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HomeMy WebLinkAbout1979-02-20 Min - Board REGULAR MEETING FEBRUARY 20, 1979 The Regular Meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order by President Maass at 7:04 P.M. in the District office. ROLL CALL: Directors Hatch, Huber, Kuttel , Sutton and Maass were present. EMPLOYEES PRESENT: A. Milton Seymour and Susan M. Craig were present. CONSULTANTS PRESENT: Neither District Counsel Grumer nor District Engineer Cook were present at the meeting. OTHERS PRESENT: Don Strand and Beatrice Thys. APPROVAL OF MINUTES The President noted that the minutes for December 4 and December 18, 1978, prepared in final form and with the appropriate attachments, had been provided. Director Kuttel moved that the minutes of December 4 and December 18, 1978, be approved. The motion was seconded by Director Hatch. ROLL CALL: Hatch, aye; Huber, aye; Kuttel , aye; Sutton, aye; Maass, aye. SO MOVED. It was noted that Director Huber had presented spelling corrections to the minutes of January 15, 1979. (No other corrections were submitted) . Director Huber moved that the Deputy District Clerk be authorized to type in final form the minutes of January 2, January 15, and January 29, 1979, as corrected. Direc- tor Kuttel seconded the motion. ROLL CALL: Hatch, aye; Huber, aye; Kuttel , aye; Sutton, aye; Maass, aye. SO MOVED. STATEMENT OF GENERAL FUND, BILLS FOR BOARD APPROVAL, FmHA STATUS REPORT Mr. Seymour explained the disputed Xerox billing (for lease of a copy machine) which has finally been resolved to the District's satisfaction. He further noted that the Bank Balance in the amount of $99,074.29 has been trans- ferred to the LAIF since preparation of the report, bringing the LAIF balance up to $687,000. Relating to the payment in the amount of $4, 126.97 to Dart Resorts, Mr. Seymour noted such payment was being made because Dart paid an invoice twice in error. Director Hatch moved that payment to Phil Willard Enterprises in the amount of $212.50 and Xerox Corporation in the amount of $102.21 be made. Director Huber seconded the motion. ROLL CALL: Hatch, aye; Huber, aye; Kuttel , aye; Sutton, aye; Maass, aye. SO MOVED. Director Sutton requested that the Manager explain additions to the per- manent personnel list during Executive Session. He agreed to do so. Regarding the FmHA Construction Fund Status Report, Director Huber ex- plained that Cook Associates ' billing (in the amount of $2,820.60) was for final inspections provided in October and November. It was reported by the Manager that there is still some work to be completed by Roen Construction. Director Kuttel moved that the Board pay the bill to Cook Associates in the amount of $2,820.60, and $1 .00 to reimburse the General Fund the amount required to open the FmHA bank account. The motion was seconded by Director Huber. ROLL CALL: Hatch, aye; Huber, aye; Kuttel , aye; Sutton, aye; Maass, aye. SO MOVED. OCTOBER AND NOVEMBER 1978 FINANCIAL STATEMENTS Mr. Seymour commented briefly on the Financial Statements. He noted that, on the November Statement, the large expenditures under General and Administra- tive were due to the Jane Reed matter. It was decided that, since it has been written off, ''Accounts receivable - Van Wetter'' should be eliminated from future Statements. In answer to Director Kuttel 's question, Mr. Seymour ad- vised that the annual payments to FmHA would commence in 1979• 2/20/79 Pg. 1 COMMITTEE REPORTS Director Sutton advised that the Water Committee met on February 6, 1979. She provided to the Board a written report and recommendations, a copy of which has been attached to these minutes. Mr. Cook is to be asked to report on payback to the District by developers for improvements to the water system made at District expense. After a thorough review of the report and discus- sion of the recommendations (which noted that it seemed more appropriate to include the hydrogeologic analysis, leak map, and preliminary electrolytic analysis in the 1979 budget rather than in a loan request, and further noted the Engineer's recommendation for deletion of funds for the development of Sheep- herder' s Spring and acquisition of the Airport Well) Director Huber moved, and Director Hatch seconded the motion that the Board endorse the list of projects for water system improvements recommended by the Water Committee for attempted funding this year. ROLL CALL: Hatch, aye; Huber, aye; Kuttel , aye; Sutton,. aye; Maass, aye. SO MOVED. The projects (from page three of Director Sutton' s report) are listed following along with estimated costs : 1 . Southside Improvements a) Southside Booster Station - replace and relocated present facility and install new line $20,000 b) Evergreen Circle Loop 9,000 c) Ponderosa Palisades Booster ( increase pump capacity) 4,000 d) Cable-supported River crossing replacement 20,000 e) Inlet-outlet on Sierra Meadows Tank 352000 2. Tonini Springs Improvement 69500 3. Hospital Loop 4,00O 4. Commercial metering program 159000 5. 267 I ntert i e (from River crossing to Southside Complex) 7030000 6. 