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HomeMy WebLinkAbout1978-10-02 Min - Board l�1 REGULAR MEETING OCTOBER 2, 1978 The Regular Meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order by President Maass in the District offices at 7:03 P.M. ROLL CALL: Directors Hatch, Huber, Kuttel , Sutton, and Maass were present. r-- EMPLOYEES PRESENT: A. Milton Seymour and Susan Craig. CONSULTANTS PRESENT: Substitute Counsel Mark Pfotenhauer was present. District Engineer Cook arrived at approximately 8:30 P.M. OTHERS PRESENT: Among those present were Ken Merriman of R. W. Beck, Susan Bos- carello, Cherryl Grow, Joe Oden, Maurice Atkinson, Theresa Studer, Don Strand, Frederick Kohler, Winston Zirjacks, Vernon Scarbrough, Kathy Montgomery, Susan Richnak, Chris Rees, Russell Poulsen, Shirley Rosamond, and, arriving at 10:55 P.M. , Marge Adkerson. APPROVAL OF MINUTES OF REGULAR MEETING OF 8/21/78, SPECIAL MEETING OF 8/21/78, SPECIAL MEETING OF 8/28/78, and ADJOURNED MEETING OF 8/29/78 A request was made that, when the Directors are copied with final minutes to which corrections are to be attached, they also be provided with a copy of such corrections. Director Sutton moved, and Director Kuttel seconded the motion, that the final copies of the minutes of the Regular Meeting of August 21 , 1978, Special Meeting of August 21 , 1978, Special Meeting of August 28, 1978, and Adjourned Meet- ing of August 29, 1978, be approved. ROLL CALL: Hatch, aye; Huber, aye; Kuttel , aye; Sutton, aye; Maass , aye. SO MOVED. ,..� REVIEW OF DRAFT MINUTES OF 9/5/78 President Maass noted that he had submitted a correction to these minutes. Director Sutton requested that direction relating to these minutes be delayed since she had several corrections she wished to note. Director Huber moved that the final copy of the minutes of September 5, 1978, be typed as corrected. THE MOTION DIED FOR LACK OF A SECOND. I Attention was drawn to a motion made concerning annexation of properties in Placer County - page 18 of the draft. The Directors' votes on this motion were not decipherable on the tape and were incomplete on the draft presented to the Board. Director Sutton advised that, if the matter of direction was delay- ed, she would be able to check her tapes for the necessary information, and also submit other corrections she felt were required. Director Sutton moved to delay the approval of the minutes of September 5, 1978, until the next Regular Meeting so that corrections could be submitted. The motion was seconded by Director Hatch. ALL AYE BY VOICE VOTE. SO MOVED. BILLS FOR BOARD APPROVAL AND STATEMENT OF GENERAL FUND Director Sutton noted she had not received a copy of the Statement. Director Huber commented, and the other Directors were in agreement, that she did not feel checks should be out and signed prior to their approval by the •-- Board. (Checks appearing on this meeting's list for approval were being signed during the course of the meeting) . There being no further comment or questions relating to the bills presented for approval , Director Kuttel moved that the bills be paid. The motion was seconded by Director Huber. ROLL CALL: Hatch, aye; Huber, aye; Kuttel , aye; Sutton, abstain - she noted the reason for her abstention as being that a copy of the Bills for Board Approval and Statement of General Fund had not been re- ceived prior to the meeting; Maass, aye. SO MOVED. FmHA CONSTRUCTION ACCOUNT The President advised that this item would be discussed later in the meeting after Mr. Cook' s arrival . I _1012178 _og, 1 � ` COMMITTEE .REPORTS Planning Department Notice Committee - Director Huber noted that a copy of a notice mailed by the Planning Department on September 22nd was not received by her until today; she further noted that it was very difficult to act upon the notices when not received in a timely manner. Director Sutton commented that several items of correspondence had been received by her after-the-fact. Committee on Tahoe Donner Water Matters - President Maass advised that this Committee had met; the mitigation agreement is still in the negotiation stage. DISCUSSION AND POSSIBLE DIRECTION RE SHIRLEY ROSAMOND'S REQUEST RESPECTING SALE OF DISTRICT LAND FOR LOW-COST SENIOR CITIZEN HOUSING DEVELOPMENTS Several members of the public were present in the audience having interest in different agenda items. The President moved first to dis- cussion of Shirley Rosamond's request. Mrs. Rosamond, representing the High Sierra Senior Citizens, spoke re- garding the lack of adequate housing for the senior citizens in the Truckee area. It was her request that the District consider selling the parcels located near the Tonini Springs on South River Street for the purpose of con- structing senior citizen housing which could be Federally funded through Housing Urban Development/Farmers Home Administration. The obligation of the TDPUD to offer first right of purchase of any sur- plus property to the Truckee Donner Recreation and Park District and whether the bidding procedure would have to be required were discussed. Director Sutton brought to the Board's attention Martin McDonough's letter of March 19, 1976, which set forth the applicable code section (Government Code 50572) regarding this matter. Director Huber requested that the record show the Senior Citizens' interest in those particular parcels, and also asked that the Board keep in mind such interest. The item will be placed on a future agenda when Mr. Bonnett's ap- praisal has been received. At Mrs. Rosamond's request, she was provided with a copy of the map upon which the surplus District parcels are shown. REVIEW AND POSSIBLE DIRECTION REGARDING TEN SURPLUS DISTRICT PARCELS Dr. Tapia noted that the District had received his letter in which he stated that a committee from the Truckee Donner Recreation and Park District staff toured the parcels of land that the TDPUD has declared as surplus. He indicated they found all parcels suitable for park development except parcel "A." Financing not being available at the present time to the TDR&PD, it was Dr. Tapia's request that the District hold the property until such time as the Park District might be able to obtain financing. Possibilities of the various parcels were discussed. He stated he felt the TDR&PD, in regards to Shirley Rosamond's request that the District consider parcels M, N, 0, & P for senior citizen housing, would consent to the Senior Citizens having priority. Parcel "P," in the Southside Springs complex, would be suitable for badly needed ballparks, and an excellent addition to the Truckee River Regional Park, Dr. Tapia stated. Director Sutton said that Mr. Cook