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HomeMy WebLinkAbout1990-11-17 Min - Board SPECIAL MEETING November 17, 1990 The special meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order by President Maass at 9 : 14 A.M. in the TDPUD conference room. ROLL CALL: Directors Joe Aguera, John Corbett, Richard Curran, Pat Sutton and Jim Maass were present. EMPLOYEES PRESENT: Peter L. Holzmeister. CONSULTANTS PRESENT: Bob Rauch. WORKSHOP TO ADDRESS GOALS AND OBJECTIVES OF THE DISTRICT A workshop was held to discuss long and short range goals. No action was taken. ADJOURNMENT The meeting was adjourned at 2 : 35 P.M. TR ICE DONNER PU'J�bIC UTILITY DISTRICT Pr den` Prepared by Susan M. Craig, Deputy District Clerk smc REGULAR MEETING • November 19, 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 : 03 P.M. in the TDPUD Board Room. ROLL CALL: Directors Joe Aguera, John Corbett, Richard Curran and Jim Maass; Director Pat Sutton was expected. EMPLOYEES PRESENT: Tom Buckhouse, Andy Hyde, Bruce Grow, Joe Straub, Mary Chapman, Peter Holzmeister and Susan Craig. CONSULTANTS PRESENT: Keith Sauers and Keith Knibbs of Sauers Engineer; Counsel John Phelps. OTHERS PRESENT: Among those present in the audience were Sue Ann Donigan, Nikki Burchett, Eileen Fix and Bill Quisnell. CONSENT AGENDA Items 5 and 7 were removed from the consent agenda since staff recommendations were not available at the time the packet was prepared. Director Curran moved, and Director Corbett seconded, that the consent agenda be approved as follows: That the low bid of Westinghouse Electric Supply Company (WESCO) in the total amount of $11, 916 for transformers be accepted. That the semi-annual loan payment transfer from the water general fund to reimburse the Tahoe Donner upgrade fund in the amount of $17 , 000 be authorized. All Directors, aye, by voice vote. SO MOVED. Director Sutton arrived at this point in the meeting, at 7 : 04 P.M. CONSIDERATION OF DONNER TRAILS TANK NO. 2 PROJECT Change Order District Engineer Hyde advised that Change Order No. 2 covers extra work already done at his request by the contractor to enlarge overflow piping from the existing Donner Trails tank from six inches in diameter to twelve inches in diameter. It was less costly to install larger overflow piping for the existing tank at this time than it would be to dig through the new paving next year. He recommended that the Board approve the change order in the amount of $2 ,780. Director Corbett moved, and Director Aguera seconded, that the Board approve Contract Change Order No. 2 on the Donner Trails Tank 1 . No. 2 project. All Directors, aye, by voice vote. SO MOVED. Partial Payment No. 3 The partial pay request covers the period from October 1 to November 1. There is no line item for the disinfection of the tank or for additional testing should it be required, and Mr. Hyde recommended that $1, 500 be withheld from the amount requested by the contractor. Consultant Keith Knibb described the work remaining to be done. Director Corbett moved, and Director Curran seconded, that the pay request in the amount of of $31,049. 10 be approved. All Directors, aye, by voice vote. SO MOVED. Transfer of restricted funds Director Corbett moved, and Director Curran seconded, that the Board authorize the transfer $31, 049. 10 from the restricted facility fee account to the general fund to cover the payment of Partial Payment No. 3 for the Donner trails Tank No. 2 construction project. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF ALDER CREEK PIPELINE PROJECT • Change Order Mr. Hyde reported that the Alder Creek Pipeline Project was completed the first part of November. The change order includes the groundwater relief drain required by Nevada County, dike reconstruction, 40 ' of additional water main, a deduction for adjustment of the amount of paving, two additional hydrant valves, back charges due to the weather and delays, over-excavation and additional rock due to leaking water, and a deduction for the acquisition of some pipe from the District. Keith Sauers provided a memo describing these items as well as supporting information from the contractor. During the project the contractor experienced quite a bit of difficulty due to the leaking in the old pipe. These problems resulted in a claim from the contractor for extra work. The claim was reviewed by the District and contractor, and a compromise was reached and is reflected in Change Order No. 2 . Some of the items were previously discussed with the Board - the groundwater relief drain which was added in accordance with Nevada County' s encroachment permit; dike reconstruction due to relocation of the pipeline to the shoulder of the road; and delays which occurred due to rain water flooding the excavations. (The flooding would not have occurred if the pipeline had not been moved to the edge of the road. ) • Mr. Hyde recommended approval of Change Order No. 2 in the adjusted amount of $16, 509 . 