HomeMy WebLinkAbout1998-04-15 Min - Board REGULAR MEETING
April 15, 1998
In accordance with District Code Section 2.08.010, the TDPUD minutes are action only
minutes. All Board meetings are recorded on audio tapes which are preserved perpetually and
made available for listening to any interested party upon their request.
The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called
to order at 7:10 PM in the TDPUD Board Room by Vice President Jones.
ROLL CALL: Directors Joe Aguera, Ron Hemig, Bob Jones and Patricia Sutton were present. James
Maass was absent.
EMPLOYEES PRESENT, Mary Chapman, Susan Craig, Steve Hollabaugh, Peter Holzmeister, Joe
Horvath, Kathy Neus, Ed Taylor and Scott Terrell.
CONSULTANTS PRESENT.'Attorney Christina Bark and Consulting Engineer Keith Knibb.
OTHERS PRESENT: Robb Hubbard of Aon Risk Services, Debora McDermed of The Vertical
Dimension and Patrick McDonough.
PUBLIC INPUT Ms. Bark advised that regular Counsel Steve Gross is absent due to the birth of his
daughter, Alexa Jane.
CONSIDERATION OF RENEWAL OF THE DISTRICT'S INSURANCE PACKAGE FOR 1998-99
The total renewal premium without any changes in deductibles for the property and liability coverage
for 1998-99 is$192,781. Mc Hubbard reviewed the various policy costs and several options for other
levels of coverage and deductibles.
After discussion, Director Hemig moved, and Director Aguera seconded, that the Board renew the
property and liability insurance as proposed by Aon Risk Services at a cost of$192,780.56 plus
comprehensive general liability, a voluntary property damage endorsement; with an additional
premium of$4,330. ROLL CALL: all Directors, aye; Director Maass, absent. SO MOVED.
CONSIDERATION OFA REPORT FROM DEBORA MC DERMED OF THE VERTICAL DIMENSION
REGARDING CUSTOMER SERVICE TRAINING FOR EMPLOYEES,POSSIBLE AUTHORIZATION
TO PROCEED WITH PHASES Ii AND III
The District retained Ms. McDermed to help design a training program for employees to prepare
them for dealing with electric industry deregulation. The training will make certain that employees
are able to answer questions from customers and understand the District's official position on
deregulation issues.
The first phase of the program was to interview employees to get an idea of their current
understanding of deregulation. That phase is complete. The second phase is to interview customers
in order to get an idea of their interests and knowledge of the industry.
The Directors previously expressed an interest in being involved in the process. Mr. Holzmeister will
provide them with a copy of the employee questionnaire and with the customer survey questionnaire.
Also, a brief training session may be arranged for them.
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t, There was discussion and note was made that everyone involved should be made aware of and
understand the District's position relating to deregulation and customer choice.
Director Hemig moved that the Board authorize Debora McDermed to proceed with the customer
interviews and to prepare and implement a specific scope of service that gets the Directors actively
involved in the process. The motion was seconded by Director Aguera. ROLL CALL: Maass, absent;
Aguera, Hemig and Jones, aye; Sutton, aye, with reservations. SO MOVED.
CONSIDERATION OF AWARD OF A CONTRACT FOR INSTALLATION OF CONDUITS ON THE
GLENSHiRE DRIVE BRIDGE
The Town plans to replace the Glenshire Drive bridge. At the District's request, a line item for
electrical conduits was included in the construction documents. The bid has been awarded to Shasta
Constructors and they have agreed to provide the District's work for a cost of$30,000. The Board
reviewed the agreement between the District and Town and discussed the possibility of installing
pipe hangers for water lines.
Director Sutton moved, and Director Aguera seconded, that the Board direct staff to look into
whether or not it would be desirable and practical to add provisions for a future water line in the
bridge. The Town and Glenshire Mutual Water Company are to be contacted to see if this is
something that could be accomplished. Further, that the Board approve the agreement with the
Town concerning installation and use of utility lines and facilities on the Glenshire Drive bridge in the
amount of$30,000 and that Electric Distribution Engineer Joe Horvath be designated as the project
representative for the District. ROLL CALL: all Directors, aye; Maass, absent. SO MOVED.
