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HomeMy WebLinkAbout1990-07-02 Min - Board REGULAR MEETING July 2, 1990 The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order by Director Aguera at 7 : 10 P.M. in the TDPUD Board Room. ROLL CALL: Directors Joe Aguera, Richard Curran and Pat Sutton were present. Director Jim Maass was absent; Director John Corbett was expected. EMPLOYEES PRESENT: Bruce Grow, Tom Buckhouse, Bev Johnson, Mike Connell, Tom Edgman, Dave Rully, Peter Holzmeister and Susan Craig. CONSULTANTS PRESENT: Counsel John M. Phelps. OTHERS PRESENT: Kent Palmerton of the Northern California Power Agency. CONSENT AGENDA APPROVAL OF THE APRIL 9, MAY 21, JUNE 4, AND JUNE 11, 1990 MINUTES APPROVAL OF INTEREST PAYMENT ON CERTIFICATE OF PARTICIPATION, TRANSFER OF FUNDS FROM RESTRICTED FUND AWARD OF BID FOR SWITCHES FOR THE WALL STREET PROPERTIES PROJECT Director Sutton moved, and Director Curran seconded, that the consent agenda be approved as follows: The Board approved the minutes of April 9 , May 21, June 4 and June 11, 1990 as presented in final form. The Board approved transferring by wire the amount of $100,751. 30 to the Bank of America on July 31, 1990 ; and further authorized the transfer of $100, 751. 30 from the building restricted fund to reimburse the general fund. Award of the bid for two padmounted vacuum switches for the Gateway development was made to the low bidder, Cooper Power Systems, in the amount of $9 , 341 per switch. All Directors, aye, by voice vote. SO MOVED. TAHOE DONNER LEAK ANALYSIS; DISCUSSION AND POSSIBLE DIRECTION By memo dated June 29 , 1990, Mr. Hyde provided a copy of the draft report prepared by SEA on Phase I of the Tahoe Donner leak analysis. Mr. Holzmeister noted that SEA has provided a tentative budget and scope of work for the next phase of the study; the cost exceeds the original estimate by a wide margin. It was suggested that authorization to proceed with Phase II be postponed until SEA' s proposal can be evaluated. The Board agreed, and asked that a representative of SEA be present at the next meeting to answer 1 questions. PRESENTATION BY KENT PALMERTON OF NCPA REGARDING PARTICIPATION IN THE PHASE IIA PROGRAM Mr. Holzmeister introduced Kent Palmerton of NCPA, who described the Phase IIA resource development program. The Phase IIA fund was established by NCPA to provide for preliminary survey and investigation costs and other unanticipated studies. Use of the funds requires Commission approval or specific direction by a NCPA member authorizing the use of their share of the fund balance. Fiscal year 1990-91 and 91-92 Phase IIA funding requirements are primarily related to the replenishment of the fund to maintain each participant's share of a $500, 000 fund balance. Budgeted expenditures from the fund for 1990-91 and 1991-92 include general expenditures for development of Phase II project agreements and initial contract negotiation and analysis of selected proposals submitted to NCPA in the 1991 power supply request for proposals; direct labor and related costs; outside services including engineering and legal analyses to assist initial contract negotiations and development; indirect costs of NCPA. The indirect costs are allocated to the various programs, plants and projects based on the proportion of direct labor dollars charged to total NCPA labor dollars. . Mr. Palmerton, answering questions posed by Director Sutton, noted that participation by the District in Phase IIA is optional . He said that in order for any staff activity to proceed, the Commission must give approval; the entire Commission cannot encumber a specific District' s Phase IIA funds. He explained the Phase IIA funds and Phase II agreements for four proposed NCPA power supply projects, and said the identified items are projects that the PUD has not been involved with. Mr. Palmerton indicated he expects that, over the next two years, there will be projects the District will want to participate in; having a contingency fund at the Agency to move into a projected budget could be to the District' s advantage. At this point in the meeting, 7 : 30 P.M. , Director Corbett arrived. Director Curran suggested that material such as Mr. Palmerton was reviewing be provided to the Directors early enough to allow time for thorough reading. Director Sutton mentioned she thought perhaps NCPA should look into solar power and/or wind generation for Truckee. Director Aguera postponed consideration of participating in the Phase IIA Program in order to give the Board a chance to carefully review the information presented by Mr. Palmerton. 