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HomeMy WebLinkAbout1993-04-03 Min - Board REGULAR MEETING April 5, 1993 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. 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. ROLL CALL: Directors Joe Aguera, John Corbett, Bob Jones, Jim Maass and Patricia Sutton were present. EMPLOYEES PRESENT., Mary Chapman, Susan Craig, PeterHoizmeister, Kathy Neus, Bob Quinn, Dave Rully and Scott Terrell. CONSULTANTS PRESENT., Attorneys Steve Gross and John Phelps; Consulting Engineer Keith Sauers. OTHERS PRESENT: Among those present in the audience were Bill Quisnell, Kathy Eagan, Jacqui Gay, Ed McMann, John Falk, Dean Detton and Jerry Kennedy. CONSIDERATION OF A REQUEST FROM THE TOWN OF TRUCKEE FOR USE OF MEETING AND OFFICE SPACE AT THE DISTRICT HEADQUARTERS BUILDING The Town of Truckee is formally requesting the use of the TDPUD Board Room to hold its meetings on Thursday evenings and for study sessions on Wednesday afternoons. In addition, they would appreciate the use of any surplus office space to set up temporary quarters until they are able to secure a more permanent site for the Town Hall. Due to the shortage of operating revenue, the Town is requesting that charges for the space be waived. Director Maass moved, and Director Corbett seconded, that until June 30, 1993, the Board allow the Truckee Town Council to use the District Board room on Thursday evenings and, when available, on Wednesday afternoons, for Council meetings and study sessions at no charge; further, that the District General Manager be authorized to work with the Town Manager to make office space available on a temporary basis and to do what is reasonable to assist the Town of Truckee during its use of District facilities. No charge will be made to the Town during their use of office space except for costs incurred in the use of District equipment. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OFRESCINDING NOTICE TO BIDDERS ON THE GATEWAYTANK PROJECT Bibs were to have been received for construction of the new Gateway Tank on March 1. Acquisition of the tank site was not complete and did not look promising on that date. 415193 Pg 1 . After consulting with District management and legal counsel prior to bid opening time, it was decided not to accept the bids. They were returned unopened to the bidders. Subsequent site acquisition negotiations have not been successful. Director Maass moved, and Director Corbett seconded, that the Board authorize issuance of notification to all Gateway Tank plan holders that the bid opening has been canceled until further notice (pending acquisition of a site). All Directors, aye, by voice vote. SO MOVED. TAHOE DONNER PIPELINE REPLACEMENT PROJECT - CONSIDERATION OF INVOICES SUBMITTED BY TRUCKEE SANITARY DISTRICT- CONSIDERATION OF RELEASE OF FUNDS TO FORD CONSTRUCTION-CONSIDERATION OF TRANSFER OF FUNDS FROM COP ACQUISITION FUND TO GENERAL FUND The District is presently retaining $71,322.03 from final payment to Ford Construction on the Tahoe Donner Pipeline Replacement Project for restoration of the meadow staging area, future sewer lateral repairs, TSD invoices and TDPUD invoices. A notice of violation has been issued by Lahontan Regional Water Quality Control Board with respect to restoration of the staging area. The site is covered with approximately three feet of snow and it will probably be late spring or summer before any work can be done. Staff recommends that $30,000 be held until Lahontan lifts the notice of violation. . Based on concerns raised by the Truckee Sanitary District, $30,000 was retained from Ford Construction. Ford is asking that the money be released and staff is recommending the District comply less any money due to TSD. Director Corbett moved, and Director Jones seconded, that the Board authorize staff to pay TSD $2,985.75. This amount includes a late charge imposed by the Sanitary District. ROLL CALL: Corbett and Sutton, aye; Jones, Maass and Aguera, no. MOTION FAILED. Director Corbett moved, and Director Maass seconded, that the Board authorize staff to pay to TSD the amount of$2,714.32 from funds retained from Ford Construction. (The amount of TSD invoices less the late charge). All Directors, aye, by voice vote. Director Sutton moved that consideration of releasing funds to Ford and transferring funds from the COP acquisition fund to the general fund be postponed until the first meeting in May,- seconded by Director Maass. All Directors, aye, by voice vote. SO MOVED. PROSSER HEIGHTS AND PROSSER LAKEVIEW ESTATES WATER PRESSURE PROBLEMS - CONSIDERATION OF A REPORT FROM SAUERS ENGINEERING; POSSIBLE DIRECTION - POSSIBLE ACTION CONCERNING SELECTION OF AN AUXILIARY GENERATOR FOR WATER PUMPING FACILITIES • Several customers in Prosser Lakeview Estates and Prosser Heights attended the February 16 Board Meeting with complaints about water pressure triggered by a power failure that caused loss of water pressure. The Consulting Engineer was asked to 