CONSIDERATION OF BIDS AND POSSIBLE AWARD OF CONTRACTS FOR PURCHASE OF
TRANSFORMERS, WIRE AND CABLE, VOLTAGE REGULATORS AND PADMOUNT SWITCHES
Bids were opened and analyzed for the purchase of electrical equipment. Mr. Horvath reviewed the
results with the Board.
Director Hemig moved, and Director Aguera seconded, that the Board approve transformer bids as
follows: Schedule A to Western States at an extended price not to exceed$7,155; Schedule B to
Wesco Distribution at an extended price not to exceed$10,800; Schedule C to Westem States at
an extended price not to exceed$6,210; Schedule D to Western States at an extended price not to
exceed$3,540; Schedule E to Western States at an extended price not to exceed$1,396; Schedule
F to Wesco Distribution at an extended price not to exceed $6,226; Schedule G to Wesco
Distribution at an extended price not to exceed $4,080; Schedule H to Western States at an
extended price not to exceed $1,393; Schedule l to Western States at an extended price not to
exceed$1,666. Note was made that the original bid documents included a quantity of two Schedule
C transformers. Since that time, staff has identified additional projects where this type and size of
transformer can be applied. The vendor has agreed to supply additional units at the quoted price.
ROLL CALL: Maass, absent; all other Directors, aye. SO MOVED.
Director Hemig moved, and Director Aguera seconded, that wire and cable bids be awarded as
follows: Schedule A to Pirelli Cables at an extended price not to exceed$1,395; Schedule B to King
Wire at an extended price not to exceed$2,590; Schedule C to Okonite at an extended price not to
exceed $71,864 and Schedule D to Okonite at an extended price not to exceed $44,473. All
Directors, aye, by voice vote. SO MOVED.
Director Hemig moved, and Director Aguera seconded, that the Board award the voltage regulator
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bid to Western States at an extended price not to exceed$58,467. All Directors, aye, by voice vote.
SO MOVED.
Director Hemig moved that the Board award the padmount switch bids as follows: That no award
be made on Schedule A and staff purchase a switch meeting the requirements directly from a
qualified vendor, Schedule B to Western States at an extended price not to exceed$22,096. The
motion was seconded by Director Aguera. All Directors, aye. SO MOVED.
CONSIDERATION OF GRANTING AN EASEMENT TO THE TOWN OF TRUCKEE FOR
CONSTRUCTION, OPERATION AND MAINTENANCE OF A BICYCLE PATH
The Town and Recreation and Park District have been working on a bicycle path from the Truckee
River bridge to Regional Park. The original alignment was next to the Martis substation fence and
not acceptable to the District. The new alignment follows the river and TTSA sewer line in the north
quarter of Section 14. The new alignment puts the path down the hill from the substation. A portion
of the path crosses a corner of District property. The total easement would encumber 422 square
feet of District property.
After brief discussion, Director Hemig moved approve the alignment of the easement to the
Recreation and Park District for the purpose of operating and maintaining a bicycle path with
conditions to be set forth by Counsel. The easement agreement will come back to the Board for
review. The motion was seconded by DirectorAguera. All Directors, aye, by voice vote. SO MOVED.
CONSIDERATION OF CONTINUING THE EMERGENCY ACTION RELATING TO THE SECOND
FAILED TRANSFORMER AT THE TAHOE DONNER SUBSTATION
The new core for the second failed transformer at the Tahoe Donner substation is in the process of
being re-assembled and should be installed at the substation the first week of May. Director Aguera
moved that the emergency action for Tahoe Donner failed transformer#2 be continued; seconded
by Director Hemig. All Directors, aye, by voice vote. SO MOVED.
