HomeMy WebLinkAbout1977-04-05 Min - Board r ti..s 3 77
APRI L 59 1977
The regular meeting of the Board of Directors was called to order by
the Chairman at 7:30 P.M. in the Board Room of the Tahoe Truckee Unified
School District Office.
ROLL CALL: Huber, absent at roll call but arrived at approximately 7:35 P.M. ;
Sutton, present; Maass, present; Kuttel , present; Craig, present;
EMPLOYEES PRESENT: Connell , Seymour and Reed.
CONSULTANTS PRESENT: Grumer.
OTHERS PRESENT: See attached list of audience attendance.
DISCUSSION WITH SIERRA PACIFIC POWER COMPANY REPRESENTATIVE REGARDING
SIERRA PACIFIC POWER COMPANY RATES AND FUEL CHARGE
Mr. Frank Giovannoni from Sierra Pacific Power Company, District Manager
in this area, introduced to the Board and public in attendance Joe Premban,
President and Chief Executive Officer, Gary Soule, Senior Vice-President and
William Branch, manager of Sierra Pa ci fi c's financial planning and regulatory
affairs.
The Board discussed with the representatives from Sierra Pacific the
present rates and fuel charge charged the District by Sierra Pacific
Power Co. This matter was a discussion item only to inform the Board,-&nd
those present. No action was taken.
The following matters were discussed with the Sierra Pacific representa-
tives:
I . Fuel Charge
MOW- -2. Future availability of power to serve Truckee
3. $80,000 refund due the District from Sierra Pacific. It was indi-
cated by Sierra Pacific that the District should receive that refund within
30-45 days with 9/ interest.
4. Rates charged Sierra Pacific"s Nevada customers vs. rates charged
Sierra Paci fi c's California customers.
At the Board's. request Sierra Pacific agreed to provide rate comparisons
regarding Nevada vs.. California rates and wholesale vs. retail rates.
AIRPORT REQUEST FOR WAIVER OF DEMAND CHARGE
George Edmondson, Manager of the Truckee Tahoe Airport District, appeared
before the Board regarding this matter. He explained to the Board the
Airport District's request for waiver of the demand charge- which is charged
the Airport each time the pump to the Airport Well is tested. Manager,
Milt Seymour, recommended to the Board in his memo to the Board dated
March 31 , 1977, which is attached to these minutes , that the waiver be
granted. Followinq discussion, Mrs Sutton moved that the District waive
the demand charge for the installation at the. Ai rport WEl l for a three month
temporary- period and that arrangements be made with the Manager for
pumping the well as to day and time beginning Apri 1 15th. Seconded by
Mrs. Huber.
ROLL CALL: Huber, aye; Sutton, aye; Maass, aye; Kuttel , aye; Craig, aye;
SO ORDERED.
It was agreed that the Airport would try and find another solution to
theprobl em within the next three month period and report back to the Board.
WILL SERVE - PONDEROSA PALISADES CONDOMINIUMS, HARRY GARIAN
Following discussion, Mrs. Huber moved that the District Engineer, Mr.
Cranmer and the Management meet and work out an agreement prior to any
will serve to assure adequate water to this area. Seconded by Mr. Kuttel.
ROLL CALL: Huber, aye; Sutton, aye; Maass, aye; Kuttel , aye; Craig, aye;
SO ORDERED.
Page 1 , April 5, 1977
WILL SERVE - 80 ACRE PROJECT SOUHT OF PONDEROSA PALISADES SOUTH, ALBERT
DAY AND BUTCH BEAVERS and WILL SERVE - MARTIS WOODS DEVELOPMENT
Following discussion Mrs. Sutton moved that the problem of water
service and water supply for the Ponderosa Palisades South 80 acre
project and Marti s Woods Development, both of which are in Placer County, be
referred to the District Engineer° and the Manager for study and recommenda-
tion. Seconded by Mr. Maass.
ROLL CALL: Huber, aye; Sutton, aye; Maass, aye; Kuttel , aye; Craig,
aye; SO ORDERED.
WILL SERVE - STAY DRY ROOFING
It was agreed that Mr. Grumer would report to the Board on the matter
of the easement requested by Mr. Hi etal a of.-Stay- Dry Roofing at the next
regul ar meeting.
Following discussion Mrs. Sutton moved that this matter be tabled and
brought back to the Board's attention by the Manager and the attorney
at any appropriate time. MOTION DIED FOR LACK OF SECOND.
Mr. Maass moved that the Board direct the Manager to send Mr. Hietala
a letter of availability for water at this time. Seconded by Mr. Kuttel .
MAJORITY AYE BY VOICE VOTE. SO ORDERED.
REPLACEMENT OF DEERFIELD WATER LINE
Interim Manager, Milt Seymour, summarized for the Board his memo
dated April 5, 1977, regarding this matter. See copy of that memo attached.
Mrs. Sutton requested that her letter of March 30th to Mr. Seymour
and her letter of March 30th to Mr. Cook regarding this matter be attached
to these minutes. —.
Lee Hammers, Ray Hansen and Dan Penner, property owners from the Deer-
field Subdivision, were present and briefly commented and inquired about
the condition of the Deerfield water line.
Mrs. Sutton asked that the record show "that my preference for the
solution of the Deerfield problem- if the Board decides to. repl ace it in
its entirety, would be for the District to apply for State money under the
Water Bond Act of 1976 which could be for a maximum amount of $1 ,500W000
in which could be included a variety of necessary projects to improve
the water system. "
Mrs. S_utton moved to table this matter to April 19th meeting for
possible action. Seconded by Mrs Huber.
ROLL CALL: Huber, aye; Sutton, aye; Maass, abstain; Kuttel , abstain; Craig,
no; MOTION FAILED.
Mr. Craig turned the chair (;over to Vice-President Maass and moved
that the District proceed to apply for Davis-Grunsky Emergency Loan funds
to begin replacing the Deerfield line as recommended by Dan Cook. MOTION
FAILED FOR LACK OF A SECOND.
Mrs. Sutton moved to table this matter until April 19th for
possible action based on recommendations from the Manager and District
Engineer. Seconded by Mrs. Huber.
ROLL CALL: Huber, aye-; Sutton, aye; Maass, aye; Kuttel , aye; Craig, no;
SO ORDERED.
ORDINANCE - FUEL CHARGE RATE
Following discussion, Mr. Maass moved that Ordinance 7702, "Estab-
lishing A Fuel Clause Adjustment," be adopted. Seconded by Mrs. Huber.
ROLL CALL: Huber, aye; Sutton, aye; Maass , aye; Kuttel , no; Craig, aye;
SO ORDERED.
Page 2, April 5, 1977
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R E C E V E D
TRUCKEE DONNER P,U.D-t March 28 , 1977
By
MEA1170 to Other Directors & Interim Manager
re: draft minutes of
Special Yleeting of March 14, 1977
Special M-eeting of March 14, lg??
Regular Meeting of March 15, 1977
Cancelled Meeting of March 14, 1977 called for 4sl0 P.M.
No corrections,
S-oecial Meeti.ng of March 14 q 1277 called for 7t 00 P.M.
The clerical deadline for corrections to this draft was Noon,
Wednesday, March 23. It had already passed before I was in the
office to obtain any accumulated materials in my "pick-up file ,"
I have not reviewed the tares of this meeting, but I request three
I -
corrections to be incorporated in the Minutes as drafted at the
time of approval by the-Board:
Page 2 of Draft
ORDINANCE - CONNECTION & FACILITIES FEES
ERROR: in the first sentence under this item. When the
100� Chpirman of the meeting steps down to make a motion,
the Minutes should so indicate .
