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HomeMy WebLinkAbout2007-04-18 Min - Board REGULAR MEETING April 18, 2007 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 7:01 PM in the TDPUD Board room by Vice President Sutton. ROLL CALL: Directors Joe Aguera, Ron Hemig, Patricia Sutton and Bill Thomason were present. Director Tim Taylor was absent. EMPLOYEES PRESENT: Jessica Wilson, Mary Chapman, Kathy Neus, Alan Harry, Ed Taylor, Craig Beede, Nancy Waters, Peter Holzmeister and Barbara Cahill CONSULTANTS PRESENT: Kris Richards and Keith Grand OTHERS PRESENT: Juanita Schneider, Bill Quesnel, Debi Black, Ted Owens, Ron Florian, Ellie Hyatt, Kappy Mann, Jennifer Boehm, Howard Wright, Chris Worchester, Neal Mock and two other members of the public. PUBLIC INPUT Juanita Schneider presented a memo to the board: • 1 believe I am safe in saying that 90 to 99% of the residents in Truckee have a very limited knowledge for the qualifications or experience for a General Manager for the TDPUD, electric and water. • At the last board meeting, the Chair of the meeting stated for the public to attend and give their input as to what they would like to see in a new General Manager. My ears could not believe what they were hearing. • When the town was looking for a new Town Manager, they certainly did not ask for public input for hiring a new general manager. In the case of the PUD board, I don't believe they need any input as they know the job description, qualifications and experience required for a General Manager for the TDPUD, electric and water. • 1 also agree with Mr. Sweet's suggestion that an outside firm should handle the job hiring process. Most businesses deal with decisions in this manner, not in the manner the process was done 25-30 years ago. We must change with the times. • We would not want to scare a prospective General Manager since it seems that we have Micro Manager(s) on this board. Ellie Hyatt asked the Board when the backup generator will be installed to pump water in Ponderosa Palisades. She had received a notice on April 2 stating that the water would be off to install the backup emergency generator. But to date, it is still not installed and she would like an answer. Mr. Taylor responded that the generator must be mounted on an anchor system that requires an epoxy bolting system that is temperature sensitive. To date the weather has been warm enough. DISCUSSION AND POSSIBLE ACTION OF THE PROCESS TO FILL THE GENERAL MANAGER POSITION. Ted Owens, Nevada County Fifth District Supervisor, is concerned about the PUD. He extended his wishes to Peter who has been generous to the Truckee Community for the past 24 years, has 1 Minutes: April 18, 2007 .. been a respected leader, let the Town of Truckee use part of the PUD building and has been helpful beyond comprehension. Thank you Peter for your help when you were under no obligation. As to Board circumstances: employee/management issues and the coal contract are part of yesterday. As a rate payer, I am concerned about tomorrow. There is a small pool of quali- fied applicants to choose from for a general manager- and Truckee requires the best. This is a critical first step to go on as a Board and it is the time to put your best foot forward and prove Truckee can be shown in the best light- focus on tomorrow- no time to waste. There are commu- nity leaders willing to help in the selection process. Rolf Godon sent an email: Given the current difficulties within the board, I believe that a neutral process needs to be structured for the replacement of the manager. My basic thoughts on this are: A citizen committee of perhaps 6 members, representing the varying beliefs of the ratepay- ers, be assembled with the prime mission of clearly defining what the characteristics, experience, training and personality of a manager should be for this job. When that is complete, a neutral agency should be hired to recruit and screen candidates. When the pool has been narrowed to about 5 applicants, they are interviewed and rated by the citizen committee. The board will honor the decision of the committee. The board may question the committee regarding their choices, but unless there are extenuating circumstances, they will honor the selection. Board Comments: • Look at history • Focus and use positive energy to find a good replacement • Board should work as a unit and lay the groundwork • Board behavior sets the pace • Board has 5 individual points of view • When the