12" main from River crossing to Town Tank 1759 000 $358,500 Director Huber moved that the Manager and the District Engineer be authoriz- ed to enter into discussions on behalf of the District with FmHA, or other appro- priate regarding the prospects for a loan in the amount of approximate- ly $400,000 to finance the water system improvements on the endorsed list cost- ing approximately $358,500 plus engineering, legal and administrative expenses and contingencies. Director Hatch seconded the motion. ROLL CALL: Hatch, aye; Huber, aye; Kuttel , aye; Sutton, aye; Maass, aye. SO MOVED. At this point in the meeting, Don Strand of Dart Industries arrived and was wished a happy birthday by the Board. Director Hatch requested this be noted as a matter of record. MANAGER'S REPORT General Status of District - Since the last report, Mr. Seymour noted there was an outage which affected Olympic Heights, the TTSA Plant and the Mill . Such outage was caused by lines in upper Olympic Heights slapping together and causing the failure of Feeder F. Since the outage, fuses have been added to the Olympic Heights circuits so that future faults in the subdivision wi l l not affect the TTSA Plant or Mill . The Manager also reported on an underground cable failure at Aweeka' s Trailer Park on February 17, 1979 - the outage lasted ten hours. Three line- men, Bruce Grow and Mike Connel were called out for repairs. Although Direc- tor Kuttel noted the D i.str i ct answering service was not aware of the problem until 4: 1 1 P.M- , it was reported by the Manager that the crew began work to restore electricity at 10:00 A.M. He further advised that Ed Aweeka visited the District and complimented the District crew. Report on bid opening-- 1 .9 acre parcel - Mr. Seymour noted that no bids on the 1 .9 acre parcel were received by the District. Advertising methods were discussed. Director Sutton noted there should be some proof of publication provided for the District' s records. It was her suggestion that the District go back to bid in the spring or summer and allow three months for response. Interest expressed regarding lease of the land by Tahoe National Bank was mentioned. It was noted that information had been provided to them. Mr. Sey- mour was asked to make inquiry as to why they did not submit a bid. D i rector Sutton moved that an i tem relat i ng to the 1 .9 acre parcel be placed on the next meeting agenda; in the meantime, Mr. Seymour is to confer with the Bank. Also, she moved that District Counsel submit a report regard- ing the steps that were taken to advertise the bid. The motion was seconded by Director Huber. ROLL CALL: Hatch, aye; Huber, aye; Kuttel , aye; Sutton, aye; Maass , aye. SO MOVED. A copy of the Manager's Report has been made an attachment to these minutes. VanLandingham request to complete survey on Ralph's property - Mr. Seymour ad- vised that someone engaged Vail Associates to do a survey of the Ralph's prop- erty which has not yet been completed. Mr. VanLandingham advised that when the PUD began negotiations with Mrs. Ralphs to purchase the property she requested he stop the survey. The Manager further noted that there has been an agreement between the PUD and the property owners to purchase the land - the matter is still in escrow pending a quitclaim deed on the part of Nick Sassarini (an ad- joining property owner) - no money has yet been exchanged. (There is presently a Quiet Title action between Sassarini and Ralphs pending in the Courts) . it was Mr. Seymour' s belief, he stated, that Mr. Sassarini would be executing the Quitclaim Deed shortly; Mr. Van Landingham was also of this belief. Director Sutton stated that, in order for the Board to protect the com- munity, the survey should be completed. Mr. VanLandingham agreed that, in addition to placing corner markers for the $2,000 fee, he would also place line monuments in between the corner markers. He further stated that all nec- essary work could be completed for a total cost of $2,500 maximum unless prob- lems were encountered with the County. Mr. Seymour suggested engagement of. Vail and Associates be contingent upon the satisfactory close of escrow. Director Huber moved that, upon favorable closing of escrow, Raymond Vail and Associates be authorized to complete the survey of the Ralphs ' property surrounding Tonini Springs, Assessor's Parcel #19-300-17, at a cost not to ex- ceed $2,500, and to file a record of survey .map with Nevada County. Director Hatch seconded the motion. ROLL CALL: Hatch, aye; Huber, aye; Kuttel , aye; Sutton, aye; Maass, aye. SO MOVED. Director Kuttel advised the Board Mr. Sassarini indicated to him that he had already signed the disclaimer. . INCREASING SUBSTATION CAPACITY - RESOLUTION APPROVING SPECIFICATIONS AND CALLING FOR BIDS ON l 20kV TRANSFORMERS AND INTERRUPTER Mr. Seymour reported that R. W. Beck and Associates mailed the specifica- tions from their Seattle office on Friday, February 16, 1979; they have not yet arrived at the District. The Chairman asked the Manager to voice his displeasure to Mr. Merriman for not shipping the specifications by air. The location of the proposed joint substation was discussed. Director