CORRECT so that the sentence reads:
"Following discussion, Yjr. Craig 1)OjipflXXXX turned
the Chair over to Vice-President Maass in order to
move the adoption of Ordinance 7701o 'Connection
and Facilities Fees' XYWO-00,111
II "WILL SERVE" LETT.14a*RS
T
REQUEST FOR CHAPIJGE IN WORDING: The first two sentences
are very awkward. Also, the time was omitted.
CORRECT so that the two sentences are combined to read
as follows:
"Mr. Craig left the meeting at XXXXIXM#,' pproxima�t
10 o' clock, and Vice-President Maass conducted the
remainder of the meeting 01XXXX/,t`ZO4"
I�-!EMo to tither Directors & Intr. Wlgr.
March 28 , 1077
re: draft minutes of Miarch 14 & March 15, 1977
page 2
Special Meeting of March 1 continued
Page 2 of Dre.ft, continued
III "WILL SERVE" continued
ERRCRs in second paragraph under this item, The
arrangement for the Martinez apartment develop-
ment on Lots 5 & 6 in Unit 2 of Sierra Meadows
was that each lot be s-erved by a 2" service ,
so the "project" will be served by two 2" water
services ,
CORRECT last sentence in this paragraph so it reads:
"The Manager indicated that both he and the
District Engineer had reviewed the project and
recommended that the District serve the project
with X two 2" water services , one to each lot."
Regular Mee tiny of M-A rch 15, 1977
I have reviewed the taxes of this meeting, and I request two
corrections to the minutes as drafted be incorporated into the
Minutes at the time of approval by the Board:
Page 3 of the Draft
At DISTRICT COUNSEL YISCLLLANECUS
REQUEST FOR REWORDING in the fourth paragraph under
this item so that the V-inutes indicate for the
record which attorneys will be invited to partici-
pate in this Executive Session.
CHANGE the fourth paragraph so that it re ads:
"It was agreed that an Executive :session should
be scheduled with V r. McDonough and X# other
attorneys involved in the Hatch vs . TDPUD case
ffirector
ecificall Tom Archer-,, who re resents Sutton, and Terry oach, w o represents
Directors Huber and Ruttel.
v
IVIEMG to tither Directors & Intr. Mgr,
March 28 , 1977
re s draft minutes of March 14 & March 15 , 197?
pap'e 3
Regular Meeting of March 15, continued
Paae 3 of Draft , continued
Be BILLS FOR BGARD APPROVAL, ETC*
0MISSIONs Toward the end of the discussion under this
item, I requested a personnel session to
be scheduled in conjunction with the Executive
session with the attorneys in the Match case ,
and i t was generally agreed upon, and should
so show in the Minutes .
ADD a new paragraph at the end of this item wrilch
reads s
"Director Sutton rea uested a closed session
to discuss personnel ratters as a second
item of business after the Executive Session
with the attorneys in the Hatch case . There
.J
was agreement that this personnel session
should be arranged for that Special Meeting,"
I request the 3 corrections to the drafted minutes of the March 14
evening meeting, and the 2 corrections to the March is regular
meeting drafted rinutes , for the accuracy and clarity of the record
of the proceedings .
M
fully sub tted,
TON
TDPUD Director
copy to
Steve Grumer
ORDINANCE NO. 77 02.
of
TRUCKEE-DONNER PUBLIC UTILITY DISTRICT
,,w%- ESTABLISHING A FUEL CLAUSE ADJUSTMENT
BE IT ENACTED by the Board of Directors of the
Truckee-Donner Public Utility District as follows :
The monthly charges for service otherwise app-
licable under each of the District ' s rate schedules shall
be increased or decreased in accordance with increases or
decreases in the amount charged by the District' s wholesale
supplier of power and energy due to such supplier' s cost
of fuel .
The adjustment amount shall apply to all
kilowatt-hours used during the billing period and shall
consist of the sum of (1) an amount equal to the fuel
cost adjustment of the supplier estimated by the District
for the billing period, and (2) an amount equal to previous
under-recovered or over-recovered fuel costs .
1. The District ' s Fuel Clause Adjustment
Factor for the billing period shall be
computed as _follows -
The supplier' s estimated fuel clause
adjustment per kWh for the District ' s
'""' billing period shall be divided by the
ratio of the District ' s estimated
kilowatt-hour sales to the estimated
kilowatt-hours purchased for the billing
period and rounded to the nearest
($0 .00001) .
2. The amount of under-recovered or over-
recovered fuel costs for the billing
period shall be determined and applied
as follows -
The actual fuel adjustment costs
charged by the supplier for the
billing period will be subtracted
from the fuel adjustment costs billed
by the District during the billing period.
The resulting balance shall be charged
or credited to a special subaccount
under Account 186 , Miscellaneous Deferred
Debits, and the offsetting entry made to
Account 557, Other Supply Expenses.
The balance in the subaccount (Account
186) at the end of the billing period
shall be divided by the District ' s estimated
applicable kilowatt hour sales for the
billing period .following the current
billing period and rounded to the nearest
($0 . 00001) .
Law Offices of
Steven E. Grumer
Page 1
w
3. The Adjustment per kilowatt-hour shall be
reviewed every billing period and become
effective on the first day of the billing
period. It shall consist of the District ' s
estimated Fuel Clause Adjustment Factor
for the current billing period as determined
in paragraph 1 plus the adjustment for
under-recovered or over-recovered .fuel
costs from the preceding billing period
as determined by paragraph 2 .
This Ordinance shall become effective on the
lst day of the month after the lapse of thirty (30) days
from the date of adoption. The Clerk of the District shall
immediately cause a copy of this Ordinance to be published
once in the local newspaper and copies shall be posted in
at least three (3) public places within the District.
Passed and adopted by the Board of Directors
of the TRUCKEE-DONNER PUBLIC UTILITY DISTRICT at a regular
meeting thereof duly called and held in the District on the
�_ day of A oc : 1 1977 , by the following roll
call vote:
AYES: e
,,.. NOES:
ABSENT:
TRUCKEE-DONNER PUBLIC UTILITY
DISTRICT
A ZEST: By-
OHN CRA iG
'= res i dent-
Clerk Thereo -
Page 2
Law Off ices of
Steven E. Grumer
TRUCKEE--DONNER PUEJ �LiTY DISTRICT
STATEMENT OF REVENUES AND EXPENSES
For the month of and ,1�,�•� months ended I` .r�, r.1 '�'I�•
CURRENT MONTH 'YEAR TO DATE
ELECTRIC WATER TOTAL
p
BUDGET ACTUAL BUDGET ACTUAL ACTUAL BUDGET 'ACTUAL
Customer AccOuntiExpenses
Meter Reading
LL
Records and Collection
Unc•l l a ct i b 1 e Accounts
Advert i s i n Ex a ns e
3�
9 P
Total Customer Accounts Expense S 1
General and Administrative Expense
Administrative Salaries ..�. `� � --- --- --
Office Supplies and Expenses
Outside Services ` — ��-- ' � +` 1-� �Qu 6S 1�a
v �
Property Insurance tom-- �� �`�
Injuries
' ri e s and
Misc. General Expense
Maintenance of General Plant
Total General and
Admi ni strati ve Expenses --
Page Five
TRUCKEE-DONNER PUP' "TILITY DISTRICT
STATEMENT OF RB _ AND EXPENSES •
For the month of and+,,_aSkL: months ended
CURRENT MONTH YEAR TO DATE
. -ELECTRIC WATER .TOTAL
BUDGET~ ACTUAL BUDGET ACTUAL ACTUAL BUDGET ACTUAL
Operating Expenses
Purchased Power
St ion Ex a ns e
P __..
k.QIR L4q 5 0 tc.; *IQ Ln I 4q:2
Distribution Expense ...
