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HomeMy WebLinkAbout2000-04-19 Min - Board REGULAR MEETING April 19, 2000 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 listenina 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 7:06 PM in the TDPUD Board Room by President Hemig. ROLL CALL: Directors Ron Hemig, Bob Jones, James Maass and Patricia Sutton were present. Director Joe Aguera was expected. EMPLOYEES PRESENT: Susan Craig, Stephen Hollabaugh, Peter Holzmeister, Ed Taylor and Scott Terrell. CONSULTANTS PRESENT: Consulting Engineer Keith Knibb and District Counsel, Steve G ross. OTHERS PRESENT: Mary Woolsen of Sierra College Small Business Development Center; Tom Covey, Town Public Works Director; Andy Otto; Steve Carpenter; Robb Hubbard of AON Risk Services. PUBLIC INPUT Mary Woolsen of Sierra College Small Business Development Center expressed her organization's thankfulness for the energy efficiency measures the District implemented in their building (the previous Chamber of Commerce building) and also for sending out information on their behalf with TDPUD billings. She especially thanked Scott Terrell for his involvement. On behalf of the community college system, she presented a partnership award to the Board. The Board expressed their appreciation to Mr. Terrell, the District's representative in this endeavor. Director Joe Aguera arrived at this time, 7:07 PM. PUBLIC HEARING RE TRUCKEE FALLS GOLF COURSE IRRIGATION PIPELINE The public hearing was opened at 7: 06 PM. The District's consulting engineer, Keith Knibb, explained that the California environmental Quality Act review period for the Truckee Falls Golf Course Irrigation Pipeline negative declaration is closed. He contacted the State Clearinghouse and no comments were received from the agencies on their distribution list. One comment letter was received from CalTrans. That letter contains general comments notifying the District of drainage patters and future traffic signals which should be considered by the District during construction. The letter acknowledges that an encroachment permit will be required as is stated in the Initial Study. The letter also indicates that a portion of Highway 89 between Donner Pass Road and the Interstate 80 on- ramp is not owned by the state. No formal response is necessary. There were no public comments and the hearing was closed. TRUCKEE FALLS GOLF COURSE IRRIGATION PIPELINE PROJECT — Adoption of the negative declaration — approval of the project for purposes of CEQA — authorization to 4/19/00 Page 1 file the notice of determination with 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 — adoption of a finding that draft documents circulated and the negative declaration reflect the District's independent judgment There was some discussion about the possible use of Donner Creek well during the peak summer season. Mr. Taylor advised that it is under the influence of surface water and, as of last September, could not be used for drinking water. Jess Moorehouse of the State Health Department indicated the District could be subject to penalties of up to $10,000 per day if the well is used for drinking water unless properly treated. The agreement between the TDPUD and Chris Steele, representing the Truckee Falls Golf Course, was also discussed. Mr. Steele's attorney has requested some minor changes relating to the District's option to purchase land which will protect Mr. Steele's tax status in the event the District excercises the option. It was noted that the District is currently allowing the golf course to fill its ponds from the Northwoods water main. This is part of the unsigned agreement and will cease upon completion of the irrigation line. Director Maass moved, and Director Jones seconded, that the Board take the following action: • Adopt the final 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 a Deminimus 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 the Negative Declaration reflect the District's independent judgment. ROLL CALL: all Directors, aye. SO MOVED. Director Sutton moved, and Director Maass seconded, that staff be directed to contact Jess Moorehouse of the State Health Department seeking permission for the District to be able to use Donner Creek well on a limited basis should dire need arise during peak periods of summer. ROLL CALL: all Directors, aye. SO MOVED. CONSIDERATION OF A REPORT AND POSSIBLE APPROVAL OF THE DISTRICT'S GENERAL LIABILITY INSURANCE PACKAGE FOR 2000/2001 Robb Hubbard of AON Risk Services reviewed the insurance renewal proposal with the Board and provided a revised premium comparison summary. The total premium for the basic insurance package is $195,022.54. He explained what the package policy includes and the various coverage placed outside the Rural Electric Utilities Program. After some discussion, Director Maass moved, and Director Jones 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 BIDS FOR A POWER ANALYSIS AND RECORDING SYSTEM; POSSIBLE AWARD 4/19/00 Page 2 Stephen Hollabaugh explained that this system will be used to perform power and energy audits. The District issued a call for bids, advertised and mailed invitations to manufacturers. Three bids were received and opened on April 13. Of the three bids, two were non-responsive as they did not include either a bid bond or check in lieu of a bond. The third bid is in order and meets all the District's specifications. Director Aguera moved, and Director Jones seconded, that the Board award the bid for a power analysis and recording system to Reliable Power Meters, Inc. of Los Gatos, California in the amount of$21,695. ROLL CALL: all Directors, aye. SO MOVED. CONSIDERATION OF THE TERMS AND POSSIBLE AMENDMENT OF THE LEASE OF OFFICE SPACE TO THE TOWN OF TRUCKEE Jill Olson, Town