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HomeMy WebLinkAbout1990-02-20 Min - Board REGULAR MEETING February 20, 1990 The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order at 7 : 10 P.M. by Vice President Aguera in the TDPUD Board Room. ROLL CALL: Directors Joe Aguera, John Corbett and Pat Sutton were present; James Maass was unable to attend as he was called away on personal business; Richard Curran was also absent. EMPLOYEES PRESENT: Tom Buckhouse, Mary Chapman, Paul Colburn, Peter Holzmeister, Andy Hyde and Susan Craig. CONSULTANTS PRESENT: Counsel John Phelps. OTHERS PRESENT: Among those present in the audience were Joel Alford and Scott Andre. CONSENT AGENDA The minutes of November 6, 1989 and January 29, 1990 were removed from the consent agenda. Thereafter, Director Sutton moved that the consent agenda be approved as follows: . 1. That the minutes of December 18, 1989 be approved as presented. 2 . That the Secretary be directed to prepare the minutes of January 2 and 15, 1990 in final form. 3 . That the Board acknowledge receipt of a copy of the February 9, 1990 letter from Supervisor G. B. Tucker addressed to Placer County Supervisor Mike Fluty regarding a study session on the grid lock problem. Director Corbett seconded the motion. All Directors, aye, by voice vote. SO MOVED. DISCUSSION AND POSSIBLE DIRECTION REGARDING TDPUD PARTICIPATION OF THE CITIZENS' COMMITTEE TO INVESTIGATE PUBLIC OWNERSHIP OF CABLE TELEVISION Director Corbett moved that this item be tabled to the next meeting since one of the principal parties involved, Jim Maass, was absent; seconded by Director Sutton. All Directors, aye, by voice vote. SO MOVED. SELECTION OF CONSULTANT TO PERFORM TAHOE DONNER LEAK ANALYSIS The Water Committee met with Andy Hyde, Peter Holzmeister and Dave Rully to interview five prospective consulting firms, Director Sutton reported, and is now recommending that the Board retain SEA, Incorporated of Sparks, Nevada to perform the analysis. 1 Three representatives of SEA (Joe Howard, Lead Man, Larry Johnson, Field Study Coordinator, and Tim Grover, Project Manager) were present in the audience. The scope of work and project schedule were briefly discussed. Initial cost estimates by SEA for the entire job are between $60, 000 and $70, 000, with the cost of Phase I not to exceed $25, 000. Manager Holzmeister noted that he would like to discuss a related topic with the Board in closed session. CLOSED SESSION The Board adjourned to closed session at 7 : 20 P.M. pursuant to Government Code Section 54956.9 (c) . RETURN TO PUBLIC SESSION The meeting was returned to public session at 7 : 35 P.M. The Chairman reported that pending litigation was discussed, and direction was given to Counsel Phelps during closed session. SELECTION OF CONSULTANT TO PERFORM TAHOE DONNER LEAK ANALYSIS Director Corbett moved, and Director Aguera seconded, that the Board authorize SEA to proceed with Phase I of the Tahoe Donner • leak analysis in an amount not to exceed $25, 000. ROLL CALL: Maass, absent; all other Directors, aye. SO MOVED. AUTHORIZATION FOR SAUERS ENGINEERING TO PREPARE PLANS AND SPECIFICATIONS FOR DONNER TRAILS TANK Mr. Hyde reported that recent master planning efforts of the Gateway service area identified a serious deficiency in storage capacity. At least two new storage tanks must be constructed to provide the required capacity for the service area. The cost estimate for the first of these, Donner Trails Tank No. 2 , and a tentative schedule for design and construction have been discussed at the past few Water Committee meetings. The construction of the first tank was included in the Water Department budget request for 1990. Since design work must begin immediately if the tank is to be finished and brought on-line this year, Mr. Hyde was instructed by the Water Committee to obtain a proposal from Sauers Engineering for the engineering services necessary for the design and construction. Such proposal was included in the Board packet, and Mr. Hyde recommended that Sauers be authorized to proceed at once with the work outlined. After some discussion, Director Corbett moved that the Board . authorize Sauers Engineering to prepare plans and specifications for Donner Trails Tank No. 2 in an amount not to exceed $15, 000 ; seconded by Director Aguera. ROLL CALL: Maass, absent; all other Directors, aye. SO MOVED. 2 Director Sutton noted that ordinarily a committee wouldn't direct staff to obtain a proposal. However, at the last Board meeting it was brought out that there were some problems concerning Wall Street Properties' proposed development and the Board directed the Water Committee to meet and consider a solution to those problems. As a result, Mr. Hyde was asked to obtain a proposal for the Donner Trails Tank No. 2 from Sauers Engineering. PUBLIC INPUT There was no public input. AUTHORIZATION TO WRITE-OFF UNCOLLECTIBLE ACCOUNTS RECEIVABLE Office Supervisor Chapman presented the current write-off list of uncollectible accounts in the amount of $5, 207 . 