Street Lighting
. 1 1 0
Meter .Expenses o
Right of Way - Rents .� - ---
Misc. Distribution Expense _ `'� �..1.5,.k
SG 1 Z..L_ .jar
T Operating Expense t4 ,,�.. \.`' 01`7
Total 0
P
Maintenance Expenses
~.L.l1_L.__ ►tic d
Supervision ---- -- ---
Structures
Equipment
Station
Distribution Equipment .�
4
Line Transformers
...
LC
Street Li ghti nq and Hydrants
Meters
Distribution Plant
Total Maintenance Ex eases q
p
Pace Four
TRUCKEE-DONNER PUBL11., ILITY DISTRICT
STATEMENT OF REVENUES AND EXPENSES
For the month of and months ended
CURRENT MONTH YEAR TO DATE
r
ELECTRIC WATER TOTAL
BUDGET ' ACTUAL BUDGET^ ACTUAL ACTUAL BUDGET ACTUAL
Revenue
61q59 13 5 E�`7
Residential Sales ---r
Commercial Sales
Public Street Lighting
55 1-
3 1
Sales to Public Authorities
Fuel Charge
�.tLA
L4 ,C�2�1 1�,3 t V75 i *a&1 31 olon.1q
Miscellaneous Rents ---
3174
Othe r Revenues
Fees for Changing and Connecting
5jQ0,58 -Mal C4 z 3
Interdepartmental Sales .. 00
- � - 1� 3,
Gross Revenues Ago
Allowances �0.55
Donated Revenues
Net Revenues lot�2a,5
Pacp Three
TRUCKEE-DONNER PUbLIG tTILITY DISTRICT
STATEMENT OF REVENUES AND EXPENSES
For the month of and -� months ended tk-g�=Jw -JC
_' �,
CURRENT MONTH YEAR TO DATE
-ELECTRIC WATER OTAL
+ BUDGET ACTUAL BUDGET ACTUAL ACTUAL BUDGET ACTUAL
Net Revenues
Operating Expenses eo' 1 ' 1 .�
Maintenance Expenses ol A
Customer Accounts Expenses 1 Q ! 6 l �-6 , ICE
General and Administrative Expenses 1 '�1 '�`�'� �*
i �
Dep re ci ati on `�..,. 1.1.�. �►.,
_ ,� ,
Interest Expense �..� ..5.�... �o Q
Overhead Pool cb-;n I LLD Q;21 1
Total Operating Expenses a \S;L 110
Total Operating Margins
Other Income and Expenses
Net Mar ins � � � .___ ���.
9 ___. �.�
Net Revenues CQQPsa� Cal aO
Total Operating Expenses t'�
a,� a
Total Additions to Plant Accounts -=k 60�,),., .�,SB-3`B-S
Construction Work in Progress
Net Budget Operation �'� `7F �6� �� Q �)
Pa qe Two
TRUCKEE-DONNER PU"' " UTILITY DISTRICT
BALANC. ,XT
ASSETS 197G MARGINS AND LIABILITIES 197
• Utility plant, at cost: Margi ns:
Plant in service Operating margins
Electric t" ,t�'Z Other equities
Waterer Year to date margi ns
General 1 `
Less accumulated depreciation 1,( .0:�140 P S Long--term debt:
Net plant in service REA bonds payable FSST 5 5Q.,
Construction in progress t�, '�^ Note payable to Sierra Pacific
Power Company tot Q_5—
Plant acquisition adjustments DR ::�"
Assessments
Net Utility plant (,�.OgO,CoG►
Other
Non-utility property
Restricted funds \
Current Liabilities:
Current assets
Accounts payable
Cash179 a
Consumer deposits 1 8,Q1
Notes Receivable 00
Accrued liabilities
Accounts receivable
Accounts receivable - other _';7.,leg.' Total Current Liabilities
Materials and supplies cx�)
Other current assets � Customer advances for construction
Total Current Assets
Page One
.� r
TRUCKEE-DONNER PUBLIC UTILITY DISTRICT
STATEMENT OF REVENUES AND EXPENSES
` For the month of and months ended
CURRENT MONTH YEAR TO DATE
ELECTRIC WATER TOTAL
BUDGET ACTUAL BUDGET ACTUAL ACTUAL BUDGET ACTUAL
Other Income and Expense
Taxes --- ".�"' ~-- ---
Contract Work '"' "" -- -- '" Q1.
Non-utility Operations QQ) (M�
Interest Income (a.(a.m.an)an) VAUMMM" C� ,y
DepreciationLILL
Total Other Income and
Expense
Page Six
APPLICATION FOR USE OF SCHOOL FACILITIES, BUILDINGS, OR GROUNDS
(please complete in triplicate)
1, Application on behalf of Truckee-Donner P.U.D. an association having
(Name of organization or group)
50 - 200 members, for use of TTUSD Board Room
(state number) (specify portion of building or grounds)
School.
,,• (Name of school)
2. Purpose of use PUBLIC MEETING - TDPUD BOARD MEETING
Describe fully, stating if there will be dancing)-
3. (a) For single meetings:
On uesda the 5th — day of April Hours 7:30PM to ?
ay of week) (date) (month)
(b) or series meetings:
Days
(for "Blanket" application state days of regular meetings)
Beginning Ending Hours to
(date of 1st of series) (date of last of series)
/4- ermission to bring into building or onto grounds NONE ,
(equipment or apparatus)
5. Admission charge of .00 for adults, and ,00 for children to be made, or
funds solicited.
The proceeds to be devoted to* NONE
r-� 6. The undersigned, who is to be in charge of tha exercises, is 21 years of age or
over. He agrees that he will be responsible to the Governing Board of the School
District for the use and care of the school property. He further agrees that the
character of entertairiment will conform with that stated in the application,
and that he will make the required report on the use of the building. He understands
that the custodian or principal cannot permit the use of the building except
upon presentation of the approved copy of the application granted by the Superin-
tendent of Schools.
The undersigned hereby agrees that this application is made subject to the rules
of the Governing Board of the School District and agrees for himself and,_�ll others
for whom this application is made that the same are accepted and will be, observed.'
I
Rental Charge (if any) will be made in
accordance with the schedule printed _ -� �' 44
in "Rules and Regulations for Use of Signature of Responsib e P rson
School Facilities or Plant". A. MILTON S MOUR, Interim Mgr.Rental Charge P.O. Box 309, Truckee, California 95734
Mailing Address of REsponsible Person
I
Principal
Date ' U21 f 77
A-121 (5-75) Superintendent
RESOLUTION OF THE BOARD OF DIRECTORS OF THE TRUCKEE-
DONNER PUBLIC UTILITY DISTRICT ENDORSING THE WATER
CONSERVATION PROGRAM AS PROPOSED BY TRUCKEE SANITARY
DISTRICT
WHEREAS, the Board of Directors of the Truckee Sanitary
District has embarked upon a water conservation program for the
purpose of -reducing sewage flow in the collection lines , and
WHEREAS, drought conditions are a matter of grave concern
to the Truckee Sanitary District, its Directors , residents of the
histrict and the Board of Directors of the Truckee-Donner Public
Utility District , and
WHEREAS, it appears to the satisfaction of the Board of
Directors of the Truckee-Donner PUD that the program is well con-
ceived and that benefits to be achieved directly affect the con-
stituents of the Truckee-Donner Public Utility District .
NOW THEREFORE BE. IT RESOLVED that the Board of Directors does
hereby endorse the Water Conservation Program of the Truckee Sanitary
District.
BE IT FURTHER RESOLVED that the Board of Directors does hereby
pledge their support and statistical . data that may be available "Within
the District premises .
