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HomeMy WebLinkAbout1993-08-02 Min - Board REGULAR MEETING August 2, 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 re nest. The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order by President Aguera at 7:10 PM in the TDPUD Board Room. ROLL CALL: Directors Joe Aguera, John Corbett, Bob Jones and Patricia Sutton were present. Director Jim Maass was absent. EMPLOYEES PRESENT. Mary Chapman, Susan Craig, Peter Holzmeister, Kathy Neus and Bob Quinn. CONSULTANTS PRESENT: Attorneys Steve Gross and John Phelps; Consulting Engineer Keith Sauers Virginia Horler of Raucher Pierce Refsnes, Inc.. CONSIDERATION OF A STAFF REPORT ON WATER SYSTEM STANDBY POWER GENERATORS; POSSIBLE ACTION At the last meeting, the Board discussed the advantages of mounting the standby generator on a used truck rather than on a trailer. One of the District's electric bucket trucks is being decommissioned soon; the present equipment could be removed from the truck and a new flat bed installed for around $5,000. Consulting Engineer Chuck Martin is recommending the purchase of a 350 kw generator instead of 250 kw. The smaller generator was recommended earlier because it was more portable. The 250 kw unit will not operate the Airport pump or all pumps simultaneously at Soma Sierra or Donner Trails. However, if a truck is used to transport the unit, the portability problem is erased. The approximate cost of a 250 kw diesel generator is $38,000; the 350 kw unit is $46,000. Briefly discussed was a used 275 kw unit that is for sale in the community. Because of its age and the possibility that replacement parts may not be available, purchase was not considered to be a reasonable option. Director Jones moved, and Director Corbett seconded, that the standby generator be a District-furnished-truck-mounted 350 kw generator. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF PROPOSALS FOR SERVICES IN CONNECTION WITH THE REFINANCING OF THE HEADQUARTERS COMPLEX, 1986 CERTIFICATES OF . PARTICIPATION - PROPOSAL OF INVESTMENT BANKING SERVICES FROM RAUSCHER PIERCE REFSNES, INC. - PROPOSAL OF SPECIAL BOND COUNSEL SERVICES FROM BROWN AND WOOD 812193 Pg 1 • Virginia Horier, a representative of Raucher Pierce Refsnes, Inc., the investment banking firm that coordinated the last certificates of participation issue and acted as the underwriters to guarantee the sale of the bonds for the District, was present in the audience. At the request of the Administrative Services Manager, Ms. Honer reviewed the District's two financings to see if there would be an advantage to refinancing either the 1986 or 1991 Certificates of Participation since interest rates have dropped. There would be no economic benefit to the District in refinancing the 1991 Certificates of Participation. It would, however, be economically beneficial to the District to pursue refinancing the 1986 Certificates of Participation. The projected net debt service savings are estimated to be $119,978 over the life of the issue or $80,006 on a net present value basis. After some discussion, Director Jones moved that the Board authorize execution of an agreement with RauscherPierce Refsnes, Inc. to proceed with the refinancing of the 1986 Certificates of Participation for the District Headquarters Complex provided that pursuing this option continues to provide a substantial net savings to the District as estimated; further, that the District hire the services of Brown & Wood, inc. to proceed with the preparation and review of documents relating to the refinancing of the 1986 Certificates of Participation for the District Headquarters Complex for a fee of $25,000 plus out-of- pocket expenses not to exceed $5,000. The motion was seconded by Director Corbett. ROLL CALL: Corbett, Jones, Sutton and Aguera, aye; Maass, absent. SO MOVED. PROPOSITION 55 PROJECT - STATUS REPORT - DOWNTOWN PIPELINES, CONSIDERATION OF PROGRESS PAYMENT REQUEST NO. 2 - CHLORINATION STATIONS, CONSIDERATION OF PROGRESS PAYMENT REQUEST NO. 2 Application has been made to the Department of Water Resources for the second disbursement of loan funds to the District in the amount of $199,618.50 representing project costs through May 1993. Chlorination Stations - The contractor is on schedule with approximately 37% of the project complete in about 35% of the contract time. He is making satisfactory progress toward completion. Downtown Pipelines-Progress is slow fora number of reasons including rocky conditions and insufficient equipment and manpower. The contractor is assuring