Loading...
HomeMy WebLinkAbout1996-09-04 Min - Board e00- REGULAR MEETING September 4, 1996 In accordance with District Code Section 2 08 010 the TDPUD minutes are action only minutes All Board meetings are recorded on audio taves which are preserved po erp tually and made available for listening to any interested 12adv upon their request The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order at 7:08 PM in the TDPUD Board Room by President Hemig. ROLL CALL: Directors Joe Aguera, Bob Jones, Patricia Sutton and Ron Hemig were present; Director Maass was absent but expected. EMPLOYEES PRESENT.- Mary Chapman, Susan Craig, Peter Holzmeister and Bob Quinn were present. CONSULTANTS PRESENT. Engineering Consultant Keith Sauers;Attorneys Christina Bark and Steve Gross. OTHERS PRESENT. There were no others present in the audience. PUBLIC INPUT There was no public input. CONSIDERATION OF COMMENTS TO BE SUBMITTED TO THE TOWN OF TRUCKEE REGARDING THEIR DRAFT SPHERE OF INFLUENCE REPORT At the last meeting, the Board discussed the changes made by Town staff to their draft sphere of influence report. The Directors were presented with a proposed letter reflecting the District's concerns which was reviewed; several amendments were suggested. Thereafter, Director Jones moved that the Board approve the letter as changed and directed that it be forwarded to the Town; seconded by Director Sutton. ROLL CALL:Aguera, Jones, Sutton and Hemig, aye, Maass, absent. SO MOVED. CONSIDERATION OF AUTHORIZING THE PAVEMENT RESTORATION PROJECT AT DISTRICT HEADQUARTERS The proposed pavement restoration project at District headquarters includes removal and reconstruction of a portion of the District's yard and repaving and re-striping of the parking lots and yard. Design work has progressed to a point where staff is ready to advertise for bids. The proposed schedule following authorization to proceed with advertising for bids is to hold a bid opening on September 25, 1996 and have consideration of award of contract at the October 2, 1996 Board meeting. After some discussion about funding the project and the optimum time to perform the work, Director 9/4/96 Page 1 Jones moved that the Board direct staff to have the cracks sealed at this time and go to bid early next year so that work may be done in May. The motion was seconded by Director Sutton. ROLL CALL: all Directors, aye; Maass, absent. SO MOVED. CONSIDERATION OF A REPORT REGARDING THE DISTRICT'S CONFLICT OF INTEREST CODE AND AUTHORIZING NOTICE TO THE FAIR POLITICAL PRACTICES COMMISSION THAT THE DISTRICT INTENDS TO AMEND ITS CODE As mandated by the Fair Political Practices Commission, Counsel has conducted a biennial review of the District's conflict of interest code. The code has a chart which designates which positions must file a statement of economic interest. The District has modified its organizational chart since the last biennial review and, accordingly, must update the designated employee chart to indicate the new titles of such positions and add or delete positions from the chart as appropriate. Director Jim Maass arrived at this point. To initiate the process, the District must file a notice with the FPPC by October 1, 1996 informing them of its determination that it is necessary to amend the conflict of interest code and identify the nature of those amendments. After submitting the notice, the District must follow the procedure to adopt substantive amendments within 90 days from the date the notice was submitted. The second step is to notify all affected employees and the public of the District's intent to amend its code. The notice must include a description of the proposed amendments and must also be filed �.�. with the FPPC. The third step is to provide the affected employees and public with an opportunity to comment on the proposed amendments during a 45 day period. The comments can be received in written form or at a public hearing if such a hearing is scheduled. After the close of the written comment period andlor conclusion of the public hearing, the fourth step in the procedure is for the Board to make a decision regarding the amended code, which could include further modifying the code to address concerns raised by the affected employees or public. The fifth step is to submit the code to the FPPC for approval with the necessary declaration of the General Manager. The declaration is essentially a report to the FPPC about the public hearingUritten comments received by the District, an explanation of the amendments and certain organizational materials, such as the District's organizational chart and job descriptions for all designated employees. The sixth step is for the FPPC to review the amendments to the code and submit it to its executive director for consideration and approval. Once the code is approved, the FPPC will notify the District of its approval and the amended code will become effective on the 30th day following FPPC approval. Director