2 CONSIDERATION OF DISTRICT STAFFING; POSSIBLE DIRECTION Meter Readers Bruce Grow, Foreman of Technical Services, and Beverly Johnson, Meter Reader Coordinator, were present to address Meter Reader staffing needs. Mr. Grow informed the Board that the District is currently using 3 1/2 Meter Readers; the half person is consistently being used from 60% to 75% of the time. One of the full time Meter Readers spends considerable time performing administrative duties relating to inaccessible meters, energy diversion, route scheduling, etc. All the Meter Readers are called upon to perform connects and disconnects and collection work for delinquent accounts. With the use of graphs, Mr. Grow reviewed growth trends in the District's service area. He went over the number of meters to be read annually, the annual meters read per person, the work load (not including reading) , a chart comparing 24/48 hour notices versus disconnects, and annual service reports per person. Copies of these charts have been attached to the minutes. Beverly Johnson described the type of work included under the category of service reports. . Mr. Grow advised that it is no longer possible to stay up with the reading of meters, and the problem worsens each year. He asked the Board to consider increasing the hours of the part-time Meter Reader to full-time. The cost to the District would be approximately $10, 200 (including benefits) . The Board thanked Mr. Grow for his informative presentation and asked that he convey their compliments to the Meter Technician, Mike Pimental, for preparing the graphs. Mr. Grow thanked Beverly Johnson for her thorough work in gathering all the information. Director Corbett moved that the Manager be authorized to carry the ball in this situation. MOTION DIED for lack of a second. Director Sutton noted that it is the responsibility of the Board to increase the number of positions. Thereafter, Director Corbett moved that the Board approve the fourth Meter Reader position on a permanent, full time basis; seconded by Director Sutton. All Directors, aye, by voice vote. SO MOVED. PUBLIC INPUT There was no public input. CONSIDERATION OF DISTRICT STAFFING; POSSIBLE DIRECTION Water Crew ® Water Foremen Dave Rully and Mike Connell were present to speak to 3 • the Board regarding increasing the Water Department staff. Mr. Rully noted that it is possible to see by the trends and the impacts on the Meter Readers, as well as every other department at the PUD, that the community is growing on a yearly basis. The Water Department has had major, time-consuming problems with the water system; it' s only recently that he and Mr. Connell have been able to readdress staffing needs and discuss redirecting their approach to things. Mr. Connell presented a comparison graph showing the leaks repaired between January of 1989 and June of 1990. Twenty seven leaks were repaired by District crews during the year of 1989 ; so far in 1990, 46 leaks have been repaired. He said he feels the District is paying for past mistakes - poor inspection of installations, facility maintenance, staff training and vehicles. Mr. Connell noted, however, that great forward strides have been made during the past three or four years - acquisition of a new backhoe, heavy duty dump truck and trailer; leak repairs; and the assignment of a person to handle system operations. He said the District is reacting to a tremendous work load that' s three-fold - service installations, leak repair and system operations. Responding to questions, Mr. Rully advised that many of the Water Department vehicles were not designed for the heavy work load they receive. Units 5 and 11 are the heaviest; Unit 5 is a 1980, Unit . 11 is a 1985. Unit 19 has been reconditioned with a flat bed and is presently having the transmission repaired. Unit 28 is a Ford Ranger - it dropped a drive line last week because of too much weight; it should be back on the road this week. Unit 20 is a two- year old Ford Ranger with a utility bed; it' s almost overweight without carrying a load. Unit 6 is the ten wheel dump truck. Units 14 and 24 are backhoes - Unit 14 is the newest. Unit 2 is a single axle dump truck, and there's also a trailer. Mr. Rully noted that vehicle replacement would be discussed under another agenda item. Mr. Connell said the Water Department is requesting an additional Helper, the lowest level person on a crew. This would make two crews of four men each, and enable them to keep their heads above water. He said traffic control is necessary now on even the most obscure streets. The District operates with a minimum three-man crew; traffic control requires five men. Calling men from the other crew curbs efforts that would normally be assigned to them. An additional person would solve this problem. Each crew, Mr. Connell said, would consist of a Foreman, one serviceman, one Apprentice and one Helper. He explained how the Helpers and Apprentices will be trained. Mr. Holzmeister mentioned that because of the volume of leak repair, new services and other urgent needs, routine system maintenance, hydrant flushing, valve exercising, etc. are being neglected. Hiring a Helper will allow Paul Rose to perform system ® operations once all the leaks have been repaired. 