that additional manpowerand equipment are coming and that the project will be completed on schedule. At present, he has completed approximately 29% of the project in about 45% of the contract time. New Wells - The Board authorized Simon Hydro-Search to proceed with hydrogeology tasks at Southside, Prosserand Glenshire Drive. They have prepared draft specifications for test hole excavation at Southside and Glenshire Drive. Storage Tanks - Negotiations have been proceeding for acquisition of a site for Frontier Tank to be located north of Prosser Heights subdivision. Preliminary surveys have been made to locate the new tank at the same elevation as the existing Prosser Heights tank. 812193 Pg 2 • Director Corbett moved, and Director Jones seconded, that the Board approve payment of Periodic Estimate for Partial Payment Number 2 to Arcadian Enterprises in the amount of$83,173.09. All Directors, aye, by voice vote. SO MOVED. Director Corbett moved that the Board approve payment of Periodic Estimate for Partial Payment No. 2 in the amount of $29,893.95 to JJM Engineering Constructors, Inc.; seconded by Director Jones. Director Sutton abstained, all other Directors, aye. SO MOVED. SCADA PROJECT- CONSIDERATION OF A PROGRESS PAYMENT REQUEST TO SANDEL/AVERY ENGINEERING - CONSIDERATION OF A PROGRESS PAYMENT REQUEST TO MOUNTAIN ELECTRIC-CONSIDERATION OF A CONTRACT CHANGE ORDER- CONSIDERATION OF AUTHORIZING A TRANSFER OF FUNDS FROM THE CERTIFICATES OF PARTICIPATION ACQUISITION FUND TO THE WATER GENERAL FUND The original contract completion date for the SCADA project was to have been February 26, 1993. Sandel/Avery Engineering was experiencing delays, and through Amendment No. 1 to the contract, the completion date was extended to July 15, 1993. As of July 15, 1993, the project was still only 62% complete.Consulting Engineer Keith Sauers has communicated the District's concern regarding the project status to Sandel/Avery several times. Based on the rate of progress since the start of work, Mr. Sauers does not expect • the contract to be complete before mid-February 1994. There was some discussion of the contract documents and the lack of a penalty clause. Manager Holzmeister will determine who prepared the documents; further, he will invite a representative of Sandel/Avery to be present at the next regular Board meeting to discuss the project with the Board. Sandel/Avery submitted an invoice in the amount of$24,005.39. Mr. Sauers found it to be consistent with the contract for their work. Director Corbett moved, and Director Jones seconded, that the Board authorize payment of Invoice No. 728931 in the amount of $24,005,39, All Directors, aye, by voice vote. SO MOVED. Mountain Electric has presented Periodic Estimate for Partial Payment No. 3. They have completed 80%of their contract in 72%of the allowable time. Director Corbett moved that the Board approve Periodic Estimate No. 3 and authorize payment of $6,540.62 to Mountain Electric; seconded by Director Jones. All Directors, aye, by voice vote. SO MOVED. After consideration, Director Jones moved that the Board approve Mountain Electric's Contract Change Order No. 2 in the amount of $5,635.47 for extra work proposed by Sandel/Avery Engineering. Director Corbett seconded the motion. All Directors, aye, by voice vote. SO MOVED. • Director Corbett moved, and Director Jones seconded, that the Board authorize a transfer of$30,546.01 from the 1991 Certificates of Participation acquisition fund to reimburse the 812193 Pg 3 Water General Fund. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF AUTHORIZING A TRANSFER OF FUNDS FROM THE 1991 CERTIFICATES OF PARTICIPATION ACQUISITION FUND TO THE DISTRICT WATER GENERAL FUND The Administrative Services Manager presented a list of invoices relating to the SCADA project that have been paid by the District. Since the bills were under$3,000, they were not listed on the list of bills presented for Board consideration. Mrs. Chapman is asking that the Board authorize reimbursement to the Water Department General Fund for the COP Acquisition Fund for the total of the invoices. Director Corbett moved, and Director Jones seconded, that the Board authorize staff to transfer $20,784.74 from the 1991 Certificates of Participation Acquisition Fund to reimburse the Water Department General Fund for payment of SCADA related invoices. ROLL CALL: Corbett, Jones and Aguera, aye; Sutton, no; Maass, absent. SO MOVED. CONSIDERATION OFA RESOLUTIONAPPROVING SPECIFICATIONS AND ISSUING A CALL FOR BIDS FOR RE-COATING THE ROOF AT THE DISTRICT'S