66 representing all accounts that closed on July 31, 1989 and prior that still have an outstanding balance. For the Board' s benefit, she provided an analysis of the accounts making up write-offs for the last nine years, and also a copy of the District' s collection procedure on open and closed accounts. Director Corbett moved, and Director Sutton seconded, that the Board authorize the write-off of uncollectible accounts in the amount of $5, 207 . 66 as detailed in the Office Supervisor' s memo dated February 16, 1990 (copy attached) . ROLL CALL: Maass, • absent; all other Directors, aye. SO MOVED. REVIEW OF DEPOSIT POLICY; POSSIBLE DIRECTION Director Corbett moved, and Director Sutton seconded, that this item be tabled to the next meeting. All Directors, aye, by voice vote. SO MOVED. RESOLUTION WAIVING BIDDING REQUIREMENTS FOR PURCHASE OF COMPUTER SOFTWARE Staff is requesting permission to purchase an enhancement to the computer system without going through the formal bid process. A copy of Counsel Phelps ' opinion regarding the purchase of computer equipment without bidding was provided to the Board. Director Corbett moved, and Director Sutton seconded, that the Board adopt Resolution No. 9006 directing that competitive bidding be dispensed with in connection with the District' s purchase of computer software and that the purchase of the Optical Disk Drive Model A-11 from IBM be authorized. ROLL CALL: Maass, absent; all other Directors, aye. SO RESOLVED. DISCUSSION OF 1989 AUDIT SCHEDULE; POSSIBLE DIRECTION The Board considered Mr. Colburn' s memorandum of February 15, 1990 asking that the audit be postponed for two weeks to allow the Engineering Department time to complete their review of the construction work orders. He suggested field work begin on March 3 22 , and presentation of the audit at a workshop on April 9 . Director Sutton moved, and Director Corbett seconded, that the Board authorize delaying the audit by Deloitte and Touche until March 22 , 1990, and that Director Maass select the date of the audit workshop. All Directors, aye, by voice vote. SO MOVED. BILLS FOR APPROVAL The Board considered the bills presented and, thereafter, Director Corbett moved that they be approved for payment; seconded by Director Sutton. All Directors, aye, by voice vote. SO MOVED. STAFF REPORTS Lease with CalTrans Mr. Holzmeister reported that he spoke with the CalTrans representative about renewal of the lease for space upstairs in the District complex and agreed that the PUD will maintain a temperature not to exceed 75 degrees in their office space. The dollar amount to be charged per square foot was also agreed upon. Storm damage Mr. Buckhouse reported that on the afternoon of February 15, Sierra • Pacific Power Company lost generation causing the automatic load shedding equipment to operate throughout their entire service territory. This resulted in the loss of power to the District' s Martis Substation. He said the load shedding is done to prevent the collapse of the entire power system. Once the system is stabilized, load is added back on in increments. At approximately 7 : 00 P.M. , SPPCo's system was back to normal and the Martis Substation was re-energized. A cold load pickup problem resulted in the Olympic Heights Subdivision that was corrected by about 9: 30 P.M. Status report - Gateway at Donner Pass Road project (new Safeway) - storage tanks in Gateway system Note was made of Mr. Hyde's memorandum of February 16, 1990 which was included in the Board packet. The memo advised that the Water Committee met on February 8 , 1990 and discussed the current lack of water storage capacity in the Gateway zone of benefit, particularly as it relates to the proposed Gateway at Donner Pass Road project which includes the new Safeway and Thrifty Drug Store, and the need to build the Gateway and Donner Trails No. 2 Tanks. The Committee concluded that it is reasonable for the District to require that the developer of the Safeway/Thrifty project pay the • normal facility fees for the project, but not to require the developer to construct the Gateway Tank at his expense. Construction of the tank will be handled by the District using available funding. 4 The location and acquisition of the Gateway Tank site remains to be • determined. The developer originally offered to assist with the acquisition since the site will probably be obtained from the same party from whom he is buying the property for the project. It is possible that the pipeline connecting the new Gateway Tank to the existing Gateway distribution network will pass through the project; therefore, it will be necessary to select the site before the piping system for the project can be approved. Mr. Hyde will be working with the developer to find a tank site as quickly as possible. MINUTES OF JANUARY 29, 1990 Director Sutton asked that Herb Weisbrot's name be added to the list of others present at the January 29 , 1990 meeting, and moved that the Secretary be directed to prepare the minutes in final form as corrected. The motion was seconded by Director Corbett. All Directors, aye, by voice vote. SO MOVED. ADJOURNMENT There being no further business before the Board, Director Corbett moved that the meeting be adjourned at 8: 43 P.M. ; seconded by Director Sutton. All Directors, aye, by voice vote. SO MOVED. TRUCKEE DONNER PUBLIC UTILITY DISTRICT J ,mes A. Maass, Pres ent Prepared by Susan M. Craig, Deputy District clerg smc 5