CONSIDERATION OF AN INITIAL ENVIRONMENTAL REPORT AND DRAFT NEGATIVE
DECLARATION RELATING TO CONSTRUCTION OF THE HERRINGBONE BOOSTER PUMP
STATION PROJECT,POSSIBLE DIRECTION TO SCHEDULE A PUBLIC HEARING
Sauers Engineering has prepared the proposed Negative Declaration and Environmental Initial Study
for the Herringbone Booster Pump Station. Water Superintendent Taylor has reviewed the
documents and found them to be in order.
There was brief discussion and it was noted that this pump station is necessary to meet the Tahoe
Donner Subdivision build-out requirements and does not relate to any other development.
Director Hemig moved that 1) the Board authorize the filing of the proposed Negative Declaration
and Environmental initial Study with the office of the Nevada County Clerk, 2) that the Board
authorize circulation of the proposed Negative Declaration and Environmental Initial Study with
responsible and interested agencies and with the State Clearinghouse; 3) that the Board authorize
publication of a Notice of Public Review Period and Public Hearing on the Proposed Negative
Declaration; 4) that a public hearing on the proposed Negative Declaration be scheduled for May 20,
1998. Director Aguera seconded the motion. All Directors, aye, by voice vote. SO MOVED.
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CONSIDERATION OF CONTINUING THE EMERGENCY AC77ON RELATING TO REPAIR OF THE
AIRPORT WELL
The Water Superintendent advised that the repairs to the Airport Well are almost complete. The
pump was repaired and reinstalled in the well. Staff is currently testing the pump and chlorinating
the water system. The well is projected to be on-line by April 17.
Director Aguera moved, and Director Hemig seconded, that the Board continue the emergency
action for the Airport Well repair. All Directors, aye, by voice vote. SO MOVED.
CONSIDERATION OF PARTICIPATING iN A JOINT STUDY OF POSSIBLE WATER DEPLETION
CALCULATION METHODS;POSSIBLE AWARD OF A CONTRACT
TROA negotiations have resulted in the District's water allocation being subject to a depletion
limitation. How the depletion will be calculated and the impact depletion will have on California water
users' ability to use 32,000 acre feet of water each year is not understood. The General Manager
believes it would be beneficial to evaluate these issues before the agreement is signed. He provided
a proposal submitted by Placer County Water Agency asking that the District participate with several
other agencies in a joint evaluation. The total cost of the analysis is $30,000; the District's portion
would be $7,000 of that amount.
Director Sutton and Mr. Hoizmeister have both been active on the TROA negotiating committee.
They are both concerned that the depletion concept found its way into the agreement at all and
believe it results from a State of California blunder. Mr. Holzmeister is in favor of participating in the
study. Mrs. Sutton thinks it would be to the detriment of the District in the long run to participate in
the study. She believes that the District should voice its objection to the depletion allowance at the
public hearing scheduled for May 11.
The Board agreed to delay action until after the May 11 hearing and to consider the matter at the first
meeting in June.
CONSIDERATION OF CAS77NG A BALLOT FOR SPECIAL DISTRICT REPRESENTATWE TO THE
NEVADA COUNTY LOCAL GENCY FORMATION COMMISSION
The term of office of Ron Sweet, Special District Representative to LAFCo, will expire soon. The
District Board nominated him to be appointed to another full term and it is now time to cast the
official ballot.
Director Sutton moved, and Director Aguera seconded, that the Board cast a ballot for Ron Sweet
to serve as Special District Representative to the Nevada County Local Agency Formation
Commission. All Directors, aye, by voice vote. SO MOVED.
CONSIDERATION OF A RESOLUTION ACCEPTING THE CARPET REPLACEMENT PROJECT
AS COMPLETE AND AUTHORIZING STAFF TO FILE THE NOTICE OF COMPLETION
The re-carpeting project has been completed to the satisfaction of the Support Services Manager
and Mrs. Neus recommended acceptance by the Board. Director Hemig moved, and Director Aguera
seconded, that the Board adopt Resolution No. 9810 accepting the District re-carpeting project and
authorizing the filing of a notice of completion. ROLL CALL:Aguera, Hemig, Sutton and Jones, aye;
Maass, absent. SO RESOLVED.
