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HomeMy WebLinkAbout1998-09-02 Min - Board REGULAR MEETING September 2, 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 7:05 PM in the TDPUD Board Room by President Maass. ROLL CALL: Directors Joe Aguera, Ron Hemig, Bob Jones, Jim Maass and Pat Sutton were present. EMPLOYEES PRESENT: Mary Chapman, Susan Craig, Steve Hollabaugh, Peter Holzmeister, Kathy Neus and Ed Taylor. CONSULTANTS PRESENT: Consulting Engineer Keith Knibb; Counsel Steve Gross. OTHERS PRESENT: Peter Gerdin, Keith and Nancy Sauers, Charles McDermid and Jim Rienstra. PUBLIC INPUT: There was no public input. CONSIDERATION OF A RESOLUTION EXPRESSING THE DISTRICT'S APPRECIATION TO KEITH SAUERS ON THE OCCASION OF HIS RETIREMENT After President Maass read the certificate of appreciation to Keith Sauers, Director Aguera moved that the Board approve the resolution; seconded by Director Sutton. ROLL CALL: all Directors, aye. SO RESOLVED. CONSIDERATION OF INSTALLATION OF A WATER PIPELINE TO SERVE THE NEW HOLIDAY INN EXPRESS Peter Holzmeister, Ed Taylor and Keith Knibb met with Peter Gerdin, Architect, and the owners of the new Holiday Inn Express. It was staffs recommendation that a 12 inch water line be constructed in order to meet the fire flow requirements of the development. Sauers Engineering has calculated the impact of the fire flow requirements for the project on the District's water system and has determined that a 12 inch main is needed. District policy states that each applicant for service requiring an extension or modification of the water distribution facilities shall furnish at his expense such extension or modification. If the District required the developer to construct facilities of a greater capacity than needed for his development, the District would be authorized to share in the cost. In the case of the 12 inch water line, that capacity is sized only for Holiday Inn, so no District cost sharing is authorized by District policy. There is no District policy that determines whether the District or a developer must actually construct water system improvements. In the past, system improvements have been installed by District contract and by developer contractors. We have tried to cooperate with developers and 9/2/98 Pagel do what is practical. Staff believes that it is often practical for a developer's contractor to install improvements, provided he follows District standards, is inspected by District staff and District staff performs service tie-ins involving current District customers. Director Hemig moved, and Director Aguera seconded, that, based on District policy and past practices, the Board authorize installation of a 12 inch water line to serve Holiday Inn Express; that the cost be borne by the developer with the District's payback rule in operation; and that the developer's contractor be authorized to install the improvements following District standards, subject to District inspection and tie-in of current customers. Counsel Gross stated that this action is consistent with past District practices. ROLL CALL: Directors Aguera, Hemig, Jones and Maass, aye; Director Sutton, no. SO MOVED. DISCUSSION OF PREPARATION OF THE 1999 BUDGET AND ADOPTION OF A BUDGET CALENDAR Mr. Hoizmeister presented a proposed budget calendar similar to the schedules followed in the past. It allows for preparation of the budget by staff during September and October, Board review and workshops in November and adoption in early December. A column showing the past 12 months expenditures will be included. The Board adopted the calendar by consensus. CONSIDERATION OF AUTHORIZING THE PURCHASE OF A MAIL OPENING-MACHINE UNDER THE CALIFORNIA MULTI AWARDS SCHEDULE CONTRACT The District's current letter opener is at least 20 years old. For several years, the Administrative Services Manager has been looking for an opener that would open the envelope on at least two sides and pull the outsides of the envelope apart exposing the contents. Mrs. Chapman has found a machine that would suit the District's needs. It is available on the California Multiple Award Schedules program with the State at a cost of $14,655.06 and comes with a 90 day warranty. Director Aguera moved, and Director Jones seconded, that the Board authorize staff to proceed with the purchase of the Opex Model 51 Rapid Extraction Desk in the amount of $14,655.06 through the California Multiple