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HomeMy WebLinkAbout1989-08-07 Min - Board REGULAR MEETING ® August 7, 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 : 01 P.M. in the TDPUD Board Room. ROLL CALL: Directors Joe Aguera, John Corbett, Pat Sutton, Karen White and Jim Maass were present. EMPLOYEES PRESENT: Debi Black, Paul Colburn, Andy Hyde, Peter Holzmeister and Susan Craig. CONSULTANTS PRESENT: Counsel John Phelps. OTHERS PRESENT: Among those present in the audience were Greg Lamb, Tony Rivara, Scott Brandos and Rick Ingerbitzen. APPROVAL OF MINUTES Director White moved, and Director Aguera seconded, that the minutes of June 5, 1989 be approved as written. All Directors, aye, by voice vote. SO MOVED. Director White moved that the minutes of June 19 , 1989 be approved as written; seconded by Director Aguera. All Directors, aye, by • voice vote. SO MOVED. STATEMENT OF GENERAL FUND AND BILLS FOR APPROVAL Several questions about the bills presented for consideration were answered, and Director Sutton made note of the $1, 000, 000 transfer on the Statement of General Fund. She said this matter may be discussed during the Finance Committee report. Director Corbett moved, and Director Sutton seconded, that the bills presented for consideration be approved for payment. All Directors, aye, by voice vote. SO MOVED. MANAGERIS REPORT - POSSIBLE DIRECTION Billing error Mr. Holzmeister reported that he and the office Supervisor have been visiting the customers who were under-billed and the response has been cordial and cooperative. The offer to allow one year to come up to date appears to satisfy everyone that the District is being fair. Groundwater contamination A copy of the letter sent to the State Water Quality Board, • Lahontan Region was provided to the Board. The Manager said that no response has been received yet. 1 customer complaint Mrs. Chapman provided a confidential memorandum with the packet concerning a customer complaint. The customer in question said he strongly opposes the District's trip charge of $15 for delivery of 48-hour notices; he indicated he wanted to attend the meeting to voice his concern, but was not present. His account history was reviewed by the Board; it showed the customer was consistently late with his payment, received several 48-hour notices, and had, on occasion, been disconnected for non-payment. Director Sutton said she was not aware that the District charged $15 for delivering 48-hour notices. She asked for a copy of the policy and wanted to know how she voted on the issue. Building improvements Concerning the main entrance and parking problem at the District complex, Manager Holzmeister advised that the driveway entrance could be widened at minimal expense; only ten parking spaces would be lost, and the front row could be reserved for short-term parking. He suggested that the gravel lot on the west side of the building (which belongs to the Recreation and Park District) be paved at an approximate cost of $60, 000 for employee and long-term parking. There was some discussion, and Chairman Maass directed the Manager to work up some sketches and information on necessary • permits for review by the Board. Question was raised as to the ownership of the land the PUD may consider paving. Some Board members felt that the PUD owned the land and leased it back to the Truckee Donner Recreation and Park District. It was also suggested that the PUD consider repurchasing the approximate 10 ' strip on the east of the PUD property. The District, Mr. Holzmeister reported, is presently out to bid for garage heaters. The bid opening is scheduled for August 16, 1989 . Mr. Holzmeister noted that the grass should be in by August 25 , and trees along the back property line should be planted prior to September 1, 1989 . To modify the dias to a horseshoe shape, Mr. Holzmeister said, would be very expensive; other modifications would be less expensive. Director Sutton suggested that Directors Aguera and Maass act as a committee to solve this problem and they agreed to do so. Consideration of cooling options for the new complex will be discussed later in the meeting. PUBLIC INPUT. There was no public input. 