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HomeMy WebLinkAbout1998-08-05 Min - Board REGULAR MEETING August 5, 1998 In accordance with District Code Section 2.08.010 the TDPUD minutes are action only minutes. All Board meetinas are recorded on audio tapes which are preserved Perpetually and made available for listenina to anv interested partv upon their request The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order at 7:00 PM in the TDPUD Board Room by President Maass. ROLL CALL: Directors Ron Hemig, Bob Jones, Jim Maass and Pat Sutton were present. Director Joe Aguera was absent. EMPLOYEES PRESENT: Susan Craig, Steve Hollabaugh, Peter Holzmeister, Kathy Neus, Bob Quinn, Ed Taylor and Scott Terrell. CONSULTANTS PRESENT: Consulting Engineer Keith Knibb; Counsel Steve Gross. OTHERS PRESENT: Mavis and Jerry Bowes, Peter Gerdin, Peter Millar. PUBLIC INPUT: There was no public input. CONSIDERATION OF A RESOLUTION APPROVING LEASE/PURCHASE FINANCING FOR ACQUISITION OF TRANSFORMERS FOR THE TRUCKEE SUBSTATION The District will soon take delivery of five substation transformers. The purchase amount is $606,033. The District intends to borrow funds to pay for the transformers. Mrs. Chapman has obtained quotes from both Municipal Services Group and Evergreen Securities. Currently, the District has three outstanding lease purchase agreements with Municipal Services Group. The interest rate proposed by each is fairly close, Municipal is 5.47% and Evergreen is 5.40%. After some discussion, Director Jones moved that the Board authorize staff to execute lease/purchase financing documents with Evergreen Securities for the purchase of the five substation transformers from Western States Electric after the documents have been reviewed and approved by Counsel Gross. The term of the financing should be quarterly payments over a fifteen year period. The motion was seconded by Director Hemig. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF DIRECTING THE GENERAL MANAGER TO SOLICIT PROPOSALS FROM QUALIFIED CONSULTANTS TO PERFORM SERVICES REGARDING THE DISTRICT'S SPHERE OF INFLUENCE AND RELATED MATTERS During the recent strategic planning workshop, the Board expressed a desire to retain the services of a consultant to assist the District in its dealings with Nevada and Placer County LAFCos. The District's recent experience with adoption of a sphere of influence by Nevada County LAFCo and our future dealings with Placer LAFCo have made it most clear that we need expert advice. Director Jones moved, and Director Hemig seconded, that the Board direct the General Manager to solicit proposals from qualified consultants to provide assistance to the District in LAFCo related matters. All Directors, aye, by voice vote. SO MOVED. 8/5/98 Pagel s CONSIDERATION OF BIDS AND POSSIBLE AWARD OF CONTRACTS FOR THE FOLLOWING PROJECTS - HERRINGBONE BOOSTER PUMP STATION - COLD STREAM WATER LINE REPLACEMENT - JIBBOOM STREET ALLEY ELECTRIC VAULT INSTALLATION The Herringbone booster pump station project has been anticipated for over 30 years. We have known that when Tahoe Donner reached approximately 50% build-out, the pump station would be needed to continue to move sufficient water into the subdivision to meet daily needs. Currently, there is approximately $500,000 in the Tahoe Donner water system restricted fund. Construction of the project will have no impact on District water rates or debt levels. Bids were solicited and opened on July 28. Five bids were received and a summary was provided to the Directors. All bids were over the budgeted amount approved by the Board. The low bidder is Koch Construction of Penn Valley, who has been found to be responsive to the contract requirements. Their bid is in the amount of$202,751.50. Director Hemig moved, and Director Jones seconded, that the Board award the contract for the Herringbone booster pump station project to Koch Construction of Penn Valley in the amount of $202,751,50 and that additional funding in the amount of $41,651,50 from the Tahoe Donner water system restricted fund be authorized. ROLL CALL: Hemig, Jones, Sutton and Maass, aye; Aguera, absent. SO MOVED. During the flood of January 1997, the water main crossing at Cold Stream was washed out. It needs to be replaced. The Federal Emergency Management Agency is providing money to cover the cost of the project. Bids were received and opened on July 28. Four bids were received and the Directors were provided with a summary showing