had recently indicated that the facilities in the Southside Complex should be re-done, and she observed that if this happened, there might be some property there which could be used for a baseball diamond without detrimental effect on the water source. President Maass noted that as yet the Board has not taken any action with regards to parcel "P." Director Huber reminded the Board that parcel "C" located on Richards Drive was being considered for the building of a solar home. Parcel "B," near Soma Sierra Tank, was not included in the parcels toured by the Park District; it did not appear on their map as being sur- plus land. It was determined that parcels "J" and "C" were the two holding the most interest for the Park District. Director Sutton suggested the Board take this matter under submission. President Maass requested that this item be placed on an agenda after the 10/2/78 Pq. 2 3 �q appraisal on parcels "L, M, N, & 0" had been received from Mr. Bonnett. Director Hatch commented that he would like Director Sutton's statement concerning parcel "P" - in the event that the land could be used for recre- ational facilities , the Park District is given an opportunity - to become a matter of record. REVIEW OF RECOMMENDATION PRESENTED BY R. W. BECK REGARDING INCREASED ELECTRICAL POWER SUPPLY AND FINANCIAL ALTERNATIVES Ken Merriman, representative of R. W. Beck, appeared before the Board and stated that, in his opinion, if the District does not want to run out of capacity within a short period of time, action must be taken in the very near future to install additional substation capacity. Load growth in the Truckee area was discussed. Mr. Merriman noted the following financing alternatives: 1 . Current revenue 2. Revenue bonds 3. R. E.A. guaranteed loan 4. General obligation bonds 5. Formation of and financing through a non-profit organization Mr. Merriman suggested that the District seek legal counsel as to the liability involved in the formation of a non-profit organization. He noted the steps involved in forming a non-profit corporation - 1 . Develop a financing plan 2. Draw up the legal documents 3. Obtain letters of determination 4. Prepare an official statement to sell the bonds. Problems involved with the rebuilding of Truckee Substation were discussed. .— Director Sutton suggested the Board inquire of Martin McDonough as to whether forming a non-profit organization would be beneficial to the District and, also, a clarification as to whether revenue bonds require an election. Further discussion ensued relating to the financing involved in increas- ing the electrical power supply. Director Hatch inquired of Mr. Merriman if he had prepared a cost com- parison between rebuilding the Truckee Substation and installing a new facility. Mr. Merriman stated he had misinterpreted the Board's direction, and such com- parison was not available. It was R. W. Beck Associates' recommendation that the District proceed with purchase of four single phase power transformers (60 kV to 12.5 kV) low voltage distribution feeder breakers, regulators, and, if a new facility is to be installed, primary protection equipment. The second step would be to authorize the preparation of the design of the facility - prepare plans and specifications - advertise, perhaps early in the Spring so that the con- tractors could view the necessary preparation work. Then, when the equipment is delivered it could be installed and facilities could be completed by this time next year. Director Huber moved that the Board direct Mr. Merriman to prepare the necessary documents to go to bid on four 60 kV to 12.5 kV transformers - ap- proximately 5,000 kVA, four secondary feeder breakers, and three single phase regulators. Director Sutton seconded the motion. In answer to Director Sut- ton's question, Mr. Merriman advised that the a-proximate cost of these items is $200,000. ROLL CALL: Hatch, abstain; Huber, aye; Kuttel , aye; Sutton, aye; Maass, aye. The President noted that this matter would appear on the agenda for the November 6, 1978 meeting. Director Hatch noted, for the record, that his abstention was because the estimated cost of the project would exceed $100,000, and, according to the Public Utilities Code, an Ordinance must first be passed. I After discussion, Mr. Seymour suggested that an Ordinance be prepared for adoption at the next meeting authorizing the expenditure of an amount in excess of $100,000. I I 10/2/78 pg• 3 34 �1 Director Sutton stated she felt determinations had to be made as to what action the District is going to take with regards to this matter - upgrading, or building a new facility. Attempting to clarify matters, Mr. Merriman reviewed the study made by R. W. Beck in 1975, which covered the period through 1981 . Again, recent and future growth in the area was discussed. Mr. Merriman stated that up- grading the Truckee Su-station would enable the District to have adequate capacity for the next five to sever years. Director Huber moved that the Board direct Counsel to draw up an Ordinance directing the District to increase substation capacity in the Truckee area. The motion was seconded by Director Kuttel . ROLL CALL: Hatch, abstain; Huber, aye; Kuttel , aye; Sutton, no - she stated she didn' t understand the full implications of the motion as it related to the Ordinance; she didn' t understand what the Ordinance would be; Maass, aye. SO MOVED. For Counsel 's benefit, the President noted that the amount of substation capacity increase would be by 15,000 kilowatts, and the amount anticipated to be spent would be in excess of $100,000. An agenda item relating to whether the District should upgrade or in- stall a new facility will be scheduled for the next meeting. Also on that agenda will be further discussion respecting financing, and the Ordinance being prepared by Mr. Pfotenhauer. President Maass requested that Counsel provide copies of the proposed Ordinance several days in advance of the meeting so that the Directors had a chance for thorough review. The Board requested that Mr. Merriman prepare a short report which would include his recommendations re rebuilding or a new installation; costs of each alternative and overall value to the system should be incorporated into this report. REVIEW AND POSSIBLE ACTION REGARDING 80-ACRE PARCEL OWNED BY C. S. BEAVERS The President advised that Mr. Porter, C. S. Beavers' representative, had requested the matter be put over until the November 6th meeting. ABANDONMENT OF PUBLIC UTILITY EASEMENT REQUESTED BY CRANMER ENGINEERING Keith Sauers, the representative of Cranmer Engineering explained that, in Tahoe Donner, Unit 1 , a house had been