2 CORRESPONDENCE - POSSIBLE DIRECTION ® Archer & Holmer letter re property owned by Kenneth and Lynn Weakley Dart acquired AP# 's 19-030-13 and 14 as a potential well site. A record of survey was commissioned and later recorded stating the parcel was to be used for public utility purpose only. Dart resolved the water capacity issue, the site was not used for a well, and was sold to the Weakleys. Mr. Holmer is requesting that the District write a letter relinquishing any right, claim, title or interest in the real property. Staff confirmed that the District has no interest in the site. After some discussion, Director Corbett moved that the Manager be directed to send the appropriate letter as requested by Mr. Holmer; seconded by Director Aguera. All Directors, aye, by voice vote. SO MOVED. COMMITTEE REPORTS Finance Committee Reports from the May 8, May 23 and July 25, 1989 Finance Committee . meetings were included with the Board packet. Chairman Maass made note of the $1, 000, 000 invested with Truckee River Bank for 28 days. The Bank provided the District with the then LAIF rate plus 50 basis points; an additional $332 was earned by the PUD in 28 days. The CD was purchased June 23 and expired July 21. Director Sutton advised the Board that the signature card for the CD was not signed by the Board until July 18, three days prior to expiration, and no Board member was informed of this investment until after the CD had expired. Current policy on the books is ambiguously worded and needs clarification, Director White said. She noted the policy was misinterpreted and the Board ' s Treasurer was not consulted prior to the investment. Mr. Holzmeister apologized for this oversight and said it would not happen again. HIRSCHDALE WATER SYSTEM IMPROVEMENTS - CONSIDERATION OF PROPERTY RESTRICTION AGREEMENT WITH LAMB AND RIVARA - RESOLUTION SETTING FORTH COST ALLOCATION AND PAYMENT SCHEDULE FOR AFFECTED PROPERTY OWNERS - APPLICATION FOR SERVICE AND DETAILS OF HOOKING-UP - RESOLUTION AUTHORIZING THE ACCEPTANCE AND RECORDATION OF HIRSCHDALE LIENS - AUTHORIZATION TO INITIATE ASSESSMENT PROCEEDINGS At the last regular meeting, Mr. Rivara and Mr. Lamb agreed to sign agreements that they will execute a legal covenant to be recorded • with Nevada County indicating there will be only one water service for Lot 40 (Lamb, APN48-110-13) and two for Lots 11 (Rivara, APN48- 110-11) . (Lot 39, APN48-110-12 is currently zoned for two dwellings) , and indicating their intent to have the parcels 3 rezoned. Counsel Phelps advised that rezoning is very expensive ® and noted if covenants are signed and recorded the property will be legally restricted; he said the County is unable to over-rule this type of document. After review of the proposed Rivara and Lamb property restriction agreement, Director Corbett moved that the Board approve the agreement with the deletion of the rezoning requirement; seconded by Director Aguera. Director Sutton suggested that all property owners in Hirschdale be advised of this amendment; the Board agreed. ROLL CALL: all Directors, aye. SO MOVED. Director Corbett moved, and Director White seconded, that the Board adopt Resolution No. 8920 setting forth the cost allocation and payment schedule for affected property owners in the Hirschdale improvement district. ROLL CALL: all Directors, aye. so RESOLVED. Civil Engineer Andy Hyde explained the changes made to the supplemental application form which was considered at the last regular meeting and reviewed the steps involved for actually hooking up customers in Hirschdale. Hirschdale customers will be charged only $100 to cover set-up and inspection. The normal connection fee includes installation of the meter, meter box, curb stop, valve and hardware, which were installed already in Hirschdale as part of the construction of the system. All work at each parcel will be done by the property owner. District staff will inspect the work at the site, but won't be making the actual connections. A $50 deposit refundable after one year will also be charged to each customer. Tony Rivara advised that the Brunson's have connected to the PUD system and caused a cross connection problem between the old and new systems. Director Sutton asked that any resident creating a problem of this nature be billed for costs incurred by the District in correction and asked for a report upon conclusion. Director Sutton moved that the Board authorize staff to collect a connection fee from the Hirschdale residents of $100, which includes a set-up fee of $40 and an inspection