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HomeMy WebLinkAbout1989-12-18 Min - Board REGULAR MEETING December 18, 1989 The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order by President Jim Maass at 7: 07 P.M. in the TDPUD Board Room. ROLL CALL: Directors Joe Aguera, John Corbett, Richard Curran, Pat Sutton and Jim Maass. EMPLOYEES PRESENT: Debi Black, Tom Buckhouse, Mary Chapman, Paul Colburn, Peter Holzmeister, Andy Hyde, and Susan Craig. CONSULTANTS PRESENT: Counsel John Phelps and Civil Engineer Keith Sauers. OTHERS PRESENT: Among those present in the audience were Phil Dolan, Jana Williams, Teresa Hilandes, Scott Brandos and Joel Alford. BILLS FOR APPROVAL Director Aguera moved, and Director Corbett seconded, that the bills presented for consideration be approved for payment. MANAGER' S REPORT - POSSIBLE DIRECTION Review of annual actuarial report from Wayne Richardson & Co. Mr. Holzmeister provided a copy of the actuarial evaluation of the pension plan for the year ending December 31, 1989 . He suggested that the matter be referred to the Finance Committee where it can be studied within the framework of the pension matter currently being reviewed by that committee. The Chairman asked that a meeting be scheduled with Wayne Richardson and Company. Announcement of CMUA annual conference The California Municipal Utilities Association is holding its annual meeting in Santa Barbara February 27 through March 2 . Mr. Holzmeister noted it is an excellent meeting. The cost per person to attend is approximately $1, 050. He suggested as many Board members as possible attend. Water quality report The District is still experiencing a problem with Northside Well ; it will not be used until the problem is cleared up, Mr. Hyde said. ® Report on quarterly organic analysis of water Engineering Technician Black noted that the new water quality 1 . regulations which went into effect January 1, 1989 require significantly increased sampling of water sources for organic chemicals. The frequency of sampling is dependent upon the vulnerability assessment assigned by the Department of Health Services. The District is divided into three systems: 1. Hirschdale, non-vulnerable; sample all sources at three-year intervals 2 . Prosser, non-vulnerable; sample all sources at three- year intervals 3 . Truckee, vulnerable; sample all sources at two-year intervals Ms. Black explained that, under the direction of the State Department of Health, the District prepared a monitoring plan which is now in progress. The Environmental Protection Agency requires that all systems serving a population of greater than 3 , 300 are deemed vulnerable unless strong evidence exists to suggest otherwise. A survey of the Truckee system demonstrated potential sources of contamination that would make the water sources vulnerable. Samples are taken once per quarter during the first year of monitoring. Following two successive quarters of testing groundwater sources, the District may ask that the vulnerability designation be reviewed and reconsidered. Ms. Black has asked for that review and Jess Morehouse, State Health representative, said he believes the designation will be changed and sampling frequency reduced. Status of Tahoe Donner water system study proposals Manager Holzmeister advised that the Water Committee has reviewed the proposals for evaluating the Tahoe Donner leak problem and is recommending that five consultants be interviewed in early January. Chairman Maass directed that the Water Committee interview the five consultants proposing to evaluate the leak problem and thereafter make a recommendation to the Board. Discussion of Tahoe Donner Golf Course wells Civil Engineer Hyde stated that the Tahoe Donner Property Owners' Association has sunk two wells to provide irrigation for the golf course and is now exploring the possibility of sharing them with the PUD in such a way that both the Association and the District benefit. There was some discussion, and the Chairman directed that Mr. Hyde determine whether the Tahoe Donner Golf Course wells were built to District specifications before proceeding further. 2 Notice of abandoned cars on PUD property Mr. Buckhouse reported that, once again, vehicles have been abandoned on the District's Southside Well property. The cost to have a vehicle removed is approximately $175. Counsel Phelps has advised there is little chance of recovering costs and suggested small claims court as the most practical alternative. Mr. Buckhouse noted the Board may want to consider installing a barricade of some type across the dirt road that crosses the property to prevent further occurrences. Director Sutton said she thought direction was previously given to post all District property with "no trespassing" signs. She asked that the issue of posting signs be placed on the next meeting agenda. A member of the audience suggested posting a sign saying, "no trespassing - violators will be prosecuted and towed away. " PUBLIC INPUT Counsel Phelps said that, on occasion, he would like to comment on an agenda item as a member of the public rather than in his