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HomeMy WebLinkAbout1989-02-06 Min - Board REGULAR MEETING February 6, 1989 The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order by President Maass at 7 : 05 P.M. in the TDPUD Board Room. ROLL CALL: Directors White, Sutton and Maass were present. Directors Aguera and Corbett were expected. EMPLOYEES PRESENT: Debi Black, Tom Buckhouse, Paul Colburn, Andy Hyde, Peter Holzmeister and Susan Craig. CONSULTANTS PRESENT: Counsel John Phelps. OTHERS PRESENT: Rick Ingebritsen of the Sierra Sun and Paul Porter were present in the audience. Director Aguera arrived at this point in the meeting, 7: 06 P.M. and Director Corbett arrived directly afterwards. APPROVAL OF MINUTES Director White moved, and Director Sutton seconded, that the Board approve the minutes of January 3 , 1989 . All Directors, aye, by voice vote. SO MOVED. BILLS FOR APPROVAL After a brief review, Director White moved that the bills presented for consideration be approved for payment; seconded by Director Sutton. All Directors, aye, by voice vote. SO MOVED. MANAGER'S REPORT - POSSIBLE ACTION OR DIRECTION Handling/storage of explosives Mr. Holzmeister noted that at a recent Board meeting a question about the District' s use and storage of explosives was raised. He provided a copy of the January 27 , 1989 memo from Tom Buckhouse, which states that Line Crew Foreman Pete Silva is licensed by the County to store and use Kena Pac. Kena Pac is a two-part mix of dynamite. Each part is stored separately and only mixed at the job site. Separately, the two parts are very stable and pose no danger to life or property. Blasting caps are also stored separately under lock and key. Grace Robertson billings At the last Board meeting, the Manager said, Grace Robertson stated that she may be receiving bills for services that are also being • billed to her tenants. Office Supervisor Chapman researched this matter and Mr. Holzmeister provided the Board with a copy of her memorandum. Mr. Holzmeister noted he is confident that Mrs. 1 Robertson and her tenant are not being billed for the same service. Hirschdale water service Civil Engineer Hyde provided the Board with a written status report. It is expected that Terry Lowell will have his audit complete by the next regular meeting. Mr. Holzmeister said that, depending on how much business is on the next agenda, the Board may want to call a special meeting for the purpose of making decisions relating to the Hirschdale water system. Director Sutton suggested leaving the decision of calling a special meeting to the Chairman and Manager; the Board agreed. It was noted that the next regular meeting will be held on Tuesday, February 21 since Monday the 20th is Presidents' Day. Annual vehicle report Technical Foreman Grow's annual vehicle report was provided to the Board along with the written Manager's Report. Tom Edgman, the District's in-house Mechanic, was present in the audience and introduced by Mr. Holzmeister to the Board. The Manager noted that repair costs are comparable to last year when a contract mechanic was used, but there is now a much quicker turn-around time for getting vehicles back on the road. This, he said, is very important as the vehicles control the District' s productivity. He • complimented Mr. Edgman on doing a good job. Director Maass asked that, in the future, a cross reference to the annual vehicle report identifying the vehicles be provided, and Director Sutton asked for narrative concerning out of the ordinary items. Letterhead Counsel Phelps advised that the Fair Political Practices Commission finds it acceptable to list Directors' names on letterhead. There are, however, some restrictions to their names appearing in newsletters and on mass mailings. The rules, he said, have to do with whether or not the Director is influencing the content of a article or letter. Director Sutton asked that the Board be provided with more information on the new FPPC regulation having to do with this matter. After some discussion, the Chairman directed that the District over-print a ten month supply of letterhead with the Manager' s name on the left and the Directors' names on the right. The Directors are to be listed alphabetically - their full name including middle initial. CVP Post - 1994 Power Marketing Plan . The Western Area Power Administration, Mr. Holzmeister noted, has begun the process of determining how the Central Valley Project power will be allocated after 1994 . The District has been 2 allocated two megawatts of CVP power which it has never been able to use. One of the issues that WAPA staff has raised is whether any allottee who has been unable to use their allocation should receive an allocation after 1994. He