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HomeMy WebLinkAbout1990-06-04 Min - Board REGULAR MEETING June 4, 1990 The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order by President Maass at 7 : 07 P.M. in the TDPUD Board Room. ROLL CALL: Directors Aguera, Corbett, Curran, Sutton and Maass were present. EMPLOYEES PRESENT: Tom Buckhouse, Peter Holzmeister, Andy Hyde and Susan Craig. CONSULTANTS PRESENT: Counsel John Phelps; Tim Grover and Jim Buffa of SEA. OTHERS PRESENT: Among those present in the audience were Kathy Eagen, Brian Salmonson and J. J. Alford. KATHY EAGEN REPRESENTING PLANNING FOR TOMORROW IN TRUCKEE Kathy Eagen introduced herself and noted that the planning group has been talking about various forms of government and they now feel the need to let the community know what alternatives are available to the unincorporated area of Truckee. Professor Sokolow of U. C. Davis will be making a presentation (7 : 00 P.M. on Tuesday, June 12) at the Tahoe Truckee High School auditorium. Ms. Eagen mentioned the group feels the PUD is a very important District having a direct effect on the community. She invited the Directors to attend. Director Sutton stated that, at one point, the Board asked her to attend the meetings of the group studying the feasibility of Truckee and she has been unable to attend. For the record, Director Sutton said she has some concerns. She thinks the group should identify themselves to the community - who they are, what their interests are (including the source of their livelihood) , whether they are Nevada or Placer County residents or second home owners - that their goals and objectives should be made more clear to the community. Director Sutton mentioned that the handout for the community meeting indicates there will be discussion of a consolidated community services district (CSD) . A CSD is similar to a PUD in its powers, but less than a city. To form a community services district, there would have to be consolidation of the districts and election of a new Board. This would indicate, Director Sutton said, that either the group doesn't have confidence in the PUD Board, or some of the members of the community group want to wield the power. She asked that the TDPUD Board go on record at the community meeting on June 12 by way of a letter to them advising of the PUD's broad powers. The District has the power to do almost everything a city can do except planning, zoning and law enforcement. She said the District should also let the community know, through the same letter, that the PUD would be willing to 1 consider providing some of the services other districts now provide if those districts wanted that to happen, and if LAFCo and the voters approved. A Sierra Sun article, Director Sutton noted, indicated the group would try to reach consensus at the meeting regarding future government in Truckee. She cautioned that the group could be lead to conclusions that are not in the best interests of the entire community. Ms. Eagen said she looks upon the meeting as the first step in the process; the group is attempting to communicate and give information. It is the group' s goal, Ms. Eagen continued, to bring people together to discuss the various alternatives. Director Maass stated the group should consider the efficiency of the special districts and economics. Would there be substantial savings to the community, rate payers, tax payers, by bringing the special districts together under one umbrella; would the issues of concern really be addressed by this entity? He said bringing the districts together would not change the economic situation; economically, incorporation makes sense. Director Sutton noted that the meeting handout does not include names of officers or an address or telephone number for "Planning for Tomorrow in Truckee. " Ms. Eagen clarified for the Board that George Ticnor is the chairman of the committee. Director Curran said he thinks that because the incorporation failed before, the group is now attempting to go about things in a proper fashion. He feels the community meeting is a ploy for incorporation and said he doesn't appreciate the way it' s being approached. Director Aguera suggested that the group delve into figures - how much money would Truckee get if incorporated? Previous groups have never done a comprehensive study and come up with substantial figures. He also mentioned the possibility of Truckee going broke in the event of a wild land fire in the incorporated area. A student present in the audience asked if Truckee' s government is bad and the Board replied that, "this group must think so or they wouldn't be looking into it. " The Chairman thanked Ms. Eagen for attending the Board meeting and thereafter directed Director Sutton to attend the community meeting on June 12 and reiterate the opinions expressed by the Board. PUBLIC INPUT There was no public input. STATUS REPORT ON TAHOE DONNER WATER SYSTEM STUDY Tim Grover and Jim Buffa, representatives from SEA, were present in the audience. Mr. Grover, the Project Engineer, advised that Mr. Buffa assisted with the research of the records for the study. He 2 said they have looked into the leak history in Tahoe Donner, plotted all the leaks that staff has logged over the past four years on main and service lines and leaks that have already been repaired. Of the identified leaks, Mr. Grover said, 80% are on main lines and 20% are on the service lines. There doesn't seem to be any correlation between when the lines were constructed and areas of major leakage; some of the major leaks are located in the last areas constructed. Also, there seems to be no correlation between the depth of service, pipe size or truck usage. The backfill around the pipes consists of large rocks and native material from the site - not proper material for backfill . The pipe has been in for 15 years and should have a life span of more than 20 years. Mr. Grover said he' s not sure steel pipe was