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HomeMy WebLinkAbout1989-04-03 Min - Board REGULAR MEETING • April 3, 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 : 06 P.M. in the TDPUD Board Room. ROLL CALL: Directors Aguera, Corbett, Sutton, White and Maass were present. CONSULTANTS PRESENT: Counsel John M. Phelps. EMPLOYEES PRESENT: Debi Black, Tom Buckhouse, Paul Colburn, Peter Holzmeister, Andy Hyde and Susan Craig. OTHERS PRESENT: Among those present in the audience were Rick Ingebintson, Gary Port and Terry Khum. APPROVAL OF MINUTES Regarding the draft of February 21, 1989, Counsel Phelps noted that health insurance for Board members was not discussed during closed session as the minutes indicate; possible litigation having to do with water damage was discussed. He will call the Secretary with the correct code section allowing the discussion. Director Corbett asked that paragraph one under Correspondence pertaining to Director Maass' letter to Channel 3 be changed from "It was his (Director Corbett' s) opinion that Director Maass should have responded personally rather than as a representative of the PUD" to "It was his opinion that since a letter was sent on PUD stationary and signed by Director Maass as President of the Board, it gave the impression it was the whole Board's action and that Director Corbett felt Director Maass should respond personally rather than as a member of the Board. " Director Maass stated he doesn't know why Director Corbett is dwelling on the letter sent to Channel 3 regarding their televised tips to prevent pipes from freezing. He noted that Directors White and Sutton agreed with the content of the letter even though formal action to sign the letter was not given by the Board. He said that as an elected official he has a right to communicate on District letterhead, and noted that no District commitment was made in the letter. At this point, Directors Sutton, Aguera, White and Corbett all said they liked the letter; but Director Corbett added, again, that it was not done by Board action. Director Maass said that while Director Corbett was President he (Corbett) met with representatives of the Joerger family to discuss and possibly negotiate a deal (concerning the Joerger well) without approval of the Board. Director Maass stated he felt this was a much more serious matter, Director Corbett denied this allegation and said he referred the representative who contacted him to Mr. Holzmeister. 1 Director Sutton asked that Paragraph 2 on Page 4 be changed from, "She also asked for a copy of the year-end payroll record for all employees, " to " . . . for all employees, which she requested several months previously. " Director Sutton moved, and Director White seconded, that the Secretary be directed to prepare the minutes of February 21, 1989 in final form as corrected. All Directors, aye, by voice vote. SO MOVED. Regarding the draft minutes of March 6, 1989 , Director White asked that Mr. White be identified by his full name, Charlie White, so as not to be confused with any of her family members. Director Corbett moved that the Secretary be directed to prepare the minutes of March 6, 1989 in final form as corrected; seconded by Director White. All Directors, aye, by voice vote. SO MOVED. BILLS FOR APPROVAL Responding to Director White' s question about the Withrow Oxygen Service bill in the amount of $1, 676. 17, the Finance Supervisor noted that the welder will be a capitalized item. Director Sutton had questions relating to the Touche Ross & Company bill for the audit of financial statements and the matter was temporarily put over until Mr. Colburn could answer such questions. MANAGER'S REPORT District organization chart This matter was put over at the Manager' s request. Explanation of facilities fees Engineering Technician Black explained that each applicant for a new water service is charged a connection fee based on the cost of labor and material to install the service. Applicants may also be subject to a facilities fee for service to parcels in areas to which a developer has not provided the source, storage, pumping and distribution facilities. The District's facilities fee schedule is based upon the cost to provide a complete water system with fees being apportioned to each parcel based on domestic unit equivalents. In order to familiarize the Board with the method behind the current fee, Ms. Black provided a summary analysis of the fees and a current fee schedule. She went over three examples showing the method by which the facilities fee may be adjusted should a developer provide a portion of the facilities. After some discussion, the Chairman referred the matter to the Water and Electric Committees for review and possible recommendation. 