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HomeMy WebLinkAbout1999-04-21 Min - Board REGULAR MEETING April 21, 1999 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 7:03 PM in the TDPUD Board Room by President Maass. ROLL CALL: Directors Joe Aguera, Ron Hemig, Bob Jones, Jim Maass and Patricia Sutton were present. EMPLOYEES PRESENT: Mary Chapman, Susan Craig, Steve Hollabaugh, Peter Holzmeister, Joe Horvath, Kathy Neus, Bob Quinn, Ed Taylor and Scott Terrell. CONSULTANTS PRESENT: Consulting Engineer Keith Knibb; Counsel Steve Gross. OTHERS PRESENT: Robb Hubbard of AON Risk Services; Mitch Anderson and Ron Crocowith from Energy Masters International.. PUBLIC INPUT: There was no public input. CONSIDERATION OF A REPORT AND POSSIBLE RENEWAL OF THE DISTRICT'S GENERAL LIABILITY INSURANCE PACKAGE Mr. Hubbard of AON Risk Services answered questions about the insurance renewal proposal for the District's 1999-2000 property and liability insurance. The total premium for the District's basic insurance package is $188,040.54. After some discussion, Director Hemig moved, and Director Maass seconded, that the Board renew the property and liability insurance as proposed by AON Risk Services. ROLL CALL: all Directors, aye. SO MOVED. CONSIDERATION OF ISSUING A CALL FOR BIDS FOR THE FOLLOWING PROJECTS: HIGHWAY 267 BYPASS — WATER LINE RELOCATION; HIGHWAY 267 BYPASS—ELECTRIC FACILITIES RELOCATION; INSTALLATION OF VAULTS AND CONDUIT ON HIGHWAY 267 AND PALISADES DRIVE The Board previously approved the engineering contract for the 267 Bypass Water Pipeline Relocation Project. The cost of this project is to be reimbursed to the District by CalTrans. Project plans, specifications and contract documents are complete. Legal counsel has reviewed the documents. CalTrans has completed the environmental review process in compliance with the California Environmental Quality Act. Director Maass moved, and Director Hemig seconded, that the Board authorize staff to advertise for and accept bids for the construction of the 267 Bypass Water Pipeline 4/21198 Page 1 Relocation Project with a bid opening date of May 17, 1999. All Directors, aye, by voice vote. SO MOVED. CalTrans will begin constructing the 267 bypass starting in this construction season. The District's existing overhead electric facilities are in conflict with the new alignment of Highway 267 in several locations and will require relocation prior to the main portion of work to be performed by CalTrans. The relocation work for electric facilities has previously been reviewed and approved by the Board. Director Maass moved, and Director Aguera seconded, that the Board approve the solicitation of bids for the Highway 267 Bypass Electrical Facilities Relocation Project with a bid opening date of May 28, 1999. All Directors, aye, by voice vote. SO MOVED. The Town will be installing a new traffic signal at the intersection of Highway 267 and Palisades Drive beginning in June 1999. The District's existing overhead primary electric circuit will be in conflict with the new traffic signal. Therefore, the town has served the District with written notice to relocate facilities which are in conflict at District expense. Approximately four spans of overhead three phase primary line must be relocated to an underground cable and conduit configuration. The estimated cost of the project is $25,000. Director Sutton moved that the Board approve the solicitation of bids for the Palisades Drive/Highway 267 Electric Relocation Project with a bid opening date of April 27, 1999. Further, that District Counsel look into whether or not the District is obligated to pay the cost of the construction. The motion was seconded by Director Hemig. All Directors, aye, by voice vote. SO MOVED. REVIEW OF BIDS AND POSSIBLE AWARD OF CONTRACTS FOR PURCHASE OF NEW LINE TRUCK; JIBBOOM STREET ALLEY ELECTRIC FACILITIES PROJECT; PURCHASE OF AN INFRARED CAMERA Truck with an aerial device - Four bids were received for a truck with an aerial device in response to the District's request. Although the bid received from Teco was the lowest, it contained several exceptions. Teco also requests payment for the cab and chassis at the time it is received at their facility. The contract documents call for payment at the time of delivery to the District. Staff is recommending that the Board accept the second lowest bid from Altec Industries of Dixon, California in the amount of$153,175. Director Maass moved that the District award the bid for a truck with an aerial device to the lowest responsive bidder, Altec Industries in the amount of $153,175; seconded by Director Sutton. ROLL CALL: all Directors, aye. SO MOVED. Jibboom Street Electric Facilities Project - Bids have been opened and analyzed for the Jibboom Street Electric Facilities Project_ Six bids were received; Buzz loppolo Excavating was the low bidder and his bid was in order. Director Hemig moved, and Director Aguera seconded, that the Board award the contract for the Jibboom Street Electric Facilities project to Buzz loppolo Excavating in the amount of$21,991.36. All Directors, aye, by voice vote. SO MOVED. 