built which extended over the prop- erty line onto an adjacent lot. In order to begin abandonment procedures for the public uitlity easement along the old line, the County of Nevada is re- quiring that Cranmer obtain approval from affected agencies. It was his re- quest that the District approve the boundary line adjustment for Lots 105 and 106. The Manager and Engineer recommended such approval . After discussion, Director Hatch moved that the Board authorize the Manager to write to the County of Nevada showing that the District has no problem with the proposed lot line adjustment for Lots 105 and 106 of the Tahoe Donner Subdivision, Unit #1 . The motion was seconded by Director Kuttel . ROLL CALL: Hatch, aye; Huber, aye; Kuttel , aye; Sutton, aye; Maass, aye. SO MOVED. RECOMMENDATIONS REGARDING DEVELOPMENTS - BEACON HILL - TAHOE MEADOWS Mr. Zirjacks, representative of Vail and Associates, indicated his interest in these two proposed developments. The President moved to this item upon his request. District Engineer Cook noted that he did not have a written report on Beacon Hill or Tahoe Meadows at the time of the meeting; he requested the matter be postponed. The Planning Department notices on these two developments were dis- cussed; it was noted that comment to the Advisory Review Committee was requested prior to October 5, 1978. Director Sutton moved, and Director Huber seconded the motion, that the District notify the Advisory Review Committee of Nevada County, tomorrow, that the District has not had sufficient time to review the information re- garding Beacon Hill Subdivision. The District further requests that the matter be delayed until the next scheduled Advisory Review Committee regular meeting. ROLL CALL: Hatch, aye; Huber, aye; Kuttel , aye; Sutton, aye; Maass, aye. SO MOVED. 10/2/78 pg. 4 t Director Sutton moved that the same comment be made to the Advisory Review Committee regarding Tahoe Meadows. The motion was seconded by Director Kuttel . ROLL CALL: Hatch, aye; Huber, aye; Kuttel , aye; Sutton, aye; Maass, aye. SO MOVED. Regarding Beacon Hill Subdivision, Director Sutton requested that the Manager provide information at the time of the review respecting the manner in which the electric line extension will be made. RECOMMENDATIONS RELATING TO HILLTOP PROPERTY r-- Mr. Kohler, appearing on the matter of Hilltop Property, suggested that, relating to points relative to right-of-ways and utility and pipe lines, for which drawings had been previously delivered to the District, a resolution be drawn up granting permission for installation, and that the easements then be determined on an as-built basis. It was Director Sutton's understanding, she stated, that the Manager, Engineer, and Counsel were to perform an in-depth review and report back to the Board with pertinent information at this meet- ing. Such data had not yet been received by the Directors. The Chair tabled this item. Director Sutton requested a written report from Manager, Engineer and Counsel to be received by the Board the Friday be- fore the next meeting. By consensus, the Board agreed that, unless the Board has something tangible in hand by the collective efforts of Manager, Engineer, and Counsel by the day the agenda is made, the item will not be placed on that agenda. Director Sutton again requested that the Board be given copies of the agreement with the Herzogs made in 1958, which she felt was necessary for review relating to this matter. Mr. Seymour suggested Mr. Kohler approach the Board with very specific requirements for review and decision. Mr. Kohler noted he was requesting the easements be solidified in accordance with the drawing he had presented plus access to the District to the neighboring property upon which springs are ,.� located. Basically, that the easements be laid out where they are and solid- ified down to what is existing and what will be done with the undergrounding. Mr. Kohler will present a written request to the Manager, Engineer, and Counsel . Mr. Seymour stated that some of the problems involved could be re- solved by the staff - others were of a political nature and decisions relat- ing to them should be made by the Board. MANAGER'S REPORT General Status of District Outages Mr. Seymour reported that there have been no serious outages since the last report. Twice, Hood Construction Co. broke water lines during their Phase II activities. Water Consumption - Mr. Seymour did not report verbally on this matter; how- ever, a copy of his written report has been attached for review. Report re whether or not cost replacement for Northside Well and repair of If motor for standby can be charged to Tahoe Donner Trust Fund This item was not reported upon by the Manager. Please see the attached j written report. Report regarding White Pine County's proposal for electric generating plant Mr. Seymour advised that he had made contact with Tom Bath of the Steer- ing Committee on this project and learned that capacity is still available. He stated he believed the next step would be discussion with Sierra Pacific Power Company regarding wheeling. Contingent upon an affirmative response from Sierra Pacific respecting wheeling, a trip should be made to White Pine f County by the Manager and one or two Board members to talk to Mr. Bath and other officials of White Pine County as to some of the more important details of any commitment the District may make. i Report respecting Meadow Park sewer assessments The Manager informed the Board that the local newspaper recently carried a list of delinquent real estate tax accounts which included the Truckee Donner 10/2/78 pg• 5 0 9 Public Utility District. An investigation of the parcel number showed that the delinquent parcel was the Meadow Park property which is presently leased to the Truckee Donner Recreation and Park District. For several years the PUD has been paying the sewer assessment on this parcel . When the fact was discovered, the District billed the Park District for back assessments in the approximate amount of $5,000 and arranged with the County of Nevada to have future assessment bills mailed to the TDPUD in care of the Park District. It was verbally understood that the TDR&PD would pay assessments in the future, and would, over a period of time, repay back assessments. Mr. Seymour fur- ther noted that there is also the matter of an unpaid bill for the Truckee River Regional Park which the Park District has disputed. The President put -IN this matter over to the meeting of October 16, 1978. Report concerning contact with Tahoe Truckee Airport District - Airport Well acquisition and funding Mr. Seymour reported that he had