Awards Schedules program. Further, that the Pitney Bowes Model 1225 letter opener be declared surplus and that it be put out to bid upon the receipt of the Opex Model 51and its successful installation. All Directors, aye, by voice vote. SO MOVED, CONSIDERATION OF MAKING APPOINTMENTS TO THE TRUCKEE DONNER PUBLIC UTILITY DISTRICT FINANCING CORPORATION BOARD OF DIRECTORS The financing corporation held its annual meeting on August 11. The terms of Ruth Frishman, Harry Smith and Herb Gaarder expired on August 15. They are agreeable to serving as directors for another four year term. Director Jones moved, and Director Aguera seconded, that the Board re-appoint Ruth Frishman, Harry Smith and Herb Gaarder to serve as directors of the Truckee Donner Public Utility District Financing Corporation until August 15, 2002. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF BIDS AND POSSIBLE AWARD OF CONTRACTS Telemark Place Pipeline Replacement bid award 9/2/98 Page 2 Bids were received and opened on August 25, 1998. A total of three bids were received and all were above the engineer's estimate. The low bidder is Longo Construction of Tahoe City. They have worked for the District's Electric Department installing underground facilities and have constructed water main extensions for developers within the District with review and inspection by the District. Staff has favorable comments regarding working with Longo. The low bid is responsive to the contract requirements and their contractor's license is current and active. Because the amount of the low bid is higher than the amount budgeted for the project and because there is an opportunity to complete the installation of the pipeline prior to the town's overlay project scheduled for Telemark Place in October, staff has discussed deleting the surface restoration of the project with Longo. They would agree to the deletion with no additional modifications to the contract price. Director Hemig moved, and Director Jones seconded, that the Board award the contract for the Telemark Place Pipeline Replacement Project to Longo Construction in the amount of $69,400 and further moved to place consideration of a change order deleting surface restoration on the next meeting agenda. All Directors, aye, by voice vote. SO MOVED. Purchase of new diggerlderrick line truck The District received two bids on a new digger/derrick type line truck. This vehicle will replace Unit 12 which is a 1980 GMC two-wheel drive vehicle in poor condition. It is scheduled for replacement in 1999; delivery of the new vehicle will take 26 weeks from the order date. Staff reviewed the bids and found the low bid from Altec Industries to be in order. Director Aguera moved, and Director Hemig seconded, that the Board award a contract for a new digger/derrick truck to Altec Industries, Inc. in the amount of $177,515.91. All Directors, aye, by voice vote. SO MOVED. Consideration of sale of surplus meters The surplus meters are a result of the OMR change-out program. An invitation to bid was advertised and also mailed to three prospective bidders. There was no response from any of the three or from any others. Staff is requesting that all the meters be destroyed and thrown away since there are no interested parties. Director Jones moved that the Board authorize staff to destroy and dispose of the surplus meters in the most expeditious manner. The motion was seconded by Director Hemig. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF RESOLUTIONS APPLYING FOR ANNEXATION OF PARCELS IN PLACER COUNTY FOR WATER SERVICE Rich Scardigli -APN 80-270-23 The owners of APN 80-270-23, Richard and Jill Scardigli, have requested that their parcel be annexed into the District's service area and that the District provide water service to the site. The Board discussed other parcels in the area that could be annexed and Placer County LAFCo's current policy of only approving annexations that are absolutely necessary. Director Aguera moved that the Board adopt Resolution 9823 requesting LAFCo to take proceedings for the annexation of APN 80-270-23 into the District's service area. Director Hemig 9/2/98 Page 3 ... ................. .................... .... seconded the motion. ROLL CALL: all Directors, aye, with the exception of Director Sutton who abstained. SO RESOLVED. Randy and Janie Sharp -APN 80-370-03 Randy and Janie Sharp, owners of APN 80-370-03, have requested that their