2 BILLS FOR APPROVAL With respect to the Touche Ross bill in the amount of $11, 615, Mr. Colburn advised that the Board approved paying one-half in the month of March 1989 and the remainder upon delivery of the audit report. The total cost is $20, 125; no payment has been made to date. Director White moved, and Director Corbett seconded, that the Board approve payment of the bills presented for consideration. ROLL CALL: all Directors, aye. SO MOVED. Director Sutton asked to be provided with a copy of the out-of- pocket expenses charged by the auditors. PUBLIC INPUT There was no public input. CORRESPONDENCE No correspondence was discussed by the Board. COMMITTEE REPORTS There were no committee reports. iSTATUS REPORT - HIRSCHDALE WATER IMPROVEMENT PROJECT The Chairman reported that Terry Lowell has not yet finished the audit on the Hirschdale water system rehabilitation project. Apparently Dan Cook has not responded to the questions posed by Mr. Lowell. Manager Holzmeister indicated that he would like the Board to consider making some payment to Joe Suter Construction at the next meeting. The matter was put over to the next regular meeting. REVIEW OF UNIFORM COST ACCOUNTING ORDINANCE Mr. Holzmeister advised that a public hearing to consider the cost accounting ordinance has been set for 7 : 30 P.M. on April 17, 1989 . Director Sutton stated she thinks the ordinance should include Section 22103 , which has to do with not separating projects in order for them to fall under the formal bidding limit. She also requested changes as follows: Section 2, she would like to see the list of contractors that is prepared reviewed and approved by the Board on an annual basis; Section 3 (a) "County" should be changed to the appropriate word; Section 3 (b) "proprietary" should be ® defined; Section 5, that the Manager be authorized to award informal bidding contracts not to exceed $15, 000 (rather than $25, 000) , and that these awards be reported to the Board regularly; 3 Section 11, that plans and specifications be prepared for projects • under, as well as over, $50, 000. After some discussion, the Board agreed that these changes be incorporated into the draft ordinance. DISCUSSION AND POSSIBLE ACTION ON PROVIDING INSURANCE FOR MEMBERS OF THE BOARD OF DIRECTORS Although Touche Ross concluded that it is legal and appropriate for Directors to receive insurance, Guardian (the District' s carrier) has advised they are unable to provide such benefits as the agreement with the District requires a person to be employed by the PUD 30 hours or more weekly to be eligible. There was no discussion. ACCEPTANCE OF THE AUDIT FOR 1988 Consideration of the 1988 audit was put over to the April 17 , 1989 meeting. REVIEW AND POSSIBLE AWARD OF DISTRIBUTION TRANSFORMER BIDS District Engineer Tom Buckhouse reviewed the bids for supplying the distribution transformers for 1989. He reported that Maydwell and Hartzell of Brisbane, California was the low bidder on all . schedules. The bids are in order, he said, and he recommended they be awarded the bids for Schedules A, B, C and D at a total cost of $41, 052 . In the budget, $40, 000 has been set aside for this purpose. Director Corbett moved, and Director White seconded, that the distribution transformer bids be awarded to Maydwell and Hartzell, Inc. in the amount of $41, 052 . ROLL CALL: all Directors, aye. SO MOVED. CONSIDERATION OF RESOLUTION AUTHORIZING CALL FOR BIDS FOR METERS Mr. Buckhouse advised that $9,500 has been budgeted for the annual supply of electric meters. After review of the draft, Director Corbett moved that the Board approve Resolution No. 8909 approving specifications and calling for bids. The bid opening date is to be April 26, 1989 at 2 : 00 P.M. Director White seconded the motion. ROLL CALL: all Directors, aye. SO RESOLVED. CONSIDERATION OF GENERAL LIABILITY INSURANCE PROPOSALS; POSSIBLE DIRECTION Manager Holzmeister noted that the District has had some trouble getting bids on the water portion of the PUD, but does anticipate having three by the next meeting. He said that the current coverage is due to expire and asked the Board to authorize an . extension. The Chairman instructed the Manager to place liability insurance 4 on the first meeting agenda of each year to avoid this problem in . the future. Director Corbett moved, and Director Sutton seconded, that the Board authorize extending coverage with Reliance Insurance Company until April 20, 1989 at a cost of $3 , 669. All Directors, aye, by voice vote. SO MOVED. DISTRICT PARKING AREA Director White requested that the Manager provide a plan for parking prior to the lots being sealed and striped; the Board was in agreement with her request. USE OF DISTRICT BOARD ROOM - PARKING Manager Holzmeister noted that the Nevada County Board of Supervisors and the Tahoe Truckee Unified School District are using the Board room on a regular basis. He asked to review use of the room and related parking problems at a future meeting. CLOSED SESSION The meeting was adjourned to closed session pursuant to Government Code Section 54956.9 (a) at 8: 30 P.M. to discuss the groundwater • litigation with Nevada County. RETURN TO PUBLIC SESSION The meeting was returned to public session at 8:51 P.M. No action was taken during closed session. ADJOURNMENT There being no further business before the Board, the meeting was adjourned by unanimous consent at 8 : 52 P.M. TRUCKEEDONNNEER� PUBLIC UTILITY DISTRICT L j JrA mes A. Maass, Pr ident Prepared by - Susan M. Crai , Deputy District C k smc 0 5