Huber advised that the parcel was at the far eastern end of the land leased by the Park District (Truckee River Regional Park) - the substation would come west only 300 feet. The area is completely undeveloped, screened from the Highway and horse arena by the trees, and there are trees below the site; the substation would not be over 10 to 12 feet in height. Design of the substation, compatibility between the TDPUD and Sierra Pacific system and the agreement were mentioned. Mr. Seymour noted that Sierra Pacific would design into the TDPUD portion of the substation the capability of doubling the capacity. Responding to Director Huber 's question, Mr. Seymour advised that the Truckee Substation would not be abandoned upon completion of the joint sub- station. It was Director Huber's hope, she stated, that the equipment from the Truckee Sub would be moved to the new substation and the "eyesore" (Truckee Sub) removed. . Director Sutton stated she thought R.E.A. approval would have to be obtained prior to action of this nature since R.E.A. funds were borrowed to build the substation, and the loan has not yet been paid off. A Special Meeting was scheduled for February 22, 1979, at 4:00 P.M. to take care of this item. 2�2a 79 p � 3 REVIEW OF LETTER OF COMMITMENT FROM ROYAL GLOBE INSURANCE CO. (FIRE AND LIABILITY INSURANCE) Mr. Seymour advised that the annual premium of $15,716.00 quoted in the letter from Stice and Wells dated February 16, 1979, is $3,000 less than last year's premium; it does not include the umbrella policy. Director Huber moved that the Board direct the Manager to convey to St i ce and Wells that the Board intends to renew the insurance with Roay 1 Globe from March 1 1 , 1979, to March 1 1 , 1980, (the liability and fire policy - PYAl 14904) at an annual premium of $15,716.00. The motion was seconded by Director Hatch. ROLL CALL: Hatch, aye; Huber, aye; Kuttel , aye; Sutton, aye; Maass, aye. SO MOVED. BOARD DIRECTION AND/OR ACTION REGARDING DON CASLER'S REQUEST FOR QUITCLAIM DEED TO BLANKET EASEMENTS ON PROPERTY LOCATED BETWEEN ELEMENTARY SCHOOL AND GAS STATION President Maass noted that Mr. Grumer had not yet provided the information necessary for Board review relating to this item. He noted the matter would not be placed on the agenda again until the Directors have the required data in hand. Further, the President advised he would be in contact with Mr. Grumer. REVIEW AND DISCUSSION OF WATER AND ELECTRIC CASH FLOW BUDGET FOR 1979 Mr. Seymour reviewed each item listed on the draft Water and Electric Cash F 1 ow Budget and explained how the various figures were determined. A copy has been made an attachment to these minutes. He noted the last item, Pole contracts, should be changed to read "Pole contacts." Customer Contributions and Other Miscellaneous Income were reviewed. Mr. Seymour mentioned that the $40,000 item, Surplus sales, etc. for the Electric Budget, represented the anticipated sale of surplus wire and insulators to Harker and Harker for installation in Tahoe Donner, Units 8 through 1 1 . During discussion of Operations and Maintenance, Mr. Seymour noted that the $10,000 allocated for commercial meter replacement should be deleted from the budget since the item will be included in a loan request. The Manager explained the allocation of expenses for General and Adminis- trative costs between the Water and Electric Departments which is being changed in this budget to more accurately represent actual department expenses. Relating to Outside Services, it was noted that services to be rendered by Tudor Engineering Company were not included in the draf t 'budget; Mr. Sey- mour advised $5,000 should be allocated to the Electric Department budget. It was decided that Election expenses should be divided equally between the Water and Electric Departments. Administrative salaries and benefits were discussed. After completing the review of the proposed budget, Mr. Seymour provided charts showing representative curves of Water Department income for the last six months of 1977 and the last six months of 1978. He noted that the rate increase affected Truckee Commercial accounts less than any other. There is a steady increase in domestic revenue - approximately $200 per month, he fur- ther advised. Regarding the draft budget, Mr. Seymour mentioned that the WaterDepart- ment costs and Electric Department purchased power costs include an pumping increment of increase for a rate increase by Sierra Pacific Power Company - this also assumes increased purchases of power. In answer to Director Sutton' s question, Mr. Seymour advised that in- cluded in the budget are salaries for the three permanent trainees presently employed by the District. He noted further information regarding employment would be disclosed during Executive Session. The President noted .that a notice should be placed in the paper advising the public that the preliminary Budget will be discussed at 8:00 P.M. on March 5 1979; input is invited and a formal public hearing will be held at 8:00 P.M. on March 19, 1979. Director Sutton thanked the Manager for the effort which had. been made in the reallocation of expenses between the water and electric departments. She also requested that, on the next copy of the Budget, Debt Service items (SPPCo and REA) be broken down. Also, under Utilities, she requested a subheading for TTSA and garbage charges. DISTRICT ENGINEER'S REPORT An oral report was not given since Mr. Cook was not present. A copy of his written report has been amde an attachment to these minutes . 