13 . 2 Director Sutton expressed concern that the payroll report form . provided by the contractor wasn't correct and questioned whether the District was being back-charged at an appropriate rate. Mr. Sauers advised that he reviewed the prevailing wage scale with the contractor and the rates are very close to what is required; the contractor will provide the correct payroll form before the contract is released, he said. Director Curran moved, and Director Corbett seconded, that the change order in the amount of $16,509 . 13 be approved. ROLL CALL: Aguera, Corbett, Curran and Maass, aye; Sutton, abstain. SO MOVED. Partial Payment No. 2 Responding to Director Sutton's question, Mr. Sauers advised that, including the change order, the project is about 29% over the original contract price. Director Corbett moved, and Director Aguera seconded, that Partial Payment No. 2 in the amount of $36, 262 .77 be approved. Director Sutton abstained, all other Directors, aye, by voice vote. SO MOVED. Transfer of restricted funds Director Sutton questioned whether or not this project should be paid for with funds from the restricted facility fee account. She asked to be provided with some justification for leaky line replacement coming from facilities fees which she felt were more related to storage and tanks. Mr. Holzmeister advised that the District uses these funds for capital improvements, and this project is considered to be a capital improvement. Mr. Hyde noted that the 1990 budget indicates the project will be funded by rates and facilities fees. The Chairman put the matter over and asked for an explanatory memo. PUBLIC INPUT There was no public input. CONSIDERATION OF THE WATER SYSTEM MASTER PLAN AND NEGATIVE DECLARATION FOR THE PROJECT Review of Department of Health Services letter dated October 17 , 1990 concerning possible health effects of the plan Consulting Engineer Keith Sauers briefly summarized the proposed master plan. Thereafter, the Chairman opened the public hearing at 7 : 45 P.M. Bill Quisnell identified himself as a customer from Ponderosa Palisades. He asked why the plan calls for running pipe to serve . Tahoe/Boca Estates and doesn't address the Joerger development. 3 Mr. Sauers advised that both areas are outside the District' s • boundaries. Any costs to serve would be borne by the developer if they were to be included; new growth pays the cost of providing service to the new growth, he said. Another member of the audience, Sue Donigan, said it sounds like the customers will be paying for the situation at Tahoe Donner. Chairman Maass agreed that the customers will bear the cost of the Tahoe Donner line replacement, but the proposed rate increase is not a result of that situation. After a developer builds lines and the District accepts them, it is the responsibility of the entire District to take care of those lines. It was noted that the District's standards have improved since Tahoe Donner was built. He advised that the final report on the Tahoe Donner leak analysis undertaken by SEA will appear on the next meeting agenda. Mr. Sauers provided a letter detailing the extent of the revisions made so far to the draft version of the master plan. The changes were made in response to comments made by the Board, District staff and others who reviewed the plan such as Counsel Phelps and Jess Morehouse. The final version will include these as well as other comments made at the public hearing. Chairman Maass noted that the plan is only a guideline; things will be added and deleted as time goes on. . Responding to Director Sutton's question, Mr. Sauers advised that the District has permits to divert water from McGlashan, Tonini, Southside, Sheepherder/Sawtooth Springs. She asked that the plan include the permit numbers, how obtained, some historical data and the fact that the District would like to retain the permits. In his letter, Jess Morehouse of the State Department of Health Services mentions that the Donner Creek well has been inactive for several years and to return it to service according to the master plan will require rehabilitation of the well and installation of iron removal treatment. He also pointed out its close proximity to Donner Creek, the shallow aquifer supplying the well, and possible related health concerns. Mr. Sauers said a copy of Mr. Morehouse ' s letter would be made a part of the master plan document. Mr. Sauers noted that items identified in the dialogue (but not known when they would be needed) were added to Table 13-1. Director Sutton asked that the projects currently existing be identified. Mr. Hyde assured Director Sutton that even though the negative declaration only refers to Items 1 through 20 as projects listed on Table 13-1, he believes there is no substantial impact on the environment; the same conclusion can be made with the expanded table. He said the proposed negative declaration applies to the