, no. SO MOVED. PROPOSITION 55 PROJECT - DOWNTOWN PIPELINE - DIRECTION REGARDING JIBBOOM STREET SURFACE RESTORATION The Town is planning to repave Jibboom Street following the completion of the pipeline work in the area. The repaving operation will consist of grinding off the existing surface, adding a layer of base rock and adding a layer of asphalt. Because the existing surface will be removed, the District's pipeline contractor did not pave the trench. Since the PUD won't be required to pay the contractor for that work, Sauers Engineering is recommending that payment to the Town for the amount that would have been paid to the pipeline contractor be authorized. Director Maass moved, and Director Corbett seconded, that the Board authorize payment of$3,250 to the Town of Truckee for paving the pipeline trenches in Jibboom Street. All • Directors, aye, by voice vote. SO MOVED. REVIEW OF CAL TRANS INVOICE FOR RELOCATION OF WATER FACILITIES ON THE TRUCKEE RIVER BRIDGE PER SPECIAL AGREEMENT; POSSIBLE ACTION The invoice from CalTrans is higher than the original estimate of$26,520. It reflects the CalTrans contractor's actual bid amount for the work. Consulting Engineer Keith Knibb is of the opinion that the invoice amount appears reasonable for the work performed. Director Maass moved that the Board authorize payment of CalTrans invoice #03039417 in the amount of$31,140; Director Corbett seconded the motion. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF RESOLUTION IMPLEMENTING AND FIXING WATER AND ELECTRIC STANDBY CHARGES FOR THE FISCAL YEAR 1993-94 CONSIDERATION OF RESOLUTION FIXING AND PLACING WATER AND ELECTRIC STANDBY CHARGES ON DISTRICT TAX ROLL FOR COLLECTION BY THE COUNTIES OF PLACER AND NEVADA Because the water standby charges were adjusted under the Uniform Standby Charge Act during 1991, the District is required to conduct a public hearing to consider continuing • 6121193 Pg. 2 • the charge prior to passing the related resolutions. A public hearing was set for 7:15 PM on Tuesday, July 6, the date of the next regular meeting, and will be advertised in the appropriate manner. Director Maass moved that the Board adopt Resolution No. 9330 implementing and fixing electric standby charges for the fiscal year 1993-94; seconded by Director Corbett. ROLL CALL: all Directors, aye. SO RESOLVED. Director Maass moved, and Director Corbett seconded, that the Board adopt Resolution No. 9331 fixing and placing electric standby charges on the District tax roll for collection by the Counties of Placer and Nevada. ROLL CALL: all Directors, aye. SO RESOLVED. AUTHORIZATION TO EXECUTE CONTRACTS FOR OFFICE EQUIPMENT - EXECUTONE TELEPHONENOICE MAIL SYSTEM-IBM AS400 COMPUTER SYSTEM WITH ASSOCIATED HARDWARE AND SOFTWARE THROUGH OR COM SYSTEMS, INC. At the June 7, 1993 meeting, the Board authorized staff to negotiate a contract with Executone Information Systems, Inc. for the purchase of a telephone/voice mail/call accounting system. The system comes with a certain amount of call accounting capabilities and, therefore, the decision was made to exclude the separate call accounting system from the contract in order to keep the cost down. Director Maass moved, and Director Corbett seconded, that the Board direct Mary Chapman, acting General Manager, to execute the contract with Executone Information Systems, Inc. for the purchase of the telephone and voice mail systems in the amount of$57,812.77. ROLL CALL: all Directors, aye, with the exception of Director Sutton who voted no. SO MOVED. Director Maass moved that the Board authorize staff to pay the Executone invoice up to the contract amount upon completion of the installation of the phone and voice mail systems. Director Corbett seconded the motion. ROLL CALL: Corbett, Jones, Maass and Aguera, aye; Sutton, no. SO MOVED. Since the last meeting, staff has been negotiating a contract with OrCom Systems, Inc. for purchase and installation of an AS400 computer system and updated utility billing and financial accounting software. OrCom's original discounted quote for hardware and software was $195,009; after negotiating, OrCom agreed to adjust that price to $186,371. Director Maass moved, and Director Corbett seconded, that the Board direct Mary Chapman, Acting General Manager, to execute the contract with OrCom Systems, Inc. for the purchase and installation of an IBM AS400 computer system and upgraded utility . 6121193 Pg. 3 . billing and financial accounting software in the amount of $186,371. ROLL CALL: all Directors, aye, with the exception of Director Sutton who voted no. SO MOVED. CONSIDERATION OF BIDS AND POSSIBLE AWARDS - FURNISHINGS FOR THE SECOND FLOOR OF THE DISTRICT COMPLEX - TRANSFORMERS - UNDERGROUND FEEDER NO. 3 PROJECT, TAHOE DONNER SUBSTATION - CONCRETE BOXES AND LIDS Bids were opened on June 2, 1993 for furnishing the upstairs offices in the District complex. Two bids were received - one from Schwabacher Frey in the amount of $96,599.41 and the other from Machabee Office Environments in the amount of $116,599.80. After discussing the lease of space to the Town, plans for upstairs were redrafted;numerous items were deleted and others were re-configured. As a result, the price for furnishings (including tax) and installation has been reduced. Director Maass moved that the Board award the bid for furnishing the upstairs to the low bidder, Schwabacher Frey of Sparks, Nevada in the amount of$87,564.78; seconded by Director Corbett. All Directors, aye, by voice vote. SO MOVED. Bids for transformers were opened on May 17, 1993; there were three responsive bidders. Director Maass moved that the Board award bids to Central Maloney (represented by Maydweii and Hartzell) for Schedule A in the amount of $1,984.19 each, Schedule