Jones moved, and Director Maass seconded, that the Board find that the District's conflict of interest code must be amended; direct that the notice to the FPPC of the District's intent to ,^ amend its code be completed by the General Manager and submitted to the FPPC by October 1, 9/4/96 Page 2 1996; direct that the procedure to make substantive amendments to the code be followed and completed within 90 days from the date the notice is submitted to the FPPC. ROLL CALL: all Directors, aye. SO MOVED. CONSIDERATION OF AMENDING THE DISTRICT'S POLICY REGARDING USE OF CREDIT CARDS The General Manager and Directors have and use a District credit card when traveling to seminars and other business meetings and the system works well. However, there are other staff members who travel frequently to conduct District business and the Board is being asked to consider extending the credit card policy to include them. After some discussion, Director Sutton moved that the Board adopt Resolution No. 9626 rescinding Resolution 9102 and re-authorizing business credit card accounts with MBNA America for District- related expenses exclusively. In addition to the General Manager and Directors, the titles of Administrative Services Manager, Electric Superintendent, Water Superintendent, Support Services Manager, Electric System Engineer, Planning Director and Executive Secretary will be included. The motion was seconded by Director Maass. ROLL CALL: all Directors, aye. SO RESOLVED. CONSIDERATION OF AMENDING THE DISTRICT'S POLICY REGARDING THE PAYMENT OF RELOCATION EXPENSES Staff is suggesting that the Board establish a policy for reimbursement of moving expenses for all new employees of the District. Currently, the District reimburses documented moving expenses when a department head is hired and limits the amount to what is authorized by the U. S. Government in its relocation policy. After conferring, Director Sutton moved that the matter be tabled indefinitely, seconded by Director Maass. ROLL CALL: all Directors, aye. SO MOVED. CONSIDERATION OF WRITING OFF UNCOLLECTED ACCOUNTS Staff is ready to write-off the uncollectible accounts for the second half of 1995. The amount to be written off is $3,868.21. When added to the amount written off for the first half of 1995 ($18,550.19), the total is over the 116 of one percent limit authorized to be written off by the Treasurer. A copy of the write-off analysis and bad debt listing is attached to these minutes for reference. Director Maass moved, and Director Jones seconded, that the Board authorize staff to write off uncollectible accounts for the 1995 billing year in the amount of$22,418.40. ROLL CALL: all Directors, aye. SO MOVED. CONSIDERATION OF A PROPOSAL FROM ARTHUR ANDERSEN TO PERFORM ANNUAL AUDITS FOR THE 1996, 1997 AND 1998 ACCOUNTING YEARS The Board reviewed a letter from Arthur Andersen proposing to perform the District's audit for the next three years. Staff indicated they have been satisfied with the service provided and think it 9/4/96 Page 3 f^ would be a great deal of work and expense to change firms at this point. It was suggested that the District may have a policy disallowing the same auditors for periods longer than three years. This will be investigated and the matter considered at the next meeting. CONSIDERATION OF BIDS FOR BILL FOLDING AND INSERTING EQUIPMENT; POSSIBLE AWARD OF CONTRACT There are some issues yet to be resolved in determining whether all bidders are responsive. Therefore, the item was postponed until the next meeting. CONSIDERATION AND POSSIBLE APPROVAL OF THE MINUTES OF JULY 16, 17, AUGUST 7 AND 21, 1996 Director Jones moved, and Director Maass seconded, that the Board approve the minutes of July 16, July 17, August 7 and August 21, 1996 as presented. ROLL CALL: all Directors, aye. SO MOVED. MONTHLY TREASURER'S REPORT-APPROVAL OF DISBURSEMENTS-ACCEPTANCE AND APPROVAL OF THE MONTHLY REPORT Director Maass moved that the Board approve the disbursements and accept and approve the Treasurer's report for the month ended July 31, 1996, seconded by Director Aguera. ROLL CALL: all Directors, aye with the exception of Director Sutton, who voted no. SO MOVED. CLOSED SESSION Conference with legal counsel, pending litigation, Government Code Section 54956.9(a) Simons v. TDPUD Conference with legal counsel, pending litigation, Government Code Section 54956.9(A) 1BEW v. TDPUD Conference with legal counsel, pending litigation, Government Code Section 54956.9(a) Nevada County v. TDPUD The Board adjourned to closed session at 8:50 PM RETURN TO PUBLIC SESSION The Board returned to public session at approximately 9:45 PM. There was no action taken or direction given as a result of closed session. ADJOURNMENT There being no further business before the Board, the meeting was adjourned at 9:46 PM. 9/4/96 Page 4 TRUCKEE DONNER BLIC UT/ I DISTRICT J. Ron TO, Preside Prepared b • P Y Susan M. Craig, Deputy District Clerk smc 9/4/96 Page 5