entire master plan. Mr. Hyde advised that the entire master plan was provided to local • agencies; the State Clearinghouse asked only for the negative declaration and initial study. No responses have been received at this time. He noted that no action is expected at this time. The 4 purpose of the public hearing is to receive comments from the Board . and public on the plan and environmental study. There being no further comments, Director Corbett moved that the public hearing be closed at 8: 35 P.M. ; Director Aguera seconded the motion. All Directors, aye, by voice vote. WORKSHOP ON THE 1991 BUDGET Manager Holzmeister explained that no rate increase or change in programs is being requested in the Electric Department. However, the Water Department needs a rate increase and a change in programs (leaks, preventive maintenance and planning) . Costs are increasing faster than new services, he said. Mr. Holzmeister reviewed with the Board the major cost items. The total of the electric fixed expenses is $6,705,786; total budget is $7 , 645, 408; the amount remaining is $939, 622 or 12 . 3% . Fixed water expenses are $1, 507, 121; total budget is $2, 175, 141; the amount remaining is $668, 020, or 30.7%. Also, Mr. Holzmeister presented a rate comparison of the PUD with other water utilities. WestPac had the highest monthly charge, $26. 68 ; Glenshire was lowest with $14 . 50. The PUD presently charges $14 . 41 plus the appropriate zone charge. • Office Manager Chapman provided 1990 budget figures and proposed 1991 budget figures for each department, contributions to capital, purchased power costs, debt service and interdepartmental rent. Mrs. Chapman summarized the responsibilities of the Finance/Customer Services Department, reviewed the current staffing, and goals for 1991. She noted one new employee has been included in the budget. Also, she is requesting that funds set aside in the 1990 budget for an endorsement machine, printer and scanner be carried forward to the 1991 budget. Bruce Grow noted that the Technical Services department supervises meter reading, meter maintenance, vehicle maintenance, building maintenance and some substation operations. There are currently eight employees in the department, and he is not requesting additional help. He reviewed and explained his 1991 budget requests with the Board. Chairman Maass mentioned his desire to have two documents - one a brief summary which includes water and electric on the same page; another document containing the detail. Joe Straub, Purchasing Agent/Warehouseman, noted that this department is responsible for purchasing material used by other District departments, and for properly warehousing that material. Mr. Straub reviewed his budget requests with the Board. • District Electrical Engineer Tom Buckhouse advised that Electric Operations is staffed by two Line Foremen, a Lead Lineman, five 5 Journeyman Linemen and a Groundman under his direction. They are • responsible for the operation and maintenance of the electric system and the extension of the system to serve new customer loads. Considerable effort has been spent over the past three years improving the reliability of the electric system through a phase balancing program, a program of converting vertical construction to horizontal construction, and a reconductoring program. The programs will continue in 1991 and subsequent years in order to provide customers with a safe, reliable and economical source of electrical energy. Mr. Buckhouse reviewed his anticipated expenses with the Directors. Civil Engineer Hyde advised that Water Operations currently has a staff of nine and is responsible for the operation and maintenance of the water system, which includes wells, booster pump stations, storage tanks, pipelines, appurtenances and services. A major shift in budgeting is being proposed, and the previously neglected area of preventive maintenance of pumping facilities is being emphasized. A major effort is still required for repairing leaks in water mains and service laterals, although the effort should be reduced when the pipeline replacement project in Tahoe Donner is complete. Because of the late hour, the Chairman suggested adjourning the meeting. He asked that staff prepare a priority list for water operations, and that supporting services list their priorities also. Manager Holzmeister said he would bring a variety of options back to the Board for consideration. BILLS FOR APPROVAL Director Corbett moved, and Director Aguera seconded, that the bills presented for consideration be approved for payment. All Directors, aye, by voice vote. SO MOVED. ADJOURNMENT At 11: 20 P.M. , Director Aguera moved that the meeting be adjourned to 7 : 00 P.M. on Monday, November 26, 1990; seconded by Director Corbett. All Directors, aye, by voice vote. SO MOVED. TRUCCKEE DONNER PUBLIC UTILITY DISTRICT � t 3 P e id nt Prepared by Susan M. Cr ,iq, Deputy District Cle smc 6