415193 Pg 2 investigate the issue and report back to the Board. Sauers Engineering found that the problem of Prosser Lakeview Estates will be mitigated by the new SCADA system, the pending purchase of an auxiliary generator and other improvements planned for the Prop 55 project. The customers in the upper elevations of Prosser Heights will have the benefit of a more reliable water system because of these improvements, but they will still have low water pressure. The alternative solutions and estimated costs to correct the problems were reviewed. After some discussion, Director Maass moved that the Board direct Keith Sauers and General Manager Holzmeister to evaluate methods of financing $175,000 for the placement of a hydropneumatic station at Prosser Heights tank with an associated pipeline distribution system. Director Sutton seconded the motion. All Directors, aye, by voice vote. SO MOVED. The Board reviewed Mr. Sauers report on issues related to selection of a standby generator. Director Maass moved, and Director Corbett seconded, that the Consulting Engineer proceed with generator selection and pump station modifications for one 250 kw trailer unit and approximately ten station modifications, Further, a plan of action is to be developed for additional stations and generators as funds permit. All new stations are to be specified with generator capacity. All Directors, aye, by voice vote. SO MOVED. • PUBLIC INPUT Jacqui Gay addressed the Board about inadequacies in the Prosser water system and the requirement of realtors to disclose such matters. CONSIDERATION OF GRANTING STAFF THE AUTHORITY TO MAKE INITIAL INQUIRIES TO NEVADACOUNTYLAFCO REGARDING POSSIBLE ANNEXATION OF TERRITORY IN PLACER COUNTY The District has been investigating possible annexations along the north and south boundaries of the District within its sphere of influence. Consulting Engineer Keith Sauers reviewed with the Board procedural issues for implementing an annexation. Director Maass moved, and Director Sutton seconded, that the Board authorize the General Manager to request that a determination be made by Nevada County LAFCo concerning jurisdiction for consideration of annexation of lands within Placer County to TDPUD, and consideration of reduction of the application fee if the application is considered by Nevada County LAFCo. All Directors, aye. SO MOVED. CONSIDERATION OF THE RESIGNATION OF ROBERT JONES FROM THE TDPUD FINANCING CORPORATION BOARD OF DIRECTORS; POSSIBLE DIRECTION Director Maass moved that the Board accept Bob Jones' resignation from the TDPUD • Financing Corporation and thank him for his dedicated service; further, Director Sutton was asked to nominate someone to the Board within 30 days for filling his position. The motion was seconded by Director Corbett. All Directors, aye, by voice vote. SO MOVED. 415193 Pg 3 • CONSIDERATION OF A PERFORMANCE REVIEW AND POSSIBLE COMPENSATION ADJUSTMENT FOR THE PLANNING SERVICES MANAGER It was reported that Scott Terrell's performance during his first six months was excellent. Director Maass moved, and Director Jones seconded, that the Board approve a 4.5 percent pay increase for Scott Terrell effective March 9, 1993. ROLL CALL: Corbett, Jones, Maass and Aguera, aye; Sutton, no. SO MOVED. CONSIDERATION OF REQUEST FOR WAIVER FROM REA AUDIT REQUIREMENTS The Finance Committee analyzed the estimated cost to the District to continue to comply with REA's requirements as opposed to paying off the loan balance. Three options were developed - meet all of the REA reporting and audit requirements for an estimated cost of $3,378; since the balance is so low, ask for a waiver of the audit and reporting requirements and offer to continue to send them a copy of the annual audited financial statements; pay off the loan balance. Director Maass moved that the District pay off the loan balance in the amount of $74,108.42, MOTION FAILED FOR LACK OF A SECOND. Certain benefits of being indebted to the Rural Electrification Administration were discussed. • Director Maass moved that the Board direct staff to write to the USDA Rural Electrification Administration requesting a waiver from the reporting and audit requirements, Staff is to report back to the Board with REA's response and for possible action. Director Corbett seconded the motion. SO MOVED. CONSIDERATION OF A RESOLUTION ADOPTING RELOCATION AND REAL PROPERTY ACQUISITION GUIDELINES Director Maass moved, and Director Corbett seconded, that the Board adopt Resolution No. 9322 adopting relocation and real property acquisition guidelines. ROLL CALL: Corbett, Jones, Maass, Sutton and Aguera, aye. SO RESOLVED. CONSIDERATION OFA RESOLUTIONAPPROVING SPECIFICATIONS AND ISSUING A CALL FOR BIDS FOR A FOUR WHEEL DRIVE SERVICE TRUCK FOR THE ELECTRIC FOREMAN Director Maass moved, and Director Corbett seconded, that the Board adopt Resolution No. 9323 approving specifications and calling forbids on a four wheel drive service truck for the Electric Foreman. ROLL CALL: all