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HomeMy WebLinkAbout1999-07-07 Min - Board REGULAR MEETING July 7, 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 approximately 7:00 PM in the TDPUD Board Room by President Jones, ROLL CALL: Directors Joe Aguera, Ron Hemig, Patricia Sutton and Bob Jones were present. Director James Maass was absent. EMPLOYEES PRESENT: Mary Chapman, Susan Craig, Steve Hollabaugh, Peter Holzmeister, Bob Quinn, Ed Taylor and Scott Terrell. CONSULTANTS PRESENT: District Counsel, Steve Gross; Engineer, Keith Knibb. OTHERS PRESENT: There were no others present in the audience. INDEPENDENT SCHEDULING ADMINISTRATION GROUP Steve Hollabaugh asked that the agenda be amended to consider authorization to join an independent scheduling administration group. Director Sutton moved, and Director Aguera seconded, that the Board amend the agenda to allow consideration of this matter in accordance with Government Code Section 54954.2(b)(2) as it did not come to staff's attention prior to preparation of the agenda and immediate action is necessary. Director Hemig moved that the Board empower Steve Hollabaugh to join the independent scheduling administration group subject to Bob McDiarmid's approval and with an expenditure of up to $5,000. ROLL CALL: Maass, absent; all other Directors, aye. SO MOVED. DEVELOPMENT OF A NEW MARTIS VALLEY WELL— CONSIDERATION OF A CONTRACT FOR OPTION TO PURCHASE PROPERTY FOR WELL SITE—CONSIDERATION OF BIDS AND POSSIBLE AWARD FOR DRILLING TEST HOLE The Board has discussed the possibility of buying land owned by Ponderosa Golf Course because it is in an area where we expect to be able to drill a well yielding a substantial amount of high quality water. The parcel has been appraised and the owners have agreed to sell it to the District for the appraisal price. They have also agreed to convey to the District an easement for a water line from the well to the District's water distribution system. After some discussion, Director Hemig moved, and Director Aguera seconded that the Board approve execution of the contract to purchase land owned by Ponderosa Golf Course for development of the Martis Valley well and to accept an easement for a water line from the well to the District's water distribution system. All Directors, aye, by voice vote. SO MOVED. Three bids for drilling an observation well and Martis Valley production well were received and 7/7/99 Page 1 opened on June 29, 1999. The low bidder was Sargent Irrigation of Reno. Sargent's bid is responsive to the contract requirements and their license is current and active. Director Hemig moved that the Board award the contract for drilling and construction of the Martis Valley observation well in the amount of$85,295 and the production well in the amount of$209,815 to Sargent Irrigation Company. The motion was seconded by Director Aguera. ROLL CALL: all Directors, aye. SO MOVED. CONSIDERATION OF A REPORT ON BIDS RECEIVED AND POSSIBLE AWARD OF CONTRACT FOR CLEARING VEGETATION FROM AROUND UTILITY POLES AND FOR REPLACEMENT OF THE WATER LINE ON BROOKSTONE DRIVE No bids were received in response to the District's advertisements and invitation to bid on clearing vegetation from around utility poles. Mr. Quinn noted that funds for this project were included in the 1999 budget and asked that the Board authorize staff to seek out and enter into a contract with entities that do this type of work. Director Sutton moved, and Director Aguera seconded, that the Board authorize staff to hire a contractor or contractors to perform brush clearing around the District's poles and structures. ROLL CALL: all Directors, aye. SO MOVED. Four bids were received on the Brookstone Drive Pipeline Replacement project on July 2, 1999. Sauers Engineering reviewed all of the bids and determined that the low bid is responsive to contract requirements. The contractor's license is current and active. Director Aguera moved, and Director Sutton seconded, that the Board award the contract for the Brookstone Drive Pipeline Replacement Project to S & R Snow Removal and Excavation, Inc. in the amount of$94,225. ROLL CALL: all Directors, aye. SO MOVED. CONSIDERATION OF AUTHORIZING PLACEMENT OF A CASING ON THE NEW GLENSHIRE DRIVE BRIDGE FOR FUTURE INSTALLATION OF A WATER LINE AND CONSIDERATION OF A FUNDING SOURCE Mr. Taylor reported that the original estimate for placing a casing for a possible future water connection to Glenshire was $65,000. The town is now quoting the price to the District to be $158,000. Mr. Taylor will speak to Dan Wilkins, the town's engineer, and ask that the estimate be re-worked. He will bring the matter back to the Board. CONSIDERATION OF AUTHORIZING TRANSFER OF FUNDS FROM VARIOUS WATER AND ELECTRIC RESTRICTED FUNDS TO THE WATER AND ELECTRIC EFFICIENCY RETROFIT MEASURES Director Hemig moved, and Director Sutton seconded, that the Board authorize staff to transfer $63,585 from the water building fund to the Water Department general fund as shown in the 1999 Water Department operating budget. All Directors, aye, by voice vote. SO MOVED. Director Hemig moved, and Director Aguera seconded, that the Board authorize staff to transfer $3,600 from the prepaid connection fees restricted fund to the Water Department general fund to reimburse the fund for the installation of eight water services in Martis Woods Estates and Ponderosa Ranchos during 1998. All Directors, aye, by voice vote. SO MOVED. 