fee of $60, and an additional $50 deposit. The motion was seconded by Director Corbett. All Directors, aye, by voice vote. SO MOVED. Mr. Hyde suggested mailing each Hirschdale resident information regarding the supplemental application for service and details of hooking up as well as the change being made in the Rivara/Lamb property restriction agreement. The Board agreed that this would be a good idea. After review, Director Corbett moved that the Board adopt Resolution No. 8921 authorizing the acceptance and recordation of Hirschdale liens; seconded by Director White. It was noted that upon completion of the assessment proceedings, this resolution will be automatically rescinded. ROLL CALL: all Directors, aye. so RESOLVED. 4 After some discussion, Director Corbett moved that the Board direct the Manager to engage the services of Brown and Wood to conduct the Hirschdale assessment proceedings at a cost that will probably exceed $1, 000. The motion was seconded by Director Sutton. All Directors, aye, by voice vote. SO MOVED. POSSIBLE DIRECTION REGARDING SALE OF 1.9 ACRE PARCEL The Manager advised the District has a request from Richard Burge to grant an extension of time to September 30, 1989 to close on the sale of the 1.9 acre parcel. Mr. Holzmeister said that Mr. Burge is close to having the approvals he needs, but if he doesn't resolve all the problems by September 30, he will ask for a further extension to May 15, 1990. At that time he will increase the escrow deposit to $30, 000, with that amount plus interest forfeitable to the PUD. Director Corbett moved, and Director Aguera seconded, that the request of Mr. Burge outlined above be approved. ROLL CALL: Aguera, aye; Corbett, aye; Sutton, no, stating that Mr. Burge was late in requesting an extension by six weeks or two months. She said she thought Mr. Burge should increase the deposit on August 15 rather than September 30. Director White voted no since she felt that there is a possibility that Mr. Burge could cut his losses and drop out of the project if he was unable to obtain the • property as needed for the project from the County. Maass, aye. SO MOVED. There was some discussion, and Counsel said he would draft an appropriate contract. CONSIDERATION OF COOLING OPTIONS FOR NEW COMPLEX; POSSIBLE DIRECTION Mr. Holzmeister referred to the options for cooling the PUD office complex prepared by Dinter Engineering. He recommended a stepped approach to the solution - install the ventilation of Option 1 and operate for a year to see how the building functions. Then, if necessary, proceed with Options 3 and 4 . He indicated Option 1 was the first step to any of the options. Chairman Maass noted that he disapproved of eliminating air conditioning from the original plans. Director Corbett moved, and Director Aguera seconded, that the Board approve taking appropriate measures to go forward with option No. 1 for cooling the office complex. All Directors, aye, by voice vote. SO MOVED. APPOINTMENT OF PURCHASING AND WAREHOUSING CONSULTANT Staff recently solicited proposals for a consultant to make recommendations on the District's warehouse/purchasing needs. • Three proposals were received and reviewed by the Finance Committee; they are recommending the Board approve the proposal of Glenn M. Reiter and Associates at a projected cost of $6, 500. 5 It was noted that Reiter and Associates had the proposal with the highest projected cost. Director White said that firm seemed to offer more and was most in line with the District's needs. Glenn Reiter expressed the fact that he was willing to reduce his porposal to match the exact management plan assistance that the PUD deemed necessary; therefore the contract could be somewhat less. Director Aguera moved that the Board accept the Committee ' s recommendation to employ Reiter and Associates; seconded by Director Corbett. All Directors, aye, by voice vote. SO MOVED. MC GRATH REQUEST TO PURCHASE SURPLUS DISTRICT LAND (AP#18-500-05) The parcel the McGrath's would like to purchase was originally acquired to serve as access to a proposed intertie between two water mains. This has been accomplished through other means, and there is now no benefit to retaining the parcel. Director Maass said he is not in favor of offering one surplus parcel for sale to the highest bidder, since the necessary process is quite involved. He suggested