Passed and Adopted at a Special Meeting of the Board of Directors ;
of the Truckee Donner Public Utility District duly called and held at
its regular meeting location on the day of ,19779
by the following roll call vote :
AYES :
NOES :
e
ABSENT:
TRUCKEE-DONNE R UTILITY DISTRICT
By
Chairman of the Boar
ATTEST:
Clerk of the Boar
(SEAL) ,
w
- TRUCKEE-DONNER PUBLIC UTILITY DISTRICT
POST OFFICE BOX 309
- TRUCKEE, CALIFORNIA 95734
TELEPHONE 587-3896
MEMORANDUM
TO: Board of Directors
_low,- FROM: Milt Seymour
SUBJECT: Deerfield Line Analysis
DATE: April 5, 1977
General Background
The 6" water main along Deerfield Drive leaks profusely. According
to Director Sutton, the Deerfield line leaks first appeared on the Boards'
agenda at the January 18, 1977, meeting. This is presumably true,
however, District employees state that the leak problems have existed
for at least nine years. Further, the Water Master Plan and study by
Walters , Ball et al . in 1968 indicated that the water from Donner Creek
#1 Well was corrosive and that pipeline carrying corrosive water should
have a protective coating.
Last year, (1976) Donner Creek #2 was refurbished, test pumped and
analyzed *wi th the following conclusions:
1 . The Well has* a sustained capacity of 750 GPM and a cyclic
capacity of 1000 GPM.
2. Checmical analysis revealed that the quality was excellent
and no mention was made of any corrosive qualities.
At present, Donner Creek #2 is not being used. It is turned on
manually on a periodic basis but all the water in the Deerfield line comes
from the Northside Well .
Leak Power Costs
If we assume that two acknowledged experts (Dan Cook and Karl Kuttel )
are reasonably correct, the loss from leakage in the line is between
180 and 280 GPM. We can also measure the water flow by installing a
flow meter at a cost of from $500 to $1000 plus several weeks delay
in obtaining the meter, installation and data collection.
Since, Donner Creek #2 is not normally operating this water comes
from the Northside Well . Pumping records show it is lifted approximately
220 feet to the Donner Trails Tank from which it flows to the Deerfield
line.
If we take a conservative point of view and assume that the leakage
is 200 GPM, standard engineering reference tables show that 11 kilowatts
of power are required to pump this amount of water from the Northside
Well .
Memorandum to the Board of Directors
Re: Deerfield Drive Line Analysis
April 5, 1977
Page 2
10---
The direct cost of pumping this water is $2700.00 per year.
If we assume the worst (280 GPM loss) the cost is $3780.00 per
year.
In addition, there are other costs such as reducing the life of
the Northsi de Well Pump by about 10% or about $200.00 per year.
Leak Repair Costs
Although District records are at best sketchy as to money expended
on Deerfield leak repair in the past, interviews with District
employees indicate that 3 to 5 leaks have been repaired each year
for the past five years at an annual cost ranging from $1200 to
$2500. Pumping costs for leakage have been in the range from $400
to $2400 per year. At today's costs a single leak repair costs from
$400 to .$700 to repair.
- POSSIBLE DISTRICT ACTIONS
By this report, I am formally notifying the Board of Directors
that a leak problem exists regarding the Deerfield line and what
the leakage is costing the District.
Possible actions by the District are:
1 . Repair the leaks
2. Replace the line
3. Replace only certain sections and repair others
4. Do nothing
Leak Repair
Repairing the existing leaks and those that may break out during
the current year will cost between $3000 and $6000. Based on past
history, this will not entirely eliminate the problem since new leaks
are probably going to appear as fast as old ones are repaired.
Line Replacement
Dan Cook has estimated that replacing the line will cost about
$170,000.00. This includes looping the line to tie into the 18"
line under Donner Pass Road.
Memorandum to the Board of Directors
Re: Deerfield Drive Line Analysis
April 5, 1977
Page 3
Funds for this can.-probably be obtained from several sources.
1 . Davi s-Grunsky Act loan with interest rate of 2 1/2% per annum.
2. Sale of surplus property
3. Lease of surplus property
4. Bank loan with an interest rate of about 8% per annum
5. Proposition 3 funds at an interest rate of 5.85% per annum.
6. Various types of Bonds at interest rates of 6% to 7% per annum.
Partial Repl acement
It is possible to replace only those portions of the line where
leaks are most prevalent. Such action will alleviate the immediate
problem but provides no guarantee that the remaining portions of
the original line will not develop a serious leak problem. Further,
the portions that need to be replaced now include the most difficult
and therefore the most expensive to replace. The cost for partial
replacement probably will be in excess of $100,000.00.
Do Nothing
Taking no action wi11 result only in a worsening of the present
leaks and a -continually increasing loss of dollars for pumping costs.
Further, it may well expose the District and Directors to legal
actions based on gross ne 1 i gence. Cost of this option can be expected
to increase to more than 5000 per year in the next one to two years.
Manager's Recommendations
Considered by itself as a separate issue, the most obvious solu-
tion to the Deerfield Water line problem is to replace the line using
a Davi s-Grunsky 2 1/2% ten year loan.
Perhaps the second most expedient solution is to replace the
line using bank financing initially and then repay the loan through
real estate sales or leasing or from water revenues.
Considered in juxtaposition with another desired project (A new
12" line from Reynolds Way to downtown Truckee or possibly to the
North Side Well ) , I would recommend waiting a year on the Deerfield line
if the District could and would take advantage of Pacific Telephone's
offer to share expenses on trenching, back filling etc. for the new
7 , r
7
Memorandum to the Board of Directors -
Re: Deerfield Drive Line Analysis
April 5, 1977
Page 4
North-South inter-tie.
Financing for the joint Pacific Telephone - PUD project might
be such that only EDA money, a bank loan or Real Estate money can
be used. If this is the case then I would still recommend applying
for Davi s-Grunsky loan funds for the Deerfield line replacement. The
primary reason being that pumping cost savings alone will go a long
way toward paying the interest cost of the loan.
Milt Seymour
a
MS:jr
cc: Dan Cook
Steven Grumer
s
i J
TRUCKEE-DONNER PUBLIC UTILITY DISTRICT
POST OFFICE BOX 309
TRUCKEE, CALIFORNIA 95734
TELEPHONE 587-3896
MEMORANDUM
TO: Board of Directors
FROM: Mi l ton Seymour
SUBJECT: Agenda Items , Regular Meeting of April 5, 1977
DATE: March 31 , 1977
Discussion With Sierra Pacific Power Company Representatives
At our regular meeting of April 5th our Sierra Pacific Power Company
guests will include the President, Executive Vice-President, Rate
Manager and local Manager. This is an opportunity for Board members to
ask specific questions regarding (1 ) the rates charged to the TDPUD,
(2) Fuel Charge, (3) what Sierra Pacific Power Company expects in the
way of rate changes in the future, (4) Sierra Paci fi c'.s views on
wheeling power purchased from the Bureau of. Reclamation or PG&E and
(5) when we can expect the refund.
The Directors should be aware that for the past several months
Sierra Pacific has been charging the District 1 .284� per kilowatt hour
as a fuel charge while at the same time nearby retail customers ,are
being charged 1 .084t per kilowatt hour.
Directors -should--also be aware that-the Federal Power Commission
in the future will be looking more closely at wholesale ,-rates and
comparing them with retail rates in adjacent areas and may even invite
or involve the California Public Utilities Commission in their rate
making decisions. A copy of a very recent order relating to this is
attached.
OLD BUSINESS
Airport Request for Waiver of Demand Charge: The TruckeeTahoe
Airport District is presently served electricity through several meters.
One of these services supplies the Airport Well house and pump. On three
occasions in the past year the Ai rport�..opened their fire hydrants
and energized the Airport Well pump. The cost to do this in
demand charges exceeds $400. The Airport's request is to waive the
demand charge because their sole purpose for starting the pump is to test
their fire lines and to exercise the pump and well .