9' DISTRICT COUNSEL'S REPORT District Counsel not being present, there was no report given. Conflict of Interest Code - Director Sutton noted that Directors are required to file a Statement of Finances by the end of February. She expressed concern relating to the Board's requests that Mr. Grumer ascertain the status of the Code - as yet no information has been forthcoming. Mr. Seymour advised the questionnaire adopted by the Board should be able to be found in District f i 1 es - it should be completed in lieu of the form forwarded by the County Clerk. The item is to appear on the next meeting agenda for a report from Counsel . CORRESPONDENCE Hydroelectric - M r. Seymour stated that the District has received correspondence from Tudor Engineering regarding Stampede Dam. He mentioned his memo to the Board wherein he advised that the Corps of Engineers will be building the gen- erating station at Stampede. It was Dave Willer's suggestion that the District allow the project to be completed by the Corps of Engineers - the District will receive the power in any event. Mr. Seymour is in the process of writing to Mr. Estes of the Western Power Marketing Administration of the Department of Energy reaffirming that the District has first preference on Stampede generated power. (It was rumored that TTSA was attempting to purchase the power, the Manager noted.) M r. Seymour advised that a draft resolution has been prepared to a 1 1 ow Tudor Engineering to proceed with FERC applications for Prosser and Boca rather than Stampede and Boca. Regarding Stampede Dam, the Manager reported that he has been advised that the Bureau of Reclamation is starting the engineering phase for a power plant, and they expect to go to bid on March 1 , 1980, and expect to award bids on June 1 , 1980. It is expected that the plant will be completed by December of 1981 , and on-line by June of 1982. The President advised that the resolution would be placed on the Special Meeting agenda for February 22, 1979, for Consideration by the Board. FmHA Project 77-1 - Director Sutton mentioned correspondence received from Roen Construction relating to the FmHA project. Mr. Seymour advised that as soon as the awaited part is received the District will install it and Roen will then be able to complete their portion of the project. Bertagno 1 1 i - parking lot reconstruction - -Director Huber noted that a letter was received from Bertagnolli requesting additional funds . The Chairman ad- vised that the Board has already taken action on this matter and the Manager would handle a response.' Ponderosa Palisades Duplexes - A letter regarding Ponderosa Palisades Duplexes was brought up by Director Sutton. The Manager stated $2,000 in fees has already been received by the District. He will be meeting with Mr. Cook to formulate a will-serve letter. Director Sutton requested the item be placed on the next meeting agenda. South Side Springs - Director Sutton advised that, relating to the District's application re South Side Springs, there is only ten days in which to review the modified application. Mr. Seymour noted he had corresponded with Mr. Cook asking that he provide an opinion. PLANNING DEPARTMENT NOTICES The site plan for Timberline Shopping Center was briefly discussed. 2/20/79 pg. 5 President Maass directed that Mr. Seymour's letter of February 16, 1979, to Ben Hulse regarding the Board 's concern re timely receipt of notices become an attachment to these minutes . Director Huber noted that the notice regarding Timberline required comment re the adequacy of the EIR by March 8th. Director Sutton advised that she today received a copy of the PUD ruling relating to the B i l tz Tract property owners ' complaint against John Williams and the Donner Lake Utility Company. The findings include, she stated, that there should not be required any connection with the TDPUD system. She indicat- ed she would deliver a copy of the ruling to the District office on February 21 , 1979. EXECUTIVE SESSION President Maass adjourned the meeting to Executive Session at 9:56 P.M. for the purpose of d i scuss.i ng legal and personnel matters. RETURN TO PUBLIC SESSION The meeting was reconvened to Public Session at 10:45 P.M. REED, iBEW vs. TDPUD Director Huber moved that the Board direct Counsel to file the Affadav i t with the Judge stating what the District has done to accomplish the Court Order re the Reed matter. The motion was seconded by Director Hatch. ROLL CALL: Hatch, aye; Huber, aye; Kuttel , aye; Sutton, aye; Maass, aye. SO MOVED. ADJOURNMENT The President adjourned the meeting at 10:46 P.M. TRUCKEE DONNER PUBLIC UTILITY DISTRICT By James A. Maass, President Susan M. Craig, Deputy Distric Jerk 2/20/79 Dq. 6