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CONSIDERATION OF A RESOLUTION AMENDING RESOLUTION 8212 CONCERNING DISPOSAL
OF DISTRICT PROPERTY
At the last meeting, the Board discussed the District's policy regarding the disposal of surplus
property, materials and equipment. As requested, staff drafted amendments to clarify the terms
under which Board members and staff would be permitted to bid on and enter into contracts with the
District for the purchase of surplus items. Counsel provided an analysis of the appropriate law and
suggested two modifications to the existing policy.
Director Sutton moved, and Director Hemig seconded, that the Board adopt Resolution No. 9811
amending policy relating to disposal of District property (Code Section 8.20.010). ROLL CALL:
Aguera, Hemig, Sutton and Jones, aye; Maass, absent. SO RESOLVED.
CONSIDERATION OF BIDS FOR THE SALE OF SURPLUS EQUIPMENT;POSSIBLE AWARD OF
CONTRACTS
Bids on the three surplus vehicles were opened on April 8, 1998. Support Services Manager Neus
noted that four bids on each vehicle were received. All were in order and accompanied by deposits
and signed hold-harmless agreements. A copy of the bid summary was provided to the Directors.
Director Hemig moved, and Director Aguera seconded, that the Board award bids on the surplus
vehicles to the high bidders—item 1, Unit 20, to Leif Johansen Construction in the amount of$1,758;
item 2, Unit 27, to Patrick McDonough in the amount of $2,851; Item 3, Unit 30, to Patrick
McDonough in the amount of$2,076. All Directors, aye, by voice vote. SO MOVED.
MONTHLY TREASURER'S REPORT—ACCEPTANCE AND APPROVAL OF MONTHLY REPORT
—APPROVAL OF DISBURSEMENTS
Director Hemig moved, and Director Sutton seconded, that the Board accept and approve the
monthly Treasurer's report. All Directors, aye, by voice vote. SO MOVED.
Director Hemig moved, and Director Aguera seconded, that the Board approve the disbursements.
ROLL CALL Aguera, Hemig and Jones, aye; Sutton, no, Maass, absent. SO MOVED.
MONTHLY STAFF REPORTS
The Administrative Services Manager noted in her report that most of the customers they have
talked to don't realize they are receiving an 11% credit on their bill. It was suggested that there be
more advertising relating to the credit.
ADJOURNMENT
There being no further business before the Board, Director Aguera moved that the meeting be
adjourned at 9:34 PM; seconded by Director Hemig. All Directors, aye, by voice vote. SO MOVED.
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
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J es aass, president,-)
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Susan M. Craig, Deputy District Cferk
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RESOLUTION NO. 9810
OF THE
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
ACCEPTING THE DISTRICT RE-CARPETING
PROlECTAND AUTHORIZING THE
FILING OF A NOTICE OF COMPLETION
WHEREAS, the Board of Directors of the Truckee Donner Public Utility District made
the determination to re-carpet the downstairs of the headquarters building; and
WHEREAS, the Contract was awarded to Countryside Carpet of Truckee, California
and the contractor entered into an agreement with the District to perform the work;
and
WHEREAS, the District's Support Services Manager, has recommended that the
work be accepted by the District,-
NOW THEREFORE, BE IT RESOLVED by the Board of Directors of the Truckee
Donner Public Utility District as follows:
1. That the District hereby accepts the District complex re-carpeting project as complete.
2. That the Clerk of the District be directed to file with the County of Nevada the Notice of
Completion, a copy of which is attached hereto.
3. That 35 days following completion of the project, the 10% retained from the contractor
payments be released to the contractor if no claims have been made to the District by
material suppliers or laborers.
PASSED AND ADOPTED by the Board of Directors of the Truckee Donner Public
Utility District at a meeting duly called and held within said District on April 15, 1998
by the following roll call vote:
AYES: Aguera, Hemig, Sutton and Jones.
NOES: None.
ABSENT.' Maass.
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
BV
Mary Chapmah_for Pa er L. Holzmeister,
Clerk(Ex-ofcio Secretary of the Board
ATTW.