Finance Director, Andy Otto, the Town's real estate representative, and Peter Holzmeister met to discuss an extension of the Town's lease from April 30 until August 31, 2000 with two additional 30 day options to extend. The Town's rent will be adjusted on July 1, 2000 per the CPI index and the terms of the existing lease. They are requesting that the District consider taking back the space as-is rather than restoring the space to its previous condition. Mr. Holzmeister noted that the District does not make use of offices with walls and doors as the organization's culture has utilized an open office environment believing it promotes greater teamwork. However, there may be improvements that the Town made that are useful to the District such as customer counters, the air conditioning system, a conference room and a small kitchen area. He asked that the Board allow him to decide which improvements stay and which are removed by the Town. A suggestion was made that some private office space be kept for sensitive or personnel matters and, perhaps, interviewing and testing. Director Aguera moved, and Director Jones seconded, that the Board approve an extension of the current lease of office space to the Town of Truckee to August 31, 2000, with the option for the Town to extend it for two 30 day periods at their discretion, under the terms and conditions of the current lease, and that the Town remove tenant improvements designated by TDPUD's General Manager. ROLL CALL: all Directors, aye. SO MOVED. CONSIDERATION OF A RESOLUTION DISPENSING WITH COMPETITIVE BIDDING FOR PURCHASE OF THE PUMP FOR THE BROCKWAY WELL The District has experienced an increase in demand for water over the last few years. With the loss of Donner Creek well, it is anticipated that the District will not be able to meet the full summer water demands. To meet this increase the Board authorized the drilling of a well. A test hole was drilled last summer which tested at a water production rate that did not meet the District's needs. A new site was chosen and a well was drilled. The drilling for the new site (Brockway) was started in December and should have been complete in February. It was finished on April 14 and is currently undergoing development pumping. the test pumping for actual production should be complete by April 21. The delay was the result of many factors including a hole cave-in, weather, work hour/day restrictions and equipment failures. Staff cannot finalize the specifications for the well pump until all testing is complete; then, manufacturers need a minimum of eight weeks to construct and deliver the pump for the well. For the well to be operational for the fourth of July weekend, an order needs to be placed by April 24. Therefore, there isn't time to go through the formal bidding and award process. 4/19/00 Page 3 There was some discussion and the validity of this being an emergency situation was questioned. Counsel Gross advised that the facts are sufficient to find this to be an emergency and beyond control of the District. Director Maass moved, and Director Aguera seconded, that the Board adopt Resolution No. 2004 finding an emergency situation in the meeting of state mandate and directing that competitive bidding be dispensed with in connection with the District's purchase of a pump for the Brockway well. ROLL CALL: Aguera, Jones, Maass and Hemig, aye; Sutton, no. SO RESOLVED. DISCUSSION OF WHOLESALE POWER SUPPLY COSTS FOR THE YEAR 2000; POSSIBLE DIRECTION Power Supply Engineer Stephen Hollabaugh is currently looking at power supply prices for 2001. Wholesale prices are down slightly from earlier this month, and this has historically been a good time to lock-in prices due to the spring hydro run-off affecting future prices. However, prices for 2001 and beyond are higher than in past years due to volatility in the market. The District's strategy is to buy at market prices as opposed to the above market prices SPPCo charged in the past. Mr. Hollabaugh summarized the 1999-2000 contract with Idaho Power and compared the full requirement costs and current market based rates historically, for 2000 and for 2001 (using year 2000 forecasted loads). After some discussion, Director Jones moved, and Director Maass seconded, that staff be directed to lock-in prices with Idaho Power for 2001. ROLL CALL: all Directors, aye. SO MOVED. CONSIDERATION OF THE TREASURER'S REPORT FOR FEBRUARY — Approval of monthly report—approval of disbursements Director Maass moved, and Director Jones seconded, that the Board approve the monthly Treasurer's report. All Directors, aye, by voice vote. SO MOVED. Director Maass moved, and Director Jones seconded, that the Board approve the disbursements. ROLL CALL: Aguera, Jones, Maass and Hemig, aye; Sutton, no. SO MOVED. WORKSHOP ITEMS The following items were discussed. Material that was provided by staff is attached for reference. • Proposal by the Town of Truckee to control and administer all patch paving within Town streets • Discussion of water master plan issues relating to source of supply • Discussion of the District's water system pipeline material standard Staff reports were presented to the Board. CLOSED SESSION — Conference with legal counsel — existing litigation pursuant to Government Code Section 54956.9(a), pending litigation, two cases: TDPUD vs. US Medi and USA Media vs. TDPUD 4/19/00 Page 4 The Board adjourned to closed session at 9:52 RETURN TO PUBLIC SESSION Public session resumed at 10:24 PM.There was no action taken or direction given as a result of closed session. ADJOURNMENT There being no further business before the Board, the meeting was adjourned at 10:25 PM. TRUCKEE DON R PUBLI=LITY ISTRICT By J. R n He :Ig, Pres' ent o e Boar Prepared b Susan M. Craig, Deputy District Clerk smc 4/19/00 Page 5