parcel be annexed into the District's service area and that the District provide water service to the site. Director Aguera moved, and Director Hemig seconded, that the Board adopt Resolution No. 9824 requesting LAFCo to take proceedings for the annexation of APN 80-370-03. ROLL CALL: all Directors, aye, with the exception of Director Sutton who abstained. SO RESOLVED. CONSIDERATION OF RETAINING THE SERVICE OF ROBERT BRAITMAN ASSOCIATES TO ADVISE THE DISTRICT ON MATTERS RELATED TO LAFCo During the strategic planning process the Board identified a need for advice on LAFCo issues. The Manager was directed to get a proposal from a consultant specializing in these matters after seeking Bob Rauch's input. Mr. Holzmeister is recommending that the Board retain the services of Robert Braitman and Associates of Ventura, California. His fee is $150 per hour plus out-of-pocket expenses. Mr. Rauch believes that Mr. Braitman is highly qualified to advise the District regarding LAFCo law, powers and procedures. Mr. Braitman's resume was presented to the Directors for review. There was some discussion as to whether Mr. Braitman is in favor of consolidation or elimination of special districts. Counsel noted that Mr. Braitman most likely championed the view of his clients. Director Hemig moved, and Director Aguera seconded, that the Board authorize the Manager and Board President to meet with Robert Braitman to discuss possible retention by the District. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF ENTERING INTO A CONTRACT FOR PERFORMING GROUNDWATER MONITORING AT THE DISTRICT HEADQUARTERS BUILDING SITE The WQCB, Lahontan Region, recently found the District's file and realized that they had not completed their review of the contamination at the TDPUD site. They are asking that we do additional groundwater sampling and reporting. Lahontan is particularly interested in determining whether methyl tertiary butyl ether (MTBE) is present in the contamination. This was not included in the original request. The Manager solicited proposals from Westec (now SRK) and Environmental Control Associates. Westec's proposal is lower at a cost of$10,433. Director Hemig moved, and Director Sutton seconded, that the Board accept the proposal of SRK (Westec) dated August 6, 1998 to provide groundwater monitoring following receipt of a written request from Lahontan requesting the MTBE testing. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF A REPORT FROM THE DISTRICT POWER SUPPLY ENGINEER RELATING TO SETTLING A CONTRACT PRICE FOR POWER IN THE MONTH OF SEPTEMBER 1998 9/2/98 Page 4 The District buys its energy on a monthly average index rate (Mid-Columbia Index). This price is the average closing price of each day of a month then averaged over the month. This is done for on-peak and off-peak prices. Off-peak are the first six hours of a day and the last two hours of a day adding up to eight hours a day. On-peak are the remaining 16 hours of the day. These closing prices plus a $2.25 per MWhr adder is what the District pays Idaho Power for its monthly energy. The District also pays Idaho a demand charge of $1.50 for the largest schedule of energy during the month. The price of energy has increased over the past few months. Daily prices at the Mid-Columbia Index have spiked up to the $70/MWh range during the past month. In order to hedge this price risk, the District's Power Supply Engineer (with approval from the Manager) locked in a portion of the District's on-peak load at a fixed price of$37.40/MWh. CONSIDERATION OF THE MINUTES OF AUGUST 5 AND 19, 1998; POSSIBLE APPROVAL Director Hemig moved, and Director Jones seconded, that the Board approve the minutes of August 5 and 19, 1998 as presented. All Directors, aye, by voice vote. SO MOVED. MONTHLY TREASURER'S REPORT - APPROVAL OF THE MONTHLY REPORT - APPROVAL OF DISBURSEMENTS Director Jones moved, and Director Sutton seconded, that the Board approve the monthly report. All Directors, aye, by voice vote. SO MOVED. Director Jones moved, and Director Hemig seconded, that the Board approve the disbursements. ROLL CALL: all Directors, aye, with the exception of Director Sutton who voted no. SO MOVED. ADJOURNMENT There being no further business before the Board, the meeting was adjourned at 9:17 PM. TRUCKEE DONNER PUBLIC UTILITY DISTRICT lutes A. Maass, Prg ident {, Prepared by k- , j Susan M. Craig, Deputy District Clerk ' smc 912/98 Page 5