the appropriate choice of material for this area. He noted that Change Order No. 1 called for steel pipe. There was some discussion, and the Board asked to be advised of who signed that change order. Mr. Grover noted he talked with Dan Cook, District Engineer at the time of construction, Jim Cramner, the design engineer, Jim Morris of Nevada County, and District staff members Andy Hyde and Dave Rully during the course of the study. He is attempting to contact T & S (subcontractors on the project) and ask to review the pipe invoices and daily field reports. Regarding the Harco corrosion report performed several years ago, Mr. Grover said it shows the soils are only slightly corrosive to steel pipe. The nature of galvanic action is such that there are areas that have corrosive potential. The most potential for corrosion Harco found was at Schussing and St. Bernard in Unit 9 . It may be that some of the leaks are caused by pure corrosion rather than by mechanical damage. The significance is that this can be identified by actual testing out in the field. At this time, there isn't enough information to tell if the problems will spread to other areas. Mr. Grover said he thinks there is potential for a lot of leaks that haven't yet surfaced. He suggested a leak detection survey be done to see if there is a lot of leakage in other units and in cross-country lines. This information will enable SEA to characterize the spread through the Tahoe Donner system. Mr. Grover said that after concluding Phase I he has enough information to make certain recommendations with respect to record keeping, policies, procedures, a rehabilitation program and also some general comments regarding inspection procedures during new construction. This report will be prepared in written form and provided the to Board. Director Sutton moved that the Board authorize SEA to proceed with Phase II, including the leak detection survey. SEA is to select the firm to perform the survey and present their findings to the Board. The motion was seconded by Director Corbett. All Directors, aye, by voice vote. SO MOVED. 3 CONSENT AGENDA Director Aguera moved, and Director Corbett seconded, that the Board approve the consent agenda as follows: Approve the request of the Fourth of July Committee to hang flags on District utility poles between June 20 and July 16. The committee is to be responsible for installation and removal of the flags and shall leave no materials on the poles after removal of the flags. Permit the Department of Sanitation to use the PUD parking lot for the collection of hazardous household waste on August 11, 1990 subject to the County holding the District harmless from any claim of damage resulting from their use of the property. All Directors, aye, by voice vote. SO MOVED. DISCUSSION AND POSSIBLE ACTION REGARDING A POLICY REGULATING THE USE OF FACSIMILE MACHINES FOR RECEIPT OF PROPOSALS The Board reviewed the draft policy regulating the use of facsimile machines for receipt of proposals prepared by Mr. Holzmeister and asked that it be prepared for adoption by resolution and placed on the consent agenda for the next regular meeting. DISCUSSION AND POSSIBLE ACTION REGARDING A POLICY REGULATING WIRE TRANSFER OF FUNDS BETWEEN DISTRICT ACCOUNTS The draft resolution authorizing wire transfers, designating employees and officers to act on behalf of the District and rescinding Resolution No. 8816 was reviewed. Several changes were suggested and, thereafter, Director Sutton moved that Resolution No. 9016 be adopted; seconded by Director Aguera. ROLL CALL: all Directors, aye. SO RESOLVED. DISCUSSION AND POSSIBLE ACTION REGARDING THE USE OF VEHICLES BY DISTRICT ENGINEERS Several years ago a vehicle reimbursement policy was established for the Electrical Engineer whereby he supplied his own vehicle, fuel, maintenance and $300, 000 in liability insurance and received reimbursement of $189 per month plus $ . 08 per mile. Director Sutton reminded the Board this was more or less a special consideration as Mr. Buckhouse had custody of his child and it was necessary to transport her on his way to and from work and, sometimes, during the day. It was ascertained that the Civil Engineer, Andy Hyde, also uses his personal vehicle for PUD purposes and is reimbursed at the rate of $ . 26 per mile. Director Sutton said she requested this agenda item because Mr. Buckhouse°s personal situation has changed and she would like to 4 eliminate the arrangement and solve the vehicle problem in some other manner. Directors Aguera, Curran and Sutton seemed to agree that the Engineers should be provided with a District vehicle. Discussion ensued and Director Corbett moved that the Electrical Engineer be allowed to continue the present vehicle arrangement and, further, that the Civil Engineer be authorized to participate in the arrangement. MOTION DIED FOR LACK OF A SECOND. Director Sutton moved that the District proceed to initiate steps to purchase appropriate vehicles for both the Electrical and Civil Engineers, and asked that staff come back to the Board with a call for bids and specifications; seconded by Director Curran. ROLL CALL: Directors Corbett and Maass, no; all others, aye. SO MOVED. CONSIDERATION OF AWARDS OF BIDS DONNER TRAILS TANK NO. 2 Mr. Hyde reported that only one bid was received on May 30 for the Donner Trails Tank No. 2 construction project. Resource Development Company of Sparks submitted a bid in the amount of $209,750. The engineer' s estimate for the project was $159 , 200. The bid price of the tank and coating match the estimate closely; the cost of the piping differs somewhat from the estimate; the site work price is considerably higher than the estimate. It was Mr. Hyde's recommendation that he and Consulting Engineer Keith Sauers be authorized to meet with Resource Development to discuss modifications that could be made to the design that might lower the contract price by a substantial amount without eliminating any