a list be made of all parcels no longer required for District use and that, in the Spring, the Board consider formally declaring them surplus, offering them to other public entities, then having them appraised and placing them up for bid to the public. The Board was in agreement. iThe Manager was directed to correspond with the McGrath' s and inform them of the Board's decision. RESOLUTION AUTHORIZING EASEMENT ABANDONMENT - TRAILHOUSE SQUARE (OAKWOOD PROPERTIES) - AP#18-500-13 Oakwood properties has requested that the District abandon an unused blanket easement over AP#18-500-13 , the site of the proposed Trailhouse Square Development, in exchange for receiving the actual easements needed for water and power. Director Maass reminded the Board of the original development agreement between the PUD and Jim Bezzerides (the previous owner of the parcel in question) , which dealt in part with placement of the Donner Party cross. He asked that the agreement be researched and that Oakwood Properties be required to follow through with the earlier arrangements. Director Corbett moved, and Director White seconded, that Oakwood Properties be advised of the District's intent to approve the abandonment of unused reserve easements in exchange for specific easements and assurance that the Donner cross will be properly preserved as previously agreed. All Directors, aye, by voice vote. SO MOVED. • AUTHORIZATION TO PLAN ANNUAL HOLIDAY PARTY The Board reviewed the Manager's request to proceed with planning 6 the annual employee party for sometime in December at a cost of approximately $2, 500. (Attached to the Manager's memo was the conclusion of the Grand Jury of Nevada County finding that expenditures of this nature are lawful. ) Director Sutton provided the Directors with copies of two articles appearing in the July 19, 1989 Grass Valley Union, one reporting that the taxpayers will not foot the bill for a Nevada County employee picnic, the other, "Man on the street" interviews. Copies are attached. Director Corbett moved, and Director White seconded, that the Board approve the annual employee get together at an estimated cost of $2, 500. ROLL CALL: all Directors, aye, with the exception of Director Sutton, who voted no. CONSIDERATION OF PENSION ADMINISTRATION ITEMS - APPOINTING KAREN WHITE AS A TRUSTEE - ADOPTION OF AMENDMENT NO. 5 REGARDING BENEFIT FORMULA It was noted that a Trustee Appointment Form substituting Director White for Dan Cooley (previously a director) is necessary. Director Corbett moved, and Director Aguera seconded, that Director White be appointed Trustee for the District's defined benefit plan. All Directors, aye, by voice vote. SO MOVED. The Finance Supervisor is to make sure all current Directors are Trustees of the plan. Mr. Colburn noted that an amendment is required to formalize changes that were negotiated into the Memorandum of Understanding between the District and IBEW for the contract year beginning January 1, 1988. Director Corbett moved that the Board adopt Resolution No. 8922 amending the defined benefit plan; seconded by Director White. ROLL CALL: all Directors, aye. SO RESOLVED. DISCUSSION OF ISSUING REQUEST FOR PROPOSALS TO PERFORM A COST OF SERVICE AND RATE STUDY FOR WATER AND ELECTRIC At the Finance Committee meeting on August 1, the Committee reviewed the Touche Ross audit recommendations concerning rate structure. It was the Committee's suggestion that proposals be requested from consultants for a cost of service and rate study for review at the August 21, 1989 meeting. Director White moved that staff be authorized to seek proposals for a cost of service and rate study; seconded by Director Corbett. All Directors, aye, by voice vote. SO MOVED. CORRESPONDENCE • Truckee Fire Protection District Manager Holzmeister mentioned receipt of a letter from the Fire 7 District suggesting a meeting to come to a clear understanding of ® the rules of the two agencies. Chairman Maass directed that Mr. Holzmeister and Civil Engineer Hyde make a presentation to the Fire District at their next meeting. ADJOURNMENT There being no further business before the Board, Director Aguera moved, and Director Corbett seconded, that the meeting be adjourned at 9: 16 P.M. SO MOVED by consensus. TRUCKEE DONNER PUBLIC UTILITY DISTRICT J s A. Maass, Pr ident Prepared by . Susan M. Craig, Deputy District erk smc • 8