vote is over, the Board should support the decision and not send mixed signals to staff- not continue to debate • Empower the District and staff for the customers—staff is not an adversary • District serves the interest of all- not just the people who come to the meetings. • Need professional help to find a replacement in a timely way- this decision could last for years • Need community help as a sounding board- small balanced group with unbiased views • Concerned about using a citizen committee for this process • Board is elected by the people and is the committee • Go to an independent agency and bring information to the Board to make a good decision • No time to set up a committee to advise- use community people like Ted Owens to help • Have PUD Human Resources go out for an RFP- professional head hunter • Look at General Manager job description • Hire consultant who specializes in hiring top management people for special districts • Check the Public Utility Code as to general manager requirements • There is need for a citizen committee to advise the board • What firm helped Truckee Sanitary District and Tahoe Forest Hospital to find a general manager The Board directed Nancy Waters, Human Resources, to draft an RFP for a workshop discussion at the May 2 meeting. Vice President Sutton also asked Director Aguera to contact board members of the Truckee Sanitary District to see what firm they used in their search for a general manager and asked Director Hemig to contact Tahoe Forest Hospital for the name of the firm they used. The Board will also discuss the possibility of using an interim General Manager. 2 Minutes: April 18, 2007 ACTION ITEMS CONSIDERATION OF A REPORT ON PROPOSALS RECEIVED FOR ACQUISITION OF A NEW TELEPHONE SYSTEM, POSSIBLE AWARD OF A BID AND AUTHORIZATION TO PURCHASE A NEW PHONE SYSTEM. This item relates to upgrading the District's current telephone system used in its headquarters building to a modern system with up-to-date features. Director Hemig moved and Director Aguera seconded, a motion to approve the purchase of a new telephone system from DCR Telecommunications in the amount of $53,462.28 ($54,962.28 less $1,500 trade in for current system). The manufacturer is ESI (system model 600), first year includes warranty/maintenance and years 2-5 includes parts warranty. ROLL CALL: Director Taylor, absent; All other Directors, aye. SO MOVED. CONSIDERATION OF RENEWING THE DISTRICT'S PROPERTY AND LIABILITY INSURANCE PACKAGE AND THE RENEWAL OF MARSH RISK & INSURANCE SERVICES CLIENT SERVICE AGREEMENT. This item relates to the renewal of various insurance policies that protect the District, such as auto policy, general liability, error and omissions, etc. It also includes the renewal of the District's client services agreement with Marsh Risk and Insurance Services. Director Hemig moved and Director Aguera seconded, a motion to approve the renewal of the property and liability insurance policies including the brokerage fee of $40,000 for 5/1/07 through 5/1/08 period as presented in the amount of $351,203.50 subject to modification due to additional approved options. ROLL CALL: Director Taylor, absent; All other Directors, aye. SO MOVED. Director Hemig moved and Director Aguera seconded, a motion to adopt a resolution approving the new Client Service Agreement By and Between Marsh Risk & Insurance Services and Truckee Donner Public Donner Utility District, increasing the brokerage fee $5,000 to $40,000 for 07/08 and a proposal to increase their fee to $45,000 for 08/09 and $50,000 for 09/10. ROLL CALL: Director Taylor, absent; All other Directors, aye. SO MOVED. Director Hemig asked that agenda item #9 regarding the Glenshire Property be considered now as there are agents in the audience. The Board agreed to change the agenda order. CONSIDERATION OF RETAINING THE SERVICES OF A REAL ESTATE AGENT TO ASSIST THE DISTRICT IN THE MARKETING AND SELLING OF THE GLENSHIRE DRIVE PROPERTY This item involves securing the services of an agent to market District owned land on Glenshire Drive, formerly the office site for the Glenshire Mutual Water Company. Kappy Mann of Coldwell Banker has been an agent for 17 years, lived in Truckee for 26 years, very familiar with Glenshire area, has an office in Glenshire and stated that Coldwell Banker has a market share in the Tahoe area. Coldwell Banker's credentials really stand up and have an outstanding presence on the internet. Ms. Mann plans to sell the property