vital elements of the project, and to possibly discuss doing the site work on a time and materials basis. After some discussion, Director Aguera moved that Mr. Hyde and Mr. Sauers be authorized to discuss modifications to the bid with Resource Development Company and bring recommendations back to the Board for consideration; seconded by Director Corbett. All Directors, aye, by voice vote. SO MOVED. Director Sutton asked that Mr. Hyde call several of the other plan holders and inquire as to why they did not submit bids. Mr. Hyde mentioned the importance of awarding the contract as soon as possible so the tank may be completed this year. The environmental review appeal period expires the end of this week, he said, so award could be made on Monday, June 11. He suggested a special meeting be held on June 11; Directors Aguera, Curran and Sutton would be available to attend. MIXED AIR CONTROL SYSTEM Mr. Holzmeister noted that only one bid was received for installing 5 mixed air control to the building's air circulation system. It was . from G. J. Yamas, Inc. in the amount of $17 , 050, (within the estimate provided by Dinter Engineering) . Director Aguera moved, and Director Corbett seconded, that award be made to G. J. Yamas, Inc. All Directors, aye, by voice vote. SO MOVED. Regarding the upstairs offices leased to CalTrans, Manager Holzmeister advised that the air conditioners should arrive tomorrow and be installed either tomorrow or the next day. RESOLUTION CALLING FOR BIDS FOR ELECTRICAL SWITCHES Director Aguera moved, and Director Corbett seconded, that the Board adopt Resolution No. 9017 approving specifications and calling for bids on electrical switch equipment for the Gateway at Donner Pass development. ROLL CALL: all Directors, aye. SO RESOLVED. RESOLUTION CALLING FOR BIDS FOR TREE TRIMMING Director Corbett moved, and Director Aguera seconded, that the Board adopt Resolution No. 9018 approving specifications and calling for bids on tree trimming. ROLL CALL: all Directors, aye. SO RESOLVED. Mr. Buckhouse advised that $50, 000 has been included in the electrical budget for this work. The bid requests an hourly rate for labor and equipment and the total cost will be limited to the budgeted amount. The funds should provide for a trimming crew for approximately two months. Director Sutton asked whether this on-going expense could be eliminated if the District controlled planting in the electrical easements. She moved that Counsel Phelps provide a brief opinion on whether or not the District could adopt an ordinance that prohibits planting trees in electrical easement areas. The motion was seconded by Director Aguera. All Directors, aye, by voice vote. SO MOVED. BILLS FOR APPROVAL Director Corbett moved that the bills presented for consideration be approved for payment; seconded by Director Aguera. All Directors, aye, by voice vote. SO MOVED. STAFF REPORTS Manager' s Report A copy of the Manager's written report has been attached to these minutes for reference. Mr. Holzmeister noted that, since the new organization chart was adopted at the last meeting, Joe Straub has been put in charge of Purchasing and Warehousing with Lenna Hossack assisting. The Meter 6 Readers have been moved to the Technical Services Department under Bruce Grow. Mary Chapman has combined the staff of the Finance Department and Office Management. Joan Antonucci has been temporarily upgraded to the Bookkeeper position in the absence of Kay Pomponio. Joan Price has been temporarily moved from her position in Utility Billing to Joan Antonucci' s position in Finance. A temporary vacancy in Utility Billing for a Senior Clerk has been posted and will be advertised if there are no in-house bids. The entire work order system has been returned to Engineering; updating the property ledger remains with the Finance people. NCPA meeting Director Maass reported that a good part of the NCPA meetings deal with power generation; he said he finds it fascinating to listen to the members talk regarding their multi-million dollar projects. Once things settle down and the District has a pooling agreement, it may want to investigate participation in these projects. At the last NCPA meeting, grievance problems were discussed - they deal with three or four different employee groups - and $18, 000, 000 in bills were approved. Negotiations with PG&E and SPPCo are close to resolution. Civil Engineer Mr. Hyde provided a memo dated June 1, 1990 regarding Grace Robertson's request to renegotiate her as yet unsigned agreement with the District with respect to water service to her property on East South River Street. A copy is attached. Director Sutton asked whether the matter should be referred back to the Water Committee. The Chairman said he thinks Mrs. Robertson has been given more than enough consideration by the District; he moved that the agreement stand as is and that no more time be spent on the matter. The motion was seconded by Director Aguera. All Directors, aye, by voice vote. Glenn Reiter study Responding to Director Sutton's question, the Manager identified the "Key Persons Group" - Tom Buckhouse, Andy Hyde, Mary Chapman, Ron Reynolds, Pete Silva, Dave Rully, Mike Connell, Bruce Grow, Joe Straub and Debi Black. CLOSED SESSION At 10: 10 P.M. the meeting was adjourned to closed session for the purpose of discussing acquisition of the Truckee Steak House property (currently in escrow, with Don Casler as the potential new owner) in accordance with Government Code Section 54956 . 8, and ® personnel matters in accordance with Government Code Section 54957 . RETURN TO PUBLIC SESSION 7 The Board returned to public session at 11: 02 P.M. No action was taken or direction given as a result of closed session. ADJOURNMENT There being no further business before the board, the meeting was adjourned at 11:03 P.M. TRUCKEE DONNER PUBLIC UTILITY DISTRICT J s A. Maass, PrAsident r /rr/�� Prepared by I . Z Susan M. Craig, Deputy District Cle smc 8