Susan M. Craig, Deputy Distric Jerk
smc
RECORDING REQUESTED BY:
Truckee Donner Public Utility District
WHEN RECORDED, RETURN TO:
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
Post Office Box 309
Truckee, CA 96160
NOTICE OF COMPLETION
NOTICE IS HEREBY GIVEN:
1. That the name and address of the public entity for whom the improvement project was done, as
owner thereof, is the TRUCKEE DONNER PUBLIC UTILITY DISTRICT, Post Office Box 309,
Truckee, CA 96160.
2. That on April 15, 1998 the hereinafter described improvements were accepted as complete
pursuant to a resolution of the Truckee Donner Public Utility District, the awarding authority.
3. That the subject improvements of the Notice are generally described and identified as follows:
Re-carpeting the downstairs of the District headquarters building.
4. That the name and address of the contractor for such project was: Countryside Carpets, 10026
Meadow Way, Truckee, CA 96161.
Dated <� it 1' 1w TRUCKEE DONNER PUBLIC UTILITY DISTRICT
By O Cy nCv, _
Mary L. C18pnrIn for
Peter L. Ho zmeister, General Manager
STATE OF CALIFORNIA
COUNTY OF NEVADA
On !�'r ,before me, Susan M.Craig, personally appeared MARY CHAPMAN, personalty known to me
to bete pe son whose name is subscribed to the within instrument and acknowledged to me that he executed the same in his
authorized capacity, and that by his signature on the instrument the person or the entity upon behalf of which the person acted,
executed the instrument.
W itnes Lyhancl nd officia al.
Susan M.Craig SUSAN M.CRAIG
Commission# 1147474 z
`z(*-d - Noary Public-California' >_
Z r "r1r Nevada County
My Comm_Explres 3uI 19,20D 1
RESOLUTION NO. 9811
OF THE
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
AMENDING POLICY RELATING TO
DISPOSAL OF DISTRICT PROPERTY
- CIAPTER'S.ZO-
WHEREAS, it is the intent of the District to provide consistent, concise and understandable policies;
and
WHEREAS, the Board has determined that the policy relating to the disposal of surplus District
property should be amended in order to make it more clear,
NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Truckee Donner Public
Utility District as follows:
1. That Sections 8.20.010.5 be amended as set forth in the attachment hereto.
2. That Section 8.20.010.6 as set forth in the attachment hereto be added.
PASSED AND ADOPTED by the Board of Directors at a meeting duly called and held within the
District on the 15t° day of April 1998 by the following roll call vote:
AYES: Aguera, Hemig, Sutton and Jones.
NOES: None.
ABSENT: Maass
TRUC E DON7R PUBLIC U77LITY DISTRICT
��_--
Peter L. Hp meister, District Clerk
x
ATT f J
Susan M. Craig, Deputy Distri , lerk
smc
CHAPTER 8.20
DISPOSAL OF DISTRICT PROPERTY
Sections:
8.20.010 Disposal of Surplus Inventory, Materials, Office
Equipment and Vehicles
8.20.020 Disposal of Real Property
8.20.010 Disposal of Surplus inventory, Materials, Office Equipment and Vehicles
8.20.010.1 Items of inventory, materials, office equipment and vehicles considered by staff to be
no longer necessary shall be listed on an appropriate form and presented to the Manager.
8.20.010.2 When suitable, the Manager shall direct that a resolution declaring the items surplus and
issuing a call for bids be drawn up and placed on an agenda for Board review and approval.
8.20.010.3 The Manager shall advertise the sale of the surplus items in the appropriate newspapers
and journals.
8.20.010.4 The bid opening date shall be as indicated on the pertinent resolution.
8.20.010.5 In the event that bids are not received on some items, or the General Manager
determines that the bids received on certain items are not sufficient, the Board may authorize the
General Manager to dispose of such items at his discretion.
8.20.010.6 No Board member may bid on or purchase surplus property from the District. No person
who makes, participates in the making of, or influences the decision to dispose of surplus property
may bid on such items. This includes District staff, consultants, advisory committee members and
all other individuals who make, participate in the making of, or influence the decision regarding the
disposal of surplus property.
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