Loading...
HomeMy WebLinkAbout1999-10-20 Min - Board REGULAR MEETING October 20, 1999 In accordance with District Code Section 2.08.010 the TDPUD minutes are action,onIV minutes. All Board meetings are recorded on audio tapes which are preserved perpetually and made available for listeninq 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 7:07 PM in the TDPUD Board Room by President Jones, ROLL CALL: Directors Joe Aguera, Bob Jones, Patricia Sutton and James Maass were present. Director Ron Hemig was absent. EMPLOYEES PRESENT: Mary Chapman, Susan Craig, Alan Harry, Stephen Hollabaugh, Peter Holzmeister, Kathy Neus, Bob Quinn and Ed Taylor. CONSULTANTS PRESENT: District Counsel, Steve Gross. OTHERS PRESENT: Roger Terneuzen. PUBLIC INPUT There was no public input. PUBLIC HEARING ON A NEGATIVE DECLARATION FOR CONSTRUCTION OF A FIBER OPTIC BACKBONE SYSTEM The public hearing was opened at 7:08 PM. Mr. Holzmeister reported that the draft negative declaration on the fiber optic backbone project was circulated to the Town, State Clearinghouse, Nevada County LAFCo and Lahontan Regional Water Quality Control Board. Notice was also placed in the Sierra Sun. There were no comments and the public hearing was closed at 7:10 PM. ENVIRONMENTAL REVIEW FOR THE FIBER OPTIC BACKBONE SYSTEM PROJECT — ADOPTION OF THE NEGATIVE DECLARATION — APPROVAL OF THE PROJECT FOR PURPOSES OF CEGA—AUTHORIZATION TO FILE THE NOTICE OF DETERMINATION WITH THE OFFICE OF THE NEVADA COUNTY CLERK AND THE GOVERNOR'S OFFICE OF PLANNING AND RESEARCH — ADOPTION OF A DEMINIMUS IMPACT FINDING AND AUTHORIZATION TO FILE THE DEPARTMENT OF FISH AND GAME CERTIFICATION OF FEE EXEMPTION WITH THE OFFICE OF THE NEVADA COUNTY CLERK The review period has closed. The District received comments on the project from Lahontan Regional Water Quality Control Board, the Governor's Office of Planning and Research, State Clearinghouse and Nevada County LAFCo. These were provided to the Board for review. Since no significant comments requiring formal response were received at the public hearing, the Board may take action. After some discussion, Director Maass moved, and Director Aguera seconded, that the Board take 10/20/99 Page 1 the following action: F.. • Adopt the negative declaration • Approve the project for purposes of CEQA • Authorize the filing of the Notice of Determination with the Office of the Nevada County Clerk and the Governor's Office of Planning and Research. • Adopt the DeMinimis Finding and authorize the filing of the Department of Fish and Game Certificate of Fee Exemption with the office of the Nevada County Clerk. • Adopt a finding that the draft documents as circulated and negative declaration reflect the District's independent judgment. ROLL CALL: Directors Aguera, Maass and Jones, aye; Director Hemig, absent; Director Sutton, no with comments. SO MOVED. CONSIDERATION OF A RESOLUTION AUTHORIZING STAFF TO FILE AND APPLICATION WITH NEVADA COUNTY LAFCO TO ACTIVATE THE DISTRICT'S LATENT COMMUNICATION POWER According to the Government Code Section 16461, the District has the power to enter into the provision of many diverse services including the delivery of water, power, telephone and other means of communication. To activate its latent power to provide telecommunications services within the District boundaries, approval must be received from Nevada County LAFCo. Braitman and Associates has prepared an application for Board review and approval. After review by the Board, Director Maass moved, and Director Aguera seconded, that the Board approve the application to Nevada County LAFCo to activate its latent power to provide telecommunications services. ROLL CALL: Aguera, Maass and Jones, aye; Sutton, no with comments; Hemig, absent. SO MOVED. Director Maass moved, and Director Aguera seconded, that the Board adopt Resolution No. 9913 initiating proceedings to activate a latent power to provide telecommunications services. ROLL CALL: Aguera, Maass and Jones, aye; Sutton, no with comments; Hemig, absent. SO RESOLVED. CONSIDERATION OF THE TRANSFER OF VARIOUS RESTRICTED FUNDS — FROM THE WATER FACILITIES FEES FUND TO THE WATER GENERAL FUND — FROM THE TAHOE DONNER WATER SYSTEM FUND TO THE WATER GENERAL FUND — FROM THE WATER GENERAL FUND TO THE RESERVE FOR FUTURE METERS Mrs. Chapman reviewed with the Board the following: a list of the water zones of benefit giving a brief narrative description of the various zones set up within our water systems; a construction projects for facilities fee reimbursements report listing the work order title, dollar amount and zone of the projects staff is proposing be funded by facilities fees; a draft resolution authorizing the transfer of funds from the water facilities fees to the water department general fund; a schedule of completed projects and the facilities fees balances by zones of benefit. After questions were answered to the Board's satisfaction, Director Maass moved that the Board adopt Resolution No. 9914 authorizing the transfer of funds from water facilities fees to the water general fund; seconded by Director Aguera. ROLL CALL: Aguera, Maass, Sutton and Jones, aye; Hemig, absent. SO RESOLVED. 