attended the Airport District Board Meeting held on September 21st, at which time the renewal of Dart's first right of refusal option was discussed. Dart Industries had written to the Airport District Board requesting a three year extension of their option. The Airport Board did not take action at the meeting, but deferred Dart's request until the next meeting, October 19, 1978. He further noted that some members of the Board were inclined to accept - other members were against renewing the option, feeling that it might delay the use of the Airport Well to pro- vide water for the Airport District and the community. Mr. Seymour informed the Airport District Board that the TDPUD was interested in reopening nego- tiations to purchase the Well in order to provide for the necessary expansion of District owned water sources. REVIEW OF QUOTATION AND POSSIBLE DIRECTION REGARDING AGREEMENT WITH DART INDUSTRIES FOR POWER LINE EXTENSION UNDER RULE 15 TO SERVE SANDERS NO. I WELL The Board not having received the requested quotation, the matter was put over until the next meeting by the President. RESOLUTION ESTABLISHING DISTRICT POLICY REGARDING PAYMENT OF EXPENSES FOR AUTHORIZED DISTRICT BUSINESS President Maass noted that the Manager and Director Hatch had met con- cerning the provisions of this proposed resolution. Mr. Seymour advised that the rate of $50 per day per diem, item #3, had been decided upon. Also, the provision that any money received and not used as provided for in the reso- lution should be promptly returned to the District was added. The omission of lodging in item #3 was noted. That provision should read, ". . .$50.00 per day to cover lodging, meals, and tips. . ." Director Kuttel moved that the Board pass Resolution No. 7849 establish- ing District policy regarding the payment of expenses for authorized District business as corrected. The motion was seconded by Director Hatch. ROLL CALL: Hatch, aye; Huber, aye; Kuttel , aye; Sutton, aye; Maass, aye. SO MOVED. ACCEPTANCE OF PHASE I PIPELINE The President noted that this item had been put over from the last meet- ing because corner stakes had been removed from the Joseph's property and had to be replaced before Phase I was accepted by the District. District Engineer Cook advised that the surveyor is working on replacement of the stakes at the present time; they should be in place by tomorrow. It was determined that the value of the pipeline for Phase I of the Tahoe Donner Transmission Main is in excess of $100,000. Mr. Cook noted that the District requires a quitclaim deed, which was not available. He further noted that the owrk is satisfactory; as soon as the procedural steps are complied with it will be proper to accept the pipeline. The Chair directed that the matter of acceptance be put over until the next meeting. An ordinance is to be prepared by Counsel and then, after adoption, advertized as required. FARMERS HOME ADMINISTRATION LOAN/GRANT CHANGE ORDER NO. 3 FOR ROEN CONSTRUCTION Mr. Cook advised that Change Order No. 3 provides for the relocation 10/2/78 pg. 6 1 of a pressure reducing station that would protect the Ponderosa Fairway Estates and the Martis Valley Estates from high pressures that would result from the inter-connection with the Sierra Meadows tank. It would allow for increased flows throughout the Sierra Meadows subdivision while providing adequate pressure differential protection to the low lying lots in the two noted subdivisions. The cost of the relocation if $5,700. Mr. Cook explained that inclusion of this item of work would bring the District's total expendi- ture to approximately $2,000 over the amount received from FmHA. If the Dis- trict decides against contributing the $2,000 at this time, the unused portion of the FmHA grant money will have to be returned to the Farmers Home Adminis- tration. Director Sutton stated for the record that she was in favor of proceeding with this, but had concern that the District recoup the amount of money ($5,700) through fees to be levied against development that is in that general vicinity that will be one of the beneficiaries of the improved water system. Mr. Cook noted that facility fees collected from developments in the area would more than offset the $5,700. Director Hatch inquired whether the District keeps a record of each im- provement, what it cost, what the maintenance costs have been, and whether each improvement is treated as a piece of property from the standpoint of investment and amortization. The Manager indicated that such records are not kept. Director Kuttel moved that the Board approve change order #3• The motion was seconded by Director Huber. ROLL CALL: Hatch, aye; Huber, aye; Kuttel , aye; Sutton, aye; Maass, aye. SO MOVED. RESOLUTION ESTABLISHING A LEAVE OF ABSENCE POLICY FOR MANAGERIAL EMPLOYEES Mr. Pfotenhauer advised that Mr. Marron has numerous comments to make on this resolution; the District should be hearing from him within a short period. REVIEW AND POSSIBLE ACTION REGARDING REQUEST OF A. H. KOEPF TO PURCHASE TDPUD PROPERTY LOCATED BEHIND A & W - EXTENSION OF FOREST LAND The Manager noted that a title report had been received on this parcel and copied to the Board. The history of the property was discussed. Mr. Seymour was asked to have Inter County Title Company interpret the title report and then relay the information to the Board. DIRECTION REGARDING BID DOCUMENTS PERTAINING TO THE LEASE OF 1 .9 ACRES OF DISTRICT LAND The President advised that, pursuant to Resolution No. 7810, the next step in this matter would be the request to draw up the bid documents. The Board determined that reappraisal of the property was not necessary. Terms and conditions of the lease - which included the right of perpituity, mini- mum 30 - maximum 55 year lease, architectural and use control , minimum bid of $2,400 per month - were discussed. District Counsel was requested to draft a resolution for review by the Directors prior to the next meeting. Director Huber mvoed that the Board direct the attorney to draw up appropriate lease documents and call for bids on the 1 .9 acre parcel . The motion was seconded by Director Kuttel . ROLL CALL: Hatch, aye; Huber, aye; Kuttel , aye; Sutton, no; Maass, aye. SO MOVED. RECOMMENDATION AND DISPOSITION OF VAN WETTER MATTER Mr. Seymour advised the Board of the line extension policy in effect when the Van Wetter apartments were built, and of the fact that Mr. Van Wetter had agreed to pay the total cost of the extension. The amount owed was first j reduced; a more fair policy, in Mr. Seymour's judgment, was adopted by the District; others have connected to the line without payment. It was