4 Note was made that Kathy Neus, Water Helper, is presently out on disability; she will be re-evaluated by her doctor within the next week or so. Director Curran moved that the District hire one more Helper for the Water Crew; seconded by Director Corbett. All Directors, aye, by voice vote. SO MOVED. There was some discussion about fire hydrant maintenance. Mr. Connell commented it was his understanding that mechanical maintenance of the hydrants is the District' s responsibility. Director Corbett said the County has been approached about removing brush from around the hydrants; Director Aguera noted that the Rotary Club is sponsoring an "adopt a fire hydrant" program in an attempt to keep the hydrants clear of brush and snow. CONSIDERATION OF JOB DESCRIPTIONS This matter was put over to the next regular meeting. RESOLUTION AUTHORIZING SPECIFICATIONS AND CALLING FOR METER BIDS Director Corbett moved that the Board adopt Resolution No. 9023 approving specifications and calling for bids on electric meters ; seconded by Director Curran. The bid opening date is to be July 13 , 1990. ROLL CALL: all Directors, aye. SO RESOLVED. ® RESOLUTION AUTHORIZING SPECIFICATIONS AND CALLING FOR VEHICLE BIDS Electrical Engineer Buckhouse advised that Unit 12 is a two wheel drive GMC line truck and was manufactured in 1980. It' s equipped with a 1980 digger/derrick. Recently the District spent almost $8, 000 in repairs and $1, 000 for inspection of the digger/derrick. The inspection revealed more problems than were anticipated; the truck will most likely be out of service for two months for repair and cost approximately $20, 000. Since it's the strongest, most used vehicle, a replacement will have to be rented. Cost of a similar vehicle will be approximately $3 , 000 per month. Mr. Buckhouse requested that the Board authorize going out to bid for a line truck to replace the 1972 line truck; the cost is expected to be in the neighborhood of $150, 000 . It is hoped that Unit 18 can be used for three or four more years. Mr. Buckhouse said he would like to discuss planning limits for the lifetime of vehicles with the Electric Committee. Bruce Grow mentioned that on this project he had an able helper, Mechanic Tom Edgman. Mr. Grow advised that 14% of the fleet is 15 years or older; 19% is ten years or older; 14% is seven years or older; 43% is five years or older; 5% is under five years old. He said that the company that built the digger/derrick for Unit 18 is no longer in business; parts are virtually unavailable. Unit 28 is no longer serviceable for the Water Department; they need a 3/4 ton pick-up. If purchase is approved, Unit 28 will be given to a Meter Reader. Mr. Edgman noted that, with the exception of Unit 1, all 5 . the vehicles will be moved through the system as new ones are bought. Responding to Director Sutton's question, it was stated that there were no used vehicles that could be passed on to the Engineers. Mr. Holzmeister reviewed the proposed cost of new vehicles: line truck, $150, 000, 1991 budget; two wagons for the Engineers, $30, 000, 1990 budget; two ton pick-up, $50, 000, 1991 budget; 3/4 ton pick-up, $18, 000, 1990 budget; 1/2 ton pick-up, $15, 000, 1990 budget. After some discussion, Director Curran moved that the Board authorize going out to bid for a line truck at an approximate cost of $150, 000, to be reflected in the 1991 budget; seconded by Director Corbett. ROLL CALL: Maass, absent; all other Directors, aye. SO RESOLVED. (Resolution No. 9024) Director Curran moved, and Director Corbett seconded, that the Board authorize going out to bid for two wagons for the Engineers at an approximate cost of $30, 000. ROLL CALL: Maass, absent; Curran and Corbett, aye; Aguera and Sutton, no. MOTION FAILED. Director Sutton said she has no problem with staff preparing the specifications for the line truck and two ton truck, but she would like to see the proposals on the Engineers' vehicles. . Director Curran moved, and Director Corbett seconded, that the Board authorize going out to bid for a two ton truck at an approximate cost of $50, 000 to be reflected in the 1991 budget. ROLL CALL: Maass, absent; all other Directors, aye. SO RESOLVED. (Resolution No. 9025) Director Curran moved that the Board authorize going out to bid for a 3/4 ton truck at an approximate cost of $18 , 000 ; seconded by Director Corbett. ROLL CALL: Maass, absent; all other Directors, aye. SO RESOLVED. (Resolution No. 9026) Director Corbett moved that the Board authorize a call for bids for a 1/2 ton, mid-range truck, for the Meter Readers, at an approximate