4/21/98 Page Infrared camera - During the time the bids were let out and the time of the bid opening, more data was received from other utilities that were using infrared cameras. It was determined that the specifications, as written, did not meet the District's requirements. Director Maass moved that the call for bids for an infrared camera be withdrawn because the District has determined that the specifications are not responsive to its needs and authorize staff to redraw the specifications. The motion was seconded by Director Hemig. ROLL CALL: all Directors, aye. SO MOVED. AUTHORIZATION TO ADD STEPHEN HOLLABAUGH TO THE ACCOUNTS PAYABLE AND PAYROLL PAYMENT PROCESSES Director Maass moved, and Director Hemig seconded, that the agenda be amended to include consideration of adding Stephen Hollabaugh to the accounts payable and payroll payment processes. The necessity of this item became known after the agenda was prepared and posted. Both the General Manager and Administrative Services Manager will be on vacation the week of April 26, 1999. Currently, either Holzmeister or Chapman have to be present for payroll and to pay the bills. In the case when both are absent, a third person is needed to perform these computerized functions. Staff is asking permission to add Hollabaugh to the processing procedure. Hollabaugh would have access to one of the signature plates and would only perform the functions in Holzmeister's or Chapman's absence. Director Maass moved, and Director Aguera seconded, that the Board authorize adding Stephen Hollabaugh to the bill and payment processes. Hollabaugh would perform these functions in the absence of both Holzmeister and Chapman. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF APPROVING A CONTRACT BETWEEN THE DISTRICT AND ENERGY MASTERS INTERNATIONAL FOR PROVISION OF A COMPREHENSIVE ENERGY AUDIT AT TAHOE TRUCKEE SANITATION AGENCY UNDER THE DISTRICT'S PUBLIC BENEFITS PROGRAM State Assembly Bill 1890 mandates that all electric utilities in California spend 2.85% of gross electric revenues on programs that benefit the community. The District is now implementing the public benefits programs previously approved by the Board. One of these programs offers comprehensive energy analyses (CEAs) to large, non-profit agencies in Truckee, primarily special districts. Special districts were targeted because they offer essential, non-profit services to most Truckee residents and they are large energy users. In 1999, $100,000 was budgeted to provide CEAs. When the District first started to develop this program we discovered that NCPA went through a very thorough process of selecting and contracting with Energy Masters International to perform these types of services for member utility customers. Energy Masters International presented a proposal to help identify energy cost saving opportunities for TTSA at a cost of $29,920. Tahoe Truckee Sanitation Agency is the District's largest electric user(outside of TDPUD operations). 4121/98 Page 3 The Board discussed the proposed scope of work and Director Hemig moved that the Board authorize the District to enter into an agreement with Energy Masters International to perform a comprehensive energy analysis for the Tahoe Truckee Sanitation Agency in the amount of $29,920; seconded by Director Aguera. ROLL CALL: Aguera, Hemig, Maass and Jones, aye; Sutton, no. SO MOVED. TREASURER'S REPORT — APPROVAL OF THE MONTHLY REPORT — APPROVAL OF DISBURSEMENTS Director Maass moved that the Board approve the monthly Treasurer's report; seconded by Director Hemig. All Directors, aye, by voice vote. SO MOVED. Director Maass moved, and Director Aguera seconded, that the Board approve the disbursements. ROLL CALL: Aguera, Hemig, Maass and Jones, aye; Sutton, no. SO MOVED. DISCUSSION OF THE STATUS OF THE DISTRICT'S IMPLEMENTATION AND INTEGRATION OF A MANAGEMENT INFORMATION SYSTEM Mr. Hollabaugh presented charts outlining the technology that the District presently has, is working on and will be working on in the future. These include AMR meter reading, electric SCADA, installation of LAN in District building, year 2000 upgrades, CADP, GIS, water SCADA upgrade, water backup generation installation, fiber optic communication and additional future technology. DISCUSSION OF THE DISTRICT'S ELECTRIC CONNECTION CHARGES A local contractor complained that there is a premium paid to underground electric facilities and asked that the connection fees be reconsidered. Mr. Holzmeister noted that District policy requires undergrounding in some situations. Undergrounding is easier to maintain, but there is not a large savings. Undergrounding is aesthetically appealing and enhances property values. He compared the current overhead and underground charges, a summary of expenses and revenues for 1998 which showed a $60 shortfall per connection for overhead services and $24 shortfall per connection for underground services. There was some discussion by the Board and staff was asked to bring back a proposal to the next Board meeting. REVIEW OF MONTHLY STAFF REPORTS The Board was provided with staff reports from each of the Department Heads. Copies are attached. 4/21/98 Page 4 ADJOURNMENT There being no further business before the Board, Director Hemig moved that the meeting be adjourned at 9:12 PM. The motion was seconded by Director Aguera. All Directors, aye, by voice vote. SO MOVED. TRUCKEE DONNER PUBLIC UTILITY DISTRICT f By Robert A. Jones",.Pees' ent Prepared >,by Susan M. Craig, Deputy District Clerk U smc s>" 4/21/98 Page 5