B in the amount of$1,337.12 each and Schedule C in the amount of$1,442.13 each; and to Western States Electric of Portland, Oregon for Schedule D in the amount of$4,145.01 each, Schedule E in the amount of $9,041.62 each and Schedule F in the amount of $7,757.28 each. Director Corbett seconded the motion. All Directors, aye, by voice vote. SO MOVED. On June 16, 1993, bids were opened for work on the Tahoe Donner Feeder No. 3 Project; there were six bidders. This project involves the installation of approximately 1,000 feet of three phase underground conductor and facilities as well as removing existing conductors. The project is immediately outside Tahoe Donner Substation along Skislope and then along Northwoods Blvd. going east. This is part of a project that will make transferral of system loads easily achieved. Director Maass moved, and Director Corbett seconded, that the Board award the bid for the Underground Feeder No. 3 Project, Tahoe Donner Substation, to Burt and Burt, Inc. of Crystal Bay, Nevada, in the amount of$76,364. All Directors, aye, by voice vote. SO MOVED. Bids for concrete boxes and steel lids were opened on June 17. There was only one responsive bidder. . 6121193 Pg. 4 Director Maass moved that the Board award the bid for concrete boxes and steel lids to Record Supply Company in the amount of $9,840.67; Director Corbett seconded the motion. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF LEASE PURCHASE AGREEMENT FOR VARIOUS EQUIPMENT; POSSIBLE ADOPTION OF RELATED RESOLUTIONS Staff obtained quotes on the refinancing of two trucks that were purchased two years ago, the line truck purchased in March 1993, and checked into lease/purchase options for furnishings for upstairs, the telephone/voice mail system and the computer hardware and software. After some discussion, Director Maass moved that the District enterinto a lease purchase agreement with Municipal Services, Inc. for 60 months at an interest rate of 5.38%. The lease purchase agreement is to include the amounts for the purchase of the computer hardware and software in the amount of$226,000, the furnishings for the upstairs in the amount of$87,564.78, the reimbursement to the general fund for the purchase of the line truck in the amount of$110,234.77, and the refinancing of the line truck and water utility truck in the amount of$178,166.13. The telephone/voice mail system will be purchased outright. Director Jones seconded the motion. ROLL CALL: Corbett, Jones, Maass and Aguera, aye; Sutton, no. SO MOVED. Director Maass moved, and Director Corbett seconded, that the Board adopt Resolution No. 9332 approving refinancing of equipment. ROLL CALL: Corbett, Jones, Maass and Aguera, aye; Sutton, no. SO RESOLVED. Director Maass moved that the Board adopt Resolution No. 9333 approving the agreement to acquire equipment, seconded by Director Corbett. ROLL CALL: Corbett, Jones, Maass and Aguera, aye; Sutton, no. SO RESOLVED. DISCUSSION AND POSSIBLE DIRECTION REGARDING GROUND SOURCE HEAT PUMP PiLOT PROJECT A proposal to conduct a pilot program on ground source heat pumps in the PUD's service area was reviewed. The purpose of the project is to demonstrate the use of heat pumps and determine the technical feasibility and economics of their use to District customers. Local professionals and community members would be asked to participate in a steering committee to provi de e assistance to the PUD and give direction to the project. The P installations are planned to be completed by late fall and would be monitored for about one and one-half years. Test installations would be on homes with no other heat source, if possible. Local building codes will be investigated. 6121193 Pg. 5 . Director Maass moved, and Director Corbett seconded, that the Board authorize staff to implement the ground source heat pump pilot project within the District service area as proposed. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF MINUTES OF JUNE 7, 1993; POSSIBLE ACTION Director Maass moved, and Director Corbett seconded, that the minutes of June 7, 1993 be approved as corrected by Director Maass. ROLL CALL: Corbett, Jones, Maass and Aguera, aye; Sutton, no. SO MOVED. CORRESPONDENCE There was no correspondence discussed by the Board. CONSIDERATION AND POSSIBLE APPROVAL OF BILLS Director Maass moved that the Board approve the bills as presented. There was some discussion. MOTION FAILED for lack of a second Director Sutton moved that the bills be paid with the exception of the Sandel/Avery bill in the amount of$22,712.50; Director Maass seconded the motion. All Directors, aye, by voice vote. SO MOVED. . Director Maass moved that the Sandei/Avery bill be approved; further, that staff be directed to transfer out of the Certificates of Participation funds on deposit with the Local Agency Investment Fund the amount of $23,187.50 to reimburse the general fund for SCADA related bills. The motion was seconded by Director Corbett. ROLL CALL: Corbett, Jones, Maass and Aguera, aye; Sutton, no. SO MOVED. STAFF REPORT A complete copy of the Staff Report is attached to these minutes. Passive solar home design and low water use landscaping seminar A seminar for customers will be held at the District on Saturday, July 10, 1993 on passive solar home design and water conservation. CLOSED SESSION The Board adjourned to closed session at 9:00 PM for the purpose of discussing personnel matters in accordance with Government Code Section 54957. 6121193 Pg. 6 . RETURN TO PUBLIC SESSION The meeting was returned to public session at 9:10 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 9:11 PM. TRUCKEE DONNER PUBLIC UTILITY DISTRICT Jibs h R. Aguera, P dent l Prepared by Susan M. raig, Deputy District Clerk smc 6121193 Pg. 7