cost of $15, 000; seconded by Director Curran. ROLL CALL: Maass, absent, all other Directors, aye. SO RESOLVED. (Resolution No. 9027) Director Sutton noted her concern about the manner in which the vehicle package came to the Board (one resolution calling for all bids - no estimated costs - no specifications) . There was some discussion about what type of vehicles the Engineers should have. Director Corbett moved, and Director Curran seconded, that the Board issue a call for bids for two wagons for the Engineers at an approximate cost of $30, 000. ROLL CALL: Maass, absent; Sutton, no; all other Directors, aye. SO RESOLVED. . (Resolution No. 9028) 6 RESOLUTION APPROVING SPECIFICATIONS AND CALLING FOR BIDS FOR ALDER CREEK PIPELINE PROJECT This project consists of replacing a leaky section of pipeline in Alder Creek Road in the Tahoe Donner Subdivision with a new pipeline of the same size. Because there is no increase in capacity or any growth inducing effects, the project qualifies for a categorical exemption. Sauers Engineering prepared the plans and specifications in 1989 and funds were included in last year' s budget. Also, the project has been recommended by SEA. Director Aguera mentioned he thought the Water Committee recommended the project; Director Sutton clarified this. She said the matter did not come to the Water Committee - it was not on their agenda. The Committee was told consideration would be discussed at this Board meeting, however, they did not review the situation or make any recommendations. She asked the amount of the Engineer' s estimate; Mr. Holzmeister said he believed it to be $64, 000. Director Sutton asked for official verification by mail within the next several days. Director Corbett moved that the Board adopt Resolution No. 9029 approving environmental documents, notice of exemption, plans, specifications and bidding documents for the Alder Creek Road pipeline improvements; seconded by Director Curran. ROLL CALL: Maass, absent; all other Directors, aye. SO RESOLVED. . DIRECTION REGARDING DRAFT MINUTES OF JUNE 18, 1990 Director Sutton asked that direction regarding the draft minutes of June 18, 1990 be deferred to the next meeting as she would like to listen to a tape recording of the meeting. She mentioned that there are two sets of minutes which have not been presented to the Board - those for closed session special meetings held, she thought, on May 1 and May 30, 1990, and perhaps one or two other special meetings held while the Executive Secretary was on vacation. CORRESPONDENCE Director Corbett mentioned he received a radon tester and he would be conducting a test in his basement. He said he 'd let the Board know the results. BILLS FOR APPROVAL After several questions were answered, Director Corbett moved that the bills presented for consideration be approved for payment; seconded by Director Curran. All Directors, aye. SO MOVED. STAFF REPORTS Paving quotes ® A memo dated June 29 , 1990 from Joe Straub describing the process 7 .............__. he went through relating to paving quotes was presented to the Board. Responding to Director Sutton, the Manager said that Shafer did some paving before the quotes came in. Director Sutton questioned whether or not the District waived the $1, 000, 000 liability insurance requirement for patch paving - some of which is in the middle of the street. She asked for memos from Mr. Holzmeister and Counsel Phelps advising as to whether or not the District' s requirement for liability insurance had been changed for certain types of work or in some instances. Finance reports Mr. Holzmeister advised that the statement of general fund and investment report were provided by the Office/Finance Manager. Water Committee meeting The Water Committee met on Thursday, June 28, Mr. Holzmeister said, and copies of the minutes prepared by Debi Black were distributed to the Board at the start of the meeting. NEXT AGENDA Director Sutton asked that an item relating to the District ' s • policy on Director expenses for workshops and conferences be placed on the next agenda. She'd like to be provided with a copy of the current policy and discuss putting a cap on how much each Director may spend per year. CLOSED SESSION The Board adjourned to closed session at 9 :50 P.M. to discuss possible litigation and personnel matters in accordance with Government Code Section 94956. 9 (b) (1) and Section 54957 . RETURN TO PUBLIC SESSION The meeting was returned to public session at 10: 52 P.M. There was no action taken or direction given as a result of closed session. ADJOURNMENT There being no further business before the Board, adjournment of the meeting was unanimously approved at 10: 53 P.M. TRUCKEE DONNER PUBLIC UTILITY DISTRICT J es A. Maass, Pr ident Prepared by Susan M. Craig, Deputy District Cler smc 8