capacity as Counsel for the District. He suggested this be done by letter to the Board rather than by speaking at a meeting. The Board agreed that Counsel Phelps, when he would like to comment on an agenda item, could do so by letter, which would become a part of the public record. CORRESPONDENCE - POSSIBLE DIRECTION Letter from NCPA regarding HR 3030, acid raid legislation The Chairman noted that a letter from the Northern California Power Agency regarding acid raid legislation has been received by the District. There was no discussion. COMMITTEE REPORTS Water Committee Mr. Holzmeister advised that reports from the November 9, 16 and December 14, 1989 Water Committee meetings were included in the Board packets. Several of the items considered by the Committee are listed on the agenda for possible action. STATUS REPORT ON HIRSCHDALE WATER SYSTEM Civil Engineer Hyde reported that the Nevada County Board of Supervisors met on December 5, 1989 and considered the District's request for approval of a proposed resolution of intention and extent of territory of the assessment district and consent for the District to acquire improvements under the special assessment acts. They approved the request and directed the clerk to prepare the 3 necessary resolution for their consideration on December 19 . Once the County adopts that resolution, the PUD will be able to adopt the resolution of intention and proceed with the assessment district formation process. Mr. Hyde noted that the second set of bills went out to the District's Hirschdale customers at the beginning of December. Of the eleven customers in Hirschdale, four had not paid their first bill by the time the second bill was prepared. Mr. Hyde wrote to the four customers reminding them to pay their bill and advising them to follow the District's procedure for disputed billings if there was a problem. Two of the customers paid without reporting any problems; the other two still haven't paid. One of these customers previously told Mr. Hyde that they don't intend to pay because of the high iron concentrations in the water. These two accounts are being handled just like any other delinquent account; late notices have been sent. If there is no response, the customers will be contacted by phone before the 48 hour disconnect notice is delivered, then water will be shut off. Chairman Maass asked that the dissatisfied customer be made aware of the District' s disputed bill policy, and he asked to be advised who the customer is. Mineral Samples were taken last week in Hirschdale. One sample was taken directly at the well head and the other was taken from a hydrant in the distribution system. The results will indicate how much iron removal, if any, is occurring between the well and service points in the system. Mr. Hyde said he would report the results to the Board. Mr. Hyde further advised that he would try to arrange a meeting with the Hirschdale residents and the Water Committee early next month to discuss the available options for dealing with the iron and manganese. CONSIDERATION OF FIRE HYDRANT MAINTENANCE At the past few meetings of the Water Committee, Mr. Hyde said, the Fire District's request to increase the degree of fire hydrant maintenance and perform snow removal around fire hydrants has been discussed. It was the Committee's opinion that the PUD should be maintaining the fire hydrant itself. This would include lubrication, exercising, flushing, painting and repair of all hydrants. Another maintenance task the District should perform is clearing of brush from around each hydrant. This duty would be performed at the same time the crews exercise and lubricate each hydrant. The task of snow removal would be left to the Fire District. A 50 cent per month per service increase in hydrant charges would be necessary to provide this degree of maintenance. Mr. Hyde noted that the increase in staff time devoted to hydrants and the rate increase in the monthly hydrant charge have been included in the preliminary version of the 1990 budget. 4 The Committee is requesting that the Board review their conclusions regarding the maintenance of the fire hydrant as well as clearing brush, and the increase of the monthly hydrant charge. Director Aguera suggested that the District get together with the Fire District and jointly request that the County assume responsibility for removing snow from around the fire hydrants. DISCUSSION REGARDING CABLE TV COMMITTEE; POSSIBLE DIRECTION Several items were provided in the packet for the Board's review - the Municipal Cable Communication System published by the American Public Power Association (a list of publicly owned cable TV systems and statistics on each system) , the rate comparison chart, a draft notice for use in advertising for persons interested in serving on a cable TV study committee. Director Maass said he would like to run the ad for persons interested in serving on the committee for several more weeks. He also said he might approach the Tahoe City PUD to see if they would like to participate on the committee. There was some discussion regarding current cable system programming