I recommend that the waiver be granted provided that the PUD Manager
sets the time and duration for operating the Airport Well pump and that
this time be picked when the extra demand will not cause the District
any extra demand charge from Sierra Pacific.
1
MEMORANDUM to the Board of Directors
Re: April 5, 1977 Meeting
March 31 , 1977
Page 2 -
In considering the Airport's request-I have also considered the
desirability and feasibility of consolidating the Airport District's
various services into one or two. If this were done it would reduce
our billing expenses and might very well allow the Airport to operate
their pump without any monetary penalty. I have suggested to the
Airport Manager that he consult an engineering firm to look into
the desirability and possibility of combining their various services.
Will- Serve - Ponderosa Palisades Condominiums, Harry Gari an: This
project started out some months back to be a fairly large condominium
development involving an ultimate 144 units. It is located on
Palisades Drive immediately behind the prpposed Timber Line Shopping
Center. Mr. Gari an informs me that they -have now considerably reduced
the scope of the project to a 5.95 acre parcel that will have an
ultimate of 60 condominium units. The balance of the development
may well never happen or- will be sometime in the future. The estimated
peak water consumption for- the proposed development i s� 50 GPM which-
is currently avai l abl e-_i n this area. - However, this and other projects
will exceed .our supply capability unless new sources are developed in
this area. I have indicated this to Mr. Gari an and recommend that the
Board i ssue a wi l l serve 1 etter .provi ded tha t the devel oper i s wi 11 i ng to
contribute to the development of- additional sources in the area.
Specifically, I am thinking of-completion--of-Southsi de Well #2. --1 -believe that other developments planned for the area should also be
required to contribute.
Will Serve - 80 Acre Project Southlof Ponderosa Palisades South ,
Albert Day and Butch Beavers: This project has its roots as far back as
1959 at which time the ori.gi nal will serve letter was issued for Ponderosa
Palisades South. According to correspondence from Mr. Beavers the
Board at that time agreed to serve 120 acres. Ponderosa Palisades
was part of that 120 acres and was eventually served through a supply
contract. According to Mr. Beavers they spent an additional $35,000
in Ponderosa Palisades South to provide pipes of sufficient size
and extra valves to prepare for serving the additional 80 acres.
The real problems to be addressed in this application for a will
serve letter are (1 ) the available supply of water and (2) the fact
that this is out of our District and either has to be served through
a--new contract or by annexation. - Dan Cook is studying this matter and
should be reporting to the Board soon. I recommend the Board carefully
consider this will serve application before issuing a new will serve
letter.
Will Serve - Martis Woods Development: - This is a new application
for a will serve letter for a large development adjacent to the Butch
MEMORANDUM to the Board of Directors
Re: April 5, 1977 Meeting
March 31 , 1977
Page 3
Beavers 80 acre project discussed above. This also is in Placer County
outside of the District's boundaries. The developer's plans call for
electricity to be provided by Sierra Pacific underground. They would
like to have the PUD provide them the water either under contract or by
annexation. The alternatives to the Board are similar to those for the
Butch Beavers project. They are (1 ) sell the water under contract,
(2) annex the area or (3) refuse to serve or annex and thus force the
developers into providing their own water system. In my view annexation
is probably the best solution provided that the District can agree to
annex the area only for water service and not for. electric service.
Again, this development along with the Butch Beavers development should
participate in the development or acquisition of new sources. In
this case the new source might very well be the Airport Well ,
Will Serve - Stay Dry Roofing: This request concerns a 9+ acre
parcel on the West side of Highway 89 across from Prosser Lakeview
Estates. Mr. -Hi etas a plans to build a single family residence on this
parcel approximately 1000 feet from Highway 89 and adjacent to our
existing power-1_i ne—and -existing_wa-ter__l-i ne._--He ls-o r._eq_ues_ts---pe-rmissj o-n--------- --
to make a dirt road along our power line easement to give him access from
the Prosser Heights area.- I can see nothing wrong with this request
and recommend that the Board issue the will serve letter and give Mr.
Hi etal a permission- to construct the road along our easement.
Replacement of Deerfield Water Line: This subject has been much
discussed. Although patching leaks in the line is possible, past experience
indicates that repairing of leaks merely causes other weak portions of
the line to develop leaks, I recommend that the District apply for
Davis-Gruns ky funds to replace this line and that the amount applied for
be the full cost of replacement.
Ordinance - 'Fuel Charge Rate: This Ordinance is fair and equitable
and will recover for the District fuel charges incurred but not recovered
by our present rates. I -strongly recommend passage.
Resolution - Water Conservation'*. The Truckee Sanitary District's
Water Conservation Program deserves- the support of the TDPUD even if the
only benefit to be derived is the conservation of energy. Reduced
water usage because of the devices being installed by TSD saves the
District pumping costs. . Additionally, it will reduce peak water demands
and thus enable our system to serve more customers.
Job Description - Superintendent of Power and Water: After considerable
r
MEMORANDUM to the Board of Directors
Re: April 5, 1977 Meeting
March 31 , 1977 "
Page 4
thought about this position I recommend that the person hired be suf-
Awl,- fi ci ently qualified or have.the potential :to become- qualified to assume
the role of General Manager at some time in the future. This probably
means hiring a person of somewhat broader experience than might otherwise
be acceptable.
NEW BUSINESS
Possibility of District Annexing Into Placer County: The Public
Utilities Code provides the necessary procedures to annex new territory
to any District. The P1 acer' County area adjacent- to Truckee is for the
most part presently served by Sierra Pacific Power Company for electricity.
Water, however, i s .either from private wells or served by contract with
the TDPUD. I believe it would be difficult to convince the residents of
this area to accept annexation if they must take both their power and
water from the PUD. They would probably be willing to accept annexation
for water only.
MANAGER'S REPORT
Power Outages: . One power outage occurred on Sunday, March 27, caused
by the high wi---nd .----The--outage--was --cor-rec-t-ed=--by=-r-epl-ac .ng--�-1- -ne-�luse. - -----
Apparently the single phase feeder serving Prosser Lakeview Estates
momentarily shorted causing the- fuse to blow. . A secondary affect still
unexplained was the loss of power to the Prosser Heights well pump. This
situation went undetected until Wednesday, March 30, when some people
in the Prosser Heights area ran out of water. We are currently investigating
to determine why the pump controls.malfunctioned as a result of the power
''' outage.
Sierra Meadows Line Extension Problems: Continuing complex and i n-
creasingly frustrating line extension problems are developing in the
Sierra Meadows area. Our present line extension policy works well when
it is desired to serve a single customer or small group of customers
who are at the end of one- of our feeders. In a subdivision, however, this
policy causes the electrical distribution system to grow without planning
and results in extensions being added on to extensions so that it becomes
very difficult for the District to equitably divide the extension costs
and even- more- difficult for the property owners to understand their
particular charge,.' The Board- can expect a recommendation from me in the
near future on how to solve this particular problem.
Status of R.W. Beck- Proposed Line Extension Policy: Mr. William Clouter
from R.W. Beck submitted a draft of a- proposed line extension policy
which was reviewed by myself. - After some discussion with Mr. Cl outer,
it was agreed that the policy was deficient -in certain areas and did not
allow the District to recover its full costs in sufficient time. Mr. Cl outer
r
MEMORANDUM to the Board of Directors
Re: April 5, 1977 Meeting •
March 31 , 1977
Page 5
has agreed to revise the proposed policy and submit a second draft
for our review.