Directors, aye. SO RESOLVED. CONSIDERATION OF A PROPOSAL FROM R. W. BECK TO PERFORM SERVICES • IN RELATION TO AN UPGRADE OF THE TRUCKEE SUBSTATION Projects currently planned for this year's construction season are designed to enhance 415193 Pg 4 . the electric system's reliability and better enable the District to transfer load from one circuit to another and from one substation to another. The need for reliably transferring load between substations warrants the upgrading of Truckee Substation. Director Corbett moved, and Director Maass seconded, that the Board approve R. W. Beck and Associates' proposal entitled, "Truckee Substation Upgrade, Phase 1, Conceptual Design." All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF A RESOLUTION APPROVING SPECIFICATIONS AND ISSUING A CALL FOR BIDS FOR A THREE REEL CABLE TRAILER Director Maass moved, and Director Jones seconded, that the Board adopt Resolution No. 9324 approving specifications and calling for bids on a three-reel cable trailer. ROLL CALL: all Directors, aye. SO MOVED. SPACE PLANNING FOR SECOND FLOOR OFFICE SPACE IN DISTRICT HEADQUARTERS BUILDING - CONSIDERATION OF AUTHORIZING MORRILL AND MACHABEE TO PREPARE PLANS AND SPECIFICATIONS FOR PURCHASE OF OFFICE FURNISHINGS; POSSIBLE DIRECTION - CONSIDERATION OF QUOTES FOR CARPENTRY WORK ON SECOND FLOOR OFFICE SPACE; POSSIBLE DIRECTION On April 1, 1993, the Board/Manager Relations Committee met with Peter Hoizmeister, Bob Quinn, Dave Rully and Scott Terrell to discuss the status of plans for use of the second floor office space. They discussed the conceptual approach staff is using to plan the layout and each department's specific plans as well as the projected cost and availability of funding. The budget contains $100,000 to set up the second floor office space; the projected cost is approximately $100,000, but formal bids must be secured to determine if this is accurate. Three vendors are interested in bidding. Director Corbett moved, and Director Jones seconded, that the Board authorize Morrill and Machabee to finalize the plans for space and prepare a set of specifications which will be submitted to the Board for consideration and possible call for bids. All Directors, aye, so moved. Director Maass moved that the Board authorize staff to secure three quotes for miscellaneous carpentry modifications to the second floor office space; seconded by Director Corbett. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF MINUTES OF MARCH 15, 1993 Director Maass moved, and Director Corbett seconded, that the Board accept the minutes . of March 15, 1993 as corrected by Counsel Phelps. ROLL CALL: Corbett, Jones, Maass and Aguera, aye; Sutton, no. SO MOVED. 415193 Pg 5 . CORRESPONDENCE There was no correspondence discussed by the Board. BILLS FOR APPROVAL Director Maass moved, and Director Corbett seconded, that the Board approve the bills presented for consideration less the $17.50 finance charge listed on the Porter, Simon, Graham, Phelps and Cuttitta billing, All Directors, aye, by voice vote. SO MOVED. Director Maass moved that staff be authorized to transfer the money for payment of the Sandel/Avery bill out of the certificates of participation funds on deposit with the Local Agency Investment Fund to reimburse the general fund. The motion was seconded by Director Corbett. SO MOVED. STAFF REPORT A complete copy of the staff report is attached hereto for reference. NCPA meeting with SPPCo NCPA has several reasons for wanting to meet with Sierra Pacific, which are noted in the ® attached letter, the District is included on the agenda. Mr. Hoizmeister will be contacting Tom Green of NCPA to inquire about his participation in that meeting. Guide to handling power/water outages The guide sets forth in writing the process the District will follow in responding to water and power outages that affect a large number of customers. It provides a clear designation of responsibility and a check list to make sure tasks are not forgotten. it provides for documentation of what happened to help staff review and improve the procedures. Certificates of Participation update The Administrative Services Manager provided an update of the status of the COP funding and spending schedule. WATSCO meeting at Los Angeles Airport The Manager will be attending the April 13 WATSCO meeting in Los Angeles. The association represents the major investor owned and public owned electric utilities in California and has as its purpose to provide a way to resolve transmission access disputes; securing transmission access has been a long term goal of the District. . CLOSED SESSION The Board adjourned to closed session at 10:10 PM for the purpose of discussing 415193 Pg 6 . personnel matters in accordance with Government Code Section 54957. RETURN TO PUBLIC SESSION 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: 13 PM. T KEE DONN PUBLIC UTILITY DISTRICT — -- o ep R. Aguera �esident l Prepared by �2 - Susan M. Craig, Deputy District Clerk smc • 415193 Pg 7