the Man- ager's recommendation that the matter be written off. Director Sutton noted that alternatives respecting collecting uncollected fees from the other parties benefiting from the line was requested of Mr. Grumer but never received to her knowledge. It was her belief, she stated, that the District should at least collect part of the fee owed by Mr. Van Wetter. After having discussed the matter with Mr. Seymour prior to the meeting, Mr. Cook noted that it was his belief that it would be as economical to drop i 10/2/78 pg• 7 the matter as to pursue it. Director Huber moved that the Van Wetter matter be written off as an old, dead note receivable. Director Kuttel stated that the District policy has been changed since the debt was incurred; this problem was handed to the Board from a previous Board - several inherited problems have been handled by the Board. Although the problem wasn' t created by the present Board, Dir- ector Kuttel felt they should take care of the matter and, therefore, seconded the motion. Director Sutton wondered if the District should request review of the matter by Legal Counsel prior to the account being written off. She stated she felt that removing it from the records as an unpaid note was not the proper way to"clean up the mess." ..., Substitute Counsel Pfotenhauer noted, upon review of Mr. Grumer's file on the matter, the statute of limitations had run. ROLL CALL: Hatch, aye; Huber, aye; Kuttel , aye; Sutton, no; Maass, aye. SO MOVED. DECISION RELATING TO THE PREPARATION OF A QUARTERLY BUDGET REPORT In view of the tremendous amount of work and time involved in preparation of the budget report, Mr. Seymour recommended the report be prepared on a quarterly basis rather than monthly. The President advised that work on a preliminary budget for 1979 should be initiated. Director Huber moved, and Director Hatch seconded the motion, that the Budget Report be done on a quarterly basis. ROLL CALL: Hatch, aye; Huber, aye; Kuttel , aye; Sutton, aye; Maass, aye. SO MOVED. DISCUSSION OF NEED TO- ESTABLISH POLICY ON NOTIFICATION TO OTHER AGENCIES OF PROJECTS IN THEIR PLANNING STAGES President Maass stated he had not received the letter written by Director Sutton concerning this matter, and which she had delivered to Mr. Seymour. Director Kuttel provided a copy for his review. Mr. Cook noted that the Truckee Sanitary District had been involved in the preliminary stages of Hood Construction's project. Plans and specifica- tions were provided to the TSD Manager for Phase I and II by Dart' s consult- ants on July 1 , 1978. Dick Stahl , employee of the TSD, attended the pre- construction meeting. Mr. Seymour reported that on Friday, September 29th, he had attended a meeting regarding anew program that is being instituted called Underground Service Alert. It's a nationwide organization which provides notification to members whenever a contractor or other utility intends to dig in the area. After initial installation (about $1 ,200) the cost to the TDPUD for this service would amount to approximately $25.00 per month. It was Mr. Seymour's recommendation that the PUD join this group for the purpose of avoiding pos- sible future litigation and inter-District squabbles. Director Sutton noted that, while this seemed a worthwhile program, she was not certain it addressed the Sanitary District's desire to be consulted in the planning stages of a project; their concern seemed to deal more with financial considerations. Mrs. Adkerson, Director on the Truckee Sanitary District Board, was present in the audience. She stated that the TSD was out considerable sums due to Phase I and II construction. Although the TSD admits to receiving a letter concerning this project, it is not to be found in their records at the present time. She further advised that Mr. Marquette, Manager of the TSD, will be writing a letter to all local agencies expressing concern respecting notification of any digging to be done in the area. The TSD Board, she stated, was of the opinion that their District should bill the contractor (Hood Construction) for the expenses incurred by the Sanitary District relating to the project. The President noted that the matter suggested by Mr. Seymour would be considered at the next Regular Meeting. Also, if the letter mentioned by Mrs. Adkerson from Mr. Marquette is received prior to the preparation of the next meeting agenda it will be included in that agenda for discussion. DISCUSSION AND POSSIBLE ACTION RESPECTING FRINGE AGREEMENT BETWEEN SIERRA PACIFIC POWER CO. AND TDPUD It was noted that correspondence dated September 12, 1978 from Sierra 10/2/78 pg. 8 Pacific Power Co. had been received by the District requesting the Board of the TDPUD to approve electric service to fringe customers with the respective service territories. In order to allow the Directors sufficient time for re- view, the matter was put over until the next Regular Meeting. MISCELLANEOUS INQUIRIES i Springs — Upon inquiry made by Director Huber, Mr. Cook advised that some work has been done towards mapping the springs. ',,.. Maintenance items - Electric Department - Dead trees with power lines running through them were noted at Donner Lake at the corner of Summit and Highway 40, and in Tahoe Donner at Bull Pine and Northwoods. Parking lot reconstruction - The possibility of having Hood Construction pave the County right-of-way between their construction and the District lot was discussed. Mr. Cook suggested the Manager contact Pacific Telephone' s inspector respecting this matter. Sawtooth Spring - Director Kuttel noted that, last Fall , there was no water between the spring and dam. At the time the dam was built, Director Kuttel had advised that it was not the proper way to develop a spring. Foggiato - Standby Charges - The Manager noted that the Board had been copied with correspondence from the Foggiatos requesting that they be exempted from all or part of the Standby Charges since their land was unusable. Mr. Fog- giato provided the District with a copy of a letter from the County respect- ing his parcel , #19-56-51 , in which the County stated the land could not be used as residential property because of potential sewer problems. If the land is ever sewered, it may be usable. After brief discussion, the Presi- dent noted that consideration of various requests for exemption or elimination of Standby Charges should be placed on the agenda for Board action under New Business after the Manager has gathered together all such requests. Miscellaneous springs - At Director Sutton's request, the District Engineer ,— will report on the miscellaneous springs referred to earlier in this meeting