and anticipated changes. Joel Alford, Manager of WestStar, was present in the audience. Responding to Director Maass' question concerning cable rates, he advised that at this time there is no regulatory power. The Chairman directed that staff publish the advertisement twice requesting interested parties to sit on a committee to investigate the cable TV issue. DISCUSSION OF WATER SYSTEM MASTER PLANNING - PRESENTATION OF DRAFT MASTER PLAN FOR GATEWAY ZONE OF BENEFIT - CONSIDERATION OF CONTINUATION OF MASTER PLANNING Keith Sauers presented an overview of the draft master plan for the Gateway Zone of Benefit. It was noted that the District has begun the formation of a five-year capital improvement plan which will satisfy the requirement under AB1600 (wherein a direct benefit to the development must be substantiated in order to collect fees) . The original master planning process was proposed to be completed in phases by zone of benefit. There are problems associated with completing the plan in phases. To implement the fee schedule in phases would mean that fees charged would not be equitable to developments in differing zones. Planning for one zone is directly affected by the other zones. What may be needed in each independent zone may differ if the District were considered as a whole. The District is collecting fees that may not be enough to pay for the system improvements needed to correct system deficiencies and to provide for growth. The PUD is responsible for financing that share of system improvements which will benefit existing customers and it needs to be in a position to collect the correct funds from development and not pass those costs on to 5 . existing rate payers. Mr. Sauers provided alternatives to the continuation of master planning which included estimates of costs and a schedule for completion. The Water Committee is recommending that the Board authorize Sauers Engineering to continue with the master planning under Alternative No. 1 - the total District excluding Donner Lake service area, with manual drafting - at a cost of $44 ,450. Director Corbett moved, and Director Aguera seconded, that the Board authorize Keith Sauers to continue with the master planning as described in Alternative No. 1 (total District, Donner Lake service area excluded - manual drafting) at a cost of $44, 450 to be completed May 31, 1990. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF PETITION OF WILLIAM DEATSCH FOR ABANDONMENT Staff is requesting that the Board release the District's interest in the 5 ' side lot line easements on either side of the boundary between Lots 226 and 227 as requested by the Deatsch' s and Tretheway' s. The applicable fees have been paid, and the District' s Engineers do not anticipate a need for the easements. Director Aguera moved that the request for release of unused easements over AP# 's 44-480-03 and 44-480-04 be approved; seconded by Director Corbett. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF A RESOLUTION AUTHORIZING QUITCLAIM OF AN EASEMENT DEED TO BAYWEST PROPERTIES III In October of 1989 the Board released the District' s interest in the easement which was a part of Parcel Map 88-17, as recorded in Nevada County. Because the easement was both recorded on a document to Nevada County and on a document to the District, the easement must also be released through a quitclaim deed to Baywest Properties. Director Corbett moved, and Director Curran seconded, that the Board adopt Resolution No. 8940 authorizing execution of a quitclaim deed to Baywest Properties, III, over AP# 19-300-46 and 47 . ROLL CALL: all Directors, aye. SO RESOLVED. AUTHORIZATION TO TRANSFER STALE DATED CHECK FUNDS Finance Supervisor Colburn advised that, as instructed earlier this year, a legal notice was published in the Sierra Sun on October 12 and 19, 1989 , concerning stale dated checks with balances over $10 that the PUD had issued over three years ago. The balance advertised was $1, 017. 14. There was no response to the ad. Formal action is now required by the Board to transfer the balance into the general fund. f 6 Director Corbett moved, and Director Aguera seconded, that the Board authorize a transfer of funds in the amount of $1, 017 . 14 to the general fund representing unprocessed checks. All Directors, aye, by voice vote. SO MOVED. AUTHORIZATION TO WRITE OFF MISCELLANEOUS ACCOUNTS RECEIVABLE BAD DEBTS Mr. Colburn presented a list of miscellaneous accounts receivable totalling $4 , 940. 13 that staff has determined to be uncollectible. Some of the debts were originally invoiced in 1985; the District has judgments against some of the debtors, and some of the others have been turned over to the collection agency. Counsel Phelps advised that there is a one-year statute of limitations for establishing a legal claim against the debtor for damages to District facilities caused by the collision of a vehicle with a District power pole. There was some discussion, and the Finance Supervisor was asked to provide the Board with an annual accounting of what is and isn't collected on the miscellaneous accounts receivable that have been written off. Regarding the miscellaneous accounts receivable for 1989 , Director Sutton asked Mr. Colburn to describe to the Board how the bills . were incurred, how and when they were processed, and to advise whether or not the District has a judgment or other valid claim to collect. Director Curran moved that the Board authorize the write-offs in the amount of $4 , 940. 