for highest price as quickly as possible. Valerie Green of Prudential California Realty is pleased the PUD has gotten three offers. Ms. Green has been in the real estate market since 1985 (mostly in Glenshire), wants to get the best price for the property, get the word out on the MLS to gain the best exposure and said in the past she worked with Glenshire Water Co on the sale of a property. Ms. Green walked the PUD prop- erty, inspected the building and researched the zoning. She has experience with the Town of Truckee Planning Department so she is familiar with the approval process and keeps up on 3 Minutes: April 18, 2007 changes and policies in the town agencies. Prudential Realty has a key network with 3 offices locally and offers an extensive marketing program on over 16 websites. Ms. Green feels her knowledge and experience in Glenshire market would be an asset to the PUD in the sale of the Glenshire property. Director Aguera moved to retain the real estate agent Prudential California Realty. Director Thomason commented that as far as his position with the Glenshire Homeowners Association, there are some outstanding issues with Valerie Green. He thinks it would be in his best interest to not vote for Prudential, and recommended that the Board go with Coldwell Banker (Kappy and Jennifer) and for the fact that their office is actually out in Glenshire. Director Thomason moved and Director Aguera seconded, a motion to retain the real estate agent Coldwell Banker (Kappy Mann & Jennifer Boehm) to represent the District in marketing and selling the Glenshire Drive property, excluding the three proposals already received by the District (3%commission to assist with current proposals; 6%for new buyers). ROLL CALL: Director Taylor, absent; Director Sutton, no (not doing it the right way, better to act later after conferring with a lawyer; All other Directors, aye. SO MOVED. CONSIDERATION OF DECLARING TWO PARCELS OF DISTRICT OWNED LAND AS SURPLUS AND AUTHORIZING THE GENERAL MANAGER TO OFFER THEM TO PUBLIC AGENCIES AS PROVIDED BY LAW. This item involves initiation of a process to sell two parcels of District owned land located east of the Coyote Moon Golf Course to raise funds for construction of a new District corporation yard .. John Eaton asked that his email be read: I am very sorry that I will not be able to get to the PUD meeting Wednesday night, and appreciate that you will give the following message to the Board. have a suggestion by which they can raise more funds on the sale of their properties east of Coyote Moon: Transfer the development rights from Mc Glashan Springs to these properties. Not only will the development rights be more valuable in this location closer to the center of town, but the Town will most likely multiply the rights by a factor of 3-7 markedly increasing their value. This increased value could not be realized by selling McGlashan springs as is, especially considering the environmental, historical and archeological constraints. This will not only raise more money for the PUD, but please the many people in town who, like me, would love to see McGlashan springs remain open space. The absence of development rights would not preclude selling it or transferring it to an organization such as Recreation and Park or the Land Trust. Director Hemig moved and Director Aguera seconded, a motion to adopt a resolution declaring Resultant Parcels 1 and 3 as surplus property and authorize the General Manager to offer them for sale or lease to the following agencies: School District, Recreation District, State of California and any local agency providing low and moderate income housing (WHATT, Town of Truckee and Nevada County Housing Authority) ROLL CALL: Director Taylor, absent; All other Directors, aye. SO MOVED. CONSIDERATION OF RETAINING THE SERVICES OF A REAL ESTATE APPRAISER TO HELP THE DISTRICT DETERMINE FAIR MARKET VALUE OF TWO PARCELS OF DISTRICT OWNED LAND. This item involves establishing a fair market value for the two parcels 14-01 referenced in the immediately preceding agenda item to help set a price. The Board decided to postpone this item. 4 Minutes: April 18, 2007 CONSIDERATION OF APPROVING A CONTRACT FOR PROVISION OF AN EMPLOYEE ASSISTANCE PROGRAM This item relates to entering into a contract for counseling services to be available to District employees. Director Hemig moved and Director Thomason seconded, a motion to enter into a contract with Mountain EAP to provide an employee