and how they relate to the District's interests. Auditor - Regarding the designation of an auditor for 1979, Director Sutton noted that the District should take some action towards this end within the next few weeks. The President stated that perhaps a selection could be made from the list of auditors compiled last year. The matter will be set for discussion and possible action on the next meeting agenda. Board of Supervisors Meeting - Fire Flow - Director Sutton reported that, at a recent Board of Supervisors meeting, a new County ordinance was considered on fire flow standards. She further advised that the Truckee Fire Protection District had not participated believing that the TDPUD would handle any prob- lems. Director Sutton will provide a copy of the report obtained from the County Board to the District Engineer. Mr. Cook will prepare a report on fire flow in Truckee for the next meeting. Refund to Rileys - Mr. Seymour advised that the District had received a thank- you letter from Ernie and Jewell Riley for the refund check mailed to them recently. Such refund was made because of an error in the factor used in com- puting their bill for the Sugar ' n Spice Bakers. At this point in the meeting, Director Hatch, still recuperating from recent illness , left. DISTRICT ENGINEER'S REPORT i Abandonment of Prosser Well i Mr. Cook reported that the abandonment of Prosser Well is in the Board's hands at the present time for a decision concerning the recommendations of the Special Counsel on this matter. The letter provided by Special Counsel I contained two recommendations. The recommendation that Mr. Cook favored provided for a "self help" abandonment procedure that would start with the 1 authorization of a compilation in detailed report form of the information, i materials and statements that he has submitted to the Board on previous oc- casions. He strongly recommended this alternative over the indemnification I I 10/2/78 pg- 9 v?o �1 possibility due to the singular fact that once the petroleum products have entered the groundwater aquifer, the Truckee community may be without its basic water supply for an extended period of years. The President noted that this item would be placed on the next meeting agenda under Unfinished Business for direction. Project 77-1 construction and funding Mr. C-ok advised that Jetco Construction had not completed their portion of the project by the end of September, but should finish this week. They are presently making the service connections to the new Deerfield Line. It was Mr. Cook's opinion that Jetco has let the Deerfield project slide some- what during the late summer months while working on other projects in the Lake Tahoe area. The District has incurred additional inspection costs as a result, and District Engineer recommended that the liquidated damage pro- vision of the contract be exercised commencing October 1 , 1978. Partial Payment Estimate A, for Jetco Underground Construction, in the amount of $12,555 was reviewed. Director Huber moved that the Board pay the partial payment estimate to Jetco in the amount of $12,555• The motion was seconded by Director Kuttel . ROLL CALL: Hatch, absent; Huber, aye; Kuttel , aye; Sutton, aye; Maass, aye. SO MOVED. Mr. Cook reported that Roen Construction's work is, in essence, com- pleted at this point with the noted material delays on the electrical panel and meter to be installed in Southside No. 2 pumping plant. Roen did not complete the scheduled work by September 30th; however, the delays were beyond his control and under the provisions of the contract, extensions are allowed for material delays, provided they have been properly noted. Mr. Cook did not recommend that the liquidated damage provisions of the con- tract be applied to Roen as of this date. After review of Partial Payment Estimate #4 for Roen Construction, Director Kuttel moved that the Board pay Roen the amount of $39,078. The motion was seconded by Director Huber. ROLL CALL: Hatch, absent; Huber, aye; --� Kuttel , aye; Sutton, aye; Maass, aye. SO MOVED. Quintana construction The District Engineer noted that Quintana has completed the East River Street Main Line Extension in a satisfactory manner. The work now complies with the terms, conditions and requirements of the District standards and in accordance with the main line extension. The East River Street Main Line Extension is, in Mr. Cook's opinion, ready for Board acceptance. He pro- vided a resolution for consideration by the Board. The Manager was directed to investigate the line and determine if it has been already put into use. If so, it is to be shut off until Mr. Quintana has made payment of the appropriate fee and charges. Acceptance of the line extension will be placed on the next meeting agenda under Unfinished Business. Tahoe Donner Phase II construction Hood Construction, Mr. Cook reported, is making excellent progress with the installation of the transmission main and telephone conduit. In accord- ance with the Board's resolution of approval , Cook Associates has maintained a continuous construction inspection during the course of the work. Members of the construction crew, Mr. Cook stated, are, in his opinion, among the most skilled and cooperative construction people that Cook Associates has had the good fortune to work with. Tahoe Donner - Sanders Well No. II District Engineer stated that the exploration work at Sanders Site No. II has been concluded. The test hole was drilled 630 feet and encountered base rock formation. It was his understanding that the test drilling has been terminated and, at the Sanders Site No. II , has been declared inappro- priate for a production well in accordance with the 1973 Supplemental Agree- ment. Regarding Sanders Site No. III , the exploration hole will commence this week. Within a matter of two weeks, information should be available as to in/9/7R n„_ In ,IV the probability of a production well being located at the Sanders Site No. III . Sanders No. I Mr. Cook advised that John Quintana was the low bidder on this construc- tion at a little over $60,000. Placer County Service Area annexation It was Mr. Cook's understanding that mailing to the property owners within the proposed annexation area would occur shortly. Mr. Seymour confirm- ed his belief stating that the mailing would take place soon. Parking lot repairs Work to repair and pave the District parking lot was started on Septem- ber 18th and was concluded September 29, 1978. When the contractor moved onto the site, the District maintenance personnel and Manager suggested that the area in front of the shop be included as part of the work. The bidding