10/20/99 Page 2 Director Maass moved, and Director Aguera seconded, that the Board authorize staff to transfer $500,015.66 from the Tahoe Donner water system restricted fund to reimburse the water department general fund. ROLL CALL: Hemig, absent; all other Directors, aye. SO MOVED, Director Maass moved, and Director Aguera seconded, that the Board authorize staff to pay off all three internal restricted funds loans plus accrued interest adjustments with cash that is available in the water general fund. ROLL CALL: Hemig, absent; all other directors, aye. SO MOVED. CONSIDERATION OF A PROPOSAL FROM ARTHUR ANDERSEN LLP TO PERFORM AN AUDIT OF THE FINANCIAL REPORTS OF THE DISTRICT FOR THE YEARS ENDING DECEMBER 31, 1999, 2000 AND 2001 The Board reviewed an opinion prepared by Counsel Gross. It advises that provisions of the law do not limit the duration of a contract with an auditing firm. The Arthur Andersen proposal to perform the District's audit for the next three years was presented. The firm is proposing a 10% increase for 1999, 4% increase for 2000 and 4% increase for 2001. Staff has been very satisfied with the service provided by Arthur Andersen and believes it would be a great deal of work and expense to change firms at this point. Director Maass moved, and Director Aguera seconded, that the Board accept the proposal dated September 22, 1999 from Arthur Andersen, LLP for audit services for the years of 1999, 2000 and 2001. ROLL CALL: Aguera, Maass and Jones, aye; Sutton, no; Hemig, absent; SO MOVED. BROOKSTONE WATERLINE REPLACEMENT PROJECT—CONSIDERATION OF CONTRACT CHANGE ORDER NUMBER 2 — CONSIDERATION OF A RESOLUTION ACC4EPTING THE PROJECT AS COMPLETE AND AUTHORIZING STAFF TO FILE THE APPROPRIATE NOTICE OF COMPLETION z Work was completed on schedule by S & R Snow Removal and Excavation on the Brookstone Drive pipeline replacement project including the work on Lausanne Way covered in Contract Change Order No. 1. Change Order No. 2, being presented at this time, is a close-out change order for the project and is for an increase of $4,993.75. Director Maass moved, and Director Aguera seconded, that the Board approve Contract Change Order No. 2 submitted by S & R Snow Removal and Excavation on the Brookstone Drive pipeline replacement for an increase of$4,993.75. ROLL CALL: Hemig, absent; all other Directors, aye. SO MOVED. Director Maass moved, and Director Aguera seconded, that the Board adopt Resolution No. 9915 accepting the Brookstone Drive pipeline replacement project as complete and directing the filing of the Notice of Completion. ROLL CALL: Hemig, absent; all other Directors, aye. SO RESOLVED. HIGHWAY 267 WATERLINE RELOCATION PROJECT — CONSIDERATION OF CONTRACT CHANGE ORDER NUMBER 3 — CONSIDERATION OF A RESOLUTION ACCEPTING THE PROJECT AS COMPLETE AND AUTHORIZING STAFF TO FILE THE APPROPRIATE NOTICE OF COMPLETION Work is complete on the Highway 267 pipeline relocation and the pipelines are currently in service. At this time Contract Change Order No. 3 is being submitted by Koch Construction for an increase of $4,439.16. The change order covers additional costs incurred by the contractor in completing the tie-ins on the 14" airport water main. It also includes an extension to the contract time of 16 days. s Director Maass moved, and Director Aguera seconded, that the Board approve Contract Change 10/20/99 Page 3 Order No. 3 submitted by Koch Construction for an increase of $4,439.16 and a 16 day time extension on the Highway 267 pipeline relocation project. ROLL CALL: Hemig, absent; all other Directors, aye. SO MOVED. Director Maass moved, and Director Aguera seconded, that the Board adopt Resolution No. 9916 accepting the Highway 267 pipeline relocation project as complete and directing the filing of the Notice of Completion. ROLL CALL: Hemig, absent; all other Directors, aye. SO RESOLVED. CONSIDERATION OF A REPORT ON BIDS RECEIVED AND POSSIBLE AWARD OF A CONTRACT FOR THE PURCHASE OF WIRE The electric department recently solicited bids for underground high voltage cable. One bid was received and opened on September 21. The bid was from Okonite Company and was a qualified bid. Staff is frequently faced with the need to utilize cable in quantities that are not in stock and as a result are required to go out to bid. Bidding each and every time is an expense to the District and adds delays to developers' projects. For this reason, staff requested pricing to be for a period of three years. Okonite's bid was to supply cable for a specific development as well as to supply cable over a three-year period in five different