Vehicle Maintenance Program:- The District has initiated a program
of. regular inspection-, maintenance and record keeping on each vehicle
in its fleet. For the Dast several months at least- vehicle maintenance
has consisted solely of -fixing something when i t� breaks.
Inspection and regular lubrication- have been virtually non-existent.
Starting- now we will maintain records of routine lubrication and inspection
and establish- interval requirements- for these items - We have purchased
an air-operated grease gun and _rack for mounting drums and various vehicle
l ubri cants and fluids and are now €. wel 1 prepared to take on the
vehicle maintenance- program.
Miscellaneous: We have receiv-ed a verbal request from John
Quintana to extend our water- line on East River Street to his property
to provide water and fire protection. Mr. Quintana has offered to
install the line- at his- expense meeting all of the standards in Appendix
E of Dan Cook's Water- Analysis and to- provide the .necessary fire
hydrant.- Si nce--this-wfi-l--be---done--at--no---cos-t to-the-_Di s tri-ct-;-3=--recommend-----
that Mr. Quintana be- given- permission to construct the line provided
that he also pays the normal fees as provided by Ordi-nance_7701 .
Feeder "F" Rebuild: We have received the proposed contract documents
on the Feeder F Rebuild to serve the TTSA plant. We have reviewed
these documents- and returned them to R.W. Beck for. corrections and clarifica-
tion and have suggested to R.W. Beck that the successful contractor be
required to use surplus District- line material as much as possible. This
will have the affect of- reducing some of our surplus inventory and enable
us to recover the full value of that inventory.
MILT SEYMOUR
UNITED STATES OF AMERICA
FEDERAL POWER COMMISSION
ELECTRIC RATES:
DISCRIMINATION
Before Commissioners: Richard L. Dunham, Chairman;
Don S. Smith, John H. Holloman III,
and James G. Watt.
} r (+� #�
� � � K.� �Vr r L`
: �s
4 i::.�
(18 CFR §2. 16)
Policy Statement Concerning Electric ) t t'�. l � e 'O'D'
Rate Schedule Filings and the ) g
Requirement For Filing of Comparative ) 'Docket No. P.M76-29
Rate Information in Certain Situations )
ORDER NO. 563
i
ORDER PRESCRIBING A NEW SECTION 2. 16
OF THE COM4ISSION' S GENERAL POLICY AND INTERPRETATIONS
s AND TERMINATING RULE14AKING
(Issued March 21, 1977)
On July 29, 1976, the Commission issued a notice of---
proposed statement of policy in Docket No. R1476-29 (41 F.R.
32910) . In the notice the Commission proposed to amend
_ Part 2 of Title 18 CFR by adding a new subsection setting
- forth the procedure which will be followed by the Commission
to implement compliance with the Supreme Court decision in
F.P.C. v. ConwayCorp. , 426 U. S. 271 (1976) , off'g 510 F. 2 d
1264+ TD.-C.Cir. . 1975 .
1
Comments were invited from interested parties not later
than 30 days from the date of the notice, or August 28, 1976.
Due to requests, this date was extended to September 17, 1976.
In response to the proposed statement of policy the Commission
received comments from 20 investor-owned utilities, the
American Electric Power System and the Edison Electric
Institute. Comments were filed by the American Public Power
Association, representing local consumer-owned electric utility
s
systems, four law firms representing municipal clients , and the
National Rural Electric Cooperative Association, Pennsylvania
Rural Electric Association and Allegheny Electric Cooperative,
Inc. Comments were also received from the State of North
Carolina Utilities Commission and the Indiana Public Service
DC-C-13
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Docket No. RlM76-29 -8-
(c) Within 30 days from the date of the conference
the filing utility shall respond to the data requests
authorized by the Administrative Law Judge.
(d) Within 30 days from the filing utility's response,
the intervenors shall file their case-in-chief on
price squeeze issues , which shall include their prima
facie case, unless filed previously.
(e) The burden of proof (i. e. the risk of non-
persuasion) to rebut the allegations of price
squeeze and to justify the proposed rates are on the
utility proposing the rates under Section 205(e)
of the Federal Power Act. ,
}
(f) In proceedings where price squeeze is an
issue, the Secretary shall include the state commission,
agency or body which is responsible for regulation of
retail rates in the state affected in the service
i list maintained under 18 CFR 1. 17(c) .
(B) The amendments provided for herein shall be effective
as of the issuance of this order.
(C) The Secretary of the Commission shall cause prompt
publication of this order in the Federal Register.
By the Commission.
S E A L }
t.
} Kenneth F. Plumb,
Secretary.
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ATT O f rom Pat Sutton
,
March 30, 197?
RECAP AND EXCERPTS FROM THE MINUTES DELINEATING
THE DEERFIELD LINE AND FINANCING
Jaw-
The "Replacement of Deerfield Pipeline" first appeared as an
agenda item at the January 18 , 1977 Regular Meeting.
The Minutes of January 18 establish:
the failure of a motion made by Christensen and seconded by
Waters to expedite the paper work for the 1.9 acres across
from Safeway declaring it surplus , and "that this land be put
up for sale and applied to the Deerfield project."
Christensen voted "yes ," Waters abstained, and Anderson,
Sutton and Craig voted "no"
and, by virtue of a correction that I submitted which was allowed
to be incorporated in the final copy of these Yinutes:
"Director Craig moved that Nr. Cook, with assistance of the
manager if possible , proceed to develop a financial method
to replace the Deerfield line.. Mr. Cook indicated that he
would report back to the Board on -this matter, and there was
no second to the motion."
The next meeting where the Deerfield Line or financing was
discussed was February 15, 1977, under an agenda item called
"Capital Improvements and Methods of Financing."
The Unaprroved Minutes of February 15 indicate:
that Dan Cook _reported on ways to finance his recommended
projects , including the Deerfield water lines He recommended
the sale of surplus property to be used as matching funds
with state or federal money*
that the only Motion related to the Deerfield line was one
made by Christensen, seconded by Waters "that the Manager
start putting out the specifications for the Deerfield line
project."
approval was by unanimous voice vote (with Sutton absent)
YE :0 From Pat Sutton
re: Minute Record of Deerfield
March 30,. 19?7
page 2
At the Parch 1, 1977 Meeting, when the new Directors were
seated, there was an item on the agenda called "Discuss Financing
and Reconstruction of Deerfield Water Line with Dan Cook."
The Unapproved Minutes of Miarch 1 indicate:
that "Yr. Cook recommended to the Board that the District
file an application with Davis-Grunsky under the emergency
.procedure for the maximum amount permissible by the Act as
well as continue with the appraisal of District owned
property for possible sale ,"
that no action was taken by the Board and that the matter
was tabled to the March 15 meeting "for possible action."
At the March 15, 1977 Meeting the agenda item was "Financing,
Reconstruction and Environmental Impact of Deerfield water Line ,"
The Unar-Droved Minutes of march 15 indicate:
that "Dan Cook discussed with the Board application for a
Drought Emergency Loan under the Davis--Grunsky Act. This
matter was also tabled to another meeting."
r
Mlarch 30, 1977
Mr. Milt Seymour
Interim Mana ae r
Truckee Donner P.U.D.
Truckee , California
Dear Milt:
There was some confusion at the meeting last night regarding
prior commitments to the Deerfield Line and Davis-Grunsky funds .
In case other conclusions were drawn, I wish to state my under-
standinp� of the obligation of one Board for another' s actions:
it is my understanding that one Board obligates future Boards
through its "legal" or "properly constituted" actions for the
term of those actions . It is also my understanding that any
action, by any Board , is subject to review and reevaluation at
any time ; and, further, that some actions can'be superceded, and
that some are subject to reversal or revocation, and that some
are subject to renegotiation, depending upon the nature of the
action and the circumstances.