documents provided for a unit price on the base and paving and on a lump sum price based on a predetermined square footage of removal and subgrade preparation. Therefore, the additional work requested by the District staff was included and has been accomplished. The total completed contract price is $20,321 .46. Surface sealing will be accom; lished after road construction has been completed. The contract specifications provide that the payment for the work shall be not less than 35 days after the recording of the Notice of Completion. Application to appropriate unappropriated water from Southside Springs Mr. Cook reported that Cook Associates forwarded to Martin McDonough the information that he requested for the updated filing on the Southside Spring. Attorney McDonough has filed an amended application with the State Water Resource Control Board. r- PROPOSAL FOR OFFICE REARRANGEMENT AND NEW BOARD ROOM Mr. Cook met with the District staff to determine the inter-relationships between the various sub-departments and has assigned square footage values based on normally accepted design criteria for each activity. They have worked out a space relationship in accordance with this criteria that has not yet been discussed with the staff. It was his request that this item be continued to the next Regular Meeting in order that he have the opportunity to go over with the District staff the findings and recommendations as to space available and the inner-relationship that has been developed. BACKGROUND INFORMATION ON 2 INCH LINE SERVING SOUTHERN PACIFIC RAIL ROAD TRAILERS The District Engineer noted that he has not yet had the opportunity to research the subject matter. He requested that this item be continued until the next Regular Meeting to afford him the opportunity to prepare an appro- priate summary for the Board' s consideration. DISTRICT COUNSEL'S REPORT Underground Construction Substitute Counsel Pfotenhauer reported that a meeting with representa- tives of Underground Construction had been scheduled for the morning of October 16, 1978. Standby Charges As yet, Mr. Pfotenhauer advised, no response had been received from Assemblyman Chappie. PLANNING DEPARTMENT NOTICES It was noted that discussion of Planning Department notices was held earlier in the meeting. CORRESPONDENCE The President made note of the letter received from Ernie and Jewell Riley of Carson City regarding the refund on their overpayment. 10/2/78 pg. 11 `1 EXECUTIVE SESSION At 11?47 P.M. the President adjourned the meeting to Executive Session. RETURN TO PUBLIC SESSION The meeting was reconvened to public session at approximately 12:56 A.M. Director Huber moved that the Board direct the Manager to ascertain the difference between the American Arbitration Association and the California Mediation Service. MOTION FAILED FOR LACK OF A SECOND. EXECUTIVE SESSION The President again adjourned to Executive Session at approximately 12:57 A.M. RETURN TO PUBLIC SESSION The Vice President reconvened the meeting to public session at 12:58 A.M. The President, having stepped down from the Chair, moved that the Board direct the Manager to determine whether or not the California Mediation Ser- vice provides arbitartion services as well ; if the answer is in the affirma- tive, that the Board designate the California Mediation Service as arbitrators for the District in any personnel matter that may require arbitration. Fur- thermore, if the California Mediation Service does not provide arbitration services, that the Board then designate the American Arbitration Association as arbitrators for the District. The motion was seconded by Director Huber. ROLL CALL: Hatch, absent; Huber, aye; Sutton, aye; Maass, aye; Kuttel , aye. SO MOVED. It was noted that on the next meeting agenda the Manager' s Report shall include a full explanation of the Sugar 'n Spice Bakery and La Bellavia meter problems. ADJOURNMENT The President adjourned the meeting at 1 :00 A.M. TRUCKEE DONNER PUBLIC UTILITY DISTRICT B 0James A. Maass, President Susan M. Craig, Executive Secretary 10/2/78 Pg• 12 TRUCKEE DONNER PUBLIC UTILITY DISTRICT ~ STATEMENT OF GENERAL FUND - September 27, 1978 Bank Balance - September 13, 1978 $ 12,256.44 Truckee Electric & Water Revenue 97,972.54 Donner Lake ELectric Revenue 16,490. 18 Electric Connection Fees 99800:00 Water Connection Fees 2,800.00 Standby Revenue 45.00 Miscellaneous Billings Revenue 11,369.53 r^ Miscellaneous Revenue 2,825.89 $ 1539559.58 Approved Billings 1,025.61 Bank of America - Truck • Loan payment 474.02 Federal Tax Deposit _ 2,309.79 George Cattan - Pension Plan payment 258.75 Directors - Board Meeting Attendance 500.00 I .B.E.W. - Union dues September 1978 199.50 Refunds: Line Extensions Mario Columbo 163.63 Robert Lindsay 33.42 James Madding 60.24 Richard Racich 205.19 Sierra Builders 21.78 Kenneth Vogt 60.23 544.49 Refunds : Overcharges on Electric Bills 1972-1977, includes interest Port Woodwall , Jr. 10-076-02 9.24 Sugar & Spice Bakery 10-076-01 29437.71 2,446.95 Tahoe National Bank - Computer Loan Payment 356.44 U.S. Postmaster - Postage Permit #1 525.00 $ (8,640.55) PAYROLL 9/15/78 OT DT Standby Gross Net Ba rry Chapman 729. 17 527. 14 Connell 682.00 495.96 Craig 537.50 401.23 f Grow 874.72 647.81 Jones , N 485.76 359.06 Marsh 599.28 444.72 Lopez 55.38 73.84 138.45 1,079.91 731.64 Pomponio 565.84 423.50 Reynolds 828.96 628.52 Rose 656.48 434.93 Rully 73. 26 794.08 546.38 Seymour 1,250.00 936.31 Silva 874.72 647.81 Slattery 750.00 568. 12 Straub 36.92 92.30 941.46 656.77 Tamietti 42. 74 8. 14 767.20 622. 27 Waltrip 586.96 436.60 Bennett 520.08 410.40 171.38 118.90 230.75 14,153. 32 10,408.27 Temporary and Part-time Employees: Mannix 359.92 294.20 McQuary 95.40 84.78 Moore 200.41 174.38 655.73 553. 36 171.38 118.90 230.75 14,809.05 10 ,961.63 $(10,961.63) Bank Balance - September 27, 1978 $133,957.40 Bills for Board Approval - See Attached ( 167,979.24) Bank Balance after payment of above (34,021.84) LAIF Transfer to cover above bills - transfer to be made October 3, 1978. General fund balance in LAIF after transfer is $413,599. 11 35 ,000.00 Balance of account after LAIF transfer $ 978.16 TRUCKEE-DONNER PUBLIC UTILITY DISTRICT 11 POST OFFICE BOX 309 TRUCKEE, CALIFORNIA 95734 TELEPHONE 587-3896 AUDIENCE ATTENDANCE FOR THE MEETING OF PLEASE PRINT YOUR NAME: 2. _ 0- _ 3. 00 o J�N 4. 6. 7. o � $. ;� _ i�US 9. 10. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21 . 22. 