suggested the District be actively involved in the meetings where the issues are discussed, and said he would represent the PUD at all future meetings. The Board was in agreement. PUBLIC INPUT There was no public input. CORRESPONDENCE Letter dated January 18, 1989 re provision of water to Fox Mead Lane Mr. Holzmeister noted that Fred Caso has contacted the District regarding the possible provision of water service to Fox Mead Lane to coincide with the new TSD sewer installation. It was Mr. Caso's recommendation that the entire undertaking be coordinated with the provision of facilities to Bay West Properties, Unit No. 2. After some discussion, Director Sutton suggested that the matter be referred to the Water Committee and moved that the District advise Mr. Caso that the PUD is interested in providing water • service in the vicinity of Fox Mead Lane. Truckee Sanitary District is to be copied with the letter. The motion was seconded by Director Corbett and passed by voice vote. COMMITTEE REPORTS There were no committee reports. PUBLIC HEARING CONCERNING THE EAST SOUTH RIVER STREET WATER LINE The Chairman opened the public hearing at 7 :35 P.M. Engineering Technician Black gave a brief history of water service to East South River Street. In 1972 at the request of the owner of the Heller Trailer Park, the District installed a 1" water service. The PUD continuously provided service to the trailer park through subsequent changes in ownership. It was discovered in 1984 that existing structures east of the trailer park's service connection were receiving water through the park's private water lines. The District began efforts to install a properly sized District-owned and maintained water main through East South River Street to serve existing customers directly from the new main. An 8" water main was installed and accepted into the District in October 1986 at a cost of $80, 582. PUD Water Rule No. 21 allows • for the proration of water main construction costs to be applied to benefitting parcels. Since the construction will ultimately result in increased flows and better quality water to customers 3 other than those who will be served from the main, the Water Committee has recommended that the District absorb the cost of the Highway 267 road crossing ($29, 576) . The balance, $51, 006, was proportionately spread over the parcels to be served from the main. Ms. Black reviewed the East South River Street land area calculations, 100 year flood plain and cost to parcels affected by the allocation. Director Maass advised that he and the Manager had a conversation with Karl Kuttel (one of the parcel owners concerned) and his attorney, Morgan Jones, who also represents John McManus prior to the meeting. It was Mr. Holzmeister's opinion, he stated, that Mssrs. Kuttel and Jones were satisfied with the explanation of the construction costs and proposed pay back. The Board and Ms. Black answered several questions posed by property owner Paul Porter. Thereafter, at approximately 8: 17 P.M. , the public hearing was closed. After discussion, Director Sutton moved, and Director Corbett seconded, that the District bear the cost of the road crossing ($29,000) and that Parcels 22 and 23 be exempt from charge; further, that Table No. 1 attached to Debi Black's memo of February 2, 1989 be approved as to the cost allocation for the construction based upon current land use. (A copy of that memo and Table No. 1 has been attached to these minutes for reference. ) The motion was seconded by Director Corbett. ROLL CALL: all Directors, aye. SO MOVED. DISCUSSION CONCERNING FUNCTION OF COMMITTEES The Chairman noted that, in his opinion, committees are created to streamline matters for the rest of the Board - to review items and make recommendations. The other Directors agreed with his interpretation. CONSIDERATION OF DRAFT POLICIES - BUDGET CONTROL - COLLECTION OF MISCELLANEOUS ACCOUNTS - SAFETY After a review of draft #3 of the budget control policy, Director Corbett moved that the Board adopt it as presented; seconded by Director White. All Directors, aye, by voice vote. SO MOVED. After examining the draft sundry billing collection procedure, Director Corbett moved that the policy be adopted. Director White seconded the motion. All Directors, aye, by voice vote. SO MOVED. The Board suggested that the safety and loss control policy indicate that the safety manual will be issued to every employee of the District. Thereafter, Director Corbett moved, and Director Aguera seconded, that the Board adopt the policy. All Directors, • aye, by voice vote. SO MOVED. CONSIDERATION OF RESOLUTION APPROVING SPECIFICATIONS AND ISSUING 4 A CALL FOR BIDS - DUMP TRUCK FOR WATER DEPARTMENT The Board examined the draft and the District's Civil