In the particular instance of the Deerfield line and the
possible application for a Davis-Grunsky Drought Emergency
Facilities Loan, there has been no explicit action committing
the prior or present Board to much of anything.
Attached are excerpts from the Minutes which indicate the
delineation of the Deerfield project and financing.
Although the Deerfield line was discussed at two meeting of the
previous Board (January 18 & February 15) , and at two meetings
of the present Board (Mlarch 1 and March 15) , there has been only
one motion related to it approved by either Board. That motion
was one at the February 15 meeting that "the Manager start putting
out the specifications for the Deerfield line project."
(I don' t know what this motion means or implies because it is
strangely composed and out-of-time . Ordinarily, at some point
a board would authorize the preparation of plans and specs , in
this case by the District Engineer not the Manager; and ordinarily
this engineering expense would not be authorized until financial
feasibility and method had been determined. )
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TP,UCKEE-DONNER PUBLIC UTILITY DISTRICT
POST OFFICE BOX 309
TRUCKEE, CALIFORNIA 95734
TELEPHONE 587-3896
AUDIENCE ATTENDANCE FOR THE MEETING OF L4 a 7
PLEASE PRINT YOUR NAME:
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TRUCKEE-DONNER PUBLIC UTILITY DISTRICT
POST OFFICE BOX 309
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, . April 4, 1977
N7EYORANDUM TO OTHER DIRECTORS , INTERIM Ar-ANAGER, DISTRICT COUNSEL,
ANM DISTRICT ENGIT`,EER
re: Concerns About Procedures Affecting
the Conduct of Board Business
This item of business which I placed on the agenda for Board
consideration has been continued to the April 5, 197? Regular
Board Meeting at my request.
I am calling the Board' s attention to the need to establish
policy and procedures for the conduct of Board business because
I believe that the lack Qf specific guidelines and the lack of
explicit direction affects the orderly conduct of business , the
timely flow of essential information, and the public' s right to
know.
In 32 gears on the Board, my experience is that the Board has
either functioned without any clear procedure , which results in
problems , or, in some instances , with repressive actions to
manipulate and control, which also causes problems .
Rules of procedure should be devised to protect the rights of
the public and minority members of the Board, as well as allow
the will of the majority to be determined and carried out.
lily interest is to formulate policy and procedures which will:
1) assure that there is full disclosure of information to
all parties ;
�• 2) assure that adequate consideration is given to- complex
problems so that arbitrary decisions are not made ;
3) assure that important and far-reaching decisions are made
after thorough public discussion and without an aura of
secrecy and urgency;
4) assure that there is an effort made to arrive at concensus
instead of decision-making based on power;
5) assure that records of the proceedings are fair, accurate ,
and as complete as possible ;
6) assure that continual efforts are Trade to keep the public
informed about the Board' s business and the District' s
operations ; and
7) assure that each Director, the Board' s agents , and members
of the public will be able to participate in deliberations
and contribute toward the resolution of problems .
The result, I believe , will better serve the interests of the
District and the community.
' MEMO re Board Procedure
April 4, 1977
page 2
Although I realize that some preliminary steps are being taken
at this time to help establish some procedures through By-Laws ,
I believe that the Board needs to give direction through the
consideration and adoption of policy statements .
This proposal is being submitted to you now for review. I would
hope that the proposal might generate meaningful discussion at
a future meeting when it can be allowed sufficient time for a
thorough and critical evaluation.
Res ectfully submitted,
PAT S TTON
Director
Truckee Donner P.U.D.
ATTACHMENT: the Addendum and the attached _Proposal are an integral
part of this Memorandum
Pi"ETV70 re Board Procedure
from Pat Sutton
April 4, 10/77
ADDENDUM
DEFINITIONS WHICH MAY HELP:
POLICY: 5a: a definite course or method of action selected (by
a government , institution, group, or individual)
from among alternatives and in the light of given
conditions to guide and usually determine present
and future decisions ;
b: (1) a specific decision or set of decisions designed
to carry -out such a chosen course of action; -
(2) such a specific decision or set of decisions
together with the related actions designed to
implement their!;
cs a project program consisting of desired objectives
and means to achieve them;
PROCEDURE: (d) an established way of conducting business (as of
a deliberative body)
( 1) the accepted usage of parliamentary bodies:
established arliamentary order (rules
of procedure
ALSO: a series of steps followed in a regular,
orderly, definite way
a traditional , customary, or otherwise estab-
lished or accepted way of doing things
OP3INANCE: b: a public enactment , rule of law promulgated by
government authority
(4) a local law or regulation enacted by a city
council or other similar body under powers
delegated to it by the state
RESOLUTION: (2) a formal expression of opinion, will, or intent
by an official body or assembled group
(TO ORDAIN: b: to establish by appointment , decree or law)
(TO RESOLVE: ?: a legal or official determination; especially a
legislative declaration; )
resource: to ebster' s Third New international Dictionary of the
EnElish Languaee Unabridged, 1966, Encyclopaedia
Britannica , Inc . , William Benton, Publisher
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PROPOSAL re Board Procedures
from Pat Sutton
April 4, 1977
page 2A
II CALL OF SPECIAL TvTETINGS
Problems continue to arise over the procedure for special
meetings of the Board, which is also generally established by
law. A statement of policy could resolve misunderstanding.
-PROPOSED:
IT SHALL BE THE POLICY OF THIS BOARD that Special
Meetings of the Board of Directors may be called whenever
necessary by the President of the Board, or by three Directors ,
in accordance with the policy outline under "written Notice of
Meetings ."
IT SHALL FURTHER- BE THE POLICY OF THIS BOARD that
a Special Meeting shall be called only to consider specific
business , and that the Notice of Meeting and the Agenda shall
specify that business.
III THE AGENDA
There have been occasionally recurring problems with the agenda
which could be resolved by a statement of policy.
PROPOSED:
IT SHALL BE THE POLICY OF THIS BOARD that the Notice
of a Meeting shall be accompanied by an agenda of business to be
considered, and that the responsibility for compiling the agenda
for Regular Meetings shall be shared jointly by the Manager and
the President of the Board, and for Special Meetings by the
Manager and those parties calling such meeting.
IT SHALL FURTHER BE THE POLICY OF THIS BOARD that
individual Directors and members of the public shall have the
right to request items be placed on the Agenda of a specific
meeting, either during any meeting of the Board, or in writing,
or by other arrangement with the Manager or the Board President,
provided that such ,request is made in a timely manner from the
standpoint of the Notice of the Meeting.
IT SHALL FURTHER BE THE POLICY OF THIS BOARD that the
Agenda shall be compiled so it is as definitive as possible , and
that items of business upon which action is contemplated shall
carry such designation on the Agenda.
IT SMALL FURTHER BE THE POLICY OF THIS BOARD that the
Agenda for Special Meetings shall be confined to the expressed
reasons for which such meeting has been called.
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PROPOSAL re Board Procedures
from Pat Sutton
April 4, 1977
page 4A -
V ACTION BY RESOLUTION AND ORDII`IANCE
There have been recurring instances in the distant and recent
past when the Board has taken action by Resolution or Ordinance
in a manner that is not compatible with the iml)-ortance of the
action. A statement of policy outlining procedure could help
facilitate the Board' s functions.
PROPOSED:
IT SHALL BE THE POLICY OF THIS BOARD that whenever
action is intended or required to be taken thro�igh a Resolution
or Ordinance , the Board shall by majority vote order the preparation
of such document and calendar the item for possible action at a
Regular Meeting not less than two (2) weeks hence.
IT SHALL FURTHER BE THE POLICY OF THIS BOARD that
whenever action is under consideration by use of a Resolution or
Ordinance , the agenda shall so indicate , including the descriptive
title of the document that has been ordered drawn up, and the
agenda shall further note whether it is a discussion or action
item, according to the expressed intent of the Board.