sizes. Director Maass moved, and Director Aguera seconded, that the Board award the bid for underground high voltage cable in schedule A to the Okonite Company in an amount of$18,375 and approve schedules A, B, C, D and E for the purchase of cable from the Okonite Company with pricing good for three years. ROLL CALL: Hemig, absent; Sutton, abstained with comments; all other Directors, aye. SO MOVED. DISCUSSION AND POSSIBLE ACTION REGARDING THE DISTRICT'S PARTICIPATION IN CLEANUP OF CONTAMINATION AT THE PCB TREATMENT, INC. SITE Spiegel & McDiarmid, special counsel in Washington DC, has made available information that could result in substantial savings to the TDPUD. A confidential memorandum was provided to the Directors in the last Board meeting packet. After some discussion, Director Maass moved, and Director Sutton seconded, that the Board decline the cash-out offer of the PCB Treatment Inc., Sites Steering Committee in the amount of $109,047 as recommended by Spiegel & McDiarmid. ROLL CALL: Hemig, absent; all other Directors, aye. SO MOVED. CONSIDERATION OF A CONTRACT FOR PERMISSION TO ENTER ONTO LAND FOR THE PURPOSE OF DRILLING A TEST HOLD AND ESTABLISHING AN OPTION TO PURCHASE LAND FOR DEVELOPMENT OF THE NEW MARTIS VALLEY WELL As reported previously, the test hole drilled at Ponderosa Golf Course did not produce enough water to warrant a production well at that location. The Water Superintendent has negotiated an arrangement with the Seventh Day Adventist Church on Highway 267 under the terms of which the District will have permission to enter onto their property to drill a test hole and, if the hole proves good, to acquire the property for a new well. The arrangement is virtually identical to the arrangement between the District and owners of the golf course. A draft contract describing the arrangement between the District and the church was provided to the Board. Should the District find water and decide to exercise the purchase option, the price of t, the land will be $15,500. Director Maass moved, and Director Aguera seconded, that the Board approve the vacant land 10/20/99 Page 4 purchase contract and receipt for deposit between the District and the Nevada and Utah Association of Seventh Day Adventist Churches. ROLL CALL: Hemig, absent; all other Directors, aye. SO MOVED. CONSIDERATION OF A RESOLUTION DISPENSING WITH COMPETITIVE BIDDING AND AUTHORIZING STAFF TO PURCHASE A DOCUMENT IMAGING SYSTEM In November 1999, the District will be converting to the Central Area Data Processing (CADP) system. The new computer has been installed and conversion of the financial and accounting software systems will begin on November 15, 1999. The District has been using an optical storage system called Recall to archive billing and financial accounting records. This system hardware is outdated and replacement supplies are no longer available. Also, the system will not operate with the new CADP consumer billing and cost and general accounting systems. CADP has a modern document imaging system and provides on-line support for this system. It is called "PaperClip" and costs approximately $29,130 After some discussion, Director Maass moved, and Director Aguera seconded, that the Board adopt Resolution No. 9917 directing that competitive bidding be dispensed with in connection with the purchase of a document imaging system. ROLL CALL: Hemig, absent; all other Directors, aye. SO RESOLVED. APPROVAL OF THE MINUTES OF AUGUST 18(REGULAR AND SPECIAL),AUGUST 25 AND SEPTEMBER 1, 1999 Director Maass moved, and Director Aguera seconded, that the Board approve the minutes of August 18 (regular and special), August 25 and September 1, 1999 as presented. All Directors, aye, by voice vote. SO MOVED. TREASURER'S REPORT — APPROVAL OF THE MONTHLY REPORT — APPROVAL OF DISBURSEMENTS Director Maass moved that the monthly Treasurer's report be approved; seconded by Director Aguera. All Directors, aye, by voice vote. SO MOVED. Director Maass moved, and Director Aguera seconded, that the Board approve the disbursements. ROLL CALL: Hemig, absent; all other Directors, aye. SO MOVED. CONFERENCE WITH LABOR NEGOTIATOR — AGENCY NEGOTIATOR: PETER L. HOLZMEISTER. UNREPRESENTED EMPLOYEES: ALL MANAGEMENT AND EXEMPT STAFF CONFERENCE WITH LABOR NEGOTIATOR — AGENCY NEGOTIATOR: PETER L. HOLZMEISTER. EMPLOYEE ORGANIZATION: LOCAL 1245 OF THE INTERNATIONAL BROTHERHOOD OF ELECTRICAL WORKERS The Board adjourned to closed session at 8:45 PM to discuss the above items. RETURN TO PUBLIC SESSION The Board returned to public session at 9:40 PM. No action was taken or direction given as a result of closed session. ADJOURNMENT There being no further business before the Board, the meeting was adjourned at 9:41 PM. 10/20/99 Page 5 TRUCKEE DONNER PUBLIC UTILITY-bISTRICT y� Robert A. Jones, pr'e '[dent Prepared by sh - Susan M. Craig,Deputy District Clerk G SmC 10/20/99 Page 6