Engineer noted that approximately $72, 000 has been budgeted for purchase of a dump truck for the Water Department during 1989. After some discussion, Director Aguera moved, and Director Corbett seconded, that the Board adopt Resolution No. 8902 calling for bids on a 53,000 GVW dump truck. ROLL CALL: all Directors, aye. SO RESOLVED. Director Sutton mentioned that she knew of dealers in Sacramento who might submit a bid, and the Secretary asked her to provide the names and addresses so that invitations could be mailed to them. CONSIDERATION OF RESOLUTION APPROVING SPECIFICATIONS AND ISSUING A CALL FOR BIDS - CONSTRUCTION TRAILER FOR WATER DEPARTMENT After consideration, Director Aguera moved that the Board adopt Resolution No. 8903 calling for bids on a construction equipment trailer for the Water Department; Director White seconded the motion. ROLL CALL: all Directors, aye. SO RESOLVED. Director Sutton asked that, in the future, an estimate of the cost for items being bid be provided to the Board. STATUS REPORT - COST OF SERVICE STUDY • Finance Supervisor Colburn gave the Board a brief summary of what is involved in a cost of service study. He noted some of the issues that are involved - rate strategies, who pays for growth, income redistribution, economic development goals, competitive position, financing, working capital requirements, restricted fund goals and allocation of joint costs. He said he would need Board input regarding the economic development, or load management, goals. Director Maass directed that the cost of service study be discussed by the Electric Committee before bringing the matter to the entire Board. Director Sutton asked that the auditors look at the allocation of joint costs and determine what is equitable; Director White said she thought the District should use in-house people now that we have them, then check out their recommendation with the auditors. INFORMATIONAL REPORT ON WATER QUALITY MONITORING Civil Engineer Hyde provided information that describes the details and results of water quality testing that the District performs regularly. He noted there are primary standards which are health related (bacteriological, inorganic chemicals, organic chemicals and radioactivity) and secondary standards, which are aesthetics related, and explained these standards to the Board. • After some discussion, Director Sutton asked that records from 1978 be researched for Board direction to set District standards for 5 water quality higher than those imposed by the state. Director • Maass noted that such direction might be included in the well standards. CONSIDERATION OF RESOLUTION DECLARING CERTAIN OFFICE EQUIPMENT SURPLUS AND REQUESTING BIDS Director Corbett moved, and Director White seconded, that the Board adopt Resolution No. 8904 declaring certain office equipment surplus and issuing a call for bids. ROLL CALL: all Directors, aye. SO MOVED. CONSIDERATION OF RESOLUTION AMENDING DEFINED BENEFIT PLAN Manager Holzmeister noted that Ron Richardson has advised the District that the Tax Reform Act of 1986 requires a change in the District's existing vesting schedule, which is currently 10% per year. He is proposing a vesting schedule that will encompass the first four years of the present schedule, then increases to meet the requirement. The Chairman referred the matter to the Finance Committee and asked that a recommendation be brought back to the Board at the February 21 meeting. Counsel said the matter is a "meet and confer" item and should be discussed with the Union. • DISCUSSION AND POSSIBLE DIRECTION RE AWARD OF TRANSFORMER BID (TRUCKEE SUBSTATION) Only one bid was received for supplying the 2500 KVA transformer for the Truckee Substation - the bid was from General Electric Supply. Evaluated cost, including lifetime losses, is $116,234 ; the unit price is $54, 063 . Director Sutton moved, and Director White seconded, that the Board award the transformer bid to General Electric Supply Company for a unit price of $54 , 063 . All Directors, aye, by voice vote. SO MOVED. DISCUSSION AND POSSIBLE DIRECTION RE ATTENDANCE AT APPA CONFERENCE Mr. Holzmeister advised that the APPA national conference will be held June 5 - 7 in Orlando, Florida. The budget allows for two Directors and the Manager to attend. He asked that Board members let him know if they are interested. JAN MAUGHAN CASE Counsel advised that Jan Maughan, previously employed by the District, has settled with Workmen's Compensation and dropped her case against the District. . ADJOURNMENT There being no further business before the Board, the Chairman 6 adjourned the meeting at 10:20 P.M. ® TRUCKEE DONNER PUBLIC UTILITY DISTRICT James A. Maass, Pre 'dent V Prepared by Susan M. Craig, Deputy District Ckbrk smc 7