IT SHALL FURTHER BE THE POLICY OF THIS BOARD that
action to adopt any proposed Resolution or Ordinance shall be
taken only after such agenda designation, and provided that the
final form of the document to be considered has been received by
the Directors by mail or hand-delivery at least three (3) days
prior to the Regular Meeting at which action may be taken.
IT SHALL FURTHER BE THE POLICY OF THIS BOARD that
a public hearing shall be held on any proposed Ordinance at least
two weeks prior to its adoption by the Board in its final form,
and such public hearing shall be noticed on the agenda and adver-
tised in the local newspaper.
IT SHALL FURTHER BE THE POLICY OF THIS BOARD that
whenever action is required by applicable laws to be taken by i
Resolution or Ordinance , all requirements shall be abided by n
the process of implementation.
IT SHALL FURTHER BE THE POLICY OF THIS BOARD that
whenever publication of an Ordinance is required or intended, such
publication shall be caused as soon as possible after adoption.
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PROPOSAL re Board Procedures
from Pat Sutton
April 4, 197?
page bA
VII CORRESPONDENCE, REPORTS AND OTHER INFORrMIATION TO THE BOARD
Sometimes new information is made available to the Board during
or just prior to a meetina- at which action may have- been antici-
pated; it is very difficult to consider new information Dresented
during or shortly before a meeting. There also have been various
interpretations about what information is available to different
parties and when. A statement of policy could help ensure the .
accessibility and timeliness of information.
PROPOSED:
IT SHALL BE THE POLICY OF THIS BOARD that all information
regarding the District's business shall be readily available to
the Directors , the Manager, the District Counsel, the District
Engineer, other advisors , and interested members of the public.
IT SHALL FURTHER BE THE POLICY OF THIS BOARD that
communication to the Manager or to the Board . of Directors is
communication to the other, and copies of communication to either
shall be .made available to the other.
IT SHALL FURTHER BE THE POLICY OF THIS BOARD that
those individuals or firms which are retained by the Board to
provide expert advice and counsel may communicate directly with
the Board of Directors , and, at their discretion or for their
convenience , such communication may be directed to the individual
Director' s home address.
IT SHALL FURTHER BE THE POLICY OF THIS BOARD that
the Manager shall be responsible for the distribution of inform-
-- tion to all parties at the earliest possible time after preparation
or receipt through the office .
IT SHALL FURTHER BE THE POLICY OF THIS BOARD:
1) that the draft Minutes and any corrections shall be
mailed directly to the Directors , Counsel , Engineer, etc. ; and
2) that the Statement of the General Fund,- and such other
financial reports as the Board from time to time may order, shall
be mailed to the Directors at least three ( 3) days before a
Regular Meeting; and
3) that the Notice of M.,eetings and Agendas shall be mailed
at the earliest possible time before the meeting date to all
parties to the meeting; and
4) that any written materials which have accumulated regarding
District business shall be mailed to the individual Directors on
the Friday prior to a Regular Meeting,
PROPOSAL re Board Procedures
from Pat Sutton
April 4 , 1977
page 7A
VIII IN-COIF►ING CORRESPONDENCE LOG
Last summer, in an effort to resolve problems , the Board authorized
that an in-coming "correspondence log" be kept, and District Counsel
suggested a workable format. A statement of policy can give
indication of the intent of the Board so that mis unders taa
ndings do
not occur,
PROPOSED:
IT SHALL BE THE POLICY OF THIS BOARD that all information
regarding the Board' s business and the District' s operations shall
be readily available to all of the Directors and P
the Board' s agents ,
and accessible to the public except for those matters specifically
exempt by law,- and that one method of accomplishing this shall be
through the maintenance of an "in-coming correspondence log,"
P g
IT SHALL FURTHER BE THE POLICY OF THIS BOARD that
the Manager shall cause the entry of all first-class correspondence ,
reports , memoranda, etc . , received through any method of conveyance ,
including hand-delivery, from any source , - .into the "in-coming
correspondence log" on a daily basis .
IT SHALL FURTHER BE THE POLICY OF THIS BOARD that
It shall be the further responsibility of the Manager to ascertain
'r
that proper entries are made in a legible , accurate and timely
manner.
E
1
t
IT SHALL FURTHER BE THE POLICY OF THIS BOARD that
the "in-coming correspondence log" shall be readily available to
any Director or agent of the Board or member of the public during
regular office hours .
{ Ix OUT-GOING CORRESPONDENCE LOG
The Board may wish to consider the need for a similar record
to be compiled for out-going correspondence , and such log could.
be set up in the same manner as the format for the "in-coming
correspondence log."
y PROPOSAL re Board Procedures
from Pat Sutton
April 4, 1977
page 8A
x PUBLIC INFORMATION BULLETIN BOARD
Public agencies have some responsibility to keep the public informed
about the public:' s business , and it. is in the best interest of the
Board of Directors , the Manager, and the District to have an
informed public. An attitude of openness can be conveyed in all
contacts with the community, and can be reinforced through the
use of special measures .
PROPOSED:
IT SHALL BE ThE POLICY OF THIS BOARD that there be
attention directed to the availablity of public information through
the establishment of a "public information bulletin board" to be
maintained under the Manager' s direction near the entrance to the
Office .
} IT SHALL FURTHER BE THE POLICY OF THIS BOARD that
this "public information bulletin board" shall display
1) a notice of the names of the current Board of Directors ,
the Manager, and other officers of the District; and
2) a notice of the availability of information for inspection
during regular office hours , among which shall be listed
F the Minutes of Board Itleetings , the "in-coming correspondence
log," financial reports , special reports , rates and charges ,
mules and regulations , etc. ; and
3 a notice that copies of information may be requested at
a cost of 100 per page ; and
a notice that any member of the public may make a written
request to be placed on a mailing list for Notice of Meetings.
IT SHALL FURTHER BE THE POLICY OF THIS BOARD that
this ."public information bulletin board" shall be the place of
posting all official notices as may from time to time be required.
IT SHALL, FURTHER BE THE POLICY OF THIS BOARD that
the most current copy of the approved Minutes , copies of draft
Minutes not yet approved, and the last Statement of the General
Fund shall be posted thereon for easy accessibility.
r
PROPOSAL re Board Procedures
from Pat Sutton
April 4, 1977
page 9A
XI INFORMATION TO THE NEWS DTDIA
News coverage of the District' s business , operations , problems
and accomplishments will be more accurate if the District makes
some effort to supply the raw materials as the background for
news stories and analyses.
PROPOSED: .
IT SHALL BE THE POLICY OF THIS BOARD that information
regarding Board business and the District' s operations shall
always be easily and readily available to representatives of the
news media.
IT SHALL FURTHER BE THE POLICY OF THIS BOARD that
"packets" of information related to current agenda items shall be
compiled under the direction of the Manager, and mailed or
hand-delivered to representatives of those newspapers and other
media which have filed Notice of Meeting requests several days in
advance of Regular and Special Meetings , and at such other times
as the Manager, Board President , or Board deems necessary or
beneficial.
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- 3 - Sha-Neva, Inc.
The key words here are "the right to" , which does not mean that
the District will limit the flow of water being pumped from the
Sanders Site Well, but only that they could limit it, should they
so desire.
Sha-Neva, Inc. has not been given even that much protection, and
we are in the most vulnerable position.
Until such time, as the District and Dart will put in writing their
agreement to furnish us with an unlimited supply of water, (cost-free
to us) , in the event that our well is lowered to such a point that
it becomes inoperable, we will not give any consents or rights of
access to the Shane Well. '
SHA-NEVA, INC.
C. Patrick Shane, President