assistance program for District employees for a monthly fee of $225.00 to be signed by the President of the Board. ROLL CALL: Director Taylor, absent; All other Directors, aye. SO MOVED. CONSIDERATION OF ENTERING INTO A CONTRACT FOR CONSTRUCTION OF A WATER LINE IN CONJUNCTION WITH SIERRA COLLEGE. This item involves partnering with construction of the new Sierra College to install a water line to improve service to the Gateway, Donner Lake, Tahoe Donner areas. Director Hemig moved and Director Aguera seconded, a motion to enter into an agreement with Sierra College whereby the college will construct the water system facilities requested by the District at a cost not to exceed $300,000; and authorize staff to transfer the necessary funds from Water Facility Fees to the Water General funds to pay for the improvements. ROLL CALL: Director Taylor, absent; All other Directors, aye. SO MOVED. CONSIDERATION OF APPROVING PLANS, SPECIFICATIONS AND CONTRACT DOCUMENTS AND ISSUING A CALL FOR BIDS FOR SANDBLASTING AND PAINTING TWO WATER SYSTEM STORAGE TANKS This item involves seeking bids for performing maintenance on the Sierra Meadows and Donner Trails Number Two water storage tanks. Director Hemig moved and Director Aguera seconded, a motion to approve the specifications for the Storage Tank Rehabilitation-2007 project; and authorize staff to begin advertising for Bids and receive Bids with a Bid Opening Date of May 23, 2007. ROLL CALL: Director Taylor, absent; All other Directors, aye. SO MOVED. CONSIDERATION OF SCHEDULING PUBLIC HEARINGS RELATED TO ADOPTION OF WATER AND ELECTRIC STANDBY CHARGES. This item relates to holding public hearings to consider renewing the existing water and electric standby charges on vacant parcels in the District Director Hemig moved and Director Aguera seconded, a motion to call for a public hearing on June 6, 2007 at 7:00 PM for the purpose of receiving input on the adoption of water and electric standby charges, noting the state code and charge. ROLL CALL: Director Taylor, absent; All other Directors, aye. SO MOVED. WORKSHOP ITEM DISCUSSION OF STATE MANDATED WATER CONSUMER CONFIDENCE REPORT This item relates to a discussion of the requirement to send a notice to water customers annually describing the District's water quality. Item postponed. 5 Minutes: April 18, 2007 ROUTINE BUSINESS CONSIDERATION OF MINUTES FOR MARCH 7, 21 AND APRIL 4, 2007. Director Hemig moved, and Director Thomason seconded, that the Board approve the minutes of March 7, 21 and April 4, 2007, noting the changes made to the code of conduct item on the April 49 2007 minutes. ROLL CALL: Director Taylor, absent; All other Directors aye, by voice vote. SO MOVED. TREASURER'S REPORT APPROVAL OF THE FINAL TREASURER'S REPORT FOR DECEMBER 31, 2006. The Board asked the final Treasurer's report for December 31, 2006 to be postponed until the auditor presents the 2006 audit report at the May 2, 2007 meeting. STAFF REPORTS Director Aguera felt the reports were informative and good. CLOSED SESSION CONFERENCE WITH LABOR NEGOTIATOR: SECTION 54957.6 OF THE GOVERNMENT CODE. DISTRICT REPRESENTATIVE: PETER HOLZMEISTER. EMPLOYEE REPRESENTA- TIVE: IBEW LOCAL 1245. RETURN TO OPEN SESSION CONSIDERATION OF ADOPTING A MEMORANDUM OF UNDERSTANDING BETWEEN THE DISTRICT AND LOCAL 1245 OF THE INTERNATIONAL BROTHERHOOD OF ELECTRICAL WORKERS. This item related to adoption of a Memorandum of Understanding that sets forth the wages and other terms and conditions of employment at the District. Director Hemig moved and Director Aguera seconded, a motion to adopt the memorandum of understanding between the District and Local 1245 of the International Brotherhood of Electrical Workers for the years 2007, 2008 and 2009. ROLL CALL: Director Taylor, absent; All other Directors, aye. SO MOVED. CONSIDERATION OF A RESOLUTION ESTABLISHING A 401 (A) PLAN WITH ICMA This item provides a retirement benefit for employees of the District pursuant to the new MOU Director Aguera moved and Director Thomason seconded, a motion to adopt a resolution setting up a 401 (a) money purchase retirement plan benefit for employees of the District pursuant to the new MOU. ROLL CALL: Director Taylor, absent; All other Directors, aye. SO MOVED. ADJOURNMENT There being no further business before the Board, the meeting was adjourned at 11:08 PM. TR [F,E,DONNER PUBLJQ, UTILITY DISTRICT atricia Sutton, Vfce President Prepared by Barbara C ill, Deputy District Cler 6 Minutes: April 18, 2007