HEADQUARTERS BUILDING The flat roofs at the District headquarters building, with the exception of the flat roof area • over the administration offices, have had no maintenance since they were constructed. The fire coating that was originally installed came loose approximately three years ago and the wind blew most of it away. For the majority, the roofs are down to the original tar and paper. There are several leaks over the warehouse area. The sun is drying out the paper, so there is potential for more leaks. The roofs are deteriorating and require some type of coating to stop the process; if not done, they will require replacing in a few years. The Support Services Manager is suggesting issuing a call for bids for a high solid acrylic elastomeric weather barrier coating that has a Class A fire rating, protection from UV effects, stays flexible and resistant to temperature extremes and is weather resistant. Currently the high school and hospital are using this acrylic coating with no problems or complaints. By Board consensus, staff was directed to analyze the contract documents and guarantees, to talk with the architect and contractor, to determine why the roof is failing and see what can be done. PUBLIC INPUT There was no public input. CORRESPONDENCE is Bruce Grow's retirement 812193 Pg 4 • The Board reviewed the letter of resignation from Bruce Grow, who has been a valuable staff member for 27 years. His retirement date is September 17, 1993. Director Jones moved, and Director Corbett seconded, that a resolution of acknowledgment and appreciation be prepared for presentation to Mr. Grow at the next Board meeting. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION AND POSSIBLE APPROVAL OF BILLS After review, Director Jones 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 complete copy of the Staff Report is attached hereto for reference. Glenshire Mutual Water Company/Airport District Glenshire Water Company has identified a location in the northeast corner of Airport property where they want to drill a test hole. They hope to find enough water to sink a 1,000 GPM production well. The Airport District asked for a financial proposal from • Glenshire- they see this as a potential revenue generator for the Airport. Also, the Airport indicated it would want a meeting with all interested parties including the PUD. This matter will be placed on the next regular meeting agenda. Electric services to TTSA TTSA reports problems with voltage fluctuations; their staff has investigated and all indications are that the problem is on the PUD system. Bob Quinn, Wayne Cummings and Ken Weekly are working on the problem; they indicate the problem is within the TTSA plant. PUD and TTSA will work together until the situation is found and corrected. The Executive Officer of TTSA, Craig Woods, reports that Jim Reidy, a Sierra Pacific Power Company engineer, has made a study of TTSA electric bills; he says he can save them 25% if they take power from Sierra. Mr. Woods wants to meet with PUD Manager Holzmeister to discuss services from SPPCo or a possible rate reduction from TDPUD. This matter will be placed on the next regular meeting agenda. Donner Lake Utility Company It appears that the sale of Donner Lake Utility Company to Del Oro Water Company has . been denied by the Administrative Law Judge. Counsel is obtaining a copy of the pertinent documents. 812193 Pg 5 in-house Electrical Engineer Attached to the Staff Report are memoranda suggesting employment of an in-house electrical engineer. Training our supervisors Manager Holzmeister will be attending the American Management Association course entitled, "Training the Trainer," during September in San Francisco. This will enable him to conduct sessions with the department heads aimed at revitalizing the District's system of management. Scott Terrell memorandum A copy of Mr. Terrell's memorandum is attached. The Planning Department performs several community outreach programs. CLOSED SESSION The Board adjourned to closed session at 9:26 PM for the purpose of discussing the Black arbitration in accordance with Government Code Section 54956.9(a), employee matters and MOU matters in accordance with Section 54957.6, and a matter governed ® by Section 54956.9(c) and (b)(1). RETURN TO PUBLIC SESSION The Board returned to public session at approximately 11:46 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 11:47 PM. T UCKEE DONNER PUBLIC UTILITY DISTRICT o eph R.'Aguera,00Aesident �.� Prepared by Susan M. Craig, Deputy District Clerk smc • 812193 Pg 6