7/7/99 Page 2 Director Hemig moved, and Director Sutton seconded, that the Board authorize staff to transfer $3,780 from the reserve for future meters restricted fund to the Water Department general fund to reimburse the fund for the purchase and installation of water meters during 1998. All Directors,aye, by voice vote. SO MOVED. CONSIDERATION OF A PROPOSAL TO PROVIDE ASSISTANCE FROM THE DISTRICT'S PUBLIC BENEFITS PROGRAM TO THE TRUCKEE DONNER RECREATION AND PARK DISTRICT FOR IMPLEMENTATION OF ENERGY EFFICIENCY RETROFIT MEASURES Steve Gross announced that even though he hasn't discussed this matter with them, he will leave the room since he is General Counsel to the Recreation and Park District. Energy Masters has completed a preliminary energy analysis for the Park District. The measures recommended for the community center are energy-efficient lighting, attic insulation and pipe insulation. The vet's hall measures include energy-efficient lighting, attic insulation and a new heating system. The total projected cost to complete these measures is $51,239. The economic analysis shows a 5.5 year payback period. If all the measures are implemented, the Recreation and Park District is expected to save over$9,000 per year in energy costs. Staff is proposing to provide $15,000 of financial assistance for these measures. Director Hemig moved, and Director Aguera seconded, that the Board authorize a contribution of $15,000 to fund a portion of the energy measures recommended for implementation at the Recreation and Park District's community center and veteran's hall. ROLL CALL: all Directors,aye. SO MOVED. CONSIDERATION OF APPROVAL OF FUNDS FOR REMOVAL OF BOULDERS AND RELATED DEBRIS ADJACENT TO THE DISTRICT'S MARTIS VALLEY SUBSTATION AS PART OF CONSTRUCTION OF THE TRUCKEE RIVER LEGACY PROJECT At a recent meeting the Board talked about a request from the Truckee River Legacy organizers to pay to remove boulders and debris from the area below the Martis Valley substation. It was the consensus of the Board that the District pay for removal of the boulders and debris, but that another parry be responsible for contracting to have the work done. The sum of between $5,000 and $10,000 was mentioned. The foundation is planning to hire Al Pombo to perform work at the location below the substation for $43,000. The work will include more than the removal of the boulders. They would like the District to contribute $20,000. The Board will consider this request at a future meeting. CONSIDERATION OF A RESOLUTION DIRECTING THAT COMPETITIVE BIDDING BE DISPENSED WITH IN CONNECTION WITH THE PURCHSE OF VAULTS FOR THE HIGHWAY 267 BYPASS PROJECT The District currently has several contractors installing underground facilities throughout the District. The major project being worked on is the Highway 267 bypass with work being done at several locations at the same time. In order to meet the contractor's schedule and not delay the project, it is necessary for us to purchase utility vaults directly from the supplier. in the past the District has found one company that continuously provided low quotes and was able to meet construction schedules with minimum lead times. Since lead-time is extremely critical and staff does not believe the bid process would be beneficial to the District, Mr. Quinn is asking that the Board dispense with bidding for the concrete products required for the Highway 267 bypass projects. 717/99 Page 3 After discussion and review of the draft resolution, Director Aguera moved that the Board adopt the resolution dispensing with bidding in connection with the purchase of vaults for the Highway 267 Bypass project.The motion was seconded by Director Hemig. ROLL CALL: Maass, absent; Aguera, Hemig, Sutton and Jones, aye. Director Sutton stated that she is voting yes on this item even though she has several personal reservations because it requires a 4/5ths vote of the Board and legal counsel finds it to be a legal action on the part of the Board. SO RESOLVED. DISCUSSION OF THE STATUS OF THE TELECOMMUNICATIONS BUSINESS PLANNING PROCESS; POSSIBLE ACTION Mr. Holzmeister noted that there is nothing new to report on this item. CONSIDERATION AND POSSIBLE APPROVAL OF THE MINUTES OF JUNE 2 AND 16, 1999 Director Hemig moved, and Director Aguera seconded, that the Board approve the minutes of June 2 and 16, 1999 as presented. All Directors, aye, by voice vote. SO MOVED. 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 Aguera moved that the Board approve the disbursements. Director Hemig seconded the motion. ROLL CALL: Aguera, Hemig and Jones, aye; Sutton, no; Maass, absent. SO MOVED. ADJOURNMENT There being no further business before the Board, Director Hemig moved that the meeting be adjourned at 9:12 PM; seconded by Director Aguera. SO MOVED by consensus. TRUCK4E-,DONNER PUBLIC UTILITY DISTRICT By / ~ tr, Robert A. Jones,-Pr dent ; Prepared b AV Susan M. Cfaig, eputy District Clerk smc 7/7/99 Page 4