13 , and that staff turn the accounts over to a collection agency if they have not already done so; seconded by Director Corbett. All Directors, aye, with the exception of Director Sutton, who voted no. She stated she would like the information she requested prior to making a decision. SO MOVED. RESOLUTION ISSUING A CALL FOR BIDS FOR POLES After review of the draft, Director Corbett moved that the Board adopt Resolution No. 8941 approving specifications and calling for bids for the District's annual supply of poles; seconded by Director Aguera. ROLL CALL: all Directors, aye. SO RESOLVED. RESOLUTION ISSUING A CALL FOR BIDS FOR SWITCHES FOR BAYWEST PROPERTIES' DEVELOPMENT Electrical switches to a main line electrical backbone system to the Baywest Properties' Truckee Business Park Commercial Subdivision on West River Road are required. The estimated cost of the equipment is $23 , 000, and funds have been collected from the . developer. Director Aguera moved, and Director Corbett seconded, that the Board adopt Resolution No. 8942 approving specifications and 7 • calling for bids on electrical switches for Baywest Properties, III. ROLL CALL: all Directors, aye. SO RESOLVED. CONSIDERATION OF COST OF SERVICE AND RATE DESIGN PROPOSALS Mr. Holzmeister advised that the District now has proposals from NCPA, Public Utility Rate Consultants and Edward H. Peterson as well as a revised proposal from R. W. Beck and the original proposal from Economic and Engineering. He recommended using the services of NCPA. After some discussion, Director Corbett moved that the Board authorize NCPA to perform electric and water cost of service and rate design studies at a cost of $10, 000; seconded by Director Curran. All Directors, aye, by voice vote. SO MOVED. DISCUSSION OF POSSIBLE INCORPORATION OF TRUCKEE George Ticknor, a member of the Truckee Incorporation Committee, advised that at their last meeting the group decided to get some clarification from the special districts as to their areas of concern. The committee will be looking at a list of services and indicate whether they think the services offered are satisfactory or unsatisfactory, and try to determine the reasons. The group will then go to the general public for opinions. He said he did not think any questions would be asked of the districts for at • least several months, but thought the PUD might want to send a representative to the meetings in order to keep informed of their progress. Mr. Ticknor said the next meeting is scheduled for 7: 00 P.M. on January 25, 1990. The Chairman appointed Director Sutton as the District's representative to the Truckee Incorporation Committee. REPORT ON NCPA COMMISSION MEETING Chairman Maass noted that the District is now officially a member of the Northern California Power Agency. He was unable to attend the first commission meeting; however, Director Corbett attended and brought informational material for review. In the future Director Maass will be providing a summary of the commission meetings to the Board on a regular basis. CONSIDERATION OF BILLING DISPUTE SUBMITTED BY FRANK AND LINDA ALDRIDGE The Chairman asked that the Aldridges be advised that the Board will consider their billing dispute at the January 2 , 1990 meeting if they are able to attend. DIRECTION TO SCHEDULE A PUBLIC HEARING TO CONSIDER AN ORDINANCE INCREASING THE GENERAL MANAGER'S SALARY Director Sutton stated the Board is in the midst of conducting a 8 review and she did not feel it would be appropriate to consider increasing the Manager's salary until the results have been compiled and analyzed by the Board. Director Sutton moved, and Director Aguera seconded, that consideration of the Manager's request for a salary increase be put over until after the Board has had an opportunity to review Jim Maass ' employee interview report. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF A RESOLUTION INCREASING MANAGEMENT EMPLOYEES' COMPENSATION Chairman Maass directed that the Manager provide a survey of wages paid to other District managers and lower management employees prior to consideration of an increase. CLOSED SESSION The meeting was adjourned to closed session at 10:45 P.M. to discuss union negotiations and personnel matters in accordance with Government Code 54957. 6 and 54957 . RETURN TO PUBLIC SESSION The meeting was returned to public session at approximately 11: 25 P.M. No action resulted from closed session. ADJOURNMENT There being no further business before the Board, Director Corbett moved that the meeting be adjourned at 11:26 P.M. ; seconded by Director Aguera. All Directors, aye, by voice vote. SO MOVED. TRUCKEE DONNER PUBLIC UTILITY DISTRICT J s A. Maass, Pr ident (( Prepared by �Zr _ Susan M. Craig, Deputy District Cle� smc 0 9