23. BILLS FOR BOARD APPROVAL: Electric Water General Total Ace Hardware Miscellaneous hardware 19.29 84.58 19.19 123.06 Adirondack Office Desk, Bookcase 590.27 590.27 Aetna Life Insurance Life Insurance premium, 9-78 55.93 55.93 Airsignal Of Calif, Inc. Monthly service charge, 9-78, 10-78 34.00 34.00 Allied Automotive Miscellaneous vehicle parts 50.23 50.23 Alpine Business Service Office supplies 1.17 1.17 Elizabeth Bennett Balance of Computer School expenses - Boston 69.82 69.82 Bills' Upholsterers Upholster vehicle seat 50.00 50.00 Blue Cross Insurance premiums 10-78 1,979.46 1,979.46 Bookman-Edmonston Eng. Engineering Services, Tahoe Donner, 8-78 3,523.55 3,523.55 Cal Western Life Pension plan premiums, 10-78 1,411.83 1,411.83 Camellia Valley Supply Clamps, gate valves, ells and nipples 820.52 820.52 Communications Publishing Corp. Business Radio Buyer's Guide 8.95 8.95 Cook Associates Consulting services 4,149.23 4,149.23 D & D Agencies Greyhound express charges 4.35 4.35 Digital Equipment Corp. Maintenance coverage computer, 9-78 99.00 99.00 General Electric Supply Underground secondary aluminum cable 802.13 802.13 A.C. Gibson Co. Lead seal press 21.89 21.89 W.W. Grainger, Inc. PSI Guages 22.36 22.36 Graybar Electric- 2/0 triplex runcina wire, 100 electric meters, service sleeves, phase converters 7,906.95 7,906.95 Group III Electronics Printronix ribbons 153.72 153.72 Hendrix Wire & Cable Corp. Secondary cable spreaders 288.90 288.90 Jack's Tow Service Towing charges, Unit 18 50.00 50.00 Joint Venture Agreement Fund Contribution for mutual aid program 5.40 5.40 Ken's Tire Center Tires for vehicles 97.23 97.23 L & V Fuel Gasolines 234.78 234.78 Judith Lemke Secretarial services 55.00 55.00 McDOnough, Holland, Schwartz & Allen Legal services, 8-78 215.25 215.25 Modern Service Office Supply Office supplies 5.88 5.88 Multi Amp Corp Test cables & plugs 148.78 148.78 Nevada Office Machines Victor Calculator 278.96 278.96 Nevada Safety & Supply Industrial eye wear, fire extinguishers 78.46 78.46 Northstate Equipment Inc. Vehicle parts 273.63 273.63 Osburn's Garage Vehicle repairs 318.07 318.07 Pacific Telephone Monthly phone charges 307.48 307.48 Pacific Telephone Monthly telemetry charges 162.75 162.75 Pan Western Products Electric tape 268.65 268.65 Poole Fire Equipment Co. Refill & recharge fire extinguishers 18.00 18.00 Public Employee's Retirement Sys. Retirement fund reimbursements 33.37 33.37 Red Star Industrial Service Linen service, 9-78 54.00 54.00 j Roder Equipment Co. Steel U posts 402.27 402.27 ' Ruralite Services Safety training, 7-78 93.50 93.50 Safety Live Line Tool Co. Silicone cloth 4.78 4.78 Sangamo Weston, Inc. Disk & lower bearing kit 35.19 35.19 Sears, Roebuck & Co. Drill press, 3/4" motor, angle 443.82 443.82 Sierra Pacific Power Co. Power usage, 9-78 127,242.24 127,242.24 Sierra Pacific Power Co. Semi annual billing, Donner Lake Electric Facilities 9,213.00 9,213.00 Sierra Sun Merger of TSD, leasing of 1.9 acres of land, bid for parking area, help wanted temporary clerk & bookkeeper, financial stmt. 227.01 227.01 Tahoe Chemical Lab. Water sample analyses, 8-78 77.00 77.00 Tahoe Instant Press Office supplies, numbering forms 13.25 13.25 Tahoe Truckee Unified School Custodial time, rental charge for school 27.89 27.89 Take Care of Yourself Blue Cross Health books 40.00 40.00 Teichert Aggregates 3/4" AB 16.82 16.82 Tippecanoe Press Office supplies 2.40 2.40 Tom's T.V. System Tapes 62.01 62.01 Truckee Donner Disposal Service, 8-78 63.50 63.50 Truckee Sanitary District Repairs to sewer lines 112.56 112.56 Truckee Tahoe Lumber Co. Miscellaneous hardware 41.72 41.72 University of Washington Registration & parking fee, Electric Meter School 31.50 31.50 Utility Purchasing & Stores Publication - 11-78/10-79 12.00 12.00 Wedco, Inc. Meter glass, nuts & bolts, lightning arrestors 288.08 288.08 Western Nevada Supply Co. Fire hydrants 4,124.64 4,124.64 Phil Willard Enterprises Janitorial services, 9/78 132.50 132.50 Yates Body Shop Vehicle body work repairs 498.55 498.55 146,779.15 13,309.26 7,890.83 167,979.24 TRUCKEE-DONNER PUBLIC UTILITY DISTRICT POST OFFICE BOX 309 TRUCKEE, CALIFORNIA 95734 TELEPHONE 587-3896 MANAGER' S REPORT October 2, 1978 1 . GENERAL STATUS OF-DISTRICT Outages - There have been no serious outages since the last report. Minor outages have occurred at the Tamarack Center, and twice, Hood Construction Co. broke water lines during their Phase 11 activities. All of these situations were corrected promptly. Water Consumption - The attached report shows the water consumption for the month of September. 2. REPORT RE WHETHER OR NOT COST REPLACEMENT FOR NORTHSIDE WELL AND REPAIR OF MOTOR FOR STANDBY CAN BE CHARGED TO TAHOE DONNER TRUST FUND I have yet not received a ruling on this from Martin McDonough. Perhaps by the time of the Board Meeting, I will be able to report verbally. 3. REPORT REGARDING WHITE PINE COUNTY 'S PROPOSAL FOR ELECTRIC GENERATING PLANT I have ascertained from Mr. Tom Bath of the Steering Committee on this pro- ject that capacity is still available. I believe the next actions that should be taken are: a) A discussion with Sierra Pacific Power Company regarding wheeling. b) Contingent upon the first item, a trip to White Pine County by the �+ Manager and one or two Board members to talk to Mr. Bath and other White Pine County officials as to some of the more important details of any commitment we may make. 4. REPORT RESPECTING MEADOW PARK SEWER ASSESSMENTS The local newspaper recently carried a list of delinquent real estate tax accounts. Included in this list was the Truckee Donner Public Utility District. An investigation of the parcel number showed that the delinquent parcel of prop- erty was the Meadow Park, which is leased to the Truckee Donner Recreation and Park District. For several years the PUD has been paying the sewer assessment on this parcel . Earlier this year, when we discovered this fact, we billed the Recreation and Park District for back assessments and arranged with the County and the Recreation and Park District to have future assessment bills mailed to the Truckee Donner Public Utility District in care of the Recreation and Park District. It was a verbal understanding that they would pay assessments in the future, and would , over a period of time, repay approximately $5,000 due for back assessments. Apparently, the Recreation and Park District has failed to pay the current assessments . In view of this, I recommend that the Manager of the Recreation and Park District be invited to attend the Board Meeting of Nov- ember 6th to work out an arrangement between the Park District and the PUD to make the necessary sewer assessment payments and to set up a definite schedule for payment of the $5,000 which is owed for back assessments. There is also the matter of a bill for the Truckee River Regional Park which remains unpaid -1-