the details. The low bidder is Koch Construction of Penn Valley who has been found to be a responsive bidder. Their bid is in the amount of$89,648. Director Jones moved, and Director Hemig seconded, that the Board award the contract for the Cold Stream pipeline replacement project to Koch Construction in the amount of$89,648. ROLL CALL: all Directors, aye; Aguera, absent. SO MOVED. The Truckee Sanitary District initiated the Jibboom Street alley project. This project is an opportunity to clean up old overhead electric services to commercial customers bordering the alley. It involves the installation of two underground vaults along with the installation of one transformer pad and one switchpad. Additionally, approximately 250 feet of new conduit will be installed. All facilities to be installed will tie into the underground conduit that was put in last year during the Southwest Gas pipeline project. Timing for the project became critical when the Town notified the various agencies of their paving schedule (the last week of August). Bids were solicited, but none were received. After some discussion, Director Jones moved that staff discontinue the competitive bidding process and be permitted to solicit quotes from any interested contractors, to negotiate a contract favorable to the District and to immediately proceed with the project. ROLL CALL: Hemig, Jones and Maass, aye; Sutton, no; Aguera, absent. SO MOVED. CONSIDERATION OF APPROVING PLANS, SPECIFICATIONS AND CONTRACT - DOCUMENTS AND AUTHORIZING STAFF TO ADVERTISE FOR BIDS FOR THE FOLLOWING PROJECTS - COLD STREAM ROAD WATER LINE REPLACEMENT - TELEMARK ROAD WATER LINE REPLACEMENT 8/5/98 Page 2 There is not sufficient capacity for adequate fire flow in the water system serving the new Holiday Inn Express near Donner Lake. The existing eight inch line needs to be upgraded to a 12 inch line to serve that project's needs. The District anticipates that a 16 inch line will be needed when PC-1 develops (the Teichert property). Staff believes that the 16 inch line should be installed at this time rather than the 12 inch line. This water line upgrade involves installation of approximately 1,100 feet of 16 inch ductile iron pipe and associated fixtures. We estimate the cost of the project to be approximately $150,000 which would be shared equally by the District and developer. We have a balance of about $1,400,000 in water facilities fees. It will have no impact on our budget or rates as we will be reimbursed when PC-1 develops. After discussion, Director Hemig moved that the Board authorize installation of a 16 inch water line to serve the Cold Stream Road area with the District and developer of Holiday Inn Express each paying 50% of the cost of the project. Further, that staff be authorized to solicit bids for construction of the project. Director Jones seconded the motion. ROLL CALL: Hemig, Jones and Maass; Sutton, no; Aguera, absent. SO MOVED. The architect for the project requested that the developer be permitted to construct the 16 inch water with the District and developer each paying 50% of the costs. After more discussion, Director Hemig moved that the Board rescind its authorization for staff to solicit bids and that it direct staff to research policy as to whether the project needs to be bid or can be constructed by the developer. A special meeting is to be called to determine this issue once the research has been accomplished. The motion was seconded by Director Jones. All Directors, aye with the exception of Director Sutton who abstained. SO MOVED. In the 1998 budget the Board approved the replacement of the water main pipeline in Telemark Place. Project plans, specifications and contract documents are complete for the project. Counsel is currently reviewing contract documents. Staff is requesting authorization to advertise for bids with a proposed bid opening date of August 25, 1998. The engineer's estimate is $54,000. Director Jones moved, and Director Hemig seconded, that the Board authorize staff to advertise and accept bids for the construction of the Telemark Place pipeline replacement project with a bid opening date of August 25, 1998. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF A RESOLUTION DISPENSING WITH COMPETITIVE BIDDING AND AUTHORIZING REPLACEMENT OF THE PORTION OF THE 12 INCH WATER LINE ON WEST RIVER STREET THAT IS IN CONFLICT WITH CONSTRUCTION OF THE TOWN'S ROUNDABOUT PROJECT The Town is currently constructing the roundabout from Donner Pass Road to West River Street. The pipeline on the West River Street side of the project was considered by District staff and the Town's engineer to be acceptable in its current condition and location. During construction of the roundabout on the West River Street side, it was determined that the water main was at an elevation higher than what was on the plans. This elevation difference would leave the water main without sufficient protective coverage. The coverage is extremely critical for protection from freezing. A 600 foot segment of the water main needs to be replaced and lowered on the West River Street side of the project. 815198 Page 3 £ The Town is claiming it has superior rights in the area and the cost of the water main replacement is the responsibility of the District. Staff and District's legal counsel are researching all records to establish who has the superior rights. If the District can establish superior rights for the pipeline, then a claim will be made to the town for reimbursement. Director Jones moved, and Director Hemig seconded, that the Board adopt Resolution No. 9819 directing that competitive bidding be dispensed with in connection with the relocation of its water line on West River Street as required for the railroad undercrossing to continue construction as amended. ROLL CALL: Aguera, absent; all other Directors, aye. SO RESOLVED. CONSIDERATION OF ENTERING INTO A CONTRACT WITH PLACER COUNTY WATER AGENCY FOR THE DISTRICT TO PROVIDE OPERATION AND MAINTENANCE SERVICES AT THE LAHONTAN WATER SYSTEM The Placer County Water Agency has asked if our District would consider entering into a contract to operate and maintain the water system at the Lahontan project. The Directors were provided with a draft contract prepared by PCWA which is currently being reviewed by District staff. This is a business opportunity that would help support our District. We have an opportunity to offer our expertise to neighboring water agencies and to charge a reasonable fee for our services. Director Jones moved that the Board direct staff to pursue contract negotiations with the PCWA to operate and maintain the Lahontan water system. Director Sutton seconded the motion. All Directors, aye, by voice vote. SO MOVED, Counsel Gross advised that the Porter Simon firm represents the Lahontan developers. There is a clause in the draft contract that could be a conflict. The Board indicated it would consult with Dennis DeCuir regarding this matter. STATE MANDATED PUBLIC BENEFITS PROGRAM UNDER CALIFORNIA'S ELECTRIC INDUSTRY DEREGULATION - CONSIDERATION OF A POLICY IMPLEMENTING THE PROGRAM - CONSIDERATION OF INSTALLATION OF A PHOTOVOLTAICS UNIT AT A TRUCKEE DONNER RECREATION AND PARK DISTRICT SITE AB 1890 requires the District to institute a public benefits program. The Board was provided with a document describing the program, a draft public benefits policy in the form of a resolution and a specific program proposal. If the Board adopts the policy, it serves as a guide in reviewing the proposal to install a photovoltaics unit at the new Recreation and Park District activity center being constructed at the high school. Director Jones moved, and Director Hemig seconded, that the Board pass Resolution 9820 adopting a policy regarding a public benefits program as required by AB 1890 of 1996. ROLL CALL: Aguera, absent; all other Directors, aye. SO RESOLVED. Director Jones moved, and Director Hemig seconded, that the Board approve the Recreation and Park District solar photovoltaics project. ROLL CALL: Aguera, absent; all other Directors, aye. SO MOVED. 8/5l98 Page 4 CONSIDERATION OF THE MINUTES OF JULY 1 AND 15, 1998 Director Jones moved that the Board accept the minutes of July 1 and 15, 1998 as presented. The motion was seconded by Director Hemig. All Directors, aye, by voice vote. SO MOVED. MONTHLY TREASURER'S REPORT - APPROVAL OF THE MONTHLY REPORT - APPROVAL OF DISBURSEMENTS Director Hemig moved, and Director Sutton seconded, that the Board approve the monthly Treasurer's report. All Directors, aye, by voice vote. SO MOVED. Director Jones moved, and Director Hemig seconded, that the Board approve the disbursements. ROLL CALL: Aguera, absent; Sutton, no; all other Directors, aye. SO MOVED. ADJOURNMENT There being no further business before the Board, the meeting was adjourned at 9:00 PM. TRUCKEE DONNER PUBLIC UTILITY DISTRICT Ja j A. Maass, Pr edent Prepared by s � Susan M. Craig, Deputy District Clerk t> smc 8/5l98 Page 5